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HomeMy Public PortalAbout19911211 - Minutes - Board of Directors (BOD) yOpen Space 1 `y Zti MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 91-37 I REGULAR MEETING BOARD OF DIRECTORS December ll 1991 MINUTES I . ROLL CALL President Nonette Hanko called the meeting to order at 7 : 35 P.M. Members Present: Nonette Hanko, Robert McKibbin, Betsy Crowder, Ginny Babbitt , and Richard Bishop. Katherine Duffy arrived at 7 : 46 P .M. Member Absent : Teena Henshaw. Personnel Present : Herbert Grench, Craig Britton, Mary Hale , Jean Fiddes , John Escobar, Alice Cummings , Stanley Norton, and Joan Combs . II . APPROVAL OF MINUTES November 13 1991 Motion: G. Babbitt moved that the Board ap prove the minutes of November 13 , 1991 . R. McKibbin i seconded the motion. Discussion: In response to a question from B . Crowder concerning discussion of Action Plan items as noted on page 5 para graph h 6 P g r of the P minutes 9 P N. Hanko said that discussion of the items could be placed on a future agenda in Januar y. R. McKibbin stated that the Board needs an opportunity to discuss Action Plan items before the Budget Committee meets . The motion passed 5 to 0 . November 20 1991 Motion: R. Bishop moved that the Board approve the minutes of November 20 , 1991 . G. Babbitt seconded the motion. The motion passed 5 to 0 . 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 91-37 Page two III . WRITTEN COMMUNICATIONS J . Combs stated that the Board had received the following written communications : 1) a letter from Chris Santeramo , 1382 Page , #2 , San Francisco, urging the Board to consider purchasing Devil ' s Canyon; 2) two letters , dated November 20 , 1991 , from H. Haeussler, urging clearer trail signing on District preserves and suggesting a publication date be added to the Sharing the Trails brochure , and a third letter, dated November 30 , 1991 , urging the District not to proceed with the formation of an assessment district . J. Combs stated that responses to the first two letters were drafted for Board approval . C . Britton noted that in the draft response to Mr . Haeussler ' s letter , the words '"Many of" should be inserted at the beginning of the next to last sentence in paragraph 12 , and the word "most" should replace "all" in the first sentence of paragraph 2 . N. Hanko, with the Board ' s concurrence , approved sending the replies . N. Hanko stated that she had received a letter from the Central California District Council of Carpenters . C . Britton suggested that this item be considered under Oral Communications . IV. ORAL COMMUNICATIONS Mel Sakata , 365 Woodview Drive , Morgan Hill , said that he represented the Central California District Council of Carpenters and reviewed the letter he had sent to the District concerning rejection of the low bid by E . W. Thorpe , Inc . and contract award to Roma Construction Corporation for the District ' s new office building. Mr . Sakata said that the Council challenged the responsibility of Roma Construction Corporation as a contractor and requested that the contract be awarded to E . W. Thorpe , Inc . S . Norton said that the Board had determined a material deficiency in the Thorpe bid and had approved in writing the next highest bid. C . Britton reviewed the bid opening process , and said that a subcontractor list had not been included in the Thorpe bid, to which other contractors present had objected. Mr . Sakata said that the California Public Contract Code requires public agencies to award contracts to the lowest Meeting 91-37 Page three bidder , and said that rejection of the Thorpe bid was an error on the District ' s part . He said that the Code does not require the rejection of an original bid because of a partial subcontractor list . S . Norton stated that there is no requirement for the Board to reconsider its decision and award the contract to E . W. Thorpe , Inc . and that there had been no violation of the law. Mr . Sakata said that the Council is prepared to file legal action against the District . C . Britton stated that the matter should be discussed in Closed Session because of the possibility of legal action by the Council . Motion: R. Bishop moved that the letter from the District Council of Carpenters be referred to staff for consideration and response . M. Hanko seconded the motion. The motion passed 6 to 0 . Gibson Anderson, 19571 Farwell Avenue , Saratoga, said that he represented the Committee for Open Space Access , which is interested in raising funds and providing volunteer labor to provide an alternate access trail to El Sereno Open Space Preserve . V. ADOPTION OF AGENDA H. Grench suggested postponing discussion of the first agenda item in case T. Henshaw was able to attend a later portion of the meeting. N. Hanko stated the Board ' s concurrence to discussion of items 2 through 7 before discussing item 1 . VI . BOARD BUSINESS A. Land and Water Conservation Fund A lication for the pp Windy Hill Public Access Project (Report R-91-141 dated December 4 1991) A. Cummings reviewed the public access project , noting that the project had a total cost of $260 , 000 , half of whi ch will be reimbursed upon completion .p son . She e said that undergrounding of utilities , required by the Town of Portola Valley, was projected to cost $200 , 000 , and was not included as part of the grant project . Meeting 91-37 Page four Motion: B . Crowder moved that the Board adopt Resolution 91-46 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Approving the Application For Land and Water Conservation Funds for the Windy Hill Public Access Project . R. McKibbin seconded the motion. The motion passed 6 to 0 . B . Resubmittal of Land and Water Conservation Fund Application for the Saratoga Summit Gateway Acquisition Project (Report R-91-142 dated December 4 , 1991) A. Cummings reviewed this acquisition project , which would provide a site for a "Saratoga Summit Gateway" visitor center . C . Britton noted that the land is owned by Sempervirens Fund. Motion: R. McKibbin moved that the Board adopt Resolution 91-47 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Approving the Application for Land and Water Conservation Funds for the Saratoga Summit Gateway Acquisition Project . B . Crowder seconded the motion . The motion passed 6 to 0 . N. Hanko suggested consideration of the remaining agenda items before the Public Communications Committee report item, in case T. Henshaw was able to attend the later portion of the meeting. The Board concurred in this change to the agenda. C . Approval of Administrative Analyst Job Classification, Job Specification, Salary Range , and Filling of Position (Report R-91-143 dated December 5 , 1991 ) Motion: K. Duffy moved that the Board approve the creation of an Administrative Analyst job classification, approve the job specification for the full-time position and assign it a salary range of Step Number 235 to 260 with a corresponding monthly salary of $2924 to $3750 , and authorize staff to fill the position as soon as possible . B . Crowder seconded the motion. The motion passed 6 to 0 . Meeting 91-37 Page five D. Dedication Status of District Lands (Report R-91-138 dated November .26 , 1991) Motion: K. Duffy moved that the Board adopt Resolution 91-48 , a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Dedicating Interests in Certain District Lands for Public Open Space Purposes . R. McKibbin seconded the motion. The motion passed 6 to 0 . E. Final Adoption of the Preliminary Use and Management Plan for the Jones et al, Property Addition to La Honda Creek Open Space Preserve (Report -R-91-140 dated November 26 , 1991) Motion: K. Duffy moved that the Board adopt the Preliminary Use and Management Plan for the Jones et al . property addition to La Honda Creek Open Space Preserve, including the naming, as contained in report R-91-116 , and indicate its intention to dedicate the property as public open space . R. McKibbin seconded the motion. The motion passed 6 to 0 . F. Final Adoption of the Preliminary Use and Mana gement Plan for the Gazzano and Wooster Property Additions to Purisima Creek Redwoods Open Space Preserve (Report R- 91-139 dated November 25, 1991) Motion : K. Duffy moved that the Board adopt the Preliminary Use and Management Plan for the Gazzano and Wooster property additions to Purisima Creek Redwoods Open Space Preserve , including the naming, as contained zn report R-91-128 , indicate its intention to withhold the Gazzano property from dedication as public open space at this time, and indicate its intention to dedicate the Wooster property as public open space . R. McKibbin seconded the motion . The motion passed 6 to 0 . Meeting91-37 Page six i G. Public Communications Committee Report (Report R-91-144 dated December 5 1991) N. Hanko reviewed the two recommended actions in the report, and said that the first recommended action should be expanded to say: the full recommendations of this Committee be tentatively adopted by the Board and submitted to staff, to return with a schedule for implementation. She said it was hoped that the calendar could be prepared by staff for the second meeting in January. She noted that the second recommended action concerned appointment of a 20th Anniversary Committee and consultant . N. Hanko stated that each committee member would present two sections of the committee report . G. Babbitt presented the committee ' s recommendations for Public Communications : Direction for the 90 ' s . She noted the items with the highest need for action : increasing public awareness , more aggressive approach by Public Communications , improving preserve maps , and creating a multi-year strategy to promote a District funding measure . K. Duffy suggested that item "a" should be more District-specific; R. Bishop suggested adding the words "and the open space district" . R. McKibbin said that it might be difficult for staff j to include this item in the requested calendar , and said that he would like staff to work on items ' c ' and ' d ' as top priorities . K. Duffy said that item ' c ' , concerning a multi-year funding strategy, might not belong in Public Communications , whose role was promoting a funding measure , not creating strategy. R. Bishop said that it was proper to put this item in the Public Communications program, because of its support . R. McKibbin suggested changing the wording to read, "Assist in creating and implementing a multi-year strategy to promote a District funding measure . " B . Crowder reviewed the Public Outreach: Define and Discuss section , noting that many additional suggestions had been made by staff and public . Discussion centered on public events . K. Duffy noted that the recommendation to stage public events was general and not specific , and asked if staff should recommend the number of events to be held. N. Hanko said that staff needs to suggest how to implement this 1 recommendation. H . Grench noted that several public events have been held, including St . Joseph ' s Hill Open Meeeting 91-37 Page seven Space Preserve and Purisima Creek Redwoods Open Space Preserve events . He said that the recommendation implied that no public events have been held. R . McKibbin suggested that a regular yearly event would generate publicity. M. Hale requested the Board to give staff direction concerning focus . She said that voters could be targeted with urban events , rather than events held on preserves . Discussion centered on the audience the District wishes to contact . N. Hanko reviewed item 3 , Informational Programs : Docents , Volunteers , Staff and Board. She said that expansion of the docent and volunteer programs was recommended. She said that the committee considered the Adopt-A-Trail and Adopt-A-Preserve programs important , and that these recommendations should be further discussed. She noted strong support for a variety of slide shows , and also for ranger appearances during docent-led hikes . She said that the committee recommended an increase in local official and press contacts by Board members . G. Babbitt said that staff would need time to assess these recommendations . K. Duffy said that the Board needs to prioritize and set goals . Discussion centered on the desirability of increasing the docent and volunteer programs . R. Biohop said that he favored increasing the programs , and noted that an increase would involve additional staffing . G. Babbitt reviewed the committee ' s recommendations concerning the 20th Anniversary. She said that, in the interest of time , the committee recommended that an anniversary committee be appointed immediately, and that the committee be a Board committee with advisors and subcommittees . H. Grench noted that there was $20 , 000 in the budget for 20th Anniversary projects through March 1992 . Discussion centered on the hiring of a consultant for the 20th Anniversary. R. Bishop stated that he thought the appointment of a consultant was premature . He said that the Board and staff should decide on the type of events wanted, then contract with a consultant for specific events . Discussion centered on who would hire the consultant and for whom the consultant would work . R. McKibbin suggested adding "to work with staff" to Meeting 91-37 Page eight recommendation ' a . ' G. Babbitt suggested restating recommendation ' b ' to , read "Consider appointing a consultant to work with staff . " Discussion centered on the makeup of the committee . M. Hale requested that at least one member of the new committee be a member of the Finance Committee because of the tie-in with the anticipated capital campaign . B . Crowder reviewed item 5, District Publications , stating that the committee favored more economical means of distribution, i . e . , newsprint . R. Bishop felt that it was not necessary to in the frequency of newsletters . He said that he was also opposed to the use of newsprint as inappropriate for District publications . He suggested deleting the word "more" in item ' b' . He said that the Board needed to review the impact on staff of increasing the frequency of publications . R. McKibbin suggested deferring any recommended actions until staff reports back to the Board. N. Hanko said that she felt tentative adoption of the recommendations was important before staff commented. Motion: K. Duffy moved that the recommendations in the committee report be submitted to staff for comment and evaluation and returned to the Board. R. Bishop seconded the motion. Discussion: N. Hanko said that the Board needs to clarify its directions to staff . G . Babbitt said that the broad picture needed to be defined before consideration of detailed suggestions . K. Duffy said that the Board can decide which suggestions should be implemented when it has decided on priorities . The motion passed 6 to 0 . Motion: R. McKibbin moved that recommended action 2 be changed to read: Begin by hiring a consultant and commence work with staff immediately. Discussion: K. Duffy suggested omitting the second sentence of the recommended action. The Board concurred with the suggestion. K. Duffy seconded the motion. The motion passed 6 to 0 . K. Duffy suggested that appointing of the 20th Anniversary Committee be an agenda item for the December 18 meeting. Meeting 91-37 Page nine VII . INFORMATIONAL REPORTS K. Duffy said that she had attended a meeting of the Santa Clara County Board of Supervisors concerning the County Trails Plan, and said that consideration of this item had been deferred to January 28 , 1992 . B . Crowder reported that the Woodside Town Council had approved the creation of an assessment district to help acquire Teague Hill . N. Hanko requested that a Resolution of Appreciation be Placed on the December 18 agenda for Karen Nillson, who died December 7 . N. Hanko stated that it was time for the President of the Board to appoint the District representative to Peninsula Open Space Trust , and recommended that Vince Garrod be reappointed. The Board concurred in Mr . Garrod ' s reappointment . H. Grench showed a framed Resolution of Cooperation signed by the various agency representatives who participated in the Big Sail of the scow schooner Alma. H. Grench noted that an organizational improvement suggestion that had emerged from the staff committee involved streamlining the format of Board reports , and said that the new format would be applied to an acquisition report in the December 18 packet . H. Grench reported on the 2020 Implementation Committee meeting he attended. C . Britton reported that the cabin on the Ringo property had burned . J . Escobar reported that a bike injury had occurred December 1 on Fremont Older Open Space Preserve . Meeting 91-37 Page ten VIII . CLAIMS Motion: R. Bishop moved that the Board approve Revised Claims 91-22 . R. McKibbin seconded the motion. In response to a question from N. Hanko regarding claim number 1653 to Design Concepts , J . Fiddes said it covered several different projects , including coordinated logo design, preparation of materials , and brochure printing. The motion passed 6 to 0 . IX. CLOSED SESSION C . Britton stated that litigation matters to be discussed fell under Government Code Section 54956 . 9 (a) , MROSD vs . Ringo. He said that land negotiations to be discussed concerned San Mateo County parcel numbers 076-350-150 and 076-350-240 , owned by Corte Madera Associates , with Ryland Kelly being the representative. The Board recessed to Closed Session at 10 : 33 P .M. X. ADJOURNMENT The meeting adjourned at 10 : 27 P .M. Joan Combs Secretary