Minutes, February 20, 2018

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

Tuesday, February 20, 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.

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

III.       APPROVAL OF AGENDA
A motion was made by Cathie Anderson, and seconded by Gary Helfrich 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

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

V.  PUBLIC COMMENT
Michael Johnson of Camp Meeker inquired about Community Advisory Group for Wastewater and was advised that this item will be discussed as it is on the agenda.

VI.  CONSENT ITEMS
A.   Approval of Minutes
1.  January 23, 2018 minutes
A motion was made by Gary Helfrich, and seconded by Valery Larson to approve the
January 23, 2018 minutes as recorded.
Directors Helfrich, Larson, and Watson voted yes. Directors Tominia were absent from the
January 23, meeting and abstained. Director Anderson is absent at this time.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 1 Absent: 1

B.  Payment of Claims
A motion was made by Anthony Tominia, and seconded by Valery Larson to approve the Warrant Request 2017/2018-008 in the amount of $30,221.80 representing Wells Fargo Bank checks 1697-1711 (checks 1697 & 1698 transferred direct charges to appropriate funds), Bank of the West checks 611-612 (water receipts transfer) and US Bank check 1071 refunding of Anderson Hall deposit to rental client.
Directors Helfrich, Larson, Tominia, and Watson voted yes. Director Anderson was absent.
The motion was approved. Ayes: 4 Noes: 0 Abstain: 0 Absent: 1

C.  Journal Entry Approval
1.  2018-034 Tax Proceeds 1/26/18
A motion was made by Gary Helfrich, and seconded by Anthony Tominia to approve the Journal entry 2018-034 as presented.
Directors Helfrich, Larson, Tominia, and Watson voted yes. Director Anderson was absent.
The motion was approved. Ayes: 4 Noes: 0 Abstain: 0 Absent: 1

At 7:07 p.m. Director Anderson entered the meeting.

D.  Administrative and Financial Report
Ms. Doran-Girard advised that all California and Federal Payroll & Tax forms have been filed, SWRCB letter re; application for water license, and the California State Controller’s Report for 2017 have been filed. The SDRMA insurance renewal has been completed and the District will receive a $75 credit for filing online and before the due date. The State Controller’s Government Compensation report for 2017 will be submitted prior to the April 1 due date.
Ms. Doran-Girard advised of impending surgery dates.

VII.   REPORT OF THE WATER SYSTEM OPERATO
A.  Robert Sherrod of Russian River Utility reported that all operations for the current month are proceeding normally. Director Tominia initiated a brief conversation regarding tank cleaning DVD transmittal to B&R. The Board agreed that a segment of the footage should be added to the District’s website.

VIII.  ACTION ITEMS

A.  REVIEW OF 6/30/2017 DRAFT FINANCIAL AUDIT
DESCRIPTION: Blake Goranson, senior account for Sue Goranson, CPAs provided an over-view of the District’s draft financial statements for the fiscal years ended June 30, 2017 and 2016.
ACTION: A motion was made by Gary Helfrich, and seconded by Cathie Anderson to approve the draft financial documents for the fiscal year ended June 30, 2017 and direct distribution and uploading to the District’s website.
Directors Anderson, Helfrich, Larson, Tominia, and Watson voted yes. The motion was approved. Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

B.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
DESCRIPTION: At the October 2017 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. Director Tominia reported that he and Mr. Dunton had met with Dave Colman at Brelje; however, there was not a great deal to report. He did advise that due to the contract arrangements with OCSD there would have to be shared costs for the CIP Plan and a buy-in on the rate increase. Discussion ensued regarding the contract agreement with OCSD and their interest sharing proceeds from potential Alliance buy-in to the system.
ACTION: The Board no further action was taken in regard to the CIP.

C.  CAMP MEEKER SIGN
DESCRIPTION: Director Anderson reviewed quote letter received from A.J. Ford for the Camp Meeker sign maintenance and proposed repair. Mr. Ford would like to see the sign finished and secured. Director Helfrich reviewed the Public Works permit requirement to close the road and estimates the permit fee would be $800. The County may require community notification of road closure.
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. Director Helfrich and Robert Sherrod of Russian River Utility updated the Board regarding this issue.
ACTION: The Board did not take further action regarding the 2017 Pavement Preservation Program.

E.  UPDATE: FIRE SAFETY AND NOTIFICATION
DESCRIPTION: Director Helfrich reported regarding current activities at the County with respect to emergency notification issues and evacuation plans.
ACTION: The Board did not take action with respect to this issue.

F.  BOARD RECRUITMENT PROCESS
DESCRIPTION: The Board discussed the lack of progress in the recruitment process. Chris Norberg asked if his application had been received and was advised it had not. Director Helfrich stated that the District has been kept alive by community participation and that Camp Meeker is lucky to have local government, as many other locations do not. Discussion ensued. President Watson and Director Tominia will review the applications received and make recommendations to the Board.
ACTION: The Board appointed President Watson and Director Tominia to review candidate applications and report back to the Board.

G.  DISTRICT POLICIES AND PROCEDURES-BOARD OFFICERS
DESCRIPTION: After discussion of the draft Board Officer Policy it was agreed that Director Watson would review and upgrade the policies and procedures.

ACTION: The Board appointed Director Watson to review and revise, if needed, the Board officers’ policy.

H.  NOMINATION AND ELECTION OF BOARD OFFICERS
DESCRIPTION:  Cathie Anderson and Anthony Tominia nominated Gary Helfrich to serve as Board President, Cathie Anderson and Gary Helfrich nominated Valery Larson to serve as Board Vice-President, and Gary Helfrich and Cathie Anderson nominated Anthony Tominia to serve as Board Secretary/Treasurer.

ACTION: The nominated slate of officers: Gary Helfrich, President; Valery Larson, Vice-President, and Anthony Tominia, Secretary/Treasurer were elected by acclamation of the entire Board.

I.  RATE INCREASE ADMINISTRATIVE SERVICES
DESCRIPTION: After review of the description of duties written at the direction of the Board, and review of similar compensation of the rates paid to administrators in similar districts with similar skills and experience, Gary Helfrich moved to increase the administrator contract rate to $60.00/hour retroactive to the December 2017 billing.

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

J.  COMMUNITY ADVISORY GROUP-WASTEWATER
DESCRIPTION: The Board discussed the proposed Community Advisory Group and its purpose to coalesce around decision making for long-term community solutions for onsite wastewater systems to meeting with requirements and standards to be considered for adoption later this year. Rural Community Assistance Corporation (RCAC) serves as the nexus of community engagement, state, regional and local governments and alliances.
It was the Board’s feeling that discussions should be held with local governments.
ACTION: The Board took no further action in this regard.

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 reported that regarding discussions with Dave Colman relative to OCSD contention that they are a co-owner in the water system and the need to include in the Alliance conversation.
Additionally, he advised that the Habitat grant project contract be on the March agenda.

Director Anderson reported she has been attempting to reach Chief Williams and additionally Anderson Hall parking lot maintenance.

 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 Cathie Anderson that the February 2018 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 8:48 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2017-02-20finalminutes.doc

 

 

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