Weather for Surf Pines
If you have comments or suggestions about this web site, please e-mail the Webmaster.
Copyright
© 2007
Surf Pines Association
| Board Meetings in 2010 | February 15, 2010 | January 18, 2010 |
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;
- 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).
- 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 19th, 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 14th, 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