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Home My Public Portal About19781108 - Agendas Packet - Board of Directors (BOD) - 78-25 i i Meeting 78-25 i a MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 Distel Circle, D-1 Los Altos, CA 94022 (415) 965-4717 Regular Meeting Board of Directors A G E N D A November 8, 1978 7 :30 P.M. (7 :30) ROLL CALL APPROVAL OF MINUTES - October 25, 1978 WRITTEN COMMUNICATIONS ADOPTION OF AGENDA ORAL COMMUNICATIONS OLD BUSINESS WITH ACTION REQUESTED (7 : 45) 1. Informational Report Regarding Plan for Reaching District's Short-Term Goal - A. Crosley NEW BUSINESS WITH ACTION REQUESTED (8 :30) 2 . Scheduling of Second Regular Meeting in November - A. Crosley (8 :35) INFORMATIONAL REPORTS CLAIMS (8 :45) EXECUTIVE SESSION - Land Negotiations ADJOURNMENT T� ADDRESS THE BOARD: When an item you're concerned with appears,on the a0enda, please address the Board at that time; otherwise, you may address the Board under OraZ Communications. When recognized, please begin by stating your name and address. Conciseness is appreciated. We request that you complete the forms provided so your name and address can be accur- ateZy incZuded in the minutes. R-78-40 (Meeting 78-25 11/8/78 Agenda Item No- 1) MIDPENINSULA REGIONAL OPEN SPACE DISTRICT REPORT November 1, 1973 TO: Board of Directors FROM: H. Grench, General Manager PREPARED BY: A. Crosley, Administrative Aide and N. McComb, Public Communications Coordinator SUBJECT: Informational Report Regarding Plan for Reaching District' s Short-term Goal Introduction: At its October 11, 1978 meeting, the Board identified the short-term goal of the District as follows : "to mobilize the immediate support needed to assure that the District' s acquisition program is adequately funded. " Staff was directed to recommend a program designed to accom- plish this goal, and this report sets forth several projects which are being considered at the staff level as part of such a program. The Board's target dates for preliminary and final reports on the short-term goal are the first and second regular meetings in November respectively. Discussion: In order for the District to "mobilize support" , the constituency must be educated and informed about the values of open space, the District' s programs and where help is needed. Major benefits from a substantial communications effort would be increased citizen involvement with District activities and greater feedback from constituents on what they feel District programs should emphasize. Specific projects on which the District will need constituent support include some of the following: 1. Receiving equitable San Mateo County property tax allocation 2. Receiving equitable proportion of any additional State surplus funds 3. Supporting other tax source (s) which would generate rev- enue for the District 4. Investigating other funding sources for the District R-78-40 Page two 5. Monitoring activities of the Governor' s Commission on Government Reform and/or other organizations studying government reorganization and funding. Projects to Help Reach Short-term Goal: 1. Identify members of political sector. a. List the name, address and phone number of members and staff of the following: - 15 city and town councils - 15 city and town commissions - 2 county boards of supervisors - Commissions in 2 counties - parks and recreation - planning - State Government - local legislators - important committees, agencies - "blue ribbon" committee - Federal government - local members - important committees, agencies b. Chart previous levels of contact with the above members of the political sector and indicate what type of communication was used: (1) Direct Communication: personal meeting, telephone conversation, personal letter (2) Indirect Communication: mass mailing, media coverage, publications C. Determine which level of contact is most suitable for each member of the political sector. If there is a gap between past level of contact and desired level of contact, Board and staff must commit their efforts to bridging that gap. A sample chart might be as follows: PAST DESIRED BRIDGING THE GAP: NPM POSITION CONTACT CONTLACT GAP: HOW & BY WHal Jack Sprat Itioville Mailed Personal Yes Director Z will 2 Bits St. City Council Progress Meeting meet with Sprat VA-ioville Report