Meeting Minutes, May 22, 2020

Meeting Minutes, May 22, 2020

CALL TO ORDER

Meeting held via E-mail due to ‘Stay-At-Home Order’ or State of Oregon and Lincoln County government officials.

Members present: (Via E-mail Communication) Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: (Via E-mail Communication) Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* April 2020 minutes approved via E-mail.

financial balances

* Columbia Bank Checking (4/30/20): $107.19

* LGIF (5/14/20): $4,235.57

* Total Funds: $4,342.76

* Check in the amount of $393.75 sent to USBank for our semi-annual interest payment on our road district pavement loan.

OLD BUSINESS

* Speed signs:  Marilyn Hoffman has agreed to re-do our neighborhood speed signs.  She has enlisted Bill Heavenston to assist. 

* Tour of Roadway:  Delayed.

* Development of an anti-harassment policy.  A draft policy has been prepared. 

* Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. (Timing TBD)

* Amanda Williams reports that dog poop continues to appear despite the dog poop bag dispensers and suggests another reminder in the next newsletter.

NEW BUSINESS

* Budget Process:  Our proposed budget for fiscal year 2020-2021 has been prepared and will be presented at the Annual Public Budget Hearing on June 20. 

* Anti-harassment policy has been sent to each of you.  Comments are welcome. copy was attached to Meeting announcement E-Mail.

 
MEMBERSHIP 

* No updates

Next Meeting

* June, 20, 2020:  The June meeting will be the Budget Hearing: 4 pm at Alex’s picnic table (weather permitting).

* Hopefully, future meetings will be held in person (social distance rules applying). 

ADJOURNMENT

* May 22, 2020 XX:XX

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, April 24, 2020

Meeting Minutes, April 24, 2020

CALL TO ORDER

Meeting held via E-mail due to ‘Stay-At-Home Order’ or State of Oregon and Lincoln County government officials.

Members present: (Via E-mail Communication) Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: (Via E-mail Communication) Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* February & March 2020 minutes approved via E-mail.

financial balances

* Columbia Bank Checking (3/31/20): $500.93

* LGIF (2/29/20): $4,229.47

* Total Funds: $4,730.40

* Check in the amount of $393.75 to USBank for our semi-annual interest payment in our road district pavement loan was signed by Rick and Jonathan and will be sent 4/24/20. 

OLD BUSINESS

* Bill Heavenston ordered & installed the poop bag dispensers on the corners of Powe and Sandy and Sarkisian and Sandy. They were purchased from the Neighborhood Improvement Fund, which is managed by Bill Heavenston.

* An article was included in the recent “Tidings” newsletter encouraging dog owners to use the bags for their dogs’ doo doo, unfortunately dog poop is still appearing regularly on the green strip in front of 4875 NW Sandy. Sue requests that Rick add to the next newsletter a reminder that there are now doggie bag dispensers. Someone is still not cleaning up.  An addition would be to ask the vacation rentals to make a note with their house rules.

* Tour of Roadway:  Delayed.

* Development of an anti-harassment policy.  A draft policy has been prepared. 

* Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. (Timing TBD)

NEW BUSINESS

* Calendar future meeting:  Future meetings will be held via email until gathering restrictions due to Covid-19 virus have been lifted.

* Speed signs:  The six speed and caution signs in the neighborhood are in dis-repair.  Marilyn Hoffman has accepted the challenge to make new signs.  She will be asking for help from Bill Heavenston and Sue Valentine, who developed the original signs. 

 
MEMBERSHIP 

* No updates

Next Meeting

* May, Date TBD, 2020 (via E-Mail most likely)

ADJOURNMENT

* April 24, 2020 XX:XX

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, March 26, 2020

Meeting Minutes, March 26, 2020

CALL TO ORDER

Meeting held via E-mail due to ‘Stay-At-Home Order’ or State of Oregon and Lincoln County government officials.

Members present: (Via E-mail Communication) Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: (Via E-mail Communication) Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* February 2020 minutes approval To be reviewed in conjunction with these March meeting minutes in April

financial balances

* Columbia Bank Checking (2/29/20): $1,477.92

* LGIF (2/29/20): $4,222.08

* Total Funds: $5,700.00

* 2019  1099 From Washington Federal CD received for  $19.30 interest

* Check for insurance payment in amount of  $977 sent to SDIS
* The SDIS Insurance longevity credit request form was signed and faxed in to SDAO.  This requests a $100 rebate for 

   each of the next two years as long as the district stays with SDIS for its insurance.

OLD BUSINESS

* Doggie bags:  Amanda will be coordinating this project with Bill Heavenston.  Bill has the check book for our 

   neighborhood Improvement projects.  

* Tour of Roadway:  Delayed.

* Missing mail:  No action by district. This issue id between individual neighbors and the US Postal Service.

* Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. (Timing TBD)

NEW BUSINESS

* SDAO Best Practices 2020:   SDAO has sent out this years criterial for the 10% insurance discount for districts who 

   qualify for “Best Practices.”  The theme for this year is “Harassment Policy”  We will be developing a policy and 

   participating in online “harassment” training.

* Calendar future meeting:  Future meetings will be held via email until gathering restrictions due to Covid-19 virus have

   been lifted.

 
MEMBERSHIP 

* No updates

Next Meeting

* April 26, 2020 via E-Mail

ADJOURNMENT

* March 26, 2020 XX:XX

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, February 26, 2020

Meeting Minutes, February 26th, 2020

CALL TO ORDER

 6:05 pm   

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: Amanda Williams, Almut Hoy

APPROVAL OF PREVIOUS MONTH MINUTES

* Motion by Rick to approve January minutes, Seconded by Sue
* Motion passes unanimously

Financial Balances:

* Columbia Bank Checking: $477.91 as of December 31st.
* LGIF: $5,212.91 as of February 26. 2020

* Total Funds: $5,690.82

* 2019  1099 From Washington Federal CD received for  $19.30 interest

* Check written and signed to SDIS for insurance payment of $977
* U.S. Bank Insurance Confirmation letter for 2020 sent to U.S. Bank on December 8^th, 2019

* An additional $75 from neighbors sent to Rick for the road repair projects bringing the total to $1,045.

OLD BUSINESS

1) Rick walked the neighborhood to assess the road and determined that the condition remains similar to the end of last year with the exception of the repairs we performed last year.  The patches of cold mix asphalt have settled and sunk a little. 

NEW BUSINESS
1) Plan to add some additional cold mix asphalt to the patches on Sarkisan where they have slightly sunk. 

2) Sue suggests reviewing the extent of vegetation and overhanging limbs for visibility purposes.

3) Review of Public Contracting Policy.

MEMBERSHIP 

No updates

Next Meeting

March 26, 2020 at Sue’s house

ADJOURNMENT

6:35pm

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY NO COMMENTS: 

Meeting Minutes, January 11th, 2020

MONDAY, January 11, 2020

Meeting Minutes, January 11th, 2020

CALL TO ORDER

 6:15 pm   

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: Amanda Williams, Alex Derr

APPROVAL OF PREVIOUS MONTH MINUTES

* Motion by Rick to approve November minutes, Seconded by Sue
* Motion passes unanimously

Financial Balances:

* Columbia Bank Checking: $402.90 as of December 31st.
* LGIF: $5,203 as of January 6. 2020
* U.S. Bank Insurance Confirmation letter for 2020 sent to U.S. Bank on December 8^th, 2019

* An additional $50 from neighbors sent to Rick for the road repair projects bringing the total to $970.
* Municipal Debt Advisory Commission letter sent January 9^th, 2020 to track our debt.

* Total Funds: $5,398.96

OLD BUSINESS

1) Plan to walk the neighborhood in October to assess the clearance and potential need to trim tree branches by

     the road.  This has been postponed until Spring due to the short days and now being in the rainy season.

NEW BUSINESS
1) Review of Board Member Annual Training. 

2) Review of Policies on File completed.

MEMBERSHIP 

No updates

Next Meeting

February 16, 2020 at Jonathan’s house

ADJOURNMENT

6:45pm

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY NO COMMENTS: 

Meeting Minutes, November 25th, 2019

CALL TO ORDER

 5:36 pm    November 25, 2019

Members present: Rick Hill, Sue Valentine, Jonathan Hoy

Member absent: 
Neighbors present: Amanda Williams

APPROVAL OF PREVIOUS MONTH MINUTES

* Motion by Rick to approve September & October minutes, Seconded by Sue
* Motion passes unanimously

Financial Balances:

* Columbia Bank Checking: $1,400.27 as of October 31st.
* LGIF: $5,183.10 as of November 19.
+ Received from Lincoln County our tax revenue check in the amount of $4,996.06.  Deposited November 20.
* $43.91 to Oregon Ethics commission on October 25th
* SDAO dues of $135 paid on October 27th
* Bill from U.S. Bank:  $5,565 received.  Will be mailed November 26th.
* Five deposits amounting to $920 have been made to checking.  This amount has been received from the
   neighborhood as of November 25th for road repairs.
* Sarkisian bridge staining and pothole repair amounted to $514.57.  This leaves $405.43
* Total Funds: $6583.37

OLD BUSINESS

1) Maintenance of Road: 

* Patch of cracks east of culvert on Powe Drive on the north side was completed

* Two potholes or depressions east of the Sarkisian bridge were repaired using cold mix asphalt.  Neighbor Craig 
   Bodenhausen and Q helped Rick and Jonathan complete repairs.  Neighbor Amanda Williams provided water
   and power

2) Discussion of process to install drainage tile in front of Kate Alexander's house.  Plan to wait until after Kate's
     house sells and approach new owners with proposition.  

* Clayton Love bought house.  Rick talked to him about our plan.  Clayton worked on improving the existing 
    drainage that was put in by Jerry Smith some years ago.  We now plan to wait and see how the new drainage
    works before doing anything else

     * Get underground utility location done

     * Dig trench to stream

     * install tile & backfill with gravel removed from trench

4) Pressure washing and staining of bridge on Sarkisian completed.

NEW BUSINESS

1) Rick shared the SDAO report and the academy that is offered to the membership as well as other 
     documentation of dubious value to the road district.

2) Jonathan reported on the SDAO Conference on Wednesday, October 23rd in Newport.  This will
     result in a 2% reduction in insurance cost next year.
3) Plan to walk the neighborhood in October to assess the clearance and potential need to 
     trim tree branches by the road.  This has been postponed until Spring due to the short days and now being in 
     the rainy season.

MEMBERSHIP 

No updates

Next Meeting

No meeting in December of 2019 due to board members being away for the holidays.

Time and location: TBD

ADJOURNMENT

6:43:57pm

Meeting Minutes, October 29, 2019

Meeting Minutes

Silver Sands Special Road District

October 29, 2019

Meeting was called to order at 6:10 pm

Members present :  Rick Hill and Sue Valentine

Members absent:  Jonathan Hoy

Approval of September minutes:

 Item postponed until Jonathan presents minutes for review

Financial Report

Checking acct balance as of 9/30/19:  $695.25

Balance in LGIP as of 10/29/19: $5,172.34

Total Funds:  $5,867.59

Old business

               Quotes for road repairs:

Rick reported getting costs for materials and tool rental needed for road repairs., including pothole repair, bridge staining and drainage pipe for Powe.  Also Rick reported that over $700 has been donated so far by residents for road repairs.

Mail Box issue:  Rick obtained a catalog for locking mail box systems from the Waldport post office.  Discussion concluded that they are too costly.

New Business:

               Pay Ethics Commission ($43) and SDAO dues ($135):   Sue co-signed checks written by Rick. 

               Tour of roads in district:  Postponed due to cold weather.

Calendar Future Meeting:  No action taken

Adjournment 6:50 pm