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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.

 
September 2018 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

9/11/18

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

MEMBERS ABSENT:            Cindy Adamson

STAFF:                                   Patrick Allen, Marianne O’Connor

GUESTS:                                Ed Jrock, Mary Rohan

MINUTES

1.         Steve Shipley called the meeting to order at 5:08 p.m.

2.            ADDITIONS TO AGENDA – None

3.            PUBLIC COMMENT – None

7B.            JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Mary Rohan spoke to the matter of the sandbags near her property and that they have still not been removed, and have now deteriorated and the situation seems dangerous. Patrick advised that Billy said he would get to that project today. If not, Patrick will follow up with Billy. Patrick also discussed the rocks and dirt that have come down in the rainstorms. The District will be hiring a street sweeper, if possible, to clean the road before winter. The resurfacing will happen in Spring. Garret commented RACE Communications is having another contractor come and make asphalt repairs. Patrick advised all repairs are already done on Juniper Drive and he will be seeking reimbursement from RACE, or their subcontractor.

9.            SEWER FACILITIES UPDATE – Ed Jrock wants to discuss the financial responsibility to put a lateral in from the main line to his property line, and he understands he is responsible to bring the lateral from his house to the lot line. The Board discussed the issue and determined that if there is not currently a lateral available to his property, it will be his financial responsibility to install one. Patrick will work with Ed to further investigate if there is an existing lateral.

4.            APPROVAL OF 8/14/18 MINUTES – Windsor Czeschin made a motion to approve the 8/14/18 Regular Board Meeting Minutes. Isabel Connolly 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 8/31/18. Garrett Higerd made a motion to approve the Financial Report. Isabel Connolly seconded the motion and all Board members present voted in favor.

5A.            PARCELS WITH POTENTIAL MULTI-FAMILY USE – The Board discussed the process they want to use to address the properties in the District that have been observed to have more than one single-family residence. Those parcels will be billed an additional Single-Family Residence Sewer Use Fee as of July 1, 2018, and a letter of explanation sent to the property owners explaining the charges and indicating they can contact the General Manager or the office with questions or concerns, or attend a Board meeting to discuss. Marianne discussed the letter received from Sean Patrick regarding their family property which no longer has a building on it (for almost 11 years), but they have been paying the sewer use fees and are now asking for the fees to be discontinued. The Board agreed that the fees should be discontinued, with a letter advising that when they do plan to rebuild, they will be required to contact the District’s office to discuss the reconnection to our system.

5B.            STRATEGIC PLANNING FOR RESERVES AND ASSET MANAGEMENT & RISK ASSESSMENT AND RATE STUDY - tabled and will be removed from the agenda for now.

5C.      STAFF NEGOTIATIONS– Patrick wants to meet with Steve Shipley and Windsor Czeschin to discuss his contract for this current fiscal year, and the transition/additional staff options.

5D.            2018/2019 BUDGET – tabled. Patrick commented he likely would not be spending large amounts on Capital improvements this fiscal year.

5E.            MOVING ACCOUNTS TO UNION BANK – Marianne would like to move the District’s bank accounts to Union Bank, Mammoth now that Bank of America has also pulled out of Bishop, leaving no branch available within 200 miles. Isabel Connolly made a motion to begin the process of opening new accounts at Union Bank, transferring District funds and closing the Bank of America accounts. Windsor Czeschin seconded the motion and all Board members present voted in favor.

6A.            BOARD TERM RENEWALS – Cynthia Adamson, Isabel Connolly, Garrett Higerd will be 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.            CROWLEY LAKE TRAILER PARK – Patrick met with the current manager regarding any additional connections they may be considering. On hold for now.

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

7B.            JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Patrick commented he has also received some complaints regarding Pinon and he is having repairs done.

8.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented. Steve Shipley seconded the motion and all Board members present voted in favor. Checks #7507-7511 were signed by one signer, with the second signature to be obtained when the check is issued.

9A.            GENERAL MANAGER REPORT – Patrick discussed the main line repair, due to it being dug up by Westec (while installing fiber optics). It went smooth with everyone cooperating and working together. There was no spill involved. Patrick advised the RAS pump rebuild will be approximately $2900.00 and is almost complete and ready to ship in this next month. Garrett discussed his conversation with Tim Rudolph about the cost to replace the lift system based on a new design and equipment.

9A1).   LIFT STATION ALARM SYSTEM – Patrick discussed the probe/alarm at the lift station and that he has had 13 after hour call outs. He has had Jason Hatter and Rob Motley from MCWD working on the circuit board and doing micro adjustments, and is also trying to locate replacement equipment for the outdated equipment that is now causing the problems.

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 present voted in favor. The meeting was adjourned at 8:08 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, October 9, 2018 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
August 2018 Board Meeting Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

8/14/18

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

MEMBERS ABSENT:            Steve Shipley

STAFF:                                   Patrick Allen

MINUTES

1.         Garrett Higerd called the meeting to order at 5:05 p.m.

2.            ADDITIONS TO AGENDA – None

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 7/10/18 MINUTES – Cynthia Adamson made a motion to approve the 7/10/18 Regular Board Meeting Minutes, as amended. Isabel Connolly seconded the motion and all Board members present voted in favor, with Garrett Higerd abstaining.

5.            FINANCIAL REPORT – Marianne was absent from the meeting. Financial update will be presented at the September meeting.

5A.      Parcels with potential multi-family use – The letter has been sent out to all customers advising of the applicable sewer use fee rates per ordinance. A second letter to all property owners the Board is confident has multiple dwelling use on their properties stating the extra charge, why, and encourage them to call with questions will be sent out. Possibly contact property owners in question before applying the increase.

5B.            Stratigic Planning for Reserves and asset Management & Risk Assessment and Rate Study – tabled

5C.      Staff Negotiations – Patrick discussed the issues that have come up with regard to his PERS retirement, and discussed the transition.

5D.            2018/2019 Budget – tabled

6A.            Review of Sewer Connection Ordinance – discussion of lowering second unit hookup. No decision.

6B.      Board Term Expirations – Cynthia Adamson, Isabel Connolly, Garrett Higerd – all have completed and submitted candidacy papers to continue as Board members.

7A.            Planning Issues, RPAC, Community Center – no updates

7B.      Juniper Drive Special Zone of Benefit – Billy Czeschin will make culvert repairs. He has cleared the roads twice due to flash flooding. Patrick is researching a street sweeper and also discussing the road with Clair Construction and Black Gold Asphalt.

8.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented. Isabel Connolly seconded the motion and all Board members present voted in favor. Checks #7483-7488 were signed by one signer, with the second signature to be obtained when the check is issued.

9A.            GENERAL MANAGER REPORT – Patrick discussed the status of the plant and lift station. There have been six emergency callouts – two for the transducer, two power outages, one by a resident, and one during working hours. There will be invoices for a transducer $1500 and RAS pump $2900. There have been some new connections and he also discussed new connections with the CL Trailer Park. Three phone calls have come in regarding multi-use fees. Mostly curious questions, but two indicated they have multi-use and one was actually paying the use fees unnecessarily because they have torn down the resident many years ago, but kept paying the fees. Patrick is looking into a camera for the lift station and plant.

9A1).   MONO COUNTY LOAN – Loan has been funded

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – Moving District funds from Bank of America to Union Bank

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 7:00 p.m.

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

 
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