at District office R-78-40 Page three 2. Identify members of public sector who have or we feel would have an interest in becoming more aware of and involved in the District. a. List the name, address and phone number of the following: - Persons on agendas and minutes or other District mailing lists - Trails Task Force members - Other constituent committee members - People who attended events for organization of District, annexation - Directors ' friends - Those who have arranged for docent hikes - Those who request maps, brochures and permits - Those who have addressed the Board through written or oral communications. List organizations which are likely to be interested in District activities, such as : - Environmental Volunteers - Trust for Public Land - Sierra Club - Sempervirens Fund - Santa Clara Valley Audubon Society - Committee for Green Foothills - Friends of Hidden Villa - Others b. Chart previous levels of contact with the above people and organizations and indicate what type of communication was used: (1) Direct Communications : personal meeting, telephone conversation, personal letter (2) Indirect Communication: mass mailing, media coverage, publications C. Determine which level of contact is most suitable for each person or organization in the public sector. If there is a gap between past level of contact and desired level of contact, Board and staff must commit their efforts to bridging that gap. A sample chart might be as follows : PAST DESIRED BRIDGING THE GAP: IviblE CONTACT CUTJ3= GAP? HOW & BY WIM Jean Lean Hassler General info. Yes Staff to send fact sheet and 1 Bit St. Mailing regarding District periodic newsletter to VQhichtown List activities Ms. lean R-78-40 Page four PAST p DESIRED BRIDGING THE GAP: la"M CCNTAO." Coll= GAP? HOW & BY WHOM Wildlife Varied; Both Getting more Yes Staff to continue with regular Preserva- direct & info. to riiem- mailings; send letter to Wildlife tion Club indirect; bers to gener- Preservation Club members asking agenda & ate active who v,,ould like to receive news- minutes list support letter; Directors Q and X to meet with Wildlife Preservation Club official regarding legislation 3. Develop a fact sheet and/or regular newsletter to educate and inform constituents and generate support for District. a. A fact sheet would include the following information, to be updated as needed: - The District' s goal - Means of reaching that goal - Supporting information for these (and other similar) statements : - constituents want open space - MROSD is doing what people want - District is efficient (cost, etc) - open space keeps tomorrow' s options open - MROSD is a unique agency - no other agency is doing the same job - ways in which people can help MROSD if they are interested b. A newsletter would be sent periodically (once every three months, perhaps) and would include some of the infor- mation on the fact sheet, plus the following: - Current District activities - Docent tour information - Status of legislation affecting District - Upcoming issues and/or activities - Highlights of Board action - Announcements of new acquisitions, new trails, etc. - Suggested ways in which people can be involved with District (volunteer activities, use and management plan committees, supporting legislation and/or funding efforts on District's behalf) 4. Consider retaining legislative advocate/strategist to help guide District and its supporters in achieving legislation favorable to the District' s financial posi- tion during the 1979 legislative session. a. Determine areas in which legislative expertise is needed: - Knowing who is drafting bills which could affect the District and working with authors to assure that District interests (financial and otherwise) are protected. R-78-40 Page five - Working closely with General Manager in planning lobbying strategy, coordinating lobbying efforts, educating other staff and/or Board as needed to achieve desired results. - Coordinating with other agencies and organizations (such as the League of California Cities, California Special Districts Association, California Park and Recreation Society, other park and open space districts) lobbying on similar issues. - Be the District' s "on the spot" person in Sacramento, able to attend committee meetings and work with legislators and staffs on short notice. - Expanding District contacts in Sacramento for this and future legislative sessions b. Consider cost effectiveness of retaining a legislative advocate: the potential gain to the District if the advocate plays a significant role in protecting and/or enhancing the District' s financial position, versus the potential loss to the District of the cost of retaining the advocate (about $8 ,000 to $12, 000, depending upon scope of responsibilities for the 1979 legislative session) . other pros and cons for hiring a legislative advocate might include the following: PRO CON - Need someone in Sacramento; can't - Someone could probably fly or predict timing as well from here drive to Sacramento for most ccmuittee hearings - Legislators view "lobbyists" - outsiders sometimes view "lobby- favorably and usually appreci- ists" negatively ate the information they share - The legislative advocate, plus - Staff and Board lobbying, with Board, staff and supporters of help from supporters of the District, the District equal a multiple has a good public image. Adding a effort consisting of different legislative advocate does not approaches to achieve goal guarantee greater success - MIUSD may have better chance of - MPOSD may not, despite all efforts, getting more money and avoid get any more money or be in a more being ignored or left out of advantageous position legislation - The cost of a legislative advo- - if no money is gained, the cost of cate could be taken out of money the legislative advocate will come gained for the District out of land acquisition funds - Essentially, the District's - The District's funds are already limited. future funding is so important There is no guarantee that a legis- that a legislative advocate to lative advocate's efforts will be provide expert guidance and rep- more successful than our own. We are resent the District is worth willing to take the chance the cost R-78-40 Page six C. Should the Board wish to explore the possibility of retaining a legislative advocate, the following process can be followed: (1) Write a job description, including specific and general expectations of the legislative -- advocate (2) Get recommendations from legislators, organi- zations and lobbyists regarding who would be skillful in representing the District' s interests, in a style with which the District would be comfortable. (3) Ask for brief proposals (including cost range) from those who have been recommended (4) Review proposals (5) Interview candidates (6) Decide whether or not to proceed with hiring of a legislative advocate Since the process of writing legislation will begin in December and early January, this project should be implemented immediately if approved as part of the short-term plan. Recommendation: It is recommended that the Board indicate if staff should continue preparing the program for achieving the District' s short-term goal, along the lines set forth in this report, and make changes or suggestions for further study. It is further recommended that the Board refer the proposal to consider retaining a legislative advocate to the Legislative Committee, which has a tentative public meet- ing scheduled for 7 :30 P.M. , November 13, 1978 . The recom- mendation of the Legislative Committee on this particular item could be included in staff' s full report on reaching the District' s short-term goal, which is scheduled to be presented at the second regular Board meeting in November. HG: jg i M-78-218 (Meeting 78-25 11/8/78 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Agenda Item No. 2) MEMOR ANDUM November 3 1978 TO: Board of Directors FROM: H. Grench, General Manager PREPARED BY: A. Crosley, Administrative Aide SUBJECT: Scheduling of Second Regular Meeting in November At its January 26, 1977 meeting, the Board considered whether to amend the Rules of Procedure to officially change the second regular meeting in November to the fourth Tuesday rather than the fourth Wednesday (the night before Thanksgiving) . The Board preferred to set its November meeting schedule on a year-to-year basis instead. At this time it appears there is District business which should be considered by the Board prior to the first regular meeting in Decem- ber, specifically the final report on the District' s short term goal. It is therefore recommended that the Board schedule this month' s second regular meeting for Tuesday, November 21, at 7:30 P.M. , sub- ject to cancellation by the President if the necessity arises . I C-78-21 November 8, 1978 Meeting 78-25 MIDPENINSULA REGIONAL OPIl,,,T SPACE DISTRICT C L A I M S Amount Name DescEj_2tion 1417 55 . 