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CSD_Minutes_2-09-08

VIEWS: 6 PAGES: 9

									            GOLD MOUNTAIN COMMUNITY SERVICES DISTRICT
                      BOARD OF DIRECTORS
                        MEETING MINUTES

                              Gold Mountain CSD/HOA Office
                            150 Pacific St. #8, Portola, CA 96122

                         Saturday, February 9th, 2008 at 9:00 a.m.

NOTE: Under Government Code Section 54954.3, members of the audience may address the
Board on any agenda item before or during the Board's consideration of the item. Please fill out a
speaker card located on the table inside the entrance to the Board meeting room and forward the
completed speaker card to District staff prior to addressing the Board. We request that you state
whether you live within the District’s boundaries. A maximum of five minutes is allowed for each
speaker.

If you need a disability-related modification or accommodation, including auxiliary aids or
services, to participate in this meeting, please contact the District office, 530-832-5945, 150 Pacific,
Portola, prior to the meeting.


A.     CALL MEETING TO ORDER

       Present – Mike Callaghan, Paul Erickson, Steve Fuqua, Craig Simmons, Hal McGrath.
       Absent – None.
       Meeting notices were placed in the Portola and Clio Post Offices, the CSD Office and the
       District Website.

       Paul Erickson and Mark Elliott noted that the meeting location was changed from the
       Library to the Gold Mountain Offices, since the key for the library meeting room was not
       picked up in time for the meeting. Mark noted that a notice of change of location had been
       posted at the library and Paul reported that he had called people whom he thought would be
       in attendance.

B.     APPROVAL OF MINUTES: January 12th, 2008 Board Meeting

       MSC: Callaghan / McGrath (5-0): Mike Callaghan made a motion to approve the minutes
       of the January 12th, 2008 regular Board Meeting with the following corrections:

              Page # 3 – correction to spelling of Van Cleemput.
              Page # 6 – 208 to be changed to 2008 under agenda item # 11.
              Page # 6 – Change “Jeff Land Investment Company” to “Jeff Land a representative
               of Brandis Tallman, LLC” under agenda item G.
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Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008         Page: 2

     Hal McGrath seconded the motion to approve the minutes as amended and it was
     unanimously approved.

C.         OPENING COMMENTS FROM THE BOARD OF DIRECTORS

     C-1     SUBJECT: Newly appointed members of the Fire Safe Committee
             REPORT: Mike Callaghan

     Mike reported that he had not contacted Len Fernandez to get an article in the nugget
     regarding the need for additional Fire Safe Committee members. Mark Elliott noted that the
     publication date was changed to later and that there was still time to get information into the
     Nugget. Mike said he would contact Len.

     Mike also reported that the FSC will be meeting on Monday, 02/25/08 where they will be
     discussing the current Fire Contract with the City of Portola. Craig reported that Jim Murphy
     was advising the District that the Out of Agency Service Agreement for services for Fire
     Protection from the City of Portola to Gold Mountain does not need Plumas LAFCo approval
     since it is for Health and Safety reasons and that Jim Murphy had provided the District and
     George Sipel a memo on this issue. Mike noted that the District wants to comply with the law
     and will research this issue.

     C-2     SUBJECT: 2008-09 Budget Development Committee Report
             REPORT: Frank Motzkus

     Frank reported that he, Mark Elliott and Steve Fuqua will be meeting with Bequette and
     Kimmel to discuss getting a more reader friendly version of the Budget for presentation to the
     community and Board.

     C-3     SUBJECT: Projects Report
             REPORT: Paul Erickson (for George Sipel)

     Paul Erickson read an email he received from George Sipel regarding the settlement
     agreement with Bankruptcy Trustee Angie Clark that is still an open issue. The Board also
     discussed the Rate Study Proposal from HDR Engineering, noting that first HDR will be
     presenting a revised scope of work. The District has budgeted 10K for this report and HDR is
     estimating that it will cost around 9K. Paul, continuing to read from George’s email message,
     that cash may not be available and HDR is willing to complete the work during this fiscal
     budget and bill for it during the next budget year.

     C-4     SUBJECT: Conduct of agenda discussion items: presenter, directors and then
             members of the audience in turn
             REPORT: Paul Erickson

     Paul commented that with only two residents present in the audience at the January meeting
     that the session could be handled less formally. He had been asked by a member of the Board
     to return to the past practice of recognizing Directors and then members of the audience in
     turn following a presentation Paul requested that the Board be allowed to discuss an agenda
                                                                          th
     Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008      Page: 3

        item prior to it being open to public comment and that members of the public raise their hands
        and wait for Board recognition when they wished to speak on an agenda item.

