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Surf Pines Association Regular Meeting of the Board of Directors
October 20, 2008, Meeting House

 Present: directors Gheri Fouts, Patrick Kelley, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Jeff Hall, Bonnie Rogie, Katie Weber, Ken Weber; members Bob Ball, Kathy Ball, Norma Keever, Clarke Powers, Tom Wilcox; administrator Dan Bartlett; security/maintenance manager John Gates

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

The minutes of the regular meeting on September 15, 2008, at the meeting house were unanimously approved with one correction:  a deletion from the minutes of the regular meeting on August 18, 2008, was approved not by a vote of 4-0 but by a vote of 3-0-1 with Michael Wilkin, Vice President, abstaining.  

The agenda was unanimously approved with the addition of one topic, “Bylaws Committee’s Report,” and numerous subtopics.

The board then considered these items:

Comments from the Membership
Kathy Ball, member, asked who protects Surf Pines in case of fire and to whom residents pay property taxes for protection from fire. Dave Lukens, President, referred Kathy to members Ken Weber and Tom Wilcox, noting that they are, respectively, a director for the Gearhart Rural Fire Protection District, and a volunteer for the Gearhart Fire Department.    

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter, Treasurer. Noting that the association dipped into cash to pay its bills, Bob stated that the recent increase in dues might be just enough—or not quite enough—to fund normal operations.

Referring to discussions in committees of proposals to control speed on the roads of Surf Pines, Bob advised that traffic-calming work, for example, would be an enhancement to the roads instead of maintenance of the roads; that, for accounting purposes, “maintenance” and “enhancement” should be different line items in the budget under “Roads and Grounds”; and that funds currently designated for maintenance should not be spent on enhancement. 

Safety and Security Committee’s Report
Jeff Hall, Chairperson of the Safety and Security Committee, reported on the purchase for $699 of an appropriately configured computer system to be housed in the security office and dedicated to the operation of the gates, as recommended by the committee at the previous meeting and approved by the board.  

Jeff also reported that John Gates, the security-maintenance manager, noted an apparent increase in speeding on the roads of Surf Pines, that John directed two elk hunters out of Surf Pines, and that John will call animal control if a dog that bit a resident runs loose again. Regarding a different dog that he has documented running loose on multiple occasions, John recommended sending a letter to the owners, members Brian and Jamie Maltman, advising them that the dog is a potential nuisance. Agreeing with John’s recommendation, the board asked Dan Bartlett, Administrator, to write the letter for Jeff to approve and Dave Lukens, President, to sign.  

Ongoing work by the Safety and Security Committee currently includes:

Roads and Grounds Committee’s Report
In the absence of Don Kruger, Chairperson of the Roads and Grounds Committee, the co-chairperson, Ken Weber, reported for the committee.

Ken reported that the committee recommended the purchase for $725 of a used riding lawn mower for John Gates, the security-maintenance manager, to mow the roadsides of Surf Pines and the paths to the beach. John cited the potential savings of purchasing the mower when renting a mower costs approximately $500 per quarter. The board noted that the line item in the budget for “Roadside Mowing” under “Roads and Grounds” includes sufficient funds for the purchase. And John stated that space is available to store the mower. After discussion, Bob McWhirter, Treasurer, moved approval of the committee’s recommendation; Patrick Kelley, Secretary, seconded the motion; and the board unanimously approved it by a vote of 5-0.  

Ken also reported that the committee recommended a survey of the association’s property in the Pelican Lane area because of possible encroachment, as noted in a letter from members Steve Clark and Fred Krueger. Before acting on the recommendation, the board asked Dan Bartlett, Administrator, to obtain an estimate of the cost of a survey. 

With Dave Lukens, President, Ken reported that the committee recommended accepting the only proposal that was received for supplying and planting trees in phase 3 of the recovery. The committee distributed the proposal from Jennifer Moore of Lewis & Clark Nursery Landscaping for supplying and planting 31 shore pines (Pinus contorta), 35 Austrian black pines (Pinus nigra), 12 Douglas firs (Pseudotsuga menziesii), and 13 Pacific wax myrtles (Myrica californica) with the trees 3-4 feet in height and the shrubs in 5-gallon containers, all at a cost of $5615. Discussion focused on the validity of a 1-year guarantee if the trees and shrubs are not watered during their first summer. Gheri Fouts, Director, cited a case of this nursery’s not honoring a guarantee. And Patrick questioned the advisability of planting Douglas firs in the sand of Surf Pines. After discussion, Bob moved approval of the committee’s recommendation; Michael Wilkin, Vice President, seconded the motion; and the board approved it by a vote of 3-1-1 with Gheri voting “No” and Patrick abstaining.

Ongoing work by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
Bonnie Rogie, Chairperson of the Community Relations Committee, reported that the committee recommended the purchase for $1380 of 10 round tables and 100 chairs from United Rentals for use at the Annual Surf Pines Picnic in the park. She explained that the purchase is important because United Rentals no longer offers the tables and chairs for rent and no other source of rental is available locally. Bob McWhirter, Treasurer, stated that money could be found in the budget for the purchase. John Gates, the security-maintenance manager, stated that space could be found to store the folded tables and chairs. After discussion, Patrick Kelley, Secretary, urging Bonnie to negotiate a reduced purchase price, moved approval of the committee’s recommendation; Bob seconded the motion; and the board unanimously approved it by a vote of 5-0.  

In other business, Bonnie reported that 35 members and guests attended Oktoberfest, the association’s social event on October 11, 2008, from 6:00 to 9:00 p.m. at the Pacific Grange Hall.

Ongoing work by the Community Relations Committee currently includes:

Bylaws Committee’s Report
Dave Lukens, President, announced the resignation of Cal Gantenbein, the chairperson of the ad hoc Bylaws Committee. In the absence of Steve Dawson, the vice-chairperson of the committee, Clarke Powers, the scribe, reported for the committee.

Because most members of the board did not receive copies of Clarke’s written summaries of the committee’s meetings, the board asked the committee, in future, to send summaries to Dan Bartlett, Administrator, in time for him to include them in the packet that he sends to the board on the Thursday before a board meeting. Patrick Kelley, Secretary, stated that Clarke’s past summaries are on the association’s home page at www.surfpines.org.

Discussion focused on a request from Steve that the committee and the board hold a joint work session. The board agreed to the work session and Dave agreed to schedule it with Steve. 

