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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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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
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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
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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
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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.
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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.
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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.
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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.
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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
