The Board of Directors of Brooktrails Township Community Services District met in regular session on May 25, 2004 at 7:00 p.m. in Brooktrails Community Center.
A. PLEDGE OF ALLEGIANCE
B. ROLL CALL
Roll call showed the following Directors present: Ziady, Horrick, Skezas, Pohlson and Orth. Also present were General Manager Chapman and District Counsel Neary.
REPORT ON CLOSED SESSION
The Board received information from and instructed Counsel concerning one anticipated item of litigation. The Board also met with and gave direction to its labor negotiator Mike Chapman.
C. ADDITIONS/ADJUSTMENTS TO THE AGENDA
None. President Orth requested that after the special demonstration in the parking lot, the Board walk over to the Clover/Birch Street intersection being discussed later in the agenda and the Board concurred.
D. MINUTES OF PREVIOUS MEETINGS
1. May 11, 2004 - Director Skezas moved to approve the minutes of May 11, 2004 and Director Pohlson seconded.
The motion was carried unanimously.
E. SPECIAL PRESENTATION
Fire Chief Daryl Schoeppner presented two large signs regarding burn season information that will be installed at each end of the District on Sherwood Road. He then led the Board of Directors and the audience out to the parking lot where firefighters demonstrated the newly-purchased "jaws of life" public safety tool on an old wrecked vehicle. The Board of Directors then walked the Birch Street/Clover Road intersection to familiarize themselves with this issue, scheduled for later review that evening.
F. PUBLIC HEARING
None.
G. PUBLIC COMMENTS
None.
H. CONSENT CALENDAR
2. Review of Accounts Payable Report and authorization to issue checks. Director Skezas moved to approve the report and authorize issuance of checks. The motion was seconded by Director Horrick and passed unanimously.
I. ACTION AGENDA
3. Janet Street appeal: refund of water special assessment. General Manager Chapman briefed the board on the history of Ms. Street's lot merger and the subsequent delay by the County in adjusting their tax rolls to reflect the change from three lots to one. Ms. Street had requested a refund of the $100.00 that she was overcharged for water and fire as a result of the County error. Ms. Street addressed the Board, confirming that she paid additional assessments for two tax years, 2002-2003 and 2003-2004, and that she had gone repeatedly to the County seeking correction. President Orth stated he felt it important under the goals of the Specific Plan to help citizens to merge lots at this time and that policy should be lenient in this type of case. A brief discussion ensued and Director Skezas moved to approve the $100.00 refund; Director Horrick seconded. Director Pohlson stated that she would like the General Manager to be authorized to handle such situations in future without having to return to the Board.
Roll call vote on the motion was as follows:
AYES: Directors: Ziady, Horrick, Skezas, Pohlson, Orth
NOES: Directors: None
ABSENT: Directors: None
4. Water Sufficiency Report. General Manager Chapman reported that the team of Richard Estabrook, Robert Melliush and himself have been monitoring the water supply to date, and this report presented a conservative projection of approximately 32 acre-feet effective December 1, 2004 (if no further significant rainfall occurs). He stated this year's water situation resembles that of 2001, but with the addition of about 100 more homes than in 2001. Mr. Estabrook then took the podium and distributed a revision to the report and described the specific revisions that had been made. He described the methods used to construct the projection. He stated there has been a steady decline in per-connection usage for the past five to six years. He then suggested the District ask the ratepayers to scale back 10% from their 2003 usage; this would increase the projected supply to over 50 acre-feet on December 1. The Board expressed agreement with this strategy. General Manager Chapman stated that as soon as the water stops coming over the dam spillway, the recently-drilled well will be turned on 8 hours a day, 5 days a week to fill the clarifier. Director Skezas questioned whether this water would be treated and the General Manager said "yes." General Manager Chapman stated that beginning this month the largest water users will be monitored. The Directors thanked Mr. Estabrook for his work in preparing the report. Director Skezas moved to accept and file the report. Director Horrick seconded and the motion was carried unanimously.
5. Continued discussion on Grove Park usage and rentals policy. General Manager Chapman asked the Board to continue its decisionmaking on the specific areas listed in the memorandum and to reconsider its proposed rental rates. Director Pohlson moved to name the Redwood Grove "Ohl Redwood Grove" and to name the current Par Course park, "Summer Meadow Park." President Orth stated this should be sent to the Recreation Committee. Director Pohlson reminded the Board that it had already decided to name the Grove in honor of the previous owners, the Ohl family. Director Skezas stated he would like to review the language in the purchase contract as to the naming of the park.
Director Pohlson then laid out her understanding of the decisions the Board had made to date regarding Phase 1 activities for the Grove as follows:
(1) The District shall provide an ADA-approved portable toilet June through September until permanent restrooms are provided.
(2) The District shall provide wheelchair access to the park and one "Handicap Parking Only" space adjacent to the gate.
(3) The District shall install trash and recycling containers.
Director Pohlson moved that the Board agree to the activities (1) - (3) above for Phase 1. Director Ziady seconded. After a request for public comment from the President, no public comment was offered. The motion carried unanimously.
Director Pohlson then described activities to be carried out as Phase 2:
(a) The District shall post county signs requiring dogs to be on leash and signs requiring owners to clean up after their dogs. Discussion ensued about the clean-up requirement. Citizen Wallace Stahle stated that only certain owners would comply with this policy. General Manager Chapman stated he would research what types of signage would be appropriate for this policy. Director Skezas stated that if a problem does develop, that issue can be addressed later.
(b) The District shall post the hours as 6:00 a.m. to dusk.
Director Pohlson stated the question of overnight camping needed addressing, in case two- and three-day events were held, such as a Renaissance Faire. Director Ziady stated she would want to run this idea past the Recreation Committee due to the potential effect on the grass and trees. General Manager Chapman then stated that last year the BPOA Flea Market used the Grove for parking, and wanted to do so again this year. Director Pohlson clarified that this request would be withdrawn if we had a rain. Wallace Stahle spoke from the audience, reminding the Board that the Grove was not meant to be a parking lot and that the soil and tree roots needed protection. He felt using it for parking would compromise the quality of the Grove. President Orth stated he wanted long-term thinking about a parking area that did not affect or compress the redwood tree roots within the Grove and suggested yellow-taping an area to protect the trees. Director Ziady concurred. General Manager Chapman suggested more boulders.
(c) The District shall provide signage saying no alcohol allowed except with permit.
President Orth expressed concurrence with the alcohol provisions in the City of Willits rental procedure and also again expressed support for the idea of police response requiring a deduction from a renter's security deposit.
(d) The District shall provide ash receptacles near the restrooms and signs warning of fire danger and prohibiting smoking.
(e) The District shall post all signage required for designated uses.
(f) Irrigation and maintenance will be considered in the future when circumstances and funds permit.
Director Skezas reminded the Board that many of these items could be viewed as temporary, and adjustments could be made later if warranted.
Director Pohlson moved that the Board approve points (a) - (f) above. Director Skezas seconded. The motion carried unanimously.
Discussion turned to Phase 3 of work, that being rentals. Director Pohlson positioned for exclusive-use agreements; Director Ziady disagreed. Director Ziady said she wanted to be certain that pedestrian safety plans were required in the signed addenda.
(aa) Director Pohlson proposed the following rental fees/deposits policy:
Rate: First 4 hours or less, $175.00; $35 per each additional hour, not to exceed $350.00 per day.
Reservation Deposit: $175.00. $100.00 charge if cancelled within 60 days of event.
Security/Cleaning Deposit: $300.00 without alcohol; $500.00 with alcohol.
Liability Insurance: Renter to provide $1 million in liability and in property damage coverage.
(bb) Sanitary Facilities: Renter to be required to provide additional portable toilets when more than 100 people are expected for an event based on supplier recommendations.
(cc) Equipment provided by renter would be required to be removed by noon on the following business day.
The Board concurred on all of the above points (aa) - (cc).
6. Stop signs and tree removal at Birch Street/Clover Road intersection. The Board having reviewed the intersection earlier that evening, President Orth suggested a motion be made to direct staff to request the County Department of Transportation to install four stop signs. Director Pohlson stated she would also like up to two pedestrian crosswalks. Director Horrick made the motion as above and Director Pohlson seconded. President Orth clarified that the redwood trees near the intersection would be trimmed as a maintenance item. The motion on the request to the County carried unanimously. Director Skezas then suggested that the General Manager request permission to install temporary stop signs for use during special events. Director Ziady suggested that Dr. Gitlin of the Brooktrails Lodge be approached for support in the effort to control the intersection. The motion was voted upon and carried unanimously.
7. Chip's House revenue allocation. The issue of where to allocate rental revenue from "Chip's House" returned to the Board. Extensive discussion took place on the rationales for applying this revenue to various funds. Director Skezas asked for clarification that the rental amount would remain the same if rented to a fire department tenant and General Manager Chapman advised a firefighter was already lined up as a tenant. Director Pohlson moved that the Chip's House revenue continue paying the sewer loan, and that it remain in the Recreation Fund as an asset. Director Ziady seconded and the motion carried unanimously.
Roll call vote was as follows:
AYES: Directors: Ziady, Horrick, Skezas, Pohlson, Orth
NOES: Directors: None
ABSENT: Directors: None
8. Clearwell/Backwash Ponds Project budget estimate increase. General Manager Chapman advised that since the last meeting he had been notified that steel prices had sharply increased, necessitating an increase in the estimated construction costs. Director Skezas moved to approve a new estimate of up to $790,000.00 for the Clearwell/Backwash Ponds construction project. Director Horrick seconded. The motion was carried unanimously.
Roll call vote was as follows:
AYES: Directors: Ziady, Horrick, Skezas, Pohlson, Orth
NOES: Directors: None
ABSENT: Directors: None
9. Annual Appropriations Limit FY 2004-05. General Manager Chapman corrected the limit to $2,229,100.00 and advised this figure bore no relationship to our actual property tax revenue, and was more a procedural formality done to meet State regulations. Director Skezas moved to adopt the Resolution as so corrected establishing this limit; Director Horrick seconded.
Roll call vote was as follows:
AYES: Directors: Ziady, Horrick, Skezas, Pohlson, Orth
NOES: Directors: None
ABSENT: Directors: None
10. Approval of three-year auditor services contract. General Manager Chapman reviewed the four bids that were received. Heo suggested that while the bid from Terry Krieg, CPA, was the second lowest bid, Mr. Terry's 30 years of CPA experience and his previous experience with District records weighed in his favor. Director Skezas moved to approve a three-year agreement with Terry Krieg, CPA, for auditing services. Director Pohlson seconded. The motion was voted on and carried unanimously.
Roll call vote was as follows:
AYES: Directors: Ziady, Horrick, Skezas, Pohlson, Orth
NOES: Directors: None
ABSENT: Directors: None
J. SPECIAL REPORTS
General Manager Chapman briefed the Board as to the points contained in his memo. He discussed the Quarry Site mitigation project which has been sent out for bids.
K. PUBLIC COMMENTS
None.
L. ADJOURNMENT
Director Horrick moved to adjourn and President Orth declared the meeting of May 11, 2004 closed at 9:21 p.m.
MICHAEL V. CHAPMAN
Secretary to the Board of Directors
CHARLES A. ORTH,
President
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