HomeMy Public PortalAbout19800920 - Agendas Packet - Board of Directors (BOD) - 80-20 Meeting 80-20
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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
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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.