The October 22, 2009 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Dennis Donaghu at 7:03 p.m. in the Conference Room at the Administration Office.   

Pledge of Allegiance

Board Chair Donaghu led the Pledge of Allegiance.

Roll Call

Board Present: Bonato, Donaghu, Hurd, Shepard, Sterrett

Board Absent:

Berggren, Hunn, Kubota, Miller, J. Pitcher, Spatz, Young

Public Comment

There was no public comment.

1. Ex-Officio Member Report, Nasreen Broomand, CPHS

Ex-Officio Member Broomand reported that the Pleasant Hill Teen Council dance is themed “Get Your Glow On” with teens wearing neon and will be held on November 13 at the Community Center for teens from grades 9 – 12.  The Homecoming events were a success and the District train, “The Pleasant Hill Express” was in the parade.  Broomand said the 5K Run was a great success and raised funds for the Mt. Diablo Unified School District high school athletics.  This event was put on by the United Mt. Diablo Athletic Foundation.

Consent Calendar

Upon motion of Sterrett/Hurd, the Board approved items as presented.

• To Approve Bills to be paid, warrants #12878 - #12940 in the amount of $291,015.67 dated October 22, 2009.
• To Approve Minutes of October 8, 2009
• To Confirm Date Changes for November and December 2009 Board Meetings to the first and third Thursdays
• To Approve Resolution 2009-10-22A, Notice of Completion of Pleasant Hill Aquatic Park Pool Resurface Project

Report From Onstage Theatre

Representative Helen Means reported that they had a successful fundraiser last month at Dallimonti’s.  She said they were able to raise funds to cover the liability insurance until March 1, 2010.  Means thanked the District for allowing them to have rehearsals and auditions at the Community Center.  They have been performing at the Lesher Center for the Arts Small Theatre.  The next production is “Glorious Sunset” and it is a 100-year-old mystery where the audience in the end, get to decide if the person is guilty or not.  This will be in March 2010 and was written by a local playwright.  The current production going on is “Broadway Bound”.  Means handed out postcards listing the dates and times of the shows, which will be from October 9 – November 1.  She said one challenge is that they need to find storage for their costumes and requested to store it on the School House Stage.  The General Manager will check to see if it could be worked out.  Board Chair Donaghu suggested checking with David Deutscher if he may have some space available.  She will check with Deutscher.  She wants to keep the relationship with the District and appreciates the support.  Board Member Sterrett asked why the annual fundraising letter did not get sent out this year.  Means said there were only two shows scheduled and did not know how to handle season tickets with such few shows.  Sterrett suggested sending the letter out to the season ticket holders requesting donations because she was willing to donate funds to assist OnStage Theatre.  Means will work on a letter.  Board Chair Donaghu thanked Means for her report.

To Consider Government Code Claim Of Hennefer (ACTION)

The General Manager reported to the Board that the claim is in regards to a 3-year-old boy that tripped and fell at Pleasant Hill Park and needed stitches on his forehead. The parent of the child filed a claim against the District.

Upon motion of Hurd/Bonato, the Board denied the Hennefer claim.

To Review And Approve Request For Proposal (RFP) For Professional Services For Project And Construction Management Services (ACTION)

The General Manager said Legal Counsel has reviewed and made changes to the main area of the proposal and scope of services.  He said there were further changes made since the packet was sent.  He suggested having the project/construction management agencies to not have the costs sent in at this time and wanted to emphasize the qualifications, experience and information sent in for consideration.  When the interviews are conducted, the Board can review costs that will be submitted at that time.  Sterrett asked what the rational is for doing it this way; she said she is not opposed to it, but wanted to know why he is recommending to not having costs upfront.  The General Manager said it is a service contract and feels that the qualifications are important and many times the costs are the first consideration, but the qualifications and experience should be first.  He said the costs should be close or within the same “ballpark”.  Board Member Hurd agreed that their ability, skills and experience are important and emphasizing quality is good. 

Board Member Bonato said she made some observations and has some suggested changes.  In regards to the order of projects, she would rather have it as a proposed order.  She was wondering how a company can have a proposal for such a project and with many unknowns due to several projects starting at various times without a priority order decided yet.  She said the duration of all projects could be 4 – 5 years and to have one project manager may not work.  The General Manager said the District needs to look at the whole picture where the need is to have someone handle all the projects.  The District does not have the staff or expertise to handle projects as large as these.  He said having another set of eyes on plans will save the District money on having to add change orders.  Board Member Bonato was concerned about having only one firm for the full duration of the project and wondered if there could be an 18 month window type of agreement and plan.

Board Chair Donaghu remarked there is someone with the expertise in the audience and asked Steve Wallace for his comments.  Wallace responded that the importance are the qualifications and not cost and usually it’s about a 1% cost difference.  He said there are some parts of the contract that you can terminate with or without cause with the proper notification.  He said the language can include a right of term where if there is a break in work, the manager can step back and there will be no cost to the District.  He has some examples if needed and it is something that he includes with his contracts. 

Further review, discussion and recommendations were made on the RFP, scope of services, as well as the sample agreement.  Board Member Bonato recommended pulling the sample agreement.  The Board of Directors decided to bring back the RFP and Scope of Services with all the changes and recommendations for final approval at the next Board Meeting.  The General Manager requested to have a special meeting so the process is not delayed for two weeks.  The Board decided to have a special meeting on Thursday, October 29 at 7:00 p.m. to approve the final RFP for a project/construction management services. 

To Approve Resolutions 2009-10-22B, Participation In Proposition 1A Securitization Program (ACTION)

The General Manager said that Legal Counsel Mark Cornelius reviewed the resolution and documents. The General Manager recommends the District participate in the Prop 1A securitization program due to being able to receive $200,000 now instead of waiting until 2013 when the State should be paying the money back.  He pointed out the District has a tight budget and to wait until 2013 would be too long and the funds are needed now.  Board Member Bonato suggested re-allocating the funds back into the budget.  Board Member Sterrett said staff struggled to put the budget together and said to leave it to staff and the General Manager to decide where to allocate the funds.  She noticed that 50% of the funds will be paid to the District in December 2009 and the other 50% of funds in May 2010. She stated the District will be giving up the 2% interest the State will be paying back, but that is not a guarantee; rates can be lower and it is not guaranteed the payment will be made by 2013.  She noticed that the JPA handling the bonds and funds will be California Communities which was formed back in 1988 and has the experience and background.  The General Manager suggested waiting until after the projections are evaluated and to take caution because the amount of property taxes may be less from the lowering of assessed values, so the amount of funds received may not be what was projected.  Board Member Bonato asked if a Director would like to make a proposal to allocate funds for publicity, how they would make the proposal.  The General Manager stated that the Director would give the request to the General Manager and he would add it to the agenda.

Upon motion of Shepard/Hurd, the Board approved resolution 2009-10-22B to participate in Proposition 1A Securitization Program. 

TO CONSIDER NOMINATIONS FOR 2009 COMMUNITY SERVICE AWARD AND BOARD APPRECIATION AWARD (ACTION)

The General Manager reviewed the nominations which Board Member Bonato recommended the Measure E Campaign volunteers for the Board Appreciation Award and Recreation Supervisor Tina Young recommended the Preschool Parent Committee for the Board Appreciation Award and lastly, for the Community Service Award, Teen Supervisor Katrina Hunn recommended the Pleasant Hill Teen Council.  He mentioned that Board Member Sterrett recommended three key people to represent all Measure E Campaign volunteers who volunteered and was at the campaign headquarters everyday and put many hours and efforts in to make the campaign a success.  Sterrett recommended Bonnie Benson, Carrie Miller and Jim Utz.  The General Manager recommended the Board Appreciation Award to Faye Donaghu for volunteering her time for the Spare Time Spotlight Covers.  At the last Board Meeting, Sterrett mentioned Park Supervisor Todd Smith for the Community Plus Award for the Community Awards.  Recreation Supervisor Tina Young mentioned that Katrina Hunn and Justin Pitcher were also being nominated for the Community Plus Award.  Teen Supervisor Katrina Hunn said that she would like to nominate Allie Maeyama for the Teen of the Year Award and the Senior Club or the Lions Club is nominating Mark Celio for Business Person of the Year.

Upon motion of Sterrett/Bonato, the Board approved to nominate the Pleasant Hill Teen Council for the Community Service Award and the Measure E Campaign volunteers for the Board Appreciation Award.

To Consider BBBQ, Blues And Brews Special Event (ACTION)

The General Manager mentioned that the date has changed again and now it is June 12 and 13, 2010.  He said there were some concerns with the Fourth of July Commission in regards to competition on sponsorship.  Jim Bonato met this morning with Teen Supervisor Katrina Hunn and Charley Daly of the Chamber.  Fourth of July Commission President Jim Bonato was introduced and mentioned that the Fourth of July Commission has faced difficulties in these economic times and this year was challenging for them.  He said they lost six sponsors this year, gained two new sponsors, but they failed to pay and three of the sponsors reduced their contributions.  He said he met with Hunn and Daly today to try and come up with some solutions, which the Chamber is trying to switch the “Toast of Summer” event to the June dates and have the BBQ, Blues and Brews on the July 24 and 25 dates.  Hunn said Daly will have to get the approval of the Chamber Board for the switch of dates for the “Toast of Summer”.  Some other dates were discussed, but would not work out due to conflicts with other events.

Upon motion of Bonato/Sterrett, the Board approved the BBQ, Blues and Brews event for the dates of July 24 & 25 or some other dates after July 24 & 25.

Report On Contra Costa Special District Association Quarterly Meeting

Board Member Sterrett and Board Member Bonato attended the CCSDA Quarterly Meeting on Monday, October 19, but due to the lengthy meeting tonight, Sterrett suggested tabling this agenda item and she can report on it at the next Board Meeting.  Board Chair Donaghu said it would be postponed until the next Board Meeting.

Board Announcements And Requests To Staff

Board Member Bonato said she attended the Senior Summit at the Community Center on Sunday, October 18 and said there were fewer attendees than last year with over 200.  She said they want to target a younger market.  Bonato said the City was appreciative of the District’s involvement.  She also attended the Share the Magic event on October 16 and had the best time.  She commented that they are a talented group of magicians.

Board Member Sterrett visited Rodgers Ranch for National Herb Day and her spouse Mike enjoyed the event and was able to tour the renovations of the house at Rodgers Ranch.  She said after the CCSDA quarterly meeting on Monday, she visited the Guild of Quilters in the Parkside room and said there were great quilts displayed.

Board Member Shepard said there was an interesting article about the City of Brentwood that had some project bids come in lower than projected and saved Brentwood $24.8 million.

Board Chair Donaghu attended the Senior Summit and complimented the teens on a great job of volunteering.  He said they are great group to work with.

Staff Announcements

The General Manager made the following announcements:

• There needs to be a program committee meeting set soon.  Board Members Hurd and Bonato decided on Tuesday, November 3 at 3:30 p.m. to review the draft of the Winter/Spring recreation programs for the Spare Time Spotlight.
• LAFCO initiation of municipal services sphere of influence recently was completed and they will review the information and there will be a hearing that the General Manager will attend.
• The Thank You party for the Measure E Campaign volunteers will be on Thursday, November 12 from 5:00 – 6:30 p.m. at Magoo’s Grill on Contra Costa Boulevard.
• The Record in the Contra Costa Times had a picture of the “Pleasant Hill Express” train with Justin Pitcher driving for the College Park High School Homecoming Parade.
• Board Member Shepard mentioned her daughter Laurel was in The Record on page 6 for her efforts in organizing a fundraiser for the Monument Crisis Center where she had over 400 jars of peanut butter donated.
• There was an article written in the Communicator newsletter from CARPD on the passing of the Bond Measure E and also in the CSDA’s E-News.
• Salsa instructor Ron Bermudez had a nice article in an East Bay magazine 110º.
• The District participated in the California Shake Out on October 15 in recognition of the 20 year anniversary of the October 15, 1989 Loma Prieta Earthquake.  It emphasized drop, cover and hang on and was a good practice of emergency drills at each facility.  Recreation Supervisor Tina Young said it was a good lesson and the drill will be reviewed at the next Safety Committee meeting.
• He reminded the Board of Directors of the policy of the Arts Commission where a certain percentage of a new building built will have to be dedicated to Art, so for a 10- million dollar facility built there will have to be at least $150,000 dedicated towards the Arts.

Adjournment

Board Chair Donaghu adjourned the meeting at 10:15 p.m.