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EAST QUINCY SERVICES DISTRICT (DOC)

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EAST QUINCY SERVICES DISTRICT (DOC) Powered By Docstoc
					                      EAST QUINCY SERVICES DISTRICT
                   179 ROGERS AVENUE, QUINCY, CA 95971
         REGULAR MEETING MINUTES OF TUESDAY APRIL 13, 2010
                                 CALL TO ORDER
The Regular Meeting of the East Quincy Services District Board of Directors was called
to order by Chairman Hughes at 6:30 p.m.

                            BOARD MEMBERS PRESENT
                                    Jim Weis
                                   Steve Grant
                                 Howard Hughes
                                  Greg Margason
                                     Bill Peay

                             BOARD MEMBERS ABSENT
                                     None

                                 OTHERS PRESENT
                             Mary Henrici, District Manager
                               Shawneen Howe, Secretary
            Vicki Poh, East Quincy Services District Administrative Assistant
                                Robert Zernich, Attorney
                            Dan Bastian, Bastian Engineering
                           Josh Sebold, Feather River Bulletin

                               PUBLIC COMMENT
There was no public comment at this time.

                            BILLING CORRESPONDENCE

There were no items to be discussed under this item.

                        BILLING POLICY CLARIFICATION

Administrative Assistant, Vicki Poh addressed the board and requested a clarification of
the billing policy regarding houses that have been foreclosed by their lending institutions.
After a long discussion, the board decided on the following action, A MOTION was
made by Director Weis to change the billing policy to reflect that when a property has not
paid the bill, the district will pull the water meter and insert a plug in the sewer cleanout
and stop all charges until the owner requests the services to be reinstated. When the
services are reactivated, there will charges and deposits associated with the property that
the owners will be responsible for before the services are reinstated. These charges will
be computed using the current fee schedule as set by the water and sewer ordinances.
The list of accounts presented at this meeting will remain on the books until the July 2010
meeting. At that time they will be reviewed and it will be determined what is to happen
with these charges. The motion was seconded by Director Peay and the results of the
vote are as follows:

AYES: Directors Margason, Peay, Weis, Grant and Chairman Hughes
NOES: None
ABSENT: None
Action Needed: Revise Ordinance 3 and Ordinance 5 Ordinance 9 and Resolution
#235 to reflect the new billing procedures.

                                           1 of 6
Minutes of Regular Meeting
4/13/10
                                        MINUTES

The minutes of the Regular Meeting of March 9, 2010 were presented to the board for
approval. After the board reviewed the minutes, A MOTION was made by Director
Peay to accept the minutes as presented. The motion was seconded by Director Weis and
the results of the vote are as follows:

AYES: Director Margason, Peay, Weis, Grant and Chairman Hughes
NOES: None
ABSENT: None
               ADDING OR REMOVING ITEMS ON AGENDA

There were no items to be removed from this agenda.

                                  STREETLIGHTING

Manager Henrici reported to the board that the streetlight billing has been transferred
from East Quincy Services District to the Plumas County Lighting District as of April 1,
2010. Manager Henrici went to the Plumas County Lighting District and requested
payment for the past years deficit and the request was denied. The staff will send the
final request for 25% of the streetlighting bill for the 2010 calendar year.
Action Needed: Staff to bill the Plumas County Road Dept for the final streetlight
billing.
                                   DISTRICT POLICY

Director Peay wanted to address the board regarding animals in district vehicles and on
district property. Manager Henrici explained that there is no policy regarding animals in
or on district property at this time. The board discussed this situation at length. They
directed that no animals are to be in district vehicles and directed Mr. Zernich, the
district’s attorney, to research the liability issues regarding animals in or on district
property. This item was tabled until further information is to be presented at the next
regular meeting.
Action Needed: Mr. Zernich to report back findings on the liability issues regarding
animals in or on district property.

                          HIGH SIERRA MUSIC FESTIVAL

Mr. Carter sent in an annual requested for the property use from the District for the July
2010 music festival. The board agreed to the request and directed Manager Henrici to
respond to the request with the same terms as last year.
Action Needed: Manager Henrici to respond in writing to High Sierra Music
Festival approving the property use and requiring the same terms as last year.

                                  UTILITY SERVICE

The board discussed the proposal and they do not wish to enter into the contract at this
time.
Action Needed: The staff to contact Utility Service and thank them for their request
however the district will not be interested in a contract at this time.



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Minutes of Regular Meeting
4/13/10
                               BASTIAN ENGINEERING

a) Water Rate Structure- Mr. Bastian addressed the board and presented several
different proposals for a new rate structure. There was a long discussion regarding the
different rates. Mr. Bastian and Manager Henrici will be working closely to come up
with a more definitive proposal at the next regular meeting. This item was tabled until
the next regular meeting.

Action Needed: Manager Henrici and Mr. Bastian to work together to come up
with a new proposal for the rate structure.

b) Revenue Program- Mr. Bastian presented a proposal for the Forest Knoll Loop
capital improvement project and requested the board determined on which direction the
project is to take. After the board reviewed the information presented, they went with the
route outlined in blue that was recommended by Mr. Bastian. The board directed
Manager Henrici to contact the land owners that would be affected by this project to
obtain the easements to complete the loop. Mr. Bastian will work with Manager Henrici
and present the cost estimates for the project so that we may proceed with the formal
process to complete the project.
Action Needed: Manager Henrici and Mr. Bastian to work together to obtain the
easements necessary and compile the estimated cost figure to complete the project.


                                   ETHICS TRAINING

Manager Henrici presented the board with the flyer regarding the Ethics Training on
April 30, 2010. She also informed the board that all the board members were registered
for this training session.
Action Needed: The board and Manager Henrici to attend the training on April 30,
2010.

   AMERICAN VALLEY COMMUNITY SERVICES AUTHORITY MEETING
                        REPORT

Manager Henrici presented the board with the available DUE count that was presented at
the last AVCSA meeting in April. Manager Henrici also spoke with the board regarding
the rumors and misinformation with regards to the hook up procedures for this district
and the sewer treatment plant. Her suggestion was to write an article for the newspaper
with the correct information. After a small discussion the board felt that an article at this
point would only confuse the public.

                          CONSOLIDATION OF DISTRICTS

(a) Consolidation Committee Meeting-There was nothing to be discussed under this
item.

      PLUMAS COUNTY DEPARTMENT OF BUILDING AND PLANNING

There was nothing to be discussed under this item.



                                           3 of 6
Minutes of Regular Meeting
4/13/10



                          MANAGER HENRICI’S REPORT

(a) Water Report-It was reported that we pumped 8,914,500 gallons of water and we
billed out 5,378,960 gallons of water for the month of March. This left a difference of
3,535,540 gallons. Manager Henrici explained that we will watch this report closely in
the next few months to see if an explanation can be found for the water loss.
Action Needed: Monitor the water loss

(b) Wastewater Flow-It was reported that we pumped 5,610,682 gallons of effluent to
Quincy Community Services District for treatment in the month of March.

(c) Quincy Community Services District Agenda-The agenda for Quincy Community
Services District meeting of April 8, 2010 was presented for the board’s information. No
one from the board attended that meeting.

(d) Manager Report-Manager Henrici delivered her status report to the board for their
information.

(e) Status of Well #2-Manager Henrici reported that Owens Brothers have installed the
gate valve, however the new valve has a leak. The board directed Manager Henrici to
hold their payment until the leak is repaired.

(f) Training in San Diego-Manager Henrici presented a flyer for a training session that
is located in San Diego California that she would like to attend. She proposed to the
board that she pay for the airfare and rental car herself and the board pay for mileage to
Sacramento airport, the conference, her food and lodging for this conference. After the
board discussed this issue A MOTION was made by Director Grant that the board would
allow Manager Henrici to attend the administration seminar held by Special District and
Local Government Institute June 10-11, 2011 in San Diego California. The board agreed
that Manager Henrici will pay for the airfare and rental car for the trip and the board
would pay any other costs per district policy. The motion was seconded by Director
Weis and the results of the vote are as follows:

AYES: Director Margason, Peay, Weis, Grant and Chairman Hughes
NOES: None
ABSENT: None

(g) Board of Directors Policy Manual-Manager Henrici presented the board with the
Board of Directors Policy Manual prior to the meeting for their review and comments. A
MOTION was made by Director Weis to adopt the Board of Directors Policy Manual as
presented. The motion was seconded by Director Grant and the results of the vote are as
follows:

AYES: Director Margason, Peay, Weis, Grant and Chairman Hughes
NOES: None
ABSENT: None



                                          4 of 6
Minutes of Regular Meeting
4/13/10

                   DIRECTOR’S & MANAGER’S COMMENTS

Director Weis would like to make it clear that the constituents from East Quincy Services
District will not be responsible for the repair of water and sewer lines that are in the
Quincy Community Services District. The consolidation efforts will continue to go
forward.

                    TRANSFER OF FUNDS FOR MARCH 2010

a. From Short Term MM Water to Revolving ….$ 11,810.26
   (Water income $25,812.92 and Water expenses $ 37,623.18)

b. From Revolving to Short Term MM Sewer ….$6,425.95
   (Sewer income $47,880.43 and Sewer expenses $41,454.48)

c. From Revolving to Redemption…$227.52
    (Valley Heights Assessment payments)

d.   From Revolving to Redemption….$1,511.57
     (assessment payoff Glain)

A MOTION was made by Director Peay to approve the above stated transfer of funds
and to issue the payments for the month. The motion was seconded by Director Grant
and the results of the vote are as follows:

AYES: Directors Margason, Peay, Weis, Grant and Chairman Hughes
NOES: None
ABSENT: None

                                  CLOSED SESSION

A MOTION was made by Director Grant to go into closed session at 9:15pm. The
motion was seconded by Director Margason and the results of the vote are as follows:

AYES: Director Margason, Peay, Weis, Grant and Chairman Hughes
NOES: None
ABSENT: None

A MOTION was made by Director Grant to go back into regular session at 9:45pm. The
motion was seconded by Director Peay and the results of the vote are as follows:

AYES: Director Margason, Peay, Weis, Grant and Chairman Hughes
NOES: None
ABSENT: None




                                         5 of 6
Minutes of Regular Meeting
4/13/10

                             CLOSED SESSION cont’d

Chairman Hughes stepped out as the Chairman of the board so that he may make a
motion. Vice Chairman Peay stepped in as Chairman Pro-Tem during this motion. A
MOTION was made by Director Hughes to accept the changes to the Managers Contract
as follows:

       1) For 20years of service, the Manager will receive 2 days of vacation per month
          and 1 day sick leave a month
       2) The Manager’s salary will be increased by 3% for the fiscal year 2010-2011

The motion was seconded by Director Margason and the results of the vote are as
follows:

AYES: Director Margason, Hughes, Weis, Grant and Vice-Chairman Pro Tem Peay
NOES: None
ABSENT: None



                                 ADJOURNMENT
A MOTION was made by Director Grant to adjourn the meeting at 9:50 pm. The
motion was seconded by Director Peay and the results of the vote are as follows:

AYES: Directors Margason, Peay, Weis, Grant and Chairman Hughes
NONE: None
ABSENT: None



Respectfully submitted,



____________________________
Shawneen Howe
District Secretary




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