HomeMy Public PortalAbout20160824 - Agenda Packet - Board of Directors (BOD) - 16-20
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, August 24, 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 – CLOSED SESSION
ROLL CALL
1. CLOSED SESSION: PUBLIC EMPLOYEE PERFORMANCE EVALUATION.
Government Code Section 54957(b)(1)
Title of Employees: General Counsel
General Manager
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
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 Claims Report
Meeting 16-20
2. Award of Contract with Moore, Iacofano, Goltsman (MIG), Inc. for site planning, CEQA
environmental review, design, engineering, construction documents, and permitting
assistance, for the proposed Red Barn public access area and new entrance at La Honda
Creek Open Space Preserve (R-16-103)
Staff Contact: Leslie Chan, Planner II, Planning Department
General Manager’s Recommendation:
1. Authorize the General Manager to enter into a multi-year professional services contract with
MIG, Inc. to complete site planning, CEQA environmental review, design, engineering,
construction documents, and permitting assistance for the proposed new public access area,
Preserve entrance, and other associated improvements at the Red Barn area at La Honda Creek
Open Space Preserve for a not-to-exceed base contract amount of $400,000.
2. Authorize a 15% contingency of $60,000 to cover unforeseen requirements, for a not-to-exceed
total contract amount of $460,000.
3. Adopt a Resolution approving a budget adjustment in the amount of $60,000 to the Fiscal Year
2016-17 Budget.
3. Caltrans Cooperative Agreement for Highway 17 Wildlife Passage and Bay Area Ridge Trail
Crossing Project (R-16-105)
Staff Contact: Julie Andersen, Resource Specialist III, Natural Resources Department
General Manager’s Recommendation: Authorize the General Manager to enter into a Cooperative
Agreement with Caltrans in a not-to-exceed amount of $165,000 to fund Caltrans’ oversight of the
development of a Project Initiation Document for the Highway 17 Wildlife Passage and Bay Area
Ridge Trail Crossing Project.
4. Proposed Purchase of the Petersen property as an addition to Sierra Azul Open Space
Preserve, located off of Hicks Road east of Reynolds Road in unincorporated Santa Clara
County (Assessor’s Parcel Number 575-11-022) (R-16-106)
Staff Contact: Allen Ishibashi, Senior Real Property Agent
General Manager’s Recommendation:
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA), as set out in this report.
2. Adopt a Resolution authorizing the purchase of the Petersen property at a cost of $700,000.
3. Adopt a Preliminary Use and Management Plan for the property, as set out in this report.
4. Approve a budget adjustment of $700,000 to the Real Property Land Purchase Fund.
5. Indicate the intention to withhold dedication of the Petersen property as public open space at
this time.
5. Formation of a Board Retreat Ad Hoc Committee (R-16-107)
Staff Contact: Jennifer Woodworth, District Clerk/Assistant to the General Manager
General Manager’s Recommendation:
1. Authorize formation of a Board Retreat Ad Hoc Committee.
2. Approve the Board President’s appointments to the Committee.
3. Authorize Director compensation for Committee meeting attendance.
BOARD BUSINESS
The President will invite public comment on agenda items at the time each item is considered by the
Board of Directors. Each speaker will ordinarily be limited to three minutes. Alternately, you may
comment to the Board by a written communication, which the Board appreciates.
6. Restructuring of the Information Systems and Technology Division of the Administrative
Services Department, and related changes to the Classification and Compensation Plan (R-
16-104)
Staff Contact: Candice Basnight, Human Resources Supervisor
General Manager’s Recommendation: Approve the following classification recommendations for
the Information Systems and Technology Division to restructure current positions, without adding
new staff, into a Division structure that fulfills the District’s current and future IST business needs:
1. Adopt a resolution amending the District’s Classification and Compensation Plan with the
following changes:
a. Addition of Data Administrator classification;
b. Addition of Senior Technologist classification;
c. Addition of Applications Support Engineer classification;
d. Addition of Data Analyst I/II classification.
2. Approve the following reclassifications of positions in the Information Systems and
Technology Division of the Administrative Services Department:
a. Reclassification of the Geographic Information Systems Administrator to a Geographic
Information Systems Program Administrator;
b. Reclassification of the Information Technology Administrator to an Information
Technology Program Administrator;
c. Reclassification of the Information Technology Specialist to a Data Administrator;
d. Reclassification of Geographic Information Systems Technician to a Data Analyst I;
e. Reclassification of Information Technology Technician to an Information Technology
Technician I/II.
7. Formation of the Facilities Ad Hoc Committee (R-16-102)
Staff Contact: Tina Hugg, Senior Planner, Planning Department
General Manager’s Recommendation:
1. Direct the formation of a new Facilities Ad Hoc Committee, and authorize the Board President
to appoint three Directors to serve on the Facilities Ad Hoc Committee.
2. Determine whether the meetings of the Facilities Ad Hoc Committee should be compensable.
INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or
announcements concerning activities of District Directors and staff; opportunity to refer public or Board
questions to staff for factual information; request staff to report back to the Board on a matter at a future
meeting; or direct staff to place a matter on a future agenda. Items in this category are for discussion and
direction to staff only. No final policy action will be taken by the Board.
A. Committee Reports
B. Staff Reports
C. Director Reports
ADJOURNMENT
*Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order.
