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HomeMy Public PortalAbout19820210 - Minutes - Board of Directors (BOD) Meeting 82-3 -4 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 DISTEL CIRCLE,SUITE D-1,LOS ALTOS,CALIFORNIA 94022 (415) 965-4717 REGULAR MEETING BOARD OF DIRECTORS M I N U T E S FffRU­A'KY_l_d, 1982 I. ROLL CALL President Katherine Duffy called the meeting to order at 7 : 35 P.M. Members Present: Katherine Duffy, Daniel Wendin, Barbara Green, Edward Shelley, Nonette Hanko, and Harry Turner. Richard Bishop arrived at 7 :40 P.M. Personnel Present: Herbert Grench, Craig Britton, David Hansen, Charlotte MacDonald, Jean Fiddes , James Boland, Del Woods , and Joyce Nicholas. II. APPROVAL OF MINUTES A. January 13 , 1982 Motion : D. Wendin moved the approval of the minutes of Janury 13, 1982 as presented. E. Shelley seconded the motion. The motion passed unanimously. R. Bishop was not present for the vote. III. WRITTEN COMMUNICATIONS J. Fiddes stated there were no written communications. IV. ADOPTION OF AGENDA D. Wendin stated he had a Special Order of the Day, and H. Grench stated D. Hansen had a personnel announcement to make during Special Orders of the Day. K. Duffy indicated the Board' s concurrence that the agenda was adopted with the addition of the new Special Orders of the Day. V. ORAL COMMUNICATIONS Harry Haeussler, 1094 Highland Circle, Los Altos , requested the staff consider having overnight horse camping facilities at the proposed Monte Bello Open Space Preserve backpack camp and expressed his concern that the public was not involved in pre- acquisition planning. Tom Kavanaugh, 1726 Spring Street, Mountain View, asked when the financial statement for the first six months of the fiscal year would be available. H. Grench responded the report was currently available. VI. SPECIAL ORDERS OF THE DAY 1. D. Wendin presented D. Woods with a case of wine in recogni- tion for his efforts in behalf of the District on the parking lot project for the Monte Bello Open Space Preserve. Herbert A Grench,General Manager Board of Directors:Katherine Duffy,Barbara Green,Nonette G.Hanko,Richard S.Bishop.Edward G.Shelley,Harry A Turner,Daniel G.Wendin Meeting 82-3 Page two 2. D. Hansen introduced Joyce Nicholas, the temporary Coordinator of Volunteer Programs. 3. Jean Rusmore and Frances Spangle presented a copy of their newly published book, Peninsula Trails - Outdoor Adventure on the San Francisco Peninsula to the Board of Directors. K. Duffy accepted the book and thanked the authors in behalf of the Board. VII. OLD BUSINESS WITH ACTION REQUESTED A. Approval of Interim Use and Management Plan for Skyline Ridge Open Space Preserve (Skyline Ranch Property) D. Hansen, referring to memorandum M-32-18 , dated January 29 , 1982 , stated the staff had not yet received any further public comments on the interim use and management plans for the former Skyline Ranch property. Motion: H. Turner moved the approval of the interim use and and management plan for the new Skyline Ridge Open Space Preserve as presented on January 27, 1982 in- cluding the addition of the amendment contained in the staff' s memorandum M-82-18 . R. Bishop seconded the motion. The motion passed unanimously. B. Approval of Interim Use and Management Plan for the Addition to Foothills Open Space Preserve (Guiffre Property) D. Hansen, referring to memorandum M-82-17 , dated February 1, 1982 , stated staff had not received any further public comments on the interim use and management plans for the former Guiffre property. Motion : H. Turner moved the approval of the interim use and management plan for the addition to Foothills Open Space Preserve (Guiffre property) . R. Bishop seconded the motion. The motion passed unanimously. VIII. NEW BUSINESS WITH ACTION REQUESTED A. Response to Letter from LAFCO Regarding City Annexation Pro- cedures N. Hanko, a member of the City Annexation Procedures Committee, introduced memorandum M-82-15 , dated February 4 , 1982 , and H. Grench reviewed the proposed changes in the Urban Service Areas and annexation processes as proposed by Santa Clara County' s Local Agency Formation Commission. Motion : N. Hanko moved the Board adopt the Committee ' s recommendations. H. Turner seconded the motion the motion passed unanimously. B. Approval of Real Property Representative and Public Communica- tions Aide Positions and Reauest to Expand District Office Space H. Grench introduced report R-82-10 , dated February 4 , 1982 , noting that the attached memoranda from C. Britton and C. MacDonald addressed in detail the reasons for requesting the addition of the Real Property Representative and the Public Meeting 82-3 Page three Communications Aide position to the staff. He noted that, if the positions were approved, staff was also requesting permission to proceed with the exercising of the District ' s option to lease all or part of the adjoining suite in the building to allow for more working space for employees. He stated he did not know at this time the exact amount of additional office space that would be needed. E. Shelley questioned why the request for additional office space had not been referred to the Office Space Committee prior to being presented to the Board and stated he felt it appropriate to refer the matter to the