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[00:00:02]

WHENEVER YOU'RE READY. GREAT. WELL, GOOD MORNING AND WELCOME TO THE BOARD FINANCE COMMITTEE MEETING OF THE EAST BAY REGIONAL PARK DISTRICT. ON THIS DAY, JUNE 10TH, WE'RE STARTING TODAY AT 10:35. WELCOME, EVERYONE.

MADAM CLERK, WOULD YOU CALL ROLL, PLEASE? DIRECTOR ECHOLS.

PRESENT. DIRECTOR MERCURIO. HERE. DIRECTOR WAESPI.

HERE. OUR FIRST ITEM OF BUSINESS IS THE APPROVAL OF THE MINUTES OF THE MARCH 11TH MEETING AND THE APRIL 8TH MEETING.

[Approval of Minutes]

WE CAN HANDLE THESE TOGETHER AND VOTE FOR THEM SINGLY.

PASS BOTH OF THEM. ARE THERE ANY COMMENTS, QUESTIONS, SUGGESTIONS FOR CHANGES? OR IF WE ARE SATISFIED, WOULD SOMEONE PLEASE PROPOSE A MOTION? SO MOVED. WE HAVE A MOTION BY DIRECTOR ECHOLS.

SECOND. SECOND BY DIRECTOR MERCURIO. HEARING NO FURTHER DISCUSSION FROM ANYONE.

ALL IN FAVOR? SIGNIFY BY SAYING AYE. AYE. OKAY.

THE MINUTES PASSED UNANIMOUSLY ON BOTH CASES.

WE'LL MOVE NOW TO THE PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA.

MADAM CLERK, ARE THERE ANY MEMBERS OF THE PUBLIC HERE? MEMBERS OF THE PUBLIC MAY PROVIDE A PUBLIC COMMENT, EITHER IN PERSON OR VIA ZOOM.

THOSE ATTENDING IN PERSON SHALL SUBMIT A SPEAKER CARD TO THE CLERK'S STAFF, OR OTHERWISE INDICATE THEIR DESIRE TO SPEAK ON A NON AGENDA ITEM.

THOSE ATTENDING VIA ZOOM MAY USE THE RAISED HAND FEATURE.

SPEAKERS WILL BE CALLED WHEN IT IS THEIR TURN TO SPEAK.

EACH SPEAKER WILL BE PROVIDED UP TO THREE MINUTES TO ADDRESS THE BOARD.

A COUNTDOWN TIMER WILL BE DISPLAYED FOR THE SPEAKER'S CONVENIENCE.

AT THIS TIME, WE HAVE NO SPEAKER CARDS NOR HANDS UP ONLINE.

THANK YOU FOR THAT PREAMBLE, MADAM CLERK. I THOUGHT EVERYONE HAD MEMORIZED THAT BY NOW, BUT I APPRECIATE THAT.

SO OUR FIRST ITEM OF BUSINESS IS THE ACTION ITEMS. WE HAVE NONE. WE HAVE SOME INFORMATIONAL ITEMS AND OUR FIRST INFORMATIONAL ITEM IS THE WORKDAY IMPLEMENTATION UPDATE.

[Informational Items]

WELCOME, KATIE.

GOOD MORNING, BOARD, FINANCE COMMITTEE. KATIE DIGNAN, ACTING ASSISTANT GENERAL MANAGER, FINANCE AND MANAGEMENT SERVICES HERE TO GIVE YOU AN EXCITING UPDATE ON OUR WORKDAY ENTERPRISE RESOURCE PLANNING SYSTEM ERP IMPLEMENTATION PROJECT.

SO WE'RE CURRENTLY 29% COMPLETE ON THE PROJECT OVERALL WITH GO LIVE STILL ON TRACK FOR JANUARY 1ST, 2027, WHICH PUTS US RIGHT WHERE WE NEED TO BE.

THE TOTAL CONTRACTED AMOUNT ACROSS ALL VENDORS IS 88.88 MILLION, WITH 823 EXPENDED SO FAR OUT OF THE 4.33 MILLION ENCUMBERED. AND OUR SPENDING IS BEING CAREFULLY MANAGED.

SO TO RECAP, WE HAVE MULTIPLE CONTRACTORS THAT WE HAVE ENGAGED TO ASSIST WITH THIS EXPERT.

WITH THIS EXERCISE, WE HAVE SDI WHO DOES OUR PROJECT MANAGEMENT STRADA, WHO IS HELPING US WITH IMPLEMENTATION OF WORKDAY CAN/AM TECHNOLOGIES, WHICH IS OUR POINT OF SALE SYSTEM, WORKDAY, WHICH IS THE OVERALL ERP SYSTEM.

AND THEN WE RECENTLY IN APRIL ENGAGED EXPTRANS, WHICH IS OUR CREDIT CARD MERCHANT PROCESSOR.

RECAP OF THE ERP IMPLEMENTATION PROJECT TEAM.

WE HAVE OVER 22 WORK STREAMS RANGING FROM HR BENEFITS, ABSENCE, PAYROLL, PROCUREMENT, PROJECTS, SUPPLIER ACCOUNTS, EXPENSES, AND GRANTS. WE ARE.

