August 2014

Bayshore
Breeze
August 2014
Answers to Questios for
Board of Directors
Concerning Office Manager Search
Communications Committee
• Can someone provide an update on the search for a new Office
Manager?
The Board has formed 2 committees: 1) Greg, Judi Swift and Alvin
Mushkatel will conduct cost/benefit analysis on dividing the present
job into a) office manager (part time 20 hrs/wk, $10-12.00/hr b) accountant, 6-8 hrs/wk.
Hiring committee: Marcella, Lee, Vivian Mills.
• How many hours/day is someone in the office to answer the phone
and conduct business?
Currently, there are no set hours since there’s no one to staff the office.
• If members’ have a question that needs answering, should they:
leave a phone message? use e-mail to sandie’s e-mail? or???
Leave a phone message.
• What is the process if one needs to conduct business with a person?
There is none at present.
• Are volunteers needed?
Yes, knowledge/familiarity with Windows 8
The Board has hired an interim retired accountant to conduct the necessary financial business until a decision is reached on dividing the current
job description into two positions and hiring replacements.
New Director, Judi Swift
At the July BOD meeting, Judi Swift volunteered serve on the Board
and received unanimous support in a Board vote, and took her place at the
table.
Page 1
August Index
Answers from BOD . . . . . . . . . . . . 1
From Bayshore Members . . . . . . 2-3
Bayshore Book Club . . . . . . . . . . . . 4
Not Open for Business . . . . . . . . . . 4
Summer in the Garden . . . . . . . . . . 5
Activites . . . . . . . . . . . . . . . . . . . . . . 5
Pool/Clubhouse Activities . . . . . . . 6
Spiritual Cinema . . . . . . . . . . . . . . . 7
Bayshore Realty Report . . . . . . . . . 7
Bayshore Committees
Social . . . . . . . . . . . . . . . . . . . . 8
Planning . . . . . . . . . . . . . . . . . . 9
Communications . . . . . . . . . . 10
Office Manager Job
Description . . . . . . . . . . . . . . . . 10-11
Members
I want to thank Bayshore members for the significant contribution
in this issue. Without these contributions, the August issue of the
Breeze would have been short and
bleak. Also special thanks to the
rest of the Communications Committee, Lee Davis and Margaret
Partlow, for getting information
and verifying information when our
normal source of accurate information was cut off.
I also want to thank Bobbie Mac
Phee and Mary Lou Morris for correcting inaccurate information we
had acquired.
We have attempted to be accurate and complete in or reporting. I
understand that we have not succeed in our efforts to fully inform
members on the efforts to restore
the services of the Office Manager.
We have done the best we can.
If you believe we got it wrong in
any of our reports, please send us a
letter to correct our errors or to present the other side. This invitation
includes the Board and directors.
Bob Mowrer, Publisher
From The Members
Dear Sandie,
With kindness and compassion,
courtesy and professionalism, diligence, hard work, and unquestionable integrity, you model excellence.
I know no one more deserving
of respect than you.
Veronica and I wish you health
and happiness, and I hope eventually, heartfelt recognition from Bayshore for your innumerable contributions.
Lee C. Davis
This is REALLY sad news, Sandie. You are the glue that holds it all
together and Bayshore will suffer by your absence. I sincerely appreciate
all you’ve contributed and will miss your positive voice of balance and
reason. For so many, you were the first point of contact for Bayshore. You
represented us well with a touch of class that we knew our community
often lacked. Your honesty, professionalism, and friendship will be deeply
missed....
All the very best to you in the future in where ever life takes you.
If there’s anything I can do to help remedy this please do not hesitate
to ask.
Kindest Regards,
J. Mark Andrews
Page 2
From The Members
What took you so long?
by Ron Potter
Minutes can make the difference
between life and death in a medical
emergency or fire. The sad fact is
that too many times Fire and Ambulance responders are delayed because house numbers are not visible
and the first door they knock on is
not the correct residence. You can
help ensure prompt response to your
emergency calls by prominently displaying your address so it is visible
day and night. Your house numbers
should stand out against the color of
your home’s trim, be highly visible
from the street and contain reflective
paint or be lighted for easy location
at night.
In the event you would like
someone to install numbers for you,
the Seal Rock Volunteer Firefighters
Association provides such a service.
