Meeting Minutes Oct 22, 2025

 

 

Meeting Minutes Oct 22, 2025

 

CALL TO ORDER
Oct 22, 2025@ 6:00 PM
Location: Jonathan’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Members at large:, Alvin Dexter

APPROVAL OF PREVIOUS MONTH MINUTES
*September minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,030.11

* LGIF: $460.54

*Cash: $134.05

* Total Funds: $1,624.70

 

Note: Last month SSRD made a payment in September of $7,000 to Gettis, Inc. for completed road repairs on Powe. The remaining balance will be paid after SSRD receives our next assessment after first of the year.

 

OLD BUSINESS

 

*Culvert at Silver Sands entrance determination.

-We have not located the culvert exit at the North end. We are determining methods to locate culvert North end and to assess drainage through the culvert.

- Both Road and Driveway and Gettis Inc. submitted bids of $4,000 to repair the sinkage over the culvert. 

- Per September meeting: The board concurred to determine the actual extent of the damage, assess the amount of money left for repairs, and decide what action to take. This is still underway.

 

 

NEW BUSINESS

*Alvin Dexter has submitted forms to the county to be approved as new board member. He is waiting for the response.

.

 

NEXT MEETING:

*November 20, 2025 @ 6pm Rick’s House.

 

ADJOUNMENT: 7:00 pm

Meeting Minutes, Sep 24, 2025

 

 

 

Meeting Minutes, Sep 24, 2025

 

CALL TO ORDER
Sep 24, 2025@ 6:00 PM
Location: Alex House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Members at large: Alex Derr , Alvin Dexter

APPROVAL OF PREVIOUS MONTH MINUTES
*August minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 8,030.11

* LGIF: $458.81

*Cash: $134.05

* Total Funds: $8,622.97

 

SSRD made a payment in September of $7,000 to Gettis, Inc. for completed road repairs on Powe. The remaining balance will be paid after SSRD receives our next assessment after first of the year.

 

OLD BUSINESS

 

*Culvert at Silver Sands entrance determination.

-We have not located the culvert exit at the North end. Several possible methods to find the it were discussed. Alvin suggested ground penetrating radar. Amanda suggested cameras used by plumbers for underground septic and sewer inspection.

- Both Road and Driveway and Gettis Inc. submitted bids of $4,000 to repair the sinkage over the culvert. 

- The board concurred that we should try to determine the actual extent of the damage, assess the amount of money left for repairs, and then decide what action to take.

 

*Raising Permanent Assessment Rate for SSRD

-Jonathon researched the possibility of raising the amount of funding SSRD receives. This is in anticipation of necessary road repairs going into the future. It would require raising a bond issue in the local election. The board tabled the idea for now.

 

NEW BUSINESS

*Annual Review of District Assets

Required yearly by SSRD Insurance Policy. SSRD has no assets, and this is noted for the record.

 

NEXT MEETING:

*Oct 22, 2025 @ 6pm Jonathan’s House.

 

ADJOUNMENT: 7:00 pm

Meeting Minutes Aug 12, 2025

 

Meeting Minutes, Aug 12, 2025

 

CALL TO ORDER
Aug 12, 2025@ 6:15 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: None

APPROVAL OF PREVIOUS MONTH MINUTES
*July minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,435.98

*Cash: $134.05

* Total Funds: $8,640.14

 

Sec of State payment made for “in lieu of audit”   $40.00

 

OLD BUSINESS

*Discussed quotes from Road and Driveway and Gettis, Inc.

-The Gettis proposed use of a road fabric over the cracked areas of the pavement (alligatoring), and then a layer of pavement. They would allow us to pay for it over three months.

 -Road and Driveway proposed to remove the existing pavement and repave the road. They do not offer a time payment option.

-See further details of estimates in July 15, 2025 minutes.

-Observe road fabric repair. Rick went to the Siletz Key Development, who hired Gettis to repave using the road fabric. The project was completed over 8 years ago, and appeared to be holding up well.

-The board has decided to hire Gettis to do the first phase of the needed roadwork, to repair 100 feet of cracked pavement on Powe.

 

*Culvert at Silver Sands entrance determination.

-We still have not located the entrance at the North end. We will proceed with repairs when we can determine the extent of the damage to the culvert.

-See further details of culvert issue in July 15, 2025 minutes.

