The Board of Directors of Brooktrails Township Community Services District
met in regular session on March 14, 2000 at 7:00 p.m. in Brooktrails Community Center.
A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Orth, Venturi, Monteleone, Estabrook, and Whitney. Also present were Acting General Manager Wendell Wilson and District Counsel Neary.
C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
D. MINUTES OF PREVIOUS MEETINGS
February 22, 2000
Director Orth asked that on page 2969, in the fifth paragraph after "President Whitney asked about the feasibility of using plastic pipe to line the steel pipe, as opposed to replacing it." the following be added "Wendell Wilson stated that due to the many laterals off of water systems, lining was not an option. General Manager Williams concurred." And, in the sixth paragraph, after "Tom Herman provided details of the City of Willits' recent water system upgrades, including efforts to re-line" the word "sewer" be inserted before "pipe" and "also stated that lining was not used for water systems." be added after "pipe."
He also asked that on page 2972, in item 7, after "She expressed concern about the tree-cutting incident on the last page, and felt that it should have been followed-up with a complaint to the Sheriff's Department." the following be added "District Counsel replied that because it is a misdemeanor, the Sheriff's Department and District Attorney have not pursued these complaints in the past. It would require court action by the property owner."
After a brief deliberation to clarify the discussion about e-mail communication, President Whitney suggested the word "some" be added in front of "Board members" in the fourth paragraph of section 4 on page 2971, in response to Director Monteleone.
Director Estabrook asked that on page 2972, in the second paragraph under section 8, "calendar year 1998" be changed to "calendar years 1988 through 1998" and the phrase "and the Brooktrails Drive and Sherwood Road intersection" be added to the end of the sentence.
Director Orth moved to approve the minutes, as amended, seconded by Director Monteleone. The motion was passed by unanimous vote.
E. SPECIAL PRESENTATION
FIRE DEPARTMENT ANNUAL REPORT FOR 1999
Chief Thomen presented his Annual Report for the Calendar Year 1999. He reviewed the information contained in the report, comparing the data with previous years.
Director Orth noted that there were no general alarms during fire season, a significant achievement which he felt was attributable to the elimination of controlled burns during fire season, and the implementation of the hazard abatement program. He thanked the Fire Chief and the entire Fire Department for their efforts.
In response to an inquiry from Director Monteleone, Fire Chief Thomen described the duties of the Captains, Engineers, and Firefighters, and clarified the method used to calculate points.
President Whitney asked that the cost of diesel fuel provided to CDF be considered when calculating the cost to clear per acre, and that a comparison be done with the cost of using private contractors.
Director Estabrook provided charts which he had prepared using Fire Department Annual Reports since 1993, which demonstrated that the percentage of total calls for structure and grass fires have declined steadily, whereas medical aid calls have nearly doubled.
Director Orth felt that the increase could be due to the increased number of working families living in the District, as opposed to retirees.
Director Monteleone asked the Fire Chief to compile a report of medical calls by category over the last five years.
F. PUBLIC HEARING
G. PUBLIC COMMENTS
H. ACTION AGENDA
3. REVIEW OF THE "PLAN FOR THE 90'S" AND THE POLICIES AND PROCEDURES OF THE GREEN COMMITTEE.
Director Venturi asked Assistant Park Superintendent Doug Pohlson, who was present in the audience, to review the capital improvements listed on page 5 of the plan.
Mr. Pohlson took the podium and stated that the costs of the all completed items were more that anticipated. Items completed included the new irrigation system at a cost of $200,000, the pro shop expansion at a cost of $35,000, and the sign in front of the pro shop. Items deferred included plans to build a new #5 green and #6 tee, which have been estimated to cost $100,000, the restroom at #5, and the new #7 green. Items deleted were the sand trap on #4 and the relocation of #13 tee.
Director Estabrook suggested that a comparison be done of the projected revenues and expenses on page 4 with the actual revenues and expenses over the 7 year period, and that the chart of historical daily play on the back page be brought up to date.
President Whitney suggested there be less focus on current fees and charges, and more focus on financing options for capital improvements, historical trends, and budgetary matters. He encouraged the Green Committee to provide an annual report to the Board for consideration during the Budget process.
A break was then called to change the tape.
BREAK at 8:25 p.m. - RECONVENE at 8:30 p.m.
Pro Shop Manager, Ron Runberg, came forward and stated that the development of the "Plan for the 2000's" should involve members of the public as well as the Green Committee, as he felt capital improvements should be approached from a golfer's perspective. He asked the Board to consider allowing Mr. Pohlson to concentrate his efforts full time on the course. He also put forward the idea that the Board treat the Golf Course as a separate entity, and consider leasing out the entire course.
4. ANNUAL RATE STUDY ON GOLF COURSE RATES AND FEES. President Whitney summarized the Annual Rate and Fee Study provided. Director Estabrook reported on the recent Finance Committee meeting at which time the Golf Course fees and charges were discussed. He explained that, considering the projected expenses, the committee was not willing to consider any option that resulted in a loss. They also felt that a 2% contingency was not sufficient.
Nick Nichols, a member of the Green Committee and resident of Brooktrails Drive, came forward and stated that he felt it was unfair to compare rates with courses in the area that are double the total yardage of Brooktrails. He requested that the Board members not increase the rates too much, pointing out that the Green Committee's suggestion represented an increase of 17%.
Director Venturi stressed the need for the Golf Course to become self sufficient, and for revenues to be increased enough to not only cover expenses, but to provide the funds for capital improvement items that have been on the list for years and not completed. Pointing out that it would be a step by step process, he stated that the opening of the Lodge and Grove would help bring in golfers and increase play, resulting in additional revenues.