President’s Report
Dave Lukens, President, reported on business that the board conducted via e-mail and telephone between September 30 and October 7, 2008. He explained that he asked the board to conduct the business in this manner because the business was pressing in that it involved road repair to improve drainage that was best completed before the beginning of the rainy season and the end of the paving season and while the contractor, Clean Sweep, was on site to repair damage to the roads that occurred during phase 1 of the recovery. He explained further that Don Kruger, the chairperson of the Roads and Grounds Committee, received a bid for the repairs and that the board approved the work via e-mail and telephone by a vote of 4-0 with Patrick Kelley, Secretary, out of state and offline.

Dan Bartlett, Administrator, added that the total cost of the road repairs was $8540 with $7340 to be designated “Road Major Repair” in the budget and $1200 to be designated “Storm Recovery.”  

Administrator’s Report
Dan Bartlett, Administrator, reported on ongoing business.

Request for Variance
Regarding the request by members John and Tracey Donohue for a variance on the ocean-front setback line on a lot on Ocean Drive, a request denied by the county Planning Commission, Dan reported that the Donohues did not appeal the denial.  

Liens
Regarding liens, Dan reported that the amount currently owed to the association by Teresa Walker is secured by the association’s lien on her property. Noting that the property owned by Jason and Ashley Kraushaar is for sale, Dan stated that the association’s lien on that property will be settled at the sale of the property.

Planning Documents
Regarding the board’s request that Dan obtain pertinent planning documents for the area west of Stellar Lane and east of Manion Drive, he reported again that he asked county planners Jennifer Bunch and Patrick Wingard to retrieve the documents from storage at their convenience (and therefore at little or no cost) instead of retrieving them immediately (at a cost). The board indicated again no immediate need for the documents.

Old Business
Old business included a hearing on a complaint, letters from members, and a concern about access to the beach across accreted land.

Hearing on a Complaint
Dave Lukens, President, summarized the hearing on a complaint about the condition of the property of member Michael Wilkin at 89961 Manion Drive that was held on October 13, 2008, from 4:00 to 5:00 p.m. at the meeting house. Dave stated that after listening to comments from member Wayne Fleming, who represented the complainants, and from Michael Wilkin, who owns the property, and considering the expert opinions of an arborist and the fire chief of the Gearhart Fire Department, the board agreed that, under the current bylaws, the property does not present either a hazardous condition or a general nuisance.

Letters from Members
The board reviewed letters from members Dick Gammon and Charles Shea about debris piles on neighboring properties. Dave and other members of the board stated that, after receipt of the letters, they searched for the debris piles but did not find them. Discussion focused on the possibility that the piles accumulated during fire season when burning is banned but then were burned after fire season. John Gates, the security-maintenance manager, volunteered to research further and report to Dave so that Dave can respond to the letters definitively.

Concern about Access to the Beach
After reviewing a concern about access to the beach across accreted land, the board asked Dan Bartlett, Administrator, to ask counsel Dan Van Thiel to confirm whether or not the association has any responsibility regarding this concern.

New Business
New business included a memorandum from a member and a security breach.

Memorandum from Member
The board received a memorandum from member George Hawes in which he requests that the other members of the board ask Michael Wilkin, Vice President, to resign from the board and that they remove Michael if he refuses to resign. In light of the outcome of the hearing on a complaint about Michael’s property, the other members of the board agreed to take no action on this request.

Security Breach
Patrick Kelley, Secretary, explained that in The Daily Astorian for Friday, October 17, 2008, Lynn Brigham of North Coast Realty advertised an open house on Saturday, October 18, at 89553 Ocean Drive, Surf Pines, and concluded the ad with “Call Lynn Brigham at 503-440-5330 for all the details and gate code.” The gate code that Lynn gave a test caller, Patrick stated, was 32789, the visitor gate code for October, so that security was breached for the rest of the month, a month that ends with Halloween. Remarking that the case is reminiscent of former members publishing the visitor gate code for August in an ad for a moving sale, Patrick suggested returning to the practice of limiting open houses and garage/moving sales to the last weekend of the month and opening the gates for them as needed, the historical practice that is documented in the Owners’ Guide for 2008-2009, page 8.

As an alternative to realtors and their customers for open houses using gate codes and to our opening the gates on the last weekend of the month, Gerry Fouts, Director, suggested that realtors and their customers for open houses use the Sentex units at the gates as documented in the Owners’ Guide, page 9.

The board referred the matter to the Safety and Security Committee, preferably for discussion at its meeting in December when Gheri can attend.

The meeting was adjourned at 7:00 p.m. The next regular meeting is scheduled for November 17, 2008, 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 15, 2008, Meeting House

Present: directors Gheri Fouts, Patrick Kelley, Dave Lukens, Michael Wilkin; committee chairpersons Don Kruger, Bonnie Rogie, Katie Weber, Ken Weber; members Bob Ball, Kathy Ball, Cal Gantenbein, George Hawes, Paul Peterson; administrator Dan Bartlett; security/maintenance manager John Gates. Absent (with the consent of the board): director Bob McWhirter

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on August 18, 2008, at the meeting house were approved with the deletion of the last two paragraphs from “Comments from the Membership.” Gheri Fouts, Director, moved to delete the two paragraphs; Patrick Kelley, Secretary, seconded the motion; and the board approved it by a vote of 4-0 with Bob McWhirter, Treasurer, absent.  

The agenda was approved with the addition of one subtopic, “Two Letters,” under “Administrator’s Report.”

The board then considered these items:  

Comments from the Membership
George Hawes, member, distributed and read a memorandum in which he requested “that the Board of Directors take action against Patrick Kelly (sic), Secretary, and admonish him as to the proper way to record the Board minutes.”  

Regarding a member’s comment from the previous meeting about children riding dirt bikes on unimproved property at unreasonable hours, the security/maintenance manager, John Gates, stated that he is investigating the report.

Treasurer’s Report
The treasurer’s report was approved as presented by Gheri Fouts, the assistant treasurer, in the absence of Bob McWhirter, Treasurer.

Gheri reported that the association’s money-market account at Capital One with interest at 3.00 percent is approaching $100,000. She moved that the association withdraw $25,000 from the money-market account and deposit it in a 5-month certificate of deposit at Bank of America with interest at 3.15 percent; Michael Wilkin, Vice President, seconded the motion; and the board approved it by a vote of 4-0 with Bob absent.

Safety and Security Committee’s Report
In the absence of Jeff Hall, Chairperson of the Safety and Security Committee, member Don Kruger reported for the committee.

Don reported that the committee recommended purchasing for not more than $700 a desktop computer system with Windows XP installed to be housed in the security office and dedicated to the operation of the gates. He stated that Jeff Hall will recommend the system. When the board queried Don on the source of the $700, he cited the line item in the budget for “Maintenance” under “Security Gates.” After discussion, Michael Wilkin, Vice President, moved approval of the committee’s recommendation; Patrick Kelley, Secretary, seconded the motion; and the board approved it by a vote of 4-0 with Bob McWhirter, Treasurer, absent.

Don also reported that the committee recommended sending a letter to each of the two members who were identified as frequently exceeding the speed limit in the recent survey of safety on Sea Breeze Drive. Discussion focused on the policy titled “Letters to Members Regarding Conduct,” which requires that, before the president sends a letter, there must be at least one, and preferably two, documented records of the event that is the subject of the letter. After discussion, Patrick moved that the president send a letter to each of the two members who were identified as frequently exceeding the speed limit if the survey results and the security log document at least one, and preferably two, records of the event; Gheri Fouts, Director, seconded the motion; and the board approved it by a vote of 4-0 with Bob absent.

Work in progress by the Safety and Security Committee includes:

Roads and Grounds Committee’s Report
Addressing phase 3 of the recovery, replanting trees, Don Kruger, Chairperson of the Roads and Grounds Committee, reported that the committee recommended sending a request for proposals to contractors for bids to supply and plant trees in locations to be determined by the association. He documented the recommendation with a detailed statement of the objective, treatment areas, method, budget, and priorities, plus a plan. A brief discussion focused on the size of the trees in the plan, relative to cost and chances for successful transplanting. After discussion, Patrick Kelley, Secretary, moved approval of the committee’s recommendation; Gheri Fouts, Director, seconded the motion; and the board approved it by a vote of 4-0 with Bob McWhirter, Treasurer, absent.

In other business, Don reported that a subcommittee, including members from the Safety and Security Committee and the Roads and Grounds Committee (Jeff Hall, Don Kruger, Lee Casaleggio, and Wayne Fleming) are meeting to consider beautification of the gates. He stated that a recommendation will be forthcoming. 

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

Community Relations Committee’s Report
Bonnie Rogie, Chairperson of the Community Relations Committee, reported that the committee recommended that the board sponsor an event to welcome new members. Discussion focused on the appropriateness of sponsoring an event for a few new members, inasmuch as all of the social events that are sponsored by the association are for all members, including new and “old” members. There was no motion in support of the recommendation.

Also on the subject of new members, Bonnie stated that the committee suggests that either a member of the board or a member of the committee introduce new members at the Annual Meeting.     

In other business, Bonnie stated that the committee has completed plans for Oktoberfest. She invited the board and other members to attend this event on October 11, 2008, from 6:00 to 9:00 p.m. at the Pacific Grange Hall. And she stated that the committee is discussing how to provide 14 tables and 100 chairs for the Annual Surf Pines Picnic, a problem to be solved because United Rentals no longer offers them for rent.

Work in progress by the Community Relations Committee currently includes:

President’s Report
Dave Lukens, President, reported on a meeting with Bill Eddy, the fire chief of the Gearhart Fire Department. Dave stated that the fire chief is impressed with the success of the cleanup of storm damage and the mitigation of the wildfire hazard in Surf Pines. 

On the subject of regulating burning in Surf Pines outside of fire season, Dave reported that Bill advised working with the Gearhart Rural Fire District to establish rules that can be enforced by the Gearhart Fire Department as it is contracted for service by the Rural Fire District. Dave added that Bill advised further that this work would entail gaining support for such rules from other rural communities, such as Pinehurst and Cullaby Lake.

On the subject of volunteer fire department personnel exceeding the speed limit in Surf Pines in response to calls, Dave reported that Bill stated that volunteer fire department personnel must obey all local speed limits, according to state law, and that he will remind volunteers from Surf Pines of the law.     

Administrator’s Report
Dan Bartlett, Administrator, reported on ongoing business.

Request for Variance
Regarding the request by members John and Tracey Donohue for a variance on the ocean-front setback line on a lot on Ocean Drive, Dan reported that the county Planning Commission denied the request by a vote of 5-0. He noted, though, that the denial can be appealed with the deadline for appeal being Monday, September 22, 2008, at 5:00 p.m. 

Liens
Regarding the status of liens, Dan reported that he sent a “Final Reminder” to Jason and Ashley Kraushaar before the association files a lien against their property and a “Final Reminder” to Teresa Walker before the association refiles a lien against her property to raise the amount of the lien to the amount that is owed. He added that the final reminders refer to the amendment to the bylaws that states that “the association shall be entitled to collects its attorneys’ fees and any and all costs incurred during the lien and/or foreclosure process.”

Planning Documents
Regarding the board’s request that Dan obtain pertinent planning documents for the area west of Stellar Lane and east of Manion Drive, he reported again that he asked county planners Jennifer Bunch and Patrick Wingard to retrieve the documents from storage at their convenience (and therefore at little or no cost) instead of retrieving them immediately (at a cost). The board indicated again no immediate need for the documents.

Two Letters
Dan stated that the association received two letters from members, one letter regarding an accessory building that might be on the association’s property and the other letter regarding a pile of debris on a neighbor’s property. Board members asked Dan to forward copies of the letters for their consideration.  

Old Business
Old business included a complaint in the form of a petition signed by 12 members and presented on July 21, 2008, regarding an accumulation of dead and dying trees at 89961 Manion Drive. Dave Lukens, President, reported that Bill Eddy, the fire chief of the Gearhart Fire Department, viewing this property from the pavement on September 3, 2008, stated that the dead trees (snags) on the property do not present a significant wildland fire hazard, especially since most of the surrounding fine fuels (dead limbs/tree tops with attached needles) have been removed from the property. 

New Business
In new business, Dave Lukens, President, announced that he appointed Cal Gantenbein as the chairperson of the ad hoc Bylaws Committee at an organizational meeting for that committee on August 29, 2008, at the meeting house. Cal reported that the 12-member committee met on September 10, 2008, at 4:00 p.m. and that it will meet regularly with the next meeting scheduled for September 24, 2008, at 4:00 p.m. at the meeting house and the dates and times of subsequent meetings to be posted on the message boards at the gates. Patrick Kelley, Secretary, stated that Clarke Powers, the scribe for the committee, asked Roger Masse, the webmaster, to post summaries of the committee’s meetings at www.surfpines.org and that Roger agreed to do so. The board asked Cal to send the summaries to Dan Bartlett, Administrator, so that Dan can forward them to the board to accompany the agendas for the monthly board meetings.  

