A.
Call to Order and
Roll Call
The meeting was
called to order at
6:30
p.m.
by Chairman Robert Quandt. Fred
Hilden called the roll call.
B.
Pledge of Allegiance
C.
Roll Call
Present: Chairman, Robert
Quandt, Commissioners Jerry Curran, Michael Smith, Troy Sathe, Jo
Owen, and acting Road Secretary Fred Hilden were present.
Not Present: Commissioner David Persons excused.
Bill Sathe and David Bellemore were present in the audience.
D.
Special Announcements
Chairman
Quandt announced that we have been approved to receive the grant for
road work ($94k). Need to sign intergovernmental agreement. He also
announced that he will be adding info to your packets like the Road
Report to City Council. Also included is a copy of the engineering
contract that we shipped out.
E.
Approval of Minutes – Road Commission – May 18, 2009
Action
Chairman
Quandt asked if everyone had reviewed the minutes from May 18th.
Commissioner Sathe asked for clarification to page 4, 6th
sentence, “Mr. Jim Sathe” should be “Mr. Bill Sathe.”
Commissioner Smith wants to revise page 6, third paragraph. He
wants to re-phrase to read “Commissioner Smith felt that the
installation of an apron during construction was costly to the
property owner as the apron may need to be redone if broken during
construction. Commissioner Smith still does not agree with
Commissioner Persons and Bellemore on this issue.”
Commissioner Owen commented that her name is incorrectly
spelled with an “s” (Owens) in two places (page 4, page 7) and
Commissioner Smith added that it is also on page 10 where you
(Commissioner Owen) made a motion to adjourn.
Commissioner Smith made a motion to approve the May 18, 2009
Dunes City Road Commission Minutes as corrected. Commissioner Curran
seconded the motion. The
motion was carried by 4 ayes, 0 nays.
F.
Citizen
Input
None
G.
Unfinished/Old Business
Review of
revised Driveway, Access and Facilities Permits
Chairman
Quandt presented the Application for Driveway Access Permit. He
indicated that he had Maria rework the permits with some additional
information, etc. Commissioner Curran asked about the referenced
diagram. Chairman Quandt indicated that would be added. Commissioner
Curran suggested adding it to the back.
Commissioner
Smith asked about a "sunset date." Chairman Quandt said that
it is a good idea. Commissioner Curran said he had proposed 120 days,
Commissioner Smith had proposed 60 days. Commissioner Sathe liked 60
days, especially after the house is completed. Commissioner Sathe
asked if you can get a final without the driveway complete.
Commissioner Smith said yes because I have one. Commissioner Owen
suggested 90 days and that seemed to be acceptable to everyone.
Commissioner Smith suggested adding “regardless of the date to be
completed, this permit expires 90 days after the house is finaled.”
Commissioner Curran agreed. Chairman Quandt agreed.
Chairman
Quandt discussed the Application for Driveway Permit. He commented
that the second bullet point has different language on every permit.
Regarding the “10% grade” some permits say “the Road Commission
will determine,” and some say “it will need to be engineered.”
Commissioner Smith commented that we are accepting more liability than
we care to if we are the ones that determine whether it needs to be
engineered. Third and fourth bullets look ok. Fees are all updated.
All else looks good.
Right-of
Way Facilities Placement Permit – Chairman Quandt explained that he
has obtained City Council approval to handle these permits without
seeking Council approval on each individual permit, pointing out that
this should speed up the process and so on. Chairman Quandt read most
of the permit content and said he thought it looked good. Commissioner
Smith asked about enforcement of these conditions. Chairman Quandt
said it depends. If the PUD signs the permit, we don’t need to
declare a nuisance. Upon sending them a letter with 20 days notice we
can enforce through ordinance 170. Commissioner Owen asked about
private contractors and Chairman Quandt said we would need to use the
nuisance ordinance against the property owner. He also pointed out
that property owners will typically be getting these permits through
PUD making it a moot point. Commissioner Sathe asked whether the PUD
permit was revocable and Chairman Quandt said all revocable by City
Council. Commissioner Curran suggested adding the property owner’s
email address to the permit – all agreed.
