Meeting Minutes Sep. 14, 2023

 

Meeting Minutes, September 14, 2023
 
CALL TO ORDER
September 14, 2023@ 5:30 PM
Location: Alex’ Picnic Table
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* August Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 631.58
* LGIF: $52.28
* Total Funds: $683.86

OLD BUSINESS
* SDIS Best Practices Prog. See last month’s minutes. Rick continuing to review.

* Patton Property. Development has been observed. We need to know what is planned. In the past the owner has deemed access to our roads for egress and ingress.

We will monitor development & permits. How large/many homesites planned, wetland issues, and ODOT issues will be watched. Jonathon took for action.

 

NEW BUSINESS

*Road Repair Plan.

- Immediate problem is that the road has been sinking just to the east of the bridge on Sarkisian. Rick looking into the cost. He has an appointment with a local contractor for a repair estimate.

- Long term, Rick will begin development of a road repair/maintenance three-year plan. We aim to maintain the road incrementally, to stay within our yearly budget. A technique to repair current “crazing” spots on the road was discussed and will be looked in to. The plan would aim to repair and seal one of the three roads in the development each of the next three years.

- Easement maintenance. Shrubs and trees in several easements should be trimmed , and the edges of the blacktop should be scraped clear of impinging vegetation which is causing cracking. A workday, or workdays, will be planned for the future.

 

MEMBER AT LARGE:

*None present

 

NEXT MEETING:

*Oct 26 @ Amanda’s house

 

ADJOUNMENT:

*6:30pm

Meeting Minutes, August 24, 2023

Meeting Minutes, August 24, 2023
 
CALL TO ORDER
August 24, 2023@ 5:30 PM
Location: Rick's house
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: None
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* July Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 651.58
* LGIF: $52.08
* Total Funds: $703.66

OLD BUSINESS
* SDIS Best Practices Program. This program assists special districts to implement best practices to mitigate high exposure risk. A road district can receive up to a 10% credit on 2024 general liability, auto liability, and property insurance contributions. There are five opportunities to earn 2% towards the total discount.

These opportunities include the following:

1. Affiliate Organization Membership | Credit: 2%

2% credit for being a member of any of several affiliated organizations: DNA

2. Emergency Preparedness Plan | Credit: 2%

2% credit, your district must have an adopted plan in place in regards to emergency preparedness.

We intend to do this. Rick is reviewing.

3. Emergency Plan Checklist | Credit: 2%

2% credit for completion of the self-evaluation checklist in the Best Practices Survey.

We intend to do this. Rick is reviewing.

4. SDAO/SDIS Vector solutions Training | Credit: 2%

At least one (1) representative of the district must complete the online training.

We do not intend to do this. DNA

5. Emergency Management Plan Training | Credit: 2%

At least one (1) representative of the district must review the business preparedness three-step plan on the Oregon Department of Emergency Management website. Each of the following steps must be reviewed: before disaster strikes, when disaster occurs and after the disaster. 

You can access this plan online at:
https://www.oregon.gov/oem/hazardsprep/Pages/Business-Preparedness.aspx

Rick is reviewing. We may do this.

 

NEW BUSINESS

*Insurance Review. The Board reviewed our insurance coverage during the meeting and agreed to continue current coverage.

*Safety Grant. ADOA sent an announcement of Safety Grants.The board discussed the possibility of applying for a Safety Grant. After discussion, it was tabled. Grants must be matched by the district and it was decided that the neighborhood would not be willing to match funds.

*Paid Leave. SDAO announced the requirements for paid leave. This DNA to Silver Sands as we do not have paid employees.

*Secretary of State Office. The board has noticed an increase in administrative requirements from this office. Nothing has affected our workload yet. However, we noted to keep in mind that this may change in future.

Road Repair. The road has been sinking just to the east of the bridge on Sarkisian. Ultimately it will need repair. Rick has begun to look into the cost.

 

MEMBER AT LARGE:

*None present

 

NEXT MEETING:

*September 14 @ Alex’s Picnic Table. (At Jonathan’s in case of rain.

 

ADJOUNMENT:

*6:30pm

 MEETING MINUTES JULY 25 , 2023
 


 CALL TO ORDER


July 25, 2023@ 5:30 PM


Location: Alex’s Picnic Table


Members present: Rick Hill, Jonathan Hoy, Amanda Williams


Member absent: None


Neighbors present: Jennifer Williams
 


APPROVAL OF PREVIOUS MONTH MINUTES


* May and June Minutes approved. 



FINANCIAL BALANCES


* First Security Bank Checking : $ 631.58


* LGIF: $51.90


* Total Funds: $683.48



* Note that a previous $81.26 for an unneeded book of printed checks was charged to our account, and  the book of checks were returned to the bank. The charges have now been reversed,



OLD BUSINESS


*Easement issue at south end of Sandy Dr. There are no new developments. The board is aware of the situation, but has no jurisdiction in it.


* 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.


*Concern of Sarkisian resident of standing water along the easement of a lot that was cleared several months ago. The was not a culvert put in to allow proper drainage along the road.. Rick wrote to the owner of the lot, who lives out of town, explaining the drainage issue and that a culvert will be required. The neighbor stated in a return email that the problem will be corrected.



NEW BUSINESS


*We have new neighbors on Powe Dr. Alvin and Sharon Dextor.


* The Oregon Sec Of State Office re: in lieu of audit. This has been addressed. The required forms and budget accounting has been submitted online. However it was suggested that we also send by manually filled out PDF form.


*Inquiry from SDAO membership services. This concerns the Best Practices Program. Because we are so small, the program does not benefit us. Observing the required actions costs more than it save our road district, with the exception of the Emergency Preparedness Safety Evaluation, which we will observe.


*Workers Comp Option. This does not apply to us, as we have no employees.


*Inquiry from Oregon Treasury. We have submitted the required information, and it has been received and acknowledged by the Oregon Treasurer.
 


MEMBER-AT-LARGE REPORT


* Jennifer Williams reports that there are several new neighbor dogs in Silver Sands. There has been a little excess barking as they all learn each others’ signal barks. This excess barking has now subsided, including Jennifer’s.
 


NEXT MEETING
* August 24, 2023 at Rick’s House.
 


ADJOURNMENT
* @ 6:30 PM





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