HomeMy Public PortalAbout20151216 - Minutes - Board of Directors (BOD)Board Meeting 15-32
*Approved by the Board of Directors on January 13, 2016
SPECIAL MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
SPECIAL MEETING
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
FINANCING AUTHORITY
330 Distel Circle
Los Altos, CA 94022
Wednesday, December 16, 2015
APPROVED MINUTES*
CALL TO ORDER
President Siemens called the special meeting of the Midpeninsula Regional Open Space District
to order at 7:01 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Curt Riffle, and Pete Siemens
Members Absent: None
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, General Counsel Sheryl
Schaffner, Assistant General Counsel Hilary Stevenson, and District Clerk
Jennifer Woodworth
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Hanko seconded the motion to adopt the agenda.
VOTE: 7-0-0
CONSENT CALENDAR
Meeting 15-32 Page 2
1. Approve Claims Report
2. Preserve Entry Sign Replacement Project and Award of Purchasing Contract (R-
15-173)
Director Harris inquired regarding a recent Action Plan project regarding directional signs along
major roads and highways in the area.
Operations Manager Michael Newburn explained that staff is currently looking into the process
for installing directional signs.
General Manager Steve Abbors reported staff has had discussions with county and transportation
agencies to determine the process for installing directional signs and signs along major roadways
managed by other agencies.
General Manager’s Recommendation
: Authorize the General Manger to enter into contract with
The Sign Shop for an amount not-to-exceed $100,000 to manufacture, store, and deliver twelve
redwood sandblasted preserve entry signs to replace existing outdated signs.
Public comments opened at 7:12 p.m.
No speakers present.
Public comments closed at 7:12 p.m.
Motion: Director Harris moved and Director Kishimoto seconded the motion to adopt the
Consent Calendar.
VOTE: 7-0-0
BOARD BUSINESS
3. Revisions to Board Policy 3.03 - Public Contract Bidding, Vendor and Professional
Consultant Selection, and Purchasing (R-15-172)
Administrative Services Manager Kate Drayson presented the staff report describing proposed
changes to Board Policy 3.03 - Public Contract Bidding, Vendor and Professional Consultant
Selection, and Purchasing as a result of the Financial and Operational Sustainability Model and
approval of Assembly Bill 495, which increased the General Manager’s signature authority. Ms.
Drayson outlined specific proposed changes to Board Policy 3.03 and explained additional
revisions were made to the policy to clarify policy language and streamline the purchasing
process.
Director Kishimoto expressed her support for posting written solicitations of quotes on the
District’s website to increase openness and the probability of additional vendors submitting
proposals or bids.
Assistant General Manager Kevin Woodhouse reported staff has researched the matter and seeks
to balance efficiency, transparency, and fairness in the bidding process. Following completion of
Meeting 15-32 Page 3
their research, staff plans to include additional information and procedures in the Administrative
Procedure, including possible creation of a pre-qualification list on the District website to be
used by staff when soliciting proposals and bids.
Assistant General Counsel Hilary Stevenson described the differences between the District’s pre-
qualification and on-call professional services lists.
Directors Siemens expressed interest in placing information on the District’s main web page to
encourage interested vendors to contact District staff if they are interested in doing business with
the District.
Director Kishimoto suggested posting an annual summary of quotes solicited for District
projects.
Mr. Abbors reported staff will report back to the Board of Directors regarding the final approved
Administrative Procedure related to implementing the proposed Board policy changes.
Public comments opened at 7:41 p.m.
No speakers present.
Public comments closed at 7:41 p.m.
Motion: Director Kishimoto moved, and Director Hanko seconded the motion to approve the
proposed changes to Board Policy 3.03 - Public Contract Bidding, Vendor and Professional
Consultant Selection, and Purchasing. Direct staff return in three months with an informational
report related to the administrative implementation of the Board’s policy.
VOTE: 7-0-0
Director Riffle provided comments regarding the Board’s involvement in administrative
procedure as opposed to setting policy.
4. Fiscal Year 2015-16 Midyear Controller’s Report (R-15-171)
Controller Mike Foster presented the unaudited and summarized financial statements for the
District current for Fiscal Year 2015 -16 through September 30, 2015, including balance sheet,
revenues and spending for the first six months of the fiscal year as compared to the previous
fiscal year, and actual revenue and spending as compared to the adopted budget.
Public comments opened at 8:03 p.m.
No speakers present.
Public comments closed at 8:03 p.m.
INFORMATIONAL REPORTS
A. Committee Reports
Meeting 15-32 Page 4
No Committee Reports.
B. Staff Reports
District Clerk Jennifer Woodworth reported 29 applications have been received for the Measure
AA Bond Oversight Committee.
General Manager reported the District will be purchasing a table of tickets to the Santa Clara
County State of the Valley event in February.
C. Director Reports
The Board members submitted their compensatory reports.
ADJOURNMENT
At 8:06 p.m., the Board adjourned the special Board meeting of the Midpeninsula Regional Open
Space District Board of Directors and convened the Special Meeting of the Midpeninsula
Regional Open Space District Financing Authority, with Directors Cyr, Hassett, Riffle and
Siemens and Santa Clara County Supervisor Joe Simitian present.
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT FINANCING AUTHORITY
SPECIAL MEETING
Chairperson Siemens called the special meeting of the Midpeninsula Regional Open Space
District to order at 8:10 p.m.
ROLL CALL
Members Present: Jed Cyr, Larry Hassett, Curt Riffle, Pete Siemens, and Joseph Simitian
Members Absent: None
Staff Present: Executive Director Steve Abbors, General Counsel Sheryl Schaffner,
Controller Mike Foster, and Secretary Jennifer Woodworth
AUTHORITY BUSINESS
1. Acceptance of the Controller’s Annual Financial Report of the Midpeninsula
Regional Open Space District Financing Authority (R-15-170)
Controller Mike Foster presented the Annual Financial Report of the Midpeninsula Regional
Open Space District Financing Authority. Mr. Foster reported on the status of the bonds issued
by the Financing Authority and planned refinancing of the bonds in future years.
Public hearing opened at 8:16 p.m.
No speakers were present.
Meeting 15-32 Page 5
Public hearing closed at 8:16 p.m.
Motion: Supervisor Simitian moved, and Director Riffle seconded the motion to accept the
Annual Financial Report of the Midpeninsula Regional Open Space District Financing Authority.
VOTE: 5-0-0
ADJOURNMENT
President Siemens adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District Financing Authority at 8:16 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk