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November 2017 Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

11/14/17

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 5:08 p.m.

2.            ADDITIONS TO AGENDA - None

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 9/12/17, 10/10/17 and 10/25/17 MINUTES – Cynthia Adamson made a motion to approve the 9/12/17 Regular Board Meeting Minutes and 10/25/17 Special Board Meeting Minutes. Isabel Connolly seconded the motion and all Board members voted in favor. Garrett had a question on the 10/10/17 minutes regarding Isabel’s motion under Item 8A. Isabel requested an amendment to the minutes to read: Isabel Connolly made a motion for Patrick Allen to submit a funding application to Ibank to include all projects deemed necessary, appropriate and approved by the Board and to research funding alternatives and the cost to do a rate study. Isabel made a motion to approve the 10/10/17 minutes as amended. Garrett Higerd seconded the motion and all Board members voted in favor.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 10/31/17. Isabel Connolly made a motion to accept the financial report. Cynthia Adamson seconded the motion and all Board members voted in favor. Marianne briefly discussed the delinquent accounts for sewer fees and Juniper Drive fees.

6A.      CL SKATE PARK – Garrett commented the skate park will be shut down for winter and construction resumed in Spring.

6B.            JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Patrick commented the CDAA paperwork has been submitted. Patrick also commented he is happy with Clair’s work on the road and the rest will be done in Spring. Steve Shipley commented he wants to leave the sandbags in near Mary Rohan’s residence until Spring so it doesn’t leave a hole it they are removed, and also for erosion control. If they aren’t needed in Spring they can be removed and the repair made then.

8A.            GENERAL MANAGER REPORT – Patrick discussed the items in his monthly update. Marianne will review the Juniper Drive engineering study to see what percent of the General Managers salary is in that study as it relates to the JD Budget. It seems that an adjustment should be made for this fiscal year. Garrett commented he is working on an amendment to a zone of benefit elsewhere in the County so he is gaining some insight into this process.

Patrick will contact Bishop Glass about a door replacement at the plant.

Garrett delivered to Patrick all of the plans that have been scanned and now are held electronically along with easement deeds.

7.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented with checks #7284 – 7289 with one signer with second signature to be obtained when check is issued. Cynthia Adamson seconded the motion and all Board members present voted in favor.

8B.            OPERATOR IN TRAINING – Patrick has been pursuing the options

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS - 6 month Budget Review in January. Garrett suggests that we discuss the rate study and possibility of developing a review plan. He will work with PA to research this issue.

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.

The next Regular Board Meeting will be scheduled for Tuesday, December 12, 2017 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
October 2017 Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

10/10/17

MEMBERS PRESENT:            Steve Shipley, Garrett Higerd, Isabel Connolly

MEMBERS ABSENT:            Cynthia Adamson, Windsor Czeschin

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

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

2.            ADDITIONS TO AGENDA - None

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 9/12/17 MINUTES –Tabled to November meeting.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 9/30/17. Garrett Higerd made a motion to accept the financial report. Isabel Connolly seconded the motion and all Board members present voted in favor.

Garrett commented the Board needs to adjust the budget for the capital expenditures to accommodate the large capital expenditures coming up. 6-month budget review will be on the January agenda.

6.         SNOW REMOVAL – Billy Czeschin presented a revised 3-year proposal for snow removal services. Isabel Connolly made a motion to accept the proposal. Garrett advised he feels he needs to recuise himself because of his position at Mono County, which is Billy’s employer. Due to lack of quorum, the motion failed. There will need to be a special meeting when Isabel Connolly, Steve Shipley and Cynthia Adamson can attend. Garrett did comment he would send Marianne the draft snow removal contract to amend for the terms of Billy’s proposal.

7A.      CL SKATE PARK – Garrett commented there is regular steady progress on the park. The contractor is working weekends to try and meet the November deadline. Marianne will inquire again about payment for the sewer connection fee.

7B.            JUNIPDER DRIVE SPECIAL ZONE OF BENEFIT – Steve Shipley advised he had talked with Mary Rohan about the sandbags she has requested to be removed. They should be removed and the site repaired next year (reinforcing the area and filling it in). The damage all occurred on the shoulder of the road. Patrick will have Billy Czeschin remove them.

            Patrick advised that the Claire Construction proposal for slurry sealing next year is approximately $21,000. Garrett commented he would like a micro-surfacing product to be used instead. This may take the project over $25,000. Patrick will discuss this with Clair Construction. He will get some preliminary quotes and then determine if it will need to go out to bid. Garrett and Patrick will review the specs that Garrett will provide.

