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MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Meeting 95-06
SPECIAL MEETING
BOARD OF DIRECTORS
AGENDA*
5:30 P.M. 330 Distel Circle
Wednesday Los Altos, California
March 15, 1995
(5:30) ROLL CALL
* ORAL COMMUNICATIONS -- Public
ADOPTION OF AGENDA
BOARD BUSINESS
5:40 1. Status Review and Amendment of Guidelines for Board-Staff Working
( ) g
Relationships -- C. Britton
(6:15) 2. Review of Parliamentary Procedures and Protocol for Public Participation in
Board Meetings -- S. Schectman
(6:45) 3. Review of Capital Improvement Project Planning and Budgeting Process -- R.
Anderson
(7:15) 4. Discussion of Various Public Participation Opportunities in Regional Open
Space Plan -- C. Britton
(7:30) CLOSED SESSION
1. Labor Negotiations - Government Code Section 54957.6(a)
A. Conference with Labor Negotiator - Represented Employees
Agency Negotiator: Susan Schectman
Employee Organization: S.E.I.U. Local 715
B. Conference with Labor Negotiator - Office, Supervisory and
Management Employees
Agency Negotiator: L. Craig Britton
ADJOURNMENT
*NOTE: Times are estimated and items may appear earlier or later than listed.
330 Distel Circle * Los Altos,CA 94022-1404 * Phone:415-691-1200 * FAX:415-691-0485 * E-mail: mrosd@netcom.com
Board of Directors:Pete Siemens,Mary C.Davey,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Wim de Wit
General Manager:L.Craig Britton
Meeting 95-06 Page 2
** TO ADDRESS THE BOARD: The Chair will invite public comment on agenda items at then time
each item is considered by the Board of Directors. You may address the Board concerning other
matters during oral communications. Each speaker will ordinarily be limited to 3 minutes.
Alternately, you may comment to the Board by a written communication, which the Board
appreciates.
NOTICE OF PUBLIC MEETINGS
The Legislative, Finance, and Public Affairs Committee will meet on Thursday,
March 16, 1995 at 4:00 P.M. at the District office.
Open Space
-------------------
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
SPECIAL MEET_INC7
LEGISLATIVE,ATIVE, FINANCE,AND PUBLIC AFFAIRS COMMITTEE
AGENDA
4:00 P.M. Nonette Hanko
Thursday Teena Henshaw
March 16, 1995 Mary Davey
330 Distel Circle, Los Altos
(4:00) ROLL CALL
ORAL COMMUNICATIONS -- Public
ADOPTION OF AGENDA
COMMITTEE BUSINESS
4:05 1. Staff Report on Legal and Tax Implications of Special District Fund for Donation
of Directors' Fees for Stegner Memorial or Other Designated Projects
2. Discussion of District Founders Commemoration Event
3. Status Report on Proposed Stegner Memorial Site
4. Status Report on Rancho San Antonio History Project
5. Scheduling of next meeting and proposed items for next agenda
(5:30) ADJOURNMENT
330 Distel Circle • Los Altos,CA 94022-1404 • Phone:415-691-1200 • FAX:415-691-0485 • E-mail:mrosd@netcom.com
Board of Directors:Pete Siemens,Mary C.Davey,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Wim de Wit
General Manager:L.Craig Britton
GUIDELINES FOR BOARD-STAFF WORKING RELATIONSHIPS
Accepted by Board of Directors
November 20, 1991
Amended April 9, 1992
Amended January 11, 1993
Amended August 26, 1993
General
1. Board members may go to any staff member for information only. If
information request requires preparation, the request should be made
to the General Manager or program manager who may confer with the
General Manager. Board members ' requests for use of staff time should
go through the General Manager or program manager who may confer with
the General Manager.
2 . Board members are encouraged to give lead time and put requests in
writing.
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3 . Information (except trail conditions) from a Board member to staff
should be routed through program managers.
4 . Staff will evaluate all new Board member-suggested projects for
consistency with established goals, effects on other projects and
available staff and financial resources. The staff will estimate the
cost of doing these projects, will review them with the management
team and will communicate the information to the Board. It is
understood that cost estimates may be "rough".
5. Management reports and recommendations to the Board should convey
minority opinions on significant issues.
6. Board members and management will not surprise each other with
important information.
7 . Staff will actively support Board decisions.
8 . The General Manager will advise the Board of times when it is felt the
Board has gotten into administrative detail. This subject will also
be monitored by discussion at future Board-staff workshops.
9 . Management team will set a positive example for other staff for Board-
staff relations.
10. Board members and staff will respect each other's personal time.
Meeting-Related
1. Board members will refrain from publicly reproving staff members.
2 . The Board chair will gavel down members of the public who personally
attack staff verbally.
