Meeting Minutes, 6/29/2012

Silver Sands Special Road District

Meeting Minutes

June 29, 2012

Driveway of 1624 NW Sarkisian Dr

Call to Order
1:00 pm

Members Present: Rick Hill, Bill Heavenston, Alex Derr

Members Absent: none

Others Present: none

Budget Meeting

We proposed, approved and adopted the annual taxation rate of $0.60 per $1000 of assessed value. 

Relevant documents presented at the meeting are copied below. 

Adjournment

Adjourn at 2:00 pm.

Meeting minutes, 4/7/2012

Silver Sands Special Road District

Meeting Minutes

April 7, 2010

Waldport Subway restaurant

Call to Order
8:00 am

Members Present: Rick Hill, Bill Heavenston, Alex Derr

Members Absent: none

Others Present: none

Financial Report

• Bank account balance: $2153.59
• CD value: $5055.75

Old business

Review of storm damage and culvert replacement plan: 33 petitions have been signed, and we are proceeding to submit them to Lincoln County for verification.

New business

A contract has been received from Oregon Emergency Management office. We reviewed it and agreed that it is the way to proceed. If repairs are effected, this contract will allow funds to flow from FEMA to offset the cost of the repairs. If no repairs are made, the contract dissolves. 

We arranged to meet at 1 pm on site with representatives of Lincoln County Road District engineering department and Oregon Department of Fish and Wildlife.  

Calendar for future meetings

Next meeting tentatively scheduled for 8:00 am, May 4, 2012, at the Waldport Subway.

Adjournment

Adjourn at 9:00 am.

Emergency meeting: Road washout

Silver Sands Special Road District

Meeting Notes

January 20, 2012

Following record rains the past few days, a culvert failed under Sarkisian Dr. and the road has washed out. The road committee members have been managing the situation as detailed below. Your input is important to us. Feel free to comment.

• Immediately following the cave-in, we placed barricades on either side of the washout.
• Seal Rock fire department was contacted. They responded and made note of the need to re-route around Powe St. in case of emergency.
• Seal Rock Water District contacted. They inspected the water main and declared it fit and not in any immediate danger. 
• Pioneer Telephone Coop contacted. They inspected the phone cable, made suggestions, and offered solutions to facilitate a road repair. 
• Several contractors contacted and met for consultation: Gary Trion of Tri-Ag, Mark Weiderholt, Road and Driveway Co., Ernie ___ who delivers gravel and used to be the ODOT manager. 
• Insurance company contacted. Our insurance will not cover this.
• Lincoln Co. Emergency Management contacted. FEMA funding for disaster relief will be announced, perhaps next week. Some funding may be available for projects like this, if funds remain after the higher priorities are dealt with. 
• Tax increase considered. Not the best way to deal with this sort of situation. A tax increase would require voter approval. It would be a long process, involving a vote on a November ballot, a tax increase the following year, and then finally a small check. We would have to get a loan to pay for the repair.
• Bond funding. We might be able to pass a bond measure for this specific repair.  We would also have to get a loan to pay for the repair.
• Pass-the-hat funding. Might work. 
• We dug out as much vegetation and gravel as we could to improve the flow and prevent the continued erosion of the roadway. 

We met later to discuss solutions to this problem. Initial estimates to dump some gravel and make it drive-able ranged from $1400 to $2500. The contractors want to wait for the water to recede before estimating a better solution, such as:

• Remove the steel culvert and replace it with a plastic pipe. The plastic pipe would be more durable, and the smooth interior surface would be less likely to get plugged up. 
• Clean out the culvert with a water jet.
• Sleeve the existing culvert with a smaller plastic pipe.
• Other solution that may become apparent when they can see through the pipes.

This is somewhat academic, because our total funding to deal with this problem is $0.00. So for now, the road is closed, and will remain that way. 

Photos and additional details are available on the Silver Sands Neighborhood Blog and Forum.

Meeting Minutes, 11/11/11

Silver Sands Special Road District

Meeting Minutes

November 11, 2011

Waldport Subway restaurant

Call to Order
8:30 am

Members Present: Rick Hill, Bill Heavenston, Alex Derr

Members Absent: none

Others Present: none

Financial Report

• Bank account balance: $121.07
• CD value: $5055.75
• Paving loan bill received: $988.75, due 12/26/11
• Tax revenue projection: $3898.12

Monthly review items

None scheduled for November

Discussion items
1. SDAO Property/Casualty Insurance. SDAO sent a notice about an options for reducing the cost of this insurance. Rick will investigate.
2. Lincoln County Special District Information Sharing Meeting. Bill and Alex attended this meeting on 10/29. We discussed the information gathered and reviewed the handouts.

Calendar for future meetings

Next meeting tentatively scheduled for 8:30 am, December 9, 2011, at the Waldport Subway.

Adjournment

Adjourn at 9:30 am.

Meeting Minutes, October 9, 2011

Silver Sands Special Road District

Meeting Minutes

October 9, 2011

6:00 pm

Call to Order

Members Present: Rick Hill, Alex Derr

Members Absent: Bill Heavenston

Others Present: none

Financial Report

Bank account balance: $121.07

Monthly review items
None scheduled for October

Old Business

Second guardrail project has been completed.

New Business

- Returned contact info to SDAO, as instructed.
- Discussed attendance to 6th Annual Lincoln County Special District Information Sharing Meeting on 10/29/2011. Bill and Alex plan to attend.

Calendar for future meetings

Next meeting tentatively scheduled for 8 am, November 11, 2011, at the Salty Dog Cafe.

Adjournment

Adjourn at 7:00 pm.

Meeting Minutes, September 9, 2011

Silver Sands Special Road District

Meeting Minutes

September 9, 2011

6:00 pm

The Picnic Table, Seal Rock, OR

Call to Order

Members Present: Bill Heavenston, Rick Hill, Alex Derr

Members Absent: none

Others Present: none

Financial Report

- Bank account balance: $121.07

- CD value: $5055.77

- Flexlease statement received (paving loan): account in good standing

Review of District's Assets

We review our assets annually. Assets include such things as vehicles and tools. Silver Sands Special Road District has no assets.

Old Business

Road edge and asphalt clearing completed this past month. We borrowed a leaf blower for the task.

Panels for the guardrail on Powe St. are complete. We discussed next steps toward completion.

New Business

There is one area of asphalt that is cracking and and may warrant repair before winter. 

Calendar for future meetings

Next meeting tentatively scheduled for 8 am, October 7, 2011, at the Salty Dog Cafe.

Adjournment

Adjourn at 7:00 pm.

Public Notice: Approved Budget for SSRD

Public Notice

A public hearing on the approved budget for Silver Sands Special Road District, Lincoln County, State of Oregon, for the fiscal year July 1,2011 to June 30, 2012, will be held at 1624 NW Sarkisian Dr.

The hearing will take place on June 24, at 1 pm.

The purpose of the hearing is to discuss the budget with interested persons.

A copy of the budget document appears below.

Approved Budget 2011-2012

Resources

Carry Over $ 5195

Interest Earned $ 105

New Revenue $ 3680

Total Resources $ 8980

Requirements

Reserve $ 6122

Loan Interest $ 1908

Insurance and Bonding $ 800

Communications $ 25

Office Supplies $ 25

Misc. $ 100

Total Requirements $ 8980

Rick Hill

Silver Sands Special Road District