The April 10, 2008 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Chair Dennis Donaghu at 7:07 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Pleasant Hill Historical Society Representative Ted Winslow led the Pledge of Allegiance.

Roll Call

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

Board Absent: None

Ex-Officio Present: Bryan

Ex-Officio Absent: McBee

Public Comment

There was no public comment.

Ex-Officio Member Report

Tom Bryan reported the College Park High School Junior Prom is on Saturday. He said College Park TV was on Channel 26 on Monday and said it was good. Bryan said the Teen Council had a benefit concert to assist in the teen summer garage band concert events and raised over $7,000 from the event. Bryan reminded that the Black and White Semi Formal Dance will be on April 25 and on May 30, there will be a Moonlight Movie event at City Hall showing the movie “Transformers”.

Introduction of San Francisco State University Recreation Intern, Jenny Waters

Recreation Coordinator Katrina Hunn introduced San Francisco State University Recreation Intern Jenny Waters.  Hunn mentioned that Waters has her Bachelors of Arts in Liberal Studies and a minor in Recreation & Leisure Studies.  She said Waters is doing her internship and has been working 20 hours a week with the District in assisting her with the teen programs, special events and also working with Recreation Supervisor Tina Young with the preschool programs.  Hunn said Waters will complete her internship on May 9 and she has been hired for the summer.  She said Waters worked with the City of Brisbane in recreation for eight years and is also a “nanny” part time.  Board Chair Donaghu welcomed Waters to the District. 

Report From Pleasant Hill Baseball Association

New PHBA President Mark Rolandelli reported there are about 1,200 kids registered this year and are still having some late sign ups.  He said they moved up the age group to 16 for the girls.  He said the re-route for the parade this year for their 50th Anniversary Opening Day on March 15 was a great success.  He commented that it was more of a community type of feeling parading in the residential area streets instead of on Gregory Lane.  It probably had less stress and impact on the community as well since Gregory Lane is a main road.  They had over $7,300 in shirt sales, which is more than triple the amount from last year.  There were games on the Opening Day.  He mentioned in the Pleasant Oaks Park Master Plan it is scheduled to grate and level the upper fields, but he stated the fields work great for PHBA.  He would like the trees to stay and did recommend adding more handicap access and installing a path to the fields.  He mentioned there are grandparents and some people in wheelchairs that want to enjoy the games and have a difficult time getting to the fields.  Rolandelli sometimes takes the spectators on their equipment cart up to the stands.  He said he could assist in installing a path. 

Rolandelli suggested putting in more picnic tables and possibly having another rental area.  He said there are so many possibilities for Pleasant Oaks Park.  He said the park looks great and you can tell Park Maintenance Staff Pat Keating is working hard.

Rolandelli said the fields were dry and he knows the project with the School District and Contra Costa Water District is still in the works and eventually the fields will be back to normal.  PHBA did repair a couple of the backstops that needed it.  He expressed his satisfaction in working with Park Superintendent Lynn Spatz.  He said she does a great job, communicates well, is straightforward and is “a blessing in disguise”. 

Board Chair Donaghu said he commends the committee who organized the parade.  He felt it was much better than the original route and said it ran smoothly.  It was well organized and did have a more intimate and community feel to it.  Rolandelli said PHBA is working to get on-line registration for the future to make it easier for people to register.

Board Chair Donaghu asked if it is difficult to get sponsors for the teams since the economy is hurting.  Rolandelli said they have returning sponsors and even had five extra sponsors this year, so he said much of the community is supportive of PHBA and are aware of the organization.  He announced the Boys Tournament this year will be the third weekend in June 21 and the Girls Tournament will be on July 19.  He thanked the District for their support.

Report from the Pleasant Hill Historical Society

Representative Ted Winslow handed out the financial report for the Pleasant Hill Historical Society and reviewed the profits and losses.  He also handed out the membership list.  He said the membership intake is under $500 and there are quite a bit of life members, who still make donations and contributions.  He stated the Society donates $600 to help pay for the School House every year.  He mentioned their income is mostly from investments to cover costs.  Board Member Mitchoff thanked him for taking the time to review their budget.  Board Chair Donaghu asked about item 560, grants.  Winslow said it was part of a grant from the District and City from two to three years ago.  Board Chair Donaghu asked about the Item 560 on the expense side.  Winslow stated it was a grant that the Historical Society donated to the Friends of Rodgers Ranch in the amount of $1,200. 

Board Member Karen Mitchoff asked Winslow how to get a membership form.  He said it is $25 per family or $15 for an individual.  He will get a membership form to her.  He said the current membership list are members that have paid in the past two years.  There are 40 members and about half of them are life members.  He said they are a Board of older people and they are not active in promoting and doing other responsibilities.  He has a concern that they are caretakers only and remarked they need to promote the organization.

Consent Calendar (ACTION)

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

1. To Approve Bills to be paid, Warrants #10420 - #10490 in the amount of $253,661.74 dated April 10, 2008.
2. To Approve Minutes of March 27, 2008
3. To Approve Resolution 2008-04-10, Honoring Margo Spaulding

Report On Annual Eggciting Egg Hunt And Cover 2 Cover Benefit Concert

Recreation Coordinator Katrina Hunn reported there were 560 participants in the Eggciting Egg Hunt on March 22, which was a great success.  This is an annual event co-sponsored by the Lions Club.  She had to split up the 0 – 3 age group into two different hunt times and said for next year they will continue to have two times for that age group, but they will allow participants to sign up for a certain time.  She said it would be the 53rd annual next year.   Hunn commented many of the performers such as Dana Smith and his performing dog and Suzy Q the clown will be back next year.  She said the Senior Club did face painting to raise money for their building fund for a new Senior Center and raised close to $400. 

Board Member Sterrett said it was one of the better egg hunts.  She thanked Katrina Hunn and Intern Jenny Waters for their leadership and work on a successful event.  Sterrett said there is a goodie bag handed out to each child participant.  Hunn said the train was a highlight of the event.  The train has a new tractor engine to pull the train and they will be looking into building a frame/structure over or around the tractor so it looks more like a train.  She remarked the new tractor was purchased from a Pleasant Hill Community Foundation grant.  She said the train will be at the Taste of Pleasant Hill fundraising event and commented that the children look forward to the train and love it.  Hunn said the children will stand in line all day to ride the train.

Hunn reported on the success of the Cover 2 Cover benefit concert on March 28.  She said it was a fun event for the community and the band was great.  Sheila and Paul Cotruvo met her at the Art, Jazz and Wine Festival and expressed how they thought the District is doing a great job with the events for youth in the community and they would be interested in doing fundraising for the garage band concerts.  Hunn said Paul Cotruvo is in the Cover 2 Cover band.  They sold 274 tickets, had great prizes donated for the auction, food was donated, and everyone expressed how much fun they had and hope the committee has a fundraiser like this again.  They will make this an annual event to help raise funds for the concert events for the youth. 

Hunn mentioned there was a wide range in age that attended the event.   She announced the fundraising event raised over $7,000 in which they will be able to give the bands performing, $100 stipends and will be able to cover the other costs involved.  Board Member Sterrett commented there was a nice touch and elegance to the event.  She said the food was being served on trays with people walking around offering appetizers and everyone seem to be enjoying themselves with dancing, music and food.  Hunn said Police Chief Pete Dunbar assisted in the event and it was safe and a great event for the 21 and older crowd.  She commented the community came together for this event.  Board Chair Donaghu requested to send a thank you letter to Sheila Cotruvo.  He mentioned it was Sheila Cotruvo’s idea to have this fundraiser benefit concert. 

To Consider Nominations For The Soroptimist Youth Recognition Awards Night

The General Manager recommended nominating Ex-Officio Members Tom Bryan and Kelly McBee and teen volunteer and technical support for S.T.A.G.E. Troupe Jaime McKeegan.  Board Member Sterrett requested to have information on each teen.  She noticed there was no resolution for them included in the Board packet.  Executive Secretary Susie Kubota commented that a Certificate of Appreciation would be completed and presented to each nominee instead of a resolution.  She will email information on each nominee to the Board.

Upon motion Hurd/Mitchoff, the Board approved the nominees of Tom Bryan, Kelly McBee and Jaime McKeegan for the Soroptimist Youth Recognition Award.  Board Chair Donaghu will be attending and presenting the certificates.

To Consider Installation Of Access Points At Pleasant Hill Park And Rodgers Smith Park For Wireless Computer Coverage (ACTION)

The General Manager introduced Jerry Richardson with airCloud Communications who are contracted by the City of Pleasant Hill.  Richardson said the City of Pleasant Hill initially started to deploy a wireless network for public safety for fire, police and county and city workers.  The company manufacturing the equipment, combined with other issues, forced the City to put the project out to bid.  airCloud Communication won the bid to assume control of the existing network, build out the rest of the network and provide a public access component to the network where people can connect for free with their laptops, or they can pay for a tiered service.    Richardson explained that airCloud has been working as a fixed point, broadband, microware technology and they are expanding their services.  He said the beginning of Phase I will be from City Hall going up Gregory Lane.  Currently, there is a wireless base station on Moiso Lane, which is the type that will be installed at Pleasant Hill Park and Rodgers Smith Park.  They have an average of 100 feet coverage.  Richardson said they want to install one on the light standard in the Pleasant Hill Park field and one on the light standard at the Rodgers Smith Park parking lot. 

Board Member Sterrett asked what are the fees to the District.  Richardson stated they do not pay anyone because they are contracted with the City of Pleasant Hill and they will be offering park participants and the public wireless access.  Richardson stated the District would have WiFi in our parks for visitors with zero investment from the Recreation & Park District.  He said they are conducting the installation, supplying the equipment and service.  Sterrett asked if there would be a right of access agreement with the District before any work is conducted on District sites.  The General Manager stated that would need to be completed before the start of any work and legal counsel will review.  Sterrett asked if any damages occur to District property would airCloud Communications pay to repair the damages and Richardson said that could be included in the agreement and they are insured and bonded. 

Upon motion of Mitchoff/Shepard, the Board approved entering into an agreement with airCloud Communications for installation of access points at Pleasant Hill Park and Rodgers Smith Park light standards.
 
Richardson said they will have an agreement to the General Manager and Board of Directors at the beginning of May and the installations will occur after the approval.

Update On The Grand Opening Of The Pleasant Hill Aquatic Park Sprayground

Recreation Supervisor Korey Riley announced the Grand Opening of the Sprayground will be on Saturday, May 24 from 1:00 – 4:30 p.m. and passed out flyers and posters for review.  She said the committee met today and has planned many activities for the day.  She said they will be open swim for the public, welcome and introductions will take place at 1:15 p.m. and at 1:30 p.m., there will be a ribbon cutting.  There will be lunch provided on a first come first serve basis, which was donated and the Lions Club was asked to assist.  She mentioned Program Supervisor Dodie Jones made postcards to be sent out to all donors and brick purchasers to announce the Grand Opening.  Board Member Sterrett promoted the purchase of bricks.  She stated there are some brick orders that will be installed in the near future, but there needs to be at least 25 more brick orders to have a break on free shipping.  Riley said the day of the Grand Opening would most likely be the last chance to order a brick.  Riley requested to let her know if anyone would like to volunteer for the event.  Sterrett remarked that Riley has done an excellent job.
 

Report On Current California Special District Association (CSDA) Programs And Upcoming Activities

Board Member Sterrett passed out the latest legislative information from CSDA.  She said on page 3 & 4 it talks about Prop 1A.  She commented that the State does not have the funds to pay us back, so most likely they will not take funds from the District.  She discussed Proposition 98 and 99, and recommended the one to support would be Prop 99 that CSDA has proposed.
Sterrett commented that CSDA is moving into membership services and listed a few of the services they do provide such as financing, cell phone services, employee relations and human resources and many more to choose from. 

Board Announcements And Requests To Staff

Board Member Mitchoff announced she would be attending the Friends of Rodgers Ranch Mardi Gras Fundraiser on Friday, April 11.  She will promote the brick purchases for the Sprayground.

Board Member Sterrett announced she would be attending the Employee Service Award Luncheon on May 1, 2008.  She will attend the Special District Legislative Day on May 12, 2008. Sterrett stated she would be attending the Contra Costa Special Districts Association Quarterly Meeting, where they will be having the LAFCO nominations.  Board Chair Donaghu will also be attending the meeting.

Sterrett mentioned that she met with Aquatics Supervisor Korey Riley yesterday in regards to the handling of money.  She said she is comfortable on how Aquatics handles funds.  Sterrett attended the Senior Club Board Meeting and said they have wonderful programs in such a little space.  They have 164 new members, 101 honorary members, and 1,947 members total.  She said the District needs to work hard on getting a new senior center.  She announced the event for Memorial Day where there is a program scheduled with an ice cream social following the event, sponsored by the Chateaus.  Sterrett received the Full Time Spotlight, which is the employee newsletter.  She enjoyed the articles and is glad that it is back.

Board Chair Donaghu will also be attending the Friends of Rodgers Ranch Mardi Gras fundraiser.  He attended along with Board Member Hurd, the CPRS District III Awards Banquet.  He passed out the program for the Board to see.  He said several officers were sworn in for the CPRS District III Board and several were Pleasant Hill Recreation & Park District employees; Marc Kiefer for Park Operations, Kendra Luke as Treasurer and Katrina Hunn as President Elect.  Donaghu announced the District nominees that were awarded, Verna Norris for Outstanding Volunteer, The Chateaus for Outstanding Business Partner and Pleasant Hill Community Foundation for the Outstanding Non-Profit Organization.  He said it was an enjoyable evening.

Donaghu attended the Cover 2 Cover Benefit Concert and remarked it was an outstanding event.  He went to the Senior Summit meeting on Monday.  He said there are speakers lined up and plans are coming along. 

Board Member Shepard apologized for not bringing her calendar to schedule a liaison meeting.  She requested to call her to confirm dates.

Staff Announcements

The General Manager made the following announcements:

• The District received the CSDA Annual Report.  It is available if anyone wants to review the report.
• California Association of Recreation and Park District (CARPD) Annual Conference is April 17 – 20, 2008 in Monterey, which Board Member Sterrett and the General Manager will attend.  He said CARPD notified Program Supervisor Dodie Jones that the District sent in some nominations for awards and Tom MacDonald won the Special Honor Award and Mal Malpass won Outstanding Senior.
• The District had the Department of Labor visit and audit timesheets, work permits and records on employees that were minors, under age 18.  After the investigation, the investigator called Accounting Supervisor Mark Blair and stated she was satisfied with the District records and the outcome of their investigation.  There were no penalties imposed.  It was all conducted on a verbal basis.
• The registration numbers for March for on-line registration was 232 in 2007 and for this year 2008 it was at 601.  He said last year for the month of March in ActiveNet registration we were at 2,405 and this year for the month of March we were at 3,244.
• The District received the final grant check for the Sprayground.
• Literary Women for April 19 has been sold out.
• There will be a conference call with Sidewalk Strategies tomorrow at 10:30 a.m. regarding the “topline”, which are the initial results of the survey.

Adjournment

Board Chair Donaghu adjourned the meeting at 8:58 p.m