The February 14, 2008 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Dennis Donaghu at 7:03 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Accounting Supervisor Mark Blair led the Pledge of Allegiance.

Roll Call

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

Ex-Officio Present: Bryan , McBee

Public Comment

There was no public comment.

Ex-Officio Member Report

Ex-Officio Member Kelly McBee reported the College Park High School junior class raised over $250 in a Chevy’s fundraiser on February 6.  She said there was a fundraiser held at school where they sold teddy bears for $3 and had them delivered to students for Valentine’s Day.  The money raised went to STAND.  McBee mentioned the school will have their first dance on March 14.  Other than the annual Homecoming Dance, they have not had one for six years.  It will be a Sadie Hawkins Dance with a “Springtime in Paris” theme.  McBee stated that the second College Park TV airing was on Monday, February 11 on Channel 26 at 9:00 p.m.

Ex-Officio Member McBee said the Pleasant Hill Teen Council has the Semi-Formal Black and White Ball scheduled for April 25, 2008 at the Pleasant Hill Community Center at 7:00 p.m. and the tickets will be sold in advanced for $10.

Presentation To Board Member Karen Mitchoff For 5 Years Of Service

Presentation by East Bay Regional Park District Board Member Beverly Lane Regarding Proposed Extension Of Measure AA

Board Chair Donaghu introduced East Bay Regional Park District (EBRPD) Board Member Beverly Lane.  Lane announced the 20th Anniversary Measure AA Bond, which was a $225 million bond approved by two-thirds of voters in both Alameda and Contra Costa Counties in 1988.  She said EBRPD is going to put an extension plan to Measure AA on the November 2008 ballot.  She passed out some information packets that showed the background of the bond measure and plans for the 2008 extension including where the funds would go for the Local Grant program.  Lane commented surveys have been conducted and there is high public support for the extension of Measure AA.  She said the difference with the extension is that it would be for 30 years and for $500 million and the extension would not raise the existing tax rate for property owners.  She said they will go out to poll in two weeks and will take the California population finance figures.  Pleasant Hill Recreation & Park District will receive approximately $1,734,978 from the grant.  EBRPD Board Member Beverly Lane reviewed some of the past City, County and local agency projects.

Board Member Sterrett asked if Lane knew of other Districts that may be looking into measures to be placed on the ballot.  Lane remarked she is aware of one Oakland Zoo may do and Pleasant Hill Recreation & Park District, but she cannot think of others she is aware of.  She mentioned as facilities age and we age, our needs are different.  Lane stated EBRPD would like to have Pleasant Hill Recreation & Park District’s endorsement and they will notify us after poll results.  She explained the final draft plans explains their spending plans and some of the funds will be for Briones Regional Park, Concord Naval Weapons Station, Castle Rock and much more.  Board Chair Donaghu thanked Beverly Lane for her presentation.

Consent Calendar (ACTION)

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

1. a) To Approve Bills to be paid, Warrants #10150 - #10225 in the amount of $189,553.66 dated February 14, 2008.
2. B) To Approve Minutes of January 10 and January 24, 2008

To Consider Contract With Sidewalk Strategies (Tramutola LLC) For Feasibility And Planning/Public Information Services (ACTION)

The General Manager reviewed some changes on the agreement that were made by legal counsel Mark Cornelius.  He recommends approval of Phase I for feasibility assessment for $15,000.  Board Chair Donaghu had a question under the terms and conditions on consultant’s expenses and wanted to make sure this is on top of the fee of $15,000.  The General Manager reiterated what was stated in the agreement that Sidewalk Strategies need to have prior approval from the District and the expenses need to be supported by receipts or other reasonable proof of expenses.

To Consider Selection Of Administrator, Trustee, And Legal Services For California Recreation District Employee Benefits (ACTION)

The General Manager recommended the selection of the administrator, trustee and legal services, which is outlined by Dave McMurchie with McMurchie Law.  He commented that all Districts involved would be signing off on this agreement.  Board Chair Donaghu asked if all Districts have signed off on this agreement.  He said there are just a couple of Districts that have not signed off and the ones that do not agree, may possibly loose their share.

Review December 31, 2007 Quarterly Report

The General Manager reviewed several accounts on the quarterly report.  He said most of the District programs have increased in revenue.  He expressed a concern on the adult activities, which are at $153,000 in revenue compared to $188,000 from last year.  He commented with the new accounting software you can now look up accounts and it is in real time.

Accounting Supervisor Mark Blair reviewed the new layout of the quarterly report.  The General Manager stated the professional services account is over in all departments, but will be adjusted in the next report.  Board Member Shepard wanted to know if the surcharge for Active.net is working.  The Accounting Supervisor Mark Blair said he would do a comparison. 

The General Manager commented that he is happy to see the revenue for senior classes is up from last year.  Board Member Sterrett asked about the repairs/supplies in the senior account.  The General Manager stated it is an account that is paid back by the Senior Club twice a year.  He said it was just paid today.

Under Athletics/Teens, the General Manager said he was pleased with the increase in revenue.  He said the “drop-in” sports programs have improved and he “tips his hat” to Mark Blair for tightening down on procedures.  The General Manager also mentioned that the Recreation Coordinator was under the wrong account under salary of adult sports, but it will be adjusted.  With preschool and youth programs, the General Manager remarked the revenue is up $30,000 from last year.  There was some further discussion and review.  Board Member Sterrett requested to have a separate report on the Country Crafts Faire.  She wanted to know how the District did.

1. a) Review District Investments

The District is doing well with Local Agency Investment Funds (LAIF) with $1,663,000 and some of the funds designated to the Senior Club of $132,000.  Accounting Supervisor Mark Blair stated the column that says payroll is the proceeds from California Recreation District Employee Benefits (CRDEB) that is owed to the group.  He suggested to keep the District funds invested in LAIF.

1. b) Review Public Agency Retirement Services (PARS)

Accounting Supervisor Mark Blair reviewed the PARS report where it is at a 5% return for the year and commented he is monitoring the performance of the plan.  He noted that the last report was from November 1, 2007.

Review Summary Of 2007 Accomplishments And 2008 Goals From The January 29, 2008 Board Study Session

The General Manager reviewed the 2007 accomplishments and 2008 goals for the District.  Board Member Mitchoff had a question on #6 to develop a plan to review and implement comparable salary increases for staff.  She thought there had been a plan in the past, or is it just a plan to complete one in the future?  The General Manager stated the District is supposed to do a comparable study every other year and the District has completed them, but has not implemented the plan.  He explained he would like to develop a plan to try and keep up with the salaries.  Mitchoff said she would like to look at future hires sharing cost of the medical premiums.  She explained that she has been resistant to it due to knowing other special districts do not do that.  She requested a study to be completed in regards to cost sharing of medical expenses.  Mitchoff mentioned an article in the paper recently stated the County Administrator is looking to have employees pay more than they currently pay for health premiums.  She believes this is the way that government is heading and the District needs to be cognitive of this issue and at least review and study the concept along with retirement plans.  Board Chair Donaghu remarked that private industries have already gone there and feels that government agencies will soon follow. 

Board Member Sterrett asked if the item of payment of wages under the employee handbook that had a first reading on November 15, 2007, which was pulled from the agenda will be put back on to a future agenda.  The General Manager stated there has not been any further discussion on the item with staff.  Sterrett expressed she was happy to see the ideas that were discussed with the Board of Directors were added on in regards to accomplishments and goals.  Board Chair Donaghu mentioned the accomplishments and goals of the District were shared with the public at the Mayor’s Breakfast and hopes it will not be the last.

Report On Contra Costa Special District Association (CCSDA) Quarterly Meeting

Board Member Sterrett and the General Manager attended the CCSDA quarterly meeting on Monday, January 21.  Sterrett stated it was an informative meeting and the speaker was Julee Malinowski-Ball from the Public Policy Advocates and is the lobbyist with Ralph Hein.  She said Malinowski-Ball spoke about the State deficit and how they have failed on the health care issue and the water bond and are feeling the regret on those issues.  She said the speaker reminded the fiscal emergency bill passed on January 10, which means the State has 45 days to fix the budget and if they fail to do so all work will stop and only the budget committee work is allowed to go on.  Sterrett stated the speaker came up with the top 10 loophole closure list where they discussed ways on how they can make money if they had to act on it.  Sterrett discussed some of the loophole closures.  Sterrett further discussed some of the issues the speaker Malinowski-Ball brought up. 

Sterrett reported her concern that Prop 1A still might happen, that the gaming polls are doing well, and there was an update on the Regional Communications Emergency System.  She said East Bay Regional Park District would represent special districts on the system update committee.  Sterrett mentioned LAFCO is updating their member directory.  She said LAFCO is offering LAFCO 101 classes.

Board Announcements And Requests To Staff

Board Member Mitchoff thanked everyone for the card.  She is recovering well from her surgery.

Board Member Sterrett stated the District Community Center tour was extremely helpful.  She said if the General Manager has given thought to repair of the Community Center as another great project to go with the new Senior Center.  She had inquiries from people who attended the Lions crab feed and from other community members who attended functions at the Community Center if there could be a later time of closing for functions at the Community Center, which she knows is currently at 11:00 p.m.  She requested to have a close time of 11:30 p.m. The General Manager will discuss this with Recreation Supervisor Tina Young.

Board Chair Donaghu asked about the issues with the Paso Nogal off leash dog area.  Park Superintendent Lynn Spatz received a call and will meet with the homeowners association and discuss the issues with the park.  She said it was concerning the environmental impacts.  The General Manager mentioned he included, in the Board’s mail, an article from National Recreation and Park Association (NRPA) in regards to dog parks.

Donaghu received a letter from the Friends of Rodgers Ranch in regards to a reduced rate for their room rental at the Community Center for their annual fundraiser.  He said several members of the F.O.R.R. Board have approached him on this issue and said they have expressed to him that they maintain and raise funds for Rodgers Ranch, which is District owned.  He said they should receive a better discount in the end.  The General Manager commented they are receiving a discounted rate already, but will follow up with a response.

Board Member Sterrett stated that for conferences, she would like to have two board members attend.  If there are more than two interested in attending, then she will consider not attending the conference to give others the opportunity. 

Staff Announcements

The General Manager made the following announcements:

• The District will not manage the Country Crafts Faire next year due to the time of the year and other events occurring around the same time.  Another vendor will still run the event.
• He met with Grand Jury today in regards to CRDEB and maybe by June they will have a final outcome.
• The District Wide Staff Meeting was on Wednesday, February 13, 2008 and Mike Marciano with OES covered Emergency Strategy Planning training.  He passed out some information from the training.
• The District has an intern from San Francisco State University, Jenny Waters, who started this week and will be under Katrina Hunn working with Teens, Special Events and also preschool.
• He attended the AAUW 50th Anniversary Event on Saturday and presented them with a resolution from the District.
• California Association of Recreation & Park Districts (CARPD) nominations are picking candidates for president elect, chief financial officer, board members, member at large and administrative representative, where the conference will be April 17 – 19, 2008 in Monterey.  He said to let him know if any Board Members want to attend.  Board Member Sterrett would like to attend the conference.
• Park Superintendent Lynn Spatz will be facilitating the February 28, 2008 Board Meeting due to him attending the CPRS Annual Conference in Long Beach.

Adjournment

Board Chair Donaghu adjourned the meeting at 9:25 p.m.