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HomeMy Public PortalAbout19840613 - Minutes - Board of Directors (BOD) `feeting 84-15 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 DISTEL CIRCLE,SUITE D-1,LOS ALTOS,CALIFORNIA 94022 (415)965-4717 REGULAR MEETING BOARD OF DIRECTORS JUNE 13, 1984 MINUTES I. ROLL CALL President Daniel Wendin called the meeting to order at 7 : 36 P.M. Members Present: Daniel Wendin, Teena Henshaw, Edward Shelley, Harry Turner and Richard Bishop. Members Absent: Katherine Duffy and Nonette Hanko. Personnel Present:Herbert Grench, Charlotte MacDonald, Jean Fiddes, David Hansen, William Tannenbaum, Mary Lewis and Lea Brown. II. APPROVAL OF MINUTES Minutes of May 23, 1984 Motion: R. Bishop moved the approval of the minutes of May 23, 1984. E. Shelley seconded the motion. The motion passed 5 to 0. III. WRITTEN COMMUNICATIONS L. Brown stated the Board had received the following written communications : 1) a letter from Dr. and Mrs. Roman J. Oleynik of Los Altos dated June 13 saying they were opposed to any expansion of either the stable or parkins facilities at High Meadow; 2) a letter from Larry Faber, President of Palo Alto Horsemen for Trails Preservation dated June 7 recommending the existing High Meadow Stables be kept if possible; 3) a letter from Mildred Scranton, President Los Altos Trails Club dated June 8 stating the need is great for oell-run stables and that it would be a disservice to close the stable at High Meadow; 4) a letter from Joseph and Barbara Barrera dated June 12 stating that if High Meadow Stables is to remain open they would like : the size not to increase, water available on premises, hay delivery made directly to the ranch, and all horses to be loaded and unloaded at the ranch; 5) a letter from Dr. and Mrs. Geoffrey Bate of Los Altos Hills dated May 30 stating the following concerns about the Cho Property addition to Rancho San Antonio Open Space Preserve : size of the operation, traffic to and from the stables, provision of potable water to the stables and long term plans for the site; Herbert A.Grench,Genera!Manager Board of Directors:Katherine Duffy,Nonette G.Hanko,Teena Henshaw,Richard S.Bishop,Edward G.Shelley,Harry A.Turner,Daniel G.Wendin Meeting 84-15 Page two 6) a petition from the neighbors of the Ravensbury entrance to Rancho San Antonio Open Space Preserve received June 6 , 1984 indicating major concerns regarding High Meadows Stables including traffic engendered by the operation and fire hazards. Signers of the petition stated they would like to see : the operation limited to its present size , safeguards against the area being used for general open space parking, and water available on the premises in case of fire; 7) a letter from Harry H. Haeussler of Los Altos dated June 12 urging the District to retain the High Meadows boarding facility; and 3) a letter from Carolyn Lekberg, president of the Midpeninsula Trails Council enclosing and describing a survey of Rancho San Antonio Open Space Preserve. D. Wendin requested staff notify the individuals who wrote letters regarding High Meadow Stables that the Board had received their communication. IV. ADOPTION OF AGENDA H. Grench requested that two items be added to the agenda: Appointment of Secretary Pro Tempore and, to New Business with Action Requested after agenda item number nine , Calling of District Election and Requesting Consolidation Services. D. Wendin appointed R. Bishop Secretary Pro Tempore and added the election item with the Board ' s concurrence. H. Grench introduced Mary Lewis, the District' s new Accounting Specialist. V. ORAL COMMIUNICATIONS There were no oral communications. VI. OLD BUSINESS WITH ACTION REQUESTED A. Liaison with POST on the Skyline Ranch Project D. Wendin reviewed memorandum M-84-54 dated June 1, 1984 and pointed out the primary responsibility for monitoring the planning process for the Skyline Ranch Master Plan should remain with staff and the consultant. He recommended that he and H. Turner be authorized to continue to monitor the planning process in behalf of the Board. Motion: E. Shelley moved that the Board concur with the recommendation that D. Wendin and H. Turner continue to monitor the planning process and the consultant and staff make progress reports to the Board from time to time. R. Bishop seconded the motion. The motion passed 5 to 0. Page three Meeting 84-15 B. Final Adoption of the Use and Management Plan for Coal Creek Open Space Preserve D. Hansen summarized memorandum M-84-56 dated June 4 , 1984 and recommended the final adoption of the use and management plan for the Coal Creek Open Space Preserve . He stated he had received a letter from the Wexlers regarding a road maintenance agreement. Motion: D. Wendin moved that the Board adopt the use and management plan for the Coal Creek Open Space Preserve as contained in report R-84-25. H. Turner seconded the motion. The motion passed 5 to 0. C. Action Plan for Implementation of the Basic Policy of Midpeninsula Regional Open Space District-for1984-1985 Fiscal Year H. Grench,referring to report R-84-27 dated June 4 , 1984 ,stated there were no changes in the proposed 1984-1985 Action Plan except in the General Management and Program Support section. He said the change involved the conversion of the Accounting Specialist position from a full-time to a three-quarters time position. Motion: E. Shellev moved that the Board adopt the Action Plan for the Implementation of the Basic Policy of the Midpeninsula Regional Open Space District for 1984- 1985 Fiscal Year. R. Bishop seconded the motion. The motion passed 5 to 0. VII. NEW BUSINESS WITH ACTION REQUESTED A. Adoption of Preliminary Budget for Fiscal Year 1984-85 H. Grench introduced report R-84-30 dated June 7 , 1984 regarding the preliminary budget for fiscal year 1984-85. He said he was proposing an increase in the Open Space Management budget exceeding the Land Management budget guidelinesbecause of the increased number of sites, increased acreage, and increased visitor usage. He said staff would be requesting the addition of two Ranqers during the coming fiscal year. He noted there was less money in the New Land Commitments budget category for fiscal year 1984-85. W. Tannenbaum and C. MacDonald briefly reviewed the proposed budgets for their respective programs. D. Hansen reviewed the proposed budget for the Open Space Management Program noting that the program was suffering growing pains, that staff would be implementing a new Ranger deployment systemland that staff was requesting the addition of two new Ranger positions and the extension of the Ranger Aide Meeting 84-15 age four program. He stated that staffing in the Open Space Management Program would be studied during the coming fiscal year. H. Grench discussed the General Management and Program Support budget. He discussed the reasons he was recommending an increase in the General Manager' s purchasing authority to $10,000. M. Foster reviewed report R-84-28 dated June7, 1984 anc-1 stated the District will begin the new fiscal year with cash and short-term investments totaling $6. 7 million. He said he was recommending the District issue $2 million of bond anticipation notes, if market conditions permit, during the second quarter of the fiscal year. H. Turner presented the Budget Committee ' s reoort (report R-84-32 of June 8, 1984) noting that the Committee should continue teviewing the Open Space Management budget guidelines and propose revised guidelines for consideration. He reviewed the Committee ' s six recommendations on Paqe Three of the Committee ' s report including : 1. Adopting of the Preliminary Budget; 2. Requesting the General Manager to complete his preparation of proposed policies for memorials and memorial funds; 3. Directing the General Manager to consider the sale of tax- exempt bonds or bond anticipation notes during fiscal year 1984-85; 4. Encouraging the General Manager to complete the computer equipment procurement during the year; 5. Increasing the General Manager' s discretionary expenditure authority to $10, 000; and 6. Accepting the Committee ' s report regarding its evaluation of moderate increases in the Land Management Guideline-, and having the Board evaluate the tradeoff between the rate of increase of Land Management expenditures and the ultimate amount of open space that can be preserved and then consider substituting a new guideline in the place of the current one. Motion: E. Shelley moved that the Board adopt Resolution 84-28, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Adopting Preliminary Budget for Fiscal Year 1984-1985. R. Bishop seconded the motion. The motion passed 5 to 0. Motion: D. Wendin moved that the Board adopt recommendations two through five of the Budget Committee as contained on page three of their report. H. Turner seconded the motion. The motion passed 5 to 0. Motion: D. Wendin moved to amend the Budget Committee ' s charter con- cerning the Land Management Budget Guidelines to direct the Committee to recommend possible modifications to the Guide- lines. E. Shelley seconded the motion. The motion passed 5 to 0. Meeting 84-15 Page five B. Annual Claims List for 1984-1985 M. Foster reviewed report R-84-31 dated June 8 , 1984 and recommended approval of the Annual Claims List for the 1984- 85 fiscal year. He noted that it will be necessary to adopt a revised Annual Claims List at a later date to include salary increases for Board appointees, and that staff would prepare the large spread-sheet breakdown of the District' s debt service for the first meeting in July. Motion: D. Wendin moved that the Board adopt the Annual Claims List for the 1984-85 fiscal year. R. Bishop seconded the motion. The motion was passed 5 to 0. C. Progress Report and Authorization to Continue the Ranger Aide Program D. Hansen referred to memorandum M-84-59 dated June 7, 1984 and discussed the Ranger Aide program. He said staff felt the program had been a success. He recommended the continuation of the program for fiscal year 1934-85 and the approval of three part-time Ranger Aide positions at a cost of $17,250. E. Shelley questioned why staff was not recommending the program as a permanent one . D. Hansen responded that Open Space Management staffing needs would be studied during the 1984-85 fiscal year and the result of the study might impact the Ranger Aide program. Motion: E. Shelley moved that the Board approve the continuation of the Ranger Aide program for fiscal year 1984-35 and approve three part-time Ranger Aide positions at a cost of $17,250. R. Bishop seconded the motion. The motion passed 5 to 0. D. Acceptance of Insurance Bid H. Grench reviewed report R-84-29 dated June 7, 1984 and said the proposed insurance premiums from Flinn, Gray and Herterich were lower than for fiscal year 1983-84. He stated the total bid for the District' s coverage