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       DRAFT Surf Pines Association Board of Directors  Regular Meeting 

January 13, 2012    Location: Surf Pines Meeting House    Time:4:00  PM – 5:45 PM

In attendance:
Board of Directors:  Brian Radditz, Norman Tutton, Norma Keever and Russell Keizer; Burr Allegaert was excused. 
Standing Committee Chairpersons:  Katie Weber, Community Relations, and Susan Holloway, Vacation Rentals; Don Kruger, Roads & Grounds, was excused.
Staff:  Patrick Wingard, Administrator, and John Gates, Safety/Security.
Members & Guests:none

    I.                   Call to Order – President Brian Radditz called the meeting to order at 4:00pm. 

II.                Introduction of Russell Keizer, newly-elected Director – Brian Radditz introduced Dr. Keizer to those present and entered into the record the results of the November 18, 2011 Election by Email Vote.

III.             Approval of Minutes – November, 7^th 2011 Regular Board meeting. Unanimous approval.

IV.              Approval of Agenda – The Agenda was approved with one modification: Delete the reference to a street lighting modification proposal under the Roads & Grounds Committee report. Unanimous approval. 

V.                 Comments from the Membership - Jeff Hall requested an article from the Board for the April Breeze that would speak to the importance of being a Board member and encourage potential candidates to apply.  Jeff would like to have the candidates’ bios no later than June 15^th in order to include them in the July BREEZE.  Board members noted that there would be two open seats this year. 

VI.              Reports

a.      Treasurer’s Report: Norman Tutton, Treasurer, provided an overview of the Association’s financial status and stated that income and expenses for this fiscal year was on budget and balanced.  Mr. Tutton recognized the reduction in accounts receivables noting that recent efforts to collect on amounts owing are working. 

b.      Roads & Grounds: In Don Kruger’s absence, Brian Radditz, President, provided a report on the proposed installation of concrete/stainless steel bollard to replace the plastic barrels at the north and south gates.  Clean Sweep would complete the job. The Board unanimously approved the Committee’s request to expend $5000 to install the proposed bollards. 

Norman Tutton provided an overview on needed improvement to the north and south gates including new gate access doors and brackets.  The Board unanimously approved the Committee’s request to expend $873 to cover the cost of the gate modifications.

Brian Radditz explained that a pressure washer and small mower are needed to maintain various Association assets, starting with the pump houses.  John Gates clarified that these tools would be used throughout Surf Pines on a variety of jobs.  The Board unanimously approved $300 for a new mower and $400 for a new pressure washer.

Brian Radditz, referencing a 1/9/12 point paper on scotch broom developed by Dave Lukens, provided an overview of considerations for removal of scotch broom on Association properties.  President Radditz explained that the Committee has been investigating option for removal of the invasive bush and the hiring of temporary workers was the preferred option.  Administrator Wingard provided additional details on Seaside Temp Agency.  President Radditz recommended approval of the request but would like the Committee to continue to explore long-range solutions to suppress scotch broom in Surf Pines and encouraged the Committee to continue to explore the option of herbicide application.  The Board unanimously approved the Committee’s request to expend up to $3000 to use temporary laborers to cut the scotch broom.  Following the motion, Brian Radditz and Norman Tutton commented that they did not think the entire $3000 would be needed for the job at hand.  Administrator Wingard also noted that the workers would be supervised in the field by John Gates.

 c.       Safety & Security: John Gates reported on the safety and security of Surf Pines.  Mr. Gates reported that he recently had a discussion with a rider on a gray scooter regarding proper use of vehicles on Association roadways. 

d.      Community Relations: Katie Weber reported on the great success of the Holiday Party at The Groshong home on Ocean Drive in December. Katie explained that the CRC would be coordinating two events this year. The July picnic will be on Sun. July1st and the Holiday Party. The CRC is always looking for hosts for more social events and would like to do more “THEME” parties like the recent Tsunami outreach/wine tasting event. Also the garage Sales will be held on Saturday, June 30^th, the day before the July Picnic. 

e.      Vacation Rentals: Susan Holloway, Chairperson, provided Board members with four documents pertaining to vacation rentals within Surf Pines including:  A status report on the work currently being undertaken by the committee, minutes from the December 10, 2011 committee meeting, and papers on Communications with Surf Pines Rental Owners and a Welcome packet.  Russell Keizer expressed concerns about potential liability associated with vacation rentals.  Brian Radditz explained that the Association has previously discussed the adequacy of its current insurance liability coverage with Knutsen Insurance pointing out that use of homes as vacation rentals is considered normal use of a residence within applicable county zoning.  Discussion ensued regarding the use of monthly versus two-to-three day gate codes for short-term (vacation) renters and the need to make sure that any rules that may be developed for vacation rentals are enforceable. 

VII.           Current Business

a.      Request by James Castner regarding proposed payment plan – Prior to hearing from Mr. Castner, several Board members commented on proposal.  Norma Keever explained that she had given this subject a lot of thought and likes the idea of working with Association members that are in arrears to develop a plan for resolution.  Brian Radditz commented that the Association is better off working with people rather than waiting on liens to be satisfied.  Norman Tutton explained that communication with our Members is key.

James Castner presented his proposal to the Board that included structured monthly payments through August 2012 until the arrears, including dues and lien filing fee, were paid.  If the plan were to be approved and executed as proposed, Mr. Castner would then be relieved of finance charges and penalties upon resolution of the arrears.  If a payment were missed, the finance charges would be reapplied to the account.

Brian Radditz explained that he would like the Board to use this process as a template for other potential similar requests that may be made in the future.  Norman Tutton asked Mr. Castner to communicate with the Board if anything were to come up that would cause any non- or late payments.  The Board unanimously approved Mr. Castner’s request. 

   VIII     Administrator’s Reports

a.            Status of Title on Manion Properties – Patrick Wingard, Administrator, reported to the Board that research by himself, Dan Van Thiel, legal counsel, and Peter Harris, Ticor Title Co. Manager, has resulted in findings that title to the 30’ x 392’ strip of land is vested in Surf Pines Association.  Wingard provided a memo to Board members that outlined the findings, referenced a 1992 Circuit Court Case, and included a November 11, 2011 Combination Form Guarantee by Ticor Title Co.  Wingard explained that next steps would be to meet with the Clatsop County Cartographer and Assessor to establish a tax account for this property.  Wingard mentioned that nearly all of the $3000 that was budgeted to cover the expenses associated with this project would not be spent.

b.            Liens and the Ross/Henry properties – Norma Keever said a few words about Bernard Ross, whom had passed away in December.  Administrator Wingard updated the Board on recent activities associated with these delinquent accounts, namely correspondence with Henry and Ross representatives, and recommended that the Board consider this matter further under an Executive Session meeting with legal counsel to discuss the Association’s legal rights and appropriate course of action going forward.  Brian Radditz concurred with the recommendation noting that an Executive Session would be called once Burr returned from vacation next month.

c.             Record Retention Policies and Procedures – The Board accepted Administrator Wingard’s draft policy paper on document management.  Wingard explained that he primarily used information provided by the Nonprofit Association of Oregon to develop the draft guidelines.  The Board would review the materials and provide further direction to Wingard on this matter.

d.            Curbside Recycling – Administrator Wingard provided Board members with a handout on a prospective curbside recycling program in Surf Pines.  Wingard explained that this voluntary program was recently started in Cullaby Lake and is expected to begin in Riverpoint (Astoria) in March.  Wingard noted that Western Oregon Waste was still working out some logistical issues for providing the service in Surf Pines and that Wingard would report back to the Board at its April meeting with more details.  The expected cost would be $6.77 per month for a 90 gallon red-lid cart serviced every other week on the same schedule as garbage pickup.  Discussion ensued about WOW’s new “wind-lock” for the carts.

e.            Revised Legal Description – Wingard provided the Board with a draft Surf Pines Boundary description (Exhibit “A” to the Surf Pines Association Articles of Incorporation) that had been revised to include the addition of the Sweeney property at the north end of Surf Pines.  Wingard explained that if the edits were satisfactory to the Board, he would update Exhibit “A” to reflect the boundary change.

f.              Maps – Wingard explained that several Members have requested copies of the Routes to High Ground map and that he was working on a Surf Pines Roadways, Parks and Trails maps that would be available in about a month.

g.            ODOT Hwy 101 Planning – Wingard explained that there were a few meeting coming up with ODOT on the Hwy 101 Facilities Planning project and that he would continue to keep the Board apprised of the status of this project and its impacts to Surf Pines. 

IX     Director’s Reports – President Radditz thanked the committees and Surf Pines staff for its hard work this quarter.  Brian updated the Board on Russ Earl’s request for information on the status of access to Surf Pines Lane for Polo Ridge explaining that he provided a copy of the letter from April 2011 that was provided to Jason Palmberg.  Brian closed the meeting explaining that he and other Board members have been made aware of a Member’s concerns about potential impacts to the water distribution system in Surf Pines resulting from the city of Gearhart’s new, independent, water system, and that the Board would be meeting with its legal counsel in Executive Session to further investigate this matter. 

X     Adjourn – President Radditz adjourned that meeting at 5:45PM.   

Respectively Submitted: Norma Keever, Secretary, and Patrick Wingard, Administrator

Surf Pines Association Board of Directors Regular Meeting
November 7, 2011, Location: Surf Pines Meeting House, Time: 4:00 PM - 5:40 PM

 In Attendance: Board of Directors:  Brian Radditz, Burr Allegaert, Norma Keever, Norman Tutton.
Standing Committee Chairpersons:  Katie Weber, Community Relations; Don Kruger, Roads & Grounds; Susan Holloway, Vacation Rentals.Staff:  Patrick Wingard, Administrator; John Gates, Security/Maintenance. 

         I.            Call to Order – President Brian Radditz called the meeting to order at 4:00 PM.

     II.            Approval of Minutes – July 18, 2011 Regular Board meeting and August 13, 2011 Regular Board meeting.  Unanimous approval.

   III.            Approval of Agenda – The agenda was approved with one addition:  Add to Current Business a report from the Nominating Committee regarding the resignation of Clarke Powers, Board member.  Unanimous approval.

  IV.            Comments from the Membership: Dr. Russell Keizer, 90016 Manion Drive, inquired about the open Board position and expressed his interest in becoming a Board member.  President Radditz explained the Association’s procedure for filling the vacant position.

     V.            Reports

a.       Treasurer’s Report: Treasurer Norman Tutton provided an overview of Association finances per the October 31, 2011 Balance Sheet.  Mr. Tutton explained that on December 5, 2011 the Finance Sub-committee would begin meeting on a bi-weekly basis instead of a weekly basis.  Unanimous approval to enact the scheduling change.

b.      Safety & Security Committee: Security/Maintenance Manager John Gates updated the Board on pending safety and security items including chronic speeders and the process to gain reimbursement from the contractor that damaged the north gate in August.  Discussion ensued regarding how to best represent the repair costs and reimbursements in the budget.  Burr Allegaert explained that he would contact the Sheriff regarding the recent hiring of reserve deputies and the continuing problem of speeding in Surf Pines.

c.       Roads & Grounds Committee: Chairperson Don Kruger refers the Board to the October 19, 2011 Point paper regarding HLB Otak’s proposal to perform a centerline survey for certain Association roads.  Discussion ensued regarding how the monumentation would be completed and how to notify Association members of the pending project.  Unanimous approval for the R&G Committee to proceed with project.

d.      Community Relations Committee: Co-Chairperson Katie Weber reminded everyone of the upcoming Surf Pines Holiday Party – 6-9PM, December 10^th at Bonnie Groshong’s home located at 89012 Ocean Drive.

e.       Landscape Committee:  Chairperson Norma Keever reported that the Security House/South Gate landscape project is complete.  Board members commented favorably on the outcome of the project and thanked Norma for her work.

f.        Vacation Rental Committee:  Chairperson Susan Holloway updated the Board on committee work to date explaining the goal to remain balanced and objective in its approach to vacation rentals within the Association.  Ms. Holloway explained that the committee is comprised of two full-time residents, two vacation rental owners and two part-time residents.  The committee plans to finalize its communication documents prior to the January Board meeting.

VI.       Current Business

a.       Nominating Committee report:  President Radditz opened discussion regarding Clarke Powers’ recent resignation and the open Board position.  President Radditz nominated David Butler for the open position.  Norman Tutton nominated Dr. Russell Keizer for the open position.  The Board directed Patrick Wingard, Administrator, to follow-up with each candidate and coordinate the Board’s appointment process. 

b.      Resolution No. 2011-1: Establishing the date, time and place for 2011-2012 Regular Meetings of the Board.  Unanimous approval for the following dates (all 4PM start times at the Meeting House):  January 13, April 13 and June 8.  President Radditz commented that these dates are all Fridays and had been chosen, in part, to expand Members’ opportunity to attend and participate in Board meetings.

c.       Resolution No. 2011-2:  Amending SPA Policy relating to Ad-Hoc Committee Membership Requirements.  Unanimous approval for the Landscape Ad-Hoc Committee to be comprised of one member.

d.      Resolution No. 2011-3:  Amending SPA Policy relating to Director inclusion in Committee Membership.  Unanimous approval to enact the following amendment to the Committee Formation and Responsibilities section of SPA Policies:  One director may be a voting member of any committee but not its chairperson.  Norman Tutton commented that adding a Board member to each committee would increase Committee/Board communications.

e.       Board Action Taken Without a Meeting:  August 16, 2011 Unanimous Board Approval to Proceed on Security House/South Gate Landscape Project.  Unanimous approval to accept the November 7, 2011 Memorandum from Wingard, Administrator noting that the Board’s August 16, 2011 action had been processed and documented in accordance with Article VI, Section 6.7 of the SPA Bylaws and applicable Policies.

f.        Street Lighting.  The Board discussed street lighting in Surf Pines and referred the matter to the Roads & Grounds Committee for follow-up.

g.       Control of Invasive/Noxious Vegetation.  The Board discussed various options for dealing with scotch broom, sand spurs and other invasives/weeds.  The Board as well as the Roads & Grounds Committee would continue to explore cost-effective, efficient ways of controlling undesired vegetation within the Association.

 VII.      Administrator’s Report

a.       SPA Manion Properties.  Administrator Wingard updated the Board on the status of the title to a 30’ x 392’ vacant strip of land that traverses three SPA parcels on Manion (site of the former water wells).  Wingard is collaborating with Association legal counsel and Ticor title company to bring closure to this matter by January 2012.  Wingard will continue to keep the Board updated.

b.      Unpaid HOA Dues / Liens.  Wingard updated the Board on the status of various overdue accounts.  President Radditz noted Joanna Henry’s presence in the audience and asked her if she could provide an update to the Board on the arrears on her properties.  Ms. Henry explained that she is currently working with a conservator as well as attorneys (including Bernard Ross’ attorney) to obtain finances to satisfy the liens.  Ms. Henry explained that she would know much more in one months’ time.  The Board agreed that it would provide Ms. Henry with one more month before considering next steps, including the possibility for foreclosure.  The Board directed Administrator Wingard to continue to follow-up with Ms. Henry and the Henry/Ross agents and keep the Board apprised of progress that is being made towards satisfying the liens.

c.       Herbicide/Pesticide Application Certifications.  Administrator Wingard and Security/Maintenance Manager John Gates updated the Board on its research into possible licensure for John to apply herbicide/pesticide along roadways and on Association parcels.  Wingard/Gates explained that it continues to have discussion with the State Dept. of Agriculture regarding license applicability for the Association.  Board members noted concerns about applying pesticide/herbicide within Surf Pines and that no action would be taken until this matter is properly vetted amongst Board members and interested Members.

d.      Maps.  Wingard explained that a new Tsunami (Routes to High Ground) map has been created for the Association.  The color maps use 10-foot contour intervals to show areas of high ground within Surf Pines.  Wingard encouraged all Members to obtain a copy of the free map at the Security office and to use it to get better acquainted with the highest ground adjacent to your home and routes to get there in the case of near-shore earthquake and subsequent tsunami.  Wingard explained that he is also working on a new SPA Road Map and SPA Properties and Trails Map.  These maps are slated for publication this winter and will be made available to Members at no cost at the Security House.  Discussion ensued about the value of these maps for all property owners, guests and visitors.  Wingard explained that he would provide an update on the maps in the January Breeze.

e.       Record Retention Policies and Procedures.  Wingard explained that draft policies and procedures are being crafted for the Board’s review in January.

f.        Curbside Recycling.  Wingard explained that he is in communication with Western Oregon Waste about the possibility for curbside recycling in Surf Pines.  Wingard explained that Cullaby Lake is set to begin receiving this service soon and that Riverpoint is also looking at adding this service to its neighborhood.  Wingard would provide more details (i.e., cost, service requirements, logistics) at the January Board meeting.

 VIII.     Director’s Reports

a.       Burr Allegaert provided an update on the new Owners’ Guide.  Burr explained that the first round of edits are complete and a new 2012 Owners’ Guide would be completed by the end of the year.

b.      President Radditz acknowledged and thanked the Committees for their hard work.

 IX.       Adjourn – President Radditz adjourned the meeting at 5:40PM.

Minutes respectfully submitted by, Norma Keever, Secretary, and Patrick Wingard, Administrator

Surf Pines Association Annual Meeting August 13, 2011, Astoria Golf and Country Club

Call to Order

The Annual Meeting of the members of the Surf Pines Association was called to order at 9:00 a.m. by Burr Allegaert President, with approximately 60 members present in person and 22 members present by proxy.

After the call to order, Burr introduced himself and the other members of the Board of Directors: Gheri Fouts, Norma Keever, Clarke Powers, and Brian Radditz. Burr noted Gheri Fouts three years of service and thanked her.

Burr introduced Dan Bartlett, standing in for Patrick Wingard, Administrator who had a previously arranged family event in Maine.

Burr invited new members of the association who were present to introduce themselves. Members Liz Steszyn and Norman Tutton both on Manion Drive introduced themselves.

Approval of Minutes

The minutes of the Annual Meeting on August 14, 2010, were approved by a voice vote after a motion by Linda Keizer with a second by Judy Stewart.

President’s and Committees’ Reports

Reports followed on accomplishments and events from August 2010 to August 2011.

President’s Report

Burr Allegaert, President, noted that he prepared his report after reviewing the past four issues of the Breeze. He gave a quick highlight of the previous year. The Polo Ridge development group appears to be seeking highway access at another location based on information gathered from various sources. A letter was sent to them indicating the conditions they would need to meet before the board would forward them to the membership for a vote on Surf Pine Lane access. He noted that the gates continue to operate with good reliability. Tom Hatch has upgraded the controller to modern electronics. The Beautification project has been modified. He said that Don Kruger would report on this further under the Roads and Grounds Report. He noted that most of the Association work was done by the standing committees. He asked those present to consider volunteering for a committee.

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. He thanked John Gates. He thanked George Von Weller for his efforts to clean-up the basketball court property.  He noted that Jeff Hall coordinates efforts to keep the park property maintained.  Recently, concrete picnic tables have been installed.

Don noted that the Gate Enhancement three year project that was previously approved by the membership had been modified. The bidder on the contact last year was disqualified for failure to provide Insurance and a Performance Bond within the time specified. Emphasis going forward will be on landscaping the Security House and the Meeting House at the south

The beach paths have new markers on Ocean and at the beach. These are numbered 1 to 6 starting at the south end.

He reported that they were investigating a committee developed pavement management plan since the firm which was previously hired had a death in their firm and were not willing to update the work that had been provided. The contractor was not paid. He then outlined the situation with the current road system and method of maintenance. They were investigating the pros and cons of seeking a bank loan in order to do a larger project. In response to member questions he noted that once a recommendation was prepared, they would lay out the details. This would be presented to a special meeting for a membership vote before implementation.

Don concluded with a discussion about herbicide application. Member Michael Wilkins raised concerns. Burr noted that the Board was only investigating the cost and options. More discussion would occur before any decisions were made.

The final item was conversations with Pinehurst to open pedestrian and bicycle access between the associations. Vehicle access would be limited by bollards.

Don thanked all volunteers and asked anyone interested to sign up to help.

Safety and Security Committee’s Report

The Security Committee chair and several members resigned. Burr noted that Jeff Hall edits the Breeze and is improving the web site.

John gates reports to the Board monthly on security issues. These are generally: speeding, loose dogs, and unsightly or hazardous homes. The house that burned has been cleaned up. The board is investigating means to require the cleanup of these properties.

Community Relations Committee’s Report

Katie Weber reported on the activities of the Community Relations Committee. She noted that Bonnie Rogie was Co-chairperson. She named the other members of the committee and noted that Norma Keever was their board advisor. She reported that 26 homes participated in the annual garage sale. She thanked the committee members’ husbands who have to do the heavy lifting. She also thanked John and Carol Gates for all their hauling and efforts to make events successful.

Explanation of Voting Procedures

Clarke Powers, Secretary, explained the procedures for voting for directors, on the proposed annual budget, and any other business.

Election of Directors

Clarke Powers noted that the results of the election were 50 votes for Norman Tutton and 31 votes for David Butler. Norman Tutton will replace Gheri Fouts on the Board of Directors.

Treasurer’s Report

Brian Radditz, Treasurer, presented the treasurer’s report and reviewed the balance sheet as of June 30, 2011, the end of fiscal year 2010-2011. He noted that the Treasurer’s duties were to: review financial matters weekly, sign checks, review the monthly profit and loss statements, and prepare the annual budget. This was done with assistance of the committee chairs, Debra Hall and John Gates. He made his report using a clear and concise flip chart presentation that outlined the major categories and detailed the financial situation of the Association. He noted that the year ended within budget and with adequate cash balances to operate into the next fiscal year. He noted that the board was looking into new means to proceed against owners who were in arrears. The Association is protected in that liens are filed once an owner is over 120 days past due. He detailed the reserve funds and then proposed 2011-2012 Budget.

He asked for any questions about the presentation. A member asked about the property valuation. Brian noted that he had asked for appraisals on the properties owned by the Association. All of the reports have not been completed. Basically, the fixed assets consist of the Manion property at $300,000, the Security House at $195,254 and the Meeting House at $55,177. The other properties have minimal value.

Consideration of Proposed Annual Budget for 2010-2011

A motion was made to approve the 2011-2012 Budget. The budget was approved with 78 yes votes and 3 no votes.  

Other Business

President Burr Allegaert reported that several members had expressed concerns about rental housing in Surf Pines. The Board has discussed this matter at every meeting since September 2010. Guidelines were published in the January Breeze. In July members who rent their homes appeared before the Board. The Board responded by establishing a standing committee (Vacation Rental Committee.

Linda Keizer read a statement of her concerns. Lou Thornton noted the problems some renters have caused. Jim Cooper reported on the efforts of the Safety and Security Committee and the Guidelines they developed. Other members reported on their concerns and the potential threat of unlawful activity. George Von Weller noted that one problem was garbage left out for several days before pickup. He suggested rental owners contact Western Oregon Waste and subscribe to the at home pickup service rather than curbside pickup.

President Allegeart noted that the new Board would take this matter up and that interested members should volunteer to serve on the Vacation Rental Committee.

The meeting was adjourned at 11:10 a.m.

 Respectfully submitted, Clarke Powers, Secretary

Regular meeting of the Surf Pines Association Board Meeting (Revised Draft, August 8)
July 18, 2011, Location: Meeting House, Surf Pines, Time: 4:00 p.m.-6:05 pm

In Attendance: Board of Directors: Burr Allegaert, Gheri Fouts, Clarke Powers, Norma Keever, Brian Radditz & Patrick Wingard, Administrator.  Standing Committee Chairpersons: Katie Weber, Community Relations Members and Guests: Bob & Kathy Ball, Linda Keizer, Norm Tutton, Steve Dawson, John Wallpe, Kelly Stearns, OT Millsap, Joe Consani, Sheri Ralston, Craig Weston.

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

     II.            Approval of Minutes – March 21, 2011 Board Meeting. John Wallpe was added to the Members list and Brian Radditz’s misspelling of his first name was corrected.  Unanimous approval

   III.            Approval of Agenda:  Burr Allegaert proposed to move the STR agenda item under old business to just before Item V.6. President.  This action would allow the audience to hear the discussions on STRs should they chose to leave and not sit through the rest of the agenda. Unanimous approval

  IV.            Comments from the membership: None

     V.            Reports

1.      Treasurer’s Report: Brian Radditz reported no concerns.  June 30 was the fiscal year-end.  SPA controlled expenses well, producing $21,546 in income.  All budget categories are reasonably accurate.  The income will be added to the balance and increase owner equity.  SPA cash balance is $181,611 with $102,726 of that in the money market account.  Operating income is adequate for SPA needs.  The budget was approved at the last board meeting for the annual meeting.  Treasurer’s Report accepted.

2.      Safety & Security Committee: Report previously submitted to the Board. No additional comments.  No Board Action Required.

3.      Roads & Grounds Committee: Minutes previously submitted to the Board.  Craig Weston reported the Pinehurst board meeting is September.  R&G will report after that meeting on the proposed permission details for cyclists and walkers to transient both associations via Manion Drive.  No Board Action Required.

4.      Community Relations Committee: Co-Chairperson Katie Weber.  Minutes previously submitted to the board.  Katie Weber reminded the board that the Tsunami Awareness Wine Tasting party is September 17^th, 6-9 PM at 90054 Ocean Drive.  No Board Action Required.      

5.      Landscape Committee.  Norma Keever reported that the term “entry enhancement” does not mean the gate itself but does address the approach to the gate.  It covers the area on both sides of Surf Lane from the Security House to the Meeting House area just beyond the gate entrance.  The potential contractor, Coastal Landscape, has been helpful in advising John Gates and Norma Keever on landscape maintenance.  Coastal Landscape's estimate is well within the $13,000 budget.  The written estimate should be submitted soon.  No Board Action Required.

A.     Gheri Fouts queried on the use of natural plants and a drip irrigation system.  Norma Keever commented, where possible, the existing system and natural plants will be used. If asphalt is to be removed, Clean Sweep will be contacted for a bid by Roads and Grounds

B.     Burr Allegaert asked that Don Kruger be consulted on anything concerning the stainless steel entry box.  Norma Keever responded that she is already discussing entry enhancement plans with Don Kruger.

AGENDA ITEM MOVED FROM OLD BUSINESS TO THIS POINT IN THE MEETING PER BOARD CONSENSUS ABOVE.

                        Short Term Rental (STR).  Burr Allegaert opened the discussions asking for members thoughts.  Craig Weston asked what the issue was.  What is the minimum number of rental days for STR within SPA?  Burr Allegaert responded rules were placed in the January Breeze for STRs but appear to have been ignored because SP STR websites post daily, weekly, and monthly rates.  Linda Keizer mentioned that the 2001 SPA Owners Guide, page 6, STRs are for no shorter than 7 days.  Burr Allegaert mentioned that security has had to remove compromised gate codes.  Currently the county ordinance covers short term rentals.  Gheri Fouts mentioned we should consider separate renter gate codes and car registration. OT Millsap suggested a committee be formed as outlined in Susan Holloway’s letter to the board.  Several board members reacted that a committee formation was a good idea as long all SPA members are eligible for the committee membership and not just rental property owners, as stated in Susan Holloway’s letter.  Joe Consani asked what about SPA insurance and legal liability.  Sheri Ralston explained her procedure for renting.  Linda Keizer is still concerned with living next door to an ever changing large group of people on weekends.  John Gates mentioned that he currently responds more to residential problems than renters.  Sheri Ralston stated SPA needed guidelines and Kelly Stearns mentioned SPA has no policy for enforcement and could not develop one due to private property rights and county regulations/ordinances. Clarke Powers proposed forming a committee of SPA members with the specific purpose of drafting guidelines, working issue resolutions, reporting to the board and drafting Bylaws, if necessary.  Brian Radditz moved and Burr Allegaert seconded to:

                        Form a Short Term Rental (STR) committee whose purpose is to:

·        Draft guidelines for renters and owners of STR property within Surf Pines for board approval

·        Be first level of contact and resolution for complaints and other questions concerning STRs

·        Report to board on issues and resolutions

·        Draft Bylaws, as directed by the board, on STRs

During discussions, Burr Allegaert moved and Brian Radditz seconded an amendment to the motion that STR should be changed to Vacation Rental and it should be a standing committee.  Discussions clarified that the committee would be subordinate to the board as the other standing committees in accordance with SPA Policy Book, page 14.  The amendment to the motion passed unanimously.  The amended motion read:

                        Form a standing Vacation Rental committee whose purpose is to:

·        Draft guidelines for renters and owners of Vacation Rental property within Surf Pines for board approval

·        Report to board on issues and resolutions

·        Draft Bylaws, as directed by the board, on Vacation Rentals

Unanimous approval

6.      President:  Burr Allegaert stated that Tom Hatch, the computer expert, has investigated upgrading the controls and entrance systems on both gates.  His concluded that the current controls and systems are adequate and recommended no changes.  The board concurred.  Next action for gate entrance is waiting for Don Kruger to complete his proposal on replacing the water barrels with bollards.

7.      Administrator.

A.     Debby Eddy hired as bookkeeper.

B.     Report on nuisance/hazardous properties: in progress.

C.     Delinquent accounts: still working on other legal ways under the Bylaws to recoup fees.

D.     Active/pending residential construction projects: no change, proposed plans remain in draft

E.      ODOT highway 101 study:  No update

F.      Neacoxie Lane road responsibility:  Patrick Wingard corrected his report to the board from last month.  Neacoxie Lane road, to include Right of Way and island, is the responsibility of the property owners and not the association.  It is to county standards.

G.     Steve Dawson asked about clean up on Teresa Walkers property at 89400 Ocean Drive.  A contactor is cleaning up the property and may already be done.

  VI.            Old Business: 

1.      Short Term Rental:  See minutes above

2.      Manion Properties – Litigation/Guarantee Report:  No change

3.      Records Retention Policies and Procedures: No change

4.      Pesticide/Herbicide Application Certifications for John Gates: Patrick Wingard distributed a spreadsheet with an estimated first year total cost of $3,044; comprised of $628 for training & license, $583 for travel and lodging, and the remainder in equipment costs.  The 2011-2012 budget training line item is $500 and the travel line item was sufficient to cover travel and lodging.  Thoughts were John Gates could take the training and defer obtaining the equipment until we know precisely what equipment and chemical is needed.  There were questions on the type and hazardous impact of the chemicals to be used.  Patrick Wingard was directed to contact the school for the syllabus to understand better the chemicals used and equipment needed. John or Patrick was to determine the level and duration of toxicity to small pets and deer from the chemicals to be used.

5.      Safe deposit box:  All signatures current

VII.            New Business:

1.      Annual Meeting Discussion.  Brian brought up the time restriction of 3 hours as established by the Astoria Golf Club.  Burr Allegaert mentioned the board will restrict member comments to five minutes with the secretary notifying the member when their five minutes have expired. 

2.      Resolution to Authorize the Board to borrow up to $275,000 for Major Road Repair purpose:  Don Kruger has not received a bid from any contractor to verify the amount needed.  Therefore the board agreed to table the resolution until the next meeting.

VIII.            Meeting adjourned at 18:05.

Minutes submitted by Clarke Powers, Secretary

Regular meeting of the Surf Pines Association Board Meeting
May 24, 2011, Location: Meeting House, Surf Pines, Time: 4:00 p.m.-6:40 pm

In Attendance: Board of Directors: Burr Allegaert, Gheri Fouts, Clarke Powers, Norma Keever, Brian Radditz & Patrick Wingard, Administrator. Standing Committee Chairpersons: Katie Weber, Community Relations, and Don Kruger, Roads & Grounds. Members and Guests: Bob & Kathy Ball, Jeff Hall, Judi Stewart

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

     II.            Approval of Minutes – March 21, 2011 Board Meeting Minutes approved with one amendment.  Item VI Old Business:  The vote should reflect 3 approve 1 abstention (Brian was excused.) Unanimous vote.  

   III.            Approval of Agenda: Burr Allegaert requested several additions:

·        Item V 5 EEC, add B “Committee Changes”

·        Item V 7 President, add A “Landscape Committee” and B “Safe Deposit Box.”

·        Item V 8 Administrator, add E “1995 Bargain and Sale Deed Disposition” and F “Neacoxie Lane to County Specs”

·        Item VI Old Business, add “Presentation on Potential New Loan”

·        Item VII New Business, add “Stakeholder Advisory Committee Study (ODOT)

  IV.            Comments from the membership: None

     V.            Reports

1.      Treasurer’s Report: Brian Radditz reported the cash position was in good shape.  Everything is fine on budget and reconciled.  The Accounts Receivable (AR) is high and will grow as certain identified SPA members continue nonpayment. AR balance is $18,999 with $18,000 of that in liens.  These overdue accounts continue to accrue late fees.  SPA plans to file more liens.

A.     Gheri Fouts asked about SPA performing maintenance on the delinquent properties to maintain the landscape.  Brian responded this was not possible until the bank owned the property.  The Bank would then move to sell the property, possibly through auction.  One property on Ocean Drive is slated for auction in August. 

B.     Treasurer’s Report accepted.

2.      Budget Committee: Brian Radditz reported he held 2 meetings and several discussions via email.  There would be no dues increase.  He has scaled back on some activities and expenses are under control.  The Security House has a significant line item increase because of the planned safety and landscape upgrades identified earlier by Norma Keever and John Gates.  Gate Enhancement money ($25,000) was removed from the operating budget as no activity is apparently planned.  The reserve continues to hold gate major repair set aside. No Board Action Required

3.      Safety & Security Committee: Minutes previously submitted to the Board. The committee recommended that meetings should be on an “as needed” basis. Reasons are: 1) membership is not consistent; 2) 2 people resigned and there are no volunteers to chair the committee, - Burr Allegaert is performing duties as acting chair, 3) there are no new topics and two topics are always discussed – dogs and speeding, and 4) presently, emails correspondence would suffice for topic discussion.  The Breeze has and will continue to advertise for volunteers. The committee concluded monthly meetings were not needed until there was a new chair and there was sufficient interest and topics of importance.

A.     Norma Keever moved and Gheri Fouts second that the S&S Committee should maintain the status quo and continue regular meetings. Discussion centered on the items above.  Vote was 1 Yes and 4 No.  Motion did not carry.

B.     Clarke Powers moved that S&S Committee Meetings be conducted on an “as necessary” basis.  Brian Radditz seconded the motion.  Unanimous Approval

4.      Roads & Grounds Committee: Chairperson Don Kruger.   Minutes previously submitted to the Board.  The introduction of statistics on gate and pump operations was greatly appreciated. No Board Action Required

5.      Entry Enhancement Committee: No Chairperson.   Minutes previously submitted to the Board. 

A.     Don Kruger and Lee Cassaleggio resigned from the committee.

B.     The remaining committee members recommended dividing the EEC responsibilities between the S&S and R&G committees as follows: 

1.      The Safety and Security Committee would be responsible for the operations to include: keypad mechanism, keypad support, gate operating software and hardware, and the gate control boxes.

2.      The Road and Grounds Committee would be responsible for the Security House, Meeting House, and entrance area landscaping, plus installing the bollards to protect the keypad and gates.

C.     Don Kruger, in subsequent discussions with Burr Allegaert, declined R&G accepting the landscaping responsibilities but did agree to bollards installation.  Norma Keever agreed to accept the landscaping responsibilities via a board supervised an ad hoc Landscaping Committee.

D.     Burr Allegaert moved that the EEC committee be disbanded and responsibilities be divided among an ad hoc Landscaping Committee chaired by Norma Keever, the Safety and Security Committee for gate operations, and Roads and Grounds for gate maintenance as needed and bollards installation.  Brian Radditz seconded the motion.  Unanimous Approval

6.      Community Relations Committee: Co-Chairperson Katie Weber.  Minutes previously submitted to the board. 

A.     Bonny Groshong, 89012 Ocean Drive, graciously offered her home for the Christmas Party on December 10, 2011.

B.     The Garage Sale will be July 2^nd and the Fourth of July “Picnic in the Park” is July 3^rd.

C.     There will be a Wine Tasting on September 17^th, 6-9 PM at 90054 Ocean Drive.

D.     The Committee expressed concern that there may be elderly among Surf Pines residents that could need evacuation assistance in case of a Tsunami warning.  No individuals are identified.  Patrick Wingard volunteered to make a presentation and participate in any planning for elderly evacuation, if needed.  A suggestion was made that the Wine Tasting Party might include a Tsunami discussion by Patrick Wingard.

E.      No Board Action Required.

7.      President:

A.     Safety Deposit Box.  Burr Allegaert asked if the box was legally necessary.  Gheri Fouts responded that previous boards had approved the box use for insurance papers and titles.  Brian Radditz mentioned that both current and previous insurance policies should be included for historical reference.  Board members signed the appropriate cards for the Seaside Branch of the Bank of Astoria safety deposit box.

B.     No Board Action Required.

8.      Administrator:

A.     Part-time Bookkeeper position advertised in Daily Astorian.  It will continue through June 1.  One response received.to date.

B.     Permits issued for new home construction at 33318 Pelican Lane (Schlunegger, property owner, 7-10-21DA-2002) Development and Gate Fees apply.

C.     New Home construction expected this summer between 90018 and 90040 Ocean Drive. (Jackson, property owner, 7-10-16C-600).

D.     Patrick Wingard presented a few Tsunami preparedness ideas to include mapping the neighborhood.

E.      1995 Bargain and Sale Deed disposition.  No new information.

F.      Neacoxie Lane built to County Specifications?  Still in County research.          

   VI.            Old Business

1.      89400 Ocean Drive (fire-damaged residence) status.  Two certified letters and one first class letter were sent to the owner, Teresa Walker.  The first certified letter was returned unsigned.  The second certified letter was sent last week.  Katie Weber suggested putting up no trespassing signs or tape for safety.  Several individuals have been seen looking around the burned-out structure.    The President directed no trespassing signs be place on the property.

2.      Polo Ridge Status.  No response received yet.

3.      Manion Property Report by Title Company of any pending litigation.  No change,

4.      Records Retention Policies and procedures.  Still in research.

5.      John Gates Pesticide/Herbicide Application Certifications update.  Still in research.  Cost for two classes and certifications remains at approximately $500.  Still researching material and storage costs.

VII.            New Business:

1.      Expanding Website and using email for newsletter distribution and surveys.  Jeff Hall stated he has begun investigating website expansion.  His envisions using the website for posting the Breeze and possibly pushing information to members via email, for those that want it.  This would reduce printing and postage costs plus expand the breeze content and improve appearance.  Roger Masse, current volunteer webmaster, has indicated to Jeff Hall he has no desire to participate in any expansion and agreed to pass that task to Jeff, once Jeff is ready.  Brian Radditz mentioned there is $1000 in the new budget for this expansion.  Jeff Hall agreed to continue investigating the vendor options available for setup and report back to the board. No Board Action Required.

2.      Potential New Loan Presentation.  Brian Radditz mentioned SPA currently paves roughly 1500 feet per year.  The traditional Pavement Management Plan with its piecemeal projects limits SPA to one or two local bidders and prohibits achieving potential competitive bids that might reduce costs.  In addition, the cost of asphalt continues to rise and inflation is projected to increase significantly beginning early next year.  The CPI has risen 2.9% so far in 2011.  Given that basis, Brian Radditz and Don Kruger propose finishing the remaining 3000 feet of Ocean Drive and paving all of Manion Drive in one project financed by a loan from a local bank.  This paving would redo the shoulders and place a 2 inch cover over the current road.  This single project encompasses about 2.9 miles of road at a price forecast of $255,000.  Forecast loan interest is 5.5%.  Should SPA continue current piecemeal action, costs are projected to be $600,000 for 10 years at $60,000/year, per historical Pavement Management Plan.  Road durability is projected to last 15 to 20 years.  Initial analysis indicates over a ten year period the SPA might avoid paying a minimum $92,000 in paving costs by paving the 2.9 miles miles in one project.  Board questions were: loan repayment amount & schedule, which property at what value would be used as collateral, whether to use some reserve money for part of the paving project, continue paving piecemeal, and how would Surf Pines Land and other side roads be addressed in the interim.  It was the sense of the board for Brian Radditz and Don Kruger to continue the analysis for further discussion and action by the board in June. No Board Action Required.

3.      Stakeholder Advisory Committee Study (ODOT).  The next meeting for the Camp Rilea to Surf Pines Lane Highway 101 study is June 9^th at Camp Rilea.  The public is invited to observe the Stakeholder Meeting from 3:30 to 5:30 PM and participate in the open house from 6 to 8 PM.

VIII.            Meeting adjourned at 18:40.

Minutes submitted by Clarke Powers, Secretary

Regular meeting of the Surf Pines Association Board Meeting DRAFT
April 18, 2011, Time: 4:00 p.m.-5:40 pm Location: Meeting House, Surf Pines

 In Attendance: Board of Directors: Burr Allegaert, Gheri Fouts, Clarke Powers, Norma Keever, Patrick Wingard, Administrator.  Brian Radditz excused. Standing Committee Chairpersons: Katie Weber, Community Relations, and Don Kruger, Roads & Grounds. Members and Guests: Bob & Kathy Ball, Jeff Hall, Art Limbird

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

     II.            Approval of Minutes – March 21, 2011 Board Meeting Minutes approved without amendment.  Unanimous vote.  

   III.            Approval of Agenda: Burr Allegaert requested two additions under President labeled “Banking Resolution” and “Letter to Teresa Walker.”

  IV.            Comments from the membership: None

     V.            Reports
A.     Treasurer’s Report: Burr Allegaert reported that Brian had reviewed the financials providing no comments or corrections. Gheri Fouts mentioned she understood the security house line item was going over budget and asked from where the additional needed money would come.  Clarke Powers quoted the minutes of last month:   “Are there sufficient budgeted funds remaining for the Security House?  Brian stated he would use the reserves and the budgeted $800 for the Meeting House, if necessary. “Treasurer’s Report accepted.

B.     Safety & Security Committee: Minutes previously submitted to the Board. No recommendations
C.     Roads & Grounds Committee: Chairperson Don Kruger.   Minutes previously submitted to the Board. 

1. Don Kruger reported the bid package for the last 1500 feet of North Ocean is on hold pending completion of the Pavement Management Plan.  It is ready for bid.  Don Kruger further stated the Pavement Management Plan remains under review until the board decides if it is better to do Manion all at once or continue with the historical piecemeal approach.  Manion shows deterioration in many areas with the shoulders exhibiting the most wear, along with the West end of Malarkey.  R&G recommends the Treasurer look at funding options to do Manion all at once, due to rising cost of oil, low interest rates, and overall more efficient competitive bidding. 

·        Clarke Powers suggested the Treasurer and Roads & Grounds examine all the available options to include SPA property sale to cover the costs.  First, define the issues, then define the various paving options (continued piecemeal or one-time project on Manion to include timelines, construction inconvenience, economies of scale, durability, etc.), and accompanying funding options.  Finally, compile list of the pros and cons of each paving and funding option and present to the board.

·        Gheri Fouts asked when Manion was repaired last time. Don Kruger responded he would review the records. 

·        Gheri Fouts asked how long things last and is it worth it.  Don Kruger stated the current method is different than years ago.  The new method is better and holds longer via compaction and use of different material.  The repairs are lasting longer, especially the new shoulders on Ocean.

·        Norma Keever remarked the shoulders were redone on Ocean with the new method a few years ago and it worked well.

·        Burr Allegeart asked if we did the big project now would we face the same situation in 10-15 years.  Don Kruger answered the shoulders would be better as they are on Ocean.  The patch work appearance is better on Ocean than Manion.  The shoulder work will last longer with the new method.   . 

·        Gheri Fouts asked if there was a new Pavement Management Plan.  The answer is no, not until a financial analysis is completed and the board provides direction.  Actual work for doing entire Manion is approximately one year.  Jeff Hall stated there is no consistency on Manion.  We need a good road base and remove the “Hodge Podge” on Manion.  Once we have a good consistent base on Manion, upkeep will be easier and less expensive in the future.

·        Gheri Fouts asked if we would redo what we previously did.  Don Kruger responded we would not redo the work of the last four years on Ocean but we would redo Manion.

·        Clarke Powers stated we should not make a decision until the Treasurer and R&G have done their analysis as outlined earlier in the minutes.

·        It was the sense of the board to wait until the financial analysis is completed and presented to the board before the board reaches a decision.

D.     Entry Enhancement Committee: Chairperson Don Kruger.   Minutes previously submitted to the Board. 

1.  Don Kruger reported that there is no solid plan yet.   The committee is investigating the potential legal liability of installing concrete ballards to protect the key pad.  They need to contact the county. Pat Wingard agreed to aide in the research. 

·        Gheri Fouts asked if the light poles would be replaced with LEDs.  Don responded the light poles would stay as is for security purposes.

·        Gheri Fouts stated the community wanted something that was visually pleasing and would not overrun the allocated $25,000.  She is concerned that too much non-esthetics will try to be done and visually pleasing will be discarded due to remaining budget constraints.   Don Kruger stated he understood that the visual upgrade was part of the requirements along with the basics and the mechanics. 

E.      Community Relations Committee: Co-Chairperson Katie Weber.  Minutes previously submitted to the board. 

1. The committee discussed erecting a pavilion in the park to help shield participants from inclement weather.  Katie thought there were deed restrictions for any permanent structure and that a permanent pavilion could possibly raise the property taxes.  The board asked Patrick Wingard to investigate the deed restrictions and report at the next board meeting.

F.      President: 

·        Burr Allegeart opened the safe deposit box at the Bank of Astoria, finding one expired CD (2009) and a copy of the Articles of Incorporation.  This raised questions on the need for the safe deposit box and the locations of deeds/titles for the Surf Pines Association properties.  In addition, the Bank of Astoria signature cards are not current.  They do not reflect Clarke Powers replacing Jeff Hall.  Both Clarke Powers and Gheri Fouts commented that this was done last year.  Executive Session Minutes, which appointed Clarke Powers to replace Jeff Hall, were provided the Bank of Astoria.  Clarke had signed the required cards at the bank.  Burr Allegeart moved to adopt the Banking Resolution that affirms Clarke’s appointment to the board.  Gheri Fouts second the motion.  Unanimous approval.

G.     Administrator:

1.  Letter to Teresa Walker concerning 89400 Ocean Drive.  Patrick Wingard reviewed the letter with the board, stating that the board had determined that the property is a hazard; she is in violation of Surf Pines bylaw 8.1(e)(4); and she must remedy the situation in accordance with the bylaws.  Clarke Powers moved that the letter be sent.  Norma Keever seconded the motion.  Unanimous approval.

2.  Pavement cuts on Malarkey.  The cuts are not repaired satisfactorily.  Patrick Wingard is following up with Warrenton Public Works Department.

3.  Weed Control Certification for John Gates.   On line courses, exams, and licensing are estimated at $250.  Patrick Wingard continues research into what certifications/licenses are required and method of instruction.  If actual class attendance is required, costs would exceed $250.  Annual recertification and licensing is estimated at $105.  Patrick will provide a final report next month.

4. Patrick Wingard asked for the status of September 2009 Capital Asset & Pavement Services contract.  Clarke Powers read the March 21, 2011 minutes.  “Brian Radditz made the motion that the board approves deleting the Accounts Payable line item entry for $4,000 against Capital Asset and Pavement Services.  Clarke Powers seconded the motion. Unanimous approval.”

5.  Disposition of March 1995 Statutory Bargain and Sale Deed conveying Surf Pines Landing ROW to SPA.  Patrick Wingard will verify it has been recorded.

6.  ODOT Corridor Plan (Camp Rilea to Surf Pines Lane.  Burr Allegeart wrote an article in the Breeze.  The last meeting on April 12^th.

·        ODOT is currently conducting a facility plan for Hwy 101 between Camp Rilea and Surf Pines Lane.  Burr is a member of the Stakeholder Advisory Committee for the project.  Patrick Wingard is his alternate delegate.  The facility plan will look at the function of Hwy 101 over a 20-year planning period and propose improvements to address safety and mobility issues.  Once the facility plan is complete (October 2011), identified projects can be adopted into Clatsop County's Transportation System Plan (TSP) and then be eligible for funding through the State Transportation Improvement Plan (STIP).  Once projects are in the STIP, actual construction will occur about two to four years later.

  VI.            Old Business

·        Clarke Powers drafted a letter to Polo Ridge concerning their access request.  It outlined the conditions specified during the work session.  This draft letter was circulated with work session participants and coordinated with the board members.  Clarke Powers moved that Patrick Wingard send the letter, as modified, Polo Ridge representative, Jason Palmberg.   Norma Keever seconded the motion.  Vote was 4 approve with 1 abstention.  (Gheri Fouts abstained because she did not want to provide Polo Ridge with the appearance that Surf Pines Association was negotiating). 

VII.            New Business:

·        Patrick Wingard mentioned he was winding up his job as County Tsunami coordinator and would be happy to provide information to the association upon request or facilitate a couple of meetings.  The Association does have a Tsunami plan that included posting evacuation routing signs and a pyramid alert system.

VIII.            Meeting adjourned at 17:40.

Minutes submitted by Clarke Powers, Secretary

Regular meeting of the Surf Pines Association Board Meeting  (Draft)
March 21, 2011 Location: Meeting House, Surf Pines Time: 4:00 p.m.-5:00 pm

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

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

II.       Approval of Minutes – February 21, 2011 Board Meeting Minutes and the March 15, 2011 Work Session minutes approved without amendment.  Unanimous vote.  

III.     Approval of Agenda: Dan Bartlett requested adding “Repair Attic Fan” under New Business and Burr Allegaert requested two additions under President labeled “Board Meeting Frequency” and “ODOT.”

  IV.      Comments from the membership:
Kathy Ball requested information on workman needing a permit to clear property.  Don Kruger responded that a permit is not required for clearing property.

     V.      Reports
A.     Treasurer’s Report: Brian Radditz stated the operations fund is stable and adequate. Accounts Receivable is in line with history. Accounts Payable has an item of $4,000 for Capital Asset and Pavement Services that is aging.  Dan Bartlett mentioned there is no invoice.  Brain Radditz would like to expunge this item but requested a Board resolution to do so.  Brian Radditz wanted to add this to the agenda of the next Board meeting. Burr Allegaert had several questions:
 

1.     Is the Account Receivable with $18,000 on par for February?  Brian Radditz responded it was not unusual.  Brian Radditz and Dan Bartlett noted the AR distortion is due to growing delinquent quarterly dues and penalties. These dues and penalties continue to accumulate as members do not pay them.  The two major delinquent property owners with liens are Joanna Henry and Rick Ross.

2.   Are there sufficient budgeted funds remaining for the Security House?  Brian stated he would use the reserves and the budgeted $800 for the Meeting House, if necessary.

3.   Why are the Administrative expenses, (Budget line item 1.b) so low this time of year?  Brain Radditz responded that Dan Bartlett was frugal and payables are current.

4.   What are the property taxes contained in line item 3.c?  Brian Radditz explained that included the Security House, the Meeting House, and SPA parcels to include the Right of Ways.  There is no double count.  All taxes have been paid.

5.   Will there be significant budget for trees in March?  Don Kruger responded yes.  This will be addressed further down the agenda. 

Treasurer’s Report accepted.

     B.     Safety & Security Committee: No meeting.  

      C.     Roads & Grounds Committee: Chairperson Don Kruger.  

1.   R&G recommended completing the “Quiet Title” process this year.  Estimated costs $4,500 between title and legal fees.  Clarke Powers requested an explanation on “Quiet Title.”  Dan Bartlett explained it is the mechanism used to realign tax lots with adjacent abandoned public Right of Ways.  West Lake Road was abandoned and disappeared with its ROW.  The parcel was divided along property lines while part of the road remained with no purpose between the three existing SPA properties.  A Litigation Report (Title Search) is needed to ensure no heirs or other potential claimants object.  Once the Litigation Report is concluded and submitted to the court, a Judge rules on apportionment of the abandoned property.  SPA will do the lot line adjustment.  Typically, no one objects.  Thus the term “Quiet Title.”

·        Burr Allegeart asked why this had not completed in past years.  Dan Bartlett stated it basically had been overlooked when other property actions were taken with the abandonment.

·        Gheri Fouts asked if there was anytime we would need the road.  Dan Bartlett and Don Kruger responded it was not useable in its current configuration.  It is isolated.  The remaining parcels were already divided into SPA lots. The lots purpose was for recreation and possible tennis courts. The lots are hampered by the existing ROWs of the abandoned road with lot setback requirements.  Currently there are 3 SPA lots.  One of the lots was previously owned by the Water Association.

·        Burr Allegeart asked where these fees would go.  They would go against “Other Professional.”

·        Burr Allegeart also asked if the membership had ever provided guidance on property disposal.  Don Kruger answered there had been several membership surveys done with no discernable results.  R&G has no plans for the lots other than, possibly, combining them into one cohesive lot in the future.  They are being treated as a land bank. 

·        Brian Radditz moved to accept the R&G recommendation to proceed with the Litigation Report.  Clarke Powers seconded.  Unanimous approval.

2.   R&G recommended that several trees be removed professionally on Seabreeze and Ocean Drive by Youngs River Tree Service for $1,700.  These trees are dead, in the ROW, and some could affect the power lines in a storm.  Adjacent property owners will be notified.  This would be in addition to the $2,800 Young’s Tree Service was awarded for Scotch Broom removal.  Clarke Powers made the motion to accept the R&G recommendation for tree removal by Young’s River Tree Service for $1,700.  Burr Allegeart seconded the motion.   Unanimous approval.

3.   Gheri Fouts made a motion to consider replanting trees in the spaces where there has been tree removal.  Burr Allegeart seconded the motion.  Following further discussion, Gheri Fouts asked the motion be tabled pending additional conversations with R&G.

4.   Don Kruger asked the board for approval to spend $480 to construct a rock driveway off Ocean Drive by the park to service the park’s “Port A Potty.”  The request was made by the servicing company.  Brian made the motion to approve the request.  Clarke Powers seconded the motion.  Unanimous approval.

D.     Community Relations Committee: Co-Chairperson Katie Weber.  Minutes previously submitted to the board. 

1.  There is no location for the Christmas Party yet.  The Committee is seeking a member who would volunteer their home.  If no volunteers, the Committee will consider a commercial establishment.  This alternative could be expensive if the commercial facility also required, as a condition of renting a room, that they cater the event and operate an open bar.

2.  No new directories will be published.  There have not been enough changes to justify the expense.  Should a member need a directory, John Gates has some and Katie Weber can print some, if necessary.

E.      President: 

1.  There might be more frequent board meetings in line with the Polo Ridge strategy developed during last week’s work session. The President would convene Special Meetings to address public issues and Executive Sessions to deal with legal issues per the Bylaws.  Special Meetings are open to the membership.

2.  Burr Allegeart discussed the possibility that Dan Bartlett approach ODOT to obtain information on the process for gaining access to Highway 101 or to expand current access to Highway 101.  He asked for the board members’ thoughts on this possibility.  Their general consensus was favorable as long as it was limited to information gathering.

F.      Administrator

1.  Vicky Schiely has requested that her second assessed late fee be waived.  She was late in paying quarterly dues. She subsequently paid her dues and one month penalty.  Her penalty payment crossed the mail with the invoice for the second $15 late fee.  It was the sense of the board that the Treasurer resolves the request in accordance with the Bylaws.

2.  Lien Letters & Foreclosure Sales – Progressing.   There are four liens and four more projected.  None have been satisfied. There is one bankruptcy.

3.   Manion Property “Quiet Title” – discussed earlier.

4.   Proposal to Prepare Legal Description - on hold.

5.   Rental Property Management Notification – Completed. 

  VI.            Old Business

A.     Clarke Powers will draft the first letter to Polo Ridge in accordance with the strategy outlined in the work session.  He will seek input from Dan Bartlett before circulating to the other board members

VII.            New Business:

1.   New attic fan for Security House.  An electrician was called to repair the attic fan and determined a new coastal attic fan, wiring, and roof repairs were needed. Brian made the motion to replace the attic fan.  Gheri seconded the motion.  Unanimous approval.

2.  The structural remains from the fire at 89400 Ocean Drive appear to be hazardous.  Dan Bartlett was directed to contact the fire department for status information on the fire investigation.  SPA will consider action on property cleaning once the investigation is concluded.       

3.   The board interviewed candidates this afternoon for the administrator position Dan Bartlett is vacating.  The board is continuing the hiring process.

4.    Brian Radditz made the motion that the board approves deleting the Accounts Payable line item entry for $4,000 against Capital Asset and Pavement Services.  Clarke Powers seconded the motion. Unanimous approval.

VIII.            Meeting adjourned at 17:00

Minutes submitted by Clarke Powers, Secretary

Surf Pines Association Work Session: Surf Pines Lane Access at Meeting House 3-15-2011 1-4:30 PM

Present: Board: Burr Allegaert, Gheri Fouts, Brian Radditz, Clarke Powers (facilitator). Committees: Don Kruger, Roads and Grounds and Katie Weber, Community Relations. Also present were Administrator, Dan Bartlett and Member, Wayne Fleming. Norma Keever was excused.

Clarke identified, reviewed the purpose of the meeting, roles and the guidelines. The end point of the process would be a membership vote. He reviewed the process for conducting the meeting and gave some examples of processes.

Don questioned the need for a membership vote. Burr reviewed the attorney’s advice and his experience with the Water Association which had similar Articles of Incorporation and Bylaws. Burr and Don discussed previous decisions concerning access requests. Brian read the Article #9 language.

There was a discussion about the adequacy of the information submitted by Polo Ridge, so far. Brian spoke to the current problems on Surf Pines Lane. Clarke clarified the process. Brian suggested that the Board should make a recommendation. Gheri noted that we don't know what we are recommending and that timing was important. She questioned how we get the best response and whether this should go to the Annual Meeting.

Burr reflected on the process and the need for the developer to obtain approval in order to complete the sale. Gheri noted that we need to answer these questions because "we have been asked." Don suggested that the issue was broader than the current proposal. This issue affects all potential access to Surf Pines Lane by other adjacent owners.

There was discussion about possible processes and the potential response by the Polo Ridge group. Brian suggested that a list of wants be prepared. He noted we have an obligation to the membership. Don noted that the Strawberry Hill process had a draft agreement for the membership to review before their vote.

Burr suggested that SPA initiate a meeting with ODOT rather than rely on the developer to communicate with them on our behalf. Gheri noted one option was to tell ODOT that we do not want to grant access. Burr felt that the Board should evaluate the request and make a recommendation to the membership. Katie asked if we should provide pros and cons. Clarke clarified that that would be an evaluation phase.

Brian noted that any evaluation should include the opportunity for a majority and minority report. We should collectively review the options and issues then make a recommendation without presentations by the developer. Discussion ensued on developer involvement. Consensus was that the Articles are clear that it is a 2/3 membership decision and the Board has an obligation to evaluate and provide information to the membership.

Don noted that Bob McWhirter estimated the cost of Surf Pine Lane improvements at $154,000. This needs to be reviewed. Discussion about the potential impacts of future development inside Surf Pines as noted by Norma Keever in her e-mails and the potential future development by other adjacent owners ensued.

Clarke brought the discussion into focus on two potential options: Do Nothing or Look at what's the best we can get for Surf Pines Association. He suggested once we decided process, we could develop a list of wants.

Clarke facilitated a discussion of various process options for a vote. A majority concurred with the proposal to:

·         Send notice of special meeting with packet and Board recommendation to all owners

·         Seek owners questions

·         Board reconsiders recommendation and sends packet for special meeting to vote.

·         Special meeting #2 to vote.

Gheri raised her concerns and desire to either Do Nothing or respond that No Access would be granted. Clarke clarified that this could be part of the majority/minority report.

Clarke then led a discussion of potential SPA wants. He charted these items on Chart 5:

·         Lower hill - R&G

·         Polo Ridge pay $200,000

·         Developer work with ODOT on right and left turn lanes

o        Deceleration lane on Highway 101 west side - R&G

o        Acceleration lane on Highway 101 west side - R&G

·         Improve Surf Pines Lane from Highway 101 to Easy Way to County Standards. - R&G

o        Conduct traffic impact study to determine appropriate standard.

·         Runoff water goes where? - R&G

o        Hydrological study

o        Improvements as required

o        Improve culvert on Neacoxie Creek

·         Speed Hump

·         Contractors restricted to SPL no access within SPA gates. - Legal

·         Time constraints. Improvements completed prior to construction and occupancy of first house. - Legal

·         No access SPA - Legal

·         Quarterly assessment - Brian and Admin.

·         Hold Harmless - Legal

·         Development Fee - Brian

·         Traffic control device from Polo Ridge Road to SPL - R&G

Clarke led the group in a discussion of who would evaluate each item. This was noted to the side of each item on the chart. A consensus was reached that Polo Ridge should pay for the development response needing professional evaluation and if the access is granted warrant the performance of their solutions. The next process would be Board approval of the wants and the letter communicating them to Polo Ridge developers. Once the response was received, then the Board, Chairs, and legal counsel would evaluate the response and have packet prepared for a Special Meeting. Once the membership has approved access, then the final agreement, bonds, and warrants would be negotiated by the Board with assistance from legal counsel.

The work session concluded at about 3:45 p.m., the Board and administrator, then went into executive session to review 15 applications for the administrator position. Direction was provided to the administrator to set an Executive session at 2:30 p.m. on March 21st and contact selected applicants for Board interviews.

Meeting adjourned at about 4:20 p.m.

Regular meeting of the Surf Pines Association Board Meeting February 21, 2011
Location: Meeting House, Surf Pines Time: 4:00 p.m.-5:00 pm

In Attendance: Board of Directors: Burr Allegaert, Gheri Fouts, Norma Keever, Clarke Powers, Brian Radditz, Dan Bartlett, Administrator.  Standing Committee Chairpersons: Katie Weber, Community Relations and Don Kruger, Roads & Grounds. Members and Guests: Bob & Kathy Ball, Jeff Hall, John Gates, Judy Stewart, Kay Limbird 

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

    II.            Approval of Minutes – January 17, 2011 Board Meeting Minutes approved without amendment. 

   III.            Approval of Agenda: Burr Allegaert requested an addition to New Business labeled “Board Business.”

  IV.            Comments from the membership:

·        Katie Weber announced that the long time member and former Board Member & President, Richard (Dick) Tezis, passed away.

·        Burr Allegaert stated several members had commented and suggested that member comments should be moved to the end of the meeting.  This is not advisable because board decisions would have made by then.  Members’ comments would have more influence when provided before board discussions and decisions.

     V.            Reports

A.     Treasurer’s Report January 2011 Financial Status: Brian Radditz stated all income and expenses were as anticipated; Accounts Payable, Accounts Receivable, and cash are in line with budget.  Accounts are reconciled.  No board action needed. 

B.     Safety & Security Committee: Burr Allegaert announced there remains no chair for this committee. It is two members short of the 5 minimum.  Ron Calvert ran the last meeting.  Minutes previously submitted to the Board.  Dan Barlett is in process of sending the rental information to Rental Management Companies.  Jeff Hall will place an advertisement in the newsletter for more members. No action required by Board.

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

·  Burr Allegaert mentioned that members of both the R&G and S&S committee should be on the Gate Beautification committee.  Don Kruger responded that members of both committees had been present previously and would be again.  Gene Keever has been invited to join the committee due to his engineering experience. The membership, at the 2010 annual membership meeting, approved the Gate Beautification project with a “Not To Exceed” amount of $25,000. No action required by Board.

·  The R&G committee recommended accepting bids from 3D Landscaping for Scotch Broom removal along the Right of Ways and park ($4,200) .and Young’s River Tree Service for the Manion properties ($2,800).  This would be funded from the Tree Trim budget line.  Gheri Fouts moved SPA accept the bids for the amounts stated.  Brian Radditz seconded the motion.  Unanimous approval.

D.     Gate Enhancement Committee: Chairman Don Kruger.  Minutes previously submitted to the board.  There have been many ideas submitted and discussed.  Everything remains under study with no recommendations.  The committee will ensure the mechanics are correct before the beautification is proposed. Once there is a recommendation, an engineer will be needed to provide a cost estimate. 

E.      Community Relations Committee: Co-Chairperson Katie Weber.  The July 4^th weekend events are July 2 (Saturday) – Garage Sale and July 3(Sunday) – Picnic in the Park. 

F.      President: 

·  Gate beautification funds were previously discussed

·  The association has a process for committee selection and chair election.  One of the rules is no member can serve on two permanent committees simultaneously.  3 individuals are in conflict with that rule: George Hawes (S&S and R&G), Andy Morgan (S&S and R&G), and Don Kruger (R&G and Gate Beautification).  The President has waived this rule for these members because of the limited volunteers serving on committees.

G.     Administrator:

·  Consider engaging Morgan Civil Engineering, Inc. on project by project basis.  Since Bob McWhirter’s departure, the association has been without a resident volunteer engineer within Surf Pines to provide project detailed cost estimates.  Dan Barlett has considered several potential candidates and recommends Jim Morgan.  The board will consider the recommendation.  Jeff Hall will place an article in the Breeze asking for a volunteer.

·  Lien Letters & Foreclosure Sales – New letters have been sent and liens attached on properties over 90 days in arrears. 

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

·  Proposal to Prepare Legal Description - on hold.

·  Rental Property Management Notification – Previously discussed.  In progress.

  VI.            Old Business

A.     Polo Ridge Review – Latest letter, concerning water drainage response to SPA questions, was received Feb 2, 2011.  Burr Allegaert remarked he had read it numerous times and is convinced an engineer needs to review and advise the board.  Possibly, Jim Morgan could be engaged for this task.  No Action Taken

VII.            New Business:

·  Burr Allegaert announced Dan Barlett will resigned effective mid-April.  Dan explain he has turned 62, applied for Social Security, and does not want to exceed the established earned income level that would affect his Social Security income.  He will work with the board to find a replacement to include duty reviews, recruitment notice, candidate screening, interview support, and orientation for the successful candidate.

·  Burr Allegaert announced the board will conduct a workshop on Polo Ridge March 15, 2011 at 1 PM.  Purpose is to develop a strategy and plan to address the Polo Ridge road access request.  Workshop members are SPA Board members and chairpersons of Roads and Grounds, Safety and Security, and Community Relations.  Members are welcome but will not be allowed to comment.

·  Norma Keever reported on the improvement survey of the Security house.  The most critical update, among the numerous areas needed improvement, is the lighting in the great room, kitchen, hall, office, and bedrooms via recessed ceiling lights.  Norma visited Borland Electrical, Home Depot, and Gearhart Builders Supply for estimates.  Prices range $300-500 for fixtures.  Installation by a licensed electrician would be additional.  Brian Radditz stated there are sufficient funds in the budget Brian moved to approve the ceiling upgrade.  Clarke Powers second the motion.  Unanimous approval.

VIII.            Meeting adjourned at 17:00 

Minutes submitted by Clarke Powers, Secretary