MINUTES
BOARD MEETING
November 12, 2008
1. Meeting was called to order at 0902 hours by Chairperson Tretten.
2. Report on Closed Session Nothing to report.
3. Motion to approve the October Board Meeting Minutes.
Motion - L. Walker Second – R. Machado All in favor – Aye.
17. Opportunity for the Public to address the Board. K. Roberts from the Sequoia Circle area Homeowners Association, explained to the Board that their CCR’s forbid burning in the Association’s area and that this ban was recently violated by a property owner who claimed that he had no other way to dispose of pine needles. Mr. Roberts asked why the Dynamite Hill Dump Site was not still open for use in the dumping of pine needles? He was informed that the dump site has limited dumping space and is currently full and that it will not be open for use until next year. He asked if the Board could come up with some alternatives other than burning. He was informed that it is understood that pine needles are accepted at the Graeagle dump site and he could contact Graeagle Land and Water for that information and that people can also take their yard waste to the Intermountain Transfer Station. He further wanted to know why commercial landscaping contractors can’t use the dump site. He was informed that landscaping contractors are in a commercial business and we do not allow commercial businesses to use the dump site, it is for property owners only. This is a CSD policy established when the dump site was originally opened and the subject was recently re-visited and this policy decision was upheld by the Board. The Clerk offered to supply him with phone numbers for Graeagle Land and Water and Intermountain Disposal. He thanked the Board for their time and took his leave from the meeting.
4. Fire Chief’s Report (given by General Manager Motzkus)
Calls 10/15 – Prescribed Burn – Plumas Eureka State Park 10/15 - Medical Aid – North Pinion Pine 10/18 – Medical Aid – Mohawk Tavern 10/19 – Smoke Check – C Road Area 10/29 – Medical Aid – Red Willow Court 10/31 – Medical Aid – South Pinion Pine
Personnel No changes to report
Grants We have received confirmation from CalFIRE on the Volunteer Fire Assistance Grant for the purchase of the new wildland fire shelters. We will be placing the order soon. He reminded the Board that this is a 50% matching fund grant.
Response Fee Invoicing The Board was informed that we are contacting a collection agency to engage their services to collect the unpaid invoices for out of district responses.
Miscellaneous Nothing to report
5. LAFCo The General Manager informed the Board that he had received a phone call from John Gullixson of LAFCo asking that we send them a letter advising them that we are willing to open negotiations to provide services to the Feather River Inn. The Board discussed the pros and cons of this proposed venture and reviewed the language in a draft of said letter. Some of the pros cited were 1) Increased revenue for the CSD, 2) Opportunity to show our professionalism to others, 3) Cost sharing for performance of the Municipal Service Review and Sphere of Influence studies that are State Mandated and 4) Possible tax revenue sharing.
After discussion it was the sense of the Board to have the General Manager send the letter to LAFCo, but emphasize to them that this was to open a dialog only and not indicating commitment.
6. Office Space The General Manager informed the Board that we had received the preliminary drawings for review and comment. The plans were reviewed by all the employees and sent back for the second draft.
7. Wells and Arsenic The Board was presented with copies of the contract with Eco:Logic to perform the studies previously discussed. The language of the contract was reviewed by CSD Counsel, who gave his approval of the contract.
Motion to approve the Eco:Logic contract for service.
Motion – L. Walker Second – F. Shepard All in favor – Aye.
8. Fire Department Recruitment Due to an exceptionally tight time and travel schedules with the Chief and Assistant Chief, this item was carried over to the December Agenda.
9. Expenditure Request Nothing to report.
10. Emergency Preparedness Report (hereinafter this will be a permanent Agenda item and will be titled Fire Corps)
V. Wiemeyer reported that he and R. Machado had met with the Chief and he has requested that the CSD purchase a propane fired generator for emergency power purposes. The General Manager will look into this request.
Also, Kathy Stang, who is the new head of the Plumas County Office of Emergency Services has indicated that if requested, she would be happy to address the Board about the County’s Emergency Plan.
The Board requested that Misters Wiemeyer and Machado compile a list of duties that the volunteers on the Fire Corps may be asked to perform.
11. Goals and Objectives Chair Tretten asked the other members of the Board if they would like him to look into the possibilities of installing a solar system at the firehouse for the purposes of reducing electricity costs and possibly reselling surplus electricity to the Co-op? After discussion, it was the sense of the Board that this is worthy of exploring.
12. Committee Reports Personnel – nothing to report Recreation – nothing to report Fire Corps – as previously mentioned, this is now a permanent agenda item Insurance – nothing to report
13. Future Agenda Items and New Business The December Agenda items were reviewed.
There was no new business to discuss.
14. Budget Adjustments The General Manager presented his recommendations for budget adjustments for all three divisions. He suggested a shift from operational contingencies to specific categories and explained the reasoning behind the requests.
Water Chemicals – due to price increases Professional Services – increased services
Sewer Sludge Removal – still working out the new habits of the treatment plant upgrade and new operations
Fire Mileage reimbursement – the Chief was using his personal vehicle for Department business prior to the purchase of the Command Vehicle. Professional Services – implementation of the Fire Department newsletter
Motion to approve the Budget Adjustments. Motion – L. Walker Second – F. Shepard All in favor – Aye.
15. General Manager’s Report The General Manager and Board reviewed the October Financial Reports, which revealed the increased percentages in the budget category’s previously discussed.
Motion to approve the October Financials.
Motion – L. Walker Second – F. Shepard All in favor – Aye.
CSD Vehicle The General Manager recapped his search for an OHV (idea tabled because of legality issues for operation on County roads). So he turned his search towards purchase of a small size truck and he asked the Board which they would prefer, purchase of a used 4WD truck or a new model 4WD vehicle.
After discussion, one of the Board members offered to contact someone that he knows in a fleet department at a dealership in the Valley. Final decision on new or used was tabled until this information could be gathered.
Rate Study The Board members were given a copy of the letter sent out to thirteen Engineering firms requesting bids to perform a service rate study, which must be in place prior to any future service rate increases.
Miscellaneous There’s a Special District’s meeting in Quincy on the 21st. Lew and Shane installed new water hydrants on Evergreen Circle and the corner of Poplar Valley Road and Lundy Lane Shane is taking Water Operator on the 15th Newsletter – the draft copy will be delivered to the printer next Monday. The Clerk informed the members that the publication was delayed because contributors were late in supplying their articles. It was suggested that all contributors be sent a letter informing them of set deadlines for articles, such as April 1st for Spring issue and October 1st for the Fall issue. This will be done. Audit – has been completed and copies were delivered to the Board members and are available to CSD clients upon request. Chairperson Tretten informed the members that there had been an article in a recent publication of the CSDA (California Special Districts Association) magazine about a firm that does cost analysis for utility services. It was suggested that the General Manager look into this since the District’s utility costs have increased substantially. This will be done.
16. Written correspondence to the Board None received.
17. Opportunity for the Public to address the Board C. Fox had some questions on the how and why for the reduced USEPA arsenic testing regulations? The General Manager gave him the information requested.
18. Motion to adjourn.
Motion – L. Walker Second – V. Wiemeyer All in favor – Aye.
Meeting adjourned at 1048 hours.
In attendance – E. Tretten, L. Walker, V. Wiemeyer, R. Machado, F. Shepard.
Respectfully submitted,
TERESA L. CUNNINGHAM
Teresa L. Cunningham Clerk to the PECSD Board