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HomeMy Public PortalAbout19810610 - Minutes - Board of Directors (BOD) Meeting 81-15 V -%, 411000k emm MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Regular Meeting Board of Directors M I N U T E S Yu—ne—lU,_1_981 I. ROLL CALL President Richard Bishop called the meeting to order at 7 : 35 p.m. Members Present: Katherine Duffy, Daniel Wendin, Barbara Green, Edward Shelley, Richard Bishop, Harry Turner who arrived at 7 :43 p.m. and Nonette Hanko who arrived at 8 : 30 p.m. Staff Present: Herbert Grench, Craig Britton, Steven Sessions, Charlotte MacDonald, Jean Fiddes , Mike Foster, Suzanne Shipley, Del Woods, James Boland, Dennis Danielson, and Emma Johnson II. APPROVAL OF MINUTES A. May 13, 1981 D. Wendin noted an error in the minutes of May 13, 1981, page six, paragraph 5. He did not make the statement attributed to him, as e was not present at the meeting. The minutes were corrected to read: "It was noted that staff. . . . . " Motion: E. Shelley moved the minutes of May 13, 1981 be accepted as corrected. B. Green seconded the motion. The motion carried, with D. Wendin abstaining. III. WRITTEN COMMUNICATIONS E. Johnson reported the Board had received the following written communications: A letter from T. Lantos, U.S. House of Representa- tives responding to the Board' s resolution regarding Land and Water Conservation Funds and a letter from Mid-Peninsula Trails Council requesting the Board appoint an advisor to the Council to advise and inform them on all matters of interest to the Council in which the District is involved, and to keep the District' s Board advised of interests and actions of the Council. The letter requested the item be placed on the agenda for the evening. A spokesperson for the Council was not present, but had requested through a Board member that the item be on the July 8 agenda with action requested by the Trails Council. The Board concurred that the matter will be on the agenda of July 8 , with a presentation by the Council and a recommendation from staff. Copies of the Trails Council By-Laws should be distributed with packet items for that Board meeting. .IV. ADOPTION OF AGENDA R. Bishop stated the Board' s consensus that the agenda was adopted as presented. V. ORAL COMMUNICATIONS There were no oral communications. VI. SPECIAL ORDERS OF THE DAY Charlotte MacDonald introduced Julie Jomo and Scott Magee who pre- sented a media package of public service spots. The five TV and three radio announcements primarily stressed the advantages and need for open space. Meeting 81-15 Page Two H. Grench noted that discussion had taken place on measuring the effects of the PSA' s when they are used, determining response by phone calls to the office and site usage. VII. OLD BUSINESS WITH ACTION REQUESTED A. Approval of Interim Use and Management Plan for Addition to Manzanita Ridge Open Space Preserve (Sorahan Property) President Bi shop noted that the Resolution for the acquisition of the property was passed at the previous meeting of the Board and the topic was agendized to give the public an opportunity for in- put. There was no further discussion. Motion: R. Bishop moved to approve the Interim Use and Management Plan for Addition to Manzanita Ridge Open Space Preserve (Sorahan Property) . K. Duffy seconded the motion. The motion passed unanimously. B. Adoption of Preliminary Budget for Fiscal Year 1981-1982 H. GreHch introduced report R-81-26 , dated June 4 , 1981, and asked if there were any questions on the preliminary budget. Harry Haeussler, Jr. , 1094 Highlands Circle, Los Altos noted his concerns about the low amount budgeted for operation and maintenance. D. Wendin said that the amount did not include salaries, and B. Green replied that the Budget Committee had addressed the Open Space Manage- ment budget and agreed it is something the Board needs to take a look at for the longer term. H. Grench stated that there had been no cut-back in discretionary items , that all use and management plans had been budgeted for the year and that no maintenance items had been deferred this year. Tom Kavanaugh, 1726 Spring Street, Mountain View, expressed concern that there was not enough time to study the budget before acting upon it. D. Wendin pointed out that the material for the preliminary budget was available at the last Board meeting. H. Grench added that it was also available at the District office the Friday prior to the Board meeting. President Bishop assured Mr. Kavanaugh that the $5 .4 million note item was merely to instruct staff to take all steps necessary to arrange the issuance of the notes and was not a final decision to issue them. B. Green added it would be on an agenda for approval at a later time. H. Grench related that , if it were approved, staff would seek one or more proposals for Board consideration, the Board would consider whether to take action, and then staff would take the necessary steps to issue the notes. M. Foster, Controller, reviewed report R-81-24 on the proposed fiscal year budget, stating that, although the District will begin the new fiscal year with cash and investments adequate to cover debt service and operating expense, it is not sufficient to close all land Pur- chases scheduled for the first half of the fiscal year. Therefore, a short term $1. 