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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