Hayward Area Recreation and Park District 1099 E Street, Hayward, CA 94541 (510) 881-6700 MINUTES October 12, 2015 MEETING PLEDGE TO FLAG ROLL CALL The Regular Meeting of the Board of Directors of the Hayward Area Recreation and Park District was called to order by President Paul W. Hodges, Jr. at 7:00 p.m. on Monday, September 28, 2015, in the Board Room of the Administration Building at 1099 'E' Street, Hayward, California. The Pledge of Allegiance was followed by Roll Call. Directors: Andrade, Hatcher, Hodges, Jameson, Pereira Staff: Ely, Giammona, Gouveia, Lewis, Trimble MONTHLY PROGRAM & OPERATIONS REPORT Golf Operations Manager Dan Giammona introduced Golf Supervisor Pete Fleming, who was in attendance to give a report on golf maintenance, improvements and overall conditions of the golf courses. Mr. Fleming stated that his experience included having over 20 years in the golf industry; and noted that his most important duty is managing the 10 employees that work for him and to lead by example. His employees arrive early on a regular basis excited to get to work. Mr. Fleming believes in being a good steward of the environment, thus every effort is made to use common sense and environmental friendly products before resorting to the use of chemicals. To that end, reclaimed water is used at Skywest Golf Course, trees are routinely trimmed to increase air flow, and a healthy environment is maintained for wildlife. Director Hatcher stated that he appreciates the details of Mr. Fleming s report and inquired if reclaimed water could also be used at Mission Hills of Hayward Golf Course. Mr. Fleming stated that the use of reclaimed water at Mission Hills would not be feasible due to delivery issues. Director Hatcher also confirmed with Mr. Fleming that there has been very little opposition to Foot Golf by the regular golfers; and the expectation is that the new sport will grow in popularity. Director Jameson commented that the golf courses look great; however, she is concerned about the blue algae in the pond. Golf Operations Manager Dan Giammona explained that the blue algae is a seasonal issue and is a result of the warm weather conditions. Mr. Fleming and his staff are strenuously working to eradicate the problem. M-1516-07 - 1-10/26/2015
Minutes October 12, 2015 Page 2. MONTHLY PROGRAM & OPERATIONS REPORT Ms. Jameson also confirmed with Mr. Fleming that the neighbors in close proximity to the golf courses have not had any issues with errant golf balls. Director Hodges thanked Mr. Fleming for his report. PUBLIC COMMENTS Mr. Ray Dominguez, Hayward, CA, addressed the to introduce himself as the new Field Maintenance Supervisor for the Hayward West National Little League. He has been with Hayward West doing his best to take care of the parks. Mr. Dominguez noted that a 50-70 field (a field designed for older youth) is being contemplated. However, the league is low on funds to support the development of a new field and would like to expand to include night games and add more teams as a way to generate more funds. Director Jameson inquired about enrollment. Mr. Dominguez did not have enrollment statistics available, however, he stated that he is seeking to bring more kids into the league. Director Hodges stated that Cannery and Sunset have lighted fields for night games. Mr. Dominguez in closing, noted that the season is closing and this year the league has all new board members. CONSENT CALENDAR It was moved by Director Minane Jameson, second by Director Rick J. Hatcher, and unanimously carried to adopt the Consent Calendar as set forth below. (Ayes: Andrade, Hatcher, Hodges, Jameson); (Abstain: Pereira) Minutes R-11516-38 Personnel AND STAFF PRESENTATIONS Approval of the Minutes of the Regular Meeting of the Board of Directors on Monday, September 28, 2015 at 7:00 p.m. Authorization to Appoint and Separate Hourly Employees as Listed in Resolution No. R-1516-38 Staff reported that on Monday, May 26, 2015, the Board of Directors awarded a contract for the Renovation of Greenwood Park to Suarez & Munoz Construction, Inc. of Hayward in the amount of $2,061,000. Greenwood Park: Renovation The scope of the work includes a plaza with group picnic areas, a new play area, basketball courts, a skate plaza, a community art piece, and open turf space. On September 28, 2015, the Board approved Change Order No. 1 in the amount of $4,169.00. However, during the course of construction it was determined that additional work is needed. The work includes the installation of 6 x6 10-gauge wire mesh ($2,775.85), widening the concrete pathway by 2 ($5,640), extending the concrete pathway to driveway ($4,680), installing four (4) 3 x6 concrete pads for benches ($720), and a credit for the concrete driveway (-$1,464) totaling $12,351.85. M-1516-07 - 2-10/26/2015
Minutes October 12, 2015 Page 3. AND STAFF PRESENTATIONS The new contract amount is $2,077,520.85. The architect s estimate for the Renovation of Greenwood Park was $2,000,000. Funding is available from City Park Dedication In-Lieu Fees. Therefore, Staff recommended approval of Change Order No. 2 in the amount of $12,351.85 for the Renovation of Greenwood Park. Director Hodges discussed the diagram with Staff, focusing on the areas that would be widened. Director Jameson suggested that the amount of plantings be reduced to conserve water. Director Andrade commented that with the recent discussion regarding Fairmont Terrace Park and now the Change Order concerns regarding Greenwood Park renovations reinforces that it is the District s responsibility to foresee whether maintenance and emergency vehicles can be accommodated in the designs. He also noted that although it is prudent to cut back on landscaping due to the drought conditions; however, there is still a need for a walking surface. Director Hodges stated that the architects should know to address maintenance vehicle issues; and noted that the Change Orders are not going out to bid, and therefore the District is not availed of competitive pricing in these instances. Director Andrade suggested that going forward, Staff be more explicit in job specifications so as to be clear how the District maintains its parks; and ensure that maintenance staff are included in the process. Director Hatcher stated that he would like to see more details included in master plan diagrams. General Manager John Gouveia stated that all of the specifications have to meet certain standards. Staff will discuss the reevaluation of specifications and ensure they meet day-to-day use requirements. Director Hodges commented that with the fees paid to the architects shortfalls that they should have foreseen should not have to be pointed out by the public. Director Andrade state there needs to be reasonable performance standards. M-1516-07 - 3-10/26/2015
Minutes October 12, 2015 Page 4. AND STAFF PRESENTATIONS R-1516-39 Approval of Change Order No. 2 Hayward Youth and Family Services Center: Phase I Governance Structure Following discussion and comments, it was moved by Director Louis M. Andrade, second by Director Carol A. Pereira, and unanimously carried to adopt the following as set forth below. (Ayes: Andrade, Hatcher, Hodges, Jameson, Pereira) Resolution No. R-1516-39 Approving Change Order No. 2 for the Renovation of Greenwood Park. Staff reported that the Phase One governance group for the proposed Hayward Youth and Family Services Center is comprised of staff and one elected official from each of the three primary stakeholder public agencies, namely the City of Hayward, Alameda County and HARD. On August 24, 2015, President Hodges was appointed as the elected official representing the District. The recommended legal instrument for forming the Phase One governance group is a Memorandum of Understanding between the three partner agencies. This could evolve into a Joint Powers Agreement or similar instrument at a later time as needed. At the group s first meeting a draft MOU was distributed and since that time has been revised based on input from the three agencies. Staff recommended that the Board of Directors authorize the General Manager to execute the Memorandum of Understanding for Phase One governance group for the proposed South Hayward Youth and Family Multiservice Center. R-1516-40 Authorizing Execution of MOU General Manager John Gouveia stated that the next meeting of the South Hayward Youth & Family Center Steering Committee will be on Thursday, October 15, 2015 at 3:00 p.m.; and explained that Phase I will determine if there needs to be any transfer of property, Phase II will determine the type of services that will be provided. Following discussion and comments, it was moved by Director Louis M. Andrade, second by Director Minane Jameson, and unanimously carried to adopt the following as set forth below. (Ayes: Andrade, Hatcher, Hodges, Jameson, Pereira Resolution No. R-1516-40 Authorizing the General Manager to Execute a Memorandum of Understanding with the City of Hayward, and Alameda County for the Phase I Governance of the Hayward Youth and Family Services Center M-1516-07 - 4-10/26/2015
Minutes October 12, 2015 Page 5. COMMITTEE REPORTS Finance and Program, Policy and Public Relations: HARD Bond Measure Finance and Program, Policy and Public Relations: The Board of Directors has engaged the services of Godbe Research to conduct a bond measure feasibility survey regarding a potential bond measure that could come before the voters in 2016. The next step in the process is to hire a Strategy Consultant who will provide pre-electoral strategic consulting to the District. It was recommended that we have this consultant on board prior to conducting the poll. The District received four proposals from various consultants and the Bond Measure Feasibility Study Ad Hoc Committee made up of President Hodges and Director Andrade along with Staff interviewed two firms on Monday, October 5, 2015. The two firms were CliffordMoss and the Lew Edwards Group. After careful consideration the committee recommends that the Board of Directors authorize Staff to enter into an agreement with CliffordMoss. CliffordMoss has done work for both the City of Hayward and the Hayward Unified School District on some of their most recent revenue enhancement measures, and has a 95% success rate. They are very familiar with our District and the committee felt they were the best fit for us at this time. Staff, therefore, recommended that the Board of Directors authorize the General Manager to enter into an agreement with CliffordMoss for an amount not to exceed $6,000 per month plus approved business expenses to provide strategic consulting services. Ms. Bonnie Moss, Ms. Amanda Clifford; CliffordMoss General Manager John Gouveia stated that Ms. Bonnie Moss and Ms. Amanda Clifford from CliffordMoss were present to answer any questions from the Board. Ms. Moss addressed the Board and expressed her gratitude to be a resident, and noted that she was impressed with Golf Supervisor Pete Fleming s report on the status of the District s golf courses. She went on to note that CliffordMoss has done its best work in partnership with Godbe Research. Her firm is very familiar with the Bond Measure process and working with Godbe Research will ensure a team effort of preparing the District for election. Ms. Clifford commented that she has worked in Hayward extensively and was pleased that the District s interview process was so candid. Director Andrade stated that both Godbe Research and CliffordMoss are good consultants and he admires the 100% success rate. He added that the Board Members also need to be proactive in the process. Ms. Clifford stated that she will ensure everyone is properly trained on how to engage the public. Director Hodges noted that CliffordMoss research was more extensive than the other consulting firms that were being considered. M-1516-07 - 5-10/26/2015
Minutes October 12, 2015 Page 6. COMMITTEE REPORTS Authorizing Agreement with Consulting Firm REPORT ON BOARD MEMBER ACTIVITIES Following discussion and comments, it was moved by Director Rick J. Hatcher, second by Director Carol A. Pereira, and unanimously carried to adopt the following as set forth below. (Ayes: Andrade, Hatcher, Hodges, Jameson, Pereira Resolution No. R-1516-41 Authorizing the General Manager to Enter Into a Professional Services Agreement With Consulting Firm to Provide Pre-electoral Strategic Consulting. Director Hodges reported his attendance at the groundbreaking ceremony for the new library, the art show reception at the Hayward Shoreline Interpretive Center, and the District s Citizens Advisory Committee (CAC) meeting. He asked Recreation Superintendent Kerrilyn Ely to give a report on the CAC meeting; and she reported that two new members were appointed, and the discussion included suggestions for renaming the Hayward Dog Park. Assistant General Manager Todd Trimble provided an update on the Bond Measure Feasibility project; and Recreation Superintendent Kerrilyn Ely provided an update on the Recreation Department. Director Hodges continued to report his attendance at the Hayward Volunteer Recognition Dinner, the Annual Hayward Chamber of Commerce Business Expo, the Eden Area AG Day Mixer at Rowell Ranch Rodeo Park, and FamFest. He also attended a meeting with Supervisor Valle along with Director Andrade to discuss healthcare. Director Hatcher reported his attendance at the Cherryland Fire Station Groundbreaking ceremony, FamFest and the Annual Hayward Chamber of Commerce Business Expo. He also noted that he gave a soil class for fourth graders. Director Pereira reported that she had been away from the District on vacation, however, she did attend the Hayward Volunteer Recognition Dinner and the Eden Area Chamber Mixer; and visited San Lorenzo Park. Director Jameson reported that she attended many of the same events reported by other Board Members. She noted that it was nice to see Sulphur Creek Nature Center represented at the Business Expo. She attended the Hayward Volunteer Recognition Dinner, and FamFest. She plans to attend the Green Business Collaborative where Recreation Supervisor Daniela Keiffer will receive an award. Director Jameson stated that she and Director Andrade are co-chairs on the Land Acquisition ad hoc Committee and she wanted to know if Staff had a standard letter to send to property owners who own land that the District may be interested in acquiring. M-1516-07 - 6-10/26/2015