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Copyright © 2007
Surf Pines Association

2007 Board Meetings

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Surf Pines Association Regular Meeting of the Board of Directors
December 18, 2006, Meeting House
Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; committee chairperson Norma Keever; administrator Bill Barrons; members Burr Allegaert, Joe Shea, Tom Wilcox; guest Ken Ulbricht

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on November 20, 2006, at the meeting house were unanimously approved as presented.
The agenda was unanimously approved as presented.

 The board then considered these items:

 Comments from the Membership and a Guest

Comments from Joe Shea, Member
Joe Shea, member, told the board of his experience in a guarded, gated community of approximately 600 homes in Arizona, where he resided before he became a resident of Surf Pines. The community included private streets owned by the association, where the speed limit of 25 miles per hour was rarely enforced and some STOP signs were either improperly placed or not placed at all. On these streets, a plastic surgeon was injured in an accident that involved speeding and a missing STOP sign. The accident permanently disabled one of the surgeon’s arms so that she could no longer practice her lucrative profession. The surgeon sued the association and a contractor. The attorney for the surgeon easily established that the association was at fault because the speed limit was rarely enforced and that the contractor was at fault because STOP signs were improperly placed or not placed at all. Of the $15,000,000 suit, the association’s insurance paid $10,000,000, the contractor’s insurance paid $2,000,000—and, because the association’s insurance was exhausted, the 600 homeowners paid the remaining $3,000,000 through an assessment. In light of his experience, Joe asked the board to enforce the speed limit in Surf Pines and to review the placement of STOP signs.

On behalf of the board, Don Kruger, President, thanked Joe for his comments. The board noted that, per the association’s policy on “Vehicle Speed,” five drivers have been reported recently for exceeding the speed limit on the roads of Surf Pines by a deputy sheriff with a radar gun and each driver has been notified of the association’s intent to levy an assessment, pending a request for a hearing. The board also noted that the Security Committee and the Roads and Grounds Committee are currently reviewing the placement of STOP signs.  

 Comments from Ken Ulbricht, Guest
Ken Ulbricht asked the board to approve an access road from Surf Pines Lane to the 9-lot subdivision that he and Dale Wideman are developing north of Surf Pines Lane, east of Easy Way Road, and west of Highway 101. Ken Weber, in his capacity as chairperson of the Roads and Grounds Committee, expressed a concern about safety because vehicles that are exiting the access road to Surf Pines Lane would not be visible from vehicles that are traveling west on Surf Pines Lane until the vehicles that are traveling west crest the hill. Discussion focused on Ulbricht and Wideman’s lighting the intersection with a streetlight and slowing and stopping vehicles as they exit the access road by curving the access road, placing a STOP sign at the exit, and adding a gate. Noting that slowing and stopping vehicles as they exit the access road would neither slow vehicles that are traveling west on Surf Pines Lane nor increase the distance between the crest of the hill and the access road, Patrick Kelley, Secretary, also expressed a concern about safety.

The board asked Ken Ulbricht to provide a written proposal for the access road that addresses safety and send the proposal to Don Kruger, President.          

 Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter.
Bob stated that, as unanimously approved by the board during the preceding meeting, $25,000 was moved to Wells Fargo Bank in an 8-month certificate of deposit at an interest rate of 5.0%.
Reviewing the budget, Bob noted that, with approximately $7,000 spent, the project to renovate the old gatehouse into a new meeting house is currently under budget.   

 Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work in progress.

Maintaining the Gates
Michael stated that the south gate has been open recently not only because of high winds, but also because of an electrical and mechanical problem that is proving difficult to solve. Patrick Kelley, Secretary, noted that members are beginning to ask why the south gate is open.

Monitoring Speed
Michael stated that Dave Rouse, a former chief of police in Cannon Beach and a current deputy in the Clatsop County Sheriff’s Department, is monitoring speed on the roads of Surf Pines. Don Kruger, President, added that five drivers have been reported recently for exceeding the speed limit and that each driver has been notified of the association’s intent to levy an assessment, pending a request for a hearing.

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Ken Weber, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Ken summarized the ongoing work of his committee. Regarding managing the renovation of the old gate house to create a new meeting house, Ken and Don Kruger, President, reported progress on the meeting house with Don predicting completion as early as the spring of 2007, depending on the availability of contractors. Regarding executing the “Surf Pines Pavement Management Plan,” Ken and Bill Barrons, Administrator, reported that, because of the weather, the paving project that was scheduled for the fall of 2006 has been rescheduled for the spring of 2007 with Bayview Transit Mix, the contractor, agreeing to honor the original price for the project. Also regarding the roads of Surf Pines, Ken stated that the cleanup of trees that fell on the roads and in the right-of-way during the November and December storms has exceeded the budget for such work. And finally regarding the roads, he stated that members of the committee are reviewing the placement of STOP signs throughout Surf Pines and that Rocky Bauer, the security/maintenance manager, will install warning signs on Sea Breeze Drive to advise 20 miles per hour as the maximum speed on this narrow road where children play. Regarding maintaining the de-watering pumps, Ken stated that the pumps are ready to be activated if the water level warrants pumping. He concluded by stating that committee member Dave Lukens will manage the project of building a good-neighbor fence at the south end of Manion Drive. 

Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported on work completed.

She stated that the Annual Holiday Party at the Damon home, 33112 Malarkey Lane, on December 9, 2006, from 5:00 to 9:00 p.m. was a success with approximately 105 members in attendance, a record number for this event, to enjoy good food, good drink, and good fellowship. When Patrick Kelley, Secretary, asked where a party of 105 members could be accommodated in Surf Pines next year, Norma answered that 3 members who were in attendance at the Annual Holiday Party volunteered their homes for social events during 2007, including Mitchell Proyect and Deborah Wall, who volunteered to host the Annual Holiday Party. The board agreed that these offers indicated that the Annual Holiday Party in 2006 was a successful social event.     

Work in progress by the Community Relations Committee currently includes:

President’s Report
Because Bill Barrons, Administrator, will be absent during January and February 2007, Don Kruger, President, distributed a plan to cover the administrator’s duties during Bill’s absence. The board accepted the plan.   

With Don, the board reviewed an e-mail from member Michael Sinclair regarding enforcement of the speed limit on the roads of Surf Pines. The board also reviewed a letter from its counsel, Dan Van Thiel, regarding the e-mail from Sinclair.       

 Administrator’s Report
The administrator’s report included a recommendation for an increase in the salary for the security/maintenance manager to meet the increased minimum wage and distribution of a sample “Notice of Pending Lien.”

 Recommendation for an Increase in the Salary for the Security/Maintenance Manager 
Bill Barrons, Administrator, reported that the minimum wage in Oregon increases on January 1, 2007, to $7.80 per hour. Bill explained that Rocky Bauer, the security/maintenance manager, is currently paid $13,800 per year ($1150 per month x 12 months) and that his annual hours are 1820 (35 hours per week x 52 weeks) for an hourly wage of $7.58 ($13,800/1820 hours). Then Bill explained that Rocky must be paid at least $14,196 per year ($1183 per month x 12 months) if his annual hours are 1820 (35 hours per week x 52 weeks) to meet the minimum wage of $7.80 ($14,196/1820 hours).

 Bill recommended increasing Rocky’s salary from $1150 to $1200 per month, an increase of $50 per month and 4.3%. He explained that if Rocky is paid $14,400 per year ($1200 per month x 12 months) and his annual hours are 1820 (35 hours per week x 52 weeks), then his hourly wage is $7.91 ($14,400/1820 hours), an amount that is above the minimum wage. Bob McWhirter, Treasurer, moved to increase Rocky’s salary by $50 per month, effective January 1, 2007; Ken Weber, Director, seconded the motion; and the board unanimously approved the increase in salary.

 Distribution of a Sample “Notice of Pending Lien”
Bill distributed a sample “Notice of Pending Lien.” He explained that the notice is to be inserted in a re-billing when dues, fees, or assessments are delinquent for four months.

Old Business
Bill distributed a revised policy, “Notices of Delinquent Payments and Pending Lien”:

Notices of Delinquent Payments and Pending Lien

As provided in Bylaw 9.6, delinquent dues and other charges will be re-billed monthly until paid. Late fees will be added to the balance due each month. When the charges become four months delinquent, the next re-billing will include a “Notice of Pending Lien” insert. The billing will be sent by both “Certified Mail with Return Receipt Requested” and regular “First Class” mail. A lien on the property will be filed with the county if the amount due remains unpaid fifteen days after the date of the “Notice of Pending Lien.” 

After discussion, Patrick Kelley, Secretary, moved approval of the revised policy; Bob McWhirter, Treasurer, seconded the motion; and the board unanimously approved the revised policy.

New Business
New business included a proposed authorization for Rocky Bauer, the security/maintenance manager, to participate as a partner in Toughest Tool, a landscaping and maintenance business. When discussion indicated potential problems in the proposal, Patrick Kelley, Secretary, moved that the board refer it to the Security Committee; Ken Weber, Director, seconded the motion; and the board unanimously agreed to refer the proposal to the committee.

The meeting was adjourned at 6:05 p.m.
The next meeting is scheduled for January 15, 2007, at 4:30 p.m. in the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
November 20, 2006, Meeting House

 Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; administrator Bill Barrons; member Burr Allegaert: guests Marcus Handy, Robert Steinman
The meeting was called to order at 4:30 p.m.

The minutes of the regular meeting on October 16, 2006, at the meeting house were unanimously approved as presented. The agenda was unanimously approved with this addition: under “New Business,” the topic “Refreshing the Owners’ Information Guide and the Directory” was added.

The board then considered these items:

Comments from the Membership and Guests
Burr Allegaert, a member of the Security Committee, asked that consideration of a recommendation to open the gates during daylight hours be postponed until a subsequent meeting of the board, pending further consideration by the full Security Committee. Michael Wilkin, Chairperson of the Security Committee, supported Burr’s request. The board unanimously agreed to postpone consideration of the recommendation.

Representing Young’s River Tree Service, Robert Steinman and Marcus Handy informed the board that federal and state funds are available to reclaim and restore habitat for the Oregon Silverspot butterfly (Speyeria zerene hippolyta), a “threatened” species, in the Clatsop Plains Habitat Conservation Area, which includes parts of Surf Pines. Robert and Marcus stated that Young’s River Tree Service is preparing to apply for funding to remove Scotch broom (Cytisus scoparius) to reclaim the butterfly’s habitat. They explained that Young’s River Tree Service proposes to remove Scotch broom by cutting it several inches below ground level without removing other vegetation. The board granted Young’s River Tree Service permission to remove Scotch broom from the association’s property. Regarding removing Scotch broom from private property in Surf Pines, the board noted that Young’s River Tree Service must obtain permission from the owner of each property.

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter.
Discussion focused on earning interest on the money that was to be used for the paving project for 2006 in the likelihood that this project will be postponed until the spring of 2007. After discussion, the board unanimously approved Bob’s moving approximately $25,000 to $50,000 from the checking and money-market accounts to a certificate of deposit with the amount of the CD depending on the interest rate relative to the current rates at Bank of Astoria (0.14%) and Capital One (4.80%) and the duration of the CD depending on the estimated date of the paving in the spring of 2007.

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.

Maintaining the Gates
In light of problems with the old gates, Michael stated that the committee will consider establishing a Next-Gates Subcommittee within the Security Committee to focus on new gates, including how the new gates should function, what they should look like to maximize property values for members, and how they should be paid for to minimize cost to members.  

Monitoring Speed
Michael stated, with Bill Barrons, Administrator, that the committee has obtained the services of Dave Rouse, a former chief of police in Cannon Beach and a current deputy in the Clatsop County Sheriff’s Department, to monitor speed on the roads of Surf Pines.

Addressing Hunting
Finally, Michael stated that after he and Lucia Fleming, member, reported hearing shots fired from the beach in early October, the Clatsop County Sheriff’s Department extended its patrol of the beach for several weeks as a result of the report. 

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Ken Weber, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Ken summarized the ongoing work of his committee. Regarding managing the renovation of the old gate house to create a new meeting house, he stated that the renovation is progressing rapidly. Regarding executing the “Surf Pines Pavement Management Plan,” he stated, with Bill Barrons, Administrator, that, because of the weather, it is unlikely that Bayview Transit Mix will complete the paving project for 2006 and it is likely, instead, that the project will be rescheduled for the spring of 2007.  Also regarding the roads of Surf Pines, he stated that the cleanup of trees that fell in the right-of-way and on the roads during the November storms is in progress. Regarding maintaining the de-watering pumps, he stated that the committee is servicing the pumps to prepare for the rainy season—with more servicing required than was anticipated in the budget. During discussion, the board unanimously approved spending approximately $2,000 more than the budgeted amount for maintenance of the pumps. Ken also stated that the committee will replace three sign posts that were broken off at ground level and replace a damaged light in Surf Pines Landing when time permits. He concluded by stating that the project of building a good-neighbor fence at the south end of Manion Drive is on hold, pending completion of work on other projects.

 Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Don Kruger, President, reported for the Community Relations Committee in the absence of its chairperson, Norma Keever, reporting on work completed and work in progress.

Managing the Annual Holiday Party
Reporting from the minutes of the committee’s most recent meeting, Don stated that the committee is currently preparing for the Annual Holiday Party at the Damon home, 33112 Malarkey, on December 9, 2006, from 5:00 to 9:00 p.m. The committee, Don summarized, is mailing invitations, posting information on the message boards, arranging for multiple drivers of golf-carts to shuttle attendees up and down the steep driveway, and planning the music and the menu for the party.  

Addressing Complaints about Dogs
Don also noted that the committee discussed dog owners not controlling and curbing their dogs. During discussion, the board focused on contractors allowing their dogs to roam. The board asked Bill Barrons, Administrator, to ask Rock Bauer, Security/Maintenance Manager, to ask contractors to control and curb their dogs.

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reviewed the case of the disputed gate fee that was charged to members Paul and Leslie Tadei. Noting that almost everything about the case was gray and almost nothing was black and white, Michael Wilkin, Vice President, moved that the board not pursue collection of the disputed fee; Ken Weber, Member at Large, seconded the motion; and the board unanimously approved it.

Administrator’s Report
Bill Barrons, Administrator, reported that he scheduled a time and place for the next Annual Meeting—August 4, 2007, 9:00 a.m., Astoria Golf and Country Club—pending the board’s approval. The board unanimously approved the time and place.

Bill also reported that Rock Bauer, the security/maintenance manager, requested the board’s approval for his taking three days off during Spring Break in March 2007. The board unanimously approved Rock’s request.

 Old Business There was no old business.

New Business New business included revising the schedule for sending notices regarding delinquent payments and refreshing the Owners’ Information Guide and the Directory. 

Revising the Schedule for Sending Notices Regarding Delinquent Payments
Stating that a revision of the schedule for sending notices regarding delinquent payments was required by the recent amendment of the bylaws, Section 9.6, “Collection,” Bill Barrons, Administrator, presented a draft policy, “Notices of Delinquent Payments and Pending Lien,” and a draft schedule for sending notices. During discussion, the board suggested further revisions for Bill to incorporate, including, most notably, sending notice of a pending lien via certified mail and filing a lien after payment is delinquent for 140-150 days.     

Refreshing the Owners’ Information Guide and the Directory
Discussing when to refresh the Owners’ Information Guide, 2006-2007, the board unanimously agreed to budget for a yearly refresh of the guide and to plan to refresh it (as needed) after the Annual Meeting for shipment on October 1. The board also unanimously agreed to budget for a yearly refresh of the Directory, 2006-2007, and to plan to refresh it for shipment on October 1 too. Discussion of the association’s two documents focused on the desirability of similar covers and bindings for a matched pair. Discussion also focused on the desirability of 10- to 12-point type on 8 ½ x 11-inch pages for readers with aging eyes.

The meeting was adjourned at 6:40 p.m.
The next meeting is scheduled for December 18, 2006, at 4:30 p.m. in the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
October 16, 2006, Meeting House
Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber; committee chairperson Norma Keever; members Burr Allegaert, Tom Wilcox (Absent (excused): Michael Wilkin; administrator Bill Barrons)

 The meeting was called to order at 4:30 p.m.

The minutes of the regular meeting on September 18, 2006, at the meeting house were approved as presented.

The agenda was approved as presented. The board then considered these items:

Comments from the Membership
Member Tom Wilcox commented on the presence of dog feces in the park, on the paths, and on the roadsides of Surf Pines, including the roadside on his property. Regarding the specific problem of dog feces on Tom’s property, discussion focused on Tom’s asking dog owners to bag their dogs’ feces and his considering posting an appropriate sign.  Regarding the general problem in Surf Pines, discussion focused on continuing the campaign in the Breeze to ask dog owners to bag their dogs’ feces; reporting dogs running loose to Rocky Bauer, the security/maintenance manager; and considering posting appropriate signs, especially along the paths. 

Treasurer’s Report
The treasurer’s report was approved as presented by Bob McWhirter. During discussion of the report, however, Bob and Don Kruger, President, noted some questions about the report that they intend to ask of the accountant, Susan Wood. 

Members of the board agreed that research by Bill Barrons, Administrator, answered the questions that they had during the meeting last month about two entries on “Profit & Loss Budget vs. Actual” for August 2006: “Cable TV” and “Garbage” under “Security House,” where the actual amounts exceeded the budgeted amounts. Bill explained via e-mail after the meeting that the actual amount for cable TV exceeded the budgeted amount because the association provides basic cable service for the security house, but Rocky Bauer, the security/maintenance manager, subscribes to expanded cable service and the difference is deducted from his salary and credited, after a 30-day delay, to the “Cable TV” account. Bill also explained that the actual amount for garbage exceeded the budgeted amount because of debris from the renovation of the old gatehouse to create a new meeting house.

The board noted the necessity of tracking expenses for the renovation, which is budgeted at $25,000. Bob suggested the need for a procedure to indicate the line item in the budget to which each check is charged. 

Bob stated that the money from the certificate of deposit that matured at U.S. Bank was deposited in the checking account at the Bank of Astoria to be used to pay for paving. 

Finally, Bob reported that he talked with member Beverly Smith about paying her debt to the association before the association foreclosed on her property. He said that she did not know of her debt, either because she did not receive statements directly or because she did not entirely understand them, and that, after he talked with her about the debt, she paid it fully. The other members of the board thanked Bob for his work on behalf of the association and one of its members.

Security Committee’s Report
Burr Allegaert, member, reported for the Security Committee in the absence of its chairperson, Michael Wilkin. Burr stated that, since he discussed the association’s speeding policy with Tom Bergin, Sheriff, and established the sheriff’s support for the policy in July 2006, months have elapsed without a deputy’s monitoring speed on the roads of Surf Pines and speeding seems to have increased. Expressing impatience with accepting monthly reports of no progress on the effort to obtain a deputy’s service in support of the policy, Burr asked that the administrator, Bill Barrons, contact the sheriff’s office weekly instead of monthly. In Bill’s absence, Don Kruger, President, stated that he will contact Sgt. Mark Whisler, committee member, whom Michael asked to coordinate the sheriff’s department’s work in support of the policy.  

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Ken Weber, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

In response to a request from the Security Committee, Ken stated that the Roads and Grounds Committee recommended to the board that his committee post a black-on-yellow warning sign at each end of Sea Breeze Drive to advise 20 miles per hour as the maximum speed on this narrow road where children play. Ken moved approval of his committee’s recommendation; Patrick Kelley, Secretary, seconded the motion; and the board approved it by a vote of 4-0.