- Rick has located a site with a similar issue over the culvert in Yachats. We will contact the owner of the property to obtain information about their site.

-We will also obtain an unofficial assessment from a civil engineer who does this type of work.

 

NEW BUSINESS

*The required annual insurance review of Silver Sands development has been completed and submitted.

 

NEXT MEETING:

*Sep 24, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:15 pm

Meeting Minutes July 15, 2025

 

Meeting Minutes, July 15, 2025

 

CALL TO ORDER
July 15, 2025@ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: None

APPROVAL OF PREVIOUS MONTH MINUTES
*June minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,403.15

*Cash: $134.05

* Total Funds: $8,607.31

 

OLD BUSINESS

*Culvert Determination. We have not located the entrance at the North end. Jonathan dug more but hasn’t found it. It appears that water is flowing into the area, but we do not know if it is coming through the culvert.

*Quotes from Road and Driveway and Gettis, Inc. The board revisited the recent estimate for all repairs from Gettis for $16,000. We are inclined to accept the Gettis bid because they will accept payments over time. We still have questions about how they would repair the culvert. Rick will follow up. We are considering starting the repairs for those on Powe and delaying the culvert and Sarkisian. 

*Raise Road assessment Rate? Jonathon obtained information from the Tax Assessor on this subject. It must be done via a bond issue and put on the local ballot. Resident, registered voters who are property owners in Silver Sands are eligible to vote on the bond issue. The board decided to table this idea until we can determine if there is interest among the Silver Sand community in passing a bond.

 

NEW BUSINESS

*Budget presented to county. Rick submitted the budget and has the receipts from the county.

*Sec of State in lieu of audit report. We will submit the required $40 to the Sec of State, rather than undergo a state audit. Rick will fill out online paperwork. We are eligible for this option because we are a very small road district.

 

NEXT MEETING:

*August 12, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes, June 17, 2025

 

Meeting Minutes, June 17, 2025

 

CALL TO ORDER
June 17, 2025@ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: None (Note: the meeting was advertised publicly, and all Silver Sands neighbors invited)

APPROVAL OF PREVIOUS MONTH MINUTES
*May minutes read and approved.

 

FINANCIAL BALANCES
The June meeting is the Annual Budget Hearing for the Silver Sands Road District.

Financial balances will be reported at the July meeting.

 

OLD BUSINESS

*Rick completed and submitted the SDAO report for the current year.

*Rick also reported that the bid for roadwork from Gettis Paving Inc. was received. It is comparable to the bid from Road and Driveway Inc., previously received.

Unlike, Road and Driveway, Gettis will agree to a three year payment plan. We will discuss the bids at the next meeting.

 

NEW BUSINESS

*This was the Silver Sands Special Road District Annual Budget Hearing.

The budget was  proposed and discussed by the board.

After the discussion, the budget was approved.

 

 

NEXT MEETING:

*July 15, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes, May15, 2025

 

Meeting Minutes, May15, 2025

 

CALL TO ORDER
May15, 2025@ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: Kim Dowe 

APPROVAL OF PREVIOUS MONTH MINUTES
*April minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,338.92

*Cash: $134.05

* Total Funds: $8,543.08

OLD BUSINESS

*ODOT re: Culvert at Highway 101 intersection

Continuing to investigate reason for sinking. Work party has still not found the north exit of the culvert.

*Quotes for roadway resurfacing and culvert.

·      We are obtaining a second estimate for this work. Gettis Paving Inc. has suggested a new approach to both the resurfacing of the worst alligator cracking stretch on Powe and also for the culvert repair.

·      They have suggested that paving fabric could be laid over the existing cracked pavement surface on Powe, and then an additional three inches of paving material laid on top. This would be on the 100 foot length of fractured surface on Powe described in the April meeting minutes.

·      To repair the dip in the pavement at the culvert at the Highway 101 intersection, Gettis suggests the approach taken at the intersection on Wenger across the street from Silver Sands. They would simply add a large plastic culvert over the top of the existing one, which is deeply buried. The water would be diverted easily into the new pipeline.

·      We are awaiting their estimate for the repairs.

*New Members. Still seeking new members for the board.

* Board Member terms: Silver Sands incorporation dates provides that our members can be appointed. This is a grandfathered provision.

 

NEW BUSINESS

*Budget: The board reviewed our budget process.