00 California Park & Recreation Annual Membership Society �418 52 . 00 German Travel Service R/W Association Seminar, :419 4 . 24 Rancho Hardware & Garden Shop Field Supplies I420 39 , 525 .13 Louis C. Larrus Principal & Interest Payment 421 39 , 525.13 Harry C. Gunetti Principal & Interest Payment 422 175, 875 . 00 Ina R. Dahl Principal & Interest Payment �23 96 ,000 .00 Alyce Lee Burns Interest Payment 424 160 ,000 . 00 Alyce Lee Burns Principal Payment 1625 563. 34 Pacific Telephone Co. Telephone Service 426 35 . 08 Herbert Grench Meal Conference-Agenda Meeting �427 47. 62 B. W. S. Distributors, Inc. Rung Clamps-Field Equipment 428 30 .17 P. G. & E. Electricity-Rancho San Antonio li �29 25. 74 Hubbard & Johnson Lumber-Signs 430 29 . 82 Anne Crosley Private Vehicle Expense 07 24 . 22 Norney' s of Mt. View Office Supplies 38 73. 21 Utility Body Co. Utility Door-District Vehicle 39 5. 56 Nancy McComb Film Processing ,140 75 .00 Title Insurance & Trust Co. Title Report 41 7. 40 Excel Pool Service , Inc. Pool Supplies-Rancho San Antonic 42 26 .14 Vicki Reeder Graphics & Printing 1 I Revised C-78-21 November 8, 1978 Meeting 78-25 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT C L A I II S Amount Name _ Description °17 $ 55.00 California Park & Recreation Annual Membership Society 18 52. 00 German Travel Service R/W Association Seminar, :19 4. 24 Rancho Hardware & Garden Shop Field Supplies 20 39,525.13 Louis C. Larrus Principal & Interest Payment ';21 39 ,525.13 Harry C. Gunetti Principal & Interest Payment ,22 175,875.00 Ina R. Dahl Principal & Interest Payment 23 49 .00 The Wall Street Journal Annual Subscription '24 6.00 Lawrence Tire Service District Vehicle Expense 25 563. 34 Pacific Telephone Co. Telephone Service 26 35. 08 Herbert Grench Meal Conference-Agenda Meeting 27 47. 62 B. W. S. Distributors, Inc. Rung Clamps-Field Equipment 8 62. 98 P. G. & E. Electricity-Sites 9 25.74 Hubbard & Johnson Lumber-Signs 0 37.63 Anne Crosley Private Vehicle Expense r37 24.22 Norney' s of Mt. View Office Supplies �8 73.21 Utility Body Co. Utility Door-District Vehicle �9 5.56 Nancy McComb Film Processing 0 . 75.00 Title Insurance & Trust Co. Title Report l 7.40 Excel Pool Service , Inc. Pool Supplies-Rancho San Antonia 12 26.14 Vicki Reeder Graphics & Printing 13 7.00 Management Strategy Annual Subscription 14 119 . 34 L. Craig Britton Private Vehicle & Meal Conference Expense 5 61 .05 Young & Associates Office Supplies 6 95.85 Carolyn Caddes Photographs 17 25.50 Redwood City Tribune Legal Advertising �8 3. 00 Stanley R. Norton Telephone Expenses t9 739. 99 Xerox Corporation ,. Duplicating Exp-Final Invoice 60 72 . 90 Palo Alto Times Legal Advertising 'l 19 . 71 San Jose Art, Paint & Wallpaper Drafting Supplies i2 1, 600 . 00 Charles M. Dougherty Appraisal Services �3 16. 78 Bancroft-Whitney Co. Publication Iniount Name Description r 154 1,299 . 76 Stanley R. Norton Extraordinary Legal Services 455 12. 07 Cynthia DiGiovanni Private Vehicle Expense 456 165. 00 CMT/University of Colorado Seminar-Managing Volunteers 457 15. 00 Calif. Center/Research & Education Annual Subscription 458 14 .00 CPRS District IV Membership Meeting 459 500. 00 U. S. Postmaster Postage Machine 460 174.06 Union Oil Co. District Vehicle Expense 461 373. 39 California Water Service Co. Water-Rancho San Antonio 162 5. 77 El Camino Dodge,' Inc. District Vehicle Expense 163 225. 00 Los Altos Garbage Garbage Service 164 7. 46 Sanborn Security Systems Office Keys 465 193. 89 True American AMC/Jeep Inc. District Vehicle Expense 166 78.95 Carl R. Carlsen Inc. District Vehicle Expense 167 71 . 40 Orchard Supply Hardware Field Supplies & Maintenance 168 49. 23 Minton's Lumber & Supply Field Supplies & Maintenance ,69 960 .00 Rogers, Vizzard & Tallett Legal Services 170 1,055 . 54 West Valley Dodge , Inc. District Vehicle Expense .- 71 15. 41 L. Craig Britton Extended Travel : 72 146. 71 Petty Cash Meal Conferences, Private Vehicle Expense, Small Office Equipment, Office Supplies & Training Seminar