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

Minutes, November 21, 2017

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

Tuesday, November 21, 2017 7:00 pm

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

I.    CALL TO ORDER
The meeting was called to order at 7:05 p.m.

II.  ROLL CALL
Directors Anderson, Helfrich, and Tominia were present. Director Watson was absent due to illness and Director Larson was not in attendance.

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

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

V.  PUBLIC COMMENT
There was no public comment.

VI.  CONSENT ITEMS
A.  Approval of Minutes
1.  September 19, 2017 minutes
2.  October 17, 2017 minutes
Approval of minutes for September 19 and October 17 was tabled until the December Board meeting. There was not a sufficient quorum available and attending both meetings to vote.
B.  Payment of Claims
After discussion, a motion was made by Cathie Anderson, seconded by Anthony Tominia to approve the following warrant request 2017-2018-005 and the checks 1653-1665 drawn on the Wells Fargo Bank checking account as well as Bank of the West checks 604 and 605 for transfer of water receipts required by allocation.

G2017/2018-005 RP-November 2017 4,154.27
$17,752.42 Water-November 2017 13,598.15

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

C.  Journal Entry Approval
A motion was made by Anthony Tominia, and seconded by Cathie Anderson to approve JV                    2017-071 to record the September 2016 payment for DWR loan by the County of Sonoma.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.
The motion was approved. Ayes: 3 Noes: 0 Abstain: 0 Absent: 2

D.  Administrative and Financial Report
Ms. Doran-Girard reported regarding the scheduling of the District financial audit with Goranson and Associates and the SCIF audit. She provided updates relative to Gran Fondo funding, third quarter payroll tax returns, CSDA dues payment by VISA, and 2018 EDD rates. Additionally, the Board was informed that AB1479-Public Records Act requires the District to assign a Board member and/or District Counsel to review each public records act request. Other items reviewed were RCAC income survey and community privacy concerns, costs related to the County Pavement Preservation program, an award from SDRMA for five years without claims, and miscellaneous correspondence received.

VII.   REPORT OF THE WATER SYSTEM OPERATOR
Jamie Dunton of Russian River Utility, water system operator, reported that the pump at the Tower site had failed and was replaced. He further advised regarding the District’s permit and license to pump water could be best addressed with B&R. He informed the Board that all other operations are proceeding normally. Director Anderson inquired regarding water customer #339 delinquency.

VIII.   ACTION ITEMS

A.  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. The Board action, at the time, did not direct the Board President to sign the contract or source of funds for payment.
ACTION: A motion was made by Anthony Tominia to authorize Vice-President Helfrich to sign the contract with Brelje and Race to conduct a 5-Year Capital Improvement Plan and direct staff that the cost of $22,200.00 be paid from the District’s Water Capital fund.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.

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

B.  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 at the October Board meeting pending resolution of some questions.

ACTION: The Board tabled the Water Rate Study issue until its December meeting.

C.  WEBSITE UPDATE WAVEMAKER MEDIA
DESCRIPTION: The District’s website is its “home base” for residents and information about public meetings, District events, facilities management and to inform residents of upcoming public decisions. The current website is experiencing issues. It was developed in 2010 and while it has worked well for many years, it lacks the ability to be upgraded and is showing problems with updating, posting and booking Anderson Hall rentals due to its outdated technology that lacks the ability to be upgraded past its current state. Wavemaker Media is proposing an upgrade that will be able to be move into the future at a cost of $3,000.
ACTION: A motion was made by Anthony Tominia, and seconded by Cathie Anderson to authorize Vice President Helfrich to sign the contract with Wavemaker Media to update to the District’s website theme with Wavemaker Media at a cost of not to exceed $3,300.00.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.

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

D.  FIRE SAFETY AND NOTIFICATION
DESCRIPTION: At the October Board meeting, Kevin Cogliandro inquired regarding interest in creation of an emergency evacuation plan and whether the “old” water tank at Sequoia and Tower could be used for water storage in case of an emergency. The Board discussed an evacuation and community notification plan. Director Helfrich suggested that the Board draft a letter to the County Board of Supervisors and Linda Hopkins regarding establishment of effective means of notification to the Camp Meeker community.
ACTION: The Board directed staff to prepare a draft letter to the County regarding emergency evacuation and community notification to insure public safety.

E.  BOARD RETIREMENT PROCESS
DESCRIPTION: The Board will discuss the process for Board retirement including the process for recruitment of a new Board member.
ACTION: It was agreed that the Board will send a postcard to the community in January and that Tom Austin will be contacted to promote in his column.

F.  DISTRICT POLICIES AND PROCEDURES
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 will discuss areas to be included in the manual that will, when completed and adopted by the Board, be added to the District’s website. Director Helfrich requested that those rules and procedures used to develop the policies and procedures be provided to him.
ACTION: The Board took no further action.

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 expressed disappointment that there was no CMVFD spaghetti feed and commented in the basketball court.
Director Tominia related his plan for the Habitat grant and use of con crew and hopefully Sonoma State volunteers.

 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 Anthony Tominia that the November 2017 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Anderson, Helfrich, and Tominia voted yes. Directors Larson and Watson were absent.

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

The meeting adjourned at 8:14 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2017-11-21finalminscdg2.doc

Posted in Minutes | Comments Off on Minutes, November 21, 2017

Agenda, November 21, 2017

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

Tuesday, November 21, 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.  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.  September 19, 2017 minutes
2.  October 17, 2017 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.  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. The Board action, at the time, did not direct the Board President to sign the contract or source of funds for payment.

PROPOSED ACTION: The Board may/may not authorize President Watson to sign the contract with Brelje and Race to conduct a 5-Year Capital Improvement Plan and direct the costs be paid from the District’s Capital fund.

B.  WATER RATE STUDY (Rich Ingram-Brelje & Race and Gary Helfrich/Anthony Tominia, 15 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.

C.  WEBSITE UPDATE WAVEMAKER MEDIA (Staff, 10 minutes)
DESCRIPTION: The District’s website is its “home base” for residents and information about public meetings, District events, facilities management and to inform residents of upcoming public decisions. The current website is experiencing issues. It was developed in 2010 and while it has worked well for many years, it lacks the ability to be upgraded and is showing problems with updating, posting and booking Anderson Hall rentals due to its outdated technology that lacks the ability to be upgraded past its current state. Wavemaker Media is proposing an upgrade that will be able to be move into the future at a cost of $3,000.

PROPOSED ACTION: The Board may/may not approve going forward with an update to the District’s website theme with Wavemaker Media at a cost of approximately $3,000.00.

D.  FIRE SAFETY AND NOTIFICATION
DESCRIPTION: At the October Board meeting, Kevin Cogliandro inquired regarding interest in creation of an emergency evacuation plan and whether the “old” water tank at Sequoia and Tower could be used for water storage in case of an emergency. The Board will discuss these issues as well as community notification.

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

E.  BOARD RETIREMENT PROCESS (Lynn Watson, 10 minutes)
DESCRIPTION: The Board will discuss the process for Board retirement including the process for recruitment of a new Board member.

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

E.  DISTRICT POLICIES AND PROCEDURES (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 will discuss areas to be included in the manual that will, when completed and adopted by the Board, be added to the District’s website.

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

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.

2017-11-21finalagendacdg3.doc

Posted in Agendas | Comments Off on Agenda, November 21, 2017

Minutes, October 17, 2017

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

Tuesday, October 17, 2017 7:00 pm

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

 

I.     CALL TO ORDER
The meeting was called to order at 7:05 p.m.

II.   ROLL CALL
Directors Anderson, Larson, Tominia and Watson were present. Director Helfrich was absent due to mandatory work required as a result of the Santa Rosa firestorms. Ms. Doran-Girard was not in attendance also.

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

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

V.    PUBLIC COMMENT
Kevin Cogliandro 1.) suggested CMVFD and CMRPD work to create an emergency evacuation plan, and 2.) is interested in whether or not the old water tank at Sequoia and Tower could be used for water storage in case of emergency.

VI.  CONSENT ITEMS

A.  Approval of Minutes
September 19, 2017 minutes were tabled due to issues related to firestorms in Santa Rosa.
B.  Payment of Claims
After discussion, a motion was made by Valery Larson, seconded by Cathie Anderson to approve the following warrant request 2017-2018-004 and the checks 1643-1652 drawn on theWells Fargo Bank checking account.
Directors Anderson, Larson, Tominia, and Watson voted yes. Director Helfrich was absent.

The motion was approved. Ayes: 4 Noes: 0 Abstain: 0 Absent: 1
C.  Journal Entry Approval
There were no journal entries presented.

D.  Administrative and Financial Report
Ms. Doran-Girard was not in attendance due to family issues arising from the firestorms.

VII.   REPORT OF THE WATER SYSTEM OPERATOR

The meeting between the water subcommittee, Russian River Utility staff, and David Coleman of Brelje and Race at the treatment facility near Alliance Redwoods was discussed focusing on the following:

  • The upgrade at the well site would only apply to the Camp Meeker well;
  • 4 (2 or Camp Meeker) new booster pumps and an upgrade to existing infrastructure would be provided by Alliance;
  • David Coleman and Jamie Dunton were to exchange emails and documents to extrapolate what costs would be, using a similar agreement for Alliance per year to that existing with Occidental for participation in the water system.

VIII.   ACTION ITEMS

A.  BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
DESCRIPTION: The Board discussed and reviewed the scope of engineering services and a cost estimate of $22,200.00 for an evaluation of the water system capital facility improvements, repairs and maintenance including priority, anticipated schedule and estimated cost. The water system was constructed twenty (20) years ago and some facilities are requiring increasing maintenance for continued operations. The Plan is needed to determine appropriate water rates to offset costs of system operations.
ACTION: A motion was made by Anthony Tominia, and seconded by Valery Larson to approve preparation of a Capital Improvement Plan by Brelje and Race by March 2017 at a cost of $22,200.00 and authorize President Watson to sign the appropriate documents related to the project.
Directors Anderson, Larson, Tominia, and Watson voted yes. Director Helfrich was absent.

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

B.  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.
ACTION: A motion was made by Anthony Tominia, and seconded by Valery Larson to table approval of the water rate study contingent upon completion of the Capital Improvement Plan by Brelje and Race.
Directors Anderson, Larson, Tominia, and Watson voted yes. Director Helfrich was absent.

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

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 announced that she will be stepping down from the Board sometime after the new year and has discussed participation with a member of the Camp Meeker community. She will remain in place if needed for a smooth transition. In addition, she would like to see Anderson Hall remain so named permanently.

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 October 2017 meeting of the Camp Meeker Board of Directors is adjourned.
Directors Anderson, Larson, Tominia, and Watson voted yes. Director Helfrich was absent.

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

The meeting adjourned at 8:38 p.m.

Respectfully submitted,

ANTHONY TOMINIA

2017-10-17finalminscdg1.doc

 

 

 

 

Posted in Minutes | Comments Off on Minutes, October 17, 2017

Minutes, September 19, 2017

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

Tuesday, September 19, 2017 7:00 pm

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

I.    CALL TO ORDER
The meeting was called to order at 7:05 p.m.

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

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

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

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

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

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

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

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

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

*USDA Payment of $64,182.08

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

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

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

C.  Journal Entry Approval
1.  2017-071, Payment DWR Loan, October 2016
A motion was made by Gary Helfrich, and seconded by Anthony Tominia to approve JV 2017-071 as presented.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

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

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

VIII.   ACTION ITEMS

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

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

B.  RESOLUTION 2017-009: APPROVAL OF FINAL BUDGET FOR FISCAL YEAR
ENDING 6/30/2018
DESCRIPTION: The Board reviewed the final budget for fiscal year 7/1/2017 through 6/30/2018 and affirmed the previously approved Prop 4 limitation as required by law.
ACTION: A motion was made by Valery Larson, and seconded by Anthony Tominia to adopt Resolution 2017-009 and a Final Budget for the fiscal year ending June 30, 2018 as required by law.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

C.  WATER RATE STUDY
DESCRIPTION: Water rates have not been increased since early 2011 despite ongoing increases in costs. Brelje and Race staff and water sub-committee presented information relative to water rates, Prop 218 concerns, capital replacement program and costs for water rate study. Director Helfrich stated that he felt tiered water rates are an effective incentive to conservation of water and he is concerned that there will be no environmental benefit without tiered rates. Rich Ingram concurred and went on to state that, given legal precedents at present, he would be concerned about legal challenge to a tiered rate structure. Discussion ensued.
ACTION: A motion was made by Gary Helfrich, and seconded by Valery Larson to defer approval of the Reed proposal until the October meeting, and, to direct Brelje and Race to provide a detailed estimate of costs to complete a Capital Improvement Study and present at the October Board meeting.
Directors Helfrich, Larson, Tominia and Watson voted yes. Director Anderson was absent.

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

D.  WATER ACCOUNT 296, 32 MCCLURE, KOLODGE PROPERTIES

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

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

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

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

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

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

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

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

IX.  DIRECTORS’ REPORTS

DESCRIPTION: This item is for information reporting only. In conformance with the Brown Act, there shall be no discussion or actions taken by the Board on any such report. No public testimony shall take place. If discussion and/or action is desired, the matter may be placed on a future agenda, notice thereof duly given, and action/discussion had at the future meeting.

PROPOSED ACTION: No action or discussion to take place

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

X.  ADJOURNMENT

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

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

The meeting adjourned at 9:04 p.m.

Respectfully submitted,

CHERYL DORAN-GIRARD

2017-09-19finalminscdg1.doc

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Agenda, October 17, 2017

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

Tuesday, October 17, 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.   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
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.  BRELJE AND RACE SCOPE OF ENGINEERING SERVICES AND COST ESTIMATE 5 YEAR CAPITAL IMPROVEMENT PLAN
(Anthony Tominia, Gary Helfrich and Brelje and Race, 15 minutes)

DESCRIPTION: The Board will discuss and review 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 estimated cost. The water system was constructed twenty (20) years ago and some facilities are requiring increasing maintenance for continued operations. The Plan is needed to determine appropriate water rates to offset costs of system operations.
PROPOSED ACTION: The Board may/may not authorize Brelje and Race to conduct a 5-Year Capital Improvement Plan.

B.  WATER RATE STUDY (Dave Coleman. Rich Ingram-Brelje & Race and 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.
PROPOSED ACTION: The Board may/may not move forward with a water rate study conducted by the Reed Group in conjunction with Brelje & Race.

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.

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Gran Fondo Camp Meeker Breakfast Sept. 30!

Click here for more information on the Levis Gran Fondo>

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