New HISID district manager address meeting procedures, budget process

The board also heard a request from the Friends of the Barn.

Hartley said he wants to provide ample time to get information out to board members, and for that reason, sent an administrative directive to department heads to have all materials available by the Wednesday before a meeting.

He also told the board, "I'm asking you to establish a deadline for yourselves so we can provide information."

He also said he would like to make information, including his district manager's reports, available to the public on the district's website so they can be informed about what the board will be discussing and decide whether they want to attend a meeting.

In response to requests from the board, Hartley said he would prepare both a list of pending issues and PowerPoint presentations so attendees can follow along.

The board set a schedule for the 2013 budget process. Hartley said he has asked department heads to prepare their budgets a little differently than has been done in the past: they will now be asked to provide a narrative with their budget requests for each line item. He said it's not exactly zero-based budgeting, but what he told department heads was, "'If you can't justify it, we're probably not going to be appropriating that for you.'

"It's a little bit different approach than maybe some of the incrementalism that's taken place in the past, and it provides you an opportunity to look and maybe gain some knowledge of where these operational costs are actually at," he told the board.

He said the capital improvement program can't be looked at until the operational needs are addressed.

He complimented department heads, who have been receptive to his requests, even though it turns "upside down how they've done things in the past."

Hartley said also the district will be doing "cost accounting," which includes assigning burden to a department that receives help from another department so the board can track actual operating costs.

The board set a special work session for Oct. 8 at 9 a.m. at look at amenities fees.

Hartley said the board will have a preliminary budget by its Oct. 15 work session. The board will also look at assessments and water and sewer rates, which it is required by its own statues to do annually, he noted.

The campground hosts have announced they will not continue their contract, which ends in October, Hartley announced.

The hosts, the Sages, have been operating the campground since 2008. Board members will discuss whether to hire an employee to manage the campground or continue with a contract setup.

On the district roof bids, Hartley said no qualified bids were returned, and he believes it was because the district requires a performance bond on projects more than $20,000.

"This project went just over that," he said, "and it's hard for smaller contractors to get performance bonds."

The process requires them to open their books and provide financial statements, he said. A bond would cost $2,500 to $3,500, and smaller contractors can't afford it.

The board discussed amending its regulations on that issue.

"We ultimately end up paying for the bond if they can get it, so we're not getting value on it," said Commissioner Bruce Larson.

Hartley replied the bond provides protection to the district if the job is done incorrectly or the contractor doesn't finish it.

"But this is not that large of a job," he added.

Hartley said with the rainy season coming on, the roof really needs to be replaced. The board asked him to bring a regulation amendment to the business meeting Monday. Their intention is to declare an emergency and have both readings on the same day.

Commissioner Ken Brown asked fellow board members to consider closing the Barn December through February but leaving it open through November so the FOB can hold its Thanksgiving dinner there instead of at the Clubhouse.

Chuck Smith, who said he is not a member of FOB but was appointed to oversee repair, maintenance and upgrade projects, said $18,325 has been spent on the Barn by FOB since 2008. He said there is approximately $1,000 left in the treasury, and the Thanksgiving dinner will bring in about $700. Finishing out work in the grill room will cost $600, he said. All of the work, with a few exceptions, has been done by volunteers with a lot of hours.

"It has been stated in a previous meeting that there is no money from HISID for the Barn So, if there is no money from HISID for the Barn, please do not stifle us from being able to make the money to get this done."

He said that although the Barn was closed in the winter last year, it was not closed "properly," i.e., waterlines were not blown out, and there was considerable damage from freezing.

Board members discussed the energy costs of keeping the Barn open. Linda Graves noted it was cheaper to fill the propane tank in August this year, at $452, than last year, at $1,000. Smith said that is because the Barn was insulated by FOB.

The board will hold its regular business meeting on Monday, Sept. 24, at 9 a.m. at the district office at 110 Woodsdale Drive. The public is welcome.