Board of Directors Regular Meeting - AGENDA
ROLLING HILLS COMMUNITY SERVICES DISTRICT
Tuesday, February 15, 2011 - 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

4. Consent Items
a.  Approval of draft Minutes of  January 18, 2011 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 December 2010
c.  Correspondence:
- 1/19/11 Memo from Auditor-Controller’s office regarding Government Codes and Community Services Districts
- 1/14/11 Letter from SDRMA with longevity distribution of $63.00 for participation in Property/Liability program for 7 years
- 1/19/11 Memo from Auditor’s Controller’s office regarding signature authorization forms
- 1/19/11 SDRMA letter regarding notification of nominations for 2011 election
- 1/24/11 Memo from El Dorado LAFCo regarding election and nominations
- Charles Z. Fedak & Company request to be placed on audit RFP list

5.  Old Business
a.  Consideration of replacement of pole at Springfield Meadows pedestrian access gate (Action item);  Email from Rusty Everett 2-9-11 regarding traffic issues on Manchester; proposed solution  (Action item)

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b.  Replacement of Stolen Signs to Entrances/ Painting of Fences Prior to Reinstallation – Update and consideration of renderings, type and style of lettering. (Action item)

c.  Filling of Vacancy(s) on Board of Directors – Consideration of Resolution 11-__  authorizing adoption of Policy no. 4051 (Action item)

d.  Ordinance regarding Park Rules – Consideration of possible amendments (Discussion item)

e.  Speed Cushions on Stonebriar Drive – Consideration of purchase and installation of speed cushions (Action item)

f.  Stop Sign at Belhaven and Montrose – Consideration of purchase and installation of stop sign (Action item)

g.  Shadow Hills road resurfacing – Update regarding water seepage causes and repair issues occurring since resurfacing (Action item)

h.  Replacement Lights at Stonebriar entrance – consideration of purchase of new lights for safety and security (Action item)

6.  New Business
a.  Petty Cash Checking Account – Consideration of Resolution 11-__ authorizing adoption of Policy no. 3041 (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.



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Minutes:

ROLLING HILLS COMMUNITY SERVICES DISTRICT
MINUTES of FEBRUARY 15, 2011 MEETING OF THE BOARD OF DIRECTORS

Call to Order/Roll Call.
The meeting of the Rolling Hills CSD held on February 15, 2011 was called to order at 7:08 p.m. by President Tim Halverson in the meeting room at Rolling Hills Community Church, White Rock Road, El Dorado Hills, California. Also present were Directors John Kennedy and Bill Grava,  General Manager Chaney Hicks and Board Secretary Linda Stone.  Members of the community were also present.  Director Mark Magee subsequently  joined the meeting.

2.  Public Comment.  A resident in Stonebriar requested that evergreen trees be planted along Dunnwood Drive to serve as a sight and sound barrier for Highway 50.  President Halverson advised that redwood trees were planted along Dunnwood about 3 years ago.  Although some have not survived due to irrigation problems, the majority of the trees planted are in place.  The board is looking at the status of number of trees remaining and intends to discuss irrigation and tree options with the landscapers.

3.  Monthly Reports.
General Manager Chaney Hicks reported on items not listed on the agenda, including:

• Ongoing communications with William Lyon Homes regarding repairs to the Stonebriar front entrance electrical.  WLH has indicated in the letter they submitted to the County in response to the citation, that they will be submitting a plan for repairs.
• Communications with SunWorld regarding administration of our landscaping contract.  It was noted that President Halverson would contact SunWorld to discuss apparent inconsistencies in the contract document.
• Continued efforts to complete installation of the radar speed signs and get them both working.  The replacement battery will be installed in the second sign; plug caps are needed at the top of the poles.
• Cause of flood issue on Summerfield Drive was due to a beaver damming up the culvert at that location.  A depravation permit was obtained and the appropriate agency will come to trap,  remove and relocate the beaver from the wetland area.
• Reported a request from girls’ lacrosse team for field use.
• Repair needed of the fence by the playground as a board is missing.
• Lids missing on the sprinkler box covers on Haddington behind the backstop; replacements will be purchased.
• Fertilizing will take place when the rains are finished; White Rock road area will be sprayed when the area dries out.
• Checking into mosquito spraying.

4.  Consent Items.
The consent items were reviewed by the board, including draft Minutes of the January 18, 2011 regular meeting, financial report prepared by the Auditor’s office for period ending December 31, 2010, and all correspondence. Vice President John Kennedy moved to approve the consent items, second by Director Bill Grava; motion carried.
AYES:  Halverson, Kennedy,  Grava.
NOES:  None
ABSENT:  Magee
ABSTAIN:  None

5. Old Business.
a.  Consideration of replacement of pole at Springfield Meadows pedestrian access gate.  The Board considered the issue of the pole which was previously removed from the access gate location due to possible ADA access requirements.  In addition, it noted the second access gate location where a pole still stands creating a 32” opening.  After discussion, Director Bill Grava made a motion to approve removal of the pole from the second access gate location; reinstallation of a pole to each of the two access gate locations to create openings of 36” in width, thus addressing recommended handicapped access concerns; at a cost for all labor and materials of not to exceed $1,500.00.  The motion was seconded by Vice President John Kennedy; motion carried.
AYES:  Halverson, Kennedy,  Grava.
NOES:  None
ABSENT:  Magee
ABSTAIN:  None

b.  Replacement of stolen signs to entrances; painting of fences prior to reinstallation.  With cost information provided by the General Manager, the Board discussed replacement of the Shadow Hills entrance plaque sign, the lettering for the two Stonebriar entrance signs and the oval Stonebriar signs.  The 3/8’ lettering to be used for the Stonebriar signs comes with a 10 year life expectancy.  The cost to paint the fencing on which the signs are to be reinstalled at the Stonebriar entrance was also considered.  After discussion. President Tim Halverson made a motion to approve purchase of the Shadow Hills entrance plaque sign, the Stonebriar lettering, and painting of the Stonebriar fencing; at a cost of not to exceed $3,500.00.  The motion was seconded by Vice President John Kennedy; motion carried.
AYES:  Halverson, Kennedy,  Grava.
NOES:  None
ABSENT:  Magee
ABSTAIN:  None 
The Clerk was directed to bring back the issue of replacement of the Stonebriar oval signs for the April agenda.

Director Mark Magee joined the meeting at 8:20 p.m.

c.  Filling of Vacancy(s) on Board of Directors.  The Board considered  draft Resolution 11-01 authorizing adoption of Policy no. 4051 which outlines the procedure to be followed when the board has a vacancy on its board of directors.  Vice President John Kennedy moved to adopt Resolution 11-01 and the attached Policy no. 4051; Director Bill Grava second.  Motion carried.
AYES:  Halverson, Kennedy,  Grava and Magee.
NOES:  None
ABSENT:  None
ABSTAIN:  None

d.  Consideration of possible amendment to Ordinance regarding Park Rules.  President Halverson raised for consideration whether the board might wish to revisit its policy to prohibit cleats from being used in the park.  Vice President Kennedy commented that to allow teams into the park with cleats would, in his opinion, necessarily mean increased traffic issues, safety issues, deterioration of the park lawn,  and restroom facility issues.  General Manager Hicks advised that legal counsel suggested we consider adoption of the County of El Dorado ordinances as our own to aid in the enforcement of our park rules.  No formal action was taken at this time.

e., f., g., h.  Due to time constraints, these agenda items were continued to the March regular meeting

6.  New Business
a.  Petty Cash Checking Account.  The Board considered  draft Resolution 11-02 authorizing adoption of Policy no. 3041 which outlines the procedures for use of the petty cash checking account.  Director Mark Magee moved to adopt Resolution 11-02 and the attached Policy no. 3041; Vice President John Kennedy second.  Motion carried.
AYES:  Halverson, Kennedy,  Grava and Magee.
NOES:  None
ABSENT:  None
ABSTAIN:  None

7.  Adjournment. The meeting was adjourned at 9:00 p.m.

Submitted by:
/s/
Linda Stone
Board Secretary                                        Approved by Board:  3/15/11