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2004-10-22 Regular Meeting Service Area No. 1 Board Regular Meeting Minutes D~U~Y~::~~ 12 October 2004 at 7:30 Bayside Fire Hall BOROUGH CLERK'S OFFICE A. Call to Order Chairperson Charlie Lorenson called the meeting to order at 7:30pm. B. Roll Call Present were Board Members Kevin Arndt, Scott Arndt, Rob Casey, Charlie Lorenson, Ed Mahoney and Peggy Tuttle. Greg Spalinger was absent. Also present were Bud Cassidy [E/F Department] and Sharon Lea Adinolfi, recording secretary. Public attendees were Iver Malutin, Bob Brodie and John Sullivan. C. Approval of Agenda It was moved and seconded [So Arndt and R. Casey] to approve the Agenda. The Agenda was approved by a unanimous voice vote. D. Approval of Minutes The Minutes of the last regular meeting of the Board [2 March 2004] were distributed and read. R. Casey noted that on page 3, re stipend for the Chair, the language seemed unclear and that the Minutes should indicate there was to be a one time reimbursement of $200 for the year [to defray the Chair's cost of using a cell phone in lieu of a beeper]. The Minutes, as amended, were unanimously approved by a voice vote. E. Public Comments None. F. Financial Report The Chair noted that Brechan Enterprises had not submitted their billing yet so the Financial Report was not accurate. S. Arndt moved to acknowledge receipt of the Financial Report. R. Casey seconded the Motion. Acknowledgement was approved. \\dove\Departments\EF\Service Districts\Service Area No.1 Board\Minutes 12 Oct 2004.doc Page 1 of 7 G. Old B\is'iness 1. Chair Report C. Lorenson welcomes new member, Ed Mahoney, to the Board. Calcium Chloride Calcium chloride has been received and the Chair is working on getting it put down. Work in Progress Shahafka B. Cassidy noted that a number of drainage issues are being worked on and that he would work on getting necessary easements. Woodland C. Lorenson said that drainage issues were being worked on. Seabreeze The Chair said that culverts are being put in, crowning work is being done and the ditches are being cleaned. Shoreline Water has been coming across the road and D-1 had been dumped on the road. The Chair noted that Lilly Drive also got D-1 in holes around the dumpster. Guardrail Replacement at Mallard This will be done, not sure when. Trinity Island Paving This project has been completed. November Meeting Schedule Next meeting date was scheduled for 7 December 2004 Bayside Fire Hall, time to be determined. a t the \\dove\Departments\EF\Service Districts\Service Area No.1 Board\Minutes 12 Oct 2004.doc Page 2 of 7 H. New Business 1. Shore line Circle B. Cassidy told the group that the Borough offers administrative support to the Service District and the Service District works to maintain the roads in the service area. One of the projects generating discussion is the Service District's proposed work on Shoreline Circle. B. Cassidy referred the group's attention to letters from G. Spalinger and K. Creelman [copies had been distributed to Board Members] for review of the projected work to be accomplished. B. Cassidy said that what should be looked at as "short term fixes" were the drainage and access issues. The long term fixes should deal with safety and completion of Ocean Drive. There are concerns re an increase of traffic and grading issues. C. Lorenson brought up Rezanoff. the possibility of connecting to S. Arndt said that R. Greene of the State DOT indicated that the State would not allow that because of the closeness to Ocean and the steepness of the road. C. Lorenson noted that one the culverts had rotted away and that allows D-1 to be washed out onto Rezanoff. He indicated that ditching was going to be done along K. Creelman's property. It would be difficult because there is a very narrow right of way. J. Sullivan questioned if plans had been drawn up by an engineer and if this was a temporary fix. C. Lorenson said that correcting drainage was 60% of the project. J . Sullivan usable and being done. field. said his concern was that the area be safe and would like to see indications of "more homework" He questioned who would make the decisions in the S. Arndt replied that the Chair would make those decisions or whomever he designated. J. Sullivan suggested that decisions in field, liabilities to the Service District - these are not addressing serious issues. \\dove\Departments\EF\Service Districts\Service Area No.1 Board\Minutes 12 Oct 2004.doc Page 3 of 7 The Service District needs to think about how each new project will be handled/managed. S. Arndt said that place and cannot be width road could not area is too narrow. the sewer/water/utilities are already In vacated. He also indicated that a full be accomplished on Ocean because the ditch B. Brodie said that he was concerned about the grade [in front of the apartments] being safe - wants it to be filled in. I. Malutin wants the same grade on Ocean. C. Lorenson noted that Ocean has been cleaned up and is safe. K. Arndt asked if part of Ocean was going to be moved. B. Cassidy responded that that would be a long term issue - it could be an option. I. Malutin said that he wanted Ocean built correctly. C. Lorenson asked B. Cassidy about the process [of making major changes] . B. Cassidy responded that all issues re any service area project should be brought to the table and that the Service District responds to