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HomeMy Public PortalAbout19740327 - Agenda Packet - Board of Directors (BOD) - 74-06 V Meeting 74-6 1 MIDPENINSULA REGIONAL PARK DISTRICT Regular Meeting Board of Directors A G E N D A March 27 , 1974 7 : 30 p.m. Midpeninsula Regional Park District Office 745 Distel Drive Los Altos (7 : 30) ROLL CALL APPROVAL OF MINUTES - March 13 , 1974 (7 : 35) ADOPTION OF AGENDA (7 : 40) ORAL COMMUNICATIONS SPECIAL ORDERS OF THE DAY AND PUBLIC HEARINGS OLD BUSINESS REQUIRING ACTION (7 : 50) 1. Los Altos Park Proposals - D. Wendin (8 : 05) 2 . Aczion Plan for Implementation of the Basic Policy of the Midpeninsula Regional Park District - H. Grench OLD BUSINESS NOT REQUIRING ACTION NEW BUSINESS REQUIRING ACTION (9 : 50) 3. Budget for Fourth Quarter of 1973-74 Fiscal Year - H. Grench (10 : 05) 4 . Procedures for Grant Applications - H. Grench (10 : 20) 5 . Land Acquisition Procedures - H. Grench NEW BUSINESS NOT REQUIRING ACTION RESOLUTIONS AND ORDINANCES (10 : 40) 6 . Resolution Adopting the Basic Policy of the Midpeninsula Regional Park District - H. Grench WRITTEN COMMUNICATIONS CLAIMS (10 : 45) EXECUTIVE SESSION - Land Negotiations (11 : 45) ADJOURNMENT L v a oe M-74-39 0'aw (Meeting 74-6 , Agenda Item No . 2) MIDPENINSULA REGIONAL PARK DISTRICT Memorandum March 20 , 1974 To: Board of Directors From: H. Grench, General Manager Subject: Action Plan Options In my report (R-74-6) dated March 11, 1974 , on the Action Plan for Implementation of the Basic Policy of the Midpeninsula Regional Park District, I listed a set of programs and sub- programs which would provide considerable activity in imple- menting each major objective of the MRPD. That Plan included the hiring of two new staff members , a Land Manager and an Assistant for Governmental and Private Liaison, In addition, a half-time position would be allocated to Public Communications. That could involve half the Administrative Secretary ' s time and would necessitate additional secretarial help to replace her time spent on Public Communications. The Board need not, of course, enter into all programs at one time or in a full scale way. For example, the responsibility for the Governmental and Private Liaison Program and the Public Communications Program could be vested in one individual . An- other option would be to use part-time persons on various pro- grams . This approach would have the disadvantage that fully knowledgeable people are needed, and this knowledge is best obtained by being involved in the daily activities of the District on a full-time basis . The District has proceeded cautiously in adding staff posi- tions , being careful to justify additional expenditures in terms of expected accomplishment of the objectives of the District . There is the "which came first, the chicken or the egg?" question, namely, whether some risk in terms of expanded pro- grams is taken to more quickly and thoroughly cover implementa- tion or whether additional progress need be shown at existing levels to justify expansion. The Board must, of course, make these decisions . A low risk area, in my opinion, involves the budgeting of ad- ditional funds for special negotiators and consultants under the Special Projects Subprogram of the Land Acquisition Pro- gram. The more territory which can be covered and the better the match of negotiator to the landowner and the situation, the more quickly land can be acquired. This matching principle is also applicable to the search for gifts and bargain purchases of land. HG:clj R-74-6 (Agenda Item No. 5 , a ' Meeting 74-5 MIDPENINSULA REGIONAL PARK DISTRICT March 11, 1974 REPORT To: Board of Directors From: H. Grench, General Manager Subject: Action Plan for Implementation of the Basic Policy of the MRPD li Background: I At the February 27 , 1974 , meeting of the Board of Directors of the MRPD, the Board considered an interim report (R-74-4) on i the Action Plan. Discussion at that meeting helped clarify the level of detail and constraints to be considered in the present report. Discussion: The recommended Action Plan which is outlined below is ar- ranged according to five major programs, each of which is intended to implement one of the five main objectives in the most recent draft of the Tentative Basic Policy of the MRPD. Each of the first four major programs, in turn, consists of at least three subprograms. These are summarized below: 1 . Land Acquisition Program A. Negotiations Subprogram B. Land Analysis Subprogram C. Special Projects Subprogram 2. Governmental and Private Liaison Program A. Governmental Liaison Subprogram B. Private Liaison Subprogram C. Special Projects Subprogram 3 . Open Space Resources Program A. Open Space Management Subprogram B. Regulatory Subprogram C. Revenue-Producing-Use Subprogram D. Special Projects Subprogram 4 . Public Communications Program A. Publications Subprogram i r � Page 2 B. Media Subprogram- C. Public Participation Subprogram 5. General Administrative Program Within the subprograms, various important activities (equi- valent to the "tasks" in previous reports) are listed with priorities. The activity lists are not intended to be com- plete, but to be illustrative. When new tasks are generated, they can be placed in proper priority sequence in the lists . Major results are listed in the summary of each subprogram. These expected results are not always directly and easily measured but can be deduced if limited assumptions are made. For example, an. expected result of the Governmental Liaison Subprogram is that governmental officials become familiar with the objectives and programs of the MRPD. Assume that in evaluation it has been determined that meetings have been held at least once in a period of a year with 750 of the officials listed. It can be assumed that these officials have become familiar with the objectives and programs of the MRPD. Since 75% is a substantial fraction of the list, the program would probably be considered both successful and possibly in need of even further emphasis . In this example, the quality of results of the meetings, measured by specific short-term actions and long-term attitudes by the other agency, may be more im- portant than the number of meetings held. In keeping with the Board' s instructions, required resources for each subprogram have been estimated for an energetic, viable, major activity at a sufficient level of attention to produce a high degree of effectiveness. This comprehensive Action Plan at the level indicated carries with it two new staff positions, namely, an Assistant for Governmental and Private Liaison and a Land Manager. The Administrative Secretary would spend 500 of the time implementing the Public Communications Program. Secretarial support has not been in- cluded, but it is assumed that sufficient support will be made available to allow efficient utilization of persons re- sponsible for the programs. Consultants have been suggested where possible so that staff could be minimized while still undertaking effective programs. in the discussion of the programs below, the time period has been taken to be one year for purposes of estimating required resources . Programs in the Action Plan are comprehensive and on-going and could be considered in terms of a five year plan. An interim evaluation of all programs should be made in six months. Since it will take some time to get completely into all of these programs, it would be reasonable to fully implement them by July 1, 1974 , the start of the 1974/75 fiscal year. The Budget Subcommittee would be able to aid in policy inter- pretation during its budget meetings . Page 3 Recommendation: It is recommended that the Board review the attached material, make revisions as appropriate, make olio decisions which im- pact policy pact upon the scope of the programs and required resources P P P g q and instruct the General Manager to return with a revised version of the Action Plan for Board consideration, if neces- sary. Page 4 Objective 1. THE DISTRICT WILL PURCHASE OR OTHERWISE ACQUIRE INTEREST IN THE MAXIMUM FEASIBLE AMOUNT OF STRATEGIC OPEN SPACE WITHIN THE DIS- TRICT, INCLUDING BAYLANDS AND FOOTHILLS Implementation: Land Acquisition Program A. Negotiations Subprogram Summary This program is predicated on the assumption that the more contacts made in seeking acquisitions, the greater the probability of acquiring a property. This has been proved by sales oriented organizations who find a direct ratio of sales to contacts made. It is also recognized (based on market data analysis) that the sale of properties of the size and nature required for park use do not occur often. One or two land conveyances of this type per year occur in a given area. Expected Results 1) At least four properties per year would be submitted to the Board for acquisition decisions and scheduling of public hearings. 2) Of those submitted, at least two would probably be recommended for acquisition. 3) Ten or twelve properties would always be under negotia- tion, in order to obtain four properties for consideration. 4) About twenty properties would have been negotiated partially over the period of one year. Typical Activities Negotiation contacts with: 1) Owners and attorneys 2) Real estate appraisers and brokers 3) Developers, architects, and engineers 4) Zoning and planning officials 5) Financial institutions Resources Required 500 of .the time of the Assistant General Manager (averaged over a year) . Page 5 B, Land Analysis Subprogram Summary The thrust of this subprogram would be to determine the optimum sites to recommend for acquisition. To effectively implement this program a Real Estate Analyst or Planning Aide (part-time college student) should be utilized in order to increase the amount of time the Assistant General Manager would have for actual negotiations and planning. This sub- program is essentially the strategy planning which com- plements the public master plan of the District. Expected Results 1) Provide information helpful in negotiations . 2) Provide data on potential new sites . 3) Should results in bargain purchases being made. Typical Activities Gather and compile data in the following areas: 1) Attitudes of individual landowners 2) Real estate law 3) Zoning and subdivision regulations 4) General plan elements and other planning studies 5) Deed restrictions 6) Utility availability and regulations 7) Assessor' s data 8) State and federal regulations 9) Financing and tax considerations 10) Real estate market activities 11) Land economics Resources Required 1) 150 of the time of the Assistant General. Manager 2) Real Estate Analyst or Planning Aide -- $2 ,000 Page 6 C. Special Projects Subprogram Summary This subprogram includes items such as using special con- sultants to obtain special sites . Generally, this would be the opportunistic approach to acquisition . Application for State and federal grants for open space acquisition would also be made under this subprogram. Expected Results 1) Land donations 2) Bargain purchases 3) One or more grants depending upon availability of funds Typical Activities 1) Negotiating for donations of land or other property. 