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Bayshore Beach Club, Inc.
Board of Directors Special Meeting
November 17, 2007 at 1:00 PM.

Un-adopted

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
Don Butler, Director                                        Division 6

Sandie Eckerson, Secretary/Treasurer

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

MS
Maren Taylor made a motion to accept the Minutes of September 15, October 6 and October 26, 2007 as read. Don Butler seconded the motion. Jim Harlan voiced concern regarding the special meeting of October 26th. He had indicated that at best the meeting held on October 26, 2007 should be identified as an emergency meeting. He also questioned the validity of characterizing it as such but perhaps more important he saw nothing in these Minutes that would indicate it was an emergency meeting. President Fernandes asked if it was important to say so. Jim Harlan said in his opinion it was. He pointed out he was not present so would abstain from the vote for these particular Minutes. He preferred that the motion go to the adoption to the September 15th and October 6th Minutes and a separate motion for October 26th. President Fernandes asked Maren Taylor if it was agreeable to amend the motion.

Amended MSP
Maren amended the motion to adopt the Minutes of September 15th and October 6th. Don Butler seconded the motion. A show of hands passed the motion unanimously.

MS
Maren Taylor made a motion to approve the Minutes of October 26th, 2007. Don Butler seconded. Jim Harlan said he was put in a difficult position, since he was not present at the October 26th meeting he had to abstain as to the authenticity of the Minutes. President Fernandes said they would accept his abstention. Jim Harlan said take his abstention but he wanted to go on record to opposing these Minutes as they stand. They do not reflect this was an emergency meeting and they do not reflect the underlying cause of the emergency. At least some mention of the fact that it was an emergency and he was concerned as to that. He had registered that concern twice and abstained from the vote.

Amended MSP
Larry Dahlke amended the motion to speak to Mr. Harlan's concerns. The amended motion to read "the meeting was an emergency meeting to discuss the relieving of our caretaker." President Fernandes asked Maren if she would agree to the amendment to her motion. Maren Taylor agreed with the amendment. Nelsen Witt said he would also abstain since he was not at the meeting. Norman made every effort to reach him but by time that happened, the decisions had been made. President Fernandes said there were 2 abstentions, one from Jim Harlan and one from Nelsen Witt, the remainder of the four directors voted in favor of the motion.

Thank you
Thank you to Diana Pinto for her $150.00 donation to be used towards the pool for her use of the pool. He wanted to also thank the directors for helping during the Women's Club Arts and Crafts Fair for the clean-up, set- up and take down. He thought it was a very good job done by the directors.

Executive Session
President Fernandes adjourned the meeting to go into executive session at 1:15 PM

President Fernandes called the meeting to order at 1:25 PM

New Business- Interim Caretaker
President Fernandes said he had spoken to Lisa Hall for the interim caretaker position and she had indicated she was interested. This will be a temporary position, a few hours a week, probably one day a week total. Is there a motion or discussion on whether to hire Lisa or someone else? Barbara Mullen, Division 4, said Lisa is one of the pool attendants and when she is there, the place is spotless. She is really good about keeping it clean. President Fernandes asked if anyone else wanted to speak or make a motion.

MSP
Jim Harlan made a motion that President Fernandes be delegated to approach Lisa Hall and discuss with her the taking over, on a temporary basis, the matter of temporary caretaker, not to exceed 8 hours per week subject to her acceptance. Larry Dahlke said it would also be based on her physical ability to handle to the job. Don Butler seconded the motion. Neil Hare asked who would be the supervisor during this interim period. President Fernandes said Kevin MacPhee is still the supervisor. Don Butler called for the question.
Yes votes:
Nelsen Witt
Don Butler
Jim Harlan
Kevin MacPhee
Neil Hare
Maren Taylor

No vote:
Larry Dahlke

Motion carried with 6 yeses and 1 no.

President Fernandes asked if he had the authority to hire Lisa should she accept. Larry Dahlke asked at what rate. President Fernandes said at the rate she made as a pool attendant which was $9.50 an hour.

