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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The most recent minutes are below:

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Minutes, January 23, 2018

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

Tuesday, January 23, 2018 7:00 pm

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

I.    CALL TO ORDER
The meeting was called to order at 7:03 p.m.

II.   ROLL CALL
Directors Helfrich, Larson and Watson were present. Directors Anderson and Tominia were absent. Ms. Doran-Girard was also absent due to a family death.

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

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

IV.   PUBLIC COMMENT
There was no public comment.

V.    CONSENT ITEMS
A.    Approval of Minutes
1.  December 19, 2017 minutes
A motion was made by Gary Helfrich, and seconded by Valery Larson to approve the December 19, 2017 minutes as recorded.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent:

B.  Payment of Claims
A motion was made by Valery Larson, and seconded by Gary Helfrich to approve the Warrant Request 2017/2018-007 in the amount of $86,084.23 representing Wells Fargo Bank checks 1683-1696 (checks 1694 & 1695 transferred direct charges to appropriate funds), Bank of the West checks 609-6010 (water receipts transfer) and US Bank check 1067 that transferred Anderson Hall fees to Wells Fargo operating account.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent:

C.  Journal Entry Approval
1.  2018-026 Tax Proceeds 12/22/17
2.  2018-027 & 028 County Pooled Interest-DWR Loan Funds
A motion was made by Gary Helfrich, and seconded by Valery Larson to approve the Journal entries 2018-026-2018-028 as presented.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent:

D.  Administrative and Financial Report

VII.   REPORT OF THE WATER SYSTEM OPERATOR
A.  Russian River Utility was not present at the meeting due to conflicting commitments.

VIII.  ACTION ITEMS

A.  REVIEW OF 6/30/2017 DRAFT FINANCIAL AUDIT
DESCRIPTION: Sue Goranson, CPA will provide a review of the District’s draft financial statements for the fiscal year ended June 30, 2017.
ACTION: The Board tabled approval of the draft financial documents for the fiscal year ended June 30, 2017 until the February meeting.

B.  UPDATE: 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.
ACTION: The Board tabled the Capital Improvement Plan update until the February meeting.

C.  CAMP MEEKER SIGN
DESCRIPTION: Director Helfrich provided an overview of past discussions relative to the Camp Meeker sign maintenance.
ACTION: The Board took no further action in regard to the sign.

D.  UPDATE: SONOMA COUNTY 2017 PAVEMENT PRESERVATION PROGRAM
DESCRIPTION: The County of Sonoma has advised that the asphalt concrete overlay on Bohemian Highway will impact 29 water valves, 2 water meters and a utility box. The Board will discuss necessity, payment and other issues related to the 2017 Pavement Preservation Program. The County will award the contract to the lowest responsible bidder and wants Camp Meeker to agree to pay the bid price plus a percentage for other items.
ACTION: The Board tabled the Pavement Preservation Program update until the February meeting.

E.  UPDATE: FIRE SAFETY AND NOTIFICATION
DESCRIPTION: At the November Board meeting, the Board directed staff to prepare a draft of a letter to the Sonoma County Board of Supervisors regarding emergency evacuation and community notification procedures for Camp Meeker.
ACTION: The Board took no further action in regard to the draft letter regarding fire safety concerns in Camp Meeker community.

F.  BOARD RECRUITMENT PROCESS
DESCRIPTION: Director Watson advised that there has been little interest in the recruitment process, expressed concern that the formal process for Board retirement including the timing of the recruitment a new Board member will be delayed.
ACTION: The Board took no further action.

G.  DISTRICT POLICIES AND PROCEDURES-BOARD OFFICERS
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 discussed rotation of officer terms at the planning session and a draft policy related to officer terms will be presented for approval and inclusion in the final policy and procedures manual.
ACTION: The Board tabled the approval of Board Officers Policy update until the February meeting.

H.  NOMINATION AND ELECTION OF BOARD OFFICERS
DESCRIPTION:  The Board will nominate three members as officers for the established service period.
ACTION: The Board tabled the nomination and election of Board Officers until the February meeting.

I.  RATE INCREASE ADMINISTRATIVE SERVICES
DESCRIPTION: At the December Board meeting, Board directed that a description of duties be written prior to consideration of any increase in the rate paid for administrative and financial services. At that time, the District’s administrative service informed the Board of the necessity of an increase in its hourly rate. Presently, the District’s audits, liaison and equipment usage needs are handled from the contractor’s office site.
Hourly rates have not been increased since 2010, and contractor’s costs over the course of the more than twenty-year time period have increased 2-3% per year for office operations alone. A comparison of like functions discloses that hourly rates/salaries for similar positions in both the private and public sectors have far out-paced the current rate charged for highly experienced individuals. Ms. Doran-Girard is proposing a rate increase to $60.00 hour.
ACTION: The Board tabled the review of the District Administrator job description and proposed rate increase until the February meeting.

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 Helfrich spoke about Bill 885 in regard to Onsite Wastewater Treatment Systems (OWTS) within 600 feet of any creek. He has spoken with Linda Hopkins and it is his feeling that she is an advocate for people in Camp Meeker and surrounding area.

 X.  ADJOURNMENT
As there was no further business to be brought before the Board at this time, a motion was made by Gary Helfrich, and seconded by Valery Larson that the January 2018 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The meeting adjourned at 8:00 p.m.

Respectfully submitted,

VALERY LARSON

 

VL/CDG
2018-01-23finalminscdg1.doc