REGULAR MEETING MINUTES
OF THE
CAMP MEEKER RECREATION AND PARK DISTRICT
BOARD OF DIRECTORS
Tuesday, March 9, 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, Cheryl Martinsen, and Cathie Anderson were present.
Director Fred Meyer was absent.
III. AGENDA APPROVAL
A motion was made by Cheryl Martinsen, and seconded by Cathie Anderson, to approve the agenda. The motion was approved. Ayes: 4 Nays: 0 Absent: 1
IV. STATEMENTS OF ABSTENTION
There were no statements of abstention.
V. PUBLIC COMMENT
There were no public comments.
VI. CONSENT ITEMS
A. Approval of Minutes
Ayes: 4 Nays: 0 Absent: 1
B. Payment of Claims
A motion was made by Cheryl Martinsen, seconded by Cathie Anderson to approve warrant requests G2003/2004-010 (R&P) $1,470.01, and warrant request W2003/2004-009, $8,856.01 for expenses for the month March 2004. The motion was approved. Ayes: 4 Nays: 0 Absent: 1
C. Financial and Administrative Report
Cheryl Doran Girard presented the financial reports and advised that John Demers of Golden Gate Construction had provided an estimate for the completion of repairs to the Recreation and Park office Building and the notice board window is partially completed. She informed the Board that all outside contractors had completed and returned Form 700 (Statements of Economic Interest) and these documents will be copied and forwarded to the County.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
March 9, 2004
Page Two
VII. ACTION ITEMS:
A. ACCESS TO LIVING TOWER
Gary Helfrich explained that the District holds title to this site that is a living memorial to Melvin Meeker and open to the public. A member of the Board had been stopped had been stopped by a guard and turned away from a gate entrance. Access to the District’s water tanks is located on this site and is being restricted by the gate and the guard. Cheryl Martinsen suggested that District Counsel, Malcolm Manwell, be directed to forward a letter to the party concerned restating deed restrictions and requiring a response within five days or the District will bring an injunction.
Hal Wood agreed with the Board members assessment as it restricts access to the District’s tank site. Gary Helfrich agreed and went on to state that, in his opinion, it is dangerous for pedestrians to go around the gate. Gene Koch described the history of the site relative to the deed. It was agreed that Cheryl Martinsen would contact Malcolm Manwell to initiate the demand process.
B. FINANCIAL STATEMENTS 2002-2003
As the Board members have reviewed the audited financial statements prepared by Larry Johnson for the fiscal year ending 2002-2003 and there are no questions or further corrections,
A motion was made by Cheryl Martinsen, and seconded by Cathie Anderson to approve the audit financial statements for the fiscal year ending June 30, 2003. The motion was approved.
Ayes: 4 Nays: 0 Absent: 1
VIII. DAM PLAN COMMITTEE REPORT
DESCRIPTION: Kathleen Harrison reported that not much has happened since last month and there has been no notice of movement of funds. There has been a meeting between Brelje and Race and Prunske relative to working together. She went on to state that the project co-coordinator position, that she was appointed to last August, would be paid by project funds.
Cheryl Martinsen advised that District Counsel, Malcolm Manwell, has expressed concern about the committee operations in terms of the Brown Act restrictions and is further concerned about potential liability issues. Gary Helfrich explained that there are painful lessons to Districts regarding lack of attention to the Brown Act restrictions, as there will always be individuals who do not agree about a project. It is necessary to comply to the letter of the law, as that is the way things are done in California and concerns exist as to distribution of information through email lists and exchanges and the monitoring of compliance to the Brown Act requirements. Cheryl Martinsen further explained that paid positions, whether as an independent contractor or an employee, require a job description with specifications and tasks clearing defined, compensation detailed, and that the Board must approve hiring. Additionally while a standing committee can make recommendations to the Board, it can take no actions that bind the Board. She went on to state that the District’s insurance carrier requires that standing committee members be named if they are not Board members.
Leah Mahan detailed some of the ways that the District could handle the issue of project co-coordinator stating that the relationship that exists is between NOA and the District. Lump sums will be transmitted to the Board who will then pay the co-coordinator or sub-contractors. NOA is concerned that administrative fees not be duplicated on several levels.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
March 9, 2004
Page Three
Lori Ford stated that she felt it important that the project be structured cleanly and simply. Leah explained that the district would hire the engineer to design the project. The design firm could then hire the project coordinator. Cheryl Martinsen stated that normally the engineering firms would have their own administrative staff to handle this task.
The Board went on to discuss an email received from Tara Cantua regarding the Dam Plan operations. After discussion it was agreed that a Board member will attend the Dam Plan meetings, held the third Tuesday of the month. Board members will attend on a rotating basis. Leah Mahan suggested it might be well to have a sub-group meet to talk about logistics—the group would include Brelje and Race, Prunske, and a board member with the logistics the only item on the agenda
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IX. MONTHLY REPORT OF DISTRICT ENGINEERS, BRELJE AND RACE.
Rich Ingram reported that the Brelje is handling three projects at this time. 1.) The Anderson Hall ADA Compliance project is underway with the survey to begin this week for the parking turnaround and the attempt to determine property lines. Discussion ensued regarding the project. 2.) The OCSD/CMRP water sharing project, phone calls have been made to Coastland Engineering and OCSD. 3.) With respect to the sewer project, design contracts have been submitted to SCWA for the treatment plant. Rich believes the time frame will be about a year which means the earliest time would be next summer provided funding is available.
X. MONTHLY REPORT OF THE WATER SYSTEM OPERATOR, RUSSIAN RIVER UTILITY.
Hal Wood related recent operations issues and advised that his office will place liens against two large past due accounts.
X. DIRECTORS REPORTS
Cathie Anderson reported that there is heavy rental activity at Anderson Hall. Cheryl Martinsen reported that the slip-slide has been ordered for July 3 and requested that the horseshoe pit be made available for the July event.
XI. NEXT MEETING DATE
The Board will hold its regularly scheduled meeting on Tuesday, April 13, 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. 4/9/04