Minutes

This page shows the minutes for the most recent District Board meeting, posted at least three days before the date of the next meeting. In between meetings, this page shows the minutes for the previous meeting.

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Minutes, November 21, 2017

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

Tuesday, November 21, 2017 7:00 pm

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

I.    CALL TO ORDER
The meeting was called to order at 7:05 p.m.

II.  ROLL CALL
Directors Anderson, Helfrich, and Tominia were present. Director Watson was absent due to illness and Director Larson was not in attendance.

III. APPROVAL OF AGENDA
A motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve the agenda as posted.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

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.  September 19, 2017 minutes
2.  October 17, 2017 minutes
Approval of minutes for September 19 and October 17 was tabled until the December Board meeting. There was not a sufficient quorum available and attending both meetings to vote.
B.  Payment of Claims
After discussion, a motion was made by Cathie Anderson, seconded by Anthony Tominia to approve the following warrant request 2017-2018-005 and the checks 1653-1665 drawn on the Wells Fargo Bank checking account as well as Bank of the West checks 604 and 605 for transfer of water receipts required by allocation.

G2017/2018-005 RP-November 2017 4,154.27
$17,752.42 Water-November 2017 13,598.15

Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

C.  Journal Entry Approval
A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve JV                    2017-071 to record the September 2016 payment for DWR loan by the County of Sonoma.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

D.  Administrative and Financial Report
Ms. Doran-Girard reported regarding the scheduling of the District financial audit with Goranson and Associates and the SCIF audit. She provided updates relative to Gran Fondo funding, third quarter payroll tax returns, CSDA dues payment by VISA, and 2018 EDD rates. Additionally, the Board was informed that AB1479-Public Records Act requires the District to assign a Board member and/or District Counsel to review each public records act request. Other items reviewed were RCAC income survey and community privacy concerns, costs related to the County Pavement Preservation program, an award from SDRMA for five years without claims, and miscellaneous correspondence received.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
Jamie Dunton of Russian River Utility, water system operator, reported that the pump at the Tower site had failed and was replaced. He further advised regarding the District’s permit and license to pump water could be best addressed with B&R. He informed the Board that all other operations are proceeding normally. Director Anderson inquired regarding water customer #339 delinquency.

VIII.   ACTION ITEMS

A.  BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
DESCRIPTION: At the October meeting, the Board approved going forward with the scope of engineering services and cost estimates for an evaluation of the water system capital facility improvements, repairs and maintenance including priority, anticipated schedule and an estimated cost of $22,200.00. The Board action, at the time, did not direct the Board President to sign the contract or source of funds for payment.
ACTION: A motion was made by Anthony Tominia to authorize Vice-President Helfrich to sign the contract with Brelje and Race to conduct a 5-Year Capital Improvement Plan and direct staff that the cost of $22,200.00 be paid from the District’s Water Capital fund.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.

The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

B.  WATER RATE STUDY
DESCRIPTION: Water rates have not been increased since early 2011 despite ongoing increases in costs. Brelje and Race staff and water sub-committee will present information relative to water rates, Prop 218 concerns, capital replacement program and costs for water rate study. This issue was tabled at the October Board meeting pending resolution of some questions.

ACTION: The Board tabled the Water Rate Study issue until its December meeting.

C.  WEBSITE UPDATE WAVEMAKER MEDIA
DESCRIPTION: The District’s website is its “home base” for residents and information about public meetings, District events, facilities management and to inform residents of upcoming public decisions. The current website is experiencing issues. It was developed in 2010 and while it has worked well for many years, it lacks the ability to be upgraded and is showing problems with updating, posting and booking Anderson Hall rentals due to its outdated technology that lacks the ability to be upgraded past its current state. Wavemaker Media is proposing an upgrade that will be able to be move into the future at a cost of $3,000.
ACTION: A motion was made by Anthony Tominia, and seconded by Cathie Anderson to authorize Vice President Helfrich to sign the contract with Wavemaker Media to update to the District’s website theme with Wavemaker Media at a cost of not to exceed $3,300.00.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.

The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

D.  FIRE SAFETY AND NOTIFICATION
DESCRIPTION: At the October Board meeting, Kevin Cogliandro inquired regarding interest in creation of an emergency evacuation plan and whether the “old” water tank at Sequoia and Tower could be used for water storage in case of an emergency. The Board discussed an evacuation and community notification plan. Director Helfrich suggested that the Board draft a letter to the County Board of Supervisors and Linda Hopkins regarding establishment of effective means of notification to the Camp Meeker community.
ACTION: The Board directed staff to prepare a draft letter to the County regarding emergency evacuation and community notification to insure public safety.

E.  BOARD RETIREMENT PROCESS
DESCRIPTION: The Board will discuss the process for Board retirement including the process for recruitment of a new Board member.
ACTION: It was agreed that the Board will send a postcard to the community in January and that Tom Austin will be contacted to promote in his column.

F.  DISTRICT POLICIES AND PROCEDURES
DESCRIPTION: As a result of the April 2017 planning session, a draft of the District’s policy and procedures manual is in the process of being written. The Board will discuss areas to be included in the manual that will, when completed and adopted by the Board, be added to the District’s website. Director Helfrich requested that those rules and procedures used to develop the policies and procedures be provided to him.
ACTION: The Board took no further 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 Anderson expressed disappointment that there was no CMVFD spaghetti feed and commented in the basketball court.
Director Tominia related his plan for the Habitat grant and use of con crew and hopefully Sonoma State volunteers.

 X.  ADJOURNMENT

As there was no further business to be brought before the Board at this time, a motion was made by Cathie Anderson, and seconded by Anthony Tominia that the November 2017 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.

The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The meeting adjourned at 8:14 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

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