REGULAR MEETING
A. Call to Order
The meeting was called to order at 6:30 p.m. by Vice-Chairman, Jerry
Curran
B. Pledge of Allegiance
Vice-Chairman Curran led the Pledge of Allegiance.
C. Roll Call
Maria McConnell called the roll call.
Present: Vice-Chair Jerry Curran, Commissioners Jo Owen, Troy Sathe and David Persons. Chairman Robert Quandt and
Commissioner Michael Smith were absent and excused. Road Secretary Maria McConnell was present.
Bill Sathe, George Burke and David Bellemore were present in the audience.
D. Approval of Minutes – Road Commission – September 21, 2009
Action
Commissioner Persons made the motion to approve the Minutes of September 21, 2009 as submitted, motion second by Commissioner Owen and unanimously approved
by 4 ayes and 0 nays.
E. Citizen Input
None
F. Communications
(1) Letter from citizen regarding road projects.
Vice-Chair Curran reviewed a letter from Craig McMicken, 5405 Huckleberry Lane. Mr. McMicken complimented the City for the road work on Huckleberry Lane and
the additional work to widen the pavement at the mail boxes as he had suggested. He did ask that the City not replace the speed bumps due to the fact that Huckleberry Lane is a natural 20-25
MPH street and the speed bumps are not necessary.
Commissioner Sathe commented on the communication from Robert Long who complained that the sand had not been swept from Huckleberry and it was difficult for
him to ride his motorcycle on the road. He also acknowledged the email from Tom Hart of Dyer Partnership that they were contacting the contractor to correct the situation.
Commissioner Sathe stated that he inspected the road and the recent heavy rains appear to have taken care of the problem of sand on the road.
(2) Free Workshop to be held in Florence sponsored by ODOT for Highway, Local Roads and Street Safety for Non-Engineers.
Vice-Chair Curran reviewed the application to attend a free workshop offered at Florence City Hall on October 30, 2009 entitled "Highway, Local Roads
and Street Safety for Non-Engineers". He stated members can register on line at http://orgs.up.edu/highwaysafety or contact Mike Miller, Director of City of Florence Public Works at
997-4106. The workshop will begin at 8:30 AM and conclude at 3:30 PM., a lunch will be provided and a certificate of attendance will be given to each participant.
Commissioner Sathe asked if time spent at the Workshop could be logged towards volunteer hours and asked if a timesheet for volunteers is kept.
Road Secretary, Maria McConnell, stated she keeps a log of volunteer hours and also a log is kept in the front office, however, it is up to the Road
Commission members to advise her of the amount of hours they did volunteer work and the dates.
G. Unfinished/Old Business
(1) Discussion on procedures for the Master Road Plan Task Group.
Commissioner Sathe asked that a date be set for November to start working on the revision of the Master Road Plan. He didn't want to spend 4 years working on
the MRP and felt it is important to get started on it.
Vice-Chair Curran referenced comments from Commissioner Smith made at the September 21, 2009 meeting that the MRP would be reviewed one issue at a time and
didn't agree, due to the absence of Commissioner Smith from tonight's meeting, that a specific date should be set.
Commissioner Sathe stated he didn't think that a one hour discussion at each meeting would be sufficient to get the MRP completed in a timely manner.
Commissioner Persons stated there is already a lot of information contained in the MRP and it shouldn't take as long to revise it as it was to create it in
the first place. He stated that the Road Commission looked at numerous other city's road plans, studied them and decided what would work best for Dunes City. He felt a lot of the groundwork
had already been done and the MRP just needed some fine tuning and for it to be an enforceable and legal document.
Vice-Chair Curran agreed with Commissioners Persons and Smith's concern that the MRP meet all legal requirements.
Commissioner Owen stated that she would like to see an agenda put together by Commissioner Smith.
Planning Chair, David Bellemore stated the advantage of having a work group at each regularly scheduled Road Commission meeting and the holding of the
meeting within the Road Commission meeting constitutes a notice of a public meeting. He recommended that all of the work group sessions will require the taking of minutes including footnotes
of all sources reviewed, who was there and what was discussed. He stated that all Road Commission meetings are noticed in the paper and on the City's website.
Commissioner Sathe asked the Road Commission to set a date at tonight's meeting for the first workshop.
Vice Chair Curran replied that Commissioner Smith is the head of the work group and it would be his responsibility to set the meeting dates.
Discussion ensued regarding delays that can occur due to public hearings and resident participation, notices to the public, etc. Commissioner Persons stated
that in the original creation of the MRP, some residents would hold up a meeting for hours based on their particular concerns.
Vice-Chair Curran stated that the public hearing rules and regulations can be announced at the beginning of the meeting and held in strict compliance in
order to insure an efficient use of time and to accomplish the goal of revising the MRP in a timely manner.
Vice-Chair Curran stated he would not be present at the November 16, 2009 meeting and did not want to set a date for the MRP workshop at this time. He stated
that the Road Commission has been very busy in the last month with the road maintenance project, which was a priority to the Road Commission, and did not see a reason to rush the procedure
to revise the MRP.
Vice-Chair Curran asked for a motion on setting a date for the next meeting.
ACTION:
Commissioner Owen made the motion to table the setting of a workshop date to revise the MRP until the next regularly scheduled meeting of the Road Commission
on November 16, 2009 when Commissioner Smith, Chairman of the Work Group is present, motion seconded by Commissioner Persons.
Motion carried by 3 (ayes) and 1 (nay). Commissioner Sathe opposed the motion.
(2) Final resolution on decision to charge the PUD for permit fees.
Vice-Chair Curran reviewed "Opinion of the Chair" a memo prepared by Chairman Quandt requiring the PUD to pay permit fees on Right-of-Way
Facilities Permits. Chairman Quandt offered two Options to resolve the issue.
Option 1) Motion to: Seek more information to assist in a decision at a later date and authorize the expenditure of funds to have an outside attorney give an
opinion on the subject.
Option 2) Motion to: Postpone consideration of PUD permit fees until the issue becomes beneficial to the relationship between the PUD and the City.
Action:
Commissioner Sathe made the motion to approve Option 2, motion seconded by Commissioner Persons. Motion unanimously approved by 4 ayes and 0 nays.
(3) Review of inspection by Nolan West for Right-Of-Way Facilities Placement Permit requested by South Coast Water
District.
Commissioner Sathe and Commissioner Owen asked for additional information regarding this permit and requested that a map of the area to be worked on be
provided.
Road Secretary, Maria McConnell, stated this permit information was provided to the Road Commission for information only. Chairman Quandt has reviewed the
water valve replacement project with the applicant and also had City Building Official, Nolan West inspect the work to be done to make sure it met all city specifications.
Commissioner Sathe asked that a date of completion be added to the permit. Vice-Chair Curran agreed that the date of completion should be filled in.
H. New Business
(1) Schedule next brushing day.
Vice-Chair Curran reviewed the task list included in the Road Commission packet.
Commissioner Sathe advised that resident, Norman Martin, has offered the use of his chipper to do the limbing on Rio. He stated he would also like to take
advantage of having the chipper available and include limbing on Salal at the same time.
Commissioner Sathe stated that the brushing on Fish Mill and cutting of the Alders on Little Woahink are small jobs. He also added that the Scotch Broom on
Huckleberry needs to be cut back because it is growing out into the street.
George Burke, a member of the audience, asked the Road Commission about the brushing scheduled for Fish Mill and wanted to correct the location to Lake
Street. He stated that the brush is growing over the pavement and needs to be trimmed. Mr. Burke wanted to make sure that the correct location is the corner of Lake Blvd. and not Fish Mill.
Commissioner Sathe stated he would be available this Saturday, Oct. 31, 2009 and he would like another Commissioner to assist him to remove the brush on Lake
with the chainsaw. He said he would not be available again until November 7, 2009.
Commissioner Owen stated she might be available on the morning of Oct. 31, 2009.
Commissioner Sathe stated he would like the Road Commission members to meet on November 7, 2009 to do the limbing on Rio and the end of Salal.
David Bellemore stated he would help out on the bigger jobs and asked that he be contacted of when and where to meet.
Commissioners Sathe and Persons stated they would meet on the 31st to take care of the smaller jobs.
I. Unscheduled Items Not Listed on Agenda
Commissioner Sathe stated he had an item to review under unscheduled items. He stated he had been contacted by Greg Dawes and Paul and Gayle Rumpca who live
on Hilltop Drive that a large Spruce tree thought to be located in the City's Right-of-Way was possibly a danger tree and that the limbs had grown into the power lines.
