REGULAR MEETING MINUTES
OF THE
CAMP MEEKER RECREATION AND PARK DISTRICT
Monday, October 13, 2003
5240 Bohemian Highway, Camp Meeker, California
I. CALL TO ORDER
Gary Helfrich called the meeting to order at 7:05 p.m.
II. ROLL CALL
Directors Gary Helfrich, Lori Ford, Fred Meyer, and Cheryl Martinsen and Cathie Anderson were present.
III. AGENDA APPROVAL
A motion was made by Lori Ford, and seconded by Cheryl Martinsen, to approve the agenda as written. The motion was approved. Ayes: 5 Nays: 0 Absent: 0
IV. STATEMENTS OF ABSTENTION
There were no statements of abstention.
V. PUBLIC COMMENT
Theo Sally read a Bodega Navigator article relative to water diversion and its effect on Camp Meeker, Occidental and other communities. Gary Helfrich stated that the Board would follow up and contact Mike Reilly directly regarding this matter.
Gene Koch commented with some additional information on this subject.
VI. CONSENT ITEMS
A. Approval of Minutes
1. Minutes of September 8, 2003.
A motion was made by Lori Ford, and seconded by Cathie Anderson to approve the September 8, 2003 meeting minutes as with a correction to the spelling of Hal Wood’s name. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0
B. Payment of Claims
A motion was made by Lori Ford, seconded by Cathie Anderson to approve warrant requests G2003/2004-004 (R&P) $2,173.73, and warrant request W2003/2004-004, $8,249.15 for expenses for the month October 2003. The motion was approved. Ayes: 5 Nays: 0 Absent: 0
C. Financial and Administrative Report
Cheryl Doran Girard presented the financial reports and advised that the State Controller’s Report forms will not be forwarded from the State Controller’s office until after November 15. Other minor matters regarding office operations were discussed.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
October 13, 2003
Page Two
VII. ACTION ITEMS:
A. DISCUSSION REGARDING FEASIBILITY OF AWARDING A GRANT TO CARL HANSCAM TO ASSIST IN PROPAGATION OF NATIVE PLANTS FOR A SCHOLARSHIP PROGRAM.
The Board discussed the feasibility of providing a grant to Carl Hanscam to assist with propagation of native plants for a scholarship program. Gary Helfrich stated that he felt the idea had merit; however, it would not be appropriate for the Board to set a precedent in offsetting water bills that could possibly create unequal treatment. He would rather see an award to a program rather than an individual. Lori Ford informed the Board that legal counsel had advised that the any grant must come from the Camp Meeker Recreation and Park side funds, as it would not be legal for the water fund to do so. Attorney Manwell will research and determine if and how this might be accomplished. Discussion ensued as to possible criteria and documentation of program status. Fred Meyer stated that he felt it would be appropriate to know if the program had any benefit to the taxpayers of Camp Meeker. Mr. Hanscam had advised Lori Ford that he would not be able to obtain program status documentation until after October 23. The issue will be reviewed again in November.
B. ADOPTION OF RESOLUTION 03-023 ALLOWING THE SONOMA COUNTY WATER AGENCY TO TRANSPORT WATER THROUGH THE CAMP MEEKER DISTRIBUTION SYSTEM.
Gary Helfrich advised that the Sonoma County Water uses water to clean the Occidental Community Sewer system four times each year. The truck is1500 gallons each use and filled at a hydrant. Attorney Manwell advised that a motion rather than a resolution would be appropriate to resolve this issue. After discussion relative to the use of a hydrant vs. the standpipe at the fire house, A MOTION WAS MADE BY FRED MEYER AND SECONDED BY CATHIE ANDERSON TO ALLOW THE SONOMA COUNTY WATER AGENCY TO USE UP TO 6000 GALLONS OF WATER PER YEAR FOR SEWER FLUSHING. THE TRUCK USED FOR THIS PURPOSE WILL BE FILLED AT THE STANDPIPE AT THE CAMP MEEKER FIRE HOUSE. The motion was approved. Ayes: 5 Nays: 0 Absent: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
October 13, 2003
Page Three
C. REPORT OF STATE GRANTS REGARDING STATUS & AVAILABILITY
Cheryl Doran Girard advised the Board that the District has been awarded $220,000 under the Per Capital Grant Program of the Parks Department of the State of California. The Board had approved a resolution in March 2003 to apply for the program funding. The funds are to be used for acquisition and development of neighborhood, community, and regional recreation lands and facilities in urban and rural areas. The next step in the process is for the Board
to approve a resolution encumbering the funds at the state level. Funds must be encumbered within three years of appropriation, in this case, the 2003-2004 state budget year and spent within eight years. Once the resolution is submitted, a contract will be forwarded to the district for the grant. The project must be in compliance with various laws, audits both financial and operational and stay within approved project scope.
Other available grants were reviewed along with due dates.
D. DAM PLAN COMMITTEE REPORT
Kathleen Harrison and, David Beck, a representative of the Dutch Bill Creek group were present. Kathleen advised that the SCWA funds grant through NOA has not yet been funded. The grant is confirmed and it is expected that there will be some movement by the next Board meeting. She informed the Board that in a community clean up of the culvert, two issues had arisen. Issue 1: The group would like to use the top boards of the barrier of the former kids pool for lumber to roof the information display. Issue 2: There are many parts of the “old” water system existing in the creek and its tributaries. These items include rebar, pipes. etc. and the group would like to see them removed.
Gary Helfrich advised that the land reverted to the owner, Pat Aho, and the District is not authorized to approve any removal. He suggested that the group contact Mrs. Aho regarding this issue. Discussion ensued regarding GIS training and existing system developed by Gary Helfrich from Brelje and Race original information. Gary will meet with the group to discuss on November 16.
Lori Ford related recent discussions relative to the legal aspects of the NOA funding and stated that it would be appropriate for Brelje and Race, the District’s engineering firm, to serve as lead in this project. In all probability, they would be using subcontractors to deal with various aspects of the projects and would develop requests for proposals, oversee and select such consultants. It was suggested that a NOA representative attend the next meeting and that Kathleen contact Sue Nelson of Brelje and Race. Further discussion ensued relative to the Per Capita Grant and other grants available.
E. ANDERSON HALL RENOVATIONS
Cathie Anderson advised that the roof has been fixed as well as the rails re-enforced, deck boards replaced and entranceway posts put in cement. She expects the window replacement to be completed next week.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
October 13, 2003
Page Four
Lori Ford informed the Board that she had spoken with Von Renner Construction regarding a 1200-gallon septic tank. She and Mr. Ford, a contractor, completed a site review. Lori will obtain a memo regarding exactly what will have to be done to complete the project. Tom Jones, Brelje and Race ADA engineering specialist, will prepare a memo regarding the government code. Lori will have more information at the next meeting. Fred Meyer will review sprinkler system needs for the Hall.
F. ESTABLISH CALENDAR & BUDGET FOR DISTRICT EVENTS
It was agreed that the District would sponsor a community event, which will be held on July 3, 2004. Cheryl Martinsen will be responsible for arrangements.
G. PURCHASE OF PLAIN PAPER FAX FOR DISTRICT SECRETARY
Lori Ford requested that the District purchase a plain paper fax for use in copying District documents that she regularly receives and it was agreed that the laser fax, copier, printer in the District office would meet her needs. Purchase of an inkjet printer for the District office will be investigated.
VIII. MONTHLY REPORT OF THE SUBCOMMITTEE REGARDING THE PROPOSED SHARING OF A JOINT WATER SYSTEM WITH OCCIDENTAL COMMUNITY SERVICES DISTRICT.
No report.
IX. MONTHLY REPORT OF THE WATER SYSTEM OPERATOR, RUSSIAN RIVER UTILITY.
No report.
X. DIRECTORS REPORTS
Fred Meyer advised that the garbage is piling up in the area where the dumpster was. It was agreed that the garbage service should be re-instated. Ms. Doran-Girard will arrange for the dumpster.
Gary Helfrich advised that he would like to explore a cell tower that might bring income to the District.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
October 13, 2003
Page Five
XI. ADJOURNMENT
There being no further matters to be addressed by the Board; a motion was made by Cathie Anderson and seconded by Cheryl Martinsen to adjourn the regular meeting of the Camp Meeker Recreation and Park District Board of Directors. The motion was unanimously approved.
The meeting adjourned at 8:40 p.m.
Respectfully submitted,
CHERYL DORAN GIRARD