Indian Valley Community Services Districtcloud2.snappages.com/14694d9d5e0e722731c9a38ca...along with RCAC loan documents, bridge loans, and state grant funds. c. IVASA: IVASA did not

Indian Valley Community Services District “Providing services for our community health, well being, and prosperity.”

P.O. Box 899, 127 Crescent St. Greenville CA. 95947

Phone (530) 284-7224, Fax (530) 284-0894 Board of

Directors

Blake Shelters, Chair Brad Smith, Vice-Chair Judi Yocum

Mike Yost Jane Braxton Little

AGENDA REGULAR MEETING

BOARD OF DIRECTORS WEDNESDAY FEBRUARY 12, 2014 6:30 PM

IVCSD OFFICE, 127 CRESCENT ST. SUITE 1, GREENVILLE CA 95947

1. Call to Order/Roll Call 2. Pledge of Allegiance 3. Adoption of Agenda 4. Approval of Meeting Minutes of JANUARY 8, 2013 5. Public Comment: The public may address the Board on any item not on the agenda. Pursuant to state law, the Board may not discuss or take

action on non-agenda items except under special circumstances. Speakers should limit their remarks to five minutes or as decided upon by the chairperson. 6. Directors’ Reports 7. Committee Reports

a. Personnel and Planning b. Finance c. IVASA d. Ordinance e. Public Relations f. Park Committee

8. Utility Operations Report a. Greenville Water b. Crescent Mills Water c. Greenville Sanitation d. Taylorsville Sanitation

9. Fire Department Report 10. Manager/Financial Report 11. RCAC Loan Modification/Extension 12. Ordinance Change, Authorized Account Holders 13. JPA Update, Triangle Park-Discussion/Action 14. New Business/Old Business

a. Request for IVCSD to Adopt Streetlight #440/T16 on Hot Springs Rd.- Mr. Price 15. Adoption of Rosenberg Rules of Order- Discussion/Action 16. Adjournment

Standing Committees: Personnel & Planning – Brad Smith, Chair; Mike Yost, 6:30 p.m. Tuesday prior to Board Meeting Finance – Jane Braxton Little, Chair; Blake Shelters, 4:00 p.m., Monday prior to Board Meeting Ordinance – Brad Smith, Chair; Jane Braxton Little, 5:30 p.m., Tuesday prior to Board Meeting Public Relations – Judi Yocum, Chair; Blake Shelters, 5:00 p.m., Monday prior to Board Meeting IVASA – Judi Yocum, Mike Yost, Semi-Annually REASONABLE ACCOMMODATION: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Clerk of the Board at 530-284-7224. Notification 72 hours prior to the meeting will enable the IVCSD to make reasonable arrangements to ensure accessibility.

IVCSD FEB2014 PKT 1

Indian Valley Community Services District “Providing services for our community health, well being, and prosperity.”

P.O. Box 899, 127 Crescent St. Greenville CA. 95947

Phone (530) 284-7224, Fax (530) 284-0894

Board of Directors

Brad Smith, Chair

Judi Yocum, Vice-Chair Blake Shelters

Mike Yost Jane Braxton Little

Minutes of the Meeting

January 8, 2014 Regular Meeting

IVCSD Board of Directors

127 Crescent Street, Suite #1 at 6:30 p.m.

Greenville, California 95947

1. Call to Order/Roll Call: Chairperson Smith called the meeting to order at 6:35 p.m. and Board Clerk Titcomb called roll. Present were: Director Shelters, Director Little, Director Smith, Director Yocum, and Director Yost.

2. Pledge of Allegiance: Director Smith led everyone in the Pledge of Allegiance. 3. Adoption of Agenda: A motion was made by Director Little to adopt the agenda

as presented and Seconded by Director Shelters. A vote was held with 5-Yes, and 0-No votes.

4. Swearing In of Directors: In lieu of election certificates were presented for 3 members of the board of directors. Director Smith, Director Shelters, and Director Yocum were took the Oath of Office and sworn in by Clerk of the Board Titcomb. All certificates will be posted in the office of the IVCSD.

5. Approval of Meeting Minutes from December 11, 2013: A motion was made to approve the minutes from the IVCSD regular board of directors meeting by Director Little and Seconded by Director Yocum, and a vote was held with 5-Yes, and 0-No votes.

6. Public Comment: 22 public comments were offered and heard by the board. All were offered under the guidelines outlined on the agenda and the board thanks everyone that participated. The audio of these comments is available on the website. www.indianvalleycsd.com

7. Presentation of Annual Fiscal Audits 2009, 2010, and 2011 by Clay Singleton:

The printed and bound copies of the audits were presented to the board of directors and with some explanation Mr. Singleton answered questions that the board members had and any questions that the public had about them. Discussions of what is being done differently in the accounting practices of the district today versus then and how to prevent further problems with keeping the books correctly and making sure that public funds are well protected and utilized. There were questions back and forth with Mr. Singleton and all seem satisfied with the progress of the audits and a time schedule to finish any past due audits. We

accept the audits as presented. The findings of the audits as far as

correctable events and financial reporting have been acted on and include

the hiring of a third party firm to conduct monthly reporting including

reconciliation of bank accounts and other financial data presented to the

IVCSD FEB2014 PKT 2

board. The administrative process has been updated to include the

recommendations that will also assist in the management and accountability

of IVCSD to the rate payers. The board Thanked Mr. Singleton for his diligence and accuracy.

8. Directors Reports: There were no reports offered. 9. Committee Reports:

a. Personnel and Planning: It was reported that the committee did meet and discussed a Mission Statement update as well as a mission statement for the committees. Discussions about various goals for each committee as well as planning with an emphasis on direction for the committee.

b. Finance: It was reported that the committee did meet and that no bank statements were ready for the board members to review this early in the month. Fire Department financial issues were discussed. The committee did review the audits with accountant John Breaux of Barnard and Associates along with RCAC loan documents, bridge loans, and state grant funds.

c. IVASA: IVASA did not meet but has a meeting scheduled for January 14, 2014 at 5:30 p.m. in the IVCSD office.

d. Ordinance: It was reported that the Ordinance Committee did meet with General Manager Lawson and had discussions about changes that will be addressed with regards to responsibility of payments and billing to owners and renters, and that future discussions of these policies will come up at future committee meetings. Past resolutions are being looked at and organized, and prepped for binding as dedicated copy for the office. This bound set will be the official copy for office and public use. Some review of water and sewer policies was done and more will be done at future committee meetings.

e. Public Relations: It was reported that this committee did meet and could review filed complaints, but no complaints were filed. Director Yocum did state that it is more effective if the public uses the complaint/issue forms in place and comes to discuss these issues with the Public Relations Committee. It is by far more effective to get involved this way than to just give public comment and are not given any response due to Brown Act rules requiring that only items on the agenda can receive meaningful discussion and response from the entire board.

10. Utility Operations Report:

a. Greenville Water: General Manager Lawson reported that the precipitation is one of the lowest on record and that Round Valley Lake levels matched that in comparison with state records on page 19 of the board packet, which is available on the website. General Manager Lawson then referred to multiple charts and graphs in the board packet that showed the numbers for Greenville Water production and accountability, as well as a comparison of the Membrane Water Treatment Plant versus the Water Wells in terms of cost and production, and everything else that goes into supplying fresh water.

b. Crescent Mills: Charts and graphs in the board packet were referred to and basically report that the Crescent Mills system is performing well and is at its best levels since being implemented.

IVCSD FEB2014 PKT 3

c. Greenville Sanitation: It was reported that the wastewater system is in good shape but some work would be needed to a lift station and the ponds themselves. Charts and graphs from the board packet show the trends of this system.

d. Taylorsville Sanitation: Charts and graphs in the board packet report the numbers for this system and overall reported to be in good shape. Some work will be done and scheduled in the near future.

11. Fire Department Report: Chief Hamblin reported that personnel changes were coming along but that a written report couldn’t be turned in until next months meeting. He gave an overall report of the number of calls and the category of those calls, he also reported that a fire engine and crew were sent to support the Main Street fire in Quincy. He reports that training is ongoing and that he is attending the Fire Safe Council meetings. Some questions were raised about the need for burn permits and where those were issued.

