LIVERMORE AREA RECREATION AND PARK DISTRICT

71 TREVARNO ROAD

LIVERMORE, CALIFORNIA 94551-4931

 

BOARD OF DIRECTORS

SPECIAL BOARD MEETING

 

Wednesday, June 30, 2004

5:45 p.m., Council Chambers

3575 Pacific Avenue

Livermore, California

 

MINUTES

 

BOARD MEMBERS PRESENT:  Alice Quinn, Scott Kamena, Dale Turner, and

Vice Chair David Furst (4)

 

BOARD MEMBERS ABSENT:   Chair Faltings (1)

 

STAFF MEMBERS PRESENT:  Tim Barry, Ken Craig, Gail Sloane, Diane Daniel, Barbara Kraybill,

      Felix Errico, Carolyn Ulrich

     

 

1.    CALL TO ORDER—ROLL CALL—PLEDGE OF ALLEGIANCE

Meeting was called to order at 5:45 p.m. by Vice Chair Furst.  Chair Faltings was noted absent at the time of roll call.

 

2.    REVISION TO THE EXTENDED STUDENT SERVICES PROGRAM POLICIES AND PROCEDURES

      Youth Services Superintendent Kraybill presented a recommendation for amendment of the Enrollment Agreement Policies and Procedures for the Extended Student Services Program.  Amendments included addition of statements required by the State Department of Education, as well as various procedural revisions. 

 

      No public comment was received.

 

On motion by Director Turner, seconded by Director Kamena, approved revisions to the Extended Student Services Program Policies and Procedures, passing 4-0.

 

3.    FISCAL YEAR 2004/2005 EMPLOYEE SALARIES AND BENEFITS

      General Manager Barry reported that Board action was required to set employee salary and benefit levels for Fiscal Year 2004/2005.   Two resolutions had been placed on the agenda; the Annual Salary Resolution dealt with employee compensation and benefit levels, and the resolution pertaining to amendment of the Personnel Rules and Regulations was required if  the Board took action to revise employee leave provisions.  The item had been preliminarily discussed at the June 10th Board meeting. 

 

      Assistant to the General Manager Sloane reviewed the Personnel Commission recommendation to the Board of Directors relative to alternatives for the salary resolution and Personnel Rules and Regulations that staff had been directed to prepare at the previous Board meeting. 

 

      Director Kamena proposed setting employee salary and benefit levels for Fiscal Year 2004/2005, as follows:

a)    Salary ranges to remain at the current level;

b)    The District to pay the entire cost of full family coverage for health plans for full time employees and the entire cost of single coverage for health plans for part time designated employees.

c)    To increase vacation and sick leave accrual rates for Category A part time designated employees from 4 hours/month to 5 hours/month, with longevity vacation accrual to increase proportionally from 50% of that of full time employees to 62.5%.

 

No public comment was received.

 

Board discussed the motion on the floor, with Director Kamena stating that  his proposal included funding for the cost of the benefits being taken from reserves at this time. That was because the cost of the benefit package would need to be reflected in the Preliminary Budget scheduled for adoption by the Board.  Director Kamena addressed the cost of  paying for the health plan benefit, which was $60,000 over the amounts reflected in the current Draft Preliminary Budget.  Administrative Aide Ulrich confirmed the cost of paying for the health plan benefit as being $60,000 over the status quo budget.

 

Resolutions adopted:

      On motion by Director Kamena, seconded by Director Turner, adopted and approved Resolution 1898, designating the compensation for District employees for Fiscal year 2004/2005, by the following roll call vote:

AYES: Directors Kamena, Turner and Vice Chair Furst (3)

NOES: Director Quinn (1)

ABSENT:     Chair Faltings (1)

     

On motion by Director Kamena, seconded by Director Turner, adopted and approved Resolution 1899, amending the Personnel Rules and Regulations to provide for changes in part time designated employee benefit levels, by the following roll call vote:

AYES: Directors Quinn, Kamena, Turner and Vice Chair Furst (4)

NOES: None (0)

ABSENT:     Chair Faltings (1)

 

Director Furst noted that Board compensation and travel allotments had not yet been discussed by the Board.  He stated that it was difficult to ask staff to take cuts, without the Board doing the same.

 

4.    FISCAL YEAR 2004/2005 PRELIMINARY BUDGET

      General Manager Barry summarized the major provisions of the Draft Preliminary Budget being proposed for adoption as the Preliminary Budget, addressing the topics of projected revenue and expenses, proposed cuts to programs and staff, and status and contribution to the District budget reserve fund.  In his presentation, General Manager Barry emphasized that the District anticipated an additional 25% property tax shift from the State of California, which equated to an additional revenue loss of $1.3 million.  Addressing the capital improvement portion of the budget, General Manager noted the addition of a number of projects that had been added to the District’s capital project list.  He explained that the projects had been added based on an assessment of the District’s park system and the need for safety improvements as well as improvements that would assist the District in maintaining facilities as efficiently and cost-effectively as possible.  General Manager Barry noted that the final budget was scheduled for adoption at the Regular Board Meeting of August 11, at which time a public hearing would be held. 

 

Board discussion on the proposed budget ensued, with dialogue focusing on the potential ERAF shift and impact to the District, and the capital improvement budget. Director Quinn expressed her opinion that the capital improvement budget needed to be closely examined for priorities and timeframe for completion.   She indicated that the District needed to find a different way of approaching projects; the pattern currently in use was not working.  She suggested that the District needed to look at completing projects that could generate revenue, as well as finding ways to utilize people who wanted to donate time and money to park projects.  Director Quinn stated that she would like to have the Board schedule a capital improvement budget workshop prior to adoption of the final budget, with interested facility users notified.

 

Vice Chair Furst questioned the Board regarding their desire for a capital improvement budget workshop.  It was determined that a discussion of the capital improvement budget would be scheduled as an agenda item for the Board meeting of July 14.  

 

Director Kamena confirmed that the salary and benefit levels adopted by previous Board action were part of the Preliminary Budget that was being adopted.

 

Vice Chair Furst asked for public comment on the Draft Preliminary Budget.  No public comment was received.

 

      On motion by Director Kamena, seconded by Director Turner, adopted and approved Resolution 1900, adopting the Fiscal Year 2004/2005 Preliminary Operating and Capital Improvement Budget, by the following roll call vote:

AYES: Directors Quinn, Kamena, Turner and Vice Chair Furst (4)

NOES: None (0)

ABSENT:     Chair Faltings (1)

 

5.    BID RESULTS FOR PARK IMPROVEMENT PROJECTS

Superintendent of Planning and Parks Craig presented bid results for the Ravenswood Park, Vista Meadows Park, Livermore Downs Park and Summit Park improvement projects.  This was the second time the project had been bid. One bid had been received from the firm of J. W. Riley & Son, Inc. of Emeryville, California, in the amount of $1,560,000 for base bid.  Superintendent reported that although staff had taken measures to obtain additional bidders for the project, the attempt had been unsuccessful. Staff was recommending that the Board take action to move forward with the project, as there seemed to be a very volatile bidding market for public sector projects at the present time. Awarding base bid on the project would require allocation of additional capital project funds, to be taken from capital project carryover, in the amount of $414,465, plus an amount sufficient to cover the cost of any add alternates that the Board chose to add to the base project.

 

Superintendent Craig noted that the staff report on the project included an evaluation as to why the District was not getting better contractor participation in the bidding process, and some proposals for changes to District procedures in order to create a better bidding environment. 

 

Director Quinn stated that she was in favor of rejecting the bid on the project, as it was over-budget and would not provide complete park projects.  She suggested that the District bid the projects individually, in order to not have to go over budget and take money from other projects.  Director Quinn stated that she wanted to re-examine priorities for the top eight capital projects.

 

Vice Chair Furst stated that splitting up the projects and re-bidding would put the District further behind and that separating the projects would not guarantee lower bids.  He recommended that the District proceed per the staff recommendation.

 

Director Turner asked for Superintendent Craig’s recommendation for the addition to the base bid of project add alternates.  Superintendent Craig recommended the addition of  add alternates a (stairs, cheek wall and handrails), b (AC path), and d (irrigation system) for Ravenswood Neighborhood Park, and add alternate b (sand play fountain with potable water connection and drainage) for Vista Meadows Park.

 

No public comment was received.

 

Director Turner put a motion on the floor for adoption of Resolution 1901, which was seconded by Director Kamena.  Director Turner clarified that the motion would award bid to J. W. Riley & Son, Inc. in the amount of the base bid plus the staff-recommended project add alternates.

 

      On motion by Director Kamena, seconded by Director Turner, adopted and approved Resolution 1901, awarding bid for the Ravenswood, Vista Madows, Livermore Downs and Summit Park Improvement Projects, by the following roll call vote:

AYES: Directors Kamena, Turner and Vice Chair Furst (3)

NOES: Director Quinn (1)

ABSENT:     Chair Faltings (1)

 

6.    LEASE AGREEMENT WITH CITY OF LIVERMORE FOR OPERATION OF ROBERT LIVERMORE COMMUNITY PARK AND COMMUNITY CENTER

General Manager Barry recommended action by the Board of Directors for adoption of a lease agreement between the City of Livermore and LARPD for Robert Livermore Community Park.  The District is in the process of applying for State Park Bond Act  funds for the Robert Livermore Community Center project.  Part of the grant requirements is that the District be able to establish that it has rights to the land impacted by the grant, for a period of at least twenty years following completion of the grant improvements. The City of Livermore is owner of the park land and the District’s joint powers agreement with the City regarding acquisition and development of parks, which would have ordinarily covered the requirement, has expired. It was determined that the most expedient way of addressing the State requirements is to enter into a new lease agreement with the City for operation of the park similar to what the District and City have had in the past.  General Manager Barry informed the Board that the agreement under consideration had been reviewed by both the City and District legal counsels, who have agreed that the lease agreement will serve the District’s needs.  The process for developing a new joint powers agreement with the City has been set into motion.    

 

No public comment was received.

 

      On motion by Director Turner, seconded by Director Kamena, adopted and approved Resolution 1902, approving a lease agreement with the City of Livermore for operation of the Robert Livermore Community Park and Community Center, by the following roll call vote:

AYES: Directors Quinn, Kamena, Turner and Vice Chair Furst (4)

NOES: None (0)

ABSENT:     Chair Faltings (1)

 

7.    CONSENT AGENDA

On motion by Director Kamena, seconded by Director Turner, adopted and approved the Consent Agenda, by the following roll call vote:

AYES: Directors Quinn, Kamena, Turner and Vice Chair Furst (4)

NOES: None (0)

ABSENT:     Chair Faltings (1)

Resolutions adopted:

7.1   Resolution No. 1903, establishing the District’s annual appropriation limit for Fiscal Year 2004/2005.

7.2   Resolution No. 1904, approving plans and specifications for the Almond Avenue, Independence, Marlin Pound, May Nissen and Wattenburger Park Improvement Projects, and authorizing calling for bids.

 

8.    ADJOURNMENT

      Meeting adjourned at 7:25 p.m.

 

                                          APPROVED:

 

 

 

_____________________________________

                                                Chairman, Board of Directors

 

 

 

ATTEST:

 

 

 

___________________________________

General Manager and ex-officio

Clerk to the Board of Directors

    

 

MINUTES     JUNE 30, 2004