MSP
Jim Harlan made the motion that should Ms. Hall accept the position that President Fernandes was authorized to hire her at the rate she earned as a pool attendant and to indicate to her that Kevin MacPhee will be her immediate supervisor. Neil Hare seconded the motion. President Fernandes asked for a show of hands. Six directors raised their hands in the affirmative, with Larry Dahlke raising his hand for the negative.

Canal Report
Neil Hare reported he had sent out a packet to OSU but their office manager claimed they never received it. Maybe it was lost in the educational foundation in Corvallis. He did have a contact who he was trying to reach. He was also going to put together another packet and hand-carry it there. The committee also had a letter to put out to contractors and people who do design work on canals to find out if they would be interested in doing work on the canal. The original premise of the canal committee did not mention if we had any funds or not and we do not want to commit the corporation to something we don't know will ever happen. We have another meeting coming up in a couple of days. President Fernandes we shouldn't commit since we don't have the funds and we should not try to go forward without more information. We will have to find the money somewhere. Larry Dahlke stated he wished to withdraw his earlier motion to have a hydrologist found and find out what his wages would be. There's no activity on it and there is no sense having a motion that's been rendered to this board that is not going to be acted on.

Fine Schedule Report
Don Butler reported there have been 4 meetings so far. They have hammered out the process of how the fine system would be implemented and how the violation notices will be dealt with, including complaints from the membership as well as how the Planning Committee will need to respond to complaints. This is to give the fine system a foundation and so it will work. The most recent meeting was regarding the fines. On a previous fine system that was passed in 2005 there was column that had the amount of the fine per day in addition to the fine. That per day issue has gone away. It was the general consensus that the per day issue was why so many members voted against the system. There were also a couple of $5,000.00 catch-alls that have also been deleted. The amount of the fine is the maximum amount the board can levy per year. If the issue did not get corrected in that year, the following year the same amount could be levied. It is a different approach as to how the fines are actually constructed and how much they can total. Jamie Moffett had pointed out if you had a $100.00 fine and $25.00 per day add on fine until the problem was corrected it could have possibly amounted to $9,200.00 by the end of a year. The committee hopes to finish the work at the next meeting, November 30th. It is the committee's suggestion that a part of how it will be presented to the membership would involve a mailing to each member that would include a copy of the By-Laws, current C&Rs and Guidelines as well as the proposed fine system. Discussion followed that the association needed to insure that the documents realtors, title companies and the association gives to members and prospective members are the most current documents. It was suggested that when the document "Guidelines for Determination" can be verified as the most current, the Guidelines should be included in the "welcome packet" that is delivered to each new member.

Tsunami Siren Report
Larry Dahlke reported everything is set to install the siren. Barry Anderson from PUD will set the pole and hook all the electrical into it. Mark Jung needs a couple of days notice to PUD for their work and they were held up with other jobs due to the high winds. So Larry will speak with Mark Jung and try to facilitate this happening very soon.

Pool Committee Report
Jim Harlan reported they are still looking for businesses to look at the pool. Barbara Mullen has spent countless hours trying to find someone to come and look at the pool. We hope to have someone in the next couple of weeks. We will give a heads up to the directors so you may join us poolside for a party and tour of the facility. Larry Dahlke asked how many estimates do you have at this time? Jim said they had a company from Portland down to tour the pool and they were going to prepare an estimate for repair of this pool or put in a new pool. They have not gotten back to us and have been unavailable by phone. We have dismissed them. One of the problems is to get a person to travel with the associated costs and time, to give us an estimate about something when there is no money on the table. This a problem we continually run into. Neil is experiencing this with the canal issue. Barbara Mullen said there aren't any companies on the coast who do pools. They say pools and spas but only do spas. The one company in the area (Eugene) is really busy because they are the only ones. Maren Taylor reminded directors that a non-responsive bidder is still a bidder.

Website/Breeze Report
Maren Taylor reported that the website committee has posted the vacancy on the Board of Directors as well as on the Planning Committee. She asked for a consensus to solicit community interest in either Citizen Patrol or Community Watch. She wanted to put it on the website and see what kind of interest there is in the community. Don Butler had talked to John with Citizen's Patrol and their problem is not so much funds but people to do the patrol. He thought getting it on the website would be a good thing. He felt the Citizen's Patrol does more good than the Neighborhood Watch. The Citizen's Patrol is tied into the police, know what to look for and get response quicker from police than a neighbor could. President Fernandes pointed out they do not strictly do Bayshore so anyone joining them would probably be making rounds in Waldport and surrounding area. They do undergo training and get some funds. It is worth putting on the website. We don't need a vote to put it on. The committee chooses what goes on. Maren Taylor said the committee consists of Norman Fernandes, Kevin MacPhee, Bob Mowrer and herself. Anyone else is welcome to join. Maren tries to get committee response to what is put on the website. Jim Harlan asked if Maren would be more comfortable with direction from the board. Maren said either formal or informal would be sufficient for her. Jack Woods, Division 4, said the Neighborhood Watch value is in prevention. It was set up with representatives from each division in Bayshore; this group of people made visits to each home and attempted to impress on the homeowners the value of watching. If they noticed anything unusual to report it, where to report it and these representatives also issued stickers to put in property owners windows who agreed to watch. It let people know these people were part of Neighborhood Watch and were watching. President Fernandes asked if this was informal, no meetings or anything. Jack Woods said there was a central person in Bayshore. Maren Taylor said the sign in Division 2 is so overgrown with weeds it is hardly visible, also some houses still have the stickers.

Policy Review Report
Jim Harlan said the policy review committee meet weekly for 2 hours. This consists of Don Butler and Jim Harlan. We are on the agenda later to give you our first outputs on our efforts. This is dealing with policies and procedures that have been revoked by a previous board. We have been charged with the task of reviewing those for possible re-instatement.

MS
Larry Dahlke made a motion that the non-substantive material that was provided to us by Jim and Don be allowed back into the Minutes as Motions of value. Kevin MacPhee seconded. Jim Harlan noted that there were 2 items he discovered that he had inadvertently missed from the non-substantive list. One was waiver of a camper that was granted by the board to the McMillan's for special circumstance for their camper to be parked in their driveway and the other was a fine against a Bayshore resident and that was re-instated. He considered both relatively minor and he wanted to add to the list of minor motions.

Amended MSP
Larry Dahlke made a motion to include the material that was made available by Jim Harlan today that was also labeled as non-substantive. Jim Harlan said he wanted to change the word "non-substantive" to "minor". Kevin MacPhee seconded. The motion carried unanimously.

Bayshore Women's Club Barbara Mullen, President, on behalf of the Women's Club she wanted to personally thank the following board members, Nelsen, Don, Kevin, Larry and Neil for their help, and especially to the people who were there all the time, Norman and Jim, with his trusty Subaru. A thank you also to Jack Woods for the use of his truck back and forth from 8 in the morning. Also a thank you to Jack Whipple who packed up the left-overs and took to Good-Will and to recycle. We had good feedback from the vendors, more space to move around their tables. She thanked everyone again.

Beach Access
President Fernandes said there is a problem with the northern beach access. He asked for a committee to look into where the access is and where it should be. The owners of the house say the sand has been eroded to the foundation of the house. The owners are asking that the sand be replaced and the beach access be laid out in the correct place. Kevin MacPhee said he has been working on beach access for about 5 years. He said there is a tree in the access and the owners didn't want to move it as they thought it was part of the landscape. He asked for someone to work with him on this. Jim Harlan volunteered to assist Kevin; he said it is the 2nd beach access to the north of the clubhouse. He uses this access every day. The heirs of the home to the south of the beach access have the concern. The log has been named "Winston Churchill" by the homeowners to the north. It is a bottle neck through there and there is certain erosion of the sand/soil butted up against the concrete footings of the house to the south. Neil Hare said he had gone to the house but couldn't find the entrance to the house. There is an obstruction but you can get around it. He thought the county or park department was to take care of beach accesses. He had referred this option to the homeowner. Kevin MacPhee said the county will put beach accesses back to the association. Jim Harlan clarified that the relevant state agencies confirm what Kevin just said, the beach access is mandated but had to be maintained by the corporation. Neil asked Jim if this is a non-funded mandate that we need to take care of. Jim responded that this is one of the very few unfunded mandates created by certain level of government.

Document Retention/Destruction
Jim Harlan gave everyone a list of documents he had found with one exception. After the Women's Club moved their material from the women's locker room, a bankers' box of documents was found and he had not reviewed those. The list had a proposed retention and destruction schedule which was based on state law to the extent he could find application, old policies that have been revoked, and some common sense. The first disposal date was for the end of the month to give directors time to review this or review the records. Or we can wait until the next meeting. President Fernandes asked Jim if he had knowledge on record retention. He said yes, but he mostly wanted directors to feel comfortable about this because once it is done there is no going back. President Fernandes said he had no experience in this area so was inclined to go along with Jim on this. Larry Dahlke suggested asking our accountant in regard to the accounting records. Jim said he did want to talk to our auditor about financial records and what retention we need on those. Jim said currently only the 11-30-07 records would be disposed of. It was decided to hold off until the January meeting for a decision on these records.

Memo from Planning Committee
Maren Taylor said she needed to recluse herself from any discussion on the W.T. Mullen topic since she is the neighbor. She would answer questions but would not vote. Neil Hare said the Planning Committee had sent Bud Mullen letters regarding violation of property. We sent one as a registered letter and it came back unaccepted. President Fernandes said he had a memo from the Planning Committee to the Board, a letter to Bud Mullen dated September 6, 2007 to notify him of the lot and the home on the lot as a danger, a letter dated September 28th as a follow up to the September 6th letter and another letter dated October 24th that says a certified letter was sent on September 28th. This certified letter was returned to the office unsigned. The Planning Committee asked the letter be sent via regular mail hence the expired dates. We have not received any response from Mr. Mullen. Mr. Mullen owns the unfinished house in Division 2. He built it for someone else; the building was stopped due to it not being in the proper place. The owner then backed out, tried to sue Mullen and agreed to sell it to Mullen. Nothing has been done for at least 2 years. The neighbors have complained of the danger of the site. Larry Dahlke summarized that the Planning Committee has requested the Board to some kind of action against Mr. Mullen on behalf of Bayshore. President Fernandes said yes, specifically a lien. Larry said his understanding was the Planning Committee was asking for the right to go on the lot, make the necessary repairs and clean-up and post that lien back against that property. President Fernandes said that is correct. Larry Dahlke asked we do have that right under our C&Rs to go onto somebody's place and clean it up? President Fernandes answered that with the wording of the C&Rs he believed it does. After much discussion, it was agreed that the Planning Committee would be asked to contact the county to get direction from them due the house and lot being under construction for more that 180 days. Neil Hare is to bring that request to the Planning Committee and get back to the Board in the next few weeks. It was requested that this issue not wait for the January Board meeting. It was also suggested that a bid be given to the Board as to the cost of the clean-up of the property.

