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HomeMy Public PortalAbout19750709 - Agendas Packet - Board of Directors (BOD) - 75-16 Meeting 75-16 MIDPENINSULA REGIONAL PARK DISTRICT Regular Meeting Board of Directors A G E N D A July 9, 1975 7 : 30 P.M. Midpeninsula Regional Park District 745 Distel Drive Los Altos, CA (7 : 30) ROLL CALL APPROVAL OF MINUTES - May 28 and 30 , 1975 June 25 , 1975 June 30 , 1975 ADOPTION OF AGENDA ORAL COMMUNICATIONS WRITTEN COMMUNICATIONS PUBLIC HEARINGS (7 : 45) 1. Policy on Urban Open Space - K. Duffy and D. Wendin OLD BUSINESS REQUIRING ACTION (8 :30) 2 . Resolution of the Board of Directors of the Midpeninsula Regional Park District Adopting Budget for Fiscal Year 1975-1976 as Amended - H. Grench NEW BUSINESS REQUIRING ACTION (9 :15) 3. Review of Salary Ranges - H. Grench NEW BUSINESS NOT REQUIRING ACTION (9 : 45) 4 . Volunteer and Intern Program - J. Olson CLAIMS (10 :15) EXECUTIVE SESSION Land Negotiations and Personnel Matters ADJOURNMENT --75-89 (Meeting 75-16) OVA 0 awk MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM June 24, 1975 TO: Board of Directors FROM: A. Crosley, Administrative Secretary SUBJECT: Minutes of May 28 and May 30, 1975 At its June 11, 1975 meeting, the Board of Directors asked that I review the tapes of the meeting of May 28 and May 30 , 1975 in order to determine the accuracy of the following state- ment attributed to N. Hanko: " (2) voters in one community should not impose their restriction on Board members ' terms on another community, where only one candidate may be qualified and interested in the office; " Below are the comments on the tape which relate to this par- ticular statement: N. Hanko - I don 't want to go over my material, either. I would like, however, to correct an error on my part in which I state that the limitations on a state level or federal level are voter initiated or at least that the voters have a choice as to whether there will be limitations or not. This can be true on a state level but as far as I 've been informed, on a federal level , that the ratification by the states through the legis- lature is adequate for that. I did, however, think that it was important to note that, in the case of Mountain View, the voters did have a choice. And my major argu- ment there was that, was it really right for a Board of Directors to make decisions on who people can vote for in another city where they don't represent those people. Even if a city council was to make a decision, at least they are voted in by all the people of that city and could be thought then to be legislators for that city. But in this case each of us represents a different constituency. The issue has been one in Moun- tain View. It hasn't been an issue in any of the other cities, and I for one would not wish to decide on limita- tions for anyone else ' s city. M-75-89 Page two K. Duffy - I think that somewhere in this discussion we have to assume that we are elected by the voters and your arguments about changing our policies really don't carry weight with me because if the voters decide they do want to make that change, I think they should do it. If our policies at one point become out of date , I think they're going to - you know - we cannot assume that in twenty years the policies we initiate are going to be the poli- cies here. I think that's going to be up to the voters. If all three of us are still on the Board in 1982 , maybe it's time for a change. E. Shelley - I would like to make one more comment on this idea that the voters of Mountain View or Palo Alto and vice versa should not set limitations on people elected from that ward. This is a regional park district, and I think the policies should be on a regional basis. One could have made the same argument that the people on the west side of Mountain View should not have set limitations for those on the east side, and I think it is not really a valid argument. N. Hanko - I 'm not arguing for the voters limiting one another, either. B. Green - By 1982 it may well be that each of the cities in our District may have initiated two term limits them- selves, anyway. There 's a trend in that direction. (conversation turned to making motions) I am also attaching, for your reference , a copy of N. Hanko' s memorandum (M-75-72) dated May 6 , 1975 regarding Con Arguments on the Proposed Two-Term Limit for Directors. M-75-72- _ (Meeting 7 5-12 , ;31 ,, Agenda item No. 2b) MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM May 6 , 1975 TO: Board of Directors FROM: N. Hanko, Director SUBJECT: Proposed Two-Term Limit for Directors : ' Con Arguments Dear Colleagues: It is not clear from the proposal (April 2 , 1975 memorandum from E. Shelley) whether the intention is to recommend simply an adopted policy of the Board, an amendment to the State law governing re- gional park districts, or a popular vote on the subject. The argu- ments will therefore be addressed to the first two approaches since they have been discussed at the February Goals Workshop. The Question of Limitation of Terms: Limitation of terms is seldom imposed on legislative offices at any level of government. This may be because power is limited when several people are elected to make the decisions as a body. Limitation of terms is more com- monly seen in cases of elected executive offices such as President and Governor. Here limitations are established by a constitutional provision approved by the voters. In the case of the City of Mountain View, the voter has chosen to place limitations. The propriety should be weighed of a Palo Alto Director imposing I'I such restrictions on residents of Saratoga, or Sunnyvale, . who have shown no interest in limitations and where the incumbent may be the most popularly supported candidate, the best experienced and to carry out the District's responsibilities. best qualifiedy P Because of certain actions of that council, term limitation in Mountain View has been an issue for at least a decade. It has not been an issue in other cities in the District. This year, for the first time in a Palo Alto election, one candidate for council (supported by the minority political interests) has proposed a two-term limit. A majority of the council candidates are opposed. The electorate has not been asked. Because of the high degree in voter interest in that city (Palo Alto) , a valid and realistic argument can be made that those per- sons holding office longest are the most responsive to the voters. M-75-72 Page two A limitation policy could, in fact, be contrary to the best in- terests of the public; since roughly half the Board (or council) would be serving lame-duck terms and immune to public opinion be- cause of an enforced inability to run for another term. If a policy only approach is sought by the MRPD proposal, term limitations would not be legally binding, and the policy itself would be limited to affect only those persons who chose to follow it. Stability Important in Early Years. In its early years, the MRPD will thrive on stability, and a continued positive support for open space acquisition and. preservation of regional versus local significance. Whether or not the District is the recipient of certain donations of land may well depend on the strength of the open space versus park development policy,. Possible annexations and enlargements— of the District' s boundaries will create additional directorship uncertainties. The timing of these matter's cannot always be con- * trolled. Conceivably, the possibility of forced or persuaded . retirement of a majority of the Board may fall at all the wrong times. District Visibility the Real Answer. The real task, as I perceive it, is for the Board to keep the District and its policies in as highly visible a state as possible, and each Director 's opinions well out in public view so that opponents can come forward and challenge and replace views which no longer meet the test of time. NH:acc Loma Prieto. Chapter Sierra Club 1176 Emersoyi Street Pilo Afto, (',difornia 94301 (415) 327-8111 San Ilenito, 'San Mateo, Salita (-lara, "iallitk-t Cruz Counties Ansel Adanis June 8, 1975 Board of Directors MidPeninsula Regional Park District 745 Distel Drive Los Altos, CA 94022 Dear Friends, Both the Sierra Club and the Park District are acutely aware of the critical need to protect OPEN SPACE RESOURCES as rapidly as possible, so as to prevent their irretrievable loss . There is every indication that the public is cognizant of this urgent needand supports a maximum program of acquistion by the district. We respectfully urge the Board to maintain its current modest tax rate. Sincerely Marge Sutton Chapter Chairwoman MS/rf Loma Prieta Chapter ft Sierra Club 1176 E n-iersoii Street Palo 2klto, California 94301 (415) 327-8111 S�u-i Benito, San Mateo, S�uita ('4wa, Counties Ansel Adiuns July 8. 1975 Mr. Herb Grench MidPeninsula Regional Park Dist. 745 Distel Drive Los Altos, CA 94022 Dear Herb, The Loma Prieta Chapter of the Sierra Club wishes to extend its support to the MidPeninsula Regional Park District regarding its policy of purchasing land in the foothill and mountain areas in preference to urban land purchases, in order to protect from development the foothills and mountains sur- rounding the urban cities that are supporting the park district. This policy frees the cities from buying property in surrounding areas and enables cities to use funds to purchase land within their own boundaries for parks and open space. This policy further enables the cities ' people to use foot- hill and mountain regional parks close to their city's boundary. In the case of Sunnyvale, the Older Ranch and Perham Ranch are close at hand. Further the MidPeninsular Regional Park District has been involved in efforts to establish the Stevens Creek Park Chain which will include an area in Sunnyvale and allow easy access by foot and bike to mountain and foothill parks to be owned and maintained by the park district. Sincerely, Marge Sutton Chapter Chairperson MS/ms 1902 PALO ALTO WAY RECEIVED 1131 u MENLO PARK, CALIFORNIA 94025 1 (415) 854-6882 June 30, 1975 Mid-Peninsula Regional Park District 745 Distel Drive (415-965-4717) Los Altos 94022 Dear Directors : Committee for Safe and Sensible San Francisquito Creek Area Routing invites you to wholistic approach to San Francisquito Creek area , spanning San Mateo County, unincorporated Santa Clara County Stanford University lands , Menlo Park, and Palo Alto . We invite your consideration of the Sand Hill Parkway Plan, involving, among other things , off-road bicycle-pedestrian trails along San Francisquito Creek joining Alpine Trail in San Mateo County and San Francisquito Creek Trail in Palo Alto , and along Junipero Serra Boulevard , with pass under Junipero Serra Boulevard bridge near Alpine Road , and this in lieu of proposed second motor vehicle bridge from Willow Road to Sand Hill Road in use of Stanford Golf Course to Junipero Serra Boulevard . Enclosed is a map and description of the Sand Hill Parkway Plan. In addition, you may like to have ( 1) a large map of the San Francisquito Creek Area , 01.50 + 54 if mailed , from this Committee , and (2) the fol- lowing from the City of Palo Alto : a . San Francisquito Creek Trail, staff report June 16, 1975; b. Finance and Public Works Committee minutes of meeting on Willow Road on October 8, 1974 , 12 pages ; c . E1 Camino Park Improvements : Award of Consultant Contract, May 1, 1975; and d . Ordinance No. 2854 approving and adopting a plan for the construction and placement of a bicycle/pedestrian bridge and pathway in Timothy Hopkins Creekside Park, May 19, 1975• C Would you like to discuss the Sand Hill Parkway Plan O with projection of our 81 x 11 color transparency, at your MS next meeting? If so , please schedule it as early as possible I A in view of transportation exigencies , and send us a copy of F the agenda with documentation as full as convenient for T T E the various items of the agenda . E A Sincerely yours , E FOR N D COMMITTEE FOR SAFE AND SENSIBLE S S SAN FRANCISQUITO CREEK AREA ROUTING /r'� SO LiE A I NS By N A T I sperson R � B F CREEK L AREA ROUTING E A L n1q ST R MLL PARNHAV PLAH L CA"i Features of the Sand Hill Parkway Plan are : N � k For CARS : e ;' 1. Arterial stop sign at Oak Avenue intersecting J 0` Vine Street ($50; modifying proposed $11,000 real- Q ;4 ignment of Vine St. in light of larger overall z a plan and its traffic redistribution off Oak Avenue). R F 2. Extend Olive St. to connect with Willow for y 0 Stanford— and Junipero Serra Blvd . -headed traffic , and with Oak Creek Drive for Alpine Road- and • Sand Hill Parkway-west-headed traffic . 3. Only right turns (2) from Oak Creek Apart-- SApJMA p2 Colo ments into Willow ; other exit to Olive Street. Soo 4. Electric signals along Sand Hill Parkway •o all coordinated for smooth traffic flow . r s� o a For BIKES AND PEDESTRIANS : ° 1. Off-road paths and trails efficient to o��Nsr ,rt destinations but not on heavy motor routes . °K- ° o Ladera to La Entrada School. Ladera and o o ` Sharon Heights to Palo Alto and Stanford U. Signal or overpass across Alpine Rd . near 8� o Branner Dr. , underpass at Junipero Serra Blvd . Push-button signal entire17 from Vine Street . across Oak Avenue and Sand Hill Parkway. Sri 2. Bridges at Olive St . , o � San Mateo Drive . ALAHro cE o 3 . Small transportation-communication parks (bicycle lockers , phones , etc . ) coordinated with bus routes , at boo m�lonG� �voo�� La Entrada and Oak Knoll Schools and Ro,V ` J&'rrp�Ro scRR 6L Stanford Shopping Center GTrove . 'pa l Possibilities in implementation: Q�,•D l 1. Summer employment for youth 5�• o° and adults in trail-park development. o eR 2. Sequoia Union H.S . District exchange its Sand Hill and/or Farm ©pC" .. Hill sites for trails and trailside park, to be used for education and o 5� recreation. eo 3 . Multi-jurisdictional co- ordination in San Francis- quito Creek Area '000"00"• Joint Transporta- tion-Park District . Ro(j,r& 280 I"=2000a L 0 _ e+SA `A �� �����• 6y NANCY JEWELL CROSS "• T/ FE ' rP E' • y e A J � � �• •� / Or+ E FOR NO _7s 5 L U N 1902 PALO ALTO WAY NRA To CREEK F IR • O, MENLO PARK. CALIFORNIA 94025 �—� •� AREA ROUTING E / June 17 , 1-9 75 (415) 854-6882 IM- IDPFNINSULA REGIONAL PARK DISTRICT MIDPENINSULA REGIONAL PARK DISTRICT TO: Board of Directors TO: Board of Directors FROM: H. Grench, General Mana I ger FROM: H. Grench, General Manager SUBJECT: Written Communications SUBJECT: Written Communications DATED: 719�Z,7S DATED: 7 19IP75- MIDPENINSULA REGIONAL PARK DISTRICT MIDPENINSULA REGIONAL PARK DISTRICT TO: Board of Directors TO: Board of Directors FROM: H. Grench, General Manager FROM: H. Grench, General Manager SUBJECT: Written Communications SUBJECT: Written Communications DATED:— DATED: 71,9,17,S POSITION PAPER PATFtC7A BUNKER MAGUIRE2 COMMITTEE MIMMER Res Public Trail System Along the Stevens Creek Park Chain As a long term educator and committee member, I have researched and, analyzed carefully each issue of the proposal with the best of my ability. An urban trail along Stevens Creek reads very well on paper and is that kind of project in favor among certain recreational agencies. However, my conclusions following this study consequently reinforce my initial ideas about a public trail system; these conclusions coinciding with the state- ments of several elected officials who have been in their fields of expertise for several years: the Santa Clara County Parks and Recreation Commission, March 24, 1965, under 1,1.r. Robert Amyx, unani'.r.9ously recommended that "In vier of present property develoy2nent along lower Stevens Creek, the Board of Supervisors. abandon plans for the extension of Stevens Creek Park'Chain below Stevens Creek Road." The residential property development above referred to has not improved in the ensuing ten years, nor has it changed obaracter to provide for a ptiblic linear park facility along the creek. The Departments of Public Safety - Cities of Los Altos, Sunnyvale, and Yountain View jurisdictions have each issued statements (see enclosed reports from Chief G. Hansen, Chief R.R.Renshaw, and Lt. Gary Smith) regarding current creek usage, patrol problems, and hazardous conditions along the creek requiring emergency service. "Very limited access and the lack of sufficient locations for viewing the creek area would cause us extensive problems in trying to provide adequate policing and for responding to emergencies there" (in Stevens Creek) , according to Lt. Gary Smith, Mtn. View Police Report. The Fire Depts.' of Mtn. View and Sunnyvale further cite serious fire risk and severe firefighting hazards with limited points of access throughout much of the Creek extent. We are talking about near verticle and very steep slopes along much of the Stevens Creek channel and even though fencing may be incorporated in a trail plan, the channel will nevertheless pose a distinct threat to anyone climbing the fence and inadvertently falling into the channel. The Santa Clara Valley Water District states as a matter of policy that "The agency proposing to invite the recreating public in must .. . indemnify ands insure the District." Also, the agency "must accept the obligation of mainte- nance of the area in a safe condition for tbp intnn(3nd recreational rse.lf Hence the cost of liability will lie directly upon the municipal taxpayer for a facility serving the public at large. In addition, the continual maintenance involved, of the soft9 erosive embanluaents, promises to be a substantial yearly drain on municipal resources. A similar drain on taxpayer money holds true if the Ylidpeninsula Regional Park District would become the parent agency. Also to be considered is the cost of additional resources and manpower which the Public Safety Jurisdictions are in agreement as necessary to meet the require- ments of such a trail system. (c.f. Public Safety reports) Regarding urban facilities, we strongly recommend to the Midponinsula Regional Park District that it does not extend beyond its present capacities into urban open space development, which is of a radically differing and of much more de- manding character than the surrounding open wilderness areas for which M.R.P.D. more properly functions and operates. To establish in urban areas will demnand that they expand well beyond their present limits in philosophy, manpower, equip- ment, and policy, as open space urban areas have needs and characteristics much more synonomous with city parks and recreational areas than to the character- istics of outlying open space wilderness areas. Had the concept of a linear park trail been realized nearly 25 years ago, while adjacent oreeksido residential areas were still in the planning stage, there might have been a very successful and useful recreational facility esta- blished with streets instead of backyards skirting the greenbelt area. Unfor- tunately, hindsight clarifys that which foresight sometimes fails to uncover. The sound of barking backyard dogst litter dumps, freeway noise and traffic, burned out creek areas, and other such experiences do little to inspire the serious hiker. On the other hand, by the establishment of such a public facility, given the present set of circumstances, the area becomes an open invitation to those given to illegal activities, which very well might realistically subject the hikerf young or old, to actual physical danger. As area spokesman and adjac- ent creek resident, I am, well aware of some such activities currently reported to the police. I adhere to the opinion that the purpose of mitigating recorded problems is neither a good, nor a sufficient reason for establishing public trails. As a possible byproduct of a trail system, the mitigation of these problems is at best a gamble, oftentimes unsuccessful. A quote from one in the knowt"From pact experience we have found that recreational park areas around creeks draw undesirables as well as those that use the areas for the purposes intended." (c.f. Chief Renshaw's report) Los Altos and Santa Clara both have concrete evidence bearing out this statement. Chief George Hanson projects% "It is anticipated that if the proposed trail were developed, the reported in- cidents . . . would increase substantially." It is maintained that an increased public usage will disturb the existing ter- restrial - aquatic ecosystem and will interfere with normal successional change. The existing vegetative habitat of the creek will suffer distinct impactst an expense of further human involvement, in a situation where there cannot be main- tained an absolute use - adherance to the trail proper. Answering the question regarding the desirability of establishing a pilot trail program, in this instance regarding Stevens Creek I am not at all in favor of such a concept. Since, in my estimation, a public trail is deemed unfeasible along the creek in the neighborhoods with that jMq of property development alrea established from the Franklin - Di—oriox Drive neighborhood in Mtn. View continuousli,y through. the Sunnyvale - Los Altos - Cupertino areas to Hwy. 2809 'no pilot program should ever be considered. There is recreational potential — equestrian and bicycle trail and spot park potential in the stretch of creek from the Baylands to Central Ave. , Mlltn. View, and that City might concentrate on developing that recreational potential, if they have need and so desire. The banks are not steep and erosive; nuisance factors and destructive potential are minimal according to current reports. The rest of the creek must remain untouched and most especially unadvortized. But where open space public lands exist, plans for these areas need be carefully de- vised which will secure the irreplaceable natural resources found therein. Considering the fact that natural riparian corridors are being roduced County- wide as the result of urbanization, I shall conclude that the best use for this creek corridor might very well be relative non-usov designating parts of it as preserve areas, representative of the original character of the Santa Clara Valley and pertinent to our heritage and our future. Juno 28, 1975 MTDPENINSULA ItEGIONA1, PARK DISTRICT C L A I M S ': Amount Name Description 1194 5147 . 84 Petty Cash Dist . Vehicle expense 7 . 50 Field supplies 3 . 98 Private vehicle exp. 21 . 60 Meal conferences 48 .91 Library 6 .25 Office supplies 59 . 60 1195 5. 33 Regents of the Univ. of California Book 1196 6 . 36 San Jose Art , Paint Office supplies & Wallpaper 1197 44 . 83 Franklin File Co. office supplies 1198 70 . 95 E. Jaynes Mileage R E V I S 1E,D, e-7 5-1-4 !Jul'y 9f 1975 Meeting 75-16 MIDPENINSULA REGIONAL PARK DISTRICT C L-A 1 1-1 S Name Description 1176 $276 . 20 Pacific Telephone Telephone 1177 308 . 00 Western Title Guaranty Company. Title fee 1178 30. 00 International Business Machines Corporation Service agreement 1179 95 . 08 Dick Bruhn' s Uniforms 1180 7;580 . 40 Dodge Center Dodge truck 118.1 12. 12 Curtis Lindsay Inc . office equipment 1182 2. 13 San Francisco Bay Book Conservation & Development Commission 1183 1 A 9 . 85 K. Duffy Telephone 118/1 2 , 462 - 97 Western Fire Ejuipment Piro equipment 1185 32 . 06 Letter Shoppe Duplicating 1186 A6 . 96 R. Garcia Field supplies 5?2 . 02 Dist . Vehicle exp. 1 . 00 Postage 3 .94 1187 837 . 78 State Compensation Insurance Insurance Fund IMI, 20 . 00 L. Anderson flaps 1190 41 . 98 Peninsula Blueprint 1191- 2V- . 87 Sempervirens Fund Stevens Creek Trail Study 1192 66 . 00 Merle W. Anderson Subscription 1193 130 . 25 J. Olson Uniform $63 .90 mileage 51 . 00 Meal conferences 15 . 35 it. lot M-75-77 ` :s"aw aw , MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM May 16, 1975 TO: K. Duffy and D. Wendin FROM: H. Grench, General Manager SUBJECT: Master Plan Policy Statements Subcommittee Report Draft I have some comments on your recent draft report (M-75-73) . If you wish to have them circulated among the other Directors, please let me know. i Your changes (note 1) in the first two sentences seem well- taken. If the Board does intend to purchase land just within the Urban Service Areas your new second sentence (note 2) seems appropriate. I would suggest this slightly different wording: Y would q This olio d allow some acquisition policy of key open space outside the urbanized area but just within the Urban Service Area. MY intent is to minimize public expectations of this kind of purchase and to make it clear where it might occur. I favor non-inclusion of the third sentence (note 3) in the Basic Policy and of the urban open space of regional signifi- cance definition in the Master Plan. The use of the word - "primarily" in the first sentence would still allow purchase of urban open space of regional significance in crucial situa- tions. Inclusion of the third sentence might tend to encourage neighborhood groups and city officials to look to the District as a funding source for local open space. Then it could come down to a controversy over whether a particular site fits the definition. I do have a serious concern over the possible number of requests if the statement is included. Procedures might have to be developed for equitable distribution of funds, and the administration and Board deliberations could be quite M-75--77 Page two time consuming. It is my belief that the District should stick to its main goal and that we are in a strong position to do it. Any variance, such as for trails, can be handled under the word "primarily" in sentence one. i HG:acc 1 DRAFT M-75-73 Page two (2) This "however" or qualifying statement would allow the Board to consider land which lies just outside the urbanized areas, but within the Urban Service boundaries. Another option would be to leave this policy unspoken since the "primarily" in the first sentence is already a qualifier. (3) If retained, this statement allows open space completely surrounded by urban development to be considered for acquisi- tion. In concert with this policy the Subcommittee submits the following definitive statement which should be included in some form in the Master Plan written material. For clarity it may be necessary to also define Urban Service Area and urbanized area. The District defines Urban Open Space of Regional Significance to be undeveloped or essentially undeveloped land or water within an urbanized area and having unique or unusual characteristics of sufficient natural value and importance to transcend its relevance to the immediate locality. A number of different characteristics might con- tribute to designating such urban open space as regionally significant. The open space might serve as a trail link connecting non-urban regional open space, or have exceptional scenic or recrea- tional value to the entire region. Unique flora and fauna might require the open space to preserve a diminishing species. Important geological or archeological features and historially important trails, ethnic locations, agricultural lands and the like whose preservation is important to the entire region are all factors which could make urban open space regionally significant. DW-KD:acc IVY. M-75-73 14P (Meeting 75-12, 2.= c Agenda item No. 5) MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM May 7 , 1975 TO: Board of Directors FROM: K. Duffy and D. Wendin, Directors SUBJECT: Basic Policy Statements Subcommittee Report In order to clarify the Basic Policy of the Midpeninsula Regional Park District, the Subcommittee offers the following alteration in this statement for your consideration: Strategic a. The District will use its available emphasis resources primarily to acquire open space outside the Urban Service Area boundaries of the cities. rather-than within the eities!.l)Hewever7 this pol- iey also allows aequisitien of open spaee whieh is, eempletely surrounded by urban development. However, this policy would allow acquisition of strategically important open space on s�rTH4seid?) (2) o the urbanized area. Urban open space judged to be of region- al significance may also be considered!3) (1) The first sentence retains the District's primary focus as being "outside the Urban Service Area boundary" since this delineation clarifies the boundary between the District' s regional and the cities ' local obligations. "Rather than within the cities" was felt to be too imprecise since city boundaries may go beyond Urban Service Areas as well as beyond urbanized areas. t Town of Los Gatos ' PO Box 9;9 Los Gatos,California 95030 (408) 354-6832 August 15, 1974 Chairman and Members Board of Directors Midpeninsula Regional Park District 745 Distel Drive Los Altos, California 94022 Mr. Chairman, Ladies and Gentlemen: At Council's request, I prepared the attached report which was presented to and accepted by the Council at its meeting August 5. Kay Duffy was in attendance at the Council meeting of that date, and I gave her a copy of the report then; but I felt I should also get an official copy to the entire Board. Very sincelly yo ,r8,1 Town Mana r I RJC/ss Encl . 'i Town Manager August 1, 1974 TO: THE HONORABLE MAYOR AND COUNCIL TOWN OF LOS GATOS, CALIFORNIA FROM: RUSSELL J. COONEY TOWN MANAGER SUBJECT: MIDPENINSULA REGIONAL PARK DISTRICT At the last Council meeting, I was asked to report on plans of the District in the area of Los Gatos . Mayor Lochner and I visited the District, met with the staff and Kay Duffy (board member from this area) , at her invitation. They displayed a map showing various open space properties within the District which they are considering acquiring. They will furnish us in the near future with a copy of that map on a smaller, more manageable scale, with copies for each councilman. It indicates several parcels containing a great deal of acreage in the vicinity of Los Gatos, most of which is owned by San Jose Water Works and the Novitiate. Their master plan is expected to be completed within three or four months, at which time they intend to request an opportunity to make a presentation before the Council and answer questions from Council staff, or anyone else in attendance. They gave us some reports and a copy of their budget for fiscal 1974-73. Copies of any of this material can be made available to those who would like to have it. They agreed with the suggestion made by Mayor Lochner that members C) of Council should receive agendas and meeting minutes. I recently received the minutes of their meeting of July 24 and, in case you didn't receive them, I am enclosing a copy and would like to draw your attention to Item IV(B) on p. 3, entitled "Policies Regarding Funding of Parks and Open Space Within Urban Service Areas.c"' As I am sure you know, this question was raised by the Sunnyvale City Council insisting that the District buy some orchard land in C, Sunnyvale's urban service area. As indicated in the minutes, when this District was -formed, it was clear in the ballot arguments that the District was established to acquire open space in foothills and baylands. If each city in the District were to insist that the taxes originating from that city and going to the District were to be spent by the District within the urban service area of the city of origination, there would probably be no funds left to acquire open space in the foothills and baylands. Apparently (according to the minutes) , Sunnyvale is pushing hard politically for the District to buy expensive orchard lands in their urban service area. Item X(C) MIDPE,N1INSUf4\ REGIONAL PARK DISTRICT 2 Au"List 1, 1974 I recommend Council give this matter serious consideration and go C� on record with the District urging that they stay with the original purpose for which the District was formed. If they decide, as a matter of policy, to purchase open space in cities' urban service areas,, Los Gatos should have its fair share. If Council agrees with this recommendation, I would suggest urging other cities in n the Distri t to take the same position. Respectful , su tt f, n 09 L 0 Town Ian ger RJC/ss Encl. cc: Town Attorney Town Clerk Town Treasurer Chief of Police Director of Planning Director of Public Works Superintendent of Parks Press (3) R-75-14 (Meeting 75-16 Agenda item No. 2) MIDPENINSULA REGIONAL PARK DISTRICT REPORT July 3, 1975 TO: Board of Directors FROM: H. Grench, General Manager SUBJECT: Resolution of the Board of Directors of the Midpeninsula Regional Park District Adopting Budget for Fiscal Year 1975-1976 as Amended Introduction: At its meeting of May 28, 1975 the Board con- sidered a report on the Budget for the 1975-1976 Fiscal Year (R-75-12 of May 23, 1975) . The Board adopted the proposed budget (with a modification in the allocation for salary in- creases for General Manager appointees) . It also adopted a tax rate of 10�/$100 assessed valuation subject to a thorough review when more accurate assessed valuation figures were received from the County. These figures have been received recently, and the Board is in a position to make its deter- mination. Discussion: The budget adopted on May 28 assumed a 15% in- crease in assessed valuations within the District. The up- dated figure is 16% , which corresponds to a $22,000 increase over that assumed on May 28. However, this is essentially balanced by a decrease from May 28 figures of $21, 000 in the expected revenues from Home Owners and Business Inventory Tax Relief subventions. This is reflected in the Revenues section on the proposed budget, which is part of the attached proposed resolution of adoption. Based upon action taken at the May 28 meeting the Salaries and Benefits - General Manager Appointees category should be re- duced by $1, 800 over the original recommendation. However, the Salary Range Review report (R-75-15 of July 3, 1975) indi- cates that the $3,000 allocation for gross salary realignments may not be adequate. To discuss the degree of inadequacy would be to get into the area of salary administration, a duty speci- fically delegated to the General Manager by the Board' s Per- sonnel Policies of May 22, 1974 . An additional $4 , 300 should give the General Manager needed flexibility in salary realign- R-75-14 Page two ments and salary administration. It should be emphasized that not all this money will necessarily be spent, and the Board is not committing the General Manager to such expendi- tures. As a result of these considerations, the recommended budget item is raised $2, 500 net. Work and discussion among staff on job descriptions, salary range reviews and Personnel Policies have indicated that the present method of allocating the salary and salary adjustment budget may not be optimum for the District and its employees. I may return at a later date with recommendations regarding procedural changes. The above proposed increased expenditure is $1, 500 greater than the revised revenue projection. This difference is reflected in a proposed additional $1, 500 reduction in Reserves for FY 1976-77 Land Acquisition. Tax Rate: The best information staff has been able to compile with limited effort is that average land values for the type of land which the District is acquiring are increasing at least as fast as the overall assessed valuation increase of 16% for the whole District. Inflationary factors for oper- ations which were going on last year are comparable in per- centage increase; in any event the exact factor is not impor- tant for increases in existing operating expenses, since they are small compared to land acquisition allocations. of course, new programs and responsibilities, such as those associated with increased land management costs decrease the amount avail- able for acquisition. Therefore, present indications are that in order to maintain the District' s programs at current levels it is necessary to maintain the tax rate at 104 per $100 assessed valuation. There is no assurance that even this keeps pace with increas- ing costs of land. In addition, as mentioned in my earlier report, the District' s cash position for new land purchases will be weak during FY 1975-76 due to old commitments. Recommendation: It is recommended that the Board of Directors adopt the attached Resolution of the Board of Directors of the Mid peninsula Regional Park District Adopting Budget for Fiscal Year 1975-1976 as Amended. HG; jg RESOLUTION NO. RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL PARK DISTRICT ADOPTING BUDGET FOR FISCAL YEAR 1975- 1976 AS AMENDED The Board of Directors of the Midpeninsula Regional Park District does resolve as follows : Section One. The budget for the Midpeninsula Regional Park District for the fiscal year 1975 - 1976 is amended and adopted as set forth in Exhibit A. Section Two. Monies are hereby appropriated in accord- ance with said budget. EXHIBIT A MIDPENINSULA REGIONAL PARK DISTRICT Budget for 1975-1976 Fiscal Year as Amended I. REVENUES A. Ad Valorem Taxes $1 ,747 ,000 B. Tax Relief Reimbursement 209 ,000 C. Federal Grant 99 ,500 D. Other Agencies ' Grants/Aid 1 ,500 E. Interest 60,000 F. Rents 3 ,600 TOTAL REVENUES 2 ,120 ,600 RESERVES A. FY 1976-77 Land Acquisition $ (276 ,500) B. FY 1976-77 Operating Expenses (38 ,100) C. Opportunities & Emergencies (105 ,000) TOTAL RESERVES $ (419 ,600) EXPENDITURES A. Salaries & Benefits 1. Directors Salaries $ 6 ,000 2 . Board Appointees 53 ,800 3 . General Manager Appointees 108 ,200 4 . Fringe Benefits 21 ,500 Subtotal $ 189 ,500 B. Services & Supplies 1. Election Expense $ 16 ,500 2. Special Legal Fees 15 ,000 3. Acquisition Services 21 ,000 4 . Other Professional Services 12 ,500 5. Other Outside Services 2 ,500 6. Interest 51 ,400 7. Site Operation & Maintenance 14 ,000 8 . Field Supplies & Small Equipment 2 ,200 9 . Equipment Rental 400 10. Training 4 ,000 11. Maps & Mapping 