Regular Meeting Minutes
Of the
Board of Directors of the
Camp Meeker Recreation and Parks District
Date: February 8, 2005 Time: 7:00 pm
Location: 5240 Bohemian Highway, Camp Meeker, California
I. Call to Order
Gary Helfrich called the meeting to order at 7:15 p.m.
II. Roll Call
Directors Gary Helfrich, Lori Ford, and Cathie Anderson 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: 3 Nays: 0 Absent: 1
IV. Statements of Abstention
There were no statements of abstention.
V. Public Comment
Gene Koch commented that at a recent meeting it sounded like it was a forgone conclusion that Camp Meeker will be pulled into the sewer without a 218 vote. Gary Helfrich stated that if the project were funded with 100% grant moneys, a 218 vote would not be necessary and secondly, the District has no control over what the water agency or county supervisors say.
Eric Miller stated that he appreciated Gary’s comments at the meeting and suggested that the public write letters to the press, and elected representatives such as Patty Berg, Wes Chesboro, and Lynn Woolsey.
VI. Consent Items
A. Approval of Minutes
1. Minutes of January 11, 2005
A motion was made by Lori Ford, and seconded by Cathie Anderson to approve the January 11, 2005 meeting minutes with a grammatical correction in the removal of the word “will” in item IX. The motion was approved.
Ayes: 3 Nays: 0 Absent: 1 Abstain: 0
B. Payment of Claims
Cathie Anderson asked for clarification of the costs for electricity that were listed on the warrant request document for the operating fund; and, was advised that this amount is computed at $35.00 per month and paid to the Fire Department yearly. A motion was made by Lori Ford, and seconded by Cathie Anderson to approve warrant requests G2004-2005-010 (R&P) 1,702.52, and W2004/2005-010 (Water), $9,794.45 for expenses for the month of February 2005 as submitted. The motion was approved.
Ayes: 3 Nays: 0 Absent: 1 Abstain: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
February 8, 2005
Page Two
C. Financial & Administrative Report
Ms. Girard informed the Board of updated bank balances with the receipt of the bank statement from Russian River Utility. She will also meet with Larry Johnson, the District’s CPA to review items for completion of the 2003-2004 audit. Ms. Girard also advised that packets for FFP form 700 have been distributed to Board members for the year ending December 31, 2004 at this meeting and will be sent to consultants this coming week with a return date of March 15. The State Controller’s office has requested a copy of the District’s single audit for 2003-2003 indicating that this item was not submitted timely. The District was not required to complete a single audit for that time period or 2003-2004 as no Federal funding was received. A letter has been prepared for Treasurer signature and will be transmitted with an additional copy of the 2002-2003 fiscal year audit report although this document was previously sent previously within the required time frame.
VII. Action Items
A. WATER BILL WAIVER: WARREN OSBOURN
DESCRIPTION: The Board discussed a one-time waiver for Warren Osborn’s water bill at length with Lori Ford explaining the one-time grace period and the computation of the credit. Mr. Osborn feels that there is a meter malfunction and that the evidence for that is in the overall usage and consistency of use. Gary Helfrich stated that it is highly unlikely for that kind of malfunction to occur with this kind of meter. It was agreed that Russian River Utility will test Mr. Osborn’s meter.
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to approve a one-time waiver in the amount of 154.95 for Warren Osborn’s water bill account. The motion was approved.
Ayes: 3 Nays: 0 Absent: 1 Abstain: 0
B. OCSD WATER CONTRACT CONTINUATION
DESCRIPTION: The Board reviewed the current contract to provide water to OCSD and after discussion of water usage, equipment wear and tear, and pricing, the Board gave due consideration to continuation of the contract. Hal Wood stated that Russian River Utility will pick up the power costs if the Board would consider a reduction in rate paid for water.
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to extend the OCSD contract until the water pipeline is completed. The motion was approved.
Ayes: 3 Nays: 0 Absent: 1 Abstain: 0
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to reduce the price for water from $5.00 per 1000/gallons to $2.50 per 1000 gallons. The motion was approved.
Ayes: 3 Nays: 0 Absent: 1 Abstain: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
February 8, 2005
Page Three
C. UPDATE: BOARD MEMBER REPLACEMENT
DESCRIPTION: Lori Ford advised that three resumes have been received to date, and, after discussion with District Counsel, Malcolm Manwell, regarding procedures for review and appointment, it was suggested that a committee of two Board members be appointed to review resumes, and interview applicants. The selection will occur at the March meeting.
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to appoint an ad hoc committee to review the resumes and interview applicants for the Board replacement. The committee to be composed of Board members, Ford and Anderson. The motion was approved.
Ayes: 3 Nays: 0 Absent: 1 Abstain: 0
D. UPDATE: DAM REMOVAL AND NOAA SCOPE OF WORK ISSUES
DESCRIPTION: The Board discussed progress regarding the dam removal, creek restoration and NOAA scope of work issues with respect to selection of a geo-technical firm and estimated costs to perform necessary work.
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to send out a request for proposal for the geo-technical work on the dam site. The RFP will be subject to approval by Rich Ingram of Brelje and Race to insure accuracy. Gary Helfrich will be responsible for mailing of the RFP. The motion was approved.
Ayes: 3 Nays: 0 Absent: 1 Abstain: 0.
E. NEW FIRE STATION AND POST OFFICE
DESCRIPTION: Gary Helfrich advised the Board that Fred Meyer had obtained some preliminary information relative to a pre-engineered structure and some recommendations regarding location for new fire station and post office facilities with respect to the present site.
F. APPROVAL OF ANDERSON HALL UPGRADES AND CONSTRUCTION PROGRESS UPDATE
DESCRIPTION: In the absence of Rich Ingram, Lori Ford informed the Board that Brelje and Race suggests the Board speak directly with the property owner in order to expedite the septic tank repair. Additionally, Cathie Anderson advised that no information regarding the missing gates has come to light. The leaking water heater has been placed downstairs. The Board agreed that it is imperative that bids for the project be requested immediately. May rental schedule precludes construction after May 1.
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
February 8, 2005
Page Four
VIII. MONTHLY REPORT OF THE MONTHLY REPORT OF DISTRICT ENGINEERS, BRELJE AND RACE.
DESCRIPTION: No report from District Engineers.
IX. MONTHLY REPORT FROM WATER SYSTEM OPERATOR.
DESCRIPTION: Lori Ford stated that the poor quality of the fax transmissions of the customer aging reports has made these increasingly difficult to read and asked that this be corrected. Hal Wood stated that he will insure that the quality of the reports is improved. He went on to inform the Board that he appreciated the use of the Fire Department generator.
X. DIRECTORS REPORTS
Lori Ford reported that the presentation for the retiring postmistress will be at the March meeting. She has arranged for a special appreciation gift.
XI. 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 8:15 p.m.
Respectfully submitted,
CHERYL DORAN GIRARD
Rev. 3/2/2005