7B1).            CALIFORNIA DISASTER ASSISTANCE ACT PROGRAM – Garrett Higerd made a motion to designate Patrick Allen as the authorized agent for this program. Isabel Connolly seconded the motion and all Board members present voted in favor.

10A.            GENERAL MANAGER REPORT – Patrick discussed the items in his monthly update.

10A1).PUMP STATION PUMPS – Patrick advised the Flo-Systems Inc. quote for a new pump is $44,279. This will be on the shelf for when pump #2 goes out. There is a several month lead time to secure a new pump.

Flo-Services Inc. will pull #1 pump and inspect it and they will see if they can make any repairs to it onsite. If they pull it up and most everything looks good they may be able to just replace the cap and cable assembly and put it back down. If this won’t work, then the quote sent will come into play to repair the pump, which is approximately $40,000 and the pump will have to be taken to southern California, leaving only one working pump in the pump station. The total for the repair and the new pump will be approximately $90,000 based on estimates. There will be additional costs for a crane and vactor. Garrett commented it seems we should budget approximately $100,000 for this. Patrick indicated the Flo-Services payment will come due by the end of December, and the Flo-Systems payment will come due in Spring when the new pump is shipped.

8A.            FUNDING OPTIONS – Patrick discussed his progress with Ibank funding. He has been working with them for a few weeks. They work with public agencies. There is a two-part process. He has completed the first part by providing an application and financial documents. Ibank will have at least $250,000 in funding available if the District qualifies. It would be best to apply for funding for several projects. The funds have to be pinned to certain projects. The interest would be 3.5% and the term is prorated based on the life expectancy of the project; i.e., the pump station project would have a 12 year life expectancy. The flight system at the plant is very old, he is unable to get parts and it needs to be replaced. This would be approximately $55,000 for the two aeration basis, installed. That project would have a 20-30 year life expectancy. Other projects that could/should be included would be a spare blower, new roof for the blower room, new flow meter, a storage container and a sewer inspection camera. All of the projects can be added up and prorated over many years. There is a 2-year time window to spend on projects after the funding is approved. Money can be spent on a project before the funding is approved, and then included in the financing. The Board has 18 months to request items be paid and included in funding.

Patrick needs direction on which way to go with the funding. Isabel made a motion for Patrick to submit a funding application to IBank to include all projects deemed necessary, appropriate and approved by the Board, and to research funding alternatives and the cost to do a rate study. Garrett Higerd seconded the motion and all Board members present voted in favor. Garrett suggested Patrick contact Janet Dutcher, Mono County CFO about the loan options through the county.

8.         BILLS TO BE PAID – Isabel Connolly made a motion to pay the bills as presented with checks #7260 – 7262 with one signer with second signature to be obtained when check is issued. Garrett Higerd seconded the motion and all Board members present voted in favor.

9B.            OPERATOR IN TRAINING – Patrick met with a young man who is a great candidate. He has taken the course for the collection certification and is scheduled for the exam. Patrick feels he is sharp and interested in moving forward and getting his operator certificates. It would be ideal to bring him on in Spring. He is currently making approximately $55,000/year plus benefits and extra compensation for on-call. Patrick has some other options he will pursue prior to the November meeting.

9C.            SEWER DISTRICT EASEMENTS – Tabled

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS - 6 month Budget Review in January

Garrett Higerd 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 8:02 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, November 14, 2017 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
September 2017 Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

9/12/17

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

STAFF:                                   Marianne O’Connor, Patrick Allen

GUESTS:                                Billy Czeschin

MINUTES

1.         Steve Shipley called the meeting to order at 5:15 p.m.

2.            ADDITIONS TO AGENDA - None

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 8/8/17 MINUTES –Cynthia Adamson made a motion to approve the 8/8/17 Regular Board Meeting minutes. Garrett Higerd seconded the motion and all Board members present voted yes.

Isabel attend the meeting at this point

7B)            JUNIPER DRIVE ROAD REPAIRS – Claire is doing the road repairs and Steve and Patrick will have them look at and repair the area that had to be sandbagged by Mary Rohan’s.

9A)            GENERAL MANAGER REPORT – Patrick advised the RAS pump at the plant is operating again. The issue was an overload failure. The pump station pump keeps failing and he had had to go to turn it back on at least 10 times, many times during the night. It has been difficult to diagnose the problem. The pumps are 10 years old and according to the supplier, they would be ending the term of their life at this point. A new replacement is approximately $45,000 just for the pump. Installation will add to the cost. A rebuild would be a little less. The supplier will get amounts to Patrick. The problem with a rebuild is they come get the pump and it takes 3 months or more to get it back. Patrick is uncomfortable doing this. Even delivery of a new pump will take several months.   It will be best to get a new pump and take the broken pump back to rebuild to have on hand for when pump #2 goes out. Windsor Czeschin made a motion for Patrick to move forward on the new pump purchase and the Board will discuss the rebuild of pump #2 at the October meeting. Cynthia Adamson seconded the motion. Garret Higerd commented with this large of a purchase he would like to get more input from his sources and then have a special meeting. Patrick will email the specs to Garrett to review.   Cynthia withdrew her second so there can be a few more days of research, and then schedule a special meeting.

Patrick advised the road repairs that have been done look good. Black Gold and Clair will both look at the maintenance repairs and slurry coating and provide proposals.

Patrick advised that they have been waiting on parts for the blower replacement. Ultimately it should be half of cost of the prior repair.

Regarding the pump station noise complaint from neighbors, Patrick checked it out several times at day and night. He put some old hose under the lids that were up since the major line repair and he hasn’t heard any more complaints.

Country Glass will provide a new door for the plant. He is waiting for a quote. They will not be able to schedule the installation, so we may have to find someone to do that. The new back door for the camper shell is on the way.

Patrick had to leave the meeting for an emergency call out at the pump station.

7B) – continued JUNIPER DRIVE – Marianne asked if the Board wants the letter to JDSZB property owners to go in the billings or as a separate mailer? The Board requested a separate mailing. Marianne will circulate the draft for Board comment and make revisions and send final draft again for final approval.

6.         SNOW REMOVAL – Billy Czeschin presented a proposal for three years. The Board reviewed the proposal and asked Billy some questions and expressed concerns about the way the proposal was presented. The Board requested Billy to rewrite his proposal and give it to Patrick and it can be voted on at the October meeting.          

7B1)    CDAA PROGRAM – Patrick will continue processing the form.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 8/31/17. Windsor Czeschin made a motion to accept the financial report. Cynthia Adamson seconded the motion and all Board members voted in favor.

8.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented with checks #7233 – 7238 with two signers for bills anticipated to arrive shortly. Cynthia Adamson seconded the motion and all Board members voted in favor.

9B.            OPERATOR IN TRAINING – Patrick is continuing to pursue potential candidates for the position.

9A1)    NEW PUMP – Patrick was able to come back to the meeting after the call out, and continue the discussion regarding the new pump purchase. Isabel Connolly made a motion to authorize Patrick Allen to order the new pump from the most reasonable supplier. Cynthia Adamson seconded the motion and Steve Shipley, Windsor Czeschin, Isabel Connolly and Cynthia Adamson voted in favor. Garrett Higerd voted no. Motion passed.

9C.            SEWER DISTRICT EASEMENTS – Tabled

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 7:31 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, October 10, 2017 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise. Windsor Czeschin will be unable to attend.

 
October 2017 Regular Board Meeting PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

10/10/17

MEMBERS PRESENT:            Steve Shipley, Garrett Higerd, Isabel Connolly

MEMBERS ABSENT:            Cynthia Adamson, Windsor Czeschin

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

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

2.            ADDITIONS TO AGENDA - None

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 9/12/17 MINUTES –Tabled to November meeting.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 9/30/17. Garrett Higerd made a motion to accept the financial report. Isabel Connolly seconded the motion and all Board members present voted in favor.

Garrett commented the Board needs to adjust the budget for the capital expenditures to accommodate the large capital expenditures coming up. 6-month budget review will be on the January agenda.

6.         SNOW REMOVAL – Billy Czeschin presented a revised 3-year proposal for snow removal services. Isabel Connolly made a motion to accept the proposal. Garrett advised he feels he needs to recuise himself because of his position at Mono County, which is Billy’s employer. Due to lack of quorum, the motion failed. There will need to be a special meeting when Isabel Connolly, Steve Shipley and Cynthia Adamson can attend. Garrett did comment he would send Marianne the draft snow removal contract to amend for the terms of Billy’s proposal.

7A.      CL SKATE PARK – Garrett commented there is regular steady progress on the park. The contractor is working weekends to try and meet the November deadline. Marianne will inquire again about payment for the sewer connection fee.

7B.            JUNIPDER DRIVE SPECIAL ZONE OF BENEFIT – Steve Shipley advised he had talked with Mary Rohan about the sandbags she has requested to be removed. They should be removed and the site repaired next year (reinforcing the area and filling it in). The damage all occurred on the shoulder of the road. Patrick will have Billy Czeschin remove them.

            Patrick advised that the Claire Construction proposal for slurry sealing next year is approximately $21,000. Garrett commented he would like a micro-surfacing product to be used instead. This may take the project over $25,000. Patrick will discuss this with Clair Construction. He will get some preliminary quotes and then determine if it will need to go out to bid. Garrett and Patrick will review the specs that Garrett will provide.

7B1).            CALIFORNIA DISASTER ASSISTANCE ACT PROGRAM – Garrett Higerd made a motion to designate Patrick Allen as the authorized agent for this program. Isabel Connolly seconded the motion and all Board members present voted in favor.

10A.            GENERAL MANAGER REPORT – Patrick discussed the items in his monthly update.

10A1).PUMP STATION PUMPS – Patrick advised the Flo-Systems Inc. quote for a new pump is $44,279. This will be on the shelf for when pump #2 goes out. There is a several month lead time to secure a new pump.

Flo-Services Inc. will pull #1 pump and inspect it and they will see if they can make any repairs to it onsite. If they pull it up and most everything looks good they may be able to just replace the cap and cable assembly and put it back down. If this won’t work, then the quote sent will come into play to repair the pump, which is approximately $40,000 and the pump will have to be taken to southern California, leaving only one working pump in the pump station. The total for the repair and the new pump will be approximately $90,000 based on estimates. There will be additional costs for a crane and vactor. Garrett commented it seems we should budget approximately $100,000 for this. Patrick indicated the Flo-Services payment will come due by the end of December, and the Flo-Systems payment will come due in Spring when the new pump is shipped.

8A.            FUNDING OPTIONS – Patrick discussed his progress with Ibank funding. He has been working with them for a few weeks. They work with public agencies. There is a two-part process. He has completed the first part by providing an application and financial documents. Ibank will have at least $250,000 in funding available if the District qualifies. It would be best to apply for funding for several projects. The funds have to be pinned to certain projects. The interest would be 3.5% and the term is prorated based on the life expectancy of the project; i.e., the pump station project would have a 12 year life expectancy. The flight system at the plant is very old, he is unable to get parts and it needs to be replaced. This would be approximately $55,000 for the two aeration basis, installed. That project would have a 20-30 year life expectancy. Other projects that could/should be included would be a spare blower, new roof for the blower room, new flow meter, a storage container and a sewer inspection camera. All of the projects can be added up and prorated over many years. There is a 2-year time window to spend on projects after the funding is approved. Money can be spent on a project before the funding is approved, and then included in the financing. The Board has 18 months to request items be paid and included in funding.

Patrick needs direction on which way to go with the funding. Isabel made a motion for Patrick to submit a funding application to IBank to include all projects deemed necessary, appropriate and approved by the Board, and to research funding alternatives and the cost to do a rate study. Garrett Higerd seconded the motion and all Board members present voted in favor. Garrett suggested Patrick contact Janet Dutcher, Mono County CFO about the loan options through the county.

8.         BILLS TO BE PAID – Isabel Connolly made a motion to pay the bills as presented with checks #7260 – 7262 with one signer with second signature to be obtained when check is issued. Garrett Higerd seconded the motion and all Board members present voted in favor.

9B.            OPERATOR IN TRAINING – Patrick met with a young man who is a great candidate. He has taken the course for the collection certification and is scheduled for the exam. Patrick feels he is sharp and interested in moving forward and getting his operator certificates. It would be ideal to bring him on in Spring. He is currently making approximately $55,000/year plus benefits and extra compensation for on-call. Patrick has some other options he will pursue prior to the November meeting.

9C.            SEWER DISTRICT EASEMENTS – Tabled

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS - 6 month Budget Review in January

Garrett Higerd 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 8:02 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, November 14, 2017 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
October 25, 2017 Special Board Mtg PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

SPECIAL BOARD MEETING

10/25/17

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

MEMBERS ABSENT:          Windsor Czeschin

STAFF:          Patrick Allen

MINUTES

The meeting was called to order by Steve Shipley at 5:01 p.m.

Additions to Agenda – none

Public Comments – none

SNOW REMOVAL - Isabel Connolly made a motion to accept the proposal submitted by Billy Czeschin for snow removal services for a 3-year term of 11/1/17 – 4/30/18, 11/1/18 – 4/30/19 and 11/1/19 – 4/30/20 and to execute the contract. Cindy Adamson seconded the motion and Isabel, Cindy and Steve voted yes, with Garrett Higerd abstaining.

Cindy Adamson made a motion to adjourn the meeting. Isabel seconded the motion and all Board members present voted in favor. The meeting was adjourned at 5:16 p.m.

 
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