Board of Directors Meeting
April 6, 2004
Chair Breen called the meeting to order at 7:35 pm on April 6, 2004 in the San Anselmo Town Council Chambers.
2. ROLL CALL
Present: Breen, Lopin, Thornton, Walter, Wright Absent: None
Chair Breen honored a request that the RHCP Logo portion of the Fundraising Committee’s Report (Agenda #8) be moved ahead of Agenda Item #3.
3. OPEN TIME FOR PUBLIC EXPRESSION
Louise Mathews, 72 Foothill Road, asked if there is one location at which the agendas, staff reports, minutes, and other commentary of all groups associated with this effort could be made available. Recreation Director Ron Little responded that the meeting packets are available at the town Library and Recreation Department prior to meetings. Meeting minutes are posted following approval. He will attempt to post the documents on the town’s website and establish links to the sites of other organizations.
Heather Mitchell, 1st Street, San Rafael, commented that minutes are sometimes not specific enough. Chair Breen suggested that she listen to meeting tapes or call the Board members directly.
4. APPROVAL OF MINUTES
Bob Walter requested a correction regarding the bank account signature item. “Tamalpais School District” is correctly named “Tamalpais Union High School District.”
M/S/C (Wright/Thornton) to approve the minutes of the March 2, 2004 meeting with the above noted correction.
5. EXECUTIVE DIRECTOR’S REPORT
· Discussion Items
CEQA Status Report: Director Little reported that the noise study has been initiated with Illingworth and Rodkin, Inc. at a cost of $4,000. This company did a similar noise study for the town’s skateboard park in 2003, so they are familiar with the neighborhood, town staff and town data. The proposal was reviewed by the Design Committee.
Use Survey Update: Director Little reported that he has begun meeting with various user groups, primarily to assess their needs and expectations in moving forward to designing use schedules for the athletic field. He is also developing a field rental use survey, which he anticipates bringing to the May meeting.
· Action Items:
Traffic Study Proposal: Director Little recommended a proposal from Whitlock & Weinberger Transportation Inc, known as W-Trans, who did the traffic study for the Town’s skateboard park. The proposal, with a cost not to exceed $6,700, has been reviewed by the Design Committee. A second proposal was received with a cost of $9,000.
Louise Mathews requested that consultants include alternative modes of transportation in their count as well as access from both east and west directions. Staff was directed to discuss these items with consultants.
M/S/C (Walter/Thornton) to accept the W-Trans proposal to conduct a traffic study.
Dog Use Proposal: Staff has no recommendation on this item. Chair Breen indicated that the Board needs to decide on the proposal’s viability and submit that decision to the school district as legal owner for their response. Fundraising and design committees are waiting for resolution in order to proceed.
John Wright suggested two options: (1) approve or deny this proposal for off-leash dog use during specific times (asking RVSD rep to recuse herself); and, if denied (2) ask school district to consider a slight variation such as the option of allowing on-leash dog use in non-dog park areas observing town rules to be determined.
Walter Kopp, 19 Fern Lane, suggested that this project represents a huge loss of previously free dog use. Andrea Vincent, 6 Tamarack Rd, San Geronimo, noted the value of continuous motion for dog exercise and suggested a trial period for the dog use plan.
Chair Breen expressed concern for seniors. He also valued rules that are consistent with other town parks. Bob Walter expressed his support for a multi-use facility, but did not believe this proposal was workable. John Wright concurred, stating that the proposal is far beyond what was previously contemplated in 1997. Barbara Thornton concurred, stating that the mix of people, kids, organizational sports and off-leash dogs, even well behaved ones, represents potential safety hazards.
M/S/C (Wright/Walter) to not approve the proposal.
John Wright suggested that the Board ask RVSD to consider on-leash dog use to the extent that the town otherwise allows it. Bob Walter and Barbara Thornton concurred. Louise Mathews noted that the town’s dog use rules are not consistent across all town parks.
M/S/C (Wright/Thornton) to request that the RVSD Board amend the lease agreement to allow on-leash dog use outside the designated dog park area, excluding athletic field, tennis courts, bathrooms and areas designated for other uses.
Treasurer’s Bond: Director Little recommended the purchase of a $100,000 dishonesty bond at a cost of $326 to cover the JPA’s Executive Director and Treasurer.
M/S/C (Thornton/Walter) to approve the purchase of dishonesty coverage as recommended.
6. TREASURER’S
REPORT
Treasurer Janet Pendoley presented the balance sheet and profit and loss statement for the period ending March 31, 2004. She indicated that the JPA current equity totals $63,228, with income including a $50,000 grant, $13,500 in donations, and $3 in interest income. $275 was expended for banking supplies. The accounting system and donor database is now established and ready for activity. In response to Chair Breen’s question regarding appropriate safeguards, Pendoley indicated the segregation of duties between herself and Director Little. Lopin commented that Quickbooks software offers an audit tracking system. Pendoley indicated that it has been turned on.
7. ROSS VALLEY SCHOOL BOARD LIAISON REPORT
Lori Lopin reported that the school board has researched the issue of naming opportunities in fundraising and has given conceptual approval with the following conditions: (1) donations should be appropriate to kids, e.g. no liquor, cigarettes; (2) signs should be tasteful, e.g. size, location; and (3) the school board wants final design approval of design concepts. Ann Murphy suggested that naming opportunities should fit within the Schwab design concept. John Wright suggested that the Board develop templates and apply the design concepts to specific situations.
8. FUNDRAISING COMMITTEE REPORT
Ann Murphy, chair of the Fundraising Committee, reported on her meeting with Michael Schwab and his agreement to provide a logo for RHCP. Michael Schwab presented his design, explaining his desire for it to be simple and using a typography good for various printing needs. He suggested possible uses of the logo, including t-shirts with different park use symbols such as dogs, runners, tennis players. He explained that he eliminated the word “community” from the logo because he felt it too cumbersome. The “red hill” red color of his design reflects the earthy, clay soil color of the park itself.
Board members thanked Mr. Schwab for his work and expressed their appreciation of the design, the ability to add different park use images beneath the logo, and its easy adaptation for various uses. There was consensus that the word “community” could be deleted from the logo and retained as the formal legal name whenever necessary.
On other Fundraising Committee activities, Ann Murphy reported that they have met several times, assigning potential donors for contact by committee members, working on the brochure design, and working on the fundraising activities timeline. She is currently pricing the cost of printing. She indicated the need to find someone to replace grant researcher Brock Green, who is moving into the major donor fundraising function. People are also needed to run the public campaign. Walter Kopp reported that they have made a good start. He believes the interest of the soccer and lacrosse communities needs to be revitalized. Chair Breen stressed that the sports organizations’ endorsement is a valuable factor in obtaining donations.
9. DESIGN COMMITTEE
Director Little reported that Reinhard Ludke and Walter Kopp met with the Ross Valley school district on March 11th and they approved the design concept with qualifications: the addition of a separate dog park access from the Sunny Hills Drive; and a grade site to allow for future direct access to the soccer field. Chair Breen noted the severe slope of the area and Lori Lopin responded that the walkway would be sloped sideways along the hillside. John Wright clarified that the only design concept was approved by RVSD, but it is sufficient to go out to bid. Lori Lopin commented that the school district does not foresee difficulty in changing plan deadlines if necessary.
Ann Murphy commented that her understanding from Reinhard is that a switchback walkway will be expensive. Barbara Thornton requested staff clarify the final design features and their costs. This will be flushed out during the design development phase of the project.
10. COMMISSION REQUESTS FOR FUTURE ITEMS, QUESTIONS, COMMENTS TO STAFF
No commission requests were made for future agenda items. Chair Breen requested that the fundraising committee not hesitate to come to the Board for help, as needed.
Chair Breen noted that he is working on the Marin Community Foundation grant and getting Rotary sponsorship.
Barbara Thornton thanked staff for their work and the fundraising committee for the Schwab design.
Bob Walter reported on the consortium that he and Director Little attended, commenting on the power of networking within the recreation community.
Lori Lopin thanked the Board for the opportunity to participate.
Next meeting is scheduled for May 4, 2004 at 7:30 pm.
11. ADJOURNMENT
Chair Breen adjourned the meeting at 9:25 pm.