Paradise Recreation and Park District Board of Directors Regular Meeting Terry Ashe Recreation Center, Room C August 14, 2018 MINUTES

Transcription

1 I Paradise Recreation and Park District Board of Directors Regular Meeting Terry Ashe Recreation Center, Room C August 14, MINUTES The regular meeting of the Paradise Recreation and Park District Board of Directors was called to order by Chairperson Steve Rodowick at 6:00 p.m. 1. CALL TO ORDER: 1.1 PLEDGE OF ALLEGIANCE: Chairperson Rodowick led the Pledge of Allegiance. 1.2 ROLL CALL: Present: Chairperson Steve Rodowick, Vice Chairperson Mary Bellefeuille, Secretary Al McGreehan, and Director Julie Van Roekel ABSENT: Director Robert Anderson PRPD STAFF: District Manager Dan Efseaff, District Accountant Jim Bruffett, Recreation Superintendent Dean Moore, Recreation Supervisor Sally Higbee, Administrative Assistant II Colleen Campbell, PRPD Staff members: Kim Graves, Ray Lockridge, Brandy Rice-Scharf, Brian and Lori McCoslin, Larry McDowell, Trish Colwell, Michael Swindle, and Sunny Quigley. GUESTS: Manny Mejia, Manager/CPA, K-Coe Isom Certified Public Accountants; Citizens Rob and Jo Darms, Toni McDowell, Ananda Weise, and Alexander Scharf. 1.3 WELCOME GUESTS: Chairperson Rodowick welcomed District staff and guests to the meeting. 1.4 SPECIAL PRESENTATIONS: The Board recognized Recreation Coordinator Lori McCoslin for 25 years of service to the Paradise Recreation and Park District. Chairperson Rodowick presented Ms. McCoslin with a resolution recognizing her achievement along with the presentation of a plaque and photograph of the electronic sign celebrating 25 years of service. The Board recognized the arrival of Director Robert Anderson at 6:05 p.m. The Board concurred to recess the public meeting at 6:08 p.m. to share in congratulating Recreation Coordinator McCoslin. Chairperson Rodowick reconvened the public meeting at 6: 15 p.m. To accommodate guests in the audience, he recommended the Board consider changing the order of business to hear New Business, item 1 PRPD Board of Directors August 14, 2018 ~ Regular Meeting Minutes

2 8.1, Independent Accountants' Report on Applying Agreed-Upon Procedures, at this time. The Board concurred and Chairperson Rodowick directed the Board's attention to New Business, item 8.1 for immediate consideration. 8. NEW BUSINESS: 8.1 Independent Accountants' Report on Applying Agreed-Upon Procedures Staff recommends that the PRPD Board of Directors accept the Independent Accountant's Report for Fiscal Year (K-Coe Isom, Certified Public Accountants) as presented. District Manager Efseaff introduced K-Coe Isom Manager/CPA, Manny Mejia. District Manager Efseaff thanked the Board for supporting staffs efforts to improve the District's accounting practices. The Board had open dialog with staff and Mr. Mejia concerning the findings of his report such as: poorly documented General Journal Entries (JOE); entries that should have been recorded as retained earnings; check and check register review and auditing; and reconciling accounts on a regular basis. Mr. Mejia noted that the evaluation covered District finances prior to July 1, 2017 and therefore reflect past years. The Board also discussed with staff the timeframe and ability to implement the recommendations presented in the report. District Manager Efseaff stated that some remedies have been completed and he is confident that the recommendations presented by Mr. Mejia in his report will be implemented in a timely manner. Seeing no further discussion, the Board thanked Mr. Mejia for his presentation stating it was a good report. Chairperson Rodowick stated he would entertain a motion. Secretary McGreehan moved that the PRPD Board of Directors accept the Independent Accountants' Report for Fiscal Year prepared by K-Coe Isom, Certified Public Accountants as presented. The motion was seconded by Director Anderson and carried unanimously with 5 ayes. 2. PUBLIC COMMENT: Chairperson Rodowick asked the audience if there was anyone who wished to address the Board of Directors on items not on the agenda. Seeing and hearing none, Chairperson Rodowick directed the Board's attention to the Consent Agenda and asked if any items should be removed and heard separately. 3. CONSENT AGENDA: 3.1 Board Minutes: Regular Meeting of July 10, Correspondence: None 3.3 Finance Reports: A. Payment of Bills/Disbursements (Warrants and Checks Report) 2 PRPD Board o~ Directors August 14, 2018 Regular Meeting Minutes

3 ( Payroll Checks and Payable Checks # to and including # in the total amount of $171,806.81, including refund checks #047956, #047959, #048049, #048052, # through #048073, # through # , and # Information Items (Acceptance Only) A. District Safety Committee Meeting Draft Minutes for July 26, 2018 B. SHOR Activity Report - June Amended Purchasing Procedure Policy approved October 10, Ridge PC Consulting Agreement Draft to formalize website maintenance. Vice Chairperson Bellefeuille requested that item 3.4.B be removed and heard separately. Secretary McGreehan requested that item 3.6 be removed and heard separately. Director Van Roekel requested that item 3.3 be removed and heard separately. The Board concurred and Chairperson Rodowick stated he would entertain a motion on the remaining Consent Agenda items. Director Van Roekel moved that the PRPD Board of Directors approve the remaining Consent Agenda as presented. The motion was seconded by Secretary McGreehan and carried unanimously with 5 ayes. Chairperson Rodowick directed the Board's attention to Consent Agenda, item 3.3, Payment of Bills/Disbursements (Warrants and Checks Report) and asked Director Van Roekel to comment. Director Van Roekel stated the new format is becoming more clear and thanked staff for their efforts. The Board had open discussion with staff to clarify four (4) disbursements. Seeing no further comments, Chairperson Rodowick stated he would entertain a motion in this item. Director Van Roekel moved that the PRPD Board of Directors approve Consent Agenda, item 3.3, Payment of Bills/Disbursements (Warrants and Checks Report) as presented. The motion was seconded by Vice Chairperson Bellefeuille and carried unanimously with 5 ayes. 3 PRPD Board of Directors August 14, 2018 ~ Regular Meeting Minutes

4 0045t>4 Chairperson Rodowick directed the Board's attention to Consent Agenda, item 3.4.B SHOR Activity Report - June 2018, and asked Vice Chairperson Bellefeuille to comment. Vice Chairperson Bellefeuille asked about the status of SHOR. District Manager Efseaff stated the organization relocated a majority of their services to Clark Road, but is still providing some services at the Lutheran Church. Seeing no further comments, Chairperson Rodowick stated he would entertain a motion in this item. Vice Chairperson Bellefeuille moved that the PRPD Board of Directors approve Consent Agenda, item 3.4.B, SHOR Activity Report - June 2018, as presented. The motion was seconded by Secretary McGreehan and carried unanimously with 5 ayes. Chairperson Rodowick directed the Board's attention to Consent Agenda, item 3.6 Ridge PC Consulting Agreement Draft to formalize website maintenance, and asked Secretary McGreehan to comment. Recreation Superintendent Moore informed the Board that a revised Scope of Work was received by Ridge PC to adjust mathematical enors. The Board concurred to receive the revised Scope of Work as presented. Secretary McGreehan had open dialog with staff concerning the agreement start date of July 1, 2018; if the consultant has provided or can provide errors and omissions insurance; recommended staff revise the rate to indicate a 'not to exceed' amount; and discussed if it was necessary for the agreement to be finalized and brought back to the Board for approval at a future meeting as indicated on the staff report. After a brief discussion, the Board concurred to amend the draft agreement and Chairperson Rodowick stated he would entertain a motion. Director Van Roekel moved that the Board authorize the District Manager to amend and finalize item 3.6, Ridge PC Consulting Agreement Draft to formalize website maintenance, as follows and further authorize the District Manager to execute the Agreement on behalf of the District. 1. Agreement start date is the date of execution. 2. Section 1 (Scope of Services): Date the Scope of Work to coincide with the date of execution. 3. Section 4 (Term): Agreement will conclude June 30, 2018 and may be extended up to one (1) year by mutual consent of both parties. 4. Section 6 (Insurance Coverage): Consultant will provide the District with proof of insurance as stated in the agreement. 5. Modify the language on the Scope of Work to indicate the yearly total is not to exceed $ The motion was seconded by Secretary McGreehan and cattied unanimously with 5 ayes. 4?RPD Board of Directors August 14, 2018 ~ Regular Meeting Minutes

5 A YES: Rodowick, Bellefeuille, McGreehan, Anderson and Van Roekel (- 0045t>5 4. COMMITTEE REPORTS: None 5. REPORTS: 5.1 District Report (Manager Report) District Manager Efseaff briefly summarized the District Report. The Board had open dialog with staff regarding the 2018 elections, pending attorney requests, development impact fees, revised electronic sign agreement, programming, and upcoming personnel and finance committee items. Seeing no additional comments, the Board concurred to receive this report as presented. 5.2 Finance Report District Manager Efseaff summarized the written rep01i presented to the Board. The Board recommended staff modify the monthly Profit and Loss Budget vs. Actual report to reflect the remaining budget balance instead of the percentage of the budget. Seeing no additional comments, the Board concurred to receive this report as presented. 6. CLOSED SESSION: None 7. OLD BUSINESS: None 8. NEW BUSINESS: 8.2 Declaration of Surplus Equipment (Technology) Because of recent purchases and the retirement of equipment over time, the District has accumulated outdated and unused technology items that are no longer required for District purposes. As the items have minimal value (individual items are valued at less than $1,000.00), staff would like to dispose of the property appropriately. Staff recommends the PRPD Board of Directors declare inventoried items as surplus equipment and authorize staff to dispose of items by means of private sale, donations, or proper disposal of electronic items (requires 4/5 vote) District Manager Efseaff summarized the written report presented to the Board. The Board recognized the addition of the Konica Copy Machine, purchased June 2009, Model #C451 / Serial No. A00 K0I and concurred to include this item in the surplus inventory as detailed in the supplemental staff report. After a brief discussion, Chairperson Rodowick stated he would entertain a motion. Secretary McGreehan moved that the PRPD Board of Directors declare inventoried items as surplus equipment and authorize staff to dispose of items by means of private sale, donations, or proper disposal of electronic items as presented. The motion was seconded by Director Anderson and carried unanimously with 5 ayes. 5 PRPD Board of Directors August 14, 2018 ~ Regular Meeting Minute!l

6 0045t>6 t \ 9. BOARD COMMENT: Julie Van Roekel requested staff rev1s1t the possibility of installing automated external defibrillators (AED's) at District facilities. Al McGreehan reported he attended the CARPD quarterly Board meeting on July 18, The organization is in the process of recruiting for a new executive director and will be considering the top 8 candidates. Further, he stated staff should be expecting written guidelines for Proposition 68. Al McGreehan reported that a public event is scheduled for September 6, 2018 to recognize the re-naming of the trail through town the "Yellowstone Kelly Heritage Trail" and to showcase newly installed lighting and informational kiosks. He encouraged the Board and staff to attend this event. Steve Rodowick reported that he attended the Paradise Irrigation District [PIO] Lake Committee meeting to discuss PID's effort to develop a trail for Paradise Lake using Proposition 68 funds. District Manager Efseaff requested that Steve notify him if he cannot attend the meetings; District Manager Efseaff will attend in his place. 10. ADJOURNMENT: Seeing no further business, the regular meeting of the Paradise Recreation and Park District Board of Directors was adjourned at 7:57 p.m. by Chairperson Rodowick until the next regularly scheduled meeting on September 11, 2018 at 6:00 p.m. at the Centerville School House, Centerville Road, Chico, CA. afjn~ Al McGreehan, Secretary 6 PRPD Board Q,f Directors August 14, 2018 Regular Meeting Minutes