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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