HomeMy Public PortalAbout20070124 - Minutes - Board of Directors (BOD) Meeting 07-02
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
January 24, 2007
MINUTES
SPECIAL MEETING
I. ROLL CALL
President Jed Cyr called the special meeting to order at 5:32 p.m.
Members Present: Jed Cyr, Larry Hassett, Ken Nitz(arrived at 5:40 p.m.),
Nonette Hanko, Curt Riffle, Pete Siemens, and Mary Davey (arrived at 5:40 p.m.)
Members Absent: None
Staff Present: Craig Britton, Sue Schectman, Sally Rice, Mike Williams,
Michael Reeves, Duncan Simmons
11. CLOSED SESSION
The Closed Session concluded at 6:05 p.m.
J. Cyr stated that there were no reportable items from the Closed Session
regarding Items I and 2. J. Cyr stated that at the Board's January 10, 2007 Closed
Session,the Board had authorized the filing of a cross-appeal in the matter of
Citizens for Responsible Open Space et al v. MROSD Case No. CIV442954.
111. STUDY SESSION
A. Study Session Item I —Review, Discuss and Comment on the Invasive
Species Policy-(Report(Report R-06-150)
Cindy Roessler and K. Lenington presented the discussion item and it was
reviewed and commented on by the Board.
No formal Board action was required.
Meeting 07-02 Page 2
Motion: J. Cyr motioned to table the study session to a future Board
meeting. P. Siemens seconded the motion. The motion passed 7 to 0.
REGULAR MEETING
IV. K. Nitz called the Regular Meeting to order at 7:32 p.m.
Additional Staff Present: D. Topley, M.Newburn, G. Baillie, C. Carlson,
C. Barresi, L. Wright, A. Correia, G. Smutnak, J. Maciel, C. Britton, D. Simmons
V. ORAL COMMUNICATIONS There were none.
VI. ADOPTION OF AGENDA
Motion: M. Davey moved that the Board adopt the Agenda. P. Siemens
seconded the motion. The motion passed 7 to 0.
VII. ADOPTION OF CONSENT CALENDAR
C. Riffle said he had a correction to the Minutes to change the word"desk"to
"deck" on page 10 of the October 25, 2006 Board Minutes.
K. Nitz said he had questions on Revised Claims 6269 & 6278, which were
explained by Staff.
The Revised Claims and the October 25, 2006 Minutes were incorporated into the
Consent Calendar upon agreement by the Board.
N. Hanko said she would abstain from Revised Claim numbers 6217 and 6292.
Motion: M. Davey moved that the Board adopt the Consent Calendar,
including the Board Minutes of October 25, 2006 Special and
Regular Meetings, Agenda Item 3, Appointment of District
Representatives to the Governing Board of the Midpeninsula
Regional Open Space District Financing Authority; Agenda Item
4, Approve Appointment of Director Nitz as the District's
Representative to the California Joint Powers Insurance Authority
Board of Directors and Appointment of Two Alternates: General
Manager C. Britton and Assistant General Manager S. Rice,•
g g
Agenda Item 5,Adopt Resolution No. 07-03 Amending the
District's Conflict of Interest Code; Agenda Item 6,Authorize
s n
Additional Legal Fees in the Matter of Citizens for Re no si ble
Open Space v. LAFCO and MidpeninsulaRegional Open Spare
er to Execute is D
Retainer
' t � t and Authorize the General Manager a R nc �
Agreement with the Law Firm of Shute, Mihaly& Weinberger for
Meeting 07-02 Page 3
this Litivation; and Revised Claims 07-02. J. Cyr seconded the
motion. The motion passed 7 to 0.
VIII. NEW STAFF INTRODUCTION
G. Baillie introduced Leslie Wright as the new Operations Administrative
Assistant. He said that Kathleen Hart was retiring after 17 years of service with
the District. He gave L. Wright's education and employment experience
background.
The Board welcomed L. Wright.
L. Wright thanked the Board and said she was happy to be working at the District.
IX. BOARD BUSINESS
A. Agenda Item No. 1 —Accept Consultant's Report in Implementation of a
Digital Simulcast Two-Way Radio System for the District; Approve the
Five-Year Plan for Improvement of the Radio System in Concept; Direct
District Staff to Obtain More Detailed Estimates from the Consultant in
Order to Present this Information to the Administration and Budget
Committee as Part of the 2007/2008 Budget Preparation Process—(Report
R-07-1 0)
D. Topley started the presentation of the staff report by introducing Greg
Forrest of Macro Corporation(Macro). D. Topley explained that staff sent
out an RFP, adding that there was a committee to review the proposals and
to work on the project from the beginning of the process.
D. Topley described how the radio repeaters work and how staff utilizes
the equipment. He said there were two major deficiencies; (1)over
transmission(when two people attempt to use the radio at the same time—
both unsuccessful); and(2)poor coverage (deep valley, canyons and dead
spots) which mostly occurs on the portable radios which are not strong
enough to reach the mountain top repeaters.
D. Topley said that Macro Corporation had developed alternative solutions
in their proposal to the District. The options were to remain status quo; to
have a digital system; to have an analog simulcast system; or to have a
digital simulcast system. The options also included enhancement
alternatives. Macro Corporation recommended that the District use the
digital simulcast system with mobile repeaters. D. Topley said that the
cost over five years is $1,334,030, and the operating costs for digital
systems are higher per year than other systems.
I
Meeting 07-02 Page 4
After the District received the proposal from Macro Corporation, D.
Topley asked an independent third party to review the information and the
third party was Santa Clara County. They said the report was excellent
and they fully supported the proposed plan.
N. Hanko congratulated D. Topley and Mr. Forrest on the report. She
asked if it is possible to implement the plan in under five years.
Mr. Forrest replied that they could implement the plan quickly; adding that
when moving to a digital system,much of the District's equipment is too
new to stop using yet. C. Riffle asked if there was a secondary market for
the District's equipment and Mr. Forrest said there is, but it is very low
cost to recoup the District's expenditure. He said that digital is newer
technology and that prices will come down over time.
N. Hanko said she favored options I and 2, but preferred I as there would
be fewer towers. She asked if towers would need to be acquired, land
purchased, or towers built. D. Topley answered that it is difficult to get
licensed on a new mountain top site. He said that staff had begun to locate
sites due to the coastal expansion. The District would need to get a license
from FCC and they would need to get another frequency, which is very
difficult as the potential to cause interference with other frequencies is
high. N. Hanko said she preferred fewer towers. D. Topley said that
mobile repeaters would solve the problem.
C. Britton said that the District did not have its own frequency for about
the first 20 years and that staff has been looking for another frequency for
the past 10 years. He asked if there are more frequencies available with a
digital system.
Mr. Forrest said that the FCC did not make any more frequencies
available, adding that in the next 10 to 15 years new frequencies may
become available.
C. Britton gave some reasons to recommend the 5-year plan and said he
appreciated D. Topley asking for a third party to review the proposal.
L. Hassett said he was concerned with Alternative B because it does not
eliminate the over-transmission problem. He added that the District
ability to communicate with other agencies is crucial. He asked where in
the process are other agencies in upgrading their systems. Mr. Forrest said
the list of agencies was taken from interviews with District Rangers and
that most other agencies operate in the same spectrum; although San
Mateo County operates on a different spectrum. He said the trend is going
toward digital technology.
Meeting 07-02 Page 5
C. Britton asked if the Sheriff wants to hear from Rangers through the
radio or if they preferred to be contacted through dispatch. Mr. Forrest
gave examples of how communications between agencies work. That
there are common channels, but that they need to be in the same frequency
bands. D..Topley followed up by saying that the District has written
agreements with agencies to communicate on the radio. He said that Santa
Clara County does not want to communicate on the radio. The 150 band
is used by statewide fire and Santa Clara County is also on the 150 band.
He added that they do not make a radio with multiple bands. Santa Clara
County has developed the Bay Max system, but it is only on the Santa
Clara County system.
J. Cyr asked how digital technology communicates with analog systems or
if that were possible. Mr. Forrest said that the equipment in the District's
vehicles would be able to operate in both analog and digital mode.
P. Siemens asked why radios cost more than mobile cell phones. Mr.
Forrest said that the volume of sales of cell phones brings the cost down—
more people use cell phones. It is a supply and demand issue.
J. Cyr said he was concerned that the equipment will become obsolete in a
shorter amount of time, due to the changing technology. K.Nitz added
that the software defined radios and new technology will be available in 5
to 10 years, as used in the military, and is very expensive—about $10,000
per radio. Mr. Forrest said that over time, analog systems will loose
technical support as digital picks up. He added that the proposed plan was
flexible.
Mr. Forrest said that one of the benefits of a digital system is the
consistent voice quality. C. Riffle asked how cutting edge this technology
is and Mr. Forrest replied that it has simulcast function and that digital
technology has been around for sometime,that Motorola and Magcom
(GE) led the standard since 1991, and mobile repeaters will be in the
vehicles reducing the requirement for more towers. P. Siemens asked if
the mobile repeaters were analog or digital. Mr. Forrest said they can
work on either system.
