Loading...
HomeMy Public PortalAbout19750910 - Minutes - Board of Directors (BOD) A. Meeting 75-19 MIDPENINSULA REGIONAL PARK DISTRICT Regular Meeting Board of Directors M I N U T E S September 10 , 1975 745 Distel Drive Los Altos , CA I. ROLL CALL President Duffy called the meeting to order at 7 :35 P.M. Members Present: Katherine Duffy, Barbara Green, Nonette Hanko, Edward Shelley and Daniel Wendin. Personnel Present: Herbert Grench, Jon Olson, Anne Crosley, Jennie George, Stanley Norton, Carroll Harrington and John Melton. II . APPROVAL OF MINUTES A. Minutes of August 13 , 1975 K. Duffy stated the consensus that the minutes of August 13 , 1975 be approved as presented. III . EXECUTIVE SESSION The Board recessed to Executive Session to discuss land nego- tiations at 7 : 38 P.M. The Board reconvened the meeting at 7 :55 P.M. IV. ADOPTION OF AGENDA N. Hanko suggested the next agenda might include consideration of the Preliminary General Plan for Cupertino Hillsides. K. Duffy asked that a letter from the Save-the-Redwoods League regarding the Grant Ranch be considered under New Business Not Requiring Action. She stated the consensus that the agenda be adopted with that addition. V. ORAL COMMUNICATIONS There were no oral communications at this time. Meeting 75-19 Page two VI. WRITTEN COMMUNICATIONS There were no written communications at this time. VII . PUBLIC HEARINGS A. Proposed El Sereno Open Space Preserve H. Grench introduced his report (R-75-17) dated September 3, 1975 on the Proposed El Sereno Open Space Preserve. He said the Dis- trict had an option to purchase approximately 1,000 acres of land belonging to the estate of Charles E. Moore, located west of Los Gatos and south of Saratoga and Monte Sereno. J. Olson showed several slides of the proposed acquisition. He said the vegetation on the property varied from chaparral and grassy areas on the ridges to wooded canyons. There has been some equestrian and hiking use in the past. There is access to the property from Montevino and Bohlman Roads , but limited parking is available. He said the site could be significant in terms of a trail system. He presented the following interim use and manage- ment recommendations for the Board' s consideration: (1) the in- troduction of agriculture should be considered during development of the long range use and management plan; (2) permits should be issued to groups and individuals wishing to hike or ride horses on the site; (3) schools and other groups should be informed of the site ' s potential for environmental education; (4) regular patrol should be maintained; (5) a gate and fence should be installed to prevent motorcycle access; (6) an access point for hikers and equestrians should be constructed, and (7) staff should be instructed to complete a draft Site Specific Plan for the property by May of 1976 . Mr. Bruce Stephan, 12331 Saraglen Drive , Saratoga, asked what con- siderations influenced the District' s interest in purchasing this particular site. J. Olson replied that the El Sereno ridgetop was very significant acquisition in terms of preserving the scenic nature of the area. H. Grench added that opportunities for the purchase of parcels at attractive prices were not common. In response to a question from N. Hanko, J. Olson advised that the small, separate 16 acre parcel had been used by hikers, equestrians and motorcycles, and it would also be patrolled by the District. Mr. Gordon Jennings , 441 East Meadow Drive, Palo Alto, asked if the District would have to negotiate with other property owners for easements for trails. J. Olson said that it would have to. D. Wendin noted that the El Sereno Open Space Preserve would be the first large parcel allowing individual use by permit. He said he hoped long term plans for the site would address the parking problem. Meeting 75-19 Page three H. Grench advised that the District would pay a total purchase price of $742 ,000 for approximately 1,001 acres of the Moore estate. There are four interests in the property, and there are different methods of payment. One interest will receive cash at the close of escrow; the other three will receive down pay- ments of less than 30% this year with the remaining balance payable over 10 years at 6 1/2% interest. H. Grench recommended the adoption of Resolution No. 75-21 to state the Board's intention to exercise its option to purchase the property. He also recommended that the Board adopt the interim use and management plans described in the report. He noted that the proposed purchase had received the endorsements of the Los Gatos Town Council and Monte Sereno City Council, and from the Planning Departments of the City of Saratoga and County of Santa Clara. He further recommended that the Board state its intention, absent extraordinary circumstances, to await the re- ceipt of letters from two of the interests in the Moore estate before giving notice of acceptance of the option. He explained that the letters would simply change the time payments from monthly to annual installments for those interests who chose the 10 year payment plan. K. Duffy opened the Public Hearing at 8 :25 P.M. Mr. Ed Schell, Box 1345 , Los Gatos , introduced himself as the President of the Wakanta Longhorn Breeders Association and as a philosopher. He expressed support for the acquisition of the proposed El Sereno Open Space Preserve and said he hoped the District would continue its efforts to purchase open space lands. Mr. Bruce Stephan said he heartily endorsed acquisition of the proposed site, adding that the Park District was one of the few organizations with the capability to preserve the scenic ridgetops. Dr. Robert Mark, 725 Cowper, expressed his support for the acqui- sition of what he believed to be a significant parcel. He said he hoped the District would implement its permit system soon. K. Duffy closed the Public Hearing at 8 :30 P.M. Motion: K. Duffy moved adoption of Resolution No. 75-21, a Reso- lution of the Board of Directors of the Midpeninsula Regional Park District Authorizing Exercise of option to Purchase Real Property, Authorizing Officer to Execute Certificate of Acceptance of Grant to District, and Authorizing General Manager to Execute Any and All Other Documents Necessary or Appropriate to Closing of the Transaction (El Sereno Open Space Preserve) . E. Shelley seconded the motion. Discussion : K. Duffy said she was delighted with the site, and from personally hiking the land feels ;that it is a beautiful parcel. The motion passed unanimously. Meeting 75-19 Page four Motion: K. Duffy moved that the Board adopt the interim use and management plans for the El Sereno Open Space Preserve as presented in report 0-75-17) dated September 3, 1975. B. Green seconded the motion. The motion passed unanimously. (The plans are set forth in these minutes on page two) . Motion: K. Duffy moved that it be the intention of the Board, ab- sent extraordinary circumstances , to await the receipt of letters expected from two interests in the Charles E. Moore property before giving notice of acceptance. B. Green seconded the motion. The motion passed unani- mously. VIII . OLD BUSINESS REQUIRING ACTION A. Interim Site Use and Management Recommendations (a) Permanente Creek Park H. Grench introduced his memorandum (M-75-129) dated September 4 , 1975, which recommends adoption by the Board of the Interim Use and Management Recommendations contained in the Land Manager' s memorandum (M-75-132) dated September 4 , 1975. J. Olson advised that the Permanente Creek Park property has been used in the past for some hiking and environmental educa- tion programs. The current cattle grazing and hay crop opera- tions of the Perham family are scheduled to be phased out dur- ing the next nine months. He recommended that permits for group use of the site be issued as appropriate, but that open use of the site by hikers and equestrians be allowed after the development of trails. He further recommended that staff be directed to determine the feasibility of using houses located on the property, possibly for a resident caretaker. He recommended that regular patrol should be maintained, and that staff be directed to develop a long term use and manage- ment plan by April of 1976 . N. Hanko suggested staff might consider the possibility of using one or more of the houses on the property as a youth hostel. In response to questions from Mr. Pete McSweeney of 1497/23705 Topar Avenue , Los Altos and Mr. Brian Mecham of 4662 Blue Ridge Drive, San Jose, J. Olson advised that the number of hikers and equestrians would be limited through a permit system from now until May, 1976 , and he added that input from these groups would be welcome. H. Grench explained that the former owners of the Permanente Creek Park property still resided on the site , and, as part of the acquisition agreement, a permit system for use of the land must be established while the Arthur Perhams live there. Meeting 75-19 Page five Mr. Dick Threlfall, 15833 Stonebrook Road, Los Altos Hills, said that many equestrians had ridden on the Permanente Creek Park property for years without asking permission to do so. Mr. Pete McSweeney said he thought the interim report on the Permanente Creek Park property was discriminatory with respect to equestrians. B. Green suggested that hikers and riders who are given permits should be asked to report to the District on the condition and use of District lands. J. Olson said that hikers and riders would be issued permits at the discretion of District personnel, and each situation would be judged on its merits. He said the District staff needed some time to determine what kinds of use are most appropriate for its different sites. N. Hanko noted that the Board is sensitive not only to the needs of people for recreation, but also to the delicate ecology of the land. It will take time, she said, to determine what kinds of uses are compatible with District lands. Ms. Sylvia Carroll, 21166 Maria Lane, Saratoga, said equestrians needed a place to ride. H. Grench said the discontinuance of past use of a site would be difficult, and this is a question that must be addressed. He stated that the District has a commitment toward preservation of its lands as well as to opening the lands for public use. He suggested hikers and equestrians could work with staff to plan for trails, maintenance and patrol of District sites. Ms. Linda Stuckey, P.O. Box 1115 , Cupertino, said she hoped the District would be a good neighbor. Ms. Valerie Booker, 10940 Santa Teresa Drive, Cupertino, said she felt most horsepeople were responsible trail users who did not like to see litter and broken bottles on the trails . Motion: N. Hanko moved that interim planning for Permanente Creek Park be continued to permit staff to meet with interested users and to develop a plan for equestrian use in accordance with the acquisition agreement with the Perhams. D. Wendin seconded the motion. Discussion: The Board discussed the advisability of talking about the Black Mountain Open Space Preserve before taking action on Permanente Creek Park. Motion: D. Wendin moved to table the motion. K. Duffy seconded the motion. The motion passed on the following vote: AYES - K. Duffy, B. Green, E. Shelley and D. Wendin; NO - N. Hanko Meeting 75-19 Page six (b) Black Mountain Open Space Preserve J. Olson said there were vineyards on Black Mountain at one time, then year-round cattle grazing. He recommended that the cattle grazing be discontinued due to the highly erodable soils on the site. He advised that past use of Black Mountain included eduational programs of Peterson High School and a bird banding program of the San Jose State Biological Sciences Department;and that further use of the site for nature study hikes and environmental education be encouraged by the Dis- trict. He noted there were no parking facilities on the site. He recommended that permits be issued for the use of groups of not more than thirty people or as deemed appropriate by the General Manager; that the fence line adjacent to Monte Bello Road be repaired; that two new gates be installed; that existing roads be graded to minimize erosion; and that regular patrol be maintained. He further recommended that staff be directed to develop a draft use and management plan by March of 1976. Dr. Mark said he felt one of the purposes of the District was to allow public access. Motion: K. Duffy moved that Permanente Creek Park, Black Mountain Open Space Preserve and Fremont Older Open Space Preserve be sent back to staff for a proposal on public use. There was no second. E. Shelley said that any of the District' s properties which are open must be available to all members of the public, not just neighbors. There are neighbors , he advised, who do not want anyone else to have access to District land. Ms. Valerie Booker suggested the District could maintain the status quo use of its lands for the present. E. Shelley replied that it would be difficult to change whatever is permitted now. Ms. Judy Frosh, 18081 Redwood Drive, Los Gatos , said histor- ical use of a property might not be appropriate use; for example, motorcycles. Ms. Linda Stuckey said the equestrians were simply trying to keep existing trails open. Mr. Gordon Jennings , 441 East Meadow Drive, Palo Alto, read a letter from Mr. Gerald K. Engel, President of the Castle Rock Horsemen' s Association, 22600 Mt. Eden Road in Saratoga, dated September 10 , 1975 . The letter expressed the desire of the Association to assist in the present and future plan- ning of the Fremont older and Black Mountain Open Space Pre- Meeting 75-19 Page seven serves. The Association is prepared, he said, to map and mark existing trails , assist in trail maintenance and trail development, establish a gate system, extend the clubs in- surance to cover the District, and obtain leases from adja- cent property owners to insure access to and from trails. The Association members feel there can be many uses of Dis- trict property that are compatible with the ecology of the, land. Mr. Jennings added that he felt the District and the equestrians could educate each other. Motion: D. Wendin moved that staff return with recommenda- tions for issuing individual permits for the Black Mountain and Fremont Older Open Space Preserves. Discussion: K. Duffy said she would second the motion if Permanente Creek Park were included. J. Olson said there were a number of factors that would have to be addressed, and he reminded that the interim recommendations were for a short period of time to give staff an opportunity to study the sites. E. Shelley seconded the motion. D. Wendin said the General Manager has discretion on the issuance of permits, but the three properties in- volved are all different. Motion: D. Wendin moved that staff be directed to return at the earliest possible time with a recommendation for an open permit system for the ridgetop , on Black Mountain Open Space Preserve. E. Shelley seconded the motion. After discussion; K. Duffy stated that all motions and seconds were withdrawn. Motion: D. Wendin moved that (a) staff be directed to return in two weeks with a plan for the use of the ridgetop area of Black Mountain Open Space Preserve with respect to equestrians and hikers; (b) staff be directed to meet with horsepeople to determine the historic use of the Permanente Creek Park property; and (c) there be no change in the interim use and management plan for the Fremont Older Open Space Preserve at this time, but that residents in that area be encouraged to work with staff in the develop- ment of the long-term planning of the site. E. Shelley seconded the motion. Discussion: In answer to a question from Mr. Jennings, J. Olson explained there would be different kinds of permits covering use, length of time, number of people, etc. The motion passed unanimously. Meeting 75-19 Page eight H. Grench said he thought the dialogue among District staff and Board and equestrians was very helpful. He noted that staff' s job was to work with all interested groups and then make recommendations for the use of District land in accord- ance with the Basic Policy. He said copies of the Basic Policy brochure were available for members of the audience. A sign-up sheet was distributed for those people who were interested in working with the District staff on site plan- ning. The meeting was recessed at 10 :30 P.M. and reconvened at 10:45 P.M. B. Review of Salary Ranges H. Grench introduced his report (R-75-16) dated August 28, 1975 regarding the Review of Salary Ranges for three full- time District positions. Following a meeting with the Budget Subcommittee, it was concluded that the revised Job Descriptions and salary ranges for the positions of Assis- tant General Manager, Land Manager and Administrative Secre- tary were appropriate, except that the title "Administrative Aide" should replace "Administrative Secretary" to reflect the changes in responsibilities of the position. H. Grench emphasized that the funds budgeted for regular salary increases should be separate from those budgeted for major salary range adjustments. He also noted that very careful and complete investigation had been made to assure that the new salary ranges accurately reflected salary ranges for positions in other agencies with the most nearly similar responsibilities. He said that the budgeted funds for salary realignments would be underspent by about $1,300 as a result of further study. He also recommended that the Budget Subcommittee be assigned the task of reviewing the District' s Personnel Policies with the General Manager prior to formulation of the 1976-1977 budget. In response to a question from N. Hanko, S. Norton stated that the regional park district enabling legislation refers to functions of a person that are "secretarial" , but that any person may be designated to carry out those functions. K. Duffy pointed out that the functions of a "District Clerk" or "secretary" to the Board are enumerated in the Job Descrip- tion for the Administrative Aide position. Motion: D. Wendin moved adoption of the recommendations con- tained in R-75-16 dated August 28 , 1975, as follows: (a) to adopt the revised Job Descriptions as contained in the report of July 3, 1975 , except with the change that the title "Administrative Secretary" be changed to "Administrative Aide, " (b) to adopt the following salary ranges: Assistant General Manager - $19 ,620 Meeting 75-19 Page nine to $29,430 per year; Land Manager - $19 ,235 to $28 ,855 per year; Administrative Aide - $11,480 to $16 ,070 per year and (c) to assign the Budget Subcommittee the task of reviewing the District's adopted Personnel Policies with the General Manager prior to formulation of the 1976-1977 budget, especially as these Policies relate to the process of salary range changes and salary in- increase budgeting. B. Green seconded the motion. The motion passed unanimously. IX. NEW BUSINESS REQUIRING ACTION A. Revised Annual Claims List J. Melton introduced his memorandum (M-75-125) dated August 29 , 1975 regarding the proposed Revised Annual Claims List. He explained that the annual claims list approved by the Board at its July 23 , 1975 meeting was prepared prior to action by the Board which changed the amount of the retainer established by the Board for its Legal Counsel. Therefore, he recommended that the Board approve the annual claims list as revised on August 20, 1975, to authorize the Controller to pay the appropriate funds for the Legal Counsel' s retainer. Motion: K. Duffy moved approval of the revised annual claims list as presented in M-75-125 dated August 29 , 1975 . E. Shelley seconded the motion. The motion passed unanimously. B. Fringe Benefits for Regular Part Time Employees H. Grench introduced his report (R-75-18) dated September 4, 1975 regarding proposed Fringe Benefits for Regular Part Time Employees of the District. He said that regular part time employees were as committed to working for the District as full time employees, and their expertise was valuable and necessary for the District's efficient operation. It would therefore seem appropriate that the regular part time employees receive a portion of benefits appropriate to the amount of time they worked. As the result of research by A. Crosley on benefits offered to part time employees in public agencies, it was found that the three most easily implemented benefits were vacations, holidays and sick leave on a prorated basis. These were offered by nearly all agencies who had benefit pro- grams for part time personnel. Other benefits , such as dental, medical and life insurance, vary in their application to part time employees. A survey of private companies showed similar results. H. Grench advised that for purposes of allocating fringe benefits , employees would be classified as follows: 10 hours worked - 1/4 time; 20 hours worked - 1/2 time; 30 hours worked - 3/4 time (based on the average expected minimum hours to be worked each week) . Meeting 75-19 Page ten H. Grench noted that regular part time employees working an average minimum of 20 hours per week or more were already re- quired to contribute to the Public Employees Retirement System. He recommended that the Board adopt the proposed revised Per- sonnel Policies to include vacation, sick leave and holiday benefits on a prorated basis to the District' s regular part time employees. The fraction to be used for computing vacation time would be 0 . 05769 hours per hour worked; the fraction to be used for computing sick leave would be 0. 04615. The benefits would be effective as of September 22, 1975. The fiscal implications of the change would amount to approximately $2-,1100 more this year. H. Grench advised that the Board approves Job Descriptions for regular full time employees; the General Manager sets job descriptions for regular part time employees. Motion: B. Green moved adoption of the revision of the District' s Personnel Policies to supplant those of May 22, 1974 in order to provide vacation, sick leave and holiday bene- fits on a prorated basis to the District's regular part time employees. K. Duffy seconded the motion. The mo- tion passed unanimously. C. Possible Scheduling of Special Meeting H. Grench referred to his memorandum (M-75-126) dated August 29 , 1975 , suggesting the Possible Scheduling of a Special Meeting so the Board and staff may have an opportunity to study the Fremont Older Open Space Preserve for purposes of planning for its use and management. After discussion, it was the consensus that a special meeting would be held at 6 :00 P.M. on Friday, September 19 at the old ranchhouse on the Fremont Older property. X. NEW BUSINESS NOT REQUIRING ACTION A. Newspaper Publicity Results H. Grench introduced his memorandum (M-75-136) dated September 5 , 1975 regarding Newspaper Publicity Results. He referred to an attached memorandum (M-75-135) dated September 4 , 1975 from C. Harrington covering pre-meeting and post-meeting Newspaper Pub- licity Results . C. Harrington advised that the District has received very good pre-meeting and post-meeting publicity, expecially for land acquisitions and items of special interest (e.g. , litter clean- up, annexation, Stevens Creek Trail, hiring of new personnel) . E. Shelley said he did think there was a need for the District to place advertisements of its meetings. Meeting 75-19 Page eleven K. Duffy suggested that special mailings could be made to inter- ested parties on specific matters . She was advised that this was already being done to some extent when land acquisitions were contemplated. B. Midpeninsula Regional Park District Progress Report, November 1972 - February 1975 H. Grench introduced his memorandum (M-75-130) dated September 3, 1975, submitting the first Midpeninsula Regional Park District Progress Report covering November 1972 through February 1975. He credited C. Harrington for her efforts in writing and coor- dinating the progress report. He advised that copies would be sent to the press, governmental officials, private organizations and interested citizens within the next two weeks . C. Harrington expressed appreciation for the assistance and input of J. George, D. Woods and N. Kelley, and to Carole Norton for editing the report. C. Grant Ranch K. Duffy referred to a letter from the Save-the-Redwoods League asking that the District support the proposed acquisition by the County of the 10 ,000 acre Grant Ranch on Mt. Hamilton. Mr. Tony Look, Los Altos, said the Ranch would be an excellent open space acquisition. There is a blue heron rookery on the property, and Hall's Lake is used by birds for winter migration. The Ranch has been used in the past for nature study and environ- mental education, and its acquisition is on the County's Master Plan. Motion: N. Hanko moved that the President be directed to write a letter to the County Board of Supervisors expressing the District' s support of the acquisition of the Grant Ranch for low intensity recreational uses. B. Green seconded the motion. Discussion: B. Green noted the price of the property, well below market value, was excellent. The motion passed unanimously. XI . CLAIMS Motion: N. Hanko moved acceptance of the revised claims (C-75- 17) dated September 10 , 1975. K. Duffy seconded the motion. XII . EXECUTIVE SESSION The Board recessed to Executive Session to discuss land negotia- tions at 11:35 P.M. Meeting 75-19 Page twelve XIII. ADJOURNMENT The Board reconvened to adjourn at 1:05 A.M. Anne Cathcart Crosley District Clerk I II . APPROVAL OF MINUTES A. Minutes of September 10 , 1975 y, N. Hanko said the remarks attributed to her in the fifth Para- graph on page five were made by someone else. K. Duffy said she made the statements. E. Shelley pointed out the omission of the word "not" after the word "did" in the last paragraph on page ten of the minutes. K. Duffy asked that the words "with Board consensus" be added to the sentence on page seven of the minutes in which she states that all motions and seconds were withdrawn. D. Wendin suggested the word "year-round" be inserted before the words "cattle grazing" in the third line of the first paragraph on page three of the minutes. B. Green suggested that the number 111,001" in the second line of the first paragraph on page three be changed to "1,000" to be consistent with statements made on page two of the minutes. K. Duffy stated the consensus that the minutes of September 10 , 1975 be approved with the above changes .