HomeMy Public PortalAbout20140828 - Minutes - Board of Directors (BOD)
August 28, 2014
Board Meeting 14-23
*Approved by the Board of Directors on September 10, 2014
SPECIAL MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office – Board Room
330 Distel Circle
Los Altos, CA 94022
August 28, 2014
APPROVED MINUTES*
I. CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 5:04 p.m.
II. ROLL CALL
Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt Riffle, and
Pete Siemens
Members Absent: Nonette Hanko
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
General Counsel Sheryl Schaffner, District Controller Mike Foster, and
District Clerk Jennifer Woodworth
III. Overview of Measure AA Implementation Process (R-14-113)
Assistant General Manager Ana Ruiz provided the staff report. Ms. Ruiz described the process
being used to implement Measure AA by District staff including project prioritization and
scheduling, completion of the Financial Operational Sustainability Model study, annual action
plan and budget, bond issuance, and Bond Oversight Committee. Ms. Ruiz provided a progress
report of District projects currently underway as part of the FY2014-15 Action Plan. Ms. Ruiz
outlined internal and Board streamlining strategies to assist with timely Measure AA project
delivery and formation of a new Measure AA Implementation Ad Hoc Committee. Finally, Ms.
Ruiz described the schedule and topics of upcoming Board meetings related to Measure AA.
Director Riffle inquired how the five year plan can be adapted to change.
Ms. Ruiz explained that the Board will have an opportunity to review the list of Measure AA
projects through the annual Board review and approval of the action plan and five year capital
improvement plan.
Meeting 14-23 Page 2
Director Siemens inquired as to the role of the Bond Oversight Committee review of spending on
Measure AA projects expressing his opinion that the Committee should begin meeting in early
2015.
Julie Wunderlich from Jones Hall, the District’s bond counsel, explained that the Bond Oversight
Committee serves an oversight role after the bonds have been issued and is not involved in
approval of spending funds through approving contracts, master plans, etc. because that authority
rests with the Board of Directors.
Director Kishimoto stated her opinion that the District should continue its robust public outreach
began during the Vision Plan process throughout Measure AA implementation.
Director Hassett inquired as to whether any penalties exist if 85% of bond proceeds are not spent
within three years of bond issuance.
Ms. Wunderlich explained that the requirement is based on the reasonable expectation that the
bond proceeds will be spent within three years. If unforeseen circumstances arise during the
three years following bond issuance that prevents the funds being spent, the District will not be
penalized.
Public hearing opened at 6:13 p.m.
Alex Anderson, Silicon Valley Mountain Bikers Association, spoke about the lengthy Vision
Plan process and encouraged the Board to act quickly to open more preserves to the public.
Mike Buncic spoke in favor of public input into the implementation process.
Claudia Newbold, resident of Menlo Park, spoke regarding reimbursements for projects already
in progress what types of costs are covered by Measure AA funds. Finally, Ms. Newbold
expressed her desire that volunteers be involved in the implementation of the projects.
Public hearing closed at 6:23 p.m.
Motion: Director Riffle moved, and Director Siemens seconded the motion to authorize the
formation of a Measure AA Implementation Ad Hoc Committee to provide guidance during the
first year of Measure AA implementation and project delivery; authorize the Board President to
appoint three members of the Board to serve on the Ad Hoc Committee; and state that the Ad
Hoc Committee is a non-compensable committee according to Board Policy 6.03.
VOTE: 6-0-0 (Director Hanko absent.)
IV. ADJOURNMENT
President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 6:30 p.m.
Meeting 14-23 Page 3
I. CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 7:02 p.m.
II. ROLL CALL
Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt Riffle, and
Pete Siemens
Members Absent: Nonette Hanko
Staff Present: General Manager Steve Abbors, Assistant General Manager Kevin
Woodhouse, Assistant General Manager Ana Ruiz, General Counsel
Sheryl Schaffner, District Controller Mike Foster, Administrative Services
Manager Kate Drayson, Accountant Andrew Taylor, Natural Resources
Manager Kirk Lenington, Public Affairs Manager Shelly Lewis, and
District Clerk Jennifer Woodworth
III. ORAL COMMUNICATIONS
Dan Paul spoke regarding his residence, which he rents from the District.
IV. ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt the agenda.
VOTE: 6-0-0 (Director Hanko absent.)
V. SPECIAL ORDERS OF THE DAY
Special Recognition of the League of Women Voters
Presentation of Proclamation to Peninsula Open Space Trust
Presentation of Proclamation to Save the Redwoods
Presentation of Proclamation to Committee for Green Foothills
Presentation of Proclamation to Sempervirens Fund
Presentation of Proclamation to Greenbelt Alliance
President Harris thanked the District’s partner organizations for their many efforts supporting
Measure AA, and representatives from the organizations provided comments. The members of
the Board and General Manager Steve Abbors also expressed their appreciation to the partner
organizations that supported Measure AA and continue to support the District.
Meeting 14-23 Page 4
The Board recessed at 7:28 p.m. and reconvened at 7:44 p.m. with Directors Cyr, Harris, Hassett,
Kishimoto, Riffle, and Siemens present.
VI. CONSENT CALENDAR
1. Approve Minutes of the August 13, 2014 Regular Board Meeting
2. Approve Claims Report
3. Resolution Honoring East Bay Regional Park District
General Manager’s Recommendation: Adopt the resolution honoring and commending the East
Bay Regional Park District on its 80th anniversary.
4. Amend Contract with Ascent Environmental for the Integrated Pest Management
Program (R-14-109)
General Manager’s Recommendation: Authorize the General Manager to amend the
professional services contract with Ascent Environmental for the Integrated Pest Management
Program to increase the total contract amount by $15,698 to a not to exceed amount of $332,065,
for consultation regarding safety of pesticides and for revisions to the program documents.
Public hearing opened at 7:45 p.m.
No speakers present.
Public hearing closed at 7:45 p.m.
Motion: Director Cyr moved, and Director Kishimoto seconded the motion to approve the
Consent Calendar.
VOTE: 6-0-0 (Director Hanko absent.)
VII. BOARD BUSINESS
5. Response to the 2013-14 Management Letter from the Auditor (R-14-110)
District Controller Mike Foster provided the staff report summarizing the management letter
from District Auditor Chavan & Associates.
Public hearing opened at 7:55 p.m.
No speakers present.
Public hearing closed at 7:55 p.m.
Motion: Director Riffle moved, and Director Kishimoto seconded the motion to accept the
response to the Management Letter from the District Auditor, Chavan & Associates, received
July 30, 2014.
Meeting 14-23 Page 5
VOTE: 6-0-0 (Director Hanko absent.)
6. Professional Services Contract Authorization for a Financial and Operational
Sustainability Model Study (R-14-112)
Assistant General Manager Kevin Woodhouse provided the staff report describing the purpose,
timeline, and scope of work for the study. Mr. Woodhouse outlined the consultant selection
process utilized by the District to select Management Partners as the recommended consultant.
Mr. Woodhouse summarized the timeline for the study and methods for updating the board on
the study during its progression and completion. Mr. Woodhouse introduced Andrew Belknap of
Management Partners who provided comments on his company’s approach to the study and
experience with issues that affect the District.
Director Kishimoto inquired regarding various expected outcomes that may result from the study
including policy recommendations, suggestions regarding Board role and function, options for
implementation, etc.
Mr. Belknap stated that his firm will be providing all of those items as part of its completed
report and further described the process used by his staff to analyze the organization and provide
recommendations for implementation.
Director Riffle inquired as to implementation of recommendations resulting from the study.
Mr. Woodhouse explained that implementation will most likely occur in phases through the
annual budget and possibly midyear budget review.
Public hearing opened at 8:53 p.m.
No speakers present.
Public hearing closed at 8:53 p.m.
Motion: Director Siemens moved, and Director Cyr seconded the motion to authorize the
General Manager to enter into a professional services contract with Management Partners, of San
Jose, CA, for a not-to-exceed amount of $118,690, which includes the project proposal amount
of $107,900 and a ten percent contingency amount of $10,790, to complete a Financial and
Operational Sustainability Model Study.
VOTE: 6-0-0 (Director Hanko absent.)
VIII. COMMITTEE REPORTS
No committee reports provided.
IX. STAFF REPORTS
Mr. Abbors provided an update of current issues regarding Hendrys Creek and Lupin Lodge.
Meeting 14-23 Page 6
Mr. Abbors also reported on a recent meeting he and members of District staff had with
Supervisor Don Horsely, Linda Craig, and Martha Poyatos.
X. DIRECTOR REPORTS
The Board submitted their compensatory forms to the District Clerk.
Director Riffle reported that he and Director Hassett attended the Pescadero Art & Fun Festival.
Director Cyr reported that he attended the opening of Santa Clara County Open Space
Authority’s Sierra Vista Staging Area.
Director Kishimoto reported that she met with neighbors of Ridge Vineyards Winery.
XI. ADJOURNMENT
President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 9:06 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk