The October 11, 2007 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Sherry Sterrett at 7:04 p.m. in the Conference Room at the Administration Office. She announced the Board with legal counsel in closed session, but no decisions were made and there was nothing to report at this time.

Pledge of Allegiance

Board Member Joe Hurd led the Pledge of Allegiance.

Roll Call

Board Present: Donaghu, Hurd, Shepard, Sterrett

Board Absent: Mitchoff

Ex-Officio Report

Tom Bryan reported that Kelly McBee could not be in attendance tonight due to a Waterpolo match.  He mentioned College Park High School is getting ready for homecoming, which will be on October 12.  Bryan explained there would be a rally, parade and a tailgate party with various food vendors, which will be part of a fundraiser for each class (Freshman, Sophomore, Junior and Seniors).  He announced the big football game would be against Alhambra High School with the Homecoming Dance to follow. 

Bryan mentioned the District Haunted House theme is “Poltergeist Palace” and opens on October 19, 2007 with a scary evening from 7:00 p.m. – 8:30 p.m. and will have several showings as follows:  Oct. 19, 20, 22, 26, 27 and 30.  He said there would be some not so scary matinees from 1:30 p.m. – 3:00 p.m. on Oct. 20, 21, 27 and 28.  The cost will be $5 at the door.

Public Comment

There was no public comment.

Consent Calendar (ACTION)

Board Member Donaghu had a question on warrant #78934 to M.A.K. Associates for the amount of $132,393.54.  Park Superintendent Lynn Spatz answered this was for Playgrounds Unlimited aka M.A.K. Associates for the Sprayground installation.  Board Chair Sterrett asked about warrant #78965 for Shriners Hospital for the amount of $450.00.  The General Manager checked the warrants and stated it was for a Senior Mystery Trip.

Upon motion of Donaghu/Shepard, the Board approved the items as presented.

• To Approve Bills to be paid, Warrants #78898 - #78968 in the amount of $407,113.87 dated October 11, 2007.
• To Approve Minutes of August 23, 2007

To Consider Request From College Park High School For Use Of The Parkside Room, McHale Room, Dance Studio and Kitchen at the Community Center on Tuesday, March 18, 2008 and Wednesday, March 19, 2008 For The “Every 15 Minutes” Program (ACTION)

Committee members for College Park High School, Jacqueline Alkire and Melanie Miller, presented the “Every 15 Minutes” program, which is an alcohol, drinking and driving awareness program.  She said they have a mock car crash with victims and it shows the students what the consequences are, they even have the victims who did not survive write testimonials and the next day they have memorial services.  She offered a photo album of two years ago “Every 15 Minutes” program for the Board and staff to view. 

Alkire explained the need for the use of the Community Center facilities.  She expressed their appreciation for use of the facilities in previous years and said the program would not be so successful if they did not have the use of the facility; it is instrumental to the program.  She commented that it is right behind College Park High School and it is a perfect location for this type of program.  The General Manager recommended the Board to approve the use of the Community Center for the program for Tuesday, March 18 and Wednesday, March 19, 2008.  He also mentioned that it is costly to the District, but said it helps that the event is every other year.  Alkire and Miller invited the Board to attend the program.  They will make sure they send an invitation.

Upon motion of Donaghu/Shepard, the Board approved the use of the Parkside Room, McHale Room, Dance Studio and Kitchen at the Community Center for Tuesday, March 18 and Wednesday, March 19, 2008 for the “Every 15 Minutes” program for College Park High School.

To Consider First Amendment To Agreement Between the City Of Pleasant Hill and Pleasant Hill Recreation & Park District Regarding the Public Services Center (ACTION)

The General Manager mentioned on the amendment, the forklift would be deleted, so the issue in regards to the forklift does not apply.  He remarked the other concern was if anything were placed on the land, it would belong to the City of Pleasant Hill.  The General Manager stated legal counsel Mark Cornelius replied that this is real property law in which the land belongs to the City, so anything added onto the land would belong to them.  In regards to Exhibit C, pg. 17, B. Simplified Method, 2 a (4), District’s share of any extraordinary expenses totaling $2,000 or more, which were not anticipated in the fixed amount calculations.  The General Manager explained this talks about operations/maintenance.  He said this was approved in the 2002 agreement, so this is continuing on in the amendment.  He recommended the Board to approve the amendment.

To Approve Resolution 2007-10-11a, Transferring Monies From The Park Landscape Assessment Fund For Assessment District 1 – 5 To The General Fund (ACTION)

The General Manager commented this is an annual transfer of monies that the County holds for the District and is transferred into the District’s General Fund.  Board Chair Sterrett asked who collects the interest on the funds.  The General Manager stated the County collects the interest and the District does not pay taxes as this is part of the Teder plan.

Upon motion of Shepard/Donaghu, the Board approved the transferring of monies from the park landscape assessment fund for Assessment Districts 1 – 5 to the General Fund.

To Approve Resolution 2007-10-11b, Transferring Monies from the Landscape & Lighting District #6 to the General Fund (ACTION)

The General Manager stated this is similar to the prior agenda item, but it is the transferring of monies from the Landscape & Lighting District #6 to the General Fund.

Upon motion of Donaghu/Hurd, the Board approved the transferring of monies from the Landscape & Lighting District #6 to the General Fund.

Report From Personnel Committee (ACTION)

a) To Consider Recreation Coordinator – Aquatic Position

Board Member Donaghu recommended approving these as two separate items (a) and (b).  He reported Staff is recommending the 30-hour part time position of the aquatic recreation specialist be moved to a full time Recreation Coordinator position for Aquatics.  He said Aquatics Supervisor Korey Riley has budgeted for this for the next two years.  Board Chair Sterrett asked about the vacation or holiday time for the part time compared to the full time position.  The General Manager stated the part time position accrues personal time, which can be used for vacation, holiday or sick time, but with the full time position the sick time, holiday and vacation time is separate and accrue vacation time accordingly.  Board Chair Sterrett asked in the slower time of the year, what other responsibilities would this position have.  The General Manager said the position includes hiring of staff, planning, training, program updates, revising forms, handbooks and much more.

Upon motion of Donaghu/Shepard, the Board unanimously approved to make the aquatic recreation coordinator position full time.

b) Park Maintenance Organizational Changes

The General Manager explained when Park Superintendent Lynn Spatz started with the District; she evaluated the overall operations and requested to add a Park Coordinator title.  The General Manager commented this would assist in making the park maintenance department run more efficiently and effectively.  He said this would open up a Park Supervisor position, which would be open to in-house employees to apply for.  He mentioned this would not affect the budget or salary of employees, which Park Superintendent Lynn Spatz confirmed.  The General Manager commented that the Park Coordinator would not have supervisory responsibilities.

Board Chair Sterrett commented on the new job description form and asked if this is a new format because she noticed some categories and responsibilities that were new.  The General Manager stated new Accounting Supervisor Mark Blair has a new software program for writing job descriptions.  Board Member Donaghu said it was extensive.  They thanked staff for the detailed job description.

Report on Annual CSDA Conference

On behalf of staff and the Board, the General Manager congratulated Board Chair Sterrett for receiving the CSDA Board President of the Year Award.  Sterrett explained that a third party, marketing group reviewed all the nominees and voted on the winner.  Board Member Shepard was not prepared to give her report and asked to postpone this agenda item until the next board meeting.  Board Chair Sterrett said that would be fine and put the agenda item on for the next board meeting.  Sterrett handed out some photos to the General Manager and the Board who attended the conference.  She gave a CSDA Conference backpack and some handouts to Board Member Donaghu who was not able to attend.  Sterrett spoke with Springbrook, who the Board recently approved as our new accounting software.  She mentioned she was re-elected to the CSDA Board.  She also announced the Legislator Advocate of the Year was Ro Aguilar from East Bay Regional Park District, who represents the Alameda and Contra Costa County.  Sterrett said it was a nice conference, which was very well attended. 

Board Announcements And Requests To Staff

Board Member Shepard worked at the District booth for the Pleasant Hill Art, Jazz and Wine Festival. 

Board Member Hurd also mentioned he worked at the Festival at the District booth and commented it was a good location and it was busy.

Board Member Donaghu commented that the Art, Jazz and Wine Festival was extremely successful and said it might have been the best yet.  He complimented Teen Recreation Coordinator Katrina Hunn, who was also on the Art, Jazz and Wine Festival committee.  He said that she was there the whole time and represented the District well and went above and beyond the call of duty.  He said it was a good concert Saturday night and announced that the Pleasant Hill Art, Jazz and Wine Festival won an award from the California Downtown Association for the Special Event category.

Board Chair Sterrett said she was at the District booth on Sunday and the information of building a new Senior Center seem to be well received and the community was supportive of the plan.  She will attend the CCSDA Quarterly Meeting on Monday, October 16, 2007.  The General Manager stated he would be attending also.  Board Chair Sterrett asked when the Board Tour would be re-scheduled for, according to emails received from the General Manager November 1, 2007 at 4:00 p.m. was suggested.  It was not going to work out with all Board Members, so after some discussion, the Board decided on Monday, November 5, 2007 at 9:00 a.m.  Board Member Donaghu suggested inviting the new Community Relations Specialist Martin Nelis with the City of Pleasant Hill.  The General Manager will invite Martin Nelis.

Board Chair Sterrett brought up the embezzlement issue with the Walnut Creek Recreation Department at the pool.  She requested information on how the District handles cash transactions and she wants to be audit conscience.  She wants to make sure the District has written policies and procedures, especially at the pool.  The General Manager stated we do have policy and procedures set up for each department that handles financial transactions.  He said at the pool there is more than one person handling the payments, there is a cashier and they conduct a close each day.  Justin Pitcher mentioned if there are any voids, the cashier has to get it approved by the pool manager on duty and the manager approves the close and brings the money to the District Office.  The General Manager said the situation at Walnut Creek had to deal with wire transfers of monies into their own account.  He assured the District does not even have that capability in our program.  He is not sure what type of program they have in Walnut Creek.  He said the District’s checks and balances are good.  He brought up drop in sports and remarked that the new Accounting Supervisor along with the Sports Recreation Supervisor are tightening down the procedures for drop in sports and currently, changes are being made.

Sterrett asked if the Board could get a copy of the policies and procedures for each department handling money, such as the pool and various offices.  She wants to learn from others mistakes to improve our procedures.  Recreation SupervisorBoard Member Shepard worked at the District booth for the Pleasant Hill Art, Jazz and Wine Festival. 

Board Member Hurd also mentioned he worked at the Festival at the District booth and commented it was a good location and it was busy.

Board Member Donaghu commented that the Art, Jazz and Wine Festival was extremely successful and said it might have been the best yet.  He complimented Teen Recreation Coordinator Katrina Hunn, who was also on the Art, Jazz and Wine Festival committee.  He said that she was there the whole time and represented the District well and went above and beyond the call of duty.  He said it was a good concert Saturday night and announced that the Pleasant Hill Art, Jazz and Wine Festival won an award from the California Downtown Association for the Special Event category.

Board Chair Sterrett said she was at the District booth on Sunday and the information of building a new Senior Center seem to be well received and the community was supportive of the plan.  She will attend the CCSDA Quarterly Meeting on Monday, October 16, 2007.  The General Manager stated he would be attending also.  Board Chair Sterrett asked when the Board Tour would be re-scheduled for, according to emails received from the General Manager November 1, 2007 at 4:00 p.m. was suggested.  It was not going to work out with all Board Members, so after some discussion, the Board decided on Monday, November 5, 2007 at 9:00 a.m.  Board Member Donaghu suggested inviting the new Community Relations Specialist Martin Nelis with the City of Pleasant Hill.  The General Manager will invite Martin Nelis.

Board Chair Sterrett brought up the embezzlement issue with the Walnut Creek Recreation Department at the pool.  She requested information on how the District handles cash transactions and she wants to be audit conscious.  She wants to make sure the District has written policies and procedures, especially at the pool.  The General Manager stated we do have policy and procedures set up for each department that handles financial transactions.  He said at the pool there is more than one person handling the payments, there is a cashier and they conduct a close each day.  Justin Pitcher mentioned if there are any voids, the cashier has to get it approved by the pool manager on duty and the manager approves the close and brings the money to the District Office.  The General Manager said the situation at Walnut Creek had to deal with wire transfers of monies into their own account.  He assured the District does not even have that capability in our program.  He is not sure what type of program they have in Walnut Creek.  He said the District’s checks and balances are good.  He brought up drop in sports and remarked that the new Accounting Supervisor along with the Sports Recreation Supervisor are tightening down the procedures for drop in sports and currently, changes are being made.

Staff Announcements

The General Manager made the following announcements:

• Good news with CAPRI, the District has received the highest marking for the annual visitations for ten years in a row and the District was awarded $13,150. 
• The Contra Costa Creek Watershed Symposium will be in Walnut Creek on November 15, 2007.
• He wants to apply for District of Distinction, which means all Board Members need to have six hours of basic governance training within the past five years. 
• The Pleasant Hill Chamber Mixer will be at the Malaya Center on Civic Drive on Wednesday, October 17, 2007.
• On October 24, 2007, the CPRS District III Fall Institute will be a “Go Green, What Does it Mean” theme, which will be held in Pittsburg.  Pat O’Brien with East Bay Regional Park District will be the keynote speaker.  He passed the information around for the Board to review if they were interested in attending.
• Park Superintendent Lynn Spatz had Eagle Scouts complete a project installing new benches at Paso Nogal Park.
• The City of Pleasant Hill Mayor David Durant sent the District a certificate of appreciation for participation in the Community Services Day.
• Katrina Hunn invited the Board to attend the Haunted House opening night on Friday, October 19, 2007, or if they would like to attend before the next Board Meeting, she will arrange a viewing.

Adjournment

Board Chair Sterrett adjourned the meeting at 8:24 p.m.