HomeMy Public PortalAbout19730919 - Agenda Packet - Board of Directors (BOD) - 73-20 •
MIDPENINSULA REGIONAL PARK DISTRICT
Board of Directors
September 14, 1973
Special Meeting Notice
The Board of Directors of the Midpeninsula Regional Park District
will meet in special session on September 19 , 1973, at 7 :30 p.m. The
meeting site will be Room 109 of the Multipurpose Recreation Building
3 of the Sunnyvale Community Center, 550 E. Remington Avenue, Sunnyvale.
The purposes of the .meeting are given below.
Agenda
ROLL CALL
1. Budget for First Half of Fiscal Year 1973-74
2. Audit for Fiscal Year 1972-73
ADJOURNMENT
MIDPENINSULA REGIONAL PARK DISTRICT
Memorandum
September 19 , 1973
To: Board of Directors
From: H. Grench
Subject: San Jose Water Works Property
Kay Duffy and I appeared at the September 5, 1973, meeting
of the Santa Clara County Parks and Recreation Commission to
present the Board's position on the San Jose Water Works
Co. property. The Commission unanimously voted to direct
Bob Amyx to work with me and find a group to do the eco-
logical study of the Lake McKenzie parcel. I plan to
cooperate with Bob on this and to come back to you later
with recommendations for the scope of the study, the group
to do it, and the costs.
The questions relating to a utilization study, the Howell
Lakes parcels, and means of purchase are still open at this
time. These should be explored further as the ecological
study gets underway.
Negotiations between the City of San Jose and the San Jose
Water Works Co. on purchase of the whole Company by the City
seem to be moving very slowly at the present time. Interest
which the City has in potential recreational use of some of
these lands appears to be at a correspondingly low priority.
HG:chh
I
MIDPENINSULA REGIONAL PARK DISTRICT
Memorandum
September 17 , 1973
To: Board of Directors
From: H. Grench, General Manager
Subject: Budget for First Half of Fiscal Year 1973-74
The report of September 13 , 1973, "Budget for First Half of Fiscal
Year 1973-74" included a table showing the proposed budget. The
anticipated expenditures during the second quarter could ordinarily
be obtained by adding any amounts left over from the first quarter
to the 'additional budget for the second quarter given in the table.
In a few cases (B4, B5, C6 , C23, C24, and C26) where no additional
amounts were budgeted, the left-over funds were greater than ex-
pected second quarter expenditures; and thus a carry-over of funds
into the rest of the year would be anticipated. In each case ex-
cept Social Security (B4) more than the carry-over amounts would
undoubtedly be needed before the end of the fiscal year.
The proposed budget table attached and dated September 17 , 1973,
is restructured so that the additional budget is not shown; instead
actual second quarter expenditures are indicated. The total budget
for the first half year is therefore $1,518 less overall in ex-
penditures and correspondingly greater in reserves. The total
budget figures are obtained by adding projected expenses as of
September 30, 1973, to the second quarter budgeted amounts.
The Board may wish to use the attached table rather than that of
September 14 in building the budget for the fiscal year so that
policy on expenditures for the second quarter is more clearly
spelled out. It is still recommended, however, that the Board adopt
a semi-annual budget as the main policy rather than a second quarter
budget since first quarter expenses are only estimates at this time.
The Miscellaneous category, which is the only one in which the Dis-
trict is over budget for the first quarter, contained some expendi-
tures which could have been charged to other categories in the
table if these categories existed at the time of the first quarter
budget. This, of course, is part of the budget building process
where further experience and policy direction do lead to new budget
categories.
HG:chh
Attach.
