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HomeMy Public PortalAbout19740213 - Minutes - Board of Directors (BOD) Meeting 74-3 MIDPENINSULA REGIONAL PARK DISTRICT Regular Meeting Board of Directors M I N U T E S February 13 , 1974 745 Distel Drive Los Altos I. ROLL CALL President Peters called the meeting to order at 7:40 p.m. Members present: Daniel Condron, Katherine Duffy, Nonette Hanko, William Peters, and Daniel Wendin Personnel present: Herbert Grench, Carroll Harrington, and Stanley Norton Audience of 12 persons II . APPROVAL OF MINUTES - January 30, 1974 Motion: N. Hanko moved acceptance of the minutes of the January 9, 1974, meeting as presented. K. Duffy seconded. The motion passed unanimously. President Peters asked if there were additions to the agenda for this meeting. The following additions were requested: (1) D. Wendin asked that the Trails Task Force be discussed in more detail under Reports; (2) K. Duffy asked for further discussion about the second public hearing on the Tentative Basic Policy; (3) K. Duffy asked for discussion regarding holding a second workshop on land acquisition; (4) W. Peters requested discussion about the Rules of Procedure. The Board concurred. III. SPECIAL ORDERS OF THE DAY AND PUBLIC HEARINGS H. Grench introduced Edward E. Jaynes, who has accepted the position of Assistant General Manager for the MRPD. Mr. Jaynes has been involved in land acquisition work for fourteen years. During the past year he has been an independent consultant, pro- viding services to agencies such as the East Bay Regional Park District, the City of Oakland, Bay Area Rapid Transit District, the Oakland Unified School District, and the City of Hayward. He will begin working part-time immediately and will be on a full-time basis by March 18 , 1974 . IV. REPORTS A. Taxation Structure Training Materials H. Grench described the background and the Board's adoption at the January 30, 1974 , meeting of the concept of Lawrence R�1ttAI, F OF-�M�1�7TTtES "i eiruary,. ;. Moticsh N'�#Flanks toned ;acc�ptar ee of `the minutes of the Fe3 r ary 3� t974;�6aet q as presented. D. Condron > - ;seeorided: Thy*mi on "passed.: Ayes: Condron, Duffy, � Hanko .,:i7endin. 'Absent: . Peters . Me ng 74-3 . . . page 2 Klein's proposal regarding the Taxation Structure Training Materials. He went on to highlight the further detailed pro- posal in a letter from Mr. Klein dated February 13, 1974 : In this letter, Mr. Klein enumerated the steps involved in putting together this material. The first step would be to work closely with one or two law students in the preparation of the initial drafts of the written materials. This would take approximately four weeks. The second step would be the final preparation of this material and would be the primary responsibility of Mr. Klein. He estimates that this would take two weeks. The third step would be the preparation for a training session related to the taxation structure training materials. He anticipates that of the total maximum cost to the MRPD of $1,500, 60% would be allocated to the prepara- tion of the written materials and the remaining 40% to the training session. D. Wendin questioned the District's ultimate ability to re- cover most, if not all, of the costs of this project through distribution of the materials. In reply to a question from D. Condron about the proposal, Mr. Jaynes said that he thought it would be valuable for the District. He had not seen such material prepared by other public agencies. Motion: N. Hanko moved that the proposal from Mr. Klein be accepted as presented in the January 3, 1974 , and February 13, 1974 , letters. K. Duffy seconded. Discussion: D. Wendin noted that he would like more information about recovering costs. S. Norton said that he felt Mr. Klein would do a comprehensive job and that the price is extremely reasonable. D. Wendin added that ne would be willing to meet with Mr. Klein and report further to the Board. Motion: D. Wehdin moved that the original motion be tabled until the meeting of February 27. W. Peters se- conded. The motion passed. Ayes: Condron, Peters, Wendin. Noes: Duffy, Hanko. B. Position of Controller H. Grench referred to his report (R-74-1) of February 4 , 1974 , in which he discussed the legal requirements for the position of a Controller for the MRPD from the enabling legislation for regional park districts (Section 5538 and Section 5549 (b) ) . He stressed that the control of the funds and general manage- ment of the MRPD should be separate functions. He also said that this would be a parttime position requiring 10-15 hours/month. Motion: D. Wendin moved that the Board adopt the job des- cription in report R-74-1 for the position of Controller, that the third paragraph of report R-74-1 of February 4 , 1974, be adopted as a statement of lines of responsibility between the Board, the Controller, and the General Manager; that the Board instruct the General Manager to seek an applicant for this position for Board consideration; Meeting 74 . . . page 3 and that the Board adopt the salary of up to $150/month for the position. N. Hanko seconded. Amendment: D. Wendin moved that the Summary of Duties in the job description be amended to read ".Respon.§ible -to the Board of Directors. Major responsibility is in the planning, organizing, and administration of accounting and finance functions of the District. Works under the direction and with the General Manager in performing these duties. " K. Duffy seconded. The amendment passed unanimously. The amended motion passed unanimously. C. Budget for Third Quarter of 1973-74 Fiscal Year H. Grench referred to his report (R-74-2) of February 10 , 1974. He added that when the action plan for implimentation of the goals of the MRPD is adopted there may well be budget implications. These could be included in the fourth quar- ter and 1974-75 budgets. He also said that this year about 11% of the budget will be spent on operating expenses . Motion: D. Wendin moved acceptance of the budget as presented in report R-74-2 . D. Condron seconded. The motion passed unanimously. W. Peters asked that further discussion about a budget sub- committee be postponed until after Oral Communications . V. RESOLUTIONS AND ORDINANCES Resolution Authorizing Signing and Endorsing Checks and Other Instruments (Resolution 74-1) H. Grench explained the MRPD ordinance regarding signatories which names signatories by office, not by person's name. Authorized signatures have to be changed at this time because the Board has elected a new President. Motion: N. Hanko moved acceptance of Resolution 74-1 . D. Wendin seconded. The motion passed unanimously. The meeting recessed from 8 :30 p.m. until 8 :35 p.m. VI. ORAL COMMUNICATIONS Mr. Zetler A. Greely, 21450 Prospect Road, Cupertino, and other members of the Greater Prospect Hills Homeowner 's Association gave a slide presentation about the Parker Ranch in Saratoga. In addition to showing slides of the area, he also showed maps which illustrated the exact location, growth patterns in Saratoga and Cupertino, the proximity of this parcel to surrounding cities and towns,biking and hiking distances in the area, population figures, financial information, and reasons for saving this area as open space. He summarized his remarks by relating the Meeting page 4 interest of the Greater Prospect Hills Homeowner's Association to those goals expressed in the MRPD Tentative Basic Policy dated January 15 , 1974 . He concluded by urging that the MRPD convey their interest in the preservation of this parcel to Blackwell Homes, the City of Saratoga, and to the property owners in the area. He also invited members of the Board to tour this area. He stated that K. Duffy and H. Grench have already done so. The Homeowner' s Association presented each Director and the District office with a notebook containing the information as presented in the slide show. W. Peters thanked the Homeowner' s Association for their pre- sentation and further explained the procedures for land acqui- sition. This includes asking staff to consider it and make recommendations to the Board. Mr. Greely indicated that the Homeowner' s Association would get further information about the financial aspects of this area. IV.C. (continued) Budget for Third Quarter of 1973-74 Fiscal Year The Board returned to this agenda item. H. Grench referred to his recommendation in report R-74-2 that a budget subcommittee be formed to work with the General Manager (and Controller when hired) to prepare a fourth quarter budget based upon the adopted action plan. Motion: D. Wendin moved that D. Wendin, Treasurer, and D. Condron be appointed as a two-man Budget Subcommittee to work with the General Manager and Controller (when hired) to prepare a fourth quarter budget based upon the adopted action plan. N. Hanko seconded. Discussion: The meetings of the Budget Subcommittee will be public and will be held at regular times. N. Hanko proposed that the Budget Subcommittee