A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Orth, Venturi, Monteleone, and Estabrook. Also present were General Manager Williams and District Counsel Neary.
C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
As suggested by Director Monteleone, Board members agreed to hear the portion of the Finance Committee's report on the Mid-Year Budget Adjustments as part of the Public Hearing, and the remainder of the report as part of Agenda Item Number 4. Director Venturi asked that Agenda Item Number 10, the report from District Counsel, be moved to Agenda Item Number 6, before the discussion of the Animal Control Officer. Board members agreed to the change.
D. MINUTES OF PREVIOUS MEETINGS
January 25, 2000
Director Orth asked that the following sentence be added to page 2956, before the break to change the tape, "Director Orth supported continuing the program, and felt that the cost was a consideration voiced during the Specific Plan testimony."
Director Monteleone asked that on page 2955, in the ninth paragraph, the sentence "However, she suggested that the County look at ways to use their available funds more efficiently." be struck and replaced with "However, she would not support an annual contribution from Brooktrails for a service we are already paying taxes for, especially now when our Budget is not in the black.
Director Estabrook asked that on page 2955, the word "other" be struck from the fifth paragraph, so that it would read "In response to Director Estabrook, Mr. Lucier confirmed that Brooktrails and the City of Willits are the only taxing agencies in the Third District."
Director Orth moved to approve the minutes of January 25, 2000 as amended, seconded by Director Venturi. Motion was passed unanimously by the members present.
E. SPECIAL PRESENTATION
None
F. PUBLIC HEARING
2. FISCAL YEAR 1999-2000 MID-YEAR BUDGET ADJUSTMENTS
With the aid of the overhead projector, General Manager Williams reviewed the proposed adjustments in each fund, and the changes recommended by the Finance Committee. He emphasized the need to adjust the rates for the Golf Course as soon as possible, so that the changes would be in effect when the annuals are due.
Note: President Whitney arrived at 7:16 p.m.
Director Estabrook reported that the Finance Committee had reviewed the proposed adjustments in detail at their meeting of February 7th, and agreed with the General Manager's proposed changes. In addition, they also recommended a $7000 adjustment to the Fire revenues and expenses, which was accounted for in the revised Resolution provided as an related item to the agenda.
Fire Prevention Officer, Daryl Schoeppner, who was present in the audience, commented that he, Chief Thomen, and General Manager Williams had evaluated the needs of the Department for the remainder of the fiscal year, and felt that they could eliminate some of the proposed expenditures.
President Whitney opened the Public Hearing at 7:32 p.m. Hearing no comments from the audience, he closed the Public Hearing at 7:33 p.m.
Director Venturi moved to approve Resolution No. 2000-4, A Resolution Adopting the Mid-Year Adjustments to the Appropriations Budget for Fiscal Year 1999-2000, as revised by the Finance Committee. The motion was seconded by Director Orth and the vote was taken as follows:
AYES: Directors: Orth, Venturi, Monteleone, Estabrook, Whitney
NOES: Directors: None
ABSENT: Directors: None
Resolution No. 2000-4 adopted.
3. CONSIDERATION OF ORDINANCE NO. 112
General Manager Williams summarized the provisions of the proposed Ordinance, which included the establishment of construction service and updating of the provisions to match existing State provisions.
President Whitney opened the public hearing at 7:36 p.m. Jack Cunningham spoke emphatically in favor of the Ordinance. No other members of the audience came forward, and President Whitney closed the public hearing at 7:37 p.m.
Director Orth moved to waive further reading and adopt Ordinance No. 112. Director Venturi seconded the motion and the vote was taken as follows:
AYES: Directors: Orth, Venturi, Monteleone, Estabrook, Whitney
NOES: Directors: None
ABSENT: Directors: None
Ordinance No. 112 adopted.
G. PUBLIC COMMENTS
Robert Terry of Poppy Lane came forward and asked if it would be appropriate for the Board to contact the County concerning the surface material used to re-pave Primrose Drive from Sherwood Road to Poppy Drive, as it is already deteriorating.
H. ACTION AGENDA
4. REVIEW OF WARRANTS FOR JANUARY.
Director Orth reported that he had endorsed his check for December Director's fees back to the District to off-set the contribution to the City of Willits for the engineering study of the 101/20 intersection. He asked that other Directors become more involved in the signing of the checks to pay demands.
Director Venturi inquired as to why the District purchased tires from a Lake County vendor. Fire Chief Thomen explained that the price is reduced because they are participants of State's annual service contract. He also asked about the $411 fee to the County of Mendocino. General Manager Williams explained that it was an annual fee for inspection of the District's hazardous materials response plan and facilities.
Director Monteleone asked about the checks written to Ron's Muffler totaling over $2,000 for repairs to the Ranger, Bronco and the Suburban. FPO Schoeppner assured her that Ron's prices are competitive. She also asked about the petty cash check in the amount of $48 for cleaning supplies and calendars.
5. REVIEW OF OPTIONS FOR FIRE DEPARTMENT FUTURE STAFFING AND STRUCTURE.
General Manager Williams explained that the failure of the Fire Tax measure in November, and the fact that the Fire Chief will be retiring this year, have presented an opportunity to look closely at Fire Department staffing options for the future. Using the overhead projector, he presented various options to consider and the effect changes in staffing would have on the Budget.
President Whitney asked that copies of the letter sent to Little Lake Fire District from Brooktrails requesting a proposal for Fire Protection Services be given to each Director, and suggested using the term "contracting" as opposed to "merging" to preserve the separate identities of each District.
Director Orth commented that the Board should assure that any proposal presented include the level of service expected.
Director Venturi voiced concern that projected revenues of $15,000 for Ambulance may be overstated, as it is unknown what role Brooktrails' Ambulance will play, now that Willits Ambulance Service is under new ownership. He commented that one of the things the Finance Committee will be looking at is revenue projections.
Director Monteleone felt it would be helpful to hear from the Fire Department staff, and to have more detailed information about the duties of each position.
Director Estabrook reported that the Finance Committee has scheduled this matter for discussion at its March 13th meeting, and suggested waiting for that report to discuss this matter further. He felt that expenses should never exceed revenues, and that year-end carry-over should be excluded from the budget figures. Items that concerned him included the amounts budgeted in the Fire Fund for sick leave and staff time from other departments. He felt that the Fire Department could subsist by eliminating one full-time position, and spoke in favor of continuing to separate the Ambulance Budget.
President Whitney asked for comments from the Fire Department staff.
Fire Chief Thomen came forward and reported that the establishment of the Finance Committee had caused him to look deeper into the Department's Budget, revealing some expenditures charged to the Fire Department that should have been charged to other funds. He believed that the Fire Department could continue with one paid Fire Officer and either a full-time or part-time secretary. He cautioned the Board that talk of "merging" with other Districts could be bad for moral amongst the volunteers, and spoke highly of the volunteers currently involved with the Department. He asked that the Department be included in any talks concerning its future.
Bob Terry took the podium and stressed the need for the hazard abatement program to continue. He suggested increasing fees for lot owners who do not maintain their property and cutting costs by incorporating the volunteers into the program. Director Orth suggested using a Fire Marshal designation.
In response to Director Estabrook, District Counsel Neary confirmed that fees for abatement would be considered fees for service, and therefore exempt from the provisions of Proposition 218.
10. REPORT FROM THE DISTRICT COUNSEL ON HIS FINDINGS IN THE INVESTIGATION OF THE HISTORY OF THE USE OF DISTRICT CREDIT CARD AND THE PURCHASE BY THE DISTRICT OF A HANDGUN.
District Counsel Neary explained that in the course of last year's discussion concerning Fire Department officers issuing citations, it had come to light that a handgun had been purchased by the District using the District's credit card. In response to concerns by the Board, he prepared a written, confidential report, a copy of which was provided to each Board member, which he felt should remain confidential, due to personnel policies.
With reference to Resolution No. 1983-3, Director Orth suggested the Board schedule a future agenda item to review its credit card policy.
Director Venturi asked District Counsel Neary what the proper forum would be for the Board to discuss the confidential document. District Counsel Neary suggested, if it is to discuss the particular event described in the confidential report, writing a letter to the President of the Board, asking that a closed session personnel item be scheduled. To address future policy to be followed, he suggested asking the General Manager to schedule a future agenda item for discussion in open session.
Director Venturi commented that he was very concerned about the procedures that were followed, the actions that were taken, and the costs that were incurred, and emphasized the need for the Board to address it. He commented that the Board should definitely require a specific level of expenditure detail in the Budget.
Director Monteleone asked why this appeared on the agenda, if it were not the proper forum to discuss the issue. District Counsel Neary explained that it was to determine if any further action was required.
Director Orth commented, for the record, that three of the Board members had discussed the issue in a previous closed session.
Director Estabrook stated that he was more concerned about establishing policy on how to deal with things like this in the future, and preferred not to dwell so much on the past. He did not feel that the incident warranted discontinuance of the credit card, as it can be a convenient and efficient means of purchasing. He voiced concern about the level of reporting, asking that reports of items purchased be more descriptive, and asked that a written policy or statement be developed directing that any item that does not quite fit into the category used, or may be somewhat controversial, be disclosed to the Board prior to its purchase.
President Whitney asked for future agenda items to review the policy on the use of the credit card, and on the carrying of weapons by District personnel while on duty. He provided a general description of the issue to the audience, and asked if there were any comments. Bob Terry felt that the purchase would be reviewed by the Finance Committee, as would many other purchases by the District for items it used in its operations.
A break was called to change the tape.
BREAK at 8:50 p.m. - RECONVENE at 9:00 p.m.
6. CONSIDERATION OF A RESOLUTION OF SUPPORT FOR ONE ANIMAL CONTROL OFFICER FOR THE THIRD DISTRICT.
Director Orth restated his suggestion to utilize the Garbage Franchise Fee to offer financial support to the County for additional staffing. He asked that the Finance Committee consider this when developing the next fiscal year budget.
Director Venturi moved to approve the Resolution of support for one additional Animal Control Officer for the Third District. He felt that if the Board should decide in the future to offer financial support, he would ask that they keep track of time spent in Brooktrails. Director Estabrook felt that they should start tracking their time as soon as possible.
President Whitney asked that Greg Foss be invited to a meeting in the near future to hear suggestions from Board members and update the Board on the activities of the Department.
Director Venturi confirmed his motion, Director Orth seconded, and a vote was taken as follows:
AYES: Directors: Orth, Venturi, Monteleone, Estabrook, Whitney
NOES: Directors: None
ABSENT: Directors: None
Resolution No. 2000-5 adopted.
7. CONTINUED DISCUSSION OF PROPOSED COMMITTEES.
General Manager Williams reviewed the up-dated outlines of the two new proposed committees, including possible size, areas if interest of members, and projected costs. He asked Board members for any comments they may have.
Director Estabrook was pleased with how the Recreation, Greenbelt, and Conservation Committee was developing. However, he was concerned that the focus of the Community Services Committee remain on providing information to the Board, and not on political lobbying efforts. Going down the items listed under "Purpose", he felt it was unnecessary at this time to investigate the feasibility of affordable housing, and felt that the potential uses of the Lodge property was a private land issue, not a Board matter, and asked that those items be struck from the list. Also he felt that items "F" and "G" would be better dealt with by BPOA as opposed to the Board.
Director Monteleone agreed that items "A" and "B" should be removed from the list, but felt that the Board should assist Neighborhood Watch and Adopt-a-Road on items "F" and "G". Items she would like to see addressed included, development of a noise control ordinance and review, and enforcement of Community Design Standards and Site Development Standards.
Director Venturi recommended that the committee size be reduced to six members, reviewing one issue at a time. This would cut costs and avoid the need to form "subcommittees." He also suggested the Finance Committee review the impact of the projected costs before the committees are formally established.
Director Orth estimated the annual cost of each committee to be $2,750, as they would more than likely not meet in December. He was in favor of eliminating the Community Services Committee, as many of the issues could be dealt with by other means. He preferred to focus on the Recreation, Greenbelt, and Conservation Committee, pointing out the need to develop a master plan for the newly leased Recreation Grove property, and felt that under "Expected Products", item D, the development of monitoring schedules for plant species, erosion, health of the trees and health of the Greenbelt should be done prior to developing a Request for Proposal for a consulting team. Director Monteleone said that a Community Services Committee should be established to provide the Board with information and oversight of the Township's community services and potential improvements.
President Whitney suggested discussing the matter in more detail, relative to the Specific Plan, at the Special Meeting scheduled for February 15th. He then invited comments from the audience.
