HomeMy Public PortalAbout20160622 - Minutes - Board of Directors (BOD)
Board Meeting 16-14
*Approved by the Board of Directors on July 13, 2016
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
June 22, 2016
APPROVED MINUTES*
SPECIAL MEETING – CLOSED SESSION
CALL TO ORDER
President Kishimoto called the special meeting of the Midpeninsula Regional Open Space
District to order at 5:00 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,
General Counsel Sheryl Schaffner, Real Property Manager Mike
Williams, and Senior Real Property Agent Allen Ishibashi
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code
Section 54956.8)
Property: Santa Clara County Assessor’s Parcel Number 562-08-003
Agency Negotiator: Michael Williams, Real Property Manager
Negotiating Party: Val Lopez, Amah Mutsun Land Trust
Under Negotiation: Conservation Easement
2. CLOSED SESSION: PUBLIC EMPLOYEE PERFORMANCE EVALUATION.
(Government Code Section 54957(b)(1))
Title of Employees: General Manager
Public comments opened at 5:00 p.m.
No speakers present.
Meeting 16-14 Page 2
Public comments closed at 5:00 p.m.
The Board convened into closed session.
President Kishimoto adjourned the special meeting at 6:13 p.m.
SPECIAL MEETING – STUDY SESSION
President Kishimoto called the special meeting of the Midpeninsula Regional Open Space
District to order at 6:30 p.m.
President Kishimoto reported the Board met in closed session, and no reportable action was
taken.
Presentation by Robin Grossinger of the San Francisco Estuary Institute, “Resilient Silicon
Valley: Applying Landscape Resilience Principles in the Region”
President Kishimoto adjourned the special meeting at 7:08 p.m.
REGULAR MEETING – BOARD MEETING
President Kishimoto called the regular meeting of the Midpeninsula Regional Open Space
District to order at 7:08 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, Planning Manager Jane Mark, Natural Resources Manager Kirk
Lenington, Engineering and Construction Manager Jay Lin, Real Property
Manager Mike Williams, Visitor Services Manager Michael Newburn,
Land and Facilities Manager Brian Malone, Public Affairs Manager Shelly
Lewis, Budget and Finance Analyst II Nicole Gonzales, Capital Project
Manager II Damon Adlao, GIS Technician Nathan Greig, Information
Technology Specialist Tad Hammer, 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.
Meeting 16-14 Page 3
VOTE: 7-0-0
SPECIAL ORDERS OF THE DAY
• Introduction of new staff members
o Nathan Greig, GIS Technician
o Tad Hammer, Information Technology Specialist
CONSENT CALENDAR
1. Approve the Minutes for the May 25, 2016 and June 8, 2016 Board meetings
District Clerk Jennifer Woodworth announced the May 25, 2016 minutes had been revised, and
provided the revised copies to the Board of Directors.
2. Approve Claims Report
3. Partnership Agreement with Acterra Stewardship for the Hendrys Creek Stream
Channel Restoration Project at Sierra Azul Open Space Preserve (R-16-80)
General Manager’s Recommendation: Enter into a partnership agreement with Acterra
Stewardship in the amount of $190,000, which includes a 15% contingency of $25,000, for
native plant restoration and grant administration work associated with the grant-funded Hendrys
Creek Stream Channel Restoration Project at Sierra Azul Open Space Preserve; this agreement is
eligible for full reimbursement by a Santa Clara Valley Water District grant.
4. Annual Review of Restricted, Committed, Assigned, and Unassigned Reserves and
Reserve Amounts (R-16-79)
General Manager’s Recommendation: Approve (1) the elimination of the 2004 Bond Reserve
Fund, (2) a $10 million increase in the Infrastructure Fund, and (3) a $1.9 million increase in the
minimum required balance in the unassigned General Fund, as recommended by the District
Controller.
5. Formation of the Diversity Outreach Ad Hoc Committee (R-16-81)
General Manager’s Recommendation: Direct the formation of a new Diversity Outreach Ad Hoc
Committee, and authorize the Board President to appoint three Directors to serve on the
Diversity Outreach Ad Hoc Committee.
Public comment opened at 7:13 p.m.
No speakers present.
Public comment closed at 7:13 p.m.
Motion: Director Hassett moved, and Director Harris seconded the motion to approve the
Consent Calendar, with the amendments as provided to the May 25, 2016 minutes.
VOTE: 7-0-0
Meeting 16-14 Page 4
President Kishimoto appointed Directors Harris, Kishimoto, and Riffle to serve on the Diversity
Outreach Ad Hoc Committee.
BOARD BUSINESS
6. Fiscal Year 2016-17 Budget & Action Plan (R-16-71)
Finance and Budget Analyst II Nicole Gonzales presented the staff report. Ms. Gonzales
summarized the review of the proposed Budget and Action Plan by the Action Plan and Budget
Committee and Board of Directors. Ms. Gonzales reviewed the changes to the Budget and Action
Plan as directed by the Board of Directors.
Land and Facilities Manager Brian Malone provided additional information regarding the
proposed demolition of the Sears Ranch farm labor housing, stating that the current home has been
red-tagged by San Mateo County due to the home’s lack of foundation. Mr. Malone stated the
General Manager’s recommendation to include demolition of the Sears Ranch farm labor housing
and assessment of the former Driscoll Ranch area of La Honda Open Space Preserve to determine
where and how to replace farm labor housing.
Ms. Gonzales provided a summary of the proposed FY2016-17 District Budget.
Director Hassett provided comments related to the low number of bids received for the Mt.
Umunhum Summit Project and suggested District staff consider seeking out additional bids.
