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HomeMy Public PortalAbout19810204 - Agendas Packet - Board of Directors (BOD) - 81-03 Meeting 81-3 ioe 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 4Nii1 % $► �i 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.