Agenda, June 19, 2018

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

Tuesday, June 19, 2018 7:00 pm

DISTRICT OFFICE (Next to the Fire Station)
CAMP MEEKER, CALIFORNIA

Download PDF of Supporting Documentation (Board Packet)

I.    CALL TO ORDER

II.  ROLL CALL

III. APPROVAL OF AGENDA

IV.  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.

VI.  CONSENT ITEMS (10 minutes)
A.  Approval of Minutes
1.  May 15, 2018 minutes
B.  Payment of Claims
C.  Journal Entry Approval
D.  Administrative and Financial Report

VII.   REPORT OF THE WATER SYSTEM OPERATOR (Russian River Utility, 10 minutes)
Report of operations for the current month.

VIII.   ACTION ITEMS

A.  SETH MURCHISON: ORGANIZATION OF CAMP MEEKER FIRE DRILL AND RELATED CONCERNS(Seth Murchison, 10 minutes)
DESCRIPTION:  Mr. Murchison has requested time on the agenda to make proposals for the organizing of a Camp Meeker Evacuation Fire Drill and formation of a subcommittee for the project.

PROPOSED ACTION:  The Board may/may not take further action in this regard.

B.  WATER WAIVER: ACCOUNT 367, 5600 BOHEMIAN HIGHWAY, (APN 075-050-006), JAMES SCHWEIZER (James Schweizer, 5 minutes)
DESCRIPTION:  The Board tabled this request at their May meeting and the property owner has sent an email advising their inability to attend a Board meeting as he lives out of the area and continuing his request for a waiver on behalf of his tenant as RRU staff discovered at burst pipe upon meter reading.  Meter box had to be dug out of the asphalt and replaced as it was also damaged by multiple fire engines parking/turning around in driveway in response to a vehicle accident on Alder Creek.

PROPOSED ACTION:  The Board may/may not approve a water waiver for account 367, 5600 Bohemian Highway.

C.  WATER WAIVER: ACCOUNT 79, 135 LINCOLN, (APN 075-110-002), ARNOLD    ADVOCATE
(Arnold Advocate, 10 minutes)
DESCRIPTION:  The property owner is requesting a waiver for a water bill of $342.57 due to cracked PVC fitting outside his house located in an area where he seldom goes.  He has since replaced the fitting.

PROPOSED ACTION:  The Board may/may not approve a water waiver for account 79,
135 Lincoln.

D.  UPDATE:BOARD RECRUITMENT PROCESS (Gary Helfrich/Staff, 15 minutes)
DESCRIPTION: The Board will interview individuals who have submitted applications in open session at its June 19 meeting. The Board members will vote on the final selection at the July 17 meeting and the oath of office will be administered at that time.

PROPOSED ACTION:  The Board may/may not take further action.

E.  UPDATE: COMMUNITY CONCERNS:FIRE ACCESS AND WATER TANK SIGNAGE
(Gary Helfrich, 15 minutes)
DESCRIPTION: The Board has discussed, at recent meetings, the concerns of residents of the fire/evacuation and health hazard concerns with respect to RVs blocking the streets of Camp Meeker and adjacent to one of the water tanks. The Board will continue to discuss the issue and provide what information it can to the community.

PROPOSED ACTION:  The Board may/may not take further action.

F.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
(Anthony Tominia, and Gary Helfrich, 15 minutes)
DESCRIPTION: The Board has received a draft of the Capital Improvement Plan developed by Brelje and Race and will review and discuss the draft report with respect changes and to going forward with a water rate survey.  Brelje and Race will be present at the July 19 meeting to walk through questions and concerns.

PROPOSED ACTION:  The Board may/may not approve further action in regard to the CIP.

G.  CPA ENGAGEMENT FOR FINANCIAL AUDIT 6/30/2018, GORANSON & ASSOCIATES
(Staff, 5 minutes)
DESCRIPTION:  The District has engaged Goranson and Associates to complete the State required fiscal audit for the 6/30/2017 and prior fiscal years.  The estimated cost for 6/30/2018 is $10,000.00 and has no increase over 6/30/2017.

PROPOSED ACTION:  The Board may/may not engage Goranson and Associates, Inc. to conduct the 6/30/2018 financial audit at a cost of $10,000.

H.  RESOLUTION 2018-007:APPROVAL OF PRELIMINARY BUDGET FOR FISCAL YEAR COMMENCING JULY 1, 2018 AND ENDING JUNE 30, 2019.
(Anthony Tominia & Staff, 15 minutes)
DESCRIPTION: The Board will review the proposed preliminary budget, which California law requires adopted by June 30, 2018.

PROPOSED ACTION: The Board may/may not approve Resolution 2018-007, Approval of Preliminary Budget for the fiscal year ending June 30, 2019.

I.  RESOLUTION 2018-008:APPROVAL OF DISTRICT APPROPRIATION LIMIT
JULY 1, 2018 THROUGH JUNE 30, 2019. (Staff, 5 minutes)
DESCRIPTION: California State law requires the District, annually, to choose an appropriations (spending) limit and the method by which the limit is determined. This law was adopted by the California voters through the Initiative Process in 1979. It was known as Prop 4, and it basically adds further limits on taxation limits under Prop 13. The way the annual Appropriations Limit law works, a District may not levy taxes greater than the prior year, adjusted for a cost of living factor. Since Camp Meeker never spends more than its allowed Appropriations Limit [i.e. your District runs on less tax dollars than otherwise allowed], this Annual Appropriations Limit process is largely a formality for the District and its Board.   The Appropriations Limit does, however, serve as the maximum amount of tax dollar generated money that can be spent by the District.  Traditionally, the District has used the standardized appropriations limit calculations provided by the County of Sonoma auditor’s office. Note that this limit applies only to the District’s tax dollars, and does not set a limit on the “enterprise” sourced revenues (i.e. the dollars you pay for water). The County of Sonoma Auditor recommends that the District’s limit be established at $286,748 for the fiscal year ending June 30, 2019.

PROPOSED ACTION:  The Board may/may not will decide whether to approve Resolution 2018-008 establishing the District’s appropriation’s limit for the fiscal year ending June 30, 2019.

J.  RESOLUTION 2018-009:TRANSFER OF FUNDS RECREATION AND PARK OPERATING FUND TO WATER OPERATIONS FUND FOR FISCAL YEAR ENDING JUNE 30, 2018.
(Staff, 5 minutes)
DESCRIPTION:  The Board adopted Resolution 2015-007 on June 23, 2015 regarding the disposition of $23,887.00 owed the water fund by the capital fund and determined that the amount owed would be allowed to “float” and subject to review 2017.  Over the last two fiscal years, the amount owed the water fund has been reduced to $13,887. The District’s fiscal officer is proposing a transfer from the Recreation and Park Operating fund of $5,000.00 to reduce the total amount due and review prior to the close of the 2019 fiscal year.

PROPOSED ACTION:  The Board may/may not take further action regarding transfer of funds.

K.  RESOLUTION 2018-010:TRANSFER OF FUNDS FROM THE WATER CAPITAL FUND TO THE WATER OPERATIONS FUND FOR THE FISCAL YEAR ENDING JUNE 30, 2018.
(Anthony Tominia and Staff, 5 minutes)
DESCRIPTION: State law does not allow the District funds to be in deficit at fiscal year end.  The water fund revenues have not been sufficient to cover operating costs for some years, and the $22,200.00 cost of completing a Capital Improvement Plan necessary to establish a basis for a water rates study have resulted in a projected deficit at year-end June 30, 2018.  Therefore, the Board will review transfer of funds to cover the projected deficit.

PROPOSED ACTION:  The Board may/may not adopt Resolution 2018-010: Transfer of Funds From the Water Capital Fund to the Water Operations Fund in the amount of $22,000 for the fiscal year-end June 30, 2018.

L.  UPDATE: CAMP MEEKER SIGN (Gary Helfrich/Anthony Tominia, 5 minutes)
DESCRIPTION: The Board will discuss the progress of the Camp Meeker sign and proposed repair tentatively scheduled for May 19 and 20.  Areas to address include road closure, equipment             needs, volunteer labor and miscellaneous concerns.

PROPOSED ACTION:  The Board may/may not approve further action in regard to the sign.

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.

X.  ADJOURNMENT

HOW TO GET AN ITEM ON THE AGENDA

Requests for items for the agenda of the regular meetings of the Camp Meeker Recreation and Park District must be submitted to the District in writing or through the District’s website.

Regular meetings are held the 3rd Tuesday of each month. The District must receive submissions no later than ten (10) calendar days before the meeting.

Submit your agenda items in writing to: Camp Meeker Recreation and Park District, Post Office Box 461, Camp Meeker, CA 95419. Be sure to include your name, address and phone number. Anonymous submissions will not be considered for discussion.

Submit your agenda items using the Districts website at the following address:

http://www.campmeeker.org/wordpress/?page_id=224.

Posted in Agendas | Comments Off on Agenda, June 19, 2018

Minutes, May 15, 2018

Minutes of the Regular Meeting

Of the

Board of Directors of the

Camp Meeker Recreation and Park District

Tuesday, May 15, 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, Larson, Anderson, Tominia and Watson were present.

III.  APPROVAL OF AGENDA
A motion was made by Cathie Anderson, and seconded Valery Larson on to approve the agenda as posted.
Directors Helfrich, Larson, Anderson, and Tominia, voted yes. Director Watson was absent.
Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
The motion was approved.

At 7:04 Director Watson entered the meeting.

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

V.  PUBLIC COMMENT
Michael Johnson expressed concern regarding road blockage by folks “ camping” at the roadside with respect to fire safety.  Gary Helfrich advised that a call to the California Highway patrol would be appropriate.
Seth Murchison stated that he had two items relative to fire issues.  He is willing to participate with “Fire Safe Sonoma” as a liaison for the Board and additionally stated that after the October 2017 fires many folks are camping on the roads above Camp Meeker with tents and fire circles. He wanted to know what he could do about this.  Gary Helfrich advised that much of the time these are public/private property concerns and boil down to trespass issues.  In the case of St. Dorothy’s properties, St. Dorothy’s would have to pursue legal remedies. The District does not have the ability or authority to abate.
Kevin Cogliandro advised that he wishes to be considered for the upcoming director opening.
Sierra Cantor of Gold Ridge Resource Conservation District spoke regarding local issues.  Director Helfrich advised that the agenda includes an item for this.

VI.     CONSENT ITEMS

A.    Approval of Minutes

1.     April 17, 2018 minutes

       A motion was made by Cathie Anderson, and seconded by Valery Larson to approve the April 17, 2018 minutes as recorded.

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

       Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

       The motion was approved.

B.    Payment of Claims
A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve the May warrant request 2017/2018-011 as follows:

2017-2018-011

RP-May 2018

13,212.31

$66,283.36*

Water-May2018

15,412.05

*Includes tax transfer checks

Wells Fargo Bank Checks 1750-1763, Bank of the West checks 617 and 618 in payment
of expenses and water receipt transfers, and US Bank check 1074 transferring rental fees to the operating account.

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

Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

The motion was approved.

C.    Journal Entry Approval
The Board reviewed JV2018-061 reflecting transfer of tax and direct charge proceeds from the Sonoma County Tax Collector to Wells Fargo Bank.
A motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve JV2018-061 reflecting Sonoma County’s transfer of tax and direct charge proceeds.
Directors Helfrich, Larson, Anderson, Tominia, and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

D.    Administrative and Financial ReporT
Ms. Doran-Girard advised that the 2018-2019 Preliminary Budget will be adopted (in accordance with state law) and any planned programs need to be included. Additionally, she informed the Board that the paperwork for the Habitat Grant will be processed in the coming month and that various items of correspondence, including Camp Meeker Volunteer FD raffle tickets had been received.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
A.  Robert Sherrod reported that the water system is operating well and advised that Russian River had worked with Brelje regarding the Scada telemetry equipment and CIP issues.

VIII.   ACTION ITEMS

A.  INTRODUCTION: DAVID WOOD, GOLD RIDGE RESOURCE CONSERVATION

       DESCRIPTION:  Mr. Wood introduced himself and informed the Board that he has been hired by the Gold Ridge Resource Conservation District as the Lower Russian River Ombudsman and is attending the meeting to introduce himself to the District. He stated his office hours in various locations and will provide septic assistance with respect to new Regional Water Board standards. Considerable discussion ensued.

       PROPOSED ACTION:  No action necessary.

B.   WATER WAIVER: ACCOUNT 133, 97 RAILROAD, (APN 075-143-005)

       HORACE R. AND CYNTHIA S. WHITE

       DESCRIPTION:  Mr. White is requesting mitigation based on average bills of large water debt of $685.60 as a pipe was severed in the rain at night.  Meter placement is too close to vehicles passing by.  He is also requesting movement of meters at 98 Railroad and 15740 Morelli that has had the same issue with respect to pipe breakage due to vehicles driving over the meter.

       ACTION: A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve a water waiver for 97 Railroad based of average usage less cost of energy. The moving of meters at 98 Railroad and 15740 Morelli has been tabled until June.

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

Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

The motion was approved.

C.   WATER WAIVER: ACCOUNT 367, 5600 BOHEMIAN HIGHWAY, (APN 075-050-006), JAMES SCHWEIZER

       DESCRIPTION:  The property owner was requesting a waiver on behalf of his tenant as RRU staff   discovered at burst pipe upon meter reading.  Meter box had to be dug out of the asphalt and replaced as it was also damaged by multiple fire engines parking/turning around in driveway in            response to a vehicle accident on Alder Creek. The property owner did not appear at the meeting.

       ACTION: The Board tabled a water waiver for account 367, 5600 Bohemian Highway.

D.   SUSPENSION OF WATER CONNECTION: Account 295, 34 McClure, (APN 075-242-007), THE RASSO TRUST

       DESCRIPTION:  The water service on account 295 has been locked off since January 26, 2016 and currently $2,319.82 is owed.  The District recorded a lien against the property on August 18, 2016 in the amount of $ 375.83 (ongoing). If the Board approves the Notice of Suspension a 30-day period for the Rasso Trust to satisfy their water obligation will commence. If unpaid the property will be removed from the customer list and tax rolls and will be required to apply and pay for a new service under provisions of Section 2.1 of Ordinance 7.

       ACTION: A motion was made by Anthony Tominia, and seconded by Cathie Anderson to move forward issuing a Notice of Suspension to the Rasso Trust, Account 295, 34 McClure (APN 075-242-007).

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

Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

The motion was approved.

E.    UPDATE: COMMUNITY CONCERNS:  FIRE ACCESS AND WATER TANK SIGNAGE

DESCRIPTION: The Board discussed the concerns of residents of the fire/evacuation with respect to the “illegal camping” and evacuation signage.  Seth Murchison informed the Board that he has been talking with St. Dorothy’s.  Gary Helfrich advised, as earlier in the meeting, that despite community concerns, the camping on St. Dorothy’s is a private property issue and the District is powerless in this respect.  Director Larson suggested working more closely with St. Dorothy’s perhaps meeting with St. Dorothy’s staff/Board.

       Director Tominia requested that this item remain on the Board agenda for further discussion.

ACTION:  No action was taken.

F.    CAMP MEEKER SIGN

DESCRIPTION: The Board discussed the progress of the Camp Meeker sign and proposed repair     tentatively scheduled for May 19 and 20.  Areas to address include road closure, equipment needs, volunteer labor and miscellaneous concerns.

ACTION:  No action was taken.

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 stated that she is concerned about the garbage on the bridge, which is a public road and needs to be cleared.

Director Tominia advised that the blackberries along the creek have been removed and the parking re-striping is complete.

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 Valery Larson that the May 2018 meeting of the Camp Meeker Board of Directors is adjourned.

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

Ayes: 5 Noes: 0 Abstain: 0 Absent: 0

The motion was approved.

            The meeting adjourned at 8:31 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2018-05-15finalminscdg2.doc

 

 

Posted in Minutes | Comments Off on Minutes, May 15, 2018

Agenda, May 15, 2018

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

Tuesday, May 15, 2018 7:00 pm

DISTRICT OFFICE (Next to the Fire Station)
CAMP MEEKER, CALIFORNIA

Download PDF of Supporting Documentation (Board Packet)

I.   CALL TO ORDER

II.  ROLL CALL

III.  APPROVAL OF AGENDA

IV.  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.

VI.  CONSENT ITEMS (10 minutes)
A.  Approval of Minutes
1.  April 17, 2018 minutes
B.  Payment of Claims
C.  Journal Entry Approval
D.  Administrative and Financial Report

VII.   REPORT OF THE WATER SYSTEM OPERATOR (Russian River Utility, 10 minutes)
A.  Report of operations for the current month.

VIII.   ACTION ITEMS

A.  INTRODUCTION:DAVID WOOD, GOLD RIDGE RESOURCE CONSERVATION
DESCRIPTION:  Mr. Wood has been hired by the Gold Ridge Resource Conservation District as the Lower Russian River Ombudsman and will be attending the meeting to introduce himself to the District.
PROPOSED ACTION:  No action necessary.

B.  WATER WAIVER: ACCOUNT 133, 97 RAILROAD, (APN 075-143-005)
HORACE R. AND CYNTHIA S. WHITE  (Horace White, 10 minutes)
DESCRIPTION:  The water customer is requesting mitigation based on average bills of large water debt of $685.60 as a pipe was severed in the rain at night.  Meter placement is too close to vehicles passing by.  He is also requesting movement of meters at 98 Railroad and 15740 Morelli that has had the same issue with respect to pipe breakage due to vehicles driving over the meter.
PROPOSED ACTION:  The Board may/may not approve a water waiver for 97 Railroad and moving of meters at 98 Railroad and 15740 Morelli.

C.  WATER WAIVER: ACCOUNT 367, 5600 BOHEMIAN HIGHWAY,
(APN 075-050-006), JAMES SCHWEIZER (James Schweizer, 10 minutes)
DESCRIPTION:  The property owner is requesting a waiver on behalf of his tenant as RRU staff discovered at burst pipe upon meter reading.  Meter box had to be dug out of the asphalt and replaced as it was also damaged by multiple fire engines parking/turning around in driveway in response to a vehicle accident on Alder Creek.
PROPOSED ACTION:  The Board may/may not approve a water waiver for account 367, 5600 Bohemian Highway.

D.  SUSPENSION OF WATER CONNECTION: Account 295, 34 McClure, (APN 075-242-007), THE RASSO TRUST (Staff, 5 minutes)
DESCRIPTION:  The water service on account 295 has been locked off since January 26, 2016 and currently $2,319.82 is owed.  The District recorded a lien against the property on August 18, 2016 in the amount of $ 375.83 (ongoing). If the Board approves the Notice of            Suspension a 30-day period for the Rasso Trust to satisfy their water obligation will commence.     If unpaid the property will be removed from the customer list and tax rolls and will be required to apply and pay for a new service under provisions of Section 2.1 of Ordinance 7.
PROPOSED ACTION:  The Board may/may not approve issuing a Notice of Suspension to the Rasso Trust, Account 295, 34 McClure (APN 075-242-007).

E.  UPDATE: COMMUNITY CONCERNS:FIRE ACCESS AND WATER TANK SIGNAGE
(Gary Helfrich, 10 minutes)
DESCRIPTION: The Board discussed, at its April meeting, the concerns of residents of the fire/evacuation and health hazard concerns with respect to RVs blocking the streets of Camp Meeker and adjacent to one of the water tanks. The Board will further discuss the issue and provide what information it can to the community.
PROPOSED ACTION:  The Board may/may not decide to install signage at the water tanks.

F.  CAMP MEEKER SIGN (Gary Helfrich/Anthony Tominia, 5 minutes)
DESCRIPTION: The Board will discuss the progress of the Camp Meeker sign and proposed repair tentatively scheduled for May 19 and 20.  Areas to address include road closure, equipment needs, volunteer labor and miscellaneous concerns.
PROPOSED ACTION:  The Board may/may not approve further action in regard to the sign.

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.

X.   ADJOURNMENT

HOW TO GET AN ITEM ON THE AGENDA

Requests for items for the agenda of the regular meetings of the Camp Meeker Recreation and Park District must be submitted to the District in writing or through the District’s website.

Regular meetings are held the 3rd Tuesday of each month. The District must receive submissions no later than ten (10) calendar days before the meeting.

Submit your agenda items in writing to: Camp Meeker Recreation and Park District, Post Office Box 461, Camp Meeker, CA 95419. Be sure to include your name, address and phone number. Anonymous submissions will not be considered for discussion.

Submit your agenda items using the Districts website at the following address:

http://www.campmeeker.org/wordpress/?page_id=224.

Posted in Agendas | Comments Off on Agenda, May 15, 2018

Minutes, April 17, 2018

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

Tuesday, April 17, 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 7:05 p.m. by President Helfrich.

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

III.   APPROVAL OF AGENDA
A motion was made by Cathie Anderson, and seconded by Lynn Watson to approve the agenda as posted.
Directors Helfrich, Anderson, Larson, Tominia, and Watson voted yes. Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

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.  March 20, 2018 minutes
A motion was made by Valery Larson, and seconded by Lynn Watson to approve the
March 20, 2018 minutes as recorded.
Directors Helfrich, Anderson, Larson, Tominia, and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

B.  Payment of Claims
Ms. Doran Girard advised that check 1749 in the amount of $166.73 issued to McPhail’s has been added to the total of warrant 2017-2018-010.
A motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve the April warrant request 2017/2018-010 as follows:

2017-2018-010 RP-April 2018 4,497.58
$50,550.68* Water-April 2018 16,662.47

*USDA Loan payment of  $29, 390.63

Wells Fargo Bank Checks1737-1749, Wells Fargo Bank-Investment Account check 1012, Bank of the West checks 615 and 617 in payment of expenses and water receipt transfers, and US Bank checks 1072 &1073 for refund of Anderson Hall deposits.

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

C.  Journal Entry Approval
There were no journal entries beyond those of water receipts entry and investment account interest.

D.  Administrative and Financial Report
Ms. Doran-Girard informed the Board that the premium for State Fund will increase by 32%, that the USPS has, per the current lease terms, renewed for an additional five years at an increase of 10% rental fee, and the District’s accounting software lease has renewed at the current rate of $250.00 month.  She advised that various items of correspondence have been received regarding the Rio Nido Post Office, an inquiry regarding installation of a streetlight, and a North Coast Resource Partnership meeting.  Lastly, she reported that April 2018 tax and direct charge payments have been issued by the County of Sonoma.  At this point in the fiscal year, Recreation and Park tax revenues have decreased by 5% over last year and direct charges reduced by 6.5%.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
A.  Robert Sherrod of Russian River Utility reported that the water system is working well. There was a brief discussion about the location of the tank cleaning videos, and Director Anderson inquired regarding water customers 367 and 295 with past due accounts.  Anderson said she would attempt to contact the family members of account 295, The Rasso Trust. Currently there is a lien against the account.

VIII.  ACTION ITEMS

A.  LONG TERM PETITION FOR WATER RIGHT CHANGE ADDING FISH AND WILDLIFE
DESCRIPTION: In past years, the Board has approved filing for Temporary Urgency Change Petitions for flow releases for the fish and wildlife.  Mary Ann King, of Trout Unlimited, described that the impact of filing for a permanent change to CMRPD’s Water Permit will allow the District to release flows in the future (without filing the paperwork annually) to protect the fish and wildlife.  The estimated costs are $850 to the State Water Resources Control Board and $850 to California Department of Fish and Wildlife. Trout unlimited may be able to assist in the funding.  Directors Tominia and Watson requested clarification of the timing of the changes to the permit and were advised the release flows might occur May through November.
ACTION:  A motion was made by Anthony Tominia, and seconded by Cathie Anderson to authorize the Board President to sign the Petition For Change.
Directors Helfrich, Anderson, Larson, Tominia, and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

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.  David Colman of Brelje and Race, District Engineers, presented a draft of the proposed Capital Improvement Projects.  Further cost estimates are needed and the system capital needs discussed with OCSD.
ACTION:  No action was taken.  The Board members will review the draft report and further action discussed at the May meeting.