Committee for additional input. H. Grench responded the Committee had been established to review long-term office space needs, and R. Bishop stated he felt the request being made by staff dealt with immediate office space needs. Motion : E. Shelley moved that the matter concerning additional office space be referred to the Office Space Committee. B. Green seconded the motion. Discussion: D. Wendin stated the motion before the Board should be tabled until a decision had been made on the approval of the proposed new positions. Motion: D. Wendin moved to table the motion. H. Turner seconded the motion. The motion that E. Shellev' s motion be laid on the table passed on the following vote: AYES : D. Wendin, R. Bishop, B. Green, N. Hanko, K. Duffy, and H. Turner. NOES : E. Shelley Motion : R. Bishop moved the Board approve the job specifica- tions for the Real Property Representative and the Public Communications Aide. H. Turner seconded the motion. The motion passed unanimously. Motion: H. Turner moved the Board approve the filling of a regular, full-time staff position for the Real Property Representative and the filling of a regular, half-time staff position for the Public Communications Aide. R. Bishop seconded the motion. The motion passed unanimously. Motion: H. Turner moved the approval of the salary range recommendations. R. Bishop seconded the motion. The motion passed unanimously. Motion. R. Bishop moved the Board authorize the use of budgeted funds from the New Land Commitments account, if necessary, to cover the salary and benefit costs to implement the Real Property Representative and Public Communications Aide positions through the end of the 1981-1982 fiscal year, and H. Turner seconded the motion. The motion passed unanimously. Meeting 82-3 Page four Motion: D. Wendin moved to remove E. Shelley' s motion concerning office space from the table. H. Turner seconded the motion. The motion passed unanimously. The motion before the Board for discussion : Motion: E. Shelley had moved that the matter concerning addi- tional office space be referred to the Office Space Committee. B. Green had seconded the motion. Discussion : Discussion centered on the issue of immediacy in notifying the building' s management that the District desired to exercise its option to lease all or part of the adjoining suite. E. Shelley stated he felt the Board had, in the past, had input on office space expansion and should have such input in this current office space request. Motion to Amend: E. Shelley moved to amend his motion before the Board to state the staff proceed with the exer- cising of the option but that the utilization of the office space be referred to the Office Space Committee. B. Green seconded the motion to amend. The motion to amend passed on the following vote : AYES : E. Shelley, B. Green, D. Wendin, H. Turner, K. Duffy, and R. Bishop NOES : N. Hanko K. Duffy called for a roll call vote and the amended motion before the Board failed to Pass on the following vote : AYES : B. Green and E. Shelley NOES : D. Wendin, H. Turner, K. Duffy, R. Bishop and N. Hanko Motion : R. Bishop moved the Board authorize staff to Proceed with exercising the District' s option to lease all or part of the adjoining Suite D-1 in the building and to return to the Board for subsequent approval. N. Hanko seconded the motion Discussion: H. Turner stated he felt the motion should be amended to clarify that staff would return to the Board for subsequent approval as to the use of the space. R. Bishop and N. Hanko agreed to include the amended wording in their motion. The motion passed unanimously. C. Approval of Certificate of Authority of Officers (First Inter- state Bank of California - San Francisco J. Fiddes reviewed memorandum DI-82-14 , dated February 2 , 1982 , regarding the resolution and Certificate of Authority requested by First Interstate Bank of California for the promissory notes on the Windy Hill Open Space Preserve property purchased from the Peninsula Onen Space Trust. Motion : H. Turner moved the adoption of Resolution 82-10 , a Resolution of the Board of Directors of the Midpenin- sula Regional Open Space District Approving Certificate of Authority of Officers (First Interstate Bank of California - San Francisco) . E. Shelley seconded the motion. The motion passed unanimously. Meeting 82-3 Page five D. Program Evaluation for 1981-82 and Setting of Priorities for i982-83 H. Grench introduced memorandum M-82-16 , dated February 4, 1982 . He noted he had considered ways to refine the program evaluation process and asked the Board to consider changing the process to an oral report form for this interim evaluation or possibly in- cluding the discussion of the key projects and activities when the preliminary Action Plan is presented for Board considera- tion. He noted the wording of key projects and activities could change when the Action Plan was presented to the Board for tentative approval in March or when presented for final approval in June, depending on the status at those times of various projects. K. Duffy stated the Board would consider these ideas after staff had reviewed the program evaluation material. C. Britton reviewed the material for the Open Space Acquisition Program, noting the progress reported for the 1981-1982 key projects and activities was current as of the report ' s date of February 4. K. Duffy stated that the Board' s eminent domain action for the Hassler and Novitiate Properties should be included in the progress statement related to expending the Previous Land Commit- ments backlog. H. Turner requested the key project for 1982- 1983 of working with the Peninsula Open Space Trust be more strongly stated, and the Board concurred the statement should be amended to read "Work with Peninsula Open Space Trust to complete at least one acquisition project that significantly furthers the District' s overall open space goals" . C. Britton noted the proposed 1982-1983 key projects and activities for the Special Projects Subprogram were essentially the same as the previous year, save the addition of the fourth activity of completing the Thornewood and Picchetti leases if not completed by June 30. In response to a question from K. Duffy, he stated that two consultants had been used in the acquisition program during the past year. T. Kavanaugh asked about the status of the Cooley Landing and East Palo Alto boat harbor project and whether the District would, in the future , try to acquire from Palo Alto the right for trail connections in the baylands and the foothills. R. Bishop responded the District was "holding" Cooley Landing property and did not intent to get involved in the development of the marina. H. Grench stated staff would encourage Palo Alto to implement plans for trail connections in the baylands and foothills. D. Hansen reviewed the Planning, Design, and. Development sec- tion of the program evaluation material. Following a discussion on the Monte Bello burn project, the Board concurred with E. Shelley' s recommendation that the 1982-1983 statement re- garding the project be more strongly worded to reflect that the District should Proceed to implement the burn project, rather than have the statement pivot around funding sources. H. Haeussler stated the staff should consider an overall District burn program. Meeting 82-3 Page six In response to a question from E. Shelley as to whether the District was the lead agency for the Bayfront Trail project, D. Woods responded the staff at the County of Santa Clara had expressed an interest in taking the lead agency role for cer- tain parts of the trail, that the District and the County had been working together on the Moffett Field section of the trail, and that the District would probably take the lead role for grant preparation in the project. T. Kavanaugh asked if a key project for the Planning, Design, and Development Subprogram could include securing from Palo Alto a trail and bridge to cross the San Francisquito Creek in the baylands area. E. Shelley and N. Hanko, who noted the project was important, stated they did not consider this pro- ject as a key project for the coming year. D. Hansen noted staff intended to present material on site emphasis to the Board for consideration prior to the end of the 1981-1982 fiscal year, and in response to a question from D. Wendin, H. Grench noted the impact of the new site emphasis policies would probably be reflected in use and management plans, rather than in key projects and activities . He noted a statement "in accordance with site emphasis policies" could be included in the key project and activity statement referring to use and management plans to reflect the impact of the site emphasis policies when adopted. K. Duffy noted the demolition of the Hassler buildings was not included in the key projects and activities , and H. Grench responded the demolition would fall under the projects and acti- vities in the Operations, Maintenance , and Volunteer Subprogram. During the review of the Operations, Maintenance , and Volunteer Subprogram, B. Green suggested the County of Santa Clara install an emergency call box at the Rancho San Antonio County Park and R. Bishop stated the windmill at Windmill Pasture was in need of repair. N. Hanko requested, if readily available, a breakdown of citations issued by District Rangers in order for Board members to know what types of violations were occurring on Dis- trict land and recommended this type of citation information be included in the site reviews contained in use and management plans. K. Duffy requested a list of spring wildflower walks be distributed to Board members. N. Hanko requested the wording of the fourth proposed 1982- 1983 key project and activity in the Operations, Maintenance, and Volunteer Subprogram be amended to read " . . .using Los Trancos Open Space Preserve, Rancho San Antonio Open Space Preserve, Monte Bello Open Space Preserve and other appropriate sites" so that it was clear a docent interpretive program would be con- ducted on the Monte Bello Open Space Preserve. After D. Hansen' s review of the Enterprise Subprogram, which would be shifting to the Open Space Acquisition Program in the Action Plan, H. Grench stated there would be strong overlap between the Open Space Acquisition and Open Space Management Programs in undertaking the key projects and activities in the Enterprise Subprogram. K. Duffy felt a statement should be included in the Action Plan referring to the amount of time the planning staff members allocated to enterprise activities. Meeting 82-3 Page seven C. MacDonald