Chairman Quandt
suggested that these are close enough to make a motion on the permit
changes and we could just pass them as amended. Commissioner Smith
asked if Ordinance 170 govern when these permits need to be completed
by. Chairman Quandt indicated that it does not. He discussed some
options on the
Right-of Way
Facilities Placement Permit. All
agreed on 120 days from approval. Chairman Quandt clarified the
modifications to the three permits.
Chairman
Quandt asked for a motion to approve the amended permits. Commissioner
Sathe made a motion to accept the permits as amended. Commissioner
Curran seconded the motion. The motion was approved with 4 ayes 0
nays.
Street
sweeping project/update
Chairman
Quandt commented that the street sweeping was going very well –
pretty much done. Commissioner Smith commented that Cloud Nine looks
fabulous. Chairman Quandt and Commissioner Sathe discussed cost and
Chairman Quandt indicated we would have to wait for the final bill to
come in.
Update on Lane
County
Summer
Construction Schedule
Chairman
Quandt pointed out the
Lane
County
paving schedule and the various work
to be done. Commissioner Owen asked if people in the area knew about
the expected road work. These are county roads in
Dunes
City
. Commissioner Owen suggested that we
notify the community somehow. Commissioner Curran suggested notice on
telephone poles. Fred Hilden clarified the work, schedule and
recommended posting notice at the Post Office. Commissioner Owen
commented that Darling’s
Loop
might have significant impact. Commissioner Smith commented that even
though these aren’t our streets we should notify residents. Chairman
Quandt and Commissioner Curran will take care of posting notices.
Commissioner Sathe commented that this will be a good test for our
noticing process for our road repair.
Discussion on
limbing schedule
Chairman
Quandt asked about limbing schedule. Commissioners Sathe and Smith
commenting this must be a Saturday. Chairman Quandt asked about this
Saturday the 20th, how about
noon
? Commissioner Sathe asked if we need
weed-eaters. Chairman Quandt said we will take all of our equipment.
Meet at City Hall at
12 noon
on the 20th. Commissioner
Smith asked whether we are working off Commissioner Scathe’s list.
Chairman Quandt said yes. Commissioner Sathe commented that Little
Woahink will take some extra time. Chairman Quandt said we will
discuss detail later.
H.
New Business
Road Project
Public Information Campaign
Chairman
Quandt said we are going to start our Public Information Campaign
regarding the roads projects for this year. He commented that we need
to start publicizing via the web site and newsletter (input due by
6/20). Commissioner Curran has agreed to be working on that. We need
to get that ball rolling. Should we mail letters to property owners on
the affected streets? Commissioner Curran asked if it could be done on
the web page. Chairman Quandt suggested flyers, with some level of
detail about the kind of work. Commissioner Curran asked about when we
need to get this info out? Chairman Quandt indicated we need to get
these out within the next couple of weeks. Commissioner Sathe asked
about how much money we’re ready to spend on this. Chairman Quandt
discussed possible distribution methods. Asked Fred Hilden about cost.
Fred Hilden said less than a nickel each - $10 total for 200.
Chairman
Quandt said this needs to be a two phased communication. One now
announcing that the work will be done and one immediately before the
job that would explain the details of the job, including how to drive
on the road after the work is done. Commissioner Owen asked if these
were going to be one day projects. Chairman Quandt said yes, for the
most part. Commissioner Curran will head up this communication
activity. Anyone with ideas should call Chairman Quandt or
Commissioner Curran. Commissioner Owen asked about how soon we’re
going to get on this. Chairman Quandt referred to the schedule.
Commissioner
Owen asked Chairman Quandt if anyone from Festival of Lakes had asked
about participation with a booth and barbequing. Chairman Quandt said
no and he’ll wait for their inquiry. Commissioner Sathe suggested
the pamphlet be a uniform cheat sheet. Chairman Quandt agreed.
Commissioner
Owen asked if any of the streets lead in here (City Hall). Chairman
Quandt said no. Commissioner Sathe wants to take everyone around to
know the streets and what they look like now. Fred Hilden suggested
taking good pictures so we’ll have a record of before and after.
Chairman Quandt pointed out that it will help to point out that the
slurry seal project is being paid by Federal Government.
Commissioner
Sathe asked about
Alder Lane
– currently listed for crack seal
and slurry, but I think we should re-evaluate whether this is the
right fix. Chairman Quandt said original list also indicated whether
they were patch and repair and crack fill or just slurry. He’ll
follow-up. Also Chairman Quandt and Commissioner Owen will be
verifying that all the roads on the list are legally
Dunes
City
’s. Commissioner Owen and Chairman
Quandt scheduled Thursday (
6/18/09
) at loam to make this evaluation.
Chairman
Quandt said as we get info out of Engineering, it will be solid. They
will be verifying all the specific work instructions for each road to
be repaired. This will allow us to obtain a real cost estimate to
compare with original estimates. We applied for $113k in the stimulus
package and we got $94k and we need to make sure the bids don’t come
in too low. If they do, we will simply add more projects to the list.
Discussion on
reassigning Road Inspector’s duties
Chairman
Quandt said the last thing to discuss having is his meetings with Gary
Baker and he’s looking at re-assigning the road inspector’s
duties. Commissioner Smith asked if we will we be giving him the title
of Director of Roads? Chairman Quandt explained about 3 job
descriptions and revising them to eliminate redundancies – combine
Director of Roads and Inspector of Roads – and it will be called
Director of Roads. Chairman Quandt explained his plan for staffing
these positions and how Gary Baker fits into these.
Commissioner
Smith asked to clarify the budget and planned pay for Mr. Baker.
Commissioner Curran clarified the meaning of a contract versus salary.
Discussion about this ensued. Commissioner Smith pointed out that it
was his understanding that this position would not be a City employee.
Commissioner Sathe asked what Gary (Baker) has indicated as an
interest in his job here. Chairman Quandt said he wants to look for
money, grants, communicating with the public – we don’t want to
spend too much money here – build some of the systems we’ve wanted
to build. We need to wait and see how it evolves. How much time for
how much money. As I work through this with Gary (Baker), I’ll
present the results to the Road Commission for approval. During the
next 2 weeks, I will be finalizing the rest of this with Gary (Baker).
Commissioner
Curran asked for clarification of the 3 tier plan. Chairman
Quandt explained
that tier 1 would include most of the Road Inspector responsibilities
and be funded by that budget. The second tier includes the grant area,
and a $5k budget allowance. This would fund the grant research and
application process. The third tier would be a list of available
services that we can contract for – tasks associated with the
Stormwater Ordinance, infrastructure, culvert database, and street
sign data base, etc. maintenance schedules on culverts. Big data base
that controls everything, brushing master schedule, etc.
Sathe asked about
sending him emails about Pavement Management Plan are these questions
going to be charged for or is that free time. Chairman Quandt
suggested we wait and ask him these questions when he on “Road
Inspector” time.
Commissioner
Owen asked about the contract and whether we need to send out an RFP?
Chairman Quandt said we do need to do an RFP. Chairman Quandt
summarized the action items including communication and street
ownership and limbing.
Commissioner
Sathe asked about Ka-Teach. Chairman Quandt explained that he made a
site visit after a public complaint. Both Chapter 90 and MRP have
provisions for getting the property owner to repair the damage.
Chairman Quandt asked each of the Road Commissioners to please drive
by and evaluate the damage. The contractor has been made aware of it
and is expecting a phone call. Chairman Quandt explained the property
address and explained that the damage is immediately in front of the
property owner’s driveway. Commissioner Sathe suggested plywood as
an alternative to tires to prevent this kind of damage from
“track” vehicles.
Commissioner
Owen suggested that this would all make good input for a booth at the
Festival of the Lakes. Chairman Quandt said he would be there and look
into a table.
I.
Unscheduled Items Not Listed on Agenda
Commissioner
Smith updated his contact information. Commissioner Owen asked about
driveway permit we approved last month. Chairman Quandt said yes, and
we are expecting another permit from Ken Ostgard. We should look at
this on Saturday.
J.
Adjournment
Commissioner
Sathe made a motion to adjourn, seconded by Commissioner Smith. The
motion carried unanimously and the meeting was adjourned at
7:50 pm
.
Action
___________________________
______________________________
Robert
Quandt
Fred Hilden
Chairman
Acting Road Secretary