HomeMy Public PortalAbout20180926 - Minutes - Board of Directors (BOD)
September 26, 2018
Board Meeting 18-34
*Approved by the Board of Directors on October 10, 2018
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, September 26, 2018
APPROVED MINUTES*
SPECIAL MEETING – CLOSED SESSION
President Cyr called the special meeting of the Midpeninsula Regional Open Space District to
order at 5:50 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Pete Siemens, and Curt Riffle
Members Absent: None
Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Acting
Assistant General Manager Jason Lin, Real Property Manager Mike
Williams, and Senior Real Property Agent Allen Ishibashi
Public comments opened at 5:50 p.m.
No speakers present.
Public comments closed at 5:50 p.m.
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code
Section 54956.8)
Property: Santa Clara County APN: 170-64-119
Agency Negotiator: Allen Ishibashi, Senior Real Property Agent
Negotiating Party: Wellington Park Investors
Under Negotiation: Lease Terms
General Manager Ana Ruiz, Acting Assistant General Manager Jason Lin, Real Property
Manager Mike Williams, and Senior Real Property Agent Allen Ishibashi left the closed session
after the first item.
Meeting 18-34 Page 2
2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION. Government Code
Section 54957(b)(1)
Title of Employee: General Counsel
ADJOURNMENT
President Cyr adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 6:58 p.m.
REGULAR MEETING
President Cyr called the regular meeting of the Midpeninsula Regional Open Space District to
order at 7:02 p.m.
President Cyr reported the Board met in closed session, and no reportable action was taken.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Pete Siemens, and Curt Riffle
Members Absent: None
Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Acting
Assistant General Manager Jason Lin, Acting Assistant General Manager
Brian Malone, Real Property Manager Mike Williams, Senior Real
Property Agent Allen Ishibashi, District Clerk/Assistant to the General
Manager Jennifer Woodworth, Grants Specialist Melanie Askay, and
Human Resources Manager Candice Basnight
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Kishimoto moved, and Director Siemens seconded the motion to adopt the
agenda.
VOTE: 7-0-0
CONSENT CALENDAR
Director Riffle pulled Item 3 from the Consent Calendar and recused himself due to a perceived
conflict of interest related to his employment at the Peninsula Open Space Trust.
Public comment opened at 7:08 p.m.
No speakers present.
Meeting 18-34 Page 3
Public comment closed at 7:08 p.m.
Motion: Director Harris moved, and Director Siemens seconded the motion to approve the
Consent Calendar, except for Items 1 and 3.
VOTE: 7-0-0
1. Approve September 12, 2018 Minutes
Director Hassett stated his comments regarding the constituent bench policy were incorrect and
requested the item be continued to the following Board meeting.
2. Claims Report
3. Approval of Two Resolutions for Grant Applications to the Habitat Conservation
Fund Program (R-18-106)
Director Riffle recused himself and left the room at 7:09 p.m.
General Manager’s Recommendation:
1. Adopt a grant application Resolution to the Habitat Conservation Fund Program for funding
support to purchase the Johnston Ranch Uplands property as an addition to Miramontes
Ridge Open Space Preserve.
2. Adopt a grant application Resolution to the Habitat Conservation Fund Program for funding
support to restore the Mindego Ponds at Russian Ridge Open Space Preserve.
Director Harris inquired when the acquisition would be moving forward as it relates to potential
grant funding.
Real Property Manager Mike Williams explained the proposed purchase of the Johnston Ranch
can be timed to coincide with the receipt of grant funds if those funds are awarded.
Motion: Director Siemens moved, and Director Hanko seconded the motion to approved the
General Manager’s Recommendations.
ROLL CALL VOTE: 6-0-0 (Director Riffle absent)
Director Riffle returned to the dais at 7:11 p.m.
4. Award of Contract to D-Line Constructors, Inc., for Improvements to the Monte
Bello Driveway at Monte Bello Open Space Preserve (R-18-108)
General Manager’s Recommendation:
1. Authorize the General Manager to enter into contract with D-Line Constructors, Inc., for a
not-to-exceed base contract amount of $145,063.
2. Authorize a 15% contingency of $21,759 to be reserved for unanticipated issues, thus
allowing the total contract amount not-to-exceed $166,822.
Meeting 18-34 Page 4
5. Award of Contract to Ecast Engineering, Inc., for Replacement of the Point of
Diversion 17 Waterline on the former McDonald Ranch at La Honda Creek Open Space
Preserve (R-18-107)
General Manager’s Recommendation:
1. Authorize the General Manager to award a contract to Ecast Engineering, Inc., to construct a
new waterline for the base contract amount of $148,250.
2. Authorize a 15% contract contingency of $22,238 to be reserved for unanticipated issues, for
a total contract amount not-to-exceed $170,488.
6. Amendment to extend the current lease at 240 Cristich Lane, Campbell, Santa
Clara County (Assessor’s Parcel Number 412-32-014), also known as the site of the future
South Area Field Office (R-18-109)
General Manager’s Recommendation:
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA), as set out in the staff report.
2. Adopt a Resolution authorizing the lease amendment and granting authority to the General
Manager to make future property management decisions to secure additional rental income
while moving forward with final plans, permitting, and the bidding process to complete site
improvements and repurpose the property as a new South Area Field Office.
7. Right of Way Contract to exchange interests in real property between the California
Department of Transportation (Caltrans) and Midpeninsula Regional Open Space District
(District) to receive an easement for the Ravenswood Bay Trail Connection Project near
Ravenswood Open Space Preserve in exchange for a drainage easement conveyed to
Caltrans at Thornewood Open Space Preserve (portion of San Mateo County APN 075-
123-080). Unanimous vote from all seven Board of Directors is required. (R-18-101)
General Manager’s Recommendation:
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA) as set out in the report.
2. By a unanimous vote of the Board of Directors, adopt a resolution authorizing the Right of
Way Exchange Contract between the District and Caltrans.
3. Amend the Comprehensive Use and Management Plan for Ravenswood Open Space Preserve
to include the exchanged interest in real property.
4. Withhold dedication of the Exchange Property as public open space at this time.
8. Approval of a Memorandum of Understanding with Midpeninsula Regional Open
Space District Field Employees Association and Approval of Salary and Benefits
Adjustments for the Office, Supervisory, and Management Employees (R-18-110)
General Manager’s Recommendation:
1. Adopt a resolution approving the Memorandum of Understanding with the Midpeninsula
Regional Open Space District Field Employees Association, for a term of July 1, 2018,
through June 30, 2021.
2. Adopt a resolution approving salary and benefit adjustments for the Office, Supervisory, and
Management employees, effective July 2, 2018.
Meeting 18-34 Page 5
3. Approve a corresponding update to the Fiscal Year 2018-19 Classification and Compensation
Plan.
BOARD BUSINESS
9. Grants Program Strategic Plan (R-18-111)
Grants Specialist Melanie Askay provided the staff presentation describing the goals of the
grants program and the planning process to develop the Grants Program Strategic Plan that
included multiple opportunities for staff engagement and input.
Ms. Askay introduced Tina Stott, of Stott Planning Associates, and Donna Fletcher, of Mission
Driven, whom the District engaged to help design the Grants Program Strategic Plan with the
input of District staff and the Board of Directors.
Ms. Fletcher explained that the preceding 18 months have been focused largely on getting the
grants program off the ground and setting a realistic vision for the program’s maturation. Going
forward, the time required for process development will decrease, and the grants specialist will
have more time to dedicate to both grant seeking and grant making. Ms. Fletcher also outlined
the various decision-making criteria for grant funding sources and selection of priority projects
to maximize grant-funding success.
Director Riffle inquired regarding the decision-making process for pursuing grant opportunities.
Ms. Askay explained the Grants Strategic Plan includes a workflow process to determine when
specific grant opportunities are pursued.
Ms. Stott described the proposed metrics of success for the grants program, including generating
additional grant revenue, increasing the number of grant applications submitted, and securing at
least four grants through Proposition 68.
Director Siemens requested clarification regarding the metric related to the return on investment
for the grants program.
Ms. Askay explained that the cost of the grants program should be at a minimum less than half of
the grant funds awarded. In addition, the grants program seeks to increase its funding by 25%,
which would be an increased return on investment.
Director Harris suggested additional metrics to be included in the Grants Program Strategic Plan:
the number of projects fully funded because of grants, the number of Measure AA projects
partially funded by grants, the number of partnership projects funded with grants.
Ms. Askay agreed that success should be measured by qualitative and quantitative numbers.
Ms. Stott described several strategies for increasing capacity for the grants program, such as
hiring contract grant writers, utilizing a lobbyist to help steward relationship building with state
funders, and hiring of a grants technician in the future, if needed.
Meeting 18-34 Page 6
Director Harris suggested working with contract grant writers that specialize in the grant types
the District is pursuing.
Ms. Stott outlined several recommendations included in the Grants Program Strategic Plan,
including policy development, incorporation of grants into the budget and action plan process,
and development of an annual work plan.
Director Riffle inquired regarding corporate grant opportunities and related requirements.
Ms. Askay explained that before the District pursues any corporate grants, staff would develop a
policy to govern the process for approval by the Board.
Director Kishimoto expressed concern regarding the return on investment for grant funding
sources.
Ms. Stott explained the cost of the grants program also includes costs associated with the
grantmaking program. Without including the grantmaking program costs, the return on
investment for the grant program is currently 400%.
Director Siemens suggested clarifying the description of the return on investment for the grant
program that is currently included in the Grants Program Strategic Plan or removing this metric
entirely.
Director Siemens suggested including a goal specifically related to the grantmaking program.
Additionally, he suggested including in the Principles for Maximizing Potential Grant Revenue
language regarding providing granting agencies with all of the information they request for grant
applications.
Public comments opened at 8:07 p.m.
No speakers present.
Public comments closed at 8:07 p.m.
Director Kishimoto commented she will be keeping a close eye on the grants program as it
moves forward.
Motion: Director Siemens moved, and Director Riffle seconded the motion to adopt the Grants
Program Strategic Plan with the changes suggested by Board members.
VOTE: 7-0-0
INFORMATIONAL MEMORANDUM
• Dog On-Leash Access at Upper La Honda Creek Open Space Preserve
Director Riffle spoke in favor of the opening of upper La Honda to dog access.
Meeting 18-34 Page 7
Director Hassett expressed concern regarding the low number of permitted parking spaces near
Allen Road and potentially high demand for access.
Acting Assistant General Manager Brian Malone reported staff will be monitoring the number of
permits issued to determine if permits for frequent users need to be limited in the future to ensure
that the permit system is available to all interested visitors.
INFORMATIONAL REPORTS
A. Committee Reports
District Clerk Jennifer Woodworth reported the Administrative Office ad hoc committee met on
September 25 and 26 to discuss the prioritization of the project goals and program elements and
requested the Board members complete the same prioritization exercise prior to the October 10,
2018 Board meeting.
B. Staff Reports
General Manager Ana Ruiz reported on meetings with San Mateo County Supervisors Warren
Slocum and Don Horsley and commented on the very successful Volunteer Recognition Event
organized and executed by staff.
C. Director Reports
The Board members submitted their compensatory reports.
The Board members reported their attendance at recent and upcoming events, including the
District’s Volunteer Recognition Event, the Committee for Green Foothills Nature’s Inspiration
event, La Honda Educational Foundation Harvest Dinner, San Jose Water Company Annual
BBQ, the Santa Clara County League of Conservation Voters 25th Annual Fundraiser and
Environmental Awards, and the Save the Redwoods League 100th Anniversary.
Director Riffle requested an update regarding the Hawthorn property.
Director Harris announced her resignation from the Board of Directors effective following the
October 10, 2018 Board meeting.
ADJOURNMENT
President Cyr adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 8:29 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk