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