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HomeMy Public PortalAbout20050601 - Minutes - Board of Directors (BOD) i0gional Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 05-12 SPECIAL AND REGULAR MEETINGS BOARD OF DIRECTORS June 1, 2005 MINUTES SPECIAL MEETING I. ROLL CALL President Larry Hassett called the meeting to order at 6:32 p.m. Members Present: Jed Cyr (arrived at 6:40 p.m.), Mary Davey, Nonette Hanko, Larry Hassett, Deane Little (arrived at 6:36 p.m.), Ken Nitz and Pete Siemens Members Absent: None Staff Present: Craig Britton, Sue Schectman, Sally Thielfoldt, Del Woods, Tom Fischer, Mike Williams IL CLOSED SESSION L. Hassett stated that the Board would adjourn to Closed Session to discuss Closed Session Agenda Items 1, 2 and 3. The Board recessed to Closed Session at 6:32 p.m. and the Closed Session commenced at 6:36 p.m. The Board concluded the Closed Session at 7:30 p.m. REGULAR MEETING L. Hassett called the Regular Meeting to order at 7:33 p.m. He announced that the Board had discussed Closed Session Agenda Items 1, 2 and 3 in Closed Session and that no reportable action had taken place. Additional Staff Present: Matt Freeman, Kirk Lenington, Rudy Jurgensen, John Maciel, Cindy Roessler, Cathy Woodbury IV. INTRODUCTION C. Woodbury introduced the Planning Department's new Open Space Planner, David Gagner. V. ORAL COMMUNICATIONS—There were none. Meeting 05-12 Page 2 VI. ADOPTION OF AGENDA Motion: M. Davey moved that the Board adopt the agenda. K. Nitz seconded and the motion passed 7 to 0. VII. ADOPTION OF CONSENT CALENDAR K. Nitz removed Agenda Item 8, Authorization to Solicit Bids for Construction of Ridgetop Trail that Includes Installation of Two Pedestrian Footbridges at Pulgas Ridge Open Space Preserve. Staff answered K. Nitz's questions regarding Revised Claim numbers 2762 (water service on Windy Hill), 2771 and 2772. J. Maciel will provide information regarding Claim 2762 once investigated. N. Hanko removed Written Communication. L. Hassett removed Agenda Item 11, Call Two Special Meetings for June 15, 2005 and June 29, 2005. Motion: J. Cyr moved that the Board adopt the Consent Calendar, including Minutes of the March 9, 2005 as amended by J. Cyr(page 6, J. Cyr was a former member of the Budget Committee) and March 23, 2005 Special and Regular Meetings and Revised Claims 05-10, Agenda Item 9, Authorize Credit Cards and Agenda Item 10, Retainer Agreement with Miller, Staff& Regalia. M. Davey seconded the motion. The motion passed 7 to 0, with N. Hanko abstaining from Revised Claim numbers 2785, 2829, 2830; K. Nitz abstaining from Revised Claim number 2771 and J. Cyr abstaining from Revised Claim number 2789. VIII. BOARD BUSINESS A. Written Communications -- Draft response to Betsy Carpenter, Box 8065, Portola Valley, CA 94028. N. Hanko would like to review the trail system at Windy Hill and the timeline of the Use and Management Committee. C. Britton provided the history of the trail connection. D. Little suggested adding the Windy Hill trail connection to the next Use and Management Committee agenda. C. Britton suggested modifying the response to Betsy Carpenter by adding language that would state that a Use and Management Committee meeting will be scheduled to discuss prioritization of pending trail projects including the trail connection at Windy Hill. Motion: J. Cyr moved that the Board approve Written Communication by adding language to the last paragraph stating a Use and Management Meeting 05-12 Page 3 Committee meeting will be scheduled within the next four to six weeks to look at scheduling of this trail connection and other matters. P. Siemens seconded the motion. The motion passed 7 to 0. B. Agenda Item No. 1 —Presentation by Bay Area Ridge Trail Council—(Report R-05- C. Britton introduced Holly Van Houten, Executive Director of Bay Area Ridge Trail Council and Bob Power, South and East Bay Trail Director, H. Van Houten discussed preserving the ridge line and giving people access to the ridge line. She also discussed connecting trails to the Ridge Trail and specifically the District's trails. Using PowerPoint slides Holly showed the many benefits of the Ridge Trail. Approximately 85% of the Ridge Trail is multi-use. B. Power discussed the history with the District and the trails they have in the following preserved: Sierra Azul, Saratoga Gap, Long Ridge, Skyline Ridge, Russian Ridge, Windy Hill, Purisima Creek Redwoods totaling 30.7 dedicated miles. He discussed their grant funding efforts and the projects they have collaborated with the District, such as the Jacques Ridge staging area. The Council is also participating in the La Honda Creek Master Plan and the staging area at El Corte de Madera. The route on land owned by the District in San Mateo County is 80% complete and in Santa Clara County is 60% complete. The overall route on land that the District controls is approximately 70% complete. Holly and Bob answered questions from the Board