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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