Meeting Minutes - 7/10/2006
Rancho Heights Road Committee Meeting Minutes
Date: July 10, 2006
Location: Mary Phillips Senior Center
Time: 7: 00
Committee Members Present: S. Bochinski, J. Geller, J. Szepkouski, K. Ebmeier
Property Owners Present: C. Szepkouski, K. Ebmeier, J.,C. Hill, S. Murray, J.,
P. Burke, B. Wagstaff, S. Plyler, D. Eaton
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Call to Order:
Stephen B. called the meeting to order.
Additions/Changes to the agenda:
Add: Gate Update by J. Szepkouski.
Financial Report:
Report was presented by Treasurer, Kirk E. Account balances, payables, receivables and collection status were reviewed. Motion to accept Financial Report made by James S. , seconded by Stephen B. Passed by all.
Gate Report / Construction Schedule:
Committee has competed ordering of stone caps for tops of walls, after which walls will be stuccoed. The caps were obtained at below 50% of cost thanks to J. Szepkouski.
Open Discussion with Community regarding Road Maintenance Financing:
As two viable approaches for road financing were presented to property-owners this past year, only to be rejected, the Road Maintenance Committtee promoted this meeting as an open format for “idea generation” with the community in hopes of developing financing options they would consider preferrable. The plan would then be for the Committee to take all the ideas generated into consideration and attempt to ultimately bring an acceptable resolution forward to the community before the Annual Meeting in October.
Finance Review:
Reviewed process and results of last year’s failed resolutions to increase annual road maintenance budget. Discussion centered around our community’s on-going dilema, as described in the Meeting Minutes from April of this year;
1)MONIES CURRENTLY COLLECTED ANNUALLY PROVIDE FUNDING FOR ONLY ONE QUARTER MILE OF PAVING AT TODAY’S ESCALATED RATES.
2)WE MUST FIND AN EFFECTIVE MEANS OF GETTING PROPERTY OWNERS TO ACCEPT THAT WITHOUT AN INCREASE IN ROAD MAINTENANCE DOLLARS, WE FACE THE CONTINUED DETERIORATION AND ULTIMATE LOSS OF OUR ROADS WITH CONCOMMITANT LOSS OF PROPERTY VALUES.
Research Conducted and Presented:
Kathy and Kirk Ebmeier, assisted by members of the Committeee researched current road condition, paving status, current paving costs and projected paving costs in the next 1-3 years. The Ebmeiers then determined projections for the cost of bringing both our paved and unpaved roads to acceptable standards. The “lowest” projected cost, should all work be performed at current rates rather than increased future rates, was calculated to be $1,170,150.00.
Their research included measuring which sections of our existing roads are currently paved at 1.5” depth (estimated 468,060 square feet) and which are currently paved at 3” depth (estimated 154,660 square feet).
Analysis included projections of: Upfront Costs, Cost per Square Foot, Cost per Benefit Unit per Year, Cost per Parcel per Year and Financial Reserves.
Financing Options Presented for Discussion:
- Incur one-time special assessment
- Incur multi-year special assessment
- Increase cost/benefit unit – permanent and/or time-limited
- Combine assessments and cost/benefit unit increases
- Revise ongoing assessment structure
- Investigate outside funding
- Surcharge affected parcels for dirt road paving
Open Forum Discussion: Topics Included:
- Balancing acceptable financial increases with structural needs of roads
- The need for the paving “plan” to be included with ballot
- Timed payment options for Property-owners
- Viability of offering multiple financial options to community versus presenting
one approach.
- Separate Issue: Enforcing surcharges for payment of construction-related damage
Special notification of financial responsibility to property-owners at onset of contstruction projects.
Concensus of participating Property-Owners:
•To assure simplicity and comprehension of the ballot, a single financing option should be presented to property-owners prior to the Annual Meeting with discussion to be held at the meeting.
Action Plan:
* Hold 2nd Open Forum meeting on August 7th and promote in a special edition newsletter in order to create an additional opportunity for property-owners to share their ideas.
* Jackie Hill to prepare special edition newsletter to announce meeting on August 7th.
* Mail ballots to property-owners by late August/early September. Mailing to include complete presentation regarding road conditions and vital need to address situation.
* Sub-Committee, led by Phil Burke, to meet Thursday August 13th at 7: 00pm at Szepkouski residence to draft Version 1.0 of Ballot and explanatory materials.
Scheduled Community Agenda Items: (none were submitted prior to meeting)
Adjournment: Meeting Adjourned at 9: 10pm
Date Minutes Meeting Held:
Monday, July 10, 2006