and the public, and the Board was very appreciative of this presentation. C. Britton noted that representatives from Santa Clara County were present to discuss Agenda Item No. 4. Motion: J. Cyr moved that the Board consider Agenda Item 4 out of order. K. Nit seconded the motion. The motion passed 7 to 0. C. Agenda Item No. 4—Adopt Resolution to Support Santa Clara County Vector Control District's Measure for an Increased Special Benefit Assessment on Real Property; Direct General Manager to Return Mailed Ballots with an Affirmative Vote -(Report R-05-63). M. Williams introduced Ben Gale, Director of Santa Clara County Environmental Health Department and Tim Mulligan, Project Manager of Santa Clara County Vector Control and presented the board report. B. Gale and T. Mulligan answered questions from the Board regarding assessments, costs of ballot measure and West Nile Virus. Motion: M. Davey moved Board approve Resolution No. 05-15, A Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Supporting the Proposed Santa Clara County Vector Control Meeting 05-12 Page 4 District Ballot Measure and Directing the Return of the Mail Ballots with a "Yes" Vote. P. Siemens seconded the motion. The motion passed 7 to 0. D. Agenda Item No. 2 — Authorize General Manager to Execute the License and Management Agreement with Peninsula Open Space Trust for the Rapley Ranch Property Adjacent to Russian Ridge Open Space Preserve (San Mateo County APNs: 078-210-370 and 080-320-170): Determine Recommended Actions are Categorically Exempt From CEQA•, Adopt the Preliminary Use and Management Plan— (Report R- 05-56). D. Woods presented the report on the first License and Management Agreement for property within the coastside protection program. He provided PowerPoint slides of the Rapley Ranch property. Motion: M. Davey moved the Board determine the recommended actions are categorically exempt from CEQA, authorize the General Manager to sign the attached License and Management Agreement with POST and adopt the preliminary Use and Management Plan. D. Little seconded the motion. The motion passed 7 to 0. E. Agenda Item No. 3 —Authorize General Manager to Contract with Erler & Kalinowski, Inc. to Conduct a Soil Investigation at POST Driscoll Ranch Property i the Amount Not to Exceed $67,000, Plus a Contingency of$6,700 for a Total Contract Amount Not to Exceed $73,700-, Determine Recommended Actions are Categorically Exempt from CEQA; Appropriate and Authorize Transfer of$73,700 from New Lands Purchases Account to Resource Environmental Studies Account Within Real Property Department Budget—(Report R-05-62). K. Lenington presented the report using a map of the area surrounding Driscoll Ranch property. N. Hanko suggested that the public be made aware of the work being done on this property and the District's purpose. M. Freeman stated that over 200 individuals (including stakeholders) have been noticed. R. Jurgensen stated that a preliminary press release had been sent out on the work being done to the coast, S. Schectman stated that the District plans to do a Negative Declaration (under CEQA) which has a formal public notification/input process. This will provide correct and accurate environmental information that will be widely circulated. D. Little questioned for what exactly is the soil being tested. K. Lenington explained that the soil was being tested for chlorine, pesticides, lead, arsenic and most types of carbons. Meeting 05-12 Page 5 Motion: M. Davey moved that the Board authorize the General Manager to contract with Erler & Kalinowski, Inc. to conduct a soil investigation at POST Driscoll Ranch property in the amount not to exceed $67,000 plus a contingency of 46,700 for a total contract amount not to exceed $73,700; determine the recommended actions are categorically exempt from CEQA and authorize transfer of$73,700 from New Lands Purchases account to Resource Environmental Studies account with Real Property Department budget. J. Cyr seconded the motion. The motion passed 7 to 0. F. Agenda Item No. 5—Program Evaluation for the 2004-2005 Action Plan for the Implementation of the Basic Policy of Midpeninsula Regional Open Space District (Report R-05-61). C. Britton explained the process of the annual evaluation of the Action Plan of the previous fiscal year. N. Hanko was very impressed with the amount of work that the staff had completed. L. Hassett thought the evaluation was very thorough and well presented. He suggested to simplify the process, that the Board ask questions instead of a presentation by each manager. Real Property Department: K. Nitz asked for clarification on the renovation of the tower at the former Thorne wood estate. M. Williams explained the repairs that the current tenant is performing on the structure. The tenant receives an offset on his rent for the work and materials. K. Nitz had a question regarding finding a tenant for the chestnut orchard. M. Williams said they have found a tenant and they are working on an "orchard-type lease." P. Siemens questioned the time span of the Picchetti Winery lease negotiations. M. Williams stated the lease is up in 2007 and it is moving forward. Open Space Planning: C. Britton pointed out all the effort expended from the Planning Department during 2004-2005. S. Schectman mentioned all the planning staff time due to the litigation filed against the District was not anticipated. K. Nitz questioned the time line of the construction of the deck at Sausal Pond at Windy Hill Open Space Preserve. C. Woodbury stated that the submission of deck plans to the Town of Portola Valley for permit is in this year's action plan. She does not anticipate construction until next year. C. Woodbury pointed out that the District did not receive the permits to start the Pulgas Ridge staging area until late in the year. The process for permits for Picchetti Ranch was delayed due to getting approval from State Office of Historic Preservation that entailed grant funding from the State for the buildings on the National Registrar. F Meeting 05-12 Page 6 D. Little asked about budgeting for additional planning staff for some of the projects that have been deferred. C. Woodbury stated that even if you add more staff, projects need to be prioritized. Every year the issue of staffing is reviewed as it would impact the entire District. There is also the additional training that is involved. The District has unique policies and land. It would take a lot of time to get new people up to speed. M. Davey commented that due to the State budget cuts, it is remarkable what the planning department has achieved. Operations Department: J. Cyr questioned why the Mutual-Aid and Service Agreements project has been deferred. J. Maciel explained how the District was putting together a project with Santa Clara County and the County Counsel had a problem with the negotiations due to field staff working outside District boundaries. S. Schectman stated that the District is waiting for an Attorney General's opinion on District peace officer jurisdiction. In the meantime Assemblyperson Ira Ruskin is holding the spot bill if needed. D. Little praised staff for their work on the Bella Vista trail. N. Hanko asked C. Roessler about Sudden Oak Death. C. Roessler explained that the District has implemented field protocols this year no one else in the State had them). The protocol directs staff on how to handle controlling the spread of the disease. Sonoma State University did early detection studies on ten of District preserves. At this time there is no clear answer on how to stop and/or cure this disease. Staff did make a presentation about SOD at the latest Park Rangers Association of California conference. C. Roessler continued to answer questions on the control of false slender brome and other invasive plants. Public Affairs Department: The Board commented on what a great job staff did on the Not-So-Annual Conference. N. Hanko questioned the progress on the Good Neighbor Policy. R. Jurgensen stated that a time line for the policy development is currently being drafted. P. Siemens asked about the lobbyist for Mt. Umunhum clean up. R. Jurgensen explained that the funds are budgeted for this year to begin that project. Administrative Department: K. Nitz questioned why the rewrite of the Personnel Policies did not get completed. Meeting 05-12 Page 7 S. Thielfoldt explained that the personnel changes to the Administration Dept and the transitions have taken up a lot of time. The input process of policy rewrite takes quite a while. The Board commended Sue on the progress of the Legal Services Program. G. Agenda Item No. 6—Authorization to Contract for Vegetation Mapping Services at Mills Creek and Purisima Creek Redwoods Open Space Preserves and Surrounding Areas with Aerial Information Systems in an Amount Not to Exceed $32,718; Determine Project is Categorically Exempt from CEQA—(Report R-05-59). M. Freeman used PowerPoint to present the report and he explained how the vegetation data is used for the District master plans resource management programs, land acquisition and CEQA analysis. K. Nitz asked if the District would be sharing the data with other agencies. M. Freeman stated the data will be shared with POST, San Mateo County, Santa Clara County and the non-profit land trusts. The information will be posted on the District Web site so individuals can download the data. Motion: K. Nitz moved the Board authorize the District to contract for vegetation mapping services at Mills Creek and Purisima Creek Redwoods Open Space Preserves and surrounding areas with Aerial Information Systems in an amount not to exceed $32,718 and determine this project is categorically exempt from CEQA. M. Davey seconded the motion. The motion passed 7 to 0. H. Agenda Item No. 7—Authorize Payment of$226,466 to California JPIA for General Liability and Workers Compensation Insurance for Policy Year 2005-2006 and $24,056 for the Pollution Liability Insurance Program for the Policy Years 2005- 2008; Appropriate and Authorize General Manager to Use $66,512 from the New Land Purchases Account for Payment of Insurance Amounts in Excess of the Fiscal Year 2005-2006 Approved Budget— (Report R-05-52). K. Nitz questioned the monies the District will save with CJPIA. S. Thielfoldt explained the cost savings of the commercial insurance. K. Nitz asked if the District was doing anything to control workers compensation charges. S. Thielfoldt stated that the District has scheduled CJPIA to host two ergonomic seminars for field staff and office staff respectively. Motion: M. Davey moved the Board authorize payment of $226,466 to California JPIA for General Liability and Workers Compensation Meeting 05-12 Page 8 Insurance for policy year 2005-2006 and $24,056 for the Pollution Liability Insurance Program for the policy years 2005-2008; and authorize General Manager to use $66,512 from the New Land Purchases Account for payment of insurance amounts in excess of the Fiscal Year 2005-2006 approved budget. K. Nitz seconded the motion. The motion passed 7 to 0. 1. Agenda Item No. 8— Authorization to Solicit Bids for Construction of Ridgetop Trail that Includes Installation of Two Pedestrian Footbridges at Pulgas Ridge Open Space Preserve—(Report R-05-57). K. Nitz asked about the expansion of the off-leash dog area. C. Woodbury stated that the field crew can handle that work and it is something for which the District does not need to contract. She also stated that first, the soil investigation needs to be completed which is currently underway. Motion: K. Nitz moved the Board authorize to solicit bids for construction of Ridgetop Trail that includes installation of two pedestrian footbridges at Pulgas Ridge Open Space Preserve. P. Siemens seconded the motion. The motion passed 7 to 0. J, Agenda Item No. 11 — Call Two Special Board Meetings for June 15, 2005 and June 29, 2005 —(Report R-05-55). C. Britton explained that staff scheduled these meetings based on the Board's calendars as communicated. Due to external deadlines with the Miramontes transaction, staff is recommending scheduling the Special Meeting on June 29, 2005; but June 15, 2005 would not work. The Board reviewed their calendars and July 6, 2005 is open for all members for a special meeting. Motion: P. Siemens moved the Board call two special board meetings for June 29, 2005 and July 6, 2005. M. Davey seconded the motion. The motion passed 7 to 0. IX. INFORMATIONAL REPORTS M. Davey: 1. She thanked everyone for the photograph for her birthday. As of this date, there were 292 donors for a total of$25,260 in donations for the District. 2. Staff did a great job at the Not-So-Annual conference. 3. She commended C. Roessler for her presentation at the Bay Area Open Space Council conference. N. Hanko: 1. She had a meeting with Minh Tran (District's Network Specialist) about email communication. It was very productive to learn how to manage her District electronic communication. 2. She circulated pictures from the Not-So-Annual conference. 3. She had a nice lunch with Beez Jones, C. Britton and M. Williams last week. Meeting 05-12 Page 9 C. Britton: 1. He asked if anyone had received the "save the date" from Hidden Villa on starry night for Sept 10. He then passed around his copy. 2. He commented on the lunch he had with Beez Jones, N. Hanko and M. Williams. It was nice getting back together with Beez. Her family paid for the reprinting of the book, History of Cupertino and he would have it available if anyone wanted to borrow it. 3. He mentioned that there is a NASA open house on June 13 about Hangar One. 4. He invited the Board members to the District Staff Family Event on June 24th. 5. He brought attention to the NSA survey results included in tonight's FYIs. There were more agencies represented and attendance than ever before. 6. He mentioned that District staff is sending out letters to every individual who donated on behalf of Mary's birthday. 7. The District has received 230 RSVPs for the 50,000 acre event, which is twice as much as they had planned. S. Thielfoldt commented on the customer service training from CJPIA and they did a great job tailoring it the District. C. Britton stated that the customer service training was effective and realized how much contact the Rangers have out in the field. J. Maciel reported on the security camera equipment that the District would like to install in Windy Hill and Monte Bello parking lots. It will be triggered by motion detection and will be powered by battery. This system will be used strictly for illegal activity involving parked cars. C. Woodbury commended Ana Ruiz for receiving her professional designation from the America Institute of Certified Planners. L. Hassett expressed his congratulations on behalf of the Board. X. ADJOURNMENT At 11:05 p.m., the meeting was adjourned. Margaret Reimche Recording Secretary