3 . The Board will acknowledge unscheduled employee presentations but will
defer action, discussion or response, but may request information from
management.
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PARLIAMENTARY PROCEDURE
GLANCE
AT &(w not amendable)
TO DO THIS YOU SAY THIS MAY YOU MUST YOU IS THE WHAT
INTERRUPT BE MOTION VOTE IS
THE SPEAKER SECONDED DEBATABLE REQUIRED
| *Adjourn the Meeting ^| move that vveadjourn* No Yes No Majority �
�
Recess the Meeting ^| move that vverecess No Yes No Majority �
until ,.^
Complain about noise, ~Point of privilege" Yes No No No vote
room temperature, etc.
*Suspend further ~| move we table it~ No Yes No Majority
consideration of
something
`
End debate ^| move the previous No Yes No 2/3vuta
question"
Pomtponmoonwide,a' ~I move vve postpone the No You Yes Majority
don of something - matter until ...^
� Have something ^I move we refer this No Yes Yes Majority
� studied further matter to uoommittea~
�
Amend umodon ^| move that this motion No Yes Yes Majority
� b amended be �
�
� Introduce business ~\ move that .'.~ No Yes Yes Majority
(o primary motion)
�
� *Object moprocedure 'Point oforder" Yes No No No vote.
or to m personal affront Chair
decides
�
*Request information "Point ofinformation" Yes No No No vote
/
*Ask for u vote by ~| call for adivision No No No No vote
actual count to verify of house~
m voice vote
*Object to considering ~1 object to consideration Yes No No 2/3 vote
some undiplomatic of this question" �
matter
� Page 1
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PARLIAMENTARY PROCEDURE AT A GLANCE (Continued)
TO DO THIS YOU SAY THIS MAY YOU MUST YOU IS THE WHAT
INTERRUPT BE MOTION VOTE IS
THE SPEAKER SECONDED DEBATABLE REQUIRED
*Take up a matter "1 move to take from the No Yes No Majority
previously tabled table"
'Reconsider something "1 move we reconsider our Yes Yes Majority
already disposed of action relative to ..."
*Consider something "I move we suspend the No Yes No 2/3 vote
out of its scheduled rules and consider ..."
order
*Vote of a ruling by "I appeal the Chair's Yes Yes Yes Majority
Chair decision"
STEPS TO A MOTION
The following information regarding the steps to a motion is taken from Roberts Rules
of Order, Newly Revised.
1 . Member #1 addresses the Chair, "Madam/Mister Chair."
2. Chair recognizes Member #1 .
3. Member #1 introduces the motion, "I move that ..."
4. Member #2 seconds the Motion, "I second the motion." No second is needed if
the motion is the result of a committee's recommendation. At this point, the
motion is still the property of the "maker" and "seconder" of the motion.
5. Options of the Chair:
a. The Chair makes a statement such as the following, "I hear your concern
about the problem and in view of our full agenda (the complexity of the
problem or whatever applies which will explain why the discussion should
be deferred) and if there are no objections, I would like to suggest that
we refer this to a committee."'
b. The Chair states the motion as soon as it is seconded. The motion now
becomes the property Of the "assembly".
Page 2
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STEPS TO A MOTION (Continued)
6. The Chair calls for discussion.
a. The Chair may call for discussion as soon as the motion has been
seconded. In this case the rules of debate apply (pro and con speakers
must alternate and no one may speak a second time until everyone has
had a chance to speak once who wishes to do so).
7. Call the Question
a. The Chair may ask, "Are you ready for the question?"
b. A member of the assembly may state, "I call for the question." This
really means, "I move the previous question and wish to close the
debate."
C. The Chairs then says, "If there are no objections, we will vote on the
motion." Requires a two-thirds vote.
8. The Chair restates Member #1's motion.
9. Members vote.
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10. Chair announces the vote.
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From Ci of Pacifica's City Council. Rut and Code of Ethics
WHEREAS, it is important to the successful operation of any public
organization that standards be established to define the roles, responsibilities
and expectations of the governing board and staff in the operation of the
organization; and
WHEREAS, the establishment of standards by the City Council will
promote communication, understanding and trust among members of the City
Council and staff concerning their roles, responsibilities and expectations for the
operation of the City; and
WHEREAS, the establishment and periodic review of these City Council
rules will assist all City Council members to better understand their role and
responsibilities and will help to make City Council meetings as productive as
possible.
i
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City A
Pacifica that the following City.Council Rules and Code of Ethics are adopted
and that all City Councilmembers will comply therewith.
