The Board of Directors of Brooktrails Township Community Services District met in regular session on January 25, 2005 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.
None.
C. ADDITIONS/ADJUSTMENTS TO THE AGENDA
President Orth requested a motion to add a leave of absence request by Director Horrick. Director Skezas moved to add the item; Director Pohlson seconded and the motion carried unanimously.
D. MINUTES OF PREVIOUS MEETINGS
1. January 11, 2005 - Director Pohlson moved to approve the minutes and Director Skezas seconded. The motion carried unanimously.
E. SPECIAL PRESENTATION
None.
F. PUBLIC HEARING
None.
G. PUBLIC COMMENTS
Robert Frank, 27651 Fox Road, asked for cleanup, clearing, and patrolling of neighborhood greenbelt areas. General Manager Chapman said he would contact him for more details.
H. CONSENT CALENDAR
2. Review of Accounts Payable Report and authorization to issue checks. Director Skezas moved to approve the accounts payable report; Director Horrick seconded and the motion carried unanimously.
3. Annual Report of Officer & Employee Reimbursement. Director Horrick commented that he had found the report very reasonable. Director Skezas moved to receive and file the report; Director Horrick seconded and the motion carried unanimously.
I. ACTION AGENDA
4. Presentation of CFIP Forest Management Plan final report by Roger Sternberg, RPF. General Manager Chapman asked that Mr. Sternberg summarize the report, given that the directors had sufficient time to review it. Mr. Sternberg, who prepared the report with Jerry Garvey, said the plan has been approved by the California Department of Forestry. A key recommendation in the plan had been grant-seeking for fire prevention, stream restoration and road assessment, but, he mentioned that grants would not be the long-term solution due to state and federal budget situations. Brooktrails needed to come up with a steady revenue flow to do shaded fuel breaks and their corresponding maintenance. Along that line Director Horrick commented about the District's budget restraints and compared this to the recommendations in the report, which would cost $15 million if followed. Mr. Sternberg replied that their recommendation of $6 million for establishing fuel breaks was given as a sense to the magnitude of cost, not that the District would do it.
In other comments Mr. Sternberg spoke to a tentative area above the Nutmeg Trail for a demonstration site. He also mentioned again to the emergency rules that allow harvests to be done without a THP or NTMP. Finally, he agreed with some of Richard Estabrook's comments on the plan, except with his conclusion that the greenbelt should be left alone. A timetable on pages 41 - 42 of the plan summarized their recommendations.
Director Pohlson noted a recommendation on page 25 that an annual greenbelt management budget of $20,000 should be established. She then referred to the fire prevention tax ordinance passed this summer ($118,000 a year income extra for the fire department), stating that while a portion of this was needed for the fire prevention officer, some could be used for this program. Claudia Reed questioned the demonstration forest, and asked how this was possible when the plan was clearly not approved for operations. Mr. Sternberg replied that the trees would be marked, not cut. He said he and Mr. Garvey would do this for free. Mr. Sternberg reiterated that the totals given were to given in a sense of economics.
President Orth commented that the fire prevention officer, Captain Jon Noyer, will be a significant figure in the preparation of a strategic fire prevention plan. He also commented that CDF has removed a great deal more fuel from the greenbelt than has been removed from private lots, yet we're still getting complaints about the greenbelt. He said a shaded fuel break along Ridge Road, extending into Spring Creek, could be accomplishable and be a highly visible and valuable project which could be maintained by our own abatement program, since it is surrounded by private lots. He said he believes we have heard dramatically from the community that they are in favor of extending neighborhood fuel abatement into the surrounding greenbelt where necessary.
Director Ziady said she believed there needed to be a strategic plan committee composed of the Fire Department, the Recreation Committee, the Fire Safe Council and the public, to address and prioritize all the issues raised. She said we need a map to break down neighborhoods and for the board members to go out to neighborhoods and explain the situation to them, and that we need to work with MCOG and DOT in terms of roads. She said she did not want to see a whole lot of work in the greenbelt, but wanted to talk with the fire department about the minimum that should be done.
Bob Whitney of Iris Terrace volunteered his neighborhood as a test site. He felt the vast majority of the greenbelt did not need active management. He felt the target should be near houses. Colin Wilson of the Mendocino Fire Safe Council spoke of his firefighting experiences in other areas. He said the community will never be completely united on a subject like this. However, he said he was astounded over Brooktrails' abatement progress over time. President Orth asked whether the area uphill from the par course on the sewer road had been looked at as a demonstration area, given that it is a very publicly used area and meets the fire potential criteria. Mr. Sternberg said it had been considered but not chosen. President Orth received consensus from the directors that this should be the demonstration marking area. Director Pohlson asked Mr. Sternberg why this area was not chosen. Mr. Sternberg responded they wanted more input from the fire professionals in choosing the area. President Orth said he wanted a highly visible area with easy entry such as the one he proposed. He said it would be easy to direct people to, and they could park right there and go in. The question of choosing a site was referred to the Recreation Committee, to return to the Board with a recommendation. Mr. Sternberg said he would be ready to do such a mark in March.
