HomeMy Public PortalAbout20100811 - Minutes - Board of Directors (BOD) Midpeninsula Regional
Open Space District
Meeting 10-19
REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
AUGUST 11, 2010
AMENDED MINUTES
SPECIAL MEETING
I. ROLL CALL
President Davey called the Special Meeting to order at 5:30 p.m.
Members Present: Pete Siemens, Cecily Harris, Jed Cyr, Larry Hassett, Curt Riffle, and
Mary Davey
Members Absent: Nonette Hanko
Staff Present: General Manager Steve Abbors and General Counsel Sue Schectman
II. CLOSED SESSION
The Closed Session commenced at 5:30 p.m. and concluded at 7:00 p.m.
REGULAR MEETING
I. ROLL CALL
President Mary Davey called the Special Meeting to order at 7:00 p.m.
Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Curt Riffle, Pete Siemens, and
Mary Davey
Members Absent: Nonette Hanko
Staff Present: General Manager Steve Abbors, General Counsel Sue Schectman,
Skyline Area Superintendent Brian Malone, Public Affairs Manager
Rudy Jurgensen, Acting Human Resources Analyst Sonya Morrison,
Website Content Coordinator Vicky Gou, Senior Real Property Planner
Sandy Sommer, District Controller Mike Foster, Senior Management
Meeting 10-19 Page 2
Analyst Lynn Tottori, Senior Resource Planner Kirk Lenington, Senior
Resource Management Specialist Cindy Roessler, Resource Specialist I
Joel Silverman, and Natural Resources Intern Janine Bird and Deputy
District Clerk Anna Duong.
President Davey stated that there were no reportable items from the Closed Session Agenda
Item Numbers I and 2.
11. ORAL COMMUNICATIONS
There were none.
111. ADOPTION OF AGENDA
General Manager Steve Abbors requested that Item 9 be taken off the calendar and heard at a
future Board meeting.
Motion: Upon motion by Director Siemens, seconded by Director Cyr, and unanimously
passed, the Board approved adoption of the agenda as amended. (Vote: 6-0-1, Absent: Hanko)
IV. INTRODUCTION OF NEW STAFF
Senior Resource Management Specialist Cindy Roessler introduced Natural Resource Intern
Janine Bird and Resource Specialist I Joel Silverman to the Board.
V. ADOPTION OF CONSENT CALENDAR
Motion: Upon motion by Director Cyr, seconded by Director Hassett, and unanimously
passed,the Board approved adoption of the Consent Calendar to approve the Board Minutes
dated June 23, 2010 as amended; Approval of FY 2010-11 Annual Claims List; Revise
Claims 10-16, and the Audited Basic Financial Statements and required communications
and Memorandum of Internal Control from Maze and Associates regarding the
District's audited financial statements for year ending March 31,2010. (Vote: 6-0-1,
Absent: Hanko)
V1. BOARD► BUSINESS
A. Agenda Item 5—Calling of a Special Board Meeting for August 30, 2010, and
September 30, 2010
Motion: Upon motion by Director Cyr, and seconded by Director Siemens, and
unanimously passed, the Board approved calling of a Special Board Meeting for
August 30, 2010 and September 30, 2010. (Vote: 6-0-1, Absent: Hanko)
B. Agenda Item 6—Informational presentation on the California giant salamander
research (Report R-10-92)
Meeting 10-19 Page 3
Resource Specialist I Joel Silverman introduced Professor Derek Girman and Graduate
Student Briana Callahan from Sonoma State University. Ms. Callahan provided
background information on the California giant salamanders located in the District.
She stated that the salamanders found on District preserves may be distinct from other
salamanders located in California and could possibly have conservation implications
for the District. Ms. Callahan provided information on the genetic differences of
salamanders located in Sonoma County, Marin County and the South Bay and stated
that the salamanders located in the Sierra Azul area looked different from other
regions. Brief discussion was held.
No action was taken by the Board.
C. Agenda Item 7—Authorize the General Manager to execute a contract with Heyday
Books, in an amount not to exceed $40,000 for publishing, including editing and
design, distribution, and promotional sales of the District's forthcoming coffee table
book(Report R-10-86)
Public Affairs Manager Rudy Jurgensen provided an overview of the Legislative,
Funding and Public Affairs Committee's (LFPAC) recommendation to the Board on
approving Heyday Books for the publication, distribution and sales of the District's
coffee table book. Mr. Jurgensen informed the Board that the book will be a key
component to the celebration of the District's 401h Anniversary celebration and that the
District received two proposals, one from Bookmasters and one from Heyday Books.
Mr. Jurgensen noted that the proposal submitted by Heyday Books reflected more of
the District's needs and that the recommendation of LFPAC was to award the project
to them. Discussion was held on the cost difference between having the coffee table
book published with a hard cover versus a soft cover book.
Public Comment: Charles Castrouinci expressed his views on the coffee table book.
Motion: Upon motion by Director Riffle, seconded by Director Cyr, and unanimously
passed, the Board authorized executing a contract with Heyday Books in an amount
not to exceed $40,000 for publishing, including editing and design, distribution, and
promotional sales of the District's coffee table book. (Vote: 6-0-1; Absent: Hanko)
D. Agenda Item 8—Authorize the General Manager to execute an amendment to the
professional services contract with Koff& Associates, Inc., in an additional amount
not to exceed $5,520 to complete a Benefits Study in conjunction with the
Classification and Compensation Study(Report R-10-90)
Acting Human Resources Analyst Sonya Morrison provided an overview of the
contract amendment and stated that the reason for amending the contract was to
include a benefits study at the request of field staff and a few Board members. The
additional study would include health, vision, insurance, vacation and other fringe
benefits provided to District. Brief discussion ensued.
Meeting 10-19 Page 4
Motion: Upon motion by Director Siemens, seconded by Director Hassett, and
unanimously passed, the Board authorized amending the contract with Koff&
Associates, Inc. to complete a Benefits Study in conjunction with the Classification
and Compensation Study. (Vote: 6-0-1, Absent: Hanko)
E. Agenda Item 9—Accept the proposed Standing Committee meeting schedule and
authorize implementation of the proposed meeting dates beginning in January 2011
(Report R-10-89)
This item was deferred to a future Board meeting.
F. Agenda Item 10—Presentation of the District's Budget Forecast of FY2011-12
(Report R-10-96)
Senior Management Analyst Lynn Tottori reported that the Administration and Budget
Committee(ABC)met in July to provide recommendations to the full Board regarding
annual accrual of funds for elections costs and to set the operating budget spending
guideline for FY2011-12. Ms. Tottori stated that ABC recommended that $60,000 be
accrued each year, up to $400,000, for elections costs. District Controller Mike Foster
explained the reasons for his recommendation for the District's operating budget
spending guideline for FY2011-12 and stated that 52% is the most that the District can
spend in order to continue to issues bonds and to continue the District's land
acquisition program. Brief discussion ensued.
Motion: Upon motion by Director Riffle, seconded by Director Cyr, and unanimously
passed,the Board approved the Administration and Budget Committee's
recommendation of accruing$60,000 per fiscal year to a maximum accrual of
$400,000 for election costs and accepted the Administration and Budget Committee's
recommendation of adopting a 52%operating budget spending guideline for FY2011-
12. (Vote: 6-0-1, Absent: Hanko)
Ms. Tottori provided a summary of the District's FY2011-12 Budget Forecast and
stated the reasons for preparing a forecast including overall fiscal management. She
provided an overview of how the forecast was prepared and stated that each
department provided a"bottoms up"forecast by major expense categories which
included estimates on the costs of projects and the expenses required to run their
department. She stated that the assumptions included in the forecast was that the
District will have a full staff, that no additional staff will be hired, and that the
positions of Assistant General Manager, Administrative Services Manager, Public
Affairs Intern are budgeted.
Ms. Tottori noted that salaries and benefits account for the majority of the District's
operating expenses and that although salaries and benefits remain flat, expenses are
still rising due to increased costs to the District. These costs include employees
eligible for longevity pay; increased rates for CalPERS, Workers Compensation
insurance, and Unemployment insurance; increase of employees cashing out vacation
time; high return of seasonal employees; and an increase in costs for health benefits
(medical, dental, and vision).
Meeting 10-19 Page 5
Director Siemens commented that the Board will need to look and reconsider some of
the capital improvement projects because of the costs involved and staff workload.
Director Riffle stated that the Board will need to make tough decisions on how the
District spends funds. He noted that the bulk of the District's expenses are for staff
compensation and benefits and that the District will need to look into balancing
operating costs, going forward on special projects, and the ability to carry debt and
purchase new land. He also stated that the Board will need to discuss how to increase
revenue and may want to consider new options for the District. Brief discussion
ensued.
No further action was taken by the Board.
VII. INFORMATIONAL REPORTS
COMMITTEE REPORTS
Director Cyr stated that the Legislative, Funding and Public Affairs Committee met on July 1st
to continue discussion on the Site Naming, Gifts and Special Recognition Policy specifically
in regards to commemorative benches. Public Affairs Manager Rudy Jurgensen stated that
the policy will be updated to reflect distinctions between the types of benches installed by the
District and that the updated policy will be brought to the full Board at a future meeting for
consideration.
STAFF REPORTS
sill Public Affairs Manager Rudy Jurgensen reminded the Board that the Volunteer Recognition
Event will be held on August 28t"at Rancho de Guadalupe Open Space Preserve. He
informed the Board that the California Water Bond will no longer be placed on the November
2010 ballot and that its authors will instead try to place it on the ballot in 2012. He also
reported that Public Affairs is working with Diane Lee with the City of East Palo Alto to have
kids visit the David C. Daniels Nature Center at Skyline Ridge Open Space Preserve.
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Senior Real Property Planner Sandy Sommer announced that the United States House of
Representatives passed a bill that increase safety standards for offshore drilling and stated that
if the bill passes through the Senate, it would provide full funding for land and conservation
grants, which the District could potentially use. Ms. Sommer also reported that the Real
Property Department is currently drafting the District's comments in support of Santa Clara
Count s parkland acquisition plan.
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Skyline Area Superintendent Brian Malone reported on three projects that are currently in
progress. The first project was completion of clean-up work at Guadalupe Creek where staff
removed various items of debris, including a vehicle located under a waterfall, allowing the
creek to be returned to its original pristine condition. The second project was implementation
of the last phase of the tree farm restoration project. Mr. Malone stated that work will include
removal of overgrown Christmas trees and re-contouring and re-storing the area. The last
project reported on was the Bridle Trail crossing from Old La Honda Road to Thornewood
I
Meeting 10-19 Page 6
Open Space Preserve. He stated that staff will restore the creek crossing so that the creek can
flow through its natural channel. He also noted that the trail will be closed to users during
construction. Lastly, Mr. Malone provided an update on marijuana farms found near District
property and stated that there have been suspicious activity seen around Skyline and that staff
is working closely with County Sheriff's Department.
Senior Resource Planner Kirk Lenington reported that he concluded bird surveys at Bridle
Trail and that the project is now clear for construction. He encouraged the Board to read the
letter sent to Congressman Mike Honda from the District regarding the abatement at Mount
Umunhum and stated that the letter provided reasons for the abatement of lead and asbestos
for the project. Lastly, Mr. Lenington reported that the excavation began at Driscoll Ranch
for Pond DR06 and that there were issues regarding the topographic survey that staff is
currently addressing.
General Manager Steve Abbors added that the letter to Congressman Honda regarding the
Mount Umunhum provided information on what needs to be done to make the abatement
successful.
DIRECTOR REPORTS
The Directors submitted their compensable meeting forms to the District Clerk.
VIII. ADJOURNMENT
President Davey adjourned the Regular Meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 9:00 p.m.
Anna Duong
Deputy District Clerk