HomeMy Public PortalAbout19780125 - Minutes - Board of Directors (BOD) Meeting 78-3
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Regular Meeting
Board of Directors
M I N U T E S
January 25, 1978 375 Distel Circle
Los Altos, CA
I. ROLL CALL
The meeting was called to order by President Turner at 7 : 40 P.M.
Members Present: Harry Turner, Edward Shelley, Katherine Duffy,
Barbara Green and Daniel Wendin.
Members Absent: Nonette Hanko and Richard Bishop.
Personnel Present: Herbert Grench, Jon Olson, Carroll Harrington,
Craig Britton, Phyllis Lee, Eric Mark, Del Woods, Stanley Norton,
Pat Starrett, John Melton and Jennie George.
II. APPROVAL OF MINUTES
A. Minutes of January 11, 1978
B. Green referred to page seven second to the last paragraph, and
said that "staff member" should read "a Santa Clara County Parks
and Recreation Commissioner" .
B. Green referred to page seven, paragraph three. The Board
agreed by consensus that it should be clarified that J. Olson' s
suggestion was not included in the Committee 's report.
K. Duffy and H. Turner pointed out that following Aaron Gallup's
presentation on page six of the minutes the President of the
Board thanked Mr. Gallup.
K. Duffy pointed out that the word "could" should be "would" on
page three, paragraph four and that the Board agreed by consensus
to J. Olson' s suggestion.
K. Duffy referred to page three, paragraph five, and the Board
agreed by consensus that at the meeting of January 11, 1978
it had been the consensus of the Board to have staff respond
to Mr. Obluda' s letter. In that same paragraph the Board agreed
by consensus that the staff was not asked to report on the
issues as had been indicated in the minutes of January 11.
Meeting 78-3 Page two
K. Duffy, referring to page five, paragraph eight, said that
N. Hanko' s suggestion that the letter of explanation be sent to
the MTC and BCDC was also agreed to by Board consensus. She
expressed the feeling that when there is Board consensus on an
issue that it be stated clearly by the President so that the
District Clerk and staff will know exactly what the directions
of the Board are.
H. Turner pointed out that the motion on page five was on the
recommendations 1 through 4 "as revised to include letters of
explanation be sent to the MTC and BCDC. "
H. Turner stated the consensus that the minutes of January 11,
1978 be approved as revised.
B. Minutes of January 18 , 1978
H. Turner stated the consensus that the minutes of January 18 ,
1978 be approved as presented.
III . WRITTEN COMMUNICATIONS
H. Turner referred the Board to the following written communi-
cations: (a) a letter dated January 21, 1978 from Mrs. Albert
R. Schreck, Chairperson for the San Mateo County Park and Rec-
reation Commission, expressing gratitude for the joint meeting
with the MROSD Board and informing that the Board of Super-
visor' s had agreed on alternate #4 of the Director of Park and
Recreation' s maintenance and operation budget planning for the
next fiscal year. H. Turner said he would repond to this
letter; (b) a letter dated January 18, 1978 from Susan Somers-
Selic, 555 Hillcrest Way, Redwood City, regarding her letter
to Mr. Bob McCue, Chief Land Agent of the Department of Gen-
eral Services for the State of California, concerning damages
to the Edgewood State College Site. H. Turner indicated no
action was necessary; (c) a letter dated January, 1978 from
the University of California Extension announcing a course for
Special Districts Directors to be held February 17 , 18 & 19 ,
1978 at Palm Springs; and (d) a letter dated January 12 , 1978,
from Clifton E. French, Superintendent and Secretary to the
Board of the Hennepin County Park Reserve District announcing
a Special Park District Forum from June 8 through June 11, 1978
IV. ADOPTION OF AGENDA
J. George requested that Resolution Authorizing Signatories
for the Union Bank checking account be added under item six.
H. Turner stated the consensus that the agenda be adopted as
revised.
Meeting 78-3 Page three
V. ORAL COMMUNICATIONS
There were no oral communications at this time.
VI. OLD BUSINESS WITH ACTION REQUESTED
A. Scheduling of Annual Goals Workshop
H. Turner introduced the General Manager' s memorandum, (M-78-6)
dated January 18 , 1978 regarding the Scheduling of the Annual
Goals Workshop. He said it appeared that Board and staff were
agreeable to having the workshop on Sunday, March 19 , 1978 and
suggested 12 : 00 noon as the starting time depending on the
agenda to be presented by the Goals Workshop Committee.
Motion: D. Wendin moved that a Special Meeting be called for
March 19 , 1978 for the Goals Workshop at 12 :00 noon
at the District office. B. Green seconded the motion.
The motion passed unanimously.
VII. NEW BUSINESS WITH ACTION REQUESTED
A. Appointment of Committees
H. Turner introduced his memorandum (M-78-9) dated January 20 ,
1978 regarding the Appointment of Committees. He said that
according to the Board' s adopted Rules of Procedure, the two
standing committees (Budget Committee and Legislative Committee)
are to be appointed at the second regular meeting in January
and the Treasurer is automatically appointed to the Budget
Committee. He announced that the Budget Committee for 1978
would be B. Green, D. Wendin and E. Shelley and the Legislative
Committee for 1978 would be N. Hanko, R. Bishop and B. Green.
H. Turner said he has asked R. Bishop to report at the next
meeting on the Jarvis Initiative and to include (1) summary of
the main features, (2) how it would affect the District if it
subject to itsj
passes, and; (3) whether or not the District is sub�
provisions. D. Wendin said another question that should be
addressed in the Jarvis report is how the 1% limitation would
be allocated among the districts. S. Norton informed that each
county would have a committee to do the allocating and agreed
to obtain two copies of the language of the initiative for
R. Bishop and H. Turner. H. Turner said the Budget Committee
might want to seek the services of a consultant with regard
to salary range and range changes.
Meeting 78-3 Page four
H. Turner announced the current Ad Hoc Committees as follows :
Hassler/Edgewood Fremont Older Ranchhouse
Committee Committee
D. Wendin K. Duffy
H. Turner
R. Bishop
Site Naming Committee Goals Workshop Committee
K. Duffy B. Green
D. Wendin D. Wendin
B. Green
Committee on Structures
and Improvements
E. Shelley
K. Duffy
N. Hanko
Motion: E. Shelley moved to dissolve the Director' s Expense
Reimbursement Committee. D. Wendin seconded the
motion. The motion passed unanimously.
Motion: D. Wendin moved acceptance of the appointments to the
standing and ad hoc committees as revised. E. Shelley
seconded the motion. The motion passed unanimously.
B. Site Naming and Gift Recognition Policies
K. Duffy introduced the Site Naming Committee' s memorandum (M-78-10)
dated January 19, 1978 regarding the Site Naming and Gift Recog-
nition Policies and stated there had been a few changes from the
initial report. She said the report had been altered to fit the
policies that have been currently followed with relation to the
Site Use and Management Plans . She said the Committee is recom-
mending that the planning areas be unnamed, but continue to
use the numbering method of designation. She pointed out that
the two main naming groups are (A. ) Open Space Preserve and (B. )
Trails , Use Areas and Topographical Features. She added that in
the two main categories are Recommended Names and Non-recommended
Names; however, the intent is to allow for flexibility should the
Board feel strongly about a site name.
K. Duffy recommended omitting the bracketed statement under B.1 . (c) ,
as this is covered in the Structures Committee.
Meeting 78-3 Page five
K. Duffy inquired about the expectations of the Site Naming
Committee with regard to renaming sites or would that matter
be postponed until the site' s Use and Management Plan was reviewed.
J. Olson responded he felt the matter could be handled at the
next regular meeting. He added that he and the General Manager
had planned to review the Use and Management Plans to determine
the status of site names and would present a list of formal
names to the Committee for consideration prior to Board presenta-
tion.
