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HomeMy Public PortalAbout19730627 - Minutes - Board of Directors (BOD) Meeting 73-13 MIDPENINSULA REGIONAL PARK DISTRICT Board of Directors June 27, 1973 Sunnyvale Community Center I. CALL TO ORDER AND ROLL CALL President Wendin called the meeting to order at 7: 50 p.m. Members present: Katherine Duffy, Nonette Hanko, Daniel Wendin. Personnel present: H. Grench, S. Norton, V. Cooper Audience of 6 persons II. MINUTES OF JUNE 13, 1973 K. Duffy-"noted that the name "Mr. Charles Everly" as written on page 7 be corrected to "Mr. Charles Earley" . Motion: President Wendin moved acceptance of the minutes of June 13 as corrected. Seconded by N. Hanko. Passed unanimously. III. RESOLUTION President Wendin suggested that in the interest of the spirit of the time that the Resolution of Commendation to Norma L. Grench for Outstanding Service to the Midpenin- sula Regional Park District be presented at this time. Motion: N. Hanko moved Resolution No. 73-22 as presented. Special thanks were given to S. Norton for the preparation of the resolution. D. Wendin seconded. Passed unanimously. H. Grench pointed out that the Rules of Procedure allow the Board to appoint another member to attest signatures. This is called for since the Secretary who is a member of the Board is absent. President Wendin appointed N. Hanko to that position for the present meeting, which she accepted. IV. REPORTS Budget for First Quarter of Fiscal Year 1973-74 H. Grench stated that he felt it advisable to present an interim detailed budget for the first quarter of the year, in addition to the budget presented to the county, in view of the lack of policies and guidelines at this time. Presi- dent Wendin asked for discussion of the report, and asked what other agencies did in relation to purchase vs. , lease of equipment such as automobiles. H. Grench stated that he believed that the county, as an example, preferred purchase to lease since it worked out to be more attractive financially. MINUTES OF JUNE 27, 1973. . .continued N. Hanko listed the following corrections to the minutes of 27 June 1973: 1. On page 2, on the last paragraph where it states "as law stands now" , add word "State" before "law" to distin- guish between District ordinances and laws of state. 2. On page 2, under V. , A. , the word "Midpeninsula" was misspelled. 3. On page 4 under 4, "Planning" , the second to last sentence, strike the word "funding" and insert "grants- manship" . The minutes were then unanimously approved as corrected. Meeting 73-13 Page 2 N. Hanko noted that no resolution was attached to the report and questioned the passage of the report. She commented that two members of the Board were not present, and that the budget should be more thoroughly discussed before passage, based on goals and objectives discussions. Motion: N. Hanko moved that discussion of the budget be Fo_n__t_1_nue4!­f& the special meeting of July 15 at which goals and objectives are to be considered. The motion was not seconded. H. Grench stated that he would like to have an operating budget, even with contingencies, starting at the beginning of the fiscal year. D. Wendin felt it premature to pass items III and IV in the proposed budget. Motion: D. Wendin moved that the proposed budget be accep- Ted-for Items I and II, Salaries� and Employee Benefits and Services and Supplies. N. Hanko seconded. Some discussion ensued on vehicle expense. H. Grench suggested that policy- be set by the Board for compensation to the directors for expenses as soon as possible. D. Wendin asked where we stand on our loan commitment. H. Grench stated that he had received the second $15,000 install- ment from the County. Estimated total expenditures through June are $15,600. Motion passed unanimously. V. RESOLUTIONS AND ORDINANCES A. Resolution No. 73-23 Retaining Stanley R. Norton as Legal Counsel for the Midpenlkinsula Regional Park District and Authorizing Execution of Agreement for that Purpose. Motion: D. Wendin moved the resolution as presented. Seconded by K. Duffy. Motion passed unanimously. B. Resolution No. 73-24 Modifying Rules of Procedure with Respect to Checking and Savings Account Signatories and Modifying Resolution 73-3 with Respect to Establishment of Office Hours. Motion: D. Wendin moved resolution with a correction of typographical error; section reference in resolution changed from 1.9 to 1. 93. Seconded by N. Hanko. Motion passed unanimously. C. Ordinance No. 73-1 Authorizing Signatories to Checking and Savings Accounts for the Midpeninsula Regional Park District. Motion: D. Wendin moved the ordinance as presented. Seconded by N. Hanko. N. Hanko expressed concern over wording reaaVrt Lng publication ,, of ordinances "within thirty days" . As th�Flaw stands now the ordinance could legally be published on the last day, whereby no member of the public would actually be aware of Meeting 73-13 Page 3 the ordinance. She felt that from the public ' s stand- point, it should be published within a week, for example. K. Duffy suggested that we have a policy of publishing within 15 days. Discussion ensued on which newspaper should be used for publication. Amendment to motion: D. Wendin moved to amend the motion as follows: "instead of 'saying a newspaper of general circulation, to insert, in front of word newspaper, the word San Jose Mercury, " so that clause reads "This ordin- ance shall be published once within 30 days after adoption in the San Jose Mercury. . . . . . . " . After more discussion D. Wendin withdrew his motion amendment. The original motion passed unanimously. Motion: D. Wendin moved that Ordinance 73-1 be published in the San Jose Mercury within 15 days. K. Duffy seconded. The motion passed unanimously. VI . UNFINISHED BUSINESS (Continued from Agenda of June 13, 1973) Discussion of Further Services Which Might be Obtained from Santa Clara County. 1. Handling of payroll and employee benefits. Discussed previously. 2 . Interim investment of funds. H. Grench stated some advantages to County investment fund. The greatest part of County funds are put in an investment pool which gives quite a bit of investment capital, which is invested conservatively. The advan- tages are: having competent staff handling monies which takes the burden off the District staff; monies in the pool are immediately available. He stated that it is his intention to examine the county fund in comparison with how banks would handle investments when we get the money in December. The County rate of inter- est fluctuates. He annalyzed rates for the last five years. . . 1968-69 at 3 .6%, up to 5. 6%, then 8 .1% , then 5.7%, then 5. 5%, for the last fiscal year. The rate has gone from a high of 11% to a low of 3. 02% . From the County standpoint, we are in the pool if we so desire; this was set up when the Board of Supervisors made other policy decisions that were requested. The decision is up to the District. N. Hanko asked about the use of banks. Mr. Willard Smith of the United California Bank, Palo Alto Branch, offered to propose ideas on how banks would handle investments. The question of a loan from a bank rather than the County was brought up and discussed. Mr. Smith will send a letter with related information. There was some discussion on the legislation of a trailer bill to SB90 . Meeting 73-13 Page 4 3 . Real estate services. H. Grench stated that appraisal services could be handled through the Department of Public Works. In talking to Jim Pott, H. Grench received the impression that they would want to handle the entire transaction from beginning to end. The procedure would vary according to the type of acquisition. The cost of their doing this would be their hourly cost + 100% . Something less than this full range of services was then discussed, i.e. , making County staff available for informal appraisals. Legal ; services could be handled by S. Norton. Mr. Og.ilvie suggested contacting the East Bay Park District regarding their method of handling this sort of thing. 4. Planning H. Grench suggested that following the goals and objec- tives meeting,,at which a great deal of this will be discussed, that we have someone like Roy Cameron of the County -"and an independent planner come speak to the sort of plans the District should be involved in. It appears that going through the County may be the less expensive way to go, but the difficulty is that their studies are strictly from the County point of view. H. Grench raised the questions (1) do we want to plan at all and if so (2) how specific should the plan be. N. Hanko suggested a workshop along these lines with planners and authorities on fang. , A discussion ensued. 5. Parks and Open Space Services H. Grench noted that this is a long term item. There is a possibility of help from the County in regard to such things as maintenance. N. Hanko suggested that a tour of the East Bay undeveloped parks be arranged to see how that District handles the parks and what sorts of services they have. K. Duffy suggested looking into other possibilities, i.e. private lands, so that the District is prepared to handle these matters when land is acquired. D. Wendin asked H. Grench how much lead time he would like prior to acquisition to prepare for matters of this sort. H. Grench replied three months would be needed prior to the transfer of the responsibility of the land. He suggested that an assistant manager might have land management expertise as a possibility. He feels that it is imperative that the District be prepared prior to land acquisition. D. Wendin urged the General Manager to consider this matter seriously. Meeting 73-13 Page 5 VII . NEW BUSINESS S. Norton reported on Senate B4-11 463 which would repeal the Williamson Act. The status at the present is that it has been Ateferred to the Senate and no date for a hearing has been set. S. Norton feels this is of sufficient interest to write a letter against the passage of this bill. N. Hanko suggested that this item be put on the agenda for the second meeting in July. Mr. Arthur Ogilvie mentioned a companion bill to this, and suggested we look into it. D. Wendin asked if the July 11 meeting should be cancelled since there is to be a special meeting on 15 July. Motion: N. Hanko moved the 11 July meeting be cancelled and that a special meeting be held on 15 July from 9-? . Sece.-idect by D. Wendin., H. Grench stated that D. Condron and W. Peters whoare a committee to set up the 15 July meeting, are out of town, and asked the Board if they wanted him to handle the meeting totally. D. Wendin asked K. Duffy if she would be willing to help handle the preparation of the meeting. She indicated that she would. K. Duffy objected to the cancellation of the 11 July meeting on the grounds that the District owes regular meetings to the public. Since the Rules of Procedure stipulate that a majority of the entire Board must vote aye to cancel meeting, the motion was defeated by a vote of 2 ayes and 1 no. Motion: N. Hanko moved that a special meeting be established for 15July,,,Jr(ok the purpose of discussing goals and objectives. K. Duffy seconded. The motion passed unanimously. VIII .WRITTEN COMMUNICATION A letter from Mr. Richard J. Hartesveldt and associates requesting consideration for doing the study 'of the San Jose Water Workg'-'Vr�6p' erty was noted. I A IX. ORAL COMMUNICATION Mr. Ogilvie presented the new Conservation Element to the General Plan which was adopted unanimously by the County Board of Supervisors. He suggested consideration of historic sites for office facilities for the District in keeping with its aims. X. CLAIMS Motion: D. Wendin moved that the claims be approved as presented on the revised list (copy attached) . N. Hanko seconded. The motion passed unanimously. Meeting 73-13 Page 6 XI. ADJOURNMENT The meeting was adjourned at 9 : 50 p.m. II , Virginia Cooper Secretary I