A.
Call to Order and Roll
Call
The meeting was
called to order at
6:30 p.m.
by Chairman Robert Quandt.
B.
Pledge of Allegiance
Road
Chairman, Rob Quandt led the Pledge of Allegiance and members of the
Road Commission, staff and citizens present joined in the pledge.
C.
Roll Call
Maria McConnell,
Road Secretary, called the roll call.
Present:
Road Chairman, Robert Quandt, Commissioners Jerry Curran, Jo
Owen, Michael Smith,
Troy
Sathe.
Road Secretary Maria McConnell were present.
Others Present:
David Persons, David Bellemore, Planning Commission and Bill
Sathe, member of the community, were present in the audience.
D.
Special Announcements
Chairman Quandt
welcomed Dave Persons to the Road Commission and stated he was
appointed by the City Council.
This week we had a
large tree fall on
Fir Lane
and a few street signs stolen.
Tonight's meeting
is mostly discussion items in the hopes of being able to organize our
tasks.
E.
Approval of Minutes – Road Commission –
April 20, 2009
and Special Meeting of Road
Commission –
April
27, 2009
Action
Commissioner
Jerry Curran made a motion to approve the April 20,
2009 Dunes City Road
Minutes as presented, Troy Sathe
seconded the motion. The
motion was carried by 4 ayes, 0 nays and the Minutes were unanimously
approved.
Approval
of Special Meeting Minutes –
April 27, 2009
Action
Commissioner
Michael Smith made a motion to approve the April 27,
2009 Dunes City Road
Commission Special Meeting Minutes,
with the amendment made by
Troy
Sathe that the three residents in
attendance at that meeting be listed by name.
The three residents present were Bill Sathe, George Burke and
John Stead, Commissioner
Jerry Curran seconded the motion.
The motion was carried by 5 ayes, 0 nays and the Minutes were
unanimously approved.
F.
Swearing
in of New Commissioner
Chairman
Quandt swore in David Persons as a new Road Commission member.
G.
Citizen
Input
Mr.
Sathe complimented the Road Commissioners on the job they have been
doing and stated he felt they have been doing a great job.
H.
Unfinished/Old
Business
1.
Discussion on benefits and costs of a
Dunes
City
owned backhoe
Commissioner Smith
reviewed the research information he had obtained regarding purchasing
a backhoe. He stated that
used ones on craigslist were ranging in price from $9,000 to $12-
15,000 and that a new one could cost approximately $39,000.
Commissioner
Persons asked if any members of the Road Commission knew how to
operate a backhoe.
Commissioner Sathe
stated he had many years of experience working with them on golf
courses.
Commissioner
Persons stated that in the past, George McKenzie, a member of the Road
Commission had a backhoe and made it available to the Road Commission
when needed.
Commissioner Owen
asked if the backhoe would need to be trailered, if it is licensed for
the streets, and where it would be stored.
Chairman Quandt
referenced several concerns he had about the city purchasing a backhoe
and if the money saved would justify the costs.
He also discussed possible storage areas.
Commissioner Smith
stated the backhoe would not need to be trailered and it is allowed on
the roadways.
David Bellemore
asked if it was the property owner's responsibility to keep the
culverts clean.
Commissioner Smith
stated it was and that possibly the residents could be notified that
they are in violation and could be fined.
Commissioner
Curran and David Bellemore felt that the costs of purchasing, storing
and maintaining a backhoe could be costly to the City and recommended
that the equipment be rented as needed.
Chairman Quandt
agreed and stated he would have Amy Graham, City Recorder, look into
the costs of insurance for a Road Commission member to operate it.
Commissioner Sathe
referenced a list of items he had compiled of equipment needed by the
Road Commission. He stated
that he had been to Phil's Saw Shop and True Value in
Florence
to review the equipment and compare
prices. He concluded that
Phil's Saw Shop gave the City a good price, which was comparable to
True Value, however, they are open on weekends.
He stated that being the Road Commission's work groups are
conducted on weekends, Phil's Saw Shop was better able to meet the
needs of the Road Commission.
Chairman Quandt
stated that the storage shed is almost empty and the Road Commission
needs to purchase equipment in order to conduct the work they need to
do.
Commissioner Sathe
stated that the initial costs of the weed eaters would be covered by
what it currently costs the City to have Lane County Public Works
perform the services for one year.
Commissioner Owen
asked if the City had a limb cutter.
Chairman Quandt
stated the City has a gas powered limb cutter.
Chairman Quandt,
asked what other items the Road Department needed.
Commissioner Smith
stated the need for safety vests to make us more visible on the road,
also flares and shovels would be helpful.
Mr. Bill Sathe
recommended getting the cones from
Lane
County
.
Chairman Quandt
decided that he and the Vice-Chair and office staff will have a key to
the shed.
Commissioner Owen
asked about a sign up sheet when we are going out as a work party for
insurance coverage.
Chairman Quandt
stated that Amy Graham has a sign up sheet for Road Commission members
in order to provide insurance coverage for any work done by the Road
Commission.
Commissioner
Persons asked if the Road's Dept. has a trailer and Commissioner Smith
recommended, if not, a trailer being bought by the Commission.
Chairman Quandt
stated he has a trailer for sale.
He stated that he is going to continue adding to this list and
asked the Road Commission members to call or email him if they had any
more additions.
Commissioner Sathe
stated there is also a need for back up chains and files and recommend
the full skip chains. He
also recommended that all fuel purchases be made at Abhi's One Stop as
they do not add ethanol to their gasoline that is damaging to
equipment.
The Road
Commission, agreed by consensus to buy the necessary equipment from
Phil's Saw Shop.
2.
Review of revised driveway and access Permits
Chairman Quandt
passed around a revised permit form and stated he had received
authorization from the City Council to revise the permits.
The permits involved are the driveway permit, access permit and
the permit for the PUD right-of-way.
Commissioner Smith
asked if all the permits could be combined on one form.
Chairman Quandt
advised that the driveway and access permit could be combined and they
would contain check off boxes as to which you are applying for.
He stated the additions to the permits are signature lines and
comment lines for the Road Commission as well as "additional
requirements", inspection, call for inspection and a date of
completion. He asked the
Road Commission to agree on a time limit for the permits.
David Bellemore
stated an access permit needs to be obtained before property owners
start bringing equipment on to their property.
The reason for this permit is that they are supposed to be able
get their equipment in without damaging the roadway.
Discussion ensued
regarding different ways of accessing the property without requiring
the construction of an apron.
Commissioner Smith
recommended that the access to the property be inspected by the Road
Commission to make a determination on the need for an apron.
Commissioner Smith
recommended that the driveway/access permit be completed 60 days after
the house is finaled.
Commissioner
Curran recommended 120 days after the house is finaled.
Chairman Quandt
recommended a temporary gravel driveway that will be compacted by the
construction vehicles.
David
Bellemore stated Dunes City Erosion Ordinance specifies a
gravel base.
Chairman Quandt
recommended the two permits be combined and that it require compacted
rock all the way to the road from the start of the property and the
owner will have one year to complete the permit from the time of
application.
Commissioner
Persons stated that the apron is to prevent the road from being
destroyed by the heavy construction equipment and did not agree that
the use of gravel at the road edge would provide enough protection to
the roadway. He stated
that for as long as he can recall,
Dunes
City
required that the location of your
driveway be marked and that it be paved with either asphalt or
concrete before you could start building on your property and that was
the rule.
David Bellemore
stated that aprons are constructed to withstand the use of anything
with tracks such as heavy semis and backhoes and it will protect the
road from being torn up.
Commissioner Smith
felt that the installation of an apron during construction was costly
to the property owner as the apron may need to be redone if broken
during construction. Commissioner Smith disagrees with Commissioner
Persons and Commissioner Bellemore on this issue.
Chairman Quandt
asked if the Road Commission wanted to put this issue to a vote.
Commissioner Sathe
stated he was not sure on the topic as you can't always rely on every
property owner to do the right thing and he wasn't sure if the City
should play the role of either being too prohibitive or enforcing
rules that have been used in the past that may not apply to every
situation.
Commissioner
Curran stated he felt that the apron should be installed first.
Commissioner
Persons stated that any damage done to the road will be immediately
covered by a penalty. However,
he cited a case where the property owner never fixed the road and
never paid the fine and the city was unable to enforce the penalty.
Commissioner Smith
stated that if approaches are going to be put in they should be
inspected by the Road Commission and the City's Ordinance states they
must be completed to the city's satisfaction.
Commissioner Sathe
recommended that this item be tabled and brought to the next meeting
where each Commissioner can make their presentation.
Chairman Quandt
agreed to bring more samples of the permits and this discussion item
will be put on the next agenda.
David Bellemore
stated he would discuss it with the Planning Commission also.
3.
Street sweeping project/Verify List/Project Done by
June 30, 2009
Chairman Quandt
reviewed the list of streets that are to be scheduled for sweeping by
Lane County Public Works.
Commissioner Owen
stated that #6 was not a City street.
Commissioner Sathe
stated that South Pioneer doesn't need to be swept.
