AGENDA Wednesday, March 20, :30 a.m. CAPRI/CARPD Office 6341 Auburn Blvd., Suite A Citrus Heights, CA (916)

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1 CALIFORNIA ASSOCIATION OF RECREATION AND PARK DISTRICTS BOARD OF DIRECTORS MEETING AGENDA Wednesday, March 20, :30 a.m. CAPRI/CARPD Office 6341 Auburn Blvd., Suite A Citrus Heights, CA (916) CALL TO ORDER (President Limbaugh) 2. ATTENDANCE (Secretary Faltings) 3. AGENDA MODIFICATIONS/APPROVAL (President Limbaugh) 4. PRESIDENTS REPORT (President Limbaugh) A. Committee Assignments... Page 3 B. Board of Directors Roster... Page 4 5. MINUTES (Secretary Faltings) A. January 16, Page 8 6. CORRESPONDENCE (Exec. Dir. Cabulagan) 7. PUBLIC COMMENTS This time is reserved for members of the public to address the Board relative to matters of CARPD not on the agenda. No action may be taken on non-agenda items unless authorized by law. 8. FINANCIAL REPORT (CFO McGreehan) A. Financial Statement February 28, Page COMMITTEE REPORTS/MEETINGS A. Nominations Committee February 25, 2013 (Chair Gibson)... Page 19 B. Finance Committee February 26, 2013 (Chair McGreehan)... Page 20 C. Conference Committee March 14, 2013 (Chair Hostetler) D. Legislative (Exec. Director Cabulagan) E. Awards (Chair Faltings) F. CAPRI (Exec. Dir. Cabulagan)

2 CARPD BOARD OF DIRECTORS MEETING March 20, 2013 Page OLD BUSINESS A. Annual Membership Dues (Exec. Dir. Cabulagan)... Page 21 B. Website (Exec. Dir. Cabulagan)... Page 22 C. CARPD Logo (Exec. Dir. Cabulagan)... Page 23 D. CARPD Vacancy (Exec. Dir. Cabulagan)... Page NEW BUSINESS A. CSDA Legislative Days... Page CARPD CALENDAR OF EVENTS (Exec. Dir. Cabulagan)... Page EXECUTIVE DIRECTOR S REPORT (Exec. Dir. Cabulagan) 14. BUSINESS ITEMS FOR NEXT MEETING (President Limbaugh) 15. CLOSING COMMENTS This time is reserved for comments by Board members and Staff and to identify matters for future Board business. *A. Board *B. Staff 16. ADJOURNMENT NOTICES: The next CARPD Board of Directors meeting will be held on May 16, 2013 at the Embassy Suites Hotel in South Lake Tahoe, CA.

3 2012/2013 COMMITTEE ASSIGNMENTS Note: Committee Chairs First Board Member Listed 2013 Conference Committee Hostetler, Severin, Faltings, Sloan, Gibson Awards Committee Faltings, Hostetler, Fraher Budget / Finance Committee McGreehan, Gibson, Limbaugh Nominations / Elections Committee Gibson, Smith, Severin, Sloan Legislative Committee Smith, Meraz, Fraher Bylaws Policy McGreehan, Smith, Meraz Environmental Sustainability Limbaugh, Gibson, Smith, McGreehan Membership / Legislative Advocacy Gibson, McGreehan, Faltings CSDA Representative Sloan Page 3

