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HomeMy Public PortalAbout20060531 - Minutes - Board of Directors (BOD) Regional Open Spat,.. MIDPENINSUW REGIONAL OPEN SPACE DISTRICT Meeting 06-14 SPECIAL MEETINGS BOARD OF DIRECTORS i May 31, 2006 330 Distel Circle, Los Altos, California MINUTES SPECIAL MEETING I. ROLL CALL President Jed Cyr called the special meeting to order at 6:03 p.m. Members Present: Jed Cyr, Larry Hassett, Ken Nitz(arrived at 6:15 p.m.), Nonette Hanko, Pete Siemens (arrived at 6:05 p.m.), Deane Little (arrived at 6:07 p.m.) and Mary Davey I Staff Present: Craig Britton, Sue Schectman, Sally Thielfoldt, John Maciel, Jim Cimino, Duncan Simmons II. CLOSED SESSION J. Cyr stated that the Board would adjourn to Closed Session to discuss Closed Session Agenda Items 1, 2, 3 and 4. The Board recessed to Closed Session at 6:03 p.m. and the Closed Session commenced at 6:05 p.m. The Board concluded the Closed Session at 7:30 p.m. SPECIAL MEETING Meeting t order at 7:35 .m. III. J. Cyr called the Regular e o Yg p Additional Staff Present: Gordon Baillie IV. ORAL COMMUNICATIONS There were none. V. ADOPTION OF AGENDA Motion: M. Davey moved that the Board adopt the Agenda. P. Siemens seconded the motion. The motion passed 7 to 0. VI. ADOPTION OF CONSENT CALENDAR K. Nitz requested that Agenda Item 3 be pulled for discussion. N. Hanko abstained from Revised Claims numbers 4901, 4960 and 4964. J. Cyr asked for a motion to approve the Consent Calendar with Agenda Item 3 removed for discussion. Motion: M. Davey moved that the Board adopt the Consent Calendar, including Revised Claims 06-10. L. Hassett seconded the motion. The motion passed 7 to 0. VII. BOARD BUSINESS A. Agenda Item No. I —Authorization for General Manager to Contract with LA Consulting, Inc. to Conduct a Land Management Cost Evaluation and Efficiency Study at an Amount Not to Exceed $89,854.00-, Authorize Additional Funds to be Included in Fiscal Year 2006-2007 Mid Year Budget at an Amount of$39,854— (Report R-06-66). C. Britton explained the need for staff s report and how this study differs from the last study that was done for the District's Service Plan for the coastal annexation. G. Baillie presented the report. Motion: M. Davey moved that the Board authorize General Manager to contract with LA Consulting, Inc. to conduct a Land Management Cost Evaluation and Efficiency Study at an amount not to exceed $89,854.00 and authorize additional funds to be included in the 2006-2007 mid year budget at an amount of$39,854. L. Hassett questioned the type of information that the District hopes to garner from this study and how it will improve the District's resource management program in the field. G. Baillie explained that the goal is not to revisit the resource management policies of the District. It is geared towards organization and efficiency of operations, for example, how should the field work crew be organized and are they using the most efficient tools. K Nitz asked if staff checked with the consultant's previous customers—some type of reference check. Meeting 06-14 Page 2 P. Siemens also requested staff to contact the consultant's previous customers and check to see how well the database works for them. G. Baillie explained how he spoke with the Parks Maintenance Supervisor at Santa Clara County Parks regarding their experience with LA Consulting. He said he was impressed with the program. G. Baillie said he will check with their customers and get back to the Board. K. Nitz questioned the completion date for the project. G. Baillie said that the consultant's contract will state that the project be complete by January 2007. Motion: N. Hanko seconded the motion. Vote: The motion passed 7 to 0. B. Agenda Item No. 2—Authorization for General Manager to Execute a New Agreement with the City of Mountain View to Provide Twenty-four Hour Radio Dispatch Services; Authorization for General Manager to Approve Expenditures for Radio Dispatch Services in an Amount not to Exceed $130,000; $50,000 in Fiscal Year 2006-2007; and $80,000 in Fiscal Year 2007-2008 (Report R-06-65). J. Maciel presented the staff report. C. Britton explained that this year the District is paying $28,000 and this is the last year of a five year contract. He met with the Assistant City Manager and the new Police Chief and they represented that their out-of-pocket costs were $140,000 to dispatch District calls and the District has a special service because the dispatcher needs to call the Sheriff's Department if there is an emergency. As of now there are at least 5 to 6 groups who could provide dispatch services. He advises the District pay the $50,000 for the next year but before the District pays the $80,000 for the second year, it would be beneficial to put out a request for proposals to other groups. Motion: M. Davey moved that the Board authorize the General Manager to Execute a new agreement with the City of Mountain View to provide twenty-four hour radio dispatch services and authorize the General Manager to approve expenditures for radio dispatch services in an amount not to exceed $130,000; $50,000 in Fiscal Year 2006-2007; and $80,000 in Fiscal Year 2007-2008. K. Nitz seconded the motion. The motion passed 7 to 0. C. Agenda Item No. 3—Authorization for General Manager to Execute Amendment to Contract with Graphic Arts Center Publishing Company for Distribution and Promotion Services through December 31, 2007—(Report R-06-67). K. Nitz questioned if the District is paying Graphic Arts Center any more money even though they are going through bankruptcy proceedings. D. Simmons explained that the company is going through a re-organization rather than a Meeting 06-14 Page 3 liquidation. The advantage of entering into a new contract with Graphic Arts is that it will keep cash flow happening for them as they go through an orderly reorganization of their business and allow them to pay the District. It may be a structured payment over the course of the next year. The amendment to the contract will allow the District to continue with the existing distribution channels that are otherwise closed to sell the remaining 1,400 books that are sitting in the publisher's warehouse now. Motion: K. Nitz moved that the Board authorize the General Manager to execute the amendment to contract with Graphic Arts Center Publishing Company for distribution and promotion services through December 31, 2007. M. Davey seconded the motion. The motion passed 7 to 0. VIII. INFORMATIONAL REPORTS K.Nitz commented on the letters from Craig Dremman included in the FYIs. J. Maciel stated that there will be a written communication response at the next regular board meeting. K. Nitz mentioned he would like an update on the Thomewood landslide. C. Britton will have Planning staff send out the update to the Board. K. Nitz referenced the January 2002 Final Action Plan of the Operations Program Review, specifically the resource management proiect"checklist"that focused on environmental protection. He questioned if the checklist is currently in practice. J. Maciel stated that Rangers have a safety checklist and a resource management"project"checklist, but not an environmental and/or resource management checklist. C. Britton responded that the checklist was still under consideration at that time and he will have staff update the Board. K. Nitz attended the SPDF conference and it was fabulous. He appreciated all the work from District staff and East Bay Regional Park. K. Nitz attended the LFPAC meetings on May 9 and May 11, 2006. N. Hanko attended the LFPAC meetings on May 9h and May I I'h regarding the Hogle Bench site selection. The family decided on the area in Rancho San Antonio because it is a hike that so many people take. The committee will meet again on the outcome of the family's visits. She felt the Forum was very well managed. There were several attendees that commented they would like to have the District host the entire conference. There were a number of people interested in the District's Good Neighbor Policy which they accessed from the web site. M. Davey commented on how wonderful the District tour was as part of the SPDF. She enjoyed talking with East Bay's staff and the opportunity to learn about grazing and how they manage a variety of land uses. She thanked staff on making the Board look good. She attended the two Board meetings this month on May 10 and May 31, 2006. P. Siemens has been traveling to England, Scotland, Switzerland, France and Stockholm. His compensable meetings were the two Board meetings this month on May 10 1h and May 31, 2006. Meeting 06-14 Page 4 L. Hassett had an invitation to speak before Woodside Open Space Committee, which is a town council-appointed committee. Questions came up regarding Teague Hill. The committee asked for an opportunity to speak with M. Williams and C. Britton regarding conservation easements. He gave praise to Elaina Cuzick for all her work on the SPDF event and her handling of the bus crisis. He commented on the excellent choice of dining places for the District's tour day. San Benito House was fabulous and they are huge supporters of environmental groups. His compensable meetings were the May 9 and I I th LFPAC meetings and the regular meetings on May 10 and 31, 2006. D. Little attended the two Board meetings this month on May 10 and May 31, 2006. He congratulated staff on the SPDF event. Out of all the conferences he attended, he felt this was the best one. He has noticed the subdued wildflowers on the preserves and how the climate patterns affected the proportion of wildflowers from last year. J. Cyr hiked Russian Ridge on May 12th and he noticed the flowers seem to be blooming a lot later in the season. While he was out there the group saw a"haz mat"team spraying for thistle. On May 25 th he attended a meeting of the Friends of Stevens Creek Trail. He spoke with one member of East Bay Regional Park staff about grazing and their grazing policy. J. Cyr received a copy of East Bay's wild lands management policies and guidelines. There were some things in there that might be useful. He was privileged to be a part of the planning of the SPDF tour. The preparation that went into it was incredible. He appreciated the evolution of the plan. He would like to commit to the notion that East Bay board and staff get an opportunity to take that tour. C. Britton received notice from the State that the request for the $500,000 grant for the Lobitos Creek/POST (Forde) property will be awarded. He is very pleased that the District was able to receive the full amount available. He offered to drive to the BAOSC annual conference this Friday, leaving the District office at 7:45 a.m. IV. ADJOURNMENT At 9:20 p.m.,the meeting was adjourned. Sally Thielfoldt Recording Secretary Meeting 06-14 Page 5