Honey Lake Valley Recreation Authority

CITY OF SUSANVILLE 66 N. Lassen Street • Susanville CA Antone Jonas • Russ Brown • Tom Neely • Chris Gallagher • Thomas Herrera Honey Lake Valley Recreation Authority HLVRA Regular Meeting • City Council Chambers Tuesday, August 15, 2023 – 3:00 PM Addressing the Board Any person desiring to address the Board shall first secure permission of the presiding officer. Matters under the jurisdiction of the Board, and not on the Agenda, may be addressed by the public at a time provided in the Agenda under Public Comment. The Governing Board will not take action on any subject that is not on the Agenda. Call meeting to Order Roll Call of Board of Directors present 1. AGENDA APPROVAL:(Additions and/or Deletions) 2. APPROVAL OF MINUTES: 2.A Consider approval of minutes from the July 11, 2023 Special HLVRAÂ meeting 3. PUBLIC COMMENT ON CLOSED SESSION ITEMS (if any): Any person may address the Board at this time upon any discussion during Closed Session. 4. CLOSED SESSION: 5. CORRESPONDENCE: 6. PUBLIC COMMENT: Any person may address the Board at this time to comment on any subject on or not on the agenda. However, the Board may not take action on an item not on the agenda other than to direct staff to agendize the matter at a future meeting. 7. MATTERS FOR BOARD CONSIDERATION: 7.A Consider City Reimbursement request for the period of June 24,2023 through and including August 4, 2023. 7.B Review of the Fall Schedule 7.C Review of Projects to be completed at the pool 7.D General Pool Update 7.E Executive Officer Update 8. BOARD MEMBER ISSUES/REPORTS: 1 9. ADJOURNMENT The next regular meeting of the Honey Lake Valley Recreation Authority will be held on September 21, 2023 at 3:00PM. Reports and documents relating to each agenda item are on file in the Office of the City Clerk and are available for public inspection during normal business hours and at the meeting. These reports and documents are also available at the City’s website www.cityofsusanville.net, unless there were systems problems posting to the website. Accessibility: An interpreter for the hearing-impaired may be made available upon request to the City Clerk seventy-two hours prior to a meeting. A reader for the vision-impaired for purposes of reviewing the agenda may be made available upon request to the City Clerk. The location of this meeting is wheelchair-accessible. I, Marci Rojas, certify that I caused to be posted notice of the regular meeting scheduled for 08/15/2023 in the areas designated on 08/11/2023. 2  AGENDA ITEM NO. 2.A Action Item HONEY LAKE VALLEY RECREATION AUTHORITY AGENDA ITEM Submitted By: Marci Rojas, Public Works Action Date: August 15, 2023 SUBJECT: Consider approval of minutes from the July 11, 2023 Special HLVRA meeting PRESENTED BY: Bob Godman, Executive Officer SUMMARY: Attached for the HLVRA Board's review are the minutes from the July 11th, 2023 special meeting FISCAL IMPACT: None ACTION REQUESTED: Motion to waive oral reading and approve minutes from the July 11th, 2023 Special HLVRA meeting ATTACHMENTS: 20230711_HLVRA Special Meeting Minutes.docx 3  HONEY LAKE VALLEY RECREATION AUTHORITY SPECIAL MEETING Honey Lake Valley Recreation Authority Special Meeting Minutes TUESDAY, JULY 11, 2023 – 3:00 PM You are hereby notified that a SPECIAL MEETING of the HLVRA will be held in the City Council Chambers of City Hall in the City of Susanville at 66 North Lassen Street, Susanville, California on July 11, 2023 at 3:00 p.m. to transact the following business: Call Meeting to Order Call meeting to order at 3:00pm Roll Call Roll Call of Board members Present: Thomas Herrera, Antone Jonas, Russ Brown, Chris Gallagher, Tom Neely 1. APPROVAL OF THE AGENDA (Additions/Deletions) Moved by Chris Gallagher; seconded by Russ Brown to Approve . Motion Carried: 5 - 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas Voting Against: None 2. APPROVAL OF MINUTES: Moved by Russ Brown; seconded by Chris Gallagher to Approve . Motion Carried: 5 - 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas Voting Against: None 2.a Consider Approval of minutes from the March 21, 2023 HLVRA meeting Motion to waive the oral reading and approve minutes of the HLVRA March 21, 2023 meeting 20230620_HLVRA Minutes.docx Moved by Russ Brown; seconded by Chris Gallagher to Approve . Motion Carried: 5- 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas Voting Against: None 3. PUBLIC COMMENT ON CLOSED SESSION ITEMS (if any): Any person may address the Board at this time upon any discussion during Closed Session. 