I met with Richard Lawson today to get a bid on asphalting the mailbox area. We already have a bid from Island Ex to prep this area and we now have a firm bid to do the asphalt work.
But, we might be past the optimal weather window for doing the work. The board is going to discuss if we want to actually do the asphalt, and if so, should we try and do it now, or wait until next summer when we can be insured a really good job that will last for a long time.
Monday, September 29, 2008
Thursday, September 11, 2008
Meeting with Paul
Paul from Island Ex came and looked at the road with Dale, Dick and Chris.
First we looked at the mailbox area, and Paul was going to get us a quote to prep that area for asphaulting.
Next we drove the road and talked about various issues and places that should be fixed. It basically comes down to figuring out how much we can spend, and then working backwards on that budget to do as much work as possible.
The first thing would be to clear out the important ditches. Then do a general grading of the road, and last adding rock where needed. Jerry would decide what parts of the road needed the most help and work on those areas first.
Areas identified that probably need work for sure are the hairpin coming up the hill, the area from Jenny's driveway down past Mattox's where it is starting to get some bad washouts, and the areas in front of Stillman's and Robert's driveways where truck activity has damaged the shoulders.
We also talked about a turnaround area somewhere else on the road so heavy equipment can be brought in. But, it turns out that this is probably not needed because, the excavtors that "track" up the road to job sites, do very little damage to the road because they are on tracks, which spreads the weight load very evenly. A loaded dump truck or concrete truck does much, much more damage to the road. But, Paul did point out an area just before Verhasselt's on the uphill side, that they used to use as a turnaround area, but is not a little overgrown. With a little bit of work this could be used again as a turnaround area.
Next steps are for Paul to get us a bid on the asphault area prep. Then the board will decide if we should move forward on getting the asphault done. After taking out the money for the asphaulting (should we do it), we then need to determine how much of a reserve we want to have in the account, and then the rest would go towards road improvments for this year.
First we looked at the mailbox area, and Paul was going to get us a quote to prep that area for asphaulting.
Next we drove the road and talked about various issues and places that should be fixed. It basically comes down to figuring out how much we can spend, and then working backwards on that budget to do as much work as possible.
The first thing would be to clear out the important ditches. Then do a general grading of the road, and last adding rock where needed. Jerry would decide what parts of the road needed the most help and work on those areas first.
Areas identified that probably need work for sure are the hairpin coming up the hill, the area from Jenny's driveway down past Mattox's where it is starting to get some bad washouts, and the areas in front of Stillman's and Robert's driveways where truck activity has damaged the shoulders.
We also talked about a turnaround area somewhere else on the road so heavy equipment can be brought in. But, it turns out that this is probably not needed because, the excavtors that "track" up the road to job sites, do very little damage to the road because they are on tracks, which spreads the weight load very evenly. A loaded dump truck or concrete truck does much, much more damage to the road. But, Paul did point out an area just before Verhasselt's on the uphill side, that they used to use as a turnaround area, but is not a little overgrown. With a little bit of work this could be used again as a turnaround area.
Next steps are for Paul to get us a bid on the asphault area prep. Then the board will decide if we should move forward on getting the asphault done. After taking out the money for the asphaulting (should we do it), we then need to determine how much of a reserve we want to have in the account, and then the rest would go towards road improvments for this year.
Tuesday, September 9, 2008
2008 Meeting Minutes
SUNTERRA ROAD AND UTILITY MAINTENANCE ASSOCIATION
Minutes of 2008 Annual Meeting
The meeting was called to order at 4:18 on Saturday, August 2, 2008 by Dale Heisinger at the home of Chris Sutton and Kate Long. Those present introduced themselves: Dennie Gordon, Karen Hess, Bob and Magdalena Verhasselt, Dale and Jane Heisinger, Sharon Inman, Janis and Bob Mattox, Judy Scott and Don Stillman, David and Kaaren Slawson, Pete and Molly Pere, BJ and Dick Arnold, Chris Sutton and Kate Long.
Jerry Gaskill of Island Excavating presented a report on the condition of the road. Jennie Joplin was present by telephone during his report and the ensuing discussion of it. It has been two years since grading has been done. There have been small repairs since. But from Jennie=s on down the hill, the road is gone. There are also some other bad spots. We need the ditches cleaned. The cleaning should be done in October, after the rains start, and then we need rock B 15 to 20 loads. We need a repair where a piece of construction equipment went off the road. Jerry suggested that something been done to the road every year. Others noted that the Shilling construction project is done, that another is due to be completed in April 2009 and that it was thought that the large house mover would not be needed again and only foundation work remained to be done on the third project. Jerry was thanked by all for giving his time and expertise.
The minutes of the 2007 Annual Meeting were approved.
The Treasurer=s report was distributed. BJ, the Treasurer, noted that she appreciates early payment of the annual assessment and that liability insurance has been purchased.
The road maintenance discussion continued. Having already heard from Jerry, Dale then summarized some of the damage to the road during the various construction projects and the repairs, so far, near the sites. The Shillings have repaired. Don Stillman believed that repairs had been made near his project. The Roberts repairs have not yet been done. Dale expressed his belief that there should be something in the bylaws so that people know before construction what they will be responsible for. Judy Scott suggested that people be given notice before construction what they will be responsible for, that they have the opportunity to repair the road, and that they be assessed, if necessary, for damage done to the road. Chris mentioned a construction fee for general wear and tear to the road by earth movers, dump trucks and heavy equipment during a project. Judy Scott made a motion to explore a one-time construction fee. This was seconded and passed by acclamation.
Under Old Business, Dale thanked David Slawson for his work in finding an agency that would supply liability insurance. Bob Verhasselt asked how much was purchased. The answer is $1 million per occurrence with a $2 million annual limit.
The emergency evacuation sign had to be taken down because of the property owners concerns about nonresident joyriding over their property. Dennie Gordon will ask the owners about putting some reflectors on a tree so that the way down to the water would be apparent to residents but not to others.
Under New Business, it was decided that next year's meeting and potluck will be at 4 o'clock on Saturday, August 1, 2009 at the Verhasselts.
The current members of the Board of Directors with the exception of Geoff Shilling, who resigned, along with Chris Sutton, were nominated and elected for the next annual term by acclamation.
A motion was made, seconded and approved to adjourn at 5:18 pm.
Respectfully submitted,
Kaaren Slawson, Secretary
Minutes of 2008 Annual Meeting
The meeting was called to order at 4:18 on Saturday, August 2, 2008 by Dale Heisinger at the home of Chris Sutton and Kate Long. Those present introduced themselves: Dennie Gordon, Karen Hess, Bob and Magdalena Verhasselt, Dale and Jane Heisinger, Sharon Inman, Janis and Bob Mattox, Judy Scott and Don Stillman, David and Kaaren Slawson, Pete and Molly Pere, BJ and Dick Arnold, Chris Sutton and Kate Long.
Jerry Gaskill of Island Excavating presented a report on the condition of the road. Jennie Joplin was present by telephone during his report and the ensuing discussion of it. It has been two years since grading has been done. There have been small repairs since. But from Jennie=s on down the hill, the road is gone. There are also some other bad spots. We need the ditches cleaned. The cleaning should be done in October, after the rains start, and then we need rock B 15 to 20 loads. We need a repair where a piece of construction equipment went off the road. Jerry suggested that something been done to the road every year. Others noted that the Shilling construction project is done, that another is due to be completed in April 2009 and that it was thought that the large house mover would not be needed again and only foundation work remained to be done on the third project. Jerry was thanked by all for giving his time and expertise.
The minutes of the 2007 Annual Meeting were approved.
The Treasurer=s report was distributed. BJ, the Treasurer, noted that she appreciates early payment of the annual assessment and that liability insurance has been purchased.
The road maintenance discussion continued. Having already heard from Jerry, Dale then summarized some of the damage to the road during the various construction projects and the repairs, so far, near the sites. The Shillings have repaired. Don Stillman believed that repairs had been made near his project. The Roberts repairs have not yet been done. Dale expressed his belief that there should be something in the bylaws so that people know before construction what they will be responsible for. Judy Scott suggested that people be given notice before construction what they will be responsible for, that they have the opportunity to repair the road, and that they be assessed, if necessary, for damage done to the road. Chris mentioned a construction fee for general wear and tear to the road by earth movers, dump trucks and heavy equipment during a project. Judy Scott made a motion to explore a one-time construction fee. This was seconded and passed by acclamation.
Under Old Business, Dale thanked David Slawson for his work in finding an agency that would supply liability insurance. Bob Verhasselt asked how much was purchased. The answer is $1 million per occurrence with a $2 million annual limit.
The emergency evacuation sign had to be taken down because of the property owners concerns about nonresident joyriding over their property. Dennie Gordon will ask the owners about putting some reflectors on a tree so that the way down to the water would be apparent to residents but not to others.
Under New Business, it was decided that next year's meeting and potluck will be at 4 o'clock on Saturday, August 1, 2009 at the Verhasselts.
The current members of the Board of Directors with the exception of Geoff Shilling, who resigned, along with Chris Sutton, were nominated and elected for the next annual term by acclamation.
A motion was made, seconded and approved to adjourn at 5:18 pm.
Respectfully submitted,
Kaaren Slawson, Secretary
Asphault
Chris called Lawson and got an initial rough bid of $2500 to asphault the road from the county road in about 25'. This would come in to right at the end of the mailboxes. They do not do the prep work, so we need to get a bid from Island Ex to "prep" the road for asphault. Once we have both solid bids, then the board will decide if we should go forward with this.
We can save some money if we do the asphaulting when they are on the island doing other work. From talking with Lawson, they are planning on doing some things for Island Ex sometime in September/October.
We can save some money if we do the asphaulting when they are on the island doing other work. From talking with Lawson, they are planning on doing some things for Island Ex sometime in September/October.
Meeting at Island Ex
On August 28th, Chris, Dale, and Dick meet with Paul at Island Excavating to talk about our idea of a construction fee, and also to schedule a time for Paul to come out and look at the road and get a bid for work this fall.
Paul said we should contact some of the other road associations, specifically Buck Mountain and Spring point, both of which assess construction fee's when their members build. Chris was going to talk to both of them to further research on this fee.
Paul mentioned that we might want to look into asphaulting the mailbox area which gets kicked out all the time where our road connects to the county road. The county is not going to do anything here, other than throw some gravel on it. Chipseal is not an option as it is expensive and is not as strong as asphault especially when people are not moving and just turning tires (i.e. to get up to the mailbox close, etc).
Island Ex does not do asphaulting, but Lawson in Friday Harbor does. Chris took the task to call Lawson and get a bid.
We scheduled with Paul to come out on Thursday, Sept 11th at 9am to do a walk of the road and identify things we could do this fall to repair the road.
Paul said we should contact some of the other road associations, specifically Buck Mountain and Spring point, both of which assess construction fee's when their members build. Chris was going to talk to both of them to further research on this fee.
Paul mentioned that we might want to look into asphaulting the mailbox area which gets kicked out all the time where our road connects to the county road. The county is not going to do anything here, other than throw some gravel on it. Chipseal is not an option as it is expensive and is not as strong as asphault especially when people are not moving and just turning tires (i.e. to get up to the mailbox close, etc).
Island Ex does not do asphaulting, but Lawson in Friday Harbor does. Chris took the task to call Lawson and get a bid.
We scheduled with Paul to come out on Thursday, Sept 11th at 9am to do a walk of the road and identify things we could do this fall to repair the road.
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