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Surf Pines Association

2006 Board Meetings

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Surf Pines Association Annual Meeting
August 7, 2004, 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 Michael Wilkin, President, with approximately 55 members present in person and 40 more members present by proxy.

After the call to order, Michael introduced himself.  The other members of the Board of Directors who were present introduced themselves:  Burr Allegaert, Vice President; Patrick Kelley, Secretary; and Don Kruger, Director at Large.  (Michael explained that Tom Wilcox, Treasurer, was absent from the meeting because he was attending a wedding out of state.)  And Bill Barrons, Administrator, introduced himself.

At Michael’s invitation, new members of the association who were present introduced themselves:  Jim and Helen Close, Jeff and Debra Hall, Sue Miller, Dan and Kay Wick, and Vince Williams. 

The minutes of the Annual Meeting on August 9, 2003, at the Astoria Golf and Country Club were approved as presented.

Then members considered this agenda:

President’s and Committee Reports

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

President’s Report 

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

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

Roads and Grounds Committee’s Report

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

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

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

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

Security Committee’s Report

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

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

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

Community Relations Committee’s Report

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

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

Security House Committee’s Report

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

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

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

Explanation of Voting Procedures

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

Election of Directors

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

Burr Allegaert and Michael Wilkin were reelected to the board.

Treasurer’s Report

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

Annual Budget for 2004-2005

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

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

Other Business

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

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

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

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

Respectfully submitted,
Patrick Kelley, Secretary

July 19, 2004

Surf Pines Association Regular Meeting of the Board of Directors
July 19, 2004, Seaside Library

Present:  Burr Allegaert, Patrick Kelley, Don Kruger, Tom Wilcox, Michael Wilkin; non-member Craig Weston; administrator Bill Barrons

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

The minutes of the regular meeting on June 14, 2004, at the Seaside Library were unanimously approved as presented.

The agenda was unanimously approved with these additions:

Under “Security Committee’s Report,” the topic “Open Gates,” was added.
            Under “Roads and Grounds Committee’s Report, a deleted topic, “High Surf,” was reinserted.
            Under “Old Business,” the topic “Speeding Policy” was added.

The board then considered these items:

Comments from the Membership

There were no comments from the membership.

Treasurer’s Report

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

The board discussed how to classify the monies that are associated with the new security house on the balance sheet in upcoming reports.  Tom agreed to put his proposal in writing for the board’s consideration.

Review of the treasurer’s report triggered discussion of this question:  If an old home is demolished and replaced by a new home on the same lot, then is the owner of the new home to be charged the $1,000 development fee that, according to the SPA policy “Members Dues and Other Fees,” is “payable on commencement of a new home or other principal building”?  The board asked Bill Barrons to draft a statement of policy for its consideration.

Security Committee’s Report

Led by Burr Allegaert, Chairperson of the Security Committee, the board discussed reviewing the job description for Security and providing more supervision for Lynn Meyrick, who currently serves in the position.

The board also discussed the gates, which have been open recently because of part failure.  Discussion included leaving the gates open either during the day or during rush hours to decrease wear and tear them.  Patrick Kelley noted that members value the security that is provided by closed gates, according to the recent survey by the Community Relations Committee, and that closed gates are a key reason for living in a gated community and paying quarterly fees.  The board referred the discussion to the Security Committee.   

Roads and Grounds Committee’s Report

Don Kruger, Chairperson of the Roads and Grounds Committee, reported on maintenance of roads, complaints about signs, and development of paths.

Don reported that the committee recommended repairing and repaving approximately 7,000 square feet of Manion Drive, the rough segment south of the intersection with Malarkey, and contracting for the work with Reich & Smith, the lowest bidder at $6,160.  Don moved that the board accept the committee’s recommendation, Patrick Kelley seconded the motion, and the board unanimously approved it.

Don also reported that the committee recommended widening High Surf from 12 feet to 20 feet, adding gravel on the shoulders, and repaving the length of the road.  (Don stated that the board, despite the absence of Don Magnusen, had the Magnusens’ permission to discuss widening High Surf.)  Don noted that the Magnusens, the only residents on High Surf, are strongly opposed to widening the road and that Ann Ellis is opposed to the removal of trees on her property that adjoins the road.  When the board’s discussion also indicated opposition to widening High Surf, Don suggested deferring the matter until at least 2005 and the board agreed.

Citing members’ complaints about realtors’ directional signs in the rights-of-way, Don reported that the committee recommended that realtors remove these signs.  And the board, noting that a county regulation, as cited in the Owners’ Information Guide, states that signs are to be on private property and not on rights of way, unanimously approved the committee’s recommendation.

