Bayshore Beach Club, Inc.
Board of Directors Meeting
March 21, 2015
In attendance:
Marcella Brodowy, President
Walt Goodin, Vice President
Mary Lou Morris, Director
Maren Taylor, Director
Terry Pina, Director
Max Metcalf, Director
Division 3
Division 1
Division 1
Division 2
Division 2
Division 4
Absent:
Judi Swift, Corp. Sec.
(recovering from surgery)
Division 5
President Brodowy called the meeting to order at 12:57 pm, and led the Pledge of Allegiance.
Mary Lou Morris verified that a quorum was present.
Approval of Minutes
MSP
President Brodowy made a motion to approve the minutes of the January 17, 2015 Board of
Directors meeting. Walt Goodin seconded the motion.
Motion passed unanimously.
MSP
President Brodowy made a motion to approve the minutes of the February 21, 2015 Board of
Directors meeting. The motion was seconded by Max Metcalf.
Motion passed unanimously.
President Kudos and Comments
Thanks to Jesse for having installed the stop sign at the end of the Clubhouse driveway; to the
Communication Committee for providing a thorough survey for our members; the Nominating
Committee for their hard work; the Road District for helping us to resolve a safety issue at the
Clubhouse driveway and moving the stop sign on Oceania. The Road District will be painting
the Beach Access lines on Oceania, moving and replacing street signs, and paving selected
streets very soon. The ADA ramp has been completed by Vision Builders, with only a few minor
items to be addressed. The suggestion box has been set up and is working well
([email protected]), thank you for your suggestions. I spoke to Mr. Bartoldous
(Bayshore’s attorney) and we are making good progress on becoming tax exempt on our
community properties (common areas). I will know more within a month or so.
OLD BUSINESS
Twyla Coakley resignation
President Brodowy announced Twyla Coakley’s resignation.
Legend for Motions M-‐Motion S-‐Second P-‐Passed F-‐Failed 1 Selling of lots on Admiralty Circle
For now Bayshore will keep the lots on Admiralty Circle, and maybe use them as common areas
in the future, since they are unbuildable.
Vote to approve Physical Assets/Long Range Reserve budget requests
Review of budget and items moved and/or increased.
MSP
President Brodowy made a motion to approve for presentation to the Budget Committee the
request from the Committee. Maren Taylor seconded the motion.
The amount requested for Beach Access poles and flags was questioned as the amount
seemed too low.
The motion by President Brodowy was modified to increase the amount for Beach Access poles
and flags from $500 to $1200.
It was asked if the Board was approving the 2015-2016 budget year requests. Clarification was
made that the motion is procedural, since the budget request (on Approval) is going to the
Budget Committee to be presented for approval at the April Board of Directors Meeting. The
Board is voting whether to approve the proposed budget requests.
Motion passed unanimously.
NEW BUSINESS
Donate tables and chairs to Lincoln County Resources
MSP
President Brodowy moved to donate the tables and chairs to Lincoln County Resources in two
weeks. Members who would like some of the tables and chairs can pick them up before the two
week deadline. Mary Lou Morris seconded the motion.
After discussion, the motion was amended to donate the tables and chairs after we have
received the new tables and chairs.
Motion passed unanimously.
Update to Policies and Procedures, Social Committee description
MSP
Marcella Brodowy made a motion to remove the statement “The next meeting of the committee
is Thursday, September 24th, 11:30 AM at the Waldport golf course restaurant new members
are very welcome to join!” from the Policies and Procedures description of the Social
Committee. The motion was seconded by Walt Goodin.
Motion passed unanimously.
Volunteers needed for the May elections (stuff envelopes)
April 25th and April 26th have been set as the dates for stuffing envelopes for the Annual
Members Meeting and election in May. One member has already volunteered to help. Office
Manager Kathi Loughman will send out an email to members asking for more volunteers.
Posting of Bayshore financials to website
MSF
President Brodowy moved to allow the balance sheet to be posted to the website on a quarterly
basis.
Motion failed for lack of second.
Legend for Motions M-‐Motion S-‐Second P-‐Passed F-‐Failed 2 MSF
President Brodowy moved to allow financials to be posted to the website and to have them
password protected. Mary Lou Morris seconded the motion.
It was asked why the financials need to be on the web page since they are available on request
in the office.
Yay votes:
None
Nay votes:
Unanimous
MSP
President Brodowy moved to remove the currently posted financial information from the website.
The motion was seconded by Walt Goodin.
Motion passed unanimously.
Memorial Service Rental Fee
MSP
Maren Taylor moved to not charge a rental fee for memorial services for Bayshore members.
Max Metcalf seconded the motion.
After discussion the motion was amended to waive the rental fee for the Ruth White Memorial
and to make future decisions regarding the fee for memorials on a case by case basis.
