HomeMy Public PortalAbout20170412 - Minutes - Board of Directors (BOD)
April 12, 2017
Board Meeting 17-09
*Approved by the Board of Directors on April 26, 2017
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, April 12, 2017
APPROVED MINUTES*
SPECIAL MEETING – STUDY SESSION
President Hassett called the special meeting to order at 5:30 p.m.
ROLL CALL
Members Present: Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto, and Curt
Riffle
Members Absent: Jed Cyr and Pete Siemens
Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner, Chief
Financial Officer/Administrative Services Director Stefan Jaskulak,
Information Systems and Technology Manager Garrett Dunwoody, GIS
Administrator Casey Hiatt, Integrated Pest Management Coordinator Coty
Sifuentes-Winter
Public comments opened at 5:31 p.m.
No speakers present.
Public comments closed at 5:31 p.m.
1. Overview of District's Geographic Information Systems (GIS) Program (R-17-45)
Information Systems and Technology Manager Garrett Dunwoody introduced the District’s use
of GIS data and the various forms of data used by GIS staff to create the District’s maps and the
information those maps can provide.
Director Siemens arrived at 5:43 p.m.
GIS Administrator Casey Hiatt described the many uses of GIS by the District, including the
Conservation Atlas, GeoPDFs, preserve maps, and patrol map books used by District staff. In
Meeting 17-09 Page 2
addition to the various types of preserve maps used by the public and staff. GIS staff also
analyzes information to assist staff in answering spatial questions, such as public notifications
that are sent to District neighbors prior to Board action related to a preserve. Ms. Hiatt provided
an overview of the District’s new GIS Enterprise system, which will assist staff by creating a
centralized database of projects throughout the preserves and increase interdepartmental
collaboration. Staff on their routine field inspections will be able to input data from the field,
including failed culverts, wildlife observations, pre-acquisition scouting for potential property
purchases, etc.
Mr. Dunwoody described how technology could help support open space by increasing
efficiencies in how we allocate resources, monitor protected species, and educate staff on using
these resources.
Director Riffle inquired how the District works with partners and other agencies to use GIS data.
Ms. Hiatt explained the District collects information from other agencies and shares the District’s
data. In the future, the goal is to be able to share data in real time.
2. Overview of the partnership with the San Mateo County Resource Conservation
District (R-17-49)
Executive Director of the San Mateo County Resource Conservation District Kellyx Nelson
described the Resource Conservation District (RCD) and its work with landowners to provide
technical assistance, conservation planning, education and outreach, etc. The RCD has worked
with the District in the past related to water management, and does extensive outreach to
promote water quality in rural lands. Additionally, the RCD works to promote climate change
mitigation, wildlife efforts to protect threatened and endangered species along the San Mateo
Coast, and protection of the agricultural food system. Finally, Ms. Nelson described several
projects the RCD and the District partnered to protect natural resources.
Director Riffle requested additional information related to the RCD’s funding sources.
Ms. Nelson explained a very large majority of the RCD’s funding comes from grants.
Director Riffle asked if Ms. Nelson had any suggestions for future collaboration with the RCD.
Ms. Nelson commented on the District’s current and proposed future work on permitting issues,
climate change mitigation, Cloverdale Ranch, and streamflow.
President Hassett adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 6:54 p.m.
REGULAR MEETING
President Hassett called the regular meeting of the Midpeninsula Regional Open Space District
to order at 7:00 p.m.
Meeting 17-09 Page 3
ROLL CALL
Members Present: Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt
Riffle, and Pete Siemens
Members Absent: Jed Cyr
Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner,
Assistant General Manager Kevin Woodhouse, Chief Financial Officer/
Administrative Services Director Stefan Jaskulak, District Clerk/Assistant
to the General Manager Jennifer Woodworth
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Harris moved, and Director Riffle seconded the motion to adopt the agenda.
VOTE: 6-0-0 (Director Cyr absent)
CONSENT CALENDAR
Public comment opened at 7:01 p.m.
No speakers present.
Public comment closed at 7:01 p.m.
Motion: Director Kishimoto moved, and Director Riffle seconded the motion to approve the
Consent Calendar, as amended.
VOTE: 6-0-0 (Director Cyr absent)
1. Approve March 22, 2017 Minutes
Director Kishimoto commented on the information she requested to be added to the minutes
related to her comments on metering water usage at Bear Creek Stables.
2. Claims Report
BOARD BUSINESS
3. Report from the Bond Oversight Committee to the Board of Directors for the
review period from May 11, 2014 to June 30, 2016 (R-17-53)
Chief Financial Officer/Director of Administrative Services Stefan Jaskulak introduced Measure
AA Bond Oversight Committee Chair Paul Betlem.