In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting,
please contact the District Clerk at (650) 691-1200. Notification 48 hours prior to the meeting will enable the
District to make reasonable arrangements to ensure accessibility to this meeting.
Written materials relating to an item on this Agenda that are considered to be a public record and are distributed
to Board members less than 72 hours prior to the meeting, will be available for public inspection at the District’s
Administrative Office located at 330 Distel Circle, Los Altos, California 94022.
CERTIFICATION OF POSTING OF AGENDA
I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that
the foregoing agenda for the special and regular meetings of the MROSD Board of Directors was posted and
available for review on August 19, 2016, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos
California, 94022. The agenda and any additional written materials are also available on the District’s web site at
http://www.openspace.org.
Jennifer Woodworth, MMC
District Clerk
page 1 of 3
CLAIMS REPORT
MEETING 16-19
DATE 08-24-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73052 11369 - BANK OF THE WEST COMMERCIAL CARD USA $35.43 Respirator for safety 08/17/2016 54,412.29
$318.19 Training and Office Supplies 08/17/2016
$1,087.35 Cabinets for weld shop (FFO)08/17/2016
$1,020.00 CalPERA Conference Registration 08/17/2016
$670.28 PARTS, SUPPLIES, TOOLS 08/17/2016
$953.91 Office/Kitchen Supples, Small Engine Fuel 08/17/2016
$507.76 Website and Internet Services 08/17/2016
$1,079.09 Refridgerator replacement for tenant - PCR 08/17/2016
$1,096.14 Training Refreshments; Volunteer t-shirts 08/17/2016
$2,839.77 APA Conf., Training, Office Supp., Bid Advertising 08/17/2016
$602.01 Volunteer supplies, equipment, conference 08/17/2016
$1,138.22 office supply, name badges, subscription, printing 08/17/2016
$120.42 Field Equipment Parts 08/17/2016
$322.35 Deed Research, Scanning, Book Order, and Safety Vests 08/17/2016
$119.96 Poison Oak Wash 08/17/2016
$1,944.68 Water Purification UV lamp annual replacment 08/17/2016
$7,668.82 Projectors, 3 Desktop Comp., AO Internet, misc. hardware 08/17/2016
($-45.80)Conference expenses: travel, chamber refund 08/17/2016
$75.00 Dropbox subscription 08/17/2016
$1,998.94 Office furniture & Supplies, Meeting, Uniform Items 08/17/2016
$760.43 Plumbing parts, Kitchen Supplies (SA-RDG)08/17/2016
$152.73 Social Media Software App.08/17/2016
$2,036.53 Books, rentals for event, public policy lunch mtg.08/17/2016
$35.59 District Reimbursable item 08/17/2016
$17,356.76 Fog Harvesting Equipment (weather, rain remote monitoring)08/17/2016
$439.23 AO Office & Kitchen Supplies 08/17/2016
$85.30 Volunteer Supplies 08/17/2016
$1,630.51 Pipe fittings, GPS unit, field supplies 08/17/2016
$1,458.00 Recruitment advertising & HR training 08/17/2016
$1,364.92 SFO water tank parts, furniture, carpet 08/17/2016
$1,024.99 Traffic radar gun 08/17/2016
$752.48 Ergonomic items 08/17/2016
($-100.00) Land Trust overcharged registration fee 08/17/2016
$1,300.00 Webinars, Confrence, GFOA budget award application 08/17/2016
$1,602.92 Wireless Headset, privacy screens, conference fees 08/17/2016
$175.00 Job Advertisement on NeoGov 08/17/2016
$695.00 ICMA Conference Registration for K. Woodhouse 08/17/2016
$89.38 Office supplies 08/17/2016
73051 11148 - BALANCE HYDROLOGICS, INC.Bear Creek Pond Management Plan 08/17/2016 33,515.99
73003 11539 - BELZ CONSTRUCTION Misc House Repairs 4150 Sears Ranch Road - LHC 08/10/2016 15,000.00
73075 11657 - SEMACONNECT, INC.Electric vehicle charging station accoutrement 08/17/2016 13,287.34
73081 *10216 - VALLEY OIL COMPANY Fuel for District vehicles 08/17/2016 10,518.27
73006 10723 - CALLANDER ASSOCIATES Ravenswood Bay Trail Conceptual Design, Concept submittal 08/10/2016 10,415.30
73024 10452 - IFLAND SURVEY Survey of Sears Ranch Road Parking Area 08/10/2016 7,600.00
73064 10222 - HERC RENTALS INC Excavator rental, PCR Road Work 08/17/2016 7,112.25
73071 10082 - PATSONS MEDIA GROUP Printing of Rancho Maps, GeoPDF cards 08/17/2016 5,167.81
73076 11598 - SILICON VALLEY BICYCLE COALITION Sponsorship of 2016 Dinner & 2017 BTWD 08/17/2016 5,000.00
page 2 of 3
CLAIMS REPORT
MEETING 16-19
DATE 08-24-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73050 10005 - ACTERRA Mt Um Summit Vegetation Restoration Project 08/17/2016 4,800.00
73058 11699 - DAKOTA PRESS Dakota Press: Mailing Services 08/17/2016 4,540.04
73059 11499 - EWIZ EXPRESS CORPORATION Solid State Hard Drives (Computer Storage), Computer Memory 08/17/2016 3,712.31
73000 10815 - AMERICAN RED CROSS EMR Instructor Training, CPR FPR certification 08/10/2016 3,419.00
73055 10017 - CATERING BY DANA Catering for 2016 Volunteer Recognition Event 08/17/2016 3,370.83
73023 11593 - H.T. HARVEY & ASSOCIATES Alma College Bat Surveys 08/10/2016 3,360.76
73030 11270 - MUNICIPAL MAINTENANCE EQUIPMENT, INC.Repairs damaged hoses to tractor mower, Mower Blades, Parts 08/10/2016 3,312.66
73011 10185 - COSTCO Conference room displays/office & break room supplies 08/10/2016 3,261.79
73066 10452 - IFLAND SURVEY Surveying Services at Sears Ranch Road Parking Area 08/17/2016 3,000.00
73065 10123 - HOME DEPOT CREDIT SERVICES Field supplies/DHF supplies/Lumber 08/17/2016 2,927.05
73062 10187 - GARDENLAND POWER EQUIPMENT Chainsaw, Pole Saw, safety helmets and annual maintenance supplies 08/17/2016 2,586.82
73031 10397 - OVERHEAD DOOR COMPANY OF SANTA CLARA VALLEY SFO shop door repair 08/10/2016 2,034.00
72998 10140 - PINE CONE LUMBER CO INC Alpine Pond picnic table Shade Structure 08/08/2016 1,964.00
73032 10479 - PACIFIC AG RENTALS John Deere tractors repairs 08/10/2016 1,894.11
73001 *10128 - AMERICAN TOWER CORPORATION Repeater Site Lease 08/10/2016 1,804.00
73049 11176 - ZORO TOOLS Underground cable tool, Pressure Guage, Grinder, Batteries 08/10/2016 1,769.44
73069 11616 - MAUREEN KANE & ASSOCIATES Series 200 Technical Training for Clerks 08/17/2016 1,550.00
73070 11511 - MIKESELL HISTORICAL CONSULTING Mt Um Historical Analysis 08/17/2016 1,440.00
73068 11463 - MARLENE EYRE Accommodations for Ranger at Academy 08/17/2016 1,325.00
73028 10125 - MOFFETT SUPPLY COMPANY INC Public Restroom Supplies 08/10/2016 1,292.60
73083 10203 - WOODSIDE & PORTOLA PRIVATE PATROL Hawthorn security patrol 08/17/2016 1,200.00
73056 *10445 - COMMUNICATION & CONTROL INC Repeater Site Lease 08/17/2016 1,172.00
73057 11705 - CREAM Catering for Volunteer Recognition Event: Full balance due 08/17/2016 1,160.00
73004 10141 - BIG CREEK LUMBER CO INC Lumber 08/10/2016 1,156.22
73079 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Material delivery for Fish Habitat project - LHC 08/17/2016 1,150.00
73046 10146 - TIRES ON THE GO Vehicle Tires 2 service calls 08/10/2016 1,015.74
73078 10146 - TIRES ON THE GO Vehicle Tires 08/17/2016 941.54
73015 10038 - ERGO VERA Employee Ergonomic evaluations 08/10/2016 884.07
72999 10001 - AARON'S SEPTIC TANK SERVICE Public restroom vault pumping -- WH and CM 08/10/2016 875.00
73029 11536 - MTECH AO repair HVAC 08/10/2016 809.69
73012 11194 - CREEKSIDE SCIENCE Biological Monitoring for Mt Um Road Construction 08/10/2016 800.00
73054 11690 - BLASTCO SFO Water Tank Rehabilitation Work 08/17/2016 800.00
73041 11429 - SAN MATEO COUNTY PARKS DEPARTMENT Sign Board Maps (qty 19)08/10/2016 779.35
73035 10140 - PINE CONE LUMBER CO INC Lumber 08/10/2016 723.80
73040 *10136 - SAN JOSE WATER COMPANY Water Service (RSACP)08/10/2016 679.86
73020 10187 - GARDENLAND POWER EQUIPMENT Brush cutter air filters and bar oil, Chainsaw Parts 08/10/2016 615.74
73019 10169 - FOSTER BROTHERS SECURITY SYSTEMS District Keys & Locks, File cabinet keys 08/10/2016 605.04
73082 10234 - WJ SORICH ENTERPRISES Sorich Road Annual Payment 08/17/2016 600.00
73026 11664 - LSQ FUNDING GROUP LC Temporary HR Staff - Week ending 7/17/16 08/10/2016 411.81
73047 10561 - ULINE SFO floor mats 08/10/2016 313.21
73077 10302 - STEVENS CREEK QUARRY INC Drainrock Stock 08/17/2016 259.38
73025 11682 - LAFLEUR ELECTRIC SERVICE Check electrical system at rental - ECM 08/10/2016 250.00
73022 *10173 - GREEN WASTE SFO-Monthly Garbage 08/10/2016 230.50
73016 10524 - ERGO WORKS Deliver and Assemble Ergonomic Chair, Desk Installation 08/10/2016 215.00
73074 11573 - SEGALE & CERINI, INC.Slender False Brome removal 08/17/2016 208.00
73043 11647 - STOEL RIVES LLP Mt Umunhum Legal Consulting 08/10/2016 207.20
73002 10274 - BAY AREA AIR QUALITY MGMT DIST.SFO fuel truck permit 08/10/2016 205.00
73039 11503 - RYAN, ELISH APA Membership Reimbursement 08/10/2016 200.00
page 3 of 3
CLAIMS REPORT
MEETING 16-19
DATE 08-24-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73048 *10309 - VERIZON WIRELESS Cell Phone Service 08/10/2016 197.69
73021 11608 - GOVERNMENT JOBS Job Posting - Procurement Specialist 08/10/2016 175.00
73061 10168 - G & K SERVICES INC Shop Towel Service (FFO & SFO)08/17/2016 173.63
73073 *10261 - PROTECTION ONE AO2, AO3, AO4 Alarm Services 08/17/2016 164.85
73027 10190 - METROMOBILE COMMUNICATIONS Remount radio in vehicle M206 08/10/2016 143.49
73009 10352 - CMK AUTOMOTIVE INC A97 Vehicle Service 08/10/2016 143.27
73080 11037 - US HEALTHWORKS MEDICAL GROUP PC DOT Exam for employee 08/17/2016 139.00
73018 10186 - FEDERAL EXPRESS Shipping charges 08/10/2016 136.27
73060 10174 - FORESTRY SUPPLIERS INC UNIFORM ITEMS 08/17/2016 129.09
73037 *11526 - REPUBLIC SERVICES Monthly garbage services - 4 Employee Residences 08/10/2016 118.86
73010 *11530 - COASTSIDE.NET SFO monthly Internet 08/10/2016 109.00
73014 11596 - ELECTRO IMAGING SYSTEMS INC.Plotter Printing Supplies 08/10/2016 100.98
73007 10014 - CCOI GATE & FENCE Gate Service (SAO)08/10/2016 96.42
73044 10107 - SUNNYVALE FORD M208 warranty service 08/10/2016 81.00
73036 *10261 - PROTECTION ONE AO ALARM SERVICES 08/10/2016 79.55
73033 10481 - PACIFIC TELEMANAGEMENT SERVICE MB campsite pay phone 08/10/2016 78.00
73045 10162 - TERMINIX PROCESSING CENTER AO PEST CONTROL 08/10/2016 77.00
73013 10872 - DESIGN SIGNS Gate Numbers 08/10/2016 68.94
73063 11710 - Gonzales, Nicole MMANC Membership 08/17/2016 63.75
73005 *10172 - CALIFORNIA WATER SERVICE CO-3525 SFO WATER 08/10/2016 53.46
73042 11042 - SANTA CLARA COUNTY-OFFICE OF THE SHERIFF Livescan Background Checks 08/10/2016 40.00
73067 10440 - LOS ALTOS HARDWARE Plumbing Parts RSA-Annex, Hardware FFO 08/17/2016 33.71
73038 10182 - ROYAL BRASS INC Air Tank Supplies M208 08/10/2016 18.86
73053 10183 - BARRON PARK SUPPLY CO INC SFO Water Tank maintenance parts 08/17/2016 18.11
73034 *10180 - PG & E Monthly utilities Sears Ranch rd.08/10/2016 17.34
73017 11151 - FASTENAL COMPANY Nature Center Shade Shelter -- SR 08/10/2016 13.92
73072 *10180 - PG & E Monthly Electricity Service - WH 08/17/2016 10.50
73008 *10192 - CITY OF PALO ALTO UTILITIES Montebello backpack camp monthly electricity 08/10/2016 7.40
GRAND TOTAL 236,350.90$
*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-16-103
Meeting 16-20
August 24, 2016
AGENDA ITEM 2
AGENDA ITEM
Award of Contract with Moore, Iacofano, Goltsman (MIG), Inc. for site planning, CEQA
environmental review, design, engineering, construction documents, and permitting assistance,
for the proposed Red Barn public access area and new entrance at La Honda Creek Open Space
Preserve
GENERAL MANAGER’S RECOMMENDATIONS
1. Authorize the General Manager to enter into a multi-year professional services contract with
MIG, Inc. to complete site planning, CEQA environmental review, design, engineering,
construction documents, and permitting assistance for the proposed new public access area,
Preserve entrance, and other associated improvements at the Red Barn area at La Honda
Creek Open Space Preserve for a not-to-exceed base contract amount of $400,000.
2. Authorize a 15% contingency of $60,000 to cover unforeseen requirements, for a not-to-
exceed total contract amount of $460,000.
3. Adopt a Resolution approving a budget adjustment in the amount of $60,000 to the Fiscal
Year 2016-17 Budget.
SUMMARY
A qualified landscape architecture and civil engineering team is needed to complete design and
engineering, prepare CEQA documentation, assist with obtaining necessary permits, and bidding
for new facilities for the Red Barn Public Access Area Project (Project) at La Honda Creek Open
Space Preserve (Preserve). Development of a site specific plan for the Project is a High Priority
Phase I Action identified in the 2012 Board-approved Preserve Master Plan. The project
includes a new parking lot, vault restroom, picnic area, easy access pathways, signage, and other
site amenities consistent with District standards. Based on the results of the Request for
Qualifications and Proposals (RFQP) issued for the Project, the General Manager recommends
awarding a contract to MIG, Inc. for a total amount not-to-exceed $460,000 covering multiple
fiscal years. The Fiscal Year (FY) 2016-17 budget does not include funds sufficient to cover the
estimated project expenditures through the end of this fiscal year. Therefore, a budget
adjustment is requested. Additional funds will be proposed in the future FY2017-18, FY2018-
19, and FY2019-20 Action Plans and Budgets to complete design and engineering work
associated with this contract.
