Approve minutes of March 2, 2004 Board of Directors working meeting.

MSP Ted Thurman asked the Board if there were any corrections or modifications to the minutes of March 2, 2004. Mary Lou Morris had one correction. The Board was asked by Ted Thurman if there were any other modifications and all those in favor of making the modifications say aye. All Board members replied aye, modifications will be made.

MSP Mary Sue Reagen made a motion to accept the minutes of March 2, 2004 as corrected. Max Metcalf seconded the motion. Motion carried unanimously.

1. Bayshore Budget

The Budget committee did a projected year to date actual of the 2003-2004 expenditures so property owners can compare those figures to the proposed 2004-2005 Budget. The capital outlay projection was reviewed. The proposed 2004-2005 Budget was reviewed. A $5000.00 contingency fee was added to the budget for expenditures that may happen to arise that are not allocated now and another $5000.00 was allocated to legal expenses to enforce the Bayshore C & R’s. A risk management assessment was done for the clubhouse and Bayshore was given a clean bill of health. The agent who did the assessment did suggest that emergency lighting be installed in all the bathrooms to protect Bayshore if someone was injured if the power were to go out, Bayshore has no backup lighting. A circulation pump was installed next to the shower rooms to save on water and heating costs. Mary Sue Reagen would like to see an outside shower installed for the pool which would reduce water and heating costs and cut down traffic to and from the shower rooms. Shower room floors will be sandblasted and dyed next year instead of painted. It will be more cost efficient and the Caretaker can do the work. The pool will get a face lift next year, it will be emptied, cleaned, pressure tested, and painted with depth markings added

MSP Mary Sue Reagen made a motion to approve the proposed 2004-2005 Budget with modifications. Dorothy Bogumil seconded the motion. Motion carried unanimously.

2. RV Park Recap

A majority of the responses received from the survey in the Breeze, regarding the proposed installation of the RV storage facility across the street from the clubhouse, were negative. A member’s survey, which will be sent out with the ballot packet, will address this proposal again plus other proposals and ideas so the entire populace of Bayshore will get a chance to voice their opinions.

3. Homeowner Steve Jacobson — Requests boats be allowed in Bayshore June-November.

Property owner Steve Jacobson requested the Board of Directors allow him to have his boat at his property from June through November for the crabbing and fishing season. The C & R’s may be too restrictive but if any modifications are made they need to be modified for the benefit of everyone. This issue will be re-addressed at the next working meeting.

4. Quality of Life Committee — Move to Planning Committee as a Sub Committee.

The Planning Committee would like to see a separate committee be formed to take on C & R violations that are not construction related i.e., Barking dogs, unkempt property, RV’s, etc. The Planning Committee would take care of construction violations. At this time there are still no members for the Quality of Life Committee. The Planning Committee has changed their meetings to the first and third Tuesday of each month.

MS Max Metcalf made a motion to create the Quality of Life committee to assume all non-construction difficulties and the committee be put together and names brought back to the next working board meeting for approval, subject of the meeting to delineate the items assumed by that committee, policies and procedures. Ray Schmidt seconds the motion.

MSP Max Metcalf made a modification to his motion: that a committee be formed to take over C & R violations that have nothing to do with construction and a new member list be brought to the Board for review, evaluation and approval by the next working board meeting and have the Planning Committee give us a list of items un-related to construction. Mary Lou Morris seconded the motion. Motion carried unanimously.

MSP Mary Sue Reagen moved that the Board appoint Kevin Macphee, at the next meeting, provide to the Board the organization and the costs to provide security for the Fourth of July, the publicity that he would like to see related to the Fourth of July and the rules for the Fourth of July weekend in Bayshore so at the next meeting the Board can allocate any necessary monies available and set the plan for the weekend. Dorothy Bogumil seconded the motion. Motion carried unanimously.

Candidates for the Ballot are; Division 1 — Dorothy Bogumil and Mary Lou Morris, No candidates from Division 2, Division 3 — Mary Sue Reagen, Division 4 — Connie Abercrombie and Debra Hanson, Division 5 — Ed Biancone, No candidates for Division 6 and Division 7 — Ted Thurman. There are seven candidates for six positions.

The next Board of Directors meeting is April 17, 2004. A letter will be sent to the property owners who use their homes as vacation rentals, and to Rental and Real Estate agencies, to inform them of the meeting scheduled at 11:00am on April 17, 2004, prior to the Board of Directors meeting, to discuss vacation rentals in Bayshore and for anyone else who is interested in attending and letting them know where Bayshore stands. For further notification an article will be put in the Breeze.

A draft of the proposed Guideline revisions and fine schedule was sent to Dennis Bartoldus for review and the modifications he recommended were discussed. The Board members were asked to review the proposed Guideline revisions with the modifications and it will be discussed at the next working meeting. Mary Lou Morris will separate the construction from the non-related construction items so the Board can see what the new committee will be responsible for and how the Planning Committee will be left.

