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Bayshore Beach Club

Policies and Procedures

Manual

Updated June 2017 as per BOD approval

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TABLE OF CONTENTS

1. Administration of Policies, Procedures & Guidelines for Determination A1 Development & Revisions of Policies & Procedures ................................................4 A2 Development & Revisions of Guidelines for Determination .....................................5 A3 Acronyms & Definitions ............................................................................................6 2. Relating to Board of Directors B1 Membership................................................................................................................7 B2 Duties & Responsibilities...........................................................................................8 B3 Financial Responsibilities ........................................................................................11 B4 Ethical Standards......................................................................................................12 B5 Election of Directors and Voting .............................................................................13 B6 Meetings and Minutes ..............................................................................................16 B7 Board Agendas and Meetings .................................................................................19 B8 Education of the Board of Directors ........................................................................20 B9 Financial Control......................................................................................................21 3. Relating to Committees C1 Planning....................................................................................................................23 C & R Violations…………………………………………………………………..24 Tree Height...............................................................................................................27 Height Variance Procedure ......................................................................................27 Appeal of Planning Committee Decisions ...............................................................28 C & R Violations Fine Schedule ..............................................................................29 C2 Budget ......................................................................................................................31 C3 Communications …………………………………………………………………..33 C4 Nominating...............................................................................................................34 C5 Social Committee .....................................................................................................36 C6 Physical Assets……………………………………………………………………..39 C7 Long Range Reserve Committee .............................................................................42 C8 Bayshore Sand Lobby……………………………………………………………...43 C9 Safety Committee.....................................................................................................44 4. Relating to Employees E1 Personnel Policy.......................................................................................................45 E2 Job Description – Office Manager and Independent Financial Contractor..............51 E3 Job Description – Facilities Manager.......................................................................54 E4 Job Description – Pool Manager and Pool Attendant ..............................................59 E5 Performance Appraisals ...........................................................................................65 5. Relating to Members M1 Membership Cards and Club Privileges...................................................................69 M2 Pool and Game Room Privileges .............................................................................70 M3 Clubhouse Rental and Group Use ............................................................................71 M4 Use of Parking Lots and Grounds ............................................................................74

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M5 Member Fees ............................................................................................................75 6. Relating to Office O1 Correspondence........................................................................................................76 O2 Accounting and Financial ........................................................................................79 O3 Records and Reports ................................................................................................83 O4 Computer Security and Data Backup (to be developed) ..........................................85 O5 Office Operations ....................................................................................................86 Appendix I Revision Log Sheet………….............................................................................94

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Administration of Policies and Procedures Authority 1. The authority and responsibilities of the HOA is defined by ORS Chapter 65, ORS Chapter 94, and

the By-Laws, Articles of Incorporation of Bayshore Beach Club and the Covenants and Restrictions. The provisions of these documents authorize, and in some cases require, the BOD to revise and/or make policies for the benefit of the property owners and enable them to administer the Covenants and Restrictions.

Development of or Revisions to Policies and Procedures 1. Policies and Procedures are developed by a committee appointed by the BOD for the specific

purpose of addressing a requirement for managing the affairs of Bayshore. Following the recommendations of this committee as presented at a BOD meeting, the BOD will either approve the recommended Policy / Procedure or send it back to the committee for revisions and re-submittal.

2. The Committee is to be made up of one Board member and two general membership members. 3. Revisions to the Policies and Procedures are made at the discretion of the BOD only if the revisions

do not conflict with the governing documents of Bayshore Beach Club. Recommendations for revisions may be made to the BOD by the membership in writing and presented to the BOD at least seven days prior to BOD meeting.

4. A Policy or Procedure will go into effect at the time of Board approval unless the Board elects to

delay the effective date.

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A-2 Administration of Policies and Procedures Development and revisions of Guidelines for Determination 1. Guidelines for Determination are developed by the Planning Committee and submitted to the BOD

for approval at a Board meeting. Should the Board not approve the submitted Guideline, the Board shall send it back to the Planning Committee for possible revisions and re-submittal.

2. The Guidelines must not conflict with the C & R’s, but they are to provide a uniform interpretation

of the C & R’s. In some instances the Guidelines may serve as a written permission from the Planning Committee as allowed in the C & R’s.

3. Once a Guideline is approved by the BOD, the Guideline will be presented to the membership via

the Breeze prior to being implemented by the Planning Committee. The typical waiting period for implementation will be 90 days from announcement in the Breeze.

4. Revisions to the Guidelines to follow the same provisions as the development of Guidelines (above).

Revisions also require BOD approval and process of notification of the membership and waiting period for implementation.

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Acronyms, Definitions Acronyms BOD –Board of Directors C & R’s – Covenants and Restrictions including Guidelines for Determinations. HOA – Home Owner Association ORS 65 – Oregon Revised Statutes for Non-Profit Corporations ORS 94 – Oregon Revised Statutes of Planned Community Act Definitions Appointed: Board or committee appointments are made by the BOD but recommendation for

appointment can come from any member. Committee: Appointed members to serve a defined period, for a defined task by the Board of

Directors. Guidelines for Determination: (Guidelines) Were developed to limit interpretations of the C & R’s Member in good standing: Dues are current and no suspensions in place. (See attached for additional recommendations) Membership: All property owners so noted on title of ownership. Rental- Long term: 30 plus days and move in of possessions. Short term/Vacation – Less than 30 days and no possessions moved in. Term: “Term” as referred to in the Bayshore Beach Club Bylaws, Article IV, Directors,

Section 2, the word “Term” shall not apply to an appointed Director. Voting member: Member noted on property title or their legal representative.

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B-1 Relating to Board of Directors Membership of the Board of Directors 1. The Board of Directors of Bayshore Beach Club consists of not less than five or more than nine

members serving a term of up to three year. Directors may not serve for more than two consecutive terms. Board members must be members of the corporation in good standing.

2. There may be no more than two directors from any single division, and all divisions shall be represented if at all possible.

3. Directors are elected at the Annual meeting by the membership, after accepting and signing acknowledgement of the policies and procedures related to the board of directors.

4. Newly elected board members take office immediately following the Annual Meeting. 5. Appointments to vacant positions (by voluntary resignation, disqualification, or removal) are filled

by vote of the majority of the remaining members on the board. The appointees hold office until the next Annual Meeting election. Past performance on the board or on committees may be considered in selecting members to fill vacancies.

6. Nominees for positions on the Board will be selected by the Nominating Committee or may be advanced by a member at a duly called Annual Meeting of members at which a quorum is present in person or by proxy. See Also, Election of Directors and Voting (B5), and Nominating Committee (C4) of these Policies and Procedures.

7. Individual board members are subject to recall by a majority vote of Bayshore members in good standing at a duly noticed meeting pursuant to ORS 94.640 and the Bylaws, Article IV,

Ref: Art VI of the Articles, Art IV of the Bylaws, ORS 94.640.

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B-2 Duties and Responsibilities of the Board of Directors 1. Exercises corporate powers of the Beach Club, and conducts all the business and affairs of the

corporation.

2. Elects, removes, prescribes duties, and fixes compensation of all other officers, agents, and employees.

3. Elects from the board a president, vice-president, and corporate secretary to serve one year terms. 4. Keeps and posts all minutes. Keeps as permanent records: minutes of meetings of members and

board of directors; corporate actions taken without a meeting; and actions taken by committees of the board in place of the board on behalf of the corporation. Ensures that required records are kept per ORS 65 and 94.

5. Authorizes disbursement of corporation funds. Provides a financial statement to be mailed to all members with the notice of the annual meeting, presents a proposed budget to the membership for consideration at the annual meeting, and provides a summary of the adopted budget within 30 days of approval. Fixes the annual dues as proscribed in the Declaration of Covenants and Restrictions (C&Rs) and bylaws.

6. Appoints directors to fill vacancies, with all divisions represented if possible and no more than two directors from any one division.

7. Removes or suspends officers by a majority vote. 8. Appoints the secretary-treasurer and members of the approved committees.

9. Enforces the C& Rs. 10. Exercises the powers granted and carries out the duties assigned by law in such a way as to best meet

the needs of the organization. 11. Establishes policy, reserving all authority and responsibility not expressly assigned to other officers and

personnel. 12. Develops long term plans, goals, priorities, objectives, and timelines.

13. Regulates the use, maintenance, repair, replacement and modification of common property, and causes additional improvements to be made.

14. Reviews the insurance coverage of the association annually. 15. Imposes charges for late payment of assessments and attorney fees related to collection of assessments,

and after giving written notice and an opportunity to be heard, levies reasonable fines for violations of the declaration, bylaws, rules and regulations of the association.

16. Defends against any claims, proceedings, or actions brought against the association. 17. Approves the annual budget, monitors Beach Club finances, and sets policy or takes action to ensure

the fiscal integrity of the organization.

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18. Orders an annual review of the financial statement by an independent CPA as deemed prudent, and ensures that necessary income tax returns are prepared and filed annually on a timely basis.

19. Authorizes emergency expenditures exceeding budgeted amounts when necessary for protection of club property or interests.

20. Provides for the indemnification of its officers and board of directors and maintains liability insurance for them.

21. Selects a board member (may not be the president or member eligible for reelection) and approves the appointment of two members-at-large to serve on the nominating committee. A BOD member who is eligible to run for run election should not be serving on this committee.

22. A majority of the board may call special meetings of the board of directors at any time; personal notice must be given to all board members by the corporate secretary at least 7 days in advance (unless a majority of directors concur in the call for the meeting with less notice, but in no event, less than 3 days). A majority of the board may also call a special meeting of the members for which notice must be provided to all members in writing by the corporate secretary no less than 20 or more than 50 days prior to the meeting.

Duties and Responsibilities of Individual Board Members 1. Discharges duties in good faith, with the care an ordinarily prudent person in a like position would

exercise under similar circumstances, and in a manner the director reasonably believes to be in the best interests of the corporation.

2. Regularly attends meetings and participates in projects and workgroups. Attends all meetings unless excused by the president.

3. Develops positive channels of communication with other board members, the staff, and the membership. Encourages club members to attend board or committee meetings to explore and develop approaches to common concerns.

4. Maintains confidentiality of executive sessions.

5. Prepares for meetings, reads documents and materials thoroughly, and makes use of educational opportunities to gain a further understanding of issues.

6. May act as a voting member of an approved committee to establish a quorum as requested by a committee chair.

7. Abides by all laws and policies governing the operation of the corporation, and ensures the corporation complies with federal, state, and local laws, bylaws, and develops working knowledge of Articles of Incorporation, Bylaws, and policies and procedures.

8. Identifies, collects, and analyzes information needed to effectively maintain direction and achievements. Reviews and assesses the corporation's performance against objectives, resources, plans, policies, and services rendered, and identifies obstacles, new directions, and goals.

9. Completes assigned projects in a thorough and timely manner.

Duties of the President 1. Acts as chairperson at all meetings of the membership and presides at all board meetings.

2. Ensures order during meetings.

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3. Signs all contracts or instruments of the corporation as authorized by the board. 4. The president may call a special meeting of the board of directors at any time; personal notice must be

given to all board members by the corporate secretary at least 7 days in advance (unless a majority of directors concur in the call for the meeting with less notice, but in no event less than 3 days ). Identify the person responsible for the action and comply with notice requirement of ORS 94.640(8).

5. The president may call a special meeting of the members. Notice of special meetings of the members must be provided to all members in writing by the corporate secretary at least 20 days prior to the meeting. Identify the person responsible for the action.

6. To ensure that attorney expenses are controlled, the corporate attorney may be contacted only with the pre-approval of the President or by board vote. Any board member may contact the corporate attorney at their own expense. Serve as liaison between the Corporation and legal counsel, subject to action by the Board of Directors. (Added pursuant to BOD action 1.16.10)

7. The president is the primary supervisor for all paid employees. The president may delegate his/her supervisory duties from time to time to another member of the BOD upon written notice to the BOD and to the affected employees. (Added pursuant to BOD action 10.17.09)

8. The president has no individual powers other than those noted above.

9. Per ORS HOA Statutes 94.657 & Robert’s Rules of Order, the President is a member of the board and has exactly the same rights and privileges as all other members have, including the right to make motions, speak in debate, and vote on all questions.

10. The President can make or break or tie. Changed pursuant to BOD action 08/20/2016.

Duties of the Vice-President

1. Presides at meetings in case of the absence or disability of the president. 2. Assumes all duties of the president during such periods of absence or disability.

3. If acting as President, shall only vote in the event of a tie vote on matters coming before the Board.

Duties of the Corporate Secretary 1. Attests with signature and corporate seal all instruments executed for the corporation.

2. Reviews all contracts and other documents requiring attestation. 3. Safeguards corporate seal when not in use.

4. Certifies elections and membership votes. 5. Provides notice of meetings.

Ref: Bylaws Art III & V, ORS Chapter 65.301, 65.374; ORS 94.550 thru 94.783

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B-3 Financial Responsibilities of the Board of Directors 1. Board members are individually responsible for ensuring the financial integrity of the corporation.

The secretary-treasurer is responsible for controlling expenditures as outlined in the approved budget.

2. Board members, who initiate, vote for, or assent to unlawful distributions of corporate funds are personally liable to the corporation for the amount of the unlawful distribution unless they are found to have acted in good faith with prudent care and in the best interests of the corporation. (per ORS 65.367)

3. Board members may be reimbursed for actual reasonable expenses incurred in pursuance of the business of the corporation as authorized and pre-approved the board.

4. When a project is approved and assigned to a director or member, the board establishes a project budget. Expenditures may then be made within the project budget without specific board authorization of individual purchases. The secretary-treasurer, however, must be notified of any expenditure before any funds are obligated, to ensure that the expenditure is within budgetary parameters.

5. Board members may not individually assign work to staff members that are beyond the scope of their usual and routine duties, especially if it is likely that overtime will be required to accomplish both routine duties and the special work.

6. To ensure that attorney expenses are controlled, the corporate attorney may be contacted only with the pre-approval of the President or by board vote. Any board member may contact the corporate attorney at their own expense.

7. Board members receive no direct compensation for their services, nor do they receive mileage reimbursement for travel within Bayshore.

8. Board members may be reimbursed for office supplies utilized for club business. Requests for reimbursement are made to the secretary-treasurer and are subject to budgetary constraints. It is preferable that members request that the corporation furnish or replace such supplies.

9. The secretary-treasurer is responsible for reporting potential abuses, budgetary overruns, and irregularities to the president and to the board of directors.

10. (Ref: Articles of Incorporation Art III, Art VII, Bylaws Art III & V, ORS 65.357 & 65.369)

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B-4 Ethical Standards for Members of the Board of Directors 1. Board members act as representatives of the members of the corporation, and therefore must adhere

to the highest ethical standards in the conduct of Beach Club business.

2. No individual board member may speak for or act on behalf of the board or corporation except as authorized to do so by official board action as recorded in the official minutes, guidelines, or policies of the organization.

3. Board members are expected to meticulously comply with C&Rs, architectural guidelines, and other community rules.

4. Board members may not take official actions that may result in financial benefit for the member, the member's relatives or a business with which the member or the member's relatives are associated. The board member must publicly declare any direct or indirect conflict of interest prior to discussion, recommendation, vote or other official action on an issue. (See ORS 65.361 for detailed discussion.) Conflict of interest does not apply to situations where all the members of the board are affected to the same degree, as in setting annual dues.

5. Board members may not use or attempt to use their position or office to obtain financial gain or avoidance of financial detriment that would not otherwise be available. Examples include: accepting cash or a promise of a job in return for a certain vote or administrative decision; using club supplies or equipment for personal purposes; using confidential information obtained because of official position for personal financial gain; and asking or allowing paid staff to do personal tasks. Accepting reimbursement of expenses is permissible.

6. Board members are elected and/or appointed to represent the members of their division and/or appointed divisions of the organization as a whole. They are expected to place the interests of the community above their personal interests and those of other individuals or groups, and make rational decisions based on the needs of the community. To accomplish positive change and maintain the integrity of the organization, communication, negotiation, and compromise are key attributes.

7. Board members are expected to respect the opinion of other members and accept the principle of majority rule in board decisions. They should reserve judgment until all facts are known and/or points of view expressed.

8. Board members are expected to behave in a professional manner when dealing with directors, members, staff, and others while involved in Beach Club concerns. Substantiated incidents of profanity, out of control behavior, verbal or physical threats, or other unprofessional behavior are grounds for removal.

(Ref: ORS 65.357, 65.369, 65.377)

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B-5 Election of Directors and Member Voting Election of the Board of Directors 1. The election is held at the annual members meeting. There may be no more than two directors from

any single division, and all divisions are represented if possible. Elected Board members serve three year terms to replace the directors whose terms have expired.

2. The nominating committee is responsible for providing a slate of candidates. (See nominating

committee policy.) All members in good standing are eligible for nomination.

3. All candidates must read the board policies and procedures and attest in writing that they understand the responsibilities of the board and agree to serve.

4. Directors may be appointed at any board meeting to fill a vacancy until the next election. A director

appointed to fill a vacancy shall hold office until the next Annual Meeting of the members, at which time they shall elect a director to fill the unexpired balance of the term, if any, of the office in which the vacancy occurred.

5. Candidates are placed on the ballot in alphabetical order, and the membership is directed to select as many candidates as there are vacancies.

6. During the annual meeting, nominations from the floor for the board of directors are solicited by the

presiding officer. The nominees must be present and agree to serve. They may briefly introduce themselves to the membership, and are given an opportunity to review the board policies and procedures.

7. Once nominations are closed by the presiding officer, the ballots are collected at the direction of the

corporate secretary and vote counting commences. 8. If there is any division without representation, the nominee from that division who receives the most

votes is selected to fill the first board vacancy. If only one nominee from a non-represented division is on the slate, that nominee is automatically selected. Once all divisions are represented by one board member, any remaining board positions are filled by popular vote. The nominees who received the highest number of votes are selected unless there are already two board members from that division. If so, remaining nominees from that division are not eligible for election.

9. A director who has served two consecutive terms may not be nominated for third term; however, this director may continue to serve until there is an eligible replacement.

10. In the event a director can no longer qualify as an owner and ceases to be a member, they shall automatically cease to be a director.

Changed pursuant to BOD action 02/21/2015

Voting Procedures 1. Voting may take place in conjunction with a members’ meeting or by written ballot alone. Election

of the board of directors may only take place in conjunction with the annual meeting.

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2. Prior to any vote, members must be provided with at least 10 days notice before ballots are mailed. The notice must state the general subject matter of the vote, secrecy procedures, and the date after which ballots may be distributed. The written ballot must be accompanied by a secrecy envelope, a return identification envelope, and instructions for marking and returning the ballot.

3. Each member is mailed one ballot/proxy for each lot owned not less than 15 or more than fifty days

prior to the annual or special members’ meeting or the specified voting deadline. There is a 30-day cut-off for ownership transfers before any election. The mailing must include a statement indicating the number of total votes and/or percentage of votes required to meet a quorum and/or approve any proposals on the ballot, and must indicate the date on which all ballots must be returned to be counted.

4. Any amendments to the articles of incorporation require the affirmative vote of at least 2/3 of those

voting or a simple majority of all members, whichever is less. Amendments to the articles of incorporation may be proposed by the board or by at least 30% of the owners. Any amendments to the bylaws require a two-thirds majority vote of the members present in person or by proxy. Bylaws may also be amended by the board. Any amendments require the affirmative vote of at least two-thirds of all members.

5. Any modification, closure, removal, elimination, or discontinuance other than on a temporary basis

of any swimming pool, spa or recreation or community building requires an affirmative vote by a majority of voting members.

6. Each member may designate another member as a proxy. The proxy is void unless a member is

designated or the board has formally voted to support specific candidate(s). 7. If voting is to take place at an annual or special members’ meeting, the corporate secretary is

responsible for enlisting members to assist at the annual meeting, for coordinating the check-in and voting processes, for voting undesignated proxy ballots, for submitting the voting election results to the president, and for filing all voting papers with the secretary-treasurer. If the corporate secretary is running for re-election or will be absent, he/she must resign as corporate secretary at least one month prior to the annual meeting. The board then elects another member who is not running for re-election to serve for the remainder of the year. If the corporate secretary will be absent from the meeting, another board member is appointed to serve as corporate secretary during the meeting.

8. Within five days of an annual or special members’ meeting, the corporate secretary and at least two

members may open mailed or hand delivered ballots, ensure that correct membership numbers are written on the ballots, mark the ballots as eligible for vote counting, and note on the membership lists that the member has voted. No vote tallying may take place. Any errors or inconsistencies on a ballot that would invalidate it may be noted, but the member may not be contacted to correct the ballot. The opened ballots are placed in an envelope that is sealed, dated, and signed by the group. The envelope is stored in the locked ballot box and is not opened again until vote counting commences. Mailed ballots must be received the day before the meeting. Written ballots may not be revoked.

9. Upon arrival at an annual or special members’ meeting, all members must check in at the voting

tables. The membership list is checked to ensure that a ballot was not previously received. The membership number is marked off the membership list and the ballot is marked eligible for

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counting. The ballot is then returned to the member. If a member does not bring the ballot, a replacement may be provided.

10. The vote or proxy of a lot may be exercised by a co-owner in absence of protest by another co-

owner. If the co-owners cannot agree, the vote of the lot is disregarded completely. A valid court order may establish the right of co-owners’ authority to vote.

11. An owner may not revoke a proxy except by actual notice of revocation to the presiding officer or

the board of directors. A proxy is not valid if not dated, and terminates within one year after its date unless a shorter term is specified.

12. . If any voting has been done on a ballot, it is considered completed and is not eligible for proxy

voting by the corporate secretary. 13. Once vote counting commences, no additional ballots or changes are accepted. The corporate

secretary and at least four members are responsible for counting the votes. Once a final tally is achieved, results are announced.

14. The corporate secretary is responsible for notifying the president of the voting results. All ballots

and tally sheets are immediately secured by the secretary-treasurer in the office. 15. Any member or director may observe the counting of the votes, but other than those persons

designated in item 13, no person may participate in or otherwise interfere with the process of counting the votes.

(ref; Standing Rules for Election of Bayshore Directors, 1/94;Bylaws Art III & Art IV ORS Chapter 94.650, 94.658-660, ORS 65.464, ORS 65.201 et esq.)

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B-6 Meetings and Meeting Minutes Meetings of the Members

1. The Annual Meeting of the members is held on the third Saturday in May. Board elections are held at the annual meeting.

2. Special member meetings may be called by the president, the board, or at the request of ten percent of the members. Business transacted at special meetings is confined to the purposes stated in the notice.

3. All members are notified of member meetings in writing by the corporate secretary no less than 20 or more than 50 days in advance. The notice must state the time and place of the meeting and the items on the agenda, including the general nature of any proposed amendment to the declarations or bylaws, any budget changes or any proposal to remove a director or officer.

4. The president presides over all member meetings. Meetings are conducted according to Roberts Rules of Order.

5. A minimum of fifty members, present or represented by written proxy at the beginning of the meeting, constitutes a quorum and allows the transaction of business.

6. All member meetings are open to the entire membership. Members who wish to have business placed on the agenda are requested to inform the Corporation in c/o the office manager at least 14 days before the meeting.

Regular Board of Directors Meetings 1. Regular board meetings are held on the third Saturday of June, July, August, September, October,

November, January, February, March, and April. An organizational meeting is held immediately after the Annual Meeting in May.

2. All board meetings are open to the membership, and members may request to be on the agenda and address the board by notifying the office at least 14 days before the meeting. Lengths of presentations may be limited by the board to allow time for all regular business to be conducted in the time allotted for the meeting. The board may decide to defer in-depth discussion of issues brought up by members. The issue is rescheduled for a future meeting with scheduling consideration being given to the topic’s priority and immediacy, time needed to prepare for discussion, and length of time required to adequately address the issue.

3. At regular meetings, input from members who have not requested to be on the agenda may be restricted to enable the board to conduct necessary regular business in the time allotted.

4. Executive sessions may be held to discuss issues requiring confidentiality. The board must vote in an open meeting whether to meet in executive session, and the president must state the general nature of the action to be considered and when and under what circumstances the deliberations can be disclosed to owners. The statement, motion or decision to meet in executive session must be included in the minutes.

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5. The following matters may be considered in executive session: • Consultation with legal counsel concerning the rights and duties of the association regarding

existing or potential litigation or criminal matters • Personnel matters, including salary negotiations and employee discipline • Negotiation of contracts with third parties • Collection of unpaid assessments

Attendance of members and employees is by invitation only. Executive sessions are for discussion purposes only, and minutes are not required. No decisions or votes may occur during executive session. The board must reconvene in open meeting and vote on the contract or action, which must be reasonably identified in the open meeting and included in the minutes.

Working Board of Directors Meetings 1. Working meetings are held as deemed necessary and are scheduled at least 2 weeks in advance by

verbal or written notice to all Board of Directors members. 2. Meeting notice is posted on the office door at least three days in advance and as early as possible

along with any available agenda topics. Members are welcome to attend and observe, but may not participate unless specifically invited to do so.

3. Executive sessions may be held as previously cited.

Special Board of Directors Meetings 1. Special board meetings may be called by the president or the board. All board members must be

notified at least seven days in advance; this notice may be waived in writing. Any waivers must be filed with the minutes.

2. Emergency meetings may be conducted by telephonic communication. ORS 94.641 states: “Emergency meetings of the Board of Directors may be held without notice, if the reason for the emergency is stated in the minutes of the meeting and emergency meetings may be conducted by telephonic communication.”

3. Member participation and executive sessions are the same as for working board meetings. Minutes

1. Minutes are kept of all member meetings and regular, working, and special board meetings. Minutes must include an attendance roster, a general description of topics discussed, and details of all motions made and votes conducted.

2. Action may be taken by the board without a meeting as long as the action is taken by all the members of the board of directors, as outlined in ORS 65.341. The action must be evidenced by written consent describing the action taken and signed by each director. The action is included in the official corporation records and posted in the club along with meeting minutes.

Policies and Procedures Committee Report Regarding Electronic Voting at Emergency Meetings

ORS 94.640 Only emergency meetings of the board of directors may be conducted by telephonic communication or by the use of a means of communication that allows all members of the board of directors participating to hear each other simultaneously or otherwise to be able to communicate during the meeting. A member of the board of directors participating in a meeting by this means is deemed to be present in person at the meeting.

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Electronic Voting. ORS 94.661 and ORS 100.428 authorize planned community homeowners associations and condominium associations to provide and receive ballots through electronic means unless the association's governing documents specifically prohibit it. However, there are a number of exceptions, conditions, and limitations. Again, the laws governing electronic voting in planned community homeowners associations and condominium owners associations are virtually identical. Methods. Associations may send and receive ballots by email, fax, website, or any "other means of electronic communication acceptable to the board of directors." Any ballots sent by electronic means must still comply with the statutory requirements for form and content set forth in the statute or the governing documents.

As in all meetings of the Association, minutes should be taken.

(Ref; Bylaws Art III & IV, ORS 65.201 et seq., ORS 65.337 et seq, ORS 94.640)

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B-7 Board Agendas and Meetings

CREATING A TIME LINE FOR DEVELOPING BOARD AGENDAS; AND MANAGING BOARD

MEETINGS The Board of Directors and Committee Chairpersons are required to have Agenda items to the Office Secretary or the Corporate Secretary two weeks prior to a Board of Directors meeting. The Board of Directors shall require the Office Secretary or the Corporate Secretary to have the Agenda prepared and emailed five days prior to the Board of Directors meeting.

Prioritizing Meeting Items and Running Better Meetings The agenda developing process has to be open to all Directors, at least to the degree that a Director wants to actively participate. However, it is not feasible to have all Directors involved when requests are made for Board time by non-members. Outside inquiries can easily be re-directed to a committee, to an officer or Director who is available to “take a meeting”. If a Director(s) thinks the Board would have a genuine interest in the inquiry, follow the procedure to request time on the next available agenda. Committees should also consider whether special presentations are really necessary at Board meetings. Determine an allotment of time for committee reports & presentations. Let them use their time however they see fit. Member comments are available at the end of regular scheduled Board meetings, time permitting. Members can sign in prior to the end of the meeting if they wish to speak. Members need to provide their name, address and topic prior to speaking. Members will be given a time limit of 3 minutes. This is not a forum for open discussion, and a response to member comments is not required of the Board. The Bayshore Board of Directors encourages all members to attend Board meetings with the reminder that these meetings are not “member” meetings and therefore, participation from the floor is not appropriate. Chair needs to enforce! Board agenda and meetings added pursuant to BOD action 10.20.09

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Education of the Board of Directors B-8 Board Candidates 1. Any member who accepts a nomination or applies for appointment to the board is required to read

and sign acknowledgement of the policies relating to the board of directors prior to being placed on the ballot or considered for appointment.

2. Potential board members are encouraged to review meeting minutes and financial reports and ask any questions they may have so they may make a fully informed decision regarding the commitment they are making regarding board membership.

New Board Member Orientation

1. Within two months of election or appointment to the Board, members are expected to review the materials provided in the orientation packet.

2. An orientation packet is provided including the following; A. Current year's budget B. Last year’s monthly minutes C. ORS Chapter 65 D. Board and all committee policies & procedures C. Bylaws, C&R’s, Articles of Incorporation, and Guidelines for Determinations D. Job descriptions E. Long term strategic planning documents F. Last 3 issues of the Bayshore Breeze

A presentation by the Financial Contractor regarding Bayshore’s financial process will be given.

3. References are loaned (and can be copied as requested) to include:

A. Archived meeting minutes B. Oregon Non-Profit Corporation Handbook C. Financial reports

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B-9

Financial Control Procedures These procedures are intended to assure that the Approved Budget is actively used in all spending decisions. The only way to assure effective Financial Controls is to have the expense approved prior to spending the money. Spending the money first, and then checking the Budget, is inappropriate. These procedures apply to both Expenses and Capital Expenditures.

Roles and Responsibilities

The Board will select a Board Member to serve as Budget Coordinator. This person has the following responsibilities:

! Identify potential budget overruns. ! Approve non-repeating expenditures within the limits of these guidelines. ! Communicate the status of the Budget vs. Actuals throughout the fiscal year. ! Revise the Budget as needed and communicate these revisions to the Board. Board approval may

be needed for these revisions as outlined in this procedure and the Bylaws. ! Serves as Board liaison to the Budget Committee. ! A presentation by the Financial Contractor regarding Bayshore’s financial process to be given to

the Directors during New Board Orientation. The Secretary-Treasurer has the following responsibilities:

! Identify potential budget overruns. ! Make recommendations for revisions to the budget. ! Verify that a requested expense is within the budget limits. ! Approve repeating expenses such as utilities and salary. ! Have monthly financial reports including Statement of Financial Position (Comparative Balance

Sheet) and Profit and Loss Budget to Actual Comparison prepared and distributed to the Board members and members of the Budget Committee.

! Review Aging Reports for Accounts Payable and Accounts Receivable on a monthly basis. ! Assist the Budget Committee in preparation of the Budget.

The Board has the following responsibilities:

! Approve the original budget. ! Approve final contracts from the Physical Assets Committee. ! Approve emergency expenditures as defined in the Bylaws. ! Approve any major revisions as defined in this procedure. ! Review financial reports on a monthly basis. ! Items carrying over from capital projects not completed by fiscal year end need to be approved

by the Board of Directors before money is carried over and/or allocated to the next fiscal year budget.

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Approval of Expenses If the Expense item is included in the Approved Budget:

• No further approval is needed except for the capital expense projects. The process for the capital expense items listed in the budget will be assigned to the Physical Assets Committee for review and to request bids and estimates. Once the committee has completed their review, the estimates are to be presented to the Board of Directors for final approval.

If the Expense item exceeds the amount in the Approved Budget or the Expense item is NOT included in the Approved Budget:

• If the item is under $100, Budget Coordinator must approve prior to the expense occurring.

• If the item is over $100, and the funds are available in another item or in the Contingency, the Budget Coordinator and the President must approve prior to the expense occurring.

• If the item is over $100, and the funds are NOT available in another item or in the Contingency, the Board must approve the expense.

Approval of Budget Revisions The Board must approve any revisions that alter the Total Income, Total Cash Disbursements or Total Capital Projects. If the Income is exceeding the estimates during the year:

• The difference may be spent on either Cash Disbursements or Capital Projects. The Board must approve these revisions in the Approved Budget.

If the Income is falling short of the estimates during the year:

• The expenses should be reduced to reflect this change if possible. If the expenses cannot be reduced, the Board must approve these revisions in the Approved Budget and a transfer from the Reserve Fund.

If additional Capital Project expenditures are required for an emergency, that is, for the protection of club property or interests:

• The majority of the Board must approve these revisions in the Approved Budget and a transfer from the Reserve Fund.

(Ref; Bylaws Art V, ORS 94.630 & 94.645)

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C-1 Planning Committee Membership 1. The committee consists of three to five members who are property owners in good standing.

Volunteers are appointed by the board. 2. Members shall not be active contractors or realtors, by profession, or persons having business

interest located in Bayshore, due to conflict of interest. 3. The members should have varying backgrounds and be interested in carrying out and enforcing the

Guidelines for Determination, and any amendments to the C&Rs or Guidelines. 4. Members should have the ability to read plans, have a knowledge of construction and zoning laws,

understand laws, and have the ability to interpret and apply the Bylaws, and Guidelines for Determination.

5. Members should expect to contribute from four to eight hours a month. 6. All members receive an informational packet containing the following:

Policies and procedures of the committee Committee members’ name, address, and phone number Bayshore Road District members’ name and phone number Board members’ name, address, and phone number Bayshore planned events calendar Bayshore division maps Bayshore guidelines for determination including all amendments Bayshore Covenants and Restrictions Builder’s checklist for new and remodel construction Letter to excavating contractors, dated 4/10/03 Letter from the Bayshore Road District, dated 3/12/03 Letter regarding installation of culverts, dated 6/7/99 Fine system and schedule of fines Any other printed information developed to aid in decision making.

7. Members will use plat maps, zoning and building requirements, Bayshore ownership records, and archived plans to aid in discharging their responsibilities.

Chairperson 1. The chairperson is elected by a majority vote of the committee members and should have an

extensive knowledge of the bylaws, and Guidelines for Determination. 2. The chairperson should expect to contribute from eight to sixteen hours per month. 3. The chairperson reports to the board and shall be the liaison between the committee and the board.

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4. The chairperson calls meetings, coordinates the activities of the committee, and reports committee activities and status to the board. He/she works closely with the office manager to ensure that completed paperwork is mailed to the property owner and office files are maintained.

5. The chairperson provides informational packets to newly appointed members and provides needed

training. Meetings 1. The committee meets at least twice a month to review building plans, building modifications, C&R

violations and any other required items to enforce the C&Rs. 2. A majority of the membership shall constitute a quorum, which is required for all formal actions

taken by the committee. 3. Meeting Minutes including attendance and actions taken are recorded and retained in the office.

Duties & Responsibilities 1. Carry out and enforce Article I, Article II, Section 3 of Article III, and Section 2 of Article V of the

Covenants and Restrictions. 2. Approve in writing applications for lot and building improvements after reviewing plans for

accuracy and completeness. 3. Monitor all Bayshore divisions for C & R construction violations and notify property owners of

violations in writing. 4. Communicate with all parties to a complaint and maintain a master log of violations and resolutions. 5. Forward non-compliance issues to the board.

6. C & R Violations Introduction The BOD has the responsibility to enforce the Covenants and Restrictions (C & R’s) that we all agreed to when we purchased our property. There have been, over the years, numerous violations to the C & R’s with inconsistent attempts at correction. The fact is that there are a few property owners that through lack of knowledge or lack of respect of the C & R’s, commit violations. These few people have created problems for their neighbors and neighborhood. This can cause a loss of property values as well as making the area less livable. Having noted the problem, what can be done about it? Our Articles of Incorporation and By-Laws require the BOD enforce the C & R’s by whatever means may be necessary and proper. Through the years the Planning Committee has had some success in dealing directly with a violating property owner; however in some cases the violator does not respond or show any concern about adhering to the C & R’s. In the past the only way the BOD could force the property owner to make corrections was to take them to court. This method is expensive for Bayshore Beach Club and the property owner. Our legal counsel agrees that imposing fines, on these few violators, is an effective way to encourage property owners to conform to the C & R’s without going through litigation.

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The only persons who need to worry about being fined are those who do not follow the C & R’s and those who choose to ignore the Notices of Violation that they receive. If you will read the following pages of this Section, you will find the Fine System process and details spelled out. If you have any questions regarding the process or any of the conditions, contact a member of the Planning Committee for clarification. Covenant and Restriction Violations First Action to be taken in the case of a violation

1) Members are encouraged to work out differences between themselves before taking any formal action. Members not able to come to an agreement should file a complaint with the Planning Committee by filling out and signing a Complaint Form.

Who reports violations and to whom?

1) Construction violations (C & R Article I, Article II, and Section 3 of Article V) are to be observed and reported by members of the Planning Committee at the next regular Planning Committee meeting. Construction concerns may be brought to the Planning Committee by any member.

2) All other alleged violations may be brought to the attention of the Planning Committee by any member.

How are violations reported? 1) Planning Committee is to complete a Violation report, kept on file, noting the construction and/or property violation details. 2) Membership reported violations/complaints; a member must fill out a signed Complaint Form detailing the date, time, place and nature of the problem. How are violations dealt with?

1.) After the Planning Committee has a report or complaint form in hand, a Planning Committee member is to make personal contact (phone or face to face) with the property owner or owners representative, explain the violation and seek cooperation in a corrective action. A reasonable time period is to be allowed for corrective action. If the violation is a construction violation, work must stop on the project until corrections are made.

2.) As soon as corrections are made, the property owner is to advise the Planning Committee as soon as possible to prevent any further violation notices.

3) If verbal contact cannot be made or property owner refuses to cooperate, a Notification of Violation Letter is to be sent via first class mail and giving 21 days to respond.

4) If 21 days expires with no response, a Notice of a Fine Letter will be sent via certified mail and the same letter will be sent via first class mail.

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5) If 21 expires without a response, the Planning Committee will make a recommendation to

the Board of Directors to issue a Fine. A person receiving a Fine issued by the Board of Directors will be given 21 days to appeal the decision to the Board of Directors.

Assuming no results from 2nd notice, what next?

1) Upon imposing the fine the BOD is to notify the property owner and offer the opportunity to appeal the Fine at the next scheduled BOD meeting. If the fine is not received within the 21 days of BOD notification, then a lien may be filed against the property until the fine is paid and lien release is completed. All lien fees, filing and release fees, and associated costs are to be paid by the property owner.

2) Property liens will not be imposed if the property owner responds by any of the methods noted above and within the time period noted. If a property owner cannot be reached by phone or mail, and they can provide ample assurance then the BOD can reduce or suspend the fine. However the cost of filing and release of the lien is to be the responsibility of the property owner. The correction must still be accomplished within a reasonable amount of time, with the agreement of the Planning Committee; otherwise the fine will be imposed with no other allowance of time. 3) Lien satisfaction may be through payment of fines and/or fees (see #2). Payment may be in lump sum or scheduled payments over time as agreed by BOD. If payments are not received timely, the lien will stay in place and late fees will be assessed at $10.00 per month. Hardship cases 1) If a property owner is physically or financially unable to make corrections noted on a violation notice, special consideration may be given by the BOD. A committee of volunteers may be organized to aid these people. However the property owner must convince the Planning Committee that they are not able to make corrections on their own. Repeat offenders

1) The BOD may elect to impose a heavier fine on property owners that have repeatedly violated the same C & R and show a lack of desire to make corrections noted on notice of violations. A limit of double the scheduled fine may be imposed in these cases.

2) Contractors with a history of violating the C & R’s will be warned when they submit

plans for a property owner, that violations will not be tolerated and the property owner will be advised of the warning notice given to the contractor. Since the property owner is ultimately responsible for all activity on their property, this is the only way the Planning Committee can protect the property owner in cases where the contractor has repeatedly violated Bayshore C & R’s.

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Ethical Standards 1. Members are expected to do everything in their power to carry out and enforce the C&Rs and to

keep the C&Rs as the foundation of all tasks they perform. 2. Members act as representatives of the board, and therefore must adhere to the highest ethical

standards in the conduct of Beach Club business. They are expected to meticulously comply with C&Rs, Guidelines for Determination, and other community rules.

3. Members may not take actions that may result in financial benefit, must declare any direct or indirect

conflict of interest prior to discussion, recommendation, vote or other action on an issue. 4. Members are expected to behave in a professional manner when dealing with property owners,

contractors, Board of Directors, the staff and each other. (Ref; Bylaws Art V)

Management of Tree Height Complaints 1. This process is undertaken in the spirit of neighborliness. All parties are encouraged to participate in

negotiation so that the view is satisfactorily restored while the trees are preserved to the greatest extent possible.

2. When a written complaint concerning the height of trees, shrubs, and/or plants (hereafter referred to as “trees”) is received by the Corporation, it is forwarded to the Planning Committee for action.

3. The Planning Committee is responsible for scheduling an on-site meeting with the complainant and at least three committee and/or board members. The chosen attendees may not have a personal interest in the decision.

4. At the meeting, the complainant is asked to specifically identify the offending trees. The committee members verify that the trees are blocking a scenic view or inhibiting sunlight and that the trees are not original. Pictures may be taken for illustration. The committee members then determine the desired action to be taken (tree topping, shrub pruning, etc.) and the tree height that will restore and preserve the view.

5. The committee is then responsible for notifying the property owner(s) involved of the desired action and requested completion date. The property owner(s) are further informed of their right to appeal the committee’s decision to the board of directors.

Height Variance Procedure 1. Determinations will be on an individual lot basis. 2. For detailed requirements for a height variance refer to Guidelines for height exceptions.

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3. Notification and Application Fee.

• Height Variance requests submitted by the property owner/builder must be followed by written notification sent by the Planning Committee to all property owners within 300 feet of the applicant’s lot lines. An application fee shall be assessed to cover the handling and notification expenses by the Planning Committee.

4. The Planning Committee shall hear the request no sooner than 30 days after the mailing, at the next

regularly scheduled Planning Committee meeting.

5. Time Limit & Restrictions. • Height Variance approvals shall be valid for a period of 120 days from date of issue unless

construction has commenced during the time. Height Variance approvals are not transferable or sellable; and are null and void if property is sold.

6. If an approval expires, the applicant shall be required to re-submit an application in accordance with

these guidelines. Appeal of Planning Committee Decisions 1. Any final, written decision made by Planning Committee may be appealed to the board of directors

for re-consideration. The appeal may only be made by or on behalf of a member who was a party to the original matter and who is adversely affected by the decision. The appeal must be made within 60 days of issuance of a final written decision.

2. To file an appeal, the involved member must notify the Board in writing. Appeals may be made by physical delivery of the notice to the office manager or by placing the notice in first class mail addressed to the Board. The appeal request must be received by the Board at least 14 days prior to a regular or special meeting to be placed on the agenda. Failure to file within the 14 day period shall not defeat an appeal, but the appeal shall be heard at the next available regular or special meeting of the Board.

3. The appeal notice should contain a copy of the final written decision of the issuing committee, written arguments by the member for amending the decision and proposed resolution of the issues involved. On receipt of the appeal notice, the President will direct the office manager to notify the Planning Committee of the appeal and request the committee to provide any pertinent written material to be included in the board packet, as is any material provided by the member filing the appeal.

4. Both the appealing member and representative(s) of the committee are requested by written direction of the President to attend the meeting to give testimony. Both parties may present written testimony in lieu of or in addition to verbal testimony. Third party testimony may be permitted at the discretion of the President.

5. Once the board has heard the evidence, a decision is made to uphold, modify, or reverse the committee decision. The board decision is final.

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A copy of the board decision is provided to the committee and the member. A copy of the decision shall be maintained in the member’s file.

C & R Violations Fine Schedule

Construction Violations C & R/Guideline

Ref Amount*

Major construction W/O written approval** Art 2, Sub 1b $1,000 Manufactured home that does not meet Guideline requirements**

Manufactured Homes Guidelines $1,000

Minor construction W/O written approval** Art 2, Sub 1b $500

Remodel W/O written approval** Art 2, Sub 1b $500

Exceeding 15 foot height limit W/O approved HVR** Art 2, Sub 3b $1,500

Building into setbacks** Art 2, Sub 5a, 5b $500

Clearing land W/O written approval Art 2, Sub 2e, 3b,17a $1,500

Placing fill material or changing AOG W/O written approval

Art 2, Sub 2b, 3b and $5,000

Not replacing ground cover per Guidelines Art 2, Sub 4a & Sub 17a $500

Property Maintenance Violations Failing to maintain trees/shrubs at proper height (see note below) Art 2, Sub 4b $100

Failing to remove noxious plants*** Art 2, Sub 4f $100 Failing to landscape or fence above ground septic system Art 2, Sub 4e $100 Failing to landscape or fence around garbage cans or dumpsters Art 2, Sub 14a $100 Failing to landscape or fence propane tank or burn barrels Art 2, Sub 4c $100

Failing to clean up garbage or unsightly refuse Art 2, Sub 14a $100

Placing commercial signs on property without approval Art 2, Sub 4g $100

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Failing to limit vegetation growth, creating a unkempt lot Art 3, Sub 3 $100

Property Activity Violations

Nuisance or noxious activities Art 2, Sub 8a $100 Level I Noxious Weeds for 3 bushes*** or fewer $100 Level II Noxious Weeds for 4-10 bushes $200 Level III Noxious Weeds for 11-25 bushes $300 Level IV Noxious Weeds for 26 bushes or more $400 Placing sand on the right of ways (a person receiving a fine will be given 21 days to appeal to the Board of Directors) Art 2, Sub 8a $2,000

Violating pet control restrictions Art 2, Sub 8a $25 per incident

Prohibited vehicles Art 2, Sub 10a, 10b $100 *Amount shown is maximum the BOD can levy, however the BOD may reduce or waive completely. Fines are per year if correction of violation is not corrected.

** In the case of construction violations, construction must be stopped and not resumed until violation is corrected and fines paid.

*** Noxious plants are Scotch Broom, English Ivy and Blackberry. Note: When counting bushes for fines the following standard for a “countable bush” is a minimum of 2 feet tall. Smaller bushes would be classified as requiring Informational Letters or a phone call from the Planning Committee as opposed to a formal Notice of Violation.

Note: Title for "tree violations" may change following final decision by BOD

Various Levels of Noxious Weed Fines added pursuant to BOD action August 17, 2013

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C-2 Budget Committee Membership 1. The committee consists of three or more members in good standing. Volunteers are appointed by

the board. The Secretary-Treasurer and the Independent Financial Contractor will participate as active ex-officio members of this committee.

2. The members should have varying backgrounds including but not limited to knowledge of accounting, purchasing, construction costs, and fiscal responsibility. They should be able to analyze financial documents.

3. Members should expect to contribute from two to four hours a month.

4. All members receive an informational packet containing the following: • Committee and board financial policies and procedures • Current and prior fiscal year financial statements • Current and prior fiscal year approved budgets • Committee members’ name, address, and phone number • Board members’ name, address and phone number • Any long-term financial planning and goal setting documents

Duties & Responsibilities 1. Prepares the fiscal year budget for board approval, analyzing present and forecasting future capital

improvements and operational costs. 2. Reviews monthly financial reports and helps guide the board through the implementation of and

compliance with the adopted budget. 3. Provides accounting training and backup for the secretary-treasurer.

4. Works closely with the secretary-treasurer, accountant, and facilities manager to see that the budget is adhered to, and provides assistance in purchasing and inspection of contract work.

5. Solicits proposals for tax preparation services, and serves as liaison between the board and the engaged auditor, to be implemented if the Board of Directors orders a review.

6. Works closely with the board to ensure financial integrity. 7. Timeline for Annual Budget Preparation

February: Committee requests to the Board of Directors March: Board of Directors requests to the Budget Committee April: Budget Committee sends draft to the Board of Directors May: Draft of budget to Annual Membership Meeting June: Board of Directors final approval

Ethical Standards

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1. Members are expected to do everything in their power to keep operating and capital expenditures as cost effective as possible.

2. Members are expected to keep the needs and desires of the membership at the heart of all tasks performed.

3. Members act as representatives of the board, and therefore must adhere to the highest ethical standards in the conduct of Beach Club business.

4. Members may not take actions that may result in financial benefit, must declare any direct or indirect conflict of interest prior to discussion, recommendation, vote or other action on an issue. (See ORS 65.361 for detailed discussion.)

5. Members are expected to behave in a professional manner when dealing with property owners, board members, the staff and each other.

Chairperson 1. A chairperson is elected by a majority vote of the committee members, and should have at least

minimal experience in financial operations

2. The chairperson should expect to contribute from five to ten hours per month. 3. The chairperson reports to the board and shall be the liaison between the committee and the board.

4. The chairperson calls meetings, coordinates the activities of the committee, and reports committee activities and status to the board.

5. The chairperson presents and recommends budgets for board approval. 6. The chairperson distributes informational packets to newly appointed members and provides needed

training. Meetings 1. The committee meets as needed to review financial information and formulate budgets and long-

range planning documents. 2. A majority of the membership constitutes a quorum, which is required for all formal actions taken by

the committee. 3. Meeting minutes including attendance and actions taken are recorded and retained in the office.

(Ref; Bylaws Art V, ORS 94.630 & 94.645) Updated pursuant to Board action March 19, 2016

C-3

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Communications Committee Our mission is to implement and oversee effective communications through a variety of delivery systems with particular focus on dissemination of information from the Board of Directors as well as Bayshore Committees, including Planning, Physical Assets, Budget, Communications, Nominating, Social, Policies and Procedures, and Safety. The Communications Committee also informs members of issues, activities, and Bayshore community news and encourages community involvement with the ultimate goal of contributing to a sense of belonging. The responsibilities include but are not limited to:

Ensuring that all Bayshore Beach Club members receive and/or have access to information which enhances their knowledge of issues, events, and other activities relevant to our community by

• Continually improving the Bayshore newsletter, the Breeze

• Continually enhancing the Bayshore website

• Supporting social and other community activities by promoting these events in the Breeze and on the website

• Periodically polling the community for constructive feedback on a variety of topic matters with

emphasis on how we can improve our overall communications’’ effectiveness. Added pursuant Board action July 18, 2009 Updated pursuant to Board action October 17, 2015

C-4

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Nominating Committee Membership 1. The committee consists of one member of the board of directors and two members at large in good

standing. 2. Committee members are selected each year. The board member is selected by the board and cannot

be the president or a member of the board who is eligible for reelection. The two members at large are volunteers appointed by the board.

3. Members must be selected not less than 90 days before the annual meeting. 4. Members should expect to contribute four to eight hours per month during the duration of the

nomination process. 5. All members receive an informational packet containing the following:

Nominating committee policy Policies and procedures related to the board of directors Acknowledgement form for candidate’s signature and statement List of Bayshore members by division with address and phone numbers.

Chairperson 1. The chairperson is elected by a majority vote of the committee members and reports to the board.

2. The chairperson calls meetings, coordinates the activities of the committee, and reports committee activities and status to the board.

Meetings

1. The committee determines the meeting dates and times. The slate of candidates must be presented at the April board meeting.

2. A majority of the membership constitutes a quorum, which is required for all formal decisions taken by the committee.

Duties and Responsibilities 1. Members seek candidates from divisions that will have one or zero representatives. There cannot be

more than two directors from any one division and directors cannot serve more than two consecutive terms. All seven Bayshore divisions should be represented on the board, if possible.

2. Members must verify that candidates are Bayshore members in good standing. 3. Members must select candidates that have the experience and skills needed to be productive

directors, including knowledge of the Bylaws and Covenants & Restrictions, good communication skills, the ability to collaborate in decision making and the willingness to get involved.

4. Members should meet with candidates to find out the prospect’s interests and time commitments. Directors are expected to perform the duties and responsibilities outlined in the board policies and procedures, including attending scheduled meetings, serving as committee liaisons, and reviewing meeting packets prior to each board meeting.

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5. Members of the committee must be open with the candidates regarding the organization’s strengths and weaknesses.

6. Members must provide each candidate with a copy of the policies and procedures that apply to the board of directors and an acknowledgement form for the candidate’s signature and statement. The candidates’ statements are sent to the membership with the ballot. After meeting with prospective candidates, the committee selects the slate of candidates and presents the slate to the board at the April board meeting.

Ethical Standards 1. Members are expected to do everything in their power to carry out the responsibilities of the

committee. 2. Members act as representatives of the board, and therefore must adhere to the highest ethical

standards in the conduct of Beach Club business. 3. Members may not take actions that may result in financial benefit, and must declare any direct or

indirect conflict of interest prior to discussion or recommendation.

(Ref Bylaws Art IX)

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C-5 Social Committee Duties and Responsibilities The Social Committee will determine frequency of events, possible event themes, décor, menu, entertainment and prizes based upon available funds. Members of Bayshore may request certain events be held and assist with preparation and holding the event. Committee is to be in control of the facilities for the event. Theme and estimated cost for each event shall be part of the annual budget planning process for submission to and approval of the Board of Directors. Fiscal responsibility must be exercised while carefully balancing the enjoyment of the homeowners with the cost of each event. The committee may spend their allotted budget without further approval from the board.

Door prizes shall be purchased rather than solicited. If a member or merchant independently offers to donate a door prize, it can be accepted for the event.

Committee members’ event responsibilities include but are not limited to: shopping for food, decorations and door prizes; decorating the club house and tables; overseeing all aspects of the event including music, entertainment and door prize drawings; and clean-up of tables and kitchen.

Meetings The committee is ad hoc and meets as needed to effectively plan events.

Membership 1. The committee consists of members who are property owners in good standing.* (see footnote pg. 32) 2. The members should be interested in decorating, art, music, food, and social activities. 3. Members should be willing to make a commitment to the success of the committee and committee-

sponsored activities by contributing the time required for event planning, setting up, event clean-up and any other event-related activities.

4. All members receive an informational packet containing the following: Policies and procedures of the committee Committee members’ names, addresses, and phone number Planned events calendar

Committee Officers Officers are elected by a majority vote of the committee members. Chairperson 1. This member chairs meetings and is responsible for the overall organization of the committee and

the coordination of event activities. 2. The chair provides annual and special budget requests to the Board of Directors, has overall

responsibility for the budget, and may act as Treasurer. 3. The chair represents the committee at board meetings and provides information regarding committee

activities, upcoming events and budget.

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Vice Chair 1. In the absence of the chairperson, this member assumes all duties and responsibilities of the

chairperson.

Secretary 1. As requested, the secretary shall prepare meeting agendas. 2. The secretary shall take minutes of all social committee meetings for distribution to the committee

members and the Bayshore Office. 3. The secretary provides information packets to new committee members.