12. Manager Financial Report: General Manager Lawson used the charts and figures from the board packet on pages 34-37 to illustrate the details of the finances of the district. You can request that board packet at any time if you want to see those figures, or you can print it from the website. Finance Committee meetings are always available for you to come and ask questions, and see documents as well. Those meetings are on the Monday at 4:00 p.m the week of the board meeting at the IVCSD office in Greenville. Director Little noted that Professional Services expenses are still higher than normal and it was explained that audits are still ongoing and that it would be late Summer of 2014 before all of those are caught up, also attorney’s fees are still higher than usual as the management seeks legal counsel on issues that need that kind of clarification.

13. Closed Session:

a. Conference with legal counsel: It was reported that a settlement was reached in the case of Mary Carpenter v IVCSD.

b. General Manager Performance Evaluation: It was reported that the performance evaluation was done and that a raise in compensation was decided during closed session.

14. Old Business/New Business: New business was brought up by Director Yocum about the Board Member Training Seminar in Sacramento on January 30, and how the transportation, and/or lodging would be handled. It was decided that the Office Manager/Board Clerk would make the needed arrangements for the board members that are attending.

15. Adjournment: A motion was made to adjourn the meeting by Director Little and Seconded by Director Shelters, with a vote of 5-Yes, and 0-No votes to adjourn. The meeting was adjourned at 10:50 p.m.

Respectfully Submitted by Board Clerk: Jeff Luke Titcomb Signed by Clerk Titcomb___________________________________________ Signed by Chairperson Smith________________________________________

IVCSD FEB2014 PKT 4

WEEKLY ELEVATIONS JAN-DEC 4491.3 FEET / FULL LAKE(2.3' above dam)

2007 2008 2009 2010 2011 2012 2013 2014 2015 AVG

WEEK 1 4486.9 4486.8 4488.4 4489.3 4488.9 4489.5 4487.0 4488.1

2 4487.4 4486.8 4488.7 4489.4 4488.8 4489.4 4487.0 4488.2

3 4487.4 4486.9 4488.9 4489.4 4488.9 4489.4 4487.0 4488.3

4 4487.4 4486.9 4489.3 4489.4 4488.9 4489.4 4486.9 4488.3

5 4487.4 4486.9 4489.3 4489.4 4488.9 4489.4 4486.9 4488.3

6 4487.7 4487.1 4489.6 4489.4 4489.0 4489.3 4487.0 4488.4

7 4487.7 4487.2 4489.4 4489.6 4489.1 4489.3 4488.7

8 4487.7 4487.5 4489.4 4489.5 4489.2 4489.3 4488.8

9 4487.9 4489.7 4489.5 4489.5 4489.3 4489.4 4489.2

10 4487.9 4489.8 4489.5 4489.6 4489.4 4489.4 4489.3

11 4487.9 4490.2 4489.5 4489.7 4489.4 4489.5 4489.4

12 4488.5 4490.9 4489.5 4489.7 4490.8 4489.5 4489.8

13 4490.0 4491.3 4489.7 4489.7 4491.1 4490.4 4490.4

14 4490.4 4491.3 4490.1 4490.3 4491.6 4490.7 4490.7

15 4490.7 4491.3 4490.5 4490.7 4491.5 4490.7 4490.9

16 4490.5 4491.3 4491.1 4491.3 4491.5 4490.7 4491.1

17 4490.3 4491.3 4491.3 4491.3 4491.5 4490.6 4491.1

18 4490.0 4490.9 4491.3 4491.3 4491.5 4490.6 4490.9

19 4490.8 4490.9 4491.3 4491.3 4491.3 4490.5 4491.0

20 4489.5 4490.8 4491.3 4491.3 4491.3 4490.4 4490.8

21 4489.4 4490.7 4491.3 4491.3 4491.2 4490.4 4490.7

22 4490.0 4489.4 4490.7 4491.3 4491.3 4491.1 4490.2 4490.6

23 4489.9 4489.3 4490.6 4491.3 4491.3 4491.1 4490.1 4490.5

24 4489.7 4489.2 4490.6 4491.3 4491.3 4491.0 4489.9 4490.4

25 4489.7 4489.0 4490.5 4491.2 4491.3 4490.8 4489.7 4490.3

26 4489.4 4488.8 4490.3 4491.0 4491.3 4490.7 4489.6 4490.2

27 4489.2 4488.6 4490.1 4490.8 4491.3 4490.6 4489.4 4490.0

28 4489.1 4488.5 4489.9 4490.7 4491.2 4490.4 4489.1 4489.8

29 4488.9 4488.4 4489.8 4490.5 4491.1 4490.4 4488.9 4489.7

30 4488.8 4488.2 4489.6 4490.3 4490.9 4490.1 4488.8 4489.5

31 4488.6 4488.1 4489.4 4490.2 4490.8 4490.0 4488.6 4489.4

32 4487.8 4489.2 4489.9 4490.7 4489.8 4488.3 4489.3

33 4487.6 4489.1 4489.7 4490.6 4489.7 4488.2 4489.1

34 4487.5 4489.0 4489.6 4490.5 4489.6 4488.1 4489.1

35 4487.4 4488.9 4489.5 4490.4 4489.4 4488.0 4488.9

36 4487.2 4488.7 4489.3 4490.3 4489.3 4487.9 4488.8

37 4487.0 4488.6 4489.2 4490.2 4489.2 4487.8 4488.7

38 4486.9 4488.4 4489.0 4490.2 4489.1 4487.7 4488.5

39 4486.8 4488.3 4488.8 4490.1 4488.9 4487.6 4488.4

40 4486.7 4488.1 4488.9 4490.1 4488.7 4487.5 4488.3

41 4486.5 4488.1 4488.9 4489.9 4488.7 4487.4 4488.2

42 4487.2 4486.4 4488.0 4488.9 4489.9 4488.6 4487.3 4488.0

43 4487.0 4486.4 4487.9 4488.7 4489.8 4488.7 4487.2 4488.0

44 4487.0 4486.3 4487.8 4488.7 4489.6 4488.7 4487.1 4487.9

45 4487.0 4486.7 4488.0 4488.8 4489.2 4488.8 4487.0 4487.9

46 4486.9 4486.6 4488.2 4488.9 4489.0 4489.0 4487.1 4488.0

47 4486.9 4486.6 4488.5 4488.5 4489.0 4489.1 4487.1 4488.0

48 4486.8 4486.6 4488.5 4488.3 4489.0 4489.8 4487.0 4488.0

49 4486.8 4486.5 4488.4 4488.3 4488.9 4489.4 4487.1 4487.9

50 4486.8 4486.5 4488.3 4488.2 4488.9 4489.4 4487.1 4487.9

51 4486.9 4486.6 4488.3 4488.2 4488.9 4489.4 4487.0 4487.9

52 4486.8 4486.8 4488.2 4488.2 4488.9 4489.4 4487.0 4487.9

IVCSD FEB2014 PKT 5

4485.0

4485.5

4486.0

4486.5

4487.0

4487.5

4488.0

4488.5

4489.0

4489.5

4490.0

4490.5

4491.0

4491.5

4492.0

4492.5

4493.0

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31 33 35 37 39 41 43 45 47 49 51

LAKE LEVELS

WEELY ELEVATIONS 2014 WEEKLY ELEVATIONS 2013

WEEKLY ELEVATIONS 2012 WEEKLY ELEVATIONS JAN-DEC 2011

WEEKLY ELEVATIONS JAN-DEC 2010 WEEKLY ELEVATIONS JAN-DEC 2009

WEEKLY ELEVATIONS JAN-DEC 2008 AVERAGE

IVCSD FEB2014 PKT 6

IVCSD-GREENVILLE 3210001 MONTH/YEAR:___JANUARY 2014_______________________

PRIOR MONTH #'S: 19.5 756187 729350 TURBIDITIES INTEGRITY TEST RECORD

DAY TIME TEMP PH CL2 CL2 FND CL2 LFT LBS DOSE 700K TL 100K TL WELL 1 WELL 2 W PRO FLTRT NT PRD PK FLW DIST. RAW RECY A START A END A DEC B START B END B DEC

1 1000 7.4 7.1 0.58 18.5 18.5 1.00 0.725 20.9 20.9 759206 730701 0.165 0.000 0.165 155 0.152 N/A N/A N/A N/A N/A N/A N/A N/A































MONTHLY PRODUCTION TOTAL: 4.771 4.604 MILLION GALLONS

COMMENTS:

OPERATOR SIGNATURE/DATE_________________________________IVCSD FEB2014 PKT 7

GREENVILLE WATER SYSTEM ACCOUNTABILITY

0

5

10

15

20

25

J05 A J O J06 A J O J07 A J O J08 A J O J09 A J O J10 A J O J11 A J O J12 A J O J13 A J O J

PRODUCTION

SALES

LOSSES

LOSS TREND

IVCSD FEB2014 PKT 8

IVCSD-CRESCENT MILLS 3200510 MONTH/YEAR__ JANUARY 2014______________

DA

Y

TIM

E

TAN

K L

EVEL

FILT

RA

TE

MET

ER

FILT

RA

TE

NaC

L

FOU

ND

NaC

l LEF

T

NaC

l USE

D

CL

DO

SE

CL

RES

ID

FNTU

KM

nO

4

FOU

ND

KM

nO

4

LEFT

KM

nO

4

USE

D

KM

nO

4

DO

SE

Fe: r

aw/f

in

Mn

: raw

/fin

DIS

TB

MET

ER

REMRKS

PRIOR MONTH 651687 34 30 170928

1 1120 21.0 651764 7700 31 31 3 1.49 0.30 28 28 2 0.59 1.95/0.03 0.08/0.04 170941

2 840 21.5 651894 13000 26 26 5 1.48 0.41 26 26 2 0.35 170943

3 900 20.9 651945 5100 25 25 1 0.75 0.44 25 25 1 0.45 170951

4 940 21.5 652084 13900 20 40 5 1.38 0.42 23 23 2 0.33 170959

5 1015 20.5 652094 1000 40 40 0 0.00 0.35 23 23 0 0.00 170967

6 355 21.5 652260 16600 34 34 6 1.39 0.41 20 40 3 0.41 170982

7 900 21.1 652336 7600 31 31 3 1.51 0.41 39 39 1 0.30

8 1000 20.4 652519 18300 24 24 7 1.47 0.40 36 36 3 0.37 3.30/0.01 0.15/0.03 171008

9 900 18.9 652745 22600 16 36 8 1.36 0.39 33 33 3 0.30 171044 leak, flow 30 gpm

10 900 19.1 653170 42500 25 45 11 0.99 0.28 27 27 6 0.32 171082 BACKWASH

11 840 19.0 653580 41000 29 29 16 1.50 0.35 21 21 6 0.33 171124

12 1100 19.6 654045 46500 13 33 16 1.32 0.39 15 35 6 0.29 171168

13 900 19.9 654432 38700 21 41 12 1.19 0.40 30 30 5 0.29 171206

14 835 21.6 654810 37800 29 29 12 1.22 0.43 25 25 5 0.30 171224 BACKWASH

15 830 21.5 655005 19500 27 27 2 0.39 0.34 21 21 4 0.47 3.3+/0.04 0.17/0.04 171243

16 940 21.6 655168 16300 26 26 1 0.24 0.39 19 19 2 0.28 171258

17 1140 21.7 655330 16200 25 45 1 0.24 0.29 17 37 2 0.28 171273 PURGE/PRIME CL2 SYSTEM

18 1345 21.4 655488 15800 44 44 1 0.24 0.28 35 35 2 0.29 171291

19 545 22.2 655656 16800 36 36 8 1.83 0.29 33 33 2 0.27 171299

20 1000 21.8 655785 12900 30 30 6 1.78 0.34 31 31 2 0.35 171315

21 850 21.6 655923 13800 22 42 8 2.22 0.34 29 29 2 0.33 171330

22 915 21.8 656087 16400 34 34 8 1.87 0.35 28 28 1 0.14 3.3+/0.05 0.13/0.03 171344

23 900 22.0 656247 16000 28 28 6 1.44 0.36 25 25 3 0.43 171357

24 915 21.8 656376 12900 23 23 5 1.49 0.32 24 24 1 0.18 171371 BACKWASH

25 815 21.7 656516 14000 18 38 5 1.37 0.30 22 22 2 0.33 171385

26 1145 21.6 656679 16300 32 32 6 1.41 0.34 20 40 2 0.28 171402

27 850 22.0 656840 16100 25 25 7 1.67 0.34 39 39 1 0.14 171414

28 845 22.4 656978 13800 20 30 5 1.39 0.32 37 37 2 0.33 171428

29 840 22.0 657139 16100 24 24 6 1.43 0.30 35 35 2 0.28 1.03/0.03 0.15/0.03 171443

