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HomeMy Public PortalAbout19730919 - Minutes - Board of Directors (BOD) Meeting 73-19 MIDPENINSULA REGIONAL PARK DISTRICT Board of Directors Special Meeting September 19 , 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, and Daniel Wendin Personnel present: Herbert Grench, Stanley Norton, Carroll Harrington Audience of one person II. BUDGET FOR FIRST HALF OF FISCAL YEAR 1973-74 H. Grench discussed the report of September 13, 1973, and the memorandum of September 17, 1973, about the budget for the first half of fiscal year 1973-74 . He noted that the amount spent during that period was about $8 ,450 less than actually budgeted. The primary reasons for this were that spending has been mini- mized as much as possible during this period, and the MRPD is still in the process of building a budget and therefore amounts were set conservatively high in some cases. He presented the following highlights about the proposed budget: (1) Revenues are predicted to be � of the year' s tax income. (2) It would have been preferable to split the reserve categories into land acquisition and operating reserves, but the amounts were very difficult to predict without third quarter budgeting. (3) It will be necessary to budget out of this year' s receipts for the beginning of the next fiscal year. W. Peters said that he thought there was Board consensus about setting up a reserve fund for emergency purposes and that 10% At least ($65,000) for the third quarter of fiscal year 1973-74 would be appropriate. Motion: N. Hanko moved acceptance of the budget for the first half of the fiscal year 1973-74 as set forth in the memo- randum of September 17 , 1973. D. Wendin seconded. D. Wendin amended the proposed budget to read under II . RE- SERVES AND EXPENDITURES, the category A revised as follows : A. Reserves 1. Land Acquisition $435, 666. 00 2. Third Quarter Operating Expenses 35,000 .00 3. Opportunities and Emergencies 65 ,000 . 00 --T5-35,666 .00 D. Condron seconded the amendment. The amendment passed 4-1 . Ayes: Condron, Duffy, Peters, Wendin. No: Hanko. MINUTES OF SEPTEMBER 19, 1973, MEETING K. Duffy moved acceptance of the minutes of the September 19 meeting be approved as mailed. W. Peters seconded. The motion was approved. Meeting 73-19 . . . page 2 K. Duffy pointed out that the budget is a guideline for spend- ing. D. Wendin added that in the future if the costs for land acquisition exceed the $435,000 .00 allocated, then the Board would have to be consulted. S. Norton advised that the budget can be amended by a majority vote. W. Peters said that the District could consider alternative sources of income if the need arises. H. Grench responded to questions from the Directors about certain categories in the budget. D. Wendin asked that the miscellaneous expenses from fiscal year 1972-73 be itemized. H. Grench itemized them as follows : Dr. David Daniels (Goals and Objectives $200.00 Meeting Leader) Book 3 .75 Scroll 14 .84 Food 16 .87 ABAG Conference Registration 10 .00 Tape recorder 123.97 Tapes 16 .92 Calculator 85.81 William Spangle (planning) 130.00 $732.06 K. Duffy suggested that three asterisks be placed after II. C. 10. for the following footnote: "November 1972. ,, There was consensus that this be done. In discussion about the purchase of a vehicle for the District, three alternatives were considered: (1) Reimbursement to em- ployees for the use of private vehicles. (2) Lease of a vehicle. (3) Purchase of a vehicle. H. Grench will investigate further the use of propane for a District vehicle and also the possi- bility of the District providing an allowance for the General Manager to purchase or lease a private vehicle. The main motion about acceptance of the budget for the first half of the fiscal year 1973-74 passed unanimously. H. Grench described the equipment and furnishings for the new office at 745 Distel Drive, Los Altos. These could be purchased through Santa Clara County. A question arose as to the bidding procedure for purchases exceeding $3,500.00 as stated in the District' s enabling 16gislation. S. Norton advised that he had conferred with County counsel, William Siegel, and formed the opinion that purchases which were made through the County needed only follow County purchasing requirements-,and do not require formal bidding procedure. He went on to explain that the County's acting as a purchasing agent for the District was in effect a joint exercise of power agreement. H. Grench commented that for major purchases such as office supplies and vehicle in the budget, the County would indeed at least go through an informal bidding procedure. eting 73-19 . . . page 3 Motion: W. Peters moved that the General Manager be authorized to purchase up to $7,600.00 worth of office equipment and furnishings at his discretion. N. Hanko seconded. The motion passed 4-1. Ayes: Condron, Duffy, Hanko, Peters. No: Wendin. The discussion returned to the purchase of a vehicle for the MRPD. Motion: W. Peters moved that the General Manager be authorized to expend ,up to $3,450.00 for the purchase of a District vehicle. D. Wendin seconded. The motion passed unanimously. President Wendin recessed the meeting at 9 :25 p.m. The meeting reconvened at 9 :40 p.m. III. AUDIT FOR FISCAL YEAR 1973-74 Motion: N. Hanko moved that the Board authorize the hiring of Elmer Fox and Company to set up the accounting system for the MRPD and to perform the audit for the MRPD as required by Section 5544 of the Public Resources Code of the State of California. D. Wendin seconded. The motion passed unanimously. IV. ADJOURNMENT The meeting recessed to executive session at 9 :45 p.m. for the purposes of conferring with legal counsel and discussing a land negotiation. The meeting reconvened and adjourned at 10 : 30 p.m. Carroll Harrington Secretary