Treasurer The chair may act as treasurer or request the election of a treasurer by the group. 1. The treasurer is responsible for tracking all social committee expenditures and assuring the budget is

adhered to. 2. The treasurer reviews all receipts before approving them for reimbursement by Bayshore Beach

Club. 3. The treasurer provides budget reports at each Social Committee meeting. 4. Estimated costs shall be monitored during the event process. Purchases which are not approved by

the treasurer or chairperson or a majority vote of the Social Committee shall be considered donations. Receipts for reimbursement shall be provided to the treasurer for approval and budget tracking purposes. The treasurer shall maintain copies of receipts as part of committee records. After approval for reimbursement, the committee member shall submit the original receipt to the Beach Club office for reimbursement.

5. Actual expenditures shall be reviewed at the earliest committee meeting following the scheduled event.

Subcommittee--Welcoming Committee 1. Members of this subcommittee provide Welcome Packets to new property owners. If the new

property owner lives in Bayshore, the packet is personally delivered and they are welcomed to the community. If the new property owner does not live in the Bayshore residence, the packet is provided to the Bayshore Office for mailing.

2. Names and address of new property owners are obtained from the Bayshore office. 3. These members are responsible for the contents of the Welcome Packets. The packets should be

brought to the Social Committee at least annually for review or revision 4. Records are kept of the number of packets delivered and mailed and reported on at each Social

Committee meeting.

Board Liaison This member of the Bayshore Board is the liaison between the committee and the board and is an active member of the social committee.

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Ethical Standards 1. Members act as representatives of the board and therefore must adhere to the highest ethical

standards in the conduct of Beach Club business. 2. Members may not take actions that may result in financial benefit, must declare any direct or indirect

conflict of interest prior to discussion, recommendation, vote or other action on an issue. 3. Members are expected to behave in a professional manner when dealing with property owners, the

business community, Board of Directors, the staff and each other. (Ref; Bylaws Art I & Articles of Incorporation Art III)

Bayshore Social Committee Mission Statement

To support the Board of Directors and the members of Bayshore by creating opportunities to help foster a friendly, social, healthy, safe and visually pleasing Bayshore Community. Added pursuant to Board action September 19, 2009 * Pursuant to Board action 11/21/2015: BBC recognizes that talented individuals have strong connections to the BBC but are not technically owners of property within BBC. If the BOD determines there are significantly strong ties to the BBC community and it would be in the best interest of the association to appoint a particular person to a committee where membership is not otherwise specified by the Declaration, Bylaws, Articles of Incorporation or Oregon law, the BOD may do so. NOTE: ALL members of the Planning Committee, Budget Committee, Nominating Committee and Long Range Reserve Committee MUST be owners of property in Bayshore in order to serve on those committees.

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C-6 Physical Assets Committee 1. The Committee consists of three or more members in good standing.* (see footnote pg. 32)

Volunteers are appointed by the Board. The Facilities Manager(s) will participate as active ex-officio members of this Committee.

2. The members should have varying backgrounds including but not limited to knowledge of

construction, general maintenance and repair. 3. Members should expect to contribute from two to four hours a month. 4. All members receive an informational packet containing the following:

• Common area maintenance and repair policies, standards and procedures; excepting those relating to the Canal

• Current and prior fiscal year physical asset assessment and recommendations • Current and prior fiscal year approved budgets and 10 year capital improvements • Committee members name, address, and phone number • Board members name, address and phone number • Any long-term physical asset planning and goal setting documents

Duties & Responsibilities 1. The Physical Assets Advisory Committee is an advisory committee to the Board of Directors of the

Corporation. The Committee may take no action binding on the Corporation. 2. Commission and oversee preparation of a written report of the overall health of the physical assets of

the Corporation except for the Canal. The report shall be prepared by an independent third party deemed by the Committee to be qualified to conduct such an inspection. Upon completion of the report the Committee shall deliver it to the Board for further direction.

3. Be responsible for responding to major maintenance and repair projects involving the physical assets

of the Corporation except for the Canal. Major projects will be determined in consultation with the Facilities Manager and the President. The Committee will be responsible for assessing the project, recommending a course of action to the President and the Board and overseeing the project until completion and sign-off.

4. Provide advice and support to the Facilities Manager(s) if requested by the Facilities Manager(s).

5. Work closely with the secretary-treasurer and facilities manager to see that the budget is adhered to,

and provide assistance in purchasing and inspection of contract work relating to the physical assets of the Corporation.

6. The process for the capital expense items listed in the budget will be assigned to the Physical Assets Committee for their review and to request bids and estimates. Once the Committee has completed their review, the estimates are to be presented to the Board of Directors for final approval.

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7. Works closely with the other committees and the Board to ensure coordinated efforts in the betterment of the Bayshore Community.

Ethical Standards 1. Members are expected to do everything in their power to keep operating and capital expenditures as

cost effective as possible by submitting three bids to the Board of Directors for approval or demonstrate due diligence in attempting to secure three bids.

2. Members are expected to keep the needs and desires of the membership at the heart of all tasks

performed. 3. Members act as representatives of the Board, and therefore must adhere to the highest ethical

standards in the conduct of Beach Club business. 4. Members may not take actions that may result in financial benefit, must declare any direct or indirect

conflict of interest prior to discussion, recommendation, vote or other action on an issue. (See ORS 65.361 for detailed discussion.)

5. Members are expected to behave in a professional manner when dealing with property owners,

Board members, the staff and each other. Chairperson 1. A chairperson is elected by a majority vote of the Committee members. 2. The chairperson should expect to contribute from five to ten hours per month. 3. The chairperson reports to the Board and shall be the liaison between the Committee and the Board. 4. The chairperson calls meetings, coordinates the activities of the Committee, and reports Committee

activities and status to the Board. 5. The chairperson presents and recommends actions relating to physical assets of the Corporation,

except for the Canal, for Board approval. 6. The chairperson distributes informational packets to newly appointed members and provides needed

introductory orientation. Meetings

1. The Committee meets as needed, but no less frequently than monthly, to review progress on short-term projects and formulate long-range planning documents.

2. A majority of the membership constitutes a quorum, which is required for all formal actions taken by

the Committee.

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PHYSICAL ASSETS ADVISORY COMMITTEE MISSION STATEMENT It is the mission of the Physical Assets Advisory Committee to assist the Board of Directors for the Bayshore Beach Club, Inc. in proactively maintaining the BBC assets in good repair for the use and enjoyment of the members and their guests. In fulfilling our mission, the Committee will present to the Board all issues that arise from our periodic inspection of the BBC assets. In fulfilling our mission, the Committee will present to the Board recommended solutions to issues and cost estimates when possible. We will work closely with staff in reviewing issues that staff becomes aware of in their daily duties. Added pursuant board action January 16, 2010

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C7 Long Range Reserve Committee Membership The committee consists of three to five members who are property owners in good standing. Volunteers are appointed by the Board. When possible, one of the members should be a member of the Board. The members should have varying backgrounds including though not limited to Long Range Planning, Budgets, Development and Implementation of Bidding Processes, and an understanding of the need to work closely with the Physical Assets Committee, Budget Committee, the Board of Directors and Staff. Members should expect to volunteer approximately six to eight hours/month on an as needed basis. All members should have informational packets including: 1. Bayshore governing documents, current annual budget and other financial data. 2. List of Board members. 3. Committee's names, address, telephone numbers and email addresses. 4. Existing Long Term Financial Planning and Goal Setting Documents. Duties and Responsibilities 1. Formulates long range planning documents. 2. Prepares Scope and Schedule of Capital Reserve Projects. 3. Exams and monitors existing Reserve Fund Accounts. 4. Estimates income through the existing year and through the following ten to twenty years. 5. Works with Physical Assets committee to determine current state of Capital Projects. 6. Allocates anticipated available funds on an annual basis through the next ten years. 7. Prepares Bidding Packages and solicits requests for proposals/bids on Reserve Projects. 8. Provides inspection of contract work. 9. Provides committee activity and status reports to the Board. Ethical Standards 1. Members are to work to keep operating and capital expenditures cost effective. 2. Members are expected to keep the needs of the membership at the heart of all tasks performed. 3. Works closely with the Board on all matters of the committee. 4. Adheres to the highest ethical standards in the conduct of Bayshore Beach Club business. Chairperson(s) 1. Elected by a majority of committee members. 2. Chairperson(s) reports to the Board and shall be a liaison between the committee and the Board. 3. Chairperson(s) calls meetings, reports committee activities and status reports to the Board. Meetings 1. The committee meets as needed. 2. A majority of members constitutes a quorum. 3. Meeting minutes are recorded and retained in the office.

Added pursuant to BOD action 02/21/2015

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C-8

Bayshore Sand Lobby Membership

1. The committee consists of two of more members in good standing. Volunteers are appointed by the Board.

2. Each member should expect to contribute from 15 to 20 hours per month. 3. All members should have knowledge of the following:

• OAR 660-015-0010(3) – Oregon’s Statewide Planning Goals and Guidelines Goal 18 – Beaches and Dunes (https://www.oregon.gov/LCD/docs/goals/goal18.pdf)

• Bayshore’s Dune Management Plan • Bayshore’s sand issues along south Oceania Drive and feeder streets.

Duties & Responsibilities

1. Lobby the county and state on behalf of Bayshore’s interests, due to state level decisions being made without Bayshore interests being included.

2. Attend county and state meetings. 3. Submit written summary reports to Board of meetings attended and outcome.

Ethical Standards

1. Members act as representatives of the Board, and therefore must adhere to the highest ethical standards in the conduct of Beach Club business.

2. Members may not take actions that may result in financial benefit, must declare any direct or indirect conflict of interest prior to discussion, recommendation, vote or other action on an issue.

3. Members are expected to behave in a professional manner when dealing with county and state representatives, board members, the staff and each other.

Updated pursuant to Board action June 18, 2016

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C-9 Safety Committee Membership

1. The Committee consists of three to five members who are property owners in good standing or a resident of Bayshore who is approved and appointed by the Board of Directors to serve on this committee.

2. No specific expertise is required to be a member of this committee. Members bring their individual perspective in identifying safety issues and solving problems.

3. Members should expect to contribute a minimum of two to four hours per month to the work of the Committee.

4. Members should receive an informational packet containing the following: Bayshore Beach Club governing documents; Committee members’ phone and email addresses; non-emergency Sheriff’s phone number; Bayshore Road District phone number; available information regarding Emergency Preparedness Cache; available information on tsunami exit routes; other pertinent safety information.

Duties and Responsibilities

1. Appoint a chair person. 2. Submit written reports to the Board of Directors regarding Committee meetings and outcomes. 3. When safety related meetings are held at the city, county or other local entity, notice is generally

given to the Beach Club office. If possible, a member of the Committee would attend such a meeting and, if appropriate, include a brief summary of the meeting in the Board of Directors Safety Report.

4. Work in conjunction and cooperation with other Bayshore committees when appropriate, i.e. Sand Lobby, Planning Committee, and the Bayshore Road District with the intent of working to ensure road safety in all areas of Bayshore.

Ethical Standards

1. Members act as representatives of the Board of Directors and therefore must adhere to the highest ethical standards in the conduct of Beach Club business.

2. Members may not take action that could result in personal financial benefit, must declare any direct or indirect conflict of interest prior to discussion, recommendation, vote or other action on an issue.

3. Members are expected to act in a professional manner when dealing with Board members, staff and each other.

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E1 Relating to Employees Personnel Policy GENERAL This policy is designed to provide working guidelines for personnel in the day-to-day administration of the corporation and to provide employees an understanding of what is expected of them, and to ensure consistent, fair and uniform treatment of employees. Bayshore Beach Club reserves the right to change these policies and procedures at any time. These policies and procedures do not and are not intended to confer any property right in continued employment, to constitute an express or implied contract, or to give rise to a binding past practice under any collective bargaining agreement. Employees and the corporation reserve the right to end the employment relationship, with or without cause, at any time. PERSONNEL ADMINISTRATION The board of directors has authority over all matters of personnel administration through adoption and implementation of the budget, pay plans, and motions/resolutions adopting and/or amending the personnel policy and job descriptions. The President of the Corporation is the primary supervisor for all paid employees. The President may delegate his supervisory duties from time to time to another member of the BOD upon written notice to the BOD and to the affected employees. (Added pursuant to BOD action 10.17.09) APPOINTMENTS and QUALIFICATIONS Job announcements are made for any vacant position. The announcement includes the title and salary range of the position, the nature of duties performed qualification requirements and the time and place to apply. Job announcements are posted on the club bulletin board and may be published in newspapers and the employment office. Job announcements are posted a minimum of five working days prior to the closing date. Applications are available in the office. Applicants must complete the application form and any required supplemental materials within the time period specified in the job announcement. Selection criteria and procedures are based solely on job-related knowledge, skills, abilities, experience, education, training, and, when appropriate, prior demonstrated performance, aptitude, and character. Based on the results of the selection process, applicants are selected for an employment interview. NEW HIRES Upon appointment, the immediate supervisor is responsible for orientation of new employees. Orientation includes organization and services, work rules, personnel policies, completion of payroll forms, and introduction to other personnel.

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New and rehired employees serve a probationary period of three months commencing with their first day of employment. Probation is part of the selection process used to confirm the initial employment decision and to reject those whose performance is not satisfactory. During this evaluation period, the employee and the corporation have an opportunity to determine whether further employment is appropriate. Bayshore can extend the duration of the probationary period up to six additional months if, in its discretion, it determines that such an extension is appropriate. The employment relationship can be terminated by the employee or the corporation at any time during the probationary period for any reason. An employee who successfully completes the probationary period is notified in writing that he or she has become a regular employee. EMPLOYEE STATUS Regular Employee: An employee who regularly works an agreed upon schedule on a continuing basis. Temporary Employee: Employees holding jobs of limited duration arising out of seasonal or special work needs. Temporary employees do not receive employee benefits. All regular employees are hired for an unspecified duration. Employment is at the mutual consent of the employee and the corporation. Accordingly, either the employee or the corporation can end the employment relationship at any time, in accordance with procedures. Discipline and discharge may occur subject to policies and procedures. PERSONNEL RECORDS Employee personnel records are maintained by the office manager. If there is a change of name, address, telephone number, marital status, or number of dependents, the office manager should be notified. Documents may not be removed from a personnel file, except pursuant to a determination by the supervisor that each particular document is not accurate, or is no longer relevant or timely to any personnel or performance matter. Any document removed must be destroyed. No material of a negative or derogatory nature is placed in an employee's file unless the employee has had an opportunity to review the material. Employees may be allowed to include in their personnel file any material deemed relevant to job qualifications or performance, in the judgment of the corporation. Employees may inspect and review their personnel files, excluding confidential reports from previous employers. Employees may protest, or comment upon, in writing, any materials placed in their personnel file. Such protest/comments are placed in the personnel file. Information regarding an employee's address or telephone number may not be released under any circumstance without the approval of the employee. Work history, performance or salaries are not given over the telephone. Only employment dates and job title may be released verbally. Verification of employment or requests for salary or performance information must be in writing, signed by the employee, authorizing release of specific information.

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A representative of the board of directors reviews all personnel files at least every three years for material reflecting caution, warning, admonishment, reprimand and/or suspension, to determine the continued appropriateness of retention. Materials deemed inappropriate or no longer relevant may be removed from the personnel file, and the employee concerned is notified. Criteria that may be used include age of the material, seriousness of the infraction, and instances of repeated or similar infractions. WORK WEEK AND WORKING HOURS Employee job descriptions outline the usual pay range for each position. In arriving at such salary ranges, consideration is given to prevailing rates of pay for comparable work in other similar employment arenas, including consideration of conditions of work and basic pay, current costs of living, the local economy and wage adjustments in the community, and the corporation's financial condition. Employee compensation is reviewed at the end of the probationary period and annually during the performance appraisal process. An increase may be recommended to the board based upon competent and commendable service. Employees who are non-exempt under the Fair Labor Standards Act and state law are paid for all hours worked in excess of 40 hours in a work week at the rate of time and one-half their regular rate unless otherwise provided for. All overtime must be pre-approved by the supervisor. Employees must take a paid 15-minute rest period every 4 hours, scheduled at, or as near as feasible to the middle of each half shift. Employees must take an uncompensated off-duty meal period not to exceed one hour during each work shift of more than six hours. Meal periods should be scheduled at or about the middle of the work shift. Payday for employees is every other week. Federal and state laws require the following deductions from every paycheck:

• Federal Withholding Tax • State Withholding Tax • Social Security Taxes (FICA) • Court ordered child support payments or garnishments

Time cards must serve as an accurate record of the time for which each employee works and is paid wages and overtime. Each employee is expected to record accurately the time spent working. Time cards must be reviewed and approved by the supervisor before wages are paid. (Added pursuant BOD action 11/21/09) The actual cost of transportation incidental and necessary to the performance of official business is paid by allowance or by current IRS mileage rate for the actual mileage required for the trip, which begins and ends at the Beach Club.

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Employees who may be required to drive must possess a valid Oregon driver's license and must comply with any operator's license restriction. All employees who may be required to drive on corporation business may at any time have their driving record checked. If the record indicates violations, the employee may be subject to appropriate warnings or disciplinary action. Employees who are required to drive must notify the immediate supervisor of any change in license status and all traffic violations. An employee who is involuntarily terminated is paid no later than the end of the first business day after a discharge or termination. If an employee resigns and fails to give at least forty-eight (48) hours advance notice prior to quitting corporation employment, pay upon separation is paid within five days of the termination excluding weekends and holidays. BENEFITS The corporation provides no medical/dental or other insurance, and no retirement benefits. The corporation provides vacation benefits to regular employees. Vacation is accrued beginning the first day of employment. Vacation is accrued at the rate of .04 hours per hour worked for employees with less than 5 years of service, and at the rate of .06 hours per hour for those with five or more years. Vacation time may be taken after six months of employment. Employees may accrue up to 80 vacation hours in addition to the current year accrual. Vacations must be scheduled and approved in advance. Effective January 1, 2016, the Corporation will provide unpaid sick leave. Employees begin accruing unpaid sick leave immediately. Employees are able to accrue at least 40 hours of unpaid sick leave per year at a rate of 1 hour for every 30 hours worked. Any use and carryover of unpaid sick leave will be in compliance with the Oregon Sick Leave Law passed June 12, 2015. Any notice and medical verification of unpaid sick leave will be in compliance with the Oregon Sick Leave Law passed June 12, 2015. (Added pursuant to BOD action 01/16/2016) Leave without pay may be granted for up to three days by the supervisor depending upon the circumstances and the requirements of the corporation. Any leave without pay in excess of three days must be approved by the board of directors. Vacation hours must be used before leave without pay is begun. Permanent employees receive the day off with pay on each of the following recognized holidays:

• New Years Day • Memorial Day • Fourth of July • Labor Day • Thanksgiving Day • Christmas Day

When a scheduled holiday falls on Sunday, it is observed on the following Monday. When a scheduled holiday falls on a Saturday, it is observed on the preceding Friday. If an employee works on any observed holiday, the employee is paid at the rate of one and one-half times the regular rate of pay. If an employee works a holiday it must be approved of in advance by the supervisor.