Ken summarized the ongoing work of his committee. Regarding managing the renovation of the old gate house to create a new meeting house, he stated that the committee is contracting with professionals for some of the work, such as the electrical work. Regarding executing the “Surf Pines Pavement Management Plan,” he stated that the committee anticipates that Bayview Transit Mix will begin the paving project for 2006 during the week of October 16. Also regarding the roads of Surf Pines, he stated that the committee hired Young’s River Tree Service to prune the tree canopy to 14 feet above the pavement and 18 inches from each side of the pavement. And he stated that the committee is servicing the de-watering pumps to prepare for the rainy season. Ken concluded by stating that the committee will replace a damaged light in Surf Pines Landing when time permits and that the project of building a good-neighbor fence at the south end of Manion Drive is on hold, pending completion of work on other projects.

Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported on work completed and work in progress.  

Oktoberfest
Norma reviewed Oktoberfest, the social event most recently managed by her committee, which was held on October 14, 2006, from 6:00 to 9:00 p.m. at the Pacific Grange Hall. She stated that she was more or less satisfied with the event, but not with the attendance, approximately 45 members. A discussion that was focused on improving attendance at future fall events included these suggestions for the committee’s consideration:

Annual Holiday Party 
Norma stated that the Annual Holiday Party is scheduled for December 9, 2006, at the Damon home at 33112 Malarkey. A discussion that was focused on solving the parking problem at this site included these suggestions for the committee’s consideration:

Work in progress by the Community Relations Committee currently includes:

President’s Report: Don Kruger, President, stated that he had no current business to report.  

Administrator’s Report: In the absence of Bill Barrons, Administrator, there was no administrator’s report.

Old Business
Old business included consideration of a letter from members Paul and Leslie Tadei about their being asked to pay a gate fee. Discussion focused on the history of the gate fee in Surf Pines, including the origination of the fee on May 20, 1989, as a special assessment of $225 per household for installation of the gates; its continuation as an ongoing fee; its codification by the board in a policy (“Gate fee: $225 payable on assignment of personal gate code and/or purchase of gate transmitter”); and its re-codification by the board on March 20, 2006, in a revised policy (“Gate fee: $225 payable on commencement of construction of a new home or other principal building”). Additional discussion focused on the Security Committee’s procedures regarding the assignment of gate codes. After the discussion, Don Kruger, President, stated that he will draft a response to the letter from the Tadeis.  

New Business: There was no new business.

The meeting was adjourned at 5:50 p.m.
The next meeting is scheduled for November 20, 2006, at 4:30 p.m. in the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
September 18, 2006, Meeting House
Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; committee chairperson Norma Keever; administrator Bill Barrons

The meeting was called to order at 4:15 p.m.

The minutes of the regular meeting on July 17, 2006, at the meeting house were unanimously approved as presented. The minutes of the special meeting on August 5, 2006, at the Astoria Golf and Country Club were unanimously approved as presented. And the minutes of the Annual Meeting on August 5, 2006, were reviewed for submission to the membership for approval at the next Annual Meeting. 

The agenda was unanimously approved as presented. 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 unanimously approved as presented by Bob McWhirter. Bob stated that, new to the treasury, he has an appointment with the accountant, Susan Wood, to familiarize himself with the content and format of the association’s financial reports. The other members of the board asked Bob to ask Susan to explain an entry on “Cash Flow” for August 2006: “Cash Received” at $3,303.29.

The board asked Bill Barrons, administrator, to research two entries on “Profit & Loss Budget vs. Actual” for August 2006: “Cable TV” and “Garbage” under “Security House,” entries where the actual amounts exceed the budgeted amounts.

As the board reviewed “Accounts Receivable and Accounts Payable,” Bob volunteered to talk with member Beverly Smith about paying her accounts receivable before the association forecloses on her property. Also on the subject of accounts receivable, Bill Barrons, Administrator, reminded himself to draft a policy statement that members’ payments of dues and fees are to be credited to their oldest debts first.

Finally, in other business related to the treasurer’s report, the board unanimously agreed to let a certificate of deposit at U.S. Bank mature, put the money in the checking account at the Bank of Astoria, and use it to pay for paving.  

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.

Reducing Speed on Sea Breeze Drive
Michael stated that the committee discussed a request from Michael Johnson, an association member who lives on Sea Breeze Drive, to reduce the speed limit on that road. The committee, Michael summarized, discussed options that included reducing the speed limit and posting black-on-white regulatory signs to set 20 miles per hour as the permitted maximum speed, posting black-on-yellow warning signs to alert drivers to the fact that children are at play, and posting black-on-yellow warning signs to advise drivers that 20 miles per hour is the recommended maximum speed. The committee decided, Michael concluded, to ask the Roads and Grounds Committee to post a black-on-yellow warning sign at each end of Sea Breeze Drive to recommend 20 miles per hour as the maximum speed. 

Testing the Tsunami Telephone Tree
With Bill Barrons, Administrator, Michael reported that the telephone tree that is designed to alert residents of Ocean Drive to a tsunami was tested for the second time on Saturday, September 2, 2006, during the Labor Day weekend when many residents were expected to be at their homes. Fewer residents than expected actually were at their homes, Michael stated, but all of the residents of Ocean Drive were called and the few who were at their homes received the “TEST” message. Michael noted that the test was completed in approximately 30 minutes, appropriate speed in the case of a tsunami from a distant source, though not in the case of a tsunami from a local source.

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Ken Weber, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Accepting Gifts of Land
With Bill Barrons, Administrator, Ken presented a recommendation from the committee that the board accept two proposed gifts of land, one from members John and Justine Braestrup and the other from member Steve Olstedt. Both of the properties, Ken explained, are in the area of Horizon Estates between Sea Breeze Drive and Ocean Drive. Bill stated that the county assessor has approved language on the deeds that should result in these properties being valued and taxed as the park is valued and taxed:
“The above-described real property is dedicated and conveyed to the sole use of the Surf Pines Association as unbuildable open space with such use to continue in perpetuity and may not be extinguished by any action of the Board of Directors of this association and/or its membership.”

The board asked Bill to tell the Braestrups and Steve Olstedt that the association will gratefully accept the proposed gifts of land with this language on the deeds.

Building a Good-Neighbor Fence
Ken also presented a recommendation from the committee that a fence be built at the south end of Manion Drive on the association’s right-of-way in front of Pinehurst’s fence. In response to Pinehurst’s perceived unneighborliness in building an unattractive chain link fence, posting “No Trespassing” signs on it, and locking the gate to prevent any access between Pinehurst and Surf Pines, Ken proposed building a classic good-neighbor fence in attractive cedar with a wide gate available for access. Ken distributed a plan for the good-neighbor fence and estimated the cost at approximately $500. Michael Wilkin, Vice President, moved to build the proposed good-neighbor fence; Don Kruger, President, seconded the motion; and the board unanimously approved it.

Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported on work completed and work in progress.  

Reviewing the social events that the committee manages, Norma stated that the committee decided not to add more events to the current list. Members of the board supported the committee’s decision.

Norma noted that some members of the board did not attend the wine-tasting party on the afternoon of the Annual Meeting, August 5, 2006, at the home of Bob Scanlan and Gay Hart, a party that had as one of its purposes providing attendees with an opportunity to meet the board. Norma encouraged all members of the board to attend the social events that the committee manages.

Finally, Norma reported on the committee’s preparation for the next social event, Oktoberfest on October 14 from 6:00 to 9:00 p.m. at the Pacific Grange Hall.   

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reported on a meeting with member Richard Schroeder, a representative of Pinehurst, regarding access between Surf Pines and Pinehurst. Don stated that Richard proposed Pinehurst’s granting Surf Pines an easement (which could be terminated by either party) along the eastern border of Pinehurst for a path of approximately 3900 feet that could be fenced at a cost of approximately $10 per foot with the cost to be shared by Pinehurst and Surf Pines. The board questioned the expense of approximately $20,000 for Surf Pines’ share of a fence along a path on an easement that could be terminated by Pinehurst and deferred any response to the proposal.

Administrator’s Report
Bill Barrons, Administrator, reported that, because of travel, he will be absent during part of October 2006 and from late December 2006 to March 1, 2007. Noting that these extended absences might not be acceptable to the board, Bill offered to step aside for either a substitute or a replacement. Rejecting that offer, the other members of the board suggested that Don Kruger, in his capacity as president, divide Bill’s tasks equitably among them during Bill’s absence. 

Old Business: There was no old business.

New Business
New business included consideration of the late charge for a member with either multiple lots or multiple fees and assessments, a letter from members Paul and Leslie Tadei regarding a gate fee, and the appropriateness of members serving on multiple committees.

Late Charge for a Member with either Multiple Lots or Multiple Fees and Assessments
Responding to a question from accountant Susan Wood regarding late charges, the board agreed that dues for a member with multiple lots should be totaled, billed on one statement, and subject to one late charge of $15 per month. Similarly, the board agreed that fees and assessments for a member should be totaled, billed on one statement, and subject to one late charge of either $15 or 5% per month, whichever is higher.

Letter from Members Paul and Leslie Tadei Regarding a Gate Fee
The board deferred discussion regarding a gate fee for members Paul and Leslie Tadei pending further research. Don Kruger, President, asked Patrick Kelley, Secretary, to research past minutes of the Annual Meetings for details regarding this fee.

Appropriateness of Members Serving on Multiple Committees
Discussing the appropriateness of members serving on multiple committees, the board agreed that Surf Pines depends on volunteers, that volunteers are rare (and valued accordingly), and that members who volunteer to serve on more than one committee are welcome to serve on more than one committee.

The meeting was adjourned at 6:20 p.m.

The next meeting is scheduled for October 16, 2006, at 4:30 p.m. in the meeting house.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Annual Meeting, August 5, 2006
Astoria Golf and Country Club
The Annual Meeting of the Members of the Surf Pines Association was called to order at 9:05 a.m. by Don Kruger, President, with approximately 75 members present in person and 35 more members present by proxy.
After the call to order, Don introduced himself.  The other members of the Board of Directors introduced themselves:  Michael Wilkin, Vice President; Patrick Kelley, Secretary; Tom Wilcox, Treasurer; and Ken Weber, Director at Large. And Bill Barrons, Administrator, introduced himself.

At Don’s invitation, new members of the association who were present introduced themselves.

The minutes of the Annual Meeting on August 6, 2005, at the Astoria Golf and Country Club were approved as presented.

