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Bayshore Beach Club, Inc.
Board of Directors Meeting
September 20 , 2008

Un-approved

In Attendance:
Kevin MacPhee, President                                  Division 7
Neil Hare, Corporate Secretary                           Division 3
Larry Dahlke, Director                                        Division 1
Gary Cummins, Director                                     Division 1
Randy Kindig, Director                                       Division 2
Eddie Benson, Director                                       Division 4

Sandie Eckerson, Secretary/Treasurer

President MacPhee called the meeting to order at 1 PM and declared a quorum was present. He asked the directors to introduce themselves and give the division they represent.

Adoption of Minutes
MSP
Larry Dahlke made a motion to adopt the Minutes of July 19 and July 30. Eddie Benson seconded. A show of hands gave unanimous approval.

MSP
Eddie Benson made a motion to adopt the Minutes of September 12, 2008. Randy Kindig seconded. There was discussion of the necessity of a meeting one week prior to a scheduled meeting. The reason was to appropriate additional funds for the apartment remodel since it was going over the budgeted funds.
Yea vote: Eddie Benson
Randy Kindig
Kevin MacPhee
Abstain due to not being in attendance at meeting: Larry Dahlke
Gary Cummins
Neil Hare

Resignation of Maren Taylor read by Sandie Eckerson.
To the Board of Directors,
Effective September 7, 2008 I resign as a member of the Bayshore Board of Directors.
Effective September 7, 2008 I resign as Bayshore Board of Directors Vice President.
Effective September 7, 2008 I resign as Chairperson of the Webpage/Communication Committee.
I sincerely wish the entire Board of Directors all the best in resolving Bayshore member issues and working together in the best interests of Bayshore Beach Club, Inc.

At the Board of Directors pleasure, provided that there are no objections from the Board, I will continue as Chairman of the Safety Committee.
Maren Taylor--Division 2

Nomination to Board
President MacPhee said Linda Wagner from Division 7 has shown interest in being a member of the board. Larry Dahlke asked Linda if she had had an opportunity to look at the guidelines that are currently pending, the By-Laws, and the C&Rs. Linda said the pending issue she had not but is familiar with the By-Laws and the C&Rs. She stated she would be starting fresh with that. Larry said the entire board would be starting fresh with it also. He asked how she felt about subscribing to and adhering to the C&Rs. Linda said they are in place for a reason and as long as they are in place that to the best of our ability that is what needs to be adhered to, respected and maintained for all members. President MacPhee asked Linda to read her bio since it would probably answer a lot of questions. Linda read:

Hello. My name is Linda Wagner and I became a property owner in Bayshore in April 2007. After considerable research and comparison shopping in the area, I came to the conclusion that Bayshore was where I wanted to reside when I retire. Hoping to able to have a home here sooner than later, I am just beginning to interview potential builders and look forward to the day when I have my own deck to sit on at sundown.

I live in Gresham and own Northwest Sleeve, a manufacturer of engine sleeves located in Boring. I am the managing partner and president of the corporation. We are a micro-business (basically, the small family run type) but we serve customers from all over the globe including major distributors in the United States, United Kingdom, Australia and Italy.

Prior to joining the family business my love was the bank card industry. One of the most fascinating fields of banking/finance to work in, over the course of 23 years I worked my way through the ranks to manage card issuing and merchant programs for banks, savings and loans and a banker’s bank (the bank where banks go to invest, borrow, etc)

My vision for Bayshore is for it to be strong and vibrant. I want to hear positive things about this community when the name is mentioned. I want members (a substantial majority at least) to be proud of the association, the management team, the community we all help to build and sustain. I hope to have the opportunity to contribute in that effort and look forward to working with you in the months ahead. Thank you for your consideration. (Audience applause)

