MINUTES

February 11, 2003

Director Pohlson moved to approve the minutes of February 11, 2003, as written, seconded by Director Orth. The motion passed unanimously by the members present.

E. SPECIAL PRESENTATION

THOMAS M. HERMAN, T.M. HERMAN & ASSOCIATES, INC - WATER SUPPLY AND CONSUMPTION STUDY

General Manager Chapman explained that the study was done for the State Department of Health, Drinking Water Division, (DHS) in response to its October 2001 inspection of the District's water system. He introduced Tom Herman, with T.M. Herman & Associates who took the podium.

Mr. Herman explained that in order to address the issues raised in the letter of reoccurring drought, the engineers needed to find enough background data on flows into creeks and potential volumes in the reservoirs. The only available source of data was a gauging station in Outlet Creek which was in service for 38 years until about 3 years ago. Mr. Herman confirmed for Director Orth that the gauging station above Lake Emily was not operational.

He explained that the DHS's inspection report dated 11/29/01 stated the District must determine the demand of the system, the actual usable volumes of the lakes, and an analysis of the firm yield provided by the streams filling the lake on an average year, a ten year minimum rainfall event, and a twenty five year minimum rainfall event.

He pointed out page 3 of the report which outlines the water system demand during the peak usage period by type of water usage, totaling 434,461 gallons per day during the period of May 1 to November 30. He commented that the amount of system loss shown in the chart was not excessive for the number of miles of water line in the system.

He explained that in order to determine the precise volume of storage in the lakes, the bottom of the reservoirs were topographically mapped using a sonar device, and by taking water elevation measurements across the surface of the lakes. He reviewed Figure 3 of the report which illustrated the present volume of the lakes versus the published volume, indicating an approximate loss of 22% of capacity, or 23 million gallons. He reviewed Table 2 on page 8 which indicated that adequate water supply exists to fill the reservoirs for the average, 10-year and 25-year minimum conditions.

However, DHS specified that the analysis be based on the firm yield value, which is the draw on the system over a period of time that will ultimately empty the reservoir. Referring to Table 3, he explained that using the available data they determined the years that best fit the average, 10-year, 20-year, as opposed to 25-year, and critical periods. He reviewed the data in Table 4, the water available to the system after providing the required stream flow. He also reviewed the critical draw-down period, the length of time using stored water due to the sequencing of the rains.

With reference to Table 5, Mr. Herman summarized the conclusions of the report, noting that the firm yield was sufficient in an average rainfall year to support 1840 Single Family Residences (SFR). However, during a 10-year minimum period 770 SFRs could be supported, and during a 20-year minimum period, 530 SFRs could be supported.

He read aloud the recommendations listed on page 19, explaining that they were based on observations, not necessarily on analysis.

In response to Director Orth's comments, General Manager Chapman explained that the Division of Safety of Dams prohibits raising the "height" of the flashboards. With regards to recommendation number 2, he reported that the issue of installing the flashboards earlier than April 1st would have to be addressed each year, based upon the forecast for March. Mr. Herman urged the District to continue to work with the Division of Safety of Dams to find a workable modification to the existing reservoir, which would allow more water to be impounded.

Mr. Herman highly recommended installation of monitoring devices in the creeks that feed Lake Emily and Ada Rose to obtain actual streamflow data. Discussion ensued concerning the District's existing monitoring equipment and the available data on record.

Note: Director Venturi arrived at 7:30 p.m.

District Counsel Neary asked for clarification regarding the inflow into the District's reservoirs and the use of data from Outlet Creek, pointing out that the reservoirs were full in 1977, the critical rainfall year. Mr. Herman explained that many factors are unknown concerning how the system was operated at the time, such as system loss, instream flow releases, when the flashboards were erected, and the usage pattern. Mr. Herman reviewed the various sources of data used for the report, including the 1991 EIR on the Willits Creek Reservoir, and the 2000 report on the Willits Wastewater Treatment Project prepared for the City of Willits, which used streamflow data from Willits Creek. He explained that elevation is also factored into the equation.

Director Orth commented that improvements to the telemetric system will result in faster response to water losses. General Manager Chapman pointed out that completion of the baskwash pond project will result in returning an estimated 3% of the system loss back into Lake Ada Rose.

In response to President Skezas, Mr. Herman explained the effect of reducing the amount of streamflow into the creek. He suggested reviewing the existing agreement with the Department of Fish and Game regarding the amount of streamflow required to be released.

Mr. Herman confirmed for Director Orth that the proposal to raise Lake Emily by 15 feet was not considered in the study, as it was too speculative at this point in time.

