A.
Call to Order and
Roll Call
The
meeting was called to order at
6:36 p.m.
by Robert Quandt. Maria
McConnell called the roll call.
Present:
Road Chairman, Robert Quandt, Commissioners:
Jerry Curran,
Troy
Sathe, Michael Smith.
Road Secretary Maria McConnell and Keith Herring were present.
David Bellemore, Chairman of the Planning Commission arrived at
7:05 PM
.
Jo
Owen is absent and excused.
Others Present:
Road Secretary Maria McConnell, guest speaker Gary Baker
of Vali Cooper &
Associates, former Road Commissioner
Fred Hilden and one member
of the Community, Bill Sathe,
were in attendance.
B.
Pledge of Allegiance
The
Road Chairman, Road Commission, Staff and citizens present joined in
the Pledge of Allegiance.
C. Approval
of Minutes – Road Commission –
March 16, 2009 and Special Meeting
of the Road Commission Minutes of
March 25,
2009
.
Action
Michael Smith made a
motion to approve the March 16,
2009 Dunes
City Road
Minutes as presented. Troy
Sathe seconded the motion. The
motion was carried by 4 ayes, 0 nays and the Minutes were unanimously
approved. Motion carries
Approval
of Special Meeting Minutes
–
March 25, 2009
Action
Michael Smith made a
motion to approve the March 25,
2009
Dunes City Road
Commission Special Meeting Minutes as presented.
Troy Sathe seconded the motion.
The motion was carried by 4 ayes, 0 nays and the Minutes were
unanimously approved. Motion
carried.
D. Citizen
Input -
No citizen input.
E.
Guest Speaker –
Gary Baker – Vali Cooper & Associates, Inc.
Rob Quandt, Road
Chairman introduced Gary Baker who prepared the "Development of a
Pavement Management System For Dunes City,
Oregon."
Gary Baker was
recognized and reviewed his computerized pavement management system.
Mr. Baker reviewed his years of experience and his use of sound
engineering experience. He
discussed with the Road Commission how the Development of a Pavement
Management System could be used as a planning tool and qualify the
city for eligibility for funding procedures, such as grants.
Mr. Baker
explained how he and Rob Quandt became acquainted and together
reviewed the roads and streets in
Dunes
City
by driving through the area.
He states the city roads equate to approximately 10.38 miles
and represent a 5 million dollar street investment to
Dunes
City
. He
explained how the information they accumulated is presented in a
variety of different ways and is geared to the specifics of
Dunes
City
. Each
street section was assigned a Pavement Condition Index (PCI)
reflecting its current condition.
The PCI ranges from "0" failed to "100"
(excellent.) The examples
are as follows: PCI 0-29
needs a major rehabilitation; PCI 30-49 - needs repair; PCI 50-65 is
an overlay candidate or needs slurry seal, PCI 66 -100 is in good
condition.
He stated that
asphalt pavements last about 20 years.
He stated that
Dunes
City
roads are not heavily traveled and
discussed typical pavement life cycle as well as the use of chip
seal vs. slurry seal. He
recommended the use of slurry seal and explained why and what it is
made of and stated 95% of the
Dunes
City
streets could be covered with slurry
seal at a cost of $250,000. He
cited
Fishmill Street
as the most problematic.
He referenced Page
12 regarding "Next Steps" and "Plan the Work and Work
the Plan". He stated
this information can be updated at any time and adjustments can be
made and recommended that the streets be reviewed on a regular basis.
Securing new funding is critical and stated this report can be
a useful tool in applying for various funds, including Community Block
Grants for example. He
also recommended
Dunes
City
establish utility cut fees by creating
a Street Cut Utility Fee Ordinance.
He also advised that the city needs to enforce the compaction
test requirements.
Commissioner Sathe
asked what the average fee would be.
Mr. Baker stated
the fees vary from city to city. He
stated he was instrumental in creating one of the first Ordinances put
in place in
Sacramento
,
CA
.
Rob Quandt and
Gary Baker discussed how contractor's are moving away from using chip
seal and preferring to use slurry seal.
Chip seal has become more expensive and is not always
available.
Keith Herring
asked how long it takes slurry seal to cure.
Mr. Baker stated
it is tender for up to 2 days, and people sometimes get on it too
early, it can be torn up and they are temperature sensitive.
He stated the public must be educated before the slurry seal is
applied so they are aware of the hazards of driving on it too soon.
It can usually be driven on by the end of the day if it is
applied in the early morning.
Commissioner
Curran asked what slurry seal is made of.
Mr. Baker stated
it consists of emulsified asphalt mixed with sand and there are grades
type 1 and 2.
Fred Hilden asked if slurry
seal will correct rough surfaces.
Mr. Baker stated it was recommended for this application.
Commissioner Smith asked if slurry seal will give the roads a
100 rating and is it a better weather proofing material then chip
seal.
Mr. Baker stated you have to consider road deterioration and
stated chip seal is better for high rain areas.
He stated the slurry seal would give the roads a 100 rating
average. He did advise
that the City needs to assign someone to be very active in
observing the city's public works infrastructure and have a dedicated
resource to that effort. He
stated that any future development that takes place, stringent street
design and construction standards in the truest sense must be applied.
Mr. Baker
referenced the alphabetical data included in his presentation that
listed all sections within the Pavement Network.
He stated the information provided includes physical
parameters, current PCI, the next scheduled activity, the year it is
scheduled for activity and the associated cost.
Chairman Rob Quant
thanked Gary Baker for his excellent work and for giving us a
foundation to build on that has put the Road Commission ahead of the
curve. He stated this is a
revolving system and the Road Commission will need
to resolve some of the issues contained in the report and he looks
forward to hearing from Mr. Baker in the future.
Fred Hinden stated
there is lots of moss and debris on the streets and asked what
is a good cleaning process?
Mr. Baker
recommended that the city set up a program that periodically cleans
the streets quarterly. He
stated that pavement edge cracking is caused by ponding along the
roadways. He stated that
regular maintenance of the road is your best bet as patch and repair
is the most expensive thing the city will do.
Commissioner Troy
Sathe thanked Gary Baker for his report and gave him his email address
as he would like to continue discussing road issues with him.
F.
Unscheduled Agenda Item
Chairman Rob
Quandt informed the Road Commission that Road Commissioner Fred Hinden
has taken a position with city staff and will no longer be able to
serve on the Road Commission.
Fred Hilden stated
it was a tough decision but the opportunity for him to work for the
city was a good opportunity for him at this time.
He stated he has incredible office skills feels he can
contribute more to the city as a member of the office staff.
He stated he will also be resigning from the Conservation and
Budget Committees. He
thanked the Road Commisison for having his as a member and stated he
has enjoyed working with all of them.
F.
Unfinished/Old
Business
(1) Vote and approval of
2009 – 2010 Road's Commission Budget
Chairman Rob
Quandt reviewed the line items on the budget and noted some changes.
He recommended that on page (8) nos. 20 and 27 be increased to
$750.00. He stated that
the increase will be to the city's benefit.
Keith Herring
stated that he felt that left a lot of cushion.
Chairman Quandt
stated that it doesn't have to be spent.
Action
Motion to
approve made by Commissioner Michael Smith, motion seconded by Jerry
Curran to approve 2009 –
2010 Road Commission Budget with the inclusion of the change on item
20-28 be increased from $150 to $750, motion seconded by Commissioner
Jerry Curran. Approved by
4 ayes 0 nays. Motion
carried.
(2)
Review and Recommendation on the Draft Stormwater Ordinance
Chairman Rob
Quandt asked the Commissioners if they would like to hold a special
meeting on the Draft Stormwater Ordinance.
Commissioner Troy
Sathe stated he had only one item to discuss.
Chairman Quandt
stated the Road Commission would continue the review.
Commissioner Troy
Sathe questioned Chapter 99.25 – financial liability wherein it is
required that a surety bond be required for all projects.
He stated that the homeowners usually have their own bond
covering construction. He
stated that the cost of a surety bond for a $20,000 contract would
cost a contractor $700.00 which he feels is an excessive cost.
Planning Commissioner Bellemore stated a surety bond ensures the
city that the contractor will perform his contractual obligations as
specified under the bond. It
is done as a guarantee that the work will be done correctly.
Commissioner Michael Smith stated there is a lack of definition
of development as questioned if it applies to construction liability
or homeowner liability.
Commissioner Troy
Sathe stated that in his discussion with Ray Wells and Gary Rose of
Leisure Excavating they have never had to obtain a surety bond to work
in
Dunes
City
in the past.
Maria McConnell
advised the Road Commissioner that surety bonds are already required
in the Dunes City Codes (§151.047 and §155.2.4.300) as well as being
listed in
Dunes
City
's Bidding process as a requirement.
In reviewing various other city's codes, surety bonds are
commonly required.
She stated that
the Stormwater Ordinance is to present the rules and regulations that
the city requires to be adhered to and the Stormwater Manual lays out
the technicals and mechanicals of how to best apply the standards set
forth in the Ordinance.
Mr. Bill Sathe, a
member of the audience, stated that the general contractor's bond that
he carries will cover anything that he fouls up in construction.
Commissioner David
Bellemore stated that a licensed contractor's is always bonded.
Commissioner Michael Smith asked if the Contractor's Board already
requires a contractor to carry a bond, then what is the benefit of a
surety bond?
Commissioner David
Bellemore stated the General Bond he carries is in case of the
contractor being sued for the overall job.
The surety bond is specific to this particular stormwater
project and ensures that he builds things specifically to the
specifications as required by the city.
It is to protect the city.
Discussion ensued
regarding surety bonds. Commissioner
Troy Sathe asked that a Special Meeting of the Road Commission be set
to further discuss this topic.
Chairman Rob
Quandt advised the Commission that there will be a Planning Commission
Public Hearing meeting on
April 30, 2009
regarding the Ordinance.
