HomeMy Public PortalAbout19730725 - Minutes - Board of Directors (BOD) Meeting 73-16
MIDPENINSULA REGIONAL PARK DISTRICT
Board of Directors
July 25, 1973 Sunnyvale Community
Center
T. 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, Virginia
Cooper
Audience of one person
II. MINUTES OF JUNE 11, 1973
N. Hanko moved the minutes of June 11, 1973 be approved
as presented. D. Wendin seconded the motion. The motion
was unanimously approved.
MINUTES OF JULY 15, 1973
D. Wendin stated that his understanding had been that the
minutes of the special meeting were to have been a sense
type minutes rather than official. H. Grench stated that
according to the Rules and Procedures, official minutes
are required. K. Duffy explained her procedure in putting
the minutes together. : .
Motion: D. Wendin moved that the minutes of July 15, 1973
be accepted as sense minutes and not necessarily as official
policy of the Board. D. Condron seconded the motion. The
motion passed unanimously.
III. REPORTS
1. Retirement Plans for Employees
H. Grench elaborated on his written report regarding the
Social Security and the state Public Employees' Retirement
System (PERS) . He suggested that (1) the Board might want
to consider the question of their not being covered under
Social Security at this time, (2) the Board should consider
the beginning date of coverage by Social Security, and
(3) the Board might consider the definition of part time
positions, which are not covered. After considering these
items the next step in obtaining Social Security coverage
is to have a petition signed by all coverable employees
which must be accepted by the Board, and, finally, an
authorized agent must be designated to deal with people
under the Social Security system. N. Hanko asked if there
Meeting 73-16 page 2
was any stipulation for the President to be the authorized
agent under our law. H. Grench stated that he would double
check on this. W. Peters questioned the benefit to the
employee in joining the Social Security system the way it
is structured. S. Norton suggested that most people in the
County structure feel it an advantageous system. A discussion
ensued. It was agreed that the General Manager would recheck
these considerations and implement Social Security if it
still seemed advisable. S. Norton stated that the District
as an entity could withdraw after a year's notice from the
system. W. Peters asked if at some later date the Board
desired to do so, they could then be covered by Social
Security. The staff indicated affirmatively.
Motion: N. Hanko moved that the General Manager be authorized
but not instructed to implement the Social Security plan for
the employees of the District. D. Wendin seconded the motion.
The motion passed unanimously.
Motion: N. Hanko moved that Herbert Grench and Virginia Cooper
comprise the complete list of eligible employees. D. Wendin
seconded the motion. The motion passed unanimously.
Motion: N. Hanko moved that the Board accept the petition
from the above employees for coverage and acknowledge that
this petition is signed by a majority of eligible employees.
D. Wendin seconded the motion. The motion passed unanimously.
Motion: N. Hanko moved that the Board establish the General
Manager as the authorized agent to submit the questionnaire.
D. Wendin seconded the motion. The motion passed unanimously.
Motion: N. Hanko moved that the Board also direct the General
Manager to submit the questionnaire to PERS so that an actuar-
ial evaluation can be made by PERS. K. Duffy seconded the
motion. The motion passed unanimously.
2. Location of District Office
V. Cooper explained that since the writing of the report
another potential office location had been found at 745 Distel
Drive, Los Altos. A majority of the members of the Board had
seen that property along with the others described in the
report. The Distel Drive property is 45� per sq. ft. and
this price includes utilities and janitorial services. H.
Grench would like latitude in the negotiations for the office
regarding closets, partitions, painting, etc. N. Hanko
suggested that S. Norton aid in the negotiations regarding
office space. W. Peters objected to the procedure of acting
on this matter before the entire Board had a chance to see
all the properties. D. Condron suggested he would like to
see the details of an agreement on the Distel Drive property,
i.e. , what kind of lease and floor plan, prior to making a
decision.
The concensus of the Board was to eliminate all properties
mentioned in the report except for the Sunnyvale Office Center
and the Distel Drive office.
Motion: D. Wendin moved that the Board authorize the staff to
neTo-t'iate the details of the rental contract of the Sunnyvale
site and the Distel Drive site for presentation at the next
Meeting 73-16 page 3
meeting. D. Condron seconded the motion. The motion
passed unanimously.
A discussion ensued regarding the floor plan of the office,
and whether a conference area should be such that it could
also be used for meetings, library, place for Directors to
meet with constituents, etc.
Motion: N. Hanko moved that the General Manager prepare
floor plans for both the Distel Drive and Sunnyvale facil-
ities for presentation at the next meeting. W. Peters
seconded the motion. The motion failed 3 to 2. Noes:
Wendin, Condron, Duffy. Ayes: Peters, Hanko.
3. Discussion of Ordinances, Resolutions & Motions
S. Norton presented his recommendations for defining
the above. Basically, ordinances are used when specified
by law. Resolutions are used where adopting internal
policies and procedures, or commendations, ceremonial
procedures, or eminent domain prcedures. All other actions
would be done by motion.
D. Wendin asked if in the past some resolutions could have
been eliminated and the action done by motion. Norton
replied affirmatively. A discussion ensued on whether in
lobbying situations letters are more effective than are
resolutions.
4 . Senate Bill 463
Motion: N. Hanko moved that the staff prepare a letter to
be signed by the President of the Board to key officials in
Sacramento urging them to disapprove Senate Bill 463 and
giving them the appropriate reasons. D. Wendin seconded the
motion. The motion pased 3 to 2. Noes: Condron and Peters.
Ayes: Hanko, Duffy and Wendin.
Discussion ensued on the advisability of sending such a
letter. A philosophical disagreement existed on the effect-
iveness of such letters if sent too often.
Motion: N. Hanko moved that the Board go on record in
Zip'position to Senate Bill 463. W. Peters seconded the motion.
The motion passed unanimously.
President Wendin called for a recess at 9 : 30 p.m.
President Wendin reconvened the meeting at 9 :45 p.m.
5. Action Plan for Goals and Objectives
D. Wendin wished to discuss K. Duffy' s notes from the meeting
of July 15, 1973 in parallel to the action plan. He felt it
no longer as appropriate for V. Cooper to write up more
complete goals and objectives since she is leaving her staff
position.
Discussion ensued on how the goals and objectives should be
written. Suggestions were made such as obtaining volunteer
help from the original steering committee. The concensus of
Meeting 73-16 page 4
the Board was that the job should be done soon. D. Wendin
and K. Duffy volunteered to be a committee of twowith D.
Wendin chairman, to put together a publishable statement
on the goals and objectives of the Midpeninsula Regional
Park District. S. Norton and Gerald Grow volunteered to
help with this project. H. Grench mentioned that Gerald
Grow had sent a bibliography to the District which can be
the start of its library. The Board expressed its thanks
to Mr. Grow.
N. Hanko asked for the approval of the Board on the planning
session for the action plan. H. Grench mentioned the possi-
bility of William Mott, State Director of Parks and Recreation,
coming to the August 8 , 1973 meeting to speak. A discussion
ensued on the possibility of Mr. Mott speaking at that meeting
and the General Manager was urged to attempt to get Mr. Mott
for that time. N. Hanko requested that the Board get lists
of questions for Mr. Mott to her prior to the meeting.
A discussion then ensued on the workshops. W. Peters expressed
his desire to have the land acquisition workshop prior to the
planning workshop in order to set up priorities in the acqui-
sition of land. A discussion ensued as to land acquisition
being discussed under the priorities segment of the planning
workshop. 'N,,o
The question then arose as to how an agenda for such a work-
shop would be done. W. Peters offered to prepare a proposed
agenda. A discussion ensued on seeing the proposed agenda
and checking as to availability of speakers prior to setting
the dates of the workshops. N. Hanko will check on the
availability of various speakers. W. Peters stated that the
goals need to be more specific. H. Grench would like to see
the goals at a finer level, then go on to more specific imple-
mentation. Meantime, he feels he can be working on administra-
tive details within broader goals. He mentioned the need for
a controller and for an assistant manager, but felt that the
role of the latter would be defined better after the goals and
objectives are more specific.
IV. RESOLUTIONS AND ORDINANCES
1. Resolution 73-25 Thanking Lois C. Hogle for the Use
of her Home for a Meeting of the Board of Directors
of the Midpeninsula Regional Park District.
Motion: D. Wendin moved that the resolution be accepted
as proposed. N. Hanko seconded the motion. The motion
passed unanimously.
2. Resolution 73-26 Authorizing the General Manager to
Pay Certain District Expenses Without the Need for
Filing a Claim.
Meeting 73-16 page 5
Motion: N. Hanko moved that the resolution be accepted
as proposed. D. Wendin seconded the motion. The motion
passed unanimously.
V. NEW BUSINESS
W. Peters explained his position on his desire to follow
up on Baylands sites.
N. Hanko suggested that the name of the person presenting
an item on an agenda be noted. The General Manager stated
that this was ordinarily done but was inadvertantly left
off in this case.
1. Official Seal of the Midpeninsula Regional Park District
N. Hanko discussed the need for an official seal. A dis-
cussion ensued as to what was desired. The concensus was
that a logo of some sort was needed. S. Norton stated that
all that would be required would be an official stamp.
W. Peters suggested competitive bidding on a logo design.
S. Norton suggested Jim Stockton, a commercial artist from
San Francisco, who has done work for the District in the
past, might do a good job. A discussion ensued.
Motion: N. Hanko moved that the General Manager contact
'j"i-mStockton to present a proposal,including cost, for a
logo, letterhead, calling card, seal and stamp to the Board.
D. Wendin seconded the motion. The motion passed unanimously.
W. Peters brought up the replacement of the Administrative
Secretary. A discussion ensued. The General Manager will
bring recommendations to the Board as to staff requirements
in relation to the goals and objectives of the District.
VI. CLAIMS
Motion: D. Wendin moved that the-revised slainistuopy attached)
Be-accepted as presented. N. Hanko seconded the motion. The
motion was passed unanimously.
VII. ADJOURNMENT
The meeting was adjourned at 11: 25 p.m.
Virginia Cooper
Secretary
MINUTES OF JULY 25, 1973
N. Hanko made the following corrections to the minutes of
July 25: page 2, line 28 - change N. Hanko to D. Wendin;
Wendin;
- change D. Condron to D.
page 2, paragraph 2, line 13 page 3, under 4 . Senate Bill 463: paragraph 1, line 5,- change
Condron to Wendin and in the same paragraph, line 6 - change
Wendin to Condron; in paragraph 3 under this same subject,
line 1 - change N. Hanko to D. Wendin; page 5, paragraph 4 ,
line 10- change N. Hanko to D. Wendin; page 5, paragraph 4 ,
line 13 - change D. Wendin to N. Hanko.
D. Wendin moved that the minutes of the July 25 meeting be
approved as corrected. D. Condron seconded the motion. The
motion was unanimously approved.