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Bayshore Beach Club, Inc.
Board of Directors Special Meeting
March 15, 2007 at 1:00 PM.

Un-approved

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
Don Butler, Director                                        Division 6

Sandie Eckerson, Secretary-Treasurer

President Fernandes called the meeting to order at 1:00 PM.

Approval of Board of Directors Minutes for January 19 and February 23, 2008
MSP
Maren Taylor made a motion to accept the last 2 Minutes of January 19 and February 23. Kevin MacPhee seconded. Jim Harlan said he would have to abstain from the January Minutes since he was absent. Don Butler said he would likewise have to abstain from both meetings since he was absent from both.

January 19, 2008 Minutes
Yea vote:
Neil Hare
Maren Taylor
Larry Dahlke
Kevin MacPhee

Abstain:
Jim Harlan
Don Butler

February 23, 2008 Minutes
Yea vote:
Neil Hare
Maren Taylor
Jim Harlan
Larry Dahlke
Kevin MacPhee

Abstain:
Don Butler

Planning Committee Candidate-Dawn Hamilton
Maren Taylor asked Dawn what her views were on upholding the C&Rs. Dawn answered that one of reasons she wanted to be on this committee was when she complained about a house color to Gary Cummins, chair of the committee, he invited her to join the committee. He told her women were better at choosing colors. She agreed to be a part of the committee.

MSP
Neil Hare made a motion to nominate Dawn Hamilton to the Planning Committee. Larry Dahlke seconded. The motion carried unanimously.

Interim Candidate to the Board of Directors
Anne Weeks said she has worked on many committees with many members of the board. Neil asked what her future outlook for Bayshore is, 5, 10, 15 years from now. Anne said she is only interested in filling the interim position. She likes Bayshore the way it is, the C&Rs need to be enforced. She said colors are very important here. Neil asked her what she thought of the recent recall. Anne answered that she was very unhappy. She thought it was a sad thing for Bayshore. Neil asked about her feelings to increase the social activities in Bayshore. Anne said she remembers many social activities and directors and would like to see us more active again. Neil asked again about plans she would like to see put in force. Anne reiterated that she is only here for 3 months.

MSP
Larry Dahlke made a motion to appoint Anne Weeks to a temporary position on the Board of Directors. He hoped she would consider a long-term position for the election. Kevin MacPhee seconded the motion. Jim Harlan asked for clarification. He wanted to know if she would fill Nelsen Witt’s or Bill Stephenson’s position. President Fernandes said Anne would be filling Nelsen Witt’s position since she lives in Division 1.
Yea vote:
Don Butler
Maren Taylor
Jim Harlan
Larry Dahlke
Kevin MacPhee
Abstain:
Neil Hare

President Fernandes invited Anne to join the directors at the table. Jim Harlan addressed Anne. He welcomed her to the Board of Directors and told her he would arrange to get the Director’s Manual to her.

Thank Yous!
President Fernandes said we thank Herc Clark and Carol Ann Friges for their donation of a television for the upstairs. Also a thank you to one of our job applicants, Michael Alberga for washing our windows.

Peter Benjamin-Interim Chief of the Seal Rock Fire Dept.
Chief Benjamin introduced himself as the interim chief. He lives on Bayshore Dr. Mark Jung, after 25 years of service, retired. The fire department board asked Peter to step in on an interim basis. The fire board’s intention is to hire a full time paid and benefited chief. Seal Rock is the only fire district in Lincoln County who does not have one. Chief Benjamin is an EMT and is usually the first to respond in Bayshore since he lives here. When he is not at his day job at the emergency department at the hospital he is usually at the station behind Bay Mart. He invited anyone who sees his red Jimmy there to stop in, he will check blood pressure, show you around or answer questions. He said our tsunami siren is state of the art. It is not currently connected to the LINCOM system. It is handled by the staff at the fire station and they are always available. It is designed for the voice to carry to the beach not to be heard inside your homes. If you feel the earth shaking it will be immediate, you probably have about 20 minutes to clear out of the area. The more distant earthquakes would give you more time to load a few valuables in your car and go visit friends away from the beach, waiting for the all clear. Maren Taylor invited Chief Benjamin to work with our safety committee which the board is interested in establishing. Chief Benjamin said he is certainly interested. South County is generating a concept of CERT Teams, Citizen Emergency Response Teams. People get training in basic first aid, basic fire fighting, a little bit of everything that a person would need to be helpful in an emergency, when the facilities of the police, fire and ambulances are stretched thin. It would be another layer to assist those folks in an emergency.

