HomeMy Public PortalAbout20190409 - Agenda Packet - Board of Directors (BOD) - 19-09
SPECIAL MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
La Honda Elementary School
450 Sears Ranch Rd.
La Honda, CA 94020
Tuesday, April 9, 2019
Special Meeting starts at 6:30 PM*
A G E N D A
6:30 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ROLL CALL
1. Formation of the La Honda Public Access Working Group (R-19-39)
Staff Contact: Tina Hugg, PLA, ASLA, Senior Planner, Planning Department
General Manager’s Recommendation:
1. Reconfirm and approve the goals and objectives for the La Honda Parking and Trailhead
Access Feasibility Study project.
2. Direct the formation of the La Honda Public Access Working Group.
3. Approve the La Honda Area Community Representative application form and area map that
will be presented at an informational meeting in La Honda on May 2, 2019.
4. Approve the proposed criteria and process for selecting La Honda Area Community
Representative applicants for interviews.
5. Authorize the Board President to appoint two Directors, not serving on the 2019 Planning
and Natural Resources Committee, to serve on the La Honda Public Access Working Group.
6. Authorize each Board Director to submit the name(s) of selected stakeholder(s) for inclusion
in and appointment to the La Honda Public Access Working Group by May 7, 2019.
ADJOURNMENT
*Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order.
In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting,
please contact the District Clerk at (650) 691-1200. Notification 48 hours prior to the meeting will enable the
District to make reasonable arrangements to ensure accessibility to this meeting.
Written materials relating to an item on this Agenda that are considered to be a public record and are distributed
to Board members less than 72 hours prior to the meeting, will be available for public inspection at the District’s
Administrative Office located at 330 Distel Circle, Los Altos, California 94022.
Meeting 19-09
Rev. 1/3/19
CERTIFICATION OF POSTING OF AGENDA
I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that
the foregoing agenda for the special meeting of the MROSD Board of Directors was posted and available for
review on April 4, 2019, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California,
94022. The agenda and any additional written materials are also available on the District’s web site at
http://www.openspace.org.
Jennifer Woodworth, MMC
District Clerk
Rev. 1/3/18
R-19-39
Meeting 19-09
April 9, 2019
AGENDA ITEM 1
AGENDA ITEM
Formation of the La Honda Public Access Working Group
GENERAL MANAGER’S RECOMMENDATIONS
1. Reconfirm and approve the goals and objectives for the La Honda Parking and Trailhead
Access Feasibility Study project.
2. Direct the formation of the La Honda Public Access Working Group.
3. Approve the La Honda Area Community Representative application form and area map that
will be presented at an informational meeting in La Honda on May 2, 2019.
4. Approve the proposed criteria and process for selecting La Honda Area Community
Representative applicants for interviews.
5. Authorize the Board President to appoint two Directors, not serving on the 2019 Planning
and Natural Resources Committee, to serve on the La Honda Public Access Working Group.
6. Authorize each Board Director to submit the name(s) of selected stakeholder(s) for inclusion
in and appointment to the La Honda Public Access Working Group by May 7, 2019.
SUMMARY
At the June 12, 2018 special meeting on the Red Barn Public Access Site Plan (R-18-64), the
Midpeninsula Regional Open Space District (District) Board of Directors (Board) passed two
motions directing the General Manager to (1) put the project on hold to evaluate alternative
parking options for consistency with the project goals and objectives, and (2) “return to the
Board with information regarding options for establishing a citizen advisory committee
consisting of Board members and residents of the La Honda area”. The Board members also
expressed an interest in including broad, constituent perspectives in the citizen committee
discussions.
Since June 2018, staff researched and contacted sister agencies, including San Mateo County
Parks, Santa Clara Valley Open Space Authority, and East Bay Regional Park District, to learn
about their respective advisory committees. Based on District goals, best practices, project needs,
and the Board’s desire to represent local and District-wide perspectives, the General Manager
recommends forming a new 13-member La Honda Public Access Working Group (Working
Group) with the following composition:
R-19-39 Page 2
• Two Board Directors;
• Three community members representing the La Honda area (Attachments 2, 3);
• Two stakeholders selected by the Director of Ward 6 (ward where project is located); and
• One stakeholder selected by each Director of Wards 1, 2, 3, 4, 5, and 7, for a total of six.
If approved, the La Honda Public Access Working Group would be established in summer 2019.
DISCUSSION
Purpose and Charge
The Working Group would work directly with District staff on the La Honda Parking and
Trailhead Access Feasibility Study project to understand the project goals, constraints,
challenges, and consider and evaluate parking location/trailhead access options that meet the
Board-approved project goals and objectives. The General Manager recommends the Board
confirm the La Honda Parking and Trailhead Access Feasibility Study project goals and
objectives, which are adapted from the Red Barn project (Attachment 1).
The Working Group would represent Board, community, and stakeholder interests and values to
provide balanced feedback to inform the project. The Working Group would also provide a
forum for Board members to engage in interactive dialogue with working group members.
The Working Group would closely follow the parking and trailhead access feasibility process,
make suggestions to the District project team, and provide feedback to the Planning and Natural
Resources Committee (PNR). PNR, as the advisory body to the Board, would make
recommendations to the full Board, with the Board making the final policy decisions informed
by input from both the Working Group and PNR (Attachment 2).
Composition, Representation, and Appointment
The table below details the recommended Working Group composition, representation, and
appointment process.
Composition Representation and Appointment
Board Directors (2) Represent policy interests of the Board. Appointed by the Board
President. Excludes Directors currently serving on PNR.
La Honda area
community
representatives (3)
Represent local community interests and local perspectives. May
include residents of the Town of La Honda, residents of neighborhoods
with main access points onto Highway 84 from the east side of Highway
1 to the west side of Highway 35, and neighbors within 300 feet of the
Preserve boundary (Attachment 3). Recruited through an application
process. Selected and appointed by the full Board (see details below).
Ward 6
stakeholders (2)*
Represent more localized Ward 6 interests and perspectives. Appointed
by the Director of Ward 6.
Wards 1, 2, 3, 4, 5,
& 7 stakeholders (1
each)*
Represent the regional interests and perspectives of each Ward. One
stakeholder appointed by each Director of Wards 1, 2, 3, 4, 5, and 7.
* The stakeholders selected by Directors may be residents of the ward and/or represent regional
stakeholder interests (e.g. hiking, bicycling, or equestrian uses, and/or education, conservation, recreation,
agriculture, or multi-generational access). Directors may individually identify the appointments or seek
District assistance in identifying a short list of names to consider for the appointment.
R-19-39 Page 3
Selection and Appointment of the three La Honda Area Community Representatives
The District will recruit La Honda area community representatives through an open application
process (Attachment 3). Following the application review process, the Board would conduct
interviews with candidates and appoint three to the Working Group. For each application, staff
would prepare a cover sheet using the Application Review Criteria form (Attachment 5).
Depending on the number of applications, the General Manager recommends two options for
selecting applicants to interview.
Option 1:
If the District receives less than 15 applications, the full Board would review all
applications and interview all applicants.
Option 2:
If the District receives 15 or more applications:
a) Each Board Director would review the applications and select his or her top seven
applicants, with the aggregate top seven applicants invited for an interview with the
full Board.
or
b) The full Board approves formation of an Ad Hoc Committee to review the
applications and select the applicants to invite for an interview with the full Board.
The goal is that the three La Honda area community representatives would ideally reside in the
Town of La Honda or in relative proximity to the Preserve or the Highway 84 corridor as
depicted in the La Honda Community Representative Area map (Attachment 4). They would also
ideally represent one or more of the following interests: preserve user groups (hiking, mountain
biking, equestrian, dog walker), education, agriculture, and conservation. The Board retains the
discretion to select representatives outside the map area depicted in Attachment 4.
Working Group Duration
The General Manager recommends setting the term of the Working Group to match the duration
of the La Honda Parking and Trailhead Access Feasibility Study project up to a final Board
decision on the selection of the parking and/or trailhead access option(s) to move forward into
conceptual design. This work is expected to last approximately 12 to 18 months.
Staff Support
Staff from the Planning Department and General Manager’s Office will have primary
responsibility for supporting the Working Group.
Purpose and Charge, Ground Rules and Operating Guidelines
Following appointment, the Working Group would attend a kickoff meeting to review purpose
and charge, ground rules and operating guidelines, the Preserve and project history, select the
Chair and Vice-Chair, project schedule, and other project logistics (Attachment 6).
Working Group Meetings
The Working Group would meet at specific milestones or deliverables as determined by the
project schedule, which is under development. Meetings would be held on site, at the District’s
R-19-39 Page 4
administrative office, at a facility in La Honda, or in the field as deemed appropriate. Meetings
would be open to members of the public, though site tours may have size constraints and require
prior reservations.
Future Considerations
The Working Group gives the District an opportunity to evaluate the possibility of creating a
standing citizens advisory committee or similar focused working group for other complex
projects. As a pilot, the Working Group would allow the District to explore the function,
structure, and benefits of incorporating a similar type of citizens working group into the
District’s project delivery processes when appropriate.
FISCAL IMPACT
The recommended action has no immediate fiscal impact. There are minimal costs associated
with initiating the Working Group, including meeting costs as well as postage and mailing for
recruitment efforts. Staff time is needed to support the ongoing coordination, public noticing and
meetings with the Working Group. Costs are not eligible for Measure AA reimbursement.
