Board of Directors Meeting
May 4, 2004
Chair Breen called the meeting to order at 7:30 pm on May 4, 2004, in the San Anselmo Town Council Chambers.
2. ROLL CALL
Present: Breen, Lopin, Thornton, Walter, Wright Absent: None
3. OPEN TIME FOR PUBLIC EXPRESSION
Heather Mitchell, 1st Street, San Rafael, commented on a TV program about the spread of the MRSA virus affecting sports teams and children who have cuts or abrasions from astro-turf.
Louise Mathews, 72 Foothill Road, questioned the absence of soccer goals and fencing in the construction and project cost estimate. She asked who are members of design committee. February and March minutes did not note a decision on the abstention of the Ross Valley School Board liaison from voting on the design and use policies. The donation options were tabled in March and not brought forward for discussion. She requested that the board discuss the confirmation letter from Sunny Hills regarding easement for secondary parking and request for use of the site in the agenda.
Director Little responded that fencing costs were listed on page 3 of the cost estimate including a 4 foot fence and 14 foot fence. This information was available at prior meetings. Design Committee members: Peter Arnold, Gene Childs, Walter Kopp, Ron Little, Reinhard Ludke & Dean Nyberg.
4. APPROVAL OF MINUTES
M/S/C (Walter/Wright) to approve the minutes of the April 6, 2004 meeting as presented.
5. TREASURER’S
REPORT
Treasurer Janet Pendoley presented the balance sheet and profit and loss statement for the period ending April 30, 2004. She indicated that the only financial transaction during this period was receipt of $28 in interest income. She also reported as follow up information that the FDIC insurance limit of $100,000 applies per depositor, so fully insuring all JPA funds would require accounts with many banks. Wells Fargo has a AAA rating and thus offers reduced risk to depositors.
6. ROSS
VALLEY SCHOOL BOARD LIAISON RERPORT
Lori Lopin reported on the school board’s response to the JPA petition dated April 14th. The board agrees to an extension of the submission date for final design plans from September 1, 2004 to December 31, 2004. Regarding the leashed dog use outside the dog park area, the board sees this as an use issue most appropriately considered as part of the full use agreement. Finally, the school board considered it inappropriate for her to recuse herself during the April meeting vote. She will check with her attorney about this issue. The board has requested a written and signed copy of all agreements including final Sunny Hills drive and the JPA construction plan extension agreement.
Paul Orbach asked when the entire use agreement would come forward. Breen responded that he thought it would be sometime during the construction period. Walter added after the major design phase, as use issues will arise when we know what we will build. Paul Orbach commented that getting support of dog walkers will be difficult without the use agreement in place.
Heather Mitchell asked the Board to indicate what space will be available for the dog walk. Rectangular space would be more efficient. Director Little responded that a design consultant will be hired, followed by a few public meetings, and design plans begun in September/October. Wright suggested that a general estimate of the space can be done with markers. Breen commented that a walk about for donors would be helped by markings. The elm tree will come down. The tennis court will not be addressed until there is money.
Louise Mathews asked about the process for the dog park design, citing the May design construction date. Walter responded that the schedule, which is on the agenda, will address the issue.
Little asked about school board expectations. Use protocols come after design plans are approved by the school board. Wright suggested that use protocols be moved forward and that the Parks and Rec Commission begin to develop them. Dean suggested we send RVSD a copy of our town rules for parks. New rules and regulations are not all expressed on signs. Dogs do need to be leashed -- a consistent rule in all parks. Otherwise, rules are not consistent across all parks.
7. FUNDRAISING COMMITTEE REPORT
Ann Murphy, Co-chair of Fundraising Committee, responded to the question about the cost estimate for soccer goals by saying that soccer goals may be donated. Naming opportunities have been deferred due to unknown cost of items. Moving up the schedule for developing the use agreement would be good because dog users, soccer and lacrosse clubs, and other groups are concerned about use of the fields. We need to specify hours available to the community to get the groups settled and to approach them for fundraising.
The committee is planning a major donor event in June, a low-key event and is developing an invitation list and location. Ann encourages people with ideas and contacts to get in touch with committee members. The FR committee is meeting every two weeks, the next meeting is on May 17th at 6:30 pm at Drake High School in Portable A. Brochures with pledge cards are ready for use. Also, letterhead and envelopes are ready and available in Ron Little's office. Murphy recognized Dee Katson, Martin Grant and Dieter Shein for their work on the brochure design, and Michael Schwab on the logo design. Breen suggested that the board recognize all the donations and in kind services provided. Murphy encouraged use of the brochures for approaching potential donors. Anyone making an initial contact can give the names to the committee and they will follow up on the fundraising effort. Breen wants to contact major donors not just for donations but for their advice and their contact with others who might be interested.
Murphy requested names of a few people needed to head up the public campaign. People working on the major donor effort can't also do the public campaign. Lopin suggested publishing a request in the school bulletins and contacting the parent club presidents with whom we might work. Murphy responded that Ellen Prodromou is the liaison between all the schools for this project.
Dee Katson reported on her grant research. Three good possibilities are: US Soccer Foundation in the fall; Kreske Foundation; and Marin Charitable Association. This is in addition to Marin Community Foundation. Secondary list includes Wells Fargo Bank, and several commercial organizations. Carter Coleman is working with businesses. Wright will talk to the president of Tamalpais Bank. Katson requested that anyone making contacts coordinate through her to avoid duplication of effort.
8. EXECUTIVE DIRECTOR’S REPORT
· Action Items
Adoption of Project Timeline: Director Little reported that the project timeline includes the
Fundraising Campaign, the Environmental Impact Report (EIR)/California Environmental Quality Act (CEQA)Process and the Design and Construction Process timelines. This schedule shows parallel activity on the EIR/CEQA and design and construction processes and presumes a preliminary negative declaration regarding environmental impact. Breen asked if we need Department of the State Architect (DSA) approval since it is on school property. Walter responded that we do since it is subject to handicap access. He discussed the timelines and working with increments for best timing of approvals and work. If construction plans are submitted in December 2004, it is hoped that DSA approval would be obtained by Spring 2005 and ready for construction specifications and bid packets in July 2005. Spring construction costs are ideal, summer construction costs more, fall and winter months are less costly but may be delayed by bad weather. Ideal is to begin construction in spring and finish by October.
Given scarcity of project funds, Wright asked if any in kind services are available for the design work. Walter reported that donors have been fully utilized. Walter further stated that the Request For Proposal (RFP) process would have to be full and formal since it is publicly funded, although a bidder could come forward with an in kind component. The aggressive dates in the schedule are necessary in order to meet the RVSD deadline of December 31, 2004. Getting the RFP going is necessary to determine the answers to a lot of currently unknown factors. Thornton asked if design costs are usually a percentage of construction cost. Walter responded that this project is not typical since the scope of work is limited to final design and DSA approval. Walter indicated that RFP would go to landscape architects and field designers. Designer needs to have body of knowledge for both.
Breen expressed his concern about having to work with Department of State Architects Office, since it is a heavily burdened bureaucracy that often causes delay. Breen directed Director Ron Little to get definitive answer from the town's Public Works Director, assuming the JPA as a public agency is doing the construction (not the school). Secondly, how do we reconcile the public versus private rules for contracting? In public rules of bidding where the lowest qualified bidder must be chosen, how is a higher bid with an in kind component compared to a lower bid without an in kind component? Breen asked about ethics of speaking with bidders about in kind. Walter responded that JPA can talk about an in kind component, but comments must be made to all bidders.
Thornton suggested that the development of use rules be incorporated into the timeline chart. Walter indicated that September 2004 "begin construction plans" is correctly "begin final design plans."
Heather Mitchell
commented that the land is located on a creek bed. Walter stated that if the
plan includes construction after October 15th, a plan for carrying
off ground water and other weather impacts would be required.
Ann Murphy asked about
the contributions from the Tam District, the town, and the Marin County $50,000
contribution. Wright said the full pledge of money is available and simply
needs to be requested. Dean Nyberg
stated that we need the construction plan in order to file for the town grant,
which may be ready this fall. Once submitted, up to 80% of funds may be
received within a couple of months. The County’s second installment of funds
has been applied for.
M/S/C (Wright/Thornton) to approve the project timeline as presented.
· Discussion Items:
Moving Forward with Development of Design/Construction Plans:
Director Little reported that the design services RFP will be developed by the design committee, sans any committee members interested in bidding on the proposal. Regarding the CEQA report, Noise Study and Traffic Studies will completed this month and go to planning. He reiterated that our timeline is predicated on a preliminary negative declaration.
Ron Little reported that Sunny Hills has given initial approval to the JPA’s request for moving the entrance gate 30 yards north, installing paved parking for 25 cars, and associated infrastructure and landscaping. Additionally, they requested signage and free access to playing field. Wright stated that signage is the town’s responsibility. Rights for use of the facility will be addressed by the Parks and Rec Commission in their development of the use agreement. The Board directed Director Little to respond to Sunny Hills' requests in the affirmative. Ann Murphy asked if their requests are included in the original cost estimate. Wright confirmed that requests are included, except for the signs.
8. COMMISSION REQUESTS FOR FUTURE ITEMS, QUESTIONS, COMMENTS TO STAFF
Wright indicated no need for his earlier request for a special meeting in June. Next meeting is scheduled for June 1, 2004, at 7:30 pm.
9. ADJOURNMENT
Chair Breen adjourned the meeting at 9:00 pm.