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Employees who are unable to report to work due to personal or dependent illness or injury must contact their immediate supervisor as soon as possible and before the beginning of the work shift. If the immediate supervisor is unavailable, the employee must contact a board member and/or another permanent employee. If an employee becomes sick during the day, the supervisor or designee should be notified before the employee leaves work. Medical certification may be required for extended sickness. If a summons for jury duty is received, the employee must notify the immediate supervisor. The employee may work when not needed for jury duty. An employee who serves under the Universal Military Training and Service Act, or similar acts, is entitled to all benefits applicable under existing state and federal laws. EMPLOYEE SAFETY & CONDUCT The corporation complies with all applicable state and federal safety requirements, and employees are expected to perform work in a safe manner. Smoking is prohibited throughout the public areas of the clubhouse and in the enclosed pool area. Positive attitude, proper courtesy, and conduct are important to the individual as well as to the corporation. Employees of the corporation are expected to be courteous, efficient, and helpful in all their work assignments. Employees may not use corporation time, equipment or services for personal interest or gain. In matters of personal interest, employees should conduct themselves so as not to impair their working relationship with other employees, members, or the public. Employees are responsible for maintaining a safe, neat work area and ensuring that all documents, supplies, and equipment are secure. Employees must report to work free of the influence of alcohol or illegal controlled substances. While on the job, all employees are prohibited from the unauthorized or illegal use, possession, sale or assistance in the sale or transportation of alcohol or controlled substances. Employees undergoing medical treatment with any prescription drug that might impair their ability to perform their work in a safe and efficient manner must report such treatment to their supervisor. NON DISCRIMINATION AND HARASSMENT It is corporation policy to employ, retain, promote, discipline, discharge, and otherwise treat all employees and job applicants on the basis of merit, qualifications and competence or membership in any other classification protected under federal or state law. It is the policy to comply with federal and state statutes on equal employment opportunity. This policy is applied without regard to any individual's sex, race, color, religion, national origin, ancestry, age, marital status, political affiliation, veteran status or any physical handicap or disability which can be accommodated reasonably. The corporation recognizes the need for a violence-free work environment for employees and members. The corporation does not tolerate violence in the workplace and is committed to maintaining an environment clear of all forms of violence, including verbal or physical threats as well as forms of intimidation such as sexual harassment or abusive language. Employees are expected to report all threats and violence, physical or verbal, to their supervisors.

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All forms of unlawful discriminatory harassment are forbidden, including unsolicited remarks, gestures or physical contact, display or circulation of derogatory written materials or pictures, negative stereotyping, slurs or denigrating labels that relate to gender or disability, age, or racial, ethnic or religious groups, and personnel decisions based on an employee's response to such harassment. The corporation regards work related harassment as a serious transgression, whether it occurs on or off the job, and is in itself reason for discipline or discharge. Any employee who feels they have been subjected to harassment, or is aware of harassment of another employee is urged to report this to his or her immediate supervisor. The report may be informal or formal. An employee may report harassment to the board without first contacting their supervisor. Regardless if written or unwritten, all reports of harassment will be investigated and appropriate measures taken where warranted. EMPLOYEE PERFORMANCE APPRAISAL Performance appraisals are completed at least annually (scheduled in January) for all regular employees. Employees are encouraged to complete a self-assessment form as part of the appraisal process. All performance appraisals are reviewed by the board of directors before being finalized. Recommendations for pay increases are made by the supervisor during the performance appraisal process. Temporary employees are given an exit interview and informal evaluation by their supervisor. Probationary employees are evaluated at the end of their probationary period. Recommendations for transition to regular status or extension of the probationary period or termination are made by the supervisor at this time. A supplemental performance appraisal may be conducted on any occasion deemed appropriate by the supervisor.

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E2

Job Description – Office Manager (Secretary/Treasurer) Job Description 8/2014 Position Title: OFFICE MANAGER (SECRETARY/TREASURER) Salary Range: $10.00 - $11.00 per hour to start Supervisory Controls: Works under the supervision of the 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, and 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 business like environment in the office. 3. Keeps privileged information confidential. B. Board of Directors Support 1. May serve as board secretary-treasurer. 2. Attends board meetings; takes and posts Minutes. 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. Confers with Independent Financial contractor. 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. Confers with the Independent Financial Contractor in the preparation of annual dues invoices and making bank deposits. 3. Provides membership cards and sends new homeowner membership packets. Provides youth cards. 4. Maintains clubhouse event schedule. Assists members in event planning. 5. Prepares annual member meeting and election documents. 6. Assists with web site maintenance. E. General Office 1. Secures all property and data. 2. Orders office, cleaning, and maintenance supplies. 3. Maintains computer and hard copy files. 4. Assists with annual inventory of club property.

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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.

F. Knowledge, Skills, Education, and Experience: * 1. High school diploma or equivalent. 2. Minimum two years experience in a direct customer service capacity. 3. Outstanding communications and customer relations/service skills. 4. Ability to maintain professionalism under difficult or stressful situations. 5. Demonstrated ability to work independently and efficiently. 6. Demonstrated excellent problem-solving and organizational skills. 7. Proficiency with Quick Books Pro and Microsoft Word. 8. Familiarity with Microsoft Excel, and Outlook. 9. Basic knowledge of budgeting processes. 10. Ability to read, write, and speak English. Hours: Summer hours are Monday through Friday, 10:00 am to 4:00 pm. Winter hours are Monday through Friday, 11:00 am to 3:00pm. Plus an additional 2-4 hrs per month, 11 months/yr for attendance at meetings of the board. Actual work schedule is mutually arranged by employee and the supervising board member. This job description has been reviewed and accepted by: ________________________________________ ___________ Office Manager Date ____________________________________ __________ President Date

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E2a Job Description-Independent Financial Contractor Independent Financial Contractor @ $/Month 1. Reports to the Bayshore Board of Director's President. 2. Performs accounts receivable and accounts payable activities including bill payment, preparation

of liens and collection letters, and bank deposits. Confers w/Office Manager who makes bank deposits, and prepares annual dues invoices.

3. Calculates employee wages and prepares payroll checks. Prepares Witholding, Social Security, and other tax payments and reports. 4. Prepares monthly profit and loss statements, Expense by Vendor Detail report and year-end financial statements. 5. Reconciles bank accounts and assists the auditor with tax preparation. 5. Confers with Office Manager who prepares the Annual Budget. 6. Recommends cost and timesaving improvements.

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E3

Job Description-Facilities Manager Position Title: FACILITIES MANAGER Salary Range: $12.50/hour to start (based on a 40 hr work week) Basic Work Week Hours:

1. Works 40 hours per week, usually five days per week. Responsible for planning own schedule so that time worked does not exceed 40 hours and required tasks are accomplished. Occasional attendance of evening and weekend meetings is required. General days off on Tuesday and Wednesday; days off and work schedule is mutually arranged by employee and supervisor.

2. Maintain a bi-weekly payroll time sheet 3. Maintain a daily log sheet containing time and activities.

Additional compensation:

1. Living Arrangement: Must live in apartment on the premises. Apartment, appliances, including washer and dryer. Electricity, satellite, water, trash collection, and local phone service are provided. Permission is needed from the Board of Directors for more than two permanent residents and one small animal.

2. Vehicle allowance: Reimbursement for Bayshore business trips is set by current fed rate. 3. The caretaker will be given a membership card. Pool use during pool operating hours. Rec room

use at all times for caretaker and apartment occupant Knowledge, Skills, Education, and Experience:

1. High school diploma or GED and prior experience. 2. Knowledge of property, equipment and building maintenance and cleaning. 3. Ability to maintain professional demeanor in difficult or stressful situations. 4. Clean three year DMV record. 5. Ability to read, write and speak English. 6. Must pass a drug test. (Bayshore expense)

Supervisory Controls:

Reports to the Bayshore Board-appointed supervisor who will provide primary supervision. The supervisor will report to the Board of Directors, which provides general guidance in terms of hiring, firing, scope of expected results, and deadlines. Refer to written policies and procedures for clarification.

Major Duties:

Customer Service 1. Responds appropriately to inquiries, requests, and complaints from board members, members,

and others in person, on the telephone, and in writing. 2. Maintains a positive and friendly environment in the club.

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Building Maintenance 1. Does cleaning 2. Performs preventive maintenance and repairs. 3. Informs the supervisor of need for major and specialty repairs in writing with appropriate plans

for actions to be taken & accompanied with three bids when requested to do so by the board. 4. Keeps club storage areas and outbuildings in clean and orderly manner.

Building Use

1. Opens and sets up for scheduled club events. 2. Performs pre and post-rental inspections and recommends return of cleaning deposits to Office

Manager. 3. Secures outside doors each night. On days off, if caretaker is gone at night, arrangements must be

made with the Office Manager to have someone on the Board or staff secure building. 4. Coordinate with the Office Manager regarding the schedule for Clubhouse usage and assist

renters in the proper usage of the facility.

Grounds Maintenance 1. Provides grounds keeping of the club lawn, parking lots, playground, and tennis courts. 2. Maintains plantings in clubhouse flowerbeds. 3. Ensures that trash containers are emptied and that grounds are kept clean. 4. Mowing and general maintenance of all club property, i.e. free of debris, disposing of garbage

and sweeping walks.

Pool Operations 1. Prepares the pool and associated equipment for summer operation. 2. Maintains and monitors the pool and associated equipment. Verbally notifies the supervisor of

needed major and specialty repairs and with plans and bids in writing if requested. 3. Ensures adequate supplies of pool chemicals, etc. 4. Does daily skimming of the pool by hand until the skimmer is repaired or replaced.

General Duties

1. Recommends cost and timesaving improvements. 2. Responsible for maintaining stock of all supplies needed for janitorial, preventive maintenance,

pool chemicals and recreational equipment. Orders are placed through the Office Manager 3. Provides oversight of pool, recreation room, and clubhouse. 4. Performs a weekly drive-through of the community reporting any unusual conditions

to the supervisor. 5. Ensures that the flag is appropriately raised and lowered daily unless illuminated. 6. Repairs and maintenance of building & equipment. Develop and keep a Maintenance Checklist.

A list of repairs should also be maintained for review and action by the Board of Directors. Notify supervisor in a timely manner if an outside contractor may be needed for any repairs.

7. Submit a report to supervisor for presentation at each regularly scheduled board meeting. 8. Submit a quarterly report to Board of Directors regarding future property expenditures. 9. Assists supervisor with annual inventory of club property.

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Detailed Duties for Upstairs Clean bathrooms:

• Mop floors, empty trash, wipe down counters, clean sinks and toilets weekly and before/after events.

Clean general clubhouse areas:

• Mop hard surface floors and vacuum carpets weekly and before/after events. • Wet mop vinyl and wood floors as needed. Use mixture of 1 part surface conditioner to 2 parts

hot water. After surface is completely dry, buff with machine. Sweep and reset furniture. • Before and after each event, check bathrooms for paper, clean toilets, urinals, floors and sinks. • Wipe down all kitchen surfaces. Remove old food from refrigerator every other week. Clean

freezer/refrigerator as needed. • Clean ovens, if not left clean by visitors.

• Dust surfaces every other week including cob web removal • Clean window/door glass at least once each 2 weeks • Deep clean (clean fixtures, spot clean upholstery, wipe off planters, empty shelves) quarterly

• Clean out fireplace after use • Remove everything from kitchen cabinets, wipe down shelves, and discard/replace broken or

damaged items every 6 months.

Set-up for activities upstairs as needed

• Set-up for exercise class Mondays, Wednesdays and Fridays at 8:45 AM: TV wheeled out from

storage and plugged in at Audio Station. Class is from 9:00 to 10:00 AM.

• Open west door every Monday at 1:15 PM for knitters.

• 2nd Tuesday of month, open doors at noon for Mahjongg.

• Every Wednesday, the line dancers are in at 12:30 PM

• 1st Thursday of month, unlock door for South County Women's Club at 11:30 AM. If they want

in earlier to decorate, they will let you know. (Women's Club does not meet in July or August.)

• Every Friday open doors at 10:00 AM for quilters.

During the course of the year, the tables and chairs will need moved for Board meetings, potlucks, and scheduled special occasions. A hand rolling platform is available to speed work and keep floors from being marred by sliding furniture. Extra chairs and tables are in south-end storage room area.

Special Events

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Check special events on calendar given by office manager each month and refer to calendar often. Sign member's Clubhouse Rental List (next day) for the cleaning deposit to be returned if they have completed the check list on their registration form.

Detailed Duties for Downstairs

• Sweep, mop and buff floors as needed.

• Clean bathrooms weekly (except during months pool is open)

• Dust surfaces at least once each 2 weeks, including cob web removal

• Clean window/door glass at least once each 2 weeks

• Brush pool table and check all equipment according to use. Repair pool cues as needed.

Pool Maintenance and Bathrooms-Summer

• Test pool water temperature and chemical levels every morning before pool opens and at night. • Keep state mandated record of all chemicals used. (If needed, pool chemical instructions will be

provided) • Back-flush filters as needed.

• Vacuum pool bi-weekly during swim season. This should be before or after scheduled pool hours.

• Maintain all safety equipment.

• Cover pool at night, uncover in morning.

• Clean pool bathrooms thoroughly once a week. (Pool attendants will do on daily basis.)

1. Clean toilets, urinals, sinks and showers.

2. Check all paper and soap levels.

3. Rinse floors with hose; then flush with mixture of 1 cup bleach to 4 gallons hot water.

4. Empty garbage and place in dumpster.

Outdoor Maintenance Duties

• Mow and maintain lawn/flowers/plant areas (entrance sign area, tennis court/playground and clubhouse)

• Clean light fixtures quarterly

• Replace rusty hardware; replace basketball net and touch-up paint as required.

• Wash windows every 2 weeks. TIP: Use solution of 1 TBP. of powdered dishwasher detergent and 4 drops of Jet Dry (liquid dishwasher rinse additive) per gallon of HOT water. Rinse windows with hose, apply soap solution and allow to set 15-30 seconds; then rinse again and allow to air dry for streak-free windows.

• Lubricate all outside door hinges, locks and latches once a month with canned silicone spray. • Sweep walks twice weekly and more if needed.

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• Empty garbage at beach access and tennis court every Monday for Wednesday dumpster pick-up. • Trim hedges as needed

Winter projects:

• Haul away limbs dumped near back parking lot and by entrance sign

• Repair/replace broken light fixtures

• Repair running toilets and water faucets

• Paint wall heaters in clubhouse as needed

• Find/plan repair of water leaks

• Straighten wood pile and remove frayed tarps. (Wood pile must not contact building)

Inventory

Working with supervisor, submit an inventory list of equipment yearly (by November 1) to office manager. Office Manager will provide a copy of previous year’s depreciation list.

I hereby acknowledge that I have received and read a copy of the Bayshore Beach Club Personnel Policy.

Facilities Manager Date

President Date

E4

JOB DESCRIPTION: Pool Manager REPORTS TO: Bayshore Employee Supervisor

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1. PURPOSE OF POSITION: Provide training and supervision of all Pool Attendants while

Bayshore’s Pool is open. Provide Bayshore Members and their guests an enjoyable experience while maintaining a clean and healthy environment. Establish monthly work shift schedules, including self, and publish those schedules to the Employee Supervisor, Office Manager and each Pool Attendant. Each Attendant and Pool Manager will have basic CPR training and certification.

2. PRINCIPAL ACCOUNTABILITIES/KEY END RESULTS:

A. The Pool Manager is responsible for the running of the pool and recreational facilities. In addition to assisting with general duties, the pool manager assigns duties to the pool attendants, educates/trains regarding rules of using Bayshore Recreational Facilities, and provides back-up coverage of recreational area as well as response to and resolutions of concerns.

B. Train our Pool Attendants and assure our pool and recreational area is opened, operated and

closed and in accord with instructions provided by the Bayshore Employee Supervisor. These activities include but are not limited to:

a. OPENING i. Remove the pool cover 30 minutes prior to opening the pool. Facility

Manager will assist if available. ii. Unlock pool pump room

iii. Place temperature probe in pool for four to five minutes. [Note: Bayshore’s pool is to be maintained at a temperature in accordance with Lincoln County regulations during pool hours. Downtime pool temperature to be established by Bayshore Employee Supervisor.] Note water temperature and record on forms made available from Bayshore Office Manager. Adjust heaters as necessary.

iv. During the time establishing the water temperature; use pH and Chlorine test strip and affirm color match. Record using forms made available from Office Manager. Adjust chemicals as necessary.

v. Sweep and hose down the pool deck. Sweep patio and recreation room. Water all plants around the pool and in recreation room areas.

vi. Wipe lawn chairs dry. vii. Check bathrooms and recreation room area to assure a clean and healthy

environment for our members, their guests and rental customers. viii.

b. CLOSING

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i. Perform final pH/Chlorine strip and Temperature probe checks. Record accordingly. This is to be done as close to 7:30p as possible. Adjust chemicals and temperature as necessary.

ii. All pool activity including shower use is to be finished no later than 8:00p. iii. Cover pool with thermal blanket [when vacated]. iv. Sweep recreation room. Using a large trash bag (provided by Facility

Manager) empty all trash containers in recreational and bathing areas. When leaving throw in Dahl Trash Dumpster.

v. Swab toilet bowls, wipe bath counters and clean sinks. Using hose provided by Facility Manager wash down all bath floors while using a cleaning solution – also provided by the Facility Manager.

vi. Lock pump room, recreation room sliding glass door, restroom doors, and main pool entrance door. Exit through the office entry door using key provided by Office Manager.

c. OTHER SHIFT RESPONSIBILITIES i. Periodically check restrooms for cleanliness. Maintain and replenish paper

products as necessary. Coordinate supply inventory with Office Manager and/or Facility Manager.

ii. Perform a pool pH/Chlorine test strip every four hours – keeping accurate recordings on forms provided by Office Manager. If Pool Chemicals can not be balanced it is the responsibility of the Pool Manager to determine the safety hazards to our members, their guests as well as our rental customers and if determined to be a health risk to immediately close the pool until the pool is determined safe and without associated health risks. After closing pool and assuring all users have vacated, the Pool Manager shall notify the Employee Supervisor. If the Supervisor is unavailable, the Pool Manager should notify the President of Bayshore’s Board of Directors. Attendants are to be trained to involve the Pool Manager or Employee Supervisor immediately if these conditions exist.

iii. Maintain and assure the use of an activity log provided by our Office Manager. For member use, as well as their guests, make sure their member cards are displayed in Bayshore’s card display while in the recreational area and pool area. Renters’ fees are collected by the Pool Manager or Attendants as directed by the Office Manager.

iv. Assure member cards are current and those found to be lapsed, encourage the member to contact our Office Manager for a remedy. If the Office Manager is not present then check the current status of the member and if found to be a current member but having an old Member card (use the up to date list provided weekly by Office Manager and secured in Pool Attendant desk for reference only) – the Pool Manager can issue a temporary use card (provided

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by the Office Manager and secured in the Attendant’s desk) allowing the member to use the pool for a period not to exceed the Office Manager’s absence.

v. Receipts from Renters’ fees are to be received by Pool Attendants and given to the Office Manager once every day that she is in the office. The “till” is to be counted and recorded at the beginning and end of every employee shift worked, using the format suggested by the Office Manager.

vi. Issue and retrieve tennis court keys as needed. C. Train all Pool Attendants in regard to collecting fees and reconciling the “till”. Train all Pool

Attendants to enhance all users’ experience, educate and train new members and all rental users to the established rules for using Bayshore’s recreational facilities.

D. Make sure all Pool Attendants know that when the pool is totally vacant they are expected to consult with the Pool Manager, Office Manager or Facility Manager for jobs in and around the recreational area to enhance the Bayshore member experience. The jobs could range from sweeping other parts of our facility to emptying trash to dusting to cultivating plants on an as needed basis but will not require any lifting heavier than 30 pounds (possible exception is the thermal cover). Other than designated breaks all Pool Attendants and Pool Managers ‘on duty’ are to remain active and involved in Bayshore business and should not expect to enjoy excess “free” or “personal” time.

E. Train Pool Attendants that when the pool is in use the focus of this position will be maintaining a healthy environment for the users. The pool manager and/or attendant will monitor and be in the pool area or recreational room at all times. If a staff member anticipates being absent more than five minutes, the staff member must advise the Pool Manager, Office Manager or Facility Manager when they are leaving the area and when they will return. The Pool Manager and Pool Attendants are not Lifeguards, but are expected to be of assistance to users in maintaining a clean and healthy environment to which Bayshore rules are followed.

F. If, after advising a user of Bayshore’s established rules, and even after a polite reminder it becomes apparent there is little or no regard for our Rules of Use, the Pool Attendant will immediately contact the Pool Manager for assistance. Be kind and professional during this process. If the Pool Manager is not available call for assistance from Bayshore’s Employee Supervisor. Additionally the Pool Manager may request assistance from any Board Member. If the Pool Manager is going to be unavailable, it is their responsibility to coordinate with Pool Employee Supervisor to assure our Pool Attendants have a “go to” resource. If the Employee Supervisor is not available it is the Employee Supervisor’s responsibility to find a responsible Director to “stand-in” during their absence. The Employee Supervisor shall inform the Pool Manager of the “stand-in” and appropriate contact information.

a. If all attempts fail to convince a member, their guest, or a rental customer to follow our rules and our procedures for a recreational activity then the Pool Manager, our Employee Supervisor or even a Director may request the member to please vacate the

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premises of the pool. Additionally, for all those involved a full and unedited report shall be prepared by each person detailing the events as unbiased as possible. Each involved employee shall deliver their written report to the Office Manager within 24 hours of the incident. The Office Manager shall forward all reports to the Board. NOTE: Our first line of service is to our Members and it is expected that all staff will maintain their professionalism at all times.

Notice: Pool positions have no Bayshore Beach Club regular employee benefits. This is a seasonal part-time position and overtime hours are not available. Employee Signature Date

President Signature Date Added pursuant Board action March 20, 2010 Item A was changed pursuant BOD action November 16, 2013 Items G and H were deleted pursuant BOD action November 16, 2013 Job Description – Pool Attendant

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DEPARTMENT: Bayshore Recreation REPORTS TO: Bayshore Employee Supervisor through Pool Manager

1. PURPOSE OF POSITION: Provide Bayshore Members and their guests an enjoyable experience while maintaining a clean and safe environment. 2. PRINCIPAL ACCOUNTABILITIES/KEY END RESULTS:

a. Provide a vigilant overview of the pool and recreation room making sure Bayshore Member’s assets are well protected and established rules are being followed by all users.

b. Open and close pool and recreation room according to instructions provided by Pool Manager.

c. Collect from and maintain a register of all rental activity according to instructions provided by Bayshore’s Pool Manager. To enhance all users’ experience, educate and train new members and all rental users to the established rules for using Bayshore’s recreational facilities.

d. When the pool is totally vacant consult with the Pool Manager, Office Manager or Facility Manager for jobs in and around the recreational area to enhance the Bayshore member experience. This could range from sweeping to emptying trash to dusting to cultivating plants on as needed basis but will not require any lifting heavier than 30 pounds; an exception is made for the pool cover.

e. When the pool is in use the focus of this position will be maintaining a healthy environment for the users. The pool attendant will monitor and be in the pool area or recreational room at all times. If absence is greater than five minutes please inform the Pool Manager, Office Manager or Facility Manager when you are leaving the area and when you will return.

f. Remain conscious of all Bayshore materials and if anything out of the ordinary appears to have happened, report your concern to the Pool Manager immediately.

g. If, after advising a user of Bayshore’s established rules, and even after a polite reminder it becomes apparent there is little or no regard for our Rules of Use, the Pool Attendant will immediately contact the Pool Manager for assistance. Be kind and professional during this process. (If the Pool Manager is not available call for assistance from Bayshore’s Employee Supervisor).

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h. Above all you are the welcoming face of Bayshore to our members, their guests and rental customers please enjoy yourself and help everyone do the same. Be happy. Be safe. Be professional.

Note: This is a seasonal position and carries no employee benefits, overtime hours are not available.

__________________________________

Employee Signature Date President Signature Date Added pursuant Board action March 20, 2010

E5

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Performance Appraisals Facilities Manager

Check one Probation Annual Other DEVELOPMENT PLAN For all competencies/accountabilities in which standards are not met .

GOAL DATE .

GENERAL STANDARDS

EE

ME

NI

TEAMWORK (Cooperation, adaptability, flexibility, communication, dependability,)

STANDARD: Demonstrates support for others in accomplishing work. Demonstrates flexibility in adapting to changing needs. Supports team goals.

Customer Service (Professional behavior, confidentiality) Standard: Consistently interacts with others in a courteous and professional manner. Maintains confidentiality.

FISCAL RESPONSIBILITY: (Effective use of time, supplies, safe and attentive work practices) STANDARD: Minimizes waste of time and materials. Consistently uses safe work practice and is consistently productive. Suggest practice changes to decrease costs.

INNOVATION: (Participation in new projects and improvements) STANDARD: Takes on projects willingly, acts on opportunities to improve, and contributes new ideas.

QUALITY: (Quality improvement, change adaptation) STANDARD: Demonstrates integration of quality principles in job performance. Consistently follows policies, and procedures. Follows through with assignments.

JOB SPECIFIC STANDARDS

CUSTOMER SERVICE STANDARD: Responds appropriately in interactions with board members, members and others. Maintains a positive and friendly environment in the club.

BUILDING MAINTENANCE: STANDARD: Does routine cleaning, performs periodic preventive maintenance and minor repairs. Monitors for damage and informs the board of needs for major and specialty repairs. Maintains supply inventories and keeps club storage areas and outbuildings in clean and orderly manner.

BUILDING USE: STANDARD: Opens and sets up for scheduled club events, coordinates usage with the office manager and performs rental inspections.

GROUND MAINTENANCE: STANDARD: Performs grounds keeping of club properties. Empties trash.

POOL OPERATIONS: STANDARD: Maintains the pool, ensuring that all necessary monitoring and maintenance is done.

GENERAL DUTIES: STANDARD: Secures club buildings and property. Provides oversight of pool, recreation room, and club. Performs weekly community drive-through.

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Annual Goals: Comments by Appraiser:

Comments by Employee: Signatures below indicate that the annual review was reviewed and discussed with the employee: Employee Signature Appraiser Signature & Title Date: Employee Received Copy

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PERFORMANCE APPRAISAL Office Manager

Check One: Probation Annual Other NAME: TITLE: Review Period: to

GENERAL STANDARDS

EE

ME

NI

TEAMWORK (Cooperation, adaptability, flexibility, communication, dependability,)

STANDARD: Demonstrates support for others in accomplishing work. Demonstrates flexibility in adapting to changing needs. Supports team goals.

CUSTOMER SERVICE (Professional behavior, confidentiality) STANDARD: Consistently interacts with others in a courteous and professional manner. Maintains confidentiality.

FISCAL RESPONSIBILITY: (Effective use of time, supplies, safe and attentive work practices) STANDARD: Minimizes waste of time and materials. Consistently uses safe work practice and is consistently productive. Suggest practice changes to decrease costs.

INNOVATION: (Participation in new projects and improvements) STANDARD: Takes on projects willingly, acts on opportunities to improve, and contributes new ideas.

QUALITY: (Quality improvement, change adaptation) STANDARD: Demonstrates integration of quality principles in job performance. Consistently follows policies, and procedures. Follows through with assignments.

JOB SPECIFIC STANDARDS

CUSTOMER SERVICE STANDARD: Responds appropriately in interactions with board members, members and others. Maintains a positive and friendly environment in the club.

BEHAVIORAL SKILLS: STANDARD: Models professional behavior. Demonstrates effective communication skills and acts as a professional liaison at all levels. Accessible to board members, members and others.

ACCOUNTING SKILLS: STANDARD: Accurately processes accounting entries in a timely manner. Maintains accounting report ledgers and files for the current fiscal year. Compiles statistical historical reports. Interacts with outside accountants and budget committee members in an appropriate manner.

PROFESSIONAL SKILLS: STANDARD: Knowledge of office procedures and computer usage.

PERMANENT FILE RETENTION: STANDARD: Archives District records for required duration. Appropriately purges unnecessary records upon retention date expiration.

MONITOR OFFICE SUPPLIES AND EQUIPMENT: STANDARD: Monitors the efficiency of the office equipment operations. Schedules maintenance or repair as needed. Monitors equipment lease, and service agreements. Maintains supply inventories.

BUILDING USE: STANDARD: Schedules club events and rental usage. Coordinates usage with caretaker.

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EE = Exceeds Expectations ME = Meets Expectations NI = Needs Improvement

DEVELOPMENT PLAN For all competencies/accountabilities in which standards are not met .

GOAL DATE .

Annual Goals: Comments by Appraiser: Comments by Employee: Signatures below indicate that the annual review was reviewed and discussed with the employee: Employee Signature Appraisers Signature & Title Date: Employee Received Copy

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M-1 Membership Cards and Club Privileges

1. Two (2) membership cards are issued to each member upon payment of annual dues (in good standing). Members who own multiple lots receive a total of two cards. The primary use of membership cards is control access to club facilities (pool, activity room and tennis court).

2. Members whose property is used as a long term rental may choose to transfer their club privileges to the renter; the member’s club privileges are thereby suspended. The member or renter must bring the original membership cards to the office and show the lease to the office manager, who then issues two membership cards in the renter’s name and the office manager will keep the original cards.

3. If a member owns more than one property and uses one or more as a long-term rental, two cards are issued for each rental property upon display of a lease. The member may retain the original two membership cards if at least one of their properties is not used as a long-term rental.

4. Members must accompany their guests. However, members may designate up to eight adult family members (four on each card) who may utilize the facilities unaccompanied. Both members and authorized family members may bring up to four guests per card. Members remain responsible for the actions of persons gaining access with their membership cards.

5. Youth cards are issued to dependents of Bayshore members who are 14–17 years of age. Those with youth cards can use the pool and game room unaccompanied, and may bring one guest.

6. Short term (vacation) renters do not receive club house privileges. However, they may pay to use the pool on a daily fee basis. They must produce their rental agreement/and or receipt and photo identification to gain access. Access may be restricted during busy times.

7. Members and authorized adult family must have a membership card in their possession, and may be asked to produce photo identification when they sign into the activity area. Those without identification may be denied access.

8. Members without a membership card, and not known to the pool/recreation room attendant, will be allowed a ONE TIME use after presenting photo identification. The attendant will keep a record to prevent abuse of this privilege. If the member does not reside in Bayshore, the one time use will be extended until the next available day they can obtain a card from the office manager.

9. A $5.00 fee is charged to replace a lost membership card. 10. Members are allowed to bring their own alcohol to Bayshore sponsored events for their own

consumption. (Ref; Bylaws Art II & Art IX, ORS 94.630) Articles 1, 2, 7, 8 were added and/or amended pursuant BOD action April 17, 2010 Article 10 was added and/or amended pursuant to BOD action October 18, 2014

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M-2 Clubhouse Privileges 1. All members and guests must adhere to the posted pool and activity room rules, and follow the

direction of Bayshore Beach Club employees.

2. A schedule of swim times (adult, family, etc.) is to be posted at pool entrance. 3. The member is responsible for the conduct of all persons utilizing his/her cards as well as any

resultant damages. If any person violates posted rules of the pool or clubhouse, the person may be asked by authorized staff to leave the club premises.

4. Following such an incident the involved staff member will prepare and deliver a written incident report to his or her supervisor within 24 hours of the incident. The supervisor shall review the report with staff and forward the report and the supervisor’s recommendations to the Board within 7 calendar days of the incident. The Board may elect to suspend or restrict a member’s pool/clubhouse privileges, but only after giving the member written notice and an opportunity to be heard either in person or in writing. Notice of the opportunity to be heard must include a copy of the incident report.

5. Children under 14 years of age must be accompanied by an adult (18 or older) for pool and recreation room use and may not be left unattended.

6. Swimming and poolside privileges may be limited to two hours per day per person during busy times.

7. Member access to the top floor of the club may be restricted during private parties, scheduled activities, meetings, etc. Other use of upstairs should be coordinated with staff.

8. Purchasers of pool passes are permitted access only to the pool and restrooms.

9. The Clubhouse has Tennis Rackets, Nets and Badminton rackets available for rent to guests with a $20.00 deposit.

No other items in the Clubhouse are rented, loaned or available for individual use by members. (Ref; Bylaws Art II, III & IX, ORS 65.167 & ORS 94.630)

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M-3 Clubhouse and/or Kitchen Rental Agreement

Member Name: Member #:

Organization Name or Group Name:

Date Desired: Hours Needed: To # of Guests Maximum of 8 hours per days

Rental Rates (to be paid in full to reserve the date and times requested) All Events: $25.00 per hour (Does not include any kitchen use) Event Hours = $_______

Kitchen: $15.00 per hour (Added to all Event hours) Event Hours = $______

Refundable Deposit (To be paid in full to reserve the date and times requested)

All Events: Conditional Refundable $200.00 Deposit (Deposit Refund within 30 days if earned) Total Amount Due “Bayshore Beach Club, Inc.” (Reserve Date as Agreed)

Bayshore Member Rental Policy: Member must be in good standing and must attend the entire event. The Bayshore Member must sign this agreement. Your Homeowner’s Policy Information must be on file prior to occupying the clubhouse. All servers and guests must sign-in while attending the event (our insurance policy). Facility Manager is responsible to determine the amount to refund of the deposit. Building and all equipment used must be in condition as found. All clean-up to be completed by 10 PM on the event date. No smoking is allowed within 10 feet of the clubhouse. Neither pool nor the recreation game areas are part of this agreement. Initial: ____ Per Oregon State Law the member renting the Bayshore Beach Club Facility is responsible if liquor is served and required proof of liquor liability insurance for the event. Also the member renting this facility states that no consumption by anyone under 21 years of age is allowed. Initial: ____ Review and initial partial list that can have a bearing on your refundable deposit as determined by our Facility Manager: Initial when checking in and checking out in the presence of the Facility Manager. The deposit is forfeit if noted damage occurred during event. If damage is greater than the deposit Bayshore will be reimbursed by the responsible member who rented for this event. Check in Check out Dishes and flatware clean and stored Homeowners Insurance on file: Counters and tables cleaned Amount Received: Ranges and Ovens clean Check Number: All appliances and condiments stored Refund Deposit: Yes No Check refrigerator for left items If “NO” attach a separate sheet explaining situation. Spilled beverages and food cleaned Bayshore Check #: Garbage taken to dumpster by garage Chair covers clean and accounted for Floors are unmarred Member Signature: Date: Bayshore Official:

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Application for Clubhouse Rental Organization or Group

NAME OF ORGANIZATION OR GROUP___________________________________

DATE WANTED____________________ PHONE #___________________________

HOURS WANTED __________________ # OF GUESTS EXPECTED ____________

FEE SCHEDULE Day rates/Rental fee Cleaning Deposit__ ½ Day - 4 Hours - $75.00 (each additional hour $15.00) $50.00 (refundable) Full day - 8 Hours - $150.00 (each additional hour $15.00) $150.00 (refundable) Rental is reserved after fees are received by the Bayshore Beach Club, Inc. The fee shall be paid by check. There shall be a maximum of 250 people. The total fee is to be paid as indicated and if the following requirements are met, the refundable deposit will be returned: A. Organization must sign contract and takes full responsibility.

B. Organization will provide a Certificate of Liability Insurance, where aquitable.

C. All attendees must register for insurance purposes. (i.e. band, servers, etc.)

D. Cleaning deposit may be forfeited, either partially or in full, if breakage occurs, items are missing, or the building is not cleaned. This will include costs and damage. This at the discretion of the Facilities Manager and the board of directors.

E. Building and premises shall be left in the condition they are found. Clean-up must be completed before 10:00

P.M. the night of the event or the deposit will not be refunded.