Gary Cummins asked Linda if she had attended any board meetings previously. Linda responded that she had been to 4 or 5 since becoming a member. Gary asked what did she feel were the major issues facing the board in the next year, until the next May election. Linda said finishing going through the policies and procedures, maintenance of facilities, i.e. the clubhouse, there are probably outstanding issues of violations that need to be resolved. Gary asked if she had ever been on any board or homeowner board before. Her response was not on a homeowner board. Gary said since she lived in Gresham would she be able to make the regular meetings. Linda said she had every intention to attend all meetings. Neil Hare said he appreciated Linda volunteering to be on this board. He asked what her vision of Bayshore a couple of years from now. Linda said there would probably be a lot more people living here full time and that would bring changes to the community. She thought it would be more social, more people willing to participate in the guidance and directions of the homeowners association. She hoped to see less issues with building problems or violations of C&Rs. She said she could only see it looking better as it continues to grow. Neil asked her if she was a progressive looking person. Linda said she is an optimist; she has plans to build here and making the plans to invest here. She would like to see Bayshore the way it was planned. She did not know where the people or the money would come from though.

MSP
Eddie Benson made a motion to appoint Linda Wagner to the Board of Directors. Randy Kindig seconded. Gary Cummins wanted to clarify that when a person is on the board they can not vote on anything that would pertain to their own property. Linda said she understood that. Gary also asked if she came forward to volunteer her services. Linda answered affirmatively. Gary said that was fantastic. The vote was unanimous. Linda opted to remain in her seat and observe. She would abstain from voting on issues at this meeting.

Thank you!!!
Sandie Eckerson read the following donations to Bayshore:
Henry and Nancy Jones for the 2 leather couches which are in the office area
Mel Williams (Aquasizers) for $100.00 for towards propane for the pool
Mary Miller (Aquasizers) for $100.00 for use of pool
Ed and Kathy Biancone for refrigerator for activity room after Pepsi removed their machine, we will have sodas and water for sale during pool months.
Mark Corrinet for floor lamp for the office area
Bayshore Elf for the rose rug (this was an anonymous donation)
Diana Pinto (Aquasizers) for $150.00 for use of pool
Sandie, on behalf of the board and members, thanked everyone for these donations! (Much audience applause)

Howard Johnson Hotel
President MacPhee introduced Kimmie Allison who is the new general manager of the hotel. Kimmie introduced her son Justice and her husband, Bill. She said one of the main partners, Greg Petrie tried to be here but could not make it out of Portland. Kimmie said first she wanted Bayshore to know they were losing the Howard Johnson name. It will be called the Waldport Beach Resort. The Ahi restaurant will also lose its name in about a month. They will be going more for a boutique type facility to give more personalized service. Hours will be changed to 6 AM to 10 PM for the front desk. It will be quieter. Hours for the restaurant and lounge will be expanding. There are flyers available in the Bayshore Beach Club office with the new menu and hours. There will be much renovation which has already started. There will be a community room available for the community members to come in and use the computers. The outside is being cleaned, painted and trash picked up. They are bringing in lottery machines. They will have a generator so when the power goes down the community can come in for coffee and food. They want to make it conducive for the community to come in. All money that comes in from the guests will be put back into the facility. The rumor is that it is owned by the same people as the Silver Surf. Some of the partners are the same but they are not the same owners. It is owned by the Waldport Hotel Partnership, it is a group of people and Greg is the managing partner. They wanted input/support for a possible dock and launch ramp to be put in. Discussion centered around costs, legal restrictions and ownership of the dock and launch ramp.

M
Gary Cummins made a motion to support or give a vote of confidence to the Waldport Beach Resort effort or interest or design to put in a launching boat ramp. Rosanna Creighton, Division 7, asked Gary to consider substituting the word support with “we encourage”. Gary said he would modify to say exclusive of financial commitment at this time. Neil Hare pointed out the area would have to be surveyed before it could begin. Bob Allison asked who owned the property. He was told the beach club. Mr. Allison wanted clarification-with the improvements for the breakwater, launch ramp and dock for the resort the partnership could fully fund the project that is ok but other than that there is no financial support at this time. The directors agreed and pointed out there would need to be some sort of legal agreement. Jane Benson, Division 4, said this is too early to discuss financial support at this time. Kimmie Allison said the reason for even bringing this topic up was to find if there was interest in seeing it researched. Gary Cummins said they would probably need to involve the Port of Alsea in this and it would help to have a vote of encouragement from the Bayshore Board of Directors.