Then members considered this agenda:

 President’s and Committees’ Reports
The president and committee chairpersons reported on their work from August 2005 to August 2006.  

President’s Report
In the President’s Report, Don Kruger highlighted some of the association’s significant accomplishments during the year:

 Don thanked the other members of the board, the committee chairpersons and committee members, and the administrator for their work during the year.

Don also reported on his discussions with the president of the Pinehurst homeowners’ association regarding neighborly access between Surf Pines and Pinehurst for pedestrians and bicyclists. Don summarized the discussions by stating that, although the Surf Pines board is unanimously in favor of this access, the Pinehurst homeowners’ association is currently opposed to access between Surf Pines and Pinehurst because of concerns about security.    

Roads and Grounds Committee’s Report
Explaining that the charge of the Roads and Grounds Committee is the maintenance and improvement of the roads and common grounds in Surf Pines, Ken Weber, Chairperson, reported on some of the activities of the committee from August 2005 to August 2006:

Ken thanked the members of the committee for their work:  Burr Allegaert, Al Beck, Wayne Fleming, Don Kruger, and Bob McWhirter, plus Bill Barrons and Rock Bauer.  The membership thanked the committee with applause.   

Security Committee’s Report
Explaining that the charge of the Security Committee is the safety and security of residents and property in Surf Pines, Michael Wilkin, Chairperson, reported on some of the activities of the committee from August 2005 to August 2006:

Michael thanked the members of the committee for their work:  Burr Allegaert, Joe Gallino, Gene Keever, Don Kruger, Bob McWhirter, and Mark Whisler, plus Bill Barrons and Rock Bauer.  The membership thanked the committee with applause.

Community Relations Committee’s Report

Explaining that the charge of the Community Relations Committee is the promotion of positive community relations within Surf Pines, Norma Keever, Chairperson, reported on some of the activities of the committee from August 2005 to August 2006:

Norma thanked the members of the committee for their work:  Bonny Groshong, Robin Rhodes, Bonnie Rogie, Tracy Sherrell, and Katie Weber.  The membership thanked the committee with applause.   

Explanation of Voting Procedures

Bill Barrons, Administrator, explained the procedures for voting for directors and on the proposed amendments to the bylaws, the annual budget, and any other business.

Election of Directors

Don Kruger, President, stated that two members of the Board of Directors were to be elected to replace Patrick Kelley and Tom Wilcox, whose terms were expiring.  After introducing the members of the Nominating Committee, who included Burr Allegaert, Alan Beck, and Bonnie Rogie, Don stated that the committee nominated three candidates for the two positions on the board:  Norma Keever, Patrick Kelley, and Bob McWhirter. Don invited additional nominations from the floor.  With no additional candidates nominated from the floor, the membership voted as follows:

Patrick Kelley              73
Bob McWhirter           69
Norma Keever              48

Patrick Kelley was reelected to the board, and Bob McWhirter was elected to the board.

Consideration of Proposed Amendments to Bylaws
In his capacity as president, Don Kruger presented two proposed amendments to the bylaws for the consideration of members.

Amendment of Section 8.1, “General Powers,” Subsection (f)
Don explained that the proposed amendment to Section 8.1, “General Powers,” subsection (f) is intended to preserve the current character of Surf Pines by retaining the current Clatsop County restrictions applicable to Surf Pines, notwithstanding Measure 37. Jack Faust, member, added that the amendment emphasizes preserving the ocean and forest views, the open yards, and the low density that currently characterize Surf Pines. Don read a letter from Milt Stewart, member, in support of the amendment.   

Patrick Kelley, Secretary, moved approval of the amendment; Burr Allegaert and Marge Bloomfield, members, simultaneously seconded the motion. Discussion focused on clarification of terminology, such as the term setback line. After discussion, the amendment was approved by the membership by a vote of 83 to 15.

Amendment of Section 9.6, “Collection”
Don explained that the proposed amendment to Section 9.6, “Collection” is intended to provide the few members who are slow to pay dues and any fees with an incentive to pay as promptly as their neighbors. The amendment, he explained, increases the penalty for delinquent payment of dues from $10 per quarter, an amount that does not cover the cost of collection, to $15 per month. And the amendment, he explained further, applies a monthly penalty of either $15 or 5% of the unpaid amount, whichever is larger, for delinquent payment of gate fees, development fees, and road-impact fees.   

Don Magnuson, member, moved approval of the amendment; Ed Zuelke, member, seconded the motion. Discussion focused on whether the monthly penalty should be set even higher than $15. After discussion, the amendment was approved by the membership by a vote of 93 to 5.

Treasurer’s Report
Tom Wilcox, Treasurer, presented the treasurer’s report. He noted that the report included a balance sheet, as suggested by members at the Annual Meeting in 2005. The report was approved as presented.

Consideration of Annual Budget for 2006-2007
Tom Wilcox, in his capacity as the chairperson of the Budget Committee, introduced the members of the committee, who included Gene Bourquein, Bob Gazewood, Norma Keever, Don Kruger, Bob McWhirter, Bonnie Rogie, and Ken Weber. Then Tom presented the annual budget for 2006-2007, as prepared by the Budget Committee and recommended by the board for the approval of the membership. Burr Allegaert, member, moved approval of the annual budget; Ed Kerber, member, seconded the motion. With little discussion, the budget, including total income of $157,575, total operating expenses of $186,200, and an ending carry over of $93,096, was approved by the membership by a vote of 92 to 4.  

Other Business
In other business, Patrick Kelley, Secretary, announced that Alice Gustafson, member, has reprinted Sand Dunes to Surf Pines, her history of Surf Pines from circa 1805 to 1970, and that the reprints are available at $10 each from Marge Bloomfield with proceeds  after expenses are covered to be contributed to the Clatsop County Historical Society.

Jim Damon, member, suggested either widening Manion Drive or adding a sidewalk. Burr Allegaert, member, countered by suggesting, instead, the simpler and cheaper alternative of observing the speed limit.

Nancy Wilcox, member, asked dog owners to bag their dogs’ feces instead of littering places where members are likely to walk, including in the park, on the paths, and on the roadsides of Surf Pines.

Russ Keizer, member, asked whether the association has a policy regarding selling automobiles and boats from driveways in Surf Pines. Amid good-natured chuckling, in which he joined, Don Kruger, President, acknowledged that he had not sold his boat yet.

The meeting was adjourned at 10:45 a.m.   

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
July 17, 2006, Meeting House

Present:  Patrick Kelley, Don Kruger, Ken Weber, Tom Wilcox, Michael Wilkin; administrator Bill Barrons
The meeting was called to order at 4:00 p.m.

The minutes of the regular meeting on June 19, 2006, at the meeting house were unanimously approved as presented.

The agenda was unanimously approved as presented.

The board then considered these items:

Comments from the Membership
Although no members were present, Patrick Kelley, Secretary, reported comments on behalf of Terry Andrews and Rock Bauer.
Commenting on the amount of garbage that is left on the beach of Surf Pines by non-residents on the 4^th of July, Terry Andrews suggested a 5^th of July effort by volunteers from Surf Pines to clear the garbage from the beach. Patrick stated that implementing Terry’s suggestion requires recruiting volunteers, providing them with empty garbage bags, and arranging for pick up and disposal of their filled garbage bags. He noted that Terry has led an informal 5^th of July pilot project, limited to the beach near the High Surf path, for the past several years. The board referred Terry’s suggestion to the Roads and Grounds Committee.

Rock Bauer, Security/Maintenance Manager, wearing his maintenance cap, suggested an effort to eradicate Scotch broom (Cytisus scoparius), the invasive shrub that occupies much of the land in Surf Pines, crowding out desirable plants, such as shore pines (Pinus contorta var. contorta) and sword ferns (Polystichum munitum). The board referred Rock’s suggestion to the Roads and Grounds Committee.            

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Tom Wilcox. During discussion of the report, Tom commented on several errors in the work of the accountant, Susan Wood; and Don Kruger, President, distributed three pages of the report that he reformatted for readability, including the balance sheet for the end of the fiscal year.

Reviewing accounts receivable, the board noted that it is time to foreclose on the property of member Beverly Smith. Also on the subject of accounts receivable, Bill Barrons, Administrator, reminded himself to draft a policy statement that members’ payments of dues and other fees are to be credited to their oldest debts and to ask Susan to credit the most recent payment of dues from members Paul and Leslie Tadei to their unpaid gate-access fee. 

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.
Summarizing a discussion that occurred in the committee, Michael stated that the committee agreed that maintaining the gates of Surf Pines is the security/maintenance manager’s first priority—but certainly not the only priority. Because the current security/maintenance manager Rock Bauer and committee member Gene Keever need backups at the gates, Michael stated that the committee is developing a list of people who are competent to solve problems with the gates, including Don Kruger, Ken Weber, and Michael himself.

Michael also stated that committee member Burr Allegaert discussed the association’s speeding policy with Tom Bergin, Sheriff, and established the sheriff’s support for the policy. Committee member Sgt. Mark Whisler, Michael added, will coordinate the sheriff department’s work in support of the policy.

Michael and Bill Barrons, Administrator, stated that the telephone tree that is designed to alert residents of Ocean Drive to a tsunami will be tested again during a weekend this summer, when residents are likely to be in residence.   

And, finally, Michael stated that a letter will be sent to members Kurt and Susan Wollenberg regarding their dog, which has been documented as allowed to run loose out of sight of the owners.

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Ken Weber, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.
Ken stated that volunteers are scheduled to continue renovation of the old gate house to create a new meeting house for Surf Pines. He added that volunteers are also scheduled to install a fence at the security house.

Ken stated that committee member Bob McWhirter reviewed the revised paving plan for 2006 to keep it within the proposed budget: repaving Manion Drive with a 2-inch overlay from the speed hump at the north gate south for approximately 1600 feet to a point past Malarkey; repaving Surf Pines Lane with a 2-inch overlay from the speed hump outside the south gate to the speed hump inside the gate, plus paving the graveled parking area north of the Sentex unit at the south gate with rock and 2 inches of asphalt; and, only if the budget allows, repaving Malarkey with a 2-inch overlay from Manion Drive west for approximately 555 feet. Bids for the paving, Ken stated, are due by July 31, 2006.  

With Bill Barrons, Administrator, Ken led a discussion of the association’s 3.86-acre property at the old south pump station, property that the committee recommended dividing into three lots. Bill guesstimated that a survey of the property would cost approximately $3500-$4000. Tom Wilcox, Treasurer, suggested the possibility of lot-line adjustments. Don Kruger, President, asked Bill to provide an estimate of the cost of a survey and lot-line adjustments and a current map for further discussion in the future. Michael Wilkin, Vice President, reminded the other members of the board that, in the Surf Pines Association Survey in the summer of 2005, providing natural space, not buildable lots, was the association members’ highest priority. Ken himself, noting that the property is “like money in the bank,” suggested leaving it as it is for now. And Patrick Kelley, Secretary, added that the property is, indeed, like money in the bank—at a high interest rate.  

Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report

Because no representative of the Community Relations Committee was present, there was no report from the committee.

Work in progress by the Community Relations Committee currently includes:

President’s Report

Don Kruger, President, reported on a modification of the proposed annual budget, a proposal regarding containers for recyclables, and a neighborly conversation with the president of Pinehurst’s homeowners’ association.

Modification of the Proposed Annual Budget
Don stated that, shortly before the materials for the Annual Meeting were copied and distributed, he modified the proposed annual budget for the 2006-2007 fiscal year by reducing the allocation for roads. The board approved the modification retroactively.

Proposal Regarding Containers for Recyclables
Don stated that member Paul Rodriguez proposed that if the association would place containers for recyclables either on the beach of Surf Pines or along the beach paths then he would dispose of the recyclables at intervals. Concerned that non-residents would use the containers to dispose of garbage in general instead of recyclables in particular and that the containers therefore would be a problem for Paul instead of a solution for Surf Pines, the board thanked Paul for his proposal but did not accept it.  

Neighborly Conversation with the President of Pinehurst’s Homeowners’ Association
Finally, Don stated that he had a neighborly conversation with Jeff Anderson, the president of Pinehurst’s homeowners’ association, regarding Pinehurst’s “No Trespassing” signs on the gate of its chainlink fence at the south end of Manion Drive. Don emphasized that Jeff is opposed to opening the gate to automotive traffic between Pinehurst and Surf Pines, but that Jeff is not opposed to opening the gate for bicyclists and pedestrians. Don stated that Jeff will discuss the subject with Pinehurst’s board and with members at Pinehurst’s annual meeting.

Don also stated that he invited Jeff to the Surf Pines Association’s Annual Meeting. The board asked Don and Bill Barrons, Administrator, to send Jeff a written invitation to the Annual Meeting with copies of the materials for the Annual Meeting, the July issue of the Breeze, the Directory, and the Owners’ Information Guide.

Administrator’s Report
Recounting a report that a home on Ocean Drive currently might be occupied not as a single-family home, per code, but as a multi-family home, Bill Barrons, Administrator, stated that his investigation to date has produced no evidence of a code violation. He added that he will continue to monitor the home.

Old Business
There was no old business.

New Business
There was no new business.

The meeting was adjourned at 5:20 p.m.
The next meeting, a special meeting, is scheduled for August 5, 2006, immediately after the Annual Meeting, at the Astoria Golf and Country Club.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
June 19, 2006, Meeting House
Present:  Patrick Kelley, Don Kruger, Ken Weber, Tom Wilcox, Michael Wilkin; members Burr Allegaert, Marge Bloomfield, Norma Keever; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.
The minutes of the regular meeting on May 15, 2006, at the meeting house were unanimously approved as presented.
The agenda was unanimously approved as presented.
The board then considered these items:

Comments from the Membership
Member Marge Bloomfield reported recent vandalism on her property:  a number of trees were felled surreptitiously, apparently to improve the vandal’s ocean view. Marge added that hiring a tree service to clean up her property after the vandalism cost approximately $1600. Marge stated that she will post “No Trespassing” signs on her property. The board asked Bill Barrons, Administrator, to alert Rock Bauer, Security/Maintenance Manager, to the vandalism. The board also asked that the Breeze alert members to the vandalism and advise them to call Rock immediately if they are suspicious of any work in progress with a chain saw.  

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Tom Wilcox. Discussion of the report generated these action items for Bill Barrons, Administrator:

In other business related to the treasurer’s report, the board unanimously agreed to roll over a certificate of deposit at U.S. Bank for another three months.
Finally, the board completed its discussion of the proposed annual budget for the 2006-2007 fiscal year. After adding $200 to the budget for the Directory, the board accepted the proposed annual budget as unanimously recommended by the Budget Committee. Michael Wilkin, Vice President, moved that the board recommend the proposed annual budget to the membership at the annual meeting; Don Kruger, President, seconded the motion; and the board unanimously approved the motion.

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.
In response to a problem with the south gate that occurred when both Rock Bauer, Security/Maintenance Manager, and committee member Gene Keever were unavailable to solve it, Michael stated that the committee will develop a longer list of people who are competent to solve problems with the gates. He also stated that the committee will make inspection and maintenance of the gates a higher priority for Rock.
Michael also stated that committee member Burr Allegaert will discuss the association’s speeding policy with Tom Bergin, Sheriff, to establish the sheriff’s support for the policy.
And Michael stated that committee member Don Kruger addressed a complaint about a dog running loose by discussing the complaint with the owner, member Jeff Phipps, who said that a fence to control the dog will be erected soon.
Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Ken Weber, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.
Ken stated that the committee, guided by the master “Surf Pines Pavement Management Plan,” is developing a paving plan for 2006 to recommend to the board. The plan, he explained, currently includes repaving Manion Drive from the speed hump at the north gate south to Malarkey, a section of the roads where the pavement is thin; repaving Malarkey from the intersection with Manion Drive to a point approximately 300 feet west; and repaving Surf Pines Lane from the speed hump outside the south gate to the speed hump inside the gate. Ken added that the plan also includes paving the graveled parking area north of the Sentex unit at the south gate and that it might include, depending on the bids, paving the parking area south of the Sentex unit. And Ken noted that the plan includes increasing the radius at the intersection of Manion Drive and Neacoxie Lane.
Ken also stated that the association has received the deed to the property at the old south pump station and that the committee will develop a recommendation to the board regarding the property.
And, finally, Ken led a discussion of Pinehurst’s “No Trespassing” signs on the chainlink fence that separates Pinehurst from Surf Pines at the south end of Manion Drive. Ken stated that the committee recommended to the board that a solid wood fence (with an emergency access gate) be constructed on Surf Pines’ right-of-way in front of these signs to block the view of them from Surf Pines. Discussion focused on the perceived unneighborliness of the signs and the fact that many members of the Surf Pines Association would like to be neighborly with members of Pinehurst’s association. After discussion, the board—deciding to respond to perceived unneighborliness with neighborliness—asked Don Kruger, in his capacity as president, to pay a neighborly call on the president of Pinehurst’s association regarding the “No Trespassing” signs.

Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported on work completed and work in progress on the social events that the committee manages:

Regarding the Directory, Norma stated that member Bonnie Rogie plans to complete work on the new edition by June 30, 2006. Norma added that the committee is considering new formats for the Directory in the future.
Work in progress by the Community Relations Committee currently includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, stated that the committee has not met recently because it has neither old business nor new business.

President’s Report
Noting that two positions on the board will be open as of August 5, 2006, Don Kruger, President, reported that the Nominating Committee nominated a slate of three candidates:

Bill Barrons, Administrator, added that each of the three candidates has submitted information for the “Notice of Annual Meeting,” including relevant experience, relevant education, and a personal statement of how he or she hopes to contribute to Surf Pines by serving on the board.

Administrator’s Report
Bill Barrons, Administrator, stated that he is investigating a report that a home on Ocean Drive currently might be occupied not as a single-family home, per code, but as a multi-family home.

Old Business
Old business included considering a draft explanation of the proposed amendment to Section 9.6, “Collection,” in the bylaws. With the deletion of the next to the last sentence and two editorial changes, the board unanimously approved the explanation for publication in the “Notice of Annual Meeting.”

New Business
New business included considering a proposed amendment to the bylaws, a plan for changing the publication schedule for the Breeze, and a plan for removing noxious weeds from Sunset Lake. 

Considering a Proposed Amendment to the Bylaws
The board considered a proposed amendment to Section 8.1, “General Powers,” in the bylaws, an amendment that Jack Faust and other members of the informal “lawyers committee” drafted to preserve the current character of Surf Pines by retaining the current Clatsop County restrictions applicable to Surf Pines, notwithstanding Measure 37. Bill Barrons, Administrator, presented letters from Dan Van Thiel, the board’s legal counsel, in which counsel commended the proposed amendment to the board for consideration. After discussion, Michael Wilkin, Vice President, moved that the board recommend the proposed amendment to Section 8.1 to the membership at the annual meeting; Ken Weber, Director, seconded the motion; and the board unanimously approved the motion.
The board also unanimously approved Jack Faust’s explanation of the proposed amendment for publication in the “Notice of Annual Meeting.” 

Considering a Plan for Changing the Publication Schedule for the Breeze
The board discussed a plan for changing the publication schedule for the Breeze. Patrick Kelley, Secretary, and Bill Barrons, Administrator, explained that the plan included publishing each issue of the Breeze a month earlier than it is currently published and mailing it separately from the quarterly dues statement at the third-class-postage rate. The board weighed some advantages in timing from the change in publication dates against the disadvantage of the extra cost of labor for separate mailings. After discussion, the board unanimously agreed not to change the publication schedule for the Breeze and to continue to mail it with the dues statement.

Considering a Plan for Removing Noxious Weeds from Sunset Lake
Bill Barrons, Administrator, distributed for the board’s information notice of a plan for removing noxious weeds from Sunset Lake.

The meeting was adjourned at 6:00 p.m. The next meeting is scheduled for July 17, 2006, at the meeting house.

Respectfully submitted, Patrick Kelley, Secretary

Comments from the Membership (There were no comments from the membership.)

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Tom Wilcox.

Tom also distributed the association’s proposed annual budget for the 2006-2007 fiscal year as prepared by the Budget Committee, a committee of volunteers including Tom as the chairperson and members Gene Bourquein, Bob Gazewood, Norma Keever, Don Kruger, Bob McWhirter, Bonnie Rogie, and Ken Weber. Tom stated that the committee unanimously approved the proposed budget and recommended it to the board for consideration. Noting that the proposed total income of $157,575 is exceeded by the proposed total operating expenses of $186,000, but that the proposed ending carry-over total is nevertheless $118,457, the board accepted the proposed annual budget for further consideration at the next meeting.   

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported that the committee did not meet this month.
Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Al stated the committee recommended renting the tractor and mower that are owned by Rock Bauer, and adding mowing the roadsides and paths of Surf Pines to Rocky’s assignments as the security/maintenance manager. After establishing that the rental fee will be equivalent to the rental fees of other local vendors, the board unanimously approved the recommendation.

Al also stated that the committee has completed the installation of new lights on a traffic island in Surf Pines Landing Drive. Al thanked member David Lukens for his contribution to this work.

And, finally, Al stated that committee member Ken Weber is installing a number of new street signs.

Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported that the committee did not meet this month.

Norma asked the board to choose among numerous samples of artwork for the cover of the next edition of the Directory. The board asked the committee to choose for itself any artwork that is appropriate for Surf Pines and the budget.   

Work in progress by the Community Relations Committee currently includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, stated that he recently asked the chairperson of the committee, Mary Remensnyder, if the committee has any old or new business, and that he awaits her reply.

President’s Report
Noting that the positions on the board that are currently held by Patrick Kelley, Secretary, and Tom Wilcox, Treasurer, will be open as of August 5, 2006, Don Kruger, President, reported that he appointed a Nominating Committee:

The board asked the committee to nominate a slate on a schedule that enables the candidates to provide information about themselves to the Breeze and Bill Barrons, Administrator, by mid June with the information to include relevant experience, relevant education, and a personal statement of how they hope to contribute to Surf Pines by serving on the board.

Administrator’s Report (Bill Barrons, Administrator, stated that he had no current business to report.)

Old Business
Old business included estimating the value of the association’s fixed assets and listing them on a balance sheet. After discussion, the board agreed to list on a balance sheet these fixed assets with current values based on the county assessor’s estimate of real market value as reported by member and realtor Norma Keever:

Norma stated that use restrictions significantly limit the real market value of the park land.

New Business
New business included considering a proposed amendment to the bylaws and electing a director to replace Al Beck, who recently announced his resignation from the board.

Considering a Proposed Amendment to the Bylaws
The board considered a proposed amendment to the bylaws that Jack Faust and other members of the informal “lawyers committee” drafted to preserve the current character of Surf Pines by retaining the current Clatsop County restrictions applicable to Surf Pines, notwithstanding Measure 37. Bill Barrons, Administrator, stated that Dan Van Thiel, the board’s legal counsel, has not yet reviewed the draft of the proposed amendment. Discussing the enforcement of the proposed amendment, the board noted that the board itself would be responsible for enforcing the amendment—and that enforcement would be a manageable task. Discussing the format of the proposed amendment within the current bylaws, the board considered adding the lengthy text of the amendment to the bylaws as “Addendum A: Restrictions” and simply listing “Enforce the restrictions in ‘Addendum A’” under Section 8.2, “Duties of the Directors,” as item 8.2.d.

Electing a Director 
Al Beck, Director, submitted his resignation from the board with the resignation effective May 15, 2006. The board thanked Al for his significant service to Surf Pines and encouraged him to attend future meetings.

To replace Al as a director, Michael Wilkin nominated Ken Weber, an active member of the Roads and Grounds Committee. The board unanimously elected Ken to serve for the remainder of the term, which ends on the date of the Annual Meeting in August 2007. As the president, Don Kruger then appointed Ken to succeed Al as the chairperson of the Roads and Grounds Committee.

The meeting was adjourned at 5:55 p.m. The next meeting is scheduled for June 19, 2006, at the meeting house.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
April 17, 2006, Meeting House
Present:  Al Beck, Patrick Kelley, Don Kruger, Michael Wilkin
The meeting was called to order at 4:00 p.m.

The minutes of the regular meeting on March 20, 2006, at the meeting house were unanimously approved with one revision:  under “Roads and Grounds Committee’s Report” on pages 3-4, Al Beck, Chairperson, and Don Kruger, President, reported jointly on pumping winter storm water from the roads and grounds of Surf Pines.

The agenda was unanimously approved as presented.
The board then considered these items:

Comments from the Membership
Although no members were present, Patrick Kelley, Secretary, reported a comment on behalf of member Marge Bloomfield. Marge asked why she recently met a huge truck—a car carrier—on the roads of Surf Pines. Replying that they saw the car carrier too, members of the board suggested that it was in Surf Pines to transport the automobiles of a member who was moving out of Surf Pines. The board agreed to watch for any reappearance of the car carrier and the appearance of other unusual traffic. 

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Don Kruger, President, in the absence of Tom Wilcox, Treasurer. Don stated that the accountant, Susan Wood, has made the procedural correction that he and Tom requested.
Don noted that Tom is forming a Budget Committee of volunteers for a meeting in early May 2006.

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.

Orienting the New Security/Maintenance Manager
Michael stated that the new security/maintenance manager, J. Rock Bauer, is attending meetings of the Security Committee. The board discussed asking Rocky to attend meetings of the Roads and Grounds Committee too, agreeing that his attendance could be useful to him, the committee, and the association. In addition, the board discussed asking Rocky to obtain a work-related e-mail address, agreeing that it also could be useful.

Advising Members on Security
Don Kruger, President, and Patrick Kelley, Secretary, stated that they were among the 27 members who attended the recent workshop in which representatives of the county sheriff’s department advised members on security. Discussion indicated that not only the attendees, but also the representatives of the sheriff’s department, were satisfied with the workshop, which covered home security, identity theft, substance abuse, and tsunami preparation and response. The board thanked Sgt. Mark Whisler, a member of the Security Committee, for suggesting the workshop and leading it.

Monitoring Speed on the Roads of Surf Pines
Michael stated that a deputy sheriff who recently monitored speed on the roads of Surf Pines reported one speeder. He noted that committee member Mark Whisler is following up on the report.

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Managing Renovation of the Old Gatehouse to Create a New Meeting House
Al stated that the committee unanimously approved recommending to the Budget Committee and the board up to $25,000 for renovation of the old gatehouse to create a new meeting house.

Pumping Winter Storm Water from the Roads and Grounds of Surf Pines
Al stated that the committee decided not to spend approximately $7,500 now to solve a problem at pump station #2 that might be solved less expensively this summer as part of the pump technician’s adjustments to the operation of the pumps.

Working through the Breeze on Other Projects
Al stated that the committee worked through the Breeze on other projects with the issue for April 2006 including an article by Bill Barrons, Administrator, about Western Oregon Waste’s “non-curbside cart service” and news items about the availability of free wood mulch and the desirability of dog owners bagging their dogs’ feces instead of leaving it in the park, on the paths, and on the roadsides of Surf Pines.

Work in progress by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Although Norma Keever, Chairperson of the Community Relations Committee, was absent, she reported on work completed and work in progress in minutes that were received soon after the meeting.

Norma stated that the committee recommends upgrading the next edition of the Directory, especially with a light card-stock cover and side wiring (as in the Owners’ Information Guide) and different artwork on the cover.

Norma noted that an extra event this year, a Cinco de Mayo party, has been cancelled for lack of a host. But she emphasized that other social events for 2006 are set as scheduled:

 She also noted that members are already calling Katie Weber about participating in the Annual Surf Pines Garage Sale in response to Katie’s article in the April 2006 issue of the Breeze.

The board thanked the committee for providing hospitality at the recent workshop in which representatives of the county sheriff’s department advised members on security.

Work in progress by the Community Relations Committee currently includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently.

President’s Report
Don Kruger, President, stated that he will appoint a Nominating Committee to nominate members to fill the two positions that will be open on the board as of August 5, 2006. Patrick Kelley, Secretary, noted that the April 2006 issue of the Breeze invited members who have the time and the experience to contribute to the association by serving on the board to contact any member of the board by May 14.

Al Beck, Director, submitted his resignation from the board with the resignation effective August 5, 2006, at 10:00 a.m. 

Administrator’s Report
In the absence of Bill Barrons, Administrator, Don Kruger, President, distributed copies of “Members Dues and Other Fees,” a document that includes the revised policy regarding the gate fee, as approved by the board on March 20, 2006: Gate Fee:  “$225.00 payable on commencement of construction of a new home or other principal building.”

Patrick Kelley, Secretary, reminded the other members of the board that, per the minutes of the meeting on March 20, 2006, the policy is retroactive to new construction for which the gate fee has not yet been paid and that, in future, the gate fee is to be billed at the same time as the impact fee and the development fee.

Old Business
Old business included the proposed revision of Section 9.6, “Collection,” in the bylaws. The board discussed two versions of subsection 9.6.d, agreeing on the version that more strictly limits a board’s power to increase late charges. Patrick Kelley, Secretary, then moved that the board recommend the proposed revision of Section 9.6, “Collection,” to the membership at the annual meeting; Al Beck, Director, seconded the motion; and the motion passed by a vote of 4-0.

New Business
New business included a proposed amendment to the bylaws that Jack Faust and other members of the informal “lawyers committee” are drafting to preserve the current character of Surf Pines by retaining the current Clatsop County restrictions applicable to Surf Pines, notwithstanding Measure 37. Don Kruger, President, stated that he will check with Jack regarding the committee’s progress toward presenting the draft amendment to the bylaws by May 1, 2006.

The meeting was adjourned at 5:35 p.m. The next meeting is scheduled for May 15, 2006, either at the meeting house (deconstruction and construction permitting) or at another site to be announced.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
March 20, 2006, Meeting House
Present:  Al Beck, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; members Burr Allegaert, Alice Faust, Jack Faust, Wayne Fleming, Norma Keever, Judi Stewart, Milt Stewart, Ken Weber; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.

The minutes of the regular meeting on February 20, 2006, at the meeting house were unanimously approved as presented. The minutes of the executive session on March 2, 2006, were unanimously approved with one correction. And the minutes of the executive session on March 9, 2006, were unanimously approved as presented.

The agenda was unanimously approved with this addition:  under “Old Business,” the topic “Proposed Revision of the Policy on the Gate Fee” was added.

The board then considered these items:
 

Comments from the Membership
Jack Faust and Milt Stewart, members of the informal “lawyers’ committee,” commented on their work. Jack and Milt stated that they are drafting a proposed bylaw that is intended to preserve the current character of Surf Pines by retaining the current Clatsop County restrictions applicable to Surf Pines, notwithstanding Measure 37. They emphasized that bylaws trump the measure. Explaining that they are especially concerned about the effects on Surf Pines of building on the dunes and increasing the population density through subdividing lots and building multiplexes, Jack and Milt stated that they welcome information that is relevant to these subjects from members of the board and the administrator.

In other comments, Milt Stewart praised the association for the quality of the new edition of the Owners’ Information Guide.  

Treasurer’s Report
Presenting the treasurer’s report, Tom Wilcox noted corrections to be made by the accountant, Susan Wood. With these corrections assumed, the treasurer’s report was unanimously approved.

Discussion focused on accounts receivable. Bill Barrons, Administrator, stated that liens have been filed against the property of the two members who have not paid their dues despite their receipt of final warning letters.

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.

Hiring a New Security/Maintenance Manager
Michael stated that the board hired a new security/maintenance manager, J. Rock Bauer, to replace Lynn Meyrick, effective April 1, 2006. Michael explained that, with 36 applicants and 6 interviewees for the job, the board unanimously selected Rocky. Michael summarized Rocky’s experience and education as including 5 years as a supervisor at the Grotto, a Catholic sanctuary in Portland, where he was responsible for security and maintenance for all of the buildings and grounds; 15 years as the owner and operator of Native Landscapes, a landscape contracting business in Molalla; and a B.A. from Occidental College in Los Angeles, where he majored in philosophy and psychology.

Advising Members on Security
Michael stated that a workshop in which representatives of the county sheriff’s department advise members on security is scheduled for Saturday, April 8, 2006, at 10:00 a.m. in the Pacific Grange Hall. Patrick Kelley, Secretary, stated that he will announce the workshop in the April issue of the Breeze. Norma Keever, Chairperson of the Community Relations Committee, stated that her committee will support the workshop by providing coffee, tea, and sweets.

Responding to the Danger of a Tsunami
Michael stated that the Security Committee received from Robert Kloss of the Gearhart Fire Department a preliminary report on the fire district’s options for tsunami-alert systems and that a copy of the association’s telephone tree will be sent to Kloss for his information.

Monitoring Speed on the Roads of Surf Pines
Michael stated that a deputy sheriff who recently monitored speed on the roads of Surf Pines found no speeders. Patrick Kelley, Secretary, noted that association members at the Spring Wine-Tasting Party commented that a driver of a noisy old red Mazda RX-7 frequently speeds on Manion Drive. Patrick added that he referred the members to the procedure on page 10 of the Owners’ Information Guide for formally reporting habitual speeders.

Work in progress by the Security Committee currently includes:
 

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Managing Renovation of the Old Gatehouse to Create a New Meeting House
Al presented estimates from Bob McWhirter, who is the coordinator for the project of renovating the old gatehouse to create a new meeting house, and from Don Kruger, President, with the estimates including one based on professional labor and another based on some volunteer labor. Al and Don indicated that the estimates were rough estimates, not bids. The board asked the committee to polish the estimates for renovating the old gatehouse to create a new meeting house. (For the purpose of comparison and contrast, the board also asked the committee to provide a polished estimate for the alternative, removing the old gatehouse and landscaping the site.) After discussion, the board agreed that it will ask the Budget Committee to consider budgeting for renovation in the budget that will be submitted for the approval of the membership at the annual meeting.

Executing the “Surf Pines Pavement Management Plan”
Al stated that, as the committee prepares to execute the “Surf Pines Pavement Management Plan,” it is considering chip sealing as an alternative to repaving. He suggested that the other members of the board familiarize themselves with chip sealing by searching “chip sealing” (with the quotation marks) on Google.

Pumping Winter Storm Water from the Roads and Grounds of Surf Pines
Al stated that, since pumps were installed on February 3, 2006, when rising water required their use, they have operated for approximately 200 hours, pumped 700-800 gallons of water per minute, and therefore removed a significant amount of winter storm water from the roads and grounds of Surf Pines. He explained that use of the pumps this winter revealed that the discharge point for pump station #2 should be extended approximately 165 feet to the west so that water is not discharged onto Lisa O’Grady’s path. Work on this project, Al stated, is in progress. He also explained that a pump technician adjusted the breakers, which were set too low, and that the technician will return this summer to adjust the floats for automatic operation. The technician, Al noted, recommends that the pumps remain in place, rather than being installed and removed annually, a change in practice that will require a simple preventive maintenance plan but eliminate the significant cost of installation and removal.

Working through the Breeze on Other Projects
Bill Barrons, Administrator, reported and Patrick Kelley, Secretary, confirmed that the Breeze for April 2006 will support the work of the committee on other projects by publishing an article about Western Oregon Waste’s “non-curbside cart service” and news items about the availability of free wood mulch and the desirability of dog owners bagging their dogs’ feces instead of leaving it in the park, on the paths, and on the roadsides of Surf Pines.

Work in progress by the Roads and Grounds Committee currently includes:
 

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported on work completed and work in progress.

Norma stated that approximately 30 members, including numerous new members, attended the committee’s spring event, a wine-tasting party at the home of Burr and Sally Allegaert. Norma thanked the Allegaerts for hosting the party so graciously. The board added its thanks to the Allegaerts. And Burr praised the committee for its work in sponsoring the party.

Norma noted that an extra event this year, a Cinco de Mayo party, might be cancelled for lack of a host. But she emphasized that other social events for 2006 are set as scheduled:
 

Work in progress by the Community Relations Committee currently includes:
 

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently.

President’s Report
Don Kruger, President, stated that he had no current business to report.

Administrator’s Report
Reporting more progress on the quiet-title action that the board requested in March 2005 regarding property at the old south pump station, Bill Barrons, Administrator, stated that the association is close to a clear title on the property.

Old Business
Old business included two proposed revisions: one of Section 9.6, “Collection,” in the bylaws and the other of the policy on the gate fee.

Proposed Revision of Section 9.6, Collection, in the Bylaws
The board considered three proposed revisions of Section 9.6, Collection, in the bylaws; selected the third option; revised it further; and asked Bill Barrons, Administrator, to resubmit this revision at the next meeting.

Proposed Revision of the Policy on the Gate Fee
Don Kruger, President, proposed this revision of the policy on the gate fee:
Gate Fee: $225.00 payable on commencement of construction of a new home or other principal building

Discussion established that the policy is retroactive to new construction for which the gate fee has not yet been paid. Discussion also established that, in future, the gate fee is to be billed at the same time as the impact fee and the development fee.

Michael Wilkin, Vice President, moved approval of the revision of the policy; Patrick Kelley, Secretary, seconded the motion; and the board unanimously approved the motion.

New Business
There was no new business.

The meeting was adjourned at 6:35 p.m.
The next meeting is scheduled for April 17, 2006, either at the meeting house (deconstruction and construction permitting) or at another site to be announced.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
February 20, 2006, Meeting House
Present:  Al Beck, Patrick Kelley, Don Kruger, Michael Wilkin; members Burr Allegaert, Debra Hall, Paul Tadei, Ken Weber; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.

The minutes of the regular meeting on January 16, 2006, at the meeting house were unanimously approved as presented.
The agenda was unanimously approved with this addition:  under “President’s Report,” the topic “Pumping Water” was added.

The board then considered these items:
 

Comments from the Membership
Member Paul Tadei explained that after owning a home in Surf Pines at 89616 Manion Drive, where he had a personal gate code, he moved to a new home at 89563 Lakeside Court, where he was billed $225 for a gate access fee. Paul asked why he was expected to pay the gate access fee when he already had a personal gate code. Noting that the situation is unusual in that new owners of new homes are usually new members of the association who do not already have personal gate codes, the board answered Paul’s question by explaining that the gate access fee applies not to the member but to the new home because the addition of a new home in Surf Pines entails additional use of the gates—and that the new owner-occupant of the new home is expected to pay the fee.

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Don Kruger, President, in the absence of Tom Wilcox, Treasurer.

Discussion focused on accounts receivable. Don asked Bill Barrons, Administrator, to contact any members who have paid overdue bills but not paid the penalties.

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.

Responding to the Danger of a Tsunami
Michael stated that the telephone tree that is designed to alert residents of Ocean Drive to a tsunami was tested successfully and that it will be retested again, probably during a weekend late in the spring or early in the summer when more residents are likely to be in residence.

Monitoring Speed on the Roads of Surf Pines
Michael stated that a deputy sheriff who recently monitored speed on the roads of Surf Pines found no speeders. Michael added that the radar trailer also was in action recently on Manion Drive to remind drivers of the speed limit.

Monitoring the Red Chow
Responding to comments from member Debra Hall regarding the red chow, Michael stated that the consensus of the committee is that because the dog, a stray, avoids contact with humans, deer, and other dogs, it does not present a problem significant enough to justify solution through euthanasia. He noted that the committee will monitor the dog and, if the dog becomes sick or its behavior changes, then the matter will be reconsidered.

