The Board of Directors of Brooktrails Township Community Services District
met in regular session on June 27, 2000 at 7:00 p.m. in Brooktrails Community Center.
REPORT ON CLOSED SESSION
President Whitney reported that the Board had accepted the modified contract for the new position of Director of Emergency Services, and asked the General Manager to complete the negotiations.
Also, the Board reviewed applications and the interview process for the General Manager applicants, and will be holding interviews on Saturday, July 8, 2000, in the General Manager's office.
A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Orth, Venturi, Monteleone, Estabrook, and Whitney. Also present were General Manager Williams and District Counsel Neary.
C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
None
D. MINUTES OF PREVIOUS MEETINGS
June 13, 2000
Director Orth moved to approve the minutes of June 13, 2000 as written, seconded by Director Venturi. Motion passed unanimously.
E. SPECIAL PRESENTATION - None
F. PUBLIC HEARING
2. PROPOSED RATES AND FEES ADJUSTMENTS FOR WATER AND SEWER RATES AND FEES.
General Manager Williams summarized the adjustments proposed to the water and sewer rates. President Whitney opened the public hearing at 7:10 p.m.
Bill Edmondson, resident of Primrose Drive, felt that requests for waiver of fees for use of the Fire House meeting room should be reviewed by the Board, and not be left up to the discretion of one or two District employees.
Maria Bates, resident of Spring Creek, felt that the Board should consider raising the water availability charge on developed parcels, and lessen the increase in the monthly rate for water service. Director Orth explained that the annual availability charges are subject to the provisions of Proposition 218, requiring a vote to increase, and stressed the need to build reserves to replace depreciated steel water and sewer lines within the District.
For the benefit of the audience members, Director Monteleone reviewed the various options considered by the Board at their April 11th meeting. Director Estabrook clarified that the proposed Resolution would only set the rates for the next two fiscal years, and that the additional increases proposed for the fiscal year 2002/2003 would be addressed at a later date.
Director Venturi explained that the Finance Committee recommended option 2A, because it would give the District a good start toward reaching its goal, and give residents a one year break between increases.
Director Monteleone felt that the proposed increases in water, sewer and ambulance fees were too much. She recommended option 3, increasing the rate $1 per month each year, with a higher increase in connection fees, and stated for the record that she wished more residents had attended the public hearing.
Director Estabrook gave a brief overview of the repairs that would be needed in the water and sewer systems, emphasizing the need to increase rates now to begin building reserves. He also stated support for the increased ambulance fees, because of the anticipated decrease in use and the large amount of uncollectible revenues.
President Whitney explained that the District's goal is for each fund to pay for itself, without subsidy from another fund, which in the past has not been the case. He pointed out that the increase in water rates will only generate a fraction of the money needed to pay for the water line replacement, and suggested raising the monthly base rate for water up to $35. He felt the proposed ambulance rates were too high, and that an analysis of costs should be done to determine the appropriate rates. He proposed deferring action to the next meeting, and asked that a full packets be available for the Directors and the audience members.
Maria Bates came forward and spoke strongly against the increased water rates.
Director Estabrook showed her a chart he had developed comparing Brooktrails' rates with the City of Willits' rates, showing that the break even point for usage is 3000 cubic feet per month, below which Brooktrails water cost less.
Ginger Pohlson, resident of Brooktrails Drive, spoke in favor of the water rate increase, because of the needed repairs in the water system. Also, she pointed out that people do not have a choice of responders when they call for ambulance service, and will be billed by whoever is dispatched.
Bill Edmondson reminded the Board that the large increase in sewer rates a few years ago was necessary because there was no increase for many years, which demonstrates the need for fees to be adjusted on a regular basis.
Frank Nu, non-resident owner of an unimproved lot on Perch Road, asked for clarification of the lien process. President Whitney answered his concerns.
JoAnn Salisbury, resident of Oriole Drive and of apartments in the District, voiced concern about continued annual water rate increases. She also inquired about the taxes on her lots which were in the merger process.
Jeanne Wolfe, resident of Ponderosa Road, felt that the increased water rates would be a hardship on older residents with fixed incomes. She asked for waiver of special assessments on a 12" strip of land being merged with her developed lot.
No other audience members came forward, so President Whitney closed the public hearing at 8:35 p.m.
3. PROPOSE RATES AND FEES ADJUSTMENTS FOR WATER AND SEWER CONNECTION FEES AND CONSTRUCTION WATER USAGE RATE.
General Manager Williams explained that the Finance Committee based the proposed increases to the connection fees on the Construction Cost Index, as opposed to the Cost of Living Index, as they felt it more truly reflected actual costs. He reviewed the rate recommended for construction service water usage.
President Whitney opened the public hearing at 8:38 p.m.
Director Orth clarified that, by law, connection fees can only be used for expansion of the system or capital items that increase capacity, not for maintenance of the existing facilities.
Director Estabrook voiced his opinion that residential growth does not pay for itself, and spoke in favor of increasing the connection fees.
JoAnn Salisbury asked for clarification of who is responsible for payment of the connection fees.
No other audience members came forward, so President Whitney closed the public hearing at 8:48 p.m.
After a brief review of the proposed Resolutions, Director Estabrook moved to adopt Resolution No. 2000-30, a Resolution Establishing Rates and Charges for Water and Sewer Utility Connections and Services. His motion was seconded by Director Orth, who commended the efforts of the General Manager and the Finance Committee. President Whitney stated his preference of a $2 per month increase, commenting that he would not support the proposed Resolution. A vote was taken on the motion as follows:
AYES: Directors: Orth, Venturi, Estabrook
NOES: Directors: Monteleone, Whitney
ABSENT: Directors: None
Resolution No. 2000-30 Adopted
Director Orth moved to adopt Resolution No. 2000-31, a Resolution Repealing Resolution No. 1999-4 and Establishing Rates and Charges for Architectural Review Services. His motion was seconded by Director Venturi, and a vote was taken as follows:
AYES: Directors: Orth, Venturi, Monteleone, Estabrook, Whitney NOES: Directors: None
ABSENT: Directors: None
Resolution No. 2000-31 Adopted
President Whitney asked that Alcoholic Anonymous, Neighborhood Watch, and Neighborhood Emergency Services Training be added as organizations exempt from rental fees for the Fire House meeting room.
Director Venturi moved to approve Resolution No. 2000-32, A Resolution Repealing Resolution No. 1999-2 and Establishing Fees and Charges for Fire and Ambulance Services, as amended. The motion was seconded by Director Orth.
Director Orth commented that he was in favor of keeping the ambulance service and felt that it should be receiving the prevailing market rates.
Director Venturi reminded his fellow Board members that although they discuss their intention of getting the fire tax increase approved by the voters, at the previous meeting they had voted to accept donation of 88 lots, thereby eliminating nearly $1800 from the annual Fire Department budget.
Director Monteleone, although in favor of keeping the ambulance service, reiterated her opinion that the proposed increases were too high.
Director Estabrook spoke in favor of the increased rates, to offset anticipated losses.
President Whitney felt further research should be done to determine the fixed costs of the ambulance service, and determine if it is, in fact, operating at a loss.
He then called for a vote on the motion which was taken as follows:
AYES: Directors: Orth, Venturi, Estabrook, Whitney
NOES: Directors: Monteleone
ABSENT: Directors: None
Resolution No. 2000-32 Adopted
A break was called to change the tape.
BREAK at 9:10 p.m. - RECONVENE at 9:20 p.m.
To accommodate John Osborne, who was present from the County Department of Public Health, President Whitney suggested the discussion of Ordinance No. 113 be moved ahead.
6. CONSIDERATION OF ORDINANCE NO. 113
President Whitney opened the public hearing at 9:21 p.m.
John Osborne from the County Department of Public Health came forward. He explained that the Health Department considered graywater to be sewage, and wanted the Board to be aware that any graywater system would be considered a septic system, and would be subject to County code and soil analysis. He provided copies of the County regulations regarding disposal of sewage and standards for septic systems, and answered questions from the Board members concerning those regulations.
Director Estabrook voiced concern about use of the word "encouraged" in the proposed Ordinance.
Director Venturi suggested the following changes to the proposed Ordinance; in section (d), change "encouraged" to "allowed" and add "and existing" after "newly constructed". Change Section 2 to Section 3 and add a new Section 2 stating that "nothing in this Ordinance amendment will eliminate the required sewer connection fee for newly constructed residential units."
General Manager Williams clarified that with the proposed changes the Ordinance would have to be reintroduced at the next Board meeting.
President Whitney asked the General Manager and the District Counsel to include the definition of graywater from the State material in the redrafted ordinance.
No audience members came forward, and President Whitney closed the public hearing at 9:45 p.m.
General Manager Williams suggested hearing the report on the emergency simulation from Fire Prevention Officer/Captain Daryl Schoeppner prior to the remaining public hearings. Board members agreed to do so.
11. REPORT ON EMERGENCY SIMULATION CONDUCTED ON JUNE 13TH, AND PROGRESS OF COUNTY COMMITTEE REVIEW OF THE EXISTING EVACUATION PLAN.
Fire Prevention Officer/Captain Daryl Schoeppner came forward and thanked the Board for his recent appointment as Director of Emergency Services. He stated he was looking forward with great enthusiasm to the challenges faced by both the Department and the community.
He reported that the Table Top drill held on June 13th was extremely successful and should be held on an annual basis to allow review of each participating agency's tasks.
Director Orth, who attended the drill, commented on the need for the Board to adopt a Resolution defining "emergency," to determine when an emergency declaration should be issued. Mr. Schoeppner agreed, pointing out availability of County, State, and Federal funds as a result of a declared emergency. General Manager Williams commented that information on the subject was available from the District's insurance carrier, SDRMA.
General Manager Williams provided information from the recent Evacuation Plan committee meeting held June 20th.
Director Monteleone commented on the appropriateness of the two endeavors happening simultaneously, and asked Mr. Schoeppner to give thought as to how the Board could support their efforts.
After a brief question and answer session concerning the layout of the existing zones and the quality of the evacuation routes, President Whitney thanked Mr. Schoeppner for his presentation.
Because it was a related topic, Director Orth suggested the public hearing on abatement expense be conducted next.
7. RESOLUTION CONFIRMING COST OF ABATEMENT; HEARING ON ABATEMENT EXPENSE
General Manager Williams commented that no protests had been received on the cost of abatement.
Director Venturi moved to adopt Resolution No. 2000-33, a Resolution Confirming the Cost of Abatement and Providing for the Collection on the Regular Tax Bill by the County of Mendocino. 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. 2000-33 Adopted
4. HEARING ON WATER AVAILABILITY CHARGES
General Manager Williams reported that one written protest had been received from Jeanne Wolfe, who appeared earlier and asked for waiver of special assessments. President Whitney moved to accept the protest and waive the water availability charge, seconded by Director Orth. The vote was unanimous in favor of the motion.
Director Orth moved to accept the report as filed, seconded by Director Venturi. The vote was unanimous in favor of the motion.
5. HEARING ON SEWER STANDBY CHARGES
General Manager Williams reported that Ms. Wolfe was the only protest received. Director Venturi moved to accept the protest and waive the sewer standby charge, seconded by Director Orth. The vote was unanimous in favor of the motion.
President Whitney moved to accept the report as filed, seconded by Director Orth. The vote was unanimous in favor of the motion.
G. PUBLIC COMMENTS
None
H. ACTION AGENDA
8. 2000-2001 DRAFT BUDGET PRESENTATION
Director Orth moved to schedule a budget workshop for the July 11th meeting, and a public hearing on July 25th on the proposed Fiscal Year 2000-2001 Budget. The motion was seconded by Director Venturi and passed unanimously by a roll call vote.
9. CONSIDERATION OF A RESOLUTION AUTHORIZING EXPENDITURES PENDING ADOPTION OF THE 2000-2001 FISCAL YEAR BUDGET
Director Estabrook moved to adopt Resolution No. 2000-34, a Resolution Authorizing Expenditures Pending Adoption of the 2000-2001 Fiscal Year Budget. The motion was seconded by Director Venturi and the vote was taken as follows:
AYES: Directors: Orth, Venturi, Monteleone, Estabrook, Whitney NOES: Directors: None
ABSENT: Directors: None
Resolution No. 2000-34 Adopted
President Whitney moved to extend the meeting to 10:45 p.m.
The motion was seconded by Director Orth and passed unanimously.
10. CONSIDERATION OF A RESOLUTION ESTABLISHING SALARY, WAGE, FRINGE BENEFIT PLAN AND FEE SCHEDULE FOR ALL EMPLOYEES AND OFFICERS OF THE DISTRICT, EFFECTIVE JULY 1, 2000.
Director Monteleone questioned the additional .5% increase to the salaries above the COL, as she felt a 3.5% increase was high, and asked if increases were also based on performance.
General Manager Williams explained that the proposed Resolution will implement the salary and wage increases established by the 3-year agreement which was approved by the Board in July of 1999, and that merit increases were considered separately.
Ginger Pohlson of Brooktrails Drive, employee of the District, took the podium and explained that the salaries and wages are based on the industry average wages for similar Districts, and that the 3-year agreement is also standard in the industry.
General Manager Williams pointed out that in section 2 of the proposed Resolution, the dates listed for the Director of Emergency Services Contract should be corrected to read "July 8, 2000 to March 1, 2001."
Director Venturi moved to adopt Resolution No. 2000-35, a Resolution Establishing Salary, Wage, Fringe Benefit Plan and Fee Schedule for all Employees and Officers of the District, Effective July 1, 2000, as corrected. 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. 2000-35 Adopted
12. CONSIDERATION OF DRAFT LETTER TO MTA REQUESTING THAT A FIXED ROUTE BUS SERVICE, INCLUDING A CONNECTION TO BROOKTRAILS, BE LEFT ON THE UN-MET NEEDS LIST UPDATE.
Director Orth explained that the letter must be sent each year for the request to remain on the list.
Director Monteleone asked that "employment" be added to the paragraph listing reasons that residents need transportation to Willits. Director Estabrook suggested a future agenda item be scheduled to discuss the establishment of a fixed route service from Brooktrails to Ukiah.
Director Orth moved to authorized the President to sign the letter, as amended. The motion was seconded by Director Venturi and passed unanimously.
I. SPECIAL REPORTS - GENERAL MANAGER
i. Significant Correspondence received since last meeting:
ii. Personnel
iii. Finance
General Manager Williams offered to attend the County Board of Supervisors Budget hearings to ask that funds be allocated for improvements to Sherwood Road and the Birch/Sherwood Road intersection. Director Orth suggested he first contact MCOG to see how much had been allocated for transportation.
iv. Planning
v. Possible upcoming agenda items
vi. Other
J. PUBLIC COMMENTS
None
K. ADJOURNMENT
Director Orth moved to adjourn and President Whitney declared the meeting of June 27, 2000 closed at 10:45 p.m.
PAUL A. WILLIAMS
Secretary to the Board of Directors
BOB WHITNEY,
President
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