HomeMy Public PortalAbout20230913 - Minutes - Board of Directors (BOD)
September 13, 2023
Board Meeting 23-26
* Approved by the Board of Directors on October 25, 2023.
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Wednesday, September 13, 2023
The Board of Directors conducted this meeting in accordance with
California Government Code section 54953.
APPROVED MINUTES*
SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION
President Kishimoto called the special meeting of the Midpeninsula Regional Open Space
District to order at 5:00 p.m.
ROLL CALL
Members Present: Jed Cyr, Craig Gleason, Zoe Kersteen-Tucker, Yoriko Kishimoto,
Margaret MacNiven, and Curt Riffle
Members Absent: Karen Holman
Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, District
Clerk/Assistant to the General Manager Maria Soria, Executive
Assistant/Deputy District Clerk Loana Lumina-Hsu
President Kishimoto announced this meeting is being held in accordance with Government Code
section 54953. The public has the opportunity to comment on the agenda, and the opportunity to
listen to this meeting through the internet or via telephone. This information can be found on the
meeting agenda, which was physically posted at the District’s Administrative Office, and on the
District website.
1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION. Government Code
Section 54957(b)(1)
Title of Employee: Controller
General Counsel
General Manager
Public comment opened at 5:01 p.m.
District Clerk/Assistant to the General Manager Maria Soria reported no public comments were
submitted for the closed session.
Meeting 23-26 Page 2
Public comment closed at 5:01 p.m.
The Board convened into closed session.
ADJOURNMENT
President Kishimoto adjourned the special meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 6:54 p.m.
REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
President Kishimoto called the regular meeting of the Midpeninsula Regional Open Space
District to order at 7:03 p.m.
ROLL CALL
Members Present: Craig Gleason, Zoe Kersteen-Tucker, Yoriko Kishimoto, Margaret
MacNiven, and Curt Riffle
Members Absent: Jed Cyr and Karen Holman
Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant
General Manager Susanna Chan, Assistant General Manager Brian
Malone, District Clerk/Assistant to the General Manager Maria Soria
Executive Assistant/Deputy District Clerk Loana Lumina-Hsu, Planner III
Galli Basson, Grants Program Manager Deborah Hirst, Information
Systems & Technology Manager Casey Hiatt, Senior Resources
Management Specialist Coty Sifuentes-Winter
President Kishimoto announced this meeting is being held in accordance with Government Code
section 54953. The public has the opportunity to comment on the agenda, and the opportunity to
listen to this meeting through the internet or via telephone. This information can be found on the
meeting agenda, which was physically posted at the District’s Administrative Office, and on the
District website.
Director Cyr joined the meeting at 7:05 p.m.
REPORT OUT OF CLOSED SESSION
President Kishimoto reported the Board met in closed session, and no reportable action was
taken.
ORAL COMMUNICATIONS
Public comment opened at 7:04 p.m.
District Clerk Maria Soria reported there were no public speakers for this item.
Meeting 23-26 Page 3
Public comment closed at 7:04 p.m.
ADOPTION OF AGENDA
Motion: Director MacNiven moved, and Director Riffle seconded the motion to adopt the
agenda.
ROLL CALL VOTE: 6-0-0 (Director Holman absent.)
SPECIAL ORDERS OF THE DAY
Introduction of Staff
• Mike Hagerty, Analyst II
CONSENT CALENDAR
Director Riffle spoke on Agenda Item #3, expressing appreciation from the Board to staff and the
General Manager's leadership for all the work accomplished in Fiscal Year 2023, even amidst a
trying time coming out of COVID and the heavy winter storms.
General Manager Ana Ruiz spoke on Agenda Item #3 stating that it was another incredible year
with many accomplishments despite a number of disruptions such as the storm related damages
that required the redeployment of resources. General Manager Ruiz showed a short video
highlighting some of the year’s major accomplishments.
Director Cyr spoke on Agenda Item #3 and expressed his appreciation of the Annual Year-End
Report and video, and thanked staff for their work, dedication, and care for the year’s efforts and
in putting the report and video together.
President Kishimoto spoke on Agenda Item #3, stating the entire Board is proud of the District
and the accomplishments that have provided to the public, she expressed the Board's heartfelt
thanks to the staff.
Public comment opened at 7:16 p.m.
Ms. Soria reported there were no public speakers for this item.
Public comment closed at 7:16 p.m.