Wet N Wild Fun Run
Rachel Smith, chair of the Run and works at Windermere Realty, said because there will not be Beachcomber Days they are promoting a 5K and 10K run and walk. It helps to bring in revenue to go to the Booster Club of the Waldport High School which all the monies go to the kids for what they need. The Wet N Wild Fun Run was asking the board for the use of the beach club for their base for the run. They would use the upstairs of the building, the parking lot for the organizational staff and the beach and surrounding Bayshore area to be used for the run and walk. This is a 1 day event, with the building used for registration. This event is scheduled for June 15, 2008. Gary Cummins, Division 1, asked if the safety issues of the building would be completed by that time. Neil said it should be completed by then. The discussion continued regarding clean up of the building and the streets used for the run, proposal of what exactly the organizers of the run needed of Bayshore and whether Bayshore wanted to donate the use of the building. It was decided that since Michael Smith is a member and is willing to sponsor the Run, the building usage was not in question. The run organizers would bring a proposal back to the board after the organizers had their meeting later in the week and the board would look it over and make their recommendation at that time.

Canal Report-Neil Hare
Neil Hare reported that OSU had not returned our calls as of this meeting. The committee had sent letters to 4 companies asking for them to look at the canal and tell us what was needed. 1 company answered and said they did not do this anymore. We have never received an answer from the three other 3 companies. He asked for suggestions from the members on anyone who might be qualified to do this. President Fernandes asked how long we wait before going to someone else. Neil said we should move forward now with contacting other people. Larry Dahlke said some time ago we had a motion for the canal committee to at least seek a hydrologist to give us an estimate for him to come in here and tell us what our costs would be for what it is we should be attempting to do. The motion had been withdrawn but Larry was willing to put it back on the table. We should pursue all avenues. We need a realistic plan before we can do anything or make a reasonable estimate of what needs to be done. Discussion followed as to who the canal benefits, the drainage of Bayshore, what has happened on the past we can learn from and where do we go from here. Don Butler has a friend he can contact who might be able to head us in the right direction. We need to know the scope of the job. Right now we need to know how to get resolution and what the cost of that report will be.

Planning Committee Report-Gary Cummins
Gary Cummins reported there have been numerous comments on the color of a house on Parker Ave. Mr. Clark, the owner, is very cooperative and has given a couple of alternative colors to repaint his house. We are partially responsible for that color except the paint chip was slightly different from what was submitted and was not semi-gloss. The Planning Committee has a small budget and there is a builder with a paint sprayer we can use, we need a crew to do the work. We have also received a complaint about a lot on Ridge View where the lot has been cleared and the brush dumped over the side, also a lot on Oceanview with the same complaint. The Planning Committee is getting increasingly concerned about the potential flammable debris that is accumulating in Bayshore. Lots without homes are getting overgrown as well as some lots with homes are also overgrown. The Planning Committee plans to start sending out letters asking these folks to thin out their lots. We need to take care so we do not have a fire that would spread. We may ask the fire department to assess these lots for fire hazards. Our experience is that homeowners are usually cooperative so we are hoping that will hold true. This not necessarily a view issue but a safety issue. President Fernandes asked if any of these letters have been sent yet. Gary said no, the draft is being prepared and we will address at our next Planning Committee meeting. Larry Dahlke asked if the Planning Committee have gotten a color fan yet to use in the choosing of the color of homes. Gary responded that yes they have a color fan and are relying on the women of the committee to exhibit their good taste of colors. Anne Weeks asked if the member on Parker Ave. had picked a new color. Gary said the member had chosen 2 colors, just in case the Planning Committee did not like one. Jim Harlan stated that the gully on the east side of Hwy 101 is heavily grown over with brush and wanted to know if the committee were going to address that area. Gary said we will have to hire someone and it will be a big job as it is very steep. The committee wants members to clean up around Bayshore, take out potential fire hazards and make the development look much nicer. Maren Taylor mentioned noxious weeds that are also a fire hazard and are covering street signs in Division 2. Gary we need to at the very least, clean up the dead branches around Bayshore. He said we should have the dumpster here in April to take care of this cleanup. Gary also wanted to thank Norman for getting the pool clean and keeping it clean.