Director Orth pointed out the need for the Golf Course to continue paying back funds borrowed from the Sewer Fund, which also needs improvements. He felt that outside financing sources could be pursued if the Golf Course had a good plan.
Director Estabrook pointed out that in five years, when the sewer loan is paid off there will be an additional $20,000 per year available for capital improvements.
Bob Hagen asked for clarification of the use of funds set aside for the Golf Course, and spoke against the surcharge for annuals.
Dave Crumrine suggested the Board consider raising the rates in a step process, instead of all at once. Director Orth proposed raising the rates over a three year cycle.
In response to a question from Linda Nichols, District counsel Neary explained that the action taken by the Board at this meeting would determine the rates taken to the public hearing, at which time changes could be made.
After a brief question and answer session with audience members, Director Venturi moved to set the Golf Rates as set forth in Option 3B, outlining the changes that would occur. Director Estabrook seconded the motion. Mr. Nichols clarified that the annuals for two would go from $427 to $600 per year. Mrs. Nichols compared Brooktrails total yards to the total yardage of the other courses on the price comparison chart.
Hearing concerns from Director Orth, Director Venturi amended his motion to raise Golf Rates over a three year period, the first year raising annuals to $300 and $200, and rounds by $1, the second year annuals to $330 and $220, and rounds by 50¢, the third year annuals to $360 and $240 and rounds by 50¢. Director Orth seconded the amended motion.
Director Estabrook commented that he did not feel comfortable with the numbers presented, because he did not have the opportunity to see if they would result in a balance of revenues and expenses.
A vote on the motion was taken as follows:
AYES: Directors: Orth, Venturi, Monteleone
NOES: Directors: Estabrook, Whitney
ABSENT: Directors: None
President Whitney thanked the large number of golfers present for attending.
A break was called to change the tape.
BREAK at 10:05 p.m. - RECONVENE at 10:10 p.m.
5. REVIEW OF LETTER FROM LITTLE LAKE FIRE DISTRICT SUGGESTING ANNEXATION.
Deferred to a future meeting.
6. RESOLUTION ESTABLISHING RULES AND PROCEDURES FOR USE OF DISTRICT CREDIT CARD.
Deferred to a future meeting.
7. REVIEW AND APPROVE FINAL MOCK-UP OF ANNUAL NEWSLETTER.
Director Orth asked that a story be added to announce the sale of the Brooktrails Lodge.
Board members reviewed and approved the BPOA insert to be included in the District's newsletter.
President Whitney asked that in the "Brooktrails specs" section, the total acreage be eliminated, and that the special meeting with BPOA be inserted in "Upcoming Meetings." Also, in the lot merger story on the first page, the wording be changed from "your property tax assessment will be significantly reduced" to "your property tax assessment may be reduced", the phrase "is more valuable and easier to sell" be changed to "could be easier to sell", and the phrase "and you may be able to claim the loss in assessed value as a charitable contribution for your income taxes" be struck from the end of the sentence.
Noting that it was after 10:30 p.m., President Whitney asked for a vote to extend the meeting. Board members decided to proceed with discussion on items 8, 10 and 12. Director Orth moved to continue the meeting to 11:00 p.m. Director Venturi seconded the motion, which passed by a unanimous vote.
8. NOTICE OF VACANCY ON GREEN COMMITTEE.
Director Orth moved to accept the resignation of Bob Turner from the Green Committee, with regret, and post the notice of vacancy for thirty days. The motion was seconded by Director Venturi, and a vote on the motion was taken which passed unanimously.
9. ANNUAL REPORT OF OFFICER AND EMPLOYEE EXPENSE REIMBURSEMENT.
Deferred to a future meeting.
10. REVIEW OF COUNTY REFERRAL OF A MINOR SUBDIVISION TO DIVIDE 21+ ACRES INTO 4 PARCELS, LAWRENCE L. WHITE OWNER.
Acting General Manager Wilson explained that the District has a 15 foot sewer line easement through the property, to the treatment plant in the City of Willits.
Director Estabrook asked for three conditions: protect the sewer line, allow emergency evacuation of Brooktrails residents along the easement, and allow public non-motorized travel along the easement.
President Whitney moved to accept the recommendations of Director Estabrook, and authorize the acting General Manager to have a letter prepared to send to the County. The motion was seconded by Director Estabrook, and passed unanimously.
11. PRIORITIZATION OF THE FOLLOW UP ITEMS FROM THE SPECIAL MEETING OF FEBRUARY 15TH, ANNUAL REPORT OF THE SPECIFIC PLAN.
Deferred to a future meeting.
12. CONSIDERATION OF A REQUEST FROM A DISTRICT EMPLOYEE TO AMEND THE PERS CONTRACT TO ALLOW FOR MILITARY SERVICE CREDITS TOWARD RETIREMENT.
Acting General Manager Wilson explained that only one employee currently qualifies for this benefit. Cost to the District would be minimal.
Director Orth moved to authorize the amendment to the PERS contract to allow for military service credits toward retirement, seconded by Director Venturi. A vote was taken which passed unanimously.
I. SPECIAL REPORTS
1. Significant Correspondence received since last meeting:
A letter was recieved from LAFCO stating that Director Orth had been elected Special District Alternate.
J. PUBLIC COMMENTS
Director Orth moved to adjourn and President Whitney declared the meeting of March 14, 2000 closed at 10:40 p.m.
Acting Secretary to the Board of Directors