1. Weber reported that roadsides, park and beach paths had been mowed. A new path was started at the south end of Ocean between lots 1200 (Henderson) and 1301 (Hanson) but cannot be completed until storm debris is removed.

2. Speed bumps are to be repainted with better quality paint and reflectors added where needed. Photo cells on Surf Pines Landing were replaced and lights are working properly again.

3. C1eanSweep was the only company to bid on paving work. The proposal is to finish rocking roadsides along Manion, a total of three miles in length, one foot wide, nine inches deep; to patch a section of Manion at Silverspot Lane; to fill cracks on Ocean and Manion where needed. Some discussion of road maintenance priorities ensued, but the proposed program for 2002 was accepted. C1eanSweep will be directed to clean up roadsides properly after rocking. The total estimate of $31,148 was accepted by the board.

4. The park committee presented a rough plan for layout of park improvements. On the understanding that work would be done and equipment installed only when donated money is available to pay for

it, the board authorized the committee to proceed. Members will be urged to contribute to the park fund through Sunset Empire Parks and Recreation. Mary Blake has ideas for fund-raising. The park name was questioned by former Surf Pines president Dick Tevis, who pointed out that the officially given name was Barney Lucas Park, passed by the board in October 1998. The board decided it could adopt a different name and agreed to keep "Surf Pines Park".

Long Range Planning--The county planning department has informed the committee that the new gate house cannot, according to CBR zoning rules, be a manufactured structure. It must be assembled on the site. The committee will revise the plan and estimate. It will also be necessary to provide a temporary residence for the Meyrick’s when the current house is demolished. Gene Keever has agreed to supervise the project. In an effort to gain member support for the new gate house, the Meyrick’s have agreed to hold open house in July so that residents can understand the need to replace the structure.

Wilkin’s suggested amendment to the bylaws relating to board member attendance at meetings was unanimously approved and will be presented for adoption by members at the annual meeting.

Treasurer Smith presented his proposed 2002-3 budget, which the board accepted unanimously with minor changes.

Ken Weber, who is now vice president of the Surf Pines Water Board, reported on a proposal that the Surf Pines Association board assumes responsibility for the water association until Warrenton officially adopts the system. It was agreed that the two boards should meet jointly, with legal advice, to discuss the matter.

Meeting date was set for June 10 at 4 p.m. President Todd adjourned the meeting at 7 p.m. respectfully submitted,

Marge Bloomfield, Secretary

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SURF PINES ASSOCIATION

Board of Directors Regular Meeting Ralph Todd's house

April 15, 2002

Present: Allegaert, Bloomfield, Chopping, Smith, Todd, Wilkin; administrator Barrons; members Norma Keever, Ken Weber, Loren Wohlgemuth

resident Todd called the meeting to order at 4:30. Minutes of the March meeting were approved as presented. The financial report was accepted. Smith noted that as no one had offered to serve on a budget committee, he would consult with the committee chairs, draft a 2002-03 budget and present it at the May meeting. The board agreed.

Committee reports:

1. For the security committee, Allegaert reported that bids for the new gate system are due on April 25. He will present them at the May meeting.

2. Chopping noted that road work done last year passed inspection by an engineer who also recommended projects for the coming paving season. The board will receive the scope of this season's work and cost estimates at the next meeting.

Weber reported that a proposal to look into a drainage district is being once again considered. He will track progress, if any, and keep the board informed. 3. Allegaert for the long-range planning committee, introduced member Loren Wohlgemuth, an architect, who has drawn up a plan for a new gate house to replace the existing structure. The plan projects erecting a manufactured home of 1200 square feet on the north side of Surf Pines Lane, somewhat west of the current building, which would be demolished. The road would be reconfigured to provide space for the larger house and garage. Rough cost estimate for the project is $115,000. Members will be informed of the proposal through the newsletter. President's report:

1. Former president Tevis wrote to say that a previous board had voted to name the park Barney Lucas Park after Surf Pines' founder. The records will be checked. 2. Surf Pines' attorney, Dan Van Thiel, is moving to eastern Oregon. However, his office in Astoria will remain under an associate. The board elected to continue to consult his associate when necessary.

Administrator's report:

Barrons continues to pursue the possibility of another beach path between the Hansen and Henderson properties at the south end of Ocean Drive.

The hearings officer determined that the county planning department had been in error in deciding that the 200 foot building line should be measured from the property line on Ocean Drive rather than from the center of the road. However,

the ruling still leaves room for future disagreements over building placement. Clarification requires the county to revise the CBR zoning ordinance. The board agreed to write to the county commission requesting that the ordinance specify adhering to deed restrictions for the western building line on Ocean Drive.

Old business: Allegaert noted that some clearing of scotch broom and brush had been done in the park without prior board authorization.

New Business: Wilkin proposed that the bylaws be changed to provide that three unexcused absences from board meetings should constitute a resignation, once the board is reduced to five members. An amendment will be drafted.

The meeting was adjourned at 7 p.m.

Respectfully submitted, Marge Bloomfield, secretary

March 18, 2002

President Todd called the meeting to order at 4:30 p.m. Minutes of the February 18 meeting were approved as corrected: 1. the January correction was amended to read "water association" instead of "Waterhouse"; 2. February minutes contained a misprint in item 3 under "reports", which should read "2 ½" inches rather than "22". Reports

1. The treasurer’s report was accepted as presented. Smith gave the schedule for preparing the budget for 2002-3 and asked for committee member volunteers by April 10. He proposed changes to the late payment policy that included charging delinquent members for the cost of filing liens. The board approved the changes.
2. Security committee:
   1. proposed rules for contractors regarding burning of debris, per a suggestion from Gearhart fire officials. The board approved.
   2. Gate modification bids are due in April; the committee will present its recommendations to the board in May.
   3. An emergency contact information sheet was approved for distribution to all homeowners.
   4. The committee is mounting resident patrols of roads at night during the spring school break period and asked for volunteers.
3. Weber reported for the roads and grounds committee:
   1. Progress on park plans as a result of the survey, to be reported in the newsletter.
   2. He noted that the pumps at stations 2 and 3 had been tested and were being run at #3 as needed.
   3. Progress is being made on procuring easements for new beach paths at the south end of Ocean Drive.
   4. Proposals to give some of the undevelopable Waterhouse land to Surf Pines raise the potential for an eventual footpath from Manion to the beach. The board will contact owners of adjacent property to alert them to the proposed path and seek their cooperation.
4. President Todd reported no further progress on persuading the rest of the non-member residents to join the association, but he is continuing his efforts. The meeting was adjourned at 5:50 p.m.

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SURF PINES ASSOCIATION

Board of Directors Regular Meeting Seaside Library

February 18, 2002

Present: Allegaert, Bloomfield, Smith, Todd, Wilkin; administrator Barrons; members Norma Keever, Ken Weber, Tom Wilcox.

President Todd called the meeting to order at 4:30 p.m. Minutes of the January meeting were approved with the following correction: item 3, line two, replace "association-owned" with "Surf Pines Water Association owned".

V. Reports

1. The treasurer's report was accepted as presented.

2. Allegaert summarized proposed changes in the gate modification plan. Instead of issuing programmed transmitters, individual gate codes will be kept but changed to five digits. The board approved the changes.

3. Weber reported that as wetland water level rose, pumps were tested at the Horizon Lane station. They functioned well and reduced water level by 2 1/2 inches in an hour.

Results of the park development survey showed 75 members in favor of some development, with 45 against. The park subcommittee will prepare a report for the next newsletter.

6. President Todd reported that Kathy Eilertsen has signed and returned the agreement to resume association membership, without dues, until her property changes ownership. The other non-member residents will be contacted shortly.

7. Administrator's reports:

a. The Lageson/Golden; property on Ocean Dr. Is to be foreclosed by the county for tax delinquency, A proposal that Surf Pines buy the plot was deferred until after foreclosure.

b. Progress is being made on acquiring easements for two more beach paths at the south end of Ocean Dr.

c. New options for modifying electricity rates are being studied to see if any of them would be advantageous for Surf Pines.

d. A hearing on determining the. western building line on Ocean Dr. was held. Testimony urged the county to adopt a clear rule within the land use code. The hearing officer's decision will be reported.

VI. Old Business

Allegaert reported on the Warrenton City Commission^.. meeting on water rates and that the Surf Pines water board sent a letter to the Warrenton commission to urge communication about accepting this system

VIII. There being no other business

s, Todd adjourned the meeting at 5:40 p.m.

Respectfully submitted.

"Marge Bloomfield, secretary

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SURF PINES ASSOCIATION

Board of Directors Regular Meeting Seaside Library

January 21, 2002

Present: Allegaert, Bloomfield, Todd, Wilkin; administrator Barrons; new members Patrick Kelley and Roger Masse, also Norma Keever, Ken Weber, Tom Wilcox President Todd called the meeting to order at 4:40 p.m.

Minutes of the December 17, 2001 meeting were approved with one wording correction. The agenda was accepted as presented.

Comments: Tom Wilcox reported that no action had been taken on a suggestion to clear some trees from the park area. The board noted that any tree clearing must be authorized in advance by the board.

Reports

1. . In treasurer Smith's absence, his written financial report was approved. It noted that accounts receivable continue to decrease due to Barrons' efforts.
2. Security Committee--Regarding proposed gate operating system changes, Todd had heard from two members who are uneasy about the plan to limit hours of access by visitor gate codes. Allegaert reported that the committee has received much positive feedback but a couple of people have expressed the concern Todd mentioned.
3. Roads and Grounds--Ken Weber reported that recent storms had downed 60 trees on Surf Pines property. Youngs River Trees cleared them and burned the brush on association-owned land. There were no complaints about smoke from residents. The committee recommended moving stop signs at the junctions of Malarkey and Manion and Horizon and Manion. They would be placed so as to be clearly visible to drivers on the right side as they approach Manion. The board approved the move. Norma Keever reported on the search for two new beach paths near the south end of Ocean Drive. She observed, that the five-foot paths that appear on plat maps to provide public access to the beach extend only part way. The rest of the land belongs to owners of the adjacent properties. She urged the board to pursue easements so that Surf Pines residents can use the paths. Barrons will look into what can be done.
4. Long-Range Planning--Allegaert reported that member Loren Wohlgemuth, an architect, has drawn some plans for a new gate house and proposes creating room for a larger structure by reconfiguring Surf Pines Lane west of the gate. The committee is considering this suggestion.
5. President--Todd reported that Kathy Eilertsen has signed the agreement to become a member of the association without dues charges until the property changes ownership. Todd and Bloomfield will approach the four other owners who have homes within the gates with the same proposal.
6. Administrator--Barrons reported on a dispute over the permitted building line on the west side of Ocean at the north end. Keever spoke of disputes that had occurred because there has been no legally established building line other than restrictions in individual deeds. A planning department hearing will be held in February over a challenge to the unofficial 200-foot line. Keever encouraged the board to take a position. Wilkin proposed and the board approved a letter to the planning department urging it to drop reference to a 200-foot building line that appears not to exist officially; a letter to the members at the north end who are extending their structure urging compliance with deed restrictions. Regarding a disused bus stored in a driveway on Manion, Barrons reported that no county ordinance applies. Some neighbors consider it an eyesore, but whether it constitutes a nuisance under our rules is doubtful. Barrons suggested that a board member should approach the owner about it; Bloomfield agreed to do so.

New Business

Allegaert spoke of Warrenton's recent refusal to accept full responsibility for

the Surf Pines water system. The original agreement with the city called for Surf Pines to complete certain work, including obtaining easements to some properties and replacing piping. These commitments have been fulfilled but the city is refusing to accept ownership of the system. Wilcox felt that a member of the Surf Pines Association board should sit in on deliberations of the water board until the situation is resolved. The contract signed with Warrenton appears to lack the stipulation that Warrenton would eventually assume ownership. Allegaert, who was president of the water association when the contract was negotiated, agreed to represent the Surf Pines Association.

The meeting was adjourned at 6:15 p.m. Respectfully submitted,

Marge Bloomfield, secretary

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Blake explained that the Sunset Empire Parks and Recreation District, which includes Surf Pines, has created a foundation for the purpose of accepting tax deductible contributions for support of parks and recreational activities within the district. It appears that if members of Surf Pines wish to make contributions to a local park improvement, they may claim a tax deduction for the amount donated. Members of the park committee have made both monetary and in kind donations which might qualify. However, before making any claim, the committee should assess members' wishes regarding the park. A questionnaire will accompany the January billing soliciting suggestions from all members. Further pursuit of the tax benefit of contributions should await the result of the survey.

Stan Rothenberger requested help with a problem of tree fall on property neighboring his. This property is not part of Surf Pines. But many trees have fallen on it that have not been cleared and create a fire hazard. He also noted that when a stand of trees is thinned a wind Tunnel is created that makes neighboring trees vulnerable to storm damage. He would appreciate the board's help in contacting the owner of the adjacent land. The board agreed to help if possible.

Tom Wilcox called attention to the fire department's new brochure on fire safety. He said that members of the department are prepared to counsel home owners on ways to minimize fire hazards. The board agreed to circulate the brochures and remind members that they can contact the department for advice.

Smith reported that income is slightly higher and expenses somewhat lower than anticipated for the last part of the billing period. A diminishing amount of arrears remain to be collected and the balance sheet looks healthy.

Allegaert presented the text of the letter to go out to members concerning gate system changes. Board members queried some parts of the questionand-answer information, specifically numbers 2 and 16. After some debate, wording of no. 2 was changed to specify that current owners will receive two free transmitters; additional ones will cost $35 to $50 each. New members will be charged the same account.

Don Kruger questioned whether the association could compel everyone to have a transmitter. The question will be explored.

The text of the response to question 16 about the security system added the comment that only Sentex software provides entry into the system, providing some protection against hackers.

The board accepted the changes and voted to approve sending the letter and to ask for bids for the new gate system.

The board voted unanimously for a Christmas bonus and salary adjustment for Lynn Meyrick.

Roads and Grounds:

Ken Weber reported that cleanup from storms was progressing. The burning area on the old south pump house site has been closed because a nearby resident complained about the smoke. Without a burn area, tree debris must be hauled to the dump, increasing cost of cleanup.

Michael Wilkin raised a question about whether the pumps had been returned to their stations and tested to make sure they're functional. Weber replied that until there is sufficient water no testing is possible, so the pumps are still in

storage. As of the meeting there was no sign of rising water.

The board informed Knutsen Insurance that they would be included when Surf Pines next asks for insurance proposals in 2003.

There being no other business, President Todd adjourned the meeting at 6:40 p.m.

Submitted by Marge Bloomfield, Secretary

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Consideration of Minutes

Minutes of the regular meeting of October 15 were approved unanimously as presented. Minutes of the October 29 meeting to consider security committee gate modification proposals were approved with Wilkin abstaining. He felt that the minutes accounted for too little of the discussion and did not reflect many of the questions raised. Allegaert noted that the substantive questions will be addressed to the community when the security committee publishes the proposals.

Treasurers Report

Treasurer Smith presented the financial statement showing a healthy balance with accounts receivable of over 30 days totaling roughly nine and a half thousand dollars. The report was accepted unanimously. Smith proposed moving $30,000 of CDs from six month to 12-month status to take advantage of a slightly higher interest rate, since he does not anticipate needing that reserve in the immediate future. The board approved unanimously. It did not, however, approve foreclosure on the Waterhouse properties for unpaid dues and penalties. (I believe the reason for this inaction should be included.)

Security Committee Report

The security committee will have a detailed report on gate modification plans for the December meeting, along with drafts of a covering letter to members and list of questions that have been raised with their answers.

Roads & Grounds Committee Report

The roads and grounds committee proposed adding language to the road maintenance policy to specify which roads are association responsibility. The board unanimously adopted the proposed language, attached herewith.

Gene Bourquein reported on the park subcommittee plans to survey members' wishes for future development. Ken Weber noted that the grass had been planted and water is available to maintain it. The Sunset Park and Recreation District is a tax-deductible charity, so members who wish to contribute to create and maintain the park can do so through the district. The January 2002 Breeze will include an article on the park with this information and a survey of members' development goals. The board approved erection of a sign reading "Surf Pines Park at the corner of Horizon and Ocean. It rejected a proposal to fence off a parking area. Tom Smith reported progress on a new telephone directory, which will go out with the January billing.

Community Relations Committee Report

The community relations committee is working on a Christmas party. The Grange on Highway 101 was considered as a venue but the board felt a private home to be preferable. Tentative date, assuming an available location, is December 15.

Long Range Planning Committee Report

Allegaert asked the board to authorize spending $900 to survey the gate house property to locate corners in order to determine how much more land might be needed to expand the current structure. Once that is known, the committee will approach the Weston’s about purchasing obtaining the necessary land. The board authorized the survey.

Administrator’s Report

Barrons reported that: threatened foreclosure on the Lyche property had produced payment in full of dues and penalties; Tim Kerr's new home will occupy two of his three lots; the Maplethorpe home had been broken into through a back window; the right of way by the Riley home had been cleaned up.

Old Business

Ken Weber raised

Ken Weber raised the question of what to do about the derelict bus parked in Cathy Orr's driveway. It is an eyesore to neighbors. Barrons is checking on county rules for guidance.

Wilkin discussed the future of the tsunami warning system proposal. Having done the research and presented it to the membership at the annual meeting, what more should be done? The board noted that the reserves remain untouched and a campaign to gain acceptance for some sort of warning-emergency program should start with an article in the Breeze. It would lay out again the rationale for having a method of alerting residents; summarize currently available warning systems; and encourage members to buy their own weather radios to receive immediate warnings. A local support system can also be suggested. The January newsletter should carry an item aimed at keeping the issue of tsunami preparedness alive.

The meeting was adjourned at 6 p.m.

Submitted by Marge Bloomfield, secretary

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SURF PINES ASSOCIATION

Board of Directors Regular Meeting

Seaside Library

October 15, 2001

Present: Allegaert, Bloomfield, Chopping, Smith, Todd, Wilkin; administrator Barrons; members Gene Keever, Ken Weber.

President Todd called the meeting to order at 4:30. Minutes of September 17 meeting were approved as submitted. September 26 special meeting minutes were amended as follows: an engineer's opinion would be sought about advisability of putting blacktop over gravel at road edges without a firm base; CleanSweep should be asked to smooth transitions between newly paved and older areas of road surface.

The treasurer's report was accepted as presented; it reflected prompt payment of dues by most members. Discussion of still outstanding payments and late penalties followed; Smith proposed the possibility of levying a further late fee on unpaid penalties. The board was not in favor.

The security committee presented its gate maintenance schedule, intended to keep the gates functioning well until improvements are in place. The board approved the schedule. Gate improvement recommendations have been given to the board; they will have a special meeting on October 29 to discuss the recommendations.

The road committee reported that CleanSweep had finished rocking the roadsides, but smoothing of pavement transitions awaits a few dry days. New speed humps are scheduled as soon as weather permits.

Ken Weber reported that work authorized by action of five board members on October 1 to level a playing area on the park property, plant grass and install a water line from the road had been done. Money for the work has been donated by members. Whether Warrenton will charge for water used for the park is still in question. Smith reported that enough money remains in community relations budget to cover the expense of watering in new seed.

Barrons will look into the status of Elk Run Lane off Malarkey to see who is responsible for maintaining it.

Smith reported for community relations that there is an updated master list of members and a new directory is being prepared.

Todd proposed contacting the five owners with homes within the gates who are not association members and proposing that they be given free membership so long as they remain as owners of the property. They would sign an agreement that when ownership changes the new owners would become dues-paying members. Bloomfield agreed to contact Kathy Eilertsen. Barrons will prepare contracts.

Wilkin agreed to write an article on tsunami warning systems for the next issue of the Breeze as part of an ongoing effort to inform members. He also proposed an item in the newsletter on the dangers to children of skateboarding on the roads without helmets.

Todd adjourned the meeting at 6 p.m.

Submitted by Marge Bloomfield, secretary

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SURF PINES ASSOCIATION

Board of Directors Special Meeting

Burr Allegaert's garage

September 26, 2001

Present: Allegaert, Bloomfield, Smith, Todd Wilkin; administrator Barrons;

Ken Weber for roads committee

Purpose: to assess paving and roadside rocking work done by Clean-Sweep.

President Todd called the meeting to order at 8:20 am,

The group inspected the two newly resurfaced areas of Manion Dr. Allegaert questioned the decision to do a piecemeal job, but it was pointed out that there was not enough money in the road reserve to cover the entire 51,000 square feet originally proposed. Those areas most in need were done. The board noted that the graveled areas need leveling and that an abrupt drop of 3" to 4" from the road surface to the driveway had been left at 89173 Manion, which must be remedied

Wilkin suggested and others present concurred that an engineering opinion be sought as to the state of the untreated section of road. Clean-Sweep will be called back to level the gravel, to remove the drop at the Gazewood driveway, and to estimate what further work can still be done during the paving season with remaining road funds.

The meeting was adjourned at 9:15 am,

Submitted by Marge Bloomfield, secretary

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BOARD OF DIRECTORS MEETING

President Ralph Todd called the meeting to order at 4:30 p.m. at the Seaside Library. Directors present: Burr Allegaert, Michael Wilkins, Bob Chopping, Mark Roberts and Tom Smith; Absent, Marge Bloomfield. Members present: Ken Weber, Gene Bourquein, Brian Cameron, Norma Keever and Bonnie Groshong.

Norma Keever and Brian Cameron reported on discussions among neighbors about the need for several paths to the beach on the south end of Ocean. They are looking for at least three routes. No Board action is requested at this time but may be sought in the future.

Keever also asked that consideration be given to modifying the limitation on real estate open houses to the last weekend of the month. The request was referred to the Security Committee for a recommendation.

Gene Bourquein asked that Wells Fargo be asked to respond to the request for donation of land next to the park. Barrons will follow up.

The Treasurer’s Report for August was received. Smith noted that cash assets totaled $134, 258 with $60,000 invested in CD’s and that continued strong progress was being made in reducing long term delinquencies.

Roberts reported that the Security Committee was preparing a recommendation for improvements at the gates and expected to have it to the Board, perhaps for a special meeting in October.

Chopping reported that the road paving was nearly completed. Weber added that final cleanup would occur soon and the speed humps would be installed in about two weeks. The Committee was asked to look at finishing the rocking of road shoulders along the new pavement.

Smith said the Community Relations Committee was planning to meet soon and was preparing a new directory of residents.

Todd and Bourquein discussed plans for park improvements and agreed that an early step is to determine the interests of residents. Todd emphasized that he felt the costs should be borne by donations and that Van Thiel has been asked if they can somehow be made tax deductible. Barrons reported that county zoning regulations may limit development but a final answer has not been obtained.

Barrons reported that U.W. Raglione had paid $230 for a second lot, which was unbuildable because it had been combined with another for single home site, during the same time period as Robert Reverman. Following discussion it was moved by Allegaert and seconded by Roberts to credit the Ragliones for $230 in overpayments. Motion unanimously adopted.

A draft strategy for soliciting membership in the Association by five non-members with property within the gates was discussed. It was moved by Smith and seconded by Chopping to approve the strategy, which would offer membership without the payment of dues to current owners. Motion unanimously adopted.

A proposed policy on changing dues when two buildable lots are combined as one was reviewed. It was moved by Smith and seconded by Wilkin to adopt the following policy:

Motion unanimously adopted. Information about the policy is to be published in the BREEZE and included in an Addendum to the Owners’ Information Guide.

Allegaert discussed the assignment of the Long Range Planning Committee and asked if the Board wanted to proceed at this time to develop plans for a new or remodeled gatehouse. There was agreement that the Committee should explore options and alternatives and submit a report.

Smith said dogs running loose were beginning to be problem again. He said that the county animal control service was understaffed and asked that information be placed in the BREEZE about the expectation that dogs will be confined. Wilkin suggested that if we have a policy on speeding with a penalty perhaps we need one on dogs. The matter was referred to the Security Committee.

It was moved by Chopping and seconded by Roberts to adjourn at 6:30 p.m.

Respectfully submitted,

Marge Bloomfield, Secretary

By Bill Barrons

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August 30, 2001 SURF PINES ASSOCIATION

Board of Directors Special Meeting

Ralph Todd's home

Present: directors Bloomfield, Chopping, Smith, Todd, Wilkin; and administrator Barrons

Purpose: Action on recommendation from Roads and Grounds Committee

Todd called the meeting to order at 4:30. Barrons distributed bids from Clean-Sweep for paving work and for creating two speed humps.

After defining road areas to be repaved and shoulder work to be done and specifying adequate inspection before payment would be made, the board authorized expenditure of $24,000 for overlay paving of 31,170 square feet of Manion Drive and $10,755 for approximately 6000 linear feet of shoulder work. Reserve funds will be used for these projects, which are not part of budgeted road improvements.

The committee proposed that the board accept its initial suggestion to create two trial speed humps about 600 feet apart on the north part of Manion and re remove the troublesome bump farther south. After discussion, the board voted to proceed and to replace the bump with a third trial hump somewhat north of the present location.

Votes on both proposals were unanimous.

Barrons reported that member Ron Ragen had proposed that he research the possibility of creating a fifth beach path for the south end of Ocean Drive. No board action was necessary.

Todd adjourned the meeting at 5:25.

Submitted by Marge Bloomfield, secretary

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August 20, 2001 SURF PINES ASSOCIATION

Board of Directors Regular Meeting

Seaside Library

Directors Present: Allegaert, Bloomfield, Chopping, Roberts, Smith, Todd, Wilkin. Members Present: Reverman, Weber, Wilcox, and administrator Barrons.

President Todd called the meeting to order at 4:30. Minutes of the organization meeting, August 4, were submitted and approved with Wilkin dissenting. He felt that more detail about board discussion should be reflected in minutes.

Bob Reverman, owner of a home on Manion, presented his objection to the refusal to refund him dues of $1030 charged erroneously for two lots. His home is built in the middle of the property and there is no second buildable lot. After discussion the board voted 4 to 3 to return to Mr. Reverman what was erroneously charged. The board will research the record of the earlier decision to clarify the circumstances and look for any other instances of error.

Treasurer Smith reported that 75% of current dues were paid up and summarized the financial status. The report was unanimously accepted.

Todd presented the roster of names for the various committees: Roberts accepted chairmanship of security, Chopping of roads and grounds, Smith of community relations, and Allegaert of long range planning. Anew committee to explore further development of the park property was proposed by member Gene Bourquein. After discussion, the board created a subcommittee of the roads and grounds committee to be headed by Bourquein.

Administrator Barrons submitted a proposal to approach owners of five properties that lie within Surf Pines but are not members of the association due to historical reasons. The board will consider the proposal at the next meeting.

Wilkin raised the issue of the vote at the annual meeting to allocate reserve funds for purchase of a tsunami warning system and the method of counting proxies. It was agreed that proxy forms should be revised to make directions clearer and avoid ambiguity.

The administrator's contract was renewed with an increase in compensation to $35 per hour, unanimously approved.

The meeting was adjourned at 6:05 p.m.

Submitted by Marge Bloomfield, secretary

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Ralph Todd, president, called the meeting to order at 10:05 a.m. Six board members were present; Mark Roberts was excused due to a prior commitment. In all, 47 members attendee

After introducing the board members, Todd asked new members to introduce themselves. Five newcomers responded.

John McGowan moved and Dick Tevis seconded that the minutes of the 2000 annual meeting be approved as presented. There were no objections.

Voting to elect two board members followed. Tom Smith and Michael Wilkin, the only candidates, were elected with 84 and 77 votes respectively.

In summarizing the year’s activities, Todd recognized the continuous help given to the board by the following members of the community: Norma and Gene Keever, Ken Weber, and Tom Wilcox, who variously spent many hours nursing the gates, mowing roadsides and beach paths, making road signs, replacing beach and path markers, organizing social events, and performing similar services. Todd also acknowledged the contributions of the security staff, Lynn and Pam Meyrick, and administrator Bill Barrons to the welfare and smooth running of the community.

Security: Burr Allegaert said the work fell into three parts—gates, road safety, and the tsunami hazard. Regular maintenance of the gates has helped to keep them functioning. The long-term plan is to build funds to replace the gates with a more modern system. Meantime, as funds are available, a computer and phone system will be added to the north gate and keypad codes will be phased out in favor of transmitters for everyone. Efforts to monitor speed of cars on the road showed that most speeders are residents and that speeding continues to be a hazard to people, pets, and wildlife. Tsunamis are a recognized hazard along the coast and the committee had looked into warning systems.

Roads and grounds: Bob Chopping reported that traffic volume studies were made during the year showing that on average, per day, 600 cars enter by the south gate and 400 through the north gate, a significant amount of road use. The committee compiled estimates of the cost of repaving all seven miles of road maintained by Surf Pines. To preserve the road edges the committee is gradually rocking areas that are subject to undue wear. Chopping also noted that in monitoring speed, ten percent of the drivers along Manion were observed to exceed the speed limit by ten or more miles per hour. One project completed during the year was widening the short east-west spur of Ocean at the south end, trimming the trees for better visibility, and marking the sides of the road to increase safety at the curve.

Community relations: Smith mentioned the Surf Pines website, the Breeze, the new Owners’ Information Guide, and the Directory as useful sources of information about our community. The committee does its best to keep current information, such as board meeting minutes and important events, available on the website. A suggestion that the Breeze include names of new members as well as notice of deaths or departures will be pursued. Linda Keiser requested that four months of special gate code numbers be included with the billing for members’ convenience. The board readily agreed.

Long-range planning: Allen Cellars spoke of the need to enlarge the gatehouse or to move it elsewhere and use the existing structure as an association office. To enlarge it would require more land and an approach has been made to adjacent property owners, Craig and Dana Weston.

Voting on proposed amendments:

1. To amend the Bylaws to permit mail ballots on matters other than amendments to the Articles of Incorporation or Bylaws. A slight change in wording, to remove the words "the multiple" from the text of the proposal, was made and approved. The amendment proposed by George Von Weller and seconded by Jerry Whalen, was passed by 85 yes to one no votes.

2. To amend the Articles of Incorporation to reduce the number of board members from seven to five following the annual meeting of 2002. Todd explained the difficulty of finding members willing to serve on the board. He also noted that the efficient help of the administrator, Bill Barrons, had reduced the work load for the board, so that seven members were no longer needed. McGowan moved and Babe Price seconded that the motion be, accepted; it passed by 85 yes votes to one no.

Smith summarized the financial statement for the year and the proposed budget for 2002. He emphasized the effort to build reserves for major road improvements, gate replacement and other capital projects. The proposal to set aside a reserve of $25,000 for a tsunami warning system aroused considerable debate. Linda Thompson moved, Bob Black seconded to delete that item from the budget. Discussion covered the pros and cons of warning systems, the likelihood of a tsunami striking Surf Pines, the costs of various warning devices, and the current state of scientific knowledge of the hazard. On the vote, Thompson’s motion to delete was passed by a vote of 54 to 17. Stan Rothenberger moved, Jerry Whalen seconded adoption of the amended budget, which passed with 62 yes and 2 no votes.

Other issues raised by members concerned the build out on vacant land that seemed likely with the recent recording of many subdivision plans. Barrons explained that the rush to record one-acre plots was a response to a change in state law requiring a two-acre minimum in rural areas. The historical rate of development indicates that it is unlikely new subdivisions would be developed quickly. Allegaert summarized the property sales trends that suggest continued slow development.

Jon Fort asked about a rumor that the beach path easements were to be abandoned. The board denied any such intention and confirmed that in addition to the four currently used paths a fifth one was being pursued near the south end of Ocean Drive.

No other questions being raised, Gwynn Bakkensen moved to adjourn, Linda Keiser seconded and the meeting was adjourned at 12 noon.

Respectfully submitted,

Marge Bloomfield, secretary

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BOARD OF DIRECTORS MEETING

June 18, 2001

President Ralph Todd called the meeting to order at 3 pm. at the Seaside Library.

Present: Directors Allen Cellars, Bob Chopping, Tom Smith and Administrator Bill Barrons

Absent: Mark Roberts, Burr Allegaert and Chris Adamson

Members Present: Norma Keever, Tom Wilcox, Marge Bloomfield and Ken Weber

A letter was received from Chris Adamson submitting her resignation from the Board, also vacating the office of Secretary. It was moved by Cellars and seconded by Chopping to accept Adamson’s resignation. Motion unanimously adopted.

Todd reported that the Nomination Committee had contacted 17 members regarding service as a Director and only two had responded affirmatively. Chopping said he expected to move late in the year. Smith reported that Michael Wilkin was interested in filling the new vacancy. Todd said that Bloomfield was willing to run for a three year term but would prefer a shorter one and suggested she be appointed to complete the two years remaining on Adamson’s term of office. His nomination of Bloomfield was seconded by Cellars and the motion unanimously adopted. Bloomfield joined the meeting.

Wilcox reported that the County Planning Commission had taken no action on the letter proposing a change in measuring the height of building additions in the CBR zone. It was suggested concerned persons submit a petition to the County supporting amendment of the ordinance. He also asked that steps be taken to acquire another path to the beach on the south end of Ocean to replace the one next to Cameron’s. This was referred to the Roads and Grounds Committee for a report.

Treasurer – Smith reported that Accounts Receivable was down to $10,679 but included $3600 in development fees. He recommended that the Board approve a change in practice to require only a single signature to obtain access to the Safety Deposit Box where the CD’s are kept. Chopping moved approval of the recommendation, seconded by Smith, and the motion was unanimously adopted.

Security – No report

Roads –Chopping reported that the committee had considered the following policy specifying when the Association will accept responsibility for roads and he moved for its approval:

Chopping submitted a report and plan for a trial of speed humps to replace speed bumps, if successful. The committee asked the board to approve of the expenditure of $4500 for this purpose subject to adoption of the 2001-02 budget at the Annual meeting. It was moved by Smith and seconded by Bloomfield to approve the request. Motion unanimously adopted.

Community Relations – Smith reported the Annual Meeting would be followed by a picnic at the park beginning at 4 p.m.

President – President Todd reported asked for ideas on how to seek more participation by members on committees. A signup list will be circulated at the Annual Meeting and a sign up sheet will be mailed with the Annual Meeting Notice.

Administrator – Barrons reported the Owners’ Information Guide has been mailed and distributed to the local title companies. He asked when the Gatehouse septic tank had been pumped and was advised to get it pumped now.

OTHER BUSINESS

A proposal from Chris Adamson to change the process for selecting committee chairs and related issues was discussed. It was decided not to make any changes at this time, but perhaps consider it further after a decision by the members on the size of the Board.

Further consideration was given to the proposed amendment of Article 4.4 of the Bylaws, which would allow mail ballots and change the requirement for election of Directors only by majority votes. It moved by Smith and seconded by Cellars to recommend the following amendment to the members. Motion unanimously adopted.

4.4 VOTING All voting at the Annual Meeting and on amendments to the Articles of Incorporation or these Bylaws shall be by written ballot cast in person or by proxy. The Board of Directors, at its discretion, may employ written ballots for all other matters. Candidates for the multiple positions on the Board of Directors receiving the highest number of votes shall be deemed elected.

A proposed amendment of Article VII of the Articles of Incorporation reducing the Board of Directors to five from seven members was discussed. It was moved by Chopping and seconded by Bloomfield to recommend the following amendment. Motion unanimously adopted.

Article VII. Following the Annual Meeting in 2002 the number of directors constituting the BOARD OF DIRECTORS of the SURF PINES ASSOCIATION shall be five [5] Each Board member shall serve for a term of three (3) years. Board terms shall be staggered so that two members are elected in 1994 2003 and two in 1995 2004, and one member is elected in 2005 and every three (3) years thereafter. Election of Board Members shall occur at the annual meeting of the Association. Each Director so elected shall serve until a successor is elected to take office. Directors must be members, in good standing, of the Association.

 

The Board of Director positions shall be numbers one (1) through five [5]. Board Member terms shall expire as of the Annual membership meeting in the following years and every three (3) years thereafter:

 

POSITION #1 2003
POSITION #2 2004
POSITION #3 2005
POSITION #4 2003
POSITION #5 2004

 

Directors may be removed from office by a majority vote of the duly qualified members present and acting in person or voting by proxy at a regular meeting or a special meeting called for the purpose of considering such removal. Any meeting at which such action is taken shall be preceded by notice of such intent in accordance with the applicable notice procedures of the bylaws. [Amended 9-18-93]

 

It was agreed to change the next meeting date to July 23 at 3 p.m.

The meeting was adjourned.

Respectfully Submitted,

Marge Bloomfield Secretary By William Barrons, Administrator

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BOARD OF DIRECTORS MEETING

May 22, 2001

President Ralph Todd called the meeting to order at 3 pm. at the Astoria Golf and Country Club.

Present: Directors Allen Cellars, Bob Chopping, Burr Allegaert, Tom Smith and Administrator Bill Barrons

Absent: Mark Roberts and Chris Adamson

Members Present: Norma Keever, Tom Wilcox, Bob and Elizabeth Gazewood and Ken Weber

It was moved by Smith and seconded by Allegaert to approve the April minutes. Motion unanimously adopted.

Membership Comments

Keever commented that Board members should plan on attending the next social event for fun and the opportunity to meet members.

Weber reported that a viewing deck had been built at 89728 Ocean Drive to a height that exceed the height of the original home which he believed already exceeded the maximum permitted height. Barrons reported that the County and determined that it met zoning ordinance requirements. Weber said he felt that additions to homes should comply with the original height limitations based on the then existing land height. Following discussion it was moved by Smith and seconded by Allegaert that a letter be sent to the County Planning Commission asking that it initiate an amendment of the CBR zone to limit the height of additions to existing structures to the same elevation as permitted the original structure. Motion unanimously adopted

Keever asked about plans to provide a gate for pedestrian access between Surf Pines and Pinehurst and was advised that Pinehurst developers had recently said they were not interested.

Treasurer – Smith reported that 75% of the members paid the April dues statement on time compared to 83% who paid on time in January but otherwise the income and expenses were on track with expectations.

He submitted the recommended 2001-02 annual budget prepared by the Budget Committee composed of Tom Wilcox, Valerie Krohn, Michael Wilkin, Gene Bourquein and Smith. Total income is estimated to be $125,150; operating expenses total $82,214; reserves, $89,000; annual deficit $46,091. The fund carryover from 2000-01 of $75,326 is reduced to $29,235. Following a review it was moved by Smith and seconded by Chopping to recommend the budget as proposed by the Committee to the members for adoption at the Annual Meeting.

Security - Barrons reported for Roberts that the committee has developed tentative gate operating protocols and will soon have a recommendation on gate style and costs. He also provided a summary report on traffic volumes at the gates obtained with the help of the County Public Works Department. Average daily traffic at the south gate is about 600 vehicles per day and about 400 at the north gate.

Roads –Chopping reported that the widening of Ocean has been completed. Weber reported that he has placed sand on the rocks and manholes west of Scott Langley’s.

Community Relations – Smith reported that the Owners’ Information Guide would be in the mail by the end of the month. He noted that the wine party had been very successful and that the picnic would follow the Annual meeting on August 4.

Long Range Planning – Cellars submitted a written report from the Committee [Marge Bloomfield, Linda Thompson, Bob Black and Burr Allegaert], which recommended:

Continued emphasis on road maintenance;

Improvement of the Gatehouse;

Planting of roadside trees;

Encouragement of the ringnecked pheasant population;

President – President Todd reported that the Annual Meeting Planning Committee would meet on Friday.

Administrator – Barrons reported that he could find no further information to explain why the Reverman property had been separated for dues purposes in December of 1997. After discussion it was moved by Cellars and seconded by Smith to deny the request for a refund of dues and other charges because a precedent has been previously set and no reason presented for any change. Motion adopted with 4 yeas and one nay.

A proposed amendment of the Bylaws permitting mail ballots was discussed and referred to the Annual Meeting Planning Committee for a recommendation at the June Meeting.

The meeting was adjourned.

Respectfully Submitted,

Chris Adamson, Secretary By William Barrons, Administrator

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June 13, 2000

Place: Seaside Library

Time: 3:00pm

Present: Board members: John McGowan, Ralph Todd, Tom Smith, Allan Cellars, Al Laakso, Bob Chopping, Mark Roberts and Bill Barrons Administrator.

Members: Marge Bloomfield, Chris Adamson, and Bob Gazewood.

1. Call to Order: President called the meeting to order at 3:02 pm.
2. Approved the minuets with change to Item V. Al Laakso was appointed by John McGovern to head up the nominating committee. In addition he appointed Burr Allegaert and Dick Tevis to be on the nominating committee.
3. Comments from the membership:
1. Letter from Catherine Orr suggested changes to the schedule of delinquent notices. This was discussed and a change was instituted that incorporated some of her suggestions. We will now change dues process. Billing goes out at the end of the quarter. It is paid in arrears and is due thirty days after the end of that fiscal quarter. If payment is not received 15 days after due date 1^st notice goes out. 2^nd notice goes out 45 days after due date. Disenfranchisement and lien instituted 60 days after due date. Letter to advise association member goes out at the same time. These letters are attached to the official minutes
2. Letter from Janelle Groshong asking for payment schedule. Board OK’d this and instructed Bill Barrons to set up.
4. Standing committee chairs
1. Treasurers Report Allan Cellars.
1. See attached financials and report attached.
2. Al Laakso Roads.
1. South pump station was tested and approved. Contractor was paid the balance owed him on contract.
2. Change order is still pending and it appears that work will be less then estimated.
3. Ken Weber purchased 10 Yards of Gravel and is filling in sides of roads and cutting grass edges.
4. Al and Bill will do a survey of the condition of our roads.
1. Comments were made about some of the worse areas, such as the islands on Surf Pines Landing. Bill will get estimates for these repairs and report back to the Board.
5. Discussed the trail that had been bulldozed from new house being built by Mundt out to the beach. This is against county and state law. Bill indicated he would look into it..
1. Al will follow up on this and John gave him authority to sign off on the balance of the contract.
6. Ken Weber reported that it would be a good idea to find a small heater for the electric panels of the pumps. This would protect them from the damage of condensation and freezing thus extending their usable lives.
7. Ken asked for OK to rent Brush Master so he can fill sides of roads with Gravel to prevent erosion and to do some grass clipping. This was MSP by the board.
3. Ralph Todd Security.
1. Ralph made a recommendation to charge a $100 transfer fee for new residents, which would include two gate opener transmitters. This was discussed but a motion was not adopted.
2. Pumps will be stored in Garage during the summer months.
3. Ralph is setting up a sub committee to look into tsunamis and thee potential effect on Surf Pines.
4. New gate codes are July **** August **** September **** (these were removed at the request of the board do to the public nature of the web).
4. Community relations:
1. See attached Minutes.
5. Old Business
1. None
6. New Business
1. Reviewed the presentation package for the Annual Association Meeting on August 5, 2000 (these are attached to the official Minutes).
1. Draft Amendments to Articles of Incorporation (Pg 9) MSP to submit to membership as presented
2. Draft Amendments to Bylaws (Pg 10-13) MSP to submit to membership as presented
3. Draft proposal for enhancement fee (Pg 14) MSP to submit to membership as presented except delete home remodels.
4. Budget Proposal from the Budget Committee (Pg 15-16) MSP to submit to the membership with changes made by the board.
5. MSP that the board would have a special work session June 27 to review changes and approve the final submission package to the Membership..
2. MSP Change the next meeting to July 24 Monday at 3:00 PM Seaside Library.
7. Meeting was adjourned at 5:26 PM.

Board Meeting Supplement June 27, 2000 at John McGowan’s home Special work session.

Attending: John McGowan, Tom Smith Al Laakso, Bob Chopping, Mark Roberts and Bill Barrons Administrator.

The board reviewed all changes to the Meeting Agenda Packet and approved them with minor changes. These will be mailed as soon as Woodford and Wood complete the financials for the fiscal year end. Tom Smith will get the packets copied and returned to Woodford and Wood to mail out to the members.

1. Call to Order: President called the meeting to order at 3:05 pm.
2. Approved the minuets.
3. Comments from the membership:
1. Norma Keever commented we need bush P/U for spring
4. Standing committee chairs
1. Treasurers Report Allan Cellars.
1. Collections are ahead of normal and there is less than $9,000 left of the special assessments.
2. Al Laakso Roads.
1. We discussed the need for property insurance on our pumps and equipment. The cost would be minimal (under $100) and prudent. This was MSP
2. Flood mitigation project is mostly completed.
1. Small amount of grass needed to be laid down
2. A bit of conduit to be put in
3. Lastly a bit of clean up
3. There was not enough water to test pump number one so Al proposed using the fire hose to fill the collar so we could finish testing the pump. Then we can pay the contractor the balance of the contract.
1. Al will follow up on this and John gave him authority to sign off on the balance of the contract.
4. Ken Weber reported that it would be a good idea to find a small heater for the electric panels of the pumps. This would protect them from the damage of condensation and freezing thus extending their usable lives.
5. Ken asked for OK to rent Brush Master so he can fill sides of roads with Gravel to prevent erosion and to do some grass clipping. This was MSP by the board.
3. Ralph Todd Security.
1. Todd was out of town so no report for May.
4. Community relations:.
1. Tom reviewed minutes of the last Community Relations Meeting in April (copy was passed out at meeting)
2. MSP Tom will put up a web site for the Surf Pines Association and also set up an e-mail notification system for better communication of events in the Association.
5. Old Business
1. Nominating Committee Al Laakso will have Dick Tevis and Burr Allegaert as committee members.
6. New Business
1. Consider Draft amendments to Articles of Incorporation and By-Laws
1. Bill Barrons presented first draft of the amendments proposed for change at the next Annual meeting. These included housekeeping changes and clarification wording suggested by legal council. Board reviewed changes and discussed each item. Bill will take those suggestions and make further revisions as necessary for further Board review.
2. Enhancement fees to replace Impact and Gate fees.
1. Bill Barrons presented proposed Fee Changes.
1. Item 1 was to eliminate gate and Road impact fees
1. After some discussion the Board felt we should continue these fees and make no change.
2. The second part of the proposal recommended charging a Community Enhancement Fee of $2,000 for new construction of a principle residence or the replacement of a principle residence
1. The purpose behind this proposal was to begin re-building a capital improvement fund-to-fund road and other capital expenditures.
2. To allow the board to use up to $10,000 of this fund in the event of an emergency.
3. MSP for Bill to draft this proposal for consideration at the next Association Meeting.
3. Discussed the Spring Brush P/U
1. Ken Weber indicated that last year there were only two volunteers
2. He also indicated that there had been a couple of residents who had abused the program with 10 or more loads worth of material.
3. It was discussed to have a contractor provide the P/U services
4. It was also discussed to charge a small fee for excessive amounts.
5. This will be reviewed at our June meeting.
4. MSP Change the next meeting to June 13 Tuesday at 3:00 PM.
7. Meeting was adjourned at 4:56 PM.
   

I) Call to Order: President called the meeting to order at 3:02 pm.

II) Approved the minuets with change to date. Should have read 3-13-00. Also the security report from Ralph was from the February meeting. (Corrected Minuets included)

III) Comments from the membership:

1) None (till later)

IV) Standing committee chairs

1) Treasurers Report Allan Cellars.

a) As of April 10 only $13,210 is out standing. All persons making partial payments have been contacted and asked to complete payment by June 30. Liens have been placed on the 8 properties where no payment had been received by Feb. 1.

b) Dave Price has not had a lien placed on his property yet as a result of the follow up with the letter from his attorney. Suggestion was made to do so, since he has not made any payment.

c) Plan for making final payment to pump project contractor after the final paving is completed.

d) Appointment of Budget Committee and members to Community Relations Committee. So far the only people who have volunteered are Chris Adamson and Tim Regan.

2) Al Laakso Roads.

a) Al will be meeting with HLB on charges for flood mitigation Thurs. 4,20,00.

b) Al feels that the final bill will be around $248,000 with the change order.

c) All parts of the job are completed except change order #1. Pump stations 2 and 3 have been tested. Pump station 1 has not since the water never was high enough to do so.

d) In running the pumps it was found that the water distribution points are not working correctly and it is necessary to alter the drainage area. Chris Adamson had concerns as to why the engineering firm did not do soil tests to circumvent this problem. Al explained that it was more expensive to have the test and that was why they were not done.

e) Al again reiterated that Ken Weber should be commended for all of his efforts in managing the flood mitigation project.

3) Ralph Todd Security.

(A) Sheriff attended the last security meeting and indicated that staffing may allow officers to patrol Surf Pines. However we now do not have the budget to pay for these services.

(B) Committee suggested putting no trespassing signs at the beach access points.

(C) MSP to send a letter to Clatsop County requesting a 35 MPH sign be posted on the east side of Surf Pines lane.

(D) Last point was a suggestion to acquire Tsunami signs for lower areas of Surf Pines.

4) Community relations: MSP Tom will start a new committee for Community Relations.

a) Tom went over meeting his committee had prior to the Board meeting. The minuets of this meeting will be sent with these minuets.

V) Old Business

(A) Budget Committee Allan Cellars

(B) Nominating Committee Al Laakso

VI) New Business

1) Property Ownership Issue: Mike Riley bought a parcel of multiple acres. He split it into three lots and sold one with a house on it. It appears that he should be paying for two lots and has only been paying for one. It was recommended that we start billing him for the second lot. This was tabled till later.

2) MSP Board agreed to compensate Rolf the new security person for the 6 weeks that he had to provide his own housing while his gatehouse was being remodeled.

3) Bill showed two new information sheets. One for Information for Members re: Assignment of Gate Codes and Transmitters and the other was for contractors. It was agreed that they should be passed out to interested parties.

4) Changed the next meeting to May 22^nd.

VII) Ron Erz, David Scheile and Tim Regan spoke to the board about how they still felt that the revised budget was passed illegally and how they felt that the board should revisit this issue. After considerable discussion from both the board and these interested parties it was the opinion of the Board that they had acted correctly and could not at this point make any changes.

VIII) Meeting was adjourned at 4:56 PM.

I) Call to Order: The Vice President called the meeting to order at 3:00 PM By Ralph Todd VP

II) Approved the minuets with change to VI.3.B "Ralph indicated what was being done about the fences Gates and why the North Gate was not working."

III) Comments from the membership:

1) None

IV) Standing committee chairs

1) Treasurers Report.

a) Discussed Henke Construction and determined that it would be treated as new construction and Allen Cellars would get a bill for Road Impact sent to Henke.

b) Reviewed financials refer to financials. Non-payments on assessment a bit more than $19,000.

c) MSP to pay contractor’s bill for that portion of the flood mitigation project completed. Al Laakso will review and approve the bill before check is sent.

d) Liens have been placed on those members who have made no attempt to pay their assessment.

2) Al Laakso Roads.

a) Ken Weber indicated that the sections of the roads that have been highlighted would be completed with the paving being completed for the flood mitigation. This should be very soon since the weather has been co-operating.

b) Ken Weber replaced to sign posts that had been damaged by weather and age

3) Ralph Todd Security.

(A)

4) Community relations: MSP Tom will start a new committee for Community Relations.

a) MSP Address letter to Stiele’s and Erz’s regarding their letters.

V) Old Business

1) Budget Committee It was MSP to set up a Budget Committee comprised of Allen Cellars, Bill Barrons, and five association members in good standing (not on the Board) representing different areas of the community. The purpose of this Committee is make recommendations to the board for the 2000/2001 budgets.

VI) New Business

1) Letter of opinion from Dan Van Theil (association attorney) indicated that the Planned Community Act ORS 94.550 does not apply to Surf Pines Association.

2) MSP Board adopted the new collection letters submitted by Bill Barons.

a) MSP Delete from the assessment and dues list that part of Surf Pines owned by Pinehurst that has been dedicated to the butterfly habitat.

