Meeting Minutes, July 24, 2019

CALL TO ORDER

 5:35 pm

Members present: Rick Hill, Jonathan Hoy

Member absent: Sue Valentine
Neighbors present: Alex Derr

FINANCIAL REPORT

Financial Balances:

* Columbia Bank Checking: $715.22
* LGIF: $5,137.92
* Total Funds: $

OLD BUSINESS

1) Maintenance of Road: First attempt to get an estimate fell through when estimator failed to show.  (Road & Driveway)

2) Best Practices; Rick completed SDAO Public RecordsLaw class on June 11th, 2019

3) New Public Records Policy generated for Road Committee.  

NEW BUSINESS

1) Approval of May Minutes:  Approved without dissent

2) Public Hearing for proposed budget was held June 22nd at 1:00pm  at 1624 NW Sarkisian Drive.  No neighbors attended

3) Budget submitted to County Clerk and County Assessor June 25th.

4) Pavement Loan Interest check went out May 29th for $525

5) Check to Secretary of State for $20 for Report in Lieu of Audit

6) Discussion of potential need for Records Retention Policy.  (Alex Derr)

7) Need to make a plan to pressure wash and stain bridge on Sarkisian 


MEMBERSHIP 

No updates

Next Meeting

August, 11th, 2019  @ 5pm

Time and location:  TBD

ADJOURNMENT

6:40 pm

Meeting Minutes, May 5, 2019

CALL TO ORDER

6:19 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: 

FINANCIAL REPORT

Financial Balances:

* Columbia Bank Checking: $1,240.17
* LGIF: 5,114.38
* Total Funds: $6,354.55

OLD BUSINESS

* Follow-up discussion held about the road maintenance plans with Sue's involvement.  

- Maintenance of Road: Discussion about current road conditions and possible ways to mitigate deterioration in low-lying areas including; professional repair services, attempting to squeegee tar into cracking areas, cutting and patching with cold mix asphalt, and improving drainage of low-lying areas.

- Road Committee to obtain repair quotes from local road repair firm(s) before considering any action.

NEW BUSINESS


1) Approval of April Minutes:  Approved without dissent

2) Review 'proposed budget' approved last month.  No changes.

3) Public Hearing for proposed budget set for June 22nd at 1:00pm  at 1624 NW Sarkisian Drive.
     * Public Notice to be posted in neighborhood on May 6th, 2019

MEMBERSHIP 

No updates

Next Meeting

June, 22nd, 2019  @ 1pm

Time and location:  Alex's picnic table - 1624 N.W. Sarkisian Drive  (Public Hearing)

ADJOURNMENT

6:50 pm

Meeting Minutes, April 22, 2019

CALL TO ORDER

6:20 pm

Members present: Rick Hill, Jonathan Hoy

Member absent: Sue Valentine
Neighbors present: 

FINANCIAL REPORT

Financial Balances:

* Columbia Bank Checking: $1,240.17
* LGIF: 5,102.85
* Total Funds: $6,343.02

OLD BUSINESS

* Maintenance of Road: Discussion about current road conditions and possible ways to mitigate deterioration in low-lying areas including; professional repair services, attempting to squeegee tar into cracking areas, cutting and patching with cold mix asphalt, and improving drainage of low-lying areas.

* Road Committee to obtain repair quotes from local road repair firm(s) before considering any action.

NEW BUSINESS

1) Review 'Agent of Record Agreement'
2) Review of annual budget proposal (Fiscal Year July 1, 2019 through June 30, 2020)
     * Total Resources & Requirements = $11,026
     * Proposed budget approved by budget committee unanimously.
3) Public Hearing for proposed budget set for June 22nd at 1:00pm  at 1624 NW Sarkisian Drive.
     * Public Notice to be posted in neighborhood

MEMBERSHIP 

No updates

Next Meeting

May, 5th 2019

Time and location TBD

ADJOURNMENT

7:00 pm

Meeting Minutes, March 23, 2019

CALL TO ORDER

5:26 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent:
Neighbors present: 

FINANCIAL REPORT

Financial Transaction this past month:

1) Transferred CD Funds ($5349.65) through checking to LGIF (Oregon Short-term Investment Fund) 

2) Check to SDIS Insurance for $990

3) Loyalty Rebate check from SDIS for $100

OLD BUSINESS

No updates

NEW BUSINESS

Annual Road Inspection conducted this evening:

Powe:

* 2 depressions on Powe at lower elevations are cracking, one relatively severely.  
* Moss growing in shady areas of road

Sarkisian:
* 1 depression on Sarkisian is cracking.
* 2 depressions near 'bridge' on Sarkisian without cracking
* Tree root upheaval evident on Sarkisian near the intersection with Sandy.  

* Moss growing in shady areas of road

Committee Recommendations:
1) Cracking depressions:  Rick has attempted to seal these with tar in the past, however more extensive repairs may be needed soon to prevent further degradation.  One option for the worst depression (on Powe) may be to try to cut and patch with cold-mix asphalt.   A second option would be to contract an asphalt repair company to make repairs to the three cracking depressions on Powe and Sarkisian.  If this option is decided upon, then quotes would need to be obtained and a request for funds from the neighborhood requested in order to cover the cost of the repairs. These options require further discussion.  Improvement in drainage of the road in these areas is needed regardless of any road repairs in order to stop future degradation.

2) 2 depressions near 'bridge' on Sarkisian:  These depressions are NOT cracking and seem to be draining adequately. They are perhaps annoying, but also seem to serve as a pair of unintentional speed bumps.   No repair advised at this time.

3) Tree upheaval: These may be from trees that were cut on the south side of the road.  If so, no further upheaval is expected.  We will monitor these areas for change.

4) Moss: Possibly treat with powdered zinc-oxide to prevent further growth.

MEMBERSHIP 

No updates

Next Meeting

April, Date TBD, 2019

Time and location TBD

ADJOURNMENT

6:00 pm

Meeting Minutes February 26, 2019

CALL TO ORDER

5:05 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent:
Neighbors present: 

FINANCIAL REPORT

Current Checking Balance: $1,880.14 (Corrected balance 3/24/19)

Current CD Balance: $5,330.35

1) Opened LGIP (Oregon Short-term Investment Fund) with a $100 initial deposit following January's meeting.

2) Current CD Matures on March 18th at which time funds will be transferred to new LGIP account

    (Oregon Short-term Investment Fund)

3) Check written to Special District Insurance Services (SDIS) for $990 to cover 2019 Insurance requirements.

OLD BUSINESS

1)  Membership Changes: Letter from Lincoln County Board of Commissioners (Order #2-19-56) dated 

     13, February 2019 making the following membership appointments & re-appointments:

     * Jonathan Hoy appointed to Silver Sands Special Road District - Expires 12/31/2022
     * Sue Valentine Re-appointed to Silver Sands Special Road District - Expires 12/31/2021
     * Rick Hill Reappointed to Silver Sands Special Road Distric - Expires 12/31/2020

NEW BUSINESS

1) Annual Review of Public Contracting Laws - Signature by committee members Rick,
    Sue, and Jonathan

MEMBERSHIP 

1) See item under "Old Business"

Next Meeting

March, Date TBD, 2019

Time and location TBD

ADJOURNMENT

5:20 pm

Meeting Minutes, January 13, 2019

CALL TO ORDER

5:48 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy (Acting Secretary)

Member absent:
Neighbors present: Mary Hill

FINANCIAL REPORT

Current Checking Balance: $1,880.43

Current CD Balance: $5,330.35

1) Memo to U.S. Bank showing compliance with section 7.3 (Insurance) of the financing 

     agreement.  12/8/18

OLD BUSINESS

1) Repair of Sarkisian Dr. depressions: We are monitoring these. They don't seem to be 
     getting worse, the pavement is intact. 

2) Speeding on roadways:  No new issues reported.  

3) Staining of 'bridge' / Culvert Railings on Sarkisian and Powe:  It is tentatively 

     planned to pressure wash and stain the woodwork over the Sarkisian culvert in the 

     summer of 2019.

NEW BUSINESS

1) Board vote on moving CD funds into LGIP (Oregon Short-term Investment Fund) 

    * Rick makes motion, Sue seconds.

    * Discussion: No minimum amount.  Fractional fee for moving money.  Open account

       with small amount before moving entire amount from current CD 

       (CD Matures March 18, 2019).

    * Vote on motion:  2 in favor / one absent.   Motion Passes.

2) Letter from Secretary of State Audit Division.  Municipal audit law requirements due 

     without an invoice by end of fiscal year (June 30^th) 

3) Policy manual acknowledgement annual signature by committee members Rick & Sue

4) Annual Review of Board Member Training - Signature by committee members Rick & Sue

MEMBERSHIP 

1) No membership changes. Still awaiting word from Lincoln County on Jonathan's application.  

    Rick contacted Casey Miller of Lincoln County earlier in the week to prompt some action on this.

Next Meeting

February, Date TBD, 2019

Time and location TBD

ADJOURNMENT

6:25 pm

Meeting Minutes, December 6, 2018

December 6, 2018

Sue Valentine's Boat

CALL TO ORDER

4:05 pm

Members present: Rick Hill, Sue Valentine, Jonathan Hoy (Acting Secretary)

Member absent:
Neighbors present: 

FINANCIAL REPORT

Current Checking Balance: $1,880.14

Current CD Balance: $5,307.75

1) Loyalty Rebate check received for $100

2) Rick Hill updated the Flex Loan Spreadsheet.  Copies provided to board members present.  Funds to pay loan balance projected to be approximately $277 short in 2023, however this project fluctuates and could increase or decrease between now and 2023.  We will monitor and plan a corrective action as needed as the time  approaches.

OLD BUSINESS

1) Repair of Sarkisian Dr. depressions: We are monitoring these. They don't seem to be getting worse, the pavement is intact. 

2) Speeding on roadways:  No new issues reported.  

3) Staining of 'bridge' / Culvert Railings on Sarkisian and Powe:  It is tentatively planned to pressure wash and stain the woodwork over the Sarkisian culvert in the summer of 2019.

NEW BUSINESS

1) 2019 SDA 40th Anniversary Conference is in Sun River from February 8th through the 10th.  Those wishing to attend must pay their own way.

MEMBERSHIP 

1) No membership changes. Still awaiting word from Lincoln County on Jonathan's application.

2) Rick Hill updated the neighborhood roster and provided a printed copy to the board members present.

Next Meeting

January, Date TBD, 2019

Time and location TBD

ADJOURNMENT

4:30 pm