Meeting Minutes, December 17, 2017

December 17, 2017 
4938 NW Sandy Dr.

CALL TO ORDER

4:00 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine

FINANCIAL REPORT

$2624.78 in Checking.
$3020.25 in one CD.
$5067.45 in the other CD.
The paving loan payment, due this month, will be $5848. (Last month, I incorrectly stated it was due in November.)
We received our road district tax check from Lincoln County: $4687.52. Rick will deposit it this week. 

OLD BUSINESS

Pothole issue
Rick, Bill, and Steve discussed the situation, and we got some tips from YouTube videos. Rick purchased some cold mix asphalt, and we'll attempt a repair during a dry spell. 

NEW BUSINESS

Annual review of loan payment schedule
We reviewed the loan payment forecast. Rick updated it with the latest tax and billing data. We currently expect a deficit in only the final year of our loan payment. The deficit amount is forecast to be $98. Perhaps we will have a bake sale.

NEXT MONTHLY MEETING

TBD

ADJOURNMENT

5:00 pm

Meeting Minutes, November 19, 2017

November 19, 2017 
1624 NW Sarkisian Dr.

Call to Order

4:00 pm
Members Present: Rick Hill, Alex Derr
Member Absent: Sue Valentine

Financial Report

$4687.52 in Checking.
$3020.25 in one CD.
$5067.45 in the other CD.
The paving loan payment, due this month, will be $5848.
Our annual report from the county shows the total assessed value of all properties in Silver Sands as $8,054,130.

Old Business

Volunteer appreciation event has been postponed indefinitely due to scheduling challenges.
SDAO Best Practices: We are qualifying for a 6% discount this year.  

New Business

Annual review of safety plan
This is our November agenda item. Our district has no employees or equipment to protect. 

Maintenance issues
We discussed repairing the depressions that may turn into potholes, just east of the Sarkisian culvert. We can't afford to hire out for a proper repair. Rick will find the cost of some cold-mix asphalt repair. 

Lincoln County Special District Meeting
The annual event is 12/2. Rick may attend. 

Letter from Oregon Military Dept
We were cc'd on a letter from the OMD to FEMA regarding cost sharing of disaster relief, including our payment for the Powe Culvert. We agreed there is no impact to or action required by our district.

Next monthly meeting

TBD

Adjournment

5:00 pm

Meeting Minutes, September 17, 2017

September 17, 2017 
Newport Marina, Newport, OR

Call to Order

4:30 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine
Neighbors present: Almut Hoy,  Jonathan Hoy

Financial Report

$2779.64 in Checking.
$3020.25 in one CD.
$5067.45 in the other CD.
The upcoming paving loan payment will be $5848.

Old Business

Volunteer appreciation event

Due to the extended great weather, we are pushing this event toward Fall or Winter. 

New Business

Insurance review 

Our insurance premiums have been paid. We reviewed the policy coverage and determined it to be appropriate. Our insurance is through the Special Districts Association of Oregon (SDAO).
(This item was left over from our August agenda.)

Pending bills

Bills we expect to pay this month: 

US Bank, paving loan. $5848.

Oregon Secretary of State. <$100.

Oregon Ethics Commission. $50.

SDAO Best Practices

We received the list of courses and actions we can take to reduce our insurance premium. Online courses include such topics as sexual harassment and cyber security. Each successful course completion gives us a 2% reduction. 

Next monthly meeting

Tentatively scheduled for October 21, 2017. 

Adjournment

5:30 pm

Meeting Minutes, July 14, 2017

July 24, 2017 
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:00 pm
Members Present: Rick Hill, Alex Derr, Sue ValentineNeighbors present: Almut,  Jonathan Hoy , Kate Alexander

Financial Report

$2779.54 in Checking.
$3045.94 in one CD.$5153.61 in the other CD.

Old Business

Tree trimming

Bill Heavenston, Steve Burke, Steve's brother-in-law (whose name I have unfortunately forgotten), and Rick Hill trimmed roadside trees around our entire loop. They hauled all the brush to a vacant lot, with the owner's permission. Rick is going to rent a chipper for his personal use and we will chip the roadside brush tomorrow. 

Volunteer appreciation event

Sue is planning a BBQ to thank the volunteers who built the new walkway and have been trimming trees around the loop. Details TBA.

New Business

Eclipse planning 

We discussed eclipse weekend planning with the members present and with input provided before the meeting by neighbor Avital Miller. We are all concerned that the eclipse weekend's increased population pressure will result in blocked roads, damaged property, litter, and other upset to our peaceful community. 

We resolved the following:
- The road is public. The road district may not control traffic, or charge for access or parking. 
- The road district is not a homeowner's association. It may not dictate how individual homeowners control access to their property. For example, if a homeowner wishes to charge for parking on their property, it is not withing the road district's purview to allow or disallow this. 
- The road district accepts and greatly appreciates donations. If a homeowner wishes to share their eclipse windfall, we will graciously accept it. 

Aside from that, we agreed as neighbors that vigilance will be in order for the weekend. Some friendly but firm communication with visitors may be required, and any of us should feel empowered to speak up and keep our community safe. 

Speeding

Kate brought up concerns about people speeding on our roads. We all agreed this is a safety issue. 

Ideas we discussed include:
- Speed bumps. Not legal on a public road. 
- Speed humps. Tightly controlled by the county. We don't have funds for the traffic study or installation. 
- Speed limit signs. The minimum speed limit on a public road, outside of a school zone, is 25 mph. We can't legally post a lower limit.
- Speed trap cameras. Road committee has not investigated this.
- Radar speed signs. As with speed trap cameras and speed limit signs, the legal limit on our roads is 25 mph, but we want people to drive even slower than that. Advertising a 25 mph speed limit is likely to encourage people to drive faster than they already do. 
- Requests to rental agencies and homeowners who rent their homes. We can ask that renters be asked to drive 15 mph or less on our roads. This might help. Alex will start with Bayshore Rentals and known landlords. 
- Individual contact with offenders may also be effective. 

Etc.

We paid the recent bill for the paving loan. 

Next monthly meeting

TBD

Adjournment

7:00 pm

Meeting Minutes, May 19, 2017

May 19, 2017
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:00 pm
Members Present: Rick Hill, Alex Derr
Member Absent: Sue Valentine
Neighbor present: Avital Miller

Financial Report

$3566.93 in Checking.
$3045.94 in one CD.
$5153.61 in the other CD

Old Business

Rick will rent a chipper for the weekend of June 24-25. This will be a great time to trim the trees, shrubs, and salal that has grown over the road and turn them into piles of landscaping mulch. Better yet, trim your trees in advance and have piles ready to go by Saturday the 24th. If your neighbor needs a hand, consider offering some assistance.

New Business

The 2017-2018 budget meeting will be held at 6 pm on June 23, 2017 at the picnic table at 1624 NW Sarkisian Dr. All are welcome at this accessible location. A formal announcement will be posted on the notice board at the entrance to the neighborhood.

The solar eclipse on August 21 promises to bring an unusually high volume of traffic to our area of the coast. Emergency managers are concerned, and so is your road committee. What, if anything, we should do to prepare for extra traffic on our loop will be the topic of the next meeting. 

Next monthly meeting

TBD

Adjournment

6:30 pm

Meeting Minutes, April 9, 2017

April 7, 2017
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:00 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine
Members Absent: None

Financial Report

$4240.81 in Checking.

Old Business

We have some trees and salal growing over the edge of the roadway, as mentioned last month. As spring approaches, let's all chip in and trim them back. If your neighbor needs a hand, consider offering some assistance.

New Business

Per our standard agenda for April, we reviewed our Agent of Record Agreement. No changes.

Next Meeting

May, TBD

Adjournment

6:30 pm

Meeting Minutes, March 12, 2017

March 12, 2017
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:30 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine
Members Absent: None
Community Members Present: Avital Miller

Financial Report

$4240.81 in Checking.
We renewed our CD for 6 months.
We received a $100 check from SDIS (special district insurance policy) for a longevity credit.

Old Business

The beach access was improved with a new boardwalk and a set of stairs. The work was completed by Bill Heavenston, Rick Hill, and Alex Derr. We got a big hand from Q and his hedge trimmer. The neighbors contributed over $1500 for this project.

New Business

We walked the roads to perform a physical hazards review and roadway inspection. The are a couple of low spots in the pavement and a couple of cracked spots that could turn into potholes. They don't look that bad, and we don't have money to fix them, anyway.

There are some trees hanging over the road, and these will need to be trimmed back or they will catch on the trash trucks and other tall or wide vehicles.We encourage neighbors to trim the trees at the roadside edge of their properties.

Next Meeting

April, TBD

Adjournment

7:30 pm

Meeting Minutes, February 19, 2017

February 19, 2017
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:30 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine
Members Absent: None
Community Members Present: Jonathan Hoy

Financial Report

$4240.67 in Checking.
$5153.61 in one CD.
$3045.94 in the other CD.
We signed a check for the SDAO annual insurance premium of $774.00. We pay this to Fulhart Insurance in Waldport. $534 is for general liability. $240 is for the crime policy.

Old Business

We discussed improvements to the beach access from Sandy Drive. The neighborhood has gathered $1500 in contributions for this project.

New Business

Policy review: Public contracting law. We had a brief refresher on our policy, as we do every February.

We also discussed an idea to trim some roadside trees and other vegetation. Some neighbors have expressed an interest in pitching in to rent a chipper. We will investigate costs, see who would be interested, and estimate how much we could do in a day. 

Next Meeting

March 12, 2017, 6:30 pm

Adjournment

7:15 pm

Meeting Minutes, January 7, 2017

January 7, 2017
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:00 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine
Members Absent: None

Financial Report

$4240.67 in Checking.
$5153.61 in one CD.
$3045.94 in the other CD.
Flex loan payment submitted by wire transfer.

Old Business

We discussed improvements to the beach access from Sandy Drive, pending contributions from the community. 

New Business

Policy review: Ethics training. Rick provided fresh copies of our ethics policies for our handbooks.

Next Meeting

February 2017, TBD

Adjournment

7:00 pm