Agenda for the Regular Meeting of the Marinwood CSD Board of Directors

Tuesday – October 9, 2018– 6:30 PM Marinwood Community Center, 775 Miller Creek Road, San Rafael, CA 94903

*Open Session shall begin no earlier than 7:30PM. Times listed are approximate, subject to the course of the meeting.

Time* Description: Board Action

A. 6:30 PM CALL TO ORDER: PUBLIC COMMENT ON CLOSED SESSION ITEMS

B. 6:35 PM CLOSED SESSION Conference with Labor Negotiators Section 54957.6 Agency designated representatives: Jack Hughes, Eric Dreikosen. Represented Employees: Marinwood Professional Firefighters

C. 7:30 PM OPEN SESSION: CALL TO ORDER AND PLEDGE OF ALLEGIANCE

D. 7:30 PM AGENDA Adopt

E. 7:35 PM CONSENT CALENDAR

Approve

a. Draft Minutes of Regular Meeting of September 11, 2018 b. Bills Paid Nos. 2692 – 2789

F. 7:40 PM PUBLIC COMMENT OPEN TIME FOR ITEMS NOT ON AGENDA Speakers are asked to limit comments to three minutes. Speakers may comment only on non-agenda items within the subject matter jurisdiction of the District. The Board may not take action on, consider or debate items not on the agenda except under narrow circumstances meeting statutory tests. Response to comments on non-agenda items will be limited to factual information or clarifying questions from staff or Board. The President may refer the matter to staff or to a future meeting agenda.

G. 7:50 PM DISTRICT MATTERS

1. Amendment Considerations to Existing Financial Reserves Policy regarding Capital Reserves and OPEB Trust Contributions

Discuss

2. Dissolve Temporary Committee Formed to Address Emergency Services Succession (ESS) Research and Recommendations

Approve

3. District Manager Report Review

H. 8:15 PM FIRE DEPARTMENT MATTERS

1. Agreement Between the County of Marin and Marinwood Community Services District for Fire Protection and Emergency Services to County Service Area 13

Approve

2. Agreement Between the County of Marin and Marinwood Community Services District for Fire Protection and Emergency Services for the Juvenile Hall Site

Approve

3. Update on Agreement for Fire Chief Officer Services Provided by City of San Rafael and Considerations of Future Board Meeting Materials to be Regularly Provided and Included in Meeting Agenda Packet

Discuss

4. Request for Brief Hiatus of Fire Commission Meetings Approve

5. Review of Current Shared Services Agreement with San Rafael Discuss

6. Fire Activity Summary and Chief Report Review

7. Date of Next Fire Commission Meeting – TBD

I. 8:45 PM PARK AND RECREATION MATTERS

1. Draft Minutes of Park & Recreation Commission Meeting of September 25, 2018 Review

2. Recreation and Park Maintenance Activity Reports Review

3. Date of Next Park & Recreation Commission Meeting – October 23, 2018

J. 9:05 PM NEW AND OTHER BUSINESS

1. Requests for Future Meeting Agenda Items

K. 9:15 PM RECOGNITIONS and BOARD MEMBER ITEMS OF INTEREST

L. 9:25 PM ADJOURN

DATE OF NEXT REGULAR BOARD MEETING – November 13, 2018

Requests for disability-related modifications or accommodations, aids or services may be made to the district office no later than 72 hours prior to the meeting by contacting (415) 479-0775

Marinwood Community Services District

Draft Minutes of Board of Directors Meeting

Tuesday September 11, 2018

Time and Place: 7:30PM Marinwood Community Center classroom.

Present:

Board Members: Jeff Naylor, Irv Schwartz and Izabela Perry.

Absent: Leah Green and Bill Shea.

Staff: District Manager Eric Dreikosen, Recreation Director Luke Fretwell, Fire Chief Tom Roach, Firefighters

William Kelly, Ryan Brackett, Cesar Correa, Brian Smith, John Papanikolaou and Sean Day and Administrative

Assistant Carolyn Sullivan.

Park and Recreation Commissioners: Sivan Oyserman.

Fire Commissioners: Ron Marinoff.

Others Present: Bill McNicolas, Linda Barnello, Stephen Nestel, Eric Bingham, Duncan McSwain, Gary Cline, Bill

Hansell and Jim Nielsen.

Call to Order

Open Session Call to Order and Pledge of Allegiance

Moment of Silence in Remembrance of September 11, 2001

Agenda

M/s Schwartz/Naylor to approve agenda as presented. Ayes: Naylor, Perry and Schwartz. Nays: None.

Absent: Green and Shea. Motion carried.

Consent Calendar

a. Draft Minutes of Regular Meeting of August 14, 2018: No comments.

b. Bills Paid Nos. 2564-2691: Naylor inquired about the multiple refunds for camp programs. Sullivan replied it is

normal, each refund has a $25 processing fee and the refunded spot almost always get filled by a waitlist customer.

Naylor inquired why the Fire Department vehicle maintenance was conducted by San Rafael. Roach replied it saved

the District money. Naylor inquired why the District was reimbursing Owens for mileage. Sullivan replied Owens is a

Camp Supervisor and drives a separate vehicle on field trips in case of emergencies.

Barnello inquired where the invoice from Bill Hansell Design was. Sullivan replied the District has not been invoiced.

M/s Naylor/Schwartz to approve Consent Calendar as presented. Ayes: Naylor, Perry and Schwartz. Nays:

None. Absent: Green and Shea. Motion carried.

Public Comment Open Time for Items Not on Agenda

Nestel commented this agenda is too ambitious for one evening. Additionally Nestel stated there needs to be civility

and factual discussion.

Barnello requested the Board re-visit their policy on social media. Barnello commented there was a post on Nextdoor

by a Board member that was received by some as demanding and negative and asked that all posts from Board

members be run by the District Manager before posting. Dreikosen replied the post Barnello is referring to had nothing

to do with the District or District matters.

District Matters

1. Actuarial Report: Other Post-Employment Benefits (OPEB) Valuation as of July 1, 2017 (presented by Nicolay

Consulting): Gary Cline from Nicolay Consulting presented the report to the Board. Cline stated that his role was to

determine the accounting liability for the District. As of last year the District has made efforts to pre-fund and GASB

75 has required it be placed on the Balance Sheet. Cline encouraged the District to pre-fund to decrease liability and

get on a schedule of yearly planning. Dreikosen noted the current Fiscal Year budget has $100,000 allocated, but no

specific policy regarding dollar amounts per year. Dreikosen added a full valuation report is required every two-years

now along with interim calculations the other years instead of the previous every third-year requirement for one report.

Perry stated the Board always needs to consider long-term projections when making decisions.

2. Update on Pension Liability Analysis with August 2018 Release of CalPERS Annual Valuation Reports as of June

30, 2017: Naylor commented over the past five years the District’s unfunded accrued liability has increased 1.4 million

dollars while the employee count has decreased by two. Additionally the cash ($472,000) spent in FY 2017/18 did not

amortize the long term liability. Perry thanked Naylor for his clarity on the issue. Schwartz inquired how much the

cash outlay would be in upcoming years. Naylor replied in 2018/19 $557,000 and in 2023/24 $736,000. Nestel

commented this is a dire situation. The District needs to watch expenses and cash flows.

3. Fiscal Year 2017-18 Year-End Profit and Loss Financial Statements (Pre-Audit): Dreikosen stated he had included a

detailed staff memo, the operating cash flow is good, but it is only a snapshot of one year. Dreikosen requested the

District agendize a “Capital Reserve” procedure. Dreikosen commented he appreciates staff consciousness on

expenditures. Additionally it should be noted the Firehouse kitchen needs to be an amendment for the 2018/19 budget

as that project and subsequent payments carried over into this fiscal year. Perry thanked Dreikosen for the detailed

notes and inquired about the Square payments. Dreikosen replied they are revenues for Community events and the

County Treasurer does not allow for them to be directly deposited into the County, therefore they need to be deposited

into the revolving Wells Fargo account and then manually transferred into our general fund. Perry asked why the

PG&E checks did not contra the gas and electric GL. Dreikosen replied it is a revenue not a reimbursement. Perry

commented the revenues for youth programs are excelling, but the revenues for adult programs needs attention.

Schwartz inquired if the City of San Rafael collected paramedic revenues from Marinwood residents. Roach replied

yes to help pay for services. Perry stated the paramedic situation is a foregone opportunity for Marinwood. Nestel

asked what the legal fees and settlement payout was for. Dreikosen replied the FLSA settlement and Union attorney

fees. Nestel asked what was the percentage breakdown of the settlement. Dreikosen replied he does not have the

percentage at hand.

4. District Manager Report: Dreikosen reported the staffing transition will be occurring at the end of September. Paula

Collins is set to retire September 28th and Carolyn Sullivan will be moving into the position, therefore the District will

be hiring for the Administrative Assistant position Sullivan currently holds. Perry commented she had spoken with

Collins who declined any formal recognition for her service to Marinwood. Dreikosen replied yes, but there is a nice

article in the current Marinwood Review.

Fire Department Matters

1. Draft Minutes of Fire Commission Meeting of September 4, 2018: Roach commented the Fire Commission did

discuss Measure A funding and voted to support to dedicate funds for fire prevention. Perry inquired if Marinwood

could be become a “Firewise” community. Roach replied yes, but no one has stepped up to take on the challenge. Perry

replied it would be a good project for the Fire Commission. Schwartz commented he would like to know with 100%

certainty that Measure A funding is eligible. Hansell commented he would advise against spending Measure A funds in

the Fire Department, the tax was sold as a Park and Recreation initiative. Roach commented it was made clear that the

tax was for Parks and Recreation usage. Barnello commented it states in the initiative that funding may be used to

reduce the wildfire fire risk.

Schwartz asked if the kitchen was complete. Roach replied about 93% complete.

2. Proposed Agreement for Fire Chief Officer Services as Provided by City of San Rafael: Dreikosen commented he

and Roach had worked with San Rafael staff discussing operational aspects and is confident this proposal would meet

the needs of the District. If the agreement were to be passed it would require an amendment to the current Shared

Services Agreement. Perry commented that there was a Committee formed to achieve a solution to the retiring Chief.

There were no other agencies interested in Marinwood and due to the PERS 1,000 hour limit the District may not hire a

temporary Chief. Naylor commented the City of San Rafael is opportunistic and any agreement will always be slanted

in favor of the City. The exhibits in the agreement are already supplied by the current Shared Services Agreement.

Operationally there may be a value, but financially this is not a good deal. Additionally there is no accountability for

the employee; where are they going to work? Marinwood has been left with a single solution (San Rafael), but it would

have been nice to have an option. It is disappointing to have San Rafael ignore the value of Marinwood’s services, yet

the Fire Department cannot be left without management. If San Rafael is not willing to level the playing field than this

may be a very short lived agreement. Schwartz commented he has the same feeling as Naylor. Schwartz commented he

was on the Fire Commission two years ago and it was known then that the Chief would be retiring. Schwartz

commented he would like to see equity with San Rafael. Schwartz referred to Article 4 section 2 isolating the word

“exceed”. San Rafael is only looking to raise and increase the amount of money the District will be paying. Perry

agreed this is a poor situation, but the District has no other options available at this time. Marinoff stated he agreed

with the Boards comments and it is necessary to have serious conversations with San Rafael about an equitable

agreement. Roach stated this is a bridge agreement and will keep the community covered. Barnello stated she believed

this agreement will work out, but the ESS Committee dropped the ball on the research; she added they should still be

meeting to discuss options. Dreikosen replied they researched every option available to them; they did not drop the

ball. San Rafael is a good option at this point for chief officer and administrative services. Nestel commented

Marinwood is an easy mark and is being taken advantage of; there will be a merger for Fire service County wide down

the line. Hansell stated he appreciated what the Board has done and recalled four years ago the Shard Services

agreement was a bitter pill to swallow. San Rafael left Marinwood high and dry when they decided to cancel the JPA

and it was Fire Chief who stepped up to make sure the tax was passed to cover the money lost. Chief Roach has done a

great deal for this District.

M/s Naylor/ Schwartz to approve the proposed agreement for Fire Chief Officer Services as provided by City

of San Rafael. Ayes: Naylor, Perry and Schwartz. Nays: None. Absent: Green and Shea. Motion carried.

3. Parking Considerations for Fire Station Driveway: Schwartz commented this was his item. He had noticed on

multiple occasions vehicles parked in the driveway that were not identified as being related to the Fire Department.

Schwartz stated it is bad policy for unmarked vehicles to block the driveway and suggested a “no parking” sign be

placed. Roach replied it has not been an issue. Correa stated if there is ever an unauthorized vehicle blocking access for

the engine it is dealt with. Perry deferred to the Firefighters and stated they are aware and have knowledge of their

working conditions.

4. Fire Activity Summary and Chief Report: Roach stated he has been receiving many calls regarding vegetation

management and stated there is a bit of mass hysteria surrounding the topic. Roach stated he tries to educate

homeowners on what their responsibilities are as well.

Park and Recreation Matters

1. Draft Minutes of Park and Recreation Commission Meeting of August 28, 2018: Perry asked to be added to the

attendance list. Schwartz requested Valentine’s comment regarding the pedestrian walkway be clarified.

2. Proposed Facility Design and Site Plan for Park Maintenance Facility Replacement Project: Dreikosen commented

he had included a detailed memo in the packet; if approved the project will continue to move forward with steps

needed for submittal of planning and permitting. Hansell commented he had met with staff last week to discuss and

made slight changes to the design. Hansell commented the center height of the building is at its minimum height that

the staff can work with after lowering the roof. The column spacing has been moved to better accommodate movement

of vehicles. They had decided to remove the third pine tree. They decided to reduce the height of the fencing to six feet

and details regarding landscaping would occur at the next level of planning. Naylor commented he has full confidence

in Hansell. Schwartz stated the adjustments are useful and requested Hansell remove the notch on the western side of

the proposed courtyard. Schwartz stated if cost effective please remove the large columns. McNicolas asked if I-beams

could be used instead. Hansell replied yes, but that would require raising the roof. Bingham stated he had sent an email

to the Board and had received feedback from people walking the current path. Bingham stated 100% of the people he

spoke with were against the project and the Board should be aware of this. Bingham inquired how the District got to

this point in the project; how was the decision made to hire Hansell; what is the budget for the project. Bingham stated

he wanted commitment from the staff as to where they will be parking their vehicles and where the vehicles would be

driven. Dreikosen replied the project has been underway for many years and has gone through fundamental changes

over those years. Nielsen commented he had been a resident since 1958 and commented the project being presented is

too large. It is failure on the part of the Board to allow staff suggestions and involvement in the decision making. If this

project moves forward the Board will run into problems with the public. The Board has not done their political

homework and commented that Bingham has 200 signatures against this proposed project moving forward. Nielsen

stated this project will cause a rift in the community and suggested the Board give it a rest. Barnello asked if the

smaller trees in the area will be removed. Hansell replied no. Barnello asked for story poles to be placed to help the

community visualize the project. Hansell stated story poles would not be useful with the current conditions of the area.

Story poles are used for projects where no current buildings are present. Nestel stated the Board needs to vet the design

to the community. The community needs to see multiple designs not just the one that has been presented. The process

has not been open and public and the facts have not been presented in a public forum. There have been no discussion

regarding the budget of the project and the project should not be approved. The Board does not have the public’s

confidence. Nestel added there needs to be multiple designs, the best design for the needs of the staff, outreach to the

public, environmentally conscious design and a clear budget. Perry commented the size the proposed building is the

same square footage of the current buildings and exterior bays. The roof was lowered to the minimum height that will

accommodate the Districts vehicles. Any other location would be cost prohibitive and as it stands now the District has

about $257,000 from Measure A funds to be dedicated to the project. There are no additional taxes and no additional

fees being passed onto the Community for this project. The current Board and Boards of past years have spent many

hours discussing this project. Naylor inquired what a vote tonight would mean. Dreikosen replied it would move the

project forward to prepare for submittal of the County planning and permitting process. Naylor commented that

process would give the Board better information on cost of the project. Naylor added the Board has heard many

opinions on this proposal and the Board had been deeply involved in the project before ever speaking with staff and

garnering their opinions. In the beginning of the process the Board had gone through several different footprints and

decided to keep moving forward. The District could continue to delay the project and continue to put the employees at

risk, but the Board needs to move forward.

M/s Schwartz/Naylor to approve proposed Facility Design and Site Plan for Park Maintenance Facility

Replacement Project and be directed to remove the notch from the western courtyard and if cost effective

adjust locations of current columns to maximize internal space. Ayes: Naylor, Perry and Schwartz. Nays:

None. Absent: Green and Shea. Motion carried.

3. Recreation and Park Maintenance Activity Reports: Nestel commented that the tennis courts are being resurfaced

and stated Pickle ball lines should be added. Fretwell replied at this time it is not feasible to add lines and has heard

from the tennis community that playing on courts with Pickle ball lines are challenging.

New and Other Business

1. Requests for Future Meeting Agenda Items:

Schwartz: Equitability with regards to Shared Services.

Perry: Capital Reserve Account.

Naylor: Reserves for Balance Sheet and PL

Barnello: Revisit Social Media Policy.

Nestel: Board civility with the community.

Recognitions and Board Member Items of Interest

Naylor thanked Fretwell and his staff for a wonderful summer season and thanked Hansell for his involvement in

booking wonderful bands for the Music in the Park Series.

Barnello thanked Fretwell for having staff remove weeds in front of the Firehouse.

Nestel commented he wanted to recognize all the people that are not recognized and stated the Board needs to listen to

the people.

The meeting was adjourned at 11:02PM.

The date of the next Regular Board Meeting was set for October 9, 2018.

Respectfully submitted,

Carolyn Sullivan

MARINWOOD COMMUNITY SERVICES DISTRICT Treasury Fund 8067 Classes:

REQUEST FOR PAYMENT OF CLAIMS Street lights

Fire

Approved by the Board of Directors on October 9, 2018 Recreaction

Park

NO. DATE VENDOR

TOTAL

CLAIM PURPOSE Class GL Account Job AMOUNT

2692 9/6/18 San Francisco Chronicle 694.20 Paper Subscrip. 52 weeks Fire 5220110 General 694.20

2693 9/6/18 Standard 5-10-25 171.76 FH Maint FIre 5220310 General 21.95

CC Maint Rec 5220310 Building 149.81

2694 9/6/18 Sequoia Web Design 150.00 Web Maint 4th QTR Rec 5210122 General 150.00

2695 9/6/18 S&S Worldwide 74.50 Camp Supplies Rec 5220819 Summer 74.50

2696 9/6/18 SBA Services 2,321.00 Janitorial July & Aug Rec 5211110 Building 2,321.00

2697 9/6/18 Hyo Soap Sim 1,200.00 Tae Kwon Do Sept Rec 5210146 Youth 1,200.00

2698 9/6/18 Hagel Services 2,048.85 Janitorial Supplies Fire 5220827 General 300.00

Rec 5220827 General 1,748.85

2699 9/6/18 Home Depot Credit 112.32 CC Maint Rec 5220310 Building 112.32

2700 9/6/18 Airgas USA 186.19 Pool Chems Rec 5220710 Pool 186.19

2701 9/6/18 West End Nursery 148.81 Grounds Maint Park 5220310 General 148.81

2702 9/7/18 Sprint 285.84 Cell phones Aug. Fire 5210725 General 285.84

2703 9/7/18 Allstar Fire Equip. 380.38 Boots Fire 5220825 General 380.38

2704 9/7/18 Comcast 113.60 Internet Sept Fire 5210725 General 56.80

Rec 5210725 General 56.80

2705 9/7/18 Todd McClenathan 82.00 Reimb. Fire Fire 5211320 General 82.00

2706 9/7/18 American Messaging 7.65 Messaging Svcs Fire 5210925 General 7.65

2707 9/7/18 Galls Inc 404.20 Pants-Selvitella Fire 5220825 General 404.20

2708 9/7/18 Verizon Wireless 42.00 E58 Phone FIre 5210725 General 42.00

2709 9/7/18 Bruton, Robyn 200.00 Postage Bulk Mail Rec 5220110 General 200.00

2710 9/7/18 MRG, LLC 1,131.57 Legal Fees Fire 5210131 General 1,131.57

2711 9/7/18 Delta Dental Plan 2,243.28 Dental Ins. Sept Fire 5130120 General 1,510.99

Park 5130120 General 448.66

Rec 5130120 General 283.63

2712 9/7/18 SDRMA 211.19 Life Ins. Sept Fire 5130510 General 69.80

Park 5130120 General 62.79

Rec 5130120 General 78.60

2713 9/7/18 PG&E 791.33 Gas July Rec 5210810 General 719.19

Fire 5210810 General 72.14

2714 9/11/18 Pitney Bowes 169.55 Postage Supplies Rec 5220110 General 169.55

2715 9/11/18 Greatamerica Financial 256.48 Copy Machine Park 5220130 General 25.65

Rec 5220130 General 153.89

Fire 5220130 General 76.94

2716 9/11/18 Grainger 59.11 Janitorial Supplies Rec 5220827 General 59.11

2717 9/11/18 Marin Sanitary Service 2,555.09 Garbage Aug Park 5210815 General 1,788.56

Rec 5210815 General 511.02

Fire 5210815 General 255.51

2718 9/11/18 Marin Resource Recovery 159.00 Dump Fees Park 5210815 General 159.00

2719 9/11/18 Landesign Construction 2,985.00 Landscape Contractor Park 5211125 General 2,985.00

2720 9/11/18 Ewing Irrigation 455.21 Irrigation Maint Park 5220310 General 455.21

2721 9/11/18 Inland Business Systems 726.43 Copy Machine Rec 5220130 General 435.86

Park 5220130 General 72.64

Fire 5220130 General 217.93

2722 9/11/18 Leslie's Pool Supplies 705.28 Pool Chems Rec 5220710 Pool 540.78

Pool Equip Rec 5220215 Pool 164.50

2723 9/11/18 Ca Dept Justice 64.00 Fingerprinting Rec 5210128 General 64.00

2724 9/11/18 Marin Pro Fire 805.50 Union Dues Sept Fire 5211330 General 805.50

2725 9/11/18 Dairy Delivery 306.68 Vending Rec 5220826 Pool 306.68

2726 9/11/18 SolEd Solar 1,846.61 Solar Aug. Rec 5210810 General 1,333.66

Solar Aug. Fire 5210810 General 512.95

2727 9/11/18 Bucks Saw Service 296.41 Saw Service Fire 5220210 General 296.41

2728 9/11/18 MMWD 8,123.34 Water June-Aug Fire 5210835 General 200.00

Rec 5210835 General 2,478.90

Park 5210835 General 5,444.44

2729 9/11/18 Marinwood CSD 76,963.38 Fire Reg Salary Fire 5110110 General 29,262.08

Fire Temp Fire 5110210 General 2,029.44

Fire OT Fire 5120110 General 3,552.24

Shift Diff Fire 5110310 General 357.60

Admin Asst Fire 5110110 Admin 807.68

Admin Mngr Fire 5110110 Admin 1,940.00

Admin Asst Rec 5110110 Admin 807.68

Admin Asst Park 5110110 Admin 403.84

Admin Mngr Rec 5110110 Admin 970.00

Admin Mngr Park 5110110 Admin 970.00

Rec Director Rec 5110110 General 2,221.52

Rec Director Park 5110110 General 952.08

Rec Salary Rec 5110110 General 6,904.00

NO. DATE VENDOR

TOTAL

CLAIM PURPOSE Class GL Account Job AMOUNT

Park Salary Park 5110110 General 6,389.60

Bldg Attendant Rec 5110210 Building 572.00

Pool Staff Rec 5110210 Pool 10,017.25

Swim Team Rec 5110210 Swim Team 149.50

Aquatics/Lessons Rec 5110210 Aquatics 855.00

Summer Prog Rec 5110210 Summer 1,691.81

Preschool Rec 5110210 Preschool 4,049.38

Youth Prog Rec 5110210 Youth 2,421.25

Adult Prog Rec 5110210 Adult 220.00

Payroll Billing Fire 5210230 General 127.11

Payroll Billing Rec 5210230 General 124.26

Payroll Billing Park 5210230 General 21.48

SS Fire 5140140 General 2,670.77

SS Rec 5140140 General 2,750.40

SS Park 5140140 General 484.30

Unemployment Rec 5140145 General 247.51

Benefits Witholding Park 2120066 General -877.73

Benefits Witholding Rec 2120066 General -1,040.15

Benefits Witholding Fire 2120066 General -5,088.52

2730 9/12/18 Voided - -

2731 9/12/18 San Rafael Fire Dept 4,430.64 OT Costs Fire 5120110 General 4,430.64

2732 9/12/18 Sonic.Net 19.95 Website Hosting Fire 5220110 General 9.98

Rec 5220110 General 9.97

2733 9/12/18 Westamerica Bank 42,752.99 Engine Lease Fire 5220916 General 42,752.99

2734 9/12/18 US Bank Corporate Svcs 24,516.41 Gas Fire 5220610 General 798.66

Food/Station Supplies Fire 5220810 General 3,405.23

IJ Legal notice Fire 5211330 General 155.60

Office Supplies Fire 5220110 General 144.17

Background checks Fire 5210128 General 75.85

Tools Fire 5220210 General 128.82

Conference Fire 5211325 General 98.72

Vehicle Maint Fire 5210910 General 636.08

Bldg Maint FIre 5220310 General 32.51

Strike Team lodging Fire 5211440 General 1,083.40

Verizon Fire 5210725 General 30.00

Summer Prog Supplies Rec 5220819 Summer 11,236.80

Office Supplies Rec 5220110 General 562.78

Marketing Rec 5210122 General 258.51

Comm. Events Rec 5220819 Community 2,164.93

Conference Rec 5211325 General 49.36

Vending Rec 5220826 Pool 1,046.74

GIT Prog Supplies Rec 5220819 Aquatics 247.59

Pool Supplies Rec 5220819 Pool 427.24

Pool first aid supplies Rec 5220828 Pool 422.33

Guard Clothing Rec 5220825 Pool 53.57

Janitorial Rec 5220827 General 5.53

Fingerprinting Rec 5210128 General 300.00

Pool Parts Rec 5220215 Pool 326.26

Pool Chems Rec 5220710 Pool 19.46

Conference Park 5211325 General 49.36

Playground Equip Park 5220310 General 516.25

Pest Control Park 5211532 General 240.66

2735 9/12/18 PG&E 1,851.33 Electricity Aug. Fire 5210810 General 10.52

Rec 5210810 General 1,648.15

Park 5210810 General 192.66

2736 9/12/18 AT&T 279.89 Phones Aug Fire 5210725 General 158.80

Park 5210725 General 20.02

Rec 5210725 General 101.07

2737 9/12/18 GovInvest Inc. 2,250.00 GASB 68 Valuation Park 5210120 General 562.00

Rec 5210120 General 563.00

Fire 5210120 General 1,125.00

2738 9/14/18 Western Exterminator 260.00 Pest Control Rec 5220310 Building 169.50

Fire 5220310 General 90.50

2739 9/14/18 Staples Credit Plan 320.75 Office Supplies Rec 5220110 General 320.75

2740 9/14/18 Honey Bucket 185.83 Porta Potty Park 5211220 General 185.83

2741 9/14/18 AFLAC 127.40 Disability Ins. Park 5130120 General 127.40

2742 9/14/18 Sara Frack 50.00 Refund overpayment Rec 4410225 Building 50.00

2743 9/14/18 Fretwell, Luke 147.09 GIT Prog Supplies Rec 5220819 Aquatics 147.09

2744 9/18/18 Marinwood CSD 43,438.53 Health Ins. Oct Fire 5130120 General 26,030.62

Rec 5130120 General 6,524.81

Park 5130120 General 10,883.10

2745 9/18/18 Liebert Cassidy Whitmore 210.00 Legal Fees Fire 5210131 General 210.00

2746 9/18/18 AT&T 91.00 Internet Park Park 5210725 General 91.00

2747 9/18/18 Pitney Bowes 317.22 Postage Meter Rec 5220110 General 241.14

NO. DATE VENDOR

TOTAL

CLAIM PURPOSE Class GL Account Job AMOUNT

Fire 5220110 General 38.04

Park 5220110 General 38.04

2748 9/18/18 Greatland 175.38 Check Stock Fire 5220110 General 43.84

Park 5220110 General 43.85

Rec 5220110 General 87.69

2749 9/18/18 Grainger 45.06 Office Supplies Fire 5220110 General 45.06

2750 9/18/18 Precision Concrete Cutting 8,728.00 Sidewalk Repairs Park 5220310 General 8,728.00

2751 9/18/18 Pitney Bowes 500.00 Postage Fire 5220110 General 42.00

Rec 5220110 General 458.00

2752 9/18/18 LN Curtis & Sons 222.59 Fire Equip Fire 5220210 General 222.59

2753 9/18/18 Airgas USA LLC 126.98 Co2 Pool Chems Rec 5220710 Pool 126.98

2754 9/18/18 All Star Rents 168.04 Aerator Rental Park 5211220 General 168.04

2755 9/19/18 Lucas Valley Homeowners 336.00 Tennis Ct Rentals Rec 5220819 Tennis 336.00

2756 9/19/18 Bruton, Robyn 142.06 Preschool Supplies Rec 5220819 Preschool 142.06

2757 9/19/18 US Bank Corporate Svcs 30,268.97 Replac Equip/Hydrant Fire 5220210 General 2,189.82

