RED HILL COMMUNITY PARK JOINT POWERS AUTHORITY
DRAFT MINUTES
1. CALL TO ORDER.
Chair Wright called the meeting to order at 7:30 p.m. in the San Anselmo Town Council Chambers.
2. ROLL CALL.
Present: Breen, Thornton, Walter, Wright. Absent: Lopin
3. INTRODUCTION OF NEW JPA EXECUTIVE DIRECTOR
Chair Wright introduced the new Executive Director, Doug Long, and welcomed him to the Red Hill Community Park JPA project.
4. APPROVAL OF MINUTES.
M/s, Breen/ Thornton, to approve the minutes as presented.
Ayes: Breen, Thornton, Wright. Abstain: Walter Absent: Lopin
5. TREASURER’S REPORT.
Janet Pendoley presented the written Treasurers report for the period ending March 31, 2005. She introduced a new report format that presents a Profit and Loss Statement for the full period of the JPA project to date, noting that the benefits of this format are the ability to see the total project finances as well as being in a more user friendly format.
6. DIRECTION REGARDING AUDIT REPORT, FOR PERIOD 1/04 TO 6/05.
Janet Pendoley presented the staff report, indicating that the JPA is legally required to conduct an annual audit by an independent certified public accountant. Discussion ensued regarding the possibility of finding an in-kind donation, although the issue of independence was of concern.
M/s, Walter/Thornton, to direct staff to obtain quotes to provide auditing services and to select the best qualified firm, as determined by the Executive Director.
Ayes: All. Absent: Lopin
7. APPROVE HIRING OF PLANNING CONSULTANT FOR PLANNING PROCESS.
Interim Director Debbie Stutsman presented the staff report,
noting that the Town does not have the staff to provide these services. The
Interim Planning Director, Lisa Wight, has found a well qualified consultant,
who has provided a bid for these services in the amount of $21,210, depending
upon the number of public meetings required. Breen expressed his interest in
ensuring that the planning consultant not be asked to engage in an extended
degree of public involvement regarding the park development. Debbie responded
that the planning consultant is working for the Town under the supervision of
the Planning Director. As applicant, the JPA deposits the funds with the town
to cover this expense, and at any time has the ability to withdraw the
application. The benefit of the full process is a clean record for the public
as well as good publicity for the project. Debbie Stutsman commented that the
Town must be especially careful to follow the law.
M/s, Thornton/ Walter, to approve expenditure of $21,210 for a planning consultant to handle the planning process for the park and for the amount not to exceed the $21,210 without notification to the JPA Board.
Ayes: All Absent: Lopin
8. SET NEW REGULAR MEETING TIME.
Chair Wright introduced the matter of changing the regular meeting time to accommodate the Executive Director's schedule and also to move to a bi-monthly schedule or on an as-needed basis. Thornton commented on the value of having a regular time set aside. Consensus was in favor of the third Wednesday of every other month at 7:30 pm in the Town Council Chambers.
9. BOARD REQUESTS FOR FUTURE AGENDA ITEMS, QUESTIONS AND COMMENTS TO STAFF; STAFF MISCELLANEOUS ITEMS.
Chair Wright asked for a report on long term strategies for fundraising to be presented at the next meeting.
10. OPEN TIME FOR PUBLIC EXPRESSION.
Ann Murphy reported that the fundraising committee is changing their meeting schedule also, and are concentrating on the major donor campaign in the coming months. She requested Board assistance in this endeavor. The application for the Marin Community Foundation grant has been redrafted and is ready for review and submission.
11. ADJOURNMENT.
The meeting was adjourned at 8:05 p.m. to the next meeting on Wednesday, June 15, 2005.
Respectfully submitted,
Janet Pendoley
Treasurer, Red Hill Community Park JPA
Finance & Admin Services Director, Town of San Anselmo