Minutes Of The Regular Meeting
Of the
Board of Directors of the
Camp Meeker Recreation and Parks District
Date: April 12, 2005 Time: 7:00 pm
Location: 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, Cathie Anderson, Fred Meyer and Aimee Crawford were present.
III. Approval of Agenda
A motion was made by Lori Ford, and seconded by Cathie Anderson, to approve the agenda.
The motion was approved. Ayes: 4 Nays: 0 Absent: 0
IV. Statements of Abstention
There were no statements of abstention.
V. Public Comment
There was no comment from the public.
VI. Oath of Office: Aimee Crawford
Lori Ford, Board Secretary, administered the oath of office to Aimee Crawford.
VII. Consent Items
A. Approval of Minutes
1. Minutes of March 8, 2005
A motion was made by Lori Ford, and seconded by Cathie Anderson to approve the March 8, 2005 meeting minutes. The motion was approved.
Ayes: 4 Nays: 0 Absent: 0 Abstain: 1
B. Payment of Claims
1. A motion was made by Lori Ford, and seconded by Fred Meyer to approve warrant requests G2004-2005-012 (R&P) $3,938.74, and W2004/2005-012 (Water), $13,270.30 for expenses for the month of April 2005 as submitted. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0 Abstain: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
April 12, 2005
Page Two
C. Financial & Administrative Report
Ms. Doran-Girard reported that research into the mandated cost recovery discloses that filing as an individual district is not allowed unless the recovery amount is in excess of $1,000; and, further research into filing in concert with like districts via CSDA or the Recreation and Park District society disclosed that the groups are not pursuing this. It would seem that this is only feasible for very large districts.
Additionally, she advised that Special District Risk Management Authority is seeking nominations for their board. These are due at the SDRMA office in Sacramento on July 8. A general election will be held at a later date. State Compensation Insurance has quoted the minimum premium of $485.00 for the policy renewal. Lastly all forms 700 received were delivered to the county clerk’s office in a timely manner.
VIII. Action Items
A. WATER BILL WAIVER: OCCIDENTAL COMMUNITY SERVICES
DESCRIPTION: Hal Wood provided background information and the Board discussed a waiver for Occidental’s water bill due to a large leak.
After discussion, Lori Ford recommended the Board approve a credit for OCSD
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to approve a one-time credit to the Occidental Community Services District in the amount of $9,194.00. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0 Abstain: 0
B. OCCIDENTAL COMMUNITY SERVICES LOAN PROPOSAL.
DESCRIPTION: Gary Helfrich and Theo Sally provided background information relative to this issue and the Board discussed a proposal by OCSD for payment of 640,000K per the water connection agreement. The initial agreement specified a cash payment of 640K, OCSD proposes a cash payment of 515K and loan of 125K over 40 years at same rate as USDA repayment program. Lori Ford stated that she had no problem with the proposal; however, she felt it important to insure that all legal requirements were researched and that the Board has there are no conflicts or legal issues relative to the District’s making a long-term loan to an adjoining public entity. Rich Ingram asked what OCSD’s funding plan was for the repayment process and Mr. Sally suggested that this could involve a possible sale of the Bittner property or diversion permit.
Action: After discussion, a motion was made by Lori Ford, and seconded by Fred Meyer to instruct Malcolm Manwell, District Counsel, to research the legality of loaning money to OCSD and if appropriate draft a contract for the Camp Meeker Recreation and Park Board review. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0 Abstain: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
April 12, 2005
Page Three
C. UPDATE: DAM REMOVAL AND NOAA SCOPE OF WORK ISSUES
DESCRIPTION: The Board discussed progress regarding the dam removal, creek restoration, NOAA scope of work and hiring of a geo-technical firm issues. Gary Helfrich advised that he had received very few responses to the request for proposal. Baseline partnered with Questa Engineering will work up a bid and this will be distributed for review at the next meeting. Gary has advised Leah Mahan of NOAA of the progress and this seemed to be agreeable to her.
Action: There was no action taken.
D. NEW FIRE STATION AND POST OFFICE
DESCRIPTION: Mitch Connor of the RRM design group presented a proposal for the design of a firehouse/post office facility that included a review of ways and means of funding. The design group services would cost $14,000. This would include preparation of models, recommended funding sources. The estimated costs of building construction would be around $700,000. The Board discussed feasibility of building of new fire station and post office facilities on the site of the present fire station including as well as the costs of the preliminary design study and it was agreed that this would be a good addition to the community funding of this project would not be a priority in the Camp Meeker community at this time.
E. APPROVAL OF ANDERSON HALL UPGRADES AND CONSTRUCTION PROGRESS UPDATE
DESCRIPTION: Rich Ingram advised that a plan had been submitted to Sonoma County PRMD and was advised that the plan must be split into two phases—grading and building. Rich detailed further issues with respect to the construction process and permitting. Cathie Anderson expressed concern regarding the timeline for construction. Rich also advised that there would be a re-design for the replacement gates. The Board reviewed further progress of Anderson Hall upgrades, discuss construction timetable, and work plan. Cathie Anderson advised that the water heater replacement will be completed and insulation installed in the closet area.
F. LAND AND WATER CONSERVATION FUND GRANT APPLICATION
DESCRIPTION: The Board discussed the application process for matching grant funding under the State Department of Parks and Recreation Land and Water Conservation Program that provides grants for acquisition or development of lands and facilities for public outdoor recreation. The State’s allocation for Northern California for this year is expected to be 1.6 million. Ms. Girard was instructed to provide copies of the application package to Gary Helfrich and Aimee Crawford who will review completion of the grant application. The application deadline is May 2, 2005.
Action: The Board agreed to complete an application for matching grant moneys under the California State Department of Parks and Recreation Land and Water Conservation Program.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
April 12, 2005
Page Four
G. APPROVE DRAFT OF AUDITED FINANCIAL STATEMENTS FISCAL YEAR ENDED JUNE 30, 2004.
DESCRIPTION: The Board reviewed the draft of audited Financial Statements for the Fiscal Year Ended June 30, 2004.
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to approve the draft of the audited financial statements prepared by Larry Johnson, District CPA, for fiscal year ended June 30, 2004. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0 Abstain: 0
H. CMVFD REQUEST FOR DONATION OF FUNDS FOR PANCAKE BREAKFAST.
DESCRIPTION: Dani Sheehan requested a donation to cover the costs of the rental of “jump” equipment at the CMVFD Pancake Breakfast fundraiser and estimates the rental cost at not more than $250.00.
ACTION: A motion was made by Lori Ford, and seconded by Cathie Anderson to approve a donation not to exceed $250.0 to the CMVFD Pancake Breakfast fundraiser for the jump equipment. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0 Abstain: 0
IX. MONTHLY REPORT OF THE DISTRICT ENGINEERS, BRELJE AND RACE.
DESCRIPTION: Rich Ingram reported on progress of present projects. All is quiet with the OCSD water system. He also detailed the progress of the wastewater project advising that the design process is currently quiescent until June.
X. MONTHLY REPORT FROM WATER SYSTEM OPERATOR.
DESCRIPTION: Hal Wood advised that Sonoma County Sheriff’s department needs a release so that they can paint over the graffiti on the tanks.
XI. DIRECTORS REPORTS
Cathie Anderson questioned the progress of the building to house the generator as it seems that only the slab is completed. Lori Ford agreed. Fred Meyer advised that the weather has impacted the completion.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
April 12, 2005
Page Five
XII. ADJOURNMENT
There being no further matters to be addressed by the Board; a motion was made by Cathie Anderson and seconded by Lori Ford to adjourn this regular meeting of the Camp Meeker Recreation and Park District Board of Directors. The motion was unanimously approved.
The meeting adjourned at 8:25 p.m.
Respectfully submitted,
CHERYL DORAN GIRARD
Rev. 5/3/2005