Please email Stu or leave comment with any corrections/additions. These are draft until voted on at the next meeting, August 18th, 7-9 pm at Davies garage.
23 Mile Slough RSA February 13, 2010 Meeting Minutes
Meeting called to order at 5:00 p.m at the Moose Creek Community Center
Attendance
Commissioners: Ed Arobio, Irene Coben, Stuart Davies
Residents: Robyn Davies, Darcy Etcheverry, Sharon Harlow, Sherry Henderson, Jerry Marlow, Dan Rees, Warren Smith, Kris Straub, John Tobin
October 10, 2009 Meeting Minutes
The minutes of the October 10, 2009 meeting were reviewed and approved unanimously.
Review of Agenda
Reviewed agenda, asked for any new items to add to agenda, none offered, moved to approve agenda, motion carried unanimously.
Financial Report
$26.073 remaining in this years budget
Review of Contractor Performance and Vote on Renewing Maintenance Contract
Reviewed work done by Mitch with Rolling Stone last year. We have not yet spent the full amount budgeted for his work last year, so we talked about having him start on repair work needed before the new fiscal year budget is approved. A new PO will be issued to Rolling Stone to start work on one of three repair projects that will be needed this year as soon as the road is ready for the work. There was a motion made to approve Mitch with Rolling Stone for next year's work, no objections, motion carried unanimously.
There was further discussion about talking with Mitch to be sure he has talked to Keith about what Keith did on the road before Mitch begins the repairs this year so that parts of the road that are still good are not removed and redone if not necessary. (Cobens driveway to 1st curve)
Bylaws
Proposed changes to the bylaws were reviewed and discussed. These changes have already been approved by borough personnel. A new ordinance passed the borough assembly only requiring 2 meetings each year, so that was changed in the bylaws to require just a first quarter and a third quarter meeting, i.e., February and August each year, also added that membership can call for a vote on issues. Ed Arobio made a motion to accept bylaws as they were changed, but there was further discussion about additional changes that need to be made. There was a discussion about not calling these bylaws, but instead calling them "Operating Procedures". There was a discussion about voting procedures at meetings, and whether two meetings a year was sufficient to conduct road service business. The consensus was that two meetings were sufficient, additional meetings could be called, and with the email contact most members have with the commissioners, information and concerns can get out to the membership between meetings. The idea of voting on and recommending commissioners to the Borough was discussed and dropped. The bylaws (operating procedures) were approved unanimously with changes suggested.
Alternate Commissioner Position
This discussion started with a call again to members to apply for the open alternate commissioner position, and this led to a discussion of commissioner terms, reminding members that Stu Davies and Irene Coben will be applying to renew their terms on the commission.
State Maintenance
Letter was sent out to legislators and state officials. Residents encouraged to talk with their legislators about need for state to take over maintenance of EFR. So far there have been three responses from those contacted, Rep Guttenberg, Director Havemeister and Sen.Paskvan. Rep Guttenberg felt the RSA had good cause for requesting state maintenance and indicated he would pursue it from his end.
Project List
Review of project list was made to members again, same projects are 1 and 2 as before; project list appears to remain appropriate as to RSA needs and priorities.
Budget
The proposed budget for FY 2011 for $89,424 was discussed at length. Mowing the right of way on each side of the main road will occur this year. Reviewed the cost, there are sufficient funds to meet this expense. Talked about what time of year is best to do the mowing, and some of the issues involved with how wide an area will be mowed. The usual, annual expenditures for road maintenance, repair and plowing were reviewed and discussed. Discussion about the use of project funds to repair three ½ mile sections of EFR, from Irene's to the first curve, repair the section just beyond the culverts at Warren's driveway to Davies driveway, and the end of the road for a total of about $47,000, which would be submitted to the borough along with normal annual expenditures. Motion was made by Stu to approve the proposed budget, minus weed control, to include using project funds for estimated repair of 3 sections of road. There were no objections, the commissioners voted unanimously to approve FY2011 budget in the amount of $85,224.
Maintenance Issues
There was a discussion the damage done to road by speed and weight. At breakup weight restriction signs will be posted at each end of EFR. Commissioners will make courtesy phone call and send out letter to Robert Riddell & Jim Huffman when weight restrictions begin. Riddle (Fairbanks Pumping and Thawing) is moving solid waste to his disposal site at 2.5 mile, as well as to Jim Huffman about moving equipment.
There was additional discussion about clearing trees around curves for a better line of sight between Warren's driveway and Sebaugh Road.
Weed Control
This issue was well discussed through emails. It has been determined that RSA money cannot be spent on weed control. It is still going to be up to the individual property owners to deal with weed control in the public right of way. There are some owners who want to use weed killing chemicals to deal with weed control, and there are others who just want to mow, and others who don't want to do anything. There is some concern about liability to property owners if they choose to use weed killing chemicals on their own property, but those chemicals leech over to a neighbor's property who does not want weed killing chemicals used. Darcy Etcheverry agreed to head up the weed control issue and work on arranging for a weed pulling/cutting day to try to get a handle on weed control. Stu will look into the liability issue of property owners doing their own weed control in whatever manner they see fit.
Public Comments
There was a discussion about the desired acceleration lane for turning left onto the Richardson Hwy from Eielson Farm Road. DOT says they will do nothing about that unless someone dies at that intersection and it becomes a safety issue. There was some discussion that repair work for that intersection had already been approved for this summer and how could we get someone to do the acceleration lane while they were already working on the intersection.
Commissioner Comments
Stu is now the District 1 ARSAC rep for our commission at ARSAC meetings. The ARSAC recommended to the Assembly to decrease RSA meetings to twice per year instead of the four times per year previously required.
Accordingly, with only two RSA meetings to be done each year, the summer meeting is scheduled for Wednesday, August 18, 2010, from 7:00-9:00 pm at Stu and Robin's house, and the winter meeting is scheduled for Saturday, February 5, 2011, from 4-6 pm at the Moose Creek Community Center.
Meeting adjourned at 7:00 p.m.
Monday, February 22, 2010
Final Budget FY 2010/11
23 Mile Slough RSA Budget
July 1, 2010 - June 30, 2011
Recurring expenses
$7,800 Summer road maintenance
$3,600 2 road gradings for 6 miles @ $295/mile
$4,200 1 Mowing @ $145/hr
$15,000 Summer road repair
$5,000 pothole filling X2 truckloads @$2,500/truckload
$10,000 Misc repair and upgrades
$11,600 Snowplowing @$200/mile
$6,000 3 for 10 miles
$5,600 2 for 14 miles
$100 Mailing supplies
$3,600 Direct cost to borough
$38,100 Total
Extra expenses
$15,708 repair at mile 3
$15,708 repair at mile 4
$15,708 repair at end of road
$47,124 Total
Total Budget $85,224
$38,570 Money available from taxes
$81,956 Money in savings
$33,440 Money available in project funds
$26,073 Money remaining in FY2009/10 budget
Short term goals
road repair
Improve line of sight at 4 mile curves
Long term goals
Acceleration lane on Richardson
Apron entrances for farm equipment
Cowpie, bring up to Title 17 standards
Equipment passing pullouts
Pave 8.1 miles EFR
Repair corner at mile 4.1, increase line of sight
Resurface last mile of main road with RAP
Sawmill Trail, bring up to Title 17 standards
Sebaugh, bring up to Title 17 standards
Upgrade newly annexed Old Valdez Trail to Title 17 standards
Upgrade Skila & Prince to Title 17 standards
July 1, 2010 - June 30, 2011
Recurring expenses
$7,800 Summer road maintenance
$3,600 2 road gradings for 6 miles @ $295/mile
$4,200 1 Mowing @ $145/hr
$15,000 Summer road repair
$5,000 pothole filling X2 truckloads @$2,500/truckload
$10,000 Misc repair and upgrades
$11,600 Snowplowing @$200/mile
$6,000 3 for 10 miles
$5,600 2 for 14 miles
$100 Mailing supplies
$3,600 Direct cost to borough
$38,100 Total
Extra expenses
$15,708 repair at mile 3
$15,708 repair at mile 4
$15,708 repair at end of road
$47,124 Total
Total Budget $85,224
$38,570 Money available from taxes
$81,956 Money in savings
$33,440 Money available in project funds
$26,073 Money remaining in FY2009/10 budget
Short term goals
road repair
Improve line of sight at 4 mile curves
Long term goals
Acceleration lane on Richardson
Apron entrances for farm equipment
Cowpie, bring up to Title 17 standards
Equipment passing pullouts
Pave 8.1 miles EFR
Repair corner at mile 4.1, increase line of sight
Resurface last mile of main road with RAP
Sawmill Trail, bring up to Title 17 standards
Sebaugh, bring up to Title 17 standards
Upgrade newly annexed Old Valdez Trail to Title 17 standards
Upgrade Skila & Prince to Title 17 standards
Operating Procedures for RSA
Following are some of the Road Service Area (RSA) responsibilities as identified by Borough regulations. These are subject to change by the Borough Assembly:
• Road service area commissioners are responsible for making recommendations to the Mayor for road construction and/or maintenance and recommendations for the tax levy. After Assembly approval of budget the commission then supervises and manages the approved work. The commission is also responsible to implement policies and programs to protect the safety of the public.
