Minutes

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Minutes, June 19, 2018

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

Tuesday, June 19, 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 7:00 p.m. by President Helfrich.

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

III.  APPROVAL OF AGENDA
A motion was made by Cathie Anderson, and seconded Anthony Tominia on to approve the agenda as posted.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
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.  May 15, 2018 minutes
A motion was made by Cathie Anderson, and seconded by Anthony Tominia to
approve the May 15 2018 minutes as recorded.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.
B.  Payment of Claims
A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve the June warrant request 2017/2018-012 as follows:

2017-2018-012 RP-June 2018 7,658.01
$33,975.81 Water-June2018 26,317.80

Wells Fargo Bank Checks 1764-1780, Bank of the West checks 619 and 620 in payment of
expenses and water receipt transfers, and US Bank check 1075 and 1076 transferring rental fees the operating account and refunding client deposits.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved

C.  Journal Entry Approval
There were no journal entries beyond those of water receipts entry and investment account interest.

D.  Administrative and Financial Report
Ms. Doran-Girard reported regarding the 2018-2019 Direct Charge billing process, a 6% increase in SDRMA insurance costs, a 7.4% increase in LAFCO costs, the initiation of CSDA’s electronic voting process and various items of correspondence.  Additionally, she advised that District Counsel Manwell will retire on June 30, 2018 and will be moving to Washington State.

VII.   REPORT OF THE WATER SYSTEM OPERATOR

  1. Robert Sherrod of Russian River Utility reported that a SCADA telemetry system issue resulted in a raw water discharge into Dutch Bill Creek. Jamie Dunton explained that the system is running well; but SCADA is twenty years old.  He went on to state that control of the system is key to operations, that telemetry systems produced current are far more advanced, and replacement of the SCADA equipment should be foremost in the consideration of capital outlay programs. Vegetation and Spanish moss also contributed to the interruption of radio signals in the recent event.

Director Anderson expressed concern for the increasing number of past due accounts.
Eighty-one customers were past due in June far more than in the past. Discussion ensued regarding replacement of water meters.

VIII.   ACTION ITEMS

A.  SETH MURCHISON: ORGANIZATION OF CAMP MEEKER FIRE DRILL AND RELATED CONCERNS
DESCRIPTION:  Mr. Murchison detailed his proposal for the organization of a Camp Meeker Evacuation Fire Drill and for the formation of a subcommittee for this purpose. Director Helfrich recommended that Mr. Murchison contact the County to ascertain what the process would be in this regard.  It could involve public works and other County departments. Discussion ensued.
ACTION: A motion was made by Anthony Tominia, and seconded by Cathie Anderson to form a temporary (5 months) sub-committee to research the issues of a Camp Meeker fire drill. Directors Tominia and Watson will serve on the temporary sub-committee.

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

B.  WATER WAIVER: ACCOUNT 367, 5600 BOHEMIAN HIGHWAY, (APN 075-050-006), JAMES SCHWEIZER
DESCRIPTION:  The Board tabled this request at their May meeting and the property owner has sent an email advising their inability to attend a Board meeting as he lives out of the area and continuing his request for a waiver on behalf of his tenant as RRU staff discovered at burst pipe upon meter reading. Jamie Dunton advised that the issues with account 367 are truly an accident and the leak has been repaired.  Director Helfrich responded that the Board’s continuation of these requests is to insure that repair work is complete and to reduce water losses. Mr. Dunton suggested that these requests waste a goodly amount of Board time and that RRU could handle in-house.
James Nekton suggested that the customers take pictures of the repairs and submit with   requests.
ACTION: A motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve that a water waiver for account 367, 5600 Bohemian Highway be approved less energy costs.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.

C.  WATER WAIVER: ACCOUNT 79, 135 LINCOLN, (APN 075-110-002), ARNOLD ADVOCATE
DESCRIPTION:  Mr. Advocate explained that he is requesting a waiver for a water bill of $342.57 due to cracked PVC fitting outside his house located in an area of the property where he seldom goes.  He has since replaced the fitting. He further advised that he is a retired plumber and made the repairs himself.
ACTION:  A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve a water waiver for account 79, 135 Lincoln be approved less energy costs.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.

D.  UPDATE:BOARD RECRUITMENT PROCESS
DESCRIPTION: Director Helfrich advised that the Board would continue to interview and evaluate individuals to appoint to the Board. Ms. Anderson will continue to serve.

ACTION:  The Board took no further action.

E.  UPDATE: COMMUNITY CONCERNS:FIRE ACCESS AND WATER TANK SIGNAGE
DESCRIPTION: The Board continued discussion of the concerns of residents of the fire/evacuation and health hazard concerns with respect to RVs blocking the streets of Camp Meeker and adjacent to one of the water tanks. Members of the public stated that in contacting St. Dorothy’s they had been advised that staff is too busy to deal with this issue resulting in increasing numbers of RVs.  Director Helfrich stated that, at the end of the day, private property owners such as St. Dorothy’s have to be motivated to deal with this issue.  He went on to explain that community members could contact County Code Enforcement that may make the property owner respond.  He cautioned that one should be mindful of safety and balanced approach.  Discussion ensued.

ACTION: The Board took no further action.

F.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
DESCRIPTION: The Board reviewed a draft of the Capital Improvement Plan developed by Brelje and Race and will review and discussed the draft report with respect to going forward. Jamie Dunton advised that he felt the replacement costs were slightly exaggerated on some items, that some items are more critical than the priorities assigned; however, by and large he felt it was a good evaluation.
Discussion ensued regarding the inclusion of Occidental Community Services District in the capital replacement cost process to clarify what aspects of the system are solely the responsibility of Camp Meeker and those that to be jointly handled. Additionally, any inclusion of Alliance could impact cost distribution.  It was agreed that Russian River Utility in conjunction with the water subcommittee members would provide a comparative list ranking urgency of projects as well as estimated costs.

ACTION: The Board agreed that a meeting with the Occidental Community Services sub-committee is in order prior to approval of the draft of the report.  Staff will arrange and appropriately Brown Act notice the meeting date, time and place. Russian River Utility in conjunction with the water subcommittee members will provide a comparative list ranking the urgency of projects as well as estimated costs.

G.  CPA ENGAGEMENT FOR FINANCIAL AUDIT 6/30/2018, GORANSON & ASSOCIATES
DESCRIPTION:  The District has engaged Goranson and Associates to complete the State required    fiscal audit for the 6/30/2017 and prior fiscal years. The estimated cost for 6/30/2018 is $10,000.00 and has no increase over 6/30/2017.
ACTION: A motion was made by Cathie Anderson, and seconded by Anthony Tominia to engage     Goranson and Associates, Inc. to conduct the 6/30/2018 financial audit at a cost of $10,000.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.

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

H.  RESOLUTION 2018-007:APPROVAL OF PRELIMINARY BUDGET FOR FISCAL YEAR COMMENCING JULY 1, 2018 AND ENDING JUNE 30, 2019.
DESCRIPTION: The Board reviewed the proposed preliminary budget, which California law requires adopted by June 30, 2018.
ACTION: A motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve Resolution 2018-007, Approval of Preliminary Budget for the fiscal year ending June 30, 2019.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.

I.  RESOLUTION 2018-008:APPROVAL OF DISTRICT APPROPRIATION LIMIT
JULY 1, 2018 THROUGH JUNE 30, 2019.
DESCRIPTION: California State law requires the District, annually, to choose an appropriations (spending) limit and the method by which the limit is determined. This law was adopted by the California voters through the Initiative Process in 1979. It was known as Prop 4, and it basically adds further limits on taxation limits under Prop 13. The way the annual Appropriations Limit law works, a District may not levy taxes greater than the prior year, adjusted for a cost of living factor. Since Camp Meeker never spends more than its allowed Appropriations Limit [i.e. your District runs on less tax dollars than otherwise allowed], this Annual Appropriations Limit process is largely a formality for the District and its Board.   The Appropriations Limit does, however, serve as the maximum amount of tax dollar generated money that can be spent by the District.  Traditionally, the District has used the standardized appropriations limit calculations provided by the County of Sonoma auditor’s office. Note that this limit applies only to the District’s tax dollars, and does not set a limit on the “enterprise” sourced revenues (i.e. the dollars you pay for water). The County of Sonoma Auditor recommends that the District’s limit be established at $286,748 for the fiscal year ending June 30, 2019.

ACTION:  A motion was made by Anthony Tominia, and seconded by Cathie Anderson that the Board approve Resolution 2018-008 establishing the District’s appropriation’s limit for the fiscal year ending June 30, 2019 as $286,748 as calculated by the County of Sonoma.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.

J.  RESOLUTION 2018-009:TRANSFER OF FUNDS RECREATION AND PARK OPERATING FUND TO WATER OPERATIONS FUND FOR FISCAL YEAR ENDING JUNE 30, 2018.
DESCRIPTION:  The Board adopted Resolution 2015-007 on June 23, 2015 regarding the disposition of $23,887.00 owed the water fund by the capital fund and determined that the amount owed would be allowed to “float” and subject to review 2017.  Over the last two fiscal years, the amount owed the water fund has been reduced to $13,887. The District’s fiscal officer is proposing a transfer from the Recreation and Park Operating fund of $7,000.00 to reduce the total amount due and review prior to the close of the 2019 fiscal year.
ACTION: A motion was made by Anthony Tominia, and seconded by Cathie Andereson to   approve the transfer of $7,000.00 from Recreation and Park funds to the Water Operations fund       reducing the total amount due to $6,887.00 at June 30, 2019.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

K.  RESOLUTION 2018-010:TRANSFER OF FUNDS FROM THE WATER CAPITAL FUND TO THE WATER OPERATIONS FUND FOR THE FISCAL YEAR ENDING JUNE 30, 2018.
DESCRIPTION: State law does not allow the District funds to be in deficit at fiscal year end.  The water fund revenues have not been sufficient to cover operating costs for some years, and the $22,200.00 cost of completing a Capital Improvement Plan necessary to establish a basis for a water rates study have resulted in a projected deficit at year-end June 30, 2018.  Therefore, the Board reviewed a transfer of funds to cover the Capital Improvement Plan costs and the projected deficit.
ACTION:  A motion was made by Cathie Anderson, and seconded by Anthony Tominia to adopt Resolution 2018-010: Transfer of Funds From the Water Capital Fund to the Water Operations Fund in the amount of $22,000 for the fiscal year-end June 30, 2018.

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

L.  UPDATE: CAMP MEEKER SIGN (Gary Helfrich/Anthony Tominia, 5 minutes)

DESCRIPTION: The Board will discuss the progress of the Camp Meeker sign and proposed repair tentatively scheduled for May 19 and 20.  Areas to address include road closure, equipment             needs, volunteer labor and miscellaneous concerns.

ACTION:  No action was taken.

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 advised that there are issues with the Anderson Hall deck that require repair and maintenance.

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 June 2018 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, Anderson, and Tominia, voted yes. Directors Larson and Watson were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.

The meeting adjourned at 8:50 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

 

 

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