reviewed the three subprograms of the Public Communications and Governmental Liaison Program, noting many of the proposed key projects and activities revolved around the District' s Tenth Anniversary observance. N. Hanko stated her desire to have a map clearly indicating the location of all District sites. C. MacDonald, in response to a question from K. Duffy regarding the sending of congratu- latory letters to newly-elected officials and from H. Turner regarding the rotating schedule of presentations to Public agencies and private organizations , noted as much Board input and participation as possible would be greatly appreciated be- cause of staff workload in the section. N. Hanko suggested the deletion of the words "and the resource of Land Management to accommodate such use" from the third proposed 1982-1983 key project and activity in the Media Sub- program. H. Grench explained that the site emphasis policies relate directly to the Open Space Management budget, and the Board concurred the wording be changed to "and the Open Space Management budget" . H. Grench reviewed the General Management and Program Support section of the program evaluation material. In response to a question from T. Kavanaugh, he stated staff was still studying the proposed cafeteria-style benefit plan. The Board discussed the proposal that interim program evalua- tions be presented orally, rather than with extensive written materials, and they agreed the written format was preferable. D. Wendin noted the oral presentations by staff during the program evaluation could be more succinct and suggested each program leader' s oral presentation be limited to fifteen minutes. K. Duffy stated the Board' s consensus that staff should make shorter oral presentations at the next program evaluation session, but that the overall format should remain the same. Motion : B. Green moved the Board accept the program evaluation for the first part of 1981-1982 and tentatively adopt the key projects and activities for 1982-1983 with the three modifications made during the meeting. R. Bishop seconded the motion. The motion passed unanimously. IX INFORMATIONAL REPORTS K. Duffy announced the birth of a boy to Marion Blukis, the League of Women Voters Board observer. She stated she, H. Grench, and D. Woods had attended the February 9 Cupertino Planning Commission meeting concerning the Seven Springs Ranch development project, noting that discussion of traffic problems was the main theme of the meeting. H. Turner stated he had organized a meeting for March 3 to educate the Republican candidate for Congress, Ed Zschau, on environmental issues. He said the meeting would begin at 7 :30 P.M. at the Dis- trict office. B. Green stated such an educational session should be organized for the Democratic candidate , and K. Duffy requested that District Legal Counsel determine whether the March 3 session should be publicly noticed since a quorum of the Board might be present. Meeting 82-3 Page eight E. Shelley stated he had taken a group of thirty international scientists to the Los Trancos Open Space Preserve. C. MacDonald stated the District ' s and the City of Mountain View' s joint application on Deer Hollow Farm and Rancho San Antonio Open Space Preserve had not been selected to receive an award from the California Parks and Recreation Society. D. Hansen stated he and J. Boland had met with the Fremont Older Open Space Preserve neighbors to discuss the road maintenance agreement and reported he and J. Boland had attended the February 9 Los Altos Council meeting at which the St. Joseph' s parking problems were discussed. He noted the Council had approved a no parking ban in an effort to eliminate the parking problems. J. Boland briefed the Board on the progress for hiring a new Ranger and the Coordinator of Volunteer Programs. H. Grench stated Gary Foss , the District personnel consultant, had been involved in the following activities in the last few months: the hiring of the third Lead Ranger, formulation of the Environmental Analyst, Real Property Representative, and Public Communications Aide positions, the review of certain personnel rules and the proposed benefit program, and meeting with members of the Open Space Management staff on the performance evaluation process. X. CLAIMS Motion: R. Bishop moved the approval of the revised claims 82-3 , dated February 10 , 1982 . E. Shelley seconded the motion. The motion passed unanimously. XI. CLOSED SESSION The Board did not hold a Closed Session. XII. ADJOURNMENT The meeting was adjourned at 11 :21 P.M. Jean H. Fiddes District Clerk CORRECTIONS TO MINUTES OF APPROVAL OF MINUTES A. February 10, 1982 K. Duffy recommended a revision in the first paragraph of page five of the minutes, changing the wording from "He noted the wording of key projects and activities could change. . . " to "He noted that key projects and activities could change . . . " and a revision in the second paragraph from " . . . Board would consider these ideas after staff. . . " to " . . .Board would consider the future form of presenta- tion after staff. . . " . Motion: E. Shelley moved the approval of the minutes with the two revisions. B. Green seconded the motion. The motion passed unanimously. R. Bishop , N. Hanko, and H. Turner were not present for the vote.