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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