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Surf Pines Association Regular Meeting of the Board of Directors
December 15, 2008, Meeting House

Present: directors Gheri Fouts, Patrick Kelley, Dave Lukens, Bob McWhirter; committee chairpersons Jeff Hall, Don Kruger, Katie Weber; members Burr Allegaert, Bob Ball, Kathy Ball, William Dougherty, Lisa O’Grady, Judi Stewart, Jeff TerHar; guest Jon Hansen; administrator Dan Bartlett; security/maintenance manager John Gates (Absent, with the consent of the board: director Michael Wilkin)

The meeting was called to order at 4:30 p.m. The minutes of the regular meeting on November 17, 2008, at the meeting house were approved as presented. The agenda was approved as presented.

 The board then considered these items:

Comments from the Membership
Comments from the membership focused on a wind turbine that was constructed on the property of members William and Diane Dougherty at 89340 Ocean Drive in early December 2008. Members Jeff TerHar, Lisa O’Grady, Judi Stewart, and Jeff Hall spoke in opposition to the construction of the wind turbine. William Dougherty spoke in support of the construction of the wind turbine. The board viewed a photograph of the wind turbine, reviewed section 8.1(f) of the bylaws, and determined that a violation of the bylaws might have occurred regarding the placement of the wind turbine relative to the ocean-front setback line. Patrick Kelley, Secretary, moved that, in accordance with section 8.1(f) of the bylaws, the board schedule a hearing to determine if, in fact, a violation had occurred; Bob McWhirter, Treasurer, seconded the motion; and the board approved it by a vote of 4-0 with Michael Wilkin, Vice President, absent. The board asked Dan Bartlett, Administrator, in consultation with counsel Dan Van Thiel, to send notification of the hearing to the Doughertys.  

Treasurer’s Report
The treasurer’s report was approved as presented by Bob McWhirter, Treasurer. In contrast with his report in October 2008, when he noted that the association dipped into cash to pay its bills, Bob reported a surplus in operating funds in November 2008 and again this month. He expressed more confidence than in his report in October that the increase in dues might be enough to fund normal operations this fiscal year. 

Safety and Security Committee’s Report
Jeff Hall, Chairperson of the Safety and Security Committee, reported that the committee recommended approval of a procedure that requires a realtor holding an open house, a member holding a garage sale, and a member hosting a special event, such as a large party, to request a special gate code from the security/maintenance manager at least a week in advance. This special gate code, Jeff explained, provides access only during the day and time of the open house, garage sale, and special event—and then expires. After discussion, Gheri Fouts, Director, moved approval of the committee’s recommendation; Bob McWhirter, Treasurer, seconded the motion; and the board approved it by a vote of 4-0 with Michael Wilkin, Vice President, absent.

In related business, Gheri asked the committee for a plan to increase the association’s control over its gate codes.

In other business, Jeff reported that the results of surveys of members who live on Sea Breeze Drive and Surf Pines Landing Drive indicate that approximately 75-80 percent of these members do not regard speeding as a problem on these roads and approximately 65-75 percent do not regard pedestrian safety as a problem.   

Finally, after a brief discussion of the status of the association’s Tsunami Telephone Tree, via which residents who live on the high road warn residents who live on the low road of a tsunami, Jeff volunteered to check the status of the county’s automated Reverse-911 program for warning residents of a tsunami.

Ongoing work by the Safety and Security Committee currently includes:

Roads and Grounds Committee’s Report
Don Kruger, Chairperson of the Roads and Grounds Committee, reported that the committee recommended that the board notify member Neil Cummings that his woodshed on the south side of Pelican Lane at 89615 Manion Drive appears to encroach on the association’s property in an area where a path is planned. Discussion focused on asking Dan Bartlett, Administrator, to notify Neil of the apparent encroachment in a letter (with a copy to his realtor) and then call him to discuss solutions to the problem.  Bob McWhirter, Treasurer, 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 Michael Wilkin, Vice President, absent.

Don also reported that the committee recommended approval of a proposal to locate a storage area for bulk materials, including gravel, sand, and bark dust, on the north side of Surf Pines Lane across from the security house at a cost of approximately $750. Discussion focused on the appearance of the storage area with Bob and Gheri stating that it will be almost invisible in the proposed location. Bob moved approval of the committee’s recommendation, Gheri seconded the motion, and the board approved it by a vote of 4-0 with Michael absent.

Finally, Don reported that the committee recommended including its “Surf Pines Association 2009 Resident Road Improvement Survey” with the mailing of the dues invoice and the Breeze for January 2009. Discussion focused on the value of surveying the membership on this subject and the quality of the survey. Dave Lukens, President, read a statement from Michael in which Michael asked why the committee was revisiting the subject of upgrading the roads of Surf Pines to county standards when it has been visited before and determined to be expensive beyond the means of the association, unnecessary, and undesirable. Addressing the survey, Michael reminded the other members of the board that the results of some surveys reveal more about the opinions of those who write the questions than of those who answer the questions. And Patrick Kelley, Secretary, suggested a revision of a key question that revealed the opinion of the writer. After discussion, Bob moved approval of the committee’s recommendation, Gheri seconded the motion, and the board approved it by a vote of 4-0 with Michael absent.

In other business, Don estimated completion of the recovery, some work in the park that includes pruning and replanting, by February 2009, and the board deferred consideration of a draft plan by Lee Casaleggio for the association’s property on Manion Drive.

Ongoing work by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
In the absence of Bonnie Rogie, Chairperson of the Community Relations Committee, the co-chairperson, Katie Weber, reported for the committee.

Katie reported that the committee recommended approval of the publication of a new edition of the association’s Directory. Discussion focused on the fact that the budget for printing and mailing the Directory this fiscal year is $500, that a proposed plastic spiral binding adds approximately $200 to the cost, but that LAZERQUICK in Seaside offers a 20-percent reduction on printing jobs through December 31, 2008. Patrick Kelley, Secretary, questioned whether the proposed plastic spiral binding adds $200 worth of value to the Directory. After discussion, Bob McWhirter, Treasurer, 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 Michael Wilkin, Vice President, absent.

Katie also reported that the committee recommended approval of a lending agreement for the association’s tables and chairs that will facilitate members’ renting them in return for a donation. Discussion focused on this statement in the agreement: “I will make a donation in the amount of $___ to go toward Surf Pines Community Relations.” To simplify bookkeeping, Katie and the board agreed on this revision of the statement: “I will make a donation in the amount of $___ to the Surf Pines Association.”  With that revision, Bob moved approval of the committee’s recommendation; Patrick seconded the motion; and the board approved it by a vote of 4-0 with Michael absent.

In other business, Katie reported that approximately 75 members attended the Annual Holiday Party on December 6, 2008, from 6:00 to 9:00 p.m. at the home of Vince and Patty Williams, 89880 Ocean Drive—and that some of the 100 newly purchased chairs were useful at a party for 75 people.

Ongoing work by the Community Relations Committee currently includes:

Bylaws Committee’s Report
In the absence of Steve Dawson, Chairperson of the ad hoc Bylaws Committee, there was no report from the committee.  

President’s Report
Dave Lukens, President, reported on action without a meeting and membership on the Surf Pines Landing Architectural Committee.

Action without a Meeting
Noting that Michael Wilkin, Vice President, drafted a policy statement regarding conducting business via e-mail and telephone without a meeting but that Michael was absent, Dave suggested deferring consideration of the policy statement until the next regular meeting of the board. The other members of the board agreed. Dave asked the other members of the board to forward any comments on the draft statement to Michael. 