C.  COMMUNITY CONCERNS:FIRE ACCESS AND WATER TANK SIGNAGE
DESCRIPTION: The Board has been advised by a number of residents of the fire/evacuation and health hazard concerns with respect to RVs blocking the streets of Camp Meeker and adjacent to one of the water tanks. Director Watson described various parking, camping and related issues occurring in Camp Meeker.  She and other residents are concerned about health, safety and fire related issues.  Director Helfrich clarified what can and cannot be done by residents relative to these issues emphasizing that the District can only address issues related to District property. Private property owners will need to deal with the impact to their properties with code enforcement or law enforcement themselves.
Director Larson suggested that a community meeting might help to inform residents regarding this issue.   John McDaniel related experience in San Francisco with this issue and stated that this problem will not be resolved soon. Discussion ensued.
Director Helfrich agreed and went on to say that he will contact the Susan Upchurch at Linda Hopkins office to see what can be done.
ACTION:  A motion was made by Anthony Tominia, and seconded by Valery Larson to install signage at the water tanks regarding camping/parking as first steps. Director Tominia will obtain the signs and will be reimbursed the costs.
Directors Helfrich, Anderson, Larson, Tominia, and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

D.  CAMP MEEKER SIGN
DESCRIPTION: The Board discussed the progress of the Camp Meeker sign and proposed repair tentatively scheduled for May 19 and 20. Areas addressed included road closure, equipment needs, volunteer labor and miscellaneous permitting concerns. Directors Helfrich and Tominia will work on volunteers and related tasks.

ACTION:  A motion was made by Anthony Tominia, and seconded by Valery Larson to approve action to include reimbursement for repairs of costs in regard to the sign.

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

E.  UPDATE:BOARD RECRUITMENT PROCESS
DESCRIPTION: The Board interviewed Chris Norberg and Patrick Stanley at length in an open question and answer session.
ACTION: The Board will vote on their selection at the May meeting.

F.  ANDERSON HALL ISSUES AND ADMINISTRATION
DESCRIPTION:  Valery Larson discussed various areas of need relating to Anderson Hall’s event/facility rental and maintenance such as a job description for a rental coordinator and necessary maintenance.
ACTION: Director Anderson will prepare a job description and list of tasks related to Anderson Hall and meet with Director Larson to effect transfer of the Post Office keys, etc.

G.  RESOLUTION 2018-005:AUTHORIZING CLOSURE OF THE US BANK ACCOUNT.
DESCRIPTION: The Board currently holds a small checking account with US Bank that was established prior to the Wells Fargo Bank accounts to accommodate receipt of funds from Paypal and hold Anderson Hall refundable deposits and rental fees.  The only signer on this account is Director Anderson.  These funds will be moved to a small checking account with Wells Fargo Bank.
ACTION:  A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve Resolution 2018-005, Authorizing Closure of US Bank Account.
Directors Helfrich, Anderson, Larson, Tominia, and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

H.  RESOLUTION 2018-006:AUTHORIZING ESTABLISHMENT OF A CHECKING ACCOUNT WITH WELLS FARGO BANK TO ACCOMODATE PAYPAL TRANSACTION TRANSFERS FOR RENTAL DEPOSITS AND FEES.
DESCRIPTION:  The Board discuss authorizing the President to establish of an account with Wells Fargo Bank for the handling of Paypal funds, deposits, and rental fees and insure that client fees and deposits are not co-mingled with tax dollars in the District’s operating account.
ACTION: A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve Resolution 2018-006 authorizing the President to open a small checking account at Wells Fargo Bank.
Directors Helfrich, Anderson, Larson, Tominia, and Watson voted yes.
Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

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 Anderson noted that the “old” Post Office has been torn down and it is her understanding that St. Dorothy’s is selling lots.  Additionally, she advised that she has turned over credit cards, keys and petty cash to District staff.
Director Tominia advised that the “Bramble Pull” is scheduled for April 23.

X.  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 Valery Larson that the April 2018 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, Anderson, Larson, Tominia, and Watson voted yes.  Ayes: 5 Noes: 0 Abstain: 0 Absent: 0
The motion was approved.

The meeting adjourned at 9:14 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2018-04-17finalminscdg1.doc

 

Posted in Minutes | Comments Off on Minutes, April 17, 2018

Agenda, April 17, 2017

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

Tuesday, April 17, 2018 7:00 pm

DISTRICT OFFICE (Next to the Fire Station)
CAMP MEEKER, CALIFORNIA

Download PDF of Supporting Documentation (Board Packet)

I.     CALL TO ORDER

II.    ROLL CALL

III.   APPROVAL OF AGENDA

IV.   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.

VI.   CONSENT ITEMS (10 minutes)
A.  Approval of Minutes
1.  March 20, 2018 minutes
B.  Payment of Claims
C.  Journal Entry Approval
D.  Administrative and Financial Report

VII.   REPORT OF THE WATER SYSTEM OPERATOR (Russian River Utility, 10 minutes)
A.  Report of operations for the current month.

VIII.  ACTION ITEMS

A.  LONG TERM PETITION FOR WATER RIGHT CHANGE ADDING FISH AND WILDLIFE
(Mary Ann King, Trout Unlimited, Gary Helfrich, and Anthony Tominia, 10 minutes)
DESCRIPTION: In past years, the Board has approved filing for Temporary Urgency Change Petitions for flow releases for the fish and wildlife. Filing for a permanent change to CMRPD’s Water Permit will allow the District to release flows in the future (without filing the paperwork annually) to protect the fish and wildlife. The estimated costs are $850 to the State Water Resources Control Board and $850 to California Department of Fish and Wildlife. Trout unlimited may be able to assist in the funding.

PROPOSED ACTION: The Board may/may not authorize the Board President to sign the Petition For Change.

B.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN (Anthony Tominia, Gary Helfrich and David Colman, Brelje and Race, 5 minutes)
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.

PROPOSED ACTION: The Board may/may not approve further action in regard to the CIP.

