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HomeMy Public PortalAbout19920325 - Minutes - Board of Directors (BOD) Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT REGULAR MEETING BOARD OF DIRECTORS March 25 , 1992 MINUTES T . ROLL CALL President Robert McKibbin called the meeting to order at 6: 37 P.M. Members Present : Ginny Babbitt , Richard Bishop, Betsy Crowder', Kav Duffy, Nanette Hanko, Teena Henshaw, and Robert McKibbin . Personnel Present : Herbert Grench , Craig Britton, Jean Fiddes , Mary Hale , John Escobar, Del Woods , and Deborah Zucker. IT . CLOSED SESSION The Board recessed to Closed Session to discuss personnel matters and existing litigation matters that fell under Government Code Section 54956 . 9 (a) , Vidovich vs . MROSD. The Board reconvened for the public meeting at 7 : 30 P.M. ITT . APPROVAL OF MINUTES March 11 , 1992 Motion: B. Crowder moved that the Board accept the minutes of March 11 , 1992 as presented . G. Babbitt seconded the motion. The motion passed 6 to 0 with T. Henshaw abstaining since she did not attend the meeting . TV. WRITTEN COMMUNICATIONS Deborah Zucker stated that the Board received a letter dated March 9 , 1992 from Carol. Musser, President , Los Gatos Chamber of Commerce asking in behalf of the board of directors of the Chamber of Commerce that the District reconsider its position concerning the proposed Los Gatos Redevelopment Agency. D. Zucker stated that a draft response was attached for Board approval . R. McKibbin directed staff to hold the response pending preparation of an attachment explaining the District ' s position . V. ADOPTION OF AGENDA R. McKibbin stated that the agenda was adopted by Board consensus . VT . ORAL COMMUNTCATTONS There were no oral communications . 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 92-7 Page 2 VIZ . BOARD BUSINESS A. Acceptance of Insurance Coverage for 1992-1993 (Report R-92-38) J. Fiddes stated that the $134 , 030 total of premiums was 12% below the District ' s 1991-1.992 insurance premiums She introduced Skip McIntyre of Flinn, Gray & Herterich. He explained that the overall decrease in premium was due primarily to the high rating given to the District ' s risk management program directed by the Board and implemented by District staff . He stated that of the seventy comparable types of client exposure that the underwriter reviewed the District ' s largely claim-free existence was the best she had seen. He stated that the staff and the Board should be commended for its risk management . T. Henshaw commented that by Mr. McIntyre ' s presentation of ways to improve safety and reduce insurance costs the Board and staff were advised and followed through with its risk management program. R. McKibbin requested that the Board ' s commendation to the staff be conveyed to them. Motion: G. Babbitt moved that the Board accept the insurance package totalling $134, 030 from Flinn, Gray & Herterich. B. Crowder seconded the motion. The motion passed 7 to 0. B. Adoption of Budget for Fiscal Year 1992-1993 (Report R-92-37) H. Grench highlighted features of the budget and stated his recommendations that the Board approve the preliminary budget for fiscal year 1992-1993 and direct staff to return to the Board in the second quarter of fiscal year 1992-1993 with a revised budget . H. Grench stated that new land acquisition money was coming primarily from borrowing with little from the regular tax revenue income received by the District . He emphasized that the District is obligated to first use tax revenue income for debt service. He explained that the $7 . 3 million was included in the 1-992-1993 previous land commitment category for the Vidovich property acquisition and said the $14 . 1 million for acquisitions and acquisition-related expenses in 1992-1993 would be accomplished with a note issue, the sale of Teague Hill. parcels, and the long term transfer of interest in the former Smith property at Russian Ridge Open Space Preserve. In an overview of the remaining programs, he explained the reason for other differences in the fiscal year 1991-1992 adopted budget and projected expenses . H. Grench added that the $1 million to be raised by the formation of a benefit assessment district to help purchase the Vidovich property was not included in the 1992-1993 budget Meeting 92-7 Page 3 figures . He stated that net income from enterprise is about $280, 000. He stated that the overall budget for fiscal year 1992-1993 for the Planning, Design, and Development Program is about $1 . 5 million, a 13% increase over the budget for fiscal. year 1-991-1992 . He noted that a significant portion of the $959, 600 budgeted for 1992-1993 capital improvement projects was to catch up on infra- structure improvements and site development projects that had been deferred or not completed in 1991-1992. H. Grench also noted the net base budget for operations and planning combined exceeded the open space management budget guideline by approximately $240 , 000 . H. Grench stated that the Communications Program budget was essentially status quo except for the needs generated by the District ' s 20th Anniversary events . Board members reviewed budget programs and asked staff for clarification of budget items. Tn response to a question about surplus land sales , M. Foster stated that the District ' s income would need to be augmented by the sale of the Teague Hill parcels prior to December 1993 in order to meet the District ' s commitment for the purchase of the Phleger property. Controller' s Report on the Proposed Fiscal Year 1992-93 Budget (Report R-92-35) M. Foster reported that for the tax year ending in June tax revenue was running about 7% above the previous tax year, the lowest it has ever been and that he had projections that tax revenue for the coming year would increase by about 6. 5%. He stated that no acquisition grants were budgeted and that this was to have a major impact on the acquisition program. He reiterated that sale of Teague Hill. surplus property was not necessary for fiscal 1992-1993 but would be necessary prior to December 1993. He stated that he was preparing a note issue of $11 . 5 million to be made in the summer of 1992 and that the note issue would be within the District ' s debt limit and ability to repay. M. Foster stated that his financial forecast included a note issue each year for the next two years bringing the total of note issues for five years to $48 million for new land acquisition. There would be $20 million for land management and preserve development from regular funds. Budget Committee ' s Report on 1992-1993 Budget (Report R-92-40) G. Babbitt reviewed the Budget Committee ' s report. She noted that the concern for lack of growth in operations was being met in the budget by a 16% increase in salaries and benefits , 22% in Meeting 92-7 Page 4 services and supplies , and 4% in fixed assets over the previous year' s budget. She stated that the committee reviewed the use of consultants and the associated costs for each program. She said the committee recommended that the Board accept the proposed budget for fiscal year 1992-1993 . T. Henshaw requested the general. manager ' s recommendation regarding returning with a revised budget should be changed to direct staff to return to the Budget Committee for a recommendation to the Board. B. Crowder, referring to the Budget Committee ' s report, noted that present facilities have reached full capacity for accommodating staff . Motion: N. Hanko moved that the Board adopt Resolution 92-11 , Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Adopting Budget for Fiscal Year 1992-1993 . R . Bishop seconded the motion. The motion passed 7 to 0 . Motion: N. Hanko moved that the Board direct staff to return to the Budget Committee , for recommendation to the Board , in the second quarter of fiscal year 1992-1993 with a revised budget reflecting salary and benefit adjustments approved for Board appointees , salary and benefit adjustments for non-represented general manager appointees based on the classification, salary, and fringe benefit study being conducted by Ralph Andersen & Associates , staffing recommendations for the public affairs program, and other appropriate adjustments . R . Bishop seconded the motion. The motion passed 7 to 0 . C. Streamlining of District Procedures (Reports R-92-31 and R-92- 36) R. McKibbin directed the Board ' s review of the streamlining proposal made by staff . Clarifications from the discussion, action decisions, and Board consensus were as follows : 1 . Budget-Action Plan-Site Emphasis Plan (A) No specific recommendation was made for a mid-year review, and the Board members expressed a need to be kept well informed with periodic updates. The Board reached a consensus to accept a two-year cycle and agreed to eliminate some of the standard "boiler plate" statements that appear in the Action Plan. N. Hanko stated that a detailed Action Plan was an important resource for new Board members . J. Fiddes recommended that timetables accompany each item the first time it is presented to the Board as part of a two- year cycle. The Board decided to examine the necessity of a Meeting 92-7 Page 5 site emphasis plan in its review of Board policies . 2 . Board Policies H. Grencb stated that an example of increasing staff authority was eliminating the need for Board approval for sign and gate placement. R. McKibbin and T. Henshaw recommended having a student intern review the policies and present findings to a Board committee. Other suggestions were to review policies on a case by case basis and to have a couple of staff members working with a couple of Board members on the project. R. McKibbin stated that he would take the appointment of a Board committee under advisement . T. Henshaw, R. Bishop, and N. Hanko volunteered to be on the committee. 3 . Board Meetings (A) H. Grench stated that the reason for scheduling major items for the first Board meeting of the month would be to concentrate planning staff ' s preparation of reports for the first meeting to allow more extended time for work on other projects and to allow for the possibility of canceling the second meeting of the month a couple of times a year. Board members noted the importance of maintaining regularly , scheduled meetings for the public benefit . J. Fiddes stated that another consideration was the use of the second meeting for study sessions and long closed session discussions. (B) and (C) Consensus . (D) T. Henshaw stated that the Board passed a motion several years ago to look at the items remaining on a meeting ' s agenda at 9 : 15 and determine which items would be carried over to another meeting. J. Fiddes was directed to research the passage of that motion. (E) through W Consensus . 4 . Board Committees K. Duffy recommended that the Board form three member committees and require that only two members be present for meetings . In reference to (D) N. Hanko stated that the Board' s responsibility was to focus on oversight as well. as policy. (A) through (C) Consensus . (D) Change to "Focus on policy and oversight per Board policies. " Consensus . Meeting 92-7 Page 6 (E) and (F) Consensus . 5. (A) through (C) Consensus . 6. Meetings (General ) (A) Consensus . (B) D. Woods stated that good neighbor meetings were an example of the type of off-site meetings requiring a significant amount of staff preparation time. The Board requested the evaluation of the off-site meeting issue after the next good neighbor meeting. D. Scheduling of Special Meeting (Report R-92-34) Motion: T. Henshaw moved that the Board schedule a Special Meeting for Thursday, April 9, 1992 from 4 :30 P.M. to 8 : 30 P.M. at the District office for the purpose of holding a closed session - personnel matters to discuss Board-management relationships . G. Babbitt seconded the motion . The motion passed 7 to 0 . Motion: T. Henshaw moved that the Board schedule a Special Meeting for Wednesday, April 1 , 1992 beginning at 7 : 30 P.M. at the District office for the purpose of holding a closed session - personnel matters to continue the general manager' s evaluation. G. Babbitt seconded the motion. The motion passed 7 to 0 . E. Award of Contract for Skyline Ridge Open Space Preserve Trail Development Project (LWCF 06-01240) (Report R-92-42) Motion: T. Henshaw moved that the Board accept the lowest responsible alternate bid of $49 , 992 from Summit Springs Design of Woodside, California for construction of a bridge crossing the spillway at Horseshoe Lake, grading improvements and drainage repairs on an existing eight-foot wide road, and construction of a four-foot wide hiking trail which will extend to the southeastern boundary of the preserve per the plans and specifications prepared by Dillingham Associates and Western Wood Products. and authorize the general manager to enter into a contract for performance of the work. G. Babbitt seconded the motion. The motion passed 7 to 0 . F. Annual Claims List for Fiscal Year 1992-1993 (Report R-92-39) Motion: T. Henshaw moved that the Board approve the annual claims list , including debt service payments, for the 1992-1993 fiscal year. G. Babbitt seconded the motion. The motion passed 7 to 0. Meeting 92-7 Page 7 VTTT . INFORMATIONAL REPORTS B. Crowder asked for 20th Anniversary theme suggestions and informed the Board of the committee ' s progress , which included Director Babbitt ' s participation in Mountain View parade on April 25 and the Skyline Ridge Open Space Preserve dedication and Ridge Trail dedication on May 30 . She stated that speakers invited for the dedication were Alan Brown, Peninsula Open Space Trust; Brian O'Neill , Golden Gate National Recreation Area; Senator Rebecca Morgan; Santa Clara County Supervisor Michael Honda; San Mateo County Supervisor William Schumacher; and Don Murphy, California State Parks and Recreation Department Director. She stated that in the summer and fall there would be special hikes and reminded Board members that they would be asked to lead hikes . She added that a docent recognition day was scheduled for July 18 and stated that there would be a special reception from 5 to 7 P.M. on November 7 P.M. to celebrate the 20th anniversary of the vote to form the District . Additionally, she informed the Board of various other events planned through November 1993 . H. Grencb reported that San Mateo County approved the annexation of Skyline properties and that approval would be on the Santa Clara County Local Agency Formation Commission ' s April 8 agenda . He stated that 210 applications had been mailed to date for the public affairs manager position. He asked the Board to delegate final approval of the survey being prepared by J. Moore Associates regarding the potential formation of the assessment district for acquisition of the Vidovich property to the Finance Committee. The Board delegated the decision. C . Britton reported that Santa Clara County Parks and Recreation Commission would be discussing the Jacque ' s Ridge acquisition on its April 1 agenda. He stated that the Thornewood sign was to be installed 10 to 15 feet inside the gate . He said that Alan Hosking ' s suit against the District was dismissed, adding that the District won its suit for default against Mr. Hosking. J. Escobar reported two solo bicycle accidents at Purisima Creek Redwoods and Monte Bello Open Space Preserves . TX. CLAIMS Motion: T. Henshaw moved that the Board approve Revised Claims 92- 06 . G. Babbitt seconded the motion. The motion passed 7 to 0 . X. CLOSED SESSION C . Britton announced that the litigation matter to be discussed in Closed Session fell under Government Code Section 54956 .9, existing litigation, Midpeninsula Regional Open Space District vs,. Vidovich, and that the acquisition matter to be discussed was being negotiated with Ryland Kelly, owner, San Mateo County assessor ' s parcel numbers Meeting 92-7 Page 8 076-350; -150; and -240 . The Board recessed to Closed Session on II personnel , litigation and land acquisition matters at 9: 38 P.M. XT . ADJOURNMENT The Board reconvened to adjourn the meeting at 11 : 25 P.M. Deborah M. Zucker Recording Secretary