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Home My Public Portal About20030827 - Minutes - Board of Directors (BOD) Regional Open Sp- .-Ie MIDPENINSULA REGIONAL OPEN SPACE DISTRICT (J-AA-AiR A I IN G 10 YEARS OF 01ILN SI'A(L PRESERVATION Meeting 03-19 SPECIAL AND REGULAR MEETINGS BOARD OF DIRECTORS August 27, 2003 MINUTES I. ROLL CALL M. Davey called the Regular Meeting to order at 7:30 p.m. She announced that there had been no Closed Session at 7:00 p.m. Members Present: Jed Cyr, Mary Davey, Larry Hassett, Deane Little, and Pete Siemens Members Absent: Nonette Hanko Staff Present: Craig Britton, Sally Thielfoldt, Cathy Woodbury, John Maciel, Lisa Zadek, and Mike Williams IL ORAL COMMUNICATIONS—There were none. M. ADOPTION OF AGENDA Motion: J. Cyr moved that the Board adopt the agenda. L. Hassett seconded and the motion passed 6 to 0. IV. ADOPTION OF CONSENT CALENDAR Motion: J. Cyr moved that the Board adopt the Consent Calendar, including minutes of the July 23, 2003 Special and Regular Meetings; Agenda Item 4, Authorization to Amend Agreement with Cotton Shires & Associates for Geotechnical Enizineering Services For the Federal Emergency Management Agency(FEMA)-Funded Old Page Mill Trail Repairs at .Skyline Ridge Open Space Preserve, Authorize the General Manager to Execute an Amendment to the Consultant Services Agreement with Cotton Shires & Associates of Los Gatos, for up to an Additional $5,000 Over the $25,000 Previously Authorized, to Cover Geotechnical Engineering Services for Sufficient Hours of Construction Monitoring Work for the FEMA-Funded Old Page Mill Trail Repairs at Skyline Ridge Open Space Preserve, for a Total Sum Not to Exceed $30,000, Agenda 33o Distel Circle 650-6g1-72oo info@openspace.org BOAR E)0 f DIRECTOR', Pole ietneni;,Mary Dovey,Jed(yr, GFNIRAI MANAGER. Los Altos CA 94022-1404 650-6gi-0485 fax www,openspaCe,Org Oearie i(ttle.Nonelte i lorik),tarry t-lossett,Kenneth C.Nit2 L.Craig Britton Meeting 03-19 Page 2 Item 5, Approval of Salary Adjustment and Meritorious Pay Award for the General Manager and Approval of Amendment to General Manager's Employment Agreement, As a Result of the Board's Evaluation of the General Manner's Performance for the Period of March 10, 2002 Through March 9. 2003 and Compensation Review for the Position, the Ad Hoc Board Ap pointee Evaluation Committee Recommends a 5% Meritorious Pay Award Based on the General Manager's Performance and a 4% Cost of Living Salary Adjustment for Fiscal Year 2003-2004, Retroactive to March 9. 2003, Adopt the Resolution Amending the General Manager's Employment Agreement to Reflect an Adjusted Sal—ary of$144,099.61 and a 5%Meritorious Pay Award Totaling $6,927.87-, Agenda Item 6, Approval of Salary Adjustment and Meritorious Pax Award for District General Counsel and Approval of Amendment to District General Counsel's Employment Agreement, As a Result of the Board's Evaluation of District General Counsel's Performance for Fiscal Year 2002-2003,the Ad Hoc Board Appointee Evaluation Committee Recommends a 5%Meritorious Pay Award Based on District General Counsel's Performance in Fiscal Year 2002-2003 and a 4% Cost of Ljyjng, Increase for Fiscal Year 2003-2004, Retroactive to April 1, 2003* Adopt the Resolution Amending District General Counsel's Employment Agreement to Reflect an Adjusted 2/3-time Salary, of$89,562.39, a 5% Meritorious Pay Award Totaling $4,305.88, an Adjustment in Vacation Hours from 120 Hours Annually to 140 Hours Annually. and Ap proving an Increase in the Position from 2/3-Time(67)to 4/5-Time(.80)Effective Upon the Date of Adoption of the Resolution:Agenda Item 7, Approval of Salary Adjustment for the Controller and Approval of Amendment to Controller's Employment Agreement, As a Result of the Board's Evaluation of the Controller's Performance for the Period of April 1. 2002 through March 31, 2003,the Ad Hoc Board Appointee Evaluation Committee Recommends a Salary, Increase 10% Per Annum Retroactive to April 1, 2003, Adopt the Resolution Amending the Controller's Employment Agreement to Reflect an Adjusted Salary of$16,500 Per Annum, Agenda Item 8, Approve Cancellation of the September 10,2003 Regular Meeting of the Board of Directors; and Revised Claims 03-15. L. Hassett seconded the motion. The motion passed 6 to 0. V. BOARD BUSINESS A. Agenda Item No. 1 —Authorization to Contract with Fenton Communications to Provide Communications and Public Affairs Services: Authorize the General Manager to Contract with Fenton Communications to Provide Communications and Public Affairs Services in an Amount Not to Exceed $154,600. Which Includes $149,600 for Professional Services ($136,000 Plus a 10% Contingency Fee and $5,000 for Expenses—(Report R-03-90). Meeting 03-19 Page 3 C. Britton reviewed the staff report. He, S. Jensen, and C. Woodbury interviewed five firms. He talked about what their services would include. C. Britton said the firm would do a"not to exceed" contract and the firm would bill the District on an hourly basis for their efforts. He said staff told the contractor the time period would be through April 2004. Staff has already been working on clearing up misinformation about the annexation project. Staff is also attempting to work with the La Honda School District as well as trying to work with San Mateo County on fire service issues. C. Britton said Kindel Launer will be helping with the Public Affairs Department with the press and in getting back to the three communities that have not yet passed resolutions of support. She will be a contract staff person. Motion: L. Hassett moved that the Board authorize the General Manager to contract with Fenton Communications to provide communications and public affairs services in an amount not to exceed $154,600, which includes $149,600 for professional services ($136,000 plus a 10 percent contingency fee), and $5,000 for expenses. J. Cyr seconded the motion. Discussion: K. Nitz said he would like to have the Coastal Ad Hoc Committee meet with Fenton Corp. C. Britton said Fenton would meet with the Committee in about three weeks. Vote: The motion passed 6 to 0. B. Agenda Item No. 2- Approval of Communications Site Lease Amendment and Exercise of Option with Association for Continuing Education(ACE)Black Mountain, Rancho San Antonio Open Space Preserve; Determine that the Recommended Action is Not a Project for Purposes of the California Environmental Quality Act(CAA) as Set Forth in this Report; Authorize the President of the Board of Directors to Execute a Communications Site Lease Amendment and Exercise of Option with the Association for Continuing Education(ACE). a Non-Profit California Corporation, for the Facility on Black Mountain, Rancho San Antonio Open Space Preserve—(Report R-03-84). M. Williams presented the staff report. The amendment would allow the District to increase tenant rent and collect a percentage of the sub-tenant's rent. He explained how the sub-tenant lease worked. He said the District's communications leases would bring in roughly $250,000 for the year, one-third of all the property management income. Motion: K. Nitz moved that the Board determine that the recommended action is not a project for purposes of the California Environmental Quality Act (CEQA) as set forth in the staff report; and authorize the President of the Board of Directors to execute a Meeting 03-19 Page 4 Communications Site Lease Amendment and Exercise of Option with the Association for continuing Education(ACE), a non-profit California corporation, for the facility on Black Mountain, Rancho San Antonio Open Space Preserve. P. Siemens seconded the motion. Discussion: M. Williams explained the reason for the smaller dollar amount than the Pulgas Ridge lease. He said that there was a better line of sight on the PG&E sites at Pulgas Ridge, so the District gets a higher market rent. He added that there might be similar sites that overlook Los Altos. L. Hassett said he thought Board policy was that the District is not encouraging new towers, only interested in facilitating antennas where there are existing towers. M. Williams said the antenna leases are consolidated to only one ridge. Vote: The motion passed 6 to 0. C. Agenda Item No. 3 -Authorization to Solicit Bids for the Removal of Lead Based Paint and Repainting Four Buildings at Skyline Ridge Open Space Preserve; Authorize Staff to Solicit Bids for the Scraping and Removal of Loose Lead Based Paint from the Existing Shop Building, Stable Building and Two Out Buildings at the Skyline Field Office Located at Skyline Ridge Open Space Preserve— (R.eport R-03-85). C. Woodbury was available to answer questions. She said four buildings have the lead paint. The buildings will be painted with the encapsulation product similar to that used on the red barn. The consultant will test the soil surrounding the buildings for lead content. C. Britton said the shop building would not need to be replaced in the near future, but probably would need to be down the road. J. Maciel said the building will be good for 2-5 years and will be evaluated at that later time. C. Britton said the buildings are old and nice looking buildings, and while not historic, he thought the structures should remain. Motion: P. Siemens moved that the Board authorize staff to solicit bids for the scraping and removal of loose lead based paint from the existing shop building, stable building and two out buildings at the Skyline Field Office located at Skyline Ridge Open Space Preserve. J. Cyr seconded the motion. The motion passed 6 to 0. VL INFORMATIONAL REPORTS K. Nitz: 1. He worked the Palo Alto Art and Wine Festival on Sunday morning. 2. He gave S. Thielfoldt a NCHRA Annual Conference brochure. Meeting 03-19 Page 5 D. Little talked about his vacation on the Canadian coast. J. Cyr: 1. He went to W. Phillips' retirement party. 2. He attended the trail opening at the GGNRA Watershed. He talked about the hike he went on. Docent led hikes and trail rides are available for up to 20 people. 3. He went to the Palo Alto Art and Wine Festival on Saturday. 4. He showed an article on the salt ponds from the San Jose Mercury. 5. He attended the staff appreciation day event for the first time. He talked about the event and had enjoyed the presentations. L. Hassett reported that he and C. Woodbury went to the Menlo Park City council meeting, and he thought C. Woodbury's presentation was great. He talked about the votes taken and said that the Council did not pass the resolution of support. C. Britton said staff would follow up with Menlo Park. M. Davey handed out books on touring the coast("The Coast Time Forgot"). C. Britton: 1. He talked about Supervisor Jerry Hill's tour of the Skyline area. 2. Iris Gallagher and Howard Jones of LAFCo went on a coastal tour with he and C. Woodbury. He thought it was a very positive experience. 3. October 25 h is the tenth anniversary of the San Francisquito Creek Watershed Council. He suggested that Board Members attend some of the events. 4. At the staff appreciation event today, they gave Mike Foster his 25-year picture. Wildlife Associates gave a terrific presentation. 5. He announced the staff appreciation evening event to be held on September 12. 6. He mentioned a letter in the FYIs that he had written to the general manager of the Skyline Water District. 7. He and other staff members also attended W. Phillips' retirement PAY• 1 on 2 C. Woodbury: 1. She said the Jacques Ridge staging area would start o Tuesday.q 8 g 8 Y Work has started on the Saratoga Summit Trail. L. Zadek reported on the positive comments she heard while working the District's booth at the Palo Alto Art and Wine Festival. S. Thielfoldt: 1. She provided an update on the Resource Planner position. J. Maciel and C. Woodbury are working on the job announcement. J. Maciel met with the new fire chief of San Mateo County. VII. ADJOURNMENT At 8:30 p.m., the meeting was adjourned. Roberta Wolfe Recording Secretary