Minutes, July 18, 2017

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

Tuesday, July 18, 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 7:04 p.m.

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

III.     APPROVAL OF AGENDA
A motion was made by Gary Helfrich, and seconded by Cathie Anderson 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
There was no public comment.

VI.    CONSENT ITEMS
A.  Approval of Minutes
1.  June 20, 2017
A motion was made by Cathie Anderson, and seconded by Gary Helfrich to approve the
June 20, 2017 minutes as written.
Directors Anderson, Helfrich, Larson, Tominia, and Watson voted yes.
The motion was approved. Ayes: 5 Noes: 0 Abstain: 1 Absent: 0

B.  Payment of Claims
After discussion, a motion was made by Anthony Tominia, seconded by Valery Larson to approve the following warrant request 2017-2018-001 and the checks 1599-1612 and the addition to the warrant of check 1613 to Jessica Lopez in payment existing vendor amounts owed (Wells Fargo Operating), check numbers 596/597 (Bank of the West-Water) and check 1055 US Bank for Anderson Hall transfer of Anderson Hall client rental fees.

G2017/2018-001 RP-July 2017 3,370.62
$18,143.90 Water-July 2017 14,773.28

Directors Anderson, Helfrich, Larson, Tominia, and Watson voted yes.
The motion was approved. Ayes: 5 Noes: 0 Abstain: 1 Absent: 0

C.  Journal Entry Approval
There were no journal entries other than the recurrent interest and transfer items.

D.  Administrative and Financial Report
Ms. Doran-Girard reported that the tax and direct charge transfers from Sonoma County Auditor’s office are in process. There may be an additional small amount transferred to reflect year-end revenues. Further, there is a reduction in the District’s portion owed LAFCO for the 2017-18 fiscal year portion of the LAFCO operating budget. She advised quarterly returns have been filed with the State of California and that future returns must be filed electronically, the County has advised that with the removal of District funds from the County, filing of the District’s Preliminary Budget with the County is required. Lastly, she informed the Board that County staff advised that the public hearing for the Direct Charge list can be held on August 15 so that the an additional Board meeting won’t be needed to accommodate the public hearing.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
A.  Dunton reported that the system is functioning normally and reviewed maintenance issues related to recent billings. Director Anderson initiated a discussion regarding usage for accounts 247 and 304 as well a past due issues with account 295. She further inquired as to whether the leak in front of Negri’s in Occidental had been repaired.

VIII.   ACTION ITEMS

A.  WATER ACCOUNT 296, 32 MCCLURE, FREDERICO/KOLODGE PROPERTIES
(APN 075-242-008)

DESCRIPTION: After discussion of the account of Frank Frederico, owner of 32 McClure, (Account 296-APN 075-242-008) who is requesting a credit for high usage in May and June due to a toilet leak. (He contends that while there was a leaking toilet in that was repaired and doubts the accuracy of the meter reading.)

ACTION: The Board advised Russian River Utility staff that the Mr. Frederico, owner, or his property management representative needs to be present for this item to be addressed.

B.  WATER RATE REVIEW
DESCRIPTION: Gary Helfrich reviewed that water rates have not been increased since early 2011 despite ongoing increases in costs. Rich Ingram, former B&R staff member, is willing to work on a rate project for the District in conjunction with B&R.
ACTION: The Board directed staff to contact Mr. Ingram and request that he attend the August 15 Board meeting and be prepared to discuss the process including whether a 218 vote is needed and the B&R fee for conducting a rate project.

C.  DISTRICT MAINTENANCE
DESCRIPTION: The Board discussed tasks needed at District properties for landscaping and maintenance.
PROPOSED ACTION: The Board directed that the task list be to be compiled by staff and Director Tominia. Staff will research outsourcing to services and a draft “Request For Proposal” will be written and companies having appropriate skills send RFP.

D.  BASKETBALL COURT PAINTING
DESCRIPTION: The Board discussed out-sourcing the painting of lines on the basketball court. Costs for re-surfacing were estimated by Johnny Kolnes of Johnny’s Court Surfacing at $2.00/square foot and line repainting at $700.
ACTION: Director Tominia will measure the basketball court and contact the appropriate provider.

E.  CAMP MEEKER SIGN
DESCRIPTION: The Board discussed the status of the Camp Meeker sign and proposed repair. Director Helfrich advised that a “landmark” status for the sign could result in problems with any future needed repairs or repainting. Further research with respect to encroachment and other permitting with respect to repairs will be handled by Director Tominia. Once repairs are complete, A.J. Ford will paint.
ACTION: Director Tominia will move the repair process forward as needed.

F.  SOFT TRAC/MIP PROFESSIONAL SERVICES CONTRACT
DESCRIPTION: The District’s annual client care support services for its accounting software is due for renewal effective August 16. The costs (see attached) for membership participation in various support service levels range from $975.00-$4,395 annually. District Staff requested a proposal for services for an as needed basis rather than a membership contract and has been provided with an estimate for eight (8) hours of service. In other words, if the time isn’t used no cost incurred.
PROPOSED ACTION: After discussion, a motion was made by Anthony Tominia and seconded by Gary Helfrich to approve the proposal for services by Soft Trac as needed at a cost of $1,480.00 annually.
Directors Anderson, Helfrich, Larson, Tominia, and Watson voted yes.
The motion was approved. Ayes: 5 Noes: 0 Abstain: 1 Absent: 0

G.  RESOLUTION 2017-007 SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY ELECTION
DESCRIPTION: The Board reviewed candidates for SDRMA Board of Directors and vote for four individuals as listed in the above-referenced Resolution 2017-007.
ACTION: A motion was made by Gary Helfrich to vote for Timothy Unruh, James Hamlin, and Cindi Beaudet as SDRMA Board members and approve Resolution 2017-007 accordingly.
Directors Anderson, Helfrich, Larson, Tominia, and Watson voted yes.

The motion was approved. Ayes: 5 Noes: 0 Abstain: 1 Absent: 0

H.  CSDA 2017 ELECTION
DESCRIPTION: CSDA (California Special Districts Association) has established networks with each of six networks having three seats. The Bay Area network will elect two representatives to the CSDA Board of Directors. Ballots must be completed and returned by mail by 5:00 August 4.
ACTION: The Board selected Stanley R. Caldwell as representative to Seat C of the CSDA Board.

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 reviewed signage and trash concerns.
Director Watson advised that she would be on vacation for a week in July.
Director Anderson advised a need for removal of the stage roll-up door, as it is not secure and cabinet issues.
Director Helfrich stated that an item for Alliance Redwoods connection to the CMRPD water system be placed on the agenda for August 15. Dave Hines is getting a package together for review and taking care of necessary documents.

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 July 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 8:49 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2017-07-18finalminscdg1.doc

 

 

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