Dunes City Roads Archive

MINUTES OF THE

DUNES CITY ROAD COMMISSION

August 15, 2011 AT 6:30 PM

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City Hall - 82877 Spruce St., Westlake, OR 97493

1.     Call to Order

The Road Commission meeting was called to order by Road Chairman Troy Sathe at 6:33 pm .

2.     Roll Call

Roll Call was taken by Road Secretary, Selena Carter .

Present:    Road Chairman Troy Sathe, Commissioner Henry Leach, Commissioner Jerry Curran, Commissioner Mike Smith, Commissioner Bill Harris and Commissioner Ron Tucker.

Absent:     None

Others Present:    Road Secretary Selena Carter, City Recorder Fred Hilden, Administrative Assistant Amanda Clinton, Planning Commission Chairman Lee Riechel, Planning Commissioner Norman Martin and Bill Sathe.

3.     Pledge of Allegiance

All who were present stood for the Pledge of Allegiance.

4.     Approval of the Agenda

Commissioner Smith made a motion to move item 9 ( Master Road Plan Review by Gary Baker) to item 5.5 on the agenda. Commissioner Harris seconded the motion. The motion passed by unanimous vote.

Commissioner Leach made a motion to approve the Agenda as amended. Commissioner Curran seconded the motion. The motion passed by unanimous vote.

5.     Approval of the 7/18/2011 meeting minutes

Commissioner Tucker made a motion to accept the minutes of 7/18/2011 as amended. Commissioner Smith seconded the motion. The motion passed by unanimous vote.

6.     Announcements / Correspondence

·        Fir Lane update by Commissioner Leach

Commissioner Leach stated the work was over engineered but has now been completed to the best of the contractor’s ability. The drain box is in place and modification was made to the rock drain so it should take water instead of resisting water. Commissioner Leach said he does not think the Fir Lane project was a suitable job for Leisure Excavating. Commissioner Leach stated he does not think an engineer needs to go out and look at anything.

Commissioner Leach made a motion to pay Leisure Excavating for the work on Fir Lane that has been completed by the engineers drawing. Commissioner Tucker seconded the motion. The motion passed by unanimous vote. Commissioner

Curran left the meeting.

·        Greengate Road Lights

Road Secretary Selena Carter stated that the two lights on Greengate Road had been turned on.

7.     Citizen Input

Norman Martin asked about Rio Drive .

Commissioner Smith stated the topping of Rio Drive definitely needs to be brushed and it is something the Road Commission could knock out within a couple of hours. Commissioner Smith went out and took pictures of some cracks in the road and sent them via email to the Road Commission. There is nothing noticeable to say that the roots from the trees are causing the cracks.

8.     Unfinished / Old Business

·        Staff member to provide a list of Streets

Selena handed out the current inventory list of streets in Dunes City . She stated it is a work in progress but this is a start.

·        Update on 2011-2012 Projects (No brushing permits & Lane County )

City Recorder Fred Hilden stated as soon as we get a copy of the Lane County ’s agreement we can schedule the 2011-2012 projects.

Selena stated there are currently eight No Brushing permits for 2011-2012.

·        Sectioned map of Commissioners road responsibilities

Selena stated since the maps are so tiny they will be provided with a different map that has the streets lights on them.

·        Dirt pile on Leavitt Loop

Chairman Sathe stated Commissioner Curran, Commissioner Leach, and Commissioner Tucker and he went out to investigate the issue.

Fred stated the property owner has an excavation and grading permit and the work being done is within the permit except for the sand that has been moved to the City’s right of way.

Commissioner Smith made a motion to send a letter to the property owner requiring them to provide documentation that shows his parking space he has created is on his private property, Mr. Nicholson, and not in the public right of way. Commissioner Harris added to the letter to also invite Mr. Nicholson to the next Road Commission meeting in September to address any concerns Mr. Nicholson may have. Commissioner Tucker seconded the motion. The motion passed by unanimous vote.

9.     New Business

·        Master Road Plan by Gary Baker

Gary Baker discussed thirteen topics on the development of the updated Master Road Plan with the Road Commission.

What are some of the goals, objectives, and policies of this update?

      Proactive

      Address in Plan – What? How? When? Where? etc.

     Image

      Importance to community

      Stepped goals

      Policies (current and ongoing)

      Maximize communication

      Be specific with objectives

      Working together across the City

What are your reasons for updating the plan?

      Update every 2-3 years – projects/funding sources

      Stay current

     “Correctly” updated

      It was never an official document

      Good information? Need accurate information

      Bias?? Eliminate bias

      Overlapping rules???

What should be in the Appendix?

      Accurate up-to-date information

      Enforcement and appeal process

      RC forms, applications

      Franchise agreements

      Reference materials

      MRP update trail

      Appeal process

      Allocation map

      Map of street lights

      Parking

      Reference to maps

      Guidelines for vacating and adopting roads

Recent significant accomplishments

      Computerized Pavement Management System (CPMS)

      Nothing else?

What is the purpose of a Master Road Plan?

      Computerized CPMS

      Weight and force of law

      Duties of Road Commission

      Connect with ordinances and codes

      Objectives

      List of requirements and standards for street construction

      Clear guidelines/expectations

      Road Commission duties

      Clear concise rules and standards

      Projects and funding sources

      Define future needs and how they will be met

      Info on how Road Commission will operate – tools, outside sources

      Time element

      Don’t duplicate codes/MRP

      Comply with current needs and ordinances

Strengths of Current Plan

      Followed State ordinances

      A starting point/plan

      Duties and explanation, basic guidelines

      Roles and responsibilities

      Linked to local ordinances

      Built foundation guidelines

      Good info

      Ability to be edited

      Attempted street inventory

      Tools

Weaknesses of Current Plan

      Not editable

      Obsolete

      No standard for building streets and codes

      Don’t trump an ordinance

      Dysfunction – no how’s

      Lack of State standards

      Unenforceable

      No teeth – needs teeth

      Needs to be tied to ordinance with power

      Division between codes and MRP

      No future road plans

Why has Plan not been updated earlier?

      (Never really answered)

      Ordinance 171 – passed 2004?

10.            Unscheduled Items Not Listed on the Agenda

Commissioner Leach stated he has been questioned by some citizens on Huckleberry that when the road was slurry sealed the yellow line went missing from the middle.

Chairman Sathe stated the Road Commission put yellow lines on the road because we thought we got paid more money for doubling the street by having a yellow line down the road. Chairman Sathe stated when Huckleberry was slurry sealed the Road Commission decided that it did not need a yellow line down the middle of it because it is not wide enough to have a yellow line.

11.            Final Comments

Planning Commission Chairman Lee Riechel stated he hopes to eliminate some confusion on what code is applicable or not. In 1997 all the ordinances that were written up to that time were included in a codification of the ordinances of Dunes City . Subsequently Chapter 155 and 156 were established to govern zoning and development. Ordinance 182 was passed deleting Chapter 156 and replacing Chapter 155. Ordinance 182 should be used in reference to any land use planning.

City Recorder Fred Hilden had nothing to add.

Road Secretary Selena had nothing to add.

Administrative Assistant Amanda had nothing to add.

Commissioner Leach stated since we have spent a lot of time with Mr. Baker he is just glad that we have someone like him running the ship because it looks like he is going to put us in the right direction with the Master Road Plan.

Commissioner Smith had nothing to add.

Commissioner Harris had nothing to add.

Commissioner Tucker stated he also appreciates the work done on the road list and to make sure that is the only list we use if someone wants to reference streets.

Chairman Sathe stated he appreciates all the hard work that Selena and Fred have done on the current road inventory list.

12.            Adjournment

There being no further business to come before the Road Commission, Commissioner
Tucker made a motion to adjourn the meeting. Commissioner Harris seconded the
motion. The motion passed by unanimous vote.

The meeting of the Dunes City Road Commission adjourned at 9:43 pm .

The proceedings of the Dunes City Road Commission meeting were recorded on tape, and are on file at City Hall. Upon approval by the Road Commission, these minutes will be available online at www.dunescity.com.

Approved by the ROAD Commission on the 19^th day of SEPTEMBER 2011.

[ Signed copy available at City Hall ]

Troy Sathe, Road Commission Chairman

ATTEST:

[ Signed copy available at City Hall ]
      Selena Carter , Road Secretary

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