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HomeMy Public PortalAbout20030326 - Minutes - Board of Directors (BOD) Regional Open S. ce MIDPENINSULA REGIONAL OPEN SPACE DISTRI T Meeting 03-W SPECIAL AND REGULAR MEETINGS BOARD OF DIRECTORS March 26, 2003 MINUTES SPECIAL MEETING I. ROLL CALL President Nonette Hanko called the meeting to order at 6:05 p.m. Members Present: Jed Cyr, Mary Davey(arrived at 6:10 p.m.), Larry Hassett, Deane Little(arrived at 6:50 p.m.), Ken Nitz, Pete Siemens, and Nonette Hanko Members Absent: Staff Present: Craig Britton, Sue Schectman, Sally Thielfoldt, John Escobar, John Maciel, and Fran Buchanan, IEDA a CLOSED SESSION N. Hanko stated that the Board would adjourn to Closed Session to discuss Closed Session Agenda Items 1 and 2. The Board recessed to Closed Session at 6:05 p.m. and the Closed Session commenced at 6:05 p.m. The Board concluded the Closed Session at 7:31 p.m. REGULAR MEETING M. N. Hanko called the Regular Meeting to order at 7:34 p.m. She announced that the Board had discussed Closed Session Agenda Items I and 2 in Closed Session, that no reportable actions had taken place, and that the Board would reconvene in Closed Session following the regular meeting. Additional Staff Present: Gordon Baillie, Doug Vu, and Cathy Woodbury IV. ORAL COMMUNICATIONS—There were none. V. ADOPTION OF AGENDA Motion: J. Cyr moved that the Board adopt the agenda. M. Davey seconded and j the motion passed 7 to 0. i 330 Distel Circle + Los Altos, CA 9402 2-1 404 + Phone: 650-691-1200 Fax: 650-691-0455 * E-mail:niros(]@ol)eiispa(-e.org - Web site:www.openspace.ort °�•1 O�wEEe, Boar(/of t)rre<tors:Pete Siemens,Mary C Davey,Jeri Cyr, Deane Little, Nonette Hanko, Larry Fiassett, Kenneth e:. Nitz . Genera/Manager:L.Craig Britton � Meeting 03-07 Page 2 VI. ADOPTION OF CONSENT CALENDAR D. Little removed the minutes of the February 12, 2003, Special and Regular Meeting. Motion: M. Davey moved that the Board adopt the Consent Calendar, including minutes of the February 26, 2003, Special and Regular Meeting, Agenda Item 5, Annual Claims List for Fiscal Year 2003-2004; Approve the Annual Claims List, Including Debt Service Payments for the 2003-2004 Fiscal Year; and Revised Claims 03-06. J. Cyr seconded the motion. The motion passed 7 to 0. VII. ADOPTION OF MINUTES Minutes of the February 12, 2003, Special and Regular Meeting. D. Little referred to the reworded motion for approval of Agenda Item 1 on page 8 of the minutes. He thought the words"in this year's Action Plan" should be replaced with the words"as soon as possible." Inasmuch as the Action Plan would be approved at this meeting, he said the wording could remain as submitted. Motion: D. Little moved that the Board approve the minutes of the February 12, 2003, Special and Regular Meeting. J. Cyr seconded the motion. The motion passed 7 to 0. VIII. BOARD BUSINESS A. Agenda Item No. la—Approval of Fiscal Year 2003-2004 Budget Recommendations; Approve the Proposed Fiscal Year 2003-2004 Budget as Presented in Agenda Item lb (Report R-03-34, March 26, 2003). and Adopt the Administration and Budget Committee Recommendations Contained in This Report—(Report R-03-33). L. Hassett(Committee Chair), thanked Committee and staff members for their efforts. He outlined the Committee's recommendations. K. Nitz also commended staff, stating that everything went smoothly. He said he thought the five-year average under the staff facilities program should be in compliance with the $150,000 a year guideline, and that the average was not working. C. Britton suggested adding a fourth committee recommendation to keep a close eye on that average. K. Nitz proposed an amendment to review the staff facilities average and look at either increasing the amount of money or increasing the time span. Discussion followed regarding hiring of a Planner for Resource Management as outlined on page 2, paragraph 1, of the report. C. Britton said the Board could Meeting 03-07 Page 3 vote to hire the position anyway in spite of the state budget. L. Hassett said he would support that. P. Siemens suggested looking at that position being a contract position temporarily. I Escobar said this could pose difficulties in hiring, as they would not be getting a full spectrum of candidates. L. Hassett felt it was the clear sentiment of Board that this is very high priority. He did not think it was necessary to change the committee's recommendations. C. Woodbury answered questions regarding the planner position they are in the process of hiring, noting that there will be more advanced planning. She said the position as advertised looks for a combination of skills and they have a need for this. P. Siemens said he saw no reason to change the budget. I Cyr said another way to approach it would be instead of sticking with the recommendation to wait until the state budget is passed, go forward with it assuming they will hire that position for the last six months of the fiscal year. N. Hanko suggested that in the future the committee be more specific about recommendations and iron out their problems in the committee. L. Hassett responded that there were two issues not resolved—the state budget and union negotiations. C. Britton followed up, stating that the last word staff had from the Board was the way it is recommended. M. Davey commented that she was very clear on what the recommendations are, and she fully agreed with them. Motion: D. Little moved that the Board direct that the words"contingent on whether the state budget crisis will have a detrimental impact on the District" on page 2 under Total Budget Highlights, fourth sentence, be stricken; accept the Committee recommendations to direct the ad hoc Board Appointee Evaluation Committee to evaluate and review salary for the General Manager, Controller, and Legal Counsel after the state budget is adopted; direct the Committee to review the fiscal year 2002-2003 actual versus projected expenditures after completion of the audit. Midway through the fiscal year, review the fiscal year 2003-2004 Budget and expenditure status, and meet with the Controller for a review of the District's financial status; and review the staff facilities average and look at either increasing the amount of money or increasing the time span. P. Siemens seconded the motion. Discussion: I Escobar reminded the Board that they would have another opportunity to visit this before they hire anyone. C. Britton noted that the budget included step increases. Meeting 03-07 Page 4 Vote: The motion passed 7 to 0. B. Agenda Item No. 1 b-Adoption of Budget for Fiscal Year 2003-2004, Adopt the Attached Resolution Approving the Budget for Fiscal Year 2003-2004—(Report R-03-34). C. Britton reviewed the report. M. Davey said this was the clearest and most lucid presentation she has seen. C. Britton commended S. Thielfoldt who acknowledged the efforts of all the department heads. Motion: P. Siemens moved that the Board adopt Resolution No. 03-10, Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Adopting Budget for Fiscal Year 2003-2004. K. Nitz seconded the motion. The motion passed 7 to 0. C. Agenda Item No. 2—Adoption of the Action Plan for the Implementation of the District's Basic Policy for Fiscal Year 2003-2004, Adopt the 2003-2004 Action Plan for the Implementation of the Basic Policy of the Midpeninsula Regional Open Space District—(Report R-03-352 C. Britton said the changes requested by the Board were shown in the report. K. Nitz referred to page 15 of the report and said the numbering of Key Projects should be corrected S. Thielfoldt answered questions regarding Item 12 on page 29 regarding the database project. She said she thought they have an excellent product. She referred to the FYI item regarding the database program. With the support of the volunteer,they feel very positive that staff will be able to utilize the integrated system. G. Baillie said he thought they made the scope too wide. The problem is in generating reports and understanding the system. He said they are now able to produce reports. P. Siemens suggested having written procedures. G. Baillie said they are still using old data bases. With regard to the seismic upgrade at Picchetti, C. Woodbury said they need about another $100,000 in addition to grants they have. This is not in this year's program. They anticipate doing it next year. Motion- J. Cyr moved that the Board adopt the 2003-2004 Action Plan for the Implementation of the Basic Policy of the Midpeninsula Regional Open Space District. L. Hassett seconded the motion. Meeting 03-07 Page 5 Discussion: D. Little said in looking at Resource Management program, he thought the planning department description of the consultant position on page 10 of the report was closer to what the Board voted for than the description on page 27. He suggested that the first sentence of the fifth bullet under Key Project No. 1 on page 17 of the report be changed to read, "Work with Planning Department staff in selecting a consultant to expand the survey of District lands for emerging problems or opportunities including locating new stands of non-native invasive plants and incorporate the additional survey data into existing GIS-based inventories." The maker and seconder of the original motion agreed to the change. Vote: The motion passed 7 to 0. D. Agenda Item No. 3- Authorization to Execute a Contract with LFR Levine: Fricke in an Amount Not to Exceed $62,054 for Engineering and Design Consulting Services for the Demolition of a Sewage Treatment Facility and Development of a Staging Area at Pulgas Ridge Open Space Preserve: Authorize the General Manager to Execute a Contract with LFR Levine-Fricke to Provide Materials Testing and Prepare Plans and Specifications for the Proposed Demolition of the Former Hassler Health Home Sewage Treatment Facility and Construction of a Staging Area at Pulgas Ridge Open Space Preserve—(Re o�rt j R-03-31 . D. Vu presented the report and answered questions. Motion: M. Davey moved that the Board authorize the General Manager to execute a contract with LFR Levine-Fricke in an amount not to exceed $62,054 to provide materials testing and prepare plans and specifications for the proposed demolition of the former Hassler Health Home sewage treatment facility and construction of a staging area at Pulgas Ridge Open Space Preserve. P. Siemens seconded the motion. Discussion: D. Vu said this item will come to the Use and Management Committee. Trails will be looked at at the same time as the demolition and construction project. K. Nitz suggested a site visit for the Use and Management Committee. N. Hanko asked whether there would be consideration of extending the dog area. D. Vu said the District has retained an ecologist to study that. Part of her work will be to give staff recommendations. He added that they expect to go to the Use and Management Committee within 34 months. Vote: The motion passed 7 to 0. E. Agenda Item No. 4 - Authorization to Execute Contract with Graphic Arts Center Publishing Company for Publishing and Promotion of the District's 30th Meeting 03-07 Page 6 Anniversary Trail Guide Book: Authorize the General Manager to Execute Contract with Graphic Arts Center Publishing Company, in an Amount Not to Exceed $58,600 for Publishing, Editing, and Promotional Sales of the District's Forthcoming Book—(Report R-03-36). C. Britton was available to answer questions. Motion.- M. Davey moved that the Board authorize the General Manager to execute a contract with Graphic Arts Center Publishing Company, in an amount not to exceed $58,600 for publishing, editing, and promotional sales of the District's forthcoming book. P. Siemens seconded the motion. Discussion: C. Britton said the word"royalties"was not the proper word in the next to the last line on page one of the report. He said he would provide information on the cost per book. He said the District would not come out ahead. The initial proposal was to recover the cost of the publishing of the book but not the author's costs. He thought it would cost about $30,000. Vote: The motion passed 6 to 0 with Dir. Nitz abstaining. IX. INFORMATIONAL REPORTS K. Nitz: 1. He will lead a wildflower hike at Russian Ridge on April S. 2. He talked about his visit to the Carnegie site at Stanford. 3. He said he had just returned from Japan and will be going to Guam. 4. He had an invitation to the West Coast Canadian expo. D. Little: 1. He talked about the Democratic state convention in Sacramento which he had attended. 2. He said he understood that labor unions are lobbying Democratic legislators to vote to open the Arctic National Wildlife Refuge to drilling. He thought environmentalists need to be aware of this and use their influence to convince them that this is a bad policy. 3. He said the wildflowers are coming out at Russian Ridge. P. Siemens said he hiked to Windy Hill and noticed star thistles from last year. J. Cyr said he and N. Hanko attended the volunteer potluck at Picchetti Winery. He commended staff and the winery tenant. L. Hassett: 1. He and M. Davey attended the recognition event for the Commission on the Status of Women in San Mateo County. Lennie Roberts was honored at that event. 2. He attended the District's program at the Cuesta La Honda Community Center last night. M. Davey: She said there had been a celebration of Congressman Don Edwards last Friday because of his contribution to making sure there is a wildlife refuge on the Bay. He was recognized by the delegation from California as having been instrumental in leading the environment movement. Meeting 03-07 Page 7 N. Hanko: She talked about her meeting with Tim Heffington, a Santa Clara County planner. She said the secretary of the ASA Committee been replaced with Carmel Campbell. Mr. Heffington gave her a copy of the special conservation district regulations that are going to be considered by them. She is working with C. Woodbury on a letter which they will be taking to the April 3 meeting. She said they are still zeroing in on viewshed. C. Britton: 1. The FYI's contained a section from the ROMP newsletter talking about their support for the District in El Corte de Madera. 2. The Acquisition and Enterprise Committee will meet tomorrow at 4:00 p.m. 3. The clippings contained an article from Sunset Magazine regarding hikes, including many on District lands. 4. There was also an article regarding a cemetery nature area. 5. He said they expect another$250,000 from the Lois Nelson estate in addition to the $1 million they already received. He has gotten some background on Ms. Nelson. Since she lived in Los Gatos,they will use the $1 million as the down payment on the Hunt property. He would like to acknowledge the gift, perhaps name a trail after her. 6. He had copies of the new Coastal Commission brochure. 7. He went to the Jerry Merse roast in Sacramento. 8. He, J. Escobar, and C. Woodbury also went to the La Honda Guild meeting. He said they answered lots of questions, and he thought it was worthwhile. 9. He reported that S. Jensen is on medical leave. 10. He asked who would be attending the Special District Forum from June 8-13. S. Schectman: 1. There will be a coastal ad hoc committee meeting at noon tomorrow. 2. The Santa Clara Open Space Authority is in litigation over the validity of their benefit assessment district for open space acquisition. There has been a positive court decision in a similar case involving the Santa Monica Mountains Conservancy. She said this is a good test case for this important concept. The key question is whether these assessments can be used for open space acquisition. J. Escobar: 1. He thought the La Honda meeting was very good. It gave staff an opportunity to bust misinformation. He talked about feedback from the meeting. S. Thielfoldt clarified that the JPIA,now does the competitive bidding process for commercial insurance such as property and crime coverage. J. Maciel said staff spent three days doing herbicide application at Russian Ridge. C. Woodbury added her comments regarding the La Honda Meeting. X. ADJOURNMENT At 9:03 p.m., the meeting was adjourned. The Special Meeting Closed Session was reconvened at 9:15 p.m. and adjourned at 9:39 p.m., to discuss Agenda Items 1 and 2. No reportable action had occurred. Roberta Wolfe Recording Secretary