Finally, Don reported on the development of paths, including not only paths from Ocean Drive to the beach, but also paths from Manion Drive to Ocean Drive.  Patrick Kelley praised the committee’s work in developing new paths.

Community Relations Committee’s Report

Because no representative of the Community Relations Committee was present, there was no report from the committee.

Security House Committee’s Report

Bill Barrons, the project manager for the construction of the security house, reported that the house is on schedule for completion in September and within budget.

President’s Report

Michael Wilkin, President, seeking input from more members of the association, suggested that each standing committee should include at least five members and that at least three members should be present at every meeting at which a standing committee makes a decision.  Michael asked the board to consider the suggestion.      

Administrator’s Report    

Bill Barrons, Administrator, reported that the materials for the Annual Meeting were being photocopied and mailed.

Old Business

Old business included the speeding policy and the easement for the Westons.

Speeding Policy:    Pressed for time, the board deferred discussion of the speeding policy.

Easement for the Westons:

The board acted to conclude the discussion of the easement for Craig and Dana Weston on their property at 33292 Surf Pines Lane. 

A motion to extend membership to the Westons and enforce the easement from July 1989 that requires them to pay the same quarterly dues and assessments that other members pay failed on a 3-2 vote with Patrick Kelley and Don Kruger voting for the motion and Burr Allegaert, Tom Wilcox, and Michael Wilkin voting against it.

A motion to extend special membership to the Westons on the following terms passed on a 3-2 vote:

Burr Allegaert, Tom Wilcox, and Michael Wilkin voted for the motion.  Patrick Kelley and Don Kruger voted against it.

Craig Weston thanked the board and accepted the offer of special membership.

The board discussed revocation of the easement from July 1989 and creation of a new legal document to formalize the offer.  The board also discussed asking the membership to approve adding 33292 Surf Pines Lane to Surf Pines.

New Business

Burr Allegaert stated that surveyors told him that, under ODOT regulations, contractors who pave roads are responsible for bringing survey monuments up to grade.  He noted that contractors have not always complied with this regulation on the roads of Surf Pines. The board referred to the Roads and Grounds Committee the matters of correcting the worst cases of noncompliance from the past and monitoring compliance in the future. 

The meeting adjourned at 6:50 p.m.

The next meeting, a special meeting, is scheduled for August 7, 2004, immediately after the Annual Meeting, at the Astoria Golf and Country Club.

Respectfully submitted,
Patrick Kelley, Secretary    

Comments from the Membership

Norma Keever and Don Magnusen commented.

Comments from Norma Keever

Speaking as a member, Norma commented on the presence of coyotes, the height of trees in the right-of-way along Ocean Drive, and a near-accident on the curve of Ocean Drive near her home.

The board responded to Norma’s comments.  Patrick Kelley, Secretary, stated that he will include in the Breeze a warning, especially for owners of small pets, about the presence of coyotes.  Don Kruger, in his capacity as chairperson of the Roads and Grounds Committee, recounted the committee’s decision not to prune trees in the right-of-way along Ocean Drive to the same maximum heights that are permitted for houses because the cost to members would be high and the result would be unsightly.  Regarding the near-accident on the curve of Ocean Drive, Don stated that the Roads and Grounds Committee will review signage; and, because contractors’ trucks parked on the road were a factor in the near-accident, Bill Barrons, representing the Security Committee in the absence of its chairperson, stated that this committee will review preventing parking on the roads.

Comments from Don Magnusen

Identifying himself as the only member whose home is on High Surf, Don commented on the proposed project of widening this road from 12 feet to16 feet.  Stating that he is opposed to widening High Surf, Don argued that the road is already 13 feet wide instead of 12 feet, that it is rarely used by vehicles, that it is frequently used by pedestrians as a route from Manion Drive to Ocean Drive and then to the nearby path to the beach —and that widening it would increase the number and the speed of vehicles that use it and thereby endanger the pedestrians who use it. 

The board noted Don’s comments and his request to be notified in advance if widening High Surf appears on the agenda for a board meeting in the future.                  

Treasurer’s Report and Annual Budget

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

Patrick Kelley noted for the record that Bill Barrons responded previously via e-mail to the board’s four comments on the treasurer’s report for the preceding month.

The board thanked the Budget Committee for recommending an annual budget for 2004-2005 and then discussed the recommended budget.

Discussion focused first on a reduction of the budget for community relations from $1,050 during 2003-2004 to $750 during 2004-2005.  Bill Barrons explained that the $300 difference was spent on publishing the Directory in January 2004, money that will not be spent in January 2005.  But members of the Community Relations Committee and the board, citing the recent rapid growth in Surf Pines, recommended republishing the Directory in January 2005 and restoring the $300 to the budget for community relations. 

Discussion focused second on $2,600 for the addition of strobe lights to the gates to maximize the visibility of the gates and thereby minimize accidents, liability, and the cost of insurance.  Bill stated that the Budget Committee recommended adding the lights to the budget, but with the stipulation that the Security Committee not purchase the lights without the approval of the board.

The board agreed to discuss the recommended budget further via e-mail and to approve by June 30, 2004, the annual budget to submit to the membership for their approval during the Annual Meeting. 

Security Committee’s Report

In the absence of Burr Allegaert, Chairperson of the Security Committee, Bill Barrons reported that members of the committee and Lynn Meyrick, Security, serviced many transmitters at the south gate during Memorial Day weekend, that volunteers will service more transmitters during the July 4^th weekend, and that an article in the July issue of the Breeze will announce that July 15 is the “last call” for members to bring their transmitters to the south gate for the required service.

Roads and Grounds Committee’s Report

Don Kruger, Chairperson of the Roads and Grounds Committee, reported that the fire hazard in Tract B of Horizon Estates is abated.  After a brief discussion, the board unanimously agreed to waive the assessment that was levied against the owner of the property, Steve Oldstedt.

Don also reported that Richard Charlton requested discontinuance of the path to the beach across private property at the west end of Malarkey.  Don stated that the committee is currently considering the development of a new path approximately 100 feet north of the old path.

Finally, Don reported that the committee is asking owners, contractors, and utility companies to repair to existing standards open cuts currently on the roads.  He added that the committee is discussing methods to prevent open cuts in the future.

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported on plans for the Annual Picnic.  The picnic, she stated, is scheduled for Saturday, July 3, beginning at 3:00 p.m. in the Surf Pines Park with the committee to provide hamburgers, hotdogs, buns, condiments, soft drinks, and water and with attendees to provide side dishes or desserts.  Attendees who prefer steak, chicken, vegetarian, and vegan alternatives are to provide their own, Norma added, as are attendees who prefer alcoholic beverages.

Katie Weber, the member of the committee who volunteered to manage the Annual Garage Sale, reported on plans for the garage sale.  The garage sale, she stated, is scheduled for July 9 and 10, a Friday and Saturday, from 8:30 a.m. to 5:00 p.m. with the gates scheduled to be open at 7:00 a.m. to prevent early-morning traffic jams and to remain open until 5:00 p.m. and signs posted to indicate that parking is limited to one side of the road.  Katie added that the committee is calling members to inform them about the garage sale, that she will advertise the garage sale in the newspaper, and that she has posted signs at the gates and written an article to be published in the July issue of the Breeze to encourage members who intend to participate in the garage sale to call her so that she can communicate with them about details.

Finally, the committee reported on a perception that the board acts without input from all of the members of the association.  The board and the committee discussed opportunities for all members to provide input, including attending the monthly regular meetings, where “Comments from the Membership” is always at the top of the agenda; attending the Annual Meeting; attending the social events sponsored by the committee to talk with board members individually; and writing or calling the board members, whose mailing addresses, e-mail addresses, and telephone numbers are always listed on the last page of the Breeze.    

Security House Committee’s Report

Bill Barrons, the project manager for the construction of the security house, reported that the house is on schedule for completion in September.

President’s Report

Michael Wilkin, President, reported that, with two directors to be elected during the Annual Meeting, he will appoint Marge Bloomfield, a former director, as the chairperson of the Nominating Committee.  

Administrator’s Report  

Bill Barrons, Administrator, distributed a draft of the agenda for the Annual Meeting.  After asking Bill to make one revision—revise the order so that “President’s and Committees’ Reports” precedes “Explanation of Voting Procedures”—the board unanimously approved the agenda.

Bill reported on the status of an architectural review committee for Surf Pines Landing.  He distributed a copy of a letter from W. Louis Larson, an attorney, to Richard Schroeder, a member of the Initial Architectural Committee, in which the attorney suggests that this inactive committee reconstitute itself through the sequential resignations of members who are either unable or unwilling to continue to serve and the appointment of a new member by the remaining members as each old member resigns. Bill stated that, to the best of his knowledge, the committee has not yet reconstituted itself.

Old Business

Old business included hearings regarding speeding and easements for the Westons.

Hearings Regarding Speeding

Three members who had requested hearings regarding speeding addressed the board.  Common themes in their comments indicated these procedural problems with the implementation of the “Vehicle Speed” policy:

Because of these procedural problems, the board unanimously agreed not to levy assessments against any of the nine drivers who received notices for speeding.  The board also unanimously agreed to solve the problems and then fully implement the policy.

Easements for the Westons

Bill Barrons and Craig Weston discussed the easement that Craig referred to during the board meeting in April, agreeing that it does not provide the Westons with access through the south gate and to their driveway.  Therefore, the board noted, the Agreement for Easement, which is dated July 1989 and on file with the county in Book 722 on page 508, continues to apply.  This agreement grants the Westons the right of ingress and egress over Surf Pines’ property and access through the security gates in return for the Westons’ paying the association the same dues and assessments that are paid by members of the association.  Craig disputed the legality of the agreement.

When Craig indicated that the Westons are willing to become members of the association and pay dues of $60 per quarter, Michael Wilkin moved acceptance of that offer and Tom Wilcox seconded the motion.  During discussion, the board noted that the motion neither addressed assessments nor considered inflation.  Don Kruger and Patrick Kelley argued in favor of enforcing the existing Agreement for Easement and against the inequity of asking the Westons to pay only dues of $60 per quarter while asking other members to pay not only dues of $100 per quarter but also any assessments.  On a 2-2 vote—with Wilcox and Wilkin voting for the motion, Kelley and Kruger voting against it, and Allegaert absent—the motion failed.    

New Business

There was no new business.

The meeting adjourned at 6:45 p.m.

The next meeting is scheduled for July 19, 2004, at 4:00 p.m. in the Seaside Library.

Respectfully submitted,
Patrick Kelley,  Secretary  

Surf Pines Association
Regular Meeting of the Board of Directors
May 17, 2004, Home of Burr and Sally Allegaert

Present:  Burr Allegaert, Patrick Kelley, Don Kruger, Michael Wilkin; committee chairperson Norma Keever

Finding themselves without a key to open the usual meeting room at the Seaside Library, the board waited at the library for 15 minutes for any latecomers to assemble and then traveled to the home of Burr and Sally Allegaert, where the meeting was called to order at 4:25 p.m.

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

In “Administrator’s Report,” the third paragraph, the sentence “The board declined to consider the proposal” was revised to “The board declined to consider the proposal further.”

The agenda was unanimously approved with these additions and revisions:

The board then considered these items:

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

Treasurer’s Report

In the absence of Tom Wilcox, Treasurer, the treasurer’s report was presented by Michael Wilcox, President.  The report was unanimously approved with these comments:

The board asked either the treasurer or the administrator to respond to these comments.

On a subject related to the treasury, the board discussed a previous suggestion from Tom that the association make a donation to the Gearhart Fire Department.  Noting that all members of the association already support the fire department with property taxes and that the fire department already invited individual members to make individual donations, the board unanimously agreed not to make an additional donation on behalf of the association.  

Security Committee’s Report

Burr Allegaert, Chairperson of the Security Committee, reported on notices of intent to levy assessments on drivers for speeding on the roads of Surf Pines and on guidelines for burning brush and debris in Surf Pines.

Notices of Intent to Levy Assessments on Drivers for Speeding

Having previously received a report from the administrator on the results of deputy sheriffs’ use of radar on the roads of Surf Pines, the board asked the administrator to send notices of intent to levy assessments to all of the drivers who received written warnings from the deputy sheriffs for driving at speeds in excess of the posted limit.

Because an assessment for speeding was levied on a juvenile, the board discussed policy on including notice of this action in the Breeze and unanimously decided not to include the name of the juvenile.

Guidelines for Burning Brush and Debris

Burr led a discussion of guidelines for burning brush and debris that focused on aligning any guidelines for Surf Pines with the Gearhart Fire Department’s guidelines, inasmuch as the fire department’s guidelines apply to Surf Pines.  After discussion, the board unanimously approved “Surf Pines Association Resident Guidelines for Burning Brush and Debris,” a document that parallels the fire department’s guidelines. 

The board asked the Security Committee to review any information regarding guidelines for burning in the written information that Lynn Meyrick, Security, provides to contractors.

Roads and Grounds Committee’s Report

Don Kruger, Chairperson of the Roads and Grounds Committee, reported on the new lights and other improvements for Surf Pines Landing, the priorities for road maintenance for 2004, and a policy for use of the park.

New Lights and Other Improvements for Surf Pines Landing

Don reported that the new lights for Surf Pines Landing are installed, that the supports for the Surf Pines Landing sign are replaced, and that the island has been shortened and will be paved.  The other members of the board commented positively on the attractiveness of the new lights.

Priorities for Road Maintenance for 2004

Don stated that the committee, after prioritizing road maintenance for 2004, recommended these projects to the board:

Don indicated that the cost of each project might be lower because the committee intends to invite more bids.

The board asked Don to confer with members whose property borders High Surf—Don and Veronica Magnusen at 33212 High Surf and Don Bowman and Ann Ellis at 89434 Manion Drive—before contracting for the project on High Surf.

Pending acceptance of the project on High Surf by the Magnusens and the Bowman-Ellises, the board unanimously approved the prioritization of the projects.

Policy for Use of the Park

Responding to a request from Gene and Connie Bourquein to use the park for a picnic for a group of approximately 50 people from their church, the board established this policy for use of the park:

The board unanimously approved this policy for use of the park and recommended its publication in the next issue of the Breeze.      

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported that a subcommittee, the Garage Sale Committee, chaired by Katie Weber, is sponsoring the Surf Pines Annual Garage Sale.  The garage sale is scheduled for July 9 and 10, 2004, a Friday and Saturday, from 8:30 a.m. to 5:00 p.m.  Gates are scheduled to open at 7:00 a.m. (instead of 8:30 a.m.) to prevent early-morning traffic jams at the entrances and to remain open until 5:00 p.m.  Signs are planned to emphasize that the speed limit on the roads of Surf Pines is 25 miles per hour and to indicate that parking is limited to one side of the road.

Norma also reported that planning is in progress for the Surf Pines Annual Picnic on Saturday, July 3, 2004.   

Security House Committee’s Report

Don Kruger, Chairperson of the Security House Committee, reported that framing materials and windows have been delivered to the site of the new security house and that framing is scheduled to begin in the middle of May.

President’s Report

Michael Wilkin, President, reported that he received a letter from Mary Remensnyder, member, informing him that the Architectural Review Committee for Surf Pines Landing has been reactivated and asking either him, in his capacity as President of the Surf Pines Association, or his designee to serve on the committee, as specified in the “Declaration of Deed Restrictions and Dedications for Surf Pines Landing.”  Michael stated that he will contact Mary to learn more about the work of the committee and then either serve on the committee or designate someone else to serve.

Michael also reported that, with two directors to be elected at the Annual Meeting in August, he must appoint a Nominating Committee soon.    

Administrator’s Report

Because Bill Barrons, Administrator, was absent, there was no report from the administrator.

 Old Business

Old business included an assessment for speeding by a juvenile, the administration of the CC&Rs for Surf Pines Landing, and the request for a no-hunting zone on the west side of U.S. 101.

Assessment for Speeding by a Juvenile

The board noted that the juvenile who admitted driving 35 miles per hour at the time of an automobile accident at 89860 Manion Drive on March 25, 2004, has paid the assessment that was levied for speeding.

Administration of the CC&Rs for Surf Pines Landing

With the Architectural Review Committee for Surf Pines Landing reactivated, the board discussed encouraging the residents of the Landing to enforce their own CC&Rs.

Request for a No-Hunting Zone on the West Side of U.S. 101

Burr Allegaert briefly presented research that he is conducting in preparation for a visit from Herman Biederbeck, District Wildlife Biologist from the Department of Fish and Wildlife in Tillamook, who has offered to visit personally to discuss the board’s request for a no-hunting zone on the west side of U.S. 101 in the area contiguous with Surf Pines.  Burr stated that, as the board requested, the Security Committee will recommend whether the biologist should meet with the committee, with the board, or with the larger community that would be affected by the no-hunting zone.   

New Business
There was no new business.

The meeting adjourned at 6:00 p.m.

The next meeting is scheduled for June 14 (instead of June 21), 2004, at 4:00 p.m. in the Seaside Library.

Respectfully submitted,
Patrick Kelley, Secretary

Surf Pines Association
Regular Meeting of the Board of Directors
April 19, 2004, Seaside Library

With no regular meeting in March, the minutes of the regular meeting on February 16, 2004, at the Seaside Library were unanimously approved with these revisions:

In response to Archie’s requests, the board made these decisions: 

In response to a member’s inquiry about a Surf Pines garage sale, the board asked Norma if the committee might agree to organize a sale.  Norma agreed to discuss the board’s request with the committee.  Patrick Kelley noted that any sale should be scheduled after the publication of the July issue of the Breeze, which could include an invitation to all members to participate in the sale and instructions for participating.  

Finally, Norma reported that Bonny Groshong and Katie Weber, committee members, are drafting a handout for new residents to be titled “Welcome to Surf Pines” and that Tracy Sherrell, a new resident, is a new member of the committee.

February 16, 2004 Board Meeting

Surf Pines Association
Regular Meeting of the Board of Directors
February 16, 2004
Seaside Library

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

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

The minutes of the regular meeting on January 19, 2004, at the Seaside Library were unanimously approved as presented.

The agenda was unanimously approved with one addition:

Under “Security Committee’s Report,” a new topic, “Letter Requesting a No-Hunting Zone on the West Side of U.S. 101,” was added.

The board then considered these items:

Comments from the Membership

Speaking as a member, Bonny Groshong commented positively on the quality of life in Surf Pines and the board’s work on behalf of Surf Pines.

Treasurer’s Report

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

Patrick Kelley asked if the association has received Qwest’s $1,000 payment for an easement for equipment on the south side of Surf Pines Lane.  Bill Barrons stated that he will follow up on the question.

Security Committee’s Report

Burr Allegaert, Chairperson of the Security Committee, presented “Procedures for Burning Brush and Debris,” a draft document that reflects the Gearhart Fire Department’s “2003/2004 Burning Guidelines.”  After a brief discussion that established that the document is primarily for contractors, board members requested more time to consider it.  They agreed to send comments about the document to Burr with copies to Bill Barrons before the next meeting of the Security Committee.

Burr and Bill distributed a draft of a letter to be sent to the Oregon Fish and Wildlife Commission requesting a no-hunting zone on the west side of U.S. 101 to extend the existing no-hunting areas of Fort Stevens State Park and Camp Rilea to the north city limits of Gearhart.  After a discussion that focused on hunters on the west side of 101 shooting rifles toward Surf Pines, the board unanimously approved sending the letter under the signature of Michael Wilkin in his capacity as President.

Burr reported briefly on work in progress by the committee that includes attaching to the gates directional lights that will flash when a gate starts to close.  The board discussed these lights in the context of preventing problems at the gates that have negatively affected the association’s insurance coverage.    

Roads and Grounds Committee’s Report

Don Kruger, Chairperson of the Roads and Grounds Committee, reported that the design is complete for replacement street lights in Surf Pines Landing and the construction of a sample street light is in progress.

Don also reported that ownership of a path to the lake has been clarified:  the path, near 89853 Manion Drive, is owned by the association, which granted Jeffrey and Cathy Leinassar an easement to use it as part of their driveway.  Don explained that members of the association may use the path either to launch a boat or simply to walk to the lake. 

Finally, Don reported that he and Ken Weber cleared the discharge points for the de-watering system.

Community Relations Committee’s Report

Bonny Groshong, Chairperson of the Community Relations Committee, reported that the committee is planning these social events for 2004:

 Decisions are pending, Bonny stated, regarding the annual holiday party in December.    

Bonny also reported on work on the Owners’ Information Guide and the Directory, publications that the committee assists in preparing.  She stated that the committee requests an opportunity to review the new map of Surf Pines before the new edition of the handbook is published.  She also stated that the committee is compiling a list of corrections for the recently published new edition of the Directory.

Security House Committee’s Report

Don Kruger, Chairperson of the Security House Committee, reported that the committee has decided to reinstate cedar shingles as a line item in the budget for the security house.

 Bill Barrons, the project manager for the construction of the security house, reported that the project is on schedule.  He stated that the property is cleared and excavation will be completed by March 1, 2004.

During a discussion of the problem of siting the security house on the property to provide a view of the gates from the office, Michael Wilkin suggested that a closed-circuit television will solve the problem easily and inexpensively.  Don and Bill stated that the committee will consider the suggestion.

President’s Report

Michael Wilkin, President, led the board in considering two violations of Article 8.1[e] of the Bylaws. 

The board agreed that the fire hazard in Tract B of Horizon Estates continues unabated despite their having sent a second notice to the owner of the property, Steve Olstedt.  Therefore, the board unanimously approved levying an assessment of $10 per day for each day that the hazard continues unabated.

Similarly, the board agreed that the hazard or nuisance represented by a renter’s dogs at 89833 Sea Breeze Drive continues unabated despite their having sent a second notice to the owner of the property, David Ause.  Therefore, the board unanimously approved levying an assessment of $10 per day for each day that the hazard or nuisance continues unabated.

In a related discussion that began during the regular meeting and ended with an on-line meeting, the board established the policy that if a dog represents a hazard or nuisance on any day during a calendar month, then an assessment is levied for the full month.      

Administrator’s Report    

Bill Barrons, Administrator, reported on insurance and the easement for the Westons.

Insurance

Bill reported that Knutsen Insurance quoted a price of $1,500 for insurance for directors and officers of the association and that neither Allstate, American Family, nor State Farm provided a quote.  After discussion, the board unanimously approved purchasing the insurance from Knutsen.

Easement for the Westons

Bill reviewed the facts of the case regarding the easement for Craig and Dana Weston, owners of the property at 33292 Surf Pines Lane:

Considering this review, the board asked Bill to consult with legal counsel regarding the case.                          

Old Business

 Old business included “Recognition of Volunteers.”  Responding to Michael Wilkin’s request at the previous board meeting that the chairpersons of the standing committees discuss recognition of volunteers with the volunteers on their committees, the chairs reported on the discussions.  Bonny Groshong, reporting for the Community Relations Committee, recommended recognizing “Volunteers of the Quarter” in a new column in each issue of the Breeze.  Don Kruger and Burr Allegaert, reporting, respectively, for the Roads and Grounds Committee and the Security Committee, recommended recognizing all volunteers by introducing them and thanking them during the annual meeting.

New Business

Recounting his recent experiences with skunks, Burr Allegaert noted the ineffectualness of the association’s “Skunks” policy, which essentially states that individual members are own their own in contending with skunks unless skunks become a general nuisance for the whole community.  Burr recommended deleting the policy and the board unanimously agreed.

The meeting adjourned at 6:25 p.m.

The next meeting is scheduled for March 15, at 4:00 p.m. in the Seaside Library.

Respectfully submitted,
Patrick Kelley, Secretary

January 19, 2004 Board Meeting

Surf Pines Association
Regular Meeting of the Board of Directors
January 19, 2004, Seaside Library

Present:  Burr Allegaert, Patrick Kelley, Tom Wilcox, Michael Wilkin; committee chairperson Norma Keever; members Mary Remensnyder, Bill Switzenberg, Ken Weber; non-member Richard Kendrick; administrator Bill Barrons

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

The minutes of the regular meeting on December 15, 2003, at the Seaside Library were unanimously approved with one addition:

On page 3, in the section headed “Security House Committee’s Report,” in the third paragraph of that section, after the sentence “Patrick Kelley argued that the membership has a right to expect the committee to build the security house that is in the proposal approved at the Annual Meeting, a cedar-shingled house on a treed lot, not the house in the committee’s recommended budget, a house with standard Adair Homes’ siding on a lot entirely cleared of trees,” this sentence was added:  “Tom Wilcox and Michael Wilkin also supported cedar shingles for the security house.”  

 The agenda was unanimously approved with two additions:

 The board then considered these items:

Comments from the Membership

Mary Remensnyder, member, inquired about the Roads and Grounds Committee’s progress on replacing street lights in Surf Pines Landing.  In response, Bill Barrons, Administrator, stated that the committee is developing a plan for replacing the lights. 

Treasurer’s Report

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

After discussion, the board unanimously approved this procedure for withdrawing funds from the new money-market account at Capital One, FSB: 

1. Woodford & Wood, who hold the checkbook for the account, write checks only for deposit to other Surf Pines Association accounts.

2. Any one of the current signatories (Tom Wilcox, Patrick Kelley, or Bill Barrons) signs the checks.    

 Security Committee’s Report

Burr Allegaert, Chairperson of the Security Committee, presented a revised “Vehicle Speed” policy that makes drivers subject to assessments if their vehicles are clocked by radar as traveling in excess of the posted speed.  During the discussion of the policy, the board recommended adding an explanation that the assessments for speeding are the same as the assessments that are levied by the State of Oregon and deleting the second sentence from the third paragraph.  With these revisions, the board unanimously approved the policy. 

Roads and Grounds Committee’s Report

Because Don Kruger, Chairperson of the Roads and Grounds Committee, was absent, there was no report from the committee.

Community Relations Committee’s Report

Norma Keever, Chairperson of the Community Relations Committee, reported that the committee’s current work includes contributing to a revised edition of the Owners’ Information Guide, preparing a welcoming package for new residents, and planning social events for 2004.

Security House Committee’s Report

Bill Barrons, the project manager for the construction of the security house, reported that the project is on schedule.  He stated that title to the property has been obtained, contracts and other agreements have been signed with Adair Homes, and a plan for excavation is being finalized.

Bill noted that the topic “Cedar Shingles for the Security House” will be on the agenda for the meeting next month.  The board inquired about the development of a landscaping plan to replace the trees that were cleared from the lot.  Bill stated that developing a landscaping plan is on his and the Security House Committee’s list of tasks.

President’s Report

Michael Wilkin, President, led the board in reviewing a revised statement of the responsibilities of committees and in considering responses to first notices regarding violations of Section 8.1[e] of the Bylaws.

Statement of the Responsibilities of Committees

The board reviewed a revised statement of “Committee Responsibilities,” a document that explains the relationship of all committees to the board and lists each standing committee’s responsibilities.  During the discussion, the board recommended these additional revisions in the section for the Community Relations Committee:

Maintenance of an active and integrated neighborhood by:
Promotion of positive community relations by:
o       ……………………………………………………………………….
o       Planning and providing for at least four social events during the year
o       ……………………………………………………………………….

With these revisions, the board unanimously approved the statement.

Responses to First Notices Regarding Violations of Section 8.1[e] of the Bylaws

Michael summarized the responses to first notices regarding these violations of Section 8.1[e] of the Bylaws.

Michael stated that, since a first notice regarding the violation was sent, the fire hazard in Tract B of Horizon Estates continues unabated and the owner, Steve Olstedt, has not filed an appeal.  The board unanimously approved sending a second notice to the owner, in accordance with Section 8.1[e], before levying an assessment of $10 per day for each day that the fire hazard continues.

Michael stated that, since a first notice regarding the violation was sent, the hazard or nuisance represented by the renter’s dogs continues unabated and the owner, David Ause, has not filed an appeal.  After reviewing a report from the Sheriff’s office for an incident involving the dogs on December 11, 2003, and an internal report for another incident on December 18, 2003, the board unanimously approved sending a second notice to Ause, in accordance with Section 8.1[e], before levying an assessment of $10 per day for each day that the hazard or nuisance represented by the renter’s dogs continues.

Administrator’s Report    

Bill Barrons, Administrator, reported on insurance, foreclosure on the Lageson’s property, an easement for the Westons, and recognition of volunteers.

Insurance

Having previously notified the board that State Farm declined to continue insurance coverage, Bill reported that he requested proposals for coverage from four other insurance agencies.  He stated that he received only one proposal:  a proposal from Knutsen Insurance for coverage by Safeco that includes $1 million of liability and medical coverage for the association with a $1,000 deductible plus coverage for officers and directors at a total cost of approximately $3,000 per year.  After discussion, the board unanimously approved the proposal.

Foreclosure on the Lageson’s Property

Bill reported that the county foreclosed on Rob and Jodi Lageson’s property on Ocean Drive for failure to pay property taxes.  Noting that the county’s foreclosure on the property means that the association will not be able to recover unpaid dues and assessments on it that currently total $4,252, Bill recommended removing this amount from the association’s books.  The board unanimously approved the recommendation. 

Norma Keever volunteered to inform owners of neighboring properties, including Milton and Judi Stewart and Tom and Arlene Snashall, of the status of the Lageson’s property.

Easement for the Westons

Explaining that, for historical reasons, Craig and Dana Weston, owners of the property at 33292 Surf Pines Lane, have not been members of the association, though they have paid dues, Bill reported that he has been negotiating an agreement with the Westons to make them members of the association without their having to pay dues and assessments but with the understanding that future owners of the property, other than the Westons’ children or a family trust, will be required to become members who pay dues and assessments. 

During the negotiations, though, Bill continued, Patrick Kelley noted that the association granted an easement to the Westons in 1989 to use Surf Pines Lane in exchange for their paying the dues and assessments that members pay—an easement that the Westons apparently have forgotten.

Considering Bill’s report, the board indicated that it intends to retain the easement and asked Bill to remind the Westons of it.

Recognition of Volunteers

Bill invited discussion on the topic of recognition of volunteers.  Suggestions for recognition ranged from simply thanking volunteers in the Breeze through offering volunteers tokens of appreciation to selecting a “Volunteer of the Year.”  Michael Wilkin asked the committee chairpersons to continue the discussion with the volunteers on their committees and report to the board at the next meeting.

Old Business

Old business, including “Establishing a Procedure for Constituting Committees” and “Cedar Shingles for the Security House,” was deferred to the next meeting.

New Business

Burr Allegaert reported that he received from members Roger Masse and Patrick Kelley documentation that burning by Glenn Taggart Construction on Lot 8 of Shady Pines Road on January 13-15, 2004, violated a majority of the Gearhart Fire Department’s guidelines for burning.  Recounting the burning on Shady Pines Road during March of 2002 when the road was developed, Tom Wilcox indicated that burning by developers and their contractors can be dangerous.  Burr stated that the Security Committee, which he chairs, will consider developing a “Burning Policy.”   

The meeting adjourned at 6:45 p.m.

The next meeting is scheduled for February 16, at 4:00 p.m. in the Seaside Library.

Respectfully submitted,

Patrick Kelley, Secretary

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