WE HAVE A STRONG STAFFING IN PLACE, WITH ADDITIONAL RECRUITMENTS UNDERWAY FOR FINANCIAL ANALYSTS, BUSINESS ANALYSTS AND ACCOUNTING SPECIALISTS, AND AN HR ANALYST.

WE'RE STILL TRYING TO RECRUIT FOR SOME RETIRED ANNUITANTS TO SUPPORT PROCUREMENT, PAYROLL AND OVERALL ACCOUNTING FUNCTIONS.

CURRENT STAFF HAS BEGUN CHARGING TIME TO THE PROJECT SO THAT ALL PROJECT COSTS ARE TRACKED AGAINST THE.

AND AS OF MAY 2026, WE HAVE APPROXIMATELY OVER 2400 HOURS HAVE BEEN BILLED TO THE PROJECT.

SO YOU CAN TELL THIS IS A VERY EXTREME EFFORT WHICH EQUATES TO ABOUT $343,000 IN SALARY AND BENEFIT COSTS BILLED TOWARDS THE PROJECT.

WHERE WE'RE AT IS WE'RE CURRENTLY IN THE ARCHITECT AND CONFIGURATION PHASE FOUNDATION ALIGNMENT AND CUSTOMER CONFIRMATION SESSIONS WHERE THE WORKDAY AND STRADA TEAM MEMBERS CAME IN PERSON AND MET WITH EACH OF THE FUNCTIONAL TEAMS TO GO OVER THE SETUP IN THE SYSTEM SO THAT WE CAN PREPARE FOR INITIAL

[00:05:03]

UNIT TESTING, WHICH IS CURRENTLY UNDERWAY AND IS SCHEDULED TO GO THROUGH MID-JULY.

THIS IS JUST A HIGH LEVEL SUMMARY OF THE SCHEDULE.

IT'S VERY SMALL, SO IT'S HARD TO SEE, BUT YOU CAN SEE THAT IT'S A SHORTENED DURATION WHERE WE'RE STILL PLANNING TO GO LIVE IN JANUARY.

OUR ACCOMPLISHMENTS SO FAR IS THAT WE, THE REPORTING WORK STREAM HAS KICKED OFF IN APRIL, AND THE HCM TEAM HAS FINALIZED THE REPORTING REVIEW AND PRIORITIZED THEIR TOP 20 CUSTOM REPORTS FOR STRADA DEVELOPMENT. THE FINANCIAL TEAM IS CURRENTLY WORKING TO PRIORITIZE OUR 20 PROJECT LIST FINANCIAL AND HR DATA VALIDATION. HCM, OUR HUMAN CORE RESOURCE MANAGEMENT IS 100% COMPLETE, AND FINANCIALS IS EXPECTED TO BE COMPLETED BY JUNE 5TH.

SO WE'RE STILL IN THE PROCESS OF DOING THAT. WORKDAY ERP SYSTEM, GROUP ONE TRAINING HAS COMPLETED.

THE WORKDAY WEEKLY FUNCTIONAL MEETINGS ARE IN PROGRESS FOR CONFIGURATION AND TESTING.

IN SYSTEM INTEGRATION, WE'RE AT 24% COMPLETE.

WE HAVE SEVEN OF THE 29 INTEGRATIONS LOCKED IN AND WE HAVE 22 REMAINING TO DO.

AND HOPEFULLY TO WRAP UP EARLIER THIS MONTH. TELLER CASHIERING SYSTEM CONFIGURATION AND INTEGRATIONS IS PLANNING HAS COMPLETED AND FOR, IN TERMS OF TRAINING, STAFF HAS COMPLETED A TOTAL OF 843 HOURS OF TRAINING TO DATE.

IN CHANGE MANAGEMENT. AND THIS IS THE PROCESS WHERE WE'RE STARTING TO DEVELOP LISTS OF EVERYTHING THAT'S GOING TO BE IMPACTING THE END USER OF THINGS THAT WILL BE DIFFERENT PROCESSES THAT WILL BE DIFFERENT FUNCTIONS THAT WILL BE DIFFERENT IN THE SYSTEM. AND SO WE'VE TO DATE DOCUMENTED 108 INITIAL CHANGE IMPACT RELATED PROCESSES THAT WERE STARTING TO DEVELOP TRAINING MANUALS AND JOB AIDS FOR.

SO THAT WE CAN BE PROMOTING THAT TO OUR END USER BASE TO LET THEM KNOW WHAT'S COMING DOWN THE PIPELINE.

AS I SAID, WE'RE 29% COMPLETE. WE'RE STILL ON TRACK TO GO LIVE IN JANUARY WITH OUR INITIAL GO LIVE DATE AT DECEMBER 18TH.

WE HAVE DEVELOPED A HIGH LEVEL COMMUNICATIONS AND ENGAGEMENT PLAN TO TAKE US THROUGH THIS PROJECT.

WE'VE IDENTIFIED OUR KEY STAKEHOLDERS AND LEADERSHIP ENGAGEMENT.

OUR TRAINING MANAGER, KAVITA SHAH, IS IN LEADING THIS EFFORT ALONG WITH ALMA BALMES, OUR DIVISION LEAD OF HR.

