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Regular meeting of the Surf Pines Association Board Meeting  (DRAFT Minutes)
October 18, 2010 at Meeting House, Surf Pines, Time: 4:00 p.m.-5:30 PM

In Attendance: Board of Directors: Burr Allegaert, Gheri Fouts, Norma Keever, Clarke Powers, Brian Radditz. Dan Bartlett, Administrator, absent.
Standing Committee Chairpersons: Don Kruger, Roads & Grounds; and Katie Weber, Community Relations.
Members and Guests: Bob Ball, Kathy Ball, Shirley Powers 

       I.            President Burr Allegaert called the meeting to order at 4 PM.

    II.            Approval of Minutes

A.    Board Meeting Minutes of September 20, 2010: motion to delete sentences in Reports, Section 6 Administrator, Part A, after sentence ending in “which is 2011.“ and delete sentences in agenda item VI A, Old Business; Polo Ridge Development after sentence ending in  “No action at this time.”  Motion made by Brian Radditz and seconded by Gheri Fouts..  Unanimous approval.

B.     Board Meeting Minutes of September 20, 2010: motion to approve minutes as amended above.  Motion made by Brian Radditz and seconded by Gherti Fouts.    4 votes for approval, one abstain (Clarke Powers).  NOTE:  Amended approved minutes to Directors and Administrator sent separately

 III.            Approval of Agenda: Burr Allegaert requested Old Business be amended to add “Letter to Renters.

 IV.            Comments from the membership: Shirley Powers requested Board address Short Term Renters situation. Don Kruger agreed with Brian Radditz on minutes summary proposal.

    V.            Reports

A.    Treasurer’s Report:  September 2010 Financial Status: Brian Radditz reports that accounts are reconciled; Association on budget; over half of 3^rd Quarter dues received; and Accounts Receivable balance normal.  No board action needed.

B.     Safety & Security Committee: Brian Radditz spoke for Chairperson Jim Cooper. Minutes previously submitted to the Board.

                                                              i.      Board returned flyer providing information to renters and rental owners for further clarification on renter and rental owner responsibilities.

                                                            ii.      Board tabled gate electronic activation system.

C.     Roads & Grounds Committee: Chairperson Don Kruger.   Minutes previously submitted to the Board. 

                                                              i.      Committee recommended speed bump be added on Ocean Drive, as described in committee minutes, during next paving cycle.  Motion made by Clarke Powers to accept recommendation; seconded by Brian Radditz.  Unanimous approval.

                                                            ii.      Committee recommended the gap between the south access gate’s north post and the street light post be blocked temporarily to prevent horses and motorcycles unrestricted access into Surf Pines. The south gate widening project will correct this situation permanently when complete.   Motion made by Norma Keever and seconded by Clarke Powers.  Unanimous approval.

D.    Community Relations Committee: Co-Chairperson Katie Weber.  Minutes previously submitted.  The committee requested printed membership mailing labels from the Association for holiday party invitations.  The President granted permission and will contact Dan Bartlett.

E.     President:  Burr announced he would be absent in November and February.

F.      Administrator:

                                                              i.      Letters sent to Easy Way Owners re: Surf Pines Access

                                                             ii.      Lien Letters & Foreclosure Sales – Progressing

                                                          iii.      Manion Property “Quiet Title” - at Title Company

                                                          iv.      Proposal to Prepare Legal Description - on hold

 VI.            Old Business

A.    Equestrian Access Policy. Roads and Grounds Committee determined no further action needed to clarify policy.  The Board took no action.

B.     Process to waive late fees.  The By Laws procedures are being and will continue to be followed.  No Board action needed.  

C.     Letter to Short Term Renters.  Motion made for Dan Bartlett to contact county Land Use Planning and Development Department to investigate county ordinance permissions on Short Term Rentals for Surf Pines Coastal Beach Residential (CBR) zone and violation reporting. Motion made by Clarke Powers and seconded by Gherti Fouts.  Unanimous Approval.         

VII.            New Business:  None

VIII.            Meeting adjourned at 17:30 

Minutes submitted by Clarke Powers, Secretary

Regular meeting of the Surf Pines Association Board Meeting
September 20, 2010, Location: Meeting House, Surf Pines, Time: 4:00 p.m.-6:00 pm

Record of Attendance:
Board of Directors: Burr Allegaert, Gheri Fouts, Jeff Hall, Norma Keever, Brian Radditz
Standing Committee Chair persons: Don Kruger, Roads & Grounds; Jim Cooper, Safety & Security; Bonnie Rogie, Community Relations. Security Officer: John Gates. Administrator:  Dan Bartlett
Members and Guests: Bob Ball, Kathy Ball, Katie Weber, Debra Hall, Valerie Krohn, Judi Stewart, Joe Rodriguez, Kelly Stearns.

I.    Meeting called to order by Burr Allegaert, president.

II.  Approval of Minutes:
A.     Board Meeting July 19, 2010: motion to approve without changes by Brian Radditz, seconded by Norma Keever, approved 5 in favor.
B.     Board Meeting August 14, 2010: motion to approve without changes by Norma Keever, seconded by Jeff Hall, approved 5 in favor.

III.    Approval of Agenda: the following modifications were made: Norma Keever requested (A) Rentals be added to New Business and Burr Allegaert requested existing agenda items V.3.B, Recommend Adoption of an Equestrian Access Policy,  and V.5.A., Process to Waive late Fees, be moved to New Business; one additional topic, the building of a Fence on Malarkey was also added to New Business.

IV. Comments from the membership: Burr Allegaert requested comments from the membership; there were no comments.

V.   Reports
1. Treasurer’s Report:
    A. July & August 2010 Financial Status: Brian Radditz reports that accounts are        reconciled; no board action needed
    B. Recommendation to write off Swire Account: after the dues increase the Swires have discontinued to voluntarily contribute to the SPA account; technically, they have opted out of the Association and are not obligated to pay dues; Brian Radditz motioned to write off the balance due, Gheri Fouts seconded; approved 5 in favor.
2.  Safety & Security Committee: Volunteer Chair, Jim Cooper, previously submitted Committee meeting minutes to the Board.
    A. Discussion: Committee is considering a flyer with overview of key SPA policies   governing gate codes, speeding and other items which they will present to the Board next meeting for discussion and approval.  The purpose of this flyer would be to improve communication and hopefully compliance with guests and renters who may be unaware of By-laws.
3.  Roads & Grounds Committee: Volunteer Chair, Don Kruger, previously submitted Committee meeting minutes to the Board.
    A. Recommend acceptance of bid of $46,445.00 from Bayview Transit Mix to repave 1400 feet of Ocean Drive. Discussion: Don Kruger explained there are limited contractors available to   submit bids fro paving (Clean Sweep buys product from other contractors and others are too busy).  Bayview’s bid is reasonable per Don’s recommendations. Outcome: Norma Keever moved to approve the bid, Brian Radditz seconded, vote 5 in favor.
    B. Gate Beautification and renovation: requesting bids from contractors and the artist’s rendering of design will be posted in the Meeting House for viewing.                        
4.  Community Relations Committee
    A. Volunteer Chair, Bonnie Rogie, previously submitted Committee meeting minutes to the Board. Summary: 50 people attended the Picnic in the Park, 30 people attended the Fall Wine Tasting.  Committee members will offer a new service to voluntarily help those in need who need errands or help with transportation to shop or medical appointments. No Board action.
5.  President
    A.   Process to Move late Fees: moved to New Business
    B.   Letter to Iverson: Board is satisfied that there has been response to letter sent; no further action required.
    C.  Letter to Cook: Board is satisfied that there has been a response to letter sent; no further action required.
6.  Administrator
    A.   Proposal to Prepare Legal Description: Dan Bartlett reports that there needs to be a complex rewrite of the Surf Pines Boundaries to accommodate acceptance of Sweeney property into Surf Pines Association and show agreement with the Articles of Incorporation.  Suggestion from member Don Kruger, that the Board wait until next designated filing timeline, which is 2011. 
    B.   Lien Letters and Foreclosure Sales: Dan Bartlett has been notified of properties in foreclosure; once he has received letters he notifies bank of necessary property maintenance.
Board: Brian Radditz made a motion that “when Dan Bartlett receives a notice of foreclosure on the Kraushaar property at 89780 Manion Drive, that a   letter be sent of non-compliance for property maintenance”.  Motion seconded by Norma Keever and passed 5-0.
    C.  Manion Property Quiet Title: still quiet

VI.   Old Business
    A.   Ridgeline Development- Polo Ridge: Discussion with Board, members, and summary from member Don Kruger.  No action at this time
    B.   Member’s effort to build path on Surf Pines Property w/o Board approval: member was advised to cease this unauthorized path creation and has ceased.  Action: Board president will send a letter acknowledging and reiterating no further development should proceed.

