HomeMy Public PortalAbout20160427 - Agenda Packet - Board of Directors (BOD) - 16-09
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, April 27, 2016
Special Meeting starts at 5:00 PM
Regular Meeting starts at 7:00 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. Final Interpretive Design and Content for the Mount Umunhum Summit Project (R-16-59)
Staff Contact: Meredith Manning, Senior Planner, Planning Department
1. Approve the proposed interpretive design and content for the Mount Umunhum Summit Project
with any final adjustments, as directed by the full Board.
General Manager’s Recommendations:
2. Direct the General Manager to proceed with the production of interpretive signs, which will
form the basis for a Request for Bids package for fabrication.
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
• Swearing in Measure AA Bond Oversight Committee Members
Meeting 16-09
• View District’s “Working at Midpen” Video
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:
April 13, 2016
2. Approve Claims Report
3. Reclassification of District Clerk position to District Clerk/Assistant to the General Manager
(R-16-54)
Staff Contact: Steve Abbors, General Manager
General Manager’s Recommendation:
Adopt a resolution reclassifying the District Clerk position
to a District Clerk/Assistant to the General Manager position in the General Manager’s Office.
4. Reclassification of an Executive Assistant position to Executive Assistant/Deputy District
Clerk in the General Manager’s Office (R-16-55)
Staff Contact: Steve Abbors, General Manager
General Manager’s Recommendation
: Adopt a resolution adding the Executive Assistant/Deputy
District Clerk to the District’s Classification and Compensation Plan.
5. Contracts to Complete Phase I Planning and Environmental Review and Phase II Design and
Engineering for the Bay Trail Connection Project at Ravenswood Open Space Preserve
(R-16-56)
Staff Contact: Gretchen Laustsen, Planner III, Planning Department
General Manager’s Recommendations
1. Authorize the General Manager to enter into a new contract with Callander Associates
Landscape Architecture, Inc., to complete Phase I Conceptual Planning and Environmental
Review for the Bay Trail Project at Ravenswood Open Space Preserve for a not-to-exceed
contract amount of $32,195.
:
2. Authorize the General Manager to enter into a professional services contract with Callander
Associates Landscape Architecture, Inc., for Phase II Design and Engineering Services for the
Bay Trail Project at Ravenswood Open Space Preserve for an amount of $346,844. In addition,
authorize a 15% contingency of $52,026 to cover unforeseen requirements, for a not-to-exceed
total contract amount of $398,870.
6. Contract Amendment with Restoration Design Group (RDG) for an additional $449,327 for
design, engineering, construction administration, special inspections, and interpretive signage
production for the Mount Umunhum Summit Project (Summit Project). (R-16-60)
Staff Contact: Damon Adlao, Capital Project Manager, Construction and Engineering Department
and Meredith Manning, Senior Planner, Planning Department
General Manager’s Recommendations
1. Design, construction documents (CD), and geotechnical review for roadway work;
: Amend a contract with RDG for the Summit Project in the
amount of $449,327, for a total not-to-exceed contract amount of $1,428,922, for the following
additional scope items:
2. Geotechnical feasibility, design, and CD for the lower stair section;
3. Design, CD, and coordination for summit storm water management improvements;
4. Plans and specifications for volunteer-led planting restoration work;
5. An allowance for construction administration and special inspections; and
6. Fabrication of interpretive signage panels, frames, and stands.
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.
7. Proposed New Positions for the Land and Facilities Services Department (R-16-58)
Staff Contact: Kevin Woodhouse, Assistant General Manager
General Manager’s Recommendations
1. Approve the Action Plan and Budget Committee’s recommendation for three new positions in
the Land and Facilities Services Department in order to begin implementing the transition of
the Operations Department into the Visitor Services and Land and Facilities Services
Departments by the beginning of FY2016-17.
:
2. Adopt a Resolution approving the updated Classification and Compensation Plan to reflect the
addition of one proposed new job classifications per Recommendation 1 above and as further
described in the staff report.
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
• April 19, 2016 Action Plan and Budget Committee Meeting
• April 20, 2016 Planning and Natural Resources Committee Meeting
B. Staff Reports
C. Director Reports
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: Portions of the following properties identified as Santa Clara County Assessor
Parcel Numbers 562-04-014, 562-08-012, and 562-22-017
Agency Negotiator: Allen Ishibashi, Senior Real Property Agent
Negotiating Party: Michael Rossetta
Under Negotiation: Terms of real property transactions
CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION. (Government Code
Section 54956.9(d)(1))
Name of Case: Midpeninsula Regional Open Space v. Michael Rossetta, et al; Santa Clara
County Superior Court Case Number 1-15-CV-289568
CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION. (Government Code
Section 54956.9(d)(1))
Name of Case: Midpeninsula Regional Open Space District v. Mount Umunhum Limited
Partnership, et al (McQueen); Santa Clara County Superior Court Case No.1-15-CV-289553
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 regular meeting of the MROSD Board of Directors was posted and available for
review on April 22, 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.
Jennifer Woodworth, MMC
District Clerk
R-16-59
Meeting 16-09
April 27, 2016
SPECIAL MEETING
AGENDA ITEM
Final Interpretive Design and Content for the Mount Umunhum Summit Project
GENERAL MANAGER’S RECOMMENDATIONS
1. Approve the proposed interpretive design and content for the Mount Umunhum Summit
Project (Summit Project) with any final adjustments, as directed by the full Board.
2. Direct the General Manager to proceed with the production of interpretive signs, which will
form the basis for a Request for Bids package for fabrication.
SUMMARY
In December 2015, the Board of Directors (Board) selected an interpretive design option for the
Summit Project in an amount not-to-exceed $212,000 (R-15-166) to provide visitors with a broad
understanding of the site. Interpretive subject matter will cover the full arc of history that
includes the cultural and natural history and the cold war strategy, and be generally equal in
amount of coverage among these three topics. The proposed interpretive content has been
previously reviewed by external partners and key stakeholders. Interpretive signs will be
integrated as part of the built structures, primarily within the weather shelters with only two
standalone signs proposed for other summit locations. The funding allocation for interpretive
design and deliverables represents approximately 3% of the estimated total cost of the Summit
Project. Both the Fiscal Year (FY) 2015-16 and proposed FY2016-17 Budgets include sufficient
funds for this work.
MEASURE AA
The 5-year Measure AA Project List approved by the Board at their October 29, 2014 meeting
includes the Summit Project and Interpretive Elements. These projects are part of Measure AA
Portfolio #23, Mt. Umunhum Public Access and Interpretation Projects, with a total funding
allocation of $27.972 Million.
DISCUSSION
Design of interpretive elements is being carried out by Leslie Stone Associates (LSA), one of
eight sub-consultants to Restoration Design Group (RDG), who is the prime landscape
architecture consulting firm for the Summit Project. On August 26, 2015, the Board approved a
final design for the summit (R-15-126), and at the November 18, 2015 meeting, the Board
approved a contract amendment for RDG, which included a placeholder for interpretive design
and fabrication oversight (R-15-160) for both the summit and the Guadalupe Creek Overlook on
R-16-59 Page 2
the Mount Umunhum Trail. An interpretive design option for the Summit Project was selected
by the Board in an amount not-to-exceed $212,000 (R-15-166). The General Manager is now
seeking the Board’s input and approval of the graphic design and content to finalize construction
documents for fabrication this summer. Funding partners for the Summit Project (State Coastal
Conservancy) will be recognized with separate signage on the standard District signboards
thanking them for their support of the project.
The Board approved a higher-than-minimal level of site amenities and improvements for both
the Summit Project and Guadalupe Creek Overlook; the Preferred Option for interpretation
selected by the Board aligns well with this elevated vision that has been set for Mount
Umunhum. The Board also requested that the Summit Project strike a balance between
providing interpretation and preserving the natural environment.
A total of twelve interpretive signs are proposed for the summit and Mount Umunhum Trail (see
Attachment 1). Among the twelve signs, five free-standing signs are proposed (#6, #8, #10, #11,
and #12); of these only one free-standing sign, #8, is not associated with or describing an
adjacent structure. This is a view locator pointing out places of interest on the horizon and
thanking our land preservation and stewardship partners in the region.
The remaining interpretive signs are proposed to be part of or refer to a nearby “built” structure,
where their siting and location would be complementary to the restored landscape (see
Attachments 2 and 3). Attachment 2 includes representative samples of graphics to depict the
look and feel of the proposed signage. Actual graphics may change, and the text is represented in
latin, but the content will remain consistent with the content shown in Attachment 3. The table
below summarizes the location and general topic of all twelve signs:
Sign # Location General topic
1- 5 Turnaround shelter Natural history; Native American history and
creation story; military history; habitat
restoration story; viewshed
6 Ceremonial circle Local Native American creation story and
ceremonial practices
7-8 West summit Dedication plaque to the public; viewfinder;
recognition to partners
9 Trailhead shelter Natural history
10 Swimming pool remnant Military life
11 Mt. Umunhum Trail: cabin ruins People of Mount Umunhum
12 Mt. Umunhum Trail: Guadalupe
Creek Overlook
Guadalupe Creek watershed / drinking water
source
Prior to finalizing the draft interpretive content, staff reached out to the following external
partners/collaborators/stakeholders to review the proposed interpretive content, and their
requested changes have been incorporated. Any final content changes approved by the Board on
April 27, 2016 would be communicated to the group:
1. Valentin Lopez, Amah Mutsun Tribal Band
2. Francis McVey, President of the United Veterans Council of Santa Clara County
3. Basim Jaber, volunteer military historian
4. Mark Hylkema, Archaeologist, Ohlone representative
R-16-59 Page 3
5. Ken Hickman, naturalist and wildlife researcher
6. Stewardship Awareness Impact Team, Santa Cruz Mountains Stewardship Network
FISCAL IMPACT
Sufficient funds for this work are included in the FY2015-16 Budget through June 2016. Funds
for fabrication and installation of interpretive materials will be included in the proposed FY2016-
17 Budget. All expenses are eligible for Measure AA reimbursement.
BOARD COMMITTEE REVIEW
Given the high level of Board interest in the interpretive components of the Project, and the
current timeline to open the summit to the public on October 22, 2016, this item is being brought
directly forward to the full Board for expediency. This approach also aligns with the Planning
and Natural Resource Committee’s desire to have the full Board review and confirm the summit
area final design (R-15-126).
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. Additional public notice was provided
to the Mount Umunhum Summit Project interested parties.
CEQA COMPLIANCE
Construction of the Mount Umunhum Summit Area, including interpretive elements, was
included in the Mount Umunhum Environmental Restoration and Public Access Plan EIR, which
was certified by the Board on October 17, 2012 (R-12-91).
NEXT STEPS
Pending Board approval of the interpretive content and graphics, the General Manager will
authorize staff to work with RDG and their sub-consultant LSA to finalize the interpretive
content and then proceed with graphic production, which will be managed by RDG. Installation
of interpretive elements is expected to be included in the larger, overall Request for Bids for
construction of the summit area amenities, currently scheduled for release on May 10.
Attachments
1. Map of proposed interpretive sign locations
2. Mount Umunhum Conceptual Interpretive Graphic Designs
3. Mount Umunhum Interpretive Content
Responsible Department Head:
Jane Mark, AICP, Planning Manager, Planning Department
Prepared by:
Meredith Manning, Senior Planner, Planning Department
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Signs 1 - 5: Summit ShelterSummit Natural HistoryAmah Mutsun at Mt. UmunhumRadar Tow er and Military HistoryRestoration Stor yViewshed
Sign 12: Guadalupe Creek Over lookGuadalupe Cr eek Watershed
Sign 11: Cabin RuinsPeople of Mt. Umunhum
Sign 10: Swimming Pool RemnantSwimming Pool - Military Life
Sign 9: Trailhead S helterTrailhead Natural History
Sign 6: Cer emonial CircleCeremonial Circle
Signs 7 - 8: West SummitDedication Plaque - BronzeMROSD Thank You and Viewfinder
Mt . Um unhu mTr ai l
Mt. Umunhum Road
client
Midpeninsula Regional Open Space District
Restoration Design Group
description
Preliminary Graphic
Design Concepts
Mount Umunhum
Summit Project
date
4/11/16
project
Leslie Stone Associates
104 Caledonia Street
Sausalito CA 94965
Tel 415 332 3306
1.01.0
Positioning of logos on interpretive panels
Attachment 2
client
Midpeninsula Regional Open Space District
Restoration Design Group
description
Preliminary Graphic
Design Concepts
Mount Umunhum
Summit Project
date
4/11/16
project
Leslie Stone Associates
104 Caledonia Street
Sausalito CA 94965
Tel 415 332 3306
Interpretive Signs and Frames
Freestanding Sign Shelter Wall-Mounted Panel
2.0
Cor-Ten
Steel Frame
Porcelain enamel
graphic panel
56”w x 24” h
Shelter gallery wall
Porcelain enamel
graphic panel with
Cor-Ten Steel frame
mounted on steel mesh
48”w x 60”h
Attachment 2
client
Midpeninsula Regional Open Space District
Restoration Design Group
description
Preliminary Graphic
Design Concepts
Mount Umunhum
Summit Project
date
4/11/16
project
Leslie Stone Associates
104 Caledonia Street
Sausalito CA 94965
Tel 415 332 3306
Example of free-standing interpretive sign panel
3.0
Attachment 2
client
Midpeninsula Regional Open Space District
Restoration Design Group
description
Preliminary Graphic
Design Concepts
Mount Umunhum
Summit Project
date
4/11/16
project
Leslie Stone Associates
104 Caledonia Street
Sausalito CA 94965
Tel 415 332 3306
Example of shelter wall-mounted panel
4.0
Attachment 2
client
Midpeninsula Regional Open Space District
Restoration Design Group
description
Preliminary Graphic
Design Concepts
Mount Umunhum
Summit Project
date
4/11/16
project
Leslie Stone Associates
104 Caledonia Street
Sausalito CA 94965
Tel 415 332 3306
Sample illustration style for view nder sign
5.0
HALF DOME MT. FLORENCE MT. STARR KINGMT. CLARK
Attachment 2
client
Midpeninsula Regional Open Space District
Restoration Design Group
description
Preliminary Graphic
Design Concepts
Mount Umunhum
Summit Project
date
4/11/16
project
Leslie Stone Associates
104 Caledonia Street
Sausalito CA 94965
Tel 415 332 3306
Thank you plaque - Text
6.0
M OUNT U MUNHUM
AT S IERRA A ZUL O P EN S PACE P RESERVE
WITH GRATITUDE TO THOSE WHO CARED FOR THIS
MOUNTAIN AND WILL ALWAYS CALL IT HOME; FOR THOSE
WHOSE GENEROUS FORESIGHT AND SUPPORT HELPED
PROTECT AND OPEN IT TO THE PUBLIC, AND TO THOSE
WHO GATHERED TO CELEBRATE THIS HISTORIC DAY.