the Manager/Assembly and that all citizens have the right to voice their concerns about any project. J . Sullivan said that he supported I. Malutin I s thoughts re approaching G. Spalinger and suggesting a purchase of part of Spalinger's property that would allow access to Shoreline. J. Sullivan also concurred that the drainage issue needs to be addressed and Ocean needs to be addressed. C. Lorenson said that the Service District is trying to bring all the roads up to par and make them safe. P. Tuttle questioned the engineering of roads and questioned B. Cassidy re the use of qualified people to develop the roads. B. Cassidy responded saying that the Service District would be improving non-engineered roads and that the Borough has chosen to build roads not to standard. R. Casey agreed the roads will District gets to wi th I. Malutin' s concerns be kept sanded and sal ted a point where something more and indicated that until the Service can be done. \\dove\Departments\EF\Service Districts\Service Area No.1 Board\Minutes 12 Oct 2004.doc Page 4 of 7 K. Arndt also felt that looking to G. Spalinger for negotiating a small portion of his property in order to rework the road at the apartments was a good idea. S. Arndt indicated that the ditching/culverts have to be done before winter. He also noted that the grade requirements would not be able to be met at the apartments [even with a piece of G. Spalinger's property]. K. Arndt felt it was still worth the effort to investigate. C. Lorenson said that he would speak with G. Spalinger upon his return from out of town. C. Lorenson said that he would be checking with Brechan Enterprises and Kevin Creelman re bush removal and to set a time to start the work. S. Arndt indicated that he would like to see a load of gravel dumped at the edge of G. Spalinger's property near the apartments for safety reasons and then on the other side of his property. R. Casey agreed withe no reason to place property] . safety issue near the apartments but saw gravel on the other side [of private C. Lorenson said that he would like to see letters going out to the folks in the area where the work will be done so that they're aware of what will be done and when. 2. Other Projects R. Casey said that the roads need to be if this doesn't happen damage results District will have to pay for the damage. cleaned after winter - and then the Service S. Arndt indicated that Shahafka Acres needs some ditching work, D-1 needs to be added and alders need to be removed. This should be put on the project list and it should be done before winter. He also noted that Selief Lane did not get resurfaced as anticipated and is now in need of maintenance - a seal needs to be put down. The City is doing maintenance on that road, but is beginning to run out of oil - the local DOT has extra oil and at an anticipated cost of $1000 [time and material] could do some chip/seal and pothole work. \\dove\Departments\EF\Service Districts\Service Area No.1 Board\Minutes 12 Oct 2004.doc Page 5 of 7 R. Casey makes a Motion to pursue this work on Selief, paying DOT for the oil and the Ci ty for time and material to do the work. S. Arndt seconds the Motion. P. Tuttle questioned finding out the actual cost before going forward. S. Arndt replied that there was not enough time - it had to be done before winter. Question was called and there was a unanimous voice vote for going forward on the Selief lane work. I. Public Comments None. J. Board Comments E. Mahoney talked about spending a lot of time on one of his projects at Spruce Cape installing a culvert in a ditch that was shallow. His point was that drainage issues seem to keep coming up and that could be prevented if, when new subdivisions were built, ditches/culverts were installed properly so that problems wouldn't come up later on. K. Arndt None. P. Tuttle offered her services to the Board by assisting with financial matters. It had been noted earlier in the meeting that the Service District has received no invoicing from Brechan Enterprises. P. Tuttle will get in touch with the accounting person at Brechan. P. Tuttle questioned if the Code was being upheld as new subdivisions are being built. B. Cassidy responded that it is cri tical to have build] to begin with, but things change as construction begins and sometimes drastically. a plan [ to the actual \\dove\Departments\EF\Service Districts\Service Area NO.1 Board\Minutes 12 Oct 2004.doc Page 6 of 7 . . . The Service District's role in the paving of Woodland Acres was also questioned and B. Cassidy said he would be looking into that and would report back to the Board. R. Casey welcomed Ed Mahoney to the Board. S. Arndt also welcomed Ed to the Board. He went onto note that Brechan Enterprises had done a good job this summer and that Mike Martin had "stepped up to the plate" and helped with the work himself. S. Arndt said that M. Martin was second only to Chris Deeter in grading and that during this past winter, Scott Curry - the sander operator, had done an excellent job. K. Adjournment. There being Board, a Motion was made and The voice vote was unanimous 9:08pm. no further business before the seconded to adj ourn the meeting. and the meeting was adj ourned at Respectfully submitted: haron Lea A nolfi, Secreta KIB Engineering/Facilities D Date: .~ \\dove\Departments\EF\Service Districts\Service Area No.1 Board\Minutes 12 Oct 2004.doc Page 7 of 7