The Board of Directors of Brooktrails Township Community Services District
met in regular session on September 14, 1999 at 7:00 p.m. in the Brooktrails Community Center.
A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Eads, Whitney, Estabrook, Orth and Skezas. Also present were General Manager Williams and District Counsel Neary.
C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
D. MINUTES OF PREVIOUS MEETINGS
1. August 24, 1999
Director Orth moved to approve the minutes of August 24, 1999, asking that on page 2911, agenda item number 7, the word "tonnage" be changed to "yardage." The motion was seconded by Director Eads and passed unanimously.
E. SPECIAL PRESENTATION
President Skezas introduced Alison Whitney, Water Conservation Specialist employed with the City of Santa Barbara for the last ten years. She explained that the City of Santa Barbara has had a long term conservation program since the mid 1970s, during which time water usage has dropped to an average of 13,000 acre feet per year, with a low of 9,500 acre feet during the worst drought year.
Part of the conservation program includes educating people about "water wise" landscaping techniques, efficient irrigation, and the use of graywater. She provided copies of the California Graywater Guide which outlined the standards set by the State, and copies of the results of a study conducted by East Bay MUD and the City of Santa Barbara on the subject. She offered a brief explanation of the process, noting that it is best to install the system in new construction, as it adds little to the cost. Also, the system can be set up to gravity feed, eliminating the need for a pump.
Director Orth suggested, as an incentive, offering a reduction in connection fees to builders that install a graywater system.
After a brief question and answer session, the Board members thanked her for her informative presentation.
F. PUBLIC HEARING
G. PUBLIC COMMENTS
H. ACTION AGENDA
2. FOLLOW-UP REPORT ON REMAINING LOTS FROM THE GRASS LOT ADVERTISING
General Manager Williams explained that at the last meeting the Board awarded the contract for the clearing of 23 grass lots. The remaining lots have been inspected and approximately 15 have been completed by the property owners. He recommended that the Board address the remaining lots in the regular cycle for wooded lots which begins in October, as the cost would be considerably less if the material did not have to be chipped. He also reported that progress continues to be made on the three Lodge lots.
Director Eads expressed his concern about the Board endorsing burning as a method of disposing of the material, which is in contrast to their position on the use of wood stoves.
Director Whitney asked that a more thorough report of work done on each lot abated in the past. He suggested developing a checklist for the Fire Prevention Officer to assist the Fire Department in pinpointing fire hazards.
In response to Director Eads' comment about burning, Director Estabrook asked for a future agenda item to review existing burn policies and enforcement responsibilities of the District and the Air Quality Service.
Director Orth stated his support of the staff recommendation to defer the remaining lots to the next cycle. President Skezas accepted the report.
3. REVIEW OF MATERIAL TO BE PRESENTED TO THE COUNTY PLANNING COMMISSION
General Manager Williams reported that the County Planning Commission, by letter, requested that a representative from Brooktrails attend the October 7th meeting to report on the District's Evacuation Plan. He summarized the material to be furnished to the Commission, copies of which were provided for the Board's review. Also at the meeting a representative from the County Department of Transportation is scheduled to report on the status of the second access.
Director Eads felt that the District had adequately made the Evacuation Plan available to the community, and should be given the opportunity to address concerns of the Board of Supervisors hand-to-hand.
Director Whitney asked for a report on the recent Table Top Drill, to review the problems with the Evacuation Plan that were discussed at that meeting. He expressed aggravation that the Planning Commission considered a building moratorium on Brooktrails pending development of an emergency access route.
Director Estabrook appreciated the fact that the County Planning Commission was taking an interest in the District's Evacuation Plan and proposed asking them for any suggestions for improvements. He also encouraged review of the plan as an annual agenda item for the Board.
Director Orth pointed out that the Planning Commission's suggestion of a building moratorium sends a clear message to State and CalTrans officials that the need for a second access to Brooktrails is of great concern at the County level. He looked upon this as an opportunity to convince the County Department of Transportation that they are the lead agency for development of such a road. Director Eads asked that a cover letter be sent with the materials which clearly states the Board's position that the County is the lead agency. President Skezas suggested adding "we look to the local agency" before "the County Department of Transportation" on the bulleted list of "Major Points for Presentation to the County Planning Commission."
Present Skezas noted that constant effort has been made over the years to upgrade and improve the Evacuation Plan. He felt that the minutes of the Planning Commission meeting indicated some confusion between the second access and emergency access. However, the letter made it clear that the Commission is aware who is the lead agency, as the Department of Transportation was asked to report on the status of the second access, and the Brooktrails representative was asked to report on the Emergency Evacuation Plan.
Director Estabrook asked that "and ask for questions and comments" be added after "Answer questions" on the bulleted list of "Major Points for Presentation to the County Planning Commission."
4. CONTINUED REVIEW OF THE SUGGESTED STANDARDS FROM CDF FOR MAINTENANCE OF PORTIONS OF THE GREENBELT
General Manager Williams summarized the recommendations received from the CDF Forester, and the work done in the two test areas.
Director Eads felt it was unclear if the purpose of the maintenance was for protection of homes or protection of the forest, as different areas require different sets of standards depending on development. He reaffirmed the District's intent to protect structures, not to thin the forest, and felt the standards should be more specific.
Director Whitney agreed, suggesting maintenance efforts begin near houses and trails and work out from there, leaving the interior forest areas alone, assessing the results of the work in the spring.
Director Estabrook expressed agreement with Directors Eads and Whitney. He was opposed to extensive clearing of the Greenbelt and concerned that clearing 30 feet from the road way could cause erosion. He asked for monitoring of the test areas for the effects on wildlife and for sedimentation in the watershed.
Director Orth stressed the need for long term management of the forest and the watershed for the benefit of both wildlife and the residents.
President Skezas summarized the Board's position to not approve the standards from CDF, but to continue to use the standards currently in place, monitoring the test areas for possible modification in the future.
5. CONSIDERATION OF A NEW SAFETY PLAN
General Manager Williams explained that the District's Worker's Comp Insurance carrier has provided this "boiler-plate" Injury and Illness Prevention Program plan for use as a starting point, to be changed and expanded to meet our specific needs. Ginger Pohlson, a member of the Safety Committee who was present in the audience, outlined the procedure the committee used in compilation of the plan.
Director Whitney suggested removing the word "sexual" from the harassment section, and including sexual orientation as one of the types of discrimination prohibited under the policy. He felt that harassment should also be included in the Personnel Policy and felt that each employee should sign an acknowledgment that they have received a copy of the plan.
Director Estabrook agreed that sexual orientation should be listed and that harassment should be viewed as more than just a safety issue, perhaps being a policy in itself. General Manager Williams explained that by endorsing this Safety Plan, the four page safety plan that is currently a part of the Employee Rules and Regulations would be replaced with this document.
Director Orth moved to approve Resolution No. 1999-39, A Resolution Adopting a New Safety Plan, with the changes requested. The motion was seconded by Director Whitney and the vote was taken as follows:
AYES: Directors: Eads, Whitney, Estabrook, Orth, Skezas
NOES: Directors: None
ABSENT: Directors: None
Resolution No. 1999-39 Approved
6. CONSIDERATION OF AN APPOINTMENT TO THE GREEN COMMITTEE - SUSIE WALKER
Director Orth made a motion to appoint Susie Walker to the Green Committee, seconded by Director Whitney. In response to a request for clarification from Director Whitney, General Manager Williams explained that previous Board action determined that because of the large region served by the Golf Course, members of this committee could reside outside of the District. A vote on the motion was taken and the motion passed unanimously .
7. DRAFT LETTER OF APPRECIATION TO SUSAN WISHART FOR HER PARTICIPATION AS A MEMBER OF THE GREEN COMMITTEE
Director Orth made a motion to approve the draft letter to Susan Wishart, seconded by Director Whitney. Motion passed unanimously.
8. REQUEST FOR APPROVAL OF PROPOSED BYLAW AMENDMENTS - CALIFORNIA SPECIAL DISTRICTS ASSOCIATION
Director Eads disapproved of the agency meeting outside of the State of California. Director Whitney agreed. Director Estabrook felt that meetings should be allowed to be held out of state, if a good reason exists to do so. After a brief discussion Director Orth moved for a "no" vote on amendments one and two, and a "yes" vote on the other three. Director Whitney seconded the motion, and the vote was taken as follows:
AYES: Directors: Eads, Whitney, Orth, Skezas
NOES: Directors: Estabrook
ABSENT: Directors: None
I. SPECIAL REPORTS
i. Significant Correspondence received since last meeting:
Copies of three more letters of support for the Wagenet second access proposal were provided to the Board.
A letter received from LAFCO stated that there is a vacancy on the Board, and asked for nominations from a Special District. President Skezas moved to nominate Director Orth, seconded by Director Whitney. Director Orth agreed to accept the nomination. A vote on the motion was taken, which passed unanimously.
Warrants and Accounts Payable were reviewed. General Manager Williams reported that both Portola Systems and H.V. Carter had been paid. H.V. Carter repaired the mower, which was the subject of the disputed bill.
v. Possible upcoming agenda items
Board members reviewed and approved the Safety Committee minutes of June 4, 1999.
General Manager Williams reported on recent vandalism at the Par Course and on Dogwood Terrace.
Copies were provided of a recent article from the CA Water Journal concerning the use of waste water to replenish groundwater.
A Risk Management Plan, relating to our use of chlorine, is being developed in conjunction with neighboring Districts as a cost savings measure. A plan is required to be in place by August 2000 and a meeting is scheduled for September 21st at the Fire House.
J. PUBLIC COMMENTS
Susan Monteleone inquired about items on the Accounts Payable listing, including LaSalle Bank in the amount of $33,828 and the payments to the City of Willits. General Manager Williams provided a brief history of the District's Water Loan and agreement with the City of Willits.
Director Orth moved to adjourn and President Skezas declared the meeting of September 14, 1999 closed at 9:13 p.m.
PAUL A. WILLIAMS
Secretary to the Board of Directors
GEORGE C. SKEZAS