Invoice on Westward Hole
Don Butler said the invoice from Road and Drive originally included the culvert, which they did not use so that was taken off the invoice. The total came to $3,542.36. That is $3,000 less than their estimate before they started and the estimate the board approved to go ahead with the work. This needs to be paid shortly. President Fernandes said it was his understanding the culvert was not damaged but the collar connecting the two pieces was siphoning sand into the pipe which caused the collapsed. When they made the repairs they put in the type of asphalt around the collar to prevent it happening again. Neil Hare said he was there when they excavated and checked the pipe; there was no evidence of sand in the pipe. If a ½ cubic yard of sand went in that pipe and no rain for months to wash it out, it would be in there. He said there was no evidence that sand leaked down 6 ½ feet, then crawled 4-5 inches horizontally to get into the pipe and there wasn't any there. The young engineering guy in charge of Road and Driveway didn't really know what caused the sinking at all. He did not feel it was a Bayshore problem at all. He thought it should be a Road District problem. He also disagreed with the asphalt comment. He said that didn't happen. They put in 2 truckloads of inch minus gravel. President Fernandes said he saw it in there and thought it was the asphalt stuff. Neil Hare asked if there was a report about what was found, for over $3,000 we should have some evidence. Don Butler said we discussed this when we approved to get the work done. This culvert was put in after the Road District was formed and after the roads were turned over to the Road District. Jim Harlan said he has heard 2 cogent arguments regarding this issue. He agreed with Neil Hare to get a written explanation from the Road District before paying this invoice. President Fernandes asked would the explanation come from the Road District or the company who did the work. Jim said he would expect it to come from the Road District, if they wanted input from the contractor that was fine. President Fernandes asked if there was a motion on that.

MSP
Jim Harlan made a motion that we get a written explanation from the Bayshore Road District as to the cause and a detailed description as to what they found when they opened the hole up. Also a detailed explanation of the repair, steps and material that went into completing the repairs. Kevin MacPhee seconded. There was more discussion as to when the invoice would be paid and who was to formulate the report. Don Butler pointed out that the Road District could not pay the invoice and
then receive payment from the Bayshore Beach Club without the Road
District going through legal channels. The Road District is prevented
from accepting monies from any entity other than Lincoln County. Don
Butler called for the question.

Yes vote: Nelsen Witt
Jim Harlan
Kevin MacPhee
Larry Dahlke
Neil Hare
Maren Taylor

Abstain: Don Butler, due to conflict of also being on the Bayshore Road District

As it was still unclear as to when the invoice would be cleared for payment, the discussion continued. Larry Dahlke commented that we have 12 days for a complete, itemized accounting based what the Bayshore Road District did. Just explain it to us in a way that it makes sense, that we have the entire burden of that repair. He also said because Don Butler had to have the culvert cost removed from the invoice, they (Road and Driveway) had given us cause to request a complete itemization. They had asked us to pay a bill that was in error because it included items on the invoice that was not part of the project. Sharon Dahlke, Division 1, said she remembered when it first came up that it all had to do with the culvert. If the culvert failed Bayshore would pay for it, if the culvert didn't fail then the Road District would take care of it. President Fernandes said that was his understanding at first also. Sharon asked what changed. President Fernandes said the fact that the culvert's failure or non-failure still could have caused it to collapse. The very fact that the culvert is directly under the hole shows that. In absence of no other explanation that is the only explanation possible. Don Butler explained when a hole is being excavated, as they proceeded down beyond the hole they could not see what is at the bottom of the hole. When they got to the point where, maybe, they could determine if it is the culvert or not, it was buried in loose sand. The hole will always cave in around the hole as you go down and the equipment disturbs it. When they got down to where the culvert is, there was no explanation possible other than the band on the culvert where the two pieces were joined together had to be leaking. It would only take a hole the size of a pencil to draw sand through there. The water builds up on the north side of the abutment where the north end of the culvert is, 3-4 feet deep. That causes a heavy flow of water through the culvert which will actually suck the sand through any hole; regardless of how big it is, as long as it is bigger than a grain of sand. It took roughly 40 years, maybe a little less than that, for enough sand to go away from that to have the asphalt cave in. There is no place for the sand to go to except through the culvert. It did not make a big hummock in Neil's (Hare) front yard and it obviously has deposited some sand at the south end of the culvert. The Road and Driveway's comments were the band had to have been loose one way or another that caused an opening for that sand to be drawn through. That is the explanation we would probably get from Road and Driveway. The culvert is not dead flat; it is not a line of sight down through it. There is a little bit of a bow in the culvert and that is where the band is. When you put spiral pipe together and join them the band has the same thread structure to it as the outside of the pipe does. Because they are not directly aligned the band won't tighten completely in order to complete that spiral web all the way through so you end up with a gap. Hence the hole, hence the sand goes down the hole. It is Bayshore Road District's opinion that was the cause. By putting gravel there, whether it has emulsion or not, around there precludes sand flow through the culvert. It should never repeat the problem.

MSP
Jim Harlan made a motion to ask Sandie, the Office Manager, to email a copy of that dissertation by Don Butler to the Road District and have them send it to us as a signed document of what happened. He thought this would give us the documentation we need for our records. The motion would also authorize the President, on behalf of the board, to receive, review the letter and, if it was to his satisfaction, to pay the invoice. Maren Taylor seconded. The motion carried unanimously.

Office Access
Jim Harlan referred to the memo that was included in the board packets. Currently the only person on the board who has a key to the office is the President. The Planning Committee also has a key to allow access to the property files. Jim Harlan said one of the primary duties of all of the directors is what is referred to as a duty of care. That means that we have an affirmative duty to know what is going on in board matters and perhaps, more importantly, that if we learn of something, however we learn of it, we have an affirmative duty to follow up on that information. It is entirely possible that we may need access to the physical office in order to carry out a responsibility we have as board members. There was a motion passed by a previous board that said a board member may access the office either during office hours or as an alternative, may access the office in the presence of the president or office manager. The memo from Jim Harlan indicated that he found that demeaning. He felt that motion was passed due to friction between past board members. It presents situations that directors may not be able to discharge their duties, ie the fact that recently the President was out of town for 8 days, and the other directors were possibly unaware of that, if we had to have access to the office, we would have had to rely solely on the office manager who may not have been available when we needed access. He was requesting that every director have full, unfettered access to the office and all the records. President Fernandes disagreed saying that he having keys was only as a back-up to the office manager, if something should happen to her. Don Butler had mixed feelings, especially this time of the year with Sandie having a shortened schedule; there are 3 days a week when there is no access to the office except for the President. He questioned whether he needed a key but thought the vice-President and Corporate Secretary should have keys. He did not know if the rest of the directors needed keys. It does put more responsibility on the Vice-President and the Corporate Secretary but they are the ones who can do anything without total board approval anyway. Jim Harlan wanted to clarify that any board member not be required to take keys. If they choose not to have keys that was fine. Not having access to the office and records demean the responsibility that every board member has. It also demeans the individual board member who are responsible and have certain legal obligations to discharge and we should be allowed to do that.

MSP
Jim Harlan made a motion that all directors be provided with a key to the office if they so desire. Kevin MacPhee seconded. Don Butler asked if the other keys were available in the office and directors had keys to the office, is there a problem with that. President Fernandes said yes but that could not be brought up in open meeting. Jim Harlan said that it did not matter what had happened in the past, if there is a problem in the future with a member of this board and it is some kind of misbehavior or irresponsibility there are remedies available for that. We must not throw out the baby with the bathwater. President Fernandes and Jim Harlan agreed that they would not agree on this issue. Nelsen Witt pointed out at the time the previous motion was made it was due partially to files being taken out of the office. If files are needed, make copies; do not remove the file from the office. Currently the< President, Office Manager and Chair of the Planning Committee have keys to the office. Jim Harlan called for the question. The motion carried unanimously with Larry Dahlke stipulating any keys made be stamped with do not duplicate or replicate in any way, shape or form.

Member Comments
Randy Kindig, Division 2, wanted to comment on the house in Division 2. He warned the board they would be liable for any damages. He suggested they make a report to OSHA or to the Building Permit section of the county. In regard to the keys for directors, he suggested a chain of command. He had petitioned the Planning Committee for relief of his loss of view over the past years. He was dissatisfied with the response of the Planning Committee and was appealing to the board for adherence to the C&Rs. He read part of his letter from the Planning Committee dated 11/8/07.

Dear Mr. Kindig,

This letter is in response to your request before the Bayshore Planning Committee on October 24, 2007. You requested that the Planning Committee interpret Article II, Subsection 4, Trees, Shrubbery and Planting, of the Bayshore C&Rs to mean that the trees on certain of our neighbor's property must be cut to a six foot height to restore a view you feel you have lost since the purchase of your lot. The committee response was that it would be best if a tree height problem were handled between neighbors.

However, if some neighbors are uncooperative and won't cut their trees, you must establish that the trees in question are not "original natural trees" which the C&Rs protect…….

President Fernandes asked about erosion if the trees are removed. Mr. Kindig said that the area for Division 2 had been cleared of all trees to prepare it for development in the '60s. These trees have grown since Bayshore was developed. Mr. Kindig asked the board to send a letter to the member who will not work with him to get these trees trimmed to the 15 foot level to restore Mr. Kindig's view. Larry Dahlke asked for the member's name who owns the trees. Mr. Kindig said their name is McDanniel. President Fernandes said they would need to confer with the Planning Committee. Jim Harlan asked Randy Kindig for copies of what he had. He then suggested the materials the board received from Randy Kindig was in the form of an appeal. When it is appropriate, we talk and issue a letter. We treat this as an appeal. He wanted an opportunity to study this before he voted on it. He also asked Sandie to email to each director a copy of the letter from the Planning Committee to Randy Kindig. President Fernandes said this will be on the agenda of our next regularly scheduled meeting. Randy asked for a written confirmation of what they are going to do. Jim Harlan answered yes.

Jack Woods spoke to the $1,000.00 in the budget for upgrading the sound system. He had observed misuse of the mikes during the meeting. He suggested if people moved back from the mikes and spoke clearly it would work better. Kevin MacPhee asked that we purchase mikes that would pick up sound better. Kevin MacPhee and Larry Dahlke volunteered to look into this. Larry Dahlke suggested omni directional type of mikes that could sit on the tables and no one need hold them to their mouths, one stand-alone mike for the members to use and use the system we have so Sandie doesn't have to bring the little recorder to the meetings. Jim Harlan said that as we all know it takes an extra ordinary amount of time to transcribe these Minutes. He had asked Sandie to look into the cost of a more efficient system and the cost would easily fit into that $1,000.00 we allocated. Larry Dahlke said he had donated a transcription machine to the office so we should look into getting a micro system set up. Jim Harlan said he knew there was a system that would load directly into the computer. They are relatively inexpensive. President Fernandes asked if we have the capacity in the current computer or should we wait until we purchase a new computer to add the transcribing system. Sandie said she wasn't sure how much space the transcribing system would use.

President Fernandes said volunteers from the board were needed to cover the rental events in December. Jim Harlan questioned who has been responsible in the past for this, the caretaker? Are we hiring a temporary caretaker? That person should handle these. Nelsen Witt said he is often called to open for events. Jim Harlan proposed that if Lisa Hall take the temporary caretaker position that it would be in her duties. Gaps would be filled in by directors. Jim asked Sandie to email the December events dates to each director.

Neil Hare asked when the board planned on meeting with the Planning Committee prior to the January meeting regarding the Randy Kindig appeal. President Fernandes said the letter from the Planning Committee told Randy to go to the Board if he was unhappy with their (Planning Committee) decision. Jim Harlan suggested a special meeting to meet with the Planning Committee. It would be a Special Board Meeting with the Planning Committee invited. Don Butler said there is a tree committee consisting of Jim Harlan and Don Butler charged with coming up with a Board of Directors/Planning Committee tree policy. Jim Harlan said they are hard at work at the perfect and ultimate solution. They are close to having a policy prepared to deliver to the prospective groups. President Fernandes said that would be a guideline and Jim agreed.

Neil Hare made a motion to adjourn the meeting. Maren Taylor seconded. The motion carried unanimously. Meeting adjourned at 4:10 PM.

Sandie Eckerson, Secretary-Treasurer

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