2) Preparation of special tax data on land donations or sales . 3) Utilizing special consultants such as the Trust for Public Lands and private individuals . 4) Grant applications . 5) Other fund raising activities . Resources Required 1) 150 of the time of the Assistant General Manager 2) Estimated cost of negotiators and consultants -- $1, 500 per month Page 7 Objective 2 . THE DISTRICT WILL WORK WITH AND EDUCATE PRIVATE AND PUBLIC AGENCIES TO PRESERVE, MAINTAIN, AND ENHANCE OPEN SPACE. Implementation: Governmental and Private Liaison Program A. Governmental Liaison Subprogram Summary This subprogram will include meetings and other con- tacts , some more than once a year, with key officials of other governmental agencies . The agendas , minutes , and certain special materials of these agencies will be reviewed, and responses initiated, as appropriate, on a regular and timely basis. Expected Results 1) Officials become familiar with objectives and pro- grams of the MRPD. 2) The MRPD becomes familiar with programs and activ- ities of other agencies. �) Mutual problems are discussed. 4) Personal contacts are made which make future com- munications easier. 5) Governmental actions are influenced toward the ob- jectives of the MRPD. Typical Activities 1) Contacts on a regular basis a. County Supervisors b. City Councilpersons c. County Executive d. City Managers e. County planners f. City planners g. County Parks & Recreation Director h. City Parks & Recreation Directors i . Local Agency Formation Commission Director j . South Bay Wildlife Refuge Director k. Bay Conservation & Development Commission Director 1. Santa Clara County Water District Manager m. Personnel of other regional park districts n. Other agencies 2) Review agendas, minutes, and some special materials of city and County planning commissions, city councils , Board of Supervisors , Park and Recreation Commissions, and of other agencies on a regular basis . Required Resources 25% of time of Assistant for Governmental and Private Liaison. Page 8 B. Private Liaison Subprogram Summary This subprogram will include meetings and other contacts with key officials and members of private agencies and j groups. The purpose of the meetings will depend upon the group contacted and will range from private land use to solicitation of aid on special projects . Expected Results 1) Exchange of information on programs . 2) Personal contacts made which make future communications easier. 3) Influence of programs of these private groups toward program of the MRPD. Major Activities Contacts on a regular basis. a. Stanford University land office and President b. Local service groups C. Local Chambers of Commerce d. Director of Nature Conservancy, Western Regional Office e. Director of the Trust for Public L&nOs f. Loma Prieta Chapter of Sierra Club g. Sempervirens Fund h. National Audubon Society i. Committee for Green Foothills j . Corporate officials k. Other, such as homeowner and landowner groups Required Resources 150 of time of Assistant for Governmental and Private Liaison. , Page 9 C, Special Projects Subprogram Summary This subprogram will include special projects, education, and advocacy toward the values of open space before special committees of governmental bodies on special issues . Con- tacts with state and federal legislators will also be . carried out under this subprogram. Expected Results 1) Influence local plans for open space preservation through education and advocacy, 2) Influence State and Federal programs for open space preservation through education and advocacy. Typical Activities 1) Short term projects a. Hillside Subcommittee of PPC Monte Bello Ridge Study b. UD/OS Subcommittee of PPC -- OS implementation c. Joint regional park district conference d. Santa Clara County -- adoption and application of CS zone e. Review annexation policy f. Work on specific local issues as they occur or as the MRPD can take initiative on them 2) Long term a. Yearly review of urban service area boundaries by LAFCo b. Advocacy regarding State legislation via Assembly Select Committee on Open Space Lands, other legislative committees, State administration, and individual legislators c. Advocacy regarding Federal legislation via District Congressmen and other channels Required Resources 1) 250 of time of Assistant for Governmental and Private Liaison 2) Partial support of legislative advocate in Sacramento -- $1;500 per year Page 10 Objective 3. THE DISTRICT WILL MAINTAIN A LAND MANAGEMENT POLICY THAT PROVIDES PROPER CARE- OF OPEN SPACE LAND, ALLOWING PUBLIC ACCESS APPROPRIATE TO THE NATURE OF THE LAND AND CONSISTENT WITH NATURAL VALUES . Implementation: Open Space Resources Program A. Open Space Mangement Subprogram Summary This subprogram will consist of a series of steps necessary to develop the capability to directly manage and/or over- see the maintenance and patrol of District lands. Expected Results In-house capability to manage District lands Steps in Program 1) Conduct land management workshop 2) Development of in-house land management capability a. Job description of Land Manager b. Hiring of Land Manager 3) Discussions with cities and County regarding their ability