The November 1, 2007 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Sherry Sterrett at 7:05 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Recreation Coordinator Katrina Hunn led the Pledge of Allegiance.

Roll Call

Board Present: Donaghu, Hurd, Mitchoff, Shepard, Sterrett

Board Absent:

Presentation of Signed Copy of Spare Time Spotlight to Megan Ostrowski, Megan Huth and Brandon Corbett

Faye Donaghu introduced the children on the Fall/Winter 2007 Spare Time Spotlight, Megan Ostrowski, Megan Huth and Brandon Corbett and also introduced their family members present.  The children signed the spotlight with the assistance of their parents and grandparents, which will be added to the “Wall of Fame” at the District Office.  Donaghu presented each family with a framed copy of the Spotlight cover.

Ex-Officio Member Report

Ex-Officio Member Tom Bryan reported that the leadership class at College Park High School would be taking a team building field trip to Deer Valley Ranch on November 13th.  The class will be participating in trust and confidence building activities and then climbing a ropes course together.  The ASB will be providing funding for half of the expenses for the trip.

The Teen Council members will be servers for the Pleasant Hill Community Service Awards Night.  On November 9th, the Teen Council is sponsoring a “Night of Neon” dance for the teens in the community, which will be held at the Community Center.  Ex-Officio Member Kelly McBee mentioned the Teen Council would also be selling pizza at the Holiday Festival.  She said the Haunted House was successful and profits and expenses will be determined at the next Teen Council meeting.

Public Comment

Jim Utz, Pleasant Hill Community Foundation Member, expressed his appreciation for the Community Service Award honoring him for his efforts in raising funds for the Sprayground project.  He explained that it was not his sole efforts, but many people were involved in the project such as the Pleasant Hill Community Foundation, Park Superintendent Lynn Spatz, Aquatics Supervisor Korey Riley, Pool Operations Supervisor, the Sprayground Committee and everyone else assisting in this project.  Board Chair Sterrett explained that he is one of the key members that the District wanted to recognize for all his efforts.

Consent Calendar (ACTION)

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

• a. To Approve Bills to be paid, Warrants #79031- #79086 in the amount of $231,009.21 dated November 1, 2007.

• b. To Approve Resolution 2007-11-01A, Honoring Jim Utz and Pleasant Hill Community Foundation.
• c. To Approve Resolution 2007-11-01B, Honoring Dan Fitzgerald, Denise Koroslev and Mark Celio for Board Appreciation Award

Report From East Bay Artists Guild

Representative President George Rammel introduced Vice President Stephanie Riechmann.  He thanked the Board and District for their support and the East Bay Artists Guild due to the support from the District has accomplished many things.  He gave an overview of the Artists Guild and stated that past Pleasant Hill Recreation & Park District employee Juli Gianti planted the seed to start the group in 2005 and in July 2006 the EBAG became a non-profit group.  Rammel commented much of their efforts, other than creating by-laws and guidelines, were spent on creating their goals, vision, mission and values.  He said it is their mission to create, foster and sustain an appreciation of art within the community; to provide a venue for the display of art by member and guest artists; and to sponsor educational programs and exhibitions to increase the knowledge and skill of its members and the general public, to the end that a better community will result.

Rammel stated there are over 70 members currently, which they generate a monthly newsletter and have a website.  He said they have outgrown the meeting space they have been using and will move over to the Winslow Center in Room 1 & 2.  He mentioned the Artists Guild has a display in Downtown Pleasant Hill and will have an exhibition show at Diablo Valley College.  He said they also have a pending application at the San Ramon Civic Center to display art.  Rammel commented they just completed a project in Pleasant Hill called Art on the Plaza where they received donations and enthusiasm from young children.  Rammel stated they receive most of their funds from dues and some fundraising. 

Board Chair Sterrett expressed how impressive the accomplishments are of the Guild has been for the past year.  She congratulated them on their first year and wished the Guild continued success.

Vice President Stephanie Riechmann stated they are trying to help beginning artists and they do embrace everyone.  She said the one difference with the Artists Guild is that their artwork is 3-dimensional with sculptures, jewelry, quilters and more.

Presentation On The Financial Modeling Study By NBS

Pablo Perez of NBS was present to give a report on the financial modeling study that was conducted by NBS.  He explained the financial modeling study was conducted to determine what type of funding would be best to fund some of the Master Plan projects.  He stated that different funding have different impacts.  He said they conduct research to see if the community would have a burden for certain improvements and projects.  Perez referred to the Table I (A), which reviewed some of the improvements on the District wish list totaling approximately $12,250,000 with $750,000 of that annual maintenance of improvements.  He stated there are over 13,000 parcels within the District boundary and 12,195 or 91% are single-family homes.    He explained some of the financing types such as the General Obligation Bond (GO Bond), Community Facilities District (Mello-Roos), 1913/1915 Act or 1972/1915 Assessment District or 1972 Act Maintenance District.  Perez discussed further the recommendations of which financing would be best for the District. 

Board Chair Sterrett stated that for the Mello Roos, you need a good marketing position.  She asked how long is the funding for.  Perez stated you choose an amount of years, but the funding is forever for the maintenance, but he commented that it is a two-thirds approval vote, which may be difficult.  Perez said for the Assessment District only the property owners are sent the ballots and only the ones returned are the ones counted.

Perez reviewed the Equivalent Dwelling Unit (EDU), Table IV.  Board Member Mitchoff asked if the single family residential CFD EDU count is 12,105 and the AD EDU count is only 10,086, where is the total of 12,105.  He explained that if you have an assessment district (AD) you have to prove benefits to the property owners in the areas not close to the improvements and the special benefits to the other owners.  He also said that there is also a two-thirds approval rate.  He said that it may be proved beneficial to all due to the community having accessibility to areas and are within five to seven minutes from facilities.

Perez also reviewed the comparison of single-family residential rates and the financial property tax bill.  Some further discussion followed.  He said that it is important to know that we have a large number in the lower brackets, so the District will need to be aware of this.  He stated the recommendation that NBS makes for the District is to use; the 1915 Bond Act for improvements and for the maintenance; 1972 Act Assessment District with a cost of living increase at 2% per year.  Perez pointed out that if the community feels that the facilities and improvements are perceived as facilities that will provide value, they would support it.  He commented that people are willing to pay if the value is worth it.  He said the District needs to have a good idea of what the costs are and what increments you want before you go out for funding.  Board Member Mitchoff asked about a scenario, “If the estimated cost for a new Senior Center is at $6 million and the bid comes in at $5 million, what happens to the $1 million which was over-estimated?”  Perez stated that it goes back to the property owners.  He said the estimate of what property owners would pay would be about $200.

He stated the next step would be surveying of the community, which would estimate at a cost of $75,000 - $150,000 with the engineer diagramming of each parcel.  He said the Tramutola would be able to assist on surveying.  He said it is much cheaper to survey than spending $100,000 in marketing/sales due to all the services.  Board Chair Sterrett felt that it might be difficult to sell to the community for $200.  She asked on how would the District be able to sell this.  She suggested eliminating the current Landscape & Lighting assessment of $47 and just having the $200 of the new assessment.  Other Board Members disagreed with Sterrett and did not want to mess with the guaranteed amount the District already has.  Board Member Mitchoff stated that if the project/improvement list is going to reduce than the amount will reduce and it may not be $200.  Some further discussion followed.  There will be a Board Study Session scheduled for January and more accurate projects and numbers will be considered.  Pablo Perez said if the District goes pass July, it would be past the time to go to ballot.  Board Chair Sterrett thanked Pablo Perez for his presentation and time. 

To Consider Engagement With R.J. Ricciardi, Inc. For Auditing Services For Fiscal Year 2006 – 07 (ACTION)

The General Manager said the District is a little behind, but will be caught up with this next audit.  He said the cost for the audit for the District and the Senior Center is $16,500.  Board Chair Sterrett asked how many years have R.J. Ricciardi, Inc. been conducting our audits.  The General Manager stated 8 years, but did state they had conducted the Districts audit and had an agreement for five years, and then the Board extended their contract for two years.  He said C.G. Uhlenberg, LLP conducted our audit for the last three years.  The General Manager felt it would be the best to continue with R.J. Ricciardi, Inc. for the 2006 – 07 fiscal year and go out to bid for the next audit after that.

Report From Program Committee

• a. Winter/Spring Programs
• b. Spotlight Cover

Board Member Mitchoff reported on the program committee meeting for the Winter/Spring Spare Time Spotlight.  She reviewed some new programs.  She commented staff has worked very hard.  She said the Holiday Festival this year will be on Wednesday, December 5, 2007.  She also mentioned there will be one concert this season.  Board Member Hurd commented there a lot of changes and new classes and staff is doing a great job.  Mitchoff revealed the Spotlight Cover and the Board was pleased.  The back cover of the Spotlight’s emphasis will be on the need for a new Senior Center.

To Consider Additions And Revision To The Policy Manual (Second Reading/Action)

• a. Remuneration and Expenditure Reimbursement Policy- Section 4025
• b. Training, Education and Conferences – Section 4090
• c. Ethics Training – Section 4095

The General Manager reviewed the changes and additions to the policy manual, which are regulations for elected officials.  Board Member Donaghu pointed out with policy 4090.33.1 it should be indicating instead of indication.  The correction will be made.  Board Chair Sterrett requested to have a revision or adoption date on the bottom of the page of the new or revised policy.  The Board agreed on the suggestion.

Upon motion of Shepard/Mitchoff, the Board approved the additions and revisions to the Policy Manual listed above.

To Set a Date for Program Committee Meeting

The General Manager said the program committee needs to meet to review District facility rental fees and fees for clubs and organizations with Chair Mitchoff and Member Hurd.  They decided on Thursday, November 15 at 6:15 p.m.

Board Announcements And Requests To Staff

Board Member Donaghu will be attending the District Holiday Party at the Sports Basement. 

Board Member Mitchoff thanked the staff for all their efforts in the Sprayground Open House.

Board Chair Sterrett received the Annual California Parks and Recreation Society Convention announcement postcard.  She attended the Amistad – Hispanic group Open House at the Little House.  Sterrett commented there were nice people, good fun, good support and the food was great.  She reminded everyone of the Board Tour at 9:00 a.m. on Monday, November 5th starting at the District Office.

Staff Announcements

The General Manager made the following announcements:

• The County Health Department signed off on the inspection and approved the Sprayground project.
• There was a notice received in regards to the planning for the development at the old Oak Park Elementary site, which the County sold the land.  The meeting will be held on November 8, 2007.  The letter was copied to the Board.
• Thanked Katrina Hunn for planning the District Holiday Party at the Sports Basement.  The employees will be able to shop towards the end of the party and receive a 20% discount on any purchases.
• He reminded the Board that Tina Young will be facilitating the November 15, 2007 Board Meeting.  He will be at the Annual CAPRI/PARDEC Conference.

Adjournment

Board Chair Sterrett adjourned the meeting at 9:39 p.m.