HomeMy Public PortalAbout20180822 - Agenda Packet - Board of Directors (BOD) - 18-32SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, August 22, 2018
Special Meeting starts at 6:00 PM*
Regular Meeting starts at 7:00 PM*
A G E N D A
6:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – STUDY SESSION
ROLL CALL
1.Draft District-wide Americans with Disabilities Act Self-Evaluation and Transition Plan
Update (R-18-96)
Staff Contact: Whitney Berry, AICP, Planner III, Planning Department and Gretchen Laustsen,
Planner III, Planning Department
General Manager’s Recommendation: Receive a presentation and provide input on the draft District-
wide Americans with Disabilities Act Self-Evaluation and Transition Plan Update. No Board action
required.
ADJOURNMENT
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ORAL COMMUNICATIONS
The Board President will invite public comment on items not on the agenda. Each speaker will
ordinarily be limited to three minutes; however, the Brown Act (Open Meeting Law) does not allow
action by the Board of Directors on items not on the agenda. If you wish to address the Board, please
complete a speaker card and give it to the District Clerk. Individuals are limited to one appearance
during this section.
ADOPTION OF AGENDA
SPECIAL ORDERS OF THE DAY
•Oath of Office for Bond Oversight Committee Members
•Introduction of staff
Meeting 18-32
Rev. 1/3/18
o Aleksandra Evert, Volunteer Program Lead
CONSENT CALENDAR
All items on the Consent Calendar may be approved without discussion by one motion. Board members,
the General Manager, and members of the public may request that an item be removed from the Consent
Calendar during consideration of the Consent Calendar.
1.Approve August 8, 2018 Minutes
2.Claims Report
3.Partnership Funding Agreements for the Deer Hollow Farm White Barn Renovation Project
(R-18-95)
Staff Contact: Lisa Bankosh, Planner III
General Manager’s Recommendation: Approve the recommendation from the Legislative,
Funding, and Public Affairs Committee to enter into partnership funding agreements with the City
of Mountain View and Friends of Deer Hollow Farm to renovate the White Barn at Deer Hollow
Farm in Rancho San Antonio Open Space Preserve.
4.Award of Contract with AGCO Hay, LLC., for new grazing water infrastructure at La
Honda Creek Open Space Preserve (R-18-98)
Staff Contact: Susan Weidemann, Property Management Specialist II
General Manager’s Recommendation:
1. Authorize the General Manager to award a contract to AGCO Hay, LLC., grazing tenant at La
Honda Creek Open Space Preserve, for grazing water infrastructure improvements in the
amount of $47,660.
2. Authorize a 15% contract contingency of $7,149 to be reserved for unanticipated issues, for a
total contract amount not-to-exceed $54,809.
5.Approval of a Memorial Bench for Vince Garrod at Fremont Older Open Space Preserve (R-
18-99)
Staff Contact: Carmen Lau, Public Affairs Specialist I
General Manager’s Recommendation: Approve the recommendation from the Legislative, Funding
and Public Affairs Committee to install a memorial bench and plaque in honor of conservationist
and significant supporter Vince Garrod atop Nob Hill at Fremont Older Open Space Preserve.
6.Board Response to Written Communications from Mike Liebhold
Staff Contact: Coty Sifuentes-Winter, Senior Resource Management Specialist
General Manager’s Recommendation: Approve the proposed response to Mike Liebhold.
BOARD BUSINESS
The President will invite public comment on agenda items at the time each item is considered by the
Board of Directors. Each speaker will ordinarily be limited to three minutes. Alternately, you may
comment to the Board by a written communication, which the Board appreciates.
Rev. 1/3/18
7. Award of Contract with Noll & Tam Architects for Assessment and Schematic Design of the
New Administrative Office Remodel Project at 5050 El Camino Road, Los Altos, CA 94022
(R-18-97)
Staff Contact: Felipe Nistal, Senior Capital Project Manager
General Manager’s Recommendation:
1. Authorize the General Manager to enter into a professional services contract with Noll & Tam
Architects, for assessment and schematic design of the Administrative Office Remodel Project at
5050 El Camino Real, Los Altos, CA for a not-to-exceed amount of $336,479.
2. Authorize a 15% contingency of $50,472 to cover potential unforeseen requirements, for a not-to-
exceed total contract amount of $386,951
3. Extend the Administrative Office Ad Hoc Committee charge to guide the project through
completion of the schematic design plans.
8. Board Review and Input on the Program Elements and Draft Project Design Goals for the
New Administrative Office Project (R-18-100)
Staff Contact: Felipe Nistal, Senior Capital Project Manager
General Manager’s Recommendation: Review and provide input on (1) the space needs and
program elements identified in late 2017 for the new Administrative Office building located at
5050 El Camino Real and (2) the draft project design goals that will guide the design process. No
Board action required.
INFORMATIONAL MEMORANDUM
• Special Parks District Forum 2019
INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or
announcements concerning activities of District Directors and staff; opportunity to refer public or Board
questions to staff for information; request staff to report to the Board on a matter at a future meeting; or
direct staff to place a matter on a future agenda. Items in this category are for discussion and direction to
staff only. No final policy action will be taken by the Board.
Committee Reports
Staff Reports
Director Reports
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.
CERTIFICATION OF POSTING OF AGENDA
I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that
Rev. 1/3/18
the foregoing agenda for the special and regular meetings of the MROSD Board of Directors was posted and
available for review on August 17, 2018, 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-18-96
Meeting 18-32
August 22, 2018
STUDY SESSION AGENDA ITEM 1
AGENDA ITEM
Draft District-wide Americans with Disabilities Act Self-Evaluation and Transition Plan Update
GENERAL MANAGER’S RECOMMENDATION
Receive a presentation and provide input on the draft District-wide Americans with Disabilities
Act Self-Evaluation and Transition Plan Update. No Board action required.
SUMMARY
The District is committed to meeting its obligations under the Americans with Disabilities Act
(ADA) and developing access to open space, recreational facilities, and public programs for
people of all abilities. This report provides an overview of the draft District-wide ADA Self-
Evaluation and Transition Plan Update (ADA Plan Update), including the list of recommended
criteria for prioritizing the removal of barriers. District staff have outreached to community
organizations that support and advocate for persons with disabilities to inform the work
completed to date. Board and public input will be received on the draft ADA Plan Update at the
August 22, 2018 Study Session. Staff will continue to solicit public input as the District prepares
the final ADA Plan Update, which will come before the full Board of Directors (Board) for
consideration in fall 2018/winter 2019.
BACKGROUND
As a public agency, the District is subject to the provisions of title II of the ADA, which
prohibits discrimination in the provision of programs, activities, and services offered to the
public. Title II requires public agencies to prepare a self-evaluation of compliance, develop a
grievance procedure, designate an individual to oversee compliance, and develop a transition
plan if structural changes are necessary to achieve program accessibility.
The Board adopted the District’s Access Plan for Persons with Disabilities on January 13, 1993
(1993 Access Plan) (R-93-08). The District subsequently completed the recommended access
improvements and added new public communication measures into District programs by the
January 26, 1995 deadline.
In the interest of reviewing and updating the 1993 Access Plan, the Board approved a contract
with MIG on August 9, 2017 (R-17-99) to develop the District-wide ADA Plan Update. The
ADA Plan Update is consistent with the Policy and Plan for Relative Site Emphasis for Use,
Development, and Publicity of District Sites (Attachment 1), which includes “offering
opportunities to provide access for persons with disabilities” as a site analysis criteria for the use,
development, and publicity of District sites.
R-18-96 Page 2
DISCUSSION
For the past year, MIG and District staff have been working closely to evaluate the accessibility
of District programs, activities, services, and facilities, while providing opportunities for public
comment. This work has led to the preparation of a draft ADA Plan Update that provides a
framework for the continuous improvement of District programs and facilities to progress toward
compliance with the ADA (see Attachment 2 for the Executive Summary and the project
webpage for the full report, https://www.openspace.org/ADAPlanUpdate). The ADA Plan
Update contains two main elements as summarized below:
Self-Evaluation of Policy and Programmatic Accessibility
The Self-Evaluation identifies and makes recommendations to correct any policies and practices
that may limit access for persons with disabilities. District staff and MIG evaluated programs
and services provided by the District, which include but are not limited to the following:
• Emergency evacuation
procedures
• Customer service
• Notice requirements
• Public meetings
• Public telephones and
communication devices
• Special events
• Tours
• Trainings
• Website
Following this comprehensive review, including responses to an online staff questionnaire, the
Self-Evaluation identifies both required and recommended action items to improve
programmatic accessibility at the District. For example, one required action is to update the
District’s emergency evacuation procedures (Emergency Operations Plan) to include guidelines
for safely evacuating persons with disabilities in various types of emergencies. All required and
recommended actions are included in the Self-Evaluation section of the draft ADA Plan Update
(Section 3.1 and 3.2). As policies and procedures are updated, the District will incorporate ADA
requirements as necessary.
Transition Plan Update
The draft ADA Plan Update includes a new Transition Plan Update that identifies existing
barriers to accessibility at District facilities, describes the physical modifications to facilities that
will improve accessibility, and proposes a strategic target schedule for removing barriers to
accessibility. To develop the Transition Plan Update, MIG completed a detailed assessment of
all District facilities where programs, activities, and services are available to the public. MIG
evaluated all exterior and interior public facilities and features, which include but are not limited
to the following:
• Camping facilities
• Curb ramps
• Doors/gates
• Drinking fountains
• Easy access trails
• Outdoor constructed
features
• Outdoor recreation
access route
• Parking areas
• Ramps
• Restrooms
• Stairways
• View areas
• Walks
Prioritization Criteria for Barrier Removal
The Transition Plan Update proposes the following prioritization criteria to inform the phased
scheduling of barrier removals:
R-18-96 Page 3
• Geographic distribution: Prioritize barrier removals that widely distribute the
availability of accessible programs and facilities throughout the District.
• Unique experiences and environments: Prioritize barrier removals that improve
accessibility to unique programs or facilities.
• Usage levels: Prioritize barrier removals to high-use facilities and other sites of high
public interest (including highly rated Vision Plan projects).
• Public feedback and requests: Prioritize barrier removals at facilities that have
received prior accessibility complaints.
• Other District-defined criteria:
o Prioritize barrier removals that leverage existing capital improvement or
maintenance projects
o Prioritize barrier removals that are consistent with Measure AA, the Strategic
Plan, and Vision Plan
o Prioritize barrier removals that address visitor and public safety
Additional Considerations
The Transition Plan Update recommends the following additional considerations when
prioritizing barrier removals:
• Type of barrier removal and timeframe guidelines: The timeframe guidelines identified
below for each type of barrier removal will be considered in conjunction with the proposed
schedule identified for each preserve to inform the phasing and scheduling of barrier
removal work. Where possible, the District will group barrier removal work with other
planned maintenance and/or capital projects for economy of scale.
• Sensitive resource stewardship considerations: Accessibility improvements will need to
remain protective of sensitive resources and habitats, and in compliance with the Resource
Barrier
Removal Type
Timeframe
Guideline Description Notes
Interim
Solutions
1 to 5 years Interim measures in place
pending implementation of
major barrier removal
projects
Example: relocating
programs to
accessible facilities
Maintenance
Improvements
1 to 5 years Completed in-house;
examples: new signage,
relocating hand dryers,
regrading trailheads;
<$5,000 each
Where possible,
group with other
planned projects
and work items
Small Capital
Improvements
1 to 10 years Completed in-house or by
contractor;
<$50,000 each
Large Capital
Improvements
1 to 15 years Completed by contractor;
>$50,000 each
R-18-96 Page 4
Management Policies, California Environmental Quality Act (CEQA), and National
Environmental Policy Act (NEPA).
• Safe Harbor1 exception: Facilities that are subject to Safe Harbor provisions are allowed
to remain as is until the District otherwise plans an alteration to that facility; future
accessibility improvements at these sites may be considered on a case-by-case basis.
Each year, the District will evaluate the schedule of priorities for barrier removal during the
annual development of the Capital Improvement and Action Plan (CIAP) and Budget. Items will
be included in the CIAP and Budget based on available funding and staffing capacity. Tables
describing the proposed schedule for barrier removal are included in the Transition Plan Update
portion of the draft ADA Plan Update (Section 4.5).
Public Outreach
District staff and MIG contacted community organizations that support and advocate for persons
with disabilities, and added those organizations to the project notification list. The draft ADA
Plan Update remains available for public review and comment until Board consideration of the
final ADA Plan Update, anticipated for fall 2018/winter 2019. Information about this project
was published in the District’s August e-newsletter, and additional information will be published
in the fall Open Space Views newsletter. Project information and updates are also provided on
the project webpage. Later this fall, staff will present the draft ADA Plan Update to the San
Mateo County Commission on Disabilities. Staff is unable to present to the Santa Clara County
Commission for Equal Access and Employment Opportunity due to a lack of a quorum.
Interested parties will be notified of each opportunity to provide input. Public comments
received on this project since the last Board Study Session with accompanying responses are
included in Attachment 3. The majority of these public comments were submitted to express an
interest in receiving future project notifications.
FISCAL IMPACT
The Fiscal Year (FY) 2018-19 budget includes $120,000 to complete the District-wide ADA
Plan Update (Project #31401).
Project #31401 Prior Year
Actuals FY2018-19 Total
ADA Self-Assessment and Transition Plan
Update Budget $127,008 $120,000 $247,008
Spent to Date (as of 7/24/18): $127,008 $0 $127,008
Encumbrances: $0 $0
Budget Remaining (Proposed): $0 $120,000 $120,000
This project is not funded by Measure AA.
The Transition Plan Update will guide the target 15 year implementation timeline for removal of
physical barriers at existing District facilities. The District will annually prioritize future work
based on staff capacity and funding availability. During the annual CIAP and Budget cycle, this
1 The 2010 ADA Standards introduced the concept of safe harbor, a new exception that allows facilities that were
built prior to March 15, 2012 and were in compliance with the 1991 ADA Standards to remain as-is until a public
entity plans an alteration to the structural feature.
R-18-96 Page 5
work and associated staff resources and funds will be identified. Future work will occur across
several different departments, including Planning, Land and Facilities, and Engineering and
Construction. The District will incorporate the removal of physical barriers as part of other
capital, maintenance, and operational projects to the greatest extent possible for economies of
scale.
BOARD AND COMMITTEE REVIEW
The full Board approved a contract with MIG to prepare the ADA Plan Update on August 9,
2017 (R-17-99). A Board Study Session was held on February 28, 2018 to receive an overview
of ADA Title II requirements and the process to complete the ADA Plan Update (R-18-20).
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. Additional public notice was provided
to the District’s Whole Access interested parties list.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act (CEQA). Any
necessary environmental review required by CEQA will be conducted as specific site
improvements or future CIAP projects are implemented over time.
NEXT STEPS
District staff and MIG will incorporate Board and public comments into the project and continue
to solicit public feedback on the draft ADA Plan Update. The draft ADA Plan Update will
remain available for public review and comment on the District’s website until the final ADA
Plan Update is brought to the Board for approval in fall 2018/ winter 2019. Once the final ADA
Plan Update is approved, the Board will receive an annual written update to stay informed of the
District’s implementation progress.
Attachments
1. Policy and Plan for Relative Site Emphasis for Use, Development, and Publicity of
District Sites
2. Executive Summary of the draft District-wide ADA Self-Evaluation and Transition
Plan Update. Full report located at https://www.openspace.org/ADAPlanUpdate
3. Public correspondence and staff responses
Responsible Department Head:
Jane Mark, AICP, Planning Department
Prepared by:
Whitney Berry, AICP, Planner III, Planning Department
Gretchen Laustsen, Planner III, Planning Department
Open Space
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
POLICY AND PLAN FOR RELATIVE SITE EMPHASIS FOR USE.
DEVELOPMENT. AND PUBLICITY OF DISTRICT SITES
Adopted by
Board of Directors
May 12, 1982
Amended December 14, 1988
Amended January 27, 1993
Preamble
All District sites are open to the public (and virtually all without permit), but some
deserve more relative emphasis in terms of use, recreational development, and
publicity than others. Since it is neither desirable nor feasible to emphasize each site
highly, criteria have been developed to determine the relative emphasis for various
sites.
Policy No. 1
All sites will be evaluated with respect to established criteria and assigned positions
on a site emphasis spectrum. The spectrum shall represent all levels of use and
development consistent with existing land use policy. The criteria to be used include
public need, geographical location, regional significance, attractiveness, accessibility,
availability of existing facilities, geographical distribution, manageability, cost benefits,
and carrying capacity. Each site's individual merits will be the primary factor in
determining its position with those sites having high levels of use and development
placed near the top of the spectrum. Each site will receive individual attention and
planned for in accordance with its position in the spectrum.
Policy No.2
The criteria used for determining the relative emphasis of a site will not be prioritized
or weighted. The criteria will be considered interrelated and each of the criteria will
play a significant role in the determination process by providing qualitative and
comparative information. Most sites will undoubtedly have some development
limitations, and decisions should be as objective as possible. Two criteria, though,
that should be considered critical factors to a site's potential growth are accessibility
and carrying capacity. Both must be attainable regardless of the remaining criteria if
a site is to be considered for increased use and development.
Policy No.3
The concept of the site emphasis spectrum should provide flexibility in planning and
growth in use, numbers, and size of District sites. The process of site growth shall
be dynamic, whereby sites may become more emphasized through changes in
characteristics which influence positions on the spectrum. When a site's individual
merits justify further use and development, then the site should move upward in the
spectrum. This process shall not necessarily be accomplished in one step, but
Attachment 1
possibly through incremental changes. The specific methods by which sites are
elevated shall be contained in the use and management plans.
Policy No.4
The relative emphasis plan shall be a comprehensive plan of all District sites,
indicating the long term goals and order in which sites should be emphasized, and the
more immediate plans for increasing use and development on selected sites. The long
term goals will portray graphically the past and future levels of use and development.
The plan will be used to guide staff in the preparation of use and management plans,
Action Plan, and budget. Recognizing that the factors influencing a site's use and
development change over time, the relative emphasis plan should be reviewed and
updated on an annual basis. The review will provide an opportunity to change the
position sites currently have in the plan. The annual review should be toward the end
of each calendar year to coincide with work on program evaluation and the Action
Plan. In accordance with the Open Space Management planning process, public
participation will be encouraged prior to Board review.
Policy No.5
The number of sites selected for emphasis and the extent to which sites are
developed for recreation shall be consistent with the Open Space Management Budget
Guidelines. The Guidelines provide for a budget limit base with an annual growth
factor that yields real growth beyond inflationary increases. Available funding will not
necessarily be focused on fully developing a few selected sites but could be
distributed to a number of sites to develop them incrementally. The needs of
operations and maintenance to provide high quality stewardship shall be an important
consideration in determining the scope of the development plan.
Policy No.6
Special development opportunities that arise after the adoption of the relative
emphasis plan shall be actively pursued, concentrating on the more emphasized sites.
These opportunities may take the form of grants, fundraising, or volunteer efforts.
The District will explore these avenues as an initial step to site planning and
budgeting. If unexpected opportunities become available and are not site specific, an
attempt shall be made to develop sites already selected. If the opportunity is site
specific, and the site is not a selected site, the Board will re-examine the impacts the
opportunity may have on the existing plan, taking into account the maintenance and
operations costs. Short term opportunity gains should not override careful, consistent
site emphasis planning. The decision to utilize an opportunity whether for a selected
or non-selected site may require modifying the relative emphasis plan, and
adjustments will be planned at the time the opportunity is being considered.
-2
Attachment 1
ADDENDUM 1 -SITE ANALYSIS
The criteria to be used to determine the present and potential position of District sites
in the site emphasis spectrum have been outlined by the Board in the adopted Policy
Decisions Relating to Site Emphasis Issues and Questions. Since a discussion of each
criteria as it applies to each site would be lengthy and confusing, we have developed
graphic profiles to observe relationships between various criteria and sites. There is
no attempt on our part to present an absolute quantitative analysis, only a
comparative one.
The first step in illustrating site emphasis profiles is to define the criteria so that each
can be applied to all sites uniformly. The criteria include:
A. Public Interest
Does the public express a desire, either directly or indirectly, to utilize the site?
This may be evident by existing use which occurs regardless of land status
and/or by interest communicated to staff or Board.
B. Geographical Location
Does or will the site receive high levels of use and pressure for recreational
development due to its close proximity to the urban area?
C. Regional Significance
How significant is the site in relationship to other existing public lands, and
does it serve as an important link {providing trail connections) between or
leading to other facilities?
D. Attractiveness of Natural or Developed Features
Are there features on the site {such as a unique landscape, historical building,
parking areas, trails, etc.) which are of particular interest and attractiveness or
usefulness to the public?
E. Accessibility to Public
Can the District's general public {not only site neighbors) gain access to the
property from public roads or adjacent public lands or if not, is there the
potential for improving this access {parking) on District or adjacent public
lands? Does the site offer opportunities to provide access for persons with
disabilities?
F. Lack of Existing Open Space/Parklands for Public Use
Are there no other nearby open space recreational experiences {including
existing developed preserves) accessible to the public on a regional basis?
Such facilities if accessible and minimally developed would possibly alleviate
the need for development of the site in the near future.
G. Geographical Distribution
How well does the site serve as a regional facility, and will its development
better distribute open space opportunities throughout the District?
-3
Attachment 1
H. Manageability of Site
Can the site be readily managed presently and in the future if further
development were to occur? This could be related to the number of access
points and the adequacy of patrol routes, presence of an agricultural tenant, a
renter, a Ranger residence, or other lease arrangements.
I. Costs Measured Against Benefits
To what extent do the benefits to the public exceed the costs associated with
development and management of the site? Some sites will tend to yield great
benefits at little cost.
J. Physical and Psychological Carrying Capacity
Is the site capable of providing open space experiences for large numbers of
visitors without degrading the resource or psychologically reducing the quality
of the experience? Is there the potential for expanding facilities such as trails
without exceeding the carrying capacity?
-4
Attachment 1
ADDENDUM 2 -GUIDELINES FOR SITE DEVELOPMENT
The upper and lower limits of site recreational development and related matters such
as publicity shall be consistent with existing District land use policies whereby there
is particular concern for site protection and for uses which are compatible with the
resource. These uses usually are relatively passive in nature, such as hiking,
equestrian use, grass picnicking, photography, nature study, educational use, and
agriculture. Higher levels of use are not provided because open space lands are
protected as part of our natural heritage and, as such, do not lend themselves to
intensive recreational development which is provided by state, county, and city parks.
Special uses inconsistent with these guidelines should be considered on a case by
case basis.
Guidelines for Most Highly Emphasized Sites: The upper limits for use and
management shall include providing low intensity recreation, regional public access,
and protecting and enhancing the resource. Guidelines to accomplish this include the
following:
A. Parking Areas will be developed on sites to provide regional public access when
alternative nearby parking is not available.
1. Parking areas will be located to relate well to the site, near roadways and
trailheads, and be easily monitored for visitor safety. Design criteria will
include siting to minimize visual impacts, minimal land disturbance,
graveled surfaces, low profile fencing, and proper drainage.
2. Parking areas will be developed primarily for passenger and bus vehicles,
but will be designed to incorporate trailer use consistent with the
planned equestrian use for the site.
3. In addition to developed parking areas, areas may be ascertained and
designated as parking areas for special events by the General Manager
and used on a permit basis only.
B. Trail Systems will be maintained and developed to optimize recreational and
educational experiences.
1. Trails will be developed to distribute and circulate visitors throughout the
site, providing them with a variety of experiences in length, grade, and
landscape.
2. Trails will not be constructed in ecologically sensitive areas, and trails
which tend to duplicate routes will be avoided.
3. Trails will be planned to integrate with adjacent public trails, private trails
where the public is permitted, and planned public trails.
4. Multi-use trails for hikers and equestrians will be used when possible.
-5
Attachment 1
If negative impacts appear and cannot be mitigated, alternative routes to
the same destination will be explored.
C. Signing will be provided to protect the resource, promote a good neighbor
policy, increase visibility and awareness, and circulate visitors throughout the
preserve.
1 . An on-site identification sign will be installed to increase site visibility.
Specific design will be done on a case by case basis.
2. Boundary plaques will be used for boundary identification and, in
addition, private property boundary signs will be placed where trails lead
to private land.
3. Residences, leaseholdings, and private property will be signed at
boundaries to protect rights.
4. Regulatory signs will be installed at all primary access points and
"Wildland" signs placed at other access points.
5. Trail signing to assist in visitor circulation will be used to identify trail
routes and destination points.
D. A Brochure will be developed to inform visitors of District policies and site
specific information.
1. The brochure will consist of a detailed map and interpretive information.
It may be a simple folded 8 Y." x 11 " sheet or a more complex format,
depending on the size and complexity of the site and amount of
information to be included.
2. Distribution will be consistent with adopted Publicity Guidelines, making
brochures generally available through libraries, docents, Rangers, and
onsite. The level of distribution will depend upon budget considerations
and the number of visitors that can be accommodated.
E. Fences and stiles will be upgraded for site protection and to increase public
awareness of District sites.
1. Fencing and gates along public corridors of high visibility will
complement the landscape and promote public recognition of the
Preserve. Multi-use stiles (equestrian/hiking) will be used in most cases.
2. New fencing and gates will be installed in areas of continual maintenance
problems and designed on a case by case basis. Stiles will be located
at all primary access points and will be highly visible.
-6
Attachment 1
3. Stiles will be provided at secondary access points, but will be low profile
to allow public access but not accelerate use in areas which would be
difficult to manage.
F. Drinking Water will be provided for public use when convenient and practical.
1 . Existing sources of potable water will be maintained if the costs
associated with testing and treatment are reasonable.
2. When District lands are leased, and the lessees required to develop
potable water for their own use, then the lessees will normally provide
and maintain that source for the public as well.
3. Potable water will be developed on sites where extended use is
encouraged and existing water sources can be improved, treated, and
tested at a reasonable cost.
4. If water is developed for an agricultural or equestrian use, a reasonable
attempt will be made to make the water potable. Those responsible for
developing the water would be responsible for signing it appropriately.
5. Developed water which cannot feasibly be made potable will not be
eliminated but will be signed appropriately.
G. Restrooms will be developed and maintained on sites when needed to protect
aesthetics and water quality or when required by local ordinance.
1 . When the District land is leased and as part of the lease agreement
public restrooms are required, the tenant will normally permit the general
public the use of the facility.
2. In cases where it is necessary for the District to install restrooms, semi
portable units will be used to allow flexibility in locating or relocating
them. Screening will be used to minimize the visual impact.
Guidelines for Least Emphasized Sites: The lower limits for use and management shall
consist of securing the site, continuing uses which are compatible, and providing
some public use. Guidelines to accomplish this include the following:
A. Parking Areas located on sites will be maintained for public access.
1. Parking will only be eliminated if it were determined hazardous or
unmanageable, and the problems could not be mitigated.
2. Areas suitable for parking but not open on a regular basis may be used
for special occasions by permit.
3. New parking areas will not be developed.
-7
Attachment 1
B. Trail Systems will be maintained for public use and patrol purposes.
1 . Trails will only be eliminated if they duplicate one another or have a
significant negative impact on the environment which cannot be
reasonably mitigated.
2. Trails could be closed due to hazards or significant trespassing problems
until such time as the problems can be mitigated.
3. No new trails will be developed, but some may be improved to
accommodate and enhance patrol, which in turn would accommodate
and enhance public use.
C. Signing will be minimal to protect the resource and promote a good neighbor
policy.
1. Boundary plaques will be used for boundary identification.
2. Private property, private residence and leasehold signs may be installed
at boundaries upon request.
3. "Wildland" regulatory signs will be used at public access points.
4. Trail signing will only be installed in unusual circumstances for user
safety or site manageability.
D. Site Maps will be available upon request.
1. Maps will include identification of roads, trails, access points, and private
property and ordinarily be the maps already prepared for a report to the
Board.
2. The District fact sheet will be included with map to acquaint visitors with
District policies and management program.
E. Fences and Gates will be maintained or installed to provide site security and
informal access.
1. Hiking/equestrian stiles will be installed at public access points where
management will not be a problem.
2. The design and location of the stiles will be low profile to provide access
without accelerating use.
3. Pipe gates and split rail fencing will be used in areas of continual
vandalism.
-8
Attachment 1
F. Drinking water, if presently available and safe, will be continued for public.
1. Water systems will not be improved or maintained specifically for this
purpose.
2. If water is available and required testing is determined to be too costly,
water outlets may be eliminated, but in such a fashion as to enable them
to be reactivated in the future.
3. Developed water sources not known to be safe will be posted non
potable.
G. Restrooms will not be provided except for special occasions.
1. Dn such occasions, the facility must be portable and user group would
be responsible for cost and management.
The District may acquire sites with existing facilities of a type not on the preceding
list which are not consistent with where the site is located in the site emphasis plan.
The facilities would not be removed unless they were in conflict with land use policies
or where a significant management burden. If they do not reflect the District's style
or land use policies, they will be phased out when possible. Consideration will be
given to the short-term benefits of removal versus the potential for future use should
the site become more emphasized.
-9
Attachment 1
DRAFT ADA Self-Evaluation and Transition Plan Update| iii
Executive Summary
The Midpeninsula Regional Open Space District’s (the District or Midpen) existing Access Plan
for Persons with Disabilities (1993) is being updated and replaced by means of this new, more
current Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan (Plan), based
on the requirements set forth in title II of the Americans with Disabilities Act. Section 1 of the
Plan provides an overview of the planning process (summarized in Figure 1) and the legislative
mandate governing the process. Section 2 of the Plan includes definitions and acronyms used
in the Plan.
Figure 1. ADA Self-Evaluation and Transition Plan Timeline
Accessibility Standards
In compliance with the ADA, the District has designated an ADA Coordinator. The ADA
Coordinator is responsible for coordinating the District’s efforts to comply with title II and for
investigating any complaints that the District has violated title II of the ADA. The ADA
Coordinator is also responsible for coordinating the District’s efforts to comply with all other
applicable state and federal physical and program accessibility requirements.
The ADA states that a public entity must reasonably modify its policies, practices, or procedures
to avoid discrimination against people with disabilities. This Plan will assist the District to identify
policy, program, and physical barriers to accessibility and to develop barrier removal solutions
that will facilitate the opportunity of access to all individuals.
Attachment 2
iv | Midpeninsula Regional Open Space District
At the time of the facilities evaluations, the ADA 2010 Standards and the 2016 California Access
Compliance Advisory Reference Manual (CBC) were used to identify barriers at District
facilities. The 2015 Architectural Barriers Act (ABA) Standards for Outdoor Developed Areas
were used to identify barriers for elements not addressed in the ADA or CBC such as trails,
outdoor recreation access routes, camping facilities, and other outdoor constructed features.
Building codes and standards are revised every few years. The barrier evaluations conducted
provide an assessment of current conditions as viewed by current code and provide a baseline
for future barrier removal.
Accessibility of District Programs, Activities, and Services
Title II of the ADA emphasizes the accessibility of programs, activities, and services. This Plan
addresses these issues by providing recommendations for action steps based on a
comprehensive review of current practices, policies, plans, and guidelines, including an online
questionnaire that was completed by District staff regarding the delivery of services to the
public. This process included every department and program that provides services to the
public.
As noted in Section 3 of the Plan, many staff members report making modifications to practices
and procedures to assist people with disabilities in receiving the services provided by the
District, including providing materials in alternate formats and holding meetings in accessible
locations.
Information regarding the District’s obligations and polices related to providing accessible
programs, activities, and services is available online at https://www.openspace.org/about-
us/accessibility. Links to the District’s notice of non-discrimination based on disability, disability
complaint procedures, how to request a disability-related modification, Accessible Open Space
brochure, Easy Access Trails, Service Animal Policy, and OPDMD Policy are also posted on the
Accessibility web page. A page on the District website, www.openspace.org/ADAPlanUpdate,
includes updates on the ADA planning process, announcements for upcoming meetings, project
timeline, an online comment card, and the District’s1993 Access Plan for Persons with
Disabilities.
A review of the District’s written policies, plans, guidelines, and programs (including selected
construction details and specifications) was completed in 2018. Each review is listed with
required or recommended actions for implementing specific improvements for providing access
to District programs, services, and facilities.
Accessibility of District Facilities
When it is not feasible to provide accessible programs, activities, and services by relocating
these activities to accessible facilities or providing auxiliary aids and services, the ADA requires
the District to complete a Transition Plan describing the physical modifications to facilities that
will support accessible programs, activities, and services.
The Transition Plan described in Section 4 of the Plan is the result of a detailed evaluation,
using the most current accessibility standards, of all District facilities where programs, activities,
Attachment 2
DRAFT ADA Self-Evaluation and Transition Plan Update | v
and services are available to the public. The evaluation conducted in winter 2017-2018 included
the following Midpeninsula Regional Open Space District Preserves:
Bear Creek Redwoods
Coal Creek
El Corte de Madera Creek
El Sereno
Foothills
Fremont Older
La Honda Creek
Long Ridge
Los Trancos
Monte Bello
Picchetti Ranch
Pulgas Ridge
Purisima Creek Redwoods
Rancho San Antonio
Ravenswood
Russian Ridge
Saratoga Gap
Sierra Azul
Skyline Ridge
St. Joseph’s Hill
Stevens Creek Shoreline Nature Area
Teague Hill*
Thornewood
Windy Hill
*This preserve has a single trail section and contains no other public use facilities
During the site evaluations of District open space preserves and buildings, all portions of
exterior and interior features of the sites and facilities used by the public were evaluated. The
assessment identified physical barriers in each facility that limit accessibility and compared each
facility to the 2010 ADA, 2016 CBC, and the 2015 ABA. The elements included in evaluations of
Open space preserves and buildings are as follows:
Bathing Facilities
Built-in Elements
Camping Facilities
Corridor/Aisles
Curb Ramps
Doors/Gates
Drinking Fountains
Elevators
Hazards
Other Features
Outdoor Constructed
Features
Outdoor Recreation
Access Route
Parking Areas
Passenger Loading
Zones
Ramps
Restrooms
Room Elements
Stairways
Telephones
View Areas
Walks
The assessment of Easy Access Trails and other hiking and multi-use trails identified physical
barriers at each trail that limit accessibility. Easy Access Trails were built to accommodate
anyone desiring a less strenuous open space experience, including people who use wheeled
mobility devices or walkers, and families with strollers. Most of these Easy Access Trails are at
Attachment 2
vi | Midpeninsula Regional Open Space District
least 4 feet wide, have a grade generally not exceeding 5%, and a fairly uniform surface.
Several proposed extensions to Easy Access Trails were evaluated to explore the feasibility of
extending a more accessible trail experience to new locations. Other District hiking and multi-
use trails to popular destinations were evaluated, although some were found to have grades up
to 20% and uneven surfaces with rocks, ruts, and roots.
Trail facilities were evaluated during winter 2017-2018 using criteria from the 2015 Architectural
Barriers Act (ABA) Standards for Outdoor Developed Areas for the following trail features.
Trail Surface Overhanging/Protruding Objects
Clear Tread Width Tread Obstacles
Cross Slope Paths of Travel
Running Slope Resting Intervals
Openings in Surface Trailhead Signs
Many District trails included trail information signs at trailheads and trail junctions. When new
trails are constructed or existing trails are altered, the trail information signs at trailheads should
include the following information.
Length of trail or trail segment
Surface type
Typical and minimum tread width
Typical and maximum running slope
Typical and maximum cross slope
Barriers to accessibility are organized in a process referenced in the ADA title II regulations. The
principle is to ensure that basic access is provided, access to activities is provided, amenities
are accessible, and alternatives to architectural modifications are allowed when appropriate.
Translating these categories into action plans must be accomplished using a programmatic
approach. The identified barriers are divided into four categories:
Category 1: Category 1 identifies those barriers that affect accessibility at the entrance to a
facility or a path of travel to the portion of the facility where program activities take place
(e.g., parking, walks, ramps, stairs, doors, etc.).
Category 2: A second category affects accessibility to program use areas (e.g., trails,
transaction counters, conference rooms, public offices, restrooms, etc.).
Category 3: A third category affects access to amenities serving program areas (e.g.,
drinking fountains, telephones, site furnishings, vending machines).
Attachment 2
DRAFT ADA Self-Evaluation and Transition Plan Update | vii
Category 4: A fourth category identifies areas or features that may not be required to be
modified for accessibility (e.g. a pathway that does not connect to an accessible feature, an
area where no public programs or activities occur, or the program or activity provided at this
location is available in another appropriate location).
This categorization was applied to each identified barrier at District open space preserves,
buildings, and trails.
Facility reports are available through the District's ADA Coordinator. Each facility report lists
potential barriers, provides information about the relevant state and federal codes, includes a
planning level cost estimate to remove the barrier, and indicates a barrier removal priority.
Removal of Barriers to Accessibility at District Facilities
The Transition Plan is intended to provide a framework for the continuous improvement of
District facilities for people with disabilities. This Plan builds on the District’s Policy and Plan for
Relative Site Emphasis for Use, Development, and Publicity of District Sites, which was adopted
by the Board of Directors in 1982 and amended in 1988 and 1993. These polices for prioritizing
improvements and development recognized that since it was “neither desirable nor feasible to
emphasize each site highly, criteria have been developed to determine the relative emphasis for
various sites.” Offering opportunities to provide access for persons with disabilities was included
among the site analysis criteria (Addendum 1.E -- Accessibility to Public).
Figure 2. Trail User at David C. Daniels Nature Center
Attachment 2
viii | Midpeninsula Regional Open Space District
Barriers in District facilities will be removed systematically, based on established program
priorities as outlined in the Transition Plan Schedule. It is the intent of the District to address and
remove barriers to accessibility in public facilities based on the following non-rank-ordered
criteria:
Geographic distribution: By selecting a range of facilities that are distributed
throughout the District, the District can strive to fully include all visitors in its programs,
facilities, and preserves.
Unique experiences and environments: Some programs are unique to a specific
preserve or facility and cannot occur at another location.
Usage potential and population(s) served: Facilities that receive a high level of public
use, were rated highly by the public during the 2014 Vision Plan’s public engagement
process or include the potential for parking may receive a high priority.
Public feedback and requests: Efforts should focus on where the District has received
accessibility complaints.
Sensitive resource stewardship considerations: Sites contain sensitive resources
and habitats that would be evaluated in consideration with District Resource
Management Policy, environmental compliance with the California Environmental Quality
Act (CEQA) and National Environmental Policy Act (NEPA).
Other District-defined criteria:
o Logistics / existing capital improvement projects vs low-cost maintenance
o Consistency with Measure AA, the Vision Plan, and Strategic Plan
o Visitor and public safety
Tables describing the schedule for barrier removal in District facilities used by the public were
developed under the direction of staff.
The information contained in the facility reports has been transferred to a Microsoft Excel barrier
analysis spreadsheet, which is being integrated into the District’s ArcGIS database to maintain
and update barrier data. The database will be updated following the prioritization of barrier
mitigations, and it will become the District’s living Transition Plan document and on-going record
of the remediation of barriers to provide accessible programs, services, and activities.
Section 5 of the Plan includes additional information and resources to aid the District in meeting
its obligations under the ADA.
Attachment 2
1
Whitney Berry
From:
Sent:
To:
Subject:
arnoldy carol <carnoldy@att.net>
Wednesday, March 7, 2018 3:54 PM
ADA Plan Update
accessibility at Midpen
Just received the latest schedule of wonderful activities for Spring.
I probably won’t be able to attend any of them because
I no longer am willing to drive freeways, hi way 9 or 84.
Have you ever realized that your parks are only accessible to people who drive? There’s no public transportation, no
shuttle, no meet‐up places, etc.
It’s very disconcerting because I can still hike.
Carol Arnoldy
Attachment 3
1
Whitney Berry
From:ADA Plan Update
Sent:Friday, March 9, 2018 1:31 PM
To:arnoldy carol
Cc:ADA Plan Update; Jane Mark
Subject:RE: accessibility at Midpen
Dear Ms. Arnoldy,
Thank you for your interest in accessibility at Midpen, and the Spring activity schedule. We appreciate your feedback
about how challenging it can be to access our open space preserves when driving isn't an option. Your comments will be
shared with our Board of Directors and Midpen's ADA Coordinator.
I will also check with our Docent and Volunteer Program Managers to find out whether we can connect you with any
volunteers, hiking groups or community organizations that may be of interest to you, and may be able to support your
access to Midpen open spaces or events.
You’ve been added to the mailing list to receive updates about Midpen's ADA Self‐Evaluation and Transition Plan. Please
let me know if you have any additional comments or questions that we can help you with.
Best,
Whitney
Attachment 3
1
Whitney Berry
Mark Irishsea <irishsea9@gmail.com>
Sunday, April 15, 2018 12:07 PM
Whitney Berry
Wheelchair assessment of Pulgas Ridge Open Space Preserve
IMG_3039.jpg; IMG_3041.jpg; DSC04451.jpg
From:
Sent:
To:
Subject:
Attachments:
Hi Whitney,
This last Saturday, April 14th, I visited the Pulgas Ridge Open Space Preserve and did a wheelchair
accessibility review of the Cordilleras Trail.
Most of the trail is wheelchair accessible, all the way to the bench at the very end. There is one section of the
trail though, that is almost impassable for wheelchair users. The winter rains must have eroded away parts of
the trail creating ruts and uneven areas. My powerchair is custom made for dirt trails yet I got stuck three times,
one of which I needed assistance from my sister and two passing by hikers to free me. For now, it probably
would be safer for wheelchair users to use the road to bypass that area. I'm attaching a couple photos of the
broken up trail, though the photos don't completely capture how uneven the trail is.
I also did an ADA assessment of the restroom and the two accessible parking spots.
The restroom is accessible and I didn't see any issues for wheelchair users. The two ISA parking signs,
however, don't meet California State or Federal guidelines (ADA 216.5, 502.6) which requires the signs be 60"
high, measured from the bottom edge. The access aisle is wide enough that the ISA parking sign on the left can
say "Van Accessible." I'm including a photo of this.
Please let me know if that section of the trail gets fixed and graded so that I can do a full review of the
Cordilleras Trail and share it with my fellow wheelchair users, and also on my blog.
Sincerely,
Mark (ADA advisor and volunteer for Santa Clara County Parks)
Attachment 3
Attachment 3
Attachment 3
1
Whitney Berry
From:Whitney Berry
Sent:Tuesday, April 17, 2018 11:39 AM
To:'Mark Irishsea'
Cc:'adacoordinator@openspace.org'; Gretchen Laustsen
Subject:RE: Wheelchair assessment of Pulgas Ridge Open Space Preserve
Hi Mark,
Thank you for your review and feedback on the wheelchair accessibility of the Cordilleras Trail at Pulgas Ridge. This is
great information to have – it will inform our updated Transition Plan, and help us prioritize improvements. I have
shared your comments with our ADA Coordinator, and will also share your comments with our Board of Directors at the
next workshop about the Transition Plan update anticipated for this summer. We welcome you to attend this meeting
and share your comments in person!
We will notify you of all upcoming workshops and meetings for our Transition Plan, and will certainly let you know when
that section of trail is improved.
Sincerely,
Whitney Berry, AICP, Planner II
wberry@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691‐1200 ‐ F: (650) 691‐0485
www.openspace.org | twitter: @mrosd
Attachment 3
1
Whitney Berry
From:Midpen <no-reply@wufoo.com>
Sent:Tuesday, July 31, 2018 11:52 AM
To:ADA Plan Update
Cc:web
Subject:ADA Plan Project Feedback [#14]
Tell us what you think is working well, and
how we can improve accessibility in Midpen
Preserves.
I think this is important. I had a sister and a niece who were wheel chair
bound and and I had a hard time finding open space that was
accessible. I now live in a senior community where very few people can
utilize many of the open space areas and I'm approaching that point
myself
Name Trevor Rowland
Email * rowlandtc32@gmail.com
Would you like to be added to our ADA Plan
e-mail list?
Yes
Attachment 3
1
Whitney Berry
From:ADA Plan Update
Sent:Thursday, August 9, 2018 9:43 AM
To:'rowlandtc32@gmail.com'
Subject:FW: ADA Plan Project Feedback [#14]
Dear Mr. Rowland,
Thank you for your interest in accessibility at Midpen, and the update of our ADA Self‐Evaluation and Transition
Plan. We appreciate your feedback about the challenge of finding trails that are accessible for wheelchairs, and for
people with limited mobility. Your comments will be shared with the District’s Board of Directors, and will be considered
as we update our ADA Plan.
You’ve been added to the mailing list for this project. Please let us know if you have any additional comments or
questions that we can help you with. Thank you again for sharing your thoughts with the District!
Sincerely,
Whitney
Whitney Berry, AICP, Planner III
wberry@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691‐1200 ‐ F: (650) 691‐0485
www.openspace.org | twitter: @mrosd
Attachment 3
1
Whitney Berry
From:Midpen <no-reply@wufoo.com>
Sent:Monday, August 13, 2018 9:45 AM
To:ADA Plan Update
Cc:web
Subject:ADA Plan Project Feedback [#15]
Tell us what you think is working well, and
how we can improve accessibility in Midpen
Preserves.
I saw staff widening a fence opening a few months ago at Windy Hill -
this is great!
Also, my family visited Rancho San Antonio yesterday with another
family. I didn't realize they were going to bring their stroller, but I'm
glad we both knew the trail to Deer Hollow Farm would be flat &
suitable for the stroller (plus a restroom there if the kids needed it!).
Thanks for all your hard work! - Jeanine at POST
Name Jeanine Crider
Email * jcrider@openspacetrust.org
Would you like to be added to our ADA Plan
e-mail list?
Yes
Attachment 3
Whitney Berry
From:ADA Plan Update
Sent:Monday, August 13, 2018 3:33 PM
To:'jcrider@openspacetrust.org'
Cc:ADA Plan Update
Subject:RE: ADA Plan Project Feedback [#15]
Dear Ms. Crider,
Thank you for your interest in accessibility at Midpen, and the update of our ADA Self‐Evaluation and Transition
Plan. We appreciate your feedback about the wider gate opening at Windy Hill, and trail accessibility for strollers at
Rancho San Antonio. Your comments will be shared with the District’s Board of Directors, and will be considered as we
update our ADA Plan.
You’ve been added to the mailing list for this project. Please let us know if you have any additional comments or
questions that we can help you with. Thank you again for sharing your thoughts with the District!
Sincerely,
Whitney
Whitney Berry, AICP, Planner III
wberry@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691‐1200 ‐ F: (650) 691‐0485
www.openspace.org | twitter: @mrosd
Attachment 3
August 8, 2018
Board Meeting 18-31
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, August 8, 2018
DRAFT MINUTES
SPECIAL MEETING – CLOSED SESSION
President Cyr called the special meeting of the Midpeninsula Regional Open Space District to
order at 5:31 p.m.
ROLL CALL
Members Present: Jed Cyr, Larry Hassett, Pete Siemens, and Curt Riffle
Members Absent: Nonette Hanko, Cecily Harris, and Yoriko Kishimoto
Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Acting
Assistant General Manager Mike Williams, Chief Financial
Officer/Director of Administrative Services Stefan Jaskulak, Acting Real
Property Manager Allen Ishibashi
Public comments opened at 5:31 p.m.
No speakers present.
Public comments closed at 5:31 p.m.
1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION.
(Government Code Section 54956.9(d)(1))
Name of Case: County of Santa Clara v. Gullicksen, et al.; Santa Clara County Superior
Court Case Number 109CV141882.
Director Hanko arrived at 5:40 p.m.
Director Kishimoto arrived at 5:42 p.m.
Director Harris arrived at 5:47 p.m.
Meeting 18-31 Page 2
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code
Section 54956.8)
Property: Santa Clara County APN: 170-04-054
Agency Negotiator: Allen Ishibashi, Senior Real Property Agent
Negotiating Party: Pearlman Properties
Under Negotiation: Purchase Terms
3. PUBLIC EMPLOYEE PERFORMANCE EVALUATION. Government Code
Section 54957(b)(1)
Title of Employee: General Manager
ADJOURNMENT
President Cyr continued the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District to the close of the regular meeting at 6:43 p.m.
REGULAR MEETING
President Cyr called the regular meeting of the Midpeninsula Regional Open Space District to
order at 7:01 p.m.
President Cyr reported the Board met in closed session, and no reportable action was taken.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Pete Siemens, and Curt Riffle
Members Absent: None
Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Acting
Assistant General Manager Brian Malone, Acting Assistant General
Manager Mike Williams, Chief Financial Officer/Director of
Administrative Services Stefan Jaskulak, District Clerk/Assistant to the
General Manager Jennifer Woodworth, Visitor Services Manager Matt
Anderson
ORAL COMMUNICATIONS
David Moss, City of Palo Alto Parks and Recreation Commissioner, provided a slide show and
description of a recent hike he and others completed from Palo Alto to the Sea.
ADOPTION OF AGENDA
Motion: Director Kishimoto moved, and Director Riffle seconded the motion to adopt the
agenda.
VOTE: 7-0-0
Meeting 18-31 Page 3
CONSENT CALENDAR
Public comment opened at 7:13 p.m.
No speakers present.
Public comment closed at 7:13 p.m.
1. Approve July 25, 2018 Minutes
Motion: Director Harris moved, and Director Kishimoto seconded the motion to approve Item 1.
VOTE: 7-0-0
2. Claims Report
Director Riffle reported he will be abstaining from the vote on Claim 78518 item due to his
conflict of interest in working at the Peninsula Open Space Trust. Director Riffle left the room at
7:13 p.m.
Motion: Director Harris moved, and Director Kishimoto seconded the motion to approve Item 2.
VOTE: 6-0-0 (Director Riffle absent)
Director Riffle returned to the dais at 7:14 p.m.
BOARD BUSINESS
3. Approval of Salary and Benefits Adjustments for the Office, Supervisory, and
Management Employees for Fiscal Year 2018-19 (R-18-94)
General Manager Ana Ruiz summarized the reasoning for bringing salary and benefit
adjustments for the Office, Supervisory, and Management (OSM) employees at this time prior to
completion of negotiations with the Field Employees Association (FEA). Ms. Ruiz explained
negotiations with the FEA have not yet concluded and that given the current tight labor market,
implementing salary and benefit adjustments for non-represented positions is vital to help the
District attract top employees to fill existing vacancies.
Chief Financial Officer/Director of Administrative Services Stefan Jaskulak summarized the
proposed salary and benefit increases for the OSM employees for fiscal year 2018-19.
Director Riffle inquired whether the changes would need to be adopted on an annual basis.
Mr. Jaskulak explained the increases are one-time adjustments to be implemented this fiscal
year.
Public comments opened at 7:23 p.m.
No speakers present.
Meeting 18-31 Page 4
Public comments closed at 7:23 p.m.
Motion: Director Hanko moved, and Director Siemens seconded the motion to:
1. Adopt a resolution approving the salary and benefits adjustments for the Office, Supervisory,
and Management employees as set out in the staff report.
2. Approve an update to the Classification and Compensation Plan reflecting the salary
adjustments.
VOTE: 7-0-0
INFORMATIONAL REPORTS
A. Committee Reports
Director Hassett reported the Administrative Office Ad Hoc Committee completed their
interviews of architectural firms for design of the new administrative office to be located at 5050
El Camino Real, and a committee recommendation will be presented to the Board of Directors
on August 22, 2018. The Committee also toured the Packard Foundation building in Los Altos.
Directors Siemens and Kishimoto reported on additional input from the Committee meeting
related to providing direction to the architectural firm.
B. Staff Reports
Ms. Ruiz reported she and President Cyr met with Santa Clara County Supervisor Ken Yeager to
update him on District projects. Ms. Ruiz reported the East Palo Alto City Council approved
moving forward with Outdoor Afro and City of Palo Alto Museum and Zoo as two potential co-
operators for the Cooley Landing Education Center.
Acting Assistant General Manager Mike Williams provided an update on the demolition project
at the Twin Creeks property. Additionally, staff met with Mr. Daniel O’Day to learn more about
and record the history of the site.
C. Director Reports
The Board members submitted their compensatory reports.
ADJOURNMENT
President Cyr adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 7:33 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk
page 1 of 4
CLAIMS REPORT
MEETING 18-32
DATE 08-22-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Payment
Type
Notes Check Date Payment
Amount
78645 Check 11369 - BANK OF THE WEST COMMERCIAL CARD USA $1,503.99 Ergo Keyboard & Mouse, Envelopes, Cleaning Supplies, Cups 08/17/2018 79,291.51
Check $80.11 Monitoring Vest 08/17/2018
Check $1,111.57 Uniforms, District Car Wash & Lodging for Conference 08/17/2018
Check $16,892.12 Fuel (12,326.33), Fire Gear, Uniforms, HazMat Permits, Running Board for A96 & Equipment for M230 08/17/2018
Check $606.39 Cleaning Agents, DEF Diesel Fuel and Mouse Traps 08/17/2018
Check $66.88 Office Supplies & SFO Staff Recognition Event 08/17/2018
Check $1,392.72 Web Admin Expenses, Marketing Conference Registration 08/17/2018
Check $1,178.50 American Planning Conference & Employee District Polos 08/17/2018
Check $4,819.09 Building Permits Purisima Restroom & Webb Creek Bridge 08/17/2018
Check $45.77 Office Supplies - Bankers Storage Boxes 08/17/2018
Check $96.60 Field Supplies - Paint, Bucket, Tape Measure 08/17/2018
Check $226.33 Kitchen & Office Supplies - Coffee, Tea, Paper 08/17/2018
Check $368.60 Door Locks & Blinds for Rental 08/17/2018
Check $413.64 Field Supplies - Hot Water Hose, Batteries & Lumber 08/17/2018
Check $334.27 Mower Inner Tubes, Water Testing Supplies 08/17/2018
Check $42.14 California Landlord's Law Book 08/17/2018
Check $735.41 CPRS Membership Renewal, White Hard Hats (20)08/17/2018
Check $15.55 Reimbursement for Personal Lunch Charged 08/17/2018
Check $262.67 Field Supplies - Lumber, Fence Post, Plywood & Concrete 08/17/2018
Check $46.47 Field Suppplies - Sleeve Anchor & Masonry Bit 08/17/2018
Check $94.62 Docent Training Refreshments & District Vehicle Car Wash 08/17/2018
Check $961.67 Volunteer Supplies, CAL IPC Conference Expenses 08/17/2018
Check $9.99 Adobe Video Production Subscription 08/17/2018
Check $1,100.00 2-day FLSA Academy & Gift Cards for SRE 08/17/2018
Check $193.97 Fuel for M207 & Switch 08/17/2018
Check $322.09 Field Supplies - Sunscreen, Mt. Umunhum Road Signs 08/17/2018
Check $1,483.98 CAF Conference Expense, CEQA Filing Fees, IRWA Course 08/17/2018
Check $1,103.07 ESRI Conference, GIS Help Desk, Volunteer Gas Cards 08/17/2018
Check $13.92 Irrigation Supplies for Retaining Walls on Oljon 08/17/2018
Check $1,165.76 News Subscription, Legislative Engagement & Event Fees 08/17/2018
Check $2,354.02 Cal APA Conference Training Expenses (6 Employees) & Office Supplies 08/17/2018
Check $175.00 IRWA Application Fee 08/17/2018
Check $214.23 Drill Bits & Parts for Equipment Repairs 08/17/2018
Check (-$368.73) Note Pads, Ergo Keyboard & Credit Duplicate Charge (455.85)08/17/2018
Check $35.19 Office Supplies - Coffee, Tea & Paper Towels 08/17/2018
Check $1,410.36 CPRS Membership, Upper Stevens Creek Bridge Material 08/17/2018
Check $55.00 Natural Resources Rangeland Job Posting 08/17/2018
Check $159.18 Community Engagement Training Expenses 08/17/2018
Check $240.07 Body Armor - Vests & Employee Treats 08/17/2018
Check $4,121.44 U-Channel Galvanized Sign Posts (139) for Olijon 08/17/2018
Check $632.40 Solar Panels Mt Um, Garbage Cans (AO), Keys (CAO)08/17/2018
Check $135.00 Government Finance Webinar Training 08/17/2018
Check $677.75 Postage, Name Badges, Storage, Meeting Expense 08/17/2018
Check $211.36 Snacks for Volunteers, One Way WIldlife Tube 08/17/2018
Check $932.26 Field Supplies - Hepa Vacuum, Pens, Magnets 08/17/2018
Check $328.92 Field Supplies - Sewer Drain, Duct Tape, Poly Sheeting 08/17/2018
Check $1,797.49 Side Boxes for F150's, Under Seat Storage Box, Uniform 08/17/2018
Check $306.66 Webinar, Snacks for Training at AO & EMR Refresher 08/17/2018
Check $172.50 Field Supplies - Resirator, Broom, Trash Bags 08/17/2018
Check $27.00 Parking Fee 08/17/2018
Check $4,678.17 Termite Treatment (CAO), Desks (AO2), Glass & Sink Repair 08/17/2018
Check $1,417.96 GM ICMA Membership Fees & Staff Thank You Breakfast 08/17/2018
Check $16,445.85 iPads(25) Keyboards, Mouse(2), Hard Drives, Webcams 08/17/2018
Check $5.00 Lawsuit Search Fee 08/17/2018
Check $54.54 Field Supplies - Foam Sealant, Bucket, Tape, Silicone 08/17/2018
Check $1,434.08 Job Postings, Breakfast and Lunch for HR Interview Panels.08/17/2018
Check $146.71 Field Supplies - Tool Bag, Cable Ties & Paint 08/17/2018
Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing,
increase payment security, and ensure quicker receipt by vendors
Vendor No. and Name Invoice Description
page 2 of 4
CLAIMS REPORT
MEETING 18-32
DATE 08-22-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Payment
Type
Notes Check Date Payment
Amount
Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing,
increase payment security, and ensure quicker receipt by vendors
Vendor No. and Name Invoice Description
Check $399.47 Skill Path Training Conference Fee, Belts for Mower 08/17/2018
Check $981.40 Docent Graduation, 40th Anniversay Celebration 08/17/2018
Check $663.85 LTA Rally Registration Fee & Business Lunch Meeting 08/17/2018
Check $91.17 Boot Brushes & Flagging Tape 08/17/2018
Check $1,865.28 Board Meals, Board Orientation Materials, IIMC Dues 08/17/2018
Check $223.04 Literature Holders for AO4 08/17/2018
78623 Check 11743 - PRO-WEST & ASSOCIATES Pro-west - Web GIS Applications 08/10/2018 28,643.89
78608 Check 10793 - FALL CREEK ENGINEERING Engineering Services - La Honda Creek Loop Trail Design June 2018 08/10/2018 27,058.34
78631 Check 11920 - SEQUOIA ECOLOGICAL CONSULTING INC.Biological Consulting Services 4/30-7/01/18 - BCR 08/10/2018 20,627.50
78671 Check 10194 - REED & GRAHAM INC Erosion Control (SA-Hendry's Creek)08/17/2018 8,043.01
78680 Check 11961 - Telepath Corporation Install Code Three Equipment - P118 and P119 08/17/2018 7,383.15
78642 Check 11772 - AHERN RENTALS, INC.Equipment Rental (SA-Hendry's Creek) & Excavator - Kubota U17VR1 08/17/2018 7,214.86
150 EFT *10205 - CALIFORNIA JOINT POWERS INSURANCE AUTHORITY Pollution Premium 7/1/18-7/1/19 (2nd installment of 3-yr policy)08/10/2018 7,172.00
78617 Check 11536 - MTECH AC Repair for AO - June 2018 08/10/2018 7,049.00
78620 Check 10082 - PATSONS MEDIA GROUP
Printing of Employee Business Cards (12), Grant Brochure, MROSD
Comprehensive Annual Financial Reports, Patrol Map Books, Letterhead, Mt.
Um Trail Guide, Bear Creek Postcards & Postage 08/10/2018 7,021.21
78673 Check 11986 - Robert F. Whalen
Crazy Petes Road Final Payment ( This is a road which the District has agreed to
share maintenance costs. It lies within or in an access to Coal Creek OSP)08/17/2018 6,500.00
78681 Check 11685 - TRAILHEAD LABS, INC.Annual SaaS Maintenance for Outerspatial Platform 8/1/18 08/17/2018 5,000.00
78659 Check 10344 - GREG'S TRUCKING SERVICE INC Rock Transport 08/17/2018 4,880.80
78639 Check 11692 - VINCLER COMMUNICATIONS, INC.QuickWrite Seminars Nov 13 & 15 (Materials and Travel)08/10/2018 4,000.00
78619 Check 10578 - OLD REPUBLIC TITLE CO Professional Services - Title Reports 08/10/2018 3,850.00
78651 Check 11699 - DAKOTA PRESS Printing of El Corte de Madera and Windy Hill Brochures 08/17/2018 3,471.30
78661 Check 10313 - JOHN SHELTON INC Culverts - SFO, 6" Corrigated Pipe (SA-Hendry's Creek) & Pipe Parts (SA)08/17/2018 2,932.18
78605 Check 11748 - ENVIRONMENTAL AND ENERGY CONSULTING Consulting and Lobbying: July 2018 08/10/2018 2,916.67
78616 Check 10190 - METROMOBILE COMMUNICATIONS Install Radio & Amber Light M226 & M227 08/10/2018 2,588.60
78658 Check 11698 - GREENBELT ALLIANCE Sponsorship of 2018 Annual Savor the Greenbelt Event 08/17/2018 2,500.00
78603 Check 10022 - CONCERN EAP Quartley Rate 7/1/18-9/30/18 08/10/2018 2,467.50
78652 Check 10032 - DEL REY BUILDING MAINTENANCE Janitorial Services - August 2018 08/17/2018 2,249.16
78625 Check 10195 - REDWOOD GENERAL TIRE CO INC New Tires & Installation - M26 & T26 08/10/2018 2,125.35
78676 Check 10489 - STETSON ENGINEERS INC Watermaster Services - San Gregorio Creek 08/17/2018 2,020.21
78632 Check 11413 - SIERRA CLUB LOMA PRIETA CHAPTER Sponsorship of Annual Chapter Benefit Dinner 2018 08/10/2018 2,000.00
78621 Check 11129 - PETERSON TRUCKS INC.Vehicle BIT Inspections 08/10/2018 1,986.00
78644 Check *10128 - AMERICAN TOWER CORPORATION Repeater Site Lease - Coyote Peak 08/17/2018 1,951.04
78653 Check 10463 - DELL BUSINESS CREDIT 5 Rugged Laptop Docks, 3 Antennas 08/17/2018 1,915.59
78624 Check 10176 - RE BORRMANN'S STEEL CO Steel Plates (BCR)08/10/2018 1,825.95
78638 Check *10309 - VERIZON WIRELESS Monthly Mobile Internet Devices 6/13-7/12/18 08/10/2018 1,744.55
78643 Check 11170 - ALEXANDER ATKINS DESIGN, INC.Partnership Brochure 08/17/2018 1,670.00
78597 Check 10001 - AARON'S SEPTIC TANK SERVICE Septic Tank Service (SA-MT UM), (RSA/DHF)08/10/2018 1,450.00
157 EFT 10222 - HERC RENTALS, INC.Equipment Rental (SA-Hendry's Creek)08/17/2018 1,414.79
78678 Check 10143 - SUMMIT UNIFORMS Ranger Uniforms & Alterations 08/17/2018 1,366.73
78606 Check 10038 - ERGO VERA Onsite-Ergo Evaluations for 5 Employees 08/10/2018 1,305.41
78656 Check 10169 - FOSTER BROTHERS SECURITY SYSTEMS Keys & Padlocks for Stock 08/17/2018 1,189.19
78618 Check 10160 - OFFICE DEPOT CREDIT PLAN Office Supplies for CAO (bookcase, label-maker, cabinets)08/10/2018 1,176.62
78649 Check *10445 - COMMUNICATION & CONTROL INC Repeater Site Lease - August 2018 08/17/2018 1,172.00
78611 Check 10169 - FOSTER BROTHERS SECURITY SYSTEMS Keys & Locks for Stock (GP)08/10/2018 1,158.81
78634 Check 11055 - SYSTEMS FOR PUBLIC SAFETY Ranger Candidate Background Check 08/10/2018 1,150.00
78615 Check 11463 - MARLENE EYRE Accommodations for Ranger at Academy 08/10/2018 1,145.00
78607 Check 11935 - ESSENTIAL OPERATIONS Septic System Monitoring (RSACP)08/10/2018 1,138.60
78650 Check 11975 - CONSOLIDATED ENGINEERING LABORATORIES BCR Public Access Testing Services July 2018 08/17/2018 1,081.50
78647 Check 11161 - CARNEGHI-NAKASAKO AND ASSOCIATES Review & Update SJWC Add'l Appraisel Fee 08/17/2018 1,000.00
78657 Check 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Chaps, Chain Sharpening, Pole Pruner & Equipment Supplies 08/17/2018 956.61
78682 Check *10403 - UNITED SITE SERVICES INC Sanitation Service (FOOSP) & (SA)08/17/2018 904.14
78675 Check 10580 - SHARP BUSINESS SYSTEMS Sharp Printers Total Billable Copies 08/17/2018 903.95
78655 Check 10524 - ERGO WORKS Ergo Equipment (Keyboards, Mouse, Monitor Arm, Stand & Floor Mat)08/17/2018 840.93
78677 Check 10302 - STEVENS CREEK QUARRY INC Base Rock (FOOSP)08/17/2018 827.53
page 3 of 4
CLAIMS REPORT
MEETING 18-32
DATE 08-22-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Payment
Type
Notes Check Date Payment
Amount
Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing,
increase payment security, and ensure quicker receipt by vendors
Vendor No. and Name Invoice Description
78598 Check 11722 - ADLER TANK RENTALS LLC Mt Um Water Tank 7/1/18 to 7/5/18 08/10/2018 823.50
78635 Check 10152 - TADCO SUPPLY Janitorial Supplies (RSA&CP)08/10/2018 765.47
78629 Check *10136 - SAN JOSE WATER COMPANY Water Service (RSACP)08/10/2018 718.79
151 EFT 11983 - CHRISTEL, SOPHIE Human-Centered Design Training Expenses Reimburse, CEQA : A Step-by-Step Approach Training & Mileage 08/10/2018 699.70
156 EFT 10352 - CMK AUTOMOTIVE INC Maintenance Service - A95, A100, P106 & M205 08/17/2018 689.55
78609 Check 11151 - FASTENAL COMPANY Field Supplies - Nuts, Hand Cleaner, Jobber Drill Bits, Bolts & Locking Handle Kit 08/10/2018 675.71
78633 Check 10302 - STEVENS CREEK QUARRY INC Base Rock (FOOSP)08/10/2018 615.33
78602 Check 11530 - COASTSIDE.NET Monthly Internet Service - SFO 08/10/2018 550.00
78668 Check 10140 - PINE CONE LUMBER CO INC Retaining Wall Materials Around Bridges 08/17/2018 544.42
78648 Check 10014 - CCOI GATE & FENCE Gate Service (RSACP)08/17/2018 505.15
78669 Check *10261 - PROTECTION ONE Alarm Services (FFO), (AO)08/17/2018 452.29
78604 Check 10184 - CONTINUING EDUCATION OF THE BAR CA Muni Law Handbook 2018 M134048 08/10/2018 436.80
78679 Check 10152 - TADCO SUPPLY Janitorial Supplies (RSA&CP)08/17/2018 430.07
78674 Check 10151 - SAFETY KLEEN SYSTEMS INC Tools & Parts Cleaner Service 08/17/2018 403.19
78672 Check 10093 - RENE HARDOY AO Gardening Services 08/17/2018 325.00
78665 Check 11270 - MUNICIPAL MAINTENANCE EQUIPMENT, INC.Kubota Tractor mower blades 08/17/2018 317.51
78599 Check 11772 - AHERN RENTALS, INC.JD Excavator & JD Dozer Rental Pick up Fee 08/10/2018 300.00
78654 Check 10038 - ERGO VERA Onstie-Ergo Evaluation for 1 Employee 08/17/2018 286.44
78614 Check 10260 - LUND PEARSON MCLAUGHLIN Fire System Test Annual 2018 08/10/2018 280.00
78622 Check 10140 - PINE CONE LUMBER CO INC Oljon Trail Material & Hardware 08/10/2018 269.22
78630 Check 10697 - SANDIS Professional Services thru June 2018 (BCR)08/10/2018 262.50
78646 Check 10706 - BAY AREA NEWS GROUP (MERCURY NEWS)Public Bid Notice for Plant Installation & Maint. - BCR 08/17/2018 252.80
78626 Check 11526 - REPUBLIC SERVICES Monthly Garbage Services 08/10/2018 251.92
78613 Check 10189 - LIFE ASSIST First Aid Supplies 08/10/2018 234.35
78641 Check 10240 - ACE FIRE EQUIPMENT & SERVICE INC Fire Extinguishers & Brackets for New District Vehicles 08/17/2018 228.79
78610 Check 10186 - FEDERAL EXPRESS Shipping Charges - AO 08/10/2018 200.19
78663 Check 11326 - LEXISNEXIS Online Subscription July 2018 08/17/2018 198.00
78612 Check 10187 - GARDENLAND POWER EQUIPMENT Equipment Service / Repair 08/10/2018 190.70
78601 Check 10168 - CINTAS Shop Towel Service (FFO & SFO)08/10/2018 188.43
78684 Check 11599 - VULCAN CONSTRUCTION MATERIALS LP Rock (BCR)08/17/2018 182.03
78627 Check 10228 - RHF INC Radar Unit Repair & Recalibration 08/10/2018 150.25
78637 Check 11037 - US HEALTHWORKS MEDICAL GROUP PC Medical Services - HR 08/10/2018 139.00
78664 Check 10664 - MISSION TRAIL WASTE SYSTEMS AO Garbage Services 08/17/2018 135.16
78667 Check 10082 - PATSONS MEDIA GROUP Printing of Employee Business Cards (3)08/17/2018 130.80
78660 Check 10421 - ID PLUS INC Name Tags for new VPL Evert 08/17/2018 98.50
78628 Check 10182 - ROYAL BRASS INC Equipment Repair Parts 08/10/2018 97.97
78636 Check 10162 - TERMINIX PROCESSING CENTER AO Pest Control Service 08/10/2018 83.00
78600 Check 10141 - BIG CREEK LUMBER CO INC Oljon Trail Building Materials 08/10/2018 61.59
154 EFT 11295 - TAYLOR, ANDREW Mileage Reimbursement - CSMFO, Board Retreat, SCC Leadership 08/10/2018 58.49
148 EFT 11749 - ASKAY , MELANIE Reimburse Grant Workshop Travel & Resilient by Design Conference 08/10/2018 52.83
158 EFT 11976 - SMITH, SEAN Mileage Reimbursement - BCR Project Mgmt 08/17/2018 46.11
78662 Check 10119 - KWIK KEY LOCK & SAFE CO INC Lock for Mt Umunhum 08/17/2018 45.07
153 EFT 11982 - MULHALL, LUKE Reimburse for Livescan Fingerprints Fee 08/10/2018 39.00
78666 Check 10271 - ORLANDI TRAILER INC Battery 08/17/2018 30.59
78670 Check *10134 - RAYNE OF SAN JOSE Water Service (FOOSP)08/17/2018 28.25
155 EFT 11947 - ANDERSON, MATTHEW Mileage Reimbursement 08/17/2018 25.12
78683 Check 10165 - UPS Shipping - AO4 (Sending Radar Gun for Repair, Returning Supplies)08/17/2018 23.10
149 EFT 11907 - BORGESI, MELISSA Mileage Reimbursement 06/06/18 - 06/20/18 08/10/2018 22.67
78640 Check BUTTERFIELD, CHRISTINE Reimbursement for Board Member Meal 08/10/2018 15.19
152 EFT 10224 - JURICH, MICHAEL Reimburse for Keyboard Batteries 08/10/2018 8.70
Grand Total 293,850.42$
*Annual Claims
**Hawthorn Expenses
page 4 of 4
CLAIMS REPORT
MEETING 18-32
DATE 08-22-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Payment
Type
Notes Check Date Payment
Amount
Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing,
increase payment security, and ensure quicker receipt by vendors
Vendor No. and Name Invoice Description
A### = Administrative Office Vehicle GP = General Preserve PCR = Purisima Creek Redwoods SCS = Stevens Creek Shoreline Nature Area
AO2, AO3, AO4 = Administrative Office Leased Space HR = Human Resources PIC= Picchetti Ranch SFO = Skyline Field Office
BCR = Bear Creek Redwoods LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap
CAO = Coastal Area Office LR = Long Ridge RR = Russian Ridge SJH = Saint Joseph's Hill
CC = Coal Creek LT = Los Trancos RR/MIN = Russian Ridge - Mindego Hill SR= Skyline Ridge
DHF = Dear Hollow Farm M### = Maintenance Vehicle RSA = Rancho San Antonio T### = Tractor or Trailer
ECdM = El Corte de Madera MB = Monte Bello RV = Ravenswood TC = Tunitas Creek
ES = El Sereno MR = Miramontes Ridge SA = Sierra Azul TH = Teague Hill
FFO = Foothills Field Office OSP = Open Space Preserve SAO = South Area Outpost TW = Thornewood
FOOSP = Fremont Older Open Space Preserve P### = Patrol Vehicle SAU = Mount Umunhum WH = Windy Hill
Abbreviations
R-18-95
Meeting 18-32
August 22, 2018
AGENDA ITEM 3
AGENDA ITEM
Partnership Funding Agreements for the Deer Hollow Farm White Barn Renovation Project
GENERAL MANAGER’S RECOMMENDATION
Approve the recommendation from the Legislative, Funding, and Public Affairs Committee to
enter into partnership funding agreements with the City of Mountain View and Friends of Deer
Hollow Farm to renovate the White Barn at Deer Hollow Farm in Rancho San Antonio Open
Space Preserve.
SUMMARY
The Deer Hollow Farm White Barn is an important historic and educational resource owned by
the Midpeninsula Regional Open Space District (District) and jointly managed with the City of
Mountain View (City) with supplemental funding support from the Friends of Deer Hollow Farm
(FODHF). The barn is in need of significant structural repairs, including a new foundation.
Funds for the repairs are available through a private donation, the District’s Measure AA, and
City of Mountain View funding. Pending Board approval, funding agreements with the City and
FODHF will allow the transfer of funds from the city and non-profit organization to the District
for project design and construction. Draft agreements are presented herein for Board
consideration. This item was reviewed and unanimously supported by the Legislative, Funding,
and Public Affairs Committee on March 27, 2018.
DISCUSSION
The District jointly operates Deer Hollow Farm at Rancho San Antonio Open Space Preserve
with the City of Mountain View as per the terms of a partnership agreement established in 1981,
and most recently renewed in 2015. The District owns and maintains the facility, while the City
provides, coordinates, and manages an environmental education program. Friends of Deer
Hollow Farm (FODHF) provides extensive funding support to improve Farm facilities.
In 2016, the Tindall Family estate (Tindall) donated $165,000 to the District for Rancho San
Antonio Open Space Preserve. Tindall made an equivalent donation of $165,000 to the FODHF.
In partnership with the City and FODHF, the District identified renovation of the historic White
Barn as the highest priority improvement and a suitable use of the gift. Necessary renovations
include installation of a new concrete foundation and stem walls, sheer walls for seismic and
wind resistance, and improved connections between the walls, roof, and foundation to meet
code-required load bearing capacity. A number of additional improvements are also
recommended to provide safe access, minimize long-term maintenance, and replace damaged or
R-18-95 Page 2
degraded material. These improvements involve site grading; additional drainage features;
replacement of rotten or broken rafters, new siding, and support posts; and replacement of the
interior stair. The project cost is expected to range from $450,000 to $600,000 (includes
planning, design, permitting, and construction), and will depend on final design considerations.
City of Mountain View Funding Agreement
District and City staff have collaborated to define the renovation scope, schedule, and proposed
budget, as well as a proposed cost-sharing agreement for the design phase of the Project. The
City would contribute a sum of $35,000, which is half of the anticipated design fee. The
proposed partnership funding agreement with the City of Mountain View for the White Barn
repairs would be an amendment to the existing Deer Hollow Farm agreement between the
District and City (Attachment 1). The proposed amendment to the partnership agreement, if
approved by the Board, will be considered by the Mountain View City Council.
Friends of Deer Hollow Farm Funding Agreement
FODHF wishes to contribute its portion of the Tindall donation, a sum of $165,000, to the
District for the construction phase of the Project. FODHF is also willing to provide additional
funds as can be allocated from their current budget or future fundraising efforts. The District
recognizes the outstanding generosity of FODHF and its contributing donors, who have voiced
their interest in further supporting the fundraising effort through public outreach and other means
as necessary. District and City staff met with the FODHF during the project initiation to discuss
the building conditions, existing and future uses for the barn, and funding needs. The proposed
partnership terms with FODHF are provided in Attachment 2.
FISCAL IMPACT
The estimated preliminary budget for the Deer Hollow Farm White Barn Renovation Project
ranges from $450,000 to $600,000. The District’s FY2018-19 Capital Improvement and Action
Plan (CIAP) includes $55,688 for the Rancho San Antonio - Deer Hollow Farm - White Barn
Rehabilitation project. There are sufficient funds in the project budget to cover the recommended
action and expenditures in FY2018-19.
Measure AA, City of Mountain View funds, the Tindall donation, and contributions from the
FODHF are available to fund design, permitting, and a portion of the construction as shown in
the table below. Both the District and FODHF will work collaboratively to raise additional
donations to cover remaining construction costs. Depending on additional donations raised, the
District’s Board of Directors may consider contributing additional Measure AA funds to
complete the project in future years.
R-18-95 Page 3
MAA11-002: Rancho San Antonio - Deer
Hollow Farm - White Barn Rehabilitation
Prior
Year
Actuals
FY18-19 FY19-20 FY20-21 Total
District Measure AA Funds 29,511 20,688 123,000 173,199
City of Mountain View Matching
Funds* 35,000 35,000
Tindall Donation to District 165,000 165,000
Friends of Deer Hollow Farm Gift 165,000 165,000
Total Project Budget : 29,511 55,688 453,000 0 538,199
Spent to Date (as of 8/2/18): (29,511) (29,511)
Encumbrances (as of 8/2/18): 0
Total Expenses & Encumbrances: (29,511) 0 0 0 (29,511)
Budget Remaining (Proposed): 0 55,688 453,000 0 508,688
* Approved budget for FY2018-19 is intended to be a 50/50 cost share with the City of Mountain View; total project
costs that the City will contribute will not exceed $35,000.
BOARD COMMITTEE REVIEW
The proposed funding agreements were reviewed and confirmed by the Legislative Funding and
Public Affairs Committee (LFPAC) on March 27, 2018 (R-18-31).
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
CEQA COMPLIANCE
Consideration of partnership funding agreements is not a project subject to the California
Environmental Quality Act. CEQA will be completed as part of the design phase for the Project.
NEXT STEPS
Task Tentative Schedule
LFPAC considers funding and partnership agreements Complete
Board approves addition of the design phase of the Deer
Hollow Farm White Barn Renovation Project in the
FY2018-19 Action Plan
Complete
City of Mountain View City Council approves allocation of
project funding in the City’s FY2018-2019 Budget
Complete
Board considers approval of funding agreements August 22, 2018
R-18-95 Page 4
Design and Permitting Phase Fall 2018 – Winter 2019
Construction Phase (tentative) Fall 2019
Attachments:
1. City of Mountain View Existing Agreement and Draft Amendment
2. Draft Funding Partnership (Letter) Agreement with Friends of Deer Hollow Farm
Responsible Department Head:
Jane Mark, AICP, Planning Manager
Prepared by:
Lisa Bankosh, Planner III
Attachment 1
AMENDMENT TO AGREEMENT BETWEEN THE CITY OF MOUNTAIN VIEW
AND MIDPENINSULA REGIONAL OPEN SPACE DISTRICT FOR
OPERATION AND MANAGEMENT OF DEER HOLLOW FARM
This AMENDMENT NO. 1 to the Agreement is dated this ____ day of __________
2018, by and between the CITY OF MOUNTAIN VIEW, a California Charter City and
municipal corporation, whose address is P.O. Box 7540, Mountain View, California, 94039
(hereinafter “CITY”), and MIDPENINSULA REGIONAL OPEN SPACE DISTRICT, a
pubic district under the laws of California, whose address is 330 Distel Circle, Los Altos,
California, 94022-1404 (hereinafter “DISTRICT”).
RECITALS
A. WHEREAS, on November 12, 1981, CITY and DISTRICT entered into an
Agreement allowing CITY to provide activities for its citizens at Deer Hollow Farm
within DISTRICT's Rancho San Antonio Open Space Preserve ("the 1981 Agreement")
and thereafter amended said Agreement on June 12, 1986, November 19, 1991, July 1,
1994 and July 1, 1995 (the "1986 Amendment," the "1991 Amendment," the
"1994 Amendment" and the "1995 Amendment," respectively); and
B. WHEREAS, on June 1, 1996, CITY, DISTRICT and the County of Santa Clara
(COUNTY) entered into a new Agreement for the joint operation of Deer Hollow Farm
and thereafter amended said Agreement on August 1, 1999; and entered into a further
Agreement in July 2000 and June 2001; and
C. WHEREAS, on July 1, 2010, July 1, 2011, and July 1, 2013, CITY and DISTRICT
amended said Agreement (the "2010 Amendment", the “2011 Amendment” and the
“2013 Amendment,” respectively); and
D. WHEREAS, effective July 1, 2015, CITY and DISTRICT entered into a new
Agreement for the operation and management of Deer Hollow Farm (the
“Agreement”); and
E. WHEREAS, the Agreement provides that CITY and DISTRICT may mutually
agree upon cost sharing for repairs or replacements of structures or facilities at Deer
Hollow Farm in excess of Two Thousand Dollars ($2000); and
-2-
F. WHEREAS, one of the primary structures on the Deer Hollow Farm, as shown on
Exhibit A to the Agreement, is the “White Barn,” which is in need of renovation work,
including the replacement of its foundation (“Renovation Work”), the costs of which shall
exceed two thousand dollars ($2000).
G. WHEREAS, CITY, and DISTRICT, and the non-profit organization “Friends of
Deer Hollow Farm” (“Friends”) intend to contribute to the costs of the Renovation
Work using funds donated to each respective organization by the Tindall Family estate.
H. WHEREAS, CITY and DISTRICT desire to amend said Agreement dated July 1,
2015 for identification, and all amendments thereto, to reflect said modifications.
NOW, THEREFORE, in consideration of the recitals and mutual promises of the
parties contained herein,, CITY and DISTRICT agree to the below-referenced
amendments to said Agreement dated July 1, 2015 for identification, and all amendments
thereto, as follows:
Section 4, “Description of Repair and Maintenance Services” shall be amended to
read as follows:
g Cost-sharing for Deer Hollow Farm White Barn Renovation Work. As
between the CITY and the DISTRICT, the Parties agree as follows:
a. DISTRICT shall perform and/or manage the contracts, as appropriate,
for the planning, historic and structural evaluation, CEQA review,
permitting, engineering, design, and construction of the Renovation
Work.
b. CITY shall contribute up to $35,000 toward the design-phase costs of the
Renovation Work, as incurred by DISTRICT. CITY shall reimburse
DISTRICT within 30 days of receipt and approval of invoice. Invoice
shall include copy of vendor’s invoice and proof of payment by
DISTRICT.
c. DISTRICT shall be responsible for the remaining costs necessary to
complete the design phase of the Renovation Work, in addition to the
contribution of staff time in planning and managing the contracts for the
design work.
-3-
d. DISTRICT shall contribute the Tindall Family estate donation funds in
the amount of $330,000 to the construction phase of the project, and shall
secure any necessary supplemental funding to complete the Renovation
Work. The CITY shall have no responsibility for any such construction
or supplemental funding.
In addition, the Agreement shall be amended to include Section 25,
Counterparts.
25. Counterparts. This Amendment may be executed in counterparts,
each of which shall be deemed to be an original, but all of which in the
aggregate shall constitute one and the same instrument, and the Parties agree
that signatures on this Amendment shall be sufficient to bind the Parties.”
All other terms and conditions in that certain Agreement dated July 1, 2015 for
identification, above referenced, shall remain in full force and effect.
-4-
IN WITNESS WHEREOF, this Amendment No.1, dated __________________, between
the City of Mountain View and Midpeninsula Regional Open Space District for the
operation and management of Deer Hollow Farm, is executed by CITY and DISTRICT.
“CITY”:
CITY OF MOUNTAIN VIEW,
a California Charter City and municipal
corporation
By:
Dan Rich
City Manager
By:
Wanda Wong
Deputy City Clerk
APPROVED AS TO CONTENT:
Community Services Director
FINANCIAL APPROVAL:
Finance and Administrative
Services Director
APPROVED AS TO FORM:
City Attorney
“DISTRICT”:
MIDPENINSULA REGIONAL OPEN
SPACE DISTRICT, a public district under
the laws of California
By:
Ana Maria Ruiz, AICP
General Manager
By: ________________________________
Hilary Stevenson
General Counsel
________, 2018
Lauren Merriman, President
Friends of Deer Hollow Farm
P.O. Box 4282
Mountain View, CA 94040
Re: Letter of Agreement – Deer Hollow Farm, White Barn Renovation
Dear Ms. Merriman,
As you know, Friends of Deer Hollow Farm (FDHF) and Midpeninsula Regional Open Space
District (District) have embarked on a collaborative effort to fund and implement renovation work
at the White Barn at Deer Hollow Farm, including a new foundation for the structure.
The District and FDHF were fortunate to receive gifts from the Tindall Family estate in 2016, which
were given with a request for the District to use the funds for the benefit of Rancho San Antonio,
and a separate gift to the FDHF for the betterment of Deer Hollow Farm. Honoring those
generous gifts and the intent behind them, our respective staff have been working toward the study,
planning, design, funding and construction needed to conduct certain renovations needed for the
long-term stability and protection of the White Barn at Deer Hollow Farm (Project).
District staff have completed the planning phase using District funds and resources, with $29,000 in
District Measure AA funds disbursed in 2018, for the completion of an historic and structural
evaluation to determine recommended stabilization measures to protect the White Barn in the long-
term. Measure AA funds for the environmental review, design and permitting for the work were
included in the Fiscal Year 2018-2019 budget, to be augmented by a $35,000 contribution from the
City of Mountain View. The construction phase, also led by District staff, is planned for fiscal year
2019-2020, if all goes according to plan. The total cost of the planning, design, permitting and
construction is anticipated to be in excess of $450,000, but those numbers are still under
development.
By signature of this letter, FDHF agrees to contribute to the effort by donating its share of Tindall
gifts to the Project, paid to the District, to be used solely on the White Barn renovation Project.
FDHF agrees that on or before July 1 2019, or 60 days prior to the start of construction, it will
provide a contribution of $165,881.25 to the District to help defray a portion of the total costs of
the Project. It is understood that this $165,881.25 FDHF contribution will not fully fund the
Project, and that the Project cannot be implemented until each phase of the required budget is
approved by the District’s Board of Directors, and all environmental review and permitting
requirements are successfully met. The FDHF and the District agree that the $165,881.25, once
paid by the FDHF will not be refundable once the first construction contract is let to conduct the
renovation work. Before that time, FDHF’s funds will be refundable only if, before construction, it
is deemed not feasible to continue with the project for any reason (eg, permitting issues,
constructability issues, financial infeasibility, etc.).
Attachment 2
If all of the foregoing funding commitments are realized, both the District and FDHF recognize
that the costs of completing the Project will still likely exceed the proposed funding allocations. The
FDHF and the District will work collaboratively to seek additional external funding as needs arise.
The District and FDHF will both use their public-outreach tools to try to obtain additional
donations or grants to help close any financial gap in executing the Project.
The District will maintain full control over the planning, analysis, contract management, and
implementation of the Project, and will keep the FDHF informed of progress, milestones, and any
significant hurdles that might be encountered, especially if they might affect fundraising or the
timeline.
The District is enthusiastic about completing this Project. We want to thank the FDHF for this
wonderful opportunity to partner with FDHF, and to efficiently leverage the Tindall gifts, along
with other City, District, and FDHF funding and staff resources, all for the greater public benefit.
Very truly yours, AGREED TO:
________________________________ ________________________________
Ana Ruiz, General Manager Lauren Merriman, President
Midpeninsula Regional Open Space District Friends of Deer Hollow Farm
Attachment 2
R-18-98
Meeting 18-32
August 22, 2018
AGENDA ITEM 4
AGENDA ITEM
Award of Contract with AGCO Hay, LLC., for new grazing water infrastructure at La Honda
Creek Open Space Preserve
GENERAL MANAGER’S RECOMMENDATIONS
1. Authorize the General Manager to award a contract to AGCO Hay, LLC., grazing tenant at
La Honda Creek Open Space Preserve, for grazing water infrastructure improvements in the
amount of $47,660.
2. Authorize a 15% contract contingency of $7,149 to be reserved for unanticipated issues, for a
total contract amount not-to-exceed $54,809.
SUMMARY
The General Manager recommends entering into a sole source contract with AGCO Hay, LLC.,
(AGCO), the grazing tenant at lower La Honda Creek Open Space Preserve (LHCOSP). Under
this contract, AGCO would complete the following grazing water infrastructure projects: (1)
construct new grazing water infrastructure in the Sears Ranch Area (Vision Plan Project #07-
001); (2) repair and reconnect an existing damaged spring box to nearby water storage and
corrals in the Wool Ranch Area; and (3) install a water trough for equestrian use at the Event
Center. The total cost to complete the work would not exceed $54,809. AGCO has been grazing
on the former Driscoll Ranch for four years , has extensive knowledge of the land and grazing
program, is fully mobilized onsite, and is best suited to perform this work. Sufficient funds are
included in the Fiscal Year 2018-19 Budget to complete the work.
DISCUSSION
The former Driscoll Ranch Area of the LHCOSP (3,861 acres total) is leased to AGCO to
support the District’s conservation grazing program. Grazing water infrastructure projects are
included in the Fiscal Year 2018-19 budget to develop adequate water distribution on the
property. These improvements will better service existing uses and improve the livestock
rotation to best meet the goals of the conservation grazing program, further protect pond
resources, and enhance the management of grassland habitat.
Pasture 1 Water Line
For the past five years, AGCO has utilized Pasture 1 (adjacent to the Sears Ranch Staging Area)
for only a portion of the grazing season, as the only water source is a seasonal pond. To provide
R-18-98 Page 2
an additional water source and move livestock away from the seasonal pond during the dry
season, AGCO will install a wildlife friendly water trough in this pasture. (See Attachment A)
Road Repair
AGCO will rock a section of the main ranch road to protect crucial water system lines that
became exposed during the winter of 2017. (See Attachment A)
Storage Tank
AGCO will purchase and install a new 5,000-gallon water storage tank to provide additional
water storage near the Sears Ranch residence. (See Attachment A)
Spring Repair and Water Lines
During the winter storms of 2017, a mudslide damaged an existing spring box. AGCO will
rebuild the spring box and reconnect the water source to the existing metal storage tank above
the Wool Ranch corrals. The tank will provide water to a new wildlife-friendly water trough at
the corrals. (See Attachment B)
Event Center Water Trough
AGCO will install a wildlife friendly water trough for equestrian permit users at the Event
Center.
The total cost to complete this project is $54,809 as shown in the table below.
Cost of Grazing Improvements at the former Driscoll Ranch
Project
Pasture 1 Water Line $14,850
Road Repair $ 3,100
Storage Tank $ 4,690
Spring Repair and Water Lines $23,350
Event Center Water Trough $ 1,670
Subtotal $47,660
Contingency (15%) $ 7,149
Totals $54,809
Under Board Policy 3.03, “Public Contract Bidding, Vendor and Professional Consultant
Selection, and Purchasing,” the District may enter into sole source contracts without obtaining
competitive bids under specified circumstances. Under the provision of “Limited
Availability/Sole Source”, the required competitive bids may be waived if, “necessary supplies,
materials, equipment, or services are of a unique type, are of a proprietary nature, or are
otherwise of such a required and specific design or construction, or are for purposes of
maintaining consistency and operational efficiency, so as to be available from only one source.”
The Board has approved the use of this exception for grazing tenants by approving grazing leases
with provisions for compensating the tenants for certain work on the leased premises.
Awarding a sole source contract to District grazing tenants to perform work on their leased
premises under the limited specified circumstances outlined in Board Policy 3.03, is in the best
interest of the District and taxpayers. It maintains consistency with the grazing operation and
R-18-98 Page 3
provides operational efficiency and economy of scale with reduced costs by having the grazing
tenant, who knows the most about the land and the operational needs of the grazing program, and
who is already mobilized onsite, to perform the work.
AGCO has demonstrated excellent workmanship in the many grazing infrastructure
improvements they have completed to date. These improvements (Wool Ranch corrals and self-
closing gates) have come in at a lower cost as compared to other similar projects completed by
outside contractors.
FISCAL IMPACT
The total cost to complete these grazing infrastructure projects is $54,809. There are sufficient
funds in the FY2018-19 Land and Facilities Services operational budget to cover this project.
BOARD COMMITTEE REVIEW
This item was not previously reviewed by a Board Committee.
PUBLIC NOTICE
Public notice provided as required by the Brown Act.
CEQA COMPLIANCE
Project Description
The project consists of construction of new water lines, installation of new wildlife friendly
water troughs, a water storage tank, and road repairs at the former Driscoll Ranch Area of
LHCOSP, owned and managed by the Midpeninsula Regional Open Space District (District) in
the San Mateo County Coastside Protection Area. The property is located just north of the town
of La Honda. These repairs and improvements support the conservation grazing program as
outlined in the Driscoll Ranch Rangeland Management Plan. Road repairs and maintenance are
covered activities under an existing Routine Maintenance Agreement with the California
Department of Fish and Wildlife.
CEQA Determination
The District concludes that this project will not have a significant effect on the environment. It is
categorically exempt from CEQA (California Environmental Quality Act) under Article 19,
Sections 15301, 15302, 15304 of the CEQA Guidelines as follows:
Section 15301 exempts operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public or private structures, facilities, mechanical equipment, or
topographical features, involving negligible or no expansion of use beyond that existing at the
time of the lead agency’s determination.
Section 15302 exempts construction and location of limited numbers of new, small facilities or
structures.
Section 15304 exempts minor public or private alterations in the condition of land, water, and/or
vegetation, which do not involve removal of healthy, mature, scenic trees except for forestry or
R-18-98 Page 4
agricultural purposes. Section 15304(a) exempts grading on land with a slope of less than 10
percent, except that grading shall not be exempt in a waterway, in any wetland, in an officially
designated scenic area, or in officially mapped areas of severe geologic hazard as delineated by
the State Geologist. Section 15304(b) exempts new landscaping, and 15304(f) exempts minor
trenching and backfilling where the surface is restored.
NEXT STEPS
Pending Board approval, the General Manager will direct staff to contract with AGCO to
complete the grazing water infrastructure improvements as recommended in this report. All work
is scheduled to be complete in FY2018-19.
Attachments
1. Map for project # Vision Plan 07-001 (Sears Ranch Area).
2. Map for Spring Repair (Wool Ranch Area)
Responsible Department Head:
Michael Jurich, Acting Land and Facilities Services Department Manager
Prepared by:
Susan Weidemann, Property Management Specialist II
Contact person:
Susan Weidemann, Property Management Specialist II
LH11
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Midpeninsula Regional
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(MROSD)
August 2018
Attachment 1: Vision Plan # 07-001 Improvements
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August 2018
Attachment 2: Springs Repair
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R-18-99
Meeting 18-32
August 22, 2018
AGENDA ITEM 5
AGENDA ITEM
Approval of a Memorial Bench for Vince Garrod at Fremont Older Open Space Preserve
GENERAL MANAGER’S RECOMMENDATION
Approve the recommendation from the Legislative, Funding and Public Affairs Committee to
install a memorial bench and plaque in honor of conservationist and significant supporter Vince
Garrod atop Nob Hill at Fremont Older Open Space Preserve.
SUMMARY
Vince Garrod was a conservationist and a prominent member of the Saratoga community. Vince
passed away on December 29, 2017. At the April 11, 2018 Board Meeting, Director Curt Riffle
expressed an interest in providing a memorial bench in recognition of the contributions Mr.
Garrod has made to the Midpeninsula Regional Open Space District (District). This request was
reviewed and unanimously supported by the Legislative, Funding, and Public Affairs Committee
(LFPAC) on July 17, 2018. If approved by the Board of Directors (Board), purchase and
installation of the new bench and plaque would cost approximately $2,420. The Fiscal Year
2018-19 budget includes sufficient funds to cover the associated expenditures.
DISCUSSION
Born in 1918 and raised in Saratoga, Vince Garrod spent his life on the family farm. After
growing prunes and apricots for 50 years, he developed a horse lively business known as Garrod
Farms Riding Stables. He served as a Board member and Board President of Peninsula Open
Space Trust (POST), a member of the Santa Clara County (County) Agricultural Advisory
Committee, represented the County’s agricultural interests during the formation of the Santa
Clara Valley Water District, and served on the Black Mountain Resource Conservation District
(now known as the Loma Prieta Resource Conservation District).
Mr. Garrod has been a big supporter of the District for many years. In 1999, he worked with the
District and POST to sell below market a 40-acre forested property as an addition to Long Ridge
Open Space Preserve. Mr. Garrod worked with and encouraged the Picchetti family to sell their
historic Winery property to the District in 1976, establishing the Picchetti Ranch Open Space
Preserve. He also assisted the District with the purchase of the 57-acre Beatty property in 2008 at
Alma Bridge Road as an addition to Sierra Azul Open Space Preserve. In 1980, the Garrod
Family, led by Vince Garrod, transferred 120 acres of their 240 acres to the District as an
addition to Fremont Older Open Space Preserve. Mr. Garrod saw the rapid development along
the Santa Clara Valley result in the loss of farmland and open space, and wanted to ensure
R-18-99 Page 2
preservation of the cherished valley views and bridle paths for the public to enjoy. Garrod Farms
continues to be a great neighbor to the District and currently has vineyards, a winery, and a
popular equestrian center, leading many organized rides using District trails.
Given the long-standing support and assistance in growing the greenbelt, preserving rural
landscapes, and expanding the District’s landholdings, Vince Garrod has been a significant
supporter of the District. Providing a District memorial bench for Vince Garrod is consistent
with Board Policy 5.01 Site Naming and Special Recognition, which includes the following
criteria:
III. SPECIAL RECOGNITION
The Legislative, Funding and Public Affairs Committee (LFPAC) shall be the
committee designated to discuss all requests that meet the criteria of the policy for
special recognition, made by members of the Board of Directors or by members of
the public, including bench memorials and the naming of bridges, and after
deliberation shall decide which requests will be referred to the full Board for a vote.
C. District Memorial Benches
These are benches which are installed by the District in response to requests by
members of the Board of Directors to honor deceased “Founders”, Significant
Supporters”, and “Volunteers”.
The General Manager is forwarding LFPAC’s recommendation to approve a memorial bench at
Fremont Older Open Space Preserve for Vince Garrod.
FISCAL IMPACT
The estimated total cost for material and construction of the bench and plaque is $2,420 and
includes the following:
• Cost of a standard bench: $705
• Cost of personalized plaque: $320
• Cost of shipping of materials: $295
• Cost of assembling and installing the bench and plaque: $500
• Cost of maintenance of bench and plaque: $600
Sufficient funds are included in the FY2018-19 Operating Budget under the Land and Facilities
Department.
BOARD COMMITTEE REVIEW
LFPAC reviewed this item on July 17, 2018 and recommended Board approval.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
R-18-99 Page 3
CEQA COMPLIANCE
Section 15301 of the California Environmental Quality Act exempts the minor alteration of
existing public structures or facilities, involving negligible or no expansion of existing use. The
seating installation would be a minor alteration to an existing trail.
NEXT STEPS
If approved by the Board, staff will begin ordering the signage and bench for installation in Fall
2018.
Attachments
1. Site map and location photos
2. Board Policy 5.01 Site Naming, Gift and Special Recognition
3. Legislative, Funding, and Public Affairs Committee draft minutes from July 17, 2018
meeting
Responsible Department Head:
Cydney Bieber, Acting Public Affairs Manager
Prepared by:
Carmen Lau, Public Affairs Specialist I
Proposed Site for
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Midpeninsula Regional
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(MROSD)
July 2018
Pro p o s e d M em o r i a l B e nc h f o r V i n c e G a r r o d
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Area of
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!#Point of Interest
Parking Lot
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View from Nob Hill in Fremont Older Open Space Preserve
Location of the proposed bench location, at Nob Hill, Fremont Older
Board Policy 5.01 Page 1 of 4
Midpeninsula Regional Open Space District
Board Policy Manual
Attachment 2
Site Naming, Gift, and Special
Recognition
Policy 5.01
Chapter 5 – Historical/Cultural
Effective Date: 8/25/93 Revised Date: 11/13/13
Prior Versions: 8/25/93, 9/14/94, 6/24/98, 9/12/01, 10/8/08, 1/13/10, 10/27/10
I. SITE NAMING
All District site names and signs should be kept as simple and functional as possible. When a
property is acquired, either as an addition to an existing preserve or for the establishment of a
new preserve, a name will be recommended in the Preliminary Use and Management Plan. In
most cases, "open space preserve" is appropriate as part of the name; however, there may be
circumstances when another designation may be used. In some cases, a temporary name may
be retained until the next Comprehensive Use and Management Plan review.
A. Open Space Preserves
The name given to each open space preserve should be general enough to remain suitable if
the site is enlarged, but specific enough to give its location some significance. Properties added
to an open space preserve may not always be contiguous with that preserve.
1. Preserves shall be named after:
a) Geographical features of broad, general significance to the preserve;
b) Historical persons, cultural names, uses, or events broadly associated
with the locale.
2. Preserves shall not be named after any individuals other than historical persons
as noted above.
B. Preserve Areas, Trails, Site Improvements, Historic Sites and Unnamed Natural Features
This designation refers to specific locations, land formations, trails, natural and physical
features, staging areas and other site improvements, and areas of significance within open
space preserves. Recognition of significant land gifts, including "bargain" purchases, will be
negotiated at the time of the gift or bargain purchase.
1. Preserve areas, trails, site improvements including benches and bridges, historic
sites and previously unnamed natural features shall ordinarily be named after:
a) Geographical, botanical or zoological identification;
Board Policy 5.01 Page 2 of 4
Attachment 2
b) Historical persons, uses, or events associated with the site, or persons
and organizations listed in Section III: “Special Recognition”.
2. Preserve areas, trails, site improvements, historic sites and unnamed natural
features may in rare instances be named after a living individual who has made an outstanding
contribution to the District, subject to approval by the Board of Directors.
II. GIFT RECOGNITION
The purpose of the gift recognition policy is to provide an opportunity for the District to
recognize and commend individuals or groups that have made significant contributions of cash,
equipment, materials, goods or professional services toward the enhancement of the District,
its programs, and its facilities.
A. Unsolicited Cash Gifts:
Up to $25 Postcard of thanks
$26 to $499 Letter signed by General Manager
$500 to $1,999 Letter signed by President of the Board
$2,000 to $4,999 Letter signed by President of the Board and District gift
item (note cards, etc.)
$5,000 to $9,999 Letter signed by President of the Board and framed
photograph of favorite District preserve
$10,000 or more Letter signed by President of the Board and Resolution and
framed photograph of District preserve and mention in a
District publication*
*These items will be provided only if desired by the donor.
III. SPECIAL RECOGNITION
The Legislative, Funding and Public Affairs Committee (LFPAC) shall be the committee
designated to discuss all requests that meet the criteria of the policy for special recognition,
made by members of the Board of Directors or by members of the public, including bench
memorials and the naming of bridges, and after deliberation shall decide which requests will be
referred to the full Board for a vote.
The District places benches in its preserves for three distinct purposes:
A. District Rest Benches
These benches provide constituents with a place to rest. District staff places these benches
without involving a District committee or the full Board. Regular benches must be either a
backed or a backless standard bench as described in Section V below.
B. Constituent Memorial Benches
Board Policy 5.01 Page 3 of 4
Attachment 2
These are benches which have been requested by constituents in order to honor a member of
the public and are funded by the requestors who must pay $5,000 for the lifetime cost of the
bench. LFPAC discusses requests for these benches and decides which requests will be referred
to the full Board for a vote. Requests must be in reference to a deceased significant supporter
or a volunteer, as defined in the following sections.
a) Constituent memorial benches shall only be placed in locations that have
been pre-determined by the District and approved by the Use and Management committee and
by the full Board of Directors.
b) If a request for special recognition is approved by the Board of Directors,
the requestor(s) shall pay for the cost of constructing, installing and maintaining a memorial
bench by contributing $5,000 to a Memorial Bench Fund to cover the lifetime cost of the bench.
The District will put this fund into an interest-bearing account which will be used solely for
memorial bench construction, installation, repair, and maintenance.
c) Bench plaques will be 2 x 6 inches in size.
d) Benches must be one of the two District standard bench designs.
C. District Memorial Benches
These are benches which are installed by the District in response to requests by members of
the Board of Directors to honor deceased "Founders," "Significant Supporters", and
“Volunteers”.
a) LFPAC can initiate a bench request and refer a decision to the full Board
or individual Board members can initiate a bench request which will be referred to LFPAC for
discussion before it is referred to the full Board for a final decision. Honorees must be
deceased "Founders", "Significant Supporters", and “Volunteers” (per policy Section III D
below).
b) For these benches there are no design specification limits or limits on
their location. The District will pay for the lifetime cost of the bench.
D. Deceased Founders, Significant Supporters, and Volunteers
"Founders", "Significant Supporters", and “Volunteers” are eligible for special recognition,
including memorials.
"Founders" shall be defined as an individual or group of individuals who participated in the
formation of the District, or were significant supporters of the formation of the District.
Board Policy 5.01 Page 4 of 4
Attachment 2
"Significant Supporters" shall be defined as individuals or group of individuals who have shown
conspicuous or noteworthy support for the District through extraordinary contributions of time
and effort to the advancement of the goals, philosophy and mission of the District.
“Volunteers” shall be defined as individuals or groups of individuals who donated their time to
the District by working for the District’s docent or volunteer program.
IV. RECOGNITION OF HISTORIC SITES
A. A recognition monument, normally in plaque form, may be considered by the
Board if it is in relation to a specific existing building or other remaining structure of significant
historic value. In such cases, the plaque will be affixed or in close proximity to the structure
itself. If there is no structure, then recognition may he considered for inclusion on District
informational materials or trail signage. Such a site, in the absence of a building or structure,
will ordinarily not be physically marked except as determined by the Board on a case-by-case
basis as part of the Use and Management planning process for the corresponding open space
preserve.
Any Board-approved memorial names shall be included in site brochures, maps, or other
informational materials.
V. STANDARD BENCH DESIGN SPECIFICATION
A. District Rest Benches and Constituent Memorial benches, described in III(A) and
(B) above, are limited to either of the two following standard bench designs:
Backed bench:
Dumor - Bench 88, recycled plastic slates (color: CEDAR), steel leg supports
(color: BLACK, IMBEDDED)
6’ or 8’ lengths
Backless bench:
Dumor - Bench 103, recycled plastic slates (color: CEDAR), steel leg supports
(color: BLACK, IMBEDDED)
103-60PL 6' long, 3 supports
103-80PL 8' long, 3 supports
B. LFPAC can at any point bring designs to the Board that differ from the District’s
standard bench designs.
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
LEGISLATIVE, FUNDING, AND PUBLIC AFFAIRS COMMITTEE
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Tuesday, July 17, 2018
2:00PM
DRAFT MINUTES
CALL TO ORDER
Director Harris called the meeting of the Legislative, Funding, and Public Affairs Committee to
order at 2:08 p.m.
ROLL CALL
Members present: Cecily Harris, Larry Hassett
Members absent: Nonette Hanko
Staff present: Acting General Manager Ana Ruiz, Acting General Counsel Hilary
Stevenson, Chief Financial Officer/Director of Administrative Services
Stefan Jaskulak, Acting Assistant General Manager Christine Butterfield,
Acting Assistant General Manager Brian Malone, Acting Public Affairs
Manager Cydney Bieber, Governmental Affairs Specialist Joshua Hugg,
Public Affairs Specialist I Carmen Lau, Public Affairs Assistant Jordan
McDaniel
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Hassett moved, and Director Harris seconded the motion to adopt the agenda.
VOTE: 2-0-0 (Director Hanko absent)
Attachment 3
LFPAC Page 2
July 17, 2018
COMMITTEE BUSINESS
1. Approve the March 27, 2018 Legislative, Funding, and Public Affairs Committee
Meeting Minutes.
Motion: Director Hassett moved, and Director Harris seconded the motion to approve the March
27, 2018 Legislative, Funding, and Public Affairs committee meeting minutes.
Public comment opened at 2:09 p.m.
No speakers present.
Public comment closed at 2:10 p.m.
VOTE: 2-0-0 (Director Hanko absent)
2. Consideration of a Memorial Bench for Vince Garrod at Fremont Older Open
Space Preserve (R-18-80)
Public Affairs Specialist Carmen Lau provided an overview of Vince Garrod’s contributions to
the District and shared the proposed location for the bench, the dedication plaque language, and
estimated installation and maintenance costs.
Director Hanko arrived at 2:12 p.m.
Director Hanko recognized Vince Garrod’s as a significant supporter of the District and
expressed support of the idea to honor Vince Garrod with a memorial bench.
Director Hassett was honored to consider the memorial bench request for Vince Garrod.
Public comment opened at 2:15 p.m.
Jan Garrod, third son of Vince Garrod, expressed his gratitude and appreciation to the Board of
Directors for considering the installation of a memorial bench for his late father.
Public comment closed at 2:20 p.m.
Motion: Director Hanko moved, and Director Hassett seconded the motion to forward to the full
Board of Directors a recommendation to install a memorial bench and plaque in honor of
conservationist and significant supporter Vince Garrod atop Nob Hill at Fremont Older Open
Space Preserve.
VOTE: 3-0-0
3. Revisions to Board Policy 5.01 – Site Naming, Gift, and Special Recognition, Section
III (B) Constituent Memorial Benches (R-18-83)
Attachment 3
LFPAC Page 3
July 17, 2018
Public Affairs Specialist I Carmen Lau, provided an overview of Board Policy 5.01 – Site
Naming, Gift, and Special Recognition, Section III (B) Constituent Memorial Benches. Ms. Lau
reported the number of constituent memorial bench requests from 2010 to 2018 and presented
three different options for revisions to the policy.
Director Harris expressed an interest in Option 1, proposed the addition of an “Honorary”
category for living constituents, spoke in favor of using a first-come first-served
system, supported designating existing benches for constituent memorial bench requests, and
cautioned staff about the varying maintenance costs of benches.
Acting Assistant General Manager Brian Malone confirmed the estimated costs in the report are
overall accurate; however, costs vary depending on the location and condition of the bench.
General Manager Ana Ruiz confirmed the estimated costs are along the same lines as other
agencies with similar memorial bench programs.
General Manager Ana Ruiz asked the Board of Directors if there is a desire to continue having
eligibility restrictions on constituent-initiated bench requests.
Director Hanko and Director Hassett expressed a strong interest in ensuring that eligible
recipients provided substantial contributions to the District. With this inclusion, Director Hassett
supported Option 1.
Public comment opened at 3:17 p.m.
No speakers present.
Public comment closed at 3:18 p.m.
Motion: Director Hassett moved, and Director Harris seconded the motion to forward to the full
Board of Directors the revised recommendation to approve the following change to Board Policy
5.01 – Site Naming, Gift, and Special Recognition, under Section III (B) Constituent Memorial
Benches: revise the policy language as presented in Option 1 with the inclusion of “Significant
Supporter” and “Volunteer” eligibility requirements, clarified “Volunteers” as individuals or
groups of individuals who donated a minimum of 250 volunteer hours and 5 years of service to
the District, and add a new “Honorary” dedication category that is subject to the same eligibility
requirements to also allow bench dedications of living constituents.
VOTE: 2-0-1 (Director Hanko abstained)
4. Briefing on Legislative Engagement Day Schedule (R-18-84)
Governmental Affairs Specialist Joshua Hugg presented an update on the plans for the August 7,
2018 Legislative Engagement Day in Sacramento.
Director Harris and Direct Hassett commented these types of events are productive and valuable
to the Board.
Attachment 3
LFPAC Page 4
July 17, 2018
Director Harris suggested the group split up into small groups when visiting the committee
chairs.
Mr. Hugg stated additional feedback is welcomed, and staff will incorporate Committee
feedback into the event planning.
No committee action required.
5. Consideration of District position on AB 2614 (Carrillo): Outdoor experiences:
community access program (as Amended July 3, 2018) (R-18-85)
Governmental Affairs Specialist Joshua Hugg summarized AB 2614 (Carrillo), as amended. Mr.
Hugg provided reasoning for the District taking a position on AB 2614.
Director Harris expressed support of the bill and expressed concern about the bill not including a
large portion of the population who do not have exposure or access to preserves and do not fit the
two criteria in the amendment. Director Harris suggested writing a letter of support with a
provision to contain more inclusive definitions which better serve our communities.
General Manager Ana Ruiz clarified AB 2614 specifically looks at disadvantaged and low-
income communities, and District staff are actively seeking bills more global in nature to help
integrate environmental studies and outdoor education more fully in the education system across
California.
Public comment opened at 3:41 p.m.
No speakers present.
Public comment closed at 3:42 p.m.
Motion: Director Hassett moved, Director Harris seconded the motion to forward a
recommendation to the full Board of Directors for support of AB 2614 (Carrillo) as amended.
VOTE: 3-0-0
ADJOURNMENT
Director Harris adjourned the meeting of the Legislative, Funding, and Public Affairs Committee
at 3:42 p.m.
____________________________
Jordan McDaniel
Public Affairs Administrative Assistant
Attachment 3
DRAFT RESPONSE FOR BOARD CONSIDERATION
August 22, 2018
Mike Liebhold
10 Durham Road
Woodside, CA 94062
RE: Glyphosate Review and Chief Scientist
Dear Mr. Liebhold,
Thank you for your continued support of the District and its mission to protect and restore ecologically diverse
preserves. The concerns and suggestions you have voiced in the last few months are appreciated as the District
strives to use the best science to inform its land management decisions.
As you are aware, the International Agency for Research on Cancer (IARC) listed glyphosate as probably
carcinogenic to humans in 2015. This designation by IARC and the subsequent listing by California on Prop 65
raised new concerns in the scientific debate regarding glyphosate. Along with your correspondence, this
prompted the District to hire an expert toxicologist to review the most recent literature on the human health
effects. This review concluded with the General Manager directing staff to update the Integrated Pest
Management Program’s Best Management Practices per the consultant’s recommendations.
The literature review also determined that the science evaluating the ecological effects of glyphosate is not yet
settled, which is why our staff will continue to follow the results of new studies and published research papers.
Also of note is that as of our initial review in 2014, there have not been any major shifts in the scientific
literature or regulatory environment regarding the ecological effects of glyphosate that would necessitate a new
review of the literature. Notwithstanding, staff will continue to monitor, evaluate, and change the IPM Program
as new valid data and findings emerge to ensure that we continue to be protective of the natural environment and
the people who visit and work on District lands.
As the District General Manager stated and the Board of Directors affirmed at the May 23, 2018 meeting, the
District will explore high-level policy ideas during the annual Strategic Board Retreat in January. Among these
ideas, the Board will consider your suggestion to expand further the use of science in our land management
activities, including the formation of a scientific advisory committee or other similar expert resource. The
suggestion you have raised is well suited for the high-level policy discussion that we hold at this upcoming
retreat. Given the many competing and previously approved work plan priorities currently underway, District
staff will explore options for bringing additional science-based expert(s) to guide our land management
decisions later this fall/winter. Although we appreciate your offer to organize a blue ribbon committee, we see
great value in having our staff lead this effort to evaluate options that are well suited for our organization.
Thank you again for your thoughtful suggestions and ongoing interest in the District. We encourage you to
remain engaged and continue your conversations with staff on these important topics.
Kind regards,
Jed Cyr
President, Board of Directors
cc: Ana Ruiz, General Manger
Kirk Lenington, Natural Resources Manager
Coty Sifuentes-Winter, Senior Resource Management Specialist
From:Mike Liebhold
To:Jennifer Woodworth
Cc:Kirk Lenington; Coty Sifuentes-Winter; Ana Ruiz; Mike Williams; Michael Liebhold
Subject:Thanks and follow up Re: Glyphosates & MROSD Response to Request for Chief Scientist
Date:Thursday, July 12, 2018 1:23:08 PM
Please forward to the whole board:
Dear President Cyr, and Board of Directors,
Thanks for your thoughtful letter May 23. and many thanks, too for a few minutes at the
podium to share my thanks for the districts solid support for the specific research I have
requested or suggested, and for excellent continuous improvement in Integrated Pest
Management environmental practices.
Thanks too, for extending me a few extra minutes to share a few thoughts on the absences of
an environmental review in the glyphosate report. As I mentioned I was quite puzzled when I
read the consultant's appended remark on page 22:: " ...ecological receptors were not
addressed in this document ..." Then I re-read General Manager's introduction to the report,
and see that there was a clear focus on human impacts of glyphosates. There's no review, at
all, for impacts of glyphosates on resident species besides humans. The study is incomplete,
and the resources management science of the IPM is not fully informed by relevant up to date
research on environmental impacts.
As I mentioned it took me about two minutes to google a citation for recent on environmental
impact of glyphosates effects at the very base of the whole ecosystem, on soil and water
microbial populations (using dna analysis on cell populations) Glyphosate effects on soil
rhizosphere-associated bacterial communities Besides microbes, what about native plants,
insects, mice, birds, reptiles, mammals, fish? I hope the District will approve and adequately
fund a second review properly focused on environmntal impact of glyphosates on
poplulations and individuals health, across species, across the living ecologies in the District's
care.
