Meeting Minutes, May 4, 2014

Meeting Minutes
May 4, 2014

Call to Order
5:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: none

Financial Report

- Checking account balance: $6411.04
- CD value: $5345
- Credit from SDIS insurance: $100

Old Business
- Collections for the repairs to the Powe St. Culvert are complete. The bill has been paid in full.
- DVDs for training to reduce insurance costs have been received.

New Business

- Our bill for the paving loan has been received and paid in full: $918.75.

Next Meeting

June 15 at 6 pm, 1624 NW Sarkisian Dr..  

Adjourn

6:00 pm

Meeting Minutes, March 9, 2014

Meeting Minutes
March 9, 2014

Call to Order
5:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: none

Financial Report

- Bill from Lincoln County for Powe St. culvert replacement, $30,295.86, paid in full. FEMA's portion ($22,272) was auto-deposited in our account, and the balance was covered by outstanding response from the property owners. 

- Our annual insurance bill has been paid, $806.

New Business

- We performed our annual road hazard inspection. We noted some grass or weeds sprouting through cracks along the edge of the road in a few places. Some cracks on Powe St., west of the culvert, may need to be patched to prevent potholes from forming. 

Next Meeting

Early April. Date and time TBD.  

Adjourn

6:00 pm

Meeting Minutes, January 12, 2014

Meeting Minutes
January 12, 2014

Call to Order
5:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: none

Financial Report
Checking acct balance: $6500.98 (12/2013 balance. 1/2014 statement not yet received.)

CD balance: $5271.60

Bill from Lincoln County for Powe St. culvert replacemnt: $30,295.86

Old Business

Discussion of payment method for Powe St. culvert:

- FEMA will pay 75% of total, or $22,272. 

- Silver Sands residents are responsible for the remaining 25%, or $7574. 

- We reviewed and approved a  "pass the hat" letter to ask neighbors to come up with the remaining 25%. We are requesting $175 per lot. Based on previous participation rates, this will meet our requirement. Any excess will go into the SRD's fund for emergencies.

- Seal Rock Water District has not responded to requests to recent queries regarding repair of asphalt they damaged during water line replacement. They previously stated their intention to bundle our job with others in the area to save costs. It is not paving season. 

New Business
- We are waiting for a bill from the Special District Association of Oregon (SDAO) for membership and insurance. The bill is expected to be about $750.

- We signed an acknowledgement of policy statements. 

Next Meeting

Early February. Date and time TBD.  

Adjourn

6:00 pm

Meeting Minutes, December 7, 2013

Meeting Minutes
December 7, 2013

Call to Order
5:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: none

Financial Report
Checking acct balance: $6500.98

CD balance: $5315.73

Received from Lincoln County (tax distribution): $4074.42

Paid to OR Government Ethics Commission: $41.28

Paid to flex lease loan for paving (semi-annual): $988.75

Old Business

Discussion of payment method for Powe St. culvert:

- We are still waiting for a bill from Lincoln County. They are conducting an internal audit, which is slowing down their billing process. We expect the bill to be ~$30k. FEMA will pay 75%. 

- Rick drafted a "pass the hat" letter to ask neighbors to come up with the remaining 25%. We reviewed and approved it. The dollar value to be requested will be finalized when we get the bill from the county.

New Business
- Alex Derr has volunteered for another term. Sue and Rick approved and signed his renewal application to the county.

- The tax distribution we received from Lincoln County is based on a total neighborhood taxable assessed value of $7,000,680.

- We received a questionnaire from the US Census Bureau, but it does not appear to apply to an entity such as ours so we deferred it. 

- We discussed the possibility of erecting or procuring a bus shelter. We decided this is not within our charter or authority as a road district, but it is worth discussing among the neighbors to see what can be done as a community effort. 

Next Meeting

Early January. Date and time TBD.  

Adjourn

6:00 pm

Meeting Minutes, October 18, 2013

Silver Sands Special Road District

Meeting Minutes
October 18, 2013

Call to Order
4:00 pm

Members Present: Rick Hill, Alex Derr, Sue Valentine

Members Absent: none

Financial Report
Checking acct balance: $3456.

CD balance: $5286

Old Business

- Review of Powe St. Culvert replacement activity. Culvert replacement was completed last weekend and paving was finished this week. We visited the site and it looks very good. We met with Jerry Smith at the site. Jerry will work to re-install the guard rails. (p.s. At the time of transcribing these minutes on 10/20/13, the guardrail replacement was complete.)
Photos of the culvert replacement process are on Flickr: http://www.flickr.com/photos/alex1derr/sets/72157636505828215/

- Review of areas of pavement that Seal Rock Water District (SRWD) is responsible for re-paving as part of the pipe replacement project. Rick has been in touch with SRWD to move this process along.

New Business
- Sue Valentine's application has been approved by Lincoln County, and she is now an official member of the Silver Sands SRD. Welcome, Sue!

Next Meeting

Early December. Date and time TBD.  

Adjourn

5:00 pm

Public Notice: Budget hearing, 2013-2014: June 28, 2013

Silver Sands Special Road District

Annual Budget Hearing

Call to order: 
6:00 pm

Members Present: Rick Hill, Alex Derr

Provisional member present: Sue Valentine

Others present: none

Financial Report
Our loan payment has been submitted to US Bank for the road paving loan.

Old Business

none

New Business

Sue Valentine's application for a 3-year appointment to the Silver Sands SRD is under review by Lincoln County Commissioners. 

Budget Hearings

The following documents were presented, reviewed, discussed, and approved in the course of the meeting.

Public Notice of Budget Hearing

Notice of Budget Hearing, Form LB-1

Budget Calculation

Special Fund Resources and Requirements, Form LB-10

Notice of Property Tax, Form LB-50

Adjourn

7:00 pm

Meeting Minutes, May 5, 2013

Silver Sands Special Road District

Meeting Minutes
May 5, 2013

Call to Order
6:00 pm

Members Present: Rick Hill, Alex Derr

Members Absent: none

Others Present: Sue Valentine

Financial Report
Loan payment submitted for road paving (US Bank).

Old Business

- Review of Powe St. Culvert replacement plan. OR Emergency Management (OEM) plans to include this project in their May proposal package to FEMA. OEM is working on a cost/benefit analysis. Lincoln County would be willing to do the work if funding is approved, or the Special Road District could manage it ourselves. 

- Review of Seal Rock Water District (SRWD) pipe replacement. Work is complete except for the paving. 

New Business
- Welcome new member, Sue Valentine. Sue has generously volunteered to join the Silver Sands SRD. Her application is in process and we expect it to be approved soon. 

- Annual Physical Hazards Review and Road Inspection. Completed this past month by Rick and Alex. The beaver has tried piling sticks in the culvert, but it has not posed a threat to stream flow in the culvert. 

- Budget process begins this month. Rick is working on it. 

- Sinking pavement at Hwy 101 intersection. The contractors working on the water pipe replacement have  told us that the sinking pavement is likely due to a collapsing culvert parallel to the highway, and this culvert is probably owned by ODOT. The contractors have helped us out by leveling the entrance with some fill, but eventually ODOT will have to fix this. 

Next Meeting

6/8/2013, picnic table at 1624 Sarkisian.  

Adjourn

7:00 pm