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HomeMy Public PortalAbout20040310 - Minutes - Board of Directors (BOD) r Regional Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 04-07 SPECIAL AND REGULAR MEETINGS BOARD OF DIRECTORS March 10, 2004 MINUTES SPECIAL MEETING 1. ROLL CALL Mary Davey called the meeting to order at 6:30 p.m. Members Present: Jed Cyr, Nonette Hanko, Deane Little (arrived 6:50 p.m.), Ken Nitz, Pete Siemens, and Mary Davey Members Absent: Larry Hassett Staff Present: Craig Britton, Susan Schectman, Sally Thielfoldt, Cathy Woodbury I1. CLOSED SESSION M. Davey 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 6:30 p.m. and the Closed Session commenced at 6:30 p.m. The Board concluded the Closed Session at 7:30 p.m. REGULAR MEETING III. M. Davey called the Regular Meeting to order at 7:33 p.m. She announced that the Board had discussed Closed Session Agenda Items 1 and 2 and that no reportable actions had taken place. Additional Staff Present: John Maciel, Mike Williams, Michelle Jesperson, Rudy Jurgensen, Mike Foster IV. ORAL COMMUNICATIONS—There were none. I M Distel Cia le . Los Altos, CA 940 22-1404 • Phone:050-091-1 200 Fax: 050 091-048.5 + E-mail: mroscl i openspa(e.org • Web site:www.ot)eiisp,i(-e.org (k>,r<f t,i Uurr krrs Pete sienwn�, Marv( . Davey, led Cyr, Doane Little, Nonette Nanko, Larry ttastiett, Kenneth(-. Nitz gait;Britton Meeting 04-07 Page 2 V. ADOPTION OF AGENDA Motion: J. Cyr moved that the Board adopt the agenda. P. Siemens seconded and the motion passed 6 to 0. V1. ADOPTION OF CONSENT CALENDAR K. Nitz questioned the large number of revised items on claims. Staff will report back to Dir. Nitz. N. Hanko announced she would abstain on Claim #7390. Motion: J. Cyr moved that the Board adopt the Consent Calendar, including Agenda Item 3, Appoint Macias, Gini and Company as the District's Auditors for Fiscal Year 2003-2004 and Authorize the General Manager to Execute the Engagement Letter Agreement in the Amount of$23,127; Agenda Item 4, Authorization to Amend Agreement with the California Conservation Corps for an Additional $16,000 for aTotal Contract Amount of$40,000; Authorize the General Manager to Amend Agreement with the California Conservation Corps for a Supplemental Amount of $16,000 to Control Invasive Plants in Additional Preserves; and Revised Claims 04-04. K. Nitz seconded the motion. The motion passed 6 to 0. N. Hanko abstained on Claim #7390. VIL BOARD BUSINESS A. Agenda Item No. la— Initial Presentation of the District's Budget for Fiscal Year 2004-2005; Review the Proposed District Budget for.the 2004-2005 Fiscal Year. The Proposed District Budget for the 2004-2005 Fiscal Year and the Report and Recommendations of the Administration and Budget Committee will be Presented at the Board's March 24, 2004 Regular Meeting for Final Consideration and Adoption—(Report R-04- 33). C. Britton provided a brief introduction. S. Thielfoldt presented the initial budget. The budget is below the 7 percent growth guideline. She noted that the Budget Committee had not seen some of the last minute proposed changes and that the committee will meet on March 15. M. Williams reviewed the Real Property Department portion of the report. Meeting 04-07 Page 3 C. Woodbury presented the Planning Department report. She said the amounts for the Coastside Protection Program included all costs associated with that program. J. Maciel outlined the budget for the Operations Department and described the two proposed new positions. Regarding the two new positions, C. Britton stated they have not been added just for span of control or for expansion, but also to focus efforts on resource management. K. Nitz asked if there was a training program for employees to allow them to move up. J. Maciel said there was and talked about how it works. J. Maciel described what a typical day of a maintenance supervisor would be like. He said they would encourage current employees to apply for the job, but they must also go outside. D. Little asked that staff make sure the job description stresses having a biological or resource management background. J. Maciel talked about the purchases of ATVs. R. Jurgensen presented the Public Affairs Department portion of the report. He said this budget did not reflect the two employees who have left or are leaving. A consultant is looking at the organization to see if there need to be changes. If the organization changes, staff will adjust accordingly. S. Thielfoldt reviewed the Administration Department portion of the budget. Union negotiations will begin in January of next year. She explained that IEDA, the vendor listed in claims, is a labor relation consultant. She estimated that about 55 percent of the budget was for salaries. P. Siemens commented on the planning guidelines. He applauded staff for their ability to get grants. The staff facilities guideline needs to be looked at. He said he thought they had done well overall, but they need to be realistic with the numbers. K. Nitz commended staff for the ease of the process. B. Agenda Item No. lb—Controller's Report on the Proposed Fiscal Year 2004-2005 Budget— (Report R-04-30). M. Foster reviewed the report and talked about cash flow and tax revenue projections. Meeting 04-07 Page 4 D. Little asked if this was a large amount of cash to have in the bank for this size agency. C. Britton said the reasons for the large amount is that the District had just done refinancing, and since 2000 the District has not acquired any land adjacent to existing boundaries on the western edge because of the Coastside Protection Program. S. Schectman said Staff is awaiting LAFCo approval. M. Foster said this was virtually the same as the report received by the Budget Committee. C. Agenda Item No. 2 - Authorization to Amend the Contract with Fenton Communications to Provide Communications and Public Affairs Services, Authorize the General Manager to Amend the Contract with Fenton Communications to Provide Additional Communications and Public Affairs Services in an Amount Not to Exceed $137,165, Which Includes $126,600 for Professional Services and $11,165 for Expenses—(Report R- 04-34). C. Woodbury presented the report and talked about some of the things Fenton has accomplished. C. Britton thought the District's profile on the coast has increased because of Fenton. C. Woodbury described what Fenton would accomplish in the next phase of their contract. C. Britton said it was generally correct that they would not need the same amount of their services after the annexation. However, in general, the District needs to be more media savvy. The Coastside Protection Program will not end with LAFCo approval. They need Fenton's services for this and other projects. He said Fenton is not working on the District book. K. Nitz commented on the newsletter that went out. He said he would like them not to send out a newsletter when there is an election going on like the March 2004 election because it might be overlooked as part of political mailings. P. Siemens commented that Los Gatos no longer has a trails committee, but he is still receiving the newsletter. Motion: K. Nitz moved that the Board authorize the General Manager to amend the contract with Fenton Communications to provide additional communications and public affairs services in an amount not to exceed $137,165, which includes $126,600 for professional Meeting 04-07 Page 5 services and $11,165 for expenses. P. Siemens seconded the motion. The motion passed 6 to 0. At 8:38 p.m., the Board adjourned to a special meeting. SPECIAL MEETING A. Agenda Item No. I - Approval of an Application for a Bay Area Ridge Trail Council — Coastal Conservancy Proposition 40 Grant of$31,000 in Matching Funds for the Planning and Design of Public Access Improvements at El Corte de Madera Creek Open Space Preserve; Adopt the Attached Resolution Approving the Application for Bay Area Ridge Trail Council —Coastal Conservancy Proposition 40 Grant of$3 1,000 in Matching Funds for the Planning and Design of Public Access Improvements at El Corte de Madera Creek Open Space Preserve— (Report R-04-37). C. Woodbury presented the report. C. Britton added two critical things about the grant: 1. People on Skyline feel the District should provide parking for District property; 2. Staff had an opportunity for a grant once before to build a parking lot, but without plans, specs and a project ready to go, you really cannot apply for those grants. Motion: N. Hanko moved that the Board adopt Resolution No. 04- 08, Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Approving the Application for a Grant from the Bay Area Ridge Trail — Coastal Conservancy Proposition 40 Grants Program for Planning and Design of Public Access Improvements at El Corte De Madera Creek Open Space Preserve. J. Cyr seconded the motion. Discussion: K. Nitz said he remembered that there were plans for a parking lot. C. Woodbury said those were not construction plans, they were preliminary plans for Study Area 2. N. Hanko said she was happy to see this moving forward. K. Nitz said the problem he saw is that it is already overused and this would bring in more people. D. Little said he thought it created a safer situation. As an agency they have a responsibility to provide safe, reasonable access to the preserve. Meeting 04-07 Page 6 P. Siemens agreed with N. Hanko J. Cyr said he was glad staff is able to go forward with this. C. Britton mentioned the generosity of the Ridge Trail Council. He added that planning grants are difficult to get. Vote: The motion passed 6 to 0. At 8:47 p.m.,the Board returned to the regular meeting. REGULAR MEETING (continued) VIII. INFORMATIONAL REPORTS P. Siemens: 1. He and S. Thielfoldt went to a meeting of the Special Districts Association of Santa Clara County. They talked about possible ballot measures. 2. He talked to Jim Foran about the Open Space Authority. They are looking for a controller. J. Cyr: 1. He thanked R. Jurgensen for structuring talking points for last night's talk. 2. He will attend his first meeting of the Bay Area Ridge Trail Council tomorrow. 3. He had received requests about the potential costs of dealing with an invasive like star thistle. 4. A member of PMAC expressed concern about people being included in the process of how they are going to include people in District works. 5. He had a letter from people who were not able to attend last night's meeting. C. Britton said they would be responding to it comprehensively. D. Little said if they responded they might be able to reassure many of the people. S. Schectman said they would talk more about it at tomorrow's staff meeting. M. Davey: 1. She attended the LAFCo meeting last night. The meeting was continued to March 17, and there will be a meeting in Redwood City on March 30. 2. She complemented staff on their presentations at the State of the District event. 3. She and C. Woodbury went to see the Menlo Park mayor and vice mayor in hopes of getting their support for the Coastal Protection Program. She hopes they will put it on the agenda for an affirmative vote. D. Little: 1. He had a question about a Menlo Park council member. C. Woodbury said their decision was to take no position on the annexation. M. Davey said she had talked to the council member and his major concern was the fiscal impact on special districts. 2. He said the preserves are beautiful. 3. He was concerned about out-sloping of trails and the erosion that is happening at Russian Ridge. J. Maciel said staff is not considering taking corrective action at this time. They are still managing the water from the winter storms. They will make a note of the trails that are eroding. They have also talked about i I� Meeting 04-07 Page 7 realignment. 4. He said he thought the purchase of the motorcycle was supposed to return to the Board. On something like that, he would prefer to have it brought back to the Board as it is a policy decision as well as financial. C. Britton said they had told the Board it could be agendized if they wished. Staff was looking for something that would fit in with what they are doing at ECDM. K. Nitz said it is fabulous on the preserves. N. Hanko: 1. Ira Ruskin won the primary election. 2. She is working on a resolution to support Palo Alto's recognition of Enid Pearson. She will bring it to the next Board meeting. C. Britton: 1. He met with Woodside Town council members and city manager regarding Dennis Martin Road. They are still trying to get their support for the Coastal Protection Program. 2. He talked to Brian Schmidt, Committee for Green Foothills, regarding questions about the Hansen Quarry. 3. He met with Paul Rogers on the Coast. He promised a feature article. 4. He has talked to the Mercury News about an editorial. 5. He and R. Jurgensen are going to give a land tour Friday to Duane Bay and the new person with the San Francisquito Creek JPA. 6. He got a call from David Laws who sent a mockup of a booklet called "Coastside." He will send a number of copies to the District. 7. Regarding AB 1195, they are waiting for the Senate to go into session and take action. S. Schectman talked about the trial in the Russell matter. She and other staff members testified. IX. ADJOURNMENT At 9:18 p.m., the meeting was adjourned. Roberta Wolfe Recording Secretary