1. First
order of business tonight was to swear in the new Road Commissioners.
Amy Graham gave the Oath of Office to Troy Sathe, Michael Smith, Fred
Hilden and Jerry Curran.
A.
Call
to Order and Roll Call
The meeting was called to order at
6:30 p.m.
by
Chairperson Quandt. Patty
Pennel called the Roll.
Present: Robert Quandt, Keith Herring, Troy Sathe,
Michael Smith, Jo Owen, Fred Hilden, Jerry Curran and Patty Pennel,
were present. There were no absentees.
o
Robert Quant, Road Chair, welcomed all the new Commissioners to the
Roads Department.
o
Everyone stood to face the flag and said the Pledge of Allegiance.
B.
Approval of Minutes –
December
15, 2008
Action
The
minutes were approved by the appropriate retiring 2008 Road
Commissioners. Mike Smith made a motion to accept the minutes as
approved by the retiring 2008 commissioners. The motion was seconded
by Fred Hilden. The minutes were unanimously accepted with no
objections by the 2009 Commissioners.
§
Chair Quandt, wanted to be sure that all the Commissioners read the
Dunes
City
comprehensive plan, Master Roads Plan and the Dunes City Code of
Ordinance as needed. He
just wanted to make a note that these things are very important to be
familiar with and there are different hierarchies involved with these
ordinances. The Dunes City Comprehensive plan would be of first order
and then the Master Roads Plan and Dunes City Code of Ordinance would
be the second order.
§
The second item he wanted to talk about would be for informational use
only. He will start giving the Commissioners information and documents
that are part of public record, so they can begin to familiarize
themselves with other issues regarding the roads funding programs and
the allocation of funds for City Attorney's to maintain the
Dunes
City
road system.
Chair Quandt will begin streaming those documents to the
commissioner's, so they will be able to answer any questions as they
come up.
§
Mike Smith had a question on the appropriation of Roads Funds for
Attorney fees, etc. He said that it looked pretty clear that
Dunes
City
falls under
the section of a "
Small
City
"
clause, with population of less than 5000.
This section allows a "
Small
City
" to use
the Road Funds however the City deem necessary.
§
Please note that any questions regarding
Green Gate
Road
should be
directed to Amy Graham, City Recorder.
§
Mike Smith wanted to know why the Road funds were used for
Green Gate
Road
, when it
isn't a City road. Amy responded by saying that the Road funds were
only used for the blocking of the road by locking the gate. She said
that the other legal fees came out of the general funds. It's still
considered a road, whether it be public, private or county.
C.
Citizen Input
None
D.
Correspondence
A copy of Judy Bedsole's email to Chair Quandt was discussed.
Chair Quandt gave the new Commissioners a short history on the issues
related to
Mrytlewood
Drive
and the
concerns of the residents. Chair Quandt said that it appears this is a
non-issue right now. Chair Quandt said that the reason this history is
in the packets is so we can be informed and able to communicate on
this subject. This is an issue that may or may not come up in the
future. Commissioner Owen asked if Judy has said or done anything in
writing about closing
Mrytlewood
Drive
? Chair
Quandt that he was not aware of any formal actions taken by Judy
Bedsole. Jo Owen wanted to
be sure the City understands that it cannot get involved in
personalities and rumors.
E.
Unfinished/Old Business
Bruce Hubert,
5666 Peninsula Road
,
Dunes
City
.
Bruce was at the meeting and came up to the microphone to speak
about the erosion on the City Right-of-Way easement that is beyond the
Cities paved and improved road. The Road Commissioners are going to
meet with Bruce and have a site review and discuss whether the City
and any responsibility to repair the erosion in the rough terrain near
the water system that supports five households. Rob Quandt asked Bruce
if there are any survey' or markers that we can see. Bruce thinks that
at one time Rob Ward did a survey.
Keith Herring wanted to say that
Peninsula
is an
un-improved
City Road
, as such the
City may not be responsible for any maintenance whatsoever.
F. New
Business
Amy Graham,
City Recorder, wanted the Commissioner's to feel comfortable
contacting the office for any questions they may have. Also, the Roads
Department is required to do a timesheet for any site reviews and
meetings. It is important to let the Road Secretary know when you have
a site review. The timesheet needs to state, who went, date and how
long the Commissioner's were there. It is very important that Road
Secretary document the time and get the timesheet to Amy monthly, and
she will provide it to the Insurance Company if requested.
Also, the Commission needs to elect a Vice-Chair this evening.
Commissioner
Sathe nominated Jerry Curran to be the Road Vice-Chair. Fred Hilden
seconded the motion. Jerry accepted the nomination and the Commission
unanimously voted in favor of Jerry Curran for the Vice-Chair.
The City
Recorder also suggested that we send our agenda to the Web Master to
be posted. That way the citizens can know what the Road Commission is
discussing, and be able to decide if they need to come to he meeting.
Also, we need to create an "interested party" list.
When we send out information from this list, we can make a note
on it that if the citizens don't want to be on this list, they can
opt-out. The agenda's are sent via emails.
Commissioner
Owen wanted to ask about the statement in the Master Road Plan (MRP)
that says we don't have to get a
PO
if the
amount is under $50. Amy
said that any money that is going to be spent has to have a
PO
attached to it. She can sign anything from $50 up to
$250, anything over $250 the Mayor will have to sign the
PO
. Chair
Quandt believes that the
PO
is more of
an administrative item rather than an authority item. Amy said that in
the MRP it does say that the Chairperson of the Road Commission can go
out and spend up to $2,000 dollars without authorization. That is
something Amy believes should not be allowed. We know that there are
emergencies that come up and she knows that Chair Quandt would
communicate with Staff about what was going on in case of an
emergency. The Office would take care of an emergency
PO
. It was
concluded that the MRP is in need of updating. The last update was 5
years ago.
Amy suggested
that the new Road Commissioners read Robert's rules of order and
become familiar with meeting procedures. Amy wanted to make sure the
Commissioners understand that they can contact the office at anytime
with any questions and we will be more than happy to help them out and
if we don't have the answer, we will research information and find the
answer. Amy wants to keep the lines of communication open between all
her commissioners and staff.
Keith asked a
question about the $50 limit. He had to take the City chain saw in for
repair and did not know a head of time how much it would cost. It
ended up costing just over $50 to repair.
Keith didn't know he would need a
PO
, because he
didn't know what it would cost. In this case the City has an account
with the repair shop and Amy was able to do a
PO
after the fact.
The
following list was briefly discussed and explained by Chairperson
Quandt as projects the Roads Commission may be working on to improve
the functionality of the Roads Department.
a)
Planning
Commission Liaison To Roads Commission
§
Lee Riechel has been performing the job as planning liaison to the Road
Commission and he is not on the Planning Commission this term. We have
a Planning Commission meeting coming up and they will be assigning one
of their Commissioners to be the liaison to the Road Commission.
b)
Creation
of institutional memory in general
§
Chair Quandt stated that this department doesn’t have institutional
memory. We will create it under a lot of different programs that we
design and implement including Document Control and inventory lists.
One of Chair Quandt's goals is to turn the Road Room into a Road
Department. We need to be able to pass on information easily to the
people that come to this office after us. All this belongs to the
citizens and we are just carrying this baton temporarily. Then we will
be passing it on. We need the City to have permanent control of the
items, issues and information within it.
c)
Creation
of procedures and protocol
§
When we determine as a group what the proper procedure is following a
certain subject, we are going to record it in a procedure book. Down
the road we should end up with a reasonably complete procedure book
that covers different subjects and issues.
Rob and Patty along with the Commission will determine what
these procedures will look like. This
will, of course, take time, but parts of it will be generated right
from the start.
d)
Create
and Implement Document control system
§
Document control is one of the most important things we can do as
Commissioners and Councilors. All information we receive at City Hall
should have a record and be stored here. Chair Quandt would like all
the Commissioners to familiarize themselves with the currant Road Room
organization to see where we are starting from.
e)
Roads
Department Inventory
§
We will be putting together an inventory of what the Roads Department
has purchased for Dunes City Roads. Right now we don't have a
inventory record of what the Roads Department has purchased.
Everything we buy or create while we are here will be stored at City
Hall. Jo Owen said that most of equipment the Roads Department uses in
owned personally by the Commissioners. Commissioner Sathe said that
when they went out on a work party, the Commissioner's all brought
their own shovels, gloves, etc. Keith said that as far as he knew the
City bought two chainsaws, one telescoping trim saw. Chair Quandt will
look into getting the items not personally owned returned to the city.
f)
Creation
and implementation of a pavement management system
§
We have a volunteer Gary Baker who is very familiar with pavement
management systems. This system will keep track of all the
problems with the roads. It also, gives you examples of how to rate
the levels of degradation on the road. It helps to determine what
types of remedies needed for the different levels of maintenance.
We should be better equipped to manage our budget based on the
real information on the ground. Chair Quandt let the Commissioners
know that he will get more involved and learn more as he gets familiar
with the program. This is a software plan that is very inexpensive and
Gary Baker is willing to put it together for free.
§
Commissioner Sathe had a question on the 2008 chip sealing project.
Chair Quandt said we are looking into whether chip sealing is
the right remedy for all the roads on the list? The best plan would be
a wide variety of remedies suited for each particular issue as it
comes up.
§
Commissioner Sathe also wanted to get some information on street
sweeping in
Dunes
City
. Chair
Quandt will look into the cost of sweeping and put it into our
schedule if needed. Keith Herring can't remember the streets being
sweep over the past several years. Commissioner Sathe believes that
sweeping the streets once or twice a year will save money in the end
by extending the life of the streets.
§
Commissioner Sathe made a motion that we look into having
Lane
County
sweep the
streets twice a year and to inquire about historical requests from
them. Commissioner Owen
seconded the motion. Motion
was carried unanimously.
g)
Modify
and legally pass Master Roads Plan
§
The Master Road Plan (MRP) is a flawed document and needs to be updated.
We will have to have some work sessions to have input and update the
MRP. Chair Quandt said
there is much to fix on the MRP. The
Roads Department will need to look into whether this document was
legally passed and sent into the LCDC 45 days prior to the City
Council approving the document. There were some amendments that needed
to be added and the Roads Department isn't sure those were ever added
and needs to be researched. Also, we will need to look at the
historical minutes to the passing of the MRP. The question was asked
that if procedure to approve this manual was not followed, then is the
document invalid?
§
Commissioner Jo Owen wants the Roads Department to validate what streets
belong to the City and which streets are private. There seems to be a
discrepancy on this issue. The road list for 2004 and 2007 do not
match up, in fact there are more roads on the 2004 list than the 2007
list.
h)
Discuss
communications with public- Website
§
Chair Quandt said that our Road Commission would like to get their own
section just for the Road Department on the website. He would like a
section on the Web where the public can ask questions and give some
input on various issues. A place where the Road Department can post
and answer questions.
i)
Work
parties
§
Chair Quandt said that there will be times when our commission will need
to take care of small issues, such as clearing a small tree or clear
some brush. The Commissioner's need to think about this and get back
with Rob on whether or not they want to be on the Roads work parties
and what they can contribute.
j)
Begin/Organize
Site Reviews
§
Chair Quandt wants the Road Commission to be able to make an informed
decision when a resident asks for a certain kind of permit. Chair
Quandt wants to be able to supply the Commission with the
documentation and information they need to make an informed decision
at the Road Commission meetings. Mike Smith suggested that the
Commission get at least 24 hours notice before a site review. Chair
Quandt would like to get our packets out earlier, so that the
Commissioners can have time to have designated site reviews. It can be
an informal scheduling of site reviews.
k)
Informed
decision making
§
Chair Quandt wants to be sure that all the Commissioners have enough
information to make their decisions. If a Commissioner needs more
information in order to make a decision, all Commissioners will
benefit.
l)
Funding
the Roads Program
§
Chair Quandt wanted to make sure all the Commissioners know that we have
lost our Timber payments to the City. Chair Quandt said that there are
many Grants we need to be aware of and prepare to send in
applications. We just want to be sure that the Road Department doesn't
miss any chances to receive money for the City roads. We have a couple
of Grants that should have already been in the works by last year but
nothing had been generated or requested. Chair Quandt said that he is
going to try and work with ODOT on at least one of these Grants, where
a proposal is due by the end of January.
§
Chair Quandt informed the Commission that we have a
new City
Engineer on
board with
Dunes
City
. The new
Engineer is Mike Dees from Dyer Engineering, and is very competent
with a range of specialties.
§
Chair Quandt said that a lot of the money that could be realized now,
and had to be generated by the people that were here before us. There
really isn't anything we can do about missing last year's
opportunities, but we surely won't be missing next years.
§
Chair Quandt said that we have allocated a certain sum of money for road
emergencies this year.
m)
Discuss
individual contributions of Commissioners
§
Chair Quandt wanted to discuss this briefly. Basically, this discussion
is for the Commissioners to decide what contributions they feel
comfortable with doing such as the work parties. Chair Quandt just
wanted to plant the seed now and he will talk individually talking to
each of the Commissioners.
n)
Contact
list for Roads Department
§
Patty handed out the list and found there were a couple of phone numbers
that needed to be corrected.
o)
Input
on revising Roads Inspector Job description
§
Chair Quandt wanted the Commissioners to make suggestions on the job
description for the Roads Inspector position. We are looking at all
the job descriptions of city employees. Commissioner Sathe expressed
his concern of adding new responsibilities to the position without
compensation. Chair Quandt wants the Commissioners to take a look at
the job description for road inspector in the MRP. Since it doesn’t
match what the role has evolved into we will need to discuss what that
roll should be. Keith needs to have a formal employment contract with
the City and the City would like to legalize his employment.
p)
Other
Goals from Commissioners
§
Chair Quandt wanted to know if there are any other goals the Road
Commissioners would like to bring up at this point. Maybe, some pet
project or anything they see that is important for the Roads
Commission to be working on. He will add it to the list and work on
whatever the issue may be. Chair Quandt said for the Commissioners to
think about it and get back to him at some later date.
§
Commissioner Sathe said that in the past all the Commissioners would
take a portion of the roads and make a report on the condition. The
Secretary would then compile all the reports into one document.
§
Chair Quandt believes that this is one of the reports that need to be
done as soon a possible. We also need to figure out how we are going
to classify what method we will use to measure the condition of the
roads. The old reporting method will need to be improved, as it
doesn't have enough detail. Chair Quandt also discussed putting all
this information into a database as a part of the Pavement Management
System.
G. Unscheduled
Items Not Listed on Agenda
A resident at
the meeting asked about Cloud Nine Road extension widening and who
would be paying the bill for this project. The Developer or the
Residents? Robert Quandt said that this would need to be put on the
agenda in order to get all the information necessary to come up with a
resolution.
H. Reports
Keith Herring Report
1/05/09
Ran Roads
1/08/2009
Ran Roads, cut limb on
Ocean Blvd.
1/12/2009
Ran Roads
1/16/2009
Ran Roads and checked
delivered packets
1/19/2009
Ran Roads and put up the
Sauter Drive
sign at Rob
Ward's place
Motion
was made to approve the Road Inspector Report. Unanimously approved
and carried.
Patty
Pennel, Road Secretary
No
Report, but wanted to welcome all the new Commissioners and told them
to feel free and call me anytime.
I. Adjournment
Meeting
was adjourned at
9:45 PM
THE NEXT REGULARLY SCHEDULED ROAD COMMISSION
MEETING WILL BEGIN AT
6:30 P.M
,
MONDAY FEBRUARY 23, 2009
(Moved back a week due to the Presidents Day
Holiday
)
____________________________
____________________________
Mr.
Robert Quandt, Chair
Patty Pennel, Road Secretary