Bayshore Beach Club Inc.
Board of Directors Meeting
November 20, 2004
In Attendance:
Mary Lou Morris, President Division 1
Mary Sue Reagen, Vice President Division 3
Dorothy Bogumil, Corporate Secretary Division 1
Connie Abercrombie, Board Member Division 4
Ed Biancone, Board Member Division 5
Ray Schmidt, Board Member Division 2/6
Ted Thurman, Board Member Division 7
Kevin MacPhee, Board Member Division 7
Gillian Rampley, Secretary/Treasurer
Absent:
Max Metcalf, Board Member Division 4
President Mary Lou called the meeting to order at 1:00 pm. She noted that Max was not present. Mary Lou led the members in the Pledge of Allegiance
MINUTES
MSP Ted made a motion, seconded by Dorothy, that the Minutes of the October 13, 2004 meeting be approved. The motion carried unanimously.
Minutes of the November 10, 2004 meeting were discussed. Ted raised a concern regarding the policy for the Nominating Committee. Mary Lou announced that the change was not a Minute issue; the policy will be revisited at the January meeting. Ray asked that the language regarding percentage of members required to propose amendments be changed from "Mary Sue advised that 30% of members were required" to "Mary Sue clarified the percentage necessary."
MSP Dorothy made a motion, seconded by Kevin, to approve the Minutes of the November 10, 2004 meeting as corrected. The motion was carried with Connie abstaining.
FINANCIAL REPORT
Mary Lou reviewed the Profit and Loss Budget v. Actual Report. Ed commented that, due to the rate expenses were mounting for the year, the budgeted amounts will need to be addressed. Mary Lou advised that the budget will be revised at the January meeting. She suggested that all board members review the current budget and bring their suggestions for adjustments to the meeting. Mary Sue added that she and Gillian will be looking at possible combinations of categories. She also noted that, following the insurance audit and the provision of accurate residence numbers to the company, Bayshore received a $1,000 credit.
CORRESPONDENCE
1. E-mails from Ron Jones dated October 17 and 22, 2004. Mary Lou advised that she had invited Ron to attend the meeting so he could hear the board's dialogue. Ron had addressed concerns regarding a tsunami hitting Bayshore.
Ron Jones, 109 NW Sunset Way, Waldport, a homeowner, addressed the board. He advised that he felt there was a need for a warning siren to be located on the spit. He noted that the Waldport sirens cannot be heard in Bayshore, particularly if there is a wind blowing off the ocean. If there were to be a major tidal surge, it could not be outrun on foot. Residents need to have advance warning. He had been advised that, if a major earthquake happened close to shore, residents would have only a seven-minute warning. He thought it might be possible to get funding from state and federal emergency agencies and felt that the community would have more success in obtaining aid than individual requests would have. He also expressed the need for an alternate route from the spit and suggested that a new bridge should be built across the canal.
Connie noted that the coastguard had spoken to Bayshore some years ago to advise on actions to take in the event of an earthquake and had advised residents to leave immediately upon feeling a strong earthquake. Residents should sound car horns to alert neighbors and head for the 101. No attempts should be made to cross the bridge into Waldport. However, Connie agreed that for a distant earthquake that would not be felt in Bayshore sirens would be needed. Mary Sue suggested that residents obtain NOAA radios which would give an earlier warning than a siren.
Mary Lou asked if someone on the board would like to contact the Lincoln County Director of Emergency Services, Jim Hawley, to see if funding might be available. Kevin suggested that Ron Jones might want to do that as a representative of the community. Lloyd Haines, a homeowner, suggested that the board might want to work with Sandpiper's association also.
Other comments from the floor:
Dawn Sudmeier, 405 Alsea Bay Drive, a homeowner, said that she felt a siren was a great idea. She also asked if the proposed new exit across the canal would be open all the time. Ron Jones said he was looking only for an emergency route. Dawn suggested that Kevin, a retired firefighter, and Ron Jones, a retired police officer, might make an effective team to work on this issue.
Narda Tolentino, 1913 NW Canal, a homeowner, advised that she had attended a Special Issues Committee meeting after the recent earthquakes. She emphasized that residents should not wait to hear a siren if they feel an earthquake. Everyone should have an evacuation plan. She offered to share her notes from the meeting; she will provide them to the board.
Mary Lou suggested that the board could invite a guest speaker to provide information to residents.
Jack Woods, 2314 NW Convoy, a homeowner, noted that the County Emergency Planning Director does speak to groups on this subject and has a new brochure available.
Ray asked about the feasibility of a new road. Mary Lou advised that the current walkway is not a dedicated road and, at the north end, is private property. She then asked if a consensus of the board would like Kevin to contact the County Emergency Planning Director. Ray suggested that Jack Woods and Ron Jones might like to work together with Kevin. Mary Lou noted that she would talk to the President of the Sandpiper Association. There was a unanimous consensus of the board for those actions.
2. Mary Lou advised that an unsigned e-mail had been sent to the board but the board had agreed previously not to spend a lot of time on unsigned correspondence.