30 900 22.4 657315 17600 18 38 6 1.31 0.34 34 34 1 0.13 171458

31 945 22.5 657455 14000 33 33 5 1.37 0.35 31 31 3 0.49 171468

NaCl: 0.032 LBS/GAL KMnO: 0.019 LBS/GAL

TOTAL 540 X 1000

CERTIFIED OPERATOR SIGNATURE:_______________________________________________IVCSD FEB2014 PKT 9

CRESCENT MILLS WATER ACCOUNTABILITY CHART

0.000

0.500

1.000

1.500

2.000

2.500

3.000

3.500

J05 A J O J06 A J O J07 A J O J08 A J O J09 A J O J10 A J O J11 A J O J12 A J O J13 A J O J

PRODUCTION

SALES

LOSSES

LOSS TREND

IVCSD FEB2014 PKT 10


TAYLORSVILLE WASTEWATER SYSTEMINDIAN VALLEY CSD ORDER 95-162

Jan-14 9823.2 9873.1 :PREV Feb-14 9838.7 9886.8 :PREV Mar-14 0.0 0.0 :PREV

DATE PUMP #1 PUMP#2 HOURS GALLONS DATE PUMP #1 PUMP#2 HOURS GALLONS DATE PUMP #1 PUMP#2 HOURS GALLONS

1 9823.8 9873.7 1.20 9000 1 9839.1 9887.2 0.80 6000 1 0.00 0

2 9824.2 9874.1 0.80 6000 2 9840.0 9887.8 1.50 11250 2 0.00 0

3 9824.7 9874.6 1.00 7500 3 9840.3 9888.0 0.50 3750 3 0.00 0

4 9825.1 9875.1 0.90 6750 4 9840.8 9888.4 0.90 6750 4 0.00 0

5 9825.6 9875.5 0.90 6750 5 9841.2 9888.9 0.90 6750 5 0.00 0

6 9826.2 9875.1 0.20 1500 6 9841.7 9889.3 0.90 6750 6 0.00 0

7 9826.7 9876.5 1.90 14250 7 9842.1 9889.8 0.90 6750 7 0.00 0

8 9827.1 9876.9 0.80 6000 8 19731.90 ####### 8 0.00 0

9 9827.6 9877.3 0.90 6750 9 0.00 0 9 0.00 0

10 9827.9 9877.7 0.70 5250 10 0.00 0 10 0.00 0

11 9828.3 9878.1 0.80 6000 11 0.00 0 11 0.00 0

12 9828.9 9878.8 1.30 9750 12 0.00 0 12 0.00 0

13 9829.3 9879.1 0.70 5250 13 0.00 0 13 0.00 0

14 9829.8 9879.5 0.90 6750 14 0.00 0 14 0.00 0

15 9830.4 9879.9 1.00 7500 15 0.00 0 15 0.00 0

16 9831.0 9880.3 1.00 7500 16 0.00 0 16 0.00 0

17 9831.7 9880.6 1.00 7500 17 0.00 0 17 0.00 0

18 9832.4 9881.0 1.10 8250 18 0.00 0 18 0.00 0

19 9832.8 9881.2 0.60 4500 19 0.00 0 19 0.00 0

20 9833.5 9881.7 1.20 9000 20 0.00 0 20 0.00 0

21 9834.0 9882.2 1.00 7500 21 0.00 0 21 0.00 0

22 9834.5 9882.7 1.00 7500 22 0.00 0 22 0.00 0

23 9835.1 9883.1 1.00 7500 23 0.00 0 23 0.00 0

24 9835.5 9883.5 0.80 6000 24 0.00 0 24 0.00 0

25 9835.9 9883.9 0.80 6000 25 0.00 0 25 0.00 0

26 9836.5 9884.5 1.20 9000 26 0.00 0 26 0.00 0

27 9836.8 9884.8 0.60 4500 27 0.00 0 27 0.00 0

28 9837.3 9885.3 1.00 7500 28 0.00 0 28 0.00 0

29 9837.8 9885.9 1.10 8250 29 0.00 0

30 9838.3 9886.3 0.90 6750 30 0.00 0

31 9838.7 9886.8 0.90 6750 31 0.00 0

TOTAL: 212250 TOTAL: ####### TOTAL: 0

CERTIFIED OPERATOR SIGNATURE:___________________________________________ Page 1IVCSD FEB2014 PKT 12


Dec 13

Allegiance 3,833.76

Almanor Welding 100.00

Alpine Fire Services 21.00

AmeriGas 531.04

AT&T Mobility 296.21

Basic Lab 869.00

Blue Shield 2,236.10

CA Dept. of Water Resources 2,271.14

California Special Districts 1,100.00

Equarius Waterworks 1,463.71

Evergreen Market 14.95

Ferguson Enterprises Inc 2,132.94

Forest Stationers 89.97

Frontier 665.80

GE Capital 65.47

Greenville Auto Parts 3.21

HACH 132.52

Howard Storage 55.00

Hunter Hardware 224.23

Law Office of Gregory Einhorn 1,573.00

Lawson, Jesse 705.36

McMaster-Carr 379.41

Mohawk Trading Co. 52.68

Mountain Building 27.67

Nellz Towne Pump 265.61

PG&E 2,581.22

Pitney Bowes 666.57

QuickBooks Payroll Service 18.00

RCAC 646.95

Scott Tanner Business Equipment 24.17

SST Oil Cardlock 354.90

State Fund 3,469.66

SWRCB 3,000.00

USA BlueBook 150.67

TOTAL 30,021.92

10:59 AM Indian Valley Community Services District

02/07/14 Expenses by Vendor SummaryAccrual Basis December 2013

Page 1IVCSD FEB2014 PKT 19

Income and Expense by MonthDecember 2013

IncomeExpense

0

10

20

30

40

50

60$ in 1,000's

Dec13

Expense SummaryDecember 2013

By Account

%34.401 Payroll Expenses12.877 Permits and Inspections12.408 EE Benefits8.3313 Insurance8.1011 Repairs and Maintenance6.774 Utilities5.316 Professional Service2.3917.5 Education and Training2.225 Office Expense2.093 Communication5.13Other

$45,997.68Total


Income and Expense by MonthDecember 2013

IncomeExpense

0

10

20

30

40

50

60$ in 1,000's

Dec 13

Expense SummaryDecember 2013

By Class

%52.35Gville Water27.79Fire6.52Crescent Mills6.24Tville Sewer2.99Gville Lighting2.42Gville Sewer0.94Park0.75Tville Lights

$-205.31Admin$45,997.68Sub-Total


Admin

Jul - Dec 13 Budget $ Over Budget % of Budget

Income30 Service Charges 0.57

35 Tax Revenue 0.00

Total Income 0.57

Expense1 Payroll Expenses 50,935.09 100,000.00 -49,064.91 50.9%

10 Vehicle Expenses10.1 Fuel 0.00

10.2 Repairs 18.06

Total 10 Vehicle Expenses 18.06

11 Repairs and Maintenance 0.00

12 Refund of Deposit 27.18

13 Insurance 10,072.96 15,500.00 -5,427.04 65.0%

14 Rent 4,650.00 10,000.00 -5,350.00 46.5%

17 Travel - Conferences 547.20

17.5 Education and Training 1,100.00 500.00 600.00 220.0%

18 Administration Expense -132,825.43 -189,900.00 57,074.57 69.9%

19 Property Tax 0.00

2 Supplies 1,656.99 2,000.00 -343.01 82.8%

20 County Admin Fee 0.00 5,000.00 -5,000.00 0.0%

21 Maintenance Allocation 0.00

3 Communication 6,974.65 9,500.00 -2,525.35 73.4%

4 Utilities4.1 electric 822.39 1,600.00 -777.61 51.4%

4.2 garbage 0.00

4.3 Propane/Oil 88.22 1,000.00 -911.78 8.8%

4.4 Sewer 0.00

4.5 Water 0.00

4 Utilities - Other 0.00

Total 4 Utilities 910.61 2,600.00 -1,689.39 35.0%

40 IVASA Transfer 0.00

5 Office Expense 21,377.18

6 Professional Service 13,225.12 37,800.00 -24,574.88 35.0%

7 Permits and Inspections 0.00 1,000.00 -1,000.00 0.0%

8 EE Benefits 19,228.28 6,000.00 13,228.28 320.5%

9 Mileage Reimbursement 3,264.36

Total Expense 1,162.25 0.00 1,162.25 100.0%

Net Income -1,161.68 0.00 -1,161.68 100.0%


02/07/14 Profit & Loss Budget vs. ActualAccrual Basis July through December 2013


Crescent Mills


Income30 Service Charges 30,099.19 56,849.94 -26,750.75 52.9%

35 Tax Revenue 0.00

Total Income 30,099.19 56,849.94 -26,750.75 52.9%

Expense1 Payroll Expenses 815.20 10,000.00 -9,184.80 8.2%


10.2 Repairs 24.36


11 Repairs and Maintenance 614.23 4,500.00 -3,885.77 13.6%


13 Insurance 173.03

14 Rent 0.00


17.5 Education and Training 0.00

18 Administration Expense 3,107.23 12,531.51 -9,424.28 24.8%


2 Supplies 102.20 2,000.00 -1,897.80 5.1%

20 County Admin Fee 0.00

21 Maintenance Allocation 128.08 4,080.77 -3,952.69 3.1%

3 Communication 0.00 300.00 -300.00 0.0%

4 Utilities4.1 electric 166.50 600.00 -433.50 27.8%

4.2 garbage 0.00

4.3 Propane/Oil 0.00

4.4 Sewer 0.00

4.5 Water 0.00


Total 4 Utilities 166.50 600.00 -433.50 27.8%

40 IVASA Transfer 0.00 1,000.00 -1,000.00 0.0%

5 Office Expense 0.00 800.00 -800.00 0.0%

6 Professional Service 700.00 1,200.00 -500.00 58.3%

7 Permits and Inspections 3,619.08 2,000.00 1,619.08 181.0%

8 EE Benefits 0.00

9 Mileage Reimbursement 0.00

Total Expense 9,473.67 39,012.28 -29,538.61 24.3%

Net Income 20,625.52 17,837.66 2,787.86 115.6%




Fire


Income30 Service Charges 0.00 5,000.00 -5,000.00 0.0%

35 Tax Revenue 0.00 125,000.00 -125,000.00 0.0%

Total Income 0.00 130,000.00 -130,000.00 0.0%


10 Vehicle Expenses10.1 Fuel 3,261.26 4,500.00 -1,238.74 72.5%

10.2 Repairs 1,079.82 3,000.00 -1,920.18 36.0%

Total 10 Vehicle Expenses 4,341.08 7,500.00 -3,158.92 57.9%

11 Repairs and Maintenance 262.51 500.00 -237.49 52.5%


13 Insurance 5,912.93 9,500.00 -3,587.07 62.2%

14 Rent 0.00



18 Administration Expense 34,612.22 35,347.47 -735.25 97.9%


2 Supplies 1,818.81 500.00 1,318.81 363.8%



3 Communication 0.00 1,800.00 -1,800.00 0.0%

4 Utilities4.1 electric 981.20 2,500.00 -1,518.80 39.2%

4.2 garbage 0.00

4.3 Propane/Oil 1,444.98 7,000.00 -5,555.02 20.6%

4.4 Sewer 96.27 225.00 -128.73 42.8%

4.5 Water 565.93 400.00 165.93 141.5%


Total 4 Utilities 3,150.83 10,125.00 -6,974.17 31.1%


5 Office Expense 0.00

6 Professional Service 0.00

7 Permits and Inspections 0.00

8 EE Benefits 6,332.13 17,000.00 -10,667.87 37.2%


Total Expense 71,895.06 114,272.47 -42,377.41 62.9%

Net Income -71,895.06 15,727.53 -87,622.59 -457.1%




Gville Lighting



35 Tax Revenue 0.00 13,000.00 -13,000.00 0.0%

Total Income 0.00 15,500.00 -15,500.00 0.0%

Expense1 Payroll Expenses 0.00


10.2 Repairs 0.00




13 Insurance 0.00

14 Rent 0.00



18 Administration Expense 4,552.24 4,478.62 73.62 101.6%


2 Supplies 0.00



3 Communication 0.00

4 Utilities4.1 electric 4,667.24 10,000.00 -5,332.76 46.7%

4.2 garbage 0.00


4.4 Sewer 0.00

4.5 Water 0.00


Total 4 Utilities 4,667.24 10,000.00 -5,332.76 46.7%





8 EE Benefits 0.00


Total Expense 9,254.56 14,478.62 -5,224.06 63.9%

Net Income -9,254.56 1,021.38 -10,275.94 -906.1%




Gville Sewer



35 Tax Revenue 0.00 18,000.00 -18,000.00 0.0%

Total Income 63,387.76 146,723.42 -83,335.66 43.2%



10.2 Repairs 153.10




13 Insurance 1,087.64

14 Rent 0.00





2 Supplies 790.77 1,000.00 -209.23 79.1%


21 Maintenance Allocation 1,549.70 16,323.10 -14,773.40 9.5%

3 Communication 0.00 1,000.00 -1,000.00 0.0%


4.2 garbage 0.00

4.3 Propane/Oil 392.65 1,000.00 -607.35 39.3%

4.4 Sewer 0.00

4.5 Water 0.00


Total 4 Utilities 2,871.71 6,200.00 -3,328.29 46.3%


5 Office Expense 0.00 2,600.00 -2,600.00 0.0%

6 Professional Service 0.00 500.00 -500.00 0.0%

7 Permits and Inspections 2,940.00 5,200.00 -2,260.00 56.5%

8 EE Benefits 0.00


Total Expense 24,835.63 117,155.68 -92,320.05 21.2%

Net Income 38,552.13 29,567.74 8,984.39 130.4%




Gville Water



35 Tax Revenue 0.00

Total Income 211,129.39 411,557.00 -200,427.61 51.3%



10.2 Repairs 195.76


11 Repairs and Maintenance 6,523.69 15,000.00 -8,476.31 43.5%


13 Insurance 1,087.64

14 Rent 0.00





2 Supplies 3,089.37 5,000.00 -1,910.63 61.8%



3 Communication 0.00 2,300.00 -2,300.00 0.0%


4.2 garbage 0.00 100.00 -100.00 0.0%

4.3 Propane/Oil 0.00 3,000.00 -3,000.00 0.0%

4.4 Sewer 0.00 250.00 -250.00 0.0%

4.5 Water 0.00 1,000.00 -1,000.00 0.0%


Total 4 Utilities 13,421.17 39,350.00 -25,928.83 34.1%


5 Office Expense 0.00 2,600.00 -2,600.00 0.0%



8 EE Benefits 0.00


Total Expense 146,374.12 241,045.57 -94,671.45 60.7%

Net Income 64,755.27 170,511.43 -105,756.16 38.0%




Maintenance


Income30 Service Charges 0.00

35 Tax Revenue 0.00

Total Income 0.00



10.2 Repairs 416.34




13 Insurance 0.00

14 Rent 0.00


17.5 Education and Training 0.00 2,000.00 -2,000.00 0.0%

18 Administration Expense 0.00


2 Supplies 3,242.22 2,000.00 1,242.22 162.1%


21 Maintenance Allocation -7,806.88 -48,500.00 40,693.12 16.1%

3 Communication 0.00 1,500.00 -1,500.00 0.0%

4 Utilities4.1 electric 0.00

4.2 garbage 0.00


4.4 Sewer 0.00

4.5 Water 0.00


Total 4 Utilities 0.00





8 EE Benefits 0.00


Total Expense 0.00 0.00 0.00 0.0%

Net Income 0.00 0.00 0.00 0.0%




Park



35 Tax Revenue 0.00 35,000.00 -35,000.00 0.0%

Total Income 0.00 40,500.00 -40,500.00 0.0%


10 Vehicle Expenses10.1 Fuel 22.46 300.00 -277.54 7.5%

10.2 Repairs 12.64

Total 10 Vehicle Expenses 35.10 300.00 -264.90 11.7%



13 Insurance 0.00

14 Rent 0.00





2 Supplies 518.16 2,000.00 -1,481.84 25.9%





4.2 garbage 75.45 1,000.00 -924.55 7.5%


4.4 Sewer 220.44 125.00 95.44 176.4%

4.5 Water 398.90 5,500.00 -5,101.10 7.3%


Total 4 Utilities 715.20 7,625.00 -6,909.80 9.4%





8 EE Benefits 0.00 650.00 -650.00 0.0%


Total Expense 13,758.91 39,938.79 -26,179.88 34.4%

Net Income -13,758.91 561.21 -14,320.12 -2,451.7%




Tville Lights


Income30 Service Charges 0.00 250.00 -250.00 0.0%

35 Tax Revenue 0.00 1,300.00 -1,300.00 0.0%

Total Income 0.00 1,550.00 -1,550.00 0.0%

Expense1 Payroll Expenses 0.00


10.2 Repairs 0.00




13 Insurance 0.00

14 Rent 0.00



18 Administration Expense 925.83 447.86 477.97 206.7%


2 Supplies 0.00





4.2 garbage 0.00


4.4 Sewer 0.00

4.5 Water 0.00


Total 4 Utilities 827.09 1,000.00 -172.91 82.7%





8 EE Benefits 0.00


Total Expense 1,760.75 1,447.86 312.89 121.6%

Net Income -1,760.75 102.14 -1,862.89 -1,723.9%




Tville Sewer



35 Tax Revenue 0.00

Total Income 12,419.88 24,446.40 -12,026.52 50.8%



10.2 Repairs 17.39




13 Insurance 123.60

14 Rent 0.00



18 Administration Expense 5,344.82 5,896.91 -552.09 90.6%


2 Supplies 98.24 1,000.00 -901.76 9.8%


21 Maintenance Allocation 345.93 1,101.81 -755.88 31.4%

3 Communication 0.00 300.00 -300.00 0.0%


4.2 garbage 0.00

4.3 Propane/Oil 173.77 800.00 -626.23 21.7%

4.4 Sewer 0.00

4.5 Water 0.00


Total 4 Utilities 1,053.78 2,600.00 -1,546.22 40.5%


5 Office Expense 0.00 285.00 -285.00 0.0%

6 Professional Service 1,197.00 1,000.00 197.00 119.7%

7 Permits and Inspections 3,940.00

8 EE Benefits 0.00 60.00 -60.00 0.0%


Total Expense 13,084.50 17,063.72 -3,979.22 76.7%

Net Income -664.62 7,382.68 -8,047.30 -9.0%




TOTAL



35 Tax Revenue 0.00 192,300.00 -192,300.00 0.0%

Total Income 317,036.85 827,126.76 -510,089.91 38.3%



10.2 Repairs 1,917.47 3,000.00 -1,082.53 63.9%



12 Refund of Deposit 253.18 0.00 253.18 100.0%

13 Insurance 18,457.80 25,000.00 -6,542.20 73.8%

14 Rent 4,650.00 10,000.00 -5,350.00 46.5%

17 Travel - Conferences 547.20 0.00 547.20 100.0%

17.5 Education and Training 1,100.00 2,500.00 -1,400.00 44.0%

18 Administration Expense 0.01 -0.01 0.02 -100.0%

19 Property Tax 140.71 0.00 140.71 100.0%

2 Supplies 11,316.76 15,500.00 -4,183.24 73.0%

20 County Admin Fee 0.00 5,000.00 -5,000.00 0.0%

21 Maintenance Allocation 0.00 0.00 0.00 0.0%

3 Communication 6,974.65 16,700.00 -9,725.35 41.8%


4.2 garbage 75.45 1,100.00 -1,024.55 6.9%

4.3 Propane/Oil 2,099.62 12,800.00 -10,700.38 16.4%

4.4 Sewer 316.71 600.00 -283.29 52.8%

