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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. i 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. Y p q 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