No Meeting Dec 2023

 No meeting was held in December 2023

Meeting Minutes Nov 16, 2023

 

 

Meeting Minutes, Nov 16, 2023
 
CALL TO ORDER
November 16 @ 5:30 PM
Location: Jonathon’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent:
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* October Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 6,248.13
* LGIF: $52.70
* Total Funds: $6,300.83

OLD BUSINESS

    

* Patton Property. No new changes. We are continuing development activities.

 

 *Road Repair Plan 2024. As noted in last month’s notes, the road has been sinking just to the east of the bridge on Sarkisian. Rick has obtained a contractor estimate for road repair. The contractor estimate was high, and it is determined that we can accomplish the work ourselves.

 

 

As noted previously, this will include:

1) Cutting the surface of the damaged roadway, removing it and hauling away.

2) Adding gravel, smoothing and tamping it down

3) Laying paving stones

The contractor estimate was $6500 from Ground FX 

 

Rick has contacted several local outlets for pavers designed to withstand vehicular traffic. Barrel Head Builders carries the stones at the best price.

 

There is also a spot on the road on Powe near the bridge needing repair. We can repair this ourselves using cold mix asphalt.

 

*Easement maintenance. A workday, or workdays, will be planned in the spring for this task. Amanda and Rick will send message to the neighborhood with optional dates and times to solicit work party volunteers.

 

NEW BUSINESS

 

*New construction. A large new home is under construction on the West end of Powe.

 

NEXT MEETING:

*Jan 23 @ Rick’s House

 

ADJOUNMENT:

*6:30pm

 

 

Meeting Minutes Oct 26, 2023

 

Meeting Minutes, Oct 26, 2023
 
CALL TO ORDER
October 26, 2023@ 5:30 PM
Location: Amanda's House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: Greg Coar
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* September Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 631.58
* LGIF: $52.48
* Total Funds: $684.06

OLD BUSINESS

* SDIS Best Practices. Rick has completed the first pass of the SDIS Best Practices form. SSRD will qualify for at least a 6% discount on our insurance premium. Rick is looking into online training options to qualify SSRD for an additional 2% discount. 

   

The topic this year is Disaster Preparedness. Rick has begun to prepare a Crisis Policy for SSRD.

 

* Patton Property. We are continuing to monitor development activities on this large property on the south border of Silver Sands. In the past several years development attempts occurred which would significantly impact our development and the wetlands environment a negative way. (eg. use of our roads for enter/egress, illegal filling of wetland ponds). SSRD has employed legal means to stop these activities.

 

Jonathon has documented/photographed road building, culvert development and clearing activity on the Patton site. He has also determined through the Lincoln County Planning Department that no development permits have been issued for the property. We will continue to monitor the property and activities there. We will also continue to check on permitting or lack of it at the Planning Department.

 

NEW BUSINESS

 

*Road Repair Plan. As noted in last month’s notes, the road has been sinking just to the east of the bridge on Sarkisian. Rick has obtained a contractor estimate for road repair.

 

This would include:

1) Cutting the surface of the damaged roadway, removing it and hauling away.

2) Adding gravel, smoothing and tamping it down

3) Laying paving stones

The estimate was $6500 from Ground FX 

 

The board has determined that we can rent equipment and buy materials to complete the work ourselves with an SSRD work “party”. This will save a significant amount of money which will be applied to road repair projects that we cannot perform. The most critical such repair is the surface resealing of or now 15 year old roads. Rick is developing a three-year plan for this work.

 

*Easement maintenance. As noted last month, shrubs and trees in several easements should be trimmed , and the edges of the blacktop should be scraped clear of impinging vegetation which is causing cracking. A workday, or workdays, will be planned in the spring for this task.

 

MEMBER AT LARGE REPORT

 

*Greg Coar commented on the wonderful job of the SSRD Board. He noted that no other road district in Oregon is as well organized and operated. He offered kudos to current, former and future members, in particular the Board President, Rick Hill.

 

NEXT MEETING:

*Nov 16 @ Jonathon’s house

 

ADJOUNMENT:

*6:30pm

 

Meeting Minutes Sep. 14, 2023

 

Meeting Minutes, September 14, 2023
 
CALL TO ORDER
September 14, 2023@ 5:30 PM
Location: Alex’ Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* August Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 631.58
* LGIF: $52.28
* Total Funds: $683.86

OLD BUSINESS
* SDIS Best Practices Prog. See last month’s minutes. Rick continuing to review.

* Patton Property. Development has been observed. We need to know what is planned. In the past the owner has deemed access to our roads for egress and ingress.

We will monitor development & permits. How large/many homesites planned, wetland issues, and ODOT issues will be watched. Jonathon took for action.

 

NEW BUSINESS

*Road Repair Plan.

- Immediate problem is that the road has been sinking just to the east of the bridge on Sarkisian. Rick looking into the cost. He has an appointment with a local contractor for a repair estimate.

- Long term, Rick will begin development of a road repair/maintenance three-year plan. We aim to maintain the road incrementally, to stay within our yearly budget. A technique to repair current “crazing” spots on the road was discussed and will be looked in to. The plan would aim to repair and seal one of the three roads in the development each of the next three years.

- Easement maintenance. Shrubs and trees in several easements should be trimmed , and the edges of the blacktop should be scraped clear of impinging vegetation which is causing cracking. A workday, or workdays, will be planned for the future.

 

MEMBER AT LARGE:

*None present

 

NEXT MEETING:

*Oct 26 @ Amanda’s house

 

ADJOUNMENT:

*6:30pm

Meeting Minutes, August 24, 2023
 
CALL TO ORDER
August 24, 2023@ 5:30 PM
Location: Rick's house
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* July Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 651.58
* LGIF: $52.08
* Total Funds: $703.66

OLD BUSINESS
* SDIS Best Practices Program. This program assists special districts to implement best practices to mitigate high exposure risk. A road district can receive up to a 10% credit on 2024 general liability, auto liability, and property insurance contributions. There are five opportunities to earn 2% towards the total discount.

These opportunities include the following:

1. Affiliate Organization Membership | Credit: 2%

2% credit for being a member of any of several affiliated organizations: DNA

2. Emergency Preparedness Plan | Credit: 2%

2% credit, your district must have an adopted plan in place in regards to emergency preparedness.

We intend to do this. Rick is reviewing.

3. Emergency Plan Checklist | Credit: 2%

2% credit for completion of the self-evaluation checklist in the Best Practices Survey.

We intend to do this. Rick is reviewing.

4. SDAO/SDIS Vector solutions Training | Credit: 2%

At least one (1) representative of the district must complete the online training.

We do not intend to do this. DNA

5. Emergency Management Plan Training | Credit: 2%

At least one (1) representative of the district must review the business preparedness three-step plan on the Oregon Department of Emergency Management website. Each of the following steps must be reviewed: before disaster strikes, when disaster occurs and after the disaster. 

You can access this plan online at:
https://www.oregon.gov/oem/hazardsprep/Pages/Business-Preparedness.aspx

Rick is reviewing. We may do this.

 

NEW BUSINESS

*Insurance Review. The Board reviewed our insurance coverage during the meeting and agreed to continue current coverage.

*Safety Grant. ADOA sent an announcement of Safety Grants.The board discussed the possibility of applying for a Safety Grant. After discussion, it was tabled. Grants must be matched by the district and it was decided that the neighborhood would not be willing to match funds.

*Paid Leave. SDAO announced the requirements for paid leave. This DNA to Silver Sands as we do not have paid employees.

*Secretary of State Office. The board has noticed an increase in administrative requirements from this office. Nothing has affected our workload yet. However, we noted to keep in mind that this may change in future.

Road Repair. The road has been sinking just to the east of the bridge on Sarkisian. Ultimately it will need repair. Rick has begun to look into the cost.

 

MEMBER AT LARGE:

*None present

 

NEXT MEETING:

*September 14 @ Alex’s Picnic Table. (At Jonathan’s in case of rain.

 

ADJOUNMENT:

*6:30pm

 MEETING MINUTES JULY 25 , 2023
 


 CALL TO ORDER


July 25, 2023@ 5:30 PM


Location: Alex’s Picnic Table


Members present: Rick Hill, Jonathan Hoy, Amanda Williams


Member absent: None


Neighbors present: Jennifer Williams
 


APPROVAL OF PREVIOUS MONTH MINUTES


* May and June Minutes approved. 



FINANCIAL BALANCES


* First Security Bank Checking : $ 631.58


* LGIF: $51.90


* Total Funds: $683.48



* Note that a previous $81.26 for an unneeded book of printed checks was charged to our account, and  the book of checks were returned to the bank. The charges have now been reversed,



OLD BUSINESS


*Easement issue at south end of Sandy Dr. There are no new developments. The board is aware of the situation, but has no jurisdiction in it.


* Annual physical hazard review. Rick and Jonathon walked the neighborhood and noted areas needing landscaping, tree trimming and pavement repairs. 


* An easement issue at the south end of Sandy Dr. was discussed. The board will accept any decision on the issue made by the Lincoln County Planning Dept.


*Concern of Sarkisian resident of standing water along the easement of a lot that was cleared several months ago. The was not a culvert put in to allow proper drainage along the road.. Rick wrote to the owner of the lot, who lives out of town, explaining the drainage issue and that a culvert will be required. The neighbor stated in a return email that the problem will be corrected.



NEW BUSINESS


*We have new neighbors on Powe Dr. Alvin and Sharon Dextor.


* The Oregon Sec Of State Office re: in lieu of audit. This has been addressed. The required forms and budget accounting has been submitted online. However it was suggested that we also send by manually filled out PDF form.


*Inquiry from SDAO membership services. This concerns the Best Practices Program. Because we are so small, the program does not benefit us. Observing the required actions costs more than it save our road district, with the exception of the Emergency Preparedness Safety Evaluation, which we will observe.


*Workers Comp Option. This does not apply to us, as we have no employees.


*Inquiry from Oregon Treasury. We have submitted the required information, and it has been received and acknowledged by the Oregon Treasurer.
 


MEMBER-AT-LARGE REPORT


* Jennifer Williams reports that there are several new neighbor dogs in Silver Sands. There has been a little excess barking as they all learn each others’ signal barks. This excess barking has now subsided, including Jennifer’s.
 


NEXT MEETING
* August 24, 2023 at Rick’s House.
 


ADJOURNMENT
* @ 6:30 PM





Meeting Minutes June 19, 2023

 Meeting Minutes June 19, 2023
 
CALL TO ORDER
June 19, 2023@ 6;00 PM
Location: Alex's Picnic Table
Members present: Rick Hill, Amanda Williams
Member absent: Jonathan Hoy
Neighbors present: Mary Hill, Greg Coar

PUBLIC HEARING

A Public Hearing was held in lieu of a regular business meeting. The purpose of the hearing was to *present, discuss and vote to approve the proposed budget for the Silver Sands Road District (SSRD) with interested persons from the Silver Sands Road District. 

The budget was presented by SSRD President Rick Hill. It was discussed by all parties present. After the discussion and agreement by all present, the present board members voted to approve the budget for the coming fiscal year. Jonathon Hoy sent notification of his approval.

The standard items on our regular monthly agenda will be reviewed and discussed at the next monthly meeting in July. Date is TBD.
 
 
ADJOURNMENT
* The meeting was adjourned @ 7:15 PM

Meeting Minutes May 10, 2023

 Meeting Minutes, May 10, 2023
 
CALL TO ORDER
May 10, 2023@ 5:40 PM
Location: Amanda's Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* April Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 651.58
* LGIF: $51.56
* Total Funds: $703.14

* Note that a previous $81.26 for an unneeded book of printed checks was credited to our account, and  the book of checks were returned to the bank.

OLD BUSINESS
* Annual physical hazard review. Rick and Jonathon walked the neighborhood and noted areas needing landscaping, tree trimming and pavement repairs.

* An easement issue at the south end of Sandy Dr. was discussed. The board will accept any decision on the issue made by the Lincoln County Planning Dept.

NEW BUSINESS
* The Oregon Sec Of State has requested an information update from Silver Sands. Rick will address the issues, which include
    1-The SSRD official address must be physical not a PO Box as it is now    
    2- Additional name is needed
    3-Our cash balance appears to be incorrect to the state

* A resident in the Silver Sands neighborhood has indicated that there is standing water on a lot that has recently been graded in preparation for building. Since the standing water is in the road easement, the SSRD will take up the matter to notify the owner of the lot. A culvert is required where the driveway access into the lot is blocking the drainage along the road.

* Alex Derr received an email from the US Census Bureau concerning SSRD. Amanda will follow up to determine the reason for the contact.

 
MEMBER-AT-LARGE REPORT
* None
 
NEXT MEETING
* Annual Road budget public meeting June 19. 6 pm at Alex's picnic table. We'll go into his garage if it rains.
 
ADJOURNMENT
* @ 7:15 PM

Meeting Minutes April 12, 2023

 Meeting Minutes, April 12, 2023
 
CALL TO ORDER
April 12, 2023@ 5:45 PM
Location: Rick's House
Members present: Rick Hill, Jonathan Hoy
Member absent: Amanda Williams (by previous arrangement)
Neighbors present:None
 
APPROVAL OF PREVIOUS MONTH MINUTES

* Mar Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 570.32
* LGIF: $51.40
* Total Funds: $621.72

OLD BUSINESS
* Possible change of duties being contemplated.
* Annual physical hazard review. Rick and Jonathon walked the neighborhood and noted areas needing landscaping, tree trimming and pavement repairs.

NEW BUSINESS
* Annual Agent of Record review. Rick remains the listed "agent of record".
* Easement on South End of Sandy was discussed. There is a dispute among neighbors over the width on the south end of Sandy. The neighbors argued and a call to the police ensued. The county has become involved in finding clarification and solution. The Board voted 2-0 "not to object" to changes the county survey or planning department might make to ease the issue. It may result in a narrower width of the roadway in that area. It was agreed that the Board would not object to such a solution.
 
MEMBER-AT-LARGE REPORT
* None
 
NEXT MEETING
* Set at a later date to be @ 5:30pm May 10, 2023 – Amanda's Cabin
 
ADJOURNMENT
* @ 7:15 PM

Meeting Minutes, Mar 9, 2023

 Meeting Minutes, Mar 9, 2023
 
CALL TO ORDER
Mar 9, 2023@ 5:50 PM
Location: Jonathan's House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent:
Neighbors present: Mary Hill
 
APPROVAL OF PREVIOUS MONTH MINUTES
* * Feb Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 351.54
* LGIF: $51.24
* Total Funds: $402.78

OTHER FINANCIALBUSINESS
* Longevity credit checks received: $300 ($150 SDIS Feb 2022 and 2023)
* Note that our local bank has changed from Columbia Bank to 1st Security Bank. All accounts successfully transferred. However, checks printed incorrectly. They have been returned for corrected checks.

OLD BUSINESS
* Possible change of duties being contemplated.
 
NEW BUSINESS
* SDAO Grant Program. Reviewed and decision that it is currently of no benefit to SS Road District.
* SDAO Risk Management Regional Training Series. Noted, no one will be attending.
* Annual physical hazard review will be delayed until weather improves.
 
MEMBER-AT-LARGE REPORT
* A cat was hit at the intersection of 101. Member at large wrapped the cat and provided a dignified burial and notified owner. It was also reported that the owner has recently lost two cats.
 
MEMBERSHIP
* *Nothing new
 
NEXT MEETING
* @ 5:30pm April 12, 23 – Rick's House
 
ADJOURNMENT
* @ 6:02 PM

Meeting MInutes February 22, 2023

 Meeting Minutes, Feb. 22, 2023
 
CALL TO ORDER
Feb 22, 2023@ 5:50 PM
Location: Amanda’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: 
Neighbors present:
 
APPROVAL OF PREVIOUS MONTH MINUTES
* * January Minutes approved

FINANCIAL BALANCES
* Columbia Bank Checking : $ 1,478.54
* LGIF: $50.28
* Total Funds: $1,528.82

OTHER FINANCIALBUSINESS
* US Bank balloon payment: $5,000
* SDIS Insurance payment due end of month: $1,127
* Note that our local bank has changed from Columbia Bank to 1st Security Bank. All accounts successfully transferred.

OLD BUSINESS
* Jonathan is still contemplating possible elevation to office of President.
 
NEW BUSINESS
* Rick Hill was reappointed by Lincoln County Board of Commissioners

* Annual review of public contracting laws took place during the meeting..

* Rick Hill has begun the budget for Fiscal year 2023-2024. The budget will be presented publicly at the June meeting.
 
 
MEMBER-AT-LARGE REPORT
* Nothing new
 
MEMBERSHIP
* *Nothing new
 
NEXT MEETING
* @ 5:30pm March 9, 23 – Jonathan’s House
 
ADJOURNMENT
* Feb 22 @ 6:08 PM

Meeting Minutes, November 29, 2022

 

 Meeting Minutes, November 29, 2022

 

CALL TO ORDER

November 29, 2022 @ 6:37:23 PM

Location: Amanda’s House 

Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member absent: 
Neighbors present:

 

APPROVAL OF PREVIOUS MONTH MINUTES

* October Minutes approved

FINANCIAL BALANCES

* Columbia Bank Checking (11/08/22): $5,463.66

* LGIF (11/18/22): $1,240.77

* Total Funds: $6,704.43

 

OLD BUSINESS

* Best Practices Topic: Board Duties and Responsibilities

* Work crew to trim and do minor road maintenance.  Timing to be determined

 

 

NEW BUSINESS

* State of Oregon Government Ethics Commission annual fee = $43.91

* Next month last payment on loan: $5272 will end our obligation to U.S. Bank

* Neighborhood website no longer exists with the exception of the blog where the monthly minutes are stored.

* Amanda makes motion to dislodge Jonathan as Secretary and be installed as the new Secretary effective January 2023.  Jonathan reluctantly allows the power of the Secretary to be pried from his grasp.  (He seconds the motion).  Motion passes unanimously following nail-bitingly contentious debate.

 

MEMBER-AT-LARGE REPORT 

* Nothing new

 

MEMBERSHIP 

* Nothing new

 

NEXT MEETING

* December 14^th @ 5:30pm 2022 – Hoy’s House

 

ADJOURNMENT

* November 29, 2022 @ 7:23 PM

 

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, January 10, 2023

 

CALL TO ORDER 

 January 10, 2023 @ 6:14PM

 

Location: Rick’s House 

Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member absent:   

Neighbors present: Mary Hill

 

APPROVAL OF PREVIOUS MONTH MINUTES

* December Minutes approved

 

FINANCIAL BALANCES

* Columbia Bank Checking (December 31, 2023): $278.54

* LGIF (10/03/22): $1,246.71

* Total Funds: $1,525.25

 

*US Bank balloon payment made in Jan 2023

 

OLD BUSINESS

* Change of Duties 

*Amanda now Madam Secretary (All Stand)

*Jonathan given til April 1 to decide whether to be president 

 

 

NEW BUSINESS

*Total from above $1,525.25 is available funding until Nov 2023

* Annual Review of Board members training & written acknowledgment of policies complete

 

 

MEMBER-AT-LARGE REPORT 

* Mary replaced Christmas decorations with her January Weather decorations

 

MEMBERSHIP 

* Nothing new

 

NEXT MEETING

* November 29th @ 6:30pm 2023– Amanda’s House

 

ADJOURNMENT

* January 10, 2023 at 7:30 PM

 

Posted by Silver Sands Road District Secretary