        C-5     SUBJECT: Linear Master Plan Implementation 2008 Outline
                REPORT: Paul Erickson

        Paul reported that the March 8th meeting of the CSD will be on the same day as the HOA
        meeting and that the CSD will be meeting at 8:00 am until 9:30 am. At that 8:00 am meeting
        John Shaw will be presenting a linear master plan implementation outline. Paul noted that
        John will outline what infrastructure steps need to come first and outline the master plan
        needs in sequential order over a 7 year period of time. An outline for 7 years was chosen
        because this is the length of time after which private funding options could be refinanced and
        gives the Board a foreseeable project timeline. Craig noted that the presentation the Board
        attended hosted by Plumas Eureka CSD with an investment-banking firm gave the Board
        pertinent information regarding private funding options as opposed to Bonds. Paul added that
        the Board had made no decisions and that the meeting attended by the Board was for
        information purposes only.

        C-6     SUBJECT: Plumas County Special Districts Meeting Report
                REPORT: Paul Erickson

        Paul reported that he had attended the recent Plumas County Special Districts Meeting and
        that he sees a benefit in having a Board member who would attend these meeting over a
        period of time extending past his seat as President. The Board also discussed the benefits of
        this association and its intent for formation.

        C-7     SUBJECT: Others

        None.

D.      PUBLIC COMMENTS

        Mike Thompson thanked the staff for there efforts at snow removal during the past weather
        events noting that they had done an exceptional job. Mike also noted that several
        communities in Truckee are looking into issues relating to night sky preservation a topic
        that has already been addressed at Gold Mountain. It was noted that these are HOA issues
        and that the HOA Board of Directors may like to hear this feedback as well.

E.     OLD BUSINESS

        1.    SUBJECT: Review of the Warrant Register (January 12 through February 8, 2008)
              REPORT: Steve Fuqua, Treasurer
              RECOMMENDATION: Accept the report

        Steve Fuqua presented the expenditures from January 12 through February 8, 2008. Steve
        noted the payroll payment and snow removal as well as ongoing legal expenses relating to
        the bankruptcy and the HOA contract for employment issue. Hal McGrath asked Mark
                                                                     th
Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008      Page: 4

   Elliott about VISA controls and Mark noted that all receipts must be turned in and that only
   authorized uses were allowed.

   MSC: McGrath / Simmons (5-0): Hal McGrath made a motion to approve the Warrant
   Register for January 12 through February 8, 2008. Craig Simmons seconded the motion and
   it was unanimously approved.

   2.     SUBJECT: Review of the 2nd Quarter Financial Reports and approve Recommended
          Budget Amendment
          REPORT: Steve Fuqua
          RECOMMENDATION: Accept the report

   Steve Fuqua noted that the way the financial reports were presented made them very
   difficult to understand since they did not take into account funds to be reimbursed by the
   HOA and reported that the format used was not ideal for the District’s needs. Steve noted
   that overall the District is only half way through the Budget year but that 2/3rds of the
   Budget appears to have been spent which could present a cash flow problem if the District is
   not conservative for the remainder of the year. Steve noted that he would be working with
   the accountant to produce a more usable document that incorporates a sheet showing the
   bottom line. There were no budget amendments recommended at this time.

   MSC: Simmons / Callaghan (5-0): Craig Simmons made a motion to accept the report.
   Mike Callaghan seconded the motion and it was unanimously approved.

   3.     SUBJECT: Status of Legal Services-- Best, Best & Krieger Law Offices,
          Sacramento
          REPORT: Paul Erickson
          RECOMMENDATION: Receive direction from the Board

   The Board discussed the contract for services with Best, Best & Krieger, which had been
   approved and initiated by a previous Board. This contract allows for yearly increases in legal
   fees and Paul Erickson will work with staff to obtain a current fee schedule. This agenda item
   will be brought back to the Board in April for possible action.

   4.     SUBJECT: Utilities Report
          REPORT: Frank Motzkus
          RECOMMENDATION: Accept the report

   Frank reported no major problems had occurred this month and that the staff is working on a
   plan for sewer meter readings and checking into booster pump station checks, which currently
   occur daily. Staff will be working to determine if this needs to continue in an effort to save
   costs. Frank is continuing to work with the Californian Water Quality Control Board on
   wastewater needs.

   5.     SUBJECT: Job Description – General Manager (including review/approve draft
          newspaper advertisement for candidates)
          REPORT: Craig Simmons, Hal McGrath
                                                                     th
Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008       Page: 5

            RECOMMENDATION: Approve the job description

   Craig Simmons presented the Board with a draft job description for a permanent part-time
   general Manager and a possible ad for the same. The Board discussed the presented material
   and determined to make the following changes under the requirements section:

           To add words to section 2300.2 that read, “ In lieu of a bachelors degree he/she shall
            have equivalent experience in a directly related field.”

   The Board also discussed how someone could obtain the requirements under section 2300.2.3
   through 2300.3.3 relating to a wastewater treatment plant operator. Frank noted that it would
   be possible to contract with a current operator to apprentice and train an employee so they
   would be eligible for the necessary certificates.

   The Board then discussed the merits and costs of advertising in newspapers and Paul Erickson
   suggested that the issue of where and how to advertise the position be directed to the Policy
   Committee for further review. Further, the Board noted that advertising should be expanded
   to include web based professional organizations in coordination with Frank Motzkus and that
   costs be determined and presented to the Board.

   MSC: Erickson / McGrath (5-0): Paul Erickson made a motion to approve the job
   description with the change indicated above. Hal McGrath seconded the motion and it was
   unanimously approved.

   6.       SUBJECT: Revised Job Descriptions
            REPORT: Craig Simmons, Hal McGrath
            RECOMMENDATION: Approve the job descriptions

            Jobs to be covered:

                  Maintenance Foreman, #2310
                  Utilities Operator, #2341
                  Maintenance Worker, #2334
                  Snow Removal Worker (Seasonal), #2342
                  Office Clerk, #2361
                  Meeting Minutes Taker, #2381

   The Board was presented with job descriptions for the above listed positions. The Board had
   an opportunity to review these descriptions and discussed each description briefly. The Board
   thanked the Policy committee and commended their hard work on this issue.

    MSC: Callaghan / Fuqua (5-0): Mike Callaghan made a motion to approve the Job
   descriptions with the following changes and provisions:

           2310 to be changed to a non-exempt position.
           2310 Policy Title to be changed from Maintenance Foreman to Maintenance Lead.
                                                                          th
     Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008     Page: 6

                Policy numbers 2310, 2334, 2342, 2361 & 2381 to be shared with the HOA for
                 approval.

        Steve Fuqua seconded the motion and it was unanimously approved.

        7.       SUBJECT: Ratify employment of part-time employees with beginning effective
                 dates and hourly rates
                 REPORT: Mark Elliott
                 RECOMMENDATION: Ratify Individual Employee’s Employment

        Mark presented the Board with a list of current part-time employees that listed their date of
        hire and hourly rate. Although he is a contracted employee, the Board requested the addition
        of:
                Barry Buchholtz – Utilities Operator
                Date of Hire: August 11, 2007
                Hourly Rate: By Contract

        MSC: Fuqua / McGrath (5-0): Steve Fuqua made a motion to ratify the current part time
        employee list. Hal McGrath seconded the motion and it was unanimously approved.

F.       NEW BUSINESS

        8.       SUBJECT: New proposed CSD Policies
                 REPORT: Craig Simmons, Hal McGrath
                 RECOMMENDATION: Approve the new policies as presented (requires 4/5ths
                 vote for approval)

                 New policies to be covered (in this order)

                 1.  2200: Pre-Employment Physical Examinations
                 2.  2190: Drug & Alcohol Abuse
                      a. New Employment Application (information only, not for approval)
                      b. Proposal for new hire “Background Checks” – CARCO Group, Inc. (for
                      majority approval)
                      c. New I-9 Eligibility for Employment processing (information only, not for
                      approval)
                 3. 2291: District Vehicle Usage (Part-time, seasonal employees)
                 4. 2197: Smoke-free Workplace

        Craig Simmons presented the above new policies. The Board extensively reviewed the
        policies and Hal McGrath reported that per policy 2190 the District would pay for the pre-
        employment physical. Hal had spoken to Kathy Valedon from Eastern Plumas Health Care
        and the District is eligible for a reduced cost for these exams, which will run $45 for the
        physical and $60 for the drug test.
                                                                        th
Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008            Page: 7

   The Board also extensively discussed the services provided by CARCO for background
   checks and determined that it would take staff considerable time and expense to do this type
   of check and noted that this is a nationally recognized company with good rates and product.

   MSC: Simmons / Callaghan (5-0): Craig Simmons made a motion to adopt Policy Numbers
   2200, 2190, 2291, and 2197. Mike Callaghan seconded the motion and it was unanimously
   approved.

   MSC: Simmons / Fuqua (5-0): Craig Simmons made a motion to engage the service of
   CARCO Group, Inc. for new employee hire background checks. Steve Fuqua seconded the
   motion and it was unanimously approved.

   9.      SUBJECT: Change in billing process for water/sewer services for beginning of new
           fiscal year
           REPORT: Mark Elliott
           RECOMMENDATION: Approve the new billing process

   Mark Elliott reported that the current method of coupon books is not working well and
   recommended that an invoice procedure be initiated starting in July. Mark noted that the
   HOA switched to invoices and that they have been very successful. Staff will get an article to
   the nugget on this issue in the spring edition. The Board determined that the cost of invoicing
   would be comparable to the cost of coupon books.

   MSC: McGrath/ Simmons (5-0): Hal McGrath made a motion to direct staff to begin using
   invoicing for water/sewer services at the beginning of the new fiscal year. Craig Simmons
   seconded the motion and it was unanimously approved.

   10.     SUBJECT: Policy consideration regarding filing liens for seriously delinquent
           property owners
           REPORT: Paul Erickson
           RECOMMENDATION: Determine criteria for lien filing

   Mark Elliott reported that the district has not filled any liens in the past. The Board then
   discussed the number of properties behind on payments and the need to establish those that
   were to be considered substantially delinquent. Frank Motzkus noted that Plumas Eureka
   CSD adopted an administrative policy in regard to this issue. Mark noted that 77 properties
   are 2 or more quarter’s delinquent and that the total amount of money due from these
   delinquencies, not including penalty charges, is $33,445.00. Mark also noted that several
   properties have received certified letters in the past notifying them of the delinquency and
   penalties which has resulted in some payment.

   MSC: Erickson/ McGrath (5-0): Paul Erickson made a motion directing staff to mail a
   certified letter to all recipients who are currently delinquent and have received a certified
   letter in the past. This letter will state that the Board intends to file a lien against the property
   following the correct legal procedures. The letter will state the date of a Public Hearing and
   request a response no later than 20 days from the date of the letter. Hal McGrath seconded
   the motion and it was unanimously approved.
                                                                     th
Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008       Page: 8



   MSC: Simmons / Callaghan (5-0): Craig Simmons made a motion directing staff to mail a
   certified letter to all properties that are two or more quarters delinquent notifying them that
   they are delinquent and requesting that they work with staff. Each letter shall state the total
   amount of money due and the penalties due for non-payment. Mike Callaghan seconded the
   motion and it was unanimously approved.

   MSC: Erickson / Simmons (5-0): Paul Erickson made a motion directing staff to determine
   if delinquent properties are currently going through foreclosure and to follow the proper
   procedures to immediately file a lein against that property if such property is delinquent and
   verified to be going through foreclosure. Craig Simmons seconded the motion and it was
   unanimously approved.

   11.    SUBJECT: Rate Study Proposal from HDR Engineering
          REPORT: Paul Erickson
          RECOMMENDATION: Approve the proposal

   No new information was available and this agenda item will be brought to the Board for
   approval at its April meeting.

   12.    SUBJECT: Posting of draft minutes (proof reading requirements before posting and
          timing)
          REPORT: Mark Elliott
          RECOMMENDATION: Provide direction to staff

   Mark noted that a member of the public asked that draft minutes be posted to the web prior to
   Board approval. Paul Erickson noted that he thought this request may only pertain to the
   HOA as their meetings are more infrequent and would speak to the member of the public to
   determine if they were requesting that the CSD also post draft minutes, since this Board meets
   monthly. The Board will briefly discuss this issue at its March meeting.

   13.    SUBJECT: Purchase of secure (locking and fire proof) file cabinet for storage of
          CSD Board Meeting Minutes and audio recording tapes of regular and special
          meetings – to comply with GMCSD Policy # 5060
          REPORT: Hal McGrath
          RECOMMENDATION: Authorize the purchase of a fireproof file cabinet

   The Board reviewed a draft policy pertaining to records/minutes being stored in fireproof
   cabinets. Hal McGrath reported that he had researched fireproof file cabinets and found that
   they are very expensive and not very effective. Paul commended Mark Elliott, who had
   already taken it upon himself to keep an electronic copy of CSD materials at a location other
   than the office for safe keeping purposes.

   MSC: Callaghan/ McGrath (5-0): Mike Callaghan made a motion to defer this topic and
   the presented policy 5060 to the Policy Committee for review and future presentation to the
   Board at a later Board meeting. Hal McGrath seconded the motion and it was unanimously
   approved.
                                                                          th
     Gold Mountain Community Services District, Meeting Minutes: February 9 , 2008    Page: 9



G.      OFFICERS’ REPORTS

Craig Simmons reported that two conference calls had been held between representatives of the
CSD and HOA regarding a contract for employee services to the HOA by the CSD. Craig reported
that in the past the HOA did not want independent employees and realized that a cost savings could
be had through an arrangement for employment services by the CSD. The HOA has changed their
position on this issue and no agreement has been reached to date. The CSD has incurred legal
expenses as a result of this, which will most likely be born solely by the CSD. The Joint
Management Committee will talk again later in February and hopes to have a final document to
present to both Boards in March.


H.      ADJOURN

        The meeting was adjourned at 1:20 pm

								
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