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HomeMy Public PortalAbout19810624 - Minutes - Board of Directors (BOD) -Meeting 81-16 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Regular Meeting Board of Directors M I N U T E S June 24 , 1981 I . ROLL CALL President Richard Bishop called the meeting to order at 7 : 38 P.M. Members Present: Katherine Duffy, Daniel Wendin, 'Barbara Green, Nonette Hanko, Edward Shelley, Richard Bishop, and Harry Turner who arrived at 7 :45 P.M. Staff Present: Craig Britton, Steven Sessions, Charlotte MacDonald, Pat Starrett, Jean Fiddes , and Michael Foster. II. APPROVAL OF MINUTES A. June 10, 1981 Motion: N. Hanko moved the approval of the minutes of June 10, 1981 as presented. E. Shelley seconded the motion. The motion passed unanimously. III. WRITTEN COMMUNICATIONS J. Fiddes reported the Board had received a letter, dated June 14 , 1981, from Harry H. Haeussler, Jr. , 1094 Highland Circle, Los Altos, commending the land management staff for the new trail that had been constructed at the Rancho San Antonio Open Space Preserve. IV. ADOPTION OF AGENDA R. Bishop stated the Board' s consensus that the agenda was adopted as written. V. ORAL COMMUNICATIONS There were no oral communications. VI . OLD BUSINESS WITH ACTION REQUESTED A. Approval of Interim Use and Management Plan for Acquisition of Tax Deeded Property near Lake Ranch, Santa Clara County R. Bishop, summarizing memorandum M-81-64 , dated June 15, 1981, stated the Board had authorized the purchase of the property of the meeting of June 10 , 1981 and deferred the adoption of the use and management recommendations, pending additional public input. There were no comments from members of the public. Motion: R. Bishop moved the approval of the interim use and management plan for the tax deeded property near Lake Ranch, Santa Clara County. K. Duffy seconded the motion. The motion passed unanimously. K. Duffy asked when the Public Notification Committee would present its report to the Board, and N. Hanko stated the report would be made at the July 22 meeting. Meeting 81-16 Page two B. Schedule and Process for Resolving Monte Bello Open Space Preserve Parking Lot Location S. Sessions reviewed memorandum M-81-69, dated June 18;: 1981, outlining the schedule and process proposed by staff and based on discussions with members of the planning staffs of San Mateo County and the City of Palo Alto for resolving the Monte Bello Open Space Preserve parking lot location. He noted the State Department of Parks and Recreation had imposed a December 1, 1981 deadline for the submittal of plans and specifications for the Monte Bello Open Space Preserve Development Plan, including the parking lot, and said the project' s grant funding would be lost of this deadline was not met. E. Shelley asked if staff had investigated the possibility of requesting a delay from the State for the submittal of the final plans, and C. Britton responded the Department' s analyst had indicated the Depart- ment would closely adhere to the schedule. N. Hanko stated she had contacted the Planning Department staff at the City of Palo Alto and would support the recommendations proposed by District staff. She said she would propose some additional cri- teria for Board adoption that she felt would be acceptable to City of Palo Alto officials and that she hoped the Board could match sites G, L, and Fl against the new criteria at the next meeting. She hoped the Board would find site Fl an acceptable location for the parking lot and refer it to the City of Palo Alto for approval at the next meeting. Motion: D. Wendin moved the Board adopt a modified locked-room approach with the following four step process : 1) staff be directed to input changes to the criteria at the July 8, 1981 meeting which could then be discussed; 2) Board adoption of the criteria at the meeting of July 22 , 1981; 3) At approximately the second meeting in August or perhaps a Special Meeting, the Board would have a joint meeting with the Palo Alto Planning Com- mission with attendance by at least a couple Palo Alto City Council members so they could be heard and hear; and 4) At approximately the second meeting in September, the Board would hold a second meeting with the Palo Alto Planning Commission and not leave, no matter what the hour, until a parking lot location is selected. N. Hanko seconded the motion. Discussion: D. Wendin stated he had built lag time into the process to allow for public input. R. Bishop noted the parking lot would have to be designed and an engineering study completed after a location was approved, and K. Duffy noted approval would still have to be received from the Palo Alto City Council after the proposed second meeting with the Palo Alto Planning Commission. E. Shelley stated the Board would need to know how much dirt would need to be moved for a parking lot at the Fl location. Thomas Harrington, 4201 Page Mill Road, expressed his appreciation to the Board for Meeting 81-16 Page three their reconsideration of the location of the parking lot for the Monte Bello Open Space Preserve and offered to present to the Board a conceptual drawing of what a parking lot at the Fl location might look like at their next meeting. R. Bishop stated Mr. Harrington should present the conceptual drawing of the parking lot to staff for their consideration. D. Wendin requested he be allowed to offer a substitute motion. Substitute Motion: D. Wendin moved that staff be directed to work with the appropriate authorities at the City of Palo Alto and San Mateo County to develop a meeting plan that meets the following approximate schedule: 1) Input for revised criteria, if any, to this Board at meeting of July 8 , 1981; 2) Final adoption of revised criteria, if any, by this Board at meeting of July 22, 1981; 3) A joint meeting in early August, not later than second week in August, with the Palo Alto Planning Commission, with attendance by at least two Palo Alto City Council members , to review lots against adopted criteria (in the south frontage from "G" to "Ll' ) ; 4) A similar joint meeting with attendance by City Council members in early September, but not later than second week of September, to choose a final location to recommend to the Palo Alto City Council; and 5) A Palo Alto City Council meeting to approve proposed location by end of September with a Special Meeting of this Board to finally adopt location and direct staff to complete plans. N. Hanko seconded the motion. Discussion: N. Hanko stated she had seconded the substitute motion with the understanding there was some flexibility built into the motion in order to allow the December deadline to be met and noted she would like to see the Board recommend a particular site, preferably Fl, to the Palo Alto City Council. D. Wendin stated he intended the two joint meetings proposed in the substitute motion to be official, publicly noticed joint meetings and said the Board should not consider sites when adopting the criteria, The substitute motion passed unanimously. Motion: N. Hanko moved that staff be directed to work with Mr. Harring- ton who had offered to assist in the preparation of a pre- liminary engineering design for the F 1 location. D. Wendin seconded the motion. Discussion: Discussion centered on the clarity of the motion, and N. Hanko subsequently withdrew her motion. Motion: D. Wendin moved that the Board direct staff to prepare a preliminary plan for the Fl lot, utilizing the volunteer services of Mr. Harrington, by at least the first meeting in August, and if expenditure of out-of-pocket funds beyond nominal amounts is required, staff should make such a request at the next meeting. K. Duffy seconded the motion. The motion passed unanimously, Meeting 81-16 Page four K. Duffy stated she felt a position statement from the Board was necessary to explain the background and factors relating to the selection of a parking lot location for the Monte Bello Open Space Preserve. R. Bishop, with the Board's concurrence, appointed Direc- tor Duffy to formulate a policy statement on the matter for the Board' s consideration. C. Request for Interim Signing for Monte Bello Open Space Preserve N. Hanko introduced her memorandum M-81-67, dated June 15, 1981, re- garding interim signing for the Monte Bello Open Space Preserve. She noted the proposed interim signing was in keeping with the Board' s approved development plan for the Preserve, that she had sent a copy of the memorandum to the Palo Alto Planning Department, and that the Department' s staff had indicated only an administrative approval for the posting of the signs would be necessary. E. Shelley stated he could not support N. Hanko' s recommendations since the location of the main preserve sign must be located relative to the parking lot and since undesireable use patterns might be encouraged. H. Turner stated he disagreed with the recommendation of distributing brochures about the Monte Bello Open Space Preserve at the Los Trancos Open Space Preserve. D. Wendin stated he opposed encouraging people to park at the Los Trancos parking lot and to cross Page Mill Road to reach the Monte