Board Meeting Minutes
LIVERMORE AREA RECREATION AND PARK
71 TREVARNO ROAD
LIVERMORE, CALIFORNIA 94551-4931
BOARD OF DIRECTORS
SPECIAL BOARD MEETING
Wednesday, March 31, 2004
5:45 p.m., Council Chambers
3575 Pacific Avenue
LARPD BOARD MEMBERS PRESENT: Alice Quinn, Maryalice Summers Faltings, Dale Turner, David Furst and Chair Scott Kamena (5)
LARPD BOARD MEMBERS ABSENT: None (0)
STAFF MEMBERS PRESENT: Tim Barry, Ken Craig, Gail Sloane, Lora Cohen, Barbara Kraybill
1. CALL TO ORDER—ROLL CALL—PLEDGE OF ALLEGIANCE
Meeting was called to order at 5:48 p.m. by Chair Faltings. All Directors were present at the time of roll call.
2. LIVERMORE AREA YOUTH ADVISORY COMMISSION REPORT
No report was made.
3. ALAMEDA COUNTY PARK IN-LIEU FEES
Superintendent of Planning and Parks Craig reported on the District’s response to the Alameda County Planning Commission regarding Alameda County’s proposed update to its Park Dedication Ordinance. Issues of major significance to the District were a) the amount of park dedication fees; b) the proposal for exemption of fees for agricultural parcels of 100 acres or more; and c) the proposal for exempting affordable senior or disabled housing. Superintendent Craig informed the Board that staff had been working in conjunction with the Hayward Area Recreation and Park District on responding to the proposed ordinance. Staff had met with the County and made two appearances before the Alameda County Planning Commission regarding the District’s position on the issues. Superintendent Craig stated that the response to the County made the argument that the impact to park and recreation facilities and services by residents, should be shared by all residents; rural residents having less impact on park and recreation services was unsupported factually. Superintendent Craig also explained that staff had conducted a survey of other agencies to see how those agencies dealt with fee exemption and waiver issues. Staff recommended approval of the letter of response to the Planning Commission.
Director Furst expressed concern with the tone of the letter and requested that a “calmer” tone be used. Superintendent Craig concurred with the suggestion, noting that the language used had been intended to emphasize the importance of the issues under discussion to the District.
On motion by Director Turner, seconded by Director Furst, approved the letter to the Alameda County Planning Commission, as amended by Board comment, passing 5-0.
4. ROBERT LIVERMORE COMMUNITY CENTER CHANGE ORDER
John Spingarn of Harris & Associates presented Change Order No. 14 for the Robert Livermore Community Center development project to the Board of Directors. Change Order No. 14, in the amount of $130,037.00 would provide for the change to the project for deletion of the basketball court and installation of the volleyball court.
Resolution: On motion by Director Turner, seconded by Director Kamena, adopted and approved Resolution No. 1883, a resolution approving Change Order No. 14, as an addendum to the contract for development of the Robert Livermore Community Center, by the following roll call vote:
AYES: Directors Quinn, Furst, Kamena, Turner, and Chair Faltings (5)
NOES: None (0)
ABSENT: None (0)
5. DISTRICT AUDIT FOR FISCAL YEAR 2002/2003
Cory Biggs, of Maze & Associates, presented the results of the District audit for Fiscal Year 2002/2003. Mr. Biggs explained that the audit had been conducted late due to the District implementing new procedures related to Government Accounting Standards Board requirements. Mr. Biggs conducted a review of the audit reports, including the District’s Basic Financial Statements and the Memorandum of Internal Control. Included in the Memorandum of Internal Control were suggestions for improvements to District financial operations which could favorably impact District operations. Those suggestions were to: 1) Arrange for a Cost of Services study, which would determine the true costs of providing services to District customers, and thus provide information for the setting of fees. 2) Charge capital projects for the cost of project administration. The Cost of Services study would also determine the true costs incurred for constructing capital projects, part of which should include administrative overhead. 3) Segregation of capital projects into a separate fund. 4) Dissolve the Governments of Livermore Financing Authority. By assigning GOLFA’s assets and liabilities to the District, savings in staff time and the cost for the audit report would occur.
Board discussed the concept of a cost services study as a basis for charging non-construction costs to capital projects. Mr. Biggs explained that study would supply the rational and justification for charging costs to projects, in case of challenges from contractors. Mr. Biggs estimated that a consultant to do the study would cost between $10,000 and $20,000 and could be done before the end of the current fiscal year. Director Kamena questioned Mr. Biggs regarding the District’s ability to charge those costs retroactively for past fiscal years. Chair Faltings asked for a report on the concept at a future Budget Committee meeting.
Superintendent Craig, relative to the District’s cash flow situation, suggested that the procedure in receiving park dedication monies from the City of Livermore be revised so that the District received payments more frequently. Currently, fees were received on a quarterly basis. Mr. Biggs suggested that a monthly direct deposit from the City could be established for the payment of those fees. Mr. Craig further suggested that the District develop a system to cross-check that fees were actually paid on each unit to which the District was entitled.
On motion by Director Turner, seconded by Director Kamena accepted the District audit, passing 5-0.
6. EXTENDED STUDENT SERVICES PROGRAM AUDIT FOR FISCAL YEAR 2002/2003
Mr. Biggs additionally presented the audit report for the Extended Student Services program, recommending acceptance. Mr. Biggs explained that there no material findings or issues.
On motion by Director Turner, seconded by Director Kamena, accepted the Extended Student Services Program audit for Fiscal Year 2002/2003, passing 5-0.
7. CITY OF LIVERMORE AIRPORT MASTER PLAN UPDATE.
Superintendent Craig conducted a presentation on the City of Livermore’s plans for expansion of the municipal airport. Staff had conducted a review of the proposed airport master plan update and was proposing comments relative to the District’s request to the City for consideration of the El Charro Road area as a potential future sports park site. Superintendent Craig requested Board approval.
On motion by Director Turner, seconded by Chair Faltings, approved the recommended letter to the City of Livermore Planning Division, passing 5-0.
Meeting adjourned at 7:05 p.m.
Chair, Board of Directors
General Manager and ex-officio
Clerk to the Board of Directors
Area Recreation and Park District
71 Trevarno Road
Livermore, California 94551-4931
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