The February 28, 2008 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Dennis Donaghu at 7:00 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Carole Lucido with Lucido Marketing and Graphics led the Pledge of Allegiance.

Roll Call

Board Present: Donaghu, Hurd, Shepard, Sterrett

Board Absent: Mitchoff

Ex-Officio Present: Bryan

Ex-Oficio Absent: McBee

Public Comment

There was no public comment.

Ex-Officio Member Report

Ex-Officio Member Tom Bryan reported the College Park High School will have their “Springtime in Paris” Sadie Hawkins Dance on March 14.  He said they are preparing for it and there is an Eiffel Tower that was built and there will be crepes made.

Bryan mentioned the “Every Fifteen Minutes” re-enactment of a drunk driving accident event will be at College Park High School and take place sometime in mid-March. 

Report from Friends of the Library

Board Chair Donaghu reported the Friends of the Library could not attend the meeting tonight and they will reschedule for another Board Meeting date.

Report From Guild Of Quilters

Representative Joan Beall, President of the Guild of Quilters, reported there are 231 members and their budget is in line. Beall mentioned there are guest speakers that now teach some classes to members.  She had some quilts for display to show their work.  She said some members also teach classes on special techniques.  She said some members make quilts for shelters, children’s hospital and other outreach groups.  She said they make pillowcases and also donate pillows with handmade pillowcases as well.  Beall said at the Winslow Center there was one of their functions that was double booked, but other than that, everything has been rolling right along.

Board Chair Donaghu thanked Beall for her report and the presenting the beautiful quilts.

Consent Calendar (ACTION)

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

• a) To Approve Bills to be paid, Warrants #10226 - #10283 in the amount of $263,089.70 dated February 28, 2008.
• b) To Approve Minutes of February 14, 2008

Policy Handbook

a. To Consider District Fraud Policy (Section 3015) (First Reading)

Accounting Supervisor Mark Blair stated the first reading is a copy of a fraud policy recommendation from the auditors.  He mentioned that the General Manager sent a copy to our legal counsel and there are some changes that will be made.   Board Chair Donaghu pointed out a correction on 3015.30, altercation should be alteration.  Blair said this would be taken into consideration for the second reading.  Board Member Hurd said the policy is thorough.  Board Chair Donaghu agreed that the policy is clear and concise.

To Consider Tractor For Park Maintenance (ACTION)

Park Superintendent Lynn Spatz discussed the need for a tractor for park maintenance.  She reviewed the brochure in the board packet.  She explained the current tractor the District has is a tractor loader and it has been adapted to use in areas where there is a need for four-wheel drive, mainly in the assessment district areas and open space.  She stated the District needs one that is a low profile tractor with four-wheel drive.  Spatz pointed out the recommended tractor to purchase for the District is a low profile, four wheel drive, tractor loader and backhoe. 

Spatz remarked after disking so many times there is slough off where the soil shifts downhill and with this, the tractor will reclaim more mowing instead of disking too many times, year after year.  She stated there are more uses with this tractor and it will allow the department to be more efficient.  Spatz mentioned the Park Maintenance department has less staff than in past history and the tractor will allow projects and work to be completed more quickly.  She said with the current tractor there will be no use for it and the dealer will take it on consignment and for used tractors, they are going for $4,000 – 7,000, which will offset the cost of the new tractor. 

Board Member Sterrett questioned the history of having less staff in Park Maintenance.  Spatz mentioned in the past, like in 1990 there were 12 staff members and now there are only 8 with more responsibility.  Sterrett asked if there will be changes to increase more staff.  Spatz stated with the budget the way it is now, this will not occur in the near future, but it would be a wish.  Sterrett wants to remember this conversation for the future.

Upon motion of Hurd/Sterrett, the Board approved the purchase of a John Deere tractor for $40,000 with a down payment of $32,000 and financing $8,000, which some of the balance due will be discounted the amount of the old tractor selling.

Local Agency Formation Commission (LAFCO)

1. To Consider Representative for the Independent Special District Selection Committee (ACTION)

Board Chair Donaghu stated he would be the representative if the Board allows.  The Board agreed. 

Upon motion of Hurd/Shepard, the Board approved to have Chair Dennis Donaghu as the representative for the Independent Special District Selection Committee and Member Sherry Sterrett as the alternate.

1. To Consider Candidate for the LAFCO position (ACTION)

The Board agreed there was no candidate to recommend for the LAFCO position and they will wait for direction from LAFCO.  No action was taken.

To Set A Date For Personnel Committee Meeting

Sterrett said that she is available for the 18th or 19th, but not on Tuesday night.  Park Superintendent Lynn Spatz said the General Manager would check with Board Member Mitchoff to see what day works best.

To Set A Date For Program Committee Meeting

Board Chair Donaghu stated Program Supervisor Dodie Jones would like to have the program committee meeting on March 4.  Donaghu is available all day.  Sterrett commented the same.  The General Manager will verify the time with Dodie Jones and Sterrett and Donaghu will be informed.

Board Announcements And Requests To Staff

Board Chair Donaghu said there will be two Chamber hosted events; Dine by the Lake will be at City Hall sometime in the Spring and will be semi-formal event, the second event will be Art on Oak Park, which will be a mini Art, Jazz and Wine Festival without the jazz and the wine.  It will be at the small shopping center where the old Back Forty used to be.  He said if the art festival is successful, Antioch is also looking at a similar event.

Board Member Sterrett mentioned there was an email from PHBA to participate in their parade for the 50th Anniversary Opening Day Parade on Saturday, March 15.  Board Member Hurd may be able to attend.  He will check with the General Manager.

Staff Announcements

Park Superintendent Lynn Spatz made the following announcements:

• Executive Secretary Susie Kubota’s father passed away on Tuesday evening.  There is a card being passed around to sign.
• They are painting some curbs in the Community Center parking lot red to keep it safe and keep traffic flowing better.
• Donaghu said to observe the “Every Fifteen Minutes” program at College Park High School.  It is an eye-opening event for the children and adults.
• Sterrett recommends attending the OnStage production comedy starting March 8 and running for three weekends.

Adjournment

Board Chair Donaghu adjourned the meeting at 8:00 p.m