WebPage/Breeze-Maren Taylor
Maren Taylor said several new items have been added to the web page such as the facility manager advertisement and the building inspection report. The committee of Bob, Larry, Norman and Maren are considering consolidating the web page and Breeze. Advantages are more frequent delivery and cost-savings. If we go to electronic Breeze versus a paper Breeze allows for more in-depth articles and more information to the members. We will use the April Breeze to promote this change. There will be copies in the office for those without a computer. It would be nice if a member has a computer they would like to donate for the lobby of the clubhouse for members to come in and read the Breeze on line as well as the rest of the webpage. If you have ideas or would like to work on the Breeze, please contact us

Update on clean-up around propane tank, safety glass and ad copy-President Fernandes
President Fernandes reported the debris around the propane tank has been cleaned up. Kevin MacPhee was charged with getting this taken care at our last board meeting. He arranged for this to be done and the cost was $246.00. The windbreak upstairs west side of the building is safety glass so it does not have to be changed. The ad copy for the caretaker will be on the internet and in several papers in the areas. Larry Dahlke is still working on this project. President Fernandes asked Jim Harlan if he had heard from Amerigas on the inspection of the tank and lines. Jim Harlan said he had not heard from Amerigas on his letter requesting this inspection.

Bayshore Planning-Larry Dahlke
Larry Dahlke summarized the 8 goals that have been identified. The suggestion is to form several committees to handle the goals. This is in addition to the Planning Committee. This is being brought to the board for consideration.
1) Physical asset oversight committee-in charge of building and employees other than the office manager. The office manager will still be directly supervised by the President of the Association.
2) Financial Planning oversight committee-to guarantee the accuracy of Bayshores’ financial condition. The committee would have oversight of fiscal involvement of the association.
3) Waterways committee-we have a canal committee but the waterways committee that would be augmented by what we already have.
4) Communications committee-combining all communications through a single source to reach our membership. There would be total transparency for members.
5) Social committee-to create social activities to bring members together and have enjoyable experiences together.
6) Safety committee-neighborhood watches, tsunami drills, fire concerns. We have a general sense of apathy concerning safety issues.
7) Revenue production committee-we need to research more revenue outside of the membership dues. This club is facing some sizeable obligations, such as the pool, the canal, the building, so we need to look at assessments or revenue production.
8) Board training committee-this board is constantly evolving and we need to have resources so new board members get training. There are many resources available and we need to take advantage of them.
He invited the board to review goals and be ready to discuss at the April meeting. The President should not be responsible for all of this. Through committees we can get things done.

Kevin MacPhee wanted to discuss the safety issues before the April meeting. We have a fire committee but would like to encompass the tsunami evacuation, neighborhood watch. We need to get this started. Yachats has a good tsunami evacuation plan so maybe we could get assistance there. He was eager to get this all started and felt we need to do this sooner than later.

Jim Harlan expressed concern to charge that committee to take organizational steps to outline what their committee charge should be. Safety is a fairly broad and nebulous term.

MSP
Jim Harlan made a motion to create a safety committee, roll the fire committee into it, have Kevin chair it with Marens’ gracious assistance and have them report back in April with the subject matter they will undertake. Don Butler seconded. The motion passed unanimously.

Donation of Fitness Equipment to Bayshore-Rose Cummins
Rose Cummins passed around a list of equipment she and Gary want to donate to Bayshore. At the last board meeting Rose had brought the issue of donating gym quality equipment to the clubhouse.
“This proposal is submitted to obtain the concurrence of the Bayshore Board of Directors to accept the donation of the attached list of commercial grade fitness equipment valued at approximately $3500.00 to the Bayshore Clubhouse for use by Bayshore residents, renters and guests. This equipment is donated by Gary and Rose Cummins, permanent residents of the Bayshore community. We are donating this equipment because we want to help promote health and fitness at no or low cost to the predominantly retired residents and guests of the Bayshore community. We could deliver and set up this equipment either during the last week-end in March or the middle of April of this year. This equipment came to us because I sold my business in South Beach at the end of last year simply because I did not want to work 6 days again. The couple who purchased the business has their own machines so there was some duplication of equipment so we intended to open a home gym. The more we thought about it the more we thought it would be a good idea to share with Bayshore residents. I saw many traveling to South Beach to use the fitness center. To me a place to work out is a nice compliment to Bayshore. The number 1 reason for death among older people is the injuries they sustain from falls, they lose the muscular strength in their body to walk correctly. Whether you agree fitness is important or not, a lot of people do. It is not a fad but a way of life. We want to make the equipment available to you. There is stuff down there, pool tables, sofas, refrigerators, ping pong table, desk that can be moved. We can try to incorporate the fitness equipment into the room. We will make sure the machines are set up and working properly. There is no reason for Bayshore to use money to make this work.”

The discussion that followed covered safe usage, sanitation of equipment, placement of equipment, concern for children around machines, liability, monitoring of the recreation room and possible cost to Bayshore. The sanitation issue was addressed by Gary Cummins who explained that they kept spray bottles, paper towels and garbage cans available in their fitness center and it worked well. The users would take care of the equipment when they used it and the owners would clean periodically. They passed OSHA inspections using this method. The liability is covered in the insurance the club carries that covers the pool and other equipment in the recreation room. The same rules that apply to the pool and recreation room will apply to the fitness equipment, that being the user must be 14 years of age or older. Membership cards would be necessary to access the recreation room for usage of the machines also. The timeline for accepting the machines was decided for the middle of April

MSP
Maren Taylor made the motion to accept the equipment from the Cummins to be delivered the middle of April. Details would be worked out by committee, said committee to be determined. Don Butler seconded the motion. The motion passed unanimously.

MSP
Jim Harlan made a motion to create a committee to work with the Cummins to make their kind donation of the exercise equipment work for Bayshore. Don Butler seconded. The motion passed unanimously. Volunteers include Don Butler, Neil Hare and Kevin MacPhee to work with the Cummins.

Bids for Facility Cleaning and Maintenance-Neil Hare
Neil Hare reported we have advertised for people to do cleaning and maintenance in the local papers including the Skinny. We have not got too much of a response. He had bids to do the outside yard and maintenance. He had 1 bid for the safety items of the deck that is under the $2000. cap. He had 3 offers for bids but nothing in writing. He felt that Bayshore should purchase the materials through our account, making sure we have the proper materials to do the job. We should negotiate the labor only. President Fernandes asked if we have bids to clean the interior now. Neil said yes, we have 2 bids for cleaning. President Fernandes said we need someone in here soon than later. Neil said he was told to get 3 bids. Maren Taylor said if you have contacted 3 people and only 2 get back to you, that is still 3 bids; it is counted as a non-responsive bid. President Fernandes said Neil had the authority to hire someone to clean the building so just go for it. Jim Harlan needed clarification. We are talking about a number of projects, the yard work, cleaning the facility, washing windows and the safety maintenance that does not include the balusters. President Fernandes said he wanted to get at least part of this going. We need the facility cleaned.

MSP
Jim Harlan made a motion to authorize Neil Hare to go ahead and arrange to have people clean the interior with what responses we have. We need this desperately. A concern was the safety issue. He also included in the motion to authorize Neil to go forward with the outside maintenance also. Maren Taylor seconded. The motion passed unanimously.

Jim Harlan said he understood we have one bid for repairing the safety issues. It is the same person who did the inspection. However, we have advertised it for quite a while so we need to go forward.

MSP
Jim Harlan made a motion to offer this bid for the labor and Bayshore arrange to purchase the materials for repair pending inspection by Neil Hare. Don Butler seconded. The motion passed unanimously.

Policy Review-Jim Harlan
Jim Harlan reminded everyone that we had a board that saw fit to rescind most actions taken by a previous board in terms of policies, guidelines and other substantive matters. In November the board approved re-adoption abinitio, which means as if they had never been rescinded, a series of minor actions that had been rescinded. Don Butler and Jim Harlan, who are the policy review committee, handed out the first installment of the substantive motions to be considered for reinstatement. Those have not been acted on. The purpose of doing that was to give board members an opportunity to review them with the idea they would be voted on in January. In January Don and Jim were absent so they were not voted on. Consequently this is the first opportunity we have to bring it back. Hopefully we can move these today. Don and Jim have finished reviewing all the matters that were rescinded. Don then saw fit to leave for the sunny climes for 3 months. Jim wanted time to go over the second part and give to the board so you have the entire thing to vote on.

Guidelines for Determination-Don Butler
Don Butler said he did a cursory review of the Guidelines for Determination. He thought the Guidelines Sandie has are current. Jim Harlan asked if the Guidelines on the web are the ones that reflect the rescinded action that was taken so it defaults to the old guidelines that were in place prior to 2004. As far as Don Butler could tell there these are 2003 guidelines as there hasn’t been anything since then. President Fernandes said this has been a muddy area for quite a while. Don Butler said a date needs to be put by each change when it is made. These have a revision date prior to the order rescinding issue. President Fernandes asked if they were satisfied the guidelines were current. Jim Harlan said we could bring back those revisions that the board made and put them back if you desire. Sandie clarified that the question in November was that we were not including the guidelines in the new membership packets because there was a question of what had been rescinded and what was current. Don was going to determine through his research which ones were current not affected by the rescinding, thereby allowing me to include the guidelines in the new member packets or for anyone coming to the office wanting a copy of the guidelines. Jim said he understood that is what Don has done. Don said what he didn’t do, there were some motions made that we have worked on and he did not compare that to the guidelines as they are published. He will review and have ready at the April meeting.

President Fernandes called a 5 minute break

Nominating Committee
President Fernandes said there were 3 volunteers for the nominating committee. They are Naoma Clark, Nelsen Witt and Kevin MacPhee.

MSP
Larry Dahlke made a motion to accept the volunteers as our nominating committee, Kevin MacPhee, Naoma Clark and Nelsen Witt. Kevin MacPhee is to be the chair and report back to the board. Jim Harlan seconded the motion. The motion passed unanimously.

Election Packet Contents-Jim Harlan
Jim Harlan said we have worked with this same packet for a number of elections and it seems to work ok. The complaints we have had are on the secrecy aspect of the vote which was initiated a couple of years ago. On the secrecy envelope the member is required to identify themselves by name, membership number and signature. The concern is that this defeats the whole purpose of having a secrecy ballot. He proposed that on that secrecy envelope we eliminate the name, member number, signature identity and place that same information on the yellow ballot envelope in which the secrecy envelope is to be enclosed. The expectation is when those envelopes come in we will verify the fact it is a member voting then we will separate the secrecy envelope from the ballot envelope so there will be no way to know how that member voted. It will be much the same way voters are used to voting here in Oregon, along the same lines. The voting instructions will only have slight changes i.e. dates. He did recommend that on the ballot where we list the nominees that the names appear single space for easier counting. Jim said the most substantive matter is that heretofore when we have received proxies it has been the practice that the corporate secretary has exercised those proxies and it has seldom if ever a directed vote from the board. The corporate secretary has been free to vote those proxies however they saw fit. As your corporate secretary I am extremely uncomfortable with that procedure. It gives the corporate secretary way too much authority. That is not a responsible way to approach this. The way it should work is the board recommends a slate of candidate, and then the corporate secretary is bound to vote that slate. He went on record that unless the board steps forward and recommends the nominees, he will not exercise those proxies for anyone when it comes time to count them. President Fernandes asked if the member had to specify a proxy. Jim Harlan said he had no problem with a designated proxy but if the member signifies the corporate secretary, he had no problem with provided the board has given direction to him as to how to cast those votes. After discussion as to how this would be done it was decided to discuss in executive session then announce the slate to the members. Jim Harlan was adamant that no one person should have that kind of authority it is too open to abuse and fraud. Neil Hare asked if the “check-in” part of the voting instructions was now obsolete. Jim explained it splits of the work of the volunteers who count the ballots.

Budget Committee
President Fernandes said we have volunteers for the budget committee. Their names are Jack Woods, Bob Platt, Connie Abercrombie, Sandie Eckerson and Jim Harlan.

MS
Don Butler made a motion to accept this line-up of volunteers. Larry Dahlke seconded. Neil volunteered to be on the committee.

Amended MSP
Don Butler amended his motion to include Neil Hare on the budget committee. Jim Harlan seconded. The motion passed unanimously.

Caretaker Job Description
President Fernandes said he, Nelsen Witt and Neil Hare volunteered to do this and it was up for adoption. Larry Dahlke asked if it was up for discussion. President Fernandes said we need these soon and the committee has worked on this with many suggestions from other directors. Larry Dahlke is it not normal to make recommendations or suggestions before the motion is made. President Fernandes said it has been through that process. Larry said he did not feel it has not been through the whole process, since it is up for consideration and approval; we need to discuss it and make the recommendations. Larry said he would like to see the position title reconsidered with the possibility of 1) facility manager be amended from club caretaker. 2) Under additional compensation under vehicle allowance reimbursement of Bayshore business at what rate? The answer was this is set by current fed rate, 3) under supervisor controls, reports to board member. Larry suggested change “board member” to “board appointed supervisor” 4) under C-building use, #4 coordinate and maintain a published schedule on the web regarding the schedule for the clubhouse usage. Discussion if this would be for the facility manager. He asked who was responsible for the schedule. Sandie said she is so Larry said to take that one off. 5) E-pool operations-during the time we don’t have a working skimmer, we have to manually skim the pool for oil content. That should be in the job description until the skimmer is repaired. Jim asked what the schedule would be for that. It was agreed it would be daily. 6) F-general duties-#10 to be deleted. He would not include that in any job description. Maren Taylor suggested we change it to “job-related” duties. Larry said it is management failure to have that in there. Kevin MacPhee asked what would be the problem with having a board member being the supervisor. President Fernandes clarified that it could be a board member or a member as long as the supervisor is board-appointed. Jim Harlan clarified further by saying Larry was taking away the limitation of it being a board member.
Kevin MacPhee suggested the caretaker take care of minor security issues around Bayshore. President Fernandes did not agree with that as it put the caretaker in a policing position. Kevin thought the caretaker could tell people if they were in violation of the C&Rs. The discussion followed as to what should be expected of the caretaker for his safety and to stay within the mandated 40 hour work week.

MS
Larry Dahlke made a motion to accept the job description with those amendments. Maren Taylor seconded. Jin Harlan asked regarding the drug test-it indicates the applicant must pass a drug test. Is this a one-time only test or are they subject to other times? President Fernandes said if a problem arose they may be subject to other test times. Don Butler asked about the “detail duties”. He suggested that with the “Set-up for activities upstairs” the words “as required” be added. That would cover additional meetings or the exercise room duties.

Amended MSP
Larry Dahlke said he would amend the motion to include the words "as needed” for the set-up for activities. Maren Taylor held with her second. The motion passed unanimously.

Job Application
Larry Dahlke said Bayshore has been using a very simple application. He recommended we use the proposed application. It is more encompassing and gives Bayshore more information. He suggested we have 50 copies printed with an 11x17 format. Jim Harlan asked for clarification regarding the wording of background checking. He thought the words should specifically state “a criminal background check”. Larry said (added) item 8: Before employment I agree to have a criminal background check.

MSP
Jim Harlan made a motion to adopt the application for employment as amended. Don Butler seconded. The motion passed unanimously.

Spring Clean-up Dumpster
President Fernandes said the cost for last year was $367. for two loads. This year the quote is for $225 plus $4 per day. Larry Dahlke asked if we could negotiate with Dahl for the cost and pick-ups. Neil Hare asked would we have enough to fill it. Larry Dahlke thought we could fill it with what is already down around Bayshore, as Gary Cummins said earlier. Jim Harlan suggested one in April and maybe push the second time out into June. President Fernandes thought we should advertise somehow to let the members know. We also need dates the dumpster will be here. Don Butler proposed we have the dumpster here the middle of April and again the middle of May. He thought April 11-14th would be good. Larry Dahlke suggested more days, April 11-18th. President Fernandes thought we should do one time and see how it goes. Jim Harlan said we could authorize one today and possibly authorize another in April to be here in May.

MSP
Larry Dahlke made a motion to have a dumpster available to the members from April 11 to 18, 2008. Jim Harlan seconded. The motion passed unanimously.

Audit-Maren Taylor
Maren Taylor said the last outside audit was June, 2004. It is prudent and customary business practice to have an audit done on a regular basis.

MSP
Maren Taylor made a motion to have the office manager obtain bids from 3 qualified CPAs to perform the outside audit for Bayshore Beach Club, Inc. Don Butler seconded. Jim Harlan thinks an audit is a good idea but he wanted to clarify, because there had been discussion in the past, an audit is not a requirement. The statute that controls this is in ORS Chapter 94 requires a review of the financial statement. We have that done by a certified public accountant on an annual basis. Maren Taylor said she likes the idea of an audit. If we read the last audit there were some issues. Also there is a plan at the back of the audit that most people haven’t looked at. It is a requirement of an audit. It is called supplementary information on future major repairs and replacement. She did not think we have followed it; it gives us a work plan and could help us with our budgeting. President Fernandes asked if there is a cost difference between the two audits. Jim Harlan said there is a cost difference between a review-based financial statement and an audit. President Fernandes asked how long between outside audits should we go. Maren said 4 years is extending it. It is good business practice and protection for our members.
Jim asked if we vote for this when we revisit this are we then choosing which auditing firm or are revisiting whether to have an audit. He wanted to revisit whether we have an audit. This is to just look at bids. The motion carried unanimously.

Audience Comments
Randy Kindig first wanted to thank the directors for appointing Anne Weeks to the board.
His subject was the tree situation in Division 2. The board had upheld his appeal regarding the height of trees on his neighbors’ lots. He requested the board to send the same letter that was sent to the McDanniels to another neighbor, Diane Pinizzotto, who was also not complying with the C&Rs. After discussion of Mr. Kindig’s problem it was agreed that the wording of the motion from the January 19, 2008 Board of Directors Meeting addressed all property owners interfering with Randy Kindig’s view not to a particular property owner. It was then agreed by the directors that Jim Harlan, as Corporate Secretary, would send a letter to Ms. Pinizzotto regarding the trimming of her trees. This letter would include the McDanniels letter and a reference to the agreement between Randy Kindig and Ms. Pinizzotto.

President Fernandes said an executive session was needed.

MSP
Larry Dahlke made a motion to adjourn. Maren Taylor seconded. The motion passed unanimously.




Sandie Eckerson-Secretary-Treasurer

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