VII.   New Business
    A.   Equestrian Access Policy: issue in non-members accessing beach on horseback through Surf Pines and leaving waste and in some recent incidents, beer bottles on the road side, reported by John Gates. Discussion with member participation; motion crafted by Brian Radditz to post a sign for no guest horse access through Surf Pines, seconded by Norma Keever   and openly discussed with revision and then withdrawn as a motion by Brian Radditz.   Board Action: There will be letters drafted by Dan Bartlett to send to residents on Easy Way Road, alerting them that Surf Pines and the roads within Surf Pines are private property and use of roadways is not permitted by non-Surf Pines residents unless as a guest of a member.
    B.   Process to Waive Late Fees: Board discussion on process for members who are late or have late fees.  Board Action is governed by the By-Laws, as voted by the membership.  No Board Action at this time.
    C.  Renters/Rentals: Norma Keever brought to the attention of the Board that some homes are being rented less than seven days. Board Action: recommend that the Board send cover letters to renting homeowners advising of County Standards. Dan Bartlett reports that if the  Administrator is aware of any homeowners who are in violation of the County Rental standard, thus accruing a different tax rate, the Administrator will notify the County.
    D.  Fence Construction Malarkey: no issues per Don Kruger
    E.   Mr. Bartlett reports attorney Dan Van Thiel requests Executive Meeting with Board; discussed and agreed on Monday, September 27 at 4 p.m.

VIII.    Next Meeting Agenda Items carried forward based on minutes:
1)   Safety and Security: flyer for guests/rentals
2)   Property Boundaries based on Sweeney acquisition
3)   Late fees
4)   Polo Ridge- Ridgeline Development

IX.   Adjourn: meeting adjourned at 18:00
Minutes submitted by Jeffrey Hall, Secretary

Surf Pines Association Organizational Meeting of the Board of Directors
 August 14, 2010, held at the Astoria Country Club

Present:  Directors- Burr Allegaert, Gheri Fouts, Jeff Hall,  Norma Keever, Brian Radditz;            Administrator - Dan Bartlett; Others – John Gates, Dave Lukens.
The meeting was called to order at 11:15 a.m. by Burr Allegaert. The agenda was unanimously approved.

Election of Officers
The newly elected Board discussed responsibilities of the positions, personal experiences related to these positions, and their individual schedules for the upcoming 12 months.  They then elected the following positions.

President; Burr Allegaert elected by a 5-0 vote (motion by Keever, second by Hall).

Vice President; Gheri Fouts elected by a 5-0 vote (motion by Radditz. Second by Hall).

Secretary; Jeff Hall elected by a 5-0 vote (motion by Radditz, second by Fouts).

Treasurer; Brian Radditz by a 5-0 vote (motion by Fouts, second by Allegaert).

Assistant Treasurer; Norma Keever by a 5-0 vote (motion by Allegaert, second by Hall). 

It was also agreed that Jeff Hall would serve as editor of the Breeze, and continue working toward a new Surf Pines Association website. 

Other Business
Ridgeline Development – Polo Ridge.   The previous Board became aware of a proposal to be presented at a Clatsop County Planning Commission meeting for significant expansion of the Ridgeline Development – Polo Ridge Estates.  Therefore an urgent decision was needed by the Board on about August 3, 2010.  Action was taken via email without a meeting as allowed under article 6.7 of the Surf Pines Bylaws.  A decision was made (on a 5-0 vote by Allegaert, Fouts, Hall, Lukens, Wilkin) to send a letter from the Board that rescinded approval of access to Surf Pines Lane for that development based on the material changes to original 9 lot proposal.  The current Board agreed to document that decision in these notes on a 3-0 vote (motion by Fouts, second by Hall, Keever and Radditz abstain). 

Accrual Method of Accounting.  The Board unanimously agreed to direct the Surf Pines bookkeeper to change to a full accrual method instead of a cash basis of accounting as recommended by a recent audit by CPA Dennis Conner. 

The Board also voted 5-0 (motion by Radditz, second by Fouts) to engage and pay for Dennis Conner, CPA, to do future tax filings. 

Finally, the Board unanimously agreed to continue holding their regular meetings on the third Monday of each month at 4:00 p.m., at the Surf Pines meeting house.  However, no meeting is planned for August, so the next meeting will be on September 20, 2010. 

The meeting was adjourned at 11:50 a.m.
Respectfully submitted, August 15, 2010.       Dave Lukens, former Secretary

Call to Order
The Annual Meeting of the members of the Surf Pines Association was called to order at 9:00 a.m. by Michael Wilkin, President, with approximately 69 members present in person and 31 members present by proxy. 

After the call to order, Michael introduced himself and the other members of the Board of Directors:  Burr Allegeart, Vice President; Dave Lukens, Secretary; Gheri Fouts, Treasurer; and Jeff Hall, Director and Assistant Treasurer. Michael also introduced Dan Bartlett, Administrator.

Michael invited new members of the association who were present to introduce themselves.  A new member Andrew Morgan (Manion Drive) then introduced himself.   

Approval of Minutes
The minutes of the Annual Meeting on August 8, 2009, at the Astoria Golf and Country Club were presented.  Member Kelley Stearns made a motion to make two corrections to the minutes; 1) Dan Bartlett’s discussion of attorney Van Thiel’s opinion was on bylaw voting process and not bylaw enforceability, 2) member Bill McLoughlin (not John Wallpe) suggested the association request a second opinion on bylaw enforceability.  Stearn’s motion for the two corrections was seconded by Bill McLoughlin.  President Wilkins asked for a show-of-hands vote on the motion, the motion was clearly defeated. 

Member Milt Stewart then made a motion for acceptance of the minutes as presented, member Jack Faust seconded, that motion passed on show-of-hands vote. 

Then members considered this agenda:

President’s and Committees’ Reports (Reports followed on accomplishments and events from August 2009 to August 2010.)

President’s Report
Michael Wilkin, President, discussed four topics from the past year.

A special meeting was called in October, 2009, and the members approved 15 measures that added or changed Surf Pines bylaws.  Michael expressed surprise that all the measures passed, most by a clear majority.  These changes have resulted in some litigation against the association with legal costs of approximately $5,500 to date, but so far no lawsuits filed.  Michael also noted that he has recently discovered that bylaws (per state law) can be changed or dropped by Board action; however it would be foolish to over-rule the membership.  These new bylaws do present a challenge to enforce.  The Board has not chosen to become a pseudo “police force”, but has instead tried to have a gentle attitude when confronted with bylaw complaints.  They have favored mediation to fix the problems over assigning blame with fines.

Another topic that continues to raise concern is that of ocean beach access paths from Ocean Drive.  The association maintains six paths, but has a much larger number of right-of-ways.   The ongoing issue the Board has been involved with includes instances of trespass onto private property, and unapproved/improper maintenance of association path right-of-ways.   Michael then asked all members to respect the property of other members.

During the past year the Board documented several procedures in their policy manual.  The hope is that in the near future this will be available to all members via a new website. 

Michael then discussed an issue facing the association in the near future; a proposed change to the development proposal outside the south gate near Polo Ridge.  That development had just recently requested a change from the Clatsop County planning commission from 9 to 30 lots.  The concern is that the increase in potential traffic onto Surf Pines Lane was not considered when the Board originally granted access, so action was taken to rescind the permission.

Michael ended his report by noting that he had received over 4,000 emails during his time on the Board.

Roads and Grounds Committee’s Report
Don Kruger, Chairperson of the Roads and Grounds Committee, explained that the charge of the committee includes the maintenance and improvement of the roads and common grounds in Surf Pines. He introduced and thanked the members of the committee:  Al Beck, George Hawes, Bob McWhirter, and Brian Radditz.  He also thanked the other advisors and helpers including:  Burr Allegeart, Lee Casaleggio, Jeff Hall, Dave Lukens, plus Dan Bartlett in his capacity as the administrator.  He also highly commended John Gates in his capacity as the security/maintenance manager. Then Don reported on some of the activities of the committee from August 2009 to August 2010:  

Don Kruger then presented information on the gates enhancement project, which included an engineering drawing as a handout, and an artist’s rendering display.  The project is anticipated to be a three year effort, beginning in 2010-11.  The first phase will be approximately $25,000 of improvements to the south gate/entry-pad-island, including widening by two feet of the gate/road.  Funding in 2010-11 is included in the regular budget, with expenditures from the dedicated funds that have been saved over many years. The second phase will be improvements to the north gate/entry-pad-island, likely to be done in fiscal year 2011-12.  The final phase, in 2012-13, will be visual enhancements to both the south and north entranceway, which could include stonework and signs. Several members asked questions about the gates and the security they provide.  A discussion followed that included the following points:

Concluding, Don invited interested members to join the committee as it reconstitutes itself for the upcoming year.

