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HomeMy Public PortalAbout20110913 - Minutes - Board of Directors (BOD) Midpeninsula Regional ' Open Space District Meeting 11-24 SPECIAL MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT September 13,2011 A M E N D E D MINUTES SPECIAL MEETING I ROLL CALL President Hassett called the Special Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 5:00 p.m. Members Present: Yoriko Kishimoto, Jed Cyr, Nonette Hanko, Pete Siemens,Nonet4e HaHko, Cecily Harris, Curt Riffle (arrived at 5:03 p.m.)and Larry Hassett Members Absent: None Staff Present: General Manager Steve Abbors, Assistant General Counsel James Atencio, Public Affairs Manager Rudy Jurgensen, Administrative Services Manager Kate Drayson, Planning Manager Ana Ruiz, Operations Manager David San uinetti, Real Property Manager Mike Williams, and District Clerk Michelle Radcliffe II SPECIAL SESSION Agenda 1 —Acceptance of the District's Classifications and Compensation Study Report (R-11-95) General Manager Steve Abbors gave remarks to staff regarding the District's classification and compensation study and stated that the study is a broad data analysis and not an opinion of staff's worth. i Meeting 11-23 Page 2 President Hassett introduced consultant Katie Kaneko of Koff and Associates and Ms. Kaneko provided background information of the classification and compensation that was conducted for the District. Ms. Kaneko then provided an overview of the classification study. Discussion ensued. Ms. Kaneko then presented an overview of the compensation study. She explained that the study included an analysis of the information collected from various comparator agencies. Ms. Kaneko explained that the survey results showed that there are 12 District positions where the base salary is above market median and 19 positions where the base salary is below market median. She reported that the consultant's recommendation is to have the District's compensation plan be based on the median range of the market base salary. Brief discussion ensued. Administrative Services Manager Kate Drayson presented an overview of the timeline of the classification and compensation study and explained what the financial impacts would be if the District implemented the recommendations made by Koff& Associates. She explained that by approving the classification and compensation study, the Board is approving the study as a baseline for management to analyze job classifications and compensation. Ms. Drayson further explained that approving the study does not mean that the District will implement the consultant's recommendations. Next, Ms. Drayson summarized the General Manager's recommendations and stated that the recommendations are to accept the study and to direct the General Manager to review and analyze the study and identify recommended adjustments to the recommendations, review and analyze feedback submitted by employees since the July 13, 2011 Study Session, and to return to the Board by December 2011 for approval and implementation of the classification and compensation study, including any recommended changes to the report. Brief discussion ensued. Public Comment: The following people commented on the classification and compensation study: Open Space Planner 11 Tina Hugg, GIS Coordinator Casey Cleve, Senior Real Property Planner Sandy Sommer, Senior Planner Meredith Manning, Planning Manager Ana Ruiz, Field Employees Association President Anthony Correira, Ken Akins with University Associates, Heavy Equipment Operator Grant Kern, Maintenance and Resource Supervisor Stan Hooper, and Open Space Technician Brennon McKibbon. The Board asked various questions regarding compensation and Director Siemens expressed his concerns on how the"y-rating"of employees will affect the morale of the District. Director Hanko stated that she would like to have staffs correspondence reviewed by management. President Hassett shared his concerns regarding comments about the comparators used for the study. He stated that some comparators were picked by employees and that there was employee buy-in from the beginning of the process. The Board thanked employees for their comments during the process. Director Riffle stated that the District is behind in doing a classification and compensation study and that the study conducted by Koff& Associations provides a basis to move forward and Meeting 11-23 Page 3 enables Directors to provide constituents with information on salary. Brief discussion ensued. Motion: Upon motion by Director Riffle, seconded by Director Cyr, and unanimously passed, the Board accepted the Classification and Compensation Study report presented by Koff&Associates and directed the General Manager to review and analyze the study and identify recommended adjustments to the recommendations,to review and analyze feedback submitted by employees since the July 13, 2011 Study Session, and to return to the Board by December 2011 for approval and implementation of the classification and compensation study including any recommended changes to the study prepared by Koff &Associates. (Vote: 7-0-0) III ADJOURNMENT President Hassett adjourned the Special Meeting of the Midpeninsula Regional Open Space District at 7:17 p.m. Michelle Radcliffe, CMC District Clerk Meeting 11-25 REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Hatch Elementary School 490 Miramontes Avenue Half Moon Bay, CA September 14,2011 AMENDED MINUTES REGULAR MEETING I ROLL CALL President Hassett called the Regular Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 7:00 p.m. Members Present: Yoriko Kishimoto,Jed Cyr,Nonette Hanko, Pete Siemens, Nenette HankeCecilv Harris, Curt Riffle and Larry Hassett Members Absent: None Staff Present: General Manager Steve Abhors, General Counsel Sue Schectman, Public Affairs Manager Rudy Jurgensen, Administrative Services Manager Kate Drayson, Planning Manager Ana Ruiz, Operations Manager David Sanguinetti, Real Property Manager Mike Williams, Senior Resource Planner Kirk Lenington, Open Space Planner Julie Anderson, Deputy District Clerk/Office Manager Anna Duong, Maintenance and Resource Supervisor Craig Beckman, Senior Planner Meredith Manning, Lead Open Space Technician Rick Parry, and District Clerk Michelle Radcliffe t♦ P Meeting 11-25 Page 2 II SPECIAL ORDER OF THE DAY Motion: Upon motion by Director Cyr, seconded by Director Siemens, the Board approved the resolution celebrating Director Hanko's 801h birthday. (Vote: 6-0-0; Abstain: Hanko) III ORAL COMMUNICATIONS There were none. IV ADOPTION OF AGENDA Motion: Upon motion by Director Cyr, seconded by Director Kishimoto, and unanimously passed, the Board adopted the agenda. (Vote: 7-0-0) V ADOPTION OF CONSENT CALENDAR Motion: passed tThe Board approved adoption of the Consent Calendar to approve the Minutes of August 10,2011 as amended,Revised Claims No. 11-25,and Authorized the General Manager to Amend the Professional Services Contract with Koff& Associates. (Vote: 7-0-0) VI BOARD BUSINESS Agenda 5—Approve the District's 2011 Strategic Plan (R-11-96) Administrative Services Manager Kate Drayson provided an overview of the work and timeline of the Strategic Plan Ad Hoc Committee (Ad Hoc Committee) and Working Group. She explained that staff is requesting that the Board approve the Ad Hoc Committee's recommendations of approving the District's proposed 2011 Strategic Plan, directing the Administration and Budget Committee to work with staff to review and adjust the FY2012-13 Draft Action Plan and Budget to reflect the Board's policy direction for a balanced approach to implement the full mission, directing the Administration and Budget Committee to work with the District Controller to review the District's financial model and develop alternative scenarios that are financially sustainable and allow for a more balanced implementation of the mission, directing staff to develop prioritization criteria for the FY2012-13 Action Plan that allows for a more balanced implementation of the mission, and directing the Ad Hoc Committee to continue to meet through the FY 2012-13 Budget and Action Plan development cycle on an as-needed basis. Meeting 11-25 Page 3 The Board then held extensive discussion on the following questions: 1) Is the District comfortable increasing its public visibility as a leading land conservation organization? What does this mean to the Board and to the staff? 2) During the process of developing the shared Open Space Vision Plan, partners may express interest in accomplishing goals that go beyond the District's mission. In this case, the District could refer implementation of these goals to partners. Is the Board comfortable with buying into a shared vision that may include elements outside the District's mission? 3)The strategies and activities outlined in the Strategic Plan are oriented to building a sustainable foundation so that the District can better balance the delivery of the whole mission. Going beyond the foundations, what is needed to deliver the whole mission in a balanced way? Would the Board be willing to say "no"to a land purchase in order to further the resource management or public access components of our mission? Is the Board willing to re-allocate staff and funding to resource management and public access activities? What needs to change regarding protecting and restoring the natural environment? Regarding public enjoyment and education? 4) How would you describe the Strategic Plan to a constituent? Public Comment: The following people spoke in support of approving the District's Strategic Plan: Administrative Services Manager Kate Drayson, General Manager Steve Abhors, Andrea MacKenzie of Santa Clara County Open Space Authority, Senior Real Property Planner Sandy Sommer, Real Property Manager Mike Williams.and Lead Open Space Technician Rick Parry. After Public Comment, the Board held brief discussion on how the Strategic Plan will be integrated with the District's Action Plan and how to engage partners. Director Hanko stated that the District needed to decide what its vision is before partners could be included in the discussion. Motion: Upon motion by Director Riffle, seconded by Director Kishimoto,and unanimously passed, the Board approved the District's 2011 Strategic Plan. (Vote: 7-0-0) Agenda Item 6—Award of Contract for Geotechnical Investigations and Pond Repair Design for Ponds DR07 and DR08 located at La Honda Creek Open Space Preserve and Determine that the Recommended Actions are Categorically Exempt from the California Environmental Act(R-I 1-80) Open Space Planner I Julie Anderson provided an overview of the ponds located at the La Honda Creek Open Space Preserve. She explained that the ponds need long-term repair to provide successful breeding habitat for the California red-legged frog, improve sj Meeting 11-25 Page 4 the habitat for San Francisco garter snake and Western pond turtle, and provide water availability for cattle. She further reported that Ponds DR07 and DR08 were identified as a high priority action item in the Wool Ranch Pond Management Plan and that the two ponds are located in the center of a regionally significant habitat tof a metapopulation of California red-legged frogs. Ms. Anderson then explained the District's bidding process for geotechnical investigations and pond repair design for Ponds DR07 and DR08 and that Fall Creek Engineering was determined to be the most qualified contractor for the project. Lastly, she stated that staff determined that the geotechinical investigations, project design, and construction oversight will have no significant effect on the environment. Discussion ensued. Motion: Upon motion by Director Siemens, seconded by Director Cyr, and unanimously passed,the Board awarded the contract for geotechnical investigations and pond repair design for Ponds DR07 and DR08 to Fall Creek Engineering and determined that the recommended actions are Categorically Exempt from the California Environmental Quality Act. (Vote: 7-0-0) Agenda Item 7—Authorization to Amend a Contract with ERM-West, Inc. for an Additional $95,500 to Continue Providing Environmental Consulting Services for the Alma College Petroleum Release at Bear Creek Redwoods Open Space Preserve (R-I I- 93) Senior Resource Planner Kirk Lenington provided an overview of the ongoing services that ERM-West, Inc. is currently doing at the Alma College site at Bear Creek Redwoods and provided background on the emergency response made on March 25 th due to a petroleum release at the Boiler Room site of Alma College. He explained that staff rendered the services of ERM-West, Inc. for the clean-up and that ERM-West, Inc. capped all pipelines and fill ports to mitigate the threat of additional oil release into the environment. Mr. Lenington also reported that although the soil samples below the Boiler Room foundation did not have any contamination,the slope and road did show elevated levels of petroleum hydrocarbons that will require the impacted soils to be excavated. He explained that staff recommends that remediation is done before the onset of winter rains to prevent continued petroleum hydrocarbon impact. Mr. Lenington then reported that ERM-West has identified asbestos containing materials within the Boiler Room building and that staff is recommending removal of these materials to eliminate any potential hazards from the property. Lastly, he stated that because the property has a significant history of use by multiple property owners, staff recommends that a more detailed assessment of the main campus be done to determine if other or similar environmental concerns are present. Discussion ensued. Motion: Upon motion by Director Siemens, seconded by Director Cyr, and unanimously passed, the Board authorized to amend the contract with ERM-West, Inc. to continue providing environmental consulting services for the Alma College petroleum release at Bear Creek Redwoods Open Space Preserve and determined that the recommended actions are Categorically Exempt from the California Environmental Quality Act. (Vote: 7-0-0) f Meeting 11-25 Page 5 Agenda Item 8 -- Approve a Funding and Acquisition Agreement with the City of Saratoga and the County of Santa Clara for Purchase of the County of Santa Clara Roads and Airports Property, located west of the City of Saratoga along the south side of Highway 9 (Congress Springs Road) in unincorporated Santa Clara County (Assessor's Parcel Numbers 503-32-001 and 517-32-001); Acceptance of a Conservation Easement over the County Roads Property; Adopt the Preliminary Use and Management Plan for the Property; and Approve the Negative Declaration prepared by the City of Saratoga in accordance with the California Environmental Quality Act(R-11-94) Real Property Manager Mike Williams reported that this property acquisition is a partnership between the District, Santa Clara County Parks, and the City of Saratoga and that it could be the potential hub for the Saratoga-to-the-Sea trail. He explained that this is the District's first partnership project with the City of Saratoga and that the City will convey a conservation easement to the District and Santa Clara County Parks over the County Roads property. Mr. Williams reported that the purchase price of the 66-acre property is $1 million with the District and the City both contributing$250,000 and the County contributing$500,000. He then provided an overview of the Preliminary Use and Management plan explaining that the Preliminary Use and Management Plan for the conservation easement represent a status quo approach to management and that the property subject to the easement will be owned, operated and managed by the City of Saratoga. Mr. Williams further explained that the City will consult with the District and County during trail alignment planning. Brief discussion ensued. Motion: Upon motion by Director Harris, seconded by Director Siemens, and unanimously passed, the Board approved a funding and acquisition agreement with the City of Saratoga and the County of Santa Clara for purchase of the County of Santa Clara Roads and Airports property, accepted a conservation easement over the County Roads property, adopted the Preliminary Use and Management Plan for the property, and approved the Negative Declaration prepared by the City of Saratoga in accordance with the California Environmental Quality Act. (Vote: 7-0-0) VI COMMITTEE REPORTS Director Riffle reported that the Strategic Plan Ad Hoc Committee met twice to prepare for the August 3 1" Board Retreat and September 141h Board meeting. He also reported that the Board Appointee Evaluation Committee met to discuss the General Counsel recruitment. Director Hanko reported that the Legislative,Funding, and Public Affairs Committee met to discuss the Mindego Gateway Project and the Mary Davey memorial. She also reported that the Real Property Committee held a site visit of the Santa Clara County Roads and Airports property discussed earlier in the agenda. Meeting 11-25 Page 6 VII STAFF REPORTS Administrative Services Director Kate Drayson gave a brief update on the District's Integrated Accounting and Financial Software. District Clerk Michelle Radcliffe reminded the Board about the Staff Recognition Event on September 21 st. VIII DIRECTOR REPORTS The Directors submitted their compensable forms to the District Clerk. Director Cyr shared his hiking experience at El Corte de Madera Open Space Preserve. Director Harris reported that she attended the kick-off meeting of the Water Trail Committee. Director Hanko announced that she will be in Hawaii from September 15th through October I oth. Director Kishimoto reported that the Watershed Planning Summit will held on Friday, 1h September 16 IX ADJOURNMENT President Hassett adjourned the Special Meeting of the Midpeninsula Regional Open Space District at 9:49 p.m. Michelle Radcliffe, CMC District Clerk