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Meeting 07-09
REGULAR and SPECIAL MEETING
BOARD OF DIRECTORS
April 25, 2007
MINUTES
SPECIAL MEETING
I. ROLL CALL
President K. Nitz called the special meeting to order at 6:30 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, Mike Williams and Michael Reeves
II. CLOSED SESSION
K. Nitz stated that there were no reportable items from the Closed Session regarding
Items 1, 2, and 3.
REGULAR MEETING
III. K. Nitz called the Regular Meeting to order at 7:30 p.m.
Additional Staff Present: D. Topley, R. Jurgensen, J. Maciel, and Sally Rice
IV. ORAL COMMUNICATIONS There were none.
V. ADOPTION OF AGENDA
Motion: J. Cyr moved to adopt the Agenda. L. Hassett seconded the motion. The
motion passed 5 to 0.
Meeting 07-09 Page 2
VI. ADOPTION OF CONSENT CALENDAR
C. Riffle thanked S. Rice and S. Schectman for answering his questions on Agenda Item
5. He made a small correction to page 8 of the February 7, 2007 Board Minutes, and he
suggested two word changes to the February 28, 2007 Board Minutes on page 7 and
page 9.
N. Hanko corrected the spelling of Leonard Woren’s name for the February 7, 2007
Board Minutes on pages 6 and 14. She also said that the Written Communications and
the Approval of the Minutes should be shown as part of the Consent Calendar on the
Board’s agenda (triple asterisks beside each heading).
M. Davey stated that she would be recusing herself from Revised Claims numbered 6693,
6694, and 6838-R. N. Hanko stated that should voluntarily recuse herself from the same
Revised Claims as M. Davey.
Motion: L. Hassett moved that the Board adopt the Consent Calendar, including
the amended Board Minutes of February 7, 2007 Special and Regular
Meeting and the amended Board Minutes of February 28, 2007, Agenda
Item 5, Authorizing the General Manager to Extend the Agreements with
Each of the Following Vendors to Provide Maintenance and Repair
Services for the District’s Fleet Vehicles; Roy’s Repair Service of La
Honda for an Agreement Not to Exceed $60,000; CMK Automotive of
Mountain View for an Agreement Not to Exceed $35,000; and Revised
Claims 07-07. N. Hanko seconded the motion. The motion passed 7 to 0
on Agenda Item 5. The Revised Claims 07-07 passed 5 to 0 on Revised
Claim numbers 6693, 6694, 6838R with two recusals, and passed 7 to 0 on
the remaining Revised Claims.
VII. BOARD BUSINESS
A. Agenda Item No. 1 – Authorization to Enter into a Professional Services
Agreement with Macro Corporation to Provide Project Management Services for
Implementation of the District’s Digital Simulcast Two-Way Radio System;
Authorize the General Manager to Enter into a Professional Services Agreement
with Macro Corporation in the Amount of $90,000, Plus a Contingency of $8,000,
for a Total Contract Amount Not to Exceed $98,000 to Provide Project
Management Services for Implementation of the District’s Digital Simulcast
Two-Way Radio System; The Term of the Agreement Will be for a Period Not to
Exceed Five Years – (Report R-07-54).
D. Topley reviewed the staff report and details in the Management Agreement
with Macro Corporation, including the costs and the terms of the agreement. He
gave a brief background explanation of how staff and the Board arrived at this
point in the new radio system project. He said that staff recommends keeping
Macro Corporation involved with the radio system project as they are responsive
and have excellent work quality. D. Topley added that Greg Forrest will be
assigned as the primary contact at Macro Corporation.
Meeting 07-09 Page 3
C. Riffle said he was in favor of this agreement and asked about how the staff
would be trained on the new system. D. Topley replied that a process will be put
in place and added that the new radio system will be easier to use than the current
radio system. However, he added that the new system will be more complex to
maintain. C. Riffle asked who would design the training and D. Topley replied
that Mr. Forest will help design the training.
C. Riffle said he did not see where the agreement discussed trouble-shooting. P.
Siemens said that trouble-shooting would happen after the system was running.
D. Topley added that the contract with the radio system vendor will have a
guarantee in it that the system will work and be functional. C. Riffle asked who
would manage the vendor building the radio system and D. Topley said that he
and Mr. Forrest would manage the vendor jointly.
C. Riffle asked if the Board will receive reports updating them on the project over
the next three years. D. Topley said that the Board will be able to monitor the
funds spent as reflected in their Claims and that he can include reports in the
Board’s FYI’s. C. Britton added that the Board will also have a chance to review
the costs for the system when the annual budget is reviewed. N. Hanko said she
would prefer to receive occasional updates from D. Topley (every 6 months). C.
Britton said that they could give information reports to the Board, but not Board
reports.
P. Siemens voiced concern that there may be multiple vendors for the components
of the radio system. D. Topley said that he and Mr. Forest would like one vendor
to bid on the entire project, but if there are two vendors who compliment the work
and the value for the District remains, then that will be a good option.
L. Hassett said he thought the agreement amount was a bargain and that he agreed
with P. Siemens. He said he was pleased that Mr. Forest would be the primary
contact between the District and San Mateo County.
Motion: L. Hassett moved that the Board approve the authorization to enter
into a Professional Services Agreement with Macro Corporation to
provide Project Management Services for implementation of the
District’s Digital Simulcast Two-Way Radio System; Authorize
the General Manager to enter into a Professional Services
Agreement with Macro Corporation in the amount of $90,000, plus
a contingency of $8,000, for a total contract amount not to exceed
$98,000 to provide project management services for
implementation of the District’s Digital Simulcast Two-Way Radio
System; The term of the agreement will be for a period not to
exceed five years. M. Davey seconded the motion.
Discussion: K. Nitz asked about Claims number 6826 (TR Communications)
and D. Topley gave historical background about this claim.
Meeting 07-09 Page 4
P. Siemens noted that the dispatch services are with Mountain
View and asked if any other agencies contacted or looked at,
specifically Santa Cruz. J. Maciel replied that nine companies
were looked at, but Santa Cruz was not one of them. P. Siemens
stated that Santa Cruz uses an air-card system provided by Verizon
that works quite well, and he suggested that staff look into
information about this service.
Vote: The motion passed 7 to 0.
B. Agenda Item No. 2 – Approval of Salary Adjustment, Adoption of Resolution
Approving Reporting Employer Paid Member Contribution as Special
Compensation for Board Appointees, meritorious Pay Award for the General
Manager, and Approval of General Manager’s Employment Agreement; the Ad
Hoc Board Appointee Evaluation Committee Recommends a 2.5 Point Annual
Salary Adjustment, Which is the Same as the Salary Adjustment Received by All
District Employees for Fiscal Year 2007-2008, and a 3.5 Point Parity Adjustment
Retroactive to March 9, 2007. In Addition, the Committee Recommends that the
Board Appointees Group’s Employer Paid Member Contributions (EPMC) be
Reported as Special Compensation to the Public Employees Retirement System
(PERS). Based on the General Manager’s Outstanding Performance, the
Committee Also Recommends a 5% Meritorious Pay Award; Adopt Resolution
Approving the General Manager’s Employment Agreement to Reflect an
Adjusted Salary of $173,149.60 and Approving a 5% Meritorious Pay Award
Totaling $8,154.54; Adopt the PERS Resolution for Paying a Reporting the Value
of Employer Paid Member Contributions for Board Appointees to PERS –
(Report R-07-55).
Motion: M. Davey moved that the Board adopt Approval of Salary
Adjustment, Adoption of Resolution Approving Reporting
Employer Paid Member Contribution as Special Compensation for
Board Appointees, Meritorious Pay Award for the General
Manager, and Approval of General Manager’s Employment
Agreement; the Ad Hoc Board Appointee Evaluation Committee
Recommendation of a 2.5 point annual salary adjustment, which is
the same as the salary adjustment received by all District
employees for fiscal year 2007-2008, and a 3.5 point parity
adjustment retroactive to March 9, 2007. In addition, the
Committee’s recommendation that the Board Appointees Group’s
Employer Paid Member Contributions (EPMC) be reported as
special compensation to the Public Employees Retirement System
(PERS). Based on the General Manager’s outstanding
performance, the Committee’s recommendation for a 5%
Meritorious Pay Award; Adopt Resolution No 07-13 approving the
General Manager’s Employment Agreement to reflect an adjusted
salary of $173,149.60 and approving a 5% meritorious pay award
totaling $8,154.54; Adopt the PERS Resolution for paying a
Meeting 07-09 Page 5
reporting of the value of Employer Paid Member Contributions for
Board Appointees to PERS. N. Hanko seconded the motion.
Discussion: C. Riffle asked S. Schectman if the attached amended agreement
had received legal review. S. Schectman explained that S. Rice
had worked with outside legal counsel. C. Riffle asked if all of the
points passed this legal review and S. Schectman said they had. S.
Rice stated that two attorneys had reviewed the agreements,
including the PERS agreement and found nothing substantive to
change, just some wordsmithing to make the agreement in
compliance with current law.
J. Cyr said it is helpful having the PERS attorney review the
resolution to make sure it followed the new PERS rules. He said
that each contract is for a one-year term.