for 1984-85 was $19, 993 and recommended the acceptance of the bid from Flinn, Gray & Herterich, based on the quotations from INA,General Accident, Chubb, First State, and Chicago insurance companies, for the District' s insurance for 1984-85. Motion: R. Bishop moved that the Board accent the bid of $19, 993 from Flinn, Gray & Herterich, based on the quotations from INA (for property and liability coverage) , General Accident (for auto coverage), Chubb (for fidelity coverage) , First State (for difference in conditions coverage) and Chicago (for umbrella coverage) insurance companies, for the District' s insurance coverage for 1984-85. E. Shelley seconded the motion. The motion passed 5 to 0. Meeting 84-15 --ge six E. Appointment of Auditor for 1983-84 Fiscal Year M. Foster ,referring to memorandum M-84-55 dated June 4, 19841 said he had planned to change auditors this year, but because of the change in Accounting -Specialists he felt the switch should be postponed for a year. He recommended the Board appoint Deloitte , Haskins & Sells as the District' s auditors. Motion: H. Turner moved that the Board appoint Deloitte, Haskins & Sells as the District' s auditors for the fiscal year 1983-84. E. Shelley seconded the motion. The motion passed 5 to 0. F. Endorsement of State Acquisition of Cascade Ranch H. Grench, referring to memorandum M-84-57 dated June 13, 1984 , recommended the Board endorse the State' s acquisition of Cascade Ranch as a State park addition. He noted he had not received further information from the Trust for Public Land on the project. Motion: R. Bishop moved that the Board endorse the acquisition by the State of Cascade Ranch as a State park addition and authorize the President to sign the accompanying letter to the Director of Parks and Recreation, State of California with copies to State legislators re- presenting the District' s constituency. H. Turner seconded the motion. The motion passed 5 to 0. G. Calling District Election and Requesting Consolidation Services J. Fiddes reviewed memorandum M-84-61 dated June 13, 1984 regarding the upcoming election in Wards 3, 4 , and 7. She said it is necessary for the Board to call the election in the District for November 6 and request consolida- tion services from Santa Clara and San Mateo Counties. She reviewed Board' s policy regarding payment of candidate statements and number of words to be included in the state- ment. Motion: E. Shelley moved that the Board call a District election for November 6 , 1984 for Wards 3, 4, and 7. R. Bishop seconded the motion. The motion passed 5 to 0. Motion: E. Shelley moved that the Board adopt Resolution 84-29, a Resolution of the Board of Directors of Midpeninsula Regional Open Space District Calling Election and Requesting Consolidation (San Mateo County) . R. Bishop seconded the motion. The motion passed 5 to 0. Motion: E. Shelley moved that the Board adopt Resolution 84-30, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Calling Election and Requesting Consolidation (Santa Clara County) . H. Turner seconded the motion. The motion passed 5 to 0. Meeting 84-15 Page seven H) Cancellation of June 27 Regular Meeting H. Grench summarized memorandum M-84-58 dated June 13, 1984 recommending the cancellation of the June 27 Regular Board Meeting because there would not be a quorum of the Loard. Motion: E. Shelley moved that the Board cancel the Regular Meeting of the Board of Directors scheduled for Wednesday, June 27, 1984. R. Bishop seconded the motion. The motion passed 5 to 0. H. Grench stated that a quorum of the Board would not be attending the Special Districts Forum on June 15 and recommended the Special Meeting that had been set for that date be cancelled. Motion: R. Bishop moved that the Board cancel the Special Meeting scheduled for June 15. E. Shelley seconded the motion. The motion passed 5 to 0. VIII. INFORMATIONAL REPORTS D. Hansen,referring to memorandum PI-84-60 of June 8 in the packet, requested that the use and management review for Rancho San Antonio Open Space Preserve be moved to an August meeting in order to allow for the completion of the study on Preserve residences and the stable and that use and management review for Monte Bello be considered in July in its place. The Board did not object to the change. D. Hansen reported on the June 24 Fremont Older house tours, noting the tours were full and there was an extensive waiting list. M. Foster reported on the Santa Clara County pooled investment fund program. H. Grench reported on the People of Open Space meeting he had attended which concerned the Bay Area Green Belt Congress to be held in November. H. Grench described the tour he had had with City of Mountain View representatives of potential surplus sites suitable for the District office. He added that he talked with Glen Lyles regarding Mountain view' s management of Crittenden 1-larsh. K. Turner stated he had toured Thornewood to review progress that had been made on the restoration project and said the District should continue to monitor the project. Ix. CLAIMS Motion: D. Wendin moved that the Board approve Revised Claims 84-11 of June 13, 1984 . R. Bishop seconded the motion. The motion passed 5 to 0. Meeting 84--15 Page eight X. CLOSED SESSION The Board recessed to Closed Session on personnel, litigation, and land negotiation matters at 9 :45 P.M. XI. ADJOURNMENT The Board reconvened to adjourn at 11:20 P.M. Lea Brown Secretary