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HomeMy Public PortalAbout19800611 - Minutes - Board of Directors (BOD) AA� Meeting 80-13 Nb MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Regular Meeting Board of Directors M I N U T E S June 11, 1980 375 Distel Circle, Suite D-1 Los Altos, California I. ROLL CALL The meeting was called to order by President Barbara Green at at 7 :40 P.M. Members Present: Katherine Duffy, Daniel Wendin, Barbara Green, Edward Shelley, Nonette Hanko, Harry Turner, and Richard Bishop. Personnel Present: Herbert Grench, Craig Britton, Steven Sessions, Charlotte MacDonald, Eric Mart, Del Woods , Cynthia DiGiovanni, Stanley Norton, Michael Foster, and Jean Fiddes. APPROVAL OF MINUTES A. April 23, 1980 The minutes of April 23, 1980 were adopted by consensus. B. May 14 , 1980 D. Wendin noted that he did not move and second the motion on Page Three authorizing the expenditure of up to $10,000 to cover survey costs. The Board confirmed that the motion had been properly moved and seconded. J. Fiddes noted the comments on the minutes of April 9, 1980 should be corrected to read "deed of trust" . The revised minutes were adopted by consensus. III. WRITTEN COMMUNICATIONS B. Green stated that the Board had received a letter, dated May 31, 1980, from Janie Killerman, President, League of Women Voters, Los Altos-Mountain View Area, introducing Marion Blukis who will observe the District' s meetings on behalf of the League. Meeting 80-13 Page Two J. Fiddes indicated that there was an additional written communication, dated June 10, 1980, from Nonette Hanko to the Board of Directors regarding the Monte Bello Open Space Preserve site plan. IV. ADOPTION OF AGENDA D. Wendin requested a brief recess at some point between 9 : 00 and 9: 30 P.M. The agenda was adopted by consensus. V. ORAL COMMUNICATIONS There were no oral communications. VI. OLD BUSINESS WITH ACTION REQUESTED A. Monte Bello Open Space Preserve Site Plan B. Green stated that some Board members had a legal question on the matter and had requested a brief Executive Session with Legal Counsel. The Board recessed to Executive Session at 7: 47 P.M. The Board reconvened for the public meeting at 8 :05 P.M. S. Sessions reviewed memorandum M-80-46 , dated June 5, 1980, regarding the Monte Bello site plan and noted that the Palo Alto Planning Commission had denied the District's application requesting site and design approval of the site plan at their meeting of May 28, 1980. He stated that the Commission' s primary concern was the location of the proposed parking lot in area "G and said the District could appeal the Commission's decision before he Pal Alto City Council. He reviewed three ec •n t • y options for Board consideration: 1) reaffirm the Board' s decision to locate a parking lot in area "G" and appeal the Planning Commission' s decision to the Palo Alto City Council; 2) implement the Monte Bello site plan and develop all elements of the plan except the parking area and restrooms, using the present Los Trancos Open Space Preserve parking lot and the shoulders of Page Mill road for parking; and 3) develop an over- flow parking lot somewhere on the Los Trancos Open Space Preserve, possibly in the riding ring area. He also outlined preliminary cost estimates for developing area G an interim parking area in the Los Trancos Open Space Preserve riding ring area, and a 45-60 vehicle parking area in the one acre riding ring with access from the existing emergency access road and showed slides of the respective areas. He stated that staf f still felt that area "G" was the best location for the parking g area. H. Turner asked how the riding ring area compared with area "G" in terms of physical hazard and security for people and auto- mobiles. I Meeting 80-13 Page Three S. Sessions responded that he felt there was a greater potential for vandalism in the riding ring area. R. Bishop asked if facilities for the handicapped could be provided on the Los Trancos Open Space Preserve if a parking lot was developed in the riding ring area. S. Sessions noted that a special trail for the handicapped would have to be constructed to a scenic viewpoint on the Los Trancos Open Space Preserve, and E. Shelley noted that the view would be of an urban scene, rather than an open space scene which could be provided on the Monte Bello Open Space Preserve. Harry Haeussler, 1094 Highland Circle, Los Altos, asked if the site plan included trails for horses and whether horse trailers would be allowed in the parking lot. S. Sessions responded that the plan included equestrian trails and that parking areas would be provided for horse trailers. Bob Scowcroft, 1650 College Avenue, Palo Alto, a member of Friends of the Earth, asked if the present Los Trancos lot would be reseeded if the riding ring area was developed for a parking lot. He also stated his concern that the staff continued to support area "G" even though the Palo Alto Planning Commission had denied the location and expressed his hope that the District would investigate the possibilities of providing public transportation to the area. S. Sessions noted that the Los Trancos Open Space Preserve parking lot would be reseeded if it were no longer used as a parking area. Mark Schneider, P. O. Box 343, Star Route No. 2 , La Honda, asked staff about the removal of the cabin, the fireplace, and the bay tree spring boxes and whether the cabin and fireplace had been examined by the historical society. He also commented that the removal of the bay tree spring boxes would have a bad effect on the ecology in the area, that he had not seen any ecological- environmental reports on the removal of the boxes, and that he felt the District should not risk further embarassment by pur- suing a parking lot in location "G" . S. Sessions noted that nothing had been done regarding the removal of the cabin, fireplace, and boxes, and that he would have to check with staff on whether the historical society had looked at the cabin and fireplace. N. Hanko commented that the Monte Bello Open Space Preserve development plan had only been tentatively adopted by the Board and that members of the public would have the opportunity to speak on the topic before it was finally adopted by the Board. Discussion centered on the exact status of the plan and N. Hanko requested that H. Grench check into the matter. Mary Gordon, 16 Roosevelt Circle, Palo Alto, asked if staff had examined the total face footage of disturbed area for each of the proposed parking lot locations, noting that area"G" Meeting 80-13 Page Four would have an extensive amount of area disturbed. She noted that the comparisons for the different parking lot locations did not show the effect of a parking lot in area "G" on the pristine valley from the ridgeline on down. S. Sessions noted that about 18, 750 square feet of earth would be disturbed in area "G" , compared with 27,000-30 ,000 square feet in the riding ring area. Libby Lucas, 174 Yerba Santa Avenue, Los Altos, complimented staff on the present parking lot in the Los Trancos Open Space Preserve and stated that she hoped that that parking lot would not be removed. H. Haeussler commented on the danger involved if people have to park their car on Page Mill Road. Motion: D. Wendin moved that the Board reaffirm its decision to locate a parking lot in area "G" and appeal the Planning Commission' s decision to the Palo Alto City Council. E. Shelley seconded the motion. Discussion: D. Wendin stated that he felt the parking area for use of Monte Bello Ridge must be on the Monte Bello side of Page Mill Road, that the District does not have the resources to promote public trans- portation to the area, that he was concerned about the immense amount of cutting needed for a road to the riding ring area and the visibility of the cut, and that the Board had to make the decision as to the best location for the parking lot. H. Turner stated that the only appropriate place for a parking lot was on the Monte Bello side of the road since the District was providing access to Monte Bello Ridge. R. Bishop said that the parking lot should be as close to Page Mill Road as possible so that less open space would be sacrificed for the construction of a lot. The motion passed on the following vote: AYES: D. Wendin, E. Shelley, K. Duffy, B. Green, H. Turner, and R. Bishop. NOES: N. Hanko. The Board recessed for a break at 9 :15 P.M. The Board reconvened for the public meeting at 9 : 30 P.M. B. Russian Ridge Open Space Preserve Acquisition Follow-Up (Former Lands of Fine) C. Britton reviewed report R-80-32 , dated June 5, 1980, noting that staff had been able to negotiate a new, fully amortized note, secured by a Deed of Trust on the former Fine property. Meeting 80-13 Page Five Motion: R. Bishop moved that the Board of Directors authorize the President and other Board members to execute the installment note and authorize the President or other appropriate officer to execute the Deeds of Trust for simultaneous closing in Santa Clara and San Mateo County. H. Turner seconded the motion. The motion passed unanimously. D. Wendin was not present for the vote. C. Adoption of Preliminary Budget for Fiscal Year 1980-81 S. Norton requested a ten minute Executive Session for a legal discussion pertaining to the budget. The Board recessed to Executive Session at 9 :35 P.M. The Board reconvened for the public meeting at 9 :55 P.M. H. Grench reviewed report R-80-31, dated June 5 , 1980, regarding the adoption of the preliminary budget for fiscal year 1980-81 and noted that the preliminary budget had been presented to the Board at the meeting of May 28, 1980. He stated that the proposed preliminary budget included a special levy for pre-Proposition 13 debt service and noted the resolution adopting the budget in- cluded the debt service issue. Beez Jones, 16891 Stevens Canyon Road, Cupertino, requested an explanation of the budget's revenues. H. Grench responded that the basic property tax allocation of $3,018,600 was the District's share of the $4 .00 property tax levied County-wide. The debt service property tax was for this year' s debt service. M. Foster introduced report R-80-28, dated June 6, 1980, regarding the analysis of the proposed fiscal year 1980-81 budget. He noted the District would begin the new fiscal year with cash and short- term investments of approximately $6. 8 million and that $1. 3 million was budgeted to cover the principal and interest payments required by the District's pre-Proposition 13 debt. Beez Jones asked what grant was being referred to for reimbursing a portion of the cost of the Maridon property. H. Grench responded that M. Foster had included the Maridon property in his report in anticipation that the District would be able to acquire the property and noted that the grant was part of a State Bond Act grant that had been approved and part of it would be applied to the property. H. Turner and N. Hanko introduced the report from the Budget Committee, R-80-30, dated June 5, 1980, and the Board decided to discuss the specific issues listed in the report with the respective agenda items. Meeting 80-13 Page Six H. Grench noted the first action item in his report was the adoption of the resolution that adopts the preliminary budget and stated the pertinent Budget Committee report item was item two dealing with the special tax rate. Motion: N. Hanko moved the adoption of Resolution 80-26, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Adopting Preliminary Budget for Fiscal Year 1980-1981. R. Bishop seconded the motion. Discussion: E. Shelley asked if item two under Salaries and Benefits in Exhibit A represented ail Board ap- pointees. H. Grench responded that Legal Counsel 's fees were included under Services and Supplies.The motion passed unanimously. D. Wendin reviewed the land management guideline clarifications, noting that the major policy change dealt with capital improve- ments. The policy, as contained in report R-80-24 , dated May 22, 1980, stated that: "Costs of capital improvements such as parking lots and restrooms to implement adopted use and management plans for given preserves which are not included in normal site development and whose total cost is more than $5000 for a given preserve are not included in the budget limit. Trails, fencing, and grading of small vehicular parking areas are examples of normal site development. Cost of normal site development shall be amortized over 3 years when they are more than $10,000 in a year for implementing an adopted plan for a given preserve. The portion of the cost of a specific site development or land management project which is covered by a grant is not included in the budget limit. The grant shall be apportioned to the fractions of costs which are within and outside the budget limit. " Motion: E. Shelley moved that the Board approve the new Land Management budget policies as contained in report R-80-24. B. Green seconded the motion. The motion passed unanimously. D. Wendin reviewed item five of, the Budget Committee 's report noting that the Budget Committee felt there was an immediate need to discuss lease renewal of the District' s office space, but that there was no urgency for the Board to consider the long-term issue of office space. Motion: D. Wendin moved that the Board include the issue of lease renewal on the agenda of the June 25, 1980 meeting and authorize staff to re-anlayze the criteria presented in earlier reports on the long-term issue of office space and include a discussion of the issue on an agenda before the end of 1980 . E. Shelley seconded the motion. The motion passed unanimously. D. Adoption of the Action Plan for Implementation of the Basic Policy of the Mid peninsula Regional Open _Space District for Fiscal Year 1980-1981 H. Grench reviewed report R-80-27, dated June 6, 1980, regarding the Action Plan for the 1980-81, noting that changes had been made from the original version in accordance with the discussion of April 23, 1980. Meeting 80-13 Page Seven Motion: E. Shelley moved that the Board adopto the Action Plan for Implementation of the Basic Policy of the Midpeninsula Regional Open Space District for the 1980-81 Fiscal Year. B. Green seconded the motion. Discussion: D. Wendin outlined the program evaluation format which was item four of the Budget Committee's report. He noted that the evaluation would be done in a workshop setting and that the Budget Committee recommended that the January process be performed for the first time in August or September 1980, with a review of key objectives and projects in the 1979-80 Action Plan. The motion passed unanimously. Motion: H. Turner moved that the Board adopt, as described in report R-80-30,the Budget Committee 's recommended program evaluation format. B. Green seconded the motion. Discussion: K. Duffy said she felt some wording changes and clarifications were needed in the format. D. Wendin suggested that staff review the format and determine what is needed for the August/September review. R. Bishop suggested that the Board interpret H. Turner's motion that the Board was adopting the format in concept, rather than word for word. The motion passed unanimously. VII. NEW BUSINESS WITH ACTION REQUESTED A. Adoption of the Annual Claims List for 1980-81 The Board considered memorandum L%1-8'0-45, dated June 4 , 1980, regarding the 1980-81 Annual Claims List. Motion: E. Shelley moved that the Board adopt the Annual Claims List for 1980-81. R. Bishop seconded the motion. Discussion: N. Hanko suggested that H. Grench explain the inc e in staff salaries from 1979-80 for the benefit of those Board members who did not attend the Budget Committee meetings. H. Grench noted that the increase was the result of the two new rangers, the proposed salary range changes, and the increased amount that goes into merit increases. H. Turner asked why management vehicle expenses had dropped. H. Grench responded that the new Land Manager did not have the same mileage expense as the former Land Manager. The Itmotion passed unanimously. B. Revised Annual Claims List for 1979-80 The Board considered memorandum M-80-44, dated June 4, 1980 , regarding the revised Annual Claims List for 1979-80 . Motion: E. Shelley moved the adoption of the Revised Annual Claims List for 1979-80 . H. Turner seconded the motion. The motion passed unanimously. C. Adoption of New Salary Ranges H. Grench reviewed report R-80-29 , dated June 4 , 1980, regarding the adoption of new salary ranges for all General Manager appointees covered by the District's salary plan. He stated he was recommending a nine point increase in salary ranges, based on information relating to the District's salaries with respect to the ten surveyed groups, the President's wage Meeting 80-13 -age Eight guidelines, curret, :rends in the private sec , the change in the cost of living, and the internal relationship of District positions. He also recommended that the. Board. modify its current policy to make annual salary changes due to range changes ef- fective on July 1 of each year, which would mean that employees would get eight or nine tenths of a percent additional pay over the year because they would get raises a month earlier. Harry Haeussler asked what is was costing the District, on the average, for benefits per employee and what benefits the District provided. H. Grench responded that it was about 25% and benefits included holiday, vacation, and sick leave, a retirement plan partially paid for by the District, and medical , dental, and life insurance coverage. Motion: N. Hanko moved that the Board modify its policy so as to implement salary changes corresponding to range changes on July 1 of each year, starting in 1980. H. Turner seconded the motion. Discussion: E. Shelley noted that the change was a one-twelfth addition on whatever salary increase the Board selected for this one year. He noted it would change employee salaries for one year, but would not affect the District' s position relative to other agencies, since it does not change the salary ranges. He also noted that employees would receive their increases earlier each year, as compared to prior years. D. Wendin noted that the change would allow the District to be consistent in maintaining its comparability with other agencies. The motion passed unanimously. Motion: N. Hanko moved that the Board grant an across-the-board increase of 6 points in salary ranges of all General Manager appointees covered by the salary plan (Table D) . The motion was not seconded. Motion: E. Shelley moved that the Board grant an across-the-board increase of 8 points in salary ranges for all General Manager appointees covered by the salary plan (Table D) . D. Wendin seconded the motion. Discussion: N. Hanko noted that she could not support such an increase because people in the private sector were not receiving such high increases and because she felt it very important for public agencies to follow the President' s wage guidelines in this time of recession. The motion passed by the following vote : AYES: K. Duffy, D. Wendin, E. Shelley, B. Green, H. Turner, and R. Bishop. NOES: N. Hanko. D. Proposed Land and Water Conservation Fund Application S.Sessionsreviewed report R-80-25, dated June 2 , 1980 , regarding the resubmission of an application for a $35,000 matching grant for development of the Monte Bello Open Space Preserve from the Federal Land and Water Conservation Fund program. He noted that the application was not accepted for funding last year. Meeting 80-13 Page Nine K. Duffy questions the location of the rests t at the Monte Bello Open Space Preserve. Discussion centered on the actual status of the Monte Bello development plan, specifically whether or not ' it was a ten- tatively adopted plan. H. Grench stated staff would determine the status of the plan and would report back to the Board. He noted that the appli- cation could be amended if necessary,and the location of a restroom or a parking lot should not effect the Board's decision to adopt the application resolution. Motion: B. Green moved the adoption of Resolution 80-27 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Approving the Application for Land and Water Conservation Funds - Monte Bello Open Space Preserve Development Project. H. Turner seconded the motion. The motion passed unanimously. VIII. INFORMATIONAL REPORTS H. Grench reported on the latest activities of Gary Foss, noting that he been involved in the salary survey update and the formulation of the new benefits plan. H. Grench reported on current legislation of interest to the District including AB 3299, AB 2314 , SB 1647, SB 624, and SB 1584. S. Sessions stated that over ninety people had attended the tour of the Fremont Older House held on Sunday, June 1, 1980 . S. Sessions noted that a letter had been received from the American Youth Hostel, Inc. requesting an extension until June 28 and said that a letter had been sent to the hostel 's staff outlining the District's timeframe for presenting the hostel proposal for consideration. S. Sessions reported that seventy-three people had attended the June 4 meeting on equestrian trail use and that the equestrians were in the process of organizing a committee. B. Green reminded the Board members of the docent celebration to be held on the Monte Bello Open Space Preserve on Sunday, June 21, 1980. K. Duffy requested that the minutes from the Board meetings be distributed as soon as possible after each meeting, noting that they were a very important document for Board members who had missed a meeting. H. Grench replied that although this was attempted, other higher priority matters had taken precedence the last few months. F IX. CLAIMS Motion: E. Shelley moved the approval of Claims C-80-10 , dated June 11, 1980. N. Hanko seconded the motion. The motion passed unanimously. lAlDPENINS J P L 375 DISTEL CIRCLE,SUITE D-1,LOS ALTOS,CALIFORNIA 94022 (415) 965-4717 Jtu-le 19, 1980 Edwin Baumgartner Kaiser Cement Corporation Permanente, CA 95014 V.)u ara :invited to acten_d a nesting hosted by the Mlid ien.insula Regional Crrm Spat:� Vistr=_ct at wl-Lic,:. a aesen'Lation will l>e i,e-de of a prcposed f i.t:_ Meeting 80-13 Page Ten X. EXECUTIVE SESSION The Board recessed to Executive Session at 11: 35 P.M. XI. ADJOURNMENT The Board reconvened to adjourn at 1:05 A.M. , June 12, 1980. Jean H. Fiddes District Clerk I