John Howsden, Adam Robertson, Curt Simmons, Mark Anderson, Marty DeMartini.
The meeting was called to order at 6:07 p.m.
Approval of 11/2/23 board meeting minutes.
Marty questioned whether the minutes should have included a vote on the purchase of road base for the Choctaw repair. The response was that Mark reported that the existing Policy and Procedure Manual states that purchases under $2000 can be completed without a formal vote. The board applied that policy to the purchase of the road base.
Adam moved approval of the minutes. Mark seconded. The vote was 4 ayes and 1 abstention (Curt Simmons had not received emailed minutes).
Officers’ Reports
President:
John followed up on getting a credit card for Rocky Road, but the bank would only issue one to him personally. He decided not to do that. Discussion with the board resulted in a recommendation to check into getting a corporate credit card. He will have more information at the next meeting.
John received a Certificate of Liability Insurance for Foothill Sierra Pest Control. No action needed.
John presented an email that Rocky Road received in March of 2023 from Calaveras County Public Works permit technician which defines the district’s maintained right-of-way as follows:
“The 60’ road easement would be the road district’s maintained right-of-way. The road easement is measured using the surveyor markers or property pins, starting at one property pin then measuring across the roadway 60’.
Treasurer:
John presented the following figures:
Checking $28,704.02 interest 25 cents
Public Funds Savings $ 19.31 interest 12.31
PF Money Market $785,178.28 interest 761.37
Total $813,901.61 773.93
Grand Total $814,675.54
Secretary/Tech Support:
Adam will sign up Curt and Gretchen for CSDA access. He will get Curt’s Rocky Road email activated. Discussion about whether to continue Zoom membership took place. It was decided to discontinue as there have only been a couple of members that signed on over a 2-year period.
New Business:
Marty reported that Central Striping will begin striping work December 26th, 2023. AMS Consulting conducted a road condition survey last week and a draft report will be forthcoming. He also mentioned that it is important that we compare tonnage and yardage pricing when we solicit estimates and bids for projects.
Gretchen reported that she and another volunteer spent a few hours scoping out the file organization project. She received some examples of retention schedules that Steve Palmer provided and some from Dane Wadle’ of CSDA. She will contact the HOA manager to find a time to access the file room.
John asked the Board for input to fill out the Insurance Survey so he can complete and submit it.
The property pins item was covered in the President’s report.
Marty passed out a draft budget to the Board so they can review and prepare for a discussion next meeting.
Mark is reviewing the Procedures Manual and is making suggestions for changes. He has focused on the encroachment and permit sections as a priority. He asked the Board for input on whether to remove the online application from the website while changes are under consideration.
John received an invoice from the HOA for $50.00 for room rental. An HOA Board Member explained that the HOA board is discussing rental rates and waivers at their next meetings so changes may be coming. The Rocky Road Board discussed adding rental rates to the budget in anticipation of changes. The HOA waived rental fees to Rocky Road for the past two years as the district was struggling with numerous issues at that time. The Board expressed appreciation to the HOA for their support and ongoing cooperative relationship.
Curt has been looking into CPA services and has consulted with his accountant about what requirements are needed for a Community Service District compared to a private company. He asked for copies of recent audits, which John provided to him.
John asked for Board members to take on duties that he has been performing and to anticipate Adam’s duties when he departs. His persuasive request convinced Curt to agree to be the Treasurer and Mark to be the Secretary when Adam leaves that position.