MINUTES OF THE MEETING OF THE
SHERIFF’S POSSE COMMUNITY ROAD IMPROVEMENT AND MAINTENANCE DISTRICT
On November 17, 2015 6:00 P.M.
Prescott Public Library, Bump Room, 215 E. Goodwin St., Prescott, AZ 86303
(Agenda #1) The meeting was called to order at 6:00 P.M. Noel Gormay, Joe Veranth and Mike O’Connor attended along with six other community members.
(Agenda #2) Noel’s moved to approve the September 10 minutes. Mike seconded. Mike suggested that we include a Ricketts maintenance bid in the minutes and a marked-up map showing which of the items proposed (see minutes of 8/26) were actually done. This was deemed a good idea, but relevant to the minutes of today’s meeting. Passed unanimously.
(Agenda #3) Noel pointed out that people have a hard time finding our houses, and turned the floor over to Fran Morris Higgins who described a frustrating experience of calling 911 after an accident. The emergency crew failed to find her house and even argued with her about the address. Later follow-up by the fire chief identified that their maps were out of date, they were unhappy with our signage. He offered an apology. Neal Manske made the point that it was their job to provide timely emergency services, there was no excuse after all the work the county made us do to get new addresses, and that he would contact Rowley Simmons seeking corrective action. Joe offered to visit the fire station to see whether they could now correctly find community addresses.
(Agenda #4) Noel introduced Bob Keltie’s request that we clarify our policy on paying invoices. Bob pointed out that he had no Board guidance on how to proceed when the Ricketts invoice exceeded the approved estimate by $60. Lauren Veranth asked for an explanation of the excess. Bob said it was due to an under-estimation of the rock needed. He said that we could view that as the contractor’s problem, not ours, whereas Noel preferred to recognize that the original $3,545 was an “estimate”, subject to this kind of correction. The Board decided that in the future when we approve bids/estimates we would set a contingency amount either provided by the bidder or set by the Board.
(Agenda #5) Regarding current events, Mike requested a meeting with Joe to review records management rules, procedures, and contacts. Joe agreed, and per the “Open Meeting Law”
scheduled a public meeting on Thursday for that purpose. The agenda was sent separately. Bob also said he needed a $79 filing cabinet to store records, but discussion of that was postponed in anticipation of possible donation by a community member.
(Agenda #6) Regarding future agenda items, Bob presented a whole list of possible questions for a Board FAQ concerning elections, responsibilities, policies, the distribution of meeting handouts with the agendas, review of the insurance policy and contracts, etc. Melitta Keltie said that a landscaper parking on the road had blocked her exit one day.
(Agenda #7) The only future meeting date set was the study session for 11/19/15 at 10:00 A.M.
( Agenda # 8) Responding to the Call to the Public, Lauren said the cinder barrels needed refilling. Bob encouraged us to get estimates on the postponed road work before budget time.
(Agenda #9) The meeting was adjourned at 7:15 P.M.