HomeMy Public PortalAbout19810204 - Agendas Packet - Board of Directors (BOD) - 81-03 Meeting 81-3
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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
February 4 , 1981 7 :00 P.M. - 10 :00 P.M.
375 Distel Circle , D-1
Los Altos , California
7 :00 - 7 :15 Workshop Introduction - H. Grench
7 :15 - 7 : 45 Open Space Acquisition Program - C. Britton
Negotiations Subprogram
Land Analysis Subprogram
Special Projects Subprogram
7 :45 - 8 :30 Open Space Management Program - S. Sessions
Planning, Design and Development Subprogram
Operation, Maintenance and Volunteer Subprogram
Enterprise Activities Subprogram
8 : 30 - 8 :45 Break
8 :45 - 9 :15 Public Communications and Governmental Liaison
Program - C. MacDonald
Public Participation and Education Subprogram
Public and Private Liaison Subprogram
Media Subprogram
9 :15 - 9 :30 General Management and Program Support - J. Fiddes
9 : 30 - 10 :00 Review and Wrap-up Comments - R. Bishop
For each program and subprogram, staff will review the progress
on 1980-1981 key projects and activities and describe proposed
1981-1982 key projects and activities for inclusion in the
1981-1982 Action Plan. 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-81-13
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MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
MEMORANDUM
January 26, 1981
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 Com-
mittee during the formulation of the preliminary budget for the
1980-1981 fiscal year (see report R-80-30 , dated June 5, 1980) .
In accordance with that format, the first program evaluation work-
shop was held on September 20 , 1980 to review the progress on 1979-
1980 key projects and activities and describe the 1980-1981 kev
projects and activities, and as you recall, the September workshop
followed the guidelines established for the January phase of the
program evaluation format since such reviews had not occurred in
the past.
Discussion: During the February 4 , 1981 Special Meeting, each of
the District' s programs and subprograms will be evaluated separately
as they were at the first program evaluation workshop, and staff
has prepared written summary reports for the various programs and
subprograms. The "January" review, as outlined by the Budget Com-
mittee, includes the following four steps :
1) Staff reviews progress on key objectives and projects
in the current Action Plan. (These key objectives and
projects for 1980-1981 were identified at the September
workshop. )
2) Staff presents key objectives or projects for the .follow
ing fiscal year.
3) Board members discuss staff presentations and give feed-
back to staff on key objectives and projects and on
priorities.
4) Staff incorporates its report and Board' s comments into
the draft Action Plan, including a one or two sentence
priority sumr-ary.
M-81-13 Page Two
In August or September, the second part of the program evaluation
cycle will occur, and, at that time , staff will review progress
on the Action Plan since January with fine tuning of the objectives
and the Action Plan, if required.
The evaluation materials for the various programs and subprograms
to be discussed at the February 4 workshop are attached for your
review. We have attempted to sharpen up the priority statements
somewhat, i.e. , to make them more definite and quantitative, where
appropriate. Since copies of the 1980-1981 Action Plan were dis-
tributed with the materials for the last workshop, they have not
been included in this set of materials in an effort to save a few
trees.
OPEN SPACE ACQUISITION PROGRAM
Negotiations Subprogram
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) .
PROGRESS - During the first half of this fiscal year, $2 ,458 ,000
was spent to purchase open space lands. This expenditure
amounts to 98% of the funds budgeted for this fiscal year in the
new lands acquisition and opportunity purchase budget categories
and means that there will be limited funds available for acqui-
sition activities in the last half of the fiscal year. Of all
land purchases approved, 829 acres were acquired at bargain
prices, representing a savings of approximately $2. 2 million to
the District. All of these purchases secured an additional 1137
acres, bringing the total District holdings to 9260 acres.
2. Expend the previous land commitments backlog.
PROGRESS - The District expended $1.4 million of the $5. 4 million
budgeted so far this fiscal year for three committed .and purchase
projects. These projects were the bargain purchase of Crittenden
Marsh, the settlement of the Peterson acquisition, and the com-
pletion of a joint project with San Mateo County for the Edgewood
State college site. The balance in the committed land purchases
budget category includes the following projects : Hassler, East
Palo Alto Baylands and McNiel properties, Bear Creek Redwoods
State Park and the Los Gatos cooperative project on the Novitiate
property.
3. Work with Peninsula Open Space Trust to enhance the overall open
space goals.
PROGRESS - This fiscal year has included the completion of three
very successful projects with Peninsula Open Space Trust, the
Crittenden Marsh and Windy Hill bargain purchases, and the pur-
chase of the former Dieterich property, which was P.O.S.T. ' s first
charitable remainder trust project. A portion of the funds from
the Windy Hill purchase has made it possible for P.O.S .T. to
purchase the Rancho Raymundo property near the San Francisco
watershed west of Skyline Blvd. at the northerly end of the District.
1981-1982 Key Projects and Activities
1. Convert the budgeted funds in the new lands commitment budget
category into strategic open space lands at desirable prices
(fair market value or less) including, where possible, obtaining
private financing with favorable terms.
2. Expend the previous land commitments backlog.
3. work with Peninsula Open Space Trust to complete at least one
acquisition project that furthers the District' s overall open
space goals.
O. SPACE ACQUISITION PROGR,
Land Analysis Subprogram
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.
PROGRESS - Twenty-seven preliminary title reports have been ordered
for parcels under consideration. The Distri.ct' s part-time legal
intern has researched numerous title problems, legal issues, and
miscellaneous questions, and has written reports based upon the
information collected from the State and local agencies, recorder' s
offices, law libraries, and interviews. Zoning, planning, and
owner information has been accumulated for the parcels acquired
this year.
2. Assemble comparable sales history and incorporate into new
filing system.
PROGRESS - Comparable sales history has been gathered on all of the
parcels acquired, both for background information and in-house
valuation. Chains of title have been completed for three properties.
District-wide comparable sales history has been gathered in three
areas, but has not been completed.
1981-1982 Key Projects and Activities
1. Analyze' in conjunction with open space management programs, parti-
cular geographic areas of the District, such as the baylands, to
develop acquisition recommendations and project costs.
2. Continue gathering current information on areas and projects of
interest, including updating zoning and general. plan information,
and development potential and proposals.
OPEN SPACE ACQUISITION PROGRAM
Special Projects Subprogram
1980-1981 Key Projects and Activities
1. Eliminate the current grant project backlog (see Negotiations
Subprogram) , continue to submit timely grant. applications
for future projects, and follow-up on two existing and any new
applications.
PROGRESS: The District was unsuccessful in obtaining a new Land
and Water Conservation Fund acquisition grant this year, but did
receive the Monte Bello Open Space Preserve development grant.
The SB 174 (Roberti-Z'berg) Edgewood project was completed
($365 , 000) , along with the Land and Water projects for Crittenden
Marsh ($208 , 000) and the Edgewood site ($475 ,000 to the District) .
The 1976 parks bond act Monte Bello acquisition project was also
completed ($814, 000) . The 1980 parks bond act was passed and will
provide approximately $1, 000, 000 in acquisition funds, and addi-
tional SB 174 funds will also be available.
2. Seek and encourage other agencies and groups to undertake sole
or joint acquisition projects which will preserve additional
open space. Specifically, bring the Bear Creek Redwood State
Park joint project to conclusion and initiate at least one
additional joint project with Santa Clara County.
PROGRESS: The County of Santa Clara has completed two important
projects: the addition of 35 acres to the Rancho San Antonio
County Park and the acquisition of the 1100 acre "Lake Ranch"
owned by San Jose Water Works. The cooperative project for the
Edgewood site was completed with San Mateo County. The future
Bear Creek Redwoods State Park now has $3, 000, 000 in committed
funds ($2 , 000, 000-AB 990, $400, 000-County of Santa Clara,
$400, 000-MROSD and $200 , 000-Save The Redwoods League) , largely
due to District efforts. ' No additional joint projects have been
initiated as yet.
1981-1982 Key Projects and Objectives
1. Eliminate the current grant project backlog (see Negotiations
Subprogram), keep abreast of grants available to the District.
Submit a new SB 174 grant project, at least one Land and
Water Conservation Fund acquisition grant request, and a project
for 1980 parks bond act funds.
2. Test the market, and, if possible at favorable terms, market a
new District note issue for land acquisition purposes.
3. Seek and encourage other agencies and groups to undertake sole
or joint acquisition projects, including the completion of the
Bayfront trail in the Moffett-Ames area with Santa Clara County.
Work with the State to secure the balance of the funding necessary
for Bear Creek Redwoods State Park and help them bring the acquisi-
tion project to a conclusion.
OPEN SPACE MANAGEMENT PROGRAM
Planning, Design and Development Subprogram
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 when
approved, leasing the Picchetti and Thornewood properties, and
completing Hassler site preparation in conjunction with the
Open Space Acquisition Program when plans are approved.
PROGRESS - As part of the annual use and management review
process, the four District planning areas scheduled for review
were reviewed. Nine acquisition plans with use and management
recommendations have been prepared so far this fiscal year,
and numerous informal reviews of use and management considerations
in support of the Open Space Acquisition Program have been
accomplished. Except for the parking lot, the Monte Bello
development plan was approved by Palo Alto. The parking lot
has been re-designed and is being processed through San Mateo
County. Lease proposals for Picchetti and Thornewood sites
were solicited and the evaluations are underway. The Hassler
demolition assessment contract was awarded and work is in progress.
2. Continue to coordinate the planning of joint agency park projects
by serving as a liaison between other governmental agencies.
PROGRESS - Liaison took place and continues with other agencies
on projects such as the Bayfront Trail. Staff also participated
in joint planning on projects such as the Slate Creek trail
connection, Bear Creek Redwoods State Park, and Rancho San
Antonio.
3. Resolve site emphasis questions and adopt policy as necessary.
PROGRESS - The Site Emphasis Committee has reported to the
Board of Directors, and a Special Meeting is scheduled for
February 18, 1981 to discuss these matters.
1981-1982 Key Projects and Activities
1. Continue to develop, review, and coordinate the implementation
of Board approved use and management plans, including the
Monte Bello development plan when approved, follow-up on
Picchetti and Thornewood adopted restoration and use plans,
and conclusion of the Hassler demolition project upon acquisition
of the property.
2. Continue the liaison effort,' in conjunction with the Open Space
Acquisition Program where appropriate, for the planning of
multi-jurisdictional projects, involving other agencies and
non-profit groups. Obtain commitments from other agencies
for the Bayfront Trail alignment.
3. Perform comprehensive use and development planning consistent
with .adopted site emphasis policy.
4. Review and revise as appropriate all land management policies
and present in a coherent reference form.
OPEN SPACE MANAGEMENT PROGRAM
Operations, Maintenance and Volunteer Subprogram
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.
PROGRESS - The District continues to maintain an active training
program toinsure staff has knowledge of current techniques
and methods. Some 320 hours of continuing training has been
provided this fiscal year for an average of 46 hours per ranger.
Two fires and a rescue of a lost juvenile were the major in-
cidents involving field staff on District property. All in-
cidents were adequately handled. Eighty-nine citations and
about 200 written warnings were issued over the last six months
to individuals violating District ordinances. The field staff
has assumed management of acquired lands, including Windy Hill,
and patrols Rancho San Antonio County Park by agreement with
Santa Clara County. A long-range organizational structure is
being prepared.
2. Continue to implement approved site use and management plans
and recommendations , including specific plans such as the Monte
Bello fire management plan. Begin to prepare a comprehensive
maintenance and operations plan for District preserves.
PROGRESS - Use and management plan recommendations and specific
plans are being implemented, although the staff has completed
650 of the work scheduled to be done by this date. The Monte
Bello fire management plan was approved, and staff has pre-
pared for implementation. The comprehensive maintenance and
operations plan has not yet been prepared, but is dependent
upon the site emphasis policy question being resolved.
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 develop-
ment of a docent program for the Monte Bello Open Space Preserve.
PROGRESS - The docent program has had continued success. Regu-
larly scheduled tours and special programs, such as the wild-
flower walks, were conducted or scheduled and accomodated
approximately 400 people. Additional on-going monthly training
has kept docents knowledgeable about District goals and ob-
jectives. Eleven new docents were "graduated" after they each
had received 66 hours of training. An interpretive program has
been implemented for the Rancho San Antonio Open Space Preserve,
and a similar program -for the Monte Bello Open Space Preserve
is being prepared.
1981-1982 Key Projects and Activities
1. Continue to provide a responsible level of stewardship of
District lands, including adoption and implementation, as
approved, of a long range organizational structure.
2. Continue to implement approved site use and management plan
recommendations as scheduled. Prepare a comprehensive main-
tenance and operations plan for District preserves , including
formalization of the District' s preventative maintenance program.
3. Continue to conduct a docent interpretive program, focusing on
meeting increasing user needs and program demands, using Los
Trancos Open Space Preserve, Rancho San Antonio Open Space
Preserve, and Monte Bello Open Space Preserve. Conduct an
Edgewood spring wildflower walk, if feasible.
OPEN SPACE MANAGEMENT PROGRAM
Enterprise Activities Subprogram
1980-1981 Key Projects and Activities
1. Continue to administer existing leases and rental accounts.
PROGRESS - Enterprise accounts consisting of six rentals with
monthly revenue averaging $2064 , plus five leases providing
approximately $3200 in annual revenue ,were maintained.
2. Monitor staff time as well as out-of-pocket costs required
to administer and maintain enterprise activities.
PROGRESS- A cost accounting system has been implemented to
monitor staff time and out-of-pocket costs. The information
will be useful during the preparation of the 1981-1982 budget.
1981-1982 Key Projects and Activities
1. Continue to administer leases and rental accounts in such a
way as to maximize income from enterprise accounts consistent
with use policies.
2. Prepare a cost/benefit grazing study.
3. Prepare a revenue-producing study for District resources,
evaluating previous studies, economic tradeoffs, and District
policy guidelines.
PUBLIC COMMUNICATIONS/GOVERNMENTAL LIAISON PROGRAM
Public Participation and Education Subprogram
1980-1981 Key Projects and Activities
1. Continue printing and distributing the Openspace newsletter.
Issue updated version of fact sheet as needed. Conduct tele-
phone survey and incorporate findings in planning of future
publications.
PROGRESS - The fourth issue of Openspace was printed and
distributed in the fall and a fifth issue is being planned
for mailing sometime in late March. An updated fact sheet
is being prepared for mailing with newsletter #5. The tele-
phone survey that was planned as a follow-up to newsletter
#4 did not take place due to the lack of volunteer help, but
is being planned as a follow-up to newsletter #5..
2. Broaden the program of presentations with emphasis on schedul-
ing talks to councils, planning commissions , park and recrea-
tion commissions, etc. Find new sources of "people power" to
create new slide shows and display materials. Make effort to
determine which kinds of presentations or displays are the
most effective.
PROGRESS - The public communications staff has scheduled and/or
participated in twelve presentations or displays since July 1.
Two of these presentations were for the Sunnyvale Parks and
Recreation Commission, two were for community groups, two were
for classes at San Jose State University, and four were for
environmental organizations. District displays were set up
at the San Mateo County Office building and at the Los Altos
Energy Conservation Fair. First steps in scheduling presenta-
tions to city councils, planning commissions, park and recrea-
tion commissions, etc. were taken with a letter asking for the
Board members' input.
Two new slide shows focusing on hiking and wildflowers and an
updated display map have been created since last July.. An e
important source of "people power" was found among our docents,
who helped to produce the new wildflower slide show. Efforts
to determine the most effective kinds of presentations or dis-
plays have consisted mostly of paying attention to the kinds
of requests we receive and the kinds of questions we hear at
our presentations. The new hiking and wildflower slide shows
are responses to this kind of input.
1981-1982 Key Projects and Activities
1. Continue printing and distributing Openspace newsletter,
using information from phone survey as a guide to content
and distribution.
2. Continue program of public presentations and displays with
emphasis on helping Board members schedule talks to city
councils, planning commissions , park and recreation commis-
sions, etc. Continue working with docents on new slide
shows and display materials. Continue efforts to evaluate
the most effective kinds of presentations or displays.
3. Begin planning for the District' s Tenth Anniversary Celebration
in November 1982.
PUBLIC COMMUNICATIONS/GOVERNMENTAL LIAISON PROGRAM
Media Subprogram
1980-1981 Key Projects and Activities
1. Continue regular communications with the press.
PROGRESS - Regular communications with the press have been
maintained through news releases, telephone calls , and
personal contact with reporters, editors, and freelance writers.
The District is currently receiving a great deal of press
coverage. Over the past three months, 93 articles about the
District have appeared in regional newspapers. Thirty of these
were "features" with photos . or four or more columns of text.
2. Develop contacts with radio and television stations.
PROGRESS - Radio and television contacts have been established
with KPIX (Channel. 5) , KNTV (Channel 11) , KXRX radio, KGO
radio, and KFJC radio at Foothill College. in each case , the
initial contacts were made by the radio or TV stations as a
result of newspaper stories or press releases about the District,
District Board and staff members have appeared on Channels 5 and
11 and on KFJC radio.
The possibility of a short film about the District suitable for
TV is being explored by a Stanford student: as part of the 7�ction
Research Liaison Office program.
3. Set policy guidelines for radio-.TV publicity efforts
PROGRESS - The creation of radio-TV "policy guidclines" may
turn out to be a case of trying to stuff a cat back into the
bag, since the District is already receiving coverage on radio
and TV. Formal guidelines should emerge from the site emphasis
policy questions the Board is considering.
1981-1982 Key Projects and Activities
1. Continue regular con-ffauncations with the media in accordance
with the District ' s Basic Policy relating to open infori-iiation
and cooperation.
2. Develop and implement procedures for publicizing ,,;elected
District sites in accordance with site emphasis policy guidelines.
PUBLIC COMMUNICATIONS/GOVERNMENTAL LIAISON PROGRAM
Private and Public Liaison Subprogram
1980-1981 Key Projects and Activities
1. Accomplish priority items in District' s Legislative Program
utilizing services of Legislative Consultant.
PROGRESS - The District' s initial 1980-81 Legislative Program
was adopted on December 30, 1980 and implementation has begun.
2. Communicate with San Mateo County elected officials regarding
land use questions of mutual importance.
PROGRESS - Action has been taken by San Mateo County assuring
conformity of acquisition of open space with the General Plan.
Although the District is not receiving specific development
plans, staff expects to be getting advance notification by the
end of the fiscal year.
1981-1982 Key Projects and Activities
1. Accomplish priority items for fiscal year in District' s
Legislative Program utilizing services of Legislative Consultant.
2. Communicate with San Mateo County elected officials regarding
private development proposals, proposed rezonings, trail dedi-
cation ordinances , and enhanced protection of the Skyline
scenic corridor.
GENERAL MANAGEMENT AND PROGRAM SUPPORT
1980 - 1981 Key Projects and Activities
1. Provide necessary interpretation, coordination, direction, and
administrative base for District' s programs in order to carry out
Board policies, Action Plan, and specific actions according to
written and unwritten Board priorities.
PROGRESS - Progress has been good, as judged by the results in
each program area. Lack of a full staff complement in Open Space
Management and that section' s heavy workload have made it diffi-
cult to complete some projects. As a result of the Board's action
to be more specific in defining priorities and making directives
at Board meetings, staff has been better able to give priority
to its work.
2. Forecast future revenues and develop strategies to provide neces-
sary funding to carry out the Board' s programs and priorities.
PROGRESS - The Controller has made various cash flow forecasts,
and his investment of temporary idle District funds has been
successful (average yield on District' s portfolio of direct in-
vestments was 15. 5% for the first 6� months of the fiscal year) .
Priorities for the 1981 Legislative Program have been laid out
and funding is the #1 priority. During the first half of the
fiscal year, the District ' s financial tax revenue share was pro-
tected, and State funds (AB 990) were committed for an important
project.
3. Complete implementation of recommendations contained in Foss'
personnel study.
PROGRESS - It is planned for appropriate action to have been taken
on the -foss recommendations by May 1981. To date, the proposed
benefit plan has been research and is ready for consideration.
The revised rules and regulations have been drafted and are being
reviewed. All employee class specifications should be completed
by mid-February. The 1981 salary and benefit survey will be con-
ducted in the spring in line with 1981-1982 budget preparation.
4. Enhance communication between office and field staff.
PROGRESS - There appears to have been more office/field staff
interaction during the fiscal year than previously. Social activ-
ities that have brought the staff together include a staff/family
picnic at Cuesta Park, staff on-site picnics, the Christmas party,
and "impromptu gourmet" lunches. Joint office-field staff meetings
have been initiated. The first such meeting (held at main office
included review of District ' s goals and its land acquisition pro-
gram, and the second meeting (to be held in February at the Ranger
office) will focus on the Rangers' views of the District and what
is involved in their jobs.
5. Continue to promote an atmosphere conducive to generating a
creative team effort.
PROGRESS - Items 1 and 4 are examples of ways to produce creative
team effort atmoshere. Management and administrative staff meet
on a regular basis to review regular activity and work together
on District projects (preparation for this workshop is an example) .
Entire staff has met to review District' s goals and land acqui-
sition program and this kind of interchange of information will
continue. The Open Space Acquisition staff has gathered outside
the office for the purpose of discussing work and acquisition
projects in progress. The management/administrative staff and
the Open Space Management staff have talked about a work retreat,
but neither group has been able to formalize any concrete plans.
1981 - 1982 Key Projects and Activities
1. Provide necessary interpretation, coordination, direction, and
administrative base, including on-going review an(1 uL_-)dating -
of personnel-related matters, for District ' s staff and programs
in order to carry out Board policies , Action PIan'. and specific
actions according to written and uni�,ritten 13o"-Ird priorities.
2. Forecast future revenues and develop strategies to provide nec('-s-
sary funding to carry out the Board ' s programs and priorities.
3. Analyze District' s population distribution and redistrict by
Board as necessary.
4. Continue to promote an atmosphere conducive to generating a
creative team effort, including at least one staff N,.,orks1_iop/retreat.