C.  COMMUNITY CONCERNS: FIRE ACCESS AND WATER TANK SIGNAGE
(Lynn Watson, 10 minutes)
DESCRIPTION: The Board has been advised by a number of residents of the fire/evacuation and health hazard concerns with respect to RVs blocking the streets of Camp Meeker and adjacent to one of the water tanks. The Board will discuss the issue and provide what information it can to the community.

PROPOSED ACTION: The Board may/may not decide to install signage at the water tanks.

D.  CAMP MEEKER SIGN (Gary Helfrich/Staff, 5 minutes)
DESCRIPTION: The Board will discuss the progress of the Camp Meeker sign and proposed repair tentatively scheduled for May 19 and 20. Areas to address include road closure, equipment needs, volunteer labor and miscellaneous concerns.

PROPOSED ACTION: The Board may/may not approve further action in regard to the sign.

D.  UPDATE: BOARD RECRUITMENT PROCESS (Gary Helfrich/Staff, 5 minutes)
DESCRIPTION: The Board will review the applications submitted and interview the applicants in open session at its April 17 meeting. The Board members will vote on the final selection at the April 17 meeting as well. Individual selected will be sworn at the May 15 meeting.

PROPOSED ACTION: The Board may/may not take further action.

E.  ANDERSON HALL ISSUES AND ADMINISTRATION
(Valery Larson/Staff, 10 minutes)
DESCRIPTION: With Ms. Anderson’s proposed retirement, the Board will address various areas of need concerning Anderson Hall’s event/facility rental and maintenance such as a job description for a rental coordinator and necessary maintenance.

PROPOSED ACTION: The Board may/may not direct action regarding Anderson Hall issues and maintenance.

F.  RESOLUTION 2018-005: AUTHORIZING CLOSURE OF THE US BANK ACCOUNT.(Staff, 5 minutes)
DESCRIPTION: The Board currently holds a small checking account with US Bank that was established prior to the Wells Fargo Bank accounts to accommodate receipt of funds from Paypal and hold Anderson Hall refundable deposits and rental fees. The only signer on this account is Director Anderson. These funds will be moved to a small checking account with Wells Fargo Bank.

PROPOSED ACTION: The Board may/may not approve Resolution 2018-005 authorizing the closure of the US Bank checking account.

G.  RESOLUTION 2018-006: AUTHORIZING ESTABLISHMENT OF A CHECKING ACCOUNT WITH WELLS FARGO BANK TO ACCOMODATE PAYPAL TRANSACTION TRANSFERS FOR RENTAL DEPOSITS AND FEES. (Staff, 5 minutes)
DESCRIPTION: The Board will authorize the President to establish of an account with Wells Fargo Bank for the handling of Paypal funds, deposits, and rental fees and insure that client fees and deposits are not co-mingled with tax dollars in the District’s operating account.

PROPOSED ACTION: The Board may/ may not approve Resolution 2018-006 authorizing the         President to open a small checking account at Wells Fargo Bank.

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.

X.  ADJOURNMENT

HOW TO GET AN ITEM ON THE AGENDA

Requests for items for the agenda of the regular meetings of the Camp Meeker Recreation and Park District must be submitted to the District in writing or through the District’s website.

Regular meetings are held the 3rd Tuesday of each month. The District must receive submissions no later than ten (10) calendar days before the meeting.

Submit your agenda items in writing to: Camp Meeker Recreation and Park District, Post Office Box 461, Camp Meeker, CA 95419. Be sure to include your name, address and phone number. Anonymous submissions will not be considered for discussion.

Submit your agenda items using the Districts website at the following address:

http://www.campmeeker.org/wordpress/?page_id=224.

 

Posted in Agendas | Comments Off on Agenda, April 17, 2017

Minutes, March 20, 2018

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

Tuesday, March 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 7:05 p.m. by President Helfrich.

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

III.  APPROVAL OF AGENDA
A motion was made by Valarie Larson, and seconded by Lynn Watson to approve the agenda as posted.
Directors Helfrich, Larson, and Watson voted yes.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

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.  February 20, 2018 minutes
A motion was made by Valery Larson, and seconded by Lynn Watson to approve the
February 20, 2018 minutes as recorded.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent from the meeting.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

B.  Payment of Claims
A motion was made by Valery Larson, and seconded by Lynn Watson to approve the

March warrant request 2017/2018-009 as follows:

2017-2018-009 RP-March 2018 9,287.83
$26,441.13 Water-March 2018 17,153.30

Wells Fargo Bank Checks 1167, 1712-1716, 1726-1736 (checks 1718-1725 void due to printer error) and Bank of the West checks 613 and 614 in payment of expenses and water receipt transfers.

Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent from the meeting.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.

C.  Journal Entry Approval
There were no journal entries beyond those of water receipts entry and investment account interest.

D.  Administrative and Financial Report
Ms. Doran-Girard reported that the audited financial statements have been uploaded to the District’s website as well as other various housekeeping issues. The Board was informed that the final paperwork has been received relative to revisions to the water license to reflect the ability to continually release water for the fish. Additionally, she requested direction regarding the proposed repair of the Camp Meeker sign and an encroachment permit as well as reminded the directors present regarding the FFPC Form 700 submittal.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
Robert Sherrod of Russian River Utility staff reported no issues with the water system. There was a Director inquiry regarding water account 295 and the amount past due.

VIII.  ACTION ITEMS

A.  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.  There was no update at this time.
ACTION: The Board took no action.

B.  HABITAT GRANT CONTRACT: NORTH BAY CONSERVATION
DESCRIPTION: The Board will review the proposed contract with the North Bay Conservation Corps that will provide services for vegetation removal planned under the Habitat Grant from State Parks. District Counsel Manwell has reviewed the contract, made revisions and the revisions have been approved and included in the contract.
ACTION: A motion was made by Lynn Watson, and seconded by Valery Larson to authorize the Board President to sign the services contract with North Bay Conservation Corps.

Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent from the meeting.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2
The motion was approved.

C.  UPDATE: BOARD RECRUITMENT PROCESS
DESCRIPTION: The Board discussed the applications submitted and interview process for the applicants in open session at the April 17 meeting. The Board members will vote on the final selection at the April 17 meeting as well. Applications will remain open and the community is encouraged to apply.

ACTION: The Board took no action.

D.  RESOLUTION 2018-001: ELECTION OF OFFICERS AND BANK SIGNATORS FOR THE 2018 YEAR.
DESCRIPTION: The Board will review a resolution reflecting the election officers for the 2018 calendar year. Those individuals will be signatures for the District’s accounts with Bank of the West for its water, Wells Fargo accounts and rental revenue bank accounts.
ACTION: A motion was made by Lynn Watson, and seconded by Valery Larson to adopt Resolution 2018-001 reflecting the election of officers and bank signers for the 2018 calendar year.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent from the meeting.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

E.  RESOLUTION 2018-002: ESTABLISHING BANK OF THE WEST WATER ACCOUNT SIGNERS
DESCRIPTION: The Board will establish signers for the Bank of the West account in Forestville subsequent to the election of officers.
ACTION: A motion was made by Lynn Watson, and seconded by Valery Larson to adopt Resolution 2018-002 reflecting the bank signers for the Bank of the West, Forestville account for the 2018 calendar year.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent from the meeting.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

F.  RESOLUTION 2018-003: APPOINTMENT OF BONDED TREASURER
DESCRIPTION: The Board will review Resolution 2018-003 proposes that the District’s      Secretary/Treasurer, Anthony Tominia, serve as the “Bonded Treasurer” as required by     5784.9(e) of the Public Resource Code; and, further that the District’s bonding coverage of        $400,000.00 under its insurance policy with Special Districts Risk Management Authority           satisfies the bonding requirement required by the code.
ACTION: A motion was made by Valery Larson, and seconded by Lynn Watson to adopt Resolution 2018-003 reflecting the appointment of Anthony Tominia as the District’s “Bonded Treasurer” as required by 5784.9(e) of the Public Resource Code; and, further that the District’s bonding coverage of $400,000.00 under its insurance policy with Special Districts Risk Management Authority satisfies the bonding requirement required by the code.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent from the meeting. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

G.  RESOLUTION 2018-004: AUTHORIZING BANKING SIGNERS WITH WELLS FARGO BANK

DESCRIPTION: The Board will review Resolution 2018-004 authorizing Board signatures with Wells Fargo Bank.
ACTION: A motion was made by Lynn Watson, and seconded by Valery Larson to adopt Resolution 2018-004 reflecting the bank signers for the Wells Fargo bank accounts for the 2018 calendar year.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent from the meeting.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

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 Helfrich advised that an in-depth review of the contract documents between Occidental Community Services District and Camp Meeker Recreation & Park District discloses that CMRPD and OCSD co-own the water system.

Director Watson stated that she has noticed reflectors at the roadside have been vandalized and discarded at the roadside. Additionally, she has observed people sleeping in their cars on Camp Meeker roads.

X.  ADJOURNMENT
As there was no further business to be brought before the Board at this time, a motion was made by Lynn Watson, and seconded by Valery Larson that the March 2018 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The motion was approved.

The meeting adjourned at 7:46 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2018-03-20finalminscdg1.doc

 

Posted in Minutes | Comments Off on Minutes, March 20, 2018

2016-17 Financial Statements

Download (PDF, 229KB)

Posted in Audit | Comments Off on 2016-17 Financial Statements

Agenda, March 20, 2018

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

Tuesday, March 20, 2018 7:00 pm

DISTRICT OFFICE (Next to the Fire Station)
CAMP MEEKER, CALIFORNIA

Download PDF of Supporting Documentation (Board Packet)

I.      CALL TO ORDER

II.     ROLL CALL

III.   APPROVAL OF AGENDA

IV.   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.

VI.  CONSENT ITEMS (10 minutes)
A.  Approval of Minutes
1.  February 20, 2018 minutes
B.  Payment of Claims
C.  Journal Entry Approval
D.  Administrative and Financial Report

VII.   REPORT OF THE WATER SYSTEM OPERATOR (Russian River Utility, 10 minutes)
A.  Report of operations for the current month.

VIII.  ACTION ITEMS

A.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN (Anthony Tominia, Gary Helfrich and Brelje and Race, 5 minutes)
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.

PROPOSED ACTION: The Board may/may not approve further action in regard to the CIP

B.  HABITAT GRANT CONTRACT: NORTH BAY CONSERVATION
DESCRIPTION: The Board will review the proposed contract with the North Bay Conservation Corps that will provide services for vegetation removal planned under the Habitat Grant from State Parks. District Counsel Manwell has reviewed the contract, made revisions and the revisions have been approved and included in the contract.

PROPOSED ACTION: The Board will/will not authorize the Board President to sign the services contract with North Bay Conservation Corps.

C.  UPDATE: BOARD RECRUITMENT PROCESS (Lynn Watson/Anthony Tominia, 5 minutes)
DESCRIPTION: The Board will review the applications submitted and interview the applicants in open session at the April 17 meeting. The Board members will vote on the final selection at the April 17 meeting as well. Applications will remain open.

PROPOSED ACTION: The Board may/may not take further action.

D.  RESOLUTION 2018-001: ELECTION OF OFFICERS AND BANK SIGNATORS FOR THE 2018 YEAR. (Staff, 5 minutes)
DESCRIPTION: The Board will review election officers for the 2018 calendar year. Those individuals will be signatures for the District’s accounts with Bank of the West for its water, Wells Fargo accounts and rental revenue bank accounts.

PROPOSED ACTION: The Board will adopt resolution 2018-001.

E.  RESOLUTION 2018-002: ESTABLISHING BANK OF THE WEST WATER ACCOUNT SIGNERS (Staff, 5 minutes)
DESCRIPTION: The Board will establish signers for the Bank of the West account in Forestville subsequent to the election of officers.

PROPOSED ACTION: The Board will adopt resolution 2018-002.

F.  RESOLUTION 2018-003: APPOINTMENT OF BONDED TREASURER
(Staff, 5 minutes)
DESCRIPTION: The Board will review Resolution 2018-003 proposes that the District’s      Secretary/Treasurer serve as the “Bonded Treasurer” as required by 5784.9(e) of the Public  Resource Code; and, further that the District’s bonding coverage of $400,000.00 under its   insurance policy with Special Districts Risk Management Authority satisfies the bonding requirement required by the code.

PROPOSED ACTION: The Board may/may not adopt Resolution 2018-003.

G.  RESOLUTION 2018-004: AUTHORIZING BANKING SIGNERS WITH WELLS FARGO BANK (Staff, 5 minutes)
DESCRIPTION: The Board will review Resolution 2018-004 authorizing Board signatures with Wells Fargo Bank.

PROPOSED ACTION: The Board may adopt Resolution 2018-004.

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

 X.  ADJOURNMENT

HOW TO GET AN ITEM ON THE AGENDA

Requests for items for the agenda of the regular meetings of the Camp Meeker Recreation and Park District must be submitted to the District in writing or through the District’s website.

Regular meetings are held the 3rd Tuesday of each month. The District must receive submissions no later than ten (10) calendar days before the meeting.

Submit your agenda items in writing to: Camp Meeker Recreation and Park District, Post Office Box 461, Camp Meeker, CA 95419. Be sure to include your name, address and phone number. Anonymous submissions will not be considered for discussion.

Submit your agenda items using the Districts website at the following address:

http://www.campmeeker.org/wordpress/?page_id=224.

 

Posted in Agendas | Comments Off on Agenda, March 20, 2018

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

 

 

Posted in Minutes | Comments Off on Minutes, February 20, 2018

Agenda, February 20, 2018

Agenda 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

Download PDF of Supporting Documentation (Board Packet)

I.     CALL TO ORDER

II.    ROLL CALL

III.   APPROVAL OF AGENDA

IV.   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.

VI.    CONSENT ITEMS (10 minutes)
A.  Approval of Minutes
1.  January 23, 2018 minutes
B.  Payment of Claims
C.  Journal Entry Approval
1.  2018-034 Tax Proceeds 1/26/18
D.  Administrative and Financial Report

VII.   REPORT OF THE WATER SYSTEM OPERATOR (Russian River Utility, 10 minutes)
A.  Report of operations for the current month.

VIII.  ACTION ITEMS

A.  REVIEW OF 6/30/2017 DRAFT FINANCIAL AUDIT
(Blake Goranson, CPA and staff, 10 minutes)
DESCRIPTION: Sue Goranson, CPA will provide a review of the District’s draft financial statements for the fiscal year ended June 30, 2017.
PROPOSED ACTION: The Board may/may not approve the draft financial documents for the fiscal year ended June 30, 2017 and direct publishing and posting to the District’s website.

B.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN (Anthony Tominia, Gary Helfrich and Brelje and Race, 5 minutes)
DESCRIPTION: At the October 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.
PROPOSED ACTION: The Board may/may not approve further action in regard to the CIP

C.  CAMP MEEKER SIGN (Cathie Anderson/Gary Helfrich, 10 minutes)
DESCRIPTION: The Board will discuss the status of the Camp Meeker sign and proposed repair.
PROPOSED ACTION: The Board may/may not approve further action in regard to the sign.

D.  UPDATE: SONOMA COUNTY 2017 PAVEMENT PRESERVATION PROGRAM
(Gary Helfrich, 5 minutes)
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.
PROPOSED ACTION: The Board may/may not take further action regarding the 2017 Pavement Preservation Program.

E.  UPDATE: FIRE SAFETY AND NOTIFICATION (Lynn Watson, 10 minutes)
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.
PROPOSED ACTION: The Board may/may not take action with respect to the draft letter.

F.  BOARD RECRUITMENT PROCESS (Lynn Watson, 10 minutes)
DESCRIPTION: The Board will discuss the recruitment process, draft materials and discuss the formal process for Board retirement including the timing of the recruitment.
PROPOSED ACTION: The Board may/may not take further action.

G.  DISTRICT POLICIES AND PROCEDURES-BOARD OFFICERS (Staff, 5 minutes)
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.
PROPOSED ACTION: The Board may/may not approve the Board officers’ policy.

H.  NOMINATION AND ELECTION OF BOARD OFFICERS (Lynn Watson, 5 minutes)
DESCRIPTION:  The Board will nominate three members as officers for the current service period.
PROPOSED ACTION: The Board may/may elect officers for a current service period.

I.  RATE INCREASE ADMINISTRATIVE SERVICES (Cheryl Doran-Girard, 10 minutes)
DESCRIPTION: At the December Board meeting, Board directed that a description of duties be written prior to consideration of any increase in the rate paid for administrative and financial services. At that time, the District’s administrative service informed 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 contractor’s 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.

PROPOSED ACTION: The Board may/may not approve the rate increase to $60 per hour.

J.  COMMUNITY ADVISORY GROUP-WASTEWATER
DESCRIPTION: Gold Ridge Resource Conservation District recently forwarded the announcement of the Board of Supervisors is formulating a Community Advisory Group to develop wastewater solutions for Monte Rio, Northwood, Villa Grande, and Camp Meeker and proposed posting the announcement in the Camp Meeker community. Apparently, the Board of Supervisors is soliciting residents of the involved communities, property owners or other individuals with a substantial interest in these communities to participate. The CAG purpose is 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.
PROPOSED ACTION: The Board may/may not take 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

X.  ADJOURNMENT

HOW TO GET AN ITEM ON THE AGENDA

Requests for items for the agenda of the regular meetings of the Camp Meeker Recreation and Park District must be submitted to the District in writing or through the District’s website.

Regular meetings are held the 3rd Tuesday of each month. The District must receive submissions no later than ten (10) calendar days before the meeting.

Submit your agenda items in writing to: Camp Meeker Recreation and Park District, Post Office Box 461, Camp Meeker, CA 95419. Be sure to include your name, address and phone number. Anonymous submissions will not be considered for discussion.

Submit your agenda items using the Districts website at the following address:

http://www.campmeeker.org/wordpress/?page_id=224.

 

Posted in Agendas | Comments Off on Agenda, February 20, 2018