Bethel Island MunicipalMeeting Minutes
Improvement DistrictRegular Meeting of 4/16/15
REGULAR MEETING OF THE BOARD OF
THE BETHEL ISLAND MUNICIPAL IMPROVEMENT DISTRICT
BETHEL ISLAND, CALIFORNIA
3085 STONE ROAD
BETHEL ISLAND, CALIFORNIA
DATE: April 16, 2015
The Bethel Island Municipal Improvement District met in regular session located at 3085 Stone Road, Bethel Island, CA at 7:11 p.m. Upon roll call, the following were found to be present: Directors:Tony Berzinas, Bob Amrine, Dennis Eisenbeis, Bruce Smith, and Lee Simpson. Attorney James Maynard, Engineer Mark Fortner and Interim District Manager Jeff Butzlaff were also in attendance.
BOARD DISCLOSURE OF POTENTIAL APPEARANCES OF CONFLICTS OF INTEREST
None.
PRESIDENT’S MESSAGE
President Berzinasstated there are several challenges that the District will encounter in the near future.
CONSENT CALENDAR
A motion was made by Director Eisenbeis and seconded by Director Simpson to: approve the minutes of the special meeting of March 19, 2015, the minutes of the regular meeting of March 19, 2015, adoption of Resolution 15-04-16A “A Resolution of Appreciation to Denece Bixby, Assistant Secretary, for her 10 Years of Service and Dedication to the Bethel Island Municipal Improvement District” and Presentation of Certificate of Appreciation and Resolution to Denece Bixby, and the request for Renewal of Project Approval for 3567 Willow Road. The vote showed five directors in favor. Motion carried.
ANNOUNCEMENTS
Bethel Island Fire Station Update
Mark Whitlock reported on the fire calls for the previous month.
Mr. Whitlock stated the ECCFPD Assessment District ballots will be counted on Monday, April 27th.
Mr. Whitlock stated he had a long conversation with the DWR representative who is managing the Communications Grant. They discussed the progress of the grant and programming issues.
PUBLIC COMMENT
None.
UNFINISHED BUSINESS
DISCUSSION OF PARK COMMITTEE UPDATE AND RECOMMENDATIONS ON ONGOING PARK MAINTENANCE OPTIONS, VOLUNTEER INDEMNITY AGREEMENT, AND FINANCING
Mr. Whitlock stated the committee has had three meetings so far. He stated Ron Doolittle is no longer working at the park. The stage at the park has been completed and looks very nice. Mr. Whitlock stated the indemnification agreement is being reviewed by Sugar Barge representatives; in the meantime, Sugar Barge donated $1,500 to the park account. Mr. Whitlock further stated a new donation letter is being prepared and will be sent out soon. The much needed electrical repairs have been completed. The BIMAC board voted at their last meeting to donate $200 per month to the park account in exchange for their using the District hall for their board meetings.
NEW BUSINESS
DISCUSSION OF LEVEE DISCLOSURES FOR ISLAND REAL ESTATE OFFICES
This item was postponed until the May board meeting.
DISCUSSION AND CONSIDERATION OF ECCFPD ASSESSMENT BALLOT
Interim District Manager Butzlaff stated the Board has five ballots to complete.
A motion was made by Director Amrine and seconded by Director Eisenbeis to vote yes on all five ballots for the ECCFPD Assessment ballot. The vote showed five directors in favor. Motion carried.
UPDATED SCHEDULE ON BIMID ASSESSMENT DISTRICT PROCESS
Interim District Manager Butzlaff explained that the outreach process will begin soon and continue until June. A mailer will be mailed to residents soon which will contain invitations to Community Workshops.
FINAL 5-DISTRICT COLLABORATIVE LETTER/COMMENTS ON PROPOSED DWR EMERGENCY DROUGHT BARRIERS
President Berzinas stated that Interim District Manager Butzlaff was successful in getting a 5-District Collaborative letter signed and delivered regarding the DWR Emergency Drought Barriers. DWR has recently stated that they intend to start construction on the False River barrier on May 8th. Staff has been directed to continue to work with the neighboring Districts to develop ways to get some pre-barrier data.
Interim District Butzlaff briefly explained the work the District will be doing in the upcoming months regarding the drought barriers.
Attorney Maynard stated that all of the District’s recent and future actions are establishing an administrative record that will allow the District to pursue damages in the future, if needed. He further stated he has requested a copy of all of the comment letters that were submitted to DWR and he should have them on Monday, April 20th.
DISTRICT ENGINEER ORAL UPDATES ON DWR HMP AND HORSESHOE BEND PROJECTS
Engineer Fortner stated the HMP Project is about half way completed. All of the major work on Taylor has been completed. The contractors are about half way done with the work on Willow Road. Overall, property owner resistance has been minimal.
DWR is working on the Project Funding Agreement for the Horseshoe Bend Project and the District should have the agreement for the May board meeting.
PROGRESS REPORT OF FY 2015-17 CDBG EMERGENCY TRAILER APPLICATION AND AUTHORIZE BIDDING PROCESS FOR FY 2014-15 CDBG PUMP UPGRADE PROJECT
Interim District Manager Butzlaff stated the District’s CDBG application for an Emergency Trailer has been approved for the 2016-2017 fiscal year.
Interim District Manager Butzlaff further stated that the District must now focus on completing the CDBG Pump Upgrade Project prior to the end of the current fiscal year. GEI has been asked to prepare formal specs for the project, along with starting the bidding process. If the board authorizes staff to start the bidding process, the bids will be received prior to the May board meeting for the board to review and make a decision. That timeline will leave approximately six weeks for the completion of the project.
A motion was made by Director Eisenbeis and seconded by Director Smith to move forward with the bidding process for the CDBG Pump Upgrade Project. The vote showed five directors in favor. Motion carried.
STAFF REPORTS
UPDATE ON GOALS, STRATEGIES, PROBLEM AREAS, WORK COMPLETED
Interim District Manager stated the District is still negotiating with the Delta Coves representatives. The District just received another $110,000 advance for the Delta Coves Reimbursement Agreement.
Levee Superintendent Martins has been busy completing repairs and rehabilitation of the levee at 4488 Willow Road.
President Berzinas asked Interim District Manager Butzlaff to get feedback from the property owners who had work done on their section of the levee during the HMP Project.
The display cases at the Post Office are in place and being used.
Director Amrine asked to address a comment that was made at last month’s meeting. He stated that what was presented to the board regarding low use vehicles and equipment had little to do with the issue at hand; had nothing to do with the grant application being withdrawn and did not save BIMID $28,705, the estimated project cost. It consisted only of frequently asked questions off the internet with no accompanying independent analysis or recommendation relating to low use vehicle provisions and distinctions between year by year and permit low use designations. It was brought to the attention of the Board, by Kevin Fairweather and Levee Superintendent Martins that BIMID’s two loaders could not document sufficiently high enough use to qualify for funding. In other words, the ongoing low use pattern of this equipment curtailed the District from taking advantage of what would have been an outstanding grant and financing opportunity which over the next several years would have given us many times more value than the savings. Director Amrine stated that he felt the submittal to the board of these frequently asked questions appears to be little more than an attempt to call into question, or discredit, legitimate efforts on the part of BIMID and staff to explore options for the benefit of the District and for the enhancement of BIMID resources and operations. Furthermore, he feels credit should go to Levee Superintendent Martins and Mr. Fairweather for their good faith effort to look into this matter which might have worked out for the District.
LEVEE SUPERINTENDENT MONTHLY REPORT OF WORK PERFORMED
A written report is available for the public.
DISTRICT CLERK MONTHLY REPORT OF WORK PERFORMED
Date / Address / Concern / Response/Action3/11/15 / 4871/4891 N. Stone Rd / Would like ditch to be cleaned ASAP-trying to sell property / PO was advised that it was not a BIMID ditch
3/18/15 / Willow Rd / Someone removed new sign on the south side of Russo’s / Staff found sign not missing
3/24/15 / Between 3330 and 3358 Stone Rd / Vacant lot with a lot of moisture / Staff found that parcel is extremely wet due to no outlet for drainage.
3/31/15 / 2146 Taylor Rd / Electrical extension cord across levee / Staff found there was an electrical cord running across crown of levee
4/3/15 / SJYC / Levee gate post is broken on right side / Staff is aware and is looking for other options besides railroad ties
4/6/15 / 2285 Taylor Rd / Sloughing / Staff found that dock ramp bulkhead failed and sloughing occurred. PO will be contacted by BIMID to remove dilapidated ramp so that levee can be restored.
Since the last meeting, the District has received and approved 4 project applications.
The next agenda cutoff will be Tuesday, May 12, 2015. Please have agenda items submitted to staff by that time.
The next Regular Board Meeting will be on May 21, 2015 at 7:00pm.
Safety Days: 700 days with no accidents.
Please note:
AB1234 – Ethics Compliance Training
Directors, key staff and standing committee members must complete the Ethics Compliance Training every two years in accordance with Government Code sections 25008, 365124.5 and added sections beginning with 53232. If your name is in BOLD, your certification is due. The training can be taken on the FPPC website and at the District’s SDRMA online training site. These two training opportunities can be completed on your own schedule. Please contact the office for your username and password for the SDRMA website login. A completion certificate MUST be filed with the District office.
Directors and Staff
Tony Berzinas5/6/13, due 5/5/15
Denece Bixby3/6/13, due 3/5/15
Julie Hugel11/10/14, due 11/9/17
Dennis Eisenbeis3/21/15
Bob Amrine3/6/13, due 3/5/15
James Maynard3/8/15, due 3/7/17
Lee Simpsondue 12/10/15
Bruce Smith1/24/15
L. Jeff Butzlaff2/25/15
REPORT OF MONTHLY WORK TO BE PERFORMED
The Board reviewed the Work to be Performed.
TREASURER’S REPORT
Balances as of 3/31/15:
Checking Account is $(14,659.39)
Money Market Account is $60,406.06
Includes:Settlement Agreement-Delta Coves$ 60,374.02
Operating Reserve$ 0.00
Unrestricted Funds$ 32.04
Park Account is $4,985.54
House Number Account: $523.22
Special Project #1 Money Market is $2,524.80(Delta Coves)
Advance Funding from DWR
Special Project #2 Money Market is $207,136.84(HMP Project)
Special Project #3 Money Market is $453,778.70(Horseshoe Bend Project)
2014-2015Accounts Receivable after 3/31/15:
Property Tax Installment (April 2015)$139,234.00
14-15 CoCoCo Stormwater Reimbursement (May 2015)$ 16,500.00
13-14 Subventions Reimbursement (June 2015)$ 85,699.00
Property Tax Installment (June 2015)$ 17,400.00
Total$258,833.00
April2015 Accounts Payable after 3/31/15:
$36,130.19General Account
A motion was made by Director Smithand seconded by Director Simpson to pay the bills. The vote showed five directors in favor. Motion carried.
BETHEL ISLAND PARK
Nothing further to report.
WEBSITE
Nothing to report.
DRAINAGE
Nothing to report.
BIMAC
A Delta Coves representative was at the meeting to review recent and upcoming activities related to the Coves project.
A certificate was presented to Tony Parsons for his work in building the stage in the Park.
BOARD POLICY HANDBOOK COMMITTEE (AD-HOC)
Nothing to report.
ASSESSMENT DISTRICT COMMITTEE (AD-HOC)
Nothing to report.
BETHEL ISLAND PARK COMMITTEE
Nothing further to report.
CORRESPONDENCE
None was discussed.
SUGGESTION FOR FUTURE AGENDA ITEMS
None.
A motion was made by Director Amrine and seconded by Director Simpson to adjourn the meeting. The vote showed five directors in favor. Motion carried.
The meeting adjourned at 8:20pm.
Submitted by Julie Hugel, District Clerk
Board approved 5/21/15Page 1 of 7