For a modest $25 fee, Fire Department personnel will order the sign,
deliver it to your home and, with
your approval of the location, erect a
reflective street sign with your house
numbers on it. Doing so will ensure
a more prompt response when you
call for help. To order a sign, please
go to the Seal Rock Fire’s website
at http://www.sealrockfire.com/address_markers.htm or stop by the
headquarters station in Seal Rock.
All proceeds support the Seal Rock
Volunteer Firefighters Association.
If You Love the Beach at Bayshore
Attend Special Presentation
August 16th by Beach Ranger Chris Maitlen
by Lee Davis
If you love the beach at Bayshore, please attend the Saturday, August
16th Board of Directors Meeting, 1 p.m. at the Clubhouse.
We are all in for a treat! As part of Beach Ranger Chris Maitlen’s presentation about the Oregon Parks and Recreation Beach Management Program, he will present Bayshore Beach Club an opportunity that is bound to
please all beach enthusiasts.
Chris will show us a brief slide show about 1) what the Oregon Parks
and Recreation Service does to protect our beaches, 2) the Park Service’s
commitment to educating homeowners with beach front property about
the ecological role of sand dunes in the beach environment and the need to
protect them by eliminating sea-grass cutting on public beach property 3)
and the grand finale: a special invitation to join the Oregon Marine Debris
Team and help protect the beach from Alsea Bay north along the beach
bordering Bayshore. By doing so, Bayshore Beach Club will receive, yearround, beach debris collection bags and on-site debris removal.
Organized by the Oregon Parks and Recreation Department with the
additional sponsorship of five non-profit organizations, the debris collection bags and debris hauling will be made available at Bayshore with
Board approval.
The picture right and the and the contributor were separated. If the picture is your,
please e-mail me so I can credit you..
[email protected].
Page 3
Bayshore Book Club
Marv Waterstone
The Bayshore Book Club met
on 23 July to discuss our second selection: The Silkworm by Galbraith
(aka J.K. Rowling the author of the
Harry Potter series). The Silkworm
is Galbraith’s/Rowling’s second
excursion into mystery/police procedural and features her new, ongoing main character, the private detective Cormoran Strke. Strike is a
large, hairy former military policeman and veteran of the Afghan war,
where he lost the lower part of one
leg to an IED (incendiary explosive
device). In this novel, Strike is hired
by the wife of a missing author,
who turns up dead and with plenty
of people with motives for the murder. As in the first book in this new
series, The Cuckoo’s Calling, Strike
has to outsmart the London Metropolitan police, and get to bottom of
the crime they can’t solve. Overall,
the group liked the book, though it
is a bit unclear whether Galbraith/
Rowling is involved in a send-up of
the genre or of the publishing world
more generally (the setting for the
book), or is just feeling his/her way
into this new literary niche. The
story was fun, and Strike may turn
out to be a compelling detective.
The next book we’ll be reading
is China Mieville’s The City and
the City, published in 2009. This
novel bridges science fiction and
police procedural in innovative and
imaginative ways, and should be an
exciting read. We’ll be discussing
it on 11 August at 5:30. All are welcome, and if you’d like to join in,
please contact me either by email
([email protected]) or
by phone (541-563-3958).
Not Open For Businness
Bob Mowrer
As an organization/business, Bayshore Beach Club (BBC) is in shambles. Currently there are no set office hours, no process for a member
or one who needs to conduct business with BBC to talk directly with at
person. The official means of communication is to leave a phone message
and wait for a reply. Below are two examples of “not open for business”
that have been delivered to me:
• “I have new long term renters in my house. . . . and I would like to
get them club house/pool cards card so they can access the pool this
summer.”
• “I sent a check late last week for our HOA dues and if you have not
sent out the pool cards yet could you please hold them and I will come
by Monday or Tuesday afternoon and pick them up. “
• Using e-mail and the phone, I have tried to get information I needed
for the Breeze and web page. When a person answers the phone I have
had good service. Information provided or I received a call back. My
e-mail and visits with the answering machine have produced one reply.
• Oregon State Parks Beach Ranger, Christopher Maitlen was frustrated
in getting on July agenda no doubt in part there was no one to serve
him in the office. Maitlen was placed on the August agenda by the
initiative of director Lee Davis. It promises to be an informative presentation--see page 2.)
