Paradise Recreation and Park District Board of Directors Regular Meeting Terry Ashe Recreation Center, Room C June 12. 2018 004535 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, Director Robert Anderson. and Director Julie Van Roekel ABSENT: None PRPD STAFF: District Manager Dan Efseaff, Park Supervisor Mark Cobb. District Accountant Jim Bruffett, and Administrative Assistant II Colleen Campbell. 1.3 WELCOME GUESTS: Centerville Recreation and Historical Association and Honey Run Covered Bridge Association representatives Claudia Lang, Robert Catalano, Chris Jennings. Sue Ann Iott, and Catlan Brinsley~ and Bill Hubbard, North Valley Community Foundation 1.4 SPECIAL PRESENTATIONS: CARPD Award of Distinction-Outstanding Volunteer -Fred Thome. Chairperson Rodowick recognized Fred Thorne who posthumously received statewide recognition from the California Association of Park and Recreation Districts as the 2018 Outstanding Volunteer. The award was presented to Mr. Thorne' s daughter, Catlan Brinsley. 2. PUBLIC COMMENT: Chairperson Rodowick asked the audience if there was anyone who wished to address the Board 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 May 8, 2018 3.2 Correspondence: l PRPD Board _pf Directors June 12, 2018
0045~1G A. $1,000.00 grant awarded to Recreation Supen'isor Jeff Dailey from the Butte County Fish & Game Commission for the District's Fishing Derby held at Aquatic Park. 3.3 Payment of Bills/Disbursements (Warrants and Checks) Payroll Checks and Payable Checks #047616 to and including #047774 in the total amount of $164,990.55. Refund Checks #047623 to and including #047707 in the amount of $2,385.13. 3.4 Information Items (Acceptance Only) A. SHOR Activity Report -April 2018 B. PHS Swim Team Draft Agreement Secretary McGreehan requested that item 3.3 Payment of Bills/Disbursements/Refunds (Warrants and Checks) 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 items 3.1, 3.2 and 3.4 as presented. The motion was seconded by Director i\nderson and carried unanimously with 5 ayes. A YES: Rodowick, Bellefeuille, McGreehan, Anderson and Van Roekel Chairperson Rodowick directed the Board's attention to Consent Agenda item #3.3, Payment of Bills/Disbursements/Refunds (Warrants and Checks) and asked Secretary McGreehan to comment. Secretary McGreehan asked for clarification regarding check #047622 for $7,750.00 in employee benefits. District Manager Efseaff informed the Board that this expenditure was the employee funded cafeteria plan for flex spending. Secretary McGreehan moved that the PRPD Board of Directors approve Consent Agenda item 3.3. Payment of Bille/Disbursements/Refunds (Warrants and Checks), as presented. The motion \Vas seconded by Vice Chairperson Bellefeuille and carried unanimously with 5 ayes. A YES: Rodowick, Bellefeuille, McGreehan, Anderson and Van Roekel To accommodate guests in the audience, Secretary McGreehan recommended the Board hear New Business, item 8.1 at this time. The Board concurred and Chairperson Rodowick directed the Board's attention to New Business, item 8.1. 2 PRPD Board of Direccors June 12, 2018
8. NEW BUSINESS: 8.1 North Valley Communitv Foundation Bill Hubbard, CFO of the North Valley Community Foundation, will provide a brief overview on the benefits of collaborating with the Foundation. The Board of Directors will consider approving an agreement to open a donations account with NVCF. District Manager Efseaff summarized the written report presented to the Board. He indicated that staff presented the concept of partnering with the North Valley Community Foundation to the Board at the April 10, 2018 meeting and the Board provided direction to staff to pursue a potential agreement with the Foundation. District Manager Efseaff stated the draft agreement presented to the board for consideration has been reviewed by the District's legal counsel. District Manager Efseaff introduced North Valley Community Foundation CFO, Bill Hubbard and the Board welcomed Mr. Hubbard to the floor. Mr. Hubbard summarized the Foundation's services stating the Foundation originated in 1986 and currently offers 550 unique funds and foundations, has nearly $22 million in net assets, has helped raise more than $70 million for public good in partnership with their clients, and grants nearly $5 million a year to local, national, and international charities. The Board had open dialog with Mr. Hubbard concerning risks involved with the various funds, the number of Foundation Board members and their expertise, the Foundation's experience with special districts, and the 60-day tern1ination clause in the agreement. The Board thanked Mr. Hubbard for his presentation and Chairperson Rodowick brought the item back to the Board for discussion and possible action. The Board concurred it was premature to approve the agreement at this time and encouraged staff to flush out the details. Secretary McGreehan moved to authorize staff to work with the District's Finance Committee (Bellefeuille / Rodowick) and North Valley Community Foundation representatives to finalize a Charitable Project Fund Agreement for Board consideration and possible approval. The motion was seconded by Director Anderson and carried unanimously with 5 ayes. A YES: Rodowick, Bellefeuille, McGreehan, Anderson and Van Roekel Chairperson Rodowick recommended the Board resume the regular agenda order and directed the Board's attention to Committee Reports. 4. COMMITTEE REPORTS: 4.1 The Personnel Standing Committee (Van Roekel / McGreehan) met on May 17, 2018 to review and discuss (1) Current and proposed organizational chart, job classifications and descriptions, salary scale, and process for review; and (2) Draft Telephone and Cell Phone Use Policy. 3 PRPD Board 9f Directors June 12, 2018
Committee Chairperson Van Roekel summarized the written report presented to the Board. The Committee gave direction to staff to revise job descriptions for Personnel Committee review. Committee Chairperson Van Roekel stated the Draft Telephone and Cell Phone Use Policy will be heard during New Business, item 8.5 for Board consideration and possible approval. The Personnel Standing Committee also met in Closed Session under California Government Code Section 54957.6 to provide an update on employee salary and benefit negotiations. Committee Chairperson Van Roekel stated this item \-Vill be heard during Closed Session. The Board concurred to receive this report as presented. 4.2 The Finance Standing Committee (Bellefeuille/ RodO'wick) met on May 23, 2018 to review and discuss (1) Budget summary; (2) Preliminary budget; (3) Capital Improvement Projects; (4) 2018-2019 Salary scales; and (5) Surplus technology. Committee Chairperson Bellefeuille summarized the written report presented to the Board stating that staff anticipates a tax revenue surplus of approximately $157,500.00 over the budgeted amount for fiscal year 2017-18. Committee Chairperson Bellefeuille stated that the 2018-2019 Preliminary Budget will be discussed in detail during New Business, item 8.2. The Board concurred to receive this repo11 as presented. 5. MANAGER'S REPORT: 5.1 District Report 1. UPDATES a. Paradise Community Village: The Paradise Community Village Board will consider the status of the Phase I Development agreement originally executed on August 22, 2011 for $300,322.00 and extended, interest free, to August 22, 2018. District Manager Efseaff and Board Member Al McGreehan will attend a Paradise Community Village meeting scheduled for Wednesday, June 13, 2018 at 1 :00 p.m. at the Town of Paradise. b. Paradise Pool: Follow up to the unexpected delay in opening the pool due to equipment failure. Staff provided a media release to the Paradise Post, and notified our patrons via the District website, Facebook, and a Constant Contact e-mail blast infom1ing the community the pool will open June 18 th. Pool Manager Trish Colwell successfully transferred all affected swim lessons to the Concow Pool. District Manager Efseaff thanked staff for their extra effo11 in contacting the patrons affected by the delay and to the Maintenance Staff for expediting the completion of the repairs. 2. PARKS (MAINTENANCE AND OPERATIONS) a. Energy Audit - In anticipation of investments in energy efficiency in the next fiscal year, staff is participating in the North Valley Energy Watch. On May 23, 2018 Staff met with representatives from the program and their energy specialists conducted a no cost, no obligation walk-through of District facilities to identify energy saving opportunities. This walk-through will provide staff with a detailed report with recommended energy efficient measures, along with financial information on costs, rebates, and project financing. 4 PP.PD Board of Directors June 12, 2018
004538 b. Other Facilities: Maintenance staff has completed fire suppression efforts at Noble Park and has prepped the landscape at Bille Park for the summer season of rentals. In addition, staff completed the installation of shade cloth over the changing / restroom area at the Paradise Pool. 3. PROGRAMS a. Registration for Softball, Pickleball, Aquatic Park Camp. Coutolenc Park Camp and other summer programming is doing well. 4. OUTREACH AND DEVELOPMENT a. The District has been awarded $3,000.00 through the Community Development Block Grant for the 2018-2019 fiscal year and a $1,000.00 grant from Allstate Insurance for the District's Children's Scholarship Program. 5. UPCOMING: a. Technology Upgrades: Staff will provide an update on progress at the next Board meeting. After a brief discussion the Board concurred to receive this report as presented. 5.2 Finance Report (Information Only) a. Profit and Loss - Budget vs. Actual for May 2018 b. Designated Fund Balance Report The Board had open dialog concerning the finance rep011s, various fund amounts, and the new coding and accounting system. The Board concurred to receive these reports as presented. 6. CLOSED SESSION: The Board concuned to hear this item at the conclusion of the New Business items. 7. OLD BUSINESS: None 8. NEW BUSINESS: 8.2 Approve the 2018-2019 Preliminary Budget and Set Public Hearing Date The PRPD Board of Directors will consider adopting the 2018-2019 PRPD Preliminary Budget as presented in the Notice of Public Hearing and set a public hearing date for July 10, 2018 during the regularly scheduled Board meeting at which time the adoption of the final budget for 2018-2019 may follow the public hearing. District Manager Efseaff summarized the written report presented to the Board. The Board had open discussion concerning the new format and commended District Manager Efseaff for his efforts. The Board directed staff to seek clarification from Butte County legal counsel considering the District' s reporting obligations pertaining to the development impact fee funds and to make minor typographical and grammatical corrections to the 2018-2019 budget as discussed. Seeing no further comment, Chairperson Rodowick stated he would entertain a motion. 5 PRPD Board of Directors June 12, 2018