Chairman Quandt
reviewed the list of streets and the Road Commission agreed by
consensus to approve the list.
4.
Discussion on Commissioners Special Assignments
Chairman
Quandt asked the Commissioners what projects they would like to work
on. He suggested they
break down into groups and work on one or two projects at a time.
Commissioner
Smith agreed to reviewing the Master Road Plan and some of the legal
aspects of the Road Commission's authority.
Commissioner
Persons discussed all the work that went into the creation of the
Master Road Plan and that it has been used as a guide for many years.
Commissioner
Owen stated she would work on the street inventory's legal aspects.
Commissioner
Sathe asked Commissioner Persons if he would like to work on the
pavement management system with him.
Commissioner
Smith stated he could also use help with grants and funding research.
Commissioner
Persons stated he would like to focus on enforcement of parking laws.
He stated there are many junk cars, boats and other vehicles
illegally parked in
Dunes
City
and nothing has been done about it.
I.
New Business
1.
Discussion on creating a special right of way use permit for
PUD
Chairman
Quandt discussed the creation of a special permit for a Public
Utilities District Use Permit and cited a recent incident on
Erhart Road
where the PUD left a hole in the
street and still has not repaired it.
Commissioner
Sathe stated that this is where a surety bond would apply and he would
support it.
Chairman
Quandt stated he is in the process of creating a new permit for the
PUD so that in the future, these sort of incidents would be covered.
Driveway
Permit– Leisure
Chairman
Quandt discussed the Application for a Driveway Permit submitted by
Leisure Excavating regarding a property located at 83421 Highway 101.
He stated he had several concerns regarding this application.
Namely, do they have approved access to US 101, does the
driveway require pavement instead of gravel and the grading of the
property. He has asked for
a copy of the plot map and ODOT approval from the applicant.
David
Bellemore reviewed the application and stated that the items addressed
do not require input from the Planning Commission.
Commissioner
Smith stated that Gary Rose at Leisure Excavating should be able to
address these concerns. He
stated that the Road Commission needs to see the property owner's deed
and easement documents.
Chairman
Quandt scheduled
Tuesday, May 26, 2009
at
5:30 PM
for a site review with members of the
Road Commission present.
Action
Chairman
Quandt asked that a motion be made to conduct a site review.
Commissioner
Sathe made the motion to defer the decision of approval for this
application until the Road Commission members conduct a site review,
the motion was seconded by Commissioner Persons and unanimously
approved by 5 ayes and 0 nays. Motion
carried.
Chairman
Quandt stated that due to the time,
9:30 PM
, that he would like to continue the
rest of the items on the agenda to the next regularly scheduled
meeting of
Monday, June 15, 2009
. The
remaining items are:
Discussion
on reassigning road inspector's duties
Discussion
on limbing schedule
Discussion
on Commissioners Reports
Commissioner
Sathe stated he wanted to review his road report.
Chairman
Quandt agreed to extend the meeting to hear Commissioner Sathe's road
report.
Commissioner
Sathe reviewed his road's report.
(Attached hereto and made a part of the Minutes of
May 18, 2009
).
Commissioner
Sathe listed streets in need of sweeping/mowing, a stop sign that
needs to be replaced on Hemlock. Trees
on
Ocean Blvd.
, Hellcat Trail and
Lake View Drive
need either limbing or trimming.
Commissioner
Sathe stated his main concern was the installation of a street light
at the end of Keichle Arm
and his conversation with residents, Gerald and Donna Revais and Linda
Lauck. He stated that the
residents advised him that the former Road Commission had approved the
installation of a street light at the end of the road.
The residents complained of vandalism that has occurred from
individuals parking at the end of the road and damaging property owned
by Marilyn Miller.
Commissioner
Smith asked who would be responsible for the electric bill for the
light.
Chairman
Quandt stated he would look into the costs of a street light for
Kiechle Arm.
Commissioner
Sathe stated the Road Commission needs to schedule a work party.
He stated he will be out of town for the
July 4, 2009
weekend.
Commissioner
Persons stated he will be out of town from
June 5, 2009
until
June 20, 2009
.
J. Unscheduled Items Not Listed on Agenda
No
items for discussion.
K. Adjournment
Action
Commissioner
Owen made the motion to adjourn the Road Commission meeting of
May 18, 2009
at
9:45 PM
, motion seconded by Commissioner Sathe
and unanimously approved by a vote of 5 ayes and 0 nays.
Motion carried.
___________________________
______________________________
ROBERT
QUANDT
MARIA MCCONNELL
CHAIR
ROAD SECRETARY