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Copyright © 2007
Surf Pines Association

2006 Board Meetings

2005 Board Minutes

Previous 2004 Board Minutes

2003 Board Minutes

2001/2002 Board Minutes

Surf Pines Association Regular Meeting of the Board of Directors
December 20, 2004, Seaside Library

Present:  Burr Allegaert, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.

The minutes of the regular meeting on October 18, 2004, at the Seaside Library were unanimously approved as presented.

The agenda was unanimously approved with this addition:  under “Security Committee’s Report,” the topic “Burning by Developers” was added.

The board then considered these items:

Comments from the Membership

With no members present, there were no comments from the membership.

Treasurer’s Report

The treasurer’s report was unanimously approved as presented by Tom Wilcox.

However, Tom and the other members of the board continued to express some dissatisfaction with the procedure for reporting the new security house as an asset on the balance sheet.  Discussion focused on simplifying the procedure for clarity.  And, also with regard to clarity, the board suggested consistent terminology for the security house, instead of the inconsistency of Security House, Gate House, and Homeowner’s Equity.

The board’s review of income vs. budget and accounts receivable generated these action items:

Security Committee’s Report

Michael Wilkin, Chairperson of the Security Committee, reported on work recently completed by the committee:

Michael also reported on work in progress, including:

Additionally, Michael led the board in discussing burning by a few developers in Surf Pines.  The discussion focused on the developers’ practice of clearing land by bulldozing trees and brush into huge piles and burning the piles on site, a practice that can be either a danger or a nuisance to residents.  At the end of the discussion, the board asked Bill Barrons, Administrator, to draft a policy to curb this practice; discuss the policy with Bill Eddy, Gearhart Fire Chief; and bring it to the board for consideration.

Roads and Grounds Committee’s Report

Burr Allegaert, Chairperson of the Roads and Grounds Committee, reported on work recently completed by the committee:

Burr also reported on work in progress, including: 

Community Relations Committee’s Report

Because no representative of the Community Relations Committee was present, there was no report from the committee.  The board praised the committee’s work in sponsoring the Annual Holiday Soiree at the home of Michael and Liane Donovan on December 11, 2004, and thanked the Donovans for hosting this highly successful social event.

Security House Committee’s Report

Don Kruger, Chairperson of the Security House Committee, reported that Norma Keever, who is not only a member of the committee but also a realtor, offered to estimate the value of the security house.  Don also reported that Norma offered to manage landscaping the property.

Finally, noting that the ad hoc Security House Committee has completed the task of supervising the construction of the security house, Don reported that the committee is dissolved.  The other members of the board thanked the Security House Committee for its work.

President’s Report

Don Kruger, President, led the board in scheduling the next Annual Meeting, considering a request from the Architectural Review Committee of Surf Pines Landing, and considering the implications of Ballot Measure 37.

Next Annual Meeting

Don proposed a time and place for the next Annual Meeting:  August 6, 2005, 9:00 a.m., Astoria Golf and Country Club.  The board unanimously approved the proposed time and place.

Request from Architectural Review Committee

The board considered a request from the Architectural Review Committee of Surf Pines Landing to become a subcommittee of the Surf Pines Association to insure indemnification of the members of the committee.  After discussion, the board asked Bill Barrons, Administrator, to review the request with the insurer and legal counsel.   

Implications of Ballot Measure 37

The board considered the implications of Ballot Measure 37.  Discussion focused on the fact that Measure 37 is applicable only to properties that were purchased before pertinent restrictions were enacted and on the opinion that relatively few properties in Surf Pines were purchased before pertinent restrictions were enacted.  After discussion, the board asked Bill Barrons, Administrator, to ask legal counsel whether a bylaw might be effective in preventing applications of Measure 37 that might negatively impact property values in Surf Pines.           

Administrator’s Report    

Bill Barrons, Administrator, distributed a list of the members of the association’s committees.  The board reviewed the list, noting that two members who had volunteered to serve on committees, Jeanne Henderson and Mark Mead, were not on it.  Patrick Kelley stated that he will ask Norma Keever whether Jeanne has been invited to serve on the Community Relations Committee, the committee for which she volunteered.  Don Kruger stated that he will ask Mark which committee he is interested in serving on.    

Old Business

Old business included the memorandum of agreement with non-member Craig Weston that extends special membership to Craig and Dana Weston and, subject to approval by the membership, makes their property at 33292 Surf Pines Lane a part of Surf Pines.  Action on the memorandum is pending as it requires signatures from the Westons.  The board asked Bill Barrons, Administrator, to inform Craig that the offer of special membership will expire on February 1, 2005, after which time the easement from July 1989 will be enforced.   

New Business

Michael Wilkin suggested that the Roads and Grounds Committee experiment with shielding a street light to determine if a shielded light provides light that is more effective for drivers and less offensive for residents who live nearby.  The board endorsed the experiment.    

The meeting adjourned at 6:40 p.m.

The next meeting is scheduled for January 17, 2005, at the Seaside Library

Respectfully submitted,
Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
October 18, 2004
Seaside Library

Present:  Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; committee chairperson Norma Keever; non-member Craig Weston; administrator Bill Barrons

The meeting was called to order at 4:05 p.m.

The minutes of the regular meeting on August 30, 2004, at the Seaside Library were unanimously approved as presented.

The agenda was unanimously approved with these additions:

Under “Security House Committee’s Report,” the topic “Parking Lot” was added.
        Under “President’s Report,” the topic “Lake Committee” was added.

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 Tom Wilcox, though Bill Barrons and Tom stated that they intend to ask Woodford and Wood to solve a problem or two in the report.  Tom and Bill also stated that they intend to discuss with Susan Wood a procedure for reporting the new security house as an asset. 

Security Committee’s Report

Led by Michael Wilkin, Chairperson of the Security Committee, the board discussed “Notice to Violators of Posted Speed Limit,” a document that Clatsop County deputy sheriffs will distribute to drivers whom they observe speeding on the roads of Surf Pines.  The board agreed that the document clarifies the procedure for levying assessments against drivers who speed.  Michael moved approval of the document, Don Kruger seconded the motion, and the board unanimously approved it.          

Roads and Grounds Committee’s Report

Led by Don Kruger (in the absence of Burr Allegaert, Chairperson of the Roads and Grounds Committee), the board discussed “Road Construction Policy,” a policy that states that Clatsop County construction standards and specifications apply whenever a road or a portion of a road is built or rebuilt in Surf Pines.  Don moved approval of the policy, Patrick Kelley seconded the motion, and the board unanimously approved it.

Don reported on the committee’s work in progress, including:

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported on Oktoberfest, a new social event for Surf Pines that was held on October 9 from 6:00 to 9:00 p.m. in the Pacific Grange Hall.  Norma stated that 45 persons attended.  She mentioned that the committee received written thank-you notes from attendees after the social.  Board members who attended, including Patrick Kelley, Don Kruger, and Tom Wilcox, praised the event.  

Norma also reported on the open house at the new security house on the afternoon of October 16.  She stated that 40 persons attended the open house, including some members who do not often attend other social events in Surf Pines. 

Security House Committee’s Report

Bill Barrons, the project manager for the construction of the new security house, distributed for discussion “Security House Occupancy Rules,” a document that establishes rules for the security employee and any members of his or her family who occupy the security house.  During discussion of the document, the board limited utility costs that the association will pay to basic telephone, basic cable television, electric, water, and refuse disposal services.  The board also added the rule that the security person shall be responsible for maintaining the security house and the lot as a tenant rather than as an employee.  Don Kruger moved approval of the revised document, Patrick Kelley seconded the motion, and the board unanimously approved it.

Bill recommended creating a new parking lot for the security house closer to the door to the office.  The board discussed the cost and the convenience of a new parking lot and the logic of creating it before creating a path to the old parking lot.  Don Kruger moved approval of creating a new parking lot if the cost is less than $1000, Tom Wilcox seconded the motion, and the board unanimously approved it.  

President’s Report

Don Kruger, President, reported that members who live on the lake have expressed interest in forming a Lake Committee.  In response, he stated that he has requested information about the lake from various sources so that the board can be better informed about the lake as it considers the formation of a Lake Committee.  Patrick Kelley added that member Robin Rhodes, a prospective chairperson of a Lake Committee, described the work of such a committee as focusing on the maintenance and improvement of the lake (or, more accurately, that part of the lake that borders Surf Pines).  And Tom Wilcox suggested that a Lake Committee, like the Park Committee, could be a subcommittee of the Roads and Grounds Committee.

Administrator’s Report   

Bill Barrons, Administrator, stated that he had no business to report.

Old Business

Old business included the board’s reviewing a memorandum of agreement with non-member Craig Weston that extends special membership to Craig and Dana Weston and, subject to approval by the membership, makes their property at 33292 Surf Pines Lane a part of Surf Pines.  Action on the memorandum is pending as it requires signatures from the Westons, Don Kruger in his capacity as president, and Patrick Kelley in his capacity as corporate secretary.   

New Business

Responding to a request from a member for the information, Michael Wilkin asked if Clatsop County regulates the height of flagpoles.  In an e-mail soon after the meeting, Bill Barrons reported that the county permits flagpoles to be 10 feet higher than the permitted height of main buildings on properties.  Thus, for example, flagpoles as high as 28 feet are permitted on the west side of Ocean Drive and flagpoles as high as 36 feet are permitted on the east side of Ocean Drive.    

The meeting adjourned at 5:50 p.m.

The next meeting is scheduled for November 15, 2004, at the Seaside Library

Respectfully submitted,
Patrick Kelley, Secretary

Present:  Burr Allegaert, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; committee chairperson Norma Keever; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.

The minutes of the regular meeting on July 19, 2004, at the Seaside Library were unanimously approved with this addition:

In “Old Business,” under “Easement for the Westons,” this item was inserted at the beginning of the list of terms:  “Craig and Dana Weston become special members of the Surf Pines Association and, subject to the approval of the membership, their property at 33292 Surf Pines Lane becomes part of Surf Pines.”

The minutes of the executive session on July 19, 2004, at the Seaside Library were unanimously approved as presented.  The minutes of the special meeting on August 7, 2004, at the Astoria Golf and Country Club were unanimously approved as presented.  And the minutes of the Annual Meeting on August 7, 2004, at the Astoria Golf and Country Club were reviewed for submission to the membership for approval at the next Annual Meeting.   

The agenda was unanimously approved with this addition: 

In “Administrator’s Report,” the topic “Neacoxie Estates” was added.

The board then considered these items:

Comments from the Membership

Patrick Kelley, Secretary, noted for the record comments that he received from members who appointed the corporate secretary as their proxy during the Annual Meeting:

 Norma Keever, member, asked why a letter from Richard Schroeder and Richard Charlton, which lists the reasons why the authors do not want Surf Pines residents in Pinehurst, was not read to the membership at the Annual Meeting. 

Michael Wilkin responded that the letter was not received in time for the board to consider putting it on the agenda for the meeting.  He added that the Annual Meeting is, in part, a forum for a member who attends the meeting to address the board and the membership; but that a member who does not attend the meeting should not assume either that the presiding officer will be willing to read a lengthy letter aloud during the meeting or that the membership will be willing to listen while a lengthy letter is read to them, especially if the tone of the letter is immoderate.

Treasurer’s Report

The treasurer’s report was unanimously approved as presented by Tom Wilcox. 

The board deferred discussion of Tom’s proposal for classifying the monies that are associated with the new security house on the balance sheet in upcoming reports.

Security Committee’s Report

Burr Allegaert, outgoing Chairperson of the Security Committee, distributed a detailed list of the committee’s pending projects to Michael Wilkin, incoming Chairperson, and the other members of the board.

Roads and Grounds Committee’s Report

Don Kruger, outgoing Chairperson of the Roads and Grounds Committee, reported that the work of repairing and repaving approximately 7,000 square feet of Manion Drive south of the intersection with Malarkey is complete, as is the current work on speed humps.  Regarding future work on speed humps, Don recommended that incoming Chairperson Burr Allegaert and the committee select an existing speed hump as the template for any new or remodeled speed humps.

Finally, responding to a comment from John McGowan at the Annual Meeting, the board discussed whether members’ years of use of the old path from Malarkey to the beach established through adverse possession the right to continue to use that path instead of the new path from Malarkey to the beach.  The board agreed that adverse possession probably does not apply in this case because members have used at least two old paths over the years, neither for the required ten years.   

Community Relations Committee’s Report

Norma Keever, continuing Chairperson of the Community Relations Committee, reported on the Ice-Cream Social at Bonny Groshong’s home on August 21, 2004, a successful social event with 29 attendees (despite the rain), delicious homemade ice cream, and delightful company.  Norma also reported on plans for upcoming events:

Security House Committee’s Report

Bill Barrons, the project manager for the construction of the security house, reported that less money remains in the budget for completion of the project than was anticipated at this stage because of unexpected utility costs, extra grading, and loans fees that were not considered when the budget was prepared.  He added that some of the bids to complete the work are higher than his estimates, especially the bid for cedar shingles.  Therefore, he recommended deferring the cedar shingles until another year.  But, by consensus, the board agreed to ask Bill to obtain more bids and find the money to complete the security house with cedar shingles and mature landscaping, as promised to the membership. 

President’s Report

The president’s report included appointments and a discussion of the schedule for regular meetings of the board.

Appointments

Don Kruger, the new president, appointed these chairpersons for the standing committees:

Don also designated Burr as the association’s representative on the Architectural Review Committee for Surf Pines Landing, representation that is specified in the “Declaration of Deed Restrictions and Dedications for Surf Pines Landing.”

Accepting these appointments by the president, but noting that neither the bylaws nor a policy or a procedure provides for them, the board agreed to establish either a policy or a procedure.  Patrick Kelley, Secretary, referred the other members of the board to a draft procedure in the minutes of the regular meeting on November 17, 2003, in “Old Business,” under “Procedure for Constituting Committees”:

http://www.surfpines.org/2003_minutes.htm

Schedule for Regular Meetings

After a discussion of personal schedules and the established public schedule for regular meetings, the board agreed to continue to meet on the third Monday of the month at 4:00 p.m. at the Seaside Library. 

Administrator’s Report    

Bill Barrons, Administrator, reported on the County Planning Commission’s public hearing regarding a proposed new subdivision in Surf Pines, Neacoxie Estates, to be developed by Oldstedt Construction on the east side of Manion Drive, just south of the old south pump station.  Bill distributed a notice of the hearing, which is scheduled for September 14, 2004, at 1:00 p.m. in the County Hearing Room, Suite 300, 800 Exchange Street, in Astoria.  Noting that CC&Rs have not been submitted yet, Bill recommended that he ask the County Planning Commission to condition final approval of the subdivision on the board’s approval of the CC&Rs.  The board unanimously approved Bill’s recommendation.  

Old Business

Old business included the board’s consideration of a draft memorandum of agreement with Craig and Dana Weston to extend special membership to them and, subject to approval by the membership, include their property at 33292 Surf Pines Lane as part of Surf Pines.  The board asked Bill Barrons, in his capacity as administrator, to include a legal description of the Westons’ property in the agreement.  Don Kruger stated that he will inform the Westons of the terms of the agreement.

New Business

New business included consideration of a letter from Richard Schroeder and Richard Charlton, renewal of the agreement with the administrator, and review of road-impact and development fees.

Consideration of Letter from Richard Schroeder and Richard Charlton

The board considered a letter from Richard Schroeder and Richard Charlton, which lists the reasons why the authors do not want Surf Pines residents in Pinehurst and proposes two alternatives to their opening their gates to us.  Agreeing that each of the two alternatives proposed in the letter is problematic, the board asked Bill Barrons to draft a response to the letter that includes a third alternative, as outlined by Don Kruger. 

Renewal of Agreement with the Administrator

The board asked the administrator to make these revisions in the “Agreement” and “Exhibit A”:

Patrick Kelley moved approval of the revised agreement, Burr Allegaert seconded, and the board unanimously approved it.

Review of Road Impact and Development Fees

The board agreed to review at an upcoming meeting road-impact and development fees.

The meeting adjourned at 6:20 p.m. The next meeting is scheduled for October 18, 2004, at the Seaside Library

Respectfully submitted,
Patrick Kelley, Secretary    

President’s and Committee Reports

The president and committee chairpersons reported on their work from August 2003 to August 2004.

President’s Report 

In the President’s Report, Michael Wilkin highlighted the low point and the high point of the year for the Surf Pines Association.  The low point, he stated, was that seven deer were killed by drivers on the roads of Surf Pines, a fact that prompted the board to establish a new “Vehicle Speed” policy that includes assessing levies on drivers who exceed the posted speed limit.  The high point, he stated, was the near completion of the new Security house to provide significantly improved accommodations for Security.

Michael thanked the members of the board and the administrator for their work during the year, Norma Keever and Bonny Groshong for their work as the co-chairpersons of the Community Relations Committee, and Roger Masse for his work as a co-editor of the Breeze. 

Roads and Grounds Committee’s Report

Don Kruger, Chairperson, reported on the activities of the Roads and Grounds Committee from August 2003 to August 2004:

Responding to a comment from Barbara Damon regarding speed humps, Don stated that the committee will review the configuration of the speed hump that is north of the north gate.

Responding to a comment from John McGowan regarding the old path and the new path from Malarkey to the beach, Don stated that the committee will consider whether members’ many years of use of the old path established a right to continue to use that path.  And responding to comments from Milton Stewart, Judi Stewart, and Roger Masse regarding the path from High Surf to the beach, Don stated that he will walk this path to determine what action to take to prevent vehicles from the beach from driving on the path.    

Don thanked the members of the committee for their work:  Alan Beck, Wayne Fleming, Bob McWhirter, and Ken Weber.  The membership thanked the committee with applause.   

Security Committee’s Report

Burr Allegaert, Chairperson, reported on the activities of the Security Committee from August 2003 to August 2004:

Responding to a comment from Barbara Damon regarding wear and tear on the gates, Burr stated that the committee will review leaving the gates open during rush hour.

Burr thanked the members of the committee for their work:  Mike Davies, Gene Keever, DeAnn Rzewnicki, and Mark Whisler.  The membership thanked the committee with applause. 

Community Relations Committee’s Report

Norma Keever, Co-chairperson, reported on the community events that were sponsored by the Community Relations Committee from August 2003 to August 2004:

Norma thanked the members of the committee for their work:  Bonny Groshong, Co-chairperson; Barbara Damon; Robin Rhodes; Tracy Sherrell; Katie Weber; and Carolyn Wohlgemuth.  The membership thanked the committee with applause.   

Security House Committee’s Report

Don Kruger, Chairperson of the Security House Committee, reported that the new Security house is on budget and on time with completion scheduled for September.  He added that the completion will be celebrated with an open house for the members of the association. 

Responding to comments, Don stated that cedar shingles and mature landscaping are in the plan for the new house.

Don thanked the members of the committee for their work:  Bill Barrons, Project Manager; Gene Keever, Norma Keever; Loren Wohlgemuth; and Inarose Zuelke.  The membership thanked the committee with applause.    

Explanation of Voting Procedures

Bill Barrons, Administrator, explained the procedures for voting for directors and on the annual budget and any other business.

Election of Directors

Patrick Kelley, chairing the meeting during this section of the agenda, stated that two members of the Board of Directors were to be elected to replace Burr Allegaert and Michael Wilkin, whose terms were expiring.  Marge Bloomfield, Chairperson of the Nominating Committee, formally nominated four candidates for the two positions on the board:   Burr Allegaert, Norma Keever, Michael Wilkin, and Inarose Zuelke.  And Patrick Kelley invited additional nominations from the floor.  With no additional candidates nominated from the floor, the membership voted as follows:

Burr Allegaert and Michael Wilkin were reelected to the board.

Treasurer’s Report

In the absence of Tom Wilcox, Treasurer, Michael Wilkin presented the treasurer’s report.  The report was approved as presented. 

Annual Budget for 2004-2005

Bill Barrons, Administrator, distributed an annual budget for 2004-2005 that included several corrections of the mailed annual budget.  Patrick Kelley moved consideration of the corrected budget instead of the mailed budget, Milton Stewart seconded, and the motion was approved by a show of hands. 

Milton Stewart moved approval of the corrected annual budget and Roger Masse seconded.  After discussion, the budget, including total income of $135,650, total operating expenses of $90,900, and total reserves of $46,000, was approved by the membership.  The vote was 74 to 2. 

Other Business

In other business, Milton Stewart praised the work of Lynn Meyrick, Security.  Milt stated that Lynn was “forceful, tactful, and responsive” in dealing with a houseful of unsupervised partying teenagers in the spring of 2004.

Burr Allegaert thanked Michael Wilkin for his work as president of the board, noting, especially, Michael’s ability to achieve a consensus. 

And U.W. Raglione noted the passing during the year of Ralph Thomas, one of the founders of the Surf Pines Association and a member of the first board of directors.

The meeting was adjourned at 10:35 a.m. 

Respectfully submitted,
Patrick Kelley, Secretary

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