HomeMy Public PortalAbout20090610 - Minutes - Board of Directors (BOD) Midpeninsula Regional
Open Space District
Meeting 09-18
REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
JUNE 10,2009
MINUTES
REGULAR MEETING
I. ROLL CALL
President Nonette Hanko, called the Regular Meeting to order at 6:30 p.m. and asked for the
Roll Call.
Members Present: Nonette Hanko, Mary Davey, Larry Hassett, Cecily Harris, Pete Siemens
and Curt Riffle.
Members Absent: Jed Cyr
Staff Present: S. Abhors, S. Schectman, D. Simmons A. Duong, A. Ruiz, D.
Sanguinetti, R. Jurgensen, A. Speidel, A. Jatczak, M. Williams, A.
Spiegel, D. Danielson, K. Lenington, E. Simmons, G. Baillie, L.
Paterson, T. Hugg, J. Mort, K. Carlson, R. Perry and J. Jones.
11. ORAL COMMUNICATIONS There were none.
111. ADOPTION OF AGENDA
Motion: Director Riffle moved adoption of the Agenda. Director Hassett seconded the
motion. The motion passed 6 to 0.
IV. NEW EMPLOYEE INTRODUCTION
A. Spiegel introduced the new Training and Safety Officer, Jeffery Griffith-Jones, and gave
some background information about him. The Board welcomed J. Griffith-Jones to the District.
V. ADOPTION OF CONSENT CALENDAR
Motion: Director Siemens moved adoption of the Consent Calendar to approve the May
13, 2009 Regular Meeting Board Minutes and the May 19, 2009 Special
Meeting Board Minutes; Agenda Item 4: Resolution No. 09-18
Meeting 09-18 Page 2
Commemorating the 20'h Anniversary of the Bay Area Ridge Trail Council's
First Trail Dedication, and Revised Claims 09-10. Director Hassett seconded
the motion. The motion passed 6 to 0.
VI. BoARD BUSINESS
A. Agenda Item 5—Determination that the Recommended Action is Categorically Exempt
from the California Environmental Quality Act(CEQA) and Authorization for the
General Manager to Execute a Contract with Knapp Architects, Inc. for Historical
Architectural, Landscape, and Engineering Consulting Services in an Amount Not to
Exceed $51,400 to Complete the Programming and Existing Conditions Data Collection
Phase of the Alma College Conditions Assessment Project—(Report R-09-47)
E. Simmons presented a PowerPoint presentation, including photos of the Alma College
area. She gave a brief history of the property and specifically discussed the three main
structures of the focused assessment. She reviewed the RFP process and said that staff
recommends Knapp Architects, Inc.
Director Riffle commended E. Simmons on the presentation. He asked if the first step is
the creation of a vision for the property. E. Simmons said that the consultant will help
provide information that will assist staff in creating the vision. Director Riffle asked if
there were any partners to assist the District. E. Simmons said that they will apply for
funding, specifically grant programs for historic preservation. She added that staff did
apply for a grant from the Santa Clara County Historical Commission in 2007,but
funding was not granted at that time.
Director Riffle noted that this property is close to Los Gatos and an asset to that area and
he asked about a letter the District received assessing the area. S. Schectman replied
that staff has cured an error noted in the letter and that they had not received any further
communication.
Director Hassett asked about the timing of this project and how it relates to the Master
Plan process. A. Ruiz said that this project remains consistent with the
recommendations coming before the Board relating to the Master Plan.
Director Siemens asked several questions about the definition of terms used and E.
Simmons answered his questions to his satisfaction.
Motion: Director Davey moved to determine that the recommended action is
categorically exempt from the California Environmental Quality Act (CEQA) as set
forth in the report; and authorize the General Manager to execute a contract with Knapp
Architects, Inc. for historical architectural, landscape, and engineering services in an
amount not to exceed $51,400 to complete the Programming and Existing Conditions
Data Collection Phase of the Alma College Conditions Assessment Project. Director
Riffle seconded the motion. The motion passed 6 to 0.
B. Agenda Item 6—Presentation of Midpeninsula Regional Open Space District's
Employee Retention Survey Results—(Report R-09-79)
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S. Abbors introduced the staff report and said the staff survey was completed in January
2008. He noted that Sara Tickler, one of the consultants that analyzed the survey results
would review the findings of the survey. He noted that District staff did not edit the
survey report.
A. Speidel reviewed the background of the survey. She said that the response rate was
very high with 94%of staff participating.
Sara Tickler reviewed the structure of the survey. She said that the District's staff has a
level of engagement that made analyzing the survey very exciting. She pointed out
specific elements to look at, and she summarized the employee comments by showing
graphs and examples of the analysis. Ms. Tickler said that the survey revealed heartfelt
responses by staff, and she suggested that focus groups would use the survey as a
baseline to start communications. She said that staff had a lot of creative ideas.
President Hanko said that the Board had waited a long time for this report. Director
Riffle asked if this would be an annual survey, or if it would be done on a regular basis.