4 ,600 12. Utilities 1 ,200 13 . District Vehicle Expense 2 ,200 EXHIBIT A Page two B. Services & Supplies (cont 'd) 14 . Private Vehicle Expense 3 ,600 15 . Office Rent 7 ,600 16. Printing & Duplicating 19 ,600 17. Telephone & Postage 4 ,500 18. Office Supplies & Small Equipment 3 ,700 19 . Books & Subscriptions 1 ,200 20. Dues & Memberships 300 21. Conference Expense 4 ,000 22. Insurance 2 ,000 23. Advertising 1,600 24 . Miscellaneous 2 ,000 Subtotal $ 197 ,600 C. Fixed Assets 1. Previous Land Commitments $1 ,330 ,000 2. New Land COmmitments 750 ,000 3 . Site Acquisition Expense 52 ,100 4. Vehicles 15 ,000 5 . Field Equipment 3, 000 6. Office Equipment 3, 000 Subtotal $2 ,153 ,100 Total Expenditures Excluding Land $ 460 ,200 TOTAL EXPENDITURES $2 ,540 ,200 AA, M-75-94 (Meeting 75-16, Agenda item No. 2) MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM July 2, 1975 TO: Board of Directors FROM: D. Wendin, Director SUBJECT: Special Tax Reserve We are scheduled to review the question of reducing our tax rate at our July 9, 1975 meeting. I do not expect that we will have definitive information at that time on how open space land values are increasing, i.e. , whether they are in- creasing at the same rate as overall assessments. Perhaps more important, I do not think it is a valid expenditure of staff time to gather this information. We also will not have any way of determining whether the general public supports the idea that we are indeed a "spe- cial Special District" and that we should be allowed to increase our tax income out of proportion to the historical rate of inflation plus new construction, while other taxing jurisdictions are being pressured to reduce their tax rates to bring their tax income increase into line with this long term rate of increase, or even to provide for a zero in- crease. Again I do not think it is a valid expenditure of staff time to gather this information. If we were to reduce our tax rate and we were wrong in assess- ing the factors discussed above or in picking the appropriate reduction, the tax revenue would be lost forever. We might also find it difficult to increase our rate later but I do not think this would be a problem. Instead of asking staff to gather the information we will require to make our decision on whether to hold or reduce our tax rate, I propose that the actual tax income and associated borrowing power in excess of what the historical rate of in- crease would have given us be placed in a Special Tax Reserve. Over the next year Board and staff can then observe whether the current excessive increase in assessments is a one-time phenomenon, how open space land values are behaving and how the voters in San Mateo County respond to the proposal to M-75-94 Page two annex, both through the poll and at the annexation election. At budget time in 1976 we can decide whether to "return" the Reserve by an adjustment in the tax rate. We will, of course, have the same decision to make for fiscal 1976-77 . The calculation of the tax rate which would be required to give us this lower income is useful for discussion purposes. The following formula can be used for calculating the rates: tax rate - (1 + historical increase) x 10G (1 + actual increase) with the increases as a decimal (e.g. , 15% = .15) . For example, if we choose a historical increase of 5% (. 05) and the actual increase in assessed valuation is 15% ( . 15) : tax rate = (1 + . 05) x 10� = 9.13G (1 + . 15) Recommendation: A Special Tax Reserve be established in the 1975-1976 budget and that all income (and related borrowing power) in excess of the 1974-1975 tax income plus 5% be placed in this Reserve. Disposition of this Reserve will be determined as part of the 1976-1977 budget. The preliminary 1975-1976 budget adopted by the Board was based on a 15% increase over the final 1974-1975 budget of November 18, 1974. This 15% increase was $225, 000 in Ad Valorem Taxes and $30, 000 in Tax Relief Reimbursement, or a total of $255, 000. (The Reimbursement does not add to borrowing power. ) Under my proposal, two-thirds of this or $170,000 would be placed in the Special Tax Reserve, with an associated $300, 000 in borrowing power. Attached is an amended Pro-Forma Funds Statement show- ing one possible treatment of this Reserve. It might be neces- sary to "borrow" from this Reserve during the year to meet our cash requirements. DW:acc TABLE 1 MIDPENINSULA REGIONAL PARK DISTRICT Pro-Forma Funds Statement with Special Tax Reserve Fiscal Year 1975-76 (000 Omitted) July 1, 1975 1975-76 June 30 , 1976 Uncommittei_d 1975-76 Increase In 1975-76 Expenditures Uncommitted Borrowing Revenues Borrowing Borrowing Borrowing Cash Power Cash— Power Cash Power Cash- Power 1 . Land Acquisition 625 $1, 785 $1,530 * $ 50 * $1 ,975 $1 ,535 $280* $ 400* 2 . operating Expenses 195 -0- 420 -0- 458 -0- 117 -0- II 3. Opportunities and Emergencies 805 400 -0 100 105 -0- 600* 400* 4. Special Tax Reserve* -0-* -0-* 170* 300* -0-* -0-* 170* 300* TOTAL $1,585 $2 ,185 $2,120 $450 $2,538 $1,535 $1,167 $1, 100 *Proposed changes TABLE 2 Page dour MIDPENINSULA Rl,",GIOTIAL PARK DISTRICT Summary of Projected Land Expenditures Fiscal Year 1975-76 (000 Omitted) Total Land Value Borrowing To Be Added to IiIRPD Cash Power Inventory in FY 1975-76 Previous Commitments $1, 330 ($ 665) (2) $ 665 (3) New Purchases 750 2 , 200 2 ,950 Net Land Expenditures $2 , 080 (1) $1 ,535 $3 ,615 (1) Sources of land purchase cash: 1975-76 Revenue $1 ,700 Reduction in Future Land Acquisition Reserve 275 Reduction in Opportunities & Emergencies Reserve 105 $2 ,080 (2) Payments on outstanding debt for North Foothills and Black Mountain Open Space Preserves . (3) Payment on exercise of Fremont Older Open Space Preserve option. I $ -15 (Meeting 75-16 , Agenda item No. 3) MIDPENINSULA REGIONAL PARK DISTRICT REPORT July 3, 1975 TO: Board of Directors FROM: H. Grench, General Manager SUBJECT: Review of Salary Ranges ,III Introduction: According to the District 's Personnel Policies which were adopted by the Board on May 22 , 1974 , adjustments to salaryranges for full-time positions are to be considered g at the time of the adoption of the annual budget. Due to the lack of sufficient time to re-evaluate the salary ranges and job descriptions of the District 's full-time personnel prior to tentative adoption of the budget for the 1975-1976 fiscal year (May 28 , 1975) , the Board approved a contingency fund of $3 ,000 to be used by the General Manager to correct inequities which may be found in the salaries of District employees . At that time I stated that this fund may have to be adjusted when the range study was completed. I Discussion: During the past month, considerable effort has been given to the review of the job descriptions and salary ranges of the District's full-time positions , namely, the Assistant General Manager, the Land Manager and the Administra- tive Secretary. The remaining position, Ranger, was established so recently that it was not necessary to review it. Over sixty job descriptions from comparable positions were reviewed and analyzed. Personnel departments were consulted to clarify duties set forth in the job descriptions and to help determine their applicability to the work performed by District employees. In- cumbents of some positions were contacted to provide further information about their responsibilities. Determination of Salary Range : Following the selection of the most comparable job descriptions for the three positions , aver- ages were computed for the low, middle and high points in each corresponding salary range. The salary ranges for the District' s positions were determined using the formula selected by Hay Associates of San Francisco, R-75-15 Page two which prepared Management Classification Review and Update and Salary Range and Administration Recommendations for the City of Palo Alto in January, 1973. For management employees the formula sets the minimum of a salary range at 80% of the mid- point, and the maximum of a salary range at 120% of the mid- point. This gives a total range of 50% , which allows the Gen- eral Manager needed flexibility in determining salaries for employees, and gives employees sufficient mobility within a given job position. This seems particularly important in a developing agency where job responsibilities may change a great deal over a short period of time. Assistant General manager: As you will note from the attached revised Job Description for the position of Assistant General Manager, revisions have been made to reflect that the major responsibility of this person is the implementation of the District' s Land Acquisition Program. Under "Land Acquisition Responsibilities, " items 3, 11, 13 and 14 have been added to reflect additional activities of the Assistant General Manager which have been initiated in the past year or are expected to occur in the near future. In reviewing salary ranges for com- parable positions, it is apparent that the salary range originally determined for this position is not current. Approximately twenty-eight positions were reviewed to determine applicability to the Assistant General Manager position. of these, thirteen were selected as being most comparable. The extremes of salary ranges for these positions ranged from a low of about $16 ,000 to a high of about $35,000 . The midpoint of the salary ranges for the most comparable positions was $24 ,522, which was used