HomeMy Public PortalAbout19730808 - Minutes - Board of Directors (BOD) Mee*, 73-17
MIDPENINSULA REGIONAL PARK DISTRICT
August 8 , 1973 Board of Directors 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, Carroll
Harrington
Audience of three persons
II . 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;
page 2, paragraph 2 , line 13 - change D. Condron to D. Wendin;
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 paragrpph 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.
III. SPECIAL ORDERS OF THE DAY
Santa Clara County Historical Heritage Commission
Phyllis Butler, 335 Lowell Ave. , Palo Alto, Chairman of the
Commission, and Arthur Ogilvie, Santa Clara County Planning
Department staff member appointed to the Commission, presented
information about the Commission and possible ways in which the
Commission and the MRPD could work together. Possible areas
of cooperation include advocacy of the creation of special
zoning to preserve historical, archeological, and architectural
sites; working for legislation for historical preservation (there
is state legislation pending in June 1974 which would be a bond
act for funding for preservation of historical sites) ; and
keeping in close touch with the Commission.
President Wendin called for a recess at 8 : 30 p.m.
President Wendin reconvened the meeting at 8 :40 p.m.
IV. REPORTS
A. Location of District office
S. Norton reminded the Board that at the last meeting the
choice of office locations had been narrowed to two build-
ings. He described the property available at 745 Distel,i-
Drive, Los Altos. Today Mr. Harold Bakke, the owner,
presented the following oral option to S. Norton for the
MRPD: (1) Initially there would be a five-year lease,
renewable annually by the MWD on the same conditions as
II. MINUTES OF AUGUST 8, 1973 MEETING
President Wendin moved that the minutes of the August 8 meeting
be approved. D. Condron seconded the motion. The motion was
unanimously approved.
Meet
l 73-17 . . . page 2
stated in the initial lease; the MRPD could withdraw from
the lease arrangement on the renewal date. (2) The space
would cost 45� per square foot and this would be written
into the lease. (3) The present space available is
approximately 972 sq. ft. , but there is an additional
approximately 200 sq. ft. which can be made available if
the MRPD so desires. In addition, Mr. Bakke stated that
he is willing to make the following improvements at : his
own expense prior to occupancy by the MRPD: install walls
according to the MRPD floor plan, soundproof the walls,
install tackboard and/or a mapwall, replace the interior
doors as needed, recarpet the entire area, provide standard
draperies, install a blackout curtain, and provide wall
plugs as required. Heating and air conditioning will be
provided with an inlet and exhaust '#ent in each room.
Utilities and janitorial services are included in the rent.
The present tenant will be moving by September 1, 1973 ,
and there will have to be a short interim period to complete
the needed improvements.
Discussion took place about the Sunnyvale office Center
site, including possible office floor plans and lease
terms. The rental price on that space would be 53� per
sq. ft. per month.
Motion: D. Wendin moved that the staff be directed to
i�'egotiate a lease for the MRPD at 745 Distel Drive, Los
Altos, on bays 8, 9 , 10, 11, and the front half of 12 with
the option to lease the rear half of 12 . N. Hanko seconded
the motion.
D. Condron expressed concern about the maintenance and
location of this property. W. Peters was concerned about
locating in a high cost area not as accessible to the general
public as some other areas. He would prefer to have a
building built to MRPD specifications, possibly in an urban
area that is being revitalized (e.g. , downtown Mountain
View or Sunnyvale) . N. Hanko felt that the 745 Distel
Drive office is in a good location with flexible lease
arrangments that would protect the District against higher
costs during the next five years. H. Grench suggested the
future possibility of moving into a building which has been
declared an historical site.
The motion passed 3 to 2. Ayes: Duffy, Hanko, Wendin.
Noes: Condron, Peters*
There was brief discussion about the furnishings for the
office. H. Grench said that he would like for it to be a
nice job, but not to plush--perhaps the quality of the
furnishings in the room presently used at the Sunnyvale
Community Center. W. Peters suggested that H. Grench
should have maximum flexibility in working with a plan
for the new office, and he should develop such an overall
plan and bring it to the Board. There was consensus from
the Board that H. Grench should have full control of this
planning.
Meet 73-17 . . . page 3
B. Staff Requirements,
1. Controller and/or accountant-bookkeeper
H. Grench stated that it is important that a bookkeeping
system for the MRPD be established as soon as possible.
This would involve having a controller and./or accountant-
bookkeeper. The controller' s duties by law are as
follows:
a. install and maintain system of auditing and ac-
counting
b. draw all warrants to pay claims
C. perform other duties imposed upon him by Article 3,
the Board, or the General Manager
A discussion ensued about the duties of a controller
and/or accountant-bookkeeper. President Wendin stated
that the consensus of the Board was that H. Grench
should have flexibility in filling these functions.
However, the controller and/or accountant-bookkeeper
should not be an employee of the MRPD, but should be
hired as independent contractors to be paid for
their services by the MRPD.
S. Norton noted that the law requires an audit be
performed within 90 days after the end of the fiscal
year. H. Grench said that forms from the State have
already been received for this report.
Motion: W. Peters moved that the staff arrange for
this auditin order to comply with the law. N. Hanko
seconded the motion. The motion was passed unanimously.
2. Assistant Manager
H. Grench described the job of Assistant Manager.
This person should be able to perform many of the same
duties as the General Manager, but, in addition, he
or she might have special knowledge about land acquisi-
tion, negotiations, and perhaps management. W. Peters
acknowledged that one of the prime responsibilities of
the General Manager is to act as liason between the MRPD
and other governmental agencies. It is important to be
knowledgeable about all of the cities in the District so
that when items arise concerning MRPD goals and ob-
jectives, the General Manager and/or Assistant Manager
can act accordingly in the interests of the District.
N. Hanko said that she was not ready at this time to
hire an Assistant Manager, primarily because of the
financial status of the District. H. Grench replied
that, as he had stated at the time of consideration of
the first quarter budget,even without hiring an Assistant
Manager, it will be necessary to borrow more money before
the end of the year. D. Wendin said that the consensus
at the July 25 meeting was that H. Grench had been so
busy with administrative details that he has been un-
able to spend more time in getting on with the business
of the District and that he needs additional help in
accomplishing this. He then stated that he was willing
to approve the hiring of an Assistant Manager immediately,
if it would help, and he is not reluctant to borrow
more money.
Meet j 73-17 . . . page 4 ,
H. Grench suggested that the MRPD keep a list of
current projects and continue to prioritize them so
that more time can be spent in achieving the goals and
objectives of the District. He also stated that it is
important to meet the various landowners in the District
and inform them about the MRPD and its plans for the
future. K. Duffy said that she felt it was important
for H. Grench to have adequate staff to take care of
the technicalities of the MRPD. H. Grench stressed
the importance of informing people in the MRPD about
the District, and although he originally looked at the
MRPD from a financial point of view, he now feels it
is important to spend more money on staff in order to
pursue the goals of the District.
D. Wendin said that he is willing to wait until the
August 24 meeting in order to know more about the
outcome of AB2008 , however, he does not want to pro-
crastinate about the hiring of an Assistant Manager.
He feels it is vital to fill this position soon,
and suggested that there be further discussion aboift
this at the August 22 meeting.
3. Administrative Secretary
H. Grench described.-the duties of the Adminis,trative Secretary
position in the MRPD. This person does the secretarial
work plus other duties on the job description, e.g. ,
representing the MRPD to the public and administrative
tasks. Presently, the Administrative Secretary needs
to help with the administrative type work and we already
need additional help with the secretarial tasks--perhaps
a part-time person to do clerk/typist and receptionist
work, plus a fill-in as needed so that the Administrative
Secretary could do more of the administrative tasks as
shown on the job description. It is important in fill-
ing this position that it be made clear that certain
duties in the office have to come first. D. Wendin
suggested a compromise of hiring a strong Assistant
Manager and a fulltime clerk/typist. He added that good
office equipment is definitely needed too. H. Grench
replied that presently the clerk/typist work does not
occupy fulltime, but as the staff grows , there will be
more of this kind of work to be done. Having an adequate
secretarial staff to assist the administrative staff is
important in accomplishing the goals of the MRPD. N.
Hanko expressed that she thinks it is important that
whoever does the secretarial work be qualified to
handle the work of the Board (e.g. , taking minutes of
Board meetings and understanding the full meaning of
the discussion) . H. Grench stressed that the secretary
(whether it be an administrative secretary or clerk/typist
position) should have a key function in the office. It
should be a fulltime position, and this person should
definitely be knowledgeable about the MRPD and its goals
and objectives.
Meet 73-17 . . . page 5
D. Condron expressed support for a staff size of four:
General Manager, Assistant Manager, Administrative
Secretary, and Legal Counsel. He would like for the
Administrative Secretary to do all of the secretarial
duties at the present time, but as the job and the
District grow, realize that it may be necessary to
employ another secretary or clerk/typist. K. Duffy
would support hiring part-time typing help, if necessary.
There was brief discussion about the type of part-time
help; that would be hired, e.g. , Manpower, Kelly Girl,
etc. H. Grench stated that he already has competent
people who are willing to come in on a part-time basis
as needed and they are committed to and knowledgeable
about the MRPD. D. Wendin stated the consensus that
it is important that there be a fulltime Administrative
Secretary. If it is necessary to hire someone part-time,
it would be fine. H. Grench replied that he feels it
would be better for him to present a job description
for a clerk/typist position, have the Board approve the
position with the proviso that this would be an "over-
flow" position. He acknowledged that When an Assistant
Manager is hired, the Administrative Secretary could
handle all of the secretarial duties. However, the
Assistant Manager position will take time to fill be-
cause it does require a professional type person. In
the interim, it is quite likely that outside help will
be needed. D. Condron would like to see the Administrative
Secretary position filled, see what- the time require-
ments are, and evaluate the need for additional help.
H. Grench remarked that with the two former Administrative
Secretaries, the workload has been more than a 40-hour
week. If they had had time to do more of the administra-
tive work (e.g. , retirement plans) , he would have had
more time to accomplish the more important work for the
MRPD. He added that there should be a systematic way
to have employees for the District, especially because
the payroll is handled by the County, and this calls for
a job category.
D. Wendin said that he felt that at least the Board
members had agreed that they were not willing to vote
for a second clerical position that appears on the chart,
but they are willing to let H. Grench hire hourly people
on the basis of workload demand. The hiring of an
Assistant Manager can be expedited immediately,and the
Administrative Secretary should realize that she will be
responsible for all of the clerical work in the office.
H. Grench asked if the Board agreed that they did not
want a job description or a box on the chart, but that
it was okay for the part-time employees to be paid
through the County. N. Hanko suggested the use of
volunteers. D. Wendin said that he felt such part-time
help could be handled as a claim item in order to avoid
the bureaucratic redtape. D. Condron concurred. H.
Grench stated that he felt this was not the proper
administrative way to handle this matter. He would
like to have one or two people on call to come in as
needed and would therefore be regular casual employees .
This is especially important because the MRPD is a
Meet 73-17 . . . page 6
public agency. S. Norton said that there would not
be a legal problem in hiring part-time help and
briefly described the City of Palo Alto "casual em-
ployee" category, which is for part-time employees
of the City. It does not include fringe benefits for
these employees.
D. Wendin expressed the consensus that the staff would
consist of the General Manager, Assistant Manager,
Administrative Secretary, and Legal Counsel. H. Grench
was given authority to hire additional hourly services
as needed. This will be handled on a claim basis. If,
in the future, H. Grench feels it is necessary to hire
an additional part-time secretary or clerk/typist, he
is to report such to the Board. K. Duffy asked if the
job description for the Administrative Secretary would
remain. H. Grench said that it would. N. Hanko ex-
pressed the hope that such an employee would be hired
at the lower range of the pay scale.
There was consensus that Norma Grench may work part-
time when other part-time help is not available. This
may be necessary during the new few weeks until a new
permanent Administrative Secretary is hired.
B. Williamson Act Meeting
S. Norton described the panel discussion about the William-
son Act held on July 26, 1973, in Saratoga. It was sponsored
by the League of Women Voters and the American Association
of University Women. The Williamson Act is administered in
each county by the board of supervisors and in each city
by the city council. The county has jurisdiction over the
unincorporated areas and the cities have jurisdiction over
the land within their city boundaries. The Act has been
liberalized since its enactment in 1965. The type of lands
that can be brought into the Act are agricultural, recrea-
tional, open space, and "compatible" lands. The two steps
that must be taken to accomplish this are (1) declare the
land an agricultural preserve, and (2) enter into contracts
with individual owners in the preserve. Local rules can be
imposed and can be more restrictive. He described the
mechanisms available to landowners for termination of con-
tracts. The Williamson Act can drastically affect the
tax base in communities in primarily agricultural areas
such as Gilroy and Half Moon Bay. This Act was originally
intended to be used by landowners on the periphery of urban
areas; however, it has been implemented primarily by land-
owners in more remote areas. He concluded that it is a
complex piece of legislation and has not been as effective
as hoped.
IF
V. UNFINISHED BUSINESS
W. Peters proposed the agenda for the workshop on land acquisi-
tion. N. Hanko suggested that the Board study this proposed
agenda and discuss it at the August 22 meeting of the Board.
Meet 73-17 . . . page 7
VI. WRITTEN COMMUNICATION
H. Grench referred to letters addressed to him from David
Daniels, MD, and Ronald L. Russo, East Bay Regional Park
District.
VII . CLAIMS
Motion: D. Wendin moved that the claims (copy attached) be
accepted as presented. D. Condron seconded the motion.
H. Grench noted claims 180 and 181 for the National Recreation
and Park Association conference were prepayments for this con-
ference, and Board approval for the claims would also indicate
approval for his attendance at the conference. The motion was
passed unanimously.
VIII. EXECUTIVE SESSION
The meeting was recessed into executive session at 11:45 p.m.
for the purpose of discussing land negotiations underway.
Ix. ADJOURNMENT
The meeting reconvened and adjourned at 12 :30 p.m.
Carroll Harrington
Secretary