The April 24, 2008 Board Meeting of the Pleasant Hill Recreation & Park District Board of Directors was called to order by Board Vice Chair Karen Mitchoff at 7:03 p.m. in the Conference Room at the Administration Office.

Pledge of Allegiance

Pleasant Hill Garden Study Club President Marc Kiefer led the Pledge of Allegiance.

Roll Call

Board Present: Hurd, Mitchoff, Shepard, Sterrett

Board Absent: Donaghu

Ex-Officio Present: Bryan

Public Comment

Jim Utz, LAFAYETTE RESIDENT, is a member of the Pleasant Hill Tennis Club.  He wanted to give an update on their resurfacing project and also wanted to hear the report on the District’s quarterly financial report.  He said the did get a reconfirmation from the Mt. Diablo Unified School District that they will commit to the payment of a third of the project cost, which the bid is at $25,250.   Jim Utz received a a second bid for the resurfacing project from a company in Santa Rosa and the bid was $4,000 more than what Adams Resurfacing bid was at.  He expressed the need for the tennis courts resurfacing. 

He passed out the Pleasant Hill Tennis Club newsletter “Passing Shots” and stated the members have done quite a bit for the courts and there is only so much that can be done, but there is a definite need for resurfacing of the courts.  He said the Club is pursuing other options for funding, but was hoping for the District’s support for a third of the cost.  Utz expressed the need to be put on the May 8 agenda to request District funding for the resurfacing project of the tennis courts at Pleasant Hill Education Center.  The General Manager stated the budget projections will be completed at that time and remarked that the May 22 Board Meeting would be a better time to be on the agenda.  Utz commented that would work out and he would appreciate it if this item may be added to the agenda for the May 22 Board Meeting.

Ex-Officio Member Report

Tom Bryan reported that College Park High School had their elections and Ex-Officio Kelly McBee won the position of Associated Student Body President.  Bryan said it looks like he will be the Ex-Officio again for next year.  He announced the Senior Ball has a Magic 8 Ball theme.  The Black and White Formal Dance is on Friday, April 25, 2008 at the Pleasant Hill Community Center.

Report from the Pleasant Hill Garden Study Club

Pleasant Hill Garden Study Club President Marc Kiefer announced the Annual Plant Sale at the Winslow Center on Saturday, May 10.  He said the turnover of officers and elections will occur in June.  He stated the Club is in good financial standings due to the successful plant sale.  They donate to Pleasant Hill Recreation every year.  He thanked the District for their support.  Kiefer announced there are 125 members and there is on average about 60 – 70 members that attend their monthly meetings.  He said last month’s topic was on succulents and there was a speaker from UC Davis.  The Members take trips to various locations such as Napa, Crockett, and more.  He mentioned the Club would be purchasing an LCD projector for their speakers to use.  The Pleasant Hill Garden Study Club has their meetings on the first Tuesday of the month in the Parkside Room at the Pleasant Hill Community Center.  Board Vice Chair Mitchoff thanked the Pleasant Hill Garden Study Club for their donation to the District and for beautifying the community.

Consent Calendar (ACTION)

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

1. To Approve Bills to be paid, Warrants #10491 - #10560 in the amount of $281,235.61 dated April 24, 2008.
2. To Approve Minutes of April 10, 2008
3. To Approve Resolution 2008-04-24, Declaring May as National Aquatic Month

Review of March 31, 2008 Quarterly Financial Report

The General Manager reviewed the financial report.  He highlighted some numbers on the budget and commented that Staff will be submitting their projections for “year-end” on May 1.   He said some of the revenue is in the next fiscal year due to registrations that are made for classes or rentals for next fiscal year, but will be readjusted later. The General Manager stated for the Administration account, in the expenditures area, the professional services are up due to some of the money that will be coming out for the architectural fees for the planning of the new senior center, which will be paid by Tom MacDonald.  Accounting Supervisor Mark Blair reviewed some of the accounts, including revenue and expenditures, and capital improvements.  During the review, a comparison of the current year actuals versus current year’s budget and last year’s actuals took place.  Some further discussion followed.

The General Manager did point out that for computer software and hardware, there has been a total of $83,000 spent, but all together there is $120,000 budgeted.  Accounting Supervisor Mark Blair said with the Senior programs, there is no significant differences except for Senior repairs and supplies that are over budget, but it is an item that the Senior Club is invoiced for and they pay the District back with Senior Club fees.  He mentioned they have been invoiced for the first six months and they have paid already.  They will be invoiced again at the end of June. 

Accounting Supervisor continued the review and stated for the park maintenance account, it is up $60,000 and much of it is the water, gas, electric and projects, the $9,000 for major maintenance project was for a fence at Pleasant Hill Park field #1 and $5,000 was for fi-bar that was added in the children’s play area for safety reasons.  Board Member Sterrett asked if we can assist in paying certain bills such as to place a surcharge for electricity, or implementing funds to go towards the gas, water or electric bill.  Sterrett stated she would not be opposed to raising fees to assist in the increase of expenses. 

1. Review District Investments

Accounting Supervisor Mark Blair said the investments are doing well in the Local Agency Investment Fund with almost a 5% interest rate. 

1. Review Public Agency Retirement Services (PARS)

The Board reviewed the quarterly report from PARS.  The General Manager commented the funds in PARS are invested in a Diversified Portfolio, which is a moderate strategy fund.  He passed out a handout explaining the portfolio and policy.  Board Member Shepard asked what do we do when the market is going down and the fund may be losing, is there a benchmark for the funds.  The General Manager stated we are looking at being better stewards and to have the funds in a moderate strategy fund in High Mark. We will further research the benchmark for this fund.  Board Member Hurd said this is an investment for more long term and feels it is in the correct fund. 

To Consider Independent Contract Agreement With Marilyn Wojcik For Technology Services (ACTION)

The General Manager said a copy of the contract was in the board packet for review.  He asked if there were any questions.  There were no questions from the Board.

Upon motion Hurd/Sterrett, the Board approved the independent contract agreement with Marilyn Wojcik for technology services.

Report on Contra Costa Special Districts Assoication (CCSDA) Quarterly Meeting

Board Member Sterrett said the meeting started out with a speaker from East Bay Regional Park District in regards to the Measure A bond.  She spoke about Special District activities and promoted the Legislative Day coming up on May 12.  Board Vice Chair Mitchoff asked what the dues are for CCSDA.  Sterrett answered the fee is $50 a year.  She said there were 33 ballots total for the LAFCO elections, which 23 votes were for David Piepho and 10 votes were for George Schmidt.  Sterrett mentioned that the County has two systems for voting, which is by mail or in person.  She said there was a committee formed to review the two procedures and combine it into one procedure of voting for the next elections.  She mentioned all other county special district associations have their elections by mail-in ballots only.

Report On California Association of Recreation & Park Districts (CARPD) Annual Conference

The General Manager serves on the Board for the California Association of Parks and Recreation Insurance (CAPRI) and Park and Recreation District Employee Compensation (PARDEC), which held their annual board meeting and announced their merge as of July 1, 2008 and will be called CAPRI, California Association of Parks and Recreation Indemnity.  He stated the CAPRI Administrator Jack Rauwolf resigned and they will be looking for a replacement.  Rauwolf’s last day will be June 30, 2008.

The General Manager said at the CARPD Annual Conference breakfast meeting the speaker was Assemblyman Paul Cook who is dedicated to special districts.  He said Cook reminded everyone that there will be 37 new legislators and encouraged everyone to get to know their legislators.  He said there would be a need to educate them on the ERAF issue.  CARPD announced having a “Day in the Park” day with the legislators.  He attended various sessions from grant funding to green renovation, where they showed how to make a building out of hay and the building of a skate park.  He said Rancho Simi Recreation & Park District did a timeline of what they have done in the past 40 years.  It was an impressive panel, which was displayed at the Conference.  He said a special event they had was “Touch a Truck”, which he felt would be a fun event for children here. 

Board Member Sterrett enjoyed the CARPD Conference and felt that it was a good chance to meet and greet with everyone in the industry.  She attended other sessions such as generational diversity, state-funding project, an Administrative Roundtable on the Statewide Park Bond and more.  She attended the Awards Banquet and said the District “shined”!  She said the District was awarded by CAPRI for Cycle XI recognizing the District’s commitment to safety and loss control, a Special Honor Award was awarded to Tom and Ruby MacDonald and Outstanding Volunteer was awarded to Mal Malpass.

Board Announcements And Requests To Staff

Board Member Hurd announced he would miss the next two board meetings.  The General Manager reminded the budget and finance committee consisting of Chair Hurd and Member Mitchoff for Thursday, May 15 at 9:00 a.m.  Hurd stated he would be able to attend the budget and finance committee meeting.

Board Member Sterrett attended the City of Pleasant Hill Study Session.  She said there were about 7 – 8 public people there.  They discussed various issues and one was on the flood control.  She announced Star Quest shows will be the weekend of May 3 and 4 at DVC and the Taste of Pleasant Hill, preschool fundraiser, will be on May 4 at the Community Center.

Board Vice Chair Mitchoff attended the Mardi Gras fundraising event for the Friends of Rodgers Ranch.  She said the Emcee was Mayor John Hanecak.  She asked the General Manager, when the District needs to respond to the Grand Jury report.  The General Manager stated not until late June and the Board will be able to review the responses beforehand.

Staff Announcements

The General Manager made the following announcements:

• There is a CSDA Board vacancy, if anyone is interested; letters of interest are due by May 2, 2008.
• The Liaison Committee Meeting with the City of Pleasant Hill and the District will be on Monday, April 28 at 2:00 p.m.
• He received a letter from the 4th of July Commission for sponsors for the 5K Run.
• The District will present the CARPD Awards to Mal Malpass and Tom and Ruby MacDonald at the Senior Member General Meeting on Friday, April 25 at 1:00 p.m.

Adjournment