Surf Pines

Weather for Surf Pines

If you have comments or suggestions about this web site, please e-mail the Webmaster. 

Copyright © 2007
Surf Pines Association

 The agenda was approved with one revision and two additions:

 The board then considered these items:

Comments from the Membership: There were no comments from the membership.

Treasurer’s Report
The treasurer’s report was approved as presented by Tom Wilcox.  Tom explained Woodford and Wood’s itemization of operating expenses for “Contingency” and Roads and Grounds” from the “Income vs. Budget” pages, as requested by the board during the previous meeting.  He reported progress on opening a money-market account at Capital One, FSB, at a current APY of approximately 1.95%. 

Security Committee’s Report
Bill Barrons, reporting for the Security Committee in the absence of its chairperson, Burr Allegaert, stated that the committee will present a revised “Vehicle Speed” policy for the board’s consideration at an upcoming meeting.

Roads and Grounds Committee’s Report
Don Kruger, Chairperson of the Roads and Grounds Committee, reported that the committee arranged for the addition of a streetlight at the intersection of Manion Drive and Silverspot Lane, completed the annual routine pruning of trees, and decided against pruning trees in the right of way along Ocean Drive to the same maximum heights that are permitted for houses because the cost to members would be high and the result would be unsightly. 

The committee’s work in progress, Don reported, includes querying the Post Office about placing drop boxes at the north and south gates and researching an easement to provide members with access to the lake. 

The committee proposed three policies for consideration by the board:  a “Common Driveway Maintenance” policy, a “Landscaping” policy, and a “Mailbox Location” policy.

Common Driveway Maintenance
The association will repair normal wear and tear of paved driveway approaches (between the paved street and the property line) that provide vehicular access to two or more home sites.

After a discussion that focused on the cost to all members of a policy that benefited only some members, the policy was withdrawn.

Landscaping
After December 15, 2003, property owners are permitted to landscape the street right of way adjacent to their property, including the removal of trees, provided that:
o        Trees or other installed materials do not diminish the existing view of other members.
o        Trees or other installed materials do not obstruct the vision of drivers to on-coming traffic.
o       No trees, berms, rocks, fences, or other materials that might cause damage to a vehicle if struck by it are allowed within five feet of the pavement.

After a discussion that focused on enhanced safety for members and their automobiles—and after assurance that the restrictions in this policy do not apply to landscaping that was installed before December 15, 2003—the board unanimously approved the policy.

Mailbox Location
Roadside mailboxes shall be located so that the front of the mailbox is a minimum of 18 inches from the edge of the paved road with the intervening ground surface either paved or graveled.  The height of the bottom of the box shall be 36 to 38 inches above the adjacent road surface in compliance with Post Office regulations.

After a discussion that focused on enhanced safety for members and their automobiles, the board unanimously approved the policy.

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported that the Surf Pines Annual Holiday Party was declared a success by the 46 attendees, a record number.  Norma attributed the success of the party to the personal invitation, the live music, the delicious food, and the gracious hosts, Alan and Karen Beck.  Board members present who attended the party, Tom Wilcox and Patrick Kelley, praised the party.

The board thanked the members of the Community Relations Committee for sponsoring the party and the Becks for hosting it.  The board also discussed budgeting to send members a personal invitation to the party next year.

Security House Committee’s Report
Bill Barrons, the project manager for the construction of the security house, reported on the Security House Committee’s recommendations regarding the budget for the project, the financing for the project, and the purchase of the lot. 

The committee’s recommended budget for the project showed a total income of $160,400 and a total outgo of $139,481 (with a contingency fund of $20,919). 

Discussion of the budget focused on differences between the security house in the proposal that members of the association approved at the Annual Meeting and the security house in the committee’s recommended budget.  Patrick Kelley argued that the membership has a right to expect the committee to build the security house that is in the proposal approved at the Annual Meeting, a cedar-shingled house on a treed lot, not the house in the committee’s recommended budget, a house with standard Adair Homes’ siding on a lot entirely cleared of trees.  In response, Bill Barrons and Don Kruger, Chairperson of the Security House Committee, argued that cedar shingles can be added from the contingency fund but that the trees on the lot cannot be saved. 