K. Nitz said he liked seeing the strike-out changes and he asked
that the older contract be e-mailed to him. S. Rice said she would
e-mail the older contract to K. Nitz. She also reminded the Board
that there would be a mid-year Budget adjustment to the
Administration Budget reflecting the increase in the Board
Appointee salaries as they are approved at this meeting.
Vote: The motion passed 7 to 0.
C. Agenda Item No. 3 – Approval of Salary and Benefit Adjustment and
Meritorious Pay Award for District General Counsel and Approval of District
General Counsel’s Employment Agreement; The Ad Hoc Board Appointee
Evaluation Committee Recommends a 5% Meritorious Pay Award Based on the
General Counsel’s Performance, a 2.5 Point Cost of Living Salary Adjustment,
and a 3.5 Point Parity Adjustment for Fiscal Year 2007-2008, Retroactive to April
1, 2007. The Committee also Recommends Approval of Six Month’s Severance
Pay and Reporting the General Counsel’s Employer Paid Member Contribution as
Special Compensation to the Public Employee’s Retirement System as Set Out in
Report No. 07-55; Adoption of the Resolution Approving the District General
Counsel’s Employment Agreement to Reflect a Salary of $159,868.80 and
Approving a 5% Meritorious Pay Award Totaling $7,529.08 – (Report R-07-56).
Motion: N. Hanko moved that the Board approve the Salary and Benefit
Adjustment and Meritorious Pay Award for District General
Counsel and approve the District General Counsel’s Employment
Agreement; Approval of the Ad Hoc Board Appointee Evaluation
Committee Recommendation of a 5% Meritorious Pay Award
based on the General Counsel’s performance, a 2.5 point cost of
living salary adjustment, and a 3.5 point parity adjustment for
fiscal year 2007-2008, retroactive to April 1, 2007; Approval of six
month’s severance pay and reporting the General Counsel’s
Meeting 07-09 Page 6
employer paid member contribution as special compensation to the
Public Employee’s Retirement System (PERS) as set out in Report
No. 07-55; Adoption Resolution No. 07-14 approving the District
General Counsel’s Employment Agreement to reflect a salary of
$159,868.80 and approving a 5% meritorious pay award totaling
$7,529.08. P. Siemens seconded the motion.
Discussion: K. Nitz asked what the difference is between a “point” and a
“percentage” and why the term “point” was used. S. Rice
answered that they are very close and that the usage of the term
“point” dates back to when the District was using the same system
as Santa Clara County. C. Britton added that a “point” is
compounded. S. Schectman also gave some background
information on the District’s point system and how it is used for
Board appointees.
Vote: The motion passed 7 to 0.
D. Agenda Item No. 4 – Approval of Salary Adjustment for the Controller and
Approval of Controller’s Employment Agreement; The Ad Hoc Board Appointee
Evaluation Committee Recommends a Salary Increase of 2.5 Points Per Annum
Retroactive to April 1, 2007; Adoption of the Resolution Approving the
Controller’s Employment Agreement to Reflect an Adjusted Salary of $17,994.08
Per Annum – (Report R-07-57).
Motion: P. Siemens moved that the Board Approve the salary adjustment
for the Controller and approve the Controller’s Employment
Agreement; Approve that Ad Hoc Board Appointee Evaluation
Committee’s recommendation of a salary increase of 2.5 points per
annum retroactive to April 1, 2007; and adopt Resolution
No. 07-15 approving the Controller’s Employment Agreement to
reflect an adjusted salary of $17,994.08 per annum. M. Davey
seconded the motion.
Discussion: J. Cyr spoke about M. Foster’s excellent work and contribution to
the District’s financial health.
P. Siemens asked how long M. Foster had worked for the District
and C. Britton said he had worked there for 27 years. P. Siemens
asked if M. Foster had received a pin and S. Rice said he had at his
25th anniversary.
Vote: The motion passed 7 to 0.
VIII. INFORMATIONAL REPORTS
N. Hanko said her compensable meetings included the April 18 Special meeting and
tonight’s Board meeting (4/25). She announced that the Lois Hogle bench dedication
Meeting 07-09 Page 7
date will be May 18, 2007 and asked staff what was going to be done for the event. She
thought M. Davey and K. Nitz should be going and she said she would unfortunately be
missing the event. C. Britton said that this event was not a District event, but a
Committee for Green Foothills event and that M. Davey would have more information
about the logistics. M. Davey said that the bench is finished, that the family of Lois
Hogle will be attending the event and that she would be the mistress of ceremonies. N.
Hanko said she was glad everything was working out for this dedication.
J. Cyr stated that his compensable meetings were the April 18 Special meeting and
tonight’s Board meeting (4/25). He said he hiked at Rancho San Antonio Open Space
Preserve after a recent rain and said how impressed he was with the quality of the trails.
He said that two weeks previously he had hiked at Pulgas Ridge Open Space Preserve.
He said he had been given a book by Ron Sturgeon titled Omnivores Dilemma and said it
was a good read and wanted to pass it along to anyone else on the Board who would like
to read it.
M. Davey said her compensable meetings included the April 18 Special meeting and
tonight’s Board meeting (4/25). She said she went to the POST open house party and
added that she was glad that POST was in closer proximity. She asked when the Board
will receive the poll results. R. Jurgensen replied that there are “top-line” results. He
said the more detailed results will be ready in a few weeks and then he gave a brief
review of several of the results. C. Britton added that there will be two focus groups that
still need to meet. M. Davey thanked them for the answer. She said that R. Jurgensen
had a nice booth at the Westwood Farms event.
P. Siemens said his compensable meetings included the April 17 Use and Management
Committee meeting, the April 18 Special meeting, and tonight’s Board meeting (4/25).
L. Hassett said his compensable meetings included the April 17 Use and Management
Committee meeting, the April 18 Special meeting, and tonight’s Board meeting (4/25).
He said the April 17 Use and Management Committee meeting was a fantastic meeting
and that the staff presentations on Thornewood were excellent, pointing out that M.
Freeman and M. Manning did outstanding jobs. He said there were about 40 people in
attendance. He added that there were only two criticisms, but that they were both related
to the Town of Woodside issues. On Easter he took a hike at Russian Ridge Open Space
Preserve and enjoyed taking pictures there.
C. Riffle said his compensable meetings included the April 17 Use and Management
Committee meeting, the April 18 Special meeting, and tonight’s Board meeting (4/25).
He added to L. Hassett’s comments that the April 17 meeting was very well done and
showed a good success story. He said that M. Manning had given him a tour of the site
which he appreciated. He complimented the volunteer project P. McKowan organized
for Earth Day. He said he went to POST’s open house event and enjoyed seeing the
Google-Earth presentation. On April 21 he said he ran at Los Trancos and saw good
progress on the trail; however he had some concern for the trail at Foothills. M. Freeman
said that the connection will be worked on. C. Riffle said he went hiking with his dog
and almost got hit by a speeding bicycle. He said he later saw a District Ranger on a
bicycle and was glad to see him.
Meeting 07-09 Page 8
K. Nitz said his compensable meetings were the April 18 Special meeting and tonight’s
Board meeting (4/25). He went on a 14 mile hike sponsored by the GGNRA and San
Francisco Watershed and that it was a docent led hike. He noted that there was a truck
always nearby during the duration of the hike. He said that the wildflowers at Pulgas
Ridge Open Space Preserve are almost gone and noted that the preserve is losing trees,
especially noting that the pine trees appeared to be dying.
C. Britton announced that on May 10, 2007 there would be an all-day Weed Field Course
and that C. Roessler would be presenting during it. He gave a slide show for the new
Trail Patrol class of about 30 people. He attended the release of Checkerspot butterflies
and he handed out brochures to the Board. He gave the Board some District-related
history about the site where the butterfly’s habitat is located. On March 29 he invited the
new Executive Director of the Ridge Trail, Janet McBride, to the District. He handed out
the La Honda Fire Brigade Annual Report to the Board. On May 19 he will attend the
Bay Area Open Space Council (BAOSC) meeting and that the Green Vision group will
occupy half of the meeting. He said that the BAOSC will hold its all day event on June
13, 2007 and asked how many Board members would be attending (all said they would,
except N. Hanko who was a maybe). He said he attended the POST open house event.
He discussed the scheduling of the Evaluation Committee (J. Cyr, M. Davey and N.
Hanko) to review hiring an Executive Search Firm.
M. Freeman said that staff was pleased with the Thornewood meeting on April 17. He
pointed out the FYI’s in the Board’s packet and said that S. Cousins did an excellent job.
He told the Board that the guard rail project at Loma Prieta was completed and that in the
process of the project, over 30 cubic yards of garbage were removed from the site. He
said that there would be a retreat to kick off the five-year Resource Management project.
He said that the Management Team had hosted a lunch at Michael’s for Administrative
Assistant’s day.
R. Jurgensen said that Antonio the bobcat was given to the Wildlife Center and that today
it was released at Rancho San Antonio Open Space Preserve. Channel 5 covered the
event.
J. Maciel announced that he will be retiring from the District on August 3, 2007 and that
he and his wife will be moving to the Sierra foothills.
IX. ADJOURNMENT
At 8:53 p.m., the Regular meeting was adjourned.
Lisa Zadek
Recording Secretary