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April 2018 Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

4/10/18

MEMBERS PRESENT:            Isabel Connolly, Cynthia Adamson, Windsor Czeschin

ABSENT:                                Steve Shipley, Garrett Higerd

STAFF:                                   Marianne O’Connor, Patrick Allen

MINUTES

1.            Windsor Czeschin called the meeting to order at 5:03 p.m.

2.            ADDITIONS TO AGENDA – None

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 3/13/18 MINUTES – Cynthia Adamson made a motion to approve the 3/13/18 Regular Board Meeting Minutes. Isabel Connolly seconded the motion and all Board members present voted in favor.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 3/31/18. Cynthia Adamson made a motion to accept the financial report. Isabel Connolly seconded the motion and all Board members present voted in favor.

5A.            STRATEGIC PLANNING FOR RESERVES AND ASSET MANAGEMENT & RISK ASSESSMENT AND RATE STUDY – Subcommittee has not been able to meet yet.

5B.            2018/2019 BUDGET WORKSHEETS – Marianne reviewed the budget worksheets with the Board members present and identified the line items that will require more thought and discussion. To be revisited at the May Board meeting.

5C.            RESOLUTION 2018-01 – STATEMENT OF INVESTMENT POLICY – Cynthia Adamson made a motion to adopt Resolution 2018-01. Isabel Connolly seconded the motion and all Board members present voted in favor.

6A.      JOB PERFORMANCE REVIEWS – Steve and Isabel will meet with General Manager and Secretary this month. They have gone over the performance reviews and will arrange to meet with Patrick and Marianne when Steve returns.

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

7B.            JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – nothing to report

8.         BILLS TO BE PAID – Cynthia Adamson made a motion to pay the bills as presented with 1 signer on ck #7393-7395, with the second signature to be obtained when the checks are issued. Isabel Connolly seconded the motion and all Board members present voted in favor.

9A.            GENERAL MANAGER REPORT – Patrick discussed the items in his monthly update.

9A1).   MONO COUNTY LOAN – Isabel Connolly made a motion to approve the loan from Mono County for $100,000.00. Cynthia Adamson seconded the motion and all Board members present voted in favor. Cynthia will continue to work with the County on the documents.

9A2).            OFFICE OF EMERGENCY SERVICES – no update. Steve and Patrick need to get together to review the work to repair the culvert near the Rohan property on Juniper Drive and provide the estimate to OES.

9B2).            OPERATOR IN TRAINING/TRANSITION COMMITTEE– Windsor reported on the subcommittee meeting and two things became apparent. 1) Patrick wants to keep Jason Hatter working for the District in whatever capacity is negotiated and 2) he would like someone to take the pager one week per month. Steve Shipley and Windsor feel that adding another part-time employee goes above what they are comfortable with in the budget for employee costs. The discussions and negotiations will continue and all staffing requirements, compensations, etc. will be reviewed in the job performance reviews.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – Marianne advised that an MOU with PERS is necessary for the Board to adopt regarding reporting additional compensation so that it is eligible for PERS. She will prepare an MOU for adoption at the May meeting.

Cynthia Adamson 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 6:46 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, May 8, 2018 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise.

 
March 2018 Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

3/13/18

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 – Marianne requested an addition to the agenda to facilitate approving a Corporate Borrowing Resolution for a new District credit card through Umpqua Bank. 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 – Approve the Corporate Borrowing Resolution with Umpqua Bank. 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 1/9/18 MINUTES – Garrett Higerd made a motion to approve the 1/9/18 Regular Board Meeting Minutes, as amended. Cynthia Adamson seconded the motion and all Board members voted in favor. There was no meeting in February due to lack of quorum.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 2/28/18. Isabel Connolly made a motion to accept the financial report. Windsor Czeschin seconded the motion and all Board members voted in favor.

            Windsor Czeschin made a motion to approve the Corporate Borrowing Resolution with Umpqua Bank in order to secure credit cards for the District to be used by staff and that will qualify for the CSDA rebate program. This change being made because the current credit card bank is no longer offering the CSDA rebate program. Cynthia Adamson seconded the motion and all Board members voted in favor. Board members signed the documents where required. Marianne will complete and submit the documents.

5A.            STRATEGIC PLANNING FOR RESERVES AND ASSET MANAGEMENT & RISK ASSESSMENT AND RATE STUDY – Subcommittee has not been able to meet yet.

6A.      JOB PERFORMANCE REVIEWS – Steve and Isabel will meet with General Manager and Secretary this month.

7A.            PLANNING ISSUES, RPAC, COMMUNITY CENTER – Marianne mentioned that plans are underway to construct a pergola at the community center this summer, funded by CSA1.

7B.            JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Patrick advised that OES will reimburse 75% of the cost of the repairs to Juniper Drive and will also reimburse the cost of the culvert repair by the Rohan property. Patrick and Steve Shipley will meet and then have Clair Construction provide an estimate for the culvert repair.

9A.            GENERAL MANAGER REPORT – Patrick discussed the items in his monthly update. The new pump has been working fine now after replacing the soft start panel.

9B.            OPERATOR IN TRAINING – Jason has submitted a proposal to the District, and has indicated he would rather work as an independent contractor, rather than as an employee of the District. Steve and Windsor will be on the Transition Committee and will meet with Patrick this week to discuss the proposal and other ideas. They will provide their update to Marianne for her to provide to the rest of the Board.

9B1).   24/7 ON CALL DISCUSSION – Patrick discussed Jason Hatter’s proposal with regard to the on call time and the number of call outs he has had over the past 8 months.

The Job Performance Review Committee will address the issue of compensating for on call and actual time spent on call outs.

9A3)    MONO COUNTY LOAN – The Board discussed the loan and requested Marianne to submit the January 2018 minutes, as approved, to Mono County and place the loan on the April agenda for further discussion.

8.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented with 1 signer on ck #7373-7377, with the second signature to be obtained when the checks are issued. Cynthia Adamson seconded the motion and all Board members voted in favor.

10.       NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS

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 7:15 p.m.

The next Regular Board Meeting will be scheduled for Tuesday, April 10, 2018 at 5:00 p.m. at the Crowley Lake Community Center, unless posted otherwise. Steve Shipley will be unable to attend.

 
January 2018 Minutes PDF Print E-mail
Minutes

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.

 
December 2017 Minutes PDF Print E-mail
Minutes

HILTON CREEK COMMUNITY SERVICES DISTRICT

REGULAR BOARD MEETING

12/12/17

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 5:05 p.m.

2.            ADDITIONS TO AGENDA - None

3.            PUBLIC COMMENT – None

4.            APPROVAL OF 11/14/17 MINUTES – Cynthia Adamson made a motion to approve the 11/14/17 Regular Board Meeting Minutes. Garrett Higerd seconded the motion and all Board members voted in favor.

5.            FINANCIAL REPORT – Marianne reviewed the financial report for the period ending 11/30/17. Garrett Higerd made a motion to accept the financial report. Isabel Connolly seconded the motion and all Board members voted in favor. Budget Review 6-mo. YTD will be in the January agenda. Marianne will do an analysis of the CPI increases to the JD fees.

6A.      CL SKATE PARK – Closed until Spring.

6B.            JUNIPER DRIVE SPECIAL ZONE OF BENEFIT – Tabled, nothing to report

8A.            GENERAL MANAGER REPORT – Patrick discussed the items in his monthly update and the issues with the generator going on even without a power outage. It appears to be an issue with the auto sequence control module. Still only Pump #2 running at the pump station until Flo-Services schedules to bring rebuilt Pump #1.

8A2).            RESOLUTION 2017-02 – Cindy Adamson made a motion to adopt Resolution 2017-02 Permitting Reimbursement for Capital Expenditures (a document required by Ibank). Isabel Connolly seconded the motion. Garrett Higerd commented he doesn’t support taking out debt if we have the funds to pay for expenditures and have other funding options. He has been in touch with a financial consultant to help with a rate and reserve study and one option he suggested could be cost effective. He will get the information to Marianne to distribute. Steve commented he agrees with Garrett to an extent, but he doesn’t want us to preclude funding options if we have another expensive issue after having to spend $110,000 out of the District’s Capital Reserves this year. Steve Shipley, Windsor Czeschin, Cindy Adamson and Isabel Connolly voted in favor of the motion. Garrett Higerd voted no.

8B.            OPERATOR IN TRAINING – Tabled. Jason is still interested. Windsor would like to include in the January discussion of this issue visiting on-call time and getting help with the 24/7 requirement on the General Manager.

7.         BILLS TO BE PAID – Windsor Czeschin made a motion to pay the bills as presented with checks #7310-7313 with one signer with second signature to be obtained when check is issued, and #7309 with two signers for Steve Shipley medical expense reimbursement. Cynthia Adamson seconded the motion and all Board members present voted in favor.

9.         NEW ITEMS/ADDITIONS FOR FUTURE AGENDAS – 6-mo YTD Budget Review

Garrett Higed made a motion to adjourn the meeting. Cynthia Adamson seconded the motion and all Board members voted in favor. The meeting was adjourned at 6:18 p.m.

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

 
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.

 
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