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HomeMy Public PortalAbout19850313 - Minutes - Board of Directors (BOD) Meeting 85-05 A% 6, e "Tc MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 DISTEL CIRCLE,SUITE D-1,LOS ALTOS,CALIFORNIA 94022 (415)965-4717 REGULAR MEETING BOARD OF DIRECTORS MARCH 13, 1985 MINUTES I. ROLL CALL President Harry Turner called the meeting to order at 7 : 35 P.M. Members Present: Katherine Duffy, Daniel Wendin, Teena Henshaw, Edward Shelley, Nonette Hanko and Harry Turner. Richard Bishop arrived at 7:40 P.M. Personnel Present: Herbert Grench, Craig Britton, David Hansen, Jean Fiddes, Stanley Norton, Charlotte MacDonald, William Tannenbaum, James Boland, Del Woods and Emma Johnson. APPROVAL OF MINUTES A. January 23 , 1985 Motion: E. Shelley moved the approval of the minutes of January 23 1985. T. Henshaw seconded the motion. The motion passed 5 5 to 0 with N. Hanko abstaining because she was Absent from the meeting. B. February 13 , 1985 Motion; E. Shelley moved the approval of the minutes of February 13, 1985. T. Henshaw seconded the motion. Discussion: Tom Kavanaugh, 1726 Spring Street, Mountain View noted that the minutes did not reflect under what rules and regulations the Board went into Closed Session and what the litigation matters were. H. Grench responded that the Code Section under which the litigation can be discussed has to be noted before Closed Session and that had been announced as the Hassler litiga- tion. He added that it may be appropriate to add the infor- mation to all minutes. E. Shelley and H. Turner agreed that the procedure would have merit. H. Turner stated the Board' s consensus that the minutes were amended to include the following information: The Board went into Closed Session to discuss the Hassler litigation. The amended minutes of February 13 were approved by a vote of 5 to 0, with D. Wendin abstaining because he was absent from the meeting. C. February 20, 1985 Motion: E. Shelley moved the approval of the minutes of February 20, 1985. T. Henshaw seconded the motion. Discussion: H. Turner noted that the minutes would require the same addition as did the minutes of February 13 , and stated the Board' s consensus that the minutes were amended to include the sentence, "The Board went into Closed Session to discuss the Hassler litigation. " . The minutes were approved as amended by a vote of 6 to 0. 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 Meeting 85-05 Page two D. February 27 , 1985 N. Hanko asked that the minutes be amended to change the words "could not" to "would not" (grant Mr. Boyden ' s request) in the last line of Paragraph 6 on Page 4. H. Turner confirmed that the change was appro- priate. Motion: E. Shelley moved the approval of the minutes of February 27 , 1985. T. Henshaw seconded the motion. The motion passed 7 to 0. II. WRITTEN COMMUNICATIONS E. Johnson stated the Board had received the following communications: a) a letter dated March 5 from George Norton, Attorney in Palo Alto, urging the District to withdraw the list of landowners that accompanies the master plan map overaly and to publish only names of property owners with whom the District intends to or has started to negotiate. He stated he would be happy to have his name on the list since nego- tiations had begun and that the Peters property should be on the list. He suggested that the District write to each person on the present list explaining that the District has no present intention to condemn any occupied home; b) a letter dated March 11 from Richard Bullis of La Honda, endorsing Mr. Norton ' s letter, including leaving the Norton and Peters/Bullis properties on the list since negotiations have been on-going. He expressed confusion about the District ' s choice for the route of the Skyline Trail; and c) a letter dated March 5 from Carlo Fowler of the law firm of Orrick, Herrington & Sutcliffe issuing a final opinion on the District' s issuance of Promissory Notes. H. Turner stated that response to the first two letters would be held in abeyance until the agenda item was discussed. III. ADOPTION OF AGENDA H. Turner stated that the agenda was adopted as presented by Board con- sensus IV. ORAL COMMUNICATIONS James Warren, 345 Swett Road, Woodside, argued against eminent domain proceedings and urged a joint committee of directors and citizens to draft a policy concerning condemnation. Artemis Ginzton, 28014 Natoma Road, Los Altos Hills, urged the Board to buy land only from willing sellers. Cren 1.5 June La Honda Road, told the Board