4 PRESIDENT California Association of Recreation & Park Districts BOARD OF DIRECTORS ROSTER Fiscal 2012 / 2013 Mike Limbaugh Hesperia Recreation & Park District D/Fax (760) P.O. Box , Hesperia, CA D/Fax (760) Res: 7025 Jenkins Ave, Hesperia, CA Home (760) shmrokmike@msn.com PRESIDENT ELECT Gene Hostetler Rancho Simi Recreation & Park District D/Fax (805) Sycamore Drive, Simi, CA D/Phone (805) Res: 843 Ashford Street, Simi Valley CA C/Phone (805) akamrbuff@aol.com PAST PRESIDENT Joe Gibson Conejo Recreation & Park District D/Fax (805) West Hillcrest Drive, Thousand Oaks, CA D/Phone (805) Res: 3826 Calle Clara Vista, Thousand Oaks H/Phone (805) joeggibson@msn.com W/CPhone (805) SECRETARY Maryalice Faltings Livermore Area Recreation & Park District D/Fax (925) East Avenue, Livermore, CA D/Phone (925) Res: 2117 Mars Road, Livermore, CA H/Fax (925) maryalicesf@comcast.net H/Phone (925) CHIEF FINANCIAL OFFICER Al McGreehan Paradise Recreation & Park District D/Fax (530) Skyway, Paradise, CA D/Phone (530) Res: P.O. Box 1575, Paradise, CA H/Phone (530) amcgreehan@att.net Page 4

5 DIRECTORS: Odd Number Year Rick Sloan Cordova Recreation & Park District D/ Fax (916) Chase Drive, Rancho Cordova, CA D/ Phone (916) Res: 9432 Appalachian Drive Sacramento CA H/Phone (916) C/Phone (916) Vacancy Even Number Year Carol Severin East Bay Regional Park District D/Fax (510) Peralta Oaks Court, Oakland, CA D/Phone (510) Res: Chateau Ct, Castro Valley, CA H/Fax (510) H/Phone (510) Manuel Manie Meraz D/Fax (916) Hazel Avenue CA D/Phone (916) Res: 7633 Hickory Ave. H/Fax Orangevale CA H Phone (916) jmmeraz@surewest.net ADMINISTRATOR Administrator Odd Year Tarry Smith Ambrose Recreation & Park District D/Phone (925) Willow Pass Road D/Fax (925) Bay Point, CA Administrator Even Year Stephen Fraher Arcade Creek Recreation and Park District D/Fax (916) Hamilton Street D/Phone (916) Sacramento, CA H/Fax Res: H/Phone sfraher@arcadecreekrecreation.com Page 5

6 LEGISLATIVE ADVOCATE Ralph Heim O/Phone (916) Public Policy Advocates, LLC O/Fax (916) K Street, Suite 200 Sacramento, CA EXECUTIVE DIRECTOR Pat Cabulagan O/Fax (916) Auburn Boulevard, Suite A O/Phone (916) Citrus Heights, CA C/Phone (916) patcabulagan@capri-jpa.org TRANSITIONARY FINANCIAL ADVISOR Nick Schouten Valley Wide Recreation & Park District D/Fax (951) P.O. Box 907, San Jacinto, CA D/Phone (951) Res: 895 Chase St, Jacinto, CA H/P&Fax (951) nschouten@msn.com 2012/2013 COMMITTEE ASSIGNMENTS Note: Committee Chairs First Board Member Listed 2013 Conference Committee Hostetler, Severin, Faltings, Sloan, Gibson Awards Committee Faltings, Hostetler, Fraher Budget / Finance Committee McGreehan, Gibson, Limbaugh Nominations / Elections Committee Smith, Severin, Gibson, Sloan Legislative Committee Meraz, Smith, Fraher Bylaws Policy McGreehan, Smith, Meraz Page 6

7 Environmental Sustainability Limbaugh, Gibson, McGreehan, Smith Membership / Legislative Advocacy Gibson, McGreehan, Faltings CSDA Representative Sloan Additional Roster Information CAPRI Pat Cabulagan, Administrator O/Phone (916) Auburn Boulevard, Suite A O/Fax (916) Citrus Heights, CA C/Phone (916) patcabulagan@capri-jpa.org Bob Miller, Risk Manager O/Phone (916) Auburn Boulevard, Suite A O/Fax (916) Citrus Heights, CA C/Phone (916) CARPD REPRESENTATIVES ON CAPRI BOARD OF DIRECTORS Lindsay Woods D/Phone (760) Hesperia Recreation and Park District D/Fax (760) PO Box Hesperia, CA admin@hesperiaparks.com Term Expires 12/31/2013 Sam Goepp (4 year appointment) (951) Valley-Wide Recreation & Park District (951) fax P.O. Box 907, San Jacinto, CA goepp@linkline.com Term Expires 12/31/2015 Page 7

