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January 2018 Minutes PDF Print E-mail

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

1/09/18

MEMBERS PRESENT:            Steve Shipley, Garrett Higerd, Isabel Connolly

            Cynthia Adamson, Windsor Czeschin

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

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

2.            ADDITIONS TO AGENDA – Cynthia Adamson moved that the Board determine that there is a need to take immediate action with respect to a proposed agenda item, that the need for action came to the Board’s attention subsequent to the agenda being posted and therefore, that the Board add the item to the agenda – Assign lead person to work with Mono County regarding their loan program. Authority: Govt. Code SS 54954.2(b)(2). Windsor Czeschin seconded the motion and all Board members voted in favor.

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 12/12/17 MINUTES – Garrett Higerd made a motion to approve the 12/12/17 Regular Board Meeting Minutes. Cynthia Adamson seconded the motion and all Board members voted in favor.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 12/31/17. Cynthia Adamson made a motion to accept the financial report. Garrett Higerd seconded the motion and all Board members voted in favor.

5A1)    CPI ANALYSIS – Marianne discussed the CPI increase analysis prepared for the Juniper Drive Road Maintenance Fees, the Sewer Use Fees and the Sewer Connection Fees.

6A.      CL SKATE PARK – Closed until Spring. The challenge is to keep people from using the park.

6B.            JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Patrick Allen commented we may need to go out to bid for the micro-surfacing project next Spring. Garrett offered his assistance. Steve Shipley advised that Mary Rohan had contacted the LADWP and she spoke with someone in charge of water flow in the area and they seemed responsive to discover what part of the damage is the responsibility of LADWP. Steve will get the contact information from Mary. This may help with the cost of the road repairs.

8A2).            FUNDING OPTIONS – Patrick believes we might want to go with the funding through Mono County. $120,000 for 5 years @ approx. 2.75%. This would cover the current large expenditures, but not the future items that Patrick would like to see done with the facilities. An agent needs to be designated to facilitate the loan with the County. Windsor Czeschin made a motion to designate Board Member Cynthia Adamson to enter into and sign a loan agreement and associated documents with Mono County on behalf of Hilton Creek Community Services District. Isabel Connolly seconded the motion and all Board members voted in favor. Patrick and Marianne will support Cindy on this project.

8A.            GENERAL MANAGER REPORT – Patrick discussed the items in his monthly update and the issues with pump #1 failing and the number of emergency call outs he has been experiencing again. Jason and Patrick have some testing of the control panel scheduled and he has also been in contact with Flo-Services regarding the issue.

8A3).   OES Program – Patrick presented a new application, which Garrett will submit on behalf of the District at the meeting in Independence tomorrow.

8B.            OPERATOR IN TRAINING – Jason is still interested as of early summer – coming on as part time. The Board would like to designate an HR subcommittee to deal with this transition. Steve Shipley and Isabel Connolly agreed to be the subcommittee members to handle the annual job performance reviews this year.

8B1).   24/7 ON CALL DISCUSSION – Patrick mentioned that Jason may be willing to take the phone for one week per month and he will get back with Patrick about what he would charge. Patrick commented he would like the Board to consider additional compensation to him for all of the emergency call outs he has had to go out on this past year. Windsor Czeschin made a motion to pay the General Manager a $2,000 bonus for all of his hard work outside of normal hours, with additional compensation to be discussed at a future meeting. Cynthia Adamson seconded the motion and all Board members voted in favor. Cindy asked Patrick to provide the number of emergency callouts and the time spent each time.

5A.      6-MONTH BUDGET REVIEW – Garrett Higerd made a motion for the following budget revisions:

            -Increase the Capital Purchases line item to $127,000

            -Increase the General Manager’s Salary by $2,000

            -Change the allocation between the Sewer Fund and the JD Budget to 90% Sewer

            Fund and 10% JD Fund for General Manager and Secretary Salaries, Health

            Insurance benefits, Retirement benefits and W/C Insurance Expense

            -Increase the Liability Insurance line item in the JD Budget to $1200.00

            -Make adjustments to the SF Budget for this percentage adjustment accordingly.

Cynthia Adamson seconded the motion and all Board members voted in favor.

7.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented with 2 signers on ck #7333 and 1 signer on ck #7334-7338, with the second signature to be obtained when the checks are issued. Cynthia Adamson seconded the motion and all Board members voted in favor.

9.         NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – Designate HR Subcommittee to deal with Staff Transition (General Manager/Chief Plant Operator)

Cynthia Adamson made a motion to adjourn the meeting. Isabel Connolly seconded the motion and all Board members voted in favor. The meeting was adjourned at 8:20 p.m.

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

 
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