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HomeMy Public PortalAbout19980311 - Minutes - Board of Directors (BOD) Regional Open , ,,ace A ------------------- MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 98-05 REGULAR MEETING BOARD OF DIRECTORS March 11, 1998 I. ROLL CALL President Betsy Crowder called the meeting to order at 7:30 P.M. Members Present: Betsy Crowder, Mary Davey, David Smernoff, Pete Siemens, Jed Cyr, and Ken Nitz. Members Absent: Nonette Hanko Personnel Present Craig Britton, Sue Schectman, Mike Williams, John Escobar,Mike Foster, Deirdre Dolan, Malcolm Smith, and Mary de Beauvieres. III. ORAL COMMUNICATIONS Richard Bourke, P. O. Box 7207, San Jose, thanked S. Schectman for responding to his letter regarding litigation. He said he understood that a week from today at 7:30 there would be a public hearing on the Russian Orthodox convent. B. Crowder confirmed that. He asked, for the record, when it was decided to hold that meeting, stating he had heard nothing like that in public meetings. S. Schectman said the item was going to be on the March 18 agenda and staff chose the date. She said it was staffs decision to recommend that the Board agendize the matter on that date. HL ADOPTION OF AGENDA Motion: J. Cyr moved that the Board adopt the agenda. D. Smernoff seconded the motion. The motion passed 6 to 0. IV. ADOPTION OF CONSENT CALENDAR B. Crowder removed Written Communications from the Consent Calendar. Motion* D. Smernoff moved that the Board adopt the Consent Calendar, including approval of the minutes of the February 11, 1998 Regular and Special Meetings and the February 18, 1998 Special Meeting; agenda item 5, 330 Distel Circle * Los Altos, CA 94022-1404 • Phone: 650-691-1200 FAX:650-691-0485 o E-mail:mrosd@openspace.org • Web site:www.openspace.org Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr,David T.Smernoff,Nonette Hanko,Betsy Crowder,Kenneth C.Nitz -General Manager:L.Craig Britton Meeting 98-05 Page 2 Authorization for Directors Crowder and Davey to attend the Planning and Conservation League CQ Foundation's 1998 Environmental Legislative Symposium and PCL Annual Meeting at a Total Cost Not to Exceed $225 Per Director; and Revised Claims 98-05. P. Siemens seconded the motion. The motion passed 7 to 0. V. WRITTEN COMMUNICATIONS B. Crowder asked why there were two responses to Mr. Joseph Lavelle. It was explained that the first one had been sent and was included in this packet for information; the second was the one being considered at this time. Motion: J. Cyr moved that the Board approve the responses to written communications from Hans and Diane Ernst, 120 Altura Vista, Los Gatos, CA 95032; and Mr. Joseph Lavelle, 1503 Julie Lane, Los Altos, CA 94024. K. Nitz seconded the motion. The motion passed 6 to 0. VI. SPECIAL ORDER OF THE DAY D. Dolan introduced Peggy Coats, Administrative Analyst, and she was welcomed by the Board. VII. BOARD BUSINESS A. Agenda Item No. 1 -Presentation of Budget for Fiscal Year 1997-1998. a) Controller's Report - eport R-98-291. M. Foster showed charts entitled Tax Revenue, Debt Capacity, Long-Term Financial Picture 1996-98 Tax Revenue, and 1998-99 Tax Revenue Estimated. He said the tax revenue increase in 1996-1997 was about 5%, and we are expecting about an 8%increase in the current year. The assessed valuation had only gone up about 5%because of prior assessment appeals. He said he estimated about $240,000 more tax revenue in the current tax year than expected a year ago. Total tax revenues are expected to be $12.1 million for the District's upcoming fiscal year. i Y P P 8 He talked about the statutory debt limit which cannot be greater than the next five years of tax revenue estimates, and said the District is at 75% of the statutory debt limit. He said the practical debt limit is based on operating cash flow. He showed models that assumed revenues and operating cash flows and estimated how much debt the District could afford at those numbers. He said the required reserve is a function of the amount of debt and is about 8%. M. Foster answered Richard Bourke's questions about the sale of property to the Deans(Thornewood area), stating the $600,000 would show in joint a Meeting 98-05 Page 3 projects sale of lands. Mr. Bourke asked if the District's bank statements are open to the public. He was told they were. b) Staff Report- (Report R-98-35). C. Britton referred to the staff report and recognized D. Dolan and D. Woods for their work on the budget. He pointed out that salary and benefit increases are not usually completed at this point, but there is a three-year contract with Local 715 and a 1% increase is the expectation for other employees. There are no final numbers on insurance costs, but the initial indication is that there will be a 3% increase. He said one of the issues had to do with the target average 6%growth guideline for operating expenses. He said a future assignment for the Budget Committee will be to come up with a good definition of how the guideline operates. He referred to the graphs in attachment 1. There will be one more meeting with the Budget Committee. They did approve a definition of CIP expenditures which was shown as part of the planning budget on page 6. The Board will be asked to approve the definition. I Cyr commented that on the graph the slope of the line going from 97-98 actual projected expenses to budget expenses is a lot steeper than it will actually come out. C. Britton said each year staff recommends a budget they expect to spend, though historically it has not been fully expended. D. Smernoff said the slope of the line makes it look like they will be over the 6% guideline if that trend continues. C. Britton said that as a part of the guideline discussion they will try to come back with definitions and an understanding of what is in and/or out of guideline and why. P. Siemens said he thought election expenses should be included in the guideline. D. Smernoff commented that he noticed that operating expenditures are up 19% and he would like to know why. C. Britton said we are over the 610 guideline for the year but not on an average basis; however it is important to define the guideline this year. Open Space Acquisition Program: M. Williams reported that the proposed budget shows a 5.5% decrease from last year, which reflects a$1.7 million reduction in land acquisition funds. The increase in salaries and benefits is a result of the conversion of the one-half time acquisition secretary position to a full time Real Property Assistant. Fixed asset expenses related to land acquisition reflect increased acquisition activity with the possibility of legal action. Debt service payments are above last year's budget because debt payments increase during the initial years of a note issue. Enterprise Subprogram—He said this budget includes operating expenses for the tenant space of the office building and income from the enterprise Meeting 98-05 Page 4 properties. A 4% decrease is expected as a result of loss of income from marginal rental structures, such as those in Sierra Azul, contemplated for demolition. He explained that the expenses shown are for maintaining all enterprise structures on all preserves and that the income is included in the budget. Planning Program: M. de Beauvieres summarized the staff report. She said the 4.6% decrease over last year's budget is in part due to Resource Management moving to Operations. She explained the under-expenditures last year in salaries and benefits and services and supplies. She said the remainder of the budget is in capital improvement projects, including public and field staff facilities. Changes to the work plan have for the most part reflected ed storm-related P PP Y rm-related repairs that happened recently. One of those is the e bridge at La Honda Creek. She pointed out that one of the things not reflected in the chart and one of the reasons they went over the capital improvement expenditures for this fiscal year is FEMA-related repairs. They have requested $300,000 additional funding from FEMA on an appeal basis, which is not shown in the budget. C. Britton said if we don't get FEMA reimbursement it was up to the Board to determine if that would penalize the CIP program. M. de Beauvieres said the FEMA repairs had held up well. C. Britton commented that the repairs were more substantial than our normal construction and tends to set a new standard. M. de Beauvieres said there is one Planner I vacancy this fiscal year and one will be added next year. C. Britton explained that both are approved positions and are budgeted. Operations Program: J Escobar painted out corrections in the chart on page 7 of the staff report. He noted a 10% overall growth in the proposed budget of which 4% are expenses from Resource Management associated with project work, and completion of the Operations Program Review. He said the budget for the Resource Management Subprogram includes the second year of the Russian Ridge grassland management plan. He referred to attachment 2, the Five-Year Capital Equipment Schedule. Regarding hiring new rangers, he said they planned to wait until the completion of the program review before making recommendations. Public Affairs Program: M. Smith explained the 9.4%increase and said the coastal research