1. CHAIRMAN to CALL the SPECIAL MMEETING to ORDER-Chairman to Call the Meeting to Order

EAST QUINCY SERVICES DISTRICT BOARD OF DIRECTORS SPECIAL MEETING ON TUESDAY JANUARY 26,2016 AT 9:00AM

TOBEHELDAT 179 ROGERS AVE, QUINCY CA

1. CHAIRMAN TO CALL THE SPECIAL MMEETING TO ORDER-Chairman to call the meeting to order at 9:00am.

2. PUBLIC COMMENT other than an Agenda item. Any person may address the Board at this time on any matter within the jurisdiction of the Board. The Chairman requests a five (5) minute limit for each person addressing the Board.

3. MINUTES of the Regular Meeting of January 12, 2016 and the Special Meeting of January 14, 2016 will be presented to the board for their review and approval. Action Item

4. WATER CONSERVATION ADD-Staff will present the board with an ad for the "Conservation Comer" to be approved for the next available edition of the local paper. Action Item

5. PURCHASE OF VEHICLE-The board will be asked to approve the purchase of a new vehicle to be added to the district fleet. Action Item

6. ADJOURNMENT Action Item

Posted 1122/16

In compliance with the Americans with Disabilities Act, if you are a disabled person and you need disability-related modifications or accommodation to participate in this meeting, and then please contact Shawneen Howe, District Secretary at (530) 283-2390. Requests must be made as early as possible, aud at least one-full business day before the start of the meeting. EAST QUINCY SERVICES DISTRICT 179 ROGERS AVENUE, QUINCY, CA 95971 REGULAR MEETING MINUTES OF TUESDAY JANUARY 12, 2016 CALL TO ORDER

The Regular Meeting of the East Quincy Services District Board of Directors was called to order by Chairman Felker at 6:30p.m.

BOARD MEMBERS PRESENT

Bill Martin Kathy Felker John Kolb Darrell Brown Mike Beatty

BOARD MEMBERS ABSENT

None DISTRICT PERSONNEL PRESENT

Mike Green, General Manager Vicki Poh, Secretary ProTem Dan Bastian, Bastian Engineering Jennifer McQuarrie, Attorney

PUBLIC PRESENT

Delaine Fragnoli, Feather River Publishing

PUBLIC COMMENT

There was no public comment at this time.

ADDING OR REMOVING ITEMS ON AGENDA

There was no items to be added or removed from the agenda at this time.

MINUTES The Minutes ofthe Special Meeting, Appropriations Limitation and Regular Meeting of December 8, 2015 were presented for the board's review and approval. A MOTION was made by Director Martin to approve the minutes as presented. The motion was seconded by Director Kolb and the results of the vote are as follows:

AYES: Director Beatty, Martin, Kolb, Brown and Chairman Felker NOES: None ABSENT: None Minutes of January 12,2016

DISTRICT CORRESPONDENCE

Staff presented the Board with correspondence from Larry Sullivan regarding the American Valley Groundwater Management Plan and his desire to have that plan discussed at the next AVCSA meeting. Burkhard Bohm is making an American Valley Water Basin map that will include QCSD and EQSD wells.

WATER CONSERVATION

New indoor water conservation kits were presented to the Board. The "Conservation Comer" ads for the newspaper were also discussed. It was decided to run the ad weekly to start with, include a logo with color if possible and provide a "From Where I Stand" piece to run simultaneously with the first ad. Director Kolb will collaborate with Vicki Poh to create the article.

SOLAR FARM Director Kolb informed the Board that engineered designs are necessary to comply with CEQA. He is also gathering examples of other RFP' s for solar farms. Director Martin discussed the tax credit expiration estimates.

EQSD-QCSD BI-DISTRICT RATE SETTING COMMITTEE

The report from the most recent committee meeting was presented to the Board. Board Member Martin and Chairman Felker stated that they were available to answer any questions that may anse.

GENERAL MANAGER'S REPORT

(a) Year End Report- Manager Green presented a year end report to the Board listing projects that have been completed, system improvements that have been made and training that staff has received in the last year.

(b) On Going Projects- Manger Green infonned the Board of a minor sewer overflow that occurred December 26,2015. Since our sewer jet truck would not start Manager Green asked QCSD for use of their jet truck. They responded and got the plug cleared very quickly. Then on New Year's Eve QCSD requested Mike's help with an electrical issue they were having. This shows ongoing mutual aid between the Districts.

A tractor was found in Indiana with an estimated cost of $38,000. There was discussion about the last Board decision on the tractor purchase and how much authority was given to Manager Green regarding price limits and purchasing a tractor without first bringing specific tractor information to the Board for approval. It was detennined that Manager Green had been given permission to purchase one of two tractors that were presented to the Board in October but not given authority to purchase a tractor at his digression. It was decided to hold a Special Meeting on Thursday January 14, 2015 regarding the continuing effort to purchase a tractor for the District. Purchase of a new service truck will also be discussed at that meeting. Minutes of January 12, 2016 GENERAL MANAGERS REPORT (CONTINUED)

Dan Bastian presented information to the Board regarding possible locations for a new water storage tank. Two possible locations have been identified in the district. The first location is adjacent to where Tank #I is now. The second location is on Peppard Flat Road. Neither piece of property is owned by the District. The first location would be cheaper due to existing infrastructure already in the area. Manager Green was instructed to contact !he owners of the parcel next to the existing tank and see if they are interested in selling a small portion of it to the district.

STAFF REPORT (a) Water Report-It was reported that we pumped 6,253,030 gallons of water in December and we billed out 6,853,930 gallons of water. The difference is -600,900 gallons of water. The total water loss for the month of November was -9.6%. Staff informed the board !hat ALL meters (except the 2 QCSD accounts) were estimated this month due to the storm that rolled in during meter reading. Staff also presented a comparison between 2015 water usage in !he district vs. usage during 2012, 2013 and 2014 as requested by the Board.

(b) Wastewater Flow-We pumped 4.357 million gallons of effluent to Quincy Community Services District during the month of December.

(c) Quincy Community Services District Agenda-The most recent agendas were presented to the board for their review.

(d) WWT Capital Expenditure Account-Staff presented the latest account information provided by Quincy Community Services District for the board's review.

(e) Setting an American Valley Community Services Authority Meeting- The Board was asked for dates that would be good for an AVCSA meeting in February. It was decided February 17'h or 23rd at 6:30pm would be best. The dates were to be passed on to QCSD's Board to see which worked better for them.

(f) Director Training- Board members were presented with information about training that is required for new board members and trainings that are suggested that board members receive and how, when and where they can get the training.

AUDIT AND CHANGE ORDER REQUEST

The Board was presented with a draft of the 2014-2015 fiscal year audit performed by Singleton Auman accounting firm. They were also presented with a change order to the audit contract due to new state regulations GASB 68 that was not in effect when the audit contract was signed. A MOTION was made by Director Martin to approve the change order request. The motion was seconded by Director Kolb and the results of the vote are as follows:

AYES: Director Beatty, Martin, Kolb, Brown and Chairman Felker NOES: None ABSENT: None The Board also requested that staff contact Clay Singleton and see when he would be available to come to a meeting of the Board to explain the audit findings. Minutes of January 12, 2016

FINANCE REPORT Staff presented the board with the current fund balances and the monthly transfers for their review and approval. A MOTION was made by Director Martin to approve the transfers as presented by the staff. The motion was seconded by Director Kolb and the results of the vote are as follows:

AYES: Directors Beatty, Martin, Kolb, Brown and Chairman Felker NOES: None ABSENT: None APPROVE MONTHLY PAYMENTS

Staff presented the board with the monthly payments for approval. A MOTION was made by Director Kolb to approve the payments for the month of November 2015 as presented. The motion was seconded by Director Brown and the results of the vote are as follows:

AYES: Directors Beatty, Martin, Kolb, Brown and Chairman Felker NOES: None ABSENT: None DIRECTOR'S AND MANAGER'S COMMENTS

Manager Green: None

Director Beatty: Found the tour of the district and the sewer plant very informative.

Director Martin: Appreciated the annual report Manager Green presented. He's proud of the staff and the amount of training they do.

Director Kolb: None

Director Brown: Leaming a lot.

Chairman Felker: Thanked Manager Green for the annual report.

ADJOURNMENT A MOTION was made by Director Kolb to adjoum the regular meeting at 8:35pm. The motion was seconded by Director Martin and the results of the vote are as follows:

AYES: Directors Beatty, Martin, Kolb, Brown and Chairman Felker NOES: None ABSENT: None

Respectfully submitted,

Vicki Poh, Secretary ProTem EAST QUINCY SERVICES DISTRICT I 179 ROGERS AVENUE QUINCY SPECIAL MEETING MINUTES OF JANUARY 14,2016 AT 9:00AM

BOARD MEMBERS PRESENT

Kathy Felker, Chairman Mike Beatty, Director Bill Martin, Vice Chairman John Kolb, Director Darrell Brown, Director

BOARD MEMBERS ABSENT

DISTRICT PERSONNEL PRESENT

Mike Green, General Manager Shawneen Howe, District Secretary

PUBLIC PRESENT

CALL THE SPECIAL MEETING TO ORDER

Chairman Felker called the Special Meeting to order at 9:00am.

PUBLIC COMMENT There was no public comment. PURCHASE OF VEHICLE

Manager Green presented the board with two difference bids for a new vehicle. After the board discussed the bids, Director Beatty was requesting that we look to see if there would be a used vehicle that would fit our needs. Director Beatty volunteered to work with Manager Green to see if there was a used vehicle that would available. The board set two requirements for the vehicle. The new vehicle must have less than 40,000 miles and should come with the remainder of a factory warranty. A MOTION was made by Director Kolb to set a Special Meeting for January 26, 2016 at 9:00am to make a choice of which vehicle to purchase. The motion was seconded by Director Martin and the results of the vote are as follows:

AYES: Director Martin, Brown, Kolb, Beatty and Chairman Felker NOES: None ABSENT: None Minutes of the Special Meeting January 14, 2016

PURCHASE OF EQUIPMENT Manager Green addressed the board and requested a dollar amount be set for a purchase of a backhoe for the district. The problem the district is having is a backhoe is found and by the time the board gives the authorization to purchase the equipment, the unit has been sold. After the board discussed this issue, A MOTION was made by Director Beatty to authorize Manager Green to spend up to $40,000 on a backhoe unit without any further authorization. The motion was seconded by Director Kolb and the results of the vote are as follows:

AYES: Director Martin, Brown, Kolb, Beatty and Chairman Felker NOES: None ABSENT: None

ADJOURNMENT

A MOTION was made by Director Martin to adjourn the meeting at 9:30p.m. The Motion was seconded by Director Kolb and the results of the vote are as follows:

AYES: Director Martin, Kolb, Brown, Beatty, and Chairman Felker NOES: None ABSENT: None

Respectfully Submitted

Shawneen Howe District Secretary ·• Follow these steps to do your part in water conservation: v' Make sure outside pipes are insulated. v' Test Toilets for Leaks v' Fix drippy Faucets Stop by E.Q.S.D to pick up conservation kit! ORO:JLLE e"ORD S.'ale Control VS. Monday January 11, 2016 'TypeQ52 rent l Retail Deal 24781Customer Sl:ock Z fORD NEW CAR SALES DateW 01/11/2016

CashSa Cas 0.00 lePrlc h e s Dep osi Slsmnl 34277. t u f 0.00 64 Hn Tx # Accesso fg Slsmn2 ry Re 0.00 ba te Closer X v 0.00 0.00 0.00 Docume Pc n-t kl Fees E: 0 80.00 da Taxable ys Smog (j Pc $ k2

0.00 0 State da Tax ys $ $ T O 2576.8 T 2 A Luxury L Tax D $ O W 0.00 N VEHICLE Tr LenderH TOTAL ad 98 CASH $ el lethod: Gr 36934. os 1 Normal 46 s B Payo ff Y t 36972.21 36972. S e 21 t $ TO 0 Cu FastDeal: TA a ! st ---1 State L t 8. V om -; ; DMV Fee e 75 er ;:;;:;;;:G;;'/f-- *R TR I AD N : ------_j S TO Un Stock: 29.00 E TA T $ m kn o L H ow g CR L n ED Y 0/34278/33828 F IT e $ P e Y _:L :_ ! $ D. :_ V N. :_ I V 0 R. T .. . :_ /_ 0 :: P _S 0 _. 3 .. 6 :_ .: 9 _I 7 T L: 2 :: . O lm T .. 2 .: 1 A _b :: L :_ :: T e_ O :: T S r_ A :J A _. L L .. :_ P E - == Y == M = T S $ A N S T $

t F a I N t A N e C E C T N i r e

F e Mike Green

From: Wayne Allen Sent: Thursday, January 07, 2016 5:33 PM To: Mike Green Subject: RE: Truck

Hi Mike, GMC had a $230.00 price increase. So the same specifications and time frame for delivery. The new pricing is: Truck and body $34,390.90 Sales Tax $ 2,579.32 Drive-a-way $ 8.25 Total $36,978.47 C.O.D. Reno, NV If you need anything else from me. Just let me know. Thanks again!

Wayne B. Allen

Wayne Allen National Sales Director Reno Buick GMC Cadillac lsuzu Truck 900 l

From: Mike Green [mailto:[email protected]] Sent: Thursday, January 07, 2016 3:22 PM To: Wayne Allen Subject: RE: Truck

Thanks Wayne, I have a meeting next Tuesday but I know that's not possible. The next meeting is Feb. 9th and upon the board's approval we will order the next day. Delivery will be whenever you can get it for us, we waited this long a couple more months are not a problem. We are flexible on that, Thanks Mike

From: Wayne Allen [mailto:[email protected]] Sent: Thursday, January 07, 2016 2:19PM To: Mike Green < mike@eastquincycs d .com> EAST QUINCY SERVICE 05:40 PM 01/19/2016 Bank Review45112 DISTRICT SUSANVILLE INC FORD '

Subtotal

36,812.25 DMVFees

0.00 State Emissions Certification or Exemption Fee

0.00 California Tire Fee

:-'\ orElectronic Transfer V Chargeeh Re!j 29.00 Monthly Payment / 36,850.00 Total/ Insurance

Final Payment of

_\ O · G . E 1 Total R S 3 36,850.00 Amount A 3 Financed V E 0 . 36,850.00 Finance Chal'ges Q U 0.00 I N H Total ofPa C ents Y o , m 36,850.00 C A e Total Sale Price 9 36,850.00 5 9 P 7 ** 1 h *B Date of Birth: o U n Y Date of Birth: E e H R o ** m * e N u ** P h m * o b C n e e

O- r N B u : m U b Y e W r o E : r R ( k

** 5 P h * 3 o EAST 0 n QUINCY e SERVICE ) DISTRICT N 1 2 7 u 9 8 m 3 b R e r C : o E u m n W a o t i r y l k : : mber Key2Number P E Weight S m License h t Odometer a o YIN o i c n l k : e N u m N m b e u i Yr m e k a b r e M e a . k r e b M : o d C e e l o a B u t o d n t y t y S t y y l l : e @ C a o l t o r t T r P i L . m U K n e M y A e 1 S t N u * ASE * * * * * * * * TRADE P 1* * * U R C * * * TRADE H 2 * * * Cylinders 0 Vehicle Type USED * * * B A N K * * *

* * * IN S U R A N C E * * *

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