HomeMy Public PortalAbout20160824 - Minutes - Board of Directors (BOD)
August 24, 2016
Board Meeting 16-20
*Approved by the Board of Directors on September 14, 2016
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
August 24, 2016
APPROVED MINUTES*
SPECIAL MEETING – CLOSED SESSION
President Kishimoto called the special meeting to order at 6:01 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 Counsel Sheryl Schaffner
1. CLOSED SESSION: PUBLIC EMPLOYEE PERFORMANCE EVALUATION.
Government Code Section 54957(b)(1)
Title of Employees: General Counsel
General Manager
Public comments opened at 6:01 p.m.
No speakers present.
Public comments closed at 6:01 p.m.
The Board convened into closed session.
General Counsel Schaffner left closed session at 6:00 p.m. General Manager Abbors entered
closed session at 6:01 p.m.
President Kishimoto continued the special meeting at 6:56 p.m. to the close of the regular
meeting.
Meeting 16-20 Page 2
REGULAR MEETING
President Kishimoto called the regular meeting of the Midpeninsula Regional Open Space
District to order at 7:02 p.m.
President Kishimoto reported the Board met in closed session, and no reportable action was
taken.
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, Chief Financial Officer/
Administrative Services Director Stefan Jaskulak, General Counsel Sheryl
Schaffner, District Clerk Jennifer Woodworth, Planning Manager Jane
Mark, Senior Planner Tina Hugg, Planner II Leslie Chan, and Human
Resources Supervisor Candice Basnight
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt the agenda.
VOTE: 7-0-0
CONSENT CALENDAR
Director Riffle pulled Item 2 from the Consent Calendar.
Public comment opened at 7:06 p.m.
No speakers present.
Public comment closed at 7:06 p.m.
Motion: Director Riffle moved, and Director Cyr seconded the motion to approve the Consent
Calendar, with the exception of Item 2.
VOTE: 7-0-0
1. Approve Claims Report
Meeting 16-20 Page 3
2. Award of Contract with Moore, Iacofano, Goltsman (MIG), Inc. for site planning,
CEQA environmental review, design, engineering, construction documents, and permitting
assistance, for the proposed Red Barn public access area and new entrance at La Honda
Creek Open Space Preserve (R-16-103)
Planner II Leslie Chan provided a presentation describing the current status of implementing the
La Honda Master Plan. Ms. Chan described various elements of the Red Barn project and
reported the La Honda Master Plan implementation remains on schedule.
Director Hassett requested clarification regarding the requested budget amendment and contract
total amount.
Ms. Chan explained the budget amendment is for the current fiscal year, but the contract covers
several years of work.
Director Hassett inquired if staff is moving towards moving this type of work in-house.
General Manager Steve Abbors explained that bringing this type of specialized work in-house
will limit planners from being able to work on other projects. Additionally, due to the
generalized nature of the La Honda Master Plan, further study of the location and design of the
parking area is needed prior to implementation.
Public comment opened at 7:34 p.m.
Mike Bushue spoke in favor of including equestrian parking at the Red Barn staging area.
Public comment closed at 7:35 p.m.
Motion: Director Hassett moved, and Director Harris seconded the motion to:
1. Authorize the General Manager to enter into a multi-year professional services contract
with MIG, Inc. to complete site planning, CEQA environmental review, design,
engineering, construction documents, and permitting assistance for the proposed new
public access area, Preserve entrance, and other associated improvements at the Red Barn
area at La Honda Creek Open Space Preserve for a not-to-exceed base contract amount of
$400,000.
2. Authorize a 15% contingency of $60,000 to cover unforeseen requirements, for a not-to-
exceed total contract amount of $460,000.
3. Adopt a Resolution approving a budget adjustment in the amount of $60,000 to the Fiscal
Year 2016-17 Budget.
VOTE: 7-0-0
3. Caltrans Cooperative Agreement for Highway 17 Wildlife Passage and Bay Area
Ridge Trail Crossing Project (R-16-105)
Staff Contact: Julie Andersen, Resource Specialist III, Natural Resources Department
General Manager’s Recommendation: Authorize the General Manager to enter into a
Cooperative Agreement with Caltrans in a not-to-exceed amount of $165,000 to fund Caltrans’
Meeting 16-20 Page 4
oversight of the development of a Project Initiation Document for the Highway 17 Wildlife
Passage and Bay Area Ridge Trail Crossing Project.
4. Proposed Purchase of the Petersen property as an addition to Sierra Azul Open
Space Preserve, located off of Hicks Road east of Reynolds Road in unincorporated Santa
Clara County (Assessor’s Parcel Number 575-11-022) (R-16-106)
Staff Contact: Allen Ishibashi, Senior Real Property Agent
General Manager’s Recommendation:
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA), as set out in this report.
2. Adopt a Resolution authorizing the purchase of the Petersen property at a cost of
$700,000.
3. Adopt a Preliminary Use and Management Plan for the property, as set out in this report.
4. Approve a budget adjustment of $700,000 to the Real Property Land Purchase Fund.
5. Indicate the intention to withhold dedication of the Petersen property as public open
space at this time.
5. Formation of a Board Retreat Ad Hoc Committee (R-16-107)
Staff Contact: Jennifer Woodworth, District Clerk/Assistant to the General Manager
General Manager’s Recommendation:
1. Authorize formation of a Board Retreat Ad Hoc Committee.
2. Approve the Board President’s appointments to the Committee.
3. Authorize Director compensation for Committee meeting attendance.
BOARD BUSINESS
6. Restructuring of the Information Systems and Technology Division of the
Administrative Services Department, and related changes to the Classification and
Compensation Plan (R-16-104)
Assistant General Manager Kevin Woodhouse introduced the agenda item explaining its relation
to the Financial and Operational Sustainability Model Study and the subsequent Information
Technology Strategic Plan.
Chief Financial Officer/Administrative Services Director Stefan Jaskulak outlined the proposed
restructuring of the Information Systems and Technology (IST) department and explained
approval of the General Manager’s recommendation does not create any new staff positions at
this time.
Human Resources Supervisor Candice Basnight described each of the proposed classifications
and reclassifications and explained the roles of each. Ms. Basnight outlined the benefits of the
proposed IST restructuring, including meeting District technology and business needs, achieving
market alignment, and preparing for succession planning within the IST department.
Mr. Jaskulak outlined the fiscal impact of the proposed classifications and reclassifications.
Public comment opened at 8:05 p.m.
Meeting 16-20 Page 5
No speakers present.
Public comment closed at 8:05 p.m.
Motion: Director Riffle moved, and Director Siemens seconded a motion to approve the
following classification recommendations for the Information Systems and Technology Division
to restructure current positions, without adding new staff, into a Division structure that fulfills
the District’s current and future IST business needs:
1. Adopt a resolution amending the District’s Classification and Compensation Plan with
the following changes:
a. Addition of Data Administrator classification;
b. Addition of Senior Technologist classification;
c. Addition of Applications Support Engineer classification;
d. Addition of Data Analyst I/II classification.
2. Approve the following reclassifications of positions in the Information Systems and
Technology Division of the Administrative Services Department:
a. Reclassification of the Geographic Information Systems Administrator to a
Geographic Information Systems Program Administrator;
b. Reclassification of the Information Technology Administrator to an Information
Technology Program Administrator;
c. Reclassification of the Information Technology Specialist to a Data Administrator;
d. Reclassification of Geographic Information Systems Technician to a Data Analyst I;
e. Reclassification of Information Technology Technician to an Information Technology
Technician I/II.
VOTE: 7-0-0
7. Formation of the Facilities Ad Hoc Committee (R-16-102)
Senior Planner Tina Hugg provided the staff presentation describing the Action Plan project to
select and begin implementation of a long term Administrative Office solution and outlined the
purpose of the proposed Facilities Ad Hoc Committee. Ms. Hugg described the next steps for the
proposed committee before it provides a recommendation to the Board for a long term solution.
Director Kishimoto suggested defining the Committee’s authority to identifying any potential
gaps in the AO site feasibility analysis, real estate market study, and futurist/architectural
strategist report, and (2) arriving at a recommended preferred option, possible alternatives, and
next steps to forward to the full Board in November or December 2016 for its consideration and
decision. Additionally, the Board may want to weigh in on the information presented to the
committee before the proposed November or December 2016 decision point.
Staff will work with the committee to determine what items will return to the full Board and
when.
Directors Harris and Hassett requested additional information on the project team members.
Ms. Hugg stated staff from the Planning, Engineering and Construction, General Manager’s
Office, and Real Property departments will help make up the project team.
Meeting 16-20 Page 6
Public comment opened at 8:22 p.m.
No speakers present.
Public comment closed at 8:22 p.m.
Motion: Director Siemens moved, and Director Hanko seconded a motion to:
1. Form a new Facilities Ad Hoc Committee.
2. Authorize the Board President to appoint three Directors to serve on the Facilities Ad
Hoc Committee.
3. Determine the meetings of the Facilities Ad Hoc Committee should be compensable.
VOTE: 7-0-0
President Kishimoto appointed Directors Hassett, Kishimoto, and Siemens to serve on the
Facilities Ad Hoc Committee.
Director Harris stated that the Committee should not be able to decide what is brought back to
the Board of Directors.
Director Kishitmoto stated the committee is advisory, and items would be brought to the Board
for final decision.
Director Cyr discussed the parameters the committee will be working under and thanked staff for
their work thus far on the project.
INFORMATIONAL REPORTS
A. Committee Reports
No Committee reports.
B. Staff Reports
Assistant General Manager Kevin Woodhouse provided an update on the Santa Clara Valley
Water District retention basin project at Rancho San Antonio and its impacts on the parking lot
there.
Assistant General Manager Ana Ruiz provided an update on the Sears Ranch Road project and
the bids received for this project.
Chief Financial Officer/Administrative Services Director Stefan Jaskulak provided an update on
2016 bonds stating the AAA rating for these bonds and the proposed schedule for the bond sales.
C. Director Reports
The Board members submitted their compensatory reports.
Meeting 16-20 Page 7
Director Harris reported her attendance at the California Sierra Club lobbyist event and
commented on various bills of interest to the District. Director Harris also suggested referring to
Legislative, Funding, and Public Affairs Committee to study placing benches in preserve parking
lots.
By consensus, the Board referred studying bench placement in parking lots to LFPAC.
Director Riffle announced he has accepted the Vice-President of Land position at the Peninsula
Open Space Trust. As a result, he will be bringing forward a memo to outline any potential
conflict of interests he may have related to his new position and the District.
President Kishitmoto stated she will be signing on to the rebuttal argument for Measure B.
ADJOURNMENT
President Kishimoto adjourned the regular meeting of the Board of Directors of the
Midpeninsula Regional Open Space District back into closed session at 8:56 p.m.
Director Hanko left at 9:01 p.m.
President Kishimoto adjourned the special meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 9:55 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk