HomeMy Public PortalAbout19950208 - Minutes - Board of Directors (BOD) Open Space
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Meeting 95-03
REGULAR AND SPECIAL MEETING
BOARD OF DIRECTORS
February 8, 1995
MINUTES
I. ROLL CALL
President Pete Siemens called the Special Meeting to order at 7:06 P.M.
Members Present: Peter Siemens, Mary Davey, Teena Henshaw, Nonette Hanko, and Wim de
Wit.
Members Absent: Ginny Babbitt and Betsy Crowder.
Personnel Present: Craig Britton, Jean Fiddes, Sue Schectman, Del Woods, and Malcolm Smith.
CLOSED SESSION
P. Siemens stated that the Board would be meeting in Closed Session for the purpose of
discussing Special Meeting agenda item one.
The Board recessed to Closed Session at 7:06 P.M. The Special Meeting was adjourned at 7:20
P.M. P. Siemens called the Regular Meeting to order at 7:31 P.M. He announced that the
Board had been meeting in Closed Session to give instructions to the District's property
negotiator for agenda item one.
Additional Personnel Present, John Escobar and Emma Johnson.
ADOPTION OF AGENDA
Harry Haeussler, 1094 Highland Circle, Los Altos, requested that agenda item 1, Tentative
Adoption of an Amendment to Windy Hill Open Space Preserve Use and Management Plan to
Change Trail Use Designation for a Portion of Anniversary Trail to Allow Bicycles and Horses,
be removed from the consent calendar.
Motion: T. Henshaw moved that the revised agenda be adopted. W. de Wit seconded the
' otion. The motion passed 5 to 0.
IV. ADOPTION OF CONSENT CALENDAR
Motion: M. Davey moved that the Board adopt the consent calendar including approval of
minutes of January 11, 1995 and Revised Claims 95-03. N. Hanko seconded the
motion. The motion passed 5 to 0.
330 Distel Circle * Los Altos, CA 94022-1404 , Phone:415-691-1200 * FAX:415-691-0485 * E-mail:mrosd@netcom.(orn
Board of Directors:Pete Siemens,Mary c. 1)avey, leena Henshaw,Ginny Babbitt,Norwite Hanko,Bow Crowder,Win)de Wit
General Manager:1.Craig Britton
Meeting 95-03 Page 2
V. BOARD BUSINESS
A. Agenda Item No. 1 - Tentative Adoption of an Amendment to Windy Hill Oren Space
Preserve Use and Management Plan to Change Trail Use Designation for a Portion of
Anniversary Trail to Allow Bicycles and Horses (Report R-95-23)
H. Haeussler asked why Peninsula Open Space Trust had been consulted on the proposed
change in the trail usage. C. Britton responded that POST had worked toward the
acquisition of the preserve and had raised the funds for the Anniversary Trail.
Motion N. Hanko moved that the Board tentatively adopt an amendment to the Use
and Management Plan for Windy Hill Open Space Preserve to change the trail
use designation on a portion of the Anniversary Trail to allow bicycles and
horses. M. Davey seconded the motion. The motion passed 5 to 0.
B. Agenda Item No 2 - Proposed Changes in the Personnel Policies and Procedures Manual
Concerning 9/80 Alternative Work Schedule. Nep to ismism, and Leave of Absence Without Pay
(enort R-95-25)
J. Fiddes reviewed the proposed changes including: the creation of an alternative work
schedule so that an employee could work eighty hours in nine days; changes in the
District's nepotism policy to bring it more in line with current legislation; and new
language that would enable an employee to take up to five days leave of absence without
pay with program manager approval.
Motion: N. Hanko moved that the Board adopt the proposed changes in the Personn
Policies and Procedures Manual. M. Davey seconded the motion. The
motion passed 5 to 0.
C. Agenda Item No. 3 - Approval of Amendments to the District's Public Notification Policy
(Report R-95-21)
C. Britton said that the proposed amendments were developed by the Legislative, Finance,
and Public Affairs Committee and that Legal Counsel had reviewed the proposed changes.
He said the major changes related. to 1) notification of adjoining owners when a proposed
Interim or Final Comprehensive Use and Management Plan or Trail Use Element is
reviewed, adopted, amended or a workshop is scheduled and 2) multiple points at which the
1 nip
public has an opportunity
unit to comment on land use an
P PPo Y planning.
N. Hanko noted that the public should be appreciative of the greater opportunity to respond
to land use proposals. She noted that the word preliminary should be capitalized on the
first page of the revised policy in the Land Acquisition section.
Motion: T. Henshaw moved that the Board approve the amendments to the District's
Public Notification Policy. W. de Wit seconded the motion. The motion
passed 5 to 0.
D. Agenda Item No. 4 - Authorization to Purchase Two Trucks and One Utility Vehicle at
Total Cost of$57.300 Through State of California's Department of General Services
(R=rt R-95-24)
J. Escobar reported that the Administration and Budget Committee had reviewed the
proposal and supports the continued use of the Department of General Services for
purchasing vehicles.
I
i
Meeting 95-03 Page 3
Motion: N. Hanko moved that the Board adopt Resolution 95-04, a Resolution of the
Board of Directors of the Midpeninsula Regional Open Space District
Authorizing the Department of General Services of the State of California to
Purchase Certain Items for the Midpeninsula Regional Open Space District.
T. Henshaw seconded the motion. The motion passed 5 to 0.
I
Motion: N. Hanko moved that the Board direct the General Manager to execute a
purchase contract with the state Department of General Services for two full-
sized patrol trucks and one five-passenger utility vehicle for a total cost of
$57,300. T. Henshaw seconded the motion. The motion passed 5 to 0.
E. Agenda Item No 5 - Acceptance of Bids for Printing and Mailing of New District Visitors
Map to All District Constituents (19=rt R-95-191
M. Smith reviewed the staff report, noting that staff advertised for Request for Proposals
for printing and labeling/mailing of the new District visitors map and that staff recommends
accepting the $50,113 bid from Universal Printing for printing of 289,000 maps and
$36,628.75 from Navarone Industries for handling and mailing approximately 272,500
pieces to all households in the District. He said that staff is requesting a 10% contingency
in the event the cost of materials increases in the interim. He said that the bid from George
Rice & Sons did not include several items requested in the RFP and was therefore deemed
non-responsive.
Discussion centered on the advisability of a survey reply card to accompany the maps
mailed to households. The Board concurred that such a card may lead to a negative
response and favored an on-site visitor survey to be done later in the year.
Motion: N. Hanko moved that the Board accept the $50,113.00 bid from Universal
Printing for printing 289,000 maps; accept the $36,628.75 bid from Navarone
Industries for handing and mailing approximately 272,500 pieces (total of
$86,741.75); determine that the printing bid from George Rice & Sons is non-
responsive to the Request for Proposals specificatio
ns; authorize the general
manager to approve a project contingency amount not to exceed 10 percent of
the printing and mailing bids, or $8,674.18, for a total expenditure not to
exceed $95,415.93; and authorize the General Manager to enter into
agreements with Universal Printing and Navarone Industries for performance
of the approved work. W. de Wit seconded the motion. The motion passed 5
to 0.
F. Agenda Item No 6 - Tentative Adoption of Proposed Preliminary Action Plan for the
Implementation of the Basic Policy of the Midpeninsula Regional Open Space District for
Fiscal Year 1995-1996 (Report R-95-20�
C. Britton said that adoption of the Relative Site Emphasis Plan and the Action Plan will be
linked with the adoption of the budget in March since the test of meeting the 6% average
growth for operating expenses had to be met.
C. Britton said that the Acquisition Program's emphasis will focus on the highest priority
projects, normally those that are grant funded, and that lower priority projects would be
considered using long-term options. He said that, with the hiring of a real property
representative, there is a renewed focus on the Enterprise Program. He added that the sale
i
Meeting 95-03 Page 4
of the Teague Hill surplus land is a key project for the program, as is the further
completion of the Bay Area Ridge Trail.
I
N. Hanko said there had been some criticism of spending money on options and suggested
that the wording for options key project be amended so that it is clear that options are from
money that the District already has. C. Britton suggested that, since no options can be
entered into without Board approval, language be included in the option key project that
states: "Obtain Board approval on appropriate long-term options....." The Board approved
of the amended language. P. Siemens suggested that the wording be further changed to
state that "...to acquire lower priority durable properties..."
N. Hanko asked that the language in the first other project and activity be changed to state:
Provide support and information for approaching the District voters when a plan for
additional open space land acquisition funding is determined to be feasible. The Board
agreed that the amended language was acceptable.
I
N. Hanko asked if the thirteenth other project and activity was adequate to cover all the
legal encumbrances. S. Schectman said the only change she would recommend would be to
add "where appropriate" to the sentence. N. Hanko said staff could determine the proper
wording for the item. P. Siemens suggested that the statement also include reference to
prioritization.
C. Britton noted that B. Crowder had requested some amendment to the language regarding
communication lease rates. He said that most of the leases are on a five-year option and
the District can only consider rate increases when those options expire.
D. Woods reviewed the Planning Program, noting that the major project is the Regional
Open Space Plan. He said staff is monitoring the public plans and issues having an impact
on open space. N. Hanko, on behalf of B. Crowder, asked that the wording include
specific mention of the trail plans of San Mateo and Santa Clara Counties. P. Siemens
suggested that the concept of regional trails be included also.
D. Woods said that the process is well underway to evaluate potential uses of the former
Almaden Air Force Base at Mt. Umunhum. P. Siemens added that the Board needs to
make a policy decision on the disposition of the buildings. C. Britton reported that B.
Crowder had suggested that "with increased volunteer participation" be added to the
resource management projects under other projects.
N. Hanko asked that the project for designing the South Monte Bello Road staging area be
added to the Action Plan.
J. Escobar said that Operations Program is proposing an additional Equipment Mechanic-
Operator position and 1000 additional hours of seasonal staff time. He said key projects
are primarily housekeeping and infrastructure issues and that an additional project is the
planned office and management staff interaction with the field staff.
P. Siemens proposed that the rangers' presentations to the public be added to the projects
noted since it is an important, but time consuming, project.
Meeting 95-03 Page 5
J. Escobar reviewed the Volunteer and Docent Subprogram, noting that an important
addition is the development of a crew leader training program for Preserve Partners
volunteers.
Ranger P. Hearin asked if the employee residence program could be exempt from the
revenue enhancement listed in the enterprise program. C. Britton said that the employee
residence program is not part of the enterprise system, and J. Escobar stated that the
adopted employee residence program does not mention revenue enhancement. P. Hearin
discussed criminal activity on District land, noting the need to address employee safety.
M. Smith reviewed the Public Affairs Program. He announced that the Program's three
subprograms from the previous year have been condensed to two subprograms, with
Funding being combined with Legislative and Organizational Relations Subprogram. He
said that staff has learned that the San Mateo County Parks and Recreation Division may be
proposing a ballot measure to implement a one-half cent sales tax to fund parks, schools,
and libraries and that it is the District's intent to participate in the proposal. He said
working with San Mateo County on alternative funding mechanisms has been upgraded
from Other Projects and Activities section to an element of key project number three of the
Legislative, Funding, and Organizational Relations subprogram.
M. Smith continued that the proposed emphasis of the Public Affairs Program will build on
what has been achieved in the past two years, focusing on geographic areas that have not
been reached. He referred to N. Hanko's and B. Crowder's questions concerning field
staff participation in presentations to high schools, noting that rangers will be involved in
that activity as coordinated with the operations program.
P. Siemens suggested that the presentations to city councils be altered to make them shorter
and create awareness of the District's activities and review and comment on planning
processes.
N. Hanko suggested wording on number 6 under Other Projects and Activities of the
Legislative, Funding, and Organizational Relations Subprogram be amended to insert "on
all issues relating to any future funding measure." C. Britton said that staff will amend the
language to be more inclusive.
J. Fiddes reviewed the Administration Program. She noted the position of Research
Attorney should be added to the staff resources listed on page 20. She said funding will
continue to remain an issue, including the 6% target guideline for the operating budget and
that all programs will be active in the Regional Open Space Plan.
N. Hanko asked about the status of the Strategic Plan. J. Fiddes responded that after the
Regional Open Space Plan is completed, a new Strategic Plan will be written since the old
document is no longer viable.
P. Siemens stated that the Board will need to consider how and when to approach the
Regional Open Space Plan and suggested it be on an agenda in the near future.
Motion: N. Hanko moved that the Board adopt the Preliminary Action Plan as amended
and charge the 1995 Administration and Budget Committee with conducting a
i
Meeting 95-03 Page 6
review on the Board's behalf as part of the budget review process. T.
Henshaw seconded the motion. The motion passed 5 to 0.
VI. INFORMATIONAL REPORTS
C. Britton 1) suggested that a management team/Board workshop be held on March 15 to discuss
ground rules on relationship and preliminary ideas on planning process including Regional Open
Space Plan. Because Directors Babbitt and Crowder were absent, he said that staff will contact
the Board to determine the best date, probably March 14, 15, or 16; 2) reported that the District
received a $212,000 Habitat Conservation Fund grant for Soda Springs Corridor Project; 3)
reported that Sunset Magazine had an article on Skyline preserves; 4) asked if any Director
would like a copy of the new brochure from the Open Space Council; and 5) said he would be on
vacation for the coming week and that J. Fiddes would be in charge as Assistant General
Manager.
N. Hanko said that the Legislative, Finance, and Public Affairs Committee had, with the input of
volunteer and docent representatives, scheduled the docent and volunteer recognition event for
May 21 at Picchetti Winery starting at 4:30 P.M. She said a volunteer is needed for a trail tour
and said she would talk to B. Crowder to determine her willingness to volunteer. N. Hanko said
Palo YP P Pe
the P o Alto Weekly published an article and editorial on public official compensation and that
the San Jose Mercury also published an article on Palo Alto City Council's compensation.
M. Davey reported rted that she attended a staff meeting on January 27 at which the "State of the
District" was presented bYP g g program managers and the general manager and complimented them
on a stimulating and interesting presentation. She was called by the chair of the Pathway
Committee of Los Altos Hills and he will propose a cross-town pathway from Palo Alto's Arastra
land to the District land at Windmill Pasture and other appropriate entrances to District lands.
P. Siemens reported he attended city council meetings at Saratoga and Los Gatos with C. Britton
and M. Smith to make presentations.
i
W. de Wit announced that the San Mateo Ballot Measure Committee meeting has been postponed
for two weeks. C. Britton announced that W. de Wit had volunteered to serve for the three-
month opening on the panel.
J. Escobar reported on two accidents on preserves.
M. Smith reported that March 1 is the reception for the "Kids' Art of Open Space" at the
Community School of Music and Art in Mountain View.
C. Britton reported that Stone & Youngberg will sponsor a seminar on "Land Secured Municipal
Finance" in San Francisco on March 2. He asked if any Board members would like to attend
with him. M. Davey said she would like to attend and the Board informally approved her
attendance.
VII. ADJOURNMENT
The meeting was adjourned at 9:35 P.M.
Emma Johnson
I