After the discussion, the board approved the recommended budget by a vote of 3 to 1 with Don Kruger, Tom Wilcox, and Michael Wilkin voting “Yes” and Patrick Kelley voting “No.”

The committee recommended financing the project with a commercial loan from the Bank of Astoria at an interest rate of approximately 7%, fixed for 15 years, with a 25- to 30-year amortization, and no penalty for prepayment.  After discussion, the board unanimously approved the recommended financing.

Similarly, the board unanimously approved the committee’s recommendation to purchase the lot for a price of approximately $17,800, as in the recommended budget.

Finally, the board authorized Bill Barrons, in his capacity as the project manager for the construction of the security house, to sign on behalf of the association contracts and other agreements with Adair Homes, Inc., for the construction of the house.                     

President’s Report
Michael Wilkin, President, announced that the next Annual Meeting of the Surf Pines Association is scheduled for Saturday, August 7, 2004, at 9:00 a.m. at the Astoria Golf and Country Club.

Michael also reviewed actions taken by the board during e-mail meetings in accordance with Article 6.7 of the Bylaws:

Administrator’s Report
Regarding county-related business, Bill Barrons, Administrator, reported that the road that connects Manion Drive and Osprey Drive is now officially named Pelican Lane.  He also reported that, with a reconfiguration completed, a home that was in apparent violation of the county ordinance against establishing a duplex in an area of single-family homes is now in compliance with that ordinance.   

Bill recommended a year-end bonus for Lynn Meyrick, Security.  The board unanimously approved the bonus. 

Don Kruger recommended a year-end bonus for Bill.  The board unanimously approved the bonus.

Old Business
Old business, including reviewing statements of the responsibilities of committees and discussing the related subject of establishing a procedure for constituting committees, was deferred to the next meeting.

New Business
New business, including “Recognition of Volunteers,” was deferred to the next meeting.

 The meeting adjourned at 6:55 p.m.

The next meeting is scheduled for January 19, 2003, at 4:00 p.m. in the Seaside Library.

Respectfully submitted,
Patrick Kelley, Secretary

November 17, 2003 Board Meeting

Elizabeth Gazewood requested clarification of the status of contributions to the park through the Sunset Parks and Recreation Foundation. The board explained that the annual meeting included an announcement that Mary Blake, Chairperson of the Park Committee, has been informed that contributions to the park are not tax deductible because the park is not public. The board also explained that, as additional information becomes available, Mary will inform contributors further in the October issue of the Breeze.

The treasurer’s report was approved as presented by Tom Wilcox. Focusing on a $62,000 money-market account with an annual percentage yield of only 0.75% from a local bank, the board discussed searching nationally for a bank with a high strength rating that offers an FDIC-insured money-market account with a significantly higher APY.

Burr Allegaert, Chairperson of the Security Committee, reported that the committee discussed the current speeding policy and agreed that it is satisfactory in all but one respect. The possibility of allowing designated individuals to make "speeding observations" that would lead to a warning letter from the board will be discussed at the committee’s next meeting.

Burr commented on the lack of a back-up operator for the Sentex System. The board discussed the possibility of a contractor’s serving as the backup.

Burr also reported that a deer recently was killed by an automobile on Manion Drive; that another deer was recently crippled, apparently by an automobile; and that, at the committee’s next meeting, Lynn Meyrick, Security, is scheduled to report on other deer killed in other accidents.

With hunting season approaching, Burr asked the Roads and Grounds Committee to review the number and placement of "No Hunting" signs.

Don Kruger, Chairperson of the Roads and Grounds Committee, noted that a review of the number and placement of "No Hunting" signs is in progress.

On behalf of the committee, Don recommended that the board approve as policy "Road Repair Requirements," a document that specifies requirements for contractors, utilities, and others to follow if they excavate through the pavement or on the shoulder within 18 inches of the pavement of our roads. The policy was approved unanimously by the board. Don stated that "Road Repair Requirements" is to be mailed to contractors who commonly work in Surf Pines and to utilities and that Lynn Meyrick is to distribute the document to others.

Don reported that, in response to a letter from Mary Remensnyder about maintenance of the islands in Surf Pines Landing Drive, the committee surveyed property owners in the Landing to determine the level of maintenance that they prefer. Because only 20 percent of the owners responded to the survey and the most common response was a request for continuation of the current level of maintenance, Don recommended that maintenance continue at the current level. He stated that the committee will inform property owners of the results of the survey and ask the owners to inform the committee if the owners decide to request a change in the level of maintenance.

Bill Barrons, reporting for the Community Relations Committee in the absence of its chairperson, Norma Keever, stated that work is in progress on a new edition of the Directory and that the committee agreed to publish "Answers to Frequently Asked Questions" in the October issue of the Breeze.

Don Kruger, Chairperson of the Security House Committee, stated that the committee is scheduled to meet before the next board meeting. He noted that the committee includes Bill Barrons as the project manager and these members, who are contributing their expertise:

Michael Wilkin, President, stated that he had no current business to report.

Bill Barrons, Administrator, distributed a compilation of policies that have been approved by the board during the past three years on these miscellaneous subjects:

No old business was on the agenda.

New business included setting an assessment to be applied for failure to eliminate a hazardous condition or general nuisance in accordance with the amendment to Section 8.1 of the bylaws that the membership adopted at the annual meeting on August 9, 2003, at the Astoria Golf and Country Club. Burr Allegaert moved that the assessment be set at $10 per day, Don Kruger seconded the motion, and the board approved the motion unanimously.

Patrick Kelley suggested adding "Committee Work" to the agenda for the regular meeting in October. He suggested that a brief written statement of the charge of each committee will improve communication between the board and committee chairpersons and inform members of the association, including members who might be persuaded to join a committee, of the work performed by each committee. Michael Wilkin asked each committee chairperson to draft a brief statement of the work performed by his or her committee.

The meeting adjourned at 5:45 p.m.

The next meeting is scheduled for October 20, 2003, at 4:00 p.m. in the Seaside Library.

Respectfully submitted,

Patrick Kelley

(Return to Top)

Present: Burr Allegaert, Marge Bloomfield, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; administrator Bill Barrons

A special meeting of the Board of Directors was called to order at 11:55 a.m., soon after the adjournment of the annual meeting of the Surf Pines Association, and the board considered this agenda:

The board unanimously elected these officers:

Bill Barrons explained that, as administrator, he is authorized to transact business in amounts less than $500 without a second signature, but that a second signature from a member of the board is required for transactions in amounts of $500 or more. The board members completed the appropriate paperwork so that each of them can provide a second signature when required.

The board agreed to meet on the third Monday of each month at 4:00 p.m. at the Seaside Library.

Other business included the appointment of committee chairpersons and a discussion of the board’s procedures for making decisions.

As president, Michael Wilkin appointed these chairpersons for these standing committees:

Community Relations Committee, Norma Keever

Roads and Grounds Committee, Don Kruger

Security Committee, Burr Allegaert

Additionally, Michael appointed Don Kruger as chairperson of the Building Committee, an ad hoc committee that has as its charter overseeing the building of the new security house, and Bill Barrons as the project director.

Committee chairpersons, the board noted, appoint committee members from the Surf Pines Association membership.

The board agreed to draft a brief charter for each committee to define the scope of the committee.

The board agreed to make decisions through consensus. If consensus cannot be achieved, then the board agreed to make decisions through standard parliamentary procedure.

The meeting adjourned at 12:25 p.m.

With no regular meeting currently scheduled for August, the next meeting is tentatively scheduled for September 15 at 4:00 p.m. at the Seaside Library.