He recommended that the Road Commission make a motion to
approve/amend/disapprove the Draft Stormwater Ordinance before that
date.
Fred Hilden questioned Chapter 99-30 - Exemptions and the 500 sf
requirement. He also asked
who the Health and Safety Inspector would be and how would the city
finance the position.
David Bellemore
stated that this position could be filled by a part time civil
engineer and recommended a resident, Dennis Smith, who would be
available on a "as needed" basis if necessary as a contract
employee.
Commissioner
Michael Smith stated that he agreed with the points made by Fred
Hilden. He stated his
question also regarded the 500 sf exception.
Maria McConnell
stated that the 500 sf minimum was a part of the original Stormwater
Ordinance that was reviewed on
7/2/07
and was presented by LUBA and was
included in the current Stormwater Ordinance as requested by staff.
Chairman Rob
Quandt reiterated that the Stormwater Manual contains the technicals
and specifications and in order to define what those are, you need to
be an engineer in order to make the appropriate calculations.
The Health and Safety Inspector would have to fill that role.
He recommended that further discussion of the Draft Stormwater
Ordinance be deferred to a special meeting in order to discuss it in
more detail.
Commissioner Jerry
Curran stated that he felt the Commissioners were mostly in agreement
with the exception of Chapter 99.25.
He recommended the Road Commission meet again on
April 27, 2009
for a Special Meeting.
The Road
Commission, by consensus, agreed to hold a Special Meeting on
April 27, 2009
to further discuss Chapters 99.25 and
99.30.
3.
Discussion and Review of revised Driveway and Access Permits.
Chairman Rob
Quandt presented examples of new Driveway and Access Permits for the
Road Commission review.
David Bellemore
advised that the approval of a permit needs a system where one person
approves the permit.
Chairman Rob
Quandt stated that the driveway location must be approved by the Road
Commission.
David Bellemore
stated it must be approved by consensus and to have 3 approval
signatures on the permit, you might want to ask our legal staff.
He recommended
that perhaps the Road Secretary would approve the permit after she has
received input from the Road Commission.
He stated that having 3 members of the Road Commission
discussing the one permit is in violation of public meeting laws.
Commissioner
Michael Smith suggested that in the best interest of the city, maybe
developers will just have to wait until all the reviews are completed
by the Road Commission and staff.
Chairman Rob
Quandt stated he would like to remove this item from the agenda until
he has additional time to review and it will be presented at another
meeting. He stated he will
reword the permit and change the 3 signature lines.
4.
Temporary Right-0f-Way Permit - Approval of
Cloud
Nine Road
Permit for PUD.
Chairman Rob
Quandt recommended that the Temporary Right-of- way Permit that is
used by the Public utilities for vegetation removal and trenching be
re-worded to include language that will protect our streets.
He cited a recent incident on
Erhart Road
where the roadway was damaged by the PUD and after speaking to Robin
Reed at the PUD, she stated it was the homeowners or the city's
responsibility to repair the street.
Commisison Troy
Sathe referenced the street utility permit mentioned by Gary Baker and
felt the city should adopt it.
Chairman Rob
Quandt discussed the Cloud Nine Road PUD request that is currently
under review and asked if that permit should be delayed until after
the
April 27, 2009
meeting.
He stated that additional language needs to be incorporated to
protect the street.
Action
Commissioner
Michael Smith made the motion to table this permit until the April 27,
2009 Special Road Commission meeting, motion seconded by Commissioner
Troy Sathe and approved by a 4 ayes and 0 nays.
Motion passed.
Commissioner
Troy Sathe, made the motion that the Road Commission create a new
utility access permit to be presented at the April 27, 2009 meeting to
be utilized for all future utility installations, motion seconded by
Commissioner Curran. Motion
approved by 4 ayes, 0 nays. Motion
carried.
G.
New Business
No new business.
H.
Unscheduled Items Not Listed on Agenda
This item was moved to Item (F) on the agenda.
I. Reports
Keith
Herring turned in his Inspector of Roads Log Sheet dated from
3/2/09
through
3/31/09
. His
log reflected 6 days during that time that he ran roads in
Dunes
City
. He
reported that he cut some limbs on
Erhart Road
.
Commissioner
Troy Sathe asked Keith Herring if he seen anything worth mentioning.
Keith
stated there were no problems and that he gave Rob Quandt a list of
roads that need sweeping which adds to the maintenance problem of moss
and leaves decaying on the roads.
J.
Adjournment
Action
Commissioner Curran made the motion to adjourn the Road
Commission meeting at
9:20 pm
, motion seconded by Commissioner
Michael Smith and motion passed by 4 ayes and 0 nays.
Motion approved.
The next regularly
scheduled Road Commission meeting will begin at
6:30 p.m.
on
May
18, 2009
.
___________________________
______________________________
ROBERT
QUANDT
MARIA MCCONNELL
CHAIR
ROAD SECRETARY