MIDPENINSULA REGIONAL PARK DISTRICT
Budget for First Half of Fiscal Year 1973-74
I. REVENUES
A. Ad Valorem Taxes
$650,000.00
B. Interest 180.00
C. Miscellaneous 20.00
TOTAL REVENUES $6502200.00
II. RESERVES AND EXPENDITURES 1st Quarter Projected Under 2nd Quarter Total
Budget Expenses as (Over) Budget Budget
7/1-9/30/73 of 9/30/73 Budget 10/1-12/31/73 7/1-12/31/73
A. Reserve for Land Acquisition and
Operating Expenses --- --- --- 5535,666.00 $535,666.00
B. Employee Salaries and Benefits
1. General Manager 69501.00 6,500.00 1.00 $ 6,600.00 13,100.00
2. Ass't. General Manager --- --- --- 3,160.00 3,16O.Ofl
3. Administrative Secretary 2,496.00 1,980.00 516.00 2,258.00 4,238.00
4. Social Security 526.00 -0- 526.00 -0- -0-
5. Public Employees' Retirement System 1,252.00 340.00 912.00 530.00 870.00
6. Health Insurance 310.00 226.00 84.00 360.00 586.00
7. Dental Insurance 59.00 49.00 10.00 59.00 108.00
8. Life Insurance 80.00 79.00 1.00 90.00 169.00
$ 11,224.00 $ 9,174.00 $ 2,050.00 $ 13,057.00 $ 22,231.00
September 17,1973
_ l
Budget for First Half of Fiscal Year 1973-74 Page 2
lst Quarter Projected Under 2nd Quarter Total
Budget Expenses as (over) Budget Budget
7/1-9/30/73 of 9/30/73 Budget 10/1-12/31/73 7f1_12/31/73
C. Services and Supplies
1. Directors' Compensation $ 1,500.00 1,500.00 $ -0- 1,500.00 3,000.00
2. Attorneys' Fees 3,861.00 3,861.00 -0- 4,36o.00 8,22i.00
3. Accounting System Design --- --- --- 1,500.00 11500.00
4. Bookkeeper's Fees --- --- --- 110.00 110.00
5. Auditor's Fees --- --- --- 400.00 400.00
6. Controller's Fees 6w.00 240.00* 36o.00 16o.00 400.00
7. Appraisers' Fees 3,000.00 -0- 39000.00 5:400.00 5,40o.00
8. Extra Help _-_ -_- -__ 450.00 450.00
9. Ecological Study --- --- --- 1,000.00 19000.00
10. Election Expense --- --- --- 34,143.00 34,143.00
11. Debt Retirement --- 15,000.00 15,000.00
12. Library --- --- --- 200.00 200.00
13. Subscriptions ___ --- ---
P 50.00 50.00
14. Rent - office 720.00 -0- 720.00 1r,458.00 1,458.00
15. Telephone 220.00 150.00 70.00 400.00
550.00
16. office Supplies 300.00 50.00 250.00 400.00 450.00
17. Duplicating 450.00 235.00 215.00 790.00 1,025.00
18. Postage 300.00 100.00 200.00 250.00 350.00
Budget for First Half of Fiscal Year 1973-74 Page 3
1st Quarter Projected Under 2nd Quarter Total
Budget Expenses as (Over) Budget Budget Budget
C. Services and Supplies (Continued) 7/1-9/30/73 of 9/30/73 Budget 7/1-12/31/73
19. Printing - Stationery & Brochures 500.00 $ 19.00** $ 481.00 $ 2,000.00 S 2,019.00
20. Insurance - Office Equipment 50.00 -0- 50.00 50.00 50.00
21. Bonding of Employees 300.00 -0- 300.00 300.00 300.00
22. Legal Advertising --- --- --- 40.00 40.00
23. Memberships 200.00 85.00 115.00 -0- 85.00
24. Private Vehicle Expense 540.00 185.00 355.00 180.00 365.00 '
25. District Vehicle Expense --- --- --- 120.00 120.00
26. Travel to Meetings 800.00 240.o0 56o.0o 440.00 680.00
I
27. Recruitment Costs --- --- --- 1,300.00 1,300.00
28. Meals & Entertainment 295.00 90.00 205.00 265.00 355.00
29. Miscellaneous 250.00 732.00 (482.00) 1,500.00 21232.00
$ 13,886.00 $ 7,487.00 $ 6,399.00 $ 73,766.00 $ 81,253.00
D. Fixed Assets
1. Office Equipment --- --- --- $ 7,600.00 $ 7,6o0.00
2. Vehicle --- -- - 3,450.00 3,450.00
-- --_ --- 11.050.00 $ 11,050.00
Total Expenditures $ 25,110.00 $ 16,661.00 $ 8,449.00 $ 97,873.00 $114,534.00
TOTAL RESERVES AND EXPENDITURES $650,,200.00
* Bookkeeper's fees in first quarter
** Legal publications in first quarter
u I
I
I �
MIDPENINSULA REGIONAL PARK DISTRICT
i
k
REPORT September 13 , 1973
I
TO: BOARD OF DIRECTORS
FROM: H. Grench, General Manager
SUBJECT: Budget for First Half of Fiscal Year 1973-74
BACKGROUND:
On August 22, 1973 the Board of Directors considered a report
dated August 14 , 1973, from the General Manager on "Budget For-
mulation" . The Board then decided to appoint a budget commit-
tee of Directors Peters and Wendin, who, with the aid of the
General Manager, would prepare a budget for (at least) the
second quarter of the current fiscal year and would present it
to the Board at a special meeting on September 19 , 1973 . The
first quarter budget had been previously adopted on June 27 ,
1973. The committee members have given direction to the Gen-
eral Manager, particularly in policy matters as they affect
budget items. The detailed budget format and figures, however,
are the responsibility of the General Manager.
I
PROPOSED BUDGET:
The budget time segment has been extended one more quarter to
cover the first half of the current fiscal year. Thus, as oper-
ating experience and policy direction are gained the budget seg-
ments will build the detailed annual budget. Of course, the
annual budget in summary form was adopted by the Board on June
13, 1973, so that the ad valorem tax rate could be set.
The current status and proposed budget are presented in the
table attached. Revenues consist mainly of the first installment
of ad valorem taxes, which is estimated as $650 ,000 . 00; Within
Reserves and Expenditures the main categories are Reserves,
Employee Salaries and Benefits, Services and Supplies, and Fixed
Assets. The first column lists the detailed budget items within
these categories . The first quarter budgeted amounts are shown
in the second column. When a new item is listed which did not
appear in the first quarter, a dash appears in the second through
fourth columns. The third column indicates the actual and pro-
jected expeditures and liabilities attributable to first quarter
operations.
Column four shows the amount that projected expenditures will be
under or over budgeted amounts. Note in this regard that expen-
ditures have been less than budgeted amounts in almost all cate-
r
i
I
Budget for First Half of Fiscal Year 1973-74 Page 2
gories. There are at least two reasons for this: (1) admini-
strative attempts to minimize expenditures even at some cost in
efficiency and program until the time that the District was es-
tablished on the tax rolls (August 28 , 1973) and (2) a conserva-
tive approach in setting the first quarter budget so that esti-
mated expenditures would be covered.
Column five shows the proposed additional budget for second quar-
ter expenditures. These amounts plus (or less) any amounts re-
maining (or deficient) from the first quarter would be available
during the second quarter. The last column shows the total amount
budgeted for the first half of the fiscal year. Thus, the budget
proposed is a semi-annual budget and not simply a second quarter
budget.
Details of the assumptions and calculations for any item can be
presented as required. A few comments on individual items will
be given here. The Reserves for Land Acquisition and operating
Expenses category is not subdivided since the detailed budget for
the remainder of the year has not been formulated as yet. Further-
more, the policy for budgeting reserve monies for the "dry period"
of the next fiscal year from July 1, 1974 , to about December 15 ,
1974, has not been adopted. Such a policy will be recommended at
a later date after consultation with the Controller (if this posi-
tion is filled) and the auditor. Implementation of the accounting
system will make budget formulation easier and more detailed.
These circumstances should make it easier to separate acquisition
reserves from operating reserves during December when tax monies
for acquisition will actually become available and the next bud-
get segment is being formulated. Budget transfers into new or
existing categories can be used at any time by the Board for
budget adjustments. This technique can be used, for example, if
cash is needed for a land acquisition during the second quarter.
Election expenses for the formation of the District of over
$34,000 . 00 is the largest projected expenditure under Services
and Supplies. This kind of expense would not recur until about
November 1974 . A second large item is $15,000.00 for Debt Retire-
ment for operation of the previous fiscal year. Note that
$5,400. 00 is budgeted for Appraisers ' Fees in connection with an
increase in intensity of the land acquisition program of the Dis-
trict.
Fixed Assets include an automobile for the District and furnish-
ings for the new offices. Policies for use of the District ve-
hicle will be recommended to the Board prior to the time it is
delivered. Costs of a dual gasoline/propane (clean-air) fuel
system are included in the vehicle expenditure estimate, but fur-
ther study is needed to determine the environmental values of this
system compared with its drawbacks.
