Meeting Minutes, July 14, 2018

July 14, 2018
1624 NW Sarkisian Dr.

Call to Order

6:00 pm
Members Present: Rick Hill, Sue Valentine, Alex Derr

Financial Report

We made the semi-annual paving loan payment, $565.25.
Checking balance: $2843.90.

Old Business

Road Inspection

We had put this off for better weather, and this month we walked the loop and inspected the road. Some people are doing a better job than others in keeping the pavement clear of organic litter that breaks down and promotes weeds growing through the asphalt. However, we didn't see any major problems with weeds.  There are a few spots where the pavement is cracking and Rick will put some tar on these. The nascent potholes near the Sarkisian bridge are little more than inverted speed bumps at this point, and the remedies we've researched could make them a lot worse. We're letting them go for now. There are some root issues on the Powe hill, but the nearest trees are outside the right-of-way, so we don't have a good solution here. 

New Business

Insurance site access

Rick has read the online material and taken tests for a few of the courses. His efforts give us a reduction in our insurance premiums. 

Next Monthly Meeting

TBD

Adjournment

7:00 pm

Meeting Minutes, April 14, 2018

April 14, 2018
4398 NW Sandy Dr.

CALL TO ORDER

5:00 pm
Members Present: Rick Hill, Alex Derr
Member absent: Sue Valentine

FINANCIAL REPORT

We cashed in our matured CD and transferred the entire amount, $3062.02, to our checking account. After paying the $989.00 insurance bill, the ending balance in checking is $3499.98.
The other CD is $5153.00. It matures in 2019.

OLD BUSINESS
Insurance payment
Just after paying the bill, Rick received another offer for a low insurance rate. He called to follow up and got the same story that other agents have said: "SDIS has the lowest rates, and we can't beat them." 

NEW BUSINESS
Review of physical hazards and road inspection
Postponed until May meeting. There are no obvious problems, and it's still raining. 

PUBLIC RECORDS REQUEST

We received a request from American Transparency for any and all vendor payee payments we made in 2017. There is an article about this in the latest issue of the SDAO journal. Apparently, American Transparency has been making lots of these requests. It is a legitimate and legal request. We made no "vendor payments" in 2017, and will respond with this information.  

NEXT MONTHLY MEETING

May 5, 2018
5 pm
1624 NW Sarkisian Dr.

ADJOURNMENT

6:00 pm

Meeting Minutes, March 3, 2018

March 3, 2018
1624 Sarkisian Dr.

CALL TO ORDER

4:00 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine

FINANCIAL REPORT

$437.80 in Checking.
$3045.94 in one CD. This CD matures this month and will be deposited in Checking to cover expenses coming later this year. 
$5153.00 in the other CD. Matures in 2019.

OLD BUSINESS
Insurance payment
Rick searched for a better rate for our liability insurance, but the SDIS insurance was the best deal, even at $989.00 this year. He paid the bill. 

NEW BUSINESS

Review of physical hazards and road inspection
Postponed until April meeting. 

Trees in right-of-way
Nancy Bodenhausen ask the Committee about our policy or neighborhood custom for trimming trees in the road right-of-way (ROW).  The road committee typically does not trim or remove vegetation unless it is a hazard to travel and the adjacent property owner is unwilling or unable to manage the vegetation themselves. Even then, it is on a voluntary basis, as we have neither employees nor equipment to perform this maintenance. 

In some cases, one property owner may wish to have vegetation trimmed or removed from the ROW adjacent to another property. In this situation, we suggest the owners discuss the project between themselves and come to an agreement to maintain safety, views, and peace. 

As a reminder, per the neighborhood CCRs, which are a binding legal document, trees on oceanfront lots must be kept below 6' to preserve views for others. 

NEXT MONTHLY MEETING

April 8, 2018
5 pm
Location TBD

ADJOURNMENT

5:00 pm

Meeting Minutes, February 17, 2018

February 18, 2018
1624 Sarkisian Dr.

CALL TO ORDER

5:00 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine
Neighbor Present; Jonathan Hoy

FINANCIAL REPORT

$1464.87 in Checking.
$3059.75 in one CD.
$5241.24 in the other CD.
Bill will be paid this week to the Oregon Ethic Commission, $38.01.

OLD BUSINESS
Pothole issue
We reaffirmed out decision to do nothing at this time. The roadway is intact. Pavement in the depressions has not been compromised. 

NEW BUSINESS

Annual policy review: Public contracting
We do have a policy in place. We do not have any contracting at this time. 

Review of insurance coverage
Our insurance in through the Special Districts Association of Oregon (SDAO), which requires a membership to be eligible for insurance. The combined cost of the membership and the insurance is approximately 20-25% of our annual operating budget. Rick is shopping for a better rate. 

NEXT MONTHLY MEETING

TBD

ADJOURNMENT

6:00 pm

Meeting minutes, January 28, 2018

January 18, 2018
1624 Sarkisian Dr.

CALL TO ORDER

4:00 pm
Members Present: Rick Hill, Alex Derr
Members Absent: Sue Valentine

FINANCIAL REPORT

$1464.85 in Checking.
$3059.75 in one CD.
$5241.24 in the other CD.

OLD BUSINESS
Pothole issue
We discussed the options and decided to do nothing yet. The roadway is intact. Pavement in the depressions has not been compromised. 

NEW BUSINESS

Annual review of board members training and knowledge of policies
We reviewed this requirement and signed off. 

NEXT MONTHLY MEETING

TBD

ADJOURNMENT

5:00 pm

Meeting Minutes, December 17, 2017

December 17, 2017 
4938 NW Sandy Dr.

CALL TO ORDER

4:00 pm
Members Present: Rick Hill, Alex Derr, Sue Valentine

FINANCIAL REPORT

$2624.78 in Checking.
$3020.25 in one CD.
$5067.45 in the other CD.
The paving loan payment, due this month, will be $5848. (Last month, I incorrectly stated it was due in November.)
We received our road district tax check from Lincoln County: $4687.52. Rick will deposit it this week. 

OLD BUSINESS

Pothole issue
Rick, Bill, and Steve discussed the situation, and we got some tips from YouTube videos. Rick purchased some cold mix asphalt, and we'll attempt a repair during a dry spell. 

NEW BUSINESS

Annual review of loan payment schedule
We reviewed the loan payment forecast. Rick updated it with the latest tax and billing data. We currently expect a deficit in only the final year of our loan payment. The deficit amount is forecast to be $98. Perhaps we will have a bake sale.

NEXT MONTHLY MEETING

TBD

ADJOURNMENT

5:00 pm

Meeting Minutes, November 19, 2017

November 19, 2017 
1624 NW Sarkisian Dr.

Call to Order

4:00 pm
Members Present: Rick Hill, Alex Derr
Member Absent: Sue Valentine

Financial Report

$4687.52 in Checking.
$3020.25 in one CD.
$5067.45 in the other CD.
The paving loan payment, due this month, will be $5848.
Our annual report from the county shows the total assessed value of all properties in Silver Sands as $8,054,130.

Old Business

Volunteer appreciation event has been postponed indefinitely due to scheduling challenges.
SDAO Best Practices: We are qualifying for a 6% discount this year.  

New Business

Annual review of safety plan
This is our November agenda item. Our district has no employees or equipment to protect. 

Maintenance issues
We discussed repairing the depressions that may turn into potholes, just east of the Sarkisian culvert. We can't afford to hire out for a proper repair. Rick will find the cost of some cold-mix asphalt repair. 

Lincoln County Special District Meeting
The annual event is 12/2. Rick may attend. 

Letter from Oregon Military Dept
We were cc'd on a letter from the OMD to FEMA regarding cost sharing of disaster relief, including our payment for the Powe Culvert. We agreed there is no impact to or action required by our district.

Next monthly meeting

TBD

Adjournment

5:00 pm