Motion: Director Cyr moved, and Director Riffle seconded the motion to approve the Consent
Calendar.
ROLL CALL VOTE: 6-0-0 (Director Holman absent.)
1. Approve the July 12, 2023, and July 26, 2023 meeting minutes
2. Approve Claims Report
3. Annual Year-End Report for Fiscal Year ending June 30, 2023 (R-23-99))
Meeting 23-26 Page 4
General Manager’s Recommendation:
Informational item only. No Board action required.
4. Contract Amendment for Design and Construction Administration Services related
to the Lower Alpine Road Retaining Wall Project at Coal Creek Open Space Preserve to
address Winter 2023 Slope Failure Repairs (R-23-100)
General Manager’s Recommendations:
1. Authorize the General Manager to amend the Design & Construction Administration
Services contract with Waterways Consulting, Inc., to add design and construction support
services in the amount of $5,160 for new repair work to address a recent slope failure along a
segment of unpaved road that was not recently improved, bringing the total base contract
amount to $373,427.
2. Authorize a contingency in the amount of $1,000 to be reserved for unanticipated issues
requiring additional services, bringing the total not-to-exceed amended contract amount to
$374,427.
5. Actions to Address Additional Slope Failure Repairs as part of the Lower Alpine
Road Retaining Wall Project at Coal Creek Open Space Preserve (R-23-101)
General Manager’s Recommendations:
1. Adopt a resolution approving an Addendum to the Alpine Road Trail Improvements Project
Initial Study/Mitigated Negative Declaration (Resolution No. 21-01) in conformance with the
California Environmental Quality Act to expand the scope of repair work and include
additional repairs to address recent slope failures.
2. Authorize the General Manager to amend the Lower Alpine Road Retaining Wall Project
construction contract with Granite Rock Company in the amount of $110,000 to include the
additional slope failure repair work, bringing the total base contract amount to $871,080.
3. Authorize a 15% contingency for the additional repair work in the amount of $16,500 to be
reserved for unanticipated construction issues, bringing the total not-to-exceed contract
amount to $887,580.
6. Award of Contract to Julian Tree Care, Inc., for Removal of a Former Cultivar
Tree Farm at Bear Creek Redwoods Open Space Preserve (R-23-102)
General Manager’s Recommendations:
1. Authorize the General Manager to enter into a contract with Julian Tree Care, Inc., of
Richmond, California to provide overgrown cultivar tree farm removal and biomass disposal
services for a not-to-exceed base contract amount of $232,300.
2. Authorize a 10% contingency of the base contract in the amount of $23,230 to cover
unforeseen issues.
3. Authorize an allowance of $58,200 for stump grinding and/or log hauling, if warranted,
bringing the total not-to-exceed contract amount to $313,730.
7. Award of Contract for the Bear Creek Redwoods Landfill Cleanup Project at Bear
Creek Redwoods Open Space Preserve (R-23-104)
General Manager’s Recommendations:
1. Award a contract to PARC Environmental of Fresno, California, for a not-to-exceed base
contract amount of $192,395.
Meeting 23-26 Page 5
2. Authorize a 15% contingency in the amount of $28,859 to be reserved for unanticipated
issues.
3. Authorize an allowance of $28,860 to cover additional costs to transport and dispose of
certain materials as hazardous waste, if unanticipated materials or higher concentrations of
contaminants are found during the project, bringing the total not-to-exceed contract amount
to $250,114.
BOARD BUSINESS
8. Formation of the Hawthorns Historic Complex Ad Hoc Committee (R-23-103)
Planner III Galli Basson provided the staff presentation on the Formation of the Hawthorns
Historic Complex Ad Hoc Committee. Ms. Basson reported that the Hawthorns Area Property
encompasses 79-acres, and the historic complex is approximately 13 acres located on the
southeast portion of the property. District staff are proceeding with the development of the
Hawthorns Area Plan, a comprehensive use and management plan that will guide resource and
land management actions for the property. Planning for the specific future use and management
of the Historic Complex is a separate and parallel planning project and would be the focus of the
Ad Hoc Committee. The Historic Complex is made of multiple structures and appears eligible
for the National Register of Historic Places as a historic district due to its pattern of estate
settlement of “gentlemen’s farms” along the Peninsula in the late 19th and 20th century. Four of
the buildings have more significant historic features and these include: the main house, garage,
lower barn, and cottage. Ms. Basson reviewed the work recently completed along with the next
steps and concluded the presentation by reviewing the purpose of the Ad Hoc Committee.
Director Riffle asked if the Ad Hoc Committee would work with the Hawthorns Area Public
Access Working Group (Hawthorns Area PAWG).
Ms. Basson explained the Ad Hoc Committee would work separate from the Hawthorns Area
PAWG, as the PAWG is focusing on the rest of the Hawthorns property, and the Ad Hoc would
focus on the 13 acres.
Director Gleason asked how often the Ad Hoc Committee would meet and the timeframe.
Ms. Basson explained there would be at least two meetings: one site visit, and one meeting to go
through ideas and staff to receive input and feedback. The likely timeframe is based on Director
availability, but potentially before the end of the calendar year.
Director Riffle commented that at one time there was a third-party interested in providing
funding and inquired whether they would be considered as part of the proposals.
Ms. Basson stated that staff would discuss the option with the Ad Hoc committee and decide to
approach that third party based on the input from the committee.
President Kishimoto asked that the Directors notify her of their interest in participating in the Ad
Hoc Committee, and she will appoint members by September 14, 2023.
Public comment opened at 7:27 p.m.
Meeting 23-26 Page 6
Maria Soria reported there were no public speakers for this item.
Public comment closed at 7:27 p.m.
Motion: Director MacNiven moved, and Director Gleason seconded the motion to form a
Hawthorns Historic Complex Ad Hoc Committee of the Board of Directors pursuant to Board
Policy 1.04, Board Committees. Consistent with other recent Ad Hoc Committees of the Board,
these meetings would be compensable.
ROLL CALL VOTE: 6-0-0 (Director Holman absent.)
9. Oral Presentation – Grants Program Department Overview
Grants Program Manager Deborah Hirst provided a presentation on the Grants Program
Department. Ms. Hirst introduced her staff and the core functions of the Grants Program and
Grantmaking Program. She reviewed the cycle of a grant from reporting, closing, and seeking
grants. Ms. Hirst highlighted some of the site visits that staff completed with Board members,
elected officials, and funders. Grant revenue has increased significantly since 2017, with many
opportunities to support biodiversity, climate resiliency, the Wildland Fire Resiliency Program,
and landscape level conservation, including the creation of the 27th Open Space Preserve at
Cloverdale Ranch. Ms. Hirst reviewed the program metrics from 2020 to 2023 and the grants
achieved for land purchases, Wildland Fire, and Federal Earmarks along with pending grants,
and Grantmaking Program partners in the categories of Education & Outreach, Applied Science,
and Networks & Partnerships.
Director Riffle congratulated Ms. Hirst for a successful program and inquired on the factors that
make the team successful.
Ms. Hirst responded that collaboration between funding partners is key and the District has
numerous projects that are highly attractive to funders. There is also a tremendous amount
of Federal and State money available and the District is fortunate to take advantage of these and
other funding opportunities. The addition of a full-time Senior Grants Technician position is
important to continue supporting this work and the growth of the Grants Program.
Director Kersteen-Tucker expressed appreciation to Ms. Hirst and Grants Program staff.
Director Gleason congratulated Ms. Hirst for a wildly successful program and inquired if there
are goals or a strategy for the trajectory of the program.
Ms. Hirst indicated that the Board Policy allows for a distribution of $250,000 a year, however,
if the Board could consider allowing staff to pool that money and have a multi-year grant cycle,
there would be a larger source of money available to fund more grantees. This suggestion may
be considered at a future study session that will be held in the Spring.
Public comment opened at 7:53 p.m.
Maria Soria reported there were no public speakers for this item.
Public comment closed at 7:53 p.m.
Meeting 23-26 Page 7
No Board action required.
10. Oral Presentation – Information Systems & Technology Department Overview
Information Systems & Technology Manager Casey Hiatt showcased a collaborative project
between Information Systems & Technology (IST), Land & Facilities, and the Engineering &
Construction Departments of a bird box camera project with live video stream from Mount
Umunhum of purple martins feeding their hatchlings. Ms. Hiatt spoke on the collaborative way
staff worked on this project to establish internet service at the mountaintop, and how all
equipment needed is powered by solar panels. As a result, the Natural Resources Department
now has insights on the bird boxes and the purple martins and can make habitat changes and
other adaptive management decisions to better protect these delicate species. Ms. Hiatt stated
that the IST department goals are to provide data and analysis to support strategic data driven
decisions, increase staff efficiency, and use technology to optimize land management. The
department also provides hardware, software, data, and analysis that enable staff to deliver the
mission. Ms. Hiatt reviewed the creation of the department, the three core programs, the digital
transformation to a (largely) paperless work environment, improved business processes, field
technology and remote work systems. Lastly, she provided a live demonstration of various
dashboards that have been implemented.
President Kishimoto inquired if the District will be using Artificial Intelligence (AI) in the
future.
Ms. Hiatt stated that one of her staff members already use AI to blur people’s faces across
200,000 wildlife camera photos in order to share the photos with the research community. In the
long term, IST will be looking at other AI uses, including the use of Chat GPT.
Director Riffle asked about what other technology the District may want to invest.
Ms. Hiatt indicated that the department's current focus is cybersecurity, and that an RFP for
cyber security assessments will be posted tomorrow. She also stated that AI research will be the
department's next focus in the coming years.
Director Kersteen-Tucker praised Ms. Hiatt and her team for their outstanding efforts. In her
observation over the past five years, she has seen an amazing transformation that it is often
invisible and only noticed when something is not working. Also amazed in seeing other staff use
the technology so effectively and professionally, and how IST has propelled the District forward
and continues to be on the leading edge.
President Kishimoto asked if the public had access to the GIS dashboards.
Ms. Hiatt stated GIS is currently working on a project called Arc GIS Hub to create a public
website that will provide information on trails and access, and another on Measure AA projects
that is scheduled to go live in December 2023.
Public comment opened at 8:17 p.m.
Maria Soria reported there were no public speakers for this item.
Meeting 23-26 Page 8
Public comment closed at 8:17 p.m.
No Board action required.
INFORMATIONAL REPORTS
A. Committee Reports
Director MacNiven provided an update on the August 29 Legislative, Funding and Public Affairs
Committee meeting, including the discussion on the Draft Updates to Board Policy 5.02 – Good
Neighbor Policy. She also provided an update from the Basic Policy Ad Hoc Committee
meeting that was held on September 11.
Director Cyr reported on the Special Board Meeting held on September 12, 2023, regarding the
proposed Rancho San Antonio Shuttle/Ride Hail Program, which included recommendations
from the Planning and Natural Resources Committee.
Director Kersteen-Tucker provided an update of the September 12, Agricultural Policy Ad Hoc
Committee and stated the policy is nearing completion and will be presented to the full Board on
November 1, 2023 at a public meeting on the Coastside.
B. Staff Reports
Assistant General Manager Brian Malone reported that within the next couple of weeks,
Whittemore Gulch Trail at Purisima Creek Redwoods Preserve is scheduled to be reopened with
a couple of caveats for equestrians. All the trails that were closed because of the winter storms
within the preserve will be reopened at that point. Mr. Malone also provided an update on a
small fire that occurred on Page Mill Road due to a vehicle non-injury accident on September 12,
2023.
President Kishimoto asked that Mr. Malone convey the Board’s appreciation back to staff who
assisted with extinguishing the fire.
C. Director Reports
Director Gleason reported he attended a tour on September 10 with the South Bay Advocacy
Group for the Bay Area Ridge Trail at Mount Umunhum, which was joined by Docent Paul Billy
and Special Projects Maintenance Supervisor Cody Fickes. He thanked all who assisted with the
hike, in particular Mr. Fickes, who was very knowledgeable of all of the history and how the trail
was built, stating Mr. Fickes is a great ambassador for the District.
Director Riffle reported that on September 5, he lunched with former Director Larry Hassett and
passed along his hellos. Director Riffle thanked staff for the various board briefings, field trips to
the Skyline Field Office and Cloverdale Ranch Open Space Preserve, and the annual Real
Property Update with Real Property Manager Mike Williams.
Director Cyr thanked staff for the various field trips that were very well organized.
Meeting 23-26 Page 9
Director MacNiven also expressed her thanks to the staff for the amazing field trips. She
reported that she and Director Holman gave a presentation to the City Council of Menlo Park.
President Kishimoto reported that on September 6-9 she attended the Land Trust Alliance Rally
held in Portland, Oregon. It was very well attended, with over 2,000 people from all around the
country.
ADJOURNMENT
President Kishimoto adjourned the regular meeting of the Board of Directors of the
Midpeninsula Regional Open Space District meeting at 8:34 p.m.
Maria Soria, MMC
District Clerk