MINUTES OF THE
DUNES CITY ROAD COMMISSION
REGULAR MEETING
December 21, 2009, 6:30 PM

A.	Call to Order 

The meeting was called to order at 6:30 p.m. by Chairman, Rob Quandt.

B.	Pledge of Allegiance

Chairman Quandt led the Pledge of Allegiance. 

C.	Roll Call 

Fred Hilden called the roll call.

Present: Chairman Robert Quandt, Commissioners Jerry Curran, Dave Persons, Troy Sathe and Jo Owen. Commissioner Michael Smith was absent and excused.  Road Secretary Maria McConnell was absent and excused. Acting Road Secretary Fred Hilden was present.

Bill Sathe and David Bellemore were present in the audience. David Bellemore pointed out that since the tape was just started Chairman Quandt needed to state the date and start time of the meeting. Chairman Quandt stated that this was the Road Commission meeting for December 21, 2009 and it was called to order at 6:30 pm.

Chairman Quandt announced that the treats are a thanks from he and Tracy for everyone’s hard work.

C.	Approval of Minutes – Road Commission – November 16, 2009

Action

Commissioner Sathe asked for a correction to page 11, top paragraph. It should start with “Commissioner Sathe stated…”

Commissioner Owen stated that on page 7, eighth paragraph, she didn’t say the Hilltop Drive tree was a “danger” tree and that she had not spoken with the property owners. The November 16, 2009 minutes will be corrected as noted.

Commissioner Persons made the motion to approve the November 16, 2009 Minutes as amended, motion second by Commissioner Sathe and approved by a 4 ayes and 0 nays, 0 abstaining.  Motion was unanimously approved.
 
E.	Citizen Input

	None

F.	Communications

Chairman Quandt discussed the letter sent to residents on Hilltop Drive regarding the leaning tree. The letter pointed out that it was Lane County’s jurisdiction, thereby not Dunes City’s responsibility. This also covers us from a liability standpoint. Commissioner Sathe commented the letter was perfect and exactly what was needed.

Chairman Quandt reviewed the Hull situation and letter and the action taken. This was in a response to the work that was being done on the Fir Lane problem. The residence directly across from the washout had their downspouts draining directly onto the street. The letter was sent because the property owners did respond to a phone call. The homeowner didn’t seem to be aware that their drainage was causing a problem. Commissioner Curran commented that he had spoken with Mr. Hull and he seemed pleased with the repair that had been done on Huckleberry.

G.	Unfinished/Old Business

Chairman Quandt commented that Commissioner Smith provided a report for the Master Road Plan (MRP) changes and that was somewhat of a recap of what had been presented. Chairman Quandt stated he didn't want to recap what we've already covered. We had talked about Commissioner Smith setting some specific goals. He really hasn't had time to do that. Chairman Quandt will set some tasks for next month’s meeting. The priority should be Chapter 90. He will provide copies of Florence's ordinances relative to Chapter 90 for everyone. He will also provide some specific direction for changes to Chapter 90. The action item for next month is to review Chapter 90 and the additional information he will be providing. The Road Commission will draft a new Chapter 90 and forward it to the Planning Commission and then to the City Council.

Commissioner Sathe commented that we might need a change to the direction of leadership of this group. Perhaps Commissioner Persons could dedicate more time to this effort. Commissioner Sathe made a motion that maybe we should change the leadership of this group right now. Chairman Quandt suggested that we ask Commissioner Persons if he has time.

Commissioner Persons stated that he could do that but everyone needed to remember he was on the initial group that created the Master Road Plan and maybe that would influence him. Chairman Quandt clarified that we're really talking about the leadership question. Commissioner Persons stated it is a massive task.

Commissioner Owen stated that she isn't comfortable with taking it away from Commissioner Smith until she has had a chance to speak to him about this. Commissioner Sathe stated that this is exactly why he made the objection in the first place. Commissioner Owen pointed out that Commissioner Smith was trying to make sure everything was done legally and that took a month or two to get straightened out and this isn’t going to get done overnight. Commissioner Curran commented that we have wasted a lot of time and he would like to see something happening.

Commissioner Sathe made a motion to make Commissioner Dave Persons the person in charge of leading the changes to the Master Road Plan. Motion died for lack of a second.

Quandt summarized that Chapter 90 will be the focus for next month.

Courtesy Notice

Chairman Quandt asked if all had had a chance to review. Commissioner Curran indicated his support. Commissioner Sathe said it’s about as good as we’re going to get and Commissioner Persons agreed.

Discussion followed on the notice and who should review and approve. Commissioner Sathe suggested putting it in next month’s Road Report to City Council. Chairman Quandt liked that idea so we'll start using it. He also commented that it is a complaint based system so we’ll see what happens and start posting those notices.

Commissioner Owen asked about the status of the term limits that she had discussed with the Road Secretary, Maria McConnell. Chairman Quandt stated he planned to cover that in Unscheduled Items.

Discussion returned to the Courtesy Notice and Commissioner Curran asked who is authorized to dispatch the courtesy notice. Chairman Quandt stated he wants everything coordinated through the office staff. David Bellemore commented that the City Recorder should be in the loop. Chairman Quandt stated that all staff is running everything by the City Recorder. Commissioner Persons would like for all the Commissioners to be able to post these notices after notifying the office. Commissioner Curran suggested that they call in license number also. Chairman Quandt wants the “vehicle license plate number” added to the notice. Commissioner Owen suggested adding the “date” to the notice and Commissioner Curran suggested that “time” be added to the notice also.

H.	New Business

(1)	Wintertime Drainage survey. Chairman Quandt wants all of the Road Commission to work with their neighbors to gather information about drainage problems. Take notes and compile lists of areas that are showing problems. Commissioner Sathe asked about ranking them. Chairman Quandt wants all listed, then we'll go back and prioritize. Commissioner Sathe asked about ditching and whether we should note ditching issues. Chairman Quandt pointed out that all drainage issues should be noted. Include puddles that will eventually lead to “alligatoring” and need to be identified and corrected.

I.	Unscheduled Items Not Listed on Agenda

Chairman Quandt discussed the research that has been done by staff on terms of office. Maria McConnell and Fred Hilden have been looking into this and most recently, Fred provided a list. Chairman Quandt read the Ordinance that defines the terms and that Fred has extrapolated the dates. Chairman Quandt explained that it appears Commissioner Smith’s term ends in 2009 and Commissioner Person’s term (formerly Mr. Hilden’s term) ends in 2011. Chairman Quandt pointed out that we need to get an ad in the paper so we can take action at the next City Council meeting. 

Commissioner Curran explained that the terms should be three years and be staggered. Chairman Quandt agreed that they are three year terms. Commissioner Owen said when people resign that is when the problem arises. Chairman Quandt stated be will get the ad posted and speak to Commissioner Smith.

Copy of Chapter 193 (Erosion Control) that was included in the packet.

Chairman Quandt pointed out that one of the commissioners requested this as part of the Master Road Plan review. Commissioner Curran asked if 193 was being replaced by the Stormwater Ordinance. Chairman Quandt said no, but maybe it should have been.

Other Items

Commissioner Sathe stated he was having a thought about missing meetings. He stated we need to have some guidelines about number of meetings that can be missed before they can remain on the Road Commission. Chairman Quandt read from Ordinance 149 clarifying attendance. Commissioner Sathe would like to see some discussion about attendance. In working on the MRP, he thinks it's important to be present. Commissioner Curran concurs. Commissioner Owen stated that it’s important but if people can't or don't want to be here they should resign. Chairman Quandt reminded the group that we rely on volunteers and that must be kept in mind.

Commissioner Curran asked about the December 10th Dunes City Roads Report to City Council, specifically what is the TGM Grant Program. Chairman Quandt explained that this was a preliminary application and he lacked sufficient information to complete and submit it. Commissioner Curran added that if we’re serious about the project and getting money for it we should get our act together and get it done. Chairman Quandt reiterated that this was the preliminary application only and we still have time to submit the final. Commissioner Curran stated we need to set specific goals and get them done.

Commissioner Persons asked about map corrections. Commissioner Curran needs a map. Commissioner Sathe has lots of changes but didn’t bring his copy. Commissioner Quandt will put maps on the agenda for next month. We’ll compile all the changes and have Maria send them in to ODOT.

Commissioner Persons asked for clarification about map changes. Chairman Quandt stated that any changes, errors, omissions, etc. need to be noted. Chairman Quandt stated that plot maps will have to be provided to substantiate any changes involving geography. Name corrections will not require plot maps.

J.	Adjournment

There being no other business before the Road Commission, Commissioner Owen made a motion to adjourn, seconded by Commissioner Curran. Motion passed unanimously. Chairman Quandt adjourned the meeting at 7:36 PM.

___________________________	______________________________
ROBERT QUANDT				FRED HILDEN
CHAIRMAN					ACTING ROAD SECRETARY