Special Meeting - March 13, 2012

Regular Meeting - March 20, 2012

Special Meeting - March 27, 2012

 

Board of Directors Special Meeting - AGENDA

WORKSHOP REGARDING MASTER PLAN DEVELOPMENT

ROLLING HILLS COMMUNITY SERVICES DISTRICT

Tuesday, March 13, 2012 - 7:00 p.m.

Rolling Hills Church Meeting Room

1.  Call to Order/Announcements

Pledge of Allegiance; Roll Call

2.  Public Comment - Items Not on Agenda

At this time, members of the public may address the Board of Directors regarding any item within the subject matter jurisdiction of the Board, not set forth as an agenda item.  No action may be taken on items raised during Public Comment as they are not on the agenda.  Issues presented in Public comments may be referred to staff or scheduled on a future board agenda.  If you wish to address the board, it asks that you complete a blue speaker request and deliver it to the President before the Public Comment portion of the meeting.  Please limit your comments to three minutes or less.  The public comment portion of the meeting will not exceed 15 minutes.

In addition, members of the public may address the Board of Directors regarding an agenda item after that item has been called but before the Board entertains its discussion of the item.  If you wish to address the board, please complete a speaker request and deliver it to the President before the agenda item on which you wish to be heard is called.  Please limit your comments to three minutes or less.

3.  Monthly Reports

a.  General Manager Report

b.  Parks Committee Report

c.  Communication Committee Report

4. Initial Workshop to discuss draft Master Plan

• Define RHCSD Planning Process for Master Plan development
• Vision – Discuss Mission, Goals and other factors to serve as basis for plan development
• Public Involvement
• Components of the Plan

5.  Adjournment

NOTICE TO THE DISABLED AND VISUALLY OR HEARING IMPAIRED:  In compliance with the Americans with Disabilities Act, Rolling Hills CSD will provide special assistance for disabled citizens. A request for disability related modification or accommodation, including auxiliary aids or services, made be made by a person with a disability who requires a modification or accommodation in order to participate in the public meeting by contacting the General Manager at  (916) 235-8671 or This e-mail address is being protected from spambots. You need JavaScript enabled to view it .  Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting.

Board of Directors Special Meeting – Meeting Minutes

WORKSHOP REGARDING MASTER PLAN DEVELOPMENT

1.  Call to Order/Announcements. Begin Meeting 7:06 pm.  Attendees: Chaney Hicks, Tim Halverson, John Kennedy, Mike Nevlida

2.  Public Comment –  None      

3.  Monthly Reports

a.  General Manager Report - deferred

b.  Parks Committee Report - deferred

c.  Communication Committee Report – Mike discussed newsletter developments (See attached).   Ordered 500 for $182, we need to stamp and tab and mail (within one week).  No sponsorship included at this time.  Mike researched tax exempt through IRS, accountant and legal counsel may need to be contacted in regards to acceptability of us having tax exempt status.  CSDA requested update and Mike will forward to them.  Mike will also post to website, Yahoo groups and take Presidents message and post directly to the website.  Maintenance has been done (see attachment). 

4.  Initial Workshop to discuss draft Master Plan

• RHCSD Planning Process for Master Plan development: 

1. Time line
2. Data Poll from CSDA of Other CSD’s master plan (Mike)
   1. Subcommittee Creation, each Board Member to take lead of one and the Park Committee should get new members since the only two remaining are a Board Member and the GM.  Finance/Grants:  look at existing finances and determine new financial needs based on community requests.  Design Committee:  Overseeing other committees and working with Architect to see work done.  Parks/Open Spaces Committee.  Survey Committee:  Create, Distribute and Disseminate.  Partnerships/Outreach Committee:  Work with other agencies.  Advisory Committee:  Made up of one person (lead) from each subcommittee and will be responsible for deliverables to the Board. 
3. Develop subcommittee tasks
4. Development of flow chart establishing chain of command (Tim)
   1. Survey Committee:  Milestone, get survey that Board approves/ratifies, get as much data as possible, give results to Board
   2. Coordinate with school calendars to determine conflicts for CSD events to gather/share Master Planning Process (John)
5. Finalize budget for Master Plan Process
   1. Put together plan for CSD events (family movie night and adult wine tasting/food pairing) to garner attention and get community involved.  (Chaney)       

• Vision – Discuss Mission:  Build and maintain community facilities and infrastructure and provide services that support the evolving needs and desired services of community members.  Be fiscally prepared and conduct business professionally in support of longevity.
• Public Involvement:  A key point is to get community involved in Workshops to develop a long term development plan.

5.  Adjournment - 9:05 pm.                                             Special Minutes prepared by Chaney Hicks, for Linda Stone absent.

Approved by the Board 3/20/12

 

Board of Directors Regular Meeting - AGENDA

ROLLING HILLS COMMUNITY SERVICES DISTRICT

Tuesday, March 20, 2012 - 7:00 p.m.

Rolling Hills Church Meeting Room

1.  Call to Order/Announcements

Pledge of Allegiance; Roll Call

2.  Public Comment - Items Not on Agenda

At this time, members of the public may address the Board of Directors regarding any item within the subject matter jurisdiction of the Board, not set forth as an agenda item.  No action may be taken on items raised during Public Comment as they are not on the agenda.  Issues presented in Public comments may be referred to staff or scheduled on a future board agenda.  If you wish to address the board, it asks that you complete a blue speaker request and deliver it to the President before the Public Comment portion of the meeting.  Please limit your comments to three minutes or less.  The public comment portion of the meeting will not exceed 15 minutes.

In addition, members of the public may address the Board of Directors regarding an agenda item after that item has been called but before the Board entertains its discussion of the item.  If you wish to address the board, please complete a speaker request and deliver it to the President before the agenda item on which you wish to be heard is called.  Please limit your comments to three minutes or less.

3.  Monthly Reports

a.  General Manager Report

b.  Parks Committee Report

c.  Communication Committee Report

4. Consent Items

a.  Approval of draft Minutes of February 21, 2012 Regular meeting of the Board of Directors;

approval of draft Minutes of March 13, 2012 Special meeting of the Board of Directors

b.  Approval of monthly financial report for February, 2012 prepared by Auditor’s office

c.  Correspondence:

-  2/22/12 Memo from El Dorado LAFCo regarding 2012 Ethics Training Workshop

-  El Dorado LAFCo Public Announcement re appointment of Alternate Public Member

-  2/28/12 Memo from El Dorado LAFCo regarding Budget for Fiscal Year 2012-13

-  2/24/12 Letter from SCRMA regarding no rate increases for coming year

-  3/1/12 Letter from County of El Dorado re FPPC Annual Statements due 4/2/12

-  EID Prop 218 Rate Notice of Public Hearing set for 3/26/12

5.  Old Business

a.   Appointment to Board of Directors to fill Vacant Position (Action item)

b.   Discussion of Options Regarding Parking Restrictions in Springfield Meadows (Discussion/Action item)

c.  Master Plan – Special Meeting Workshop Progress, Proposed Budget for Plan and further discussion  (Discussion/Action item)

6.  New Business - None

7.  Adjournment

NOTICE TO THE DISABLED AND VISUALLY OR HEARING IMPAIRED:  In compliance with the Americans with Disabilities Act, Rolling Hills CSD will provide special assistance for disabled citizens. A request for disability related modification or accommodation, including auxiliary aids or services, made be made by a person with a disability who requires a modification or accommodation in order to participate in the public meeting by contacting the General Manager at  (916) 235-8671 or This e-mail address is being protected from spambots. You need JavaScript enabled to view it .  Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting.

                                                                     ROLLING HILLS COMMUNITY SERVICES DISTRICT

MINUTES of MARCH 20, 2012 MEETING OF THE BOARD OF DIRECTORS

Call to Order/Roll Call.

The meeting of the Rolling Hills CSD held on March 20, 2012 was called to order at 7:06 p.m. by President Tim Halverson in the meeting room at Rolling Hills Community Church, White Rock Road, El Dorado Hills, California.  In addition to President Halverson, Directors John Kennedy, Mike Nevlida and Mark Magee, General Manager Chaney Hicks, and Board Secretary Linda Stone were present, together with residents of the District.  

2.  Public Comment.  None

3.  Monthly Reports.

a.  General Manager Report.

• Chaney reported receiving a call from a resident on Stonebriar Drive regarding a tree located on CSD property whose roots are causing damage to the property owner’s fence.  It appears the root has grown back.  An arborist looked at the tree and is of the opinion that the tree should be removed because cutting back the root to the extent required would damage the tree.  The options appear to be removing the tree, notching the fence to allow for the root, or cutting the root and leaving the tree.  However, it was discussed if this last option is desired by the homeowners, they would have to assume responsibility for the tree in light of the arborist’s recommendation. Chaney will discuss these options with the homeowners. 
• In addition to its regular maintenance, SunWorld will be fertilizing the plants along the sound wall in Springfield Meadows.  The broken value discovered under water has been repaired.  The drainage work to install new drains in Stonebriar Park will commence once the rain stops.
• Chaney continues to monitor the improper use of the park fields without a permit.  She will follow up with the La Crosse team who most recently was practicing without requesting a permit to do so.
• Chaney continues to bring residents into compliance with the culvert ordinance.  She sent two letters to residents, the first having immediately fixed the problems, the second electing to fix it himself.  She will monitor.
• The stop sign at Dunnwood and Barranca has been replaced.  The split rail fence was repaired and the lights in Springfield Meadows were repaired as well. 
• The landscapers discovered there are two water meter valves serving the park.  EID inspected and determined the valves are looped before they get to the gate valve.  Landscaper suggested turning off one meter to see if it will service the park effectively and monitor the water bill to see the result.