Membership on the Surf Pines Landing Architectural Committee
Explaining that Mary Remensnyder, Chairperson of the Surf Pines Landing Architectural Committee, asked him to serve on the committee as the designated representative of the association, Dave stated that he agreed to serve, but that, as a resident of Surf Pines Landing, he reserved the right to designate Michael as an alternate in any case in which a conflict of interest was possible. 

Administrator’s Report
Dan Bartlett, Administrator, reported on the salary for the security/maintenance manager and the status of a request for planning documents. He was asked to report on the status of the home-building project at 89136 Ocean Drive.

Salary for the Security/Maintenance Manager
Dan reported that the salary for the security/maintenance manager, based on the minimum wage effective in January 2009 and a board-approved increase of $50 per month above the minimum wage, will be $1324 per month, effective on January 1, 2009. Gheri Fouts, Director, moved approval of the salary; Bob McWhirter, Treasurer, seconded the motion; and the board approved it by a vote of 4-0 with Michael Wilkin, Vice President, absent.

Status of 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.

Status of Project at 89136 Ocean Drive
Noting that the board has received no report since May and June 2008 on the controversial home-building project at 89136 Ocean Drive and that no progress is apparent there, Patrick Kelley, Secretary, asked Dan to review the status of the project with the county’s Community Development Department and report to the board at the next regular meeting.

Old Business
Old business included a concern about access to the beach across accreted land. Dan Bartlett, Administrator, reported that, as the board requested, counsel Dan Van Thiel communicated his opinion in a letter to Vern Fowler, the attorney who represents the members who have the concern, but the association has not yet received a copy of the letter.

New Business (There was no new business.)

The meeting was adjourned at 6:55 p.m. The next regular meeting is scheduled for January 19, 2009, at 4:30 p.m. at the meeting house.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
November 17, 2008, Meeting House

Present: directors Gheri Fouts, Patrick Kelley, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Steve Dawson, Jeff Hall, Katie Weber, Ken Weber; members Bob Ball, Kathy Ball, Ann Black, Norma Keever, 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 October 20, 2008, at the meeting house were unanimously approved with one correction: Kathy Ball, member, asked why residents of Surf Pines are asked to pay for fire patrol and a fire patrol surcharge on their county tax statements.

The agenda was unanimously approved with the addition of one subtopic, “Date of Annual Meeting,” under “Administrator’s Report.” The board then considered these items:

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

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Bob McWhirter, Treasurer. In contrast with his report last month, when he noted that the association dipped into cash to pay its bills, Bob reported a surplus in operating funds this month.

Safety and Security Committee’s Report
Jeff Hall, Chairperson of the Safety and Security Committee, reported that the committee is focused on installing the new computer system that is to be housed in the security office and dedicated to the operation of the gates and on training John Gates, the security/maintenance manager, to use the gate-related software.

In other business, Jeff led a discussion of the use of special gate codes for real-estate open houses and garage/moving sales. He explained that the committee discussed a procedure in which one of these special codes is to be requested from John at least one week in advance of either an open house or a sale, the code is to be valid only for the day and hours of the open house or sale, and then it is to be deleted after the open house or sale. The board asked the committee to present a recommendation on the subject at the next meeting.  

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 approval of a bid of $9000 from Arbor Care Tree Specialists for either pruning or removing storm-damaged trees, as appropriate, in the park. Discussion focused on establishing that sufficient funds will be available for routine storm recovery after this expenditure. After discussion, Bob McWhirter, Treasurer moved approval of the committee’s recommendation; Michael Wilkin, Vice President, seconded the motion; and the board unanimously approved it by a vote of 5-0.

Also regarding trees in the park, Ken reported that the committee recommended approval of a purchase of $1000 worth of trees from Rainbow Nursery to be planted by volunteers. Discussion focused on whether members who live near the park will accept trees in their ocean view. After discussion, Bob moved approval of the committee’s recommendation; Michael seconded the motion; and the board unanimously approved it by a vote of 5-0.

Ken reported that the committee recommended approval of a proposal to locate a storage area for bulk materials, including gravel, sand, and bark dust, on the north side of Surf Pines Lane across from the security house. Discussion focused on the appearance of the storage area, described as including a gravel driveway, a concrete pad, a fence, and a gate. The board unanimously agreed to take no action on this proposal until after they see the proposed storage area staked out and an estimate of the cost.  

Finally, Ken reported that the committee recommended approval of a bid of $2200 from HLB OTAK, Inc., to survey the association’s property in the Pelican Lane area with the work to include marking existing monuments and setting new monuments at the calculated corners and completing a record of survey to file with the county. Discussion focused on preventing possible encroachment on the property, as noted in a letter from members Steve Clark and Fred Krueger, and preserving ownership of it for potential development of a trail to the park. After discussion, Bob 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. 

In other business, the board asked to review any draft survey regarding the roads of Surf Pines, encouraged the subcommittee on beautification of the gates to request an estimate from a general contractor for implementing its draft designs, and invited member Lee Casaleggio to present his draft plan for the association’s property on Manion Drive. 

Ongoing work by the Roads and Grounds Committee currently includes:

Community Relations Committee’s Report
In the absence of Bonnie Rogie, Chairperson of the Community Relations Committee, the co-chairperson, Katie Weber, reported for the committee.

Katie reported that Bonnie negotiated a reduced purchase price—$950 instead of $1380—for 10 round tables and 100 chairs from United Rentals for use at the Annual Surf Pines Picnic in the park. The board complimented Bonnie on her economy. Katie also reported that, thanks to John Gates, the security/maintenance manager, the tables and chairs are stored neatly in the garage of the meeting house.

Katie distributed copies of a lending agreement for the tables and chairs that will facilitate members’ renting them in return for a donation. Discussion focused on this statement in the agreement: “I will make a donation in the amount of $___ to go toward Surf Pines community.” Suggesting that bookkeeping will be simplified if a donation goes to the general fund, Bob McWhirter, Treasurer, and Dave Lukens, President, asked that the committee not complete the form until Bob and Dave discuss the statement with Susan Wood, the bookkeeper. 

In other business, Katie stated that the committee is focused on planning for the Annual Holiday Party. She invited the board to attend this event on December 6, 2008, from 6:00 to 9:00 p.m. at the home of Vince and Patty Williams, 89880 Ocean Drive.

Ongoing work by the Community Relations Committee currently includes:

Bylaws Committee’s Report
Steve Dawson, Chairperson of the ad hoc Bylaws Committee, thanked the board for meeting with the committee in a joint work session on October 27, 2008, at his home. He reported that summaries of the committee’s work are available at the link for “Bylaw Review Meetings” on the association’s home page at www.surfpines.org. Patrick Kelley, Secretary, encouraged more detail in the summaries of the committee’s work.

President’s Report
Dave Lukens, President, reported on action without a meeting and letters from a member.

Action without a Meeting
Dave led a discussion of conducting business via e-mail and telephone without a meeting. Discussion focused on the facts that conducting business with a meeting is preferable, but that conducting business without a meeting is permitted by Section 6.7 of the bylaws, “Action without a Meeting,” and that it is occasionally necessary. Michael Wilkin, Vice President, offered to draft a policy statement regarding conducting business without a meeting and the other members of the board accepted his offer.   

Letters from Member
The board reviewed two letters from member Dick Gammon about a neighbor’s barking dog. Citing policies regarding “Nuisances” and “Letters to Members Regarding Conduct,” the board asked Dan Bartlett, Administrator, to write a letter for Dave to send to the owner of the dog with a copy to Dick.     

Administrator’s Report
Dan Bartlett, Administrator, reported on liens, planning documents, and the date of the Annual Meeting.

Liens
Dan reported that liens on the property of Jason and Ashley Kraushaar and the property of Teresa Walker are formally filed.   

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.

Date of Annual Meeting
Dan reported that he tentatively scheduled the next Annual Meeting at the Astoria Golf and Country Club for either August 1 or August 8, 2009. After considering the date of the regular meeting in July 2009 (July 20) and the time required to prepare and deliver the “Annual Meeting Notice,” the board agreed to ask Dan to schedule the Annual Meeting for August 8.  

Old Business
Old business included a concern about access to the beach across accreted land. After the board reviewed the opinion of counsel Dan Van Thiel, Michael Wilkin, Vice President, moved that the board concur with the opinion and ask counsel to communicate with Vern Fowler, the attorney who represents the members who have the concern; Gheri Fouts, Director, seconded the motion; and the board unanimously approved it by a vote of 5-0. 

New Business (There was no new business.)

The meeting was adjourned at 6:40 p.m. The next regular meeting is scheduled for December 15, 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
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 postponed action on the property of Teresa Walker, action that includes either increasing or re-filing the lien or initiating foreclosure because no payments have been received for more than a year.

Planning Documents
Finally, 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).  

Old Business
Old business included considering a concern about access to the beach across accreted land. The board noted a letter from counsel Dan Van Thiel to Dan Bartlett, Administrator, in which the counsel states that he is reviewing documentation to determine whether the association has a fiduciary responsibility, as the attorney for member Ron Ragen has indicated, to initiate a lawsuit to clarify the title to the accreted land.         

New Business
New business included considering a question from member Russell Keizer, who asked whether the association is in compliance with an Oregon statute, ORS 94.658, which states that, unless the declaration provides otherwise, each lot of a planned community is entitled to one vote. The board noted an e-mail message from counsel Dan Van Thiel in which he states that this statute does not apply to Surf Pines; that it applies, instead, to a planned community that is created under ORS 94.625; and that Surf Pines does not fit within the definition of a planned community under that statute. Dan added, the board also noted, that Article 14 of the Articles of Incorporation and the Application for Membership in the association declare that “each member shall be entitled to a maximum of one vote.”    

The meeting was adjourned at 6:25 p.m. The next regular meeting is scheduled for August 18, 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
June 16, 2008, Meeting House

Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Lee Casaleggio, Norma Keever, Ken Weber; members Burr Allegaert, Bob Ball, Kathy Ball, Wayne Fleming, Calvin Gantenbein, George Hawes, 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 May 19, 2008, at the meeting house were unanimously approved as presented.
The agenda was unanimously approved with the addition of one subtopic, “Nominating Committee’s Report,” under “President’s Report” and two subtopics, “Invitation to Discuss Amenities” and “Proposed Amendment to Articles of Incorporation,” under “New Business.”

The board then considered these items:

Comments from the Membership
Patrick Kelley, Secretary, reported that members Don Bowman and Ann Ellis, Tom and Arlene Snashall, and Milt and Judi Stewart recently received a notice of a hearing scheduled for July 8, 2008, on a request for a variance on the ocean-front setback line on a lot for sale at 89436 Ocean Drive. Just beginning to research the nature of the request for a variance, these members asked that the association be aware of it. Patrick noted that Section 8.1(f) of the association’s bylaws preserves existing view lines by specifying requirements that lock in the ocean-front setback line as it existed in August 2006. Dan Bartlett, Administrator, noting his surprise that the association itself had not received a copy of the notice of a hearing, stated that he will address the request for a variance with Patrick Wingard, the principal planner for the county.

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Dave Lukens.
In his capacity as the chairperson of the Budget Committee, Dave presented the proposed budget for fiscal year 2008-2009, as prepared by the committee, including Gheri Fouts, Norma Keever, Don Kruger, Bob McWhirter, Clarke Powers, and Tom Wilcox. The committee recommended a budget that provides current services and maintains equity by increasing dues to $150 per quarter. Dave moved that the board submit this budget to the membership for consideration at the Annual Meeting; Bob McWhirter, Director, seconded the motion; and the board unanimously approved it. 

With discussion focused on whether the membership will approve a budget that increases dues after many years without an increase, the board considered back-up budgets. Dave presented three optional budgets from the committee. Option 1 maintains dues at $100 per quarter but provides only minimal road repair and significantly decreases equity. Option 2 maintains dues at $100 per quarter but provides only minimal road repair and maintains equity by converting funds designated for storm recovery, an action that the board would not consider. Option 3 maintains dues at $100 per quarter and significantly reduces services to maintain equity. With no good options to choose from that would maintain dues at $100 per quarter, Patrick Kelley, Secretary, moved that the board ask Dave to prepare a back-up budget that increases dues to approximately $125-135 per quarter, provides an acceptable level of services, and maintains acceptable equity; Bob McWhirter seconded the motion; and the board unanimously approved it.   

Safety and Security Committee’s Report
Lee Casaleggio, Chairperson of the Safety and Security Committee, reported that the committee recommended approval of installing and maintaining landline telephone service for the Hall home to support the operation of the gates because member Jeff Hall has volunteered to assume responsibility from member Gene Keever for supporting the gates. Lee explained that a landline telephone connection is required for communication between the gate circuitry and the computer system. He stated that the estimated annual cost of the landline telephone service is $360. Discussion of the recommendation focused on the appropriateness of the association’s providing landline telephone service for a member’s home and the suggestion that John Gates, the security/maintenance manager, might be able to support the gates from the office, where landline telephone service is already provided. After discussion, the board agreed to refer the recommendation back to the committee for further consideration.

Other discussion focused on the availability of off-duty deputy sheriffs to monitor speed with radar on the roads of Surf Pines. Lee reported on the initiative that John recently demonstrated by borrowing a radar gun from the county sheriff’s office, parking his security truck with lights flashing, standing beside his truck with gun in hand, and monitoring the speed of vehicles at different times and places on the roads of Surf Pines. Lee stated that drivers who saw John in action tended to slow down, though John reported clocking one vehicle at 35 miles per hour and another at 40. 

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 Bayview Transit Mix completed the 2 ½-inch overlay on Malarkey, beginning at the intersection with Manion Drive and ending 500 feet to the west, plus some additional road repair at Silverspot Lane.

Regarding future road maintenance and repair, Ken reported with Dan Bartlett, Administrator, and Bob McWhirter, Director, that the committee is searching for a consultant to update the “Surf Pines Pavement Management Plan,” the 6-year plan (2005-2010) that was prepared by Mike Caccavano and Holli Pick of West Ridge Engineering during 2005. 

With Dave Lukens, Treasurer, Ken reported on progress regarding phases 2 and 3 of the recovery from the wind storm of December 2-3, 2007. Regarding phase 2, pruning trees that were damaged by the storm but that can be saved, Dave stated that he and an arborist, after driving the roads of Surf Pines and walking the park, estimate that approximately 60 trees qualify for work and that bids will be invited. Regarding phase 3, replanting trees, Ken stated that a subcommittee will offer recommendations on replanting.    

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

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported that the committee is focused on preparing for the next social events, the Annual Surf Pines Garage Sale in the garages of participating members on Saturday, July 5, 2008, from 8:30 a.m. to 4:00 p.m. and the Annual Surf Pines Picnic in Surf Pines Park on Sunday, July 6, 2008, from 1:00 to 5:00 p.m. Regarding preparations for the picnic, Norma stated that, because United Rentals no longer delivers and returns the 12 tables and 100 chairs that the association rents for the picnic, the committee will need assistance from big men with big hearts and big trucks.  

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reported on required cleanup from storm damage on private properties to minimize the wildfire hazard during fire season. He stated that he distributed to the other members of the board a list of the properties that, in his judgment, require cleanup because storm damage, including dead and dying trees and brush, will present a wildfire hazard; that the other members of the board reviewed the list to determine whether, in their judgment, dead and dying trees and brush on the properties will present a wildfire hazard; and that, in the case of properties on which a majority of the board agreed on the presence of wildfire hazards, he sent letters to the owners in which he requested that they clean up their properties by July 1, 2008, and advised them that not complying with the request will result in an assessment of $10 per day, in accordance with sections 8.1(e) and 9.6 of the bylaws. He remarked on the property owners’ positive activity in cleaning up storm damage. He also stated that, early in July, he will review the list of properties and proceed according to the bylaws in the case of any properties on which dead and dying trees and brush still present a wildfire hazard.   

In his capacity as the chairperson of the Nominating Committee, Don reported that the committee, including Wayne Fleming and Katie Weber, nominated three candidates to fill the one position that will be open on the board when Don’s term expires at the end of the Annual Meeting. Don stated that the committee nominated members Don Bowman, Geraldine Fouts, and Clarke Powers.  

Administrator’s Report
Dan Bartlett, Administrator, recommended that the association file liens against the properties of members Jason and Ashley Kraushaar and Michael and Jill Storey because dues and assessments are unpaid for more than 120 days and either increase or re-file the lien on the property of member Teresa Walker because no payments have been received for more than a year. The board accepted Dan’s recommendations.

In other business, Dan reported that the Russells, owners of the property at 89136 Ocean Drive, have placed on the lot a small temporary home pre-constructed offsite that will be subsumed in the large permanent home that they will build onsite. Dan reiterated that staff at the county’s Community Development Department are working with the property owners regarding compliance with county use restrictions—and that he is monitoring the project.

Old Business
Old business included considering a proposed amendment to Section 9.3, “Emergency Assessment,” of the bylaws to increase the amount of the emergency assessment that the board may levy without a vote of the membership from $100 to $250 per year. Noting that a budget that includes an increase in dues will be proposed to the membership at the Annual Meeting, the board unanimously agreed not to propose an increase in the emergency assessment.

In other old business, the board discussed with members Bob and Kathy Ball the trees in the association’s right of way on the east side of the Balls’ property. Discussion focused on improving sight lines on Manion Drive and from the driveway of a neighbor, member Kaye Lockett, either by removing the trees entirely or by removing the lower limbs. Bob and Kathy agreed to remove the lower limbs of the trees to improve the sight lines and offered to do the work themselves. The board accepted their offer.  

New Business
New business included a brief discussion of an invitation to the board from member Richard Schroeder to discuss the possibility of his developing “amenities” in the area west of Stellar Lane and east of Manion Drive. Before acting on the invitation, the board asked Dan Bartlett, Administrator, to obtain pertinent planning documents to provide background information regarding development in this area.

In other new business, Michael Wilkin, Vice President, proposed amending Article VII of the “Articles of Incorporation,” which specifies the number of members of the Board of Directors as five. Michael moved that the board propose an amendment to increase the number of members of the board from five to seven. The motion died for lack of a second.

The meeting was adjourned at 6:55 p.m.
The next regular meeting is scheduled for July 21, 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
May 19, 2008, Meeting House
Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Lee Casaleggio, Norma Keever, Ken Weber; members Bob Ball, Kathy Ball, Judi Stewart, 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 April 21, 2008, 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
Noting that, in accordance with Section 9.3, “Emergency Assessment,” of the bylaws, the Board of Directors may levy an emergency assessment up to $100 per year, member Tom Wilcox distributed a table that documents the effect of inflation on $100 from 1969 to 2007. Inasmuch as $100 in 1969 is equivalent to $565 in 2007, Tom suggested that the board consider proposing an amendment to increase the amount of the emergency assessment, perhaps up to $250 per year. Agreeing to consider a proposed amendment, the board asked Dan Bartlett, Administrator, to draft it and place it on the agenda for the next board meeting.

Michael Wilkin, Vice President, reported a comment from member Larry Pardee regarding speeding on north Manion Drive.  

Patrick Kelley, Secretary, reported comments from member Nancy Wilcox. Nancy asked that the Breeze resume its campaign to encourage pet owners to bag their dogs’ feces when the owners walk their dogs and that the board consider additional action, such as installing bag dispensers. Patrick stated that the Breeze will resume its campaign. The board referred Nancy’s comment about additional action to the Roads and Grounds Committee.

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Dave Lukens.
In his capacity as the chairperson of the Budget Committee, Dave stated that the committee requires guidance from the board on two topics as it drafts the association’s annual budget:

In response to the first topic, Michael Wilkin, Vice President, moved that the association purchase $5,000,000 of liability insurance at a cost $10,400 per year, including $6600 for a commercial umbrella policy over general liability insurance and $3800 for directors’ and officers’ liability insurance; Bob McWhirter, Director, seconded the motion; and the board unanimously approved it.

Explaining the second topic, Dave distributed a table and a line chart that depict a financial trend in the association’s annual budgets: declining year-end cash resources. These resources, he noted, are primarily for roads and gates. He also distributed multiple tables that depict estimates of year-end cash resources if dues are maintained at the current amount of $100 per quarter and if they are increased to varying amounts, ranging from $115 to $160 per quarter. Discussion focused on the estimate that increasing dues to $125 per quarter would stop the decline in year-end cash resources. In sum, Dave stated that the committee would assume a dues increase in drafting a budget and recommend either a dollar figure or a range. 

Safety and Security Committee’s Report
After Don Kruger, President, announced the resignation of Burr Allegaert as the chairperson of the Security Committee and the appointment of Lee Casaleggio as the chairperson, Lee reported for the committee.

Lee reported that the committee recommended changing its name from Security Committee to Safety and Security Committee, a name that more accurately indicates the work of the committee. Patrick Kelley, Secretary, moved approval of the recommendation; Bob McWhirter, Director, seconded the motion; and the board unanimously approved changing the name. 

Lee also reported that the committee recommended publishing in the Breeze either an article or items that emphasize emergency preparedness. Lee distributed a draft of an article. Dave Lukens, Treasurer, moved approval of the recommendation; Michael Wilkin, Vice President, seconded the motion; and the board unanimously approved it.

Finally, Lee reported that the committee recommended the removal of trees from the association’s right of way on the east side of the property of members Bob and Kathy Ball. Arguing that the removal of the trees is necessary to improve sight lines on Manion Drive, Lee stated that, although the loss of the trees is regrettable, the safety issue is compelling. Bob and Kathy argued that the removal of the trees is unnecessary and that the safety issue is speeding, not the trees. Bob McWhirter suggested that the committee obtain guidelines for residential sight lines to determine objectively whether or not the trees present a safety issue. Noting that he had not received the committee’s recommendation in time to research it before the meeting, Patrick suggested deferring further discussion until the next meeting and the other members of the board agreed.

Other discussion focused on the availability of off-duty deputy sheriffs to monitor speed with radar on the roads of Surf Pines. Dan Bartlett, Administrator, stated that he will contact Ron Larsen, the interim executive director of the Port of Astoria, regarding available personnel.  

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 Bayview Transit Mix responded with the low bid, $14,314, for the 2 ½-inch overlay on Malarkey, beginning at the intersection with Manion Drive and ending 500 feet to the west, and that Don Kruger, President, polled the other members of the board between meetings for unanimous approval of the bid.

With Don Kruger and Dave Lukens, Treasurer, Ken reported on progress regarding the recovery from the wind storm of December 2-3, 2007. They stated that phase 1 of the recovery, removing the trees that were either destroyed by the storm or damaged so severely that they could not be saved, was completed by the contractor, Trail’s End Recovery, at the end of April 2008. Don and Dave noted that they withheld $2000 from the final payment to the contractor to allow for repair of minor damage to the roads that was attributed to the contractor. Ken stated that phase 2 of the recovery, pruning trees that were damaged by the storm but that can be saved, will begin soon with bids to be invited. Dave estimated that this phase includes work on approximately 45 trees. Finally, Ken stated that phase 3 of the recovery, replanting trees, will begin in autumn, when the rains increase the chances of success.  

In his capacity as the treasurer, Dave distributed a report titled “Surf Pines Storm (December 2007) Recovery Contract Summary” that documents the work of the recovery to date and the cost of the work. The summary shows that the total of funds available for the recovery was $109,263 ($98,250 from the special assessment plus $11,013 from the insurance claim); that a total of $67,716 was spent on phase 1 of the work; and that a total of $41,547 is available for phases 2 and 3 of the work. Michael Wilkin, Vice President, suggested either including the report in the packet for the Annual Meeting or distributing the report at the meeting. Patrick Kelley, Secretary, suggested excerpting the report in the Breeze. And the other members of the board agreed with both suggestions.    

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

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported that the committee is focused on preparing for the next social events, the Annual Surf Pines Garage Sale in the garages of participating members on Saturday, July 5, 2008, from 8:30 a.m. to 4:00 p.m. and the Annual Surf Pines Picnic in Surf Pines Park on Sunday, July 6, 2008, from 1:00 to 5:00 p.m.

Explaining that both she and her husband Gene are experiencing problems with their health, Norma stated that she intends to step down as chairperson of the committee at the end of this fiscal year. She recommended members Bonnie Rogie and Tracy Sherrell as co-chairpersons of the committee during the next fiscal year. The board applauded Norma for her years of stellar service as the chairperson of the committee.

Work in progress by the Community Relations Committee currently includes:

President’s Report
With cleanup from storm damage completed on the association’s properties and its right of way along the roads of Surf Pines, Don Kruger, President, led the board in addressing required cleanup from storm damage on private properties to minimize the wildfire hazard during fire season. Don distributed a list of the properties that, in his judgment, require cleanup because storm damage, including dead and dying trees and brush, will present a wildfire hazard. The other members of the board agreed to review the list to determine whether, in their judgment, dead and dying trees and brush on the properties will present a wildfire hazard. Don also distributed a draft of a letter to be sent by June 1, 2008, to the members who own these properties in which he requests that the owners clean up their properties by July 1, 2008, and advises them that not complying with the request will result in an assessment of $10 per day, in accordance with sections 8.1(e) and 9.6 of the bylaws. The other members of the board reviewed the draft of the letter, suggested revisions, and agreed to review online Don’s revised copy of the letter.    

Administrator’s Report
Dan Bartlett, Administrator, reported that the owners of the property at 89136 Ocean Drive intend to place on the lot a small temporary home pre-constructed offsite before they construct a large permanent home onsite. The permanent home, to be built within nine months, will subsume the temporary home. Dan stated that staff at the county’s Community Development Department are working with the property owners regarding compliance with county use restrictions—and that he is monitoring the project.    

Old Business (There was no old business.) 

New Business
New business included a brief discussion of an apparent case of a member’s bringing waste from a demolition site outside of Surf Pines into Surf Pines to burn it. Dan Bartlett, Administrator, stated that he is addressing the case with staff at the appropriate county office. Michael Wilkin, Vice President, moved that the board reinstate its “Residents’ Guidelines for Burning,” guidelines that were temporarily suspended after the storm of December 2-3, 2007; Dave Lukens, Treasurer, seconded the motion; and the board unanimously approved it. Regarding burning, the board asked Dan to discuss with counsel Dan Van Thiel whether it can establish rules, rather than guidelines.   

The meeting was adjourned at 7:05 p.m.
The next regular meeting is scheduled for June 16, 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
April 21, 2008, Meeting House

Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Norma Keever, Ken Weber; members Bob Ball, Kathy Ball, Lee Casaleggio; administrator Dan Bartlett; security/maintenance manager John Gates. Absent: committee chairperson Burr Allegaert

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on March17, 2008, at the meeting house were unanimously approved as presented. The agenda was unanimously approved with the addition of two subtopics under “President’s Report”: “Appointment of Nominating Committee” and “Action by Surf Pines Landing Architectural Review Committee.”

The board then considered these items:

Comments from the Membership
Referring to past minutes, Patrick Kelley, Secretary, noted that when guest Patricia Roberts, Chairperson of the Clatsop County Board of Commissioners, attended the meeting on January 21, 2008, she was asked by Don Kruger, President, whether the county could assist individual property owners with recovery work on their properties and she stated that she would get back to the board with an answer to the question. Patrick asked Don if he had received an answer to the question. Don stated that he had not received an answer.   

Members Bob and Kathy Ball commented on an apparent increase in speeding on north Manion Drive.

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Dave Lukens.

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. Instead of accepting this recommendation, the board asked the Security Committee, represented at the meeting by member Lee Casaleggio, to recommend procedures for increasing the collectability of speeding assessments from guests and renters. The board cited Section 8.1.a, “General Powers,” of the bylaws: “The Board of Directors shall have the power to…adopt and publish rules and regulations governing the use of common properties and facilities provided by the Association, and the personal conduct of members and their guests thereon, and to establish penalties for the infraction thereof.”

During the discussion of the collectability of speeding assessments from guests and renters, two comments were interjected from the audience. Member Bob Ball suggested collecting speeding assessments from guests and renters through small-claims court. John Gates, the security/maintenance manager, noted anecdotally that renter Tanya Waddell recently paid her speeding assessment after her nonpayment was reported to her landlord. 

In his capacity as the chairperson of the Budget Committee, Dave announced that five members volunteered to serve on the committee to prepare the association’s budget for the 2008-2009 fiscal year:  Gheri Fouts, Don Kruger, Bob McWhirter, Clarke Powers, and Tom Wilcox. Dave added that Dan Bartlett also will serve on the committee in his capacity as the administrator.

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 is focused on preparing its budget request for the 2008-2009 fiscal year. He noted that the budget request might be less than the request last year, primarily because the gates are working well. He also stated that two Neighborhood Watch signs are posted, one sign at the north gate and the other at the south gate, and that the committee plans to encourage members to update the remaining old four-digit street addresses to the new five-digit addresses so that drivers of emergency vehicles can find addresses.

Noting that the telephone tree to alert residents who live on Ocean Drive of a tsunami watch or warning has not been tested recently, Patrick Kelley, Secretary, suggested that the committee work with Dan Bartlett, Administrator, to conduct a test, perhaps during either the Memorial Day weekend or the 4^th of July weekend when more members tend to be in residence.    

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 is focused on preparing its budget request for the 2008-2009 fiscal year. He noted that the budget request might be more than the request last year, primarily because of deferred road repair. Ken stated that the committee is continuing to consider updating the “Surf Pines Pavement Management Plan,” the 6-year plan (2005-2010) that was prepared by Mike Caccavano and Holli Pick of West Ridge Engineering during 2005. Regarding executing the current plan, Ken stated that two roads are due for repair, Ocean Drive from Horizon to Malarkey and all of Malarkey—with Malarkey the priority—and that Bob McWhirter, Director, and Dan Bartlett, Administrator, are drafting a request for a proposal for a 2 ½ -inch overlay on Malarkey beginning at the intersection with Manion Drive and ending 500 feet to the west.

With Don Kruger, President, and Dave Lukens, Treasurer, Ken reported on progress regarding the recovery from the wind storm of December 2-3, 2007. They stated that the cleanup by the contractor, Trail’s End Recovery, has been extended for two weeks through April 30, 2008. Don and Dave stated that they will inspect the contractor’s work before the final payment is made and withhold $2000-3000 until the roads are swept so that they can inspect the roads for any damage by tracked vehicles. Dave volunteered to write a summary of the recovery to document the work and the cost of the work.      

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

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported that the committee is focused on preparing for the next social event, the Pinot Party at the Stockstill home, 89187 Manion Drive, on May 3, 2008, from 6:00 to 9:00 p.m. She stated that the committee requires storage space for the supplies that it uses at the events that it sponsors.    

Work in progress by the Community Relations Committee currently includes:

President’s Report
Stating that his term as a member of the Board of Directors expires this year, Don Kruger, President, reported that he appointed a Nominating Committee, including Wayne Fleming, Katie Weber, and himself, to nominate members to fill the open position on the board. Patrick Kelley, Secretary, reminded that members who have the time and the experience to contribute to the association by serving on the board may contact him or Dan Bartlett, Administrator, to indicate an interest in being nominated. 

Don also reported action by the Surf Pines Landing Architectural Review Committee on which he serves as the association’s designated representative. The committee, he stated, is preparing a form to record properly all properties in Surf Pines Landing.

Administrator’s Report
Dan Bartlett, Administrator, distributed a memorandum in which he suggested reallocating to storm recovery portions of the amounts paid to the bookkeeper, the administrator, and the security/maintenance manager for recovery-related overtime during December 2007 and January 2008. The reallocation included $200 for the bookkeeper’s time for billing the assessment, $560 for the administrator’s time for working on the recovery, and $2001 for the security/maintenance manager’s time for working on the recovery, a total of $2761. Bob McWhirter, Director, moved approval of the reallocation; Patrick Kelley, Secretary, seconded the motion; and the board approved it unanimously.     

Old Business
Old business included a report from Don Kruger, President, that member Richard Schroeder, having completed the cleanup of the area between Manion Drive and Stellar Lane, is considering the development of lots on the west side of Stellar Lane and perhaps a path through the area from Surf Pines Lane to the north.

Old business also included a report from Don that he is receiving generally negative responses to the letter requesting easements for access to the beach across accreted land. He distributed copies of a sample response from members Brian and Leslie Cameron. Don will report further, he stated, after he receives more responses.  

New Business
New business included discussion of enforcement of Section 8.1.e, “General Powers,” of the bylaws, which empowers the board to “require members to maintain their property free of hazardous conditions or general nuisances including but not limited to…an accumulation of dead or dying trees, brush, or other flammable materials.” Don Kruger, President, reminded that in his letter to members on December 17, 2008, he asked for all cleanup to be complete by May 1, 2008. During discussion, the board agreed that, after May 1, 2008, members of the board will note any property with “an accumulation of dead or dying trees, brush, or other flammable materials” that is visible from the roads of the association and consider action in accordance with Section 8.1.e of the bylaws to abate a hazardous condition before fire season.   

The meeting was adjourned at 5:55 p.m. The next regular meeting is scheduled for May 19, 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
March 17, 2008, Meeting House

Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Burr Allegaert, Norma Keever, Ken Weber; members Bob Ball, Kathy Ball, 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 February 18, 2008, at the meeting house were unanimously approved as presented.
The agenda was unanimously approved with the addition of two subtopics under “New Business”: “Abandoned Vehicle” and “Request from Gearhart Rural Fire Protection District.”

The board then considered these items:

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

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Dave Lukens. Dave reminded the other members of the board that income is approximately $10,000 lower than forecast in the budget for the current fiscal year, primarily because of less development than was forecast, and that outgo is higher than forecast, primarily because of more storm-related hours for the administrator and the security/maintenance manager, higher taxes than were forecast, and a higher insurance premium than was forecast. He again advised the other members of the board to consider the budget before approving a major project, such as $12,000 for road repair.

Security Committee’s Report
Burr Allegaert, Chairperson of the Security Committee, reported that the committee recommended purchasing two Neighborhood Watch signs and posting one sign at the north gate and the other at the south gate. Bob McWhirter, Director, moved approval of the recommendation; Patrick Kelley, Secretary, seconded the motion; and the board unanimously approved purchasing and posting the signs. Dan Bartlett, Administrator, stated that he will order the signs. 

Dan also stated that he will order two signs that the board approved during a previous meeting, “Minimum Assessment $97,” to be added to the two “Speed Limit 25, Speed Enforced by Radar” signs at the gates.      

Discussion focused on the availability of off-duty deputy sheriffs to monitor speed with radar and progress on the effort to enforce speeding assessments against contractors, their subcontractors, and their employees. 

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 is discussing the possibility of updating the “Surf Pines Pavement Management Plan,” the 6-year plan (2005-2010) that was prepared by Mike Caccavano and Holli Pick of West Ridge Engineering during 2005. Discussion focused on budgeting for an update.

Regarding executing the current plan, Ken stated that two roads are due for repair, Ocean Drive from Horizon to Malarkey and all of Malarkey—with Malarkey the priority.

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

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported that the committee is focused on preparing its budget request for the 2008-2009 fiscal year.

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reported on progress regarding the recovery from the wind storm of December 2-3, 2007. He stated that the cleanup by Trail’s End Recovery of storm damage on all of the association’s common properties and the right of way is currently progressing essentially as planned and that, according to current estimates, the cleanup will be complete by April 15, 2008, on time and on budget.

Don noted that he foresees the cleanup as the first phase of a 3-phase project: (1) cleaning up the trees that were either destroyed by the storm or damaged so severely that they cannot be saved, (2) pruning the trees that were damaged but can be saved, and (3) replanting trees. He volunteered to write an article about this 3-phase project for the April Breeze.

Don distributed for comment a draft of a letter requesting easements for access to the beach across accreted land. The other members of the board agreed to send him any comments on the draft by March 21, 2008.

Finally, Don distributed for comment a draft of a statement on speeding that he and member Lee Casaleggio are writing on behalf of the board and the Security Committee. The other members of the board approved the statement with one revision: changing two occurrences of “speed laws” to “speed limits.”

Administrator’s Report
Dan Bartlett, Administrator, reported that the increased liability insurance is now in effect.

Old Business
Old business included a report from Don Kruger, President, that member Richard Schroeder stated that he has scheduled cleanup of the area between Manion Drive and Stellar Lane. Don noted that in his letter to members on December 17, 2008, he asked for all cleanup to be complete by May 1, 2008, and that a reminder will be sent to members who have not completed cleanup by that date.

New Business
New business included consideration of an abandoned vehicle and a request from the Gearhart Rural Fire Protection District.

Considering an Abandoned Vehicle
The board noted an apparently abandoned vehicle on Neacoxie Lane. John Gates, the security/maintenance manager, volunteered to discuss the status of the vehicle with the likely owners. 

Considering a Request from the Gearhart Rural Fire Protection District
The board discussed a request from the Gearhart Rural Fire Protection District regarding an effort to improve communication within the district. Responding to the request, the board asked Dan Bartlett, in his capacity as the administrator, to provide the district with contact information for current board members and to update this information annually. And Patrick Kelley, Secretary, stated that he will ask Roger Masse, the webmaster, about the possibility of providing a link on the association’s web site to agendas and minutes on the district’s web site.

The meeting was adjourned at 5:45 p.m.
The next regular meeting is scheduled for April 21, 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
February 18, 2008, Meeting House

Present: directors Patrick Kelley, Don Kruger, Bob McWhirter, Michael Wilkin; committee chairpersons Burr Allegaert, Norma Keever, Ken Weber; administrator Dan Bartlett
Absent (excused): director Dave Lukens

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on January 21, 2008, at the meeting house were approved as presented.

The agenda was approved with one subtopic, “Considering a Request for Permission to Install a Water Line,” transposed from “New Business” to “Old Business”; another subtopic, “Considering Complaints about Storm-Related Burning,” added under “Old Business”; and a subtopic, “Considering a Proposed Development Concept for Stellar Lane,” added under “New Business.”

The board then considered these items:

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

Treasurer’s Report
The treasurer’s report was approved as presented by Don Kruger, President, in the absence of Dave Lukens, Treasurer. Don also presented a revision of the annual budget that includes income of $98,250 from “Special Assessment--Storm Recovery” and outgo of $60,000 for “Storm Recovery Expense.”

Security Committee’s Report
Burr Allegaert, Chairperson of the Security Committee, reported that the committee withdrew the recommendation for a change in the “Vehicle Speed” policy to double the assessment for a speeder who is a repeat offender. Burr cited counsel Dan Van Thiel’s advising against the change in policy as a reason for the committee’s withdrawing the recommendation. 

To enforce speeding assessments against contractors, their subcontractors, and their employees, Burr and Dan Bartlett, Administrator, distributed a revision of the letter to contractors that states that contractors will be held responsible for the conduct of their subcontractors and their employees. Specifically, the letter states that if an employee who is assessed for speeding does not pay the assessment then the contractor will be billed for the assessment and if the contractor does not pay the assessment then the contractor will be denied access to Surf Pines. The board approved the letter plus a comparable notice for posting at job sites. Dan stated that he will send the letter to all contractors who have gate codes and that John Gates, the security/maintenance manager, will post the notice at job sites. (Illustrating the problem and the solution, Michael Wilcox, Vice President, reported that, on his way to the meeting, he encountered speeding by an employee of Trail’s End Recovery, “Scotty”; and Don Kruger, President, stated that he will report Scotty’s speeding to Dean Larson, the contractor.)

Regarding speeding by members, Burr asked Don if Don intends to write a letter to members about speeding. Don affirmed that he intends to write that letter and probably send it to the membership on April 1, 2008, with the April Breeze and the invoice for the quarterly dues.

Finally, the board referred to the committee a request from member Doug Brauer for a monthly gate code that short-term renters can use to open the gates after 9:00 p.m.

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 withdrew the proposal for compensating volunteers. He cited legal and financial complexities as a reason for the committee’s withdrawing the proposal.

Responding to online suggestions from member Tom Wilcox and Bob McWhirter, Director, the board discussed other forms of recognition for volunteers, such as recognizing hours of service with pins or naming a volunteer of the quarter or a volunteer of the year and awarding plaques. Don Kruger, President, asked the board to consider various forms of recognition for volunteers.

Regarding executing the “Surf Pines Pavement Management Plan,” Ken stated that two roads are due for repair, Ocean Drive from Horizon to Malarkey and all of Malarkey. Discussion focused on obtaining bids for the work, probably two separate bids for the two pieces of work. Bob McWhirter volunteered to write the “Scope of Work.”   

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 postponed annual holiday party, which was scheduled for December 8, 2007, but cancelled because of the wind storm, and rescheduled as “A Sweet Renewal” on February 16, 2008, at the Proyect/Wall home, 89061 Stellar Lane, was a success with approximately 85 members and guests in attendance. Norma and the board thanked members Mitchell Proyect and Debbie Wall for hosting the party.  

Regarding social events for 2008, Norma stated that the committee has planned a full schedule of events and that committee member Tracy Sherrell is preparing a calendar of these events to be sent to members.   

Work in progress by the Community Relations Committee currently includes:

President’s Report

Don Kruger, President, reported on progress regarding the recovery from the wind storm of December 2-3, 2007. He stated that the contractor, Trail’s End Recovery, began the cleanup of storm damage on all of the association’s common properties and the right of way on January 7, 2008; that the cleanup is currently progressing essentially as planned; and that, according to current estimates, the cleanup will be complete by April 1-15, 2008, on time and on budget. Don and the other members of the board thanked Dave Lukens, Treasurer, for his informative progress reports on the cleanup.

Regarding cleanup of storm damage on private properties, the board praised members for progress throughout Surf Pines. Don noted that members who do not clean up their properties will be asked to do so before fire season, when storm debris will be a fire hazard.    

Administrator’s Report
Dan Bartlett, Administrator, reported that he worked with Bob Knutsen of Knutsen Insurance, the association’s insurance broker, to adjust the billing cycle for the insurance so that the billing cycle corresponds with the association’s budgeting cycle and its fiscal year. With the insurance on a September to September cycle, Dan stated, a premium will be due after the membership approves the budget for the fiscal year during the annual meeting in August.    

Old Business
Old business included considering a concern about access to the beach, a request for permission to install a water line, and a complaint about storm-related burning.

Considering a Concern about Access to the Beach
Don Kruger, President, stated that, as the work of recovery from the wind storm concludes, he intends to return to the project of requesting easements for access to the beach across accreted land. 

Considering a Request for Permission to Install a Water Line
After four months with little or nothing in writing regarding a request from Russ Earl for permission to install a 12-inch water line from Highway 101 to Manion Drive, the board removed the item from the agenda.

Considering a Complaint about Storm-Related Burning
Michael Wilkin, Vice President, summarized the material about burning from the Oregon Department of Environmental Quality (DEQ) that member Barbara Damon provided moments before the previous meeting. Michael stated that, according to the material, the DEQ allows burning in Surf Pines during daylight hours if the fire is attended by a responsible person who is capable of extinguishing it and if the fire and the smoke are neither a hazard nor a nuisance. He noted that nuisance is not defined. He also noted that the DEQ’s enforcement of its rules and regulations is reportedly lax.

Discussion focused on the fact that, although the association temporarily eased enforcement of its guidelines for burning during the extraordinary circumstances after the wind storm of December 2-3, 2007, the guidelines will be enforced again during ordinary circumstances. Discussion focused, too, on the facts that storm-related burning in Surf Pines on private property by individual property owners and their contractors is decreasing as the recovery progresses and that the association’s contractor, Trail’s End Recovery, was selected not only because it was the lowest bidder, but also because it chips and recycles debris instead of burning it, thereby minimizing fire and smoke in Surf Pines.   

New Business
New business included consideration of a proposed development concept for Stellar Lane. Don Kruger, President, showed a map of the Stellar Lane area that he received from member Richard Schroeder. Don explained that Rich owns approximately 14 acres in the area, that the North Coast Land Conservancy manages the land for Rich, but that Rich is responsible for cleanup of the storm damage. Don stated that Rich apparently proposes, during the cleanup, to develop 5 or more lots on the west side of Stellar Lane and give part or all of the remaining land to the Land Conservancy. The board asked Don to encourage Rich to provide written information about the proposed development concept.    

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

The next regular meeting is scheduled for March 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
January 21, 2008, Meeting House

Present: directors Patrick Kelley, Don Kruger, Dave Lukens, Bob McWhirter, Michael Wilkin; committee chairpersons Burr Allegaert, Ken Weber; members Bob Ball, Kathy Ball, Jake Buryn, Nancy Wilcox, Tom Wilcox; guest Patricia Roberts; administrator Dan Bartlett (Absent: committee chairperson Norma Keever)

The meeting was called to order at 4:30 p.m.
The minutes of the regular meeting on December 17, 2007, and the special meeting on December 22, 2007, both at the meeting house, were unanimously approved as presented.
The agenda was unanimously approved with the addition of one subtopic, “Burning,” under “New Business.”
The board then considered these items:

Comments from a Guest and the Membership
Patricia Roberts, Chairperson of the Clatsop County Board of Commissioners, a guest at the meeting, asked if Surf Pines required assistance in recovering from the disastrous wind storm of December 2-3, 2007. Pat indicated that she was aware of the devastation in Surf Pines, having driven through the community on December 4. Don Kruger, President, stated that the recovery is in progress. Bob McWhirter, Director, noted, however, that the association’s recovery work is limited to the association’s property and the right of way. And Don asked Pat if the county could assist individual property owners with recovery work on their properties. Pat stated that she would get back to the board with an answer to that question.

Patrick Kelley, Secretary, reported a comment from member Milt Stewart. Anticipating that members of the association will buy trees to replace trees that fell during the wind storm, Milt suggested that the association obtain a license that would enable members to buy trees from wholesale nurseries at 40-60% of the cost at retail nurseries. An attorney, Milt volunteered to do the legal work that would be required. Don stated that he will discuss the suggestion with Milt.

Comments from the membership also included comments from a driver who received a notice for speeding. The board noted that a driver who receives a notice is offered an opportunity to request a hearing to explain or justify exceeding the posted speed limit. Jake Buryn, member, commented in writing and orally. Instead of explaining or justifying exceeding the posted speed limit, he stated that he did not exceed the speed limit. The deputy sheriff reported that radar established a speed of 32 miles per hour, 7 miles per hour over the posted speed limit. Accepting the sheriff’s report, the board levied an assessment for exceeding the posted speed limit.

Another member, Charlotte Palmer, requested a hearing, but she did not comment in writing or appear in person to comment orally. In this case, the deputy sheriff reported that radar established a speed of 31 miles per hour, 6 miles per hour over the posted speed limit. Accepting the sheriff’s report, the board levied an assessment for exceeding the posted speed limit.  

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Dave Lukens. Dave also presented a mid-year review of the budget, including data from July through December 2007, the first half of the fiscal year. The review showed less income than was forecast in the budget—approximately $9,500 less—primarily because of less development than was forecast. The review also showed more outgo than was forecast—approximately $4,500 more—primarily because of more storm-related hours for the administrator and the security/maintenance manager and higher payroll and property taxes than were forecast. With the budget off the forecast by approximately $14,000, Dave advised the other members of the board to consider the budget before approving projects that include, for example, $12,000 for road repair and $3,000 for oiling the cedar shakes on the security house and the meeting house.

Security Committee’s Report
Burr Allegaert, Chairperson of the Security Committee, reported that the committee, on a 4-1 vote, again recommended a change in the “Vehicle Speed” policy: doubling the assessment for a speeder who is a repeat offender. Discussion again focused on the fact that, under 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. Before making a decision on the recommendation, the board asked Dan Bartlett, Administrator, to seek advice from counsel Dan Van Thiel.  

Discussion also focused on less controversial actions to control speeding, including encouraging the deputy sheriff to work all of the allotted hours, adding a speed hump or two, and posting an addition to the “Speed Limit 25, Speed Enforced by Radar” signs at the gates: “Minimum Assessment $97.” The board asked the Roads and Grounds Committee to order and post this addition to the signage 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, proposed compensation for volunteers, such as the standing volunteers who serve on the committee and the ad hoc volunteers who cleared roads and driveways after the wind storm. Ken distributed a rationale for compensating volunteers. Don Kruger, President, suggested tabling the proposal until the next meeting so that the board could read the rationale. The board agreed to table the proposal.  

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

Community Relations Committee’s Report
Don Kruger, President, reported for the Community Relations Committee in the absence of its chairperson, Norma Keever. Don stated that the annual holiday party, which was scheduled for December 8, 2007, but cancelled because of the wind storm, is rescheduled for February 16, 2008, from 6:00 to 9:00 p.m. at the Proyect/Wall home, 89061 Stellar Lane.

Work in progress by the Community Relations Committee currently includes:

President’s Report
Don Kruger, President, reported on progress regarding the recovery from the wind storm. He stated that the membership voted 146 to 60 on December 31, 2007, to approve a $250 assessment to pay for cleanup of storm damage on all of the association’s common properties and the right of way and to provide a reserve to pay for cleanup after other storms during the fiscal year; that, during the first week of January 2008, members of the board completed a contract for the cleanup with Trail’s End Recovery; that the contractor began the cleanup on January 7, 2008; and that the cleanup is currently progressing essentially as planned.

Don explained that, after an online discussion of policy and procedures regarding marking trees, members of the board agreed to improve communication with property owners and the contractor by marking trees to be removed not with light silver paint but with large dots of bright orange paint, to explain the marking with signs on the message boards at the gates, and to list Don’s telephone number for property owners who have questions about either the general policy and procedures or particular trees.  

Administrator’s Report
Dan Bartlett, Administrator, reported that, in addition to members Jake Buryn and Charlotte Palmer, three more drivers recently received notices for speeding:  member Sylvia James, Danielle Cepeda, and Melissa Martinez. He stated that these three drivers did not request hearings and that assessments have been levied against them for exceeding the posted speed limit.

Dan also reported that the association received insurance settlements of $10,000 for damage to trees, $528.47 for damage to the roof of the security house, and $485 for damage to the roof and gutters of the meeting house, a total settlement of $11,013.47.

Finally, Dan reported that he will file with the county tax collector an “Application for Proration of Property Taxes Due to Property Damage/Destruction” for each of the association’s tax lots on which the property tax is significant.   

Old Business
Old business included considering an increase in liability insurance and a request for permission to install a water line. 

Considering an Increase in Liability Insurance 
Dan Bartlett, Administrator, distributed quotes from Bob Knutsen of Knutsen Insurance, the association’s insurance broker, for increased liability insurance. After a discussion of risk and cost, the board agreed to ask Dan to increase the general liability insurance and the directors’ and officers’ liability insurance from $1,000,000 to $2,000,000 for the duration of this fiscal year—and then to increase each to $5,000,000 for the next fiscal year. The board also asked Dan to work with Bob to adjust the billing cycle for the insurance so that it corresponds with the association’s budgeting cycle and its fiscal year.   

Considering a Request for Permission to Install a Water Line
The board again prepared to consider a request from Russ Earl to install a 12-inch water line from Highway 101 to Manion Drive. But again, with little or nothing in writing regarding the request, the board deferred consideration of it.

New Business
New business included consideration of complaints about storm-related burning in Surf Pines on private property by individual property owners and their contractors. Moments before the meeting, Barbara Damon, member, provided material about burning from the Oregon Department of Environmental Quality. Michael Wilkin, Vice President, volunteered to read the material after the meeting and summarize it for the other members of the board.  

The meeting was adjourned at 6:40 p.m.

The next regular meeting is scheduled for February 18, 2008, at 4:30 p.m. at the meeting house.  

Respectfully submitted, Patrick Kelley, Secretary

visitors to Surf Pines site.