4.5 Water 964.83 6,900.00 -5,935.17 14.0%

4 Utilities - Other 62.45 0.00 62.45 100.0%

Total 4 Utilities 27,784.13 80,100.00 -52,315.87 34.7%

40 IVASA Transfer 0.00 1,000.00 -1,000.00 0.0%

5 Office Expense 21,481.88 6,285.00 15,196.88 341.8%



8 EE Benefits 25,560.41 23,710.00 1,850.41 107.8%

9 Mileage Reimbursement 3,479.06 0.00 3,479.06 100.0%

Total Expense 291,704.15 584,414.99 -292,710.84 49.9%

Net Income 25,332.70 242,711.77 -217,379.07 10.4%




INDIAN VALLEY COMMUNITY SERVICES DISTRICT

INDIAN VALLEY PARK AND RECREATION DISTRICT

JOINT POWERS AGREEMENT FOR CONSTRUCTION AND MAINTENANCE OF THE

TRIANGLE PARK

Whereas, the agencies entering this agreement are the Indian Valley Community Services District

(IVCSD) and the Indian Valley Park and Recreation District (IVPRD) and their governing Boards find

and determine that:

California government codes section 65000 et seq. [The joint exercise of powers act], authorizes

California public agencies to enter an agreement to any power common to the contracting parties; and

pursuant to section 65030 the purpose of this agreement is to establish by joint cooperation, the Triangle

Park, to be located in Greenville, CA. The Triangle Park will contain a gazebo, three trees, shrubbery,

and ground cover. The goal of the Triangle Park is to provide a green space with seating in the downtown

area, and to promote economic revitalization of Indian Valley. Both agencies lend their support to this

worthwhile goal.

The parties undertake this joint exercise of powers for the public purpose of building and providing

management for the Triangle Park.

Now therefore it is agreed upon by and between the parties as follows:

Whereas, IVCSD will accept ownership of the physical property, which will be known as the Triangle

Park, the Triangle Park will become part of the Greenville Park properties owned by the IVCSD, and the

IVCSD will provide the water necessary for the watering of the trees and shrubs and;

Whereas, IVPRD has secured grant funding in the amount of $10,000 for the construction and will

administer the grant funds, and;

Whereas, the IVCSD will install a water meter and complete the connection to the Greenville Water

system, necessary to provide water for the triangle park, it is estimated that the water connection will cost

approximately $1,500 and will be paid for out of the grant funds awarded to the IVPRD, and;

The construction, maintenance and repairs will be under the control and responsibility of IVRPD, as well

as all associated costs. IVPRD will coordinate with the Greenville Streetscape Committee and the

Plumas Charter School to provide all maintenance necessary for the operation of the Triangle Park.

Term

The term of this agreement is effective from the signature of both parties for a twenty year period, subject

to automatic renewal with agreement from both parties.

Amendments

This agreement may be amended by an instrument in writing consented to and executed by both parties to

this agreement.


Indemnification

IVCSD and IVPRD shall hold harmless and indemnify the other agency for any costs or expenses

attributable to any alleged injury or damage, or any claim or lawsuit arising out of circumstances related

to the construction and operation of the Triangle Park, except as to negligent conduct by the other parties,

jointly or severally.

EXECUTION

Indian Valley Community Services District

Signed____________________________________

Title______________________________________

Date______________________________________

Indian Valley Park and Recreation District

Signed____________________________________

Title______________________________________

Date______________________________________


League of California Cities 1

Rosenberg’s Rules of Order: Simple Parliamentary

Procedures for the 21st Century


About the League of California CitiesEstablished in 1898, the League of California Cities is a mem-ber organization that represents California’s incorporated cities.The League strives to protect the local authority and autonomyof city government and help California’s cities effectively servetheir residents. In addition to advocating on cities’ behalf at thestate capitol, the League provides its members with professionaldevelopment programs and information resources, conductseducational conferences and research, and publishes WesternCity magazine.

About Western City MagazineWestern City is the League of California Cities' monthly maga-zine. Western City provides lively, interdisciplinary analyses ofissues affecting local governance. Its goal is to offer immediatelypractical ideas, information and bigger-picture policy issues andtrends. For more information, visit www.westerncity.com.

“Rosenberg’s Rules of Order” first appeared in Western Citymagazine in August and September 2003.

VISION:

To be recognized and respected as the leading advocate for the common interests of

California cities.

MISSION:

To restore and protect local control for cities through education and advocacy to enhance

the quality of life for all Californians.

About the AuthorDave Rosenberg is an elected county supervisor representingthe 4th District in Yolo County. He also serves as director ofcommunity and intergovernmental relations, director of opera-tions, and senior advisor to the governor of California. He hasserved as a member and chair of numerous state and localboards, both appointed and elected, and also served on theDavis City Council for 12 years, including two terms as mayor.He has taught classes on parliamentary procedure and hasserved as parliamentarian for large and small governing bodies.In the fall of 2003, Gov. Davis appointed Rosenberg as a judgeof the Yolo County Superior Court.

1400 K Street, Sacramento, CA 95814

(916) 658-8200

Fax (916) 658-8240

www.cacities.org

To order additional copies of this publication, call (916) 658-8257 or visit www.cacities.org/store.

© 2003 League of California Cities. All rights reserved.IVCSD FEB2014 PKT 36

www.cacities.org 1

he rules of procedure at meetingsshould be simple enough for most

people to understand. Unfortunately,that hasn’t always been the case. Virtu-ally all clubs, associations, boards, coun-cils and bodies follow a set of rules,Robert’s Rules of Order, which are em-bodied in a small but complex book.Virtually no one I know has actuallyread this book cover to cover.

Worse yet, the book was written foranother time and purpose. If you arerunning the British Parliament, Robert’sRules of Order is a dandy and quite use-ful handbook. On the other hand, ifyou’re running a meeting of a five-member body with a few members ofthe public in attendance, a simplifiedversion of the rules of parliamentaryprocedure is in order. Hence, the birthof “Rosenberg’s Rules of Order.”

This publication covers the rules of parliamentary procedure based on my20 years of experience chairing meetingsin state and local government. Theserules have been simplified and slimmeddown for 21st century meetings, yetthey retain the basic tenets of order towhich we are accustomed.

“Rosenberg’s Rules of Order” are sup-ported by the following four principles:

1. Rules should establish order. Thefirst purpose of the rules of parlia-mentary procedure is to establish a

framework for the orderly conduct of meetings.

2. Rules should be clear. Simple ruleslead to wider understanding and participation. Complex rules createtwo classes: those who understandand participate and those who do not fully understand and do not fully participate.

3. Rules should be user-friendly. Thatis, the rules must be simple enoughthat citizens feel they have been ableto participate in the process.

4. Rules should enforce the will of the majority while protecting therights of the minority. The ultimatepurpose of the rules of procedure isto encourage discussion and to facili-tate decision-making by the body. Ina democracy, the majority rules. Therules must enable the majority toexpress itself and fashion a result,while permitting the minority to alsoexpress itself (but not dominate) andfully participate in the process.

The Chairperson Should Take aBack Seat During Discussions

While all members of the governingbody should know and understand therules of parliamentary procedure, it isthe chairperson (chair) who is chargedwith applying the rules of conduct. The chair should be well versed in those

rules, because the chair, for all intentsand purposes, makes the final ruling onthe rules. In fact, all decisions by thechair are final unless overruled by thegoverning body itself.

Because the chair conducts the meeting,it is common courtesy for the chair totake a less active role than other mem-bers of the body in debates and discus-sions. This does not mean that the chairshould not participate in the debate ordiscussion. On the contrary, as a mem-ber of the body, the chair has full rightsto participate in debates, discussions and decision-making. The chair should,however, strive to be the last to speak atthe discussion and debate stage, andshould not make or second a motionunless he or she is convinced that noother member of the body will do so.

