Meeting Minutes, March 11, 2016

Meeting Minutes
March 11, 2016
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: none

Financial Report

 $6901.90 in Checking.

Old Business

- Public contracting law. We review this every March. The takeaway: We need three bids before letting a contract in excess of $5000. 

- SDAO best practices 2016. This is a program that allows us a reduction in our insurance premiums for meeting certain requirements. This year, Rick has taken actions to achieve discounts including 1) Online courses from the Oregon Ethics Commission (worth a 2% discount on insurance), 2) Attending SDAO conference (2%), 3) Online SDAO training (2%). A final 2% discount could be achieved by joining another special district, but the cost of joining one would exceed the value of the discount. 

New Business

- Budget Approval for 2016-17. We approved this and it will be presented at a public hearing at 6 pm on May 21, 2016, at the picnic table at 1624 NW Sarkisian Dr. A public notice will be posted 30 days prior to the meeting. 

- Physical hazards review and inspection. No urgent issues have come to our attention, and we postponed an inspection until next month. 

Next Meeting

April 8, 2016

Adjournment

7:30 pm

Meeting Minutes, February 12, 2016

Meeting Minutes
February 12, 2016
1624 NW Sarkisian Dr., Seal Rock

Call to Order

6:00 pm

Members Present: Rick Hill, Alex Derr

Members Absent: Sue Valentine

Financial Report

 $7686.78 in Checking.

$5067.45 and $3013.81 in CDs.

Old Business

None

New Business

Rick attended the Special Districts Association of Oregon (SDAO) statewide conference in Sunriver in January. He attended sessions including one on the use of drones by special districts in Oregon to monitor reservoirs, fire districts, and agricultural areas.

Rick also met a lender at the SDAO meeting, and inquired about financing for future projects at the Silver Sands Special Road District. The lender was enthusiastic about lending to a small district like ours, and noted that when initiating a loan for a new project, we could roll in the balance of our existing loan. 

Our loan officer from Flex Loan, the company that initiated our current loan, now works for SDAO's internal loan program. Rick learned that the SDAO loan program would be another option for us to finance future projects.

Note that Rick's attendance of the conference will result in a 2% reduction in our insurance next year. 

In other new business, SDAO Best Practices this year includes an emphasis on ethics laws. Members of the board may take an online course and exam to make the District eligible for an additional 2% reduction in insurance cost. 

Next Meeting

March 13, 2016

Adjourn

7:00 pm

Meeting Minutes, December 5, 2015

Meeting Minutes
December 5, 2015
4938 Sandy Dr., Seal Rock

Call to Order

5:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: None

Financial Report

 $8675.19 in Checking.

$5045.92 and $3013.81 in CDs.

Flex Loan (pavement) due, check signed: $988.75.

Old Business

None

New Business

Pay insurance and SDAO dues

We are waiting for bill.

Review board members training

Done.

Written acknowledgements of policies on file.

Done. 

Next Meeting

January 16, 2016

Adjourn

6:00 pm

Meeting Minutes, November 28, 2015

Meeting Minutes
November 28, 2015
4938 Sandy Dr., Seal Rock

Call to Order

5:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: None

Financial Report

 $8675.19 in Checking, including this year's funding of $4200.92 from tax assessments. Thank you, neighbors.

$5045.92 and $3013.81 in CDs.

Old Business
SDAO Best Practices

We received confirmation that our insurance premium reduction will be 6%, based on the training and best practices we have implemented. See last month's minutes for details.

ODOT issue, intersection with Hwy 101

After reviewing before and after photos of the highway paving and striping, we determined that the differences were insignificant. Rick called ODOT; they are not interested in changing anything at our intersection. Please be vigilant when entering or exiting the highway. 

New Business

Review annual Safety Plan

We had no accidents or injuries last year. Our Safety Plan continues to serve us well.

Discussion of maintenance issues

To prevent its destruction, a "SLOW" sign was removed from the vicinity of the lot recently cleared on Sarkisian. We have it and will install it in a save and visible location. 

Next Meeting

December 5, 2015

Adjourn

6:00 pm

Meeting Minutes, October 4, 2015

Meeting Minutes
October 4, 2015
4938 Sandy Dr., Seal Rock

Call to Order

6:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Financial Report

 $4630.80 in Checking. $7000 CD

Old Business
SDAO Best Practices

We discussed ways to lower our insurance premium. They are:

1. Join another Small District. The cost of doing this exceeds any savings we might be entitled to.

2. Take online training in emergency and disaster preparedness. Rick has done this. 

3. Demonstrate best practices for public meetings and records. We have done this. 

4. Go to a conference. Expensive, unlikely. 

5. Have an external assessment of our practices. Impractical to arrange, expensive.

With what we have done, we are entitled to a 6% savings (of a maximum 10%). 

ODOT Issue - passing lanes at Sarkisian intersection

We determined that the passing lanes were painted in approximately the same place as before the repaving. It's still hazardous, but no worse than before the repaving, so nothing for the SS SRD to do about it. 

New Business

SDAO dues paid, $125.00.

Next Meeting

TBD

Adjourn

7:00 pm

Meeting Minutes, May 30, 2015

Meeting Minutes
May 30, 2015
1624 NW Sarkisian Dr., Seal Rock

Call to Order
6:00 pm

Members Present: Rick Hill, Alex Derr

Member Absent: Sue Valentine

Financial Report

Checking account balance: $5549.22

Two CDs were purchased this past month: $5000 and $3000. 

Paving interest payment paid today, $918.75

Old Business
None

New Business

We received membership to SDAO. We had to purchase the membership this year, due to a rule change. However, SDAO offset the membership cost by a reduction in the insurance premium, making it a wash. 

Two new homes are being planned, one on Sarkisian, one on the corner of Sandy and Powe.

We reviewed and approved the budget to be presented at the annual meeting.

Next Meeting

Annual meeting will be 6/13/15 at the picnic table at 1624 NW Sarkisian. 

Next monthly meeting is TBD

Adjourn

7:00 pm

Meeting Minutes, September 13, 2015

Meeting Minutes
September 13, 20154938 Sandy Dr., Seal Rock

Call to Order

6:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Financial Report

31 July: $4630.72 in Checking. $7000 CD

Old Business
To satisfy the SDAO Best Practices Project, which earns us a discount on insurance, we need a written policy about complying with Oregon public meeting laws. We signed it off tonight. 

New Business

September's action item is to perform an annual review of District assets. 

We have no assets.

We discussed recent near misses and close calls at the intersection of Sarkisian and Hwy 101. At least one resident has had a fender bender at this intersection. Since passing is allowed on 101 at Sarkisian, northbound traffic may be in the sounthbound lane and vice versa. Passing cars, especially, will be travelling very fast. Vegetation surrounding the entrance to Sarkisian makes it hard for drivers exiting the highway to see pedestrians walking on Sarkisian, for example in the vicinity of the mailboxes. We decided this is an issue for concerned neighbors to take up with ODOT. It's a good issue for the neighborhood newsletter. It is not the jurisdiction of the road district. 

Next Meeting

TBD

Adjourn

7:00 pm