President Kishimoto suggested the Board continue this discussion at the end of the Board
meeting.
President Kishimoto requested staff comment on a letter received from the Portola Valley Town
Manager regarding opening Alpine Road.
Assistant General Manager Ana Ruiz reported District staff met with the Portola Valley Town
Manager in April and suggested Portola Valley could bring a proposal forward as part of the
preparation for the FY2017-18 budgeting process.
President Kishimoto requested additional information related to how other open space agencies
budget for land acquisitions.
Real Property Manager Mike Williams described how East Bay Regional Parks and Santa Clara
County Parks budget for land purchases.
President Kishimoto stated her continued opposition to the proposed Grants Specialist position.
Public comment opened at 7:35 p.m.
No speakers present.
Public comment closed at 7:35 p.m.
Motion: Director Hassett moved, and Director Siemens seconded the motion to:
1. Approve the FY2016-17 Action Plan.
Meeting 16-14 Page 5
2. Adopt a Resolution approving the FY2016-17 Budget.
3. Adopt a Resolution approving the Classification and Compensation Plan.
4. Approve twelve new positions in accordance with recommendations outlined in the
Financial and Operational Sustainability Model to establish new and efficient business
systems.
VOTE: 7-0-0
7. Authorization to Reduce the District’s Unfunded Pension Liability by Making a $3
Million Pre-Payment to the California Public Employees Retirement System (CalPERS)
(R-16-78)
Controller Michael Foster provided the staff presentation describing the District’s unfunded
pension liability and recommended making a $3 million pre-payment to the California Public
Employees Retirement System (CalPERS) in order to reduce the unfunded liability. By making
this pre-payment, the Controller projects a savings to the District of $6.3 Million over the next
twenty years.
Public comment opened at 7:44 p.m.
No speakers present.
Public comment closed at 7:44 p.m.
Motion: Director Hanko moved, and Director Siemens seconded the motion to authorize the
General Manager to deposit $3 Million into the Midpeninsula Regional Open Space District’s
(District) CalPERS account, in order to reduce the District’s unfunded pension liability.
VOTE: 7-0-0
INFORMATIONAL MEMORANDA
• Status of Activities at the Hawthorn Property
• Mount Umunhum Summit Project Bid Results and Budget Implications
Director Hassett repeated his opinion that the project should possibly be put out to bid again.
Ms. Ruiz stated staff is researching bringing in a third party cost estimator to peer review the
request for bid documents and help staff determine if the bid received is indicative of the
projected costs associated with the project based on the current market, remote location of the
project, etc.
General Manager Steve Abbors provided comments regarding construction cycles and previous
economic downturns that saved the District money, such as the demolition and remediation work
at Mt. Umunhum that was delivered below the original estimate.
President Kishimoto spoke in favor of postponing the project due to the high cost.
Director Siemens spoke in favor of completing work to Mt. Umunhum Road and a parking area
to allow members of the public to visit the preserve.
Meeting 16-14 Page 6
Director Hassett spoke in favor of moving the project forward soon but would like to confirm
that the bid received is fair.
• Proposed Partnership and Conservation Easement with Amah Mutsun Land Trust at
Mount Umunhum, Sierra Azul Open Space Preserve
INFORMATIONAL REPORTS
A. Committee Reports
No Committee reports.
B. Staff Reports
Assistant General Manager Ana Ruiz reported the District is participating in a San Mateo County
Committee, which has been formed for a new national trail – the Portola Trail – which is
projected to cross District land. The discussions are still in an early phase, and Ms. Ruiz will be
providing periodic updates as they progress. Ms. Ruiz provided a report of recent efforts by the
Peninsula Working group related to cost sharing, public outreach, etc.
Assistant General Manager Kevin Woodhouse reported he, Ms. Ruiz, and Mr. Abbors recently
presented at the California Special District’s Association General Manager Summit describing
the District’s Financial and Operational Sustainability Model Study and implementation.
Public Affairs Manager Shelly Lewis reminded the Board of Directors of the Legislative
Luncheon to be held at Cooley Landing on June 24th.
District Clerk Jennifer Woodworth reported the District has received a request for endorsement
of the Silicon Valley Leadership Group’s transportation measure on the November 2016 ballot.
Ms. Woodworth stated a consensus of the Board is needed to direct staff to research this item to
determine how it could affect the District. By consensus, the Board directed staff to research the
measure and present the information to the Board at a future Board meeting.
Mr. Abbors reported his recent attendance at the joint meeting of the Santa Clara and San Mateo
Counties’ City Managers Association. Mr. Abbors provided an update regarding the District’s
bond team and their recent meeting. Finally, Mr. Abbors reported staff has more fully researched
the planned Sears Ranch Road parking lot and determined that an asphalt parking lot is
appropriate for the location instead of the gravel lot initially proposed. This change may delay
the project for a couple of months, but is still planned for opening in Fall 2017.
C. Director Reports
The Board members submitted their compensatory reports.
Director Harris reported she contacted numerous city council members in San Mateo County to
invite them to the Legislative Picnic and suggested an evening event for future years.
Director Cyr reported his attendance at the Special Parks District Forum in Cleveland, OH and
described several of the sessions he attended.
Meeting 16-14 Page 7
Director Hassett reported his attendance at the Special Parks District Forum in Cleveland, OH
and described several of the sessions he attended.
President Kishimoto suggested a future Board development workshop later this year, perhaps in
the fall, to discuss the changing roles of the Board.
By consensus the Board directed staff to work on a Board development workshop in the fall.
ADJOURNMENT
President Kishimoto adjourned the regular meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 8:44 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk