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HomeMy Public PortalAbout19800920 - Agendas Packet - Board of Directors (BOD) - 80-20 Meeting 80-20 IV oe w. MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 375 DISTEL CIRCLE,SUITE D-1, LOS ALTOS,CALIFORNIA 94022 (415) 965-4717 Special Meeting Board of Directors PROGRAM EVALUATION WORKSHOP A G E N D A September 20 , 1980 9 :00 A.M. - 12 :00 P.M. 375 Distel Circle, D-1 Los Altos , California 8 :45 - 9 : 00 Coffee and Conversation 9 :00 - 9:15 Workshop Introduction 9:15 - 9:45 Open Space Acquisition Program Negotiations Subprogram Land Analysis Subprogram Special Projects Subprogram 9 :45 - 10 : 30 Open Space Management Program Planning, Design and Development Subprogram Operation . Maintenance and Volunteer Subprogram Enterprise Activities Subprogram 10 :30 - 10 :45 Break 10 :45 - 11 :15 Public Communications and Governmental Liaison Program Public Participation and Education Subprogram Public and Private Liaison Subprogram Media Subprogram 11:15 - 11 :30 General Management and Program Support 11:30 - 12 :00 Review and Wrap-up Comments For each program and subprogram, staff will review the progress on 1979-1980 key projects and activities and describe the 1980-1981 key projects and activities. The members of the Board will then discuss the presentation and give feedback to staff on staff' s or other key projects and activities. Herbert A.Grench,General Manager Board of Directors:Katherine Duffy,Barbara Green,Nonette G.Hanko,Richard S.Bishop,Edward G.Shelley,Harry A.Turner,Daniel G.Wendin M-80-66 0 lmw MIDPENINSULA REGIONAL OPEN SPACE DISTRICT MEMORANDUM September 16, 1980 TO: Board of Directors FROM: H. Grench, General Manager SUBJECT: Program Evaluation Workshop Introduction: At your meeting of June 11, 1980, you adopted in concept the program evaluation format prepared by the Budget Committee during the formulation of the preliminary budget for the 1980-1981 fiscal year. The format, as outlined in the Budget Committee' s report R-80-30, dated June 5, 1980 , called for each program and subprogram to be evaluated separately and for written summary reports to be provided by staff. In summary, the January review included four steps : 1) Staff reviews progress on key objectives and projects in the current Action Plan. 2) Staff presents key objectives or projects for the following fiscal year. 3) Board members discuss staff presentations and give feedback to staff on key objectives and projects and on priorities. 4) Staff incorporates its reports and Board's comments into the draft Action Plan, including a one or two sentence priority summary. The August/September review called for staff to review progress on the Action Plan since January, with fine tuning of the objectives and Action Plan if required. Since this would be the initial year for this type of program evaluation format, you decided that the evaluation be done in a workshop setting and that the January process be performed for the first time in August or September, with a review of key objectives and projects in the 1979-1980 Action Plan. Discussion: The evaluation materials for the various programs and sub-programs to be discussed at the Program Evaluation Workshop on Saturday, September 20, 1980, are attached for your review prior to the workshop. In addition, copies of the 1979-1980 and 1980-1981 Action Plans are included in your workshop materials for reference. OPEN SPACE ACQUISITION PROGRAM Negotiations Subprogram 1979-1980 Key Projects and Activities 1 Convert the budgeted funds in the new land commitments category into strategic open space lands at desirable prices (fair market value or less) . PROGRESS - During this last fiscal year, approximately $2 million was budgeted for new land acquisition; $2,039 ,400 was spent to purchase open space lands, or 101% of the budget. Also,. purchase contracts were approved for an additional $1,543,000, where escrows closed after the end of the fiscal year. of all the purchases approved, 240 acres were purchased at bargain prices, representing a savings of approximately $400, 000 to the District. All of these acquisitions secured an additional 962 acres, bringing the total District holdings to 8,130 acres. 2. Expend the previous land commitments backlog. PROGRESS - The foundation was laid for the expenditure of $1. 8 million in committed land purchases at an actual cost to the District of $1.4, millionfor a savings of $400, 000. The projects include the bargain purchase of Crittenden Marsh, the completion of the Crist acquisition, and approval of a joint project with San Mateo County for the Edgewood State College site. The balance in the committed land purchases category include such projects as: Hassler, Cooley Landing, Peterson and McNiel properties, and Bear Creek Redwoods State Park and the Los Gatos cooperative projects. 