Loading...
HomeMy Public PortalAbout19870603 - Minutes - Board of Directors (BOD) V Meeting 87-13 Poi 0 mmnr MIDPENINSULA REGIONAL OPEN SPACE DISTRICT SPECIAL MEETING BOARD OF DIRECTORS JUNE 3 , 1987 MINUTES I. ROLL CALL President Richard Bishop called the meeting to order at 7 :02 P.M. Members Present: Katherine Duffy, Richard Bishop, Edward Shelley, Daniel Wendin , and Teena Henshaw. Members Absent: Nonette Hanko and Gerry Andeen. Personnel Present: Herbert Grench, Craig Britton, David Hansen, Jean Fiddes , Mary Hale, Michael Foster, James Boland, Del Woods , Dennis Danielson, David Sanguinetti, David Camp, Mary Gundert , and Emma Johnson. II . CLOSED SESSION The Board recessed to Closed Session to conduct the performance evalua- tion for the District' s Controller, M. Foster. The Board reconvened at 7 : 35 P.M. III. APPROVAL OF MINUTES May 13 , 1987 Motion: T. Henshaw moved that the Board approve the minutes of May 13 , 1987 . K. Duffy seconded the motion. The motion passed 4 to 0 , with E. Shelley abstaining because he was absent from the meeting. May 20 , 1987 Motion: D. Wendin moved that the Board approve the minutes of May 20 , 1987. E. Shelley seconded the motion. The motion passed 5 to 0 . IV. WRITTEN COMMUNICATIONS E. Johnson reported that the Board had received the following written communications : 1) a letter dated May 20 , 1987 from Jim Pellegrin, 15804 Longwood Drive, Los Gatos requesting that the Board consider acquiring 49 acres of available open space land in Saratoga;, 2) a letter dated May 6 , 1987 from Jim Warren, 345 Swett Road, Woodside calling the District ' s attention to low-flying aircraft in the Skyline area; 3) a letter dated May 10 , 1987 from Dick Mallory of Cupertino, W.J. Levey of Sunnyvale , Thomasene Dutton of Cupertino, and another individual (name illegible) from Sunnyvale urging the District to keep Rancho San Antonio Preserve more primitive than it is becoming ; and 4) a letter dated April 21 , inadvertently 'Omitted from the previous meeting's Written Communications , from Bob Fisse , Star Route 2 , Box 402 , La Honda, regarding the Brown Act. R. Bishop noted that Mr. Fisse had attended the previous meeting and that a letter explaining the oversight had been sent him. Meeting 87-13 Page two R. Bishop requested that staff send the proposed reply to Mr. Pellegrin. K. Duffy said she had talked with the Director of the Saratoga Community Gardens regarding the property referred to in Mr. Pellegrin's letter and requested that a copy of the response to him be sent to that person as well. D. Hansen noted that there had been no complaints about low flying air- craft from preserve users, and that Rangers have not been aware of any problems. R. Bishop requested that J. Warren's letter be acknowledged by staff. R. Bishop requested that staff acknowledge the letter regarding Rancho San Antonio and that the individuals be encouraged to participate in the planning process for the site when it is on the Board' s meeting agenda. D. Woods reported that the individuals who had signed the letter had been invited to attend the Trails Council meeting at which Rancho San Antonio was to be discussed. V. ORAL COMMUNICATIONS Jobst Brandt, 351 Middlefield, Palo Alto called the Board' s attention to what he felt were poor conditions of trails in lower Purisima Creek Preserve because of the intense use by equestrians, especially on a loop trail into the Preserve from a nearby stable. D. Hansen responded that staff had met with the owner of Rancho Canada Verde Stables in May ..to discuss the possibility of rerouting the horse traffic off Purisima Creek Road. They expressed a willingness to volunteer time and labor in trail repairs . E. Shelley asked if there is a District policy regarding use of District lands by nearby commercial entities. D. Hansen responded that there is none, but staff plans to consider it. D. Woods added that Garrod stables have participated in maintaining trails that their members use . VI . BOARD BUSINESS A. Comprehensive Use and Management Plan Review for Los Trancos Open Space Preserve (Report R-87-80 of May 26 , 1987) D. Hansen said that the Preserve continues to be well used and is one of the most popular District preserves . He said staff recommends using a pedestrian traffic counter to get more accurate visitor use information. He said additional recommendations include rerouting a section of the earthquake trail and closing the trail to bicycle traffic; con- struction of a connecting trail between the Page Mill Trail and Palo Alto Foothills Park; reseeding certain areas ; and trimming eucalyptus trees along a portion of the Page Mill Road boundary. D. Hansen added that staff will investigate the possibility of the District' s gate being on neighboring property and relocate the gate if necessary. D. Woods showed slides illustrating the areas where rerouting and reseeding are proposed, where boundary questions have arisen, and the eucalyptus trees that require trimming. D. Woods also noted that numbers six through nine in the Special Projects and Maintenance section of Attachment Two should have been in the Projected Fiscal Year 1987-1988 columns. R. Bishop suggested that directional signs be posted to educate bikers as to permissible trails and convenient parking. Meeting 87-13 Page three Motion: E. Shelley moved that the Board tentatively adopt the Revised Use and Management Plan for Los Trancos Open Space Preserve contained in the staff report. T. Henshaw seconded the motion. The motion passed 5 to 0 . B. Presentation of Preliminary Budget for Fiscal Year 1987-1988 a) General Manager' s Report (Report R-87-79 of May 26 , 1987) H. Grench noted that the proposed budget was being presented as an informational item at this time and that staff would return to request formal budget adoption on June 10 . He said key elements are a continued strong acquisition program, increased level of site stewardship, continuation of public access improvements, and increased public . communications related to increases in public aware- ness of the District. C. Britton reviewed the Open Space Acquisition budget, noting that new revenues for acquisition are budgeted at $2 . 95 million, excluding any new note issues in fiscal year 1987-1988 and carryover of re- serves, with expenses related to acquisition such as appraisals, escrow and legal fees , and site engineering budgeted at $83 ,000 . He said that debt service is budgeted at $3 . 4 million and that other expenditures for the Program total $356 , 750. He said the Enterprise Subprogram's 1987-1988 proposed budget is $28 ,600. D. Hansen said the Open Space Management Program's budget reflects resolution of pending issues , pushing for completion of existing capital improvement projects , and increased resource protection. He said the total Open Space Management Program budget reflects a $4,000 increase over the 1986-1987 expenditures . He said the pro- posed budget falls within the long-range projections formulated by staff, is consistent with the Controller's long range financial projections , and follows the proposed staffing projections outlined in the Five Year Staffing Plan presented to the Board last year. D. Hansen said the net costs to the District of the Open Space Management Program is budgeted at $1, 741,300. M. Hale reported that the Communications Program proposed budget is $210 ,050 , with $61,600 designated for printed material which will be emphasized in the coming fiscal year. J. Fiddes said that the proposed $570 ,050 General Management and Program Support budget is primarily a status quo budget. She said the figure includes expenditures for office rental fees, salaries and benefits, office support items and supplies , and the unique inclusion of $15 ,000 for possible election expenses and $30 , 000 for a new copying machine if it is determined necessary. b) Controller's Report on the Proposed Fiscal Year 1987-1988 Budget (Report R-87-83 of May 28 , 1987) M. Foster reported that the District' s cash position was adequate to cover debt service, operating expenses , site development, year- end reserve requirements and $10 million for new land acquisition. He said that projected high priority acquisitions between July and November indicate the need for short-term borrowing due to minimal revenue during that period. c) Presentation of Salary Survey Data (Report R-87-82 of May 26, 1987) H. Grench said that the survey data was being presented as an infor- mational item and that recommended salary adjustments would be presented to the Board as soon as possible after staff completes its review process of the benefit package . Meeting 87-13 Page four J. Fiddes reviewed the survey results from eight public agencies and ricted that salary information from the private sector was not yet available. E. Shelley asked if a mechanism had been established to address salary changes for Board appointees. R. Bishop said the entire Board should consider the matter at a future meeting. d) Proposed Budget for 1987-1988 Fiscal Year (R-87-81 of May 27, 1987) K. Duffy presented the Budget Committee' s report and noted that the Open Space Management Budget Committee was in the process of reviewing the Five Year Staffing Plan and budget guidelines for the Open Space Management program. D. Wendin, member of the Open Space Management Budget Committee, said that the budget reflects the work on the Five Year Staffing Plan that will be completed by the Committee , and that the Committee wanted to ensure that the budget reflects reality. E. Shelley said that if significant changes than what was presented to the Budget Committee occur in the budget due to salary changes , the budget should go back to the Budget Committee for review. Kathy Kennedy-Miller, 16222 Skyline Boulevard, Woodside , suggested that the budget contain year to year comparisons for a better under- standing, and D. Wendin agreed with Ms . Kennedy-Miller. E. Shelley noted that this comparative review was done at the Budget Committee level. D. Wendin stated that the report should ideally compare last year to the new year, at least at the summary level and recommended it be done in future budgets. C. Appointment of Auditor for 1986-1987 Fiscal Year (Report R-87-75 of May 18 , 1987) M. Foster said that Deloitte , Haskins and Sells has served as the District's auditors for the last eight years and he recommends that they be appointed by the Board for the fiscal year 1986-1987 audit. He said their estimated fee was $7000. Motion: E. Shelley moved that the Board appoint Deloitte , Haskins and Sells as the District's auditors for the fiscal year 1986-1987 . K. Duffy seconded the motion. The motion passed 5 to 0. D. Proposed Annexation of Certain District Lands in San Mateo County (Report R-87-76 of May 20 , 1987) H. Grench said that the Board had previously passed resolutions to initiate annexation of certain lands in San Mateo County, but the process had been halted before the procedure was complete. He proposed that new annexation proceedings be started for the land that is owned by the District in fee. He said that the annexation is consistent with the Board-adopted annexation policy and that the proposed annexations are within the District 's Sphere of Influence and within San Mateo County. He noted that District property in the Portola Park Heights area was not included in this proposal. Motion: K. Duffy moved that the Board adopt Resolution 87-16 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Requesting Initiation of Annexation Procedures by the Santa Clara County Local Meeting 87-13 Page five Agency Formation Commission (Midpeninsula Preserves 1987A) . T. Henshaw seconded the motion. The motion passed 5 to 0 . E. Award of Contract for Purisima Creek Redwoods Open Space Preserve Public Access Improvements Project (Report R-87-77 of May 25 , 1987) D. Hansen said that staff received bids from four contractors for construction of two parking lots at Purisima Creek Redwoods Open Space Preserve and that R. J. Bragato, Inc. of Belmont was the lowest bidder. He said the whole access trail will be open when the parking lot is completed. Motion: D. Wendin moved that the Board accept the bid of $51 ,219 . 80 for the Purisima Creek Redwoods Open Space Pre- serve Public Access Improvement Project from R.J. Bragato, Inc. and authorize the General Manager to enter into con- tract for performance of the work. E. Shelley seconded the motion. The motion passed 5 to 0. F. Request to Re-Award Dump Truck Contract (Report R-87-78 of May 26 , 1987) D. Hansen reported that Towne Ford, the firm previously awarded the dump truck contract, was unable to deliver the vehicle as speci- fied. He recommended that the Board cancel the purchase arrangement with Towne Ford and re-award the contract for the dump truck pur- chase to Mission Valley Ford of San Jose at a total cost of $22 ,532. 06. Motion: E. Shelley moved that the Board cancel the dump truck purchase arrangement with Towne Ford because of failure to deliver and authorize the General Manager to award the contract for the dump truck purchase to Mission Valley Ford of San Jose for a total cost of $22 ,532. 06 . K. Duffy seconded the motion. The motion passed 5 to 0 . VII. INFORMATIONAL REPORTS H. Grench reported that "Treasures of the Greenbelt" will be shown on television in the next two months . H. Grench said that he would postpone reporting on the Special Parks District Forum that he and G. Andeen had attended until G. Andeen was present. He added that it was an excellent conference. D. Hansen said that staff had contacted Ruth Troetchler regarding the use of systemic herbicides to remove thistles at Russian Ridge Open Space Preserve and that she felt there was no hazard to the environment or users. He said that staff will proceed with the experiment and will report to the Board on the results. D. Wendin asked if staff is considering closure of preserves due to fire danger. D. Hansen replied that closures are considered on a daily basis depending on factors such as temperatures. J. Boland added that the California Department of Forestry ' s program is based on a graduated scale based on humidity and wind velocity, and that in Phase Three the District would close preserves. R. Bishop reported that he had met with Marion Softky of Committee for Green Foothills and told her of the Hassler Use and Management Plan review that is to be considered by the Board in the near future. Meeting 87-13 Page six K. Duffy, referring to the letter from Donna Harris commending Super- vising Ranger David Camp, said that she has heard from frequent open space users who have praised the field staff. VIII . CLAIMS Motion : E. Shelley moved that the Board approve Revised Claims 87-11 T. Henshaw seconded the motion. The motion passed 5 to 0. IX. CLOSED SESSION H. Grench said that litigation matters to be discussed in Closed Session fell under Subdivision 54956 . 9 of the Government Code. The Board recessed to Closed Session at 9 :37 P .M. X. ADJOURNMENT The meeting was adjourned at 12 :02 A.M. , June 4 , 1987 . Emma Johnson Secretary