Food/Station Supplies Fire 5220810 General 3,710.55

Vehicle Maint Fire 5210910 General 90.41

Gas Fire 5220610 General 546.07

Travel Fire 5211440 General 25.00

Training Materials Fire 5211340 General 29.99

Station Supplies Fire 5220825 General 258.45

Office Supplies Fire 5220110 General 330.18

Data Fire 5210725 General 30.00

Vending Rec 5220826 Pool 1,045.04

Summer Prog Supplies Rec 5220819 Summer 12,223.52

Staff Training Rec 5211315 Pool 305.84

Comm. Events Rec 5220819 Community 1,385.68

Marketing Rec 5210122 General 295.00

Gloves- First aid Rec 5220828 Pool 212.84

Office Supplies Rec 5220110 General 156.22

LGT Cert Cards Rec 5220819 Aquatics 363.20

Paint Rec 5220310 Building 169.55

CPR Cert Cards Rec 5220819 Adult 424.00

First aid supplies Rec 5220828 Pool 164.87

Coffee Rec 5220819 Pool 21.64

Preschool Supplies Rec 5220819 Preschool 24.21

Pool Equip Rec 5220215 Pool 5,479.33

Smoke Alarms/Poop Bags Park 5220310 General 547.56

Pest Control Park 5211532 General 240.00

2758 9/19/18 Marinwood CSD 11,181.03 Retirement 9.14.18 Park 5130510 General 1,154.09

Rec 5130510 General 1,627.62

Fire 5130510 General 8,399.32

2759 9/21/18 Co of Marin Central Collect 581.11 Fuel Parks Park 5220610 General 215.24

Vehicle Maint Park 5210910 General 365.87

2760 9/21/18 Delta Dental 2,382.75 Dental Ins. Oct Fire 5130120 General 1,510.99

Park 5130120 General 448.66

Rec 5130120 General 423.10

2761 9/21/18 Ongaro & Sons 14,264.70 HVAC Instal Firehouse Fire 5220910 General 14,264.70

2762 9/21/18 Cal PERS 8,333.00 OPEB Trust Park 5130130 General 2,833.00

Rec 5130130 General 417.00

Fire 5130130 General 5,083.00

2763 9/24/18 Comcast 136.13 Internet Oct Fire 5210725 General 136.13

2764 9/24/18 Correa, Cesar 249.99 Kitchen supplies Fire 5220310 General 249.99

2765 9/24/18 Treemasters 3,450.00 Vegetation Management Fire 5211140 General 3,450.00

2766 9/24/18 Kaiser Foundation 520.00 Physician svcs Fire 5140130 General 520.00

2767 9/24/18 911 Safety Equip 240.00 Coat and Pant Fire 5220210 General 240.00

2768 9/24/18 Postal Palace 26.27 Fex Ed Charges Fire 5220110 General 26.27

2769 9/24/18 Marinwood Market 8,180.00 MIP Comm Events Rec 5220819 Community 311.00

Camp Lunches Rec 5220819 Summer 7,869.00

2770 9/25/18 Brackett, Ryan 277.27 Aflac Reimb QTR 1 FIre 5130120 General 277.27

2771 9/25/18 Correa, Cesar 277.27 Aflac Reimb QTR 1 Fire 5130120 General 277.27

2772 9/25/18 Sean Day 242.41 Aflac Reimb QTR 1 Fire 5130120 General 242.41

2773 9/25/18 Papanikolaou, John 259.07 Aflac Reimb QTR 1 Fire 5130120 General 259.07

2774 9/25/18 Selvitella, Brandon 247.45 Aflac Reimb QTR 1 Fire 5130120 General 247.45

2775 9/25/18 Smith, Brian 148.05 Aflac Reimb QTR 1 Fire 5130120 General 148.05

2776 9/25/18 Jeff Smith 247.24 Aflac Reimb QTR 1 Fire 5130120 General 247.24

2777 9/25/18 Vision Svcs Plan 410.76 Vision Ins Oct Fire 5130120 General 228.20

Park 5130120 General 86.73

Rec 5130120 General 95.83

2778 9/25/18 SDRMA 211.19 Life Ins Oct Fire 5130120 General 69.80

Park 5130120 General 62.79

Rec 5130120 General 78.60

2779 9/25/18 Ca Assoc of Pro Fire 220.50 Long Term Dis Oct Fire 5130120 General 220.50

2780 9/25/18 Ongaro & Sons 1,116.56 Annual HVAC Maint Fire 5220310 General 918.00

NO. DATE VENDOR

TOTAL

CLAIM PURPOSE Class GL Account Job AMOUNT

Rec 5220310 Building 198.56

2781 9/25/18 Comcast 127.06 Cable Firehouse Fire 5210725 General 127.06

2782 9/25/18 Carquest Auto 90.72 Vehicle Maint Fire 5210910 General 90.72

2783 9/25/18 Steven Ashdown 30.60 Reimb. Fire Supplies Fire 5220926 General 30.60

2784 9/25/18 Life Assist 253.25 BP unit and splint Fire 5220210 General 253.25

2785 9/25/18 LGVSD 15,984.40 Sewer FY 18/19 Fire 5210835 General 4,795.32

Rec 5210835 General 9,590.64

Park 5210835 General 1598.44

2786 9/25/18 PG&E 1,433.93 Streetlights Sept Streetlights 5210825 General 1,433.93

2787 9/25/18 Grainger 71.14 Bldg Maint Fire 5220310 General 71.14

2788 9/25/18 DC Electric 266.32 Streetlights Aug Streetlights 5210915 General 266.32

2789 9/25/18 Mehciz, Gerald 98.40 Tennis Prog Rec 5210146 Tennis 98.40

TOTAL: 342,998.42 342,998.42

Total by Department:Streetlights 1,700.25

Fire Department 173,964.05Recreation Department 117,488.25

Park Department 49,845.87

Memo

To: Board of Directors

From: Eric Dreikosen, District Manager

Date: October 9, 2018

Re: Amendment Considerations to Financial Reserves Policy

Directors,

Please see the current Marinwood CSD Financial Reserves Policy included in this packet. As discussed briefly at the September 2018 board meeting, there is potential and possible need for two amendments to the current policy: 1. Capital Reserves

As a function of the District’s efforts for long-term fiscal health and sustainability, the Board of Directors have approved an allocation of $100,000 in both the immediate past and current fiscal years (FY18 & FY19) specific to establishing Capital Reserves. Current policy is ambiguous as to how and where such funds are to be held and recorded. In addition to other potential possibilities not listed, staff is recommending the Board of Directors consider and discuss the following two options in preparation of a potential amendment to the current policy:

a. Providing a clear statement and procedure for establishing a Board-designated Capital Reserves fund to be held in a separate investment account and noted properly on the District’s balance sheet and/or other financial statements.

b. Providing a clear statement and procedure for establishing Board-designated capital reserves

to be held within our general fund at the County Treasury and noted properly within the District’s balance sheet and/or other financial statements.

2. Other Post Employment Benefit (OPEB) Trust Fund

As suggested by the actuary of the District’s most recent OPEB actuarial study during his presentation, the District stands to benefit from a more clearly defined statement regarding an annual minimum amount to be contributed to the OPEB trust established in FY17. To date, the Board of Directors allocated and the District contributed a total of $60,000 to the trust during FY18. The Board of Directors further allocated an additional $100,000 to be allocated to the trust during FY19. Staff is recommending the Board of Directors consider and discuss an amendment to the current policy thus stating a specific minimum contribution to be allocated and contributed to the trust during each fiscal year. In following the guidance and recommendation of the actuary referenced earlier, staff further recommends said minimum contribution be set no lower than $60,000 annually, if not higher.

Based on board discussion and consensus of the two items listed above, staff will prepare a draft amendment to the current Financial Reserves Policy to be reviewed and potentially adopted at a future Board of Directors meeting.

RESOLUTION NO. 2017-01

RESOLUTION OF THE BOARD OF DIRECTORS OF

MARINWOOD COMMUNITY SERVICES DISTRICT

ESTABLISHING FINANCIAL RESERVE POLICY

WHEREAS, (1) the Marinwood Community Services District strives to ensure that it will be

able to meet its operational, capital and debt service obligations, and

WHEREAS, (2) the District strives to reduce the need for borrowing for capital improvements,

maintenance and equipment purchases, and

WHEREAS, (3) prudent management of the District calls to identify the amounts needed for

each purpose, to establish and periodic review of funding levels for each

purpose, and

WHEREAS, (4) the Board of Directors has previously determined the need to establish a

restricted account to fund its Other Post-Employment Benefits liabilities,

therefore be it

RESOLVED, (a) The Board of Directors establishes the Marinwood Community Services

District Reserve Policy as follows:

1. Legally Restricted Reserves

Pensions: The District is legally obligated to pay an Annually Required Contribution to

CalPERS for employee pensions.

Other Post-Employment Benefits: The District at its discretion may periodically set aside

reserves in an irrevocable trust to cover employee post-employment healthcare benefits.

Debt Service Reserves: When the District must incur debt for substantial capital projects,

debt covenants requiring reserves to be held by the lender for the duration of the loan are

likely to ensure timely repayment of the loan.

2. Board Restricted Reserves

Capital Reserve Funds: In public meetings during budget review and approval process,

and based on annual staff review of capital needs for each District function, the Board of

Directors may approve setting aside in a reserve account sufficient funds each year to

eliminate or reduce the need for financing of anticipated required maintenance,

replacement or acquisition of capital assets.

Passed and adopted at a regular meeting of the Board of Directors of Marinwood Community

Services District this 14th Day of February, 2017 by the following vote:

AYES: Kleinman-Green, Naylor, Perry, Schwartz, Shea

NOES:

ABSENT:

ABSTAIN:

s/ Bill Shea

Bill Shea

President, Board of Directors

Attest:

s/ Carolyn Sullivan

Carolyn Sullivan

Secretary to the Board of Directors

District Manager Report October 9, 2018 Submitted by: Eric Dreikosen, District Manager The information below is intended to provide a brief update on select District initiatives, activities and items of note and should not be viewed as a complete list of all current District activities or initiatives. Staffing Transitions: With the retirement of Senior Administrative Assistant, Paula Collins, former Administrative Assistant Carolyn Sullivan has formally assumed this position. Additionally, a conditional offer of employment has been extended to a highly-qualified applicant for the Administrative Assistant position, which was accepted. Pending final pre-employment procedures, the incoming Administrative Assistant is anticipated to begin employment with Marinwood on October 22nd. Fire Chief Roach and I have been meeting regularly in preparation of his impending retirement. As the Board is aware, Chief Roach has stated his final day of employment to be October 31, 2018. Beyond the daily operational, administrative and chief officer needs of the fire department that will be assumed by San Rafael FD upon transition of the District’s newly formed agreement, Chief Roach has been very helpful in identifying as many additional details as possible that will need to be tended to after his departure as well. LAFCO Update: In accordance with the most recent LAFCO agenda for their meeting to be conducted on October 11, 2018, the Commission will be considering permanent appointment to their Executive Officer position. The position is currently filled by an Interim Executive Officer. As the Board is aware, LAFCO has experienced a large amount of staff turnover and transition during the past year. The permanent appointment of this position should help the Commission to provide stability and turn focus back to some of the projects outstanding in their stated work plan for FY 18/19. Relatedly and as further stated on the October 11 agenda, the Commission will also be considering entering into contract with a 3rd-party provider to manage the process and completion of the San Rafael Area Municipal Service Review (MSR), of which Marinwood is included. Assuming this contract is approved, it is hopeful the MSR may still be completed during this fiscal year. The October 11 LAFCO agenda can be viewed in full here: http://marinlafco.org/AgendaCenter/MARIN-LAFCo-Agendas-and-Staff-Reports-2/ Commission Appointments: Notice has been posted at the community center, the District website as well as various social media announcing appointment opportunities to both the Park & Recreation and Fire Commissions, in accordance with the respective commission bylaws. Additionally, both Commissions have been made aware as to whose terms will be expiring. Those commissioners whose terms are expiring have been informed that they are eligible to re-apply for an additional term should they so desire. All interested applicants have until November 2, 2018 to provide the District a Letter of Interest in appointment. Applicants will be presented to the Board at the November board meeting for appointment effective January 2019. Several other items of note that I have been working on during the past month are included as separate agenda items. These will be presented and discussed at those times.

MARINWOOD COMMUNITY SERVICES DISTRICT

AGREEMENT BETWEEN THE COUNTY OF MARIN AND MARINWOOD

COMMUNITY SERVICES DISTRICT FOR FIRE PROTECTION AND

EMERGENCY SERVICES TO COUNTY SERVICE AREA 13

THIS AGREEMENT, made and entered into this ____ day of __________________, 2018, by

and between the MARINWOOD COMMUNITY SERVICES DISTRICT, hereinafter referred to as

"District," and the COUNTY OF MARIN, acting on behalf of County Service Area No. 13, hereinafter

referred to as "Service Area:”

WITNESSETH

For and in consideration of the mutual promises and covenants hereinafter contained, the parties hereto do

hereby agree as follows:

1. This agreement shall be for Fiscal Year 2018-2019 (July 1, 2018 through June 30, 2019)

2. District agrees to provide the residents and property owners of Service Area with fire

protection and emergency services in the Service Area for the above-referenced period. Such fire

protection and emergency services will be provided on the same basis as it is provided to the residents and

property owners of the District.

3. In consideration of the provisions of such fire protection and emergency services, Service Area

agrees to pay District the sum of $601,317.00, as calculated on Exhibit A, payable in installments as

follows:

January 31, 2019 $ 300,658.50

April 30, 2019 $ 150,329.25

June 30, 2019 $ 150,329.25

4. In the event the cost of providing such service by District to Service Area exceeds the aforesaid

sum of $601,317.00, the amount to be charged Service Area in the following fiscal year shall be increased

by a sum equal to Service Area’s pro-rata share of the excess, as said share is calculated in Exhibit A. In

the event the cost of providing service by District to Service Area is less than the aforesaid sum, the amount

2

to be charged Service Area in the following year shall be decreased by Service Area’s pro-rata share of said

surplus.

5. The District agrees as part of its ongoing annual contract with Service Area that it will not

charge CSA 13 for litigation costs and damages incurred by the District.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year

above written.

COUNTY OF MARIN

______________________________________

Damon Connolly

President, Board of Supervisors

ATTEST:_________________________

Clerk

MARINWOOD COMMUNITY SERVICES DISTRICT

______________________________________

Leah Green

President, Board of Directors

ATTEST:_________________________

Eric Dreikosen, District Manager

Approved by the Board of Directors of the Marinwood Community Services District at a regular meeting of

the Board held on the 9th day of October, 2018.

3

EXHIBIT A

COUNTY SERVICE AREA NO. 13 FIRE PROTECTION CONTRACT

CALCULATION FOR FISCAL YEAR 2018-19

CALCULATE ADJUSTED FIRE BUDGET:

Total Marinwood Fire Budget FY 2018-19 2,625,830

Adjust: 2018/2019 Engine Lease

Adjust: 2018/2019 Fire Department Capital Reserves Allocation

Adjust: 2018/2019 OPEB Trust Contribution Allocation

-43,000

-80,000

-61,000

Adjusted Fire Budget

2,441,830

CALCULATE SQUARE FOOTAGE RATIO:

Square footage Marinwood CSD 2018-19 3,314,527

Square footage CSA 13 2017-18 1,156,381

Total square footage 4,470,908

Ratio of square footage 25.86%

CSA 13 Contract per CSD Budget for Fiscal Year 2018-19: 631,457

Less: Pro-rata Share of Under Budget 2017-18 -4,142

Less: Credit for 2017-18 Out-of-County & reimbursements -25,998

Total of Payments due from CSA 13: 601,317

1

AGREEMENT BETWEEN THE COUNTY OF MARIN AND

MARINWOOD COMMUNITY SERVICES DISTRICT FOR FIRE PROTECTION

AND EMERGENCY RESPONSE SERVICES FOR THE JUVENILE HALL SITE

THIS AGREEMENT, made and entered into this ___ day of _______________, 2018,

by and between the COUNTY OF MARIN, hereinafter referred to as “County” and the

MARINWOOD COMMUNITY SERVICES DISTRICT, hereinafter referred to as “District”:

WITNESSETH

For and in consideration of the mutual promises and covenants hereinafter contained,

the parties hereto do hereby agree as follows:

1. This Agreement shall be for Fiscal Year 2018-2019.

2. District agrees to provide the residents and property owners of the area known as

“Juvenile Hall Site”, hereinafter “Site”, with fire protection and emergency response services

for FY 2018-2019. Said services will be provided on the same basis as it is provided for the

residents and property owners of District.

3. In consideration of the provisions of said structural fire protection, County agrees

to pay District the sum of $92,385, as calculated on Exhibit A. Said payment shall be due and

payable on or before January 31, 2019.

4. The basic charge shall be .4250 cents per square foot, plus the fire square footage

charge assessed in District for the current fiscal year, .3313 cents per square foot. The total

square footage charge is applied to the total square footage of all structures on the Site,

formerly called the County Farm, including the Rotary Club Senior Housing, County offices,

Juvenile Hall, and County schools. Billing for the structures used by Marin County Schools

shall be sent to the Marin County Office of Education; billing for all other County structures

and Rotary Club Housing shall be sent to the County Auditor.

IN WITNESS WHEREOF the parties hereto have executed this Agreement on the day

and year above written.

COUNTY OF MARIN:

_____________________________________

Damon Connolly

President, Board of Supervisors

ATTEST: _____________________

Clerk

MARINWOOD COMMUNITY SERVICES DISTRICT:

______________________________________

Leah Green

President, Board of Directors

ATTEST: ______________________

Eric Dreikosen, District Manager

Approved by the Board of Directors of Marinwood Community Services District at a regular

meeting of the Board held the 9th day of October, 2018.

2

EXHIBIT A

JUVENILE HALL SITE FIRE SERVICE CHARGE CALCULATION

Basic charge .4250 cents

Marinwood CSD service charge 2018-2019

(approved by voters November 2011)

.3313 cents

Total service charge rate, County Farm .7563 cents

Square footage County Schools 14,708

Square footage County Farm facilities:

Rotary Senior Housing est. 53,732 sq. ft.

County buildings 53,713 sq. ft. 107,445

Total square feet, County Farm 122,153 sq. ft.

Service charge County Schools (sq ft x .service charge rate) $11,124

Service charge other County (sq ft x .service charge rate) $81,261

TOTAL FIRE PROTECTION SERVICES TO JUVENILE

HALL SITE, FY 2018-2019

$ 92,385

Memo

To: Board of Directors

From: Eric Dreikosen, District Manager

Date: October 9, 2018

Re:

Update on Chief Officer Services Agreement & Considerations for Future Board Meeting Materials

Directors,

At the September 11, 2018 meeting, the Board of Directors approved the FIRST AMENDMENT TO JOINT EXERCISE OF POWERS AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND MARINWOOD COMMUNITY SERVICES DISTRICT FOR FIRE PROTECTION, EMERGENCY SERVICES, AND PERSONNEL SHARING allowing for Chief Officer Services to be provided to the Marinwood Fire Department by the San Rafael Fire Department. The amendment was subsequently approved by the San Rafael City Council on October 1, 2018. While staff from both agencies had met several times prior to the respective approvals, we have continued to meet in a more detailed fashion in final preparation of this transition. Most recently, Chief Roach and I along with San Rafael Fire Chief Gray, Deputy Chief Sinnott and the team of San Rafael Fire Battalion Chiefs met to discuss several details ranging from daily needs to big picture. The meeting was very productive with all people involved seeming positive regarding this transition. While I anticipate there to be learning moments through the first several months of this transition, we will continue to meet as often as needed and possible leading up to the effective date to help ensure as seamless a transition as possible. Both agencies anticipate an effective date of this agreement to be November 1, 2018. Furthermore, both agencies have noticed their respective labor groups inviting to meet and confer regarding any identified negotiable impacts. In regards to future board meetings and recognizing this is subject to change, staff would appreciate any direction from the Board regarding requested documents to be included as regular items into meeting packets. Chief Roach has been including a monthly Activity Summary of the month prior to the meeting as well as a monthly Chief Report. As stated in the agreement, Chief Gray or another member of the San Rafael Fire Department management team will be attending future board meetings to present any relevant information and materials.

Memo

To: Board of Directors

From: Eric Dreikosen, District Manager

Date: October 9, 2018

Re: Request for Brief Hiatus of Fire Commission Meetings

Directors,

With the anticipated November 1, 2018 transition of Marinwood Fire Department Chief Officer Services to be provided by San Rafael Fire Department, staff is requesting a brief hiatus occur for the Fire Commission, thus allowing the primary focus to be on the operational and administrative needs of the department during the initial stages of this transition. At a minimum, staff would prefer and is requesting to cancel the November commission meeting scheduled for November 6th (4 business days after the anticipated transition date). However, it is also anticipated that there will be a significant turnover of commissioners for the upcoming terms beginning in January 2019. As such, staff believes it to be most effective and efficient to resume Fire Commission meetings after the January 2019 terms have begun and the updated make-up of the Commission is formed and seated. This will allow the newly-formed Commission body to discuss with staff from both agencies in regards to what types of regular documents and information they would most prefer be included as regular items for future commission meetings.

Memo

To: Board of Directors

From: Eric Dreikosen, District Manager

Date: October 9, 2018

Re: Review of Current Shared Services Agreement with San Rafael

Directors,

This item has been added to the agenda at the request of Director Schwartz. For reference a complete copy of the original JOINT EXERCISE OF POWERS AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND MARINWOOD COMMUNITY SERVICES DISTRICT FOR FIRE PROTECTION, EMERGENCY SERVICES, AND PERSONNEL SHARING (commonly referred to as the Shared Services Agreement) formed in April, 2014 has been included in the packet. Also included is the recently approved FIRST AMENDMENT TO JOINT EXERCISE OF POWERS AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND MARINWOOD COMMUNITY SERVICES DISTRICT FOR FIRE PROTECTION, EMERGENCY SERVICES, AND PERSONNEL SHARING allowing for Chief Officer Services to be provided to the Marinwood Fire Department by the San Rafael Fire Department.

1

FIRST AMENDMENT

TO

JOINT EXERCISE OF POWERS AGREEMENT BETWEEN THE CITY

OF SAN RAFAEL AND MARINWOOD COMMUNITY SERVICES

DISTRICT FOR FIRE PROTECTION, EMERGENCY SERVICES, AND

PERSONNEL SHARING

THIS FIRST AMENDMENT TO AGREEMENT is entered into on [MONTH] [DAY],

[YEAR], by and between the CITY OF SAN RAFAEL, a charter city and municipal corporation

organized and existing under the Constitution and laws of the State of California (hereinafter

“CITY"), and MARINWOOD COMMUNITY SERVICES DISTRICT, a community services

district organized under the Community Services District Law, codified as Government Code

section 61000 et seq. (hereinafter the “DISTRICT”). CITY and DISTRICT may sometimes

hereinafter individually be referred to as a “party” or jointly as the “Parties.”

RECITALS

A. On April 8, 2014, the Parties entered into an agreement entitled “Joint Exercise of

Powers Agreement between the City of San Rafael and Marinwood Community Services District

for Fire Protection, Emergency Services, and Personnel Sharing” (hereinafter the “Agreement).

B. In addition to the provisions for services and personnel sharing in the Agreement,

the DISTRICT is also in current need of obtaining Fire Chief Officer Services necessary for the

administration and operations of the Marinwood Fire Department.

C. The CITY, through its Fire Chief, Fire Department command staff, and other

personnel, possesses the skills, expertise and other necessary resources needed to satisfy the

DISTRICT’s current need for Fire Chief Officer Services, and is willing to provide those services

to the DISTRICT.

D. In accordance with the Section 12 of the Agreement, the Parties wish to amend the

Agreement to additionally include Fire Chief Officer Services as described in this First

Amendment.

NOW, THEREFORE, in consideration of the mutual and respective promises, and

subject to all the terms and conditions of said Agreement, except as herein modified, the parties

agree to amend the Agreement as follows:

2

ARTICLE 1.

Exhibit A to the Agreement is hereby replaced with “EXHIBIT A” attached to this First

Amendment and incorporated herein by reference.

ARTICLE 2.

Any and all references in the Agreement to the DISTRICT’s “Fire Chief” shall be

deemed to refer to DISTRICT’s District Manager or their designee.

ARTICLE 3.

New Section 2.1 entitled “FIRE CHIEF OFFICER SERVICES – CITY OBLIGATIONS

TO DISTRICT”, is hereby added to the Agreement to read in its entirety as follows:

2.1. FIRE CHIEF OFFICER SERVICES – CITY OBLIGATIONS TO DISTRICT

A. Cooperation. CITY will cooperate with DISTRICT regarding CITY’S performance

of Fire Chief Officer Services, recognizing the Fire Chief Officer Services provided pursuant to

this Agreement are required for oversight of all DISTRICT fire operations.

B. Provision of Fire Chief Officer Services. CITY will provide the Fire Chief Officer

Services described in Exhibit B, attached and incorporated herein by reference (“Fire Chief

Officer Services"). For the purposes of this Agreement, all references to CITY’S “Fire Chief”

shall be deemed to refer to the San Rafael Fire Chief or their Designated Chief Officer.

C. Compensation of CITY Personnel. Throughout the term of this Agreement, CITY

will continue to be responsible for all compensation provided to CITY personnel including

CITY’S Fire Chief.

ARTICLE 4.

New Section 3.1 entitled “FIRE CHIEF OFFICER SERVICES – DISTRICT

OBLIGATIONS TO CITY”, is hereby added to the Agreement to read in its entirety as follows:

3.1 FIRE CHIEF OFFICER SERVICES – DISTRICT OBLIGATIONS TO CITY

A. Cooperation. DISTRICT will cooperate with CITY regarding CITY’S performance

of Fire Chief Officer Services, recognizing the Fire Chief Officer Services provided for oversight

of DISTRICT operations pursuant to this Agreement are provided in addition to CITY’S

ongoing oversight of CITY’S Fire Department services.

B. Payment for Fire Chief Officer Services. DISTRICT will reimburse CITY for the

cost of providing Fire Chief Officer Services pursuant to this Agreement, as follows:

3

i. DISTRICT shall pay CITY a flat annual fee for services in an amount agreed

upon by both Parties (the “Services Fee”), which the Parties agree shall be the

sum of $96,320.20 for the first year of the term of this Agreement. At the end of

each year of the term, the Services Fee for the next year shall be increased by

three percent (3%) of the then-current Services Fee. CITY shall submit invoices

to DISTRICT in accordance with this Agreement not more often than monthly,

and DISTRICT shall pay any such invoices within 30 days;

ii. At the end of five years, if CITY determines its costs associated with the

provision of Fire Chief Officer Services as provided in this Agreement exceed the

then-current Services Fee, CITY may, with not less than sixty (60) days’ notice to

DISTRICT, request an increase of the Services Fee and the Parties agree to

negotiate in good faith a mutually agreeable resolution of the requested fee

adjustment prior to the requested effective date of such adjustment. The agreed

upon fee shall become the new “Services Fee” and shall be subject to the

adjustments over five years provided in Subsection B.i. above. Thereafter

throughout the term of this Agreement, a similar process may be followed for

adjustment of the Services Fee not more frequently than every five years.

ARTICLE 5.

Section 2, TYPE OF ASSISTANCE – CITY TO DISTRICT, is hereby amended to delete

Subsection F thereof in its entirety.

ARTICLE 6.

Section 7, EMPLOYER/EMPLOYEE RELATIONSHIP, Subsection B, Discipline, is

hereby amended to read in its entirety as follows:

B. Discipline. The Receiving Agency may not reprimand, suspend, or take any

disciplinary action whatsoever against an employee of the Sole Employer temporarily

assigned to the Receiving Agency. Only the Sole Employer may discipline an employee

temporarily assigned to a Receiving Agency, regardless of the number of hours the

employee may be assigned to the Receiving Agency. The Receiving Agency may

recommend that disciplinary action be considered by the Sole Employer, provided that

nothing in this Agreement shall require the Sole Employer to implement the recommended

disciplinary action. If DISTRICT is the Sole Employer, all recommendations by CITY

that disciplinary action be considered shall be made by CITY’S Fire Chief or Designated

Chief Officer only. If CITY is the Sole Employer, all recommendations by DISTRICT

that disciplinary action be considered shall be made by DISTRICT’S District Manager or

their designated representative only.

4

ARTICLE 7.

Except as hereinabove amended, all terms and conditions of the Agreement shall remain

in full force and effect.

IN WITNESS WHEREOF, the Parties hereto have executed this First Amendment on

the day first written above.

CITY OF SAN RAFAEL MARINWOOD COMMUNITY

SERVICES DISTRICT

______________________________ ______________________________

Gary O. Philips, Mayor Leah Green, Board President

______________________________ ______________________________

Jim Schutz, City Manager Eric Dreikosen, District Manager

______________________________

Christopher Gray, Fire Chief

ATTEST: ATTEST:

______________________________ ______________________________

Lindsay Lara, City Clerk Carolyn Sullivan, Secretary to the Board of

Directors

APPROVED AS TO FORM: APPROVED AS TO FORM:

_________________________________ _____________________________

Robert F. Epstein, City Attorney [INSERT NAME], District Counsel

Station 55

Station 54

Station 56

Station 51 (Temp)Station 52 (Temp)

Station 53 (Temp 57)

Station 58 MarinwoodSan Rafael Fire Administration

Esri, HERE, Garmin, © OpenStreetMap contributors, and the GIS usercommunity

¯

EXHIBIT A

0 1.5 30.75 Miles

San RafaelMarinwood

Fire Departments

EXHIBIT B

FIRE CHIEF OFFICER SERVICES

The Fire Chief Officer Services provided by the CITY’s Fire Chief or Designated Chief Officer to

DISTRICT pursuant to this Agreement will generally include the following:

1. CITY’s Fire Chief or Designated Chief Officer will assist DISTRICT’s District Manager in

administering all operations of DISTRICT’s Fire Department by being responsible for the

planning, organizing, staffing, coordinating, directing, and budgeting of all functions,

policies, and procedures of DISTRICT’s Fire Department; ensuring protection of the lives

and property of residents from loss due to fire or related hazards; coordinating operations of

the Fire Department with other fire departments and other agencies.

2. CITY’s Fire Chief or Designated Chief Officer will respond to emergency incidents and

assume the role of incident commander as needed and/or support the incident commander as

warranted.

3. CITY’s Fire Chief or Designated Chief Officer will attend DISTRICT’s Board of Directors

meetings and prepare reports as needed or directed, subject to the availability of CITY’S Fire

Chief.

4. CITY’s Fire Chief or Designated Chief Officer will attend DISTRICT’s Fire Commission

meetings and prepare reports as needed or directed, subject to the availability of CITY’s Fire

Chief.

5. CITY’s Fire Chief or Designated Chief Officer will determine work schedules and make

work assignment as required to ensure adequate staffing levels.

6. CITY’s Fire Chief or Designated Chief Officer will prepare narrative and statistical reports

relating to the administration and operations of DISTRICT’s fire department.

7. CITY’s Fire Chief or Designated Chief Officer will respond to correspondence relating to the

administration and operations of DISTRICT’s fire department.

8. CITY’s Fire Chief or Designated Chief Officer will prepare and administer DISTRICT’s

fire department budget, subject to approval of DISTRICT’s Board of Directors and in

conjunction with DISTRICT’s District Manager or their designee.

9. CITY’s Fire Chief or Designated Chief Officer will have sufficient knowledge of the

Insurance Services Office rating schedule to assist in achieving the best possible rating for

DISTRICT’s fire department with the available resources.

10. CITY’s Fire Chief or Designated Chief Officer will direct the establishment and maintenance

of records necessary to meet both legal requirements and standards as adopted by the

DISTRICT.

11. CITY’s Fire Chief or Designated Chief Officer will send NFIRS reports to State Fire

Marshal's Office as required.

12. CITY’s Fire Chief or Designated Chief Officer will initiate cost recovery billing for

emergency incidents to the appropriate agency.

13. CITY’s Fire Chief or Designated Chief Officer will review budget performance monthly and

will prepare written reports to the Fire Commission relating to this same topic.

14. CITY’s Fire Chief or Designated Chief Officer will oversee the purchasing of supplies and

equipment and approve all expenditures. All expenditures shall be appropriated in

DISTRICT’s budget, which shall be approved by DISTRICT’s Board of Directors.

15. CITY’s Fire Chief or Designated Chief Officer will review and approve all invoices and

allocate them to the appropriate general ledger accounts.

16. CITY’s Fire Chief or Designated Chief Officer will plan, organize, and direct the activities of

the DISTRICT’s fire department and the professional staff and volunteers engaged in fire

suppression, fire prevention, medical aid, rescue, hazardous material mitigation and disaster

planning in DISTRICT’s jurisdiction, as well as the general administration of the activities

specified in this section.

17. CITY’s Fire Chief or Designated Chief Officer will ensure personnel safety.

18. CITY’s Fire Chief or Designated Chief Officer will be responsible for investigation and

determination of fire causes and origin.

19. CITY’s Fire Chief or Designated Chief Officer will direct DISTRICT’s fire department's

training, fire prevention, and maintenance programs.

20. CITY’s Fire Chief or Designated Chief Officer will apply risk management programs,

including fire protection standards and applicable laws.

21. CITY’s Fire Chief or Designated Chief Officer will plan and supervise the requisition,

maintenance, operation, and proper utilization of materials, supplies, and equipment.

22. CITY’s Fire Chief or Designated Chief Officer will see that all applicable laws, ordinances,

codes, rules and regulations pertaining to fire protection are enforced.

23. CITY’s Fire Chief or Designated Chief Officer will supervise and review all tentative plans

for new developments for water supply mains, hydrants, sprinklers, and related items for

compliance with applicable regulations.

24. CITY’s Fire Chief or Designated Chief Officer will coordinate DISTRICT’s fire department

activities with those of other public and private agencies and CSD departments.

25. CITY’s Fire Chief or Designated Chief Officer will inspect personnel, equipment, and

quarters to ensure that DISTRICT’s fire department standards are attained.

26. CITY’s Fire Chief or Designated Chief Officer will report and make recommendations to the

DISTRICT’s Fire Commission and Board of Directors for the purchase of new apparatus and

other fire equipment; directs the preparation of specifications for new equipment.

27. CITY’s Fire Chief or Designated Chief Officer will formulate DISTRICT’s fire department

goals and objectives and develops plans for future operation and projected needs of the

Department to measure progress toward their achievement.

28. CITY’s Fire Chief or Designated Chief Officer will develop and coordinate DISTRICT’s

fire department disaster planning with the County master plan.

29. CITY’s Fire Chief or Designated Chief Officer will attend meetings of the Marin County

Fire Chiefs Association and other professional organizations and agencies as warranted,

subject to CITY’s Fire Chief’s availability.

30. CITY’s Fire Chief or Designated Chief Officer will assist in conducting all plan reviews of

remodels and new construction relating to fire.

31. CITY’s Fire Chief or Designated Chief Officer will know and understand building

construction codes, California Building Code, Uniform Fire Code, and International Wildland

Urban Interface Code.

32. CITY’s Fire Chief or Designated Chief Officer will lead DISTRICT in process of new fire

code adoption.

33. CITY’s Fire Chief or Designated Chief Officer will respond to reports of hazardous

conditions on private property.

34. CITY’s Battalion Chiefs will continue in the role of Operations Chiefs for DISTRICT

personnel and oversee daily management of DISTRICT’s operational personnel.

35. CITY’s Fire Chief or Designated Chief Officer will provide resources, as available and as

reasonable, to maintain DISTRICT’s CERT Program.

36. CITY’s Fire Chief or Designated Chief Officer will provide resources, as available and as

reasonable, to support DISTRICT’S Grant Award Management/Report Writing efforts.

October 5, 2018

To: Marinwood Board of Directors

From: Chief Tom Roach

Re: Activity Summary for September 2018

FULL TIME PAID STAFFING

Ten (10) full time paid personnel including:

Fire Chief Tom Roach

“A” shift- Captain Brandon Selvitella, Engineer Jeff Smith, Temp Firefighter Brad Davenport

“B” shift- Captain Ryan Brackett, Engineer Cesar Correa, Firefighter/PM William Kelly

“C” shift- Acting Captain/Engineer John Papanikolaou, Acting Engineer/Firefighter PM Sean

Day, Firefighter Otis Smith

Relief Firefighter Position-Vacant

Note- I have hired a temporary FF, Brad Davenport, from the Volunteer Program to fill the

position until a full time paramedic can be hired. Brad’s last day is October 25

VOLUNTEER STAFFING

17 Current Volunteers including:

1 Volunteer Battalion Chief

1 Volunteer Firefighter/AO’s

7 Volunteer Firefighters qualified as “responders” (includes AO’s & BC)

10 Volunteer Firefighter qualified as a “non responder”

EMERGENCY CALLS

In September 2018 the department responded to 116 emergency calls that were mostly medical

in nature. The department did respond with four other type 3 engines on a prepositioned strike

team assignment in Marin County during the red flag days in October. It’s a new strategy in

which high fire danger areas additional resources are staffed and placed in the County. It is a

reimbursable expense through OES.

COMMUNITY SERVICE/PREVENTION/ASSOCIATION MEETINGS

I completed two final inspections of a new solar systems in Marinwood during September.

One Board Meeting was held during September.

One Fire Commission meeting was held in September.

Eleven vegetation management inspections were done in September.

I resigned from the Dixie Schoolhouse Foundation in September.

I continued working with the Lions Club and the CERT Steering Committee on CERT

related issues in September. One CERT Steering Committee meeting was held in September.

Planning is underway for a large Community Meeting held in November.

I continued working with Kelby Jones of CSA 13 to make their community a Firewise Site

and improve their wildland fire safety. The Community was named a Firewise Sight in July.

The Lions Club Car Show was in September. The Safety Trailer was on display.

Two rough in sprinkler inspections were done in September.

TRAINING

Six minutes of Safety training was reviewed daily by on duty staff.

All three shifts went through multi company drills in September through CMTC and on line

training through Target Solutions. Topics included Active Shooter training and Firefighter

Safety and Survival.

Four Volunteer drills were held in September. Topics included active shooter training and

Firefighter Safety and Survival.

William Kelly began working on his Engineer certification training.

MAINTENANCE

All 4 department vehicles underwent a comprehensive monthly check during September.

All gas-powered equipment was checked weekly during the month.

All vehicle batteries were serviced and charged on a weekly basis during the month.

The kitchen is 98% completed. Some painting needs to be done.

I met with Kelby Jones, Tad from Treemasters, and Samantha from Open Space District to

plan and organize a joint vegetation management project on the Mt. Lassen median area.

The project was completed in August.

A vegetation management project was completed at the end of Valleystone in September.

A vegetation management project was completed at Bridgegate and Creekside during

September.

A chipper day in Marinwood was held in September. Another one is scheduled for October.

BUILDING MAINTENANCE

Every day daily maintenance is performed at the firehouse including but limited to-

o Clear and disinfect all tables, counter tops, desks in the Captains office,

communications room, chief’s office, day room, kitchen, and bathrooms.

o Empty all trash cans and replace liners

o Sweep and mop concrete floors in entire firehouse.

o Clean all dishes, pots and pans, and store.

o Wipe up any and all fluids from vehicles in apparatus room.

o Sweep and mop apparatus room floor.

o Disinfect and wash all of the bathrooms.

Also, Maintenance is done on a weekly basis-

o Monday-Dust all window ledges, drapes, and blinds

o Tuesday-Clean all windows and doors inside and out.

o Wednesday-Clean fridge and stove and microwave

o Thursday-Mow lawn and sweep and blow all outside areas of firehouse, front and

back.

o Friday-Recyclables outside, clean and disinfect showers.

o Saturday-Check all generators-including emergency generator, pumps, blowers, saws.

Drain air compressor. Last Saturday of the month hook up emergency power and

make sure it works.

o Sunday-Battery checks for suction units, cell phones, defibrillation units, and portable

radios.

October 5, 2018

To: Marinwood Board of Directors

From: Chief Roach

Re: Kitchen Status, Staffing, Chief Officer Agreement

Kitchen Status

The kitchen is 98% completed. Some touch-up painting needs to be done.

Staffing

Working on putting together a Firefighter Paramedic list together by the end of the

month.

Chief Officer Agreement

Eric and I had a productive meeting with Chief Gray, the three shift Battalion Chief’s

(Chief Jeff Rowan, Chief Kyle Hamilton, Chief Matt Windrem), Battalion Chief Training

Officer Jason Hatfield, and Deputy Chief Bob Sinnott. We discussed many transitional

issues and how operationally things will move forward. Additional meetings are

scheduled over October. I believe you will be in very good hands!

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MARINWOOD COMMUNITY SERVICES DISTRICT

DRAFT MINUTES OF PARK AND RECREATION COMMISSION MEETING

September 25, 2018

Time and Place: 7:00PM Marinwood Pool and Community Center

Present:

Commissioners: Shane Valentine, Jon Campo, Kathie Joseph, Sivan Oyserman, Jon Parkinson and John Tune.

Staff: District Manager Eric Dreikosen, Recreation Director Luke Fretwell and Administrative Assistant Carolyn Sullivan.

Park and Recreation Commission Facility Tour and Inspection: Marinwood Pool and Community Center

The Commission met at the Marinwood Pool and inspected the pool area and pump room. The Commissioners then moved into the

Community Center where they inspected the main hall, kitchen, lobby, and center entrance. The Commissioners wrote down their

concerns or comments for the Inspection Report.

Agenda

M/s Oyserman/Campo to approve agenda as presented. Ayes: Oyserman, Parkinson, Campo, Tune and Valentine.

Nays: None. Motion carried unanimously.

Public Comment on Non-Agenda Items

No comments.

Draft Minutes of August 28, 2018 Park and Recreation Commission Meeting

M/s Oyserman/Campo to approve Draft Minutes of August 28, 2018 Park and Recreation Commission Meeting. Ayes:

Oyserman, Parkinson, Campo, Tune and Valentine. Nays: None. Motion carried unanimously.

Draft Minutes of September 11, 2018 Board Meeting

Dreikosen commented the Board formally approved the Maintenance Facility project as proposed and to have staff move forward with

the planning and permitting process. Staff continues working with the architect is attempting to find a landscape architect. Parkinson

questioned if digging down to place a foundation would be a possibility. Tune replied that would not be advisable as you would need

to install sump pumps. Campo commented he feels the Commission and Board have made every effort to compromise with the

residents and feels confident in the project moving forward. Campo stated it is impossible to please 100 percent of the community at

all times. Dreikosen agreed the Board had taken into account the concerns while maintaining the needs of the District. Dreikosen

added there is support from the community as well. Parkinson stated the concerns from the residents have improved the project. Tune

commented this project has been thought about for over a decade. Past Commissions have tried to tackle the project, but were

untimely forced to give up. Tune thanked the Board for being resilient, not giving in to the few and helping this current proposal move

forward.

Draft Park and Recreation Commission Maintenance Inspection Report for Sites Visited to Date

Valentine asked if there were items missing or items needing further review. Tune commented the request for the ADA accessible

ramp from Quietwood to the panhandle is a resident request, not an item the Commission had requested and questioned if it should be

included in the report. Parkinson stated the panhandle is accessible from both ends of the park. Campo commented if a simple handrail

may be placed to improve access. Campo commented he is under the impression that the area would not require ADA needs seeing

that it is a dirt path. Valentine commented he was under the impression that any improvements made to District property would

require ADA access. Campo replied if it is a project that doesn’t require ADA it would be a good project for an Eagle Scout to take

on. Tune suggested removing the discussion regarding the Gaga ball pit. Dreikosen agreed, there is not sufficient room to move the pit

to the opposite side of the small fencing closer to the horseshoe pits. Tune commented additionally if staff were to restore the grass in

the area it would require too much water and harm the oak trees with root rot in the process. Oyserman commented she believes the

District should send a letter to homeowners that abut the open space regarding discarding foliage trimmings onto District property.

Fretwell commented that letter should be in conjunction with the vegetation management letter that is issued by the Fire Department.

Upcoming Commissioner Term Expirations and Appointment Opportunities

Dreikosen commented all information had been included in the packet. All appointments will be decided in November.

Recreation and Park Maintenance Activity Report

Fretwell stated the summer has wrapped up and staff is finalizing the financial numbers. It was the safest pool season in current

memory without any incident. Fretwell commented that Recreation Supervisor Lacey Merryman had resigned and staff will be soon

looking for her replacement. Parkinson thanked the Recreation staff for their time and usage of the field for the Lion’s Club Car Show.

Parkinson asked if they were any problems. Fretwell replied no, things looked good, just a bit of wear on the turf. The Parks Staff will

be working on annual turf repairs over the next few weeks’ one section at a time. Tennis courts 3 and 4 received a new topcoat and

2

patch job and small repairs to courts 1 and 2 will occur at a later date. The final work on shaving the sidewalks and pedestrian

pathways was completed this month as well.

Requests for Future Agenda Items

Valentine: Changing the meeting time to 7pm from 7:30pm.

The meeting concluded at 8:52PM.

The date of the next Park and Recreation Commission meeting is set for October 23, 2018 at Marinwood Community Center.

Respectfully submitted,

Carolyn Sullivan

Park & Recreation Report – October 2018 Luke Fretwell, Recreation Director

Recreation Activities

Special Events:

Our next special event is the Halloween Harvest Festival, which takes place Friday, Octo-ber 12th from 5-7pm and will feature pumpkin carving, arts & crafts, games, and food for sale. Robyn has some fun new activities planned and it should be a fun night of costumed camaraderie.

Our 6th Annual Art & Wine Show takes place Saturday, October 27th from 3-7pm and will feature works from over 40 local artists. Susan Press has once again organized the show, which will be a juried exhibition with 1st, 2nd, and 3rd prizes awarded, along with some hon-orable mentions. We will be offering wine tasting for interested attendees. We look forward to catching up with some of Marin’s finest artists and seeing their latest creations.

Pool/Aquatics

The pool season wraps up on Friday, October 12th. This fall we have offered lap swim, rec-reation swim, private swim lessons, water polo, and pool parties. Staffing is always chal-lenging this time of year and I am incredibly grateful to all our high school lifeguards for staying dedicated to the pool in spite of busy school and sports commitments, especially those individuals working the early morning shift before school on the weekdays. Though the close of the season always comes as a relief I will miss seeing everyone.

Classes/Programs

The after school program is going extremely well. Robyn and the staff have been coming up with exciting activities each week, some of which include making pasta from scratch, building lava lamps, and baking bread. Many of our kids are also taking advantage of the other classes going on throughout the week, including Tae Kwon Do, Hip Hop Dance, and piano.

New sessions have recently started for many of our other classes, including Babysitter’s Training, the many various adult and youth tennis classes, Yoga, Hip Hop Dance, and Ball-room Dancing.

Staff

After 29 years of dedicated service, Paula Collins retired on September 28th from her post as Marinwood’s senior administrative assistant. We already miss her dearly. We are, how-ever, excited that Carolyn Sullivan has moved into Paula’s old role. One week in, Carolyn is learning fast and the transition is going smoothly.

I am sorry to announce that our new Recreation Supervisor, Lacey Merryman, has ten-dered her resignation. We will be starting the process of finding her replacement in the coming weeks.

This year the recreation department has endured an inordinate number of position and per-sonnel changes. While it has been and continues to be challenging, I am incredibly grateful to Eric, Robyn, and Carolyn for picking up the slack, being flexible, supporting me, and helping ensure the continued safety and quality of our programs. I am excited for what feels like a new era in our department and I can’t wait to see how our new office dynamic evolves.

Park Maintenance Activities General Maintenance:

• Mow turf every other week (weather depending) • Empty garbage’s and dog receptacles three times a week • Clean Building each morning • Check/clean all three parks • Blow sidewalks and tennis courts • Weed control

Projects completed for September:

• Turf restoration in main park • Irrigation repairs in main park • Landscaping around community center • Tennis court repair • Landscaping in pool complex

Projects scheduled for October:

• Turf restoration in pool complex • Winterization of pool for off-season • Assess storm drains and address concerns before storm season • Assess creek for flood hazards and address before storm season

Upcoming Projects:

• Rail fence extension along creek in main park • Landscaping by Marinwood sign on Miller Creek Road • Fence extension and signage at Mini Park • Clearing of overgrowth along bus stop at Marinwood Ave. and Miller Creek Rd.

Tennis Courts:

• Courts 3 & 4 received a new top coat and patch job last week. The crew will be back out to make minor repairs to Courts 1 & 2 later in the season.

Sidewalk Repair:

• Precision Concrete Cutting finished the sidewalk repair project on August 31st, making repairs to 165 trip hazards.

Landesign Contracted Schedule:

• Weeding in LVE • Mowing berms in LVE • Median pruning • Blowing paths and walkways