0045 1 10 Director Van Roekel moved to adopt the 2018-2019 PRPD Preliminary Budget \Vith corrections as presented in the Notice of Public Hearing and set a public hearing date for July 10, 2018 during the regularly scheduled Board meeting at which time the adoption of the final budget for 2018-2019 may follow the public hearing. The motion was seconded by Director Anderson and carried unanimously with 5 ayes. A YES: Rodowick, Bellefeuille, McGreehan, Anderson and Van Roekel 8.3 Appropriation Limit The PRPD Board of Directors will consider adopting Resolution #18-06-1-452 setting the District Appropriation Limit at $2,204,410.00 for Fiscal Year 2018-2019 as presented. District Manager Efseaff stated that the District must adopt an appropriation limit in June of each year to maintain compliance with the California Department of Finance regulations under Proposition #4. After a brief discussion, Chairperson Rodowick stated he would entertain a motion. Secretary McGreehan moved to approve and adopt Resolution #18-06-1-452 setting the District appropriation limit at $2,204,410.00 as presented. The motion was seconded by Director Anderson and carried unanimously with 5 ayes. ROLL CALL VOTE: Steve Rodowick, aye; Mary Bellefeuille, aye; Al McGreehan, aye; Robert Anderson, aye; and Julie Van Roekel, aye 8.4 Memorandum of Understanding Staff submits an amendment to the current District Manager Memorandum of Understanding as recommended by District legal counsel and recommends the Board of Directors authorize the Board Chairperson to sign the amendment on behalf of the District. Referencing the written memorandum presented to the Board, District Manager Efseaff stated the Board of Directors requested an extension to the current District Manager Memorandum of Understanding from June 30, 2018 to September 30, 2018 to provide time for the Board to draft a new agreement. He stated that District legal counsel prepared a draft amendment to the cwtent agreement for Board consideration and recommended no identifiable end date until a new agreement is approved. District Manager Efseaff stated he was in agreement with the extension but desires that the process of drafting a ne\v agreement be accelerated. Seeing no further discussion, Chairperson Rodo\vick stated he would entertain a motion. Secretary McGreehan moved to approve the amendment to the current District Manager Memorandum of Understanding as presented and authorized the Board Chairperson to sign the amendment on behalf of the District. The motion was seconded by Director Van Roekel and carried unanimously with 5 ayes. 6 PRPD Board of Directors June 12, 2018
A YES: Rodowick, Bellefeuille, McGreehan, Anderson and Van Roekel 0 0 4 5 /l _l 8.5 Cell Phone Policy At the recommendation of the Personnel Committee, staff presents the draft Cell Phone Policy for PRPD Board consideration and possible approval, effective July 1, 2018. Committee Chairperson Van Roekel summarized the written Personnel Committee Report presented to the Board. The Board had open discussion with staff concerning the pros and cons of offering a District stipend for personal phone use verses issuing District owned phones. Committee Member, Al McGreehan referenced the lack of text amendments in the document that was requested by the Personnel Committee. After a brief discussion, the Board concurred to continue this item to the July 10, 2018 Board meeting for consideration and possible approval. Seeing no additional business on the pubiic meeting agenda, Chairperson Rodowick adjourned the public meeting at 8:33 p.m. and requested a short recess prior to Closed Session. The Board reconvened the Public Meeting at 8:39 p.m. and immediately directed the Board to Closed Session. 6. CLOSED SESSION: 6.1 Pursuant to Government Code Section: A. 54957.6, Employee Salary and Benefit Negotiations - Designated Representative: District Manager B. 54957, Public Employee Performance Evaluation: District Manager 6.2 Report on Closed Session: Chairperson Rodowick reconvened the Public Meeting at 9: 10 p.m. and reported that ( 1) the Board discussed a number of items and will await the staff representatives' follow-up information regarding Salary and Benefit negotiations; and (2) directed staff to continue work on an updated organizational chart and provided direction on setting up the Board of Directors review of the District Manager. 9. BOARD COMMENT: Julie Van Roekel is interested in testing out a.pdfversicn of the PRPD Board of Directors Meeting packet for the next meeting. District Manager Efseaff stated staff can provide a version or link from tonight's packet. Mary Bellefeuille provided feedback on the packet format. Based on comments staff will provide a stapled, 3-hole punched packet with the agenda unattached, and consider spacing the document so that sections ahvays start on the right and/or the section number appears in the upper right comer. Al McGreehan discussed the passing of Proposition 68 and noted that it may mean opportunities to develop projects with partners and as we g~t more details, staff will share the per capita amounts available. 7 PRPD Boarq of Directors June 12, 2018
004~4~ Al McGreehan provided an overview of the CARPD conference. Staff will provide contact information so Board Members can recommend conference dates for next year. 10. ADJOURNMENT: Seeing no further business, the regular meeting of the Paradise Recreation and Park District Board of Directors was adjourned at 9:30 p.m. by Chairperson Rodowick until the next regularly scheduled meeting on July 10, 2018 at 6:00 p.m. in Conference Room Cat the Terry Ashe Recreation Center 6626 Skyway, Paradise, CA. Ste~ Al McGreehan, Secretary 8 PRPD Board o,f Directors June 12, 2018