Meeting 17-09 Page 4
Mr. Betlem introduced the members of the Bond Oversight Committee (BOC), described the
charter of the BOC, and the process they followed to review the Measure AA expenditures,
including transaction documents. Mr. Betlem described the findings of the BOC including that
all transactions reviewed were in alignment with the Measure AA bond provisions, and MROSD
staff members were both responsive to our inquiries and demonstrated complete transparency
and integrity.
The members of the Board thanked the BOC members for their work and contributions to the
BOC.
Director Riffle requested additional information regarding the recommended improvements.
Chair Betlem explained the District’s previous accounting of labor cost allocations on an annual
basis. The BOC felt a quarterly basis would increase the BOC’s understanding of how the labor
costs were allocated to projects.
General Manager Steve Abbors reported the procedure has now been updated and is helping
improve the District’s work.
Public comment opened at 7:17 p.m.
No speakers present.
Public comment closed at 7:17 p.m.
Motion: Director Riffle moved, and Director Hanko seconded the motion to accept the report of
the Measure AA Bond Oversight Committee.
VOTE: 6-0-0 (Director Cyr absent)
4. Restructuring of the Finance Department within Administrative Services Resulting
in No Net Increase in Full Time Equivalent Positions, and an associated change to the
Classification and Compensation Plan (R-17-52)
Mr. Jaskulak described the current structure of the finance department and its vacancies. Mr.
Jaskulak proposed restructuring the finance department into its finance and budget functions. Mr.
Jaskulak reviewed the proposed structure of the two departments and the fiscal impact of the
restructure resulting in a net savings of $68,814.
Director Kishimoto inquired regarding how the proposed restructure fits within the
recommendations of the Financial and Operational Sustainability Model.
Mr. Jaskulak explained the proposed restructure does not add any new positions and is expected
to lead to a cost savings. Additionally, the new structure will allow for cross training of staff to
help fill unexpected vacancies.
Mr. Abbors provided additional information regarding FOSM implementation explaining that the
Senior Management Analyst that reported to him was working primarily with the Finance
Meeting 17-09 Page 5
department. The District will continue to improve on the FOSM as it is tested throughout the
District.
Public comment opened at 7:38 p.m.
No speakers present.
Public comment closed at 7:38 p.m.
Motion: Director Riffle moved, and Director Siemens seconded the motion to adopt a resolution
amending the District’s Classification and Compensation Plan to create the Budget & Analysis
Manager classification at range 48 in the Administrative Services business line, a new position
that would be filled in lieu of the vacant Senior Management Analyst position.
VOTE: 6-0-0 (Director Cyr absent)
INFORMATIONAL REPORTS
A. Committee Reports
Director Siemens reported on the April 11, 2017 Real Property Committee meeting.
Director Riffle reported on the March 28, 2017 Planning and Natural Resources Committee
meeting.
B. Staff Reports
District Clerk Jennifer Woodworth reported on two projects recently undertaken to update and
increase the efficiency of District internal processes. These were a revamping of the agenda
report process and an upcoming review of the District’s records management program.
Assistant General Manager Kevin Woodhouse reported on a recent training related to critical
incident debriefings for ranger staff to discuss the incident and take time off as necessary.
Additionally, labor negotiations with the Field Employees Association will begin early in the
next calendar year.
Mr. Jaskulak reported the District received the Distinguished Budget Presentation Award for its
FY2016-17 budget document from the Government Finance Officers Association.
General Manager Steve Abbors reported on statewide legislation the District has recently taken a
position on and sponsored. The District will also be issuing a request for proposals soon for
lobbying services. Finally, he will be suggesting a Santa Clara County Leadership Academy
team look into options for onsite childcare options.
General Counsel Sheryl Schaffner reported the District recently opposed legislation that would
limit the amount of indemnity the District could require of consultants for their designs.
C. Director Reports
Meeting 17-09 Page 6
The Board members submitted their compensatory reports.
Director Kishimoto reported she attended meetings of Santa Clara County Local Area Formation
Committee and the Santa Clara Valley Water District’s Water Commission.
Director Harris commented on potential changes in San Mateo County with additional focus on
housing and less on parks and open space.
President Hassett reported he attended a meeting of the South Skyline Association where
General Manager Steve Abbors and Assistant General Manager presented regarding Mt.
Umunhum.
ADJOURNMENT
President Hassett adjourned the meeting into closed session at 8:07 p.m.
CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION (Government
Code Section 54956.9)
M. Mahronich, et al v. Presentation Center, Los Gatos, Inc.
Santa Clara Superior Court Case No. 1-15-CV-276706
President Hassett adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 8:52 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk