A.
Call to Order
The meeting was
called to order at 6:40 p.m. by Vice-Chair Curran
B.
Pledge
of Allegiance
Commissioner
Curran led the Pledge of Allegiance.
C.
Roll Call
Maria McConnell
called the roll call. Vice-Chair
Curran, Commissioners Owen, Sathe.
Commissioner Smith was due to arrive late.
Present in the
audience were Bill Sathe and Hank Leach.
Mayor
Hauptman was recognized and made the following announcement.
Mayor Hauptman
advised the Road Commission in regards to the 2010/2011 Budget that
they are scheduled to review at this meeting, the Road Commissioners
need to recognize that a great deal of money was spent in road
improvements in 2009, however, the same funding is not available for
2010/2011 and they need to adjust their budget figures accordingly.
Mayor Hauptman also stated that Chairman Rob Quandt dedicated a
great deal of time and energy to the Roads Dept. and at this time,
there isn’t a Road Commissioner who is able to spend that much time
due to work and time constraints and the Road Commission needs to also
take this fact into account when they make plans for future road work.
Mayor Hauptman
advised that Fred Hilden would be available to answer questions
regarding budget items at tonight’s meeting.
Michael
Smith arrived at 6: 45 PM.
D.
Swearing in of New
Road Commissioner
Vice-Chair Curran
swore in Hank G. Leach as a new Road Commissioner.
Mr. Leach accepted
the Oath of Office and joined the Road Commission meeting as a member.
E.
Approval of Minutes – Road Commission – March 8, 2010
Commissioner Smith
read the corrections to the March 8, 2010 Minutes as follows: Page 2, third paragraph “Commissioner Smith and Jones”
changed to “Smith and Owen”; Page 5, paragraph 6, Jerry Curran
referred to as an employee of the City is incorrect and changed to
“not” an employee of the City;
Page 4, 1st
paragraph, Commissioner Smith stated “Oregon doesn’t have a public
meeting law is incorrect and changed to “Oregon does have a public
meeting law, however, the Brown Act does not apply in Oregon should be
added; page 8, 10th paragraph, asked that the wording be
changed to include “The Road Commission operates within certain
parameters and he didn’t believe the Road Commission had the power
to create an auxiliary.”
Action
Commissioner Smith
made the motion to approve the Minutes of March 8, 2010 Road
Commission meeting as corrected, Commissioner Sathe seconded the
motion. The motion and second was approved by 4 (ayes) 0 (nays) and 1
(abstain).
E.
Citizen Input
There
were no citizen comments.
F. Communications
(1)
Dunes City Road Commission Report on Land Locked Property –
Request for County Assistance.
Commissioner Curran complimented report made by Rob Quandt
regarding the “Report on Land Locked Property – Request for County
assistance.” Commissioner Curran read the report and reviewed it with the
Commissioners.
Maria McConnell
stated that she had contacted Lane County Commissioner Fleenor and his
assistant Diane Burch regarding County assistance in this matter at
the direction of Mayor Hauptman and had not received a reply from them
as of this date, however, she will forward their response to the Road
Commission as soon as she receives it.
Commissioner Owen
suggested that members of the Road Commission attend the next
community dialogue meeting that Commissioner Fleenor holds in Dunes
City.
Commissioner Smith
suggested any future communication with other government agencies sent
from Dunes City be spell checked before being sent.
Discussion ensued
regarding the legality of any action as it has not been determined
that the fence and gate are located on Dunes City property and the
fact that the property owners are blocking the City’s access to
property owned by the City.
Fred Hilden stated
that the fence is actually on the roadway that is dedicated to the
public and the Skeeles are blocking access to lot #700, the city owned
property by blocking that public road with the placement of a fence
and gate.
Fred Hilden stated
that Rob Quandt created this report in the very best of interest of
the City and he did this report from his home on his own time.
The office staff is double checking all documents before they
are sent out by having a second set of eyes review the documents.
Commissioner
Curran stated he would compose a letter to Mr. Wright who helped the
Road Commission work party on Saturday thanking him.
