MINUTES

The Board of Directors of Brooktrails Township Community Services District
met in regular session on March 9, 1999 at 7:10 p.m. in Brooktrails Community Center.


A. PLEDGE OF ALLEGIANCE

B. ROLL CALL

Roll call showed the following Directors present: Eads, Whitney, Estabrook and Orth. Also present were General Manager Williams and District Counsel Neary.

C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA

Presiding Officer Orth placed "Public Comment" as item "E", immediately following "Minutes of Previous Meetings."

D. MINUTES OF PREVIOUS MEETINGS

February 23, 1999

1. Director Eads made a motion to approve the minutes of February 23rd, motion seconded by Director Whitney. Director Estabrook requested a revision to the third paragraph of page 2838, adding the sentence "Director Estabrook stated that according to the Specific Plan, the proposed location of the second access is based upon the assumption that the bypass would not be built. If the bypass were built, the preferred location would be the Northern route." Director Whitney then requested that a sentence be added to the first paragraph of page 2838 which states "Director Whitney inquired as to how the PDT Committee was created and who will make the final decision on the preferred alternative as it relates to the Willits Bypass. Ms. Ashley responded by describing the composition of the PDT and indicated that the Regional Director would make the final decision on the preferred alternative." Both the maker of the motion and the seconder agreed to the additions, and the motion carried unamiously by a vote of the members present.

E. PUBLIC COMMENTS

Dolores Vennum of 1806 Clover Drive complained about the condition of the Brooktrails Lodge, particularly the building damaged by the large tree over four years ago. She urged the Board to do whatever they could to help clean up the condition of the property.


F. SPECIAL PRESENTATION - TERRY E. KRIEG, CPA

2. Deferred until Mr. Krieg's arrival.

3. FIRE DEPARTMENT ANNUAL REPORT FOR 1998
Chief Thomen presented his Annual Report for Calendar Year 1998 (copy attached). He provided a lengthy description, page by page, of the information provided in the report. He highlighted that the number of runs was up slightly from last year, and that the major runs related to medical calls. He pointed out a significant reduction of vegetation fuel load in the greenbelt and used a color map to describe the areas abated in 1998. He noted that CDF has recently provided even more crews, which he hoped would result in even more work being done in the greenbelt this year. Director Estabrook asked that next year's report include additional graphs for comparison purposes, since the records have been maintained since 1987. Presiding Office Orth commended the Fire Chief on the information provided and indicated that the report was accepted. Chief Thomen then introduced Fire Prevention Officer Daryl Schoeppner who demonstrated the abilities of his search and rescue dog in training, Eddie. He described the process involved in training such an animal. He indicated that the majority of the cost for the care and training was being provided by the Fire Fighters Association and himself. A fund has been set up, and he described in detail the contributions made to date, including veterinarian services and health insurance provided by local donations. Presiding Officer Orth and the other Board members commended Fire Prevention Officer Schoeppner for his efforts to provide this additional service to the District.

2. TERRY E. KRIEG, CPA

Terry E. Krieg, CPA presented the annual audit for 1997-1998. He highlighted the revenues received and the expenses incurred in the various funds and pointed out that year end, in terms of cash available, totaled $23,925. He then responded to questions by Board members, relating to various aspects of the audit. Director Whitney pointed out that the line of credit from the Bank of Willits was now paid off and no longer being used. Director Estabrook inquired about the special transfer shown under the general fund. Mr. Krieg indicated that the transfer went to the golf course, meaning that the golf course was subsidized by the general fund in the amount of $24,000. Presiding Officer Orth pointed out that the District had just adjusted all of the rates, including the Water Fund, to provide for both operating costs and depreciation. The Board had long been aware that there was a need to do so, but was awaiting the completion of the Specific Plan before moving forward with adjustments to accommodate major capital replacement in the future. He then accepted the audit and thanked Mr. Krieg for his work. Mr. Krieg then reviewed the management letter and commented that the District kept good financial records. Director Whitney inquired about the comment concerning the green fee receipts. General Manager Williams pointed out that the auditor had recommended that we utilize pre-numbered green fee receipt forms. However it was decided that one form per day would be used. Mr. Krieg confirmed that this system did alleviate his concerns. After a brief question and answer session, Presiding Officer Orth accepted the letter and thanked Mr. Krieg for his presentation. Director Eads commented that the manner in which the audit was presented each year was very readable and indicated his appreciation to Mr. Krieg.

G. ACTION AGENDA

4. REVIEW OF PROPOSAL FROM LASALLE NATIONAL BANK TO RE-FINANCE THE DISTRICT'S WATER LOAN

General Manager Williams explained that, in response to our letter to Assemblymember Virginia Strom-Martin, her staff had contacted us and offered referrals of two non-profit organizations that do financing for infrastructure. He followed up with those two organizations and found that they do not fund refinancing but did receive a recommendation to contact LaSalle Bank. He further indicated that he had checked with a number of other agencies that had refinanced through LaSalle Bank, and received positive comments about their proposal. Their proposal is to refinance the Clean Water Loan, totaling almost $600,000, at 5.25% which is a reduction from the present rate of 7.4%. The upfront costs were expected to be approximately $17,500, however in checking with Bond Counsels which were estimated at $10,000, it was found that they may be more in the range of $5,000, so the upfront costs could end up being less than $10,000. The lowering of the interest rate would save the District over $100,000 over the life of the loan, and there would be one less payment to be made. He then described the expenses related to the loan conversion. Director Eads asked if there were any points charged, to which General Manager Williams replied that there were not. Director Eads made a motion to authorize the General Manager to expend up to $17,500, and to move forward with the refinancing of the Water Loan through LaSalle National Bank. That motion was seconded by Director Estabrook and carried unanimously by the members present. General Manager Williams stated that, under the present schedule, the formal paperwork would be presented at the next Board meeting.


5. REVIEW OF E-MAIL RECEIVED FROM AUBREY MAYNARD REGARDING TRASH, AND SUGGESTIONS RECEIVED FROM JERRY WARD OF SOLID WASTES OF WILLITS

General Manager Williams reviewed the E-Mail sent by Aubrey Maynard, head of the BPOA Adopt-A-Road program. He pointed out that District staff had reviewed the complaints regarding debris along the roadway and found most of it had been removed either by the residents or the County. He also indicated that he had forwarded a copy of Mr. Maynard's letter to Jerry Ward of Solid Wastes of Willits, the District's franchisee. Both Mr Ward and Mr. Maynard were present in the audience. Presiding Officer Orth asked Mr. Maynard if there was anything that he wanted to add to his E-mail. Mr. Maynard did not have any additions and stated his appreciation of being invited to listen to the discussion. He looked to the Board for solutions to this growing problem of trash on the roadways. He reported that specific areas, such as Buckeye, cause the volunteers to indicate to him that they would not pick up trash in those areas. Presiding Officer Orth asked Mr. Ward if he had any additional comments. He indicated that Solid Wastes of Willits had added a note to their recent bills to point out the problems and to encourage the use of bungie cords on the trash can lids. He also discussed some of the problems the longtime pickup person, Chuck Williamson had encountered within the District, particularly with regards to the types containers used. Some do not hold up to the cold weather or have tight enough fitting lids, and the bottoms break out fairly readily. Director Eads stated he felt that this should be left to the responsibility of individual residents. As a longtime self-hauler, he has had to deal with animals and/or wind causing the trash to be strewn around his property. He felt that the District should not get involved in developing any ordinances as they would then have to enforce such regulations. Director Whitney thanked Mr. Maynard for bringing this matter to the attention of the Board. It was his experience that there were problems in specific areas and that some options do exist to address this problem. Director Estabrook referred to Ordinances 76 and 103 and indicated that in his opinion the District has the ability to deal with trash problems as a nuisance. He suggested that perhaps a minor modification to the ordinances to define more specifically what constitutes a nuisance may be necessary.

Presiding Officer Orth indicated that since the Solid Waste franchise provided revenue to the District that we might offer bungie cords free to all users of the waste services. Mr. Ward indicated his willingness to distribute the bungies to the clients as a part of the pick up process. General Manager Williams suggested that MSWA does pick up trash strewn on undeveloped properties and that could be one option to consider. He then requested a break to change the tape.

As a solution to the problem of unsightly trash at multiple family units, Director Whitney suggested making dumpsters mandatory and screening the dumpster enclosure area. Director Estabrook inquired about trash can standards. Mr. Ward explained that because of the wide variety of cans available on the market today there is no set standard. They prefer the Rubbermaid 30 gallon cans that are both functional and secure. If the route driver has a problem with a type of can he can usually resolve it directly with the customer. Director Eads asked that staff research and schedule a future agenda item on the possibility of adding a stipulation to the acquisition of a business license, required for multi-family dwellings, that would require the owner to provide a dumpster for tenants.

6. REVIEW AND APPROVAL OF FINAL MOCK-UP OF ANNUAL NEWSLETTER

General Manager Williams explained that the BPOA has included their insert, and all previously requested changes have been made. Because of lack of hard drive space on the server, we were unable to scan pictures as hoped.
District Counsel Neary clarified the provisions of the County Ordinance concerning loose dogs and suggested changing the wording in the comment about the leash law to read "under control" as opposed to "on a leash."
Director Whitney asked that the telephone number appear on the back and that leaking toilet tanks be included in the section about water conservation.

7. REVIEW OF PLANNING ISSUES IN RESPONSE TO LAFCO LETTER OF 02/12/99

General Manager Williams suggested a response stating that Brooktrails does not anticipate any change of boundaries or annexations in the next two years. He noted that the current Utility Ordinance states that no parcel annexed after April 24, 1986 will be provided with utility connections. Director Whitney asked that the second access/Sherwood Road improvements issue be mentioned in the reply because of the effect it is expected to have on growth.


8. REVIEW OF THE ANNUAL REPORT OF OFFICER AND EMPLOYEE EXPENSE REIMBURSEMENT
General Manager Williams explained that this report of reimbursements to employee is required to be made public each year and that we do so by presenting it at a public meeting. Acting Chairman Orth declared the report received.

H. SPECIAL REPORTS - THE GENERAL MANAGER.

i. Significant Correspondence received since last meeting:

A letter from Director Whitney concerning the Willits Bypass was included in the Board packet. Director Whitney provided a brief explanation of the charts included.

ii. Personnel

iii. Finance

Warrants for February and current Accounts Payable were reviewed by the Board. Board members were pleased with the new format of the report.

iv. Planning

Answers to questions raised at the annual planning meeting were provided by means of a memo to the Directors.

v. Possible upcoming agenda items

vi. Other
The BTCSD Website address was provided and the December 2, 1998 Safety Committee Minutes were received.


I. PUBLIC COMMENTS

Robert Terry suggested that the K-9 program be added to the budget, with a possible contribution by the BPOA and asked if BPOA could be added to the District Webpage as well as a possible link.

J. ADJOURNMENT

Director Estabrook moved to adjourn and Acting President Orth declared the meeting of March 9, 1999 closed at 9:40 p.m.

PAUL A. WILLIAMS
Secretary to the Board of Directors

CHARLES A. ORTH
Vice President