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Home My Public Portal About20130612 - Minutes - Board of Directors (BOD) *Approved by the Board of Directors on July 10, 2013 Meeting 13-13 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 June 12, 2013 APPROVED MINUTES* SPECIAL MEETING – CLOSED SESSION I. ROLL CALL Vice President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 5:00 p.m. Members Present: Yoriko Kishimoto, Nonette Hanko, Cecily Harris, and Curt Riffle Members Absent: Jed Cyr, Pete Siemens, and Larry Hassett Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner, Natural Resources Manager Kirk Lenington, Planner II Matt Baldzikowski, and Acting Planning Manager Tina Hugg The Board entered into Closed Session. REGULAR MEETING – REGULAR SESSION I. ROLL CALL Vice President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 7:00 p.m. Members Present: Nonette Hanko, Curt Riffle, Yoriko Kishimoto, and Cecily Harris Members Absent: Jed Cyr, Pete Siemens, and Larry Hassett Meeting 13-13 Page 2 Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner, Natural Resources Manager Kirk Lenington, Administrative Services Manager Kate Drayson, Real Property Manager Mike Williams, Operations Manager David Sanguinetti, Public Affairs Manager Shelly Lewis, Acting Planning Manager Tina Hugg, Acting Planning Manager Meredith Manning, Docent Program Manager Renee Fitzsimons, Volunteer Manager Paul McKowan, Human Resources Manager Candice Basnight, Project Manager Gina Coony, IT Technician Owen Sterzl, Planner II Julie Andersen, Senior Planner Sandy Sommer, GIS Administrator Casey Cleve, Media Communications Specialist Peggy Koenig, Open Space Technician Brian Fair, and Acting District Clerk Gordon Baillie Vice President Harris stated there were no reportable actions taken by the Board during the Closed Session. II. ORAL COMMUNICATIONS Rick Lohman of Half Moon Bay spoke in favor of adding parks district authority to the Granada Sanitary District. Mike Bushue of Belmont spoke about the lease at Driscoll Ranch and urged the Board to keep the event center open. Tim Brand of Cupertino spoke about Lehigh Quarry. Joel Massen of San Jose spoke about Lehigh Quarry. III. ADOPTION OF AGENDA Motion: The Board adopted the agenda. (Vote: 4-0-0; Absent: Cyr, Siemens, and Hassett) IV. SPECIAL ORDERS OF THE DAY General Counsel Sheryl Schaffner introduced Assistant General Counsel Hilary Stevenson to the Board. General Manager Steve Abbors introduced Public Affairs Manager Shelly Lewis to the Board. General Manager Steve Abbors announced Kevin Woodhouse and Ana Ruiz as the new Assistant General Managers for the District. Meeting 13-13 Page 3 V. CONSENT CALENDAR Motion: The Board approved adoption of the Consent Calendar to approve the Minutes of May 22, 2013; and the Revised Claims. (Vote: 4-0-0; Absent: Cyr, Siemens, and Hassett) VI. BOARD BUSINESS 1. Agenda Item #4 – Vision Plan Update: Phase 2 Completion (R-13-57) Natural Resources Manager Kirk Lenington provided an update on the Vision Plan and discussed the project timeline. Senior Planner Sandy Sommer explained that 198 surveys have been completed by field staff and that 358 “community conversations” have been held by students working with the District. She also explained that the online tool “MindMixer” has recorded 15,000 hits on the District’s page. Next, Public Affairs Manager Shelly Lewis spoke about outreach being done by District staff and extensive discussion ensued. No action was taken by the Board. 2. Agenda Item #4 – Adoption of a Resolution Accepting a State Coastal Conservancy Grant of $1,000,000 to Implement Portions of the Mount Umunhum Environmental Restoration and Public Access Project at Sierra Azul Open Space Preserve (R-13-45) Acting Planning Manager Meredith Manning provided an overview of the four items involved in acceptance, as outlined in the Board Report. She focused on the commitments which the District will be making by accepting this grant. Director Hanko noted that the District would need to front the cost of the facilities anyway, so the $381,000 is funds well spent. Director Kishimoto asked about the District’s match and Ms. Manning stated that her understanding is that the match is on a case by case basis. Director Riffle noted that the Planning and Natural Resources Committee supports this and appreciated the clarification on the District’s obligations as well as the timeline. He stated that the Committee underscored the need to meet our commitments to the public and that this grant is a great leverage of public funds. Director Harris noted that there is a lot of work involved in getting grants, and that this is a good use of public funds. Motion: Upon motion by Director Hanko, seconded by Director Riffle, the Board adopted the resolution. (Vote: 4-0-0; Absent: Cyr, Siemens, and Hassett) 3. Agenda Item #6 – Authorization to Enter Into a Three-Year Lease and Use Agreement with Sharp Business Systems for Five Printers (R-13-49) Meeting 13-13 Page 4 IT Technician Owen Sterzel presented information about the District’s current lease arrangements with its copiers and then presented the proposed new lease arrangements. Discussion ensued. Motion: Upon motion by Director Kishimoto, seconded