and interest in maintaining and patrolling District open spaces 4) Decisions as to whether further staff is necessary made at the time specific parcels are acquired 5) Overseeing management of lands by staff and/or other agencies Required Resources 35% of time of Land Manager Page 11 B. Regulatory -"Dprogram Summary This -subprogram will consist of the development of ordinances and means of enforcement for use of District open space. This activity will be closely coordinated with the Public Communications program since education regarding open .space values should not be separated from development and enforcement of regulations . Expected Results Development of ordinances to regulate use of District open spaces. T pical Activities 1) Meetings with County Sheriff and other agencies regarding patrol of District lands. 2) Development of primary ordinances prior to public use. 3) Development of secondary ordinances after some public ., use of the land is allowed. Required Resources 15% of time of Land Manager. Page 12 C•. Revenue-Pro Ang-Use Subprogram This subprogram will develop information on and stimulate potential revenue-producing uses of prospective District lands. Methods allowing even some return or promising built-in maintenance and patrol of open space will be considered. Expected Results Develop information regarding and stimulation of ,revenue- producing uses of District lands. Typical Activities 1) Develop and evaluate information 2) Develop a program to stimulate revenue-producing uses of open space Required Resources 150 of time of Land Manager "age 13 D. Special Projects Subprogram Summary This subprogram will include special projects, such as those listed below, pertaining to the management of District lands . Expected Results Significant progress in special projects associated with management of District lands. Ty2ical Projects 1) Ecological study on San Jose Water Works Lake McKenzie property 2) Programs with school districts to make lands available for nature study 3) Preliminary investigation of District interpretive program 4) Trails planning Iteguired Resources 15% of time of Land Manager Page 14 Objective 4 . THIS DISTRICT WILL EDUCATE AND MAKE CLEARLY 'VISIBLE TO THE PUBLIC THE PURPOSES AND ACTIONS OF THE DISTRICT AND ACTIVELY ENCOURAGE PUBLIC COMMUNICATION AND INVOLVEMENT IN THE ACTIVITIES OF THE DISTRICT Implementation; Public Communications Program A. Publications Subprogram Summary This subprogram will be directed toward the publication and distribution of information regarding the District, including programs, specific activities, and specific open space parcels. Expected Results Availability of written materials on policies and programs of the MRPD for general public, press, libraries, schools, and landowners. Typical Materials to be Produced during Fiscal Year 1974f75 1) MRPD Basic Policy 2) Brochure describing MRPD 3) Charitable contributions brochure 4) Information package on MRPD for libraries, city halls, other governmental facilities, and selected private organizations 5) Information package on MRPD for general public 6) Newsletter 7) Information regarding specific District lands 8) Annual report Required Resources 1) 150 of time of Administrative Secretary 2) Consultant fees for brochure development -- $2 ,000 3) Printing and distribution costs Page 15 B. Media Subprogram Summary This subprogram will expand the present system of communica- tions with the press and will also include development of coverage of District activities by other media. Expected Results Inform public of program, policies, and activities of MRPD through regular contact with media. Typical Activities 1) Complete present communications system with press and implement regularly. 2) Prepare informational releases on specific activities on a regular basis. 3) Develop and implement system of communications with radio and TV , 4) Develop and use audio-visual presentation ,, Required Resources 1) 20% of time of Administrative Secretary 2) Consultant fees and other costs for activities such as No, 3 and 4 -- $1,000 Page 16 C. Public Participation Subprogram Summary ` This subprogram will stimulate input from the public re- garding District activities. Expected Results To gain input and feedback from public so that program of the MRPD is responsive to the people and so that people participate actively. Typical Activities 1) Public hearings on basic policy, master plan, land acquisition, etc. 2) Public speaking appearances 3) Open house 4) Regular and systematic reading and clipping of news- papers serving District area 5) Meetings with landowners groups 6) Establishment of citizens ' committees as needed 7) Regular contacts with persons who have shown particular interest in the MRPD Required Resources 150 of time of Administrative Secretary �I Page 17 Objective ' 5 , THE STAFF" OF THE DISTRICT WILL ADMINISTER THE MIDPENINSULA REGIONAL PARK DISTRICT IN BEHALF OF THE PUBLIC $O AS TO V=TM.IZE ACCOMPLISHMENT OF THE GOALS OF THE DISTRICT WITHIN EXISTING FINANCIAL AND OTHER CONSTRAINTS. Implementation: General Administrative Program I Summary This program is a collection of general administrative activities not directly assignable to other subprograms, Expected Results District administered in efficient and professional manner to ,provide implementation of the goals of the MRPD. Typical Activities 1) Office precedures, filing, etc.continually improved 2) Review insurance program (October 1974) 3) Budget preparation (4th quarter and Fiscal Year 1974/75) 4) Preparation of EIR guidelines 5) Financial management and accounting 6) Development of MRPD library 7) Employee benefits and salary policies review and administration 8) Review expense reimbursement policies 9) Development of training package for new MRPD Board members 10) Purchasing of equipment. and supplies 11) Action plan development and review Required Resources It is estimated that about 25% of the time of the General Manager will be spent on General Administration. Other staff members (existing and recommended) will aid in other programs for which they are not primarily responsible . The overall allocation of the time of the General Manager in coordinating and carrying out programs might be as follows: Land acquisition 35° Governmental and Private Liaison 15° Open Space Resources 10° Public Communications 15% General Administration 25% i R-74-8 (Meeting 74-6 , ,agenda Item No. 3) MIDPENINSULA REGIONAL PARK DISTRICT March 21, 1974 REPORT To: Board of Directors From: H. Grench, General Manager Subject: Budget for Fourth Quarter of 1973-74 Fiscal Year Background: Detailed working budgets have been formulated on a quarter-by-quarter basis as experience has been gained and as new policies and programs have emerged since the formation of the District. A budget for the full 1974-75 fiscal year should be prepared after the Board of Directors considers the Action Plan for Implementation of the Goals of the MRPD. At the meeting of February 13 , 1974 , the Board ap- pointed a Budget Subcommittee consisting of Directors Wendin and Condron to work with the General Manager and Controller to formulate a fourth quarter budget. The attached budget is recommended by me after meetings with the Subcommittee members and the Controller. Discussion: The table below summarizes the expenditures and reserves for the proposed budget which is attached. Budget Summary - Expenditures and Reserves Total Budget Fourth. Quarter for Fiscal Categories Budget Year 1973-74 1. Reserves for Land Acquisition $1 ,034 316 $1,034 ,316 (Al, A3) 2 . Operating Reserve 115 , 000 115 ,000 (A2) 3. Salaries and Benefits 21,246 56 ,384 (B, Cl, C4, C6, C9) 4 . Professional Services 18 ,000 33, 614 (C2 , C3 , C5, C7, C8 , C10 , C29) 5 . Operating Expenses 6 ,653 17 ,005 (C13-28) 6 . Office Equipment 5 ,164 11,699 (Dl) 7 . Prior Year Obligations -0- 49 ,143 (Cll, C12) - —— _ $1,200, 379 $1, 317 ,161 Page 2 . The proposed budget does not include implementation of the Action Plan since the plan has not yet been adopted by the Board. Total revenues for the 1973-74 fiscal year will be approximately $1,317, 000. There is also potential revenue for land acquisition now shown on the budget which is equivalent to the borrowing power of the District (approximately $3,000 , 000) . The reserves potentially available, therefore, are this much larger. Of this borrowing power reserve, it is recommended that $650, 000 be allocated to Opportunities and Emergencies, effectively increasing that fund to $900,000 . This amount would ordinarily be sufficient to cope with an emergency or to purchase a significant parcel of land after the total land acquisition funds were allocated. The remainder of the $3 ,000 ,000 or $2,350 ,000 would be potentially available for Land Acquisition and attendant maintenance and patrol costs, although it is unrealistic to believe that sufficient land negotiations could be closed to spend that much money during the fourth quarter. Reserves for Operating Expenses are needed to cover the first half of the 1974-75 fiscal year, since the first major tax increment for that fiscal year does not come in until the latter part of December. The $115,000 amount would cover a program somewhat expanded from that of the fourth quarter of the current fiscal year. The Action Plan which is finally adopted by the Board could be used to update that figure. Operating expenses to the end of the third quarter will be approximately $21 ,000 below budget. Expenditures over $50 in the Miscellaneous Category include a maintenance agreement for the postage meter ($55) and design fees for the District logo and stationery ($1,375) . For the fourth quarter the main expenses expected in Miscellaneous would be for writing and design of brochures . Miscellaneous legal fees of about $3, 600 are included in the fourth quarter Attorney' s Fees Category to cover specialized services such as production of taxation structure training materials, bond counsel, and eminent domain counsel. Finally, the $470 budget for the Trails Task Force has been included in various appropriate categories . HG:chh Attach. M-74-40 (Meeting 74-6 , Agenda Item No. 4) MIDPENINSULA REGIONAL PARK DISTRICT Memorandum March 22, 1974 To: Board of Directors From: H. Grench, General Manager Subject: Procedures for Grant Applications Materials on procedures for grant applications will be transmitted separately as soon as they can be completed. HG:chh R-74-9 (Meeting 74-6 , 0 Agenda Item No. 4) MIDPENINSULA REGIONAL PARK DISTRICT March 25 , 1974 REPORT To: Board of Directors From: H. Grench, General Manager Subject: Procedures for Grant Applications Introduction: The two most viable possibilities in the 1974-75 fiscal year for significant grants to the District for its land acquisition program appear to be federal Land and Water Conservation Funds and funds from the 1974 State Bond Act for Park, Recreational, and Historical Facilities (should Proposition 1 on the June 4 ballot pass) . The attached table summarizes procedures, schedules, necessary Board actions, and major staff tasks in each case. If the schedules are followed, the District would be eligible for the earliest allotment of State Bond Act funds and for 1974-75 Land and Water Conservation Funds. A detailed discussion will be presented at the Board meeting of March 27, 1974 . Potentially Available Funds: Latest figues indicate that the allocation to the MRPD from the State Bond Act would be $833 ,535 . The nine county Bay Area would receive $1. 5-2 million in the 1974-75 fiscal year from the local share of Land and Water Conservation Funds. Recommendation: It is recommended that the Board of Directors take those actions which are shown in the attached table to be accomplished on March 27 , 1974 . This will initiate the process of project selection and application. Please note that considerable staff effort is required in the series of actions, and that the schedule is rather tight and rigid. However, much of the process, such as adoption of EIR guidelines and a Relocation Assistance Program is necessary regardless of grant applications and would have to be done at an early date. HG:chh Attach. SCHEDULE OF PRINCIPLE ACTIONS NEEDED FOR STATE BOND ACT AND LAND AND WATER CONSERVATION FUNDS page 1 Applicable to Action Category Land & EIR 1974 Water & Reloca- Affirm- Sched- State Conser- Project Interim EIS tion ative uled Bond vation Selec- Master Guide- Guide- Action Staff Preparation/ No. Date Fund lFund tion Plan lines lines Program Action Board Decision Comment 1 /27/74 X X Decision on kind of Direction to staff to project to include in prepare recommended list of priority pro- list for consideration jects - non-specific to on April 24 , 1974 parcel, e .g. , Monte Bello Ridge Open Space Preserve 3/27/74 X X Setting of Public Hear- Whether to hold hearing Hearing not very ing on April 24 , 1974 , valuable on non- on adoption of list specific list 3 . 3J27/74 X X X Tentative deci sion on See Action Recommend that Open what to use for Interin Space Element of Master Plan pending County General Plan adoption of final plan be used 4 3/27/74 X X X Setting of Public Hear Whether to hold Public Recommend that hear- ing for April 10 , 1974 , Hearing for an Interim ing be held on adoption of Interim plan Plan 5 3/27/74 X X X Preliminary considera- Direct staff to return Review of EIR and tion of EIR and EIS with recommended guide- EIS requirements requirements lines and ordinance of and tentative de- adoption on April 10 , cision on proper 1974 guidelines for MRPD 6 3/27/74 X X X Decision to adopt Re- Direction to staff to Recommend that Re- location Guidelines prepare guidelines location Guidelines be prepared 7 . 3/27/74 X X Report that Aff irmative Direct staff to report Review of applica- Action Program may be on requirements on tion forms required by LWCF April 10 , 1974 __ I SCHEDULE OF PRINCIPLE ACTIONS NEEDED FOR STATE BOND ACT AND LAND AND WATER CONSERVATION FUNDS Page 2 Applicable to Action Cate 2 r Land & EIR 1974 Water & Reloca- Affirm- Sched- State Conser- Project Interim EIS tion ative uled Bond vation Selec- Master Guide- Guide- Action Staff Preparation/ No. Date Fund lFund tion Plan lines lines Pro ram Action Board Decision Comment 8 4/10/74 X x x Public Hearing on Possible modification Coordination with Interim Master Plan of plan, County Planning (if Board had decided Possible resubmittal Department, to hold a Hearing) to staff for further Report on Interim work, Master Plan,giving Possible adoption of reasons for pro- (modified) Plan by posed adoption resolution Resolution of adoption 9 4/10/74 X x x Consideration of EIR Adoption of Guidelines Report on require- and EIS requirements by ordinance ments, and recommended Guide- Recommended Guide- lines lines, Ordinance of adoption 10 4/10/74 X x x Adoption of Relocation Adoption of Guidelines Report on reloca- ' Guidelines by resolution tion requirements, Preparation of Guidelines, Resolution of adoption 11 4/10/74 x x Consideration of re- Possible direction to Research on re- port on Affirmative prepare program, quirements, Action Program Schedule for adoption Preparation of requirements would depend upon report federal requirements 12 4/15/74 X x x Publication of ordi- Submittal to news- nance adopting EIR paper in proper Guidelines form 13 4/24/7 X x Public Hearing on list Report, including of priority projects recommended list (if Board had decided to hold Hearing on March 27) SCHEDULE OF PRINCIPLE ACTIONS NEEDED FOR STATE BOND ACT AND LAND AND WATER CONSERVATION FUNDS Page 3 Ap2licable to Action Category Land & EIR 1974 Water & Reloca- Affirm- Sched- State Conser- Project Interim EIS tion ative Staff Preparation/ uled Bond vation Selec- Master Guide- Guide- Action No. Date Fund Fund tion Plan lines lines Pro ram Action Board Decision Comment 14 4/24/74 X X List of priority Adoption of list (as Resolution of projects amended) of priority adoption projects 15 4/24/74 X X Tentative selection of See Action Report giving project for which recommendation application will be made 16 4/2,6/74 X X X Approval of modified Adoption of modified Possible further Interim Master Plan Interim Master Plan by work on Interim (if not approved on resolution Master Plan follow- April 10) ing April 10 meeting 17 4/26/74 X X List to B. V. Amyx who Submission letter must compile with thosE of other agencies and file with State by June 1, 1974 18 4/26/74 X X X Query of planning Letters and reports agencies of jurisdic- to jurisdictions tions surrounding pro- posed project (s) re- garding compatibility with General Plans 19 4/26/74 X X Notice of Intent and Notice of Intent Environmental Assess- Environmental As- ment submitted sessment, Accompa- nying materials 20 5/8/74 X X Tentative selection of Tentative selection(s) Report giving project (s) for which recommendation (s) application will be made--specific to par- cel, e.g. , John Doe Ranch SCHEDULE OF PRINCIPLE ACTIONS NEEDED FOR STATE BOND ACT AND LAND AND WATER CONSERVATION FUNDS Page 4 A 2licable to Action Cate or Land- & EIR 1974 Water & Reloca- Affirm- Sched- State Conser- Project Interim EIS tion ative uled Bond vation Selec- Master Guide- Guide- Action Staff Preparation/ i No. Date Fund Fund tion Plan lines lines Program Action Board Decision Comment 21 5/8/74 X X X Setting of Public, Whether to hold Public Hearing on specific Hearing project (s) for June 12 1974 22 5/22/74 X X Review of project (s) Possible narrowing of Report on list with for which application list of specific recommendations would be made projects z3 6/12/74 X X X Responses received Compilation of from other planning responses agencies 24 6/12/74 X X X Consideration of EIR(s) Acceptance of EIR(s) Environmental or Negative Declara- or Negative Declara- Assessment (s) , i tion (s) tion (s) EIR(s) or Negative Declaration (s) 25 6/12/74 X X X Public Hearing 26 6/12/74 X X X Final decision Resolution selecting Resolution of certain project (s) project selection(3) 27 6/14/74 X X X Application sent to Application and State accompanying materials prepared A A& R-74-7 OF (Meeting 74-6 , 41=04"M Agenda Item No. 5 MIDPENINSULA REGIONAL PARK DISTRICT March 20, 1974 REPORT To: Board of Directors From: H. Grench, General Manager Subject: Land Acquisition Procedures Introduction: Now that the Assistant General Manager is working full-time, land acquisition activities have increased substantially. I believe it is essential to a solid land acquisition program that we have a clear understanding of the roles of both the staff and the Board regarding the land acquisition program. I have, therefore, asked the Assistant General Manager to draft some land acquisition guidelines, which have been reviewed by Stan Norton and me. Recommendation: Attached are recommended Land Acquisition Procedures, which I believe will provide ample Board controls, yet give enough lati- tude to allow the staff room to efficiently pursue its daily acquisition activities. These guidelines refer to specific parcels and not to the overall data collection and other work involved in the strategy plan for implementation of the master plan. It is recommended that the Board by motion approve the Land Acquisition Procedures. Use of Options: I would like to elaborate briefly on "Options" which are covered under Section VI of the quidelines . Usually, the options obtained will be for a nominal amount of money (e.g. , $10,00) and run for a period of 60 to 90 days. The property owner will submit his offer by written option, but in order to insure that certain items are included in the offer, an "option form" will be provided for his convenience. A copy of the form which will usually be used is attached for your reference. Occasionally, the option price will represent a substantial payment. The option form may be the same, but if the amount being paid for the option is significant, Board approval or Page 2 acceptance of the option will be obtained prior to paying the option amount. It is also probable that occasionally a "nominal option" will be obtained which will provide the District with the opportunity to acquire a long-term option for a substantial payment. In general the use of options is merely a tool to assist the staff by taking negotiations out of the talking stage and mak- ing acquisition a real possibility. P, 3 Land Acquisition Procedures I . Initiation of a specific parcel to be considered for acquisition A. Staff initiation 1. Master plan implementation 2. Special properties B. Board referral C. Private offering D. General public referral E. Other agency referral F. Broker referral II-. Acquisition strategy developed by staff for a specific property A. Research will probably be required 1. Usually no contact with owner until other information is gathered 2 . Investigation of public records and inquiries with planners, public officials, citizens, etc. B. May decide Board involvement required at this point 1. Individual Board member (s) 2. Full Board C. May decide contact with landowner is necessary to gather information, including landowner' s views - pre-negotiation contact III . First contact for purposes of pursuing acquisition A. Staff provides Board with recommendations - asks for authorization to proceed 1. Board may give multitude of instructions at this point a. ) May elect to have a formal appraisal made at this time b. ) May have staff do preliminary valuation research c. ) Appraisal information may already be available 2. Probably Board will assign only one specific task B. Contact is made with landowner and/or representative 1. Nature of contact depends on recommended approach a. ) Could be merely for information b. ) Possibly discussion of land value IV. Results of Contact A. Staff analyzes current status after first meeting B. Staff may pursue further contacts