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

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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

Minutes, January 23, 2018

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

Tuesday, January 23, 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 7:03 p.m.

II.   ROLL CALL
Directors Helfrich, Larson and Watson were present. Directors Anderson and Tominia were absent. Ms. Doran-Girard was also absent due to a family death.

III.  APPROVAL OF AGENDA
A motion was made by Gary Helfrich, and seconded by Valery Larson to approve the agenda as posted.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

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

IV.   PUBLIC COMMENT
There was no public comment.

V.    CONSENT ITEMS
A.    Approval of Minutes
1.  December 19, 2017 minutes
A motion was made by Gary Helfrich, and seconded by Valery Larson to approve the December 19, 2017 minutes as recorded.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent:

B.  Payment of Claims
A motion was made by Valery Larson, and seconded by Gary Helfrich to approve the Warrant Request 2017/2018-007 in the amount of $86,084.23 representing Wells Fargo Bank checks 1683-1696 (checks 1694 & 1695 transferred direct charges to appropriate funds), Bank of the West checks 609-6010 (water receipts transfer) and US Bank check 1067 that transferred Anderson Hall fees to Wells Fargo operating account.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent:

C.  Journal Entry Approval
1.  2018-026 Tax Proceeds 12/22/17
2.  2018-027 & 028 County Pooled Interest-DWR Loan Funds
A motion was made by Gary Helfrich, and seconded by Valery Larson to approve the Journal entries 2018-026-2018-028 as presented.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent:

D.  Administrative and Financial Report

VII.   REPORT OF THE WATER SYSTEM OPERATOR
A.  Russian River Utility was not present at the meeting due to conflicting commitments.

VIII.  ACTION ITEMS

A.  REVIEW OF 6/30/2017 DRAFT FINANCIAL AUDIT
DESCRIPTION: Sue Goranson, CPA will provide a review of the District’s draft financial statements for the fiscal year ended June 30, 2017.
ACTION: The Board tabled approval of the draft financial documents for the fiscal year ended June 30, 2017 until the February meeting.

B.  UPDATE: BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
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.
ACTION: The Board tabled the Capital Improvement Plan update until the February meeting.

C.  CAMP MEEKER SIGN
DESCRIPTION: Director Helfrich provided an overview of past discussions relative to the Camp Meeker sign maintenance.
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.
ACTION: The Board tabled the Pavement Preservation Program update until the February meeting.

E.  UPDATE: FIRE SAFETY AND NOTIFICATION
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.
ACTION: The Board took no further action in regard to the draft letter regarding fire safety concerns in Camp Meeker community.

F.  BOARD RECRUITMENT PROCESS
DESCRIPTION: Director Watson advised that there has been little interest in the recruitment process, expressed concern that the formal process for Board retirement including the timing of the recruitment a new Board member will be delayed.
ACTION: The Board took no further action.

G.  DISTRICT POLICIES AND PROCEDURES-BOARD OFFICERS
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.
ACTION: The Board tabled the approval of Board Officers Policy update until the February meeting.

H.  NOMINATION AND ELECTION OF BOARD OFFICERS
DESCRIPTION:  The Board will nominate three members as officers for the established service period.
ACTION: The Board tabled the nomination and election of Board Officers until the February meeting.

I.  RATE INCREASE ADMINISTRATIVE SERVICES
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.
ACTION: The Board tabled the review of the District Administrator job description and proposed rate increase until the February meeting.

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 spoke about Bill 885 in regard to Onsite Wastewater Treatment Systems (OWTS) within 600 feet of any creek. He has spoken with Linda Hopkins and it is his feeling that she is an advocate for people in Camp Meeker and surrounding area.

 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 Valery Larson that the January 2018 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Helfrich, Larson, and Watson voted yes. Directors Anderson and Tominia were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

The meeting adjourned at 8:00 p.m.

Respectfully submitted,

VALERY LARSON

 

VL/CDG
2018-01-23finalminscdg1.doc

 

 

Posted in Minutes | Comments Off on Minutes, January 23, 2018

Agenda, January 23, 2018

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

Tuesday, January 23, 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.  December 19, 2017 minutes
B.  Payment of Claims
C.  Journal Entry Approval
1.  2018-026 Tax Proceeds 12/22/2017
2.  2018-027 & 028 County Pooled Interest-DWR Loan Funds
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
(Sue 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.

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 not approve the Board officers’ policy.

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.

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, January 23, 2018

Minutes, December 19, 2017

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

Tuesday, December 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. by President Watson.

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

III.     OATH OF OFFICE
President Watson administered the oath of office to Directors Helfrich, Larson & Tominia as required by law.