3. E-mail from Susan Prothero. Ed had responded to the construction issues raised in the e-mail; Mary Lou agreed to respond to the remaining questions.
COMMITTEE REPORTS
Social Committee - Lana Thurman encouraged everyone to attend the holiday party on December 4. She reminded everyone to bring a new toy and/or canned goods. She also noted that, in the past 12 months, 134 new member packets had been mailed or delivered.
Planning Committee - Ed Biancone began by reminding everyone that he was Acting Chair-person of the committee, taking over that position at the beginning of July. Now that the committee had 5 members, they would be able to vote in the permanent chairperson. Since the November report, the committee had received four new construction requests, two of which had height variance requests currently going through that process; the other two had been approved. The committee was currently receiving three to five maintenance requests per week. No violation letters have been sent. He was currently in the process of writing detailed procedures for the committee to follow. The board had asked for weekly status reports. Ed had provided a couple of different formats for the board to consider. His preference was that the board accept the meeting minutes as their report. Ted wanted to be sure that the board was notified of violations. Ed explained the procedure, noting that the Notice of Fines can only be issued by the board, not the committee. All the board members present, except Connie, were content to only receive reports of violations rather than a weekly status report.
Enhancement and Enforcement Committee - Clark Clayton first expressed thanks to his committee for their work done during his prolonged absence. He advised that the committee only had two or three outstanding items, including a violation he was turning over to the board for action. He advised that it was an ongoing violation that had been occurring for several months. He also announced that Scott Norlin had been attending some of the committee meetings and had volunteered to serve on the committee. He introduced Scott, who advised the board that he had been a homeowner in Bayshore for one year and had earlier been a tenant in Bayshore. He noted that he coordinated county-wide programs and worked as a grant writer. He stated that he was interested in maintaining the quality of the community.
MSP Ray made a motion, seconded by Ted, that Scott Norlin be appointed to the Enhancement and Enforcement Committee. The motion carried unanimously.
The board then discussed the violation. Mary Sue gave a little background on the issue, advising that the homeowners, Mr. and Mrs. Abel, had previously been tenants in this and other Bayshore properties before purchasing the residence on Admiralty. The homeowners are storing a large commercial vehicle on the property. When warned of the violation (a prohibited vehicle), the homeowners responded that the property was in a commercial zone. The E&E Committee advised the homeowners by mail that they were in violation of the C&Rs despite the zoning but received no further response and had not been able to contact them by phone. Mary Lou noted that the homeowner had not applied for a business license for the property and had not gone before the Planning Committee for approval of commercial use. Kevin asked what the committee recommended. Clark said the committee felt that board needed to enforce the C&Rs. Kevin recommended that the board proceed. The board decided to impose a fine using the Fine Schedule guidelines. The fine would be imposed from the date of the receipt of a letter from the board. The letter would be sent both regular and certified mail. The guidelines allowed for a maximum fine of $100 plus $25 per day. After discussion, the board decided to impose a fine of $100 plus $10 per day until the violation ceases.
MSP Ted made a motion, seconded by Dorothy, to send a letter to the violating homeowners notifying them of the imposition of a fine of $100, plus $10 per day until the violation ceases. Kevin asked if the fine could be increased if the homeowners do not comply. He was advised it could and, if not paid, the fine amount would become a lien on the property. Ted amended his motion to include the provision that the letter be signed by the Corporate Secretary. The motion, as amended, carried unanimously. Lloyd Haines, 1973 NW Admiralty, asked about the ongoing violations of residents Sailer and Hayes. He was told that those matters were being handled by the attorney as the violations began prior to the fine schedules.
Canal Committee - Lloyd Haines advised that the canal had had nothing done to maintain it during the 39-40 years of its existence. There had been lots of viewpoints on whose responsibility it was. Approximately one and a half years ago, the committee had tried to determine what property owners along the canal needed done. The canal continues to deteriorate and eventually something will need to be done. He suggested a mailer be sent to property owners along the canal, approximately 101 lots, to find out what the major complaints are. He noted that debris had accumulated at the north end of the canal (up to 125 feet of debris) causing a drainage ditch to back up. Neil, the homeowner most affected, had installed a pump to pump the water over the debris. Lloyd advised that he would prepare the survey. The board will review the survey at the January meeting and include it with the March Breeze. He would include a comments section.
Mary Lou reminded members that the board is seeking volunteers for the Nominating and Budget Committees.
OLD BUSINESS
Adobe Acrobat Software. Duane Peltier had provided information to the board but, as he was not the meeting, the matter was tabled until Duane could be present.
2003-2004 Audit. Gillian advised that the auditor had prepared a draft report for review, as well as the 2003-2004 tax return. Once the draft had been reviewed and any additions or changes sent to the auditor, the final report would be prepared and sent to Bayshore.
NEW BUSINESS
1. Clubhouse Rental and Group Use Policy and Procedures. Mary Sue reported that, while writing the policy and procedures, she had found discrepancies in the two rental agreement documents. She recommended that one form be prepared for rentals by members and organizations. Connie offered to help Mary Sue with that process. Mary Sue also noted that the Club was not permitted to rent the building for commercial purposes and that should be included on the form. She asked that the board review the existing forms and e-mail her suggestions for a new form or forms. Ted noted that he thought the forms had been revised some time ago with fees based only on time to do away with counting of guests; the forms apparently had not been changed. Mary Lou agreed that the board had looked at them last year.
Carol Botelho, 202 NW Oceania, a homeowner, asked if members pay a reduced rate. Mary Sue advised that the clubhouse was only open for rental by members, or by non-profit or government organizations.
Mary Sue pointed out that the policy and procedure document contained information for groups who were using the clubhouse at no charge. Ron had reported that some groups have become lax in taking care of the facilities and it needed to be pointed out that if a group was not paying to rent the clubhouse, they needed to clean up after themselves. Dorothy suggested that every group be sent a copy of the policy and be given a little pep talk. Dawn Sudmeier offered to provide a checklist that she had used with a previous organization.
MSP Connie made a motion, seconded by Ted, to approve the Clubhouse Rental and Group Use Policy and Procedures. The motion carried unanimously.
Community Liveability Guidelines. The E& E committee had prepared revised guidelines to make the rules regarding lot appearance easier to understand. Mary Sue wondered if the rule regarding house numbers should be in community liveability or construction guidelines. She noted that the County will not enforce the ordinance regarding house numbers so the association should. Dorothy commented that the numbers should definitely be visible for emergency purposes. Jack Woods commented that the numbers should be reflective to allow emergency vehicles to find the property at night. Mary Sue advised that the county regulations say only "contrasting" not "reflective". Mary Lou noted that in Item 4 "planting" would be better replaced with "landscaping." Item #6 should be revised to include the requirement that debris be cleared up within 30 days. There was discussion about tarps; Mary Sue advised that several complaints had been received about items covered with bright blue tarps. She noted that brown and gray tarps were available for purchase and would blend in better.
MSP Ted made a motion, seconded by Dorothy, that the Community Liveability Guidelines - Lot Appearance be approved as amended. The motion carried with Connie opposed.
Narda Torentino asked about requirements for placement of propane tanks. Ed advised that there was nothing in the C&Rs but county ordinances set the distance from buildings based on tank size.
Clubhouse Outside Reader Board. Mary Lou advised that the existing Reader Board is very old and dilapidated and, therefore, is very difficult to maintain. She asked the board to decide if there was a need for the board and, if so, to decide if the existing one should be replaced. Ted felt that it should be replaced as there is a need to inform everyone of the Association's activities. There was a general consensus to ask Ron to look into the cost of replacing the Reader Board and bring suggestions to the board.
Office Internet Access. Mary Sue asked that this item be tabled until the next meeting.
Mary Lou advised that she had had a phone call from a parent at the middle school. They were asking for permission to use the clubhouse parking lot on Sunday, January 2 to collect old Christmas trees as a fund raiser for the school. After discussion, there was a general consensus to allow the group to use the parking lot providing that no heavy equipment was to be used and the lot was to be cleaned up at the end of the collection.
Ted noted, as a related matter, that there would be a spring clean up for Bayshore. Mary Sue advised that the Enhancement and Enforcement Committee were working on plans for that.
Comments from the Floor.
Norman Fernandes, 1910 NW Oceanview, a homeowner, asked about the water expense and if the pool leakage problems had been fixed. Mary Lou advised that it would be discussed at the January meeting when other budget issues were going to be dealt with because there were major issues with the pool that will need to be discussed at length.
Mr. Fernandes also asked about the increase in pool fees. Mary Lou advised that the fees were raised for vacation renters only. It was felt by the board that imposing the fee for renters would help recoup some of the cost of having the pool open, especially as the volume of renter use sometimes precluded other members from using the pool.
Martha Havens, 1705 NW Dolphin, a homeowner, stated that she was interested in recycling. Clark advised that Dahl Disposal will not do curbside recycling in Bayshore. Ed asked if a central drop-off location was provided would Dahl pick up from there. Dorothy noted that keeping such a location clean and bird-free would present a big problem. She suggested that residents take their recyclables directly to the dump. Mary Lou noted that there were even problems with the newspaper drop box currently available; people leave bags of garbage and the drop box is not being maintained. Mary Sue added that it was on the list to add to the agenda of the January meeting.
Lloyd Haines asked if it would be possible to re-run the "dog poop" issue in the next Breeze. Many people are exercising their dogs in his area and not cleaning up after them.
ADJOURN MEETING
A motion to adjourn was made at 3:10 pm by Ray, seconded by Mary Sue, and was carried unanimously.
Meeting adjourned; next meeting January 15, 2005 at 1:00 pm.
Approved by the Board of Directors on January 15, 2005
______________________________________ Secretary-Treasurer