HomeMy Public PortalAbout19911029 - Minutes - Board of Directors (BOD) 8
Open Space
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Meeting 91-33
WORKSHOP SPECIAL MEETING
BOARD OF DIRECTORS
October 29, 1991
MINUTES
I . ROLL CALL
President Nonette Hanko called the meeting to order at 7 :07
P.M.
Members Present: Nonette Hanko, Katherine Duffy, Robert
McKibbin, Betsy Crowder, Ginny Babbitt, Richard Bishop, and
Teena Henshaw.
Personnel Present: Herbert Grench, Craig Britton, Mary
Hale, Jean Fiddes , John Escobar, Carleen Bruins , Donna
Gallagher, and Joan Combs .
II. BOARD BUSINESS
N. Hanko stated that the Strategic Plan for the Nineties
included a workshop on public communications to determine
how best to inform the public during the next ten years .
She said that the purpose of the workshop was to ascertain
what the Board, District staff , and the public want the
Public Communications program to accomplish.
She said that the Public Communications Workshop Committee ,
comprised of N. Hanko, B. Crowder, and G. Babbitt, had
formulated a questionnaire covering various aspects of the
communications program, which was distributed at the
meeting. The topics covered by the questionnaire include :
Public Communications; Public Outreach; Informational
Programs; 20th Anniversary; District Publications; Summary
of Discussion; and Suggestions for Implementation. N. Hanko
encouraged staff members and members of the public to rate
the items numerically and submit their responses to the
committee. She stated that the workshop hoped to cover the
first five items , leaving the summary to be covered by the
committee. She said that implementation suggestions would
be reviewed by g manager.
the general
201 San Antonio Circle,Suite C-135 . Mountain View,California 94040 - Phone:(415)949-5500 . FAX:(415)949-5679
General Manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop
Meeting 91-33 Page two
A. Public Communications: Direction for the 90s
G. Babbitt reviewed the Board' s suggestions in this
category, and encouraged suggestions and ideas from
staff and public .
Discussion centered on major projects involving the
Public Communications program, including the District ' s
20th Anniversary and finding additional funding
sources. B. Crowder said that continuing acquisitions
were another important item, as well as making District
lands known to the public, including maps . H. Grench
said that the thrust of the Public Communications
program will be to support a funding measure or to
publicize the District without the funding measure.
Linda Early, public relations consultant, 4135 Redding
Street, Oakland, suggested that the Communications
Program should nurture the ground for future
acquisitions by educating and informing the public
about the need for continuing to acquire land.
John Miller, John Miller Public Relations, 2270 Amherst
Street, Palo Alto, said that, because of limited
resources , the message needs to be focused on the
particular part of the public the District wishes to
reach. Some suggestions from the audience included
voters , user groups, corporations , environmental
organizations , children, college students, senior
citizens , and media. J. Miller asked if it were
possible to increase the District ' s budget commitment
to the Communications Program. M. Hale noted that the
program received only 2% of the District' s total
budget.
B. Public Outreach
B. Crowder directed this portion of the workshop, which
involved defining public needs and interests .
Discussion centered on using the District newsletter as
a vehicle for publicizing District activities, polling
the public, and addressing controversy and conflicts .
Suggestions of how best to reach the public included
newspaper advertising, producing a video tape, public
service announcements , and a variety of slide shows
targeted to various groups. J. Fiddes suggested that
the District needs to address minority populations .
John Miller suggested slide shows or videos produced in
specific languages. M. Hale recommended that events be
conducted in urban areas as well as on open space
preserves.
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Meeting 91-33 Page three
R. McKibbin noted that the District ' s public outreach
program now caters to a small number of people, and
that there is a need to reach larger groups. M. Nale
Suggested developing a marketing brochure that would be
sent to every District resident. T. Henshaw said that
agreement was needed on which audiences should be
targeted.
Discussion centered on the process of making
presentations to various groups, possibly followed by
field trips . G. Babbitt said that interest in open
space may decline if the District does not educate many
groups.
Robert Caughlan, The Roanoke Company, 1115 Merrill
Street, Menlo Park, stated that public service
announcements do not target specific audiences , and
suggested that the District consider buying television
time in order to reach groups that will influence
others . C. Britton expressed concern about the results
of an outreach program that would create more use of
the preserves than could be handled by existing staff .
C. Informational Programs
N. Hanko stated that docent, volunteer, staff , and
Board informational programs would be considered.
Donna Gallagher, docent coordinator, gave an overview
of the docent program, including training, types of
requests received, and soliciting new docents.
Referring to the suggestion that rangers serve as
interpreters on the preserve, J. Escobar said that
ranger duties are very generalized, and that it would
be difficult to add this additional duty and still
cover required tasks .
N. Hanko noted that six out of seven Board members had
indicated on the questionnaire that the volunteer
program should be expanded. J. Escobar said that the
program averaged two events per month, such as trail
work and resource management projects . He noted that
volunteer projects require field staff support, and
suggested that perhaps a membership type of volunteer
program might be considered.
M. Hale stated that a prototype recruiting brochure for
the docent and volunteer programs had been created, and
suggested that each program should perhaps have its own
recruiting brochure. H. Grench stated that it was
important to coordinate the District ' s program with
that of other volunteer groups in the area.
Meeting 91-33 Page five
Discussion centered on the advisability of tying in the
celebration with a bid for funding measure support. T.
Henshaw suggested discussing plans with city officials
to solicit ideas and assistance.
Discussion centered on the composition of the 20th
Anniversary Committee. N. Hanko suggested including
representatives of various user groups . Linda Early
suggested streamlining planning and organization. M.
Hale said that she would like to limit the committee to
members of the Board, with no outsiders.
Among the possible events suggested wars the Skyline
Ridge Open Space Preserve opening. Deborah Mills,
Design Concepts , 1968 Menalto Avenue, Menlo Park,
suggested soliciting public input through the next
issue of the newsletter. Linda Early recommended
developing a timeline for planning.
E. District Publications
B. Crowder summarized the Board' s responses to the
questionnaire. Concerning the use of newsprint rather
than glossy paper, Linda Early stated that the District
is appealing to a sophisticated public, and that glossy
paper should be used. Robert Caughlan agreed, noting
that the District needs to hold its own amidst vast
competition. M. Hale stated that glossy paper was used
for brochures because of the need to reproduce
topographic lines , and that newsprint would not hold up
well in damp and humid conditions .
Discussion centered on desired formats for the
newsletter and Open Space and frequency of publication.
Frank Bevans , Frank Bevans Photography, 308 San Miguel
Way, San Mateo, said that Open Space represents an
organization that knows what it is doing, and that
image is very important. M. Hale said that the
District should not give the public less than its best,
as publications could be considered individual
ambassadors for the District.
Discussion centered on maps . M. Hale said that the
maps are done by the planning department, and that a
mapping person is needed. She noted that maps are now
being dated.
F. Summary of Discussion
N. Hanko stated that the summary of the workshop will
be prepared by the Committee as a report to the full
Board.
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Meeting 91-33 Page six
G. Implementation
N. Hanko requested that staff and public send
suggestions on implementing the Public Communications
program to the general manager. R. Bishop said that
the Board should have a session with management staff
after the Board report is completed. K. Duffy thanked
the members of the audience for attending and sharing
ideas.
III. ADJOURNMENT
The meeting adjourned at 10 :14 P.M.
Joan Combs
Secretary