Board of Directors Meeting
July 6, 2004
Chair Breen called the meeting to order at 7:30 pm on July 6, 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
Brad Rowlin, Greenfield Avenue, submitted to the Board a petition with 174 signatures which expresses dissatisfaction with the Red Hill Community Park project.
Gil Deane, 25 Carlson Court, expressed his opinion that the voting process was inappropriate due to the children's ability to vote and that one acre for dog use is not adequate.
Nancy O'Cota, P.O. Box 520, participated in the Friends of the Red Hill Community Park as a grant writer. She reminded the Board of Angela Wood’s letter regarding her dissatisfaction with prohibitions on uses of the site.
Kiosi, 20 Hillside, stated that he strictly opposed the park being turned into an astro-turf soccer field because he needs room to play with his dogs.
Elaine Snyder, Greenfield Avennue, commented that the Town should not spend money on the park in light of the current budget problems.
Cindy Ross, 173 Lansdale, Fairfax, commented that the dog park is wonderful and hates to lose it and so urged the Board to leave the park as is.
Rachel Schutt-Mesrahi, 50 Oak Knoll Avenue, commented that the dog park is a tremendous asset to families and is a social venue for the community of dog owners.
John William Wright, 136 Jordan Avenue, commented that in his experience as a former town athlete as well as an athletic coach that Memorial Park is very difficult to play on. He cited several other dog parks available locally including Deer Park School, Robson lower lawn and the Solano playground in Sun Valley. He supports the development of playing fields at Red Hill because of the serious lack of field space and large number of teams competing for it.
Ann Swett, 2 Olive Avenue, commented that she is a new resident drawn to the area because of the dog park. Her concerns extend beyond the loss of the park for dogs to issues including traffic impacts and use of school funding for this purpose.
Louise Mathews, 72 Foothill Road, commented that since Drake High School will have the use of the soccer field, they should pay the $275,000 cost of relocation of the tennis courts.
4. APPROVAL OF MINUTES
M/S/C (Thornton/Wright) to approve the minutes of the May 4, 2004 meeting as presented.
5. TREASURER’S REPORT
Treasurer Janet Pendoley presented the balance sheet and profit and loss statements for the periods ending May 31 and June 30, 2004. She indicated that $55 was received in interest income during this period. Expenditures included $326 for the purchase of insurance, $220 for fundraising supplies for the June event, $1092 for printing costs, $4,000 for the noise study, and $937 and $3,194 installment payments for the traffic study. As of June 30th, the JPA's assets totalled $53,542. Director Ron Little indicated that there will be a final payment for the traffic study, for a total contract cost of $6,700.
6. ROSS VALLEY SCHOOL BOARD LIAISON RERPORT
Lori Lopin asked if the Amendment regarding the extension of the plan submittal to the Ross Valley School District from September 1, 2004 to December 31, 2004 has been signed. Ron Little responded that it has been signed by the superintendent. She asked about the amendment regarding the additional parking from Sunny Hills. Ron Little responded that his report later in the agenda would address the matter. She reported her follow up with the RVSB attorney, Nancy Klein, on the issue of her participation in discussions and voting on JPA issues. Ms. Klein’s advice was that she can discuss and vote on issues unless she has a fiduciary or employment interest in the matter and that the RVSB prefers that she do so. She reported that she passed out the park rules to all members. She responded to Louise Mathews’ May 27th question regarding the well located on the field by reading responses from the school district acknowledging their awareness of the well and from Rinehard Ludke, who indicated 3 options: abandon the well requiring that it be sealed and cap; use the well for landscape irrigation; or use the well for potable water which may not be viable. The decision will be made during the design phase. In response to a question from John Wright, Ms. Lopin reiterated that the RVSB felt that the on-leash dog use option was appropriately addressed with other use issues. She concluded her report with an expression of concern regarding a comment made at the last meeting that the petition for the school’s parcel tax would not be supported by dog owners unless the dog park is enlarged.
7. FUNDRAISING COMMITTEE REPORT
Ann Murphy, Oak Springs Drive, Co-chair of Fundraising Committee, reported that she is currently working on the major donor campaign. Her group is meeting every two weeks to achieve the JPA’s timetable. A major donor fundraising was held on June 7th at Robson House with key community and business leaders. A powerpoint presentation on the park and its initial design was favorably received and resulted in pledges for cash donations as well as for in-kind support. Committee members are following up with those individuals. The focus now will be on three small fundraising events, a breakfast, luncheon, and dinner event to better accommodate people’s schedules. The committee is encouraging donors to hold their own fundraising events to solicit the support of their friends. Ms. Murphy reported the Town’s Chamber of Commerce held a small fundraiser during the recent Art & Design Festival. Two or three people have volunteered to work on the public campaign beginning in September, selling tee-shirts in schools. Grant applications are being drafted. Meetings have been scheduled for potential donors interested in naming opportunities for the fields. In conclusion, Ms. Murphy reported that the committee is on track in terms of the timeline, if not donation levels. John Wright reported that he and Peter Breen met with Tamalpais Bank and will meet with Wells Fargo and other corporations. Ms. Murphy commented that getting to the final design stage will help the fundraising efforts significantly. Wright commented that flexibility needs to be maintained, recognizing that there is a correlation between funding and design. If the money does not come, the result may be to do the plan in phases or move to a more modest plan. Ms. Murphy noted that the fundraising committee meetings are entirely open and suggestions and criticism are welcome. In response to a question by Louise Mathews, it was noted that to date all donations are unrestricted for use.
8. EXECUTIVE DIRECTOR’S REPORT
· Update
Director Ron Little thanked the fundraising committee for their efforts on the Robson event. Regarding the amendment to the lease agreement extending the plan submittal deadline to December 31, 2004 , all three agencies have signed it. The amendment regarding the easement at Sunny Hills has verbal agreement but needs a legal identification/definition of the area. The Parks and Rec Commission meeting scheduled for this Thursday at 7:30 pm in the Town Council Chambers will have an action item to appoint a sub-committee to develop the use policies and protocols for the park as well as to develop a process for this task. The Commission will incorporate public meetings into the process in order to solicit public input. Peter Breen remarked that this entire project is a multi-dimensional process that offers residents many opportunities for positive input and to be part of the process.
· Action Items
Award Design Review Contract: Director Little reported that an ad hoc committee completed the Request for Proposals (RFP) document seeking consultant services to bring the preliminary design approved by the three agencies to its final design form for submittal to RVSB by December 31, 2004. The committee was comprised of Director Ron Little, Parks Director Dean Nyberg, Parks & Rec Commissioner Gene Childs, and JPA Board member Bob Walters. The scope of services includes: finalizing the design detail, performing site reconnaissance, facilitating up to three public meetings, coordinating with the public utilities and other agencies, working with the Office of the State Architect, providing documentation to the JPA Board, and providing complete and accurate final design plans which include site elevations for submission to the RVSB in December 2004. The RFP was sent to 9 firms and 4 firms responded. The committee reviewed the proposals independently using a set of criteria and then met as a group to discuss their assessment. Of the 4 firms, the group concluded that 3 were very well qualified and without distinctive differences. In the final analysis, cost was the deciding factor. The report attached to the agenda listed the competing firms and their bid information. The committee recommends that the lowest bidder, Abey Arnold Associates, be awarded the contract in the amount of $46,400. In response to an audience question, Ron Little indicated that the review and assessment documents are available in his office. John Wright commented that the 3 public meetings will offer an opportunity to address several issues raised during this meeting. Bob Walters added that modifications to the design due to physical land and usage issues will be inevitable during this final design phase.
Ann Swett questioned the viability of financing the services with fundraising efforts. Bob Walters responded that the ideal design is being developed but may be modified to meet the level of fundraising success. Rachel Schutt-Mesrahi asked if dog owners have been surveyed as to whether they will use the enclosed dog area. Gil Deane disagreed with the notion that the dog park has been a compromise.
M/S/C (Wright/Thornton) to award the design review contract to Abey Arnold Associates in the amount of $46,400.
· Discussion Items:
Traffic Study/CEQA Progress: Director Little read the six conclusions from the Traffic Study Report. He then indicated the consultant’s two recommendations were: signalization at Sir Francis Drake Boulevard/Sunny Hills Drive is not recommended; and low-level landscaping should be used to achieve adequate sight distance from the driveway to the new parking lot. A request was made from the audience that the lease agreement including the amendments and noise and traffic studies be put on the website. In response to a question from the audience, Ron Little indicated that this is the same firm that performed the study for the skateboard park and that no data from the skateboard park study was used in the community park study.
9. COMMISSION REQUESTS FOR FUTURE ITEMS, QUESTIONS, COMMENTS TO STAFF
No requests.
Next meeting is scheduled for Tuesday, August 3, 2004 at 7:30 pm in the Town Council Chambers.
10. ADJOURNMENT
Chair Breen adjourned the meeting at 9:15 pm.
Respectfully Submitted,
Janet Pendoley
Treasurer, Red Hill Community Park JPA
Finance and Administrative Services Director, San Town of Anselmo