HomeMy Public PortalAbout20150128 - Agenda Packet - Board of Directors (BOD) - 15-03
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
330 Distel Circle
Los Altos, CA 94022
Wednesday, January 28, 2015
SPECIAL MEETING BEGINS AT 5:00
REGULAR MEETING BEGINS AT 7:00
A G E N D A
5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – STUDY SESSION
ROLL CALL
1. Financial and Operational Sustainability Model Study Update (R-15-23)
Staff Contact: Kevin Woodhouse, Assistant General Manager
General Manager’s Recommendation: Receive an update on the Financial and Operational
Sustainability Model Study that is being conducted for the District by Management Partners.
ADJOURNMENT
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ORAL COMMUNICATIONS – PUBLIC
ADOPTION OF AGENDA
CONSENT CALENDAR
1. Approve Minutes of the January 14, 2015 Board Meeting
2. Approve Claims Report
3. Appointment of Board of Directors Standing Committee Members for Calendar Year 2015
(R-15-15)
Staff Contact: Jennifer Woodworth, District Clerk
Board President’s Recommendation: Approve the President’s appointments to the Board
Meeting 15-03
Standing Committees, as well as approve the appointments of Board representatives to other
bodies, and determine the compensation status for attendance at Board Committee meetings.
4. Appointment of District Representatives to the Governing Board of the Midpeninsula
Regional Open Space District Financing Authority for Calendar Year 2015 (R-15-16)
Staff Contact: Jennifer Woodworth, District Clerk
Board President’s Recommendation: Approve appointment of Directors Pete Siemens, Curt
Riffle, Jed Cyr, and Larry Hassett to serve on the Governing Board of the Midpeninsula Regional
Open Space District Financing Authority for Calendar Year 2015.
5. Renewal of Investment Authority and Adoption of Annual Statement of Investment Policy
(R-15-17)
Staff Contact: Mike Foster, Controller
General Manager’s Recommendation: Adopt a resolution to renew the District Controller’s
investment authority until January 7, 2016 and approve the District’s Revised Statement of
Investment Policy.
6. Ombudsperson Annual Report (R-15-21)
Staff Contact: Shelly Lewis, Public Affairs Manager
General Manager’s Recommendations:
1. Receive an annual report from Rosemary Field, the District’s Ombudsperson.
2. Approve an extension to the appointment of Rosemary Field as the District’s ombudsperson
through December 31, 2015.
BOARD BUSINESS
7. Contract for the Mount Umunhum Radar Tower Interim Repair Project located at Sierra
Azul Open Space Preserve (R-15-09)
Staff Contact: Gina Coony, Open Space Planner III
General Manager’s Recommendation: Authorize the General Manager to enter into a contract
with Ashron Construction and Restoration, Inc., of Milpitas, CA, for a contract amount of
$222,980. In addition, authorize a 10% contingency of $22,298 to cover any unforeseen
conditions, for a not-to-exceed contract total of $245,278, to complete the Mount Umunhum
Radar Tower Interim Repair Project located at Sierra Azul Open Space Preserve.
8. Award of Contract for Design and Engineering Services for the Mount Umunhum Summit
Project (R-15-18)
Staff Contact: Lisa Bankosh, Planner III
General Manager’s Recommendation: Authorize the General Manager to execute a contract with
Restoration Design Group for an amount of $325,735 to design and engineer ecological
restoration and visitor amenities on the summit of Mount Umunhum at Sierra Azul Open Space
Preserve. In addition, authorize a 15% contingency of $48,860 to cover unforeseen requirements,
for a not-to-exceed total contract amount of $374,595.
9. Proposed Funding and Acquisition Agreement to purchase a Conservation Easement for
Alpine Ranch Property owned by Peninsula Open Space Trust located at 8700 Alpine Road,
La Honda, in unincorporated San Mateo (Assessor’s Parcel Numbers 083-340-140)
(R-15-14)
Staff Contact: Michael Williams, Real Property Manager
General Manager’s Recommendations:
1. Determine that the recommended actions are categorically exempt from the California
Quality Act as set out in the staff report.
2. Adopt a Resolution authorizing the execution of the Funding and Acquisition Agreement with
Peninsula Open Space Trust (POST) and accept a conveyance of a conservation easement
over POST’s Alpine Ranch property.
3. Adopt the Preliminary Use and Management Plan recommendations as set out in this report.
4. Withhold dedication of the Alpine Ranch property as public open space.
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 factual information; request staff to report back 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.
A. Committee Reports
B. Staff Reports
C. Director Reports
ADJOURN MEETING TO CLOSED SESSION
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section
54956.8)
Property: End of Lucy Lane, Half Moon Bay, CA, San Mateo County APN 066-320-120
Agency Negotiator: Michael Williams, Real Property Manager
Negotiating Party: Henry Riggs, Property Owner
Under Negotiation: Price and terms of payment
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section
54956.8)
Property: 15900 Soda Springs Road, Los Gatos, CA, Santa Clara County APN 558-31-
008
Agency Negotiator: Allen Ishibashi, Senior Real Property Agent
Negotiating Party: Linda Kinney, Santa Clara County Tax Collector’s Office
Under Negotiation: Price and terms of payment
1. CLOSED SESSION: PUBLIC
ADJOURNMENT
TO ADDRESS THE BOARD: The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the
Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes. Alternately, you may comment to the Board by a
written communication, which the Board appreciates.
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.
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 the foregoing agenda
for the Special and Regular Meetings of the MROSD Board of Directors was posted and available for review on January 23, 2015, at the
Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. Agenda materials are also available on the
District’s website at http://www.openspace.org.
Signed January 23, 2015 at Los Altos, California.
R-15-23
Meeting 15-03
January 28, 2015
STUDY SESSION AGENDA ITEM 1
AGENDA ITEM
Financial and Operational Sustainability Model Study Update
GENERAL MANAGER’S RECOMMENDATION
Receive an update on the Financial and Operational Sustainability Model Study that is being
conducted for the District by Management Partners.
SUMMARY
The Board of Directors authorized a contract with Management Partners on August 28, 2014, to
conduct the Financial and Operational Sustainability Model (FOSM) Study, which is identified
as a major project in the Fiscal Year 2014-15 Action Plan and Budget. The purpose of the
FOSM study is to evaluate existing District workflow processes, staff capacity, and
organizational structure and identify options to accelerate completion of high priority projects
while continuing to carry out the daily on-going business of the District in a financially prudent
and sustainable manner. Management Partners completed the organizational scan/research phase
of the study in November and, at a study session on November 12, 2014, updated the Board on
several themes that emerged from the research phase of the study. Since that time, Management
Partners has been engaged in the analysis and model development phase of the study. The
purpose of the January 28, 2014, study session is for Management Partners to update the Board
on their analysis and model development work, including discussion of guiding principles to
frame organization structure options and progress to date on the development of organizational
structure options. Management Partners will also present preliminary information on an
approach to phasing organizational changes, as well as receive Board member comments,
respond to Board member questions, and inform the Board about the next steps for the study.
DISCUSSION
A FOSM update memorandum from Management Partners is provided as Attachment 1. The
study session presentation will cover Management Partners’ research and analysis to date,
organized according to the following outline:
I. Project Update
Review the work completed to date and the areas of emphasis and focus.
II. FOSM Guiding Principles that Frame Organization Structure Options
R-15-23 Page 2
Review of a set of guiding principles and strategic objectives that are intended to
guide the development of recommendations and decision-making regarding
alternative organization structures.
III. Observations of the Current Organization
Present study observations about the current organization, with a focus on the
macro-organizational structure and systems. The organization review assessed
current structure in light of the demands of implementing Measure AA with
specific attention to scalability, alignment of functions and supporting systems,
and accountability of project delivery.
IV. Design and Evaluation of Organization Structure Options
Review of pros and cons related to different macro-organization structures
analyzed by Management Partners, with a focus on a preliminarily recommended
option.
V. Review Organization Phasing Approach
Review recommended implementation approach intended to effectively phase in
organizational changes and communicate priorities.
VI. Next Steps
Review of next steps for completing the FOSM study, as well as priority
implementation actions.
As the General Manager stated in an update to the Board and all employees on December 12,
2014, the schedule for the FOSM study has been extended in order to allow time to carefully
consider development of an implementation plan to effectively phase in organizational changes.
Originally, this update was scheduled for mid-December, 2014. The additional time has allowed
more review and input from District management, as well as additional briefings from
Management Partners to the Department Managers team, and two meetings for all employees
that are scheduled during the day on January 28 before this evening study session with the Board
of Directors.
FISCAL IMPACT
The cost to complete the FOSM study is a not-to-exceed amount of $118,690, which includes the
project proposal amount of $107,900 and a ten percent contingency amount of $10,790. Due to
the extended project scope and timeline beyond the initially anticipated January 31, 2015,
completion date, as well as the possibility of Management Partners assisting the District with
specific implementation actions that were not part of the FOSM study scope of work, the General
Manager anticipates returning to the Board in February for consideration of extending the term
and increasing the amount of Management Partners’ contract. Staff and Management Partners
will be discussing the specifics of the contract extension following this study session.
BOARD COMMITTEE REVIEW
This study was included in the Fiscal Year 2014-15 Action Plan and Budget, which was
reviewed by the Action Plan and Budget Committee and recommended to the full Board in late
February, 2014. Due to the magnitude and importance of this study, the scope of work
anticipates full Board input during the study.
R-15-23 Page 3
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.
NEXT STEPS
Management Partners will continue the model development phase of the project, including the
financial analysis related to more detailed organizational structure build-out and District process
improvement. It is anticipated that the Draft FOSM Study report will be presented to the Board
in late February, followed by the final report in March.
Attachments
1. January, 2015, FOSM Update from Management Partners
Responsible Department Head:
Steve Abbors, General Manager
Prepared by:
Kevin S. Woodhouse, Assistant General Manager
To: Steve Abbors, General Manager, Midpeninsula Regional Open Space District
From: Management Partners
Subject: Board of Directors Study Session 1/28/15 –Financial and Operational
Sustainability Model (FOSM) Update
Date: January 23, 2015
Project Status and Overview of Current Organization
The District engaged Management Partners to develop two to three organization models that
will position the agency to successfully implement Measure AA projects and organize itself for
long-term sustainability.
Since our last presentation to the Board of Directors on November 12, 2014, the team completed
the environmental scan and benchmarking activities and developed alternative organization
models for consideration. In conjunction with the Executive Team, Management Partners
developed guiding principles and strategic objectives to serve as decision-making criteria to
construct and analyze different organization structure alternatives. These guiding principles
reflect the learning and the goals of this engagement. Management Partners worked closely
with members of the Executive Team to develop several organization models that a) enhance
business and corporate systems; b) spotlight the project delivery function and responsibility
within the organization; and, c) clearly define business lines and group similar functions
together to enhance information flow, decision making and accountability. The focus of work
to date has been on macro organization structure. Departmental-specific organization work,
staff build out and other process improvement recommendations will occur during the next
phase of work.
In the construction of organization models, special attention was given to scalability. This
concept provides for a sustainable organization structure that can grow, shift and adapt over
time. Additionally, the organization has a culture which values collaboration and teamwork
and the models build on these attributes as underpinnings of future success. We developed a
recommended strategy to phase the organization changes and system improvements and
ensure time and opportunities for further employee engagement.
FOSM Guiding Principles that Frame Organization Structure Options
High performing organizations share certain structure characteristics. They are designed
around outcomes, not individual specialties and reflect how the team is expected to work
together. Such organizations are structured with a clear chain of command but have an
Page 2
expectation of horizontal teamwork to achieve desired outcomes. Finally, they create boundary-
crossing partnerships that encourage collaboration.
Through the lens of these effective organization concepts, our team developed a set of guiding
principles unique to Midpen that provide a framework for organization alternatives.
Guiding Principles
1. The goals outlined in the Vision Plan will drive the work of the organization and it
will be structured to be transparent and accountable to the taxpayer.
2. Functions will be structurally aligned in a manner that ensures successful program
and project management that clearly delineates roles and responsibilities to build
accountability and promotes efficiency and effective operations.
3. The organization will utilize integrated and effective business, administrative and
information systems to enable a sustainable and fiscally viable organization.
4. The District’s project delivery objectives will be achieved through a team-based,
matrix delivery system that relies upon clear hand-offs and resource allocations from
across the organization.
5. Leadership, decision making authority and information flow will encourage
organizational effectiveness, performance and accountability.
6. The organization will facilitate employee development and growth including
through career-paths that provide opportunities for advancement.
7. The organization will be scalable to ensure sustainable alignment of core functions
and meet changing demands for service over time.
Each alternative organization model was evaluated against these principles as well as
observations of current organizational opportunities and gaps identified during the learning
phase of this engagement.
Observations of Current Organization Structure:
The District’s mission, to preserve and protect the region’s natural resources and provide
greater access for public enjoyment of these resource s, serves to help attract and retain high
quality employees. However, the current structure does not fully leverage the team’s capacity
to meet the new work of Measure AA projects nor is it easily scalable . Through the
environmental scan and benchmarking work completed by Management Partners a number of
areas were identified as opportunities for improvement. These observations informed the
design and analysis of organization models presented in this transmittal. These observations
include the following:
• Administrative Services functions are split under two AGMs which can limit strategic
focus
• There are not functionally aligned core businesses for which the AGMs are responsible
Page 3
• Part-time Controller fills financial management gaps that should be provided by a Chief
Financial Officer level position given the size and complexity of financial management
that is required of the organization
• Project Delivery is not an established, accountable function on the organization chart
and is necessary to deliver on Measure AA as well as other capital projects
• Project management is inconsistent and not always coordinated, leading to inefficient
project delivery
• The scale and complexity of the District’s project and program delivery warrants an in-
house engineering component
• Procurement is decentralized and uncoordinated which is inefficient and may inhibit
potential economies of scale.
• Information Technology is not providing the basic tools for a modern organization or
performing a strategic role
• Natural Resources informs both policy/planning and operational work and requires
defined working relationships
• The maintenance function requires systems and professional development opportunities
to meet the organization’s future
• Trail and small construction projects performed by maintenance teams results in less
staff time for routine field maintenance
• Demand for visitor services will increase as the organization grows and greater public
access is available
• GIS should be positioned to meet the opportunities and strategic initiatives across the
entire organization
• Special projects and program management capacity is key to implementing
recommended improvements and meeting ongoing reporting requirements
• Human Resources requires additional capacity to meet internal service demands (i.e.,
recruitments)
• Public Affairs should provide the voice of the entire organization as well as MAA
• Internal communication is critical to organizational success in the short and long term
Design and Evaluation of Organization Structure Options:
Since late November, Management Partners has developed a variety of organization models.
As noted earlier, Management Partners worked closely with the Executive Team to develop and
analyze the alternatives. The alternatives fall into three categories: parallel organization, matrix
organization, and integrated or core business organization. An evaluation of each is listed
below using the guiding principles as the “yard stick” or measurement of effectiveness. The
models will be reviewed with the Board of Directors at the Study Session.
1. Parallel Option – creates a parallel organization around MAA project delivery
intentionally doubling functions to support increased project delivery and clear
accountability.
Strengths a) Clear MAA responsibilities
b) Transparency and accountability for MAA
Page 4
c) Integrated business and information systems
Challenges a) Duplicative and inefficient
b) May undermine teamwork culture of District
c) Non MAA project delivery roles and responsibilities unclear
2. Matrix Option – establishes a leadership position related to MAA projects that draws
all resources from within current organization structure.
Strengths a) Clear MAA responsibilities
b) Integrated business and information systems
c) Staff development and succession opportunities
Challenges a) Lacks functional alignment
b) Lacks transparency and accountability for all other project
delivery
c) Staff may become challenged to focus on priorities
b) Less scalable
3. Integrated Core Business Option (i.e., project planning and delivery; visitor and field
services; administrative support) – clusters like functions to capture synergies,
maximizes information flow and enhances capacity to deliver three times the output
as well as integrates MAA projects implementation into a core business model.
Strengths a) Clear MAA responsibilities
b) Transparency and accountability for MAA
c) Aligns functions by three core business lines of the District
d) Scalable and provides for long term sustainability
e) Staff development and succession opportunities
f) Integrate business and information systems
Challenges a) Absent effective leadership, commitment to new roles, and
implementation of improved systems, organization can fall into
old patterns of inadequate accountability
Management Partners observed that Midpen delivers three primary lines of service: planning
and project delivery; operations and field services; and the administrative internal support
provided for the first two. Based on all these considerations and in consultation with the District
Executive Team, we recommend that the District implement the Integrated Core Business
Option as the preferred organization structure.
Review Organization Phasing Approach:
Finally, we recommend that the organization change occur in three phases. Phase I aligns the
administrative functions and project planning and delivery functions. This includes filling a
variety of key positions related to these functions, including: Chief Financial Officer,
Page 5
Engineering and Construction Manager, Information Technology Manager, as well as Special
Projects support in both the General Manager and Finance and Administrative Services areas.
Other action items include development of a detailed reorganization plan, issuance of a request
for proposal for an information technology strategic plan, project management system
development and the design of a recruitment plan.
Phase II focuses on implementing the remaining alignment of the functions along business lines
and filling the remaining positions to complete assembling the teams. Phase III implements the
practices defined in Phases I and II and continues hiring as needed (operationalizing the
changes). Full implementation is anticipated in 2016.
Next Steps:
All of the phases will be incorporated in to an Implementation Action Plan (IAP) that will be
developed over the next several months. Along with the Final FOSM Study Report, which will
include model build-out, financial analysis, and other process improvement recommendations,
the FOSM IAP will be presented to the Board of Directors in late March outlining future policy
issues and budgetary decisions.
ATTACHMENTS:
Guiding principles
Macro-level recommended organization chart
ATTACHMENT
Midpeninsula Regional Open Space District
Guiding Principles for Organizational Design
Effective organization structures should:
1. Be designed around desired outcomes, not specialties.
2. Be based on clear outcomes of the organization and how the team is expected to work
together to achieve them.
3. Be clear about the chain of command, but expect horizontal teamwork to achieve desired
outcomes.
4. Create boundary-crossing partnerships that encourage collaboration.
Guiding Principles
A set of principles to guide decision-making regarding alternative organization structures.
1. The goals outlined in the Vision Plan will drive the work of the organization and it will
be structured to be transparent and accountable to the taxpayer.
2. Functions will be structurally aligned in a manner that ensures successful program and
project management that clearly delineates roles and responsibilities to build
accountability and promotes efficiency and effective operations.
3. The organization will utilize integrated and effective business, administrative and
information systems to enable a sustainable and fiscally viable organization.
4. The District’s project delivery objectives will be achieved through a team-based, matrix
delivery system that relies upon resource allocations from across the organization.
5. Leadership, decision making authority and information flow will encourage
organizational effectiveness, performance and accountability.
6. The organization will facilitate employee development and growth including through
career-paths that provide opportunities for advancement.
7. The organization will be scalable to ensure sustainable alignment of core functions and
meet changing demands for service over time.
Organizational Design Strategic Objectives
The following are intended as strategic objectives related to the District’s need for organizational change
and increased capacity to meet a demanding work program.
1. Administrative Systems: Develop administrative and information systems required for
efficient and effective management, accountability and strong customer service.
Page 2
2. Program and Project Delivery: Position the organization to deliver programs and projects
efficiently through effective and accountable systems, defined responsibilities and a
capable and collaborative workforce.
3. MAA Program: Integrate MAA program and project delivery within a defined Capital
Improvement Program (CIP) with oversight that ensures accountability and facilitates
the delivery of projects within a team-based framework.
4. Further Develop the Organization’s Capacity to Change and Adapt: Expand capacity and
develop the District staff’s ability to adapt and scale up over time.
Midpeninsula Regional Open Space District
Alternative Functional Organization Chart
DRAFT
General Manager
Visitor and Field
Services
Assistant General
Manager Finance and
Administrative Services
CFO / Director of
Administrative Services
Finance
Human Resources
Information
Technology
Board of Directors
Project Planning and
Delivery
Assistant General
Manager
Planning
Real Property
General Counsel
Controller
Executive Assistant
Intergovernmental
Internal communication
Media
Outreach
Engineering and
Construction
Ranger program
Docent/volunteer
program
Public safety
District stewardship
Grazing
Pest management
Vegetation management
Wildlife management
Field maintenance
Facilities maintenance
Property and land
management
Trails and construction
Natural Resources
Visitor Services
Land and Facilities
Services
Land acquisition
Property acquisition
CEQA
Current planning
Long-range planning
Regional trails
coordination
Signage
Special Projects and
Program Management
Design and
engineering
Construction
MAA project delivery
Permits
Public Affairs
Accounting
Procurement
Budget
Recruitment
Benefits
Classification and
compensation
Employee recognition
Organizational
development
Performance management
Training
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Safety
ADA compliance
Systems
GIS
Web maintenance
Support
Records management
District Clerk
Special Projects
Attachment
January 14, 2015
Board Meeting 15-01
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
January 14, 2015
DRAFT MINUTES
SPECIAL MEETING – STUDY SESSION
I. CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 5:02 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Curt Riffle, and Pete Siemens
Members Absent: None
Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner,
Assistant General Manager Kevin Woodhouse, District Clerk Jennifer
Woodworth
III. STUDY SESSION
1. Development of Employee Compensation Guiding Principles (R-15-13)
Assistant General Manager Kevin Woodhouse provided the staff presentation summarizing the
draft Employee Compensation Guiding Principles Board policy and the various discussions and
development of the policy by the Action Plan and Budget Committee (ABC). Mr. Woodhouse
presented information regarding a recruitment and retention analysis completed by staff at the
direction of the ABC. Mr. Woodhouse reviewed the various sections of the draft policy and
described the purpose of each section. Mr. Woodhouse described the three options presented for
Section 6 Competitiveness of the draft policy and the preliminary cost estimate assumptions and
associated limitations associated with implementing Options A, B, or C.
Meeting 15-01 Page 2
Director Hanko commented on the high quality of District staff and the members of the ABC.
Director Hanko inquired if staff recommends delaying a decision on the draft policy based on the
implications of the FOSM.
Director Riffle stated that as a member of the ABC he wants all members of the Board of
Directors to read through and feel comfortable with the entire policy before moving forward.
Director Hassett expressed his concern regarding the process for choosing comparative agencies
and inquired if the ABC discussed this process and the implications of choosing different
comparative agencies for different positions in order to best match job descriptions.
General Manager Steve Abbors urged the Board to continue to use the comparative agencies
used in the 2013 Compensation Study in order to avoid uncertainty inherent in choosing different
comparative agencies for each compensation study.
Director Kishimoto provided comments regarding public safety retirement and whether a
provision should be included in the policy to state that the District does not pay public safety
retirement.
Public hearing opened at 6:17 p.m.
Alexander Hapke, Field Employees Association Treasurer, provided comments regarding the
retirement plan for the members of the Field Employee Association and labor negotiations, cost
of implementing
Kerry Carlson, Vice-President of the Field Employees Association, provided comments
regarding Santa Clara Open Space Authority’s recent successful funding measure, its adoption of
a 75% of median compensation standard prior to the passage of the measure, and the District’s
history of paying its employees above the median.
Donald MacKessy, Lead Open Space Technician at Foothills, expressed his support for Option A
and thanked the Board for their commitment to pay staff at or above the median. Mr. MacKessy
provided comments regarding payment of District staff below average for comparative agencies
and its negative impact on staff’s morale and District culture.
Grant Kern, President of the Field Employees Association and Lead Open Space Technician,
provided comments regarding the retention and recruitment analysis provided by staff stating
that it cannot accurately represent individual employees’ reasoning for working at the District.
Finally, Mr. Kern provided comments regarding the high cost of living in the Bay Area.
Ken Bolle, Skyline Equipment Mechanic Operator, provided comments regarding the impact of
previous Y-rating on maintenance staff. Mr. Bolle shared information regarding San Mateo
County’s policy on Y-rating and encouraged the Board to adopt a similar policy.
Brennon McKibbin, Skyline Open Space Technician, provided comments regarding the
comparative positions used for the compensation study and differences in responsibilities and
duties of District field employees and those of other agencies. Mr. McKibbon also provided
comments on the economic value of District labor as compared to labor completed for the
District by outside contractors.
Meeting 15-01 Page 3
Public hearing closed at 6:42 p.m.
Director Hassett provided comments regarding separating comparison of salaries and benefits.
Director Cyr provided comments in support of comparing salaries and benefits separately and his
desire that total compensation be studied.
Director Hanko provided comments regarding Y-rating of employees and supported delaying a
decision on the draft policy until additional reports are received.
Director Siemens directed staff to provide additional information regarding San Mateo County’s
policy on Y-rating.
Mr. Woodhouse explained that although the Santa Clara Open Space Authority has established a
policy of paying in the 75th percentile of comparator agencies used by that agency, but the
actually salaries are equivalent to the 50th percentile of comparator agencies used by the District
in its recent compensation study.
General Manager Steve Abbors provided comments related to Measure AA stating that it was
largely in response to comments from members field staff that they were lacking in staff,
equipment, and other resources to manage the District’s preserves. As a result of the passage of
Measure AA, the District must continue to be responsive to the public’s expressed desire to be
conservative in managing the District’s finances and preserves as Measure AA projects are
implemented. Mr. Abbors also committed to continue to work with District staff regarding staff
salaries and benefits.
IV. ADJOURNMENT
President Harris adjourned the Special Meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 7:03 p.m.
REGULAR MEETING
I. CALL TO ORDER
President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 7:15 p.m.
II. ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Curt Riffle, and Pete Siemens
Members Absent: None
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, General Counsel Sheryl
Schaffner, Administrative Services Manager Kate Drayson, Operations
Meeting 15-01 Page 4
Manager Michael Newburn, Planner III Aaron Hébert, Real Property
Manager Mike Williams, Real Property Specialist Allen Ishibashi,
Planning Manager Jane Mark, Senior Planner Tina Hugg, GIS Coordinator
Casey Hiatt, Planner III Gina Coony, Planner II Gretchen Laustsen, and
District Clerk Jennifer Woodworth
III. ORAL COMMUNICATIONS
No speakers present.
IV. ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt the agenda.
VOTE: 7-0-0
V. CONSENT CALENDAR
1. Approve Minutes of the Special and Regular Board Meetings of December 10, 2014
and December 17, 2014.
Director Harris requested the minutes of December 10, 2014 meeting to be amended to read
“prohibition against residential or non-agricultural development” and the minutes of December
17, 2014 minutes to read “railings must be replaced.”
Motion: Director Cyr moved, and Director Kishimoto seconded the motion to approve the
minutes of the December 10, 2014 and December 17, 2014 Board meetings, as amended.
VOTE: 7-0-0
VI. SPECIAL ORDER OF THE DAY
1. Certification of November 4, 2014 Election Results, Board of Directors Wards 1, 2,
5, and 6 (R-15-06)
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to:
1. Adopt the Resolution Declaring Canvass of Returns and Results of the Biennial General
District Election held on November 4, 2014
2. Adopt the Resolution Appointing Director – Ward 2 of the Board of Directors of the
Midpeninsula Regional Open Space District
3. Adopt the Resolution Appointing Director – Ward 5 of the Board of Directors of the
Midpeninsula Regional Open Space District
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to approve the
Consent Calendar.
VOTE: 7-0-0
Meeting 15-01 Page 5
2. Oath of Office for Director Siemens – Ward 1, Director Kishimoto – Ward 2,
Director Hanko – Ward 5, and Director Hassett – Ward 6
District Clerk Jennifer Woodworth administered the Oath of Office to Directors Siemens,
Kishimoto, Hanko, and Hassett.
V. CONSENT CALENDAR (CONTINUED)
2. Approve the Claims Report
Director Hanko recused herself regarding all items related to Pacific Gas and Electric and
AT&T.
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to approve the
Claims Report.
VOTE: 7-0-0
3. Award a Contract for the Prospect Road Parking Lot Canopy Structure at Fremont
Older Open Space Preserve (R-15-11)
General Manager’s Recommendation: Authorize the General Manager to enter into a
professional services contract with Harris Design for $39,800 with a 15% contingency of $6,200,
for a total amount not to exceed $46,000, to provide design and construction administration
services for the Prospect Road Parking Lot Canopy Structure at Fremont Older Open Space
Preserve.
4. Approval of First Amendment to Grant Deed of Fee Estate Subject to a Power of
Termination, a Declaration of Covenants, Conditions and Restrictions, Reservation of a
Right of First Refusal, an Easement for Conservation, Open Space and Public Trails at
Long Ridge Open Space Preserve (San Mateo County Assessor’s Parcel Number 080-410-
270), and a Determination that the Recommended Actions are Categorically Exempt from
the California Environmental Quality Act. (R-15-03)
General Manager’s Recommendation:
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act, as set out in the staff report.
2. Adopt a Resolution approving First Amendment to Grant Deed of Fee Estate Subject to a
Power of Termination, a Declaration of Covenants, Conditions and Restrictions, Reservation
of a Right of First Refusal, an Easement for Conservation, Open Space and Public Trails
between Thomas L. Anderson/Sharon L. Niswander and Midpeninsula Regional Open Space
District.
5. Amend Legal Services Contract with Howard, Rome, Martin & Ridley for a Total
Authorized Amount of $45,000 (R-15-05)
General Manager’s Recommendation: Amend the existing contract for legal services to increase
the contract amount by $20,000 for a total not to exceed amount of $45,000, for legal and
Meeting 15-01 Page 6
subject-matter expert support of litigation settlement efforts, coordination with the County, and
related legal issues.
6. Lease for Office Space at 4984 El Camino Real, Suite 100, Los Altos (R-15-04)
General Manager’s Recommendation:
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act, as set out in the staff report.
2. Adopt a Resolution authorizing the General Manager to enter into an Office Lease with
Wellington Park Investors.
7. Contract to Provide Fence Installation Work at the La Honda Creek Open Space
Preserve (R-15-10)
General Manager’s Recommendation:
1. Authorize the General Manager to enter into an agreement with Southwest Fence and Supply
Company of Patterson, CA, for a total contract amount not to exceed $149,905 to provide
fence installation work at the La Honda Creek Open Space Preserve.
2. Determine that the recommended action is consistent with the Mitigated Negative
Declaration and Mitigation Monitoring Plan for Implementation of the La Honda Creek
Master Plan, approved by the Board on August 22, 2012.
3. Authorize the General Manager to move $30,000 from the Land budget to the Capital budget
to cover the additional costs for the contract.
Motion: Director Cyr moved, and Director Siemens seconded the motion to approve the Consent
Calendar.
VOTE: 7-0-0
VII. BOARD BUSINESS
8. Election of the Board of Directors Officers for Calendar Year 2015 (R-15-07)
President Harris reflected on the past year and shared some of the District’s accomplishments
during her term as Board President.
District Clerk Jennifer Woodworth reviewed the voting procedures for the election of officers for
the Board of Directors for Calendar Year 2015 and called for nominations for Board President.
Director Hanko nominated Director Siemens for President and Director Cyr seconded the
nomination. No further nominations were presented.
Motion: Upon motion by Director Cyr, seconded by Director Hassett, the nominations for
Board President were closed.
VOTE: 7-0-0
By a vote of 7 to 0, the Board elected Director Siemens as Board President for Calendar Year
2015.
Meeting 15-01 Page 7
President Siemens called for nominations for Board Vice President. Director Hanko nominated
Director Kishimoto for Vice President and Director Hassett seconded the nomination. No further
nominations were presented.
Motion: Upon motion by Director Cyr, seconded by Director Hassett, the nominations for
Board Vice President were closed.
VOTE: 7-0-0
By a vote of 7 to 0, the Board elected Director Kishimoto as Board Vice President for Calendar
Year 2015.
President Siemens called for nominations for Board Treasurer. Director Hanko nominated
Director Riffle for Board Treasurer and Director Harris seconded the nomination. No further
nominations were presented.
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to close the
nominations for Board Treasurer.
VOTE: 7-0-0
By a vote of 7 to 0, the Board elected Director Riffle as Board Treasurer for Calendar Year 2015.
President Siemens called for nominations for Board Secretary. Director Hassett nominated
Director Cyr for Board Secretary and Director Hanko seconded the nomination. No further
nominations were presented.
Motion: Upon motion by Director Harris, seconded by Director Riffle, the nominations for
Board Secretary were closed.
VOTE: 7-0-0
By a vote of 7 to 0, the Board elected Director Cyr as Board Secretary for Calendar Year 2015.
Public hearing opened at 7:42 p.m.
No speakers were present.
Public hearing closed at 7:42 p.m.
VOTE: 7-0-0
9. Appointment of Action Plan and Budget Committee Members for Calendar Year
2015 (R-15-08)
President Siemens reported that he has appointed Directors Siemens, Riffle, and Kishimoto to
the Action Plan and Budget Committee for Calendar Year 2015.
Public hearing opened at 7:43 p.m.
Meeting 15-01 Page 8
No speakers were present.
Public hearing closed at 7:43 p.m.
Motion: Director Cyr moved, and Director Harris seconded the motion to approve the Board
President’s appointments to the Action Plan and Budget Committee for Calendar Year 2015
VOTE: 7-0-0
Director Hanko left at 7:44 p.m.
10. Reclassification of Four District Positions and the Addition of One Classification (R-
15-12)
Human Resources Supervisor Candice Basnight provided the staff report summarizing the
classification study completed by Koff and Associates and described the need for the
reclassifications.
Director Riffle inquired as to the impetus for the reclassification studies.
Ms. Basnight explained that they are often at the request of the department manager and several
were based on incumbents working out of class for some time.
Public hearing opened at 7:59 p.m.
No speakers were present.
Public hearing closed at 7:59 p.m.
Motion: Director Cyr moved, and Director Hassett seconded the motion to adopt a resolution
approving the following position changes:
1. Reclassification of an Accountant to a Senior Accountant in the Administrative Services
Department.
2. Reclassification of an Administrative Assistant to a Risk Management Coordinator in the
Legal Department.
3. Reclassification of two Real Property Specialists to Senior Real Property Specialists in
the Real Property Department.
4. Reclassification of a Real Property Assistant to Real Property Specialist I in the Real
Property Department.
5. Addition of a Real Property Specialist II classification to the District’s Classification and
Compensation Plan.
VOTE: 6-0-0 (Director Hanko absent.)
11. Priority Conservation Areas in San Mateo and Santa Clara Counties (R-15-02)
Senior Planner Tina Hugg described the purpose and intention of Priority Conservation Areas
(PCA) as adopted by the Association of Bay Area Governments. PCAs are intended to consist of
regionally significant open spaces about which there is broad consensus for long-term protection;
Meeting 15-01 Page 9
be areas that contain important agricultural, natural resource, watershed, historic, scenic, cultural,
recreational, and/or ecological values and ecosystem functions deserving of conservation
funding; and be diverse (including recreation areas, watersheds, farmlands, etc.).
Planning Manager Jane Mark described revisions to the PCA program and described the
requirements for applying to for the PCA designation.
GIS Coordinator Casey Hiatt described the use of scientific information gathered through the
Vision Plan process as supporting evidence for the PCA applications. Ms. Hiatt presented a
sample of the potential areas for the proposed PCAs.
Ms. Mark outlined the next steps in the process including the application process and timeline for
approval. Ms. Mark also explained how the designation of land as PCAs will hopefully support
future funding opportunities.
President Siemens thanked staff for their presentation.
12. Construction and Demolition Waste Diversion Policy (R-15-01)
Project Manager Aaron Hébert described the policy as reviewed by the Planning and Natural
Resources Committee and the change to the policy requested by the committee.
Project Manager Gina Coony described the effect of the policy to allow the District to regulate
its own waste stream for its construction and demotion projects.
Director Siemens expressed his concern that the policy may further limit the contractors that bid
on District projects.
Ms. Coony explained that the policy is largely internal and does not add further demands on
contractors because the District already requires contractors to recycle recyclable material.
Public hearing opened at 8:36 p.m.
No speakers were present.
Public hearing closed at 8:36 p.m.
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to approve the new
Construction and Demolition Waste Diversion Policy, as reviewed and revised by the Planning
and Natural Resources Committee.
VOTE: 6-0-0 (Director Hanko absent.)
VIII. COMMITTEE REPORTS
Director Hassett reported that the Real Property Committee met yesterday to visit the Riggs
property, which will be going to the Board in Closed Session on January 28, 2015.
Meeting 15-01 Page 10
IX. STAFF REPORTS
Assistant General Manager Kevin Woodhouse reported that a volunteer with the Los Altos Hill
Open Space Committee contacted the District regarding its Sudden Oak Death efforts, and Cindy
Roessler was able to provide helpful information.
Real Property Manager Mike Williams provided an update on staff’s work with Supervisor Don
Horsley’s office regarding farm labor housing.
X. DIRECTOR REPORTS
The Board submitted their compensatory forms to the District Clerk.
Director Hassett reported that the topic of the next general meeting of the South Skyline
Association is Global Warming in the Bay Area if any are interested in attending.
Director Riffle reported that as a member of the District’s Volunteer Trail Patrol, he was able to
spend 71 miles and 361 hours on the District’s trails.
Director Riffle will be meeting with Laura Macias to seek opportunities for community
engagement in Ward 4.
Director Harris reported that Pulgas Ridge has been very busy recently.
