SPECIAL MINUTES

REPORT ON CLOSED SESSION

1) Public Employee Appointment: Possible Temporary Replacement for Director of Emergency Services During Leave of Absence.

President Estabrook reported that the Board had given direction to the General Manager concerning possible temporary appointments during the Director of Emergency Services' medical leave of absence.

2) Quarterly Employee Performance Evaluation: Director of Emergency Services.

The second closed session had been deferred until January 9, 2001, as the Director of Emergency Services was out of town due to a family emergency.

A. PLEDGE OF ALLEGIANCE

B. ROLL CALL

Roll call showed the following Directors present: Orth, Venturi, Estabrook, and Whitney. Also present were General Manager Chapman and District Counsel Neary.

C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA

Director Venturi asked that agenda item four be moved ahead of items two and three. Director Whitney asked that agenda item three be moved ahead of item two. Hearing no objections, President Estabrook clarified that the order of the agenda would be reversed.

D. MINUTES OF PREVIOUS MEETINGS - None

E. SPECIAL PRESENTATION - None

F. PUBLIC HEARING - None

G. PUBLIC COMMENTS - None

H. ACTION AGENDA

4. CONSIDERATION OF AN APPEAL TO THE BOARD OF SUPERVISORS REGARDING THE APPROVAL OF THE LACE L. MAY JR. USE PERMIT APPLICATION.

General Manager Chapman reported that, despite concerns raised by the public and the Board, the Use Permit Application filed by Lace L. May Jr. had been approved. The reasons given were that Cottage Industries are allowed in FL160 Zoning and are encouraged by the County Planning Commission. A draft letter of appeal was provided for the Board's consideration.

Director Whitney asked that the phrase "in the project application" be added to the end of the fourth bulleted paragraph.

Director Venturi felt that the $600 appeal fee would be money well spent, and that the residents would support the expenditure. He urged concerned citizens to write to the Board of Supervisors in support of the appeal.

Director Orth wanted to stress the fact that two water and sewer hookups would be provided to one lot. District Counsel agreed, noting that the provisions of the Cottage Industry standards state "No new services shall be required."

After a brief discussion, no other changes were proposed, as the specific issues would be brought up during the hearing.

Director Venturi made a motion that the Board send the letter as drafted, with the change to paragraph four proposed by Director Whitney. Director Orth seconded the motion.

Comments were received from Bill Edmondson of Primrose Drive, Jacob Vlietstra of Buckeye Road and Warren Miller of Perch Drive.

President Estabrook then called for a vote on the motion which passed unanimously by the members present.

3. UPDATE ON BROOKTRAILS TOWNSHIP EMERGENCY INGRESS/EGRESS AND EVACUATION PLAN.

For the benefit of the audience, President Estabrook clarified the distinction between the second access and emergency evacuation routes.

General Manager Chapman introduced Mark Tolbert with CDF, Tom Allman with the County Sheriff's Department, and Doug Ellinger with the County Department of Transportation, who were present in the audience. He outlined the events of the year 2000, including the formation of the County Evacuation Plan Review Committee, and their recommendations.

With the aid of the overhead projector, General Manager Chapman reviewed the existing emergency evacuation routes. Director Whitney assured the audience that Neighborhood Watch members have been given bolt cutters to respond to locked gates.

President Estabrook provided a brief history of the development of the Evacuation Plan, noting that the County Planning Commission had taken it over, and had initially provided some excellent comments. However, he voiced concern that progress had stalled, and asked for public input.

Lieutenant Tom Allman stressed the need to develop two good evacuation routes and to post exit signs for the public to follow.

Mark Tolbert suggested updating the second access route shown in the plan, and changing the term "safe area" to "public assembly point." He felt that directing people to those areas may be a better alternative than everyone trying to leave at once. He voiced concern that the existing unpaved roads may not be adequate during wet weather, and felt that the issue of locked gates needed to be addressed. He voiced agreement with Lt. Allman about movable directional signs, and suggested community meetings be held to raise awareness.

Director Venturi suggested Brooktrails Fire Department make and store the directional signs, and that our Director of Emergency Services be in charge of placing them when necessary.

Director Orth updated the audience on the Neighborhood Emergency Services Training (NEST) activities and urged the citizens to participate.

President Estabrook suggested the plan be simplified from its present form to perhaps a half page laminated card people could stick on their refrigerator.

Noting the absence of any representative from the Planning Commission, appointed as lead agency by the Board of Supervisors, Director Whitney felt that the lead agency should feel a sense of responsibility for the Community. He asked that Brooktrails Township Community Services District assume the role of lead agency, with the General Manager being responsible to coordinate all of the agencies involved, that the maps be re-drawn, providing simplified maps for the general public, and detailed maps for responders, that another table top drill be scheduled for March or April, that another focus meeting on emergency evacuation be scheduled for April or June, and that the General Manager review and act upon all recommendations made by the Board and the Evacuation Committee to date.

Concerns were raised about disabled residents and people who don't drive. Director Orth noted that Social Services keeps a list of such residents and in conjunction with the Red Cross would assist them in an emergency.