5 million tax anticipation loan had been arranged. He noted the Budget Committee had concurred and the actual borrowing resolution would be on the agenda for the Board meeting of June 24 . Foster solicited four banks to make proposals on the short term loan, and received two which he felt were good, one from Union Bank and one from First Interstate Bank (formerly United California) . He felt, with Budget Committee concurrence, the proposal from First Interstate Meeting 81-15 Page Three Bank was acceptable. Drawdown on the loan would be prior to July 31; payback December 31, 1981. The interest rate would be determined at the time the money is drawn down, but cannot exceed 100 . The borrow- ing resolution, to be prepared by the District' s Bond Counsel, should be ready for the Board meeting of June 24 . D. Wendin of the Budget Committee reviewed the Committee' s report (R-81-28, dated June 3, 1981) which recommended that the General Manager' s authority to bind the District be increased to $5000 as allowed by law, recommended staff be instructed to seek issuance of $5. 4 million in ten year notes and return with recommendations to the Board, recommended that a short term loan of $1. 5 million be sought and concurred with the selection of the First Interstate Bank' s proposal, recommended the Board consider the details and a schedule of implemen- tation of the cafeteria-style benefit plan at a future regular Board meeting. He said the Committee made no specific recommendations on Directors' compensation other than that the Board make its own determination. R. Bishop noted that Directors ' compensation had been in effect about eight years without any increases and suggested some adjust- ment was in order. H. Turner added that increasing the compensation to $100 T-)er meeting would maintain purchasing power of $50 in 1973 and would add $8400 to the budget. He stated that members of the Board work uncommonly hard and have demonstrated that, particularly durinq the Past year, with all the active committee meetings. Motion: H. Turner moved that the amount per meeting be increased to $100 per meeting beginning with the fiscal year. R. Bishop seconded the motion. Discussion: D. Wendin stated he had a problem supporting the jump to $100, that $8400 was a significant amount of money, and suggested increasing compensation to only $75 per meeting. Amended D. Wendin moved the motion be amended to specify a change to Motion: $75 per meeting. N. Hank seconded the motion. Discussion: E. Shelley stated his belief that $75 is suffi- cient as an incentive for attendance at meetings. R. Bishop stated his belief that, considering the amount of time and work- load of committee work, he felt the $100 sum was reasonable. President Bishop called for a roll call vote on the amendment. The motion to amend carried on the following vote: Noes: B. Green, H. Turner, R. Bishop Ayes: K. Duffy, D. Wendin, E. Shelley, N. Hanko The motion as amended passed unanimously. Discussion on the budget returned to land management. D. Wendin agreed with the General Manager and Land Manager that, while the budget is at the proper level this year, a careful look will have to be taken once the Monte Bello Open Space Preserve development plan is implemented. Meeting 81-15 Page Four Sam Jones, 16891 Stevens Canyon Road, Cupertino, commented that more people will be interested in using the open space and that it is unrealistic to hold down the operating budget for Land Manage- ment, and that it should grow since it' s the District' s reason for being. D. Wendin responded that the District is still in a land acquisition mode, but opening Monte Bello Ridge is the beginning of the change. R. Bishop added that the Board feels it' s more important to emphasize acquisition rather than development at the present time. To N. Hanko' s question as to whether the Board may change the budget for land management if it makes adjustments in site emphasis or if Board policy decisions impact the land management budget, H. Grench replied that there is a formal time when the budget comes back to the Board and that kind of adjustment could be made at that time. It was reported that the Budget Committee was convinced that vehicle replacement policy could last the District another year, but should be looked at next year. E. Shelley said it was his understanding that staff had been requested to establish a five-year capital equip- ment replacement plan. H. Grench thought a five-year staffing plan was requested, and that the Committee concluded capital equipment items should be considered in detail next year. Motion: B. Green moved the Board adopt Resolution 81-32 Adopting the Preliminary Budget for Fiscal year 1981-1982 . D. Wendin seconded the motion. Discussion: D. Wendin reminded the Board that the budget was based on deferring reprinting of the Master Plan, as recommended by the Budget Committee. The motion passed unanimously. Motion: B. Green moved the Board instruct staff to take all steps necessary to arrange the issuance of $5. 4 million in ten year notes and return to the Board with a report. E. Shelley seconded the motion. The motion passed unanimously. Motion: B. Green moved the Board authorize staff to return with a resolution for Board consideration authorizing a six-month $1,500, 000 tax anticipation loan from First Interstate Bank of California. D. Wendin seconded the motion. The motion passed unanimously. Motion: B. Green moved the Board give the General Manager authority to bind the District without advertising and without written contract, for the payment for supplies, labor, or other valuable consideration furnished to the District in amounts not exceeding $5000. H. Turner seconded the motion. The motion passed unanimously. Motion: B. Green moved the Board concur with the postponement of reprinting of the Master Plan. N. Hanko seconded the motion. The motion passed unanimously. Meeting 81-15 Page Five Motion: B. Green moved the Board direct staff to return with a reso- lution for Board approval amending the Rules of Procedure in order to formalize the change in Directors ' compensation. H. Turner seconded the motion. The motion passed unanimously. C. Adoption of Action Plan for Implementation of the Basic Policy of the Midpeninsula Regional Open Space District for 1981-82 Fiscal Year. H. Grench stated that the report (R-81-27) , dated June 2, 1981, noted two or three substantive changes which were underlined in the Action Plan. Staff inserted "with Board approval" or the equivalent, in cer- tain places where it seemed to be important in the Action Plan state- ments. N. Hanko observed that changes, particularly as they had to do with public participation, were very carefully worded so that any changes in policies having to do with site emphasis will be reflected, holding the door open for making some real changes in policy that might effect the plan. K. Duffy recommended that land acquisition workload be monitored so that if more land can be purchased with a larger staff, management could return to the Board for authorization for additional staff. Motion: E. Shelley moved the Board approve the Action Plan for Im- plementation of the Basic Policy of the Midpeninsula Regional Open Space District for 1981-82 fiscal year. K. Duffy seconded the motion. The motion passed unanimously. VIII. NEW BUSINESS WITH ACTION REQUESTED A. Adoption of New Salary Ranges for 1981-82 H. Grench summarized R-81-23 , dated June 2, 1981, noting the salary survey had been completed. According to the survey, increases had averaged around 80. His recommendation of 8 . 3% would keep staff in approximately the same position for District salary ranges as last year. Cost for salary increases would be approximately $35, 000. He noted two staffing changes were being considered, the accounting specialist and coordinator of volunteers positions. Motion: K. Duffy moved that, effective July 1, 1981, the Board grant an across-the-board increase of 8 points in the salary ranges of all General Manager appointees covered by the salary plan. D. Wendin seconded the motion. Discussion: Mr. Kavanaugh suggested that 8 . 3% does not keep up with the cost of living. E. Shelley noted that tax payers have not stayed up with the cost of living and that the Board wishes to stay competitive with other agencies and feels that 8% accomplishes that objective. D. Wendin added that the figure tracks well with the private sector, and the Board is sensitive to District employees not being out of step with the taxpayers. The motion passed unanimously. Meeting 81-15 Page Six Director Wendin requested the agenda be arranged so that County Planning and Ranger Ride-Along be considered while interested mem- bers of the audience were present. Board President called for a ten minute recess at 9 :45.. The meeting was reconvened at 9: 55 p.m. B. Concern Regarding Proposed Reduction in Santa Clara Counry Planning Department B. Green stated that a large portion of the County' s Planning Depart- ment' s actions relate to the District, and suggested the Board take a strong stand on staffing reductions.Don Weden of the Santa Clara County Planning Department reviewed the budget crisis, and the pro- posed EMA cuts. He explained that the agency had already been reduced by 45% and the proposed cuts would reduce County Planning from 62 to 16 employees. He suggested there would be an impact on the District' s programs, directly and indirectly, and cited numerous examples. After citing numerous ways in which the Department aids the District and cities, and how the reduction would affect same, Board members concurred that a letter be sent to the Board of Supervisors stating the Board' s concerns and suggesting positive recommendations. B. Green suggested the letter be read to the Board of Supervisors at the budget hearing. N. Hanko volunteered to do so in addition to re- viewing the letter before being sent. Motion: D. Wendin moved staff be directed to prepare a letter covering the following points for the President' s signature: 1) Planning Department functions are critical to MROSD, and the Department should not be cut disproportionately 2) List typical activities and the effect of