The meeting was adjourned at 6:55 p.m. The next regular meeting is scheduled for October 20, 2008, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Present: directors Gheri Fouts, Patrick Kelley, Dave Lukens; committee chairpersons Jeff Hall,  Bonnie Rogie, Katie Weber, Ken Weber; members Bob Ball, Kathy Ball, Lee Casaleggio, Wayne Fleming, Jan Fouts, George Hawes, Norma Keever, Tom Wilcox; administrator Dan Bartlett; security/maintenance manager John Gates
Absent (with the consent of the board): directors Bob McWhirter and Michael Wilkin

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

The minutes of the regular meeting on July 21, 2008, at the meeting house and the minutes of the special meeting on August 2, 2008, at the Astoria Golf and Country Club were approved as presented.  The agenda was approved as presented.

The board then considered these items:

Comments from the Membership
Norma Keever, member, asked if a committee will be formed to develop more powerful bylaws to protect property values, as she requested during the Annual Meeting. The board noted that formation of a committee is on the agenda under “New Business.” 

Referring to the annual budget approved by the membership during the Annual Meeting, Norma stated that the $1,200 allotted for “Social Events” under “Community Relations” might not be sufficient. The board deferred discussion of this comment until later on the agenda under “Community Relations Committee’s Report.”

And regarding the $10,000 allotted for “Legal and Other Professional” under “Administrative” in the annual budget, an amount allotted primarily because of a concern about access to the beach across accreted land, Norma suggested that paying property owners for access might be more economical than paying lawyers for legal work. The board noted Norma’s suggestion.

Lee Casaleggio, member, suggested a community bulletin board, an attractive bulletin board to be placed outside the south gate to promote Surf Pines and provide information about the gated community and the properties for sale therein to people who lack access through the gate. Lee cited as a model a community bulletin board at a gated community in Pebble Beach, California. The board referred the suggestion to the Roads and Grounds Committee.

Numerous members commented critically on members Dan and Kay Wick’s publishing the visitor gate code for August in an ad for a moving sale in The Daily Astorian for August 6, 7, and 8, thereby compromising security in Surf Pines for the rest of the month. Discussion focused on publishing an item in the Breeze to remind members of the appropriate procedure, as detailed on page 8 of the Owners’ Guide, 2008-2009.

In absentia, Michael Wilkin, Vice President, reported a comment from Wendy Gilmore, member. Wendy stated that her neighbors, members Chad and Denele Sweet, allow their children and their children’s friends to ride dirt bikes on unimproved property between and behind the Gilmore and Sweet homes, despite repeated requests that the children either desist from riding or at least ride only during reasonable hours. John Gates, Security/Maintenance Manager, volunteered to investigate the report.

Finally, George Hawes, member, said that he wanted the minutes to include a statement that Patrick Kelley, Secretary, is “arrogant” and that Patrick said during the regular meeting of the board on July 21, 2008, that “residents of Surf Pines do not want change.” George and Patrick disagreed about what Patrick said and what George heard.

[Editor’s note: Unless the laws of probability have been amended, some members of the association probably want change and some members probably do not want change. Under these circumstances, any positive change probably will require working together with civility toward consensus.]  

Treasurer’s Report
The treasurer’s report was approved as presented by Dave Lukens, President, in the absence of Bob McWhirter, Treasurer. Dave noted that he and Patrick Kelley, Secretary, signed a check earlier in the day to implement the decision by the membership during the Annual Meeting to spend $12,000 from Development funds to pay down the mortgage on the security house.

Safety and Security Committee’s Report
Dave Lukens, President, appointed Jeffrey Hall as the chairperson of the Safety and Security Committee.

Jeff reported that the committee recommended awarding a certificate of merit and a gift certificate to the young resident who called 911 to alert the Gearhart Fire Department to a fire on Ocean Drive. The board supported the recommendation. John Gates, the security/maintenance manager, volunteered to contact the family, who are part-time residents, to determine if they can attend a board meeting for a presentation of the certificates and a photo to accompany an article in the Breeze. 

Jeff also reported that the committee is installing Allen-Bradley Pico controllers at the gates, researching a recommendation for the purchase of a notebook computer to support the operation of the gates, considering procedures for increasing the collectability of speeding assessments from renters and visitors, and surveying residents of Sea Breeze Drive about traffic-safety problems and solutions on that narrow road.   

Work in progress by the Safety and Security Committee includes:

Roads and Grounds Committee’s Report
Dave Lukens, President, appointed Don Kruger as the chairperson of the Roads and Grounds Committee and Ken Weber as the co-chairperson.

In Don’s absence, Ken reported that the committee recommended installing a drip irrigation system for approximately $100 to provide water for the planting at the “Surf Pines Park” sign. Patrick Kelley, Secretary, moved that the board approve spending up to $100 for the drip irrigation system; Gheri Fouts, Director, seconded the motion; and the board approved it by a vote of 3 to 0 with Bob McWhirter, Treasurer, and Michael Wilkin, Vice President, absent.

Regarding the roads, Ken reported that the committee is planning to update the “Surf Pines Pavement Management Plan” by coordinating with the county to use the same consultant that the county uses to develop its plan and using that consultant at the same time as an economy. Regarding the recovery, Ken reported with Dave Lukens that phase 2, pruning trees that were damaged but can be saved, is complete on the right of ways, but not in the park, where bids will be requested from arborists.

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

Community Relations Committee’s Report
Dave Lukens, President, appointed Bonnie Rogie as the chairperson of the Community Relations Committee and Katie Weber as the co-chairperson.

Bonnie reported that the committee sponsored the Annual Surf Pines Ice-Cream Social at the Groshong home on Saturday, August 16, 2008, from 2:00 to 5:00 p.m. with 39 members and guests in attendance. She urged all of the members of the board to attend sponsored social events to meet other members of the association.

Bonnie also reported that the committee suggested that the board meet on Saturdays so that its meetings would be more accessible to members who are full-time residents but work during weekdays and members who are part-time residents, especially weekenders. The board noted the committee’s suggestion. 