The Basic Format for an Agenda Item Discussion

Formal meetings normally have a written,published agenda; informal meetingsmay have only an oral or understoodagenda. In either case, the meeting isgoverned by the agenda and the agendaconstitutes the body’s agreed-upon roadmap for the meeting. And each agendaitem can be handled by the chair in thefollowing basic format.

First, the chair should clearly announcethe agenda item number and shouldclearly state what the subject is. Thechair should then announce the formatthat will be followed.

Second, following that agenda format,the chair should invite the appropriatepeople to report on the item, includingany recommendation they might have.The appropriate person may be thechair, a member of the governing body,

Rosenberg’s Rules of Order: Simple Parliamentary

Procedures for the 21st Century

There are exceptions to the general rule of free

and open debate on motions. The exceptions all

apply when there is a desire to move on.

by Dave Rosenberg


League of California Cities2

a staff person, or a committee chaircharged with providing informationabout the agenda item.

Third, the chair should ask members of the body if they have any technicalquestions for clarification. At this point,members of the governing body may askclarifying questions to the people whoreported on the item, and they should be given time to respond.

Fourth, the chair should invite publiccomments or, if appropriate at a formalmeeting, open the meeting to publicinput. If numerous members of the pub-lic indicate a desire to speak to the sub-ject, the chair may limit the time of eachpublic speaker. At the conclusion of thepublic comments, the chair should ann-ounce that public input has concluded(or that the public hearing, as the casemay be, is closed).

Fifth, the chair should invite a motionfrom the governing body members. Thechair should announce the name of themember who makes the motion.

Sixth, the chair should determine if anymember of the body wishes to secondthe motion. The chair should announcethe name of the member who secondsthe motion. It is normally good practicefor a motion to require a second beforeproceeding with it, to ensure that it isnot just one member of the body who is interested in a particular approach.However, a second is not an absoluterequirement, and the chair can proceedwith consideration and a vote on themotion even when there is no second.This is a matter left to the discretion of the chair.

Seventh, if the motion is made and sec-onded, the chair should make sure every-one understands the motion. This isdone in one of three ways:

1. The chair can ask the maker of themotion to repeat it;

2. The chair can repeat the motion; or

3. The chair can ask the secretary or the clerk of the body to repeat the motion.

Motions are made in a simple two-stepprocess. First, the chair recognizes themember. Second, the member makes amotion by preceding the member’sdesired approach with the words: “Imove …” A typical motion might be: “I move that we give 10 days’ notice inthe future for all our meetings.”

The chair usually initiates the motion by:

1. Inviting the members to make amotion: “A motion at this timewould be in order.”

Rosenberg’s Rules of Order: Simple Parliamentary Procedure for the 21st Century

Ninth, the chair takes a vote. Simplyasking for the “ayes” and then the “nays”is normally sufficient. If members of thebody do not vote, then they “abstain.”Unless the rules of the body provide otherwise or unless a super-majority isrequired (as delineated later in theserules), a simple majority determineswhether the motion passes or is defeated.

Tenth, the chair should announce theresult of the vote and should announcewhat action (if any) the body has taken.In announcing the result, the chairshould indicate the names of the mem-bers, if any, who voted in the minorityon the motion. This announcementmight take the following form: “Themotion passes by a vote of 3-2, withSmith and Jones dissenting. We havepassed the motion requiring 10 days’notice for all future meetings of this governing body.”

Motions in General

Motions are the vehicles for decision-making. It is usually best to have a mot-ion before the governing body prior todiscussing an agenda item, to help every-one focus on the motion before them.

Eighth, the chair should now invite dis-cussion of the motion by the membersof the governing body. If there is nodesired discussion or the discussion hasended, the chair should announce thatthe body will vote on the motion. Ifthere has been no discussion or a verybrief discussion, the vote should proceedimmediately, and there is no need to re-peat the motion. If there has been sub-stantial discussion, it is normally best tomake sure everyone understands themotion by repeating it.

2. Suggesting a motion to the members:“A motion would be in order that wegive 10-days’ notice in the future forall our meetings.”

3. Making the motion.

As noted, the chair has every right as amember of the body to make a motion,but normally should do so only if he orshe wishes a motion to be made but noother member seems willing to do so.

The Three Basic Motions

Three motions are the most common:

1. The basic motion. The basic motionis the one that puts forward a deci-sion for consideration. A basic mot-ion might be: “I move that we createa five-member committee to planand put on our annual fundraiser.”

2. The motion to amend. If a memberwants to change a basic motion thatis under discussion, he or she wouldmove to amend it. A motion toamend might be: “I move that weamend the motion to have a 10-member committee.” A motion toamend takes the basic motion that isbefore the body and seeks to changeit in some way.

Debate on policy is healthy; debate on personalities

is not. The chair has the right to cut off discussion

that is too personal, too loud or too crude.


www.cacities.org 3


3. The substitute motion. If a memberwants to completely do away withthe basic motion under discussionand put a new motion before thegoverning body, he or she would“move a substitute motion.” A substi-tute motion might be: “I move a sub-stitute motion that we cancel theannual fundraiser this year.”

Motions to amend and substitute mo-tions are often confused. But they arequite different, and so is their effect, if passed.

A motion to amend seeks to retain thebasic motion on the floor, but to modifyit in some way.

A substitute motion seeks to throw outthe basic motion on the floor and substi-tute a new and different motion for it.

The decision as to whether a motion isreally a motion to amend or a substitutemotion is left to the chair. So that if amember makes what that member calls amotion to amend, but the chair deter-mines it is really a substitute motion, thechair’s designation governs.

When Multiple Motions Are BeforeThe Governing Body

Up to three motions may be on the floorsimultaneously. The chair may reject afourth motion until the three that are onthe floor have been resolved.

When two or three motions are on thefloor (after motions and seconds) at the same time, the first vote should beon the last motion made. So, for exam-ple, assume the first motion is a basic“motion to have a five-member commit-tee to plan and put on our annual fund-raiser.” During the discussion of thismotion, a member might make a secondmotion to “amend the main motion tohave a 10-member committee, not afive-member committee, to plan and put on our annual fundraiser.” And per-haps, during that discussion, a membermakes yet a third motion as a “substitutemotion that we not have an annualfundraiser this year.” The proper proce-dure would be as follows.

First, the chair would deal with thethird (the last) motion on the floor, thesubstitute motion. After discussion anddebate, a vote would be taken first onthe third motion. If the substitutemotion passes, it would be a substitutefor the basic motion and would elimi-nate it. The first motion would be moot,as would the second motion (whichsought to amend the first motion), andthe action on the agenda item would becomplete. No vote would be taken onthe first or second motions. On theother hand, if the substitute motion (thethird motion) failed, the chair wouldproceed to consideration of the second(now the last) motion on the floor, themotion to amend.

If the substitute motion failed, the chair would then deal with the second(now the last) motion on the floor, the motion to amend. The discussionand debate would focus strictly on theamendment (should the committee befive or 10 members). If the motion toamend passed, the chair would nowmove to consider the main motion (thefirst motion) as amended. If the motionto amend failed, the chair would nowmove to consider the main motion (the first motion) in its original format,not amended.

To Debate or Not to Debate

The basic rule of motions is that theyare subject to discussion and debate.Accordingly, basic motions, motions toamend, and substitute motions are alleligible, each in their turn, for full dis-cussion before and by the body. Thedebate can continue as long as membersof the body wish to discuss an item, sub-ject to the decision of the chair that it istime to move on and take action.

There are exceptions to the general ruleof free and open debate on motions. Theexceptions all apply when there is adesire of the body to move on. The fol-lowing motions are not debatable (thatis, when the following motions are madeand seconded, the chair must immedi-ately call for a vote of the body withoutdebate on the motion):

A motion to adjourn. This motion, ifpassed, requires the body to immediatelyadjourn to its next regularly scheduledmeeting. This motion requires a simplemajority vote.

A motion to recess. This motion, ifpassed, requires the body to immediatelytake a recess. Normally, the chair deter-mines the length of the recess, whichmay range from a few minutes to anhour. It requires a simple majority vote.

The challenge for anyone chairing a public meet-

ing is to accommodate public input in a timely

and time-sensitive way, while maintaining steady

progress through the agenda items.

