MEETING OF THE
SHERIFF’S POSSE COMMUNITY ROAD IMPROVEMENT
AND MAINTENANCE DISTRICT BOARD
PURSUANT TO A.R.S. 38-431.01, A.R.S. 38-431-02 and ARS 38-431.03
September 25, 2014 6:00 pm
Prescott Public Library, Bump Conference Room
215 E. Goodwin St.
Prescott, AZ 86303
Board Members Present: Joe Veranth, Kay Walsh, Noel Gormay
Six community members present.
1. CALL TO ORDER
Noel Gormay made call to order at 18:01
2. APPROVE MINUTES OF JUNE 26, 2014
Bob Keltie suggested a correction to minutes stating that four members of the community were present. Joe Veranth made a motion to approve the corrected minutes. Seconded by Noel Gormay. Motion passed unanimously.
3. BOARD MEMBER ELECTION UPDATE
Noel Gormay stated that he contacted Yavapai County and determined that no candidate, other than Joe Veranth, had submitted an application for the upcoming election and vacancy on the Board. Thus a ballot election is not needed. Joe Veranth will serve a new four-year term beginning January 1, 2015. Joe Veranth noted that the County charges a minimum of $500 to conduct an election.
4. REVIEW OF BOARD MEMBER WALK THROUGH OF ROAD DAMAGE AND ACTION.
Noel reported that a board member walkthrough of road was conducted on September 25, 2014 to examine drainage and road damage issues. Joe Veranth provided a list of noted items and provided an updated handout that was distributed. (See attachment)
Joe Veranth stated that he tried to provide an accurate review of the issues. He noted that the list is just an outline from his understanding. He noted that some issues are more critical than others, for example nothing can be done at this time regarding #22 Jazz Lane. He created a chart showing which items are causing potential damage to the road. Also he noted that the list referring to a particular homeowner is just for purposes of location and not faultfinding. A map was provided that locates the areas of concern by number.
A discussion ensued regarding some of the more critical issues that have arisen as the result of the recent heavy rains.
Joe Veranth stated that volunteers could fix some of the items and some items are beyond the scope of volunteer effort. Further some items may not need attention at this time. He suggested the board prioritize the list and determine a budget amount for correction. Joe Veranth stressed that money could be saved by volunteer efforts to address some of these issues.
#1 driveway runoff missed the drainage grate and eroded downside of the road. Solution is to add riprap to the eroded area. Joe Veranth volunteered to fix it. Kay Walsh concurred.
#15 on the south side of Sheriffs Posse Trail, the ditch is undermining the road because it is too close to the pavement. It was recommended that the ditch be moved further away, which Joe Veranth volunteered to do saying it was about ten hours of work. Jeanne Wellins provided information that Labor Systems charges $17.50 per hour for a laborer. Noel Gormay suggested instead that the Board should employ a contractor with equipment to excavate the ditch and line it with riprap. It was determined that Joe Veranth will attempt the repair and contact Noel Gormay if it requires further work.
#19 waste management truck is turning around in Lockwood’s driveway rather than in the gravel turn around, cracking the pavement. It was agreed that the gravel turnaround might be the better alternative. A board member could contact waste management.
#21 Joe Veranth said shoulder should be built up. Noel Gormay that could be done now.
#5 and 6 – There was a discussion regarding issues occurring on Bentley Road. Noel Gormay suggested that cleaning out the lower grate regularly would not solve the problem as silt is washing down the road from above and the 12” culvert midway is clogged. Last year the grate and lower culvert was cleaned out, but it has just filled up again this year. He noted that spending money to continually clean out the lower portion is not solving the problem. The board discussed looking at engineering issues and property feature issues. Noel Gormay said it is an important issue right now because it is degrading the road. Responsibility might lie with the engineering or with the owner.
Neal Manske raised the point that any owner might wonder if the contractor properly installed the culvert and drainage. He stressed concern regarding the need to address drainage, as water will damage the road. He said there could be a solution by diverting water from above. Jeanne Wellins noted there could be some original engineering issues. The board concurred with the need to look at original engineering drawings and contact Kelly-Wise Engineering.
Noel Gormay made a motion to contact Mr. Bentley, to inform him of the ongoing issues, what the district has done and that the board will be taking some future action. Joe Veranth seconded the motion. Motion passed unanimously
Noel Gormay made a motion to contact Kelly-Wise Engineering to explore possible engineering issues and suggested solutions. Joe Veranth seconded the motion. The motion passed unanimously
Neal Manske asked if Kelly-Wise did the construction management and if these problem areas were built to plans. Joe Veranth said construction appears to be per Kelly-Wise drawings.
Noel Gormay agreed to contact Kelly -Wise. Joe Veranth will contact Mr. Bentley.
#8 has been repaired by Harry Wellins. It was noted that Shawn Carmichael and David Danowski clean out their culverts regularly.
Joe Veranth asked if there were any other road repair issues that the board should act upon.
Bob Keltie noted that water and gravel are washing onto edge of the road below King’s driveway along Sheriff’s Posse Trail and the ditch needs to be deeper. Joe Veranth noted that if we bring in a machine to move the ditch on #15 that we could add that work as item #56.
Noel Gormay asked about #11. Joe Veranth said that it might be an easy fix. He will attempt to do so and report any problems.
Kay Walsh suggested that we make a list of what needs to be further assessed, what will be done by machine or by volunteers so that we are organized in completing these needed tasks. Kay Walsh noted that she appreciates Joe’s volunteer effort, but if it is too difficult to do by hand, we should schedule it to be done by machine.
Neal Manske volunteered to clean out culvert #8, though it is not on the list.
The suggestion was made that other community members could help repair or correct any drainage issues they want to help with, which would save the district from having to increase tax assessments.
5. DISCUSSION AND ACTION OF RIMD REPAIR & MAINTENANCE OBLIGATIONS VIS A VIS PRIVATE PROPERTY OWNERS RESPONSIBILITY
Noel Gormay suggested that the board could clarify what is the responsibility of the owner and what is the responsibility of the RIMD. He stated that if the community relies only on the RIMD for maintenance, then the maintenance costs would go up.
Joe Veranth concurred in part saying that anything that can be done to save money by volunteers and by owners is appreciated. The district will save money if everyone can help by taking care of his or her own property. He noted it could be difficult to totally identify responsibility.
Jeanne Wellins expressed the opinion that it is a Road Improvement and Maintenance District and that homeowners expect maintenance, but that encouraging everyone to take care of their own property and along with volunteer efforts is a good money saving idea.
Neal Manske suggested that the Board should try to keep the planned repairs within the budgeted $2500, until the spring and we see how the budget ends up. Unused funds could then be transferred for any additional work.
Joe Veranth suggested the board use the website and post information on how owners could volunteer to help or they may call Joe Veranth directly. Noel Gormay added that the volunteer and extra help is encouraged and appreciated.
No action was taken.
6. CONFUSION BETWEEN RIMD EASEMENTS AND PRIVATE PROPERTY OWNERSHIP.
Noel Gormay said he has seen some confusion on what an easement means. He stated an easement grants access but it is still your property and you are responsible for taking care of your property.
Joe Veranth suggested homeowners be proactive in taking care of things so that it will save money in the long run.
A brief discussion ensued.
No action was taken.
7. LIMITATIONS ON WHAT SHOULD BE RIMD RESPONSIBILITIES REGARDING EROSION CONTROL AND DRAINAGE ISSUES, SUCH AS EXTREME WEATHER EVENTS, OR ROAD CONSTRUCTION PROJECT CONCERNS.
Noel Gormay suggested the board should address responsibility for these types of problems and explore this further at a future meeting. Item #7 was tabled.
8. NEW BUILDING CONSTRUCTION ROAD, DRAINAGE, EROSION, AND SHOULDER DAMAGES THAT ARE CLEARLY THE OWNER/ BUILDER OBLIGATION.
Noel Gormay asked for an opinion from Kay Walsh or Joe Veranth on creating a builder responsibility policy to address road damage during construction. Joe Veranth noted that the Keltie’s went above and beyond in taking care of the road. He suggested giving builders a set of rules.
Jeanne Wellins asked about requiring a bond for repairs and suggested the rules should state that they cannot park on the shoulder. Joe Veranth stated the Board cannot require a bond but will draft some rules.
No action was taken.
9. RIMD FINANCE UPDATE.
Bob Keltie reported budget balances of: MO $3,148. Chip Seal Reserve $19,660.
10. CURRENT EVENTS.
No current events were reported.
11. PROPOSED FUTURE AGENDA ITEMS
12. CALL TO PUBLIC
Lauren Veranth brought up an open meeting law question regarding board members reporting of repair items. A board member can report a repair problem to Noel Gormay, without discussion.
Noel Gormay made a motion to adjourn the meeting at 19:52, Joe Veranth seconded the motion. Motion passed unanimously.