Regarding the person who came to the August Meeting with the letter from PG&E saying to remove the sign at/near her property, Mark and John went out to the location, removed the sign, and will install a new one properly and appropriately.
Audit Report passed with suggestions. John said one item is to add an additional signer to the Rocky Road accounts, so there are proper checks and balances (scan document and post on website)
John made a police report regarding the vandalism at Mohawk & Cheyenne and Brave & Cheyenne.
Steve Palmer, essentially the general manager, was paid $605.00
Rocky Roads received a letter from the Office of Treasurer-Tax Collector Calaveras County regarding foreclosures that will be going up for auction. Vicki took letter to see if any are within Rocky Roads. (scan document and post on website)
Treasury
Balance of accounts
Public Funds Money Market $596,796.50
Savings $186,831,75
Checking $52,905.14
Total $836,533.39
In the last 3 months $2,493 in interest has been earned
John created a spreadsheet of financial activity since July 2022
55 entries
36 checks
1 check stopped for not being cashed
Tech Support
Adam will be moving next year
Guest Marina Lewis, our county legal representative - absent
unfinished business—approval of minutes for august
Adam Motioned to approve August 2023 minutes
Marty Seconded the Motion
Passed Unanimously
new business:
Larry Bain completing letter from State Controller
Letter dated Nov 17, 2022 received
John Spoke with Marina Lewis, County Counsel, she recommends sending it to Larry Bain to deal with
Larry Bain doing last year’s audit
John to get cost for last years audit. He has letter of engagement from Larry.
Adam motioned to approve Larry Bain to do last years audit with a not to exceed amount of $4,000. Mark seconded the motion. Passed unanimously
Discuss process on approving minutes (Gretchen)
Gretchen not available, hold over until November Meeting
Reimburse President Howsden $75.11 for Office Supplies
Total of 3 expense reports for John for Safe T Lite
$68.78 + 340.68 + 55.53 = $514.99
Adam motioned to approve John’s 3 expenses, Marty seconded motion, passed unanimously
Schedule/Organize our records (Gretchen)
Gretchen not available, hold over until November Meeting
Who is doing this year’s budget
Gretchen not available, hold over until November Meeting, she has offered to help with the budget
Partnership with HOA on encroachment permits and process (Mark)
Mark wrote letter to HOA and received a response of "No".
Discussion on working with County Public Works. Marty will start this discussion with Doug Oliver.
Do we need an accountant
Curt suggested quarterly reviews
He has applied to be on the Rocky Road Board, John asked if once he is on the board, would he be willing to do this, he said yes
Review audit safeguards (John)
Gretchen not available, hold over until November Meeting
County resolution on foreclosure sales (John)
Discussed earlier
DRM bidding on Choctaw Rd. and Quiver Rd. (Marty)
DRM withdrew quote due to concern of conflict of interest, living in area
Marty received 2 new proposals
BJ Slaton in Sonora quoted $20,912.50
Includes list of items to be done
Prevailing wage quote
Mark requested adding repairs on Canoe, Chief, Choctaw, and Quiver. Mark will spray paint the areas
Mark motioned to approve BJ Slaton quote for road repairs, not to exceed $24,999, that would include as many of the Canoe, Chief, Choctaw, and Quiver locations as can be done for that amount. Adam seconded. Passed unanimously
BMC Yard Service hired for sign replacement ($550.00)
These are the vandalism repairs, to be done the week of 10/16/23
Crisp Street Signs ordered, delivered to John’s home.
John bought signs from Safe T Lite.
Discussion on it being a good idea to have backup.
John motioned to pay Crisp for the signs, not to exceed $600.00
Adam seconded motion.
Passed unanimously.
Award 2023 Striping Project Contract to Central Striping Service, the Amount of 113,504.90.
Marty did a Zoom call with Steve Palmer regarding the bid process to have the striping done.
2 vendors responded to bid request
Central Striping $113,504.90
Crisp @ $20k more than Central Striping
Steve reviewed both proposals, both looked in order and recommends going with Central Striping
Central Striping’s quote includes street sweeping and a clause about work to be done per “Department of Transportation Standards”
Mark commented the quote includes replacing missing reflectors, nothing said about damaged reflectors.
Marty motioned to approve and award contract to Central Striping, per construction agreement for 2023 striping project, Adam seconded motion. Passed unanimously
Steve also recommends approving the contract with Central Striping with an approval of 10% / $11,350.49 for any change orders
Marty motioned to authorize board president (John) to approve change orders for Central Striping, per construction agreement for 2023 striping project for up to 10% / $11,350.49. Mark seconded motion. Passed unanimously.
Return Skinner’s $75.00 check for encroachment permit
Discuss damage on Canoe Street and Encroachment Application
John motioned to return Mrs Skinners check, Rocky Road will not process any fees until a better process is in place. Marty seconded the motion. Passed unanimously.
Someone also requested an encroachment permit on the website.
Let both parties know if their intention is to add a driveway to go ahead and do it, following HOA and County guidelines.