HomeMy Public PortalAbout19730509 - Minutes - Board of Directors (BOD) Meeting 73-10
MIDPENINSULA REGIONAL PARK DISTRICT
Board of Directors
May 9, 1973 Sunnyvale Community
Center
I. CALL TO ORDER AND ROLL CALL
President Wendin called the meeting to order at 7 : 45 p.m.
Members present: Daniel Condron, Katherine Duffy, Nanette Hanko,
William Peters, Daniel Wendin
Personnel present: Herbert Grench, Stanley Norton
Audience of 2 persons.
II. MINUTES OF APRIL 25, 1973
K. Duffy corrected page 8 , paragraph 10 , line 2 , should read:
01 . . . the property is Mr. Andrews
Motion: D. Wendin moved that the minutes of April 25 be accepted
as corrected. Second by N. Hanko. Passed unanimously.
Meeting 73-
MIDPENINSULA REGIONAL PARK DISTRICT
Board of Directors
May 9 , 1973 Sunnyvale Community
Center
I. CALL TO ORDER AND ROLL CALL
President Wendin called the meeting to order at 7 :45 p.m.
Members present: Daniel Condron, Katherine Duffy, Nonette Hanko,
William Peters, Daniel Wendin
Personnel present: Herbert Grench, Stanley Norton
Audience of 2 persons.
II. MINUTES OF APRIL 25, 1973
K. Duffy corrected page 8, paragraph 10, line 2 , should read:
11 . . . the property is Mr. Andrews
Motion: D. Wendin moved that the minutes of April 25 be accepted
as corrected. Second by N. Hanko. Passed unanimously.
III. REPORTS
1. Report of General Manager
a. Advanced Studies Program in Special District Management
H. Grench described the Program held April 29 through May
3 at Asilomar. The Program was sponsored by the University
of California at Santa Barbara Extension Service and the
California Special District Association. This meeting was
the first of two; the second scheduled in Santa Barbara
sometime in July.
The objectives of the Program were:
1) to upgrade executive skills of management
2) to teach advanced techniques in administration of
special districts
3) to provide evaluation tools for finance personnel, etc.
4) to improve relationships with other governmental offi-
cials.
H. Grench stated that he felt all of thse objectives were
achieved in some fashion.
There were 45-50 participants in the Program, about 18 from
water or irrigation districts, 8 from parks and recreation
districts with H. Grench the only participant representing
a regional park district.
H. Grench briefly outlined the seminars which dealt with
the history of special districts, communication needs,
management theory, management audit, the Council on Inter-
governmental Relations , special district planning, financial
management and control, human factors, law and legislation,
and employee motivation.
b. Savings Account
H. Grench referred to the written report in the Directors '
folders. Three savings and loans associations were contacted.
Accounts and services provided appeared to be similar. H.
Grench stated it would seem to be most convenient and bene-
ficial for the General Manager, as well as the President or
II. MINUTES OF MAY 9, 1973
Motion: D. Wendin moved the acceptance of the minutes of May 9.
t; Second by W. Peters. Passed unanimously.
Meeting 73 . . . page 2
Treasurer, to be able to transfer funds from savings to
the checking account, but not be able to made withdrawals
for any other purpose. Golden West Savings would be able
to arrange this procedure while Home Savings would only
make withdrawals payable to the account holder.
Motion: D. Wendin moved that a bonus passbook account be
set up with a savings and loan association chosen
by the Manager which offers the services equivalent
to those offered by Golden West Avings and at a
convenient location with respect to our bank, with
the condition that withdrawals be made only by trans-
fer to a District checking account. The amount of
the initial deposit and the withdrawal rate will be
determined by the General Manager. Second by W.Peters.
Passed unanimously.
D. Wendin stated that he felt a change of signature require-
ment for the checking account to include the General Manager
would be fruitful. K. Duffy asked if there was a restric-
tion in the Code. N. Hanko felt there may be procedural
code requirements.
President Wendin asked N. Hanko to review the procedural
code and that she and H. Grench prepare the appropriate
resolution for the May 23 meeting.
c. New Position of Administrative Secretary.
D. Wendin asked about a different wording for the term,
"office space" in item 1 under Administrative Tasks of the
Job Description. H. Grench suggested that it be struck
since the wording did not accurately describe the job to
be done. He would see the person doing much of the "leg
work" in seeking appropriate office space.
W. Peters asked what was meant by work "interpreting" in
item 1 under Representation of District to Public. It was
agreed that "explaining r' would more accurately describe
the function.
H. Grench stated he would like to make clear that he does
not see this position as equivalent to the position of
assistant manager. He views the first duties under this
job description would be the secretarial tasks. In the
future the need may exist for additional secretarial help
at which time the administrative secretary might become
more of an administrative aide or assistant, but still not
be equivalent to the assistant manager.
K. Duffy asked what salary range H. Grench would see for
the position. He replied that he needed to do more re-
search before presenting it for action, but in industrial
pay scales this type of position would pay about $10,000. 00
in mid-range.
K. Duffy asked if volunteer help would be useful during the
initial information gathering stages. H. Grench replied
Meeting 10 . . . page 3
that he had not explored this thought, but has talked with
persons at San Jose State and Stanford about "internship"
possibilities.
It was the consensus feeling that this type of position
would be approved and that the General Manager should
pursue its establishment.
2. Special Districts Presidents ' and Board Members ' Institute
W. Peters reported that due to illness in his family he had
been unable to attend the Institute.
3. Monte Bello Ridge Study
N. Hanko reported that the MRPD position had not been pre-
sented at the public hearing since it appeared inappropriate
to do so considering the tenor of the public hearing. She
suggested that MRPD recommendations be sent in writing to
the members of the Hillside Subcommittee prior to their May
15 meeting when affected agencies will be heard.
N. Hanko felt that there were possible additions to the MRPD
position approved at the April 25 meeting. One would be
support of exploration of the concepts of phase zoning and
holding zones. W. Peters stated that he felt MRPD would wish
to maximize its gain by stressing the recommendations previ-
ously approved. If the Hillside Subcommittee would not go
along with these, then he felt perhaps MRPD should support
these concepts.
Another addition suggested by N. Hanko was a fifth recommenda-
tion dealing with the need for an environmental impact study
when a zoning change is considered. W. Peters expressed in-
terest in when an environmental impact study is required by
law. N. Hanko suggested that S. Norton be asked to report on
this requirement.
Motion: N. Hanko moved that a fifth recommendation be added
reading: "In order to satisfy requirements for zone
changes and amendments to the general plan expand the
Monte Bello Ridge Study to include all elements re-
quired of an environmental impact statement (Div. 13
California Public Resources Code) . " Second by W. Peters.
K. Duffy asked what coordination of Phase I and Phase
II studies has occurred. N. Hanko said that MRPD
should perhaps schedule a presentation on Phase I.
Motion passed unanimously.
K. Duffy asked for copies of the five recommendations in cor-
rected form. N. Hanko said she would make sufficient copies
of her communication to the Hillside Subcommittee for each of
the Directors.
K. Duffy suggested the possibility for informational workshops
for the Directors, dealing with such topics as environmental
impact studies, gifts and tax incentives, etc. D. Wendin
Meeting 73-1, . . . page 4
he preferred having one report at a time as had been done in
the past. H. Grench said perhaps some of these items could
be covered in the proposed meeting with the East Bay and Mon-
terey Peninsula Regional Park Districts .
Art Ogilvie reported that various agencies , like Flood Control,
County Parks and Recreation, City of San Jose, prepare environ-
mental impact statements. He suggested that perhaps MRPD would
like to ask to be on the mailing lists of these agencies. W.
Peters expressed interest in receiving copies of the var.i-ous
reports, particularly from the Flood Control District. H.
Grench agreed to send letters requesting that MRPD be placed
on the distributions lists. N. Hanko suggested that maps and
information on MRPD also be included.
IV. OLD BUSINESS
President Wendin removed from the table the motion by N. Hanko
approving Resolution 73-13 which was tabled at the April 25 meet-
ing.
Motion: N. Hanko moved Resolution 73-13 approving the agreement
between MRPD and Herbert Grench as General Manager and
authorizing the President to execute the agreement on be-
half of the District. Second by K. Duffy.
Motion passed unanimously.
W. Peters asked if resolutions could be passed in executive
session. President Wendin said yes if the action was recorded
later in public session. W. Peters asked if the vote must also
be recorded. President Wendin said yes that according to the
Rules of Procedure the vote must be recorded for resolutions.
He felt that while the discussion is secret, the vote is not.
He explained that it is not required to record the vote on a
motion.
N. Hanko brought up the letter from Mr. Robert Amyx commenting
on the minutes of the March 21.
Motion: N. Hanko moved that the letter of May 4, 1973 from Mr.
Robert Amyx commenting on the minutes of the March 21
meeting be attached to those minutes. Second by D.
Wendin.
W. Peters requested that when this motion is passed the
secretary send the Directors corrected minutes with the
attachment.
Motion passed unanimously.
Meeting was recessed from 9 : 30 p.m. to 9 :45 p.m.
V. NEW BUSINESS
W. Peters expressed interest in the Oregon legislation banning
pop-top containers. He noted that apparently the City of Palo
Alto has recently considered a similar resolution. He asked
Meeting 73-1 page 5
the General Manager to secure a copy and that the item be placed
on the May 23 agenda for the Directors ' consideration.
W. Peters asked that the Directors discuss the concept of the
May 23 meeting. He reported that John O'Halloran, Mountain View
City Manager and Nancy Holmes , member of the Save the Sloughs
Committee have agreed to appear. W. Peters expressed concern
that the focus would be on Mountain View's Shoreline Park and
that the two speakers are in adversary positions on this issue.
He wondered about expanding the direction of the meeting to
consideration of all the baylands. K. Duffy suggested that per-
haps the P.P.C. report should be covered. (The staff person for
this report is Eleanor Young. )
It was pointed out that several items are currently scheduled
for the May 23 meeting -- including the San Jose Water Works
property. It was agreed to arrange the agenda to include con-
sideration of 1) the San Jose Water Works property, 2) PPC Bay-
lands report, and 3) presentations by Mr. O'Halloran and Mrs.
Holmes. W. Peters agreed to set up the Baylands presentations.
H. Grench was asked to provide an interim report on the San Jose
Water Works property after discussions with Mr. Robert Amyx and
the Water Works personnel. D. Wendin asked to have an indica-
tion, perhaps in executive session, of the firmness of the price
being asked.
Interested groups should receive special notice of the meeting
it was decided. The secretary was asked to send agendas speci-
fically to Kent Dedrick, Matt Allen, Mountain View Environmental
Commission, and similar bodies in Palo Alto, Sunnyvale, and Los
Altos.
N. Hanko reported she had been asked by Assemblyman Richard
Hayden to supply substantiating information on the request that
the State budget surplus be used for open space purposes. She
asked that the General Manager aid in this preparation as time
permitted.
N. Hanko presented a brochure describing a course, Open Space
Planning and Zoning in California, offered by the University
of California, Berkeley Extention Service on June 8 and 9 in
Berkeley. The fee is $100. It was agreed to consider sending
a representative at the May 23 meeting.
D. Condron expressed the feeling that now that the General
Manager has been hired, the Board should devote time to estab-
lishing a statement of goals and objectives. He suggested a
general,"timeless" statement and an additional specific state-
ment of goals for the next six months. Thereafter, a yearly
statement togoals and objectives would be considered.
It was agreed that the General Manager will report to the Board
on a procedure for determining goals and objectives at the June
13 meeting. It was also suggested the H. Grench meet with the
Directors individually if possible to discuss goals and objec-
tives.
Meeting 7.' . . . page 6
VI. CLAIMS
Motion: W. Peters moved the payment of the following claims:
N. Grench (Supplies & copying) $ 68. 45
N. Grench (Supplies & copying) 17. 47
N. Grench (Fee for services) 199. 29
D. Wendin (Expenses) 117 .45
H. Grench (Trip to Asilomar) 185.18
Second by D. Wendin.
W. Peters stated that he has reviewed the claims for
substantiation. He stated the concern that a reimburse-
ment policy be established. It was agreed that H. Grench
would propose a policy.
Motion passed unanimously.
W. Peters reported that although he had designed a claim form,
he and H. Grench had agreed that the form should be a part of
the general accounting system; therefore, he was not presenting
it now.
S. Norton explained that a listing of claims can be acted upon
in total by the Board. Regular expenses which have prior appro-
val by the Board - such as salary items - need not be included
each time.
It was agreed that the Board Treasurer would review the claims
of H. Grench and N. Grench and all others would be reviewed by
the General Manager.
The meeting was recessed to executive session for discussion of
legal matters , at 10 : 45 p.m.
VII. ADJOURNMENT
The meeting was adjourned at 11: 37 p.m.
Norma Grench
Secretary