3) Volunteer Recruitment

a) Thank Bill Wade and Mike Donovan who have helped with the remodel of the gatehouse.

VII) Meeting was adjourned at 4:53 PM.

I) Call to Order: The president called the meeting to order at 3:08 PM By Ralph Todd VP

II) Approved the minuets with no changes.

III) Comments from the membership:

1) Dog Problems

a) Bob Gazewood- Several dogs are leaving little piles on public areas and private yards.

b) Chris Adamson-Dogs is also relieving them selves on peoples property.

c) Burr Allegaert – several dogs in area are running wild and are not under control

d) Tom Smith advised the members of the animal shelters phone number and contact.

e) Ralph Todd indicated they would discuss the issue at the next Security committee meeting.

2) Jeff TerHar made corrections to response to his letter.

a) He also made comments regarding job description for security guard and duties.

3) Babe Price indicated that the water board is no longer supporting the security guard.

4) Marge Bloomfield commented the last increase in dues was in 1992.

5) Bob Black asked how to get hold of the new Administrator.

6) Linda Thompson asked how to get hold of the new security person.

7) Norma Keever explained about Ken’s physical problems, which led to his in ability to do some duties.

8) Tim Regan asked that we publish the Job Descriptions for security guard and administrator.

IV) Standing committee chairs

1) Treasurers Report.

a) We still have a potential shortage of funds to pay for our requirements due to non-pays.

b) Refer to financials.

2) Al Laakso Roads.

a) Al was not in attendance so no report.

b) Ken Weber indicated that the flood mitigation project would be completed in two weeks and that we would owe the contractors all funds except a 5% set back till the paving can be done this spring.

(A) At the same time there would be some fixes made to the shoulders of some of our roads.

c) Ralph mentioned that the Association owns Ken Weber a thank you for all the work he has done in managing the flood mitigation project.

3) Ralph Todd Security.

(A) Ralph introduced Rolf Rosenberg as our new Security guard.

(B) Ralph indicated what was being done about the fences and why the North Gate was not working.

(i) Parts are on order. Main reason for problems is wear and weight of gates.

(C) Bill Wade suggested that we leave gates open during the day.

(D) Burr Allegaert and Chris Adamson want gates operational all day.

(E) Jeff TerHar suggested leaving them open during peak periods in morning and evening.

(F) Marge Bloomfield indicated that three years ago that there was a vote by the association on the gates and that the majority wanted operational all the time.

(G) Natalie Cellars indicated that when the gates were put up that it cut the truck and auto traffic down significantly.

(H) It was generally agreed that the gate was not as important as a strong security deterrent as it was as a traffic control device.

4) Community relations: Many of the comments made by the members have been detailed and explained in the quarterly newsletter. It was suggested that people read this publication since it’s purpose is to keep people informed.

a) Norma Keever suggested using color

b) Lonnie Johnson expressed support for reading the newsletter but said color would make the letter more expensive.

c) Linda Thompson suggested that we start a welcoming committee and a social committee.

V) Old Business

1) It was approved in writing the verbal OK to give Ken Buckingham a severance check for $500. (see attached).

2) Notice was given about the Clatsop Plains CRMP meeting Tuesday 2-22 at Camp Rilea.

VI) New Business

1) Drug and Alcohol Policy

a) It was MSP to adopt employee alcohol and drug policy (attached).

b) It was MSP to accept the agreement with Drug Screens Inc for testing. (see attached)

2) Consider partial payments of special assessment.

a) MSP to have Bill Barron’s get verbal agreements with those who have made partial payments and report at next meeting.

b) To go ahead and Lien those who have made no payments at all.

c) Jeff TerHar expressed his displeasure that we would even discuss the partial payments after the threatening letters that were sent out. He expressed the opinion that we should not make ultimatums in our collection process.

3) Gate house repairs.

a) The gatehouse needs some major repairs. Norma Keever has been cleaning it up by her self (thank you Norma). And submitted a list of needed repairs and some of the costs. Board was suppose to here from Mark Roberts on the rest of the expenses but the contractor he was suppose to meet did not show up.

b) It was suggested that in light of the time constraints that the Security committee would finish getting bids and start the remodel process as soon as possible.

4) Volunteer Recruitment

a) George Owens Surf Pines resident has offered to help other members with any cleanup of their property.

VII) Meeting was adjourned at 4:58 PM.

January 10, 2000

The meeting was called to order by President John McGowan at 3 pm. at the Seaside Library.

Present: Directors Allen Cellars, Bob Chopping, Al Laakso, Mark Roberts and Administrator Bill Barrons

Absent: Tom Smith and Ralph Todd

Members Present: Burr Allegaert, Harley Bristol and Ken Weber

The minutes of the December meeting were corrected to show the meeting date of December 14. It was moved by Laakso and seconded by Cellars to approve the December 14 and December 20 minutes. Motion unanimously adopted.

Weber reminded the Board of continuing problems with the key pad at the north gate.

Treasurer - As of 12-31 $196,033[83%] had been paid on Special Assessment No 2 and $39,612 was unpaid; $5,955 was outstanding in unpaid dues; cash in bank was $80,208.44 in checking and $100,818.22 in the money market account. He expected a bank loan will be necessary to pay contractor but suggested the amount be reduced by using $10,000 in budgeted road funds. It was moved by Laakso and seconded by Roberts to use up to $10,000 in road funds for the drainage project and authorize the borrowing of up to $40,000 from the Bank of Astoria at a rate of Prime +2% and a loan fee of 1%. Motion unanimously adopted.

Lou Larson has advised that the Haze Weed property is subject to Association dues and assessments and bills will be submitted for payment.

Security - The key pad at the north gate is a problem. Alternatives discussed included open gate, loan of transmitters to all who need them, more clear instructions on entering codes, new computer [$5500] or key pad replacement [$700]. Committee is working on long range security plan but does not have a short term recommendation. It was moved by Chopping and seconded by Roberts to authorized the purchase of a new key pad for an estimated $700. Motion unanimously adopted.

It was recommended that four magnetic car door signs be purchased for $232 and a revolving roof top amber light for $35 to be used to identify security patrols. It was moved by Cellars and seconded by Laakso to authorized the purchase. Motion unanimously adopted.

Bristol submitted a letter reporting on an incident he experienced with a speeding vehicle on January 8. After discussion it was moved by Cellars an seconded by Laakso to send a letter to the apparent owners of the vehicle to make them aware of the incident and ask for their cooperation in providing for safe roads for use by pedestrians and vehicle with the information also sent to the property owner. Motion unanimously adopted.

Roads - Work is progressing on the drainage project; sumps are in the ground; pipe lines being laid and pumps to be delivered soon. Barrons was requested to contact U.S. West to get temporary service lines removed.

Administrator - It has been determined that the Surf Pine apartment advertisement in the Daily Astorian is for Ilwaco apartments. A signed drainage project easement from Gary and Susan Sharp has been received.

Assessments - The President discussed the need to follow up on unpaid assessments. Because a better understanding was now possible about the payment schedule for the project it was decided to contact those members with unpaid assessments and ask for payment before February 1 and no collection action would be taken until that time. It was also reported that several members have expressed a financial hardship with the assessment and asked for time to pay it. Attorney Van Thiel will be consulted about this issue.

Resignation -A letter of resignation was received from Ken Buckingham terminating his employment as of January 31. It was moved by Cellars and seconded by Chopping to accept the resignation with regret. Motion unanimously adopted.

The meeting was adjourned .

Respectfully Submitted, Tom Smith ,Secretary

By: William B. Barrons

Administrator

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