Meeting Minutes, June 17, 2025

 

Meeting Minutes, June 17, 2025

 

CALL TO ORDER
June 17, 2025@ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: None (Note: the meeting was advertised publicly, and all Silver Sands neighbors invited)

APPROVAL OF PREVIOUS MONTH MINUTES
*May minutes read and approved.

 

FINANCIAL BALANCES
The June meeting is the Annual Budget Hearing for the Silver Sands Road District.

Financial balances will be reported at the July meeting.

 

OLD BUSINESS

*Rick completed and submitted the SDAO report for the current year.

*Rick also reported that the bid for roadwork from Gettis Paving Inc. was received. It is comparable to the bid from Road and Driveway Inc., previously received.

Unlike, Road and Driveway, Gettis will agree to a three year payment plan. We will discuss the bids at the next meeting.

 

NEW BUSINESS

*This was the Silver Sands Special Road District Annual Budget Hearing.

The budget was  proposed and discussed by the board.

After the discussion, the budget was approved.

 

 

NEXT MEETING:

*July 15, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes, May15, 2025

 

Meeting Minutes, May15, 2025

 

CALL TO ORDER
May15, 2025@ 6:00 PM
Location: Alex Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams

Member at large: Kim Dowe 

APPROVAL OF PREVIOUS MONTH MINUTES
*April minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,338.92

*Cash: $134.05

* Total Funds: $8,543.08

OLD BUSINESS

*ODOT re: Culvert at Highway 101 intersection

Continuing to investigate reason for sinking. Work party has still not found the north exit of the culvert.

*Quotes for roadway resurfacing and culvert.

·      We are obtaining a second estimate for this work. Gettis Paving Inc. has suggested a new approach to both the resurfacing of the worst alligator cracking stretch on Powe and also for the culvert repair.

·      They have suggested that paving fabric could be laid over the existing cracked pavement surface on Powe, and then an additional three inches of paving material laid on top. This would be on the 100 foot length of fractured surface on Powe described in the April meeting minutes.

·      To repair the dip in the pavement at the culvert at the Highway 101 intersection, Gettis suggests the approach taken at the intersection on Wenger across the street from Silver Sands. They would simply add a large plastic culvert over the top of the existing one, which is deeply buried. The water would be diverted easily into the new pipeline.

·      We are awaiting their estimate for the repairs.

*New Members. Still seeking new members for the board.

* Board Member terms: Silver Sands incorporation dates provides that our members can be appointed. This is a grandfathered provision.

 

NEW BUSINESS

*Budget: The board reviewed our budget process.

 

AT LARGE MEMBER REPORT: Kim Dowe had short discussions with numerous neighbors, seeking to find out their satisfaction with the SSRD Board. All reported to be happy with the Board’s efforts and work. They could not imagine a better, more exceptional group of people to be running SSRD.

 

NEXT MEETING:

*June 17, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes, April 23, 2025

 

 

Meeting Minutes, April 23, 2025

 

CALL TO ORDER
April 23, 2025 @ 6:00 PM
Location: Rick’s  House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams 

APPROVAL OF PREVIOUS MONTH MINUTES
*March minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,307.51

*Cash: $134.05

* Total Funds: $8,511.67

OLD BUSINESS

*ODOT re: Culvert at Highway 101 intersection

Continuing to investigate reason for sinking where SSRD entryway meets 101. At this time, we can see the South end of the culvert. Water is flowing into it.

The North end of the culvert is not visible. It is covered by vegetation and perhaps soil. We haven’t been able to find it.

 

Our next step is to use a camera to view the interior of the culvert pipe to ascertain possible damage. We will borrow a camera and extend it into the culvert using PVC pipe.

We have determined the culvert to be 80 feet long, both from the width of the road and also from diagrams Jonathan has found online (See last meeting). If using the camera does not work, our next step will be to use dye to observe the water flow through the culvert..

 

*New Members. We are continuing to seek new board members. Ben Edom is interested in joining the board. He was unable to attend our last meeting.

 

*Road Repair Plan 2025

Rick received an estimate from Road and Driveway for road resurfacing,  We are required to obtain a second quote. Rick will reach out to GETTIS Paving, Inc. for a second quote.

 

*Annual Roadway Inspection. After the meeting, the board walked the SSRD roadway.

 

NEW BUSINESS

 

*Name or Review Agent of Record. Rick is the SSRD Board Agent of Record.

 

*Yearly Best Practices Subject for our insurance. Review was performed at meeting. We will be able to save 2% credit toward our insurance premium for the year.

 

*2025 Lincoln County Multi-Jurisdictional Natural Hazard Mitigation Plan. The plan was reviewed and because our organization is so small, the items in the plan do not apply to SSRD.

 

NEXT MEETING:

*May 15, 2025 @ 6pm Alex’s Picnic Table .

 

ADJOUNMENT: 7:00pm

Meeting Minutes March 11 2025

 

 

Meeting Minutes, March 11, 2025
 
CALL TO ORDER
January 14, 2025 @ 6:00 PM
Location: Jonathon’s  House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: Ben Edom
 
APPROVAL OF PREVIOUS MONTH MINUTES
*January minutes read and approved. Note: Did not meet in February.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 70.11

* LGIF: $8,274.94

*Cash: $134.05

* Total Funds: $8,479.10

$20 due Secretary of State for fee increase (Paid)

$1,242.00 due to SDIS for insurance (Paid)

OLD BUSINESS

 

*ODOT re: Culvert at Highway 101 intersection

Continuing to investigate reason for sinking where SSRD entryway meets 101. Jonathon has “dug around” both sides of our entry and found difficult to see culvert. We need further investigation. Also see previous minutes for additional discussion of this issue.

Culvert orientation information published online by Bureau of Land Management was presented by Jonathon.

 

* Bridge Railing Restored. The owners of the property at 1511 Powe (The Odem Family) have received their new manufactured home. Delivery required the removal of a bridge railing on Powe. As per our request, the railing was removed and replaced satisfactorily.

 

*New Members. We are continuing to seek new board members. Ben Edom is interested in joining the board.

 

*Road Repair Plan 2025

Rick received an estimate from Road and Driveway for road resurfacing, filling the dip at the entrance to SSRD, repairing the potholes on Powe, and patching the alligator-ed area on Powe from Ben Edom’s drive East to the fireplug. The total estimate is $10,545.00.

Because we are a government entity, we will require a second estimate. We are also considering the means to pay for the surfacing, which include the options of a second loan or payments to the contractor over an extended period of time.

 

NEW BUSINESS

 

* Review of Public Contracting Law – Performed at meeting.

*Annual physical hazard and road inspection delayed until we have good weather.

*Anticipating changes to the board, Rick contacted the Lincoln county board. It was discovered that the records of all three of the current members cannot be located. This will require further investigation.

 

MEMBER AT LARGE REPORT: Ben reports that his family all love the neighborhood, and we love having them!

 

NEXT MEETING:

*March 11, 2025 @ 6pm Rick’s House.

 

ADJOUNMENT:

*7:00pm

 

Meeting Minutes, January 14, 2025

 

Meeting Minutes, January 14, 2025
 
CALL TO ORDER
January 14, 2025 @ 6:00  PM
Location: Amanda’s Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: Greg Coar
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
*November minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,332.11
* LGIF: $8,212.21

*Cash: $134.05

* Total Funds: $9,678.37

Rick purchased sign rebuild materials = $30. Task is described in New Business below.

OLD BUSINESS

 

*Road Repair Plan 2025

Interim action after this meeting: Rick has heard from the company, Road and Driveway. We hope to have an estimate for resurfacing at next meeting.

 

*Culvert at Highway 101 intersection

As noted in November Minutes: The surface over the culvert appears to be sinking. We are attempting to determine if the repair is ODOT or SSRD responsibility. We are seeking a previously completed of survey of the easements along Highway 101 in our area. If the culvert is in the ODOT easement, the responsibility for maintenance may remain with ODOT.

 

Interim action: Jonathan has found information bearing on this issue. Will be presented at next meeting.

 

With respect to responsibility for culvert repair and upkeep, Greg Coar suggested we find out if ODOT maintenance vehicles drive over the culverts.

 

We will also attempt to determine if Sandpiper has relevant information. They may have needed it when they enhanced the entryway to their development near Silver Sands.

Amanda will attempt filing a request online.

 

*Road Committee Succession Plan

As the community evolves and grows, we are attempting to interest new people to serve on the Road Committee. Last week several neighbors were invited to attend. None showed up. Possibly due to stormy weather. We will continue this effort.

 

NEW BUSINESS

 

* The owners of the property at 1511 Powe have received their new manufactured home. Delivery required the removal of a bridge railing on Powe. As per our request, the railing was removed and replaced satisfactorily.

Greg Coar suggested we send the owners a thank you for the satisfactory replacement.

* The signpost at the corner of Powe and Sandy was blown down in a windstorm. Rick and a neighbor purchased a new post and remounted the sign.

 

NEXT MEETING:

*February 26, 2025 @ 6pm Amanda’s Cabin.

 

ADJOUNMENT:

*7:00pm

 

Meeting Minutes, December 17, 2024

 

 

 

Meeting Minutes, December 17, 2024
 
CALL TO ORDER
December 17, 2024 @ 6:05  PM
Location: Amanda’s Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
*November minutes read and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,332.11
* LGIF: $8,178.62

*Cash: $164.05

* Total Funds: $9,674.78

A check for SDAO for $140 was paid and mailed in November by Rick.

OLD BUSINESS

 

*Road Repair Plan 2024

As noted in November Minutes: We are still attempting to get an estimate for sealing the roadway in Silver Sands. We do not expect to hear from them during the holiday period. And will renew our efforts in 2025.

 

*Culvert at Highway 101 intersection

As noted in November Minutes: The surface over the culvert appears to be sinking. We are attempting to determine if the repair is ODOT or SSRD responsibility. We are seeking a previously completed of survey of the easements along Highway 101 in our area. If the culvert is in the ODOT easement, the responsibility for maintenance may remain with ODOT.

 

In November, Rick Hill again attempted to reach ODOT. He visited the ODOT maintenance facility. And although it was open and cars were in the parking lot, after a long search, he did not find anyone present. We will continue in this effort.

 

Amanda will attempt filing a request online.

 

NEW BUSINESS

 

* The owners of the property at 1511 Powe have received their new manufactured home. Delivery required the removal of a bridge railing on Powe. As per our request, the railing was removed and replaced satisfactorily.

 

*The latest amendment to SDAO by-laws was reviewed by the board.

 

NEXT MEETING:

*January 14, 2025 @ 6pm Amanda’s Cabin.

 

ADJOUNMENT:

*7:00pm

 

Meeting Minutes November 21, 2024

 

 

Meeting Minutes, November 21, 2024
 
CALL TO ORDER
November 21, 2024 @ 6:15  PM
Location: Amanda’s Cabin
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
*May and July Minutes also submitted and approved.

 

FINANCIAL BALANCES
* First Security Bank Checking : $ 1,472.11
* LGIF: $8,158.96

*Cash: $164.05

* Total Funds: $9,795.12

 

*The SSRD yearly tax revenue check for $5,863.73 was received and deposited into our checking account at First Security. Subsequently, $5,000 was moved from checking to our LGIF fund to capture the higher interest in this account. This was approved by the SSRD Board.

 

*The SSRD taxable property base was assessed at $10,075,100 for Tax Year 2024-2025. A detailed report of the district levies was provided by Rick at the meeting. This is the basis for our upcoming year budget.

 

*Our dues for SDAO are due this month. A check to SDAO for $140 was prepared and signed by Rick and cosigned by Amanda. Rick will send.

OLD BUSINESS

 

*Road Repair Plan 2024

We are still attempting to get an estimate for sealing the roadway in Silver Sands. So far they have not responded. Road and Driveway were the company that did the original paving in 2008. Rick Hill has attempted to reach them.

 

We are attempting to get a sealing estimate for the entire SSRD roadway. We will attempt to reach them again, and will also search for other roadway paving companies.

 

*Culvert at Highway 101 intersection

As noted in previous minutes, the surface over the culvert appears to be sinking. We are attempting to determine if the repair is ODOT or SSRD responsibility. We are seeking a previously completed of survey of the easements along Highway 101 in our area. If the culvert is in the ODOT easement, the responsibility for maintenance may remain with ODOT.

 

NEW BUSINESS

 

* The owners of the property at 1511 Powe have removed the current dwelling and will be receiving a new manufactured home soon. The transportation company responsible for delivering the unit have indicated that the only possible route to bring in the unit is along Sarkisian, Sandy and east on Powe.

This will require the removal of the bridge railings on Sarkisian. They have asked permission to do this. We have informed them that the removal and the replacement of the railings is their responsibility.

 

Amanda will take photographs of the bridge railing before it is removed.

 

SDAO Insurance Rates

Rick noted that our yearly insurance rates will be going up.

 

NEXT MEETING:

*December 17, 2024 @ 6pm Amanda’s Cabin.

 

ADJOURNMENT:

*7:00pm