Safety and Security Committee’s Report
Karen Radditz reported for Jim Cooper, Chairperson of the Safety and Security Committee.  She introduced and thanked members and advisors of the committee: Jim Cooper, Ron Calvert, George Hawes, Gene Keever, Karen Radditz, Judi Stewart, Lee Casaleggio, Don Kruger, Burr Allegeart, and Jeff Hall.  This was Karen’s first year on the committee, and she reported it being an eye-opening and rewarding experience, and encouraged all members to volunteer helping any of the Surf Pines committees.  She then noted the primary focus of the past year:

Community Relations Committee’s Report
Bonnie Rogie, Co-chairperson of the Community Relations Committee, introduced and thanked the other members of the committee:  Colleen Casaleggio, Lee Casaleggio, Lucia Fleming, Bonny Groshong, Norma Keever, Valerie Krohn, Shirley Powers, Debbie Wall Proyect, Robin Rhodes, Tracy Sherrell, and Katie Weber, the other co-chairperson. Then Bonnie reported on some of the activities of the committee from the past year:

Upcoming events are a September 11^th partly at the Radditz home, and the December 14^th holiday party at the Gantenbein’s.

Comments from the Vice- President
Burr Allegeart made special thanks, with applause from all members present, to:

Explanation of Voting Procedures
Dave Lukens, Secretary, explained the procedures for voting for directors, on the proposed annual budget, and any other business.

Election of Directors
Dave Lukens, Secretary, stated that two members of the Board of Directors were to be elected to replace Michael Wilkin, Director, and himself because their terms were expiring.   

In his capacity as the chairperson of the Nominating Committee, Michael Wilkin reported that the committee nominated three candidates for the two open positions on the board: Norma Keever, Clarke Powers, and Brian Radditz.   Wilkin then invited additional nominations from the floor, whereby Don Kruger nominated Ron Calvert.  Wilkin then invited all candidates to speak briefly to the membership, with both Radditz and Calvert responding.  The membership (including proxy votes) voted as follows:

Ron Calvert                 30
Norma Keever             45
Clarke Powers             40
Brian Radditz             74

Norma Keever and Brian Radditz were elected to fill the two open positions on the board.

Treasurer’s Report
Gheri Fouts, Treasurer, presented the treasurer’s report and reviewed the balance sheet as of June 30, 2010, the end of fiscal year 2009-2010. She reported that the association completed the fiscal year in satisfactory condition, and was able to pay off the mortgage on the security house earlier than planned.  The only issue was the payment of a large bill for paving services, which in both fiscal years 2008-09 and 2009-10, came due just at year-end.

2009-10 Audit Summary
Gheri Fouts, Treasurer, then reported on the recent financial audit of the past fiscal year.  An independent auditor’s report was contracted by the Board with Dennis Conner, CPA, as per the bylaw passed in October, 2009 by the membership.   The audit was of the balance sheets, related statements of income, retained earnings, and cash flows, which are the responsibility of the association’s management.  Conner’s report was that the financial statements present fairly, in conformity with the cash basis of accounting, the financial position of the association.  One recommendation from the auditor was for the association to convert to an accrual basis of accounting. It was noted by Fouts that cost for this service was $4,775, and that this was the first audit done in many years. 

Consideration of Proposed Annual Budget for 2010-2011
In her capacities as the chairperson of the Budget Committee, Gheri Fouts reviewed the proposed annual budget for fiscal year 2010-2011.  Gheri stated that the committee prepared a budget that provides the current level of services and fully funds the dedicated funds for the roads and the gates without increasing dues.  She thanked the other members of the committee which included chairpersons of the Roads/Grounds, Safety/Security, and Community Relations Committees, all Board members, Norma Keever, and Clarke Powers.   

Several questions from the membership were answered by Fouts, administrator Dan Bartlett, or other members of the Board, including:

Milt Stewart, member, then moved for approval of the annual budget as proposed; Jack Faust, seconded the motion: and the membership approved it by a vote of 97 to 3.

Other Business
President Wilkin then asked the membership if there was any further business to discuss.  Two issues were raised; one of those included a motion for action.

Polo Ridge – Ridgeline Estates
Jeff TerHar raised a concern about legal expenses for the association to challenge the development.  He suggested that a better approach would be to negotiate an agreement that may include an access and/or maintenance fee, or for the developer to pay for Surf Pines Lane improvements. 

Michael Wilkin reminded the membership that the recent cancellation of the access agreement for Ridgeline Estates by the Board was a stop-gap measure to insure that the association was involved in the planning process. 

Burr Allegeart remarked that new owners to the property were now significantly changing the original proposal, to increase the number of building lots.  He also noted that the majority of the emails he had received as a Board member on the issue were against granting access. 

Milt Stewart felt that the association was on solid footing to rescind the access permit.  However, he also felt that we needed to learn a lesson from how the Pinehurst development proceeded.  Stewart added that the Board needed to meet with the developers to form a good course of action that will be agreeable to both parties before to help avoid a lengthy and potentially expensive legal battle.

John Wallpe concurred that the association was well within its right to rescind the permit given the change of plans from 9 to 30 lots.  He also did not want the association to alienate our neighbors, and said many options should be explored which might include; moving the gate access system nearer highway 101 (need to do before we invest in gate/entry enhancements), and/or improving the highway 101/Surf Pines Lane junction.

Dan Bartlett advised the membership that both he and Don Kruger (president of the S.P.A. when the access agreement was signed) attended the recent Clatsop County Planning Commission hearing on the project.  Dan’s feeling was that the developer was apologetic for not advising the association of the proposed changes and that he seemed willing to negotiate a settlement.  Dan also noted that there will be several additional hearings on the proposal.

During the discussion a suggestion for a motion on how to proceed was discussed.  Milt Stewart asked the members to not restrict the Board in how they worked through negotiations with the developers.  No motion was proposed on the subject by the membership. Judi Stewart then suggested that the Breeze contain an article updating the membership on the project.

S.P.A. Legal Counsel
Bill McLoughlin reminded the association of a vote two years previously, when the membership enacted a process to help recover legal fees during the course of litigation.  He felt voting on that change was a mistake, as it could also expose the association to pay legal costs in the event we lose a lawsuit.  Then last year the association voted on bylaw changes, which Bill feels are not enforceable without CCRs.  Bill felt that the association got poor legal advice on both these issues, and he made a motion that the association replace the current legal counsel (Dan Van Thiel).  The motion was seconded by member Kelly Stearns.  President Wilkin asked the membership for comments on the motion. 

Kelly Stearns then reminded the membership of her concerns with Van Thiel as the S.P.A. attorney, which included not doing a thorough review of the bylaw changes voted on by the membership in 2009.  She also told the membership of a recent case that resulted in a $300,000 finding against another homeowner association. 

Michael Wilkin voiced support for Van Thiel and his timely yet candid advice.  Katy Weber asked about Van Thiel’s availability, and Wilkin answered that despite having an office in Baker City, he always seemed accessible.  Michael noted that Van Thiel had a rich experience with local governments and school districts.

Milt Stewart again reminded the membership to not micro-manage the Board, and to not tell them who to hire.  McLoughlin countered that he felt that it was appropriate to tell the Board who should be legal counsel as it was an important position, and that he felt a fresh approach was needed.

President Wilkin then called for a vote on the motion made by McLoughlin to replace the current Surf Pines Association legal counsel (Dan Van Thiel).  The motion failed by a vote of 7 to 64, with 1 abstention.

The meeting was adjourned at 11:05 a.m. following a motion by Ken Weber, seconded by Cindy Lukens. 

Respectfully submitted, Dave Lukens, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
July 19, 2010, held at the Meeting House

Present:  directors- Burr Allegaert, Gheri Fouts, Jeff Hall, Dave Lukens, Michael Wilkin;    chairpersons- Bonnie Rogie, Katy Weber; members- Kathy Ball, Robert Ball, Ron Calvert, Steve Dawson, Debra Hall, Norma Keever, Kelly Stearns, Judy Stewart.  Others- John Wallpe.    Administrator Dan Bartlett.   

The meeting was called to order at 4:01 p.m. by president Michael Wilkin.  

The minutes of the last previous regular Board meeting on June 21, 2010  were approved as presented by a vote of 5-0 (Allegaert motion, Hall second) with no corrections. The agenda was unanimously approved with no additions.

Comments from the Membership
Steve Dawson inquired about the status and Board actions concerning two properties per his complaint letter to the Board of May 19, 2010.   The two properties he was concerned about were; 89660 Manion (Iverson) and 89860 Manion (Cook).  President Wilkin reviewed the discussion and actions from the Board meeting on June 21, 2010, concerning progress being made on both properties.   The Board agreed that since their last meeting, minimal additional action had occurred to repair the fence on the Cook property, or remove items from the front porch of the Iverson property.   The Board decided that president Wilkin will draft and send a letter to each property owner concerning the complaint as a step toward resolving the complaint.  Debra Hall also suggested that the letter could mention that neighbors or volunteers may be available to provide assistance if needed, particularly in raising the heavy section of the downed fence. 

Debra Hall inquired (and had sent an email to all Board members previously) about the cost so far from the legal actions brought by member Kelly Stearns against the SPA.   Administrator Dan Bartlett stated that the insurance deductible cost was $1,000, that additional salary for his time was $1,200, and that he had not yet determined how much of our legal counsel’s fee was associated with the specific legal action (however total legal costs for the year were about twice our previous average expenditures).  Debra also asked if the SPA liability insurance premiums would increase in the future, Dan replied that so far no increase was realized.

Treasurer’s Report
During her report treasurer Gheri Fouts noted the amount of cash per the June 30, 2010, balance sheet was $166,517.   

Gheri then did a final review of the proposed budget for 2010-2011.  One item she highlighted was that the amount for major road repair (paving) was much greater than in previous versions of the draft budget.  She noted that the paving recently completed on Ocean drive (approximately $35,000) had not been completed in June because of wet weather, and was instead completed in July.  Therefore the planned expenditure was not accomplished in FY2009-10, but instead carried into FY2010-11.  She also noted that there were sufficient funds in the cash resources-dedicated funds to cover this increase.  Following the discussion the Board approved by a 5-0 vote (motion by Fouts, seconded by Lukens) to propose the draft budget version 5.B to the SPA membership at the annual meeting.

Safety and Security (S/S) Committee’s Report
Jeff Hall reported for the committee.  Minutes from their last meeting had been previously submitted to the Board for review, no additional action or recommendations were reported.

Roads and Grounds (R/G) Committee’s Report
Dan Bartlett reported that the committee had not met since the previous Board meeting.

Community Relations (C/R) Committee’s Report
Bonnie Rogie and Katy Weber, co-chairpersons, reported for the committee.   They reviewed notes submitted to the Board from the C/R meeting.

The July picnic was attended by about 50 people, in wet weather.  The entire committee extended their appreciation to both John and Carol Gates for their excellent work preparing the park.  The C/R is planning to discuss other months that may be more appropriate for the picnic.

The recent Surf Pines garage sale was a considered a success, approximately 22 homes participated with no reported traffic problems.

One issue discussed is the delivery of the SPA table/chairs when they are rented to members.  Because of the size of the tables, often John Gates is asked to deliver them.  Currently there is no delivery fee per approved policy, and the C/R proposed two items relative to the issue:

1. Charging a $10 delivery fee.
2. Providing some form of compensation to John for his services when he provides delivery.

The Board will consider this issue at its next meeting. 

There is a change in venue for the September 11^th social event, it will be at the Radditz’s home on Silverspot Lane instead of the Malerkey’s. 

President’s Report
Michael had recently received a call from Jason Palmberg with a question about the proposed water line near Surf Pines Lane.  Dan Bartlett will return his call and update him to the best of his knowledge (no proposal at this time). 

Michael has appointed a nomination committee (himself, Dave Lukens, and Karen Radditz) for submitting names to the membership for the two upcoming vacant Board positions.  The Board also briefly reviewed section 5.2 of the Bylaws concerning the nomination process.  It was noted that a 200 word statement is normally submitted by each candidate, for inclusion with all the information sent to SPA members prior to the annual meeting. 

Administrator’s Report
SPA Audit.   The field work has been nearly completed by Dennis Conner, CPA, for the SPA audit.  By the annual meeting it appears that we should have an executive summary in addition to the full audit.  This executive summary is planned as a handout at the annual meeting. 

Several lien actions for SPA against member properties are ongoing, in addition to several foreclosures. 

Manion Property “Quiet Title”.  No further action to report.

Old Business (None) 

New Business
Preparations for the upcoming annual meeting were discussed.  One complaint has been the length of the meeting.  No resolution was decided on to deal with this issue other than have reports and comments be brief, and that the president limit lengthy discussions.  Dan Bartlett was also directed by the Board to request the County Club to provide snacks (in addition to coffee) up to a limit of $250.

The meeting was adjourned at 5:00 p.m.

Respectfully submitted, July 21, 2010.       Dave Lukens, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
June 21, 2010, held at the Meeting House 

Present:  directors- Burr Allegaert, Gheri Fouts, Jeff Hall, Dave Lukens, Michael Wilkin;    chairpersons- Don Kruger, Bonnie Rogie; members- Kathy Ball, Robert Ball, Lee Casaleggio, Archie Cook, Kelly Stearns, Judy Stewart. Others- John Wallpe. Administrator Dan Bartlett.  Security Manager John Gates 

The meeting was called to order at 4:01 p.m. by president Michael Wilkin.

The minutes of the last previous regular Board meeting on May 17, 2010  were approved as presented by a vote of 5-0 (Allegaert motion, Hall second) with no corrections. The agenda was unanimously approved with no additions.

Comments from the Membership
Kathy Ball reported additional information relative to her recent email to the Board concerning golf balls and cats.  She and Bob Ball noted their concern about young children being struck by lost golf balls thrown by lawn mowing operations in and near their yard.  John Gates noted the issue and will speak to their neighbors.  The Balls also voiced concerns over cats wandering onto their deck, and requested an article in the Breeze.

 Kelly Stearns voiced concern over a rumor of raccoons being shot at within Surf Pines, John Gates noted the issue for follow-up.

Treasurer’s Report
During her report treasurer Gheri Fouts noted the amount of cash per the May 31, 2010, balance sheet was $185,476.   She noted the amount of accounts receivable had returned to a more “normal” amount.   Jeff Hall asked the Board to consider if it was appropriate for the accounts receivable to be “publicly available” at meetings, no decision was reached. 

A discussion on the most appropriate time to pay off the mortgage on the security house followed the treasurer’s report.  The amount is estimated at $2334.26 after the 7/1/10 payment.  Two options were; include pay off within next year’s (2010-11) budget, or pay off immediately.  There is a projected surplus during this fiscal year, and paying off the mortgage early would save interest payments.  By a vote of 5-0 a decision (motion by Lukens, seconded by Fouts) was made to pay off the mortgage immediately.

Safety and Security (S/S) Committee’s Report
Lee Casaleggio reported for the committee.  Minutes from their last meeting had been previously submitted to the Board for review, no additional action was reported.

Roads and Grounds (R/G) Committee’s Report
Don Kruger, chairperson, reported for the committee, he had previously submitted the minutes from the committee’s last meeting;  

Kruger reminded the Board of the upcoming project for paving on Ocean Drive, north of Horizon Drive, now scheduled to commence Wednesday June 23, 2010.

Shelving has been purchased for storing C/R material, it will be installed by volunteers.

Community Relations (C/R) Committee’s Report
Bonnie Rogie, co-chairperson, reported for the committee.   Bonnie reviewed notes submitted to the Board from the C/R meetings.

The draft of the directory will be available at the July picnic for members to review and update, then be forwarded to Dan Bartlett.  Bonnie also noted that her committee is losing several members.

President’s Report
Concerning the gate enhancement project presentation at the annual meeting, Don Kruger has found an artist to make a rendering of the proposed project, at an estimated cost of less than $300.  This drawing will be used at the annual meeting, and presented during the R/G report.

Administrator’s Report
SPA Audit.   How best to present the CPA audit information was discussed, as the full report may be quite lengthy and will not be received in time for mailing to members with the annual meeting information.  Making a copy of the summary available at the meeting may be more appropriate, this will be finalized at the next Board meeting.

Manion Property “Quiet Title”.  No further action to report.

Old Business
Code of Conduct.  Administrator Bartlett had further discussed the draft Code of Conduct with our new CPA.  The CPA had reviewed the SPA draft, and felt it was sound.  If it is not in place before the audit, the CPA will likely strongly recommend it be implemented. The Board decided to adopt the Code of Conduct, by a vote of 5-0 (motion by Fouts, seconded by Allegeart).

SPA Policies.  The Board reviewed the full paper copy presented by Bartlett of the current approved Board policies with all updates from the 2009/10 year.  It also decided to make policy reference as an appendix the two new documents recently approved; the Identity Theft Policy and the Code of Conduct.

New Business
Dawson letter of May 19, 2010, regarding bylaw noncompliance on three members.   The Board discussed each property and that no complaints had been received from adjacent or nearby neighbors;

Miner letter of  June 6, 2010, regarding dry well near her property, dead shore pine tree, and solar panels.  The Board asked R/G chairperson Kruger to discuss the issues with her, and note that; the dry well has been built to industry standards, no shrubs should be planted near the dry well, if the tree is on her property it is her responsibility but if on SPA right-of-way it will be removed as needed, and that there is no bylaw against solar panels being placed on her roof.

Web site.  The Board approved payment to reimburse Roger Masse for another year SPA website registration and hosting services at ADDR.COM for $107.46, while the new website is developed under the direction of director Jeff Hall.

The Board discussed the recent verbal request for late dues fee waiver by Mr. Esnard.  Given the limited information as to why the request should be granted, it was denied though noted that he does not have a history of late dues payments.

The meeting was adjourned at 5:20 p.m.

Respectfully submitted, June 23, 2010.       Dave Lukens, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
May 17, 2010, held at the Meeting House

Present:  directors- Burr Allegaert, Gheri Fouts, Jeff Hall, Dave Lukens, Michael Wilkin;    chairpersons- Don Kruger, Bonnie Rogie;    members- Kathy Ball, Robert Ball, Lee Casaleggio, Steve Dawson, Norma Keever, Kelly Stearns. Others- John Wallpe.  dministrator Dan Bartlett.

 The meeting was called to order at 4:05 p.m. by vice president Burr Allegaert
The minutes of the last previous regular Board meeting on April 19, 2010  were approved as presented by a vote of 4-0 (Fouts motion, Allegaert second) with one minor correction noted by Allegaert – in the R/G report, final paragraph, delete the word “system” following the words “south gate” in the first sentence.   

The agenda was unanimously approved after adding an item to New Business – budget committee report.

President Wilkin arrived at 4:15 p.m. and conducted the remainder of the meeting.

 Comments from the Membership
Steve Dawson asked about the recent hearing before Judge Matyas concerning SPA.  Dan Bartlett advised that the May 6^th hearing had been about matters regarding SPA providing documents and related attorney expenses. Steve Dawson asked if the new Bylaws were in effect and being enforced?  The Board agreed that the new Bylaws were in effect.  Allegeart also noted that no written complaints had been received by the Board to take action on relative to the Bylaws since the vote in October, 2009. 

Bonnie Rogie and Norma Keever both reported recent coyote sightings.

Treasurer’s Report
During her report treasurer Gheri Fouts noted the amount of cash per the April 30, 2010, balance sheet was $172, 877.   She noted an unusually high amount of accounts receivable, more than $7,781 past 90 days due.   The treasurer’s report was unanimously approved as presented.

Safety and Security (S/S) Committee’s Report
Lee Casaleggio reported for the committee.  Minutes from their last meeting had been previously submitted to the Board for review.  Casaleggio reported that the committee was concerned about an increase in the amount of reported trespassing and damage to private property (particularly For Sale signs removed and strewn as far away as the beach).

Roads and Grounds (R/G) Committee’s Report
Don Kruger, chairperson, reported for the committee, he had previously submitted the minutes from the committee’s last meeting.

Kruger reviewed with the Board the two bids received for approximately 1200 feet of paving on Ocean Drive, north of Horizon Drive.  The lowest bid for the project ($35,123) would be slightly in excess of the 2009-10 budgeted amount for major road repair. However because of escalating oil prices it would likely save SPA money and treat a road badly in need of repair.  Kruger anticipates several savings in other R/G accounts during 2009-10 to offset the over-expenditure of this line item.  The Board approved by a vote of 5-0 (following a motion by Allegeart, seconded by Hall) awarding the contract to the low bidder, Bayview.  Bartlett was directed to take action toward awarding the contract.

Kruger was reminded by Allegeart to change the name of the Gate Beautification Project/Committee to Gate Enhancement per discussions at the previous Board meeting.

Kruger reviewed with the Board a request by the R/G to replace five of the street light assemblies in the islands imbedded within the Surf Pines Landing street which are damaged or not working correctly.  After confirming that this project was within SPA responsibility, and noting that the work would be done by volunteers (meeting appropriate electrical codes) the request for $1025 was approved by Board 4-0.   The motion for the vote was made by Allegeart and seconded by Hall, with Lukens abstaining from the vote.  Kruger noted that the project would likely not be fully completed until next year.

Kruger advised the Board that communication with the Pavement Management contractor has still not been successful.   He also noted that the R/G was cutting dead trees within the SP park as they occurred, but they did not recommended cutting all the trees affected or likely affected by bark beetle attack since a majority of the older trees would be removed.

Community Relations (C/R) Committee’s Report
Bonnie Rogie, co-chairperson, reported for the committee.   Bonnie reviewed notes submitted to the Board from the C/R meetings.

A volunteer host for the holiday celebration has recently been located (the Gatenbeins) and planning is underway now for the party on 1^st Saturday of December.

President’s Report
President Wilkin led the discussion of the Committee Formation and Responsibilities Policy (draft 5.1 dated May 15, 2010).   He first summarized an April 21, 2010, letter from attorney Van Thiel advising the Board that the policies are not at variance with ORS.  After agreeing that all SP members need to be encouraged to volunteer, five specific sections of the draft were the focus of concern/comments by those in attendance and the Board;

1.  Committee membership shall be selected insofar as possible to reflect the diversity of opinions within the Association.  A motion to delete this sentence was proposed by Allegeart and seconded by Lukens, however this motion failed by 2-3 vote (Wilkin, Fouts, Hall voted against deleting this sentence).  Therefore it would be retained in final approved policy.

2.  No member may be a voting member of more than one committee without specific Board approval. A motion to retain this sentence was proposed by Lukens and seconded by Fouts, this motion passed 3-2 (Hall and Allegaert voted against retaining this sentence). Therefore it would be retained in final approved policy.

3.  A motion to move gate maintenance from S/S to R/G responsibility was proposed by Allegeart and seconded by Hall, motion passed by a 5-0 vote. 

4.  Budget Committee Composition: a motion (by Lukens, seconded by Allegeart) passed by a 5-0 vote to change the draft to read as follows;

·        Treasurer and either the Vice President or assistant Treasurer.

·        A representative from each of the standing committees.

·        At least three SPA members not associated with the Board or any standing committee.

 5.  Nominating Committee:  a motion (by Lukens, seconded by Allegeart) passed by a 5-0 vote to delete the section listing the composition of the nominating committee as it was already adequately described the SPA Bylaws.

After modifying or confirming sections of the draft 5.1 policy as per the five items above, the Board adopted the Committee Formation and Responsibilities Policy by a 5-0 vote (motion Allegeart and second by Hall).

Administrator’s Report
Dan Bartlett discussed several topics;

SPA Audit.   The SPA bookkeeper (Susan Wood) and Dan are working with CPA Dennis R. Conner to provide him data so that he can meet the deadline for completing the audit in time for the August SPA members annual meeting. 

FTC Red Flag Rule.  Bartlett reviewed his draft identity theft policy, which is required by the FTC August, 2009, Red Flags Rule.  Failure to establish and follow such a policy could result in fines for non-compliance.   Though lengthy (6 pages) it would appear to meet the requirements, and a motion (by Allegeart, seconded by Fouts) to adopt the Identity Theft Policy without modifications, passed  by a 5-0 vote.

Manion Property “Quiet Title”.  No further action to report.

Old Business
Code of Conduct.  Administrator Bartlett had discussed the draft Code of Conduct with our new CPA, he felt the Identity Theft Policy was much more critical to help meet FTC Red Flag concerns.   He also felt that it would be more timely to wait until after the audit to develop a Code of Conduct.  The Board unanimously agreed to set aside this matter.

New Business
Treasurer Fouts updated the Board on the Budget Committee’s May 10^th meeting, and reviewed the draft budget for 2010-2011.   No dues increase is proposed as part of the draft budget.  When questioned, the C/R, S/S, and R/G committees all felt the proposed budget was adequate, as did Administrator Bartlett.   The mortgage on the security house was discussed, and Fouts was asked to look at how best to include paying off the debt (currently estimated at $4,000) into the draft budget at the next Board meeting. 

The meeting was adjourned at 6:10 p.m.
Respectfully submitted, May 24, 2010.       Dave Lukens, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
April 19, 2010, held at the Meeting House

Present:  directors- Burr Allegaert, Gheri Fouts, Jeff Hall, Dave Lukens, Michael Wilkin;   chairpersons- Jim Cooper, Don Kruger, Bonnie Rogie;  members- Kathy Ball, Robert Ball, Norma Keever, Kelly Stearns.  Others- Peter Robedeux , John Wallpe. Administrator Dan Bartlett.  Security Manager John Gates. 

The meeting was called to order at 4:00 p.m. by president Michael Wilkin. 

The minutes of the last previous regular Board meeting on March 15, 2010  were approved as presented by a vote of 5-0 (Allegaert motion, Hall second) with no corrections.  The agenda was unanimously approved.

Comments from the Membership
Kathy Ball voiced a concern about “sky lanterns”, from a January 4^th incident.  She felt that these devices could pose a wildfire threat during the summer, the issue was forwarded to the S/S for further review. 

Kelly Stearns voiced a concern over the proposed draft policy on SPA Committees relative to a conflict with an Oregon Statute (65.354), and distributed a handout to the Board members.   President Wilkin asked that the issue be more fully discussed during that portion of the agenda. 

Treasurer’s Report
During her report treasurer Gheri Fouts noted that there was approximately $138,301 cash in the various SPA bank accounts through March, 2010.  She noted that none of the committees were over-spent relative to their budgets. The treasurer’s report was unanimously approved as presented.

Safety and Security (S/S) Committee’s Report
Jim Cooper, chairperson reported.  Cooper had previously submitted the minutes from the committee’s last meeting.

Cooper briefly reviewed discussions and options the S/S had considered before proposing the Policy on Gate Access for Open Houses, Garage Sales, Estate Sales, and Moving Sales.  He then made one minor addition, that “or homeowner” be added following the “licensed real estate agent” in two sentences in the Real Estate Open House section.   The policy (with “or homeowner” modification) was approved by a vote of 4 -1, following a motion by Allegeart, seconded by Hall.  Gheri Fouts cast the vote in opposition, stating a concern that the policy could allow the gates to be open to the public too frequently.

Roads and Grounds (R/G) Committee’s Report
Don Kruger, chairperson, reported for the committee, he had previously submitted the minutes from the committee’s last meeting;  

Kruger reviewed with the Board the draft #5 revision to the current Road Repair Policy.   The policy was approved (following a motion by Lukens, seconded by Allegeart) by a vote of 5-0.

Minor Road Repair.   The three minor road repairs as approved at the previous Board meeting were recently completed by Clean Sweep; Shady Pines/Pine Ridge intersection, Surf Pines Landing sink-hole, and shoulder rock near 89082 Manion.

Kruger asked that the Board request bids for approximately 1200 feet of paving on Ocean Drive, north of Horizon Drive.  This is one of the final unfinished projects on the current SPA Pavement Management Plan.  A preliminary estimate is the project would cost approximately $30,000, currently the dedicated cash for Road Repaving/Major Repair is at $43,825 through March 31, 2010. The request to ask for paving bids by local contractors on 1200 feet of north Ocean Drive was approved (following a motion by Fouts, seconded by Allegeart) by a vote of 5-0.

Kruger then discussed with the Board the Gate Beautification Project, specifically his request as chairperson of that sub-committee to submit a $25,000 item to the SPA Budget Committee for inclusion in the 2010-11 budget.   He noted that currently the dedicated cash for Gate Replacement/Major Repair is at $44,162 through March 31, 2010.  Kruger handed out drawings of the proposal, which would only include enhancements to the south gate system and not overall beautification to the entranceway.  President Wilkin was concerned that the proposal be presented as a stand-alone project, and not as phase 1 of a three-part effort since we could not yet offer drawings to the SPA membership on improvements to the north gate or overall beautification to both entrances.  The Board approved by a 5-0 vote (Allegeart motion, Fouts second) that the item be passed on to the Budget Committee.

Community Relations (C/R) Committee’s Report
Bonnie Rogie, co-chairperson, reported for the committee.   Bonnie reviewed notes submitted to the Board from the C/R meetings in March and April 10, 2010.

The spring fling has been cancelled.   Plans for a fall (September) party are being formulated, tentatively planned to be hosted at the Malarkey residence.  A host for the holiday party has not yet been located, and options for renting a hall are being considered.

Norma Keever has created a draft cover for the upcoming directory.

The C/R is requesting that a cabinet be constructed within the SPA meeting house, located near the current hat/coat rack.  This cabinet could more conveniently store C/R supplies than the present system in the meeting house garage.  The matter was forwarded to the R/G, Kruger asked that the C/R give him specific dimensions/specs.  Two options were discussed; pre-fabricated cabinets such as those available from Ikea, and storing the mower/trailer in another location.

President’s Report
President Wilkin briefly discussed the draft #4 Committee Formation and Responsibilities Policy.   The ORS handout presented by member Stearns earlier in the meeting was included in the discussion.  Stearns and Wallpe also presented a listing of 4 Real Estate Attorney Recommendations, they suggested one of these could be consulted relative to the matter.   The Board agreed to not make a decision on the draft policy until consulting with counsel.

Administrator’s Report
Dan Bartlett discussed several topics:

 SPA Audit.   The SPA bookkeeper (Susan Wood) is forwarding information to CPA Dennis R. Conner so that he can confirm his ability to meet the deadline for completing the audit as per the motion to conditionally award the contract for his services from the previous Board meeting. 

FTC Red Flag Rule.  An identity theft policy will need to be drafted prior to June 1, 2010, work on this is on-going.

Manion Property “Quiet Title”.  No further action to report.

Old Business
Code of Conduct.   Lukens briefly discussed the draft #2 of the Code of Conduct proposal.  Administrator Bartlett felt that this item will most certainly be required by the CPA audit given new financial rules and regulations.  The matter will again be considered at the next Board meeting, President Wilkin asked all the SPA Committee Chairs to review and submit suggestions to Lukens.  In addition Allegeart will send a copy of the hospital Code of Conduct to help provide a comparison.

New Business
SPA Homeowners Guide.  The Board discussed the previous method of publishing the Guide, which member Roger Masse has provided at a very minimal fee.  The Board determined that it would be best for the document to be converted to a Word format, which will allow Lukens/Hall (or other future Board members) to more easily modify the document.  Director Hall agreed to pursue this method, and to determine cost for re-building/owning the SPA website to include for the 2010-11 Budget Committee.

Member Gary Hanson April 5, 2010 letter - a request to propose selling a lot less than 1 acre in size at 89943 Manion Drive.  Administrator Bartlett has replied to the letter acknowledging receipt, and was requested by the Board to continue working with Clatsop County on determining pertinent lot-size requirements as they relate to SPA bylaws and the request.  The matter will be discussed at the next meeting when additional information can be gathered, however President Wilkin reminded the Board that he knew of no method within the Bylaws to “grandfather” lots based on the time they were purchased.

Peter Robedeau letter of April 12, 2010.  Mr. Robedeau discussed with the Board his interest in purchasing a home within Surf Pines though concerned of the bylaws relative to parking his boat for approximately 10 days per year.   He was directed to ask any specific questions to Administrator Bartlett who commonly works with real estate agents during property purchases.

A request by Board member Hall for a short executive session immediately following the Board meeting to only discuss a personnel matter was agreed to by president Wilkin.

The meeting was adjourned at 5:59 p.m.

Respectfully submitted, April 25, 2010. Dave Lukens, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
March 15, 2010, held at the Meeting House

Present:  directors- Gheri Fouts, Jeff Hall, Dave Lukens, Michael Wilkin; chairpersons- Jim Cooper, Don Kruger, Katie Weber; members- Kathy Ball, Robert Ball, Kelly Stearns.  Others; John Wallpe. Administrator Dan Bartlett.  Absent: director Burr Allegaert, excused because of medical reasons.

The meeting was called to order at 4:00 p.m. by president Michael Wilkin. The minutes of the last previous regular Board meeting on February 15, 2010  were approved as presented by a vote of 4-0 with no corrections. 

The agenda was unanimously approved, adding a topic from the R/G committee (minor road repair recommendation ) and new business (recent Russell communication).

Comments from the Membership (None) 

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Gheri Fouts, Treasurer.   During her report she noted that there was approximately $144,000 cash in the various SPA bank accounts.  She reminded the Board that the current fiscal year was now ¾ complete, and that expenses remained within budgeted amounts.  An overview of the accounts receivable showed that there are currently three liens filed and one lien with foreclosure action being taken (Kraushaar).  A recent issue with a late payment from member Shipley has been resolved, an error with the postage during the billing process was determined.

Safety and Security (S/S) Committee’s Report
Jim Cooper, chairperson reported.  Cooper had previously submitted the minutes from the committee’s last meeting.

Cooper updated the Board on recent communications with Fedex concerning speeding, which appear to have made an impact with the company.

No draft security policy on special events (garage sales, estate sales, etc) was recommended at this time, though the committee is reviewing previous work done by Burr Allegaert.  Director Fouts reminded the group of her concern for community security when the gates were left open during extended periods and on weekends.  Director Wilkin asked that members be reminded of the Surf Pines community garage sale over the July 4^th holiday.

Roads and Grounds (R/G) Committee’s Report
Don Kruger, chairperson, reported for the committee, he had previously submitted the minutes from the committee’s last meeting;

Tree planting.  The R/G committee recently re-staked several trees in the park.

Pavement Management Plan.  Bob McWhirter has received an email from Capitol Asset and Pavement Services to set a date to meet and discuss how best to revise their study so that it can be better understood by “non-engineers”.

Dead End Sign.  John Gates recently moved the sign at the south end of Ocean drive  following a complaint by a member.  Member Katie Weber asked if wording other than “Dead End” could be used for all the road terminus signs?

Road Repair Policy.  Don reviewed with the Board a draft revision to the current road repair policy.  Several minor edits were proposed, the R/G committee will make changes to their draft and present another version at a subsequent Board meeting.

Tree Trimming.  The Board reviewed the proposed policy on tree trimming/topping as presented by the R/G committee.  A motion (by Lukens, seconded by Fouts) to adopt the policy as presented, was approved by a 4-0 vote.

Pelican Lane Encroachment .   Member Cummings successfully moved the building that was encroaching on SPA property near Pelican Lane.  The R/G will monitor action to continue removal of the firewood pile at the same location.

Minor Road Repair.  A motion (by Fouts, seconded by Hall) to award a contract for $1,750 to Clean Sweep for minor road repairs at three locations as recommended by the R/G, was approved by a 4-0 vote.  The repair locations are; Shady Pines/Pine Ridge intersection, Surf Pines Landing sink-hole, and shoulder rock near 89082 Manion.

Community Relations (C/R) Committee’s Report
Katie Weber, co-chairperson, reported for the committee.    The March 6^th  wine-tasting event was cancelled because of an illness at the host family.  The committee has not held a formal meeting since the last Board meeting.

Katie also raised an issue for all committees to consider, the picking of daffodil flowers along Surf Pines Lane.  These flowers provide enjoyment for everyone coming into Surf Pines and should not be picked, particularly by non-members.

President’s Report
President Wilkin discussed the draft Committee Formation and Responsibilities Policy, which was recently modified by Don Kruger (draft #2, March 9, 2010).   All Board members present generally agreed with the policy, but several minor edits were proposed.  Kruger will incorporate these changes and present a final draft at the next Board meeting.  During the discussion several comments were voiced by non-Board members concerning the need for transparency of the committee process, for greater involvement by more members on the committees, and a question about whether two members from the same family could be on one committee.

Administrator’s Report
Dan Bartlett discussed several topics;

FTC Red Flag Rule.  An identity theft policy will need to be drafted prior to June 1, 2010, work on this is on-going.

SPA Audit.  Bartlett reviewed with the Board the proposals received for audit services.  A motion (by Fouts with second by Lukens) to award a contract per the submitted proposal by CPA Dennis R. Conner, was approved with a 4-0 vote,  with the conditions that he could meet our fiscal year requirements and that it could be completed in time for the August member’s meeting.  Administrator Bartlett will confirm with Conner that these conditions can be met, prior to award.

Manion Property “Quiet Title”.  No further action to report.

Old Business
Garage Sale Policy and Open House Policy.   (See S/S discussion above)

Code of Conduct.  No revision to the draft has yet been completed by Lukens, so this topic was deferred to the next meeting.

New Business
Russell e-mail (recent correspondence to president Wilkin).  A sign/s is being built that will help direct people away from the path between the Russell-Cameron properties and toward the maintained SPA beach trails.  In addition, the R/G had begun evaluations of all the signs for the six SPA maintained trails near the beach/dunes, and will likely replace or repair them in the near future.  No additional action is being considered at this time by the Board.

Budget Committee.  President Wilkin reminded all the committee chairs to review their SPA financial expenditure request for 2010-11 to submit to the budget committee.  Treasurer Fouts will be asking for volunteers and forming the budget committee soon.

The meeting was adjourned at 5:58 p.m.
Respectfully submitted, March16, 2010.       Dave Lukens, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
February 15, 2010, held at the Meeting House

Present:  directors, Burr Allegaert, Gheri Fouts, Dave Lukens, Michael Wilkin: chairpersons Don Kruger, Bonnie Rogie ; members Lee Casaleggio, Kelly Stearns.  Others;  John Wallpe.  Administrator Dan Bartlett. Absent: director Jeff Hall, excused because of medical reasons.
The meeting was called to order at 4:00 p.m. by President Michael Wilkin.

The minutes of the last previous regular Board meeting on January 18, 2010  were approved as presented by a vote of 3-0 (Allegaert abstained because he was not at the meeting).  No corrections on the minutes were proposed, although Allegaert asked several questions concerning the Surf Pines Landing Architectural Review Committee. 

The agenda was unanimously approved, adding a topic from the R/G committee (road repair policy) and the president (code of conduct).

Comments from the Membership
Member Stearns asked if the R/G committee could maintain the painted 4”X4” posts located at the SPA trail-beach access points.  Kruger noted the comment and will put it on their future agenda, reminding the Board that these posts were installed by the Gearhart Fire Department.  John Wallpe advised the Board that the SPA website wrongly identifies the Board meeting’s start time as 4:30 p.m.  He also asked if the Board agenda could be posted on the website prior to the meeting.  Administrator Bartlett will look into correcting the website, and offered to email the agenda to interested members.  Wallpe also suggested webcasting the Board meetings.  (Comment from webmaster: The calendar page of the web site lists meetings as starting at 4:00. The agenda for the meetings usually appears on the home page a few days before the monthly meeting.)

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Gheri Fouts, Treasurer.   During her report she noted that the accounts receivable remained at approximately $10,000 and that there was approximately $143,000 cash in the various SPA bank accounts.

Safety and Security (S/S) Committee’s Report
Lee Casaleggio reported for the committee in the absence of Jim Cooper, chairperson.  Cooper had previously submitted the minutes from the committee’s last meeting.

Casaleggio discussed a draft letter to Fedex concerning speeding.  He noted that Fedex is dispatched from Portland, with a variety of different drivers being used.  The Board supported sending the letter and offered no significant changes.

President Wilkin read a 2/13/2010 e-mail from member Valerie Krohn concerning the tidal wave notification process.  Casaleggio or a member of the S/S will draft another article for the Breeze on the reverse 911 process now in-place by Clatsop County.

Roads and Grounds (R/G) Committee’s Report
Don Kruger, chairperson, reported for the committee, he had previously submitted the minutes from the committee’s last meeting.

Garage access for 33264 Neocoxie (Cazee) from Manion Drive.  Kruger has sent a letter to the property owner noting the concern as discussed at the previous Board meeting.

Tree planting.  The R/G committee recently transplanted many “natural” sprouting trees from the ROW in front of the Pardee property.

Manion pavement cutting and trench near Malarkey.  Kruger advised the Board that Qwest was making repairs to their buried line, and had contracted with Clean Sweep to resurface the pavement when the work was completed.

Surf Pines Landing road repair.  Kruger is also working with Clean Sweep to repair a small depression in the pavement on Surf Pines Landing near the Manion junction.

Pavement Management Plan.  Bob McWhirter is contacting Capitol Asset and Pavement Services to revise their study so that it can be better understood by “non-engineers”.

Road Repair Policy.  The R/G is revising the current policy to include suitable base rock, a draft will be submitted to the Board at a later meeting.

Tree Trimming.  The R/G is developing a draft policy on tree trimming/topping SPA properties/ROW at member request and expense.

Pelican Lane Encroachment .  The R/G recommends that the Board proceed with action to remove the storage building and woodpile from the SPA Pelican Lane property.  The Board reviewed the letter to member Cummings from President Wilkin of January 22, 2010.  The Board was advised by Administrator Bartlett of a recent email from member Cummings that stated his intention to move the building on the weekend of February 20/21, 2010.   A motion by Allegaert to commence legal action with the SP attorney toward removing the building and woodpile if the building is not moved by Monday February 22, 2010, was seconded by Lukens (motion passed 4-0).

Community Relations (C/R) Committee’s Report
Bonnie Rogie, co-chairperson, reported for the committee. She had previously submitted the minutes from the committee’s last meeting.   Bonnie reviewed the committee minutes and also discussed with the Board a concern noted by several members of the C/R that as a cost savings measure, options other than the Astoria Country Club should perhaps be explored for the annual meeting.

President’s Report
President Wilkin discussed the draft Code of Conduct presented by Administrator Bartlett.   Two reasons for developing this document are:
·        a requirement by the Federal Trade Commission because of the SPA need for a dues/billing process
·        the request by auditors of such a signed document by all Board members.

Following a general discussion on how to proceed, the Board agreed that Lukens and Allegaert would cross-check the draft for consistency with the SPA Articles of Incorporation and Bylaws.   The Board also agreed that the final document should be included as part of the SPA Policy.   Another issue is to decide who will be required to sign the document beyond Board members and staff (committee chairpersons, committee members).  The target date for completion of the document is June 1, 2010.

The Board then discussed the draft Committee Policy.  No motion was proposed on the draft, the matter will be continued and placed on next month’s agenda

Administrator’s Report
Dan Bartlett discussed the upcoming audit as now required by SPA bylaws.  A total of 11 firms had been sent the RFP,  5 responses were received but only one had an actual proposal and cost estimate.  The Board directed Dan to expand the search, and consider contacting the 6 firms who did not respond.  Because of another pressing engagement, Bartlett was excused from the meeting at 5:30 p.m.

Old Business
Garage Sale Policy and Open House Policy.   An issue was raised by Lukens on the draft garage sale policy that the Board should be concerned with gate access and road safety, not telling members they can’t have garage sales.  He felt that the draft policy was too restrictive, and would perhaps require a bylaw to implement.  It was noted by Allegaert that the S/S committee had recently developed a Board-approved policy on Real Estate Agents gate access codes. The Board agreed to refer the two draft policies to the S/S committee and it was hoped that these two draft policies could be integrated into a useful gate access management procedure for large-scale member activities (weddings, super bowl parties, family reunions, etc) as well as public-invited activities (garage sales, estate auctions, real estate showings, open houses). Also discussed was another source for wording of the policy, the SPA Owners’ Guide.

Mailing Lists.  Two comments were received on the draft policy; to make sure that all costs (postage, envelopes, salary) would be paid by a requesting member, and to include a statement similar to “or as otherwise provided by law”.  The Board agreed to revise the draft, and the best location for the policy would be as part of the proposed Code of Conduct.

New Business  None

The meeting was adjourned at 6:00 p.m.
Respectfully submitted, February16, 2010.       Dave Lukens, Secretary

Surf Pines Association Regular Meeting of the Board of Directors
January 18, 2010, held at the Meeting House

 Present:  directors, Gheri Fouts, Jeff Hall, Dave Lukens, Michael Wilkin: chairpersons Don Kruger, Katie Weber; members Lee Casaleggio, Bob McWhirter, Kelly Stearns.  Others; John Gates, John Wallpe.  Administrator Dan Bartlett.  Absent: director Burr Allegaert, excused because of advanced notice.

The meeting was called to order at 4:00 p.m. by President Michael Wilkin.  

The minutes of the last previous regular Board meeting on November 16, 2009 (no Board meeting held in December, 2009), were unanimously approved as presented by a vote of 4-0.  No comments or corrections on the minutes were voiced.  Also documented are two Board decisions without a meeting, made in December, 2009, as allowed in the Surf Pines bylaws and policies;

1. A unanimous (5-0) decision to approve the request by R/G committee chairperson Don Kruger, for rapid cleanup of the damaged tree limbs/debris on SP right-of-way created by storms in late November and early December 2009.  Expenditures to not exceed $2500 for a local tree contractor (Young’s River Tree Service).
2. A unanimous (5-0) decision to approve a Christmas bonus for John Gates, and to increase his salary for 2010 per the approved 2009-10 SPA budget.

The agenda was unanimously approved, adding several topics from the R/G committee.

Comments from the Membership
Bob McWhirter advised the Board that as they worked toward revising the policies on committees that the Surf Pines Landing Architectural Review Committee needed to be included.   This committee has not been active in the past year, yet has previously been recognized by the Board and is described in the Surf Pines Landing CCR’s. 

Treasurer’s Report
The treasurer’s report was unanimously approved as presented by Gheri Fouts, Treasurer.   During her report she noted that the accounts receivable dropped from $11,135 on November 30, 2009, to $7,311 on December 31, 2009, due primarily to the Walker property lien collection process.

Safety and Security (S/S) Committee’s Report
Lee Casaleggio reported for the committee in the absence of Jim Cooper, chairperson.  Cooper had previously submitted the minutes from the committee’s last meeting.

Casaleggio discussed the recent S/S committee meeting and then reviewed the recommendation for the Board to adopt a new policy on gate access code distribution to real estate professionals.  It was noted during the discussion that there are currently16 Real Estate firms operating in Clatsop County and approval of the proposed policy would help reduce the total number of gate codes, and provide consistency with how construction/service contractors are issued gate codes.  The Board voted unanimously (4-0) to approve the “Policy on Real Estate Sales Access to Surf Pines” as submitted by the S/S committee following a motion by Lukens, seconded by Hall.

President Wilkin concluded the discussion on the S/S issues by asking that the committee continue to monitor and publicize any vehicle accidents with pets or wild animals to emphasize driving and pedestrian safety.

Roads and Grounds (R/G) Committee’s Report
Don Kruger, chairperson, reported for the committee, he had previously submitted the minutes from the committee’s last meeting.  The following topics were discussed;

Garage access for 33264 Neocoxie (Cazee) from Manion Drive.  A concern about potential damage to the road shoulder was noted.  The Board unanimously requested that Administrator Bartlett and Kruger send a letter to the property owner noting the concern and work towards mitigation.

Tree planting.  The Board agreed with the R/G recommendation that no additional tree planting on SP property is currently required.

Right-of-way road shoulder protection.  Kruger revised the notes from the R/G committee concerning pre-emergent weed control, noting that there was not a specific request for Board action at this time.  However, the R/G is concerned with the issue, particularly on Ocean Drive where recent significant expenditures have been made to stabilize the road shoulder during two repaving projects.  Noting a concern with use of spraying herbicides, the Board requested that the R/G investigate options.

Street sweeping.  Decay and damage to the pavement edges by moss, grass, and pine needle accumulation has been noted on the Surf Pines Landing street.   This road will receive mechanical street-sweeping by a local contractor.
 

Trespass complaint.  A recent complaint by the Cameron (89148 Ocean Drive) and Russell (89136 Ocean Drive) members concerning trespass onto their property from persons accessing the beach via an unimproved path between their properties was discussed.  After Administrator Bartlett advised the Board on advice from legal counsel Van Thiel on how best to proceed, a motion (by Lukens, seconded by Hall) was unanimously approved (4-0) to; 

1.      Send a letter to both the Cameron and Russell families advising them to install “No Trespassing” signs on their property.

2.      Install a sign at the end of the path indicating direction and distance to the SPA maintained beach access trails.

Gate beautification.  Kruger submitted a paper outlining the “Gate Beautification Committee Recommendations, Jan. 18, 2010”, to the Board, which included 6 concepts.  The members working on this project include Don Kruger, Lee Casalegio, Wayne Fleming, and Gene Keever.  Kruger advised that a design team will likely need to be appointed in the future, particularly during the third stage of the project.  Kruger detailed some of the reasons for widening the gates; improved wide vehicle clearance including school buses and construction trucks, better protection for the keypad island investments, and reduced liability concerns.  The Board generally agreed with the concepts outlined in the paper, however noted three areas that need additional clarification in the months ahead;

1.      A more detailed cost estimate and budget which should include an expenditure/income timeline and impact to the dedicated cash allocation for the Gate Replacement/Major Repair line item.  It was noted that we must still maintain a reserve for unexpected major repairs to all the gates during the reconstruction process.

2.      A more detailed description and/or set of drawings for use at the annual meeting in August, 2010.

3.      A decision on how best to assure that a majority of the SP membership approves of the Gate Beautification direction, and whether to put the project to a vote or just include as part of the annual SP budget process for the next three years.

Stellar Lane subdivision.  Kruger advised the Board on a recent meeting with the developers.  The plans call for improved access to Surf Pine Lane, and a fire department approved cul-de-sac/hammerhed at the Stellar Lane terminus.  The lot-line adjustments have been submitted to the County granting SP additional property immediately adjacent Surf Pines Lane, near the access gate.

Finally, a request by three members (Hall, Johnson, Storey) on Sea Breeze Drive to prune live trees and remove dead/damaged trees on SP property between Sea Breeze Drive and Ocean Drive, near the wetlands adjacent their property.  The work would be done by a local tree service contractor, paid by the three property owners.  The Board scheduled a field visit to the area for 1:00 p.m. January 19^th, with a decision forwarded to President Wilkin by Friday January 22, 2010.

Community Relations (C/R) Committee’s Report
Katie Weber, co-chairperson, reported for the committee. She had previously submitted the minutes from the committee’s last meeting.   The C/R is now planning for the spring party, to be help at the Keever residence.  She also advised the Board that Bonnie Rogie would need at least 4 weeks advance notice prior to printing a new directory.  Since there very few recent new members and approximately 17 directories still available, the Board agreed that there was no urgency for printing a new directory or Homeowner’s Guide. 

President’s Report
President Wilkin briefly discussed the recently expired contract for services of Administrator Dan Bartlett.   A motion (by Hall, seconded by Fouts) to draft a letter for President Wilkin to sign that would extend the contract through the end of the current fiscal year was unanimously approved (4-0).  The Board also directed Bartlett to analyze the options for this position (either contract or employee), and discuss at a later meeting.

A discussion/decision on the policy for committee formation and charters was deferred per request by director Allegaert.

Administrator’s Report
Dan Bartlett discussed the following subjects;

FTC Red Flags Rule – Dan and bookkeeper Susan Wood will review the template process and report back to the Board.

Audit Services – Dan reviewed a draft RFP for audit services as per the new SP bylaws.  The Board approved sending out the request to several local CPA firms after making two minor corrections (annual dues, and including a reply-due date).

Manion Property Quiet Title- Ticor Title & Escrow Co. continues to work on the quiet title action to remove the right of way to no-where on the SP properties. 

Pelican Lane Encroachment – Noting a letter from member Neal Cummings on December 29, 2010, the Board directed Bartlett to send a reply requesting; a written update on the progress of moving the building, a meeting on-site to discuss the project, and/or Cummings attend the next Board meeting.

Ongoing Lien Actions – Henry and Ross property actions reported by Dan Bartlett.

Tree Trimming Cost – The Board agreed that a 50/50 split between the Storm Damage and Trees budget lines was appropriate for the $2500 contract charges in December, 2009.

Annual SP Members Meeting – The Board directed Bartlett to contact the Astoria Country Club to secure their facility for Saturday August 14^th, for the 2010 annual meeting.  He was also directed to determine what the costs would be for the ACC to provide snacks at the meeting.

Old Business   None

New Business  None

Respectfully submitted, January 21, 2010.       Dave Lukens, Secretary

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