The May 27, 2010 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Sherry Sterrett at 7:00 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Board Member Cecile Shepard led the Pledge of Allegiance.

Roll Call

Board Present: Bonato, Donaghu, Shepard, Sterrett

Board Absent: Hurd

Berggren, Blair, Hunn, Kubota, Luke, Miller, Spatz, Young

Public Comment

There was no public comment.

To Honor And Recognize The 2009 – 10 Teen Council

• a. Presentation to Teen Council Members
• b. Presentation to Teen Council Chair Allison Maeyama
• c. Presentation to Ex-Officio Member Nasreen Broomand

Recreation Supervisor Katrina Hunn presented certificates to 18 individual Teen Council members. She mentioned what events they assisted with and said as a whole, the Teen Council assisted in 23 various community events and service projects. She said it was a busy year and she looks forward to working with the Teen Council next year. She announced that there will be 12 seniors graduating, so there will be many new council members for next year. She completed interviews for next years Teen Council and final decisions will be made next week. Board Chair Sterrett thanked all the Teen Council Members and for Katrina Hunn for all their efforts.

Consent Calendar (ACTION)

• a. To Approve Bills to be paid, warrants #13695 #13782 the amount of $372,687.89 dated May 27, 2010.
• b. To Approve Minutes of April 8 and April 22, 2010.
• c. To Approve Resolution 2010-05-27A, Declaring May as National Water Safety Month

Board Chair Sterrett pulled the minutes of April 22, 2010 from the consent calendar and made two corrections to the April 8, 2010 minutes.

Upon motion of Donaghu/Bonato, the bills to be paid and the corrected minutes of April 8, 2010 were approved.

Report from Pleasant Hill Dog Owners Group

President Lori Tassano introduced the other DOG group board members; Jeannette Borcic, Gaye Rathbun and Doug Sheirer. Tassano asked Park Superintendent Lynn Spatz about the rain out schedule. She said they have some complaints of users of the Paso Nogal Dog Park when the District closes the park when it barely rained. She asked if the District can be more lenient because of the high usage. Tassano asked about re-seeding and the actual water schedule. Spatz mentioned the watering schedule will go back to normal and re-seeding will be determined later. Tassano said the annual membership drive is in September. That is when they promote and educate the users of the park, sign up new members, and renew continuing members to pay their annual dues of $35. She said many users do not know there is a Dog Group set up that help pay for dog park expenses such as “poop” bags. Currently, their membership is about 120 – 130 families. Board Chair Sterrett thanked Tassano and the Dog group board members for their efforts.

To Rescind Resolution 2009-11-05c, Reimbursing A Portion Of Design Fees For The New Senior Center (ACTION)

Board Member Bonato motioned to rescind resolution 2009-11-05C and approve resolution 2010-05-27A. Board Member Shepard commented that she agrees with the intention of rescinding resolution 2009-11-05C, but does not agree with the language in the resolution. She passed out her recommendation for the Board to consider. Board Chair Sterrett stated that the wording was put together by an independent third party attorney and she would not be too quick to change the language in the resolution. Board Member Donaghu seconded the motion, but rescinded his motion if there needed to be any further discussion. Board Chair Sterrett seconded the first motion and supported to approve resolution 2010-05-27A.

Upon motion of Bonato/Sterrett, the majority of the Board approved to rescind resolution 2009-11-05C, reimbursing a portion of design fees for the new senior center and approving resolution 2010-05-27A. Board Member Shepard abstained from the motion.

Budget and Finance Committee Report

• a. To Consider Resolution 2010-05-27B, Amending Fiscal Year 2009 – 10 and Resolution 2010-05-27C, Amending Assessment District #6 (ACTION)
• b. To Consider Resolution 2010-05-27D, Preliminary Budget for Fiscal Year 2010 – 11 and Resolution 2010-05-27E, Preliminary Budget for Assessment District #6 (ACTION)

Accounting Supervisor Mark Blair reviewed the projected budget. He said the most significant changes in the budget are income for $300,000 reflected in Interfund Transfers and $400,000 in income posted to Project Funding. Both items are shown in the Non Recreation Income Statement. The $300,000 is to reimburse the General Fund for expenditures related to the Measure E Capital Projects. There is an exact offset shown in the Capital Expenditures Income Statement for these same Measure E Projects. The $400,000 is a reimbursement to the District for costs incurred to remodel the pool at PH Park from WW Funds held by East Bay Regional Park District. Approximately $83,000 of this $400,000 were incurred in the current fiscal year and the balance was paid and expensed in the prior fiscal year.

Blair mentioned the only department to have a significant change from the original budget was the Senior Center that reflects about a $40,000 increase in revenue while most other departments were slightly down from the original projections. Board Member Bonato mentioned that the tax base from 2008 – 2009 reflects a return of $200,000 that was taken from the District. Bonato stated there is a decrease in revenue of about $400,000. She wanted to give credit to staff for balancing the budget and mentioned that $234,000 is covered by expense reduction that staff has proposed, so the District can make it through the rest of the year. She said some new revenues are going to be from Pleasant Hill Baseball Association and Pleasant Hill Soccer Association. She said they will be contributing $25 per registration donated to the park maintenance fund to better care for the fields, which will be a $52,000 increase in revenue. She said it is a generous contribution. She mentioned the Senior Center said that their one time rentals remain with the Senior Center budget, but now the monthly rental revenues will be accounted back to the District.

Blair reviewed overall expenditures and stated they had increased approximately $773,000 over the original budget. $496,000 of this is due to Capital Expenditures of which $300,000 are the Measure E projects and the other large item was the $83,000 for the completion of the pool remodel. The pool was budgeted and expected to be completed last year but the construction was delayed, so these expenses fell into the current year. Blair explained that another major item in the increase in expenditures is the $241,000 expense to fund the old CRDEB employee retirement fund back to its proper balance. Board Chair Sterrett commented that she felt that this is a major accomplishment and the District did a great job. Board Member Bonato reviewed some of the programs and how staff has saved and decreased expenses. Board Chair Sterrett thanked the staff for their time for the budget and finance committee meeting and she was educated some more on the budget. Board Member Donaghu thanked Accounting Supervisor Mark Blair for all his work on the projected budget. Blair stated it was a lot of work from other staff as well. The General Manager commented that the budget is still tight and the budget will have to be monitored closely. He reminded the Board that they are passing the preliminary budget, but at the second meeting in July the final budget will be approved.

Upon motion of Bonato/Shepard, the Board approved resolution 2010-05-27B, amending the fiscal year 2009-10 and resolution 2010-05-27C, amending assessment district #6 for fiscal year 2009 - 10.

Upon motion of Bonato/Donaghu, the Board approved resolution 2010-05-27D, preliminary budget for 2010 – 11 and resolution 2010-05-27E, preliminary budget for assessment district #6 fiscal year 2010 – 11.

To Approve Resolutions 2010-05-27F – 2010-05-27J, Intention To Order Improvement For Valley High II, Valley High IV , Valley High V, Woodside Hills I and Woodside Hills III (ACTION)

The General Manager said the intention to order improvements for the five assessment districts are an annual process to properly record all the information on the tax rolls.

Upon motion of Donaghu/Shepard, the Board approved resolutions 2010-05-27F-2010-05-27J, intention to order improvement for Valley High II, Valley High IV, Valley High V, Woodside Hills I and Woodside Hills III.

To Approve Resolution 2010-0527K, Intention To Order Improvement For Landscape And Lighting District #6 (ACTION)

The General Manager stated this is the same process as the other five assessment districts. This resolution is intention to order improvement for the Landscape and Lighting District #6.

Upon motion of Donaghu/Shepard, the Board approved resolution 2010-05-27K, intention to order improvement for Landscape and Lighting District #6.

Report from Bond Projects Ad-Hoc Committee

a. To Consider Budget for Individual Bond Projects: Senior Center, Teen Center, Community Center And Pleasant Oaks Park (ACTION)

Board Member Shepard reviewed the master program draft budget of each project and the cost estimates, non budgeted items such as furniture and other non-bond related funds that need to be raised. She said the total for the Senior Center and Teen Center comes out to about $601,100. She said for the Community Center the non bond related items is a cost of $468,073. She said the total for all projects comes to $1.69 million. Shepard ran through the bond cost estimates for each project. Shepard mentioned that the proposed estimate from the original architect for the Teen Center was $2.2 million, but Project Manager Ron Johnson evaluated the plans from Harriman and made more realistic calculations. She stated the cost per square foot went up in costs and she questioned why. Shepard commented that the costs were most likely residential rates and not commercial rates which are more, plus there were costs not calculated in the original estimate from the first architect, such as commercial HVAC, security, CEQA report, mechanical, etc. Johnson said some other costs were the roofing consultant, technology consultant and optional consultant would be an interior designer. Some further discussion followed. Johnson also stated that there needs to be money allocated towards legal fees for each project. He mentioned that the geotechnical engineer will have to come out and conduct inspections and there are costs that need to be allocated for this service. He also stated there are some contingencies for the Teen Center that are a little higher, but may come down. Bonato mentioned that the City may be requiring 13 more parking spaces at about $10,000 each for the Teen Center, so there may be an additional cost of $130,000 if that is required. Johnson mentioned there may be some extra costs for the traffic light by the Senior Center, which the District may end up paying for. The cost can range from $150,000 – over $200,000. He said no final decisions or requirements have been made yet. He said these extra costs need to be taken in to consideration.

The General Manager suggested approving the budget for all projects and how the bond money will be allocated for each project. He said the project manager and architects will work on getting the projects within the Board approved amount for the projects. Project Manager Ron Johnson recommended what the estimates came out to of $3.2 or $3.3 million for the Teen Center, $9.3 or $9.4 million for the Senior Center, $10.6 million for the Community Center, $4.3 million for Pleasant Oaks Park and to have the restroom upgrades on a “wishlist” if funds are available. He asked the Board what the priorities are for them. Johnson did mention there has been no contingency worked in for the Pleasant Oaks Park plan estimates and will need to be added. He also recommended add-alternates, so they may be added later. He asked the Board to have the fundamental priorities and what they would like to put on the “wishlist”. Johnson and Harriman will work on plans and estimates to work within the Board approved bond projects budget. Harriman requested the Board to let him know what is important for the Teen Center or other projects and he will bring back the revised plans, but a budget amount needs to be decided. Johnson reminded the Board that there is a 10% construction contingency that is already built in to each project. Much discussion followed.

Board Member Sterrett received some information on California Lighting and Technology program has money through grants for community buildings. She said she knows some other recreation districts have used this program and received some grant funds. She gave the information to the General Manager and Project Manager.

Upon motion of Donaghu/Shepard, the Board approved the budget for the bond projects as $3.3 million for the Teen Center, $9.3 million for the Senior Center, $10.6 million for the Community Center, $4.3 million for Pleasant Oaks Park and to have the restroom upgrades on a “wishlist” with a contingency of $500,000 and approximately $200,000 additional of interest for a total of $700,000 contingency.

The General Manager commented that Steve Harriman did a great job at the Planning Commission meeting with the City and they were very supportive of the location of the Senior Center.

b. Report on Project Procedures Manual

The General Manager stated that in the original proposal the procedures manual was removed due to cost, but now it has been realized that it is an important part of the decision making process. Johnson said he will have a draft of the manual and bring it back to the Board for adoption at a future board meeting. He has started a general organizational chart. He said they will discuss how often the AD-Hoc Committee will meet, what each players roles are and much more.

The General Manager said he had a bond project update and mentioned that Architect Karl Danielson has concept plans for the Community Center. He requested the Board to have a study session soon to discuss and review the conceptual plans.

Board Chair Sterrett suggested a 10 minute recess for the Board until 10:15 p.m.

To Consider Eligibility Requirements For Fiscal Year 2010 – 2011 Refund Application For Landscape & Lighting District #6 (ACTION)

Accounting Supervisor Mark Blair reported that the San Francisco Cost of Living Index increased 1.7% bringing the eligibility requirement to $40,113.

Upon motion of Shepard/Donaghu, the Board approved the eligibility requirements for fiscal year 2010- 2011 refund application for Landscape & Lighting District #6.

To Consider Placing Two Modular Buildings And Paving 62 Parking Spaces At The Winslow Center (ACTION)

The General Manager reviewed information on the proposal for the Winslow Center of two modular buildings and the paving of 62 parking spaces. Board Chair Sterrett asked if the District would be purchasing the modular buildings and the General Manager said we would purchase the modular buildings. He said Project Manager Ron Johnson worked on the budget for this project and stated the costs would be approximately $1.1 million. Board Member Bonato stated if the Measure WW funds are used there will need to be a commitment for 25 years and what would the plans be for the modulars. She stated the preschool program will be moved from the Community Center during construction and even prior, but what other programs would take place at the modular buildings at the Winslow Center. Bonato asked why the Winslow Center could not be a permanent campus for the preschool program. The General Manager remarked that the preschool program has always been an integral part at the Community Center and when the Winslow Center was purchased, additional preschool programs were added to the Winslow Center location. Recreation Supervisor Tina Young said to have the preschool program at the Community Center it has an energy base for the entire center. She said it assists the center to be multi-use. During the evenings there are rentals of the rooms and during the day the preschool programs creates a sense of community. She said it is common with many agencies to have a preschool program involved at a Community Center. Bonato stated she has a problem with putting a modular building permanently at the Winslow Center. She would like more money invested into better quality modulars and to keep the preschool program at the Winslow Center site. She would like to see the Community Center used for additional purposes. She mentioned putting a theatre at the Community Center would be a thought.

Young handed out some photos of better quality, permanent modular buildings. She stated they have been researching various options. The General Manager said the Winslow Center site is being improved and the modular buildings will be a great improvement and facility for the District to use. Board Chair Sterrett said she can understand Bonato’s concerns, but she has had experience with modular buildings with the School District and the District KIDSTOP program. She stated she is willing to make the investment because she has a feeling that when all the preschool classes are gathered there, they may want to stay there. Board Member Donaghu agreed with Sterrett and said preschool parents may like the campus feeling as well and may want to keep the program there.

Board Member Shepard said it is a lot to spend for the buildings and was hoping to spend as little as possible, but after talking to the Project Manager there is a need to pave the parking spaces and upgrade the site. Ken Alcock with Milani and Associates has been working on this project and stated that processing with the City needs to get going and he has been working on getting all the forms and paperwork necessary. He stated the plans that have been presented to the planning and engineering department with the City of Pleasant Hill. Board Chair Sterrett commented that in the last General Manager’s report there have been four more shorings completed at the Community Center. She said it would be best to move the preschool program as soon as possible to the Winslow Center site with the modular buildings.

Building Maintenance Worker Carrie Miller said with the permanent modular buildings they can have it installed at the site within 90 days. Some further discussion followed. Recreation Supervisor Tina Young said the original plan was to have one of the modular buildings set up for preschool and the other building for regular classes. She said there are four sections and three out of the four would be for preschool and the last section for regular classes. Miller said the buildings are customized to what use you will need it for. Alcock said with any program or operational change it does need to go to the City so they may determine if there is enough parking.

Board Chair Sterrett asked if the Board could decide on committing the Measure WW funds to this project to install two permanent modular buildings and paving 62 parking spaces at the Winslow Center. Board Member Bonato was looking at moving the preschool program permanently. She said if there was going to be an investment a decision of the usage should be made as well. She asked if this decision can be put off until next week. Project Manager Johnson said it would change the design of the Community Center and would delay that project because if there will be a program change, then the design needs to reflect that. Bonato said she feels there needs to be more of a commitment to have it as a preschool campus. Sterrett said it is a major decision, but did not feel that it was going to be decided tonight. The General Manager said the decision needs to be made and it has been delayed already. Sterrett said there can be a decision made in a study session whether to move the preschool programs permanently and what usage can be changed at the Community Center. Bonato stated she would like to see the motion indicate the Board interest in improving the quality of what is installed and looking at alternative usage for the Community Center should the Board determine not to move the preschool program back into the Community Center. Board Chair Sterrett said the decision tonight is to spend the Measure WW funds for the two modular buildings and paving 62 parking spaces.

Upon motion of Donaghu/Shepard, the Board approved to use up to $1.3 million of the Measure WW funds for two permanent modular buildings and 62 paved parking spaces and the concept of improving the quality of the modular buildings and alternative uses of the Community Center.

Report on California Association of Recreation and Park Districts (CARPD) Annual Conference

Board Chair Sterrett tabled the report on the CARPD Annual Conference until the next Board Meeting. She requested to also add the Legislative Days on to a future Board Meeting to report on which she attended last week. Bonato asked to add the Districts of Distinction Award.

Board Announcements And Requests To Staff

Board Member Donaghu announced the next Chamber Mixer at Tahoe Joe’s on Wednesday, June 16 at 5:30 p.m.

Board Chair Sterrett was invited to attend the Mary Shockley Award, which honors community members in various communities such as Martinez, Pleasant Hill, Walnut Creek and more. Pat Williams from the Senior Center was honored. Sterrett said it is well deserved with all her work she does for the Pleasant Hill Senior Center. She also attended the Employee Service Awards on May 25, which was moved from Pleasant Hill Park to the Senior Center due to the inclement weather. She commented that it was a nice event with many employees being awarded.

Staff Announcements

The General Manager made the following announcements:

• There will be a study session on Thursday, June 3 at 10:00 a.m. – 12:00 p.m.
• He expressed his appreciation to staff members Lynn Spatz, Tina Young, Katrina Hunn and everyone while he was out. He said they have been working hard on the bond projects and everyone has been great.

Adjournment

Board Chair Sterrett adjourned the meeting at 11:05 p.m.