AND WE ARE SCHEDULED TO START DOING UPDATES TO ALL DISTRICT STAFF IN THE COMING MONTHS THROUGH OUR NEWSLETTER.

AND WE'LL DO SOME FOCUSED TRAININGS AND MEETINGS WITH CHANGE AGENTS THAT HAVE BEEN IDENTIFIED.

SO WHAT'S WHAT'S NEXT? IS WE HAVE EXCITING NEWS THAT THE ERP REBRANDING CONTEST IS COMPLETE.

THE SYSTEM WILL BE CALLED CANOPY, WHICH IS A FITTING NAME FOR THE PARK DISTRICT.

WE'RE FINALIZING OUR CHART OF ACCOUNTS BY THE END OF JULY.

WE'RE LAUNCHING OUR SECOND ROUND OF TRAINING IN THIS MONTH.

AND THEN VENDOR INTEGRATION DISCOVERY SHOULD BE COMPLETED HOPEFULLY BY THE MIDDLE OF THIS MONTH.

AND END USER TRAINING FOR PLANNING STRATEGY AND DESIGN IS SCHEDULED FROM JUNE 15TH TO AUGUST 7TH AND TRAINING DEVELOPMENT AUGUST 10TH THROUGH OCTOBER 16TH. AND THEN TRAINING WILL BE DEPLOYED STARTING IN OCTOBER.

BECAUSE WE'VE ALREADY STARTED GETTING A LOT OF REQUESTS FROM DIFFERENT DIVISIONS AS TO WHEN WE'RE PLANNING TO START LAUNCHING TRAINING, SO THAT'LL START IN OCTOBER. SO WITH THAT, IT CONCLUDES MY PRESENTATION AND I'M OPEN FOR ANY QUESTIONS YOU ALL MIGHT HAVE.

THANK YOU KATIE. ANY QUESTIONS? COMMENTS? I DO.

GO AHEAD JOHN. WELL, YOU KNOW, WE ALL REALIZE WHAT A MAMMOTH UNDERTAKING THIS IS.

AND IT'S REALLY GREAT TO KNOW THAT IT'S MORE THAN ONE FOURTH OF THE WAY THROUGH.

AND WE'RE GOING TO GET THERE. WE HAVE FAITH IN THAT.

BUT I HAVE A COUPLE OF QUESTIONS. IS THERE GOING TO BE, YOU KNOW, WHEN, THE CUTOVER STARTS OVER TO THE, IS THERE LIKE ANY PARALLEL OPERATION OF ANY ELEMENT, CURRENT ELEMENTS THAT WILL ALSO HAPPEN? SO WE GO INTO LIKE PARALLEL TESTING ACTUALLY BEFORE WE COMPLETELY CUT OVER INTO THE NEW SYSTEM WHICH WILL HAPPEN IN NOVEMBER. OKAY. BUT REALLY WE START, WE SAY GO LIVE IN JANUARY, BUT WE'RE GOING TO LIKE THAT LAST PAYROLL WE'RE GOING TO TRY TO PROCESS IN THE SYSTEM AND MAKE SURE THAT IT'S FUNCTIONING CORRECTLY BEFORE WE COMPLETELY TURN IT ON.

YEAH. OKAY. YEAH. AND THEN JUST A JARGON THING HERE IN YOUR REPORT, FOUNDATIONAL TENANT,

[00:10:05]

WHAT IS A FOUNDATIONAL TENANT? SO THE FOUNDATIONAL TENANT IS WHERE WE'RE DOING OUR INITIAL TESTING.

SO THEY PUT A MOCK UP OF WHAT THE SYSTEM WILL LOOK LIKE FOR US TO GO IN AND START TESTING IT AND SEEING HOW THE BUSINESS PROCESSES WILL WORK.

WHAT IT WILL LOOK LIKE TO, YOU KNOW, RUN AN INVOICE FROM START TO FINISH, HOW TO ENTER PAY, HOW TO ENTER YOUR TIME. SO THAT'S WHAT A FOUNDATIONAL TENANT IS.

I'LL MAKE SURE I'M BETTER AT THE NEXT STAFF STAFF REPORT TO MAKE SURE THERE'S DEFINITIONS IN THERE.

OKAY. ALL RIGHT. ANYWAY THANK YOU VERY MUCH FOR ALL THAT YOU AND EVERYBODY ELSE HAS BEEN DOING ON THIS.

IT'S THE BENEFITS TO BE DERIVED FROM THE IMPLEMENTATION OF THIS ARE MANY AND VERY HELPFUL TO THE OPERATION OF THE DISTRICT.

I KNOW THAT. YEAH. GREAT. THANK YOU. WELL, KATIE, THANK YOU SO MUCH.

THANK YOU SO MUCH FOR THE REPORT. I'M JUST REALLY IMPRESSED HOW WELL THIS HAS COME TOGETHER.

IT'S A HUGE UNDERTAKING. AND THE FACT THAT YOU'RE RUNNING ON SCHEDULE FOR JANUARY 2027, FULL LAUNCH WITH THE, YOU KNOW, SORT OF PRE-LAUNCH IN DECEMBER AND TESTING IN NOVEMBER, I THINK IS REALLY IMPRESSIVE.

SO THANK YOU FOR ALL YOUR WORK AND YOUR TEAM'S WORK ON THIS.

GREAT. THANK YOU. AND I WOULD ADD THANK YOU, KATIE AND YOUR GROUP FOR UNDERTAKING THIS.

I HAVE ONE QUESTION. SO YOUR 29% COMPLETE. HAVE THERE BEEN ANY UNFORESEEN CHANGES THAT WOULD, YOU KNOW, INITIATE A CHANGE ORDER OR ARE WE STILL ON BUDGET OR ARE WE? WE'RE STILL ON BUDGET. WE STILL HAVE A HEALTHY CONTINGENCY THAT WE'VE BEEN MAINTAINING.

WE DO ANTICIPATE SOME CHANGE ORDERS COMING DOWN THE PIPELINE, BUT I THINK IT'S GOING TO BE WITHIN THE BOARD AUTHORIZATION THAT WE ALREADY HAVE.

ONE OF THEM IS THERE'S SOME INTEGRATIONS THAT WE'VE IDENTIFIED A, WHICH IS LIKE COMMUNICATING WITH OTHER SYSTEMS. SO IN OUR SCOPE, WE ORIGINALLY JUST HAD FOR SCHEDULE MANAGEMENT FOR PUBLIC SAFETY, WE JUST HAD ONE SOFTWARE SOLUTION.

THEY NOW ARE GOING TO BE IMPLEMENTING A NEW SCHEDULING SOFTWARE.

AND SO WE NEED TO ADD THAT TO THE SCOPE. AND THEN THERE'S JUST OTHER THINGS WE'VE DISCOVERED AS WE'RE TALKING TO SOME OF OUR VENDORS THAT WE NEED MAYBE A TWO WAY CONNECTION WHERE WE ORIGINALLY THOUGHT IT JUST NEEDED TO GO, LIKE WE JUST WOULD COMMUNICATE WITH THEIR SYSTEM.

AND NOW WE'VE REALIZED, NO, WE ACTUALLY NEED IT TO ALSO SEND US INFORMATION BACK.

AND SO WE'RE WORKING THROUGH THAT.

I JUST WANTED TO APPRECIATE KATIE, BECAUSE I THINK WHEN SHE CAME HERE TO WORK FOR THE DISTRICT, ONE OF THE THINGS SHE RECOGNIZED IS THAT WE HAD A REALLY OLD, OUT-OF-DATE SYSTEM.

AND SO SHE HELPED TO START US ON THIS PATH TO UPDATE OUR ERP.

AS YOU'VE HEARD IN PAST BOARD MEETINGS, ONE OF THE THINGS THAT WE'RE UNCOVERING IS A LOT OF MISTAKES THAT HAVE HAPPENED OVER THE LAST BUNCH OF YEARS.

AND PART OF THAT IS WE'RE UNCOVERING THOSE AS WE'RE MOVING TO THIS NEW ERP SYSTEM.

AND WHAT THIS DOES IS IT TAKES A LOT OF THAT MANUAL ENTRY OUT OF THE SYSTEM SO THAT THERE'S LESS MISTAKES.

AND I JUST WANT TO APPRECIATE KATIE BECAUSE SHE HAD THE FORESIGHT TO START US DOWN THIS PATH.

AND I THINK IT'S GOING TO PUT THE DISTRICT IN A BETTER PLACE IN THE LONG TERM.

AND I JUST WANT TO APPRECIATE LIKE OUR ENTIRE TEAM, A FEW FOLKS HERE, BUT LITERALLY EVERYBODY HAS TO WORK ON IMPLEMENTING THIS FOR IT TO BE SUCCESSFUL. SO IT'S A TON. IT'S A HUGE LIFT. SO ANYWAY, THANK YOU.

I THINK WE ALL AGREE. ONE MORE THING. YEAH. TELL ME IN 10 SECONDS OR LESS.

TELLER CASHIERING SYSTEM. YES. SO IT IS. YEAH.

SURE. SO WHEN YOU GO TO THE WHEN YOU GO TO THE THE KIOSK.

SO YOU GO TO SUNOL TO HIKE. YOU PULL UP TO THE KIOSK.

AND RIGHT NOW WHAT WE'RE USING IS A SYSTEM CALLED ACTIVE NET.

AND WE ALSO USE FOR OUR CAMPSITES, WE USE A SYSTEM CALLED RESERVE AMERICA.

AND THEN THEY ARE JUST, WE HAVE TO GO IN MANUALLY AND GET ALL THAT INFORMATION AND THEN ENTER IT INTO OUR CURRENT FINANCIAL SYSTEM.

SO NOW WHAT WE'RE DOING IS WE'RE GOING TO BE FUNNELING EVERYTHING THROUGH A NEW POINT OF SALE SYSTEM, THIS TELLER CASHIERING. AND IT WILL COMMUNICATE DIRECTLY WITH OUR FINANCIAL SYSTEM SO THAT IT AVOIDS STAFF HAVING TO AGAIN, GO IN, MANUALLY RECONCILE ALL THE CASH AND CREDIT CARD COLLECTIONS FROM EACH OF THE DIFFERENT SITES AND PUT IT INTO THE SYSTEM.

AND SO THAT'S WHAT IT IS, IS FOR US CHARGING OUR FEES OF SERVICES AND THE PAYMENTS WILL COME THROUGH THERE.

ALL RIGHT. AND SO WHEN THIS SYSTEM IS COMPLETED, WILL BE TOTALLY CASHLESS IN ALL OF OUR PARKS.

NO, THAT'S NOT THAT'S NOT THE PLAN RIGHT NOW.

WE DO HAVE AND TIFFANY'S BEEN PROVIDING UPDATES KIND OF ON OUR LOOK AHEAD SCHEDULE FOR SITES THAT WE WOULD WANT TO MOVE TO CASHLESS,

[00:15:05]

BUT WE HAVE NOT YET PROGRAMED TO GO 100% CASHLESS.

ALL RIGHT. GREAT. THANK YOU VERY MUCH. ARE THERE ANY COMMENTS FROM THE PUBLIC? NO PUBLIC COMMENT. OKAY. THEN WE CAN. THANK YOU VERY MUCH, KATIE.

THANK YOU ALL. WE CAN MOVE NOW TO JOB ORDER CONTRACTING.

CONTRACTING, QUARTERLY STATUS UPDATE. WELCOME, REN.

GOOD MORNING. FINANCE COMMITTEE MEMBERS, BOARD MEMBERS.

I'M REN BATES, DIVISION LEAD OF DESIGN AND CONSTRUCTION, HERE TO PROVIDE YOU WITH OUR QUARTERLY STATUS UPDATE ON JOB ORDER CONTRACTING.

I WILL GIVE A BRIEF BACKGROUND OF CONTRACTING.

I THINK WE'VE RUN THROUGH THIS BEFORE, BUT I THINK IT BEARS WORTH IT'S WORTH BEARING OUT AGAIN.

JOB ORDER CONTRACTING IS INDETERMINATE QUANTITY, FIXED PRICE CONTRACTS.

THAT IS BASICALLY AKIN TO AN ON CALL CONSTRUCTION CONTRACT FOR THE DISTRICT.

IN ORDER FOR US, WE HAVE A POLICY THAT MANAGES THE JOB ORDER CONTRACTING PROGRAM.

AND SO WE'VE BEEN DOING THIS FOR QUITE A FEW YEARS NOW.

AND WHAT IT ALLOWS US TO DO IS TO HAVE A TASK CATALOG THAT HAS LOCAL PREVAILING WAGE AND MATERIAL COSTS.

AND WE HAVE A CONSULTANT THAT HELPS US DO THAT.

IT'S A TASK THAT'S FAR TOO BIG FOR DISTRICT STAFF TO TAKE ON.

SO THE CONSULTANT HELPS US WITH THAT, AND THEN WE PUT THAT OUT TO BID, WHICH CONTRACTORS THEN BID AN ADJUSTMENT FACTOR FOR.

SO IN THIS REGARD, WE PUT THESE CONTRACTS OUT TO COMPETITIVE BID WHICH WE ARE REQUIRED TO DO, AND THEN IT ALLOWS US TO DO WORK THAT'S A VALUE OF OVER $50,000 TO DO RENOVATION, REPLACEMENT AND REFURBISHMENT WORK.

SO WITH THAT AS KIND OF AN OVERARCHING, I'M HAPPY TO ANSWER ANY QUESTIONS TOO AS THEY COME UP AND GO OR ARISE.

SO ON APRIL 15TH OF 2025, THE BOARD OF DIRECTORS AWARDED THIS ROUND OF JOB ORDER CONTRACTS, WHICH I'M GOING TO GIVE AN UPDATE ON. CONSISTENT WITH PREVIOUS ROUNDS, WE DID THREE GENERAL A CONTRACTS GENERAL A MEANS BASICALLY GENERAL ENGINEERING CONTRACTOR. SO THEY'LL DO UTILITY WORK, GENERAL GRADING, KIND OF MASS GRADING ANY KIND OF STORM DRAINAGE SYSTEMS, THINGS OF THAT NATURE, BUILDING RETAINING WALLS.

WE ALSO DID THREE B CONTRACTORS. SO B IS FOR BUILDING.

SO THEY DO HVAC SYSTEMS. THEY'LL DO ROOFING THINGS OF THAT NATURE.

AND THEN THIS LAST ROUND WE ACTUALLY WENT FROM 2 TO 3 GENERAL PAVING CONTRACTORS.

AND THEY ARE SIMILARLY A LICENSED CONTRACTORS.

BUT THEY DO ONLY PAVING OR THAT'S THOSE ARE THE TASKS THAT WE HAVE.

AND THE STIPULATION WE HAVE FOR THOSE FOLKS IS THAT THEY NEED TO SELF-PERFORM 60 PERCENT.

SO IN OTHER WORDS, SOME OF OUR JOB CONTRACTORS WILL DO A LOT OF SUB WORK.

AND THE PAVING, WE TRIED TO MINIMIZE SORT OF ANY OF THAT OVERHEAD BY HAVING THEM SELF-PERFORM.

SO THE TERM ON THESE ARE FOR ONE YEAR, WHICH MEANS THAT DURING THAT TIME WE CAN ISSUE JOB ORDERS THAT WILL BE PRICED.

AND ONCE WE GET AN NTP, WE CAN DO THAT WORK. SO WHAT THAT A YEAR IS KIND OF LOOSE AND YOU'RE KIND OF WONDER WHEN THAT STARTS.

SO BY POLICY WE'VE GONE, WE'VE MADE IT 15 MONTHS FROM THE BOARD OF DIRECTORS AWARD DATE.

SO IN OTHER WORDS, THE CONTRACTS THAT WE'RE LOOKING AT NOW WILL TURN OUT IN JULY OF THIS YEAR.

SO ON JULY 15TH. AND WHAT THAT MEANS IN TERMS OF CONSTRUCTION IS WE NEED TO HAVE A JOB ORDER APPROVED AND A NOTICE TO PROCEED ISSUED PRIOR TO THAT DATE.

AND THEN THERE'S TIME TO DO THAT CONSTRUCTION. SO IN OTHER WORDS, THE ADMINISTRATION OR JUST THE PROCUREMENT OF THE CONTRACT TERMS OUT, BUT CONSTRUCTION CAN HAPPEN. AND THAT INCLUDES ANY SUPPLEMENTAL WORK THAT MAY NEED TO BE DONE.

SO IN TERMS OF THAT, I'D ALSO LIKE TO HIGHLIGHT TO THE FINANCE COMMITTEE THAT WE WENT OUT TO BID FOR OUR NEXT ROUND OF CONTRACTS, KNOWING THAT WE'RE ABOUT TO TERM OUT ON THIS ROUND NEXT MONTH.

SO THE PARK DISTRICT STAFF IS PREPARED WITH GOORJIAN ASSISTANCE.

AGAIN, THE CONSTRUCTION TASK CATALOG, WE PUT THAT OUT TO BID IN MARCH OF THIS YEAR.

AT THE END OF MARCH. WE OPENED THOSE BIDS IN MAY AND WE WILL BE COMING.

STAFF WILL BE COMING TO THE BOARD NEXT WEEK AT THE BIG BREAK BOARD MEETING TO SEEK AUTHORIZATION FOR THOSE NINE CONTRACTS.

SO AGAIN, THOSE HAVE THE SAME VALUES OF THE NINE CONTRACTS WE'RE DISCUSSING NOW, WITH A MINIMUM OF 50, THAT THE DISTRICT NEEDS $50,000, THAT THE DISTRICT NEEDS TO OFFER UP TO $2 MILLION OF MAXIMUM VALUE.

STATE CODE ALLOWS FOR A MUCH GREATER MAXIMUM NOT TO EXCEED VALUE FOR A CONTRACT, BUT THE DISTRICT HAS FOUND THAT THE 2 MILLION WORKS FOR US.

IT KIND OF IS OUR APPROACH FOR CAPACITY. OUR POLICY DOES STATES THAT IF WE HIT THAT DOLLAR AMOUNT,

[00:20:01]

WE CAN COME BACK TO THE BOARD FOR YOUR AUTHORIZATION TO INCREASE TO THE LEGAL AMOUNT.

WE'VE NOT REALLY HIT THAT. AND BASED ON THE YEAR TERM, WE'VE KIND OF WE FOUND A GOOD SPOT, I THINK, IN THIS KIND OF WORKS FOR US. SO THIS IS WHAT WE'RE GOING TO CONTINUE ON WITH IN TERMS OF PRACTICE WITH OUR NEXT ROUND OF CONTRACTS.

SO THAT WILL BE COMING TO THE BOARD NEXT WEEK.

I WILL BE GIVING A HOPEFULLY BRIEF PRESENTATION ON THAT AND NOT GO INTO TOO MUCH DETAIL.

SO IF YOU HAVE QUESTIONS ON IT NOW, LET ME KNOW BECAUSE WE HAVE A PACKED AGENDA, AS I UNDERSTAND IT, NEXT WEEK AT THE BOARD MEETING. SO I'M HAPPY TO ANSWER ANY DETAILED QUESTIONS HERE TODAY, AND I WILL BE AVAILABLE AT THE BOARD MEETING NEXT WEEK AS WELL.

SO IN TERMS OF OUR UPDATE ON OUR CURRENT ROUND OF CONTRACTS, THESE NEXT SLIDES ARE THE JOB ORDER CONTRACTING PROJECT LIST THAT'S IN YOUR PACKET.

SO THESE SLIDES YOU CAN NOT SEE IN THE STAFF REPORT.

WHAT THIS SHOWS ARE THE PROJECTS THAT WE ARE IN CONSTRUCTION ON.

THE PROJECTS THAT WE ARE WORKING ON OUR PRE PRICING AND THEN THE COMPLETED PROJECTS THAT WE'VE DONE.

