Board Operations Committee Meeting Minutes
Thursday, October 16, 2008

Board: Directors Carol Severin (Chair), Ayn Wieskamp, Beverly Lane

Staff: John Escobar, Jack Kenny, Brian Wiese, Paul Miller, Traci Parent, Bridget Calvey

Contractors: Jocelyn Real, Susan Imboden

Public: Judi Bank, David Russo

1. Use of Automated Fee Machines

Chief of Park Operations Jack Kenny distributed a staff task force report detailing the District’s history and experience with automatic fee machine use.  Staff reported on park-by-park financial statistics and recommendations to upgrade or replace machines with models featuring change making and credit/debit card readers to better serve park users.

In the late 1990s, the District first installed automatic fee machines as a means to provide fishing permits to park users after hours and when kiosks were not staffed.  At its October 18, 2007 meeting, the Board Operations Committee recommended that staff reconsider the use of machines at some locations, and asked staff to study the merits of installing automatic fee machines on a park-by-park basis.  At that time, the Committee also recommended that kiosks be staffed whenever feasible, and that staff look into updating older machines by upgrading or replacing them with more user friendly fee machines.  When the full Board adopted fees and charges for 2007, staff was directed to install signs at Briones, Pt. Pinole, and Sunol indicating that fees are required whenever the kiosk is staffed.

Chief Kenny reported that the District is currently using two automatic fee machine models manufactured by VenTek.  The Model 400 accepts coins and $1 bills, but does not make change, nor does it accept credit/debit cards without retrofit.  The System V accepts all bill denominations and makes change, but does not accept credit/debit cards without retrofit.  Since the System V is being phased out by the vendor, staff suggests that a long range solution would be to replace the System V with a System VI.  Staff noted that currently no funding is available to upgrade or purchase new machines.

Following discussion, the Committee agreed with staff’s suggestion to continue using the VenTek System V fee machines, and recommended a machine upgrade to the System VI, as funding permits.

Director Ayn Wieskamp reported that some park users had expressed concerns about park curfew hours sometimes resulting in users being in the park after dark. Chief Kenny explained that curfew hours are determined and posted according to the season, and that the District avoids using terms on its signage such as “dusk” or “sunset” because they are open to interpretation.  Based on Director Wieskamp’s suggestion, Chief Kenny said he would look into having park curfew hours posted on the District’s website.

2. Oral History and Video Project Update:

Supervising Naturalist Traci Parent introduced contractors Jocelyn Real, and Susan Imboden, who for the past few years have assisted staff in implementing the District’s oral history program.  Ms. Real is primarily responsible for video and DVD production, and Ms. Imboden transcribes the individual oral history reports.  Ms. Parent presented an overview of the program which began in 1970, and distributed a list of biographies and videos currently in production, and those planned for 2009.  Individuals selected for interview include ranchers, landowners, descendants, former Board members and current staff.

Ms. Parent indicated that the Interpretive & Recreation Services Department produces 3-5 oral histories a year.  They maintain an ever-growing list of individuals they plan to interview, and will attempt to complete the production of additional oral histories to coincide with the District’s 75th anniversary in 2009.  Director Wieskamp provided the names of several individuals she’d like staff to add to their list, and suggested that criteria for priority be based on the age and health condition of prospective candidates.

The Committee viewed segments of two oral history videos: The first video featured Director John Sutter describing the formation of BCDC, and his recollection of events leading to the preservation of Martin Luther King Shoreline.  Land Acquisition Manager Bob Doyle was featured in a second video recalling growing up in Contra Costa County when it was a vast agricultural area, and describing his early association with Save Mount Diablo.

3. Extension of Ardenwood Affairs Agreement for One Year at Ardenwood Historic Farm

Operations Assistant General Manager John Escobar, requested that the Committee approve a one-year extension to the Ardenwood Affairs concession agreement.  This concessionaire has been operating the Ardenwood Café and providing reservable wedding and group picnic services since 1989.

Staff is recommending that we delay the RFP process to select a new concessionaire for Ardenwood until the District’s Master Agreement with the City of Fremont for the operation of Ardenwood is approved.  However, since weddings are usually booked far in advance, staff is requesting that the Committee approve a one-year extension to its Agreement with Ardenwood Affairs to allow the concessionaire to accommodate weddings already reserved for 2009.  AGM Escobar reported that wedding reservations now outnumber picnics and other events at Ardenwood.

Subsequent to finalization of the District’s Agreement with the City of Fremont, staff will be returning to the Committee with the RFP process to select a concessionaire to operate Ardenwood for a five-year period beginning in 2010.

RECOMMENDATION:  Moved by Director Ayn Wieskamp, and seconded by Director Beverly Lane, this item was unanimously recommended for submission to the full Board for approval.

4. Public Comments

Referring to the Interpretive Department’s earlier oral history presentation, District resident David Russo inquired about the District’s provisions for storing historical documents and videos.  AGM Escobar assured Mr. Russo that the District maintains secure underground archival depository sites at District headquarters and with Iron Mountain, an outside vendor.  Mr. Russo suggested that the District could both secure and enhance its oral history program by using a free internet service (archives.org) to store historical data and provide interpretive information to the public.  He described how a user could access individual parks geographically using Google Earth and clicking on an area of interest to reveal park features and oral history. 

Chairperson Carol Severin adjourned the meeting at 4:15 p.m.  The next meeting of the Board Operations Committee will be held on Thursday, November 20, 2008 at 12:45 p.m.

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