HomeMy Public PortalAbout19760414 - Minutes - Board of Directors (BOD) M. sing 76-12
MIDPENINSULA REGIONAL PARK DISTRICT
Regular Meeting
Board of Directors
M I N U T E S
April 14 , 1976 745 Distel Drive
Los Altos, CA
I. ROLL CALL
The meeting was called to order by President Hanko at 7 : 32 P.M.
Members Present: Katherine Duffy, Barbara Green, Nonette Hanko,
Edward Shelley and Daniel Wendin.
Personnel Present: Herbert Grench, Edward Jaynes, Jon Olson,
Anne Crosley, Carroll Harrington, Jennie George, Brad Clifford,
Phyllis Lee, Stanley Norton, John Melton and Del Woods.
APPROVAL OF MINUTES
A. Minutes of March 24 , 1976
K. Duffy asked that the last paragraph on page eight of the minutes
be changed to read "does not meet her expectations or those of
the Board and may lead to misunderstandings" after the words "Fre-
mont Older Open Space Preserve. "
N. Hanko suggested the last paragraph on page four of the minutes
reflect that there seemed to be some doubt as to whether or not
there was a consensus on publicizing District goals and policies.
N . Hanko suggested the word "issued" be changed to "required" in
the next to last paragraph on page five of the minutes.
N. Hanko suggested the last sentence in paragraph one on page six
substitute the words "agendized at a later date" for "be placed
on the April 14 agenda. "
B. Green suggested the word "at" be inserted between the words
"that" and "the" in the third line of the second paragraph on
page three of the minutes.
N. Hanko stated the consensus that the minutes of March 24 , 1976
be approved with the above changes.
Meeting 76-12 Page two
III. WRITTEN COMMUNICATIONS
There were no written communications.
N. Hanko referred the Board to an informational letter from
East Bay Regional Park District regarding a special districts
forum being held in May.
IV. ADOPTION OF AGENDA
K. Duffy said she might like to have a discussion on the concept
of the Citizens Advisory Group at a future meeting, prior to the
establishment of any more such committees after the one for
Fremont Older Open Space Preserve.
H. Grench said E. Jaynes had an introduction to make under
Special Orders of the Day.
K. Duffy said she had been requested to ask the Board to consider
support of a bond issue in the City of Saratoga regarding the
acquisition of approximately 400 acres of land in the Saratoga
foothills. She said she would try to get some written materials
on the matter and bring the matter up at a future meeting.
V. ORAL COMMUNICATIONS
There were no oral communications at this time.
VI. SPECIAL ORDERS OF THE DAY
A. Introduction of Land Endowment Specialist
E. Jaynes introduced Brad Clifford as the District' s first Land
Endowment Specialist. He said Mr. Clifford had an extensive
background in fund-raising and had recently worked at the Univer-
sity of Santa Clara. His primary responsibility will be the
development and administration of the District's land donations
program, including locating potential gifts of land or open space
easements, bargain sales, and supplementing the land acquisition
program of the District in general.
VII. OLD BUSINESS WITH ACTION REQUESTED
A. Land Use Workshop Follow-Up
(1) Land Management Budget Limitation as a Planning Tool.
E. Shelley introduced his memorandum M-76-54, dated
April 9, 1976, regarding his Projections of Land
Management Costs. He said he felt that his model
of land management costs predicted results similar
to those found in the model developed by staff and
Dr. Robert Mark, namely, that land use costs per
acre could be substantial over the short term (5-10
years) , but over the long term (30 years) there
Meeting 76-12 Page three
could be a significant impact on the land acquisition
program if cost per acre were not kept to within
about $40. He recommended that a percentage budget
limitation for land use costs be adopted from 7%
for this year' s budget up to about 17 or 18% in
10 years. He said he would assume that inflation-
ary increases would be balanced by adjusted assess-
ments.
D. Wendin introduced the Report of the Land Use Workshop
Follow-Up Subcommittee (M-76-54 , dated April 9, 1976) ,
which suggests that for an initial ten year period, an
average cost per acre of $50 will not significantly
impact the land acquisition program of the District.
However, on a longer time scale, it will be important
to keep unit management costs in the $30/acre range in
order to maintain a strong land acquisition program.
Reducing cost per acre somewhat below the $30 figure
would not have a long-term impact of great significance.
De. Wendin emphasized that there was no way of knowing
whether or not $30/acre is a practical or workable
figure, but it appears to be, based on existing data.
He added that it is the Subcommittee' s recommendation
to use a percentage of the budget, rather than a dollar
amount, for flexibility in the event annual revenues
fluctuate. He noted that some land management units
will cost more than $30 per acre and some will cost less.
H. Grench introduced his report R-76-9, dated April 8 ,
1976 , regarding Land Management Budget Limitation as a
Planning Tool . He said that he generally agreed with the
observations made by Directors Shelley and Wendin, and that it
was a matter of Board Policy to decide at what point the
cost per acre for land management will cause a significant
adverse impact on the land acquisition program in terms
Of lost purchasing opportunities. He suggested that it
was reasonable to assume the District could use some
type of percentage limit in budgeting for land management
costs in an attempt to implement its policy.
Dr. Robert Mark, 725 Cowper, Palo Alto, said the concept
of establishing an upper percentage limit to spending funds for
land management should be very carefully considered. He
distributed a graph to the Board which he said indicated
that development and use of sites can have a significant
effect, and therefore too low an upper limit to cost per
acre may not be feasible.
Meeting 76-13 Page four
D. Wendin recommended that land management program costs
be allowed to rise from the present percentage up to
about 18% of revenue at the end of ten years, although
he added he preferred a 15% figure.
E. Shelley expressed a preference for including capital
improvements in the figure, which was why he suggested
18%. The relationship between maintenance and capital
development costs can then be adjusted as necessary.
E. Shelley said if the $30/acre management figure and the
$50/acre capital improvement figure are accepted as set
forth in the table in the General Manager' s report, then
18% should be the appropriate figure to work with.
Motion: D. Wendin moved that the policy of the Midpenin-
sula Regional Park District is that the budget
for land management costs will be permitted to
grow approximately linearly from next year 's
budget (1976-1977) to 18% of tax revenue at the
end of ten years, such percentages to be reviewed
annually. B. Green seconded the motion.
Discussion: H. Grench said he would like to
clarify that the 18% figure includes capital
improvements and the salaries of land management
personnel, as well as pre-acquisition activities.
The Board agreed, N. Hanko said she wanted staff
to know that the Board would expect them to keep costs
down as much as possible. E. Shelley said he hoped
fixing a definite figure would be helpful in long
term planning. The motion passed unanimously.
K. Duffy and N. Hanko asked if there was any way the staff
could compile better data on the cost of managing District
lands. J. Melton replied that major cost items are identi-
fied in the accounting process, but that it would not be
cost effective to try to determine what category smaller
items belong in. H. Grench added that J. Olson and Dr.
Mark have been working on a system for compiling and evalua-
ting land use data. In about a year, it is possible that
sufficient data will have been collected to give the Dis-
trict some indication of the relationship between land use
and management costs.
(2) Signing and Publicity.
D. Wendin suggested that policies on signing and publicity
may have the greatest effect on land use, and therefore
costs.
N. Hanko introduced her memorandum M-76-57 , dated April
12, 1976, regarding Signing and Publicity. She said the
proposed policy statements represented what she considered
to be the thinking of a majority of Board members. Her
memorandum suggested that signing be used to protect Dis-
trict sites , users and neighboring properties and to
f D. Wendin recommended that land management program costs
be allowed to rise from the present percentage up to
Meeting 76-12 Page five
indicate ownership at site entrances. If special environ-
mental protection is required, signing will be used for
protective purposes only. The policy would be reviewed
on a yearly basis for specific sites. With respect to
a policy on publicity, her memorandum suggested that infor-
mation about District sites would be made available in the
form of brochures on display at the office only. This
policy would also be reviewed on a yearly basis.
H. Grench suggested that the following sentence be added
to the policy on signing: "Placement of signs on various
sites will be timed so as to permit evaluation of the
effects on use patterns resulting from changes so that
adjustments on scheduling can be made as necessary. "
He added that there may be reasons other than environ-
mental why signs would not be posted, such as poor access and
neighborhood problems .
D. Wendin suggested the following phrase be added to the
proposed policy on signing. " . . .or other special site-
specific circumstances make it necessary. . . " after the
phrase " . . . in certain cases where special environmental
protection of the site. . . " which would include the kinds
of circumstances mentioned. He added that details on
sign placement should be left to the staff 's discretion.
N. Hanko said she assumed signing would be included as
part of site use plans presented to the Board.
D. Wendin said his feeling was that this signing policy
was more related to advertising of District sites, not
protection. However , he felt site specific plans should
include signing plans.
B. Green asked when the Board might review size and design
of signs. H. Grench advised that in the 1975-1976 Action
Plan, one of the typical projects to be completed was the
development of standards for signing. This project has
been completed, and the results are available to interested
Board members.
Motion: E. Shelley moved that the policy of the District
with respect to signing of its sites is as
follows: "The District will provide signs to
protect the site, users and neighboring proper-
ties and to indicate ownership at the entrance
or entrances of sites. However, in certain
cases where special environmental protection
or other special site-specific circumstances
make it necessary, the District will provide
signs only as required to protect the site,
users and neighboring properties. This policy
will be reviewed yearly as to specific sites. "
D. Wendin seconded the motion. The motion passed
unanimously.
