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Home My Public Portal About20110209 - Minutes - Board of Directors (BOD) Midpeninsula Regional Open Space District Meeting 11-04 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT February 9,2011 MINUTES SPECIAL MEETING 1. ROLL CALL President Hassett called the Special Meeting to order at 6:00 p.m. Members Present: Pete Siemens, Cecily Harris(arrived at 6:05 p.m.), Nonette Hanko, Yoriko Kishimoto, Jed Cyr, Curt Riffle and Larry Hassett Members Absent: None Staff Present: General Counsel Sue Schectman, Interim Assistant General Counsel James Atencio, Real Property Department Manager Mike Williams, and Real Property Specialist Michael Reeves.. 11. CLOSED SESSION The Closed Session commenced at 6:00 p.m. and concluded at 6:45 p.m. Meeting 11-04 Page 2 REGULAR MEETING I. ROLL CALL President Hassett called the Regular Meeting to order at 7:00 p.m. Members Present: Jed Cyr, Cecily Harris,Nonette Hanko, Yoriko Kishimoto, Curt Riffle, and Pete Siemens Members Absent: None Staff Present: General Manager Steve Abbors, General Counsel Sue Schectman, Public Affairs Manager Rudy Jurgensen, Planning Manager Ana Ruiz, Operations Manager David Sanguinetti, Real Property Manager Mike Williams, Administrative Services Manager Kate Drayson, Interim Assistant General Counsel James Atencio, and Deputy District Clerk Anna Duong. President Hassett stated that there was no reportable action taken relating to Closed Session Agenda Item Number 1. 11. ORAL COMMUNICATIONS There were none. 111. ADOPTION OF AGENDA Agenda Item #7 will be heard after Agenda Item#5. Motion: Upon motion by Director Hanko, seconded by Director Riffle, and unanimously passed, the Board adopted the agenda as amended. (Vote: 7-0-0) V. ADOPTION OF CONSENT CALENDAR Motion: Upon motion by Director Cyr, seconded by Director Kishimoto, and unanimously passed,the Board approved adoption of the Consent Calendar to approve the FY 2010-11 Annual Claims List; Annual Dedication Report, Minutes of January 12,2011,as amended; and Revised Claims 11-03. (Vote: 7-0-0) Meeting 11-04 Page 3 VI. BOARD BUSINESS A. Agenda Item 4—Award of Contract with Schafer Consulting for Vendor Evaluation, Selection and Implementation of an Integrated Accounting Financial System (R-I I- 22) Administrative Services Manager Kate Drayson introduced Nancy Schafer of Schafer Consulting and provided an overview of the Integrated Accounting Financial System (IAFS). She explained that the District currently utilizes three different software platforms: 1) Fundware, which is being discontinued; 2) ADP, for payroll and has limited Human Relations functions and does not integrate with Fundware; and 3) Timespan, which holds the District's historical financial data. She further explained the reasons the District needed a consultant for vendor evaluation, selection and implementation of the IAFS stating that staff lacks the technical expertise to implement this type of software since it is new to the District. Discussion was held on the consultant's experience, references,and negotiable deliverables within the contract. Motion: Upon motion by Director Siemens, seconded by Director Riffle, and unanimously passed, the Board approved the award of contract with Schafer Consulting for vendor evaluation, selection, and implementation of an Integrated Accounting Financial System. (Vote: 7-0-0) B. Agenda Item 5—District Budget and Finance Briefing(R-11-26) General Manager Steve Abbors briefed the Board on the District's budget and fiscal conditions that can impact the District's future revenue and budget. He reported that based on the current assumptions about District expenses and the rate of property tax growth in the coming years,the District's ability to fund land purchases will functionally come to an end in FY2016-17 unless a new source of District funding is developed.. Discussion was held on methods by which the District is controlling expenditures to insure that District's financial situation is sound. Discussion was held on potential methods to generate additional revenue in the future. No action was taken by the Board. C. Agenda Item 7—Consideration of Proposed Legislation to Amend the District's Enabling Act to Extend the Obligation to Repay Indebtedness from Twenty Years to Thirty Years and Related Actions (R-I 1-27) Mr. Abhors explained that there are opportunities to pursue amending the Public Resources Code 5500 to change the District's ability to change the repayment period for its promissory notes from twenty years to thirty years. This would generate approximately $24 million dollars for purchase of open space land in the next 15 years. He explained that there are two legislative approaches the District could pursue. Mr. Abbors stated that that first option is to work with the District's legislator's to introduce a bill to extend the repayment period. He stated that this option is not favored b the Senate Local Government Committee's staff and may not be viable. y Mr. Abhors further explained that the second legislative approach would be to Meeting 11-04 Page 4 condition extension of the repayment period on a vote of the District's constituents. This might be done by a mailed ballot special election. This would require a 50%plus one vote and appears to be the option favored by the Senate Committee staff. Discussion was held on the risks and benefits of these options. Director Hanko expressed concern whether this is the right economic climate to have an initiative on the ballot and stated she would prefer that the District pursue the first option. Discussion ensued. Public Comment: Joe Vaughn, Rich Gordon's Office, expressed appreciation about the Board's concerns regarding the timing and cost of an election. He stated that he believed that unless the bill had a provision for a vote it would not pass through the Senate Committee. Continued discussion was held regarding the two legislative options. The Board agreed that the District should pursue the first legislative option to amend the District's Enabling Act to extend the obligation to repay indebtedness from 20-years to 30-years and, if the proposal failed in Committee,the Board would consider the second option of legislation including a provision for voter approval. D. Agenda Item 6—Potential District Funding Options(R-11-25) Public Affairs Manager Rudy Jurgensen provided a presentation on potential funding options the District can consider in order to generate revenue for the District. Discussion was held on the timing of having funding measures on an election ballot. Mr. Abhors stated that the District's funding is largely based on property taxes and that the Board should consider adding another source of revenue that is dedicated land purchase and/or capital improvement projects. He further explained that by doing so, revenue from property taxes could be used for operations and land management. Brief discussion ensued. No action was taken by the Board. VI. INFORMATIONAL REPORTS COMMITTEE REPORTS Director Riffle reported that the Administration and Budget Committee (ABC) met on February 1, 2011 and February 3, 2011 and commended the Committee and staff for their work on the Action Plan and Budget for FY2011-12. STAFF REPORTS Operations Manager David Sanguinetti reported that staff is currently working on closing illegal bike trails located in the Skyline Area. He also stated that an e-mail will be sent to the Board regarding questions Director Siemens raised at the ABC Committee regarding CARB requirements. Meeting 11-04 Page 5 General Counsel Sue Schectman updated the Board on the status of the Mindego Hill landfill issue as well as the Pond DR06 engineering error issue. Mr. Abbors reported that he attended the retirement party of East Bay Regional Parks District (EPRPD) former General Manager Pat O'Brien and that he presented him with the Board resolution passed at the last Board meeting. He also reported that he also spoke with EBRPD Bob Doyle and that Mr. Doyle asked to visit the District's lands on the San Mateo Coast. Mr. Abbors further reported that he testified in front of the Santa Clara County Board of Supervisors regarding the Lehigh Quarry,that he and President Hassett will meet with the District's state delegation regarding grant funding for Cooley Landing, and that he will attend a meeting of Special District General Managers. DIRECTOR REPORTS The Directors submitted their compensable forms to the Deputy District Clerk. Director Riffle reported that he volunteered as foot patrol at the Windy Hill Open Space Preserve and spoke to users regarding the dog waste guideline. He stated that of the twenty- five people he spoke with only one person had an issue with the new guidelines because the District did not provide trash cans to dispose of the waste. V11. ADJOURNMENT President Hassett adjourned the Regular Meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 9:44 p.m. Anna Duong Deputy District Clerk