MINUTES
BOARD MEETING
June 11, 2008
1. Meeting was called to order at 0900 by E. Tretten.
2. Report on Closed Session
No session took place.
3. Motion to approve the May Meeting Minutes
Motion – L. Walker Second – R. Machado All in favor – Aye
Note – Board Member Shepard is not present at this meeting.
4. Chief’s Report (given by General Manager Frank Motzkus)
Calls – four since the last Board Meeting
Personnel – nothing to report
Grants – nothing to report
Miscellaneous
9178 – it was proposed at the May Meeting that the first garage in the lower shop area would be large enough to accommodate the unit. However, the mirrors are too wide. So now the Board will explore other options, among them the possibility of expanding the garages to add another garage that is 18 x 30 for the unit and additional storage. This subject will be put on the July Agenda.
6. Bi State Propane
Dave Shelton from Bi State Propane read a letter to the Board from Robert Spaniel, who is the Vice President and Regional Manager of Heritage/Bi State Propane. Misters Spaniel and Shelton attended the May Board Meeting to protest the insurance requirements and rental fees that the District intended to impose on the propane company for the tank located in Sequoia Circle on a lot that is now owned by the District. In the letter (which was addressed to General Manager Frank Motzkus), Mr. Spaniel remarked that “it was evident during the meeting that you and the board were not going to bend your insistence of a $5 million Certificate of Insurance and a $2,500 rental fee.”
A copy of the Certificate of Insurance in the amounts requested, with the District named as additional insured was then presented to the Board. The Clerk was instructed to provide Bi State with an invoice for the rental fee. This will be done effective July 1st. The letter concluded with the following sentence – “I have asked Dave Shelton to read this letter into your meeting minutes and to again express our company’s reluctance in paying these fees.”
Clerk’s Note: The original copy of the letter and the Certificate of Insurance will be filed in the Minutes Binder that is kept on file at the District Office.
5. Resolution 2008-71 – Open Flame Burn Ban
The Chief has proposed that a Resolution/Ordinance be passed by the Board that would ban all open flame fires within the District during the State declared Fire Season.
This proposal has resulted in a protest by several property owners within the District that feel that a total ban is not warranted. The Board was presented with a petition protesting said ban that had been signed by some thirty property owners. The Board was also presented with a protest letter from property/business owner Tom Joyce expressing his displeasure with the proposed ban.
There ensued a spirited discussion from members of the Public that were present and the members of the Board on this subject. While all agreed that yes, it is fire season and that yes, a state wide drought has been declared it was definitely not agreed that a total ban was warranted and that more research needs to be done on this subject matter.
Some of the suggestions ‘tossed out’ included notification to all the rental agencies in the area, asking them to stress the safety issue with regard to open flame fires to all visitors that are renting homes in the District. (Those present at the Board Meeting expressed their feeling that the real safety issue lies with the vacation rental units/out of area visitors and not with the local property owners.) That perhaps a better solution is to establish guidelines and rules on location, size, clearance area, types of fuel, times that burning should not occur, etc. Also setting up some type of permit program for open flame burn pits, which would include inspection of the burn area prior to issuance of a permit.
This matter was put on the July Agenda for further discussion.
7. Revisit COLA percentages and stipend amounts for the Fire Chief and Assistant Fire Chief.
Board Member Wiemeyer informed the Board that he had gone to a Labor Statistics website and had found out that there are several types of Consumer Price Index (CPI) categories. He was in contact with the District’s Auditor, who informed him that the CPI figures supplied to the CSD were the ‘universal percentage of 3.2’. Mr. Wiemeyer informed the Board that one of the other CPI percentage was known as a ‘W’, which is configured for blue collar workers and this is 4.2. He suggested that the Board consider using the CPI-W as a COLA for the staff increases.
The Chair asked that he put that into the form of a motion.
Motion – That the CPI-W of 4.2% be used as the calculation for the COLA increase for the staff for the FY 2008/2009 Budget.
Motion - V. Wiemeyer Second – R. Machado
Discussion and conclusion. Doyle Blaylock Budget Committee Member advised that the CPI calculations are based on urban areas, not rural and that further research would show that there are several percentages that can be based on a variety of logistics. Board Member Walker felt that the proposed 3.2% and wage increases proposed in the Budget now are sufficient and fair.
Vote – 1 – Aye
2 – Nay
1 – Abstain
1 – Absent
On the subject matter of increased stipend amounts for the Chief and Assistant Chief, Mr. Wiemeyer decided to not present his suggestions at this time.
8. Fiscal Year 2008/2009 Budget
The General Manager presented a brief review of the second proposed Budget from the May Board Meeting which included a 3.2% COLA and a wage increase for the staff.
He explained the increased budgeted amounts in the “big ticket” categories, such as electricity, telephone, training, mileage, wages, fuel, etc.
He further explained that there will be a slight shortfall in the Fire Division and the Board and he discussed solutions which included (and rejected) using FEERAM funds to remedy the situation. After discussion, it was decided that if it became necessary, loan the Fire Division funds (on paper) from the Water Division.
Clerk’s Note: There were a few motions made to approve the 2008/2009 Budget, but they were then withdrawn for lack of clarity with regard to the wording of the motion. The following is the actual motion made by Board Member Walker, taken from the tape of the meeting.
Motion – To approve the 2008/2009 Budget presented by the General Manager which includes Option B, the Compensation Package and includes authorization to transfer funds from the Water Capital Reserves into Operations and Maintenance Budget until such time that the Fiscal Year 2007/2008 Audit is completed at which time identified Operational Reserve Funds will be allocated back to the Water Capital Reserve to replace the loans.
Motion – L. Walker Second – R. Machado
Roll Call Vote:
Aye – E. Tretten, L. Walker, R. Machado
Nay – V. Wiemeyer
Abstain – None
Absent – F. Shepard
Craig Fox, a property owner and member of the Fire Department, who was sitting in the audience, commended the Board on the good job they have done in passing this Budget. He had been present at all the Budget Finance/Board Meetings where the Budget was being presented and discussed and he observed how much the Board and Committee Members agonized over a Budget that was fair not only to the members of the District, but the employees as well.
9. Wells and Arsenic Update
For the benefit of the members of the public present, the General Manager explained that during the high usage period for water (third quarter) last year we exceeded the EPA requirements for Arsenic. Letters were sent to all property owners advising them of this issue.
He further informed the Board that Request for Proposal letters have been sent to twelve engineering firms asking for bids for development of a Preliminary Engineering Report on how to address this matter. The deadline for bid receipt is July 23rd at 1400 hours. We will report the results at the August Board Meeting.
10. Drought
The Board was informed that on Wednesday, June 4th the Governor declared a Statewide Drought. He has reviewed CSD Ordinance 2003 E, which is the Water Conservation Policy and is requesting that the Board authorize the CSD to go to a Stage One Alert.
Motion to institute a Stage One Water Conservation Alert.
Motion – L. Walker Second – R. Machado
Discussion – There will be a notification sent with the Billing and Notices posted on all the Bulletin Boards in the area.
Vote: All in favor – Aye. Absent – F. Shepard
Stage 1 – Normal Conservation
a. PECSD shall encourage water conservation by all residents and property owners in the community by:
1) Including articles in the PIPELINES dealing with the subject of water conservation.
2) Securing a supply of water conservation information pamphlets to distribute at pancake breakfasts and other functions
3) Including water conservation information in the Annual Water Quality Report.
4) Posting on bulletin boards and other appropriate places, and changing on a regular basis, information dealing with water conservation.
11. Emergency Disaster Plan
Board Member Wiemeyer advised the Board that he and Board Member Machado are planning to meet with the Home Owners Associations to pass out information on disaster preparedness.
There was continued discussion on notification in case of emergency and among the suggestions made was one to install some type of siren at the Fire House that could be heard throughout the District. This subject will continue to be discussed at future Board Meetings.
12. Length of Service Awards
V. Wiemeyer reported that the first Actuarial Request form mailed to CSFA (California State Firefighters Association) had not been received. A second form was faxed to them on June 6th. The item was continued to the July Agenda.
13. Expenditure Requests
Nothing to request.
14. Goals and Objectives
L. Walker stated that the updated list of Objectives has been completed and distributed to the Board. He asked that the Members review their copy and we will begin discussions at the July Meeting.
15. Standing Committee Reports
The Board Chair advised that he had attended a Brown Act Seminar recently and he found out that by having ‘standing’ committees we must post agendas and have minutes on any meetings they have. So two things will now occur. 1) The word “Standing” will be removed from the Agenda, the item will now be known as Committee Reports. 2) The committee members for Personnel, Recreation, Fire Corps and Insurance will now be referred to as “liaisons”.
Personnel – nothing to report
Recreation – nothing to report
Fire Corps – nothing to report
Insurance – is reviewing the Certificate of Insurance from Bi State/Heritage
16. Future Agenda Items and New Business
The Clerk reviewed the items for the July Agenda.
New Business
Board Member Machado advised the Board that he had been approached by a property owner who had observed a member of the CSD staff using CSD equipment on a weekend. A query was made on whether there was a policy about this? After discussion, the Board was informed by the General Manager that the employee had asked permission to use the equipment to lift something quite heavy and the General Manager gave him permission to use the piece of equipment for that purpose. Conclusion - the Board felt the this should be the General Manager’s decision.
17. General Manager’s Report
The Board and General Manager reviewed the May Financial Reports.
Motion to approve the May Reports.
Motion – L. Walker Second – V. Wiemeyer All in favor – Aye.
Absent – F. Shepard
GLRID – our aid in helping them discharge to the River has ceased and the last invoice for services rendered will be issued shortly.
Grant – we have received the information on how we scored on our application for Grant AB 303. We scored 51 out of a possible 120, so our efforts failed. As a result, the amount set aside for the Well Capacity Study is on hold pending the results of the arsenic issue and drilling of the test well is also on hold. However, the PEGG (Plumas Eureka Groundwater Group) will continue to meet.
Miscellaneous
Tours – our first Facility Tour will be on the 17th for all interested Board Members.
Gold Mountain – the General Manager solicited the opinion of the Board on whether they would prefer a six month extension on his consultation contract or would they rather it stay at the current three months at a time. Discussion and conclusion – keep it at three months, it sends a message.
18. Written correspondence to the Board
This was covered earlier with items 5 & 6.
19. Opportunity for the Public to address the Board
This was covered earlier by the comments made to the Board upon passage of the Fiscal Year 2008/2009 Budget.
20. Motion to adjourn
Motion – L. Walker Second – R. Machado All in favor – aye.
Absent – F. Shepard
The Board said thank you to the members of the Budget Finance Committee for their time and expertise.
Meeting Adjourned at 1145 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