Meeting Minutes, November 25th, 2019

CALL TO ORDER

 5:36 pm    November 25, 2019

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* Motion by Rick to approve September & October minutes, Seconded by Sue
* Motion passes unanimously

Financial Balances:

* Columbia Bank Checking: $1,400.27 as of October 31st.
* LGIF: $5,183.10 as of November 19.
+ Received from Lincoln County our tax revenue check in the amount of $4,996.06.  Deposited November 20.
* $43.91 to Oregon Ethics commission on October 25th
* SDAO dues of $135 paid on October 27th
* Bill from U.S. Bank:  $5,565 received.  Will be mailed November 26th.
* Five deposits amounting to $920 have been made to checking.  This amount has been received from the
   neighborhood as of November 25th for road repairs.
* Sarkisian bridge staining and pothole repair amounted to $514.57.  This leaves $405.43
* Total Funds: $6583.37

OLD BUSINESS

1) Maintenance of Road: 

* Patch of cracks east of culvert on Powe Drive on the north side was completed

* Two potholes or depressions east of the Sarkisian bridge were repaired using cold mix asphalt.  Neighbor Craig 
   Bodenhausen and Q helped Rick and Jonathan complete repairs.  Neighbor Amanda Williams provided water
   and power

2) Discussion of process to install drainage tile in front of Kate Alexander's house.  Plan to wait until after Kate's
     house sells and approach new owners with proposition.  

* Clayton Love bought house.  Rick talked to him about our plan.  Clayton worked on improving the existing 
    drainage that was put in by Jerry Smith some years ago.  We now plan to wait and see how the new drainage
    works before doing anything else

     * Get underground utility location done

     * Dig trench to stream

     * install tile & backfill with gravel removed from trench

4) Pressure washing and staining of bridge on Sarkisian completed.

NEW BUSINESS

1) Rick shared the SDAO report and the academy that is offered to the membership as well as other 
     documentation of dubious value to the road district.

2) Jonathan reported on the SDAO Conference on Wednesday, October 23rd in Newport.  This will
     result in a 2% reduction in insurance cost next year.
3) Plan to walk the neighborhood in October to assess the clearance and potential need to 
     trim tree branches by the road.  This has been postponed until Spring due to the short days and now being in 
     the rainy season.

MEMBERSHIP 

No updates

Next Meeting

No meeting in December of 2019 due to board members being away for the holidays.

Time and location: TBD

ADJOURNMENT

6:43:57pm

Meeting Minutes, October 29, 2019

Meeting Minutes

Silver Sands Special Road District

October 29, 2019

Meeting was called to order at 6:10 pm

Members present :  Rick Hill and Sue Valentine

Members absent:  Jonathan Hoy

Approval of September minutes:

 Item postponed until Jonathan presents minutes for review

Financial Report

Checking acct balance as of 9/30/19:  $695.25

Balance in LGIP as of 10/29/19: $5,172.34

Total Funds:  $5,867.59

Old business

               Quotes for road repairs:

Rick reported getting costs for materials and tool rental needed for road repairs., including pothole repair, bridge staining and drainage pipe for Powe.  Also Rick reported that over $700 has been donated so far by residents for road repairs.

Mail Box issue:  Rick obtained a catalog for locking mail box systems from the Waldport post office.  Discussion concluded that they are too costly.

New Business:

               Pay Ethics Commission ($43) and SDAO dues ($135):   Sue co-signed checks written by Rick. 

               Tour of roads in district:  Postponed due to cold weather.

Calendar Future Meeting:  No action taken

Adjournment 6:50 pm

Meeting Minutes, September 29th, 2019

Meeting Minutes September 29th, 2019

CALL TO ORDER

 3:10 pm    September 29, 2019

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: 

Approval of Previous Month Minutes

* Motion by Rick to approve August minutes, Seconded by Sue
* Motion passes unanimously

Financial Balances:

* Columbia Bank Checking: $695.24  as of August 31st, 2019
* LGIF: $5,161.46  as of September 24th, 2019
* Total Funds: $5856.70

OLD BUSINESS

1) Maintenance of Road: Newsletter sent with request for volunteer funding of road repair
     by the road committee. Sent out 9/25 to all neighbors.

2) Discussion of process for repair.

3) Discussion of process to install drainage tile in front of Kate Alexander's house.  

     * Get underground utility location done

     * Dig trench to stream

     * install tile & backfill with gravel removed from trench
     * Plan to wait until after Kate's house sells and approach new owners with proposition.

4) No set date to pressure wash and stain bridge on Sarkisian at this time.  Need to schedule
     for pressure washing. 

NEW BUSINESS

1) Annual review of assets.  We have none.

2) Jonathan to attend SDAO Conference on Wednesday, October 23rd in Newport.  This will
     result in a 2% reduction in insurance cost next year.
3) Neighbor requested that the Road Committee investigate interest in obtaining a set of 
     locking mailboxes to replace our current ones.  Discussion around the feasibility of doing
     this. This type of mailbox has not historically been supported in our area. 
     (Note:  Mailboxes are outside the responsibility of the Road Committee)
4) Plan to walk the neighborhood in October to assess the clearance and potential need to 
     trim tree branches by the road.  

MEMBERSHIP 

No updates

Next Meeting

Sunday, October, 27th, 2019

Time and location:  5pm at Sue Valentines house

ADJOURNMENT

4:00pm

Meeting Minutes, August 11th, 2019

CALL TO ORDER

 5:15 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: 

FINANCIAL REPORT

Financial Balances:

* Columbia Bank Checking: $715.23 (July 31st)
* LGIF: $5149.92
* Total Funds: $5,865.15

OLD BUSINESS

1) Maintenance of Road: First attempt to get an estimate fell through when estimator failed to show.  (Road & Driveway) Alternatives under consideration: 

    * Adam Glascow 

    * Rodney Jensen  541-961-8372

2) Discussion of process for repair.

3) Discussion of process to install drainage tile in front of Kate Alexander's house.  

     * Get underground utility location done

     * Dig trench to stream

     * install tile & backfill with gravel removed from trench

3) Report in Lieu of Audit completed by Rick & check sent for $20

NEW BUSINESS

1) Brought Sue up to date eon last month's meeting details.

2) Approval of July Minutes:  Approved without dissent

3) Discuss materials need to pressure wash and stain bridge on Sarkisian 
4) Sue suggests an article in the newsletter to address neighbors trimming trees that interfere with drivers view of the road.
5) Review SDIS Insurance Policy

MEMBERSHIP 

No updates

Next Meeting

Sunday, September, 29th, 2019  @ 5pm

Time and location:  TBD

ADJOURNMENT

6:09 pm

Meeting Minutes, July 24, 2019

CALL TO ORDER

 5:35 pm

Members present: Rick Hill, Jonathan Hoy

Member absent: Sue Valentine
Neighbors present: Alex Derr

FINANCIAL REPORT

Financial Balances:

* Columbia Bank Checking: $715.22
* LGIF: $5,137.92
* Total Funds: $

OLD BUSINESS

1) Maintenance of Road: First attempt to get an estimate fell through when estimator failed to show.  (Road & Driveway)

2) Best Practices; Rick completed SDAO Public RecordsLaw class on June 11th, 2019

3) New Public Records Policy generated for Road Committee.  

NEW BUSINESS

1) Approval of May Minutes:  Approved without dissent

2) Public Hearing for proposed budget was held June 22nd at 1:00pm  at 1624 NW Sarkisian Drive.  No neighbors attended

3) Budget submitted to County Clerk and County Assessor June 25th.

