|Timberland Acres Special Road District #1|
As Amended by the Board on October 22, 2022
This Special Road District was established and declared to be organized on the 26th day of
September 1978. This Special Road District is to be governed by a Board of Trustees.
Some relevant portions of the A.R.S. – Arizona Revised Statutes (as updated by the 52nd
48-1401. Validation of existing road districts
All entities which have been in existence and have operated as special road districts for six
months, as of the effective date of this section, are deemed to be legally and properly formed
under the laws and constitution of this state, regardless of any defects in their original formation.
48-1404. Election of trustees; vacancies
A. An election shall be held in the special road district on the fourth Tuesday in February of
each year to elect trustees to fill vacancies caused by expiration of term of office or otherwise.
The trustee elected to succeed the trustee whose term has expired shall hold office for three
years from the first Saturday in March next succeeding his election. Persons elected to fill a
vacancy shall serve during the remainder of the term.
B. The election shall be held at such places as the board of trustees shall by resolution
determine, after notice thereof posted for ten days next preceding the election in three
conspicuous places in each precinct into which the district may be divided for the purposes of
election. Candidates for the office of trustee shall file nominating petitions with the board of
supervisors as prescribed by title 16, chapter 3. If only one person files or no person files a
nominating petition for an election to fill a district office, the board of supervisors may cancel the
election for the position and appoint the person who filed the nominating petition to fill the
position. If no person files a nominating petition for an election to fill a district office, the board of
supervisors may cancel the election for that office and that office is deemed vacant and shall be
filled as otherwise provided by law. A person who is appointed pursuant to this section is fully
vested with the powers and duties of the office as if elected to that office.
C. The returns of election shall be made to the board of supervisors, which shall canvass the
returns and issue certificates of election.
D. The office of a trustee who removes from the district or who ceases to possess the
qualifications of a trustee, as prescribed by this article, shall become vacant. The remaining
members of the board of trustees in which a vacancy occurs shall within thirty days by resolution
declare the office vacant, appoint a successor to fill the vacancy for the unexpired term and
certify the appointment to the board of supervisors, which shall issue a certificate of the
appointment. If the members of the board of trustees do not constitute a quorum, the county
board of supervisors shall make the appointment to fill the vacancy.
48-1405. Powers and duties of trustees
The trustees of the special road district shall:
Have charge and control of the establishment, maintenance and repair of roads, driveways
and bridges within the district, other than county and state highways, and to that end may, in the
name of the district, hold and convey property for the use and benefit of the district.
Sue and be sued.
Make contracts, employ labor and purchase material for the construction, maintenance and
repair of roads, driveways, highways and bridges within the district and keep such highways and
bridges within the district free from obstructions.
Control the funds of the district, which shall be paid out only on written order containing an
itemized statement of the charge for which the order is drawn, and signed by at least two
members of the board of trustees.
Promulgate standards for building and paving roads, which have the effect of law.
Levy and collect civil penalties from persons who build or pave roads that are not in
compliance with standards established by the trustees.
Policies and Procedures enacted by the TASRD Board of Trustees:
The duties and authorities shall be divided between the Trustees. If there is any disagreement
between the Trustees about the allocation of duty or authority it shall be resolved by a majority
vote of the Board. The board may also solicit help in performing their duties from other members
of the community by a majority vote of the board members.
B. POSITIONS AND DUTIES
Duties of the Chairperson
Preside at all board meetings.
Prepare agendas for regular and special meetings.
Post notices of all meetings and elections.
Act as a liaison between individuals, government agencies and the Board when dealing with
official Road Board business along with the Vice Chairperson.
Take the responsibility for presenting all contracts and agreements for approval of the Board.
To be a member of all committees.
Prepare the annual report in collaboration with the Treasurer to Board approval.
Confer with the treasurer to review income received, and the state of the account.
Duties of the Vice Chairperson
In the absence of the Chairperson, preside and perform the duties of the Chairperson.
Act as a liaison between the Board and road contractors while construction and
improvements are in progress.
Supervise roadwork while in progress.
At the July regular meeting present a tentative plan for road improvements for the next fiscal
Collaborate with the Treasurer, and the Chairperson, in preparing the Annual Report.
