Meeting Minutes, December 17, 2024

 

 

 

Meeting Minutes, December 17, 2024
 
CALL TO ORDER
December 17, 2024 @ 6:05  PM
Location: Amanda’s Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
*November minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,332.11
* LGIF: $8,178.62

*Cash: $164.05

* Total Funds: $9,674.78

A check for SDAO for $140 was paid and mailed in November by Rick.

OLD BUSINESS

 

*Road Repair Plan 2024

As noted in November Minutes: We are still attempting to get an estimate for sealing the roadway in Silver Sands. We do not expect to hear from them during the holiday period. And will renew our efforts in 2025.

 

*Culvert at Highway 101 intersection

As noted in November Minutes: The surface over the culvert appears to be sinking. We are attempting to determine if the repair is ODOT or SSRD responsibility. We are seeking a previously completed of survey of the easements along Highway 101 in our area. If the culvert is in the ODOT easement, the responsibility for maintenance may remain with ODOT.

 

In November, Rick Hill again attempted to reach ODOT. He visited the ODOT maintenance facility. And although it was open and cars were in the parking lot, after a long search, he did not find anyone present. We will continue in this effort.

 

Amanda will attempt filing a request online.

 

NEW BUSINESS

 

* The owners of the property at 1511 Powe have received their new manufactured home. Delivery required the removal of a bridge railing on Powe. As per our request, the railing was removed and replaced satisfactorily.

 

*The latest amendment to SDAO by-laws was reviewed by the board.

 

NEXT MEETING:

*January 14, 2025 @ 6pm Amanda’s Cabin.

 

ADJOUNMENT:

*7:00pm

 

Meeting Minutes November 21, 2024

 

 

Meeting Minutes, November 21, 2024
 
CALL TO ORDER
November 21, 2024 @ 6:15  PM
Location: Amanda’s Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
*May and July Minutes also submitted and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,472.11
* LGIF: $8,158.96

*Cash: $164.05

* Total Funds: $9,795.12

 

*The SSRD yearly tax revenue check for $5,863.73 was received and deposited into our checking account at First Security. Subsequently, $5,000 was moved from checking to our LGIF fund to capture the higher interest in this account. This was approved by the SSRD Board.

 

*The SSRD taxable property base was assessed at $10,075,100 for Tax Year 2024-2025. A detailed report of the district levies was provided by Rick at the meeting. This is the basis for our upcoming year budget.

 

*Our dues for SDAO are due this month. A check to SDAO for $140 was prepared and signed by Rick and cosigned by Amanda. Rick will send.

OLD BUSINESS

 

*Road Repair Plan 2024

We are still attempting to get an estimate for sealing the roadway in Silver Sands. So far they have not responded. Road and Driveway were the company that did the original paving in 2008. Rick Hill has attempted to reach them.

 

We are attempting to get a sealing estimate for the entire SSRD roadway. We will attempt to reach them again, and will also search for other roadway paving companies.

 

*Culvert at Highway 101 intersection

As noted in previous minutes, the surface over the culvert appears to be sinking. We are attempting to determine if the repair is ODOT or SSRD responsibility. We are seeking a previously completed of survey of the easements along Highway 101 in our area. If the culvert is in the ODOT easement, the responsibility for maintenance may remain with ODOT.

 

NEW BUSINESS

 

* The owners of the property at 1511 Powe have removed the current dwelling and will be receiving a new manufactured home soon. The transportation company responsible for delivering the unit have indicated that the only possible route to bring in the unit is along Sarkisian, Sandy and east on Powe.

This will require the removal of the bridge railings on Sarkisian. They have asked permission to do this. We have informed them that the removal and the replacement of the railings is their responsibility.

 

Amanda will take photographs of the bridge railing before it is removed.

 

SDAO Insurance Rates

Rick noted that our yearly insurance rates will be going up.

 

NEXT MEETING:

*December 17, 2024 @ 6pm Amanda’s Cabin.

 

ADJOURNMENT:

*7:00pm

 

 

Meeting Minutes, October 29, 2024

 

 

Meeting Minutes, October 29, 2024
 
CALL TO ORDER
October 29, 2024 @ 6:15  PM
Location: Amanda’s Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* June 20, August 14, September 24 2024 Minutes approved.

May and July Minutes to be submitted at November meeting.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 684.04
* LGIF: $3,145.34

*Cash: $164.05

* Total Funds: $3,993.43

A check for $75.66 was prepared and signed for the Government Ethics Commission. It will be sent this month.

 

We will receive revenue check in November for slightly over $5.000.

OLD BUSINESS

 

Road Repair Plan 2024

We are attempting to get an estimate for sealing the roadway in Silver Sands. Road and Driveway were the company that did the original paving in 2008. Rick Hill has attempted to reach them. They have not responded for two weeks, to a message requesting a sealing estimate.