RECOMMENDATION:
It is recommended that the Board adopt by motion the above budget
for the first half of the 1973-74 fiscal year.
MIDPENINSULA REGIONAL PARK DISTRICT
Budget for First Half of Fiscal Year 1973-74
I. REVENUES
A. Ad Valorem Taxes $650,000.00
I
B. Interest 180.00
I
C. Miscellaneous 20.00
I
TOTAL REVENUES $650,200.00
i
i
II. RESERVES AND EXPENDITURES 1st Quarter Projected Under Add'l. Total
Budget Expenses as (Over) Budget for Budget
7/1-9/30/73 of 9/30/73 Budget 2nd Quarter 7/1-12/31/73 j
I
A. Reserve for Land Acquisition and
Operating Expenses --- --- --- $534,148.00 $534,148.00
B. Employes Salaries and Benefits
i
1. General Manager $ 6,501.00 $ 69500.00 $ 1.00 $ 6,599.00 $ 13,100.00
i
i
2. Ass't. General Manager --- --- --- 3,160.00 3,160.00
3. Administrative Secretary 2,496.00 1,980.00 516.00 1,742.00 4,238.00
4. Social Security 526.00 -0- 526.00 -0- 526.00
5- Public Employees' Retirement System 1,252.00 340.00 912.00 -0- 1,1252.00
6. Health Insurance 310.00 226.00 84.00 276.o0 586.00
7. Dental Insurance 59.00 49.00 10.00 49.00 108.00
8. Life Insurance 80.00 79.00 1.00 89.00 169.00
$ 11,224.00 $ 9,174.00 $ 2,050.00 $ 11,915.00 $ 23,139.00
I I
I I
i
� I
Budget for First Half of Fiscal Year 1973-74 Page 2
lst Quarter Projected Under Add'l. Total
Budget Expenses as (Over) Budget for Budget
7/1-9/30/73 of 9/30/73 Budget 2nd Quarter 7/1-12/31/73
C. Services and Supplies
1. Directors' Compensation $ 1,500.00 $ 19500.00 $ -0- $ 1:500.00 $ 3,000.00
I
2. Attorneys' Fees 3,861.00 3,861.00 -0- 4,360.00 8,221.00
3. Accounting System Design --- --- --- 1,500.00 1,500.00
4. Bookkeeper's Fees --- --- --- 110.00 110.00
5. Auditor's Fees --- --- --- 400.00 400.00
6. Controller's Fees 600.00 240.00* 360.00 -0- 600.00
7. Appraisers' Fees 39000.00 -0- 39000.00 29400.00 59400.00
8. Extra Help --- --- --- 450.00 450.00
I
!, 9. Ecological Study --- --- --- 1,000.00 19000.00
i
10. Election Expense --- --- --- 34,143.00 34,143.00
11. Debt Retirement --- --- --- 159000.00 15,000.00
12. Library --- --- --- 200.00 200.00
13. Subscriptions --- --- --- 50.00 50.00
I I
14. Rent - Office 720.00 -0- 720.00 738.00 19458.00
I I
15. Telephone 220.00 150.00 70.00 330.00 550.00
16. Office Supplies 300.00 50.00 250.00 150.00 450.00
17. Duplicating 450.00 235.00 215.00 575.00 lt025.00
18. Postage 300.00 100.00 200.00 50.00 350.00
-------------- ------- - - - - - - - - - - ---------
I
Budget for First Half of Fiscal Year 1973-74 Page 3
Ist Quarter Projected Under AddIl. Total
Budget Expenses as (over) Budget for Budget
C. Services and Supplies (Continued) 7/1-9/30/73 of 9/30/73 Budget 2nd Quarter 7/1-12/31/73
19. Printing - Stationery & Brochures $ 500-00 $ 19.00** $ 481.00 $ 1,519-00 $ 2,019.00
20. Insurance - Office Equipment 50-00 -0- 50-00 -0- 50.00
21. Bonding of Employees 300-00 -0- 300-00 -0- 300.00
22. Legal Advertising --- --- --- 40.00 40.00
23. Memberships 200.00 85-00 115-00 -0- 200.00
24. Private Vehicle Expense 54o.00 185-00 355-00 -0- 540-00
25. District Vehicle Expense --- --- --- 120.00 120.00
26. Travel to Meetings 800.00 240.00 56o.00 -0- 800.00
27. Recruitment Costs --- --- --- 19300-00 1,300-00
28. Meals & Entertainment 295-00 90.00 205-00 60.00 355.00
29. Miscellaneous 250.00 732.00 (482.00) 1,982.00 . 2,232.00
$ 13,886.00 $ 7,487-00 $ 6,399-00 $ 67,977-00 S 81,863-00
D. Fixed Assets
1. Office Equipment --- --- --- $ 7,600.0o $ 7,600.00
2. Vehicle --- --- 3,450-00 3t450-00
--- --- --- 11,050-00 $ 11,050-00
Total Expenditures $ 25,110-00 $ 16,661.00 $ 8,,449.00 90,942.00 S1163052.00
TOTAL RESERVES AND EXPENDITURES $650,2oo.00
Booldceeper's fees in first quarter
Legal publications in first quarter
(
i
MIDPENINSULA REGIONAL PARK DISTRICT
Memorandum
September 13, 1973
To: Board of Directors
From: H. Grench, General Manager
Subject: AB2008
This bill has passed and has been signed by Governor
Reagan.
HG:chh
i
i
i
i
1
1
I
I
l
l
I
I
I
I
I
I
I
I
I
I
MIDPENINSULA REGIONAL PARK DISTRICT
Memorandum
September 11, 1973
To: Board of Directors
From: H. Grench, General Manager
Subject: Audit for Fiscal Year 1973-74
I have selected Elmer Fox and Company to set up the accounting
system for the MRPD. A copy of their proposal is attached.
I recommend that this firm also be selected by the Board to
perform the audit for the fiscal year 1973-74 . The following
motion is suggested: that the Board authorizes the hiring by
the General Manager of the firm of Elmer Fox and Company to
perform the audit for the fiscal year 1973-74 as required by
Section 5544 of the Public Resources Code of the State of
California.
HG:chh
Attach.
MIDPENINSULA REGIONAL PARK DISTRICT
Memorandum
September 14 , 1973
TO: BOARD OF DIRECTORS
FROM: H. Grench, General Manager
SUBJECT: Administrative Secretary
Ms. Carroll Harrington has accepted a full time position effective
October 1 as Administrative Secretary of the Midpeninsula Regional Park
District. As you know, Carroll has been working on an interim basis
for a while since Virginia Cooper left for personal reasons.
Carroll was a prime mover for the American Association of Univer-
sity Women in putting together and distributing "the little green
book" -- If You Want to Save the Environment, Start at Home. She has
all the necessary secretarial and public lt-iT-o-ns skills forthe new
job. Carroll's most recent full-time job was with Sunset Magazine.
She is married, the mother of two children and resides at 774 Gailen
Court in Palo Alto (the family will be moving to another home in Palo
Alto soon) . Carroll received her bachelor' s degree from Colorado
College.
Carroll' s bubbling personality, ingenuity, and conviction re-
garding the purposes of the District make her an outstanding new em-
ployee! Question No. 14 on her Employment Application was "How did
you first learn of this position?" to which she replied, "At a party! "
I hope she will still have time to attend parties and communicate the
progress of the Midpeninsula Regional Park District.
MIDPENINSULA REGIONAL PARK DISTRICT
Memorandum
September 7, 1973
TO: Board of Directors
FROM: H. Grench, General Manager
SUBJECT: Advisory Council to Bay Area Air Pollution
Control Board
Supervisor Calvo has informed me that an appointment of a
regional park district board member is open on the Advisory
Council to the Bay Area Air Pollution Control Board. This
council is composed of 20 persons with representation from
conservation organizations, the legal profession, the en-
gineering profession, a regional park district, etc. The
Council operates much like a planning commission as an
advisory body. Meetings are held at least once a month
during the day in San Francisco. I suggest that any MRPD
Board member who might be interested should contact Mr.
Calvo for further information and inform President Wendin
of his or her interest. Mr. Calvo would like to have a
candidate' s name within two weeks for possible recommendation
at the Pollution Control Board meeting on October 3 , 1973,
when a decision will be made. There will probably be a
name submitted from the East Bay Regional Park District
at that time.
HG:chh