Meeting Minutes Dec 16, 2025

 

 

Meeting Minutes Dec 16, 2025

 

CALL TO ORDER
Dec 16, 2025@ 6:00 PM
Location: Rick’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Members at large: Al Dexter

APPROVAL OF PREVIOUS MONTH MINUTES
*November minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 3,044.49

* LGIF: $464.01

*Cash: $134.05

* Total Funds: $3,642.55

 

$4,200 paid to Gettis, Inc. from checking account.

SDAO membership dues payment of $140 ready for signature.

Note: Special Districts Association of Oregon (SDAO) is the only entity that insures government associations in Oregon. We must be a member to get our insurance.

 

OLD BUSINESS

 

*Culvert at Silver Sands entrance determination.

-We have not located the culvert exit at the North end. This has been an on-going concern and problem to solve to move forward with roadway maintenance.

-We plan to search for exit using: Food Dye, Roto Rootor or long poles with a camera attached.

 

* We are still awaiting approval of Al Dexter’s application to become SSRD board member. Was to be voted on at the Nov 26 Lincoln County Board meeting. Jonathon to check on status.

 

NEW BUSINESS

Before we can move forward with next project, we need to determine issue with culvert. No other new business discussed.

 

NEXT MEETING:

*January 13, 2026 @ 6pm Amanda’s House.

 

ADJOUNMENT: 7:00 pm

Meeting Minutes Nov 20, 2025

 

 

Meeting Minutes Nov 20, 2025

 

CALL TO ORDER
Nov 22, 2025@ 6:00 PM
Location: Rick’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Members at large:

APPROVAL OF PREVIOUS MONTH MINUTES
*October minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 7,244.49

* LGIF: $462.33

*Cash: $134.05

* Total Funds: $7,840.87

 

SSRD revenue check for 2025 received and deposited in First Security Bank Checking Acct.

SSRD is now assessed at $10,677,660.

At our percentage schedule of .6 per thousand, we received $6,406.58.

 

OLD BUSINESS

 

*Culvert at Silver Sands entrance determination.

-We have not located the culvert exit at the North end.

- Rick sent check to Gettis Inc. for balance owed them for roadwork accomplished

* We are still awaiting approval of Al Dexter’s application to become SSRD board member. Due to be voted on at the Nov 26 Lincoln County Board meeting.

 

NEW BUSINESS

See Financial section above. Otherwise meeting discussion time incurred culvert issues identified in previous minutes..

 

NEXT MEETING:

*December 16, 2025 @ 6pm Amanda’s House.

 

ADJOUNMENT: 7:00 pm

Meeting Minutes Oct 22, 2025

 

 

Meeting Minutes Oct 22, 2025

 

CALL TO ORDER
Oct 22, 2025@ 6:00 PM
Location: Jonathan’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Members at large:, Alvin Dexter

APPROVAL OF PREVIOUS MONTH MINUTES
*September minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,030.11

* LGIF: $460.54

*Cash: $134.05

* Total Funds: $1,624.70

 

Note: Last month SSRD made a payment in September of $7,000 to Gettis, Inc. for completed road repairs on Powe. The remaining balance will be paid after SSRD receives our next assessment after first of the year.

 

OLD BUSINESS

 

*Culvert at Silver Sands entrance determination.

-We have not located the culvert exit at the North end. We are determining methods to locate culvert North end and to assess drainage through the culvert.

- Both Road and Driveway and Gettis Inc. submitted bids of $4,000 to repair the sinkage over the culvert. 

- Per September meeting: The board concurred to determine the actual extent of the damage, assess the amount of money left for repairs, and decide what action to take. This is still underway.

 

 

NEW BUSINESS

*Alvin Dexter has submitted forms to the county to be approved as new board member. He is waiting for the response.

.

 

NEXT MEETING:

*November 20, 2025 @ 6pm Rick’s House.

 

ADJOUNMENT: 7:00 pm

Meeting Minutes, Sep 24, 2025

 

 

 

Meeting Minutes, Sep 24, 2025

 

CALL TO ORDER
Sep 24, 2025@ 6:00 PM
Location: Alex House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Members at large: Alex Derr , Alvin Dexter

APPROVAL OF PREVIOUS MONTH MINUTES
*August minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 8,030.11

* LGIF: $458.81

*Cash: $134.05

* Total Funds: $8,622.97

 

SSRD made a payment in September of $7,000 to Gettis, Inc. for completed road repairs on Powe. The remaining balance will be paid after SSRD receives our next assessment after first of the year.

 

OLD BUSINESS

 

*Culvert at Silver Sands entrance determination.

-We have not located the culvert exit at the North end. Several possible methods to find the it were discussed. Alvin suggested ground penetrating radar. Amanda suggested cameras used by plumbers for underground septic and sewer inspection.

- Both Road and Driveway and Gettis Inc. submitted bids of $4,000 to repair the sinkage over the culvert. 

- The board concurred that we should try to determine the actual extent of the damage, assess the amount of money left for repairs, and then decide what action to take.

 

*Raising Permanent Assessment Rate for SSRD

-Jonathon researched the possibility of raising the amount of funding SSRD receives. This is in anticipation of necessary road repairs going into the future. It would require raising a bond issue in the local election. The board tabled the idea for now.

 

NEW BUSINESS

*Annual Review of District Assets

Required yearly by SSRD Insurance Policy. SSRD has no assets, and this is noted for the record.

 

NEXT MEETING:

*Oct 22, 2025 @ 6pm Jonathan’s House.

 

ADJOUNMENT: 7:00 pm

Meeting Minutes Aug 12, 2025

 

Meeting Minutes, Aug 12, 2025

 

CALL TO ORDER
Aug 12, 2025@ 6:15 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: None

APPROVAL OF PREVIOUS MONTH MINUTES
*July minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,435.98

*Cash: $134.05

* Total Funds: $8,640.14

 

Sec of State payment made for “in lieu of audit”   $40.00

 

OLD BUSINESS

*Discussed quotes from Road and Driveway and Gettis, Inc.

-The Gettis proposed use of a road fabric over the cracked areas of the pavement (alligatoring), and then a layer of pavement. They would allow us to pay for it over three months.

 -Road and Driveway proposed to remove the existing pavement and repave the road. They do not offer a time payment option.

-See further details of estimates in July 15, 2025 minutes.

-Observe road fabric repair. Rick went to the Siletz Key Development, who hired Gettis to repave using the road fabric. The project was completed over 8 years ago, and appeared to be holding up well.

-The board has decided to hire Gettis to do the first phase of the needed roadwork, to repair 100 feet of cracked pavement on Powe.

 

*Culvert at Silver Sands entrance determination.

-We still have not located the entrance at the North end. We will proceed with repairs when we can determine the extent of the damage to the culvert.

-See further details of culvert issue in July 15, 2025 minutes.

- Rick has located a site with a similar issue over the culvert in Yachats. We will contact the owner of the property to obtain information about their site.

-We will also obtain an unofficial assessment from a civil engineer who does this type of work.

 

NEW BUSINESS

*The required annual insurance review of Silver Sands development has been completed and submitted.

 

NEXT MEETING:

*Sep 24, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:15 pm

Meeting Minutes July 15, 2025

 

Meeting Minutes, July 15, 2025

 

CALL TO ORDER
July 15, 2025@ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: None

APPROVAL OF PREVIOUS MONTH MINUTES
*June minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,403.15

*Cash: $134.05

* Total Funds: $8,607.31

 

OLD BUSINESS

*Culvert Determination. We have not located the entrance at the North end. Jonathan dug more but hasn’t found it. It appears that water is flowing into the area, but we do not know if it is coming through the culvert.

*Quotes from Road and Driveway and Gettis, Inc. The board revisited the recent estimate for all repairs from Gettis for $16,000. We are inclined to accept the Gettis bid because they will accept payments over time. We still have questions about how they would repair the culvert. Rick will follow up. We are considering starting the repairs for those on Powe and delaying the culvert and Sarkisian. 

*Raise Road assessment Rate? Jonathon obtained information from the Tax Assessor on this subject. It must be done via a bond issue and put on the local ballot. Resident, registered voters who are property owners in Silver Sands are eligible to vote on the bond issue. The board decided to table this idea until we can determine if there is interest among the Silver Sand community in passing a bond.

 

NEW BUSINESS

*Budget presented to county. Rick submitted the budget and has the receipts from the county.

*Sec of State in lieu of audit report. We will submit the required $40 to the Sec of State, rather than undergo a state audit. Rick will fill out online paperwork. We are eligible for this option because we are a very small road district.

 

NEXT MEETING:

*August 12, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes, June 17, 2025

 

Meeting Minutes, June 17, 2025

 

CALL TO ORDER
June 17, 2025@ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: None (Note: the meeting was advertised publicly, and all Silver Sands neighbors invited)

APPROVAL OF PREVIOUS MONTH MINUTES
*May minutes read and approved.

 

FINANCIAL BALANCES
The June meeting is the Annual Budget Hearing for the Silver Sands Road District.

Financial balances will be reported at the July meeting.

 

OLD BUSINESS

*Rick completed and submitted the SDAO report for the current year.

*Rick also reported that the bid for roadwork from Gettis Paving Inc. was received. It is comparable to the bid from Road and Driveway Inc., previously received.

Unlike, Road and Driveway, Gettis will agree to a three year payment plan. We will discuss the bids at the next meeting.

 

NEW BUSINESS

*This was the Silver Sands Special Road District Annual Budget Hearing.

The budget was  proposed and discussed by the board.

After the discussion, the budget was approved.

 

 

NEXT MEETING:

*July 15, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm