BROOKTRAILS TOWNSHIP COMMUNITY SERVICES DISTRICT
BOARD OF DIRECTORS
BROOKTRAILS COMMUNITY CENTER
24850 Birch Street, Willits, CA 95490
May 14, 2002
The Board of Directors of Brooktrails Township Community Services District met in regular session on May 14, 2002 at 7:05 p.m. in Brooktrails Community Center.
REPORT ON CLOSED SESSION
President Skezas reported that the Board had just met in closed session to discuss anticipated litigation, and that no decisions were made.
A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Pohlson, Venturi, Orth, Horrick and Skezas. Also present were General Manager Chapman and District Counsel Neary.
C. SEATING OF NEW MEMBERS
New Board member Ed Horrick was welcomed by the Board.
D. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
E. MINUTES OF PREVIOUS MEETINGS
April 23, 2002
Director Venturi moved to approve the minutes of April 23, 2002 as written. The motion was seconded by Director Orth and passed unanimously, with Director Horrick abstaining.
F. SPECIAL PRESENTATION
G. PUBLIC HEARING
H. PUBLIC COMMENTS
Director of Emergency Services, Daryl Schoeppner, reminded the Board that the annual multi-agency table top drill would be held on Friday, May 17th. He invited the Board members and public to attend.
I. CONSENT CALENDAR
2. REVIEW OF ACCOUNTS PAYABLE REPORT AND AUTHORIZATION TO ISSUE CHECKS
Director Orth moved to approve the report, and authorize issuance of checks. The motion was seconded by Director Venturi and passed unanimously.
J. ACTION AGENDA
3. CONSIDERATION OF A RESOLUTION AUTHORIZING THE GENERAL MANAGER AND THE DIRECTOR OF EMERGENCY SERVICES TO ENTER INTO AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION FOR A FUELS MANAGEMENT PROGRAM
Director of Emergency Services, Daryl Schoeppner, provided an update of the grant in process, and outlined some of the projects they hoped to accomplish with the funds. He explained that the agreement would authorize him and the General Manager to work with CDF on the proposed projects.
Director Venturi moved to approve Resolution No. 2002-10, a Resolution Authorizing the General Manager and the Director of Emergency Services to Enter into Agreements with the California Department of Forestry and Fire Protection for a Fuels Management Program. The motion was seconded by Director Orth and the vote was taken as follows:
AYES: Directors: Pohlson, Horrick, Venturi, Orth, Skezas
NOES: Directors: None
ABSENT: Directors: None
Resolution No. 2002-10 Adopted.
4. REVIEW OF THE DISTRICT'S VEGETATION MANAGEMENT STANDARDS, AND CONSIDERATION OF REVISING THOSE STANDARDS TO COMPLY WITH STANDARDS EQUAL TO THOSE USED BY CDF
General Manager Chapman summarized the issues raised in the staff report, concerning variances in standards, tree spacing, brush piles, and accumulation of debris on roofs. He asked the Board for their input concerning the exposure for financial loss on the abatement program.
Mr. Schoeppner also voiced concern about the risk of financial loss when hiring contractors to clear lots. He shared his feelings that most residents want to comply with hazard abatement standards, and many have on-going agreements with local contractors. He outlined the difference between CDF's and Brooktrails' standards, and stated that he would be looking to CDF for assistance with enforcement.
As to the District's standards, Director Pohlson suggested removing the 3" height limit for grass. She reported that the Recreation, Greenbelt, Conservation Committee would be working on a forest management plan which would address appropriate vegetation management standards for the Greenbelt. Mr. Schoeppner suggested the committee obtain comments from a CDF forester.
President Skezas summarized the consensus of the Board, to go with the General Manager's recommendations, and to defer any changes to the vegetation management standards until fall. As to the risk associated with the hazard abatement program, he suggested that the process be advanced sufficiently to meet the August 10th deadline to place liens on the tax roll, or to ask the County for an extension.
Mr. Schoeppner suggested sending a letter to the local contractors to encourage them to complete their contracts, as the District would not be going through the bid process to clear grass lots. He recommended using this season as a test season to assess public cooperation. No abjections were raised to his suggested approach.
5. CONSIDERATION OF REVISING PRESENT POLICY GOVERNING THE USE OF VOLUNTEERS FOR THE MAINTENANCE OF DISTRICT TRAILS
General Manager Chapman reported that, according to the letter from the District's insurance carrier's legal counsel, under existing policy trail volunteers are automatically covered for workers compensation unless the Board passes a superceding resolution to exclude them. He asked for Board direction as to whether they wanted to pursue the use of volunteers to perform light trail maintenance.
Director Pohlson spoke in favor of having the volunteers sign a waiver to avoid unnecessary responsibility.
President Skezas suggested passing a resolution to exclude the trail volunteers from workers compensation coverage, and going along with the recommendations of the liability carrier, having volunteers sign a waiver, and parents sign a permission slip.
Director Venturi voiced concern that the liability would then be shifted to the District, itself, if someone were injured.
General Manager Chapman explained that if a claim were filed under the workers compensation policy, it may effect the District's modification rate resulting in increased premium. However, he pointed out that all work performed for the District carries a certain amount of risk, and the risk with this type of activity is minimal.
Director Orth spoke in favor of keeping the volunteers under the workers compensation policy. He asked for an annual report on volunteer activity. General Manager Chapman agreed to prepare a data base process to track volunteers and the hours spent working for reporting purposes.
President Skezas confirmed that no changes were necessary to existing policy, and asked the General Manager to develop a general volunteer policy to cover all types of volunteers.
6. RELEASE OF DISTRICT COUNSEL NEARY'S OPINION AND BOARD APPROVAL OF MEMBERSHIP IN THE CALIFORNIA STATEWIDE COMMUNITIES DEVELOPMENT AUTHORITY (CSCDA) AND AUTHORIZING THE PRESIDENT TO SIGN THE AMENDED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT
General Manager Chapman provided an update on the status of the District's application for funding through the TRAN notes program.
Director Orth made a motion to release the opinion from District Counsel Neary. The motion was seconded by President Skezas and passed unanimously.
District Counsel Neary summarized his opinion.
Director Orth moved to approve the District's membership in the Californai Statewide Communities Development Authority and to authorize the President to sign the amended and restated Joint Exercise of Powers Agreement. The motion was seconded by Director Venturi and passed unanimously.
7. REVIEW CHAPTER 2 OF THE SPECIFIC PLAN
General Manager Chapman commented that he did not see any changes necessary to Chapter 2. President Skezas agreed. Director Venturi moved to leave Chapter 2 to as is. The motion was seconded by Director Orth and passed unanimously.
K. SPECIAL REPORTS - GENERAL MANAGER
Director Orth asked for a report documenting overtime pay related to large repair call-outs as a way to measure maintenance issues each budget year. President Skezas questioned the justification of overtime for clerical staff.
v. Possible upcoming agenda items May 28, 2002
General Manager Chapman reported that he may add a discussion concerning a possible sewer metering station. No objections were raised. He stated his priority that the Board establish policy on sale of donated lots, as he had received an offer to purchase two lots on Ridge Road.
President Skezas asked that the Board prioritize the items in the list. No changes were proposed to the list, except that Director Venturi asked that acceptance of donated lots be last.
General Manager Chapman reported that he and Robert Melluish would be traveling to Redding to a seminar on financing, and would be using the District's credit card. No objections were raised.
L. PUBLIC COMMENTS
Director Venturi moved to adjourn and President Skezas declared the meeting of May 14, 2002 closed at 8:15 p.m.
MICHAEL V. CHAPMAN
Secretary to the Board of Directors