Third, the chair would now deal withthe first motion that was placed on thefloor. The original motion would eitherbe in its original format (five-membercommittee) or, if amended, would be inits amended format (10-member com-mittee). And the question on the floorfor discussion and decision would bewhether a committee should plan andput on the annual fundraiser.

A motion to fix the time to adjourn.This motion, if passed, requires the bodyto adjourn the meeting at the specifictime set in the motion. For example, themotion might be: “I move we adjournthis meeting at midnight.” It requires asimple majority vote.

A motion to table. This motion, ifpassed, requires discussion of the agendaitem to be halted and the agenda item to



be placed on “hold.” The motion maycontain a specific time in which theitem can come back to the body: “Imove we table this item until our regu-lar meeting in October.” Or the motionmay contain no specific time for thereturn of the item, in which case amotion to take the item off the tableand bring it back to the body will haveto be taken at a future meeting. Amotion to table an item (or to bring itback to the body) requires a simplemajority vote.

A motion to limit debate. The mostcommon form of this motion is to say:“I move the previous question” or “Imove the question” or “I call for thequestion.” When a member of the bodymakes such a motion, the member isreally saying: “I’ve had enough debate.Let’s get on with the vote.” When such a motion is made, the chair should askfor a second to the motion, stop debate,and vote on the motion to limit debate.The motion to limit debate requires atwo-thirds vote of the body. Note that amotion to limit debate could include atime limit. For example: “I move welimit debate on this agenda item to 15 minutes.” Even in this format, the

the motion fails. If one member is ab-sent and the vote is 3-3, the motion still fails.

All motions require a simple majority,but there are a few exceptions. Theexceptions occur when the body is taking an action that effectively cuts off the ability of a minority of the bodyto take an action or discuss an item.These extraordinary motions require atwo-thirds majority (a super-majority) to pass:

Motion to limit debate. Whether amember says, “I move the previous question,” “I move the question,” “I call for the question” or “I move to limitdebate,” it all amounts to an attempt tocut off the ability of the minority to dis-cuss an item, and it requires a two-thirdsvote to pass.

Motion to close nominations. Whenchoosing officers of the body, such as thechair, nominations are in order eitherfrom a nominating committee or fromthe floor of the body. A motion to closenominations effectively cuts off the rightof the minority to nominate officers,and it requires a two-thirds vote to pass.

pend the rules for a particular purpose.For example, the body (a private club)might have a rule prohibiting the atten-dance at meetings by non-club mem-bers. A motion to suspend the ruleswould be in order to allow a non-clubmember to attend a meeting of the clubon a particular date or on a particularagenda item.

The Motion to Reconsider

There is a special and unique motionthat requires a bit of explanation all byitself: the motion to reconsider. A tenetof parliamentary procedure is finality.After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken,the matter is deemed closed, subject only to reopening if a proper motion to reconsider is made.

A motion to reconsider requires a majority vote to pass, but there are two special rules that apply only to the motion to reconsider.

First is the matter of timing. A motionto reconsider must be made at the meet-ing where the item was first voted uponor at the very next meeting of the body.A motion to reconsider made at a latertime is untimely. (The body, however,can always vote to suspend the rules and, by a two-thirds majority, allow amotion to reconsider to be made atanother time.)

Second, a motion to reconsider may bemade only by certain members of thebody. Accordingly, a motion to recon-sider may be made only by a memberwho voted in the majority on the origi-nal motion. If such a member has achange of heart, he or she may make themotion to reconsider (any other mem-ber of the body may second the motion).If a member who voted in the minorityseeks to make the motion to reconsider,it must be ruled out of order. The pur-pose of this rule is finality. If a memberof the minority could make a motion toreconsider, then the item could bebrought back to the body again andagain, which would defeat the purpose of finality.


motion to limit debate requires a two-thirds vote of the body. A similar mot-ion is a motion to object to considerationof an item. This motion is not debatable,and if passed, precludes the body fromeven considering an item on the agenda.It also requires a two-thirds vote.

Majority and Super-Majority Votes

In a democracy, decisions are made witha simple majority vote. A tie vote meansthe motion fails. So in a seven-memberbody, a vote of 4-3 passes the motion. Avote of 3-3 with one abstention means

Motion to object to the considerationof a question. Normally, such a motionis unnecessary, because the objectionableitem can be tabled or defeated straightup. However, when members of a bodydo not even want an item on the agendato be considered, then such a motion is in order. It is not debatable, and itrequires a two-thirds vote to pass.

Motion to suspend the rules. Thismotion is debatable, but requires a two-thirds vote to pass. If the body has itsown rules of order, conduct or proce-dure, this motion allows the body to sus-

If you are running the British Parliament,

Robert’s Rules of Order is a dandy and quite

useful handbook.


www.cacities.org 5

If the motion to reconsider passes, thenthe original matter is back before thebody, and a new original motion is inorder. The matter may be discussed anddebated as if it were on the floor for thefirst time.

Courtesy and Decorum

The rules of order are meant to createan atmosphere where the members ofthe body and the members of the publiccan attend to business efficiently, fairlyand with full participation. And at thesame time, it is up to the chair and themembers of the body to maintain com-mon courtesy and decorum. Unless thesetting is very informal, it is always bestfor only one person at a time to havethe floor, and it is always best for every

lege relate to anything that would inter-fere with the normal comfort of themeeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person’s ability to hear.

Order. The proper interruption wouldbe: “Point of order.” Again, the chairwould ask the interrupter to “state yourpoint.” Appropriate points of order

Withdraw a motion. During debateand discussion of a motion, the maker of the motion on the floor, at any time,may interrupt a speaker to withdraw his or her motion from the floor. Themotion is immediately deemed with-drawn, although the chair may ask theperson who seconded the motion if he or she wishes to make the motion,and any other member may make themotion if properly recognized.

Special Notes About Public Input

The rules outlined here help make meet-ings very public-friendly. But in addi-tion, and particularly for the chair, it iswise to remember three special rules thatapply to each agenda item:

Rule One: Tell the public what the bodywill be doing.

Rule Two: Keep the public informedwhile the body is doing it.

Rule Three: When the body has acted,tell the public what the body did.

Public input is essential to a healthydemocracy, and community participa-tion in public meetings is an importantelement of that input. The challenge foranyone chairing a public meeting is toaccommodate public input in a timelyand time-sensitive way, while maintain-ing steady progress through the agendaitems. The rules presented here for con-ducting a meeting are offered as tools foreffective leadership and as a means ofdeveloping sound public policy. ■


It is usually best to have a motion before the gov-

erning body prior to discussing an agenda item,

to help everyone focus.

Motions to amend and substitute motions are

often confused. But they are quite different, and

so is their effect, if passed.

speaker to be first recognized by thechair before proceeding to speak.

The chair should always ensure thatdebate and discussion of an agenda itemfocus on the item and the policy in ques-tion, not on the personalities of themembers of the body. Debate on policyis healthy; debate on personalities is not.The chair has the right to cut off discus-sion that is too personal, too loud or too crude.

Debate and discussion should be fo-cused, but free and open. In the interestof time, the chair may, however, limit the time allotted to speakers, includingmembers of the body. Can a member ofthe body interrupt the speaker? The general rule is no. There are, however,exceptions. A speaker may be interrupt-ed for the following reasons:

Privilege. The proper interruptionwould be: “Point of privilege.” The chairwould then ask the interrupter to “stateyour point.” Appropriate points of privi-

relate to anything that would not be considered appropriate conduct of themeeting; for example, if the chair movedon to a vote on a motion that permitsdebate without allowing that discussion or debate.

Appeal. If the chair makes a ruling thata member of the body disagrees with,that member may appeal the ruling ofthe chair. If the motion is seconded andafter debate, if it passes by a simplemajority vote, then the ruling of thechair is deemed reversed.

Call for orders of the day. This is sim-ply another way of saying, “Let’s returnto the agenda.” If a member believes thatthe body has drifted from the agreed-upon agenda, such a call may be made.It does not require a vote, and when thechair discovers that the agenda has notbeen followed, the chair simply remindsthe body to return to the agenda itemproperly before them. If the chair fails to do so, the chair’s determination maybe appealed.



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