REGULAR MEETING MINUTES
OF THE
CAMP MEEKER RECREATION AND PARK DISTRICT
BOARD OF DIRECTORS
Tuesday, February 10, 2004
5240 Bohemian Highway, Camp Meeker, California
I. CALL TO ORDER
Cathie Anderson called the meeting to order at 7:05 p.m.
II. ROLL CALL
Directors Gary Helfrich, Lori Ford, Fred Meyer, Cheryl Martinsen, and Cathie Anderson were present.
III. AGENDA APPROVAL
A motion was made by Cheryl Martinsen, and seconded by Lori Ford, to approve the agenda. The motion was approved. Ayes: 5 Nays: 0 Absent: 0
IV. STATEMENTS OF ABSTENTION
There were no statements of abstention.
V. PUBLIC COMMENT
Karen Vogel inquired about the existing bridge as she feels there is more flexing in the span. Gary Helfrich responded that these repairs would be made as part of the regular maintenance budget. Discussion ensued.
VI. CONSENT ITEMS
A. Approval of Minutes
Ayes: 5 Nays: 0 Absent: 0
B. Payment of Claims
A motion was made by Cheryl Martinsen, seconded by Lori Ford to approve warrant requests G2003/2004-009 (R&P) $1,949.46, and warrant request W2003/2004-008, $10,383.81 for expenses for the month February 2004. 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 directors have been provided with final audited financial statements for the 2002-2003 fiscal year for approval at the March meeting. The State Controller’s report was forwarded to Sacramento electronically and the requisite forms sent by FEDEX on that date as well. Board members have been provided with the Statement of Economic Interest Form 700 that must be submitted to the County Clerk’s office by April 1. The Board members will complete the forms and return at the March Board meeting in order that copies can be made for the District office files.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
February 10, 2004
Page Two
John Demers of Golden Gate Construction has suggested that a window type notice board be installed at the District office. This would provide easy access during inclement winter weather. He will provide an estimate for the completion of these repairs shortly.
VII. ACTION ITEMS:
A. BRELJE AND RACE CONTRACT RE: WATER SYSTEM MODIFICATION TRANSMISSION LINE OCCIDENTAL AND CAMP MEEKER AGREEMENT.
DESCRIPTION: The Board discussed an agreement with Brelje and Race to provide professional services, preliminary design specifications, project design review and construction review for modification of the water system transmission line for Camp Meeker Water System transmission of water to Occidental.
Rich Ingram explained that Coastland Engineering would be provided with information necessary to prepare design specifications so that the correct modifications to the Camp Meeker system will be accomplished. He reviewed various aspects of the agreement presented clarifying language and defining terminology for Board members.
Lori Ford stated that she has no issues with paying Brelje and Race to insure that there is oversight for the Camp Meeker community; however, she did want to make clear that the costs for the oversight reduce the buy-in funds by the engineering costs or from 640K to 615K.
After discussion, a motion was made by Lori Ford, and seconded by Fred Meyer to approve the agreement with Brelje and Race with changes discussed. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0
B. ANDERSON HALL RENOVATIONS
The Board discussed the agreement for professional services for Anderson Hall for the ADA modifications project including specific areas that would need to be addressed with respect to criteria for handicap parking that could require obtaining easements, right of way, or possible purchase of property. This contract does not include any services beyond design. Bid, contractor and review services would be above and beyond this contract.
Rich Ingram reviewed the grant funding and explained that as certain milestones in the project were met, the District can apply for reimbursement and that this could be done by the District administrative function. Discussion continued regarding the staking of the property and other specific tasks relative to survey and construction.
After discussion, a motion was made by Lori Ford, and seconded by Cathie Anderson to approve the agreement with Brelje and Race for design services for Anderson Hall Renovations and ADA modifications. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
February 10, 2004
Page Three
VIII. DAM PLAN COMMITTEE REPORT
DESCRIPTION: Kathleen Harrison reported that agendas for the subcommittee meetings are being posted at the local bulletin board. The progress for project at the local level is in a holding position while a review period for the settlements is proceeding. The public review was completed on December 15 with no controversy. The group has been working to be ready for the preliminary design and plan phase once the funds are received including the prospect of grants, as the 190K from NOA will not pay for the entire project. The Committee requests that the Recreation and Park Board provide a budget of 2750 this year. This item will be addressed at the March Board meeting and Kathleen will email the detail of the budget items to Cheryl for distribution to the Board. Lori Ford stated that this might be the appropriate time to also discuss engineering issues such as a “Design-Builder Project” with Brelje and Race being the lead engineer and Prunske-Chatham sub-contractor. Kathleen inquired as to how she would be paid for her services and whether it would be as an employee of the District, Brelje and Race or Prunske-Chatham or as an independent contractor paid directly by the Board. Lori Ford stated that she felt much of the time to date fell under the volunteer umbrella and she would like to see a proposal with a detailed job description. Kathleen explained that the NOA funding would not be forthcoming until a project coordinator had been assigned. She does not believe that NOA will fund two levels of administrative cost. It was agreed that Kathleen would submit a job description to the Board and a proposal of how this would function.
IX. MONTHLY REPORT OF DISTRICT ENGINEERS, BRELJE AND RACE.
Rich Ingram reported that the other ongoing project for Camp Meeker is the wastewater project. The SCWA has asked for design services contracts and have settled on a design for the treatment plant in Occidental that would cover project design, EIR, and that portion at the treatment plant and pump station are described as Phase I. Treatment pond is Phase II. Lori Ford stated that she is apprehensive about the way this is being played out and Camp Meeker is listed as the lead agency on the project; however, no information is being provided to Board members. Discussion ensued.
X. MONTHLY REPORT OF THE WATER SYSTEM OPERATOR, RUSSIAN RIVER UTILITY.
Gary Helfrich read Resolution 04-001 that provides the interpretation and clarification in the duplex and triplex water rates and authorizing refunds or credits.
After discussion, a motion was made by Fred Meyer, and seconded by Cathie Anderson to approve Resolution 04-001, Interpreting, Clarifying Duplex/Triplex Service Charges and Rates and Authorizing Appropriate Refund or Credits. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0
Lori Ford noted that the water account past due list reflected several accounts substantially in arrears. It was the Board’s feeling that no account should three months in arrears.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
February 10, 2004
Page Four
X. DIRECTORS REPORTS
There were no directors’ reports.
XI. NEXT MEETING DATE
The Board will hold its regularly scheduled meeting on Tuesday, March 9, 2004.
XII. 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 8:35 p.m.
Respectfully submitted,
CHERYL DORAN GIRARD
Rev. 2/2/04