• Commissioners are volunteers who serve 2 year terms appointed by the mayor and confirmed by the Assembly. Commissioners can be removed by the assembly for cause. A qualified voter residing in the service area may apply for a position on the 3 member commission or as the alternate.
• Three commissioners are allowed to vote, the 4th, alternate, is available to vote if a commissioner is absent
• The commission is responsible for encouraging participation and communication with residents and property owners. To do this they must:
o Hold general meetings 1st & 3rd quarter of each calendar year. The chairman or a majority of the other members are authorized to call special meetings.
o Prior to August 28th of each year a list of special projects is submitted to the borough. This list needs to be presented to community with input into priorities. As money becomes available the borough chooses from these submissions
o Before March 15th the commission submits its comprehensive budget including proposed short and long term maintenance, permanent improvements and strategic plans. All of this needs to be discussed and voted on at a regularly scheduled public meeting
o Meetings must follow the open meetings act including, public notice at least 5 days prior to meetings and giving the public a reasonable right to be heard
o Each commission needs to elect a Chairman and Secretary. It is the responsibility of the Secretary to take minutes that are kept to record the vote of every member on each question. Minutes need to be submitted to the borough so they are available for public inspection.
Operating Procedures Specific to the Management of
Twenty Three Mile Slough Road Service Area
Advertising of meetings
• At 1st quarter meeting set regular meetings for the following year
• Notification by mail sent out 2 weeks before regular meeting to all property owners
• Notify Rural Services about regular meeting 2 weeks prior to meeting – must fill out meeting advertising notice
• Special meetings may be called by the chairman or majority of other members. These meetings must follow the borough requirements of 5 days notice in the newspaper.
• The week before any meeting a sign will be posted at the intersection of Cow Pie Lane and an email reminder will be sent out.
Yearly meeting schedule
• 1st quarter meeting - vote on comprehensive budget including proposed short and long term maintenance, permanent improvements and strategic plans. Review of contractors performance and vote on renewing maintenance contract. Set meeting dates for the following year.
• 3rd quarter meeting - Vote on chairman and secretary. Vote on capital project submittal. Vote on tax cap adjustment
Finances
• Authorization to spend money will be voted on at a quarterly meeting. No additional money may be spent without another vote at an advertised special meeting
Agenda
• Call to Order by chairman
• Introductions/Sign in, must be signed by everyone present
• Approval of Agenda – additions/corrections may be recommended from all present
• Guest Presentations/comments
• Approval of Prior Minutes - discussion with all present, followed by a vote of commissioners
• Financial Report compiled by Chairman
• Old Business
• New Business
• Public Comments
• Commissioner Comments
• District Committee News
• Next Meeting date and time
• Adjournment
Voting Procedure – Anyone present may call for a vote, a 2nd is not needed. Discussion will follow which may be limited by the chairman due to time constraints. All present vote in “straw poll”, but commissioners will make the final binding vote.
Special committees will be established as needed.
Revision of these bylaws may be made by a majority vote of commissioners at any advertised meeting. Advertisement of meeting will include the revision as an agenda item.
• Road service area commissioners are responsible for making recommendations to the Mayor for road construction and/or maintenance and recommendations for the tax levy. After Assembly approval of budget the commission then supervises and manages the approved work. The commission is also responsible to implement policies and programs to protect the safety of the public.
• Commissioners are volunteers who serve 2 year terms appointed by the mayor and confirmed by the Assembly. Commissioners can be removed by the assembly for cause. A qualified voter residing in the service area may apply for a position on the 3 member commission or as the alternate.
• Three commissioners are allowed to vote, the 4th, alternate, is available to vote if a commissioner is absent
• The commission is responsible for encouraging participation and communication with residents and property owners. To do this they must:
o Hold general meetings 1st & 3rd quarter of each calendar year. The chairman or a majority of the other members are authorized to call special meetings.
o Prior to August 28th of each year a list of special projects is submitted to the borough. This list needs to be presented to community with input into priorities. As money becomes available the borough chooses from these submissions
o Before March 15th the commission submits its comprehensive budget including proposed short and long term maintenance, permanent improvements and strategic plans. All of this needs to be discussed and voted on at a regularly scheduled public meeting
o Meetings must follow the open meetings act including, public notice at least 5 days prior to meetings and giving the public a reasonable right to be heard
o Each commission needs to elect a Chairman and Secretary. It is the responsibility of the Secretary to take minutes that are kept to record the vote of every member on each question. Minutes need to be submitted to the borough so they are available for public inspection.
Operating Procedures Specific to the Management of
Twenty Three Mile Slough Road Service Area
Advertising of meetings
• At 1st quarter meeting set regular meetings for the following year
• Notification by mail sent out 2 weeks before regular meeting to all property owners
• Notify Rural Services about regular meeting 2 weeks prior to meeting – must fill out meeting advertising notice
• Special meetings may be called by the chairman or majority of other members. These meetings must follow the borough requirements of 5 days notice in the newspaper.
• The week before any meeting a sign will be posted at the intersection of Cow Pie Lane and an email reminder will be sent out.
Yearly meeting schedule
• 1st quarter meeting - vote on comprehensive budget including proposed short and long term maintenance, permanent improvements and strategic plans. Review of contractors performance and vote on renewing maintenance contract. Set meeting dates for the following year.
• 3rd quarter meeting - Vote on chairman and secretary. Vote on capital project submittal. Vote on tax cap adjustment
Finances
• Authorization to spend money will be voted on at a quarterly meeting. No additional money may be spent without another vote at an advertised special meeting
Agenda
• Call to Order by chairman
• Introductions/Sign in, must be signed by everyone present
• Approval of Agenda – additions/corrections may be recommended from all present
• Guest Presentations/comments
• Approval of Prior Minutes - discussion with all present, followed by a vote of commissioners
• Financial Report compiled by Chairman
• Old Business
• New Business
• Public Comments
• Commissioner Comments
• District Committee News
• Next Meeting date and time
• Adjournment
Voting Procedure – Anyone present may call for a vote, a 2nd is not needed. Discussion will follow which may be limited by the chairman due to time constraints. All present vote in “straw poll”, but commissioners will make the final binding vote.
Special committees will be established as needed.
Revision of these bylaws may be made by a majority vote of commissioners at any advertised meeting. Advertisement of meeting will include the revision as an agenda item.
Tuesday, February 9, 2010
Agenda 2/13/10
Agenda 23 Mile Slough RSA Winter Meeting
February 13, 5-7 pm
Moose Creek Community Center
Guest Presentations/comments
Call to Order
Introductions/Sign in
Approval of Agenda
Approval of Minutes
Financial Report
Old Business:
• Alternate position open
• State Maintenance – letter sent out, any response, encourage to lobby,
• Project list – paperwork to review.
• Bylaws – vote to adopt
New Business
• Weed control
• Review of contractors performance & vote on renewing maintenance contract
• Budget
• Maintenance issues – speed & weight restrictions
Public Comments
Commissioner Comments
• District Committee- ARSAC
Meeting date, time & location for following year
• Spring- May 2
• Summer Aug 11
• Fall Oct 10
• Winter – February 13
Adjournment
FY 2009/2010
--$57,370.00 Total Budget
--($31,297.00) spent YTD
--$26,073.00 Remaining
Budget by individual categories
snow removal $7,500
--10/10 moved from unforseen $5,000
--14-Nov ($1,580)
--21-Dec ($1,580)
side road blading $1,740.00
--9/1 grading OVT & end EFR ($690.30)
main road repairs $40,000.00
--9/1 upgrade to newly annexed OVT ($9,460.00)
--9/1 asphault repair to EFR ($17,767.50)
Misc unforseens $5,000
--10/10 moved to snowplowing ($5,000)
signs $2,000
--10/10 move to mailing ($100)
--13-Oct ($219)
Mailing supplies 0
--10/10 moved from signs $100
As of 2/3/10
--$81,956.00 Savings
--$33,440.00 Project funds
--$38,570.00 Yearly income from taxes
February 13, 5-7 pm
Moose Creek Community Center
Guest Presentations/comments
Call to Order
Introductions/Sign in
Approval of Agenda
Approval of Minutes
Financial Report
Old Business:
• Alternate position open
• State Maintenance – letter sent out, any response, encourage to lobby,
• Project list – paperwork to review.
• Bylaws – vote to adopt
New Business
• Weed control
• Review of contractors performance & vote on renewing maintenance contract
• Budget
• Maintenance issues – speed & weight restrictions
Public Comments
Commissioner Comments
• District Committee- ARSAC
Meeting date, time & location for following year
• Spring- May 2
• Summer Aug 11
• Fall Oct 10
• Winter – February 13
Adjournment
FY 2009/2010
--$57,370.00 Total Budget
--($31,297.00) spent YTD
--$26,073.00 Remaining
Budget by individual categories
snow removal $7,500
--10/10 moved from unforseen $5,000
--14-Nov ($1,580)
--21-Dec ($1,580)
side road blading $1,740.00
--9/1 grading OVT & end EFR ($690.30)
main road repairs $40,000.00
--9/1 upgrade to newly annexed OVT ($9,460.00)
--9/1 asphault repair to EFR ($17,767.50)
Misc unforseens $5,000
--10/10 moved to snowplowing ($5,000)
signs $2,000
--10/10 move to mailing ($100)
--13-Oct ($219)
Mailing supplies 0
--10/10 moved from signs $100
As of 2/3/10
--$81,956.00 Savings
--$33,440.00 Project funds
--$38,570.00 Yearly income from taxes
proposed budget Fy 2010/11
23 Mile Slough RSA Proposed Budget
July 1, 2010 - June 30, 2011
Recurring expenses
$7,800 Summer road maintenance
---$3,600 2 road gradings for 6 miles @ $295/mile
---$4,200 1 Mowing @ $145/hr
$15,000 Summer road repair
---$5,000 pothole filling X2 truckloads @$2,500/truckload
---$10,000 Misc repair and upgrades
$11,600 Snowplowing @$200/mile
---$6,000 3 for 10 miles
---$5,600 2 for 14 miles
$100 Mailing supplies
$3,600 Direct cost to borough
$38,100 Total
Extra expenses
$15,708 repair at mile 3
$15,708 repair at mile 4
$15,708 repair at end of road
$4,200+ weed control
---$4,200 additional mowing
---$? spraying
---$? weed killer
$51,324+ Total
$38,570 Money available from taxes
$81,956 Money in savings
$33,440 Money available in project funds
$26,073 Money remaining in FY2009/10 budget
Short term goals
~weed control
~road repair
~Improve line of sight at 4 mile curves
Long term goals
~Acceleration lane on Richardson
~Apron entrances for farm equipment
~Cowpie, bring up to Title 17 standards
~Equipment passing pullouts
~Pave 8.1 miles EFR
~Repair corner at mile 4.1, increase line of sight
~Resurface last mile of main road with RAP
~Sawmill Trail, bring up to Title 17 standards
~Sebaugh, bring up to Title 17 standards
~Upgrade newly annexed Old Valdez Trail to Title 17 standards
~Upgrade Skila & Prince to Title 17 standards
Permanent improvements
Strategic plans
July 1, 2010 - June 30, 2011
Recurring expenses
$7,800 Summer road maintenance
---$3,600 2 road gradings for 6 miles @ $295/mile
---$4,200 1 Mowing @ $145/hr
$15,000 Summer road repair
---$5,000 pothole filling X2 truckloads @$2,500/truckload
---$10,000 Misc repair and upgrades
$11,600 Snowplowing @$200/mile
---$6,000 3 for 10 miles
---$5,600 2 for 14 miles
$100 Mailing supplies
$3,600 Direct cost to borough
$38,100 Total
Extra expenses
$15,708 repair at mile 3
$15,708 repair at mile 4
$15,708 repair at end of road
$4,200+ weed control
---$4,200 additional mowing
---$? spraying
---$? weed killer
$51,324+ Total
$38,570 Money available from taxes
$81,956 Money in savings
$33,440 Money available in project funds
$26,073 Money remaining in FY2009/10 budget
Short term goals
~weed control
~road repair
~Improve line of sight at 4 mile curves
Long term goals
~Acceleration lane on Richardson
~Apron entrances for farm equipment
~Cowpie, bring up to Title 17 standards
~Equipment passing pullouts
~Pave 8.1 miles EFR
~Repair corner at mile 4.1, increase line of sight
~Resurface last mile of main road with RAP
~Sawmill Trail, bring up to Title 17 standards
~Sebaugh, bring up to Title 17 standards
~Upgrade newly annexed Old Valdez Trail to Title 17 standards
~Upgrade Skila & Prince to Title 17 standards
Permanent improvements
Strategic plans
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