8 CALIFORNIA ASSOCIATION OF RECREATION AND PARK DISTRICTS (CARPD) MINUTES OF THE BOARD OF DIRECTORS MEETING ON JANUARY 16, 2013 A meeting of the Board of Directors was held on January 16, 2013 at The Shoreline Center, 7520 Doolittle Drive, Martin Luther King Jr. Regional Shoreline Park in Oakland, California at 9:30 a.m. MEMBERS PRESENT: Mike Limbaugh, President, Hesperia Gene Hostetler, President Elect, Rancho Simi Joe Gibson, Past President, Conejo Nick Schouten, Chief Financial Officer, Valley Wide Maryalice Faltings, Secretary, Livermore Area Rick Sloan, Cordova Al McGreehan, Paradise Carol Severin, East Bay Manuel Manie Meraz, Orangevale Stephen Fraher, Arcade Creek MEMBERS ABSENT: OTHERS PRESENT: Tarry Smith, Ambrose Patrick Cabulagan, Administrator Bob Miller, Risk Manager Tara Tappan, Administrative Assistant Nancy Schouten Joe Donofrio, General Manager Consultant Dean Wetter, General Manager, Valley Wide Frank Gorman, Board Vice President, Valley Wide 1. CALL TO ORDER The January 16, 2013 Board of Directors meeting was called to order at 10:00 a.m. by Board President Mike Limbaugh. 2. ATTENDANCE Attendance was taken by Secretary Faltings. Tarry Smith was absent from the meeting. The Board welcomed new board member Stephen Fraher. Nick Schouten introduced guests Dean Wetter, Frank Gorman, and Nancy Schouten. Page 8

9 3. AGENDA MODIFICATIONS/APPROVAL None 4. PRESIDENT S REPORT A. Committee Assignments Joe Gibson was added to the Conference Committee. Stephen Fraher was added to the Awards Committee. Al McGreehan was added to the Budget/Finance Committee and will now be the Committee Chair. Joe Gibson and Rick Sloan were added to the Nominations Committee; Joe Gibson will be the new Chair. Stephen Fraher was added to the Legislative Committee. No changes were made to the Bylaws Committee or the Environmental Sustainability Committee. Maryalice Faltings was added to the Membership/Legislative Advocacy Committee. Rick Sloan will remain the CSDA Representative. 5. MINUTES No changes were made to the October 23, 2012 Meeting Minutes. The minutes were unanimously adopted by the Board Members. 6. CORRESPONDENCE None 7. PUBLIC COMMENTS Dean Wetter, Administrator of the Valley Wide Recreation and Park District, informed the Board that Nick Schouten was not reelected to the Valley Wide Board of Directors, and will unfortunately no longer be on the CARPD Board. Valley Wide would, however, like to continue to participate on the CARPD Board. Dean then introduced Frank Gorman to the Board. Frank Gorman is the Vice President of the Valley Wide Board of Directors. He mentioned that he would like to be active, participate, and help the CARPD Board in any way that he could. 8. FINANCIAL REPORT A. Balance Sheet Nick Schouten presented his report of CARPD s balance sheet. Maryalice Faltings asked why the budgeted amount for dues is more than what actually comes in. Nick explained that this was because not all of the districts have paid their dues; one district s check got lost in the mail and some districts might be leaving. Invoices will be sent to all districts that have not yet paid their dues. Page 9

10 B. Expenditure Report Nick Schouten presented CARPD s expenditure report. Maryalice asked Nick to clarify what was represented by the Projected Budget column in the report. Nick explained that the column represented what the budget was projected to be at the end of the year. Joe Gibson suggested that the Projected Budget column in the report be changed to Projected Actual Budget. As well, he suggested that line item 205, Prior Years Conference Income, Projected (Actual) Budget be changed from $2, to $2, to make the report more accurate. Joe Gibson made a motion to accept the Balance Sheet and Expenditure report as amended. This motion was seconded by Maryalice Faltings. The motion passed unanimously. 9. COMMITTEE MEETINGS There was no discussion on Committee Meetings. 10. COMMITTEE REPORTS A Conference Report Gene Hostetler, the Conference Committee Chair, reported that the conference will be held at the Embassy Suites in South Lake Tahoe May 16-18, Executive Director Pat Cabulagan informed the Board that notices had already been sent out to the districts in the Communicator Newsletter. Registration Forms will also be sent out once the Board approves them. The Board looked over the tentative schedule for the conference. One issue that came up is that a key note speaker has not yet been found to speak during the General Membership Meeting. Pat asked the Board how much was normally spent on speakers. The Board suggested that he use his best judgment to decide what an appropriate amount would be. Lunch speakers will also need to be found. Ralph Heim will likely speak at the Friday Lunch and the Board suggested finding a local (Lake Tahoe) speaker for the Saturday Lunch. Pat also went over the speakers for the Breakout Sessions. Several speakers have already been confirmed and there are a few that have agreed to speak, but have not confirmed a time and date yet. The Board suggested giving conference attendees a break on either Friday or Saturday so that they could gamble and enjoy the conference location. The Board would also like to add a time for General Manager and Board Member Round Table meetings. Page 10

11 The Board also looked over the three options for the Awards Banquet location presented in their Agenda. It was decided that the banquet would be held at Harvey s because it is closer to the conference location and it will be easier for attendees to get there. The sponsor reception will consist of cocktails and hors d oeuvres and will be held at the Embassy Suites. The Board approved the Conference Registration Form, but wanted to make sure that it does not go out with topics/speakers that have not yet been confirmed. At this time Nick Schouten suggested discussing the sponsorship program, which can be found under 11E. B. Legislative Robert Miller reported to the Board that the only thing to report on is the introduction of Assembly Bill 5; which will affect civil code sections 51 and 54. This Bill seeks to make the homeless a protected class under civil rights legislation. The passage of this Bill would leave public areas, including parks, open to the homeless 24 hours a day so that they could use the facilities, park a vehicle indefinitely, etc. They would also have the right to congregate, meet, store items, and be free from harassment on the property. This would leave parks open to civil action. This Bill has been passed on to the Legislative Committee to keep an eye on the progress of the bill. Robert Miller also reported that Ralph Heim is working with the Legislative Committee to initiate a bill that would allow Recreation and Park Districts to levy an assessment on tax measures with only having to receive 55% of the vote. Joe Donofrio, General Manager Consultant, arrived at 10:55 and was introduced to the Board by President Limbaugh. C. Awards Board Chair Maryalice Faltings reported that the Awards Committee reviewed the Awards Application and Guidelines for Awards Nominations forms and suggested making some minor changes before the forms were sent out to districts. The Guidelines form will now say that the applications will be limited to five pages INCLUDING exhibits and attachments; and the request for no cover letters will be bolded. D. Nominations/Elections Board Chair Joe Gibson reported that the Committee needs to meet to come up with a slate of officers to bring back to the Board for the next meeting in March. Page 11

