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HomeMy Public PortalAbout20080528 - Minutes - Board of Directors (BOD) Regional Open Space MIDPENINSLILA REGIONAL OPEN SPACE DISTRICT Meeting 08-13 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS May 28, 2008 MINUTES SPECIAL MEETING I. ROLL CALL President P. Siemens called the Special Meeting to order at 7:02 p.m. Members Present: Pete Siemens, Jed Cyr, Nonette flanko, Mary Davey, Ken Nitz, Curt Riffle and Larry Hassett Members Absent: None Staff Present: Steve Abbors and Sue Schectman, Duncan Simmons and Mike Williams II. CLOSED SESSION At 7:03 p. m., Closed Session commenced and concluded at 7:35 p.m. REGULAR MEETING III. P. Siemens called the Regular Meeting to order at 7:38 p.m. and stated that there were no reportable items from the Closed Session regarding Item 1. P. Siemens asked for the Roll Call. Members Present: Pete Siemens, Jed Cyr, Nonette Hanko, Mary Davey, Ken Nitz, Curt Riffle, and Larry Hassett Members Absent: None Additional Staff Present: G. Sam, M. Freeman, M. Williams, D. Sanguinetti, R. Jurgensen, M. Reeves, G. Baillie, S. Morrison, C. Roessler, and D. Topley IV. ORAL COMMUNICATIONS There were none. V. ADOPTION OF AGENDA Motion: J. Cyr moved that the Board adopt the Agenda. C. Riffle seconded the motion. The motion passed 7 to 0. VI. ADOPTION OF CONSENT CALENDAR K. Nitz asked to pull Agenda Items 3 and 4 from the Consent Calendar. Motion: K. Nitz moved that the Board adopt the Consent Calendar, including approval of the Written Communications; and Revised Claims 08-09. C. Riffle seconded the motion. The motion passed 7 to 0 except for the AT&T and Verizon Claims identified on the Revised Claims list. The list contains a written disclosure that Directors Davey and Hanko are recusing themselves from voting on these items. Director Davey has an investment in AT&T in an amount precluding her from voting on such claims, The Board's vote on the Verizon and AT&T claims is recorded as passing b� 5 to 0. VII. BOARD BUSINESS A. Agenda Item No. 3 —Authorization to Enter into Professional Services Agreement to Provide Vehicle Maintenance and Repair Services in an Amount Not to Exceed $115,000•, Authorize the General Manager to Execute an Agreement with Roy's Repair Service of La Honda, CMK Automotive of Mountain View, Sunnyvale Ford. and Redwood General ot'Redwood Cite to Provide Maintenance and Repair Services for the District's Fleet Vehicles for a Term of One (1) Year at a Cost Not to Exceed $115,000 - (Report R-08-71) K. Nitz asked why Redwood City was chosen when it is further away from any of the other companies. D. Topley replied that they started looking at service places nearer to the District's offices, but increased the range of the search based on past business and references. Staff has done business with Redwood General before and they offered to submit a proposal. Motion: K. Nitz moved approval to authorize the General Manager to execute an agreement with Roy's Repair Service of La Florida, CMK Automotive of Mountain View, Sunnyvale Ford, and Redwood General of Redwood City to provide maintenance and repair services for the District's fleet vehicles for a term of one (1) year at a cost not to exceed $115,000. J. Cyr seconded the motion. The motion passed by a vote of 7 to 0. B. Agenda Item No. 4 —Authorization to Purchase One"Tractor from Pringle Tractor at an Amount Not to Exceed $60,000.00, Authorize the General Mana r 2 to Execute a Purchase Agreement with Pringle Tractor for One Tractor at an Amount Not to Exceed $60,000.00 - (Report R-08-72) K. Nitz referred to the final sentence under the Discussion section and asked what grassland areas were being referred to in the report. C. Roessler said that they have 92 existing locations where staff is pulling thistles. She said that the sites large enough and flat enough would be able to use the deck mower. K. Nitz asked about the location. C. Roessler explained the different areas within Russian Ridge and Rancho San Antonio. She said they are using a combination of methods. Motion: K. Nitz moved authorization to purchase one tractor from Pringle Tractor at an amount not to exceed $60,000.00; Authorize the General Manager to execute a Purchase Agreement with Pringle Tractor for one tractor at an amount not to exceed $60,000.00. L. Hassett seconded the motion. The motion passed 7 to 0. C. Agenda Item No. 5— Report on Program Evaluation for the Fiscal Year 2007-08 Action Plan for the Implementation of the Basic Policy of the Midpeninsul Regional Open Space District•, Accept Staff's Program Evaluation Report of the Fiscal Year 2007-08 Action Plan—(Report R- 8-73) S. Abbors introduced the staff report reviewing the 2007-2008 Action Plan. N. Hanko said that this is the first time the Board had reviewed the previous year's action plan and she said she understood it should be done with S. Abhors being new. She suggested that if they will be reviewing the previous year's action plans in the future that the review comes before the new action plan is presented so that the Board can review what was done in the past year and what was not completed. S. Abbors said he could look at the timing. He said he reviewed the minutes from 2007 and said that a review of the action plan had occurred in early May 2007. He said he understood what she was requesting and said that staff will be looking at ways to better streamline the process and reporting. K. Nitz said it would be difficult to do because the year is not finished and staff needs to begin looking into the next year's planning, C. Riffle said lie had a similar thought as N. Hanko and explained how he was doing something similar with his day job. He said having this document earlier would help the Board as a tool in evaluating the Board Appointees and what was accomplished. C. Riffle said he noticed that there were several items that were not commented on and he asked if those items were not done, or did S. Abbors just ask staff`to focus on the key projects. S. Abbors said he asked staff to focus on the key projects and not focus on each item. P. Siemens said that it seems like they have two reports and maybe they can make do with one report. He said in one report they can evaluate what happened and 3 also propose what will be done in the next year. S. Abbors said that in a strategic planning model there is an adjustment each year. Real Property Department. M. Williams began his presentation by reviewing the progress under the New Land Commitments heading. He reviewed the highlights under the Property Management Program heading and he said the negotiated lease amendment for one of the houses on Driscoll Ranch was important because it provided a staff facility on that property. He said that they also entered into a couple of grazing leases, which involved working with the Operations and Planning department staff. P. Siemens asked about the work done on the lease for the Bear Creek Stables. M. Williams said that in the prior fiscal year, work was done on that lease. but not a lot of work was done during the last fiscal year due to being short staffed. K. Nitz referred to page 5, number 4 and asked for clarification about the Williamson Act. M. Williams said that in unincorporated Santa Clara County, the Williamson Act contracts are done with the county; but if the Williamson Act contracts are in a town or city, that jurisdiction oversees the contracts. K. Nitz asked why San Mateo County was not included. M. Williams said that it is a much more complex issue. K. Nitz referred to page 6, number 10 asked if anything happened about cataloging information because it seems like an important item. M. Williams said that the information is entered into the real property database and it has been integrated with the Planning department's GIS database. C. Riffle commented that the department did a lot of work. He said that it looks like the District has received over $9.2 million in grants over the last year. M. Williams said that this was certainly a big year and POST was very instrumental in getting the largest grant. C. Riffle asked when D. Woods retired and M. Williams said he retired in December 2006. C. Riffle suggested that the District's historical kiiowledgc that D. Woods has should be captured on tape and he asked how that could be accomplished. S. Abbors said he would look into it. K. Nitz referred to page 11, number 3 and said that the progress bullet did not mention purchasing the Hicks Creek Stables property. M. Williams clarified that the Board approved the purchase this fiscal year, but much of the planning and due diligence was done in the previous fiscal year. S. Abbors further clarified that the K. Nitz wanted the word "acquisition" added to the list as a possible method to resolve encroachments. K. Nitz agreed. K. Nitz referred to page 12, number 7 and asked if a procedural guide for encroachment was developed. M. Williams said that M. Reeves was working on the document. 4 K. Nitz referred to page 12, number 8 and asked about the Use and Management Planning Process. S. Schectman said that this in the Legal Action Plan and she gave an update about the project. P. Siemens asked about the rental house on Driscoll and about the water system. He asked if a new well was dug, or if the water for the house was tied into the water system for the other structures. M. Williams said that after more testing it looks like they may be able to use the existing well and gave detailed information. Planning Department. M. Freeman reviewed the Planning Department's p accomplishments on projects during the past fiscal year. He said that one of the major accomplishments was in staffing by filling four essential vacancies. Under Long Range Planning he referred to the Coastside Protection Program. M. Freeman said that both master plans kept the ad hoc committees busy throughout the year. N. Hanko suggested that the whole Board be able to attend an ad hoc committee meeting discussing a master plan because it would have great value to have the full Board attend. She said that Board members not assigned to a particular ad hoc committee would otherwise get the information "cold". S. Schectman said that if a quorum of the Board attends an ad hoc committee meeting it became a full Board meeting requiring public notice. In contrast, non-committee Board members can attend as observers only. M. Freeman said he understood what the Board members were asking and that he would work on a meeting format that would involve the full Board. S. Abbors said they could work on a calendar showing upcoming committee meetings. P. Siemens suggested having a calendar accessible on the website and S. Abbors said the staff could make possible. M. Freeman said that the Resource Management Strategic Planning was the most substantial inter-departmental effort they worked on. He was pleased how well the fire management policy review went considering it is a controversial topic. M. Freeman reviewed the highlights under Conservation Grazing, including plans for Skyline and Tunitas. He said that over time it will show that grazing is benefiting valuable agricultural resources. M. Freeman gave project updates for the Public Access Improvements. C. Riffle referred to page 9 and thanked M. Freeman for listing all of the unanticipated projects. He said that was a real eye-opener. C. Riffle referred to page 2 and the deferred Basic Policy revision and said he did not see it in the 08- 09 Action Plan and asked if it was deferred until the 09-10 Action Plan, M. Freeman said that was correct and gave the reasons. M. Davey said it was a remarkable achievement to add the twenty unanticipated projects on top of the work Planning already was doing and she complemented the staff on doing so well. J. Cyr said that planning is critical in having a long range plan for the master plan of preserve. There were big chunks of new property that dove-tailed into the 5 master planning process. He said the master planning is resource based, intelligent, and worth the effort. K. Nitz referred to page 2, number I and asked if the LAFCo requirements regarding the basic Policies for the Coastside Protection Program needed to be done by a certain date. S. Schectman said that there was not a date stated in the LAFCo decision regarding the due date for a Basic Policy update. K. Nitz referred to page 2, number 3 regarding the Thornewood resource assessment plan and asked if that was something S. Schectman had been referring to previously. M. Freeman said that S. Schectman was talking about an update of the Use and Management Planning Process. M. Freeman said that staff had done a comprehensive Use and Management Amendment that was a review of trail opportunities throughout the whole preserve. K. Nitz referred to page 3, number 4 and asked if staff is plotting the invasive plants into the GIS. M. Freeman affirmed. K. Nitz referred to page 3, number 5 and asked for an explanation of the Best Management Practices and asked if that was the same as number 4 in the Operation's Manual. M. Freeman said that this was a joint project with the Operations Department. L. Hassett asked when the Shilling Lake assessment would be coming to the Board. M. Freeman said that there is a very preliminary draft document that has been received. He said he thought the document might be ready to come before the Board in August, L. Hassett said his main concern about this project would be connected to problems above the dam. He said he hoped that the Legal Department would review any document before it came to the full Board. L. Hassett asked for clarification about the start of the Thornewood project and whether the work would begin in a few months. M. Freeman said that staff is ready to go now, but the hold up is finalizing the grant and getting the grant funding. He said they have all of the permits to do the project. P. Siemens asked about the amount of the grants. M. Freeman said they were $180,000.00. P. Siemens asked if the no parking signs would be installed at the same time the work begins at the El Sereno parking lot that is about to start. M. Freeman said the NO parking signs would be installed at the same time. Operations Department. D. Sanguinetti said the Operations plan update would be presented in two parts, first with the field information presented by him and second would be the resource management area presented by C. Roessler. He reviewed the new positions added to the Operations Department. D. Sanguinetti reviewed phase four of the El Corte de Madera Creek Watershed Protection Plan. He said that the Skyline crew enjoy working on this project. He said the crew had also laid out the North Leaf Trail and said the bicycle community is appreciative of this project. 6 L. Hassett said he wanted to compliment the Bridle Trail at Dennis Martin. He said he was on the trail, and said it resolved the issue of a trail being right up against private property. He said C. Beckman did a phenomenal job laying out the new trail. C. Riffle complimented the Operations staff and in particular D. Sanguinetti for transitioning into his new position as the Operations Manager. i K. Nitz referred to page 2, number 2 and asked about the new digital radios and if the project moved forward. D. Topley replied and gave an update on what was accomplished last year. He said a pilot program was tried out and proved to be successful. Ile said they are trying to obtain a second frequency, but this could take several years to obtain. D. Topley said that they are still on target to meet the three-year project timeline, however, he added that they may need to go out to five years. P. Siemens asked if the District would purchase more mobile repeaters since they work. D. Topley said their goal is to go out to bid for proposals to have one person to do the whole project. Board members complimented staff on the inter-departmental staff cooperation that has occurred to accomplish the number of projects that are being worked on. Resource Management Program. C. Roessler presented the programs projects, highlighting several key projects. She reviewed the five-year strategic plan and said this project was worked on by several departments. She said that staff focused on eight major areas included forest and fire management, grassland management and grazing, vegetation management, water quality protection, cultural resources, public outreach and coordination among other departments. She reviewed staff s work on Sudden Oak Death, including monitoring outbreaks of Sudden Oak Death and public education outreach efforts. N. Hanko said she had heard that earthquake disturbance of the earth was injuring the trees' roots and asked if that was possible. C. Roessler said that they are hiring a tree pathologist who is both a specialist on Sudden Oak Death and specializes in root diseases of oak trees. C. Roessler reviewed the Slender False Brome treatment program and public outreach efforts. She said they submitted a grant application to fund the public outreach and treatment on private property. The District received $18,000 from that grant. N. Hanko asked if taking photographs from year to year would help and C. Roessler said that they do some photo-monitoring. K. Nitz asked for clarification about putting the information in GIS. C. Roessler said that some of the information is in the GIS in polygons that represent size. and those are areas that are very large, other areas are input as dots to indicate the general locations. N. Hanko asked if staff could give a tour of the Russian Ridge area that has been burned so that they could see first hand the work being done at that preserve. C. 7 Roessler said that they can lead a tour, but that the Board members could go to the site on their own and she gave directions where to park. She described what they would see. S. Abbors said that staff would put together a tour for the Board and, as part of their management retreat, they will look at what a comprehensive monitoring program is going to cost. C. Roessler said that staff worked very closely with Public Affairs to develop the ARMS (Advanced Resource Management Squads) Volunteer program. The ARMS program will allow individual volunteers to work on a designated project on their own, without District staff. L. Hassett commented on the slender false broom project public outreach project. He said they have hit a bottleneck with the environmental review. He said that the District has not communicated well with the Old La Honda Road Association about where the District is in the process. He said he was still receiving questions from that group. C. Roessler said that she is in contact with a representative of the association. G. Baillie introduced a new Operations staff member, Sonya Morrison, as the half-time training coordinator. Ms. Morrison said she was very excited to work at the District and that she loves her job. The Board welcomed her. Public Affairs Department. R. Jurgensen presented an overview of his department's accomplishments. He said the first installment of the Visitor Estimate Survey project on eight preserves and currently the second installment is taking place on eight more preserves. He reviewed the ARMS program and its implementation. He spoke about the new District logo. Mt. UmunIlLini has been revitalized and staff is collecting letters of support, and he gave information about what is happening with the project in Washington, DC. R. Jurgensen said that the District had held ten big events. K. Nitz referred to page 3, number 3 and asked when the Good Neighbor Policy brochure would be available. R. Jurgensen said the brochure is almost completed, and said that the brochure will go to LFPAC for review and approval. K. Nitz asked for a small, simple brochure showing all of the District' preserves. not as large as the Escape to Open Space brochure. R. Jurgensen said that staff can work this out. K. Nitz asked how many Tails and Trails books were left and R. Jurgensen said that there are 500 books. C. Riffle referred to page 11, number 5 and asked who was leading the District Funding Measure effort, R. Jurgensen said that staff began doing preliminary research and have determined that it needs to be more broad-based than just the Public Affairs Department. N. Hanko added that from the polls that were done, they showed that the public was not ready for a funding measure. R. Jurgensen said that staff received information from the public poll and he reviewed some of what they learned. 8 Administration Department. G. Sam presented the Administration action plan. fie reviewed the staffing changes and updates within the department. He reviewed some key projects including District Funding and budgeting. He complimented E. Cuzick on guiding the budgeting process and M. Foster for his finance support. G. Sam said that they made significant progress on the District's information technology needs. He said that the field offices can now access the District network and the next plan is to install an intranet which will allow them to access other forms and files from the internet so that documents will not need to be transported from office to office. All field staff now have e-mail capability. G. Sam said that the core quality services were maintained and enhanced in the Human Resources program. He said staff worked on approximately 25 different recruitments. G. Sam said they streamlined their recruitment processes. N. Hanko said she wanted to commend staff on the letters that they prepare. She said that the letters are their contact with the public and she said she appreciated the work that goes into drafting the letters. C. Riffle complimented G. Sam's transition into his job. He also wanted to compliment him, E. Cuzick and staff on the budgeting process. He said he thought that went well this year. G. Sam said E. Cuzick did an extraordinary job especially since this was her first time through this process. Legal Services Program. S. Schectman gave some comments and said that most of the key projects for Legal have already been mentioned because the Legal Services Department's key project is to support the other District Departments. S. Schectman said that they provided transactional and land protection services to the Real Property department. They also provided assistance in the General Manager recruitment process. She said that the El Sereno permit lot project was a key project in her department. S. Schectman thanked D. Simmons for his work on the Water Master's decree regarding the San Gregorio Creek Watershed. K. Nitz referred to page 10, and asked if the Board had seen the revised Board's Policy on Improvements on District Lands. S. Schectman affirmed that they had seen this and reviewed the section about authorizing rental of District structures for commercial use or for employee residences, and that is the component the Board reviewed. The Board accepted the report. No formal action was required. D. Agenda Item 6—Approval of Grant Agreement with the California State Coastal Conservancy for Funding Assistance with the Proposed Purchase of the Peninsula Open Space Trust's.(Mindego Ranch) Property as an Addition to Russian Ridge Open Space Preserve (San Mateo County Assessor's Parcel Numbers 080-320- 060, 080-340-010, and 083-310-060, located near Alpine Road), Adopt the Resolution of the Board of Directors of the Midpeninsula Regional Open Space 9 District Approving the Grant Agreement with the California State Coastal Conservancy for Funding Assistance for the Proposed Purchase of the Peninsula Open Space Trust's (Mindego Ranch) Property as an Addition to Russian Ridge Open Space Preserve— (Report R-08-74) M. Williams said that the $7.5 million dollars will be deposited into an escrow account. C. Riffle asked how that figure was determined. M. Williams explained that Audrey Rust went to the Conservancy and asked how much they could receive. C. Riffle asked if, in the future, the District should go to the Conservancy, or is this something that POST does directly. M. Williams said that the District has worked directly with the Conservancy in the past and he gave some examples. Motion: M. Davey moved approval of Grant Agreement with the California State Coastal Conservancy for funding assistance with the proposed purchase of the Peninsula Open Space Trust's (Mindego Ranch) property as an addition to Russian Ridge Open Space Preserve (San Mateo County Assessor's Parcel Numbers 080-320- 060, 080-340-010, and 083-310-060, located near Alpine Road); Adopt Resolution No. 08-xx of the Board of Directors of the Midpeninsula Regional Open Space District approving the Grant Agreement with the California State Coastal Conservancy t'or fundinv, assistance for the proposed purchase of the Peninsula Open Space Trust's (Mindego Ranch) property as an addition to Russian Ridge Open Space Preserve. N. Hanko seconded the motion. The motion passed 7 to 0. E. Agenda Item 7 — Proposed License and Management Agreement with Peninsula Open Space Trust for the POST (Moore) Property, Located Adjacent to Cathedral Oaks Area of Sierra Azul Open Space Preserve (Santa Clara County Assessor's Parcel Number 558-30-001, Located Near the End of Weaver Road). Determine that the Recommended Actions are Categoricallv Exempt from the California Environmental Quality Act (CEQA). As Set Out in the Report; Authorize the General Manager to Sign the License and Management Agreement with Peninsula Open Space Trust and, Subject to Approval by the General Manager and General Counsel, to Approve Minor Revisions to this Agreement Which Do Not Substantially Change any Material Terms of the Agreement; Adopt the Preliminary Use and Management Plan Contained in this Report —(Report R-08- 68) M. Reeves presented the staff report and gave some background information abOLII the Moore property. He showed slides of the location of the property and photos of the property. He reviewed the terms of the license and management agreement. C. Riffle asked about access to the property and if there were any issues in getting to the property. M. Reeves said there is access at the end of Weaver Road. C. Riffle 10 asked if that was a public road. M. Reeves said it is public up to a point, but that the District owns land adjacent and nearby to access the Moore property. Motion: K. Nitz moved approval of the proposed license and management agreement with Peninsula Open Space Trust for the POST (Moore) property, located adjacent to Cathedral Oaks area of Sierra Azul Open Space Preserve (Santa Clara County Assessor's parcel number 558-30-001, located near the end of Weaver Road), Determine that the recommended actions are categorically exempt from the California Environmental Quality Act (CEQA), as set out in the report; Authorize the General Manager to sign the license and management agreement with Peninsula Open Space Trust and, subject to approval by the General Manager and General Counsel, to approve minor revisions to this agreement which do not substantially change any material terms of the agreement; Adopt the Preliminary Use and Management Plan contained in this report. M. Davey seconded the motion. Discussion: J. Cyr referred to the licensing and management agreement and said he did not receive page 4 and asked if there was anything on that page he should be aware of. Staff said they would include page 4 in the final version. Vote: The motion passed 7 to 0. VIII. INFORMATIONAL / COMPENSABLE MEETING REPORTS M. Davey said she turned in her compensable meeting report to the Clerk. She also turned in her certificate that showed she completed ethics training required by AB 1234. J. Cyr said he was submitting his compensable meeting report to the Clerk. He said he also attended the ethics training. He attended the Bay Area Open Space Council meeting. He commented and suggested getting video and audio records from C. Britton and D. Woods for a historical record of the District. He said he would like to see something similar done with M. Davey and N. Hanko to get the beginning history of the District on record. He added that a third recording of C. Britton and Audrey Rust be done to record how POST was established. N. Hanko said a tape was done a number of years ago, and she said she thought she had a copy of it at her home. L. Hassett turned in his compensable meeting report to the Clerk. He said he would need to reschedule the ethics training. N. Hanko said she has attended the ethics training and that she would turn in her certificate. She said she was submitting her compensable meeting report to the Clerk. K. Nitz submitted his compensable meeting statement to the Clerk. He attended the Bay Area Open Space Council. He also attended the ethics training and he turned in his certificate. He said he spoke at the local Sierra Club meeting. While at Pulgas he found some car keys and let field staff know where to find them. He said he pulled out some thistles at the preserve. He asked about the Obermeyer letter, and S. Schectman said that staff will prepare a response. C. Riffle turned in his compensable meeting report to the Clerk. Ile said he attended the Bay Area Open Space Council meeting. He said he ran Spring Ridge Trail Lip to Windy Hill. He asked about an update on the Sheriff's agreement. P. Siemens turned in his compensable meeting report to the Clerk. He attended the Bay Area Open Space Council meeting. M. Freeman gave an update on the La Honda Creek Master Plan. D. Sanguinetti presented a map of the Summit fire that was created by C. Cleve in Planning. The map shows the District boundary and he said that the fire missed the District's boundary by about 100 yards. S. Schectman gave an update on the Sheriffs contract and said they are making progress. She gave an update on the Riverside County Supreme Court case. S. Abbors said that he and S. Schectman would be meeting with members of the Montgomery Heights Homeowner's Association on May 291h. He said he attended the Peninsula Working Group meeting at Montara Lighthouse, He said he e-mailed a list of the community contacts in each Ward. He referred to the summer Board calendar and suggested the Board members bring in their vacation plans at the next meeting. He said he will be scheduling one on one meetings with each Board member. IX. ADJOURNMENT P. Siemens adjourned the Special and Regular meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 11:01 p.m. Lisa Zadek Recording Secretary 12