SO AGAIN SOME OF THESE ALL OF THESE PRE PRICING PROJECTS WE WILL NEED TO HAVE ISSUED AND WE MAY NOT GET TO ALL OF THEM, BUT WE ARE TRYING TO ENDEAVOR TO GET NTPS ISSUED FOR SOME OF THESE PRIOR TO THE MIDDLE OF NEXT MONTH SO THAT WE CAN UTILIZE THIS.

AND I WILL ANSWER QUESTION ON SOME OF THESE JOB ORDERS AS APPROPRIATE.

I MAY NOT KNOW ALL THE DETAILS, BUT I CAN GET BACK TO YOU. AND THEN, BUT I CAN'T SHOW PICTURES.

SO I HAVE PICTURES FROM SOME OF THESE. SO WHAT WE HAVE HERE, AND THIS IS THE MOST EXCITING PART OF THIS PRESENTATION ALWAYS IS THE WORK THAT'S GETTING DONE. SO HERE IS THE MARTIN LUTHER KING DECK.

WE WERE OUT THERE AT A BOARD TOUR. NOT THIS, I GUESS MAYBE LAST YEAR TO LOOK AT THIS.

AND SO THIS IS COMING TO COMPLETION. I WILL ALSO STATE THAT MAINTENANCE AND SKILLED TRADES HAS DONE SOME WORK INSIDE OF THE BUILDING IN TERMS OF FLOORING AND PAINTING.

SO THIS WHOLE, AND I BELIEVE THEY WERE ALL DONE WITH JOB ORDER CONTRACTING.

SO THE RENOVATION OF THE SHORELINE CENTER HAS BEEN DONE WITH JOB ORDER CONTRACTING. BUT THIS IS THE MOST CURRENT PROJECT THAT'S GOING ON. AND AS YOU CAN SEE, IT'S A NEW DECK.

WE'RE NEARING COMPLETION ON THAT. HERE'S SOME A COUPLE OTHER PICTURES WITH OUR ADA ACCESS RAMP THAT'S GOING IN.

UNIVERSAL ACCESS. HERE'S A IRON HORSE TRAIL REPAVING PROJECT.

WE WERE ACTUALLY THERE AT A BOARD TOUR. THIS IS AN EXACT PLACE WHERE WE WERE AT THE BOARD TOUR, BUT THERE'S BEEN A SIGNIFICANT WORK ON THE IRON HORSE TRAIL WITH JOB ORDER CONTRACTING THIS LAST ROUND. ALSO ON THE RIGHT IS THE BRAZIL ROOM PARKING LOT, REPAVING AND PAINTING AND STRIPING.

THE PARK OFFICES IN WILDCAT GOT A NEW ROOF. THE LEFT IS THE BEFORE AND THE RIGHT IS AFTER.

ROOFING IS IMPORTANT. IT KEEPS OUR STRUCTURES FROM LEAKING.

AND AS A MAINTENANCE, IT'S VERY IMPORTANT THAT WE KEEP OUR ROOFS INTACT BECAUSE IF WE DON'T, THEY, IT CAUSES MUCH MORE DAMAGE FUTURE DOWN THE ROAD.

SO AND THEN LASTLY FOR A PICTURE I HAVE IS THE FIXING AND PAINTING OF THE GARIN BARN.

SO IT'S ALWAYS GOOD TO END WITH A RED BARN. THAT CONCLUDES MY PRESENTATION.

I'M HAPPY TO FIELD ANY QUESTIONS THAT YOU MAY HAVE.

I CAN SHARE MORE PICTURES. I CAN LEAVE THEM UP LONGER IF YOU'D LIKE TO LOOK STARE AT THEM INSTEAD OF ME.

I'M HERE AT THE BOARD'S DISCRETION. THAT CONCLUDES MY PRESENTATION.

THANK YOU. REN, ANY QUESTIONS, COMMENTS FROM BOARD MEMBERS. THANK YOU.

OH, SHOOT. WELL, I COMPLIMENT YOU ALL THE TIME.

I THINK THIS IS AN INCREDIBLE PROGRAM. I GENERALLY TRY TO ASK ABOUT COSTS.

I'M NOT GOING TO DO THAT ANYMORE, BUT I HAVE TO DO SOMETHING.

WHO CHOSE THE COLOR ON THE GARIN BARN? I HAVE TO FIND OUT.

BOARD MEMBER MAKING A POINT ABOUT THE COLOR. IT WASN'T ME. BUT I'LL LET YOU KNOW. I'LL FIND OUT. I'M SURE IT'LL FADE A LITTLE BIT IN THE SUN. IT WILL.

EVERYTHING DOES. WE ALL DO. I HAVE A QUESTION ABOUT THAT PROJECT, TOO.

IT'S LISTED TWICE. OH, THAT'S AN ADMINISTRATIVE ERROR.

OH, OKAY. ALL RIGHT. I THOUGHT THERE WAS SOME LIKE TECHNICAL REASON. NO, IT'S THE SAME. THERE'S NO IT'S AN ADMINISTRATIVE ERROR ON THAT REGARD.

THAT ONE SHOULD HAVE BEEN UP HIGHER. SO YOU'RE HIGHLIGHTING A COUPLE OF SOME THINGS THAT WE NEED TO WORK OUT INTERNALLY IN TERMS OF GETTING FULL UPDATES ON SOME OF THE PROJECTS, BECAUSE IT SAYS IT'S TO BE PRICED. AND WE HAD A PICTURE OF IT BEING DONE. IS THAT WHAT YOU'RE REFERRING TO? AND I SAW IT TOO. YEAH. SO IT'S NOT COMPLETELY DONE BECAUSE WE'RE HAVING ANOTHER SUPPLEMENTAL, BUT IT SHOULD HAVE BEEN UP HIGHER IN THE NOTICE TO PROCEED IN CONSTRUCTION MOVING FORWARD. SO, THANK YOU FOR POINTING OUT WHERE WE NEED SOME IMPROVEMENTS. AND THAT'S ONE OF THE THINGS WE NEED TO DO.

BUT YOU ARE RIGHT. THOSE ARE ADMINISTRATIVE ERRORS IN OUR JOB ORDER CONTRACTING.

NO, YOU KNOW, AND WHAT'S REALLY GREAT ABOUT THIS IS IT'S THEY'RE JUST A BUNCH OF DIFFERENT WAYS TO ILLUSTRATE THAT WE'RE GETTING THINGS DONE THAT NEED TO BE DONE. I MEAN, THESE ARE ALL THINGS THAT REALLY I MEAN, WHEN WE WENT OVER TO THE THAT TIDEWATER VISITOR CENTER THING WE SAW BEFORE,

[00:25:07]

IT WAS THE WORK STARTED AND WE COULD SEE, FRANKLY, IT PROBABLY SHOULD HAVE HAPPENED SOONER, BUT, YOU KNOW, IT WAS REALLY IN NEED OF BEING DONE.

AND THOSE PICTURES KIND OF SHOW THAT WE NOT ONLY FIXED IT, BUT I THINK WE MADE IT BETTER TOO.

AND IT'S PROBABLY GOING TO LAST LONGER THAN THE OTHER VERSION DID.

YES. SO THAT'S ANOTHER THING THAT WE DO, RIGHT? I MEAN, WE TRY TO PRODUCE USE MATERIALS AND METHODS THAT ARE GOING TO LAST LONGER.

SO WE SAVE IN OPERATING FUNDS THAT WAY. YES. AND THAT COMPLY WITH OUR GREEN PURCHASING AND MAKING SURE THAT IT FITS WITH THE JUST SOURCING MATERIALS IN AN ETHICAL AND RESPONSIBLE WAY AS WELL. YEAH.

SO ANYWAY YEAH, AND THANKS FOR ALL THAT WORK TO EVERYBODY INVOLVED.

YEAH. THANK YOU FOR THE SUPPORT AND THANK YOU FOR THE CHALLENGE OF MAKING SURE THAT WE HAVE MORE APPROPRIATELY ACCURATE PHOTOS AND TABLES. THANKS, REN. OH PARDON ME. ANY COMMENTS FROM THE PUBLIC? NO PUBLIC COMMENT. THANK YOU VERY MUCH. THANKS, REN.

THANK YOU. SO WE MOVE NOW TO ANNOUNCEMENTS. DOES ANYONE HAVE ANY ANNOUNCEMENTS FOR THE GOOD OF THE ORDER OR ANYTHING ELSE?

[Announcements]

I WOULD. NOTHING. I WOULD SUGGEST THAT WE BID A FOND FAREWELL TO KATIE.

I'M TOLD THAT THIS MIGHT BE THE LAST TIME WE SEE YOU IN THIS ROLE.

THANK YOU VERY, VERY MUCH FOR ALL YOUR CONTRIBUTIONS TO THE PARK DISTRICT.

IT'S BEEN A PLEASURE KNOWING YOU, AND YOU'VE BEEN INCREDIBLY HELPFUL.

AND, I DON'T KNOW I DON'T KNOW IF YOU IMPLEMENTED THIS BECAUSE YOU WERE FORWARD THINKING OR YOU UNDERSTOOD THE REMEDIAL QUALITIES OF MY BRAIN, BUT KATIE VOLUNTEERED TO HELP ME OUT AND DO LIKE, WE DO A PRE MEETING BEFORE THE REGULAR BOARD MEETING WITH THE PRESIDENT AND THE VICE PRESIDENT. KATIE WAS VERY KIND AND SAID, HEY, IF YOU WANT TO MEET BEFORE AND GO OVER SOME THINGS FOR THIS COMMITTEE, WHICH IS THE FIRST TIME I'VE HEARD THAT OR SEEN THAT, BUT I SURELY APPRECIATE THAT AND ALL THE WORK YOU'VE DONE FOR THE PARK DISTRICT. SO THANK YOU VERY MUCH AND HAVE A WONDERFUL LIFE. THANK YOU.

THANK YOU. IT WAS A PLEASURE WORKING WITH ALL OF YOU. APPRECIATE YOU.

THANK YOU. THANK YOU VERY MUCH FOR EVERYTHING YOU'VE DONE.

APPRECIATE IT. AND IF THERE'S NOTHING ELSE, WE ARE ADJOURNED AT 11:03.

* This transcript was compiled from uncorrected Closed Captioning.