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MINUTES
BROOKTRAILS TOWNSHIP COMMUNITY SERVICES DISTRICT
BOARD OF DIRECTORS
BROOKTRAILS COMMUNITY CENTER
24850 Birch Street, Willits, CA 95490
October 8, 2002 |
The Board of Directors of Brooktrails Township Community Services District met in regular session on
October 8, 2002 at 7:00 p.m. in Brooktrails Community Center.
REPORT ON CLOSED SESSION
President Skezas reported that the Board had met in closed session and were in the process of negotiating and evaluating the General Manager. He expected the review to conclude at the next meeting.
A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Pohlson, Horrick, Venturi, Orth and Skezas. Also present were General Manager Chapman and District Counsel Neary.
C. ADDITIONS/ ADJUSTMENTS TO THE AGENDA
Director Pohlson asked that item 3 be moved out of Consent Calendar for discussion. No objections were raised.
D. MINUTES OF PREVIOUS MEETINGS
September 24, 2002
Director Pohlson moved to approve the minutes of September 24, 2002, as written, seconded by Director Venturi. Motion passed unanimously.
E. SPECIAL PRESENTATION
None
F. PUBLIC HEARING
None
G. PUBLIC COMMENTS
Patricia Cornell, resident of Robin Place, asked for details of the streambed restoration project. She suggested that information on the project and on the trails be made available at the District office.
H. CONSENT CALENDAR
2. REVIEW OF ACCOUNTS PAYABLE REPORT AND AUTHORIZATION TO ISSUE CHECKS
Director Venturi moved to approve the report and authorize issuance of checks. The motion was seconded by Director Orth and passed unanimously.
I. ACTION AGENDA
4. RECEIVE AND DISCUSS REPORT FROM FIRE DEPARTMENT BOARD ADVISORY COMMITTEE
With the aid of the overhead projector, General Manager Chapman reviewed an outline of the topics covered by the committee.
Chief Daryl Schoeppner came forward and provided information on equipment and protective clothing recently acquired by the Fire Department, as well as training materials and additional equipment required by OSHA which he expected to receive in the near future.
He reported that he was researching remuneration methods used by other departments in the County, and was working with CDF on hazard abatement program options. He suggested meeting with the Insurance Services Office (ISO) to review what could be done to improve the District's rating.
Director Orth spoke in favor of Committee Member Bill Jack's suggestion of a survey of residents, and of waiting two years before another tax measure. He stressed the importance of up to date Standard Operating Procedures and training for volunteers.
In response to Director Horrick, Chief Schoeppner explained that although Little Lake is not looking to take over Brooktrails Fire Department, they are willing to help in any way that they can.
Director Pohlson stated her preference for more detailed written reports from the Fire Chief on the issues discussed by the committee, such as abatement and training. She suggested a quarterly report to the Board on progress towards the Department's goals. She spoke in favor of the establishment of a Fire Department Committee.
Director Orth suggested that the Board meet quarterly at the fire house with the fire fighters to focus on Fire Department issues.
Director Venturi spoke against a "watch dog" committee, noting that it is the responsibility of the Fire Chief and General Manager to ensure that the Fire Department is properly run. He also spoke against the Board meeting at the fire house.
President Skezas reviewed each item in the staff report. He asked the General Manager to develop schedules for future upcoming elections.
Director Orth spoke in favor of a November election, because it is at the end of fire season and because it costs less on the Consolidated Districts ballot. Chief Schoeppner stated the importance of 100% support of the Board, the employees, and the volunteers, for the tax measure to pass.
Moving on, President Skezas confirmed the consensus of the committee that CDF was not a viable option at this time. The Board briefly discussed consolidation with Little Lake, remuneration, operations, and the ISO report. Director Orth suggested a fire hydrant upgrade replacement program to improve the ratings. Director Pohlson suggested asking ISO for an evaluation.
President Skezas confirmed that the committee was undecided on the issue of a permanent Fire Committee, and briefly touched on the topics of budget, abatement, and emergency services.
Chief Schoeppner reviewed the current department budget, and asked the Board to consider keeping the part time Secretary employed during November, December, January, and February. General Manager Chapman commented that improvement was anticipated in the department's deficit fund balance. President Skezas voiced his support for the Chief's request, and asked Chief Schoeppner to research whether donations collected by the Firefighters Association could be applied towards the cost of the Secretary. Director Venturi also voiced his support.