CITY COUNCIL RULES OF OPERATION
Section 1 . GENERAL RULES. r`
The rules will be equally applicable to regular and special meetings
of the City Council and Redevelopment Agency. Reference to the City Council
shall also include the Redevelopment Agency unless otherwise stated. 'Wher
these rules refer to the Mayor and Councilmembers, the term shall also include
Chair and Members of the Redevelopment Agency. Any act that the Mayor"'is".",
authorized to perform may be performed by the Mayor pro Tern in the Mayor's
absence, or by the Vice-Chair of the Redevelopment Agency in the`Chair's
absence.
----�► Section 2. OPERATION OF CITY COUNCIL MEETINGS.
1 . Regular City Council meetings will be held on the second and fourth
Mondays of each month. The meetings will begin at 6:00 p.m. Meetings will
conclude by 11 :00 p.m. The Council, at 9:00 p.m., and thereafter if the
majority requests it will determine which issue will q
s i 1 be com leted at :that
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meeting and which items will be continued to the next regular or special Council `
meeting. The meeting may proceed past 11 :00 p.m. if a majority of the
Councilmembers in attendance determine that it is necessary or in the public
interest to do so. All City Councilmembers will use their best efforts to see that
the agenda proceeds as promptly and efficiently as possible . so that all
scheduled agenda items can be heard in the time allotted. As a courtesy to the
public, Council Agendas shall include an estimate of the time when an item will
be heard and Council will endeavor to adhere to that time schedule if possible.
At the request of the City Council, the Mayor may call a seven-minute recess
every two hours. Additional recesses may be called with consent of the
Council as needed.
2. In order to insure that all members of the public have an opportunity
a and that the Council is able to complete thebusiness,s e k ublic s to p p pthere
will be a three-minute limitation on comments by the public unless otherwise
approved by a majority of the Council. In order to effectively enforce this rule,
the Mayor will monitor the time for each speaker and inform the Council when
the three-minute limitation has been reached. The Mayor will strictly enforce
the three-minute time limit. Persons representing organizations or groups of
persons may be granted additional time upon consent of the Council. Individual
speakers may not use the three-minute allocation of other persons. Individual
speakers may not speak twice on the same item.
3. Oral Communications.
A. There will be two opportunities for Oral Communications on
each regular City Council agenda which shall follow Council Communications.
The second shall be during Council Considerations.
B. Any person wishing to address the Council shall be� rN
recognized by the Mayor during Oral Communications, provided, however, Thatm
during the Oral Communications portion of the agenda, only items not on the
agenda for that meeting may be addressed. All remarks shall be addressed-to
the Council as a body and not to any member thereof. Councilmembers shall
not enter into debate with speakers under Oral Communications.
C. The Mayor will state at the beginning of each meeting
Council's policy regarding three-minute limitation on comments by the public , , {
and that the maximum time for Oral Communications will be thirty minutes
unless further extended by majority vote of the Council. The Mayor will
announce when the thirty minutes have expired.
D. Management of Oral Communications cards: The cards will be
taken in the order received by the Mayor-The.City Manager will note the order
received on each card in numerical order and give them to the Mayor.
E. Citizens who anticipate concerns exceeding three minutes are
encouraged to submit comments in writing in advance to the City Manager for
prior distribution to the Council. Whenever possible, the material should be
Section 8 - f ons - From City of Pacifica's y Council Rules and
x Code of Ethics ; a
16. Appeal from the decision of Mayor. The Mayor shall decide all
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questions of debate and voting procedure, subject to appeal b' q 9 subj
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Councilmember to the whole Council. When in doubt, the Mayor may submit
the question to the Council, in which case a majority vote shall prevail. Any '
procedural decision or ruling of the Mayor may be appealed by request of any
member. The Mayor shall call for a roll call or electronic voting device vote'to'.
determine if the Mayors ruling shall be upheld. If said vote passes or results',,,,,'
in a tie vote, the Mayor's ruling shall stand. If said vote fails, the decision or`
ruling of the Mayor is reversed.
17. Getting the floor. Every Councilmember desiring to speak shall
push the debate button and, upon recognition by the Mayor, every'
Councilmember shall be confined to the question under debate, avoiding
disrespectful remarks or body language.
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18. Interruptions. Except for being called to order, a Councilmember
once recognized, shall not be interrupted when speaking, except as otherwise
provided for in these rules.. A Councilmember called to order while speakingf
shall cease speaking until the question or order is determined, and, if in order,
said Councilmember shall be permitted to proceed.
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19. There shall be no voting by secret ballot. = �
Section 8. Motions.
3 �
1 The Mayor shall -insure that all motions are clearly stated bef re '
allowing debate to begin and also immediately before a vote is' taken. They
Mayor may request a City Councilmember to restate a motion for clarification, ., .
may restate the motion or direct staff to restate the motion. "
v�.