members be rotated on a six-month basis. D. Wendin replied that he felt members should serve for a year and should be responsible for preparing the next year' s budget. W. Peters said that he was in favor of expan- ding the duties of the Budget Subcommittee to include other finance responsibilities. D. Wendin responded that if the Board is going to have a set of standing committees, they require charters and equivalent job descriptions. He suggested that W. Peters provide this information for consideration by the Board. W. Peters agreed. The motion passed unanimously. VII . NEW BUSINESS A. After brief discussion, the Board agreed that the second public hearing on the Tentative Basic Policy will be held at the February 27, 1974, meeting of the Board of Directors. Meeting /4-3 . . . page 5 B. K. Duffy asked about holding a special meeting on criteria for evaluating various parcels. H. Grench gave a status report on the Master Plan. W. Peters said that this item could be discussed further at the February 27 , 1974 , meeting. The Board agreed. C. W. Peters suggested that the Board experiment with various alternatives in Section 1.30 of the Rules of Procedure. W. Peters and H. Grench would work out some alternatives for the next few meetings. The Board agreed. D. The Board discussed follow-up action as a result of the January 30, 1974 , meeting at Monte Bello School. In re- ferring to the minutes of that meeting, the Board discussed further study on meeting with the County Assessor 's Office, looking into Williamson Act contracts, and checking on tree cutting ordinances. The Board agreed that the MRPD Master Plan should contain seismic information. E. N. Hanko asked that S. Norton's letter of January 4 , 1974 , regarding Senate Bill 716 (Moscone Conflict of Interest Legislation) be placed on the February 27, 1974 , agenda. F. D. Condron asked about plans for a District open house. The Board agreed that this could be held at a later date. G. D. Wendin asked that a status report on the Trails Task Force be placed on the February 27, 1974, agenda. N. Hanko agreed to give a status report at that time. H. D. Wendin asked that the Board approve the expenditure to buy 7 .5 minute series U. S. Geological Survey maps which show the geographical area of the District. He suggested that there be a work session in the office in order to mark the maps accurately. W. Peters stated the consensus that this could be done. I. W. Peters asked H. Grench to prepare guidelines for groups who would like to make presentations to the Board. J. D. Wendin asked S. Norton about the communication to the Assembly Select Committee on Open Space Lands regarding suggested changes in enabling legislation for regional park districts. S. Norton replied that he had been in touch with Donald Gralnek, Consultant to this committee and had a letter drafted. VIII . WRITTEN COMMUNICATIONS A. H. Grench referred to a letter from N. A. Billawala, Billawala Realty, January 29 , 1974 , regarding land in the Black Mountain area. The Board asked H. Grench to respond to his letter in relation to the goals and objectives of the District. Meeting 74-3 . . . page 6 B. H. Grench referred to a letter from Karen Daly, President Sunnyhaven South Homeowner's Association, January 30, 1974 , regarding annexation to the District. N. Hanko will respond to this communication. C. H. Grench referred to a letter from John F. Dunlap, Chairman, Assembly Select Committee on Open Space Lands, February 11, 1974 , regarding AB 920 which did not pass out of committee. D. H. Grench referred to a letter from Mrs. Phyllis Butler, Chairman, Santa Clara County Historical Heritage Commission, February 5, 1974, regarding the California "State Beach, Park, Recreational, and Historical Facilities Bond Act of 1974 Program. " H. Grench reiterated the reasoning of the park administrators in the County that it was best not to list specific projects, but simply dollar allocations, so that land values would not be affected. W. Peters will convey this concensus to Mrs. Butler. IX. CLAIMS D. Wendin moved acceptance of the claims (C-74-3) as presented. K. Duffy seconded. The motion passed unanimously. X. ADJOURNMENT The Board recessed at 10 :45 p.m. to Executive Session to discuss personnel matters and land negotiations. They reconvened to announce the hiring of John P . Melton as Controller for the MRPD on a part=time basis at a salary of $100 .00 per month. The meeting was adjourned at 12:45 a.m. Carroll Harrington Secretary