4. CLOSED SESSION: 5. PUBLIC COMMENT: Members of the public may address the Board concerning any item on the agenda prior to our during consideration of that item. 4  Shelby Burton spoke. Shelby stated the non- profit is now up and going. The name of the Non-Profit is called Community Funding Source. The first fundraising idea is Food Truck Friday and family fun night, she would like to know if they can move forward with the fundraiser. Mrs. Burton also stated a volunteered would like to set up a table to sell snacks for the pool to help bring in revenue. 6. MATTERS FOR BOARD CONSIDERATION: 6.a Consider Pool Financial Reports through June 30, 2023 Receive and File Executive Director Bob Godman presented the pool financials. Discussion occurred regarding the total roll over balance for the year. Budget Status ALL FUNDS AS OF 6-30-23.pdf HLVRA Expenditure Account Detail ALL FUNDS AS OF 6-30-23.pdf HLVRA General Ledger Summary ALL FUNDS AS OF 6-30-23.pdf HLVRA General Ledger Summary with Rev and Exp ALL FUNDS AS OF 6-30- 23.pdf HLVRA Revenue Account Detail ALL FUNDS AS OF 6-30-23.pdf 071023 HLVRA Budget expense tracking.pdf Moved by Chris Gallagher; seconded by Antone Jonas to Receive and File . Motion Carried: 5- 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas Voting Against: None 6.b Consider City Reimbursement request for the period of May 27th, 2023 through June 23, 2023 Motion to Approve City Reimbursement Request Executive Director Bob Godman presented the City Reimbursement request, total reimbursement requested is $35,286.15. 20230710 Reimbursement Invoice.pdf 20230710 Invoice Staff Hours.pdf Moved by Antone Jonas; seconded by Russ Brown to Approve . Motion Carried: 5- 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas Voting Against: None 6.c 2020/2021 Price Paige & Company Audit Report Recieve and File the 2020/2021 Audit Report Mr. Godman presented the audit report from Price Paige & Company. Board member Gallagher stated it looks good. HONEYLAK 2021 ACL.pdf HONEYLAK 2021 FS.pdf Moved by Chris Gallagher; seconded by Antone Jonas to Receive and File . Motion Carried: 5- 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas 5  Voting Against: None 6.d Resolution Number 23-55 approving swim team contract between HLVRA and Lassen Union High School. Approve Resolution Number 23-55 approving swim team contract between HLVRA and Lassen Union High School. Mr. Godman presented the Swim team contract between HLVRA and Lassen Union High School. Board member Jonas had questions regarding the times being requested. Discussion occurred. Board member Gallagher would like to see the swim meets be better defined in the contract as well. The Board approved the agreement with the modifications made to Section 1 line A and line B in the contract and Section 7 adding the JPA as additionally insured. HLVRA _LHS 23_24 agreement.pdf Res. No 23-55 Lassen High School Contract.pdf Moved by Antone Jonas; seconded by Russ Brown to Approve Approved with modification to the contract. Motion Carried: 5- 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas Voting Against: None 6.e Genera Pool Update Information Only Reesa Rice presented upcoming pool events. Board member Gallagher added he attended the swim meet and was surprised at how many people attended. President Herrera asked Mr. Godman for an update on Well 3 notice that went out for the City of Susanville Water usage. Mr. Godman updated the board on Well 3 status. Board member Brown asked who is the contact if a business wants to sponsor a night. Mrs. Rice answered. Board member Neely asked how would Shelby donate the money to the pool from the fundraisers. Mrs. Rice explained that is typically presented to the Board in order to accept the funds. Mrs. Rice gave an update on the Snack Shack, plans to work on it during the off season. 7. ADJOURNMENT: Meeting adjourned at 3:47pm Moved by Russ Brown; seconded by to Adjourn . Motion Carried: 5 - 0 Voting For: Thomas Herrera, Russ Brown, Chris Gallagher, Tom Neely, Antone Jonas Voting Against: None 6  AGENDA ITEM NO. 7.A Action Item HONEY LAKE VALLEY RECREATION AUTHORITY AGENDA ITEM Submitted By: Jolene Arredondo, Administrative Services Action Date: August 15, 2023 SUBJECT: Consider City Reimbursement request for the period of June 24,2023 through and including August 4, 2023. PRESENTED BY: Bob Godman, Executive Officer SUMMARY: The HLVRA has contracted with the City of Susanville to perform Administrative, Management and Operational services. The city has submitted a reimbursement request for both administrative and pool staff services related to the pool for the period of June 24,2023 through and including June 30, 2023 in the amount of $8,453.71 which needs to be booked to the 2022/2023 fiscal year and an additional amount of $42,596.39 for the period of July 1, 2023 through and including August 4, 2023. FISCAL IMPACT: 2022/2023 Fiscal Year $14.72 in Administrative Services and $8,439.00 in Pool Operations/Employee Staff time for a total of $8,453.71 2023/2024 Fiscal Year $608.11 in Administrative Services and $41,988.28 in Pool Operations/Employee Staff time for a total of $42,596.39 ACTION REQUESTED: Motion to Approve City Reimbursement Request ATTACHMENTS: 20230811125339.pdf 7  CITY OF SUSANVILLE ADMINISTRATIVE SERVICES DEPARTMENT 66 NORTH LASSEN STREET SUSANVILLE, CA 96130 (530) 252-5115 INVOICE ACCT: 9003 Invoice Date: 8/15/2023 Honey Lake Valley Recreation Authority TOTAL DUE: $ 51,050.10 c/o Lassen County PAYMENT Due: Upon Receipt 221 S. Roop St., Suite 1 Susanville, CA 96130 SUBJECT: Reimbursement for Administrative, Management & Management & Operational Services and Associated Direct Costs DESCRIPTION: 2022/2023 Fiscal Year Reimbursement for Administrative Services June 24-June 30 $ 14.72 Reimbursement for Pool Employees June 24-June 30 $ 8,439.00 $ 8,453.71 2023/2024 Fiscal Year Reimbursement for Administrative Services July 1 -Aug 4 $ 608.11 Reimbursement for Pool Employees July 1 -Aug 4 $ 41,988.28 $ 42,596.39 TOTAL DUE: $ 51,050.10 PLEASE REMIT THE BOTTOM PORTION OF THIS INVOICE WITH YOUR PAYMENT TO THE ABOVE ADDRESS City of Susanville Administrative Services Department 66 N. Lassen St., Susanville, CA 96130 (530) 252-5115 Fax (530) 257-4725 ACCT: 9003 HLVRA C/O LASSEN COUNTY 221 S. ROOP ST., STE 1 Amount Due: $ 51,050.10 SUSANVILLE, CA 96130 Date of Invoice: 8/15/2023 Amount Paid: 8 June 24-June 30 I Administrative I Hours Wage Executive Officer 0.00 $ 76.87 $ Secretary 0.00 $ 53.02 $ Secretary $ 36.90 $ Clerk 0.25 $ 58.86 $ 14.72 Parks & Facilities Superintendent $ 49.73 $ Total 0.25 $ 14.72 I Pool Employees I Hours Wage Pool Manager 40.00 $ 49.48 $ 1,979.20 Assistant Pool Manager 37.75 $ 23.66 $ 893.17 Overtime - Asst. Manager $ Pool Maintenance Worker $ Head Swim Instructor 11.75 $ 19.45 $ 228.54 Head Program Instructor 26.25 $ 19.45 $ 510.56 Head Lifeguard 0.00 $ 19.45 $ Lifeguards/Swim Instructors 267.75 $ 18.03 $ 4,827.53 - Total 383.50 $ 8,439.00 Training (Lifeguard Trainer) - travel expenses $ $ 8,453.71 9 July 1-Aug 4 I Administrative I Hours Wage Executive Officer 5.00 $ 76.87 $ 384.35 Secretary 2.00 $ 53.02 $ 106.04 Secretary $ 36.90 $ Clerk 2.00 $ 58.86 $ 117.72 Parks & Facilities Superintendent $ 49.73 $ Total 9.00 $ 608.11 I Pool Employees I Hours Wage Pool Manager 200.00 $ 49.48 $ 9,896.00 Assistant Pool Manager 144.25 $ 23.66 $ 3,412.96 Overtime - Asst. Manager $ Pool Maintenance Worker $ Head Swim Instructor 22.50 $ 19.45 $ 437.63 Head Program Instructor 147.75 $ 19.45 $ 2,873.74 Head Lifeguard 3.00 $ 19.45 $ 58.35 Lifeguards/Swim Instructors 1403.75 $ 18.03 $ 25,309.61 - Total 1921.25 $ 41,988.28 Training (Lifeguard Trainer) - travel expenses $ $ 42,596.39 10  AGENDA ITEM NO. 7.B Discussion Item HONEY LAKE VALLEY RECREATION AUTHORITY AGENDA ITEM Submitted By: Reesa Rice, Public Works Action Date: August 15, 2023 SUBJECT: Review of the Fall Schedule PRESENTED