3. Work with Peninsula Open Space Trust to enhance the overall open space goals. PROGRESS - This last fiscal year included two very successful projects: the Windy Hill gift and the Crittenden Marsh gift to P.O.S.T. 1980-1981 Key Projects and Activities 1. Convert the budgeted funds in the new lands commitments category into strategic open space lands at desirable prices (fair market value or less) . 2. Expend the previous land commitments backlog. 3. Work with Peninsula Open Space Trust to enhance the overall open space goals. OPEN SPACE ACQUISITION PROGRAM Land Analysis Subprogram 1979 - 1980 Key Projects and Activities 1. In conjunction with Open Space Management program, develop acquisition recommendations and project costs. PROGRESS - As a result of the estimates completed and projects recommended, the land purchases outlined in the Land Negotiations Subprogram were completed. 2. Revamp, update, and complete research files. PROGRESS - The new filing system has been completed and is operational. Where appropriate, title reports have been ordered, and complete current information has been obtained. 1980-1981 Key Projects and Activities 1• Continue information gathering process, order title reports where appropriate, and complete- necessary legal research to keep research filing system up to date. 2. Assemble comparable sales history and incorporate into new filing system. OPEN SPACE ACQUISITION PROGRAM Special Projects Subprogram 1979-1980 Key Projects and Activities 1. Develop multi-year spending plan for land acquisition which optimizes use of cash and borrowed funds to accomplish acqui- sition goals. PROGRESS - A spending program has been developed. 2. Keep abreast of grants available to the District, submit grant applications on a timely basis, and follow-up on grants for which any applications were filed. PROGRESS - The District was unsuccessful this past year in ob- taining any new Land and Water Conservation Fund grants • Some of the reasons include: 1) less funds available, 2) more com- peting grant applications, 3) grant criteria changed to focus on urban areas, and 4) current District unspent acquisition grant funds. However, a District project was included in the State Park Bond Act priority list and in the omnibus park acquisition legislation (AB 990) . A new SB 174 (Roberti-Z'Berg) project was also approved for the Edgewood site. 3. Seek and encourage joint acquisition projects with other agencies and groups which will further stretch District funds. PROGRESS - The joint acquisition of the Edgewood State College site was set in motion. The most significant joint venture was the creation of Bear Creek Redwoods State Park acquisition project with the State of California and the County of Santa Clara. A joint project with Save the Redwoods League and the State for a major trail corridor was initiated this year. 1980-1981 Key Projects and Activities 1. Eliminate the current grant project backlog (see Negotiations Subprogram) and continue to submit timely grant applications for future projects and follow-up on them. 2 . Seek and encourage joint acquisition projects with other agencies and groups which will further stretch District funds. Specifically, bring the Bear Creek Redwoods. State Park joint project to conclusion and initiate at least one additional joint project with Santa Clara County. OPEN SPACE MANAGEMENT PROGRAM Planning, Design and Development Subprogram 1979-1980 Key Proiects and Activities 1. Develop, review, and implement use and management plans and make recommendations for pre-acquisition planning in conjunction with the Open Space Acquisition Program. PROGRESS - Twelve District sites within the ten planning areas were reviewed as part of the annual use and management review process. In addition, 17 pre-acquisition plans with use and management recommendations were prepared, plus numerous informal reviews of use and management considerations in support of the Open Space Acquisition Program. The Wunderlich to Saratoga Gap trails corridor was identified and specific plans for properties such as McNiel and Fine were prepared. The Monte Bello develop- ment plan was prepared, but implementation was delayed by the requirements of the City of Palo Alto planning process . 2. Help coordinate the planning for joint agency park projects, such as Bear Creek Redwoods State Park acquisition, Slate Creek trail connection, Rancho San Antonio County Park, and the multi- jurisdictional Bayfront Trail system. * PROGRESS - Coordination took place and continues on the above noted projects. 3. Prepare a fire management plan for the Monte Bello Open Space Preserve. PROGRESS - Plan completed. 1980-1981 Key Projects and Activities 1. Continue to develop, review and implement Board approved use and management plans, both in conjunction with the Open Space Acquisition Program and the annual review process . This also includes implementing the Monte Bello development plan, leasing the Picchetti and Thornewood properties, and completing Hassler site preparation in conjunction with the Open Space Acquisition Program. 2. Continue to coordinate the planning of joint agency park projects by serving as a liaison between other governmental agencies. 3. Resolve site emphasis questions and adopt policy as necessary. This activity was included in the 1979-1980 General Land Administration Subprogram which was deleted in the 1980-1981 Action Plan so that tasks could be incorporated into other Open Space Management sub- programs. OPEN SPACE MANAGEMENT PROGRAM Operation, Maintenance and Volunteer Subprogram 1979-1980 Key Projects and Activities 1. Provide responsible level of stewardship of District lands and respond to public needs. PROGRESS - The District maintains an active training program to insure that field staff has knowledge of current techniques and methods. Areas of training include Peace Officer training, Advanced Law Enforcement, public safety, fire suppression, defensive devices, interpretive studies, and maintenance and operations procedures. one serious and several minor accidents and one fire occurred on District preserves, and the occurrences were adequately handled. 2. Implement those portions of site use and management plans that can be accomplished by District staff. PROGRESS - Almost all of the use and management plan recommen- dations were implemented. Weather and staffing fluctuations required restructuring of priorities, and efforts are underway to complete delayed projects. 3. Operate a docent interpretive program for the Los Trancos Open Space Preserve and develop programs for other sites . PROGRESS - The docent staff of 40 operated a successful inter- pretive program which included regularly scheduled weekend tours, and a spring wildflower walk program. In addition, docent-led tours were provided for some 80 groups upon request. Twenty new docents were recruited during the year and successfully completed their in-service training program. A special tour of the Fremont Older home was conducted. 1980-1981 Key Projects and Activities 1. Continue to provide a responsible level of stewardship of District lands, including planning for future organizational structure to meet the increasing user needs. 2. Continue to implement approved site use and management plans and recommendations, including specific plans such as the Monte Bello fire management plan. Prepare a comprehensive maintenance and operations plan for District preserves. 3. Continue to operate a docent interpretive program focusing on meeting increasing user needs and program demands . Implement plans for regularly scheduled interpretive walks on Rancho San Antonio Open Space Preserve. Formulate plans for development of a docent program for the Monte Bello Open Space Preserve. OPEN SPACE MANAGEMENT PROGRAM Enterprise Activities Subprogram 1979-1980 Key Projects and Activities 1. Administer existing leases and enterprise accounts. PROGRESS - Six rental accounts and two agricultural leases were maintained with an expenditure of $13,500, returning $34,500 in gross revenue. 2. Prepare a study of possible additional revenue-producing sources. PROGRESS - Study not completed. 1980-1981 Key Projects and Activities 1. Continue to administer existing leases and rental accounts. PUBLIC COMMUNICATIONS/GOVERNMENTAL LIAISON PROGRAM Public Participation and Education Subprogram 1979-1980 Key Projects and Activities 1. Print and distribute fact sheet and newsletter to current and potential "friends of the District" and measure the effective- ness of this effort at appropriate intervals. PROGRESS - Two printings of a fact sheet and three issues of the 02enspace newsletter were distributed during fiscal year 79-80. More than 500 people have asked to be added to the mailing list (which now totals 2120) and 80 readers have chosen to become paid subscribers, contributing a total of $819 between September 1979 and June 30, 1980. 2. Broaden the -program of presentations-displays to reach other public agencies, civic organizations, schools, etc. Expand range of program with new topics, presentation methods, and display materials. PROGRESS - During fiscal year 79-80, Board and staff members made more than a dozen presentations to a wide range of groups including service clubs, planning commissions, high school and college classes. Student volunteers helped produce a new slide show, and new equipment (auto-synch tape recorder) was purchased to allow for new presentation methods. Three portable displays were created and shown at environmental fairs, libraries, schools, and in the lobby of a savings and loan company. 1980-1981 Key Projects and Activities 1. Continue printing and distributing the Openspace newsletter. Issue updated versions of fact sheet as needed. Conduct tele- phone survey and incorporate findings in planning of future publications. 2. Continue program of public presentations and displays, with emphasis on reaching city councils, planning commissions, park and recreation commissions, etc. Find new sources of "people power" to create new slide shows and display materials . PUBLIC COMAViUNICATIONS/GOVERiM�ENTAL LIAISON PROGRAM Public and Private Liaison Subprogram 1979-1980 Key Projects and Activities 1. Accomplish priority items in District's Legislative Program utilizing services of Legislative Consultant. PROGRESS - Every A and B priority legislative item has been accomplished. For example, the Bear Creek Redwoods State Park Project was amended into AB 990, the District-sponsored AB 3299 and SB 1550 were approved, and other relevant legislation was approved, amended, or rejected in the District's interest. 1980-1981 Key Projects and Activities 1. Accomplish priority items in District' s Legislative Program utilizing services of Legislative Consultant. PUBLIC COMMUNICATIONS/GOVERNMENTAL LIAISON PROGRAM Media Subprogram 1979-1980 Key Projects and Activities 1. Maintain regular communications with the press. PROGRESS - Regular communications with the press were maintained throughout FY 79-80 through the distribution of news releases (after each Board meeting and on other occasions as required) , phone calls, and personal contact with reporters, editors, and freelance writers. Feature stories about the District appeared in most of the regional papers as well as in publications such as Sunset magazine and the Sunset Western Campground and Trail Guide. 2. Develop contacts with radio and television stations. PROGRESS - Several radio and television contacts have been developed with resulting coverage from these media. Speci- fically, we had an informational TV spot shown on Channel 11 during "Earth Week 80" . We also gave several taped interviews to KXRX news radio on such subjects as Proposition 1. 1980-1981 Key _Projects and Activities 1. Continue regular communications with the press. 2. Continue developing contacts with radio and TV. Explore possibility of using student volunteer help to produce film for showing on public access cable TV as well as short public service "recognition" spots. GENERAL MANAGEMENT AND PROGRA14 SUPPORT 1979 - 1980 Key Projects and Activities 1. Provide necessary interpretation, coordination, direction and administrative base for District's programs in order to im- plement Board policies, Action Plan, and specific actions according to written (and unwritten) priorities of the Board. . Promote an atmosphere conducive to generating a creative team effort. PROGRESS - Progress good, as judged by the results in each program area. Main problems have been some lack of definition of priorities, unrealistic expectations for the number of projects and tasks that could be accomplished in a relatively short time, and workload disruption when staff vacancy or unexpected flap occurs. Several unique projects have been launched (see other programs for examples) . 2. Forecast future revenues and develop strategies to provide necessary funding to carry out the Board's programs and priorities. PROGRESS - Various cash flow forecasts have been made using different assumptions and scenarios; research was completed on the questions of whether a tax levy was proper for pre-Proposition 13 debt; legislative program was strengthened to enhance Dis- trict's future funding position. 3. Administer personnel functions, particularly adoption and implementation of administrative rules and regulations and review of employee benefits, salary ranges, and job descrip- tions. PROGRESS - Groundwork was laid by District's personnel consultant through his Salary, Fringe Benefit and Personnel Systems Study and his follow-.up Salary Survey Study. Main problem was neces- sary staffing time needed to implement the plan and personnel problems needing immediate attention and resolution. 1980 - 1981 Key Projects and Activities 1. Provide necessary interpretation, coordination, direction, and administrative base for District's programsin order to carry out Board policies, Action Plan, and specific actions according to written and unwritten Board priorities. 2. Forecast future revenues and develop strategies to provide neces- sary funding to carry out the Board's programs and priorities. 3. Complete implementation of recommendations contained in Foss ' personnel study. 4. Enhance communication between office and field staff. 5. Continue to promote an atmosphere conducive to generating a creative team effort.