Pleasant Hill Recreation & Park District
Board of Directors Meeting
February 11, 2010
The February 11, 2010 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Sherry Sterrett at 7:03 p.m. in the Conference Room at the Administration Office.
Pledge of Allegiance
Ex-Officio Nasreen Broomand led the Pledge of Allegiance.
Berggren, Blair, Kubota, Millere, Peters, T.Riley (intern), Spatz, Young
Public Comment
There was no one present to speak at public comment.
Presentation of Signed Copy of Spare Time Spotlight to Tom and Petra Fastner and Deedy Brown
The General Manager mentioned that the Spare Time Spotlight is sent out to the community and about 75,000 copies are printed. He thanked Faye Donaghu who takes the photos for the Spotlight cover. Faye Donaghu introduced Tom and Petra Fastner and Deedy Brown who are participants in the Swim for Fitness class and volunteered to have their photos taken for the cover. They signed the framed Spotlight Cover to be added to the “Wall of Fame” and were presented with personal framed copies of the cover by Faye Donaghu. Board Chair Sterrett thanked Tom and Petra Fastner and Deedy Brown for their participation and Donaghu for her efforts.
Ex-Officio Member Report, Nasreen Broomand, CPHS
Ex-Officio Member Nasreen Broomand reported that the Senior class is planning their Senior picnic at Great America on May 31st. The date is still being finalized. The Senior Ball and Senior Banquet are in the planning stages. The Sophomore class is selling burritos on Cinco de Mayo to raise money. On March 19, there will be a Multi Cultural Rally to represent individual cultures. The Pennies for Patients fundraiser is still raising funds for patients at Children’s Hospital. The Juniors are also planning for their Prom. Broomand said the spring sports are gearing up for the season. Board Chair Sterrett thanked Broomand for her report.
Consent Calendar
Upon motion of Bonato/Donaghu, the Board approved the warrants, minutes and resolution as presented.
To Approve Bills to be paid, warrants #13281 - #13338 in the amount of $230,674.17 dated February 11, 2010.
To Approve Minutes of December 17, 2009.
To Approve Resolution 2010-02-11A, Approving General Manager Robert Berggren to Serve on the Board of Directors of California Association of Park and Recreation Indemnity (CAPRI)
To Approve Resolution 2010-02-11, Authorizing the Issuance and Sales of its General Obligation bonds, Election of 2009, Series A (2010) in the Aggregate Principal Amount of Not to Exceed $20,000,000 (ACTION)
The General Manager introduced Bond Counsel Brian Quint from Quint & Thimming, LLP and Financial Advisor Representative Lisa Siemsen from Northcross, Hill and Ach, Inc. He said it is an exciting time for the District with the issuance of the bonds. Quint said it is time to gear up for the selling of the bonds and for the Board to approve the issuance of the bonds resolution. Quint indicated that not all the bonds will be sold at the same time. He said for the first series there will be about $20 million dollars of bonds which authorizes the approval and execution of various other documents that are required for the issuance of the bonds. He said the next step is that a presentation will be made to the bond rating agency and the bonds will receive a rating. Quint said with a higher rating, the borrowing cost is lowered. Once the rating is obtained, the plan is to go out with the preliminary official statement with all the information about the bond, the District and the security for the bonds. Quint said then they will be offered on the market, solicit bids and the lowest bid will win and sell the bonds.
Board Member Bonato had a question in regards to original plans to start with the first issuance of $17 million and now the first issuance is around $20 million. She wondered if the District is limiting them. Siemens with Northcross, Hill and Ach stated that according to what the District wanted to charge the taxpayers by not exceeding a certain amount, and how the market rates are lower, this is the updated amount. The General Manager said when the numbers were run; the amount is read, “To not exceed $20 million.” He said if there are two issuances, there will be a savings. He mentioned that the rest of the $28 million, which would be $8 million, could be borrowed in two years or when needed. The $20 million of the first issuance needs to be spent in three years. Quint said that the District would not be penalized if the District did not spend the funds in three years as long as there is a reasonable expectation at the time that the bonds were issued. The General Manager thanked Brian Quint and Lisa Siemens for all their efforts and answering the various questions.
Upon motion of Hurd/Shepard, the Board approved the resolution authorizing the issuance and sale of its general obligation bonds, election of 2009, Series A (2010), in the aggregate principal amount of not to exceed $20,000,000.
Minutes_2-11-2010Pleasant Hill Recreation & Park District - Clubs and Organizations
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Meeting Minutes
Pleasant Hill Recreation & Park District
Board of Directors Meeting
February 11, 2010
The February 11, 2010 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Sherry Sterrett at 7:03 p.m. in the Conference Room at the Administration Office.
Pledge of Allegiance
Ex-Officio Nasreen Broomand led the Pledge of Allegiance.
Berggren, Blair, Kubota, Millere, Peters, T.Riley (intern), Spatz, Young
Public Comment
There was no one present to speak at public comment.
Presentation of Signed Copy of Spare Time Spotlight to Tom and Petra Fastner and Deedy Brown
The General Manager mentioned that the Spare Time Spotlight is sent out to the community and about 75,000 copies are printed. He thanked Faye Donaghu who takes the photos for the Spotlight cover. Faye Donaghu introduced Tom and Petra Fastner and Deedy Brown who are participants in the Swim for Fitness class and volunteered to have their photos taken for the cover. They signed the framed Spotlight Cover to be added to the “Wall of Fame” and were presented with personal framed copies of the cover by Faye Donaghu. Board Chair Sterrett thanked Tom and Petra Fastner and Deedy Brown for their participation and Donaghu for her efforts.
Ex-Officio Member Report, Nasreen Broomand, CPHS
Ex-Officio Member Nasreen Broomand reported that the Senior class is planning their Senior picnic at Great America on May 31st. The date is still being finalized. The Senior Ball and Senior Banquet are in the planning stages. The Sophomore class is selling burritos on Cinco de Mayo to raise money. On March 19, there will be a Multi Cultural Rally to represent individual cultures. The Pennies for Patients fundraiser is still raising funds for patients at Children’s Hospital. The Juniors are also planning for their Prom. Broomand said the spring sports are gearing up for the season. Board Chair Sterrett thanked Broomand for her report.
Consent Calendar
Upon motion of Bonato/Donaghu, the Board approved the warrants, minutes and resolution as presented.
To Approve Bills to be paid, warrants #13281 - #13338 in the amount of $230,674.17 dated February 11, 2010.
To Approve Minutes of December 17, 2009.
To Approve Resolution 2010-02-11A, Approving General Manager Robert Berggren to Serve on the Board of Directors of California Association of Park and Recreation Indemnity (CAPRI)
To Approve Resolution 2010-02-11, Authorizing the Issuance and Sales of its General Obligation bonds, Election of 2009, Series A (2010) in the Aggregate Principal Amount of Not to Exceed $20,000,000 (ACTION)
The General Manager introduced Bond Counsel Brian Quint from Quint & Thimming, LLP and Financial Advisor Representative Lisa Siemsen from Northcross, Hill and Ach, Inc. He said it is an exciting time for the District with the issuance of the bonds. Quint said it is time to gear up for the selling of the bonds and for the Board to approve the issuance of the bonds resolution. Quint indicated that not all the bonds will be sold at the same time. He said for the first series there will be about $20 million dollars of bonds which authorizes the approval and execution of various other documents that are required for the issuance of the bonds. He said the next step is that a presentation will be made to the bond rating agency and the bonds will receive a rating. Quint said with a higher rating, the borrowing cost is lowered. Once the rating is obtained, the plan is to go out with the preliminary official statement with all the information about the bond, the District and the security for the bonds. Quint said then they will be offered on the market, solicit bids and the lowest bid will win and sell the bonds.
Board Member Bonato had a question in regards to original plans to start with the first issuance of $17 million and now the first issuance is around $20 million. She wondered if the District is limiting them. Siemens with Northcross, Hill and Ach stated that according to what the District wanted to charge the taxpayers by not exceeding a certain amount, and how the market rates are lower, this is the updated amount. The General Manager said when the numbers were run; the amount is read, “To not exceed $20 million.” He said if there are two issuances, there will be a savings. He mentioned that the rest of the $28 million, which would be $8 million, could be borrowed in two years or when needed. The $20 million of the first issuance needs to be spent in three years. Quint said that the District would not be penalized if the District did not spend the funds in three years as long as there is a reasonable expectation at the time that the bonds were issued. The General Manager thanked Brian Quint and Lisa Siemens for all their efforts and answering the various questions.
Upon motion of Hurd/Shepard, the Board approved the resolution authorizing the issuance and sale of its general obligation bonds, election of 2009, Series A (2010), in the aggregate principal amount of not to exceed $20,000,000.
To
Authorize the General Manager to Begin Negotiations with the Dahlin Group for Architectural Services for the Community Center Bond Project (ACTION)
Board Member Bonato excused herself from discussion on this agenda item due to a family member that works for the Dahlin Group. The General Manager said he spoke about this item at the Board Study Session and is recommending the Board of Directors to allow him and staff to begin negotiations with the Dahlin Group for architectural services for the Community Center. He said they were very pleased with what the Dahlin Group accomplished in a short period of time and feels that their facilities are outstanding and make a statement. He feels they are trying to make a statement with the Community Center, which is a “jewel” for our community. Examples of their facilities include the Shannon Center in Dublin, Oakwood Athletic Club in Lafayette, the Oak Park Community Center and Gym in Sacramento, Dublin Senior Center, Desert Willow Clubhouse in Palm Desert, and the Renaissance Club Sport in Walnut Creek. He mentioned that the Community Center was a late addition to the bond project and thought the Dahlin Group did a terrific job in a short amount of time and is excited to be able to work with them. Berggren said that to go out for an RFP would add at least 4 – 6 months to the process. He thought the Board was anxious in getting started with architectural services for the Community Center. He said he is pleased to see that Karl Danielson with the Dahlin Group is at the meeting tonight. He said the Board is not approving an agreement, but approving to begin negotiations with Attorney Mark Cornelius and Interim Project Manager Hamid Sarvi to begin writing up an agreement.
Board Chair Sterrett asked why the General Manager is not choosing to go out for an RFP; she knows he mentioned timing and also knows that it is a service contract and the District does not have to go out for an RFP. The General Manager re-iterated that timing is the key reason. Board Member Shepard said she can see the General Manager’s reasoning and she is in favor of moving along the Community Center project as quickly as possible.
Upon motion of Donaghu/Hurd, the Board approved the General Manager to begin negotiations with the Dahlin Group for architectural services for the Community Center Bond Project. Karl Danielson with the Dahlin Group said he is looking forward to working the Board and Staff. Board Member Bonato did not vote and was called back in to the meeting after the approval.
To Consider Agreement with PG&E for Upgraded Services at the Winslow Center (ACTION)
The General Manager showed the plans, the breakdown of estimated expenditures and explained that PG&E has a number of requirements for permits and expectations. He initially recommends, in his report, to use Measure WW funds, but does not think it will work out. He said to use the District’s own funds or it could qualify for Measure E funds, but would prefer not to use the Measure E funds. Berggren said it qualifies due to being able to use bond measure funds for relocating programs. The General Manager was thinking of leasing the relocatable buildings with the option to purchase. He said there will be additional costs for an electrical company to hook up the electricity to the relocatable buildings after a transformer is installed by PG&E. Recreation Supervisor Tina Young said the monthly rental fee for two relocatables are $5,630 with an option for a 2 - 3 year lease to purchase. Some further discussion followed in regards to the options and breakdown of estimated costs. The General Manager stated that Recreation Supervisor Tina Young is in charge of relocation of programs. She will be coordinating with each supervisor on needs space requirements and come up with ideas on where the programs will be relocated. He said it will be a challenge. Network Administrator Marilyn Wojcik commented that the servers that are housed at the Community Center will be temporarily housed at the Public Service Center until the construction of the Community Center is completed.
Upon motion of Bonato/Donaghu, the Board approved the agreement with PG&E for upgraded services at the Winslow Center in the amount of $40,674.91 to be paid from general funds.
To Consider Replacing Switches, Firewall and Hub for District's Computer Network (ACTION)
Board Chair Sterrett thanked Wojcik for her report and for the General Manager for the Summary Sheet. Network Administrator Marilyn Wojcik reviewed her memo in regards to the need for the new switch, firewall and HUB for the District’s computer network. She stated the switch at the Community Center is the main communication tool for the entire District staff’s connection to the servers and internet. She said the breakdown of costs for hardware is $11,700 and the cost for the tech support is estimated at $2,400 (set up, install and monitor) for a total of $14,400. The General Manager is recommending using funds that will come from Prop 1A and feels that the computer reserve fund should be used for emergencies.
Board Chair Sterrett had a question on having the Corp Yard as the central area for the District’s computer network system. Wojcik has not thought about it and says it is too soon to do right now, but it is a good idea. Board Member Bonato does not feel that the funds from Prop 1A should be used and it should come from the computer reserve fund.
Upon motion of Bonato/Hurd, the Board approved and accepted the recommendation of staff to replace the switches, HUB and firewall for the District’s computer network for $14,400 using the computer reserve funds.
Bond Project Updates
a) Review of Senior Center and Teen Center Plans
Architect Steve Harriman reviewed changes to the Senior Center and Teen Center. He started with the Senior Center. He mentioned if the parking by the side of the Little House was tandem parking spots, there could be an additional 7 spots. He mentioned that there is a fence about 8 – 10 feet over the District’s property line on the overflow gravel parking area by the Little House. Harriman had some questions on the type of gate to close off the main parking lot similar to the existing one and other options were mentioned as well.
Harriman continued to discuss further changes that have been made. Harriman said to break up the long hallway to the back of the Senior Center; he designed a landscaped courtyard with windows. He said it breaks up the long hallway and it will be a way to bring in some natural light. There were some comments from the Board and some felt that it should stay enclosed and space should be used. He said there needs to be a visual break and if it is enclosed the City will require more parking, but there is no more space for parking. He said the two stages will both be elevated and there will be a handicap lift between the two rooms where the stages are. Harriman reviewed changes suggested for the Park where picnic area #1 will have to be relocated because it is too close to the Senior Center room where large rentals will be. The General Manager suggested to move the picnic area to where the sand volleyball court is and to remove the sand volleyball court which is not used that often. He said a larger group could have the option to rent both picnic area #3 and #1 since they will be close together. He also mentioned some other areas that could have a smaller picnic area. Berggren said there will also be two bocce courts added close to where picnic area #2 is located.
Harriman also reviewed the Teen Center changes. He said the basic plan has not changed much, just some fine tuning. He said there are 11 more parking spots added. He said there is a concern that the pool is getting lost, so he had some samples of ideas of structures that would tie the two buildings together and have a nice entry statement. The Board and staff made some suggestions on their choice of structures and some color was discussed. Harriman said the exterior of the Teen Center will be masonry and the top would be painted steel. The Board and public had some questions, which Harriman answered. Harriman clarified some preferences and said the Board was against the tandem parking for the small gravel lot, they preferred the trellis like, multi-colored element for the front of the Teen Center and pool entrance, and staff will recommend the relocation of picnic area #1. Board Chair Sterrett thanked Harriman for all his work and presentation of the plans.
b) Other project updates
The General Manager said that the CEQA process continues with the arborist, traffic study, asbestos test for the Senior Center and Teen Center and lead paint test. He said the reports will be forthcoming. He said the Selection Committee will meet tomorrow and determine the Project/Construction Manager selection. He said when the decision is made from the Selection Committee that is when they will present their recommendation to the Board. He expressed his appreciation to Steve Harriman and project managers Walter Jones and Jun Lee for all their efforts. They visited other senior facilities and have been working hard with staff and public.
Board Announcements And Requests To Staff
Board Member Donaghu handed out a list of the Chamber Mixers for 2010 and mentioned that any other members may attend. He will be absent from the next Board Meeting.
Board Member Bonato asked the General Manager when the Budget and Finance Committee Meeting will be. He replied it will be soon and said he will notify the Committee as soon as he knows. She asked about the KIDSTOP contract and where it stands with the School District. The General Manager said he will be meeting with School District representatives in March about the pool agreement and will ask at that meeting. Bonato said she read an article in the Record that discussed eco-friendly house cleaning and the instructor teaches for the District. She said it was a great article and glad to see the District represented.
Board Member Hurd said he will be taking a vacation the last week of April and first two weeks of May.
Board Chair Sterrett attended the Senior Center Board Meeting and wanted to compliment staff for the way they interface with the seniors. She said they do a good job. She also attended the Mayor’s Breakfast and wanted to thank Mayor Mitchoff for allowing her to speak and also thanked the City. She was pleased with the number of responses she received afterwards on how people were impressed with all the work that is being accomplished because they could not see anything going on yet. She learned a lot from attending the LAFCO meeting with the General Manager. She stated there are four Recreation & Park Districts in Contra Costa County, but really two because two of them are an HOA and have land. She said it is time for the Municipal Service Review (MSR) that is conducted every five years. She indicated that each agency has to update their information. She said there was a workshop for Recreation and Park Districts where funding was explained and each type of agency was reviewed which included Cemetery Districts, Mosquito and Vector Control, Resource Conservation and more. She said at 1:30pm on April 15 there will be a LAFCO meeting at the Board of Supervisors Chamber. She said anyone is welcome to attend and it is very interesting. Sterrett said the Contra Costa Special District Association is highlighting Special Districts and they will have a surprise District honored where they will give a 5 – 10 minute presentation about their District. The District has been asked to be the first District to be represented at the next quarterly meeting which will be held on Monday, April 19 at 6:00 p.m. at the Community Center.
Sterrett said there was discussion last week on what is covered with the bond funds. The General Manager said that furniture is not included, only fixtures that are affixed to the building such as lights, wiring, and some kitchen appliances if they are built in. He said if it is not permanently affixed to the building then it cannot be covered with bond funds. She asked when the selling of the Little House would be. The General Manager said he is working on a timeline. He said it needs to be prepared to sell and fixed up to make it sellable. He stated the idea is to use the money from the sell of the Little House to purchase furniture for the Senior Center and Community Center. Board Member Bonato asked about artwork and pictures. The General Manager said it will have to be looked into. Sterrett said the District Arts Commission would want to be involved when the time comes. She read the information on the District Arts Commission that was handed out at the Board Study Session. She wants to review the policy and if any changes that need to be made to do so.
Lastly, Sterrett passed out the general manager evaluation forms to the other Board Members and requested them to fill out the forms and get them back to her by the next meeting. She would like to compile all the evaluations into one document and there can be a closed session scheduled for a future Board Meeting. Board Member Donaghu said he conducted the General Manager’s evaluation the last time one on one without the whole Board.
Staff Announcements
The General Manager made the following announcements:
He passed out the revised two pages from the Senior Audit from Accounting Supervisor Mark Blair to the Board. He said there were some category changes.
Intern Todd Riley had 260 hours of volunteer time and has completed his internship.
The City informed the District that the Recreation & Park Liaisons are Mayor Karen Mitchoff and Vice Mayor John Hanecak.
LAFCO has an election coming up due to Dwight Meadow’s and George Schmidt’s terms have expired. If anyone is interested in running for the positions, they are welcome to.
He will be out of the office on vacation next week and the Acting General Manager will be Lynn Spatz.
Police Chief Pete Dunbar contacted the District. He said there is going to be a tree dedication for the four fallen Oakland Police Officers and one Martinez Sergeant that was killed in the line of duty in 2008. The tree dedication will be on Wednesday, February 24 at 9:00 a.m. The General Manager and the Board Chair will not be available to speak on behalf of the District. They will both be out of town. Vice Chair Bonato said she would be available. Board Chair Sterrett asked how this came about when the officers were not from Pleasant Hill. Recreation Supervisor Katrina Hunn said that Chief Dunbar is from Oakland Police Department originally and has strong ties there. She said there have been many Oakland Police Officers that have been recruited to the Pleasant Hill Police Department. The members of the Pleasant Hill Chamber were the driving force behind raising the funds for the plaques, PG&E paid for the Gingko trees and Pleasant Hill is a centralized location.
Adjournment
Board Chair Sterrett adjourned the meeting at 10:45 p.m.
Prepared by Robert B. Berggren, Clerk of the Board
