Regular Meeting of the Board of Directors

Board of Directors

Date: Mon September 15, 2008

Contact: A Regular Meeting of the Tualatin Hills Park and Recreation District Board of Directors was held at the HMT Recreation Complex, Peg Ogilbee Dryland Training Center, 15707 SW Walker Road, Beaverton, on Monday, September 15, 2008. Executive Session 6:00 p.m.; Regular Meeting 7:00 p.m. Present:
Larry Pelatt President/Director
Bob ScottSecretary/Director
William Kanable Secretary Pro-Tempore/Director
Joseph Blowers Director
John GriffithsDirector
Doug Menke General Manager Agenda Item #1 – Executive Session (A) Legal (B) Land
President, Larry Pelatt, called Executive Session to order for the following purposes:

• To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed, and
• To conduct deliberations with persons designated by the governing body to negotiate real property transactions.

The Executive Session is held pursuant to ORS 192.660(2), which allows the Board to meet in Executive Session to discuss the aforementioned legal and land issues. President, Larry Pelatt, noted that representatives of the news media and designated staff may attend the Executive Session. All other members of the audience are asked to leave the room. Representatives of the news media are specifically directed not to disclose information discussed during the Executive Session. No final action or final decision may be made in Executive Session. At the end of the Executive Session, the Board will return to open session and welcome the audience back into the room. Agenda Item #2 – Call Regular Meeting to Order
President, Larry Pelatt, called the Regular Meeting to order at 7:20 p.m. Agenda Item #3 – Action Resulting from Executive Session
There was no action resulting from Executive Session. Agenda Item #4 – Presentations
A. Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting Award
Keith Hobson, Director of Business & Facilities, introduced Marc Gonzales, Oregon Municipal Finance Officers Association Director, to present the Certificate of Achievement for Excellence in Financial Reporting Award from the Government Finance Officers Association for the Park District’s FY 2006-07 Comprehensive Annual Financial Report. In addition, Keith introduced Cathy Brucker, Park District Finance Manager, to be recognized for the role the Finance Department played in receiving the award. Mark noted that the Certificate of Achievement is presented to those government units whose annual financial reports are judged to adhere to program standards and represents the highest achievement in financial reporting. He noted that this is the third year in a row that the Park District has received this recognition and presented a plaque to the Park District.

• President, Larry Pelatt, thanked the Government Finance Officers Association for the recognition and thanked the Finance Department for their efforts in receiving such a prestigious award.

B. Oregon State Federation of Garden Clubs
Jim McElhinny, Director of Park & Recreational Services, introduced Marcia Whitelock, President of the Oregon State Federation of Garden Clubs, to present the Oregon State Federation of Garden Clubs Garden of Distinction Award in honor of the Jenkins Estate. In addition, Jim introduced Jan Regnier, Jenkins Estate Advisory Committee Chair; Lisa Novak, Superintendent of Programs & Special Activities; Lynda Myers, Jenkins Estate Center Supervisor; and, in particular, Jim MacDonald, Jenkins Estate Gardener, to be recognized for their roles in receiving the award. Marcia noted that the award is not given annually and is awarded only when a garden has consistently met the qualifications required to become a “garden of distinction”. She noted that it is a state-wide award and that the only other recipients include the Oregon Garden in Silverton, the Columbia Gorge Hotel & Garden in Hood River, and the Owens Memorial Rose Garden in Eugene. Marcia provided a detailed history of the progression of the gardens at the Jenkins Estate, noting that the Pioneer District Garden Club nominated the Estate for the award and has been long involved in the Jenkins Estate’s gardens. Marcia presented a plaque to Jim MacDonald and the Park District.

• President, Larry Pelatt, thanked the Park District staff and volunteers for all of their efforts in making the Jenkins Estate garden worthy of such prominent recognition.

Agenda Item #5 – Audience Time
There was no testimony during Audience Time. Agenda Item #6 – Board Time
Bill Kanable commented that the attendees of the recent Special Park Districts Forum enjoyed visiting the Jenkins Estate. John Griffiths asked who is planning on attending the upcoming National Recreation & Park Association annual conference.

• Bill Kanable confirmed that he would be attending.

Joe Blowers commended Lisa Novak, Superintendent of Programs & Special Activities, for all of her efforts in the Park District’s Community Gardens Program, noting that each of the gardens are completely full, which is a huge change from the past. He has received many positive comments on the program from residents while tending his garden plot.

• Lisa commented that there is a waiting list for garden plots and that Allan Wells, Park Maintenance Coordinator, assists her a great deal with the program.

Bob Scott noted that he attended a recent bond measure informational presentation to Citizen Participation Organization (CPO) #7 and heard only positive comments. On a different topic, a patron did discuss with him the possibility of a running trail in a vacant lot near Westview High School.

• Doug Menke, General Manager, noted that staff would follow up with the patron.

Bob noted that another patron stated that the Park District is partnering with Westview High School on their weight room.

• Doug replied that the Park District is in preliminary discussions with Westview High School on this topic.

President, Larry Pelatt, provided a brief overview of a recent bond measure informational presentation to the Highland Neighborhood Association Committee (NAC) he attended, noting that the comments were generally positive. Larry commented that there has been some discussion regarding the October Board of Directors meeting schedule.

• Doug confirmed this, noting that with the combination of a focus on attending bond measure informational presentations and with a light agenda for October, it has been proposed to cancel the October Board of Directors meeting. The next Board of Directors meeting would be on November 3, 2008.

Larry noted that if this is acceptable to the Board of Directors, he encourages the Board members to attend as many bond measure informational presentations as possible.

• It was the consensus of the Board of Directors to cancel the October Regular Board Meeting.

Doug encouraged the Board to review the bond measure informational presentation schedule for any presentations they wish to attend.

• Larry confirmed that he would attend the CPO #3 meeting.
• Bill confirmed that he would attend the Neighbors Southwest NAC meeting.
• Joe confirmed that he would attend the CPO #1 and Beaverton Committee for Citizen Involvement (BCCI) meetings.
• Bob confirmed that he would attend the West Beaverton NAC meeting.
• Bill confirmed that he would attend the Beaverton City Council meeting.
• John confirmed that he would attend the Aloha Rotary meeting.
• Larry confirmed that he would attend the Voters Forum at City Hall.
• Bob confirmed that he would attend the Five Oaks NAC meeting.
• Joe confirmed that he would attend the Greenway NAC meeting.

Larry encouraged the Board members to continue to review the schedule and to contact Doug regarding any other presentations they may be able to attend. Agenda Item #7 – Consent Agenda
Bill Kanable moved the Board of Directors approve Consent Agenda items (A) Minutes of August 4, 2008 Regular Meeting, (B) Monthly Bills, (C) Monthly Financial Statement, (D) Jenkins Estate Advisory Committee Member, (E) Cooperative Agreement for Partners for a Sustainable Washington County Community, and (F) Resolution Authorizing Transfer of Metro Local Share Funds. Joe Blowers seconded the motion. Roll call proceeded as follows:
John Griffiths Yes
Bob Scott Yes
Joe Blowers Yes
Bill Kanable Yes
Larry Pelatt Yes
The motion was UNANIMOUSLY APPROVED. Agenda Item #8 – Unfinished Business A. Audit Committee
Keith Hobson, Director of Business & Facilities, provided a brief overview of the memo included within the Board of Directors information packet, noting that staff is requesting Board approval of two appointments to the newly formed Audit Committee. The Audit Committee was authorized at the April 7, 2008 Board of Directors meeting and requires the appointment of three members, one each from the Board of Directors, Budget Committee, and the general public. Bob Scott, Board Secretary, volunteered to fulfill the Board position and Elisabeth Zeller, Budget Committee member, has expressed interest in appointment to the Committee. Advertising for the general public position generated five applications and a review committee, consisting of Larry Pelatt, Bob Scott and Elisabeth Zeller, reviewed and ranked the applicants. The committee concurred that Kathleen Leader was the first choice for appointment to a one-year term, as the general public representative of the Audit Committee. Keith noted that the action requested of the Board this evening is appointment of Elisabeth Zeller to a two-year term and Kathleen Leader to a one-year term on the Park District Audit Committee. Bill Kanable moved the Board of Directors appoint Elisabeth Zeller as the Budget Committee member for a two-year term and Kathleen Leader as the public representative for a one-year term to the Park District Audit Committee. Joe Blowers seconded the motion. Roll call proceeded as follows:
Bob Scott Yes
John Griffiths Yes
Joe Blowers Yes
Bill Kanable Yes
Larry Pelatt Yes
The motion was UNANIMOUSLY APPROVED. B. General Manager’s Report
Doug Menke, General Manager, provided a detailed overview of the General Manager’s Report included within the Board of Directors information packet, which included the following topics:

• Budget Committee Vacancies
  • It was the consensus of the Board of Directors to begin accepting applications from the public to serve on the Park District Budget Committee.
• November 2008 Bond Measure Information Program
  • Bob Wayt, Director of Communications & Development, provided a brief status report on the bond measure information program, describing the informational mailer, as well as the informational presentations taking place to various community groups over the next two months.
• Skate Park Opening & Dedication
• Washington County Urbanization Forum
• Regional Parks System Summit
• Special Park Districts Forum
• December Board of Directors meeting
  • It was the consensus of the Board of Directors to schedule the December Board meeting for December 8, 2008.

Doug offered to answer any questions the Board of Directors may have regarding the General Manager’s Report. Larry Pelatt referenced the timing of the bond measure informational mailer and asked whether the mailer should be sent closer to the date that the mail-in ballots are sent out.

• Doug replied that this question was posed to the consultant and that he was of the opinion that the Park District’s mailer should be sent out just early enough not to be overwhelmed by other election materials being mailed.
• Bob Scott noted that the Vote Yes campaign is planning on sending out mailers closer to when the ballots arrive.

Larry asked Joe Blowers if he would continue to represent the Board of Directors through the Urbanization Forum process.

• Joe confirmed this, noting that he has a schedule conflict with the next Forum date.

Bill Kanable described the Special Park Districts Forum he attended, noting that it was an educational experience and very complimentary to the Park District. Agenda Item #9 – Adjourn
There being no further business, the meeting was adjourned at 8:00 p.m. Larry Pelatt, President Bob Scott, Secretary Recording Secretary,
Jessica Collins

HMT Recreation Complex, Dryland Training Center - 7pm
15707 SW Walker Road
Beaverton, OR 97006

6:00 PM 7:00 PM 7:05 PM 7:10 PM 7:30 PM 7:35 PM 7:40 PM 7:45 PM 8:00 PM

Executive Session* Legal Land Call Regular Meeting to Order Action Resulting from Executive Session Presentations Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting Award Oregon State Federation of Garden Clubs Audience Time** Board Time Consent Agenda*** Approve: August 4, 2008 Regular Meeting Approve: Monthly Bills Approve: Monthly Financial Statement Appoint: Jenkins Estate Advisory Committee Member Approve: Cooperative Agreement for Partners for a Sustainable Washington County Community Approve: Resolution Authorizing Transfer of Metro Local Share Funds Unfinished Business Appoint: Audit Committee Information: General Manager’s Report Adjourn

*Executive Session: Executive Sessions are permitted under the authority of ORS 192.660. Copies of the statute are available at the offices of Tualatin Hills Park and Recreation District. ** Audience Time: If you wish to be heard on an item not on the agenda you may be heard under Audience Time with a 3-minute time limit. If you wish to speak on an agenda item, please wait until it is before the Board. Note: Agenda items may not be considered in the order listed. ***Consent Agenda: Consent Agenda items will be approved without discussion unless there is a request to discuss a particular consent agenda item. The issue separately discussed will be voted on separately. In compliance with the American with Disabilities Act (ADA), this material, in an alternate format, or special accommodations for the meeting, will be made available by calling 503-645-6433 at least two business days prior to the meeting.