IV.  APPROVAL OF AGENDA
A motion was made by Cathie Anderson, and seconded by Valery Larson 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

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

VI.  PUBLIC COMMENT
Max Bellhapper of 26 Gilson, Camp Meeker introduced himself to the Board.

VII.   CONSENT ITEMS
A.  Approval of Minutes
1.  September 19, 2017 minutes
A motion was made by Anthony Tominia, and seconded by Gary Helfrich to approve the minutes of September 19, 2017 as submitted.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent from the September 19 meeting.

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

2.  October 17, 2017 minutes
A motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve the minutes of October 17, 2017 as submitted.
Directors Anderson Larson, Tominia and Watson voted yes. Director Helfrich was absent from the October 17 meeting.

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

3.  November 21, 2017 minutes
A motion was made by Gary Helfrich, and seconded by Cathie Anderson to approve the minutes of November 21 2017 as submitted.
Directors Anderson, Helfrich and Tominia voted yes. Directors Larson and Watson were absent from the November 21 meeting.

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

B.  Payment of Claims
After discussion, a motion was made by Cathie Anderson, and seconded by Anthony Tominia to approve warrant request 2017-2018-006 in the total amount of $22, 197.34 and Wells Fargo checks 1395, 1396 and 1670-1682 in payment of monthly vendor bills, Bank of the West checks 606 & 607 for water funds transfer, and US Bank check 1065 representing deposit refund for Anderson Hall rental client.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

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

C.  Journal Entry Approval
There were no journal entries in addition to monthly recurrent entries.

D.  Administrative and Financial Report
Ms. Doran-Girard informed the Board of various items of correspondence, date of draft financials availability, receipt of the “Little Hoover Commission” report, and holiday season hours for her office.

VIII.  REPORT OF THE WATER SYSTEM OPERATOR
Jamie Dunton of Russian River Utility advised that the water system is operating moderately well although there have been radio communication issues with the well site, Alliance and the Russian River office that may be solved with an upgrade to wireless telemetry. The storage capacity of the system is sufficient that the situation would never be critical to the distribution of water.

Director Anderson remarked that it seems that collections have improved.

IX.  ACTION ITEMS

A.  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 will present information relative to water rates, Prop 218 concerns, capital replacement program and costs for water rate study. This issue was tabled. Director Helfrich feels that a flat amount per connection is not an equitable solution of all customers.

ACTION: The Board has tabled this issue until the completion of the Capital Improvement study by Brelje and Race.

B.  REQUIRED ACTION WATER RIGHT PERMIT DEVELOPMENT SCHEDULE

DESCRIPTION: The California Water Board has advised that District’s water right permit development schedule will end on December 31, 2017. Per the State Water Resources Control Board letter of November 17, 2017 the District must take action to a.) request license; b.) petition for an extension of time; or c.) request a revocation of the permit if the project is abandoned or cannot be completed.
ACTION: A motion was made by Gary Helfrich and seconded by Cathie Anderson to authorize the Board President to send on letterhead a letter advising that the water project is complete and ready for a water license.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

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

C.  WATER CUSTOMER INFORMATION/PRIVACY CONCERNS
DESCRIPTION: Director Tominia explained that Karen McBride of RCAC has requested names and addresses including mailing labels from the Board and also from Russian River Utility. To date the District staff has refused to provide that information due to privacy concerns and possibly setting a precedent with respect to providing customer information to anyone asking. The Board discussed the issue with the intent to provide District staff with appropriate direction.
ACTION: A motion was made by Gary Helfrich and seconded by Cathie Anderson that it is the Camp Meeker Recreation and Park District policy that ratepayer data is confidential and not to be released without the express direction of the Board of Directors.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

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

D.  COUNTY OF SONOMA-IMPACT OF FIRES TO PROPERTY TAX REVENUES
DESCRIPTION: Ms. Doran-Girard reviewed the County of Sonoma Auditor-Controller-Treasurer-Tax Collector has advisory letter that the fire damage will have an adverse effect on property tax revenues and has provided an estimate of revenue losses to each agency. The Board briefly discussed the impact of the loss of revenue on its budget and planned projects.
ACTION: No action was taken.

E.  SONOMA COUNTY 2017 PAVEMENT PRESERVATION PROGRAM
DESCRIPTION: Director Helfrich reviewed the County of Sonoma pavement preservation program and their letter advising that the asphalt concrete overlay on Bohemian Highway will impact 29 water valves, 2 water meters and a utility box. The Board discussed 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.

ACTION: After discussion, a motion was made by Gary Helfrich, and seconded by Anthony Tominia to authorize Camp Meeker Water subcommittee contact Occidental Community Services with the intent of preparing a joint letter to Public Works and Linda Hopkins regarding the 2017 Pavement Preservation Program.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

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

F.  FIRE SAFETY AND NOTIFICATION
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.

ACTION: The Board tabled until the January 2018 meeting.

G.  BOARD RECRUITMENT PROCESS
DESCRIPTION: The Board discussed the recruitment process, draft materials and discuss the formal process for Board retirement including the draft notice for the website and mailing.
ACTION: A motion was made by Gary Helfrich, and seconded by Cathie Anderson to approve draft notice with correction.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

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

H.  DISTRICT POLICIES AND PROCEDURES-BOARD OFFICERS
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.

ACTION: The Board tabled approval of the Board officers’ policy until January.

I.  RATE INCREASE ADMINISTRATIVE SERVICES
DESCRIPTION: The District’s administrative service is informing 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 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.
ACTION: After considerable discussion, a motion was made by Anthony Tominia, and seconded by Cathie Anderson that a job description be prepared and presented to the Board at the January meeting prior to consideration of any increase.
Directors Anderson, Helfrich, Larson, Tominia and Watson voted yes.

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

J.  DISTRICT PARKING
DESCRIPTION: Director Anderson explained that she had approved a few days parking of a recreational vehicle in the District parking lot. Director Helfrich reminded the Board of previous discussions relative to overnight parking on District property and that any exceptions to that procedure needs to be taken before the entire Board rather than a decision on the part of one Board member. Discussion ensued relative to various aspects of District property including Board actions relative to exceptions to District procedures.

ACTION: The Board took no further action regarding this issue.

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 informed the Board that the District had received an award from SDRMA as a result of no claims for over five years.

Director Tominia informed the Board regarding the lights.

 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 Gary Helfrich that the December 2017 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Anderson, Helfrich, Larson, Tominia, and Watson voted yes.

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

The meeting adjourned at 8:47 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2017-12-19finalminscdg1.doc

 

Posted in Minutes | Comments Off on Minutes, December 19, 2017

Agenda, December 19, 2017

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

Tuesday, December 19, 2017 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.     OATH OF OFFICE (Lynn Watson)
President Watson will administer the oath to Directors Helfrich, Larson & Tominia

IV.  APPROVAL OF AGENDA

V.  STATEMENTS OF ABSTENTION

VI.  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.

VII.   CONSENT ITEMS (10 minutes)
A.  Approval of Minutes
1.  September 19, 2017 minutes
2.  October 17, 2017 minutes
3.  November 21, 2017 minutes
B.  Payment of Claims
C.  Journal Entry Approval
D.  Administrative and Financial Report

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

IX.  ACTION ITEMS

A.  WATER RATE STUDY (Gary Helfrich/Anthony Tominia, 10 minutes)
DESCRIPTION: Water rates have not been increased since early 2011 despite ongoing increases in costs. Brelje and Race staff and water sub-committee will present information relative to water rates, Prop 218 concerns, capital replacement program and costs for water rate study. This issue was tabled at the October Board meeting pending resolution of some questions.

PROPOSED ACTION: The Board may/may not move forward with a water rate study conducted by the Reed Group in conjunction with Brelje & Race.

B.  REQUIRED ACTION WATER RIGHT PERMIT DEVELOPMENT SCHEDULE
(Gary Helfrich/Anthony Tominia & Russian River Utility, 10 minutes)
DESCRIPTION: The California Water Board has advised that District’s water right permit development schedule will end on December 31, 2017. Per the State Water Resources Control Board letter of November 17, 2017 the District must take action to a.) request license; b.) petition for an extension of time; or c.) request a revocation of the permit if the project is abandoned or cannot be completed.

PROPOSED ACTION: The Board may/may not authorize notification to the State that the water project is complete and ready for licensing.

C.  WATER CUSTOMER INFORMATION/PRIVACY CONCERNS
(Anthony Tominia/Staff, 5 minutes)
DESCRIPTION: Karen McBride of RCAC has requested names and addresses including mailing labels from the Board and also from Russian River Utility. To date the District staff has refused to provide that information due to privacy concerns and possibly setting a precedent with respect to providing customer information to anyone asking. The Board will discuss this issue with the intent to provide District staff with appropriate information. The District’s Counsel may also provide an opinion.

PROPOSED ACTION: The Board may/may not direct District staff and Russian River Utility regarding this issue.

D.  COUNTY OF SONOMA-IMPACT OF FIRES TO PROPERTY TAX REVENUES
(Staff, 5 minutes)
DESCRIPTION: The County of Sonoma Auditor-Controller-Treasurer-Tax Collector has advised that the fire damage will have an adverse effect on property tax revenues and has provided an estimate of revenue losses to each agency. The Board will discuss the impact of the loss of revenue on its budget and planned projects.

PROPOSED ACTION: The Board may/may not take action on this issue.

E.  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.

F.  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.

G.  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.

H.  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.

I.  RATE INCREASE ADMINISTRATIVE SERVICES (Cheryl Doran-Girard, 10 minutes)
DESCRIPTION: The District’s administrative service is informing 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 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 effective January 1, 2018.

J.  DISTRICT PARKING (Cathie Anderson, 5 minutes)
DESCRIPTION: Director Anderson will discuss District parking.

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

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

 XI.  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, December 19, 2017