12 E. CAPRI Executive Director Cabulagan reported that CAPRI issued dividends in November for the Liability program in the amount of $250,000 and that CAPRI will be issuing a dividend in the amount of $350,000 for the Workers Compensation program to go out in the next couple of weeks. Executive Director Cabulagan also reported that CAPRI s Liability program is looking good, but that there have been a very large number of Property claims this year. The Workers Compensation program is having an average year, but this year s Liability program might set a record for the lowest losses to date. It looks as though Workers Comp. and Property rates will be going up and Liability rates will be going down. 11. OLD BUSINESS A. Review Mission Statement/Goals The Mission Statement, Goals and Objectives will be introduced to the Membership at the conference in May. Al McGreehan made a motion to approve the Mission Statement and the Goals and Objectives. This motion was seconded by Gene Hostetler. The motion passed unanimously. B. Bylaws Review/Update Al McGreehan, President of the Bylaws Committee noted that the dated on the Bylaws needed to be changed from 2012 to Joe Gibson suggested changing the title of Article II from Mission and Objectives to Mission and Goals. The Bylaws will be brought to the Membership to be ratified at the conference in May. Joe Gibson moved that the Bylaws be approved as amended. This motion was seconded by Gene Hostetler. The motion passed unanimously. C. Approve/Review Annual Membership Dues Executive Director Cabulagan presented the Board with proposed dues increases. The board decided that because invoices do not go out until June that the discussion of dues increases would be tabled until the next meeting in March. The Finance Committee will meet and discuss and come back with a recommendation. D. Website Staff proposed taking over the CARPD website and presented a preview of the possible new website to the Board. If staff were to take over and build a new website for CARPD, the costs would be minimal and changes/updates could be Page 12

13 made in a timelier manner. The Board approved Staff s proposal to take over the website. E. Sponsorship Program Nick Schouten expressed concern that it is not clear what the benefits of sponsorship are. Executive Director Cabulagan explained that the sponsorship program will become more formalized and, in the future, sponsors will be listed on the front page of the CARPD website as well as on a display board at the conference. The benefits of sponsorship will also be clearly defined in the sponsor registration form that will be sent out to potential sponsors as well as put up on the website. Last year s sponsors will be thanked on the website as well as on the next newsletter. Executive Director Cabulagan informed the Board that sponsors solicitation letters will be sent out to as many potential sponsors as possible. F. Update of General Manager Consultant Position President Limbaugh introduced new General Manager Consultant Joe Donofrio who then provided a brief introduction and what his goals are for CARPD. He would like to set up a general manager networking group to keep the lines of communication between districts open. As well he thinks that new general manager outreach should be emphasized to encourage involvement with CARPD and better serve our Member Districts. 12. NEW BUSINESS A. New CARPD Logo The Board was presented with several options for a new logo. After individually stating which logo each Board Member preferred, the selection was narrowed down to three options. Staff will mock up the three options on letterhead for the Board to choose from during the March Board Meeting. B. Brochure The Board decided to form an ad hoc brochure committee to assist Staff in developing a new, up-to-date brochure. Members of this committee include: Rick Sloan, Maryalice Faltings, and Carol Severin. C. CARPD Vacancy 12C and 12D were discussed together. The Board discussed the vacant position left by Nick Schouten. Joe Gibson Page 13

14 suggested keeping Nick involved with the Board during the transition period for the CFO position. Joe also suggested that Al McGreehan relinquish his at large position and take over the CFO position. This would open up an at large position that the Board could fill by appointment. Executive Director Cabulagan suggested that CAPRI handle the finances with oversight from the CFO. Al would be willing to step in and become CFO in this capacity. Joe Gibson made a motion that Al McGreehan fill the CFO position and that the accounting responsibility be moved to a Staff function with CFO oversight, approval and review responsibility. This motion was seconded by Gene Hostetler. The motion passed unanimously. Joe Gibson made a second motion that, although Nick Schouten does not meet the requirements of a Board Member as outlined in the bylaws, he be asked to stay involved with the Board and that CARPD cover his travel expenses as though he were a Board Member through the financial/cfo transitionary period. This motion was seconded by Gene Hostetler. The motion passed unanimously. D. Discussion for CFO Position Discussed in conjunction with 12C. E. Fiscal Year State Budget There was little discussion regarding the State Budget. F. Strategy for Contacting/Educating New Legislators CARPD needs to identify new legislators that need to be contacted and what Member Districts should be in contact with them. Joe Gibson suggested setting up a conference call with the Legislative Committee. It would was also suggested that Member districts be encouraged to contact and engage with legislators. Joe Gibson also suggested that CARPD put together a letter or a packet that can be sent to legislators. 13. CARPD CALENDAR OF EVENTS Executive Director Cabulagan went over the calendar with the Board. The Next Board Meeting will be held on March 20, 2013 at the CAPRI office. 14. EXECUTIVE DIRECTOR S REPORT No Discussion. Page 14

15 15. BUSINESS ITEMS FOR NEXT MEETING Logo Selection Awards Applicants 2013 Conference Schedule (Speaker/Sessions) Finalization 2013 Conference Sponsors Membership Dues 16. CLOSING COMMENTS None. 17. ADJOURNMENT The meeting adjourned at 12:55 p.m. Page 15

16 California Association of Recreation and Park Districts Statement of Net Assets - Cash Basis As of February 28, 2013 Feb 28, '13 ASSETS Current Assets Checking/Savings LAIF $ 30, Wells Fargo Bank 71, Total Checking/Savings 101, Total Current Assets 101, TOTAL ASSETS $ 101, LIABILITIES & NET ASSETS Net Assets Unreserved Funds 37, Reserved - Legislative Fund 21, Reserved - General 10, Net Revenue Over Expenditures 32, Total Net Assets $ 101, For Internal Use Only Page 16

17 California Association of Recreation and Park Districts Statement of Revenue, Expenses, and Changes in Net Assets - Cash Basis For the Two Months and Year to Date Ended February 28, 2013 Jan - Feb '13 Jul '12 - Feb '13 Revenue Membership Dues $ 1, $ 93, Conference Income Conference Registration Fees 1, , Conference Sponsorship 3, , Prior Year Conference Income , Total Conference Income 5, , Interest Income Total Income 6, , Expense Board Expenses Board Member Travel 1, , Chief Financial Officer Stipend , General/Misc. Board Expenses Meeting Rooms/Meals Total Board Expenses 2, , Legislative Legislative Advocate 7, , Total Legislative 7, , Profession Services Executive Director 13, , Executive Director Travel Web Page Total Profession Services 13, , Publicity & Promotion Publicity Projects Total Publicity & Promotion Total Expense 22, , Net Revenue Over Expenses $ (16,254.85) $ 32, For Internal Use Only Page 17

18 California Association for Recreation and Park Districts Statement of Revenue and Expenses Budget to Actual - Cash Basis July 2012 through February 2013 Jul '12 - Feb '13 Budget $ Over Budget % of Budget Revenue Membership Dues $ 93, $ 97, $ (3,809.40) 96.1% Conference Income Conference Registration Fees 1, , (17,180.00) 7.1% Conference Sponsorship 3, , (4,250.00) 46.9% Prior Year Conference Income 2, , % Total Conference Income 7, , (21,110.00) 27.4% Interest Income (65.88) 56.1% Total Revenue 102, , (24,985.28) 80.3% Expense Board Expenses Board Member Travel 5, , (2,626.79) 67.2% Board Strategic Planning - 2, (2,500.00) 0.0% Chief Financial Officer Stipend 1, , (750.00) 58.3% General/Misc. Board Expenses (343.45) 31.3% Meeting Rooms/Meals (105.76) 78.8% Storage (400.00) 0.0% Total Board Expenses 6, , (6,726.00) 50.9% Conference Expenses Awards - 1, (1,500.00) 0.0% Materials & Supplies (750.00) 0.0% Meeting Facilities & Meals - 22, (22,000.00) 0.0% Speaker/Guests (750.00) 0.0% Total Conference Expenses - 25, (25,000.00) 0.0% Legislative Legislative Advocate 22, , (7,953.10) 73.9% Misc. Legislative (500.00) 0.0% Total Legislative 22, , (8,453.10) 72.7% Profession Services District Outreach - 2, (2,000.00) 0.0% Executive Director 39, , (13,000.00) 75.0% Executive Director Travel , (1,348.18) 10.1% Web Page , (201.55) 79.8% Total Profession Services 39, , (16,549.73) 70.7% Publicity & Promotion Miscellaneous (350.00) 0.0% Publicity Projects (353.46) 29.3% Total Publicity & Promotion (703.46) 17.2% Total Expense 69, , (57,432.29) 54.8% Net Revenues Over Expenses $ 32, $ (30.00) $ 32, For Internal Use Only Page 18

