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Bayshore Beach Club, Inc.
Board of Directors Meeting
February 23, 2008

Unadopted

In Attendance:

Norman Fernandes, President               Division 6
Kevin MacPhee, Vice President            Division 7
Jim Harlan, Corp. Secretary                   Division 4
Larry Dahlke, Director                           Division 1
Maren Taylor, Director                           Division 2
Neil Hare, Director                                 Division 3

Sandie Eckerson, Secretary/Treasurernbsp;

Absent:

Don Butler, Director                                   Division 6

President Fernandes called the meeting to order at 1:05 PM. He said there was a quorum present.

Building Exterior Inspection Report

President Fernandes said this was the report that Mark Hall gave after he inspected the outside of the building. He asked the directors how they wanted to proceed. Neil Hare displayed photos he had taken of the decking issues which he shared with the directors and attending members. His major concern was the critical safety issue of the deck, i.e. the rusted hangers, the over-large spacing of the balusters, wood against the foundation, dry rot in end of deck’s structural beams, stairs by kitchen door, glass window needs to be safety glass and the trash stacked against the propane tank. Neil had a cost estimate of materials and labor for the safety items. Discussion of how to address the safety issues followed. Jim Harlan said he was in full agreement with Neil. Jim said the directors have been put on notice for these safety violations and could be held personally liable as individuals if we do not remedy this. We need to focus on the safety concerns sooner than later. He had highlighted 10 items that Mark Hall listed on his report. These include front of building---#6-balusters, #13-electrical cord at exterior instead of proper wiring.

North side of building---#1-corroded hangers #4-no hangers on steps.

West side of building---#1-Beams on deck are over-spanned, #3-open junction box, #5-bearing posts, #8-balusters, #13-glass issue.

Garage---#1-extension cords need to be replaced, #10-propane tank and line.

Jim said at a minimum he wanted Amerigas to inspect the tank and the pipes and give us a written report.

Gary Cummins, Division 1, suggested a moratorium on the use of the building until these safety issues are remedied. President Fernandes said we have been liable all along, we just know about these issues now. It is like we are jumping up and saying we have to fix it all right away, right now, hire it out, forget the cost and do it. Larry Dahlke said that is it in a nutshell. We are on notice and legally obligated to remedy these safety issues immediately. Neil said he put quite a bit of work into this. He has a material list of $800 and labor at $550 and the guy is ready to start tomorrow. This is specifically safety issues. Maren Taylor said she could see that we will need an electrician, a contractor or someone with the capability of doing the deck and Amerigas to address the tank and line for leakage. Maren pointed out the outrageous amount of propane for last month. Kevin MacPhee volunteered to obtain bids to clean up around the propane tank.

It was suggested that Sandie call Amerigas for an inspection of the tank and line. Sandie asked Jim Harlan to write the letter as the Corporate Secretary. It was decided to hold on the letter until the debris is cleaned up around the tank.

MS

Jim Harlan made a motion for authorize Kevin MacPhee to secure the services of an individual to clean up and haul to the dump those materials stacked next to the propane tank. This not to exceed $300.00 Neil Hare seconded. Neil pointed out that the tree next to the tank needs to be trimmed away from the tank. Maren said everything needs to be a minimum of 10 feet away from the tank.

Amended MSP

Jim Harlan amended his motion to include tree pruning immediately adjacent to the propane tank. Neil Hare seconded. The amended motion carried unanimously.

President Fernandes asked how the remaining items should be dealt with. Larry Dahlke said we need to decide if we are bringing in a person to be caretaker or how we are going to maintain this building. He was concerned regarding the glass partition, if it is not safety glass it needs to be replaced immediately. He did not feel the balusters were eminent.

MSP

Larry Dahlke made a motion to have the office manager contact a glass company to verify if the plate glass in the windbreak is safety glazed and if not to have changed out to safety glaze. This cost to be limited to $500.00. Maren Taylor seconded. The motion carried unanimously.

Jim Harlan said that due to several directors not agreeing that the balusters are an immediate concern he offered the suggestion of using safety netting used around construction sites. He did not want to get hung up on the larger issues. He also said people are satisfied that the extension cords have been unplugged and removed so the safety issue there has been diminished. President Fernandes has unplugged all outside extension cords and we can proceed from there. We can go from here to either decide to have them wired right or we decide not to use them. Maren Taylor said we need to have an electrician wire it properly with conduit. President Fernandes said that as private owners we can wire it ourselves. Maren said we need to have it done correctly for the liability. Jim Harlan said we can deal with the electrical at a later date as long as the cords are not plugged in and used. President Fernandes asked Jim Harlan to remove the safety items we have already decided on and then read the remainder into the record.

