Hello. We attended the meeting last evening, 02/09/2021, via ZOOM, but could not find where to raise our hand. There were many different documents that covered the screen and several discussions going on in between, that we were attempting to listen to. There was also excessive background noise, that one of you did ask for whoever had their radio/tv on to please mute themselves. Unfortunately, it continued. There was a lot of cross-talking and even when asked if anyone had questions, we could not get ours in.
We are now questioning that the ballot stated "about $5130.00", with all of the discussions of prices increasing. We realized in voting the affirmative, that the price would likely be a bit higher, but NOT thousands of dollars higher.
At the January meeting, the Board authorized the committee to start to prepare a draft annexation application for Enewetak Lane and 69710 Lake Drive. "Board authorizes expenditure NTE $1000 for this purpose. Not including legal fees". We recall a figure being discussed for gravel, NTE on Emerald Valley Road ($10k NTE, not in the minutes), and Jim pointed out that the figures given for the otta seal did not include gravel on all of the roads. Are there more costs that we will need to know about? It is noted that Nyle was to get a bid for 3000' of gravel on Emerald Valley Road as the one you have was for 1000'.
Last night another $500. (NTE) for annexation wording and possible legal fees involved in the wording of the annexation application/letter.
Then a discussion of if property owners would be responsible for the entrance area of our driveways, from the otta seal. We do not recall the exact wording used for this area, but believe it was referred to as "aprons". That should have been known prior to the figures being given.
ALL of these things sound like more money to us. When the ballot said "about", we were concerned about voting in the affirmative without a known figure, and that concern is proving to be real.
At some point (sooner rather than later) we plan to apply for a second mortgage so that we will get the tax benefits available to us on these monies.
At what point does the board think they will have the actual figure that each home/landowner will need both with and without financing? It was stated last night that financing was being explored, how can that be done, not knowing the total? Are some of the monies mentioned, being paid for with the balance of the taxpayer's monies now in the Road Board Account?
We will admit we are a bit concerned about the rising costs after only two meetings since the ballot passed.
WHAT do the board and special committee feel the real actual cost will be? We assume that all of the incurred legal fees and assessments will be split between all of us, not just those financing as someone mentioned in a prior meeting. (We agree that financing costs should be the responsibility of those financing, but do not agree with any party not sharing the legal fees involved in this project nor the assessment and bid costs received along the way.) Was that ever decided after a bit of a heated debate at one meeting?
We have not questioned the road board or special committee in the past. In fact, we went and looked at the roads in LaPine and Bend, and communicated our like of the otta seal with the special committee and the road board. We also talked it up with neighbors after seeing it and noting it was not black nor asphalt.
However, there seem to be many more costs that are being discussed. Attorney fees, bringing the roads up to the point of being able to otta seal them, and other side discussions going on last evening.
We would like to know WHAT our costs are going to be, as anything above the "about $5130.00" we would like a break down of and plan to question. We thought we might seek a HELOC of $6000.00, however at this point, that would not be enough. The actual costs of this road upgrade are still very unknown.
We would appreciate the open discussion and question that this format offers and hope to have a reply to all, again, sooner, rather than later, as we are certain we are not the only ones questioning these things.
Regards,
Henry & Kerry Zenich
Green Ridge Loop
Thank you, Jim. We would have had to dig through every document to find these. Much appreciated! ~Henry & Kerry
Click on Documents and find these 2
Documents for Road System Vote
Final Vote Letter Final Vote Supplement
Could you please tell me exactly where I would find them, as they are not listed as such under "Documents for Road System Vote" nor "Organizational and Reference Documents"? They must be listed under a subtopic. Thank you. I have looked and appreciate the guidance! Kerry
both are on the web underdocuments
Hello Jim or whoever is answering this. Where can one find the "contingency expense estimate" and also the "Supplemental information Document" that you mentioned above and in your reply to Jeremy/Tonya Rollins? Thank you.
Thank you, Jim for your reply. It is appreciated.
I have looked through and printed all of the documents, prior to writing this question/concern. One question, at the January meeting a $10k (NTE) was approved for Emerald Valley, correct? It is not in the minutes, but I have it noted. I could be incorrect, but we both remember it, and $10k is the amount the board can approve spending in that manner, we think. I also do not see that figure listed anywhere, that I can find. You are stating the detailed costs are outlined in the "Supplemental information document" on the web. Where might someone find that? There is nothing listed for "Supplemental information Document" on the (this) website. #1) was the $10k NTE approved at that meeting? #2) Where can the document you are referring to be found? #3) We are to understand that if you only use $4000.00 of the NTE funds, it will go into the costs to be divided among all homeowners? #4) Will there be gravel costs on more roads in addition to Emerald Valley?
