The March 13, 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

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

Roll Call

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

Board Absent: None

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 had their Spirit Week this week leading up to their dance for tomorrow “Springtime in Paris”, Sadie Hawkins Dance.  McBee mentioned it was Art Day at school today and students in the Art classes displayed their artwork throughout the school.  The Junior Prom is at Golden Gate Fields in Albany next month.  She said all the spring sports have started.

Report from Friends of the Library

Representative Janet Piper reported that the Friends of the Library applied for grants with the Rotary Club and the Pleasant Hill Community Foundation and received donations from both.  They are very grateful for the support.  Piper stated they participated in reading “Second Chance” and a representative from Random House was present.  She mentioned that the summer reading program last year had 904 children who were able to select a book of their choice to keep.

Piper said the Friends of the Library have used books for sale at the Pleasant Hill/Contra Costa Library.  She said it is successful and sometimes they make $300 a week.  On Monday and Wednesdays there are volunteers that sort the books to sell at the library and six days a week there are people that pick up the books that are donated for book sales.  She said they had their annual book sale a couple of weeks ago.  She asked if anyone knows where they can donate their leftover books, please let her know.  Piper mentioned they have almost a dumpster full of leftover books that do not sell at the book sale and they are unable to store.  She said one of her favorite books by Clarence Darrow was one that was donated and sold for $1,800 because it was an autographed book.  She said there are some treasures that are donated.

Board Chair Donaghu thanked Piper for her report.  He said one of his friends buys about 10 books at a time from the library book sale shelves.  Piper asked Board Chair Donaghu if he was related to the lady who does metal sculptures.  She has a beautiful one at home she bought years ago that she loves.  It is birds flying across the moon.  Piper mentioned she treasures it and Faye Donaghu is very talented.  Board Chair Donaghu stated his wife did metal sculpture for 18 years and gave it up about 18 years ago and now does graphic design.

Consent Calendar (ACTION)

Upon motion of Mitchoff/Shepard, the Board approved the items as presented.  Board Member Mitchoff abstained from the Minutes of February 28, 2008 minutes due to her absence.

• To Approve Bills to be paid, Warrants #10284 - #10355 in the amount of $215,292.69 dated March 13, 2008.
• To Approve Minutes of February 28, 2008
• To Approve Resolution 2008-03-13, Declaring Certain Equipment as Surplus

Policy Handbook

a. To Consider District Fraud Policy (Section 3015) (Second Reading/ACTION)

The General Manager explained there are two copies, one with the changes that are being made and the final draft.  Board Member Sterrett said she noticed this fraud policy has the Board of Directors with key responsibilities within the process of the policy.  Board Chair Donaghu pointed out on paragraph 3015.30 2. & 3., the word altercation should be changed to alteration.  The General Manager stated the correction would be made.

Upon motion Mitchoff/Sterrett, the Board approved the District Fraud Policy (Section 3015) with the changes recommended.

To Consider Legal Services Contract With Snyder, Cornelius And Hunter Law Offices (ACTION)

The General Manager commented the contract is the same with some increases in fees.  He still feels they are reasonable in this market of attorney comparable hourly rates.  He stated others are much higher.  Board Chair Donaghu agreed.  Board Member Sterrett had a question on Mark Cornelius’ title as CFO.  The General Manager stated Mark Cornelius is the CFO for Snyder, Cornelius and Hunter.

Upon motion of Sterrett/Hurd, the Board approved the legal service contract with Snyder, Cornelius and Hunter as presented.

To Consider Computer Upgrade To Microsoft Office 2003 (ACTION)

Contract Network Administrator Marilyn Wojcik recommended upgrading to Microsoft Office 2003, which currently the District is operating on the 2000 version.  She stated there are some problems in opening documents that are not in the 2000 version.  Board Member Sterrett asked about the cost of $5,500 for the communications office.  Wojcik said they are on Macintosh and that is only the cost for the three computers in the communications office.  She has asked to have them switch to PC, but they will look into it further.  Sterrett asked where the extra funds of $701 will come from because only $25,000 was budgeted.  Wojcik mentioned it would come from the hardware budget.

Upon motion of Mitchoff/Sterrett, the Board approved upgrade to Microsoft Office 2003 for the amount of $25,701.

Report From Program Committee

1. To Review Summer Recreation Programs and Spotlight Cover

Board Member Sterrett reported the program committee consisting of Chair Sterrett and Member Donaghu had a meeting on Tuesday, March 4.  Sterrett reviewed the new classes in the Spotlight, the news of the Paso Nogal Park Off Leash Dog Area will be closed for turf repair from March 17 – May 9, many other new classes with the various departments such as a youth water polo class with two new instructors who come highly recommended.  She continued pointing out other classes such as the kids triathlon camp, a bike maintenance class, and much more.  She described the adult section is in various categories such as arts and music, money sense, enrichment opportunities, etc.  Sterrett stated some new sport programs will be a sand volleyball league and a kickball league.  She mentioned some community activities and events such as the benefit concert, which proceeds will go to support the Garage Bands at the Lake Concert series in the summer.  Sterrett mentioned the adult excursion trips, which will benefit the teen programs.  Past employee Juli Gianti will continue to drive the bus for the trips.  Sterrett commented there was quite a bit of interest and there were some trips added.  Sterrett continued reviewing the camp programs for youth and teens, also the Taste of Pleasant Hill fundraiser on Sunday, May 4 for the preschool programs.  Ex-Officio Member McBee mentioned the Black and White Ball for the teens is now called the Black and White Formal Dance.  Donaghu added that Program Supervisor Dodie Jones mentioned that the adult classes are not bringing in the revenue as they have in the past and there are many classes for adults that have been added.

To Consider Proposal For Structural Engineering Services Of The Community Center Wood Components (ACTION)

The General Manager reviewed the two proposals for the wood decay at the Community Center.  He recommended the bid from Alan Horeis Structural Engineers, Inc. for $48,000 for phase I.  He pointed out it is not in the budget, but on June 30, 2007 the budget ended with revenue of less expenses of $307,000, but did note the fiscal year of 2006 – 07 audit has not yet been completed.  He said normally there will be some minimal give and take on this amount.  Some of the projects will go into the next fiscal year and the funds are allocated.  He said the amount unallocated will be about $80,000 - $90,000.

Board Member Hurd stated it is a safety issue and the District needs to make the repairs needed at the Community Center. 

Board Member Shepard asked about the Woodside Hills slide repair, which the General Manager said there is an appeal and we may get some of the money paid back.  The General Manager said another option would be to take out another CSDA loan.  Board Member Mitchoff said there are two critical issues; the slide repair payment from CAPRI and the other is the Community Center safety issue, which we need to complete.  She hopes we get refunded on the slide repair and we may fall back on getting a loan.  She commented it is a safety issue that needs to be completed.

Carrie Miller from Building Maintenance checked the references of Alan Horeis Structural Engineers, Inc. and said the people she spoke to were highly complimentary and could not say enough about Alan Horeis. 

Upon motion of Mitchoff/Shepard, the Board approved Alan Horeis Structural Engineers, Inc. for the engineering services for the Community Center wood components for Phase I and II.

Board Announcements And Requests To Staff

Board Member Mitchoff asked if there were any comments of the dog park closing.  There has not been many so far.  The Board discussed meeting with the Homeowners Association adjacent to Paso Nogal Park.

Board Member Sterrett spent a day in Sacramento and CSDA has worked with the State Controller on putting together a workshop sponsored by many agencies.  She said the cost is $35 and thought this would be very informative for staff.  She asked how far along are we with the District of Distinction.  She said SDRMA offers free ethics training to CSDA members.  This year is the year to renew the ethics training for some of the Board Members.

Board Member Joe Hurd and Dennis Donaghu will be attending the CPRS District III Awards Banquet in April.

Board Chair Donaghu will be attending the PHBA Grand Opening on Saturday, March 15.  They are meeting at Sequoia Elementary School parking lot at 8:00 a.m.  He attended the Pleasant Hill Chamber Mixer at the Paul Mitchell School, which many attended.

Staff Announcements

The General Manager made the following announcements:

• Executive Secretary Susie Kubota sent a thank you card for everyone’s support during the difficult time with her father’s passing.
• Senior Center Recreation Supervisor Kendra Luke had 40 applicants for the Trip Coordinator position and she had first interviews and narrowed it down to two second interviews.  The new trip coordinator will be announced soon.
• Park Superintendent Lynn Spatz had about 27 applicants with a lot of good experience for the seasonal positions.
• Jeff McClure attended a conference in Salt Lake City and the Pleasant Hill/Martinez Soccer Association received the highest award in the region – the AYSO Platinum Award.  The Board requested to send a letter of congratulations.
• The City of Pleasant Hill started the EIR process with two new areas of redevelopment at the KMART shopping area and Hookston.
• He asked for a couple of Board Members to attend a conference call with Tramutola in regards to the survey.  Board Chair Donaghu appointed Board Members Karen Mitchoff and Sherry Sterrett to attend, which they suggested to have before the Personnel Committee meeting scheduled for March 20, 2008.  They will have the conference call at 3pm before the 4pm Personnel Committee Meeting.
• The Rotary St. Patrick’s Day Dinner will be Friday, March 14, 2008 at the Community Center.

Adjournment

Board Chair Donaghu adjourned the meeting at 8:42 p.m