STONES-BENGARD COMMUNITY SERVICE DISTRICT REGULAR BOARD
MEETING
MEETING
509-695 Stone Road, District Office, Eagle Lake, Susanville, CA 96130
Phone & Fax: (530) 825-3350
E-mail stonesb@frontiernet.net
February 17, 2014,
6:00 pm
6:00 pm
CLOSED SESSION: Personnel
Approximately 15 minutes.
Approximately 15 minutes.
ROLL CALL:
CONSENT CALENDAR:
APPROVAL OF FEBRUARY AGENDA
APPROVAL OF JANUARY MINUTES
APPROVAL OF PAYMENT OF BILLS for JAN.
; FIRE $9004.20.; SEWER $2,020.84
; FIRE $9004.20.; SEWER $2,020.84
APPROVAL OF TREASURER'S REPORT, by
Kay Oring for JANUARY
Kay Oring for JANUARY
COMMITTEE REPORTS:
Fire Chief Cromer
Water Manager Balding
Secretary’s report:
PUBLIC COMMENT:
CORRESPONDENCE:
OLD BUSINESS:
DISCUSS/ACTION: Bids on New computer
DISCUSS/ACTION: CALFIRE grant 2013
DISCUSS/ACTION: Utility trailer for the Fire Department
DISCUSS/ACTION:
911 Address sign status
911 Address sign status
DISCUSS/ACTION: IRS form 941 Payroll Tax, 2nd quarter 2012
NEW
BUSINESS:
BUSINESS:
DISCUSS/ACTION: Green Waste pile for Community
DISCUSS/ACTION: Work Crew for Roadway
ADJOURNMENT:
BOARD
MEMBERS SIGNING OF BILLS:
MEMBERS SIGNING OF BILLS:
STONES-BENGARD
COMMUNITY SERVICE DISTRICT REGULAR BOARD MEETING
COMMUNITY SERVICE DISTRICT REGULAR BOARD MEETING
509-695 Stone Road, District Office, Eagle Lake, Susanville, CA 96130
Phone & Fax: (530) 825-3350
E-mail stonesb@frontiernet.net
Monday, January 20,
2014 at 6:00 p.m.
2014 at 6:00 p.m.
UNAPPROVED MINUTES
ROLL CALL:
Present: Chairman
Sam Shapiro, Directors Kay Oring, Ron Rebell. Tom Spanton was absent. There is now one vacancy on the Board. Also
present were Fire Chief Ron Cromer and General Manager Martin Balding. We have a quorum.
Sam Shapiro, Directors Kay Oring, Ron Rebell. Tom Spanton was absent. There is now one vacancy on the Board. Also
present were Fire Chief Ron Cromer and General Manager Martin Balding. We have a quorum.
CONSENT CALENDAR:
APPROVAL OF JANUARY AGENDA
APPROVAL OF DECEMBER MINUTES
APPROVAL OF PAYMENT OF BILLS for DECEMBER;
FIRE $5,688.30; SEWER $2,031.91.
FIRE $5,688.30; SEWER $2,031.91.
APPROVAL OF TREASURER'S REPORT, by
Kay Oring for DECEMBER.
Kay Oring for DECEMBER.
A motion was made
by Director ReBell with a second by Director Oring to accept the January Agenda
, approval of minutes for December and approval of the payment of December bills: Fire $5,688.30;
Sewer $2,031.91, and Treasurer’s report for December. Motion carried.
by Director ReBell with a second by Director Oring to accept the January Agenda
, approval of minutes for December and approval of the payment of December bills: Fire $5,688.30;
Sewer $2,031.91, and Treasurer’s report for December. Motion carried.
COMMITTEE REPORTS:
Fire Chief Cromer: Chief handed a letter of resignation
effective March 1, 2014, to
the Board. Letter was read and accepted.
effective March 1, 2014, to
the Board. Letter was read and accepted.
Items that were
awarded on the CALFIRE grant were ordered and some have arrived. More hose will be ordered. There was one Public Assist call this last
month.
awarded on the CALFIRE grant were ordered and some have arrived. More hose will be ordered. There was one Public Assist call this last
month.
Water
Manager Balding report is attached.
Manager Balding report is attached.
There is one leak
and spill that Martin is repairing and will be testing. It was found today. Two parcels have had alarms activated in this
last month. There were letters sent to
the property owners requesting them to check out the alarm and any problems
that might have occurred and then contacting the water manager to have it
resolved.
and spill that Martin is repairing and will be testing. It was found today. Two parcels have had alarms activated in this
last month. There were letters sent to
the property owners requesting them to check out the alarm and any problems
that might have occurred and then contacting the water manager to have it
resolved.
Water tests came
out clean. Martin checked into the issue
of the high fees being charged by Lahontan and State water board. An attached response stated that it probably
will remain the same amount. It explains
the fee structure.
out clean. Martin checked into the issue
of the high fees being charged by Lahontan and State water board. An attached response stated that it probably
will remain the same amount. It explains
the fee structure.
Martin is checking
into the interest we earn and don’t earn at the County
Treasurer’s office. This issue will be ongoing.
into the interest we earn and don’t earn at the County
Treasurer’s office. This issue will be ongoing.
Secretary’s
report: There were 145 web
hits. Only a few properties have maid
zero payments for waste water this year.
Some have a lien on them. Another
notice will be sent out.
report: There were 145 web
hits. Only a few properties have maid
zero payments for waste water this year.
Some have a lien on them. Another
notice will be sent out.
Sandy
mentioned that one day a week is needed fro the office work but not two. The number of hours that she is here need to
be discussed.
mentioned that one day a week is needed fro the office work but not two. The number of hours that she is here need to
be discussed.
Board
Member Items: Chairman Shapiro
discussed new business cards that would be easier to read with larger and
darker print. We will have upgraded new
ones to send out with next year’s billing.
Sandy
will work on new cards.
Member Items: Chairman Shapiro
discussed new business cards that would be easier to read with larger and
darker print. We will have upgraded new
ones to send out with next year’s billing.
Sandy
will work on new cards.
PUBLIC COMMENT: none.
CORRESPONDENCE:
OLD BUSINESS:
Volunteer Fire Chief Job
Description: The description is
adequate and would be appropriate for a Policy and Procedures manual. A summary of the job description needs to be
written to use for an application process.
Director Oring moves and Director ReBell seconds a motion to accept the
job description as part of a Policy and Procedures manual. Motion carried. A notice for a Volunteer Fire Chief for this
District may be put on the radio as a Public Service Announcement and on the
website.
Description: The description is
adequate and would be appropriate for a Policy and Procedures manual. A summary of the job description needs to be
written to use for an application process.
Director Oring moves and Director ReBell seconds a motion to accept the
job description as part of a Policy and Procedures manual. Motion carried. A notice for a Volunteer Fire Chief for this
District may be put on the radio as a Public Service Announcement and on the
website.
Bids on New Computer: It was decided to have Martin look into the
new computer and come up with an estimate of the equipment and necessary
programs and a means to have it transferred.
new computer and come up with an estimate of the equipment and necessary
programs and a means to have it transferred.
CALFIRE 2013 Grant: We
have received the approval letter to purchase the grant items. We have been approved for $10,807 which is
the 50/50 match. We will have awarded
money reaming and there are some extra items we can order that will meet the
requirement of the grant. After the
items are received we will send in the invoices and receive reimbursement for
50% of the cost.
have received the approval letter to purchase the grant items. We have been approved for $10,807 which is
the 50/50 match. We will have awarded
money reaming and there are some extra items we can order that will meet the
requirement of the grant. After the
items are received we will send in the invoices and receive reimbursement for
50% of the cost.
Audit for 2012-2013: Director ReBell moved and Director Oring
seconded a motion to approve and accept the audit of 2012 to 2013, including
Financial Statements and Independent Auditor’s Report and Report on Accounting
Control and Procedures. Motion
carried. A copy will be sent to the county
Auditor’s office. There is a recommendation for offsite
backup. This will be addressed with the
new computer.
seconded a motion to approve and accept the audit of 2012 to 2013, including
Financial Statements and Independent Auditor’s Report and Report on Accounting
Control and Procedures. Motion
carried. A copy will be sent to the county
Auditor’s office. There is a recommendation for offsite
backup. This will be addressed with the
new computer.
Contract for Annual Audit: Director Oring moved and Director ReBell seconded
a motion to accept the proposal from Robert W. Johnson, CPA, for $3,200 for
2014, $3,250 for 2015, and $3,300 for 2016.
Motion carried.
a motion to accept the proposal from Robert W. Johnson, CPA, for $3,200 for
2014, $3,250 for 2015, and $3,300 for 2016.
Motion carried.
Utility Trailer for fire Department: Chief has not found an
appropriate trailer yet.
appropriate trailer yet.
911 Address Signs Status. Martin is working on them.
NEW
BUSINESS:
BUSINESS:
IRS
and form 941 Payroll Tax , 2nd quarter 2012: Sandy
has been working with IRS and the county on
this matter but it is not resolved yet.
She will call Bob Johnson for some help.
and form 941 Payroll Tax , 2nd quarter 2012: Sandy
has been working with IRS and the county on
this matter but it is not resolved yet.
She will call Bob Johnson for some help.
ADJOURNMENT: The next meeting will be held on February 17, 2014, 6:00 pm. With
no further business to conduct, the meeting was dismissed at 6:45 p.m.
no further business to conduct, the meeting was dismissed at 6:45 p.m.
BOARD
MEMBERS SIGNING OF BILLS: Bills were signed.
MEMBERS SIGNING OF BILLS: Bills were signed.
Respectfully
Submitted,
Submitted,
_____________________________
Sandy
Jansen, Secretary Note: There is a voice recorded transcript
of these minutes.
Jansen, Secretary Note: There is a voice recorded transcript
of these minutes.
Stones-Bengard Community Service District
FIRE Budget Status as of December 31, 2013 – 50% of yr. elapsed
Fund
|
2013-2014 Budget
|
Percent Used
|
Salaries
|
$3875.00
|
26%
|
Benefits
|
$500.00
|
7%
|
TOTAL SALARIES/BENEFITS
|
$4375.00
|
24%
|
Clothing & personal
|
$1000.00
|
0%
|
Communications (telephone)
|
$600.00
|
36%
|
Insurance
|
$8000.00
|
88%
|
Maintenance-equipment
|
$225.00
|
63%
|
Maintenance co.vehicles
|
$3000.00
|
88%
|
Maintenance blg.
|
$500.00
|
0%
|
Memberships
|
$2700.00
|
0%
|
Office expense
|
$200.00
|
24%
|
Prof & spec services
|
$1500.00
|
77%
|
Publications & legal
notices |
$100.00
|
0%
|
Sm. Tools & instruments
|
$3500.00
|
0%
|
Special dept. expense
|
$1500.00
|
-5%
|
Transportion & travel
|
$100.00
|
0%
|
Utilities
|
$2000.00
|
7%
|
TOTAL SERVICES & SUPPLIES
|
$24,925.00
|
45%
|
Building & Improvements
|
$20,000.00
|
0%
|
Equipment
|
$56,980.00
|
0%
|
Contingencies
|
$5,000.00
|
0%
|
SEWER Budget Status as of December 31, 2013– 50%
of yr. elapsed
of yr. elapsed
Fund
|
2013-2014 Budget
|
Percent Used
|
Salaries
|
$10,000.00
|
20%
|
Benefits
|
$3,000.00
|
2%
|
TOTAL SALARIES/BENEFITS
|
$13,000.00
|
16%
|
Communications (telephone)
|
$2,000.00
|
28%
|
Insurance
|
$3,500.00
|
0%
|
Maint-bldg improvements
|
$1,000.00
|
0%
|
Memberships
|
$500.00
|
82%
|
Office expense
|
$3,500.00
|
5%
|
Prof & spec services
|
$19,500.00
|
40%
|
Publications & legal
notices |
$1,000.00
|
0%
|
Sm. Tools & instruments
|
$1,000.00
|
0%
|
Special dept. expense
|
$500.00
|
0%
|
Sewer expenditures
|
$14,000.00
|
53%
|
Transportion & travel
|
$310.00
|
0%
|
Utilities
|
$4,845.00
|
13%
|
TOTAL SERVICES & SUPPLIES
|
$51,655.00
|
33%
|
Building & Improvements
|
$48,561.00
|
0%
|
Equipment
|
$40,792.00
|
0%
|
Contingencies
|
$7,123.00
|
0%
|
January 2014 Treasurer’s
Report for December 2013 activity
Report for December 2013 activity
Balances as of December 31, 2013
Accounts at Lassen Co.
Fire District: Balance $ 98,088.47
Sewer District: Balance $
135,934.86
135,934.86
Capital Improvement Fund: Balance $ 262,186.24
Other accounts:
Petty cash (Checking) $ 2785.68
Monday, January 20, 2014 at 6pm
Martin Balding, General Manager
NO
SPILL REPORT: The no spill report
to the state has been made for the month of December.
SPILL REPORT: The no spill report
to the state has been made for the month of December.
WATER TESTING: I may do another test with filtered water to remove
total nitrogen.
total nitrogen.
LAHONTAN FEE OF $5,202! We
now have a statement from Rob Tucker regarding the fees. Also there is my reply
to him.
now have a statement from Rob Tucker regarding the fees. Also there is my reply
to him.
LASSEN COUNTY ACCOUNT ADMINISTRATIVE FEES:As a result of our request Richard Egan has sent us
information regarding the fees charged for handling our account. We asked for
the formula but don't seem to have it yet.
information regarding the fees charged for handling our account. We asked for
the formula but don't seem to have it yet.
LIFTS
STATIONS AND PONDS: The lift stations and ponds
have been working well with an average flow for seven days of just1,558 gallons per day. At the same time in 2005 the flow averaged
5,181 gallons
per day. As of today our annual volume of water into the ponds is 1,793,430
gallons, less than half of what it was in the past, leaving good storage
capacity for the winter.
STATIONS AND PONDS: The lift stations and ponds
have been working well with an average flow for seven days of just1,558 gallons per day. At the same time in 2005 the flow averaged
5,181 gallons
per day. As of today our annual volume of water into the ponds is 1,793,430
gallons, less than half of what it was in the past, leaving good storage
capacity for the winter.
PRECIPITATION/SUBLIMATION: The evaporation pan has solid ice sublimating at a snow
rate, 1.25" so far this winter. There was a trace of precipitation in the
last ten days.
rate, 1.25" so far this winter. There was a trace of precipitation in the
last ten days.
LAKE EVEL: estimate 5,093.5'
down about 19 inches since the spring high point.
down about 19 inches since the spring high point.
HOMEOWNER SYSTEMS: There has been one system repair. Two
other systems at unoccupied homes had alarm faults. The control boxes were shut
down and letters sent to the home owners.
other systems at unoccupied homes had alarm faults. The control boxes were shut
down and letters sent to the home owners.
LATE PAYMENT COLLECTIONS:Sandy
has been following up on accounts due with excellent results with only about
five overdue. Liens will be made against the uncollected accounts. The new RV
park owners are among the unpaid.
has been following up on accounts due with excellent results with only about
five overdue. Liens will be made against the uncollected accounts. The new RV
park owners are among the unpaid.
ANUAL
AUDIT Three Requests For Proposals were
sent to CPA's with one returning a proposal to audit for an annual fee of
$7,200.00
AUDIT Three Requests For Proposals were
sent to CPA's with one returning a proposal to audit for an annual fee of
$7,200.00
ROAD WORKHerbie
Walters used his tractor to cut water bars on the road to the ponds. A thank
you letter is being sent.
Walters used his tractor to cut water bars on the road to the ponds. A thank
you letter is being sent.
911 SIGNSTen house
number signs have been put up on Juniper Lane. More will be installed in the
community this coming month.
number signs have been put up on Juniper Lane. More will be installed in the
community this coming month.
STAND BY GENERATOR: The
generator has a starting problem and is down at present.
generator has a starting problem and is down at present.