Other options discussed included bagged storage and larger storage tanks. Mr. Herman pointed out that the reason that wells are such a good option is that there are no restrictions by Fish and Game. None of the water is allocated to the creeks, it can all go directly into the system.

Third District Supervisor, HalWagenet, took the podium. He reported on recent trends to return creeks to their natural hydrographs, which may mean more impoundment for people. He stressed that conservation is the number one way to turn things around, encouraged earlier installation of the flashboards, and recommended addressing system loss. He spoke in favor of the development of wells and the dredging project. He also provided information on the use of water bags for dry land storage.

Robert Terry of Poppy Lane spoke in favor of earlier installation of the flashboards and offered suggestions as to the issue of storm water.

Eric Idarius, owner of a lot on Bear Drive, suggested returning water rights to individuals and offered suggestions regarding water conservation, the use of graywater, alternative sources and storage options.

Jim West, resident of Ridge Road, spoke in favor of the ideas presented at the meeting.

Director Horrick made a motion to accept the report, seconded by Director Orth. The motion passed unanimously. Present Skezas thanked Mr. Herman for attending.

F. PUBLIC HEARING
None

G. PUBLIC COMMENTS

Robert Terry asked the Board's permission to form a work party to help maintain the Community Center grounds. President Skezas suggested a future agenda item to discuss the proposal.

Mr. Terry asked for and update on the driveway issue raised at the previous meeting. General Manager Chapman provided a summary of his conversations with the County Department of Planning and Building and with CDF.

Art Eck, resident of Padula Drive, voiced concern about parking. He read an excerpt from the Uniform Fire Code and urged the Board to enforce the regulations

H. CONSENT CALENDAR

2. REVIEW OF ACCOUNTS PAYABLE REPORT AND AUTHORIZATION TO ISSUE CHECKS

3. REVIEW OF FIXED ASSETS CAPITALIZATION POLICY AND DISCUSSION OF CONSTRUCTION IN PROGRESS POLICY

General Manager Chapman reviewed the changes made to the Fixed Assets Capitalization Policy to address the accounting for Construction in Progress. He explained that the changes were made in response to a request from the Auditor.

Director Orth moved to approve Resolution No. 2003-8, adopting a written Fixed Asset Capitalization Policy and repealing Resolution No. 1996-11. 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. 2003-8 Adopted.

4. RECEIPT OF FINAL PRELIMINARY ENGINEERING REPORT ON CLEAR WELL / BACKFLOW POND PROJECTS

General Manager Chapman summarized the preferred alternative for the clearwell project, number 13, which was based on relocating the existing clearwell and installing another storage tank on the site. He reported that Oscar Larson & Associates were ready to begin the environmental checklist and financing phase of the projects.

Director Orth moved to receive the report, and to continue on with the next two phases. The motion was seconded by Director Venturi and passed unanimously.

5. CONSIDERATION OF A RESOLUTION ESTABLISHING A PLANNING ADVISORY COMMITTEE

General Manager Chapman provided a brief historical perspective of the subject. He stressed the importance of the separation of authority between the District and the County.

Director Orth spoke in favor of following the Specific Plan's guidance, and used hillside development, parking, identification of trail heads, and updates to the Specific Plan as examples of the types of issues that the committee could be working on. He spoke against the committee acting as an appeals group, or having authority over the Architect.

Director Venturi voiced concern about the committee having authority to overrule the District Architect and playing a part in the plan review process. He felt that the role of the committee should be to provide planning data to the Board, and to advise on planning issues. He asked that the resolution define the duties and limitations of the committee.

President Skezas asked that Exhibit A provide more detail regarding the scope, boundaries, and separation of authority. He asked that the matter be deferred to a future meeting.

Director Pohlson read aloud excerpts from County Ordinance No. 3959 regarding the Development Review Process and reference to the Board of Directors as the Development Review Board. She reminded the Board that in the year 2000 as a part of the review of the development review process, the responsibility to review all plans for development was allocated to the General Manager. She felt that the issue should again be addressed.

Director Orth felt that the responsibility of the General Manager was to ensure availability of utilities and to sign off after the Architect's final inspection to convert from a construction meter to a regular meter.

President Skezas voiced concern that the County does not enforce the provisions of the Specific Plan, as it is a County Plan and therefore a part of their code.

Robert Terry came forward and summarized his written comments on the subject. Director Orth suggested the committee review a selected number of plans and projects annually to prepare a report regarding the effectiveness of the development review process.

Bob Houtz, resident of Harrah Place, raised concern about a driveway on Daphne Way. Director Venturi asked that the plans be reviewed for conformance. District Counsel Neary provided information regarding CDF regulations. Mr. Houtz stressed that it was his intention to assist the Board carry out the rules and regulations of the District.