Like Norma Keever, Bonnie stated that the $1,200 allotted for “Social Events” under “Community Relations” in the annual budget approved by the membership during the Annual Meeting might not be sufficient. Discussion focused on either obtaining money from another source or reducing the number of social events.

Work in progress by the Community Relations Committee currently includes:

President’s Report

Dave Lukens, President, reported on the status of required cleanup from storm damage on private properties to minimize the wildfire hazard during fire season. He stated that first notices were sent on June 7, 2008, to the owners of approximately 65 properties where, in the judgment of the board, cleanup was required because dead and dying trees and brush presented a fire hazard. He stated that second notices were sent on July 11, 2008, to the owners of 9 properties where, in the judgment of the board, cleanup was still required because dead and dying trees and brush still presented a fire hazard. And he stated that cleanup is either in progress or completed now on all but 2 or 3 of these properties.

In response to discussion at a previous meeting about sending thank-you letters to provide closure for the owners of the properties where cleanup is completed, Dave distributed a draft of an article for the Breeze in which he thanks not only the property owners who completed cleanup after receiving a first or second notice, but also the property owners who completed cleanup without being asked to do so. The other members of the board who were present endorsed this procedure for providing closure.

Administrator’s Report
Dan Bartlett, Administrator, reported on ongoing business and a recommendation.

Request for Variance
Regarding the request by members John and Tracey Donohue for a variance on the ocean-front setback line on a lot on Ocean Drive, Dan reported that the county Planning Commission did not meet to consider the request as scheduled on August 12, 2008, because the commission lacked a quorum and that the meeting was rescheduled for September 9, 2008, at 9:00 a.m. in the Judge Guy Boyington Building, 857 Commercial Street, Astoria. Dan stated that he will attend the meeting to represent the membership, who made their opposition to a variance apparent during the Annual Meeting.  

Case of Burning Waste
Regarding an apparent case of a member’s bringing waste from a demolition site outside Surf Pines into Surf Pines to burn it and subsequent discussion about converting the association’s “Guidelines for Burning” from guidelines to bylaws, Dan reported that he discussed with Bill Eddy, the fire chief, whether the Gearhart Fire Department can assist the association in enforcing such bylaws and that Bill will discuss the matter with an attorney for the city of Gearhart.

Liens
Regarding the status of liens, Dan reported that the association is in the process of filing a lien against the property of Jason and Ashley Kraushaar and refiling the lien against the property of Teresa Walker to raise the amount of that lien to the amount that is owed.

Planning Documents
Regarding the board’s request that Dan obtain pertinent planning documents for the area west of Stellar Lane and east of Manion Drive, he reported that he asked county planners Jennifer Bunch and Patrick Wingard to retrieve the documents from storage at their convenience (and therefore at little or no cost) instead of retrieving them immediately (at a cost). The board indicated no immediate need for the documents.   

Accounts
Finally, Dan recommended that the association open accounts at Trail’s End Recovery and Home Depot to facilitate the work of the committees and the security/maintenance manager. Patrick Kelley, Secretary, moved that the board authorize opening accounts at Trail’s End Recovery and Home Deport; Gheri Fouts, Director, seconded the motion; and the board approved it by a vote of 3 to 0 with Bob McWhirter, Treasurer, and Michael Wilkin, Vice President, absent.

Old Business
Old business included considering a written complaint in the form of a petition signed by twelve members who ask the board to require Michael Wilkin, Vice President, to maintain his property at 89961 Manion Drive free of the hazardous condition that is an accumulation of dead and dying trees. The board determined that, per Section 8.1(e) of the bylaws, a hazardous or potentially hazardous condition or general nuisance exists on the property. Patrick Kelley, Secretary, moved that the board ask Michael, through the procedure detailed in the bylaw, to eliminate the condition; Gheri Fouts, Director, seconded the motion; and the board approved it by a vote of 3 to 0 with Bob McWhirter, Treasurer, and Michael absent.     

New Business
New business included considering the charge for a Bylaws Committee, a committee that the membership approved during the Annual Meeting after members Paul Peterson and Burr Allegaert respectively moved and seconded the formation of such a committee in the context of a discussion of developing more powerful bylaws to protect property values. Dave Lukens, President, distributed a draft of a letter to Paul and Burr in which he states that the charge of the committee is to recommend amendments to the bylaws to protect property values in Surf Pines. Dave’s letter also states that the committee is to elect its own chairperson; that the chairperson is to manage meetings in accordance with the rules for open meetings; that all meetings are to be open to all members of the association; that the date, time, and location of each meeting is to be announced at least 10 days in advance on the message boards at the gates; and that the chairperson is expected to report progress at the monthly meetings of the board. Patrick Kelley, Secretary, moved that the board approve this charge for the Bylaws Committee; Gheri Fouts, Director, seconded the motion; and the board approved it by a vote of 3 to 0 with Bob McWhirter, Treasurer, and Michael Wilkin, Vice President, absent.

The meeting was adjourned at 6:15 p.m. The next regular meeting is scheduled for September 15, 2008, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

Present: directors Patrick Kelley, Dave Lukens, Bob McWhirter, Michael Wilkin; members Jan Fouts, Tom Wilcox; administrator Dan Bartlett; security/maintenance manager John Gates
Absent (excused): Gheri Fouts 

A special meeting of the Board of Directors was called to order at 12:45 p.m., soon after the adjournment of the Annual Meeting of the Surf Pines Association, and the board considered this agenda:

Election of Officers for 2008-2009
The board elected these officers for 2008-2009:

Each officer was elected by a vote of 4-0 with Gheri Fouts, Director, absent because of recent surgery.

Decision on Date and Time of Regular Meetings
The board agreed to schedule regular meetings for the third Monday of each month at 4:30 p.m. at the meeting house.  

Other Business
In other business, Dave Lukens, President, stated that he will appoint chairpersons of the standing committees at the next regular meeting.

Responding to a request from member Ed Vranizan during the Annual Meeting, the board asked Dan Bartlett, Administrator, to attend the meeting of the Planning Commission on August 12, 2008, at 10:00 a.m. in the Judge Guy Boyington Building, 857 Commercial Street, Astoria, to represent the membership at the hearing on the request for a variance on the ocean-front setback line on a lot on Ocean Drive. The board noted that the membership made its opposition to a variance apparent during the Annual Meeting.

Responding to a decision by the membership during the Annual Meeting to spend $12,000 from Development funds to pay down the mortgage on the security house, the board planned to make the payment promptly.

