BROOKTRAILS TOWNSHIP COMMUNITY SERVICES DISTRICT
BOARD OF DIRECTORS
BROOKTRAILS COMMUNITY CENTER
24850 Birch Street, Willits, CA 95490
February 26, 2002
The Board of Directors of Brooktrails Township Community Services District met in regular session on February 26, 2002 at 7:07 p.m. in Brooktrails Community Center.
A. PLEDGE OF ALLEGIANCE
REPORT ON CLOSED SESSION
District Counsel Neary reported that the Board had just come out of closed session where they gave instruction to Labor Negotiator Mike Chapman.
B. ROLL CALL
Roll call showed the following Directors present: Pohlson, Venturi, Orth and Skezas. Also present were General Manager Chapman and District Counsel Neary. Director Monteleone was absent.
C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
D. MINUTES OF PREVIOUS MEETINGS
February 11, 2002
Director Orth asked that on page 3248, in the eighth paragraph under section H, item 2, the phrase "to about 4% of inspected lots that don't comply with the abatement notice and must go to tax lien" be inserted after "Director Orth explained that administrative fees are applied only." Director Venturi moved to approve the minutes of February 11, 2002, as amended, seconded by Director Orth. Motion passed unanimously by the members present.
E. SPECIAL PRESENTATION
2. A RESOLUTION DEDICATING THE REDWOOD PICNIC AREA NEXT TO THE COMMUNITY CENTER TO ELBERT (E.B.) AND TULSA BACKUS
General Manager Chapman read the Resolution aloud, and thanked former Director Dick Robie for his assistance. Director Orth moved to approve Resolution No. 2002-3, a Resolution Dedicating the Redwood Picnic Area next to the Community Center to Elbert (E.B.) and Tulsa Backus. The motion was seconded by Director Venturi and the vote was taken as follows:
AYES: Directors: Pohlson, Venturi, Orth, Skezas
NOES: Directors: None
ABSENT: Directors: Monteleone
Resolution No. 2002-3 Adopted.
F. PUBLIC HEARING
G. PUBLIC COMMENTS
Lieutenant Tom Allman with the Mendocino County Sheriff's Department came forward to report that there had been very little criminal activity in Brooktrails during the last month. He commented that mushroom picking activity was also very low and credited the Board for its efforts.
H. ACTION AGENDA
3. CONSIDERATION OF PROPOSED TERMS TO PROVIDE UTILITY SERVICES TO THE BROOKTRAILS LODGE, INCLUDING APPROPRIATE CONNECTION / CAPACITY FEES
After a brief introduction by the General Manager, Director Orth voiced his appreciation that the Board would be discussing the utilities agreement as opposed to the planning issues, and noted that the utilities agreement would be contingent upon the use permit approval by the County, which is the lead agency.
Director Pohlson pointed out that the applicant's letter only requested a waiver of the provisions of Ordinance No. 116, which limited the number of water meters per parcel, that the applicant had not gone through the development review process, and that the application was not clear as to what was being requested.
District Counsel Neary commented that the services provided by the District would depend upon what was approved by the County.
In response to concerns raised by Director Pohlson General Manager Chapman reported that the estimated usage of 120gallons per day (gpd) was provided by the County Department of Environmental Health, based on State statistics. President Skezas commented that the 120 gpd number was only used for the purpose of calculating connection fees, and that the cabins would be paying the base rates and usage charges equal to any other residence in the District.
Using the overhead projector, General Manager Chapman reviewed a table which calculated the recommended connection fees for the twenty cabin units. In response to Director Venturi, he explained the calculation he would use if the motel were converted from short-term to long-term, pointing out that the connection fees would be reimbursed should the motel be converted to senior housing. He stressed the need to capture the monthly base rates for each unit converted.
Ginevra Chandler, counsel for Dr. Gitlin, the applicant, reported that they are in the process of revising the project description for the Planning Department, and are not planning to have a senior housing project as a part of this use permit application because of the lengthy State permit process. The applicant is asking the County for a waiver of the thirty-day transient occupancy restriction for the motel units, to accommodate groups that may want to utilize the facility for more than thirty days. She stressed that it is not the applicant's intent to co-mingle short-term use with long-term use, and that they would expect the motel to be treated as commercial water use. She reported that the hearing date at the County would probably be sometime in May.
Bob Whitney, resident of Iris Terrace and former Board member, voiced concern that the District would be forced to act as the lead agency and thereby be responsible for CEQA review should it approve a utilities agreement prior to the County use permit hearing.
Director Orth made a motion that the District open negotiations with the applicant based upon the General Manager's recommendations, and that the matter come back before the Board for final action. The motion was seconded by President Skezas.
President Skezas clarified that the General Manager is not asking the Board to designate the units as long-term, except for water usage purposes to indicate that they are residential as opposed to commercial. Director Orth commented that the draft agreement would not be finalized by the Board until after the County use permit hearing.
Director Venturi voiced support for opening negotiations, but expressed frustration about the continuing last minute changes to project description. He pointed out that the Board has still not received the information requested in the August 9, 2001 letter from Alan Falleri, and stressed that he did not want to finalize an agreement until it had.
President Skezas commented that the changes to the project were requested by the County in its August 9th letter, and that resolution of the water issue was the one that applies to the District.
Ms. Chandler came forward to explain that, with the exception of removing the senior housing element, Dr. Gitlin is not changing the project, he is simply trying to define it in a manner that everyone can understand. She concurred that the Board should have the entire packet, but stated that she would not submit any material until the County had found it sufficient.
Director Pohlson pointed out that it is not the District that is holding up the project.
President Skezas called for a vote on the motion currently on the floor which was taken as follows:
AYES: Directors: Venturi, Orth, Skezas
NOES: Directors: Pohlson
ABSENT: Directors: Monteleone
4. CONSIDERATION OF A RESOLUTION REPEALING RESOLUTION NO. 1998-17 AND ESTABLISHING POLICY FOR THE USE OF VOLUNTEERS FOR THE MAINTENANCE OF DISTRICT TRAILS
General Manager Chapman briefly reviewed the proposed policy. Mike Aplet, of the Wild Turkey Trail Club, voiced the club's satisfaction of the proposed policy.
Director Orth asked that the volunteer application be updated on an annual basis. He asked that the age limit be based on the Worker's Compensation Insurance policy age restrictions, and that a first aid kit be required.
Director Venturi voiced concern about the lack of recommendation for protective clothing, such as boots, gloves, eye protection, head protection, and if the project requires power tools, ear protection. He asked that formal, hands on training be provided for proper use of the tools that are going to be operated, first aid training and CPR training. He recommended that no one under the age of 14 be allowed to participate.
President Skezas voiced concern about the prioritizing the budget and staff time for projects requiring power tools. He asked that Board comments be taken into consideration, and that the matter be brought back at the next meeting.
5. ANNUAL RECONCILIATION OF CHARGES FOR SEWER BY THE CITY OF WILLITS
Utilizing the overhead projector, General Manager Chapman reviewed a chart which illustrated a two year comparison of costs indicating a 9.3% increase in operating costs and a 43.2% decrease in capital costs. The second chart summarized the expenses shown in the City of Willits' budget, indicating an increase of 10%. Director Orth asked the General Manager to research the justification of the $45,000 shown as "Contingencies."
The third chart provided a five year outlook for capital projects, indicating Brooktrails share of $78,584 for fiscal year 2001/2002, and $125,629 for fiscal year 2002/2003. Based on the figures, he suggested that the District's sewer expense to the City of Willits would be approximately $240,000 per year over the next five fiscal years.
Discussion ensued concerning the discrepancy in the meter readings between Willits' meter and the Districts' meter. General Manager Chapman reported that the City would be installing a new metering station soon very close to the end of the District's main line.
Superintendent of Utilities, Wendell Wilson, provided an explanation of how the two metering stations operate. According to Engineer Mark Vogel it is not just a matter of the meter, but how and where they are installed. President Skezas asked Mr. Wilson to keep the Board advised, and declared the report received and filed.
6. REINTRODUCTION OF A PROPOSED ORDINANCE AMENDING ORDINANCE NO. 93 SECTION 3.05 ORDER OF BUSINESS AND SECTION 6.03(A) CORRESPONDENCE FROM THE DISTRICT
Director Orth moved to waive further reading of Ordinance No. 118 and set a public hearing for the March 12, 2002 meeting. The motion was seconded by Director Venturi and passed unanimously by the members present.
7. ANNUAL REPORT OF OFFICER AND EMPLOYEE EXPENSE REIMBURSEMENT
Director Venturi asked for clarification of the clothing allowance for maintenance workers, and asked for a copy of the policy. In response to President Skezas, General Manager Chapman outlined the Staywell reimbursement procedure, and Director Pohlson explained how the program came about.
8. REVIEW OF DISTRICT INSURANCE SERVICES OFFICE (ISO) REPORT
General Manager Chapman explained that the report is done every seven or eight years by the insurance industry, noting that our rating of 5/9 had not changed from the last report. He reviewed some of the items taken into consideration.
Director Orth suggested that the Fire Department conduct more training over the next five years, and replace some of the ladders.
President Skezas noted that the District was within 2.3% of class 6.
Director Pohlson voiced concern about the rating for personnel, training, and hydrants.
9. REVIEW OF ACCOUNTS PAYABLE REPORT AND AUTHORIZATION TO ISSUE CHECKS
Director Orth moved to approve the report and authorize the issuance of checks. The motion was seconded by Director Venturi and passed unanimously by the members present.
I. SPECIAL REPORTS - GENERAL MANAGER
The Board reviewed the report of Requests for Action. No questions were raised.
As to the Plan Activity Report, General Manager Chapman updated the Board on two sites of construction in progress that were currently being reviewed by the County Building Inspector.
Director Venturi pointed out an address error on the report.
General Manager Chapman reported that he and District Counsel Neary would be meeting with the State Water Resources Control Board on February 28th to discuss the District's water rights application.
He reminded the Board that he would be working on the budget during March and April, and may elect to defer some of the upcoming agenda items to allow time for its preparation. He anticipated presenting the draft budget to the Board by the end of March. He briefly reviewed some of the major items coming up in the Water Department.
J. PUBLIC COMMENTS
Director Venturi moved to adjourn and President Skezas declared the meeting of February 26, 2002 closed at 9:00 p.m.
GEORGE SKEZAS, President
MICHAEL V. CHAPMAN, Secretary to the Board of Directors