MINUTES

A. PLEDGE OF ALLEGIANCE

B. ROLL CALL

Roll call showed the following Directors present: Orth, Monteleone, Estabrook, and Whitney. Also present were General Manager Williams, District Counsel Neary and Fire Prevention Officer, Daryl Schoeppner.

C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA

None

D. PUBLIC COMMENTS

None

E. ACTION AGENDA

1. GENERAL MANAGER RECRUITMENT

Board members briefly discussed the characteristics they felt were important for the new General Manager to possess.

Director Orth felt that the District should seek a short term General Manager, who can focus on specific work products defined by the Board, especially the anticipated improvements needed in the water and sewer systems. Director Estabrook voiced concern that a short term manager may be most interested in enhancing their resume, at the expense of the District.

President Whitney stressed the need to focus on the method of recruitment, including the advertising and screening process.

Director Orth suggested using a review committee, selected by the Board, to screen potential candidates, as was done in the past. District Counsel Neary summarized the process used during the previous recruitment.

President Whitney asked that reference checks of the top five to ten candidates be done by the screening committee, prior to scheduling interviews, and that criminal record and credit checks be done on the top candidates. He also asked that a site visit be done after selection of the top one or two, by priority.

Board members agreed that the two week transition period beginning October 2nd would be best. They felt that the final decision should be made by August 1st, so the site visit or visits could be done beginning August 8th. General Manager Williams suggested that the District Counsel or Board President call the top candidate to discuss the demands of the contract prior to the site visit.

Board members agreed that some amount of per diem compensation should be paid to the top candidates that are asked to return for a second interview.

Director Monteleone suggested that the screening committee pick twenty applicants, and that the Board be given the opportunity to review those and narrow them down to ten to be interviewed.

President Whitney suggested the screening committee be made up of District Counsel Neary, General Manager Williams, Gordon Logan from the City of Willits, a representative from CDF, and a representative from the County, either from the Administrative or Planning Departments.

He then asked Board members to review the material and provide any comments to the General Manager, for topics of up-coming agenda items.

A break was called to change the tape.

2. DEVELOPMENT OF GOALS AND OBJECTIVES FOR UP-COMING YEAR

The Board reviewed a chart of Goals and Objectives developed during previous planning sessions, and made additions and deletions. (See attached chart: Additions and changes in italics.)

President Whitney suggested funding sources for improvements to recreation facilities may be available through watershed protection programs. Director Orth recommended establishment of a grant watch to help the Board become aware of funding sources as they become available.

President Whitney asked that committee members meet with the Board at least once each year. He felt that the establishing of committees is essential to accomplishing the Goals and Objectives of the Board.

3. ANNUAL REVIEW OF BOARD PROCEDURES, POLICIES AND RELATIONSHIPS

District Counsel Neary commented that Board meetings have been very long recently, and suggested that the Board consider either shortening the agendas or holding three meetings each month.

President Whitney asked that a formal written policy be developed for requesting legal opinions, and that the language on page 7 of Ordinance 93 concerning reappointment of standing committees be clarified.

Director Monteleone suggested adding to the agenda, after General Manager's reports, a quick review of items discussed and follow-up assignments.

District Counsel Neary felt that some confusion results because of the way motions are introduced, as often a motion is introduced and a lengthy discussion follows. He suggested that, before a vote is taken on a motion, the President or General Manager re-state the motion to clarify what, exactly, is being voted on.

Ginger Pohlson, who was present in the audience, requested that agenda items involving members of the public be put at the beginning of the agenda.

Board members agreed to defer the discussion of Powers of the District and Other Limitations until after Fire Department Structure and Staffing. A break was then called to change the tape.

5. FUTURE FIRE DEPARTMENT STRUCTURE & STAFFING

General Manager Williams reviewed the material provided, including revenue and expense projections, correspondence to and from Little Lake Fire District, who has suggested annexation, and information from other Districts concerning annexation. He pointed out that annexation would require approval by vote of the residents, and would subject them to the rate structure used by Little Lake to fund their services, which is based on units of construction.

Fire Prevention Officer, Daryl Schoeppner, urged the Board continue to provide ambulance service within the District. He stressed the need to retain the availability of local emergency service volunteers, as the services to be provided by the newly organized Willits Ambulance remain uncertain. He believed that the ambulance could continue to pay for itself, provided it is managed properly with adequate staff.

Director Orth recommended approaching the State for augmentation funding available for fire and ambulance services.

President Whitney suggested cooperating with providers of backup service in outlying districts, such as Covelo and Laytonville, who have emergency medical personnel and vehicles, possibly under a joint powers agreement. He asked that a copy of the primary responder permit be obtained, as well as an understanding of how that permit is granted, suggesting that the District may be in the position to apply for the permit when it expires.

Director Orth voiced concern about the District finding itself in an adversarial position with the current primary responder.

Mr. Schoeppener pointed out that Willits Ambulance recently raised their rates to almost double those charged by Brooktrails, and urged the Board to increase ambulance rates, and pursue available grants, to provide revenues necessary to keep the service going.

Moving on, Mr. Schoeppner discussed his fuel load management concerns, and encouraged the Board to continue the abatement program. He felt that if the Fire Prevention Officer position were eliminated because of budgetary matters, with proper training, volunteers could assist the Fire Chief with the program.

Director Orth spoke in favor of utilizing a properly trained Fire Marshall, as had been done in the past, which could be funded by fees charged to contractors and property owners of abated lots. He pointed out that since the program was established property owners have become more aware of their responsibilities.

President Whitney suggested a nominal fee for service be charged to lot owners who receive a first notice. However, Mr Schoeppner was concerned that people would feel the District wrote the notice simply as a means of raising money.

Director Monteleone suggested that the Brooktrails Fire Fighters Association do the abatement work to raise funds for the Fire Department. Director Orth was concerned that it would cause the contractors to feel that the BFA was favored over them when contracts were awarded.

President Whitney asked that the Fire Department inspect properties in Spring Creek and Sylvandale, and include them in the abatement program. He stressed the need to develop a fuel load management program in conjunction with the evacuation plan.

With regards to fire protection services, General Manager Williams explained that our Fire Department acts as first response and backup to CDF in the event of wildland fire, although our primary responsibility is to protect structures and provide code enforcement.

Mr. Schoeppner suggested charging a minimal fee for a burn permit to offset costs, which he estimated to be approximately $5,000 per year.

President Whitney suggested investigating the interest of residents in Spring Creek in developing a pool of volunteers that could utilize the existing station on Blue Lake Road and respond more quickly to a fire in their area. Board members discussed the problems associated with the remote areas beyond the District's sphere of influence, and the responsibility to respond under the existing mutual aid agreement.

A break was called to change the tape.

President Whitney asked that research be done to determine existing law concerning the level of fire protection service required for schools, as it relates to Sherwood School. Noting that the District is covering the area under its mutual aid agreement with CDF, he suggested a future public meeting with residents of the area to determine potential interest in annexation, which would result in receipt of fire tax revenue for the District.

Mr. Schoeppner pointed out that an engine would then need to be positioned in that area, to provide adequate response time.

Director Orth commented that the District will have to go to the voters in the near future for additional fire tax to provide the funds needed to replace depreciated equipment, and stressed the need for a successful local fire tax election within the existing District prior to annexing additional areas. He was also concerned about the detrimental effect of drawing attention to possible inadequate fire protection at a small rural school such as Sherwood.

Director Monteleone encouraged fellow Board members to explore all possible options.

President Whitney called attention to the material provided concerning annexations and formation of Joint Powers Agreements, and provided a brief explanation of how the agreements work.

Mr. Schoeppner commented that he did not feel annexation to Little Lake was the appropriate solution to the Fire Department's problems. He believed that closer attention should be paid to the Budgetary process, especially the need for more specific information on costs.

Several volunteer Fire Fighters, including Leo Puentes and Bryan Miller, attended the meeting and spoke against annexation.

President Whitney asked that an agenda item be scheduled to respond to Little Lake Fire District's letter concerning annexation. He also asked that the suggested fees for fire permits and abatement services be considered by the Finance Committee as part of the annual rate and fee study.

4. POWERS OF THE DISTRICT AND OTHER LIMITATIONS

Board members reviewed the material provided on Government Code Section 61600, describing the powers of Special Districts. President Whitney asked that copies be provided to Board members of the original petition forming the District, to clarify the powers granted to it, and that a future agenda item be scheduled to discuss the matter. He questioned whether the $200 contribution to the City of Willits for the study of the Highway 101/20 intersection was within the powers of the District.

6. CONTINUED DISCUSSION OF POSSIBLE COMMITTEES

Director Orth spoke in favor of scheduling a third meeting, perhaps every other month, and suggested a special joint meeting with the BPOA Board be scheduled in April to discuss matters of mutual concern.

General Manager Williams commented that the joint meeting would be a good start to the budget process. He pointed out that increased enforcement of design standards, as proposed by Director Monteleone, would require additional expenditures in staff time and legal costs, especially it the District were to take on the responsibility of final inspections.

Director Monteleone suggested that one of the products of the Community Services Committee could be development of a simplified list of basic design standards to be distributed to Realtors in the area.

President Whitney suggested a Community Services Workshop with BPOA be held every 2 or 3 months, beginning on the third Tuesday in April.

After a brief review of the Purpose and Expected Products of the Recreation, Greenbelt and Conservation Committee, President Whitney commented that the Superintendent of Utilities and Assistant Park Superintendent would not necessarily need to attend every committee meeting, but could provide input or guidance when requested. Director Orth suggested that the two Board members either rotate responsibility as Chairman, or appoint one as Chairman and the other as Alternate.

Director Estabrook suggested that the minutes of the committee meetings be limited to just action taken on agenda items, and committee members could take turns drafting the minutes from their notes.

General Manager Williams advised the Board to draft a press release announcing the establishment of the committee, and urged them to make suggestions of possible committee members.

Director Orth volunteered to serve on the Committee, as did President Whitney.

Director Estabrook then moved to establish the Recreation, Greenbelt and Conservation Committee, seconded by Director Monteleone. A vote on the motion was taken which was passed unanimously by the members present.

Director Orth inquired as to the proper procedure for a Director who is not on the committee to submit an item to the committee for consideration.

District Counsel Neary suggested it be done by means of a letter. President Whitney suggested the letter be addressed to the General Manager, discussed at a regular Board meeting, and forwarded to the committee for action.

Director Monteleone volunteered to develop a job description based on the outline of the committee, to be given to interested candidates. President Whitney outlined the process to be used in the selection of committee members. Board members agreed to draft a public service announcement announcing the formation of the committee and calling for volunteers.

7. LEGAL OPINION ON LOT ABATEMENT

District Counsel Neary informed the Board that a grading ordinance is being developed at the County level. He felt that it would be best to defer this item to a future Board meeting, at which time this matter could be discussed in detail.

Director Estabrook felt that grading violations should be dealt with as public nuisances, with the District taking remedial action and placing a lien for costs on the property owner's tax bill.

District Counsel Neary explained that the District has the authority to deal with fire hazards in that manner. He felt that it would be possible to get authority from the County to allow the District to enforce grading violations, but they would have to outline due process, and adopt a policy to be followed. He commented that an easier way to obtain remediation may be by reporting violations to the County with recommended remediation measures.

Board members agreed to continue this matter to a future meeting.

F. SPECIAL REPORTS

None

G. PUBLIC COMMENTS

None

H. ADJOURNMENT

Director Orth moved to adjourn and President Whitney declared the meeting of March 4, 2000 closed at 5:37 p.m.

PAUL A. WILLIAMS

Secretary to the Board of Directors

BOB WHITNEY,

President