Jim Harlan read into the record:

Page 1
#6-balusters and corroded fasteners

Page 2
north
#1-corroded hangers
#4-steps-need hangers and fastened to wall

south
nothing at this time for safety issue

west
#1-overspanning of beams and other items Mark identified in item 1
#3-open junction box
#5-confirmation that decking posts bear on concrete pads
#8-balusters

Jim Harlan made a motion that those items he listed be deemed safety hazards and we seek bids on repair and/or replacements from qualified contractors. Maren Taylor seconded. The motion carried unanimously.            Neil Hare volunteered to contact contractors for bids for the repair or replacements. Neil said Mark Hall had given a bid of $550.00 for labor. That did not include materials. He was asked what it covered. Neil said the west deck area, not the balusters, did include stairs by the kitchen door. President Fernandes asked if it was appropriate for Mark Hall to bid on this. Maren Taylor said it is not appropriate for him to be the only one to bid on these jobs. We need to get give contractors the same scope of work that Mark has so we can compare apples to apples. He is welcome to make an addendum to his bid for the balusters that would be appropriate. President Fernandes said we need a dollar amount we are willing to spend.

MSP

Jim Harlan made a motion for the repair or replacement of the safety issues listed not to exceed $2,000.00 for labor and materials. Neil Hare to get no less than 3 bids for the work. Neil Hare seconded. The motion carried unanimously.

Caretaker Job Description

Neil had bids for outsourcing the cleaning of the building. One was for $684.00 a month and was a very detailed bid. It did not include washing the windows. The second bid was for $600.00 and had no detail and did not cover window washing. Neil thought we should advertise in Waldport and Newport for additional bids for cleaning. President Fernandes said that is good but we dragged our feet on this one and we are coming up on the opening of the pool. He had put together a comparison of costs, some are estimates.

CARETAKER COMPARISION

The caretaker’s salary (@ $9.00 per hr) based on a 40 hr week    (annual cost)            $17,280.00

The apartment is worth $800.00 per month.  Our cost for providing the apartment will be approximately $200.00 per month; (annual cost) $2,400.00

                                                                                                                 Total            $19,680.00

A detailed bid for inside cleaning of the clubhouse @ $684.00 per month was received by Neil  (annual cost)      $8,208.00

No bid received for window washing. Est. 156 hrs @ 15.00 per hr. (annual cost)      $2,340.00            

The following is a bid from AAA Lawns & Gardens & was obtained by Nelson for mowing around the club house and the tennis courts only.  It is based on 7 months yearly.  (annual cost)      $1,464.00

There does not seem to be anyone on the coast that can provide pool care on a daily basis. Based on my care of the pool lately, the following is an estimate of the cost of pool care at the same level of maintenance expected from a caretaker.

Summer, 200 hrs @ $20.00 per hr.                                                   $4,000.00

Fall, winter & spring, 112 hrs @ $20.00 per hr.                           $2,240.00

                                                                                                                        Total    $18,252.00

The above information does not include locking & unlocking of doors, checking out renters after using the clubhouse, general maintenance repairs and a weekly drive through of Bayshore. It does not cover planting and weeding at the clubhouse and entrance sign nor the daily cleaning of the pool bathrooms during the summer. The extra time involved could cost between $2,000.00 and $10,000.00 more (this was an extreme guess on his part).

President Fernandes asked if we are to outsource or find a caretaker, each having its own advantages and disadvantages. Neil Hare said for locking and unlocking the building, why not just give keys to the members using the facilities. If it is an authorized function they can be here. President Fernandes said he is mainly talking about the party functions. Neil said he would be at the top of the list to do his share. President Fernandes said we need someone we can hold accountable; directors may have things to do or not be in town. If we pay someone to do it, it will get done or we hold them accountable. Neil Hare said his opinion is that we should outsource. We will have 4 openings on the board in the next election. We should not saddle them with a caretaker they may not want. President Fernandes said they could not continue the cleaning until then. They need someone soon. Neil said this place should be run like a business not a social club. He said the caretaker position has been a disaster for the 18 years he had lived here. Gary Cummins, Division 1, suggested a facility manager. It would cost money to pay for a good manager. President Fernandes said that is adding another layer of management and that person would probably want more money than we are paying either of our employees now. Gary asked if one of the board members will be a facilities manager. He thought we can not outsource without a facility manager, who would they report to. He did not feel that having a caretaker was the way to go after the problems we have had there. President Fernandes said his history was in maintenance and he believes it to be true that you can not approach the cost of running a facility by outsourcing rather than by having an employee do it. Neil Hare said we have a revenue problem not a spending problem. We need to find ways to bring in revenue. Kevin MacPhee was in favor of having a caretaker. He emphasized that they need to find good people, they need to interview more carefully. He suggested having Sandie be the manager, reclassify her job, pay her more, she could easily do it. She is here and know what needs to be done. Gary Cummins said then you would need to get Sandie some help. Kevin also said we are giving the rental of the building away; we need to look at that more closely. We need to charge some more even for members. Jim Harlan asked on the cost break-out for the caretaker he did not see any taxes. We need to have that figured in. The value of the apartment is listed at $800.00 but it is not listed out. We need a soft dollar value we are giving up for that apartment. Larry Dahlke said we could not rent that apartment to anyone for that price. Jim Harlan said his point was the hard dollars were not listed. He agreed with Kevin and Neil about the history not being good. He thought that the reason in part is the nature of the beast. We need a jack-of-all-trades for a fairly paltry amount of money. We always seem to experience pain going out the other side. That does not come with outsourcing. He thought we should outsource to give it a test run. We can go back to a long range caretaker if need be. His only concern is the pool. Larry Dahlke said his first lean is to a caretaker. He felt we had poorly hired in the past, poorly supervised in the past. We get a lot more with employees than with subs. We could outsource Sandie’s job if we wanted but he felt we get a lot more attention to our members with a good valuable employee. He felt we would get better member satisfaction and that was his ultimate goal and we can probably do it for less. We need to do work in that apartment before we ask anyone to live in it. He said we need a supervisor that is not a board member but a long term supervisor. Maren Taylor said outsourcing is good in theory. Her whole issue with not having a caretaker is security. Working with a board is not a big issue, it is unique. The employee needs to know who to go to if their supervisor is not available and how much decision-making they can do on their own. We do need to add in the taxes so the numbers are more accurate. We need to make our expectations clear to any employee. Gary Cummins said you get what you pay for, fix that apartment up and pay more per hour. President Fernandes asked can we afford to pay a lot more. We are talking $9.00 per hour and the apartment is $800.00 that still comes out to $15.00 per hour. That is an average wage on the coast. Kevin MacPhee said we need to insulate the apartment and fix it up. President Fernandes said if we hire a caretaker that person could fix up the apartment. We have to stay within our budget. He said we need to decide what we want to do, it has been too long.

Maren Taylor suggested immediately outsourcing cleaning and yard work for a minimum of 3 months while searching for open position. She said we can advertise, do outreach. We do not have to hire just because they filled out an application. If they do not fill our needs we don’t have to hire them. We can continue outsourcing while we look for the right match. Neil suggested a committee of 2-3 board members to handle this outsourcing. Kevin volunteered to be on that committee. Anne Weeks, Division 1, said she remembers some really nice caretakers over the years. Just because the last few have not worked out doesn’t mean we can’t find good workers. Kevin MacPhee said it is nice when you have employees who do their jobs.

MSP

Maren Taylor made a motion to immediately outsource urgent requirements of cleaning and yard work while we are pursuing an applicant for the vacancy position. Neil Hare seconded. Jim Harlan asked for clarification if it was Marens’ intention to go forward with the process of hiring a caretaker and simply use outsourcing as an interim measure. Maren said yes so we can look for the appropriate caretaker. Jim said hiring a caretaker is not mandated. Maren agreed, saying we can keep searching until we find the appropriate person.

Yea vote:
Kevin MacPhee
Neil Hare
Maren Taylor
Jim Harlan

No vote:
Larry Dahlke

President Fernandes said we need to get someone in here for the housecleaning immediately. Then the yard work would be next. We also need to be advertising for the caretaker at the same time. Larry Dahlke asked if he might write the ad for the caretaker. He also suggested we place the ad in surrounding communities such as Eugene, Albany and Corvallis. Sandie said we also use the state employment services. Jim Harlan volunteered Neil to continue with the outsourcing project. Jim, Larry, Kevin and Maren are to be the interview committee. He wanted to be able to do follow up on the specific questions the committee will ask. Sandie suggested having the committee do a walk-through of the facilities with a perspective applicant and have the applicant write down what they see that they feel needs to be addressed. The committee could use Mark Halls Inspection Report as a tool to compare to what the applicant sees. The committee agreed this would be a useful tool. Jim summarized that Neil will handle the outsourcing and get it done sooner than later, Larry will write ad copy for the caretaker position and everyone else save Norman and Neil will be on the interview committee. Although anyone can be on the committee. All were in agreement that this summary was correct. Neil asked when he gets 3 bids can he award the job to the best bid.

MSP

Jim Harlan made a motion for Neil Hare to secure a third bid for the temporary outsourcing and then make a decision on the temporary outsource and arrange for them to begin. Maren Taylor seconded. The motion carried unanimously.

Jim Harlan said we also need to have an inspection of the interior in the near future. Neil Hare said Mark Hall had inspected the exterior because we asked for only that, we need to get the hazards taken care of first.

Executive Session

MSP

Kevin MacPhee made a motion to increase Sandie’s pay by 50 cent per hour retroactive to January 19, 2008. Maren Taylor seconded. The motion was carried unanimously.

MS

Jim Harlan made a motion for Sandie Eckerson be granted 2 hours per month in sick leave retroactive to January 19, 2008. Kevin MacPhee seconded. President Fernandes asked if this is to be tied to her term of employment so any one coming after her would have to wait the appropriate amount of time.

Amended MSP

Jim Harlan amended his motion to recognize Sandie’s 3 years plus service to the Bayshore community and in recognition of that accord her the 2 hours per month sick leave retroactive to January 19, 2008. Maren Taylor seconded the amended motion.

Yea vote:
Kevin MacPhee
Neil Hare
Maren Taylor
Jim Harlan

No vote:
Larry Dahlke

MSP

Kevin MacPhee made a motion to adjourn. Maren Taylor seconded. The motion carried unanimously.  Meeting adjourned 3:20 PM.

Adjournment

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