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1996-12-10 Regular MeetingMembers Present: Members Absent: Others Present: LEGISLATIVE OLD BUSINESS A. D -1 ROADS SERVICE DISTRICT No. 1 BOARD MEETING December 10, 1996 The meeting was called to order by Vice -Chair Kevin Arndt at 7:30 p.m. in the Bayside Fire Department. Kevin Arndt, Vice -Chair Scott Arndt Roy Aguirre Charles Lorenson, Chair Anthony J. Perez Donna Smith, Borough Clerk Earl Smith Eric Kocurek Ed Mahoney Donna Smith, Borough Clerk, gave a presentation on successful meetings and parliamentary procedures. Donna Smith explained that the Service District Board was required to meet once every quarter and to adopt its budget by March 31 of each year. The Board holds one public hearing that requires two public notices before it adopts the budget. All notices of meetings were functions of the Clerks Office. The Clerks Office must be notified in advance so the meetings can be advertised in the newspaper. Special meetings must have twenty -four hour notice to all members and only a specific topic may be discussed. Any time a boundary or a service is changed in the service district, it must go before the voters. Ed Mahoney asked Donna Smith to touch briefly on the subject of reconsideration of a motion. Donna Smith explained the procedure for reconsideration . Eric Kocurek updated the board on the D -1 gravel resurfacing. A total of four days with approximately 800 tons of gravel a day had been done. Service District #1 Minutes, Page Two December 10, 1996 B. MALLARD WAY CLOSURE Ed Mahoney expressed concern that the barricades closing Mallard Way did not have any flashing lights, a sign saying the road was closed, or lights on the barricades. The board discussed the Mallard Way closure and some expressed their concern that the road should be maintained even if it was closed. The subject of Mallard Way would be discussed further at a worksession. BOARD MEMBER COMMENTS Ed Mahoney asked how to get something put on the agenda. Donna Smith explained that Board members should call the Chair to place items on the agenda or at the meeting request items to be placed on the next agenda so it was reflected in the minutes. Donna Smith also noted that if items were not on the agenda, action could not be taken. In addition, motions should not be made under Board Member's Comments. Ed Mahoney notified the Board that he would be leaving town around the 19th of January 1997. Roy Aguirre thought Island Sand & Gravel is doing an excellent job on the roads. Roy Aguirre also notified the board that he would be out of town the last week of January 1997 through the first two weeks in February 1997. Kevin Arndt expressed concerns that the contractor should go back to the cul -de -sacs and clean them out. He also talked with Rob Greene, foreman for the State road system, about his concern that Otmeloi Way was not opened in the mornings. The board discussed the roads maintained by the State and some expressed their concern that the State should be contacted; other Board members commented that the Borough and the School District should contact the State on these issues, because the Board did not get involved in State road issues. It was reported that Steve Avery called the Engineering/Facilities Office and expressed thanks to the Service District Board and the contractor for doing a good job on Tona Lane and Arlene Way. Eric Kocurek commented on the financial budget performance report. He noticed that the Service District's maintenance expenditures had not been used since July 1996. There was a concern about a contractor submitting bills in a timely matter. Eric Kocurek also questioned the policy for attendance at the meetings. Donna Smith explained the proper procedure would be to notify a Board member in writing after they missed three or four regular scheduled meetings, and if no response was received, the seat may be declared vacant. Service District #1 Minutes, Page Three December 10, 1996 Eric Kocurek also related information on paving. The cost for paving would be approximately $135,000 to $140,000 per mile. MINUTES Scott Arndt moved to approve the minutes of October 29, 1996 and October 31, 1996. Roy Aguirre seconded. Motion carried by unanimous voice vote. NEXT SCHEDULED MEETING The Board's final discussion was to set the next meeting date. It was decided to schedule a worksession on January 7, 1997 at 7:30 p.m. at the Bayside Fire Station. A meeting could be scheduled at the worksession if one was needed. If any one had items for an agenda, they should call the Chair ahead of time. Donna Smith explained that in a worksession public comment could be taken directon could be given but no action could be taken. ADJOURNMENT The meeting adjo_ged at 9:30 p. v�J a,c v . L,fJ a.n ,.eA- Kevin ndt, ice -Chair Gale D. Gardner, Recording Secretary