November 2010:

Board of Directors Regular Meeting - AGENDA


ROLLING HILLS COMMUNITY SERVICES DISTRICT
Tuesday, November 16, 2010 - 7:00 p.m.
Rolling Hills Church Meeting Room

1.  Call to Order/Announcements
Pledge of Allegiance
Roll Call: Board members Halverson, Hicks, Kennedy, Magee and Grava

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.  Report re: General Manager Activities and Pending Status Items
b.  Communication Committee Report
c.  Report from Clerk re: Seminars attended

4. Consent Items
a.  Approval of draft Minutes of  September 21, 2010 regular meeting of the Board of Directors

b.  Approval of monthly financial reports prepared by Auditor’s office including Revenue and Expenditures and General Ledger for Months of August, 2010 and September, 2010, respectively

c.  Correspondence:
-  Wells Fargo monthly bank statements for periods ended 8/13/10, 9/15/10 and 10/15/10 respectively
-  Letter from Ginger Root
-  Letter from Larry Bain, CPA


5.  Old Business
a.  Speed control measures including speed cushions and solar radar signs – Update/Possible Action item

b.  Shadow Hills road resurfacing – Update/Possible Action item

c.  Replacement of stolen entrance signs to communities – Update/Possible Action item

d.  Electrical issues including status of discussions with William Lyon Homes; current status of repairs and alternatives; consideration of replacements lights at Stonebriar entrance; consideration of purchase of new lights for safety and security – Possible Action item

e.  ADA self-evaluation and transition plan status and discussion – Consideration/Possible Action item

6.  New Business
a. General Manager position – Consideration/Action item

b.  Storage alternatives for District – Consideration/Action item

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.

Minutes:


ROLLING HILLS COMMUNITY SERVICES DISTRICT
MINUTES of NOVEMBER 16, 2010 MEETING OF THE BOARD OF DIRECTORS

Call to Order/Roll Call.
The meeting of the Rolling Hills CSD held on  November 16, 2010 was called to order at 7:04 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 Chaney Hicks, Bill Grava, and Mark Magee were present, constituting a quorum, and Board Secretary Linda Stone.   Director John Kennedy and General Manager Bob Hollis were absent.

2.  Public Comment.  A new resident to the community of Stonebriar attended the meeting and reported that their boat would be moved from the street in front of their home to boat storage in the new few days, and commented about their desire to adhere to the District’s ordinance regarding same.

3.  Monthly Reports.
a.  Report regarding General Manager activities and pending status items.  President Halverson reported that Bob Hollis has tendered his resignation as General Manager due to the ever increasing demands on his time with his business.  Bob Hollis has offered his continued assistance to the District, however, regarding webpage issues.  Status items discussed:

• Shadow Hills asphalt – The breach in the asphalt experienced since the resurfacing of the roads in Shadow Hills has been discussed with the contractor, CPM, who suggested that an expert opinion be obtained regarding the water seepage.  CPM further indicated their willingness to correct the issue as determined by the expert, however, beyond that repair, indicated it would not be further responsible for underground water issues.  Director Bill Grava requested that he be present for the meetings and  inspections regarding this road issue.  It is expected that the expert inspection will occur prior to the next meeting of the board in December.
• Replacement of stolen signs – General information was presented regarding the cost of etching into granite boulders as a permanent solution to signage at the entrance to the neighborhoods in the District.  A ball park cost of $1,000 was estimated for rock prep and etching on the rock entering Shadow Hills.  Directors Bill Grava and Chaney Hicks will be checking into the cost of replacement signs for presentation at the meeting in December.
• Signs for Stonebriar Park indicating park hours – The sum of $300 was authorized in May, 2008 for purchase of these signs.  To date the signs have not been received and will be ordered post haste.
• No Parking Signs – have been ordered and are expected by the end of November.
• Replacement Radar Speed Control sign – The replacement sign has been ordered; the insurance claim for the theft of the sign has been submitted, approved, and the check is expected to be received by the end of November to help defray the cost of the replacement sign. Director Chaney Hicks will take the lead to obtain information to formulate a method of installation which protects the signs from theft.
• Orange cones – have not yet been ordered but will be purchased locally.
• Stop Sign at Manchester – The stop sign at Manchester has not yet been installed, however, a bid for its installation has been received, the authorization letter to be signed by the property owner is being prepared, and it is expected the stop sign will be installed by the end of November.
• Basketball hoops on district property – It was reported that at present only one basketball hoop remains in violation of the encroachment ordinance.  That matter will be reviewed.

In addition, President Halverson reported on an inquiry received by the District from the El Dorado County Grand Jury regarding compensation amounts paid to the General Manager.  President Halverson met with representatives of the Grand Jury to provide information and documents regarding the inquiry and indicated they appeared satisfied with the detailed information submitted.

President Halverson also reported on two additional meetings in which he participated, including a meeting with Bob Hollis to obtain both status and materials for return to the District to conclude Hollis’ service as General Manager, and his meeting with representatives of the new landscape maintenance provider, Sunworld, to finalize contract documents and go over in detail the scope of work to be performed.

Director Chaney Hicks made a motion to confirm that Tim Halverson’s participation in the above three meetings shall each constitute a day of service on behalf of the District; second by Director Mark Magee; motion carried.
AYES:   Hicks,  Magee and Grava
NOES:  None
ABSENT:  Kennedy
ABSTAIN:  Halverson

b.  No report was given regarding the Communications Committee.

c.  The District Clerk presented written materials and comment regarding the Grant Seeking and Grant Writing seminars she attended through CSDA.  She reported the two biggest factors in obtaining grants during these economic times are that applications must demonstrate multiple collaborative partners and that they be “project ready.”

4.  Consent Items. The Consent items were reviewed by the Board, including the draft Minutes of the September 21, 2010 regular meeting of the board of directors; monthly reports for August 2010 and monthly report for September, 2010, respectively, prepared by the Auditor-Controller’s office, and correspondence including monthly Wells Fargo Bank statements for periods ended 8/13/10, 9/15/10 and 10/15/10, letter from Ginger Root, and solicitation letter from Larry Bain, CPA.

Director Chaney Hicks moved to approve the consent items, second by Director Bill Grava; motion carried.

5.  Old Business
a.  Speed Control measures including speed cushions and solar radar signs
The matter of ordering the replacement solar radar sign was covered under the General Manager activities report.  President Halverson indicated that a bid has been received from Lake Traffic Solutions for the purchase of two sets of 4 speed cushions for traffic calming on Stonebriar Drive.  Further installation cost information will be obtained as well as the follow-up contact with the Fire Department to advise and discuss the District’s desire to proceed in this manner.  This matter was continued to the January 2011 regular meeting of the board for action at that time.

b.  Shadow Hills road resurfacing
This matter was discussed in detail under the General Manager activities report.  It was continued to the December 2010 regular meeting of the board for update and action as may be necessary at that time.

c.  Replacement of stolen entrance signs to communities
This matter was discussed in detail under the General Manager activities report.  It was continued to the December 2010 regular meeting of the board for update and action as may be necessary at that time.

d.  Electrical issues including status of discussions with William Lyon Homes, etc.
President Halverson summarized the issues regarding electrical cable at the entrance to Stonebriar and communications with William Lyon Homes to correct the issues of their contractors.  Coordination will be had with the El Dorado County Planning Department and William Lyon Homes to address this issue.  The matter was continued to the regular meeting of the December 2010 regular meeting of the board for update and action as may be necessary at that time.

e.  ADA self evaluation and transition plan status and discussion
Bob Hollis submitted his initial draft of items to be addressed within the District which was prepared as a result of his meetings with ADA consultants over the recent months.   The matter was directed to be placed in the January 2011 regular meeting for the first Public Hearing to seek input from residents.  At that time discussions will begin to gather the needed input and develop a timeline for the self-evaluation and transition plan work needed.

6.  New Business
a.  General Manager Position
It was suggested that Chaney Hicks be hired to fill the vacant position of General Manager of the District when her term of office as a Director expires on December 4, 2010, in light of the historical background, experience, attention to detail, and pro-active approach to business she possesses.  Chaney indicated her willingness to so serve if approved by the Board.

Director Bill Grava made a motion to approve the hiring of Chaney Hicks as the next General Manager of the District and authorize the Board President to execute a contract with Chaney Hicks, to be effective on December 6, 2010, on the same general terms, conditions, and rate of compensation paid to former General Manager Bob Hollis; second by Tim Halverson; motion carried.
AYES:   Halverson,  Magee and Grava
NOES:  None
ABSENT:  Kennedy
ABSTAIN:  Hicks

b.  Storage alternatives for District
The board discussed the need for additional storage space beyond the 5’x5’ unit now occupied.  It considered the alternatives presented by the Board clerk.  Director Mark Magee made a motion that the Board approve the rental of a 5’x10’ unit, at a cost of not to exceed $55.00 per month, for an annual cost of not to exceed $660.00 for calendar year 2011, and continuing thereafter until such further action by the Board, and further authorized the Board Clerk to execute a lease upon those terms and conditions; second by Director Chaney Hicks; motion carried.
AYES:   Halverson, Hicks,  Magee and Grava
NOES:  None
ABSENT:  Kennedy
ABSTAIN:  None

Director Bill Grava indicated his willingness to speak with California Storage Center while the Board Clerk will speak with the current provider to discuss the most cost effective location for the approved unit.

8.  Adjournment.
Director Mark Magee  moved to adjourn the meeting at 9:05 p.m.; Director Hicks second.  Motion carried.

Submitted by:
Linda Stone
Board Secretary                                                                                                Approved by Board:   December 2, 2010