as the basis for determining the revised salary range for the Assistant General Manager position. Using the Hay Associates ' formula, the revised salary range would be $19,620 to $29 ,430 per year . Land Manager: The attached Job Description for the position of Land Manager reflects the broad responsibilities of this person in establishing and implementing the Land Management Program of the District. Items 10 , 11 and 12 under "Post-Acquisition Duties" have been added to reflect work performed by the Land Manager that were not included when the initial Job Description was pre- pared. It has become evident that the current salary range for the Land Manager position is inadequate in light of the wide range of responsibilities involved in that job. Approximately twelve positions were reviewed to determine appli- cability to the Land Manager position. of these, five were chosen as being most comparable. Extremes of salary ranges for these positions ranged from a low of about $20 ,000 to a high of about $30 ,000. The midpoint of the salary ranges for comparable posi- tions was $24,046 , which was used as the basis for determining R-75-15 Page three the revised salary range for the Land Manager position. (An Arthur Young survey prepared for East Bay Regional Park District found the midpoint to be $24 ,351 for this type of position. ) The midpoint is close to that for the Assistant General Manager position. The responsibilities of the two jobs as presently constituted are indeed quite comparable in importance, except that the Assistant General Manager has the responsibility of acting as General Manager in the General Manager ' s absence. The salary range indicated for the Land Manager is $19 ,235 to $28 ,855 per year. Administrative Secretary: The attached Job Description for the position of Administrative Secretary has been revised to reflect the substantial change in responsibilities of that position. Approximately one-third of the time of the Administrative Secre- tary is now spent assisting the General Manager in the work described under "Administrative" in the Job Description. Many of the routine office functions performed by this person in the past are now handled by the Clerk-Typist. Comparable positions were selected which reflect a combination of office management, research and secretarial functions. District clerk responsi- bilities, not normally found in these positions, were considered proportionately. It would be appropriate to adjust the salary range for the Administrative Secretary position to reflect the present distribution of responsibilities. Approximately twenty-three positions were reviewed to determine applicability to the Administrative Secretary position. of these, six were selected as being most comparable . Salary ranges for these positions ranged from a low of about $11 ,000 to a high of about $17 ,000. The midpoint of the salary ranges for comparable positions was $13,776 , which was used as the basis for determin- ing the revised salary range for the Administrative Secretary position. Using a range of 1.4 for administrative positions , the revised salary range would be $11,480 to $16 ,070 per year. Recommendation: It is recommended that the Board of Directors adopt the attached revised Job Descriptions for the positions of Assistant General Manager, Land Manager and Administrative Secretary. It is further recommended that the following salary ranges be adopted for those positions: Assistant General Manager - $19 ,620 to $29,430 per year Land Manager - $19,235 to $28,855 per year Administrative Secretary - $11,480 to $16,070 per year The contingency fund for salary adjustments is discussed in the report (R-75-14) of July 3, 1975, on the Resolution of the Board of Directors of the Midpeninsula Regional Park District Adopting Budget for Fiscal Year 1975-1976 as Amended. HG:acc MIDPENINSULA REGIONAL PARK DISTRICT Job Description ASSISTANT GENERAL MANAGER Summary of Duties Under the general direction of the General Manager, has primary responsibility for land acquisition, including long-term acquisition planning, negotiations and funding. Supervises condemnation and relocation activities . The Assistant General Manager assists in the administration of the District and acts as liaison with private individuals and organizations and with public agencies to further the open space goals of the District. Work Performed Land Acquisition Responsibilities 1. Aids in overall planning for land acquisition priorities 2. Develops and implements strategies to bring to the Dis- trict the maximum amount of open space at the lowest reasonable cost. 3 . Keeps General Manager and Board apprised of status of land negotiations, gifts program, condemnation and relo- cation activities , and other appropriate activities . 4 . Becomes thoroughly familiar with lands of potential inter- est including ownership, history of recent sales, land values , county and city land planning and zoning, and political factors affecting same. 5. Develops comprehensive and systematic methods for main- taining records of above factors so as to be fully knowledgeable of present conditions and trends . 6 . Coordinates with General Manager, Land Manager and Legal Counsel in land negotitations for various types of acquisition possibilities , including acquisition in fee, purchase of development rights, bargain sales, gift- purchase combinations , purchase and lease-back arrange- ments, and outright gifts. 7. Meets with maximum feasible number of landowners to ex- plain the program of the District, to solicit gifts of land and to explain alternative acquisition arrangements. 8. With assistance of Legal Counsel , prepares necessary documents for various types of land transactions. 9. Responsible for preparation and delivery of appropriate documents in escrow. 10 . Administers condemnation activities of District when required, including liaison with special consultants and technical advisors. 11. Recommends use of, and supervises activities of , special real estate agents and consultants in areas of valuation, relocation assistance , negotitations, and other land planning activities related to the land acquisition pro- gram. 12 . Assists in application for private, state and federal grants for land acquisition and development, and assists in other fund raising activities . 13. Acts as liaison to the "Friends of MRPD" Foundation in order to coordinate negotitations activities . 14 . Administers gifts program of the District. Managerial and Administrative Tasks 1. Administers District affairs in absence of the General Manager. 2 . Represents District to the public through speeches and attendance at public meetings. Gives radio and tele- vision and newspaper interviews when appropriate. 3. Assists in review of agendas and minutes and environmental impact reports of local and regional agencies. 4 . Performs miscellaneous administrative duties delegated by the General Manager to facilitate the administration of the District. Education, Experience and Personal Requirements The individual must be committed to the purposes of the Dis- trict, be self-directed and yet able to work as a member of a team, and have personal qualities such as the ability to meet people, respond to them, and project the goals of the District. Abilities to be considered include the following: knowledge of tax laws relating to income and charitable contributions, real estate law, agricultural economics , real estate appraising, nego- tiations , relocation assistance, and familiarity with principles of land acquisition activities of public agencies. Position would ordinarily require a bachelor 's degree, several years ' experience in land acquisition, preferably with a public agency, including experience at a supervisory level. MIDPENINSULA REGIONAL PARK DISTRICT Job Description LAND MANAGER Summary of Duties Under the general direction of the General Manager, the Land Manager has primary responsibility for pre-acquisition plan- ning and post-acquisition management of District lands. The Land Manager arranges for the development, maintenance and patrol of District lands, and supervises personnel working on these functions. He or she coordinates volunteer help on land maintenance and open space interpretative programs, and prepares short-term and long-term plans for the use of District lands, including recommendations on the type and extent of use by the public, level of facilities , development of trails , etc. ; esti- mates costs of development and maintenance of District lands . All such planning is in accordance with the Basic Policy of the District. The person spends some time on the land. Work Performed Pre-Acquisition Planning 1. Aids General Manager in determining desirability of parcels of land for acquisition by the District; recommends appro- priate boundaries. 2 . Prepares pre-acquisition data concerning necessary action to be taken for the proper development, maintenance and use of lands under consideration for acquisition by the District. 3. Estimates costs to District for the proper development, main- tenance and patrolling of lands under consideration for acquisition by the District. 4 . Discusses with other agencies and private groups possible interest in and ability to maintain and provide funding for such maintenance of District lands . 5. Gathers information about the ecology and history of lands considered for acquisition by the District. 