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Surf Pines Association

2007 Board Meetings

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Surf Pines Association Regular Meeting of the Board of Directors
December 19, 2005, Meeting House
Present:  Al Beck, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; member Burr Allegaert; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.
The minutes of the regular meeting on November 21, 2005, at the meeting house were unanimously approved as presented.
The agenda was unanimously approved with these additions: under “Old Business,” the topic “E-mail Messages from Richard Schroeder” was added; under “New Business,” the topic “Change in Day and Time of Board Meetings” was added.

 The board then considered these items:

Comments from the Membership
Although the member who was present had no comments, Patrick Kelley, Secretary, relayed praise from Terry Andrews and member Roger Masse for the Roads and Grounds Committee’s recent work to prevent driving on the High Surf beach path.

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Tom Wilcox. A discussion of the contents and formats of the financial reports indicated that the board agrees that it is provided with ample information to monitor the finances of the association. 

Don Kruger, President, proposed listing as the association’s fixed assets on the balance sheet not only the security house, but also the meeting house, the parks, the park equipment, the lots on Manion Drive at the old south pump station, the roads, the paths, the de-watering system, and the gates. Discussion focused on the informational value of listing these assets; the logical problem of whether the roads, for example, are an asset if they cannot be sold; and the physical problem of establishing values for some of the assets, if, in fact, they are assets. After discussion, the board approved the proposal by a vote of 3-1-1 with Don Kruger, Al Beck, and Patrick Kelley voting for it, Tom Wilcox voting against it, and Michael Wilkin abstaining. Then the board referred to the Roads and Grounds Committee the matter of establishing values for the assets.  

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

Responding to the Danger of a Tsunami
Michael stated that the telephone tree designed to alert residents of Ocean Drive to a tsunami is ready; that Bill Barrons, Administrator, distributed copies of the instructions for the tree to callers; and that he and Bill held a meeting with callers to answer questions about the tree and the instructions. Bill added that the tree will be tested soon and then retested approximately every six months in coordination with the county’s tsunami-readiness tests.  

Following Up on a Complaint about Dogs Running Loose
Michael stated that member Jim Miller, who reported dogs running loose on Ocean Drive several months ago, still has not identified the dogs and the owners in a written complaint so that the board can respond to the complaint according to section 8.1(e) of the bylaws. With no written complaint, the board agreed to the committee’s tabling the matter. 

Advising Members on Security
Finally, Michael noted a report from committee member Mark Whisler that representatives of the county sheriff’s department are available to advise small groups and perhaps individuals on security-related topics. Patrick Kelley, Secretary, indicated that Mark’s report will appear in the Breeze for January 2006.

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Developing a Policy on Landscaping in the Roadside Right- of-Way
Commenting on the removal of trees at 89227 Manion Drive, Al presented a revised policy on property owners’ landscaping in the association’s roadside right-of-way.  He noted that the previous policy addressed the installation of landscaping in the right-of-way, but not the removal of landscaping from the right-of-way. After discussion and further revision, the board unanimously approved the revised policy, which requires a property owner who is landscaping in the right-of-way to obtain the approval of the Roads and Grounds Committee before either removing or altering the height of trees that are 6 inches in diameter or larger.

Preventing Driving on the High Surf Beach Path
Al stated that the committee completed work on preventing driving on the High Surf beach path, where drivers on the beach have been tempted by a low, open area in the dunes to drive east through the dunes to Surf Pines. The work included, he explained, blocking the entry to the low, open area with huge drift logs; placing a “Driving in Dunes Prohibited” sign where drivers have worn a false path to discourage them further; and mowing the true path to encourage walkers to follow it instead of the false path so that dune grass will re-cover the false path.

Considering a Streetlight on Lakeside Court
Al stated that purchasing and installing a standard streetlight on Lakeside Court near the cluster of mailboxes would cost approximately $2000. Considering the high cost of a light and the low level of interest from members, the board agreed to the committee’s tabling the matter.

Overseeing Renovation of the Old Gatehouse to Create a New Meeting House
Al stated that the committee toured the old gatehouse to begin the process of managing its renovation to create a new meeting house. He complimented committee member Bob McWhirter on the quality of the notes that Bob took to facilitate planning the renovation.

Adjusting the Height of a Speed Bump at the South Gate
Finally, Al stated that, in response to comments from members and the committee, Clean-Sweep Maintenance will adjust the height of a speed bump at the south gate. 

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

Community Relations Committee’s Report
Patrick Kelley, Secretary, reported for the Community Relations Committee in the absence of its chairperson, Norma Keever.  Patrick read Norma’s report, in which she stated that the Annual Holiday Party on Saturday, December 10, from 6:00 to 9:00 p.m. at the home of Jim and Sue Castner, 89661 Osprey Drive, was highly successful with approximately 80 members in attendance, including some new members and some members who do not usually attend social events in Surf Pines. The board thanked the Castners for hosting this highly successful social event and the committee for sponsoring it.

Work in progress by the Community Relations Committee currently includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently.

President’s Report
Don Kruger, President, asked the board to review the collection letters that are sent to members whose dues are delinquent; the schedule for sending these letters; and the language of section 9.6, “Collection,” in the bylaws. The board discussed the appropriate amounts of the penalties for delinquencies for property owners and homeowners. It discussed the appropriate timing of the penalties, either quarterly or monthly. And it discussed the appropriate nature of the penalties, either fees or interest. Then the board agreed to continue the discussion at a subsequent meeting.   

Administrator’s Report
Bill Barrons, Administrator, distributed a compilation of the association’s policies and then proposed revisions of the financial policy regarding invoices and checks. The board discussed Bill’s oral revisions, which are intended to increase oversight in approving invoices and signing checks, and asked him to prepare a written revision of the policy in light of the discussion.

Bill also reported more progress on the quiet-title action that the board requested in March 2005 regarding property at the old south pump station.  

Old Business
Old business included e-mail messages from Richard Schroeder and concerns about Measure 37.

E-mail Messages from Richard Schroeder
The board read two e-mail messages from member Richard Schroeder to Don Kruger, President, regarding the relationship that existed between Surf Pines and Pinehurst 10 years ago. Don stated that he will respond to Rich and keep the other members of the board informed about the ongoing e-mail conversation.

Concerns about Measure 37
Following up on the concerns of member Jack Faust about the potential effects of Measure 37 on Surf Pines, Don reported that, in an e-mail message on October 18, 2005, he invited Jack to call counsel Dan Van Thiel to discuss the feasibility of amending the bylaws to counter Measure 37, but that Jack has not yet called counsel.

New Business
New business included consideration of a request to merge two lots into one parcel and a change in the day and time of board meetings.

Request to Merge Two Lots into One Parcel
The board unanimously approved a written request from John Braestrup, member, to merge two contiguous lots into one parcel.  

Change in Day and Time of Board Meetings
Responding to comments that it consider meeting on a day and at a time that are convenient for weekenders and working people, the board initiated discussion of a change in the day and time of board meetings.

The meeting was adjourned at 6:30 p.m.
The next meeting is scheduled for January 16, 2005, at the meeting house.

Respectfully submitted, Patrick Kelley,

Surf Pines Association  Regular Meeting of the Board of Directors
November 21, 2005 at Old Gate House

Present:  Al Beck, Patrick Kelley, Don Kruger, Michael Wilkin; committee chairperson Norma Keever; member Doug Brauer; administrator Bill Barrons

The meeting was called to order at 4:00 p.m.
The minutes of the regular meeting on October 17, 2005, at the Seaside Library were approved as presented.
The agenda was approved with this addition: under “New Business,” the topic “E-mail Message from Richard Schroeder” was added.
The board then considered these items:

Comments from the Membership
Although the members who were present had no comments, Patrick Kelley, Secretary, read an e-mail message that member Jeff TerHar sent to the Surf Pines Web site regarding the height of a speed bump at the south gate. The board referred Jeff’s comments to the Roads and Grounds Committee.    

Treasurer’s Report
The treasurer’s report was approved as presented by Don Kruger, President, in the absence of Tom Wilcox, Treasurer. With Tom absent, Bill Barrons, Administrator, agreed to review the accuracy of previous water bills on “SPA Profit & Loss Budget Performance” (a $276.56 bill for water in the park in September 2005 and a $462.16 credit for water at the security house in September 2005).

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

Responding to the Danger of a Tsunami
Michael stated that Bill Barrons, Administrator, is revising the draft telephone tree that is designed to alert residents of Ocean Drive to a tsunami and that Bill will meet with the callers before testing the tree. Bill asked the board to suggest additional candidates for the telephone tree, especially full-time residents who live on the high roads of Surf Pines and are usually at home.

Following Up on a Complaint about Dogs Running Loose
Michael agreed to ask his committee to follow up on a complaint from member Jim Miller about unidentified dogs running loose on Ocean Drive by asking Jim to identify the dogs and the owners in a written complaint so that the board can respond to the complaint according to Section 8.1(e) of the Bylaws.

Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

Creating a Meeting Site for Surf Pines
Noting that his committee was divided on the question of whether to renovate the old gate house or remove it and that the board had not yet decided on renovation or removal, Al asked the board for a decision. After a discussion of the old building as a potential new site for board meetings, committee meetings, and other meeting of members of the Surf Pines community, Michael Wilkin moved that the association renovate the gate house inside to provide a meeting room, a kitchen, and a bathroom and outside with cedar-shake siding, landscaping, and additional parking. Al Beck seconded the motion. The board approved the motion by a vote of 4-0 and then referred the matter of creating a meeting site for Surf Pines to the Roads and Grounds Committee for planning and bidding.   

Preventing Driving on the High Surf Beach Path
Al outlined a plan for preventing driving on the High Surf beach path, where drivers on the beach are tempted by a low, open area in the dunes to drive east through the dunes to Surf Pines. The plan includes placing a “Driving on Dunes Prohibited” sign in the low open area to discourage drivers, placing a “Private Property: No Trespassing” sign where drivers have worn a false path to discourage them further, and mowing the true path to encourage walkers to follow it instead of the false path so that dune grass will re-cover the false path. Al added that Bill Barrons, Administrator, is seeking standard signs from the Oregon Department of Parks and Recreation.  

Considering a Streetlight on Lakeside Court
Al stated that, inasmuch as Pacific Power no longer installs and services streetlights on private property, Bill is researching the cost of installing a standard streetlight on Lakeside Court near the cluster of mailboxes. He added that Bill is also researching the feasibility of a solar-powered light.

Developing a Policy on Landscaping in the Roadside Right of Way
Commenting on the removal of trees in the roadside right of way at 89227 Manion Drive, Al stated that the committee is considering proposing a policy on landscaping in the roadside right of way. During discussion, the board agreed that a homeowner should confer with the chairperson of the Roads and Grounds Committee before removing trees in the roadside right of way.    

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

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported on work completed and work in progress.

Norma stated that the Annual Holiday Party is scheduled for Saturday, December 10, from 6:00 to 9:00 p.m. at the home of Jim and Sue Castner, 89661 Osprey Drive. Norma and the board thanked the Castners for offering their home as the site of the party.

Commenting on the times and places of committee meetings, Norma stated that the Community Relations Committee, which typically meets on a Saturday afternoon, recommends meeting at times that are convenient for working people and weekenders. She added that her committee, which typically meets in the comfort of her home, will continue to meet there until the old gate house is remodeled for meetings and the odor of cigarette smoke is removed.  

Work in progress by the Community Relations Committee currently includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently.

President’s Report
Don Kruger, President, explained that Treasurer Tom Wilcox, member Gene Bourquein, and he worked with the accountant, Susan Wood, to improve the association’s financial reports. On the basis of that work, Don proposed changes to the format of “Balance Sheet” and “Accounts Receivable” and the addition of a “Cash Flow” report. After he demonstrated these changes, the other members of the board welcomed them.         

Administrator’s Report
Bill Barrons, Administrator, reported that he scheduled a time and place for the next Annual Meeting—August 5, 2006, 9:00 a.m., Astoria Golf and Country Club—pending the board’s approval. The board approved the time and place.

Bill recommended a year-end bonus of $300 for Lynn Meyrick, Security. After a brief discussion, Michael Wilkin moved that the board accept Bill’s recommendation, Patrick Kelley seconded the motion, and the board approved it by a vote of 4-0. 

Old Business
Old business included consideration of a note from member Al Partridge and discussion of a suggested revision of the “Vehicle Speed” policy.

Note from Al Partridge
The board considered a note from member Al Partridge in which he stated that he disagreed with being assessed for his daughter Jennifer’s speeding on the roads of Surf Pines. After considering the note, the board agreed to assess the Partridges according to Article 9.6, “Collection,” in the bylaws and let Al and his daughter decide which one of them will pay the assessment. 

Suggested Revision of the “Vehicle Speed” Policy
Don Kruger, President, presented a suggestion from member Bob Knutsen that a driver who speeds should receive only a warning on his or her first offense, but then, if there is a second offense, the speeder should be assessed for both the first and the second offense. After due consideration, the board agreed that drivers on the roads of Surf Pines are already warned not to speed by signs at the north and south gates, warned by signs along the roads, warned by speed bumps along the roads, warned by notices in the Breeze—and that, instead of drivers needing another warning, they need to heed existing warnings and the speed limit.    

New Business
New business included a review of penalties for delinquent payments and an e-mail message from member Richard Schroeder.

Penalties for Delinquent Payments
After reviewing Article 9.6, “Collection,” in the bylaws and the SPA policy “Notices of Delinquent Payments,” the board agreed to consider these actions:

E-mail Message from Richard Schroeder
The board read an e-mail message from member Richard Schroeder regarding the relationship between Surf Pines and Pinehurst; read Don Kruger’s response in which Don offers to meet with Rich in an effort to improve the relationship between the two communities; and awaited, in turn, Rich’s response to Don. 

The meeting was adjourned at 6:40 p.m.
The next meeting is scheduled for December 19, 2005, at the old gate house.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
October 17, 2005, Seaside Library

Present:  Al Beck, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin

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

The minutes of the regular meeting on September 19, 2005, at the Seaside Library were unanimously approved as presented. The minutes of the special meeting on October 11, 2005, at the old gate house were unanimously approved with corrections. 

The agenda was unanimously approved with this addition:  under “New Business,” the topic “Old Gate House” 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. Discussion of the report generated these action items:

Tom proposed either increasing the amount of the monthly payment on the mortgage for the security house or paying down the mortgage with a lump sum. After discussing these proposals, the board decided not to depart from the annual budget that the membership approved at the Annual Meeting in 2005, but to refer the proposals to the Budget Committee in the spring of 2006.

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

Moving the Printer to the New Security House :
Michael stated that the radio connection of the printer has been completed and that the printer has been moved to the new security house.  

Responding to the Danger of a Tsunami:
Michael stated that members have purchased approximately 25 of the radio devices that the association is offering at cost to receive official notification of tsunami watches and warnings. He also stated that Bill Barrons, Administrator, is revising the draft telephone tree that is designed to alert residents of Ocean Drive to a tsunami and that Bill will meet with the callers before testing the tree.

Addressing Hunting near Surf Pines:
Michael stated that he and Don Kruger, President, represented Surf Pines at a second meeting with representatives of the Oregon Department of Fish and Wildlife (ODFW) and landowners from the east side of Sunset Lake. The purpose of the meetings, Michael reminded, is to address hunting near Surf Pines by encouraging the landowners to (1) post their properties “No Hunting” and (2) limit any hunters to the use of either shotguns or muzzleloaders. Although this second meeting was not as well attended as the first meeting, Michael noted that Herman Biederbeck of ODFW is actively promoting the purpose of the meetings by calling landowners.    

Monitoring Speed on the Roads of Surf Pines
Michael stated that the radar trailer was in action on Manion Drive in September to remind drivers of the speed limit on the roads of Surf Pines. He also stated that assessments of $94 each were recently levied against seven drivers for exceeding the speed limit.

 Work in progress by the Security Committee currently includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on work completed and work in progress.

 Repaving South Ocean Drive and Paving Pelican Lane
Al reported that the repaving project on south Ocean Drive and the paving project on Pelican Lane have been completed. Al stated that he and committee member Bob McWhirter monitored Bayview Transit Mix’s work and that both of them were satisfied with the quality of the work. The cost of the work was slightly above the amount of the bid, Al noted, because he requested additional repaving work at the west end of High Surf where it intersects with Ocean Drive and additional paving work on Pelican Lane. He emphasized, though, that the cost of the work was significantly below the amount that was projected by the committee before bids were received.      

Preventing Driving on the High Surf Beach Path
Al stated that Bill Barrons, Administrator, has determined that the state will approve placing driftwood logs at the west end of the High Surf beach path to prevent automobiles on the beach from driving up the path to Surf Pines. Al noted, though, that a permit from the state is required for hauling the driftwood logs.    

Considering Streetlights in the Shady Pines Area
Al stated that residents in the Shady Pines area, in response to a questionnaire, expressed little or no interest in the addition of streetlights, except for the possibility of a light on Lakeside Court near the cluster of mailboxes, where no power box exists. He noted that the committee will discuss the possibility of adding a light there with Pacific Power.   

Solving Problem Regarding Disposal of Garbage at Short-term Rental Homes
Al stated that the problem regarding the disposal of garbage at short-term rental homes, where renters put out bags of garbage when they leave on Sundays but the garbage is not collected until Fridays, is likely to be mitigated by the recent sale of the home that was the primary source of the problem.

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 Oktoberfest on Saturday, October 8, 2005, from 6:00 to 9:00 p.m. in the Pacific Grange Hall was a success with an attendance of approximately 40, good food, good drink, and a good time. The board thanked committee members Bonny Groshong, Robin Rhodes, Bonnie Rogie, and Tracy Sherrell for managing this successful event.   

Work in progress by the Community Relations Committee currently includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently, but that some work is progressing informally, including apparent approval of a fence that is being constructed on the Baradar’s property on Surf Pines Landing Drive.

President’s Report
Don Kruger, President, also reported on the meeting with representatives of ODFW and landowners from the east side of Sunset Lake to address hunting near Surf Pines. He emphasized Herman Biederbeck’s proactive work on behalf of Surf Pines.

