Minutes, September 19, 2017

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

Tuesday, September 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.

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

III.  APPROVAL OF AGENDA
A motion was made by Anthony Tominia, and seconded by Valery Larson to approve the agenda with the addition of authorization for signing of the OGALS contract for the Habitat Grant.
Directors Helfrich, Larson, and Tominia voted yes. Directors Anderson and Watson were absent.

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

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

V.    PUBLIC COMMENT
Linnea Tennyson of 143 Madrone and CMVFD Board advised that 1.) CMVFD is exploring a new roof for the firehouse; 2.) Fire Department would like to have Anderson Hall for 11/11 for a fundraising event; and, further, 3.) clean up of the firehouse is being planned with exploration of a container for storage. As a Camp Meeker resident, she would like a cleanup of the roads before winter.
Kate Riza of Reza Environmental, a North Coast Resources partner, outlined a participation in DWR program for regional water systems and the need to conduct an in-depth needs assessment of Camp Meeker to determine eligibility for future grant funding as a disadvantaged community.
Charles Reed, North Coast Regional Quality Control staff member, stated that it had been determined eight months ago that Camp Meeker is not a disadvantaged community. He went on to outline his work with upgrading septic systems to meet requirements to reduce Russian River pathogens and work with Sonoma County for grants and loans to upgrade.
Karen McBride, Rural Community Assistance Corporation, a nonprofit corporation that works to provide funding for wastewater treatment and disposal. She is working with Charles Reed of NCRQC Board to setup community assistance to Monte Rio. She would like to offer a community workshop with the intent of conducting an income survey to determine what opportunities are available to Camp Meeker.
Director Helfrich thanked Ms. McBride for approaching the Board and stated that a community forum may be a way for Camp Meeker residents to obtain information and become comfortable with an income survey.
Director Tominia suggested that the Board go forward with a community meeting.

VI.  CONSENT ITEMS
A.  Approval of Minutes
1.  August 15, 2017
A motion was made by Anthony Tominia, and seconded by Valery Larson to approve the August 15, 2017 minutes as written.
Directors Helfrich, Larson, and Tominia voted yes. Directors Anderson and Watson were absent.

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

B.  Payment of Claims
After discussion, a motion was made by Anthony Tominia, seconded by Valery Larson to approve the following warrant request 2017-2018-003 and the checks 1629-1642 (Wells Fargo Operating), check numbers 600/601 (Bank of the West-Water) for water receipts transfer, check 1010 (Wells Fargo Investment Account) in payment of USDA loan, and checks 1060-1064 US Bank for Anderson Hall refund of client deposits and transfer of Anderson Hall client rental fees.

G2017/2018-003 RP-September 2017 3,630.16
$83,564.88* Water-September 2017 15,752.64

*USDA Payment of $64,182.08

Directors Helfrich, Larson, and Tominia voted yes. Directors Anderson and Watson were absent.

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

President Watson entered the meeting at 8:04 p.m.

C.  Journal Entry Approval
1.  2017-071, Payment DWR Loan, October 2016
A motion was made by Gary Helfrich, and seconded by Anthony Tominia to approve JV 2017-071 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

D.  Administrative and Financial Report
Ms. Doran-Girard reported that the date of the District audit has been revised to November, that the oaths of office will be at the December meeting as well as the election of officers per discussions at the April 2017 planning session. Bank signature cards will have to be completed by the new officers. She went on to discuss booking/data entry and areas related to Anderson Hall recordkeeping as well as issues occurring with the website as upgrades are needed.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
Jamie Dunton of Russian River Utility reported that the Alliance Booster pump had failed and he estimates the cost to bring all back online is approximately $3,000.00. The failed motor will be repaired and used as a spare.
He also advised that OCSD Water Permit 21214 has been approved and their well will activate on October 17. Director Tominia inquired as to the impact at the well site in the event that Alliance comes to fruition. Mr. Dunton advised that no water from the OCSD well would be used for that purpose. Director Helfrich concurred and went on to advise that the Alliance upgrade would be for one well only. Rich Ingram stated that ideally it would be good to upgrade both. Discussion ensued.

VIII.   ACTION ITEMS

AUTHORIZATION TO SIGN OGALS (Office of Grants and Local Services-State Parks) CONTRACT FOR HABITAT GRANT
DESCRIPTION: The District was awarded a Habitat Grant by State Parks. Funds are not made available by the State until after commencement of the new budget year on July 1, contracts for the grant funds are not forwarded until the funding is available. The District must sign the contract to obtain the funds.
ACTION: A motion was made by Anthony Tominia, and seconded by Valery Larson to authorize the Board President to sign the Habitat Grant Fund contract with State Parks.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

B.  RESOLUTION 2017-009: APPROVAL OF FINAL BUDGET FOR FISCAL YEAR
ENDING 6/30/2018
DESCRIPTION: The Board reviewed the final budget for fiscal year 7/1/2017 through 6/30/2018 and affirmed the previously approved Prop 4 limitation as required by law.
ACTION: A motion was made by Valery Larson, and seconded by Anthony Tominia to adopt Resolution 2017-009 and a Final Budget for the fiscal year ending June 30, 2018 as required by law.
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.  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 presented information relative to water rates, Prop 218 concerns, capital replacement program and costs for water rate study. Director Helfrich stated that he felt tiered water rates are an effective incentive to conservation of water and he is concerned that there will be no environmental benefit without tiered rates. Rich Ingram concurred and went on to state that, given legal precedents at present, he would be concerned about legal challenge to a tiered rate structure. Discussion ensued.
ACTION: A motion was made by Gary Helfrich, and seconded by Valery Larson to defer approval of the Reed proposal until the October meeting, and, to direct Brelje and Race to provide a detailed estimate of costs to complete a Capital Improvement Study and present at the October Board meeting.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

D.  WATER ACCOUNT 296, 32 MCCLURE, KOLODGE PROPERTIES

DESCRIPTION: Frank Frederico, owner of 32 McClure, (Account 296) attended the August meeting to request a credit for high usage in May and June due to a toilet leak. He contends that while there was a leaking toilet that was repaired and doubts the accuracy of the meter reading. (Customer & Russian River Utility information included.)
ACTION: After discussion, a motion was made by Anthony Tominia, and seconded by Valery Larson to grant a one-time refund of charges less the cost of electricity.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

E.  DISTRICT MAINTENANCE
DESCRIPTION: At the June meeting, the Board discussed a proposal for hiring of an employee to perform various services for landscaping and maintenance. It was agreed each Director would research and provide, for discussion, a description of the maintenance and repair needs. Staff will research outsourcing to services.
ACTION: The Board agreed to table the issue of District maintenance until the October meeting therefore, no action was taken.

F.  BASKETBALL COURT PAINTING
DESCRIPTION: Director Tominia advised that he has received basketball court stencils used for all courts and will purchase sealant and paint to complete the project.
ACTION: A motion was made by Gary Helfrich, and seconded by Lynn Watson to authorize Anthony Tominia to stencil the basketball court and to be reimbursed for the supplies to do so.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

G.  CAMP MEEKER SIGN
DESCRIPTION: Director Tominia advised that Director Anderson would attempt to contact A.J. Ford regarding the sign. Director Helfrich informed the Board that the cost of a public works encroachment permit is $380.00. He advised that the permit would allow closure of the road with a safety plan and CHP.
ACTION: The Board will further discuss the moving forward regarding the Camp Meeker sign and proposed encroachment permitting and repairs at the October meeting.

H.  STATE COMPENSATION INSURANCE AUDIT
DESCRIPTION: At the August Board meeting, staff advised that State Compensation is requiring an audit of actual payroll records and that the District will have to provide an inordinate amount of documents including providing contractor license and insurance copies as well as cancelled check copies despite no payroll or employees for the period specified. Staff will report on recent discussion with the SCIF auditor.

ACTION: Staff reported no change in the status of SCIF audit issues.

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 suggested signage at the Madrone Avenue Park. Additionally, he stated that while no funding has been received from Gran Fondo, he has continued to plan an event and will keep costs low. He also spoke regarding Alliance diversion issues.

X.  ADJOURNMENT

As there was no further business to be brought before the Board at this time, a motion was made by Anthony Tominia, and seconded by Valery Larson that the September 2017 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

The meeting adjourned at 9:04 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2017-09-19finalminscdg1.doc

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