 

AT LARGE MEMBER REPORT: Kim Dowe had short discussions with numerous neighbors, seeking to find out their satisfaction with the SSRD Board. All reported to be happy with the Board’s efforts and work. They could not imagine a better, more exceptional group of people to be running SSRD.

 

NEXT MEETING:

*June 17, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes, April 23, 2025

 

 

Meeting Minutes, April 23, 2025

 

CALL TO ORDER
April 23, 2025 @ 6:00 PM
Location: Rick’s  House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams 

APPROVAL OF PREVIOUS MONTH MINUTES
*March minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,307.51

*Cash: $134.05

* Total Funds: $8,511.67

OLD BUSINESS

*ODOT re: Culvert at Highway 101 intersection

Continuing to investigate reason for sinking where SSRD entryway meets 101. At this time, we can see the South end of the culvert. Water is flowing into it.

The North end of the culvert is not visible. It is covered by vegetation and perhaps soil. We haven’t been able to find it.

 

Our next step is to use a camera to view the interior of the culvert pipe to ascertain possible damage. We will borrow a camera and extend it into the culvert using PVC pipe.

We have determined the culvert to be 80 feet long, both from the width of the road and also from diagrams Jonathan has found online (See last meeting). If using the camera does not work, our next step will be to use dye to observe the water flow through the culvert..

 

*New Members. We are continuing to seek new board members. Ben Edom is interested in joining the board. He was unable to attend our last meeting.

 

*Road Repair Plan 2025

Rick received an estimate from Road and Driveway for road resurfacing,  We are required to obtain a second quote. Rick will reach out to GETTIS Paving, Inc. for a second quote.

 

*Annual Roadway Inspection. After the meeting, the board walked the SSRD roadway.

 

NEW BUSINESS

 

*Name or Review Agent of Record. Rick is the SSRD Board Agent of Record.

 

*Yearly Best Practices Subject for our insurance. Review was performed at meeting. We will be able to save 2% credit toward our insurance premium for the year.

 

*2025 Lincoln County Multi-Jurisdictional Natural Hazard Mitigation Plan. The plan was reviewed and because our organization is so small, the items in the plan do not apply to SSRD.

 

NEXT MEETING:

*May 15, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes March 11 2025

 

 

Meeting Minutes, March 11, 2025
 
CALL TO ORDER
January 14, 2025 @ 6:00 PM
Location: Jonathon’s  House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: Ben Edom
 
APPROVAL OF PREVIOUS MONTH MINUTES
*January minutes read and approved. Note: Did not meet in February.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,274.94

*Cash: $134.05

* Total Funds: $8,479.10

$20 due Secretary of State for fee increase (Paid)

$1,242.00 due to SDIS for insurance (Paid)

OLD BUSINESS

 

*ODOT re: Culvert at Highway 101 intersection

Continuing to investigate reason for sinking where SSRD entryway meets 101. Jonathon has “dug around” both sides of our entry and found difficult to see culvert. We need further investigation. Also see previous minutes for additional discussion of this issue.

Culvert orientation information published online by Bureau of Land Management was presented by Jonathon.

 

* Bridge Railing Restored. The owners of the property at 1511 Powe (The Odem Family) 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.

 

*New Members. We are continuing to seek new board members. Ben Edom is interested in joining the board.

 

*Road Repair Plan 2025

Rick received an estimate from Road and Driveway for road resurfacing, filling the dip at the entrance to SSRD, repairing the potholes on Powe, and patching the alligator-ed area on Powe from Ben Edom’s drive East to the fireplug. The total estimate is $10,545.00.

Because we are a government entity, we will require a second estimate. We are also considering the means to pay for the surfacing, which include the options of a second loan or payments to the contractor over an extended period of time.

 

NEW BUSINESS

 

* Review of Public Contracting Law – Performed at meeting.

*Annual physical hazard and road inspection delayed until we have good weather.

*Anticipating changes to the board, Rick contacted the Lincoln county board. It was discovered that the records of all three of the current members cannot be located. This will require further investigation.

 

MEMBER AT LARGE REPORT: Ben reports that his family all love the neighborhood, and we love having them!

 

NEXT MEETING:

*March 11, 2025 @ 6pm Rick’s House.

 

ADJOUNMENT:

*7:00pm