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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