C. Riffle said that the goal of year 5 simulcast is very important. Mr.
Forrest said that the District's existing equipment was not able to be
converted to digital, that the repeater stations needed to be upgraded, and
also be capable of simulcasting. C. Riffle asked if cost was the issue to
move the project along faster to a 3-year program.
L. Hassett asked if the District qualified under the homeland security list
due to the airforce base on Mt. Umunhum. Mr. Forrest said they had
looked into that,but the District did not quality. J. Maciel added that an
Meeting 07-02 Page 6
agency must be a primary agency to quality for homeland security and that
the District would need to be sponsored by a qualified agency.
P. Siemens asked about the FCC requirement about narrow bands by
2009. Mr. Forrest said the target of 2009 would allow time to transition to
the new equipment. P. Siemens said he, too,preferred a 3-year program
rather than the proposed 5-year to implement. .
P. Siemens asked how old the new radios are and J. Maciel said that a
radio could be used up to 12 years. The District owned hand packs that
are new and meet the new channel requirements. He added that,typically,
District Rangers use radios for 5 years. He said that about half of the
radios are between 7 and 15 years old. The cost of portable radios is
$800.00 each and $1,200.00 each for installed radios.
D. Topley suggested that Alternative B and Alternative D could be
combined. K. Nitz asked why the report took so long to get to the Board
since it was received by staff in May 2006. J. Maciel said that the
committee had been working on drafts, that there were many questions. It
was discussed in committee until it was ready for the budget process for
the upcoming fiscal year.
K. Nitz asked if there would be any problems using the dispatcher if the
District upgrades their equipment and J. Maciel said that the City of
Mountain View is also looking into upgrading their equipment. He added
that the District's contract with Mountain View will continue for another 5
years.
K.Nitz asked what the $65,000 per year cost was for. D. Topley replied
that this would be the annual operating cost for the new system and that
the District currently spends approximately$30,000 annually.
K. Nitz referred to page 4 of the report and asked about the new antennas
on all sites and why there was no battery back-up system. D. Topley
answered that they are currently using an automatic generator system if
there is a power failure. K. Nitz asked if any thought was used for solar or
wind power and D. Topley said they had looked into that.
M. Davey asked how staff feels about the proposal. D. Topley said that
members of the field staff were included in the committee and that they
agreed with the proposed alternatives.
K. Nitz said that GPS can be used on mobile phones and asked if GPS
could be used on the radios. Mr. Forrest said it depended on the vendor,
but it can be an option.
Meeting 07-02 Page 7
Discussion: K. Nitz asked what East Bay Regional Parks had done with
their radio system. J. Maciel said that they have started
working with a new system in their trucks. D. Topley
added that the EBRP is developing a digital system, adding
that Santa Clara County and Santa Clara Sheriff's
departments have experience with both.
N. Hanko said that hikers often get lost on trails, carrying
cell phones and asked if they can use their cell phones to
contact Rangers. Mr. Forrest said that this issue was not
addressed and that they were not able to cover this problem
as cell phones use a different frequency than radios.
C. Carlson introduced himself as the new president of the
Ranger group. He said that Santa Clara County Parks went
to the simulcast systems two to three years ago. He
emphasized that radio transmissions are critical. He said
that Alternative B does not address the "over use" problem
and added that staff wants direct communication with other
agencies rather than going through dispatch.
J. Cyr asked how soon it would be for them to use
simulcast. J. Maciel said they would need to get the
hardware first, build the radio equipment to build a
foundation. He said they could do it in two years, but
would need to hire someone to implement it. J. Cyr said he
would like to see this project move forward faster.
C. Barressi gave examples of poor radio service. He said
he was encouraged with the discussion to get a new system
up and running on a faster timeline.
C. Britton said staff had looked at the economics of a faster
timeline, but said it was up to the Board to tell staff what it
wants and then staff can go back to the consultant. J. Cyr
and L. Hassett said that they supported that idea, adding
that the cost is what it is and the money spent should be
looked at as an investment.
Motion: L. Hassett moved that staff come back to the Board with an
expedited plan. P. Siemens seconded the motion.
Meeting 07-02 Page 8
Discussion: C. Britton asked Mr. Forrest how long it would take him to
be able to put together other scenarios. Mr. Forrest said
about two to three weeks.
D. Topley said that the 5-year plan was Alternative B
moving to Alternative D. If the time-line were quicker,
they would be going directly to Alternative D. P. Siemens
said he preferred a target of two years for simulcast and
that additional towers could be considered afterwards.
Vote: General Manager's Recommendation 1 was not modified.
General Manager's Recommendation 2 was modified as
motioned by L. Hassett. The motion passed 7 to 0.
K. Nitz called for a five-minute break at this point in the meeting. The meeting
reconvened at 9:35 p.m.
B. Agenda Item No. 2—Appointment of Board Committee Members for
2007; Approve Appointment to the Standing, Ad Hoc and Outside
Committees as Contained in this Report, Including the Determination of
Compensation Status for Attendance at Board Committee Meetings
(Report 07-05)
N. Hanko suggested a change to the recommended Board Appointee
Evaluation Committee because of the work they were already doing on the
Manager's evaluation including General Manager tasks related to
succession planning. K. Nitz said he would prefer a new mix of Board
members on that committee. N. Hanko asked if they could compromise
and let the current committee continue its work in progress. K. Nitz
agreed and said he would hold off changing the members of the Board
Appointee Evaluation Ad Hoc Committee until this work was concluded.
S. Schectman said that C. Britton can charge the Ad Hoc Evaluation
Committee with tasks. She read the Rules of Procedure regarding
standing committees and added that Ad Hoc committees are established by
the Board on specific matters.
L. Hassett suggest that there be a separate Ad Hoc committee specific to
succession planning and suggest that Board members N. Hanko, P.
Siemens and J. Cyr be put on that committee. P. Siemens said that current
committee should remain the same until the end of the fiscal year.
Motion: J. Cyr moved to amend the recommendation for the
membership of the Board Appointee Evaluation Committee
and to assign the task of developing succession planning
recommendations to the current committee. N. Hanko
seconded the motion. This motion passed 7 to 0.
Meeting 07-02 Page 9
K.Nitz asked for a motion to approve Agenda Item No. 2
as amended.
J. Cyr moved the President's recommendation to approve
this item as amended above. L. Hassett seconded the
motion. The motion passed 7 to 0.
X. INFORMATIONAL REPORTS
P. Siemens reported that he attended the January 10`h and tonight's Board meeting
and they were his compensable meetings.
L. Hassett reported that his compensable meetings were the January 10`h and
tonight's Board meetings.
C. Riffle reported that his compensable meetings were January 10`h and tonight's
meeting. He said he would be attending the new Board member training and
would be accompanied by C. Britton and S. Rice.
N. Hanko reported that her compensable meeting was tonight's meeting. She
attended the hats off ceremony for Audrey Rust at POST and said that A. Rust
thanked the District for their support.
J. Cyr reported that his compensable meetings were January 10`h and tonight's
meeting.
M. Davey reported
rted that her compensable meetings were January 10`h and
tonight's meeting. She said the affair for Audrey Rust was wonderful and that it
was a full house—everyone wore different hats, including C. Britton wearing his
frog hat.
K. Nitz reported that his compensable meetings were January 101h and tonight's
meeting. He said he went to Thornewood Open Space Preserve and saw the
landside and took pictures.
C. Britton reported that there was a Management Team retreat,that the topics for
discussion were the 5-year program for the Action Plan and the possibility of
expanding the Administration office space by moving to the tenant's space. He
said he met with Holly van Houten regarding the Lois Hogle bench and said the
ribbon-cutting would be coordinated by M. Newburn in May. He said he attended
the event for Audrey Rust and that there were approximately 150 people present.
He said he received a presentation from LA Consultants on the efficiency study
for Operations. Today the Bay Area Open Space Council (BAOSC)met at the
Baylands. He announced that the BAOSC would hold an all day event at the
Presidio in San Francisco, on June 13, 2007. He said that this Thursday and
i
Meeting 07-02 Page 10
Friday he was going to the Special District training with S. Rice and C. Riffle and
that they had planned a dinner with Ralph Heim while they were there. He said
that the following Tuesday and Wednesday the Green Vision Network was having
a retreat at Green Gulch Farm.
S. Rice passed around a Proclamation for K. Hart for the Board to sign. She said
that Friday was the going away party for M. Jesperson. She asked the Board
about future meeting dates for the Administration and Budget Committee stating
that all of the meetings planned would occur from 12:00 p.m. to 1:30 p.m. on
Tuesdays and Thursdays in February and March.
J. Maciel announced that K. Hart's retirement luncheon is next Wednesday from
Noon to 1:00 p.m. at the Rancho San Antonio field office.
D. Simmons shared a picture of Shirley Dean—his friends in the Berkeley oak
trees.
XI. ADJOURNMENT
At 10:10 p.m.,the Regular meeting was adjourned.
Lisa Zadek
Recording Secretary