Sunday, May 5, 2019

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

Tuesday, April 23, 2019

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

Sunday, March 24, 2019

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

Wednesday, February 27, 2019

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

Monday, January 14, 2019

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 30th

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

Thursday, December 6, 2018

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

Monday, November 26, 2018

Meeting Minutes, November 25, 2018

November 25, 2018
Jonathan Hoy's Residence

Call to Order

5:10 pm

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

Financial Report

Revenue check from Lincoln County received in the amount of $4,835.50
Paid loan: $5,706.25  (Loan Principle stands at approx. $20,000 after November payment)
Current Checking Balance: $1,780.14

Current CD Balance: $5,307.75

Old Business

1) Repair of Sarkisian Dr. depressions: We are monitoring these. They don't seem to be getting worse, the pavement is intact, and we do not have funds for a proper repair.

2) Speeding on roadways:  Committee discussed ongoing complaints from some neighbors that speeding in the neighborhood continues.  

Problem DescriptionThe neighborhood is posted with 15MPH speed limit signs, however Rick pointed out that 'legally,' 25MPH is the minimum enforceable speed limit in Lincoln County.  The general feeling is that those driving at faster speeds are contractors and service vehicles that are familiar with the neighborhood but do not live in the neighborhood as well as visitors who may be renting houses in the neighborhood.  

Discussion:  This continues to be a topic at road committee meetings and no hard solutions have become apparent.  Speed bumps were ruled-out in previous meetings due to restrictions on the design and installation of speed bumps, the aesthetics, and the cost.  Other ideas discussed in tonight's meeting include:
* Investigate borrowing a radar-activated Speed Display cart to be placed temporarily in the neighborhood in hopes of gaining the attention of drivers.  Jonathan feels from his experience as a police officer that this is only a very temporary solution and would be fairly quickly disregarded.
* Add movable speed warning signs that can be placed in various locations as needed.  Sue suggests highly visible color schemes for such signs.  One possibility is the silhouette signs with flag that are used in school crossing areas.
* Jonathan suggested replacing the current 15MPH signs with new larger ones.  Rick pointed out that the current signs are quite old now and in need of replacement. 
* The most unique 'out-of-the-box' suggestion came from Sue.  She suggested 3D paintings on the roadway that depict people in the roadway.  

3) Staining of 'bridge' / Culvert Railings on Sarkisian and Powe: Rick Hill and Jonathan Hoy took advantage of a dry spell in the weather to pressure wash and stain the railings on Powe Drive utilizing the Oil-Based stain provided by Sue Valentine, a pressure washer by rick Hill, and a paint sprayer by Jonathan Hoy.  The railings were pressure washed on 11/7/18 and stained on 11/12.   There was just enough stain to complete the Powe Drive woodwork.  It is tentatively planned to pressure wash and stain the woodwork over the Sarkisian culvert in the summer of 2019.

New Business

* Neighbor Stella reports finding trash deposited on the vacant lot that is for sale near her house.  It is thought that this refuse may be the result of bear activity on the street. 
* Three gun shots were heard approximately 2 weeks ago and it may be that the bear was shot.  No bear activity has been witnessed since then.

Membership 

Alex's resignation from the Road Committee has been received and Jonathan Hoy has submitted his application for the Road Committee to Lincoln County.  Awaiting word back from Lincoln County.

Next Meeting
December 9, 2018
Time and location TBD

Adjournment

6:12 pm