Approval of Meeting minutes August – leave open until next meeting
Officer’s reports:
President Report (John)
Review of chart with who is responsible for what tasks
Gretchen Olson has been taking minutes
Treasure (John)
Need to assign someone as treasurer, John has been doing it but can’t continue while being president
Current balances:
Checking $16,665.79
Money Market $596,208.46
Savings $236,625.32
Total $849,499.57
Tech Support (Adam)
Also attending via computer Steve Palmer, “advisor” with CSDs
Unfinished Business (none)
New Business
Appoint and swear in a new director (John)
Mark Anderson – appointed, John read his application info and swore him in
Pass resolution declaring that notices inviting bids shall be published in trade journals in lieu of the local newspaper (John)
Reason for this it contracted work is required to post in newspaper. Due to size of Copperopolis, many contractors don’t read local newspaper. This allows the invited bids to be seen by more tradespeople.
John read the resolution, made motion, Adam seconded, vote was unanimous, with 4 voting members
2023-2 should be resolution number
Archiving / Filing paper work / Digital record keeping (Gretchen)
John read Gretchen’s proposal
John read another offer from Gretchen to work with the Board on the budget. Mark made the motion, Marty seconded. Passed unanimously, with 4 voting member
Post Office requiring road repair at Chief and Choctaw (John)
John read info from Post Office. John spoke to Debbie, Post Master, she said there are 40 notices, 1 of which is in Rocky Roads. If repairs are not made, the post office has said they will quit delivering mail to those location.
Street sign missing at Mohawk Ct. and Cheyenne Rd. (Adam)
John stated 3 signs broken and stolen with locations
Street name signs at Mohawk Ct. and Cheyenne Rd.
Stop sign and Do Not Enter sign at Brave Rd. and Cheyenne Rd. (north)
Pushed over a 25mph sign at Brave Rd. and Cheyenne Rd.
Discussion on what license handy man needs to work for Rocky Roads
Adam motioned to hire handy man (Brandon is current handy man) to replace missing signs, not to except $1500. Motion passed unanimously
Signed the audits for 2019 thru 2022 (John)
$13000 bill for this work needs to be paid, John to send check
Authorize Larry Bain to audit last year (John)
John to call Larry Bain to request letter of engagement and get set up for audit for July 1, 2022 – June 30, 2023
Current year’s budget (John)
-As of now, we do not have a budget in place. To be addressed at the next meeting.
Chief Road estimate (Marty)
$15,300 Chief, $1,350 Choctaw, $22,440 Quiver, about $10 sf
Cheyenne & Canoe was @$45 sf, Choctaw & Canoe was $80 sf
Marty is waiting for responses from company in Sonora to have the work done
Prevailing wage was accounted for in these prices
Per county, can not spend more than $25k in one task, Choctaw and Quiver can be done within this amount
Consider having Chief done as “PCI”
Marty will bring info to Board once he has it and clarification on is the pricing for doing all at once or can they be done separate
Marty motioned to approve DRM estimate for Choctaw and Quiver repairs, not to exceed $25,000, estimate number 1621, dated 091423. John seconded. Passed unanimously.
Discuss advertising agreement with Bidnetdirect for on-line (Marty)
Free service referred from Steve Palmer
Marty will fill out forms to work with Bidnetdirect
Discuss plans specification of 2023 road striping (Marty)
Discussion about Therma striping and review of work outline
Expected total $122,626, to go out to bid with range, not specific amount
John questioned how long this would take for the construction, to be prepared for residents questions
Mark questioned if street sweeping is included in price
Marty motioned to authorize bid package Steve Palmer wrote, with plan specs updated with answers to questions above including reflectors. John seconded. Approved unanimously
Discuss agreement with AMS for pavement management plan service (Marty)
AMS would physically come out and assess condition of roads, input into street saver system, generating paving plan.
Marty questioned if going ahead with this, would there be annual recurring costs. Yes, yearly and database has to be updated.
John asked Steve for references for software to be able to talk to someone who’s used software. Steve to send John info, requested info in Fremont. If struggle with software, Steve or AMS could use the software application
Quote $8,931, survey, software, database set up, strategies, PCI calculations, 4 budget options, 5 year sections for treatment. $1,000 year after that
John asked if there was training. Adam looked it up and it’s $250/module
One benefit to using the software, it can be passed onto the next board, whenever they come on board
Mark motioned to hire AMS to provide pavement survey for 15.7miles in RR juristiction not to exceed $9,000 based off quotation 122. Adam seconded motion, passed unanimously
Steve will send John standard agreement policy for AMS, he’ll need to sign
Announcements
Public Comment
Sawmill, resident Cora Harris received letter from PG&E saying 25 mph sign needs to be removed. Denise DeMartini will send copies of letter to John