Motion passed unanimously.
REPORTS
Financials
MSP
Marcella Brodowy made a motion to approve the financial reports for February 2014.
Mary Lou Morris seconded the motion.
It was noted that we are still being charged for power to the tsunami siren. Kathi Loughman to
follow up on request to PUD to turn off power to that pole.
Motion passed unanimously.
Planning Committee
STATS from 2/11/2015-3/10/2015
TREES
1 response
CONSTRUCTION
5 Approvals
2 Completions
Physical Assets/Long Range Reserve
Bobbie MacPhee reviewed the written report by the Committee.
Budget Committee
Oral report from Liz Goodin stating that the Committee is “rolling right along, the budget is
almost done and will be ready in time for the April meeting.”
Nominating Committee
Mary Lou Morris was pleased to announce that they now have a candidate from every division,
including Directors Walt Goodin and Terry Pina, who are both running again. She then
introduced two candidates who were attending the meeting; Susy Blankenship and Patti Pipes.
Legend for Motions M-‐Motion S-‐Second P-‐Passed F-‐Failed 3 She also wished to thank fellow Committee members, Margaret Partlow and Jane McMillan for
their hard work and diligence.
Safety Committee
Maren Taylor informed the Board that the Committee had met and created a goal and
objectives. Goal: to create a system to gather and disseminate information to protect the health
and safety of Bayshore Beach Club members and guests. Objectives: Bayshore property
owners and residents will receive information about health and safety issues relevant to our
community, including actions they can take to contribute to both. Immediate Priority:
Neighborhood Watch signs, Tsunami and Emergency Preparedness Preparation. The
Committee also requested that funds be approved for the purchase of Neighborhood Watch
signs (two sizes) and Window Clings.
MSP
Maren Taylor moved to approve the request for $750 for the purchase of signs and window
clings.
Mary Lou Morris seconded the motion
Motion passed unanimously.
There followed a discussion on the necessity of having clearly posted house numbers to ensure
that emergency responders can find your house quickly in case of an emergency.
MEMBER COMMENTS
Member Vivian Mills made the following presentation:
Bayshore Beach Club Inc Board of Directors This is a request to have the following Proposed Bylaw Change mailed out with the Annual Meeting material as a separate ballot. The Bayshore Bylaws now read in part as follows: Article IV, Directors, Section1, 4th sentence. “All Divisions shall be represented on the Board if possible, with not more than two Directors from any one Division.” The proposed rewrite: “All Divisions shall be represented on the board if possible, with not more than two representatives FOR each Division.” Justifications: 1. This amendment addresses the primary focus of this section which is to ensure representation for all Bayshore Divisions, if possible. 2. Which Division the representative is from becomes not as important as each division having a representative. 3. This change would give members who live in fully represented Divisions the opportunity to serve on the Board rather than deny them that opportunity due to geographical restraints. 4. Would provide a possible way to maintain a functional board when the number of board members has fallen short of the required minimum of seven. Legend for Motions M-‐Motion S-‐Second P-‐Passed F-‐Failed 4 A discussion followed.
MSP
Mary Lou Morris moved to appoint a sub-committee, consisting of at least one (1) Board
Member and two (2) members at large, to determine whether or not to investigate the pros and
cons of having more than two (2) members from each division, which would result in a change
in the By-Laws. The motion was seconded by Max Metcalf.
Motion passed unanimously.
Volunteers from the audience to sit on the sub-committee were: Vivian Mills, Norman
Fernandes, Susy Blankenship and Bobbie MacPhee. Board Member Walt Goodin also
volunteered.
MSP
Mary Lou Morris made a motion to have the sub-committee determine whether or not the
membership has the authority to request a change to the By-Laws. Max Metcalf seconded the
motion.
Motion passed unanimously.
Member Norman Fernandes had a question about staggered terms. He was informed that each
newly elected Director would have a three (3) year term, but Directors filling a vacancy would
serve only until the next election. This could result in a Board with all new Directors, but that will
not happen at the next election, since two Directors have terms that won’t expire until 2016.
MSP
President Brodowy moved to adjourn to Executive Session. The motion was seconded by Mary
Lou Morris.
Motion passed unanimously.
Adjourned at 2:30 pm.
Board reconvened at 2:40 pm.
MSP
Max Metcalf moved to approve the revised Policies and Procedures changes. Maren Taylor
seconded the motion.
Motion passed unanimously.
MSP
Marcella Brodowy moved to adjourn. Max Metcalf seconded the motion.
Motion passed unanimously.
The meeting was adjourned at 2:42 pm.
Minutes prepared by Kathi Loughman
Legend for Motions M-‐Motion S-‐Second P-‐Passed F-‐Failed 5