Minutes for April 2025

Call to order

5:58 pm quorum reached Call to order Open Board Meeting.  

Roll Call

present

absent

guest

 

Officer’s report

Public Comment

None

Minutes

 

Unfinished Business:

New Business

  1. Rotating board positions for familiarization/President workload
    • John asked for a load balance for the President’s position in rotation of board members. Members are amenable for this rotation and will be ongoing discussions.
  2. Composing an information letter for the property owners.
    • We need to get word out to the property owners that Rocky Road funds are constrained and that the Board prioritizes the planning and execution of projects by weighing the outcomes for the best impact to servicing the needs of the community.
    • Given the constraints of the current budget, the discussion of applying more tax dollars was discussed and how this message would be put forth to address the taxpayers within the Rocky Road district.
    • Curt noted we don’t need to alert the property owners until autumn timeframe in presenting tax rate increases to maximize the readership in a timely fashion. A second message could follow in the Jan/Feb timeframe to coincide with the election cycle in June 2026.
    • Sheldon thought a letter needed to be drafted noting the increase would be appropriate.
    • Curt discussed the ask for a nominal amount of increase and then follow a progressive tax pattern over X number of years.
    • Sheldon stated that the road asphalt crack sealing is the highest road maintenance priority.
    • John noted the hesitancy for sending out small print formal mailers to get the message across. John thought a marketing mailer is more concise with key bullet points - a flyer notification more akin to an advertisement postcard style.
    • Sheldon feels that a letter to the property owners is needed and a set of 3 mailers to follow up over a period of time would be ideal to ensure readership and understanding.
    • Total mailings cost would be based on 569 property owners.
    • Curt agreed that communication to grab the attention of the property owners was needed, but without too much additional reading so the message is clear and concise.
    • John and Sheldon spoke of the cost to properly maintain the roads, brush & tree lines and how we communicate this need with the property owners. The idea was restated that an incremental and progressive increase over a period of years would position Rocky Road (financially) to meet the future demands and needs of the community we serve.
    • Curt noted additional ideas on attracting and promoting the readership of this initiative.
    • Sheldon outlined an assessment of the conditions of our roads and where we are with the current cost required to maintain and improve road conditions for the future.
    • John stated that the Board has a responsibility to educate and inform the property owners of the future risk with any degrading conditions and why these adjustments are required to uphold the high standards and expectations for the community.
    • Sheldon noted that from his perspective, that we need a very informative letter to the property owners to make them aware of the current conditions and future state of the Rocky Road district.
    • John and Sheldon discuss revisiting this topic again in the next Board meeting. Sheldon offered to have a rough draft letter for the board members to review and edit. Once a final draft is created, this announcement could be published on the Rocky Road website.
  3. Posting a notice on the website for weed spraying.
    • John noted how we are posting a physical sign ahead of time for public safety and illustrated an exhibit of Calaveras County notice.
  4. Easement encroachment on Salmon Court, Lot 777
    • This agenda item refers to the property on Salmon Court (Lot 777) where the property owner is installing into the District’s Right-of Way (a violation) and has their property for sale. The discussion centered on the encroachment into the Right-of Way and the proximity of fencing and gates installed. The Board is reviewing the property lines, physical structures (fencing and gates) and will be contacting property owner’s surveyor, who is evaluating and cross-referencing county markers and maps to define the positions of these improvements. Also worth mentioning that said fence may be encroaching on an adjacent property line on neighbor’s property. In the interim, all efforts to sell property (real estate agent) have been halted until resolved. Board members, including John, Mark and Sheldon have seen the site.
  5. Fall at the mailbox at 620 Black Creek Dr.
    • The Board was notified of an incident of a resident falling at a mailbox at 620 Black Creek Drive, Copperopolis, CA. Board received a partial anonymous letter alerting the Rocky Road Board asserting their “Grandmother fell after her cane lodged in a crack in the road.” John went to the site at 620 Black Creek Drive, a residence located but unable to discern the party or the mailbox that was referred to in the letter. 620 Mailbox could not be located and was not part of a group of mailboxes within close proximity to residence. Sheldon made a motion to carry this over to the following meeting so he and Curt can go to the site and assess the condition of the road section.
  6. J R Steele of Calaveras County claims Tuni Ct belongs to RRCSD.
    • John mentioned the area is located on private property. This claim stems from a fiber optic company wanting to install fiber cables though the road.
    • Discussing that this geographical location is within the CCRRCSD, however it is noted the property is in tax-exempt status. John gave the name of the fiber optic company and noted that the Board has the option to abstain given this isn’t within CCRRCSD purview.
    • Sheldon noted that this road location is not overlayed and said the road was within the Rocky Road district, however the property owners are not remitting the $350.00 taxes.
    • Curt proposed a hypothetical arrangement of payment of back taxes paid might be an alternative to reconsider however all agreed there’s no obligation from CCRRCSD to perform road maintenance or any remediation to install fiber optic cable. Curt made a motion regarding Tuni Court, not our responsibility, Sheldon second. John posed to vote which returned a 3-0 unanimous consensus not to perform any road work.
  7. Abandoned auto on our easement 2931 Canoe St.
    • CHP has been notified and has a 72-hour tow. Another vehicle parked on the right of way - half of the easement and Calaveras County will tow the 2nd car given the overlap.
  8. Locating invoices from check 3951 through 3987
    • John asked for invoices and recordkeeping for all invoices and possibly copies citing any audit or mid-year review. Curt noted that original receipts are sent to the accountant and then returned where they can be filed for future retrieval.
    • John noted that because we are responsible for other people’s money, the auditing differs from that of a personal audit. The transparency and fiduciary duty to those entrusted with the taxpayer funds are rigorously tracked and all expenditures have receipts for the accountant and any subsequent audit activities.
    • Curt reiterated the use of credit cards versus checks for easier reconciliation during the fiscal year.
    • Sheldon noted the accountant cited there was no adverse exposure for 5 years down the road.
    • John affirmed all invoices and recordkeeping for invoices and that original receipts are sent to the accountant but also copies might be a prudent measure.
    • Sheldon mentioned that he didn’t want John to have additional accountability as this puts more stress on one member and the Board members can and will assist in the ongoing tracking of receipts, collectively.
  9. Crack Sealing Discussion
    • Sheldon requested that the cost calculation would be by linear foot and so we can compare bids. Example of estimated 16 miles of roads for crack seal and Jim Wilson is also referring to construction firms. Sheldon noted the failure to crack seal now will cost more later if neglected. Best to 'crack seal' before the top seal is performed.
    • Sheldon will provide Kurt with an old list of asphalt contractors that he had from Poker Flat. Kurt will make crack seal call outs in preparation for summer timeframe.
    • The Board mentioned that Mark is amending a comprehensive list of road repairs needed. The Board discussed the cost and feasibility of the $25K limit without obtaining multiple competitive bids. If the Board calls for an emergency condition, this might grant the Board more flexibility with this policy.
    • The Board discussed not wanting to overuse the emergency state and pointed to having a Project Manager on retainer. The Project Manager cost is a base pay by the hour for time spent on a project and consultation. We have $12K in budget for Professional Services.
    • Sheldon mentioned we can contract with Project Manager to initiate the crack seal. John noted the estimated $24K for dig outs. Sheldon noted that servicing the cracks should be done (ideally) every two years.
    • Curt noted bids from 3 tree trimming companies all very similar in cost based on a truck, chipper, and a 3-man crew of $3K a day. Prevailing wages drive the pricing. Curt made a motion to use Alley Tree Service at a cost of $3,000.00, Sheldon second. Motion passed 3-0.
  10. Board discussion of road repairs.
    • Board agreed to bring other locations to next meeting to make a complete list of road repairs needed.
  11. Change the starting hours of Board meeting from 6:00 pm to 4:00 pm
    • The Board discussed the 6pm time-frame might be better when we have guests and residents that might want to attend and address the board and 6pm would be more convenient given work schedules.
  12. Miscellaneous
    • Curt brought an invoice for website domain name deemed spam solicitation to register domain name for exorbitant cost. Will shred.

Announcements:

None

Meeting adjourned.

7:39 pm