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Surf Pines Association

2006 Board Meetings

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Surf Pines Association Regular Meeting of the Board of Directors
December 17, 2007, Meeting House

Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Norma Keever, Ken Weber; 25 members, including Joe Bakkensen, Bob Ball, Kathy Ball, Brian Cameron, Colleen Casaleggio, Lee Casaleggio, Wayne Fleming, Dave Forbush, Gheri Fouts, Jan Fouts, Gary Hanson, Randall Henderson, Winchester King, Art Limbird, Kay Limbird, Phillip Massebeau, Lisa O’Grady, Tim Regan, Lou Sayer, Scott Seppa, Chuck Shea, Jeff TerHar, Jerry Whalen, Nancy Wilcox, Tom Wilcox; administrator Dan Bartlett (Absent (excused): committee chairperson Burr Allegaert)

The meeting was called to order at 4:30 p.m.
The minutes of the special meeting on December 15, 2007, 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
With 25 members constituting a standing-room-only audience and all of them eager for a status report on recovery from the disastrous wind storm of December 2-3, 2007, the board, led by Don Kruger, President, and Michael Wilkin, Vice President, reported on its actions since the storm:

1)      With the help of a host of volunteers, cleared the roads of Surf Pines for two-way traffic during the two days after the storm

2)      Again with the help of a host of volunteers, cleared driveways on the third day after the storm

3)      Assessed the damage from the storm

4)      Inasmuch as Clatsop County was declared an official disaster area, explored the possibility of support from the Federal Emergency Management Agency (FEMA) for recovery from the storm

5)      When support from FEMA proved unlikely, established a philosophy for managing recovery from the storm that emphasizes community responsibility

6)      Invited proposals from contractors for recovery from the storm

7)      Accepted a proposal, tentatively, with funding for the proposed work dependent on the membership’s approval of an assessment of $250 that will not only fund recovery from this storm but also provide a reserve to fund recovery from the next storm

8)      Sent the membership an information letter and a mail ballot for the assessment with the ballot to be returned no later than December 31 and recovery to follow promptly if the assessment is approved 

Comments from the membership focused on the assessment, policy and procedures for the recovery, and underground utilities.

Assessment
Members’ comments were generally supportive of an assessment of $250 that represents community responsibility for recovery from the storm, especially if the assessment provides for recovery not only for the association’s properties but also for the right-of-way, and if it provides a reserve to fund recovery from the next storm. Members cautioned, though, that the reserve should be designated for storm recovery and spent for nothing else.

Policy and Procedures for the Recovery
Members’ comments emphasized that policy and procedures regarding removal of trees from the right-of-way should balance both safety and beauty because both are critical to property values—and that “clear-cutting the right of way,” as one member stated, will diminish property values. 

Members Randall Henderson, Phillip Massebeau, Brian Cameron, and Lisa O’Grady commented on a case of clear-cutting the right-of-way that occurred before the storm, stating that the right-of-way in front of the Henderson and Massebeau homes on south Ocean Drive was clear cut without approval under the direction of a representative of the association to improve the ocean view of Ward Cook on south Manion Drive. Randall asked that his letter documenting the case be entered into the record, and Patrick Kelley, Secretary, stated that he would enter the letter into the record.

Members’ comments also emphasized their preference for chipping debris instead of burning it because of health and safety considerations that are associated with burning.

Finally, regarding policy and procedures for the recovery, members’ comments emphasized that, if a property presents either a fire hazard or another hazardous condition, then the board should use the powers granted to it in the bylaws to require appropriate maintenance. 

Underground Utilities
With comments on the desirability of underground utilities throughout Surf Pines to minimize utility outages during storms, members asked the board to study the feasibility and cost of relocating utilities.  

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Dave Lukens. Dave noted that information from Susan Wood, the accountant, was understandably late because of the recent power outage and that the data for Roads and Grounds are misleading because of checks that are literally in the mail. The board deferred a discussion of electronic banking.

Security Committee’s Report
Lee Casaleggio, member, reported for the Security Committee in the absence of its chairperson, Burr Allegaert. Lee stated that the committee did not meet in December because of the storm, but that, at its next meeting, it will continue its work in progress to enforce speeding assessments against contractors and renters. A brief discussion focused on the phenomenon of increased speeding on the roads of Surf Pines after the storm. In the course of this discussion, a member suggested that the committee consider posting the table of assessments for exceeding the speed limit on signs at each gate.

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 that the committee had no report.
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 Holiday Soiree, which was scheduled for the Proyect/Wall home, 89061 Stellar Lane, on December 8, 2007, from 6:00 to 9:00 p.m. but cancelled because of the storm, is being rescheduled for the Proyect/Wall home early in 2008, probably during either February to coordinate with Valentine’s Day or March to coordinate with St. Patrick’s Day.  

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reported that the information letter and the mail ballot for the assessment are ready to send to the membership.

Administrator’s Report
Dan Bartlett, Administrator, reported that the association’s insurance apparently provides a moderate amount of coverage, perhaps as much as $10,000, for damage to trees on its property.

Old Business
Old business included considering an increase in liability insurance and a concern about access to the beach.

Considering an Increase in Liability Insurance
Dan Bartlett, Administrator, reported that information from Bob Knutsen of Knutsen Insurance, the association’s insurance broker, was delayed because Bob is processing a heavy load of storm-related claims.  Noting that the premium for the current insurance is due on January 15, 2008, before the next board meeting on January 21, the board agreed to pay the premium by the due date, consider the information from Bob at the January meeting, and then decide on an increase in liability insurance.  

Considering a Concern about Access to the Beach
Don Kruger, President, reported that, because of the association’s preoccupation with recovery from the storm, he had no update regarding the concern about access to the beach across accreted land.

New Business
New business included a request from Russ Earl to install a 12-inch water line from Highway 101 to Manion Drive along the north side of Surf Pines Lane. With nothing in writing regarding the request, the board deferred consideration of it.

The meeting was adjourned at 6:20 p.m. The next regular meeting is scheduled for January 21, 2008, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Michael Wilkin; committee chairpersons Burr Allegaert, Ken Weber; members Wayne Fleming, George Hawes, Lawrence Pardee; administrator Dan Bartlett
Absent (excused): director Bob McWhirter

After a disastrous wind storm devastated the pines of Surf Pines on Sunday and Monday, December 2-3, 2007, and after members of the board and other volunteers removed fallen trees to open the roads of Surf Pines on Tuesday and Wednesday, December 4-5, a special meeting of the Board of Directors was called to order on Thursday, December 6, at 9:30 a.m. to consider a one-item agenda:  recovery from the storm.

Anticipating the declaration of a major disaster by President George W. Bush, the board agreed to explore the possibility of support from the Federal Emergency Management Agency (FEMA) for recovery. Discussion of recovery focused on removing debris and preventing the development of major fire hazards before fire season. The board asked Dan Bartlett, Administrator, to explore the parameters of support from FEMA.

To begin to document and assess the disaster, the board asked Dan to inquire of his contacts about the availability of aerial photographs of the destruction in Surf Pines. The board asked Roger Masse, in his capacity as co-editor of the Breeze, to photograph destruction on the ground. And the board asked Dave Lukens, Director, and Ken Weber, Chairperson of the Roads and Grounds Committee, to estimate the destruction in numerical terms on a map of Surf Pines.

The board also discussed briefly the possibility of a grant, perhaps from the Oregon Department of Forestry, to support recovery. Dan and Dave volunteered to investigate the possibility of a grant.

After the meeting was adjourned at 10:30 a.m., members of the board and other volunteers adjourned to remove fallen trees from driveways throughout Surf Pines.   

The next meeting, another special meeting, is scheduled for Wednesday, December 12, 2007, at 9:00 a.m. at the meeting house. 

Respectfully submitted, Patrick Kelley, Secretary

Present: directors Patrick Kelley, Dave Lukens, Michael Wilkin; committee chairpersons Burr Allegaert, Ken Weber; member Lee Casaleggio; administrator Dan Bartlett
Absent (excused): directors Don Kruger, Bob McWhirter; committee chairperson Norma Keever
In the absence of Don Kruger, President, the meeting was called to order by Michael Wilkin, Vice President, at 4:30 p.m.

The minutes of the regular meeting on October 15, 2007, at the meeting house were approved as presented.
The agenda was approved with the addition of two subtopics, “Comments from Members Brian and Leslie Cameron” under “Roads and Grounds Committee’s Report” and “Considering an Increase in Liability Insurance” under “Old Business.” 
The board then considered these items:

Comments from the Membership
Noting comments received via e-mail earlier in the day from members Brian and Leslie Cameron regarding the removal of trees from the association’s right-of-way on the west side of south Ocean Drive, the board agreed to address the comments during the Roads and Grounds Committee’s report. 

Treasurer’s Report
The treasurer’s report was approved as presented by Dave Lukens. Dave expressed concern that, after only one seasonal storm, the Roads and Grounds Committee already has spent, by his estimate, approximately $12,000 of the $20,000 budgeted for “Trees” this fiscal year.

In other analysis, Dave noted that, on “Profit & Loss Budget vs. Actual” for October 2007, the administrator’s expenses and salary (item 1B) are not included because Bill Barrons, the former administrator, was late reporting these data. On the same document, Dave noted a dramatic increase in property tax (item 3C). Reviewing “Accounts Receivable,” the board discussed with Dan Bartlett, Administrator, filing a lien on the property of member Joanna Henry and a lien on the property of Bernard Ross and Joanna Henry according to the procedure that is outlined in the association’s policies titled “Notices of Delinquent Payments” and “Liens.”

Security Committee’s Report
Burr Allegaert, Chairperson of the Security Committee, reported that the committee unanimously recommended a change in the “Vehicle Speed” policy:  doubling the assessment for a speeder who is a repeat offender. Discussion focused on the fact that, under the current policy, speeding assessments are based on the schedule of fees currently in use by Oregon courts—and that changing the policy represents a significant departure from that solid basis. When the discussion proved inconclusive, the board referred the recommendation back to the committee for further discussion and action.

Burr also reported on work in progress to enforce speeding assessments against contractors and thereby slow their speed. Praising that work, Patrick Kelley, Secretary, asked the committee to work, too, on enforcing speeding assessments against renters and thereby slow their speed. He noted that a recent speeding assessment against renter Stephanie Ackerman for $139 ($94 + $45 in late fees) was declared uncollectable and that a speeding assessment against another renter, Tanya Waddell, for $124 ($94 + $30 in late fees) has not been paid.    

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
With no chairperson present to report, no minutes available from the committee’s most recent meeting, numerous trees down in the association’s right-of-way, an estimated $12,000 of the $20,000 budgeted for “Trees” this fiscal year already spent on one seasonal storm, and comments received from members critical of the chairperson’s work, the board called Ken Weber, Chairperson of the Roads and Grounds Committee, at home and asked him to attend the meeting.

When Ken arrived, his report focused on the work in the association’s right-of-way on the property of members Randall and Jeanne Henderson, 89066 Ocean Drive, and, to a lesser extent, on the work in the association’s right-of-way on the property of members Pat and Noreen Regan, 89776 Sea Breeze Drive. Ken stated that Pacific Power recommended removing trees from the right-of-way at these properties; that Pacific Power offered to pay its contractor, Trees, Inc., to top marked trees to their trunks if the association would pay its contractor, Youngs River Tree Service, to remove the trunks and chip the debris; that the Hendersons approved removing the trees; that member Ward Cook offered to pay Youngs River Tree Service for its work because his ocean view from 89062 Manion Drive would be improved by the removal of trees at 89066 Ocean Drive; that representatives of Youngs River Tree Service worked with Ward to decide which trees should be removed to improve his view; and that the work on south Ocean Drive then proceeded. Regarding the work on Sea Breeze Drive immediately west of his own property, Ken stated that Pacific Power recommended removing trees there because, as indicated by numerous spliced wires, these trees were historically problematic. He did not report on whether the Regans approved removing the trees, who did the work, and who paid for it. With that report, Ken then departed the meeting.

Addressing comments received via e-mail earlier in the day from members Brian and Leslie Cameron about the removal of trees from the association’s right-of-way on the west side of south Ocean Drive, the board agreed that either Michael Wilkin, Vice President, or Don Kruger, President, should respond to the Camerons, essentially by informing them that only trees marked with pink tags are to be removed and that property owners may remove tags from trees if the owners do not approve of the removal of the trees.         

Finally, in light of the status of the budget for “Trees,” the board discussed the possibility of an assessment, agreeing that any assessment should be levied “while the wind is still blowing” and that the meeting in December would be an appropriate time for a decision on an assessment.  

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

Community Relations Committee’s Report
Lee Casaleggio, member, reported for the Community Relations Committee in the absence of its chairperson, Norma Keever. Reporting on work completed, Lee stated that the committee sponsored a farewell party for Bill Barrons, the outgoing administrator, and a welcome party for Dan Bartlett, the incoming administrator, at the meeting house on November 10, 2007. Reporting on work in progress, Lee stated that the committee is planning the Holiday Soiree, which is scheduled for the Proyect/Wall home, 89061 Stellar Lane, on December 8, 2007, from 6:00 to 9:00 p.m.  

Work in progress by the Community Relations Committee currently includes:

President’s Report (In the absence of Don Kruger, President, there was no president’s report.)

Administrator’s Report
Dan Bartlett, Administrator, recommended an increase in the salary for the security/maintenance manager from $7.80 per hour to $7.95 per hour to match the increase in the minimum wage in Oregon that is effective as of January 1, 2008. Dave Lukens, Treasurer, moved to increase the salary for John Gates, the security/maintenance manager, to $7.95 per hour as of January 1, 2008; Patrick Kelley, Secretary, seconded the motion; and the board approved it by a vote of 3-0 with Don Kruger, President, and Bob McWhirter, Director, absent.

Dan asked the board to consider a holiday bonus for John. After a brief discussion that focused on the high level of satisfaction with John’s work, Dave moved to award a bonus of $250; Patrick seconded the motion; and the board approved it by a vote of 3-0 with Don and Bob absent. The board asked Dan to arrange for payment of the bonus.

Dan presented for approval and signatures the contractual “Agreement” between the Surf Pines Association and the administrator, an agreement that includes “Duties of the Administrator” and “Duties of the Association” and that extends from November 1, 2007, through October 31, 2009. Having already reviewed the agreement, Dave moved approval; Patrick seconded the motion; and the board approved it by a vote of 3-0 with Don and Bob absent. Dan signed the agreement, and Michael Wilkin, in his capacity as vice president, signed the agreement on behalf of the association.

Old Business
Old business included considering an increase in liability insurance, a concern about access to the beach, and a concern about the access road to Spruce Grove.

Considering an Increase in Liability Insurance 
Dan Bartlett, Administrator, reported that he is actively pursuing member Bob Knutsen of Knutsen Insurance, the association’s insurance broker, to provide all of the information that the board needs to make a decision regarding an increase in liability insurance during the meeting in December 2007.

Considering a Concern about Access to the Beach 
In the absence of Don Kruger, President, who is addressing the concern about access to the beach across accreted land, the board tabled consideration of this concern until the meeting in December 2007.

Considering a Concern about the Access Road to Spruce Grove
Patrick Kelley, Secretary, reminded the other members of the board that Bill Barrons, the former administrator, reported via e-mail after the meeting in October 2007 that, according to the plans for the Spruce Grove subdivision, the access road will be located at the south property line and therefore use of the access road by southbound vehicles on Highway 101 will not conflict with use of the left turn lane into Surf Pines by northbound vehicles.

New Business
New business included a request from Russ Earl to install a 12-inch water line from Highway 101 to Manion Drive along the north side of Surf Pines Lane. In the absence of Don Kruger, President, who received the oral request, and with no written request, the board declined to consider the request because of insufficient information.

The meeting was adjourned at 6:20 p.m. The next regular meeting is scheduled for December 17, 2007, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
October 15, 2007, Meeting House
Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Burr Allegaert, Norma Keever, Ken Weber; member Lee Casaleggio; administrator Bill Barrons
The meeting was called to order at 4:30 p.m.

The minutes of the regular meeting on September 17, 2007, at the meeting house were unanimously approved as presented. The minutes of the special meeting on October 9, 2007, at the meeting house were unanimously approved with one correction: “Surf Pines Architectural Committee” was corrected to “Surf Pines Landing Architectural Committee.”  

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

Comments from the Membership
Patrick Kelley, Secretary, reported a written comment from member Bonnie Rogie regarding a suggestion during the meeting on September 17, 2007, that she compile a cumulative list of changes to the Directory instead of a quarterly list of changes so that any list of changes mailed to members would include not merely the changes from the previous quarter, but all changes since the Directory was distributed. Bonnie stated that the list of changes that she compiles is, in fact, a cumulative list. The board thanked Bonnie for her comment—and for providing the cumulative list of changes.  

Treasurer’s Report
The treasurer’s report was approved as presented by Dave Lukens. Dave stated that the association is essentially on budget for the current fiscal year, except for the salaries of the administrator and the security/maintenance manager. He noted that these overages are being addressed.

As the board reviewed “Accounts Receivable,” Bill Barrons, Administrator, recommended deleting as uncollectable the accounts for Bruce Goodale and Casey Langmo, contractors assessed for speeding. Reluctantly accepting this recommendation, the board asked the Security Committee to consider how the “Vehicle Speed” policy and the deputy sheriff’s procedure for reporting speeding might be improved to increase the collectability of speeding assessments for contractors, renters, and guests—and thereby decrease their speeding. 

Reviewing other accounts on “Accounts Receivable,” the board remarked on the brevity of the list, noting that it is much shorter than the list of “Advance Payments.” 

Security Committee’s Report
Stating that the Security Committee had no recommendations for the board to consider, Burr Allegaert, Chairperson, reported briefly on work in progress. Regarding maintaining the gates of Surf Pines, Don Kruger, President, stated that Sopko Welding is scheduled to resume work on the scissors mechanisms on October 16, 2007.Regarding monitoring speed on the roads of Surf Pines, Burr accepted a request from the board that his committee consider suggestions from members at the Annual Meeting that owners of contract companies be required to sign agreements that their employees will not exceed the speed limit on the roads of Surf Pines and that property owners be assessed if their contractors exceed the speed limit and do not pay assessments. 

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Stating that the Roads and Grounds Committee had no recommendations for the board to consider, Ken Weber, Chairperson, reported briefly on work in progress. Regarding completing the parking area at the meeting house, Ken stated that the committee decided to install a split-rail fence at the south edge of the area and then decide whether to install parking blocks. Regarding maintaining the de-watering pumps, Ken stated that the committee received one quote of $6850 for work at pump station 2 and that he expects to receive another quote.

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 45 members and guests attended the latest social event, Oktoberfest at the Pacific Grange Hall on October 13, 2007, from 6:00 to 9:00 p.m. She stated that she was dissatisfied with the attendance; but board members who attended, including Don Kruger, President, and Patrick Kelley, Secretary, stated that they were satisfied with the food, the music, and the fellowship at the social event.

Regarding the committee’s assisting the administrator with the association’s Directory, Patrick Kelley, Secretary, reminded the committee and the board that the budget for 2007-08 for producing and mailing the Directory and the Owners’ Guide is $1500. He reported that LazerQuick estimated the cost of producing 360 copies of these documents in black and white with card-stock covers, 20-pound white text, and saddle-wired binding at slightly more than $400 for the Directory and slightly less than $700 for the Owners’ Guide. He reported that two postmasters estimated the cost of mailing these documents at $1.99 per envelope, slightly more than $700. Summarizing, he stated that the total cost of producing and mailing 360 copies of the documents is approximately $1800 ($400 + $700 + $700 = $1800) —and the budget is $1500.

Noting that the committee hoped to produce a Directory with color photographs on the cover, Patrick suggested that the committee hold the photos until next year when the budget might not be so tight. Michael Wilkin, Vice President, moved that the board fund the production of a Directory with color photographs this year with money from elsewhere in the budget. But when the motion failed for lack of a second, the board asked the committee to produce a Directory in black and white with a card-stock cover, 20-pound white text, and saddle-wired binding at approximately $400.        

Work in progress by the Community Relations Committee currently includes: 

President’s Report
Don Kruger, President, reported under “Old Business” regarding his response to a concern about access to the beach.      

Administrator’s Report
Bill Barrons, Administrator, reported on the date, time, and place of the next Annual Meeting, a proposed amendment to the bylaws, a recommended change in the work week for the security/maintenance manager, the association’s property on Manion Drive, and the plan for recruiting his replacement as administrator.

Date, Time, and Place of Next Annual Meeting
Bill stated that, subject to the board’s approval, he scheduled the next Annual Meeting for Saturday, August 2, 2008, from 9:00 a.m. to 12:00 noon at the Astoria Golf and Country Club. The board unanimously approved the date, time, and place.

Proposed Amendment to the Bylaws
Bill distributed a proposed amendment to Section 9.6.c, “Collection,” in the bylaws. He explained that the amendment, recommended to the board by counsel Dan Van Thiel, authorizes the association to collect its attorneys’ fees and any and all costs incurred during the lien and/or foreclosure process. In this amendment, italics indicate additions to Section 9.6.c and the strikethrough indicates a deletion:

Should any owner fail or refuse to pay the invoice amount including the late charges, the Board of Directors is authorized to bring any and all necessary and appropriate action, including but not limited to placing a lien and foreclosing on the assessed property to collect the amount owed. The Association shall be entitled to collect its attorneys’ fees and any and all costs incurred during the lien and/or foreclosure process.  

Bob McWhirter, Director, moved that the board recommend the amendment to the membership at the next Annual Meeting; Patrick Kelley, Secretary, seconded the motion; and the board unanimously approved it.

Recommended Change in Work Week for Security/Maintenance Manager
To better control overtime by the security/maintenance manager on the manager’s days off, Bill recommended beginning the manager’s work week on Tuesday at 12:01 a.m., instead of Thursday at 12:01 a.m., with Tuesday and Wednesday as the days off. The board unanimously accepted Bill’s recommendation.  

Association’s Property on Manion Drive
Bill reported on the recently received real property tax statement for the association’s property on Manion Drive. He distributed data indicating that the property includes three tax lots that total 3.2 acres, that the real market value totals $446,837, and that the current tax on the property is $2549. He also distributed copies of a drawing illustrating a proposed division of the property into 3 buildable lots, though he noted that dividing the property into buildable lots would add from $500 to $1000 to the tax bill annually.  

In a brief version of the board’s annual discussion of the property, Don Kruger, President, noted that the property offers a site for a community center in Surf Pines; and Michael Wilkin, Vice President, noted that the property offers open space, a vanishing quantity in and quality of Surf Pines. The board, as it does annually, took no action regarding the property.

Plan for Recruiting Replacement as Administrator
Finally, Bill reported on the plan for recruiting his replacement as administrator. He stated that, as the board requested, he advertised for an administrator in The Daily Astorian and contacted personally four potential candidates. The board scheduled an executive session for October 25, 2007, at 9:00 a.m. at the meeting house to consider the employment of an individual agent as an administrator.

Old Business
Old business included considering an increase in liability insurance and a concern about access to the beach.

Considering an Increase in Liability Insurance 
Bill Barrons, Administrator, reported that he provided member Bob Knutsen of Knutsen Insurance, the association’s insurance broker, with information that Bob requested regarding volunteer coverage. Bill stated that he estimated for Bob that volunteers do approximately 32 hours of field work and 66 hours of office work per month for the association.

Considering a Concern about Access to the Beach 
Don Kruger, President, distributed copies of a letter to be sent to Vernon E. Fowler, Jr, an attorney who represents some residents of south Manion Drive who have a concern about access to the beach across accreted land. In the letter, Don states that, in response to their concern, the association intends to retain its accesses between lots on south Ocean Drive and request easements to extend these accesses to the beach across accreted land.  

New Business
Patrick Kelley, Secretary, stated a concern about the access road to Spruce Grove, the housing development on the east side of Highway 101 across from the east end of Surf Pines Lane. Indicating that he hopes he is wrong but fears he might be right, Patrick stated that advertising and preliminary development at the site indicate that the developer might intend to place the access road so close to the left-turn lane for Surf Pines Lane that use of the access road by southbound vehicles on 101 might conflict with use of the left-turn lane by northbound vehicles. Bill Barrons, Administrator, volunteered to obtain a plat for Spruce Grove.  

The meeting was adjourned at 6:05 p.m.
The next regular meeting is scheduled for November 19, 2007, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
September 17, 2007, Meeting House
Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Michael Wilkin; committee chairpersons Burr Allegaert, Norma Keever, Ken Weber; members Colleen Casaleggio, Lee Casaleggio, Robin Rhodes
Absent (excused): Dave Lukens; administrator Bill Barrons

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on August 20, 2007, at the meeting house were approved as presented.
The agenda was approved as presented.|
The board then considered these items:

Comments from the Membership
Addressing the forthcoming new edition of the Surf Pines Association Directory, Lee Casaleggio, member, suggested color photographs on the cover of the document. He suggested color photographs even if the cost of color requires printing the document every other year instead of every year to halve the cost and obtaining contributions to cover the budget overrun. The board noted his suggestion.

Also addressing the Directory, Burr Allegaert, member, suggested compiling and mailing a cumulative list of changes to the Directory instead of quarterly lists of changes so that a list of changes mailed to members would include not merely the changes from the previous quarter, but all changes since the Directory was printed. The board noted his suggestion.            

Treasurer’s Report
The treasurer’s report was approved as presented by Don Kruger, President, in the absence of Dave Lukens, Treasurer. As the board reviewed “Accounts Receivable,” Don reported that, when foreclosure on her property loomed, Teresa Walker paid approximately 90 percent of the amount overdue on her account. Reviewing other accounts on “Accounts Receivable,” the board remarked on the brevity of the list.

Security Committee’s Report
Burr Allegaert, Chairperson of the Security Committee, reported on work completed and work in progress. Regarding maintaining the gates of Surf Pines, Burr stated that an intractable problem at the south gate seems to be solved. He also stated that Sopko Welding has completed work on one scissors mechanism and will complete four more of the mechanisms:  four for the gates and one for reserve.   

Regarding monitoring speed on the roads of Surf Pines, Burr stated that the committee recommended increasing the amount budgeted for the sheriff’s contract to provide for increased monitoring. Accepting the recommendation from the committee, Bob McWhirter, Director, moved to increase the amount for the sheriff’s contract from $1500 to $2400 annually to provide for 10 hours per month of monitoring at $20 per hour; Michael Wilkin, Vice President, seconded the motion; and the board approved the increase by a vote of 4-0 with Dave Lukens, Treasurer, absent.

Regarding addressing the use of fireworks in Surf Pines, Burr stated that the committee discussed comments from member Debra Hall and agreed to discuss the subject further before next 4^th of July. 

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. Regarding the roads of Surf Pines, Ken stated that Clean-Sweep Maintenance made minor repairs early in September before Blackline, Inc., applied a slurry surface and that Blackline applied the slurry surface on September 10, 2007, during ideal weather. Members of the board complimented Blackline and the committee on their work. Regarding the de-watering pumps, Ken stated that work is in progress to solve a problem at pump station 2.

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.Regarding the social events for 2007, Norma stated that preparations are in progress for the next event, Oktoberfest at the Pacific Grange Hall on October 13 from 6:00 to 9:00 p.m. The menu is established, she said, and musicians are scheduled.

Regarding assisting the administrator with the association’s Directory, Norma displayed a draft. She estimated that a Directory with color photographs of scenes in Surf Pines on a card-stock cover and with a saddle-wired binding would cost approximately $2.00 per copy. Patrick Kelley, Secretary, commented favorably on the fact that all of the photographs are of scenes in Surf Pines, on a card-stock cover, and on a saddle-wired binding, but cautioned again that color is not likely to fit within the tight budget for 2007-2008.

On a project related to the committee’s work, committee member Robin Rhodes distributed a list of social clubs that are meeting at the meeting house. The list of clubs and their coordinators, she stated, is for the board’s information and for publication in the October issue of the Breeze.   

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, led a discussion of comments from the membership at the recent Annual Meeting. After discussing a suggestion from member Joe Shea that the development fee be increased from $1000 to $5000, the board noted that the membership increased the related road-impact fee at the Annual Meeting in 2005 from a flat fee of $250 to $0.50 per square foot of livable area, a significant increase, and agreed that an increase in the development fee does not seem appropriate so soon after the increase in the road-impact fee.

After discussing a request from member Jerry Whalen that the board consider an amendment to Article XIV, “Voting Rights,” in the “Articles of Incorporation” that would entitle members to one vote per lot that they own, instead of one vote per membership, the board agreed to continue to honor the principle of one person, one vote.

After discussing a report from member Debra Hall of the use of fireworks in Surf Pines on the 4^th of July and her request for strengthened enforcement of the policy that prohibits the use of fireworks of any kind in Surf Pines, except on the public beach, the board asked Don Kruger, President, to respond to Debra’s report and her request.

After discussing a comment from member Tess Ratty that the association’s policy of publishing in the Breeze the names of drivers who are assessed for exceeding the speed limit on the roads of Surf Pines humiliates the speeders, the board reaffirmed the policy, citing a comment from member Jim Cooper that humiliating speeders to discourage them and other drivers from speeding is precisely the purpose of the policy.

After discussing a suggestion from member Bob Scanlan that owners of contract companies be required to sign agreements that their employees will not exceed the speed limit on the roads of Surf Pines and a suggestion from member Steve Sherrell that property owners be assessed if their contractors exceed the speed limit and do not pay assessments, the board referred the suggestions to the Security Committee.   

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

Old Business
Old business included considering an increase in liability insurance, a concern about access to the beach, a proposal about the gates, and a proposal for an access road.

Considering an Increase in Liability Insurance 
Patrick Kelley, Secretary, in the absence of Bill Barrons, Administrator, reminded the other members of the board about the meeting with member Bob Knutsen of Knutsen Insurance on October 9, 2007, at 9:00 a.m. at the meeting house to discuss Bob’s role as the association’s insurance broker.  

Considering a Concern about Access to the Beach 
Don Kruger, President, distributed a letter from Vernon E. Fowler, Jr., an attorney who represents some residents of south Manion Drive who have a concern about access to the beach across accreted land. The letter, the board noted, responds to a letter from Bill Barrons, Administrator, to Fowler in which Bill attempted to alleviate this concern by documenting that the association provides three paths to the beach along south Ocean Drive at intervals of approximately 1/5 of a mile to serve residents of south Manion Drive and that each of the three paths, by virtue of an easement, a title, or the location, extends all of the way to the beach, thereby finessing the issue of accreted land. The letter from Fowler, the board noted, states that providing this access is not enough for these residents—that the association must preserve the legal status of all accesses, including easements between lots 3 and 4, 6 and 7, 9 and 10, 12 and 13, 15 and 16, 18 and 19, and 21 and 22, and ensure that access extends all of the way to the beach across accreted land. After discussion, the board agreed that Don Kruger, in his capacity as president, will request easements for access to the beach across accreted land.       

Considering a Proposal about the Gates
Don Kruger, President, reported that he communicated to member Bob Scanlan the board’s interest in Bob’s proposal about the gates and invited Bob to a meeting of either the Security Committee or the board.

Considering a Proposal for an Access Road
The board considered a proposal from Ken Ulbricht of Ridge Line Estates Development for an access road from Surf Pines Lane to the subdivision that he and Dale Wideman are developing north of Surf Pines Lane, east of Easy Way Road, and west of Highway 101. Discussion focused on safety because vehicles that are exiting the access road to Surf Pines Lane will not be visible from vehicles that are traveling west on Surf Pines Lane until the vehicles that are traveling west crest the hill. Don Kruger, President, supported the proposal, noting that it addresses the concern about safety that the board expressed when Ulbricht attended a board meeting on December 18, 2007:  the proposal includes 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. Patrick Kelley, Secretary, opposed the proposal, noting that slowing and stopping vehicles as they exit the access road will 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. After discussion, the board approved the proposal by a vote of 3-1 with Patrick voting “No” and Dave Lukens, Treasurer, absent.    

New Business (There was no new business.)

The meeting was adjourned at 5:50 p.m.
The next meeting is scheduled for October 15, 2007, at 4:30 p.m. at the meeting house.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors,
August 20, 2007, Meeting House
Present:  Patrick Kelley, Don Kruger, Dave Lukens, Michael Wilkin; committee chairpersons Burr Allegaert, Norma Keever, Ken Weber; administrator Bill Barrons; members Bob Ball, Kathy Ball, Lee Casaleggio
Absent (excused): Bob McWhirter
The meeting was called to order at 4:30 p.m.

The minutes of the regular meeting on July 16, 2007, at the meeting house were approved as presented. The minutes of the special meeting on August 4, 2007, at the Astoria Golf and Country Club were approved as presented. And the minutes of the Annual Meeting on August 4, 2007, at the Astoria Golf and Country Club were reviewed for submission to the membership for approval at the next Annual Meeting. 

The agenda was approved with the addition of one subtopic, “Foreclosure,” under “Treasurer’s Report.” Bill Barrons, Administrator, requested the addition, and the board approved it.     

The board then considered these items:

Comments from the Membership
Addressing the forthcoming new edition of the Surf Pines Association Directory, 2006-2007, Lee Casaleggio, member, suggested color photographs on the cover of the document. He suggested color photographs even if the cost of color required obtaining contributions to cover the budget overage and printing the document every other year instead of every year to halve the cost. The board noted his suggestion.

Also addressing the Directory, Burr Allegaert, member, suggested preparing a cumulative list of changes to the Directory instead of quarterly lists of changes, so that, for example, a list of changes mailed to members would include not merely the changes from the previous quarter, but all changes since the Directory was printed. The board noted his suggestion.     

Treasurer’s Report
The treasurer’s report was approved as presented by Don Kruger, President, in the absence of Dave Lukens, Treasurer. As the board reviewed “Accounts Receivable,” Don reported that, when foreclosure on her property loomed, Teresa Walker paid approximately 90 percent of the amount due and overdue on her account. Reviewing other accounts on “Accounts Receivable,” the board remarked on the brevity of the list.

Security Committee’s Report
Michael Wilkin, outgoing Chairperson of the Security Committee, reported on work completed and work in progress. Regarding maintaining the gates, Michael stated that work by Sopko Welding on the scissors mechanism at the south gate continues with completion anticipated soon.

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
With a chairperson of the Roads and Grounds Committee not yet appointed, Don Kruger, President, reported on work completed and work in progress.

Regarding the roads, Don stated that areas have been marked for repair by Clean-Sweep Maintenance before Blackline, Inc., applies a slurry surface in September. The board discussed the need for advance notice from Blackline so that residents, emergency services, and other services, such as school buses, can be notified when roads will be closed.

Regarding the de-watering pumps, Don stated that the committee received a quote to solve a problem at pump station 2. Patrick Kelley, Secretary, in the absence of Bob McWhirter, Director at Large, reminded that Bob advised requesting a written proposal to accompany a quote.  

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, despite rain, 52 members and guests participated in the Ice-Cream Social at the Groshong home on August 18 from 2:00 to 5:00 p.m. She noted that 52 is a record number for this event. Norma also stated that preparations are in progress for the next event of 2007, Oktoberfest at the Pacific Grange Hall on October 13 from 6:00 to 9:00 p.m.

Finally, Norma stated that she is obtaining estimates for production of the association’s Directory for 2007-2008, including color photos on the cover. Patrick Kelley, Secretary, cautioned that color is so expensive that it is not likely to fit within the tight budget for 2007-2008. He suggested that the committee consider as a relatively inexpensive alternative a cover that coordinates with the cover of the Owners’ Information Guide, complete with the Surf Pines logo.    

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, led a discussion of the structure of the standing committees: Security, Roads and Grounds, and Community Relations. Discussion focused on increasing the number of members who participate in the management of the association without decreasing the communication and coordination between the board and the committees. At the end of the discussion, the board decided to experiment with the president’s appointing committee chairpersons who are not members of the board. Acting on that decision, Don appointed these committee chairpersons:

The board asked each of the chairpersons to appoint his or her committee, including from 3 to 5 members who are not members of the board; schedule at the convenience of the members of the committee a day and time for the monthly meeting; and reserve the meeting house by contacting Bill Barrons, Administrator. Noting the emphasis on increased participation, Patrick Kelley, Secretary, challenged the new committee chairpersons to appoint a woman to the Security Committee, a woman to the Roads and Grounds Committee, and a man to the Community Relations Committee.               

Administrator’s Report
Bill Barrons, Administrator, there was no administrator’s report.

Old Business
Old business included considering an increase in liability insurance, a concern about access to the beach, and a request for the addition of a property to the association.

Considering an Increase in Liability Insurance
Bill Barrons, Administrator, reported that only one broker, member Bob Knutsen, submitted a formal proposal to represent the association as it considers an increase in liability insurance. Agreeing to consider Bob’s “Broker of Record Proposal,” the board asked Bill to share with Bob the results of the recent risk assessment by JBL&K Risk Services, communicate to Bob criticisms of the service that his agency has provided to the association in the past, and schedule a meeting of Bob and the board.   

Considering a Concern about Access to the Beach
Bill Barrons, Administrator, distributed a letter that he sent to Vernon F. Fowler, Jr., an attorney who represents some residents of south Manion Drive who have a concern about access to the beach across accreted land. Bill explained that the letter is intended to alleviate this concern by documenting that three paths to the beach along south Ocean Drive at intervals of approximately 1/5 of a mile serve residents of south Manion Drive and that each of the three paths, by virtue of an easement, a title, or the location, extends all of the way to the beach, thereby finessing the issue of accreted land.

Considering a Request for the Addition of a Property to the Association
The board accepted a request from Miles and Sandra Sweeney that their property near the intersection of Ocean Drive and Malarkey be added to the Surf Pines Association.

Don Kruger, President, asked Bill Barrons, Administrator, to place the request from the Sweeneys on the agenda for the Annual Meeting in 2008 for consideration by the membership. 

New Business
New business included considering comments at the Annual Meeting from Bob Scanlan, member, who asked if the board would be receptive to a proposal for new gates. After discussion, the board asked Don Kruger, President, to communicate to Bob its interest in a proposal. The board also asked Don to clarify basic issues, such as whether Bob is interested in replacing the old gates with new gates or improving the appearance of the existing gates and whether he is interested in both the north and south gates or only the south gate.

Dave Lukens, Treasurer, suggested that the board consider all comments from the Annual Meeting. Patrick Kelley, Secretary, offered to review the minutes of the Annual Meeting for any comments that were not addressed during the meeting and forward them to Don to either add them to the agenda for a board meeting or refer them to the appropriate committee.

The meeting was adjourned at 7:35 p.m. The next meeting is scheduled for September 17, 2007, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Annual Meeting, August 4, 2007, 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 30 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; Bob McWhirter, 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 5, 2006, 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 2006 to August 2007.

President’s Report
In the President’s Report, Don Kruger announced that Surf Pines was recently selected as one of the ten best gated communities in the nation by the selection team at www.bestgatedcommunitiesinamerica.com. He explained that the criteria for selection included architecture, landscape, cultural opportunities, recreational opportunities, quality of construction, entry-point protocol, proximity to a significant body of water, and overall ambience. Stating that residents of Surf Pines have known for years that our gated community is one of the best, he noted with pleasure that others now know it too. Then Don 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.

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 2006 to August 2007:

Ken thanked the members of the committee for their work:  Burr Allegaert, Al Beck, Wayne Fleming, Don Kruger, Dave Lukens, and Bob McWhirter, plus Bill Barrons and John Gates. Ken also thanked the members of a subcommittee for their work on the park:  George Hawes, Paul Peterson, and Bill Rhodes. The membership thanked the committees 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 2006 to August 2007:

Michael thanked the members of the committee for their work:  Burr Allegaert, Jim Cooper, Gene Keever, Don Kruger, Mark Whisler, and Tom Wilcox, plus Bill Barrons and John Gates.  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 2006 to August 2007:

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 amendment, the annual budget, and any other business.

Election of Directors
Patrick Kelley, Secretary, stated that two members of the Board of Directors were to be elected to replace Ken Weber and Michael Wilkin, whose terms were expiring.  After introducing the members of the Nominating Committee, who included Ken Weber as the chairperson, Wayne Fleming, and Norma Keever, Patrick stated that the committee nominated five candidates for the two positions on the board:  Lee Casaleggio, Norma Keever, Dave Lukens, Bonnie Rogie, and Michael Wilkin. Patrick invited additional nominations from the floor.  With no additional candidates nominated from the floor, the membership voted as follows:

Lee Casaleggio        32
Norma Keever         26
Dave Lukens            53
Bonnie Rogie           29
Michael Wilkin       38

Dave Lukens was elected to the board, and Michael Wilkin was reelected to the board.

Consideration of Proposed Amendment to Articles of Incorporation
In his capacity as president, Don Kruger presented a proposed amendment to the Articles of Incorporation, the deletion of the last sentence from Article X, “Assessments and Charges,” as shown:

Article X:  Assessments and Charges
Commensurate with the responsibility of Article IX, “Control of Corporate Property,” the Board of Directors shall establish assessments and charges for the use and maintenance of the corporation’s property. Such assessments and charges shall be approved by a majority vote of the member votes represented by members present and acting in person or voting by proxy at a regular meeting or a special meeting called for the purpose of approving such assessments and charges. Any meeting to establish assessments and charges shall be preceded by appropriate notice as per Article IV of the Bylaws. The Board of Directors may establish a special assessment of up to $100 as per Article IX [9.3] of the Bylaws without a membership vote.

Each buildable tax lot is subject to a quarterly assessment by the Surf Pines Association for the use and maintenance of the corporation’s property. Unimproved property shall be assessed at one half the assessment on improved property.  [Amended 8-2-97] 

Don explained that the effect of the amendment is that it equalizes the dues for owners of improved and unimproved property at $100 per quarter. He explained that the rationale for the amendment is that equal dues are appropriate because the benefits of membership in the association are essentially equal for all members and properties.

During a lively discussion, members who spoke in support of the amendment argued that equal dues are appropriate for owners of improved and unimproved lots because the dues are primarily for infrastructure, the roads, grounds, and gates that add value equally to all lots, improved and unimproved. Members who spoke in opposition to the amendment argued that unequal dues are appropriate because owners of improved and unimproved lots do not use services equally.

After a motion to table the amendment failed by a vote of 21 to 42, Patrick Kelley, Secretary, moved approval of the amendment as written; Lee Casaleggio, member, seconded the motion; and the membership approved the amendment by a vote of 68 to 26.

After the vote, Jerry Whalen, member, asked the board to consider an amendment to Article XIV, “Voting Rights,” that would entitle members to one vote per lot that they own, instead of one vote per membership. Don stated that the board will consider such an amendment. 

Treasurer’s Report
Bob McWhirter, Treasurer, presented the treasurer’s report. Bob stated that the report included a balance sheet again this year, as suggested by members at the Annual Meeting in 2005. The balance sheet, he noted, included total assets of $622,516.09 and total liabilities and equity of $622,516.09.

Reviewing the amounts approved in the budget for 2006-2007 and the amounts actually spent, Bob noted that the amounts actually spent were under budget for “Administrative,” “Community Relations,” and “Security,” and over budget only for “Roads and Grounds.” The overrun for “Roads and Grounds,” he explained, was largely attributable to having to spend almost $40,000 to remove fallen trees from the roads and the right-of-way after the unusually severe storms of November and December 2006. The treasurer’s report was approved as presented.

Consideration of Annual Budget for 2007-2008
Bob McWhirter, in his capacity as the chairperson of the Budget Committee, introduced the members of the committee, who included Gene Bourquein, Bob Gazewood, Don Kruger, and Tom Wilcox. Then Don Kruger, President, presented the annual budget for 2007-2008, as prepared by the Budget Committee and recommended by the board for the approval of the membership. Jerry Whalen, member, moved approval of the annual budget; Tom Wilcox, member, seconded the motion. With little discussion, the budget, including total income of $179,925, total operating expenses of $167,500, a beginning carry over of $66,523, and a projected ending carry over of $78,948, was approved by the membership by a vote of 86 to 4.

Other Business
In other business, Don Kruger, President, emphasized that the new Meeting House provides a site in Surf Pines not only for monthly board meetings and committee meetings, but also for other meetings of members of the association. Inviting members to use the site for their meetings, he stated that members may schedule it for their use by contacting Bill Barrons, Administrator.

Gene Bourquein, member, asked about the appropriateness of the association’s liability insurance. Bill Barrons stated that JBL&K Risk Services of Portland and Medford is completing a review of the association’s insurance, that the current insurance is limited to $1,000,000 per occurrence and $2,000,000 aggregate, that JBL&K tentatively recommends $1,000,000 of general liability coverage plus $4,000,000 of umbrella coverage, and that the board is in the process of selecting a broker to represent the association as it considers appropriate insurance.

Bob Scanlan, member, noting that the old gates were mentioned frequently during the meeting, asked if the board would be receptive to a proposal for new gates if he were to bring it to an upcoming board meeting. Don Kruger stated that such a proposal would be welcome.

Joe Shea, member, stated that the development fee of $1000 that is payable on commencement of construction of a new home or other principal building is unusually low and suggested that the board propose increasing it to $5000. The board noted Joe’s suggestion.  

On the subject of speeding by contractors on the roads of Surf Pines, Bob Scanlan, member, suggested requiring owners of contract companies to sign agreements that their employees will not exceed the speed limit; and Steve Sherrell, member, suggested levying assessments against property owners if their contractors exceed the speed limit. Michael Wilkin, in his capacity as the chairperson of the Security Committee, noted Bob and Steve’s suggestions. 

Also on the subject of speeding, Tess Ratty, member, questioned the association’s policy of publishing in the Breeze the names of drivers who are assessed for exceeding the speed limit on the roads of Surf Pines. She stated that publishing the names humiliates the speeders. Jim Cooper answered, in his capacity as a member of the Security Committee, supporting the association’s policy. He stated that humiliating speeders to discourage them and other drivers from speeding is precisely the purpose of the policy. The audience voiced support for Jim’s answer.     

Debra Hall, member, urged strengthened enforcement of the policy that prohibits fireworks of any kind in Surf Pines, except on the public beach. Michael Wilkin, in his capacity as the chairperson of the Security Committee, noted Debra’s comments.  

Randall Henderson, member, and Tess Ratty, member, asked about progress regarding access between Surf Pines and Pinehurst. Don Kruger stated that the Surf Pines board unanimously supports neighborly access between Surf Pines and Pinehurst for pedestrians and bicyclists, but the Pinehurst homeowners’ association currently opposes access, reportedly because of concerns about security.

Finally, on behalf of the board and the membership, Michael Wilkin, Vice President, thanked Don Kruger for the quality and quantity of his work during another year as president. The board and the membership thanked Don with their applause.

The meeting was adjourned at 11:40 a.m. 

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Special Meeting of the Board of Directors
August 4, 2007, Astoria Golf and Country Club

Present: Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; administrator Bill Barrons; member Tom Wilcox

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

Election of Officers for 2007-2008
The board unanimously elected these officers for 2007-2008: 

Decision on Date, Time, and Place of Regular Meetings
The board unanimously agreed to meet on the third Monday of each month at 4:30 p.m. at the Meeting House.

Other Business
In other business, the board discussed restructuring the committees. Michael Wilkin, Vice President, suggested appointing committee chairpersons who are not members of the board. Discussion focused on an advantage of this suggestion:  an increase in the number of members who participate significantly in the management of the association. Discussion also focused on a disadvantage: a risk of decreased communication and coordination between the board and the committees.

Dave Lukens, Treasurer, suggested adding subcommittees and ad hoc committees. A brief discussion focused on advantages and disadvantages of this suggestion: an increase in the number of members who participate in the work of the association and an increase in the amount of work that can be done, but a risk of decreased communication and coordination among the board, the committees, the subcommittees, and the ad hoc committees.

Don Kruger, President, asked the board to prepare for further discussion of committees at the next meeting. He stated that he will appoint committee chairpersons after that discussion.   

Also in other business, Bill Barrons, Administrator, distributed the current edition of “Surf Pines Association Policies.”    

The meeting was adjourned at 12:20 p.m.  The next meeting is scheduled for August 20, 2007, at 4:30 p.m. at the Meeting House. 

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
July 16, 2007, Meeting House
Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; committee chairperson Norma Keever; administrator Bill Barrons; member Burr Allegaert
The meeting was called to order at 4:30 p.m.

The minutes of the regular meeting on June 18, 2007, at the meeting house were unanimously approved as presented.

The agenda was unanimously approved with the addition of subtopics under “Treasurer’s Report.” Bill Barrons, Administrator, requested the addition of “Maturing CD”; Don Kruger, President, requested the addition of “Correction in Budget” and “Independent Review by CPA”; and the board approved the additions.

The board then considered these items:

Comments from the Membership
Burr Allegaert, member, asked if either the Roads and Grounds Committee or any member of the board recently proposed widening High Surf. Don Kruger, President, and Ken Weber, Chairperson of the Roads and Grounds Committee, stated that widening High Surf is not proposed. Don Kruger recounted opposition from member Don Magnuson to such a proposal in 2004.  

Patrick Kelley, Secretary, summarized written comments from member Debra Hall in which she requested stronger enforcement of the policy that prohibits the use of fireworks in Surf Pines. Patrick asked the Security Committee to consider Debra’s comments, and Michael Wilkin, Chairperson, accepted Patrick’s request on behalf of the committee.

Don Kruger stated that he responded to written comments from member Kathy Kaiser and written and oral comments from member Scott Seppa regarding the proposed amendment to the Articles of Incorporation to equalize the dues for owners of improved and unimproved property at $100 per quarter. 

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter.

As the board reviewed “Accounts Receivable,” Bill Barrons, Administrator, noted that, regarding the account of Teresa Walker, foreclosure is proceeding. 

Bill recommended depositing money from a maturing CD into a checking account to pay for the upcoming slurry surfacing of roads. The board accepted with his recommendation.  

Don Kruger, President, noted a correction in the budget. He also asked Bill to report soon whether an Oregon statute requires an independent review by a certified public accountant for a homeowners’ association with annual assessments of more than $75,000.

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported on work completed and work in progress.
Regarding maintaining the gates, Michael stated that John Gates, the security/maintenance manager, reported that some drivers who exit at the south gate drive around the speed hump and into the parking area and that some drivers enter at the exit gate. The Security Committee, Michael stated, asked the Roads and Grounds Committee to discourage these dangerous practices with creative construction. Also regarding the gates, Don Kruger, President, noted that John Gates is monitoring the gates closely, including Don’s work on the gates. 

Regarding monitoring speed on the roads of Surf Pines, Michael stated that the off-duty deputy sheriff who monitors speed recently reported six drivers for exceeding the speed limit. Also regarding speed, Michael and Bill Barrons, Administrator, explained that fees for speeding in Oregon have increased. Michael moved that the board levy assessments based on the increased fees, effective October 1, 2007; Bob McWhirter, Treasurer, seconded the motion; and the board unanimously approved basing assessments on this schedule, which is currently used by the courts:

MPH in Excess of Posted Speed          Assessment
1-10                                                     $97
11-20                                                   $145
21-30                                                   $242
Over 30                                               $427

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. 

Regarding executing the “Surf Pines Pavement Management Plan” for the roads of Surf Pines, Ken and Bill Barrons, Administrator, stated that the committee has asked Blackline, Inc., of Vancouver, Washington, to slurry surface 13,424 square yards of roads for $22,820 and that Bill and Blackline are scheduling the work. 

Also regarding the roads, Ken stated that the committee accepted a request from the Security Committee for creative construction at the south gate to discourage dangerous practices that include drivers entering at the exit gate and drivers driving around the speed hump and into the parking area as they exit.

Finally, regarding the roads, Ken stated that member Joe Shea reported opposition from member Milt Stewart to the proposed action of moving an owner’s mailbox so that it is 18 inches or more from the edge of the pavement. Ken stated that the committee will review the placement of mailboxes to determine the magnitude of the problem presented by mailboxes that are less than 18 inches from the edge of the pavement.

Regarding maintaining the association’s property on Manion, Ken stated that John Gates, security/maintenance manager, will remove the downed trees that present a fire hazard. Ken added that, after the fire hazard is removed from the association’s property, the association will ask other property owners to remove the downed trees that present fire hazards on their properties.

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 96 members and guests participated in the Picnic in the Park on July 8. She noted that a few items were in short supply, including soft drinks. The board thanked the committee for sponsoring another successful picnic. 

Norma also stated that preparations are in progress for the next events of 2007, including the Ice-Cream Social, which is scheduled for the Groshong home on August 18 from 2:00 to 5:00 p.m., and Oktoberfest, which is scheduled for the Pacific Grange Hall on October 13 from 6:00 to 9:00 p.m.

Finally, Norma stated that the committee offered to manage the schedule for meetings at the meeting house. Don Kruger, President, stated that Bill Barrons, Administrator, already was assigned to manage the schedule and that Bill was named in the July Breeze as the person to call to schedule a meeting. As an alternative to managing the schedule, Patrick Kelley, Secretary, suggested that the committee use its organizational skills to help members organize clubs, such as a book club, a bridge club, and a quilting club, and its promotional skills to promote the use of the meeting house. Norma also stated that the committee recommended a fee of $10 for the use of the meeting house for all meetings except for board and committee meetings. Patrick stated that charging members to use their own meeting house did not seem to him to be appropriate.

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
Bill Barrons, Administrator, distributed a form titled “Request for Use of the Meeting House.” The board approved the procedures for reserving the meeting house that the form documents. Bill reported that the Sunset Lake Community Association recently met at the meeting house, the first official use of the meeting house by a group other than the board and the committees.

Old Business
Old business included considering an increase in liability insurance, a concern about access to the beach, and an agreement to access Ocean Drive north of Malarkey.

Considering an Increase in Liability Insurance
Bill Barrons, Administrator, updated the board on work by Erin Lynch of JBL&K Risk Services of Portland and Medford on the appropriateness of the association’s liability insurance. Bill stated that Erin needs a few details before she can complete her work, including the value of the de-watering pumps, the security house, and the meeting house and coverage of volunteers by worker’s compensation insurance. Bob McWhirter, Treasurer, and Patrick Kelley, Secretary, reported briefly on their informative telephone meeting with Erin, noting that she regards the roads of Surf Pines as the association’s primary risk and tentatively recommends addressing that risk and other risks with $1,000,000 of general liability coverage plus $4,000,000 of umbrella coverage. As a next step, Bill recommended inviting several brokers to submit proposals to represent the association. Accepting his recommendation, the board asked Bill to extend invitations, including an invitation to JBL&K.   

Considering a Concern about Access to the Beach 
Bill Barrons, Administrator, distributed a letter from counsel Dan Van Thiel in which Dan presents two alternatives for addressing a concern about access to the beach: either obtain agreements from all of the appropriate property owners wherein they recognize the continuation of pathways to the beach across accreted land or initiate litigation in the form of a declaratory judgment procedure to maintain access to the beach. Bill and Don Kruger, President, accepted Dan’s invitation to meet with him to discuss these alternatives. 

Considering an Agreement to Access Ocean Drive North of Malarkey
The board considered an agreement with Miles and Sandra Sweeney that grants them access to a proposed home site that is currently outside the boundaries of the association and, in return, requires them to (1) extend Ocean Drive to their property line with asphalt road built to county standards; (2) level the Malarkey path so that it does not fill with water during the winter; (3) haul from the site, instead of burning, any trees and brush that have to be removed; (4) pay all dues, fees, and assessments that members pay; and (5) accept membership in the association when the association extends its boundaries to include their property. After the board added assessments to requirement (4) and specified requirement (5), Michael Wilkin, Vice President, moved approval of the agreement; Bob McWhirter, Treasurer, seconded the motion; and the board unanimously approved the agreement.  

New Business
There was no new business.

The meeting was adjourned at 6:00 p.m.
The next meeting, a special meeting, is tentatively scheduled for August 4, 2007, immediately after the Annual Meeting, at the Astoria Golf and Country Club.  

Respectfully submitted, Patrick Kelley, Secretary

Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; administrator Bill Barrons; member Burr Allegaert, Roger Masse; guest Craig Weston

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on May 21, 2007, at the meeting house were unanimously approved with one editorial correction:  the spelling of Casaleggio.

The agenda was approved with the addition of one topic:  Nominating Committee’s Report.

The board then considered these items:

Comments from the Membership
Burr Allegaert, member, commented further on his recent conversation with Sheriff Tom Bergin, stating that the sheriff agreed that setting the speed limit within Surf Pines is the responsibility of the Surf Pines Association and that, if the speed limit is displayed prominently and published frequently, then the association may instruct the off-duty deputy sheriff at what point to issue a warning. The board thanked Burr again for discussing the “Vehicle Speed” policy with the sheriff.  

Craig Weston, guest, commented on realtors’ directional signs, stating that some realtors need these signs to find some properties in Surf Pines, such as a property on Pelican Lane. The board stated that real-estate listings typically include directions to properties and that directional signs tend to clutter the roads and contribute to traffic in Surf Pines. Thanking Craig for his comments, the board stated that his comments would be considered during an upcoming discussion of a “Signs” policy.

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter.

Reviewing “Profit & Loss Budget vs. Actual” for July 2006 through May 2007, Bob noted that the actual total income for the 2006-2007 fiscal year to date is approximately $10,600 higher than anticipated in the budget. He also noted that, with the renovation of the old gatehouse into the new meeting house complete except for some furnishings, the actual cost of the project, approximately $29,100, is close to the amount that was budgeted, $25,000.

A discussion of accounts receivable focused on a letter from counsel Dan Van Thiel to Bill Barrons, Administrator, regarding the account of member Teresa Walker, from whom no payments have been received for more than 12 months, though warning letters have been sent and a lien has been filed. In the letter, Dan asked the board two choose between two options, either allowing the balance on the lien and other penalties to appreciate or initiating foreclosure. The board asked Bill to tell Dan to initiate foreclosure.    

The board discussed a draft of the association’s proposed annual budget for the 2007-2008 fiscal year as prepared by the Budget Committee. Discussion focused on the fact that the budget is based on approval of a proposed amendment. With the understanding that the budget for the next fiscal year is still being finalized as the current fiscal year ends, the board unanimously approved the budget for submission to the membership for consideration at the Annual Meeting.

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

Regarding maintaining the gates, Michael stated that Sopko Welding estimated from $1,000 to $1,200 to construct a new scissors mechanism for one gate and an additional $3,000 to replace the other three mechanisms at the other gates and provide one spare mechanism. He noted that funds that are dedicated for major repair and replacement of the gates can be used for this work, which is intended to standardize the gates, minimize their downtime, and maximize their lifetime. 

Also regarding the gates, Michael reported the results of recent counts of traffic at the north gate and the south gate during April. The counts showed that traffic at the north gate increased from an average of 389 vehicles per day in April 2001 to 537 vehicles per day in April 2007, an increase of 38 percent, and that traffic at the south gate increased from an average of 598 vehicles per day in April 2001 to 855 vehicles per day in April 2007, an increase of 43 percent. 

Regarding monitoring speed on the roads of Surf Pines, Michael stated that, although the off-duty deputy sheriff who monitors speed has additional commitments, the sheriff will continue to monitor speed on a regular basis.       

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. 

Regarding managing the renovation of the old gatehouse to create a new meeting house, Ken led a discussion of a draft policy, “Rules for Use of the Meeting House.” The board unanimously approved the policy after adding to it statements that members may reserve the meeting house for board meetings, committee meetings, club meetings, and other gatherings on a first-come, first-served basis; that the meeting house may not be used for either political or religious meetings; and that the key to the meeting house is to be returned to the security/maintenance manager immediately after a meeting.   

Regarding executing the “Surf Pines Pavement Management Plan” for the roads of Surf Pines, Ken stated that Bayview Transit Mix’s paving work on north Manion Drive and Surf Pines Lane at the south gate is complete. Members of the board complimented the work. Ken added that the committee’s plans for the parking area off Surf Pines Lane at the meeting house include a pavement marking strip to separate the road from the parking area and parking blocks and a cedar fence at the steep south edge of the parking area.

Also regarding the roads, Ken and Bob McWhirter, in his capacity as a member of the committee, recommended contracting with Blackline, Inc., of  Vancouver, Washington, to slurry surface 13,424 square yards of roads for $22,820 as part of the “Surf Pines Pavement Management Plan.” Ken and Bob explained that, per the plan, the roads to be slurry surfaced include Manion Drive from the south end of the recent overlay to Surf Pines Landing Drive, Manion Drive from Neacoxie Lane to 89285, Ocean Drive from 89558 to 89434, Silverspot Lane, Pine Ridge Court from Manion Drive to Shady Pines Road, and Horizon Lane from Manion Drive to Ocean Drive. Bill Barrons, Administrator, stated that he checked references for Blackline, Inc., including the State of Washington and the City of Albany, Oregon, and received positive reports. After discussion, the board unanimously approved the recommendation.

Finally, regarding the roads, Ken and Bill Barrons, Administrator, stated that the committee will identify any mailbox that is less than 18 inches from the edge of the pavement; ask the owner via mail to move the mailbox so that it is 18 inches or more from the edge of the pavement; and, if the owner does not move the mailbox, then move it for the owner and bill the owner for the work.

And regarding signs in the right-of-way along the roads, Ken led a discussion of a draft policy, “Yard Signs.” After discussion, the board unanimously approved the policy. Don Kruger, President, asked Bill Barrons, Administrator, to send copies of the policy to local real-estate offices. 

Regarding maintaining the de-watering pumps, Ken stated that he received a quote of $6,500 to solve a problem at pump station 2, where water is discharged at a manhole instead of at the end of a pipe further out on the dunes. Bob McWhirter, Treasurer, advised requesting a written proposal to accompany the quote.   

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. Don reported that preparations are in progress for the next events of 2007, including the Garage Sale, which is scheduled for July 7 from 8:30 a.m. to 4:00 p.m., and the Picnic in the Park, which is scheduled for July 8 from 1:00 to 5:00 p.m. 

Other work in progress by the Community Relations Committee currently includes:

Nominating Committee’s Report
Ken Weber, Chairperson of the Nominating Committee, reported that the committee, including Wayne Fleming and Norma Keever, nominated five candidates for the two positions that will be open on the board as of August 4, 2007:

President’s Report
Don Kruger, President, reported that Surf Pines was recently selected as one of the best gated communities in the nation by www.bestgatedcommunitiesinamerica.com. He added that a selection team listed Surf Pines as number 8 on a list of 10 gated communities and that the criteria for selection included architecture, landscape, cultural opportunities, recreational opportunities, quality of construction, entry-point protocol, proximity to a significant body of water, and overall ambience.

Administrator’s Report
Bill Barrons, Administrator, reported that John Gates, whom the board selected as the new security/maintenance manager after interviews on June 7, will begin work soon, probably on June 27, 2007.  

Bill asked the board to review a draft for the “Notice of Annual Meeting” in which he explains the rationale for the proposed amendment to the Articles of Incorporation:  an amendment that deletes a sentence from Article X, “Unimproved property shall be assessed at one-half the assessment on improved property,” and thereby equalizes the dues for owners of improved and unimproved property at $100 per quarter. After discussion, the board unanimously approved Bill’s rationale that equal dues are appropriate because the benefits of membership in the association are essentially equal for all members and their properties.  

Finally, Bill distributed a copy of policies related to roads, including a correction in the policy titled “Right-of-Way Landscaping.”        

Old Business
Old business included considering an increase in liability insurance and a concern about access to the beach.  

Considering an Increase in Liability Insurance 
The board reviewed a report and an addendum to the report by Erin Lynch of JBL&K Risk Services of Portland and Medford on the appropriateness of the association’s liability insurance. Bob McWhirter, Treasurer, and Patrick Kelley, Secretary, stated that the report does not answer several of their questions. Michael Wilkin, Vice President, and Patrick commented on the general lack of clarity of the report. And the board noted that the report does not address the cost of whatever insurance is recommended. Bill Barrons, Administrator, suggested that he arrange a meeting of Erin and the board to address unanswered questions, clarity, and cost. The board agreed to meet with Erin.

Considering a Concern about Access to the Beach
Bill Barrons, Administrator, stated that counsel Dan Van Thiel is still researching the concern of some members on south Manion Drive about the possibility of their being blocked from easy access to the beach. Dan’s research continues, Bill noted, because the issue is complicated.   

New Business
There was no new business.

The meeting was adjourned at 7:20 p.m.
The next meeting is scheduled for July 16, 2007, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
May 21, 2007, Meeting House  

Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber; committee chairperson Norma Keever; administrator Bill Barrons; members Burr Allegaert, Joe Bakkensen, Gheri Fouts, Roger Masse, Joe Shea
Absent (excused):  Michael Wilkin 

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on April 16, 2007, at the meeting house were approved as presented. 

The agenda was approved with the addition of one subtopic and the deletion of another. Under “Administrator’s Report,” Bill Barrons, Administrator, requested the addition of “Procedure for Interviewing Applicants for Security/Maintenance Manager,” and the board approved the addition. Under “President’s Report,” Don Kruger, President, deleted “Discussion with Sheriff Bergin” regarding the “Vehicle Speed” policy in light of the sheriff’s approval of the policy and his subsequent absence from the meeting. 

The board then considered these items:

Comments from the Membership
Comments from the membership focused on speeding on the roads of Surf Pines.

Burr Allegaert, member, summarized a recent conversation with Sheriff Tom Bergin by stating that the sheriff approves of the association’s “Vehicle Speed” policy. The board thanked Burr for discussing the policy with the sheriff.  

Joe Shea, member, reported that by clocking 200 vehicles with an accurate stopwatch over a measured distance on Manion Drive he established these estimates of their speeds:

Summarizing his estimates, Joe stated that speeding seems to him to be a significant problem because 40 percent of the vehicles are traveling at 31 miles per hour or faster. As part of the solution, Joe suggested increased hours for the off-duty deputy sheriff whom the association employs on an hourly basis to monitor speed with radar. And noting that the board, during its meeting in April, issued only an oral warning instead of an assessment for speeding to a contractor who was driving at 31 miles per hour as established by radar, Joe suggested consistent enforcement of the association’s speeding policy as another part of the solution. The board thanked Joe for his comments. Board members stated that the association is continuing its effort to address speeding by presenting an ongoing information campaign in the Breeze and recently assessing approximately 30 drivers for exceeding the posted speed limit.  

Joe Bakkensen, member, who had requested a hearing to explain and justify exceeding the posted speed limit, explained that he increased the speed of his vehicle to climb the hill on Manion Drive near the intersection with Malarkey. Noting that radar established the speed of his vehicle at 32 miles per hour and that climbing the hill did not justify exceeding the speed limit, the board levied an assessment for speeding.

Don Kruger, President, distributed a letter from Bob Knutsen, member, regarding Bob’s son Ross’s exceeding the posted speed limit. Noting that the letter addressed Ross’s character and his driving record but did not explain and justify his exceeding the speed limit, the board levied an assessment for speeding. Don stated that he will respond to Bob’s letter. 

On the subject of access to Surf Pines, Gheri Fouts, member, representing other members from the Shady Pines area of Surf Pines, commented on a path from Shady Pines Road to the dike where Neacoxie Creek becomes Neacoxie Lake. Citing the possibility of a large development east of Neacoxie Lake and directly across the lake from Shady Pines, Gheri asked if access from that development to Surf Pines via the path could be controlled. Bill Barrons, Administrator, volunteered to review the plat for information about who has a right to use the path.

Treasurer’s Report
The treasurer’s report was approved as presented by Bob McWhirter.

Bob also presented the association’s proposed annual budget for the 2007-2008 fiscal year as prepared by the Budget Committee, a committee of volunteers including Bob as the chairperson and members Gene Bourquein, Bob Gazewood, Don Kruger, and Tom Wilcox. Bob explained that the committee encountered a shortfall of cash for the dedicated funds, including Roads, Gates, and Development, with the shortfall attributable to the cost of clearing the roads and cleaning up the right-of-way after the storms of November and December 2006, the increased cost of paving materials in 2007-2008, and the cost of continually repairing (and someday replacing) aging gates.

To address the shortfall for the dedicated funds, Don Kruger, President, distributed a proposed amendment to Article X of the Articles of Incorporation, the deletion of this sentence:    

Unimproved property shall be assessed at one-half the assessment on improved property.

Don also proposed a revision of the association’s policy, “Members Dues and Other Fees,” revising the dues of property owners from “$50 per quarter billed in arrears” to “$100 per quarter billed in arrears,” and the removal of the “Changes in Dues” policy from page 4 of the policy manual. Bob McWhirter, in his capacity as treasurer, moved approval of Don’s proposal; Ken Weber, Director at Large, seconded the motion; and the board approved it by a vote of 4-0 with Michael Wilkin, Vice President, absent. The board noted that a vote by the membership at the Annual Meeting will be required to approve the proposed amendment and the change in dues.  

Security Committee’s Report
Don Kruger, President, reported for the Security Committee in the absence of its chairperson, Michael Wilkin.

Regarding maintaining the gates, Don stated that the committee requested an estimate from Sopko Welding for an upgrade to the gates that is intended to standardize them, minimize their downtime, and maximize their lifetime.  

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.

Regarding managing the renovation of the old gatehouse to create a new meeting house, Ken stated that the renovation is essentially complete and the meeting house was ready for the open house on May 19.

Regarding the roads of Surf Pines, Ken stated that the paving that is under contract with Bayview Transit Mix is likely to begin at the end of May. Also regarding the roads, Ken displayed drafts of “Share the Roads” signs with that text accompanied by graphics of a pedestrian, a bicyclist, and an automobile driver sharing the road. He proposed installing these signs along the roads. The other members of the board supported his proposal.  

Regarding maintaining the de-watering pumps, Ken stated that the pumps are still operating, though the level of the water is decreasing as rain is decreasing.

Finally, regarding Surf Pines Park, Ken stated that the portable toilet will be relocated closer to the road to facilitate its being serviced by a service vehicle.

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 33 members participated in the Open House at the Meeting House on May 19 from 2:00 to 4:00 p.m. She stated that members’ comments on the meeting house were positive, including not only their oral comments but also their written comments in the guest book. 

Norma stated that preparations are in progress for the next social event of 2007, the June Jubilee at the Cassaleggio home, 89547 Ocean Drive, on June 2 from 6:00 to 9:00 p.m.

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, stated that, in light of Sheriff Tom Bergin’s approval of the “Vehicle Speed” policy and subsequent absence from the meeting, he had no current business to report.

Administrator’s Report
Bill Barrons, Administrator, reported on the procedure for interviewing applicants for the position of security/maintenance manager. Bill stated that approximately 12 applicants responded to his announcement of the opening for a security/maintenance manager and that a screening committee recommended that the board interview 4 of the 12 applicants. (Don Kruger, President, asked Bill to acknowledge the applications of applicants who are not interviewed.) Bill distributed a written format for the interviews. He scheduled the interviews at the meeting house on June 7 and asked the board to arrive at 8:30 a.m. to complete preparation for interviews at 9:00, 10:00, 11:00, and 12:00 noon with discussion of the interviewees at 1:00 p.m. He concluded by stating that he will provide board members with a packet of information about each interviewee before the date of the interviews.    

Old Business
Old business included considering an increase in liability insurance, a concern about access to the beach, and a request for permission to access Ocean Drive north of Malarkey.

Considering an Increase in Liability Insurance
Bill Barrons, Administrator, summarized a recent telephone conversation with Erin Lynch of JBL&K Risk Services of Portland and Medford and stated that JBL&K’s written risk assessment is due by June 4.  

Considering a Concern about Access to the Beach
Bill Barrons, Administrator, distributed a response from counsel Dan Van Thiel regarding the concern of some members on south Manion Drive about the possibility of their being blocked from easy access to the beach. Bill and members of the board indicated their dissatisfaction with Dan’s response because it did not address Bill’s questions regarding access to the beach via the paths on south Ocean Drive and it did not seem to be based on research of the legal description of the paths. Discussion focused on pursuing a response from Dan and, if a satisfactory response is not forthcoming, then retaining an attorney who specializes in land use to answer Bill’s questions.

Considering a Request for Permission to Access Ocean Drive North of Malarkey
Bill Barrons, Administrator, reported no response from Miles Sweeney, member, regarding the board’s conditional approval of his request to access Ocean Drive north of Malarkey from a proposed home site that is outside the boundaries of Surf Pines.  

New Business
Patrick Kelley, Secretary, suggested establishing a policy on the use of the new meeting house, similar to the “Policy on Use of Community Park.” The board referred drafting the policy to the Roads and Grounds Committee. Patrick asked that the policy be ready for approval at the meeting in June so that it can be published in the July issue of the Breeze. 

The meeting was adjourned at 6:10 p.m.
The next meeting is scheduled for June 18, 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
April 16, 2007, Meeting House

Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; committee chairperson Norma Keever; administrator Bill Barrons; Richard Webb
The meeting was called to order at 4:30 p.m.

The minutes of the regular meeting on March 19, 2007, at the meeting house were unanimously approved as presented.

The agenda was unanimously approved with the addition of one subtopic under “Administrator’s Report”:  “Discussion of Procedure for Hiring Security/Maintenance Manager.” Don Kruger, President, requested the addition, and the other members of the board agreed.

The board then considered these items:

Comments from the Membership
Comments from the membership included comments from two drivers who received notices for speeding. The board noted that a driver who receives a notice is offered an opportunity to request a hearing to explain and justify exceeding the posted speed limit. 

Jeff Phipps, member, commented in a letter that he sent before the meeting. The board’s discussion of his letter focused on the lack of explanation and justification for his exceeding the posted speed limit. After discussion, the board voted unanimously to levy an assessment for speeding.

Richard Webb, a contractor, commented in a letter and in person. The board’s discussion of his comments focused on the tone of his letter and presentation; on his assertion that he was driving only 25 miles per hour; on the deputy sheriff’s report that radar established that he was driving 31 miles per hour; and on the lack of explanation and justification for his exceeding the posted speed limit, as established by radar. When asked for advice, Bill Barrons, Administrator, advised the board to assess the contractor for speeding to maintain consistent support for the association’s policy on speeding and for the ongoing effort to slow the speed of contractors. After discussion, two members of the board voted to assess the contractor for speeding: Patrick Kelley, Secretary, and Don Kruger, President. But three members voted to issue only a warning: Bob McWhirter, Treasurer; Ken Weber, Chairperson of the Roads and Grounds Committee; and Michael Wilkin, Chairperson of the Security Committee. Therefore, the board issued only an oral warning to the contractor. 

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter.

Reviewing the budget, Bob stated that income for the fiscal year to date is approximately $7,300 higher than anticipated in the budget. He stated that the cost of maintaining the gates for the fiscal year to date has exceeded the amount that was budgeted by approximately $3,200 and noted that he already has recommended budgeting more next fiscal year for maintenance of the gates. Finally, he stated that, when the renovation of the old gatehouse into a new meeting house is complete, the cost of the project is likely to be close to the $25,000 that was budgeted.

During the board’s discussion of accounts receivable, Bill Barrons, Administrator, reported on the two accounts that were referred last month to the attorney to initiate foreclosure. Bill stated that payment in full has been received from Mycelle Dean. He stated that did not know yet whether payment has been received from Teresa Walker, but that, if it has not been received, then foreclosure will proceed. 

Also regarding accounts receivable, the board asked Bill to ask the accountant to revise the inaccurate description speeding ticket to the accurate description speeding assessment.

Finally, as Bob prepared to appoint a Budget Committee to draft the annual budget for fiscal year 2007-2008, the board reviewed the list of members who served on the Budget Committee that drafted the annual budget for fiscal year 2006-2007:  Gene Bourquein, Bob Gazewood, Norma Keever, Don Kruger, Bob McWhirter, Bonnie Rogie, and Ken Weber with Tom Wilcox, then the treasurer, as the chairperson. Bob stated that he will appoint a committee to meet during either April or May to draft a budget for the consideration of the board during its meeting in either May or June.    

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

Regarding the gates, Michael stated that the new Gates Subcommittee, which is intended to focus on technical aspects of the gates, has met once and is defining its role and listing its responsibilities.

Regarding monitoring speed on the roads of Surf Pines, Michael stated that an off-duty deputy sheriff continues to monitor speed on a regular basis, but at irregular hours, and that 3 more drivers recently have received notices for speeding for a recent total of 24. 

Regarding responding to the danger of a tsunami, Michael stated that committee member Mark Whisler reported that the Sheriff's Department is instituting a reverse 911 procedure to notify residents by telephone of a tsunami, though the procedure might not be fully operational for several years. 

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. 

Regarding managing the renovation of the old gatehouse to create a new meeting house, Ken stated that the renovation is almost complete and the meeting house will be ready for the open house that is scheduled for May 19. 

Regarding the roads of Surf Pines, Ken stated that the paving that is under contract with Bayview Transit Mix will be completed when the weather permits. 

Also regarding the roads, Don Kruger, President, commented on a phenomenon that he recently observed: heavily loaded trucks from Builders Supply and Lumbermen’s Building Center traveling through Surf Pines on Manion Drive from gate to gate—without making deliveries. Don stated that he called managers at both companies about the phenomenon.  

Regarding maintaining the de-watering pumps, Ken stated that estimates are in progress for the improvements recommended by Bob McWhirter in his capacity as a member of the committee so that they can be considered during discussion of the budget for the next fiscal year.  

Finally, reporting  on the committee’s recommendation regarding the request from member Miles Sweeney for permission to access Ocean Drive north of Malarkey from a proposed home site that is outside the boundaries of Surf Pines, Ken moved that the board approve the request on the conditions that Miles extend Ocean Drive to his south property line including a 20-foot pavement; that he haul from the site, instead of burning, any trees that have to be removed; and that he add fill to the Malarkey path west of the new pavement to provide a level path above the water that now collects in the depression. Bob McWhirter, Treasurer, seconded the motion. And the board unanimously approved it with the understanding that Miles will complete all work to county standards and that he will pay the dues and all of the fees that members pay until members approve the addition of his property to the boundaries of the association.  

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’s preparations are in progress for the first social event of 2007, the Spring Fling at Trail’s End Art Center, 656 A Street in Gearhart, on April 21 from 6:00 to 9:00 p.m. She stated that the committee has completed its budget request for the next fiscal year for the consideration of the Budget Committee. And she stated that she anticipates appointing one or two new members to the committee. 

Work in progress by the Community Relations Committee currently includes: 

President’s Report
Noting that the positions on the board that are currently held by Michael Wilkin, Vice President and Chairperson of the Security Committee, and Ken Weber, Director at Large and Chairperson of the Roads and Grounds Committee, will be open as of August 4, 2007, Don Kruger, President, reported that he appointed a Nominating Committee: 

The board discussed this schedule for nominating and reporting a slate of candidates:  

Administrator’s Report
Bill Barrons, Administrator, distributed for the board’s information an updated plan for member Richard Charlton’s subdivision on north Ocean Drive.  

Bill also distributed for the board’s information Claim Number M37-06-37, a Measure 37 Notice of Intent from Hugh and Carol Seppa to rezone 67.08 acres east of Neacoxie Lake from RA-5/LW/BDO (Residential Agriculture 5-acre minimum lot size/Lakes and Wetlands/Beaches and Dunes Overlay) to RA-1/LW/BDO (Residential Agriculture 1-acre minimum lot size/Lakes and Wetlands/Beaches and Dunes Overlay) for the purpose of developing the property into lots for approximately 56 homes.  

Finally, Bill announced the resignation of Rocky Bauer, the security/maintenance manager, and the board established this procedure for hiring Rocky’s replacement: 

Old Business
Old business included considering an increase in liability insurance, a concern about access to the beach, and a proposed policy on recording members’ payments to the association.

Considering an Increase in Liability Insurance 
The board continued its discussion of an increase in liability insurance. Bill Barrons, Administrator, stated that he asked JBL&K Risk Services of Portland and Medford (http://www.jblk.com/) for advice on preparing a package of proposed coverage for the consideration of the board. Impressed with the response that he received, he recommended contracting with JBL&K at $100 per hour for a total of no more than $1,000 for their professional advice regarding a thorough risk assessment for the association, including an on-site visit; the adequacy of coverage by the current insurance; any recommendations for increased coverage; and the approximate cost of increased coverage. Bob McWhirter, Treasurer, moved contracting with JBL&K for their professional advice; Patrick Kelley, Secretary, seconded the motion; and the board unanimously approved it.  

Considering a Concern about Access to the Beach 
Bill Barrons, Administrator, stated that he is awaiting a response from counsel Dan Van Thiel regarding the concern of some members on south Manion Drive about the possibility of their being blocked from easy access to the beach. 

Considering a Proposed Policy on Recording Members’ Payments to the Association 
Bill Barrons, Administrator, presented a proposed policy on recording members’ payments to the association:
    Policy on Recording Payments
When payments are received for dues, assessments, or fees, the amount received shall be applied first to the oldest charges on the account and then to subsequent charges in the order in which they were incurred until the full amount of the payment is applied to the account. Any remaining unpaid balances on the account shall be liable for late fees in accordance with Section 9.6 of the bylaws of the Association. 

Discussion focused on the effective date of implementation of the policy. Michael Wilkin, Vice President, moved approval of the policy with implementation effective on the date of adoption; Ken Weber, Director at Large, seconded the motion; and the board unanimously approved it. 

New Business (There was no new business.) 

The meeting was adjourned at 6:15 p.m.
The next meeting is scheduled for May 21, 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
March 19, 2007, Meeting House 

Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; committee chairperson Norma Keever; administrator Bill Barrons; members Linnea Alley, Joe Shea, Tom Wilcox
The meeting was called to order at 4:30 p.m.  

The minutes of the regular meeting on February 19, 2007, at the meeting house were unanimously approved with one correction:  Patrick Kelley, Secretary, noted that the members who are concerned about the possibility of being blocked from easy access to the beach are not on south Ocean Drive, but on south Manion Drive.  

The agenda was unanimously approved with the addition of one subtopic under “Treasurer’s Report”:  “Status of a policy statement that members’ payments of dues and other fees are to be credited to their oldest debts first.” Michael Wilkin, Vice President, requested the addition, and the other members of the board agreed.  

The board then considered these items:  

Comments from the Membership
Following up on his comments at the meeting on December 18, 2006, Joe Shea, member, thanked the board for directing the standardized placement of STOP signs and strengthening the enforcement of the speed limit on the roads of Surf Pines. Stating that he still sees speeding, Joe urged continued enforcement of the speed limit. And he suggested signage at south Ocean Drive where that road intersects itself. Tom Wilcox, member, suggested signage at the intersection of Lakeside Court and Shady Pines Road.
 
Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter. 

Reviewing the budget, Bob stated that the project of renovating the old gatehouse into a new meeting house is on budget. He stated that the cost of maintaining the gates has exceeded the amount that was budgeted and recommended budgeting more for maintenance of the gates in 2007-2008.  

Reviewing accounts receivable, the board discussed a revision of the policy on foreclosure. Michael Wilkin, Vice President, moved to strike a clause from the policy; Patrick Kelley, Secretary, seconded the motion; and the board unanimously approved this revised policy: 

Foreclosure:  After review by Board, referred to attorney when amount owed exceeds $750 or no payments have been received for more than 12 months. Attorney sends letter advising member that foreclosure will be initiated if payment in full is not received within 10 days.  

The board discussed accounts for members Mycelle Dean and Teresa Walker on which no payments have been received for more than 12 months. Noting that warning letters have been sent and liens filed, Bob McWhirter, in his capacity as treasurer, moved to refer these accounts to the attorney to initiate foreclosure; Ken Weber, Director, seconded the motion; and the board unanimously approved it.

Finally, the board agreed to address as “Old Business” at its next meeting a policy statement that members’ payments of dues and other fees are to be credited to their oldest debts first.  

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

Regarding the gates, Michael stated that the committee contacted Metro Overhead Door about a contract for regular maintenance of the gates and that Metro quoted a price of approximately $27,000 per year for monthly maintenance. The committee agreed, Michael stated, to seek a less expensive solution to the maintenance problem.  

Also regarding the gates, Michael stated that the committee asked Bill Barrons, Administrator, to arrange for a representative from the county to conduct counts of traffic at the north gate and south gate during April and July. These counts, Michael noted, will provide information that will be useful in considering the next generation of gates.   

Regarding monitoring speed on the roads of Surf Pines, Michael deferred a report on the results of recent monitoring to Bill Barrons’ “Administrator’s 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. 

Regarding managing the renovation of the old gatehouse to create a new meeting house, Ken stated that the renovation is almost complete—and that an open house is scheduled for May 19.  

Regarding the roads of Surf Pines, Ken stated that, after reviewing the “Surf Pines Pavement Management Plan” and considering the high cost of clearing the roads and cleaning up the right-of-way after the storms of November and December, the committee decided to proceed now with only the paving that is already under contract with Bayview Transit Mix. Don Kruger, President, noted that this work that includes paved parking at the meeting house.   

Regarding maintaining the de-watering pumps, Ken stated that Rocky Bauer, the security/maintenance manager, checks the pumps on a regular basis and reports that they are operating properly. Ken added that improvements recommended by Bob McWhirter in his capacity as a member of the committee will be considered during discussions of the budget for the next fiscal year.  

Regarding the good-neighbor fence at the south end of Manion Drive, Ken stated that the fence is complete. 

Finally, Ken reported that the committee recommended to the board that the association’s 3.86-acre property at the old south pump station should be divided into 3 residential lots pending a decision in the future on the use of the property. Discussion focused on natural space, not buildable lots, as members’ highest priority in a survey during 2005; on the cost of a survey, estimated at $4,000; and on the increased cost of property taxes. Bob McWhirter, Treasurer, moved to table the matter at least until tax statements are received for 2007; Patrick Kelley, Secretary, 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. 

She distributed copies of the committee’s completed calendar of social events for 2007, including events, types (adults, family), places, dates, and times: 

The board approved the committee’s preparing the calendar of events as a 1-page insert to be mailed with the dues statement and the Breeze in April.  

Work in progress by the Community Relations Committee currently includes: 

President’s Report
Don Kruger, President, reported that he revised the instruction sheet, “Traffic Monitoring in Surf Pines,” and, after the other members of the board reviewed it and approved it via e-mail, he provided it to the deputy sheriff who monitors speed on the roads of Surf Pines.           

Administrator’s Report
Bill Barrons, Administrator, reported on recent speeding notices. He stated that the deputy sheriff who monitors speed on the roads of Surf Pines has reported approximately 20 drivers for exceeding the speed limit during the past three months. The highest reported speed to date, Bill noted, is 35 miles per hour. The deputy, he stated, is monitoring speed on a regular basis, but at irregular hours. 

Bill reminded the board that Rocky Bauer, the security/maintenance manager, will be on vacation during the week of March 25-31. Bill stated that he will cover for Rocky during the vacation by taking telephone calls and patrolling once per day to check the gates and pick up litter.        

Old Business
Old business included considering an increase in liability insurance and a concern about access to the beach. 

Considering an Increase in Liability Insurance 
The board continued its discussion of an increase in liability insurance. Members of the board questioned whether simply doubling insurance coverage, as suggested by the current insurer, Knutsen Insurance, would provide appropriate coverage. They also questioned whether members of committees, including the Surf Pines Landing Architectural Review Committee, are covered by the current insurance. Bill Barrons, Administrator, volunteered to prepare a package of proposed coverage for the consideration of the board and then research the cost of various levels of increased coverage.  

Considering a Concern about Access to the Beach
Bill Barrons, Administrator, reported that he forwarded to counsel Dan Van Thiel information from the attorney for some members on south Manion Drive who are concerned about the possibility of being blocked from easy access to the beach. Bill stated that he is scheduled to meet with Dan regarding the concern.  

New Business
New business included considering a letter from Miles Sweeney, member, and a proposal from Tom Wilcox, member.  

Letter from Miles Sweeney
The board discussed a letter from Miles Sweeney requesting permission to access Ocean Drive north of Malarkey from a proposed home site that is outside the boundaries of the association. The letter generated questions related to the association’s roads and grounds, including not only questions about access, but also questions about parking, signage, and the application of county standards for roads. Because of the numerous questions, the board referred the request to the Roads and Grounds Committee at the suggestion of Ken Weber, the chairperson of that committee.  

Proposal from Tom Wilcox
The board discussed a general proposal from Tom Wilcox suggesting the formation of a committee to consider establishing covenants through amendments to the bylaws. Although the members of the board expressed differing opinions about covenants, they agreed in suggesting to Tom that he might present either his general proposal to the membership during the Annual Meeting or a proposal for specific covenants to the board during a board meeting.  

The meeting was adjourned at 6:35 p.m.
The next meeting is scheduled for April 16, 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
February 19, 2007, Meeting House
Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Michael Wilkin; committee chairperson Norma Keever; member Tom Wilcox

The meeting was called to order at 4:30 p.m. The minutes of the regular meeting on January 15, 2007, at the meeting house were unanimously approved as presented. The agenda was unanimously approved with minor corrections.

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.

Reviewing the budget, Bob stated that the cost of clearing the roads and cleaning up the right-of-way after the storms of November and December exceeded the amount budgeted by approximately $35,000. He moved that the board cover this overage with some of the amount budgeted for repaving; Patrick Kelley, Secretary, seconded the motion; and the board approved it by a vote of 4-0.

Bob stated that, to date, there has been no other significant deviation from the budget. The project of renovating the old gatehouse into a new meeting house, he noted, is on budget.

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

Regarding the gates, Michael stated that the difficult electrical and mechanical problem at the south gate is solved and that the gates are operating again. He also stated that the committee contacted Metro Overhead Door about a contract for regular maintenance of the gates and that a response from Metro is pending. Finally, regarding the gates, he stated that the committee plans a count of traffic through the gates to determine usage on typical days, information that will be useful in considering the next generation of gates.

Regarding fire safety as residents burn to clean up debris from fall and winter storms, Michael requested publication of an item in the April issue of the Breeze to remind members of “Residents’ Guidelines for Burning Small Amounts of Debris,” as published in the Owners’ Information Guide, 2006-2007.  

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Don Kruger, President, reported for the Roads and Grounds Committee in the absence of its chairperson, Ken Weber, reporting on work completed and work in progress.

Regarding managing the renovation of the old gatehouse to create a new meeting house, Don reported more progress on the meeting house, citing work recently completed, including installing sheetrock, painting ceilings and walls, and installing ceiling lights and floor coverings.

Regarding the roads of Surf Pines, Don stated that the cleanup of trees that fell on the roads and in the right-of-way during the storms of November and December is complete, except for grinding some stumps. Also regarding the roads, he stated that Rocky Bauer, the security/maintenance manager, completed standardizing the placement of STOP signs throughout Surf Pines. Finally, regarding the roads, Don stated that the committee learned from experience during the snow and ice of January that certain areas need to be salted if snow and ice linger, including Surf Pines Lane at Highway 101, Pine Ridge Court at Manion Drive, some other intersections, and the pavement at the gates.

Regarding maintaining the de-watering pumps, Don stated that the pumps, though running for only a few hours, have kept the roads dry.

Regarding the good-neighbor fence at the south end of Manion Drive, Don stated that the fence is in progress with a double gate and three sections of fence in place and two more sections to be added, including one section on the west side and a wing on the east side. He noted that members’ response to the fence has been positive.

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 updated the committee’s draft plan for social events during 2007:

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reported that Dave Rouse, the deputy sheriff who monitors speed on the roads of Surf Pines, recently reported eleven drivers for speeding and one driver for failing to stop at a STOP sign. Don stated that the deputy sheriff requested additional information on the instruction sheet, “Speed Monitoring at Surf Pines,” including whether to report other traffic infractions in addition to speeding and what action to take in the case of suspicious circumstances. During discussion, the board agreed that other traffic infractions in addition to speeding should be reported and that, in the case of suspicious circumstances, nonresidents should be escorted out of Surf Pines. Don volunteered to revise the instruction sheet for the other members of the board to review and then provide the deputy sheriff with the revision.

In light of the discussion, the board asked Bill Barrons, Administrator, to discuss with counsel Dan Van Thiel whether the association’s “Speeding Policy” may be broadened to a “Traffic Policy” to cover other traffic infractions, such as failing to stop at a stop sign, driving under the influence, and driving without insurance.

Finally, the board asked Bill to draft a revision of item 4 in the current “Speeding Policy” to provide for specific action if a guest, contractor, or other service person who is assessed for speeding does not pay the assessment within 30 days. Action, the board suggested, might include levying the assessment against the member whose guest, contractor, or service person does not pay and denying access to the contractor or service person.

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

Old Business
Old business included considering a concern about access to the beach and considering an increase in liability insurance.

Considering a Concern about Access to the Beach
Don Kruger, President, stated that he received additional information from Norma Keever, one of the members on south Ocean Drive who are concerned about the possibility of their being blocked from easy access to the beach. Don explained the concern again:  although the association owns either paths to the beach or easements for the paths, our ownership of the paths might not extend all of the way to the beach because of accreted land to the west and a property owner might block easy access to the beach across the accreted land. Don stated that he will forward the additional information from Norma to Bill Barrons, Administrator, to whom the board has referred the concern for research.    

Considering an Increase in Liability Insurance
The board continued its discussion of an increase in liability insurance by reviewing information from the insurance agency. Finding the information sketchy, the board asked Bill Barrons, Administrator, to research these unanswered questions regarding the insurance:

The board also asked Bill to research the costs of various levels of increases in liability insurance—and to make research regarding insurance his current priority.  

New Business (There was no new business.)

The meeting was adjourned at 5:55 p.m. The next meeting is scheduled for March 19, 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
January 15, 2007, Meeting House  

Present:  Patrick Kelley, Don Kruger, Bob McWhirter, Ken Weber, Michael Wilkin; committee chairperson Norma Keever; members Burr Allegaert, Tom Wilcox 

The meeting was called to order at 4:30 p.m. The minutes of the regular meeting on December 18, 2006, at the meeting house were unanimously approved as presented. The agenda was unanimously approved with minor additions. 

The board then considered these items:

Comments from the Membership
With the board’s approval, members chose to comment after reports and during discussion of business instead of during “Comments from the Membership.”  

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter.
Reviewing the budget, Bob stated that the cost of cleaning up the trees that fell on the roads and in the right-of-way during the storms of November and December has exceeded the amount budgeted by approximately $19,000. He noted that this overage will be covered by some of the amount budgeted for repaving. Bob also stated that the cost of repairing the gates has exceeded the amount budgeted by approximately $2000. Finally, with Don Kruger, Bob stated that the project of renovating the old gatehouse into a new meeting house is on budget.

As the board reviewed a short list of accounts receivable, member Norma Keever, in her capacity as a realtor, volunteered to request a title search for the two properties against which the association filed liens, properties for which Susan Wood, the accountant, attributes ownership to Mycelle Dean and Teresa Walker.

Noting that one member paid delinquent dues but did not pay the $15 late charge, the board reaffirmed that, according to amended Article 9.6, “Collection,” in the bylaws, an unpaid late charge is itself subject to a late charge for each month that it remains unpaid.    

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

Maintaining the Gates
Michael stated that the difficult electrical and mechanical problem at the south gate is solved and that the gate will be in operation again as soon as the pavement is de-iced. Michael added that Gene Keever, a member of the committee, volunteered to contact Metro Overhead Door about a contract for regular maintenance of the gates.  

Monitoring Speed
Michael led a discussion of monitoring speed on the roads of Surf Pines. Don Kruger, President, stated that none of the five drivers who were reported recently for speeding requested a hearing, that one of the drivers already paid an assessment, and that the association will levy assessments against the other four drivers. Patrick Kelley, Secretary, noted that, according to the association’s policy, the names of the five drivers are to be published in the next issue of the Breeze. With money for monitoring speed budgeted for four hours per month, Michael suggested monitoring two hours per fortnight and the other members of the board agreed with his suggestion. Burr Allegaert, in his capacity as a member of the committee, volunteered to contact Dave Rouse, the deputy sheriff, to schedule the monitoring.      

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 gatehouse to create a new meeting house, Ken reported progress on the meeting house, citing work recently completed, including wiring and insulating the building. 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 storms of November and December is almost complete with much of the work that remains being cleaning up the debris left by Pacific Power’s contractor, Trees Inc., cleanup for which the association is responsible, according to Pacific Power’s policy. Also regarding the roads, Ken stated that the committee reviewed the placement of STOP signs throughout Surf Pines and that Rocky Bauer, the security/maintenance manager, will standardize the placement of these signs. Ken noted that Rocky recently completed the installation of warning signs on Sea Breeze Drive to advise 20 miles per hour as the maximum speed on this narrow road where children play. Finally, regarding the roads, Ken stated that Clean Sweep sanded the intersection of Surf Pines Lane and Highway 101 after the snow and ice in January. Discussion focused on other intersections not having been sanded yet and the pavement at the gates not having been de-iced yet. Regarding maintaining the de-watering pumps, Ken stated that all of the pumps are ready to be activated if the water level warrants pumping and that the pump at station 3 is, in fact, activated, though it has needed to run for only five or six hours. Ken concluded by stating that committee member Wayne Fleming, instead of 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 and work in progress.

Norma stated that the committee drafted a plan for social events during 2007:

Discussion focused on the desirability of scheduling the Annual Holiday Soiree on a date different from the date for the competing Festival of Trees.

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reported that he received a letter from an attorney for some members on south Ocean Drive who are concerned about the possibility of their being blocked from easy access to the beach. Don explained that, although the association owns either paths to the beach or easements for the paths, our ownership of the paths might not extend all of the way to the beach because of accreted land to the west and a property owner might block easy access to the beach across the accreted land. The board referred the concern to Bill Barrons, Administrator, for research.             

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

Old Business
Old business included considering policy on outside employment by employees of the association, particularly policy related to a proposed authorization for Rocky Bauer, the security/maintenance manager, to participate as a partner in Toughest Tool, a landscaping and maintenance business.  

Michael Wilkin, in his capacity as chairperson of the Security Committee, reported on his committee’s discussion of the proposed authorization, which the board had referred to the committee because the authorization seemed to conflate Rocky’s work for the association and his work for Toughest Tool. Michael stated that the committee suggested that any authorization state that Rocky is not to work for Toughest Tool out of the association’s office, but out of his home, and that he is not to solicit business from association members, except for providing members, at their request, with a list of businesses that includes Toughest Tool. Regarding Rocky’s scheduling of his work for the association and his work for Toughest Tool, potentially the most conflating part of the authorization, Michael stated that the committee suggested standardized work hours for Rocky’s work for the association. Burr Allegaert, in his capacity as a member of the committee, stated that he and member Gene Keever suggested that Rocky work for Toughest Tool only on the two days of the week that he does not work for the association.

Considering the committee’s suggestions, the board took no immediate action regarding either policy on outside employment by employees of the association or the proposed authorization.

New Business
New business included considering standardized work hours for the security/maintenance manager and considering an increase in liability insurance.

Considering Standardized Work Hours for the Security/Maintenance Manager
Don Kruger, President, stated that he and Rocky Bauer, the security/maintenance manager, after discussing standardized work hours, agreed that Rocky will work Thursdays through Mondays from 7:00 to 11:30 a.m. and from 4:30 to 7:00 p.m., a total of 7 hours per day and 35 hours per week, and that Rocky also will be on call at other hours to respond in an emergency. After discussion, the board agreed unanimously to a trial of these standardized work hours.     

Considering an Increase in Liability Insurance
In a presentation, Bob McWhirter, Treasurer, recommended an increase in the association’s liability insurance. Bob stated that the association’s current coverage is limited to $1,000,000 per occurrence and $2,000,000 aggregate with separate coverage for the directors limited to $1,000,000 per occurrence and $2,000,000 aggregate. Inasmuch as officers and directors are indemnified by the corporation, according to Article VII, “Board of Directors’ Indemnification,” in the articles of incorporation, Bob asked why the board has separate coverage. He asked whether committee members have coverage. He asked whether employees have coverage. Don Kruger, President, stated that he will contact counsel Dan Van Thiel for answers to Bob’s questions.

Citing the presentation by member Joe Shea at the preceding board meeting about a successful $15,000,000 suit against a guarded, gated community in Arizona after a traffic accident there disabled a surgeon and the financial consequences of that suit for members of that community, Bob recommended a significant increase in the association’s coverage. He calculated that such a suit against the Surf Pines Association would cost each property owner approximately $35,000:  $15,000,000 – $1,000,000 = $14,000,000 / approximately 400 property owners = approximately $35,000 per property owner. He noted that, although Pinehurst’s current coverage is $5,000,000, the association there is considering an increase. And Patrick Kelley, Secretary, added that member Joe Shea, on the basis of his previous experience, recommends coverage of $20,000,000 for the Surf Pines Association.  

The meeting was adjourned at 6:15 p.m.
The next meeting is scheduled for February 19, 2007, at 4:30 p.m. in the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

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