HomeMy Public PortalAbout20231114 - Minutes - Board of Directors (BOD)
November 14, 2023
Board Meeting 23-33
* Approved by the Board of Directors on January 10, 2024.
SPECIAL MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Tuesday, November 14, 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
President Kishimoto called the special meeting of the Midpeninsula Regional Open Space
District to order at 1:00 p.m.
ROLL CALL
Members Present: Jed Cyr, Craig Gleason, Karen Holman, Zoe Kersteen-Tucker, Yoriko
Kishimoto, Margaret MacNiven, and Curt Riffle
Members Absent: None
Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant
General Manager Susanna Chan, Assistant General Manager Brian
Malone, Chief Financial Officer/Director of Administrative Services
Stefan Jaskulak, Controller Mike Foster, District Clerk/Assistant to the
General Manager Maria Soria, Executive Assistant/Deputy District Clerk
Loana Lumina-Hsu, and Executive Assistant/Deputy District Clerk
Shaylynn Nelson
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.
ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Holman seconded the motion to adopt the agenda.
ROLL CALL VOTE: 7-0-0
Meeting 23-33 Page 2
BOARD BUSINESS
1. Draft Report and Recommendations on the Financial and Operational
Sustainability Model (FOSM) Refresh (R-23-139)
General Manager Ana Ruiz provided background on the original 2015 Financial and Operational
Sustainability Model (FOSM) and explained the FOSM Refresh builds off the original FOSM
and incorporates new programs and needs, such as Wildland Fire Resiliency and Climate
Sustainability, and bolsters existing programs and projects, including the Interpretive and
Educational and Volunteer Programs, Trail Stewardship, and Vision Plan/Measure AA project
delivery.
Chief Financial Officer/Director of Administrative Services Stefan Jaskulak introduced Baker
Tilly Managing Partner Nancy Hetrick and Managing Director Andy Belknap who are working
on the FOSM refresh.
Controller Mike Foster provided the estimated cost of implementing new positions as part of the
recommended FOSM Refresh catch-up, with approximately $4,000,000 in costs for salaries and
benefits, supplies, and a one-time capital expenditure of $400,000. The recommended costs to
improve the Skyline Field Office and establish a full-service Coastal Field Office are already
forecasted in the Controller’s 30-year fiscal model. Mr. Foster stated the financial model
confirms the FOSM recommendations, including the additional staffing, is affordable and
sustainable over the long term. Mr. Foster also presented general fund cash flow projections
through Fiscal Year 2023-30.
Director Riffle inquired if the District would have funds to also increase salary ranges to be more
competitive and aggressive in the labor market.
Mr. Foster confirmed the District will be able to afford changes to the salary schedule.
Nancy Hetrick reviewed the key engagement objectives and shared the progress made since the
October 2023 FOSM update. She provided an overview of the activities the Board previously
requested of the consultants.
Director Riffle inquired if the consultants would further elaborate on the request to evaluate
Measure AA progress and timeline to ensure delivery of commitments by 2044.
Ms. Hetrick explained it was incorporated in the completed work, but she will address it directly
in the final report.
Ms. Hetrick summarized the recommendations by service line and the recommended staffing
additions, including the near-term catch-up positions.
Mr. Belknap presented background information on prior staffing growth, on the leadership and
organizational culture, and discussed the opportunity of increasing the decision making and
autonomy of lower-level management to streamline workflow.
Director Kersteen-Tucker requested further discussion of the FOSM recommendations at the
December 5, 2023 Board Retreat.
Meeting 23-33 Page 3
Ms. Ruiz requested the Board identify topics of interest throughout the meeting that the Board
would then rank to identify the top two topics for further discussion to include as part of the
December 5, 2023 Board Retreat.
President Kishimoto asked if the implementation plan is coming back to the Board.
Ms. Hetrick explained the next steps for Baker Tilly include preparing a final report that
incorporate tonight’s Board feedback and comments. The consultants will frame an
implementation action plan for the General Manager and Executive Team, which will be
influenced by the budget and the policy decisions made by the Board. The Board can identify
policy areas of interest, which can be incorporated in the implementation action plan and added
as an attachment to the final report.
Ms. Ruiz stated mid-year budget adjustments will be presented to the Board in January so the
District can begin quickly proceed with implementation of the recommendations.
Director Kersteen-Tucker identified leveraging the District’s self-regulatory authority as a
priority topic.
Director Gleason requested an explanation for the project cycles increasing from the prior three
year average to the current seven year average.
Ms. Hetrick explained changes in process and flow, the permitting process, and public
engagement activities affect the cycle length, but the recommendations are intended to mitigate
the effects. Baker Tilly will try to include in the report the factors that influence the project
cycle.
Director Holman advocated for Public Access Working Groups and questioned if they increase
project delivery time.
Ms. Ruiz explained it takes significant effort from staff to facilitate Public Access Working
Groups, which results in less staff capacity for other projects.
Director Holman inquired if the planning and project delivery cycle and the timing for
department project review is currently more sequential than collaborative.
Ms. Hetrick explained collaboration is occurring but there are opportunities to strengthen it by
ensuring those in the back-end of the process are brought in early on to foresee and prevent
delays.
Director MacNiven quoted the report regarding the inclination of board members to engage in
operational dimensions and clarified the message is for the Board to remain at the policy level.
Ms. Hetrick explained the Board should ask questions to ensure they have enough information to
make decisions but to recognize the capabilities of staff and route questions appropriately.
Director Kersteen-Tucker echoed Director MacNiven’s comments and requested further
discussion on the Board’s oversight and decision-making role.
Meeting 23-33 Page 4
Director Holman noted the importance of creating a culture in which questions are not received
as criticisms.
Director Gleason asked for clarification on the in-house design team.
Ms. Hetrick explained a position is proposed for the Engineering & Construction Department.
Currently, design elements are outsourced, which leads to delays.
Ms. Ruiz clarified the in-house design team would be focused on parking areas and buildings.
Director Gleason asked if in-house design includes trail designs.
Ms. Ruiz explained trail design layouts and construction have remained and would continue to
remain in-house. Outside engineering expertise is brought in as needed to conduct highly
technical tasks, such as geotechnical reviews.
Mr. Belknap explained it would be helpful to have in-house schematic designs, versus full-blown
engineering design packages.
Director Riffle requested adding the role of Rangers to the future Board discussion list.
Director Kersteen-Tucker asked if there is a need for an internal structure that focuses on
agriculture.
Ms. Hetrick explained there is not a current need to have a specialized agricultural team. With
the additional positions, the Land Stewardship department will have expanded opportunities to
develop deeper relationships with the agricultural community.
Director Kersteen-Tucker explained there is a need to educate the public on the role of
agriculture and its relevance to the region. She wants to ensure the District has the infrastructure
to accommodate agriculture education in the future.
Ms. Hetrick explained that programmatic priorities will change with time and new information
but there will be Board conversations regarding the timing and tempo of expansion. The FOSM
recommendations are meant to be a roadmap that allow flexibility to make changes.
President Kishimoto noted the volunteer training program is a great opportunity to engage and
educate the public on topics such as the role of Rangers and trail building.
Ms. Hetrick recommended developing the volunteer program to expand the ambassadors of the
District.
Director Riffle requested clarification on the goal for the volunteer program and the potential
costs and benefits.
Ms. Hetrick explained that the metrics for success of the volunteer program would depend on if
the measurement was based on efficiency or public awareness and education.
Meeting 23-33 Page 5
Director Kersteen-Tucker asked if the Information Systems and Technology (IST) position
recommendations considered how Artificial Intelligence (AI) may influence how the District
operates.
Ms. Hetrick explained the staffing recommendations are catch-up positions to meet current
needs. Positions will be added as the District grows and as new technologies and organization
needs emerge.
Ms. Hetrick explained the consultants’ next steps are to provide the final report and the
implementation action plan.
Director Riffle asked if the implementation action plan will prioritize the recommendations.
Ms. Hetrick explained that the implementation action plan is an operational tool that staff will
use to prioritize recommendations. Some recommendations will naturally occur sequentially
while other recommendations will need to be prioritized by staff.
Director Riffle inquired about the criteria for the prioritization of recommendations.
Ms. Ruiz explained staff will return in January with recommendations for the first set of
implementation items. There will be a second set included as part of the Capital Improvement
and Action Plan for next year’s budget.
Director Holman asked if the implementation action plan provides an opportunity for the Board
to discuss their implementation priorities.
Ms. Hetrick explained that the Board will identify organizational priorities and staff can adjust
the implementation plan and budget accordingly.
President Kishimoto noted that the report is the consultants’ recommendations, but the District
may proceed at their discretion.
President Kishimoto commented there are specific recommendations for new catch-up staffing
positions and inquired if the consultants will provide recommendations after the two year catch-
up.
Ms. Hetrick stated there is a general recommendation according to service lines, but the specific
staffing positions will be brought to the Board via staff.
Director Kersteen-Tucker requested guidance for how the Board can articulate top priorities to
the General Manager and inquired why there were no additional staffing positions allocated to
the Public Affairs Department.
Ms. Hetrick explained there is no additional staffing currently needed. Public Affairs is operating
well.
Director Kersteen-Tucker stated the District’s interest and reliance in governmental affairs may
greatly increase and hopes the plan accommodates future needs.
Meeting 23-33 Page 6
Ms. Hetrick explained forecasting future need will be incorporated into the final draft.
Ms. Ruiz noted that the District’s evolving strategic approach to external affairs will inform
staffing needs.
Director Riffle asked if a FOSM should occur on a reoccurring basis or if the District should
develop the expertise to do this in-house.
Ms. Hetrick stated the District can treat it as strategic planning effort and do periodic check-ins
to see if there have been major developments which may affect District goals.
Director Kersteen-Tucker suggested that FOSM updates be included in the General Manager’s
Board check-ins.
President Kishimoto noted the recommendations indicate the District needs to improve internal
communication and inquired which department should take the lead.
Ms. Hetrick explained communication is a management culture and practice, but the District can
implement however makes sense.
President Kishimoto identified improved internal communication as a priority.
Director MacNiven noted communication amongst staff is key as we expand. Director MacNiven
supported Director Kersteen-Tucker’s comments on public communication in relation to
agriculture and the environment.
Director Holman asked if the consultants have observed any tools utilized by other agencies to
inform the community of organizational activities or to measure public perception.
Ms. Hetrick explained there are survey tools and firms for hire. She noted that investing time and
energy in building relationships is key to success for improved public perception.
Director Holman stated community engagement and partnership with the community is
important. Director Holman asked Baker Tilly to number the recommendations with the
corresponding Board question number so it is clear what recommendation relates to which
question. She inquired if the consultants considered areas of expertise when recommending new
staff positions.
Ms. Hetrick stated an attachment or matrix will be included with the final report to link the
Board questions with the recommendations. Ms. Hetrick explained Baker Tilly focused more on
capacity limits and job completion when adding staff positions. A specific area of expertise was
only considered for the in-house design position within the Engineering & Construction
Department.
Director Gleason expressed support for Director Riffle’s comments on evaluating the Measure
AA timeline. He echoed President Kishimoto’s comments regarding project leads throughout the
project cycle and emphasized the importance of identifying an approach to facilitate ownership
and vision over a project. Director Gleason identified streamlined public input as a way to reduce
Meeting 23-33 Page 7
the project cycle length and suggested continuously receiving general public comments and
advice, which can be applied to specific projects as they occur.
Director Kersteen-Tucker requested an opportunity for the Board to discuss and identify high-
level priorities.
Director Riffle spoke in support of increased staff decision-making authority to improve
throughput of projects, such as through higher purchasing authorities.
Director Gleason advocated for the agency exercising self-regulatory powers and further
discussing the role of Rangers.
President Kishimoto asked for more information on the incorporation of technology and
communication tools. Additionally, she expressed interest in growth and development for entry-
level and journey-level staff.
Ms. Ruiz stated once the report is received, staff will determine how to implement the
recommendations and will bring action and budget items to the Board for consideration and
approval. Ms. Ruiz further explained that the first set implementation actions will be brought to
the Board in January for approval, and another set of recommendations will be brought as part of
the upcoming new fiscal year budget and action plan review process.
Ms. Ruiz stated she will send the list of the identified discussion topics to the Board to ensure all
priorities were captured. The Board will then rank the priorities and the top two will be discussed
at the upcoming Board Retreat.
Public comment opened at 3:23 p.m.
District Clerk Maria Soria reported there were no public speakers for this item.
Public comment closed at 3:23 p.m.
No Board action required.
ADJOURNMENT
President Kishimoto adjourned the special meeting of the Board of Directors of the
Midpeninsula Regional Open Space District meeting at 3:23 p.m.
Shaylynn Nelson
Deputy District Clerk