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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.