Advising Members on Security
Michael stated that a presentation in which representatives of the county sheriff’s department advise members on security is scheduled for Saturday, April 8, 2006, at 10:00 a.m. at the Pacific Grange Hall. Patrick Kelley, Secretary, stated that he will promote the presentation in the April issue of the Breeze. Bill Barrons, Administrator, stated that he will ask the Community Relations Committee if they will support the presentation by providing coffee, doughnuts, and hospitality. Member Burr Allegaert suggested inviting residents of Country Club Estates to the presentation, and Don Kruger, President, stated that he will contact the president of the homeowners’ association there with an invitation.

Work in progress by the Security Committee currently includes:
 

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Managing Renovation of the Old Gatehouse to Create a New Meeting House
Al presented an estimate from Bob McWhirter, who is the coordinator for the project of renovating the old gatehouse to create a new meeting house. Noting that the estimate is higher, in general, than anticipated, Al explained that the estimate for carpentry, in particular, is much higher than anticipated, perhaps because of the increased cost of materials, and that roofing is an unanticipated cost. The board referred the estimate back to the committee with the request that Bob and the committee review the numbers.

Overseeing Young’s River Tree Service’s Work in Removing Felled Trees
Al stated that Young’s River Tree Service has responded quickly when winter storms have felled trees on the roads of Surf Pines. He noted that the cleanup required on the roads and in the rights-of-way after the unusually severe storms this winter will stretch the committee’s budget for this work during this fiscal year.

On a related subject, Al stated that others have been dumping wood chips on the chip pile at the old south pump station, a pile that is intended to be used only by the association. To manage the pile, he stated that wood chips will be offered to members as mulch and the entrance to the property will be blocked.

Bagging Dog Feces
Explaining that he received from the Roads and Grounds Committee a strongly worded draft item for the Breeze asking dog owners to bag their dogs’ feces, Patrick Kelley, in his capacity as an editor of the newsletter, asked if the board supported the committee’s position on bagging dog feces. By consensus, the board agreed that asking dog owners to bag their dogs’ feces is appropriate if the feces are either on association property where members are likely to walk, including in the park, on the paths, and on the roadsides, or in neighbors’ yards.

Work in progress by the Roads and Grounds Committee currently includes:
 

Community Relations Committee’s Report
Because no representative of the Community Relations Committee was present, there was no report from the committee

Work in progress by the Community Relations Committee currently includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently.

President’s Report
Don Kruger, President, reported on pumping water. He stated that pumps were installed on February 3, 2006, when rising water required their use. He explained that 4 pumps have been used, including 2 at Horizon and 2 south of High Surf; that installing the 4 pumps cost approximately $600 and removing them will cost approximately the same amount; and that the pumps, pumping 700-800 gallons per minute during 125-150 hours of use, have removed a significant amount of water from the roads of Surf Pines.

Administrator’s Report
Bill Barrons, Administrator, reported that member Jack Faust has communicated with counsel Dan Van Thiel regarding a proposal from Jack and the informal “lawyers’ committee” for a bylaw that is intended to preserve the current character of Surf Pines by retaining the current Clatsop County restrictions applicable to Surf Pines, notwithstanding Measure 37.

Bill also reported that nonmember Craig Weston is disputing a $10 fee for a late payment. Bill suggested that the board waive the $10 fee, and the board unanimously agreed to do so.

Old Business
Old business included a proposed revision of Section 9.6, “Collection,” in the bylaws. The board considered a draft revision, revised it further, and asked Bill Barrons, Administrator, to resubmit the revision at the next meeting.

New Business
Bill Barrons, Administrator, stated that the resignation of Lynn Meyrick, Security, is effective April 1, 2006 and that approximately 36 applicants applied for the open position. Michael Wilkin, Vice President, representing the ad hoc applicant screening committee, stated that the committee selected the 5-6 most qualified applicants for interviews. Bill distributed a draft list of questions for the interviews; Don Kruger, President, asked the other members of the board to send additional questions to him by February 23, 2006. The board asked Bill to schedule the 5-6 most qualified applicants for interviews on March 2, 2006, at the meeting house.

The meeting was adjourned at 6:25 p.m.
The next meeting is scheduled for March 20, 2006, either at the meeting house (deconstruction and construction permitting) or at another site to be announced.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
January 16, 2006, Meeting House
Present:  Al Beck, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; committee chairperson Norma Keever; members Wayne Fleming, Debra Hall, Bob McWhirter, Ken Weber; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.
The minutes of the regular meeting on December 19, 2005, at the meeting house were unanimously approved as presented.
The agenda was unanimously approved with this addition:  under “New Business,” the topic “Treasury Business” was added.

The board then considered these items:
 

Comments from the Membership
Member Debra Hall commented on the red chow that runs loose on the roads of Surf Pines. Patrick Kelley, Secretary, read member Wendy Gilmore’s contrasting comments on the red chow from a letter in the April 2004 issue of the Breeze. Michael Wilkin, Chairperson of the Security Committee, stated that his committee will consider these comments from members.  

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Tom Wilcox. During discussion of the amount of information in the financial reports, Patrick Kelley, Secretary, suggested erring on the side of providing the board with too much information instead of not enough information to monitor the finances of the association.

During discussion of the prospect of listing all of the association’s fixed assets on the balance sheet, including not only the security house, but also the meeting house, the park, the park equipment, the lots on Manion Drive at the old south pump station, the roads, the paths, the de-watering system, and the gates, Tom Wilcox and member Bob McWhirter urged valuing these assets on a consistent basis, if possible, and member Norma Keever urged valuing the assets conservatively.

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.

Responding to the Danger of a Tsunami
Michael stated that the telephone tree that is designed to alert residents of Ocean Drive to a tsunami will be tested soon and then retested regularly in coordination with the county’s tsunami-readiness tests.

Advising Members on Security
Michael stated that representatives of the county sheriff’s department offered, via committee member Mark Whisler, to present a program for association members on responding to the danger of a tsunami and preventing crime. The committee, Michael noted, accepted this offer and suggested to Mark that presenting the program in April would enable the Breeze to promote it in the April issue and that presenting it on a weekend would enable weekenders to attend.

Work in progress by the Security Committee currently includes:
 

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Managing Renovation of the Old Gatehouse to Create a New Meeting House
Al stated that the committee selected committee member Bob McWhirter as the coordinator for the project of renovating the old gatehouse to create a new meeting house. Bob inquired about procedural matters, including bids, authorizations, invoices, and payments. Bill Barrons, Administrator, stated that he will work with Bob to follow established procedures.

Estimating the Value of the Association’s Fixed Assets
Al stated that member and realtor Norma Keever will be asked to estimate the value of the security house, the meeting house, the park, and the lots on Manion Drive at the old south pump station and that Bill Barrons, Administrator, will collect data on other assets, including the park equipment, the roads, the paths, the de-watering system, and the gates. Al noted that the committee plans to report its estimates to the board in either April or May.

Preventing Driving on the High Surf Beach Path
Finally, Al stated that the committee authorized Bill Barrons to hire the placement of more drift logs near the High Surf beach path in an effort to prevent drivers on the beach from driving east up the path through the dunes to Surf Pines. Al noted that the huge drift logs that the committee placed there recently were now covered with sand and that the “Driving in Dunes Prohibited” sign that the committee placed there is missing.

Work in progress by the Roads and Grounds Committee currently includes:
 

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported on work completed and work in progress. She stated that the committee tentatively planned these social events for 2006:
 

Norma noted a request from Don Kruger, President, that Meet the New Board be scheduled for early afternoon instead of early evening.
Work in progress by the Community Relations Committee currently includes:
 

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently.

President’s Report
Don Kruger, President, reported that he has not yet responded to the most recent e-mail messages from member Richard Schroeder regarding the past relationship between Surf Pines and Pinehurst, but that he will respond soon. Don added that he will keep the other members of the board informed about Rich’s and his ongoing e-mail conversation.

Administrator’s Report
Bill Barrons, Administrator, distributed a copy of the revised right-of-way landscaping policy and a draft of a proposed revision of section 9.6 of the bylaws.

Old Business
Old business included revision of collection letters and the timeline for sending them, revision of a financial policy, and concerns about Measure 37.

Revision of Collection Letters and Timeline for Sending Them
Bill Barrons, Administrator, suggested that the board defer revision of the collection letters that are sent to members whose accounts are delinquent and of the timeline for sending these letters until the membership acts on a proposed revision of Section 9.6 in the bylaws. The board accepted Bill’s suggestion.

Revision of a Financial Policy
To improve oversight, the board unanimously approved this revision of the financial policy regarding approving invoices and signing checks:
    Invoices
     Under $500, must be approved by either a director or the administrator
     $500 or more, must be approved by either the treasurer or the officer authorizing charges
     Exception: an individual may not approve an invoice for payment to himself/herself.

Checks
Under $500, must be signed by either the treasurer or another director
$500 or more, must be signed by two directors
Exception: an individual may not sign a check for payment to himself/herself.   

Concerns about Measure 37
In response to concerns that member Jack Faust and others have expressed about the potential effects of Measure 37 on Surf Pines, the board unanimously accepted an offer by Jack and other members of the informal “lawyers committee” to draft a proposal for a bylaw that is intended to preserve the current character of Surf Pines by maintaining the present Clatsop County restrictions applicable to Surf Pines and withstanding any future legal challenge. The board asked Jack and the other members of the “lawyers committee” to present the draft bylaw by May 1, 2006.

New Business
Noting that Tom Wilcox, Treasurer, voted against a proposal to list all of the association’s fixed assets on the balance sheet, a proposal that the board approved on December 19, 2005, by a vote of 3-1-1, Michael Wilkin, Vice President, asked about the appropriateness of the board as a whole overruling the treasurer on treasury business. Discussion focused on the nature of the board’s decisions, which, the board agreed, are essentially made collaboratively instead of by an individual director, officer, or committee chairperson.

The meeting was adjourned at 6:00 p.m.
The next meeting is scheduled for February 20, 2006, either at the meeting house (deconstruction and construction permitting) or at another site to be announced.

Respectfully submitted, Patrick Kelley, Secretary

visitors to Surf Pines site.