F. Bonding is required if alcohol is sold.

G. Pre and Post inspection list must be gone over with the Facilities Manager.

H. No Smoking in building or within 15 feet of the building.

I. Rental DOES NOT include use of Recreation room or Pool.

________ I have received a rental check-off form and understand the listed items. ________ I have read the above and agree to all provisions. Signature Date

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RENTAL CHECK OFF LIST

The following items are listed to assist you in redeeming the refundable deposit. This is to insure that the clubhouse is left as clean as it was found.

Before After A. Kitchen, Dining Area and Main Hall:

1. Dishes clean and in cabinets. ______ ______

2. Silverware clean and in drawers. ______ ______

3. Tables, drain boards, clean. ______ ______

4. Stovetops and ovens clean. ______ ______

5. All items, such as coffee servers, creamers, etc. in proper cupboards. ______ ______ 6. All items in the refrigerator are to be removed. ______ ______

7. Spilled beverages & food cleaned from floors and furniture. ______ ______

8. All refuse put in the dumpster located outside beside the garage. ______ ______

It is understood that any damages caused will forfeit the DEPOSIT. In such case as the damage exceeds the refundable deposit it is agreed that the renter will reimburse Bayshore Beach Club, Inc. in the amount of said excess. Name of the Insured: ______________________________________________

Address of Insured: ______________________________________________

Name of Insurance Company: _______________________________________

Policy Number: __________________________________________________

Amount of Liability: ______________________________________________

Signature Date Signature of Bayshore Affiliated Official Date

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M-4 Use of Beach Club Parking Lots and Grounds

General Policies 1. Dogs must be leashed while on club property. Owners must clean up after their animals. 2. Members and guests are asked to use receptacles for all trash, and to properly extinguish and dispose

of smoking materials without littering. 3. Horses are prohibited. 4. Vehicles are not permitted except in paved or graveled areas designated for that purpose. No

parking on the grass. Except as otherwise provided in items 3 or 4 of “East Club Parking Lot”, below, no boats, RVs, commercial vehicles or equipment, horses, horse or utility trailers, etc. are permitted at any time unless necessary for club maintenance, and overnight parking is prohibited. Parking in front of the garage and in the driveway south of the clubhouse is prohibited.

West Club Parking Lot 1. Parking is authorized for Bayshore members. Parking is also authorized for invited guests who are

attending functions at the clubhouse. 2. Parking is prohibited from 11 PM to 7 AM. 3. Parking is prohibited directly in front of the beach access. No vehicle may use club property to

access the beach except authorized emergency and law enforcement vehicles.

East Club Parking Lot 1. Parking in the east lot is for Bayshore members and renters, and for guests utilizing club facilities or

attending club functions. 2. Overnight parking is prohibited except as provided under items 3 or 4 of this section. We inserted

this because the outright prohibition is conditioned in those items cited. 3. Commercial equipment (paving vehicles, bulldozers, flatbeds, dump trucks, etc.) may be stored in

the east side of the lot when actively being used for work within the community if it is impractical for the equipment to be stored on the job site. The equipment must be used at least every 48 hours. The contractor or operator must notify the Beach Club Office Manager before leaving any equipment overnight, and must remove the equipment as soon as it is no longer regularly required for use on a job site.

4. Equipment must have clear identification of ownership and contact information in the event of emergency. Commercial vehicles dedicated to road sand clearing in south Bayshore may be stored in the lot during the winter and spring months.

Playground

1. The playground is open from Sunrise to Sunset, closed from Sunset to Sunrise. 2. No alcoholic beverages are permitted. 3. Children under 14 must be supervised by a responsible adult at all times. 4. (Ref; Articles of Incorporation Art III, ORS 94.630)

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M-5

Member Fees The following fees have been established: 1. Transfer fee: A charge of $150.00 is assessed to the seller of any property to absorb the costs of title

paperwork, establishing a new member account, mailing a new member packet, preparing new membership cards, and obtaining a new deed. The fee is a per property transfer and is due and payable at the time the property is transferred.

2. Membership card replacement: A charge of $5 is assessed for any member requesting replacement of membership cards.

3. Copy fees: A charge of $0.10 per page is assessed for copying records, reports, or correspondence. For large quantities of copies and for research time, a charge of $5 per quarter hour of staff time may be assessed.

4. Fax fees: A charge of $0.50 per page for long distance is assessed. Faxing for members is done at the discretion of the office manager.

5. Boat and RV permits: A charge of $25.00 is assessed for issuance of a lifetime boat or RV permit.

6. Height variance requests: A charge of $ 150.00 is assessed to cover the costs incurred.

7. Clubhouse rental: Rental and cleaning deposits are assessed for private use of the clubhouse.

(Ref; ORS 94.630)

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O-1 Management of Correspondence Policy 1. Correspondence is defined as written communications (including fax and e-mail) between the

corporation and all other entities, including Bayshore members, businesses, and governmental bodies. Coordination of correspondence is the responsibility of the secretary-treasurer.

2. Correspondence on file is retained for a minimum of three years. 3. Correspondence is reasonably available for examination, and upon written request, available

for duplication by a member or mortgagee who makes a request in good faith for a proper purpose. Reasonable duplication fees may be charged. If there is any concern about the validity of a request for examination or duplication of correspondence, the request may be delayed until it can be considered by the board of directors.

4. The following correspondence may be withheld from examination and duplication: • Correspondence related to personnel matters regarding a specific person • Contracts, leases, and other business transactions currently under negotiation • Communications with legal counsel regarding personnel matters, business transactions,

or communications otherwise deemed by the President or Vice-President to be within the attorney-client privilege.

• Correspondence considered in executive session. • Correspondence in other member’s individual files.

Incoming Correspondence Procedure 1. Correspondence addressed to the board is distributed to each board member, with a copy

retained on file. Correspondence addressed to a specific board member that pertains to corporate business is treated as if it were addressed to the board; letters received by board members at their homes should be brought to the office for appropriate action and filing. E-mail communications to and from board members should be forwarded or copied to the office; it is the responsibility of the board member to ensure that this occurs.

2. Correspondence addressed to the corporation is the responsibility of the office manager. Correspondence requiring board review or intervention is distributed to each board member, with a copy retained on file. Correspondence requiring committee review or intervention is distributed to the committee chairperson, with a copy retained on file. Correspondence from legal counsel which is deemed by the President or Vice-president to be subject to the attorney-client privilege, is stamped confidential and is distributed to board members in sealed envelopes; copies are retained in a dedicated and secured file. Routine inquiries (membership card replacement, club operations, rentals, etc) are handled by the office manager; such correspondence is not retained on file.

3. Correspondence addressed to or forwarded to the board is reviewed at the board meeting immediately following receipt of such correspondence, provided such correspondence is received in time to be placed in the board packet and on the agenda. The President or the President’s Board member designee should review incoming correspondence (other than routine correspondence) on a regular basis. If the President or designee determines that a response to the correspondence is necessary prior to the next regular Board meeting, the

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President or the designee should arrange for immediate action by the Board. 4. Correspondence addressed to or forwarded to a committee is reviewed at the committee

meeting immediately following receipt of such correspondence.

Outgoing Correspondence Procedure 1. All outgoing correspondence is coordinated through the office manager, who is responsible

for mailing the correspondence and retaining a copy on file. 2. The board authorizes all responses made to correspondence addressed to or forwarded to the

board. Copies of responses are distributed to board members at their request. The President or the President’s Board member designee should review incoming correspondence (other than routine correspondence) on a regular basis. If the President or designee determines that a response to the correspondence is necessary prior to the next regular Board meeting, the President or the designee should arrange for immediate action by the Board.

3. Each committee is responsible for authorizing responses made to correspondence addressed to or forwarded to the committee. Copies of responses may be distributed to the committee members if so desired. Committee chairs may choose to distribute copies of key correspondence to the board.

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O-2 Accounting and Financial General Policy and Responsibilities

The overall responsibility of the financial affairs of BBC is in the hands of the BOD (see B-2, 3, 9). The day to day accounting is done by the Office Manager (see E-2) and overseen by the Budget Coordinator (see C-2a). Current Accounting software used is QuickBooks Pro and is to be used for generating all reports and providing information to the contracted CPA for generating tax returns. A Review or Audit of the financial statements should be done only if some accounting discrepancies are discovered.

Accounting process and management

1. Bills and invoices are to be entered into Accounts Payable and processed as follows:

2. On-line bill paying is to be used where applicable. Office Manager to arrange for and manage to prevent under or over payments. There is to be a back-up person to oversee and fill in when Office Manager is not available. Back-up person is to aid in monthly bank reconciliation. The back-up person is to have some accounting and computer skills and be willing to serve in this position for one year or longer.

3. Utility invoices that are within the Budget pattern are to be paid without further approval.

4. Office supplies invoices that are within the Budget pattern are to be paid without further approval. Any change in office equipment or other major expense is to be reviewed by the Budget Coordinator and may need to be brought before the BOD for approval before a commitment is made for purchase.

5. Maintenance operation invoices that are within the Budget pattern are to be paid without further approval. Because of the nature of building maintenance, the facilities manager and the Physical Asset Committee must keep close attention to the Budget limits and projected costs. If the trend of expenses look like they will exceed the budget, the Budget Coordinator is to be consulted for additional funds and/or brought to the BOD for approval.

6. Reports to the BOD are to be basic Profit & Loss statements that include a comparison of Budget vs. Actual. Reports to the BOD are to be given to them no later than the lOth of each month.

7. Membership Dues statements are prepared and sent by the Office Manager.

Dues and assessments

1. Dues are the annual membership dues that are due on or before June 30 each year.

2. Assessments are any and all charges against a member’s property. These charges may include a Board of Directors ordered assessment for improvements, replacement, or repairs of common properties. It may also include any and all fees and costs of collection if a member becomes delinquent in payment of dues or assessments.

3. Fees may include filing and release of property liens and attorney fees associated with the filing and release of liens.

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Dues and Assessment Payment schedule

1. Dues are due and payable on or before June 30 each year and each property owner will receive dues notice following the May Membership Meeting where the dues amount is determined. Assessments are due on date assigned.

2. Should dues or assessments (hereafter noted as Assessments) not be paid by the ascribed date, interest will be charged at 10 percent per annum from due date until paid in full.

3. Should the assessment not be paid within 30 days of the due date, a five percent late fee will be charged on the unpaid assessments.

4. Any assessment not paid within 30 days of the due date will be sent a demand notice from the Board indicating the amount due including notice of late fees and interest and demand for immediate payment thereof.

When does collection process start

1 Any Assessments not paid in full within 60 days from the due date, the President of the BOD is to instruct the Office manager to file a lien against the property and forward to the collection company(Company) used for this purpose

2 Assessments not paid within the time period noted in the Company demand letter may result in the filing of a suit for money judgment and/or foreclosure. Other collection methods may be used that are all within the state and federal statutes.

Who pays the costs of collection process

1. All costs associated with late payment, interest, late charges, liens, filings, and attorney fees are paid by the property owner. Bayshore assumes no costs for the collection of Assessments.

Communications regarding collection of Assessments

1. All communications with the property owner regarding collections after being turned over to the Company, are to be only between the Company and the property owner or his agent. Board members and Office Manager are not to speak to property owners about the collection process on their property after it has started.

How are collection funds dispersed

1. Funds received through the collection process are deposited in the Attorney's trust account. The Attorney will deduct all the fees and charges they have paid or earned (charged to property owner) then forwarded the balance to Bayshore.

For additional information regarding Dues, Assessments and Collections see the Resolution passed by the Board of Directors November 21, 2009. This is a summary and is not complete as to all details of the process.

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Management of and requirements of a Reserve Fund

Purpose of a Reserve Fund

A Reserve Fund (Fund) is for the purpose of having the funds on hand to make major repairs to buildings or to repair or replace major equipment or other assets that deplete from time and/or use. This is used in the budget process for the prevention of a special assessment of membership.

Reserve Fund Study Process

1. The Physical Assets Committee & Budget Committee are to prepare a study of the purchase year, expected usable life, anticipated replacement costs and methods of determining costs as well as the usable life remaining.

2. Basic annual operating expenses are not included, however such expenses as, roof replacement, pool heating equipment, pool resurfacing, computer

replacement are examples of major expenses. 3. Building replacement is not to be included.

4. Reserve amount is - Reserves = age divided by useful life x replacement cost.

This formula applied to each item and added together is the total of the Reserve Fund needed.

5. Reserve study is to be updated annually and prior to the Budget Committees required start date to allow the changes to be included in the Annual Budget.

Legal Requirements of a Reserve Fund

Because Bayshore Beach Club's declarations were recorded prior to 1999, we are not required by the State of Oregon to have a Reserve Fund. However, the BOD passed a motion that BBC have a Reserve Fund and prudent judgment says it is the right thing to do.

Account and Record Keeping

Funds are to be placed in an account separate from general operating account and only used for the items listed in the Reserve Fund Study. Borrowing from the Reserve Fund can only be done if the BOD adopts a resolution that allows borrowing and a method of replacing the borrowed amount.

Note: This Section on Reserve Funds is a summary of Vail-Fotheringham March 7, 2011 memo and The Home Owners Association Handbook (2003 edition).

Management of Request for Vendor Bids

When are vendor bids required?

1. The bid process is required when the estimated cost of a project, item or service exceeds $500.00. The project, item or service must be within the Budget ascribed and with the knowledge of the Budget Coordinator. Should the estimated cost exceed the Budget, Board approval is required.

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Who prepares the Bid Request?

1. The Committee requesting bids from vendors should have found vendors willing to submit bids and have a bid package prepared. Office Manager or others who would be knowledgeable about the project may assist the committee in the preparation of the bid package. The bid request is to outline the project, item or service including all materials, labor, services, transportation, insurance, terms of payment, bonds and licenses required, as appropriate

2. If possible at least three vendors should be selected. If there are not at least three vendors of the trade or product available locally, fewer numbers may be used.

3. The bids must include itemized; cost of materials, labor costs, transportation

costs and any miscellaneous costs. All materials and work are to be FOB Bayshore Beach Club premises.

Bidder Selection

1. The lowest total bid for all items on the Bid Request is to be used for the purchase of the project, item or service. Purchase Order to be issued if all conditions and requirements of Bid Request are met.

Use of outside Accounting Firms

The extent of outside accounting is limited to 1. End of year federal and state tax filings 2. Federal and state W-2 forms for employees 3. Does not include payroll responsibilities 4. Review end of year accounting

Selection of Outside Accounting firm

Firm must have the following qualifications 1. Licensed/registered Certified Public Accountant 2. Familiar with Home Owner Associations accounting needs 3. Familiar with the Oregon Revised Statutes regarding HOAs 4. Agree to a year by year term of service

Hiring process 1. Budget Coordinator and Office Manager to select qualified firms 2. The qualified firms to submit quotes for the outlined tasks 3. The Bidding Process outlined in previous section 4. The quotes with the qualifications to be presented to the BOD for final

selection. 5. Following BOD selection an agreement between BBC and selected firm is

to be signed by their representative and BBC President or Corp. Secretary

Need for Outside Accounting to perform Audits

Outside Accounting firm should not be needed due to the end of year accounting

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review done by an outside accounting firm. Should the BOD elect to have an outside audit done it should only be done if some accounting discrepancies discovered.

File Security and Fraud prevention

1. The Office Managers cubical is only to be accessible when The Office Manager, Office Managers backup or the BBC President is present and only to BOD. The Planning Committee also has access to this area to perform their duties.

2. No files are to be removed from the clubhouse for any reason. 3. The placing into or the removal of material to or from the property owner files is

only done by the Office Manager and the Planning Committee. 4. All financial records and file access is exclusive to Office Manager and President.

This includes all computer files. Information from these files may be obtained by request from the Office Manager if appropriate.

5. Employee records are exclusive to Office Manager and President and the appropriate supervisor of their employees, no exceptions.

If the processes in the aforementioned are followed, as well as the practices noted in Section 0-4, Computer Security and Data Backup, there is minimum risk of fraud so no additional prevention is needed. Added pursuant BOD action March 17, 2012

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O-3 Records and Reports General Policy 1. All Bayshore corporate records are maintained by the office manager in the office. 2. Electronic backups of the corporate records outlined below are kept off-site for security

purposes. Records Available for Inspection

• Articles of incorporation and amendments • Bylaws and amendments • Covenants and restrictions, and related Guidelines for Determination • Resolutions adopted by the board relating to the characteristics, qualifications, rights,

limitations, and obligations of members • Minutes of all meetings of members and actions approved by the members for the past

three years • Written communications regarding general membership matters made to members for

past three years • List of names and business or home addresses of the current directors and officers • The last three annual financial statements • The most recent annual report delivered to the Secretary of State under ORS 65.787 • Additional Required Records • Minutes of all meetings of the members and the board of directors • All corporate actions taken by the members or directors without a meeting • All actions taken by committees on behalf of the corporation • Accounting records • Member list including names and addresses of all members

Inspection of Records 1. Any member is entitled to inspect and copy any of the “records available for inspection”. 2. A member is entitled to inspect and copy “additional required records” only if the member

describes with reasonable particularity the purpose and the records the member desires to inspect, the demand is made in good faith and for a proper purpose, and the records are directly related to the purpose. Additionally, the membership list may not be obtained for any purpose unrelated to a member’s interest as a member, or for any commercial purpose, or to be sold or purchased by any person.

3. Any member may inspect the member list for the purpose of communication with other members from the time notice is given of a meeting of the members (annual or special meeting) and continuing through the meeting. Copying is permitted only as described in number 2 of this section.

4. A member’s agent or attorney has the same inspection and copying rights as the member. 5. Written notice of at least five days may be required. A reasonable charge may be imposed to

cover costs of labor and material for copies provided.

