Bethel Island Municipal
Improvement District
Meeting Minutes
Regular Meeting of 9/15/16
REGULAR MEETING OF THE BOARD OF
THE BETHEL ISLAND MUNICIPAL IMPROVEMENT DISTRICT
BETHEL ISLAND, CALIFORNIA
3085 STONE ROAD
BETHEL ISLAND, CALIFORNIA
DATE: September 15, 2016
The Bethel Island Municipal Improvement District met in regular session
located at 3085 Stone Road, Bethel Island, CA at 7:00 p.m. Upon roll call,
the following were found to be present: Directors: Bruce Smith, Anthony
Berzinas, Bob Amrine, Dennis Eisenbeis, and Lee Simpson. Interim
District Attorney Dave Larsen, Interim District Manager Jeff Butzlaff,
District Engineers Mark Fortner and Jeff Twitchell (from GEI Engineering),
and Ed Horn from Delta Coves were also in attendance.
BOARD DISCLOSURE OF POTENTIAL APPEARANCES OF CONFLICTS OF
INTEREST
None.
PRESIDENT’S MESSAGE
President Smith suggested everyone get out and enjoy the last bit of
summer, including the upcoming 50’s bash.
CONSENT CALENDAR
A motion was made by Director Amrine and seconded by Director
Berzinas to approve the minutes of the Special Meeting of August
18, 2016, the minutes of the Regular Meeting of August 18, 2016,
and Resolution No. 16-09-15A “Authorizing the Renewal of a Line
of Credit in the Amount of $100,000 with ECC Bank, a Division of
the Bank of Agriculture and Commerce”. The vote showed five
directors in favor. Motion carried.
ANNOUNCEMENTS
None.
PUBLIC COMMENT
None.
UNFINISHED BUSINESS
None.
Board approved 10/20/16
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Meeting Minutes
Regular Meeting of 9/15/16
NEW BUSINESS
ADOPT RESOLUTION NO. 16-09-15B “AUTHORIZING APPLICATION TO
DWR DELTA FLOOD EMERGENCY RESPONSE GRANT PROGRAM”
Interim District Manager Butzlaff explained that GEI is currently working
on putting the finishing touches on this Grant Application. Essentially, the
application requests funding for various flood fight equipment and some
flood fight training.
A motion was made by Director Berzinas and seconded by Director
Amrine to adopt Resolution No 16-09-15B “Authorizing Application
to DWR Delta Flood Emergency Response Grant Program”. The
vote showed five directors in favor. Motion carried.
APPROVAL OF RECOMMENDED CONDITIONS FOR BIMID ACCEPTANCE OF
DELTA COVES SHEET PILE BREACH STRUCTURE
Interim District Manager Butzlaff explained that this is the first of several
of the Delta Coves facilities and infrastructure components that the District
is responsible for accepting once the acceptance conditions have been
met.
Jeff Twitchell (of GEI) stated the Delta Coves breach structure has been in
place since 2007 and is still functioning fine. It is the opinion of GEI that
the breach structure meets industry standards. However, GEI is asking
for one final inspection by the Delta Coves Structural Engineers to verify
the breach structure is up to current standards.
Mr. Twitchell reviewed GEI’s recommended conditions (6 items) of BIMID
approval for acceptance of the Delta Coves Sheet Pile Breach Structure (as
detailed in the four page GEI report dated September 15, 2016).
Mr. Twitchell suggested adding a seventh condition which is “an updated
Bi-Annual Structural Engineering Inspection and Assessment Report
prepared by Delta Coves’ Structural Design Engineer of the breach
structure”.
There was a brief discussion regarding the condition of the sheetpile below
the water line.
Further discussion of this item was put on hold while the Engineers drafted
wording to add to the seventh condition.
BIMID REVIEW, AND PRESENTATION OF DELTA STEWARDSHIP COUNCIL
STATE DELTA LEVEES INESTMENT STRATEGY PRIORITIES
Interim District Manager Butzlaff briefly reviewed the successful endeavors
that BIMID has achieved over the last couple of years, both internally as a
Board approved 10/20/16
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Bethel Island Municipal
Improvement District
Meeting Minutes
Regular Meeting of 9/15/16
District and on the Regional Delta and State levels. He stated that he
feels the District and Bethel Island will now get the positive attention and
focus that it deserves from agencies that have a direct hand in
determining the fate of future levee funding.
The Board recognized the significant efforts of Supervisor Piepho on behalf
of Bethel Island and the District.
APPROVAL OF RECOMMENDED CONDITIONS FOR BIMID ACCEPTANCE OF
DELTA COVES SHEET PILE BREACH STRUCTURE
(continued)
At the District engineer’s suggestion, the Board agreed to add the
following as part of the seventh condition: “the assessment report should
include a determination of the density and thicknesses of the sheet pile
material both above and below the water line and the fill line, at
representative locations on both the north and south breach structures.
Based on the determination of the reported densities and thicknesses
below and above the exposed surfaces, the structural engineer shall
update its evaluation of the remaining life of the breach structure(s). If
the remaining life(lives) is determined to be less than 43 years, the
sinking fund values reported in item(s) 6a through 6c shall be
appropriately increased to address the shorter service life.”
A motion was made by Director Berzinas and seconded by Director
Amrine to approve the recommended conditions for BIMID
acceptance of the Delta Coves Sheet Pile Breach Structure, with
the addition of condition 7 (as noted earlier). The vote showed
five directors in favor. Motion carried.
APPROVAL OF REVISED ONE YEAR DELTA COVES AND ASSESSMENT
DISTRICT TRANSITION TIMELINE, RECOMMENDED PART-TIME
INDEPENDENT CONTRACTOR CONSULTING AGREEMENT, REVISED
AND/OR NEW FIELD AND ADMINISTRATIVE STAFF JOB DESCRIPTIONS,
RECOMMENDED FIELD AND ADMINISTRATIVE STAFF AUGMENTATIONS
AND COSTS FOR DELTA COVES AGREEMENT AND BUDGET
IMPLEMENTATION PROCESS
Interim District Manager Butzlaff explained the urgency behind authorizing
the implementation of the recommended revisions to District staffing
levels. The District’s new responsibilities as associated with the Delta
Coves Maintenance and Operations Agreement that are scheduled to begin
on January 1, 2017 require significant staffing changes.
There was a brief discussion regarding the Organization Chart. Interim
District Manager Butzlaff stated that a revised Organization Chart will be
brought to the Board for consideration at a later time.
Board approved 10/20/16
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It was decided to discuss and consider each part of this agenda item
separately, rather than as a whole.
Director Simpson suggested that the hiring of a new District Manager be
done earlier than August 2017 as the timeline suggests. He feels that the
new District Manager should have additional technical background and the
advanced technical duties associated with the Delta Coves Agreement may
be outside the scope of capabilities of current District staff.
Director Berzinas stated that it was his understanding that current staff is
being trained on various inspections and they would be able to perform
basic maintenance if needed and that professional contractors would be
called out for in-depth repairs (that are outside the scope of capabilities of
District staff).
A motion was made by Director Berzinas and seconded by Director
Amrine to approve the revised one-year Delta Coves and
Assessment District timeline with the modification of beginning
the recruitment process for a new District Manager in January
2017 instead of later in the year. The vote showed five directors
in favor. Motion carried.
After a brief discussion on the pros and cons of having current employee
Julie Hugel entering into a Part-Time Independent Contractor Consulting
Agreement for a Financial Consultant, a motion was made by Director
Eisenbeis and seconded by Director Berzinas to approve the
proposed and recommended Independent Contractor Agreement
for part time Financial Consultant services. The vote showed five
directors in favor. Motion carried.
There was a brief discussion regarding the revised and/or new
administrative and field staff job descriptions; including the difference
between the Levee Superintendent and Foreman.
A motion was made by Director Berzinas to approve the revised
and/or new job descriptions for Levee and Drainage Maintenance
Superintendent and Levee and Drainage Foreman, Administrative
Secretary/District Clerk, Assistant Secretary and District Manager.
Director Simpson proposed an amendment to the motion; to
exclude the District Manager job description. Director Berzinas
amended his original motion by removing the District Manager job
description. Director Amrine seconded the motion. The vote
showed five directors in favor. Motion carried.
Board approved 10/20/16
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Meeting Minutes
Regular Meeting of 9/15/16
Director Eisenbeis asked that each director take the time to review the
District Manager job description (as presented at this Board meeting) and
be ready to discuss it at the October Board meeting. Interim District
Manager Butzlaff agreed and stated that a revised Organizational Chart
will also be presented to the Board for their consideration at the October
Board meeting.
Mr. Twitchell explained that approximately half of the annual Delta Coves
budget is designated for District staff (including administrative and field
staff).
Director Simpson expressed his concern about moving too quickly; before
the District has even taken over the responsibilities (to be January 1,
2017). Director Berzinas stated that he feels that the staffing levels need
to be in place on January 1; the District needs to be ready to take on the
additional responsibilities immediately and to be proactive in regards to
equipment maintenance.
Interim District Manager Butzlaff emphasized that the proposed staffing
levels are an “ease-in” approach to implementing the Delta Coves
Agreement, and represent less than half the available budgeted funding
BIMID is entitled to.
A motion was made by Director Berzinas and seconded by Director
Amrine to ratify a previous Board decision to make employee Ernie
Smith a full-time employee. The vote showed five directors in
favor. Motion carried.
A motion was made by Director Berzinas and seconded by Director
Amrine to approve the “projected staffing costs” spreadsheets
associated with the expansion and enlargement of the
Superintendent’s technical and supervisory responsibilities, the
conversion of a qualified PT Laborer to FT Foreman status, the
expansion of weekly hours for the Administrative Secretary to 30
hours per week as Administrative Secretary/District Clerk, and the
addition of the previously concurred with 15-hour Assistant
Secretary position. The vote showed five directors in favor.
Motion carried.
There was a brief discussion regarding the various costs associated with
the hiring of a new District Manager.
The Board approved in concept the District Manager comparison of FT
non-benefited and FT benefited, with the understanding that this will be
addressed in more detail by the Board as the formal professional
Board approved 10/20/16
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Bethel Island Municipal
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Meeting Minutes
Regular Meeting of 9/15/16
recruitment process for the permanent District Manager gets underway in
early 2017, and such cost won’t come into play until approximately FY
2017-18.
STAFF REPORTS
INTERIM DISTRICT MANAGER REPORT - UPDATE ON GOALS,
STRATEGIES, PROBLEM AREAS, WORK COMPLETED
Interim District Manager Butzlaff briefly reviewed the details of his written
report.
There was a brief discussion regarding the District’s water truck.
There was also a short discussion regarding recent rip rap placement.
LEVEE SUPERINTENDENT MONTHLY REPORT OF WORK PERFORMED
A written report is available for the public.
DISTRICT CLERK MONTHLY REPORT OF WORK PERFORMED
Date
8/10/16
8/11/16
Address
3579 Willow Rd
3615 Willow Rd
8/11/16
550 Riverview Pl
8/16/16
3704 Stone Rd
8/16/16
3690 Stone Rd
8/18/16
1200 Taylor Rd
8/23/16
3960 Stone Rd
8/24/16
3566 Stone Rd
8/24/16
4220 Windsweep
9/1/16
1716 Taylor Rd
Concern
Would like rock
Gate post is broken
@ Piper Marina
Guy next door is
trespassing on yacht
club property. Would
like BIMID lock taken
off
Paramedics cut levee
cable
Wants someone to
look at stairs that go
up to the house
Post for levee gate
was taken out and
BIMID sign is gone
Seepage
Gate is sagging &
needs BIMID lock
Check slope landside
and riprap and tree
Beaver activity
Board approved 10/20/16
Response/Action
Added to work list
Will replace with metal gate
Staff told PO to call the
Sheriff and BIMID lock has
been taken off gate.
Staff repaired levee cable
Staff found there was
nothing wrong with the
stairs
Add to work list
Staff to contact engineer
for 3940, 3946, 3930, 3960
Stone Rd seepage
Gate is ok
Slope is 3:1 and add to
work list
Staff met with PO – no
beaver but otters. Needs
riprap. Added to work list
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Bethel Island Municipal
Improvement District
Meeting Minutes
Regular Meeting of 9/15/16
Since the last meeting, the District has received and approved 2 project
applications.
The next agenda cutoff will be Tuesday, October 11, 2016. Please have
agenda items submitted to staff by that time.
The next Regular Board Meeting will be on October 20, 2016 at 7:00pm.
Safety Days: 1202 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 Berzinas
Denece Bixby
Julie Hugel
Dennis Eisenbeis
Bob Amrine
Lee Simpson
Bruce Smith
L. Jeff Butzlaff
3/3/16
11/18/15, due 11/17/17
11/10/14, due 11/9/16
3/21/15
11/18/15
11/18/15
1/24/15
2/25/15
Brown Act Compliance Training
Brown Act Training is a useful tool in local governance. Every Board
Member needs to know about the Brown Act. It is complex, with many
intricacies and yearly changes to the Act itself. Brown Act Training is
recommended for every Board Member and Executive Employee every
year to keep compliant with recent changes in the Act.
Brown Act Training is available on the CSDA web site (as an on-demand
webinar; and is free to SDRMA members (as is BIMID)). Staff
recommends that each Board Member take a refresher course on the
Brown Act. Please contact Denece if you wish to register for the ondemand webinar.
REPORT OF MONTHLY WORK TO BE PERFORMED
The Board reviewed the Work to be Performed.
Board approved 10/20/16
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Bethel Island Municipal
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Meeting Minutes
Regular Meeting of 9/15/16
TREASURER’S REPORT
Balances as of 8/31/16:
Checking Account is $5,588.21
Money Market Account is $82,923.66
Includes:
Settlement Agreement-Delta Coves
Operating Reserve
Unrestricted Funds
Park Account is $4,318.36
House Number Account: $388.42
Delta Coves First Deposit is $248,616.57
Special Project #2 Money Market is $2,501.12
LFCF Repairs and Improvements: $8,734.21
LFCF Maintenance: $2,345.73
Advance Funding from DWR
Special Project #3 Money Market is $385,243.08
$ 80,374.02
$
0.00
$ 2,549.64
(Unrestricted Funds)
(HSB Project)
September 2016 Accounts Payable after 8/31/16:
$43,856.25
General Account
A motion was made by Director Simpson and seconded by Director
Berzinas to pay the bills. The vote showed five directors in favor.
Motion carried.
BETHEL ISLAND PARK
The park is looking good. Director Eisenbeis brought up the fact that the
Lion’s Club will be serving hard alcohol at the 50’s Bash on September 1718, 2016 (which is held on District property, the Bethel Island Park). One
of the local bar owners had voiced a concern. There was a brief discussion
regarding the situation and what may be done in the future.
WEBSITE
No report.
DRAINAGE
No report.
BIMAC/BETHEL ISLAND FIRE STATION UPDATE
None.
None.
BOARD POLICY HANDBOOK COMMITTEE (AD-HOC)
Nothing to report.
Board approved 10/20/16
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Bethel Island Municipal
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Meeting Minutes
Regular Meeting of 9/15/16
BETHEL ISLAND PARK COMMITTEE (AD-HOC)
Nothing to report.
DELTA INTERGOVERNMENTAL WATCHDOG COMMITTEE (AD-HOC)
Nothing to report.
CORRESPONDENCE
None was discussed.
SUGGESTION FOR FUTURE AGENDA ITEMS
Nothing further.
A motion was made by Director Berzinas and seconded by Director
Amrine to adjourn the meeting. The vote showed five directors in
favor. Motion carried.
The meeting adjourned at 9:35pm.
Submitted by Julie Hugel, District Clerk
Board approved 10/20/16
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