It is unlikely these individuals were the only ones frustrated by the lack
office hours by BBC since the resignation of our office manager. Members should be concerned that the loss of one key employee effectively
brought business to a halt.
What can be done? A temporary office person could be hired to keep
the office open, perform routine chores, and organize questions/chores so
the right person could service the customer Directors (all) should be the
knowledgable persons who can and will provide service or answer questions. Members with specific knowledge or skills could be asked to help.
It takes a village to replace Sandie.
Three weeks after the loss of our Office Manager, a “proposal” was
presented to split the office manager’s position and quickly sent to committee for a “cost analysis”. Apparently the hiring of a permanent office
manager is not going to happen soon. I hope you will let all directors
know Bayshore needs business services restored NOW. Quit quibbling,
communicate, compromise, and find solutions. Sooner (special BOD
meeting) is better than later.
The Breeze publishes members opinions or comments on current issues. Members are invited to contribute their by sending e-mail to Bob
Mowrer. [email protected].
We will not publish criticism directed at an individual.
Page 4
Summer In The Garden
REGULARLY SCHEDULED ACTIVITIES
Exercise Group . . . . .
Aquasizers (summer) .
Sew Faithful . . . . . . . .
Knitters . . . . . . . . . . .
Yoga Class . . . . . . . . .
Mah-Jongg . . . . . . . . .
Planning Committee .
Line Dancing . . . . . . .
Bridge Club . . . . . . . .
Fly-Fishers . . . . . . . . .
Bayshore Quilters . . .
Spiritual Movies . . . .
Page 5
M, W, F . . . . . . . . . . 9-10 AM , , , , ,
M--F . . . . . . . . . . . . 9-10 AM , , , , ,
Mondays . . . . . . 10-1:30 PM . . . . .
Mondays . . . . . 1:30-4:00 PM , , , , ,
Tuesdays . . . . . . . . 10-12 AM , , , , ,
Tuesdays . . . . . . . 12:30-4 PM , , , , ,
Tuesdays . . . . . . . . . . 2:00 PM , , , , ,
Wednesdays . . . . . 12:3-3 PM , , , , ,
Thursdays . . . . . . . . . . . . 10-4 , , , , ,
1st, 2nd, 3rd Thu . . . . . . . . 6 PM , , , , ,
Fridays . . . . . . . 10 AM-4 PM , , , , ,
1st Friday . . . . . . . . . . . 6 PM , , , , ,
Upstairs
Pool
Upstairs
Upstairs
Upstairs
Upstairs
Downstairs
Upstairs
Upstairs
Upstairs
Upstairs
Upstairs
Pool Dates
Expect trouble
as an inevitable
part of life and
repeat to yourself,
the most comforting
words of all;
this, too,
shall pass.
Ann Landers
The pool will open June 14th and close September 14th.
The times will be the same as will be the cost for renters.
DAILY POOL SCHEDULE
Open Swim
MON - SUN11:00 AM . . 5:00 PM
6:30 PM . . 8:00 PM
Adult Swim
MON - FRI 9:00 AM . 10:00 AM . . . ADULT OPEN SWIM
MON - SUN10:00 AM . . 11:00 AM . . . . AQUASIZERS
5:00 AM . . 6:30 PM . . . . ADULT LAP SWIM
Activity Room
Mon - Fri
9:00 AM----- 8:00 PM
Sat - Sun 10:00 AM----- 8:00 PM
Renters will continue to be charged $5.00 per person per day.
A day pass will be $20.00 per day for a family of 5.
A 6 day pass for a family of 5 will be $50.00
BOARD OF DIRECTORS 2014-2015
Term
Title
Name
Phone
ExpiresDivision
E-mail
President . . . Norman Fernandes . . . . 541-563-7021 . . . 2016 . . . 6 . . [email protected]
Vice President . Greg Boriero . . . . . . . . 541-264-1189 . . . 2017 . . . 4 . . [email protected]
Member . . . . Lee Davis . . . . . . . . . 541-632-0454 . . . 2017 . . . 1 . . [email protected]
Member . . . . Marcella Brodowy . . . . . 541-563-2774 . . . 2015 . . . 3 . . [email protected]
Member . . . . Max Metcalf . . . . . . . . msg at office . . . 2016 . . . 4 . . .not available
Member . . . . Judi Swift . . . . . . . . . . . . . . . . . . . . . . . . . 5 . . .not available
Member . . . . Terry Remmers . . . . . . 541-270-2200 . . . 2017 . . . 5 . . [email protected] Member . . . . Janet Golway . . . . . . . 541-563-3921 . . . 2015 . . . 7 . . [email protected]
Secretary-Treasurer/Office Manager . . . . ---------------------------------- . . . . . . . . . . 541-563-3040
Facilities Managers . . . . . . . . . . . . . Marsha Heuer/Jesse Thomas Message . . . 541-563-7253
Pool Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541-563-3871
Fax: 541-563-6489
E-mail: [email protected]
Website: www.pioneer.net/~baybeach
Planning Committee Co-Chairs-Bobbie MacPhee and Mary Lou Morris
To contact committee members leave message at the office at 541-563-3040
Page 6
Spiritual Cinema Circle Movies
First Friday of each month.
Our movie crew meets at 6 pm, upstairs at the lovely Bayshore Clubhouse.
Bring family friends, a snack to share and beverage of choice.
Hope to see you there.
Thank you, Carolann
Dress for August: holy pants & shirts
September 5
August 1
(attire...back to school clothes etc)
(attire...holy pants and shirts)
Shorts:
Beautiful . . . . . . . 13min/English
A first date . . . . . . 8 min/English
Rhinos . . . . . . . . 14 min/English
Feature:
The Last New Yorker . . 91 min/English
Shorts:
The Attendant . . . . . 12 min/English
Head over Heels . . . . . . . .11 min
no dialogue
Animated
The Entrance Exam . . . 8 min/English
Japanese w/eng subtitles
October 3
(attire...Trick of treat costumes/ masks...Boo)
Feature:
Take me home . . . . . 95 min/English
Soon after Thom (Sam Jaeger) starts operating as an
illegal taxi driver in New York City, Claire hires him to
drive her to California. Won an award for “Best Music
in a Film” at the Nashville Film Festival.
(contains some adult language and references)
Shorts:
Baggage . . . . . . . 10 min/English
The Gambling Man . . . 18 min/English
What is that? . . . . . . . . . 5 min
Greek w/eng. subtitles
Feature:
What is that? . . . . . . . . . 5 min
Imagine . . . . . . . . . . 105 min
English and Portuguese w/eng subtitles
Bayshore Sales Report July 2014
Sharron Rotty of Bayshore Realty
Currently
Listed
Sold in last
Sold
Listed
Price Range
12 months
Price Range
Residential Site-Built . . . . . . 32 (-1) . . . . . . . . $119k-$450k . . . . . 30(+1) . . . . . . . . . $89k-$395k
Manufactured Homes . . . . . . 3 (+1) . . . . . . . . $149k-$225k . . . . . . 4 (-1) . . . . . . . . $115k-$185k
Vacant land . . . . . . . . . . . . . . 28 (-2) . . . . . . . . . $25k-$225k . . . . . 9 (nc) . . . . . . . . . . $12k-$60k
Numbers in (parenthesis) represent change from last month
Lincoln County Flexmls database (MLS).
Information made available by the MLS and is not guaranteed
Page 7
SOCIAL COMMITTEE
Meets as Needed
Mexican Night
August 16th
Liz Goodin [email protected]
Summer Events
Marcella Brodowy
Aug 16: Mexican night
Amelia Remmers
5 - 8 pm
Melinda Robinson
Sept 14: Pool ClosingParty
5 - 8 pm
The social committee will be
hosting a Mexican Night, August
16th, at 5:00p.m.- 8:00p.m. at the
clubhouse. We will be providing a
taco bar, with all the fixings, and
some virgin margaritas! With all
of the success we've had asking
the members to contribute a dish or
two, we have decided to once again
request that all you great cooks out
there , whip up one of your favorite
Mexican recipes and bring it for all
to share! Hope to see you there and
am looking forward to tasting your
great creations!
