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9471 BROWNS VALLEY SCHOOL RD.

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Loma Rica / Browns Valley Community Services District
Regular Meeting:  May 20, 2013
 

APPROVED MINUTES

 
 
Item 1)  Meeting Call To Order:
 
A) Roll Call:    Present:  Biggs, Birney, Gravelle, Kattuah, Kinkle
 
Item 2) Public Communications:  None
 
   Item 3) Approve Minutes:
 
A)    Minutes For Regular Meeting of April 15, 2013:  Director Birney requested Item 7B be amended to reflect approval to post ad to receive bids for the water tender, as opposed to selling the water tender; Director Gravelle requested that the minutes be amended to reflect his opposition to discussing the Amador Contract due to incorrect dates on the Agenda.
 
Motion to Approve minutes with changes above and two grammar corrections:  Gravelle
Second:   Birney
 
      Passed unanimous voice vote   
 
Item 4) Accounting
 
A)    Financials—Accountant Brooks answered Board members questions regarding equipment rental income and interest income
 
B)    Warrants—Captain Davis explained repairs to attack vehicle; Chief Griffis explained control number differences for payment of Amador Contract fees; date of salary for GM Poggi to be corrected—pay period should reflect 4/16-5/15/2013
 
Item 5) Chief’s Report—Chief Griffis
 
A)    A 24-port network switch has been installed which meets Cal Fire’s firewall requirements
 
B)    Firewall hardware switch installed—waiting for letter from Cal Fire IT department
 
C)    Labeling, purging, shredding files and documents:  Chief Griffis is awaiting direction from the Board and talking to other Districts to determine standard operating procedures
 
Item 6) Volunteer’s Report—David Lopez
 
A)    Volunteer Academy is continuing
 
B)    There was good turn out/response by volunteers to a fire last weekend (six volunteers)
 
 
 
 
Item 7) General Manager’s Report
 
A)    Retention of documents in copy machine:  GM Poggi confirmed that once a document is printed, faxed, or sent to another computer, the document is erased from memory and only the destination address is saved
 
B)    Update on sale of retired water tender:  sold to Camptonville Volunteer Fire Department.  Per our attorney, since an ad had not yet been submitted to receive bids for the water tender, it was completely legal to accept the offer from Camptonville.  It was decided that if a similar situation should arise, the Chairperson will call a special meeting for additional Board discussion.
 
C)    Volunteer Awards and Recognition:  Chief Griffis recommended the Board consider shorter term of service for award—three years?—or possibly based on the number of calls?  Captain Davis to review volunteer files.
 
Discussed hosting a barbeque for the volunteers and their families—David to ask the volunteers if there are dates in July that would work for everyone (after the Fourth).  BBQ committee members Birney, Kattuah and Lopez to look into available venues, cost of food, drinks and tableware, and number of attendees and present the information at the June meeting. 
 
D)    Access to personnel files—GM Poggi discussed with the District’s attorney—see Item 7E, Addition of Section 1002 Personnel Files to the Administrative Manual
 
E)     Addition of Section 1002 Personnel Files to Administrative Manual:  reviewed document provided, in line 1 changed “All files” to “Personnel files”, in the second paragraph changed “a file” to “their file” and deleted “during business hours”, in the third paragraph changed “a file” to “their file” and deleted “during business hours”.
 
Motion to approve the addition of Section 1002 as amended and read by GM Poggi to the Administrative Manual:  Birney                           Second:  Kinkle
 
Passed unanimous voice vote      
 
The District needs to set a description of which documents need to be retained in the personnel files—GM Poggi to meet with Captain Robinson.
 
F)     Elections:  GM Poggi notified the Board that the next elections for Board members seats will be in 2014 (Biggs, Birney, Kinkle) with the seats for Kattuah and Gravelle up in 2016.  All are four year terms.
 
G)    Auditors Report for 2011-2012—need to correct date on page 3—fiscal year ended June 30, 2012—Accountant Brooks to discuss with Jensen Smith, plus she has questions about ledger adjustments they have requested.
 
Motion to approve GM Poggi to sign letter of engagement with Jensen Smith made by Kinkle, Second:  Gravelle
 
Passed unanimous voice vote      
 
 
H)    Preliminary Annual Budge—reviewed, determined that interest income should be reduced to $11,000 and equipment reserves should be reduced to $5,450
 
Motion to accept Preliminary Budget for 2013/2014 with changes noted above made by Birney, Second:  Gravelle
 
Voice Vote:  Biggs, Birney, Gravelle, Kattuah, Kinkle – Aye
 
I)       Approve Resolution #2013-01 authorizing automatic journal transfer of fees to the JPA
 
Motion to accept pass Resolution #2013-01 REQUEST AND AUTHORIZTION FOR THE COUNTY OF YUBA TO ALLOW AN ANNUAL AUTOMATIC JOURNAL TRANSFER OF FEES FROM THE LOMA RICA/BROWNS VALLEY COMMUNITY SERVICES DISTRICT TO THE YUBA COUNTY RURAL FIRE JOINT POWERS AGENCY made by Birney
Second:  Gravelle
 
Voice Vote:  Biggs, Birney, Gravelle, Kattuah, Kinkle – Aye
 
Item 8) Board Member District e-mail addresses:  Director Birney informed the Board that the company that supports the District’s website allows up to 10 e-mail accounts at a cost of $3.50/month—to be placed on June agenda for discussion/vote
 
Item 9) Board and Staff Members’ Reports—Captain Davis attended Jim Rosenthal’s service with the District’s water tender to show the District’s appreciation for his years of service to the District—the family was grateful for the acknowledgement.
 
Henry Estrada has contacted the District about mowing the District’s 5 acre parcel on Marysville Road—Captain Robinson felt it would be good PR within the community to do so.  To be placed on the June agenda.
 
 
 
Adjourned 8:35 p.m.
 
Respectfully Submitted:
 
Kim Biggs – District Vice-Chairperson