Mr. Davis from the Sylvandale Road Association said he had never seen a tan oak that didn't turn into an 8 foot bush in a couple of years without poisoning; President Orth commented that herbicide use had come up in the 1980s and had been rejected for use in the watershed of Brooktrails. Mr. Davis then spoke to the less than satisfactory helicopter logging operation north of the District. He said they cut down huge tan oaks and just chopped them in pieces and left them. He said other people are creating these huge fire hazards. President Orth commented that the 150 acres are now controlled by the District and the remaining acres will be subdivided into four parcels, and it will no longer be a timber production zone, but as part of the District's watershed management plan, restoration will be done. Director Ziady asked if they had logged under a plan and was told yes; General Manager Chapman said that the creekside logging was not cut in the Class I no-cut zone. Someone in the audience confirmed that it is legal to leave the felled tan oaks.
President Orth suggested that the forest management plan should be part of the annual planning session agenda each year. Director Ziady asked that staff obtain the information required on the proposed marking sites so that the Board could vote on this at the next meeting.
5. Consideration of letter in support of Fire Safe Council Grant Application. General Manager Chapman reviewed the previous discussion of this grant proposal as principally focusing on the District's periphery, Sylvandale and Spring Creek. Colin Wilson, President of the Mendocino County Fire Safe Council (MCFSC), the grant applicant, said that Bob Whitney had done the original work on the application. Julie Rogers, Executive Director of the MCFSC, had worked on it as well and would continue to have responsibility for it. He agreed there were changes needed to the application and characterized it as a draft concept paper. He hoped that MCFSC could develop a long-term plan with Brooktrails and submit future grant requests on Brooktrails' behalf.
Julie Rogers said she wanted to make sure their proposal was suitable to the District and did not infringe upon anything the District was doing, or require anything the District could not provide. She mentioned the only matches were from Golden State Land Conservancy and from the road associations. Regarding the points raised in the staff report on this issue, she agreed there were ambiguities that need to be cleared up. As to Item 3, she said MCFSC fully agree they needed to clarify there was no infringement on the Brooktrails Fire Department. As to Item 4 they agreed to delete the phrase, "BTCSD will fully cooperate on the forested public lands to appropriately implement the Township Fire Plan." As to Item 6, suggesting identification of responsible parties on the chart of tasks, Ms. Rogers said the limitations of the online form prevented this, but MCFSC was open to providing this information directly to the District. She stated she totally agreed with the concern in Item 9 about a private organization directing a government's activities, and said the FSC's purpose was assisting local communities and fire departments. The General Manager and the President suggested that an ad hoc committee be formed to oversee the corrections and that the board could preapprove such wordsmith changes.
Claudia Reed of The Willits News asked about the evacuation plan, saying she understood from the last meeting that the Sheriff's Department was working on this, and asked how this could be part of the FSC grant. Colin Wilson said an evacuation plan, while included as a concept within the plan, does not necessarily mean that the FSC or CDF is going to come up with the evacuation plan; he said they both recognize that the authority is with the Sheriff's office, and they will work with the Sheriff's office in developing that process, which may mean that the Sheriff's office does that. He said that traditionally in fire evacuation plans, the sheriff's office, although it is the responsible agency, is going to look to fire to counsel on what routes will work. President Orth said the grant includes the education process and development of the Brooktrails plan, which will be a component of the county plan, and coordination with the sheriff will be a critical effort, and this grant will help move it further along. Director Ziady said the road associations know what roads they need for evacuation and they want to provide shaded fuel breaks so they can get out.
Bob Whitney said if the concept paper was adopted, the application for the grant was the next step, and then the funding. Mr. Whitney then introduced the Sylvandale and Spring Creek Road Associations, who wished to address the Board. President Orth said he would also like to hear from the District Fire Department again before a motion. Barbara Willins, President of the Sylvandale Road Association, read their letter in support of the grant application describing roadside clearance and signage and agreeing to provide maintenance. Richard Jergenson, representing the Spring Creek Road Association, read their letter in support of the grant. Captain Jon Noyer said that he and Chief Schoeppner support the grant application, and that their concern about in-kind services being expected of the Fire Department beyond what it might be able to do was satisfactorily addressed by the MCFSC letter of January 20, 2005 to the Board.
Director Skezas asked Julie Rogers about the number of grants they were requesting, and she advised they were calling for eight. He referred to their statement that the BPOA and Neighborhood Watch would support resident outreach, and then advised that the Neighborhood Watch does not really exist any longer. He stated BPOA has not heard this subject brought up. Mr. Whitney responded they had just assumed this support would be forthcoming. Director Skezas thought it should have been discussed with the BPOA. Mr. Whitney responded he would be glad to meet with BPOA to discuss it.
Director Pohlson then handed out a brief form "fire plan template" by the California Fire Plan Workgroup. She said it included everything that would be in the FSC fire plan. Julie Rogers referred to a lengthier template that would be used which would meet all of the FEMA federal requirements. She further suggested the first step was to work closely with CDF because they already have a county-wide fire plan. MCFSC said they will soon be holding community outreach meetings around the county to get public input on fire risk, and will combine that information into the CDF plan.
President Orth requested a motion to direct staff to work with the Fire Safe Council staff on final language revision for final submittal, with the final grant amount now $117,000, and authorize the General Manager and the President of the Board to sign the letter of support. Director Pohlson made the motion and Director Horrick seconded. No comments were made by the public.
Roll call vote was as follows:
AYES: Directors: Ziady, Horrick, Skezas, Pohlson, Orth
NOES: Directors: None
ABSENT: Directors: None
6. Consideration of Computer System Bids. General Manager Chapman described the inability of the current computer network to be upgraded with current software and online pdf applications. He reviewed his analysis of the bids, focusing on the CyberNets proposal. He said that Joanne Cavallari, the Finance Assistant, had a prior work relationship with CyberNets at her previous job and recommended it, but that the downside to that bid is that it is was a one-man proprietor operation. He then described how the District could purchase the workstations directly to avoid double taxation. The turnkey price, including the MOM software, would be $12,555.00. Director Ziady said we should budget in periodic software upgrades as an ongoing line item. She said she would concur with the recommendation. Director Pohlson recommended staying with Portola Systems. Director Skezas asked if this would be General Fund money this year, and General Manager Chapman responded it would. Discussion then ensued about staying with Portola versus a new provider. President Orth felt that name brand hardware was preferable (e.g., Compaq). Director Skezas moved to approve the request to upgrade the computer system and accept the General Manager's CyberNets proposal. President Orth said he would later need a second motion on the Corbin Willits upgrade. Director Ziady seconded the motion on the floor. President Orth said he favored the motion.
Roll-call vote on Director Skezas' motion was as follows:
AYES: Directors: Ziady, Horrick, Skezas, Orth
NOES: Directors: Pohlson
ABSENT: Directors: None
Director Pohlson moved to accept the bid from Corbin Williams to upgrade the MOM software system. Director Skezas seconded.
Roll-call vote was as follows:
AYES: Directors: Ziady, Horrick, Pohlson, Skezas, Orth
NOES: Directors: None
ABSENT: Directors: None
Director Skezas asked for clarification that his motion included authorization to the General Manager to carry out the transaction (including the District purchasing separately the Compaq workstations) and it was consensed that it did.
7. Consideration of participation in Sonoma County IRWMP (Integrated Regional Water Management Plan. General Manager Chapman briefly noted the various agencies which have signed on the MOU for this plan, including the County of Mendocino. A brief discussion ensued about the ability to leave the Plan at will. Director Pohlson moved that the matter be tabled and that consideration be given to drafting a letter of support only, as opposed to joining the plan. President Orth said you still have to be signed on to a plan in order to be eligible for Prop. 50 monies, even though we may move on to a better plan in the future. Director Ziady felt land use in Sonoma was a totally different concept from watershed land use in the Northern counties, and she was not eager to sign up, partly based on Sonoma County's population growth. President Orth responded that this is the only group currently presenting itself to us, and the state is changing the rules now as well. He then suggested having Roland Sanford of the Mendocino County Water Agency appear before the Board. Director Pohlson's motion was withdrawn as it had not been seconded. The General Manager was given instruction and the meeting proceeded.
8. Consideration of agreement and resolution authorizing loan of CDF surplus equipment to Fire District. General Manager Chapman reviewed this ongoing, renewable arrangement which allows our fire department to obtain the loan or purchase of used equipment from CDF. Jon Noyer then spoke briefly about the benefits of this agreement. Director Skezas moved to adopt Resolution 2005-1 on this issue; Director Ziady seconded.
Roll-call vote was as follows:
AYES: Directors: Ziady, Horrick, Pohlson, Skezas, Orth
NOES: Directors: None
ABSENT: Directors: None
9. Consideration of Leave of Absence Request by Director Horrick. Director Horrick requested a 60-day leave from Board duties for family reasons outside the state.
A motion was made and the roll call was unanimous.
AYES: Directors: Ziady, Horrick, Pohlson, Skezas, Orth
NOES: Directors: None
ABSENT: Directors: None
J. ADDITIONS TO FUTURE AGENDAS
None.
K. SPECIAL REPORTS
General Manager Chapman reviewed his report. He then mentioned a phone conversation he had that day with John Deboice, PE, Oscar Larson & Associates, regarding the clearwell / backwash project.
The scenario now looked as follows:
1) Advertise to bid February 6, 2005
2) Pre-bid conference February 24, 2005
3) Award bid March 17, 2005
L. PUBLIC COMMENTS
None.
M. ADJOURNMENT
A motion was made to adjourn and President Orth declared the meeting of
January 25, 2005 closed at 9:00 p.m.
CHARLES A. ORTH
President
MICHAEL V. CHAPMAN
Secretary to the Board of Directors
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