MSP
Gary Cummins modified his motion to give a vote of encouragement from the Bayshore Beach Club Board of Directors. Eddie Benson seconded. The vote was unanimous.

Members Comments
President MacPhee said he had this put earlier on the agenda as an experiment since members had expressed concerns with sitting through hours of board business in order to bring their issues to the board. There were no member comments.

Reports
Apartment
Randy Kindig reported the apartment remodel is 99% complete. The trim and final details are all that is left. There will be an Open House and Gary Cummins would announce that through the social committee. President MacPhee added that this project had been a big challenge and the committee members, Randy Kindig, Don Butler and Norman Fernandes had done a great job. He also recognized the long hours and great job that Jesse and Marsha had done not just so they had a place to live but for Bayshore Beach Club.

Planning Committee
Dawn Hamilton reported that the garbage can issue was improving. Many letters had been sent and the committee was receiving good responses. The Kellys at Bayshore Rentals were doing a great job with their rental properties. Dawn reported that the Scotch Broom around Bayshore was getting very bad. She had asked nursery staff the best way to get rid of the plant and was told it needed to be dug up and immediately apply Crossbow to the area. Many letters have been sent out to members to clean their properties of noxious weeds. Letters had been sent out and hand delivered regarding houses with vehicles that were not licensed, hadn’t moved for many months and these people were responding nicely. Letters have also been sent out for trees that are too tall and members are pruning and clearing their lots of brush. The committee appreciates the good response. (Audience applause)

New/Repair Pool
Barbara Mullen reported on new pool proposal. The committee contacted three pool contractors with two bids having been returned at this time. The committee was still waiting on the third contractor. She was not ready to give the figures at this time although the bids sound very reason to the committee. This would be a complete rehab job, a pool within a pool; it will be considered new construction and falls under all new rules on the books, such as handicap accessible, state inspections, including the dressing rooms. The contractors have been very helpful with this information. We are not looking to rehab the kiddie pool mainly because it needs a whole new system. It can not be run off the big pool as it was before. The proposal is for the kiddie pool to be decommissioned. After all the bids are in we will give the proposal to the board. The person we are waiting for the last bid from says he knows exactly what is wrong with the pool, if he does and he can do everything we need at a reasonable cost that is certainly something we will look at. What we won’t get if the pool is just repaired is the problem with the cover. The shape of the pool presents the problem with getting a cover made. We are told we lose 75-80% of our heat whenever the pool is not covered at night. Our propane costs were astronomical this year and we can not afford that. The bid is asking for:
1. To install a “pool in a pool”, 2. New drainage system, 3. a new skimmer system, 4. Alternate heating-contractors are saying no to solar in this area-they are recommending heat pumps, bring the temperature up with the propane then use heat pumps to keep the heat up, 5. Electrical work to add the heat pumps, 6. Hydraulic cover but they only make them for straight pools, 7. Reduction of deep end from nine feet to six feet to save on water and heating that water-this can not be done on a repair. The contractor will be responsible for drawing the plans.

Neil Hare asked how the committee proposed to fund this project. Barbara said a special assessment would be needed. It would be roughly $160-$170 per lot on a one time assessment. We had looked into selling the lot the association owns that is by the fire station. We had been told that because it was originally designated a park that we could not sell it but we have found out since that we can. We could get a bank loan but with the issues of the last few weeks that may not be feasible. Neil Hare asked with the assessment would the pool be closed in for year round use. Barbara said that would raise the costs considerably. President MacPhee said that could be addressed in the letter to the members regarding a special assessments. We are looking at all options. If a member would like to donate the money to do this project we would be happy to accept!

Safety Committee
Maren Taylor was not in attendance so Sandie read the report:
The first meeting of the newly formed Bayshore Safety Committee was held Saturday September 6, 2008 at 2PM at the Bayshore Beach Club. Participants introduced themselves and expressed their particular areas of interest in Safety. Alan Canfield representing Waldport Citizen Patrol gave an excellent presentation sharing how that organization assists the community and the police. He and several of WCP members were available for questions and answers. They left information and applications to the WCP which will be placed in the Bayshore office and will be available for any interested member of the Bayshore Community. Neighborhood watch was discussed and members expressed interest in meeting with their close neighbors and sharing information. Organizing the entire community for neighborhood watch is a huge undertaking, but meeting with small groups could potentially be more effective. Kevin MacPhee presented information on Beach fires, fire information flyers that were given to the rental agencies to place in summer rentals. This year the beach fires were in the appropriate areas and fewer illegal fireworks were noted since the installation of the 'illegal fireworks' signs.
Tsunami evacuation/emergency preparedness was discussed at length. Seal Rock Fire Chief Peter Benjamin has offered to sponsor a Bayshore CERT (Community Emergency Response Team) if there is enough interest from Bayshore members. There were several interested persons in attendance on Saturday. We are also fortunate to have a CERT member as a part of our committee. More information is available through the Seal Rock Fire Department or www.citizencorps.gov/cert/start The few members who attended on this bright sunny Saturday with both the Ducks and the Beavers having games were enthusiastic and all agreed that this was a worthwhile pursuit and hope to increase participation by having two meetings in October to involve the most members possible. The next meeting will be on Wednesday October 15 at 6PM to reach those that are not available on the weekends. A follow-up meeting will be on Saturday, October 18 at 10AM at the club house. For more information call Sandie at the Bayshore Beach Club. YOUR Safety Committee needs your participation, get involved and help yourselves and your neighbors. President MacPhee also recognized Christine McCullough for spearheading the neighbor watch program in Division 7.

Social Committee
Gary Cummins reported the new Bayshore Social Committee met on Tuesday, September 16, 2008 at 1:30pm at the home of Gary and Rose Cummins. The current members of the committee are Dorothy Bogumil, Naomi Clark, Gary and Rose Cummins, and Marci Douglas. I received an email from Gary and Bev Simpson who wanted to attend our committee meeting but were out of town. I will contact them when they return to see if they would like to attend our next meeting to plan the first event. The Committee has come up with the following events:
Open house for all Bayshore members to welcome the new caretakers and view the refurbished apartment. When: November 2 at 2 PM Where: upstairs in clubhouse. Refreshments (cake, coffee, etc.) provided by social committee. We will ask Sandie to have available all contracts and cost figures to be able to answer questions from any members who want to know what the costs are.
Game night at the clubhouse. When: early to mid November. Refreshments: snacks and finger food BYO drinks provided by attendees. Games provided by attendees and committee members
New Years Eve Party. Where: upstairs clubhouse. Refreshments: potluck and BYO drinks provided by attendees. Party favors provided by the committee
Game night at the clubhouse. When: February. Refreshments: Same as previous game night
Spring clean up and Pizza Party. When: April or May (weather permitting)
Beautify the entrance to Bayshore by cleaning up around the entrance sign and plant flowers and shrubs. Refreshments: Pizza and punch provided by social committee. BYO drinks. Where: refreshments at the upstairs clubhouse
Plants to be provided by donation by members and/or social committee. The Waldport Beach Resort and Bay Mart might have a few bucks to donate to plants since both commercial enterprises have a vested interest in how Bayshore is perceived.
Bayshore Pool Party for all members. When: mid September (contingent upon board extending pool operations through September, these suggestions are from the survey that pool users turned in stating that maybe we should not open in June but stay open later in season) Refreshments: Potluck and drinks provided by attendees

The committee wants to resurrect the Bayshore “welcome wagon” by providing welcome cards and small gifts along with a personal visit to new Bayshore residents. Cards and small gifts provided by the committee. We will coordinate with Sandie to find out who these people are. We kept all expenses low because we do not know how successful this will be. 2009 events are contingent upon budget allocations and could include some events being catered by the Angell Job Corps. We will be meeting again tentatively on the afternoon of Tuesday, September 30.

Old Business:
Pool
Eddie Benson wanted to start with a great big thank you to our pool manager Lisa Hall who did a superb job of running the pool. This is a tremendous work load. One of the huge things is she doubled the income from last year to this year. Last year it was $1139.00 and this year was $2464.00. She contacted the local rental agencies and property owners who rent out their properties to make sure they knew the rental fees for using the pool. We also want to thank her assistants Courtney, Sarah, Christy Fernandes and Ann Walsh and the caretakers. Jesse did a great job maintaining the pool. In July the board approved a survey to pool users and we received 60 responses. 59 of them were very positive and 1 renter that was not. Everybody was happy with Lisa and her crew. There was concern over the pool being covered so the pool could be open year round. The suggestions were for the pool to be open June 15 to September 15. Lisa tallied the number of users to the pool and activity room to a total of 5410, with homeowners at 4789 and renters of 621 for the season. Lisa deserves a lot of credit for running the pool the way she did. Gary Cummins asked for clarification that the numbers were total of times the pool was used. Eddie said that was true. Dan Avery, Division 1, asked about the status of the pool cover and had heard a rumor about the pool being filled in. He was told the pool cover is part of the package of the pool rehab. The rumor about the pool being filled in is just a rumor and definitely not true. Randy Kindig gave a thank you to Norman Fernandes for working on the pool heating with Jesse. President MacPhee thanked Norman for cleaning out the scotch broom along Highway 101.

“Plan” Committee
Larry Dahlke said there was a committee formed to take a look at the overall planning for Bayshore. One of the ways to do it best was to form umbrella committees which had the sole purpose of not taking as much time of the members and making sure that we have a full insight of what is going on. We have formed a lot of good committees and that is fine. Some of the general purposes of umbrella committees are being missed. There are four specific committees that need to be addresses: 1) physical asset oversight, 2) financial asset oversight, 3) Board of Directors education and 4) revenue production. Discussion continued about how the committees would work and how the work would be delegated. The Official Oregon Homeowners Handbook was referred to. President MacPhee suggested the board get together and have an open forum and discuss this. Gary Cummins thought these committees had been voted on previously by the board. He was told the concept had been adopted only. Marilee Waldron, Division 3, said we have committees on committees on committees. She suggested it is time for Bayshore to think about property management. We are getting too big, too many with their own agendas, we can’t even get board members to stay on the board. It is time to start thinking about this. (audience applause) Gary Cummins said the handbook discusses this but we still have to have oversight of the property management company. The board would be ultimately responsible. Marilee Waldron said yes the board would respond to the property management but you wouldn’t have the personal conflicts such as we have had in the past. Members are tired of the conflicts. President MacPhee said it is harder and harder to find volunteers. Russel Waldron agreed property management was worth looking into. Barbara Mullen said property management is not cheap. Can we afford it? Where is the money coming from? We are on a tight budget. Gary Cummins said we get what we pay for, we get what we vote for. There are spectators and there are participators, we are here and we are making an effort. We have one more vacancy on the board. Our behavior is not the best but we working to improve that. Marilee said she is not throwing anything, she does not live here year round so can not be on the board. She was offering a suggestion. Larry Dahlke said a forum in the coming month was an excellent idea, could we schedule it.

MSF
Larry Dahlke made a motion that the Bayshore Beach Club schedule a meeting on Saturday, October 11, 2008 at 1 PM for the sole purpose of finalizing planning committees for Bayshore. President MacPhee asked if that was the only purpose. Larry responded yes the only purpose because it was big topic that would be full meeting. Gary Cummins seconded. Debate continued as to what kinds of committees were needed and how many committees were needed. Who is responsible for the agendas was also discussed.
Yea vote: Neil Hare
Larry Dahlke
Gary Cummins
Nay vote: Eddie Benson
Randy Kindig
Kevin MacPhee
The motion failed due to tie vote.

HOA Law Forum
President MacPhee said there are two homeowner law forums coming up, one in Bend and one in Wilsonville. The cost per person is $40.00. The topics are different at each forum. Larry Dahlke suggested Bayshore pay for board members to attend.

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Gary Cummins made a motion for Bayshore Beach Club fund Larry Dahlke to attend. President MacPhee suggested more than one member should try to go. Anne Weeks, Division 1, suggested that maybe a Planning Committee member could go.

Modified MSP
Gary Cummins modified his motion to fund Larry Dahlke, Linda Wagner and one member of the Planning Committee to attend the appropriate forum. President MacPhee questioned if it would cover him to go. Gary said the motion was on the floor. It was agreed whoever went would share the information with the rest of the board. Eddie Benson seconded. The motion carried unanimously.

Activity Room Usage
Randy Kindig submitted a proposal from the activity room committee. The Activity Room Committee met Thursday, September 18, 2008 at 1:30 PM. In attendance were committee members Randy Kindig-Chair, Marci Douglas-Secretary and Sandie Eckerson. Marsha Heuer and Jesse Thomas attended as advisors to group. Randy was very kind and provided pizza for the committee. The committee makes the following recommendations to the Board of Directors for use of activity room during non-pool months.
Hours of access to activity room:
Monday 9 AM to 4 PM
Tuesday and Wednesday 10AM to 4 PM
Thursday 9 AM to 4 PM
Friday and Saturday 9 AM to 7 PM
Sunday 1-5 PM

The Activity Room is available to members and their guests. Responsible adult members must accompany anyone under 18 years of age. Members must use their membership cards and sign in on sheet when using the activity room. Activity room will not be available to temporary renters during winter months.

Signs to be posted regarding safety issues with exercise equipment as recommended by our insurance agent. (Suggest checking with Gary and Rose Cummins and/or other fitness center owners for wording). Sign on using the TV should be posted.

Treadmill “key” to be anchored to machine while allowing sufficient length to be attached to clothing of user. For safety the key should always be attached to user clothing to allow for machine stoppage in case of accident. Evaluate equipment in the storage room for possible disposal. Committee highly recommends inspection and maintenance of equipment by a qualified technician on a scheduled basis. Gary Cummins has volunteered to be available for fitness training on M, W, F at opening time for those who would like to take advantage of his expertise.

Larry Dahlke asked how this differed from what we currently do. Sandie said currently the room is open during business hours Monday through Friday 10AM to 4PM. The office will be closed on Fridays during the winter months. The members are asking that the room be available more hours, especially on week-ends. Discussion covered possible different hours, possible card lock system, which equipment should be available, and a survey to homeowners asking what equipment they want in the room.

MSP
Randy Kindig made a motion for the board to accept the guidelines as set forth by the committee. Eddie Benson seconded.
Yea vote: Larry Dahlke
Randy Kindig
Eddie Benson
No vote: Neil Hare
Abstain: Gary Cummins, due to possible appearance of vested interest
The motion carried to adopt the guidelines.

Executive Session
The board retired to executive session at 3:20 PM

Resume to regular meeting at 3:55 PM

MSP
Larry Dahlke made a motion to remove Jesse and Marsha from probation and make them full time staff and lift their probationary wages to $9.50 per hour versus the $8.02 they were paid on probation and along with their natural benefit package. Gary Cummins seconded. The motion carried unanimous with all board members voting.

MSP
Gary Cummins made a motion for information in files regarding individual Bayshore Board of Directors shall be protected by the same federal and state laws and regulations that govern information kept by Oregon employees. Eddie Benson seconded. The motion carried unanimously.

Larry Dahlke asked that President MacPhee or the office manager write a letter of commendation to Jesse and Marsha to show our approval of the way they have come out of the gate for this corporation, with each director name on it.

Gary Cummins made a motion to adjourn. Randy Kindig seconded. Meeting was adjourned at 4 PM



Minutes by Sandie Eckerson-Secretary/Treasurer

Yea vote:

Larry Dahlke
Neil Hare
Don Butler
Maren Taylor
Gary Cummins
Randy Kindig
Eddie Benson

Sandie Eckerson-Secretary-Treasurer

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