1. Discussion on Impact Fees for Construction
1. New
2. Remodeling
3. Landscaping

Most communities have what is known as an impact fee. The Board discussed the usage of impact fees and if they could use them here in Bayshore. Impact fees would be for services rendered by the Planning Committee. If the Planning Committee could have some way of tracking during new or remodeling construction and make the property owner adhere to the specifications that were submitted maybe it would end lawsuits, injunctions and paying attorney fees. Discussion was tabled and will be brought up at a later date.

2. Policy/Procedure Election of Board

A draft of the Policies and Procedures for Election of the Board was reviewed and discussed. Changes were noted and will be made and brought back to the Board to review at the next meeting.

3. Coca-Cola Truck Parking

A property owner who works for Coca-Cola Bottling has asked for permission to park his company vehicle at the parking lot across from the clubhouse on Monday evenings and sometimes Thursday evenings. Though the property owner has noted in his letter to the Board that Coca-Cola accepts responsibility of any damage or thievery of the vehicle, the Board has nothing in writing from Coca-Cola stating they will. The Board needs to address parking, in general, at the lot.

MSP Dorothy Bogumil motioned to give the property owner permission temporarily to park there 2 days a week until a permanent policy is adopted regarding parking. Mary Lou Morris seconded the motion. Motion carried unanimously.

4. Audit of 2004-2004 Budget Funding

Gail Watrous will be handling this item.

 

5. Survey of Entrance Area

There seems to be some conflict of ownership between Bayshore and Edna Comstock regarding Tract A, part of the entrance to Bayshore. Each owns a part of Tract A and the question is does Bayshore need to get a survey done to determine ownership. Discussion moved on to the entrance sign.

MS Mary Sue Reagen moved no further expenditures be made regarding the entrance sign until the board has a chance to review what’s on the sign is both legal and appropriate for the community. Mary Lou Morris seconded the motion. After a lengthly discussion the motion and second were withdrawn.

6. Membership Cards & Club Privileges

Vicki Klebe asked for approval of the Policies and Procedures for Membership Cards, Club Privileges, the Pool and Game Room.

MSP Mary Lou Morris motioned to approve the Policies and Procedures for Membership Cards, Club Privileges, the Pool and Game Room. Kevin MacPhee seconded the motion. Motion carried unanimously.

Vicki Klebe asked the Board if they had any modifications they wanted to make to the format of the Ballot, Voting Instructions or the Nominees bios.

MSP Dorothy Bogumil moved to accept the Ballot as presented. Mary Lou Morris seconded the motion. Motion carried unanimously.

7. Membership Survey

Discussion and modifications were made to the survey that is to be sent out with the Ballot.

MSP Mary Lou Morris motioned to publish the Bayshore Members survey with the mailing that is going out for the Ballot with modifications. Ray Schmidt seconded the motion. 7 voted for, 1 opposed — Kevin MacPhee. Motion carried.

Mary Lou Morris asked to discuss a property owner who is a repeat violator of the C & R’s. A final letter will be sent to the property owner before legal action is taken.

MSP Mary Lou Morris motioned to direct President Ted Thurman to send a letter to Anthony and Evelyn Stauss Trustees regarding their property at 1201 NW Bayshore Drive pertaining to a fifth wheel that has been parked there a minimum of two months and it also has been brought to the attention of the Board by property owners that there are other violations that need to be taken care of. Dorothy Bogumil seconded the motion. Motion carried unanimously.

Vicki Klebe requested from the Board to approve changing companies regarding the postage meter machine. Pitney Bowes will be charging Bayshore $35.75 per month after the 90 day trial period. Pacific Mailing Systems in Portland has offered the same machine at $28.00.

MSP Dorothy Bogumil moved to change mailing systems to Pacific Mailing Systems. Kevin MacPhee seconded the motion. Motion carried unanimously.

Vicki Klebe asked what Bayshore files are available to the general public. Should property owners address’s and phone numbers be available to other property owners? Discussion of what the non-profit statutes say, policies and procedures need to be written for the office.

MSP Kevin MacPhee motioned until further notice the Board of Directors will only allow corporate information; i.e. minutes and financial information, to the public, until further notice and until it is reviewed that no laws are being violated. Max Metcalf seconded the motion. Motion carried unanimously.

Lawsuits Recap. Tape recorder was turned off during discussion of lawsuits.

MSP Mary Sue Reagean moved to have the violations that the Grays are continuing to make be brought forward by the Planning Committee and the Planning Committee will put it together to the President and send it to Dennis Bartoldus to write a letter to the Grays or the Grays attorney to adhere to Bayshore C & R’s. Ray Schmidt seconded the motion. Motion carried unanimously.

The next Board of Directors working meeting is May 4, 2004 at 9:00am.

MSP Ray Schmidt motioned to adjourn. Mary Lou Morris seconded the motion. Motion carried unanimously.

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