Director Pohlson suggested using the GM and staff time allocation for the fire department to compensate for the secretary's salary.
As requested by Director Orth, Chief Schoeppner provided a brief report on two mutual aid incidents in the City of Willits.
5. CONSIDERATION OF A RESOLUTION ADOPTING A WRITTEN RESTRICTED FUNDS POLICY
General Manager Chapman explained that because the District was beginning to set money aside into reserve funds, the auditor requested development of a policy to control restricted funds. A draft policy was provided for review and comment.
Director Orth moved to adopt Resolution No. 2002-35, a Resolution Adopting a Written Restricted Funds Policy. The motion was seconded by Director Venturi.
General Manager Chapman pointed out that the $10,000 limit set in Section III of the policy was an increase in the current limit. Director Orth noted that the competitive bid process would be required at that point.
District Counsel Neary voiced concern about the use of the term "restricted" for reserve funds, as certain types of funds are legally restricted. General Manager Chapman explained that the policy was intended as an internal control mechanism. Director Orth commented that establishment of such policy answers the public perception, and shows the Board's intent as to how the reserve funds will be used.
President Skezas asked that the statement in Section III "For purposes of this Policy, a classification of whether a repair shall be funded by reserves or operational funds follows" be changed to read "For purposes of this Policy, classification of a repair which shall be funded by reserves is as follows" to clarify that if it is over $1,000 and extends the useful life by more than one year, it is funded through reserves. He also asked that reference to operational funds be struck from the last paragraph in Section III by changing the first sentence to read "Reserve funds shall only be used for routine maintenance of any assets that are major repair projects" and striking the sentence "Normal maintenance shall be paid for through enterprise operational funds."
Director Orth amended his motion to include the changes. Director Venturi amended his second. A vote was taken on the motion as follows:
AYES: Directors: Pohlson, Horrick, Venturi, Orth, Skezas
NOES: Directors: None
ABSENT Directors: None
Resolution No. 2002-35 Adopted.
6. CONSIDERATION OF A RESOLUTION AMENDING RESOLUTION NO. 1998-7 TO CHANGE THE NAME OF THE WATER CONNECTION FEE FUND TO WATER CAPITAL FACILITY FUND AND THE SEWER CONNECTION FEE FUND TO SEWER CAPITAL FACILITY FUND
General Manager Chapman explained that the purpose of the amending resolution was to alleviate confusion as to the purpose of the hook-up fees charged to developers.
President Skezas pointed out that the paragraphs to be amended were 2C and 2E, as opposed to 1C and 1E as stated in the staff report and draft resolution. He made a motion to adopt Resolution No. 2002-36, a Resolution Amending Resolution 1998-7 to Amend Section 2C and Section 2E - Regarding Fees Collected for the Expansion of the Water and Sewer Systems in Response to New Development. The motion was seconded by Director Horrick and the vote was taken as follows:
AYES: Directors: Pohlson, Horrick, Venturi, Orth, Skezas
NOES: Directors: None
ABSENT Directors: None
Resolution No. 2002-36 Adopted.
7. CONSIDERATION OF A RESOLUTION APPROVING WATER AND SEWER PROJECTS
Using the overhead projector, General Manager Chapman reviewed a chart of several major capital projects being undertaken in the water and sewer departments.
Director Pohlson asked that the General Manager contact the Division of Safety of Dams to determine how much water the District would be allowed to have in Lake Emily, and to ask them to review the existing conditions to determine if it is feasible to raise the dam, prior to spending money on an engineering report. Director Orth asked that the engineering study be removed from the proposed resolution.
President Skezas moved approval of Resolution No. 2002-37, a Resolution Approving Water and Sewer Projects, as amended. The motion was seconded by Director Venturi and the vote was taken as follows:
AYES: Directors: Pohlson, Horrick, Venturi, Orth, Skezas
NOES: Directors: None
ABSENT Directors: None
Resolution No. 2002-37 Adopted.
President Skezas asked the General Manager to keep the Board advised as to the status of the ongoing projects.
8. REVIEW OF RECREATION AND OTHER PROJECTS, INCLUDING PLAYGROUND IMPROVEMENTS, GRANT WRITING, AND COMMUNITY CENTER FURNACE REPLACEMENT
Director Pohlson, Chairperson of the Recreation, Greenbelt, Conservation Committee, answered President Skezas' questions about the playground budget, and the locations proposed for the picnic tables. President Skezas voiced concern about expending funds on the old tennis court prior to acquiring the redwood grove property.
Director Pohlson made a motion to approve the projects listed in the staff report, deferring the allocations for the basketball court resurfacing and hoop, and refurbishing the hard court until such time as the property is owned by the District. The motion was seconded by Director Venturi and passed unanimously.
3. APPROVAL OF MINOR REVISIONS TO UTILITIES AGREEMENT FOR BROOKTRAILS LODGE
General Manager Chapman provided copies of revised language for paragraph 6 of the agreement.
Director Orth, who had previously discussed the agreement with Dr. Gitlin, reported that Dr. Gitlin was concerned about having to comply with the Utilities Code if one of the buildings were destroyed.
General Manager Chapman commented that the revised language had been agreed to by Dr. Gitlin and his attorney.
Director Pohlson suggested that the term "legal non-conforming unit" be used in the agreement to describe the size of the cabins, noting the reduced amount being charged for connection fees, and voiced concern that there was no deadline date for the installation of the meters.
Director Orth spoke in favor of approving the language as accepted by Dr. Gitlin to expedite finalization of the agreement.
General Manager Chapman outlined the negotiations between he and Dr. Gitlin as to the timing of the payment of the expenses involved with the installation of the meters.
Director Pohlson spoke against the District financing private enterprise, and felt that the charges should be paid in full by April 1, 2003. She pointed out the increased value of the property as a result of the infrastructure improvements. Director Orth pointed out that improvements to the lodge property has a beneficial effect on all property values in the District.
District Counsel Neary voiced concern about the statement requiring the design review process should the cabin units be destroyed, as the interpretation could be that it would exclude the requirement for the design review process in other situations.
Director Venturi agreed with Director Pohlson that the proposed language was not adequate.
Director Orth commented that all they were asking for was a statement discussing disaster.
District Counsel Neary pointed out that the Board had already adopted a resolution approving the agreement. He suggested the following language: "In the event the cabin units are altered from their present configuration, the owner shall comply with the development review process as required therein."
President Skezas suggested eliminating the entire "In the event" phrase, simply stating that "The owner shall comply with the development review process at the time of any redevelopment."
Director Orth reiterated that Dr. Gitlin's concern was having to comply with the Utilities Code, and possibly having to move the telemetric meters to the street if a building burned down.
District Counsel Neary, in an effort to clarify the concepts, proposed language specifying that nothing contained in the agreement is to be construed as relieving the owner from the responsibility of complying with the development review ordinance, that the agreement shall remain in effect if the cabin units are involuntarily converted by reason of disaster, and the concessions made in the agreement shall apply to anything that he was allowed to rebuild.
Director Venturi asked that the matter be tabled to allow the General Manager and District Counsel work out appropriate language. No objections were raised.
J. SPECIAL REPORTS - GENERAL MANAGER
President Skezas asked if it were law that the salaries be listed as a lump sum as opposed to individual checks and amounts. District Counsel Neary explained that the salaries were the same each time, and listing individual amounts was unnecessary detail. Also, some employees had objected to their salaries showing up on the report, although it is public record. He assured the Board that any salary changes would have to be approved by the Board. Director Orth suggested a quarterly salary disbursement report be provided.
General Manager reported that he would be attending a meeting in Ukiah with the Mendocino County Water Agency.
He also reported a major break-down of one of the District's backhoes, which he would report on at the next board meeting.
President Skezas commented that a closed session would be held on October 22nd to review the agreement with District Counsel. He asked District Counsel Neary to provide material in advance.
K. PUBLIC COMMENTS
None
L. ADJOURNMENT
Director Venturi moved to adjourn and President Skezas declared the meeting of October 8, 2002 closed at 9:12 p.m.
MICHAEL V. CHAPMAN
Secretary to the Board of Directors
GEORGE SKEZAS,
President |
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