1512 N.W. Oceania Dr.
Waldport, Oregon 97394
Ph. (541) 563 - 3040 * Fax (541) 563 - 6489
e-mail
baybeach@peak.org * website http://www.pioneer.net/~baybeach
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Bayshore Board of Directors Minutes |
Bayshore Home | Bayshore Board of Directors
Bayshore Beach Club, Inc.
Board of Directors Special Meeting
January 17 , 2008
Un-approved
In Attendance:
Kevin MacPhee, President Division 7
Randy Kindig, Vice-President Division 2
Neil Hare, Corporate Secretary Division 3
Larry Dahlke, Director Division 1
Eddie Benson, Director Division 4
Don Butler, Director Division 6
Londa Wagner, Director Division 7
Sandie Eckerson, Secretary/Treasurer
Absent:
Gary Cummins, Director Division 1
President MacPhee called the meeting to order at 1 PM and declared a quorum was present.
Adoption of November 15, 2008 Minutes
Don Butler made a motion to adopt the November 15, 2008 Minutes as set. Randy Kindig seconded. A show of hands carried the motion. Larry Dahlke did not vote as he was absent from the room at that time.
Reports
Planning Committee. Dawn Hamilton reported for the Planning Committee. The committee is working with members to remove vehicles with expired license plates, commercial vehicles, etc. They are working with members to have trees pruned that obscure views for other members. There is to be an article pertaining to trees in the next Breeze. President MacPhee notified the committee that the corporate attorney, Dennis Bartoldus, will attend an upcoming Planning Committee meeting for the purpose of discussing the tree issue. Dawn also reported there have been many positive responses to letters for cleaning lots of noxious weeds and enclosing propane tanks. She thanked members for their cooperation in these areas.
Pool Committee. Barbara Mullen reported for the Pool Committee that the bids for the pool replacement came in and ranged from $163,000 to $216,500. This does not include electrical or concrete work. The state will need to be included because this will be considered new construction, which means it will have to include a lift for the handicapped and the locker rooms may need to be updated for handicap access. The one bid which included an overhaul of the current pool was nearly as high as the lowest bid for a new pool. These bids do not include PUD, electrical contractors, or inspection fees from the state. We are considering a special assessment per lot to cover these costs and are estimating, at this time, for each lot to be assessed around $250.00. This is not definite and we will keep the members apprised as we go. We have been told by the bidders that solar does not work well for this area so we are looking into heat pumps. These bids also include an electrical cover which one person can operate so the pool will retain heat by being covered each night.
Social Committee. Marci Douglas reported for the Social Committee that the New Year’s Eve party was a great success with about 35 people attending! The party included a potluck dinner and playing team quizzes. The attendees were asked to complete a questionnaire of what events they would like at Bayshore. The suggestions included game nights, potlucks, Bingo, ice cream socials, Bunko, poker, white elephant holiday party, Bridge, program presentation, variety show, Halloween party, movie and popcorn night, Pinochle, Hand and Foot card game, Trivial Pursuit and a summer barbecue and horseshoe tournament on the beach.
The next social event will be another game night on Friday, February 27. The committee will have more details about it soon. Also, starting in March there will be a potluck directly following every regularly scheduled board meeting. There is a new sign board by the entrance to Bayshore where we have been posting notices of events, let the Social Committee know what you think of the sign! Hope to see all of you at Game Night!!
Safety Committee. Maren Taylor submitted the Safety Committee report. Thank you to the Bayshore Board of Directors for their support regarding the Neighborhood Watch sign project. Installation of new Neighborhood Watch signs will proceed as weather and other conditions allow. Next meeting of the Safety Committee will take place soon at date to be announced on the Webpage. The committee is looking for input from all members regarding topics and concerns. All Bayshore members are urged to participate in your Safety Committee and help make Bayshore a secure and safe environment for all.
Facilities. The Facilities Managers, Jesse and Marsha, submitted the following report. They are working on rewiring the thermostat to the magnetic relays that will control the water transfer pumps. Right now the heat is either on full or not at all. The new office mailboxes are installed and we are waiting for the master locks to arrive this week. The Neighborhood Watch signs will be installed as weather and other time restraints permit. The west parking lot sign consolidation will be completed as soon as the Neighborhood Watch signs are installed. The clubhouse grounds are being worked on by Marsha. She is working hard to get everything cleaned up and is planting new plants and flowers she brought with her.
The following is a list of projects that will need to be taken care of soon and as monies allow.
- The upstairs double doors mechanism is rusted out and needs to be replaced.
- The men’s locker room has dry rot on the lower parts of the walls and trim and the outside wall by the water hose also has dry rot.
- The activity room needs some painting done. There are places on the ceiling where the paint is peeling off, where there has been leakage.
- The seal is broke on the window of the east wall upstairs and needs replacing.
- The stairs and deck surface on the east side need lots of work, since it is showing rot and leaking onto the ceiling of the apartment.
- Lighting is needed for the flag pole, sign on the fence and the Bayshore monolith. Solar lighting would be the way to go on these areas.
- The pumps for the swimming pool are leaking as is the big round filters. Also the sand needs to be replaced in the filters. 90% of the water leakage from the pool is from the drains and one spot between the drains. It is beginning to look as if the drains might run through the yard for the apartment because the ground is starting to sink and is very mushy.
Financial. Sandie Eckerson gave the financial report. Currently our accounts are as follows: checking-West Coast Bank $3,522.70, Money Market-West Coast Bank $47,780.84, Savings-Washington Federal, $57,030.41, CD-West Coast Bank-$27,943.82. Unpaid membership dues total $8,979.53, down $2,460.15 from Nov. report. This represents 28 properties owned by 18 members. 10 are in foreclosure or bankruptcy, 2 are in probate (due to member being deceased) 23 have liens against them. We will eventually receive money on the properties that are in foreclosure and bankruptcy. However, that will not happen quickly and not all in this fiscal year. It was recommended to the BOD some possible of ways to address this short-fall.
· Transfer a lesser amount to the Money Market account at the end of 2008-2009 year.
· Delay the outside audit which would allow a savings of $5,000.
· Delay the opening of the pool until later in June which would allow savings in fuel, water and personnel expenses. However these costs would then be in the 2009-2010 fiscal year.
Resolution of Fine System
Don Butler reported that the Resolution for the Fine System was ready for signature by the President and Corporate Secretary and then could be mailed to each member.
Policies and Procedures
Don Butler reported that the policies and procedures manual, which had been approved by the board at the November 15, 2008 meeting, was printed and given to each director as well as a copy available in the office. We are checking with Bob Mowrer, our webmaster, to see if he can have it available on the website as it is 70 pages long.
Guidelines for Determination
Don Butler reported he has been working on these and the Liveability Guidelines. There is conflicting documentation as to dates and wording of when items were adopted. The guidelines are for the Planning Committee’s interpretation of the C&Rs and he recommended a committee be appointed to review those guidelines that had been rescinded. There was discussion of how to change the C&Rs in order to eliminate the Guidelines.
MSP
Don Butler made a motion to assemble a committee to review the Guidelines and reassemble the revisions if appropriate. Randy Kindig seconded.
Yea vote:
Don Butler
Randy Kindig
Linda Wagner
Eddie Benson
Neil Hare
No vote:
Larry Dahlke
The motion carried five to one.
The committee members are: Norman Fernandes, Randy Kindig, Jack Woods, Don Butler, Rose Estes and Narda Tolentino.
Canal Update
Don Butler reported the Canal Committee had received a letter back from Mr. Ron Staehlin who is interested in working with the committee on possible solutions to the canal issues. Mr. Staehlin gave the committee a “menu” of a study of the scope of work and estimated fees. The Canal Committee recommended to the Board that the first three items on the “menu” would be the best way to begin. These items were to: 1) evaluate removal of dam-$446.00, 2) evaluate removal of apportion of the dam and installation of a bridge over the gap-$1,071.00, and 3) evaluate increasing the size of the pipe through the dam-$357.00. The committee felt these items would give a direction as to how to proceed. These evaluations will also tell of any permitting that would be required.
MS
Larry Dahlke made a motion to approve $1840.00 to cover the evaluation of the first three items of the “menu”. Linda Wagner seconded. After discussion that these estimated amounts were given a couple of months ago and the costs were not exact at that time, it was suggested that the amount should be a little higher.
Amended MSP
Larry Dahlke amended his motion to change the amount to not exceed $1,900.00. Linda Wagner retained her second. The motion carried unanimously.
Law Review Report
Larry Dahlke had attended a law review conference hosted by the Law Center which publishes the Homeowners Association Handbook amongst other publications for homeowners associations. Larry was very appreciative to the Board for allowing him to attend this conference and felt it was very worthwhile. He reported that it was highly recommended that we establish a financial oversight committee to monitor the finances of the corporation, check with insurance companies to be sure we are getting the best coverage for our money, to have a long-term maintenance program for the clubhouse and to work with the Board for a long-term reserve account. He also reported that the Board needed to have available to the members a copy of emails that go between all board members as this is considered a meeting. The board is not to vote in their emails but can certainly discuss topics to make the Board meetings more productive. He was pleased to learn that Sandie is already keeping the emails available for the members to read. Larry also reported that homeowners associations are no longer required to put liens on properties to ensure payment. The onus to collect payment is now on the escrow companies throughout Oregon. There was discussion about whether Bayshore would receive the membership dues when a property sold.
MSP
Larry Dahlke made a motion that Bayshore stop posting formal liens on unpaid dues of the membership. Randy Kindig seconded.
Yea vote: Larry Dahlke
Don Butler
Randy Kindig
Eddie Benson
Neil Hare
No vote: Linda Wagner
The motion carried with a 5 to 1 vote.
Activity Room Committee
Neil Hare asked if the Activity Room Committee was still active. He said he had witnessed small children in the activity room un-chaperoned and even one of them with no clothes on. He also said the room never seemed to open at the same time each day. He was told the room had posted hours and the facilities managers and/or the office manager monitored the room. It was discussed whether the committee was a one-time committee or whether it should be a standing committee. Several of the committee members were present and agreed to be a standing committee.
Frequency of Board Meetings
Don Butler suggested that Board meetings be increased to one each month of the year except December to allow for shorter and more productive meetings. Linda Wagner said she had volunteered to take on the task to get input from each director and then formulate steps to increase productivity of the Board. After discussion the board decided to start with Linda’s suggestions before attempting to increase the frequency of meetings.
M
Larry Dahlke made a motion to form a financial oversight committee for recommendations back to the Board regarding insurance, reserve accounts and facilities management. The motion died for lack of a second.
Members Comments
Diane Pinizzotto and Rose Estes spoke regarding trees.
Executive Session
The Board went into executive session at 3:45 PM for the evaluation of the office manager. They returned to open session at 4:00 PM
Eddie Benson made a motion to increase the salary of the office manager by $1.00 per hour starting Monday, January 19, 2009. Don Butler seconded. A show of hands was unanimous.
Randy Kindig made the motion to adjourn at 4:01PM.
Minutes by Sandie Eckerson, Secretary-Treasurer
Sandie Eckerson
Office Manager
Bayshore Beach Club, Inc.
1512 NW Oceania Dr.
Waldport, OR 97394
phone: 541-563-3040
fax: 541-563-6489
email: baybeach@peak.org
www.pioneer.net/~baybeach
Yea vote:
Larry Dahlke
Neil Hare
Don Butler
Maren Taylor
Gary Cummins
Randy Kindig
Eddie Benson
Sandie Eckerson-Secretary-Treasurer
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