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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: