The July 22, 2010 Special Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Vice Chair Sandra Bonato at 7:04 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

General Manager Bob Berggren led the Pledge of Allegiance.

Roll Call

Board Present: Bonato, Donaghu, Hurd

Board Absent: Shepard, Sterrett

Berggren, Harshman, Hunn, Kubota, Luke, J. Pitcher, Spatz

Public Comment

THORA HARSHMAN, Pleasant Hill Resident – She said as a tax payer, she heard and is concerned about the District spending approximately $26,000 for a survey regarding a theatre at the Community Center. She mentioned that people she talked to did not vote for a theatre and feels that it is misuse of funds. She said it was not in the plans. She works with the preschool parents that currently have children in the program and they love the current location. Board Vice Chair Bonato said the Board is looking into alternatives due to the extraordinary expense of moving the preschool program temporarily to the Winslow Center location. She thanked Harshman for her comments.

Public Hearing

Preliminary Budget for Fiscal Year 2010-2011
The General Manager commented this is the last public hearing and item #7 is the resolution for the final budget for fiscal year 2010 – 2011. There was no public comment on the final budget. Board Vice Chair Bonato closed public hearing.

Consent Calendar (ACTION)

Board Vice Chair Bonato made some changes to the minutes of May 27, 2010.

• a. To Approve Bills to be Paid warrants #13950 - #14022 in the amount of $362,796.95 dated July 22, 2010.
• b. To Approve Minutes of May 27, 2010

Upon motion of Hurd/Donaghu, the Board approved the warrants and minutes of May 27, 2010 with suggested changes.

Report From Pleasant Hill/Walnut Creek Mothers Club

Co-Director Kathleen Barsetti thanked the District for the use of the facilities for their meetings and functions. She mentioned the club is in the process of completing the application process to become a 501(c)(7), non profit status. Barsetti said they have 486 members and increased their fees from $50 to $55 and if a member wants to contribute two hours of volunteer time, they can pay a reduced fee of $35. She reviewed some special events, meetings, group outings and community outreach programs the members participate in. Board Vice Chair Bonato thanked Barsetti for her report.

To Consider Resolution 2010-07-22a, Adopting The Final Budget For Fiscal Year 2010-2011 (ACTION)

The General Manager stated that the preliminary budget was passed in May and this is the final budget for fiscal year 2010 – 2011. He said it will be copied and bound for the Board, Staff and Public.

Upon motion of Donaghu/Hurd, the Board approved the final budget for fiscal year 2010 – 2011.

Bond Project Updates

• a. To Review and Approve New Design for Teen Center (ACTION)

Board Vice Chair Bonato said this item will be pulled and there has been a Special Board Meeting scheduled for Tuesday, July 27 at 7:30 p.m. to approve this agenda item.

• b. To Consider Bond Measure Decision Making Authority (ACTION)

The General Manager stated that Project Manager Ron Johnson made the suggested changes by the Board from the prior Board Meeting. Board Member Bonato had questions on page 2 regarding consultant contract and design plans on the previous page and felt that they need to cross reference each other. She said the interior is covered, but wondered if the Board was still going to be involved with the exterior design plans. She asked if the significant changes will be brought back to the Board for approval. The General Manager stated that the Board will make approvals for both interior and exterior. Bonato suggested changes to include final exterior and final interior designs and a few other suggestions.

Upon motion of Donaghu/Hurd, the Board approved the document of bond measure decision making authority with changes suggested.

• c. Projects Status/Update

The General Manager mentioned that today was the official start day for the 30 day public comment period and will end on August 20 for the Mitigated Negative Declaration, which was sent out to various agencies such as Contra Costa Water District, the Fire District, Fish and Game and many other agencies. There will be responses received that CEQA consultant Jerry Haag will respond to and will be brought back to the Board.

In regards to the Community Center, Ron Johnson asked the City about adding the little theatre to the plans. They agreed that they would need an amendment to the Mitigated Negative Declaration. He said there have been two feasibility study proposals for the little theatre and interviews would be scheduled for the end of July or early August. He recommended having Karl Danielson or a representative from the Dahlin Group, two representatives from the Board, and Community Center Supervisor Tina Young to conduct the interviews. The General Manager recommended that the Chair and Vice Chair of the Board be representatives from the Board. The Board agreed that would be fine to have the Board Chair and Vice Chair conduct the interviews. He asked if there were other Board Members interested, Board Member Donaghu said he can be an alternate if one of the Board representatives could not make an interview.

Johnson reported that for the Senior Center and Teen Center the PG&E energy design meeting will take place on Monday. He said the goal is to be better than 10% of Title 24. He said not only will the buildings be energy efficient, but it will be a “green” quality type of building. He explained that many go for the LEED certification, but this is almost like it or even better with out having to pay the extra cost to have a LEED certified consultant, which can be up to $60,000. He stated that Title 24 has many more requirements and the goal is to be 10% better. He said that Harriman is also getting a security network proposal for computers and buildings, for the Senior Center, Teen Center and the Community Center. The General Manager mentioned that they met with the Senior Center long range committee on July 14. The minutes of the meeting were sent to the Board. Board Vice Chair Bonato asked the General Manager to outline the highlights of the bond project updates for Board Chair Sterrett and Board Member Shepard that are absent.

To Consider Approval Of Agreement For Purchase Of Property And Execution Of Deeds For City Of Pleasant Hill Golf Club Road Bridge Replacement Project (ACTION)

The General Manager introduced Leary Wong from the City of Pleasant Hill and Attorney for the District Mark Cornelius. He said he has met with Mark Cornelius who has been working with City Attorney Debra Margolis on the agreements and deeds. Wong provided a PowerPoint presentation that he handed out to the Board. He explained the history and stated that the City made temporary improvements to the bridge on Golf Club Road. He stated that the City has applied for Federal Highway Bridge rehabilitation funds, which they have received. Wong stated that the Federal Government is paying 86% and the City is paying the 14%. He said the City has been working with the Army Corps of Engineers who conducted a feasibility study. He explained that the new bridge will be wider and stronger. He said because of having to expand the bridge, there are several parcels that the City will have to purchase. Wong said the oak trees on District property would be protected and the parkland restored. He mentioned they will work with the Park District and restore it back to what it was. He reviewed the right of way purchase, street lighting easement and temporary construction easement. He explained that the north side half of the bridge on Golf Club Road would be demolished and constructed by 2011 and the south side half of the bridge will be demolished and constructed by 2012. This way there can still be through traffic on the road.

Attorney Mark Cornelius said there are three deeds, one with 117 square feet granted to the City, 390 square feet of light easement and the over 13,000 square feet of a temporary construction easement for one year. Wong mentioned that on the temporary construction easement if it takes over a year, the City will pay the District a monthly rental fee for the additional time to complete the project. Cornelius thanked Board Member Bonato for giving him advance notice of the comment to have the City indemnified on the temporary construction easement and the protection of the oak trees. He spoke to City Attorney Margolis and reached an agreement of additional language. He passed out additional language that he has been working on with City Attorney Margolis. Bonato had a question on condemnation in paragraph 14 in regards to the agreement for purchase of property. Cornelius stated that since the property is taken under threat of condemnation as reflected within the agreement, it is not a voluntary change of use on the part of the District. He said it is mandatory and under those circumstances, it is unlikely that anyone would grant a reversion of the property to the Gaspares. If someone chose to do so, there is an indemnification provision that the City agreed to in that regard to indemnify the District as both legal and equitable actions. Cornelius thanked the City for being so cooperative and easy to work with.

Bonato asked if irrigation could be added in the temporary construction easement under 9b. in the second paragraph. Cornelius said he would call City Attorney Margolis in the morning to add the change. Bonato had a question on the Flood Control District and their easement rights. The District has granted the Flood Control District an easement and it is up to them to protect their easement rights in whatever way they see fit. Cornelius said that any action that the District is taking will not interfere with the Flood Control District easement rights. Bonato asked Cornelius to review the Flood Control District easement agreement language and make sure there isn’t a problem. Cornelius stated he could take a look at it and requested Wong to get a copy of the easement agreement. Bonato also suggested not having heavy equipment stored on the site for the temporary construction easement. Cornelius will bring it up to Margolis and ask to have it added into the agreement. Board Vice Chair Bonato thanked Wong from the City and Attorney Cornelius for their work.

Upon motion of Hurd/Donaghu, the Board approved the three deeds and agreements subject to the changes suggested and to have the General Manager to execute these deeds and agreements for purchase of property and execution of deeds for City of Pleasant Hill for the Golf Club Road bridge replacement project.

Board Announcements And Requests To Staff

Board Member Hurd announced that due to family commitments he feels that he can not continue serving as a Director on the Board next year and will not run for re-election. Board Vice Chair Bonato expressed appreciation and recognized the efforts of Board Member Hurd for all his contributions.

Board Member Donaghu attended the Chamber Board Meeting and gave an update on District bond projects. He said Tom Garino raised some questions about whether the District will solicit contractors in the local area. Donaghu said the District will give everyone a fair chance to bid on the projects. The General Manager mentioned there might be a pre-qualification process and it is still going to be decided. Bonato mentioned that Project Manager Ron Johnson is aware of the concern expressed at the Chamber Board Meeting. Donaghu mentioned that he also attended the Friends of Rodgers Ranch fundraiser at Mangini Farms and that it was a nice function.

Bonato said she also attended the Friends of Rodgers Ranch fundraiser. There were over a 100 people in attendance and Lou Mangini paid for all the drinks and food. She asked the District to send out a thank you letter to Mangini as well as a letter to Denise Koroslev. She mentioned that at the fundraising event Koroslev did speak about the barn restoration and the District’s participation and support for the Nature Education Facility Program Funds Grant.

Bonato said she was approached from a Twin Towers Park interested participant who lives at Tres Llagos and who expressed their interest in helping. The person who started the park has been ill. Bonato said they have some concerns on what’s going to happen to the park. She stated the Homeowners Association said they are willing to put in a drip irrigation system. Park Superintendent Lynn Spatz said he is feeling better and she has been in contact with the developer of the park. She said he wants to continue to care for the park and asked her to hold off on laying the mulch. Spatz said some volunteers are helping with the watering and District staff has cut down some weeds. She said it is good to avoid any miscommunications. Bonato said the person thanked the District staff and appreciates the efforts to try and keep up the park. She asked that a report be made at the next meeting. Bonato stated to Spatz she appreciates her “can do attitude” and all her efforts in dealing with the situation, but Spatz needs to think about herself and staff. Bonato suggested Spatz and the General Manager set some rules for communication and how it will work.

Bonato said she attended the City Council meeting on Monday and they spoke about the proposed utility tax and wanted to get some information about how much the Measure E amount will be for tax payers and they wanted to know the amount for the School District Measure as well. The General Manager will get the information to the City Manager. Bonato announced the Board Special Meeting on Tuesday, July 27 at 7:30 p.m. to approve new design of the Teen Center. She stated Pleasant Hill will have the first Relay for Life at Pleasant Hill Middle School track on Saturday, August 14 and Sunday, August 15. Recreation Supervisor Tina Young said Chris Heck with the City is heading up a team with City and District employees called the City Slickers.

Staff Announcements

The General Manager made the following announcements:

• He announced the Brews and Blues on Saturday, July 24 to raise funds for the furniture for the new Teen Center. Teen Supervisor Katrina Hunn said there have been over 400 tickets sold and there have been calls received from people from Sacramento, Angels Camp and more. There will be two shuttles running from John F. Kennedy University for overflow parking and there are 50 volunteers working.
• Thursday, August 5 is the next Bond Oversight Committee meeting at 6:00 p.m. at the District Office Conference Room.
• Sunday, August 15 is the American Iron Car Show from 10:00 a.m. – 3:00 p.m. at the Community Center.
• Park Superintendent Lynn Spatz said the new field lights were installed and her staff worked hard to complete the project before the Brews and Blues Festival.
• Justin Pitcher announced that the pools were at capacity on Sunday and had a great weekend. The General Manager said the Derby Day photos were Great!

Adjournment

Board Vice Chair Bonato adjourned the meeting at 9:12 p.m.