HomeMy Public PortalAbout20171206 - Minutes - Board of Directors (BOD)
December 6, 2017
Board Meeting 17-30
*Approved by the Board of Directors on December 13, 2017
SPECIAL MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, December 6, 2017
APPROVED MINUTES*
SPECIAL MEETING – CLOSED SESSION
President Hassett called the special meeting of the Midpeninsula Regional Open Space District
to order at 5:00 p.m.
ROLL CALL
Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Yoriko Kishimoto Curt Riffle, and
Pete Siemens
Members Absent: Nonette Hanko
Staff Present: Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner,
Real Property Manager Mike Williams
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code
Section 54956.8)
Property: End of Lucy Lane, Half Moon Bay, CA, Portion of San Mateo County APN
066-320-160
Agency Negotiator: Michael Williams, Real Property Manager
Negotiating Party: Jo Chamberlain and Jonathan Lundell, Property Owners
Under Negotiation: Price and terms and conditions of Conservation Easement
ADJOURNMENT
President Hassett adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 5:30 p.m.
SPECIAL MEETING – STUDY SESSION
President Hassett called the special meeting of the Midpeninsula Regional Open Space District
to order at 6:04 p.m.
Meeting 17-30 Page 2
ROLL CALL
Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Yoriko Kishimoto Curt Riffle, and
Pete Siemens
Members Absent: Nonette Hanko
Staff Present: Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner,
Chief Financial Officer/Administrative Services Director Stefan Jaskulak,
Acting Assistant General Manager Christine Butterfield, District
Clerk/Assistant to the General Manager Jennifer Woodworth, Planning
Manager Jane Mark, Senior Planner Tina Hugg
1. Report on Space Needs Assessment and Program for the New Administrative Office
(R-17-128)
Assistant General Manager Ana Ruiz introduced the agenda item and explained that discussions
regarding the next steps for the project will largely be discussed at the January 24, 2017 Board
meeting. The current agenda item is focused on the space needs assessment report.
Acting Assistant General Manager Christine Butterfield provided an overview of the
presentation, and explained staff will be meeting with all Board members in January to solicit
feedback regarding the next steps of the project.
Senior Planner Tina Hugg introduced Chloe Lauer of MKThink who summarized the work to
date on the project. Ms. Lauer reviewed the guiding principles for the project and the results of
the workshops held with the Board and staff members to assess space needs and suggested
innovations. Ms. Lauer described possible scenarios of how to utilize the office building space,
including current space usage, predicted space usage in 2022, and predicted usage in 2045.
Director Siemens requested clarification regarding how unused office space would be leased.
Ms. Butterfield reported staff is continuing to study this issue based on the existing building
leases and will work with a design architect when designing the building’s interior to determine
the best options for addressing and incorporating unused lease space.
Director Kishimoto and Director Siemens inquired regarding current and future storage space
needs.
Ms. Hugg explained the storage space needs are expected to slightly increase due to an increase
in staff members.
District Clerk Jennifer Woodworth explained staff is currently working to update the retention
schedule, which will allow for destruction of inactive records according to state law reducing
storage needs of files.
Director Riffle suggested integration of staff with other departments may allow for more
interaction among the departments and prevent siloing of information.
Meeting 17-30 Page 3
Director Siemens spoke in favor of a single public entrance that leads to a single lobby. The
remaining existing entrances may be staff entrances. Director Siemens expressed concern
regarding public access to the basement areas.
Director Kishimoto spoke in favor of a public entrance along El Camino Real.
Board members spoke in favor of creating green spaces at 5050 El Camino Real.
Director Cyr spoke in favor of preserving some parking spaces for visitors near the entrance.
Public comment opened at 6:56 p.m.
No speakers present.
Public comment closed at 6:56 p.m.
No Board action required.
ADJOURNMENT
President Hassett adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 6:59 p.m.
SPECIAL MEETING
President Hassett called the special meeting of the Midpeninsula Regional Open Space District
to order at 7:00 p.m.
ROLL CALL
Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Yoriko Kishimoto Curt Riffle, and
Pete Siemens
Members Absent: Nonette Hanko
Staff Present: Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner,
Chief Financial Officer/Administrative Services Director Stefan Jaskulak,
Acting Assistant General Manager Christine Butterfield, District
Clerk/Assistant to the General Manager Jennifer Woodworth
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Siemens seconded the motion to adopt the agenda.
VOTE: 6-0-0 (Director Hanko absent)
Meeting 17-30 Page 4
SPECIAL ORDERS OF THE DAY
• Introduction of staff
O Erik Viik – Lead Open Space Technician
CONSENT CALENDAR
Public comment opened at 7:05 p.m.
No speakers present.
Public comment closed at 7:05 p.m.
Motion: Director Siemens moved, and Director Riffle seconded the motion to approve the
Consent Calendar.
VOTE: 6-0-0 (Director Hanko absent)
1. Approve November 15, 2017 Minutes
District Clerk Jennifer Woodworth noted revisions were made to the minutes and copies have
been provided to the Board and members of the public.
Director Riffle informed the District Clerk that he had to leave the closed session at 9:00 p.m.
Ms. Woodworth reported she will update the minutes before finalizing them.
2. Award of Contract for Legal Services (R-17-129)
General Manager’s Recommendation: Authorize the General Manager to enter into a contract
with Gary Baum, Esq. to provide legal services in an amount not to exceed $150,000.
3. Award of Contract with Terry Martin and Associates for design, engineering,
permitting assistance, and construction administration services for the proposed New
South Area Field Office at 240 Cristich Lane in Campbell (R-17-130)
General Manager’s Recommendation:
1. Authorize the General Manager to enter into a multi-year contract with Terry Martin and
Associates for design, engineering, permitting assistance, and construction
administration services for the proposed New South Area Field Office for a base contract
amount of $267,350.
2. Authorize a 15% contingency of $40,100, to be expended only if necessary to cover
unforeseen conditions, for a total not-to-exceed contract amount of $307,450.
4. Claims Report
BOARD BUSINESS
5. Resolutions approving the Preliminary Official Statements (POS) for the Issuance of
the Green Bonds, 2017 Refunding Series A, and Parity Bonds, 2017 Series B and the
Meeting 17-30 Page 5
Measure AA Series 2018 General Obligation Bonds (Green Bonds), and authorizing the
contribution of up to $1,000,000 into the refunding escrow. The issuance of the Bonds was
authorized at the November 8, 2017 Board meeting. The POS resolutions provide for
board approval of the disclosure documents to be used in the marketing of the Bonds. (R-
17-132)
Chief Financial Officer Stefan Jaskulak described the Preliminary Official Statement for the
2017 bond issuance, which includes information on the District, plan for financing the bonds, use
of funds, property tax data, etc. Mr. Jaskulak also described the Preliminary Official Statement
for the 2018 bond issuance, which contains similar information but references Measure AA as a
source of payment and security. Mr. Jaskulak explained the need for a budget adjustment to
contribute to the refunding escrow. Finally, Mr. Jaskulak reviewed marketing plan to advertise
the bond issuance and the schedule for the 2017 bond issuance
Public comment opened at 7:21 p.m.
No speakers present.
Public comment closed at 7:21 p.m.
Motion: Director Cyr moved, and Director Kishimoto seconded the motion to:
1. Adopt a Resolution approving the Preliminary Official Statement for the Issuance of the
Green Bonds, 2017 Refunding Series A and Parity Bonds, 2017 Series B
2. Adopt a Resolution approving the Preliminary Official Statement for the Issuance of the
Measure AA Series 2018 General Obligation Bonds (Green Bonds)
3. Authorize the contribution of up to $1,000,000 into the refunding escrow
4. Adopt a Resolution authorizing a budget adjustment of up to $715,000 for the escrow
contribution
VOTE: 6-0-0 (Director Hanko absent)
INFORMATIONAL REPORTS
A. Committee Reports
Director Cyr reported the Action Plan and Budget Committee met on December 5, 2017 and
reviewed the agenda items.
Director Harris reported the Real Property Committee met on November 21, 2017 to discuss the
Lobitos Creek conservation easement.
B. Staff Reports
Acting Assistant General Manager Christine Butterfield provided an update on the La Honda
Grand Opening and the high visitor usage.
Assistant General Manager Ana Ruiz reported on staff’s work with the San Francisco Bay
Restoration Authority and California Land Stewardship Network.
Meeting 17-30 Page 6
C. Director Reports
Director Harris shared information regarding the number of registered voters in San Mateo
County for each Ward. Redwood City will be releasing a Request for Proposals to encourage
park space in downtown Redwood City.
Director Kishimoto reported her attendance at a Santa Clara County LAFCo meeting.
Director Siemens reported his attendance at the Santa Clara County Special Districts Association
quarterly meeting. Additionally, Director Siemens went with staff to meet with members of the
Santa Clara County Board of Supervisors to discuss the Amah Mutsun conservation easement
and the District’s proposed purchase of the San Jose Water Company Land.
The Board members submitted their compensatory reports.
Directors Cyr, Hassett, Kishimoto, and Siemens reported their attendance at the La Honda Open
Space Preserve grand opening event.
President Hassett adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 7:45 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk