.

February 23, 6:30 PM

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A. Call to Order and Roll Call

The meeting was called to order at 6:33 p.m. by Robert Quandt. Patty Pennel called the roll call.

Present: Road Commission Chairman, Robert Quandt, Commissioner Jerry Curran, Commissioner Fred Hilden, Commissioner Troy Sathe, and Commissioner Jo Owen.

Commissioner Michael Smith is excused

Others Present:

Road Secretary Patty Pennel, Road Inspector Keith

Herring, David Bellmore as the Planning Liaison to the Roads and 2 members of the community.

 

B. Pledge of Allegiance

The Road Chairman, Road Commission, Staff, and citizens present joined in the Pledge of Allegiance.

C. Approval of Minutes – January 19, 2009 Check on Jo Owen last name and be sure it's Owen and not Owens

 

Jerry Curran made a motion to approve the January 19, 2009 Dunes City Road Minutes as presented. Fred Hilden seconded the motion. The motion was carried by 4 ayes, 0 nays and the Minutes were unanimously approved.

 

D. Citizen Input

George Burke, 4838 Lake Blvd. Westlake, Continues to be involved with the Roads Commission in trying to get a resolution and work done on Lake Blvd., Fish Mill Way and not have it dropped again. George started coming to the Road Commission about seven years ago and he has had numerous experiences with work being done out there. He hopes the Commission can move along and fix the big holes in the road and come to the resolution on fixing the drainage on the west side of the road. He said he is the squeaky wheel and after seven years he would like to get his house finished and completed with the landscaping and everything done. He said he knew it wasn't the fault of the current commissioners, but it has taken seven years of going back and forth, and it seems that there isn't going to be a resolution with Fish Mill Lodge, so he needs to get his side of the street done. George is here to implore all Commissioner's to come up with a plan to complete this project and he is willing to help in any way he can in order to finish his house that he started in 2003.

E. Unfinished / Old Business

Regarding Bruce Hubert on Peninsula Road.

· Bruce wanted to know if Dunes City was responsible to take care of his water system and protect it from any erosion that occurs on the Cities easement. This easement at one time was going to be extended and improved to meet up with what is now Collins Loop. Records show that the City decided not to continue the road and didn't know if they ever would complete the road. Bruce has been asked to give the City any documents he has that can support what he is asking of the City. If Mr. Hubert wants to work on his water system and try to protect it, he can apply for an excavation right-of-way use permit. Commissioner Hilden wanted to know who participated in the inspection of the right-of-way? Chair Quandt said that it was informal and that he went to look at this undeveloped road and at first it looked like the road ended where the pavement ended. It turned out that the un-improved road ended way up at the top and goes down into a canyon (the unimproved right-of-way). At this time we can't justify spending any money on it since it's a unimproved area. Commissioner Sathe asked if we are ever going to put a road through the cities right-of-way? Chair Quandt said that we will leave the option open in order improve that area, since the City does have a right-of-way and there was at one time a plan to connect those two areas. Commissioner Sathe asked if we wanted to vacate? Chair Quandt replied that the City does not intend to vacate the property, but just give Mr. Hubert a permit so he can work on it and we would still maintain the right-of-way.

· Chair Quandt refered to the sample documents of the Pavement Management System (PMS), created by Gary Baker (volunteer) included in the packets. The first sample is the one titled for Lincoln California by Gary Baker. Gary Baker is in California and couldn't make it back here to give us a summary about the Pavement Management System (PMS). Since Gary could not be here, Chair Quant will give a brief summarization of what a PMS is, etc. It's a good summary to get familiar with on why a PMS is important. It discusses pavements, degradation of materials. Chair Quandt said that in managing the PMS they (meaning the metropolitan transit authority) have come up with deterioration curves based on how pavement deteriorates over time. In using those curves based on how pavement deteriorates over time in certain conditions and by using those curves you can estimate what types of remedies are needed for pavement systems in 1 – 5 or so years. This is the system many cities use to plan ahead on the repair of their roads. Chair Quandt talked about the various ways you could save money while also doing the correct maintenance for the roads. Chair Quandt said, it's up to us to determine which roads to fix and the level of maintenance for those roads.

· Also in the packet is the Pavement Management System (PMS) created for Dunes City by Gary Baker and Chair Quandt. Both of them spent many hours driving the streets of Dunes City collecting data required to create a PMS for Dunes City. Gary has done remarkable work and basically put this project together for us for free.Gary has done this type of work for at least seven years in other cities. Chair Quandt talked about the PMS for Dunes City and he had the Commissioner's follow along with the created document. Chair Quandt wanted the Commissioners to know that this is a work in progress and this document has a number of different spreadsheets that is basically a database sorted in a couple of different ways. Chair Quandt went through the different spreadsheets with the Commissioners and walked them through the process. Chair Quandt wanted the Commissioners to see that there are limitations on chip sealing and went on to explain the system. He talked about the cost effectiveness and different remedies for the roads. Everything can be tweaked and adjusted to fit Dunes City. Gary Baker already has done a lot of work to adjust this system to Dunes City. This system gives the public a chance to look at this plan to see when their street will be worked on and see how it allows Dunes City to forecast budgets for the year. This is a good base to work off of and we wish Gary was here to thank him for all his hard work. Another thing the PMS represents is by bringing Dunes City into the same playing field as other well funded cities. Last year the Roads Commission had over $400 thousand dollars budgeted to chip seal about a dozen streets. This system will take the same amount of money and by spreading it over 5 years, Dunes City will be able to fix all the city streets instead of just a few of them.

Chair Quandt didn't want to leave out any of the projects and he wanted to include Fish Mill Way by year 4 and wanted to let the Road Commission know that we have budgeted over $100,000 for this project. The only information Chair Quandt has to go on is the McCallister engineering documents acquired about 2 years ago. Commissioner Hilden was asking about the cost for Fish Mill Way. Chair Quandt said that Fish Mill Way isn't going to be just a reconstruct. We might need retaining walls, etc. The earlier estimate from Mike McCallister (engineer) doesn't match with the reality of the situation and no other engineer seems to agree with the original estimate for Fish Mill Way. Instead of $30,000, it looks more like a $100,000 job. Right now it's a placeholder, so we don't leave anything out. This PMS Summery is just a basic plan to get us started. We will evaluate and justify and put in our year 1 plan.

Chair Quandt said that until we learn something different, this is what we have to do. Commissioner Hilden and Commissioner Sathe agree that this is a good plan. Commissioner Hilden asked if we found out about what streets Dunes City really owns and also wanted to know if we resolved this issue. Chair Quandt said that for now any questionable streets were left off of this list. Chair Quandt will send the PMS spreadsheet to all Commissioners. Commissioner Curran wanted to know if the inflation costs are included? Chair Quandt said that this is just a baseline to start the process. Inspector Keith and Commissioner Owen wanted to know what kind of road work were we going to do, because if you slurry the streets, then you can't drive on them for a couple of days and that's going to be a problem. Chair Quandt said that none of this is set in stone or any of the other the types of remedies we will be using. Chair Quandt said that we have so many ways to repair the roads with this system. Commissioner Owen said that they had to wait about a year for the overlay and then 6 or 8 months to do the seal on the streets where she lives. Commissioner Sathe asked if we could see the Fish Mill project done in year 2 because the cost might double in year 3 or 4. Chair Quandt said that something needs to be done on Fish Mill and finding a solution could be a challenge.

Chair Quandt doesn't want to overburden anyone with tasks, but wants to split the Commission into task groups. Chair Quandt has penciled in some names for the various tasks that the Commissioners may have an interest in participating. The first one is Document Control—Fred is the lead for this group. The second is PMS – Troy agreed to head that one up. The third is Grants and Revenues and he has Mike listed and will talk to him about this task. The fourth is the road inventory/ legal and he thinks Jo Owen would be a good choice for that one. The Master Road Plan (MRP) division would have Jerry as the lead. The MRP revision will be a long term goal that needs everyone's involvement. Chair Quandt put Fred down for Communications and websites. The Road Maintenance has Keith as the lead. Troy, Jerry and Rob want to help with this group. Chair Quandt will finish with multiple phone calls after the meeting.

· Funding for the Roads

Chair Quandt wanted to update the commission on the grant prospects. Right now the County is only giving out money to major collector streets and Dunes City doesn't have major collector streets. The cities under 5,000 people are being left out of this kind of funding. Dunes City has major collectors that are maintained by the County, such as Canary Rd. Chair Quandt worked many hours on a proposal only to be refused because of this and was concerned that his time and effort were wasted. Commissioner Hilden believes that because of his effort, the County now knows who we are and that we have someone to push for money. Inspector Keith said that maybe the small cities need to group together to form a big city to qualify for the funding. Chair Quandt said that in fact just today the Florence Mayor dropped off a document on just that subject.

· Road Inspector Position description was touched on last meeting and Chair Quandt said that he has now arranged with Inspector Keith so that he is only running the roads once a week and meeting with Chair Quandt once a week in order to work on other issues and projects that need solving. However, we still need to be thinking about revising this job description in the MRP. Commissioner Sathe asked Inspector Keith should be more involved in his job description, since he knows more about what the job requires. Chair Quandt has talked to Keith about this and he will have as much or more input on the job description.

F. Correspondence

Nothing this month

G. New Business

Chair Quandt wanted to discuss briefly updating the road permits.

Some of permits don't have the right wording on them and some permits we need don't exist. One example would be the PUD. When they need to put up a pole and need a temporary right away use permit, they can't afford to wait a couple of months. We need to find a way to streamline the process so in these instances the permit can be obtained in not more than two weeks. Commissioner Sathe was concerned about a time frame for work after the permit is issued. Right now there are no consequences for not completing the job in a reasonable timeframe. The City need to discuss the possibility of imposing a fine levied against the permit holder if work isn't completed as stated on the permit timeline.

· Roads Budget

We have two funds, the State Fund and the City Fund. Information on these funds is included in the packets. Commissioner Hilden wants to know when the budget process will need the information on the projects and the funds we will need. Chair Quandt said that we have about a month to gather the information and he feels that will be plenty of time.

 

H. Unscheduled Items Not Listed on Agenda

No unscheduled items

I. Reports

· Keith Herring, Road Inspector

Keith noticed that the rain had left pooling of water where the culvert at 5174 Russell Drive is clogged and was never cleaned out. If you clean out the culvert, the water is going to run right into the property. The property owners and contractors have been made aware of the culvert in the past and know about the culvert and water run off.

It was decided that we need to get the documents in order and send out a letter to the property owner to let them know that this culvert will be cleaned out and the water run off will go onto their property.

· Patty Pennel., Road Secretary (Report on Action Items)

Action Item: Earhart Rd Repair

· PUD installed an underground service to Mark Harrison on Earhart Rd. around Nov or Dec. of 2008. I called PUD and talked with Robyn about repairing the cut that was made across Earhart Rd. She said that they hadn't completed the job, but should be complete very soon.

Action Item: Woodland Way Patching

· Leisure Excavating had permission to cut across 83566 Woodland Way for Drain field lines last May of 2008. I talked with Terry at Leisure Excavating and she said that Gary Rose (Owner) has the patching at the top of his priority list. They missed their window getting the asphalt when the Reedsport shop closed early. Now they have to get it from Eugene and they are waiting for a bigger job so they can transport enough hot asphalt to do the repair.

Action Item: Quest and Cloud Nine

· On January 13^{th, Sharon O'Brien from Qwest called this office and requested that Keith and or Rob Quant meet her on Cloud Nine to see if they could help her determine where the right-of-way for the city begins and ends. Quest originally wanted to put in cable and bore underground, but the cost is such that they decided to use poles. They need at least 2 feet for each pole. After the site meeting, it was determined that Qwest would need to have the area surveyed before moving forward with the project.}

J. Adjournment

Fred Hilden made the motion to adjourn the meeting and Jerry Curran seconded. The motion was carried by 4 ayes, and 0 nays and adjournment was unanimously approved.

The meeting adjourned at 8:25 p.m.

 

 

 

 

 

___________________________ ______________________________

ROBERT QUANDT PATTY PENNEL

CHAIRMAN ROAD SECRETARY