ITEM: ACTION ITEM

16. CONSIDER NEW BOARD MEETING LOCATION

Meeting Date: January 29, 2004 Budgeted: Yes

Program/Line Item No.: Services & Supplies – Conference Facilities

Staff Contact: Rick Dickhaut Cost Estimate: $7,500 Year

General Counsel Approval: NA

Committee Recommendation: The Administrative Committee reviewed this item on January 20, 2004 and recommended a six-month trial period at the City of Monterey Council Chambers.

CEQA Compliance: NA

SUMMARY: Discussions regarding various new Board meeting locations have been held over the past few months. At the December Board meeting, District staff was given a final list of potential locations to explore. Exhibit 16-A is a table presenting the results of that investigation. Based on the information gathered and the Board’s desire to televise future meeting, it appears that use of the City of Monterey Council Chambers for future Board meetings is most appropriate.

RECOMMENDATION: District staff recommends that starting in March of 2004, regular meetings of the District’s Board of Directors be held in the City of Monterey Council Chambers. The Administrative Committee discussed this item at its January 20, 2004 meeting and voted 3 to 0 to recommend a six-month trial period at the City of Monterey Council Chambers. The Committee further directed District staff to continue to evaluate the District’s conference room as a potential location for future Board meetings.

IMPACT ON RESOURCES: Estimated costs per meeting at the City of Monterey Council Chambers is $625 including all room and equipment rental charges, and the cost of having Access Monterey Peninsula furnish a technician to operate the television broadcast equipment (based on five hours of use per meeting). It is anticipated that the first meeting at the new location would be held in March 2004, requiring funding of approximately $2,500 for the remainder of this fiscal year. The Services & Supplies – Conference Facilities portion of the 2003-2004 Budget currently has approximately $3,700 available that could be used for this purpose.

BACKGROUND: The District has held its regularly scheduled Board meetings at the Seaside City Council Chambers since July 2002. Prior to that move, District staff conducted an extensive investigation of potential meeting locations within the District’s boundaries. Many of the locations investigated were found to be unacceptable due to limitations in scheduling, parking and available equipment. Recently, several Board members have expressed concern about lighting, room temperature and safety related issues at the Seaside facility. In response to these concerns, District staff has again investigated potential meeting sites for future Board meetings. Discussions regarding various locations have been held at the September, November and December Administrative Committee and Board meetings. At the December Board meeting, District staff was given a final list of potential locations to investigate.

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