4) Pavement Loan Interest check went out May 29th for $525

5) Check to Secretary of State for $20 for Report in Lieu of Audit

6) Discussion of potential need for Records Retention Policy.  (Alex Derr)

7) Need to make a plan to pressure wash and stain bridge on Sarkisian 


MEMBERSHIP 

No updates

Next Meeting

August, 11th, 2019  @ 5pm

Time and location:  TBD

ADJOURNMENT

6:40 pm

Meeting Minutes, May 5, 2019

CALL TO ORDER

6:19 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: 

FINANCIAL REPORT

Financial Balances:

* Columbia Bank Checking: $1,240.17
* LGIF: 5,114.38
* Total Funds: $6,354.55

OLD BUSINESS

* Follow-up discussion held about the road maintenance plans with Sue's involvement.  

- Maintenance of Road: Discussion about current road conditions and possible ways to mitigate deterioration in low-lying areas including; professional repair services, attempting to squeegee tar into cracking areas, cutting and patching with cold mix asphalt, and improving drainage of low-lying areas.

- Road Committee to obtain repair quotes from local road repair firm(s) before considering any action.

NEW BUSINESS


1) Approval of April Minutes:  Approved without dissent

2) Review 'proposed budget' approved last month.  No changes.

3) Public Hearing for proposed budget set for June 22nd at 1:00pm  at 1624 NW Sarkisian Drive.
     * Public Notice to be posted in neighborhood on May 6th, 2019

MEMBERSHIP 

No updates

Next Meeting

June, 22nd, 2019  @ 1pm

Time and location:  Alex's picnic table - 1624 N.W. Sarkisian Drive  (Public Hearing)

ADJOURNMENT

6:50 pm

Meeting Minutes, April 22, 2019

CALL TO ORDER

6:20 pm

Members present: Rick Hill, Jonathan Hoy

Member absent: Sue Valentine
Neighbors present: 

FINANCIAL REPORT

Financial Balances:

* Columbia Bank Checking: $1,240.17
* LGIF: 5,102.85
* Total Funds: $6,343.02

OLD BUSINESS

* Maintenance of Road: Discussion about current road conditions and possible ways to mitigate deterioration in low-lying areas including; professional repair services, attempting to squeegee tar into cracking areas, cutting and patching with cold mix asphalt, and improving drainage of low-lying areas.

* Road Committee to obtain repair quotes from local road repair firm(s) before considering any action.

NEW BUSINESS

1) Review 'Agent of Record Agreement'
2) Review of annual budget proposal (Fiscal Year July 1, 2019 through June 30, 2020)
     * Total Resources & Requirements = $11,026
     * Proposed budget approved by budget committee unanimously.
3) Public Hearing for proposed budget set for June 22nd at 1:00pm  at 1624 NW Sarkisian Drive.
     * Public Notice to be posted in neighborhood

MEMBERSHIP 

No updates

Next Meeting

May, 5th 2019

Time and location TBD

ADJOURNMENT

7:00 pm

Meeting Minutes, March 23, 2019

CALL TO ORDER

5:26 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent:
Neighbors present: 

FINANCIAL REPORT

Financial Transaction this past month:

1) Transferred CD Funds ($5349.65) through checking to LGIF (Oregon Short-term Investment Fund) 

2) Check to SDIS Insurance for $990

3) Loyalty Rebate check from SDIS for $100

OLD BUSINESS

No updates

NEW BUSINESS

Annual Road Inspection conducted this evening:

Powe:

* 2 depressions on Powe at lower elevations are cracking, one relatively severely.  
* Moss growing in shady areas of road

Sarkisian:
* 1 depression on Sarkisian is cracking.
* 2 depressions near 'bridge' on Sarkisian without cracking
* Tree root upheaval evident on Sarkisian near the intersection with Sandy.  

* Moss growing in shady areas of road

Committee Recommendations:
1) Cracking depressions:  Rick has attempted to seal these with tar in the past, however more extensive repairs may be needed soon to prevent further degradation.  One option for the worst depression (on Powe) may be to try to cut and patch with cold-mix asphalt.   A second option would be to contract an asphalt repair company to make repairs to the three cracking depressions on Powe and Sarkisian.  If this option is decided upon, then quotes would need to be obtained and a request for funds from the neighborhood requested in order to cover the cost of the repairs. These options require further discussion.  Improvement in drainage of the road in these areas is needed regardless of any road repairs in order to stop future degradation.

2) 2 depressions near 'bridge' on Sarkisian:  These depressions are NOT cracking and seem to be draining adequately. They are perhaps annoying, but also seem to serve as a pair of unintentional speed bumps.   No repair advised at this time.

3) Tree upheaval: These may be from trees that were cut on the south side of the road.  If so, no further upheaval is expected.  We will monitor these areas for change.

4) Moss: Possibly treat with powdered zinc-oxide to prevent further growth.

MEMBERSHIP 

No updates

Next Meeting

April, Date TBD, 2019

Time and location TBD

ADJOURNMENT

6:00 pm

Meeting Minutes February 26, 2019

CALL TO ORDER

5:05 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent:
Neighbors present: 

FINANCIAL REPORT

Current Checking Balance: $1,880.14 (Corrected balance 3/24/19)

Current CD Balance: $5,330.35

1) Opened LGIP (Oregon Short-term Investment Fund) with a $100 initial deposit following January's meeting.

2) Current CD Matures on March 18th at which time funds will be transferred to new LGIP account

    (Oregon Short-term Investment Fund)

3) Check written to Special District Insurance Services (SDIS) for $990 to cover 2019 Insurance requirements.

OLD BUSINESS

1)  Membership Changes: Letter from Lincoln County Board of Commissioners (Order #2-19-56) dated 

     13, February 2019 making the following membership appointments & re-appointments:

     * Jonathan Hoy appointed to Silver Sands Special Road District - Expires 12/31/2022
     * Sue Valentine Re-appointed to Silver Sands Special Road District - Expires 12/31/2021
     * Rick Hill Reappointed to Silver Sands Special Road Distric - Expires 12/31/2020

NEW BUSINESS

1) Annual Review of Public Contracting Laws - Signature by committee members Rick,
    Sue, and Jonathan

MEMBERSHIP 

1) See item under "Old Business"

Next Meeting

March, Date TBD, 2019

Time and location TBD

ADJOURNMENT

5:20 pm

Meeting Minutes, January 13, 2019

CALL TO ORDER

5:48 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy (Acting Secretary)

Member absent:
Neighbors present: Mary Hill

FINANCIAL REPORT

Current Checking Balance: $1,880.43

Current CD Balance: $5,330.35

1) Memo to U.S. Bank showing compliance with section 7.3 (Insurance) of the financing 

     agreement.  12/8/18

OLD BUSINESS

1) Repair of Sarkisian Dr. depressions: We are monitoring these. They don't seem to be 
     getting worse, the pavement is intact. 

2) Speeding on roadways:  No new issues reported.  

3) Staining of 'bridge' / Culvert Railings on Sarkisian and Powe:  It is tentatively 

     planned to pressure wash and stain the woodwork over the Sarkisian culvert in the 

     summer of 2019.

NEW BUSINESS

1) Board vote on moving CD funds into LGIP (Oregon Short-term Investment Fund) 

    * Rick makes motion, Sue seconds.

    * Discussion: No minimum amount.  Fractional fee for moving money.  Open account

       with small amount before moving entire amount from current CD 

       (CD Matures March 18, 2019).

    * Vote on motion:  2 in favor / one absent.   Motion Passes.

2) Letter from Secretary of State Audit Division.  Municipal audit law requirements due 

     without an invoice by end of fiscal year (June 30^th) 

3) Policy manual acknowledgement annual signature by committee members Rick & Sue

4) Annual Review of Board Member Training - Signature by committee members Rick & Sue

MEMBERSHIP 

1) No membership changes. Still awaiting word from Lincoln County on Jonathan's application.  

    Rick contacted Casey Miller of Lincoln County earlier in the week to prompt some action on this.

Next Meeting

February, Date TBD, 2019

Time and location TBD

ADJOURNMENT

6:25 pm