is not included. Staff has applied for a grant from the Packard Foundation. He said staff will be reviewing the District's graphic image. Regarding printing of the Regional Open Space Study Map, there will be a bid process. He said they are not proposing a mass mailing of the visitors map. The use of alternative papers had not had a significant effect on costs. The annual report will go out this summer to those on the mailing list. Meeting 98-05 Page 5 Administration Program: D. Dolan stated that election expenses were the main reason for the increase.from the last adopted budget for services and supplies. She presented an update on the PERS situation, stating that at worst it would add $90,000 to the budget. D. Dolan talked about the fixed assets figures, stating that no structural changes to the administrative office are proposed this year. B. Agenda Item No. 2 - Authorization to Purchase Two Vehicles at a Total Cost of $44-238 and Direct the General Manager to Execute a Purchase Contract with the State Department of General Services for Two Full-sized Patrol Trucks for a Total Cost of$44,238 - eport R-98-3a J. Escobar presented the staff report. Motif P. Siemens moved that the Board approve Resolution 98-11 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; and direct the General Manager to execute a purchase contract with the State Department of General Services for two full-sized patrol trucks for a total cost of$44,238. D. Smernoff seconded the motion. The motion passed 6to0. C. Agenda Item No. 3 -Approval of Lease Amendment with Loral SpaceCom Corporation at Black Mountain. Rancho San Antonio Open Space Preserve and Authorization for the General_Manager to Execute the Lease Amendment with Loral SpaceCorn for the Communication Facility on Black Mountain. Rancho San Antonio Open Space Preserve- (Report R-98-34). M. Williams showed the location on a map and said there is a total of six tenants on the site. He reviewed the staff recommendation. M. Williams said the rates of other tenants had been increased, and had been negotiated on an individual basis. He said technology is changing and he would expect to see further changes as these renewals come through. Motion: P. Siemens moved that the Board authorize the General Manager to execute the Lease Agreement with Loral SpaceCom for the communication facility on Black Mountain, Rancho San Antonio Open space Preserve. D. Smernoff seconded the motion. The motion passed 6to0. D. Agenda Item No. 4-Authorization to Apply for National Recreational Trails Program Grant Funds for Implementation of Additional Phase II Improvements_ Part of the Trail Use Plan for El Corte de Madera Creek Open Space Preserve- (Report R-98-33). Meeting 98-05 Page 6 M. de Beauvieres reviewed the stafrs recommendation and described the five areas where the funds would be used. Regarding restoration and re-vegetation of trails, she said they planned something similar to what had been done on the El Corte de Madera demonstration trail. She said they are now fenced. She noted that all trail projects included in the application have been approved with the exception of C-12 which is under study now. Motion: P. Siemens moved that the Board adopt Resolution 98-12 a Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Approving the Application to the National Recreational Trails Program for Trail Use Plan Implementation, Phase H Additions: El Corte de Madera Open Space Preserve. D. Smernoff seconded the motion. The motion passed 6 to 0. VI. INFORMATION REPORTS B. Crowder showed a clipping from the County Almanac about former planner, Judy Law. She pointed out that copies of the eminent domain policy were in the binders. She said that Nancy Lund, Town Historian of Portola Valley is Governor's Rolph's granddaughter and has historic material that relates to District preserves. K. Nitz was informed that the item on the claims fist to Navarone Industries Inc. was for the mailing of the 25'anniversary newsletter to the coast. C. Britton reported as follows: 1. The new look of Open Space Views. 2. He distributed small gifts from his two-week trip to the Galapagos. 3. He had copies of the Special Districts Forum Program. 4. Staff is trying to schedule the coastal workshop for May 2 or May 30. 5. The reply to the auditor's management letter is in the FYIs. 6. The Board had approved a request for a historic grant from Santa Clara County and they have had an initial hearing. 7. Coastal letters were received. M. Williams talked about the tenant at the water tank sited at Rancho San Antonio. VIL ADJOURNMENT The meeting was adjourned at 9:10 P.M. Roberta Wolfe Recording Secretary