Ginger Pohlson came forward and urged the Board not to eliminate the Community Services Committee, as the issues listed address concerns brought forward by residents in the development of the Specific Plan. In response, Director Monteleone recommended giving the committee a chance, perhaps serving as an "umbrella committee", to keep in touch the various organizations, report back to the Board, and respond to questions from residents. She volunteered to be the Board representative.
President Whitney suggested one Board member, six residents, and one staff member on each committee, meeting for three months, after which time a review would be conducted to assess the results and continued interest.
8. CONTINUED DISCUSSION OF THE PARTICULARS FOR THE ANNUAL PLANNING MEETING
General Manager Williams suggested the Board review and prioritize the proposed topics.
President Whitney felt that the most important issues to cover were Recruitment of a General Manager and Development of Goals and Objectives, and suggested they be listed first.
Director Monteleone suggested giving a time assignment to each item.
Director Venturi listed the items of most concern to him as being, General Manager Recruitment, Future Fire Department Structure & Staffing, Powers of the District and Other Limitations, Recreation Grove Lease & Future, Review of Committees, and Review of Board's Procedures, Policies and Relationships, considering Summer Lake if time allows.
Director Orth suggested reviewing Accomplishments in Prior Year first, followed by Powers of the District and Other Limitations, Review of Board's Procedures, Policies and Relationships, discuss Recruitment of General Manager during lunch and time the discussion of Fire Department Structure and Staffing for 1:00, as that would be the item of most interest to the public. Discussion of Committees, the Grove Property, and other recreation facilities could follow.
Kris Wagner suggested each Board member develop their own list of Goals and Objectives that they would like to accomplish during the up-coming year. Board members reacted positively to the suggestion.
9. REVIEW OF POSSIBLE ARTICLES FOR THE 2000 NEWSLETTER. Director Orth felt it was important to include an article about Summer Lake, as it had been a popular attraction in the past. He felt that the article on committees should inform the readers that committees are being considered, asking for interested persons to contact the General Manager as a means of assessing interest.
Director Venturi corrected his e-mail address and telephone number, and questioned the need for a Summer Host if Summer Lake was not going to be filled.
Director Monteleone offered to work with the General Manager to re-write some of the text to clarify the language.
Director Estabrook asked that the members of the Finance Committee be named and thanked for their efforts. He felt that the Grove article should clarify whether the public could begin to use it, or if it was off limits until the master plan was developed. As to the notice of proposed rates and fees, he felt that residents should be updated on the status of the infrastructure of the water and sewer system, and forewarned that rates may need to be increased in the future to cover needed capital improvements.
President Whitney suggested that the General Manager be named as the contact person for the District office. He spoke in favor of initiating the committees as soon as possible.
Ginger Pohlson mentioned that BPOA was hoping to use their insert in the newsletter to notify residents of the NEST workshop to be held at the end of March. General Manager Williams assured her that they would make their best efforts to have the newsletter ready to mail by March 15th.
I. GENERAL MANAGERS REPORTS
i. Significant Correspondence received since last meeting:
A letter was received from Bob Whitney asking for the Board's support for his appointment to the North Coast Regional Water Quality Control Board. Director Estabrook stated a potential conflict of interest, because the agency he works for deals with the NCRWQCB on a regular basis. Director Orth moved to authorized the General Manager to send a letter stating their support, seconded by Director Monteleone.
A letter was received from the City of Willits accepting the District's offer to contribute $200 to the study of 101/20 intersection. Ginger Pohlson questioned the appropriateness of the process used by the City to obtain an engineering firm for the study.
A copy of a Resolution passed by the Mendocino County Employer's Council stating support of the Willits Integrated Bypass with Emphasis on Brooktrails Access was received.
ii. Personnel
iii. Finance
iv. Planning
No new plans were reviewed by the District Architect.
v. Possible upcoming agenda items
The Board reviewed upcoming agenda items.
vi. Other
J. PUBLIC COMMENTS
None
K. ADJOURNMENT
Director Venturi moved to adjourn and President Whitney declared the meeting of February 8, 2000 closed at 10:30 p.m.
PAUL A. WILLIAMS
Secretary to the Board of Directors
BOB WHITNEY,
President
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