Meeting Minutes, September 21, 2020

 

Meeting Minutes, September 21, 2020

 

CALL TO ORDER

At Alex’s porch w/ social distancing @ 6:06pm

 

Members present: Rick Hill, Jonathan Hoy, Sue Valentine

Member absent: 
Neighbors present: Alex Derr (Member Emeritus)

 

APPROVAL OF PREVIOUS MONTH MINUTES

 

* August 2020 minutes approved.

financial balances

 

* Columbia Bank Checking (9/21/20): $187.19

* LGIF (9/20/20): $4,253.39

* Total Funds: $4,440.58

 

* Oregon Ethics Comittee check signed

 

OLD BUSINESS

* Speed signs:  Alex will install last sign on Sarkisian tomorrow morning.  Locator service is deemed unnecessary due to the shallow depth of the sign post and the assurance of Mr. Derr who is an engineer… of some type or another….

* Tour of Roadway: UPDATE: Work crew planning for overhanging limb removal.  No budget for chipper or disposal.  Question as to whether this can wait until Spring.  We may do a minimum amount of cutting of limbs that are of most concern. Rick will place in spot near his house until later.  Mid-October date TBD.

 

NEW BUSINESS

 

* Annual Review of Assets. We have no assets.

 

 
MEMBERSHIP 

 

* Nothing new

 

Next Meeting

* October, 2020:  TBD

ADJOURNMENT

 

* September 21, 2020 6:40pm

 

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

 

Meeting Minutes, August 17, 2020

 

Meeting Minutes, August 17, 2020

 

CALL TO ORDER

At Alex’s porch w/ social distancing @ 5:44pm

 

Members present: (Via E-mail Communication) Rick Hill, Jonathan Hoy

Member absent: Sue Valentine
Neighbors present: (Via E-mail Communication) Alex Derr (Member Emeritus)

 

APPROVAL OF PREVIOUS MONTH MINUTES

 

* July 2020 minutes approved.

financial balances

 

* Columbia Bank Checking (8/17/20): $207.19

* LGIF (8/16/20): $4,249.79

* Total Funds: $4,449.98

 

* Secretary of State’s check signed

 

OLD BUSINESS

* Speed signs:  The signs that Bill and Sue have put into place look great. One more Sarkisian sign needs to be refurbished and put into place. Alex volunteers to have this done. UPDATE:  Alex has been negligent in accomplishing this weighty task.  After extensive deliberation, the road committee has opted to pardon this egregious omission and allow him another 30 days.

* Tour of Roadway: UPDATE: Completed today.  Several overhanging limbs noted that need to be removed.

* Plan to add some additional cold mix asphalt to the patches on Sarkisian where they have slightly sunk. (Timing TBD)

 

NEW BUSINESS 

* Annual Insurance Review. SDIS Insurance.  Eerp.  We have had no claims (EVER) 

 
MEMBERSHIP  

* Nothing new

 

Next Meeting

* September, 2020:  TBD

ADJOURNMENT

 

* August 17, 2020 7:06:pm

 

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, July 13, 2020

 

Meeting Minutes, July 13, 2020

 

CALL TO ORDER

At Alex’s porch w/ social distancing @ 6:07pm

 

Members present: (Via E-mail Communication) Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: (Via E-mail Communication) Amanda Williams, Alex Derr

 

APPROVAL OF PREVIOUS MONTH MINUTES

 

* May & June 2020 minutes approved.

financial balances

 

* Columbia Bank Checking (6/30/20): $207.19

* LGIF (7/11/20): $4,245.43

* Total Funds: $4,452.62

 

* Budget delivered to the county assessor’s office and clerks office June 22nd.

* Secretary of State’s Office faxed Road Committee Information (in lieu of audit)

 

OLD BUSINESS

* Speed signs:  The signs that Bill and Sue have put into place look great. One more Sarkisian sign needs to be refurbished and put into place. Alex volunteers to have this done.

* Tour of Roadway:  Delayed.

* Rick spread more sealant on spider web cracked area on Powe.  Two cones were stolen before job was done.

 

* Plan to add some additional cold mix asphalt to the patches on Sarkisian where they have slightly sunk. (Timing TBD)

 

NEW BUSINESS

 

* Half year interest payment on loan sent in $393.75 

 

* Member-at-Large Report – SLUGS!!!  An armada at Amanda’s house.  Also a Great Blue Heron has been frequenting the wetlands behind Amanda’s house.  See Rick’s next Silver Sands Newsletter for details.

 

 
MEMBERSHIP 

 

* Amanda is designated Member-at-Large

 

Next Meeting

* August, 2020:  TBD

ADJOURNMENT

 

* July 13, 2020 6:52pm

 

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Annual Budget Meeting Minutes, June 20, 2020

Meeting Minutes, June 20, 2020 – Public Hearing on Budget

CALL TO ORDER

Public Meeting / Hearing held at Alex’s picnic table

* June 20, 2020, 4:18pm

Members present:  Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present:  Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* N/A

financial balances

* N/A

OLD BUSINESS

* N/A

NEW BUSINESS

* Budget Public Hearing for fiscal 2020-2021 Road Committee Budget:  Public Notice was posted for 30 days at the entrance of the neighborhood prior to this meeting.  See below.

* Proposed Budget: Sue moves to accept proposed budget, Jonathan seconds.  Proposed budget is approved unanimously by the budget committee

* Final Budget: Sue moves to approve the budget, Jonathan seconds.  The Fiscal 2020-2012 budget is approved unanimously

* Public commentary: Amanda Williams reports that it has been quiet in the hood and that the slugs ‘remain at bay.’  Amanda also reports that the coyotes and eagles have not been out much.  She assumes they are raising babies somewhere (or social distancing due to COVID?)

 
MEMBERSHIP 

* No updates

Next Meeting

* July TBD

* Hopefully, future meetings will be held in person (social distance rules applying). 

ADJOURNMENT

* June 20, 2020, 4:45pm

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Public Notice

A public hearing on the proposed budget for the Silver Sands Special Road District, Lincoln County, State of Oregon, for the fiscal year July 1, 2019 to June 30, 2020, will be held at 1624 N.W. Sarkisian Dr.

The hearing will take place on Saturday, June 22^nd at 1 pm.  The purpose of the hearing is to discuss the budget with interested persons.

A copy of the budget document appears below.

Proposed Budget 2019-2020

Resources

Carry Over                         $5,818

Interest Earned                     $125

New Revenue                      $4,981

Total Resources                $11,024

Requirements

Reserve                              $3,815

Loan Interest                        $959

Loan Principle                   $5,000

Insurance and Bonding     $1,050

           Misc. and Fees                       $200  

Total Requirements         $11,024

Rick Hill

Silver Sands Special Road District

Meeting Minutes, May 22, 2020

Meeting Minutes, May 22, 2020

CALL TO ORDER

Meeting held via E-mail due to ‘Stay-At-Home Order’ or State of Oregon and Lincoln County government officials.

Members present: (Via E-mail Communication) Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: (Via E-mail Communication) Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* April 2020 minutes approved via E-mail.

financial balances

* Columbia Bank Checking (4/30/20): $107.19

* LGIF (5/14/20): $4,235.57

* Total Funds: $4,342.76

* Check in the amount of $393.75 sent to USBank for our semi-annual interest payment on our road district pavement loan.

OLD BUSINESS

* Speed signs:  Marilyn Hoffman has agreed to re-do our neighborhood speed signs.  She has enlisted Bill Heavenston to assist. 

* Tour of Roadway:  Delayed.

* Development of an anti-harassment policy.  A draft policy has been prepared. 

* Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. (Timing TBD)

* Amanda Williams reports that dog poop continues to appear despite the dog poop bag dispensers and suggests another reminder in the next newsletter.

NEW BUSINESS

* Budget Process:  Our proposed budget for fiscal year 2020-2021 has been prepared and will be presented at the Annual Public Budget Hearing on June 20. 

* Anti-harassment policy has been sent to each of you.  Comments are welcome. copy was attached to Meeting announcement E-Mail.

 
MEMBERSHIP 

* No updates

Next Meeting

* June, 20, 2020:  The June meeting will be the Budget Hearing: 4 pm at Alex’s picnic table (weather permitting).

* Hopefully, future meetings will be held in person (social distance rules applying). 

ADJOURNMENT

* May 22, 2020 XX:XX

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, April 24, 2020

Meeting Minutes, April 24, 2020

CALL TO ORDER

Meeting held via E-mail due to ‘Stay-At-Home Order’ or State of Oregon and Lincoln County government officials.

Members present: (Via E-mail Communication) Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: (Via E-mail Communication) Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* February & March 2020 minutes approved via E-mail.

financial balances

* Columbia Bank Checking (3/31/20): $500.93

* LGIF (2/29/20): $4,229.47

* Total Funds: $4,730.40

* Check in the amount of $393.75 to USBank for our semi-annual interest payment in our road district pavement loan was signed by Rick and Jonathan and will be sent 4/24/20. 

OLD BUSINESS

* Bill Heavenston ordered & installed the poop bag dispensers on the corners of Powe and Sandy and Sarkisian and Sandy. They were purchased from the Neighborhood Improvement Fund, which is managed by Bill Heavenston.

* An article was included in the recent “Tidings” newsletter encouraging dog owners to use the bags for their dogs’ doo doo, unfortunately dog poop is still appearing regularly on the green strip in front of 4875 NW Sandy. Sue requests that Rick add to the next newsletter a reminder that there are now doggie bag dispensers. Someone is still not cleaning up.  An addition would be to ask the vacation rentals to make a note with their house rules.

* Tour of Roadway:  Delayed.

* Development of an anti-harassment policy.  A draft policy has been prepared. 

* Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. (Timing TBD)

NEW BUSINESS

* Calendar future meeting:  Future meetings will be held via email until gathering restrictions due to Covid-19 virus have been lifted.

* Speed signs:  The six speed and caution signs in the neighborhood are in dis-repair.  Marilyn Hoffman has accepted the challenge to make new signs.  She will be asking for help from Bill Heavenston and Sue Valentine, who developed the original signs. 

 
MEMBERSHIP 

* No updates

Next Meeting

* May, Date TBD, 2020 (via E-Mail most likely)

ADJOURNMENT

* April 24, 2020 XX:XX

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, March 26, 2020

Meeting Minutes, March 26, 2020

CALL TO ORDER

Meeting held via E-mail due to ‘Stay-At-Home Order’ or State of Oregon and Lincoln County government officials.

Members present: (Via E-mail Communication) Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: (Via E-mail Communication) Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* February 2020 minutes approval To be reviewed in conjunction with these March meeting minutes in April

financial balances

* Columbia Bank Checking (2/29/20): $1,477.92

* LGIF (2/29/20): $4,222.08

* Total Funds: $5,700.00

* 2019  1099 From Washington Federal CD received for  $19.30 interest

* Check for insurance payment in amount of  $977 sent to SDIS
* The SDIS Insurance longevity credit request form was signed and faxed in to SDAO.  This requests a $100 rebate for 

   each of the next two years as long as the district stays with SDIS for its insurance.

OLD BUSINESS

* Doggie bags:  Amanda will be coordinating this project with Bill Heavenston.  Bill has the check book for our 

   neighborhood Improvement projects.  

* Tour of Roadway:  Delayed.

* Missing mail:  No action by district. This issue id between individual neighbors and the US Postal Service.

* Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. (Timing TBD)

NEW BUSINESS

* SDAO Best Practices 2020:   SDAO has sent out this years criterial for the 10% insurance discount for districts who 

   qualify for “Best Practices.”  The theme for this year is “Harassment Policy”  We will be developing a policy and 

   participating in online “harassment” training.

* Calendar future meeting:  Future meetings will be held via email until gathering restrictions due to Covid-19 virus have

   been lifted.

 
MEMBERSHIP 

* No updates

Next Meeting

* April 26, 2020 via E-Mail

ADJOURNMENT

* March 26, 2020 XX:XX

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, February 26, 2020

Meeting Minutes, February 26th, 2020

CALL TO ORDER

 6:05 pm   

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: Amanda Williams, Almut Hoy

APPROVAL OF PREVIOUS MONTH MINUTES

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

Financial Balances:

* Columbia Bank Checking: $477.91 as of December 31st.
* LGIF: $5,212.91 as of February 26. 2020

* Total Funds: $5,690.82

* 2019  1099 From Washington Federal CD received for  $19.30 interest

* Check written and signed to SDIS for insurance payment of $977
* U.S. Bank Insurance Confirmation letter for 2020 sent to U.S. Bank on December 8^th, 2019

* An additional $75 from neighbors sent to Rick for the road repair projects bringing the total to $1,045.

OLD BUSINESS

1) Rick walked the neighborhood to assess the road and determined that the condition remains similar to the end of last year with the exception of the repairs we performed last year.  The patches of cold mix asphalt have settled and sunk a little. 

NEW BUSINESS
1) Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. 

2) Sue suggests reviewing the extent of vegetation and overhanging limbs for visibility purposes.

3) Review of Public Contracting Policy.

MEMBERSHIP 

No updates

Next Meeting

March 26, 2020 at Sue’s house

ADJOURNMENT

6:35pm

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY NO COMMENTS: