M I N U T E S
REGULAR MEETING
OF THE BOARD OF DIRECTORS
April 10, 2003
6:00 p.m. 

A.    Call to Order & Roll Call 

A meeting of the Santa Rosa Community Services District was held at the Santa Rosa CSD Office commencing at 6:00 p.m. on April 10, 2003.  Present at the meeting were the following Directors:              

  Director McBride
                Director Roy 
                Director Thomas 

Directors Buescher and Demos were absent. 

The following persons were also present: 

General Manager Rogers
              General Counsel Scott 

President Roy led the Pledge of Allegiance. 

B.     Sheriff 

The Sheriff's Department was not represented, however, their monthly report is on file with the District Office. 

General Manager Rogers asked to add consideration of Mr. & Mrs. Frazee's underground power conversion to the agenda.  

Motion was made by Thomas, seconded by to Roy, to add consideration of the Frazee power matter to the agenda. 

The motion carried unanimously. 

C.     Public Expression 

None.

At this time the Frazee matter was considered. 

General Manager Rogers explained that the Frazee's are building a residence at 43345 Via Vaquero, immediately north of Walker Basin. The Edison application for an overhead pole line extension was submitted to the District on January 10th, however, the application was never completed as the Frazees were not notified that they needed to submit a separate application for the conduit and substructures. Edison issued a work order to their subcontractor without first obtaining a District permit. A Correction Notice was issued to the sub-contractor, PAR Electric, on April 2nd, and work on the overhead installation was stopped. The project is only days away from receiving final inspection on the residence, but without District clearance they cannot call for final inspection. At the April 3rd Engineering Committee meeting, that matter was discussed in detail, and the Committee recommended that the matter be brought to the full Board for consideration of an appeal. 

After presentations by Mr. Frazee, building contractor Lonnie Smith, and Southern California Edison Regional Manager Robert Lopez, the Board discussed the options available, acknowledged the difficult situation Mr. Frazee was in, but confirmed their reluctance to allow any further overhead line construction. 

Motion was made by McBride, seconded by Thomas, to continue the appeal to allow installation of overhead utilities; to authorize the General Manager to release the District's hold on final inspection with County Department of Building and Safety, based upon the assurance from the Frazee's that they will not proceed with the overhead line construction without prior District approval; and to work with Lonnie Smith and SCE in obtaining additional trenching bids and identifying other cost factors. 

The motion carried unanimously. 

D.     Information Only 

The Financial Statements, and the Statements of Reimbursements and Investment Policy were received by the Board. 

E.     Consent Calendar 

Motion was made by McBride, seconded by Roy, to approve the Consent Calendar. 

The motion carried unanimously.

F.     General District Update 

General Manager Rogers updated the Board on District activities since the last Board Meeting, and presented his written report which is on file with the District.  He reported that he has two potential sites for the District equipment yard. 

G.     General Counsel 

None. 

H.     Plans & Specifications for La Mancha and Los Casitas Roads, Calle Tuberia and Terreno Drive Project 

General Manager Rogers reported that the Plans & Specifications are not yet completed and will be delayed approximately 10 days. He suggested that the plans be approved at the May 8th Board Meeting, that the bids be received in early June with award being made at the June Board Meeting.   

Discussion followed, and the Board elected to give advance approval of the Plans and Specifications subject to finalization by the General Manager. Bids will be received on June 3rd. 

Motion was made McBride, seconded by Roy, to adopt Resolution No. 03-07: 

Approving the Plans and Specifications for the La Mancha and Los Casitas Roads, Calle Tuberia and Terreno Drive Project 

The motion carried unanimously. 

I.      Report of the Engineering Committee 

Director Roy reported that Property Owner Craig Colton had appealed the decision of General Manager Rogers to deny a circular driveway on Avenida Tierra very close to the intersection with Calle Cuero, and presented his request to the Committee; however, Director Roy had visited the site with Rogers, and agreed with the decision. Mr. Colton was informed that he could present his appeal to the full Board at this meeting. As he was not present, the denial stands.

Director Roy asked General Manager Rogers to present the situation on Sycamore Mesa Road with respect to improvements being done by developer and property owner Art Nelson for Parcel Maps 29808 and 29989. Rogers explained that Mr. Nelson was obligated to construct certain improvements on the north and west side of the road to bring it to District standards, in addition to constructing the cul-de-sac, Shady Creek. Shady Creek construction is proceeding ahead of the work on Sycamore Mesa Road because of some unrelated contractual obligations of Mr. Nelson. He is only obligated to improve his side of Sycamore Mesa; the District had previously budgeted $20,000 out of Zone V Roadway Rehabilitation money to perform corresponding improvements on the opposite side of the road. This particular area is where the road is quite narrow and curving and carries relatively heavy traffic heading for Renaissance Estates and the Sunset Terrace area. Just past the intersection of Calle Vista Lejos there is a sight distance problem that Mr. Nelson is obligated to resolve, but the proposed work may require a relatively expensive water main reconstruction, the high cost of which may render the subdivision financially infeasible. Rogers suggested that the District and Rancho Water could jointly contribute toward the cost of the water main work. It was the consensus of the Board that the District should not contribute to any water main costs, nor should the $20,000 budgeted for work on the opposite side of Sycamore Mesa Road be spent without further consideration by the Engineering Committee. The $8500 specifically budgeted for purchase order work in the vicinity of the project should be spent as scheduled. 

J.     Report of the Walker Basin Committee 

Director McBride reported that the District was well represented at the hearing and was very influential in the process. The question remains as to the willingness of the District to annex the area and the resultant costs. 

K.     Executive Sessions 

The Board met in closed session under the provisions of Government Code Section 54956.9(b)(3)(C) to discuss the claim of Unitrin Multi-Lines Insurance Company against Santa Rosa CSD. 

The Board met in closed session under the provisions of Government Code Section 54957.6(a) to discuss personnel matters. 

The Board reconvened in open session. 

L.     Resolution Approving Employee Incentive Pay Plan 

Motion was made by McBride, seconded by Roy, to adopt Resolution No. 03-08: 

Adopting and Employee Incentive Pay Plan 

The motion carried unanimously.