Minutes of the Regular Meeting
Of the
Board of Directors of the
Camp Meeker Recreation and Park District

Tuesday, March 26, 2019 7:00 pm

DISTRICT OFFICE (Next to the Fire Station)
CAMP MEEKER, CALIFORNIA

I.    CALL TO ORDER
The meeting was called to order at 7:02 p.m. by President Helfrich.

II.  ROLL CALL
Directors Helfrich, Larson, McDaniel, Tominia and Watson were present.

III.     APPROVAL OF AGENDA
A motion was made by Valery Larson, and seconded by Lynn Watson to approve the agenda as posted.
Directors Helfrich, Larson, McDaniel, Tominia and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved

IV.  STATEMENTS OF ABSTENTION
There were no statements of abstention.

V.  PUBLIC COMMENT
There was no public comment.

VI.  CONSENT ITEMS
A.  Approval of Minutes
1.  February 19, 2019 Minutes
A motion was made by Anthony Tominia, and seconded by Valery Larson to approve the February 19, 2019 minutes      as recorded.
Directors Helfrich, Larson, McDaniel, Tominia and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

B.  Payment of Claims
A motion was made by John McDaniel, and seconded by Valery Larson to approve the
March 26, 2019 warrant request 2018/2019-009 as follows:

2018-2019-009RP-March 20194,898.06

$46,254.58Water-March 201912,555.845

Wells Fargo Bank Checks 1894-1905, Wells Fargo Bank Investment Check 1015, and Bank of the West checks 637 and 638 in payment of expenses and water receipt transfers are issued in payment to vendors.

Directors Helfrich, Larson, McDaniel, Tominia and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

C.  Journal Entry Approval
There were no journal entries beyond those monthly recurrent entries.

D.  Administrative and Financial Report
Ms. Doran-Girard informed the Board that the water accounts receivable for the current month have been reviewed and discussed with Russian River Utility staff.  She informed that SDMRA has advised that renewal rates will increase 11% for property coverage and 5% for liability coverage for the upcoming year, the County roster has been updated, FPPC Form 700 is due on April 1 if not previously submitted, and that the Preliminary Budget for 2019-2020 will be prepared in the coming weeks.  Please advise any anticipated programs or maintenance projects to be included.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
Robert Sherod of Russian River Utility advised that the system is operating well despite the flood issues of last month and that a solution is in process that will allow the District to pump despite flood conditions at the wells. Discussion ensued.

VIII.  ACTION ITEMS

A.  PROPOSED CMVFD CONTRACT
DESCRIPTION: Jim Stephens informed the Board that the County is looking for Special Districts to manage the fire department funding, administration, and training.  Gary Helfrich stated that he feels the District is stretched thin as it is, that he is concerned that the County would need to micro-manage and further it has been difficult to find people willing to serve and do the volunteer work required.  Director Larson stated that despite wanting to support the CMVFD she agreed with Mr. Helfrich’s assessment.  It was stated that there is a two-year deadline prior to dissolution of the CMVFD. Discussion ensued.
It was agreed that the Board would continue this issue as an item on future agendas.

ACTION:  There was no action.

B.  MERGER WITH OCCIDENTAL COMMUNITY SERVICES
DESCRIPTION:  Director Helfrich advised that he had spoken with OCSD regarding merging the Districts, as a merger would provide both Districts with an opportunity for more efficient management.  There is a duplication of services between both that could result in reduction in costs. The Board would need to have LAFCO make a specific presentation to address various aspects of an OCSD/CMRPD merger, especially as LAFCO would be approving a merger.

John McDaniel stated that he feels a merger would be forward thinking on the part of both Boards and could address longevity in management issues. Discussion ensued.

Director Watson would like to know the benefits and ramifications.  Director Tominia felt he would take a lot of convincing.

As it seemed there was no strong inclination on the part of the Board to go forward, it will not be pursued at this time.

ACTION:  There was no action.

C.  FIRE SAFE CAMP MEEKER
DESCRIPTION:  Richard Seaman addressed the Board with respect to community education and information for Fire Safe Camp Meeker and the use of Anderson Hall pro bono.

ACTION:  There was no action.

D.  RESOLUTION 2019-001:FUNDS TRANSFER WATER CAPITAL TO WATER OPERATIONS
DESCRIPTION:  A continuing shortfall in the water operations fund dictates a transfer of funds from the water capital fund.  Transfers of additional funds for water operations were predicted in the 2018-2019 Final Budget.  Ms. Doran-Girard advised that the Resolution presented was in need of correction with respect to appropriate dates and timing.

ACTION:  A motion was made by Anthony Tominia, and seconded by John McDaniel to approve Resolution 2019-001 with appropriate changes to dates and language.
Directors Helfrich, Larson, McDaniel, Tominia and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

The motion was approved

E.  ANDERSON HALL RENTAL POLICY
DESCRIPTION:  John McDaniel informed the Board that the formalization of rental policies with respect to Anderson Hall would result in more efficient management of the rental process. A written policy clears up any confusion regarding rentals as has recently been experienced.

ACTION:  The Board may adopt a written policy with respect to Anderson Hall rentals.

F.  DIRECTOR EXPENSE REIMBURSEMENT
DESCRIPTION: Doran-Girard clarified that currently the policy for the reimbursement of expenses and mileage at the current Federal reimbursement rate (58 cents per mile for 2019) has been the policy over time. All reimbursed expenses require receipts to be attached to the expense claim form (provided to Directors).

If a receipt is not provided by a vendor or is lost, an explanation of the expenditure shall be included on the expense claim form and approved by the Board for payment.

ACTION:  The Board took no action.

IX.  DIRECTORS’ REPORTS
DESCRIPTION:  This item is for information reporting only.  In conformance with the Brown Act, there shall be no discussion or actions taken by the Board on any such report. No public testimony shall take place. If discussion and/or action is desired, the matter may be placed on a future agenda, notice thereof duly given, and action/discussion had at the future meeting.

PROPOSED ACTION:  No action or discussion to take place

 Director Tominia suggested that the costs for joint OCSD-CMRPD meetings be borne by both Districts.

Director Helfrich reviewed the March 21 joint meeting with OCSD and Alliance Redwoods staff. He stated that Alliance would NOT buy into the CMRPD Water system as OCSD had done.  The joint water system would move and treat Alliance water with Alliance financial participation in system upgrades and equipment at a rate structure to be determined.

X.  ADJOURNMENT
As there was no further business to be brought before the Board at this time, a motion was made by
Anthony Tominia, and seconded by Valery Larson that the March 2019 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, Larson, McDaniel, Tominia and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

The motion was approved

The meeting adjourned at 8:33 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD