HomeMy Public PortalAbout19860528 - Minutes - Board of Directors (BOD) Meeting 86-14
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MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
OLD MILL OFFICE CENTER,BUILDING C,SUITE 135
201 SAN ANTONIO CIRCLE,MOUNTAIN VIEW,CALIFORNIA 94040
(415)949-5500
REGULAR MEETING
BOARD OF DIRECTORS
MAY 28, 1986
MINUTES
I . ROLL CALL
President Edward Shelley called the meeting to order at 7 : 43 P.M.
Members Present: Katherine Duffy, Teena Henshaw, Edward Shelley , Harry
Turner, and Richard Bishop.
Members Absent: Daniel Wendin and Nonette Hanko.
Personnel Present: Herbert Grench , Craig Britton , David Hansen, Mary
Hale , Jean Fiddes , Stanley Norton, Michael Foster, David Camp, and Emma
Johnson.
II . APPROVAL OF MINUTES
A) May 7, 1986
Motion: R. Bishop moved that the Board approve the minutes of May 7 ,
1986 . E. Shelley seconded the motion. The motion passed
5 to 0 .
B) May 17 and 18, 1986
Motion: R. Bishop moved that the Board approve the minutes of May 17
and 18 , 1986. E. Shelley seconded the motion. The motion
passed 5 to 0.
III. WRITTEN COMMUNICATIONS
There were no written communications .
IV. ORAL COMMUNICATIONS
There were no oral communications .
V. ADOPTION OF AGENDA
E. Shelley stated that the agenda was adopted by Board consensus .
VI. BOARD BUSINESS
A. Second Reading of Approval for County to Construct Trail on the Fre-
mont Older Open Space Preserve (Memorandum M-86-61 dated May 23 ,
1986)
D . Hansen reported that construction had begun on the County portion
of the trail. H. Grench added that his May 15 letter of agreement
had not been signed yet since there is no Director for the County' s
Parks and Recreation Department at this time , but based on his con-
versation with C. Rockwell, an Engineer with the Parks Department,
Mr. Rockwell had no doubts about it being signed. So that the
volunteer project would not be held up, work might have to start on
the Preserve portion of the trail before the agreement was signed.
Some concern but no objection was expressed by Board members .
Motion: R. Bishop moved that the Board approve amending the Fremont
Older Open Space Preserve Use and Management Plan to allow
the County of Santa Clara to construct approximately one-
half mile of trail on the Preserve with the proviso that
Meeting 86-15 Page two
the County sign the letter of agreement and subject to the
conditions contained in Memorandum M-86-55 and as amended on
May 14 , 1986. K. Duffy seconded the motion. The motion
passed 5 to 0.
B. Final Adoption of the Interim Use and Management Plan for the Bullis
Property Addition to the Skyline Ridge Open Space Preserve (Memoran-
dum M-86-22 of May 23 , 1986)
D. Hansen reported that the present caretaker is remaining on the site
for a period of up to six months and that staff will return to the
Board with criteria for soliciting proposals for a long term occupant
within the next six months .
Motion: K. Duffy moved that the Board adopt the Interim Use and
Management Plan as contained in report R-86-23 , indicate
its intention to withhold the property from dedication, and
seek a one year temporary master tenancy lease as soon as
possible. T. Henshaw seconded the motion. The motion passed
5 to 0 .
C. Approval of Official Statement for 1986 Promissory Notes (Memorandum
M-86-58 of May 22 , 1986)
M. Foster stated that the May 21 due diligence meeting was held to
review all aspects of financing the notes, including setting the pro-
posed amount of the notes at $9 . 5 million, establishing repayment
dates and a five year call redemption possibility , and reviewing the
proposed underwriting fees . He noted that the Board, at this time ,
was only being asked to approve the Preliminary official Statement
and its distribution, adding that the Board would later be asked to
adopt a resolution authorizing the sale of the notes.
Motion; R. Bishop moved that the Board approve and authorize distri-
bution of the Preliminary Official Statement covering the
issuance of the 1986 Promissory Notes. T. Henshaw
seconded the motion. The motion passed 5 to 0.
D. Proposed Action Plan for the Implementation of the Basic Policy of
the Midpeninsula Regional Open Space District for 1986-1987 Fiscal
Year (Report R-86-30 of May 21, 1986)
H. Grench introduced the report noting that the Budget Committee had
met twelve times , and a significant amount of time had been spent
reviewing the proposed Action Plan for the Communications Program.
He said that a key project concerning development of a Good Neighbor
information and communications program had been added and that time
allocations of the program leader and secretary had been modified in
accordance with the Board' s request.
C. Britton reviewed his portion of the Action Plan and reported that
the Real Property Representative position had been filled on a
temporary basis. H. Grench said that he intended to authorize filling
of this position as a regular half-time position beginning July 1.
There were no objections expressed.
D. Hansen noted minor changes in the Open Space Management Program,
including the proposed reallocation of staff resources. H. Grench
added that the position upgrades and new positions have not been
approved by the Board and would not be considered as being approved
by the Board's approval of the Action Plan. He said that the Budget
Committee will make recommendations by early fall on the five year
staffing study and then authorization will be sought for the first year
meeting 86-15 Paae three
staffing changes. He said that staff and the Budget Committee felt
that the figures included in the budget for the first year accurately
reflected the funds needed to implement the staffing changes once
authorized by the Board.
M. Hale reviewed the Communications Program's proposed Action Plan
as contained in the report and discussed its budget implications.
R. Bishop asked if the postponement of the public event at Hassler
would defer Phase I of the Use and Management Plan for the Preserve.
D. Hansen replied that it would not and that the Use and Management
Plan for the site will be presented to the Board in June or July
for consideration.
Significant discussion followed R. Bishop' s feeling that time and
money should not be spent on revising the District' s graphic image
and Open Space newsletter format. E. Shelley and H. Turner supported
having designs presented to the Board at various stages of planning.
T. Henshaw stated her support for the proposed procedure in the Action
Plan. K. Duffy noted the Board had previously approved the concept
of potential changes in designs and format when it gave preliminary
approval to the Action Plan, and T. Henshaw added that the majority
of the Board voted to proceed with the preliminary design work.
E. Shelley suggested that more Board participation, including a pos-
sible workshop and proposed review stages, be included before any final
decisions were made on the graphic design or the newsletter. R. Bishop
said that he would like for staff to evaluate the need for the changes
in a report to the Board at the same time as the Action Plan is re-
turned to the Board for adoption.
E. Shelley stated that a plurality of the Board members present
requested that the key project under discussion be revised to include
more Board review and participation. H. Grench said staff would pre-
pare alternative language for Board consideration for key projects
three and four of the Public Affairs and Education Subprogram regarding
the format of Open Space and a new graphic identity based on the
Board' s discussion.
E. Presentation of Preliminary Budget for Fiscal Year 1986-1987 (Report
R-86-31 of May 23 , 1986)
H. Grench noted that the $38,000 shown in Table C in the Land Option
Fees category under the Communications Program should appear in the
Contract Services category for that Program and he added that the
total figures shown for these two categories need to be adjusted
accordingly.
H. Grench said that three key factors were reflected in the budget:
a strong acquisition program because of the new note issue , a signi-
ficant increase for site stewardship, and a large amount of funding
devoted to site development. He noted that the budget was being pre-
sented on an informational basis at this time and that staff would
return at the following meeting to request formal budget adoption.
C. Britton, D. Hansen, M. Hale, and J. Fiddes reviewed the proposed
budget figures for their programs .
Controller's Report on the Proposed Fiscal Year 1986-1987 Budget
(Memorandum M-86-56 of May 21 , 1986)
M. Foster reported that the District' s cash position would be adequate
to cover debt service, operating expenses, year-end reserve require-
ments and as much as $11 million of cash for land development and
acquisition with the anticipated revenues and proceeds from the new
note, issue. He said the District will have the capability of buying
$11.5 million ofland.
Meeting 86-15 Page four
Proposed Budget for 1986-1987 Fiscal Year (Memorandum M-86-60 of
May 22 , 1986)
T. Henshaw reviewed the Budget Committee' s report and asked the
Board to address and consider adoption of the Committee ' s recommen-
dations.
Motion: K. Duffy moved that the Board budget $1300 for a docent and
staff recognition event and $4000 for Salary Incentive
Awards plus $300 for related PERS contributions . T. Henshaw
seconded the motion. The motion passed 5 to 0.
Motion: E. Shelley moved that committeee member attendance at the
Budget, Legislative, Dog, Public Transportation, Santa Clara
County Parks Liaison (when formally meeting) , Land Acqui-
sition Policy, and Preservation 2020 Task Force (when
formally meeting) Committees be compensable. R. Bishop
seconded the motion. The motion passed 5 to 0 .
Motion: R. Bishop moved that the Bo.ard charge the Budget Committee
with completing its review and reporting back to the Board
by fall of the Five Year Staffing Study, the Three Year
Capital Improvement Program, and the Open Space Management
Budget Guidelines, or a substitute f cr the guidelines , and with
completing its review of staff' s study of District benefits ,
flexible benefit plan and total compensation, preceding pre-
sentation to the Board. K. Duffy seconded the motion. The
motion passed 5 to 0.
Motion: E. Shelley moved that the Budget Committee be charged with
presenting options concerning compensation for Board-appointed
staff. R. Bishop seconded the motion. The motion passed
5 to 0.
F. Consent for Assignment of Leases on Skyline Ridge Open Space Preserve
(Memorandum M-86-56 of May 21 , 1986)
C. Britton reported that the leases on Skyline Ridge Open Space
Preserve had been assigned to the Wasserman Family in 1983 and that
the family now has agreed to transfer all the leases to Ronald D.
and Lindsay Wasserman Emerson, the only family members that currently
occupy the site . Ike added that this assignment would reduce to six
the family members whose lives measure the length of the Family Com-
pound lease .
Motion : E. Shelley moved that the Board approve the assignment of
the "Family Compound" , "Grazing" , and "Woodward" leases to
Ronald Emerson and Lindsay Wasserman Emerson and authorize
the President of the Board to execute the Consent of Lessor
agreement. R. Bishop seconded the motion. The motion
passed 5 to 0 .
G. Calling of District Election and Requests for Consolidation of
Services (Memorandum M-86-57 of May 21 , 1986)
J. Fiddes reported that -voters in Wards 1, 2, 5 and 6 were scheduled
to elect Directors in November, and that costs are estimated at
$20 , 000 for the Santa Clara County wards and $13 ,000 for the San
Mateo County wards. She added that it may be possible to cancel a
District election in a ward where only a single candidate has filed
nomination papers and to appoint the nominee. , E . Shelley noted that
the Board had previously considered this option and that it was felt
it was important to have the candidate' s name on the ballot so that
citizens would know that District directors are elected positions.
Meeting 86-15 Page five
H. Turner stated that cancellation of an election in a single candi-
date ward would save the taxpayers ' money.
Motion: H. Turner moved that the Board change its Rules of Procedure
to give an option to the Board to appoint a sole candidate
rather than conduct an election.
Discussion: E. Shelley pointed out that the Registrar of
Voters has to know if a name will appear on the ballot and
that the Board cannot have that option. H. Grench added
that the Board could wait to consider the question after it
is determined whether there are any uncontested wards. He
said District Legal Counsel had not yet considered
whether the District could actually cancel an election.
The motion died for lack of a second.
Motion: R. Bishop moved that the Board adopt Resolution 86-29 , a
Resolution of the Board of Directors of the Midpeninsula
Regional Open Space District Calling Election and Requesting
Consolidation (Santa Clara County) . T. Henshaw seconded
the motion. The motion passed 5 to 0.
Motion: R. Bishop moved that the Board adopt Resolution 86-30, a
Resolution of the Board of Directors of the Midpeninsula
Regional Open Space District Calling Election and Requesting
Consolidation (San Mateo County) . H. Turner seconded the
motion. The motion passed 5 to 0 .
E. Shelley, T. Henshaw, and H. Turner subsequently stated that they
did not favor cancelling an election in a ward if there were only one
candidate .
H. Rescheduling of the June 25 Regular Meeting (Memorandum M-86-59 of
May 22 , 1986)
H. Grench noted that a quorum of the Board had not been anticipated
at the June 25 meeting and that the meeting had tentatively been
rescheduled to June 18. Although it now appeared a quorum would be
present, he recommended that the meeting still be rescheduled since
Board attendance would be better on June 18 than June 25 .
Motion: R. Bishop moved that the Board reschedule its Regular Meeting
of June 25 to June 18 , 1986 beginning at 7 :30 P .M. at the
District office . T. Hens-haw seconded the motion. The
motion passed 5 to 0 .
VII . INFORMATIONAL REPORTS
R. Bishop reported that, despite limited parking at Purisima Creek Open
Space Preserve, there were eleven cars at the site on Sunday, May 25 .
VIII . CLAIMS
Motion: E. Shelley moved the approval of Revised Claims 86-10 . K. Duffy
seconded the motion. The motion passed -5 to 0 .
IX. CLOSED SESSION
S. Norton announced that litigation matters to be discussed in Closed
Session fell under subdivision (b) (1) of Government Code Section 54956 . 9 .
The Board recessed to Closed Session at 9 : 50 P .M.
X. ADJOURNMENT
The Board reconvened to adjourn the meeting at 11 : 45 P.M.
E. Johnson
Secretary