The April 22, 2010 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Sherry Sterrett at 5:07 p.m. in the McHale Room at the Community Center.

Pledge of Allegiance

Cloty Ulrich led the Pledge of Allegiance.

Roll Call

Board Present: Bonato, Donaghu, Hurd, Sterrett

Board Absent: Shepard

Berggren, Kubota, Miller, Peters, Spatz, Young

Public Comment

There was no one present for public comment.

Ex-Officio Member Report, Nasreen Broomand, CPHS

Ex-Officio Member Broomand said some of the leadership students at College Park High School attended the California Association of Student Leadership Education (CASTLE) Conference in Irvine for three days. She said it was a great conference and the students learned a lot and acquired some great ideas. Other items to report: Senior Ball tickets are $90 and the Juniors and Sophomores are selling food at lunchtime for Cinco de Mayo; the blinds in the gymnasium will be repaired; four schools in the District will be closing next year in addition to no summer school this year; the Moving Up rally will be coming up and preparations are being made; some teachers have been pink slipped and the students wrote notes of appreciation for each teacher that was pink slipped; the band teacher is moving to Texas for a new job and will not be teaching next year for the District; a lunch time activity has been initiated from the CASTLE Conference where students can choose a genre of music they prefer by putting their recycled water bottles in a labeled bin of which genre of music they prefer (i.e. 70’s, Pop, etc.). The bin with the most recycled bottles is the music played for that day. Board Chair Sterrett thanked Broomand for her report and commented that it sounds like they learned a lot from the conference.

Consent Calendar (ACTION)

• a. To Approve Bills to be Paid, warrants #13570 - #13636 in the amount of $762,323.63 dated April 22, 2010.
• b. To Approve Minutes of February 11, 2010 and March 25, 2010.
• c. To Approve Resolution 2010-04-22, Declaring Certain Equipment as Surplus.

The General Manager pointed out that warrant #13619 in the amount of $474,561.24 is the amount from the old CRDEB plan, which is being transferred to the new PARS plan along with required documents.

Upon motion of Donaghu/Hurd, the items under consent calendar were approved as presented.

Presentation To Cloty Ulrich For The Outstanding Volunteer Award From California Parks And Recreation Society (CPRS) District 3

Board Chair Sterrett asked Cloty Ulrich to step forward to accept the CPRS Award. Sterrett announced that there were several awards received the evening of the awards night. The Pleasant Hill Lions Club received an award for the Outstanding Nonprofit Partner, Scott Davis of Magoo’s Grill in Pleasant Hill received the Outstanding Corporate/Business Partner. Cloty Ulrich was out of the country and was not able to receive her award for Outstanding Volunteer. Sterrett was proud to present the CPRS District 3 Outstanding Volunteer Award to Cloty Ulrich. She explained how Ulrich was an employee of the District for 15 years, is still volunteering for the District at the Senior Center and specifically with the Hispanic speaking group, Amistad, which she started in 2005. Sterrett thanked Ulrich for all her work and efforts in the community and especially with the Amistad group. Ulrich said she is very happy that she started the Amistad group as her intentions were to get some of the Hispanic seniors out of their homes who don’t go out much. She said most speak English and Spanish fluently, but need encouragement to get out. She commented that there are participants of the group from various countries such as Columbia, Peru, Nicaragua, and El Salvador. She explained there are guest speakers from agencies that speak about Alzheimers, Diabetes, and other topics. They also have small outings and gatherings and she encourages them to get involved with other programs at the Senior Center. Board Chair Sterrett congratulated Ulrich and thanked her again for all her efforts.

Report From Pleasant Hill Garden Study Club

Pleasant Hill Garden Study Club President Lisa Robinson reported there are 145 members and have about 2 – 5 new members join each month. She said the group is diverse with men and women ranging in age from 20’s – 80’s, working and retired members. She said they are a wonderful group of people that share the love of gardening. Their big plant sale is on May 8 at the Winslow Center parking lot and will be their 40th Anniversary. The club is financially healthy. She announced they made a record sale of $6,400 profit from last year, which is given back to the community to other groups for their gardens. She mentioned some of the recipients from last year were the Pleasant Hill Instructional Garden and sponsoring a family at Gehringer Garden in Concord where the family lives in an apartment. The club paid for their plot, helped them get set up and started on planting some plants. Ruth Bancroft Gardens, the Arboretum, and other community organizations.

Robinson mentioned some of the speakers they have had spoke about sustainability, grey water systems, succulents and drought tolerant plants. She said they had a master gardener last year that gave a program each month on either under utilized, unknown California native or Mediterranean plants and spoke about how to grow the plants for medicinal uses and gave slide presentations. She mentioned the club also applied for the 5013C non profit status with the State. They currently are under the umbrella of California Garden Clubs. She said they meet the first Tuesday of the month at the Community Center Parkside Room at 7:00 p.m. She suggested checking their website at www.phgsc.com. Board Chair Sterrett thanked Robinson for her report and commented she enjoys learning about all their activities.

To Consider Date Change For May 13, 2010 Board Meeting (ACTION)

The General Manager reminded the Board that at a previous Board Meeting, two Board Members, Donaghu and Hurd, announced they would miss the first meeting in May because of being out of town. He also mentioned that the California Association of Recreation and Park Districts (CARPD) Annual Conference is May 13 – 15 which Board Chair Sterrett and Board Member Bonato will be attending, so there will not be a quorum for the Board Meeting on May 13. He suggested to change the Board Meeting to the first Thursday, May 6, 2010. In addition there may also be a closed session at 5:30 p.m. The General Manager said he spoke to Board Member Shepard and she would be able to make the May 6, 2010 Board Meeting date. Each Board Member agreed to switch the date to May 6, 2010.

Upon motion of Donaghu/Hurd, the Board approved to change the May 13, 2010 meeting to May 6, 2010 with a closed session to start at 5:30 p.m.

Report On District Staff Training Matrix Park

Superintendent Lynn Spatz reviewed the training matrix and gave a background of the safety trainings and requirements. She said up until now, there has not been an organized schedule showing each departments training deadlines and what the requirements are. So she spoke to each department supervisor and designed the current training matrix. She said it is an easier way to track the deadlines, which requirements each position has and each year the trainings will be updated for the employees per the requirements. She mentioned that Safety Compliance Training is the main training agency that conducts most of the trainings for the District other than lifeguard and water safety instruction conducted by Korey Riley and aquatic staff. The park maintenance staff, building maintenance, and aquatic staff as well as the preschool staff are the main departments that have strict requirements. She said other staff members may participate in the trainings even though their position may not require it, such as CPR and first aid training. Board Member Donaghu said he is impressed and pleased with the training matrix. He said he is familiar with training and how important it is to keep up with training. Board Chair Sterrett said it is a learning experience and it is a complete presentation and better to understand.

Report On Contra Costa County Hazard Mitigation Plan And Shelter Management Exercise Project

The General Manager said that Recreation Supervisor Dave Peters has been the District’s representative for the Contra Costa County Hazard Mitigation Plan and attended two trainings so far. He said the other project Peters is handling is the shelter management exercise that the County wants to conduct with other agencies. Peters gave a report and explained that the County has a hazard mitigation plan which is needed to comply to receive FEMA funds in an emergency. He said that all special districts have to have either their own plan or can join an agency’s plan. The Recreation and Park District has decided to join the County hazard mitigation plan. He mentioned there is a consultant that the County hired through a grant to assist with putting the plan together. He said it is mandated that the plan be updated every five years.

Peters said with the Shelter Management Training exercise, the County would like to have an exercise at Diablo Valley College with a segment of the training setting up a shelter, registration, setting up cots, and more. The County will be leading the way with this training with the American Red Cross, County Office of Employment and Human Services, Community College Districts, Office of Emergency Services, DVC, Pleasant Hill Recreation & Park District and other County offices. He said they are looking to have this shelter management training exercise on the last Friday in July or the first Friday in August.

Peters mentioned that the District has conducted fire drills at various facilities; one last year at the Senior Center and one at the Community Center. He said the participants at each facility did well and everyone knows where the emergency meeting areas are. He stated there are evacuation plans posted in each room at the Community Center, and at the beginning of each new session of classes. The instructors are given an evacuation plan so they know the route to the emergency meeting area.

Report On Contra Costa Special District Association Quarterly Meeting

Board Chair Sterrett reported that the Contra Costa Special District Association attended the quarterly meeting on April 19 with Board Members Donaghu and Bonato and the General Manager. She reported that Pleasant Hill Recreation & Park District was the first District to be honored. CCSDA is trying to honor a District at each meeting. Each District has a chance to give a short presentation. She said originally it was going to be one District, but at the last minute she received a call from CCSDA and they said they would be honoring all of the Recreation & Park Districts. In the end, Sterrett said the Pleasant Hill Recreation & Park District had a great presentation. Sterrett also mentioned that the elections for the open seat took place and there were four candidates; one was an incumbent for the full seat, one was the incumbent for the alternate seat, and two new candidates. She announced the candidates as Dwight Meadows, George Schmidt, Darnell Turner and Richard Olsen. She said that in the end Dwight Meadows won for the full seat and the alternate seat went to George Schmidt.

Bond Project Updates

The General Manager said the Administrative draft of the CEQA documents have been submitted to the City of Pleasant Hill. He said it is still in the draft format and will be coming back to the Board at the next meeting or the one after that. He said staff had a kick-off meeting with Critical Solutions, Inc., project management team with Ron Johnson, Project Manager and Kelly Johnson, Construction Manager and was followed by a kick-off meeting with the Dahlin Group on the Community Center. Karl Danielson and Rich Voss were in attendance at this meeting and another meeting followed on Wednesday to review the Community Center process with all the needs and attendance numbers for each program. He said the City Planning Commission Meeting will be on Tuesday, April 27 at 7:00 p.m. He remarked that the Bond Projects Committee will be meeting at 4:00 p.m. followed by the Winslow Center study session at 5:00 p.m. at the District Office Conference Room.

The General Manager stated that Project Manager Ron Johnson is working hard on coming up with a preliminary budget. He said they will be coming to the Bond Projects Committee meeting with the draft preliminary budget. He said they are working hard on it and want to make sure they have included everything such as PG&E, Water District, Sanitary District and more.

Board Announcements And Requests To Staff

Board Chair Sterrett said she attended the LAFCO meeting in regards to the Municipal Service Review (MSR). She said LAFCO made three recommendations to the District: 1) suggested to expand the sphere of influence to include the City’s sphere of influence, 2) expand sphere of influence to add areas within the City of Pleasant Hill corporate limits and 3) reduce the sphere of influence to exclude the City of Lafayette and Walnut Creek. She said the General Manager, at a future meeting, will present the recommendations and the Board will make their decision and inform LAFCO of that decision.

Board Member Donaghu said he attended the Chamber Mixer last night at Back Forty BBQ. He said the 100 Women of Influence in the area were awarded. His wife, Faye, was awarded and announced that the Recreation District had three representatives who received the award as well - Tina Young, Katrina Hunn and Kendra Luke. He also attended the Chamber Board meeting last week and said the Chamber was recognized on the 20th by the Board of Supervisors as a Green Business. He said the Chamber will be doing a complete makeover of their website. He announced the next Chamber Mixer will be at Chateau I and II and will be a joint mixer with the City of Lafayette.

Staff Announcements

The General Manager made the following announcements:

• CSDA’s 2009 Annual Report is available for review.
• The Chamber has gone out to the community asking for support for the 1st Annual Blues and Brews Festival.
• The Job Faire at Diablo Valley College that is co-sponsored by the District was on April 21. It was a success with great attendance, maybe one of the busiest yet.
• The General Manager will not be facilitating the May 6, 2010 Board Meeting. He will be having surgery on April 30 and will be recovering. Park Superintendent Lynn Spatz will be facilitating the May 6, 2010 Board Meeting.
• The Employee Service Award BBQ is scheduled for May 25, 2010 at Pleasant Hill Park picnic area #3 at noon. There will be 9 employees awarded for their years of service.

Adjournment

Board Chair Sterrett adjourned the meeting at 6:32 p.m.