or may seek additional instructions C. Usually no further Board involvement at this point V. Continued contacts A. Either for more information or possibly negotiations for option or purchase B. Staff to determine whether Board involvement is necessary at this point Page 4 VI . Disposition of contacts A. Recommendation to Board for action 1. Could be that option was obtained 2. Could be that option should be obtained B. options for nominal amount ($10 .00) would usually be obtained without Board approval C. Actual contract or agreement may be obtained, subject to Board acceptance VII . Final property disposition A. Board makes final decision based on hearing from public and other agencies at Board discretion B. Staff executes on Board decision, including scheduling fur- ther formal actions of Board HG: jg Midpeninsula Regiona_ _ ark District 745 Distel Drive Los Altos, California 94022 Attn: Mr. Herbert Grench, General Manager OPTION TO PURCHASE REAL PROPERTY OPTION TO PURCHASE REAL PROPERTY made on , 19 , by ("Grantor") , to MIDPENINSULA REGIONAL PARK DISTRICT, ("Parks") . 1. OPTION TO PURCHASE. For payment of $ , Grantor grants to Parks the option to purchase Grantor ' s real property known as located in the City of ,County of , State of California, consisting of acres, more or less, as outlined in red on Exhibit "A" , attached. 2 . OPTION PERIOD. The option shall be exercisable by Parks by written notice delivered or mailed to Grantor at California ("Option Notice") , on or before 19 3. PURCHASE PRICE; PAYMENT, The total purchase price shall be $ payable as follows: i 4 . TITLE AND POSSESSION. Title and possession to the option property shall be conveyed to Parks at close of escrow by grant deed free and clear of all liens, easements, restrictions, rights and conditions of record other than current taxes and assessments, public utility easements and any other encumbrances acceptable to Parks, as evidenced by a standard policy of title insurance to be paid for by Parks. OPTION TO PURCHASE F PROPERTY Page 2 5 . ESCROW; TITLE INSURANCE; PRORATIONS. (a) Escrow. In the event this option is exercised, an escrow shall be opened with Western Title Guaranty Company, at its , California office or at such other title company as may be agreeable to the parties . Escrow shall close within 60 days from the date of exercise of the option. (b) Costs and Prorations. All costs of escrow shall be paid in accordance with the custom of the county where the property (or most of it) is located. Current taxes and other items of expense and income of the property shall be prorated as of the close of escrow. 6 . EMINENT DOMAIN. Notwithstanding anything in this agreement to the contrary, Parks may institute such proceedings in eminent domain as are provided by law to acquire all or part of the option property. In such event this option shall terminate, Grantor shall retain the option payment and enither this option, or any part thereof, nor any negotiations or statements made by either party in connection therewith, shall be admissible in evidence or referred to by any party during any portion of said proceedings, including discovery procedures . In other words, in an action in eminent domain, filed by Parks, this option shall be treated as though it never existed. ACKNOWLEDGEMENT OF ORIGINAL SIGNED GRANTOR(S) : COPY RECEIVED: MIDPENINSULA REGIONAL PARK DISTRICT RESOLUTION NO. 74-4 RESOLUTION ADOPTING BASIC POLICY OF THE MIDPENTNSULA REGIONAL PARK DISTRICT Whereas, the Midpeninsula Regional Park District is empowered to plan, adopt, and lay out, plant, develop, and otherwise improve, extend, control, operate, and maintain a system of public parks, playgrounds, golf courses, beaches , trails, natural areas, ecological and open space preserves, parkways, scenic drives, boulevards, and other facilities for public recreation; for the use and enjoyment of all the inhabitants of the District, and it may select, designate, and acquire land, or rights in land, within or without the District (Public Resources Code Section 5541) , and Whereas, from the time of the creation of the District the Board of Directors has agreed that its principal function should be to acquire and preserve open space, and Whereas, the Board of Directors has prepared and wishes to adopt a basic policy for the District to accomplish said principal function, Now, therefore, the Board of Directors of the Midpeninsula Regional Park District does resolve as follows: . 1. That the basic policy of the Midpeninsula Regional Park District, a copy of which is affixed hereto and by reference made a part thereof, is approved and adopted. 2. Nothing herein shall be deemed to limit or restrict the powers of the District or of the Board of Directors as provided by law. * * * * * * * * * * * * * * * * * * * * * * * * x C-74-6 March 27 , 1974 REVISED MIDPENINSULA REGIONAL PARK DISTRICT C L A I M S # Amount Name Description 418 $ 67 .98 Young & Associates Office supplies 419 24 .50 San Jose Blue Print Prints 420 14 . 55 Ed Jaynes Mileage 421 471.87 Curtis Lindsay Office furnishings 422 6 . 31 Stanley Norton Telephone & Xerox 423 22.11 Herbert Grench Meal Conference Expense Aejendas and Minutes 425 18 .00 Xerox Corporation Installation 426 95.00 Western Title Guaranty Company Litigation guarantee 427 200 .00 Elmer Fox & Co. October, 1973 , services re: audit 428 445.00 Real Estate Data, Inc. Atlas & aerial Date Approved: March 27, 1974 *Not approved.