Minutes, December 19, 2017

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

Tuesday, December 19, 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. by President Watson.

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

III.     OATH OF OFFICE
President Watson administered the oath of office to Directors Helfrich, Larson & Tominia as required by law.

IV.  APPROVAL OF AGENDA
A motion was made by Cathie Anderson, and seconded by Valery Larson to approve the agenda as posted.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0   Abstain: 0   Absent: 0

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

VI.  PUBLIC COMMENT
Max Bellhapper of 26 Gilson, Camp Meeker introduced himself to the Board.

VII.   CONSENT ITEMS
A.  Approval of Minutes
1.  September 19, 2017 minutes
A motion was made by Anthony Tominia, and seconded by Gary Helfrich to approve the minutes of September 19, 2017 as submitted.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent from the September 19 meeting.

The motion was approved. Ayes: 4 Noes: 0   Abstain: 0   Absent: 1

2.  October 17, 2017 minutes
A motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve the minutes of October 17, 2017 as submitted.
Directors Anderson Larson, Tominia and Watson voted yes. Director Helfrich was absent from the October 17 meeting.

The motion was approved. Ayes: 4 Noes: 0   Abstain: 0   Absent: 1

3.  November 21, 2017 minutes
A motion was made by Gary Helfrich, and seconded by Cathie Anderson to approve the minutes of November 21 2017 as submitted.
Directors Anderson, Helfrich and Tominia voted yes. Directors Larson and Watson were absent from the November 21 meeting.

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

B.  Payment of Claims
After discussion, a motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve warrant request 2017-2018-006 in the total amount of $22, 197.34 and Wells Fargo checks 1395, 1396 and 1670-1682 in payment of monthly vendor bills, Bank of the West checks 606 & 607 for water funds transfer, and US Bank check 1065 representing deposit refund for Anderson Hall rental client.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0   Abstain: 0   Absent: 0

C.  Journal Entry Approval
There were no journal entries in addition to monthly recurrent entries.

D.  Administrative and Financial Report
Ms. Doran-Girard informed the Board of various items of correspondence, date of draft financials availability, receipt of the “Little Hoover Commission” report, and holiday season hours for her office.

VIII.  REPORT OF THE WATER SYSTEM OPERATOR
Jamie Dunton of Russian River Utility advised that the water system is operating moderately well although there have been radio communication issues with the well site, Alliance and the Russian River office that may be solved with an upgrade to wireless telemetry. The storage capacity of the system is sufficient that the situation would never be critical to the distribution of water.

Director Anderson remarked that it seems that collections have improved.

IX.  ACTION ITEMS

A.  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. Director Helfrich feels that a flat amount per connection is not an equitable solution of all customers.

ACTION: The Board has tabled this issue until the completion of the Capital Improvement study by Brelje and Race.

B.  REQUIRED ACTION WATER RIGHT PERMIT DEVELOPMENT SCHEDULE

DESCRIPTION: The California Water Board has advised that District’s water right permit development schedule will end on December 31, 2017. Per the State Water Resources Control Board letter of November 17, 2017 the District must take action to a.) request license; b.) petition for an extension of time; or c.) request a revocation of the permit if the project is abandoned or cannot be completed.
ACTION: A motion was made by Gary Helfrich and seconded by Cathie Anderson to authorize the Board President to send on letterhead a letter advising that the water project is complete and ready for a water license.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0   Abstain: 0   Absent: 0

C.  WATER CUSTOMER INFORMATION/PRIVACY CONCERNS
DESCRIPTION: Director Tominia explained that Karen McBride of RCAC has requested names and addresses including mailing labels from the Board and also from Russian River Utility. To date the District staff has refused to provide that information due to privacy concerns and possibly setting a precedent with respect to providing customer information to anyone asking. The Board discussed the issue with the intent to provide District staff with appropriate direction.
ACTION: A motion was made by Gary Helfrich and seconded by Cathie Anderson that it is the Camp Meeker Recreation and Park District policy that ratepayer data is confidential and not to be released without the express direction of the Board of Directors.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0   Abstain: 0   Absent: 0

D.  COUNTY OF SONOMA-IMPACT OF FIRES TO PROPERTY TAX REVENUES
DESCRIPTION: Ms. Doran-Girard reviewed the County of Sonoma Auditor-Controller-Treasurer-Tax Collector has advisory letter that the fire damage will have an adverse effect on property tax revenues and has provided an estimate of revenue losses to each agency. The Board briefly discussed the impact of the loss of revenue on its budget and planned projects.
ACTION: No action was taken.

E.  SONOMA COUNTY 2017 PAVEMENT PRESERVATION PROGRAM
DESCRIPTION: Director Helfrich reviewed the County of Sonoma pavement preservation program and their letter advising that the asphalt concrete overlay on Bohemian Highway will impact 29 water valves, 2 water meters and a utility box. The Board discussed 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: After discussion, a motion was made by Gary Helfrich, and seconded by Anthony Tominia to authorize Camp Meeker Water subcommittee contact Occidental Community Services with the intent of preparing a joint letter to Public Works and Linda Hopkins regarding the 2017 Pavement Preservation Program.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0   Abstain: 0 Absent: 0

F.  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 tabled until the January 2018 meeting.

G.  BOARD RECRUITMENT PROCESS
DESCRIPTION: The Board discussed the recruitment process, draft materials and discuss the formal process for Board retirement including the draft notice for the website and mailing.
ACTION: A motion was made by Gary Helfrich, and seconded by Cathie Anderson to approve draft notice with correction.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0   Abstain: 0   Absent: 0

H.  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 approval of the Board officers’ policy until January.

I.  RATE INCREASE ADMINISTRATIVE SERVICES
DESCRIPTION: The District’s administrative service is informing 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 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: After considerable discussion, a motion was made by Anthony Tominia, and seconded by Cathie Anderson that a job description be prepared and presented to the Board at the January meeting prior to consideration of any increase.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0   Abstain: 0   Absent: 0

J.  DISTRICT PARKING
DESCRIPTION: Director Anderson explained that she had approved a few days parking of a recreational vehicle in the District parking lot. Director Helfrich reminded the Board of previous discussions relative to overnight parking on District property and that any exceptions to that procedure needs to be taken before the entire Board rather than a decision on the part of one Board member. Discussion ensued relative to various aspects of District property including Board actions relative to exceptions to District procedures.

ACTION: The Board took no further action regarding this issue.

X.  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 informed the Board that the District had received an award from SDRMA as a result of no claims for over five years.

Director Tominia informed the Board regarding the lights.

 XI.  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 Gary Helfrich that the December 2017 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Anderson, Helfrich, Larson, Tominia, and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

The meeting adjourned at 8:47 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

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