19 Attendees via Teleconference: Notes from the Nominations Committee Meeting on February 25, 2013 Joe Gibson (Chair) Tarry Smith Carol Severin Rick Sloan Pat Cabulagan Tara Tappan The Board positions set to expire in 2013 include: o President Elect o Secretary o Director (Board position) Rick Sloan s position o Director (Board position) Vacant o Director (Administrator position) Tarry Smith s position The Committee is recommending the following individuals for the upcoming election: o President Elect Rick Sloan o Secretary Maryalice Faltings o Director (Board Position) Joe Gibson o Director (Board Position) Frank Gorman o Director (Administrator) Tarry Smith Page 19

20 Notes from the Finance Committee Meeting on February 26, 2013 Those in attendance via Teleconference: Al McGreehan (Chair) Joe Gibson Mike Limbaugh Nick Schouten Pat Cabulagan Tara Tappan Staff updated the Committee on the progress of transferring the Financial Information to CAPRI and Al McGreehan o It was recommended that we wait until the end of February before the transfer to get all the financial information together and wait until the end of the month to get the bank reconciliation. Staff has received the Financial Information from Nick Schouten and will be inputting the data into QuickBooks with the goal of having it into the system prior to the March Board meeting The Committee and staff reviewed the responsibilities of the CFO and the Executive Director regarding the financial information. o Prior to the Executive Director executing a check run, the check register spreadsheet (those checks that will be cut) will be sent to the CFO for approval. o The President, President Elect, CFO, Secretary and CFO will have check signing authority. The majority of checks will be signed by the Executive Director with prior approval from the CFO and the Board will see the register at Board meetings. o Gilbert Accountancy (CAPRI s accountant) will do the bank reconciliation each month. o All reports will be provided to the Board at each meeting (Expenditure, Budget and Balance Sheet) The Committee reviewed the Membership dues for 2012/2013 o The Committee voted to recommend to the Board the Membership dues as proposed by staff at the last Board of Directors meeting. o The Committee discussed the definition of Annual Budget and whether or not to change the definition. The Committee decided to keep it simple and determined it would be Annual Budget less Capital Expenditures. Page 20

21 OLD BUSINESS Agenda Item 10A. 11C. Annual Membership Dues Background and Status As per the direction of the Board of Directors, the proposed annual membership dues were presented to the Finance Committee for review. The Finance Committee met via teleconference on February 26, The Committee voted to recommend to the Board the Membership dues as proposed by staff at the last Board of Directors meeting. The Committee discussed the definition of Annual Budget and whether or not to change the definition. The Committee decided to keep it simple and determined it would be Annual Budget less Capital Expenditures. The following are the dues for 2013/2014 as recommended by the Finance Committee. Dues Category based on Annual Budget Past Dues Proposed Dues $0 - $99,999 $370 $400 $100,000 - $199,999 $730 $800 $200,000 - $299,999 $900 $1,000 $300,000 - $599,999 $1,360 $1,500 $600,000 - $999,999 $1,720 $2,000 $1,000,000 and higher $2,260 $2,500 Based on this year s membership dues and those Districts that have paid their dues, the minimal increase in fees would have increased our revenues by $10,500. Recommendation: Approve Membership Dues. Attached Reference Materials: None Page 21

22 Agenda Item 10B. OLD BUSINESS SUBJECT: Website BACKGROUND AND STATUS: As per the Board of Directors direction, staff has been attempting to finish the NEW CARPD website. At the last Board meeting the Board directed staff to develop our own website and manage the entire website on our own through Google (Intuit). Tara Tappan has been working on the website the last few months. We will show the Board what we have created to date. We might even be close to completion by the Board of Directors meeting. RECOMMENDATION: None REFERENCE MATERIALS ATTACHED: None Page 22

23 Agenda Item 10C. OLD BUSINESS SUBJECT: CARPD Logo BACKGROUND AND STATUS: At our last meeting, after some discussion the Board narrowed down the potential new logo for CARPD to three choices. The Board directed staff to put the selected logos on to letterhead and on envelopes. We will provide handouts of the selected logos on letterhead/envelopes for your review. The Board will need to review the logos provided and select the logo that best meets the needs and direction of CARPD. RECOMMENDATION: Approve the change in logos for CARPD REFERENCE MATERIALS ATTACHED: None Page 23

24 Agenda Item 10D. OLD BUSINESS SUBJECT: CARPD Vacancy Background and Status As a result of Nick Schouten s not being re-elected to the Valley Wide Recreation and Park District s Board of Director and Al McGreehan s appointment to the CFO position there is a vacancy on the CARPD Board - Board position. As per the Board s direction, CARPD sent out a letter announcing the vacancy on the CARPD Board - Board Position and asked any interested parties to send in a letter of interest, a brief bio, and a copy of a board resolution supporting such a nomination by March 6, CARPD received a letter of interest from Frank Gorman of Valley Wide Recreation and Park District (letter of interest, board resolution and bio enclosed). Reference: The CARPD Bylaws, Articles 5, Section 11. reads as follows: Section 11. Vacancy The Board of Directors may appoint a qualified person to fill out the term of any vacancy, or may allow the office to be vacant until the next election. The Nomination Committee has recommended that Frank Gorman be put on the slate of nominees for the May CARPD General Membership meeting. Recommendation: Approve Frank Gorman of Valley Wide Recreation and Park District to be placed on the election ballot as per the recommendation of the Nomination Committee. Attached Reference Materials: Candidacy letter from Frank Gorman Page 24

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29 Agenda Item 11A. SUBJECT: CSDA Legislative Days Background and Status OLD BUSINESS The 2013 CSDA Legislative Days is scheduled for May 14-15, 2013 at the Sacramento Convention Center in Sacramento, CA. As per the Board direction, we are again supporters of CSDA which requires us promote the event to our members. How much support do we provide for this event? Do we put this event on our website? Do we advertise this event in our newsletter? Currently, Bob Miller is planning on attending this event representing CARPD. Recommendations: None Attached Reference Materials: CSDA 2013 Legislative Days Material Page 29

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31 CARPD 2012 / 2013 Fiscal Year Calendar of Events and Activities March 2013 o March CARPD Board of Directors Meeting, March 20, 2013, CAPRI Office, Sacramento o Conference Committee Final arrangement for the 2013 Conference o Awards Committee Selection of 2013 Award recipients o Nominations and Elections Board approval of 2013 Slate of Officers o Nomination and Elections Mail 2013 Slate of Officers to all Districts o Update Web-page April 2013 o Order Award Plaques for award recipients o Prepare Communicator for May publication and distribution o Conference Registration Receive and forward Conference Registration information to CFO o Awards Committee Inform 2013 Award recipients and non-recipients of Award Committee s selections o Nominations and Elections Committee Prepare for election of new CARPD Officers at the Annual Membership Meeting May 2013 o May Communicator Sent to District Board of Directors and Administrators o Attend CSDA Legislative Day, May 14-15, 2013 o 2013 CARPD Conference May 16-19, 2013, Embassy Suites South Lake Tahoe o CARPD, CAPRI, Joint Board Meeting May 16, 2013 o CARPD Board of Directors Meeting May 16, 2013 o Annual CARPD Membership Meeting May 17, 2013 o (After Conference Board Meeting Sunday, May 19, 2013 o Legislative Committee Review the Governors May Revise (Budget) o Legislative Advocacy Contract, for FY June 2013 o Conference Committee 2013 CARPD Conference evaluation. o Send letters of appreciation to Conference Speakers and Sponsors Page 31

32 o Legislative Committee Budget Watch, and monitor status of legislation of interest to CARPD o Finance Committee Develop the Preliminary CARPD Budget o Annual Dues letters sent to all Member Districts Page 32