Bello Open Space Preserve and could not support the signing recommendations. Ellie Huggins, 824 San Francisco Court, Stanford, expressed her support for the interim recommendations suggested by Director Hanko. Purusha Obluda, 31570 Page Mill Road, Los Altos Hills, expressed his support for Director Hanko' s recommendations and discussed safety hazards on the Preserve, vandalism, and fire danger concerns in the area. He encouraged the Board and staff to meet with the Preserve' s neighbors and City of Palo Alto officials to discuss the fire danger and possible solutions. Mark Schneider, Box 343, Star Route #2, La Honda, discussed the vandal- ism and destruction of the District' s fence at the Preserve and the high fire danger. E. Shelley requested the staff report back to the Board at the next meeting on the status of the Black Mountain fire watch tower. Motion : N. Hanko moved that a sign similar to the Saratoga Gap District ownership sign be set back a few yards inside the Preserve at the hiking stile entrance of Page Mill Road. H. Turner seconded the motion. Motion to Amend: K. Duffy moved to amend the motion to state an informational sign stating the District's rules and regulations be placed several yards in from Page Mill Road on Canyon Road so as not to be visible from Page Mill Road. B. Green seconded the motion to amend which passed unanimously. Meeting 81-16 Page five The motion as amended passed on the following vote: AYES: K. Duffy, B. Green, N. Hanko , H. Turner, and R. Bishop. NOES : D. Wendin and E. Shelley. N. Hanko noted staff should inform the Palo Alto Planning Department staff of the sign 's placement. Motion: N. Hanko moved a Monte Bello site brochure containing trail routes that now exist be provided at the Los Trancos parking lot. The motion was not seconded. Motion: N. Hanko moved two small Monte Bello Open Space Preserve signs be installed at the entrance to Canyon Trail and the trailhead hiking stile entrances. The motion was not seconded. Motion: K. Duffy moved a directional sign indicating Canyon Trail be placed near the hiking stile on Page Mill Road. H. Turner seconded the motion. The motion passed on the following vote: AYES : K. Duffy, D. Wendin, B. Green, N . Hanko, H. Turner, and R. Bishop. NOES : E. Shelley Motion: N. Hanko moved to encourage docent leadersto plan for fall and spring walks on the Preserve. H. Turner seconded the motion. The motion passed unanimously. Motion: D. Wendin moved to ask staff to return with an appropriate budget modification resolution at the next meeting to transfer the funds for the signs from open space acqui- sition to open space management. E. Shelley seconded the motion. Discussion: Discussion centered on whether or not it was necessary to transfer the funds from open space acquisition. C. Britton suggested the Board allow staff to report back as necessary if it was necessary to transfer the funds from open space acquisition. Substitute Motion: D. Wendin moved the Board direct staff to return with a proposal for funding to implement the Board's actions at the next meeting. E. Shelley seconded the motion. The substitute motion passed unanimously. T. Harrington requested the fire hazard signs be placed on Page Mill Road as had been done in previous years and noted he had seen indi- viduals swimming in the cistern on the Preserve. P. Obluda asked the Board to direct staff to address the items of fire danger and safety hazards on the Preserve. Meeting 81-16 Page six D. Evaluation of Thornewood Lease Proposals H. Turner reviewed the Thornewood Proposals Review Committee' s report R-81-33 , dated June 18 , 1981, noting the Committee was recommending the Gano, Pollard, and Means proposals for Board consideration for the long-term lease and restoration project of the Thornewood house and grounds . D. Wendin summarized the three proposals and their differences and explained the buyout provision. Artemas Ginzton, 28014 Natoma Road , Los Altos Hills , questioned the Ganosexception to the basic parameters of having only one public tour of the Thornewood house per year, and N. Hanko posed various questions to the three proposers on their respective proposal. Discussion centered on the developability of the adjacent lake parcel the Ganos were offering to the District at a discounted price from its estimated value and the importance of the lake parcel to the District. E. Shelley stated he felt the parcel was an important trail link from Wunderlich Park. Jan Matser, 359 Tyrella Avenue, Number D, Mountain View, expressed his concerns about leasing the Thornewood house and grounds to the Ganos . Tom Gano of Woodside and Frank Means of Mountain View explained why they each felt their proposal should be accepted by the Board. Motion: D. Wendin moved that staff be directed to negotiate a lease contract with the Ganos following the general criteria set out by the Board with two additional criteria: 1) the discounted price, coupled with the 17 year lease, be reasonable in view of the upfront dollars offered by the Pollards ; and 2) the appropriate certification be obtained stating that the lake parcel is developable. H. Turner seconded the motion. Discussion: E. Shelley and H. Turner stated the trail link provided by the lake parcel was critical to the District. T. Gano stated he would be willing to negotiate with staff on the number of public tours per year, and, in response to a question from R. Bishop, said that, if the lake parcel was not developable, he would be willing to negotiate the sale of the property at a lesser value. R. Bishop called for a roll call vote on the motion, and the motion passed on the following vote : K. Duffy-Aye D. Wendin-Aye B. Green-Aye E. Shelley-Aye N. Hanko-No H. Turner-Aye R. Bishop-Aye D. Wendin requested staff return to the Board at the meeting of July 22, 1981 with a schedule that would be followed in the lease negotiations. Meeting 81-16 Page seven The Board recessed for a break at 10 :10 P.M. and reconvened at 10 :15 P.M. VII. NEW BUSINESS WITH ACTION REQUESTED A. Response to Letter Regarding Problems at Sheldon Road Access to El Sereno Open Space Preserve S. Sessions reviewed memorandum M-81-70, dated June 24, 1981, relating to access problems at Sheldon Road, showed slides to illustrate as- pects of the staff report, and noted staff could include the opening of Sheldon Road as a fire and patrol road in the 1982-1983 proposed budget if attempts to negotiate a joint project with the County' s Fire Department were unsuccessful. He stated four to six cars could be accommodated at the roadside turnout on Montevina Road. Barbara Crafford, 16830 Sheldon Road, Los Gatos, agreed with the staff' s recommendations regarding proposed signing and flyer distri- bution, but stated a stronger fence and gate were needed, the clearing of the patrol road was essential, and additional ranger patrol was needed in the area. Eric Miller, 16930 Sheldon Road, stated the meadows were very popular for camping and cooking and were a high fire hazard area. Marcia Miller, of the same address, said the clearing of the fire land was essential. Discussion centered on the joint project with the County' s Fire Department to open the fire road and the Fire Department' s responsi- bility in the area. D. Wendin encouraged the Sheldon Road residents to join with the District in proposing the joint project, noting that such a project would be a less total expense of taxpayers ' money. Motion: N. Hanko moved that staff be authorized to work with the Sheldon Road residents to strengthen the existing gate and fence, post District regulatory signs and "Fire Lane - Do Not Block" sign where appropriate, allow the posting of the "Private Road, No Parking" signs, and enlist the aid of the neighbors in handing out informational flyers on an interim basis. K. Duffy seconded the motion. Discussion: K. Duffy expressed her concern about the "band- aid " approach for alleviating the situation and said she did not feel the T-post fence and gate were adequate. S. Sessions said staff would be addressing the subject in the Preserve ' s use and management plan scheduled for Board review in September. R. Bishop stated Sheldon Road resi- dents who signed the letter to the Board should be notified when the use and management plan was going to be considered by the Board. In response to a question from one of the residents, S. Sessions said he would flag the meadows area for patrol on July 4, but could not state that a ranger would be stationed there over the holiday. S. Sessions stated he would coordinate with the residents on the petition to Central Fire, noting his target date for contacting the residents would be thirty days from the meeting. The motion passed unanimously. Meeting 81-16 Page eight B. Review of Use and Management Plan for Monte Bello Open Space Preserve, Picchetti Ranch Area S. Sessions reviewed the proposed use and management plan for the Monte Bello Open Space Preserve, Picchetti Ranch Area as contained in report R-81-32, dated June 17 , 1981. He noted the Board was being asked to approve conceptually the recommendations in the report since the final plan would be returned