Board Operations Committee Meeting Minutes
Wednesday, May 16, 2007

Board: Directors Ayn Wieskamp (Chair), Carol Severin, Nancy Skinner

Staff: John Escobar, Jack Kenny, Anne Scheer, Dave Yoas, Margaret Kelley, Mimi Waluch, Beatriz Soria

Public: Joan Chaplick, Judi Bank

1. Camp Arroyo Master Plan Update

Project Manager Joan Chaplick for Moore Iacofano Goltsman, Inc., (MIG) reported that in October 2006 the Park District secured the consulting services MIG to assist the Camp Arroyo Partners in the development of a joint ten-year master plan for the Camp. The Master Plan was developed through a series of group work sessions with representatives of the Park District, The Taylor Family Foundation and the YMCA of the East Bay, and based on feedback from a variety of stakeholders and Camp users.

Camp Arroyo has been open for five years. The work sessions provided the Partners an opportunity to discuss the current operation of the Camp and to identify future Camp needs. Working with MIG staff, the Partners also developed a new mission statement for the Camp and agreed on the shared values and goals that define the Camp's programs. The Master Plan will be used as a working plan to guide the partnerships through Camp use, programming, and capital project priorities. Some of the topics discussed at the work sessions included:

• What is needed to enhance, what is already there
• What new facilities are needed to increase the opportunities at the Camp; increase opportunities for the partnership
• How to improve the quality of the space for adults and families
• Proposed new facilities, location and feasibility
• How do bring the plan into realization and making sure that the Partners are working together effectively
• Maintenance
• Accessibility
• Storage needs

Director Carol Severin suggested adding a statement to the Plan that the District's name must appear on all flyers and publications.

Assistant General Manager John Escobar noted that the process was very helpful and thanked Assistant General Manager Mike Anderson who managed the contract for MIG's services.

The Committee thanked Ms. Chaplick for her work on this project.

2. Review of Castle Rock Arabians Summer Program Agreement

Revenue Manager Mimi Waluch reported that Nancy DuPont, owner of Castle Rock Arabians, has operated a Summer Program since April 2000 providing riding lessons and horsemanship programs to children through the use of the horse arena in the Castle Rock Recreation Area in Diablo Foothills Regional Park. The District entered into an agreement with Ms. DuPont for use of the site and to provide access to the local residents to the arena facility. At this time, Ms. DuPont is requesting approval to collect a $25 fee per year from each arena user to offset general repair and maintenance cost of the facility.

Staff recommends approval of minor use changes and extension of a one-year option to the Special Use Agreement.

Following discussion, it was moved, seconded and carried that this item be brought to the full Board for favorable consideration.

3. Review of Caretaker Agreement at Big Break Regional Shoreline

Ms. Waluch reported that after several months of advertising and interviewing of potential Caretaker candidates, Mr. and Mrs. Tom Duggins have been selected. Mr. Duggins is familiar with East Contra Costa County. Mr. and Mrs. Duggins feel that they will thoroughly enjoy being a part of this newly developing park, as well as being an asset to the District by providing caretaker services.

Staff recommends entering into a Caretaker Agreement for Big Break Regional Park with Mr. and Mrs. Tom Duggins. The Agreement would be for one year with two 1-year options, commencing May 1, 2007.

Following discussion, it was moved, seconded and carried that this item be brought to the full Board for favorable consideration.

4. Review of Short-term Food Service Concessionaire Agreement at Contra Loma Regional Park

Ms. Waluch stated that Contra Loma has had a food service concession at the lagoon complex for many years. In 2002, the District entered into a concessionaire agreement with Michael Nojaba (Renaes Dogs) to operate the concession through March 31, 2009. Mr. Nojaba has elected to terminate this contract with the District as of March 31, 2007. After several interviews, it was determined that Mr. Jorge Robles (El Rey Taqueria) would be the best candidate to operate the food concession and vending machine service for the upcoming season.

To ensure the availability of food service early in the swim season, Staff decided to execute a short-term Food Service Concessionaire Agreement with Mr. Robles at Contra Loma. The agreement commenced May 1, 2007 and runs through October 1, 2007. The vending services will begin June 2, 2007 through May 1, 2008. A full Request for Proposal process will be conducted prior to the 2008 swim season to find a long-term food service concessionaire for Contra Loma.

AGM Escobar noted that no action is required by the Committee at this time. The Board has given the staff authority to enter into short-term concessionaire agreements.

5. Public Comments

There were no public comments.

6. Staff Comments

Future agenda items:

• Oral History Update – July
• Fee Machine Study – July
• General Park Fees & Charges – September
• Serpentine Prairie will be presented at the Natural & Cultural Resources on May 31, and alternative sites for dog walkers.

Parks are preparing for the Summer Focus season

Director Severin commented that on Page 7 of the Camp Arroyo Master Plan it should state that the Camp provides healthy food.

Plans are underway to make water system repairs at Del Valle Regional Park to ensure the potable water supply.

Eastshore Park, Albany Plateau – staff is waiting for the City of Albany to install the platform for the restroom. Work on Albany Plateau burrowing owl habitat is moving forward. Fencing will be installed within the next month or so, affecting approximately 10 acres of the Plateau.

Middle Harbor – The beach, recently constructed with dredged bay mud, is not stable enough to support people's weight. Engineers expect it will take some time to firm up. The Port anticipates the new Park Service Facility will be complete in 18 months. The Port will also begin funding a 9-month naturalist position in July 2007.

Middle Harbor – The Port of Oakland anticipates closing the access road to the Park on Saturday, May 19, because of an anti-war protest at the Port that will be occurring.

There was no further discussion; the meeting adjourned at 5:24 p.m. The next Board Operations Committee meeting is scheduled for June 21, 2007, at 4 p.m.

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