Meeting 76-12 Page six
H. Grench said his interpretation of the proposed policy
on publicity is that brochures would not be provided in
other locations for general distribution, but would be
available for office visitors or upon telephone request.
E. Shelley said he felt the proposed policy was incon-
sistent with the District' s Basic Policy statement on
public communications.
D. Wendin said he would prefer the policy be short-term
only, that the words "on display" be removed, and that
the word "through" replace the word "at. "
B. Green said she would like the policy publicized and
distributed to the press.
Motion: D. Wendin moved that the policy of the District
with respect to publicity be as follows: "For
the next year, information about District sites
will be made available in the form of informa-
tional brochures through the office only. This
policy will be reviewed at the end of the year. "
B. Green seconded the motion. The motion passed
on the following vote: AYES - N . Hanko. B. Green,
D. Wendin; NOS - E. Shelley and K. Duffy.
N. Hanko said the Trails Task Force would like to meet with the Board
of Directors towards the end of May to discuss trails policies.
D. Wendin said he felt the matter of scheduling a meeting with the
Trails Task Force should be agendized. N. Hanko stated the con-
sensus that the matter be placed on the April 28 , 1976 Board meeting.
N. Hanko asked if the Land Use Workshop Follow-Up Subcommittee
would have a report on phasing policies by the April 28 meeting.
D. Wendin and E. Shelley said they would try to meet to discuss
the matter and present their conclusions to the Board by that
meeting.
K. Duffy said she might like to have a discussion of the concept
of citizens advisory committees on a future agenda.
The Board recessed at 8: 51 P.M. and reconvened at 9 :14 P.M.
VIII. NEW BUSINESS WITH ACTION REQUESTED
A. Action Plan for Implementation of the Basic Policy of the
Midpeninsula Regional Park District for the 1976-1977 Fiscal
Year
H. Grench presented his report (R-76-10 , dated April 8, 1976) on
the proposed Action Plan for Implementation of the Basic Policy
of the Midpeninsula Regional Park District for the 1976-1977 Fis-
cal Year. He noted that the updating of the Action Plan is a
Meeting 76-12 Page seven
useful tool in structuring staff activities and priorities,
in allocating budget funds, in evaluating progress, and in sum-
marizing for people the activities of the District. He said the
recent Board/staff discussions on land use have been very helpful
in formulating the Action Plan this year. He pointed out that new
activities related to a successful annexation of south San Mateo
County were marked with an asterisk, but that the level of most
other activities would increase. If annexation did not occur,
some activities could be removed from the Action Plan and the
budget adjusted accordingly. H. Grench indicated two typical
projects which had been inadvertently omitted.
E. Jaynes said there was little change in the Land Acquisition
Program from last year except in the area of donations. The
Donations Subprogram will be fully implemented by the new Land
Endowment Specialist during the coming year. If annexation is
successful, there is a possibility that an additional staff per-
son would be needed to assist with the general land acquisition
activities of the District.
A. Crosley said the major change in the Governmental and Private
Liaison Program was that last year ' s Annexation Subprogram had
been eliminated, and annexation-related activities for the coming
year were incorporated into all five Action Plan programs. If
annexation is successful, a greater portion of staff time will
probably be required for implementation of this program, even on
a low-key basis. It could also be expected that the General
Manager would allocate more of his time to this program, thereby
delegating more general administrative work to other staff members.
E. Shelley expressed concern that this program might not be getting
the attention it should. H. Grench replied that it was Board
policy to take a low-key approach to liaison activities. He
added that the personal contact the District had been able to establish
through luncheon meetings and other opportunities had been very
helpful.
J. Olson said the Open Space Management Program had been restruc-
tured to better identify the major land management activities in
the program. The new subprograms are General Land Administration;
Site Planning, Design and Construction; Operation and Maintenance;
and Volunteer, Docent and Intern. Depending on a number of differ-
ent factors, more resources will be required to administer this
Program. Annexation, additional acquisitions, location of acqui-
sitions, intensity of use and other factors will affect the need
for ranger personnel. It appears likely that a supervising ranger,
a permanent planning position and an assistant land manager might
be anticipated, as well as another ranger or ranger aide.
In response to a question from E . Shelley, J. Olson stated that
planning accounted for approximately 30% of his time during the
past year, and that site operation and patrol would probably take
more time than other activities during the coming year.
Meeting 76-12 Page eight
In response to a question from N. Hanko, J. Olson said review of
the regional trails plan was included in Typical Project No. 6 on
page ten of the Action Plan. He said site planning committees
were included as part of the normal site planning process.
J. Olson said he hoped to use existing buildings on District sites
for storage of vehicles and equipment, and perhaps convert an
appropriate building for use as a ranger field office.
C. Harrington said the main goal of the Public Communications Pro-
gram is to educate the public about the use of District lands
as open space. She felt it was important to publicize the dona-
tions program, prepare site brochures, and establish good contacts
with the residents and officials of south San Mateo County in the
event annexation is successful. She said the overall program is
generally unchanged from last year 's Action Plan, but the activi-
ties will take more time. She added that the docent program took
more of her time, but she felt it was an extremely worthwhile
program.
H. Grench advised that the position of Public Communications Coor-
dinator would continue in a part-time capacity, but would be
supplemented by contractual help or other District staff aid in
some instances, such as brochure design.
H. Grench said some of the changes in the General Administrative
Program anticipate a successful annexation. In that event, there
will be some change in the District' s structure and in the overall
workload. Due to a number of factors, the need for office space,
secretarial assistance and general equipment and supplies will
increase regardless of annexation, and at this time it is difficult
to predict precisely what affect annexation would have on those
services. He anticipated that his time would be allocated somewhat
differently than last year, providing for some increase in time
spent on Governmental and Private Liaison and on General Admini-
stration.
It was pointed out that there should be added to the Donations
Subprogram a Typical Project No. 5 - "Form and coordinate with
private 'Friends of the MRPD ' foundation which will raise funds
for open space acquisition. "
C. Harrington advised that the Public Education and Participation
Subprogram should include a Typical Project No. 6 - "Assist with
formation of citizens committees as appropriate . "
Motion: N. Hanko moved that the Board of Directors tentatively
adopt the updated Action Plan presented in report R-76-10 ,
and as amended, to be used as the basis for formulation
of the 1976-1977 fiscal year budget. B. Green seconded
the motion. The motion passed unanimously.
Meeting 76-12 age nine
B. City Responses to Draft Trails Plan.
H. Grench introduced his memorandum M-76-52 , dated April 8 , 1976 ,
regarding City Responses to the Draft Trails Plan. He referred
the Board to the memorandum of the Land Manager, and recommended
that the comments of cities and other agencies be forwarded to the
Trails Task Force for their consideration. The Trails Task Force
could then return to the Board with its final recommended trails
plan.
J. Olson introduced his memorandum M-76-50, dated April 2 , 1976 ,
which explained the various City Responses to the Draft Trails
Plan. He said the agencies who responded were generally supportive
of the Trails Plan. Specifically, the cities of Saratoga, Cuper-
tion and Mountain View recommended further planning with respect
to trails along Stevens Creek, and linking Stevens Creek with
other park areas. He asked that the Board refer the responses to
the Trails Task Force for consideration.
Motion: K. Duffy moved that the city and other agency responses
to the draft trails plan be referred to the Trails Task
Force for consideration, and that the Task Force then
return to the Board with a final recommended plan. E.
Shelley seconded the motion. The motion passed unani-
mously.
IX. NEW BUSINESS WITH NO ACTION REQUESTED
A. Docent Program
H. Grench referred to his memorandum M-76-51, dated April 8, 1976,
regarding the District 's Docent Program. He said the Coordinator
of Volunteers, Ellie Huggins, was unable to attend tonight ' s meet-
ing to summarize the progress of the docent program, and he
suggested the matter be continued to the next Board meeting.
Several Board members expressed an interest in the schedule of
the docent training program, and C. Harrington advised that it
would be sent to them.
X. INFORMATIONAL REPORTS
A. Billawala Rezoning Referral
H. Grench advised the Board that the City of Cupertino has been
responsive to the District 's requests for information which may
have an affect on existing or possible District open space sites,
as evidenced by the referral of a rezoning request from Noorudin
A. Billawala to the District for response. This item was sent to
the Board for informational purposes to illustrate the District ' s
referral procedures.
Meeting 76-12 Page ten
B. Cupertino Proposal for County Park Plan
J. Olson advised that there is potential for a joint County
park and District open space preserve in the Permanente Creek
Park area. Board members have been interested in seeing
specific ideas, and staff had therefore prepared a schematic
plan. He said there could be an outstanding scenic hiking
experience along Permanente Creek forks which could begin at
a County park area.
XI. CLAIMS
E. Shelley moved adoption of the revised claims (C-76-7) dated
April 14 , 1976. B. Green seconded the motion. The motion passed
on the following vote: AYES - D. Wendin, B. Green, E. Shelley
and K. Duffy; ABSTAIN - N. Hanko, because of claim No. 1793 .
XII. EXECUTIVE SESSION
The Board recessed to Executive Session at 10: 22 P.M. to discuss
land negotiations.
XIII. ADJOURNMENT
The Board reconvened to adjourn at 11:28 P.M.
Anne Cathcart Crosley
District Clerk