that the use of eminent domain proceedings does not show concern and that the property owners feel uncertain about "what' s going to happen" to them. Leonard Korinec of Portola Park Heights; Sandra Touchatt, 3600 Longridge Road, La Honda; James Warren; William Obermeyer, Portola Heights; David Leason, Sunnyvale; and Carol Doose, 22400 Skyline Boulevard, La Honda each spoke to the Board about their concerns regarding the preserve users trespassing onto private property and using their access roads. Mrs. Touchatt stated her concern for hikers ' safety, dnd, ,requested that the topic be on a future agenda so the problem could be addressed. H. Turner stated he would like to see the conflict resolved and referred the matter to staff. Richard Bullis, Quinta Ranch, Star Route 2 , La Honda stated he had been unsuccessful in getting APN numbers and full names of the owners of the Meeting 85-05 Page three parcels on the Master Plan Map Overlay from District staff. District Counsel stated that the information is available from the County Assessors ' offices and that he had been researching the question of whether the Dis- trict equipment must be made available to the public . He said he didn' t understand why Mr. Bullis couldn't use the assessors ' public facilities. T. Kavanaugh told the Board that he wants to be notified if his property is discussed in Closed Session, and he asked that his name be removed from "the list" . Bill Sorich who lives near Devils Canyon said District ownership of Devils Canyon would be a liability to the District. VI. SPECIAL ORDERS OF THE DAY 1. Award of Purisima Creek Redwoods Open Space Preserve Development Grant (Memorandum M-85-44 of March 6, 1985) H. Grench announced that the State Department of Parks and Recreation had recommended to the Legislature that the District be awarded a $150, 000 grant for the development of Purisima Creek Redwoods Open Space Preserve. The project will provide two parking areas, improved trails, trails for the physically limited, and signing. H. Turner added that the project will be a cooperative effort with POST and San Mateo County. VII . OLD BUSINESS WITH ACTION REQUESTED 1. Election of New Board President and Possibly Other officers (Memorandum M-85-36 of March 6, 1985) H. Turner stated his previously announced resignation as Board Presi- dent would be effective at the present meeting. He noted that balloting would be by secret ballot. J. Fiddes counted the ballots for president that each Director submitted and announced that T. Ren- shaw had received 6 votes, and E. Shelley had received 1 vote. H. Turner said that the commitments that precluded him from carrying out the duties of president would not interfere with the duties of being vice president if he were elected to that office. After the Board voted for vice president, J. Fiddes announced that H. Turner had received 5 votes, R. Bishop had received 1 vote, and one member of the Board had abstained from voting. 2. Scheduling and Process for Future Discussion of Procedures Pursuant to SB 2216 and Policies Regarding Use of Eminent Domain (Memorandum M-85-47 of March 7, 1985) T. Henshaw noted that the Board was responding to public interest in , the District' s procedures pursuant to SB 2216 and in policies regarding use of eminent domain. Discussion centered on whether staff or the Board should establish the agenda for a future meeting to discuss the issues. N. Hanko stated that the Board should establish an agenda that clearly outlines the issues that should be discussed. R. Bishop said he felt the consensus of the Board was that it should try to formulate a set of policies to adopt for when power of eminent domain would be used and when it would not be used. He suggested a Board committee to propose a set of policies to be discussed at the meeting. D. Wendin suggested staff could gather materials for discussion so that it is a basis for a beginning. Meeting ;85-05 page four Motion: D. Wendin moved that staff prepare an agenda for discussion and that Board members be encouraged to provide input to staff within seven days. Discussion: N. Hanko stated her support of the motion if it included the question of annexations and use'�of lands outside District boundaries. D. Wendin concurred with N. Hanko' s suggestion. at-t CAha- 4-0 1 S . Robert Fisse, Star Route 2, La Honda, suggested a workshop to allow for public participation. C. Touchatt, Jim Warren, and Janet Schwind supported the suggestion. E. Shelley and R. Bishop stated their agreement, and R. Bishop added that it should take place prior to a formal meeting where policies would be adopted. The Board concurred that March 30 would be the best date for a workshop. After discussing meeting in the Skyline area, the Board and public agreed that a meeting place in Portola Valley or Woodside would best serve all concerned. Motion: D. Wendin withdrew his previous motion and moved that the Board schedule a workshop on March 30 in Portola Valley or central Woodside with an agenda prepared by staff to discuss eminent domain, Brown Act procedures, annexation, and acqui- sition of land outside District boundaries, with public input invited. H. Turner seconded the motion. The motion passed 7 to 0 . 3. Determination of Public Necessity for Proposed Dooley Property Addition to Coal Creek Open Space Preserve (Report R-85-22 of March 8 , 1985) D. Hansen noted that the Board had tabled a motion at its February 27 meeting to adopt a resolution of public necessity for acquiring the Dooley property until after staff had prepared more detailed maps and a more specific case for why the District should acquire the property. He defined on a large wall map the present and potential trail routes and the location of the property in relation to District lands . He noted that if a major trail corridor is not provided through the site, trail users would be required to follow the narrow, winding Page Mill Road in the area or take longer alternatives. Rosemary Dooley, 290 Leland Avenue, Palo Alto expressed her opinion that bicyclists would not have a better trail if it went through her property. Tom Dott, Page Mill Road agreed that bicyclists do not need a special trail through the property. Other members of the public echoed the same negative response to use of eminent domain to acquire the property. D. Wendin asked if any member of the public in attendance were in favor of the determination of public necessity. No one spoke in favor of the condemnation. He added that he did not favor this partic- ular eminent domain proceeding and stated his belief that an alternate way can be found to accommodate the public need without taking the property. Several Board members asked Ms. Dooley if some agreement could be reached to have an easement or a compromise on the trail route. Her response was negative. Motion: D. Wendin moved that the Board vote on the motion on the floor. T. Henshaw seconded the motion. The motion passed 6 to 1 . Meeting 85-05 Page five Discussion: Ms. Dooley asked if the Board could vote for condemnation in the future if it now voted not to condemn. S. Norton stated that the present Board could act for itself, but not for future Boards. J. Fiddes read the motion on the floor, a motion that the Board adopt Resolution 85-20, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Finding and Determining That the Public Interest and Necessity Require the Acquisition of Certain Properties for Public Use, to Wit, for Public Park, Recreation and Open Space Pur- poses Describing the Properties Necessary Therefore and Authorizing and Directing its Retained Legal Counsel to do Everything Necessary to Acquire All Interest Therein (Coal Creek Open Space Preserve - Dooley Property) . President Henshaw called for a roll call vote. The motion to adopt Resolution 85-20 failed on the following vote: AYES: E. Shelley and R. Bishop. NOES: K. Duffy, H. Turner, T. Henshaw, D. Wendin and N. Hanko. T. Henshaw called a recess at 10: 35 P.M. and reconvened the meeting at 10: 50 P.M. 4. Final Adoption of the Use and Management Plan for the Peninsula Open Space Trust, Lohr, Jenkins, and Guenther Property Additions to Skyline Ridge Open Space Preserve (Memorandum M-85-45 of March 6 , 1985) D. Hansen noted that the Board had delayed its final adoption of the Interim Use and Management Plan because of the length of time since the presentation of the original Interim Use and Management Plan. He stated there had been no additional public comments. Charles Touchatt and Carol Doose expressed concern about the road becoming a public trail. C. Britton stated that the road would be used for patrol and maintenance only, that it was not intended as a public trail. K. Duffy and E. Shelley assured the concerned homeowners of the area that the recommended Interim Use and Mangement Plan would merely maintain the status quo, that if there were any changes to the Use and Managemetn Plans, two public hearings would be required. E. Shelley noted there are no proposed trails or development for the property nor any intention to invite the public on the road. Sandra Touchatt stated that the public is given maps of the Preserve that shows an access through private property and asked what can be done to keep the public from trespassing on her property . K. Duffy stated that the District does install boundary signs . N• Hanko suggested delaying final approval until Board members had a chance to visit the property to see what the situation is and whether signs are properly placed. D. Wendin noted the property is part of the Skyline Ridge Open Space Preserve, not Long Ridge, and public access will be a question dis- cussed at the Skyline Ridge Master Plan hearing in two weeks. He suggested the issues be addressed as part of the Skyline Ridge Plan even though they are technically not part of the study area. R. Bishop suggested citizens concerned with signing and private property attend the Master Plan hearing and speak at that time. Meeting 85-05 Page six D. Hansen noted the three items on the Use and Management Plan: 1) place boundary signs to identify the property; 2) allow public access by either obtaining adjacent property owners ' permission or through current District property; and 3) become a part of the road agreement, contributing to the annual maintenance of the road. Motion: R. Bishop moved that the Board adopt the Interim Use and Management Plan for the Peninsula Open Space Trust, Lahr, Jenkins, and Guenther property additions to Skyline Ridge Open Space Preserve as contained in report R-84-24 and M-85-32 and to dedicate the District ' s interests in the property as public open space. E. Shelley seconded the motion. Discussion: C. Doose asked if the property now includes hiking and equestrian trails in the Use and Management Plan. D. Wendin clarified that for new acquisitions an interim use and management plan is established that maintains the status quo, except for safety issues. He continued that every property has trails -- informal deer trails, footpaths , logging roads, etc. and that an indication of trails does not mean the District will build or maintain them as hiking trails. D. Wendin suggested that road use and how notice is given to keep people off the road are issues that need to be addressed at a later date. Motion: D. Wendin moved to continue the motion on the floor so that it can be considered as part of the Skyline Ridge Master Plan process. H. Turner seconded the motion. Discussion: D. Wendin confirmed that while the public access question would be considered at the same time as the 2M Associates ' plan, it would not be considered by the consultants and that staff will have to address the issue of the linkage and, if possible, recommend what should be done. The motion to continue failed by a vote of 4 to 3 . Discussion: C. Doose asked for the meaning of dedication, asking whether it meant the District is unable to sell , trade or do something else with the property. D. Wendin confirmed her understanding with the exception that the District can trade up to 10 acres of dedicated land per year for other land. The motion on the floor passed by a vote of 5 to 2 . 5. Experimental Dog Program - Second Reading (Memorandum M-85-48 of March 7, 1985 D. Hansen noted that the Board had approved allowing additional dog tracking events at Fremont Older and Russian Ridge Open Space Pre- serves and had agreed to continue the experiment on three sites for one more year, with the program at Fremont Older contingent upon there being a decline in off-leash problems. He added that the Board had approved opening a portion of Long Ridge for one year and that staff will meet with the neighbors to discuss cooperation in the pro- gram. He anticipated the program at Long Ridge would begin in approximately two months. Motion: H. Turner moved to continue the dog experiment on three current sites and the one additional site for one year, directing staff to start the Long Ridge program only after adequate signing, noticing and preparation of the baseline Meeting 85-05 Page seven data is accomplished, and to allow dog tracking activities continued at Fremont Older and Russian Ridge Open Space Preserves as outlined in the motion of February 17 . R. Bishop seconded the motion. The motion passed 7 to 0. 6. District Lease of Portion of San Mateo County Baylands Reserve from State Lands Commission (Memorandum M-85-46 of March 7 , 1985) C. Britton explained that the District can lease at no cost for 49 years approximately 99 acres south of Dumbarton Bridge. He reviewed the Interim Use and Management Plan for the site and added that the area would be named an. addition to the San Mateo County Baylands Reserve. Motion: H. Turner moved to adopt Resolution 85-21, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Authorizing Acceptance of Lease, Authorizing Officer to Execute Lease on Behalf of District, and Authorizing General Manager to Execute Any and All Other Documents Necessary to Closing of the Transaction (San Mateo County Baylands Reserve - Lands of the State of California, State Lands Commission) . He continued his motion for tentative adoption of the Use and Management Plan recommendations contained in the staff report, including naming the property an addition to the San Mateo County Baylands Reserve, and stating the Board ' s intention to dedicate the leasehold interest in the property as public open space. D. Wendin seconded the motion. Discussion: T. Kavanaugh stated his understanding that the parcel is in Menlo Park, not in San Mateo County. He also asked if Leslie Salt had done the work on the levee. C. Britton stated that CalTrans had done the work. To Mr. Kavanaugh' s question regarding whether District would allow fishing from the levee, H. Grench said staff will look into it as part of the regular Use and Management Plan. The motion passed 7 to 0. President T. Henshaw stated the Board ' s concurrence to continue agenda items 8 through 11 (Preliminary Action Plan for the Implementation of the Basic Policy for Fiscal Year 1985-1986; Interim Report on Search for Permanent Office Headquarters; Use and Management Plan Review for Windy Hill Open Space Preserve; Los Trancos Use and Management Plan Review; and Special District Management Institute Report) . VIII . NEW BUSINESS WITH ACTION REQUESTED 1. Proposed Nolte Property Addition to Russian Ridge Open Space Preserve (Report R-85-20 of March 5 , 1985) C. Britton stated the District had been offered the 160 acre parcel adjacent to Russian Ridge Open Space Preserve. He said access is along a private road off Alpine Road. He stated the purchase price will be $450, 000 and would be the first purchase made from the pro- ceeds of the District' s 1985 note issue. D. Hansen reviewed the use and management recommendations which included continuing the grazing lease, opening the site to hikers and equestrains, installing preserve boundary signs, discing and seeding, removing hazardous remnants of an old barn, and restoring the site to a natural area. R. Bullis asked if the road would become a trial . C. Britton responded that the District' s rights on the road are not known at this time and the question would have to be researched to determine if the Distrit has rights for a trail on the road. Meeting 85-05 Page eight R. Bullis stated he had a letter to the District dated March 3 , acquainting the Board with the fact of an unrecorded easement. He asked that C. Britton meet with his engineer to resolve the issue. C. Britton noted that when the property purchase was being negotiated, he had talked with Mr. Nolte about the verbal agreement that had been made and stated that it would be in the District ' s best interest to have a road that would be minimally disturbing to the landscape, but an agreeable alignment might not be the ideal alignment from the owners point of view. Motion: D. Wendin moved that the Board adopt Resolution 85-22 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Authorizing Acceptance of Agreement to Purchase Real Property, Authorizing Officer to Execute Certificate of Acceptance of Grant to District, and Authorizing General Manager to Execute Any and All Other Documents Necessary to Closing of the Transaction (Russian Ridge Open Space Preserve - Nolte Property) . N. Hanko seconded the motion. The motion passed 7 to 0. Motion: D. Wendin moved that the Board tentatively adopt the interim use and management plan recommendations contained in report R-85-20, name the property as an addition to the Russian Ridge Open Space Preserve and indicate its intention to dedicate the property as public open space. N. Hanko seconded the motion. The motion passed 7 to 0. 2. Proposed Annexation of Nolte Property Addition to Russian Ridge Open Space Preserve (Memorandum M-85-37 dated March 4 , 19T-5) H. Grench noted the property is within the District' s Sphere of Influence and contiguous to, but just outside, the District' s boundary. He said annexation to the District would obviate potential challenge to the enforceability of District ordinances and would place District- owned land within District boundaries. He added that the annexation would be with the consent of the Noltes, and that, if LAFCO approves the annexation, the matter will be before the Board for a hearing and a final decision. Motion: D. Wendin moved that the Board adopt Resolution 85-23 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Requesting Initiation of Annexa- tion Procedures by the Santa Clara County Local Agency Formation Commission (Russian Ridge Addition - 1985) . H. Turner seconded the motion. The motion passed 7 to 0. 3. Revision of Authorized Signatories for District Accounts and Safe Deposit Boxes (Memorandum M-85-31 dated March 4 , 1985 J. Fiddes explained that it is necessary to revise the signatories on District accounts following the election of new Board officers. Motion: D. Wendin moved that the Board adopt Resolution 85-24, a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Establishing Financial Instru- ment Signatories of the District for Santa Clara County Accounts. T. Henshaw seconded the motion. The motion passed 7 to 0 . Motion: D. Wendin moved that the Board adopt Resolution 85-25 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Approving Certificate of Authority of officers (First Interstate Bank of California) . Meeting 85-05 Page nine T. Henshaw seconded the motion. The motion passed 7 to 0. Motion: D. Wendin moved that the Board adopt Resolution 85-26, a Reso- lution 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) . T. Henshaw seconded the motion. The motion passed 7 to 0. Motion: D. Wendin moved that the Board adopt Resolution 85-27 , 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) . T. Henshaw seconded the motion. The motion passed 7 to 0 . Motion: D. Wendin moved that the Board adopt Resolution 85-28 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Establishing Signatories for Entering Safe Deposit Boxes (First Interstate Bank of Cali- fornia - Los Altos) . T. Henshaw seconded the motion. The motion passed 7 to 0. 4. Location of March 27 Regular Meeting (Memorandum M-85-41 of March 4 , 1984) H. Grench recommended that the March 27 Board Meeting be limited to presentation of the Skyline Ridge Master Plan as prepared by 2M Asso- ciates. He said that a large public attendance is anticipated. Motion: D. Wendin moved that the Board cancel its Regular Meeting of March 27 , 1985 and schedule a Special Meeting at 7 :30 P.M. at the Mountain View Adobe Building at 157 Moffett Boulevard for the purpose of reviewing the draft Master Plan for the Skyline Ridge Open Space Preserve and consideration of the claims list. N. Hanko seconded the motion. The motion passed 7 to 0. 5. Scheduling of Special Meeting (Memorandum M-85-40 of March 4 , 1985) H. Grench explained the present meeting could be finished in one of several ways : it could be continued to another date, a special meeting could be scheduled, or the agenda items could be put-off until April 10. Motion: R. Bishop moved that the Board continue meeting 85-05 to 7 : 30 P.M. March 20 to consider agenda items 8 , 9, 10, and 11 along with Oral Communications and any other agenda items that may be added. N. Hanko seconded the motion. The motion passed 7 to 0. IX. INFORMATIONAL REPORTS D. Hansen reported the demolition at the former Bachtold property had been completed, a contract had been signed to remove material from Coal Creek Open Space Preserve in April, and the Los Altos Fire Department would conduct a practice burn using the small structure at Rancho San Antonio Open Space Preserve. X. CLAIMS D. Wendin asked for an explanation on Claims No. 8098 . C. Britton responded that Legal Counsel had stated that, since the amount was a contractual obligation, payment only required Board approval of the claim. Motion: D. Wendin moved the approval of revised claims 85-05. T. Henshaw seconded the motion. The motion passed 7 to 0. Meeting 85-05 Page ten XI . CLOSED SESSION S. Norton announced that the discussion in closed session would be on the Hassler law suit and one or two items covered under Government Code Section 54956. 9, subdivision b-1 . The Board convened to Closed Session at 12 : 01 P.M. XII . ADJOURNMENT The Board reconvened to Public Session to announce that the Closed Session would be continued to Wednesday, March 20, 1985. The Board adjourned at 1: 15 A.M. Thursday, March 14, 1985. Emma Johnson Secretary CORK IONS TO THE MINUTES OF M*H 13 , 1985 APPROVAL OF MINUTES A. March 13 , 1985 T. Henshaw stated the motion to approve the minutes of March 13 had been tabled to allow members of the public to submit written statements to the Board for review and consideration. She said statements were to be submitted if members of the public felt their statements made at the March 13 meeting had been inaccurately reflected in the minutes. No written statements were submitted for the Board' s review and consideration. Motion : E. Shelley moved the Board consider the approval of the March 13 minutes. K. Duffy seconded the motion. Discussion: N. Hanko noted she had requested at the previous meeting that the word "use" be changed to "acquisition" on page 4 , paragraph 2. The motion to approve the minutes passed 6 to 0. Meeting 85-05 Continued) Arm MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 DISTEL CIRCLE,SUITE D-1,LOS ALTOS,CALIFORNIA 94022 (415)965-4717 CONTINUED REGULAR MEETING OF MARCH 13 , 1985 BOARD OF DIRECTORS MARCH 20 , 1985 MINUTES I . ROLL CALL President Teena Henshaw called the Continued Regular Meeting of March 13 , 1985 to order at 7 : 38 P.M. on Wednesday, March 20 , 1985 at the District office, 375 Distel Circle, Suite D-1 , Los Altos , California, Members Present: Katherine Duffy, Daniel Wendin, Teena Henshaw, Harry Turner, and Richard Bishop. Members Absent: Edward Shelley and Nonette Hanko. Personnel Present: Herbert Grench, Craig Britton, David Hansen, Charlotte MacDonald, Jean Fiddes , Del Woods, and Stanley Norton. II. ORAL COMMUNICATIONS There were no oral communications. III . OLD BUSINESS WITH ACTION REQUESTED A. Preliminary Action Plan for the Implementation of the Basic Policy for Fiscal Year 1985-1986 (Memorandum M-85-43 of March 1 , 1985 and Report R-85-16 of February 16 , 1985) H. Grench introduced the staff report, and C. Britton, D. Hansen, and C. MacDonald provided a brief overview of their respective pro- grams . D. Hansen referred the Board to the new 1985-1986 Key Project and Activity in the Operations, Maintenance and Volunteer Subprogram concerning the experimental dog program. H. Grench reviewed the material for the General Management and Program Support Section. The Board concurred on the following changes in the proposed Action Plan during the discussion: 1) Nego- tiations Subprogram - Fourth Other Typical Projects and Activity - include the words "in accordance with Board policy" at the end of the sentence concerning eminent domain proceedings; and 2) Public Participation and Education Subprogram - Fifth Key Project and Activity - change the word "try" to "initiate" . Discussion points during the review of the preliminary Action Plan included the revision of the District's Master Plan, a request from K. Duffy for periodic reports on the activities of the Trail Information and Volunteer Center, and the scope of the "handout stations" pilot program in the Public Communications Program. Motion: H. Turner moved that the Board adopt the Preliminary Action Plan for the 1985-1986 fiscal year as contained in the staff reports and modified during the meeting. R. Bishop seconded the motion. The motion passed 5 to 0 . 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 Meeting 85-05 (Continu , Page 2 B. Interim Report on Search for Permanent District Office Space Headquarters (Report R-85-21 of March 8 , 1985) C. Britton reviewed the previous action taken by the Board relative to the question of purchasing rather than leasing a permanent Dis- trict office site. He noted that he had attached the minutes from the April 11 , 1984 Board meeting and added that staff was proposing a modification in the recommendations that had been presented to the Board at the February 8 Board meeting. He stated that, on a first priority basis , staff was recommending that they pursue the purchase of the City of Mountain View site, noting staff would re- turn to the Board with progress reports and necessary hiring of con- sultants if any contract were to exceed $10 ,000 . He said that staff was also proposing to negotiate a lease with option to purchase for the Imperial Savings location which staff was hoping to secure as an interim office location. R. Bishop stated that the Board had not yet made a decision on whether the District should continue to rent or buy a piece of land and con- struct a building. He stated this was an important policy decision for the Board to make because of the costs involved, both in terms of dollars and staff time. Discussion focused on the Board' s prior action regarding the question of buying versus leasing, and there was Board consensus that no decision to buy land and build an office facility had been made. D. Wendin stated that he felt staff should proceed with having an appraisal done for the Mountain View site and with the hiring of a consultant to prepare a plan and estimate costs for constructing a building on the site, noting that, with this information, the Board would have some concrete cost information with which to address the question of buying versus leasing. In response to a question from H. Grench, the Board indicated that cost estimates could be provided by experts in the field as opposed to having detailed studies and appraisals done. Motion: D. Wendin moved that the Board continue items one, two, and four in report R-85-21 and ask staff to return at an early date with a financial analysis of construction of facility on the Mountain View site, including financing alternatives. R. Bishop seconded the motion. Discussion: H. Turner requested that staff also address the question of staff time involved and how this use of staff time would impact the District' s programs. R. Bishop noted cost estimates should include the costs of a staff person who would be responsible for inspection during the con- struction of a building. In response to a question from C. Britton, D. Wendin stated that he was expecting staff to return with an updated version of the alternatives con- tained in the April 5 , 1984 report, specific to the Mountain View site and including the alternative of leasing. The motion passed 5 to 0 . Motion: D. Wendin moved approval of item three of the staff report concerning the Imperial Savings site as a rental with an attempt to obtain an option to purchase. H. Turner seconded the motion. The motion passed 5 to 0 . Meeting 85-05 (Continued) Page 3 C. Use and Management Plan for Windy Hill Open Space Preserve (Report R-85-19 of March 5 , 1985) D. Hansen introduced the staff report and noted that the acquisition date for the former Martin property should be changed to December 28 , 1984 . D. Woods showed a series of slides to illustrate the report' s major points. He noted that because of the popularity of the Preserve, there is an increasing traffic problem associated with the spread-out parking patterns along Skyline Boulevard. Discussion centered on the trail that was to utilize the former Bachtold property, soaring activities on the Preserve, and the limited amount of parking currently available on Alpine Road. Motion: H. Turner moved that the Board tentatively adopt the revised Use and Management Plan recommendations contained in the staff report for the Windy Hill Open Space Preserve. R. Bishop seconded the motion. The motion passed 5 to 0 . D. Los Trancos Open Space Preserve Use and Management Plan (Report R-85-18 of March 7 , 1985) D. Woods showed slides to illustrate various points made in the staff report. He noted that an existing Use and Management recommendation concerning the Preserve ' s brochure should be included on Page Three of the report, adding that the recommendation stated that the site brochure should be updated to reflect the connecting trails when they are complete. K. Duffy stated that the trail leading from the parking area to Station One was rough and meandering and questioned whether staff had any plans to improve it and/or better define it with logs. D. Woods stated he would review this portion of the trail . He also stated that staff planned to define better the portion of the trail near the knoll that had been reseeded. Motion: H. Turner moved that the Board tentatively adopt the revised Use and Management Plan for the Los Trancos Open Space Pre- serve as contained in the staff report. R. Bishop seconded the motion. The motion passed 5 to 0 . IV. OLD BUSINESS WITH NO ACTION REQUESTED A. Special District Management Institute Report T. Henshaw reported on the Special District Management Institute she had recently attended and urged other Board members to attend future institutes. She stated that the three directors from the East Bay Regional Park District had extended an invitation for a social get-together in the future. D. Wendin requested that staff look into the telephone cable on the ground on the former Stallings property. S. Norton stated that the litigation matters to be discussed during Closed Session were Hassler and some items covered under Government Code Section 54956 . 9 , Subdivision b-1 . V. CLOSED SESSION The Board recessed to Closed Session at 9 : 05 P.M. VI . ADJOURNMENT The Board reconvened to public session at 10 : 43 P.M. to announce that a Closed Session for the purpose of discussing litigation matters would be held at the conclusion of the March 27 Special Meeting. The Board then adjourned the Continued Regular Meeting of March 13 , 1985 . Jean H. Fiddes District Clerk