Minutes Of the
Regular Public Meeting
Of the
Board of Directors of the
Camp Meeker Recreation and Park District
Tuesday, March 17, 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 7:00 p.m.
II. Roll Call
Directors Anderson, Crawford, Helfrich, and Lemmer were present. Director Meyer was not present.
III. Approval Of Agenda
A motion was made by Gary Helfrich, seconded by Cathie Anderson to approve the agenda as written.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
IV. Statements Of Abstention
There were no statements of abstention.
V. Public Comment
There was no public comment.
VI. Consent Items
A. Approval of Minutes
1. Minutes of February 17, 2009
A motion was made by Gary Helfrich, seconded by Amy Lemmer to approve the February 17, 2009 minutes as submitted.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
B. Payment of Claims
Hal Wood advised that the billing from RRU for chemicals should not have been sent, as these supplies are included in his contract. Therefore, a motion was made by Cathie Anderson, seconded by Gary Helfrich to approve Warrant requests G2008/2009-010 (R&P fund) $2,975.73, W2008/2009-009 (Water) $9,827.95, and D2008/2009-002 (Dam Restoration) $12,597.37
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
Camp Meeker Recreation & Park District
Board Meeting Minutes
March 17, 2009
Page Two
VI. Consent Items (continued)
C. Dam Project: Federal Reserve Draw
Ms. Doran-Girard presented a NOAA Funding report as of March 12, 2009. A motion was made by Cathie Anderson, seconded by Gary Helfrich to approve the transfer of funds in the amount of $12,597.37 from the Federal Reserve (NOAA Funding) to the Dam Removal fund at the Sonoma County Auditors office. The Board directed staff to contact the District’s auditor, Larry Johnson, CPA regarding the need for a resolution authorizing staff to complete the computer transactions with the Federal Reserve. Do we need to include this on our agenda for 4/21?
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
D. Administrative and Financial Report
Ms. Doran-Girard advised the Board what correspondence had been received during the previous month including the need for Board members, staff and consultants to complete Form 700 on the forms provided to Directors and return to the District office prior to April 1. She advised that Attorney Manwell’s form has been received, and Ms. Lemmer completed the appropriate form for this year upon taking office. Mr. Wood advised that his form has been sent to the County Clerk’s office. She further updated the Board regarding pending administrative tasks.
VII. ACTION AGENDA
A. UPDATE: DAM REMOVAL/CREEK RESTORATION PROJECT
DESCRIPTION: Lisa Hulette presented the artist rendering of the completed project and advised that the state funding is still frozen although there may be stimulus funding via NOAA. Permits for the project are in process. The project is exempt from a grading permit. Gary Helfrich recommended that the Request For Proposal process go forward. Lisa Huelette advised that two Board members attend the GRRCD Board meeting in May or June. Gary Helfrich and Fred Meyer will attend the GRRCD Board meeting. An April 11 community meeting will be held and noticed in accordance with Brown Act requirements.
ACTION: A motion was made by Gary Helfrich, seconded by Cathie Anderson to instruct GRRCD staff to proceed with the RFP for the Dam Removal project.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
B. WATER CONSERVATION REPORT
DESCRIPTION: The status of research of water conservation issues including rates and incentives for conservation was discussed including proposed events. The Board agreed that any flyers list the CMRP District as sponsor. These are community information forums and not meetings where actions will be taken. Any matters that arise as a result of the events that are Board related and review/action must be presented in the more formal setting with a presentation to the Board at a Brown Act noticed meeting.
Camp Meeker Recreation & Park District
Board Meeting Minutes
March 17, 2009
Page Three
B. WATER CONSERVATION REPORT (Continued):
ACTION: A motion was made by Amy Lemmer, seconded by Gary Helfrich that the Board provide funding for water conservation events at a cost not to exceed $400.00 per event.
Reimbursement will be contingent upon presentation of receipts. The cost of a mailing list is approved.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
C. CHILDREN’S ACTIVITIES CMVFD PANCAKE BREAKFAST MAY 24, 2009
DESCRIPTION: The Camp Meeker Volunteer Fire Department requests $500.00 to cover the costs of children’s activities at their annual Pancake Breakfast to be held on
May 24, 2009.
ACTION: A motion was made by Cathie Anderson, seconded by Amy Lemmer that the Board provide $500.00 in funding for children’s activities at the Camp Meeker Volunteer Fire Department Pancake Breakfast scheduled for May 24, 2009.
The motion was approved. Ayes: 4 Noes: 0 Absent: 1
D. BUS SHELTER RENOVATION PLAN AND SOURCES OF FUNDING
DESCRIPTION: The Board was to review the plan for rehabilitation of the existing bus shelter below the post office area, costs of rehabilitation and discuss sources of funding.
ACTION: This item was tabled until the April meeting and no action was taken.
E. NEWSLETTER PREPARATION AND APPROVAL
DESCRIPTION: The Board discussed progress of the “new” version of the CMR&P newsletter and related issues. It was agreed that content would be completed by the end of March and should include events, announcements and a report on the progress of the Dam project. All content should be forwarded to Cheryl Doran-Girard for sending on for “mock-up” by March 31.
F. UPDATE BOARD TASK LIST
DESCRIPTION: Anderson Hall. In discussion it was agreed that formal bids must be received for the updates to the kitchen area with advertising to be done locally and a signed contract in place prior to construction. The tasks for the contractor would be to a) prepare plans, and b.) obtain appropriate permits. Cathie Anderson will contact the county re: permitting requirements as part of preparing a scope of work for a contractor.
VIII. MONTHLY REPORT OF WATER SYSTEM OPERATOR
DESCRIPTION: Hal Wood, Water System Operator reported that loss was 10% for the last two months. Additionally he informed the Board that six accounts will probably require initiation of the lien process and registered letters will be brought to the Board at the appropriate time for action.
Camp Meeker Recreation & Park District
Board Meeting Minutes
March 17, 2009
Page Four
IX. DIRECTORS REPORTS
Gary Helfrich reported that the St. Dot’s Chapel Property and Tax Sale Parcels are on hold. He will discuss water hauling with Hal Wood and report in April.
Amy Lemmer will update at a later Board meeting on Disaster Evacuation Plan and Chipper Day.
Gary Helfrich suggested that discussions regarding wastewater be initiated with SCWA as the District is presently “out of the loop” with respect to wastewater issues at the County level. President Crawford agreed to follow up on this item with the appropriate staff.
President Crawford will meet with Supervisor Carillo prior to the April 11 Dutch Bill community meeting.
Cathie Anderson advised that she had allowed a local radio station to use the hall as a donation and requested that the District office be cleared. Gary Helfrich said that the generator shed will be completed in April and the issue will be resolved at that time.
Aimee Crawford briefly discussed State Parks’ funding opportunities for Phase II of the beach area improvements.
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 9:00 p.m.
Respectfully submitted,
Cheryl Doran-Girard
Rev. 4/17/2009