BOARD COMMITTEE REVIEW
This item was not previously reviewed by a Board Committee, due to full Board interest in the
Working Group formation and process.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. Additional notice was provided to the
La Honda Creek Open Space Preserve (Preserve) grazing tenants, neighbors living adjacent to
the Preserve, and parties interested in the Preserve, the Red Barn, and the La Honda Creek
Master Plan.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
Pending Board approval, each Director will select their respective stakeholder(s) and forward
their selection to the District Clerk by May 7, 2019. The District will proceed with the
recruitment process to receive applications of interest for appointment to one of three seats
representing the La Honda local community.
R-19-39 Page 5
Tentative Schedule
Date Location Task/Milestone
April 9, 2019* La Honda
Elementary
School
Board discusses and provides input on the proposed
formation of the Working Group. Public input
received. Board considers the formation of the
Working Group. If additional time were needed, the
item would continue to the April 24, 2019 meeting that
will be held at the District Administrative Office.
May 2, 2019 La Honda
Elementary
School
Community meeting at La Honda Elementary School
to provide information on the Working Group and La
Honda local community representative recruitment
process.
By May 7, 2019 N/A Each Director selects their respective stakeholder(s) by
submitting their selection to the District Clerk.
May 20, 2019 N/A La Honda community representative applications due.
Week of June
10, 2019
N/A Applicants contacted regarding interviews.
June 19, 2019 330 Distel
Circle, Los Altos
Board holds interviews of La Honda community
representative applicants at a Special Board meeting.
June 26, 2019 330 Distel
Circle, Los Altos
Board appoints all stakeholders at a regular Board
meeting.
August 2019
(anticipated)
N/A Working Group begins. Work on the project is targeted
to last through August 2020.
* Note that dates following the April 9, 2019 Board meeting are tentative and subject to change
pending Board direction.
Attachments
1. La Honda Parking and Trailhead Access Feasibility Study Goals and Objectives
2. Process flowchart
3. Draft La Honda Community Representative Application form
4. Draft La Honda Community Representative Area map
5. Draft La Honda Community Representative Application Review Criteria
6. Draft Purpose and Charge, Ground Rules, and Operating Guidelines
Responsible Department Head:
Jane Mark, AICP, Planning Department
Prepared by:
Tina Hugg, PLA, ASLA, Senior Planner, Planning
Contact person:
Tina Hugg, PLA, ASLA, Senior Planner, Planning
Attachment 1
La Honda Parking and Trailhead Access Feasibility Study
Goals and Objectives
Pending Board approval, the following goals and objectives adapted from the Red Barn Public
Access project (presented May 9, 2018 and June 12, 2018) will serve as the same goals and
objectives for the La Honda Parking and Trailhead Access Feasibility Study project:
• Establish new public access in the central portion of La Honda Creek Open Space
Preserve
• Design elements to reflect the rural character of the site and the Red Barn
• Provide safe public access
• Balance public access with grazing activities
• Include amenities that facilitate environmental education
• Protect scenic views of and from the site
The La Honda Public Access Working Group will meet its Board-directed purpose and charge
consistent with these Board-approved goals and objectives.
Workflow of the La Honda Public Access Working Group
Attachment 2
Special Board Meeting April 9, 2019
PNR may return item to WG for
additional information or input
Board may return item to PNR for further analysis or to
WG for additional information or input
La Honda
Public Access
Working Group
(WG)
Make suggestions to
project team and
provide input to PNR
Planning and
Natural
Resources
Committee (PNR)
Make
recommendations
to the Board
Board of
Directors
Make final
policy decisionsProject
brought
to WG
for input
WG
input in
memo
WG and
PNR
input in
Board
report
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Attachment 3
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
LA HONDA PUBLIC ACCESS WORKING GROUP
LA HONDA AREA COMMUNITY REPRESENTATIVE APPLICATION
(DUE MAY 20, 2019)
Please print or type. To apply online, please visit openspace.org/LHWG.
Applicants residing within or adjacent to the area along Highway 84 and the Preserve may be prioritized
(see La Honda Community Representative Area Map on the above web site).
Why do you want to serve on the La Honda Public Access Working Group?
As a public agency, Midpen strives for inclusivity in our public input processes. Please tell us
about your open space interests and participation in community groups or organizations.
(check all that apply)
□ Hiking □ Equestrian □ Mountain Biking
□ Education □ Conservation □ Agriculture
□ Local resident □ Other (please specify) _________________________________
Please list any groups you are involved with and your level of participation.
(Example: Sierra Club – member and hike participant, La Honda Educational Foundation – volunteer,
Silicon Valley Mountain Bikers – member).
What experience, qualifications, expertise or specialized knowledge do you bring to the Working
Group?
If you have served on other working groups, committees or advisory boards/commissions, please
list and briefly describe your role:
How often do you visit Midpen preserves?
□ Daily □ Weekly □ Monthly □ Other (please specify)________________________
Which open space preserves do you visit and why?
Do you currently visit La Honda Creek Open Space Preserve? □ Yes □ No
How would opening new areas in the La Honda Creek Preserve change your use or visitation?
Please provide two references including name, address, phone number, and relationship:
How did you hear about this recruitment? Check all that applies.
□ Midpen website □ Social media □ Family member or friend
□ Flyer □ Midpen e-mail □ Work
□ Midpen mailing
□ Community bulletin □ Other (please specify)_________________
By submitting and signing this application, I acknowledge that I have sufficient time to devote to this
responsibility and plan to attend the scheduled meetings if I am appointed to fill a spot on the Public
Access Working Group.
Name:
Signature:
Occupation:
Street
Address:
Mailing
Address (if
different
from Street)
City: Zip Code:
Phone No.: Email Address:
Thank you for your interest in the La Honda Public Access Working Group. We appreciate your interest in
the District and the Preserve.
Please submit your application by email or mail to: La Honda Public Access Working Group
c/o Jennifer Woodworth, District Clerk
330 Distel Circle
Los Altos, CA 94022
(650) 691-1200
clerk@openspace.org
Or apply online at openspace.org/LHWG.
S A M M C D O N A L D
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Attachment 5
La Honda Public Access Working Group
Community Representative Application Review Criteria
Criteria Yes/No Notes
Resident of the La Honda
community representative
area and/or able to represent
local community interests
Desire for serving on the
Working Group
Alignment with District
mission
Breadth of interests and
participation in outside
groups
Experience, qualifications,
expertise, specialized
knowledge
Experience serving in other
committees, commissions,
advisory boards, etc.
Visitation levels and
understanding of District
Preserves
Awareness of the District
Familiarity with La Honda
Creek Open Space Preserve
Alignment of future
goals/expectations for
visiting La Honda Creek
Open Space Preserve
Attachment 6
La Honda Public Access Working Group
Purpose and Charge
Ground Rules
Operating Guidelines
Purpose and Charge
The La Honda Public Access Working Group (Working Group, WG) will work directly with the
District project team on the La Honda Parking and Trailhead Access Feasibility Study to
evaluate and submit feedback on viable parking and trailhead access options to expand
accessibility to the central area of La Honda Creek Open Preserve, consistent with the Board-
approved project goals and objectives. Feedback from the Working Group will inform the
options that the Planning and Natural Resources Committee (PNR) reviews, and the
recommendations that the PNR forwards to the full Board of Directors for their review and
consideration.
Ground Rules
Working Groups members shall honor the following ground rules to ensure open and productive
discussions:
1. Represent stakeholder perspectives. WG members represent and will actively voice the
interests and concerns of their respective community and/or stakeholder groups.
2. Attend all scheduled meetings. WG members shall strive to attend each scheduled
meeting. WG members who cannot attend a meeting shall call the WG Chair or District
staff liaison prior to the meeting. Three consecutive absences indicates an inability to
serve and may result in removal and/or replacement from the WG by the Board of
Directors.
3. Attend all scheduled site visits. Site visits are key to understanding the Preserve’s suite
of opportunities and constraints with regard to providing parking and trailhead access.
WG members shall strive to attend each site visit.
4. Participate in meeting discussions. WG members will read each packet of meeting
documents before the scheduled meeting and come prepared to engage in discussions.
5. Keep an open mind and be respectful. WG members will keep an open mind and
remain respectful of the opinions expressed by fellow WG members, the public, and
information presented by the District project team.
6. Work together towards solutions. WG members will hold each other accountable to
work together towards solutions for the project that meet the Board-approved project
goals and objectives.
7. Be a liaison to the public. WG members will be available to hear from and discuss
interests and concerns about the project with members of the public. WG members will
remain alert to issues, problems, and needs expressed by the public, neighbors, and
special interest groups and will raise these to the WG. WG members will also strive to
keep their communities informed of the work and progress of the WG.
8. Provide feedback to the District’s Planning and Natural Resources Committee
(PNR) through the Chair. The Chair of the WG will present feedback from the WG to
the PNR. Consensus is not a requirement. The Chair will present differing views if
consensus is not reached.
9. Provide opportunities during meetings for members of the public in attendance to
address the WG. WG meetings and site tours will be open to the public. WG members
will remain open to hear from the public about the project.
Operating Procedures
• The purpose and charge of the WG shall be noted at each meeting to remind members
and the public in attendance of the role and purpose of the WG.
• At the first meeting, the WG shall review, add as necessary, and adopt the ground rules.
• The WG shall select a Chair and Vice-Chair at the first meeting who will be responsible
for presenting feedback from the WG to the PNR about the project.
• The WG will meet multiple times over the course of approximately 12 to 18 months.
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