Commissioner Sathe recommended that the tree either be removed or limbed. He stated in order to remove the tree, the Road Commission would need to use Bob
Peterdorf's ladder truck. He stated that the neighbors agreed to dispose of the limbs and help with clearing the debris from the cutting.
Vice-Chair Curran stated he had contacted the PUD regarding the power lines. He felt that the tree was structurally okay and didn't need to be removed and
the PUD would cut down the limbs that had grown into the lines.
Commissioner Sathe agreed that if the one large limb that has grown out over the street were to be removed then no other action would be necessary.
Discussion ensued among the Commissioners if the tree is located within the Tsiltcoos Lake Club plat and would therefore be the responsibility of Lane County
or the property owners.
Commissioner Persons stated he spoke to the neighbors across the street who are concerned that the tree might fall, were told by the PUD that they would not
do anything about the tree as the limbs were not in their power lines.
Commissioner Sathe recommended that Commission Owen look into the matter of where the tree is located and work with Road Secretary Maria McConnell in order
to determine what action should be taken by the Road Commission.
Commissioner Owen stated she has reviewed information on the Tsiltcoos Lake Club Plat and was familiar with the property and the 11.5 acres that the County
is foreclosing on and she would look into the matter.
Commissioner Sathe stated that if the tree is located in the Tsiltcoos Lake Club Plat, then it is not the concern of the Road Commission.
Vice-Chair Curran agreed to put Commissioner Owen in charge of researching the property to see who owns it and to give Maria McConnell direction on who to
contact and how to proceed.
Action
Commissioner Sathe made the motion to put Commissioner Owen in charge of researching the ownership of the property the tree is located on and to advise the
Road Secretary, Maria McConnell, on who to contact to resolve the situation, motion seconded by Commissioner Persons and unanimously approved by 4 ayes and 0 nays. Motion carried.
Commissioner Sathe stated that all the members of the Road Commission should have a key to the tool shed in order to take care of problems as they arise and
to be able to access the tools they need.
George Burke asked that the city repair a sign on the corner of Lake Blvd. and Cherry that someone ran over. He also commented on a stop sign located at the
area that only sits 4 ft. off the ground and is difficult to see, he would like to see a taller pole added.
Commissioner Sathe stated he will fix the sign when he is there on Oct. 31st. He also commented that the City needs to review the signage in that area as it
is very confusing as every corner has a different name.
George Burke stated those streets were laid out in 1917.
Commissioner Sathe also asked that the Road Commission members be provided with updated maps.
Maria McConnell stated she would look into ordering new maps.
Commissioner Persons stated that there has been an increase in cars parking on Ford Way for extended periods of time and that most of the streets in Dunes
City are narrow roads and some kind of notification from the City needs to be in place. He recommended that a "Courtesy Notice" be posted on vehicles using wording taken from the
MRP. He distributed a copy of his proposed "Coutesy Notice" to the Road Commission members and asked them to review it. He recommended that the notice be placed on windshields of
vehicles that have been parked for more than two hours as per the MRP Ordinance, Chapter 2, Section 9, page 2. He stated that people don't know that Dunes City has parking limits in effect
and this would be a good way of letting them know. He suggested the notice be printed on City letterhead and that it look official.
David Bellemore stated that the City Council discussed at their last meeting that procedures needed to be in place to address abandoned vehicles and that
parking illegally could be added as a "nuisance" issue to the Dunes City Code.
Commissioner Persons stated this notice could be a simple solution and not involve changing the Dunes City Code.
Commissioner Sathe agreed with Commissioner Persons as to the need for a courtesy notice, however, he suggested the time limit be changed to 4 hours instead
of 2. He also stated that this is an item to be addressed in the updating of the MRP.
Vice-Chair Curran stated the idea of a "Courtesy Notice" will be added to the MRP discussion and he would encourage the city to endorse it.
J. Adjournment
Commissioner Persons made the motion to adjourn the October 19, 2009 regularly scheduled Road Commission meeting, motion seconded by Commissioner Sathe. The
meeting was adjourned at 7:50 PM.
___________________________ ______________________________
JERRY
CURRAN
MARIA MCCONNELL
VICE
-CHAIR
ROAD SECRETARY
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