R-16-103 Page 2
MEASURE AA
This project is part of Measure AA (MAA) Portfolio #5, La Honda Creek: Upper Area
Recreation, Habitat Restoration, and Conservation Grazing Projects, with a total funding
allocation of $11.733 Million to, in part, “Open upper half of the preserve to public; provide
biking/hiking/equestrian trails, and staging areas”. This Project is included in the Board-
approved MAA 5-year Project List.
DISCUSSION
Implementation of this Project has been identified as a high priority action by the Board. In
August of 2012, the Board adopted the La Honda Creek Open Space Preserve Master Plan and
Mitigated Negative Declaration (R-12-83), which provides stewardship and public access
prescriptions for the entire Preserve over a thirty-year period ending in 2042. At the time of
approval, implementation of the Master Plan was intended to occur incrementally over this three-
decade time period following the scheduled phasing and priority actions contained in the
Implementation Plan. Site planning for the Red Barn area is a High Priority Phase I action, on
schedule for completion by 2017. Construction of the Project is a High Priority Phase II (2017-
2022) action, on track to be completed by Fall 2020. An FYI memorandum (Attachment 2) was
provided to the Board at the February 10, 2016 meeting with an overview of the general scope
and schedule for implementation of this project.
The proposed public access area will provide passenger vehicles and equestrian parking, a vault
restroom, picnic area, easy access pathways connecting features within the Project footprint,
trailhead, signage, and other site furnishings consistent with District standards. An improved
driveway entrance to the Preserve from Highway 84 will also be installed. The consultant scope
of work includes consultation with and securing an encroachment permit from Caltrans for the
driveway entrance. Additionally, since Highway 84 is designated as a scenic corridor by the
County of San Mateo, the approval of permits will require review by the Planning Commission.
The parking lot and other site elements will be designed to correspond to and enhance the rural
character and views of the Red Barn and La Honda Creek watershed landscape. Additionally,
planning for public access improvements will consider and coordinate with the tenants who run
the cattle grazing operation which utilizes the existing corrals and surrounding area to load and
unload livestock among other activities.
The consultant scope of work also includes the potential relocation of an emergency landing
zone (LZ) that has been used occasionally by local law enforcement for medical evacuations to
the District’s property on the east side of Highway 84. This may be desirable not only to separate
emergency operations from ongoing livestock operations and general public access, but also to
provide adequate siting of the new parking area and visitor amenities.
Consultant Selection
A Request for Qualifications and Proposals (RFQP) was released on June 16, 2016 via direct e-
mail and posting on the District website to solicit interest from qualified professionals to assist
with site planning, CEQA environmental review, and design of the Red Barn public access area.
A mandatory pre-proposal meeting was held on June 27, 2016 and was attended by 18
representatives from 16 firms. Upon review of the proposals and the consultant’s qualifications,
staff selected three (3) consultant teams for interviews on August 4, 2016.
R-16-103 Page 3
The three firms that were interviewed are shown below:
Firm Location
MIG, Inc. Berkeley, CA
Callander Associates San Mateo, CA
Placeworks Berkeley, CA
MIG, Inc. was deemed the most qualified and best suited for the project based on their response
to the RFQP, proposed approach, and responses during subsequent interviews. The top reason
for the selection of MIG, Inc. was their team’s extensive experience with implementing similar
multi-use recreational projects and with securing encroachment permits from Caltrans. In
particular, their design approach will maximize the benefit of an inter-disciplinary team to
achieve the District’s desire to balance recreational and operational outcomes of the Project with
best management of the natural, scenic, and cultural resources of the site.
MIG’s team includes the following sub-consultants to address various technical aspects of the
project: BKF Engineers for all civil engineering tasks, including parking lot and driveway
design, Cotton, Shires, and Associates, Inc. for geotechnical engineering services, Whitlock and
Weinberger Transportation, Inc. for traffic engineering and transportation planning services and
Vaughan Forestry for arborist services.
To develop more detailed scoping for the Project, the District completed preliminary studies that
included transportation and historic resources analyses. In May 2016, the District contracted
with a transportation consultant to complete a traffic analysis of Highway 84 to update the prior
2007 traffic analysis for the La Honda Creek Open Space Preserve Master Plan (Master Plan)
and to better inform the design of a new driveway location which is necessary for the public to
access the site. The existing access road to the Red Barn does not meet minimum line of sight
requirements for safe public ingress/egress to Highway 84. In addition, the Master Plan
recommended retaining a qualified architectural historian to evaluate the Red Barn as a cultural
resource. In June 2016, the District retained an architectural historian consultant to complete the
historic evaluation report which, when finalized, will better inform the development of the site
plan and future interpretive material development. These consultant services totaled
approximately $10,471 in FY16 and approximately $11,000 of additional work will be
conducted in FY17.
FISCAL IMPACT
The District’s FY2016-17 Budget and Action Plan includes $165,000 for the Red Barn Public
Access project. A budget adjustment in the amount of $60,000 is requested from the Board to
fully fund the scheduled work to occur in FY2017.
