REGULAR MEETING MINUTES
OF THE
CAMP MEEKER RECREATION AND PARK DISTRICT
Monday, September 8, 2003
5240 Bohemian Highway, Camp Meeker, California
I. CALL TO ORDER
Gary Helfrich called the meeting to order at 7:02 p.m.
II. ROLL CALL
Directors Gary Helfrich, Lori Ford, and Cathie Anderson were present. Directors Fred Meyer and Cheryl Martinsen were absent.
III. AGENDA APPROVAL
A motion was made by Lori Ford, and seconded by Cathie Anderson, to approve the agenda as written. The motion was approved. Ayes: 3 Nays: 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. Minutes of August 12, 2003.
A motion was made by Lori Ford, and seconded by Cathie Anderson to approve the August 12, 2003 meeting minutes as written. The motion was approved.
Ayes: 3 Nays: 0 Absent: 2
B. Payment of Claims
A motion was made by Lori Ford, seconded by Cathie Anderson to approve warrant requests G2003/2004-003 (R&P) $1,457.97, and warrant request W2003/2004-003, $8,547.83 for expenses for the month September 2003. The motion was approved. Ayes: 3 Nays: 0 Absent: 2
C. Financial and Administrative Report
Cheryl Doran Girard presented the financial reports and advised that the State Controller’s Report should be completed shortly. She reminded the Board that Larry Johnson, CPA will conduct the annual audit of the District’s records in early November.
VII. ACTION ITEMS:
A. ADOPTION OF RESOLUTION 03-020 ADOPTING A PROP 4 APPROPRIATION LIMIT FOR FISCAL YEAR END 2003-2004.
DESCRIPTION: The Board reviewed for adoption Proposed Resolution No. 03-020 that Resolution proposes to adopt an appropriations limit for the fiscal year 2003-2004.
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Regular Meeting of the Board of Directors
Minutes September 8, 2003
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PROPOSED ACTION: Adopt Resolution No. 03-020.
A motion was made by Lori Ford, and seconded by Cathie Anderson to approve Resolution 03-020 adopting an Appropriations Limit for fiscal year 2003-2004 as required by Proposition 4. The motion was approved.
Ayes: 3 Nays: 0 Absent: 2
B. ADOPTION OF A FINAL BUDGET FOR FISCAL YEAR 2003-2004
RESOLUTION 03-021.
DESCRIPTION: The Board reviewed and adopted the final budget for the fiscal year 2003-2004, Resolution 03-021.
ACTION PROPOSED: Adopt Resolution 03-021 approving the final budget for fiscal year 2003-2004.
Gene Koch requested definition of “LAFCO Operating Costs” and Gary Helfrich explained this item and its purpose in detail. After discussion, a motion was made by Lori Ford, and seconded by Cathie Anderson to approve Resolution 03-021 adopting a Final Budget for fiscal year 2003-2004. The motion was approved.
Ayes: 3 Nays: 0 Absent: 2
C. ADOPTION OF A POLICY/STATEMENT REGARDING ADVANCE PAYMENTS (“PAY-OFF”) BY PARCEL OWNERS OF INDIVIDUAL BALANCES OF USDA AND/OR DWR LOANS, RESOLUTION 03-022.
DESCRIPTION: The Board reviewed the administrative burdens, fiscal costs and potential long range problems involved in changing the current financing and repayment mechanism set up when the USDA and the DWR Loans were implemented, and adopting, instead, two alternative methods for repayment, one being to continue with the established method which was adopted for the District at the beginning, and the other being to allow an occasional, individual "pay off" by a requesting parcel owner by recalculation of the present value of the individual's remaining, pro-rata share of the balance of those loans.
ACTION PROPOSED: Discussion of the issues and adoption a resolution, either allowing individual recalculations and pay off as an alternative method of financing, or continuing with the District's existing system of financing set up when the USDA and the DWR Loans were implemented.
Gary Helfrich read the proposed Resolution 03-022 to the public. There was considerable discussion regarding the issue of individual re-calculations by Messrs. Koch and Nielsen. The Board members reviewed alternatives thoroughly; and, at the conclusion of the discussion, a motion was made by Lori Ford, and seconded by Cathie Anderson to approve Resolution 03-022 clarifying that mid-term calculation and pre-payment by individual parcel owners is not a policy of the Camp Meeker Recreation & Park District.
The motion was approved.
Ayes: 3 Nays: 0 Absent: 2
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Regular Meeting of the Board of Directors
Minutes September 8, 2003
Page Three
D. ADDRESS TO THE BOARD BY CARL HANSCAM REGARDING REDUCTION OF CURRENT WATER RATES.
Mr. Hanscam explained to the Board that he has a large garden. The purpose of his garden is to propagate plants for a scholarship group in Graton. While the original water rates were affordable, the new rates have increased his water bill to the point where it takes 3/4 of his income. It is Mr. Hanscam’s feeling that the purpose of a community-based water system is to benefit the community and the increased costs do not do so. Gary Helfrich explained that the “new” water rates were designed to benefit the entire community by encouraging conservation of the resource and not to exceed the amount dictated by the diversion permit. He stated that he would like to have a large garden but feels it important that he use only as small a share as possible and is proud that he uses a small amount of water. Lori Ford pointed out that there is a “situational grace allowance” for a one-time reduction so that the owners can remedy problems such as high usage, leaks, etc. Discussion continued with input by various members of the community and Board of Directors. It was generally agreed that Mr. Hanscam provides a service to the community in propagating plants for the scholarship program and perhaps a grant of some kind might be appropriate as the Board does award grants to worthy projects. It was agreed that Lori Ford will meet with Mr. Hanscam and the scholarship group and further explore what might be appropriate.
E. REQUEST TO ADDRESS THE BOARD BY A.J. FORD REGARDING OCSD CONTRACT.
Mr. Ford related his experience as a property owner in Camp Meeker for 27 years. He explained that he understood that OCSD will be annexing new areas and is concerned about increased usage and the fact that Occidental has a business related base while Camp Meeker is a bedroom community. Gary Helfrich explained that OCSD has their own water diversion permit and if they exceed the usage, it will not impact the Camp Meeker permit. Additionally, the Environmental Impact Report didn’t include those areas. In the event that an annexation was the case, it would be necessary to complete a new EIR that LAFCO would have to approve. He went on to explain that the mission of LAFCO is to encourage orderly formation and preserve open space. Steve McNeal stated that OCSD is applying for its own water rights and that the association with Camp Meeker is transport of water not usage. He informed the group that the original EIR did not include an allowance for enlargement of the OCSD footprint. He stated that the OCSD was asked if they would provide water to four 10-acre parcels and some parcels that need “cleanup” because the district boundaries split contiguous parcels.
F. DAM PLAN COMMITTEE REPORT
Kathleen Harrison advised that she has been appointed as project co-coordinator for the Dutch Bill-Dam Plan grant from the Sonoma County Water Agency fines from NOA. She has been hired as an independent contractor to oversee the subcontractors through all phases of the project. Lori Ford asked how the funds from NOA
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Regular Meeting of the Board of Directors
Minutes September 8, 2003
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were to be allocated, who would administer the funds and act as fiscal agent. Kathleen responded that it was thought that the Camp Meeker Board, if willing to do so, or the Occidental Ecology Center, a non-profit, could administer the funds.
Lori Ford stated that the Board has the responsibility of local control for the dam and beach area and functioning as fiscal agent for the project would be a part of that responsibility, a motion was made by Lori Ford, and seconded by Cathie Anderson that the Camp Meeker Recreation and Park District administer grant funds for the Dam Plan grant and project.
The motion was approved.
Ayes: 3 Nays: 0 Absent: 2
Kathleen asked for old photos and schematics for what is under the dam. She said that it generally seems that the community would like a footbridge and it will be necessary to find existing utilities, electric and water lines and the composition of the present infrastructure.
G. ANDERSON HALL RENOVATIONS
DESCRIPTION: The Board will discuss Anderson Hall maintenance, renovations and upgrades for the present fiscal year.
ACTION PROPOSED: After discussion, the Board authorized a preliminary review of Anderson Hall needs and preparation of a plan for maintenance, renovations and/or upgrades within the 2003-2004 fiscal year. The appropriate County agencies will be contacted to determine what needs to be done and Brelje and Race will be asked to draw plans so that the project may be placed for bids.
Lori Ford reported that she and a Sonoma County Permit and Planning representative had walked around Anderson Hall and inspected the tank. He advised that the County will sign off on renovations. Tom Jones of Brelje and Race, the District’s engineering firm, will review and prepare an estimate of costs to upgrade Anderson Hall. Cathie Anderson asked that the price include window replacement. It will be necessary to inspect the skylights and match the front windows to previously replacement windows.
H. DISTRICT EVENTS
Dani Sheehan requested that the District sponsor the family Halloween event as it has in past years. After discussion of specific plans, a motion was made by Lori Ford, and seconded by Cathie Anderson that the Camp Meeker Recreation and Park District allocate $400,00 from the current budget to sponsor the Halloween event.
The motion was approved.
Ayes: 3 Nays: 0 Absent: 2
VIII. MONTHLY REPORT OF THE SUBCOMMITTEE REGARDING THE PROPOSED SHARING OF A JOINT WATER SYSTEM WITH OCCIDENTAL COMMUNITY SERVICES DISTRICT.
Theo Sally stated that he felt it important that Hal Woods or a representative of Russian River Utility attend Board meetings for both OCSD and CMR&P Boards.
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Regular Meeting of the Board of Directors
Minutes September 8, 2003
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IX. MONTHLY REPORT FROM WATER SYSTEM OPERATOR.
No report.
X. DIRECTORS REPORTS
Lori Ford stated that the District office needs a general clean up of items accumulated from various sources.
XI. ADJOURNMENT
There being no further matters to be addressed by the Board, a motion was made by Lori Ford and seconded by Cathie Anderson 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 8:30 p.m.
Respectfully submitted,
CHERYL DORAN GIRARD