Old Business
Old business included discussion of concerns about Measure 37 voiced by members Jack Faust, Dave Krieger, Ron Ragen, and Milt Stewart. During the discussion, Don Kruger, President, stated that he will ask counsel about the feasibility of amending the bylaws to address these concerns, as Jack Faust and his colleagues have proposed, and then to contact Jack.  

Remaining old business includes these action items for Bill Barrons, Administrator:  

New Business
New business included discussion of the old gate house. Visualizing the old gate house renovated inside with a meeting room, a kitchen, and a bathroom and outside with cedar-shake siding, landscaping, and additional parking, the board discussed the old building as a potential new site for board meetings, committee meetings, and other meetings of members of the Surf Pines community. The board agreed to hold its next meeting at the old gate house to test it as a site for meetings.         

The meeting was adjourned at 6:10 p.m.
The next meeting is scheduled for November 21, 2005, at the old gate house.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
September 19, 2005, Seaside Library

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

The meeting was called to order at 4:00 p.m.
The minutes of the regular meeting on July 18, 2005, at the Seaside Library were unanimously approved as presented. The minutes of the special meeting on August 6, 2005, at the Astoria Golf and Country Club were unanimously approved as presented.  And the minutes of the Annual Meeting on August 6, 2005, 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 as presented.

The board then considered these items:

Comments from the Membership
Although the members who were present had no comments, Don Kruger, President, read a letter from member Paul Peterson. The board noted Paul’s comments.    

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Tom Wilcox. During the discussion of the report, Bill Barrons, Administrator, stated that the software program used by the accountant, Susan Wood, does not readily enable her to omit credits from Accounts Receivable, and the board withdrew its request that she omit credits.

Tom Wilcox orally proposed increasing the amount of the monthly payment on the mortgage for the security house. Other members of the board asked Tom to present his proposal in writing before an upcoming meeting.    

Security Committee’s Report
Michael Wilkin, Chairperson of the Security Committee, reported that the committee has two new members: Joe Gallino and Bob McWhirter. Then he reported progress on the committee’s action items.

Responding to the Danger of a Tsunami
Michael stated that the association is offering radio devices at cost to members so that they can receive official notification of tsunami watches and warnings. He also stated that Bill Barrons, Administrator, is drafting a telephone tree to alert residents of Ocean Drive to a tsunami.

Addressing Hunting near Surf Pines
To address hunting near Surf Pines, Michael reported that representatives of Surf Pines met at the Seaside Library on August 25, 2005, with representatives of the Oregon Department of Fish and Wildlife (ODFW) and landowners from the east side of Sunset Lake. He stated that the representatives of ODFW seemed reluctant to consider administrative rules and statutes to prohibit the use of high-powered rifles for hunting near Surf Pines. But he also stated that the landowners seemed to understand that the use of rifles near Surf Pines is inappropriate and that they seemed to support a proposal to use only shotguns and muzzleloaders, both of which have significantly shorter ranges than rifles. As a result of the meeting, Michael summarized, steps are being taken to obtain the voluntary cooperation of the landowners to (1) post their properties “No Hunting,” so that any hunters will need permission from the landowners to hunt, and (2) limit any hunters to the use of either shotguns or muzzleloaders. During the upcoming hunting season, Michael concluded, the Security Committee will monitor the effectiveness of voluntary cooperation. 

Monitoring Speed on the Roads of Surf Pines
Michael stated that the radar trailer was in action on Manion Drive in August to remind drivers of the speed limit on the roads of Surf Pines. He also stated that eight drivers received notices during the month for exceeding the speed limit.   

Work in progress by the Security Committee includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported progress on the committee’s action items.

Repaving South Ocean Drive and Paving Pelican Lane
Al reported that the committee received two bids for repaving south Ocean Drive and paving Pelican Lane, one from Clean-Sweep Maintenance at $31,700.54 and the other from Bayview Transit Mix at $26,443.75; that the committee recommended Bayview Transit Mix’s lower bid to the board; and that the board unanimously accepted the lower bid in an online meeting on September 12, 2005. Al stated that he and committee member Bob McWhirter will monitor Bayview Transit Mix’s work on the paving projects.

Developing Additional Paths
Al stated that he and Bill Barrons, Administrator, are studying potential sites for additional paths, including paths from Sea Breeze Drive to Ocean Drive and from Manion Drive to Ocean Drive south of High Surf.

Solving Problem Regarding Disposal of Garbage at Short-term Rental Homes
Al stated that the committee is studying tentative solutions to a problem regarding the disposal of garbage at short-term rental homes where renters put out bags of garbage when they leave on Sundays but the garbage is not collected until Fridays.

Building a Bulletin Board for inside the North Gate
Al noted that Ken Weber created and built a bulletin board for inside the north gate and that Ken, Don Kruger, and he installed the bulletin board. The board thanked the committee for their work on this attractive and useful bulletin board. 

Repainting the Fire Hydrants
Al also noted that Tom Wilcox and a team of 12 volunteers repainted the 70 fire hydrants in Surf Pines. The board thanked Tom and the volunteers for their work.

Work in progress by the Roads and Grounds Committee includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported that the committee has two new members: Mauro and Roxanne Granziero. Then she reported progress on the committee’s action items.

Managing the Scheduled Social Events
Norma announced the time and place for an upcoming social event: Oktoberfest on Saturday, October 8, 2005, from 6:00 to 9:00 p.m. in the Pacific Grange Hall on Highway 101. She added that the committee is working now to establish a time and place for the Annual Holiday Party.  

Compiling Responses to the Survey
Norma stated that committee member Tracy Sherrell, who created the Surf Pines Association Survey for 2005, completed compiling the 172 responses to the survey and submitted a summary of the final results to the board. The board thanked Tracy for her work in creating the survey and compiling the informative responses.

Assisting the Administrator with the Association’s Directory
Norma stated that the committee, led by member Bonnie Rogie, completed its quarterly update of the Directory. Norma added that she will deliver the update to Susan Wood to be mailed to members with the quarterly statements.

Work in progress by the Community Relations Committee includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no formal report because it has not met recently, but that some work is progressing informally. Don agreed to review the relationship between the committee and the Surf Pines Association with Bob McWhirter, a member who lives in Surf Pines Landing.

President’s Report
Don Kruger, President, discussed a number of topics with the other members of the board:

Administrator’s Report
Bill Barrons, Administrator, reported that drivers who have been observed speeding by a sheriff’s deputy, as determined by radar measurement, have been notified of the board’s intent to levy assessments and offered opportunities to request hearings before the board.

Old Business
During the discussion of old business:

New Business
New business included renewal of the agreement with the administrator, Bill Barrons. Patrick Kelley moved to renew the agreement, Al beck seconded the motion, and the board unanimously approved it.

The meeting was adjourned at 6:20 p.m.
The next meeting is scheduled for October 17, 2005, at the Seaside Library.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Annual Meeting
August 6, 2005, 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 60 members present in person and 40 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; Tom Wilcox, Treasurer; and Al Beck, Director at Large. And Bill Barrons, Administrator, introduced himself.

At Don’s invitation, new members of the association who were present introduced themselves.    

The minutes of the Annual Meeting on August 7, 2004, at the Astoria Golf and Country Club were approved as presented.

Then members considered this agenda:

President’s and Committee’s Reports 

The president and committee chairpersons reported on their work from August 2004 to August 2005.

President’s Report

In the President’s Report, Don Kruger highlighted some of the association’s significant accomplishments during the year:

Don thanked the other members of the board, the committee chairpersons and committee members, and the administrator for their work during the year.

Roads and Grounds Committee’s Report

Explaining that the charge of the Roads and Grounds Committee is the maintenance and improvement of the roads and common grounds in Surf Pines, Al Beck, Chairperson, reported on some of the activities of the committee from August 2004 to August 2005:

Al thanked the members of the committee for their work:  Burr Allegaert, Wayne Fleming, Bob McWhirter, and Ken Weber.  The membership thanked the committee with applause.   

Security Committee’s Report

Explaining that the charge of the Security Committee is the safety and security of residents and property in Surf Pines, Michael Wilkin, Chairperson, reported on some of the activities of the committee from August 2004 to August 2005:

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

Commenting on the breach of security that occurs when vehicles on the beach drive east on the beach paths, including one vehicle that recently drove east on the High Surf path all the way to the Newlands’ home on Ocean Drive, Milt Stewart and Roger Masse, members, asked for signage on the beach paths indicating that driving on the dunes is prohibited. 

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 2004 to August 2005:

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

Explanation of Voting Procedures

Bill Barrons, Administrator, explained the procedures for voting for a director and on the proposal to change the road impact fee, the annual budget, and any other business.

Election of Director

Patrick Kelley, chairing the meeting during this section of the agenda, stated that one member of the Board of Directors was to be elected to replace Don Kruger, whose term was expiring.  After introducing the members of the Nominating Committee, who included Doug Barker, Mary Remensnyder, and Ken Weber, Patrick stated that the committee nominated two candidates for the one position on the board:  Don Kruger and Bob McWhirter. Patrick invited additional nominations from the floor.  With no additional candidates nominated from the floor, the membership voted as follows:
    Don Kruger                  64  
    Bob McWhirter            26

Don Kruger was reelected to the board.

Proposal to Change the Road Impact Fee

In his capacity as president, Don Kruger presented a recommendation from the board to the membership for increasing the road impact fee for the construction of a new home from a flat fee of $250 to $0.50 per square foot of living area (excluding porches, decks, and garages). Milt Stewart, member, moved approval of the recommendation and Mel Rogie, member, seconded the motion. After discussion established that the change applies only to new construction (including new construction after a “tear down”) and that it becomes effective on September 1, 2005, the motion passed by a vote of 82 to 10.   

Treasurer’s Report

Tom Wilcox, Treasurer, presented the treasurer’s report. The report was approved as presented, though more than one member suggested including a balance sheet as part of the report next year. 

Annual Budget for 2005-2006

In his capacity as treasurer, Tom Wilcox introduced the members of the Budget Committee, who included Norma Keever, Don Kruger, Kaye Lockett, Jean Parker, Dave Schiele, and Ken Weber. Then Tom presented the annual budget for 2005-2006, as prepared by the Budget Committee and recommended by the board for the approval of the membership. Ken Weber, member, moved approval of the annual budget and Justine Braestrup, member, seconded the motion. During discussion, Bob Gazewood, member, suggested a clearer distinction between operating expenses and reserves and, specifically, a clearer presentation of the proposed $25,000 expenditure from reserves to reduce the mortgage on the new Security house. After discussion, the budget, including total income of $148,675, total operating expenses of $102,400, and total reserves of $48,500, was approved by the membership by a vote of 88 to 4.  

Other Business

In other business, Robin Rhodes, member, announced an organizational meeting to form a Sunset Lake Committee. Membership on the committee, Robin stated, is open to residents of Surf Pines and others who live either on or near the lake.

Alice Gustafson, member, announced the publication of Sand Dunes to Surf Pines, her history of Surf Pines from circa 1805 to circa 1970. Offering the book for sale after the meeting, Alice stated that proceeds after expenses are covered will be contributed to the Clatsop County Historical Society.

John and Justine Braestrup, members, noting that Pinehurst soon will be managed by its members, urged the Surf Pines Association to work with the new Pinehurst association to improve access between the two communities. On the same subject, Milt Stewart, member, stated that the downed fence between the two communities reflects negatively on both of them.

Finally, Ken Weber, member, criticized the attitude and the work of Lynn Meyrick, Security.

The meeting was adjourned at 10:45 a.m. 

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
July 18, 2005, Seaside Library

Present:  Al Beck, Patrick Kelley, Don Kruger, Tom Wilcox; 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 June 20, 2005, at the Seaside Library were approved as presented.
The agenda was approved as presented.
The board then considered these items:

Comments from the Membership (The members who were present had no comments. )  

Treasurer’s Report
The treasurer’s report was approved as presented by Tom Wilcox. During the discussion of the report, the board agreed that Accounts Receivable would be clearer if credits were omitted. Bill Barrons, Administrator, agreed to discuss with the accountant, Susan Wood, whether her software program enables credits to be omitted from Accounts Receivable. Noting, though, that the actual expense exceeded the budgeted expense for Accounting-Labor during the past fiscal year, the board agreed that Susan should be asked to omit credits only if she could make this change easily and inexpensively.

Security Committee’s Report
Bill Barrons, Administrator, reported for the Security Committee in the absence of its chairperson, Michael Wilkin, who was in the United Kingdom after the death of his father. Bill stated that the committee did not meet during Michael’s absence.  

Don Kruger, President, nevertheless reported potential progress on one of the committee’s action items:  addressing hunting near Surf Pines. Don stated that Herman Biederbeck of the Oregon Department of Fish and Wildlife, Tillamook, has scheduled a meeting with landowners from south of Surf Pines Lane to north of Sunset Beach Lane to discuss elk management policies on August 25, 2005, at the Seaside Library.   

Work in progress by the Security Committee includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, reported on a recommendation to the board regarding an adjustment of the Road Impact Fee, a request for a variance, and progress on the committee’s action items.

Recommendation Regarding an Adjustment of the Road Impact Fee
Al stated that, after considering the board’s request to review the current Road Impact Fee to determine if it should be adjusted in light of the costs of road maintenance and repairs, the committee recommended to the board a fee of $0.50 per square foot of living area in a new home, a change from the current flat fee of $250. Al moved that the board recommend to the membership at the Annual Meeting a Road Impact Fee of $0.50 per square foot of living area in a new home; Don Kruger seconded the motion; and, after discussion, the motion passed by a vote of 4-0.

Request for a Variance
Al distributed copies of a letter from members Rob and Bev Levy, 89763 Sea Breeze Drive, in which they request that the association support their application for a variance from Clatsop County on their property that will permit them to reduce their side yard on Horizon so that they can build a new garage. Noting that the committee did not object to the variance and that the garage would be 38 feet from the pavement of Horizon, the board agreed to support the Levy’s application for the variance with Bill Barrons, Administrator, to write a letter of support for Don Kruger to sign as president.

Progress on Action Items
During Al’s report on progress on the committee’s action items, Al stated that Steve Olstedt granted an easement for an additional path. Bill Barrons, Administrator, stated that the bulletin board for the north gate is being built. And Tom Wilcox, who volunteered to lead an effort to repaint the 70 fire hydrants in Surf Pines, stated that a team of volunteers made so much progress on Saturday, July 16, 2005, that he expects the work to be completed within the week.

Work in progress by the Roads and Grounds Committee includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported progress on the committee’s action items.

Managing the Scheduled Social Events and the Annual Garage Sale
Norma stated that the Annual Surf Pines Garage Sale on Saturday, July 2, 2005, was a success with 20 garages in Surf Pines open for business and some members with sales totals in four figures. The board thanked Katie Weber, the committee member who manages the Annual Garage Sale, for her work.

Norma also stated that the Annual Surf Pines Picnic in the Park on Sunday, July 3, 2005, was a success with a record attendance of 117. Although Norma offered criticism of some aspects of the picnic, including a shortage of hamburgers and hotdogs, the board offered nothing but praise for the committee’s work in sponsoring this premier social event.

And Norma announced times and places for these upcoming social events:
Annual Surf Pines Ice-Cream Social on Saturday, August 20, 2005, from 2:00 to 5:00 p.m.
Oktoberfest on Saturday, October 8, 2005, from 5:00 to 8:00 p.m. at the Pacific Grange Hall on Highway 101 

Compiling Responses to the Survey
Norma stated that approximately 60 surveys have been returned and that committee member Tracy Sherrell, who created the survey, is compiling the responses. With Tracy’s written summary of responses to date scheduled to be available to members at the Annual Meeting on August 6, 2005, Don Kruger, President, requested that Tracy provide the board with an advance copy of the summary by August 1, 2005. The board thanked Tracy again for her work (and her patience) in creating the survey and compiling the responses.

Assisting the Administrator with the Association’s Directory
Finally, Norma stated that the committee volunteered to prepare quarterly a “Changes” page for the Directory. The committee’s plan includes Susan Wood’s sending changes to Bonnie Rogie via e-mail; Bonnie’s preparing the “Changes” page in the same format as the other pages of the Directory; and the committee’s photocopying the page, folding it, and delivering it to Susan to mail with the quarterly statements.  

Work in progress by the Community Relations Committee includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no report because it has not met recently.

President’s Report
Don Kruger, President, reported that Robin Rhodes, member, will announce during the Surf Pines Association’s Annual Meeting an organizational meeting of the Sunset Lake Committee, which is to be held on August 6, 2005, from 12:00 noon to 2:00 p.m. at Bakery & Deli by the Sea, 33223 Sunset Beach Lane. 

Administrator’s Report
Bill Barrons, Administrator, distributed copies of a letter from counsel Dan Van Thiel indicating progress toward his filing the quiet-title action that the board requested in March 2005 regarding property at the old south pump station.

Old Business (There was no old business.)

New Business
New business included two complaints about dogs.

Complaint about Dogs Running Loose
Jim Miller, member, complained about dogs running loose on Ocean Drive. Don Kruger, President, asked Bill Barrons, Administrator, to ask Jim to identify the dogs and the owners in a written complaint so that the board can respond to his complaint according to Section 8.1(e) of the Bylaws.

Complaint about Dogs Barking
Numerous members who live on Manion Drive, Sea Breeze Drive, and Surf Pines Landing Drive complained about dogs barking at 89780 Manion Drive. Don Kruger asked Bill Barrons to write a letter for Don’s signature to inform the owner that, according to a Clatsop County ordinance, dogs are a nuisance if they disturb any person by either frequent or prolonged barking. Don also asked Bill to send a copy of the letter to Clatsop County Animal Control.

The meeting was adjourned at 5:20 p.m.
The next meeting, a special meeting, is scheduled for August 6, 2005, immediately after the Annual Meeting, at the Astoria Golf and Country Club.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
June 20, 2005, Seaside Library

Present:  Al Beck, Patrick Kelley, Don Kruger, Tom Wilcox; 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 May 16, 2005, at the Seaside Library were approved as presented.
The agenda was approved as presented.
The board then considered these items:

Comments from the Membership  (The members who were present had no comments.)   

Treasurer’s Report
The treasurer’s report was approved as presented by Tom Wilcox.
Tom re-presented the association’s proposed annual budget with the numbers and the format finalized. During a review of the budget, the board offered one correction, correcting a typographical error in a number on line 71. Tom moved approval of the budget for submission to the membership at the Annual Meeting; Patrick Kelley seconded the motion; and, with Michael Wilkin absent, the board approved the motion by a vote of 4-0.

Security Committee’s Report
Bill Barrons, Administrator, reported for the Security Committee in the absence of its chairperson, Michael Wilkin. Bill reported progress on the committee’s action items.
 

Responding to the Danger of a Tsunami
Bill stated that, assuming some positive responses to the question in the “Surf Pines Association Survey” that asks members if they might be interested in purchasing a $50 radio device for receiving official warnings of a tsunami, the committee will bring a sample of the radio device to the Annual Meeting. 

In light of board discussion of an informal telephone tree that was created on the spot in response to the tsunami watch and warning on June 14, 2005, Bill stated that he will ask the committee to consider creating a formal telephone tree.

Addressing Hunting near Surf Pines
In an effort to facilitate a meeting of Herman Biederbeck of the Oregon Department of Fish and Wildlife, Tillamook, and a small number of landowners and residents to discuss the problem of hunting on the west side of U.S. Highway 101 near Surf Pines, Bill stated that he sent Biederbeck a letter listing the major landowners from south of Surf Pines Lane to north of Sunset Beach Road and suggested a meeting before the end of June 2005.

Considering the Use of Flashing Lights on the Gates
Bill stated that a sample tube light to test on a gate has been ordered but has not yet been received.

 Considering Opening the Gates at Times of Peak Use
Bill stated that, during the committee’s discussion of opening the gates at times of peak use, a majority agreed that most members of the association want the gates closed as much as possible—that the closed gates are a reason why they choose to live in a “gated community.”

Work in progress by the Security Committee includes:

Roads and Grounds Committee’s Report
Al Beck, Chairperson of the Roads and Grounds Committee, led a discussion of “Surf Pines Pavement Management Plan” and reported progress on the committee’s action items.
 

Considering “Surf Pines Pavement Management Plan”
Al led a discussion of “Surf Pines Pavement Management Plan” by Mike Caccavano and Holli Pick of West Ridge Engineering, Astoria. This document reports on the current condition of the roads of Surf Pines and presents a plan for maintaining and repairing the roads during the next six years. Discussion focused on the high quality of the plan and the fact that it provides an authoritative basis for decisions regarding maintenance and repair.

During discussion of the plan, the board asked the committee to review the current $250 Road Impact Fee, which is  payable on commencement of construction of a new home, to determine if it should be adjusted in light of the costs of maintenance and repairs that are presented in the plan. 

Overseeing Work on a List of Maintenance Projects
Al stated that the committee added paving the south end of the second island on Surf Pines Landing Drive to a list of maintenance projects to be performed by Clean Sweep.

Developing Additional Paths
Al stated that the committee is continuing its effort to establish paths between Manion Drive and Ocean Drive and Sea Breeze Drive and Ocean Drive, an effort that includes negotiating easements and wetlands.

Monitoring “Carter Road”
Bill Barrons, Administrator, and Al distributed a copy of a letter from Kathleen A. Sellman, Clatsop County’s Community Development Director, to member Marlys Carter, Hillsboro, Oregon, regarding “Carter Road.” In the letter, Sellman advises Carter of two items requiring “immediate attention”:

The board asked Bill and the committee to monitor “Carter Road.”  

Work in progress by the Roads and Grounds Committee includes:

Community Relations Committee’s Report
Norma Keever, Chairperson of the Community Relations Committee, reported progress on the committee’s action items.

Completing the Survey
Norma stated that committee member Tracy Sherrell has completed the “Surf Pines Association Survey.” Noting that the survey is to be mailed to members with the quarterly dues statement for July, she stated that responses to the survey will be compiled as surveys are returned and then presented at either the Annual Meeting in August or in the October Breeze or in both places. The board thanked Tracy for her work (and her patience) in creating the survey. 

Managing the Scheduled Social Events and the Annual Garage Sale
Norma stated that Katie Weber, the committee member who manages the Annual Garage Sale, which is scheduled for Saturday, July 2, 2005, is ready for it and that the committee is at work on preparations for the Annual Picnic on Sunday, July 3, 2005.  

Assisting the Administrator with a New Edition of the Association’s Directory
Finally, Norma stated that Bonnie Rogie and the other members of the committee have completed a new edition of the association’s Directory. The board and Bill Barrons, Administrator, thanked Bonnie and the other members of the committee for their work.   

Work in progress by the Community Relations Committee includes:

Surf Pines Landing Architectural Review Committee’s Report
Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no report because it has not met recently.

President’s Report (Don Kruger, President, stated that he had no current business to report.)

Administrator’s Report (Bill Barrons, Administrator, stated that he had no current business to report.)

Old Business (There was no old business.)

New Business (There was no new business.)

 The meeting was adjourned at 5:35 p.m.

The next meeting is scheduled for July 18, 2005, at the Seaside Library.

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
May 16, 2005, Seaside Library

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

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

The minutes of the regular meeting on April 18, 2005, at the Seaside Library were approved as presented.

The agenda was approved with this addition:  under “President’s Report,” the topic “Nominating Committee” was added.

The board then considered these items:

Comments from the Membership

The members who were present had no comments.  

Treasurer’s Report

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

Tom also presented the association’s proposed annual budget, which was prepared for the 2005-2006 fiscal year by the Budget Committee, including Norma Keever, Don Kruger, Kaye Lockett, Jean Parker, Dave Schiele, and Ken Weber.  

Discussion of the proposed budget focused on a proposal to pay down the note on the gate house by $25,000. After discussion, the board approved the proposed annual budget for submission to members at the Annual Meeting, approving not only the numbers in the budget, but also a revised format that clearly shows members the costs in each of the various areas, including administration, security, roads and grounds, and community relations. With Michael Wilkin not yet present at the meeting, the board approved the proposed budget by a vote of 4-0.

The board also approved by a vote of 4-0 increasing the monthly payment on the note on the gate house from $650 to $1,000 beginning with the next payment.

And, finally, because the association’s money-market account at Capital One slightly exceeds $100,000, the maximum insured by the Federal Deposit Insurance Corporation, the board approved by a vote of 4-0 moving $25,000 from that account to a 13-month certificate of deposit at U.S. Bank.

Security Committee’s Report

Present in time for the Security Committee’s report, Michael Wilkin, Chairperson, reported progress on the committee’s action items.

Responding to the Danger of a Tsunami

Following up on the strategy of responding to the danger of a tsunami by educating members through the Breeze and encouraging them to use National Oceanic and Atmospheric (NOAA) weather radios that are equipped to warn of a tsunami, Michael stated that Bill Barrons will bring to the committee’s next meeting for its consideration a $70 Radio Shack/NOAA receiver that can be purchased in small quantities for about $50 by the association, provided at cost to members who want to purchase it, and supported for members.

Addressing Hunting near Surf Pines

Michael stated that the committee met with Herman Biederbeck of the Oregon Department of Fish and Wildlife, Tillamook, who agreed to organize a meeting with a small number of landowners and residents to discuss the problem of hunting on the west side of U.S. Highway 101 near Surf Pines. Michael added that Bill Barrons is to provide Biederbeck with a representative list of landowners and residents by the end of May.

Considering the Use of Flashing Lights on the Gates

Michael stated that the committee, having agreed that a light should be placed on each exit gate to operate when the gate is moving, is pricing and experimenting with tube lights and alternatives.

Considering Opening the Gates at Times of Peak Use

Michael stated that Bill Barrons will bring to the committee’s next meeting data on peak use from the vehicle count in 2001.

Work in progress by the Security Committee includes:

Roads and Grounds Committee’s Report

Al Beck, Chairperson of the Roads and Grounds Committee, led a discussion of a request and reported progress on the committee’s action items.

Considering Request for Permission to Top Trees in Association’s Right-of-Way

Al led a discussion of a request from member Don Magnusen, 33212 High Surf, for permission to top trees in the association’s right-of-way at the Newlands’ home, 89412 Ocean Drive, with the Newlands’ approval. Emphasizing that it will not support improving one member’s ocean view to the detriment of another member, the board noted the importance of written approval from the Newlands and endorsed numerous conditions set by the Roads and Grounds Committee in response to this request, including not topping any tree to an elevation lower than the highest point of the roof of the Newlands’ home, not topping any tree so severely that it will not survive, topping the trees to different elevations to preserve a natural look, and consulting on the arborist.      

Overseeing Work on a List of Maintenance Projects

Al presented a list of maintenance projects to be performed by Clean Sweep, including numerous smaller projects to be paid for from the Roads and Grounds budget and two larger projects, paving Pelican Lane and preventing puddling at 89066 Ocean Drive, to be paid for from reserve funds if the board approves.  

Completing Estimates for Either Removing or Renovating the Old Gate House

Al presented the committee’s estimates for either removing or renovating the old gate house:

He stated that these options will be presented to members in the upcoming “Surf Pines Association Survey.”

Developing Additional Paths

Al stated that Bill Barrons will follow up with Steve Oldstedt on the association’s request for an easement that is required to develop a path between Manion and Ocean Drives.

Work in progress by the Roads and Grounds Committee includes:

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported for the committee. Discussion focused on the “Surf Pines Association Survey,” which is being prepared by committee member Tracy Sherrell. As the board reviewed the draft survey, Bill Barrons and Norma recorded suggested revisions to forward to Tracy.

The board agreed that the finished copy of the survey will be sent to members with the quarterly dues statement on July 1, 2005, and that members will be asked to return the survey with their dues payments by July 31, 2005. Patrick Kelley noted that Tracy, who is experienced at preparing surveys and analyzing the responses, volunteered to analyze the responses from this survey.   

Work in progress by the Community Relations Committee includes:

Surf Pines Landing Architectural Review Committee’s Report

Don Kruger, the Surf Pines Association’s representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no report because it has not met recently.

President’s Report

Noting that his term as a member of the board expires in August 2005, Don Kruger, President, reported that he appointed a Nominating Committee:

Don added that he asked the committee to nominate candidates by June 1, 2005, and that he asked Patrick Kelley, in his capacity as corporate secretary, to receive the committee’s report and manage the election.

Patrick stated that Ken Weber, Chairperson of the Nominating Committee, reported to him that the committee is meeting, that it has already secured agreement from at least two candidates to stand for election, and that it will submit the names of all candidates on its slate by May 31, 2005.

Administrator’s Report  

Bill Barrons, Administrator, reported on manufactured housing and short-term rentals.

Manufactured Housing

Responding to the board’s request that he ask counsel if the association can restrict manufactured housing from Surf Pines by specifying in the bylaws that homes are to be stick-built on site (instead of factory built and transported to the site), Bill reported that counsel doubts that an addition to the bylaws would be effective, especially because the bylaws are unrecorded. Al Beck stated that his own research on county rules and regulations makes him more optimistic than counsel that the association can restrict manufactured housing from Surf Pines. Patrick Kelley suggested referring the matter to the informal Surf Pines lawyers’ committee.

Short-Term Rentals

 Bill distributed a copy of a letter that he sent to Beachhouse Vacation Rentals, Inc, with copies to members Steven Gordon and Dan Lyche, reminding them that, per Clatsop County rules and regulations and the Surf Pines Owners’ Information Guide, short-term rentals of homes are to be for no less than one week.

Bill also distributed a copy of a letter that he received in response from Erin Barker, Beachhouse Vacation Rentals, Inc. She states in the letter that Beachhouse is “very aware of county rules and regulations with respect to short-term rentals and make[s] every effort to follow all of the applicable rental rules according to the county regulations and association rules that include the length and term of a rental….” Bill stated that he received a telephone call from Laura Gordon during which she assured him that the Gordons are likewise aware of the rules and regulations with respect to short-term rentals and follow them.

Old Business

There was no old business.

New Business

There was no new business.

The meeting was adjourned at 6:35 p.m.

The next meeting is scheduled for June 20, 2005, at the Seaside Library

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
April 18, 2005, Seaside Library

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

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

The minutes of the regular meeting on March 24, 2005, at the Seaside Library were unanimously approved with this revision:

In “Security Committee’s Report,” a verb was revised from present tense to future tense:  “Michael stated that the Security Committee, in response to the danger of a tsunami, is considering a strategy based on the use of a National Oceanic and Atmospheric Administration (NOAA) weather radio…” was revised to “Michael stated that the Security Committee, in response to the danger of a tsunami, will consider a strategy based on the use of a National Oceanic and Atmospheric Administration (NOAA) weather radio….”  

The agenda was unanimously approved as presented.

The board then considered these items:

·          Comments from the Membership
·          Treasurer’s Report
·          Security Committee’s Report
·          Roads and Grounds Committee’s Report
·          Community Relations Committee’s Report
·          Surf Pines Landing Architectural Review Committee’s Report
·          President’s Report
·          Administrator’s Report
·          Old Business
·          New Business

Comments from the Membership

The members who were present had no comments. But Tom Wilcox (wearing, as he said, his member’s hat instead of his director’s hat) apologized for any misunderstanding about the letter that was included as new business at the regular meeting on March 24, 2005.    

Treasurer’s Report

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

Tom announced that six members volunteered to serve on the ad hoc Budget Committee: 

o         Norma Keever
o         Don Kruger
o         Kaye Lockett
o         Jean Parker
o         Dave Schiele
o         Ken Weber

The board reviewed the remaining calendar for establishing the association’s budget for the 2005-2006 fiscal year: 

April 30: Deadline for standing committees to submit budget requests
May 11:                  Budget Committee meeting
May 16:                  Deadline for Budget Committee to submit draft budget to board
June 20:                  Deadline for board to approve budget for submission to members at Annual Meeting        

Security Committee’s Report

Michael Wilkin, Chairperson of the Security Committee, reported progress on the committee’s action items.

Responding to the Danger of a Tsunami

Michael stated that the committee, in response to the danger of a tsunami, is now considering a strategy that includes educating members through the Breeze and encouraging them to use National Oceanic and Atmospheric (NOAA) weather radios that are equipped to warn of a tsunami.

Addressing Hunting near Surf Pines

Michael stated that the committee met with Clyde Thompson, a former employee of the Oregon Department of Fish and Wildlife (ODFW), who recommended addressing hunting near Surf Pines by requesting an amendment to the definition of the Saddle Mountain Wildlife Unit so that all land west of U.S. Highway 101, from South Seaside to the Astoria Bridge, is excepted from this hunting unit as Seaside, Gearhart, Warrenton, Camp Rilea, and Fort Stevens State Park are now excepted.

Considering the Use of Flashing Lights on the Gates

Michael stated that the committee, presented with an estimate of $2500 for adding flashing lights on the gates, decided to move the existing lights so that they will be more visible to drivers and then reconsider the use of flashing lights after two months. 

Considering the Use of Tiger Teeth Instead of Exit Gates

Michael stated that the committee, presented with an estimate of $3750 for tiger teeth, deferred a decision on replacing the exit gates with tiger teeth until the gates must be replaced.

Work in progress by the Security Committee includes:

Roads and Grounds Committee’s Report

Burr Allegaert, Chairperson of the Roads and Grounds Committee, reported progress on the committee’s action items.

Overseeing Work on a List of Small Maintenance Projects

Burr stated that the committee expanded the list of small maintenance projects for Clean Sweep from three items to nine items. He presented a list of the projects, which range from eliminating puddles to rebuilding the speed hump that is inside the south exit gate.

Completing Estimates for Both Removing and Remodeling the Old Gate House

Burr stated that the committee is completing two estimates, one for removing the old gate house and the other for remodeling it for use by members of the association. He added that the committee intends to present in the “Surf Pines Association Survey” a rationale and an estimate for each option and then determine from the results of the survey which option members of the association prefer.

Preventing Driving on the High Surf Beach Path

Burr stated that efforts continue to prevent driving on the High Surf beach path by blocking it with either a stump or a log. He noted that a permit is required, but easy to obtain.

Other work in progress by the Roads and Grounds Committee includes:

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported that the Pinot Party on April 16, 2005, was a success. Hosted by members Mauro and Roxanne Granziero, the party was attended by 37 members, including new members and long-time members who do not usually attend social events in Surf Pines. The board thanked the Granzieros for hosting the party.  

Norma also reported on the activities of individual members of the committee. Tracy Sherrell completed the first draft of the “Surf Pines Association Survey.” Bonnie Rogie walked all of the roads of Surf Pines, with the upcoming new edition of the Directory in hand, to proofread addresses. Bonny Groshong volunteered to serve on the Budget Committee (with Norma as her backup). And Katie Weber is planning the 3^rd Annual Surf Pines Garage Sale.

Work in progress by the Community Relations Committee includes:

Surf Pines Landing Architectural Review Committee’s Report

Burr Allegaert, the Surf Pines Association’s designated representative on the Surf Pines Landing Architectural Review Committee, reported that the committee had no report because it has not met recently.

President’s Report

Noting that his term as a member of the board expires in August, Don Kruger, President, reported that he intends to appoint a Nominating Committee by the end of April 2005 and ask the committee to nominate candidates by June 1, 2005. When Don stated that he is willing to be nominated himself, Michael Wilkins recommended that, after Don appoints the Nominating Committee, he ask the corporate secretary to receive the committee’s report and manage the election.   

Administrator’s Report    

The administrator’s report included the results of research on state and county rules and regulations regarding manufactured homes and a request to vacate property.

State and County Rules and Regulations Regarding Manufactured Homes

Bill Barrons, Administrator, reported that state and county rules and regulations indicate that a manufactured home is a style of single-family home that is permitted in areas that are zoned for single-family homes. Defining a manufactured home as a home that is factory-built and then transported to its site, the board asked Bill to ask counsel if the bylaws can specify that homes in Surf Pines are to be stick-built on site.

Norma Keever and the board noted that the configuration of the gates virtually prevents transporting a manufactured home into Surf Pines.

Request to Vacate Property

Bill also reported that he received no response to a letter in which he advised Bill Durig, who made an oral request regarding vacating property on North Sea Breeze Drive, that a written request and a legal description of the property are required before the board can consider the request.

Old Business

There was no old business.

New Business

New business included electing a director to replace Burr Allegaert, who recently announced that he is resigning from the board, because, as he wrote, after nine years of work on behalf of the association, “it’s time for a rest.”  The board thanked Burr for his years of significant service and encouraged him to attend future meetings.

To replace Burr, Michael Wilkin nominated Alan Beck, an active member of the Roads and Grounds Committee. The board unanimously elected Al to a term that begins on April 30, 2005, when Burr’s resignation is effective, and ends in August 2007.

As the president, Don Kruger then appointed Al to succeed Burr as the chairperson of the Roads and Grounds Committee.  

The meeting adjourned at 5:20 p.m.

The next meeting is scheduled for May 16, 2005, at the Seaside Library

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association, Regular Meeting of the Board of Directors
March 24, 2005, Seaside Library

Present:  Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; members Bonnie Rogie and Tracy Sherrell; administrator Bill Barrons

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

The minutes of the regular meeting on February 21, 2005, at the Seaside Library were unanimously approved with this revision:

In “Roads and Grounds Committee’s Report,” the first item in the list of work recently completed by the committee, “Preparing an RFP…” was revised to “Preparing a Request for Proposal (RFP)….”

The agenda was unanimously approved as presented.

The board then considered these items:

Comments from the Membership

The members who were present, Bonnie Rogie and Tracy Sherrell, had no comments. But members of the board had comments for Bonnie, praising her work in preparing an attractive draft of an updated Directory.  

Treasurer’s Report

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

The board reviewed this calendar for establishing the association’s budget for the 2005-2006 fiscal year:

April 1:                   Invitation in Breeze to volunteer for ad hoc Budget Committee

April 15: Deadline for volunteers to contact board member

April 30: Deadline for standing committees to submit budget requests

May 16:                  Deadline for Budget Committee to submit draft budget to board

June 20:                  Deadline for board to approve budget for submission to members at Annual Meeting  

Security Committee’s Report

Michael Wilkin, Chairperson of the Security Committee, reported that the committee did not meet during the month; but that he attended a meeting on tsunami preparedness that was hosted by Congressman David Wu.

Michael stated that the Security Committee, in response to the danger of a tsunami, is considering a strategy based on the use of a National Oceanic and Atmospheric Administration (NOAA) weather radio equipped with an alarm tone that warns of a tsunami. The strategy, he explained, includes selecting a particular model of NOAA weather radio, stocking the radio, providing it to members who want to purchase it, and supporting it for members in the same way that gate transmitters are stocked for, provided to, and supported for members.

Work in progress by the Security Committee includes:

Roads and Grounds Committee’s Report

Administrator Bill Barrons reported for the Roads and Grounds Committee in the absence of its chairperson, Burr Allegaert. Bill reported on the proposal that the committee received in response to its Request for Proposal (RFP) for a review of the condition of the roads of Surf Pines and recommendations regarding scope and schedule for maintenance and repair.

Because the proposal from Mike Caccavano of West Ridge Engineering was fully responsive to the RFP at a cost of $7,200 ($7,950 with optional items), Bill recommended that the board accept it. Michael Wilkin moved acceptance of the proposal (including the optional items, if the committee decides to include them); Patrick Kelley seconded the motion; and the board unanimously approved acceptance.  

Other work in progress by the Roads and Grounds Committee includes:

Community Relations Committee’s Report

Committee member Tracy Sherrell reported for the Community Relations Committee in the absence of its chairperson, Norma Keever. Tracy reported on the schedule of social events that the committee has planned for 2005 and a proposed survey of members of the association that is in the planning stage.

The board complimented the committee on its ambitious schedule of social events.

Discussion of the proposed survey focused on these criteria:

The board agreed that the survey could be sent to members with a dues statement and returned by members with their dues.

Other work in progress by the Community Relations Committee includes:

Surf Pines Landing Architectural Review Committee’s Report

In the absence of Burr Allegaert, the Surf Pines Association’s designated representative on the Surf Pines Landing Architectural Review Committee, Bill Barrons, Administrator, reported that the committee had no report because it has not met recently.

President’s Report

Don Kruger, President, reported that the Surf Pines Water Association transferred ownership of approximately 3 acres at the old south pump station to the Surf Pines Association and that ownership of a 30-foot right-of-way in the middle of the property should be clarified. Bill Barrons, Administrator, noted that legal counsel recommended a suit to “quiet title” at a cost of approximately $2,000. Patrick Kelley moved that the board ask counsel to initiate the suit to “quiet title,” Don Kruger seconded the motion, and it was approved by a vote of 3-0. (Stating that he has a personal interest in the property, Tom Wilcox abstained.)   

Administrator’s Report    

The administrator’s report included consideration of the cost of mailing the Annual Meeting notice, a recommendation regarding the work week for Security, research on the ramifications of Measure 37, and research on county rules and regulations regarding manufactured homes.

Cost of Mailing Annual Meeting Notice

Bill Barrons, Administrator, led a discussion of the cost of mailing the updated Directory and the updated handbook with the Annual Meeting notice.  The discussion established that, per Article 4.3 of the Bylaws, the Annual Meeting notice must be mailed first class. But the board considered a suggestion from Tracy Sherrell, member, that the Annual Meeting notice might be mailed on a first class postcard and that the agenda, the Directory, the handbook, and any other enclosures might be mailed third class.

Work Week for Security

Noting that Lynn Meyrick, Security, is a non-exempt employee, Bill stated that Lynn records the time that he works. Bill recommended that the board establish the work week for Security as beginning on Thursday at 12:01 a.m. and ending at 12:01 a.m. on the following Thursday. The board unanimously accepted the recommendation   

Ramifications of Measure 37

Bill reported on his research regarding the ramifications of Ballot Measure 37 for Surf Pines. He stated that his research, which is specific to the west side of Ocean Drive, indicates that two current owners purchased their properties before any restrictions existed regarding either land use or the active dune line and that four more current owners purchased their properties before the current restrictions were established. The board considered the results of Bill’s research.

County Rules and Regulations Regarding Manufactured Homes

Finally, Bill reported that he is researching a question from Michael and Beverly Cole, members, regarding county rules and regulations on locating a manufactured home in Surf Pines.

Old Business

Old business included final disposition of an offer of special membership and consideration of a request to vacate property.

Offer of Special Membership  

Bill Barrons, Administrator, reported that Craig and Dana Weston did not accept by the deadline an offer of special membership to make their property at 33232 Surf Pines Lane a part of Surf Pines and that the controlling agreement with them is therefore the easement that the association granted to them in July 1989. This easement, on file with the county in Book 722, page 508, grants them access to their home but requires them to pay the same quarterly dues and assessments that are paid by regular members of the association.

Request to Vacate Property

In receipt of an oral request to vacate property on North Sea Breeze, the board asked Bill Barrons to advise Bill Durig, member, that a written request and a legal description of the property are required before the request to vacate can be considered.

New Business

New business included a letter from Tom and Nancy Wilcox in which they stated that they might be interested in trading their vacant lot next to the Surf Pines Park for property at the old south pump station that the Surf Pines Water Association recently transferred to the Surf Pines Association. Noting that title to the property has not been clarified, that members of the association have not been officially informed of receipt of the property, and that the board has not discussed recommending what to do with the property, members of the board stated that consideration of the letter from the Wilcoxes would be inappropriate at this time.      

The meeting adjourned at 5:40 p.m.

The next meeting is scheduled for April 18, 2005, at the Seaside Library

Respectfully submitted, Patrick Kelley, Secretary

Surf Pines Association  Regular Meeting of the Board of Directors

February 21, 2005  Seaside Library

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

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

The minutes of the regular meeting on January 17, 2005, at the Seaside Library were unanimously approved with these revisions:

The agenda was unanimously approved as presented.

The board then considered these items:

Comments from the Membership

Ken Weber, member, suggested adding more cedar fencing at the security house to improve the appearance of the property and to prevent visitors from driving on the lawn.  He also suggested placing a “Private Drive” sign beside the driveway to discourage visitors from parking there and to encourage them to park, instead, in the parking lot.  The board noted Ken’s comments.

Treasurer’s Report

The treasurer’s report was unanimously approved as presented by Tom Wilcox.  Patrick Kelley praised an improvement in the format of the balance sheet:  listing the gate house as a fixed asset instead of as a current asset.  Burr Allegaert questioned a duplicate listing of O/N/D-04 for Torkelsons on accounts receivable, and Patrick suggested that the first of the two listings should be J/A/S-04 instead of O/N/D-04.     

Security Committee’s Report

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

Michael reported that discussion at the most recent meeting of the Security Committee focused on responding to the danger of a tsunami.  With the board, he reviewed recent history regarding a tsunami warning system for Surf Pines:  in the spring of 2001, a special committee, the Tsunami Committee, which he chaired, recommended setting aside a reserve of $25,000 for a tsunami warning system to include two sirens along Ocean Drive; but, at the Annual Meeting in 2001, the membership rejected the recommendation by a vote of 54 to 17.  Agreeing that the vote might be very different after the tsunami of December 26, 2004, the board encouraged the Security Committee to continue its discussion of an appropriate response to the danger of a tsunami.  The board especially encouraged further discussion of working with the emergency services coordinator for the county on a coordinated response.  

Work in progress by the Security Committee includes:  

Roads and Grounds Committee’s Report

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

Praising Bob McWhirter for his work on the RFP, the board unanimously approved it. 

The board also unanimously approved the design of a weather-resistant bulletin board to be placed inside the north gate.  When Norma Keever, in her capacity as the chairperson of the Community Relations Committee, asked if the bulletin board will be lighted, Ken Weber, the designer, stated that, because of the cost of including lighting, it will not be lighted at this time.  Patrick Kelley noted that, if the old gate house is demolished, then a matching bulletin board will be needed at the south gate.  

Other work in progress by the Roads and Grounds Committee includes: 

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported that the committee has scheduled five social events for 2005, including a spring event on April 23, the Annual Picnic on July 3, the Annual Ice-Cream Social on August 6, a fall event on October 22, and the Annual Holiday Party on December 10.  (She noted that some of the dates are tentative.) 

When Norma also reported that the committee has scheduled the Annual Garage Sale for July 2, Bill Barrons suggested that information regarding the garage sale should be published in the April issue of the Breeze; and Patrick Kelley stated that he could include this information if he receives it by March 21, soon after the committee’s March 19 meeting.

Finally, noting that the committee is charged with assisting in the preparation of the association’s directory, Norma displayed a copy of a new directory created for the committee’s use by committee member Bonnie Rogie.  The board admired the attractive new directory.       

Surf Pines Landing Architectural Review Committee’s Report

Burr Allegaert, the Surf Pines Association’s designated representative on the Surf Pines Landing Architectural Review Committee, distributed the minutes of the committee’s meeting on January 21, 2005.  The board reviewed the minutes.

President’s Report

Don Kruger, President, led a discussion of a tentative offer by the Surf Pines Water Association to transfer property to the Surf Pines Association via a quitclaim deed.  Discussion focused on asking the legal counsels of SPWA and SPA to review the offer in the context of the articles of incorporation of the two associations.  Ken Weber, President of the Water Board, agreed to ask the counsel for SPWA to review the offer in the context of that association’s current articles of incorporation and advise in writing.  Similarly, Bill Barrons, Administrator, agreed to ask the counsel for SPA to review the offer and advise in writing.

Reporting on a complaint from one member about a collection of vehicles on another member’s adjoining lot, Don stated that he visited with both members, that the number of vehicles has been reduced, and that the complaint seems to be resolved.     

Administrator’s Report  

Bill Barrons, Administrator, reported on updating the Directory and the Owners’ Information Guide.

In light of the new directory created for the Community Relations Committee’s use by committee member Bonnie Rogie, Bill stated that he will work with the committee on procedures for reviewing, reproducing, and distributing this new directory to association members.

Bill also stated that he will review the content of the information guide to size an update, and he suggested that an item in the Breeze could invite members to advise him of additional information that would be useful to them in the guide.   

Additionally, Bill distributed an updated copy of “SPA Policy:  Miscellaneous Subjects,” a document that he updated to include the new policy titled “Disposal of Debris Resulting from Land Clearing.”

Old Business

Old business included disposition of an offer of special membership to Craig and Dana Weston to make their property at 33292 Surf Pines Lane a part of Surf Pines. Bill Barrons, Administrator, distributed a draft letter in which he advises the Westons that the February 1 date for their acceptance of the offer of special membership has past and that the controlling agreement is now the easement granted to them in July 1989, which provides them with access to their home but requires them to pay the same quarterly dues and assessments that members pay.  The board unanimously approved the draft letter.  

New Business

There was no new business.

The meeting adjourned at 6:05 p.m.

The next meeting is scheduled for March 21, 2005, at the Seaside Library

Respectfully submitted,"
Patrick Kelley, Secretary

Present:  Burr Allegaert, Patrick Kelley, Don Kruger, Tom Wilcox; 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 December 20, 2004, at the Seaside Library were unanimously approved as presented.

The agenda was unanimously approved with this addition:  under “Roads and Grounds Committee’s Report,” the topic “Revised ‘Road Repair Requirements’ Policy” was added.

The board then considered these items:

Comments from the Membership

Patrick Kelley, Secretary, read a comment that he received in an e-mail from Milt Stewart, member:  “Ought we revisit the issue of tsunami sirens in light of current events and risks?”  Burr Allegaert responded to the comment by stating that he intended to discuss as “New Business” revisiting the issue of a tsunami warning system.            

Treasurer’s Report

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

However, Tom and other members of the board continued to express some dissatisfaction with the format of the balance sheet.  The board asked Tom to include with future reports a copy of the loan statement for the security house.    

The board’s review of accounts receivable generated this action item for Woodford & Wood:

Delete the column headed “Current” and insert a column headed “135+” to note any account that is overdue by 135 days or more and therefore subject to a lien on the property.

Security Committee’s Report

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

The board unanimously approved the “Job Description” and the “Security Operations Handbook.”

The board also unanimously approved “Disposal of Debris Resulting from Land Clearing,” a policy for developers that states that logs, limbs, brush and other debris from clearing land will be disposed of in a manner other than by use of fire.  Discussion focused on this procedure for implementing the policy:

1. Send copies of the policy to developers and their contractors.
2. Send a copy of the policy to Bill Eddy, Gearhart Fire Chief.
3. Add the policy to “Information for Contractors” and “Notice to Workers on This Project,” exhibits in the “Security Operations Handbook.”
4. Review the policy with Lynn Meyrick, the security person, and ask him to remind developers and contractors of it.

Work in progress by the Security Committee includes:

Roads and Grounds Committee’s Report

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

Recommending a revision of the policy titled “Road Repair Requirements” for developers, their contractors, utilities, and others

The board unanimously approved the revised “Road Repair Requirements” policy, subject to advice from legal counsel, who also approved it soon after the meeting.  Discussion focused on this procedure for implementing the policy:

1. Send copies of the revised policy to developers, their contractors, utilities, and others.
2. Add the revised policy to “Information for Contractors,” an exhibit in the “Security Operations Handbook.”
3. Review the policy with Lynn Meyrick, the security person, and ask him to remind developers, their contractors, utilities, and others of it.

The board discussed two other recommendations from the committee—one regarding an increase in the road impact fee and the other regarding the disposition of the old gate house—and asked the committee for additional research to support the recommendations.

Other work in progress by the Roads and Grounds Committee includes: 

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported that she received a complaint from one member about a collection of vehicles on another member’s adjoining lot.  Noting that one of the charges of the Community Relations Committee is working to promote goodwill and harmony between neighbors, Norma stated that she has not yet succeeded in promoting goodwill and harmony in this case.  Don Kruger asked Norma to forward the complaint to him for action in his capacity as president.      

President’s Report

Don Kruger, President, reported that he and Bill Barrons, Administrator, are researching the ramifications of Ballot Measure 37 for Surf Pines.

Administrator’s Report    

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

Old Business

Old business included a request from the Architectural Review Committee of Surf Pines Landing to become a committee of the Surf Pines Association to insure indemnification of the members of the committee.  Bill Barrons, Administrator, noted that the Architectural Review Committee was created by Section 3.1.3 of the Declaration of Deed Restrictions and Dedications for Surf Pines Landing and that current members include Chairperson Mary Remensnyder, Cathy Leinassar, Dave Price, and Bonnie Rogie with Burr Allegaert as the Surf Pines Association’s designated representative.  Bill distributed a letter from Knutsen Insurance indicating that coverage through Directors and Officers Liability Policy #CAP1000850 will be extended to members of the committee at no additional premium if the committee is authorized by the board.  The board unanimously approved authorizing the Architectural Review Committee of Surf Pines Landing as a committee of the Surf Pines Association.

New Business

New Business included discussions of a tsunami warning system and a request to vacate property at the north end of Sea Breeze Drive.

Tsunami Warning System

Burr Allegaert noted that members responded negatively several years ago to a proposed tsunami warning system for Surf Pines, noted that members might respond differently now, and suggested revisiting the issue.  Supporting Burr’s suggestion, the board agreed to review the existing research that was compiled several years ago by an association committee chaired by Michael Wilkin.  Bill Barrons stated that he will contact the emergency services coordinator for Clatsop County for information about new technology for warning residents of a tsunami. 

Request to Vacate Property

Burr Allegaert reported that Bill Durig, member, asked if the association would consider vacating property that separates two lots that he purchased at the north end of Sea Breeze Drive.  Discussion focused on the need for a survey and a legal description of the property before a request to vacate it could be considered.      

The meeting adjourned at 6:15 p.m.

The next meeting is scheduled for February 21, 2005, at the Seaside Library

Respectfully submitted,
Patrick Kelley, Secretary

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