Meeting Minutes June 19, 2023

 Meeting Minutes June 19, 2023
 
CALL TO ORDER
June 19, 2023@ 6;00 PM
Location: Alex's Picnic Table
Members present: Rick Hill, Amanda Williams
Member absent: Jonathan Hoy
Neighbors present: Mary Hill, Greg Coar

PUBLIC HEARING

A Public Hearing was held in lieu of a regular business meeting. The purpose of the hearing was to *present, discuss and vote to approve the proposed budget for the Silver Sands Road District (SSRD) with interested persons from the Silver Sands Road District. 

The budget was presented by SSRD President Rick Hill. It was discussed by all parties present. After the discussion and agreement by all present, the present board members voted to approve the budget for the coming fiscal year. Jonathon Hoy sent notification of his approval.

The standard items on our regular monthly agenda will be reviewed and discussed at the next monthly meeting in July. Date is TBD.
 
 
ADJOURNMENT
* The meeting was adjourned @ 7:15 PM

Meeting Minutes May 10, 2023

 Meeting Minutes, May 10, 2023
 
CALL TO ORDER
May 10, 2023@ 5:40 PM
Location: Amanda's Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* April Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 651.58
* LGIF: $51.56
* Total Funds: $703.14

* Note that a previous $81.26 for an unneeded book of printed checks was credited to our account, and  the book of checks were returned to the bank.

OLD BUSINESS
* Annual physical hazard review. Rick and Jonathon walked the neighborhood and noted areas needing landscaping, tree trimming and pavement repairs.

* An easement issue at the south end of Sandy Dr. was discussed. The board will accept any decision on the issue made by the Lincoln County Planning Dept.

NEW BUSINESS
* The Oregon Sec Of State has requested an information update from Silver Sands. Rick will address the issues, which include
    1-The SSRD official address must be physical not a PO Box as it is now    
    2- Additional name is needed
    3-Our cash balance appears to be incorrect to the state

* A resident in the Silver Sands neighborhood has indicated that there is standing water on a lot that has recently been graded in preparation for building. Since the standing water is in the road easement, the SSRD will take up the matter to notify the owner of the lot. A culvert is required where the driveway access into the lot is blocking the drainage along the road.

* Alex Derr received an email from the US Census Bureau concerning SSRD. Amanda will follow up to determine the reason for the contact.

 
MEMBER-AT-LARGE REPORT
* None
 
NEXT MEETING
* Annual Road budget public meeting June 19. 6 pm at Alex's picnic table. We'll go into his garage if it rains.
 
ADJOURNMENT
* @ 7:15 PM

Meeting Minutes April 12, 2023

 Meeting Minutes, April 12, 2023
 
CALL TO ORDER
April 12, 2023@ 5:45 PM
Location: Rick's House
Members present: Rick Hill, Jonathan Hoy
Member absent: Amanda Williams (by previous arrangement)
Neighbors present:None
 
APPROVAL OF PREVIOUS MONTH MINUTES

* Mar Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 570.32
* LGIF: $51.40
* Total Funds: $621.72

OLD BUSINESS
* Possible change of duties being contemplated.
* Annual physical hazard review. Rick and Jonathon walked the neighborhood and noted areas needing landscaping, tree trimming and pavement repairs.

NEW BUSINESS
* Annual Agent of Record review. Rick remains the listed "agent of record".
* Easement on South End of Sandy was discussed. There is a dispute among neighbors over the width on the south end of Sandy. The neighbors argued and a call to the police ensued. The county has become involved in finding clarification and solution. The Board voted 2-0 "not to object" to changes the county survey or planning department might make to ease the issue. It may result in a narrower width of the roadway in that area. It was agreed that the Board would not object to such a solution.
 
MEMBER-AT-LARGE REPORT
* None
 
NEXT MEETING
* Set at a later date to be @ 5:30pm May 10, 2023 – Amanda's Cabin
 
ADJOURNMENT
* @ 7:15 PM

Meeting Minutes, Mar 9, 2023

 Meeting Minutes, Mar 9, 2023
 
CALL TO ORDER
Mar 9, 2023@ 5:50 PM
Location: Jonathan's House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent:
Neighbors present: Mary Hill
 
APPROVAL OF PREVIOUS MONTH MINUTES
* * Feb Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 351.54
* LGIF: $51.24
* Total Funds: $402.78

OTHER FINANCIALBUSINESS
* Longevity credit checks received: $300 ($150 SDIS Feb 2022 and 2023)
* Note that our local bank has changed from Columbia Bank to 1st Security Bank. All accounts successfully transferred. However, checks printed incorrectly. They have been returned for corrected checks.

OLD BUSINESS
* Possible change of duties being contemplated.
 
NEW BUSINESS
* SDAO Grant Program. Reviewed and decision that it is currently of no benefit to SS Road District.
* SDAO Risk Management Regional Training Series. Noted, no one will be attending.
* Annual physical hazard review will be delayed until weather improves.
 
MEMBER-AT-LARGE REPORT
* A cat was hit at the intersection of 101. Member at large wrapped the cat and provided a dignified burial and notified owner. It was also reported that the owner has recently lost two cats.
 
MEMBERSHIP
* *Nothing new
 
NEXT MEETING
* @ 5:30pm April 12, 23 – Rick's House
 
ADJOURNMENT
* @ 6:02 PM

Meeting MInutes February 22, 2023

 Meeting Minutes, Feb. 22, 2023
 
CALL TO ORDER
Feb 22, 2023@ 5:50 PM
Location: Amanda’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: 
Neighbors present:
 
APPROVAL OF PREVIOUS MONTH MINUTES
* * January Minutes approved

FINANCIAL BALANCES
* Columbia Bank Checking : $ 1,478.54
* LGIF: $50.28
* Total Funds: $1,528.82

OTHER FINANCIALBUSINESS
* US Bank balloon payment: $5,000
* SDIS Insurance payment due end of month: $1,127
* Note that our local bank has changed from Columbia Bank to 1st Security Bank. All accounts successfully transferred.

OLD BUSINESS
* Jonathan is still contemplating possible elevation to office of President.
 
NEW BUSINESS
* Rick Hill was reappointed by Lincoln County Board of Commissioners

* Annual review of public contracting laws took place during the meeting..

* Rick Hill has begun the budget for Fiscal year 2023-2024. The budget will be presented publicly at the June meeting.
 
 
MEMBER-AT-LARGE REPORT
* Nothing new
 
MEMBERSHIP
* *Nothing new
 
NEXT MEETING
* @ 5:30pm March 9, 23 – Jonathan’s House
 
ADJOURNMENT
* Feb 22 @ 6:08 PM

Meeting Minutes, November 29, 2022

 

 Meeting Minutes, November 29, 2022

 

CALL TO ORDER

November 29, 2022 @ 6:37:23 PM

Location: Amanda’s House 

Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member absent: 
Neighbors present:

 

APPROVAL OF PREVIOUS MONTH MINUTES

* October Minutes approved

FINANCIAL BALANCES

* Columbia Bank Checking (11/08/22): $5,463.66

* LGIF (11/18/22): $1,240.77

* Total Funds: $6,704.43

 

OLD BUSINESS

* Best Practices Topic: Board Duties and Responsibilities

* Work crew to trim and do minor road maintenance.  Timing to be determined

 

 

NEW BUSINESS

* State of Oregon Government Ethics Commission annual fee = $43.91

* Next month last payment on loan: $5272 will end our obligation to U.S. Bank

* Neighborhood website no longer exists with the exception of the blog where the monthly minutes are stored.

* Amanda makes motion to dislodge Jonathan as Secretary and be installed as the new Secretary effective January 2023.  Jonathan reluctantly allows the power of the Secretary to be pried from his grasp.  (He seconds the motion).  Motion passes unanimously following nail-bitingly contentious debate.

 

MEMBER-AT-LARGE REPORT 

* Nothing new

 

MEMBERSHIP 

* Nothing new

 

NEXT MEETING

* December 14^th @ 5:30pm 2022 – Hoy’s House

 

ADJOURNMENT

* November 29, 2022 @ 7:23 PM

 

POSTED BY SILVER SANDS ROAD DISTRICT SECRETARY 

Meeting Minutes, January 10, 2023

 

CALL TO ORDER 

 January 10, 2023 @ 6:14PM

 

Location: Rick’s House 

Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member absent:   

Neighbors present: Mary Hill

 

APPROVAL OF PREVIOUS MONTH MINUTES

* December Minutes approved

 

FINANCIAL BALANCES

* Columbia Bank Checking (December 31, 2023): $278.54

* LGIF (10/03/22): $1,246.71

* Total Funds: $1,525.25

 

*US Bank balloon payment made in Jan 2023

 

OLD BUSINESS

* Change of Duties 

*Amanda now Madam Secretary (All Stand)

*Jonathan given til April 1 to decide whether to be president 

 

 

NEW BUSINESS

*Total from above $1,525.25 is available funding until Nov 2023

* Annual Review of Board members training & written acknowledgment of policies complete

 

 

MEMBER-AT-LARGE REPORT 

* Mary replaced Christmas decorations with her January Weather decorations

 

MEMBERSHIP 

* Nothing new

 

NEXT MEETING

* November 29th @ 6:30pm 2023– Amanda’s House

 

ADJOURNMENT

* January 10, 2023 at 7:30 PM

 

Posted by Silver Sands Road District Secretary