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HomeMy Public PortalAbout19840229 - Minutes - Board of Directors (BOD) Feting 84-5 3�Ah Kc MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 DISTEL CIRCLE,SUITE D-1,LOS ALTOS,CALIFORNIA 94022 (415)965-4717 SPECIAL MEETING BOARD OF DIRECTORS February 29, 1984 MINUTES I. ROLL CALL Harry Turner called the meeting to order at 7 : 38 P.M. Members Present: Katherine Duffy, Teena Henshaw, Nonette Hanko, Edward Shelley and Harry Turner Members Absent: Richard Bishop and Daniel Wendin Personnel Present: Herbert Grench, David Hansen, Charlotte MacDonald, Mary Gundert and Lea Brown. II. WORKSHOP ON THE SUBJECT OF DISTRICT PUBLICATIONS Following a five minute period for Board and staff members to examine the District' s brochures and other published materials for comparison with other agencies ' publications, C. MacDonald reviewed the staff Report R-83-11 of February 24, 1984 and distributed comparative information about the District' s publications program as it compares to the programs of several other public agencies. She asked the Board to note that the first printing of any published material is always more expensive than subsequent printings and discussed the All-Site Brochure and Openspace newsletter in terms of distribution procedures, costs, and contributions received, C. MacDonald stated that methods of distribution of the newsletter and brochure included library distribution centers, talks and presentations , city halls, Rangers, Docents, and our foyer, with emphasis on increasing circulation rather than limiting it. C. MacDonald informed the Board that through stronger appeals in Openspace for donations to the newsletter, contributions have increased; for example, between July 1 and February 29 $1407 has been donated toward Openspace H. Turner requested information on the purpose of Openspace. C. MacDonald stated that the purpose was to inform the public that the District exists, to let them know what the District is doing, and to help people feel they are a part of it. Herbert A.Grench,General Manager Board of Directors:Katherine Duffy,Nonette G.Hanko,Teena Henshaw,Richard S.Bishop,Edward G.Shelley,Harry A.Turner,Daniel G.Wendin 84-5 Page Two In answer to T. Kavanaugh' s statement that Openspace sometimes appears to be an "in-house" publication with picture stories about staff people instead of the land, C. MacDonald replied that the recent story about Land Management was to inform the public what our employees have to do with the preserves. K. Duffy complemented C. MacDonald on the treatment of the Hassler story and said she felt it was important not to avoid controversial issues in the newsletter. T. Henshaw suggested that the newsletter be sent to school offices because this is where a lot of new people come for information when they move into an area. C. MacDonald turned the discussion to the brochures and maps describing the individual preserves. D. Hansen stated that he felt the present format was good because the maps can be folded easily and put in pockets, and that he had gotten good feedback on the maps. He indicated it was not practical to collect donations for the maps at the preserves. He said his budget was $4000 for site brochures. M. Gundert stated that a lot of staff time is involved in first doing a map, but not so with the re-runs unless changes are in- volved. She said the first printing is usually 500 and that revisions based on feedback from the public were often made in the second printing. C. MacDonald compared the policies of the East Bay Regional Park District and Santa Clara County and San Mateo County Park Departments in charging for their brochure materials. H. Turner directed discussion to the question, "To What Extent Do We Want To Make Openspace or Other Publications Self-Supporting?" It was the Board members' consensus that the newsletter and All-Site Brochure continue to be sent without charge but that efforts to make them at least partially "self-supporting" be continued by inviting paid subscriptions and other contributions. N. Hanko suggested that an explanation of how to get to sites now being developed be published in next newsletter. H. Turner asked the Board to consider the second workshop question, "Does The Board Wish To Put An Upper Limit On The Distribution Of The Newsletter And/Or Other Brochures Published by The District?" H. Grench emphasized how 84-5 Page Three important the question was because of the budget for Openspace Newsletter. He said the goal this year was to increase reader- ship 50% without an increase in District costs, and that contributions so far covered a 50% increase in printing but not mailing costs. He asked the Board if they wanted to continue to operate on that kind of basis. H. Turner stated the Board members' consensus to continue in the present direction and that they desired expansion of readership of Openspace and broader dissemination of the All-Site Brochure. H. Turner also stated the consensus that staff should evaluate N. Hanko' s idea of disseminating some form of the All-Site Brochure as an insert in selected news- papers. H. Grench suggested this come back as an agenda item. H. Turner asked the Board members if they were generally satisfied with the appearance , quality and costs of the District' s current publications. There was agreement among the Board members that they were generally satisfied. H. Turner asked the Board members if they wanted to consider any different types of publications. N. Hanko suggested that more specific information be put on the map brochures re- garding the District and how information can be gotten from MROSD. H. Turner, E. Shelley, and T. Henshaw concurred with this general idea. III. BUS TOUR OF DISTRICT LANDS FOR PUBLIC OFFICIALS C. MacDonald distributed a summary of tentative plans for the bus tour and reviewed memorandum 83-139. Harry Turner volunteered to join C. MacDonald and R. Bishop on a Plarch 10 planning excursion for the tour. The Picchetti stop-over was discussed as desirable, but improbable, for the bus because of access problems. T. Henshaw suggested a stop at Windy Hill with an award presentation involving the Peninsula Open Space Trust. The consensus was that the date of the tour be May 12 with a back-up date of April 28. C. MacDonald asked the Board members to give their priority guest lists to her by March 7. In response to a question from T. Kavanaugh, C. MacDonald stated $700 had been budgeted for the bus tour expenses. IV. INFORMATIONAL REPORTS David Hansen announced the Windy Hill Open Space Preserve Development Project had been selected as the 1983 recipient of the Environmental Planning Award-Regional Park Category from the California Parks and Recreation Society. V. CLOSED SESSION The Board adjourned to closed session on land acquisition and litigation matters at 10 : 10 P .M. V1. ADJOURNMENT The Board reconvened to adjourn at 10: 30 P.M. Lea Brown Secretary