Respectfully submitted,

Patrick Kelley

(Return to Top)

July 21, 2003 Board Meeting

The meeting was called to order by President Mike Wilkin at 4:30 pm. at the Seaside Library.

Present: Directors Burr Allegaert, Marge Bloomfiled, Don Kruger, Ralph Todd, and Mike Wilkin; Members Norma Keever, Patrick Kelley, Roger Masse, and Tom Wilcox; administrator Bill Barrons

Minutes of the June meeting were approved as presented. Wilkin proposed the following changes to the agenda: moving the Wilcox license agreement forward and postpoing item 2, b to an executive session after the formal meeting adjourned. The changes were accepted.

The board approved Tom Wilcox's offer to license the association to use part of his property abutting the park for horseshoe pits and trails (already in place). The wording was approved.

Kelley congratulated the roads and grounds committee on the new speed humps and other road improvements. He has observed lower speeds along Manion Drive and expressed appreciation for the new speed bump markings.

The board rejected a request to have gates open for three days for a communal garage sale, which would set a poor precedent for enforcing policy.

Treasurer - The treasurer's year-end report was accepted as presented. It showed a net income gain for the fiscal year of slightly more than $13,000.

Security - Allegaert submitted drafts of sample letters the committee proposes to send to members observed violating various community policies. The board, on Wilkin's recommendation, adopted a policy of requiring written reports of violations, informing the board about each observation, and sending a letter to the person or persons involved. Sample letters will be kept on file.

Allegaert reported that Gene Keever can no longer work on the gate mechanisms due to eyesight problems. Willy's Electric has been recommended for maintenance work and Allegaert will help with entering and changing codes.

State trooper, Dee Rzewnicki, now a member of the committee, believes that the sheriff can legally do more to help control speeding in Surf Pines and will pursue the possibility with him.

Roads and Grounds- Kruger reported that the Surf Pines Lane culvert blockage was cleared. The committee will explore extending the culvert to prevent debris from clogging it.

"Brush Tamers" have submitted a price of $40 per hour to mow roadsides and beach paths, estimating about six hours to complete the work. The board approved contracting them.

Kruger supported the Seppa request for the association to take over the newly developed road system east of Manion Drive, comprised of Pine Ridge Court, Shady Pine Drive, and Lakeside Court, but only after some additional work is completed. The board concurred.

Kruger noted that cuts had been made in the road surface on Ocean Drive for utilities for the new developments. He proposed reinforcing the policy to require underground utility installation to avoid such cuts. The board agreed.

Several complaints were voiced about inconsiderate drivers who ignored detours when the roads were being resurfaced and the bumps installed and painted. Allegaert suggested an article in the Breeze on driving courtesy and budgeting for extra help with traffic control when roads are under repair.

In response to Mary Remensnyder's letter about maintenance of the islands in Surf Pines Landing Drive, the board approved sending a draft letter, setting out options for their care. Todd noted that residents of Silverspot Meadow maintain the landscaping of the road, though Surf Pines has responsibility for the road itself. Depending on Mrs. Remensnyder's response, other Surf Pines residents will be contacted.

Community Relations - Keever reported that 55 people attended the July 5th picnic, which was very successful. The survey results have been compiled and she requests that the board review proposed responses to members' questions as soon as possible. Copies of survey results were circulated.

Administrator - Barrons contacted Mr. Olstedt, owner-developer of former Waterhouse property, about clearing the downed trees on the east side of the property. Olstedt proposed to do the work if the association waived his development fees. Nothing has been agreed.

Barrons discussed alternative ways of borrowing funds for the new security house. The board agreed to get member authorization to proceed with the project before proposing specific alternatives. 

There being no new business, Wilkin adjourned the regular meeting at 6:35. The executive session was convened with the five board members to consider a neighborhood problem. The special session was adjourned at 6:35.

Respectfully Submitted, Marge Bloomfield, secretary

(Return to Top)

visitors to Surf Pines site.