their re- duction on District activities and programs 3) Urge cuts be made so that good planning continues N. Hanko seconded the motion. The motion passed unanimously. IX. OLD BUSINESS WITH ACTION REQUESTED A. Follow-Up on Issues and Questions from Site Emphasis and Program Evaluation Workshops R. Bishop suggested discussion of the Ranger Ride-Along Program since all Board members were present, and opened the meeting for discussion. Considerable discussion centered on Board members ' concepts of the program and whether a ride-along program would fulfill their need-to-know. Need-to-know centered on gaining a better understanding of how rangers do their jobs , problems they encounter, how Board de- cisions are being carried out, how preserves are being used by the public, and seeing open space land perhaps not seen before. Meeting 81-15 Page Seven Objections to the program as discussed were that it would take a great deal of staff time, may be disruptive to personnel, the ride-along would not be typical of a ranger' s normal activities, potential for losing sight of the management principle against policy makers interacting with implementers. R. Bishop noted that four directors seemed to be in favor of some form of a ranger ride-along program and recommended staff suggest a program and recommendations which would minimize prob- lems. Alternatives suggested were workshops with Director-ranger participation or a scheduled tour for groups of three Directors with the Operations Supervisor. Motion: D. Wendin moved staff be directed to return with an outline for two programs : (1) a Ranger Ride-Along Pro- gram and (2) a program which maximizes the information on land use by the public without ranger ride-along. K. Duffy seconded the motion. Discussion: R. Bishop suggested staff return with two outlines in two months, but if too many Board members were away on vacation at the first meeting in August, the discussion could be deferred until a full Board was present. The motion passed unanimously. H. Turner abstained. Motion: D. Wendin moved the balance of the agenda item on issues and questions from the site emphasis and program evalua- tion workshops be tabled until the next Board meeting. E. Shelley seconded the motion. The motion passed unanimously. X. NEW BUSINESS WITH ACTION REQUESTED C. Proposed Acquisition of Tax Deeded Property Near Lake Ranch, Santa Clara County C. Britton reviewed report R-81-29, dated June 5, 1981. S. Sessions showed slides of the property and surroundings. C. Britton explained the tax deeded procedure and noted that the property is the trail link between Alma College and the County' s Lake Ranch property. Motion: K. Duffy moved the Board adopt Resolution 81-33 to Purchase Tlax Deeded Parcel Santa Clara County Assessor' s Parcel No. 544-29-004) . E. Shelley seconded the motion. The motion passed unanimously. Motion: D. Wendin moved to place the use and management recommendations for the parcel on the agenda for Board meeting of June 24, 1981, and formally withhold dedication. E. Shelley seconded the motion. The motion passed unanimously. Meeting 81-15 Page Eight D. Proposed Land and Water Conservation Fund Reapplication (Monte Bello Open Space Preserve Addition - McNiel Property) C. Britton reviewed report R-81-25, dated May 27 , 1981 , noting the Land and Water application last year was not funded, and recommended that the District reapply. Motion: E. Shelley moved the Board adopt Resolution 81-34 Approving the Resubmittal of the Application for Land and Water Conservation Funds - Monte Bello Open Space Preserve addition project. K. Duffy seconded the motion. The motion passed unanimously. E. Proposed Land and Water Conservation Fund Application (Russian Ridge Open Space Preserve Addition Project - Former Coplon Property) C. Britton reviewed report R-81-30, dated May 27, 1981, and explained that a Waiver of Retroac* tivity had been requested and that the District had been permitted application for a grant and retroactive funding. Motion: E. Shelley moved the Board adopt Resolution 81-35 Approving the Application for Land and Water Conser- vation Funds - Russian Ridge Open Space Preserve Addition Project. K. Duffy seconded the motion. The motion passed unanimously. XI. INFORMATIONAL REPORTS A. H. Grench reported G. Foss is working on the new cafeteria style benefit system and participated in the organizational review and analysis of the annual salary survey. B. H. Grench said that at the recent California Parks and Recre- ation Society Legislative Conference it was observed that the "climate" in Sacramento is poor for environmental legislation. XII. CLAIMS N. Hanko questioned item 2192 , a private vehicle expense for Malka Kopell. C. Britton explained that Malka was a volunteer, working on land acquisition matters, and mileage was paid for her trips to the Los Gatos area. Motion: E. Shelley moved the revised claims, C-81-12 , dated June 10, 19811 be approved. R. Bishop seconded the motion. The motion passed unanimously. XIII. EXECUTIVE SESSION The Board recessed to Executive Session at 11: 35 p.m. IXV. ADJOURNMENT The Board reconvened to adjourn at 12: 55 a.m. Emma Johnson Secretary