Finally, Dave asked the other members of the board to be ready at the next regular meeting to make a decision regarding the petition that was presented at the regular meeting on July 21, 2008, in which the petitioners, citing Section 8.1(e) of the bylaws, asked the board to require Michael Wilkin, Vice President, to maintain his property free of the hazardous condition that is an accumulation of dead and dying trees. Bob McWhirter, Treasurer, asked if an expert’s opinion had been sought as to whether the property presents a fire hazard. Dave stated that, in the oral opinion of an arborist, Luke Colvin of Arbor Care Tree Specialists, the property does not present an extreme fire hazard because, though it includes an accumulation of dead and dying trees, it does not include an accumulation of dry underbrush.    

The meeting was adjourned at 1:15 p.m.  The next meeting is scheduled for August 18, 2008, at 4:30 p.m. at the meeting house. 

Respectfully submitted, Patrick Kelley, Secretary  

Surf Pines Association Annual Meeting
August 2, 2008, 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 90 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; Dave Lukens, Treasurer; and Bob McWhirter, Director. And Dan Bartlett, Administrator, introduced himself.

Don invited new members of the association who were present to introduce themselves. 

The minutes of the Annual Meeting on August 4, 2007, 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 2007 to August 2008.

President’s Report
In the President’s Report, Don Kruger reported that the year began as expected—then veered into the unexpected when Bill Barrons, the long-time administrator for the association, retired in October and moved to California to be close to a daughter and grandchildren and the association hired Dan Bartlett as the new administrator; when Dan was immediately welcomed by a wind storm in November that depleted the association’s budget for storm recovery; and especially when the wind storm of December 2-3, 2007, devastated Surf Pines, leaving it part of an officially declared disaster area and the association with a storm recovery project unlike any other in its history.

Don also reported that—not unexpectedly—the association responded to the challenge of the recovery. He stated that a host of volunteers opened roads and driveways; that the board created a 3-phase strategy for the recovery; that the membership overwhelmingly approved a $250 assessment to fund the recovery; that the association completed phase 1 of the recovery on its properties and the right of way by removing trees that were either destroyed by the storm or damaged so severely that they could not be saved; that the association scheduled phase 2, pruning the trees that were damaged but can be saved, for August; and that it scheduled phase 3, replanting trees, for autumn when the rains will increase the chances of success. Then Don praised the many members who already have completed the recovery on their own properties. 

Don highlighted some of the association’s most significant accomplishments during the year:

Concluding, Don thanked the other members of the board, the committee chairpersons and committee members, all of the other volunteers, the administrator, and the security/maintenance manager 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 2007 to August 2008:

Ken thanked the members of the committee for their work:  Burr Allegaert, Al Beck, Lee Casaleggio, Wayne Fleming, Jeff Hall, Dave Lukens, and Bob McWhirter, plus Dan Bartlett and John Gates. The membership thanked the committees with applause. 

Safety and Security Committee’s Report

Explaining that the charge of the Security Committee is the safety and security of residents and property in Surf Pines, Lee Casaleggio, Chairperson, reported on some of the activities of the committee from August 2007 to August 2008:

Lee thanked the members of the committee for their work:  Burr Allegaert, Jim Cooper, Jeff Hall, Gene Keever, Joe Shea, Mark Whisler, Tom Wilcox, and Michael Wilkin, plus Dan Bartlett 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 2007 to August 2008:

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

Concluding, Norma announced that she is stepping down as the chairperson of the committee and that other members are stepping up. In a brief valedictory, she emphasized that the charge of the committee is more than sponsoring social events and publishing the Directory—that the charge is, in fact, the promotion of positive community relations within Surf Pines, a charge that the committee stands ready to accept.   

Explanation of Voting Procedures
Patrick Kelley, Secretary, explained the procedures for voting for a director and on the proposed amendment, the annual budget, and any other business.

Election of Director
Patrick Kelley, Secretary, stated that one member of the Board of Directors was to be elected to replace Don Kruger, Director, whose term was expiring.  In his capacity as the chairperson of the Nominating Committee, Don introduced the other members of the committee, Wayne Fleming and Katie Weber. Then he reported that the committee nominated three candidates for the one position on the board: Don Bowman, Geraldine Fouts, and Clarke Powers. Patrick invited additional nominations from the floor.  With no candidates nominated from the floor, the membership voted as follows:

Don Bowman               31
Geraldine Fouts          38
Clarke Powers             17

Gheri Fouts was elected to the board.

Consideration of Proposed Amendment to Bylaws
Don Kruger, President, presented a proposed amendment to Section 9.6, “Collection,” in the bylaws with the italics indicating additions to the current text and the strikethrough indicating 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.”

Don stated that the amendment clarifies this section of the bylaws by explicitly entitling the association to collect its attorneys’ fees and any and all costs incurred during the lien and/or foreclosure process. Don explained that the rationale for the amendment is that it enables the board to address, for example, an owner’s failure or refusal to pay an invoice amount of $1000 without the association’s having to pay attorneys’ fees of $2000 to collect the $1000.  

Tom Wilcox, member, moved approval of the amendment, and Ken Weber, member, seconded the motion. During discussion, Kelly Stearns, member, and John Wallpe questioned the need for the amendment and the wording of it. Dan Bartlett, Administrator, stated that the association’s legal counsel, Dan Van Thiel, recommended the amendment and approved the wording. When members called for the question, the membership approved the amendment by a vote of 65 to 23.  

Treasurer’s Report
Dave Lukens, Treasurer, presented the treasurer’s report. Reviewing the budget for 2007-2008, he noted a final balance of $1,770 in operating funds, indicating that the association was within its budget for the fiscal year. He reviewed the status of the funds for storm recovery: approximately $108,000 received from the assessment and insurance, approximately $72,000 spent on phase 1 of the recovery, and approximately $36,000 remaining for phases 2 and 3. The report was approved as presented, though members asked that it include a balance sheet next year, as in previous years.

Consideration of Annual Budget for 2008-2009

Dave Lukens, Treasurer, in his capacity as the chairperson of the Budget Committee, introduced the members of the committee: Gheri Fouts, Norma Keever, Don Kruger, Bob McWhirter, Clarke Powers, and Tom Wilcox. Then with Don Kruger, President, Dave presented the annual budget for 2008-2009, as prepared by the Budget Committee and recommended by the board for the approval of the membership.

Dave illustrated a trend in the budgets of the association during the past several years: while dues remained steady at $100 per quarter, expenses trended upward and cash reserves trended downward. In an effort to reverse the downward trend in cash reserves, Dave explained that the committee considered budgets based on dues up to $170 per quarter before recommending to the board a budget based on dues of $150 per quarter and an alternate budget based on dues of $135 per quarter.

Discussion focused on a conflict between the text in the materials for the Annual Meeting, which referred to a budget based on dues of $150 per quarter, and a number in the budget in these materials, which referred to dues of $135 per quarter. Bill McLoughlin, member, moved to table consideration of the annual budget until the conflict could be resolved, and Brian Cameron, member, seconded the motion. Michael Wilkin, Vice President, explained that the budget based on dues of $150 per quarter was intended to be mailed in the materials for the Annual Meeting, but the alternate budget based on dues of $135 per quarter was mailed instead. The motion to table consideration of the annual budget failed by a vote of 30 to 49. 

Judi Stewart, member, moved approval of the annual budget based on dues of $135 per quarter, and George Hawes, member, seconded the motion. After further discussion focused on opposition to an increase in dues, Judi and other members called for the question, and the membership approved the budget based on dues of $135 per quarter by a vote of 58 to 30.

Other Business
In other business, Neva Campbell, member, suggested synchronizing the date of the Annual Meeting with the association’s fiscal year, so that, for example, any change in dues would take effect immediately. The board noted Neva’s suggestion, though Don Kruger, President, reminded members that dues are paid in arrears.

Tom Wilcox, member, citing a savings, moved that the association spend $12,000 from Development funds to pay down the mortgage on the security house, and Burr Allegaert, member, seconded the motion. With little or no discussion, the membership approved the motion by a vote of 39 to 30.

Rob Levy, member, asked if all of the association’s accounts are insured by the Federal Deposit Insurance Corporation (FDIC). The board assured Rob that the accounts are insured by the FDIC. 

Ed Vranizan, member, explained that members John and Tracey Donohue requested a variance to the ocean-front setback line on a lot on Ocean Drive; that he and many other members opposed the request for a variance during a hearing at a meeting of the county Planning Commission on July 8, 2008; and that a continuation of the hearing is scheduled for a meeting on August 12, 2008, at 10:00 a.m. in the Judge Guy Boyington Building, 857 Commercial Street, Astoria. In response to Ed’s brief presentation, members voiced opposition to the request for a variance. Ed urged members to attend the continuation of the hearing. He also asked the board to ask Dan Bartlett, Administrator, to represent the membership at the continuation of the hearing. The board agreed to act on Ed’s request at its special meeting that afternoon.         

Norma Keever, member, remarked on development by members Patrick and Laura Russell, who have placed on their property on Ocean Drive a small temporary home pre-constructed offsite that will be subsumed in the large permanent home that they will build onsite. Calling the pre-constructed home inappropriate for Surf Pines, Norma asked the board to develop more powerful bylaws to protect property values. Don Kruger replied that, in this case, the association could not prevent the county from conditionally approving the pre-constructed home. Linda Keizer, member, listed other phenomena that affect property values in Surf Pines, including multiple vehicles parked on properties and unscreened vehicles and equipment. In this context, Paul Peterson, member, stating that the bylaws are weak and obsolete in protecting property values, moved that a committee review the bylaws and report to the membership at the next Annual Meeting. Burr Allegaert, member, seconded the motion, though he emphasized that the charge of the committee should be more specific. Discussion focused on the need for a more specific charge for the committee with not only Burr but also members Rob Levy, Clarke Powers, and Tom Wilcox recommending specificity. When members called for the question, the membership approved the motion by a vote of 37 to 12.   

Rob Levy and Tess Ratty, members, asked about the status of any project to beautify the gates. The board replied that, although beautification of the gates was not a priority during the months of recovery after the storm of December 2-3, 2007, the subject is returning now to committees’ agendas.   

Finally, on behalf of the board and the membership, Michael Wilkin, Vice President, thanked Norma Keever for her years of work as the chairperson of the Community Relations Committee and Don Kruger for his years of work as the president of the association. The board and the membership thanked Norma and Don with sustained standing ovations.

The meeting was adjourned at 12:30 p.m.

Respectfully submitted, Patrick Kelley, Secretary

Present: directors Patrick Kelley, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Lee Casaleggio, Ken Weber; members Bob Ball, Kathy Ball, Steve Dawson, Wayne Fleming, Cal Gantenbein, George Hawes, Paul Peterson, Bonnie Rogie, Charles Shea, Tracy Sherrell, Katie Weber; administrator Dan Bartlett; security/maintenance manager John Gates
Absent (excused): director Don Kruger; committee chairperson Norma Keever  

The meeting was called to order at 4:30 p.m. The minutes of the regular meeting on June 16, 2008, at the meeting house were unanimously approved as presented. The agenda was unanimously approved with one subtopic, “Correspondence: Russell Keizer—Voting,” reordered from “Old Business” to “New Business.”

The board then considered these items:

Comments from the Membership
Wayne Fleming, member, presented a petition signed by twelve members, including himself, in which the petitioners ask the board to require Michael Wilkin, Vice President, to maintain his property free of the hazardous condition that is an accumulation of dead and dying trees. Michael, presiding in the absence of Don Kruger, President, recused himself. The remaining members of the board considered the petition. Dave Lukens, Treasurer, stated that Michael was not sent a second notice regarding a hazardous condition on his property because work to mitigate any fire hazard is progressing on the property and the board is not certain that the property presents a fire hazard. Dave noted that the board could seek an expert’s opinion as to whether the property presents a fire hazard, such as the opinion of an arborist, a wildfire specialist from the Oregon Department of Forestry, or the Gearhart Fire Department. Bob McWhirter, Director, moved that the board seek an expert’s opinion, consider the opinion, and then reconsider whether to send a second notice; Dave seconded the motion; and the board approved it by a vote of 3-0 with Michael recused and not voting and Don absent.   

Tangential discussion focused on the petitioners’ asking that the board address “eyesores” in Surf Pines. The board explained that Surf Pines does not have Covenants, Conditions, and Restrictions (CC&Rs) to address eyesores, that the bylaws of the association do not address eyesores, and that the board therefore does not have a basis for addressing eyesores.            

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Dave Lukens. Reviewing the report with the other members of the board, Dave noted a final balance of $1,770 in operating funds for the 2007-2008 fiscal year, indicating that the association was within its budget for the fiscal year.    

As the board reviewed “Accounts Receivable,” Dan Bartlett, Administrator, recommended deleting as uncollectable the accounts for Danielle Cepeda and Melissa Martinez, guests assessed for speeding months ago. After Patrick Kelley, Secretary, established with Lee Casaleggio, Chairperson of the Safety and Security Committee, that the committee is still working to recommend procedures for increasing the collectability of speeding assessments from guests and renters, Dave moved to delete the two accounts as uncollectable; Bob McWhirter, Director, seconded the motion; and the board approved it by a vote of 4-0 with Don Kruger, President, absent. 

 In light of the fact that the back-up budget instead of the originally proposed budget for fiscal year 2008-2009 was mailed mistakenly to members with the “Annual Meeting Notice” and that members were already voting on the budget via proxy forms, the board agreed that the back-up budget, which increases dues to $135 per quarter, provides an acceptable level of services, and maintains acceptable equity, must be the budget to be submitted to the membership for consideration at the Annual Meeting. Bob moved that this budget is the budget to be submitted to the membership, Dave seconded the motion, and the board approved it by a vote of 4-0 with Don absent.

As the board discussed whether the membership will approve a budget that increases dues after many years without an increase, Michael Wilkin, Vice President, outlined the options in case the budget is not approved at the Annual Meeting: amending the budget during the meeting, presenting another back-up budget, or calling a special meeting. The board agreed that calling a special meeting is the preferred option.                  

Safety and Security Committee’s Report
Lee Casaleggio, Chairperson of the Safety and Security Committee, reported that the committee recommended purchasing four Allen-Bradley Pico controller circuit boards for operation of the gates with the price not to exceed $1000 and the money to be spent from the “Major Repair/Replacement” line item under “Security Gates” in the “Security” section of the budget. Dave Lukens, Treasurer, moved approval of the purchase; Patrick Kelley, Secretary, seconded the motion; and the board approved it by a vote of 4-0 with Don Kruger, President, absent. 

Lee also reported that the committee recommended purchasing a dedicated computer system for operation of the gates, including programming and communication, for installation in the office. After members of the board and Lee commented on the generality of the recommendation, all agreed to return the recommendation to the committee to increase its specificity.

In other business, Lee thanked members Bob and Kathy Ball for removing the lower limbs of the trees in the association’s right of way on the east side of their property to improve sight lines and safety on Manion Drive. The board also thanked the Balls for their work to improve sight lines and safety.

Work in progress by the Safety and Security Committee currently includes:

Roads and Grounds Committee’s Report

Ken Weber, Chairperson of the Roads and Grounds Committee, reported that, as part of phase 2 of the recovery from the wind storm of December 2-3, 2007, the committee recommended accepting a bid from certified arborists at Arbor Care Tree Specialists to remove 9 trees and prune 42 trees in the association’s right of way for $6250 with the money to be spent from the funds from the assessment. Bob McWhirter, Director, moved to accept the bid; Dave Lukens, Treasurer, seconded the motion; and the board approved it by a vote of 4-0 with Don Kruger, President, absent. Discussion focused on the need to notify the owners of the properties where trees are to be removed. Agreeing on the need to notify these owners, the board asked Dan Bartlett, Administrator, to notify them via letters.   

In other business, Ken and Dan stated that, regarding updating the “Surf Pines Pavement Management Plan,” the committee is considering coordination with the county by using the same consultant that the county uses to develop its plan and using that consultant at the same time as a potential economy. Ken also stated that the committee approved a request from Craig and Dana Weston to plant trees on the association’s right of way next to their property on Surf Pines Lane as long as the trees are planted at least 15 feet from the edge of the pavement. And, finally, Ken stated that Jeff Hall, Chairperson of the Park Subcommittee, recommended installing a drip irrigation system for approximately $100 to provide water for the planting at the “Surf Pines Park” sign, a recommendation that was not addressed at this meeting.             

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

Community Relations Committee’s Report
In the absence of Norma Keever, Chairperson of the Community Relations Committee, member Bonnie Rogie reported for the committee. She stated that the committee needs storage space in the meeting house for the supplies that it uses at the social events that it sponsors.

Reporting on recent social events, Bonnie stated that, despite cool, rainy weather, more than 30 garages were open in Surf Pines during the Annual Surf Pines Garage Sale on Saturday, July 5, 2008, and 66 members and guests participated in the Annual Surf Pines Picnic in the Park on Sunday, July 6, 2008. Reporting on upcoming events, she stated that the committee is focused on preparing for the next event, the Annual Surf Pines Ice-Cream Social at the Groshong home on Saturday, August 16, 2008, from 2:00 to 5:00 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, reported on ongoing items of business. 

Request for Variance
Regarding the request by members John and Tracey Donohue for a variance on the ocean-front setback line on a lot on Ocean Drive—a variance opposed by many other members of the association at the meeting of the Planning Commission on July 8, 2008—Dan reported that the planner for the county, Jennifer Bunch, stated in conference with Patrick Kelley, Secretary, and himself that her recommendation to the Planning Commission at its meeting on August 12, 2008, will be against the requested variance to the county’s ocean-front setback line and for Surf Pines’ setback line as documented in the bylaws of the association.

Status of Clean-up Notices
With Dave Lukens, Treasurer, Dan reported that second notices were sent between July 11 and July 14, 2008, to the owners of the few properties where, in the judgment of the board, clean-up continues to be required because dead and dying trees and brush still present a fire hazard. Discussion focused on providing closure for the owners of the many properties where clean-up is complete by sending them thank-you letters.   

Case of Burning Waste
Regarding an apparent case of a member’s bringing waste from a demolition site outside Surf Pines into Surf Pines to burn it, Dan reported that both the county and the association referred the case to the Gearhart Fire Department, but the waste was burned before the fire department could intervene. Discussing converting the association’s “Guidelines for Burning” from guidelines to bylaws, the board asked Dan to establish with the fire chief, Bill Eddy, whether his department could assist the association in enforcing such bylaws. 

Liens and Foreclosure
Dan reported that the association filed a lien against the property of Jason and Ashley Kraushaar because dues and assessments are unpaid for more than 120 days and that no lien was filed against the property of Michael and Jill Storey because these members paid their overdue dues and assessments. With the membership scheduled to vote on a related amendment at the upcoming Annual Meeting, Dan added that he p