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