The Board of Directors of Brooktrails Township Community Services District met in regular session on March 13, 2001 in Brooktrails Community Center. President Richard Estabrook called the meeting to order at 7:10 p.m.
(Note: Tape 1 of this meeting was defective, no sound track)
REPORT ON CLOSED SESSION
President Estabrook announced that the Board had just come out of closed session to discuss the progress of real estate negotiations.
A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Whitney, Venturi, Monteleone, Orth, and Estabrook. Also present were General Manager Chapman and District Counsel Neary.
C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
Director Whitney asked that an item be added to the agenda to discuss a draft letter to the City of Willits concerning the proposed sewer project. Board members agreed to add it as agenda item number 7.
D. MINUTES OF PREVIOUS MEETINGS
February 20, 2001
Director Monteleone asked that on page 3116, the third paragraph from the end, more detail be provided about who spoke in support of the various alternatives.
After a brief discussion, President Estabrook asked that the tape be reviewed, and that the minutes be brought back for consideration at the next meeting.
E. SPECIAL PRESENTATION - None
F. PUBLIC HEARING - None
G. PUBLIC COMMENTS
Bob Terry of Poppy Lane asked for an update on the Lace May issue, as he had been out of town during the recent hearing. President Estabrook reported that modifications had been made to the Site Development Standards and amendments were made to the District's Utilities Code to limit the number of water and sewer connections allowed per parcel. He added that the Directors had decided not to litigate the Board of Supervisors' decision.
Mike Aplet of Hawk Drive offered comments on the second access alternatives.
H. ACTION AGENDA
2. Consideration of a claim from Linda Davidson.
General Manager Chapman offered a brief review of the events leading up to the claim. Ms. Davidson's car was damaged when a tree from the Greenbelt fell on it during the snowstorm in February.
Director Orth made a motion to reject the claim and refer it to the insurance carrier. The motion was seconded by Director Venturi and passed unanimously.
3. Review of revised Site Development Standards Packet.
Board members discussed the re-written Site Development Standards packet prepared by Director Whitney. General Manager Chapman provided a memo outlining changes proposed by staff. Board members agreed to all changes requested.
After a lengthy discussion, they agreed to provide written comments to the General Manager as soon as possible, so that the material could be brought back for consideration at the next meeting.
4. Further Consideration of the General Manager's revised Fire Abatement Program.
Director Whitney suggested that owners of grass lots that need to be abated on an annual basis be sent a routine letter each year. He pointed out that Ordinance 98 provides exemption of notification requirements for recurring nuisances.
A break was called.
BREAK at 9:05 p.m. - RECONVENE at 9:15 p.m.
Mike Aplet came forward to express concern about excessive brush resulting from the winter snow. Bob Houtz commented that recurring offenders should be fined. He also voiced concern about lack of training of contractors.
Director Orth commented that more tonnage is cleared from the Greenbelt annually by CDF crews than is cleared as a result of the Abatement Program. He also spoke highly of efforts made by the Department of Transportation in maintaining road easements. He suggested the District concentrate its abatement efforts onthose areas that are open for recreation, such as Lake Emily and the Par Course.
Ginger Pohlson suggested that problems have occurred in the past because the District was not specific enough about the work to be done. She agreed that training contractors is a good idea, and felt that the training should be open to all interested parties, pointing out the limited number of contractors in the area.
President Estabrook asked that the Board members submit written suggestions to the General Manager, and that the item be brought back to the Board at the next regular meeting.
Director Orth asked that the Greenbelt Maintenance Program be mentioned in the letter to the property owners.
5. California Conservation Corp (CCC) crew vegetation management issue.
Director Whitney asked the General Manager for a report on work to be done by the CDF and CCC Crews. He suggested that the Board develop a plan that would provide direction to staff as to high priority areas, and to schedule a public hearing on the matter.
Director Monteleone suggested utilizing the Hiking Trail Club to identify areas in need of work.
Director Orth voiced support of the idea, and suggested incorporating it with the development of the watershed management plan.
Mike Aplet mentioned a few problem areas that he felt should be addressed.
Director Monteleone asked if the District could acquire tax sale lots if abatement charges were unpaid by the property owner. In response, District Counsel Neary provided a review of the abatement lien process and the agreement with the County for collection on the tax bill.
President Estabrook asked that a future agenda item be scheduled on the matter.
Note: Director Venturi left the meeting at 9:40 p.m.
6. Review of Draft Second Quarterly Newsletter.
General Manager Chapman provided draft letters to be included in the second quarterly newsletter, and asked for comments from the Board members.
Director Monteleone provided a report on the status of the newsletter and reviewed the material that would be included in the BPOA section. She suggested that information be included on the updated Design Review Process packet, the recent repair shop use permit approval, the up-coming table top drill, the second access focus meeting, an update on the Lodge, report from committees and burn permit information. Director Orth provided a summary of the discussions at the CalTrans Project Development Team meeting that followed the focus meeting. President Estabrook offered to write a summary of the focus meeting.
Director Whitney asked for clarification of the source of the data base used to produce the mailing labels for the newsletter. He asked that Sylvandale and Spring Creek properties that don't have water service from the District be included in the mailing, as they are within the Fire District.
President Estabrook asked that the description of the fire abatement procedure accurately outline what the Board approved. General Manager Chapman reviewed his intended changes.
7. Discussion of a draft letter to the City of Willits concerning the PROPOSED Sewer PROJECT.
Director Whitney pointed out that Brooktrails pays 37.69% of the capital costs for the sewage treatment plant, but has not taken an active role in the planning of the improvements. He provided a draft letter for consideration, asking that the General Manager send a similar letter to the City Manager. He asked that the General Manager attend an up-coming meeting and that he take an active role in the planning process of the new facility.
Director Orth suggested that General Manager Chapman be a participant in the sewer plant planning committee and be a part of the budget process. He spoke against drafting a new sewer agreement with the City.
General Manager Chapman stated that he would like to have a meeting with the City Manager and both Counsels to address concerns brought up at the meeting of February 13th.
President Estabrook asked for a motion to continue the meeting for fifteen minutes. Director Orth stated "so moved" and the members present passed the motion unanimously.
President Estabrook made a motion that the General Manager arrange to meet with the City Manager to discuss the prior year charges, and that the proposed letter only be to formalize the District's involvement in the planning process for the treatment plant project. Director Orth seconded the motion, asking that there be no reference in the letter about amending the sewer agreement.
Comments were received from Ginger Pohlson and Bob Houtz.
District Counsel Neary strongly cautioned the Board that the sewer agreement has evolved over a thirty-five year period, and is very intricate. He suggested the Board simply get the facts related to the proposal. He agreed to work with the General Manager on the letter.
Director Whitney read for the record the exact language of page 4, section 10, of the agreement as follows, "The Board of Directors of District, with the advice of its engineers, shall have the right to review, make suggestions and approve for their adequacy, plans, specifications and cost estimates prior to their approval by the City Council of the City, provided, however, that its approval shall not be unreasonably withheld."
A vote was then taken on the motion was taken, which passed unanimously by the members present.
I. SPECIAL REPORTS - GENERAL MANAGER
i. Significant Correspondence received since last meeting:
a) Notification was received from MESA concerning Standardized Emergency Management System (SEMS) Executive Course on March 15, 2001.
Director Orth recommended that General Manager Chapman attend, which he agreed to do.
b) A letter was received from residents of the cabins at Brooktrails Lodge, concerning noise from the clarifier at the water treatment plant.
General Manager Chapman reviewed previous attempts to baffle the noise and summarized the estimates to upgrade the equipment, noting that there would be no guarantee that upgrades would quiet the noise.
Director Whitney recommended an engineer be hired to provide a solution to the problem and a cost estimate.
President Estabrook voiced concern about the cost of the engineer.
Mike Aplet suggested contacting the manufacturer of the motor.
c) Discussion of drafting a letter to LAFCO concerning annexation into the District without notification.
Director Orth asked that staff write a letter to LAFCO concerning a lot merger that resulted in a parcel outside of the District being merged with a parcel inside the District. He felt that the District should have been notified, and that the issue needed clarification. He asked Counsel to be involved in the language of the letter.
ii. Personnel
General Manager Chapman reported that Director of Emergency Services, Daryl Schoeppner, was scheduled to return to light duty on March 19, 2001.
iii. Finance
The Board reviewed February Warrants and the Report of Accounts Payable.
General Manager Chapman reviewed his 2000-2001 Budget Calendar.
iv. Planning
v. Possible upcoming agenda items
vi. Other
a. The minutes of Safety Committee meeting of December 4, 2000 were received.
J. PUBLIC COMMENTS - None
K. ADJOURNMENT
Director Orth moved to adjourn and President Estabrook declared the meeting of March 13, 2001 closed at 11:04 p.m.
RICHARD ESTABROOK
President
MICHAEL V. CHAPMAN
Secretary to the Board of Directors
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