Minutes Of The Regular Meeting
Of the
Board of Directors of the
Camp Meeker Recreation and Parks District
Date: June 14, 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: 1
IV. Statements of Abstention
There were no statements of abstention.
V. Public Comment
There was no comment from the public.
VI. Consent Items
A. Approval of Minutes
1. Minutes of May 10, 2005
A motion was made by Aimee Crawford, and seconded by Lori Ford to approve the
May 10, 2005 meeting minutes. The motion was approved.
Ayes: 4 Nays: 0 Absent: 1 Abstain: 0
2. Minutes of May 14, 2005
A motion was made by Aimee Crawford, and seconded by Lori Ford to approve the
May 14, 2005 meeting minutes with the contract addendum attached. The motion was approved.
Ayes: 4 Nays: 0 Absent: 1 Abstain: 0
B. Payment of Claims
After questions from Director Ford regarding clarification of expenses for Anderson Hall, a motion was made by Lori Ford, and seconded by Cathie Anderson to approve warrant requests G2004-2005-014 (R&P) $2,952.87, and W2004/2005-014 (Water), $8,569.75 for expenses for the month of June 2005 as submitted. The motion was approved.
Ayes: 4 Nays: 0 Absent: 1 Abstain: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
June 14, 2005
Page Two
C. Financial and Administrative Report
Ms. Doran-Girard reported that the reductions in revenues to the Recreation and Park general fund are as a result of state mandated shifts in funding for the Educational Revenue Augmentation Fund (ERAF). The District’s allocation was further impacted by evaluation of enterprise (water) fund revenues. Pam Johnston, of the Sonoma County Auditor’s office is on vacation until June 20; however, Cheryl will meet with her as soon as possible to obtain further information.
Additionally, the Board was advised fiscal year end processing will occur in early July and all submittals of expenses relative to fiscal year ending June 30 must be processed and approved at the July meeting.
VIII. Action Items
A. OCCIDENTAL COMMUNITY SERVICES WATER SYSTEM MODIFICATIONS-WELL.
DESCRIPTION: The Board will discussed a proposal by OCSD for modifications and an early connection of their well to the Camp Meeker Water system and Rich Ingram of Brelje and Race recommended that the Board accept the basic concept with some modifications that he presented in memorandum form. Hal Wood of Russian River Utility, water system operator, expressed concerns about repairs that could occur in the construction process. He stated that RRU will test if OCSD doesn’t.
Action: A motion was made by Lori Ford, and seconded by Aimee Crawford to approve the modifications and early connection. The motion was approved.
Ayes: 4 Nays: 0 Absent: 1 Abstain: 0
B. UPDATE: DAM REMOVAL AND NOAA SCOPE OF WORK ISSUES
DESCRIPTION: Gary Helfrich reviewed a detailed proposal from Questa Engineering for initial geo-technical work. Leah Mahan of NOAA stated that she felt the proposed work plan was good and she appreciated the Board’s willingness to fund the geo-technical work.
Board members requested assurance from Ms. Mahan that once the geo-technical work is in process the funding for dam removal will not disappear. Ms. Mahan assured the Board that will not happen.
Action: A motion was made by Lori Ford, and seconded by Aimee Crawford to contract with Questa Engineering to perform geo-technical work on the dam at a cost of $34,000.00 and authorize Board President to sign the contract. The motion was approved.
Ayes: 4 Nays: 0 Absent: 1 Abstain: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
June 14, 2005
Page Three
C. APPROVAL OF ANDERSON HALL UPGRADES AND CONSTRUCTION PROGRESS UPDATE
DESCRIPTION: Rich Ingram of Brelje and Race advised that he had heard from Supervisor Mike Reilly and was instructed to determine the amount of the fees from PRMD, forward this information to him and he would see to it that the request for waiver of fees was placed on the Board of Supervisors agenda. Rich also informed the Board that he and Malcolm Manwell have scheduled a conference call to work out a way to handle the issues of adjacent property owner’s concerns and an easement.
Action: There was no action.
D. REVIEW AND APPROVE DRAFT OF BOARD NEWSLETTER.
DESCRIPTION: The Board reviewed the draft of “Board Notes” newsletter to be sent to the community via the water bills and advised two minor corrections.
Action: A motion was made by Lori Ford, and seconded by Cathie Anderson to approve the newsletter draft with corrections. The motion was approved.
Ayes: 4 Nays: 0 Absent: 1 Abstain: 0
E. CORRESPONDENCE FROM GENE KOCH RE: WATER BILL LATE MAILINGS.
DESCRIPTION: The Board reviewed correspondence from Gene Koch advising that the water bill mailed on May 11 was not received until May 20 and his concerns relative to the charging of late fees. Hal Wood reviewed the process for charging late fees and advised that this would not occur until a customer was sixty days in arrears. After considerable discussion, Gene informed the Board that he was satisfied with the information provided.
F. LAFCO ELECTION
DESCRIPTION: The Board reviewed the information relative to LAFCO’s election to fill the position of Alternate Special District Representative.
Action: After discussion, a motion was made by Lori Ford, and seconded by Fred Meyer to vote to elect Albert Giordano as Alternate Special District Representative. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0 Abstain: 0
G. REVIEW AND ADOPTION OF RESOLUTION 05-003, REVIEW OF INSURANCE COVERAGE LIMITATIONS FOR THE FISCAL YEAR 2005-2006 AND APPROVAL OF COVERAGE LIMITATIONS AND CARRIER PAYMENT.
DESCRIPTION: The Board reviewed insurance coverage options proposed by Special District Risk Management Authority for the fiscal year 2005-2006 and yearly premiums.
Action: After discussion, a motion was made by Lori Ford, and seconded by Fred Meyer to approve Resolution 05-003 contracting for coverage limits of 5.0M at a cost of $6,136.55. The motion was approved.
Ayes: 5 Nays: 0 Absent: 0 Abstain: 0
Camp Meeker Recreation and Park District
Board of Directors Regular Meeting Minutes
June 14, 2005
Page Four
IX. MONTHLY REPORT OF THE DISTRICT ENGINEERS, BRELJE AND RACE.
DESCRIPTION: Rich Ingram reported on the wastewater meeting, which he said, was well attended. The thrust of the project has turned toward looking to build a pipeline from Occidental to the Guerneville treatment plant and discussions included re-vitalizing the “old” EIR document. Considerable discussion ensued and the Board agreed that this was a direction from the past that Camp Meeker is not interested in as an alternative. Lori Ford stated that it seemed to her the problems of that alternative haven’t changed in 35 years. The Board was encouraged to attend the Regional Water Quality meeting on June 21.
X. MONTHLY REPORT FROM WATER SYSTEM OPERATOR.
DESCRIPTION: Hal Wood, Water System Operator, reported that he felt the system will begin to see the impact of the Occidental connection with the approach of the summer. He anticipates a pump problem. Lori Ford initiated a discussion regarding issuance of credits for the water bills/leaks that she understood were to be approved at the Board level and not at RRU’s discretion.
Mr. Wood was also asked to forward the amount of the OCSD billing to Ms. Girard’s office each month for inclusion in the financial statements.
XI. DIRECTORS REPORTS
Lori Ford advised that she had been in contact with the California Department of Water Resources regarding application of funds anticipated from OCSD to Camp Meeker DWR loans and had encountered some legal issues of concern. It was agreed that this item will be discussed at the August meeting.
XII. ADJOURNMENT
There being no further matters to be addressed by the Board; a motion was made by Fred Meyer 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 8:45 p.m.
Respectfully submitted,
CHERYL DORAN GIRARD
Rev. 7/8/2005