The Board agreed by consensus that the Site Naming Committee
would stay in existence to consider the list of names requiring
review.
H. Turner pointed out in sentence six in the first paragraph that
the last four words "for District public use" could misinter-
preted to exclude non-residents of the District. The Board agreed
by consensus to strike those four words, placing a period after
the word "schedule" .
H. Turner, referring to the Volunteer Coordinator' s report on
the hours and dollar values of time donated during the past year,
questioned if the Committee' s Gift Recognition Schedule recog-
nized these groups and individuals. He said he felt there should
be another category called Gifts of Personal Services.
E. Shelley stated he felt the Gift Recognition Schedule should
fit with the policy and be a part of the document. He added
that the Land Endowment Specialist could extract from it for
his purposes.
Motion: D. Wendin moved that the report be returned to Committee
for consideration of: (1) Memorial names, (2) Gift of
services, and (3) Recognition of gifts under $100 .
E. Shelley seconded the motion. The motion passed
unanimously.
C. Land Management Staff Requirements
J. Olson introduced his report (R-78-2) dated January 19 , 1978,
regarding Land Management Staff Requirements and recommending
that the temporary office position of Environmental Analyst be
made permanent. He said Land Management encompasses planning,
operation and interpretation. He discussed the present field
positions and the needs in this area in the near future. He
listed the present positions on the office staff and said it
appears this group is sufficient for the foreseeable future;
however, that equilibrium could be affected by the demands of
certain sites and he gave Permanente Creek Park as an example.
Meeting 78-3 Page six
B. Green said it is difficult to anticipate the time-consuming
aspects of a property at the time of purchase.
J. Olson recommended changing the name of the current temporary
Environmental Analyst position to Associate Environmental Planner
which, he added, has been filled on an essentially full-time
temporary basis for thirteen months, preceded by four months
when work was performed on a consulting basis. He advised that
the position is within the current budget guidelines and that
the General Manager is concerned that staff not generate un-
necessary tasks requiring additional staff and time.
D. Wendin expressed thanks to staff for demonstrating needs
before filling a position.
Motion: B. Green moved that the Board approve the creation of
a full-time regular Associate Environmental Planner
position, at an annual salary range of $12,400 = $16, 240
and adopt the attached Job Description, and authorize
the General Manager to fill this position. K. Duffy
seconded the motion. The motion passed unanimously.
D. Filling of Controller Vacancy
J. Olson introduced the General Manager' s report (R-78-1) dated
January 17 , 1978, regarding the Filling of the Controller
Vacancy. He stated that this Board-appointed position has been
formed and capably shaped by John Melton who must retire on
May 1, 1978.
B. Green expressed the Board' s gratitude to John Melton for his
expert service to the District.
S. Norton also expressed his thanks and added he has worked
closely with John Melton, who has assumed tremendous responsiblity
on the District' s behalf.
Motion: D. Wendin moved that the Board approve the revised
Controller Job Description and authorize the General
Manager and Controller to screen applicants to fill
the position in anticipation of a May 1, 1978 vacancy,
and further approve advertising the position as requir-
ing an average of ten to fifteen hours per week, salary
open. E. Shelley seconded the motion.
Discussion: H. Turner said it is his interpretation the
Board will review the candidates after screening by
the General Manager and Controller. E. Shelley asked
did H. Turner mean review a group of candidates or act
upon the General Manager and Controller' s recommendations.
H. Turner said he would like a choice and would want to
see at least two candidates . D. Wendin recalled that
Meeting 78-3 Page seven
John Melton had been recommended by the General
Manager and that there were no other applicants and
added that the salary issue should be discussed by
the Board. J. Melton remarked that he did not anti-
cipate the necessity of a formal advertising campaign
and felt that a news article and word of mouth would
be sufficient. H. Turner reminded that the Board
would make the final selection even though there might
only be one applicant. The motion pass unanimously.
E. Resolutions Establishing Signatories for Santa Clara County
Account, Wells Fargo Bank Checking Account, for United
California and Union Bank
Motion: B. Green moved that Board adopt Resolution No. 78-3,
a Resolution of the Board of Directors of the Midpen-
insula Regional Open Space District Establishing
Financial Instrument Signatories of the District for
Santa Clara County Accounts. E. Shelley seconded the
motion. The motion passed unanimously.
Motion: B. Green moved that the Board adopt Resolution No. 78-4 ,
a Resolution Authorizing Signing and Endorsing Checks
and Other Instruments (Wells Fargo Bank) . E. Shelley
seconded the motion. The motion passed unanimously.
Motion: B. Green moved that the Board adopt Resolution No. 78-5,
a Resolution of the Board of Directors of the Midpen-
insula Regional Open Space District Approving Certi-
ficate of Authority of Officers (United California
Bank) . E. Shelley seconded the motion. The motion
passed unanimously.
Motion: B. Green moved that the Board adopt Resolution No. 78-6,
a Resolution Authorizing Signing and Endorsing Checks
and Other Instruments (Union Bank) . E. Shelley seconded
the motion. The motion passed unanimously.
VIII. INFORMATIONAL REPORTS
A. 1977 Review of Volunteer Services to the District
J. Olson gave a background report of the volunteer docent pro-
gram and introduced E. Huggin' s report on the 1977 volunteer
services to the District. Attached to the report was a chart
listing the various current volunteer programs relating to
sites or the office, and the dollar value of the hours donated.
It was estimated that a total of 2, 584 hours were given in 1977
at a vlue of $17, 971.
Meeting 78-3 Page eight
Additionally, E. Huggins reported that a plant list has been
computerized at Stanford University and eventually the plants
that grow on the Monte Bello Open Space Preserve and Los Trancos
will be computerized as to species and the times they are
blooming. She also said she has located a chairperson for
the history committee.
H. Turner said he was impressed with E. Huggin' s energy and
professionalism and inquired if she had any suggestions to the
Board.
E. Huggins replied she hoped the Board wished to have the
volunteer program continue and reminded that volunteers are
motivated by their interests and the recipients of their dona-
tions have to tailor their needs to those interests.
C. Harrington remarked that the docent program is the District' s
best means of public education and awareness.
E. Shelley reminded that the District should not forget to thank
the volunteers for all their work.
B. Claims Adjustments (Note Payment/Radio Expenditure)
J. Melton said that the note payment, which was due January 16,
1978 and had already been paid through the disbursement of Dis-
trict money by the Santa Clara County Controller, appears on
the January 25 claims and for record purposes would be taken
care of by the adoption of the revised claim list C-78-2.
The Board concurred.
J. Melton advised that the Board' s previous authorization to
expend up to $41, 000 to purchase radio equipment did not in-
clude the sales tax and installation costs which would bring the
total radio costs to the District to $44 , 065 which is still
within the $50, 000 contingency fund originally budgeted.
Motion: D. Wendin moved the expenditure of $44, 065 for pur-
chase, tax and installation of radio equipment as
described in the Land Manager' s report (R-77-53) .
E. Shelley seconded the motion. The motion passed
unanimously.
C. Proposed Twin Pines No. 8-A Detachment from District
H. Turner introduced the General Manager' s memorandum (M-78-12)
dated January 20, 1978 regarding the Proposed Twin Pines No. 8-A
Detachment from District. The annexation involves six acres of
land to San Jose and the tax revenue to the District from this
parcel for the past fiscal year was $28 . No public hearing was
being requested by the District and no objection was being made.
The Board agreed by consensus that no action was required on
this boundary change.
Meeting 78-3 Page nine
D. State Urban and Coastal Park Fund
B. Green reported that a bill had recently been introduced in
Sacramento that would appropriate $525, 000 from that fund for
development and restoration of the Chinese-built town of Locke.
She asked if that money is allocated for that project or does
it take away from other agency' s projects. J. Olsons replied
he believed that it is allocated for a specific project.
E. P.O.S.T. Press Release
H. Turner mentioned the press release announcing selection of
the first Board of Trustees of the Peninsula Open Space Trust
and his appointment of Sheldon Breiner to the Board. C. Harring-
ton alerted the Board to watch for further publicity on P.O.S.T.
D. Wendin said he would like to know before a Board appointment
is made.
F. Kaiser Road Noise Abatement Committee
D. Wendin reported that lie had attended a meeting of the Kaiser
Road Noise Abatement Committee as a representative of the
District. He explained the four alternate access routes that
have been discussed and said it appears that the access will not
change; however, there will be further discussion meetings.
G. People for Open Space Conference
H. Grench reminded everyone of the People for Open Space Confer-
ence on February 4 at the College of San Mateo and said that
he and J. Olson would be unable to attend but he hoped some
members of the Board might be able to go.
H. San Mateo County Draft of the Parks and Recreation Element
of the General Plan
H. Grench reported that he had attended the Technical Advisory
Committee and Joint Park and Recreation and Planning Commission
meeting which was held to discuss the plan. He said there was
a lot of public comment on the plan; however, he hadihad to
leave before finding out if they continued the matter. He said
he submitted a letter of comment on behalf of the District. He
distributed copies of his letter to the Board.
I. Tax Reform Legisltation
S. Norton said he had received a call from Senator Jerry Smith
as a followup of his meeting with the Board' s Legislative
Committee. Senator Smith indicated he was not receiving good
responses among his colleagues on the idea that an open space
agency, such as the District, is an exception to tax reform and
that if he does introduce a special amendment then other groups,
Meeting 78-3 Page ten
such as schools, would feel the same should be done on their
behalf. Senator Smith related that he had serious doubts that
the legislature is going to be able to pass any bill. S. Norton
recommended that the Board authorize him to report back to
Senator Smith telling him not to puruse the matter any further
for now. The Board agreed by consensus to accept S. Norton's
recommendation.
J. Surplus Fire Engine
J. Olson informed the Board that the Ford Co. in Milpitas is giving
away a 1950 fire truck with 1, 200 miles on it and that if the Dis-
trict requested it, it could possibly be donated to the District.
He added it would probably cost approximately $1,500 to modify
it and it would be useful as a tank truck during fire "mop up"
operations. He said it is staff ' s intention to request it and
the Board would have to acknowledge receipt. The Board consented
to the request.
K. Vandalism
J. Olson reported that there is continuing vandalism along Page
Mill Road and so far there has been approximately $1, 000 worth
of damage to the fences.
IX. CLAIMS
J. Melton informed that check No. 552, Interest-Series A Notes
to United California Bank in the amount of $124 , 200. 00, was
dispersed January 16. It is an automatic payment by the Santa
Clara County Controller and therefore did not appear on an
earlier District claims list.
D. Wendin inquired about check No. 576 to Carter Associates and
asked if the computer system for bookkeeping is going well. J.
Melton responded that the system is in its final refinement stages .
J. Melton referred to check No. 565, payment of principal and
interest on the note to Union Bank. He recalled that one year
ago the Board adopted a resolution and signed a one year note
for the amount of the loan. He advised that he would be asking
the Board to sign a new one year note at this meeting which would
be equal to 75% of the original note.
Motion: B. Green moved approval of the revised claims (C-78-2)
dated January 25, 1978 as presented. D. Wendin seconded
the motion. The motion passes unanimously.
Motion: E. Shelley moved that D. Wendin be appointed secretary
pro-tem. B. Green seconded the motion. The motion
passed unanimously.
Meeting 78-3 Page eleven
X. EXECUTIVE SESSION
The Board recessed to Executive Session at 9 : 55 P.M. to discuss
land negotiations.
XI. ADJOURNMENT
The Board reconvened to adjourn at 11: 45 P.M.
Jennie George
Deputy District Clerk