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Records Retention Keep Forever

• Bylaws • Articles of Incorporation • C&Rs • Corporate Tax returns • Employee benefits • Minutes and Motion lists • Closed Litigation

Seven Year Retention

• Bank statements & reconciliations o Cancelled check images

• Year-end financial statements • Internal financial reports • Inventory records • Expense reports • Accounts payable/receivable disks • Employee personnel records • Payroll tax returns • Time cards and wage summaries • Employment Applications • Lien Releases

One Year Retention

• Routine correspondence (non financial) • Election ballots & tallies

(Ref: ORS 65.224 & 65.771, ORS 94.670)

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O-4 Computer Security and Data Backup (to be developed)

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O-5 Office Operations BAYSHORE BEACH CLUB, INC Office Desk Manual Note: Many of the tasks will require interface with the Financial Contractor. Throughout the text this will be noted as OM/FC Interface. Opening Office Winter hours 11:00 am to 3:00 pm. Summer hours 11:00 to 3:00 pm 5 days/week. Adjust the “open” sign at the front door and open the sliding glass window in the inner office. Unlock the Recreation Room door (Tues & Wed). Daily Duties Check emails. For Board or Committee emails, forward to the appropriate member or director. (delete sender's email address unless authorized to share this information). Check phone messages. If the caller wants to speak with a director or committee member, take a message and advise that the directors and committee members are volunteers and may not be able to return the message immediately. Check faxes. Keep bulletin board in the window by the front door up to date. Only Bayshore information is allowed unless approved by the board. Pick up USPS mail at the street after 1:30 pm. Original correspondence from members to the office or Board should be placed in the corresponding binder with copies distributed to applicable persons. OM/FC Interface: Enter bills received in Quickbooks and online at Columbia Bank after getting signature from supervisor on items not already approved in the budget. Maintain incoming correspondence for the Planning Committee. Date stamp each item before putting it in their box. Maintain property files. Keep copies of all correspondence regarding violations, construction, etc in property files. Add copies of Deeds when property changes hands (see property transfers). Update new member information in Quickbooks. Maintain sufficient copies of all documents sent to new members (see new member packet) and all forms. Enter date and what was sent into “Notes” in Quickbooks. OM/FC Interface: Monitor accounts online that have been turned over for collections. Vial Fotheringham handles collection of past dues accounts over $300.00. Specific Responsibilities/Information:

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Accounts: Office Manager to notify businesses of who is authorized to charge on accounts and remove names when that person is no longer authorized. This is to include the Facilities Managers, President, Office Manager and whoever else the board designates. Accounts Payable: OM/FC Interface. Enter all bills in Quickbooks the day they are received. Transfer funds when needed to cover checks. (do in Quickbooks and Bank). Attorney Correspondence: All correspondence to and from the attorney is kept in the locking 4 drawer file cabinet. Make copies for directors; stamp each copy as “copy”. If attorney has termed the document “attorney-client privilege”, be sure to place in envelope, seal and stamp confidential. Notify the directors by email/phone that attorney correspondence is in their boxes. Bank Accounts: OM/FC Interface: The association has a checking account and two money market accounts currently at Columbia Bank in Waldport. There is a CD at Oregon Coast Bank, also in Waldport. The account numbers are listed on the front of the CD Account folder in the second drawer of the locking file cabinet. The bulk of money is held in one of the Columbia Bank Money Market accounts and transferred to the Columbia Bank checking as needed. The other Money Market is the savings account. Two signatures are required for checks, the Secretary-Treasurer, the President and Vice President are authorized signators. There is also a safe deposit box at Columbia Bank in Waldport. The key is in the second drawer of the locking 4 drawer file cabinet in the folder marked “safety deposit box”. Checks are kept in the same file cabinet drawer. When Board officers change, new signature cards must be filed for each account at each bank. Notify each bank of changes so they may prepare new signature cards, this will include a copy of the Minutes of the Board Meeting immediately following the general membership meeting or whenever officers change. The Minutes must be signed by the person taking them. Both banks need to have each signor go to the branch and sign the new signature cards, being sure to have ID with them. Office Manager must sign again each time. (Be sure to remind Bank to also change the safety deposit box signatures). Bank Statements: Print bank statements for the Columbia Bank accounts from their internet site. Go to internet, favorites, Home-Columbia Bank. Enter User ID and Password (find in blue notebook in back of second drawer of locking file cabinet) click on “Other Services”, “Statements” (must request each account separately). Board Correspondence: Prepare outgoing correspondence for signatures as requested. Incoming correspondence is shown to the President. It will then be copied for Board packets; the original goes in the correspondence binder. Any correspondence reviewed at board meetings should be included in the Minutes binder (see Correspondence in Policies and Procedures). Board Meetings: At least two weeks prior to the meeting, send out draft of agenda to directors so the Board Agenda and Meetings process can begin (see Policies and Procedures Manual page 17 for time line). Notify corporate secretary when packets are ready to be picked up so he/she can notify the board. Place in the board member mailboxes. Also prior to the meeting, print additional copies of the agenda and sign in sheets (dated for meeting). On the day of the meeting, put out board name plates, audience sign up sheets, pens, copies of agenda and any other pertinent copies, take minutes according to Robert's Rules of Order, have a copy of each

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document at all of the board meetings. (Be sure to take the office calendar so meetings can be scheduled without conflict.) After meeting, prepare draft of minutes which is placed in the packet for the next meeting. Make copies of Approved Minutes for containers outside office and by monolith. Once the minutes have been adopted at the board meeting, place a copy in the current Minutes binder along with copies of the correspondence reviewed in the meeting as well as the Sign in Sheets. Also email a copy of the approved minutes to the Communication Committee for posting on the website and email them to the Member contact list. Update Motions list on the computer, place copies of motions in the binder at the end of each fiscal year. Update Motions by Category and give directors a new copy with BOD notebooks after each May election. Boat/RV Decals: Planning Committee reviews application. Issue decal if approved. Update Log on computer (see Forms and Procedures for Office: Boat/RV Permit Log). Place original application in folder, one copy in property file and give copy to applicant. Breeze/E-Bulletin: Forward emails for the Breeze to the Communications Committee. Print copies of Breeze for container outside of the office door and by monolith. Email: When printing or forwarding members emails to directors or committee members, do not include members address without members permission. Budget Committee: OM/FC Interface. The Budget Committee is appointed by the board in January of each year. The Office manager is on the committee to give financial information to the committee and update the results of each meeting. Building: The Facilities Managers lock and unlock the upstairs. On their days off or when there is no Facility Manager, the office manager coordinates getting the doors unlocked. Do not rent the building on the Facilities Manager's days off. (Tuesdays and Wednesdays) or during his/her vacation. Calendar: Keep all Board meetings and club functions noted on office calendar. Also add clubhouse rentals when payment is received. Do not rent the facilities during week days as there are many clubs using the facilities. Post calendar in window, activity room and give copy to Facilities Managers. Checks: Checks are ordered from Intuit. They are kept in the 4 drawer locking cabinet. Clubhouse Rentals: Provide applications (available online) to those who want to rent the upstairs area. The clubhouse can be rented by members, local government groups and non profit organizations only. It cannot be rented for fund raising activities except by an organization sponsored by Bayshore. Except for the local government groups and non profit organizations, a member must be the person making the reservation and paying the fees. The member must also be in attendance throughout the event. Reservations can be made up to one year in advance. When receiving payment and completed application, write the event on the desk calendar. Rentals cannot be confirmed until payment is received. Enter in Quickbooks. (Go to banking, make deposits. In memo section, enter date of rental). The week prior to the event, place the application in the Facilities Manager's box. Once the event has taken place, the Facilities

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Manager will return the application to the office. He will indicate whether the deposit can be returned. If approved, process the check for deposit refund and mail to member. Clubs: Various clubs use facility. See Wall Calendar. Collections: OM/FC Interface. Unpaid dues and/or fees are handled by Vial Fotheringham. The member has to owe a balance of $300.00 or more before they are turned over for collection. Read agreement with Vial Fotheringham before turning over to them. See folder marked collections in the third drawer. The “Turn Over Form” is in the email inbox-Vial-Fotheringham-turn-over form. Mark in Quickbooks-go to name of member screen, in edit customer go to “additional information” click on “type” click on “collections”. If the member has multiple properties and is not delinquent in all, use the same procedure for the account that is delinquent. This is confidential information. Do not discuss with anyone outside of the board per agreement with Vial Fotheringham. Copier: Currently supplies are ordered from Staples. Personal copies for members are $0.10/page. Fax costs for members are $.25/ page local fax and $.50/page long distance fax. Enter in Quickbooks (banking, make deposits, under memo section-list copier charges). Digital Camera and Laptop Computer: There is a camera and a laptop Computer for use by the Board and committees. They are to be checked out through the Office Manager. Documents: Be familiar with the corporation documents. Keep sufficient copies of all documents available for members who come to the office as well as to mail to new members. Have a copy of each document at all Board of Directors Meetings. Election Packets: Packets are to be prepared for each member and mailed prior to the Annual Membership Meeting in May. These packets (approx 850) include a cover letter. financial reports, ballot(s)(depending on lots owned), biography of candidates, and voting instructions. Coordinate closely with Corporate Secretary. Deposits: Interface OM/FC. Collection of membership dues are the bulk of the deposits which come in June and July. The deposit book and bank stamp (used to stamp the back of each check) are located in the top drawer of the locked file cabinet. When a deposit slip is made for multiple checks each check does not have to be listed separately. You can run a tape on the adding machine and just state see tape and then list the total dollar amount on the deposit slip. If making a deposit for just a few checks list the bank number not the individual’s name. After posting the items making up the deposit in the computer print a copy of the deposit summary and put in yellow folder marked “deposit slips” found in the second drawer of the locking file cabinet. When a deposit is made at the bank always get a receipt, as opposed to the bank printing the receipt on the yellow copy in the deposit book. The bank receipt is then stapled to the printed copy of the corresponding deposit summary. When accepting money from pool employees during summer months always give them a receipt for amount of money they turn it. Enter this in Quickbooks, banking deposits, using pool employee name as depositor and stipulate pool passes/diaper in memo. Internet Access: Bayshore has DSL. Email is received through Outlook. Bayshore email address is baybeach@peak.org (or casco.net). Copies of emails are treated like other correspondence.

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Keys: Keys for the building are found in the office file cabinet. Directors may sign out keys for building and mailbox. The President signs for building, mailbox, office, storage room, under stairs storage and locking file cabinet. Some club chairpersons have signed out the key that will only open the double doors at the top of the ramp with the exception of the Planning Committee Chair who has keys to the inner office. The sign out sheets for these are in the key sign out book in the locked file cabinet. When changes are made in office personnel, the Inner Office keys should be changed unless the originals are imprinted with the words: Do not duplicate. Labels for Mailing: If the mail is going to a member, go in Quickbooks, click on the file, drop down to “print forms” hold cursor and a right hand field will show, go to “labels”. “Select Labels to Print” will show, click on arrow next to “all names” and choose “Multiple names”. This will bring up all members, click on as many members as you need, then click on OK click on OK again. “Print Labels” will appear, under “Label Range” select begin at: enter number in row and number in column. (you may have to count down for the row number). For vendors, use the same process. number) label sheet goes face up. For vendors, use the same process. For non-members, you will use Word. Open blank sheet. Go to “tools”, “letters and mailings” arrow to the right for “Letters and Labels”. Type in name and address and follow process from above to print by choosing row and column. Put label sheet in face up in printer and click print. Liens and Satisfaction of Liens: Interface OM/FC. In Word, double click on Liens, Forms and Fees. To access a Lien click on “Notice of Lien”, change dates, add Lot, Block and Division in appropriate spaces, add member names in appropriate place, be sure the officers know who will be signing at notarization. Have their names and titles correct. “Save As” to current Fiscal Year. Print on legal paper. Process check to Lincoln County Clerk for proper amount. In Word, Liens, Forms and Fees, update “Lincoln County Recorder Letter” and print. After officers have taken Liens to be notarized (West Coast Bank will do at no fee) mail Lien, check and letter to Lincoln County Clerk. When it returns, make two copies of each lien, original is certified mailed to member, a copy is mailed to same member via regular mail and “one copy” and file in member property file. To file a Satisfaction of Lien: in Word, double click on Liens, forms and Fees. Click on Satisfaction of Lien from the lien in the property file. Fill in the document number, name, and Lot, Block and Division. Be sure dates are current and names of signing officers are correct. Print on legal paper. “Save As” to current Fiscal year. Follow same process as Lien for county clerk. When the Satisfaction of Lien is returned from the county follow the same process as above to send to the member. Mail: Take all mail to the post office. Pick up incoming mail 1:30 pm. (the box is in the front of the clubhouse at the south end, key is needed to open). Put any mail for Facilities Managers in their mailbox. Membership Cards: Interface OM/FC. Order blank perforated business cards to have on hand for each year. Follow directions in Office Procedures book (black binder on turnstile) to make membership cards. Issue membership cards upon payment of the membership dues. Include copies of the “Board of Director Contact Sheet and pool/membership rules sheet.

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Membership Invoices: Board of Directors sets the amount of the dues each May. Within 2 weeks, invoices will be mailed to each member. Quickbooks will batch invoices (be aware of shared lots). Multiple invoices of single members should be mailed together. Interface OM/FC: Office Manager to keep track of those members not paying their dues in a timely manner. Any dues not paid by June 30 are considered delinquent and are to bear interest at the rate of 10% per annum. This is done in Quickbooks, (Customer, assess Finance Charges). Print and mail. Follow Collections Policy Process. Membership Copies of Collection Policy can be found in designated folder in top drawer under the copier as well as on the computer, Microsoft Word- Resolutions folder. Mileage Reimbursement: Facilities Manager and Office Manager are reimbursed for mileage at the current IRS rate per mile. This can be found online at “mileage rates”. The amounts are included on each time sheet from employee and entered on their paycheck. New Members: When information regarding the sale of property is received and Quickbooks has been updated with new member and address information, a New Member packet needs to be prepared and mailed to the new resident. (New Member Packets are in top drawer under the copier, folder marked “Welcome to Bayshore” letter in folder has list on back of all that is to be included in New Member Packets). Remember to put what is mailed in “Notes” in Quickbooks. Passwords: Passwords are kept in second drawer of 4 drawer locking cabinet in the back of the blue bookmarked confidential. Year End Reports and W-2s: Interface OM/FC. FC prepares year-end reports and W-2s. To compile packet Office Manager goes to Budget Folder, Corporations Non Profit Checklist. Petty Cash: Keep no more than $100.00 in petty cash in locked file drawer. Keep register spread sheet. Submit receipts for reimbursement to petty cash when needed. Pool uses $100.00 petty cash each season. Pool Manager is to keep spreadsheet and turn in to office each month. Planning Committee: The committee meets in the clubhouse each week. As requests are submitted, check to be sure that two sets of plans or drawings (if required) have been provided with a completed, signed application. Date stamp the request and place it in the Planning Committee box. If a height variance is requested, collect height variance fee of $150.00. The committee will provide information to be mailed to surrounding property owners. After each meeting, approval/denial forms and any correspondence to be prepared will be left on the desk. See Planning Committee Policies and Procedures for detail. Minutes will also be left on the desk or emailed. Minutes are kept in the Minutes Binder and the computer. Keep on the computer in (Planning Committee Minutes). Policies and Procedures: The Board has approved Policies and Procedures for most aspects of Bayshore life. The originals are kept in a binder in the office. The committee meets on an as needed basis. Postage Meter: Postage is filled through the machine. Pitney Bowes is set up on e-pay for postage. They also bill monthly for the meter rental. Mail stamped using the postage meter must

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be mailed the same day it is metered. Metered mail must be mailed at the Waldport post office only. Property Transfers: Interface OM/FC. Priority action-For most transfers, we receive a fax or email, called a demand statement, from a title company asking for updated dues information. This needs to be faxed back to the title company as soon as possible. On the form, indicate any back dues owing, as well as notify the title company of the transfer fee of $50.00 to be paid by the seller. Often, this is the only way we know a property is being transferred. If an escrow company calls for information, inform them that a written request is required. Add the name of the seller to the Property Owners Selling List spreadsheet found in Excel (Property Owners Selling List). Periodically, make a trip to the Lincoln County Courthouse to obtain the document number of the deed recorded for the transfer. (See instructions for using the courthouse computer). When the document number is obtained from the courthouse computer (also make a note of the mailing address of the buyer), send an email to Western title & Escrow customer Service Newport@westerntitle.com requesting a copy of the deed for our files. Once change of ownership has been verified, update Quickbooks to reflect the new owner and make the old owner inactive (unless owns other property in which case, make only the job (property that changed hands) inactive. If the new owner is an existing member, send letter enclosing a copy of the C&Rs for that division and other documents that may have been recently revised. See (Office Correspondence-new property-current member). If the new owner is also a new member, see New Member paragraph above. When an emailed copy of the deed is received verify spelling and mailing address then place in property file. Quickbooks: The association uses Quickbooks 12. Reports: Interface OM/FC. Budget Coordinator will request reports each month. Other directors may request reports from time to time. When making reports, do report in Quickbooks then export to Excel before emailing. Sign in/out office window: Update sign to post Board meetings. The letters for the sign board are kept in the storage cabinet under the stairs. When posting fliers for groups limit posters to Bayshore or community events. (No individual events such as garage sales, day care centers, cleaning services etc.) Supplies: Bayshore has an account with Staples. Supplies can be purchased by on-line or by phone. Facilities Manager Supplies: Facilities Manager is to give a completed order form (may be from supply catalog) to Office Manager to place orders for clubhouse supplies. Supervisor must sign all order forms before purchasing. For supplies purchased locally, Facilities Manager must

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give receipts to Office Manager or leave in office when the purchase is made. Invoices will not be paid until corresponding receipts are in office. Telephone Lines: The Club has four lines: Office Line 541-563-3040 (which also has the DSL line) Long Distance for this line is Verizon. Fax Line 541-563-6489 Kitchen/Pool line. 541-564-3871. Keep pool phone turned off when pool is closed. It may ring upstairs) Facilities Manager line 541-563-7253. There is no long distance on this line Time Sheets: All time Sheets must be signed by the corresponding supervisor before checks are distributed. President or Vice president co-signs each check with the Office Manager. Website: Bayshore's website is handled by a Bayshore volunteer resident. The Communications Committee will update as needed.

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Appendix I

Policy and Procedures Revision Log History: The Policy and Procedures (P&P) were developed to aid and guide the Board of Directors (BOD) and Committees in their tasks and to effect consistency in their actions. The intent is always in the interest of the membership as a whole. Some of the P&P had their beginning in the Articles of Incorporation and the By-Laws for Bayshore, the rest have been developed through the day to day operations. The first complete book was assembled in 2003 thru 2005. Some of these P&P were rescinded in 2005. In 2007 two BOD were given the task of reviewing and correcting both the standing P&P and the rescinded P&P, to bring them into compliance with the Oregon Revised Statues and the Oregon Homeowners Association Handbook. The revised P&P were presented to the BOD at a regular scheduled meeting on November 15, 2008, and were approved by a majority vote. Acknowledged by Corporate Secretary: __________________________Date__________ June 2017 The changes made to the Policies and Procedures Manual updated in June 2017 were presented by the Policies and Procedures Committee and approved by the Board of Directors at regularly scheduled meetings between October 2016 and March 2017.