MINUTES

Board Meeting

July 9, 2008

 1.        Meeting was called to order at 0900 hours by E. Tretten.

 2.        Report on Closed Session

            Nothing to report.

 3.        Motion to approve the June Meeting Minutes.

            Motion - L. Walker                 Second – R. Machado              All in favor – Aye.

 4.        Fire Chief’s Report (given by G M Motzkus)

            Calls

• 6/12     1405 hrs - HAZMAT call - overturned propane tank - Clio
• 6/15     0055 hrs – Vehicle Accident – Hwy 70 @ C Road
• 6/21     0806 hrs – Medical Aid – Sugar Pine Lane
• 6/22     2029 hrs -  Medical Aid – W. Ponderosa Drive
• 6/26     1207 hrs – Vehicle Accident – Hwy 70 @ Hwy 89
• 6/29     1843 hrs – Illegal Fire – Yonkalla Trail - Graeagle
• 7/04     0051 hrs – Vehicle Accident – Little Bear Road & Hwy 70

Personnel

• Nothing to report

Grants

• We have received a grant from CalFIRE for wildland fire shelters.  It is a 50% grant worth $4,000., our share will be $2,000.  In August, the Board will need to pass a Resolution accepting the Grant.  (The shelters we currently have are no longer in compliance with safety regulations and upon receipt of the new shelters, we will destroy the old ones, they cannot be passed onto another Department.)

Miscellaneous

• Nothing to report

 5.        Open Flame Fires

Due to the many fires that are currently burning in the Feather River Canyon and Butte County, the Chief has declared a temporary ban on all open flame fires in the District.  Both the Chief and Engineer Craig Fox went door to door and handed out the notices advising residents and visitors of the ban.  All went very well and there were no problems with the public.  In fact, they were very supportive of the ban.

Mr. Dutton who resides on Timber Lane attended the meeting and told the Board that both he and his wife, who oppose a total ban on open flame fires are in agreement with the temporary ban issued, because of the fires currently burning in the area.

The General Manager informed the Board that he is working with the Chief to establish a plan that would include permitting for burn pits in back yards and a phased plan for different stages of danger from fire or weather, etc.  This would most likely be tied to the UFC (Uniform Fire Codes).  Board Member Walker asked that the Chief or General Manager contact the District Attorney and ascertain whether or not the Chief has citation ability in case of violation of the ban on open flame fires.

The matter was continued to the August Board Meeting.

 6.        2008 – Update from the Board letter.

Board Member Walker will author the letter once again and he asked that the other Board Members e mail him with their thoughts on what items they would like covered in the correspondence.

 7.        Office Space

It has become glaringly apparent that the CSD/Fire Department needs more space, not only office space but vehicle space as well.  To that end the General Manager has prepared a sketch of a possible remodel of the existing building for the Board to reviwe. 

Discussion – remodel this building or build a new one (not justifiable).  Conclusion – proceed with the project idea and put the item on the August agenda.  Also, members of the Fire Department will provide the labor necessary to move the water/wastewater/fire office wall back even with the wall area that has already been moved (to accommodate Rescue 9153), so that the Type 3 Engine 9178 can be parked in Engine Bay #4.

 8.        Arsenic update

The General Manager advised the Board that he had spoken with Burkhart Bohm of Plumas Geo-hydrology about our arsenic problem and Mr. Bohm will be putting together a monitoring plan.  This would be a six month study and the cost would fit into the FY 08/09 Budget.  Also it will tie into PEGG’s (Plumas Eureka Groundwater Group) study as a continuation of the Groundwater Management Plan.  He further advised that the deadline for the Engineering Reports on developing an Arsenic Treatment Plan is the 23rd of July and he will report on the bids received at the August Board Meeting.

Break - 1000 hours to 1010 hours.

 9.        Length of Service awards

Board Member Wiemeyer reported that he had received a response from CSFA (California State Firefighters Association) on the actuarial submitted.  He had a meeting with the Chief and Assistant Chief and gave them the information received and they will speak to the volunteers.

A note from the Chief: “We would like to thank Board Member Wiemeyer and the rest of the Board for their supportive efforts for the volunteer firefighters.  We propose to the Board that all CSD fees be waived for the volunteer firefighters.  This could also apply to new firefighters as a means of recruitment and retention.  There would be stipulations attached as meeting a minimum for training and fire call attendance.”

The Board asked the General Manager to prepare a study on the financial impact of this proposal for the next Board Meeting and to contact the attorney and ascertain the legality of such a proposal.  The item was put on the August agenda.

10.       Expenditure Request    

The General Manager asked for permission to engage the services of a water storage tank inspection firm to inspect and clean the water tanks.

Motion to approve the expenditure.

Motion – V. Wiemeyer Second – R. Machado              All in favor – Aye.

11.       Goals

Board Member Walker sited that we had gone from an original 13 goals down to 7.  The Board Member Goal Assignments will stay the same and Chair Tretten will take on goal number 7 which is ‘Develop and foster recreational opportunities within our District.’

Emergency Response Plan - Board Member Machado presented the first draft of the Emergency Response Plan and letter to be distributed to the Home Owner Associations and other groups within the District.  Both he and Board Member Wiemeyer are working on this project and will be contacting these groups in order to form a committee to work on establishing this plan.

Recreation – Board Member Machado contacted the owner of the lot at the end of Sugar Pine Lane and was informed that at this time she is not interested in donating the land to the CSD for recreational purposes.

The Board then briefly discussed the greenbelt areas within the District that are owned by the CSD.  The General Manager informed the members that we are in the process of cleaning up and mowing the areas in question.

12.       Committee Reports

            Personnel – nothing to report

            Recreation – covered under item number 11.

            Fire Corps – covered under item number 11

            Insurance – nothing to report

13.       General Manager’s Report

Financial Reports - The GM advised that the consolidated recap of all three divisions at the end of June showed that 89% of the budgeted items had been spent.  This will adjust slightly when the pre-audit close is booked.  The Board congratulated the General Manager on his handling of the fiscal year expenditures.

The Board reviewed the June Financial Reports.

Motion to accept the June Financial Reports.

Motion – L. Walker                  Motion – V. Wiemeyer All in favor – Aye.

Grants – nothing to report, however in view of the poor rating that we received in our submittal of Grant AB303, in the future we will engage the services of a professional grant writer for any grants we apply for in the future.

Miscellaneous

• The General Manager will be attending Home Owner Association meetings on the 12th and 19th and he will be attending the PEEHA dinner as well.
• The Calpine Elks are getting new chairs and are offering the Fire Department Auxiliary 50 of their old chairs.  This is a great opportunity since the Auxiliary borrows 50 chairs from the Elks for the Pancake Breakfast’s.  Sense of the Board to “go get ‘em”.  Engineers Fox and Machado offered to transport the chairs to the Fire Department for storage.
• We have been informed by the Regional Water Quality Control Board representative Ron Dykstra (sewer system overseers) that in June of 2006, we were to do an infiltration study on WWTP#7.  This was not done by the previous General Manager.  It is required that a California Engineer must do the study, but the General Manager is in contact with Mr. Dykstra to try and get permission to do the study in house since the certifications that he holds are the equivalent to a registered engineer.  To be continued.
• Eagle Ridge – the GM spoke with Jim Wright in the Planning Department about the permits issued to Eagle Ridge.  The property is zoned as ‘recreational’, and Mr. Wright is looking for the permit issued, upon receipt the GM will distribute it to the Board Members.  To be continued.
• Note – Teresa is back from vacation and Lew is now on vacation.

15.       Written Correspondence to the Board

The GM reported that although all correspondence must be received in the office on the Friday prior to the Board Meeting, he felt that the Board should be made aware of a letter received Monday from a property owner on East Ponderosa Drive.  This person advised that when he contacted the County about getting a building permit he was informed that the lot(s) are in a flood plain and therefore unbuildable.  He would like to opt out of paying any CSD fees because of this.

The General Manager informed the Board that he will go down to the Building Department and check this out himself and the item was put on the August agenda.

16.       Opportunity for the Public to address the Board

            This usually occurs during the course of the Meeting.

17.       Motion to Adjourn.

            Motion – L. Walker                  Second – R. Machado              All in favor – Aye

The Meeting adjourned at 1140 hours.

In attendance – E. Tretten, L. Walker, V. Wiemeyer, R. Machado

Absent -           F. Shepard

                                                                                                Respectfully submitted,

                                                        TERESA L. CUNNINGHAM

                                                                                                Teresa L. Cunningham

                                                                                                Clerk to the PECSD Board