b.  Parks Committee Report.  None.

c.  Communications Committee Report.  Mike Nevlida reported regarding progress toward dispatch of the newsletter.  The cost for printing was $182 and the postage for mailing is estimated at approximately $170.  He further reported about web site maintenance done and outstanding issues on which he is working, mainly focusing on improving contacts and polling capabilities.

4.  Consent Items

The Consent items, including the draft minutes of the February 21, 2012 regular meeting and March 13, 2012 special meeting of the Board of Directors; monthly financial reports for February 2012 prepared by the Auditor’s office; correspondence including February 22, 2012 Memo from El Dorado LAFCo regarding 2012 Ethics Training Workshop; El Dorado LAFCo Public Announcement re appointment of Alternate Public Member,  February 28, 2012 Memo from El Dorado LAFCo regarding Budget for Fiscal Year 2012-13, February 24, 2012 Letter from SCRMA regarding no rate increases for coming year,  March 1, 2012 Letter from County of El Dorado re FPPC Annual Statements due April 2, and EID Prop 218 Rate Notice of Public Hearing set for March 26, 2012 were reviewed by the Board.  Director Mark Magee moved to approve the consent items; second by President Tim Halverson; motion carried.

AYES:  Halverson, Kennedy, Magee and Nevlida

NOES:   None

ABSENT:  None

ABSTAIN:  None

5.  Old Business

a.   Vacant Board Position.  After discussion, President Tim Halverson moved to appoint Gordon Fawkes to fill the vacancy on the Board and serve for the remainder of the term through the election in November 2012; Vice President John Kennedy second; motion carried.

AYES:  Halverson, Kennedy, Magee and Nevlida

NOES:   None

ABSENT:  None

ABSTAIN:  None

Mr. Fawkes took the Oath of Office and was sworn in by the Clerk as the newest member of the Board.

b.   Discussion of Options as to Parking Restrictions in Springfield Meadows. Following up the discussion and input received from the community, the Board further discussed the issue. Each member personally inspected the roads to assess the feasibility of parking on one side of the street and necessary signage requirements.  All of the members agreed that given the narrow width of the roads and the drop offs on the sides of the pavement, allowing parking on one side of the street only was not feasible on a regular basis.  They agreed that the cul-de-sac areas had space for parking, however in light of the comments received from the community, parking relegated to cul-de-sac areas only would not provide a satisfactory solution for the parking issue.  The Board is leaning toward prohibiting parking completely on the streets of Springfield Meadows, which would be consistent with the CC&Rs for that neighborhood.  The matter will be brought back at the next regular meeting of the Board with introduction and a first reading of a proposed ordinance.

c.   Discussion of Master Plan for Parks, special meeting workshop progress, proposed budget and further discussion.

The Board is working toward development of a Master Plan for the District for the development and operation of its parks and open spaces and continued maintenance of its infrastructure, including streets and roadways, street lights, culverts, and recreational facilities.   This Master Plan is necessary to formalize the plan and goals of the District, seek financing for desired projects, apply for grants, and adopt a park development impact fee for yet undeveloped parcels of property.  Once completed, a Nexus Study will be required to show an independent analysis of the development and maintenance costs associated with the Plan’s park and open space improvements.  The Board is presently in Phase II of the Master Plan development – Community Needs Assessment.

In this phase, the Board will be doing considerable public outreach to ascertain information, residents’ desires and opinions.  The Board discussed having a community event to kick-off the public outreach and the need for a budget for this purpose.  After discussion, President Halverson moved to authorize expenditure of funds in an amount not to exceed $1,100.00 for the kick-off budget, to include the purchase of signs (estimated at $500), marketing materials (estimated at $100) and costs for two community events (estimated at $250 each).  The signs would be made such that they could be re-usable for various events with lettering to be done by erasable marker.  One type of community event contemplated was Movie Night in the Park.  Vice President John Kennedy second; motion carried.

AYES:  Halverson, Kennedy, Magee, Nevlida and Fawkes

NOES:   None

ABSENT:  None

ABSTAIN:  None

The tentative date for the first community event is Saturday, April 28^th.  The Board directed the Clerk to endeavor to schedule a Special Meeting on March 27^th for the purpose of a workshop for continued master plan development and detailed discussion of public outreach activities.

6.  New Business.   None

7.  Adjournment.   The meeting was adjourned at 9:13 p.m. upon motion by John Kennedy, second by Tim Halverson; motion carried.

Submitted by:  Linda Stone, Board Secretary                                         Approved by Board:   April 17, 2012

                                                                    Board of Directors Special Meeting - AGENDA

WORKSHOP REGARDING MASTER PLAN DEVELOPMENT 

ROLLING HILLS COMMUNITY SERVICES DISTRICT

Tuesday, March 27, 2012 - 7:00 p.m.

Rolling Hills Church Meeting Room

1.  Call to Order/Announcements

Pledge of Allegiance; Roll Call

2.  Public Comment - Items Not on Agenda

At this time, members of the public may address the Board of Directors regarding any item within the subject matter jurisdiction of the Board, not set forth as an agenda item.  No action may be taken on items raised during Public Comment as they are not on the agenda.  Issues presented in Public comments may be referred to staff or scheduled on a future board agenda.  If you wish to address the board, it asks that you complete a blue speaker request and deliver it to the President before the Public Comment portion of the meeting.  Please limit your comments to three minutes or less.  The public comment portion of the meeting will not exceed 15 minutes.

In addition, members of the public may address the Board of Directors regarding an agenda item after that item has been called but before the Board entertains its discussion of the item.  If you wish to address the board, please complete a speaker request and deliver it to the President before the agenda item on which you wish to be heard is called.  Please limit your comments to three minutes or less.

3.  Second Workshop to discuss development of a Master Plan 

• Committees
• Marketing Materials
• Define Events to generate public involvement
• Logistics of Events
• Other development ideas

4.  Adjournment

NOTICE TO THE DISABLED AND VISUALLY OR HEARING IMPAIRED:  In compliance with the Americans with Disabilities Act, Rolling Hills CSD will provide special assistance for disabled citizens. A request for disability related modification or accommodation, including auxiliary aids or services, made be made by a person with a disability who requires a modification or accommodation in order to participate in the public meeting by contacting the General Manager at  (916) 235-8671 or This e-mail address is being protected from spambots. You need JavaScript enabled to view it .  Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting.

ROLLING HILLS COMMUNITY SERVICES DISTRICT

MINUTES of MARCH 27, 2012 SPECIAL MEETING OF THE BOARD OF DIRECTORS

Call to Order/Roll Call.

The special meeting of the Rolling Hills CSD held on March 27, 2012 was called to order at 7:05 p.m. by President Tim Halverson in the meeting room at Rolling Hills Community Church, White Rock Road, El Dorado Hills, California.  In addition to President Halverson, Directors John Kennedy, Mike Nevlida and Mark Magee, General Manager Chaney Hicks, and Board Secretary Linda Stone were present, together with residents of the District.   Director Gordon Fawkes was absent.

2.  Public Comment.  None

3.  Second Workshop to discuss development of a Master Plan.  President Halverson outlined the Board’s purpose of the Workshop for residents present at the meeting.  It is desirous of implementing a park impact fee on the undeveloped property in the District for which a Master Plan is required.  The Master Plan is also needed for the development and operation of its parks and open spaces and continued maintenance of its infrastructure.

-         Committees.  The various committees outlined at the first workshop were discussed.  Since this project is in its planning stage to conduct a community assessment and define the components of the Master Plan, it was decided that a Survey Team, lead by Chaney Hicks, would be the place to start. Once the project moves further along,  a Design Team, Finance/Grants Team and Partnerships/Outreach Team will be organized.

-         Marketing Materials.  President Halverson volunteered to take the lead in gathering marketing materials to be used for the public outreach efforts.  It was agreed that the deadline for board members to submit ideas to be included in the marketing materials was April 4, 2012.  Tim will work to create a poster board for display and a slide show presentation for use at public outreach events.

-         Define Events to Generate Public Involvement.  The first event will be a Movie Night in the Park on April  28, 2012 at 7:30 pm., with the movie to begin at 8:00 pm.  It will be a family movie, with the Board to provide popcorn. 

-         Logistics of the Event.  Details were discussed including lighting, electrical capacity, providing a porta-potty, using a screen vs. a sheet, and contacting a local scout troop to see if they would be interested in selling drinks and candy at the event as a fundraiser for their organization.  It was decided that a dry run using the movie projector equipment would be done the Friday night prior to the event.

4.  Adjournment.

 The meeting was adjourned at 9:00 p.m. upon motion by John Kennedy, second by Tim Halverson; motion carried.

Submitted by:  Linda Stone, Board Secretary                                                          Approved by Board:   April 17, 2012