Minutes Of the
Regular Public Meeting
Of the
Board of Directors of the
Camp Meeker Recreation and Park District
Tuesday, June 30, 2009, 7:00 pm
DISTRICT OFFICE, 5240 BOHEMIAN HIGHWAY
(NEXT TO FIREHOUSE)
CAMP MEEKER, CALIFORNIA
I. Call To Order
The meeting was called to order by President Crawford at 7:02 p.m.
II. Roll Call
Directors Crawford, Helfrich, Anderson and Meyer were present. Director Lemmer was absent.
III. Approval Of Agenda
A motion was made by Fred Meyer, seconded by Gary Helfrich to approve the agenda as written.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
IV. Statements Of Abstention
Aimee Crawford advised that she would be recusing herself during the discussion of Action Agenda Item B, related to the Dam Removal/Creek Restoration Project.
V. Public Comment
There was no public comment.
VI. Consent Items
A. Approval of Minutes
1. Minutes of May 19, 2009
A motion was made by Gary Helfrich seconded by Cathie Anderson approve the
May 19, 2009 minutes as submitted.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
B. Payment of Claims
A motion was made by Fred Meyer, seconded by Gary Helfrich to approve warrant requests G2008/2009-013 (R&P fund) $3,901.43, and W2008/2009-012 (Water) $9,778.36.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
C. Approval of Journal Entries
There were no journal entries.
D. Approval of Federal Funds Transfer
There was no Federal funds transfer.
Camp Meeker Recreation & Park District
Board Meeting Minutes
June 30, 2009
Page Two
E. Administrative and Financial Report
Ms. Doran-Girard reported the County's year-end document submission due date is
July 17 and the Flat Charge due date is August 10. It may be necessary to schedule an additional public hearing to accommodate publication scheduling and the required public hearing prior to approval.
VII. MONTHLY REPORT OF WATER SYSTEM OPERATOR
DESCRIPTION: Hal Wood advised that due to the warm weather, the pump has been running ten hours each day. Recently the access drive to the well site was blocked with construction debris. Although it is not Camp Meeker property, Mr. Wood contacted Steve Baxman regarding the power pole and he anticipates it will be removed by the weekend. Loss production for the water system is 7%.
VIII. ACTION AGENDA
A. PRESENTATION: COMPOSTING TOILET PROGRAMS
DESCRIPTION: Cordell Stillman of the Sonoma County Water Agency provided information regarding a two-year pilot composting toilet program that will be conducted with possibly three to four households in Occidental. Additionally he updated the Board on the sewer situation in Occidental with respect to the Regional Board and a mutual agreement to refer the situation to the California Attorney General in hopes of finding an acceptable solution. Discussion ensued.
ACTION: This was a discussion item only. No action was taken.
At 7:30 p.m. Director Crawford left the meeting.
B. UPDATE: DAM REMOVAL/CREEK RESTORATION PROJECT
DESCRIPTION: Lisa Huelette provided the Board with a review of the progress of the bid tour with four contractors and the subsequent bids received. The GRRCD Board approved the bid submitted by Prunske, Chatham which was the low bid. There was considerable discussion regarding the large disparity between the other bidders and the PC bid as the PC bid was $200,00 lower. The Board is concerned that about shoddy work or an inability to complete the project due to lack of funds to complete. After considerable discussion it was agreed that the Camp Meeker subcommittee will meet with PC to resolve concerns.
ACTION: Gary Helfrich will contact Lisa Huelette to arrange a meeting with Prunske Chatham and the Camp Meeker sub-committee.
Aimee Crawford returned to the meeting at 7:54 p.m.
Camp Meeker Recreation & Park District
Board Meeting Minutes
June 30, 2009
Page Three
C. APPROVAL OF LIEN PROCESS-DELINQUENT WATER CUSTOMERS
DESCRIPTION: Hal Wood advised that the lien code requires a resolution be approved for each of the lien documents prior to signature for delinquent water customer accounts. These resolutions had not been written into this month's agenda.
ACTION: Draft resolutions will be provided to the District and scheduled for approval at the July meeting and a motion was made by Fred Meyer, seconded by Cathie Anderson to direct Hal Wood to complete the appropriate steps to file the liens.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
It was agreed that Agenda items F and G would be moved forward on the agenda to accommodate Mr. Wood's schedule.
A motion was made by Gary Helfrich seconded by Fred Meyer move action items F & G forward on the agenda.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
F. TEMPORARY REQUEST FOR WATER AND USE OF FIRE HYDRANTS IN
CAMP MEEKER BY ALLIANCE REDWOODS
DESCRIPTION: The Board discussed a request from Alliance Redwoods to provide water on a temporary basis for construction activities. Hal Wood suggested a deposit of $1,000.00 and the setting up of a monthly billing for water with a three month limitation. The purpose of this would be to accommodate construction only.
ACTION: The Board directed Mr. Wood to advise Alliance Redwoods and their construction company that this is a temporary request is granted for construction only.
A motion was made by Fred Meyer seconded by Gary Helfrich to grant Alliance Redwoods temporary request for water and use of fire hydrants for construction purposes only pending the receipt of a deposit of $1,000.00 with a monthly billing. The District will return any unused deposit amounts at the conclusion of usage.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
G. ABANDONED UTILITY POLE-MONTE RIO
DESCRIPTION: The Board received correspondence from Doreen Atkinson, Monte Rio resident, regarding a utility pole that she felt was installed for use in the construction of the Camp Meeker Water system. Ms. Atkinson requested that the District be responsible for removal of the pole, as it has become an eyesore to the town of Monte Rio. Mr. Wood advised early in the meeting that the pole is not Camp Meeker related and will be removed by Steve Baxman shortly. Ms. Atkinson also complained about the water system electric cabinet being an eyesore. The Board suggested that Ms. Atkinson contact the Redevelopment agency regarding some kind of camouflage in that area.
ACTION: The Board took no action on this matter.
Camp Meeker Recreation & Park District
Board Meeting Minutes
June 30, 2009
Page Four
D. WATERFALL PARK/BOHEMIAN RANCH LETTER OF SUPPORT
DESCRIPTION: Director Crawford presented a letter of support for the Waterfall Park/Bohemian Ranch Project. Discussion ensued. Gary Helfrich stated that Camp Meeker would be willing to partner with the project partners. This would be a perfect partnership in the neighborhood.
ACTION: A motion was made by Fred Meyer, seconded by Cathie Anderson to authorize Aimee Crawford, Board President to forward a letter of support relative to the Waterfall Park/Bohemian Ranch project.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
E. AUDIT ENGAGEMENT APPROVAL FISCAL YEAR ENDING JUNE 30, 2009 5 min
DESCRIPTION: The Board reviewed proposed audit services to be provided for the fiscal year ending June 30, 2009 by Larry Johnson, CPA and discussed the engagement of Mr. Johnson to complete the audit for the fiscal year ended July 30, 2009.
ACTION: A motion was made by Fred Meyer, seconded by Gary Helfrich to approve audit engagement letter detailing services to be provided by Larry Johnson, CPA for the fiscal year ending June 30, 2009 at a cost of $8,150.00.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
H. OUTREACH ISSUES: NEWSLETTER PREPARATION AND APPROVAL AND SIGNAGE PROJECT 10 min
DESCRIPTION: The Board discussed progress of the “final” version of the CMR&P newsletter and agreed that the newsletter will be produced in black and white to reduce costs. Fred Meyer will provide printing services. Articles will be forwarded to Jeff Rusch by Cathie Anderson, Gary Helfrich and Dani Sheehan-Meyer.
ACTION: The Board directed that the newsletter be prepared for mailing and labels produced from the list developed by AD-vantage Marketing.
I. ALLOCATION OF FUNDING FOR LANDSCAPE DESIGN CONSULTANT FOR
BEACH AREA
DESCRIPTION: The Board discussed options for designing a landscape and
recreational improvement plan for the beach/firehouse area. Fred Meyer reviewed
the need for clean-up and improvements in the beach area. This would include the
re-siting of the firehouse which could serve as a central meeting place for the
community. Discussion ensued.
ACTION: The Board agreed that this issue would be further explored to determine
specific contractors, costs and funding and will be reviewed in July.
Camp Meeker Recreation & Park District
Board Meeting Minutes
June 30, 2009
Page Five
J.ST. DOROTHY’S CHAPEL PARCEL TRANSFER
DESCRIPTION: Director Helfrich reported on the progress of the transfer of the chapel parcel ("easement") owned by Camp Meeker to St. Dorothy’s.
ACTION: A motion was made by Fred Meyer, seconded by Cathie Anderson to authorize Director Helfrich to take the steps needed to effect the transfer to St. Dorothy’s.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
K. RESOLUTION 2009-006 REVIEW OF INSURANCE COVERAGE LIMITATIONS FOR
THE FISCAL YEAR 2009-2010; AND, APPROVAL OF COVERAGE LIMITATIONS AND CARRIER PAYMENT.
DESCRIPTION: The Board reviewed insurance coverage limitations by SDRMA for the fiscal year 2009-2010 and coverage limitations as well as the carrier fees for various levels of coverage.
ACTION: : A motion was made by Fred Meyer, seconded by Gary Helfrich approve Resolution 2009-006 describing the proposed purchase liability insurance from SDRMA for the coming year with coverage limitations of 5 million dollars at a cost of $6,078.96.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
IX. DIRECTORS REPORTS
Cathie Anderson reported that a grease trap is needed at Anderson Hall. The cost of materials is estimated at $300.00 plus the costs to install by a plumber.
X. ADJOURNMENT
As there was no further business to be brought before the Board at this time, a motion was made by Gary Helfrich, seconded by Cathie Anderson to adjourn the regular meeting of the Board of Directors of the Camp Meeker Recreation and Park District.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
The meeting adjourned at 8:55 p.m.
Respectfully submitted,
Cheryl Doran-Girard
Rev. 7/14/2009