XII. ADJOURNMENT
President Siemens adjourned the Special Meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 9:00 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk
page 1 of 4
CLAIMS REPORT
MEETING 15-02
DATE 01-28-2015
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment Amount
68451 10606 - ASCENT ENVIRONMENTAL INC Consulting Services for Integrated Pest Management Prgm & EIR 01/14/2015 $31,466.90
68493 11369 - BANK OF THE WEST COMMERCIAL CARD USA $431.25 - Supplies & Materials (SFO)01/16/2015 $26,634.27
$384.89 - Supplies & Materials (SFO)
$253.39 - Shop Supplies (SFO)
$250.00 - Seminar - Water Supply Security (SFO)
$30.10 - Pressure Balance Unit (LHC)
$105.00 - Dues/Training Fees - Pesticide Regulations/Safety (SFO)
$285.62 - Maps and Airfare for CAPIO Conference
$631.28 - Materials & Supplies (SFO)
$328.00 - Certified Prof in Erosion & Sediment Control Conf
$308.85 - Supplies for Hick's Creek Stables Demo
$965.67 - Field Supplies & Moto Maintenance
$1249.35 - Commuter Check Q1 and SRE Group Photo
$421.92 - Website Expenses
$50.00 - County Fee for IPM
$7192.50 - Water Trucking & Pest Clean Up for Skyline House (SFO)
$328.77 - Society of Rangeland Mgmt registration & business lunch
$1423.97 - Business Lunch, Linens Cleaned,Docent Snacks
$29.00 - Subscription to SurveyMonkey & Office Supplies
$460.10 - Office Supply, Cleaners, Event/Meeting Food/Bev
$399.00 - Google Earth Pro GIS Software License - AO
$1184.23 - IT Computer Purchases
$277.79 - Office Supplies & Recognition Activities
$1800.71 - Uniform Items, Portable Radio Supplies
$62.07 - Office Supplies
$1722.32 - Materials & Supplies (SFO)
$585.25 - 2 Videocams, book, meeting expense
$7.00 - Bridge Toll
$1465.27 - NRPA Membership; All staff event catering
$1652.48 - CA Trails & Greenways Conf Sponsorship
$842.23 - Field Supplies & Water Testing
$475.16 - Recruitment & Training Expenses
$19.81 - Field Supplies (GP)
$400.00 - Registration Fee for Society for Range Mgmt
$162.48 - Board Meeting Meals
$92.43 - Office Supplies
$369.38 Docent Meeting & Enrichment Trainings Supplies/Food/Bev
$50.00 - Clerk Certification Fee
68471 11462 - MANAGEMENT PARTNERS Financial and Organizational Sustainability Model study 01/14/2015 $18,752.00
68513 10230 - UNITED RENTALS NORTH AMERICA INC Wacker Compactor (SFO)01/21/2015 $13,321.88
68491 *11152 - WELLINGTON PARK INVESTORS AO3 - first month rent + security deposit 01/14/2015 $11,000.00
68498 11430 - BIOMAAS Mindego water infrastructure - Mindego bio-monitoring 01/21/2015 $9,502.00
68485 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Pond DR05 Restoration Project 01/14/2015 $9,395.50
page 2 of 4
CLAIMS REPORT
MEETING 15-02
DATE 01-28-2015
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment Amount
68467 10452 - IFLAND SURVEY Mt.Umunhum Road Survey & Mapping Work (SA)01/14/2015 $9,040.00
68530 11477 - SCA ENVIRONMENTAL INC.On-Call Hazmat abatement oversight at Lobner demolition 01/21/2015 $6,535.00
68521 10662 - DAVID J POWERS & ASSOCIATES INC Ridge Vineyard Exchange Environmental Review Services 01/21/2015 $6,436.01
68468 11091 - JODI MCGRAW CONSULTING Vision Plan document preparation 01/14/2015 $6,405.00
68481 10590 - STALLINGS PAINTING CO Habitability improvement - 21150 Skyline Blvd ( Ranch House)01/14/2015 $6,395.00
68533 *10969 - THE BANK OF NEW YORK MELLON TRUST CO NA Note paying agent fees - 2007 Refunding (1996)01/21/2015 $6,325.00
Note paying agent fees - 2007 Refunding (1996)
Note paying agent fees - 2007 Refunding (1999 2nd)
Note paying agent fees 2007 Refunding
Note paying agent fees - 2007 Series A
68489 *10216 - VALLEY OIL COMPANY Fuel for District Vehicles & Equipment 01/14/2015 $6,225.61
68524 11177 - HARRIS CONSTRUCTION Miscellaneous Repairs - Skyline Ranch House 01/21/2015 $5,612.35
68486 *10786 - U.S. BANK EQUIPMENT FINANCE District Copier Leases 01/14/2015 $4,910.07
68531 10585 - SOL'S MOBILE SERVICE M29/M22/T07/WT02/M15/M16 Service 01/21/2015 $3,808.69
68456 11171 - COMMUNICATION ADVANTAGE Meeting Facilitation Services for Dec Retreat 01/14/2015 $2,824.31
68520 10540 - CRAFTSMEN PRINTING Printing of ECDM Brochures/Business Cards/Fact Sheets 01/21/2015 $2,813.37
68506 11326 - LEXISNEXIS MATTHEW BENDER CA Deerings Code Tax and CA Real Estate Law Books 01/21/2015 $2,186.15
68514 11190 - VALLEY TREE CARE Tree Pruning (PR)01/21/2015 $1,950.00
68500 11318 - CONFLUENCE RESTORATION Bald Mountain Staging Area - landscaping maintenance (SAU)01/21/2015 $1,875.00
68458 10540 - CRAFTSMEN PRINTING Printing of Brochures for Picchetti Ranch 01/14/2015 $1,785.64
68492 *11118 - WEX BANK Fuel for District vehicles 01/14/2015 $1,775.19
68464 10123 - HOME DEPOT CREDIT SERVICES Field Supplies (SFO/FFO)01/14/2015 $1,769.68
68507 10058 - LIEBERT CASSIDY WHITMORE Employee Relations Legal Consulting - HR Dept 01/21/2015 $1,722.50
68509 10073 - NORMAL DATA Permits Database Work 01/21/2015 $1,703.75
68465 10043 - HOWARD ROME MARTIN & RIDLEY LLP MROSD vs. Arcadis ECDM Legal Fees - ECM 01/14/2015 $1,664.40
68512 10107 - SUNNYVALE FORD Vehicle Maintenance & Repairs - P95 01/21/2015 $1,547.28
68523 11195 - GOODYEAR AUTO SERVICE CENTER Tires & Installation of Tires - P99/M72 01/21/2015 $1,526.42
68447 11459 - A.C. & H. CIVIL ENGINEERS INC Deposit for Structural Analysis of 16075 Overlook Drive 01/14/2015 $1,500.00
68499 11419 - CHARLES H. ADAMS MUNICIPAL DISCLOSURE Remediation Services 01/21/2015 $1,500.00
68504 11327 - JOINT VENTURE SILICON VALLEY Sponsorship of 2015 State of the Valley Conference 01/21/2015 $1,500.00
68503 10642 - HMS INC Lead/asbestos testing Skyline Ranch House (SFO)01/21/2015 $1,420.00
68497 11349 - BAY NATURE INSTITUTE Magazine Ad 01/21/2015 $1,125.00
68461 10187 - GARDENLAND POWER EQUIPMENT Helmet System/Chainsaw Parts (SFO)01/14/2015 $1,096.54
68522 10187 - GARDENLAND POWER EQUIPMENT Helmet Replacement/Chainsaw Parts & Oil (SFO)01/21/2015 $1,048.57
68488 11470 - URS CORPORATION Bat Surveys at McDonald Ranch House 01/14/2015 $1,004.77
68527 *11063 - O'BRIEN, PAT Executive Services for December 2014 01/21/2015 $975.00
68483 10468 - TANNERHECHT ARCHITECTURE, INC.Structural Consultant Services for HVAC at SFO 01/14/2015 $925.50
68472 10190 - METROMOBILE COMMUNICATIONS Installation of Radio in New Patrol Truck 01/14/2015 $873.98
68462 11475 - HEBERT, AARON,FY14-15 Tuition Reimbursement 01/14/2015 $800.00
68460 *10032 - DEL REY BUILDING MAINTENANCE Janitorial Services for new tenant rental (SFO)01/14/2015 $735.00
Carpet Cleaning (AO/AO2)
68510 10140 - PINE CONE LUMBER CO INC Lumber (FOOSP)01/21/2015 $702.55
68519 10352 - CMK AUTOMOTIVE INC Vechicle Maintenance & Repair - M201/P98 01/21/2015 $673.55
page 3 of 4
CLAIMS REPORT
MEETING 15-02
DATE 01-28-2015
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment Amount
68482 10152 - TADCO SUPPLY Janitorial Supplies (RSA/CP)01/14/2015 $655.48
68450 11457 - ANDREINI BROTHERS INC Water Delivery at Sears Ranch House 01/14/2015 $599.59
68529 *10136 - SAN JOSE WATER COMPANY Water Service (RSACP)01/21/2015 $545.23
68477 10589 - RECOLOGY SOUTH BAY Garbage Service (RSA)01/14/2015 $393.93
68518 *10454 - CALIFORNIA WATER SERVICE CO-949 Water Service (FFO)01/21/2015 $390.05
68469 11099 - LAW ENFORCEMENT PSYCHOLOGICAL SERVICES INC Ranger Assessment Testing - HR Dept 01/14/2015 $375.00
68484 10307 - THE SIGN SHOP Reflective Address Signs for Rental Residences 01/14/2015 $369.48
Autogate Signs (PCR)
New address Sign for former Rogers Property
68454 10352 - CMK AUTOMOTIVE INC Vehicle Maintenance & Repairs - P52/P74/M24 01/14/2015 $356.12
68526 10369 - MANNING, MEREDITH Quarterly Cell Phone/Mileage Reimbursement Oct-Dec 2014 01/21/2015 $321.51
Field Gear - Rain Boots
68463 10642 - HMS INC Building Renovation Tests 01/14/2015 $300.00
68448 10528 - ALL STAR GLASS Glass Replacement - P84 01/14/2015 $269.04
68470 11326 - LEXISNEXIS MATTHEW BENDER Auto Updates-CA Penal & Veh HBK 15ED w/E Books 01/14/2015 $223.64
68532 10302 - STEVENS CREEK QUARRY INC Base Rock (GP)01/21/2015 214.79
68452 10183 - BARRON PARK SUPPLY CO INC Plumbing Part (RSA/CP)01/14/2015 $210.98
68487 10403 - UNITED SITE SERVICES INC Port-a-Potty for Mindego Area SFGS Research Work - RR 01/14/2015 $206.83
68478 11005 - SAN MATEO COUNTY PLANNING & BUILDING DEPT Annual Report & Inspection Fee (RR)01/14/2015 $200.00
ECdM Parking Lot Inspection Fee (ECdM)
68457 10184 - CONTINUING EDUCATION OF THE BAR Legal Books - CA Construction Contracts/Defects 01/14/2015 $190.58
68495 10533 - ANDERSEN, JULIE Cell Phone reimbursement Apr-Dec 2014 01/21/2015 $180.00
68505 10490 - KOOPMANN, CLAYTON Cell Phone reimbursement - Apr-Dec 2014 01/21/2015 $180.00
68525 11326 - LEXISNEXIS MATTHEW BENDER Legal Subscription Online Service Dec 2014 01/21/2015 $178.00
68496 10828 - BAY CITIES AUTOMATIC GATES Windy Hill Gate Repair (WH)01/21/2015 $165.00
68515 11165 - WOODHAMS ELECTRICAL Electrical repairs at 20300 Skyline Blvd 01/21/2015 $159.00
68475 10080 - PALO ALTO MEDICAL FOUNDATION Employee D.O.T. Testing - H.R. Dept.01/14/2015 $153.00
68502 10168 - G & K SERVICES INC Shop Towel Service (FFO/SFO)01/21/2015 $137.84
68490 *10309 - VERIZON WIRELESS Cell Phone Dec 2014 01/14/2015 $125.14
68449 *10380 - ALLIED WASTE SERVICES #925 Garbage Services - Rental Residence 01/14/2015 $120.72
68474 10670 - O'REILLY AUTO PARTS Battery for District Vehicle - P97 01/14/2015 $116.41
68455 *10385 - COASTAL SIERRA INC Internet Services (SFO)01/14/2015 $109.00
68473 10191 - MOUNTAIN VIEW GARDEN CENTER Concrete for Exterior Storage Shed 01/14/2015 $100.59
68511 11142 - SANTA CLARA COUNTY SPECIAL DISTRICTS ASSOCIATION Annual Membership Dues 01/21/2015 $100.00
68453 11476 - CAREERTRACK Seminar HR training 01/14/2015 $99.00
68516 11176 - ZORO TOOLS Tool Parts SFO Water Gauge - MB 01/21/2015 $97.46
68508 10805 - NCCCA Registration for Clerk Training 01/21/2015 $80.00
68480 11471 - SCANLON, MARIA ELENA Translation into Spanish: Walk with a Doc Flyer 01/14/2015 $75.00
68494 *10294 - AMERIGAS-SAN JOSE Propane - Rental 01/21/2015 $72.86
68466 10421 - ID PLUS INC Employee Name Tags 01/14/2015 $67.50
68476 10261 - PROTECTION ONE Alarm Monitoring (AO)01/14/2015 $66.85
68501 10174 - FORESTRY SUPPLIERS INC Gloves and Litter Picker (SFO)01/21/2015 $45.42
68459 11210 - DATA SAFE Document Shredding Service (AO)01/14/2015 $40.00
page 4 of 4
CLAIMS REPORT
MEETING 15-02
DATE 01-28-2015
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment Amount
68479 11042 - SANTA CLARA COUNTY-OFFICE OF THE SHERIFF Fingerprinting of New Employees - H.R. Dept 01/14/2015 $40.00
68446 *10811 - A T & T Daniel Nature Center - Phone 01/14/2015 $32.47
68528 10134 - RAYNE OF SAN JOSE Water Service (FOOSP)01/21/2015 $26.25
Grand Total $231,179.19
*Annual Claims
**Hawthorn Expenses
BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek
CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill
ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office
ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office
FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office
FO = Fremont Older PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost
RR/MIN = Russian Ridge - Mindego Hill
R-15-15
Meeting 15-03
January 28, 2015
AGENDA ITEM 3
AGENDA ITEM
Appointment of Board of Directors Standing Committee Members for Calendar Year 2015
BOARD PRESIDENT’S RECOMMENDATION
Approve the President’s appointments to the Board Standing Committees, as well as approve the
appointments of Board representatives to other bodies, and determine the compensation status
for attendance at Board Committee meetings.
SUMMARY
Every year, the newly elected Board President appoints members to each of the Board’s
Committees and to represent the District on outside bodies with consent of the full Board.
DISCUSSION
The Board Policy on Committees (1.04) states that the Board President appoints Board members to
annual Standing Committees and to represent the District on outside bodies, with the consent of the
Board. The five (5) Board Standing Committees are:
1. Action Plan and Budget Committee (ABC)
2. Legislative, Funding and Public Affairs Committee (LFPAC)
3. Planning and Natural Resources (PNR)
4. Real Property Committee
5. Board Appointee Evaluation (BAE)
Following the Board Policy on Committees, Director Riffle (Board Treasurer) will be assigned as
one of the three members of ABC. At the January 8, 2015 Board meeting, the Board President
appointed Directors Pete Siemens, Curt Riffle and Yoriko Kishimoto to ABC.
Board Policy 6.03 (Compensation of Directors & Payment of Expenses) of the Board Policy Manual
states that all Standing Committees are compensable and compensability for attendance of Ad Hoc
Committee meetings is determined on an as-needed basis by the Board. It is recommended that
Board members be compensated for attendance at all Board Committee meetings. It is further
recommended that Board member attendance at meetings of the two outside bodies, the Bay Ridge
Trail Council and California Joint Powers Insurance Authority (CalJPIA), remain non-compensable.
