The March, 2010 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Vice Chair Sandra Bonato at 7:03 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Board Member Dennis Donaghu led the Pledge of Allegiance.

Roll Call

Board Present: Bonato, Donaghu, Hurd, Shepard

Board Absent: Sterrett

Berggren, Kubota, Miller, T. Riley (intern), Spatz, Young

Public Comment

There was no public comment.

Report from Pleasant Hill Baseball Association

Pleasant Hill Baseball Association (PHBA) President Mark Rolandelli reported on the activities and membership of PHBA. He said financially there is about $80,000 in the general fund, about $52,000 in the reserve account, and there is $3,000 in the snack shack account. He said they have awarded over 50 scholarships this year compared to 25 last year. They have worked out payment plans with families who are having hardships and are having them volunteer more of their time. They have seen the effects of the economy, but their membership is still at almost 1,300. The instructional boys, ages 5 – 6 have 172 signed up and the 7 year old boys have 140 signed up. Rolandelli said they have donated about $10,000 worth of infield dirt to fill all the fields at Rodgers-Smith Park, Pleasant Oaks Park, Pleasant Hill Middle School, and Sequoia Schools. Another project they have been working on the pathway to the farthest diamond at Pleasant Oaks Park for safety reasons. He said PHBA donated $2,500 to the College Park baseball program and $2,500 to the CPHS softball program as well. He said they are building two new dugouts for the CPHS baseball fields, which will be installed after the season ends.

Rolandelli mentioned they have the 12 year old boys going to Cooperstown every year to play in a tournament. For the first time, the girls are going to Nebraska for a new tournament. They are conducting fundraisers to pay for the trips. He said in the future, he would like to see a maintenance building at Pleasant Oaks Park, with PHBA donating funds and labor. The new sports building they built will be paid off shortly and he was thinking of jointly purchasing the property where the old elementary school was torn down. He heard it may sell for $4 million and thought it may be something possible with PH/Martinez Soccer Association and the District. He said they are thinking of starting up a challenged league for the handicapped. He announced that Opening Day for PHBA is on Saturday, March 13. Board Member Donaghu thanked PHBA, said the organization does a good job and is a great asset to the community. Board Vice Chair Bonato thanked Rolandelli for his report.

Consent Calendar

Board Vice Chair and Board Member Shepard made some changes to the minutes of January 7, 2010.

Upon motion of Donaghu/Hurd, the Board approved the warrants as presented and the minutes with changes suggested.

• a. To Approve Bills to be paid, warrants #13392 - #13460 in the amount of $285,500.22 dated March 11, 2010.
• b. To Approve Minutes of January 7, 2010.
• c. To Approve Resolution 2010-03-11, Honoring Retirement of Rick Silva with Hayward Area Recreation District (HARD)

Ex-Officio Report, Nasreen Broomand, CPHS

Board Vice Chair Bonato announced that Ex-Officio Broomand is working as a counselor for the Middle School Outdoor Education Camp program and could not attend the Board Meeting tonight. She did leave a report to be read into the minutes. Board Vice Chair Bonato read the report with the following events at College Park High School:

• Senior banquet is this Friday.
• Pennies for Patients fundraiser ended this week.
• Drama class has two plays they are producing, “The Princess Bride” and “Just Another High School Play”.
• Senior Spirit Week is this week.
• School wide Spirit Week is in a few more weeks.
• Junior prom is coming up on March 27.
• Sophomores are planning their future prom at Cannon View.
• The Dance Committee is thinking of helping advertising the Teen Council’s Black and White Semi-Formal Dance by having a “Flash Friday” with a flash mob choreographed dance in the quad on a Friday, but it has not been approved yet.

Teen Council activities:

• They are working on advertising the Middle School Neon Dance on March 26.
• They are assisting with the “Egg”citing Egg Hunt on April 3.
• June 4th is the Moonlight Movie showing “Up”.
• The Council is thinking of doing a team building outing at Diablo Rock Gym.
• There is a food drive from April 3 – 11.
• They are brainstorming fundraising ideas.

To Consider Design and Survey Work for the Winslow Center (ACTION)

General Manager Berggren introduced Civil Engineer Ken Alcock with Milani & Associates who will help the District on the design and survey of the Winslow Center. He is hopeful Alcock can make some suggestions and alternatives for the property including relocating our programs from the Community Center. The General Manager said that Board Vice Chair Bonato had called yesterday and requested overall expenses for the Winslow Center. He passed out a breakdown of estimated costs for the Winslow Center and reviewed the costs and requirements needed for relocatables at the site. Berggren stated if the relocatables are moved back to allow for more parking space, additional compaction will be necessary. He said if there is paving completed in the parking lot, drainage will need to be addressed. Berggren stated that the cost of $30,500 for Milani & Associates is to conduct design and survey work for the Winslow Center site and this will firm up what can and cannot be done with the particular site and answer some questions. Berggren said at a minimum, the relocatables can be set on the gravel parking lot and no further plans would have to be completed aside from electrical, sanitary and water hook ups. Ken Alcock with Milani & Associates said it could be set on the gravel, but there will be some parking lot repair work needed and the City will require a use permit. Alcock said that to screen the relocatables from the street, some landscaping and minor work will need to be completed. He said they are semi-permanent buildings that will impact the site. He explained some of the alternatives such as paving the parking lot, which have requirements for drainage. According to Alcock, currently, there are no requirements for drainage due to the parking lot being gravel. He said there will be an increase of traffic when the relocatables are installed and there will have to be some drainage work completed. He said the idea is to go ahead and pave the parking lot, put the relocatables where the District and City desires, and then a storm drain could be installed to connect to Pleasant Hill Road and away from the creek. Alcock said if there already was a pipe leading out into the creek, that would be a way to go without any permits and disturbing the creek, but there is none.

Alcock mentioned that part of the scope of work will be to determine the property lines and conduct a boundary survey because there has not been any mapping done on the property for about 40 – 50 years. Board Vice Chair Bonato said her inclination is to do as little as possible to have a temporary home for the preschool program until the Community Center is complete. She said it is expensive to pave and complete more extensive work. The General Manager said after the preschool programs are moved back to the new Community Center, he knows there are other programs that can use the relocatables. Bonato asked about looking into other local sites at churches, or other locations to hold the programs, so all the costs to have a relocatable installed can be saved. The General Manager said the rental or lease of a local space is still going to cost and there are requirements to run a licensed preschool. Board Member Donaghu said that the design and survey work needs to be conducted no matter what direction is decided on and to determine the alternatives. Hurd agreed with Donaghu. Some discussion followed on the funding of the project.

Upon motion of Donaghu/Hurd, the Board approved the design and survey work for the Winslow Center to be completed by Milani & Associates for $30,500 and to be paid from the WW funds if it qualifies.

To Set a Date for Program Committee Meeting

Board Vice Chair Bonato said the last program committee meeting was great, but she wants to have a second meeting to look beyond the Spotlight to see how the programs are going and what can be done to enhance programs even further. Bonato suggested picking some dates in April to choose from. Donaghu said he is open in April. The General Manager will email out some dates to Bonato and Donaghu and a date will be decided at that time.

To Consider Change Of Start Time For March 25, 2010 Board Meeting

The General Manager said the California Park and Recreation Society District 3 Awards and Installation Banquet is on Thursday, March 25 starting at 6:00 p.m. and the District was nominated for some awards. He suggested having the Board Meeting start early that evening so staff and Board may attend the event. He suggested having a start time of 4:00 p.m. Board Member Shepard said she has to work and cannot attend earlier. All other Board Members could attend early.

Upon motion of Hurd/Donaghu, the Board approved to move the meeting time for the March 25, 2010 Board Meeting to 4:00 p.m.

Bond Project Updates

The General Manager said there was a bond project neighborhood informational meeting on Wednesday, March 10, 2010. He said it was a good meeting. It was suggested by Architect Steve Harriman to have the meeting with the immediate neighbors. The flyers were delivered by a volunteer the week before. He said there were 8 people that attended. He distributed his meeting notes along with Jack Prosec’s to the Board. He said Vice Chair Bonato introduced the project and Harriman reviewed the project with the neighbors. Bonato commented that Harriman is good with the guests, represented the District well, was good with handling questions, and was open to suggestions.

Berggren passed out a capital expenditure sheet funded by Measure E, which includes the breakdown of each project and contractor. This will be reviewed by the Bond Oversight Committee at their first meeting. The Board asked some questions and some further discussion followed. The General Manager said the plans have been submitted to the City and there is a letter that the City sent in regards to fees. He said Board Chair Sterrett is working on a letter to Mayor Mitchoff to request to have the fees waived since the facilities will improve the City.

The CEQA studies are still being conducted. There is a delay on the noise readings and it is mainly because the weather has not been cooperative. The main area they need to read now is Pleasant Oaks Park and will conduct that study on March 20. He said they have received asbestos and lead paint reports for the Senior Center and Teen Center and there should be an arborist report arriving soon. The City is requiring a parking analysis for the Teen Center site, which will be an addition to the Jerry Haag contract. There is still discussion about the stop light at the Senior Center. The light is not designed correctly and some further discussion and study will continue. It is costly to have one installed correctly and was heard to cost about $250,000 – $400,000. George Nicholson, who conducted the traffic analysis, said the cost should be about $75,000.

The contract negotiations for Project/Construction Management Services with Ron Johnson of Critical Solutions, Inc. are continuing. There will be a meeting with the General Manager and Interim Project Manager Hamid Sarvi along with Ron Johnson tomorrow. The goal is to have the agreement on the March 25 meeting or a future meeting. Karl Danielson with the Dahlin Group is continuing to have meetings with staff and Hamid Sarvi. The Bond Oversight Committee’s first meeting will be held on Monday, March 29, 2010 at 7:00 p.m. in the Conference Room at the Administration Office. He said there is one member that will not be able to make it, Leo Vardas. Financial Advisor Craig Hill and Project Manager Ron Johnson will be in attendance.

Board Announcements And Requests To Staff

Board Member Donaghu reported on the Chamber Board Meeting he attended. He said that Mark Celio with Club 50 was forced to sell his business since the Club 50 franchise went out of business. He announced that the Business Showcase is on March 25 and they are struggling to find more businesses to participate. Donaghu said at the Chamber meeting he gave an update of Measure E. The next Chamber Mixer is at La Tapatia in Martinez and on April 21 there will be an event to honor “women of influence” at Back Forty.

Board Vice Chair Bonato said a co-worker that lives by Chilpancingo Park has had some break ins at her complex. The co-worker met with the Mayor and Police Chief and was talking to Bonato about making the park more attractive to the general public. Bonato stated to her that the widening of the bridge should improve the area. Bonato invited her to attend a future Board Meeting.

Staff Announcements

The General Manager made the following announcements:

• Saturday, April 3, 2010 there will be a special joint event put on by AMR, Contra Costa Fire and other agencies to promote pool safety. It is called April Pools Day and will be at the Pleasant Hill Aquatic Park pool.
• The Every Fifteen Minute event at College Park High School is starting on Tuesday, March 23 at 10:00 a.m. and Wednesday, March 24 from 10:15 a.m. – 11:45 a.m. If anyone can attend he recommended it.
• He met with Assistant Superintendent Pete Pedersen with the Mt. Diablo Unified School District, the Site Administrator Katie Gaines along with Aquatics Supervisor Korey Riley to review the draft pool use agreement. He said they are close to finalizing the agreement.
• The General Manager will be gone March 22 – 24 and Park Superintendent Lynn Spatz will be Acting General Manager.
• Bonato asked about the Little House schedule. He said the big question on the schedule is if the upgrades to the Little House will be made in house or if someone will be hired to complete some work to the house before it is sold.
• The Spare Time Spotlight will be out tomorrow and registration starts on Monday, March 15.
• At a past Board Meeting it was mentioned that the District appreciated Intern Todd Riley for all his hard work, but he was not in attendance at that meeting. He is in attendance tonight and the General Manager wanted to thank Todd Riley again from the staff and Board for over 260 hours of volunteer intern work.

Adjournment

Board Chair Sterrett adjourned the meeting at 8:39 p.m.