Agency Designated Representative: Paul McCreary, General Manager, Janelle Cameron, Administrative Services Director and Austris Rungis, IEDA

Employee Organizations: SEIU Local 1021 Hourly Employees

The Board of Directors will receive a staff presentation recognizing Betty Soo Hoo as the November Volunteer of the Month for her volunteer services with the Adult Sports unit, and specifically the Pickleball program.

Receive the report and present the volunteer with the award.

Ms. Betty Soo Hoo has volunteered for Adult Sports for over a year.  Betty was instrumental in helping to develop a Pickleball program at the Sunset High School gymnasium.  Betty helped with drop-in coordination, set-up, and promotion of the program.  Betty and her fellow volunteers were valuable with helping teach participants the game of Pickleball, helping provide additional equipment, and serving as the overall ambassador for this growing sport in the District.  Through continued meetings and discussion, the District has started offering more Pickleball programs.  Betty will also be taking on a new volunteer role to assist with implementation of the recently awarded YES Grant by teaching youth in this program the sport of Pickleball at no cost to the participant and District.

Ms. Betty Soo Hoo is enthusiastic, dedicated, and a positive role model for everyone she assists.  The District is fortunate to have such a consummate professional and valuable volunteer in our community, who is so enjoyable to be around.  The District thanks Betty for her dedicated service and congratulates her for earning the recognition of Volunteer of the Month for November 2019.

The attachment provides the draft minutes from Monday, November 4, 2019.

HARD’s Senior Adult Program Staff applied for the United Way Bay Area, Earn It! Keep It! Save It! Grant.  Earn It! Keep It! Save It! Bay Area provides free tax preparation to low to moderate-income individuals, families, and seniors. Tax returns are prepared by trained IRS-certified volunteers at local community organizations.  The Senior Adult Programs has provided free Income Tax Assistance at the Hayward Area Senior Center and Kenneth Aitken Senior Center for over 20 years.  In 2019 over 500 individuals received free assistance with their personal Income Tax.  The program would not be possible without volunteers.  Last year there were 14 volunteers who underwent thorough training and passed a vigorous IRS certified test. 

Tax Preparation can be costly, confusing, and a task that many try and avoid.  Providing free Income Tax Assistance at the Senior Centers allow H.A.R.D. to offer an important service that helps hundreds each year with assistance from the United Way Grant.

The Three-Year Capital Improvement Plan 2017-2020 includes funding for the Meek Mansion Painting Project (CIP No. 4-064) in the Minor Park Improvements fund.  There are sufficient funds in the project budget to award the contract in the amount of $109,000.00.

Adopt the Resolution authorizing the General Manager to execute a contract with D and T Painting in the amount of $109,000.00 for painting services for Meek Mansion.

Staff solicited bids from qualified painting contractors for painting services for Meek Mansion.  The project was advertised for public bid on October 11 and October 18. Seven sealed bids were submitted and opened on October 25, 2019.  The bid amounts ranged from $109,000.00 to $312,000.00.  D and T Painting submitted the lowest responsive and responsible bid for the total bid price of $109,000.00 including allowances. 

The project scope of work includes exterior, first floor, second floor stairs, and second floor landing painting.  Minor wallpaper removal is included.  Cracks and other minor damage shall be repaired as part of the painting work.  Restoration is not included. 

Staff is recommending the award of the contract for the Meek Mansion Painting project to D and T Painting in the amount of $109,000.00.  If approved, painting would begin in Spring 2020 and be complete in approximately two months in early Summer 2020. 

The cost of salary and benefits for the new position for Fiscal Year 2019-20 is estimated at $132,000.  Bond project management staff is funded by the Measure F1 Bond funds.  There are sufficient funds to cover the cost of the new position in the approved Capital Improvement Program budget.