BY: Reesa Rice, Pool Director SUMMARY: Attached for review are the Fall Schedule(s). The first schedule begins August 21st and extends until the end of September. This schedule was condensed to ensure that the pool operations did not extend past an 8-hour workday. Recreation swim will be offered Saturday and Sunday from 2pm to 4pm. Pool Rentals will be available when scheduled program is not in the water and also on the weekends before and after recreational swim. The second schedule is for the month of October. During the month of October, the pools operational hours will be reduced. The only time the pool will be in operation is from 3:30 to 5:30pm. There will be no Recreation Swim offered. The pool will be available for rental if private parties are interested. FISCAL IMPACT: None ACTION REQUESTED: Information Only ATTACHMENTS: Fall 2023 Schedule.pdf 11  August 21st - September 29th 9:00 - 10:00 am 12:30 - 1:30 pm 3:00 - 5:00 pm 3:30 - 5:30 pm 5:00 - 6:00p Monday Aerobics/lap LCC AD / Lap Youth Swim Camp LHS Swim Team Adult Lap/Walking Tuesday Pool Rental Pool Rental Youth Swim Camp LHS Swim Team Adult Lap/Walking Wednesday Aerobics/lap LCC AD / Lap Closed Closed Closed Thursday Pool Rental Pool Rental Youth Swim Camp LHS Swim Team Adult Lap/Walking Friday Aerobics/lap Pool Rental Youth Swim Camp LHS Swim Team Adult Lap/Walking 11:30 - 1:30 pm 2:00 - 4:00 pm 4:30 - 6:30 pm Saturday Pool Rental Public Swim Pool Rental Sunday Pool Rental Public Swim Pool Rental October 2nd - October 27 3:30 - 5:30 Pm 4:30 - 5:30pm Monday LHS Swim Team Adult Lap/Walking Tuesday LHS Swim Team Adult Lap/Walking Wednesday Closed Closed Thursday LHS Swim Team Adult Lap/Walking Friday LHS Swim Team Adult Lap/Walking * Adult Lap Swim will be for swimmers 18 years of age and older * Youth Swim Camp will begin September 4th - September 29th 12  AGENDA ITEM NO. 7.C Discussion Item HONEY LAKE VALLEY RECREATION AUTHORITY AGENDA ITEM Submitted By: Reesa Rice, Public Works Action Date: August 15, 2023 SUBJECT: Review of Projects to be completed at the pool PRESENTED BY: Reesa Rice, Pool Director SUMMARY: A project list and snack shack plan have been included for the board's review. FISCAL IMPACT: $5,000 from acct # 3002701 non-capitalized equipment, $11,000 from acct. # 3006100, $870 from acct. #3001150 safety equipment, $300 from acct. # 3005501 Recreational Activities Supplies, $200 from acct. 3002400 publications and $530 from acct. #300220 office supplies for a total of $17,900. ACTION REQUESTED: Information Only ATTACHMENTS: Project List.pdf Snack Shack Plans.pdf 13 Projects List  Removal of Boiler o Cap Exhaust  Remove/Relocate/Sell AC Unit  Snack Shack Remodel - $10,000 o Relocate Recrea on items from shed to mechanical room o Install Laminate Floors o Install Insula on o Install Sheetrock o Install Wipeable Wall Shee ng o Construct and Install Exterior window protec on o Frame and Install Serving Window o Frame and Install Regular Man Door o Install Mini Electric Panel & Outlets (Sublet) o Install Counter Tops and Cabinets o Install Plumbing up to sink (Sublet) o Concrete Pad o Addi onal Tables & Umbrellas o Purchase Fridge o Purchase Second Freezer (for ice)  Liquid Chlorina on System - $6,000 o Removal of old Pulsar System o Install Liquid Chlorine Tank o Install PPM Sensor o Install Liquid LMI Pump  Install an eye wash sta on - $1,900 14 I\) - .?" -- --- - - - IV,, - -- \ ' - _.___ - -~ -- ~- ? - - I-- - ~s) - --~- 15  AGENDA ITEM NO. 7.D Discussion Item HONEY LAKE VALLEY RECREATION AUTHORITY AGENDA ITEM Submitted By: Reesa Rice, Public Works Action Date: August 15, 2023 SUBJECT: General Pool Update PRESENTED BY: Reesa Rice, Pool Director SUMMARY: A general update on pool operations will be given FISCAL IMPACT: None ACTION REQUESTED: Information Only ATTACHMENTS: 16  AGENDA ITEM NO. 7.E Discussion Item HONEY LAKE VALLEY RECREATION AUTHORITY AGENDA ITEM Submitted By: Reesa Rice, Public Works Action Date: August 15, 2023 SUBJECT: Executive Officer Update PRESENTED BY: Bob Godman, Executive Officer SUMMARY: An Executive Officer update will be given FISCAL IMPACT: None ACTION REQUESTED: Information Only ATTACHMENTS: 17