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HomeMy Public PortalAbout19830824 - Minutes - Board of Directors (BOD) Meeting 83-21 AA_ or MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 DISTEL CIRCLE,SUITE D-1,LOS ALTOS,CALIFORNIA 94022 (415) 965-4717 REGULAR MEETING BOARD OF DIRECTORS AUGUST 24, 1983 MINUTES I. ROLL CALL Vice President Harry Turner called the meeting to order at 7:37 P.M. Members Present: Daniel Wendin, Edward Shelley, Harry Turner, Richard Bishop and Katherine Duffy Members Absent: Nonette Hanko Personnel Present: Herbert Grench, Del Woods, Jean Fiddes, James Boland, William Tannenbaum_,-Stanley Norton, Joyce Nicholas, and Emma Johnson. II. APPROVAL OF MINUTES July 27, 1983: Motion: E. Shelley moved the approval of the minutes of July 27, 1983. K. Duffy seconded the motion. The motion passed unanimously. III . WRITTEN COMMUNICATIONS E. Johnson stated the following written communications had been received: a letter dated July 29 from John Wild of Portola Valley stating the Windy Hill Loop Trail is beautiful and safe but suggesting it should be signed for intermediate riders, a letter from Hugh and Dorothy Kennedy of Portola Valley noting they had encountered unleashed dogs on the new Windy Hill Loop Trail and suggesting dogs not be allowed on preserves, a memo dated August 18 to all concerned persons from Barbara Wiesner and Nancy Jalonen concerning the historical value of the Hassler buildings , the question of the jeopardy of the Land and Water Grant funding, and the EIR. The writers suggested a meeting should be called under the leadership of the San Mateo County Board of Supervisors, letters from Harry Haeussler of Los Altos: his letter of August 11 asked to have definite answers on the road easement into Mt. Umunhum and whether the public will be able to use it and suggested that the buildings on Mt. Umunhum be demolished; letters dated August 19 taking exception to a comment regarding selection of a replacement for Barbara Green and the time allowed for public participation and input compared to time allotted to Board members, a letter from Barbara Green dated August 14 informing the Board of her resignation, effective that date, a telephone communication was received from Carl Knopf of Sunnyvale expressing his support of the District's dog program, a phone message from Gordon Jennings noting that he had received the agenda for the Special meeting only the day of the meeting (August 18) , that it was too late, that he wanted to have input into the meeting and felt the meeting was called in too much haste, and a letter dated August 22 from the City of Sunnyvale with the proposed Final Redevelop- ment Plan for the North Mary/Central Expressway Redevelopment Project. Meeting 83-21 page 2 K. Duffy clarified that the comment regarding time allotted to the public for input was "in a moment or two" public would be able to speak. H. Turner stated his intent to give the public full opportunity to be heard. K. Duffy, referring to Mr. Haeussler's letter regarding access to Mt. Umunhum, stated a definite answer to the question may not be possible but suggested staff prepare a report on the question at a future time. R. Bishop clarified that in the discussion regarding whether to appoint a new Director, in view of the fact Directors would interview each candidate for Ward 3 Director indi- vidually, the Board could make as good anappointment as the public who would not have that opportunity. IV. ADOPTION OF AGENDA With the unanimous consent of the Board, Vice President H. Turner added two agenda items: 0 ) Disbandment of the San Mateo County/Hassler Liaison Committee that he had appointed and (2) Discussion of Subscription Policy With Respect to Full Packets. The amended agenda was adopted by consensus V. ORAL COMMUNICATION Robert Fisse, Rt. 2, Box 402, La Honda, invited the Board, staff and members of the public to attend the South Skyline Association's Festival at Congress Springs Winery, September 11 from 10 A.M. to 5 P.M. VI. SPECIAL ORDERS OF THE DAY A. Volunteer Recognition H. Grench introduced Joyce Nicholas, Coordinator of Volunteer Programs who summarized memorandum M-83-99 dated August 18, 1983. She pointed out that volunteers on various projects have donated 6000 hours in the past two years in addition to the volunteer hours of docents. She named the volunteers who received Resolutions of Appre- ciation for their outstanding service to the District and extended apprecation to all volunteers for their efforts and assistance. H. Turner called a brief recess so that Board members could personally extend their appreciation to the volunteers present at the meeting. B. Resolution of Appreciation to Pierre Joske H. Grench reviewed memorandum M-83-100, citing Pierre as a very strong leader in the parks profession. He said Pierre will be entering private enterprise. Motion: R. Bishop moved the Board adopt Resolution 83-35, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Expressing Its Appreciation to Pierre Joske. E. Shelley seconded the motion. The motion passed unanimously. C. Resolution of Appreciation to Barbara Green H. Turner explained that Barbara Green resigned from the Board on August 14 and read portions of her letter of resignation. D. Wendin highlighted the Resolution of Appreciation to Barbara. Motion: D. Wendin moved that the Board adopt Resolution 83-36, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Ex- pressing its Deepest Appreciation to Barbara Green. K. Duffy seconded the motion. The motion passed unanimously. D. Disbandment of Hassler/San Mateo County Liaison Committee H. Turner stated the San Mateo County Board of Supervisors had requested that Board representatives meet with representatives of the Board of Supervisors regarding Hassler, and that he had appointed a committee when he was Acting President of the Board. Since he had not appointed the Committee members with the concurrence of the Board because of the timing, he suggested the present Committee be disbanded and that the elected President make appointments to the Committee with the Board 's concurrence. The Committee was disbanded with the Board's concurrence. i Meeting 83-21 page 3 E. Election of New Board President J. Fiddes reviewed memorandum M-83-94 dated August 16, 1983. She counted the votes cast by secret ballot by the Board and stated D. Wendin had four of the five votes. H. Turner declared him President. D. Wendin noted the Board needed to elect a Treasurer to replace him in that office. Motion: H. Turner moved that the Board unanimously elect K. Duffy as Treasurer. E. Shelley seconded the motion. The motion passed unanimously. VII. OLD BUSINESS WITH ACTION REQUESTED F. Discussion of the Charge of the San Mateo County Hassler Liaison Committee D. Wendin summarized memorandum M-83-102 dated August 24, 1983. He added that a meeting with representatives of San Mateo County Board of Supervisors had been held on August 22, 1983 and asked for reports from Committee member, K Duffy and H. Grench. K. Duffy noted that Supervisor Ward had (1 ) stated the Supervisors had a verbal commitment for a one year extension from San Francisco for removing demolition debris and intended to get a letter to that effect; (2) Supervisor Ward intended to seek authorization on September 6 from the Board of Supervisors to have staff con- tact Sacramento with the Arts Council 's proposal to try to save the Land and Water Conservation Fund grant, noting they will take the lead and asking for the District's Board to cooperate; (3) Mr. Koenig expects the analysis of the demolition application could take 2 to 3 months to determine if the District had complied with all the steps and if found to be weak in any areas would be asked to provide more information. (4) Mr. Ward had mentioned long term planning, operating and maintenance problems for the site if the Arts Council 's proposal goes through and hinted at possible help from the County regarding District concerns about expenses and risks. H. Grench stated his concurrence with K. Duffy's summary of the meeting. He added that until the Board changes its decision to proceed with demolition, staff will continue to work toward that goal . There was no disagreement expressed by Board members. Discussion centered on the role of the District in cooperating with the County, how much advocacy should be forth coming, and the implications of cooperating with the County as it requests a change in the State's ruling on the grant. E. Shelley noted that the possibility of losing the grant was not the only reason the Arts Council 's proposal was rejected by the Board. D. Wendin suggested the District cooperate with the County as a source of information but not be pro or con on the County position. H. Turner suggested that staff explain what has been done but avoid advocacy of change. R. Bishop suggested the District's role should be completely passive. K. Duffy stated the Board of Supervisors should have reports and minutes of the Board meeting at which the decision was made to demolish the buildings and that the District should have information from the Board of Super- visors ' meetings when they decided to support the Arts Council . She added that a Board Committee member should attend the September 6 Board of Supervisors meeting. D. Wendin said the new Committee members should review the report R-83-32 dated July 22, 1983 from the earlier Board Committee. He added that, in order to get all the issues before the County, the District must move forward with the demo- lition permit and that the new Board Committee should review staff's cover letter to assure it articulates the position of the Board. Motion: R. Bishop moved to direct staff to seek, with the cooperation of San Mateo County, an extension of time from San Francisco during which large trucks may be used in the demolition operation. H. Turner seconded the motion. The motion passed unanimously. Discussion: D. Wendin summarized the Board's discussion concerning the charge to the Committee: (1 ) to be the Board's voice in meeting with the Board of Supervisors and with the State and to return to the Board after the first meeting with the State for Board reaction and direction. Meeting 83-21 page 3 E. Election of New Board President J. Fiddes reviewed memorandum M-83-94 dated August 16, 1983. She counted the votes cast by secret ballot by the Board and stated D. Wendin had four of the five votes. H. Turner declared him President. D. Wendin noted the Board needed to elect a Treasurer to replace him in that office. Motion: H. Turner moved that the Board unanimously elect K. Duffy as Treasurer Meeting 83-21 page 4 (2) to review with staff what documents are appropriate or have been forwarded to the County, with a duplicate set available to the Committee. (3) to arrange to have a Committee member at the September 6 Board of Supervisors meeting, (4) to work with staff on a cover letter for the demolition permit application, (5) to request copies of the County' s resolutions and reports regarding the Hassler site. With the Board's concurrence, D. Wendin appointed H. Turner, K. Duffy (as one of the proponents of the Arts Council 's proposal ) , and himself as members of a San Mateo County Hassler Liaison Committee. He appointed R. Bishop as an alternate to represent the San Mateo County area of the District. Motion: E. Shelley moved the Board concur with the appointments. R. Bishop seconded the motion. Discussion: K. Duffy expressed reservations about N. Hanko's absence from the Committee because of her advocacy of the Arts Council 's pro- posals. After discussion, D. Wendin stated he will discuss the matter with N. Hanko and if she disagrees with the appointments, he will agendize a change in appointments at the next Board meeting. The motion passed unanimously. D. Woods introduced Pat Keller of Keller and Daseking, consultants preparing the plans and specifications for the demolition and for PCB and asbestos removal . Bids are due by September 12 and will be valid for 60 days. Mr. Keller stated PCB and asbestos removal does not need a permit from the Building Department. D. Wendin suggested that, whether or not a formal permit is required, the County should be notified. VIII . SPECIAL ORDERS OF THE DAY (continued) G. D. Wendin pointed out that the Secretary of the Board was absent, and a Secretary Pro-Tempore would have to be appointed. He appointed E. Shelley with the Board's concurrence. IX. OLD BUSINESS WITH ACTION REQUESTED (continued) H. Approval of Contractor to Complete Fire Protection System--Hassler Health Home Property D. Woods reviewed memorandum M-83-103 dated August 19, 1983, noting that the work was the third phase of a contract for which San Francisco had done contractor selection. Nonetheless, as a check on the bid by that contractor, which essentially held the original price, staff had contacted two other contractors, but they de- clined to bid because they felt they could not underbid J.X.C. Electric which had done the first two phases. Motion: H. Turner moved approval of hiring J.X.C. Electric to complete the fire protection system at the former Hassler Health Home property at a price not to exceed $13,000. E. Shelley seconded themotion. The motion passed unanimously. I. Final Adoption of the Long Ridge Open Space Preserve Use and Management Plan D. Woods summarized memorandum M-83-98 dated August 15, 1983, noting two points from the previous Board meeting had been incorporated into the current use and management plan recommendations. He pointed out that signs have been vandalized and removed, or CalTrans had removed them, and if they intend to replace the signs, staff would request "No Parking From Dusk to Dawn" if CalTrans can supply them. D. Wendin suggested the item be resubmitted at the next Board meeting, since there was confusion as to which signs were in place. R. Fisse expressed Meeting 83-21 page 5 his agreement on behalf of the South Skyline Association for a continuance since they had no chance to review the proposed change. D. Wendin suggested the item be readdressed to determine if the District should maintain status quo or try to get some signing. He requested that staff modify the report, include a map, and notify the Long Ridge mailing list of the agenda item. Motion: E. Shelley moved the Board continue the agenda item as it pertains to signing to the Board meeting of September 14. D. Wendin seconded the motion. Discussion: S. Ferguson, 707 Continental Circle, Mountain View, stated her opinion that there is confusion regarding parking in the area. The motion passed unanimously. J. Russian Ridge Open Space Preserve Use and Management Plan D. Woods reviewed report R-83-35 dated August 24, 1983. He illustrated the report with slides. Motion: E. Shelley moved the Board tentatively adopt the use and management plan for the Russian Ridge Open Space Preserve as contained in report R-83-35. K. Duffy seconded the motion. Discussion: R. Fisse stated the neighbors have no negative opinions on removing the buildings mentioned in the report. The motion passed unanimously. K. Revision of Authorized Signatories for District Accounts and Safe Deposit Box J. Fiddes reviewed memorandum M-83-93 dated August 15, 1983. Motion: R. Bishop moved adoption of Resolution 83-37, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Establishing Financial Instrument Signatories of the District for Santa Clara County. E. Shelley seconded the motion. The motion passed unanimously. Motion: R. Bishop moved adoption of Resolution 83-38, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Approving Certificate of Authority of Officers (First Interstate Bank) . E. Shelley seconded the motion. The motion passed unanimously. Motion: R. Bishop moved adoption of Resolution 83-39, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Authorizing Signing and Endorsing Checks and Other Instruments for Savings Account (First Interstate Bank of California - Los Altos) . H. Turner seconded the motion. The motion passed unanimously. Motion: R. Bishop moved adoption of Resolution 83-40, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Authorizing Signing and Endorsing Checks and Other Instruments for Checking Account (First Interstate Bank of California - Los Altos) . E. Shelley seconded the motion. The motion passed unanimously. Motion: R. Bishop moved adoption of Resolution 83-41 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Establishing Signatories for Entering Safe Deposit Box (First Interstate Bank of California - Los Altos) . E. Shelley seconded the motion. The motion passed unanimously. L. Bid Award for Monte Bello Road Project D. Woods, referring to memorandum M-83-97 dated August 16, 1983, stated the District advertised for bids in two newspapers and a trade journal in order to reach as many contractors as possible, and the only response received was from O'Grady Paving whose bid was $24,903. Because the Road Agreement had an estimated cost of $20,000, staff contacted all parties to the Agreement and it appears everyone agrees to Meeting 83-21 page 6 proceed with the one bid. The District's share of the cost will be $11 ,206. D. Woods asked for the Board's authorization to enter into a contract with O'Grady Paving. Motion: E. Shelley moved that the Board authorize staff to enter into a contract with O'Grady Paving at a price not to exceed $24,903. H. Turner seconded the motion. Discussion: K. Duffy expressed reservations concerning proceeding with just one bid. D. Woods stated staff had, in addition to advertising, telephoned contractors listed in the yellow pages. He added that going out for rebid would not have any advantages. D. Wendin noted that the bid was within the range of the estimate made by knowledgable people. The motion passed unanimously. M. Discussion of Subscription Policy H. Turner explained that a conflict exists between District policies and an individual 's request to subscribe to meeting packets . H. Grench stated that the Board had adopted policies on subscriptions to Board meeting agendas and minutes at a cost to cover mailing and reproduction of those materials. At that time the Board had discussed whether the full packet should be made available on the same basis and had decided it would not be available by subscription because of additional staff effort involved. He stated the Board needs to amend its policy if it wishes to make the full packet available on a subscription basis to the public. D. Wendin stated the Board's consensus that it is willing to change its policy and asked staff to return at a near meeting with a recommended amendment to the policy. D. Wendin suggested the Board also discuss providing packets to ex-Board members for a period of six months. X. INFORMATIONAL REPORTS H. Grench reported on security at the Hassler site. He noted there had been some mis- information and clarified that staff had not given Redwood City Fire Department permission to make a hole in the roof at Hassler. He added that Jim Zesch, Mountain View Councilman, had contacted him expressing his appre- ciation for the Board's support regarding the general aviation use of Moffett Field question. Mr. Zesch will have Mountain View staff send additional information to the Board. officially opened on August 22, and all materials are available at the District office. She noted that the nomination period closes September 16 at 5 P.M. She said press releases had been sent to newspapers, but only one article had been seen. K. Duffy suggested following up with papers to get more media space regarding the vacancy. XI. CLAIMS Motion: D. Wendin moved the approval of Revised Claims 83-16. R. Bishop seconded the motion. The motion passed unanimously. XII. ADJOURNMENT There being no need for Closed Session, the meeting adjourned at 10:13 P.M. Emma Johnson Secretary COR..RECTIONS TO MINUTES OF August 24 , 1983 6 . Approval of the August 24 D. Wendin Hated a line missing on page minutes was deferred until the line could be supplied-