We will attempt to reach them again, and will also search for other roadway paving companies.

 

 

NEW BUSINESS

 

Sinking Culvert at Silver Sands Entrance

Jonathan did background research on the dip in the pavement at the entrance to Silver Sands, which appears to be increasing. ODOT performed a survey in 2013 or 2014 on the status of all the culverts along Highway 101 in our area. (Lincoln County?) This may indicate that ODOT is responsible for the culvert maintenance. The board will further investigate and attempt to locate this study.

 

 

NEXT MEETING:

*November 21 @ 6pm Amanda’s Cabin.

 

ADJOUNMENT:

*7:00pm

 

 

Meeting Minutes, September 24, 2024

 

 

Meeting Minutes, September 24, 2024
 
CALL TO ORDER
September 24, 2024 @ 6;00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: Alex Derr
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* August 14, 2024 Minutes approval deferred because not prepared yet

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 684.04
* LGIF: $3,131.74

*Cash: $164.05

* Total Funds: $3,979.83

 

We will receive revenue check in November for slightly over $5.000.

OLD BUSINESS

 

The ODOT inquiry on the passing lanes north and south of our intersection resulted in the elimination (TBD) of the one approaching from the north.

 

The south lane will remain. ODOT engineers explained that it is one of only a few in the local highway corridor with sufficient sight range. Studies have shown the importance of passing lane availability in the prevention of frustrated drivers and subsequent accidents.

 

A message describing the above will be placed in the newsletter, with a caution to continue to be vigilant for cars passing as they approach from the south.

 

NEW BUSINESS

 

Annual review of SSRD assets was performed (none) and will be reported.

 

The dip in the pavement at the entrance to Silver Sands appears to be increasing. The road was originally gravel when built in the early 1970s. It was paved in 2008. It is possible that the culvert under  the road in collapsing. We will approach ODOT to determine if ODOT or SSRD is responsible for repair. This will likely depend on the extent of the 101 roadside easement and if the culvert is in the easement.

 

NEXT MEETING:

*Oct 29 @ 6pm Amanda’s Cabin.

 

ADJOUNMENT:

*7:00pm

 

 

Meeting Minutes, August 14, 2024

 

Meeting Minutes, August 14, 2024
 
CALL TO ORDER
August, 2024 @ 6;00 PM
Location: Rick’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large:
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* May, 2024 Minutes approval deferred because not prepared yet

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 704.04
* LGIF: $3,117.74

*Cash: $164.05

* Total Funds: $3,985.83

 

Budget submitted to assessor and clerk offices (See receipts)

OLD BUSINESS

 

Road Repair Plan 2024

Aquaphalt 6.0 will be tested on two rough areas on Powe. A top sealant will also be used on another less damaged spot on Powe.

 

Work Party

We plan to organize a work party to cut back hedge along beach path, sweep the steps to the beach clear of sand, and to cut overhanging limbs along roadways.

 

NEW BUSINESS

 

Annual SSRD insurance revue was performed.

 

The dip in the pavement at the entrance to Silver Sands appears to be increasing. The road was originally gravel when built in the early 1970s. It was paved in 2008. It is possible that the culvert under  the road in collapsing. We will approach ODOT to determine if ODOT or SSRD is responsible for repair. This will likely depend on the extent of the 101 roadside easement and if the culvert is in the easement.

 

NEXT MEETING:

*September 24 @ 6pm Rick’s House.

 

ADJOUNMENT:

*7:00pm

 

 

 

Meeting Minutes June, 2024

 
 Meeting Minutes June, 2024
 


CALL TO ORDER


June 20, 2024@ 6;00 PM


Location: Alex's Picnic Table


Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member absent:


Neighbors present:



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.

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 22, 2024

 

 

Meeting Minutes, May 22, 2024
 
CALL TO ORDER
May 22, 2024 @ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy,
Member at large: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* The secretary was absent, so deferred approval

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 704.04
* LGIF: $3,077.15

*Cash: $164.05

* Total Funds: $3,945.24

 

OLD BUSINESS

 

Road Repair Plan 2024

Aquaphalt 6.0 and 4.0 are two materials to be tested on worn spots in the pavement on Powe. Rick will purchase and apply.

 

Work Party

A work party will be organized to perform various maintenance tasks that the neighborhood can perform without the aid of professionals. The tentative date for the work party is mid July. In addition to overhanging limbs on the roadway, the hedge along the beach path will be trimmed and the steps to the beach will be swept of sand. The trimming of limbs and greenery also entails where the green waste can be disposed.

 

NEW BUSINESS

Budget Process Review

The budget process review is underway. The budget for 2024-2025 will be presented at the public review meeting in June.

 

 

NEXT MEETING:

*June 20 @ 6pm Alex Picnic Table.

 

ADJOUNMENT:

*7:00pm

 

 

Meeting Minutes, April 11, 2024

 

 

Meeting Minutes, April 11, 2024
 
CALL TO ORDER
April 11, 2024 @ 5:39 PM
Location: Rick’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: Mary Hill
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* March 14, 2024 Minutes approved

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 704.04
* LGIF: $3,064.09

*Cash: $164.05

* Total Funds: $3,932.18

 

On a positive note, our LGIF fund  interest has risen from 1.4% in July 2023 to 5.2% now in April 2024.

 

Aquaphalt was purchased this month to continue road repair. Expenditure of $239.96 from checking.

OLD BUSINESS

     

*Road Repair Plan 2024

 

This month we will contact volunteers for workparty and attempt to set work date(s).

Rick to contact:

Mike Rogers

Dexter (?)

Nancy and Craig

 

Amanda to contact:

Dave Hammon

Mike Sebbins

Muriel & Vicki

 

Potential dates are last weekends in May or early June.

Best date for Jonathon is June 8. Amanda and Rick are open to other dates.

 

Done so far: See February & March minutes.

 

Continued repair plan from previous mintures:

- Trim edges.  Sandy remains to be cleared and the remainder of Powe and Sarkisian.

 

- Further Asphalt Repair on alligator patches on both Powe and Sarkisian. (Described in January minutes)

 

- Clearing/Cutting back vegetation along easements and overhanging limbs. Also along the beach boardwalk, around the bench and sweep stairs.

- Work Parties. We will plan neighborhood work parties for the tasks above.

 

- Future years, next two to four: Resurfacing road will be planned. It is noted that the Water department  will be continuing to replace old mains. We will coordinate with that work also.

 

NEW BUSINESS

 

*Budget for 2024-2025

Rick has completed a draft. Final will be presented at yearly public meeting in June at Alex’s picnic table.

 

*Insurance Rates

Rick noted that we are expecting and planning for increased insurance rates for SSRD. Increased rates affecting us are Property from 12% to 18%, and Liability from 8% to 15%.

 

NEXT MEETING:

*May 22 @ 6pm Alex’s  Picnic Table if weather permits.

 

ADJOUNMENT:

*6:30pm

 

 

Meeting Minutes March 14, 2024

 

 

Meeting Minutes, March 14, 2024
 
CALL TO ORDER
March 14 @ 5:30 PM
Location: Jonathon’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* February 29 2024 Minutes approved

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,204.04
* LGIF: $3,054.82

*Cash: $163.97

* Total Funds: $4,422.83

 

Government Ethics Fee $75.66 (Paid)

LGIP change made to 1st Security with transfer of $3000.

A check was cosigned by Rick and Amanda to cash for $500 to purchase more Aquaphalt for additional road repairs.

OLD BUSINESS

     

 *Road Repair Plan 2024

 

Done so far: See February minutes.

 

Rick used the Aquaphalt 6.0 on two small patches on Powe. This is a test to determine the ease of use, appearance and apparent durability of the product. The committee observed the patches during the Road Inspection walk. All agreed it is acceptable. Also for the larger alligator patches, we might use Aquaphalt 4.0 with finer grain. This will better penetrate the numerous pavement cracks in those areas.

 

Continued repair plan::

- Trim edges.  Sandy remains to be cleared and the remainder of Powe and Sarkisian.

 

- Further Asphalt Repair on alligator patches on both Powe and Sarkisian. (Described in January minutes)

 

- Clearing/Cutting back vegetation along easements and overhanging limbs. Also along the beach boardwalk, around the bench and sweep stairs.

- Work Parties. We will plan neighborhood work parties for the tasks above.

 

- Future years, next two to four: Resurfacing road will be planned. It is noted that the Water department  will be continuing to replace old mains. We will coordinate with that work also.

 

NEW BUSINESS

 

* We reviewed the Public Meeting Policy, the focus of training this year. Several objectives will be achieved to reduce our insurance premium by up to 8%.

 

*Annual Physical Hazard Review and Road Inspection:

We walked the neighborhood and observed the following.

 

- All the items previously discussed (above and in previous minutes) for road maintenance and repair, including easement upkeep were observed and noted.

 

- Additional observations were made of roots lifting pavement in places. If causing cracking, we will seal with Aquaphalt.

 

-Measured beach access easement to determine which vegetation the road district is responsible for. It is noted the the hedge along the boardwalk has grown up beyond the height allowed by the CC&R’s.

 

- In one large alligator patch on Powe, the cracks might be too large to repair with Aquaphalt. The committee will consider and decide best option for repair.

 

NEXT MEETING:

*April 11 @ Alex’s  Picnic Table if weather permits.

 

ADJOUNMENT:

*7:30