Also, we have attended just about every zoom meeting. I (Kerry) also attend another two per week with other groups. The cross-talking at this last meeting was excessive. A couple of people talking directly to each other, which may not be an issue, however, if there was going to be a discussion about financing, as suggested, after the meeting, we would like to have heard that also.
SUGGESTIONS: We should all have our mics turned off, and be shown how to raise our hands, and perhaps the chat tool can be on also. Someone also had a radio or TV on, which Annie did address, but I think when the person spoke again, they left the mic on. Maybe the conversations between individuals can be done on chat or pick up the phone and call if not pertaining to the board.
Also, as we mentioned in a private message just to the board, hopefully the Committee chair will have someone who can speak as eloquently as you did when presenting information, so we are not hearing bits and pieces from different people. That puts a lot of pressure on the new member!
Also if a board member and resident are discussing business, as Lee and I were doing at the January meeting, it would be appreciated it the Special Committee persons, that this had nothing to do with, could keep their opinions to themselves. Especailly when I was gathering information for Lee as I was aksed to do. (Kerry)
I was reading in the Policy and Procedures, and believe that is where it states that the President should control these things. There have been a few times where arguements have started or someone not on the board, was getting opinionated with someone else in a arguementative manner, Nyle needs to nip that in the bud, per the P&P. AND it would be appreciated.
We think our only unanswered question(s) is #1-4 in regards to the $10k (NTE) that I had written down.
Thanks again,
Kerry & Henry, also
From Jim Becker
Nyle has talked with the contractor and the present plan is that there will be no to aprons unless already paved driveway is existing and that may not be able to be able to be done because of the size of the equipment
From Jim Becker
First let me apologize for not getting to your questions sooner. As the new board settles in we will do better.
Cross talking and background noise
We all agree that the zoom meetings need to controlled and hopefully as more folks attend the meetings they will get used to the process.
We will point out the "raise your hand" button in the next meeting
In this type of meeting you can only ASK for but cannot stop folks for wanting to get their opinion in or trying to speak over people.
We will work with Whitney (he runs the Zoom Meeting) how best to build in any controls to make the meeting better.
To answer the questions relating to what was voted on and how the $ 5,130 estimate was developed.
All costs were estimated based on information from contractors, SDAO, and lawyers.
Prior to the vote the Board sent out 2 documents explaining in the project and estimated costs. One of the documents explained the project overall and the other more detail information on process and estimated costs. Total project costs were estimated and published in the “Supplemental Information for the PASRD Ballot”. That document along with the letter is on the website under documents. Information from that document:
Calculation of Estimated Assessment
Construction cost (Est) $660,000 Consulting road engineer $6,000 Materials/postage (Est) $4,000 Lender's origination fee (Est) $2,500 Bond/note counsel fee (Est) $25,000 SDAO advisory services (Est) $2,500 Miscellaneous/contingency (Est) $5,000
Bank counsel fee (Est) $7,500 Estimated Interim Financing Interest $16,031
Total Estimated Assessment $728,531
Per Lot Estimated Assessment $5,131
The board is using these estimates to obtain funding and they were developed in conjunction with involved agencies and contractors
These costs will be allocated to all landowners not just those financing their assessment. I agree that not having exact amounts is frustrating. The Board is doing everything we can to get those amounts as quickly as possible.
"NTE" amounts discussion
During the meeting, the discussion around expenses that were either included in the estimate or not were brought up. What we are doing is setting the expectation of what we think those expenses will be so that everyone will have an idea where and how much will be spent on the project.
Gravel on Emerald Valley
There are road repairs that are needed before the project can begin, gravel for Emerald Valley, and the Lake Drive/Hinkle Butte intersection. These were estimated and listed separately. Thus my comment that gravel was not included in the project costs. Detail costs are outlined in the Supplemental information document on the web.
Easements and Annexation Discussions
It should be noted that resolution of the annexation and easement questions were not specifically budgeted for. Only during the due diligence process did the board find out that the road was not within the PARSD boundary or was partially on private property.. This work has to be completed even without the project due to legal issues which had not been addressed by previous boards. Costs will be included in the contingency expense estimate.
I'm beginning to think not answering questions is a common thing here. I sent a email a couple days after the January meeting, voicing my concerns along with questions and have yet to receive a response.
Great questions Henry and Kerry! We are concerned as well and would like to know the costs. I am very confused how we can vote on something not knowing what the costs are going to be for each property owner. It seems to be of importance on such a vote. I look forward to finding out the answers to your questions, however, I wouldn't count on it as my question still has not been answered.