It was nice to have a citizen helping us out.
G.
New Business
(1)
Address Cloud Nine Road repair reported by resident Jim Grant.
Commissioners
Curran, Smith and Sathe inspected the road damage complaint received
from resident Jim Grant on Cloud Nine Road.
Commissioner
Smith stated they found two areas of concern regarding deteriorating
pavement on a slope joint near some mailboxes.
He didn’t know if it’s a patch job as there is some crack
fill there and it is now unraveling to gravel.
There is also a bump in the road that you can feel when you
drive over it. He
suggested that the Road Commission assess its PMI.
Commissioner
Smith also advised that Ms. Grant reported a black wire coming out of
the brush area where she was trimming.
Ms. Grant stated that there is an exposed wire that is laced
through the vegetation and looks like it is attached to a PUD
temporary pole. He stated that the PUD needs to be advised of this situation.
Commissioner
Curran stated the City will contact the PUD right away and asked
Commissioner Smith if he could send an email with the information of
the location and attach photos if possible.
Commissioner
Sathe advised that the driveway at 83940 Cloud Nine Road has not been
constructed as per the requirements on the permit. He stated he was
advised that Gary Rose has not finished the job there due to a setback
in the construction.
Vice-Chair
Curran agreed that the conditions of the permit need to be fulfilled
and the construction completed correctly.
Commissioner
Sathe stated he has spoken with Mr. Rose and he stated he will comply
with the conditions of the permit.
H.
Unfinished/Old
Business
(1)
Review of 2010/2011
Budget for the Dunes City Road Commission.
Fred
Hilden addressed the Commission and said he is now the Budget Officer
and he is serving as the Interim City Recorder.
He reviewed the budget forms with the Commissioners.
Vice-Chair
Curran and Commissioner Owen advised that they met with Amy Graham and
arrived at the budget figures as indicated on the report.
Commissioner
Sathe questioned why there were still numbers in the county road
partnership fund and he thought the Road Commission was going to
change that at this meeting.
Commissioner
Owen stated is was her understanding that payroll funds would come out
of that account.
Fred
Hilden advised that it is not that easy to close the county/city road
partner fund as there are legal implications and it could effect
getting money in the future. He
assured the Road Commission that as the budget officer he will make
sure that the appropriate amounts are established and there is no
reason not to leave this fund open as it has an opening and closing
balance that are equal.
Commissioner
Smith stated he was told that there are 6 funds and that payroll is
divided up by those funds.
Fred
Hilden stated that practice can be changed.
Commissioner
Owen questioned the $15,000 for legal services.
Fred
Hilden advised that legal services funds were allocated for certain
road situations that might occur.
This year the Mayor is adamant about any money being asked for has to be justified.
Commissioner
Sathe stated the $15,000 legal fees was set aside for any problems
that may arise regarding work to be done on Fish Mill and he believes
the funds should remain in the account.
Commissioner
Owen asked where the interest is accounted for.
Fred
Hilden stated he wasn’t sure how it was done in the past but in the
future the fund that has resources is the fund that receives the
interest. He stressed the
fact that the budget time is upon us and is due April 20, 2010.
Discussion
ensued regarding priority road repairs and restructures needed and
other maintenance requirements to keep the roads in Dunes City in good
condition.
Commissioners
Smith and Sathe agreed that determinations will have to be made as to
what streets need to be repaired, the engineering costs, etc.
Commissioner Smith suggested that the Pavement Management
System’s PCI’s (Pavement Condition Index) be used as a guide.
Fred
Hilden reminded the Commission that the PMS report was done in the
summer of 2008 and they need to factor in increased costs for 2010
figures.
Fred
Hilden stated that he was hoping to change the form used for the
budget, however, the form is mandated by the State of Oregon. He recommended that the Road Commission look at the figures
line per line and make their recommendations and he will bring them
back to the April 19, 2010 Road Commission meeting for final approval.
Discussion
ensued regarding the budget allocations for each line item, the need
for a Director of Roads and purchasing of road equipment.
Vice-Chair
Curran agreed to Fred Hilden presenting a revised budget to the Road
Commission containing the figures they discussed, at the next
regularly scheduled meeting April 19, 2010 for their final approval.
(2)
Road Commission discussion as to procedure to form a Road
Commission group of volunteers.
Action:
Commissioner
Smith made the motion to dissolve the Road Commission Auxillilary that
was approved at the Road Commission meeting of January 18, 2010,
motion was seconded by Commissioner Sathe.
Vice-Chair
Curran called for a point of discussion before taking a vote.
Commissioner
Sathe stated he went before the City Council to explain that he was
proposing the Road Commission compile a list of volunteers from the
community who would utilize the sign-in sheet when ever the
Commissioners had work parties or
could be called upon for other road repairs as needed.
He stated that as long as they signed in they would be covered
by the City’s Workmen’s Comp insurance.
He stated it was not his intention to form a separate
commission or committee.
Commissioner
Smith stated he was not under the impression that the Road Commission
was creating a separate commission and he was glad that Commissioner
Sathe went before the City Council.
However, as a member of a voting body, he felt Commissioner
Sathe should have had a recommendation from the Road Commission and
not appeared as an independent before the City Council.
Commissioner
Sathe stated he went before the City Council as he felt he was being
personally attacked by the City Council and the City Attorney as to
his intentions of forming a volunteer group and simply wanted to
explain his side of the story.
Commissioner
Smith stated that Commissioner Sathe’s appearance at the City
Council was not on the agenda and that is why he was questioning the
action.
Vice-
Chair Curran stated that this issue is being resolved and it was a
miscommunication and is now water under the bridge. He called for a point of order and a vote on the motion and
the second.
The
motion and second were approved by 4 (Ayes) 0 (Nays) 1 (Abstain)
(3)
Review Road Commission input for the Wintertime Drainage Survey
for 2010.
Commissioner
Sathe asked if any of the Road Commissioners had any surveys to
report.
There
were no additional Wintertime Drainage Surveys submitted.
I.
Unscheduled
Items Not Listed on Agenda
Commissioner
Smith stated as he was instructed at the March 8, 2010 Road Commission
meeting, he has composed possible text and guidelines for the Road
Commission to review. He
distributed copies of two documents: "Possible Revisions to Dunes
City Code of Ordinances, Title III, Chapters 32.40 – 32.49 which
establish the Road commission and copies of Ordinance No. 205, “An
Ordinance Repealing Ordinances 187 and 191 and Amending Chapter 32 of
the Code of Dunes City Regarding Operation of the Dunes City Planning
Commission; and Declaring an Emergency.”
Vice-Chair
Curran recommended that the Commissioners review the documents and
bring them back to the April 19, 2010 meeting for further discussion
and review.
Commissioner
Owen asked if the Road Commission is going to schedule another work
party.
Commissioner
Sathe stated there are residents on Kiechle Arm who are in
disagreement as to cutting the alder trees and not cutting them and
recommended that the neighbors be contacted before any action is taken
on that street. He stated
that Cloud Nine Road needs mowing.
Commissioner
Smith stated on Cloud Nine Road there is a 20-30 foot tree that is
bowing and needs to be removed and on Woodland Lane and Kiechle Arm,
there is enough work to involve a lot of volunteers.
He suggested the Commissioners arrange for a work party via
email communications.
J.
Adjournment
Vice-Chair
Curran asked for a motion and a second to adjourn the March 22, 2010
Road Commission meeting.
ACTION
Commissioner
Owen made the motion to adjourn, motion seconded by Commissioner
Smith, motion approved by 5 (ayes) and 0 (nays).
Meeting adjourned at 9:15 P.M.
APPROVED
BY THE ROAD COMMISSION ON THE 19TH DAY OF APRIL, 2010
Signed copy
available at City Hall
Jerry Curran, Vice
Chairman
ATTEST:
Signed copy
available at City Hall
Maria McConnell, Roads Secretary
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