Bayshore Home | Bayshore Board of Directors

Bayshore Beach Club, Inc.
Board of Directors Special Meeting
June 1, 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
Nelsen Witt, Director                                      Division 1
Larry Dahlke, Director                                    Division 1
Maren Taylor, Director                                    Division 2
Neil Hare, Director                                          Division 3
Bill Stephenson, Director                                 Division 5
Don Butler, Director                                        Division 6

Sandie Eckerson, Secretary-Treasurer

Introduction of Nick Browning, pool attendant, to the Board members.

President Fernandes called the meeting to order at 5:30 PM

MSP

Larry Dahlke made a motion to adopt Minutes of both the Annual Membership Meeting and the Annual Board of Directors Meeting of May 19, 2007. Kevin MacPhee seconded. Bill Stephenson asked about the motion he made to limit this agenda to the budget. President Fernandes said that had been amended to include the Fire Safety. President Fernandes explained they do not have to stay within the agenda, if the directors don't want to continue with other items that would end the meeting.

Show of hands for the vote:

Yea vote:        Jim Harlan
                        Nelsen Witt
                        Larry Dahlke
                        Kevin MacPhee
                        Don Butler
                        Maren Taylor
                        Neil Hare

Abstain:           Bill Stephenson 

Sandie Eckerson said we had a bid from Ferrellgas which would cost us .35 differential from the Anacortas Refinery Posting, costing $1.43 per gallon. After talking to Amerigas they have agreed to drop our cost per gallon from $1.77 to $1.44. This price is in effect as of today (June 1, 2007)

MSP

Larry Dahlke made a motion to accept the $1.44 rate of Amerigas with the fluctuation of oil prices. Kevin MacPhee seconded. The motion carried unanimously.

Budget

Larry Dahlke stated that it looked like we have been dipping in to the reserves quite handily for several years. President Fernandes said he had responded to Neil Hare's question of why the dues needed to be raised by saying because of inflation and he wanted to apologize. That is not entirely true but the things we spend the most money for have gone up a lot higher than inflation, mainly water and fuel.  Jack Woods explained the procedure the budget committee went through to create the 2007-2008 budget. Each line item was built on the expenses for the last fiscal year, some items were increased, some decreased and some kept the same. Bill Stephenson asked about an outside audit, was there a reason for that. Don Butler said the ORS requires an outside audit for non-profits every three years. Are we required to have an external audit this year or next? President Fernandes asked if this called for any change. Would we have both external and internal audit? Bill Stephenson answered yes; the external fee would be above and beyond the internal fee. Don Butler said we have an accounting firm that does our quarterly reports, year end reports which is what we have budgeted for. If we have an external audit we would have to have another pocket of cash. Discussion followed as to how to work a budget. The directors also discussed ways to raise money for projects. Several suggestions followed such as a weekly Mart, selling of sand from Bayshore and looking into the rental of the upstairs hall. Solar power for the pool was also discussed with a committee being formed to look into it. Neil Hare and Jim Harlan are to be on the committee. It was pointed out that there was an error in computation on the proposed budget sheet and that was corrected. The question was asked whether we need to report the caretaker's apartment and amenities to the IRS. We do not have the avenue to do so at this time. We are waiting for the reporting form from the IRS. The question was asked if the bills, etc. should be presented to the Board. All checks for all items have to signed by the Secretary-Treasurer and either the President or Vice-President. All corresponding invoices, timesheets, etc. are attached to the check for preview by the signing officer. There is also a monthly profit and loss statement given to every director the first week of each month. The cost of street lights and cable was discussed. Sandie was asked to check into the cost of a satellite dish for possibly saving money.

MSP

Jim Harlan made a motion to adopt the 2007-2008 budget as amended. Don Butler seconded.

Yea vote:        Jim Harlan
                        Nelsen Witt
                       Bill Stephenson
                        Kevin MacPhee
                        Don Butler
                        Maren Taylor

Abstain:           Neil Hare
                        Larry Dahlke

The motion carried.

Fire Safety Committee Report

Kevin MacPhee displayed four signs that had been donated to Bayshore. These signs prohibit Fireworks in Bayshore. The committee suggested that one sign be placed at the intersection of Westward and Bayshore Dr., one sign to be placed on the wall of the clubhouse, one sign was given to Chuck Bentley to be placed at the North side of Bayshore and the fourth sign to be near the southern end of Division 7. These are to be bolted on with a special tool to help deter theft. Bill Stephenson asked about the law and how it affects the beach. Kevin MacPhee answered it is state law to not have fireworks on the beaches. However, we do not regulate the beaches; that is state property. Our signs show the state law number. We used to have cadets come in to monitor and Bayshore would make a donation to the State Troopers. Don Butler spoke on behalf of the Bayshore Road District saying the signs are a freebie and we appreciate them. When installed they can not obstruct street signs or safety signs. It was agreed that more residents need to call the authorities when there are illegal fireworks. With enough calls we can get enforcement of the rules. Kevin MacPhee said we need to purchase a 4x4 post to install the sign.

(Director Jim Harlan had to leave for a prior commitment)

MSP

Kevin MacPhee made a motion to purchase a post and install one sign on the corner of Westward and Bayshore and one on the clubhouse wall. Don Butler said he had talked to Chuck Bentley and that sign will be installed on the back side of the 25 MPH speed zone sign. That will save us the cost of another post. Maren Taylor seconded.

Yea vote:        Larry Dahlke
                        Nelsen Witt
                        Kevin MacPhee
                        Don Butler
                        Maren Taylor
                        Neil Hare

Abstain:           Bill Stephenson 
                          

The motion carried.

Kevin MacPhee wanted the directors to consider having Cam Cook be a security guard for Bayshore. He wanted them to think about it for consideration at the next Board of Directors Meeting.

Kevin MacPhee said another item the Fire Safety Committee suggested was a flyer to be given to rental agencies and rental homes to post in their homes regarding fire safety ie. safe beach fires and fireworks.

MSP

Kevin MacPhee made a motion to establish an 8x11 fire safety educational flyer to be clearly posted in rental homes and given to rental agencies dealing with safe beach fires and fireworks. Maren Taylor seconded.

Yea vote:        Larry Dahlke
                        Nelsen Witt
                        Kevin MacPhee
                        Don Butler
                        Maren Taylor

Abstain:           Neil Hare
                        Bill Stephenson

The motion carried.

Maren Taylor pointed out that while everyone is saying the state owns the beaches, she wanted to clarify that once you get around on the Bay side it is owned by the Port of Alsea. She wanted to emphasize the Port Authority also is a big supporter of no fireworks or beach fires. While looking at the maps, Maren had found a park. Don Butler said yes, but the park is gone, washed away.

President voting protocol announcement

President Fernandes announced he will not vote except to break a tie vote.

Office Hours

The office gets more people in the afternoon than morning so Sandie suggested we change the office hours to start one hour later each day and stay open one hour later each afternoon. The suggested new hours to be from 10:00 AM to 4:00 PM Monday through Friday. Larry Dahlke commended Sandie for making us more readily accessible to the members without additional cost.

MSP

Kevin MacPhee made a motion to change the office hours to be Monday through Friday 10:00 AM to 4:00 PM effective immediately. Vote was by show of hands and the motion carried unanimously.

Attorney-President Meeting

President Fernandes announced he would be meeting with Attorney Bartoldus and asked the directors for concerns. Larry Dahlke suggested asking about a contract we would enter into with rental agencies who do business within our community. This would be an expectation contract that we present to them. It does not cost them anything. It would put them on notice that they are involved in a contract with the rental agreement. He did not know if that was possible. The other contract would be with builders. A no cost contract saying they would build to our C&Rs and if they don't it's a way to go back against their builder's bond.

Canal Committee

Neil Hare volunteered to head the Canal Committee. He said the canal is a drainage ditch to drain the 47 acres above the canal and to get enough sand to fill the lots so they could sell them. President Fernandes said homeowners are losing property due to sloughing off of land. Neil said the width is deeded at 40 feet in most places. Some neighbors have lost 30 feet of property. President Fernandes asked who is responsible for maintaining the canal. Neil will recruit the committee members.

MSP

Bill Stephenson made a motion to adjourn. Kevin MacPhee seconded. The motion carried unanimously. Meeting ended at 7:08 PM

Bayshore Home | Bayshore Board of Directors