ࡱ> KMJa 6jbjb11 (N[[0%T|||8$T2"&&&&&&,:R!&&&&&F&&FFF&b&&FD(,&FFV@ j)| 0x*"F*"FTT$ x TTx DONNER SUMMIT AREA ASSOCIATION Board Working Meeting Minutes Tuesday, October 2, 2007 Summit Restaurant (Board Retreat: Sunday, October 7, 9AM, Saras house) (Next meeting: Saturday, November 3, 1-3pm, Donner Trail School) Attending: President Pat Malberg, Vice-President Mickey Gray, Treasurer Alisha Lee, Secretary Sara Taillon; Board Members Jim Thomson, Dan Wexler, Tamara Lieberman, Ron Kolbe, John Kirrene Guests: Don Malberg, Charlie Houtz Call to Order: The meeting was called to order at 6:45pm. Approval of Agenda and Minutes: Dan motioned that we approve the September minutes as written. Ron seconded the motion and they were unanimously approved. The agenda was reviewed and approved. Treasurers Report: Alisha has reviewed some of the functionality of the on-line version of QuickBooks. The functionality of the on-line version is more limited than the full version. Currently there are three accounts that can edit QuickBooks data and costs us $15/month. Alisha would like us to consider moving to the full version, which would limit shared access, but she would generate monthly reports for the meetings instead. The full version is roughly a couple hundred dollars (Alisha to check the pricing of a full QuickBooks license). Ron pointed out that having multiple accounts on the QuickBooks data provides checks and balances on the treasurers work. Tamara suggested that we have a finance committee to review the QuickBooks data. Another limitation of the QuickBooks on-line version is that we cannot import our Excel membership/contacts database. Dan and Sara suggested that we keep the membership database separate from the QuickBooks data. Alisha will write up a list of requirements for bookkeeping and Sara and Dan will put together a list of requirements for the membership database and other IT needs. Jim mentioned that we need a backup and security policy for this data. Ron will organize the finance committee. Dan will send Alisha a copy of our tax exempt documents. Tamara wanted to know where our records are kept. Right now they are spread amongst various board members files. The secretary should hold the document repository. Sara will compile the existing DSAA documents and store them together. Sara will also store back-ups of financial and other electronic records. Correspondence: A letter was sent to the Dept. of Public Works in response to their request for assistance with roadside erosion pledging our non-monetary support. Sierra Business Council is having an awards dinner on Friday, October 19 in Auburn. Dan may be able to attend on behalf of the DSAA. The cost is $50. Daybreak Club: Mike Livak will present an overview of the conceptual plan for Royal Gorge on Tuesday, October 9 at 7am at Truckee Town Hall, the cost is $15 and you must RSVP (550-2300). It would be nice to have a DSAA representative attend. Bill Oudegeest contacted Chris Farrar from the USGS about Donner Summit areas that need additional study to help us possibly put together a physical water model and estimate climate changes using a climate calculator. Tamara will contact Chris Farrar to see what studies would be needed and we will put together a group of volunteers to start the process of data gathering. We received a grant application for a $1000 Truckee Rotary grant. Tamara will fill out the application for funds for the Summit Summit. Jim will generate a list of expenses expected for the Summit Summit. Committee Reports: Community Relations: Tamara reported that Steve Lieberman attended the SLCWD meeting and it was fairly quiet. Fundraising (Sara): Nothing to report. Safety (John): Kingvale has a new sign indicating that there is an intersection ahead for Brennan Street. Government Liason (Jim): Nothing to report. Jim pointed out that the scope of this committee is quite broad. It originally started as a committee to communicate with and monitor agendas of Placer and Nevada County Boards of Supervisors, but was expanded to cover water districts, First Five, etc. Jim suggested that the committee should go back to its original purpose of following agendas of Placer and Nevada County Boards of Supervisors, since the Community Relations committees cover water district and other meetings. Dan suggested that we also communicate monthly with the staff at the Nevada and Placer County Planning Departments via email. Jim will go back to following the Placer and Nevada county Boards of Supervisors agendas and send monthly emails to both Nevada and Placer County Planning Departments. Continuing Business: Survey Update (Dan): We are about to send the last batch of surveys to Godbe Research. We have received more than 500 responses so far. We also received an invoice for $6650 from Godbe Research. We have not paid them any money yet. Ron will send a check for $6650 to Godbe Research immediately. There will be an invoice for the full cost later. We will exceed the initial allocation of $10,000 for the survey by $1.50 per response over 500 responses plus mailing costs, etc. Godbe Research would like to schedule a time to come up to review the results with summit residents. The tentative date is Saturday, November 3 in the afternoon. Water Seminar (Mickey): Mickey gave a brief summary of the Water Educational Seminar. The speakers talked about how our watershed differs from Martis Valley. All of the water on Donner Summit is claimed and cannot be transported, as it is surface water. Climate change was a big issue. We dont have any data about how climate change will affect Donner Summit. Otis Wallon said Royal Gorge cannot simply build a dam to capture the overspill from Serene Lakes because that water is being used by people downstream. We need to start monitoring our wells and lakes and possibly look into installing a weir at the Serene Lakes damn because we have no idea how one water source affects another. Dan will put a page of water related links on the DSAA website and will contact Jason Rainey and Otis Wallon for additional links not in the water seminar minutes. Sierra Nevada Alliance Conference (Alisha): Alisha attended the 3-day Sierra Nevada Alliance Conference in August. She reported that the conference was excellent. Sierra Nevada Alliance is a membership organization that helps support the Sierras. The first day was about Planning and Land Use. The second two days included various speakers and workshops. There were so many good workshops that it would help to have multiple people attend and share notes. Alisha attended a seminar about Stopping Sierra Sprawl. Alisha also attended a seminar about community planning and cherrete exercises that would be very helpful to us. The conference is in August every year. It cost about $200 for Alisha to attend this year. Alisha recommended that DSAA join Sierra Nevada Alliance. There is an application process and the fee to join is on a sliding scale. Tamara motioned that we look into pursuing membership. Alisha seconded and the motion carried unanimously. Alisha will contact Sierra Nevada Alliance to invite them to Donner Summit to discuss possible DSAA membership in the group. Insurance: Dan has several estimates from Insurance Brokers and all estimates where within the same range. Sierra Insurance is a local insurance broker used by MAPF. Directors and Officers Insurance would be roughly $900/year which would provide $1 million coverage per event, up to $2 million per year. Liability insurance premium depends on the types of events we will hold. For 1 event per year it costs about $600 / year. Dan estimated 10-15 total events, including educational seminars, fundraising, etc and no alcohol served. They estimated it would cost about $1000/year. We can add new events to the policy if needed. Dan recommends the board approve not to exceed $1200 for D and O and to wait on liability insurance until we have a better idea of what events we will hold and how much it would cost. Pat suggested that we might get a lower bid if we get both liability and D & O through the California Non-Profit Corporation. Dan will contact California Non-Profit Corporation to get an estimate for both liability and D & O insurance. We need an accurate member count. Sara will provide a member count to Dan. We also need a physical address. We will use the secretarys physical address: 6502 Tamarack Way, Soda Springs, CA 95728. We need an anti-harassment and anti-discrimination policy to be insured. Dan will look into anti-harassment and anti-discrimination policies. We also need total revenue, net income and loss, and current balance for the last three years. Ron and Alisha will provide those numbers. Dan motioned that the board approve not to exceed $1200 for D & O insurance after getting a second bid from the California Non-Profit Corporation. Tamara seconded the motion and the motion carried unanimously. Coalition Telephone Conference: The meeting of the local non-profit groups met this month. Crystal Jacobson from Placer County said that Royal Gorge will need to provide water for 100% occupancy and that Placer County uses 1.0 AcreFoot of water per household, which would mean that SLCWD water is already fully accounted for. There was a lot of discussion about water during the call. SLPOA has hired a lobbyist to track issues. The scientific peer review process with Royal Gorge has concluded and several press releases were sent out about it. There was a review of the water seminar. There may be a fen at Palisades spring. A biologist is coming tomorrow to investigate. Retreat (Action Planning Meeting): The retreat will be Sunday, October 6, 2007 at Sara Taillons house from 9:00am to 12:30pm (6502 Tamarack Way in Serene Lakes). Tamara will try to dial-in via conference call. Letter of Support for Dept of Public Works: Pat sent a letter of support to the Dept of Public Works that pledges our non-monetary support for roadside erosion control. Board Member Bios: New board members need to write bios and send them to Sara and Pat. Officer Descriptions: Tamara will send Pat a website with standard officer descriptions as a starting point for defining Board officer job descriptions. Conflict of Interest Policy: Pat circulated the conflict of interest policy via email and a signature sheet for Board members to sign. All board members present signed the policy. Signatures are still needed from Simone, Carrie, Kathryn and Starr. Trails Update: Peter had nothing tangible to report. There is some concern that this project will be seen as a Royal Gorge project since Peter Mayfield has worked for them in the past. Dan suggested that we give Royal Gorge some credit for starting the Public Access committees which has transitioned into a DSAA project. If we give Royal Gorge some credit for starting this project, they may be inclined to pledge monetary support. New Business: Committee Assignments: Sara and Dan would like to start an IT committee. Well also need a Summit Summit committee and an Educational Seminar Committee. Future Seminar Ideas: Fire Prevention and Safety Bears / Wildlife Dan motioned that the next seminar be about Fire Prevention and Safety. Mickey seconded the motion and the motion carried unanimously. Dan will lead the effort to put together this next seminar about Fire Prevention and Safety. The Fire Safe Council of Nevada County is sponsoring the dump site at Soda Springs and is accepting donations. Public Comment: In order to streamline DSAA Board meetings, Pat suggested including a limited time for public comment. Tamara suggested that public comment happen at the beginning of the meeting. No action could be taken on public comment, until items brought up in public comment could be scheduled in future agendas. It was decided that the first 15 minutes of the meeting would be allocated for public comment. NEXT DSAA BOARD WORKING MEETING The next quarters Board meetings will be held as follows: Sunday, October 6, 9am (Board Retreat) Saturday, November 3, afternoon (time TBD, possibly 1pm 3pm) (Survey Results, Board meeting to follow) Thursday, December 6, 6:00pm at Ron Kolbes house Summit Summit (possibly Saturday, December 15) Thursday, January 10, 6:00pm at Tamara Liebermans house Adjournment: The meeting was adjourned at 8:43 P.M. 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Courier New;Wingdings"1hF#f/?M:@!4J$#2QHX ? DONNER SUMMIT AREA ASSOCIATIONPatricia Malberg Sara Taillon    Oh+'0 (4 T ` lx' DONNER SUMMIT AREA ASSOCIATIONPatricia MalbergNormalSara Taillon156Microsoft Word 11.3.5@]e@ ^@|/ ՜.+,0 hp|  '?J$ DONNER SUMMIT AREA ASSOCIATION Title  !"#$%&')*+,-./0123456789;<=>?@ACDEFGHILRoot Entry F9ӹN1Table(B"WordDocument(NSummaryInformation(:DocumentSummaryInformation8BCompObjX FMicrosoft Word DocumentNB6WWord.Document.8