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Agenda 09/09/2014 Item # 11A 9/9/2014 11.A. Corkscrew Island Neighborhood Association Policy for ROAD MAINTENANCE COORDINATION This policy establishes CINA's program for coordinating volunteer efforts for maintaining the unpaved roads in our service area. Background. The need to assist with road maintenance emerged in 2013, when our fire chief brought to the attention of county government that one or more of the roads in our service area was in urgent need of repair so that emergency vehicles could obtain access. The roads had been eroded by rains. In September 2013, the county proposed establishment of an MSTU to serve some or all of our service area. In March 2014, CINA conducted a poll of the residents and owners, which resulted in an overwhelming vote against an MSTU. The understanding was that we were voting for some manner of local volunteer effort to keep the roads adequately maintained. This policy is designed to assist CINA members in pursuing such efforts. Basic concept. Volunteers will maintain the roads. CINA will assist with information. Volunteers will act completely independently from CINA, but if they seek CINA's information or coordination,they will have to be CINA members and waive liability of CINA. Practice and procedure. 1. Role of CINA. CINA will gather information on how to maintain the dirt roads, what resources are available within the CINA community and outside it, and what the costs of the resources are as last reported by the volunteers. CINA will assist volunteers who are CINA members by providing them access to resource information and by assisting in coordinating with other volunteers and resource providers. CINA will maintain its legal independence from the activities of the volunteers by requiring that project leaders accept an agreement which waives liability of CINA in exchange for CINA's assistance. CINA will provide general information and guidance on its website about this plan. 2. Role of the volunteers. Anyone has the right to maintain their road without any interaction with or assistance from CINA. Even if CINA's assistance is sought, volunteers may organize their efforts however they wish. But in exchange for CINA's assistance, the project leader for the volunteers must accept the agreement referred to above. The agreement also will provide that financial information about donations received and expenditures made for the project be provided to CINA, so that good information about current costs of such projects is maintained, and also as a protection for donors. 3. One model for success. One recent experience, led by Eduardo and Maria Tabraue, was successful and worked like this: Packet Page-228- 9/9/2014 11.A. a. Identify project leaders. It takes someone, in this case a couple, to take the lead. It helps if the leaders know many of their neighbors affected by the proposed improvements,and are good about keeping records. In this case,Eduardo was the"field man", and reached out to the neighbors for donations and those able to help with trucking and grading, and Maria kept careful records of all the money. b. Identify the roads needing repair. In most cases, this will be obvious to those who live along the roads,but opinions may differ about how urgent repairs are. It will be up to the neighbors to come to a consensus about that. However, CINA will invite our Fire Chief and Sheriff to give us their input when they think particular roads urgently need repair so that emergency services can reach residents. c. Contact resource providers. It's necessary to find out how much various kinds of fill cost. CINA will maintain information about that,but prices change and sometimes special deals become available. For example, some construction in the area may involve dirt being hauled away which may be available to us for free plus transportation cost. Similar availability and pricing needs to be obtained for trucking and grading. d. Contact donors. Typically the neighbors along the road will be the likely donors. Some will give more than their share, some less or none. A little salesmanship can help. With resource pricing in hand, you should be able to estimate roughly how many loads will be required, and what the cost will be to do the job, so you can divide out what the contribution of the affected neighbors will be. Keep good records of all donations. e. Order the resources. You can only order the amount of resources your accumulated donations will pay for. If you don't have enough to do any part of the work effectively, and can't persuade the neighbors to donate more, you will need to refund the donations, or by agreement with the donors, keep them until more money can be raised. Keep good records of all orders. If you are keeping donations indefinitely, you should open a special trust account for that purpose. f. Do the work. You will have to schedule the delivery of the fill, the grader, and any other people necessary to get the fill properly spread onto the parts of the road needing it. g. Repeat as necessary. If the first round of the above tasks doesn't finish the project, repeat the sequence until the project is completed. h. Give copies of records to CINA. It's helpful to the community to gather information about each project, so that what is learned in one project can benefit others. Also, anytime donated money is involved, it's good for everyone to have a bit of oversight. 2 Packet Page-229- 9/9/2014 11.A.' A S A KY Aprat 22,2014 aorkscrtto Is aoci e,;11-11,or ood heavy R o G.d Loads pmert.f COST Favti Laine- 5 316 Road 1 b a,5.�0_ L..� I ac, Larne,, 3a 115 , 0q0 . s ► TorpcL '7 U 11, I $ tet . _ t I aG Late, Rttrif g 6 ©. 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