Kite Flying Event
July 19th
Saturday's kite flying event was
great fun!! It was a beautiful afternoon and many of you chose to
come to the beach and play, some
with kites and some without. We
saw kids with parents, and grandparents, all carrying on with great
joy! Ribbons and balloons were
given out to the most tenacious participants and smiles were on everyone's faces! Thanks for joining us
and we look forward to seeing all
of you at our next event on August
16, 2014!
Page 8
PLANNING COMMITTEE
Every Tuesday--2:00 pm Contact committee members
via the office at 541-563-3040 or [email protected]
Bobbie MacPhee
Mary Lou Morris
Greg Boriero
As you may know, the Bayshore Planning Committee and many Bayshore members have been working to rid our community of Scotch Broom
which the Oregon Department of Agriculture has placed on the Noxious
Weed List. It is not easy to get rid of Scotch Broom and some people don’t
know what Scotch Broom looks like.
The Planning Committee decided to print pictures of what the plant
looks like as well as what it looks like when it’s going to seed. Seeds are
long lived (50 plus years) and mature plants are prolific seed producers.
Many members have received individual letters about the Scotch Broom
on their property but new plants keep appearing on properties that haven’t
received a letter. The Planning Committee needs your help! Please check
your property for Scotch Broom and help us eradicate this weed as soon as
possible to prevent it from going to seed.
The following methods of removal are recommended:
•
•
•
•
•
•
Planning Committee Report
April 2--June 3 2014
TREES
1722 Abbey Court. Responded.
1918 Coracle. Completed.
1605 Parker. To June BOD for fine.
$1000.00
2214 Oceania.. Completed.
1209 Bayshore Dr. Completed.
2010 Bayshore Dr.. Completed
1914 Clipper. NV Letter sent 5/22/14
2925 Bayshore Loop. Completed.
Summary:
1 Notice of Violation Letter
5 Completions
1 to BOD for fine
OTHER
1709 Parker. Brush NV Letter sent
1709 Parker. Completed.
610 Oceania. Dumpster. Completed.
1201 Bayshore Dr. Unkempt Lot letter
Dig it out.
Cut it close to the ground each year before it sets seeds.
Pull up seedlings as they appear.
If you prefer to cut and spray, please do so cautiously.
Please do not use weed whackers or chain saws after seeds have set.
If you need to hire a worker, the Bayshore website has a list of workers.
Pioneer.net/~baybeach.
Summay
1 Notice of Violation Letter
1 Unkempt Lot Letter
2 Completions
1 Completion
CONSTRUCTION
2002 Oceania. New Construction. Approved
2518 Oceania. Roof Replacement. Approved
1718 Abbey Court. Fence, Front Door,
Garage Door. Approved
1121 Bayshore Loop. Painting & Deck
Extension. Approved
1121 Bayshore Loop. Changed Door color
to Blue Approved
2406 Parker. Completed.
1918 Caravel. Email sent
1918 Caravel. Tagged by Lincoln Co. PC
Letter/Fax sent 4/23/14. No CAR
approval until proof of County
Permits is presented.
Page 9
1918 Caravel. Proof of Permits for all
work except deck was presented.
CAR for work except deck approved
2005 Cutter. Fence. Completed.
1717 Canal. Fence Approval
1714 Graham Ct. Deck Approval. Color
of Paint to be confirmed before
painting begins.
1601 Parker. Fence Approval.
1601 Parker. Davis. Paint Approval.
1826 Cedar Crest. HV in progress.
Summay
10 Approvals
2 Completions
1 HV In Progress.
NOXIOUS WEEDS
1909 Bridgeview. NV sent.
1002 Bayshore Dr. NV sent
1702 Parker. Responded..
1901 & 1905 Cunard. Completed.
COMMUNICATIONS COMMITTEE
Electronic Meetings
Bob Mowrer . . . . . . [email protected]
Margaret Partlow . . . . [email protected]
Lee Davis . . . . . . . . . . [email protected]
Director/Member
Communications
Members expressed great interest in the “plan” to split the office manager position into two positions,
office manager and “independent contractor/accountant”, introduced by President Fernandes at the July
19 meeting of Bayshore directors. The minutes did not include a copy of “the plan”, most likely none
was prepared for the meeting. Instead of an informed discussion by directors based on a detailed proposal, concerned members were allowed to make comments and ask questions that no one could answer.
