HomeMy Public PortalAbout20160224 - Agenda Packet - Board of Directors (BOD) - 16-04
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, February 24, 2016
5:00 PM
A G E N D A
5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ROLL CALL
1. Bear Creek Stables Site Plan (R-16-20)
Staff Contact: Gretchen Laustsen, Planner III, Planning Department
General Manager’s Recommendations:
1. Receive an informational presentation and provide feedback on the Bear Creek Stables Site
Plan, including Site Design Alternatives A and B, public programming scenarios, and
public/private cost allocation.
2. Given the high cost of improvements for Alternatives A and B, and high up-front capital
investment for either the District or both the District and a future tenant, the Board of Directors
is asked to consider directing the General Manager to develop the following additional three
alternatives for Board consideration at a subsequent public meeting:
i. Phased Implementation Plan for Site Design Alternatives A that phases in the
improvements based on level of priority and available funding. Phase I improvements
would focus on necessary safety and environmental protection improvements to provide a
safe environment for boarders, their horses and the public, and protect the site’s natural
resources. Remaining improvements would be programmed into future annual District and
tenant work plans pending funding, available capacity, and other priority needs, resulting in
phased budgeting and phased expenditures.
ii. Phased Implementation Plan for Site Design Alternatives B that phases in the improvements
based on level of priority and available funding. Phase I improvements would focus on
necessary safety and environmental protection improvements to provide a safe environment
for boarders, their horses and the public, and protect the site’s natural resources. Remaining
improvements would be programmed into future annual District and tenant work plans
pending funding, available capacity, and other priority needs, resulting in phased budgeting
and phased expenditures.
Meeting 16-04
iii. New Minimal Site Design Alternative C that only identifies the necessary safety and
environmental protection improvements to provide a safe environment for boarders, their
horses, and the public, and protect the site’s natural resources, therefore limiting the total
cost of implementation.
ADJOURNMENT
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ORAL COMMUNICATIONS
The Board President will invite public comment on items not the agenda. Each speaker will ordinarily
be limited to three minutes; however, the Brown Act (Open Meeting Law) does not allow action by the
Board of Directors on items not on the agenda. If you wish to address the Board, please complete a
speaker card and give it to the District Clerk. Individuals are limited to one appearance during this
section.
ADOPTION OF AGENDA
SPECIAL ORDERS OF THE DAY
Staff Introductions
o Matt Chaney, Resources Management Specialist I, Natural Resources Department
o Amanda Mills, Resources Management Specialist I, Natural Resources Department
CONSENT CALENDAR
All items on the Consent Calendar may be approved without discussion by one motion. Board members,
the General Manager, and members of the public may request that an item be removed from the Consent
Calendar during consideration of the Consent Calendar.
1. Approve Board Meeting Minutes:
February 10, 2016
2. Approve Claims Report
3. Appointment of District Auditor for FY2015-16 (R-16-13)
Staff Contact: Mike Foster, Controller
Controller’s Recommendation: Appoint Chavan & Associates as the District’s auditor for FY2015-
16 and authorize the General Manager to execute an engagement letter agreement in the amount of
$16,500.
4. Special Legal Services Contract relating to Real Property Issues (R-16-19)
Staff Contact: Hilary Stevenson, Assistant General Counsel and Allen Ishibashi, Senior Real
Property Agent
General Manager’s Recommendation: Approve Amendment 1 to the contract with Price, Postel &
Parma, LLP, for Special Legal Services relating to Real Property for a revised total not-to-exceed
amount of $150,000.
5. Award of Contract for Research on Sudden Oak Death Preventative Methods and Root
Diseases (R-16-17)
Staff Contact: Cindy Roessler, Senior Resource Management Specialist
General Manager’s Recommendation: Authorize the General Manager to enter into a contract with
Phytosphere Research for a not to exceed amount of $76,500 for monitoring of treatment methods
to suppress the spread of Sudden Oak Death in Open Space Preserves, assisting native plant
nurseries in developing clean propagation practices, and inspecting prior planting sites in Open
Space Preserves.
BOARD BUSINESS
The President will invite public comment on agenda items at the time each item is considered by the
Board of Directors. Each speaker will ordinarily be limited to three minutes. Alternately, you may
comment to the Board by a written communication, which the Board appreciates.
6. Award of Contract for Highway 17 Wildlife Passage Structures and Bay Area Ridge Trail
Crossing: Conceptual Design and Feasibility Study (R-16-18)
Staff Contact: Julie Andersen, Resource Management Specialist III, Natural Resources
General Manager’s Recommendation: Authorize the General Manager to enter into a contract with
TrailPeople located in Benicia, California for a not to exceed amount of $120,000. This is for the
conceptual design and feasibility study for the wildlife and Bay Area Ridge Trail crossings at
Highway 17 in Los Gatos near Bear Creek Redwoods, Sierra Azul, St. Joseph’s Hill, Felton Station
and El Sereno Open Space Preserves.
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
February 16, 2016 Real Property Committee Meeting
B. Staff Reports
C. Director Reports
INFORMATIONAL MEMORANDA
Summary of Plan for Grand Opening of Mt. Umunhum Summit
ADJOURNMENT
SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION
ROLL CALL
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section
54956.8)
Property: 4150 Sears Ranch Road, La Honda, CA, San Mateo County Assessor’s Parcel
Numbers 083-361-080, 083-361-110, and 078-290-050
Agency Negotiator: Michael Williams, Real Property Manager
Negotiating Party: Ara Croce, Representative for Cunha Trust
Under Negotiation: Terms of real property transaction
2. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to 54956.9(b): (one potential case)
ADJOURNMENT
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, Maria Soria, Deputy District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that
the foregoing agenda for the special meeting of the MROSD Board of Directors was posted and available for
review on February 19, 2016, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California,
94022. The agenda and any additional written materials are also available on the District’s web site at
http://www.openspace.org.
Maria Soria
Deputy District Clerk
R-16-20
Meeting 16-04
February 24, 2016
SPECIAL MEETING AGENDA ITEM 1
AGENDA ITEM
Bear Creek Stables Site Plan
GENERAL MANAGER’S RECOMMENDATIONS
1. Receive an informational presentation and provide feedback on the Bear Creek Stables Site
Plan, including Site Design Alternatives A and B, public programming scenarios, and
public/private cost allocation.
2. Given the high cost of improvements for Alternatives A and B, and high up-front capital
investment for either the District or both the District and a future tenant, the Board of
Directors is asked to consider directing the General Manager to develop the following
additional three alternatives for Board consideration at a subsequent public meeting:
i. Phased Implementation Plan for Site Design Alternatives A that phases in the
improvements based on level of priority and available funding. Phase I improvements
would focus on necessary safety and environmental protection improvements to provide a
safe environment for boarders, their horses and the public, and protect the site’s natural
resources. Remaining improvements would be programmed into future annual District
and tenant work plans pending funding, available capacity, and other priority needs,
resulting in phased budgeting and phased expenditures.
ii. Phased Implementation Plan for Site Design Alternatives B that phases in the
improvements based on level of priority and available funding. Phase I improvements
would focus on necessary safety and environmental protection improvements to provide a
safe environment for boarders, their horses and the public, and protect the site’s natural
resources. Remaining improvements would be programmed into future annual District
and tenant work plans pending funding, available capacity, and other priority needs,
resulting in phased budgeting and phased expenditures.
iii. New Minimal Site Design Alternative C that only identifies the necessary safety and
environmental protection improvements to provide a safe environment for boarders, their
horses, and the public, and protect the site’s natural resources, therefore limiting the total
cost of implementation.
SUMMARY
Considerations for the Bear Creek Stables Site Plan are being presented to the Board of Directors
(Board) in a public session for the Board to provide further guidance on the planning process.
R-16-20 Page 2
Specific topics that will be covered include the elements of the two current Site Plan Alternatives
(A & B) and related financial considerations. Based on the financial considerations described in
this report, the Board is asked to consider directing the General Manager to develop phased
implementation plans for each current site plan alternative as well as a minimal site design
alternative as options for reducing the magnitude of the upfront capital costs.
MEASURE AA
The 5-year Measure AA (MAA) Project List amended by the Board at their March 25, 2015
meeting includes the voter-approved Priority Action #21 (Portfolio 21), Bear Creek Redwoods
Public Recreation and Interpretation Projects, which includes the Bear Creek Stables Site Plan
(Project #21-4). The MAA Expenditure Plan allocated $17.478M for all Bear Creek Redwoods
Open Space Preserve projects of which approximately $3M is specifically for improvements at
Bear Creek Stables.
BACKGROUND
Bear Creek Stables was acquired in 2000 as part of a 260-acre property purchase. The
Preliminary Use and Management Plan for the property called for the continued operation of the
stables, which has been operating on a month-to-month lease since 2000. A Stables Site Plan is
required in order to enter into a long-term lease with a tenant operator to ensure that the
District’s resource management and public access goals are met for the property.
As part of the Bear Creek Redwoods Preserve Plan, the Bear Creek Stables Site Plan is being
developed to meet the following goals that have been identified for this facility:
• Emphasize the protection of the site's natural resources;
• Maximize public benefits by broadening public access and use of the facility; and
• Develop a viable plan that is financially feasible for a tenant and the District.
DISCUSSION
Planning and Outreach Process
The Stables site planning process integrates existing conditions data and site analysis, case
studies of other publicly-owned equestrian facilities, extensive input from stakeholders, and
permitting feasibility.
Stakeholder feedback was solicited through three, well-attended public workshops. Input and
ideas on the future of Bear Creek Stables were recorded at the first open house. Preliminary
design concepts that reflected some of this early input were then presented to the public at the
second meeting for feedback. At a third workshop, which included the larger Preserve Plan, the
public had an opportunity to provide input on preliminary site design alternatives for the Stables.
Public comment has also been received at various other Board and Committee meetings in April,
June, and September of 2015.
Staff has consulted with the County of Santa Clara (County) to determine the regulatory
requirements to increase public access and implement improvements at the site. A new use
permit would be required for expanded public access, replacement/repair of structures, and
upgrades to the infrastructure system (e.g. driveway, water system, etc.). The site design
R-16-20 Page 3
alternatives were subsequently revised to address the regulatory requirements related to parking,
access, fire suppression water storage, ADA requirements, and riparian setbacks.
Using the District’s goals for the site as guiding principles, and incorporating the public input
received on the design concepts, the District’s consultants, Populous, developed a range of site
design alternatives with preliminary cost estimates. These site design alternatives were presented
to the Planning and Natural Resources (PNR) committee at a public meeting on April 14, 2015.
A refined set of site design alternatives that incorporate public input and feedback received from
the County were presented to the PNR at a public meeting on September 29, 2015.
Site Design Alternatives
Three site design alternatives where originally developed to accommodate a range of uses,
different levels of public programming, and different intensities of development. During the
environmental review process, a third alternative (previously Alternative C) was identified as
having significantly greater impacts on the environment relative to Alternatives A or B.
Improvements associated with this third alternative would require the greatest quantity of
grading, create the largest amount of new impervious surface, require significantly more water
than Alternatives A or B, and could result in potentially significant aesthetic impacts to
neighboring properties. Due to theses associated environmental impacts, the PNR committee
removed this third alternative from further consideration (R-15-44). The table below provides a
comparison of the improvements associated with the two remaining site design alternatives that
are currently under consideration (Attachment 1: Site Plan Design Alternatives)
TABLE 1
Alternative A Alternative B
Horses 63 horses (boarded) 72 horses (60 boarded + 12 public
program)
Livery stable No Yes- 12 livery runs
Arena Large (boarder) arena rotated in
boarder area
Small (public) arena in public
access area
Large (public) arena next to
hillside, bleacher seating, in boarder
area
Small (boarder) arena in former
dressage area
Public Access
facilities
Visitor kiosk or center
Stabilized or restored stable
Farm animals barn in restored
stable
New 1-2 story structure to replace
old stable
Visitor center in new structure
Administration
facilities
New office and caretaker
residence in existing location
New office in new 1-2 story
structure
New caretaker residence at entrance
Pasture Areas Restoration Restoration
Order of Magnitude
Cost
>$7.25 M (includes water
system) >$8 M (includes water system)
Common improvements: Paved roads and parking, new hay barn, visitor and boarder restrooms,
optional small animal barn.
R-16-20 Page 4
Stables Improvement Standards
The Stables Site Plan will include improvement standards to improve resource management
practices and water quality at the site. Erosion will be reduced by eliminating access to and use
of steep hillsides, installing vegetative filter strips in heavy use areas, renovating paddocks with
roofs to direct water away from the enclosure, and lining each enclosure with base rock and
rubber matting. These improvement standards will be finalized once a site design alternative is
approved for the Stables.
Stables Management Guidelines
Management guidelines (Attachment 1, page 3) will accompany a long-term lease for the stables
to ensure that a safe and healthy environment is provided for horses, equestrians, and the general
public who will be visiting the site. These include:
• Implement a manure management program that establishes guidelines for the
cleaning, storage, and composting of manure.
• Implement health, safety and emergency measures, including storage/access to basic
medical provisions, an emergency land line phone, and development of an emergency
evacuation plan.
Water System Infrastructure Improvements
Water system infrastructure improvements are a necessary component of the overall Site Plan to
provide a long term, sustainable water supply for both potable and fire suppression needs at the
stables. Conceptual level designs for new water infrastructure have been developed, with
estimated costs for construction, maintenance, and operation utilizing various water sources
within the Preserve. Construction cost estimates for each system range from $620,000 to
$1,000,000; ongoing maintenance is an additional cost. Total water system infrastructure costs
would exceed $1M if separate water systems are required to meet potable and fire suppression
water needs for the stables. An evaluation of additional water sources is underway to determine
if less expensive water system options are feasible.
Public Programming
The Stables facility presents an opportunity for enhanced public programming that focuses on
nature appreciation, equestrian and horse husbandry activities, and environmental education. The
following two public programming scenarios have been developed to date for Board
consideration:
Scenario A: Limited Public Programs; No Livery
Associated with Site Design Alternative A and includes:
• Introductory Riding Lessons
• Trail Equestrian Rides
• Small Farm Animals Barn
Public program horses would be brought to the site daily. This limited public programming
option requires fewer facilities and capital improvements.
R-16-20 Page 5
Scenario B: Expanded Public Programs; With Livery
Site Design Alternative B is designed to accommodate all of the following potential public
programs:
• Introductory, Intermediate, and Private Riding Lessons
• Trail Rides
• Small Farm Animals Barn
• Horse Training
• Weekend and Summer Horse Camps
• Therapeutic Riding
• Environmental and/or Equestrian Education Events
Scenario B provides the greatest opportunity for public use of the site, specifically increased
program diversity and youth engagement. In addition, there is an increased potential for on-site
revenue generation to maintain the facility. The expanded public programs scenario would
require a higher cost for capital improvements, a more intensive use of the site and likely
additional associated traffic.
Financial Considerations
Included as one of the goals of the Bear Creek Stables site planning process is to create a plan
that is financially viable for the District and a long-term tenant so that the District can
confidently invest in the site, and a tenant can operate a financially-sound business and assume
responsibility for ongoing site maintenance. As part of the MAA Expenditure Plan,
approximately $3M has been allocated for stables improvements. Due to the existing site
conditions at the stable and the regulatory requirements associated with each current site design
alternative, the cost estimates for these site improvements (including water system infrastructure)
range from $7.25M to $8M, far exceeding the MAA funding allocation. The MAA Expenditure
Plan did not anticipate the scale of structural improvements, regulatory requirements, and water
system improvements to support the Stables and enhance the public programs.
The following preliminary public/private cost allocation scenario was presented at the September
29, 2015 PNR committee meeting based on cost estimates for Site Design Alternatives A and B.
This cost sharing scenario proposes a District contribution of capital investment to implement the
improvements within the proposed public access area while a tenant (likely with partner and
grant funding) would contribute the capital investment for improvements in the boarders area.
Table 2 shows the preliminary public/private cost allocation.
TABLE 2
District Funds Tenant / Partner /
Grant Funds
Total Cost
Alternative A + water
system
>$5.75 M $1.5 M > $7.25 M
Alternative B + water
system
>$6.5 M $1.5 M > $8 M
To understand the financial obligation that could be reasonably required of a tenant, staff worked
with the consultants to develop business models based on the public programming options and
site design alternatives. A public stable facility analysis was also conducted to gather comparable
data about similar local facility expenses and revenue, as well as program utilization. To develop
R-16-20 Page 6
the business models, comparable boarding rates, public program fees, and lease terms were used
to determine the potential revenue that a tenant could contribute to site improvements. The
results of the financial analysis raise concerns about the feasibility of the cost allocation scenario.
Based on projected revenue, any significant tenant cost share (even with the leveraging of
partnership and grant funding) may be prohibitive in finding a viable, long-term tenant.
Table 3 shows the potential revenue, expenses, and profit for a tenant operating at an improved
facility under public programming scenarios A (Limited Public Programs; No Livery) and B
(Expanded Public Programs; With Livery). According to the financial analysis, a tenant is likely
to operate a more financially-profitable business operating under public programming scenario
B, using operator-owned horses housed in a livery stable. However, it may take a tenant several
years to acquire the public program horses and establish the cliental needed to support the profits
reflected in the following table. Additionally, it is reasonable to assume that boarding occupancy
will fluctuate below 100% occupancy.
TABLE 3
Option A Option B
Total Annual Boarding Revenue $480,000 -$573,000 $456,000 -$550,000
Total Annual Public Programming Revenue: $10,000 - $17,000 $250,000 - $275,000
Total Annual Revenue: $490,000 - $590,000 $650,000 - $800,000
Total Annual Expenses $440,000 - $451,000 $525,000 - $600,000
Monthly Profit
100% occupancy Profit/(Loss): $4,000 - $11,500 $8,000 - $16,000
90% occupancy Profit/(Loss): $1,700- $8,500 $6,000 - $15,000
80% occupancy Profit/(Loss): ($2,500) – $3,700 $2,400 - $10,000
Under both public program scenarios, an initial significant capital investment, as presented in the
preliminary cost allocation scenario, would significantly reduce or eliminate any profit, hence
decreasing the likelihood that a long-term tenant could be found.
General Manager Recommendations: Develop Phased Implementation Plans for Site Design
Alternatives A and B and a new Minimal Site Design Alternative C as options to reduce upfront
capital costs.
Given that the magnitude of costs associated with either Site Design Alternative A or B exceed
the MAA funding allocation by a rather large margin, the Board may want to consider directing a
phased implementation of the improvements, done in a manner that is feasible for the District
and a future tenant. With a phased implementation approach, the Board would still be able to
approve Site Design Alternative A or B as the long-term vision for the stables and only authorize
funding for the first phase of site improvements. Future phases could be pursued dependent on
the success of the operation, public use of and interest in the site, as well as (1) the availability of
additional funding, (2) staff and/or tenant capacity to implement, and (3) other pending priorities.
The first phase of work would include priority improvements to ensure site safety and resource
protection and stay, as close as possible, within the MAA funding allocation. Enhancements to
public programming would likewise be phased concurrent with the associated capital
improvements.
R-16-20 Page 7
Another alternative that can be developed for Board consideration is a new Minimal Site Design
Alternative C that limits improvements to only those necessary to provide a safe environment for
the tenant, boarders, their horses, and the public, and improve resource protection. The highest
priority improvements would be included as part of this proposed alternative. Public
programming would remain close to what exists now, with some possible enhancements over
time. This alternative addresses the most critical and basic needs at the site, supports continued
stables operations, continues to provide a basic level of public programming, and significantly
reduces overall capital and long-term maintenance costs for the District and a long-term tenant.
FISCAL IMPACT
Sufficient funds are included in the Fiscal Year (FY) 2015-16 Planning Department budget for
the development of the Preserve Plan, including the Bear Creek Stables Site Plan, and
Environmental Impact Report (EIR). Additional funds will be budgeted in FY2016-17 to
complete the Site Plan and certify the EIR.
BOARD COMMITTEE REVIEW
Six PNR committee meetings have been held to date. Staff presented the process for developing
a long-term plan and lease to the PNR committee on August 27, 2013 and December 2, 2014.
Two additional PNR committee meetings were held to solicit public input on March 16 and
March 18, 2015. On April 14, 2015, the PNR committee reviewed preliminary site design
alternatives. On September 29, 2015, the PNR committee reviewed the revised site design
alternatives and the preliminary cost sharing proposals.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. Additional notice was provided to
interested parties of the Stables Site Plan, as well as adjoining neighbors of Bear Creek
Redwoods Open Space Preserve.
CEQA COMPLIANCE
An EIR is currently in preparation for the Preserve Plan, which includes the Bear Creek Stables
and Alma College Site Plans. In June 2015, the Board accepted the project description of the
proposed Preserve Plan, including a range of potential improvements at the Stables, for the
purposes of completing the environmental review process consistent with the California
Environmental Quality Act (CEQA) (R-15-16). If the Board directs the General Manager to
develop Phased Implementation Plan(s) and/or a Minimal Site Design Alternative, these options
will also be assessed as part of CEQA review.
NEXT STEPS
If directed by the Board, the General Manager will direct staff to identify the highest priority
improvements for the Stables and develop phased implementation plan(s) and/or a minimal site
design alternative and return to the Board in Spring 2016 to present the additional alternative(s)
and related cost estimates.
R-16-20 Page 8
PROJECT SCHEDULE
Presentation of the Phased Improvement Plans and/or Minimal Site Design
Alternatives
April/May 2016
BCR Preserve Plan EIR Hearing and Alma College Presentation May/June 2016
EIR Certification and Preserve Plan (including Stables and Alma College
Site Plans) Approval
July/August 2016
Attachment
1. Site Design Alternatives
Responsible Department Head:
Jane Mark, AICP, Planning Manager, Planning Department
Prepared by:
Gretchen Laustsen, Planner III, Planning Department
Contact person:
Gretchen Laustsen, Planner III, Planning Department
03-36 BEAR CREEK REDWOODS PRESERVE
preserve plan DECEMBER 2015
A
200 ftN
B
r
i
g
g
s
C
r
e
e
k
Bear
Cree
k
Road
BC02
FIGURE 3-8A Bear Creek Stables Alternative A
Public Restrooms
Visitor Parking (25 to 40 spaces)
Visitor Facility (Welcome/Learning Center): shelter under existing tree
Farm Animals Barn (in older stables structure)
Horse/Pedestrian Trailhead
Directional/Informational Signage
Road Upgrades
2.1
2.2
2. Public Access
Office (new building)
Groundskeeper House(new building)
3. Administration
3.1
1.1
1.2
1.3
1.5
1.6
1.7
1.11.9
1.10
1.11
Main Riding Arena
Secondary Arena
Round Pen
(23) Boarding Shelters + Paddocks (15x30ft)
(40) Boarding Shelters + Paddocks (15x40ft)
Hay Barn
Manure Dump
Maintenance & Storage
Restrooms at Arena
Trailer Parking (2 to 4 full trailer parking + 10 to 12 trailer storage spaces)
1. Horse Stables
2.3
2.4
2.5
2.6
2.7 3.2
1.1
1.2
1.3
1.5
1.6
1.7
1.11.9
1.10
1.11
2.1
2.2
2.32.4
2.5
2.6
2.7
3.1
3.2
1.5
1.5
2.2
2.6
trail connection to Preserve trail system
potential bypass trail for boarders to connect to Preserve trail system
B
200 ftN
Bear
Cree
k
Road
BC02
B
r
i
g
g
s
C
r
e
e
k
FIGURE 3-8B Bear Creek Stables Alternative B
Public Restrooms(in new Visitor Facility)
Visitor Parking (25 to 40 spaces)
Visitor Facility (Welcome/Learning Center): new structure
Farm Animals Barn
Horse/Pedestrian Trailhead
Directional/Informational Signage
Road Upgrades
2.1
2.2
2. Public Access
1.1
1.2
1.3
1.5
1.6
1.7
1.11.9
1.10
1.11
Main Riding Arena (OPTIONAL: covered)
Secondary Arena (OPTIONAL: covered)
Round Pen
Livery + (12) Runs
(25) Boarding Shelters + Paddocks (15x30ft)
(35) Boarding Shelters + Paddocks (15x40ft)
Hay Barn
Manure Dump
Composting Station(OPTIONAL: 20-horse system)
Maintenance & Storage
Restrooms at Arena
Trailer Parking (2 to 4 full trailer parking +10 to 12 trailer storage spaces)
1. Horse Stables
2.3
2.4
2.5
2.6
2.7
1.4
1.8
Office (in new Visitor Facility)
Groundskeeper House(new building at entry)
3. Administration
3.1
3.2
1.1
1.2
1.3
1.5
1.6
1.11.9
1.10
1.11 2.1
2.2
2.3
2.5
2.6
2.73.1
3.2
1.4
1.5
1.11.8
2.2
2.6
2.6
03-3703 PRESERVE PLAN
trail connection to Preserve trail system
potential bypass trail for boarders to connect to Preserve trail system
1.7 2.4
Stables Improvement Standards
The following improvement standards would be implemented to improve the resource management and
water quality at the site:
• Remove from use and restore pastures and hillsides to native landscape.
• Eliminate paddocks outside of “boarder area.”
• Maintain vegetative filter strips between and down slope of paddocks. These areas are not to be
used for horse grazing.
• Require a roof for each paddock and ensure that the orientation of the roof directs water away from
the enclosure or areas of bare soil and into the filter strip areas.
• Line each enclosure with base rock and geogrid matting for stabilization.
• Stabilize and/or restore existing stables building.
• Demolish, improve and/or construct structures in accordance with the final approved site design
and structure design guidelines.
These improvement standards will be finalized based on the site design alternative that the Board approves
for the Stables.
Stables Management Guidelines
The following draft management guidelines will accompany a long-term lease for the stables to ensure a
safe and healthy environment is provided for horses as well as a safe environment for equestrians and the
general public visiting the site:
• Strive to maintain a horse capacity as close as possible to, but not exceeding, the 72 maximum
allowed by the Santa Clara County Use Permit.
• Implement a manure management program that requires:
o Paddocks to be cleaned a minimum of once daily,
o Manure must be stored in storage enclosures that will be covered during rain and before off
hauling, and
o Drainage from storage enclosures must flow into vegetated filter strips.
• Develop, jointly between District and tenant, rules and regulations for maintaining a safe
environment for visitors, riders and horses. Post the rules and regulations in prominent locations
throughout the facility.
• Develop, jointly between the District and tenant, rules and regulations for parking and/or storage of
horse trailers and other mobile equipment related to the horse boarding operation.
• Require quarterly visual inspections and reporting of facilities and horses by a qualified animal
husbandry practitioner to ensure safety and health of horses.
• Require tenant to establish emergency plans, including Emergency Animal Evacuation and
Protection Plan, providing an emergency land line phone and basic medical first-aide provisions
for humans and horses.
• Establish operating hours to be during daylight hours until adequate outdoor lighting is provided in
riding arenas. In accordance to District ordinance, trail system will remain closed to users between
dusk and dawn.
• Require tenant to provide a qualified on-site caretaker, subject to background checks and approval
of the District.
• Require tenant to provide monthly reporting of activities, such as horse population, maintenance
activities, incident occurrence, complaints, public access/education activities, etc.
• Require tenant to provide a public access plan, outlining intent and planned methods of engaging
the public in boarding, tours, education, clinics and other methods of public engagement.
Public Access Programs and Improvements
To maximize public benefit of the site, a safe, welcoming and inclusive public access program will be
implemented.
• Designate public access areas as part of the Stables.
• Install a visitor kiosk or center with equestrian program brochures, interpretive information, and District
standard signage.
• Offer public equestrian programs and horse boarding.
• Design and install monument signage at the facility entry.
• Provide public restrooms and visitor parking.
• Designate a trail connection that would tie into the rest of the preserve’s trail system as part of the Bear
Creek Redwoods Open Space Preserve Plan.
Maintenance and Operations Projects
Major maintenance and operations projects include the following:
• Upgrade access roads to improve safety and reduce erosion.
• Improve and maintain roads and trails in accordance with District Road and Trail Inventory.
February 10, 2016
Board Meeting 16-03
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
February 10, 2016
DRAFT MINUTES
SPECIAL MEETING – CLOSED SESSION
CALL TO ORDER
President Kishimoto called the special meeting of the Midpeninsula Regional Open Space
District to order at 5:30 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
and Curt Riffle
Members Absent: Pete Siemens
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
General Counsel Sheryl Schaffner, Real Property Manager Mike
Williams, Senior Real Property Agent Allen Ishibashi
Public comments opened at 5:30 p.m.
No speakers present.
Public comments closed at 5:30 p.m.
The Board of Directors convened into closed session at 5:30 p.m.
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code
Section 54956.8)
Property: Santa Clara County Assessor Parcel Number 558-46-001
Agency Negotiator: Allen Ishibashi, Senior Real Property Agent
Negotiating Party: Lowell and Pamela Freudenberg
Under Negotiation: Terms of real property transaction
Meeting 16-03 Page 2
2. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
Initiation of litigation pursuant to Government Code 54956.9(c): (one potential case)
President Kishimoto adjourned the special meeting at 6:53 p.m.
REGULAR MEETING – BOARD MEETING
President Kishimoto called the regular meeting of the Midpeninsula Regional Open Space
District to order at 7:00 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
and Curt Riffle
Members Absent: Pete Siemens
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
Chief Financial Officer/Administrative Services Director Stefan Jaskulak,
General Counsel Sheryl Schaffner, Planning Manager Jane Mark, Natural
Resources Manager Kirk Lenington, Operations Manager Michael
Newburn, Real Property Manager Mike Williams, Public Affairs Manager
Shelly Lewis, Administrative Services Manager Kate Drayson, Finance
and Budget Analyst Nicole Gonzales, Senior Management Specialist Lisa
Tulee, and District Clerk Jennifer Woodworth
President Kishimoto reported the Board met in closed session, and no reportable action was
taken.
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Hanko seconded the motion to adopt the agenda.
VOTE: 6-0-0 (Director Siemens absent.)
SPECIAL ORDERS OF THE DAY
Informational Presentation regarding the San Francisco Bay Restoration Authority by
Amy Hutzel, Deputy Executive Officer of the State Coastal Conservancy
State Coastal Conservancy Deputy Executive Officer Amy Hutzel described the basis for a
proposed parcel tax, which will be on the ballot for the upcoming June 7, 2016 election. Ms.
Hutzel described the numerous effects local populations have had on the San Francisco Bay,
including building dams, creating landfills, etc. Ms. Hutzel summarized several benefits of
restoring the San Francisco Bay tidal wetlands, including flood protection, wildlife habitat, and
protection against sea level rise. Ms. Hutzel described the creation of the Bay Restoration
Meeting 16-03 Page 3
Authority and its mission to raise and allocate resources for wetlands restoration and wildlife
habitat creation in the area. Ms. Hutzel described the bond measure for the June 7, 2016 election
seeking $500 million towards the restoration of the wetlands and includes funding for four
program areas – restoring vital fish, bird and wildlife habitat; safe, clean water and pollution
prevention; integrated flood protection; and increasing shoreline public access and recreation.
Finally, Ms. Hutzel described the next steps for the ballot measure to be included on the June 7,
2016 ballot, such as stakeholder and citizen engagement.
Director Hanko inquired as to how the funds will be dispersed if the measure passes.
Ms. Hutzel explained that criteria are included in the measure language to assist in prioritizing
projects and allocation of funds for each region.
Director Harris inquired regarding they types of public access that will be available.
Ms. Hutzel stated that access will most likely include water access, but will require that all
access projects protect wildlife habitats.
Director Harris inquired if the Bay restoration projects will limit the available land for much-
needed housing projects.
Ms. Hutzel explained that the Restoration Authority focuses on restoring lands already owned
by public agencies. Additionally, the restoration efforts will help protect future housing projects
against sea level rise.
Director Kishimoto inquired how the projects will be done in conjunction with levy restoration in
the area.
Ms. Hutzel explained that funds will be allocated to levy restoration in order to further the goal
of restoring the associated wetlands. However, significant finds will be spent on levy restoration
based on the often high cost of those projects.
CONSENT CALENDAR
1. Approve Board Meeting Minutes:
January 27, 2016
2. Approve Claims Report
Motion: Director Cyr moved, and Director Hassett seconded the motion to approve the Consent
Calendar, as amended.
Public comment opened at 7:43 p.m.
No speakers present.
Public comment closed at 7:43 p.m.
VOTE: 6-0-0 (Director Siemens absent.)
Meeting 16-03 Page 4
BOARD BUSINESS
3. Fiscal Year 2015-16 Action Plan and Budget Midyear Adjustments (R-16-14)
Item 3 was heard after Item 5.
Administrative Services Manager Kate Drayson presented the staff report describing proposed
adjustments to the FY2015-16 Action Plan. Ms. Drayson summarized the highest priority
projects as determined by the Board of Directors. Ms. Drayson described several deferred and
proposed new operating, land, and capital projects, including projects to implement the Financial
and Operational Sustainability Model and opening the La Honda Creek and Bear Creek
Redwoods Preserves to public access.
Ms. Drayson provided a summary of current projects with proposed budget increases. The
requested increases were dues to various factors, including unanticipated land purchases and
expanded scope of projects.
Finance and Budget Analyst Nicole Gonzales provided an overview of the proposed FY2015-16
midyear budget adjustments, which includes the extension of the fiscal year by three months to
accommodate the change in fiscal years and shifts in labors costs related to Measure AA
projects. Ms. Gonzales also provided a revised estimate of property tax revenues.
Ms. Drayson summarized a proposed policy change to allow eligible land and associated costs
and expenses to include only those costs known at the close of escrow, which will increase staff
efficiencies and is recommended by the District’s auditor.
Public comment opened at 9:00 p.m.
No speakers present.
Public comment closed at 9:00 p.m.
Motion: Director Riffle moved, and Director Harris seconded the motion to:
1. Adopt a resolution approving the proposed FY2015-16 Action Plan and Budget Midyear
adjustments to cover new or unanticipated projects and expenses and the 3-month extension
of the fiscal year.
2. Approve the change in eligible Land and Associated Costs expenses to include only those
known at the close of escrow
VOTE: 6-0-0 (Director Siemens absent.)
4. Proposed New Positions and Position Reclassifications (R-16-15)
Assistant General Manager Ana Ruiz presented the staff report describing 8 new positions and 3
position reclassifications as recommended by Financial and Operational Sustainability Model
(FOSM). Ms. Ruiz explained that as part of the FOSM and the Controller’s financial model, the
cost of projected staff increases were tested against a possible economic downturn and recovery.
Finally, Ms. Ruiz provided a brief description of the various new classifications and
reclassifications.
Meeting 16-03 Page 5
Ms. Ruiz also described a proposed procedural change to allow the General Manager to update
job descriptions for job classifications previously approved by the Board. This will allow for
increased efficiency for the Human Resources staff to develop the job descriptions and begin
recruitment without requiring additional Board approval. Ms. Ruiz also explained an additional
change that will allow for the General Manager to be delegated authority to make small
adjustments to a position’s salary to facilitate recruitment efforts. The adjustment must be within
10% of the Board approved compensation for the position and must be approved by the Board of
Directors before new staff starts their new position.
Public comment opened at 9:23 p.m.
No speakers present.
Public comment closed at 9:23 p.m.
Director Hassett expressed his concern that adjustments to the salary for a single position may
cause inequalities among positions.
Director Harris stated that she is aware of individuals who did not apply for a District job
opening based on the salary.
Motion: Director Riffle moved, and Director Harris seconded the motion to:
1. Approve the addition of eight new positions to proceed with ramping up staff capacity to
increase project delivery and enhance service delivery, as recommended by the Financial and
Operational Sustainability Model (FOSM).
2. Approve the reclassification of three existing positions to continue with the FOSM
reorganization recommendations.
3. Adopt a Resolution approving the updated Classification and Compensation Plan to reflect
the addition of the proposed new job classifications per Recommendations 1 and 2 above and
as further described in the staff report.
4. Delegate to the General Manager the approval of final job descriptions for job classifications
previously approved by the Board of Directors, as well as final salary range adjustments
within a ten percent margin for new classifications.
VOTE: 6-0-0 (Director Siemens absent.)
5. Sudden Oak Death-Ten-Year Update (R-16-06)
Item 5 was heard before Item 3.
Senior Resource Management Specialist Cindy Roessler provided the staff presentation
describing the current status of sudden oak death in the District’s preserves, how the pathogen is
transmitted, and District treatment efforts over the past ten years to control sudden oak death.
Ms. Roessler summarized the effectiveness of the treatments and the effect of the ongoing
drought on the spread of sudden oak death. Ms. Roessler reported that several native plant
nurseries have been contaminated with invasive species, so previously planted sites are being
tested. Finally, Ms. Roessler summarized the proposed next steps, including continued treatment
of specimen oaks, protection of uncontaminated oak stands, and potential remediation of
contaminated sites.
Meeting 16-03 Page 6
Director Riffle expressed his concerns regarding the cost of the program and the lack of a cure
for the pathogen. Director Riffle suggested that the program return to the Board each year for
funding, so its effectiveness can be reevaluated each year. Director Riffle expressed his concern
that additional funding may be needed to address numerous invasive and harmful species in the
District’s preserves.
Ms. Roessler explained that many years of efforts will be required to see a response to the efforts
and research undertaken.
Public comment opened at 8:20 p.m.
Patty Ciesla member of the Santa Clara County Fire Safe Council and Stewards of Soquel Forest
spoke regarding the impacts of sudden oak death on creating flammable materials increasing
susceptibility to dangerous wildfires. Ms. Ciesla also spoke regarding the need for fuel breaks
and the availability of grant funds for fuel breaks.
Public comment closed at 8:23 p.m.
Director Hassett spoke in favor of the sudden oak death program and the District’s obligation to
work to control sudden oak death and protect the District’s oak trees as assets.
Motion: Director Hassett moved, and Director Hanko seconded the motion to authorize the
General Manager to pursue additional Sudden Oak Death and related research and management
responses for a total amount of approximately $524,000 in the next ten years, with funding for
future fiscal year expenditures to be considered for approval by the Board during the annual
budget preparation process. Staff is further directed to aggressively seek grant funding to
supplement District funding of the program.
VOTE: 6-0-0 (Director Siemens absent.)
INFORMATIONAL REPORTS
A. Committee Reports
Director Cyr reported on the February 9, 2016 Legislative, Funding and Public Affairs
Committee meeting.
B. Staff Reports
District Clerk Jennifer Woodworth reported on the selection process for the members of the
Bond Oversight Committee. Ms. Woodworth reported that she will begin contacting the top ten
applicants as ranked by the Board of Directors to schedule interviews.
Assistant General Manager Ms. Ruiz reported the opening of Cooley Landing has been
rescheduled to April 16th. The Santa Clara County Historical Heritage Commission will be
meeting on February 18th to discuss the potential listing of Mt. Umunhum Radar Tower on the
historical listing. Staff continues to work on resource loading for the FY2016-17 Action Plan and
Budget.
Meeting 16-03 Page 7
Chief Financial Officer Stefan Jaskulak reported on staff’s work to research increased
functionality of the Integrated Accounting and Financial System and information technology
upgrades to software and cloud based solutions.
General Manager Steve Abbors summarized the District’s ongoing resource loading process
designed to efficiently and accurately predict staff capability to complete projects.
C. Director Reports
The Board members submitted their compensatory reports.
Director Cyr reported that he presented at the Sunnyvale City Council to provide an update on
Measure AA projects.
INFORMATIONAL MEMORANDA
Alma College Site Rehabilitation Plan
La Honda Creek Open Space Preserve Public Access Projects
Director Hassett stated his understanding that extensive public outreach had previously been
completed regarding the La Honda Master Plan, and resident consensus was to complete the
project.
Ms. Ruiz explained that the outreach is more related to informing residents of the projects
coming forward rather than seeking additional input on the Master Plan.
Mike Bushue a member of the public spoke in favor of opening the La Honda area as soon as
possible.
Board Retreat Debrief
Director Harris expressed her concerns that consensus may not have been met for all of the listed
items.
Ms. Woodworth explained that many of the items included in the retreat debrief will be included
in the FY2016-17 Action Plan at which time the Board may vote to make changes, remove items,
or give further direction to staff.
ADJOURNMENT
President Kishimoto adjourned the regular meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 10:18 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk
CLAIMS REPORT
MEETING 16‐04
DATE 02‐24‐2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name
Invoice Description
Check Date Payment
Amount
71504 11539 ‐ BELZ CONSTRUCTION Tenant Improvements at 5755 Alpine Road ‐ RR 02/17/2016 68,875.00
71511 10413 ‐ DOWNTOWN FORD Purchase 2016 Ford Explorer 02/17/2016 34,293.20
71507 10540 ‐ CRAFTSMEN PRINTING Printing: Strategic Plan, FO, RSA, LT, PR, TW, SR, WH, Nature Center 02/17/2016 20,399.21
71525 10578 ‐ OLD REPUBLIC TITLE CO Deposit for Freudenberg purchase ‐ SA (Cathedral Oaks) 02/17/2016 10,000.00
71505 10723 ‐ CALLANDER ASSOCIATES Bay Trail link concept study plan ‐ RW 02/17/2016 7,408.99
71498 10124 ‐ ROBERT J. DALOIA Principal/interest payment ‐ Daloia Property ‐ Q1 2016 02/10/2016 6,192.77
71522 11366 ‐ MADE BY TESS EMBROIDERY Logo embroidery on vests, totes, hats ‐ District gear and web store 02/17/2016 5,870.87
71492 * 10216 ‐ VALLEY OIL COMPANY Fuel for District vehicles 02/10/2016 5,741.23
71475 10530 ‐ MAYNE TREE EXPERT COMPANY INC Sudden Oak Death Treatment: ECM, LT, RSA 02/10/2016 5,700.00
71503 10826 ‐ BARTEL ASSOCIATES, LLC GASB 45 OPEB Actuarial Consulting 02/17/2016 5,523.50
71518 10222 ‐ HERTZ EQUIPMENT RENTAL INC Excavator Rental for Mt Um Summit ‐ SAU 02/17/2016 5,105.81
71476 10064 ‐ MCB REMODELING Water heater replacement, door & deck repair ‐ FO 02/10/2016 5,083.00
71457 10827 ‐ BAY AREA OPEN SPACE COUNCIL May 19, 2016 Open Space Conference Sponsorship 02/10/2016 4,500.00
71456 10183 ‐ BARRON PARK SUPPLY CO INC Fog Collection Project materials 02/10/2016 4,105.31
71500 11396 ‐ AGCO HAY LLC Trailer rental for 900 Sears Ranch road ‐ LHC 02/17/2016 3,720.00
71486 10143 ‐ SUMMIT UNIFORMS Uniforms 02/10/2016 3,478.91
71515 11612 ‐ GOODWIN CONSULTING GROUP, INC. Continuing Disclosure/Dissemination Services for Bonds 02/17/2016 3,458.75
71501 11170 ‐ ALEXANDER ATKINS DESIGN, INC. Mt. Um Logo Design, Infographic Design 02/17/2016 2,698.00
71533 10102 ‐ SHUTE, MIHALY & WEINBERGER LLP Legal services‐CEQA review for Ravenswood Bay Trail 02/17/2016 2,612.80
71478 10076 ‐ OFFICE TEAM Planning Dept Temp Admin Assistant, Receptionist 02/10/2016 2,466.00
71527 10265 ‐ PRIORITY 1 Install equipment P106 02/17/2016 2,330.66
71524 10076 ‐ OFFICE TEAM AO Temporary Receptionist, Planning Admin Assistant 02/17/2016 2,064.73
71494 * 11118 ‐ WEX BANK Fuel for District vehicles 02/10/2016 2,061.18
71531 11054 ‐ SAN MATEO COUNTY HUMAN RESOURCES DEPARTMENT Management Talent Exchange Program 2015 fee 02/17/2016 2,000.00
71454 * 10128 ‐ AMERICAN TOWER CORPORATION Repeater site monthly lease‐Coyote Peak 02/10/2016 1,735.00
71481 * 10180 ‐ PG & E Electricity/gas 01/16 02/10/2016 1,469.86
71451 10140 ‐ PINE CONE LUMBER CO INC Fog Collection Hardware 02/05/2016 1,442.46
71465 11318 ‐ CONFLUENCE RESTORATION Vegetation Maintenance at Bald Mtn Staging Area ‐ SAU 02/10/2016 1,425.00
71467 10540 ‐ CRAFTSMEN PRINTING Printing of Purisima maps 02/10/2016 1,395.26
71495 ** 10203 ‐ WOODSIDE & PORTOLA PRIVATE PATROL Patrol services for Hawthorn property ‐ WH 02/10/2016 1,200.00
71463 * 10445 ‐ COMMUNICATION & CONTROL INC Repeater site monthly lease 02/10/2016 1,172.00
71497 10160 ‐ OFFICE DEPOT CREDIT PLAN Office Supplies 02/10/2016 1,072.16
71539 11388 ‐ WAGNER & BONSIGNORE Water Rights Consulting ‐ District Wide 02/17/2016 1,032.00
71535 10152 ‐ TADCO SUPPLY Janitorial Supplies (RSA&CP) 02/17/2016 913.79
71470 10187 ‐ GARDENLAND POWER EQUIPMENT Generator Repair, Chainsaw Parts 02/10/2016 900.40
71472 11195 ‐ GOODYEAR AUTO SERVICE CENTER Tires for P96 02/10/2016 898.60
71461 11537 ‐ CLIENTFIRST TECHNOLOGY CONSULTING IST Strategic Plan ‐ Network Switch Upgrade 02/10/2016 850.00
71537 10146 ‐ TIRES ON THE GO Replace tires M201 02/17/2016 823.78
71517 11551 ‐ GREEN TEAM OF SAN JOSE Garbage Service: RSA, SAO, ES 02/17/2016 780.62
71487 10107 ‐ SUNNYVALE FORD VEHICAL SERVICE P102 02/10/2016 761.51
71523 11536 ‐ MTECH HVAC Preventive Maintenance ‐ AO 02/17/2016 752.75
71490 10403 ‐ UNITED SITE SERVICES INC Sanitation Service: FO, SA 02/10/2016 745.52
71479 10578 ‐ OLD REPUBLIC TITLE CO Preliminary title work (SJW) for Upper El Sereno OSP 02/10/2016 715.00
71453 10001 ‐ AARON'S SEPTIC TANK SERVICE Sanitation Services (RSA & DHF) 02/10/2016 700.00
71469 10553 ‐ FRANCISCAN GLASS COMPANY INC Broken Window Replacement AO3 02/10/2016 680.00
71530 * 10136 ‐ SAN JOSE WATER COMPANY Water Service (RSACP) 02/17/2016 619.72
71450 10140 ‐ PINE CONE LUMBER CO INC Building Materials for AO Remodel 02/04/2016 619.08
71528 11615 ‐ REDWOOD ESTATES SERVICES ASSOC. LOTS Lot assessments at Rajczi property ‐ BCR 02/17/2016 600.00
71509 10032 ‐ DEL REY BUILDING MAINTENANCE Cleaning services for rental residence ‐ ECM 02/17/2016 525.00
page 1 of 3
CLAIMS REPORT
MEETING 16‐04
DATE 02‐24‐2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name
Invoice Description
Check Date Payment
Amount
71480 10082 ‐ PATSONS MEDIA GROUP Printing of Post‐it note pads 02/10/2016 513.84
71512 11514 ‐ FRANCES FREYBERG PHOTOGRAPHY Photo Shoots & Editing services 02/17/2016 500.00
71468 10169 ‐ FOSTER BROTHERS SECURITY SYSTEMS 8 Locks / 52 Keys 02/10/2016 498.08
71536 11295 ‐ TAYLOR, ANDREW CSMFO Annual Dues, 2016 Conference Registration 02/17/2016 480.00
71532 11614 ‐ Sequoia Union High School District Transportation ‐ Woodside High School to PCR 02/17/2016 428.45
71538 11037 ‐ US HEALTHWORKS MEDICAL GROUP PC Medical Exam ‐ HR 02/17/2016 403.00
71462 10352 ‐ CMK AUTOMOTIVE INC Vehicle service ‐ A68, A93 02/10/2016 395.01
71458 10122 ‐ BECK'S SHOES Uniform boots 02/10/2016 357.72
71506 10352 ‐ CMK AUTOMOTIVE INC Vehicle Service ‐ A91, A95 02/17/2016 343.57
71452 * 10093 ‐ RENE HARDOY 01/16 Gardening services 02/05/2016 325.00
71466 10185 ‐ COSTCO Office and break room supplies ‐ AO 02/10/2016 287.09
71534 10302 ‐ STEVENS CREEK QUARRY INC Concrete Recycling (DHF) 02/17/2016 240.00
71526 10925 ‐ PAPE` MACHINERY Tractor parts & supplies 02/17/2016 203.10
71529 10175 ‐ RV CLOUD COMPANY Plumbing Parts (FFO) 02/17/2016 202.49
71521 11326 ‐ LEXISNEXIS MATTHEW BENDER Subscription‐online service for January 2015 02/17/2016 183.34
71459 * 10454 ‐ CALIFORNIA WATER SERVICE CO‐949 AO WATER 02/10/2016 177.63
71516 11608 ‐ GOVERNMENT JOBS Seasonal Ranger Job Advertisement 02/17/2016 175.00
71455 10294 ‐ AMERIGAS‐SAN JOSE Propane gas for rental residence 02/10/2016 163.63
71513 10168 ‐ G & K SERVICES INC Shop Towel Service (FFO & SFO) 02/17/2016 151.61
71471 10548 ‐ GARTSIDE, ELLEN Reimbursement for Volunteer Supplies, Mileage 02/10/2016 143.30
71474 11315 ‐ KIM, AMANDA Mileage Reimbursement 02/10/2016 139.73
71493 10309 ‐ VERIZON WIRELESS Cell Phone Service 02/10/2016 127.07
71448 10072 ‐ NONETTE HANKO January Director meetings 02/04/2016 100.00
71460 11610 ‐ CITY OF REDWOOD CITY Booth at RWC Lunar New Year Celebration 02/10/2016 100.00
71464 ** 10850 ‐ COMPLETE PEST CONTROL Hawthorn Monthly Pest Control Maintenance ‐ WH 02/10/2016 100.00
71520 11491 ‐ LAU, CARMEN Mileage Reimbursement 02/17/2016 95.95
71473 10899 ‐ JAVELCO EQUIPMENT SERVICE, INC AMPAC TRACK BUGGY REPAIR 02/10/2016 90.00
71519 11613 ‐ LABELMASTER Commercial Driver's Log Books 02/17/2016 83.77
71484 10228 ‐ RHF INC Radar certification 02/10/2016 81.00
71477 10670 ‐ O'REILLY AUTO PARTS Vehicle Maintenance Supplies 02/10/2016 78.56
71488 10162 ‐ TERMINIX PROCESSING CENTER AO PEST CONTROL 02/10/2016 77.00
71482 * 11335 ‐ PITNEY BOWES GLOBAL FINANCIAL SERVICES LLC Postage meter supplies 02/10/2016 71.17
71483 * 10261 ‐ PROTECTION ONE Alarm Services ‐ AO 02/10/2016 70.18
71514 10187 ‐ GARDENLAND POWER EQUIPMENT Chainsaw Parts 02/17/2016 66.92
71510 10873 ‐ DFM ASSOCIATES 2016 Elections Code Update Book 02/17/2016 54.38
71449 10249 ‐ PATERSON, LORO Refund for 3 days Overpayment of Rent 02/04/2016 40.80
71508 11210 ‐ DATA SAFE AO Shredding Services 02/17/2016 40.00
71499 10240 ‐ ACE FIRE EQUIPMENT & SERVICE INC First Aid Equipment Service 02/17/2016 35.00
71496 10165 ‐ UPS Supply Chain Solutions Brokerage charges for international purchase 02/10/2016 25.25
71485 11042 ‐ SANTA CLARA COUNTY‐OFFICE OF THE SHERIFF Live Scan Services for Dec 2015 02/10/2016 20.00
71491 10165 ‐ UPS Shipping charges 02/10/2016 15.44
71502 10183 ‐ BARRON PARK SUPPLY CO INC Plumbing Parts (RSACP) 02/17/2016 8.37
GRAND TOTAL 247,211.88$
*Annual Claims
**Hawthorn Expenses
page 2 of 3
CLAIMS REPORT
MEETING 16‐04
DATE 02‐24‐2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name
Invoice Description
Check Date Payment
Amount
BCR = Bear Creek Redwoods LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek
CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA(U) = Sierra Azul (Mt Um) WH = Windy Hill
ECM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO2, 3, 4 = Administrative Office lease space
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 PIC= Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost
RR/MIN = Russian Ridge ‐ Mindego Hill PR = Pulgas Ridge DHF = Dear Hollow Farm OSP = Open Space Preserve P## or M## = Patrol or Maintenance Vehicle
page 3 of 3
R-16-13
Meeting 16-04
February 24, 2016
AGENDA ITEM 3
AGENDA ITEM
Appointment of District Auditor for FY2015-16
CONTROLLER’S RECOMMENDATION
Appoint Chavan & Associates as the District’s auditor for FY2015-16 and authorize the General
Manager to execute an engagement letter agreement in the amount of $16,500.
DISCUSSION
In 2014, the District entered into a three-year agreement with Chavan & Associates to serve as
the District’s auditor. In the first two years of their contract, Chavan’s services were fully
satisfactory. Staff recommends the District continue to retain Chavan for the FY2015-16 year-
end audit, which will commence in July 2016. Chavan’s audit fee will, by prior agreement, be
$16,500. This is the same fee charged last year.
FISCAL IMPACT
The District’s required financial audit is an ongoing, annual cost. The proposed amount,
$16,500, is included in the Administration Department’s FY2016-17 proposed budget.
PUBLIC NOTICE
Notice was provided pursuant to the Brown Act. No additional notice is necessary.
CEQA COMPLIANCE
This agenda item is not a project under the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
If approved by the Board, staff will contact Chavan & Associates to request an engagement letter
and will set up a purchase order to retain their audit services.
Prepared by:
Michael Foster, Controller
R-16-19
Meeting 16-04
February 24, 2016
AGENDA ITEM 4
AGENDA ITEM
Special Legal Services Contract relating to Real Property Issues
GENERAL MANAGER’S RECOMMENDATION
Approve Amendment 1 to the contract with Price, Postel & Parma, LLP, for Special Legal
Services relating to Real Property for a revised total not-to-exceed amount of $150,000.
SUMMARY
On May 13, 2015, the Board authorized the General Manager and General Counsel to retain the
law firm of Price, Postel, and Parma LLP for special legal services relating to real property and
rights-of-way issues to provide and protect public access to District Preserves. The initial phase
of that contract was completed with the initiation of condemnation proceedings in Santa Clara
County Superior Court. In order to continue these proceedings through the next phase, the
General Manager and General Counsel recommend increasing the amount of this contract by
$50,000 for a total not-to-exceed amount of $150,000. The requested funding has been budgeted
for in the Real Property Department mid-year budget for Fiscal Year 2015-16.
DISCUSSION
The District is in the process of resolving multiple, long-standing real property and right-of-way
issues that need to be addressed to ensure that the District can provide and protect public access
to District Preserves, specifically the summit of Mount Umunhum in Sierra Azul Open Space
Preserve.
In May 2015, District General Counsel, in collaboration with Real Property and the General
Manager’s Office, engaged Todd Amspoker, Esq. and his team at Price, Postel and Parma, Inc,
for this purpose. As of January 2016, special counsel has initiated condemnation proceedings in
Santa Clara County Superior Court and an additional $50,000 is needed in order to continue
counsel’s work in this process, and obtain possession of the necessary rights so that the District
can construct road and summit improvements during the 2016 construction season.
FISCAL IMPACT
The mid-year FY2015-16 Real Property Budget includes $50,000 for this purpose.
R-16-19 Page 2
BOARD COMMITTEE REVIEW
This item was not previously reviewed by a Board Committee. The underlying matters have
been discussed in closed session with the full Board.
PUBLIC NOTICE
This matter was noticed as required by the Brown Act. No further noticing is required.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act.
NEXT STEPS
If approved by the Board, the General Counsel and General Manager will amend the contract and
continue coordinating with special counsel to pursue the two condemnation lawsuits currently
underway. Any further recommended actions would be brought to the Board for its
consideration.
Responsible Department Head:
Sheryl Schaffner, General Counsel
Prepared by:
Hilary Stevenson, Assistant General Counsel
Allen Ishibashi, Senior Real Property Agent
R-16-17
Meeting 16-04
February 24, 2016
AGENDA ITEM 5
AGENDA ITEM
Award of Contract for Research on Sudden Oak Death Preventative Methods and Root Diseases
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to enter into a contract with Phytosphere Research for a not to
exceed amount of $76,500 for monitoring of treatment methods to suppress the spread of Sudden
Oak Death in Open Space Preserves, assisting native plant nurseries in developing clean
propagation practices, and inspecting prior planting sites in Open Space Preserves.
SUMMARY
The Board of Directors approved a ten-year work plan for Sudden Oak Death (SOD)
management and research on February 10, 2016 (R-16-06). This agreement with Phytosphere
Research will provide three years of continued SOD research and assistance in responding to
exotic diseases in District Open Space Preserves. A recently identified pathogen is infecting
native plant nurseries and has been found infecting restoration sites throughout the state. This
contract for services includes surveys of prior planting sites on District lands to detect if this
pathogen is present.
DISCUSSION
SOD, a plant disease caused by the fungus-like pathogen Phytophthora ramorum, is responsible
for killing millions of oaks and tanoaks throughout California’s forests and District Preserves.
New related diseases were discovered in California’s native plant nurseries last year and the
effects on District preserves are being evaluated.
Drs. Ted Swiecki and Elizabeth Bernhardt with Phytosphere Research have been working with
the District since 2007 to assess the status of SOD in District preserves and to monitor two
preventative treatment methods: removal of bay trees in the vicinity of oak and tanoak trees and
annual application of a fungicide that helps oaks and tanoaks resist SOD infection if applied
early enough. On a preliminary basis, the results of the research on these treatment methods
indicates that 1) bay removal treatment may be effective, and 2) fungicide treatment may not
provide enough protection for the level of effort expended. However, it will be necessary to
continue the treatment methods and science-based monitoring for several wet years in order to
determine if these preventative treatment methods are effective because recent SOD disease
pressure has been low (due to low rainfall since 2011), delaying the spread of the disease
statewide.
R-16-17 Page 2
Additional exotic plant diseases that are caused by other non-native species of Phytophthora
have recently been identified in native plant nurseries in California. These pathogens infect the
roots and soil of nursery grown plants which then can be introduced to restoration sites through
installation of infected nursery stock and can spread farther into adjacent natural areas. The
long-term effect of these unintended introductions of plant diseases into developed landscapes
and wildlands throughout the state are currently unknown. A wide range of native California
forest and brush plants are known to be susceptible to these root diseases and preliminary
investigations have found numerous plants (including three rare species) dying at restoration
sites where the root pathogen has spread into adjacent undisturbed natural areas.
In response, the District cancelled all plant orders for one year and is working with its main
nursery to provide disease-free plants for future projects. Additionally, all restoration planting
sites in the preserves will be surveyed to determine if they have been contaminated and if any
responses are warranted. Management of these root diseases has been added to the SOD
program because they are related plant diseases that could substantially affect the health of
forests on District preserves.
Phytosphere Research has been recommended as sole source consultant to conduct this research
because of their unique expertise in Phytophthoras in natural areas and nursery environments
and because of their past satisfactory work for the District on this research.
Staff recommends entering into an agreement with Phytosphere Research to continue monitoring
of preventative treatment methods to suppress the spread of Sudden Oak Death in open space
preserves, to develop an assay for testing clean propagation practices in native plant nurseries,
and to inspect prior planting sites in District preserves for a total not-to exceed amount of
$76,500.00.
FISCAL IMPACT
The $76,500 in services awarded under this agreement will be for three years of work and is
projected to be expended as detailed below:
Fiscal Year Funds Services
FY2015-16 $10,000 Research SOD preventative treatments;
Inspect planting sites for root pathogen at
Monte Bello and Skyline Ridge OSP;
Develop quick assay for nursery plants
FY2016-17 $26,500 Same as previous
FY2017-18 $40,000 Inspect Planting Sites for Root Pathogen
throughout District; Research SOD
preventative treatments.
TOTAL $76,500
The $10,000 for FY2015-16 outlined above has been included in the FY2015-16 Natural
Resources Department budget for continued SOD research. The $26,500 for FY2016-17 and the
$40,000 for FY2017-18 outlined above will be requested in those future fiscal year budgets to
continue the services outlined in this report.
Since 2008, Phytosphere Research has received $97,150 in funds from the District for SOD
Research and has been granted an additional $163,575 from the US Forest Service to support this
R-16-17 Page 3
research. US Forest Service grant funds may be available on a year-to-year basis to match
District expenditures.
BOARD COMMITTEE REVIEW
The full Board of Directors reviewed the Sudden Oak Death 10-Year work program during the
meeting of February 10, 2016.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. Additional public notices were sent to
the Resource Management and Sudden Oak Death contact lists.
CEQA COMPLIANCE
SOD research and treatment actions are included in the Final Environmental Impact Report for
the Integrated Pest Management Program approved by the Board on December 10, 2014 (R-14-
148). Any new activities associated with SOD or new nursery diseases will be evaluated to
determine if additional environmental review is required.
NEXT STEPS
If approved for award of contract, Phytosphere Research will continue monitoring SOD
preventative treatments until research results are reliable under wet weather conditions, and will
proceed with nursery and restoration site testing regarding root diseases.
Responsible Department Head:
Kirk Lenington, Natural Resources Manager
Prepared by:
Cindy Roessler, Senior Resource Management Specialist
R-16-18
Meeting 16-04
February 10, 2016
AGENDA ITEM 6
AGENDA ITEM
Award of Contract for Highway 17 Wildlife Passage Structures and Bay Area Ridge Trail
Crossing: Conceptual Design and Feasibility Study
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to enter into a contract with TrailPeople located in Benicia,
California for a not to exceed amount of $120,000. This is for the conceptual design and
feasibility study for the wildlife and Bay Area Ridge Trail crossings at Highway 17 in Los Gatos
near Bear Creek Redwoods, Sierra Azul, St. Joseph’s Hill, Felton Station and El Sereno Open
Space Preserves.
SUMMARY
A Request for Proposals and Qualifications was issued on November 10, 2015. Five well
qualified firms submitted proposals on January 4, 2016. The top three highest ranking firms
were interviewed by a panel consisting of three Midpen staff members with representatives from
Planning, Natural Resources, and the Engineering and Construction Departments as well as an
outside wildlife connectivity expert from Caltrans. After interviews were completed, the
consultant that exhibited the highest professional rigor in response to the RFPQ and interview
questions was a team lead by TrailPeople.
MEASURE AA
A 5-year Measure AA Project List was approved by the Board at their October 29, 2014 meeting
and includes Project #20 South Bay Foothills: Wildlife Passage and Ridge Trail Improvements.
This proposed agreement serves the goals of Projects #20-1 and #20-2 by addressing restoration
in the conceptual design and feasibility study of the Highway 17 wildlife and Bay Area Ridge
Trail crossing(s) through preliminary scoping, design, CEQA and permitting analysis.
DISCUSSION
Background
Research into the need for a wildlife crossing in the Highway 17 area of the District began in
2008 through a grant award to DeAnza Community College. Studies and research on this
problem continued and the importance of wildlife corridors for healthy wildlife populations
increased as a regional issue. With the significant support for the project through the Vision Plan
and successful funding through the passage of Measure AA, the District is now prepared to
address the Highway 17 wildlife corridor and Bay Area Ridge Trail crossing.
R-16-18 Page 2
The project consists of two components: 1) improve wildlife access across Highway 17 and 2)
connect the Bay Area Ridge Trail across Highway 17. For the wildlife crossing component, the
selected consultant will present a concept level plan and structure(s) designs to reduce wildlife
mortality and improve permeability for wildlife across Highway 17 between Los Gatos and
Lexington Hills. The primary focus species are mountain lion and deer with a secondary focus on
other wildlife. Their recommendations will be based on ongoing research, literature related to
wildlife crossings, engineering documents for the existing structures, species specific
requirements, physical opportunities and constraints within the project area and on other
successful wildlife crossing projects.
The selected consultant will also provide a concept level plan and design recommendations for a
Bay Area Ridge Trail crossing of Highway 17, exploring different options from new
construction, to re-use and/or modification of existing facilities possibly in combination or in
singularity with the above mentioned wildlife crossings.
A conceptual design and feasibility study will help Midpen to: understand construction
opportunities and constraints, select a preferred alternative(s), clarify features of the preferred
alternative(s), identify next steps and how interested parties can be involved, and will provide a
preliminary schedule and cost to implement the preferred alternative(s). In addition to concept
level design, the selected consultant will also generate planning level cost and schedule estimates
to implement the preferred alternative(s).
An assessment of the conceptual design possibilities is needed for Midpen to engage project
partners in the planning and implementation of this project. An extensive list of project partners
includes: Caltrans, Pathways for Wildlife, Santa Clara County Parks, Peninsula Open Space
Trust, and Santa Clara County Valley Transportation Authority and many others.
Consultant Selection
The Request for Proposals and Qualifications was issued on November 10, 2015 and was sent to
over 50 persons at 50 different firms including expertise in biological resources, hydrology,
engineering, geology, environmental consulting, and landscape architecture, all key disciplines
anticipated to be needed to successfully complete a feasibility study. The list of consultants
notified was generated with input from project partners as well as research into the type of
expertise needed for such a project. Recipients were encouraged to share the Request for
Proposals and Qualifications and form teams with the needed subject matter experts.
A pre-proposal meeting was held at the Project site on December 2, 2015 and was attended by 23
persons from 17 firms. Proposals were due on January 5, 2016, and five qualified proposals were
received and reviewed by the interview panel.
Upon review of the proposals and the consultants’ qualifications, three consultant teams were
selected for interviews. Based on their initial response to the RFPQ and clarifying responses
provided during the subsequent interview, staff recommends entering into an agreement with
TrailPeople.
TrailPeople’s team includes: Western Transportation Institute (WTI), a world renowned group
based out of Montana State University who are subject matter experts in wildlife crossing
R-16-18 Page 3
conceptual design and performance assessment. WTI will build upon and supplement knowledge
provided by Pathways for Wildlife, a local wildlife research organization and one of the original
catalysts for a proposed Highway 17 wildlife crossing. The Trail People team also includes
Biggs Cardosa & Associates for structural engineering expertise, as well as Cal Engineering &
Geology to provide geological analysis. Mark Thomas & Company, a civil engineering firm will
be contributing construction and traffic management expertise. David J. Powers and Associates
will provide advice on biological and other environmental studies, as well as environmental and
permitting recommendations. Trail People’s in-house landscape architecture, planning and
design team will facilitate overall project management, project communication, and lead the Bay
Area Ridge Trail crossing analysis.
FISCAL IMPACT
$120,000 has been included in the FY 2015-16 Natural Resources Department budget under
project MAA 20-1. The Base Price for the contract with TrailPeople is $100,000.
The RFP/Q included optional items that total $20,000. The contract award authorizes the
General Manager to enter into a contract for an amount not to exceed $120,000, of which
$20,000 will be held in reserve and will be used only if additional detailed evaluations, such as
hydrologic or geologic studies, or additional design options are necessary.
BOARD COMMITTEE REVIEW
The results of this feasibility and conceptual design study are anticipated to be reviewed with the
Planning and Natural Resources Committee in the first quarter of FY2016-17.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
However, notification, including this report, will also be sent to important stakeholders and
project partners who have been supporting or involved in the development of this project over
the past few years, including project partners instrumental to date. A notification mailing was
sent on February 19, 2016.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act. The conceptual
design and feasibility study will not result in a direct or reasonably foreseeable indirect physical
change in the environment [CEQA Guidelines Section 15060(c)(2)].
NEXT STEPS
If approved for award of contract for the Highway 17 Wildlife Passage Structures and Bay Area
Ridge Trail Crossing: Conceptual Design and Feasibility Study, TrailPeople will begin initial
analysis of the study area (Attachment 1). Over the next six months, TrailPeople will complete
needed site visits and analysis to develop conceptual design recommendations for future wildlife
and Bay Area Ridge Trail crossing(s) within the study area. Trail People will then provide
concept level plans and design recommendations for potential wildlife crossing(s) and a Bay
Area Ridge Trail crossing of Highway 17 to engage the District and project partners in selection
R-16-18 Page 4
of a preferred alternative. Once a preferred Alternative is selected, TrailPeople will provide a site
plan, conceptual design plan and planning level cost and schedule estimates to facilitate progress
into the next stages of more detailed planning, design, and implementation.
Attachment
1. Map of Study Area.
Responsible Department Head:
Kirk Lenington, Natural Resources
Prepared by:
Christina Yunker, Intern and Julie Andersen, Resource Management Specialist III, Natural
Resources Department
Contact person:
Julie Andersen, Resource Management Specialist III, Natural Resources
Graphics:
Jamie Hawk, GIS Technician, Planning (GIS)
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DATE: February 19, 2016
MEMO TO: MROSD Board of Directors
THROUGH: Stephen E. Abbors, General Manager
FROM: Shelly Lewis, Public Affairs Manager
SUBJECT: Summary of Plan for Grand Opening of Mt. Umunhum Summit
_____________________________________________________________________________
In anticipation of the completion of the Mount Umunhum Summit Project this fall, Public Affairs
has begun planning for a series of grand opening events to align with Midpen’s vision for Mount
Umunhum to join the ranks of the Bay Area’s great publicly-accessible peaks: Mount Tamalpais,
Mount Diablo and Mount Hamilton.
Throughout the past few months, Public Affairs has looked into many options of possible grand
opening events/scenarios that offer opportunities for all user groups and stakeholders with much
consideration given to public safety and quality of experience. Taking into account suggestions
from the general manager, staff, and management, Public Affairs proposes a series of events from
Friday, October 21 through Sunday, October 23, with the special grand opening set for Saturday,
October 22.
A high-level summary of the three events is listed below. We will be sharing more details with the
Board as those details develop, and we welcome suggestions.
The Public Affairs staff is cognizant of a number of logistical challenges for the opening, primarily
parking and traffic flow so that the summit is both accessible and safe for all user groups. We will
be working with a consultant to help with event management, and the Public Affairs staff is
currently interviewing potential event firms, particularly those with expertise in crowd management
and who can provide on-site assistance during the events.
The overall cost of the three-day program is anticipated to range from $65,000-$85,000 with much
of that cost allocated to shuttle services. A reference point for event cost is our annual Volunteer
Recognition Event with a $20,000 yearly budget and participation of about 250 attendees.
Event Summary:
PREVIEW DAY
Friday, October 21, 2016 – No Motorized Vehicles– Preview Day (Biking, Hiking, Equestrian
Preview) 8:00am – close. On this public day, cyclists, hikers, and equestrians will have full access
on the road to the summit (past Bald Mountain) and the Mt. Umunhum Trail. Limited access will be
available for disabled drivers and a van shuttle available for public members who need some
assistance. District will offer an informational and energizer station along the route and at the
summit, and some shuttle service from various parking lots. No organized activities will be
provided, however docents, volunteers, and staff will be available on summit to assist answer
questions from the public.
GRAND OPENING WEEKEND
The Public Affairs staff in partnership with an event consultant will likely use an on-line reservation
program to collect RSVPs and disseminate parking information. Tickets will be limited to a
predetermined quantity based on available parking in and around the area.
Saturday, October 22, 2016 – Grand Opening Ceremonial Public Event with speaking
engagements from elected officials, select partners, District General Manager and Board President.
This event includes the official ribbon-cutting and dedication of the summit. Public activities
include organized hikes, guided tours, partner booths, scheduled talks, family crafts, and other
activities. Estimated attendance: 1,500-2,000 with transportation provided by shuttles from several
local parking locations.
Sunday, October 23, 2016 – No formal speaking program. Public activities include organized
hikes, guided tours, partner booths, scheduled talks, family crafts, and other activities. Estimated
attendance: 1,000-1,500 with transportation provided by shuttles from several local parking
locations.
As part of the grand opening, Public Affairs staff has been working with Alexander Atkins Design
to create a specific event and site logo (attached) and other promotional items. Public Affairs will
also be working with both broadcast and print media about the opening of Mt. Umunhum. A “Save
the Date” email will be sent to all stakeholders, partners, city and county officials, District staff and
volunteers in the next week. The Grand Opening date has been promoted in the upcoming issue of
the Views and will be posted through social media.
ALEXANDER ATKINS DESIGN, INC.
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
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UMUNHUM