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Oct 16, 2019 Special Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

SPECIAL BOARD MEETING

10/16/19

MEMBERS PRESENT:         Steve Shipley, Garrett Higerd, Cindy Adamson, Windsor Czeschin, Isabel Connolly

MEMBERS ABSENT:           None

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

1.         Garrett Higerd called the meeting to order at 5:07 p.m.

2.         ADDITIONS TO AGENDA – None

3.         PUBLIC COMMENT – None.          

4.         HUMAN RESOURCES – The Board discussed the issues to be considered in creating the positions for the transition of staff when the General Manager and the Secretary/Finance Officer retire by 6/30/20. Marianne will assist Cynthia and Isabel with research on the District’s PERS obligation and health benefits. Windsor will review the current employment contracts and Employee Manual for updates and changes.

Windsor Czeschin made a motion to adjourn the meeting. Cynthia Adamson seconded the motion and all Board members voted in favor. The meeting was adjourned at 6:45 p.m.

 
October 8, 2019 Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

10/08/19

MEMBERS PRESENT:         Steve Shipley, Garrett Higerd, Cindy Adamson, Windsor Czeschin, Isabel Connolly

MEMBERS ABSENT:           None

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

1.         Steve Shipley called the meeting to order at 5:09 p.m.

2.         ADDITIONS TO AGENDA – None

3.         PUBLIC COMMENT – None

4.         APPROVAL OF 9/10/19 MINUTES - Cynthia Adamson made a motion to approve the 9/10/19 Regular Board Meeting Minutes, as amended. Windsor Czeschin seconded the motion and all Board members voted in favor. Cynthia Adamson made a motion to approve the 9/20/19 Special Board Meeting Minutes. Isabel Connolly seconded the motion. All Board members, with Steve Shipley abstaining, voted in favor.

5.         FINANCIAL REPORT – Marianne presented and discussed the Financial Report for the period ending 9/30/19. Isabel Connolly made a motion to approve the Financial Report. Cynthia Adamson seconded the motion and all Board members voted in favor.

6A.      AB2249 PUBLIC CONTRACT PROCUREMENT PROCEDURES – Marianne researched information on AB2249 and forwarded it to the Board earlier in the month. This will be revisited once County Counsel provides a bidding flow chart and maybe we will be able to use the ordinance adopted by the County as a guideline. Marianne will post the question on the CSDA Forum to see what other special districts have done.

6B.      SOLAR PROJECT/BACKUP GENERATOR FOR TREATMENT PLANT – Patrick advised he is finding little or no grant funding available for this type of project. He will keep looking.

6C.      NEW WEBSITE – ADA COMPLIANT – Marianne will continue to research options

6D.      HUMAN RESOURCES – Garrett and Cynthia have been unable to meet yet. This will probably require some special meetings. Garrett would like to hand off the subcommittee obligation to another Board member. Windsor agreed to participate with Cynthia on the subcommittee.  The Board agreed to schedule a Special Board Meeting re: Human Resources for Wednesday, October 16, 2019 at 5:00 p.m.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – The landscape rehabilitation is taking place at the Community Center. Marianne advised that CSA#1 has developed an online survey asking the community what they would like to see, as they want to update their 10-year plan. The County crew was pulled off to do another job, but will be back on the community center before winter.

7B.      JUNIPER DRIVE SLURRY SEAL PROJECT – Due to freezing nighttime temperatures it appears that the repair work will be done, but the Contractor and General Manager will determine whether the slurry project can be done next Thursday, or will have to wait until Spring. The Contractor will notify the property owners by mail and maybe door hangers prior to the slurry project moving forward.

8.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented. Cynthia Adamson seconded the motion and all Board members voted in favor. Checks #7803-#7807 were signed by one signer with the second signature to be obtained when issuing a check, and #7800-7802 with 2 signers to pay existing bills.

9A.      GENERAL MANAGER REPORT – Patrick updated the Board on treatments, power outages and putting the second tank into service.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS

Windsor Czeschin made a motion to adjourn the meeting. Garrett Higerd seconded the motion and all Board members voted in favor. The meeting was adjourned at 6:57 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, November 12, 2019 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise. The Special Meeting will be scheduled for Wednesday, October 16, 2019 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
September 2019 Special Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

SPECIAL BOARD MEETING

9/20/19

MEMBERS PRESENT:         Garrett Higerd, Cindy Adamson, Windsor Czeschin, Isabel Connolly

MEMBERS ABSENT:           Steve Shipley

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

1.         Garrett Higerd called the meeting to order at 5:06 p.m.

2.         ADDITIONS TO AGENDA – Windsor Czeschin made a motion to add Grand Jury Response letter approval to the agenda. Cindy Adamson seconded the motion and all Board members present voted in favor.