Bayshore’s Policies and Procedures require the agendas to be e-mailed 10 days prior to a meeting of
directors. If a director wants to introduce an idea at a meeting, why not include a complete overview of
this idea in the agenda e-mail? If the director is submitting a “plan” that requires approval of the directors, this plan should be comprehensive including: purpose, problem being solved, reason for change,
cost of plan (monetary and staffing), benefits and possible negative impact. Why not allow directors and
member to consider agenda items prior to meetings?
The office manager’s position is an issue of great importance to members. I ask the each director
to insure that members are aware of any formal proposal to modify the Office Managers job dedcription prior to the meeting at which the debate and vote would take place. In the current Bayshore climate
and on this issue, modifying the Office Managers position without allowing members to first see the
proposal,would further damage trust in our leaders.
Below is the current job description for Bayshore’s Office Manager copied from page E2 (42)
of Bayshore’s Policies and procedures
Job Description
Office Manager
Title: OFFICE MANAGER
Salary Range: $10. to $11. per hour
Supervisory Controls: Works under the supervision President of the Bayshore Board of Directors who provides general guidance in
terms of scope, expected results, and deadlines. Works with relative independence and sets priorities to accomplish assigned duties. Refers to written policies and procedures for clarification. Obtains guidance from the President for deviations and unfamiliar
situations.
Major Duties:
A. Customer Service
1. Responds appropriately to inquiries, requests, and complaints from board members, members, and others in person, on
the telephone, via email, and in writing.
2. Maintains a positive and businesslike environment in the office.
3. Keeps privileged information confidential.
B. Board of Directors Support
1. Serves as board secretary-treasurer.
2. Attends board meetings; takes and posts Minutes.
Description continues page 11
Page 10
3. Prepares, distributes, and maintains board correspondence.
4. Assists board members with special projects.
C. Committee Support
1. Attends Budget Committee meetings and assists with budget preparation.
2. Maintains committee files and prepares correspondence.
D. Member Support and Communication
1. Maintains membership data base, updating regularly with information received from title and escrow companies and
obtained from county clerk and tax assessor offices.
2. Provides membership cards and sends new homeowner membership packets. Provides youth cards.
3. Maintains clubhouse event schedule. Assists members in event planning.
4. Prepares annual member meeting and election documents.
5. Assists with web site maintenance.
E. Financial
1. Performs accounts receivable and accounts payable activities including bill payment, preparation of liens and collection
letters, and bank deposits. Prepares annual dues invoices.
2. Calculates employee wages and prepares payroll checks. Prepares Witholding, Social Security, and other tax payments
and reports.
3. Prepares monthly profit and loss statements, Expense by Vendor Detail report and year-end financial statements.
4. Reconciles bank accounts and assists the auditor with tax preparation and audits.
5. Recommends cost and timesaving improvements.
F. General Office
1. Secures all property and data.
2. Orders office, cleaning, and maintenance supplies.
3. Maintain computer/hard copy files.
4. Assists with annual inventory of club property.
5. Maintains office equipment and ensures proper operation and security of office computer system, including hardware
and software updates and regular computer backups.
6. Performs other duties such as those not specifically identified but could reasonably be expected to be performed by employees in similar positions.
Knowledge, Skills, Education, and Experience:
1. High school diploma or equivalent.
2. Minimum two years experience in a direct customer service capacity.
3. Minimum one year experience in bookkeeping, billing or other financial position.
4. Outstanding communications and customer relations/service skills.
5. Ability to maintain professionalism under difficult or stressful situations.
6. Demonstrated ability to work independently and efficiently.
7. Demonstrated excellent problem-solving and organizational skills.
8. Proficiency with Quick Books Pro and Microsoft Word.
9. Familiarity with Microsoft Excel, Microsoft Publisher, and Outlook.
10. Basic knowledge of budgeting processes.
11. Ability to read, write, and speak English.
Hours: Works from 24 to 38 hours per week, at least four days a week. Work schedule dependent on seasonal
demands, with fewer hours generally required in fall and winter. Occasional attendance of evening and weekend
meetings is required. Actual work schedule is mutually arranged by employee and supervising board
Page 11