In accordance with California Public Resources Code Section 5536 and Board Policy 6.03, each
District Board member may receive compensation in an amount not to exceed one hundred dollars
R-15-15 Page 2
($100) per day for each attendance at a Board meeting and no Board member may receive more than
five hundred dollars ($500) compensation in any one calendar month. Accordingly, with seven
Board members, the maximum the entire Board could receive pursuant to state law is $42,000 per
year. The District’s current budget for Board meeting compensation is $26,000 for fiscal year 2015-
16. If it is determined that additional funds are required, a budget adjustment will be requested
during the FY2015-16 midyear budget review.
The proposed committee assignments for 2015 are as follows:
Action Plan and Budget:
• Pete Siemens
• Curt Riffle
• Yoriko Kishimoto
Planning and Natural Resources:
• Jed Cyr
• Larry Hassett
• Curt Riffle
Legislative, Funding and Public Affairs:
• Jed Cyr
• Nonette Hanko
• Cecily Harris
Real Property:
• Jed Cyr
• Nonette Hanko
• Larry Hassett
Board Appointee Evaluation:
• Cecily Harris
• Pete Siemens
• Yoriko Kishimoto
FISCAL IMPACT
There will be no new or incremental fiscal impact associated with this action. Board
compensation for committee work is included in the annual budget
PUBLIC NOTICE
Public Notice was provided pursuant to the requirements of the Brown Act. No further notice is
required.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act (CEQA)
and no environmental review is required.
R-15-15 Page 3
NEXT STEPS
If approved, staff will prepare a new roster of Board Committee assignments for posting
internally and on the District website.
Responsible Department Manager:
Steve Abbors, General Manager
Prepared by:
Jennifer Woodworth, District Clerk
Contact person:
Pete Siemens, Board President
R-15-16
Meeting 15-03
January 28, 2015
AGENDA ITEM 4
AGENDA ITEM
Appointment of District Representatives to the Governing Board of the Midpeninsula Regional
Open Space District Financing Authority for Calendar Year 2015
BOARD PRESIDENT’S RECOMMENDATION
Approve appointment of Directors Pete Siemens, Curt Riffle, Jed Cyr, and Larry Hassett to serve
on the Governing Board of the Midpeninsula Regional Open Space District Financing Authority
(“Authority”) for Calendar Year 2015.
DISCUSSION
The Governing Board of the Authority consists of five members. In accordance with the Joint
Powers Agreement and its bylaws, the District’s Board President shall automatically be the
Chairperson of the Authority. Three of the other four members are appointed by the Board
President, to be selected from among the District’s Board of Directors. The fifth member is the
member of the Santa Clara County Board of Supervisors whose district encompasses the greatest
territory of the Midpeninsula Regional Open Space District, and who is appointed to the Boardof
the Financing Authority by the Chairman of the Board of Supervisors. Supervisor Joseph
Simitian was appointed to the Authority Board by the Santa Clara County Board of Supervisors
on January 14, 2014, and will remain as the fifth member through the remainder of his term
which expires at the end of 2016.
BOARD COMMITTEE REVIEW
Board Committee Review of this item is not required.
FISCAL IMPACT
There are no unbudgeted fiscal impacts associated with the recommended action.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
CEQA COMPLIANCE
No compliance is required as this action is not a project under the California Environmental
Quality Act (CEQA).
R-15-16 Page 2
NEXT STEPS
Once the Board has approved the appointments, the District staff will prepare a new roster of
Financing Authority Board Members for internal posting.
Responsible Department Manager:
Steve Abbors, General Manager
Prepared by:
Jennifer Woodworth, District Clerk
Contact person:
Pete Siemens, Board President
R-15-17
Meeting 15-03
January 28, 2015
AGENDA ITEM 5
AGENDA ITEM
Renewal of Investment Authority and Adoption of Annual Statement of Investment Policy
GENERAL MANAGER’S RECOMMENDATION
Adopt a resolution to renew the District Controller’s investment authority until January 7, 2016
and approve the District’s Revised Statement of Investment Policy.
SUMMARY
Approval of the attached resolution will renew the District Controller’s authority to invest
District funds in accordance with the District’s Investment Policy.
DISCUSSION
The District Controller’s authority to invest temporarily idle funds expires on January 8, 2015,
according to the provisions of Resolution 14-01 (R-14-03). The attached Resolution renews the
Controller’s authority to invest District funds in accordance with the District’s Investment
Policy.
When short-term interest rates rise, as they did in 2006 and 2007, the District is able to earn an
enhanced return on temporarily idle funds by investing directly as permitted by the California
Government Code. The attached policy permits the Controller to invest surplus District funds
directly in such specific investments.
The only recommended change to the Statement of Investment Policy is to update Guideline
number two (2) in accordance with the new Fund Balance Policy, adopted by the Board on
November 25, 2014. At that Board meeting, the minimum balance of the general fund was
established at $10 million. Accordingly, the Controller and General Manager recommend
changing the Statement of Investment Policy to require that a contingency reserve of at least $10
million be maintained, at all times, with the Santa Clara County Pooled Investment Fund.
BOARD COMMITTEE REVIEW
This item was not reviewed by any Committee.
FISCAL IMPACT
R-15-17 Page 2
Approval of this policy will not result in an increase to the Budget. However, implementation of
this policy is crucial for the fiscal health of the District.
PUBLIC NOTICE
Public notice was provided pursuant to the Brown Act. No additional notice is required.
CEQA COMPLIANCE
The recommended action is not a project for purposes of the California Environmental Quality
Act.
NEXT STEPS
None
Attachments
1. Resolution Adopting a Statement of Investment Policy and Authorizing the Controller to
Invest Surplus Funds Allowed by the California Government Code
2. Statement of Investment Policy
Prepared by:
Mike Foster, Controller
Attachment 1
Resolutions/2015/15-_Renew Investment Authority 1
RESOLUTION NO. 15-__
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ADOPTING A
STATEMENT OF INVESTMENT POLICY AND AUTHORIZING THE
CONTROLLER TO INVEST SURPLUS FUNDS ALLOWED BY THE
CALIFORNIA GOVERNMENT CODE
WHEREAS, the District needs to maximize the yield on surplus temporarily idle funds in
order to help meet Capital Program objectives, including land acquisition; and
WHEREAS, Chapter 4, Division 2 of Title 5 of the Government Code authorizes the
District to deposit and invest surplus funds in investments which, at times, yield interest rates
higher than achievable through the Santa Clara County Pooled Fund, or the California Pooled
Investment Authority; and
WHEREAS, the District can often improve its yield on surplus funds without sacrificing
financial safety and flexibility.
NOW, THEREFORE, BE IT RESOLVED AS FOLLOWS:
SECTION ONE. The Board of Directors of the Midpeninsula Regional Open Space
District does hereby authorize the Controller to invest surplus or temporarily idle funds
according to the Investment Policy attached hereto as Exhibit “A” and by reference made a part
hereof.
SECTION TWO. This authorization is retroactive to January 8, 2015.
SECTION THREE. Before any particular investments, the Controller shall consult with
the General Manager, or a District employee authorized to act in his behalf, to determine
anticipated cash flow needs of the District.
SECTION FOUR. This resolution supersedes the prior Resolution No. 14-01 adopted
January 22, 2014. This resolution shall no longer be in effect as of January 7, 2016, unless
extended, and inactive funds shall then be deposited in the Santa Clara County Pooled
Investment Fund, with the California Pooled Investment Authority, or invested through the
District’s commercial bank.
* * * * * * * * * *
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on _____, 2015, at a regular meeting thereof, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Attachment 1
Resolutions/2015/15-_Renew Investment Authority 2
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk
Attachment 2
STATEMENT OF INVESTMENT POLICY
GOALS
Goal 1. Capital Preservation
The primary goal shall be to safeguard the principal of invested funds. The secondary objective
shall be to meet the liquidity needs of the District. The third objective shall be to achieve a
return on funds consistent with this Policy. Temporarily idle funds shall be invested in a
conservative manner, such that funds can always be withdrawn at, or just above or below, full
invested value. Investments that offer opportunities for significant capital gains and losses are
excluded.
Goal 2. Liquidity
Temporarily idle funds shall be managed so that normal operating cash needs and scheduled
extraordinary cash needs can be met on a same day basis. Investments shall be sufficiently
liquid to provide a steady and reliable flow of cash to the District to insure that all land purchases
can be made promptly (within two weeks).
Goal 3. Income
Temporarily idle funds shall earn the highest rate of return that is consistent with capital
preservation and liquidity goals and the California Government Code.
GUIDELINES
1. Determination of Idle Funds
The Controller shall prepare a cash flow projection prior to all investment decisions involving
securities with a term to maturity exceeding 180 days. This cash flow projection shall be
reviewed and evaluated by the General Manager. The General Manager is responsible for
approving the Controller’s designation of the amount of funds available for investment for longer
than 180 days.
2. Contingency Reserve
A contingency reserve of at least $10,000,000 shall be maintained, at all times, with the Santa
Clara County Pooled Investment Fund.
3. Non-Invested Funds
Idle District funds not otherwise invested as permitted by this Policy, or maintained with trustee
paying agents and pledged to the payment of District indebtedness, shall be deposited with the
Santa Clara County Pooled Investment Fund, the San Mateo County Treasurer’s Pooled
Investment Fund or the State of California’s Local Agency Investment Fund.
4. Selection of Investments
The Controller is responsible for selecting investments that fit within the amounts and maturities
recommended by the Controller and by the General Manager. The Controller is also responsible
for directing security transactions.
5. Investments Instruments and Deposit of Funds
Investments and deposits of funds shall be limited to those allowed by and subject to the
procedures of Government Code Section 53600 et seq. and 53635 et seq. In the event of any
Attachment 2
conflict between the terms of this Policy, and the Government Code, the provisions of the
Government Code shall prevail. Investments shall not be leveraged. Investments, and
“derivatives,” that offer opportunities for significant capital gains and losses are excluded. All
investments, other than investment of bond proceeds and funds held by trustees and pledged to
the repayment of bonds or other District indebtedness, shall mature within 180 days, except for
[1] U.S. Treasury and U.S. Government Agency bills and notes and [2] Corporate notes carrying
a minimum rating of AA from a nationally recognized rating service, which shall mature within
two years. Funds held by such trustees and other bond proceeds may be invested in accordance
with the indenture or agreement providing for the issuance of such debt.
6. Diversification
Investments s shall meet the diversification test of Government Code Section 53601.7(c), stating
that no more than 5% of the total investment portfolio may be invested in the securities of any
one issuer, except for the obligations of the U.S. Treasury or U.S. Government Agencies.
Investments maturing in 181 days or longer shall represent no more than 20% of the total market
value of the investment portfolio.
7. Marketability
For investments other than deposits and investment of funds held by trustees as set out in Section
5, the breadth of ownership and number of securities outstanding shall be sufficient to establish a
secondary market in which investments can be readily converted to cash without causing a
material change in their market value.
8. Acceptable Banks
Bankers' Acceptances and Negotiable Certificates of Deposit may be purchased only from the
District’s commercial bank or banks and savings and loan associations with over $1,000,000,000
of deposits and reporting profitable operations and which meet all applicable criteria of the
Government Code. Certificates of Deposit may be purchased from other banks within Santa
Clara and San Mateo Counties which meet all applicable criteria of the Government Code if the
principal is fully insured by the Federal Deposit Insurance Corporation.
9. Acceptable Collateral
Securities collateralizing bank or savings and loan deposits must be rated “A” or higher.
10. Investments in Name of District
All investments purchased shall stand in the name of the District.
11. Reporting
The Controller shall report all security transactions to the board no later than the next Regular
Meeting of the Board of Directors after any transaction has been made. The Controller shall
submit a report of the District’s investments and security transactions to the Board of Directors
by the fourth Wednesday of each month in accordance with Government Code Section 53607.
The Controller will render a quarterly investment report to the Board of Directors as required by
Government Code Section 53646. Such reports shall also be submitted to the General Manager
and to the District’s auditor.
12. Purchase of Securities
The Controller is authorized to purchase securities through the investment department of the
District’s commercial bank and as otherwise permitted by the Government Code. The bank or
Attachment 2
other investment institution from which authorized securities are purchased shall be instructed in
writing only to purchase securities in the name of the District and that all matured funds shall be
returned to the District’s commercial bank account. The bank shall also be instructed to send
receipts for transactions to the General Manager.
R-15-21
Meeting 15-03
January 28, 2015
AGENDA ITEM 6
AGENDA ITEM
2014 Ombudsperson Annual Report and Extension of the Ombudsperson’s Appointment through
December 31, 2015
GENERAL MANAGER’S RECOMMENDATIONS
1. Receive an annual report from Rosemary Field, the District’s Ombudsperson.
2. Approve an extension to the appointment of Rosemary Field as the District’s ombudsperson
through December 31, 2015.
SUMMARY
Local Agency Formation Commission’s (LAFCo) conditions of the District’s expansion to the
San Mateo Coast in 2004 included appointment of a District ombudsperson to listen to resident
concerns; opens avenues of communication between residents and neighbors and the District;
gather information and educates residents on District policies or procedures and their purpose or
effect; facilitate conflict resolution; find other resources to meet resident needs, if applicable; and
provide a written summary of citizen concerns as requested by the Board of Directors. The
Board of Directors appointed Rosemary Field as its volunteer Ombudsperson in October 2013.
