The October 25, 2007 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. She announced the Board met with legal counsel in closed session, but no decisions were made and there was nothing to report at this time. Board Chair Sterrett announced that item agenda #8 – To consider additions and revisions to the Policy Manual will be for discussion only and no action will be taken at this time.

Pledge of Allegiance

Ex-Officio Member Kelly McBee led the Pledge of Allegiance.

Roll Call

Board Present: Donaghu, Hurd, Mitchoff, Sterrett

Board Absent: Shepard

Public Comment

There was no public comment.

Consent Calendar (ACTION)

Upon motion of Donaghu/Hurd, the Board approved the items as presented.  Board Member Mitchoff abstained from the minutes of October 11, 2007.

• a) To Approve Bills to be paid, Warrants #78969- #79030 in the amount of $260,333.76 dated October 25, 2007.
• b) To Approve Minutes of September 13, 2007 and October 11, 2007.

Report From Contra Costa Camera Club

Wayne Miller reported the Contra Costa Camera Club is going strong with 65 members.  He said competition is keen among the photographers.  He mentioned the group meets at the McHale room at the Community Center twice a month; they are an amateur photographers club.  He commented most of their work are digital, but some do still having the traditional cameras.  Miller thanked the Board for the use of the facility, which the club enjoys the use of.  There are competitions at each meeting with a different theme.  His goal is to have 100 members in the club.  Board Member Mitchoff asked what amount of members attends the meetings.  Miller remarked there is an average of about 40% - 70% of the members that attend each meeting.   

Miller asked where the Board stands on charging of facility for the co-sponsored groups.  Board Chair Sterrett mentioned there is no cost for use once a month, but there may be a small fee charged in the future, which this issue will be reviewed and discussed with Staff and committee.  Board Chair Sterrett thanked Wayne Miller for his report.

To Consider 2007 Community Service Award And Board Appreciation Award (ACTION)

The General Manager gave a brief history of this annual event and the Pleasant Hill Recreation & Park District honors several community members for their efforts in serving the community.  He mentioned Staff this year recommended Jim Utz for spearheading the fundraising efforts for the Sprayground project.  He said Staff had two nominations for the Board Appreciation Award; Dan Fitzgerald who assisted in the building of the Dolfin Swim Team snack shack and installed the brick wall and donor brass plaque for the Sprayground.  The other nominee is Denise Koroslev with the Friends of Rodgers Ranch who is an outstanding person.  She has dedicated her time to making greater strides at the Rodgers Ranch facility and with her leadership and involvement it has greatly improved.  Board Member Donaghu commented that several community members approached him and asked if the Recreation & Park District Board has selected the Board Appreciation Award yet and if not, they wanted to recommend Denise Koroslev, so he knows it will be a popular vote.

Board Chair Sterrett asked if there was a limit of how many Board Appreciation Awards may be given out each year, the General Manager stated there was not and it is up to the Board.  She wanted to recommend and honor Mark Celio.  She wanted to recognize our young leaders in the community and he has been very involved with the seniors in the community and all other areas as well.  Board Member Donaghu commented that the Chamber had three different people that were awarded last year for their Board Appreciation Award.  Board Member Mitchoff agreed that Mark Celio is very deserving of the award.

Upon motion of Mitchoff/Donaghu, the Board approved Jim Utz for the Community Service Award and Dan Fitzgerald, Denise Koroslev and Mark Celio for the Board Appreciation Award.

To Consider Additions And Revisions To The Policy Manual (SECOND READING/ACTION)

As mentioned earlier, Board Chair Sterrett pulled this agenda item until a future Board Meeting.  There were requests for further review.

Report On California Special Districts Association Annual Conference

Board Member Sterrett mentioned that Board Member Cecile Shepard was not present to give her report, but she asked Board Member Joe Hurd if he enjoyed the CSDA Annual Conference.  Hurd stated he did enjoy the event and said it was a lot of training and information to learn.  He learned quite a bit and was impressed with the conference.  Board Member Mitchoff said that it was her first CSDA Conference, but one of the best conferences that she has been too in 35 years of working and attending various other conferences.  She enjoyed all the speakers, especially the keynote Speaker Artist Eric Wahl.

Board Chair Sterrett stated there were 521 attendees at this conference and said it was the best conference yet.  She announced the results of the CSDA elections and for the Board, which she was re-elected to.  She said there are two new board members and four are re-elected.  She likes to see new people on the Board. She met with Bob Rausch who is the facilitator for the CSDA Board outing.  Rausch spoke to each CSDA Board Member to help set guidelines for their planning session for CSDA.

Sterrett mentioned she enjoyed the keynote speaker and said he got you thinking out of the box.  She attended the Super Session on Watersheds.  She was impressed and said the presentation was good.  She also attended the session on generations.  She said it was a great session and learned a lot about inter-generational differences and how they can all work together. 

Report On Contra Costa Special Districts Association Quarterly Meeting

Board Chair Sterrett and General Manager Bob Berggren attended the Contra Costa Special District Association Quarterly Meeting.  Sterrett said the speaker was San Ramon Fire Chief Greg Bowen.  She said he discussed the East Bay Regional Communication System, which had a recent article in the paper about how the system is incompatible.  Sterrett announced that Ro Aguilar will be retiring in December and she received the Legislative of the Year Award at the CSDA Conference.  She said it was a well-attended meeting. 

Board Announcements And Requests To Staff

Board Member Donaghu said the Chamber of Commerce had their fall planning session, but he was not invited or neither was Michael Harris. 

Board Member Mitchoff apologized for being ill and not being able to make it to the Art, Jazz and Wine Festival to work the District booth.  She thanked the General Manager for the contract samples and mentioned she noticed that some have expired.  He said for the Network Administrator is a year-to-year contract and for our legal counsel the agreement is currently being worked on for renewal.

Board Chair Sterrett thanked General Manager Bob Berggren and Recreation Supervisor Dave Peters in regards to a resident concerned about an unwanted person on our fields.  She wanted to recognize the efforts of staff to resolve the situation.  The resident sent an email that they were pleased with the outcome.  Sterrett remarked that the Haunted House this year was exceptional and she expressed her appreciation. 

Sterrett read the General Manager’s report and had a question in regards to the Morale Committee topic of possibility of payroll change.  The General Manager stated that the new accounting software Springbrook and the Accounting Supervisor Mark Blair had a question on how we currently run payroll.  The General Manager said it was a discussion item and gave a brief history of how payroll works currently.  He commented that in order to complete payroll on time, we need to close a few days before the employee has completed their scheduled work time, so sometimes the Accounting Assistant has to go back and make corrections if need be.  He said that this is for full time employees and some part time year round employees only.  He commented that the District has been conducting payroll this way for years, but right now there are some discussions on changing the date of when the employee gets paid.  Sterrett stated that the Morale Committee will further discuss this issue, but she wanted some background as to the reason for this topic.

Board Chair Sterrett thanked the General Manager for a quick response on their request on cash handling procedures.  She received an extensive training/procedure manual from the Aquatics Department and asked if each department has a manual like it.  The General Manager stated that not all departments have one.

Staff Announcements

The General Manager made the following announcements:

• There needs to be a Program Committee meeting set with Chair Mitchoff and Member Hurd on the Program Committee.  Mitchoff and Hurd agreed on Wednesday, October 31 at 3:00 p.m. at the District Office Conference Room.  Hurd works on that day and may be at the meeting until 3:30 p.m.
• He reminded the Board of the Board Tour date of Monday, November 5 at 9:00 a.m. with a box lunch to follow.  He reminded the Board to where comfortable shoes.  He said that City Manager June Catalano and Public Information Officer Martin Nelis, also our legal counsel Marty Snyder and Mark Cornelius would be in attendance.
• Valhalla Elementary had their 4th Annual Community Fair on September 24 and sent a thank you letter the District for having Tom Ruegg and the District tractor out for display for the children.  They enjoyed it very much.
• Mt. Diablo Unified School District had a fibar case and CPRS and CAPRI will be writing a letter of support of appeal. 

Adjournment

Board Chair Sterrett adjourned the meeting at 8:10 p.m.