Mark Edwards pointed out an additional evacuation route available, which is shown in the Second Access Project Study Report as the "Airport Parkway Alignment."

Hal Wagenet suggested a "door to door" approach be used to deliver the refrigerator stickers as opposed to mail, a Public Address system be utilized for notification, as opposed to sirens, and that fire drills be held for the general public.

Director Whitney made a motion that Brooktrails Township Community Services District become the lead planning agency for the Emergency Evacuation Plan, and that the General Manager be assigned the responsibility for continuous updating. The motion was seconded by Director Venturi.

Bill Edmondson suggested emergency radio frequencies be posted on the District's website.

President Estabrook then called for a vote on the motion, which passed unanimously by the members present. He assured Director Whitney that the other items which concerned him would be placed on up-coming agendas. Director Orth asked that the General Manager assure that a representative from Brooktrails attend all future meetings of the Evacuation Plan Committee.

Mark Tolbert emphasized the importance of community education and involvement.

2. REVIEW OF COUNTY PRELIMINARY PROJECT STUDY REPORT FOR THE BROOKTRAILS SECOND ACCESS.

Director Whitney joined the audience, as he had a potential conflict of interest due to a business relationship with a property owner.

President Estabrook noted that representatives from the County of Mendocino, Alta Transportation and North Coast Resource Management were present in the audience. He introduced Doug Ellinger, from the County Department of Transportation, the author of the Draft Preliminary Project Study Report on the Brooktrails Second Access.

Mr. Ellinger came forward and announced that the words "Draft" and "Preliminary" could be removed from the document, and that a public meeting about the project will be held in February or early March at the Board of Supervisors' Chambers in Ukiah. Using the overhead projector, he provided a lengthy review of the alternatives, pointing out the various challenges of each route. He stated his preference for alternative "D", the Airport Parkway Alignment.

Director Orth stated appreciation to Mr. Ellinger for the Project Study Report, noting that it is a requirement to qualify for State and Federal funding.

Several audience members voiced concern about increased traffic in the residential area near the airport.

Director Orth pointed out that the County Airport Commission will not allow further subdividing or increased density in areas near County airports. He stated his opinion that the Airport Parkway alternative would only work if there was also a Highway 20 connection, and stressed the need for a Sherwood Road connection to the second access.

In response to President Estabrook's inquiry, Mr. Ellinger asked for comments on the report from the Board and Brooktrails residents by mid-February. President Estabrook suggested another focus meeting be scheduled early in February to compile those comments.

Mark Edwards with North Coast Resource Management who works with the owner of the St. Francis Ranch, commented that the Brooktrails Board passed a resolution in 1999 endorsing a second access route that passes through a portion of the ranch. He and the owner were concerned about the effect of the route on the value and quality of the property. He also stated that he had worked with Mike Jones of Alta Transportation Consultants on their report. Because the report was done after the Board's action, it was sent to the Board of Supervisors, as opposed to Brooktrails District office.

Michael Jones, with Alta Transportation Consultants, formally with Fehr and Peers, gave a brief summary of the Alta report, concluding that the Airport Parkway Alignment was preferred because of lower construction costs, lower environmental impacts, and because it best serves the majority of residents. In response to questions from President Estabrook, Mr. Jones estimated that time saved for the average commuter would be 3 to 5 minutes, until the bypass is built, and that 35% to 45% of the traffic would be removed from Sherwood Road. Also in response to President Estabrook, Mr. Jones agreed that Alternative 'D' would only work in conjunction with a bypass, and the bypass itself should alleviate most of the congestion currently experienced along Highway 101 in Willits.

Utilizing the overhead projector, Hal Wagenet clarified how the second access would go around the sawmill to 101, and where the bypass interchange would be located.

District Counsel Neary commented that the railroad crossings would have a minimal impact on traffic flow, as only two or three freight trains would be using the tracks per day.

In response to an inquiry from Mike Aplet, President Estabrook reported on a study that he had done which indicated approximately 60% of the commuters stop in town en route, and 40% continue through town to Brooktrails.

Director Orth commented that improvements would be necessary to both Daphne Way and Poppy Drive. Mr. Ellinger clarified that no costs for improvements to the existing streets in Brooktrails were included in the PSR.

Director Venturi pointed out that because of its location, Alternative D did provide the best chance to get people out of Brooktrails if Sherwood Road were impassable.

George Skezas commented that most residents want a paved second access road, not an un-paved gravel road.

President Estabrook voiced concern about the impacts that a paved second access road would have on the community, because of growth inducement and increased traffic on residential streets, and felt that the benefits and negative impacts must be fully analyzed.

Both Directors Venturi and Orth spoke emphatically in favor of developing a paved two-lane second access road.

Doug Ellinger stressed the need to obtain the right-of-way for the southern route, Alternative A, while still possible to do so, to allow development of another access route in the future.

I. SPECIAL REPORTS - GENERAL MANAGER

None

J. PUBLIC COMMENTS

None

K. ADJOURNMENT

Director Orth moved to adjourn and President Estabrook declared the special meeting of December 19, 2000 closed at 10:00 p.m.

MICHAEL V. CHAPMAN

Secretary to the Board of Directors

RICHARD M. ESTABROOK,

President