3.         PUBLIC COMMENT – None

4.         JUNIPER DRIVE SLURRY SEAL PROJECT – There were two bids that arrived by 3:00 p.m. on 9/13/19, and there was a $70,000 difference. Patrick reviewed the bid opening with the Board. Garrett commented he has reviewed the low bid and all looks fine and interestingly many line items came in the same as his estimate. Garrett made a motion to award a contract in the amount of $178,795.40 to Speiss Construction for the asphalt maintenance work on Juniper Drive and Pinon Drive, and to delegate to the General Manager to execute and administer the contract and issue Change Orders as needed, not to exceed the legal limits of $25,000 per Change Order. Windsor Czeschin seconded the motion and all Board member present voted in favor. Garrett will create the final contract documents by Monday and will file the CEQA Notice of Exemption next week when he is in Bridgeport.

NEW – GRAND JURY RESPONSE LETTER – The Board reviewed and revised the draft response letter created by Windsor and Cindy. Garrett made a motion to approve the letter with the edits discussed. Isabel Connolly seconded the motion and all Board members present voted in favor.

5.         SEWER FACILITIES UPDATE – Patrick reviewed how things went with the sewer facilities during the sudden power outage undertaken by SCE. The pump station generator worked well. This was a test to see how far the fuel will last. About 1 ½ days per tank because all of the water in the community is less because of wells, which don’t run during a power outage.

The treatment at the plant was stale after 24 hours. He tested for MCWD tests on Wednesday and the treatment was actually good in the tests (visually), and he is waiting for the test results. If he had notice prior to the outage, he could have done preparations at the plant. Windsor commented that one of the water companies in the area is getting a grant for a generator.

Windsor Czeschin made a motion to adjourn the meeting. Isabel Connolly seconded the motion and all Board members present voted in favor. The meeting was adjourned at 6:50 p.m.

 
September 2019 Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

9/10/19

MEMBERS PRESENT:         Steve Shipley, Garrett Higerd, Cindy Adamson, Windsor Czeschin

MEMBERS ABSENT:           Isabel Connolly

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

1.         Steve Shipley called the meeting to order at 5:07 p.m.

2.         ADDITIONS TO AGENDA – Windsor Czeschin made a motion to add Human Resources discussion to the agenda. Cindy Adamson seconded the motion and all Board members present voted in favor.

3.         PUBLIC COMMENT – None

4.         APPROVAL OF 8/13/19 MINUTES - Cynthia Adamson made a motion to approve the 8/13/19 Regular Board Meeting Minutes, as amended. Garrett Higerd seconded the motion and all Board members present voted in favor.

5.         FINANCIAL REPORT – Marianne presented and discussed the Financial Report for the period ending 8/31/19. Garrett Higerd made a motion to approve the Financial Report. Windsor Czeschin seconded the motion and all Board members present voted in favor.

6A.      JUNIPER DRIVE SLURRY SEAL PROJECT – The bid package went out and the Invitation to Bid was published in the newspaper. Speiss Construction (Black Gold Asphalt) came to the bid conference. Patrick walked the job with them for review. Garret commented that Valley Slurry Seal may be interested as they are in the area now and usually bid the County’s work. Patrick will contact some of the other contractors in the list. Patrick will open the bids that do come and use the bid checklist and check the math. There will then be a 5 day period for bid protest. A Special Meeting will be scheduled to award the contract to the low bidder. Once the Notice to Proceed is issued, work has to start and finish within 30 days. If the weather turns bad, then there could be a forced weather delay. Garrett will handle the Notice of Exemption re: CEQA.

6B.      AB2249 PUBLIC CONTRACT PROCUREMENT PROCEDURES – Marianne will research more information on AB2249.

6C.      GRAND JURY REPORT – Garrett commented we have 90 days to respond to their report. Cindy and Windsor agreed to be on a subcommittee to draft a response and review it at a Special Meeting and get it out to the Superior Court Judge by 9/28/19.

6D.      SOLAR PROJECT AND BACKUP GENERATOR FOR TREATMENT PLANT – Patrick commented he has been receiving information regarding some grants coming available. They are asking for a list of projects to see if there is funding available.

NEW ADDITION – HUMAN RESOURCES – Windsor mentioned that Katie Durgin, who is the new secretary for the Long Valley Fire Protection District, might be interested in filling the Secretary of the Board position when Marianne retires. Marianne mentioned she has also spoken with someone who is interested and has the skill set for the position. Garrett and Cindy agreed to form a sub-committee to handle upcoming human resources issues.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – The landscape rehabilitation is taking place at the Community Center. Marianne advised that CSA#1 has developed an online survey asking the community what they would like to see, as they want to update their 10-year plan..

 

7B.      JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Billy Czeschin has one more year on his snow removal contract

8.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented. Cynthia Adamson seconded the motion and all Board members present voted in favor. Checks #7774-#7778 were signed by one signer with the second signature to be obtained when issuing a check.

9A.      GENERAL MANAGER REPORT – Patrick reviewed the current conditions at the plant and the pump station. He spent a day working on the flight repairs for the tank, along with Jason Hatter and an employee from Drain Pro. He has done a lot of line cleaning and a plug up repair on Regan Greene’s property again. There was a water leak in the domestic well irrigation system at the plant which had to be excavated and repaired. There have been lots of USA Dig projects going on. Patrick is going to purchase a storage container to store supplies and repair parts at the plant.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – New website

Windsor Czeschin made a motion to adjourn the meeting. Cynthia Adamson seconded the motion and all Board members present voted in favor. The meeting was adjourned at 7:07 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, October 8, 2019 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
August 2019 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

8/13/19

MEMBERS PRESENT:         Steve Shipley, Garrett Higerd, Cindy Adamson, Windsor Czeschin, Isabel Connolly

MEMBERS ABSENT:           None

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

1.         Garrett Higerd called the meeting to order at 5:13 p.m.

2.         ADDITIONS TO AGENDA – Garret Higerd made a motion to add an agenda item to this meeting: Discussion of Grand Jury Report. Isabel Connolly seconded the motion and all Board members voted in favor

3.         PUBLIC COMMENT – None

4.         APPROVAL OF 7/09/19 MINUTES - Cynthia Adamson made a motion to approve the 7/09/19 Regular Board Meeting Minutes. Windsor Czeschin seconded the motion and all Board members voted in favor.

5.         FINANCIAL REPORT – Marianne presented and discussed the Financial Report for the period ending 7/31/19. Isabel Connolly made a motion to approve the Financial Report. Cynthia Adamson seconded the motion and all Board members voted in favor.

5A.      PUBLIC HEARING – Delinquent Accounts as of 6/30/19 – Steve Shipley closed the Regular Meeting at 5:17 p.m. and opened the Public Hearing at 5:18 p.m. The Board discussed correspondence received from Elroy Payne. The account has been delinquent since 5/1/17, with the last payment 12/15/17. No response seems necessary as information was mailed to all affected property owners prior to the required charge for additional living units on a property. Garrett Higerd made a motion to adopt Resolution 2019-02 adopting the Delinquent Accounts Report as of 6/30/19.   Windsor Czeschin seconded the motion and all Board members voted in favor. Steve Shipley closed the Public Hearing at 5:30 p.m. and re-opened the Regular Board Meeting at 5:31 p.m.

6A.      AB2249 PUBLIC CONTRACT PROCUREMENT PROCEDURES – Marianne has not heard back from Robert Johnson’s office regarding the requirements for AB2249.

6B.      GRAND JURY REPORT – Patrick reviewed forms and information regarding contracts and bidding with the Grandy Jury members. We need to be more consistent with our bidding procedures and time frames. They now understand that we are not required to put the snow removal out to bid as it is considered maintenance, rather than construction. Garrett would like County Counsel to create a chart for Special Districts on requirements for procurement, bidding and best practices. We need to work with DIR for a Labor Compliance Program to be approved by DIR. Then prevailing wages would not be required until the job exceeds $25,000. We would like clarification on what has to go out to bid – maintenance vs. construction and there is a need to develop a good policy to follow. The District needs some solid answers and definitive direction. Garrett feels the Juniper Drive slurry project needs to go out to bid and also consult with County Counsel for clarity.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – The landscape rehabilitation is taking place at the Community Center. Marianne advised that CSA#1 has developed an online survey asking the community what they would like to see, as they want to update their 10-year plan..

 

7B.      JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Garrett asked Marianne to send him a pdf of the Juniper Drive road improvements when the road was first paved. Garrett advised that the bid package that went out for the County road improvements was very competitive. They are scheduling their work for September. We may need to do a Special Meeting to review and approve the bid package. Garrett, Steve and Patrick will walk the road this Saturday and review a bid package that Garrett will assist in developing. Paving repairs may need to be done by Black Gold or Clair Construction before the slurry work on the whole road.

8.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented. Cynthia Adamson seconded the motion and all Board members voted in favor. Checks #7753-#7757 were signed by one signer with the second signature to be obtained when issuing a check.

9A.      GENERAL MANAGER REPORT – Patrick reviewed the current conditions at the plant and the pump station. He is waiting for the parts to make the repairs in the one tank.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – Solar Project and Backup Generator at the Treatment Plant

Isabel Connolly made a motion to adjourn the meeting. Windsor Czeschin seconded the motion and all Board members present voted in favor. The meeting was adjourned at 7:00 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, September 10, 2019 at 5:30 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
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