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HomeMy Public PortalAbout20070523 - Minutes - Board of Directors (BOD) Meeting 07-09 REGULAR and SPECIAL MEETING BOARD OF DIRECTORS May 23, 2007 MINUTES REGULAR MEETING I. ROLL CALL President K. Nitz called the special meeting to order at 7:30 p.m. Members Present: Ken Nitz, Jed Cyr, Nonette Hanko, Curt Riffle, Pete Siemens, L. Hassett, and Mary Davey Members Absent: none Staff Present: Craig Britton, Sue Schectman, Sally Rice, Duncan Simmons, David Sanguinetti, Stan Hooper, Michael Newburn, Craig Beckman, Rudy Jurgensen, John Maciel, Matt Freeman, Erica Simmons II. ORAL COMMUNICATIONS There were none. III. ADOPTION OF AGENDA Motion: M. Davey moved to adopt the Agenda. J. Cyr seconded the motion. The motion passed 7 to 0. IV. ADOPTION OF CONSENT CALENDAR M. Davey stated that she would be recusing herself from Revised Claims numbered 6921 and 6969R. N. Hanko stated that she should voluntarily recuse herself from 6921, 6969R and 6986R. Motion: J. Cyr moved that the Board adopt the Consent Calendar, including Board Minutes of April 25, 2007 Special and Regular Meeting, Agenda Item 4, Authorizing the General Manager to Execute Purchase Agreement through the California Department of General Services Billing Process with Paper Machinery for One Tractor at a Total Cost not to Exceed $70,000- D. Topley; Agenda Item 5, Adopt Proposed Amendment to Meeting 07-09 Page 2 Section 2.50 of the District’s Rules of Procedure to Add an Additional Authorized Signatory for Entrance into District’s Safe Deposit Boxes- S. Rice; Agenda Item 6, Authorize the Cancellation of June 13, 2007 Regular Meeting of the Board of Directors; and Revised Claims 07-09. K. Nitz asked questions on certain claims, which were answered by staff. L. Hassett seconded the motion. The motion passed 7 to 0 on Agenda Items 4, 5, and 6. The Revised Claims 07-09 passed 5 to 0 on Revised Claim numbers 6921 and 6969R with two recusals, passed 6 to 0 on Revised Claim number 6986R, and passed 7 to 0 on the remaining Revised Claims. V. BOARD BUSINESS A. Agenda Item No. 1 – Review and Comment on Final Report Presentation by L.A. Consulting for Phase 1 of Land Management Cost Evaluation and Efficiency Study; Direct Staff to Develop Action Plan Based on Results of the Efficiency Study - G. Baillie G. Baillie introduced the consultant, Harry Lorrick, and stated that this project began in 2006, that to date a total of $60,087 has been spent and that the project was being done in two phases. This first phase is the efficiency analysis and the second phase, to be completed in the future, is the software to be purchased and used in implementing some of the recommendations. Mr. Lorrick then gave a Powerpoint presentation outlining the process used in the study, the findings, and highlighted some of the recommendations. Discussion: K. Nitz expressed appreciation for the presentation. N. Hanko was pleased with the recommendations and commented on the value of knowing the costs of managing land. L. Hassett said he liked the inclusion of field staff in the process. L. Hassett had several questions and comments on specific recommendations, which were addressed by either H. Lorrick or staff. C. Britton reminded the Board that these recommendations are staff level and do rise to policy level. He also said that staff plans to review and prioritize the recommendations. C. Riffle asked about the life of the study. H. Lorrick said it should last awhile, that many recommendations are linked, and that some need to happen in one to two years. Director Riffle also said that the public expects us to be efficient and wondered what the next steps would be. N. Hanko stated that she wants us to retain some flexibility in the way we operate. Meeting 07-09 Page 3 M. Davey expressed appreciation for the excellent report and noted that it validates how well the District is run. J. Cyr asked about how much time it takes to train people to use the database. He stated that if it takes an inordinate amount of staff time spent tracking, then there isn’t enough time for doing the work of the District. P. Siemens thanked the consultant for the report and noted how important it is as the agency gets bigger. He highlighted three important items 1) consolidating databases, 2) consistent work planning, and 3) remaining flexible. K. Nitz wanted to know what avoidable rate is, and the consultant replied that it means a type of overhead. Motion: No motion or vote necessary it was review and discussion item only. B. Agenda Item No. 2 – Authorize General Manager to Execute License Agreement Allowing UNAVCO, Inc. Access to Mills Creek, Rancho San Antonio, and Russian Ridge Open Space Preserves to Install and Maintain a Total of Three GPS Monuments consistent with Terms and Conditions Set Out in Report and required by License Agreement; Determine that Project is Categorically Exempt from California Environmental Quality Act (CEQA) – E. Simmons Discussion: E. Simmons gave a Powerpoint presentation and stated that the agreement would support scientific research and help the District to be more accurate in our own GPS data. Andre Basset, a Field Engineer for UNAVCO, was introduced and was available to answer any questions. L. Hassett asked whether the license agreement was similar to other agencies. A. Basset stated that each agency agreement is slightly different. For example, CALTrans doesn’t charge $7,000. L. Hassett also asked whether the $7,000 was enough to cover District costs. C. Britton stated that part of this project is a benefit to the District, so this is really a cost sharing for scientific research. P. Siemens asked how we could use the information to improve our own GPS data, and A. Basset stated that the data stream is public information. Riffle stated he was in favor of this agreement, however he does want to avoid visual cluttering. Motion: J. Cyr moved and P. Siemens seconded Vote: The motion passed 7 to 0. C. Agenda Item No. 3 – Authorize Payment of General Liability and Workers’ Compensation Insurance Deposits to California Joint Powers Insurance Authority Meeting 07-09 Page 4 (CJPIA) for Policy Year 2007-2008; Appropriate and Authorize $90,200 from New Land Purchases Account for Payment of These Insurance Deposits – S. Rice Motion: M. Davey moved and L. Hassett seconded. Discussion: There were no questions. Vote: The motion passed 7 to 0. VIII. INFORMATIONAL REPORTS P. Siemens reported his compensable meetings. L. Hassett reported his compensable meetings. He also described a special docent who led a tour of San Mateo County parklands. C. Riffle reported his compensable meetings. He complimented staff and M. Davey on the Lois Crozier-Hogle Memorial Bench event. N. Hanko reported her compensable meetings. She commented on two Hawaiian Islands that are considering creating open space districts. J. Cyr reported his compensable meetings. He acknowledged J. Williams efforts in coordinating the Lois Crozier-Hogle Memorial Bench event. He said the Santa Clara School District visited an outdoor program at Monte Bello, and that R. Fitzsimmons arranged docents for the event, as well as, open space technicians to help with the physical set-up. M. Davey reported her compensable meetings. She stated that Committee for Green Foothills was very appreciative to the District for the Lois Crozier-Hogle Memorial Bench site. She also acknowledged Public Affairs Manager R. Jurgensen for his attendance at the Westwind Barn event. K. Nitz reported on his compensable meetings. C. Britton handed out the Habitat Conservation Fund Grant Report. He met with Lisa Killough of Santa Clara Co. Parks, as he does approximately once per month, regarding the Moody Gulch project. He also noted that LFPAC met regarding the District Poll focus groups. He also had a meeting with Hidden Villa, and the Board Appointee Evaluation Ad Hoc Committee regarding the Executive Recruiter. S. Schectman passed out updated materials on the Brown Act. S. Rice announced that the Administration Management Analyst recruitment resulted in E. Cuzick being hired as the best candidate. Meeting 07-09 Page 5 J. Maciel noted the Resource Management updated report before the Board. He also spoke about the District’s annual fire prevention program, which includes approximately 33 miles of disking, trail grading, and trail brushing. He also pointed out that the Master Plans have fuel management components and that the District trucks have fire pumpers. M. Freeman announced that cattle grazing began today on District preserves. IX. ADJOURNMENT At 10:05 p.m. the Regular meeting was adjourned. Sally Rice Recording Secretary