MIDPENINSULA REGIONAL OPEN SPACE
DISTRICT BOARD OF DIRECTORS – 2016
JED CYR
NONETTE HANKO
CECILY HARRIS
LARRY HASSETT
CURT RIFFLE
PETE SIEMENS
YORIKO KISHIMOTO
STEVE ABBORS, GENERAL MANAGER
AMAH MUTSUN TRIBAL BAND
BAY AREA RIDGE TRAIL COUNCIL
CALIFORNIA STATE COASTAL CONSERVANCY
UNITED STATES CONGRESSMAN MIKE HONDA
UNITED VETERANS COUNCIL OF SANTA CLARA COUNTY
CITIZENS OF SANTA CLARA COUNTY AND SAN MATEO COUNTY
DEDICATED OCTOBER 22, 2016
BY THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
TO THE PEOPLE OF THE BAY AREA,
PAST, PRESENT, AND FUTURE.
Attachment 2
client
Midpeninsula Regional Open Space District
Restoration Design Group
description
Preliminary Graphic
Design Concepts
Mount Umunhum
Summit Project
date
4/11/16
project
Leslie Stone Associates
104 Caledonia Street
Sausalito CA 94965
Tel 415 332 3306
Sample thank you plaque - bronze mockup
7.0
SAMPLE BRONZE MOCKUP - NOT FINAL TEXT
Attachment 2
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
1
Mount Umunhum Summit Project
Interpretive Content
Planning for interpretive signage
at the summit of Mount Umunhum
Midpeninsula Regional Open Space District
Prepared by Leslie Stone Associates [LSA]
April 27, 2016
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
2
Introduction
The following outline of the Interpretive Content Plan reflects the decisions made at the Interpretive
Study Session with the Board of Directors at Midpeninsula Regional Open Space District on
Wednesday, Dec 9, 2015.
This outline contains a draft of the sign content reflected in the Interpretive Concept Site Plan
presented at that Study Session. These content elements will serve as the foundation to write the
final text for each sign panel. The following elements are listed for each sign:
Sign Number and Description of Sign
Each sign has a unique number and description.
Location
Locations are generally established but may shift slightly as the project progresses. The location is
important to the story because the interpretive sign usually reflects and tells a story about something
the visitor can see.
Working Title
This is just what it sounds like. As the content is refined, the title will be crafted to reflect the content
and approach to the subject matter
Draft Text
Once the draft text is approved, it will be crafted into final text for each interpretive sign. The optimal
amount of text for each sign is 150-200 words. We have provided more draft text here than will fit on
each individual sign. We will edit it to fit and to appeal to visitors who may only spend 30-seconds
looking at each sign. Some portions of the text may be used as a sidebar story or for image captions.
Images
In this section, we list the images (photos, maps, illustrations) that we recommend. Some we will
have in our collection. Some images will need to be purchased and others acquired in higher
resolution. We will need assistance to acquire certain images.
Overarching Theme
The overarching theme statement will serve as the story arc through which all the interpretive content
will filter.
Umunhum in the Ohlone language is the root word for “hummingbird”, and is an onomatopoeia for
the sound a hummingbird makes in hover. (Onomatopoeia is the formation of words such as “buzz”
that mimic the sound associated with the object it refers to; in this case, it is the sound of the
hummingbird when it hovers.) Hummingbird in the Ohlone world represented trust and innocence,
and figured into their origin legends. In the spirit of hummingbird, welcome back to your land. Enjoy it
and discover its many stories.
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
3
Interpretive Signs – Draft Content
Location Summit Shelter
1.0 Summit Natural History
Working Title Life on the Summit
Welcome to the summit of Mount Umunhum. The mountain’s summit has been modified repeatedly
over the past century to suit the ever-changing needs of the people who live below it. But for millions
of years, the summit has been shaped by the powerful forces of geology and climate.
Between here and the ocean, the Pacific Plate grinds into the North American Plate along the San
Andreas Fault. The 800-mile long fault bends nearby increasing uplift in an area already prone to
upward tectonic thrusts. The highest peaks in the Santa Cruz Mountains, including Mount
Umunhum, are all in close proximity to this bend. It is why these mountains are so high and so
beautiful, lined with sharp ridges and extremely deep valleys.
Severe weather impacts this high summit of Mount Umunhum. Winds can reach over 100 miles an
hour. Ten inches of rain can fall in a single day. The climate can be excruciatingly hot or bitterly
cold.
These conditions and the rocky, low-nutrient and serpentine soils make it difficult for most plants to
endure. Some small and hearty species have adapted to find a home within the shaded, protected
cracks of the rocky summit. Red bush beardtongue, canyon liveforever, spikemoss, rock buckwheat,
Brewer’s clarkia, coast lipfern, and Lindley’s blazing star, have found ways to flourish in this harsh
environment. Because conditions here are so unique, many of the plants are rare and not found in
many other places.
Together, these rocks and plants form “rock gardens.” These rock gardens host busy lizards, ants,
grasshoppers, and beautiful displays of butterflies including callippe and unsilvered fritillaries, gray
hairstreaks and checkered skippers. Birds from the nearby forests and chaparral come to feed on
the plants and insects. Despite the apparently harsh conditions there is a surprising variety of thriving
plant and animal life found at this summit.
Images Rock garden plants, reptiles, butter flies, geologic map/San Andreas fault.
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
4
2.0 Amah Mutsun at Mount Umunhum
Location Summit Shelter
Working Title Mount Umunhum: Root Word for Hummingbird
Umunhum is the root word for hummingbird in five different Ohlone languages, including the Mutsun
dialect of the Monterey bay and southern Santa Clara Valley region. The word sounds like the noise
a hummingbird makes while hovering.
Mount Umunhum is a sacred site for today’s Amah Mutsun and Muwekma people– tribal bands
composed of the formerly many different ancestral Ohlone tribes that once surrounded the mountain.
Along with the eagle, the hawk, and the raven, the hummingbird plays an important role in their
creation story.
Umunhum contains the root word for hummingbird in five different Ohlone languages, including
Mutsun. The word sounds like the noise a hummingbird makes while hovering.
Mount Umunhum is the most sacred site for the Amah Mutsun as it is the site of their creation. Along
with the eagle, the hawk, and the raven, the hummingbird plays an important role in the Amah
Mutsun creation story.
In the beginning the world was covered with water. Eagle gave hawk, probably a peregrin falcon, a
feather from the top of his head to give him the strength to dive to the bottom of the ocean so he
could grab the seafloor with his talons and bring it up to the surface to shape the special clay into the
finned, winged, and four-legged animals. Later, eagle directed hummingbird to retrieve fire from the
badger people who did not want to share their fire. Hummingbird used his bravery, quickness, and
intelligence, to bring fire to the world. When hummingbird was returning the fire to the top of Mt.
Umunhum the fire ignited in Hummingbird’s throat and turned it red.
The Amah Mutsun, as many Ohlone people, believe that Creator gave humans higher intelligence
and the obligation to solve problems and care for all living things. Traditionally the Amah Mutsun
believe that true wealth is the ability to carry indigenous knowledge forward to provide for all people,
animals, plants, Mother Earth, wind, water and shadows. Decisions are to be made only if they will
be good for the next seven generations.
Images Hummingbird, acorn, deer, elk, eagle, basketry, basket pattern. Some words in
Mutsun and Muwekma language.
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
5
3.0 Radar Tower and Military History
Location Summit Shelter
Working Title Scanning the Skies
In the 1950s, the U. S. Air Force transformed Mount Umunhum into the Almaden Air Force Station,
an early warning radar station. The 88-foot tall concrete tower that remains was the foundation for
what was one of the largest rotating military radars ever built. It was one of twelve similar radar units
and part of a larger network of hundreds of radar stations all over the country. For a generation, the
radar here scanned 250 miles out over the Pacific Ocean in search of Soviet bombers to protect the
United States from an airborne nuclear attack.
As many as 125 military personnel and their families lived and worked on Mount Umunhum. Dozens
of structures housed equipment, a commissary, a mess hall, homes, and recreational facilities.
Technological advancements in both missile delivery systems and satellites made the radar at
Almaden Air Force Station obsolete. In 1980, the base closed permanently.
Almaden Air Force Station and other military bases in the Bay Area had a profound impact on the
region. The bases and stations attracted technologically inclined people from all over to fight the
Cold War. While new technologies that led to better means for detecting incoming missiles and
bombers eventually led to the closure of Almaden Air Force Station, many of the people who came
here stayed and applied their skills and knowledge to the young Silicon Valley, helping establish it as
a world leader in technology and innovation.
Images Radar on tower, other buildings on the site (aerial), map showing location of other
stations on the west coast, photos of the station (particularly the summit) while
operational or under construction.
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
6
4.0 Restoration Story
Location Summit Shelter
Working Title New Life for an Old Mountain
“To acquire and preserve a regional greenbelt of open space land in perpetuity, protect and restore
the natural environment, and provide opportunities for ecologically sensitive public enjoyment and
education.” -Midpeninsula Regional Open Space District Mission Statement
When the Midpeninsula Regional Open Space District acquired Mount Umunhum in 1986, nearly 60
buildings and other structures remained on the former Almaden Air Force Station. The Air Force had
lowered and flattened much of the summit to accommodate these structures. The mountain top no
longer looked like a mountain top.
In 2013, the District began the restoration of Mount Umunhum. The District deconstructed 13,680
tons of concrete, asphalt, wood and other materials. It removed 3,000 cubic yards of lead-based
paint, asbestos, fuel storage containers, PCB transformers, and other hazardous materials. The
District recycled 97% of the non-hazardous materials such as wood and concrete and incorporated
much of the material onsite to help reshape the mountain.
In 2015 and 2016, the District moved over 8,000 cubic yards of earth to sculpt the east and west
summits of Mount Umunhum. To do the resculpting, the District recovered rock and soil that had
been cast down the side of the mountain when the summit was flattened sixty years earlier. The
summit is now taller and narrower and has begun to look like a mountain top again.
To accelerate the restoration of native plant communities at the summit, the District collected
thousands of seeds from native plants growing on Mount Umunhum, germinated and propagated
them in nearby greenhouses, and returned plants to the mountain a year later.
While the District naturalized the summit and restored mountain-top plant communities, it also built
staging areas, trails, stairways, and shelters to provide for safe and enjoyable visits for the public.
The Mount Umunhum Summit Project is one of the first mountain-top restoration projects in the Bay
Area and serves as a model for other summits that have been impacted over the past century.
SIDEBAR showing photos of plants grown for summit restoration (list below should be shortened)
Trees: mountain mahogany, grey pine, holly leaf cherry, leather oak
Shrubs: California sagebrush, showy rabbitbrush, red rock penstemon
Perennials: deerweed, California fushia, golden yarrow, silver bush lupine, foothill penstemon, coyote
mint, rock phacelia
Grasses: junegrass, California melic
Images Before and after photographs, construction photos, plants
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
7
5.0 Viewshed
Location Summit Shelter
Working Title Summits of the Bay Area
Four great peaks ring the San Francisco Bay: Mount Tamalpais to the north, Mount Diablo to the
northwest, Mount Hamilton to the east, and Mount Umunhum to the west. Weather permitting, all
can be seen from this vantage point.
Like Mount Umunhum, each peak holds spiritual value for the people living below it and were places
where the human spirit interacted with the universe. The Coast Miwok consider Mount Tamalpais
both a sacred mother who provides food and water and also a guardian who protected the Bay. Bay
Miwok and eastern Ohlone tribes hold that Mount Diablo is the origin of creation. Similarly, Mount
Hamilton is held in high regard by its surrounding population.
More recently, each of the peaks have served other purposes. Since 1851, because of its
prominence over the surrounding landscape, Mount Diablo has served as the “initial point” - the main
surveying reference point - for much of Northern California and Nevada. The Diablo Meridian, the
longitudinal line which runs due north and south from the peak of Mount Diablo, runs approximately
three-quarters of a mile to the west of the summit of Mount Umunhum.
In 1876, construction of the Lick Observatory at the summit of Mount Hamilton began. When
completed in 1887, it was the first permanently occupied mountain-top observatory. The white
structures visible from Mount Umunhum house several telescopes and approximately a dozen full-
time residents. The observatory has been the site of many astronomical discoveries including six of
Jupiter’s moons.
In 1950, the Air Force built a radar station at the summit of Mount Tamalpais to detect incoming
aircraft and missiles. The facility covered 100 acres and housed hundreds of military personnel.
Much like at the Almaden Air Force Station on Mount Umunhum, advances in technology led to the
eventual abandonment of the station at Mount Tamalpais.
Images Aerial view showing meridian lines, representation of the panoramic view with
summits and elevations called out, Mount Diablo locator profile, historic map of the
meridian lines.
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
8
6.0 Ceremonial Circle
Location Near the Ceremonial Circle
Working Title A Sacred Site
Mount Umunhum holds great spiritual value for local tribal bands such as the Amah Mutsun and
Muwekma. It was where visions were sought and communion with the spiritual world was made. It is
also where our relationships with our ancestors and future descendants were their strongest. It is
where hummingbird serves to remind those who see the mountain of the old teachings. It is a place
of ceremony and prayer. The Amah Mutsun hold ceremonies here because it is close to their
Creator, because of its resonance to the spiritual self, and where the children of their ancestors
continue to reach out for balance and harmony.
The Amah Mutsun pray to the four compass directions for balance. They consider the number four to
be a sacred number as it provides balance to the world and to individual lives. There are four
seasons and four directions. Good decisions are made when four elements align: heart, mind, body
and soul.
Ohlone descendants invite all people to this destination for healing and prayer, to pray for past
generations, future descendants, for healing, and for renewal of the environment. The sun comes
from the east and represents a new day, a new opportunity, a new birth, hope and optimism,
opportunity, future generations, and the continuation of the descendants of our ancestors. When the
sun sets in the west it reminds us of our ancestors who have passed.
Images Illustrations of dancers in regalia (see Ann Thiermann, muralist for Oakland
Museum and Santa Cruz Museum of Natural History) four directions graphic,
Illustration of the ceremonial circle – creation story.
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
9
7.0 Dedication Plaque - Bronze
Location West Summit, on bench looking at View Locator (#8)
Working Title Mount Umunhum at Sierra Azul Open Space Preserve
Refer to Attachment 2, Graphics 6 and 7
Alternate text suggestion:
“With gratitude to those who cared for this mountain and will always call it home; for those whose
generous foresight and support helped protect and open it to the public, and to those who gathered
to celebrate this historic day – October 22, 2016”
Images MROSD logo, Mount Umunhum logo
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
10
8.0 MROSD Thank You / View Locator
Location West summit, looking WNW over MROSD lands at bench with plaque
Working Title West side of summit
Over one million acres in the Bay Area are protected as open space. The Santa Cruz Bioregion over
which you are looking contains about 268,000 acres of land protected from development (CPAD
2015). All of the Midpeninsula Regional Open Space District’s 63,000-acre preserve system is
included in this Bioregion, much of which is visible here. These preserves create linkages to open
space and park lands owned and managed by other forward-thinking land preservation and
stewardship partners. Together, these conserved and protected areas create a regional greenbelt of
open space that provide clean air, drinking water, habitat, agricultural and timber lands, and
recreational opportunities for over seven million Bay Area residents.
The District was formed in 1972, after forward-thinking citizens envisioned, and voters approved, a
regional greenbelt to preserve foothill and bayland natural resources on the Peninsula. Since
preserving its first land in 1974, the Foothills Open Space Preserve, the District has grown to serve .a
greater extent of San Mateo, Santa Clara, and a small portion of Santa Cruz counties. Over time,
this support has continued to allow the District to acquire more open space, open more preserves to
the public, build new trails, and restore streams, forests, grasslands, and baylands.
Thanks to the vision and support of advocates and voters since 1972, the District and its partners has
been able to provide this amazing network of open space for the public good. The District
acknowledges its regional partners for their tremendous contributions and active collaboration to
steward this open space greenbelt that helps make the Santa Cruz Mountains region such a special
place to live.
Images Panorama calling out MROSD preserve lands visible from Mount Umunhum, map
of MROSD preserve network”
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
11
9.0 Trailhead Natural History
Location Trailhead Shelter
Working Title Life Around the Mountain
Welcome to Mount Umunhum. The top of this mountain, shaped by geology, fire, rainfall, intense
sunlight, and shade, offers a diverse canvas to many types of plants and animals. Attentive visitors
may notice a bounty of wildlife living among the many plant community and habitat types here.
The chaparral zones on Mount Umunhum are characterized by dense, impenetrable scrub and
dominated by chamise, big berry manzanita, birch leafed mountain mahogany, and poison oak.
Chaparral is usually found on the dry, southern-facing slopes that endure long periods of desiccating
heat from the sun.
Gray pine woodlands grow nearby - particularly along the northeast ridge of the mountain - and are
sometimes mixed in with the chaparral. Gray pines and knobcone pines offer limited shade to many
plants including golden fleece, venus thistle, and oak violet beneath their sparse canopy.
Mixed evergreen forests grow on the cooler, moister north-facing slopes. Respite from the elements
can be found in the deep tree shade beneath canyon live oaks, leather oaks, bay laurel, and
madrone. The shade attracts nutmeg, hazelnut, elk clover, ground rose, and many other smaller
plants. Oak woodlands such as these can support over 60 species of mammals and over 100
species of birds.
Small to mid-sized mammals and birds make up the majority of the animals that live on Mount
Umunhum. Gray foxes, bobcats, brush rabbits, western gray squirrels, Merriam’s chipmunks, San
Francisco dusky footed woodrats, and brush mice scurry about seeking food and protection among
the vegetation on the mountain. The occasional mountain lion lopes across the ridge sending
smaller animals into hiding.
Bird life is abundant on Mount Umunhum. California quail, California thrashers, spotted towhees, fox
sparrows, wrentits and blue-gray gnatcatchers forage in the chaparral for their meals. Scrub and
Steller’s jays, flickers, juncos, varied and hermit thrushes, band-tailed pigeons, western screech owls
and Cooper’s hawks fly through the mixed evergreen forests. Golden eagles and ravens soar high
above the summit.
Images Habitat types, plants, and animals noted in text (Ken Hickman source
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
12
10.0 Swimming Pool / Military Life
Location By Swimming Pool Remnant
Working Title Living the Life
Draft Text
These swimming pool tiles are the last remnant of a thriving community of military families that lived
at the Almaden Air Force Station between 1956 and 1980. Hundreds of people lived in military
housing near this spot over the span of nearly a quarter century.
People recreated and entertained themselves on top of Mount Umunhum in the pool, the bowling
alley, the mess hall, the officers’ club, and the outdoors. Military families who lived here appreciated
the remote feeling and the magnificent views. Many frequently drove down to the valley below while
others found all the community and recreation they needed right here at “home.”
Children took the Air Force bus down to schools in the valley. There, they would tell their classmates
tales of a rarified atmosphere on the mountain. Since the mountain is so high sometimes they would
come down from a snow-covered mountain to a warm schoolyard below.
This rich, thriving community forever shaped people’s lives, as heard in the unique stories told by
those who called this mountain “home”. .
Images People in/near pool, apartment buildings, bowling alley, officers’ club
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
13
11.0 People of Mount Umunhum
Location Cabin Ruins
Working Title Living on the Mountain
The early 1900s was a boisterous time of miners, canneries, railroads, and other activity in Santa
Clara County. Nearby farms, cities, and mines attracted people from all over to settle in the area.
Most people chose to live in the valley near jobs and amenities. Some chose to live up here. By
reputation, they were recluses, moon shiners, and other hardy folk who lived among the rugged
terrain of the Santa Cruz Mountains.
One such woman lived near this spot. Gwendolyn Alice Boyer lived in a cabin here in the first half of
the 20th century. She was born in 1880 and died in San Jose just short of her 100th birthday. Little is
known definitively about her, but Gwendolyn was described by those who knew her as resourceful,
fiercely independent, and quite social. She worked as a teacher in town, and also worked in a
cannery during fruit-packing season. These remains of her well-equipped home exist as evidence of
her full and resourceful life in these mountains.
Images Illustration of what the cabin may have looked like, and the artifacts that were
found there.
Attachment 3
Mount Umunhum Interpretive Content Plan - LSA 4/27/16
_____________________________________________________________________________________________________________
14
12.0 Guadalupe Creek Watershed
Location Guadalupe Creek Overlook
Working Title Open Space and Clean Water
Drinking water for the Santa Clara Valley and the Peninsula comes from the Sierra Nevada
Mountains, the Sacramento-San Joaquin Delta, groundwater beneath the Valley, and right here.
Rain that falls in this canyon flows into Guadalupe Creek. The creek joins several other waterways
cascading out of the Santa Cruz Mountains and forms the Guadalupe River flowing through
downtown San Jose. Nearly 30 miles from here, water from this canyon empties into the San
Francisco Bay. All the land that drains into the Bay by way of the Guadalupe River is called the
Guadalupe Watershed. The watershed covers 170 square miles of mountains, valleys, and
baylands.
Three miles downstream from here, Guadalupe Creek flows into the Guadalupe Reservoir. Water is
taken from the reservoir and several others to be cleaned and filtered for use in homes, schools, and
businesses. Having the Sierra Azul Open Space Preserve at the headwaters of the Guadalupe
Creek Watershed helps to ensure that drinking water in the Santa Clara Valley and on the Peninsula
is healthy to use and drink.
Every autumn, salmon and steelhead trout return from the ocean and swim up the Guadalupe River
to spawn. Every spring, new salmon and steelhead trout hatch, grow, and swim out to the ocean.
Efforts to clean up hazardous materials left behind by the former Air Force Station at the summit,
combined with efforts to preserve open space in the Santa Cruz Mountains, provides cleaner water
for these fish during their incredible life journey.
Images Guadalupe Creek Watershed Map, wildlife (salmon, steelhead), plants, trail map
Attachment 3
April 13, 2016
Board Meeting 16-08
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
April 13, 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 6:00 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, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, General Counsel Sheryl
Schaffner, Planning Manager Jane Mark, Planner III Lisa Bankosh, and
District Clerk Jennifer Woodworth
1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to 54956.9(d)(1): (one potential case)
Public comments opened at 6:00 p.m.
No speakers present.
Public comments closed at 6:00 p.m.
The Board convened into closed session.
President Kishimoto adjourned the special meeting at 7:00 p.m.
Meeting 16-08 Page 2
REGULAR MEETING – BOARD MEETING
President Kishimoto called the regular meeting of the Midpeninsula Regional Open Space
District to order at 7:07 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, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, Chief Financial
Officer/Administrative Services Director Stefan Jaskulak, General
Counsel Sheryl Schaffner, Natural Resources Manager Kirk Lenington,
Integrated Pest Management Coordinator Coty Sifuentes-Winter,
Engineering and Construction Manager Jay Lin, Administrative Assistant
Melissa Garcia, Senior Real Property Agent Allen Ishibashi, 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 Riffle moved, and Director Harris seconded the motion to adopt the agenda.
VOTE: 7-0-0
SPECIAL ORDERS OF THE DAY
• Introduction of new staff members
o Jay Lin, Engineering and Construction Manager
o Melissa Garcia, Administrative Assistant
CONSENT CALENDAR
Director Riffle pulled Item 7 from the Consent Calendar.
1. Approve Board Meeting Minutes:
March 23, 2016
2. Approve Claims Report
Meeting 16-08 Page 3
3. Award of Contract for Bear Creek Redwoods Ponds Assessment and Management
Plan (R-16-45)
General Manager’s Recommendation
: Authorize the General Manager to enter into a contract
with Balance Hydrologics, Inc. for a not to exceed amount of $90,000, to assess three ponds and
develop a management plan to guide restoration and maintenance actions at Bear Creek
Redwoods Open Space Preserve.
4. Amend the Contract with Tyler Technologies (formerly New World Systems) (R-16-
37)
General Manager’s Recommendation
: Authorize the General Manager to amend the contract
with Tyler Technologies to increase the compensation by $48,000 from $317,400 to a total not to
exceed amount of $365,400, to complete the Integrated Accounting and Financial System Payroll
Module implementation.
5. Approval of Right-of-Way Contract with California Department of Transportation
(Caltrans) for fee and easement rights for safety improvements along Highway 9 west of
the City of Saratoga at the Saratoga Gap Open Space Preserve (Portion of Santa Clara
County Assessor’s Parcel Numbers 503-42-028 and 503-37-009) and along Highway 84 west
of the unincorporated community of La Honda at the La Honda Creek Open Space
Preserve (Portion of San Mateo County Assessor’s Parcel Number 082-170-040), in
exchange for a quitclaim deed for the existing 8 foot by 8 foot concrete tunnel that runs
under Highway 84 that connects two District properties within the La Honda Creek Open
Space Preserve (APNs: 082-130-130 and 082-170-040). (R-16-38)
General Manager’s Recommendation
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA) for the reasons set out in the staff report.
:
2. Adopt a resolution authorizing the execution of the Right-of-Way Contract for the exchange
of property rights between the District and Caltrans at no cost to the District.
3. Adopt the Preliminary Use and Management Plan for the Highway 84 tunnel undercrossing
as set out in the staff report.
6. Proposed Purchase of the Freudenberg property as an addition to Sierra Azul Open
Space Preserve located off of Weaver Road in unincorporated Santa Clara County
(Assessor’s Parcel Number 558-46-001). (R-16-39)
Staff Contact: Allen L. Ishibashi, Senior Real Property Agent
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 purchase of the Freudenberg property at a cost of
$540,000.
3. Adopt a Preliminary Use and Management Plan for the property, as set out in the staff report.
4. Indicate the intention to withhold dedication of the Freudenberg property as public open
space.
Meeting 16-08 Page 4
7. Authorization to Award Contract to Ecological Concerns, Inc. for Invasive Species
Management on Four Projects in FY2015-16, FY2016-17, and FY2017-18. (R-16-36)
Item 7 was heard after Item 9.
Director Riffle inquired regarding the District’s ability to ensure that the District’s contractors
are following the District’s pesticide regulations.
Natural Resources Manager Kirk Lenington described several restrictions and regulations
included in the contracts signed by the District’s contractors. Additionally, District staff seeks to
limit pesticide use as much as possible. Typically, staff will initially treat an infestation with
pesticide and then follow up with other methods of controlling invasive species, including
manual removal.
Integrated Pest Management Coordinator Coty Sifuentes-Winter described numerous state and
federal regulations which regulate herbicide treatment, including treatments conducted by
District contractors. Additionally, the District has Best Management Practices that govern
herbicide use, including biological monitors and spot checks of the herbicide application to
confirm proper application. Finally, the District requires contractors to be licensed by the state to
be qualified to apply and use herbicide.
Public comment opened at 7:25 p.m.
No speakers present.
Public comment closed at 7:25 p.m.
Motion: Director Riffle moved, and Director Hanko seconded the motion to authorize the
General Manager to enter into a contract with Ecological Concerns, Inc. of Santa Cruz,
California in the amount not to exceed $373,483 to provide invasive species management
services including safe application of herbicides on District Open Space Preserves in FY2015-
16, FY2016-17, and FY2017-18.
VOTE: 7-0-0
8. Revisions to Management Partners’ Professional Services Contract for Financial
and Operational Sustainability Model Study Implementation Support (R-16-40)
General Manager’s Recommendation
: Authorize the General Manager to increase Management
Partners’ Professional Services Contract for Financial and Operational Sustainability Model
Study implementation support by $20,606 to a not-to-exceed amount of $145,606.
9. Amendment of Classification and Compensation Plan for the Assistant General
Counsel I & II Classifications (R-16-41)
General Manager’s Recommendation
: Adopt a resolution amending the District’s Classification
and Compensation Plan for the Assistant General Counsel I & II Classifications.
Public comment opened at 7:15 p.m.
Meeting 16-08 Page 5
No speakers present.
Public comment closed at 7:15 p.m.
Motion: Director Cyr moved, and Director Hassett seconded the motion to approve the Consent
Calendar, with the exception of Item 7.
VOTE: 7-0-0
BOARD BUSINESS
10. Measure AA Bond Oversight Committee Appointments (R-16-42)
District Clerk Jennifer Woodworth explained the voting and appointment process to be used,
which was approved by the Board of Directors at the January 13, 2016 Board meeting.
Public comment opened at 7:29 p.m.
No speakers present.
Public comment closed at 7:29 p.m.
The Board of Directors completed the voting process, and Ms. Woodworth tallied the Board
member votes. The Board appointed the following to the Measure AA Bond Oversight
Committee:
• Paul Betlem
• Carla Dorow
• Elizabeth Eischen
• Denise Gilbert
• John Melton
• Tom Scannell
• Jo Zientek
The Board members then discussed whether to assign the terms of office at random or have the
Board members allocate the terms to the Committee members.
Director Riffle suggested the newly appointed Committee members could be consulted to
determine if any have a preference of a two- or four-year term.
Motion: Director Cyr moved, and Director Harris seconded the motion to distribute terms of
office by random assignment.
VOTE: 6-1-0 (Director Riffle opposed.)
11. Board Policy Titled “Positions on Ballot Measures and Legislative Advocacy” (R-16-
43)
Meeting 16-08 Page 6
General Manager Steve Abbors provided presented the staff report describing the draft policy
and the process to be used to analyze legislation that affects the District.
Director Harris inquired regarding spending staff time to research legislation which the District
opposes.
Mr. Abbors explained that the District’s Legislative/External Affairs Specialist will be following
legislation on an ongoing basis and providing regular legislative updates to the Board, including
recommendations to oppose or support legislation.
Public comment opened at 8:02 p.m.
No speakers present.
Public comment closed at 8:02 p.m.
Motion: Director Siemens moved, and Director Harris seconded the motion to approve the
“Positions on Ballot Measures and Legislative Advocacy” policy as recommended by the
Legislative, Funding and Public Affairs Committee.
VOTE: 7-0-0
12. Resolution in Support of Measure A, Santa Clara County Park Charter Fund
Extension (R-16-44)
Ms. Woodworth presented the staff report describing how funds are raised for the Santa Clara
County Park Charter fund and the details of the proposed extension. Ms. Woodworth outlined the
distribution of funds proposed under Measure A and provided examples of projects the Charter
funds would be used to complete.
Director Hanko inquired if the Charter funds would be used for regional or neighborhood parks.
Santa Clara County Parks Director Robb Courtney explained that the regional park system will
remain with the county, and neighborhood parks will remain within the purview of individual
cities. Additionally, Mr. Courtney explained charter amendment would be required to allow for
the county to work on neighborhood parks.
Director Riffle inquired regarding the effect of the Charter Park Fund Extension passage on the
relationship between the District and Santa Clara County Parks.
Mr. Courtney stated his belief that the relationship will only improve based on the passage of
Measure A.
Public comment opened at 8:18 p.m.
Garnetta Annable, campaign manager for the Yes on Parks campaign, spoke in favor of the
resolution to endorse Measure A and thanked the Board for its continued support of Santa Clara
County Parks. Additionally, Ms. Annable encouraged Board members to seek support of the
measure in their communities as well.
Public comment closed at 8:21 p.m.
Meeting 16-08 Page 7
Motion: Director Hanko moved, and Director Riffle seconded the motion to adopt a resolution
in support of Measure A, Santa Clara County Park Charter Fund Extension on the ballot for the
June 7, 2016 statewide direct primary election.
VOTE: 7-0-0
INFORMATIONAL REPORTS
A. Committee Reports
Director Riffle reported on the April 12, 2016 Action Plan and Budget Committee meeting.
B. Staff Reports
Assistant General Manager Kevin Woodhouse reported the Santa Cruz Mountain Stewardship
Network has conducted interviews and selected a candidate for the director of that organization.
Additional information will be forthcoming soon. Mr. Woodhouse announced several changes
associated with the division of the Operations department into the Visitor Services and Land and
Facilities departments, including hiring a new Skyline Area Superintendent and physical
relocation of the department offices.
Assistant General Manager Ana Ruiz provided an update on the Ravenswood Bay Trail,
including interviewing consultants for the design of the trail. Ms. Ruiz also provided updates
regarding the Mt. Umunhum road design and summit designs. Finally, Ms. Ruiz reminded the
Board of the Cooley Landing Education Center grand opening on Saturday, April 16, 2016.
Chief Financial Officer Stefan Jaskulak provided an update on the District’s transition to the July
1st fiscal year start date and implementation of the in house payroll system. Mr. Jaskulak also
provided an update on the request for proposal process for the District’s selection of District
underwriter, bond counsel, etc.
Mr. Abbors reported he met with Assemblymember Mark Stone to discuss the Mt. Umunhum
Radar Tower. Also Mr. Abbors reported on the opening of Mindego Hill to the public.
C. Director Reports
The Board members submitted their compensatory reports.
Director Harris reported her attendance at the Redwood City Chamber of Commerce Progress
Seminar and commented on the high quality of the speakers there.
Director Riffle spoke at the recent training of the District’s docents and volunteer trail patrol.
Director Hassett thanked staff for their efforts in organizing the Mindego Hill Grand Opening.
Directors Harris, Riffle, Hanko, and Hassett reported their planned attendance for the Cooley
Landing Education Center grand opening on Saturday.
Director Kishimoto reported her attendance at recent Santa Clara Valley Water District Water
Commission and Santa Clara County LAFCo meetings and reported on recent decisions by those
Meeting 16-08 Page 8
agencies. Director Kishimoto also spoke at a San Mateo Farm Bureau meeting regarding grazing
and hiking and a Los Altos Hills Town Council meeting.
Director Kishimoto also reported her attendance at the Salmonid Restoration Conference.
ADJOURNMENT
President Kishimoto adjourned the regular meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 8:54 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk
page 1 of 4
CLAIMS REPORT
MEETING 16-09
DATE 04-27-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
72049 10094 - RESTORATION DESIGN GROUP, INC.Mt Um Summit/Guadalupe Overlook Design & Project Management 04/20/2016 112,842.99
72009 11369 - BANK OF THE WEST COMMERCIAL CARD USA $1,114.98 Business Lunch, Conf. Travel Expenditures 04/20/2016 50,372.64
$21.98 Binocular Caps 04/20/2016
$865.69 PRAC Conference, Software & Flags 04/20/2016
$2814.20 Concrete & Materials for Mt Um Trail 04/20/2016
$140.86 Shoes, Gate Remotes 04/20/2016
$1,345.26 Tools, First Aid and Field Supplies 04/20/2016
$1,075.41 Batteries, Chainsaw Fuel, hose fittings 04/20/2016
$907.30 Website Services, Advertising 04/20/2016
$480.18 Small Tools, Supplies & Tire repair 04/20/2016
$685.07 New appliance for rental residence 04/20/2016
$179.72 Truck tie downs 04/20/2016
$312.47 supplies Ntr Ctr; Wingding event supplies; PRAC traing 04/20/2016
$89.03 Volunteer Supplies 04/20/2016
$813.01 Office Supplies, name badges, subscriptions, conference 04/20/2016
$501.51 Trailer Parts & ATV Service 04/20/2016
$401.52 Postage, lodging for conference, County filing fees 04/20/2016
$134.66 Safety Equipment (Chaps)04/20/2016
$274.72 Burn Permit and Cleaning Supplies 04/20/2016
$3,408.99 IT Credit Card Purchases for 03/2016 04/20/2016
$6,980.88 County Permits (3,788.60), AO4 Furniture (3,030.07), Office Supplies, Con 04/20/2016
$530.00 Int'l Right of Way Assn. Training Courses 04/20/2016
$444.89 AO Kitchen Supplies, Conf. Travel, Office Equip.04/20/2016
$1,548.47 First Aid Supplies, Radio Chargers, Kitchen Supplies 04/20/2016
$256.36 FFO Kitchen Supplies, DHF Fencing 04/20/2016
$116.36 Kitchen Supplies 04/20/2016
$1,567.00 Quarterly Commuter Check Program, HR Training 04/20/2016
$392.03 Media Lunches, Book, Buttons 04/20/2016
$2,867.60 Conference, Shelving, Event Giveaways 04/20/2016
$7,820.47 Oljon Trail Permit (6,458.64), Trails Conf. Expense 04/20/2016
$1,067.33 Leg. Affairs panel lunch, Park forum registration 04/20/2016
$241.81 Switch, Mt Um Trail Building Materials 04/20/2016
$84.03 Volunteer Supplies 04/20/2016
$1,890.31 Field Supplies, Mt Um Trail and Summit Materials 04/20/2016
$23.50 Recruitment - interview panel refreshments 04/20/2016
$751.72 PTBA Conference, Lumber 04/20/2016
$816.24 Water hose reel and Electrical permit 04/20/2016
$358.85 Horse Trough, Vacuum (SAO & SA)04/20/2016
$368.52 Hotel Room, wheel litter repair and tools 04/20/2016
$577.80 PRAC, staff photo framing, refreshments for training 04/20/2016
$725.83 CA Red legged frog & Pesticide training / Books 04/20/2016
$504.64 MMANC membership for Tulee and Confrence Reimbursement 04/20/2016
$139.54 Binoculars 04/20/2016
$764.40 Lodging PTBA Conference 04/20/2016
$2,090.07 Accounting Printer and Computer Mice 04/20/2016
$36.50 Court of Alameda County Court Briefs 04/20/2016
$590.65 PARMA Conference Travel Expenses 04/20/2016
$312.47 Docent Program/Training, Nature Center, Meeting Supplies 04/20/2016
page 2 of 4
CLAIMS REPORT
MEETING 16-09
DATE 04-27-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
$237.80 Conference Travel/Food Expenditures 04/20/2016
$161.09 Flight for S. Abbors, food for Mt. Um tour 04/20/2016
$26.45 Office supplies 04/20/2016
72014 11539 - BELZ CONSTRUCTION Skyline Office Roof Repair, Remodel at 5755 Alpine Road - LHC 04/20/2016 48,626.73
71990 10307 - THE SIGN SHOP 4 Preserve Entrance Signs - FO, LR, PCR, PR, Preserve and Trail Signs 04/13/2016 27,437.37
71958 10137 - ESRI ArcGIS Software Upgrade and Maintenance Agreements 2016-17 04/13/2016 22,640.86
71971 10062 - MARK HYLKEMA SAO Archaeological Survey Consultant 04/13/2016 15,576.00
72012 10005 - ACTERRA Outdoor weed service projects Jan-Feb-Mar 2016 04/20/2016 12,522.22
72059 10590 - STALLINGS PAINTING CO Skyline Exterior Painting 04/20/2016 10,925.00
72067 11618 - TRAIL PEOPLE Highway 17 crossing conceptual design and feasibility 04/20/2016 10,865.73
71995 *10216 - VALLEY OIL COMPANY Fuel for District vehicles 04/13/2016 9,120.18
72069 11388 - WAGNER & BONSIGNORE Water Rights Historical Review - BCR 04/20/2016 8,060.25
71970 11631 - Larratt Bros Plumbing Inc Rogers property water line repairs - MB 04/13/2016 7,659.00
72019 10463 - DELL BUSINESS CREDIT Software + Notebook Purchases 04/20/2016 6,269.38
72045 10180 - PG & E Monthly Electricity/gas 04/16 multiple locations 04/20/2016 6,258.63
72060 11635 - Sterling Communications Network Cabling Installation for AO Server Room and AO4 04/20/2016 6,140.00
71956 10540 - CRAFTSMEN PRINTING Printing of Wingding Flyers/postcards, Maps, Envelopes, Bus. Cards 04/13/2016 5,546.25
72043 10925 - PAPE` MACHINERY Service on Tractor, Mini Excavator, Mower, T29 04/20/2016 5,097.32
71994 *10786 - U.S. BANK EQUIPMENT FINANCE Monthly Copier Lease for AO, AO2, SFO and FFO 04/13/2016 4,910.07
72062 10370 - STILES TRUCK BODY & EQUIPMENT Tool boxes for new trucks 04/20/2016 3,299.48
71950 11523 - PGA DESIGN, INC.Sears Ranch Staging Area Design Consulting - LHC 04/08/2016 3,036.55
72015 10840 - CALIFORNIA PENSION GROUP, LLC Consulting Services for Jan Feb Mar 2016 04/20/2016 3,000.00
72065 10307 - THE SIGN SHOP New vehicle logo installation 04/20/2016 2,956.32
71965 10123 - HOME DEPOT CREDIT SERVICES Field supplies/shop supplies/DHF supplies/welding supplies 04/13/2016 2,674.08
71986 10102 - SHUTE, MIHALY & WEINBERGER LLP Legal services for Ravenswood Bay Trail 04/13/2016 2,473.50
71997 *11118 - WEX BANK Fuel for District vehicles 04/13/2016 2,461.69
71991 10069 - THE WILFRED JARVIS INSTITUTE Organizational Effectiveness Consulting 04/13/2016 2,250.00
72063 10107 - SUNNYVALE FORD Replace mirror, Patrol truck brake service, P99 Repair 04/20/2016 1,958.18
72042 10578 - OLD REPUBLIC TITLE CO Escrow costs for Freudenberg purchase - SA 04/20/2016 1,914.00
71972 10190 - METROMOBILE COMMUNICATIONS 2 portable radios & supplies 04/13/2016 1,894.39
71957 11639 - El Camino Electrical Services AO4 Electrical Work 04/13/2016 1,877.00
71954 11509 - ASHRON CONSTRUCTION Mt Um Tower Additional Spall Repair - SAU 04/13/2016 1,850.00
72039 10073 - NORMAL DATA Database Consultant: Permits, Incidents/Citations, Grants 04/20/2016 1,687.50
72061 10302 - STEVENS CREEK QUARRY INC Lower Windy Hill/Purisima parking lots baserock for repairs 04/20/2016 1,615.29
72044 10253 - PETERSON TRACTOR CO Excavator Repair, CAT 301.8 Repair 04/20/2016 1,452.31
72031 11102 - KOENIG, PEGGY Reimbursement for CAPIO Conference, Event Expenses, Mileage 04/20/2016 1,444.50
71959 11151 - FASTENAL COMPANY New Bandsaw (FFO), Supplies 04/13/2016 1,422.96
72041 10076 - OFFICE TEAM Temp receptionist - Wk end 3/25/2016 04/20/2016 1,382.50
71974 10076 - OFFICE TEAM Temp receptionist - Wk end 3/18/2016 04/13/2016 1,378.65
72070 11176 - ZORO TOOLS Sewer service equipment, Tie downs & wide load signs 04/20/2016 1,309.17
71998 **10203 - WOODSIDE & PORTOLA PRIVATE PATROL Patrol Services - WH 04/13/2016 1,200.00
72017 11171 - COMMUNICATION ADVANTAGE Consulting: Oral Panel for Legislative position 04/20/2016 1,200.00
72010 10001 - AARON'S SEPTIC TANK SERVICE Public restroom vault pumping - SR, RR 04/20/2016 1,145.00
72028 11344 - HOLM BASE Tote bags for Cooley Landing event 04/20/2016 1,110.55
71978 11129 - PETERSON TRUCKS INC.M26, T07 Repair / Maintenance 04/13/2016 1,073.50
72024 10037 - FRANK BENEST Professional Services Providing Executive Coaching to GM 04/20/2016 1,000.00
71987 10152 - TADCO SUPPLY Janitorial Supplies (RSACP)04/13/2016 999.12
71953 11170 - ALEXANDER ATKINS DESIGN, INC.Design: Mindego Hill Funded by MAA Sign, Mindego Magnet 04/13/2016 995.00
page 3 of 4
CLAIMS REPORT
MEETING 16-09
DATE 04-27-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
71984 10097 - ROTO-ROOTER SERVICES COMPANY AO Plumbing Repair 04/13/2016 874.42
71948 11579 - BUCHANAN, VANESSA M Ranger Academy Per diem pmt - Jan 12 to Feb 28 04/08/2016 825.00
71949 11569 - JOHNSON, STEVEN Ranger Academy Per diem pmt - Jan 12 to Feb 28 04/08/2016 825.00
72034 11376 - LAND TRUST OF SANTA CRUZ COUNTY Highway 17 Corridor Wildlife Study 04/20/2016 820.00
71988 11295 - TAYLOR, ANDREW Muni Finance Officers Conference Expenses 04/13/2016 784.04
72026 *11551 - GREEN TEAM OF SAN JOSE Monthly Garbage Service (RSA), (SAO), (ES)04/20/2016 780.62
71955 10488 - CLEAN HARBORS ENVIRONMENTAL SE HazMat Disposal 04/13/2016 711.64
72047 10176 - RE BORRMANN'S STEEL CO Truck & trailer materials, Pressure treated wood waste bin 04/20/2016 690.72
72029 11106 - INTELLI-TECH 6mo Inspection for Server Room Fire Supression System 04/20/2016 643.00
71985 *10136 - SAN JOSE WATER COMPANY Monthly Water Service (RSACP)04/13/2016 606.10
71963 10325 - GILROY MOTORCYCLE CENTER Service/repair RTO 04/13/2016 588.52
72052 10324 - RICH VOSS TRUCKING INC Lower Windy Hill/Purisima parking lots baserock delivery for repairs 04/20/2016 571.30
71951 10141 - BIG CREEK LUMBER CO INC Sign posts for various preserves 04/11/2016 553.39
72027 11492 - HAWK DESIGN & CONSULTING Construction oversight for 5755 Alpine Road (Silva)04/20/2016 550.00
71993 *11038 - TYCO INTEGRATED SECURITY LLC Alarm Service (FFO)04/13/2016 514.44
72030 11041 - INTERSTATE ALL BATTERY CENTER - SILICON VALLEY Batteries for radios 04/20/2016 489.27
71980 10265 - PRIORITY 1 Remove equip. from old vehicle 04/13/2016 450.00
72032 10119 - KWIK KEY LOCK & SAFE CO INC Rekey AO4 lock, Copy vehicle keys 04/20/2016 435.73
72001 *10029 - CURT RIFFLE March Director meetings 04/14/2016 400.00
72004 *10050 - JED CYR March Director meetings 04/14/2016 400.00
72005 *10057 - LARRY HASSETT March Director meetings 04/14/2016 400.00
72007 *10084 - PETE SIEMENS March Director meetings 04/14/2016 400.00
72056 11117 - SANTA CLARA COUNTY/CITIES MANAGERS' ASSOCIATION SCCMA 2016 Membership Dues 04/20/2016 400.00
71967 11070 - JENKINS, WARREN Tuition Reimbursement 04/13/2016 396.51
71966 10043 - HOWARD ROME MARTIN & RIDLEY LLP Legal services for Mahronich vs Presentation Center - BCR 04/13/2016 381.90
72033 10056 - LANCE BAYER Training - Legal Update 04/20/2016 375.00
72058 11627 - SOUTH BAY ACCESS SOLUTIONS Corte De Madera and Northridge Gate Service 04/20/2016 375.00
72057 10447 - SIMMS PLUMBING & WATER EQUIPMENT Clear sewer line at rental residence - MB 04/20/2016 351.70
72011 10240 - ACE FIRE EQUIPMENT & SERVICE INC Fire extinguishers and brackets for new trucks 04/20/2016 350.13
72020 10036 - DON WADE ELECTRIC CO Electrical Repair (FFO)04/20/2016 335.00
71964 11492 - HAWK DESIGN & CONSULTING Consulting site visit at Silva property 04/13/2016 330.00
71999 11176 - ZORO TOOLS Chain Cutters for new truck 04/13/2016 304.62
72006 *10072 - NONETTE HANKO March Director meetings 04/14/2016 300.00
72051 11634 - RICH JARVIS PHOTOGRAPHY Photography Services: Mindego Hill Event 3.30.16 04/20/2016 300.00
71962 11464 - GEOFORENSICS INC.Plan check and architectural drawing for El Sereno House 04/13/2016 250.00
72048 11504 - REI Return of refundable deposit for event 04/20/2016 250.00
72066 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Guard Rail Replacement Section (SA)04/20/2016 240.00
71968 10490 - KOOPMANN, CLAYTON Cell phone reimbursement Apr 2015 - Jan 2016 04/13/2016 200.00
72000 *10018 - CECILY HARRIS March Director meetings 04/14/2016 200.00
72008 *10118 - YORIKO KISHIMOTO March Director meetings 04/14/2016 200.00
71952 11575 - ADLAO, DAMON Mileage Reimbursement 04/13/2016 189.54
72035 11326 - LEXISNEXIS MATTHEW BENDER Subscription Online Service March 2016 04/20/2016 188.84
72002 10243 - DOWNING, BRENDAN Cell phone reimbursement 04-2015 through 02-2016 04/14/2016 180.24
72064 10152 - TADCO SUPPLY Janitorial Supplies (RSA)04/20/2016 161.73
71996 10796 - WEMORPH INC Printing Medical Response Worksheets 04/13/2016 155.01
71961 10168 - G & K SERVICES INC Shop Towel Service (FFO & SFO)04/13/2016 151.63
72023 10169 - FOSTER BROTHERS SECURITY SYSTEMS District Keys 04/20/2016 144.53
71977 10080 - PALO ALTO MEDICAL FOUNDATION Medical Exam - HR Dept 04/13/2016 125.00
page 4 of 4
CLAIMS REPORT
MEETING 16-09
DATE 04-27-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
72038 *10664 - MISSION TRAIL WASTE SYSTEMS AO Garbage 04/20/2016 123.59
72003 10341 - HOOPER, STAN Cell phone reimbursement October 2015-March 2016 04/14/2016 120.00
72053 10130 - ROESSLER, CINDY Cell Phone Reimbursement Oct 2015 - Mar 2016 04/20/2016 120.00
71982 *11526 - REPUBLIC SERVICES Garbage services at rental residence - ECM 04/13/2016 116.30
*11530 - COASTSIDE.NET Internet service 04/20/2016 109.00
72050 10228 - RHF INC Repair radar unit 04/20/2016 109.00
72037 11562 - LUCAS, JESSICA PRAC expenses Reimbursement 04/20/2016 101.32
71981 *10261 - PROTECTION ONE Alarm Services-Monthly/Quarterly 04/13/2016 79.55
71976 *10481 - PACIFIC TELEMANAGEMENT SERVICE Black Mtn. Pay Phone 04/13/2016 78.00
71989 *10162 - TERMINIX PROCESSING CENTER AO Pest Control/Monthly 04/13/2016 77.00
71973 10670 - O'REILLY AUTO PARTS Vehicle Maintenance Supplies 04/13/2016 75.03
72055 *10136 - SAN JOSE WATER COMPANY Water services for rental residence 04/20/2016 74.02
72022 10174 - FORESTRY SUPPLIERS INC Storage bags for equipment 04/20/2016 65.85
71975 10271 - ORLANDI TRAILER INC Trailer Hitch Part 04/13/2016 65.14
72021 11151 - FASTENAL COMPANY Spray paint for tool boxes 04/20/2016 63.23
71992 11606 - TULEE, LISA Cell Phone Reimbursement Jan-Feb-Mar 2016 04/13/2016 60.00
72054 10182 - ROYAL BRASS INC Air compressor fittings 04/20/2016 59.85
71983 *11426 - RIDGE WIRELESS INC.Monthly FFO Internet Service 04/13/2016 50.00
71969 10119 - KWIK KEY LOCK & SAFE CO INC Mailbox Lock & Keys 04/13/2016 49.97
72018 11210 - DATA SAFE AO Shredding Services 04/20/2016 40.00
72036 11154 - LOS ALTOS POLICE FALSE ALARM REDUCTION PROGRAM AO- False Alarm/Alarm Services 04/20/2016 37.00
71960 10169 - FOSTER BROTHERS SECURITY SYSTEMS Keys 04/13/2016 32.63
72046 *10134 - RAYNE OF SAN JOSE Water Service (FOOSP)04/20/2016 26.25
72025 11643 - GARCIA, MELISSA Refreshments for Public Meeting - Sears Ranch Parking - LHC 04/20/2016 23.95
72068 10165 - UPS Shipping charges 04/20/2016 23.69
72040 10670 - O'REILLY AUTO PARTS Vehicle fuel cap 04/20/2016 13.31
71979 *10180 - PG & E Electricity charges for rental residence 04/13/2016 10.15
72013 10183 - BARRON PARK SUPPLY CO INC Plumbing Parts (AO)04/20/2016 9.79
GRAND TOTAL 444,895.05$
*Annual Claims
**Hawthorn Expenses
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
R-16-54
Meeting 16-09
April 27, 2016
AGENDA ITEM 3
AGENDA ITEM
Reclassification of District Clerk position to District Clerk/Assistant to the General Manager
GENERAL MANAGER’S RECOMMENDATION
Adopt a resolution reclassifying the District Clerk position to a District Clerk/Assistant to the
General Manager position in the General Manager’s Office.
SUMMARY
Ongoing organizational changes and increasing complexity of the responsibilities of the District
Clerk position prompted a reevaluation of the District Clerk position and its functions. The
District Clerk has been assigned the lead role in developing and drafting Board policies and
administrative procedures, completing analytical research, and formulating reasoned
recommendations for the General Manager and Board of Directors.
DISCUSSION
The General Manager’s Office handles a variety of duties which do not easily fit into any one
functional department. The department researches organizational efficiencies and effectiveness
on a large scale and is often tasked with conducting unique research on technical and functional
levels. In order to accomplish these tasks, it is necessary to have an employee that can perform
analytical duties, conduct high level, independent research and make reasoned recommendations
to be considered by the General Manager and Board of Directors.
Establishing a District Clerk/Assistant to the General Manager classification in the General
Manager’s Office would expand the existing District Clerk classification to perform a wide
variety of duties in the department not adequately represented by other classifications and
focused particularly on responsiveness to the Board via the General Manager. The District
Clerk/Assistant to the General Manager classification would incorporate the full range of
knowledge, skills and responsibilities of the incumbent in the General Manager’s Office and
requires the incumbent to exercise independent judgment in the execution of duties which are
often sensitive and impact District-wide operations across all departments related to all activities
that feed into most aspects of Board operations. Under general direction from the General
Manager, the position will provide complex professional, confidential, and analytical assistance;
manage and coordinate activities for the General Manager that assist in the administration of the
District and the Board of Directors; and perform related tasks. This position also interacts with
executive management, elected officials and representatives of outside organizations.
R-16-54 Page 2
The District Clerk has already taken on this new role working on several projects including:
• Drafting bylaws and leading the recruitment and appointment process for the Measure
AA Bond Oversight Committee.
• Researching norms and best practices for government agencies throughout the state to
develop and draft Board policies and Administrative procedures to reflect those ideal
standards.
• Analyzing budget trends for the General Manager’s department and throughout the
District to inform and make recommendations for future budgets.
• Providing high level analysis of ongoing projects for the General Manager.
• Cross-training the Executive Assistant/Deputy District Clerk on best practices, the
District’s standard operating procedures, and applicable state laws and regulations
necessary for the position. Additionally, working with the Executive Assistant/Deputy
District Clerk to accomplish several projects in the upcoming fiscal year to ensure
continuity of operations, including developing a procedures manual for the District Clerk
duties, assembling the documents necessary for continued District and Board action in
the event of an emergency, and creation of an on-boarding program for Board members.
• Supervising the Executive Assistant/Deputy District Clerk and providing input for her
annual performance evaluation, including setting professional development goals and
encouraging additional training provided by the California Special District’s Association
and International Institute of Municipal Clerks.
Human Resources has reviewed the proposed changes and indicates that a salary range five
percent above the current District Clerk position appropriately reflects the new job requirements
and responsibilities, allowing the District to remain competitive within the local labor market for
similar positions in comparator agencies.
The position description for the proposed District Clerk/Assistant to the General Manager
classification is included as Attachment A to this report and the proposed salary range is $8,099
to $10,115 monthly (Attachment B).
FISCAL IMPACT
The additional $5,800 for FY2015-16 will be covered by savings from the vacant Senior Administrative
Assistant position. For FY2016-17, the cost will be incorporated into the Proposed Budget.
PUBLIC NOTICE
Notice was provided pursuant to the Brown Act. No additional notice is necessary.
CEQA COMPLIANCE
No compliance is required as this action is not a project under the California Environmental
Quality Act (CEQA).
R-16-54 Page 3
NEXT STEPS
The incumbent has been performing the duties attached in the job description and referenced
above. Upon Board approval, the District’s Classification and Compensation Plan will be
amended accordingly.
Attachment
1. District Clerk /Assistant to the General Manager Classification Job Description
2. Resolution Amending District’s Classification and Compensation Plan
Prepared by:
Steve Abbors, General Manager
Contact person:
Candice Basnight, Human Resources Supervisor
Attachment 1
Midpeninsula Regional Open Space District
DISTRICT CLERK/ASSISTANT TO THE GENERAL MANAGER
DEFINITION
Under general direction, plans, organizes, and oversees the activities, services, and operations of the
District Clerk function, including preparation of District Board agendas, minutes, actions, ordinances, and
resolutions, maintaining official District documents and records, and conducting District elections; drafts,
revises and manages Board policies and related administrative procedures; provides direct supervision
and training for the Deputy District Clerk; provides highly responsible and complex administrative
support to the General Manager and the District Board; coordinates assigned activities with those of other
District departments; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the General Manager. Exercises general supervision over the Deputy
District Clerk and other assigned staff.
CLASS CHARACTERISTICS
This is a single-position classification that is responsible for the administration and daily operations of the
District Clerk function. This classification performs a variety of administrative duties, including
development of Board agenda packets, administration of filings, records management, and conducting
District elections. Successful performance of the work requires knowledge of public policy, municipal
functions and activities, including the role of an elected Board of Directors, and the ability to develop,
oversee, and implement projects and programs in assigned areas. Responsibilities include coordinating
the activities with other departments and outside agencies and overseeing complex and varied functions.
Additional responsibilities include performing a wide variety of assignments necessary to the operation of
the District, including performing complex policy analysis and managing projects and programs of a
District-wide nature involving representation of the General Manager’s Office. The incumbent is
accountable for accomplishing planning and operational goals and objectives and for furthering District
goals and objectives within general policy guidelines. The incumbent may act as a liaison between the
District, outside agencies, and the public as needed to advance the goals of the District.
EXAMPLES OF ESSENTIAL FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different
positions and to make reasonable accommodations so that qualified employees can perform the essential
functions of the job.
(Illustrative Only)
Attends all regular and standing Board of Director meetings; records all official proceedings; prepares
public notifications, agendas, minutes, and other documents; certifies ordinances, resolutions,
agreements, and other official documents; publishes, files, and indexes all proceedings of the District
Board.
Administers the public hearing process for the District Board of Director meetings; coordinates
development of public hearing packets and public notices of hearings in accordance with various
government code requirements and legal deadlines.
Oversees the operations of the District-wide records management program and records preservation
and destruction; sets and ensures legal compliance retention schedules for District records; develops
District Clerk/Assistant to the General Manager
Page 2 of 4
and updates records retention policies and procedures; researches District documents, historical
information, and other information as needed; attests, indexes, and files all legislative actions.
Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown
Act; reviews and monitors legal requests for records; ensures that all public records are open to
inspection at all times during office hours and that every person’s right to inspect any public record of
the District is upheld.
Conducts District elections and special elections; ensures conformance with the California Elections
Code, Political Reform Act, and other government codes; prepares candidates’ notebooks and
provides necessary information to candidates, committees, and the public.
Serves as filing officer for the Fair Political Practices Commission (FPPC) for campaign disclosure
filings; maintains election documents for public inspection; declares election results; administers and
files oaths of office.
Maintains custody of the District Seal, ensuring authentication of only approved documents.
Assists in the development and implementation of District-wide goals, objectives, policies, and
priorities for assigned programs; recommends and administers policies and procedures.
Directs and coordinates the work plan for the assigned staff; meets with staff to identify and resolve
problems; assigns work activities and projects; monitors work flow; reviews and evaluates work
products, methods, and procedures.
Participates in the selection of, trains, motivates, and evaluates assigned personnel; provides or
coordinates staff training; works with employees on performance issues; implements discipline and
termination procedures.
Monitors operations and activities of assigned programs; recommends improvements and
modifications and prepares various reports on operations and activities.
Represents the District Clerk function to other departments, elected officials, and outside agencies;
explains and interprets assigned programs, policies, and activities; negotiates and resolves significant
and controversial issues.
Prepares and directs the preparation of a variety of correspondence, agendas, reports, procedures,
ordinances, and other written materials.
Manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and
speed under the pressure of time-sensitive deadlines. Assists the General Manager in developing
recommendations on a wide variety of District programs; conducts special studies as assigned.
Attends and participates in professional group meetings and committees; stays abreast of new trends
and innovations related to the Clerk function.
Monitors changes in laws, regulations, and technology that may affect District or program operations;
implements policy and procedural changes as required.
Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and
alternative recommendations.
Performs project and policy analysis which includes: conducting research; determining and raising
pertinent issues; summarizing findings; presenting results to senior staff, citizens and Board of
Directors; and administering programs.
Manages interdepartmental teams and other staff as assigned on complex projects and studies; assist
in ensuring timelines and given budgets are met. Collect, compile, and analyze information from
various sources on a variety of topics; coordinate with the Legislative/External Affairs Specialist on
the impacts of specific, proposed legislation; prepare comprehensive reports to present and interpret
data; identify alternatives and make and justify recommendations.
Follow oral and written instructions and convey same to Deputy District Clerk, department managers,
and other staff in the organization directed by the General Manager.
Performs other duties as assigned.
District Clerk/Assistant to the General Manager
Page 3 of 4
QUALIFICATIONS
Knowledge of:
Principles and practices of employee supervision, including work planning, assignment, review and
evaluation, discipline, and the training of staff in work procedures.
Principles, practices, and procedures related to public agency record keeping and the District Clerk
function.
Records management principles and practices, including legal requirements for recording, retention,
storage, and disclosure.
Organization and function of public agencies, including the role of an elected Board and appointed
committees and commissions.
Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies
and procedures relevant to assigned area of responsibility, including Public Records Act, Freedom of
Information Act, and Brown Act, FPPC procedures and regulations, and election laws and
procedures.
Research and reporting methods, techniques, and procedures.
Technical report writing and preparation of correspondence.
Modern office practices, methods, computer equipment, and computer applications related to work,
including word processing and spreadsheet software.
English usage, spelling, vocabulary, grammar, and punctuation.
Techniques for providing a high level of customer service to public and District staff, in person and
over the telephone.
Ability to:
Assist in developing and implementing goals, objectives, practices, policies, procedures, and work
standards.
Organize, implement, and direct District Clerk functions and activities.
Develop, plan, coordinate, and implement records management program suited to the needs of the
District and in compliance with Federal, State, and local laws, rules, and regulations.
Coordinate municipal elections within legal guidelines.
Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies,
procedures, and other written materials.
Understand the organization and operation of the District and of outside agencies as necessary to
assume assigned responsibilities.
Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules,
regulations, policies, and procedures.
Supervise, train, plan, organize, schedule, assign, review, and evaluate the work of staff.
Maintain confidentiality and be discreet in handling and processing confidential information and data.
Compose correspondence and reports independently or from brief instructions.
Research, analyze, and summarize data and prepare accurate and logical written reports.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner;
organize own work, set priorities, and meet critical time deadlines.
Operate office equipment and computer applications related to the work.
Use English effectively to communicate in person, over the telephone, and in writing.
Balance conflicting political goals and direction with an outcome of positive direction for the
organization.
Effectively administer, prioritize, and manage a variety of departmental and District-wide programs,
activities, and special assignments.
Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
District Clerk/Assistant to the General Manager
Page 4 of 4
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and
abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from an accredited four-year college or university with major coursework in
public administration, business administration, or a closely related field and four (4) years of increasingly
responsible secretarial or administrative experience in a municipal government agency, preferably within
a District and/or City Clerk’s office. Certified Municipal Clerk designation preferred.
Licenses and Certifications:
Possession of a valid California Driver’s License.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a
computer; vision to read printed materials and a computer screen; and hearing and speech to communicate
in person, before groups, and over the telephone. This is primarily a sedentary office classification
although standing in and walking between work areas may be required. Finger dexterity is needed to
access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office
equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers
open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push,
and pull materials and objects weighing up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions,
and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or
public and private representatives in interpreting and enforcing departmental policies and procedures.
EFFECTIVE: December 2011
REVISED: April 2016
FLSA: Exempt
Attachment 2
Resolutions/2016/16-__Amend C&C Clerk/Asst to GM 1
RESOLUTION NO. XX-__
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT AMENDING
THE CLASSIFICATION & COMPENSATION PLAN TO ADD THE
CLASSIFICATION OF DISTRICT CLERK/ASSISTANT TO THE
GENERAL MANAGER
WHEREAS, the General Manager has proposed an amendment to the Midpeninsula
Regional Open Space District Classification and Compensation Plan to reflect current
comparative data; and
WHEREAS, the Board of Directors having considered such proposal and
recommendation;
NOW, THEREFORE, the Board of Directors of Midpeninsula Regional Open Space
District does hereby resolve as follows:
1. The Classification and Compensation Plan of the Midpeninsula Regional Open Space
District shall be amended to add the classification of District Clerk/Assistant to the
General Manager as reflected below:
Classification
Title
Step
Range
#
Hourly
Range $
Minimum
Monthly
Range $
Maximum
Annual
Range $
Minimum
Time
Maximum
Annual
Minimum
Annual
Maximum
Time
Base
District
Clerk/Assistant
to the General
Manager
43 46.725 58.356 8,099 10,115 97,188 121,380 Full-time
2. Except as herein modified, the Classification and Compensation Plan, Resolution No.
15-18 as amended, shall remain in full force and effect.
3. This resolution shall be effective April 28, 2016.
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on _____, 2016, at a regular meeting thereof, by the following vote:
* * * * * * * * * * * * * * * * * * * *
AYES:
NOES:
ABSTAIN:
ABSENT:
Attachment 2
Resolutions/2016/16-__Amend C&C Clerk/Asst to GM 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
R-16-55
Meeting 16-09
April 27, 2016
AGENDA ITEM 4
AGENDA ITEM
Reclassification of an Executive Assistant position to Executive Assistant/Deputy District Clerk
in the General Manager’s Office
GENERAL MANAGER’S RECOMMENDATION
Adopt a resolution adding the Executive Assistant/Deputy District Clerk to the District’s
Classification and Compensation Plan.
SUMMARY
On November 9, 2011, the Board of Directors approved the position of Executive Assistant to
the District’s Classification and Compensation Plan. Due to changes in the workload and
complexity of responsibilities in the General Manager’s Office, the General Manager directed
staff to re-evaluate the position of Executive Assistant. The evaluation identified the need to
reclassify the existing position to create a new classification of Executive Assistant/Deputy
District Clerk.
The findings of the reclassification study affirmed that the incumbent performs the full range of
professional duties as described in the draft Executive Assistant/Deputy District Clerk job
description (Attachment A) as well as duties that reflect a greater role in supporting the District
Clerk, including provide backup support for the District Clerk and attend meetings during
absences; maintain the official records of the District; respond to public records requests; ensure
compliance with the provisions of the Open Meetings law; and provide administrative support to
the District Clerk.
DISCUSSION
Prior to the austerity measure implemented during the recession in 2011, the District had a
Deputy District Clerk/Office Manager in addition to a District Clerk. After the resignation of the
incumbent Deputy District Clerk, the position was converted to a Senior Accounting Technician
to address a more critical workload need that resulted from implementation of the Integrated
Accounting and Financial System (IAFS). Establishing an Executive Assistant/Deputy District
Clerk classification in the General Manager’s Office and in direct support to the General
Manager would create a classification to perform a wide variety of technical duties in the
department not adequately represented by other classifications and recreate the Deputy District
Clerk capacity. The current position more closely aligns with the level of Executive
Assistant/Deputy District Clerk classification which defines the full range of knowledge, skills
R-16-55 Page 2
and responsibilities of the incumbent in the General Manager’s Office and exercise a significant
degree of independence of action and decision-making. This position also interacts with
executive management, elected officials and representatives of outside organizations.
Human Resources has reviewed the proposed changes and indicates that a salary range five
percent above the current Executive Assistant position appropriately reflects the new job
requirements and responsibilities, allowing the District to remain competitive within the local
labor market for similar positions in comparator agencies.
The position description for the proposed Executive Assistant/Deputy District Clerk
classification is included as Attachment A to this report and the proposed salary range is $5,756
to $7,187 monthly (Attachment B). This position is the highest level of the Administrative
Assistant series which also includes the Administrative Assistant and Senior Administrative
Assistant classifications.
FISCAL IMPACT
The total annual cost (salary and benefits) of the Executive Assistant/Deputy District Clerk
position will range from approximately $106,268 to $123,440. For FY2015-16, a total of
$113,753 is budgeted for the position (for the 12-month period from July 1, 2015 to June 30,
2016).
PUBLIC NOTICE
Notice was provided pursuant to the Brown Act. No additional notice is necessary.
CEQA COMPLIANCE
No compliance is required as this action is not a project under the California Environmental
Quality Act (CEQA).
NEXT STEP
The incumbent has been performing the duties attached in the job description and referenced
above. Upon Board approval, the District’s Classification and Compensation Plan will be
amended accordingly.
Attachment
1. Executive Assistant/Deputy District Clerk Classification Description
2. Resolution Amending the District’s Classification and Compensation Plan
Prepared by:
Steve Abbors, General Manager
Contact person:
Candice Basnight, Human Resources Supervisor
Attachment 1
Midpeninsula Regional Open Space District
EXECUTIVE ASSISTANT/DEPUTY DISTRICT CLERK
DEFINITION
Under the direction of the General Manager, independently performs a full range of highly responsible,
confidential, and complex administrative duties supporting the General Manager; coordinates assigned
programs, projects, and services with other District departments and outside agencies. Assists the District
Clerk in preparing board agendas and packets, assists in maintaining official District records, may assist
in coordinating District election processes; provide professional and/or administrative support to the
Board of Directors and the Office of the General Manager, as required. This position may be deputized by
the District Clerk to act in the capacity of the District Clerk under the authority of the City Clerk, pursuant
to the provisions of the California Government Code.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the General Manager. May exercise general supervision over assigned
staff.
CLASS CHARACTERISTICS
This confidential position is the highest-level administrative support class assigned to the General
Manager’s Office. This Incumbent performs a variety of administrative and project coordination support
work for the General Manager, Controller, Board of Directors, and associated staff. The work requires
extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of
District activities, and the ability to conduct independent projects. This class is distinguished from other
office administrative classes in that the nature, scope, and diversity of responsibilities originating at a
District-wide level requiring a broader understanding of District functions and the capability of relieving
District management staff of day-to-day administrative and coordinative duties. This classification
performs a variety of administrative duties, including providing assistance to the District Clerk, performing
required duties for District’s Board meetings, preparing agenda packets; and functioning as the District Clerk
in
his/her absence.
EXAMPLES OF ESSENTIAL FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different
positions and to make reasonable accommodations so that qualified employees can perform the essential
functions of the job.
(Illustrative Only)
Ensures the office administrative functions of the General Manager’s office are effectively carried
out.
Performs a wide a variety of general administrative and clerical duties to support the General
Manager, including transcribing, researching, and creating summaries, recommendations, resolutions,
proclamations, and memos; printing and assembling monthly reports; researching databases; and
sorting mail.
Maintains and coordinates the schedule and calendar of the General Manager as directed; schedules
meetings; schedules and tracks appointments with other departments.
Assists the District Clerk in preparation and delivery of the District Board agendas, meeting notices,
resolutions and related materials;
Executive Assistant/Deputy District Clerk
Page 2 of 4
Assist the District Clerk with Board and Committee meeting coordination and provides a variety of
support to District Board and committees, including reserving meeting rooms, maintaining access
reports, and following-up on decisions as required; ensures compliance with the Brown Act;
maintains committee directories.
Participates in entering invoices and expenditures into the database, creating requisitions, updating
vendor information, and generating various reports.
Researches, compiles, organizes, and analyzes information and data for special projects and various
reports, publications, and newsletters; designs and implements forms; prepares written materials to
explain District programs and procedures.
Assists in gathering, assembling, updating, and distributing a variety of information, forms, records,
and data as requested, including vital records, District Regulation and Administrative Policy updates,
and Board policies; assists in preparing and maintaining a variety of databases and reports.
Attends to a variety of office administrative details, such as keeping informed of departmental
activities, transmitting information, attending meetings, and serving on various task forces and
committees.
Operates standard office equipment, including job-related computer hardware and software
applications, facsimile equipment, and multi-line telephones; may operate other department-specific
equipment.
Organizes and maintains various administrative, reference, and follow-up files; purges files as
required.
Screens calls, visitors, and mail; responds to complaints and requests for information; assists in
interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response
to inquiries and complaints from the public; directs callers to appropriate District staff.
Checks and tabulates standard arithmetic or statistical data; may summarize such information and
prepare periodic numerical reports.
Verifies and reviews forms and reports for completeness and conformance with established
regulations and procedures; applies departmental and program policies and procedures in determining
completeness of applications, records, and files.
Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and
memoranda, including agenda items, bid documents, and documents associated with capital
improvement projects; types from rough drafts, verbal instructions, or transcribing machine
recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to
drafts.
Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in
department and/or central files.
Provides training to lower-level and new staff as required.
Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and
alternative recommendations.
Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
Practices and methods of office management and administration, including the use of standard office
equipment.
Basic principles and practices of supervision and training.
Organization and function of public agencies, including the role of an elected Board of Directors and
appointed committees.
Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies
and procedures relevant to assigned area of responsibility.
Principles and procedures of record keeping and reporting.
Executive Assistant/Deputy District Clerk
Page 3 of 4
Principles and practices of data collection and report preparation.
Business letter writing and the standard format for reports and correspondence.
Business mathematics and basic statistical techniques.
Modern office practices, methods, and computer equipment and applications related to the work,
including word processing, database, and spreadsheet applications.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors, and District staff.
Ability to:
Maintain confidentiality and be discreet in handling and processing confidential information and data.
Interpret, apply, explain and ensure compliance with applicable Federal, State, and local laws, rules,
regulations, policies, and procedures, as well as complex administrative and departmental policies and
procedures.
Performs District Clerk functions when the District clerk is absent, including attending District Board
meetings and preparing District minutes.
Perform essential duties of the District Clerk in her/his absence, including those involved with Board
and Committee meetings.
Perform responsible administrative support work with accuracy, speed, and general supervision.
Provide varied and responsible office administrative work requiring the use of tact and discretion.
Understand the organization and operation of the District and of outside agencies as necessary to
assume assigned responsibilities.
Compose correspondence and reports independently or from brief instructions.
Understand and carry out complex oral and written directions.
Research, analyze, and summarize data and prepare accurate and logical written reports.
Make accurate arithmetic, financial, and statistical computations.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Establish and maintain a variety of filing, record keeping, and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner;
organize own work, set priorities, and meet critical time deadlines.
Operate office equipment and computer applications related to the work.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal
guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and
abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade supplemented by two (2) years of college-level
coursework in business or secretarial science, and three (3) years of responsible secretarial experience
involving assisting executive management or a high-level official with administrative duties such as
typing, filing, calendar coordination, public relations, and project coordination tasks.
Licenses and Certifications:
Possession of a valid California Driver’s License.
Certified Municipal Clerk Designation preferred
Executive Assistant/Deputy District Clerk
Page 4 of 4
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a
computer; vision to read printed materials and a computer screen; and hearing and speech to communicate
in person, before groups, and over the telephone. This is primarily a sedentary office classification
although standing in and walking between work areas may be required. Finger dexterity is needed to
access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office
equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers
open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push,
and pull materials and objects weighing up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions,
and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or
public and private representatives in interpreting and enforcing departmental policies and procedures.
EFFECTIVE: October 2011
REVISED: April 2016
FLSA: Exempt
Attachment 2
Resolutions/2016/16-__Amend C&C ExecAsst/DeputyClerk 1
RESOLUTION NO. XX-__
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT AMENDING
THE CLASSIFICATION & COMPENSATION PLAN TO ADD THE
CLASSIFICATION OF EXECUTIVE ASSISTANT/DEPUTY DISTRICT
CLERK
WHEREAS, the General Manager has proposed an amendment to the Midpeninsula
Regional Open Space District Classification and Compensation Plan to reflect current
comparative data; and
WHEREAS, the Board of Directors having considered such proposal and
recommendation;
NOW, THEREFORE, the Board of Directors of Midpeninsula Regional Open Space
District does hereby resolve as follows:
1. The Classification and Compensation Plan of the Midpeninsula Regional Open Space
District shall be amended to add the classification of Executive Assistant/Deputy
District Clerk as reflected below:
Classification
Title
Step
Range
#
Hourly
Range $
Minimum
Monthly
Range $
Maximum
Annual
Range $
Minimum
Time
Maximum
Annual
Minimum
Annual
Maximum
Time
Base
Executive
Assistant/Deputy
District Clerk
29 33.208 41.463 5,756 7,187 69,072 86,244 Full-time
2. Except as herein modified, the Classification and Compensation Plan, Resolution No.
15-18 as amended, shall remain in full force and effect.
3. This resolution shall be effective April 28, 2016.
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on _____, 2016, at a regular meeting thereof, by the following vote:
* * * * * * * * * * * * * * * * * * * *
AYES:
NOES:
ABSTAIN:
ABSENT:
Attachment 2
Resolutions/2016/16-__Amend C&C ExecAsst/DeputyClerk 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
R-16-56
Meeting 16-09
April 27, 2016
AGENDA ITEM 5
AGENDA ITEM
Contracts to Complete Phase I Planning and Environmental Review and Phase II Design and
Engineering for the Bay Trail Connection Project at Ravenswood Open Space Preserve
GENERAL MANAGER’S RECOMMENDATIONS
1. Authorize the General Manager to enter into a new contract with Callander Associates
Landscape Architecture, Inc., to complete Phase I Conceptual Planning and Environmental
Review for the Bay Trail Project at Ravenswood Open Space Preserve for a not-to-exceed
contract amount of $32,195.
2. Authorize the General Manager to enter into a professional services contract with Callander
Associates Landscape Architecture, Inc., for Phase II Design and Engineering Services for
the Bay Trail Project at Ravenswood Open Space Preserve for an amount of $346,844. In
addition, authorize a 15% contingency of $52,026 to cover unforeseen requirements, for a
not-to-exceed total contract amount of $398,870.
SUMMARY
The Ravenswood Bay Trail Project (Project) will close a gap in the San Francisco Bay Trail,
linking Ravenswood Open Space Preserve (Preserve) with University Avenue in East Palo Alto
and Menlo Park.
Since 2010, the Midpeninsula Regional Open Space District (District) has been working with
Callander Associates Landscape Architecture, Inc., (Callander) on Phase I Conceptual Planning
and Environmental Review for the Project. Phase I work includes the development of a
conceptual trail design and preparation of the environmental review document and is needed to
secure a trail easement from the landowner, the City and County of San Francisco (San
Francisco). The prior contract with Callander expired on March 31, 2016 and to complete the
Phase I scope, the General Manager recommends awarding a new contract to Callander for
$32,195. This amount, when added to the original contract, would bring the total Phase I
Conceptual Planning and Environmental Review services cost to $163,248.70.
Phase I
Phase II work will include development of the final trail design and construction documents. To
initiate Phase II, a Request for Qualifications and Proposals (RFQP) was released on March 4,
2016. Based on the results of the RFQP process, the General Manager recommends awarding a
separate Phase II Design and Engineering services contract to Callander. The total not-to-exceed
contract amount with standard contingency is $398,869. The Fiscal Year (FY) 2015-16 budget
Phase II
R-16-56 Page 2
includes funds sufficient to cover costs associated with both contracts through the end of this
fiscal year, with additional funds to be requested as part of the FY2016-17 Budget to complete
this project by implementing the long-sought closure of this critical gap in the Bay Trail.
MEASURE AA
A 5-year Measure AA Project List was approved by the Board at their October 29, 2014 meeting
and includes Project #2-2 (Ravenswood Bay Trail Public Access, Project). This project serves
the goals of Measure AA Portfolio #2 by completing a critical gap in the Bay Trail. Measure AA
Portfolio #2 includes $5,052,000 to complete gaps in the Bay Trail, develop city-to-bay trails,
support wetland restoration and associated interpretive facilities, and preserve additional bay
front open space. Measure AA funds will fill funding gaps for the Project beyond the grant
funds already secured to date of $1,400,000.
DISCUSSION
On July 14, 2010, the District Board of Directors approved an exchange agreement with San
Francisco whereby (1) the District would grant to San Francisco a subsurface tunnel easement
underneath the Preserve to accommodate a new water pipeline spanning San Francisco Bay and
(2) in exchange San Francisco would grant to the District an open space easement across a
portion of the adjacent San Francisco lands with the intention of converting this open space
easement into a public trail easement in the future (R-10-65). The proposed trail easement would
secure the right-of-way necessary to connect the Bay Trail in the Preserve to University Avenue,
and close a critical 0.6 mile gap in the Bay Trail.
The District has worked with Callander on Phase I of the Project to identify and evaluate the new
trail alignment, trail design alternatives, and develop a conceptual plan. The Phase I scope of
work also includes preparation of the environmental review document to satisfy the District’s
obligation as lead agency under the California Environmental Quality Act. The resulting
conceptual plan and environmental review document provide the information necessary to enable
the District and San Francisco to fully evaluate and consider the granting and acceptance of a
public trail easement.
Phase I
The District entered into contracts with Callander in November 2010 and June 2014 for a total
amount of $151,009 for Phase I Planning and Environmental Review for the Project. The
District’s contract with Callander expired on March 31, 2016 with $19,955.29 of authorized
funding remaining. Given that the original contract has expired, a new contract for an amount
not-to-exceed $32,195 is needed to allow Callander to complete the environmental review
document, as well as account for multiple rounds of drafts and edits to adequately respond to
comments from San Francisco and the public.
A RFQP for Phase II work, development of the final trail design and construction documents,
was released on March 4, 2016 and sent to eight (8) landscape architecture firms and posted on
the District website. Three proposals were received and evaluated as follows:
Phase II
R-16-56 Page 3
Firm Location Proposal Amount
Callander Associates Landscape Architecture San Mateo $334,944
PGAdesign Oakland $341,353
Restoration Design Group Berkeley $375,862
Based on a thorough evaluation, Callander was identified as the most qualified firm given their
extensive expertise and experience with similar and directly relevant public access projects.
Through their work on other bay front public access projects for Menlo Park, East Palo Alto,
Palo Alto, and Redwood City, Callander has acquired an intimate knowledge of the many
stakeholders, multiple layers of regulatory oversight, necessary tasks, and schedule to
successfully complete the Project within the expedited timeline.
The total completion cost for the Project is estimated at $2.1 million. The design development
phase was estimated at $340,000 and includes extensive geotechnical investigation for bridge
and boardwalk foundations and permitting coordination, which are included as part of the
proposed contract. Fee proposals were submitted separately and were considered after the initial
evaluation of each firm’s qualifications. Callander’s fee proposal was the lowest received and
represents an excellent value given their extensive expertise in bay front public access
improvements and working knowledge of the Bay Trail. Following negotiations, the scope and
fee of $8,900 for an expanded biological assessment was added to the base fee, bringing the total
contract amount to $346,844.
The District has received significant grant funding to assist with the completion of the Project.
San Mateo County has awarded $1,000,000 of Measure A funds and Santa Clara County has
committed $400,000 of Stanford Mitigation Grant Funds for the design, engineering and
construction of the trail. Final trail design and preparation of construction documents will occur
in tandem with the environmental review process as a streamlining measure to help meet the
Measure A grant deadline of June 30, 2017.
FISCAL IMPACT
The FY2015-16 Budget contains sufficient funds to cover expenses related to the proposed new
contracts with Callander through the remainder of this fiscal year. The proposed FY2016-17
Budget will include $195,600 to complete the environmental review, begin design development
and initiate permitting.
BOARD COMMITTEE REVIEW
A Real Property Committee meeting was held on February 16, 2016 in the City of East Palo Alto
to provide committee members and the public with an informational presentation on the status of
acquiring the Ravenswood Bay Trail easement across the lands of the SFPUC for the purpose of
completing a critical Bay Trail gap.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
R-16-56 Page 4
CEQA COMPLIANCE
Approval of the recommended contracts does not constitute a project under the California
Environmental Quality Act. An Initial Study/Mitigated Negative Declaration is being prepared
for the Ravenswood Bay Trail Project.
NEXT STEPS
If approved by the Board, the General Manager will enter into two new contracts with Callander
to finalize Phase I and Phase II of the project to complete the environmental document for Board
and public review and develop the final trail design and construction documents.
Responsible Department Head:
Michael Williams, Real Property Manager
Jane Mark, AICP, Planning Manager
Prepared by:
Gretchen Laustsen, Planner III, Planning Department
R-16-60
Meeting 16-09
April 27, 2016
AGENDA ITEM 6
AGENDA ITEM
Contract Amendment with Restoration Design Group (RDG) for an additional $449,327 for
design, engineering, construction administration, special inspections, and interpretive signage
production for the Mount Umunhum Summit Project (Summit Project).
GENERAL MANAGER’S RECOMMENDATIONS
Amend a contract with RDG for the Summit Project in the amount of $449,327, for a total not-
to-exceed contract amount of $1,428,922, for the following additional scope items:
1. Design, construction documents (CD), and geotechnical review for roadway work;
2. Geotechnical feasibility, design, and CD for the lower stair section;
3. Design, CD, and coordination for summit storm water management improvements;
4. Plans and specifications for volunteer-led planting restoration work;
5. An allowance for construction administration and special inspections; and
6. Fabrication of interpretive signage panels, frames, and stands.
SUMMARY
To initiate construction of the Summit Project by early summer, the General Manager
recommends amending the contract with RDG by an additional $449,327 for the following work
items: 1) final engineering, design, and construction documents (CD) for the upper portion of
Mt. Umunhum Road (from flagpole to summit turnaround), to transfer this road segment in the
summit area from the larger Road Repair Project to the Summit Project; 2) engineering, design,
and CD for the lower stairs, as conceptually approved at the March 9, 2016 Board Meeting (R-
16-06); 3) engineering, design, and CD to address recently-identified summit storm water
drainage issues; 4) plans and specifications for volunteer-led native planting restoration work; 5)
an allowance specifically for construction administration and special inspections during actual
construction; and 6) fabrication of interpretive signage panels, frames, and stands. Sufficient
funds are provided in the Fiscal Year (FY) 2015-16 budget and requested in the proposed FY16-
17 budget to cover this amendment. This contract amendment does not include actual
construction of the summit amenities, nor fabrication or installation of any site element with the
exception of interpretive signs, frames, and stands.
MEASURE AA
The 5-year Measure AA (MAA) Project List approved by the Board at their October 29, 2014
meeting includes the Summit Project as part of Measure AA Portfolio #23, Mt. Umunhum Public
Access and Interpretation Projects, with a total funding allocation of $27.972 Million. This
contract amendment is well within the remaining funds and serves to further the goals of
R-16-60 Page 2
Portfolio #23 by providing the necessary design documents and technical support for
construction of the Mount Umunhum public access facilities.
BACKGROUND
In January 2015, the Board awarded a contract to RDG for $325,735, with a contingency of
$48,860, for a total not-to-exceed contract amount of $374,595, for conceptual design and
engineering related to the ecological restoration, visitor amenities, and interpretation on the
summit of Mount Umunhum, as well as CD for the Guadalupe Creek Overlook, both at Sierra
Azul Open Space Preserve (R-15-18). In November 2015, the Board approved the first contract
amendment for $605,000, bringing the new total to $979,595, for the production of CD for the
Summit Project. In March 2016, the Board approved the inclusion of a substantial lower stair
element that was not originally part of the conceptual design and contract scope of work.
DISCUSSION
This second recommended contract amendment reflects a series of recent scope additions and
discoveries necessitating additional work in order to finalize the design and CD production for
the Summit Project and avoid delays in the construction schedule, as described in the table and
text below:
Additional Design and Engineering Tasks (soft costs) Amount
1. Roadway Design $38,966
2. Summit Stairs $110,541
3. Summit Storm Water Improvements $14,577
4. Plans and Specifications for Volunteer Planting Restoration $4,554
5. Construction Administration and Special Inspections Allowance $200,000
Subtotal Soft Costs Only $368,638
Additional Production Task (hard cost)
6. Interpretive Signage Fabrication $80,689
Total Soft and Hard Costs $449,327
In totality, this second Amendment for $449,000 includes: 1) the production of CD for the
additional road segment, 2) design, engineering, and CD production for the added stair element,
3) CD for the recently-identified summit storm water drainage issues, 4) plans and specifications
for the volunteer-led planting restoration work, 5) construction administration and special
inspections during construction (planned to begin in June 2016), and 6) fabrication of
interpretive panels, frames, and stands. Construction administration and special inspection costs
are dependent in part on the construction schedule, which will not be defined until one is
submitted by a selected contractor. Therefore, the proposed contract amendment includes a cost
allowance for a not-to-exceed amount that will be specifically reserved for these two tasks. This
allowance can only be used for construction administration and special inspections work; if
funds remain, they cannot be reallocated toward another expense.
Chronology of the Identification of Additional Scope Items
Note: consultant work on these additional scope items has not commenced, and are pending
Board approval of the proposed contract amendment.
R-16-60 Page 3
Late January 2016. A portion of the Mt. Umunhum Road Repair work (roughly 0.3 miles of
the upper portion near the summit) was identified for transfer from the larger Mt. Umumhum
Road Repair Project to the Summit Project to eliminate potential conflicts between contractors
during construction that could delay or halt the project, or result in increased mobilization costs.
The cost for design, engineering, and CD production for this element is $38,966.
Early March 2016. After a substantial regional winter storm, it became evident that the Radar
Tower’s existing storm water drainage system, which had been compromised during demolition,
was causing water to pool around the base of the Radar Tower and in areas on the summit. In
order to protect the re-contoured site and future Summit Project facilities, these drainage issues
need to be promptly addressed. The contract amendment includes $14,577 for the design,
engineering, and CD production of new drainage improvements to daylight the drainage pipes
around the base of the radar tower.
March 9, 2016. At their regular meeting of March 9, 2016, the Board approved the addition of a
new substantial stair element to connect the trails on the summit directly to the proposed parking
lot rather than having the stairs end at the road. The cost for design, engineering, and CD
production for this element is $110,541.
Late March 2016. To ensure that there is successful coordination between the contractor-led
and volunteer-led restoration work and avoid potential delays, a site-specific restoration plan is
needed that is simple and easy to read for the volunteers and that works closely in tandem with
the contractor-led restoration work. RDG is best equipped to prepare this additional plan as they
have already prepared the contractor-led restoration plans and specifications. The cost for the
additional restoration plan and related specifications is $4,554.
Early April 2016. In order to avoid delays in the construction schedule, the interpretive signage
needs to be fabricated early to ensure that these items are ready in time for installation. The cost
for the fabrication of the interpretive signage is $80,689.
FISCAL IMPACT
The FY2015-16 and proposed FY16-17 budgets include sufficient funds for the recommended
contract amendment. These costs are fully eligible for Measure AA reimbursement; the storm
water management improvements, however, will be funded by the General Fund since it relates
to the Radar Tower. The total recommended contract amount of $1,428,922, excluding
interpretive signage fabrication (hard cost), includes $1,348,233 in soft costs, which represents
25% of the Summit Project grand total budget of approximately $5.47 million. This percentage
cost for design work and construction administration falls within industry standards for projects
of similar magnitude, whereby the standard soft cost allowance ranges between 20% and 30%.
BOARD COMMITTEE REVIEW
The Planning and Natural Resources Committee forwarded their preferred option for the Summit
Project to the full Board, which was unanimously approved at the regular August 25, 2015 Board
meeting.
R-16-60 Page 4
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
Construction of the Mount Umunhum Summit Area was included in the Mount Umunhum
Environmental Restoration and Public Access Plan EIR, which was certified by the Board on
October 17, 2012 (R-12-91). Subsequently the Board approved an EIR Addendum on December
9, 2015 (R-15-165) for minor project modifications related to installation of gates and fencing,
and acquiring a road access easement to Mount Thayer for District vehicles, contractors, and
emergency access only (no general public access).
NEXT STEPS
Pending Board approval, the General Manager will direct staff to amend the contract with RDG
to finalize construction documents, which will form the basis for permit submittals and a Request
for Bids package. A construction contract is anticipated to be brought to the Board in June.
Responsible Department Head:
Jane Mark, AICP, Planning Manager, Planning Department
Jason Lin, PE, Engineering & Construction Department Manager
Prepared by:
Meredith Manning, Senior Planner, Planning Department
Damon Adlao, Capital Project Manager
R-16-58
Meeting 16-09
April 27, 2016
AGENDA ITEM 7
AGENDA ITEM
Proposed New Positions for the Land and Facilities Services Department
GENERAL MANAGER’S RECOMMENDATIONS
1. Approve the Action Plan and Budget Committee’s recommendation for three new positions
in the Land and Facilities Services Department in order to begin implementing the transition
of the Operations Department into the Visitor Services and Land and Facilities Services
Departments by the beginning of FY2016-17.
2. Adopt a Resolution approving the updated Classification and Compensation Plan to reflect
the addition of one proposed new job classifications per Recommendation 1 above and as
further described in the staff report.
SUMMARY
On April 12 and April 19, 2016, the Action Plan and Budget Committee (ABC) reviewed the
General Manager’s recommendations regarding new positions for the Operations Department
transition into the Visitor Services and Land and Facilities Services Departments, in addition to
other department’s position requests for Fiscal Year 2016-17. The ABC considered a total of 21
new position requests to be phased in between now and FY2017-18. The ABC’s first
recommendation for new positions necessary for the Operations’ Department transition, and the
subject of this report, is to request the full Board of Directors’ immediate approval of three new
positions in the Land and Facilities Services Department – two Area Managers and one
Administrative Assistant. This approval, and the subsequent filling of these positions before the
end of the current fiscal year, will allow the District to begin FY2016-17 with two new
departments – Land and Facilities Services and Visitor Services – in place of the current single
Operations Department. The Area Managers will serve as the field managers of Land and
Facilities Services department field employees, at the equivalent reporting structure and salary
range as the Area Superintendents who oversee all rangers in the field. The new Administrative
Assistant position will support this new department and its substantial field services
responsibilities, including property management and facilities management. Other position
recommendations from the ABC will be reviewed by the full Board during FY2016-17 budget
review in May. The three recommended new positions are estimated to cost $351,838 per year,
and are financially sustainable over the long-term under the District Controller’s 30-Year
Financial Model.
R-16-58 Page 2
DISCUSSION
An overarching recommendation of the Financial and Operational Sustainability Model (FOSM)
Study, which was completed spring 2015 and accepted by the Board of Directors May 27, 2015,
was to reorganize the District into the clearly delineated business lines of Project Planning and
Delivery functions, Visitor and Field Services functions, Finance and Administrative Services
functions, and General Management functions. Significant progress has been made to date
toward this recommendation. The final remaining organizational transition yet to be
implemented is reorganizing the current Operations Department into the Visitor Services and
Land and Facilities Services Departments.
On April 12 and April 19, 2016, the ABC reviewed the General Manager’s recommendations
regarding new positions for the Operations Department transition. The ABC also reviewed
recommendations for other department’s new positions to understand the complete picture, and
complete fiscal impact, of new position recommendations for Fiscal Year 2016-17. The ABC’s
review of all position requests included a detailed examination of FOSM position projections,
long term financial affordability, organizational capacity to accommodate position growth, the
rationale supporting the position recommendations, and numerous phasing alternatives. The
ABC’s final recommended FY2016-17 positions will be reviewed by the full Board during
FY2016-17 budget review in May. However, the ABC recommends the first phase of the
Operations Department transition begins immediately during this fiscal year with the full Board’s
consideration of three priority positions described below for the Land and Facilities Services
Department:
• Area Manager: 2 Positions, Skyline and Foothills
Salary Range 43: $97,188 to $121,380 (same range as Area Superintendent)
Rationale: The Area Mangers are the essential field managers for the Land and
Facilities Department. Each of the two Area Managers would assume the area
responsibilities that are currently performed by the current Area Superintendent
position. The primary function will be the management of the Lands and Facilities
staff responsible for the maintenance of District lands and field facilities. The Area
Manager would also assume the neighborhood liaison role played by the current Area
Superintendent.
Additional capacity will be created within the Land and Facilities Department and
Visitor Services Department by splitting the Area Superintendent position. The
increased capacity of the new Area Manager position will allow greater oversight of
field operations, including:
- increased Measure AA project coordination
- establishment of service contracts for ongoing work
- handling small individual contracts
- time for policy work such as OSHA compliance
- coordinating with Fire Safe Committees and fire departments on fuel
reduction projects and fire risk reduction policy
- lead and asbestos policies and management
In addition the removal of maintenance responsibilities from the existing Area
Superintendent positions will provide the capacity for greater field oversight of
Visitor Services.
R-16-58 Page 3
• Administrative Assistant : 1 Position, Administrative Office 3
Salary Range 20: $55,452 to $69,228
Rationale: The Administrative Assistant position is an essential support position for
the new Land and Facilities Department. The position would be responsible for all
the administrative support of the department.
In addition, this position will primarily free up capacity in other departments. The
current Operations Administrative Assistant would be wholly dedicated to the Visitor
Services Department. All the administrative work done in support of the property
management program of the Real Property Department will be transferred to this
position, freeing up capacity for the Administrative Assistant shared by the Real
Property and Natural Resources Departments.
The organizational chart provided as Attachment 1 shows these recommended positions, in
addition to future functional divisions in the Land and Facilities Department to be considered by
the Board during the FY2016-17 budget process. If the Board approves these three priority
positions on April 27, 2016, it is anticipated that recruitment and filling of these positions will be
completed before June 30, 2016. This change will allow Land and Facilities Services to become
an administratively and operationally independent department by the beginning of FY2016-17.
Any additional positions recommended by the ABC and approved by the Board during the
budget process will begin to be recruited and filled during FY2016-17.
Attachment 2 is the resolution approving the updated Classification and Compensation Plan to
reflect the addition of the new Area Manager job classification and salary range.
BOARD COMMITTEE REVIEW
On April 12 and April 19, 2016, the Action Plan and Budget Committee (ABC) reviewed
position requests related to transitioning the Operations Department into the Visitor Services
Department and the Land and Facilities Services Department, as well as position requests related
to other District departments.
FISCAL IMPACT
Approval of these three proposed new positions would increase the District’s FY2016-17
operating budget by $351,838. Salary and benefits cost for the Area Managers position is
$133,394 each. Salary and benefits cost for the Administrative Assistant position is $85,050.
The Chief Financial Officer, working with the District Controller, has concluded that the
proposed addition of these positions is financially sustainable.
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.
R-16-58 Page 4
NEXT STEPS
If the Board approves these three proposed positions, the General Manager will approve the final
job description for the Area Manager classification and then recruitment can begin for all three
positions, with an anticipated start date near the beginning of FY2016-17. Other new position
recommendations to continue the build out of Land and Facilities Services and Visitor Services
Departments, as well as new positions for other District departments will be presented to the
Board at the budget hearing on May 25, 2016.
Attachments
1. Land and Facilities Organizational Chart
2. Resolution approving the updated Classification and Compensation Plan
Responsible Manager:
Steve Abbors, General Manager
Prepared by:
Kevin Woodhouse, Assistant General Manager
Land and Facilities
Services Department
Administrative
Assistant
Land and Facilities Manager
Management
Analyst II
Administrative
Assistant
Foothills Area
Manager
Maintenance
Supervisor
EMO
Lead OST
OST
OST
Farm Maintenance
Worker
Maintenance
Supervisor
EMO
Lead OST
OST
OST
OST
Administrative
Assistant
Skyline Area
Manager
Maintenance
Supervisor
EMO
Lead OST
OST
OST
OST
Maintenance
Supervisor
EMO
Lead OST
OST
OST
OST
Capital Projects
Field Division
1. Yellow indicates new positions that need approval tor I -Y
2. Grey indicates potential new divisions
Senior Property
Management
Specialist
Property
Management
Specialist II
Property
Management
Specialist I
Facilities
Maintenance
Division
Attachment 2
Resolutions/2016/16-__Amend C&C AreaMgr 1
RESOLUTION NO. XX-__
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT AMENDING
THE CLASSIFICATION & COMPENSATION PLAN TO ADD THE
CLASSIFICATION OF AREA MANAGER
WHEREAS, the General Manager has proposed an amendment to the Midpeninsula
Regional Open Space District Classification and Compensation Plan to reflect current
comparative data; and
WHEREAS, the Board of Directors having considered such proposal and
recommendation;
NOW, THEREFORE, the Board of Directors of Midpeninsula Regional Open Space
District does hereby resolve as follows:
1. The Classification and Compensation Plan of the Midpeninsula Regional Open Space
District shall be amended to add the classification of Area Manager as reflected
below:
Classification
Title
Step
Range
#
Hourly
Range $
Minimum
Monthly
Range $
Maximum
Annual
Range $
Minimum
Time
Maximum
Annual
Minimum
Annual
Maximum
Time
Base
Area Manager
43 46.725 58.356 8,099 10,115 97,188 121,380 Full-time
2. Except as herein modified, the Classification and Compensation Plan, Resolution No.
15-18 as amended, shall remain in full force and effect.
3. This resolution shall be effective April 28, 2016.
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on _____, 2016, at a regular meeting thereof, by the following vote:
* * * * * * * * * * * * * * * * * * * *
AYES:
NOES:
ABSTAIN:
ABSENT:
Attachment 2
Resolutions/2016/16-__Amend C&C AreaMgr 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
From:Jennifer Woodworth
Bcc:BOARD; Ana Ruiz; Kevin Woodhouse; Stefan Jaskulak
Subject:Responses to Board Member Questions for 4/27/16 Board Agenda
Date:Tuesday, April 26, 2016 3:22:59 PM
Attachments:30YRCF032416 with graph scenarios.pdf
Good afternoon all,
Please find staff’s responses below in blue to questions submitted by the Board regarding
tomorrow’s agenda items. As always, thank you for submitting these in advance of the meeting.
From Director Kishimoto:
I see you left out the Bear Creek item - is that coming up next meeting?
The Balance Hydrologics Contract Amendment item was changed to the May 11 Board meeting in
order to refine the report to be focused on this specific contract amendment, with a more
comprehensive update about Bear Creek water resources assessment information forthcoming as
a later FYI to the Board at the May 25 Board meeting.
Items 3 and 4 - the two positions. One of the reports talk only about the
salary levels and the other reports the fully loaded salary and benefits.
Can you clarify the current and proposed range of salaries and also fully
loaded cost impact?
The current and proposed salary ranges are as follows:
Current: Executive Assistant, $65,784 - 82,152
Proposed: Executive Assistant/Deputy District Clerk, $69,072 - 86,244
Current: District Clerk, $92,556 - 115,596
Proposed: District Clerk/Asst. to the General Manager, $97,188 - 121,380
The full costs (salary+benefits), calculated based on top step salary, are as follows:
Executive Assistant/Deputy District Clerk, $124,121
District Clerk/Asst. to the General Manager, $156,644
The proposed salary ranges are 5% higher than current.
Benefit costs add approximately 25-40% above the salary, with the precise % depending on the
salary range and benefits package selected by the employee.
Related to Item 7:
* Could I see the 30 year spreadsheet our controller prepares for us? With
assumptions on number of positions added when, etc. would be helpful.
Attached is the information that formed the basis for the analysis and presentation regarding the
21 positions.
There are 2 spreadsheets:
Spreadsheet 1 – Controller’s 30-year forecast (3 pages)
Prepared by Mike and includes the proposed 21 new employees. Also paying $35 million cash for
new facilities. Future expense increase at 5.5%, slightly higher than the 4% revenue increase. You’ll
by year 25 the annual cash flow will turn negative, but the District will have ample fund balance.
With this much advance notice, adjustments can be made to correct this.
Spreadsheet 2 – Operating Forecast with add’l reimbursement, grant revenue and finishing
FOSM (1 page)
This sheet takes the 30-year forecast for General Fund operating revenue and expenses (excluding
MAA capital). With the additional information, the cash flow remains positive for 30-years.
Spreadsheet 2 shows the benefit and strength of the Controller’s model in that we have ample
time to adjust and correct. Additional consideration is that the revenue increase in the model at 4%
is well below the long time average of 6.6%.
Jennifer Woodworth, MMC
District Clerk
jwoodworth@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691-1200 - F: (650) 691-0485
E-mail correspondence with the Midpeninsula Regional Open Space District (and attachments, if
any) may be subject to the California Public Records Act, and as such may therefore be subject to
public disclosure unless otherwise exempt under the Act.