ROAD Commission                               
Minutes for October 18, 2010 at 6:30 pm
City Hall - 82877 Spruce St., Westlake, OR 97439

1.	Call to Order 

The Road Commission meeting was called to order by Road Chairperson, Troy Sathe at 6:33 p.m.

2.	Roll Call

Roll Call was taken by Road Secretary, Selena Carter.

Present:  	Road Chairman Troy Sathe, Road Vice-Chairman Jerry Curran, Commissioner Henry Leach, Commissioner Jo Owen, and Commissioner Duke Wells.

Absent:  	Commissioner Mike Smith (excused) 

Others Present:	Planning Commission Vice-Chairman Tom Bassett, Mr. Bill Sathe & Mr. Ron Tucker

3.	Pledge of Allegiance

All who were present stood for the Pledge of Allegiance.

4.	Approval of the Agenda

Commissioner Curran made the motion to approve the Agenda as presented.  Commissioner Wells seconded the motion.  The motion passed by unanimous vote.

5.	Approval of the 8/16/2010 meeting minutes

Commissioner Wells made the motion to accept the minutes of 9/20/2010 as presented.  Commissioner Leach seconded the motion.  The motion passed by vote of 3 ayes and 1 abstain (Commissioner Owen). 

6.	Announcements / Correspondence

Chairman Sathe announced the following:

1.	Slurry seals and Fish Mill Way fence is Complete.  The warranty work from last year was also fixed.
2.	Computer will be ordered and delivered by October 27, 2010.

7.	Citizen Input

None

8.	Unfinished / Old Business

A.	Update by Commissioner Smith regarding his search for a trailer.
Nothing to report. 
B.	Update by Commissioner Curran and Ron Tucker regarding street ownership.
Working in progress. Commissioner Curran stated that Shady Lane is a public City road. There is an easement that is private adjacent Shady Lane.  Ron Tucker says it is a work in progress.  
C.	Discussion of the dead cedar trees located on Buckskin Bob Road.
Commissioner Curran mentioned that the tree on Buckskin Bob is in the road's right-of-away.  Commissioner Owen stated that she has a concern if we leave the trees at 20' that they could still fall and it would be a liability of the City.  Commissioner Wells is going to get two bids for the removal of the dead trees on Buckskin Bob and present a report at the next meeting.  Commissioner Leach stated that we should get all the dead trees at the same time to save on cost.
D.	Update on the provision / ordinance regarding the rights of the Vice-Chairman to vote while acting as Chairman.
Commissioner Leach made a motion to accept Ordinance 149 revisions as discussed and recommended by Commissioner Curran and accept the document with the changes.  Selena will make those corrections. Commissioner Wells seconded. The motion passed by unanimous vote. 
E.	Update on the fence located at the end of Foothill Dr.
Road Secretary stated that the Skeele's lawyer has put in for an extension of time to remove the fence.
F.	Discussion about brushing work group
We need to get a trailer to finish the brushing on the Road Maintenance Tasks. Chairman Sathe went over the Road Maintenance task list with the Commission.  

9.	New Business

A.	None

10.	 Unscheduled Items Not Listed on the Agenda
A.	Bedsole Complaint – Chairman Sathe stated that Selena needs to put on the next agenda any information on Fishmill Way and present it to the next meeting.  Commissioner Owen stated that since we have a written complaint that we need to address it. Chairman Sathe stated that we invite the Bedsoles to our next Road Commission meeting and discuss their concern.   
B.	 Maple Drive- Chairman Sathe stated that at the end of Maple Drive there is a house at the top of the road and the driveway has a huge area that is pulling mud off from it and onto our street. Chairman Sathe suggests that we send a letter to the owners of the house.  The Road Commission drafted the following letter:  Dear Property Owner, It has come to our attention by six separate complaints that there is mud getting tracked on Maple Drive from your property.  We need to have this issue corrected and addressed within 45 days of the receipt of this letter.  In order to gain access to the driveway the tenants have to speed up Maple drive and that is causing concern and safety issues.  If this issue is not addressed and corrected we will have no choice but to refer it to the City Council for nuisance abatement.  Please contact us if you have any questions.  Commissioner Wells made a motion to have Road Secretary, Selena to send out the letter that was drafted by the Road Commission.  Commissioner Curran Seconded the motion. The motion passed by unanimous vote. 
C.	Little Woahink drive – Garbage is being dumped at the end of the road.  Chairman Sathe stated that it would be a good idea to have a camera at the site so we can catch the people that are dumping the garbage and it could be utilized by other committees.  Commissioner Wells made a motion to have the Road Commission purchase a trail camera. Commissioner Curran seconded the motion. The motion passed by vote of 3 ayes and 1 abstain (Commissioner Leach).  Commissioner Curran made a motion to order two NO DUMPING signs. Commissioner Leach seconded the motion.  The motion passed by vote of 3 ayes and 1 abstain (Commissioner Owen).	
D.	Commissioner Leach stated that he would like to know when the tasks on the Road Maintenance list are going to be taken care of and keep it updated monthly.  
Commissioner Curran stated he would like to see about getting Bob Petersdorf's truck to do some of these road maintenance tasks.  
E.	Chairman Sathe stated that he would like to have the Commission go through the Master Road Plan book and make marks where they would like to have it reviewed.  Chairman Sathe said that he would like to thank Commissioner Owen for all her effort and work.
F.	Commissioner Wells stated that the Road Commission is having a lot of complaints from RVs getting scratched up from the trees over the road way on Russell Drive.  He also stated that the Road Commission does not have enough volunteers or man power to take care of the roads. He would like to see about revisiting contracting out the roads after the elections.
G.	Commissioner Owen stated her concern is that there are enough Commissioners to run the January meeting. 
Tom Bassett stated that about two days before the slurry seals there was a tree along the side of Helkat Trail.

11.	Adjournment

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

The meeting of the Dunes City Road Commission adjourned at 8:35 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 ___ day of ___, 2010.

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Troy Sathe, Road Commission Chairperson				Date

ATTEST:

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Selena Carter, Road Secretary						Date