MINUTES
Board Meeting January 14, 2009
1. Meeting was called to order at 0900 by Chair Tretten.
2. Report on Closed Session The Board met in Closed Session on December 11th to discuss and resolve a personnel issue.
3. Motion to approve the December Minutes. Motion – L. Walker Second – R. Machado All in favor – Aye.
4. Fire Chief’s Report Calls 1/1 Medical Call on the Golf Course by West Ponderosa Drive 1/5 Medical Call on Poplar Valley Road 1/13 Vehicle Accident – Highway 70 – Head on crash with injuries
Personnel No Changes
Grant update We are getting pricing on Fire Shelters for the CALFire Grant. We are checking into the possibility of using the State’s procurement pricing.
We are about to go out to bid for the FEMA Grant we received to purchase new SCBA’s. However we must make changes to our policies to include a procurement procedure, which is item number 10 on the Agenda.
Miscellaneous Nothing to report.
5. LAFCo The General Manager reported that he had attended the December 12th LAFCo Meeting in Quincy. The Feather River Inn was an agenda item for discussion about whether LAFCo would allow them to have an IOU (Independently Owned Utility) to operate their water and wastewater facilities or direct them to annex to a CSD for the provision of services. The LAFCo Board requested that the PECSD send them a letter with language stating that we are in a position to provide said services and are open to negotiation. The CSD Board discussed the wording that they would like in said letter.
There was discussion and questions on what the annexation process entails. Chair Tretten and Vice Chair Walker volunteered to be the Ad Hoc Committee Members to meet and negotiate with LAFCo for the sphere of influence study and the discussions with the Feather River Inn, should that become necessary.
The Board was advised that the next LAFCo Board Meeting will be the second Monday in March.
6. Office Space The Board was informed that the architect came out on January 9th to do the measuring for the additional storage area as previously discussed. We are waiting for the adjusted plans to arrive.
7. Wells and Arsenic Update The General Manager advised that he has emailed data to Eco:Logic for evaluation and that we are hoping to have a preliminary report for the February Board Meeting.
The testing reports for the 4th Quarter of 2008 showed that once again we were in violation of the Arsenic levels. Therefore a notice will be published, posted and mailed informing our clients of the violation.
Clerk’s Note: Due to personal reasons, the General Manager must leave the meeting early, therefore the General Manager’s Report was moved up on the Agenda.
16. General Manager’s Report Financials The Board reviewed and discussed the December Financial Reports. There were some categories that were over budget and the General Manager explained to the Board the reasons why.
Motion to approve the December Financial Reports. Motion – L. Walker Second – F. Shepard All in favor – Aye.
Vehicle We purchased a 2004 Ford Ranger from Susanville Ford in Quincy. And Lew Prince bought the old CSD Ford from the dealer prior to our towing the vehicle to the dealership.
Rate Study The General Manager found information on the internet regarding the understanding of Proposition 218, regarding fees and the necessity to have a vote on any proposed increases. The information he found stated that it is not necessary to have said vote for increases in services for water, sewer or garbage fees. He has sent this information to the attorney for an opinion.
Miscellaneous The Board was informed that Lew Prince passed the Wastewater Grade II test, but Shane Frazier did not pass his Water Treatment Test however, he will be taking the Distribution Operator test next month.
The Board was informed that PEPS intends to install about a half dozen “Mutt Mitt” stations throughout the District to encourage pet owners to clean up after their dogs as they walk them in our area. Note – “Mutt Mitts” are plastic bag dispensers (and Mr. Walker volunteered to pick up any bags dropped on the ground).
Gold Mountain – Frank Motzkus informed the Board that his consulting contract with them will end on the 24th of January. Gold Mountain CSD has hired Ivan Gossage as their new General Manager.
Grizzly Lake Resort Improvement District – has approached Frank to consult for their District on operations management. Their Board will be meeting on the 14th to discuss their needs with him. It was the sense of the CSD Board to go ahead with the discussions.
Races – the Johnsville Ski Hill Longboard Races are scheduled for January 18th, February 15th and March 15th – snow permitting.
The Ski Hill fund raiser – The Snow Ball will be held on January 24th..
Repairs – we have some water leaks that will be repaired in the near future. One is on the side of the Madora Pond on Poplar Valley Road and the other is at the Clubhouse.
Special Districts Association – the next meeting is February 6th at 1 PM in the Quincy Library, LAFCo membership is a discussion item on the Agenda.
Clerk’s Note – Frank Motzkus left the Meeting at 1031 hours.
8. Resolution 2008-73 The Board discussed this item at the December Board Meeting and concluded that they were not satisfied with the language in the collection agency document supplied by the agency to engage their services. The reason being that it was tailored to the medical industry, not a public agency. The collection agency was contacted and they supplied another document that was not so directional, however the Board was not entirely satisfied with the language in this document either, so it was decided to send it to our attorney for review. The item was continued to the February Agenda.
9. Fire Department Recruitment Chief Castagnetti reviewed some proposed changes in Officer compensation pay, Call Reimbursements and Training Attendance. This subject has been discussed for several months and revised a few times in order to simplify the proposal. Discussion and conclusion – accept the proposed changes.
Motion – to accept the Chief’s recommendations for the new rates for compensation for members of the Fire Department.
Motion – L. Walker Second – F. Shepard Aye – Walker, Shepard, Wiemeyer and Tretten Abstain – Machado (he is a member of the Department)
10. Policies The Board reviewed and discussed the proposed Procurement Policy. There were some language adjustments that need to be made prior to approval, so the item was continued to the February Meeting.
Note - the Fire Chief explained that the policy is necessary as part of the FEMA Grant requirements. It was the sense of the Board that the Department can go out for bid (as previously discussed under item #4) but that awarding of the bid cannot occur until the policy has passed the Board’s review next month.
11. Expenditure Requests None
12. Fire Corps R. Machado and V. Wiemeyer reported on their progress on the Emergency Response Plan. The Board and Chief offered some suggestions on the emergency communication system, such as the need for a written plan and procedure that would address each type of incident whereby the Emergency Plan would be initiated.
They also advised that they would be meeting with Kelly Stane, who is the head of OES for Plumas County and Graeagle Fire to see what emergency plans they have developed. - - - - - R. Machado introduced his proposed “Adopt a Hydrant” program for consideration. Discussion and conclusion – the Board was concerned about liability issues that could arise should a civilian be injured while digging out a hydrant after a snow storm, also the Board was advised that there are some members of the community that have expressed dissatisfaction about the manner in which the hydrant accessibility is maintained. The Board requested that Mr. Machado have a meeting with the General Manager to discuss this matter and to see if some type of program can be developed to improve this service.
13. Goals and Objectives Nothing to report.
14. Future Agenda items and New Business The clerk reviewed the February Agenda items.
L. Walker advised the Board Members that the CSDA (California Special Districts Association) is holding a Governance Academy course in March and that there are two Board Members who have not attended this class. The clerk will contact the CSDA and get detailed information on the courses being offered.
17. Written correspondence to the Board Nothing to report.
18. Opportunity for the Public to address the Board There were no members of the public present.
19. Motion to adjourn Motion – L. Walker Second – F. Shepard All in favor – Aye.
Meeting adjourned at 1225 hours.
In attendance: E. Tretten, L. Walker, F. Shepard, R. Machado, V. Wiemeyer
Respectfully submitted,
Teresa L. Cunningham
Teresa L. Cunningham Clerk to the PECSD Board