Ms. Field provided excellent service and response during the year and she would like to continue
in this role for another year. Each year, the Ombudsperson provides an annual report for the
Board of Directors. The attached report is for the time period of November 2013 through
December 2014.
DISCUSSION
At the October 9, 2013 Board Meeting, the Board appointed Rosemary Field as the District’s
volunteer Ombudsperson. When the Ombudsperson program was adopted, the Board established
a one-year term of appointment and in the past has extended that appointment on a yearly basis.
Ms. Field has continued to provide very responsive and effective service to the District and
would like to continue in this role for 2015. Consequently, staff recommends a renewal of Ms.
Field’s appointment until December 31, 2015.
The ombudsperson workload has been fairly light with all requests in 2014 received through the
District Ombudsperson email. Most of those requests were inquiries that were quickly answered
by appropriate District staff as outlined in Ms. Field’s annual report, which is attached.
R-15-21 Page 2
BOARD COMMITTEE REVIEW
This item was not reviewed by any Committee.
FISCAL IMPACT
This is a volunteer agreement and will not result in any impact to the budget.
PUBLIC NOTICE
Public Notice was provided by the Brown Act. No further notice is required.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
If the Board approves the General Manager’s recommendations, Rosemary Field will serve as
the District Ombudsperson through December 31, 2015.
Attachments
1. Ombudsperson 2014 Annual Report
Prepared by:
Shelly Lewis, Public Affairs Manager
Attachment 1
To: Midpeninsula Regional Park District Board of Directors
CC: Steve Abbors, Shelly Lewis
From: Rosemary Field, Ombudsperson
Date: December 31, 2014
Re: 2014 Annual Report
I was appointed by the Board in October 2013 as the Midpeninsula Regional Open Space District
Ombudsperson to serve a one-year term. This report reflects the time period of November 2013-
December 2014. I received 15 email requests and 5 of those warranted minimal ombudsperson
assistance. All of the requests were received through the email link on the District’s website. Of the 15
emails, most were of a general information nature.
I did not notice any particular theme but did become aware of some confusion on the part of the public in
what questions to ask an ombudsperson and when to involve the ombudsperson. Edits were made to the
website to give the public better direction.
I am willing to serve as volunteer ombudsperson for another year. If the Board approves an extension of
our agreement, I suggest a meeting with the Legislative, Funding and Public Affairs subcommittee to
ensure that the position of ombudsperson continues to meet the needs of users and staff.
Summary of Inquires received from November 2013 through December 2014
Name Concern Action Status
Kary Cochrane Diseased Monterey Pine at
Fremont Older next to her
property. Asking District to
remove. This happened in
2007 and she removed the
trees and was reimbursed by
District but then had to pay
taxes on the reimbursement.
She’d like to avoid this by
having District remove tree.
Coordinated with
Michael Newburn
and Allen Ishibashi
who left numerous
messages to reach
inquirer. Property
sold to new owner
who met with staff
and was not
concerned about tree.
Resolved
Sally Rayn Lives in District residence,
wanted approval for her
guests to use path that is
closed to public to walk
from parking lot to her
home to attend an event;
Superintendent Brian
Malone did not grant special
permission for this private
event; tenant disagreed and
wanted approval in the
future.
Referred to
Operations Manager
who agreed with Mr.
Malone’s decision.
Resolved
Eric Oliver Received telephone call
from Strategy Research
Institute (SRI) doing exit
poll on June Measure AA
election. Was disturbed that
Referred to Public Affairs;
President of SRI called Mr.
Oliver and explained that
research entities are not
under same guidelines as
Resolved
Attachment 1
he received a call when he is
on a Do Not Call List.
sales organizations. SRI did
put Mr. Oliver on their own
do not call list and will not
call him in the future for
any polling they do for any
organization.
Kerry Mitchell
Used to walk her dog on
San Antonio County Park to
get to Cristo Rey Drive;
recently was confronted by
a District ranger; believes
that MROSD has changed
rules to include no dogs
allowed; hardship for
residents who use that path
to get to the road.
Referred to Operations
Manager who advised that
MROSD did not change
rule and that dogs were
never permitted and it
would require a board-
approved policy to change
rule;
Status: Ms. Mitchell
stated she did not
want to change rules
but was still not
happy. She was also
concerned about
equestrians who ride
the streets and horses
leaving behind waste.
No further dialogue
occurred.
Oscar Braun Mr. Braun was asked
by MROSD tenant
Dan Paul to talk to
MROSD staff about
possible eviction due
to late rent payments.
Mr. Braun had discussions
on behalf of tenant with
General Manager and then
asked to speak to
Ombudsperson.
Ombudsperson talked on
phone with Mr. Braun. The
Ombudsperson met with
General Manager to share
Mr. Braun’s concern.
General Manager is taking
further action with no
additional assistance
required from
Ombudsperson
Pending
Resolution
Additional emails not requiring ombudsperson assistance but forwarded to appropriate staff for follow-up:
6) Saw General Manager’s presentation at Midcoast Community Council and wanted to send him an
email; asking for email address; Public Affairs send email address
7) Looking for opportunities for Daisy Troop to do volunteer work; connected with Public Affairs
Staff;
8, 9, 10) Three comments disagreeing with San Carlos Land Swap; responded not District Property;
11) Request to be added to mail list for information about La Honda; Public Affairs added to list;
12) Request for information on how to receive presentations from District for service club; Public
Affairs replies;
13) Botanist wanted to do survey work near La Honda and wanted name of District botanist; referred
to AGM;
14) Person interested in volunteer positions; referred to Public Affairs
Respectfully submitted,
Rosemary Field
Ombudsperson
Midpeninsula Regional Open Space District
R-15-09
Meeting 15-02
January 28, 2015
AGENDA ITEM 7
AGENDA ITEM
Contract Award for the Mount Umunhum Radar Tower Interim Repair Project located at Sierra
Azul Open Space Preserve
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to enter into a contract with Ashron Construction and
Restoration, Inc. (Ashron), of Milpitas, CA, for a contract amount of $222,980. In addition,
authorize a 10% contingency of $22,298 to cover any unforeseen conditions, for a not-to-exceed
contract total of $245,278, to complete the Mount Umunhum Radar Tower Interim Repair
Project located at Sierra Azul Open Space Preserve.
SUMMARY
The purpose of the Mount Umunhum Radar Tower Interim Repair Project (Project) is to
complete structural and safety repairs and improvements to facilitate public access around the
exterior base of the structure. The Project consists of code-required repairs to bring the structure
up to “collapse prevention” as well as the implementation of code and safety requirements to
close and seal off all access to the interior of the structure. The structure shall not be accessible
to anyone at any time, except in the event of an emergency response requirement to access the
structure. Funds to cover this repair contract through March 31, 2015 are available as part of the
Fiscal Year (FY) 2014-15 Budget. Additional funds to complete the work will be included as
part of the FY2015-16 Budget.
DISCUSSION
Background
In 1986, the Midpeninsula Regional Open Space District (District) acquired the former Almaden
Air Force Station located at the summit of Mount Umunhum as an addition to Sierra Azul Open
Space Preserve (R-86-20). The Mount Umunhum Environmental Restoration and Public Access
Project (Public Access Project), which was approved by the Board in 2012, included an
evaluation for the long-term use and management of the Radar Tower (R-12-59, R-12-91).
Following a robust public outreach process, the Board approved implementation of Interim
Action A: Near-term repairs and securing of the structure while considering external partnerships
(R-12-104). In May 2013, the Board awarded a contract to Grossmann Design Group to prepare
the contract documents for the Project (R-13-52). The Project was originally bid in summer
2014, and the bids received were substantially higher than the engineer’s estimate; as a result, the
Board approved the rejection of all bids on September 24, 2014 (R-14-115). The Project was re-
bid in fall 2015 and staff returned to the Board on December 17, 2014 for approval of a “not-to
exceed” contract award for completion of the interim repairs (R-14-159). Since the re-bid
R-15-09 Page 2
amount still substantially exceeded the Project budget, the Board tabled the approval of award of
contract, and requested that staff evaluate the potential to reduce scope and cost by completely
sealing off the structure and allowing no access, and return to the Board in January, 2015 with
the revised scope and cost.
Evaluation of Scope and Cost Reduction Opportunities
Staff evaluated opportunities for modifying the Project scope while still meeting the project
goals to implement the interim structural and safety repairs required for safe public access
around the exterior of the structure. The structural repairs required to satisfy the “collapse
prevention” upgrades include:
• Spall repair at exposed rebar – 1st floor, east elevation; 2nd floor door sill west elevation
• Crack Epoxy Injection – 1st floor, east elevation
• Cementitious Crack Injection – 1st floor, east elevation
• Door/Window Infill with Concrete – 1st floor, east elevation
• Rebar Replacement – 1st floor, east elevation
The original Project scope never anticipated public access, but would have allowed for
maintenance personnel and escorted visitor access once the safety and structural upgrades were
completed. In response to the Board’s request to evaluate scope reductions, staff contacted the
County of Santa Clara Building Inspection Office (County) to ascertain whether the structure
could be completely sealed off with no access. The County confirmed that if a building is
completely sealed off with no access allowed, the code requirements for interior and roof access
could be eliminated. For the interim repair project, this would allow the elimination of the
following scope:
• Interior stair railing upgrades to meet maintenance access requirement
• Replacement of Ships ladder to meet code requirement for roof access for maintenance
• Replacement of roof access hatch to meet code requirement for roof access for
maintenance
• Installation of new roof guardrail to meet code requirement for roof access for
maintenance
• Sealing of interior shaft openings
• Sealing of interior floor openings
Absolutely no access can be allowed in the sealed and closed radar building. Access to the
structure may only occur in the case of an emergency, should someone break into the structure or
should there be a suspicion that a missing person might have entered the structure. In the event
of an emergency response, the interior will be completely obscure (e.g. no lighting), and the
number of openings in the floor could pose a substantial hazard to emergency responders.
Therefore, the General Manager recommends that the sealing of interior floor openings be
included in the Project scope.
An additional safety consideration is the deteriorated condition of the existing roof guardrail.
While access to the roof will not be allowed once this Project is complete, there still is the
potential that emergency responders may have to access the roof, and may assume that the railing
can be relied upon to prevent falls, which the railing cannot provide. In addition, there is the
potential that visitors to the site (or trespassers after hours) may attempt to use the guardrail as an
anchor for climbing up the sides of the structure. Therefore, the General Manager also
recommends the full removal of the existing deteriorated railing. To preclude the potential
R-15-09 Page 3
that a guardrail be used for climbing the building, the recommendation is that no new guardrail
be installed as a part of the interim repair project. The emergency response protocols for this
structure will warn that there is no guardrail protection on the roof.
District Operations staff confirms that there should be no requirement for maintenance of the
structure over the next five years. The repair Project will seal all openings to mitigate rodent and
water intrusion, and the existing roof drains will be cleaned out to ensure they are operational
over the next five years. Once the structure is sealed up, there is a very low risk of water
intrusion or other potential for deterioration over the five year interim repair period.
The original base bid from Ashron was $469,733. Staff has worked with Ashron to implement
alternates and to incorporate the reduced scope for the Project. The revised construction cost for
the repairs is $222,980, and includes the following scope of work:
• All the required structural repairs as described above
• Sealing of all exterior wall openings with galvanized sheet metal in galvanized metal
frames.
• Sealing all interior floor openings with wood
• Cleaning of roof drains
• Sealing openings on the roof
• Removal of the roof guardrail
The net savings by exercising alternates and eliminating all access (except for emergency access)
is $246,753. In addition, this reduction in scope will result in an approximate $8,000 of
additional savings for the remediation work that is part of a separate contract (R-14-158).
FISCAL IMPACT
The District’s FY2014-15 Action Plan and Budget includes $390,000, for completion of the
Mount Umunhum Radar Tower Interim Repair Project. The total Project budget was set by the
Board (R-12-104) at $414,885. The first round of bidding resulted in a bid of $763,425, which
was $416,450 over the Board-approved total Project budget. As a result of the modifications
made in the revised bid package, where scope was reduced and separate bid packages released
for the remediation and cleanup work, the construction cost was reduced by $245,442. Further
scope modifications to preclude any and all access reduced the the total repair cost to $222,980,
resulting in a total Project cost of $383,348 ($31,447 below the original Project budget) Refer to
Table 1. The FY2014-15 contains sufficient funds to begin the repairs and the next fiscal year
budget will include approximately $115,000 to complete the Project.
Table 1. Cost Comparison
Original
Budget
1st Round of
Bids
2nd Round of
Bids
Revised Scope
No Access
Professional Consultants $114,885 $67,910 $82,910 $82,910
Inspections $15,000
Construction - Total Scope $300,000 $763,425
Interim Repairs $469,733 $222,980
Construction Contingency
on Interim Repairs 22,298
Remediation $40,000 $32,000
R-15-09 Page 4
Cleanup $8,250 $8,250
TOTAL PROJECT COST $414,885 $831,335 $600,893 $383,438
Cost above/below original
budget $416,450 $186,008 -$31,447
BOARD COMMITTEE REVIEW
This item was not previously reviewed by a Committee. As noted above, the full Board approved
the completion of the interim repairs for the radar tower in 2012.
PUBLIC NOTICE
Public notice of this Agenda Item was provided per the Brown Act. Additional notification was
sent to the Mount Umunhum Interested Parties list. No additional notice is required.
