Present: Lopin, Thornton, Walter,
Wright Absent:
Breen
7:33
p.m.
Vice-Chairman Wright welcomed Lori Lopin as the Ross Valley School District representative on the JPA Board.
Louise
Matthews, Foothill Road, requested that joint use agreements between the Town
and the Ross Valley School District and Tamalpais Union High School District be
made available to the public. Executive
Director Little will make such documents available to
the public as requested.
Resident asked about bicycle use at the Park and about liability requirements. VC Wright stated that those would be covered later on the agenda.
Paul Orbach, expressed concern over the RVSD representative on the JPA voting on the design/ proposal that the JPA will advance to the RVSD Board to vote on. VC Wright stated that issue would be discussed later on the agenda.
·
APPROVAL OF MINUTES dated February 3, 2004, with the correction to spelling of Member
Walter’s last name. M/s/c (Thornton,
Walter).
·
ACTION ITEM:
PARK DESIGN APPROVAL
VC Wright reminded the group that as per Lease Agreement the project’s final “plans” must be submitted to Ross Valley School District for approval within one year of commencement of lease. He differentiated between “plans” and “design”, plans addressing specifications of the project and design being the “concept” presented. Member Walter stated that “plans” would involve topography; specifications; construction documents; etc. Member Lopin asked if VC Wright is proposing that the RVSB approve the schematic design. VC Wright affirmed.
Walter Kopp asked for clarification on the obligation of the JPA to get plan
approval from RVSB. He stated that only
to approve the design does not meet that goal.
VC Wright recommended RVSB approve the design concept as preliminary to approval of more complete, detailed plans. Member Walter stated that such approval would not commit RVSD to any plan but would provide a basis for the JPA to move ahead to begin the planning phase. Walter Kopp recommended that the Board add to its petition to the RVSD other contract obligations that may not be met: e.g.-fundraising 18 month timeline.
Member Thornton stated that would be an item for next meeting, as the Board is just at the beginning stages of reconciling the design concept timeline with the fundraising plan. VC Wright agreed. Member Walter stated that procedurally we would not adjust timeframes to public documents without noticing first. VC Wright stated that getting approval on the design concept should be enough to begin the fundraising efforts.
Member Lopin inquired about a distinct walkway for dogs. Wright reported that at the February RVSB meeting the School Board suggested: (1) direct access from the school facility to the soccer field; (2) that the fence around the dog park be as high as possible; and, (3) a separate entrance/walkway to the dog park from Sunny Hills Drive. Member Lopin suggested that the RVSB may appreciate seeing a separate dog walkway on the rendering. VC Wright asked Reinhard Ludke to amend the rendering. Member Lopin stated that, if the property should be converted back into a school, there should be some contingency plan regarding the fence as well.
M/s/c (Walter, Thornton) to approve the general park design with an adjustment to entrances as discussed.
Louise Matthews asked that JPA Counsel review the September deadline for plan submission with the RVSB and review options for extension.
Member Walter stated that approval of the design concept was necessary to submit the plan to the RVSB and that design changes would be identified and addressed as the process moved forward.
Walter Kopp supported a separate walkway and entrance for the dog population.
· ACTION ITEM: FUNDRAISING PLAN
Ann Murphy presented the fundraising plan. The fundraising committee hopes to raise 60-70% of funding in “quiet mode” prior to beginning the public fundraising. Ann also thanked those Board Members who have already donated. Ann reported that a prominent local graphic artist has agreed to create a logo for the RHCP project, which will be used in the public fundraising efforts as well.
VC Wright commended the Fundraising Committee on its work to date.
Louise Matthews asked about allocations of funds as they are raised to certain parts of the plan. Member Walter replied that we want to mobilize the entire community behind the entire project and not segregate funds and fundraising efforts by interest groups. Member Thornton suggested that as interest groups raise funds at the level of “major donor” their contributions could be recognized as “dog enthusiasts”; “tennis enthusiasts”; etc. Ann Murphy replied that to her knowledge the only groups raising funds for the project are the PRIDE group and the Red Hill Fundraising Committee. She expressed the need to coordinate fundraising efforts through one entity. VC Wright reiterated that at this point in the project we must continue the momentum forward and solicit unconditional gifts for the entire project. Ann Murphy also requested that people come forward with names of potential major donors. The major donor campaign will begin within the next few weeks.
Resident, re: grant writing should indicate not only construction costs of project but also project operating revenue. Member Walter stated that he and Directors Nyberg and Little have begun meeting on this issue, including surveys of similar facilities.
Public comments regarding synthetic turf and its viability. Member Walter has explored this issue for two years with various groups. Issue will be revisited at future meeting.
Dharma ,Drake soccer coach, recommended naming tennis courts and dog park to generate funds.
Director Little stated the Fundraising plan must be
approved by both the Town Council and the Tamalpais Board. Little also stated that the Town had
committed $100,000 of state grant bond funds as opposed to the $150,000
indicated. The
discrepancy/misunderstanding will be researched.
M/s/c (Walter, Thornton) approve the fundraising plan in concept-- with the numbers submitted tonight and at last meeting-- with a more detailed/ specific plan to be submitted to Town & Tam Board for approval.
Director
Little recommended using www.redhillpark.com as the official
website of the RHCP JPA. Reinhard Rudke
suggested including a link to/from the Town’s website. Louise Matthews asked that a link be provided
for the dog park’s website.
M/s/c
(Thornton / Lopin ) that www.redhillpark.com be the official JPA
website and that links be included from this sight to other related sites.
A
bank account has been established for the JPA at Wells Fargo Bank including
deposits totaling of $63,000—$50,000 from a grant fund; $12,500 from the
Tamalpais Union High School District; and an individual $500 donation.
M/s/c
(Thornton/Walter) approve the Executive Director to
sign checks up to $5,000 and for amounts over $5,000 include one Board
signature, either the Chair or Vice-Chair.
Calendar accepted with following amendments: April 7, June 1, December 6. M/s/c (Walter/Lopin).
VC Wright reminded the group that according to language in the lease dog use is limited to dog park area. Andrea Vincent proposed that the soccer field walk-around track and the dog park walk-around be connected to allow for off-leash walking of dogs during non-game times. A volunteer committee would help with the cleaning of track prior to games. She suggested that a “trial period” of six months may be appropriate. She recognized Mr. Bob Bertini, as founder of the dog park. Member Lopin asked if walking dogs on-leash on the soccer track would be an option. Vincent stated that that would involve leashing dogs upon leaving the dog park to the soccer track. Vincent also stated that dogs become more nervous and aggressive on-leash. Off-leash dogs can socialize more safely.
Coach Dharma inquired about a safety perimeter between the soccer field and the fence. Reinhard Rudke replied that there is a 5-meter buffer.
Dee Calhoun, San Anselmo resident, requested separate times for small dogs versus large dogs use in the dog park.
Carol Randall, Fairfax resident, asked that the Board be mindful that the dog park provides exercise for a large number of dogs and their owners. She stated that dogs on-leash are trained to be constrained whereas dogs off-leash “play”.
Louise Matthews, supported Ms. Vincent’s dog use plan. Matthews stated that if the Town’s Skate Park project moves forward, basketball courts would be compromised. She suggested that one of the tennis courts of the Red Hill plan be devoted to a basketball court.
VC Wright stated that use discussions will continue at future meetings and reiterated that the JPA is constrained, re: park use, by the lease. Wright stated that dog concerns may more appropriately be addressed to the RVSB. Lopin stated that she would share with the RVSB the discussions.
Paul Orbach stated that Ms. Vincent’s proposal was not necessarily precluded by the lease language. He recommended that the JPA endorse the proposal
Member Thornton stated that as a “discussion item” the proposal had been discussed and it is appropriate to take the idea to the Ross Valley SB next. VC Wright affirmed that the JPA should seek input from Ross Valley. The JPA may at some future meeting vote to endorse the dog use proposal. Andrea Vincent reiterated that a trial period may address RV concerns.
DISCUSSION ITEM: Revised Cost Estimates
Reinhard Rudke revised soccer turf costs and other costs. Revised estimate is approximately $2.3 million. Rudke reiterated this was a “moving target” but he felt it was solid enough to build the budget upon. Member Thornton pointed out an addition error. Member Lopin asked for clarification about the soccer field cost estimate. Lopin also asked about the placement of a traffic signal if it was needed.
Director Little reported that the Town’s Planning and Public Works Departments would review Reinhard’s project packet and make recommendations regarding the scope of traffic and noise studies. VC Wright commended Reinhard and Peter for the design work done to date. Member Walter agreed stating that the pro bono work was outstanding.
Walter Kopp asked about the budget line item – “Town Admin.” Member Thornton replied that the line represented a project management cost, about which the Town had taken no position to date. Thornton stated that the Town to date has contributed staff time/labor to the help establish the JPA but this particular item had not been discussed. Member Walter suggested that the line item be amended to read “construction management” stating that 5% fee was reasonable for such work.
Louise Matthews asked for clarification about “dog track” and site work. She pointed out that the figure for an acre was overestimated, resulting in an inflated cost estimate (at least 2x). She asked for clarification about type of grass to be used in the dog park, suggesting “urine resistant” grass/drainage as an alternative.
DISCUSSION ITEM:
JPA Governance/ Liability
VC Wright stated that the Joint Powers Agreement allows for Board alternates, but does not require them.
The Tamalpais District and the Town of San Anselmo did not appoint alternates. Stephanie Greenleigh is the alternate for the Ross Valley School Board.
Under the terms of the lease, the Town and the Tam District are jointly liable for injuries that occur at the Park once the park is operational. The JPA stipulates that the Tam District shall be liable only for those times that Tam utilizes the park.
Walter Kopp asked when the traffic and noise studies would be concluded. Director Little stated that Planning and PW would review the project description over the next thirty days and make a recommendation regarding consultants. Once consultants were selected, the studies should be completed within another two to four weeks.
Tabled – Donation options.
DISCUSSION ITEM – D&O Insurance and Bond
Director Little reported that each agency’s carrier should cover their roles as JPA Board Members. Members should check with their respective agencies.
According to the JPA, the Board must set the bond amount for the JPA Treasurer. The Town’s insurance carrier will not extend the Finance Director’s bond coverage to her role on the JPA. Director Little will research for next meeting.
Adjourned 9:35pm.