Duties of the Treasurer
Pay all bills for the operation of the Road District in accordance with ARS 48-1405 and other
ARS statutes. A receipt must support expenses greater than three dollars ($3.00). Treasurer
will present to the Board for approval any Trustee Expenses over one hundred dollars
All bills are to be paid by warrant and signed by at least two (2) Trustees.
Provide a quarterly financial report at each regular meeting.
Prepare a Year End Financial Report at the end of each fiscal year. Provide the Board
approved report to the Navajo County Finance Office.
Provide information and collaborate with the Board in preparing the budget for the next fiscal
year. Provide the Board approved Budget to the Navajo County Clerk of the Board of
Supervisors, the Navajo County Finance Office and coordinate for publish in the local paper.
Complete the Annual Report of Bonded Indebtedness to the Office of Arizona State Treasurer.
Complete the Annual Financial Report for the Navajo County Board of Supervisors.
Complete the Annual U.S. Census of Governments, Survey of Public Employment & Payroll.
Hire a CPA to conduct a financial review of TASRD financial records and procedures
once every two years as required by ARS 48-253. A financial review is not as intense of
an examination as an audit.
Supply all financial records for the annual financial review as requested, and to any
member of the public residing in Timberland Acres that wishes to see them.
Coordinate for Commercial General Liability and Director & Officer Liability insurance.
Follow Arizona general retention schedules set forth for Special Districts. Coordinate
with the Clerk/Secretary for the destruction or retention of documents annually.
Duties of the Clerk/Secretary
Keep minutes of all regular, special and executive session meetings, an audio tape of the
meeting will be used in the creation of the minutes.
Provide copies of the draft minutes to all Board Members and make accessible to the public
within seventy-two hours of the meetings.
Act as the Records Officer and maintain a records management program for the Board
following Arizona general retention schedules set forth for Special Districts.
Review and update the Policies and Procedures every five years with Board Members.
Address all public record requests on behalf of the Board.
Duties of the Culvert/Driveway Consultant, Grantor of Permits
Work with property owners and Board members to insure that culverts and driveways are
installed correctly when needed.
Issue a permit (Resolution 91-1) to the property owner granting permission to install culverts
Notify property owners of improperly installed culverts and driveways.
Notify Property Owners if driveway culvert needs to be cleaned out, or repaired. Driveway
culvert maintenance is the responsibility of Property Owners. In-person contact will be
attempted at the property. If in-person contact can not be accomplished, the Culvert/Driveway
Consultant can use other means such as telephone calls, or letters, with a clear statement of
what the problem is and a reasonable deadline for completion. After notification, if the property
owner does not respond or correct the problem within 90 days, the Culvert/Driveway Consultant
can have the Board’s contractor perform any needed work and send a bill for that work to the
C. BOARD MEETINGS
Regular Meetings will be held on the fourth (4th) Saturday after each Quarter of the fiscal
year. (October, January, April, and July).
Notices and agendas of all Regular meetings will be posted at least 24 hours to the meeting,
however, notices may be posted earlier.
Special Meetings will be held upon the call of the Chairperson, or upon the call of a quorum
of the Board it.
Notices of Special Meetings will be posted at five (5) designated places within the District
when practical, but not less than two (2) hours prior to proposed meeting.
The pay for each member of the Board of Trustees, (if they wish to accept) will be sixty-five
dollars ($65.00) for the Regular Meetings attended. Reimbursement for necessary long
distance travel, excluding board meetings, will be at the same rate as County Officials receive.
The Board of Trustees, at regular or executive meeting, must approve, in advance, all long
distance expenses for travel. Board members (if they wish to accept) will receive thirty dollars
($30.00) for each Special Meeting attended.
D. PURCHASING/PROCUREMENT GUIDELINES
All Board Members will follow the Navajo County Board of Supervisor Purchasing/Procurement
Guidelines outlined below:
If less than $1,000.00 – Three (3) verbal quotes are required.
If $1,001.00-$100,000.00 – Three (3) written quotes are required.
If cost is over $100,001.00 – Three (3) bids are required.
E. RECORDS RETENTION POLICY
All Board Members will follow the Arizona Secretary of State general retention schedules set
forth for Special Districts.
The Clerk/Secretary shall act as the Records Officer for the Board.
Policies and Procedures with Amendments approved by motion of the Board October 22, 2022