CEQA COMPLIANCE
On June 12, 2012 (R-12-59), the Board approved the adoption of a Final Environmental Impact
Report for the Mount Umunhum Environmental Restoration and Public Access Project, which
included an environmental analysis of the radar tower interim repairs.
NEXT STEPS
Upon approval by the Board of Directors, the General Manager will enter into contract with
Ashron Construction and Restoration for $222,980. The General Manager will be able to
approve change orders to the contract, up to 10% of the contract amount ($22,298).
Responsible Department Head:
Jane Mark, AICP, Planning Manager
Prepared by:
Gina Coony, Open Space Planner III
R-15-18
Meeting 15-03
January 28, 2015
AGENDA ITEM 8
AGENDA ITEM
Contract Award for Design and Engineering Services for the Mount Umunhum Summit Project
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to execute a contract with Restoration Design Group (RDG) for
an amount of $325,735 to design and engineer ecological restoration and visitor amenities on the
summit of Mount Umunhum at Sierra Azul Open Space Preserve. In addition, authorize a 15%
contingency of $48,860 to cover unforeseen requirements, for a not-to-exceed total contract
amount of $374,595.
SUMMARY
The Mount Umunhum Summit Restoration and Visitor Amenities Project (Summit Project),
approved in 2012 (R-12-104), will create a world-class visitor destination and restore the
summit’s unique natural habitat. The design phase for the Summit Project will begin this winter,
with restoration and construction of a parking lot, summit court, accessible trails, restrooms, and
interpretive signage tentatively scheduled for summer 2016. The Landscape Architecture firm
Restoration Design Group has created a team of experts with unparalleled knowledge of Mount
Umunhum, superior experience and qualifications, and an inspired project approach that will
ensure the successful design and engineering of this highly anticipated project. The Fiscal Year
(FY) 2014-15 Budget includes sufficient funds for work completed through March 31, 2014.
Additional funds will be budgeted next fiscal year to continue the contract work.
BACKGROUND
In October 2012, the Board approved the Mount Umunhum Environmental Restoration and
Public Access Project (R-12-104). The Project includes cleanup and demolition of the former
Almaden Air Force Station (complete), construction of the Bald Mountain Parking Area
(complete), the Mount Umunhum Trail (50% complete), and ecological restoration and
development of visitor amenities at the summit. In October 2014, Measure AA Project 23-4, the
Summit Project, was approved as part of the initial 5-year Measure AA Implementation Plan,
and added to the proposed FY15-16 Action Plan. Expediting public access to the summit is a
key goal of the initial phase of Measure AA Implementation.
DISCUSSION
The Summit Project will restore natural drainage patterns and native vegetation at the former
Almaden Air Force Station property on the peak of Mount Umunhum, construct visitor
R-15-18 Page 2
amenities, including restrooms, a parking area, accessible trails, picnic tables, and shade
structures (see Attachment A, Conceptual Design), and interpret the site’s natural and cultural
history using signage and other self-guided materials. The Summit Project also includes site
safety and security improvements, including a paved helicopter emergency landing zone,
dedicated 911 call box, water storage tanks, and, potentially, potable water. Total Summit
Project costs are estimated at $3.2M.
The Summit Project conceptual design was developed and approved through a thorough planning
process involving substantial Board, staff, and public input (see Reports 10-152, 12-59).
Restoration Design Group provided exemplary service to the District throughout this process.
Their design approach is based on the same principles of ecological protection and restoration
that are central to the District’s mission. For these reasons, and to expedite this high-priority
public access project, staff previously considered the option of a sole-source contract. However,
to ensure a fair and transparent selection process, a request for qualifications and proposal
(RFQP) was forwarded to two additional landscape architecture firms with successful prior
District project experience, consistent with Board Policy 3.03, Public Contract Bidding, Vendor
and Professional Consultant Selection, and Purchasing Policy. One architecture firm declined
to submit a proposal and two proposals were received and evaluated as follows:
Firm Location Proposal Amount
Restoration Design Group (RDG) Berkeley $325,735
John Northmore Roberts and Associates (JNRA) Berkeley $209,140
In this RFQP selection process, Restoration Design Group was identified as the stronger team
based on their qualifications, demonstrated deep knowledge of the Project, their prior experience
with creating world-class public spaces from disturbed landscapes, their project approach, and
their team structure, which inspire truly exciting and captivating ideas for the future of Mount
Umunhum.
As required by public contracting code, fee proposals are submitted separately, and are
considered only after the initial evaluation of the firm’s qualifications. In response to the fee
difference between the two submittals, staff analyzed the detailed cost estimates and determined
that the greater fee proposed by RDG is reasonable and due to the following factors:
Full-Service Design Team. The RDG proposal includes geotechnical engineering,
engineering geology, soil remediation, and ecological restoration sub-consultants, as well
as potable water system design, for a total of $116,560. This consultant expertise is
required for the Project. RDG contracting and management of the entire design team will
result in significant time and costs savings to the District, thereby expediting the project
management and implementation (as compared to requiring the District to enter into
separate contracts with the required technical experts). Having RDG serve as the prime
consultant responsible for managing all the technical experts will expedite the design
process to meet the aggressive schedule.
Greater Principal Involvement. RDG Principal Bob Birkeland will contribute 70% more
time to the Summit Project as compared to the JNRA Principal, and provide this service at
a much lower rate ($130/ hour versus $225/hour). The approach proposed by RDG also
assigns the Principal to conduct the majority of the design work and project management
tasks. The high-caliber oversight and design contribution of the RDG Principal is
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warranted given the importance of the Summit Project, and given the low billing rate, is at
an excellent value.
Restoration Scope of Work. RDG’s scope focuses on ecological restoration of natural
drainage patterns and native plants, in addition to public access facilities, while JNRA does
not include this expertise and cost in their project approach or fee proposal.
Finally, the total RDG contract amount of $374,595, which includes a standard contingency of
15%, represents only 11% of the total Summit Project cost estimate of $3.2M. By way of
comparison, the recently completed Bald Mountain Parking Area had a total project cost of
$640,345, of which $142,000, or 22%, was spent on design and engineering fees (included
construction administration). Although the current RDG contract does not include the
construction administration phase, as this will be contracted later to allow more accurate scoping,
the relative cost for this design and engineering contract represents an excellent value.
FISCAL IMPACT
Of the $3.2M total cost for the Summit Project, approximately $500,000 will be reimbursed by
the State Coastal Conservancy Mount Umunhum grant. All remaining expenses are eligible to
be funded by Measure AA (Measure AA Project No. 21-4). The FY14-15 budget includes
$75,000 for the Summit Project, and the proposed FY15-16 budget will includes $600,000 to
fund the remainder of the proposed RDG contract.
BOARD COMMITTEE REVIEW
No committee review occurred for the design and engineering contract. See Next Steps, below,
for anticipated committee involvement in the design development process.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
Awarding a design and engineering contract is not considered a Project under the California
Environmental Quality Act. Implementation of the Summit Project was included in the Mount
Umunhum Environmental Restoration and Public Access Project Environmental Impact Report,
certified in October 2012.
NEXT STEPS
The design development process for the Summit Project will include review and input from the
Planning and Natural Resource Committee, as shown in the tentative project timeline provided
below. Future construction and restoration contracts will be brought to the Board at a later date,
once permits are in place and bids secured for this future work.
Mt. Umunhum Summit Restoration and Visitor Amenities
Implementation Timeline
Refined Conceptual Design * Spring 2015
Schematic Design* Summer 2015
Permitting/Construction Documents Fall 2015
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Approve Restoration Grading
Contract**
Winter 2015/16
Approve Visitor Amenities
Construction Contract**
Winter 2015/16
Construction Phase Spring/Summer 2016
Restoration Planting Fall 2016
*Planning and Natural Resource Committee review
**Board Approval
Attachment
1. Summit Project Conceptual Design
Responsible Department Head:
Jane Mark, AICP, Planning Department Manager
Prepared by:
Lisa Bankosh, Planner III
Meredith Manning, Senior Planner
Contact person:
Lisa Bankosh
Attachment 1. Mount Umunhum Summit Project Conceptual Design
R-15-14
Meeting 15-03
January 28, 2015
AGENDA ITEM 9
AGENDA ITEM
Proposed Funding and Acquisition Agreement to Purchase a Conservation Easement for the
Alpine Ranch Property owned by Peninsula Open Space Trust located at 8700 Alpine Road, La
Honda, in unincorporated San Mateo County (Assessor’s Parcel Numbers 083-340-140)
GENERAL MANAGER’S RECOMMENDATIONS
1. Determine that the recommended actions are categorically exempt from the California
Quality Act (CEQA) as set out in the staff report.
2. Adopt a resolution authorizing the execution of the Funding and Acquisition Agreement with
Peninsula Open Space Trust (POST) and accept a conveyance of a conservation easement
over POST’s Alpine Ranch property.
3. Adopt the Preliminary Use and Management Plan recommendations as set out in the staff
report.
4. Withhold dedication of the Alpine Ranch property as public open space.
SUMMARY
The Midpeninsula Regional Open Space District (District) is proposing to enter into a Funding
and Acquisition Agreement with POST to purchase a conservation easement over the 353-acre
Alpine Ranch property for $2,500,000 to protect its redwood forest, watershed, and habitat
values and provide for future public trail and hiker’s hut use, while retaining compatible
residential and agricultural uses on the property. POST will continue to own the property in fee
with the intention of a potential future transfer of the property to the County as an addition to the
Pescadero Creek Park Complex. The following report presents a description of the Alpine
Ranch property, a Preliminary Use and Management Plan, the District’s environmental review,
the purchase terms and conditions, and the financial impact of the proposed transaction. The
proposed conservation easement purchase is identified as part of Measure AA Project # 14 and
15.
MEASURE AA
The 5-year Measure AA Project List was approved by the Board at the October 29, 2014 meeting
which includes project #15 as part of the “Redwood Protection and Salmon Fishery
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Conservation in the Upper Pescadero Creek watershed. This project also meets the criteria of
Project # 14, “Future Regional Trail Connections and Campgrounds”.
DISCUSSION
In 2012, POST purchased the 353-acre Alpine Ranch property for $5,000,000. This property is
located along Alpine Road and adjacent to the 7,026-acre Pescadero Creek Park Complex, which
includes Memorial, Sam McDonald, and Pescadero Creek County Parks, making it a natural
addition to the park complex. The District’s Russian Ridge Open Space Preserve is located
approximately ¾-mile to the northeast, and Portola Redwoods State Park is located
approximately ½-mile to the southeast. The Town of La Honda is located 2 miles to the
southeast and Skyline Boulevard (State Highway 35) is located 4 miles to the east.
The benefits to the District of purchasing a conservation easement include:
1. Redwood protection and salmon fishery conservation in the upper Pescadero Creek
watershed (Measure AA Project # 15);
2. Facilitation of future regional trail connections and campgrounds (Measure AA Project # 14);
and
3. Engagement in a partnership with POST, San Mateo County Parks, and the Sierra Club.
Property Description and Regional Context (see Attachment 1)
The Alpine Ranch property is rectangular in shape and is adjacent to Pescadero Creek County
Park along the western and southern boundaries and Sam McDonald County Park along the
northwestern boundary. A ridgeline running east and west along the northern half of the property
reaches an elevation of approximately 1,300 feet and separates the Pescadero watershed to the
south and the San Gregorio watershed to the north. A ranch road along the ridgeline connects to
the public trail systems on the two County parks to the west and Alpine Road to the east. The
ridgeline provides expansive views of the upper Pescadero watershed, including views of Portola
Redwoods State Park, Butano Ridge, and the Pacific Ocean. Mindego Hill is visible to the north.
The property is a natural and desirable future addition to the Pescadero Creek Park Complex
because it protects watershed resources, wildlife habitat, and scenic views, and provides
opportunities for future trail connections and hikers hut camping.
The property is characterized by steep redwood and Douglas fir forested drainages and ravines of
the upper Pescadero Creek watershed, as well as mixed evergreen forest of Monterey pine and
madrone, coast live oak woodlands. Along the ridgeline, chaparral, grassland openings and
bunch grasses are found. Two seasonal creeks and one perennial creek known as Tarwater Creek
flow through the property and into Pescadero Creek. Below the property, Pescadero Creek
provides spawning habitat for steelhead and Coho Salmon. A seasonal pond is located near the
southern boundary. In addition, the headwaters of a seasonal creek at the northwest corner of the
property drains into Alpine Creek in the San Gregorio watershed.
Common wildlife found on the property include: deer, brush rabbits, coyote, mountain lion, and
bobcat. Special status wildlife species include: California red-legged frog, dusky-footed wood
rat, and pallid bat. Special status plant species include: Anderson’s manzanita, Dudley’s
lousewart, Western leatherwood and white-flowered rein orchid.
R-15-14 Page 3
Improvements and Land Use
The property is improved with an 1860s era residence, located in the lower meadow. The 2,100
square foot residence is in good condition, with three bedrooms and two bathrooms. Covered
porches line the front and east side of the dwelling. The residence is accessible by a 0.8-mile dirt
and gravel ranch road from Alpine Road. A large 3,375 square foot wood barn is located in the
meadow just west of the house. The barn is over 50 years old and in average to good condition.
The barn area includes livestock fencing. The residence and barn both appear to be of redwood
construction. The residence, barn and several small sheds are identified in a 4 acre building
envelope within the proposed conservation easement. A well drilled in 1997 serves the
residence, barn and a separate cabin located at a higher elevation on the northern ridge.
Grassland areas were grazed briefly with 20 head of cattle for a year in 2006/2007. Otherwise,
the property has not had ongoing agricultural use over the last 30 years.
Along the grassy ridgeline, there is a 1,100 square foot cabin with a loft built in 1977 and
remodeled in 2011. The ridgeline ranch road accessing the cabin also connects to the existing
public trail system on the County Park. POST plans on improving and converting the cabin to a
hiker’s hut, which would be used in conjunction with the nearby hiker’s hut managed by the
Sierra Club on the adjacent Sam McDonald County Park. The cabin is identified in a 0.3 acre
building envelope and the ridgeline road is identified as a 100 foot wide trail corridor in the
proposed conservation easement. The Sierra Club has agreed to manage the new hiker’s hut once
permits, renovations, and future trail improvements are made by POST.
Conservation Easement (See Attachment 2)
The conservation easement will protect in perpetuity the property’s conservation values,
including significant scenic, habitat, natural, agricultural, cultural resource, and recreational
values. The easement will provide for the following uses on the property:
• A 100-foot Trail Corridor running along the ranch road on the upper and northerly
ridgeline of the property for use as a future public trail, a hikers hut access, and future
connections to the public trail system at the Pescadero Creek Park Complex.
• A 3-acre Staging/Parking Area envelope along the access road near Alpine Road.
• A 0.3-acre hiker’s hut area along the ridgeline road, limiting the structure to 2,500 square
feet with a 20-foot height limit.
• A 4-acre Residential and Agricultural Building Area in the location of the residence,
barn, and accessory structures. The main residence is limited to 3,500 square feet.
• Agricultural uses in the 4-acre Residential and Agricultural Building Area, which
provides for 35,000 square feet of agricultural improvements, including new farm labor
housing not-to-exceed 2,500 square feet.
• Conservation grazing on the grassland areas outside of the 4-acre envelope.
District review and approval of these uses is provided for in the conservation easement.
However, POST reserves the right to improve the hiker’s hut without District approval, subject
to the size and height restrictions identified above. The conservation easement also includes
aquatic protection zones from future public trail and/or agricultural use impacts: 100 feet from
riparian vegetation along Tarwater Creek, 50 feet from vegetation of seasonal creeks, and 50 feet
from the vegetation around the pond.
R-15-14 Page 4
COASTSIDE PROTECTION PROGRAM PROCESS
The Alpine Ranch property is within the boundaries of the District’s Service Plan for the San
Mateo County Coastal Annexation Area (Service Plan). The Service Plan and subsequent
conditions approved by San Mateo Local Agency Formation Commission (LAFCo) both
established a number of policies and procedures for conducting the Coastside Protection Program
(Program). The Program now guides the District’s purchase, as well as the use and management
of open space land within the Coastside Protection Area.
The Coastside Protection Program requires consultation with interested public agencies, officials,
and interested organizations to solicit input into the planning process prior to the Board’s
consideration of a conservation easement purchase. On November 3, 2014, District staff
presented the proposed funding agreement and conservation easement at the San Mateo County
Farm Bureau meeting, and discussion ensued regarding the limited grazing use of the property
over the last 30 years, historical uses, and ranch infrastructure. The Farm Bureau expressed
concern about whether or not agricultural use would be allowed if San Mateo County Parks
becomes the owner of the Alpine Ranch property in the future. District staff assured the Farm
Bureau that agricultural uses are allowed under the conservation easement, including future farm
labor housing, and that the Farm Bureau’s concerns would be shared with County Parks staff.
Staff also pointed out that there had been very little agricultural use of the property over the last
30 years with the exception of a small seasonal grazing operation approximately 10 years ago.
USE AND MANAGEMENT
Planning Considerations
The property is located within unincorporated San Mateo County and is zoned RM (Resource
Management District). It consists of one legal parcel, which includes nine density units per the
San Mateo County Planning Department. The conservation easement reserves two density units
for the residential and agricultural area, and the hiker’s hut area. Access to the property is via
Alpine Road.
The property is designated in the San Mateo County General Plan as “Open Space – Rural.”
Purchase of a conservation easement to protect the identified conservation values is consistent
with the County’s General Plan land use and zoning designations.
The proposed purchase of the Alpine Ranch conservation easement and the accompanying
Preliminary Use and Management Plan are consistent with the policies and procedures contained
in the District’s Coastside Protection Program (Program) and Service Plan.
Preliminary Use and Management Plan
The Preliminary Use and Management Plan for the conservation easement represent a status quo
approach to management. The property subject to the conservation easement will be owned,
operated and managed by POST. The Preliminary Use and Management Plan include the
following elements:
Public Access: POST will consult with the District on future opportunities to develop
public access, trails, trail parking and staging, and a hikers’ hut to
connect to adjacent public trails/facilities in the San Mateo County
Pescadero Creek Park Complex. POST will consult with the District on
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opportunities to provide periodic docent-led tours.
Signs and Site
Security:
Structures and
Improvements:
Natural Resource
Management:
Agricultural
Resources:
Patrol:
Roads and Trails:
Erect and maintain a sign visible from a public road bearing information
indicating that the conservation property is protected by the District and
POST. This also allows the District to install signage recognizing the
use of voter-approved Measure AA funds to protect the property.
Monitor the conservation easement to ensure that maintenance activities
and operation of all structures and improvements are compatible with
the conservation easement.
Monitor the conservation easement to ensure that natural resource
management activities are compatible with the conservation easement.
Monitor the conservation easement to ensure that agricultural practices
are compatible with the conservation easement.
Limit access for patrol and easement monitoring purposes to the
existing entrance on Alpine Road.
Monitor the conservation easement to ensure that the maintenance of
existing roads and access points is compatible with the conservation
easement.
Document Baseline
Conditions:
Perform an initial inspection of the conservation easement to photo
document existing conditions within the easement area at the time the
easement is conveyed to the District.
Easement
Monitoring:
Conduct regular inspection of the conservation easement area to ensure
compliance with provisions of the easement.
Site Safety
Inspection:
A preliminary site safety inspection has been conducted and there are no
known safety hazards within the conservation easement area.
Dedication: Indicate the Board’s intention to withhold the conservation easement for
resource conservation and public open space and park purposes.
California Environmental Quality Act (CEQA) Compliance
Project Description
The project consists of the conveyance of a conservation easement in perpetuity over the 353-
acre subject property to the District to preserve and maintain the property for the conservation
values identified in the Conservation Easement.
CEQA Determination
The District is the lead agency for this project under CEQA. The District concludes that this
project will not have a significant effect on the environment. It is categorically exempt from the
California Environmental Quality Act (CEQA) under Article 19, Sections 15317 and 15061 of
the CEQA Guidelines as follows:
R-15-14 Page 6
Section 15317 Open Space Contracts or Easements - the acceptance of fee or easement
interests in order to maintain the open space character of an area. The District will acquire a
conservation easement interest to maintain the open space character of the property.
Section 15061(b)(3) - The actions recommended in the Preliminary Use and Management
Plan are exempt as there is no possibility the recommended actions will have a significant
effect on the environment.
Terms and Conditions
The proposed transaction is a partnership between the District and POST to protect the 353-acre
Alpine Ranch property in perpetuity. POST purchased the property in December of 2012 for
$5,000,000. The property initially had been listed for sale at $11,950,000 in 2005 and eventually
lowered to $6,500,000 in October 2012. The District and POST jointly commissioned an
independent appraiser to determine the current fair market value. The fee value of the property
was evaluated at $5,500,000. The property subject to a conservation easement was valued at
$2,800,000. The conservation easement was valued at $2,700,000. However, the agreed upon
purchase price of the conservation easement is $2,500,000 or half the value of POST’s original
purchase amount.
POST will own the property in fee with the intention of a potential future transfer of the property
to the County as an addition to the Pescadero Creek Park Complex. In the event POST transfers
the property in the future to the County as an addition to the Pescadero Creek Park Complex, the
District and POST would jointly hold and monitor the conservation easement. The easement
permits the future development of public trails, hiker’s hut, and public parking near Alpine Road,
and use of the residence and compatible agricultural on the property. The development of future
public trails and hiker’s hut uses will be planned in consultation with the District and County
Parks. POST or a future owner will be responsible for the construction and maintenance for
future trail and public use on the property.
BOARD COMMITTEE RECOMMENDATION
The District’s Real Property Committee held a public meeting on the property (within the
Coastside Protection Area) to familiarize themselves with the property and to receive public
input on the proposed easement purchase. The meeting was held on October 14, 2014, after
notice was distributed to property owners of land located adjacent to or surrounding the property,
the Farm Bureau, Coastside public officials, community-interest groups, non-profit land trusts,
conservation-oriented organizations, elected officials, government agencies and government-
sponsored organizations within the Coastside Protection Area. Approximately 15 members of the
public attended the meeting, including neighbors, POST representatives, San Mateo County
Parks Director, and the manager of the Jack Brook Horse Camp located at Sam McDonald
County Park. At the meeting, staff led a property tour and described the conservation easement,
the proposed preliminary use and management plan, future trail and hiker’s hut uses, and the
proposed purchase terms. The Real Property Committee approved recommending the purchase
of the conservation easement to the full Board of Directors.
R-15-14 Page 7
FISCAL IMPACT
Fiscal Year 2014–15 Budget for New Land Purchases:
New Land $8,500,000.00
Land purchased this year ($ 1,480,000.00)
Alpine Ranch Conservation Easement ($ 2,500,000.00)
New Land Purchase Budget Remaining $ 4,520,000.00
The District Controller was consulted on this proposed purchase and has indicated that,
considering cash flow and account balances, funds are available for this property purchase.
PUBLIC NOTICE
Property owners of land located adjacent to or surrounding the subject property, the Coastside
Protection Area mailing list, and attendees of the October 14, 2014 Real Property Committee
meeting have been mailed a copy of the agenda. Accordingly, all notice required by the Brown
Act and the Coastal Protection Program has been provided.
NEXT STEPS
Upon approval by the Board of Directors, the Board President will execute the Funding and
Acquisition Agreement with POST. After the close of escrow, District and POST staff will
prepare a baseline document of the existing condition of the property for conducting annual
easement monitoring of the property.
Attachments:
1. Location Map
2. Property Map
3. Resolution Authorizing Approval of the Funding and Acquisition Agreement with
Peninsula Open Space Trust and Acceptance of the Conservation Easement, and
Authorizing the General Manager to Execute any and all other documents Necessary
or Appropriate to the Closing of the Transaction (Lands of Peninsula Open Space
Trust – Alpine Ranch)
Prepared by:
Michael Williams, Real Property Manager
Elish Ryan, Real Property Planner III
Contact person:
Michael Williams, Real Property Manager
Graphics prepared by:
Jon Montgomery, GIS Intern
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Attachment 3
RESOLUTION NO. 15-__
RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT AUTHORIZING APPROVAL OF THE
FUNDING AND ACQUISITION AGREEMENT WITH PENINSULA OPEN
SPACE TRUST AND ACCEPTANCE OF THE CONSERVATION EASEMENT,
AND AUTHORIZING THE GENERAL MANAGER TO EXECUTE ANY AND
ALL OTHER DOCUMENTS NECESSARY OR APPROPRIATE TO THE
CLOSING OF THE TRANSACTION (LANDS OF PENINSULA OPEN SPACE
TRUST – ALPINE RANCH)
The Board of Directors of Midpeninsula Regional Open Space District does resolve as
follows:
SECTION ONE. The Board of Directors of the Midpeninsula Regional Open Space
District does hereby accept the offer contained in that certain Funding and Acquisition
Agreement with the Peninsula Open Space Trust (POST) and the Midpeninsula Regional Open
Space District (“Agreement”) to purchase a Conservation Easement for the POST Property, in
substantial form as attached hereto and by reference made a part hereof, and authorizes the
President of the Board of Directors or other appropriate officer to execute the Agreement on
behalf of the District.
SECTION TWO. The General Manager, President of the Board of Directors or other
appropriate officer is authorized to execute Certificates of Acceptance for the Grant of
Conservation Easement on behalf of the District.
SECTION THREE. The General Manager or the General Manager’s designee is
authorized to expend up to $5,000.00 to cover the cost of title insurance, escrow fees, and other
miscellaneous costs related to this transaction.
SECTION FOUR. The General Manager or the General Manager’s designee shall cause
to be given appropriate notice of acceptance to POST. The General Manager is further
authorized to execute any and all other documents in escrow necessary or appropriate to the
closing of the transaction.
SECTION FIVE. The General Manager and General Counsel are further authorized to
approve any technical revisions to the attached Agreement, Conservation Easement, and other
documents in escrow which do not involve any material change to any term of the Agreement or
Conservation Easement, which are necessary or appropriate to the closing or implementation of
this transaction.
SECTION SIX. The purpose of this Section is to enable the District to reimburse its
general fund for the cost of certain land acquisitions. The District wishes to finance certain of
these real property acquisitions and expects to use tax-exempt debt, such as bonds, but a tax-
exempt financing is not cost-justified for the District unless the principal amount of the financing
is large enough to justify the related financing costs. Consequently, it is the District’s practice to
buy property with its general funds and, when a tax-exempt financing is cost-justified based on
the aggregate value of acquisitions, to issue tax-exempt obligations to reimburse itself for
previous expenditures of general funds. These general funds are needed for operating and other
working capital needs of the District and are not intended to be used to finance property
acquisitions on a long-term basis.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on _____, 2015, at a Regular Meeting thereof, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk