Minutes, October 16, 2018

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

Tuesday, October 16, 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, McDaniel, Larson, and Watson were present.  Director Tominia was absent.

III.   APPROVAL OF AGENDA
The Board added an item to approve the CMVFD request for water customer labels for use for fundraising event. Valery Larson moved to approve the agenda as corrected that was seconded Lynn Watson.
Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.

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

V.  PUBLIC COMMENT
The public may address the Board of topics NOT covered by this agenda. Testimony is limited to three minutes. Please state your first and last names clearly so that it can be correctly entered in the minutes.
Richard Seaman asked for a discussion of the property at 14A/B (Accounts 322/323) Hampton Road as the Fire Department has an interest in the property.  A large water bill was left in the name of Dorothy Evert.

VI.  CONSENT ITEMS
A.  Approval of Minutes
1.   June 19, 2018 Minutes
The Board tabled approval of the June 19, 2018 minutes.
2.  August 21, 2018 Minutes
A motion was made by Valery Larson and seconded by John McDaniel to approve
the minutes of August 21, 2018.
Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.
3.  September 6, 2018 Special Meeting
The Board was informed that Director Larson’s first name is incorrectly spelled in         the September 6, 2018 minutes.  After correction, a motion was made by Lynn Watson and seconded by Valery Larson to approve the minutes of September 6, 2018 as corrected.
Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.
4.  September 18, 2018 Minutes
A motion was made by Lynn Watson and seconded by John McDaniel to approve the minutes of September 18, 2018.

Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.

B.  Payment of Claims
After discussion, a motion was made by Valery Larson and seconded by John McDaniel to approve the October warrant request 2018-2019-004 as follows:

2018-2019-004 RP-October 2018 4,753.92
$22,958.26 Water-October 2018 18,204.34

Wells Fargo Bank Checks 1823-1833, Bank of the West checks 627 and 628 in payment of expenses and water receipt transfers, and US Bank checks 1082-1084 for refunds of client deposits.
Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.

C.  Journal Entry Approval
There were no journal entries beyond the recording of monthly bank charges, bank interest and water revenues.

D.  Administrative and Financial Report
Ms. Doran-Girard reported regarding that EDD reports had been electronically submitted, CSDA access to AB1234 review, upgrade of District cell phone and receipt of SQUARE equipment and setup that is in process.  She also advised that effective January 2019 there will be new Brown Act requirements for websites and reviewed various pieces of correspondence.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
A.  Robert Sherod of Russian River Utility advised that 12, 14A and 14B are part of a trust handled by an attorney. The CMVFD, Humane Society and Canine Companions may want to sell the properties; however, there are still outstanding amounts due from customers.

Catherine Anderson inquired regarding account 355’s outstanding balance.

VIII.   ACTION ITEMS

CAMP MEEKER VOLUNTEER FIRE DEPARTMENT REQUEST
DESCRIPTION:  In order to protect the privacy of its customers, the Board adopted a policy in December 2017 that release of customers’ addresses or any other customer information must be approved by the Board.  Jim Stephens of the Camp Meeker Volunteer Fire Department has requested customer address labels for the purpose of promoting the CMVFD fundraiser on November 10, 2018.

A motion was made by Valery Larson, and seconded by John McDaniel to release address labels to the CMVFD for the purpose of promoting the CMVFD fundraiser.

Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.

Ayes: 4 Noes: 0 Abstain: 0 Absent: 1

The motion was approved.

A.  PRESENTATION: PROPOSED DEFENSIBLE SPACE PROJECT
DESCRIPTION:  Mr. Seaman read the text of his proposed lengthy Defensible Space Project information to the Board.  President Helfrich polled individual Board members for their comments. Considerable discussion ensued.
ACTION: The Board took no action.

B.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
DESCRIPTION: The Board and Dave Coleman of Brelje and Race reviewed a draft of the Capital Improvement Plan and discussed the draft report with respect to going forward with a water rate survey.  Jamie Dunton of Russian River Utility pointed out that the water system will present its own priorities in terms of replacement and repair; and, additionally reminded the Board that OCSD would be in the replacement process as well.
ACTION:  After discussion, a motion was made by Gary Helfrich, and seconded by John McDaniel to accept the Camp Meeker Water System five year Capital Improvement Plan and directed Brelje and Race to proceed to finalize and distribute the report.

Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.

C.  ANDERSON HALL FUTURE RENTAL RATES, MANAGEMENT AND MAINTENANCE

DESCRIPTION:  John McDaniel presented the proposed rental and deposit increases for 2019 (copy attached) to the Board advising that a competitive analysis of non-commercial, non-religious, tax supported properties has been conducted and Anderson Hall fees were by far the lowest. Much of Anderson Hall’s usage is by non-residents and an increase in use, maintenance needs and interim management costs of Anderson Hall marketing rentals dictate an increase in rates.

ACTION: A motion was made by Valery Larson, and seconded by John McDaniel to approve the 2019 rental rate and deposit increases for Anderson Hall.

Directors Helfrich, McDaniel, Larson and Watson, voted yes. Director Tominia was absent.

Ayes: 4 Noes: 0 Abstain: 0 Absent: 1

The motion was approved.

D. UPDATE:PROPOSED SHOWINGS “WILDER THAN WILD” DOCUMENTARY AND RELATED CONCERNS
DESCRIPTION:  Directors Larson and Watson advised that the proposed dates for the “Wilder Than Wild” documentary film showings are November 3 and November 17.  Both showings will run from 4-6 p.m. and related educational materials will be available.

ACTION: The Board took no action.

E.  REPORT OF THE WATER SUB-COMMITTEE
DESCRIPTION:  The Water Sub-committee will report on its recent discussions with Occidental        Community Service District water representatives and issues related to the water system.
ACTION: The report was tabled.

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.

There were no Directors reports.

X.  PRESENTATION:President Helfrich presented the District’s appreciation to Catherine Anderson for her years of service to the Camp Meeker community and the District advising that an appropriate bench and plaque will be installed in the play area sometime in the spring.

XI.  ADJOURNMENT
As there was no further business to be brought before the Board at this time, a motion was made by Valery Larson, and seconded by John McDaniel that the October 2018 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, McDaniel, Larson, and Watson voted yes.  Director Tominia was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.

The meeting adjourned at 8:50 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

 

2018-10-16finalminscdg1.doc

 

 

 

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