6 . Coordinates with other agencies and citizen groups in deter- mining public desires in the area of developing facilities and/or trails for lands which the District may acquire. 7 . Works with General Manager and Assistant General Manager in analyzing effects of real estate development plans on the land. Post-Acquisition Duties 1. Aids General Manager in planning for short-term and long-term use of lands acquired by the District. 2 . Prepares data containing recommendations by the Land Manager, other agencies, and citizen groups concerning use of the acquired land. 3 . Based upon his/her evaluation of the plans submitted by the Land Manager, other agencies , citizen groups , and discussions with the General Manager, Assistant General Manager and Board members, and based upon studies of the ecology and natural value of the land acquired, makes recommendations for the most efficient, economical and appropriate planning for Dis- trict lands. 4 . Prepares detailed estimates of maintenance, patrolling, facility and trail construction costs for consideration by the District. 5 . When proper authorization has been received for the develop- ment, maintenance and use of District lands , oversees such development, maintenance and use . 6 . Coordinates volunteer and intern help on land maintenance and open space interpretive programs. 7. Makes recommendations to the District concerning revenue- producing uses of its lands . 8. Develops, with the aid of Legal Counsel, ordinances and regu- lations regarding use of District lands. 9 . Develops means of educating the public with respect to ordin- ances and regulations regarding use of District lands , and takes steps to assure that such ordinances and regulations are enforced properly. 10 . Works with Trails Task Force in developing a proposed trails system for District lands. 11 . Assists General Manager in the preparation of grant applica- tions. 12 . Develops mapping system for District ! gathers appropriate maps for District use. General Administrative Tasks 1. Aids the General Manager in general administrative tasks. 2 . Gathers and prepares information on special projects, e .g. , ecological studies, school nature study programs , trail planning, etc. 3 . Meets with governmental officials and County and city repre- sentatives to coordinate functions pertaining to the proper care of District lands. 4 . Promotes the goals and policies of the District and aids in representing the District through appearances at public meetings, schools, giving interviews , etc. Experience and Personal Requirements The individual must be committed to the purposes of the District, be self-directed and yet able to work as a member of a team, and have personal qualities such as the ability to meet people, re- spond to them, and project the goals of the District. This is a new position offering the potential of innovative program plan- ning and personal growth. In the early stages the individual may even perform some maintenance and patrol functions as the overall program is being worked out. The position would ordin- arily require a bachelor 's degree in a field related to resource conservation, and at least three years ' experience in land man- agement. MIDPENINSULA REGIONAL PARK DISTRICT Job Description ADMINISTRATIVE SECRETARY Summary of Duties Supervises preparation of materials for Board meetings; takes and transcribes minutes of meetings. Provides administrative assistance to the General Manager, Assistant General Manager and Land Manager of the District. Researches data and prepares draft memoranda and reports based on evaluation of data. Man- ages office and supervises secretarial assistance. Work Performed District Clerk 1 . Prepares agenda and related materials for Board meetings. 2 . Takes and transcribes minutes of Board meetings. 3. Disseminates election information to Board candidates; ad- ministers oath of office; sees that election deadlines are met. 4 . Attests to official signatures and documents; maintains records of the District and disseminates to public as appropriate . 5. Represents District to public. Administrative 1. Under supervision, collects and evaluates data and prepares draft reports and memoranda as assigned by General Manager. 2. Assists in preparation of , and makes recommendations on, special projects such as the Action Plan, annual budget, etc. 3 . Prepares draft correspondence and/or memoranda following Board action or as otherwise appropriate. 4 . Assists in the study and implementation of governmental and private liaison activities; attends seminars and con- ferences as appropriate; gives speeches to organizations about District when required. Office Manager 1. Manages office and supervises secretarial personnel; gives secretarial support when necessary. 2 . Forecasts requirements for personnel, equipment and supplies; sees that equipment is properly maintained. 3. maintains personnel records; processes forms and prepares files for periodic review. 4 . Evaluates priority of assignments and projects , and ensures follow-up and completion in an efficient and timely manner. Education, Experience and Personal Requirements Individual must have the ability to gather and analyze data; to plan and organize research; to write clear and concise reports and to speak effectively; to work harmoniously with District staff and the public; to demonstrate interest and aptitude for administrative work; to be committed to the goals and objectives of the District. Position would ordin- arily require a bachelor' s degree from an accredited college with major work in public or park administration or other appropriate field of study. Individual should have a minimum of one year's experience in a park or other governmental agency with duties and responsibilities that have provided beginning level administrative skills . Individual should be knowledgeable of modern office methods and have excellent secretarial skills. M-75-98 (Meeting 75-16, Agenda item No. 4) MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM July 2, 1975 TO: Board of Directors FROM: H. Grench, General Manager SUBJECT: Volunteer and Intern Program Introduction: The District has been actively using volunteer and interns in carrying out its program. Projects have in- cluded mapping, site planning, present usage studies of a particular site, maintenance and patrol, art work, editing, resource studies, etc. Even greater use of such help could be made if a well coordinated program were developed. Discussion: The attached memorandum (M-75-95) of July 2, 1975 from J. Olson and C. Harrington to me outlines the program which staff intends to develop. It is being transmitted to the Board as an administrative informational item for discus- sion purposes, and no Board action is requested. HG:jg MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM July 3 , 1975 TO: H. Grench, General Manager FROM: J. Olson, Land Manager C. Harrington, Public Communications Assistant SUBJECT: Appointment of Eleanor Huggins as Volunteer Coor- dinator We are pleased to announce that Eleanor Huggins has accepted the new position of Volunteer Coordinator for the District. She has been selected by the Environmental Volunteers to fulfill their contractual obligation to the District. The appointment of Ms. Huggins will initiate a volunteer program by the District. Her prime responsibility will be to assist in the formulation and implementation of this program. After approximately two months of research and orientation, she will actively recruit volunteers for ongoing District projects , such as natural resource surveys, mapping, environmental education programs and litter clean-up. She will be an employee of the EVs. Ms. Huggins has been active in conservation efforts on the mid- peninsula through the Committee for Green Foothills, Sierra Club, Peninsula Conservation Center and the Environmental Vol- unteers. She assisted Dewitt Jones , photographer, in the com- pilation and editing of "Not to Encumber the Earch, " which will be published by Friends of the Earth this fall. She has also served as a consultant for Chevron Chemical Company, Behavioral Research Laboratories and to 3-M Company - 3M/IM Press Publi- cations. She is married and has three children, and resides on the Stanford campus where here husband is a professor in the Department of Materials Science. JO-CHH :acc M-75-95 AA. (Meeting 75-16, low er Agenda item No. 4) •tem MIDPENINSULA REGIONAL PARK DISTRICT MEMORANDUM July 3 , 1975 TO: H. Grench, General Manager FROM: J. Olson, Land Manager C. Harrington, Public Communications Assistant SUBJECT : Volunteer and Intern Program The use of volunteers and interns to augment paid staff and provide for public participation in District activities is implied in the District's Basic Policy. Section 4 (d) states : "The District will seek to involve the public in the operation of the District and in general planning for acquisition and future use of open space lands. " Section 5 (a) states : "Be- cause the District is committed to maximum acquisition effort, it will keep administrative expenses low by operating with a limited staff and by utilizing the help of already existing governmental and private agencies and contractual services . " On May 28, 1975 , the Board adopted the Action Plan for the Implementation of the Basic Policy of the District for the Fiscal Year 1975-1976 . The use of volunteers and interns was included as part of the Open Space Resources Program and the Public Communications Program. At the same meeting the Board tentatively approved the budget for the 1975-1976 fiscal year, which included funds for this project. It has been evident from public contact during the District's first 2 1/2 years of operation that many enthusiastic and cap- able individuals are willing to offer their services to the District in order to participate in achieving the District' s goals. In order to effectively utilize these services and provide a meaningful experience for the volunteer or intern, we are recommending that the following program be implemented as a one year trial program which would be divided into two phases : Phase 1, covering approximately the first two months , which would be devoted to developing the structure of the program and researching similar volunteer and docent programs , such as the National Park Service and Jasper Ridge programs . Under Phase 2 , the following nine months would be devoted to a trial implementation of the program. M-75-95 Page two Purpose: The volunteer and intern program will have the follow- ing impact: 1. The encouragement of community involvement in ongoing District projects and activities will lead to greater public awareness of District goals. 2 . The increasing use of volunteers and interns in a well- organized program will minimize the need for staff time to accomplish certain tasks. Structure: 1. The overall program will be divided into two types of assistance : (a) volunteers and (b) interns . (a) Volunteers. The volunteer program will be devel- oped and organized by a Volunteer Coordinator in cooperation with District staff (see attachment A for a job description of this position) . The Dis- trict will contract with the Environmental Volun- teers (EVs) , who will supply the person to fill this position. That person will be an EV employee, and we have approved their job description. Vol- unteers will not receive paid compensation or academic credit. They will commit themselves to a definite time period (e.g. , one day for a litter clean-up, or three months for a natural resources survey) . (b) Interns. The District will contact the high schools, Eo'mmunity colleges and universities in the District and request information about their intern pro- grams. Personal contact will then be established with the person or persons in charge of these pro- grams. Interns should work with the District for three to six months. Interns may receive compen- sation depending upon the work involved and the arrangement with the school, college or university. The academic credit will be determined by the edu- cational institution. An evaluation system will be developed for the intern program. 2 . The staff will develop project descriptions for each of the projects to be performed by the volunteer or intern (see attachment B for examples of one such project de- scription and attachment C for a list of suggested pro- jects. The time commitment by the individual will be determined by the type of project, and the project will be coordinated with the appropriate staff person. M-75-95 Page three 3 . Before the volunteer or intern begins working with the District, he or she will attend an orientation session to be conducted by the Volunteer Coordinator. This session will focus on the goals , objectives and overall program of the District. The volunteer or intern will be requested to attend a Board meeting at some time dur- ing his or her tenure, especially if there is an agenda item related to the project. 4 . It is anticipated that no additional office space will be needed because there are two mornings and five after- noons per week when the bookkeeper's desk and telephone are available for use by the Volunteer Coordinator, who will be in the District office at regularly scheduled times. 5. A system of recognition of the work done by volunteers and interns will be developed. As previously mentioned, the District will contract with the En- vironmental Volunteers for $2 ,000 to provide the District with a Volunteer Coordinator. The contract, which will be prepared by the District 's Legal Counsel, can be terminated by either party with thirty days' notice. Payment will be made on a pro- rated basis. As part of the agreement with the Environmental Volunteers, they will develop a pilot environmental education program for one or more of the District' s sites. Additional benefits of this agreement are that it would provide controlled public use of District lands, and such cooperation between a public agency and a community organization would be a valuable consideration in obtaining outside funding for this overall program. JO-CHH:acc Attachment A ENVIRONMENTAL VOLUNTEERS Job Description VOLUNTEER COORDINATOR Summary of Duties Coordinates the volunteer program of the District. Typical Tasks 1. Develops format for the volunteer program of the District in cooperation with staff. This will include formulating project descriptions and recruiting volunteers for these projects. Part of the research will include investigat- ing similar volunteer projects, such as the Volunteers in Parks in the National Park Service and the Docent Pro- gram at Jasper Ridge. 2 . Becomes knowledgeable about the MRPD volunteer projects (e.g. , mapping, natural resource surveying and litter clean-up) . 3 . When appropriate, speaks to community groups about the District. 4 . Aids Public Communications Assistant in publicity about the volunteer program. 5 . Aids other staff members as needed with volunteer pro- jects. 6 . Investigates the possibility of organizing a docent pro- gram for the District. 7. Coordinates with the Environmental Volunteers in the development of their pilot environmental education pro- gram. 8. Coordinates with MRPD staff in the development of the intern program. Designated Time Schedule The Volunteer Coordinator will work eight hours per week, the time to be divided between the District office and lead- ing volunteer field efforts. The Volunteer Coordinator may recruit volunteers to lead certain field projects . A. ttend- ance at District Board meetings or regular staff meetings would not be mandatory. July 3, 1975 Attachment B MIDPENINSULA REGIONAL PARK DISTRICT INSTRUCTIONS FOR PLOTTING 1" = 500 TOPOGRAPHICAL PROPERTY MAPS A. Using the l ' = 10,000 ' scale County of Santa Clara maps (sheet 0 ) , locate the area covered by the l ' = 500 ' scale USGS acetate map- 500 Each USGS acetate is a blow-up of one of the numbered grids , shown in half-tone on the county map. (Refer to a road, creek, school or other landmark for location. ) B. Each numbered grid is defined in greater detail on county maps which are the same scale as the USGS acetate maps. (1" = 5001 ) . Find the 500 scale county map which corresponds to the USGS map. The county maps are labeled with their grid number in the lower right hand corner. C. With the use of a light table, place the county map on top of the USGS map and match the maps up as closely as possible. Attach the two maps with masking tape. D. Learn to use the assessor books. Find the parcel maps in the map volumes which cover the area to be plotted. Label the various par- cels with the names of the landowners by referring to the geographi- cal index. E. Property lines are to be outlined on the back or reverse side of the USGS map with 1/8" wide solid or dashed black tape. Property lines are already shown on the county maps with light lines. There- fore, trace the property lines onto the USGS map from the county map. Where adjacent parcels are owned by the same person (s) , mark the property line with dashed tape. Where ownership changes, mark the property line with solid tape. F . Each parcel is to be labeled with the name of the property owner, the parcel number, and the acreage . Compile a list with this in- formation for the secretary to type up onto mylar tape. G. Do a title block like the one shown on a sample map. Be sure to burnish the press-on lettering. The tape for the north arrow and border must be applied on the back of the map.* H. Along the edges of the USGS map, plot and label the coordinates of the grid system shown on the county map. *A standard stick-on or press-on title block may have been made. Then, it is only necessary to label the number of the map and the date pre- pared in the space provided. THE­f4--IDPENINSULA REGIONAL PARK ISTRICT CON"3MING APPROVAL OF STIPULI 'i FOR , ENr. OF JUDGMENT AND AUTHORIZ. COUNSEL ti.Ltachment C SUGGESTED PROJECTS FOR VOLUNTEERS AND INTERNS The following is a preliminary list of projects for volunteers and interns. Detailed project descriptions will be developed for each of these so that the volunteer or intern is fully knowledgeable about the work expected and the time commitment. In each case the volunteers and interns will be assisting District staff. 1 . Litter clean-up. 2. Natural resource inventories. 3 . Development of environmental education programs. 4 . Craftsmanship projects (e.g. , signs) . 5. Assistance in the development of informational brochure about the District's sites. These brochures would include informa- tion about the history, ecology, and use and management plans for each particular site. 6. Conduct photographic surveys. 7 . Drafting and mapping. 8. Trails work. This would include planning, construction and maintenance . 9. Conduct public opinion surveys. 10 . Boundary determination.