by Director Hanko, the Board authorized the District to enter into a three-year lease and use agreement with Sharp Business Systems for five printers. (Vote: 4-0-0; Absent: Cyr, Siemens, and Hassett) 4. Agenda Item #7– California Department of Fish and Wildlife (CDFW) Fisheries Restoration Grant Program (FRGP) for Ranch Road Upgrades, Improvements, and Decommissioning within the Driscoll Ranch Area of La Honda Creek Open Space Preserve (R-13-58) Planner II Julie Andersen provided an overview of the CDFW FRGP and stated that a grant was submitted for it but was not awarded to the District. She stated that a new version of the grant application, with more competitive grant elements was being submitted. Brief discussion ensued. Director Riffle noted that the Natural Resources and Planning Committee supported this project regardless of whether a grant is obtained. He stated that the project is budgeted for and has been strategically placed to help the District obtain a grant in the future. Director Kishimoto asked for the reasons why the District did not receive the grant and Ms. Andersen replied that the District’s road rocking costs were considered high. She also stated that other agencies had larger projects which the District had to compete against. Brief discussion ensued. Motion: Upon motion by Director Hanko, seconded by Director Kishimoto, the Board approved the reallocation of funds. (Vote: 4-0-0; Absent: Cyr, Siemens, and Hassett) 5. Agenda Item #8 – Authorization to Award a Contract to GradeTech Incorporated, General Engineering Contractor, for Construction Services for the Mindego Gateway Staging Area at the Mindego Ranch Area of the Russian Ridge Open Space (R-13-52) Project Manager Gina Coony stated that a Request for Bids for construction services was issued on April 17, 2013 and two Bid Proposals were received. She stated that evaluation of the bids revealed that the low bidder, GradeTech, presented a complete and responsive bid package and that staff recommends awarding the contract for construction services for the Mindego Gateway Staging Area Project to GradeTech for a total not-to-exceed amount of $274,712 which includes the bid amount of $238,888 plus a 15% contingency amount of $35,833. General Manager Steve Abbors noted that this is an incidence of where a new contractor was used. Brief discussion ensued. Meeting 13-13 Page 5 Motion: Upon motion by Director Hanko, seconded by Director Riffle, the Board awarded the contract to GradeTech Incorporated. (Vote: 4-0-0; Absent: Cyr, Siemens, and Hassett) VII. COMMITTEE REPORTS Director Hanko reported that the Real Property Committee met on June 11 and toured the POST Driscoll Ranch property. She stated that members of the public from La Honda voiced their concerns on the future of the stables and other features of the property. Director Kishimoto reported that the Administration and Budget Committee met on May 31 and discussed recommendations for changes in the midyear budget process. She stated that this item is targeted to come to the Board in July. VIII. STAFF REPORTS Natural Resources Manager Kirk Lenington reported that the Request for Proposals for grazing has been distributed; that the Slender False Brome surveys are being conducted at Thornewood OSP; that recruitment for the Department Senior Administrative Assistant is being conducted and that an intern is also being brought on board to assist the department. He also stated that the Integrated Pest Management policy study session is being held on July 23. Public Affairs Manager Shelly Lewis stated that she will be putting together an FYI for the Board on a monthly basis; that the Legislative picnic at Picchetti on Wednesday, June 19; that the District is pushing forward on Founders Day Event as well as the Mary Davey event; and that the Volunteer Program Lead position is moving forward. Real Property Manager Mike Williams reported that the Powell property clean up has been completed and that the removal of illegal structures will be moving forward. He also reported that there is one tenant left on the Lobner property and that it will be vacant by August. Acting Planning Manager Meredith Manning reported that the PG&E removed the live power from Mt. Umunhum so demolition work can begin. She also reported that the Audrey Rust site work has begun at the Mindego Gateway project. Lastly, she stated that the Mary Davey memorial event is scheduled for August 10. General Manager Steve Abbors reported that he met with Bay Area general managers; that he met with SFO staff followed by a hike with Director Hassett; he attended the CAC tour; met with a Bear Creek neighbor; met with Marin County to learn about their funding measure history; attended the City Managers Association meeting; and that he will be attending the San Mateo County Managers meetings. IX. DIRECTOR REPORTS The Board submitted their compensatory forms to the District Clerk. Meeting 13-13 Page 6 Director Hanko reported that her Hawaiian singer will be present at the July 19 Legislative Picnic. X. ADJOURNMENT Vice President Harris adjourned the Regular Meeting of the Board of Directors of the Midpeninsula Regional Open Space District. Gordon Baillie Acting District Clerk