MINUTES

A. PLEDGE OF ALLEGIANCE

B. ROLL CALL

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

C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA

None

D. MINUTES OF PREVIOUS MEETINGS

1. October 12, 1999

Director Eads moved to approve the minutes of October 12, 1999 as written, seconded by Director Estabrook. Motion was passed unanimously by the members present.

E. SPECIAL PRESENTATION

None

F. PUBLIC HEARING

2. HEARING ON ABATEMENT EXPENSE

After General Manager Williams reviewed the Grass Lots abatement process for the season, President Skezas opened the public hearing at 7:03 p.m. Robert Houtz of Harrah Drive came forward to report that less grass seemed to be collecting in the gutters. However, he asked that the contractors be reminded to dispose of clippings properly. No lot owners came forward to protest the cost of abatement, and President Skezas closed the public hearing at 7:04 p.m.

Director Orth moved to adopt Resolution No. 1999-40, a Resolution Confirming the Cost of Abatement and Providing for the Collection on the Regular Tax Bill By the County of Mendocino. Director Eads seconded the motion, but asked for clarification of the last item on the list, item 4 on page 5, as more work was listed than just grass. General Manager Williams explained that this item was carried over from the previous year, when the Board removed it to clarify the costs. Director Estabrook asked how the lien amount of $235.62 was derived. General Manager Williams offered to research the situation and report back to the Board, so it was removed from the list pending further information.

Director Orth amended his motion to adopt the Resolution, removing item 4 on page 5. Director Eads confirmed his second, and a vote was taken as follows:

AYES: Directors: Eads, Estabrook, Orth, Skezas

NOES: Directors: None

ABSENT: Directors: Whitney

Resolution 1999-40 Adopted.

G. PUBLIC COMMENTS

None

H. ACTION AGENDA

3. ANNUAL REPORT ON USE AND OPERATION OF DISTRICT AMBULANCE

General Manager Williams pointed out one correction to the Staff Report, as the ambulance was acquired in 1998, not 1997. He provided additional details on expenses related to the operation of the ambulance, as well as the average number of volunteers responding to each incident. Fire Chief Thomen invited questions from Board members.

In response to Director Eads, Chief Thomen confirmed that Brooktrails was called to all of the incidents on the report as backup to Willits Ambulance.

Director Orth asked that future reports include the amount of time that Brooktrails acts as primary responder because Willits Ambulance is out of the area. He also asked for a detailed description of one particular incident, to demonstrate for the public that in life-threatening situations the department makes extraordinary effort.

General Manager Williams asked the Board to review Resolution 1998-39, and comment on the current policy for the use of the ambulance.

Director Whitney asked that on page 2 of the proposed Resolution, section "b" be added to item number 2, giving discretionary guidance to the Fire Chief, that reads: "Within Brooktrails Township Community Services District, the District ambulance may be dispatched and used when the District becomes aware of an emergency and the patient requires basic life support, and not advanced life support." Fire Chief Thomen confirmed for President Skezas that this would not conflict with the existing agreement with Willits Ambulance.

Director Eads asked that the liability issue be researched prior to adopting any such resolution. Director Estabrook suggested striking paragraph 2, as it repeats the last sentence of item 1, and that more information on billing, time, expenses, etc. be added to the report description, stated in item 3. He also suggested striking everything after "911 dispatcher" in paragraph 2a, which will become paragraph 1a after deleting paragraph 2.

President Skezas briefly outlined the 911 system and how our ambulance is dispatched, expressing his concern about the convoluted process. Director Whitney suggested asking for a written description of the process from the Sheriff's office, as he was under the impression that Howard Forest was also involved in the loop.

Board members agreed to schedule a future agenda item on the proposed resolution, pending an opinion on the liability issue from District Counsel Neary. President Skezas stated that he would like to clarify a comment made at the Candidates Meeting held on Monday, October 25th, wherein it was reported that only 2 people are dispatched to an emergency incident, as the Ambulance Report indicated the average number of respondents per incident is 7, including Fire Personnel. He then invited comments from the audience.

Leo Puentes, volunteer EMT and firefighter, came forward and thanked the Board for their kind comments. He described the process the volunteers go through when faced with the decision whether or not to transport a patient. He felt that Advanced Life Support service is something that is needed in the District.

Iris De Boar of Poppy Lane reported that a 911 dispatcher, who spoke at a recent Women's Club meeting, mentioned that Brooktrails Ambulance could be requested. The Fire Chief doubted the validity of that information.

Ginger Pohlson asked the Fire Chief about the Write off and Collections process, and asked the Board if they would stop responding to calls outside the District, if funds to do so were lacking.

Director Estabrook pointed out that the calls outside of the District bring in more revenues than calls inside the District.

Director Orth noted that Little Lake Fire District and Brooktrails depend on each other for backup, especially for accidents along the 101 corridor, as the responsibility is too great a burden for one District to carry on its own.

Bob Houtz voiced his support for the District's continued cooperation with the surrounding Fire Districts.

4. REPORT ON THE TABLE TOP DRILL HELD ON JULY 27, 1999

Fire Chief Thomen began his report with a list of attendees including representatives from Brooktrails, Neighborhood Watch, City of Willits, Willits PD, CDF, MESA, Little Lake Fire, Laytonville Fire, CHP, Mendocino County Sheriff's office, Willits Amateur Radio Society, Red Cross, MTA and PG&E. The scenario used was a fire starting in the Ridge Road area and spreading, over the course of several hours, to a populated section of Brooktrails. The drill focused on putting out the fire and evacuating people in danger. He felt that it demonstrated the need for Neighborhood Watch and the Sheriff's office to work together on evacuation, while the various fire agencies concentrated on fighting structure and forest fires. Another drill is planned for June, which will include the General Manager and the Superintendent of Utilities.

General Manager Williams stressed the need for improvement to the notification procedures, given the remote nature of the District. Suggestions included sirens, bullhorns, citizen's equipped with scanners, and automatic telephone notification system available through the local telephone company.

Director Eads suggested inviting representatives from the School District and the Hospital to the next drill.

Director Whitney felt that consideration should be given to the possibility of school buses running, and how that would affect the evacuation efforts. He stressed the importance of each agency having a clear understanding of their responsibilities. He asked that the cost of back up generators for each siren in the District be researched. He felt that BPOA and Neighborhood Watch should play an integral part in the process, and suggested that they be invited to the next drill as well as Alice Thomas, a former Planning Commissioner who resides in the District.

Director Orth suggested posting numbered signs on the gates of the evacuation routes that indicate "Private Property - No Trespassing - Emergency Evacuation Only."

Rich Venturi, former police officer with the County Sheriff 's Department, took the podium. He relayed his experience in "Incident Command Training," suggested development of a code system for sirens so resident can easily pinpoint the location of the fire, and suggested that Board Members as well as the General Manager attend the next drill. He also offered to participate in the drill as a citizen representative.

Ginger Pohlson, the Treasurer of BPOA, asked the Board for their assistance in sponsoring the citizen training class offered by MESA. Susan Monteleone suggested block parties or neighborhood gatherings as a way to get people involved and make them aware of where the evacuation routes for their neighborhoods are located.

Bob Houtz informed the Board that Adopt-a-Road has divided the District into 25 zones for their efforts, and suggested that those same zones could be used when planning for evacuation.

5. CONTINUED REVIEW OF HAZARD ABATEMENT STANDARDS FOR USE IN THE GREENBELT

General Manager Williams outlined the changes suggested by the Board at their meeting of September 14th. A modified list of standards was provided for the Board's review and comment.

Using a wall map, Fire Chief Thomen pointed out the areas of Greenbelt he felt should be abated during the winter months, utilizing CDF and CCC Crews and the proposed standards. The other option for the Board's consideration would be to apply the standards to the two test areas; along Lake Emily from Primrose to Lupine, or the area between Poppy Drive and Hawk.

Director Eads voiced concern about using a sensitive area near the Lake as a test area. He felt work should first be done in the Ridge Road area, as that is a high fire danger which should be dealt with. This would also improve visibility for drivers.

Director Whitney agreed with the recommendations of the Fire Chief. However, if crews are available after the Ridge Road area is done, he would like to next concentrate on the area northeast of Lake Emily near Lupine Drive, as that also is a high fire danger area. As far as the abatement standards, he asked that in item three, "10 foot spacing" be changed to "10 to 15 foot spacing", in item 4, that the second sentence deleted, and change the third sentence from "Thin trees 10 to 30 feet" to "Thin trees within 30 feet."

Director Estabrook agreed with the changes proposed by Director Whitney and with the concerns about the test areas raised by Director Eads but was uncertain as to how success in the test areas should be measured.

Director Orth voiced concern about the effect abatement of the Greenbelt will have on the wildlife habitat, and urged caution in that respect. He applauded the efforts of the Fire Department, CDF and the community, and noted that Brooktrails is well ahead of many other areas in fire prevention planning.

President Skezas asked that in item 5, the second to the last line, the word "remove" be changed to "cut." He summarized the Board's consensus to concentrate efforts first on the Ridge Road area, and postpone work in the test areas at this time.

6. ANNUAL REVIEW OF THE EVACUATION PLAN AND REPORT BACK ON THE COUNTY PLANNING COMMISSION'S OCTOBER 7TH REVIEW OF THE DISTRICT'S EVACUATION PLAN

General Manager Williams reported that the County Planning Commission reviewed the District's Evacuation Plan at their meeting of October 7th, and offered their suggestions for improvement.

The main point was that the plan needs to be simplified. Also, the maps need clarification and the Commissioners were concerned about the safety of the interior secondary routes through the Greenbelt, due to the fuel load. Other issues raised included establishment of more "Safe Zones", especially around the perimeter, signs directing people to the evacuation routes, and the renaming of the streets so that there are no duplicates. In closing, they commented that this is actually a County responsibility, as the evacuation routes are outside the District, and recommended that the Board of Supervisors establish a committee to address this issue.

Director Orth suggested using some version of the District's standard maps from the Specific Plan, as opposed to hand-drawn maps.

Director Estabrook agreed that signs are critical, both on gates and at major intersections, and that the routes should be named or numbered and clearly marked. Also, he would prefer written agreements with the property owners involved and elimination of any four-wheel drive and interior routes through the Greenbelt. He asked for follow-up on the possibility of opening Ridge Road, which could act as a major thoroughfare, but now divides the District. He asked for clarification of the function and determination of the "zones." Fire Chief Thomen explained that an area is labeled as a zone in order to evacuate people by zone, and to direct them to the best possible escape route.

As for simplification, Director Estabrook suggested rather than mailing everyone the same, thick packet, condensing and dividing the plan into something each household could hang on the wall or refrigerator for easy reference. He advised not to leave anything to the discretion of panicked citizens, rather provide detailed instructions when and where to go, and what to do, as well as what radio frequencies to monitor for instructions. Also, he felt that a distinction needs to be made between an escape route and a second access.

Director Whitney was concerned about the County's comment regarding "condemning" the evacuation routes, as he felt that was unnecessary. He asked for a legal opinion to clarify the authority of public safety officials to access private property to provide for evacuation. He also wanted to know if a verbal agreement with a private property owner constitutes an implied dedication for public use.

He agreed with Director Estabrook that each household should be given a small, laminated card for their zone, and suggested that the full evacuation plan be kept in a three ring binder at the District office, and the Fire Department, as well as full copies provided to the BPOA, and the Neighborhood Watch.

Director Eads pointed out that people have a tendency to "follow the leader." It is the District's responsibility to keep the flow of traffic moving in the proper direction, and pre-printed signs will assist in that effort. He stated that he would like the maps to better indicate the terrain.

President Skezas then invited comments from the audience.

Rich Venturi took the podium and suggested the Board look into the use of "crash gates." Bob Houtz, voiced his opinion on the adequacy of the evacuation routes. Ginger Pohlson and Chuck Anderson voiced concerns that outside agencies would not be aware of the zones.

I. SPECIAL REPORTS - THE GENERAL MANAGER

i. Significant Correspondence received since last meeting:

Director Whitney submitted a letter by fax suggesting improvements to the District's Policy Manual of Ordinances and Resolutions.

A letter was received from the County Code Enforcement Officer in response to a complaint filed by the District on the grading of the Kohler property above Birch Street. Director Whitney voiced strong concerns about the County's lack of a Grading Ordinance, and apparent inability or unwillingness to intercede, and asked that the matter be pursued through the Water Quality Control Board and the Department of Fish & Game.

Director Orth suggested sending a letter to the County Grand Jury, who has dealt with the lack of Grading Ordinance issue in the past.

ii. Personnel

iii. Finance

The General Manager provided an update on Measure C, the Fire Tax Increase. He provided responses to questions raised by citizens at the candidates meeting, and questions included in a flyer that was posted on the Community Center bulletin board. He also provided an explanation to recent inquires about the basis of the tax rates. President Skezas reviewed the proposed tax increases for the audience members.

iv. Planning

A Summary of Lot Mergers and Donations to date was provided for the Board's review, demonstrating a reduction of 97 lots over the last two years.

A follow up memo provided results of past testing for radioactivity, and the cost of testing the water for Radon.

v. Possible upcoming agenda items

vi. Other

General Manager Williams reported that the work in Dutch Henry Creek is now complete, as well as the Streambed work in the Golf Course and the restoration of the spawning beds.

J. PUBLIC COMMENTS

None

K. CLOSED SESSION - District Office, 24860 Birch Street

At 10:25 p.m. the Board of Directors adjourned to closed session pursuant to Government Code Section 54957, pertaining to annual performance review of General Manager and District Counsel.

ADJOURNED TO CLOSED SESSION at 10:25 p.m.

RECONVENED to open session at 11:35 p.m.

General Manager Williams stated that the Board had formally approved the Fifteenth Amended Agreement with the District Counsel extending his service for an additional year. Also, the General Manager's contract had been renewed for an additional year, with provisions for salary adjustments and compensation in the event of resignation.

L. ADJOURNMENT

Director Orth moved to adjourn and President Skezas declared the meeting of October 26, 1999 closed at 11:37 p.m.

PAUL A. WILLIAMS

Secretary to the Board of Directors

GEORGE C. SKEZAS

President