Thanks, also, for offering to seriously consider at the Board Retreat in Jan, 2019 the need for
a Chief Scientist, to lead and initiate proactive long term systemic research programs and to
report annually on the Health of Open Space Habitats . In the meantime ; to prepare for your
discussion, I'm happy to offer to work with the board, pro-bono to recruit and organize a blue
ribbon scientific advisory to study and recommend for Board's consideration in January, the
requirements and responsibilities for an Open Space Chief Scientist, and research programs. I
am offering this in my professional capacity as Senior Researcher, Distinguished Fellow at the
Institute for Future, in Palo Alto. IFTF is a 50 year old not for profit (spun off RAND in 1968)
helping organizations worldwide systematically engage with the long term futures. Recent
related clients include the UN, Gates Foundation, UC San Francisco, Ford Foundation, and
many other leading organizations companies worldwide. see: IFTF.org
Thanks again for your leadership! I hope you'll give my suggestions serious consideration.
With Best Regards,,
Mike
Michael Liebhold
Senior Researcher, Distinguished Fellow
Institute for the Future
@mikeliebhold @iftf
On 24/5/18 3:39 pm, Jennifer Woodworth wrote:
Good afternoon Mr. Liebhold,
Attached please find a signed copy of the Board’s response to your request for creation
of a chief scientist position. The original will be mailed to you. Please let me know if you
have any further questions. Thank you.
Jen
Jennifer Woodworth, MMC
District Clerk/ Assistant to the General Manager
jwoodworth@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691-1200 - F: (650) 691-0485
E-mail correspondence with the Midpeninsula Regional Open Space District (and
attachments, if any) may be subject to the California Public Records Act, and as such
may therefore be subject to public disclosure unless otherwise exempt under the Act.
R-18-97
Meeting 18-32
August 22, 2018
AGENDA ITEM 7
AGENDA ITEM
Award of Contract with Noll & Tam Architects for Assessment and Schematic Design of the New
Administrative Office Remodel Project at 5050 El Camino Road, Los Altos, CA 94022
GENERAL MANAGER’S RECOMMENDATIONS
1. Authorize the General Manager to enter into a professional services contract with Noll & Tam
Architects, for assessment and schematic design of the Administrative Office Remodel Project at
5050 El Camino Real, Los Altos, CA for a not-to-exceed amount of $336,479.
2. Authorize a 15% contingency of $50,472 to cover potential unforeseen requirements, for a
not-to-exceed total contract amount of $386,951
3. Extend the Administrative Office Ad Hoc Committee charge to guide the project through
completion of the schematic design plans.
SUMMARY
The Midpeninsula Regional Open Space District (District) is in need of a qualified consultant
team with experience in architectural and engineering design for the Administrative Office (AO)
Remodel Project (Project) at 5050 El Camino Road in Los Altos, California. The new 40,000
square foot AO will accommodate current staff as well as anticipated growth projected through
the year 2045. Staff issued a Request for Qualifications on April 23, 2018. Four shortlisted firms
were invited to submit proposals and participate in interviews with the AO Ad Hoc Committee
(Committee) on July 24 and 26, 2018. Through a competitive selection process, the Committee
unanimously selected Noll & Tam Architects. Therefore, the General Manager recommends
awarding a contract to Noll & Tam Architects for a base amount of $336,479 and authorizing a
15% contingency amount of $50,472. Sufficient funds are included in the Fiscal Year (FY) 2018-
19 Budget for the contract. The scope of work under the recommended contract is limited to the
building assessment and schematic design plans. Once the full Board reviews and approves the
schematic design plans, staff will return with a contract amendment to complete the construction
documents, secure permits, and provide construction administration services for the project.
BACKGROUND
Building Purchase
Over the last several years, the District has evaluated the options available to increase its
administrative office space to meet current and long-term business needs. The urgency for this
evaluation increased with the organizational restructuring that began in 2015 to accelerate project
delivery, expand service delivery, and ensure sufficient resources to manage land and public
R-18-97 Page 2
access facilities. The following year (2016), the Board formed an AO Ad Hoc Committee to
consider a range of long-term office solutions with the assistance of an architectural strategist
(MKThink). In January 2017 (R-17-08), the Board directed the General Manager to pursue a new,
three-story, 40,000 square foot building on site while continuing to monitor the real estate market
for purchase opportunities. In May 2017, staff identified the opportunity to purchase the office
building at 5050 El Camino Road. On July 13, 2017, the Board approved a purchase and sale
agreement for this property (R-17-90).
Space Programming and New AO Ad Hoc Committee
On June 28, 2017, the Board approved a contract amendment for MKThink to conduct basic
space programming for the new AO at 5050 El Camino (R-17-54). MKThink conducted
interviews and working sessions with all District departments to solicit input on workspace and
storage needs, short- and long-term staffing projections, and collaborative adjacencies. On
October 25, 2017, MKThink conducted an interactive workshop with the Board, seeking input on
public and Board space needs (R-17-116). MKThink assessed, tabulated and incorporated the
current and future space needs into the Space Needs Assessment & Basic Program Report
(Program Report) (R-17-128), which the Board accepted on December 6, 2017.
The Program Report informed the next steps for the AO project, including the scope of work to
hire a design architect team. At the same December 6, 2017 meeting, Board members expressed
interest in forming a new AO Ad Hoc Committee (Committee) to guide the solicitation and
selection of the new architect design firm. The General Manager returned to the Board on March
14, 2018 with a recommendation to form a new AO Ad Hoc Committee to guide the hiring
process for an architect and design team, and development of the public engagement approach for
the project (R-18-21).
DISCUSSION
Consultant Selection
On April 23, 2018, staff released a Request of Qualifications (RFQ) on its website, Bay Area
Architectural Institute of America chapter websites, and several professional websites to solicit
interested firms. Staff also reached out to over 20 firms via email and phone calls. Twenty-four
architectural and engineering firms attended the pre-proposal meetings held on May 11 and May
14, 2018. Nineteen firms submitted Statement of Qualifications (SOQ) on May 22, 2018. Staff
reviewed the SOQs and scored the teams based on: proposal presentation; team experience with
similar projects; experience with permitting and codes compliance locally or within the City of
Los Altos; feedback from references; and acceptance of District agreement conditions and
insurance. The top four qualified firms were invited to submit proposals and participate in
interviews with the Committee on July 24 and 26, 2018. Those firms include Noll & Tam
Architects, RMW Architecture and Interiors, Valerio Dewalt Train Associates, Inc., and Studio G
Architects, Inc.
To inform the selection process, the Committee participated in tours of five remodeled public and
non-profit agency offices on June 11 and June 12, 2018. The Committee gained valuable
insights, including lessons learned, expertise to consider for the selected teams, and ideas about
what may and may not work well for the AO project. On June 15, 2018, the Committee shared
their experiences from the tours and provided feedback to staff. On July 12, 2018, the Committee
R-18-97 Page 3
reviewed, discussed, and refined the list of interview questions and discussed the desired project
goals and outcomes. On July 26, the Committee toured one other non-profit agency office space.
On July 24 and 26, 2018, the Committee conducted interviews with the four shortlisted firms.
Each interview lasted one and a half hours to thoroughly review each firm’s design approach and
project vision. The Committee deliberated and unanimously selected Noll & Tam Architects as
the most qualified and best fit firm to perform the work at a fair and reasonable price.
The complete Project includes the following main tasks and associated fees. The items listed in
bold (Tasks 1 through 3) total $336,479 and are the subject of the proposed contract with Noll &
Tam Architects. Once the full Board reviews and approves the Schematic Designs, the General
Manager will return with a contract amendment to complete the remaining items of work listed
below as Tasks 4 through 7.
Fees
Task 1 – Project Management $26,160
Task 2 – Review, Assess, and Document Existing Conditions $36,231
Task 3 – Schematic Design $274,088
Task 4 – Design Development $323,835*
Task 5 – Construction Documents, Environmental Review, and Permitting $468,212*
Task 6 – Bidding and Construction Administration $241,064*
Task 7 – As-Built Drawings $15,602*
TOTAL $1,385,192*
*Represent estimated costs; these costs will be refined once the Schematic Design Plans are
completed and approved.
Tasks 1 through 3 account for approximately 24% of the total estimated project design fee.
Standard industry ratios of soft costs (design, permits, and inspection) to total construction cost is
approximately 15 to 20%. Based on the District’s approximate construction budget of $10
million, the proposed total design fee falls under the industry standard at approximately 14%.
The estimated construction budget of $10 million is based on a $250 per square foot remodel cost,
assuming this amount applies to all 40,000 square feet.
AO Ad Hoc Committee Extension
The AO Ad Hoc Committee has provided valuable input and guidance to help keep the project
moving forward. Given the many insights the Committee has gained since March that can inform
the next phase of work and the momentum that the Committee has provided for the project, the
General Manager recommends extending the AO Ad Hoc Committee’s charge to guide the
project through the schematic design phase. The full Board will continue to have numerous
opportunities to provide input at major milestones, remain updated on progress through regular
Board FYIs, and retain the authority to approve the final Schematic Design Plans for the project.
R-18-97 Page 4
FISCAL IMPACT
Project #31202
Prior
Year
Actuals
FY18-19 FY19-20 FY20-21
Estimated
Future
Years
Total
New AO Facility Budget 135,142 32,150,100 1,900,000 3,000,000 TBD 37,185,242
less Building Acquisition
(previously approved): (31,550,100) (31,550,100)
less Spent to Date (as of
7/24/18): (135,142) 0 (135,142)
less Encumbrances: 0
less Proposed Contract
Award (base contract): (336,479) (336,479)
less Proposed Contract
Award (15% contingency): (50,472) (50,472)
Budget Remaining
(Proposed): $0 $213,049 $1,900,000 $3,000,000 TBD $5,113,049
The District’s FY2018-19 Capital Improvement and Action Plan (CIAP) includes $600,000 for
architectural and engineering design of the New AO Facility project. There are sufficient funds in
the FY2018-19 budget to cover the recommended action, which include Tasks 1, 2, and 3 as
described above through final Schematic Design Plans. Staff will negotiate the subsequent tasks
to complete the project and return to the Board at a later date with a contract amendment after the
Schematic Design Plans are approved.
The recommended action is not funded by Measure AA.
BOARD COMMITTEE REVIEW
The Board reviewed and approved the purchase of 5050 El Camino Real building on July 13,
2017 (R-17-90).
The Board accepted the New AO Space Needs Assessment and Program Report on December 6,
2017 (R-17-30).
The Board met on March 14, 2018 and approved the creation of the AO Ad Hoc Committee and
the release of the RFQ for selecting an architectural firm (R-18-21).
PUBLIC NOTICE
Public notice of this Agenda Item was provided as required by the Brown Act.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act. Future
environmental review will be conducted on the proposed improvements at a later phase.
R-18-97 Page 5
NEXT STEPS
Upon Board authorization, the General Manager will direct staff to enter into contract with Noll
& Tam Architects to assess, review, and document existing building conditions, and solicit input
from the Board, Ad Hoc Committee, and staff to prepare schematic design documents. The
project is anticipated to be constructed and ready for move-in during the Spring/Summer of 2022.
The table below is an operational timeline showing the major milestones and highlighting those
that require participation by either the AO Ad Hoc Committee or the full Board.
DATE PROCESS AD HOC FULL
BOARD
8/22/2018 Board meeting for award of contract X
9/5/2018 Project kick-off meeting
9/12/2018 FYI Memo X
9/25/2018 Review project goals, timeline, programming,
and public engagement approach X
TBD – 10/2018 Programming review and schematic design
charrette X
10/10/2018 FYI Memo X
10/24/2018
Full Board Study Session to project goals,
timeline, programming, and public
engagement approach
X
11/21/2018 Schematic design review X
TBD – 1/2019 Begin public information/engagement X
2/13/2019 Full Board Study Session X
3/4 - 3/8/2019 Provide input on Final Schematic Design X
4/28/2018 Full Board Approval of Final Schematic
Design X
Award of subsequent Tasks as well as of the construction contract will come back to the Board
for review and approval at future dates.
Responsible Department Head:
Jason Lin, Engineering and Construction Department Manager
Prepared by:
Felipe Nistal, Senior Capital Project Manager
Staff Contact:
Felipe Nistal, Senior Capital Project Manager
R-18-100
Meeting 18-32
August 22, 2018
AGENDA ITEM 8
AGENDA ITEM
Board Review and Input on the Program Elements and Draft Project Design Goals for the New
Administrative Office Project
GENERAL MANAGER’S RECOMMENDATION
Review and provide input on (1) the space needs and program elements identified in late 2017
for the new Administrative Office building located at 5050 El Camino Real, and (2) the draft
project design goals that will guide the design process. No Board action required.
SUMMARY
On October 25, 2017, the architectural strategist MKThink conducted an interactive workshop
with the Board of Directors (Board) to seek input on public and Board space needs for the new
Administrative Office (AO) (R-17-116). MKThink held similar workshops in late 2017 with
District staff. Input collected on current and future space needs was assessed, tabulated, and
incorporated into the Space Needs Assessment & Basic Program Report (2017 Program Report),
which the Board accepted on December 6, 2017 (R-17-128).
Since March of 2018, the AO Ad Hoc Committee has gained new and valuable project insights
from site tours, conversations with other entities, and internal discussions that merit full Board
discussion. With this in mind, the General Manager is returning to the full Board to review the
public and Board-facing space needs and program elements to confirm whether any changes,
additions, or deletions are warranted. The General Manager is also seeking Board input on the
draft project design goals, which were derived from the 2015 Board-approved Project Guiding
Principles. Input received from the Board on the program elements and project design goals will
be shared with the selected architect firm to identify any gaps or feasibility concerns. The AO
Ad Hoc Committee (Committee) will meet in September to recommend any further refinements,
and the final Program Elements and Project Design Goals will come to the full Board for a
second review and approval in October.
DISCUSSION
Summary of Space Needs
In 2017, MKThink inventoried existing space use and evaluated future space needs through site
visits and interviews with all departments. With input from the General Manager’s Office,
MKThink incorporated the Financial Sustainability Operations Model (FOSM) staffing
projections out to the year 2045. MKThink organized the space needs by type and size using
industry standards as follows:
R-18-100 Page 2
1. Dedicated work space (offices and work stations)
2. Hoteling space (shared drop-in work stations)
3. Lobby and meeting space (lobby, Board room, outdoor space, and meeting rooms)
4. User support space (kitchen, restrooms/showers, copy room, server, storage)
MKThink tallied the space need square footages, used modest contingencies (5-15%) for
unanticipated growth, and then applied a grossing factor that takes into account unusable space
like corridors and mechanical systems (see Attachments 1 for Program Report key points). The
5050 El Camino Real building is approximately 40,000 square feet (sf) in size. Space not
immediately needed for District use is planned to become rentable space, and is a program
element that the design team will incorporate into the overall layout of the building. See table
below for the Space Program Summary.
Space Needs at Move-in Year 2022
Number of staff 108
Dedicated space 8,586 sf
Hoteling space 709 sf
Lobby and meeting space 6,394 sf
User support space 3,075 sf
Grand total square footage with 35%
grossing factor
30,089 sf
Remaining square footage (rental space) 9,911 sf
Summary of Program Elements
MKThink also used the information gathered during workshops to tally the high-level program
elements for the building. Below is the list of program elements, which are grouped into the
following categories: public facing spaces, outdoor spaces, dedicated work spaces, hoteling
spaces, indoor meeting spaces, and user support spaces. The number of units and total square
footage identified for each element follows industry best practices based on square-foot-per-
person ratios and space typologies.
Summary of Program Elements
Program Elements # of units Square Feet
Public Facing Spaces
Board Room 1 900
Green Room/Board Preparation Room 1 150
Medium Size Meeting Rooms 2 300
Exhibit Area/Visitor Information Space 1 100
Reception 1 100
Seating Area 1 200
Outdoor Spaces
Outdoor Meeting Spaces 2 150
Outdoor Garden Space 1 200
Outdoor Storage Shed & Staging Area 1 500
Bike/Scooter/Skateboard Parking/Racks & Repair Station 1 500
EV Charging Spots 5 162
R-18-100 Page 3
Dedicated Work Space # of units Square Feet
Private Offices (e.g. managers, confidential personnel) 39 100-200
Open Workstations 81 64
Hoteling Spaces
Small and Large Hoteling Workstations 21 25-48
Indoor Meeting Rooms
Small to Large Meeting Rooms 20 50-450
User Support Spaces
Small and Regular Kitchens 3 50-400
Showers 4 75
Copy Room 1 400
Wellness/Mother's Room 1 120
Server Room 1 100
Shop 1 300
Storage 1 1255
During recent Committee meetings, members of the AO Ad Hoc Committee identified a few
additional project elements to consider for the project. These are listed below for Board
discussion.
Additional Suggested Program Elements
• Boardroom capacity and configuration
• Sidewalk entry from El Camino
• Gender neutral restroom
• Operable windows
• New HVAC (versus refurbishing)
• Open work stations with modest privacy screening versus closed office space
Draft Project Design Goals
In 2015, the Board approved Project Guiding Principles early in the process as the District began
to consider a range of possible options for the AO. Many of these Guiding Principles are still
applicable today and have been adapted with slight modifications for the AO remodel project.
Below are the draft Project Design Goals for Board discussion.
1. Design Approach
• Utilize forward looking and imaginative approaches for the remodel
• Pursue sustainable design and construction options that are cost-effective and are
evaluated through a lifecycle analysis
• Deliver an up-to-date modern and flexible work environment
• Prioritize access to natural light, views, and outdoor space when possible
• Invest renovation funds strategically and creatively, focusing on high-impact
areas while being mindful of the bottom line
2. Public Experience
• Design outward facing features and public facilities to provide a welcoming
experience for visitors
• Design facilitates effective service delivery to the public
R-18-100 Page 4
• Design physical space to reflect the culture, brand, and identity of the
organization as a whole
3. High Functioning Work Environment
• Provide quiet places for focused work
• Account for the unique needs of each business line and department
• Create spaces to facilitate collaboration among departments and across service
lines
• Incorporate technology to support remote work, videoconferencing, telecommuting
• Incorporate program elements and design features that respond to the needs of
diverse staff and support staff retention
• Deliver spaces that support health, wellness, and productivity
4. Effective Use of Space
• Seek flexible and adaptable options to meet evolving needs and respond to outside
factors influencing work force and work culture
• Increase the efficiency of space use through smart adjacencies
• Incorporate FOSM staff projections and consider how departments and staff will
work in the future
During recent Committee meetings, members of the AO Ad Hoc Committee identified the
following items, which the Board may want to consider adding to the draft Project Design Goals:
Additional Committee Suggested Project Design Goals
• LEED concept but not certification
• Net zero energy design
• Third party peer review of design
• Keep perimeter window areas open for greatest natural light
• Use of consistent furniture and fixtures throughout
• High focus on lighting and acoustics
On August 22, 2018, the General Manager seeks Board discussion and input on both the
Program Elements and the draft Project Design Goals to begin discussions with the selected
architect team. The final Program Elements and Project Design Goals will return to the Board for
a second review and approval in October.
FISCAL IMPACT
The FY2018-19 budget includes $600,000 for architectural and engineering design of the AO
Project (Project #31202), and is sufficient for the work anticipated to be complete by the end of
the fiscal year.
BOARD COMMITTEE REVIEW
On March 14, 2018, the Board formed the AO Ad Hoc Committee to guide the hiring process for
an architect and design team, and development of the public engagement approach for the project
(R-18-21). The Committee participated in tours of six remodeled public and non-profit agency
offices on June 11, 12, and July 26, 2018. The Committee held meetings on June 15, July 12, 24,
and 26, 2018, to prepare for and conduct interviews with four shortlisted architect design firms,
R-18-100 Page 5
arriving at one unanimous selection recommendation, which the Board is considering on August
22, 2018.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act. Future
environmental review will be conducted on the proposed site improvements as part of the
permitting process.
NEXT STEPS
Board input received on the Program Elements and draft Project Design Goals will be shared
with the selected architect to determine whether any gaps or feasibility/cost issues exist. Staff
will work to refine these as necessary with the AO Ad Hoc Committee and bring the final
recommended Program Elements and Project Design Goals to the full Board for consideration
and approval in October.
Attachment
1. 5050 El Camino Space Programming key points
Responsible Department Head:
Jason Lin, Engineering and Construction Department Manager
Prepared by:
Felipe Nistal, Senior Capital Project Manager
Staff Contact:
Felipe Nistal, Senior Capital Project Manager
5050 El
Camino Space
Programming
December 2017
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
BOARD MEETING PRESENTATION - 12/6/17
3MIDPENINSULA REGIONAL OPEN SPACE DISTRICT - SPACE PROGRAMMING & ADJACENCY PLANNING
PROJECT TIMELINE
2016 2017 2018 2020 20212019
JULYJUNE AUGUST SEPT. OCT. NOV. DEC. AUGUST SEPT. OCT. NOV. DEC.
STAFF
ENGAGEMENT
WORKSHOPS
FUTURIST STUDY
PROGRAMMING
RFP
DESIGN & CONSTRUCTION
BOARD
WORKSHOP
Research on trends aecting the future of Midpen’s facilities, policies, and technology
Sta survey
Guiding Principles & Boundaries
Data Collection
Sta Engagement
Board Workshop
Adjacency Planning
Space Programming
RFP Development &
Design Architect
Selection
Conceptual Design, Schematic Design,
Design Development, Permitting,
Construction Documentation, Bidding, and
Construction
BOARD
PRESENTATION
REPORT
FINALIZED
BOARD
PRESENTATION
ESCROW
CLOSES
MOVE-IN
TO 5050
ARCHITECT
SELECTED
BOARD MEETING PRESENTATION - 12/6/17
6MIDPENINSULA REGIONAL OPEN SPACE DISTRICT - SPACE PROGRAMMING & ADJACENCY PLANNING
OUR PROCESS
1. SITE VISITS/WALKTHROUGHS
• To understand current space use and layout
• Current space at 330 Distel
• Future space at 5050 El Camino
2. STAFF ENGAGEMENT
• Workshops with each business line
• Identification of top themes and priorities
• Summary of staff workshops and data collected
(headcounts, storage, space allocation, etc.)
produced
3. BOARD ENGAGEMENT
• “Needs finding” workshop with Board
• Identification of top themes and priorities
• Summary of Board workshop produced
4. ONGOING CORE TEAM MEETINGS
• Input and feedback from Midpen Core Team
BOARD MEETING PRESENTATION - 12/6/17
4MIDPENINSULA REGIONAL OPEN SPACE DISTRICT - SPACE PROGRAMMING & ADJACENCY PLANNING
Items in quotations are from the Board Approved Goals dated 11/18/15
GUIDING PRINCIPLES
1. APPROACH AND POLICIES
• “Utilize forward looking and
imaginative approaches for
evaluating and designing each
facility”
• Establish policies and provide
the technology to support
work from satellite offices,
“videoconferencing, and
telecommuting”
• “Pursue sustainable design
and construction options that
are cost-effective and are
evaluated through a lifecycle
analysis”
• Retain staff over a longer
period of time and respond to
the needs of diverse staff
3. EXPERIENCE DESIGN
• “Improve outward facing or
public facilities so visitors
have a more welcoming
experience when visiting
Midpen’s facilities”
• Design physical space to
reflect the culture, brand, and
identity of the organization as
a whole
• Prioritize access to natural
light, views, and outdoor
space when possible
• Deliver spaces that support
health, wellness, and
productivity
2. PHYSICAL SPACE
• Deliver an up-to-date,
modern, and flexible work
environment
• Create spaces to facilitate
collaboration among Midpen
departments and across
service lines
• Account for the unique needs
of each business line and
department
• Provide quiet places for
focused work
• “Seek flexible and adaptable
options to meet evolving
needs” and respond to
outside factors influencing
work force and work culture
4. EFFECTIVE SPACE
• Increase the efficiency of
space use through smart
adjacencies
• “Optimize staff deployment
per FOSM recommendations
and how departments and
staff will work in the future”
• Invest renovation funds
strategically and creatively,
focusing on high-impact areas
while being mindful of the
bottom line
• Facilitate Midpen’s ability to
effectively provide services
to the public and to execute
projects to the highest
capability of the organization
BOARD MEETING PRESENTATION - 12/6/17
11MIDPENINSULA REGIONAL OPEN SPACE DISTRICT - SPACE PROGRAMMING & ADJACENCY PLANNING
CONCEPTUAL ORGANIZATION MODEL
December 2017MIDPENINSULA REGIONAL OPEN SPACE DISTRICT | CONCEPTUAL ORGANIZATIONAL MODEL
proprietary and confidential
Org Model includes:
• Conference/Training Center/Board Room
suite
• General Manager’s Office and General
Counsel at the core of the model
• Departments organized by business line
• More distributed Admin/Ops/Management
• Opportunity for centralized informal
interaction space and hoteling space
Notes
• The Conceptual Organizational Model
addresses and communicates critical
programmatic resources and adjacencies
• The model does not reflect floorplans or the
exact number of spaces, e.g. departments and
spaces can be distributed over multiple floors
• Developed based on department homework
and staff engagement workshop feedback
regarding adjacencies, and Core Team input
CONFERENCE/TRAINING
CENTER
Natural
Resources
Visitor
Services
Land &
Facilities
Hoteling
Space
Eng. &
Construction
Hoteling
Space
Planning
Real
Property
Hoteling
Space
General
Manager’s
Oce
General
Counsel
Hoteling
Space
Human
Resources
I.S.T.
Budget
Finance
Public
Aairs
Main Entrance
Board
Room
Medium
Meeting
Room
Medium
Meeting
Room
Green Room/
Medium Meeting
Room
Kitchen
Lobby & Reception
• The Conceptual Organizational Model addresses and
communicates critical programmatic resources and
adjacencies
• The model does not reflect floorplans or the exact
number of spaces, e.g. departments and spaces can be
distributed over multiple floors
• Developed based on department homework and staff
engagement workshop feedback regarding adjacencies,
and Core Team input
• Org Model includes:
−Conference/Training Center/Board Room suite
−General Manager’s Office and General Counsel at
the core of the model
−Departments organized by business line
−More distributed Admin/Ops/Management
−Opportunity for centralized informal interaction
space and hoteling space
BOARD MEETING PRESENTATION - 12/6/17
12MIDPENINSULA REGIONAL OPEN SPACE DISTRICT - SPACE PROGRAMMING & ADJACENCY PLANNING
BOARD COMMENTS
(12/6/17 MEETING)
• Building needs one entrance on El Camino Real
−One point of entry to easily route visitors
−ADA and visitor spaces should be in front
−Hopefully El Camino will be more transit oriented in 20
years and MROSD should support and promote that
• No public in the garage
−Find where people can park bikes that is not in the
garage
−Add space for storage of other modes of
transportation also, e.g. skateboards, scooters
• Will we build to 2045 now?
−Don’t build too much or we will fill it up
−Set a hard line (we will not build another building for
30 years)
−Things will change by 2045 – planning for that year is
speculative
• Take advantage of the exterior
−Opportunities for outdoor patio space
−Rooftop opportunity?
• Plan for storage needs while also implementing digitization
plan
• How will the 10,000 sf for lease be grouped?
−Will contiguous one section of the building be
allocated for lease?
−Or will the 10,000 sf be peppered throughout the
building?
−Need to evaluate lease terms and opportunities to
collocate or relocate
• Consider other organizational methods to reduce
departmental ‘silos’
−As an open space agency, learn from nature and how
ecosystems are organized
−Explore efficiencies of alternate models and alignment
with MROSD’s ability to grow
• Design Architect will manage acoustics and appropriate
workstation selection
BOARD MEETING PRESENTATION - 12/6/17
13MIDPENINSULA REGIONAL OPEN SPACE DISTRICT - SPACE PROGRAMMING & ADJACENCY PLANNING
PARKING LOT NOTES (10/25/17 MEETING)
“Parking Lot” List - A number of topics, concerns, and issues came up at the Board meeting on
10/25/17 that have been tabled for later discussion or will be raised and considered at a later point
in the design and development process.
• Accessibility
• Stairs primary (versus elevator) in 5050 El Camino Real
• Appropriate storage for paper and equipment
• Documents for architect (RFP)
• Investigate any hot water heating systems
• Board members to try seating for Board Room
• Timeframe/project schedule
• Approach: Design/Build?
• Facilities Ad-Hoc Committee
3
Midpeninsula Regional Open Space District Board
ENVIRONMENTAL FACTORS
»Lighting easier on the eyes (LED)
»Double pane windows or closeable
drapes
»Heating air ducts/hot water heating
CHILDCARE
»Childcare facilities?? (if not enough in
area)
BOARD IDEAS
»Consider other ideas from board
members
PRIVACY FOR STAFF
»Limit public access to work areas
PROMOTE MISSION BY BRINGING THE
OUTDOORS IN
»Incorporate redwoods + nature into the
space (+1)
»Incorporate outdoor space/environment
LOBBY/PUBLIC SPACE
»Reception
»Welcome lobby with information and
reception
»Friendly, accessible reception and
“lobby”
»Entrance for public directly to reception
»Music in lobby (-1, -1, -1)
»Entry lobby that reflects the ?? of open
space
»Building experience for all of our
constituents
»“Open space” experience/feel; welcome
experience
»Separate lobby – Quiet away from board
room
»Ability to leave entrance doors
completely open
»Use for all staff/call in from desk
»Make sure smaller meetings don’t feel
overwhelmed
»Public chairs
BOARD ROOM SIZE
»Side entry
»4x larger space
»Better seating for public
»Board room for 80-100?? Not too large
»Good AV
»More room/space for board
»Board room to accommodate 115
occupants
»Larger board room (public space about
100 people)
PARKING
»Improve VTA bus stop to encourage
regular use
»Include bike parking underground for
staff and outside public
»Limit underground parking to staff
»EV charging stations
»More bike parking for public and staff
»Consider parking for other 2-wheel
vehicles (like scooters)
MEETING SPACE
»More community and meeting rooms for
partners and public
»Meeting space for volunteers,
community groups
»Classrooms/meeting rooms for talks,
training, outreach
»Workspaces/links for partners
CLOSED SESSION ROOM
»Larger closed session room
»Larger closed session room to
accommodate 25
»Board room include more offices? For
board members
»Green room or quiet space for Board to
sit before meetings
TECHNOLOGY
»Sound system
»Up to date technology for Board Room/
entire lobby
»Board room – IT/AV, public speaker,
room
»Streaming Public TV (+1)
»AV screen
»Remote or call in – board and public
»Monitors that everyone can see
»Employee key cards
»Public TV online capability for board
room
»Two viewing screens – 1 board, 1 public –
always visible to all
»Public’s microphone (battery)
BOARD ROOM ATTRIBUTES
»Try to retain existing board seating
arrangement
»Board horseshoe
»Quietude
»Same closeness to one another in board
room
»Improve public seating
»Board seating not too comfy
»Flexible in board room arrangements
POST-IT NOTES
Each Post-It from the Board engagement session is listed below.
»Retain
»Enhance
»Introduce
»Discard
4 Midpeninsula Regional Open Space District — Space Programming and Adjacency Planning
Midpeninsula Regional Open Space District Board
1. DO YOU HAVE ANY SPECIFIC PARAMETERS
OR GOALS WITH REGARD TO THE BOARD
AND PUBLIC SPACE NEEDS?
§Not ostentatious board room
§Like the map of spaces
§Like the brag wall/awards
§Nice to have art
§Interior walls where can display
things (like timeline, photographs of
District)
§Future: Be more welcoming to a
more diverse group of people (social,
economic, physical)
§Have flat seating - public on the
same level as Board or very close/be
able to see all (6-8 inches up)
§Limit the number of steps up to the
Board Room (accessibility)
§Have Board Room on first floor of
the building
2. WHAT WORKS AND DOESN’T WORK WITH
THE BOARD’S CURRENT SPACES?
§All the wires under the table
§Welcome the public - Make it easy
and comfortable for them to talk
(only people in front of you, not
behind you)
§Like the big circle shape of public
seating and Board Room horseshoe
§Like the speaking podium off to
the side (more comfortable for the
public)
§Important for public to be able to
see who the Board members are
§Able to see how your representative
actually voted on a screen in the
Board Room
§Rental of Board Room to another
entity who needs a Board Room
3. WHAT WORKS AND DOESN’T WORK
REGARDING THE CURRENT LAYOUT AND
ALLOCATIONS FOR PUBLIC AREAS?
§Not big enough
§Works: Accessible, openness,
welcoming, has lots of information,
has Reggie (the mountain lion)
§Nice addition to have off of Board
Room
§How much does Midpen want to be
a hub for other open space groups?
Could have a public meeting room
for use of other open space groups/
agencies
§Meeting rooms can be flexible
and for various uses (not mutually
exclusive rooms/spaces)
§Having office space for
environmental groups - Don’t need
to talk about tonight
§Need to have available meeting
space for other open space groups
and community groups
§Security/ability to open up only one
room for community groups
§What are other efficiencies for
technology for the Board Room?
Leave flexibility for technology
changes
§Get rid of current/bad ceiling tiles
§Design for technology/wiring
flexibility
ADDITIONAL DISCUSSION QUESTIONS
Below are the notes from the Board’s discussion about the four questions MKThink
asked as homework prior to and as part of the session.
5
Midpeninsula Regional Open Space District Board
4. DO YOU ANTICIPATE ANY SIGNIFICANT
CHANGES IN HOW THE BOARD WORKS OR
HOW THE ORGANIZATION WORKS OVER
THE NEXT 15 YEARS?
§Changes in Board members
§Make-up of the organization lends
itself to working at home/remotely -
Lots of opportunities for this
§Could be working out of remote
offices more with technology
because of nature of fieldwork
§Public transportation - Hoping that
happens
“Parking Lot” List - A number of topics, concerns, and issues came up at the meeting
that have been tabled for later discussion or will be raised and considered at a later
point in the design and development process.
DATE: August 22, 2018
MEMO TO: MROSD Board of Directors
THROUGH: Ana Ruiz, General Manager
FROM: Cydney Bieber, Acting Public Affairs Manager
SUBJECT: Special Parks District Forum 2019
_____________________________________________________________________________
Next May, the District will co-host the 2019 Special Parks District Forum (SPDF) in partnership
with East Bay Regional Parks District. This annual event is a unique and interactive forum that
has drawn park and recreation industry professionals for more than 40 years. Over the years,
premiere open space, parks, and recreation agencies throughout the United States and Canada
have hosted the forum. The District previously co-hosted the event in 2006 and 1998.
Staff are in the early planning stages for the upcoming event. Midpen will be hosting an
estimated 150 to 200 SPDF attendees on Tuesday May 7, 2019. The itinerary tentatively includes
presentations at Mount Umunhum and Bear Creek Redwoods.
In May 2017, staff from the Public Affairs and Visitor Services departments attended the 2018
SPDF in Charleston, South Carolina to gain familiarity with the flow and structure of the event.
Staff will use the following lessons learned to inform our planning and coordination with East
Bay Parks:
• Short presentations from multiple departments provide a concise overview of the scope of the
host agency’s operations. Participants can also benefit from a written “takeaway” summary
of the topics covered that includes staff contact information.
• Presentations should highlight specific projects, goals, and these connect to the mission.
• A combination of structured programming and optional activities provide a varied experience
to best match participant interest and fitness level.
• Staff from different departments can serve as shuttle chaperones to extend participant learning
during the transit to discuss programs, services, projects, and behind the scenes work.
• Long shuttle travel time, as is expected for District tours, provide an opportunity to present
more information about the District and its projects while in route.
Next Steps:
• Staff will present a recommended itinerary and schedule of events to the Legislative, Funding
and Public Affairs Committee this winter for their review and input.
• Staff will continue to provide updates in the biweekly reports as planning progresses.
• A promotional video of the 2019 Forum can be viewed here:
https://www.youtube.com/watch?v=VLRJ1twFvmA
From:Jennifer Woodworth
Subject:Agenda Questions for 8/22/18 Meeting
Date:Wednesday, August 22, 2018 8:22:37 AM
Good morning all,
Please find below in blue the responses to questions submitted regarding tonight’s agenda items.
Please let me know if you have any additional questions. Thank you.
Jen
Item 1 - ADA
* budget : is this report saying no budget is recommended for ADA improvements? (or to be
part of final report?)
Rather than specifying a specific budget for small and large capital ADA improvements, the ADA Plan
Update recommends phasing the improvements over a 15 year target timeframe based on available
staffing and funding in light of other projects being completed each fiscal year. Any new proposed
ADA improvement(s) would be evaluated during the District’s annual Capital Improvement and
Action Plan (CIAP) and Budget development process, which the Board would have an opportunity to
preview as part of the annual Priority Setting Retreat. As with all other work plan items, the Board
would have subsequent multiple opportunities to further consider the proposed ADA
improvement(s) at ABC meetings and when the CIAP and Budget comes before the full Board in May
and June of each year. In addition, the Board may want to consider a small annual operating budget
(expected to be on the order of $25,000 to $50,000 per year) to provide annual funding for small,
incremental maintenance repairs.
* benches -possibly time to revisit bench policy? They do make trail walking a little more
accessible for some older people.
Neither the ADA nor ADA Plan Update include specific requirements regarding the provision of
benches on trails. It is important to note that although benches do provide a place to rest, they do
not necessarily help make a trail meet ADA standards. For trails designated as accessible, the
Accessibility Guidelines for Outdoor Developed Areas (AGODA) and the ADA Plan Update do require
resting intervals (areas with a flat, level surface) that provide people an opportunity to stop after a
steep segment (over 5% slope) and recover before continuing on. The Board has the discretion to
consider expanding the number of benches on District lands and adding them in these “rest zones”.
To date, the District’s approach has been to minimize the number of built facilities on the landscape,
which also reduces overall capital and long-term maintenance costs. Benches are small
improvements with limited one-time and long-term costs - on the order of $2,000 to $3,000 over
10+ years.
* FYI this is an article about “Magical playground” for inclusivity:
https://www.curbed.com/2018/7/20/17582148/accessible-playgrounds-design-ada-
standards-inclusive
Accessible playground designcan build a more inclusive ...
www.curbed.com
Nearly one in five people have a disability in
the U.S., yet most playgrounds aren’t built to
accommodate them.
The article highlights the recreational goal of serving the full range of needs found in a community -
the District strives to meet the same goal with our trails, preserve amenities, public outreach, and
programming. The ADA Plan Update includes guidelines and best practices that are tailored for the
District to meet our accessibility goals.
Item 3- Deer Hollow White Barn –
we don’t need to worry about it being a historic structure?
The White Barn was evaluated as part of this project and confirmed to be a historic structure. The
recommended repairs are intended to preserve its historic integrity in the long term. A preservation
architect will be retained to oversee the design and construction, to ensure that the repair work,
while meeting the standards of the modern building code, matches the aesthetic and architectural
style of the original barn construction.
would the white barn need to be taken down and re-built or instead reinforced without taking
it down?
The barn will be structurally strengthened/reinforced without taking it down. The structural
strengthening includes installation of a new concrete foundation and stem walls, sheer walls for
seismic and wind resistance, and improved connections between the walls, roof, and foundation to
meet code-required load bearing capacity.
Jennifer Woodworth, MMC
District Clerk/ Assistant to the General Manager
jwoodworth@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691-1200 - F: (650) 691-0485
E-mail correspondence with the Midpeninsula Regional Open Space District (and attachments, if
any) may be subject to the California Public Records Act, and as such may therefore be subject
to public disclosure unless otherwise exempt under the Act.