to the Board for review concurrent with the Picchetti lease agreement. K. Duffy requested item five of Status of Existing Recommendations be amended to state "Landscaping is still recommended, but it is suggested that it be coordinated into an overall landscaping plan for the lease area. " (the word coordinated replaced the word incorporated) and an e) "maintenance of restroom" be added to the provisions outlined in item nine under New Use and Management Recommendations for the summer camp program outlined by the City of Cupertino. S. Sessions stated it was staff' s intention for the Stortzes to main- tain the restroom when the summer camp program was not being operated on the property and the restroom' s hours of use would be the same as the Preserve' s hours. He stated, in response to a question from K. Duffy, staff was planning to undertake the proposed fencing and signing within the coming year. Motion: N. Hanko moved the conceptual approval of the use and manage- ment plan recommendations contained in the staff report R-81-32. B. Green seconded the motion. The motion passed unanimously. R. Bishop stated the Board' s concurrence that, due to the lateness of the hour, the Board would consider next the agenda items requiring the uresence of the Controller, M. Foster. C. Approval of Auditor for 1980-81 Fiscal Year M. Foster reviewed memorandum M-81-62 , dated June 12 , 1981, noting the District should try to maintain audit continuity with Deloitte, Haskins and Sells for several years . Motion: B. Green moved the appointment of Deloitte, Haskins and Sells as the District' s auditors for the fiscal year 1980-81. K. Duffy seconded the motion, and the motion passed unanimously. D. Adoption of Annual Claims Lists for 1981-82 Fiscal Year M. Foster reviewed memorandums M-81-60 and M-81-61, dated June 9 and June 12 , 1981 respectively , noting this was the first time the debt service annual claims list had been submitted for Board approval. D. Wendin requested that future debt service annual claims lists include the remaining debt service balance for each acquisition. Motion: D. Wendin moved the approval of the annual claims list for 1981-1982 and the debt service annual claims list for 1981-1982. E. Shelley seconded the motion, and the motion passed unanimously. Meeting 81-16 Page nine VIII. OLD BUSINESS WITH ACTION REQUESTED, continued E. Pilot Program for overnight Sleepouts at Rancho San Antonio Open Space Preserve (Windmill Pasture Area) by Hidden Villa, Inc. D. Wendin reviewed memorandum M-81-66, dated June 17 , 1981, re- garding allowing sleepouts at the Windmill Pasture Area by Hidden Villa, Inc. on a trial basis . He noted the Hidden Villa Committee considered the program a pilot one, not a permanent program, and the fact Hidden Villa was receiving special consideration since the program did not accommodate the general public. The report called for the program' s results to be evaluated by staff and submitted to the Board by November, 1981 . D. Wendin stated the word "campover" in the notification section of the interim guidelines should be changed to "sleepover" . Motion: D. Wendin moved adoption of the pilot program for over- night sleepouts at the Rancho San Antonio Open Space Preserve (Windmill Pasture Area) by Hidden Villa, Inc. on a trial basis . H. Turner seconded the motion, and the motion passed unanimously. R. Bishop thanked the members of the Hidden Villa Committee and the Thornewood Proposals Review Committee for their efforts . It was clarified that the two committees would not be disbanded at this time. IX. NEW BUSINESS WITH ACTION REQUESTED, continued E. Proposed Addition to Long Ridge Open Space Preserve (Bean Property) S. Sessions showed slides of the proposed 14 acre acquisition near Skyline Boulevard in San Mateo County, and C. Britton reviewed re- port R-81-31, dated June 15, 1981. He noted a newly constructed four bedroom house, an auxiliary building, and a generator shed were lo- cated on the property and stated acquisition of the property would give the District fee title to the road on the property, control over the eventual running of PG and E lines on the property, and a loop trail for the Long Ridge Open Space Preserve. He said since the house was not occupied, there would be no relocation obligations and noted the terms of the contract called for a purchase price of $325 , 000, with $75,000 as down payment and the balance over five years at 10% interest. C. Britton stated staff was proposing that the house be leased for one year based on a current rental survey, thus allowing staff time to determine the most advantageous method of handling the improvements in the long term. S. Sessions reviewed the use and management recommendations contained in the report, noting staff was recommending the site not be dedicated as open space at this time. Motion: B. Green moved the adoption of Resolution 81-36, a Resolu- tion of the Board of Directors of the Midpeninsula Regional Open Space District Authorizing Acceptance of Agreement to Purchase Real Property, Authorizing-officer to Execute Certi- ficate of Acceptance of Grant to District, and Authorizing General Manager to Execute Any and All Other Documents Necessary or Appropriate to Closing of the Transaction Long Ridge Open Space Preserve (Bean Property) . K. Duffy seconded the motion. Meeting 81-16 Page ten Discussion: D. Wendin stated he supported the acquisition, but requested the minutes reflect the purchase was being made to acquire only trail rights for the public and not to buy a developed parcel. He encouraged staff to determine a creative way, not only to recover the District' s investment in the property, but to allow the removal of what he considered would be a long term management problem. The motion passed unanimously. Motion: D. Wendin moved the Board approve in concept the use and management plan, but defer adoption until the Board' s next regular meeting, withhold the site from dedication, un- officially name the site as an addition to the Long Ridge Open Space Preserve, and authorize staff to immediately rent the premises for one year pending a detailed study of the long term disposition of the improvement. K. Duffy seconded the motion, and the motion passed unanimously. F. Amendment to District ' s Rules of Procedure (memorandum M-81-63 , dated June 11 , 1981) Motion: N. Hanko moved the adoption of Resolution 81-37, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Amending Rules of Procedure. H. Turner seconded the motion. Discussion: R. Bishop stated the resolution referred to the increase in compensation from $50 . 00 to $75. 00 members of the Board would receive for each attendance at public Board meetings . The motion passed unanimoulsy. G. Follow-up on Issues and Questions from Site Emphasis and Program Evaluation Workshops Motion: R. Bishop moved that the Board defer this agenda item to a future Board meeting to be set subject to the President 's discretion. N. Hanko seconded the motion, and the motion passed unanimously. X. INFORMATIONAL REPORTS S. Sessions reported the District' s Rangers had helped fight a fire that burned approximately 20 acres of land near the Rancho San Antonio Open Space Preserve the previous week. S. Sessions stated two additional tours had been added to the June 28 , 1981 open house at the Fremont Older house in order to accommodate interested members of the public. K. Duffy requested the staff issue special invitations for the next Fremont older open house to officials from the City of Saratoga, noting the City would be celebrating its anniversary in the fall. S. Sessions said the District' s trail improvement Coastal Conservancy grant for Crittenden Marsh currently had a high rating for approval. S. Sessions noted the District had 35 miles of road to maintain. Meeting 81-16 Page eleven C. Britton reported AB 597 was heard in the Assembly Ways and Means Committee and Assemblyman John Vasconcellos had requested the removal of the bill ' s section relating to a 4/5th vote to exchange land. C. Britton stated he had recently visited three youth hostels along the coast. S. Sessions reported the Palo Alto Planning Commission, earlier in the evening, had voted to allow chain link fencing around the residential development on Page Mill Road to remain. He noted District staff had sent a letter to the City objecting to the fence and that the City' s Public Works Department had also objected to the request for the fence to remain. XI. CLAIMS Motion: B. Green moved the approval of the revised claims, C-81-13, dated June 24 , 1981. E. Shelley seconded the motion which passed unanimously. Xii. CLOSED SESSION The Board recessed to Closed Session at 11 :45 P.M. XIII, ADJOURNMENT The Board reconvened to adjourn at 12 : 30 A.M. , Thursday, June 25 , 1981, Jean H. Fiddes District Clerk CORRECTIONS TO MINUTES OF II . APPROVAL OF MINUTES A. June 24 , 1981 D. Wendin noted a typographical error on page 7 , paragraph 3 , which should read fire "lane" instead of fire "land" . Motion : N. Hanko moved the adoption of the minutes of June 24 , 1981 as corrected. B. Green seconded the motion. The motion passed unanimously.