Meeting Minutes, December 10, 2010

Silver Sands Special Road District

Monthly Meeting Minutes

December 10, 2010

8:00 am

Sea Dog Cafe, Waldport OR

Call to Order

Members Present: Bill Heavenston, Rick Hill, Alex Derr

Members Absent: none

Others Present: none

Old Business

We received and deposited our road district tax levy check from the Lincoln County Treasurer: $3638.52.

Our semi-annual loan payment of $988 has been paid.

Our current bank account balance is $6215.56.

New Business

Our bank account balance is sufficient to consider shifting some of it to a CD. Local 4-year CD rates have risen to 2.5%. Given the nature of the economy, we agreed we should invest now.

We continued discussions of adding a guardrail on Powe St. at the creek. Our current thought is to build a guardrail similar to the one on Sarkisian, but without the walkway. The walkway was almost half the total cost of materials, and required nearly half of the labor.

Next month's meeting is tentatively scheduled for 1/7/2011 at 8 am Sea Dog Cafe.

Meeting adjourned at 9:00 pm

Meeting Minutes, November 5, 2010

Silver Sands Special Road District

Annual Budget Meeting Minutes

November 5, 2010

6:00 pm

La Roca, Waldport OR

Call to Order

Members Present: Bill Heavenston, Rick Hill, Alex Derr

Members Absent: none

Others Present: Debra Heavenston, Mary Hill

Old Business

Tax bills have been calculated. The properties in our road district have a total value of $6.25M. Based on this, the road district will receive $3751, less 3% the county estimates as uncollectable.

Our semi-annual loan payment is due, amount is $988.

Our current bank account balance is $3565.59, up $0.14 from last month.

New Business

Neighbors on Powe have requested a guardrail along the road over the creek. We discussed plans and logistics.

Meetings will return to the Sea Dog Cafe next month.

Meeting adjourned at 6:20 pm

Meeting Minutes,October 1, 2010

Silver Sands Special Road District

Meeting Minutes

Oct 1, 2010

Noon

Silver Sands

Call to Order

Members Present: Bill Heavenston, Rick Hill, Alex Derr

Members Absent: None

Others Present: none

This meeting is scheduled as a work party to continue construction of the safety guard rail project by Buckley Creek

Financial Report

Bank balance as of August 3, 2010 is $3,656.20.

Old Business

North side rail and south side rail have reached partial completion with the walkway left to be done. Work will commence after the meeting is adjourned and will continue throughout the weekend until completion is achieved.

New Business

Annual Asset Review: Silver Sands Special Road District has only the assets of its bank account held at West Coast Bank in Waldport. We have no property, vehicles or equipment.

The risk assessment tool from SDAO has arrived and will be filled out by Rick Hill. This assessment may qualify Silver Sands for a 9 % discount in our insurance rate.

Calendar of Future Meetings

Future meetings were set for, Nov 5, Dec 2 and Jan 6th. All meetings are scheduled to be at the Sea Dog Cafe in Waldport.

Meeting adjourned at 1 pm and work party began.

Meeting Minutes, September 4, 2010

Silver Sands Special Road District

Meeting Minutes

Sep. 4, 2010

8 am

Silver Sands

Call to Order

Members Present: Bill Heavenston, Rick Hill,

Members Absent: Alex Derr

Others Present: none

This meeting is scheduled as a work party to begin construction of the safety guard rail project by Buckley Creek

Old Business

Safety grant project update: Post were cut to size, and carried to site. Holes were dug with power auger. North side of project was partially completed. Additional work days will depend on availability of volunteers.

New Business

Members agreed to allow Rick Meyers to move the mail box stand and bulletin board five feet east and three feet south to accommodate his landscaping project. If any complaints or problems arise as a result of this move, the boxes will be returned to their earlier position.

Calendar of Future Meetings

Future meetings were set for, Oct 8 and Nov 5. All meetings are scheduled to be at the Sea Dog Cafe in Waldport.

Work Party ended at 6 pm.

Meeting Minutes, August 6, 2010

Silver Sands Special Road District

Meeting Minutes

Aug 6, 2010

8 am

Sea Dog Café

Waldport OR

Call to Order

Members Present: Bill Heavenston, Rick Hill,

Members Absent: Alex Derr

Others Present: none

Bank Statement Review: Balance in account as of 7-30-2010 was $3,656.97.

Old Business

Safety grant project update: Panels have been assembled in Alex’s garage. A work party is scheduled for Sep 4.

New Business

District’s insurance coverage was reviewed. An annual certificate should be coming from Fullhart insurance in Waldport for our records.

Calendar of Future Meetings

Future meetings were set for, and Sept 3 and Oct 7. All meetings are scheduled to be at the Sea Dog Cafe in Waldport.

Meeting adjourned at 9 am

Meeting Minutes, May 29, 2010

Silver Sands Special Road District

Annual Budget Meeting Minutes
May 29, 2010
1:00 pm
1624 Sarkisian Dr, Seal Rock, OR

Call to Order
Members Present: Bill Heavenston, Rick Hill, Alex Derr
Members Absent: none
Others Present: Debra Heavenston

Old Business

The check for our Safety Grant has been deposited. This is $1200 from the Special District Association of Oregon (SDAO).

Locator service has marked utilities in the vicinity of the guardrail project.

Material quotes have been received from three local suppliers.

New Business

Our road district budget was presented for fiscal year July 1, 2010 to June 30, 2011. The budget was discussed and approved.

Resources
Carry over $3,252
Interest earned $ 50
New revenue $3,572
Total $6,874

Requirements
Reserve $4,016
Loan interest $1,908
Contracted services $ 0
Insurance and bonding $ 800
Communications $ 25
Office supplies $ 25
Misc. $ 100
Total $6,874

Calendar of Future Meetings

Future meetings were set for June 11, and July 9. All meetings are scheduled to be at the Sea Dog Cafe in Waldport.

Meeting adjourned at 2:00 pm

Public Notice

A public hearing on the approved budget for Silver Sands Special Road District, Lincoln County, State of Oregon, for the fiscal year July 1, 2010 to June 30, 2011, will be held at 1624 NW Sarkisian Dr.

The hearing will take place on the 29th of May at 1 pm.
The purpose of the hearing is to discuss the budget with interested persons.

A copy of the budget document appears below.

Approved Budget 2010-2011

Resources
Carry over     $3,252
Interest earned $   50
New revenue $3,572
Total $6,874

Requirements
Reserve $4,016
Loan interest $1,908
Contracted services   $    0
Insurance and bonding $  800
Communications $   25
Office supplies $   25
Misc. $  100
Total $6,874

Rick Hill
Silver Sands Special Road District

Concept drawing of the railing and walkway

Following the official meeting this month, Rick, Bill and Alex got together and sketched up this concept drawing for a railing and walkway along Sarkisian where the road crosses the creek. This is the project we have received a SDAO grant to build.

Goals of this project:

• Provide visual cues for drivers so they don't pull off the road and into the creek.
• Provide a pleasant walkway past the wetland.
• Improve the aesthetics of the road and neighborhood.

The structural materials would be pressure treated timbers and galvanized hardware for a long life.

Your comments and suggestions are welcome!

Meeting Minutes, April 2, 2010

Silver Sands Special Road District

Meeting Minutes
April 2, 2010
8:00 am
Sea Dog Cafe
Waldport, OR

Call to Order
Members Present: Bill Heavenston, Rick Hill, Alex Derr
Members Absent: none
Others Present: none

Bank Statement Review: Balance in account as of 2/29/2010 was $4166.46.

Old Business

We have received our Safety Grant of $1200 from the Special District Association of Oregon (SDAO). We set a follow-up meeting to work out details of the railing design, and possibly a walkway alongside.

During this discussion, we realized it would be helpful to have a plat map of our subdivision readily available on our web site, as well as the Conditions Covenants and Restrictions (CCRs). Bill and Rick will scan them and Alex will post them.

New Business

The Lincoln County Board of Commissioners has corrected the expiration date of Alex Derr's appointment to the Special Road District; his term ends 12/31/2010.

We reviewed the Agent of Record information, per our meeting charter. Currently, Rick Hill serves as Agent of Record, meaning that all legally required mailings to the Silver Sands SRD will be directed to Rick's address. There were no motions to alter this arrangement at present.

Calendar of Future Meetings

Future meetings were set for May 7, June 11, and July 9. All meetings are scheduled to be at the Sea Dog Cafe in Waldport.

Meeting adjourned at 9:00 am

Meeting Minutes, March 6, 2010

Silver Sands Special Road District

Meeting Minutes
March 6, 2010
8:00 am
Sea Dog Cafe
Waldport, OR

Call to Order
Members Present: Bill Heavenston, Rick Hill, Alex Derr
Members Absent: none
Others Present: none

Bank Statement Review: Balance in account as of 1/29/2010 was $4165.02. No transactions since.

Old Business

Our Safety Grant has been approved by the SDAO. We have been awarded $1200 in matching funds. Rick signed the acknowledgment letter, and will mail it to SDAO today.

New Business

Bill presented the guardrail drawing used to solicit project bids. We discussed the design, procurement of materials, and allocation of funds.

A road inspection and physical hazards review, our agenda item for March, was schedule for 10:00 am following this meeting.

Calendar of Future Meetings

Future meetings were set for April 2, May 7, June 4, and July 2. All meetings are scheduled to be at the Sea Dog Cafe in Waldport.

Meeting adjourned at 9:00 am