2. Motions defined. The following motions may be made by the
Council. ,w
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a. The main motion. A main motion is a motion on the issue
before the Council. It needs a second, is amendable and is debatable. *A µ
b. Fix the time to which to adjourn the meeting to another date., � •
A motion to fix the time to which to adjourn requires a second, is amendab}x '
and is debatable only as to the time to which the meeting is adjourned. rT er
purpose is to set a time for continuation of the meeting to another date.
C. Motion to adjourn the present meeting. This motion regwres
a second and is not debatable. A motion to adjourn shall be in order at arym � ro
time, except as follows: (1)' when repeated without intervening business o;"k
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discussion; (2) when made as an interruption of a member while speaking;
(3) when the question has been called; and (4) while a vote is being taken.
d. Motion to take a recess. A motion to take a recess requires
a second, is amendable but is not debatable. The purpose is to interrupt the
meeting for a brief recess.
e. Motion to raise a question of personal The ri ht of
privilege. 9
a councilmember to address the council on a question of personal privilege shall
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in which the c n 'be limited to cases ou cilmember s integrity, character or motive
s
9
are directly questioned by another Councilmember during debate. The maker
of the motion may interrupt another speaker if the Mayor recognizes the
"privilege". The motion does not require a second, is not amendable and is not
debatable.
f. Motion to call for the order of the agenda. A motion to cast
for the order of the agenda does not require a second, is not amendable and is
not debatable. The purpose is to require adherence to the order of the agenda.
g. Motion to lay on the table. The purpose is to interrupt
discussion of the item at hand for more urgent business or to end consideration s
of an item without action. A motion to lay on the table requires a second, is'
not amendable and is not debatable. It shall preclude all amendments or deba
of the subject under consideration. If the motion prevails, and the subject s
tabled, the matter may be taken from the table at any time prior to the end of
the meeting. Any councilmember can agendize the subject of a tabled matter ,µ
for a later city council meeting.
h. Motion to call the question. The purpose of this motion is to
close debate on the pending motion. A motion to call the question requires a .Y,
second, is not debatable and is not amendable. It applies to all previous } t
motions on the subject unless otherwise specified by the maker of the motioh,.",,"-11r ,
If the motion fails, debate is reopened; if the motion passes, then the City
Council votes on the pending motion. A motion to call th
e e question requires a
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majority vote of those Councilmembers present and voting.
L Motion to continue to a certain time. A motion to continue
to a certain time is amendable and is debatable as to propriety of postponement
and time set. Purpose is to continue the matter to another specified time.
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j. Motion to refer to a City agency, body, committee, board,
commission or officer. A motion to refer requires a second, is amendable, and
is debatable only as to the propriety of referring. Purpose of the motion is to
send subject to another city agency, body, committee, board, commission or fi `
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officer for further study and report back to council, at which time, subject-is `rn
{ fully debated.
k. Motion to amend or substitute. A motion to amend a motion
or to substitute one motion for another requires a second, is amendable, and is
debatable only if the motion to which it applies is debatable. A motion to
amend an amendment is also in order. An amendment can modify a motion but
should not raise an entirely different or independent question. An amendment.
must be relevant to the main motion.. Amendments take precedence over the
main motion. Amendments to amendments are voted first, then the
amendment. If approved, the main motion is amended.
I. Motion to take from the table. Subject to any applicable
agenda posting requirement, a motion to take from the table may be made at
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anytime prior to the end of the next meeting at which the item was tabled a 4r.
The purpose is to consider business previously laid aside in favor of more urgent ,`f -,
business. A motion to take from the table requires a second, is not debatable
and is not amendable.
Section 9. Closed Sessions.
1. Purpose. It is the policy of the City Council to conduct its business '
in public to the greatest extent possible. However, the City Council recognizes
that, in certain limited circumstances, public discussion'jeopardizes the public
interest, compromises the City's position, and could cost the taxpayers v
Pacifica a significant amount of money. Therefore, these Rules provide for P Y
strict confidentiality of City Council discussion in certain circumstances allowed
by law. ;
2. Rule of Confidentiality. The City Council recognizes that breaches
in confidentiality can severely prejudice the City s position in litigation, labor
relations and real estate negotiations. Further, breaches of confidentiality can
create a climate of distrust among Councilmembers and can harm the Council's
ability to communicate openly in closed sessions, thereby impairing the
Council's ability to perform its official duties.
The City Council further recognizes that confidentiality ,, of
discussions and documents are at the core of a closed session. Confidentialityp*
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is essential if the closed session is to serve its purpose. Therefore, the City .r
Council will adhere to a strict policy of confidentiality of,closed sessions. ''` '=
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3. Breach of Rule of Confidentiality.