The Board of Directors approved the District's Budget for Fiscal Year 2019-20 on June 17, 2019.  The Budget included the addition of one new Senior Bond Project Manager for the Capital Planning and Development Department. A new Senior Bond Project Manager is required to complete the projects in the Three-Year Capital Improvement Plan 2017-2020, and the additional design projects related to acquisitions that have occurred following the adoption of the budget and current positional allocation plan in the Wage Ordinance.  The new position is also needed so that qualified staff is in place to implement the Five-Year Capital Improvement Plan 2020-2025 which is currently being developed and will allocate the remaining $125 million in Measure F1 Bond proceeds.

The Senior Bond Project Manager position is limited term, at-will, exempt position fully funded by the Measure F1 Bond. A revised organization chart for the Capital Planning and Development Department with the addition of the new Senior Bond Project Manager is attached.

The new Senior Bond Project Manager will report directly to the Capital Planning and Development Director and will be responsible for the management of facilities improvements and directing the work of on-call project management and construction management staff. It is anticipated the new Senior Bond Project Manager will manage the overall Trails Master Plan project and the individual master plans for the the Foothill Trail and San Lorenzo Creek Trail.  They will also be involved with the Mission and Mattox demolition and design.

By motion:

1. Adopt the Resolution for the property exchange with Alameda County; and
2. Authorize the General Manager to execute the property exchange agreement with Alameda County; and 
3. Approve the amended Cherryland Community Center Memorandum of Understanding and Facilities Lease.

The District desires to conduct a property exchange with Alameda County related to the Ashland Common project.  The District owns the property at 17482 Boston Road in unincorporated Alameda County (APN: 413-35-14-3) which is part of the site of the new Cherryland Community Center currently under construction. Alameda County owns the adjacent property at 278 Hampton Road, and the District-owned and County-owned parcels create the entire site for the community center.

The County also owns the property at 16640 E. 14th Street (APN: 80-78-26-14) in unincorporated San Leandro ("Ashland District") of Alameda County. The District desires to build a new neighborhood public park at 16640 E. 14th Street and would like to exchange the 17482 Boston Road property with the County for this site. This property exchange benefits both parties because the County would then own both parcels that host the new Cherryland Community Center and the District would own the Ashland site for the development of a new public park. 

While the two properties are not equal in size they are of similar value. The District purchased the 0.24-acre Boston Road property for $660,000 in 2013.  The County commissioned a real estate appraisal of the 16640 E. 14th Street which valued that property at $670,000. The Property Exchange Agreement is attached as Exhibit A.

The change in ownership of the Boston Road property necessitates the revision of the Cherryland Community Center Memorandum of Understanding (MOU) and Facilities Lease between the District and Alameda County to reflect the new ground ownership.  Those amended agreements are attached as Exhibit B - Cherryland Community Center MOU and Exhibit C - Facilities Lease.

The Board of Directors will receive an update on the draft conceptual designs for the renovation of the San Lorenzo Community Center and Phase II of the  San Lorenzo Community Park renovation project.

Receive the report and provide input on the draft conceptual designs.

Both the San Lorenzo Community Center Renovation Project and the San Lorenzo Community Park Phase II Renovation Project were approved in the current Three-Year Capital Improvement Program 2017-2020 (CIP). The first phase of the community park renovation was completed before the current CIP was adopted.

For the Phase II renovation of the park, a Task Order with RRM Landscape Architects was approved on September 16, 2019, to complete the construction documents to continue the renovation of San Lorenzo Park. The construction documents are approximately 70% complete and staff anticipates that construction will start during summer 2020. 

In parallel, the design process for the renovation of the Community Center within the park has begun. A contract with Dahlin Group Architecture was approved by the Board on July 15, 2019. Since then, the firm has initiated information gathering and evaluation of the existing facility and begun program review with an initial Stakeholder Group, composed of staff and nearby residents. The goal of this initial work is the generation of three draft conceptual designs and a feasibility analysis for each.  Staff anticipates construction would begin on the community center during winter 2021.

The presentation will show the progress of the Community Center’s three renovation design options for Board review and comment. The presentation will also address the state of the integration of the park’s renovation design.