Meeting Minutes January 2024

 

 

Meeting Minutes, January 23, 2024
 
CALL TO ORDER
January 23 @ 5:45 PM
Location: Rick’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member at large: Mary Hill
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* November 2023 Minutes approved (No meeting held in Dec 2023)

FINANCIAL BALANCES
* First Security Bank Checking : $ 5,608.13
* LGIF: $53.14

*Cash: $384.68

* Total Funds: $6,045.95

 

Insurance payment of $1,174.00 will be made from the funds above. This is anticipated to be the largest expense of the coming year for Silver Sands Road District.

 

Amanda was reimbursed for paving materials she had purchased for the road maintenance accomplished earlier today by our work crew.

OLD BUSINESS

     

 *Road Repair Plan 2024. As noted in last month’s notes, the road has been sinking just to the east of the bridge on Sarkisian. We accomplished the repair ourselves on January 23 (today).

 

*Powe. There are places on Powe that the road is cracking. This cracking looks like an alligator skin pattern. We plan to repair these ourselves also.

 

*Work Party Planned. We plan to have a neighborhood work party to trim and clean the edges of the pavement, and to clear the easements that have not been cleared by owners. A workday, or workdays, will be planned in the late spring for this task.

 

NEW BUSINESS

 

* The members acknowledged that they have reviewed and are cognizant of our road district policies.

 

NEXT MEETING:

*Feb 29 @ Amanda’s House

 

ADJOUNMENT:

*6:30pm

 

 

No Meeting Dec 2023

 No meeting was held in December 2023

Meeting Minutes Nov 16, 2023

 

 

Meeting Minutes, Nov 16, 2023
 
CALL TO ORDER
November 16 @ 5:30 PM
Location: Jonathon’s House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent:
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* October Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 6,248.13
* LGIF: $52.70
* Total Funds: $6,300.83

OLD BUSINESS

    

* Patton Property. No new changes. We are continuing development activities.

 

 *Road Repair Plan 2024. As noted in last month’s notes, the road has been sinking just to the east of the bridge on Sarkisian. Rick has obtained a contractor estimate for road repair. The contractor estimate was high, and it is determined that we can accomplish the work ourselves.

 

 

As noted previously, this will include:

1) Cutting the surface of the damaged roadway, removing it and hauling away.

2) Adding gravel, smoothing and tamping it down

3) Laying paving stones

The contractor estimate was $6500 from Ground FX 

 

Rick has contacted several local outlets for pavers designed to withstand vehicular traffic. Barrel Head Builders carries the stones at the best price.

 

There is also a spot on the road on Powe near the bridge needing repair. We can repair this ourselves using cold mix asphalt.

 

*Easement maintenance. A workday, or workdays, will be planned in the spring for this task. Amanda and Rick will send message to the neighborhood with optional dates and times to solicit work party volunteers.

 

NEW BUSINESS

 

*New construction. A large new home is under construction on the West end of Powe.

 

NEXT MEETING:

*Jan 23 @ Rick’s House

 

ADJOUNMENT:

*6:30pm

 

 

Meeting Minutes Oct 26, 2023

 

Meeting Minutes, Oct 26, 2023
 
CALL TO ORDER
October 26, 2023@ 5:30 PM
Location: Amanda's House
Members present: Rick Hill, Jonathan Hoy, Amanda Williams
Member absent: Greg Coar
Neighbors present: None
 
APPROVAL OF PREVIOUS MONTH MINUTES
* September Minutes approved

FINANCIAL BALANCES
* First Security Bank Checking : $ 631.58
* LGIF: $52.48
* Total Funds: $684.06

OLD BUSINESS

* SDIS Best Practices. Rick has completed the first pass of the SDIS Best Practices form. SSRD will qualify for at least a 6% discount on our insurance premium. Rick is looking into online training options to qualify SSRD for an additional 2% discount. 

   

The topic this year is Disaster Preparedness. Rick has begun to prepare a Crisis Policy for SSRD.

 

* Patton Property. We are continuing to monitor development activities on this large property on the south border of Silver Sands. In the past several years development attempts occurred which would significantly impact our development and the wetlands environment a negative way. (eg. use of our roads for enter/egress, illegal filling of wetland ponds). SSRD has employed legal means to stop these activities.

 

Jonathon has documented/photographed road building, culvert development and clearing activity on the Patton site. He has also determined through the Lincoln County Planning Department that no development permits have been issued for the property. We will continue to monitor the property and activities there. We will also continue to check on permitting or lack of it at the Planning Department.

 

NEW BUSINESS

 

*Road Repair Plan. As noted in last month’s notes, the road has been sinking just to the east of the bridge on Sarkisian. Rick has obtained a contractor estimate for road repair.

 

This would include:

1) Cutting the surface of the damaged roadway, removing it and hauling away.

2) Adding gravel, smoothing and tamping it down

3) Laying paving stones

The estimate was $6500 from Ground FX 

 

The board has determined that we can rent equipment and buy materials to complete the work ourselves with an SSRD work “party”. This will save a significant amount of money which will be applied to road repair projects that we cannot perform. The most critical such repair is the surface resealing of or now 15 year old roads. Rick is developing a three-year plan for this work.

 

*Easement maintenance. As noted last month, 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 in the spring for this task.

 

MEMBER AT LARGE REPORT

 

*Greg Coar commented on the wonderful job of the SSRD Board. He noted that no other road district in Oregon is as well organized and operated. He offered kudos to current, former and future members, in particular the Board President, Rick Hill.

 

NEXT MEETING:

*Nov 16 @ Jonathon’s house

 

ADJOUNMENT:

*6:30pm

 

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