Grizzly Ranch Community Services District
Minutes
Regular Meeting
December 05, 2023 09:00 AM
The Outpost, 300 Club House Dr Portola, CA 96122
http://www.grizzlyranchcsd.com

1. Call to Order
   The meeting was called to order at 9:00 am by .
   
   
   1. Roll Call
      

      Present: Vice-President Kathryn Roberts, Director Stephen Tange

      Absent: Director Betsy Oltmann

      Staff Present: Treasurer Bill Desjardin, General Manager Larry Smith, Board Clerk Heather Grant

      
      
2. Public Comments

3. Consent Agenda

   1. Approval of November 14, 2023 Special Meeting/ Public Hearing Minutes 
      

      Approval of September 22, 2023 Regular Meeting Minutes

      .

   2. Financial Reports Current period September-October-November 2023 to be approved.

   The vote to approve minutes from the November 14 and September 22, 2023 meetings after the removal of financial reports were "All in favor"

   Director Stephen Tange motioned to approve. seconded the motion.
   
   The motion passed with the following vote:
     4   In Favor         Opposed
        Abstained      1   Absent         Recused
   
   
4. Oath of Office for Appointed Directors  

   Kathryn Roberts recited the Oath For Office and received her Certificate of Appointment from the County.

5. Treasury Report for Current Period -September-October-November 2023

   Due to difficulties with journal entries and monthly close of accounts, treasury reports were limited

   
   

6. General Manager Report

   General Manager Larry Smith reported on the following:

   Personnel: No change in Personnel, we still have four year-round employees and one seasonal. 

   Water/Wastewater: CSD had to install a meter box on 77 Big Grizzly because the meter was originally installed on the wrong property. Everything went well and looks very clean.

   A new exhaust fan was installed at the WTP.

   We have reduced flows due to seasonal occupancy changes and the golf course closing for the season. 

   The water table has already fully recovered from the summertime usage. 

   CSD has finished three step tank retrofits, with three more in process, two for commercial connections. 

   We had two more grinder pumps fail, and have been replaced, the old pumps have been sent out to be refurbished.

   The floor in the WRF building has a fresh epoxy coating which was applied by CSD staff. 

   We have 2 fire hydrants that we will be scheduling for repair, and Well 3p2 will be scheduled for inspection.

   We have been experiencing some issues with pressure in Booster 1, we are having it inspected to try to troubleshoot the issue. 

   General Manager Larry Smith also presented a 5-year Strategic Plan.

7. Admin Report Out

   Board Clerk Heather Grant reported on the Conference attended in Monterey, hosted by CSDA. 

   Heather earned her Board Clerk Certificate, and a Certificate in Records Management.

   President Reynolds suggested the district look into digitizing our records in the near future.

8. Review Policies on Employee Evaluations, and Job Descriptions.      

   1. GM Job Description

      The amended policy was approved after changes were made.

      Director Stephen Tange motioned to approve. Vice-President Kathryn Roberts seconded the motion.
      
      The motion passed with the following vote:
        4   In Favor         Opposed
           Abstained      1   Absent         Recused
      
      

   2. Performance Evaluations and Exit Reviews

      The amended policy was approved after edits.

      Director Stephen Tange motioned to approve. seconded the motion.
      
      The motion passed with the following vote:
        4   In Favor         Opposed
           Abstained      1   Absent         Recused
      
      

   3. Administration- consolidation of several job description policies into one.

      The new policy was adopted and it was suggested that the old policies be retained for future use.

      motioned to approve. Vice-President Kathryn Roberts seconded the motion.
      
      The motion passed with the following vote:
        4   In Favor         Opposed
           Abstained      1   Absent         Recused
      
      
9. Review Of Reserve Policy and Possible Adoption of Resolution 2023.09 Establishing Reserves

   The Board has directed district staff to include this item in the next meeting's agenda and provide actual numbers for reserve accounts and methods for funding those accounts.

   Additionally, the policy is to be amended.

   The Board took a five-minute recess at 11:15 am.

10. New Connection Fee Expenditure

    1. Wireless Meter Reading

       The Board reconvened at 11:23 am.

       General Manager Larry Smith presented the Board with the possibility of adding an Automatic Meter Infrastructure or AMI. The board would like an action/ implementation plan to be created and presented at the next meeting.

11. Migration From Quickbooks Desktop to Online Version

    The Board would like the Administrative Manager to decide on how to move forward with QuickBooks.

12. Notice of Vacancy

    A Notice of Vacancy has been posted for a position on the Board of Directors, and the Board will likely hold a special meeting in January to fill vacancies.

13. Letter from Auditor and Auditors Report

    No unusual findings or issues were reported by the Auditors.

14. Districts Christmas Bonus Discussion

    The Board would like to have a retention bonus policy created.

15. Future Agenda Items

    -Reserve Accounts and the Amended Policy

    -AMI action plan

    -Retention Bonus Policy 

    -Records Digitization Options

16. Next Regular Meeting Date

    The next regularly scheduled meeting is March 19, 2023 at 9:00 am

17. Adjournment

    The meeting was adjourned at 11:51 am