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April 2019 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

4/9/19

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

MEMBERS ABSENT:           Isabel Connolly

STAFF:                                   Marianne O’Connor

MINUTES

1.         Steve Shipley called the meeting to order at 5:06 p.m.

2.         ADDITIONS TO AGENDA – None

3.         PUBLIC COMMENT – None

4.         APPROVAL OF 3/12/19 MINUTES (Feb. meeting cancelled due to weather) Cynthia Adamson made a motion to approve the 3/12/19 Regular Board Meeting Minutes. Windsor Czeschin 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 3/31/19. Cindy Adamson made a motion to approve the Financial Report. Garrett Higerd seconded the motion and all Board members present voted in favor.

5A.      2019/2020 BUDGET WORKSHEETS – Marianne reviewed the worksheets with the Board. Board members will review and come to May meeting with recommended adjustments in order to adopt the budget at the May meeting.

5B.      RESOLUTION 2019-01 STATEMENT OF INVESTMENT POLICY – Cynthia Adamson made a motion to adopt Resolution 2019-01 Statement of Investment Policy. Garrett Higerd seconded the motion and all Board members present voted in favor.

6A.      EMPLOYEE PERFORMANCE REVIEWS/SALARY NEGOTIATIONS – Steve Shipley and Windsor Czeschin agreed to be the subcommittee and will schedule meetings with Patrick and Marianne.

6B.      AB2249 PUBLIC CONTRACT PROCUREMENT PROCEDURES – Marianne contacted Robert Johnson to see if the District is set up to comply with the “cupcake” act in AB2249. If so, then we can adopt a resolution to comply with the procurement procedure. He responded that he will research and get back to her.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – No updates

 

7B.      JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Letter to property owners about runoff and property owner responsibilities has gone out. Snow removal went well this season, with little or no complaints. Garrett will let Patrick know as soon as possible about the County’s schedule with a paving company so he can coordinate the repairs and paving on the 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 present voted in favor. Checks #7667-7671 were signed by one signer, with the second signature to be obtained when the check is issued.

9A.      GENERAL MANAGER REPORT – Patrick was absent. Marianne gave a brief review of operations as she has heard from Patrick.

9A1).   LIFT STATION ALARM SYSTEM – Some additional adjustments and work still need to be done at the lift station.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS - None

Cynthia Adamson 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 6:00 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, May 14, 2019 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
March 2019 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

3/12/19

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

GUESTS:                                Joseph Santos

STAFF:                                   Patrick Allen, Marianne

MINUTES

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

2.         ADDITIONS TO AGENDA – None

3.         PUBLIC COMMENT – Joseph Santos of the Crowley Lake Trailer Park came to the meeting to discuss connection and fees for additional sewer connections of parcels within the Crowley Lake Trailer Park. If a connection is made to the main line, the connection fee applies. If he connects into his existing sewer line which is already connected to the District’s main sewer line, there is no connection fee required.

4.         APPROVAL OF 1/8/19 MINUTES – Cynthia Adamson made a motion to approve the 1/8/19 Regular Board Meeting Minutes (February meeting was cancelled). Isabel Connolly seconded the motion, Windsor Czeschin abstained from voting and all other Board members voted in favor.

5.         FINANCIAL REPORT – Marianne presented and discussed the Financial Report for the period ending 2/28/19. Windsor Czeschin made a motion to approve the Financial Report. Garrett Higerd seconded the motion and all Board members voted in favor. Garrett asked how the snow removal is going? Patrick replied it has gone very well and Billy has gone over the 60 hours and so will submit a billing for the extra hours. Cynthia concurred that the snow removal has been very good.

5A.      COMMERCIAL PROPERTIES – Marianne received a response from Sam Mudie regarding the uses on his property and his account has been adjusted for the increased use.

5B.      JT HATTER 2018/2019 CONTRACT APPROVAL – Cynthia Adamson made a motion to approve the 2018/2019 Contract with J.T. Hatter. Isabel Connolly seconded the motion and all Board members voted in favor. Steve signed the contract and Marianne will provide to Jason Hatter for his signature.

5C.      2018/2019 BUDGET – Windsor Czeschin made a motion to adopt the revised 2018/2019 Budget. Garrett Higerd seconded the motion and all Board members voted in favor.

6A.      SEWER CONNECTION FEE ORDINANCE – take off agenda

6B.      AB2249 PUBLIC CONTRACT PROCUREMENT PROCEDURES – Garrett commented that the benefit is that the limit is higher before going out to bid. Marianne will contact Robert Johnson to see if the District is set up to comply with the “cupcake” act in AB2249. If so, then we can adopt a resolution to comply with the procurement procedure.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – No updates

 

7B.      JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Patrick commented that the snow removal has been good with no problems or calls. He also commented he wants to move forward with the scheduling process to have the repaving done on the road and will appreciate any update from the County regarding their paving schedule, in the event the District can use the same contractor. Marianne will draft a letter regarding the Spring runoff and distribute to the Board for review, in order to mail out by 4/15/19.

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 #7647-7650 were signed by one signer, with the second signature to be obtained when the check is issued. Check #7646 was signed with two signers to be used for Billy Czeschin’s invoice. Windsor asked RACE has reimbursed the District for the cut main line repairs? Patrick will check.

9A.      GENERAL MANAGER REPORT – Patrick commented that the weather this winter has made things very challenging at the plant and lift station. One tank is still down because of the freezing. Power outages have been less than in previous years, which has been a relief. The new lift station panel has made a big difference in the alarm call outs he had been receiving in the past.

9A1).   LIFT STATION ALARM SYSTEM – Some additional adjustments and work still need to be done at the lift station.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – Employee Performance Reviews/Salary Negotiation, Resolution re: Statement of Investment Policy, 2019/2020 Budget

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 6:30 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, April 9, 2019 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
January 2019 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

1/8/19

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

MEMBERS ABSENT:           Windsor Czeschin

STAFF:                                   Patrick Allen, Marianne

MINUTES

1.         Steve Shipley called the meeting to order at 5:12 p.m.

2.         ADDITIONS TO AGENDA – None

3.         PUBLIC COMMENT – None

4.         APPROVAL OF 12/11/18 MINUTES – Garrett Higerd made a motion to approve the 12/11/18 Regular Board Meeting Minutes. Cynthia Adamson 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 12/31/18. Cynthia Adamson made a motion to approve the Financial Report. Isabel Connolly seconded the motion and all Board members present voted in favor.

5A.      COMMERCIAL PROPERTIES – Marianne received responses from most commercial properties that were sent an audit letter. She presented the Board with a report on the use fee adjustments based on the responses.

5B.      STAFF NEGOTIATIONS – tabled to February. Marianne will email JT Hatter old agreement, and new agreement to Board prior to February meeting.

5C.      2018/2019 BUDGET – tabled.

6A.      SEWER CONNECTION FEE ORDINANCE – tabled to future meeting. It may be best to include this item in a rate study that will address all fees. Keep on agenda.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – No updates

 

7B.      JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Patrick commented that the snow removal has been good with no problems or calls.

8.         BILLS TO BE PAID – Cynthia Adamson made a motion to pay the bills as presented. Isabel Connolly seconded the motion and all Board members present voted in favor. Checks #7606-7610 were signed by one signer, with the second signature to be obtained when the check is issued.

9A.      GENERAL MANAGER REPORT – Patrick reported that a chain broke in the secondary tank. It has been drained and he is hoping for a quick repair. Many parts at the plant are over 20 years old. He will evaluate what is needed to bring things up to date.

9A1).   LIFT STATION ALARM SYSTEM – Some additional adjustments and work still need to be done at the lift station.

9A2).   FUTURE BIO SOLIDS DISPOSAL - take off agenda for now.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – AB2249 Public Contract Procurement Procedures

Garrett Higerd 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 6:06 p.m.

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

 
November 2018 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

11/13/18

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

STAFF:                                   Patrick Allen, Marianne

MINUTES

1.         Steve Shipley called the meeting to order at 5:10 p.m.

2.         ADDITIONS TO AGENDA – None

3.         PUBLIC COMMENT – None

4.         APPROVAL OF 10/09/18 MINUTES – Windsor Czeschin made a motion to approve the 10/09/18 Regular Board Meeting Minutes. Cynthia Adamson seconded the motion and all Board members voted in favor.

5.         FINANCIAL REPORT – Marianne presented and discussed the Financial Report for the period ending 10/31/18. Isabel Connolly made a motion to approve the Financial Report. Cynthia Adamson seconded the motion and all Board members voted in favor.

            Marianne advised the Board that she will need to purchase a new computer for the District, and would also like authorization to purchase a laptop computer to bring to meetings. The Board gave Marianne authority to purchase the computers.

5A.      PARCELS WITH MULT-FAMILY USE – Marianne will send a letter to the commercial properties in the District for clarification on what their actual usage is.

5B.      STAFF NEGOTIATIONS– Patrick commented that Jason needs to sign his contract before it can go to the Board for signature. Jason won’t be taking the phone in order to cover any of the 24/7 on call requirements. Marianne will contact SDRMA to determine if Jason is covered by the District’s insurance when he is covering for Patrick. Windsor and Steve recommended a 3% increase for Patrick’s 2018-2019 contract, effective 7/1/18. Patrick will continue keeping the phone 24/7. Isabel Connolly made a motion to approve Patrick Allen’s employment agreement for his position of General Manager for 2018/2019, effective 7/1/18 with a 3% increase, with continued discussion about compensation for the pager/phone 24/7 requirement and call outs. Garrett Higerd seconded the motion and all Board members voted in favor. Windsor will develop the contract documents for signatures.

5C.      2018/2019 BUDGET – tabled.

5D.      ESTABLISHING NEW BANK ACCOUNTS – Marianne received the fee information from Union Bank and the fees are not acceptable, as compared to the current Bank of America fees. She will discuss the fees with Eastern Sierra Community Bank, but at this point she will also be researching how to just process new signature cards on the B of A accounts.

6A.      ADOPT CONFLICT OF INTEREST CODE – Marianne presented a Conflict of Interest Code which specifies who is required to file a Form 700, since the District has not had an updated code in place. Garrett Higerd made a motion to adopt the Conflict of Interest Code for Hilton Creek Community Services District. Cynthia Adamson seconded the motion and all Board members voted in favor.

6B.      ADOPT RESOLUTION 2018-03 RE: SECTION 218 AGREEMENT – Marianne explained that PERS requires a Section 218 Agreement to be on file, and adopting this resolution is the first step in the process to have the District’s documents updated. Cynthia Adamson made a motion to adopt Resolution 2018-03. Isabel Connolly seconded the motion. Isabel Connolly, Cynthia Adamson and Steve Shipley voted in favor with Garret Higerd and Windsor Czeschin abstaining. (AMENDED 12/11/18 – motion did not pass).

6C.      SEWER CONNECTION FEE ORDINANCE – tabled to future meeting.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – no updates

 

7B.      JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Cindy commented the culvert repair is great.

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 #7552-7556 were signed by one signer, with the second signature to be obtained when the check is issued, and checks #7548-7551 signed by two signers to be used for bills coming in after the meeting.

9A.      GENERAL MANAGER REPORT – Patrick reviewed his written update.

9A1).   LIFT STATION ALARM SYSTEM – Patrick discussed the probe/alarm at the lift station and the work Jason Hatter and Rob Motley are in the process of doing to eliminate the numerous alarm call outs.

9A2).   FUTURE BIO SOLIDS DISPOSAL - To be discussed at future meeting.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS

Isabel Connolly made a motion to adjourn the meeting. Garrett Higerd seconded the motion and all Board members voted in favor. The meeting was adjourned at 7:20 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, December 11, 2018 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
October 2018 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

10/09/18

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

STAFF:                                   Patrick Allen, Marianne O’Connor

GUESTS:                                Abe and Jessica Mascarenas, Dave Titus, Marc Overton

MINUTES

1.         Steve Shipley called the meeting to order at 5:02 p.m.

2.         ADDITIONS TO AGENDA – None

3.         PUBLIC COMMENT – None

5A.      PARCELS WITH POTENTIAL MULTI-FAMILY USE – Windsor explained the process the Board has been going through to identify multi-use parcels. Dave Titus commented the Ordinance is unclear in identifying properties for additional sewer use fees. “Kitchen” means what? It seems like the criteria is unclear and he feels the Ordinance should be revised before extra fees are charged.

Abe Mascarenas advised that they have added a unit on their property with 1 bedroom/1 bath and 1 kitchen. They are willing to pay additional use fees, but not double.

Marianne will draft a letter from the General Manager to the Mono County Building Dept. to request a list of all building permits issued within the District in the past 10 years for a remodel of the existing premises, and to request they contact our office in the future when an application for a building permit within the District is submitted. It was also suggested that Marianne ask the Mascarenas’ when their lease renews. After the November meeting Marianne will send a letter to Sierra Gables and Mono Sierra Lodge to verify the usage on those properties.

4.         APPROVAL OF 9/11/18 MINUTES – Windsor Czeschin made a motion to approve the 9/11/18 Regular Board Meeting Minutes. Isabel Connolly seconded the motion and all Board members voted in favor.

5.         FINANCIAL REPORT – Marianne presented and discussed the Financial Report for the period ending 9/30/18. Isabel Connolly made a motion to approve the Financial Report. Cynthia Adamson seconded the motion and all Board members voted in favor.

5B.      STAFF NEGOTIATIONS– Patrick intends to stay full-time for some time. The requirement in Jason’s contract to take the phone one week per month should be removed. He has been working with Jason to finalize the terms of the contract. Patrick advised he has taken 19 call outs since July, all have been after normal working hours, which comes to about 45 call outs in this past year, varying in length. Steve and Windsor will meet with Patrick to get his contract finalized for July 2018 – June 2019.

5D.      2018/2019 BUDGET – tabled.

5E.       MOVING ACCOUNTS TO UNION BANK – Marianne has discussed new accounts with Union Bank and is waiting for information on fees, process, etc. She will also check into Eastern Sierra Community Bank.

6A.      BOARD TERM RENEWALS – Cynthia Adamson, Isabel Connolly, Garrett Higerd have been appointed by the Board of Supervisors for another 4-year term in lieu of election as they were the only interested parties who submitted candidacy papers by the deadline.

6B.      SEWER CONNECTION FEE ORDINANCE – tabled to future meeting.

7A.      PLANNING ISSUES, RPAC, COMMUNITY CENTER – no updates

7B.      JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Patrick is still trying to get a quote from Doug Clair for repair work at the top of the loop. Isabel commented that Mary Rohan is disappointed that Billy is delaying another few weeks. Patrick will call Mary because they did the work and so wants to discuss her continuing concerns.

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 #7528-7532 were signed by one signer, with the second signature to be obtained when the check is issued.

9A.      GENERAL MANAGER REPORT – Patrick advised the RAS pump is finally back and the rebuild was approximately $2900, compared to the cost for a new pump of $7,000. The lateral on the property that used to be owned by Dean Leonard has plugged up again. The owner called a plumber and they cleared it. Patrick will have Tim Trainer come to TV and work on the main lines with the jetter.

9A1).   LIFT STATION ALARM SYSTEM – Patrick discussed the probe/alarm at the lift station and that he has had numerous, continuing after hour call outs. He has been working on replacing some of the system parts and upgrading some to resolve the alarm issue. Steve Shipley asked if it would help to have a camera and a remote ability to monitor, operate, etc. to help eliminate some of the call outs? Patrick has been discussing this with Rob Motley to determine the possibilities.

9A2).   FUTURE BIO SOLIDS DISPOSAL - Garrett advised the Benton Landfill will be closing and this is a County-wide issue that is being researched. It will come to some kind of long-haul practice. Patrick is talking with MCWD about their plans.

9A3).   ED JROCK LATERAL CONNECTION – Ed found the lateral where Patrick told him to look. Billy Czeschin helped him dig to it. It turned out that RACE Communication had punctured it, but it has been repaired.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS

Windsor Czeschin made a motion to adjourn the meeting. Isabel Connolly seconded the motion and all Board members voted in favor. The meeting was adjourned at 7:40 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, November 13, 2018 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
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