MINUTES
OF THE
DUNES
CITY
ROAD
COMMISSION
October
17, 2011
AT
6:30 PM
print
file
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
6:31 pm
.
2.
Roll Call
Roll
Call was taken by City Recorder Fred Hilden.
Present:
Road Chairman Troy Sathe, Commissioner Henry Leach, Commissioner
Jerry Curran, Commissioner Bill Harris, and Commissioner Ron Tucker.
Absent:
Commissioner Mike Smith and Road Secretary Selena Carter (both
excused).
Others
Present: City
Recorder Fred Hilden, Planning Commission Chairman Lee Riechel, Council
President Jamie Mills, Councilor Richard Koehler, Councilor Duke Wells,
Planning Commission Vice-Chairman George Burke and Bill Sathe.
3.
Pledge of Allegiance
All
who were present stood for the Pledge of Allegiance.
4.
Approval of the
Agenda
Commissioner
Tucker made a motion to approve the Agenda as written.
Commissioner Leach seconded the motion.
The motion passed by unanimous vote.
5.
Approval of the
9/19/2011
meeting minutes
Commissioner
Curran made a motion to accept the minutes of
9/19/2011
as amended. Commissioner
Tucker seconded the motion. The
motion passed by unanimous vote.
6.
Announcements /
Correspondence
City
Recorder Fred Hilden announced that Road Secretary Selena Carter is
celebrating her anniversary with her husband tonight.
7.
Citizen Input
None
8.
Unfinished / Old
Business
·
Update on 2011-2012 Projects
City
Recorder Fred Hilden presented the Road Commission with four bids from
Leisure Excavating.
Chairman
Sathe read the bids that were presented to the Road Commission.
The estimated time for the projects will take around four to five
days each.
Commissioner
Tucker asked if we also had an estimate from
Lane
County
.
City
Recorder Fred Hilden stated that
Lane
County
is really backed up on their brushing schedule and they are at least a
month out before they can even look at it.
Chairman
Sathe read the brushing project proposal for $3000 a day that consists of
a brush cutter with operator, chipper with two laborers, truck to blow
chips into and dispose of chips, and all necessary tools to trim and clean
up. He also stated that
Leisure Excavating could start within three weeks once the proposals are
accepted.
Commissioner
Curran made a motion to accept and amend the bid as offered for $3000 a
day for brushing providing Leisure Excavating trims everything up to 14
feet, and agrees to any other additions that may need to be done.
Commissioner Tucker seconded the motion.
The motion passed by unanimous vote.
Chairman
Sathe read the ditching project proposal on
Erhart Road
for $2250 that consist of two hundred feet of ditching extending from the
start of the curve in
Erhart Road
to the existing culvert, place new shoulder rock as necessary along the
road and remove ditching material from site.
Commissioner
Tucker made a motion to accept the ditching project bid on
Erhart Road
. Commissioner Curran
seconded the motion. The
motion passed by unanimous vote.
Chairman
Sathe read the
Huckleberry Lane
project proposal for $3,850 that consists of ditching to drain to catch
basin, cut asphalt, replace asphalt, furnish and place catch basin, and
place bio-swale to disperse water.
Commissioner
Tucker made a motion to accept the
Huckleberry Lane
project with an amendment to include installation of culvert under
Huckleberry Lane
. Commissioner Harris
seconded the motion. The
motion passed by unanimous vote.
·
Master Road
Plan Update
City
Recorder Fred Hilden stated that Gary Baker is at home working diligently
on it. Gary Baker will have an
update by
Monday, October 24, 2011
.
·
Update by Road Secretary Selena Carter regarding street
ownership
City
Recorder Fred Hilden stated that Selena had confirmed that R-Way is a
private driveway and not any kind of street.
·
Tree on S. Pioneer
·
Trees on
Peninsula Road
City
Recorder Fred Hilden stated that PUD is willing to take down the trees,
but they don’t want to have to deal with the trees, limbs, and brushing.
Chairman
Sathe stated that the Road Commission could hold a work party to remove
the debris.
Commissioner Harris made a motion to contact
the property owner across from where the trees are to be cut and contact
Central Lincoln PUD to let them know it is ok to cut the trees on
Peninsula Road. Commissioner
Tucker seconded the motion. The
motion passed by unanimous vote.
9.
New Business
Ordinance
155.3.4.1 review
Chairman
Sathe introduced this item by reading the email from Commissioner Tucker
that recommended this item be put on the agenda for this meeting. Chairman
Sathe then turned the meeting over to Planning Commission Chairman Lee
Riechel to provide some background on Chapter 155.3.4.1., Transportation
Standards. Riechel explained
that the Planning Commission has been working on updating all of Chapter
155 – Zoning and Development to have “clear and objective”
standards.
Planning
Commission Chairman Riechel continued by providing an example where
Chapter 155 references the zoning and sub-division requirements.
He went on to explain that the Planning Commission doesn’t know
how to deal with these issues.
Chairman
Sathe commented that if Chapter 155 contains the ordinance(s) and the
Master Road Plan contains the standards for development, that the
specifications in the MRP can be changed without an ordinance as the City
needs to update them from year to year.
Planning
Commission Chairman Riechel expressed his concerns about being very
careful about where the standards are contained. He
went on to point out that if the standards are in two places, you need to
be careful to not change one without changing the other. He thinks the MRP
should be maintenance, etc.
Chairman
Sathe commented that we should all have a better idea what the MRP is
going to look like after we receive Gary Baker’s work next week.
Planning
Commission Vice-Chairman George Burke commented that it is important to
know how the MRP update is going to progress so they (the Planning
Commission) know how to proceed before final changes are made to the code.
His greatest fear is cleaning up the Code and MRP to be clear and
objective.
Commissioner
Tucker asked for clarification of whether the MRP is going to include
Code.
Planning
Commission Chairman Riechel commented about variances. Commissioner
Tucker continued that he wasn’t talking about variances; he was talking
about someone coming in and not following the standards. Commissioner
Curran stated that what our MRP really needs is specific performance
objectives. Council President
Mills commented that she agrees with Commissioner Tucker that the
standards should be the Ordinance and the plan should be a plan. Planning
Commission Vice-Chairman Burke commented that there is a layout of what
you are to have when you develop the MRP and there is specific thing that
the Road Commission was supposed to put in the MRP, none of it is
Ordinance, it does include specifications.
Chairman
Sathe suggested that maybe the first thing we should do is contact the
City Attorney and find out whether specifications should be in the MRP or
the Ordinance.
Planning
Commission Vice-Chairman Burke commented about the need for professional
advice and he would like to get the City Planner and the City Attorney
involved.
Chairman
Sathe added that is why we need to get the separation between the MRP and
the Ordinance.
Planning
Commission Vice-Chairman Burke explained that the City Council has given
the Road Commission control over driveway access permits and the
right-of-ways. The State has given the Planning Commission authority over
driveway and other development permits and land development in general.
Commissioner
Harris stated that from what he understands is the responsibilities of the
Road Commission could be narrowed significantly.
Planning
Chairman Riechel stated that if you are familiar with your area of
expertise, and you receive a land use application it is a step process. The
Planning Commission needs to receive the recommendation of the Road
Commission in making land use and development decisions as it is very
important.
Councilor
Koehler explained that he would like to see a visual aid or flow chart
that shows how things work and the relationships between the Road
Commission and the Planning Commission.
Planning
Chairman Riechel explained that while the Code defines the process and the
use of “forms,” the forms are not included in the Code. He suggested
that the forms could be placed in the MRP.
Chairman
Sathe stated that he felt the forms were good enough to go in the
Ordinance because a great deal of work went into the latest revision of
the forms.
Chairman
Sathe explained that once we get the input from Gary Baker next week we
can move ahead with those standards and if they are not clear and concise
then the Road Commission can give their input.
Commissioner
Leach commented about giving George Burke a copy of Gary Baker’s
outline, which has thirteen topics the Road Commission went through and
discussed point by point.
Planning
Commission Vice-Chairman Burke commented that all of the streets and the
maintenance of those streets need to be in the MRP. He expressed his
satisfaction with the recent accomplishments of everyone involved in the
maintenance of our streets. Unfortunately, no one ever developed a plan
for what the future of City streets would look like.
Commissioner
Curran commented that they were directed to do that when they formed the
City but no one did.
Commissioner
Tucker asked about whether we have made any decisions about what needs to
happen. He suggested that we have both the City Planner and City Attorney
review our needs.
Planning
Commission Vice-Chairman Burke expressed his desire to have the City
Planner and City Attorney look at this and what needs to be a legal
document.
Chairman
Sathe commented that the Road Commission could recommend that they would
like to see the Planner and Lawyer give advice on what is legal.
Commissioner
Tucker made a motion to have the City Planner and City Attorney research
this issue (Road Commission and Planning Commission responsibilities) and
provide an explanation of how to proceed. Commissioner Curran seconded the
motion. The motion passed by unanimous vote.
The
Commission decided to hold a meeting on
Monday, October 31, 2011
at
4:00 pm
to review all of the feedback plus the information from Gary Baker and
make a recommendation to the Planning Commission and City Council.
10.
Unscheduled Items Not
Listed on the Agenda
Commissioner
Harris commented that when he talked to Gary Rose when they were out
looking at the roads,
Gary
said that if there were any neighbors that wanted to cut down their own
limbs, just have them leave them there and he will grind them up.
Commissioner
Leach asked about the email from Fishmill about the wall on
Lake Blvd
, is that something that is going to be discussed.
Chairman Sathe stated that he sent a reply back that if they were
worried about that we could put a sign out by the road telling them to go
slow.
Commissioner
Leach commented about his attendance at the Planning Commission and the
Vision Clearance Diagram. He feels it applies to our brushing requirements
also and sited some examples.
Planning
Commission Vice-Chairman Burke commented that this was “new
development” and not “maintenance” standards. Commissioner Leach
went on to comment that we have a number of roads that don’t meet these
standards. Chairman Sathe commented that if we adopted those standards
there wouldn’t be any rural setting.
11.
Final
Comments
Planning
Commission Chairman Lee Riechel commented that he wanted to thank everyone
for getting the agenda altered by adding the Ordinance review on it.
Commissioner
Leach expressed his dissatisfaction with the time spent on the tree
trimming, setting up ribbons, road tour discussion and no action has been
done. He is glad that we have
Leisure Excavating to get this accomplished.
Commissioner
Curran thanked Commissioner Tucker for doing such a nice job of reporting
his feedback on the Planning Commission meeting that he attended and
Chairman Sathe for birddogging the brushing bids.
Chairman
Sathe wanted to thank all the Councilors that attended the Road Commission
meeting tonight that gave their input on the Ordinance.
Councilor Wells added that the Planning Commission request to have
a professional planner and city attorney to look at this and Commissioner
Tucker and the whole Council picked up on that and stated that is a great
job on listening and working together.
Commissioner
Harris stated that he is happy to see the bids get approved and that
things are moving right along with the Planning Commission.
Commissioner
Tucker expressed his appreciation for the amount of work that is going on
in the Planning Commission and he was not aware of the extent.
12.
Adjournment
There
being no further business to come before the Road Commission,
Commissioner
Harris
Harris made
a motion to adjourn the meeting. Commissioner
Tucker seconded the motion.
The motion passed by unanimous vote.
The
meeting of the Dunes City Road Commission adjourned at
8:30 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 21st day of November 2011.
[ Signed copy
available at City Hall ]
Troy
Sathe, Road
Commission Chairman
ATTEST:
[ Signed copy
available at City Hall ]
Selena
Carter, Road Secretary
###
[top]