RED HILL COMMUNITY PARK JOINT POWERS AUTHORITY
MINUTES
CALL TO ORDER
Chair Wright called the meeting to order at 6:00 p.m. in the Council Chambers at San Anselmo Town Hall.
ROLL CALL
Present: Breen, Thornton, Walter, Wright Absent: McCallum
1. APPROVAL OF AGENDA
Chair Wright requested that Agenda Item #4 Open Time for Public Expression be moved to the end of the agenda.
M/s, (Walter/Breen) to approve agenda as amended.
Ayes: Breen, Thornton, Walter, Wright Absent: McCallum
2. APPROVAL OF MINUTES.
Chair Wright requested that the spelling of Sarah Schoenig’s name be corrected on page 2.
M/s, (Thornton/Walter) to approve the minutes for the March 5, 2008 meeting as amended.
Ayes: Breen, Thornton, Walter, Wright Absent: McCallum
3. TREASURER’S REPORT
Janet Pendoley presented the written Treasurers report for the period ending May 31, 2008 indicating recent expenditures for the annual audit and insurance premium.
4. OPEN TIME FOR PUBLIC EXPRESSION (moved to #6)
Requests were made for reconsideration of the use of artificial turf.
Martin Grant, fundraising committee representative, reported that he is anxious to begin phase 2 fundraising and solicited new group members. Ann Murphy asked about the timing of construction, anticipated for mid-July, and suggested a ground-breaking event for that time.
A request was made for longer hours of operation in other town parks while the dog park is closed for construction.
5. Action Item -- AUTHORIZATION TO AWARD BID FOR CONSTRUCTION OF RED HILL COMMUNITY PARK TO MICHAEL PAUL CONSTRUCTION
Chair Wright summarized the bid process and indicated that Michael Paul Construction was the lowest bid. The bid for phase 1 construction does not include field turf and the restroom, which will be purchased through the State purchasing program CMAS and therefore will not require a bid process. The bid also does not include the walking path, parking, and fencing.
Chair Wright referred to a document entitled Funding Sources, and indicated that phase 1 includes the field, track, fencing, walking path, and parking, but excludes the sport court, most or all landscaping, switchback ramp, and dog park improvements other than fencing and draining. He noted that the total amount available including commitments is $2,924,515 and the estimated phase 1 project cost is slightly less at $2,802,000.
Chair Wright indicated that transfer of the property must occur before actual construction begins.
M/s (Walter/ Breen) to award the bid to the lowest responsible bidder, Michael Paul Construction, for $1,538,700 and delegate authority to the JPA Executive Director and the Tam Unified High School District Director of Modernization to execute all written agreements on behalf of the JPA and that upon execution of the final written agreements and closing of the Red Hill property purchase, a Notice to Proceed be issued for the commencement of the construction work.
Ayes: Breen, Thornton, Walter, Wright Absent: McCallum
6. DISCUSSION OF CHANGES TO JPA AGREEMENT DUE TO PROPERTY SALE
Chair Wright stated that there are two areas of change needed to the JPA Agreement. First, the JPA must be disconnected from the lease agreement, possibly an item for the next meeting agenda. Second, new language is needed regarding ongoing responsibilities including field use scheduling and park maintenance. These changes may require more time and discussion among JPA members, perhaps in a meet and confer setting.
7. BOARD REQUESTS FOR FUTURE AGENDA ITEMS, QUESTIONS AND COMMENTS TO STAFF; STAFF MISCELLANEOUS ITEMS
None.
8. ADJOURNMENT
The meeting was adjourned at 6:40 p.m. to the next meeting, the date of which was not determined.
Respectfully submitted,
Janet Pendoley
Treasurer, Red Hill Community Park JPA
Finance & Admin Services Director, Town of San Anselmo