The November 5, 2009 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Vice Chair Joe Hurd at 7:03 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Board Member Sherry Sterrett led the Pledge of Allegiance.

Roll Call

Board Present: Bonato, Hurd, Shepard, Sterrett

Board Absent: Donaghu

Berggren, Hunn, Kubota, Miller, Spatz, Young

Public Comment

There was no public comment.

Ex-Officio Member Report, Nasreen Broomand, CPHS

Ex-Officio Member Broomand reported that there is a donation drive where the College Park High School leadership class is raising donations for the Salvation Army teens. Each year there are over 500 in the teen age group that do not receive donations, so the College Park High School students will be receiving donations for them. She said the leadership class is also raising funds to donate to the teen that was abused at Richmond High School. Broomand said there are rallies on Fridays in the quad to pump up the students for their sports games. On November 13 the “Get Your Glow On” teen dance is at the Community Center that the Teen Council is sponsoring with the District. The Teen Council has a food drive where you can donate at the drop-off on Saturday, November 14 from 10:00 a.m. – 2:00 p.m. at Pleasant Hill Park in front of the pool entrance. You can also donate any weekday at the District Office from 11:00 a.m. – 5:00 p.m. until November 20. The Teen Council will be donating the food to the Monument Crisis Center. Board Vice Chair Hurd thanked Broomand for her report.

Consent Calendar

Upon motion of Bonato/Sterrett, the Board approved warrants along with supplemental Board stipends, minutes with suggested changes and both resolutions as presented.

• a. To Approve Bills to be paid, warrants #12941 - #12994 in the amount of $339,023.94 dated November 5, 2009.
• b. To Approve Minutes of October 22, 2009.
• c. To Approve Resolution 2009-11-05A, Honoring the Pleasant Hill Teen Council for the Community Service Award.
• d. To Approve Resolution 2009-11-05B, Honoring the Measure E Campaign Volunteers Including Jim Utz, Bonnie Benson and Carrie Miller for the Board Appreciation Award.

Report From East Bay Artists Guild

Representative Walter Crew reported the history of the East Bay Artists Guild and said it was started in May 2005 by former District employee Juli Gianti. He is the Acting President for the Guild. Their goal is to have their own gallery in the area for the members to display their artwork. The artists of the guild use various media and currently have 72 members. Crew mentioned they have their artwork displayed in Downtown Pleasant Hill by the theatre at no cost right now. The members take turns displaying their artwork. He said they have guest speakers at the monthly meetings, take field trips, participate in community outreach programs and will be taking part in the art show at John Muir Hospital on December 15. Last year they displayed member’s artwork at the DVC library and art gallery. Board Vice Chair Hurd thanked Crew for his report.

Report From the Fourth of July Commission

Representative Jim Bonato stated that the purpose of the Commission is to draw the community together from local businesses, clubs, Recreation & Park District, the City and much more. He said there are four main events: 1) 5K Run, which had it’s 5th year and raised money for Pleasant Hill schools, 2) Parade, 3) Party and festivities in Pleasant Hill Park and BBQ, 4) Fireworks, which they have partnered with the Diablo Valley Pop Band at College Park High School. In five years the 5K Run has raised $40,442 for schools in Pleasant Hill. A fact sheet, roster and financial statement of the Fourth of July Commission were passed out to the Board Members. He mentioned under constrained conditions due to the economic climate, they were forced to reduce their budget. He said the event was a good event even with the reduction of funds.

Bonato stated the challenge for 2010 is that 4th of July will be on a Sunday. The last time the Fourth of July fell on a Sunday, the parade was much smaller and the roads were not impacted in the area. He is suggesting to have the Fourth of July festivities such as the 5K Run, parade, festivities in the park and BBQ on Saturday, July 3, 2010 and on Sunday, July 4, 2010 the fireworks. He asked the opinion of the Board of Directors. Board Member Sterrett mentioned that a past Board Member was a member of one of the churches and they understood the festivities and would adjust their times for service. She is mixed with splitting the event in two days, but suggested speaking to the pastors of each church.

Bonato continued with his report and reviewed the current members of the Commission’s Board of Directors as well as the financial statement. Sterrett commented on how the Commission does a wonderful job and expressed her appreciation for putting on the event each year for the community. She suggested marketing that the Fourth of July Commission on the need for donations and assistance in funding the event. Bonato said they will be going more ethnic in 2010 where they have a youth Mexican folklore dancers performing in the parade. There is also a karate studio that has dragon dancers and expressed interest in participating in the parade. Bonato thanked the Board for the District’s support and said one of the District’s employees, Justin Pitcher, is on the Board of Directors of the Commission and loves having him involved. Board Vice Chair Hurd thanked Bonato for his report and said it is the best event and parade. He looks forward to the event every year.

TO CONSIDER RESOLUTION 2009-11-05C, REIMBURSING A PORTION OF DESIGN FEES FOR THE NEW SENIOR CENTER (ACTION)

The General Manager reviewed the fees and costs from Architect Steve Harriman, Miliani & Associates, MPA and Sanseri Construction. All fees were in conjunction with the plans for the new Senior Center and all fees had been paid by Tom MacDonald. The General Manager recommended that the District reimburse MacDonald for some of the related expenses he incurred.

Board Member Shepard asked the General Manager about the specifics of the conversation with District Counsel, Mark Cornelius, about reimbursing Mr. MacDonald for architectural services, which had engineering, estimating and landscape fees of $18,806.82, and interest of $1,182.17 for a total of $19,988.99 The General Manager said what was discussed, was that Steve Harriman provided architectural services that Tom MacDonald paid for and that Mark Cornelius drafted the Resolution for reimbursement.

Board Member Shepard expressed her concern that the MacDonald funds had been described as a donation and was surprised that reimbursement for these expenses was now being brought before the Board. She felt since these expenses were already paid by Tom MacDonald, and it was always her understanding that Mr. MacDonald was paying all of the expenses for the Senior Center. It was never discussed with the Board that Tom would be reimbursed for landscape and engineering fees, and the Board had never agreed to that. The Board was never given the opportunity to review the expenses and make a decision at the time, as we had with the other architectural fees that the District paid for.

Board Member Shepard commented that in her years on the District Board, she has never seen the District pay interest on bills. The General Manager said that Shepard is correct. He indicated that the District has never before paid interest on bills because the District has always paid bills on time.

Finally, Shepard commented that she felt there was too close a connection between the amount of the proposed reimbursement of fees and the amount of funds that Mr. MacDonald had donated to the bond campaign. She recognized that District funds cannot be used to pay the campaign debt and asked the General Manager if this was the intent. The General Manager said it was not.

Board Member Bonato stated that it is time for the District to assume some responsibility for some of the fees even if the District wasn’t specifically asked to do so back in 2007. Bonato proposed splitting the issues into two motions. Bonato motioned and Sterrett seconded to assume responsibility for the landscape architect, engineer, and estimating consultant fees incurred with the Senior Center project to date in the amount of $18,806.83, without interest. The motion passed with board majority support. Board Member Shepard opposed the motion.

Bonato motioned and Sterrett seconded to pay interest based in the amount of $1,182.17 to Tom MacDonald. Discussion followed. Sterrett stated that since Mr. MacDonald’s money hadn’t been forwarded, his money would have been earning interest in the bank. Board Member Shepard restated her concerns about confusing the interest reimbursement with the bond campaign. Sterrett responded by stating that during the campaign, we all learned that we must keep the District money separate from the bond campaign money. Therefore, Sterrett believes they are two separate issues. The campaign does have a debt of $20,000 if Mr. MacDonald clearly made a loan to the campaign, he has the right to forgive the loan or to ask for payment of his loan. This is his decision and not a Board decision. The question was called. The motion passed with board majority support.

Board Member Shepard opposed the motion. Board Member Shepard requested a legal opinion from the District’s General Counsel. The Board was not opposed.

To Set a Date for a Personnel Committee Meeting

The Personnel Committee consisting of Chair Shepard and Member Hurd decided on Thursday, November 12 at 1:30 p.m. for the Personnel Committee meeting.

Report From Program Committee

a. To Review Winter/Spring Recreation Programs and Spotlight Cover

Board Members Hurd and Bonato reported on some new programs and changes that have been made to the activities and programs for the Winter/Spring 2010 Spare Time Spotlight. Some suggestions were made for the centerfold of the Spotlight and some other areas. Board Member Hurd revealed the Spotlight Cover.

General Discussion Regarding Park Bond Projects

Board Member Bonato spoke about the AD-HOC Committee meeting where Legal Counsel Mark Cornelius was present and reported on AD-HOC Committee versus a Standing Committee. She said that an AD-HOC Committee can only be advisory and cannot make approvals, whereas, a Standing Committee has some authority and can make decisions, other Board Members may attend meetings and be in the audience. A Standing Committee needs a 72 hour notice and follows the Brown Act. There may be special meetings with a 24 hour notice. She said tapes may be available. Board Member Shepard said AD-HOC Committee meetings can meet momentarily to address business that needs to be discussed promptly. Sterrett said she is an advocate for a Standing Committee and that a 24 hour or 72 hour notice is sufficient enough time. Shepard said at times there may be immediate attention needed on a matter and you have the flexibility with an AD-HOC Committee. Bonato said she would prefer a Standing Committee. Shepard said either way is fine. The General Manager said if it is a Standing Committee it follows the same rules as any Board Committee such as Personnel, Program, etc. He said there will be more work involved if it is a Standing Committee due to having the agendas out by 72 hours and having minutes or reports made to the Board at Board Meetings. The consensus of the Board was to have a Standing Committee. The General Manager will check with Legal Counsel on the procedures to change to a Standing Committee.

Board Member Bonato said there needs to be an environmental review with California Environmental Quality Act completed for the project. She said the Senior Center, Teen Center and Community Center will need consultants to direct the District in completing the next steps for this procedure. She said the General Manager interviewed several candidates for an interim project manager to assist in the procedures in choosing an environmental consultant and procedures of the projects. The General Manager said the decision has been made to hire an interim project manager who is Hamid Sarvi. He currently works for the Fairfield-Suisun Sewer District as a project manager where he has been involved with many capital projects. The General Manager stated that Sarvi has a reputation of coming in on time and within budget of projects he has worked with. He has the experience and expertise and would be a great asset to assist in the process. Sarvi will assist in the procedures and with the interview questions and the process of interviewing for a project manager. He will be working on Fridays with the District. The General Manager made a comment that they are working on some standing contracts and will continue to move along and keep the process going.

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. Sterrett said the meeting was interesting and there were many different topics. She said the General Manager with the West County Waste Water District spoke about the solar power partnership, which was interesting as they partnered with a solar power company where the District paid $20,000 and the company assumed all other costs. Sterrett said it was interesting that the solar panels have generated energy, which the District has been able to sell back to the power companies. She said CCSDA are rewriting their by-laws and she received the task in assisting with this project. She said LAFCO was interesting and it is time for the Municipal Service Review to be turned in again. The next meeting will be January 25, 2010 for lunch.

Board Announcements And Requests To Staff

The Board Members did not have any announcements or requests to staff.

Staff Announcements

The General Manager made the following announcements:

• Aquatics Supervisor Korey Riley announced a new pool maintenance worker, Joey David, who will start on November 19, 2009. He grew up in the area and graduated from College Park High School and has worked for the past 4 – 5 years with the City of Walnut Creek as a lifeguard and pool maintenance worker. He is also a volunteer firefighter with the Crockett Rodeo area and an EMT.

• Board Member Sterrett asked about the Senior Volunteer Appreciation Luncheon and the Teen Haunted House. Teen Supervisor Katrina Hunn reported there were 811 people that toured the Haunted House and provided some great feedback. On the last night there were over 200 that attended. The cast had a good time and the cast party is this Saturday. The Senior Volunteer Appreciation Luncheon was a success and fun to have some staff and Board Members dressed in costume serving the senior volunteers. The preschoolers were dressed in costume, paraded through the crowd and sang Halloween songs.

Adjournment

Board Vice Chair Hurd adjourned the meeting at 9:03 p.m.