S. Abbors said that management had not yet considered doing another survey,but that
staff was focusing initial efforts on interpreting and acting on the information received
from this survey.
Director Davey thanked staff and she thanked Ms. Tickler for the presentation. She
said that the survey showed that staff was engaged and added that the Board should
always call for an exchange of information. She said she wanted staff to know what is
going on.
S. Abbors said that staff will group information together and present recommendations
to the Board. He said the District had established
ab shed a Team Think Tank"that might
possibly be involved in some way. He also indicated that any efforts resulting from the
survey would need to be introduced into the Budget and Action Plan process. Director
Riffle asked when the Board will know what is happening. S. Abbors said that there
will be a Board report and that he would plan a timeline with staff with the goal to have
information to the Board this summer.
Public Comment: Kerry Carlson, President of the Park Rangers Association, said he
is a 24-year employee. He said staff is skeptical because past comparisons were with
other agencies that were"cherry picked". He said to get more staff engaged, a time line
needs to be developed and given to staff and that will lead to more buy in. He said he
appreciated the fact that management did not edit the survey.
Rick Parry, President of the Field Employees Association, thanked management and the
Board for the information. He said he receives a lot of questions from staff. He said he
is a 5-year employee. He thanked management for listening.
Jim Mort, Director at Large of the Field Employees Association, said he is a 7-year
employee. He said that some staff does feel like they are over worked. He said he knew
of staff that left the District specifically because of the District's salary and benefits
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package. He said the large number of staff participation was due to the fact that
employees believe in the purpose of the District.
No formal Board action was required. The Board accepted staff's report.
C. Agenda Item 7—Presentation of FY 2008-09 Action Plan Year-End Report—(Report
R-09-65)
S. Abbors said there was a revised format of the Action Plan. A. Speidel thanked the
managers and said the new name for this report is now the Action Plan Year End Report.
The Board decided that in order to save time, they would ask staff questions, if they had
any.
Director Riffle referred to the Legal section, page 6, and asked when the revision of the
entire Use and Management Planning Process would occur. S. Schectman said that it
will be in the 2010-11 Fiscal Year Action Plan. Director Riffle asked if there was a way
to track items so they are not lost. A. Speidel said that she is working on a tracking
system. S. Abbors added that staff tracks all Board assignments. He said that they are
adjusting how the District looks at the budget and action plan. He said there would be
quarterly updates, especially to show projects that"Walk-in-the-door."
President Hanko suggested adding tabs for each department's section. She said that the
Board should review the complete Board policies.
Director Harris said it was a great report. She referred to the Planning section, page 2,
and was concerned that staff did not loose track of the Accessibility Plan for Trails. A.
Ruiz replied that this was an active project.
Director Siemens said he liked the new format because it was organized and succinct.
He did suggest some minor changes to show the progress of projects. He said it would
be great to have a master list of projects.
Director Hassett said he agreed with the Board's comments. He added that he would
like to see consecutive page numbering rather than each section having individual page
numbers.
Director Riffle said that staff has accomplished a great deal in fiscal year 08-09.
Director Davey agreed that an amazing amount of work had been completed.
No formal Board action was required. The Board accepted staff s report.
D. Agenda Item 8—Approve the Draft Good Neighbor Brochure"A Guide for Our Open
Srace Neighbors" and the Accompanying 1-page Mailer—(Report R-09-8 1)
R. Jurgensen reviewed the sections of the Good Neighbor Brochure and the one page
mailer to be sent out.
Meeting 09-18 Page 5
President Hanko asked if staff had solicited any feedback on the draft brochure from
constituents. R. Jurgensen said he had not received anything.
Director Harris asked if the brochure will be available for the annual meeting and R.
Jurgensen said it would be and that the meeting would be specifically about the Good
Neighbor Policy.
Director Riffle said he was concerned about the brochure becoming out of date and
asked how expensive it was to produce. R. Jurgensen said the cost was $900 for 500
brochures. Director Siemens asked if there had been any thought to print fewer
brochures. R. Jurgensen said that the price was negligible for reducing the amount of
brochures being printed.
Director Hassett asked some questions about the one-page mailer that R. Jurgensen
answered satisfactorily. Director Hassett asked about the last sentence of the brochure
and asked if it needed to be there. S. Schectman said that she recommended that the
brochure contain that note and that a similar statement is in other District policies.
Motion: Director Siemens moved approval of the final draft Good Neighbor
Brochure, "A Guide for Our Open Space Neighbors"and the accompanying 1-page
mailer. Director Harris seconded the motion. The motion passed 6 to 0.
VII. INFORMATIONAL REPORTS
COMMITTEE REPORTS—There were none.
STAFF REPORTS
S. Abbors announced that A. Ruiz had been appointed Planning Manager, adding that she is
very organized and is good at anticipating the needs of the department and the District. He said
he had a positive meeting with Audrey Rust of POST and said they talked about on-going
projects, possible funding opportunities and the potential creation of a foundation. He said that
the Mindego issues regarding the Council Circle had been resolved. He said he spoke with
Mike Potter, an Open Space Authority Board member regarding a funding measure. He said
Mr. Potter was receptive to having a joint meeting with their two Boards. Director Siemens
asked if the District Board can only meet within its own District. S. Schectman said that if there
is proper noticing of the meeting under the Brown Act, then a Board can meet outside of its
boundary. S. Abbors said he met with City Manager Carl Cahill of Los Altos Hills and had a
tour of their facilities and walked some trails. Mr. Cahill asked about management around the
barn and S. Abbors; told him that D. Sanguinetti would be in touch.
A. Ruiz said that an agenda item for a future Board meeting would be about the staging of the
new kitchen and phase 2 of the construction project. She said the second public hearing for the
La Honda Master Plan was being held on Tuesday, June 16 at the Hiller Aviation Museum in
San Carlos. Director Harris asked how the Hiller Museum was chosen and A. Ruiz said it was
available.
D. Sanguinetti said that 8,000 marijuana plants were located near Sierra Azul by the Santa Clara
County Drug Force. He said District staff was working with the agency. He said he sent a
Meeting 09-18 Page 6
contract extending the Santa Clara County Sheriff offices services and the extension would go
through November 30. He said there will be a report to the Board in October about the contract.
G. Baillie said the prescribed bum was very successful at Rancho de Guadalupe. It was the first
bum in three years and the weather was perfect. He thanked the Board and said that the
neighbors thanked staff for the notification. He said that the Russian Ridge bum was scheduled
for July 8.
Director Riffle asked for an update on the radio situation. D. Sanguinetti said that the situation
was still in turmoil and explained how staff was working to keep the project moving forward.
Director Riffle requested updates at each Board meeting.
M. Williams said that the June 24 meeting would be held in Half Moon Bay at 6:30 pm and the
main agenda items would be the POST-Blue Brush and Roberts's properties. He pointed out a
late FYI letter addressed to M. Davey and said that a draft response would be available at the
next meeting. He said he attended the Agriculture Advisory meeting and said that the
relationship is improved. He announced that he completed the California Aids Ride and that it
was a lot of fun.
Director Riffle asked about the Bear Creek stables tenant. M. Williams said that staff met with
the tenants, including former staff member Del Woods, and he said that E. Cuzick was the
project manager. He said that the tenants were happy to have a main contact in E. Cuzick.
R. Jurgensen attended the California Special District and League of Cities joint meeting and he
met with the delegations. He reviewed the state budget and said it was a serious situation.
D. Sanguinetti said that he and C. Koopmann attended the Farm Bureau meeting. He said the
Farm Bureau meets once a month and that the District is committed to having a representative at
each meeting. President Hanko said she received a call from Jack Olson asking if a Board
member could attend their meeting and she said that Director Hassett was willing to attend and
Director Harris was also available. S. Abbors said he spoke with Mr. Olson and asked for a
schedule of the Farm Bureau's meetings.
A. Jatczak said that President Hanko needed to appoint a Secretary pro tem. President Hanko
appointed Director Harris.
DIRECTOR REPORTS
Director Davey attended a memorial for Liz Duveneck and said it was a celebration of her life.
She said that negotiations were going on between Hidden Villa and the District and that time
will tell if it works out. She asked if the District Board should send a communication in support
of the County to take over the management of the Henry Coe State Park. S. Abbors said that he
was working with the County supporting it. Director Davey said that the District should be on
the record to keep parks open. She said she turned in her compensable meeting report to the
District Clerk.
Director Hassett congratulated A. Ruiz. He said he would attend the August 9 South Skyline
Association meeting. He said he turned in his compensable meeting report to the District Clerk.
Meeting 09-18 Page 7
Director Riffle said he would be missing the next two Board meetings. He said he turned in his
compensable meeting report to the District Clerk. He asked if there was any change in the
format for the second reading public meeting for the La Honda Creek Master Plan. A. Ruiz said
the meeting would be in basically the same format and the purpose was to receive public
comment. S. Abbors added that the follow-up meeting will be at the Administration Office to
deliberate over the public comments. He said that staff will then prepare the CEQA documents
and then the Board will certify the plan.
Director Harris attended the Bay Trail anniversary event and presented the Board's resolution.
In return the Bay Trail group gave the District a certificate. She said a few hundred people
attended and that there was talk to rename the trail. She said she turned in her compensable
meeting report to the District Clerk.
Director Siemens said he turned in his compensable meeting report to the District Clerk.
President Hanko told about her recent trip to Hawaii. She said she turned in her compensable
meeting report to the District Clerk,
V111. ADJOURNMENT
At 9:35pm, President Hanko adjourned the Regular meeting of the Board of Directors of the
Midpeninsula Regional Open Space District.
Lisa Zadek, Recording Secretary