The proposed FY18, FY19, and FY20 budgets will include additional funds for the proposed
scope of services associated with this multi-year contract.
The following table is provided to outline the Measure AA Portfolio budget, costs to date, and
the fiscal implications related to the Red Barn public access area project:
R-16-103 Page 4
Budget
MAA 005 Portfolio Total $11,733,000
Spent to Date: $1,797,479
Encumbrances: $11,000
FY 2017 Red Barn Public Access Project: $214,000
Balance Remaining (Proposed): $9,710,521
BOARD COMMITTEE REVIEW
The La Honda Creek Master Plan Ad Hoc Committee met on ten (10) occasions between 2004
and 2009 to guide the planning process and development of final trail use recommendations
contained in the Master Plan. The Board approved the Master Plan and adopted the IS/MND,
which includes the proposed Red Barn public access area as part of Phase I&II implementation,
at the August 22, 2012 meeting (R-12-83). The April 20, 2016 meeting of the Planning and
Natural Resources (PNR) Committee included a brief update about the status and design
schedule for this project (R-16-48). The design of the proposed improvements will be presented
to the PNR Committee in FY2016-17.
PUBLIC NOTICE
Public notice of this Agenda Item was provided as required by the Brown Act. A notice of this
Agenda Item was provided to the grazing tenant.
CEQA COMPLIANCE
Retention of professional consultants to develop plans and specifications will not result in a
direct physical change to the environment [CEQA Guidelines Section 15060(c)(2)] and does not
constitute Board approval of the proposed project or related proposed project elements.
The Board will consider approval of the proposed project elements as part of the review and
tentative approval of the design, which is scheduled for summer 2017 and will initiate
preparation of CEQA review tiering off of the 2012 Initial Study/Mitigated Negative
Declaration.
NEXT STEPS
Upon Board authorization, the General Manager will direct staff to enter into a contract with
MIG, Inc. to complete the design, CEQA, construction documents, permitting assistance, and
bidding assistance for the proposed new Preserve entrance, parking area and other associated
improvements, and potential relocation of the LZ. The table below provides a tentative project
schedule, where construction would not begin until after Board approval of the design and
subsequent Initial Study/Mitigated Negative Declaration adoption.
Milestones* Tentative Schedule
Initiate design and engineering of Public Access Improvements September 2016
Present Concept Design Alternatives to PNR Committee February 2017
Public meeting for review of Design Alternatives/Stakeholder
Coordination/Site Visits Spring 2017
R-16-103 Page 5
Present Preferred concept design to PNR Committee Summer 2017
Present to Board of Directors concept design for CEQA Project
Description to initiate CEQA review Fall 2017
Board of Directors adopts Initial Study/Mitigated Negative Declaration
and approves project Winter 2018
Construction documentation and Permitting Winter 2018 to Spring
2019
Initiate Construction Bidding Process Fall 2019
Construction Summer 2020
In Service Fall 2020
* Pending further coordination with consultant team
Attachments
1. Project Location Map
2. Board FYI (February 2016)
3. Resolution Amending the Budget for Fiscal Year 2016-2017
Responsible Department Head:
Jane Mark, AICP, Planning Manager
Prepared by:
Leslie Chan, Planner II
!P
Ã84
O l d L a H o nda Rd
CAStateRoute84
LH06
Source: Esri, DigitalGlobe, GeoEye, Earthstar Geographics, CNES/Airbus DS,USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GISUser Community
Midpeninsula RegionalOpen Space District
Attachment 1: Red Barn Public Access Area Site Map
June, 2016
Pa
t
h
:
P
:
\
P
r
e
s
e
r
v
e
P
r
o
j
e
c
t
s
\
L
a
H
o
n
d
a
C
r
e
e
k
\
C
u
r
r
e
n
t
P
r
o
j
e
c
t
s
\
L
H
C
M
A
A
P
u
b
l
i
c
A
c
c
e
s
s
P
r
o
j
e
c
t
s
\
R
e
d
B
a
r
n
S
t
a
g
i
n
g
A
r
e
a
\
g
r
a
p
h
i
c
s
\
L
H
C
R
e
d
B
a
r
n
_
S
i
t
e
M
a
p
_
L
e
t
t
e
r
_
P
o
r
t
r
a
i
t
.
m
x
d
Cr
e
a
t
e
d
B
y
:
l
c
h
a
n
0 0.0550.0275MilesI
(MROSD)MROSD Preserves
Private Property
While the District strives to use the best available digital data, these data do not represent a legal survey and are merely a graphic illustration of geographic features.
Watershed Land Project Site
Ã84Area ofDetail
Other Protected Lands Land Trust
Other Public Agency
Project driveway entrance
Red Barn
Corral
Ranger Residence(Not part of project)
DATE: February 10, 2016
MEMO TO: Board of Directors
THROUGH: Stephen E. Abbors, General Manager
FROM: Lisa Bankosh, Planner III
SUBJECT: La Honda Creek Open Space Preserve Public Access Projects
_____________________________________________________________________________
This FYI memorandum provides the Board with an overview of the general scope and schedule
for implementation of Measure AA Project 7-6, La Honda Creek Sears Ranch Road Interim
Parking Area, and Measure AA Project 5-5, Red Barn Parking Area and trail connections. Both
are Key Projects listed in the Fiscal Year 2015-16 Action Plan.
DISCUSSION
The 3,681-acre former Driscoll Ranch, now the southern portion of La Honda Creek Open Space
Preserve (Preserve), is a working ranch supporting a productive beef cattle operation and is
currently closed to public use. In 2012, the Board adopted the La Honda Creek Master Plan
(Master Plan; see R-12-83) which provides stewardship and public access prescriptions for the
entire Preserve over a thirty-year period. The Master Plan prioritizes rangeland and natural
resource management actions at the former Driscoll Ranch, followed by facility improvements to
allow for hiking, equestrian, and limited bicycle use. A number of these actions have been
completed and include:
•Implementation of a conservation grazing program;
•Pond repairs;
•Riparian habitat protection;
•Road improvements to reduce erosion (Attachment 1, resource management photos).
As part of the District’s implementation of the Board-approved Five-Year Measure AA Projects
List, public access improvements are now underway to open the southern portion of the Preserve
to the public by 2017, and greatly expand access in the northern Preserve by 2020. These
improvements will ensure that increased visitor use will be safely and successfully integrated
into the ranching operations.
Sears Ranch Road Interim Parking Area
Measure AA Project 7-6 will provide a small gravel parking area at the end of Sears Ranch Road
near the southern Preserve boundary, adjacent to the town of La Honda (Attachment 2, Interim
Staging and Trails Map). Preliminary design of the parking area, which was formerly used for
staging construction equipment, includes minor grading and installation of compacted base rock
and wheel-stops to provide capacity for approximately 10 vehicles. A portable restroom,
additional cattle fencing, and Preserve wayfinding and educational signage will also be installed.
A permanent, paved parking lot will be constructed at Sears Ranch in a later phase. A potential
Attachment 2
use of the interim gravel lot once the permanent lot is constructed would be as an equestrian
parking area.
Construction of the interim parking area will allow approximately six miles of the Driscoll
Ranch main access road to be open to public use. Operational improvements to the unpaved
road, including drainage improvements, fencing, gates and signage, and bridge repair, must be
implemented prior to opening the full length of the road. Furthermore, demolition and clean-up
of dilapidated structures and debris along the ranch road is required to maintain public safety.
New trails will be opened to the public as they are constructed.
Since the majority of public engagement regarding the La Honda Creek Master Plan occurred
more than 5 years ago, introducing public access to the former Driscoll Ranch will include
additional community outreach. A neighborhood/Planning and Natural Resources Committee
meeting will be scheduled in Spring 2016. Furthermore, the project will require planning
permits from San Mateo County as well as consultation with the San Mateo County Farm
Bureau. Due to uncertainties inherent in this planning process, staff anticipates that the interim
lot and trail access will be available for public use by Fall 2017Projected schedule milestones are
provided in the table below.
Red Barn Parking Area and Trails
Measure AA Project 5-5, the Red Barn Parking Area and Trails Project, will create a visitor
destination at the site of the historic Red Barn, including a paved parking lot, an accessible loop
trail, and a connection to the eventual Bay Area Ridge Trail extension. Additional site amenities
such as picnic tables and interpretive materials may also be considered. The Red Barn location
is integral to the active grazing operation at the former McDonald Ranch, as it currently includes
the main access driveway and cattle processing site. New public access facilities and uses will
be sensitively planned and sited to avoid impacting the viability of the grazing operation and
sensitive species and habitats. Pending the Board’s approval of a new Planner II (Midyear
FY15-16 Budget position), additional Planning staff would help augment the Red Barn Parking
and Trails project delivery process. A Request for Proposals (RFP) will be prepared to select a
consultant team to lead the public and stakeholder outreach, design, and permitting process for
this complex project. It is anticipated that the facility construction will be completed by 2020.
NEXT STEPS
Schedule milestones for the La Honda Creek Open Space Preserve Public Access Projects are
provided below. A conservative schedule is provided for the Sears Ranch Road Interim Parking
Area, which allows time for potential permitting delays. Additional projects, including
demolition and clean-up of dilapidated structures, and operational improvements to gates, signs,
and fencing, will proceed concurrently but are not shown below for simplicity.
Milestone Sears Ranch Road Interim
Parking
Red Barn Parking and
Trails
Design/Engineering Consultant
Selection
February 2016 June 2016
Initiate Public and Stakeholder
Outreach/Agency Consultation
March 2016 October 2016
Submit planning/regulatory
permit applications
July 2016 October 2017
Initiate construction
documentation
October 2016 June 2018
Attachment 2
Submit construction permit
applications*
NA January 2019
Initiate construction bidding
process
January 2017 January 2020
Construction Summer 2017 Summer 2020
In Service Fall 2017 Fall 2020
*If required
Attachment 2
Attachment 1. Resource management photos
Photo 1. Harrington Creek in 2007 Photo 2. Harrington Creek after installation of cattle
exclusion fencing
Photo 3. Culverted stream crossing, before restoration
Photo 4. Abandoned crossing and restored streambanks
Attachment 2
Attachment 2 Project Location Attachment 2
Resolutions/2016/R-16-_FY2016-17BudgetAdjust_LHC-RedBarn 1
RESOLUTION NO. 16-___
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT AMENDING
THE BUDGET FOR FISCAL YEAR 2016-17
WHEREAS, on June 22, 2016 the Board of Directors of the Midpeninsula Regional
Open Space District adopted the Fiscal Year 2016-17 Budget and Action Plan; and
WHEREAS, unanticipated expenses associated with the Red Barn Public Access Area
Project have arisen and additional funds are required to complete the project; and
WHEREAS, the General Manager recommends amending the FY 2016-17 Budget and
Action Plan to reflect the increased costs of the project;
NOW, THEREFORE, The Board of Directors of the Midpeninsula Regional Open
Space District does resolve as follows:
SECTION ONE. Amend the Budget and Action Plan for the Midpeninsula Regional
Open Space District for the Fiscal Year 2016-17 as follows:
Project Name Current Budget Revised Budget
Red Barn Public Access Area $165,000 $225,000
SECTION TWO. Monies are hereby appropriated in accordance with said budget.
SECTION THREE. Except as herein modified, the FY 2016-17 Budget and Action
Plan, Resolution No. 16-25 as amended, shall remain in full force and effect.
* * * * * * * * * * * * * * * * * * * *
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on August 24, 2016, at a Regular Meeting thereof, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
Attachment 3
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk
Attachment 3
R-16-105
Meeting 16-20
August 24, 2016
AGENDA ITEM 3
AGENDA ITEM
Caltrans Cooperative Agreement for Highway 17 Wildlife Passage and Bay Area Ridge Trail
Crossing Project
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to enter into a Cooperative Agreement with Caltrans in a not-to-
exceed amount of $165,000 to fund Caltrans’ oversight of the development of a Project Initiation
Document for the Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project.
SUMMARY
The Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project (Project) was
identified as a high priority during development of the District’s 2014 Vision Plan and funding
for this project was included in the Measure AA Ordinance Expenditure Plan. In February of
2016, the District began a feasibility study for the Project to identify Preliminary Alternatives. A
Preliminary Alternatives Report (Report) was completed in July 2016. The Report includes
conceptual designs and rough order of magnitude costs for four project alternatives. Since
January of 2015, District staff has met with Caltrans to discuss the overall project, review the
study area, share information and to discuss roles and define the relationship for the project
going forward. Caltrans has identified that entering into a Cooperative Agreement is warranted at
this time to advance the Project within their agency.
DISCUSSION
Both components of the Project (a designated wildlife crossing and a designated Bay Area Ridge
Trail crossing) are proposed within the Right of Way of State Highway 17, requiring Caltrans
oversight and approval. Preparing a Project Initiation Document (PID) is the first step in the
Caltrans project review process. The District has requested that a PID document be developed
for the project and has agreed to develop and fund the PID’s costs and fees, including costs to
reimburse Caltrans. Payment of these costs by the project proponent is standard and required for
a non-Caltrans initiated project. During the PID phase, Caltrans will oversee the development of
a document that describes all aspects of the project and facilitates review of the Preliminary
Alternatives to assist the District in selecting the Preferred Alternative(s). Once the PID phase is
complete, preferred alternatives for the crossing structures will be selected and advanced to the
next phases of the Caltrans project development process which entails preparation of more
detailed design, engineering studies, and California Environmental Quality Act (CEQA), and if
required, National Environmental Policy Act (NEPA) review.
R-16-105 Page 2
FISCAL IMPACT
The Caltrans Cooperative Agreement for oversight of a consultant-prepared PID will cost a not-
to-exceed amount of $165,000. This amount will be paid out of the FY2016-17 Natural
Resources Department Budget allocation of $270,300 for the Highway 17 Wildlife Passage and
Bay Area Ridge Trail Crossing Project. The PID development phase is the only phase which
requires payment to Caltrans for oversight of a locally funded project.
The remaining budgeted amount of $105,300 will be used to fund a separate consultant contract
to prepare the PID document. Current estimates for consultant preparation of the PID exceed
this amount, but staff will be working to reduce these consultant costs in conjunction with
Caltrans as one of the first tasks under an executed Cooperative Agreement. Final consultant
costs will be brought to the Board either as an amendment to the existing consultant contract or
authorization of a new contract to complete this work.
Measure AA
This project will be eligible for MAA reimbursement. Portfolio 20--South Bay Foothills:
Wildlife Passage and Ridge Trail Improvements as identified in the Measure AA Ordinance
Expenditure Plan, which allocated $13,966,000 to the portfolio. The 5-year Measure AA Project
List was approved by the Board on October 29, 2014 which included the Highway 17 Wildlife
Passage as a priority. This project is identified as MAA 20-1 Wildlife Passage Improvements:
Highway 17 and MAA 20-2 Bay Area Ridge Trail Crossing: Highway 17 in the Action Plan.
BOARD COMMITTEE REVIEW
The Project Alternatives were presented to the full Board on July 27, 2016. A Planning and
Natural Resources Committee Meeting and Public Open House was held on August 2, 2016.
The Open House was an opportunity for Committee members and the public to learn more about
the Project, the Preliminary Alternatives Report, and to ask staff and the consultants questions to
help them better understand the project. The Project will return to the Committee during the PID
phase, currently scheduled for mid to late FY2016-17, for a full discussion of the alternatives and
to decide what recommendations to forward to the full Board.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
Entering into Cooperative Agreement is not subject to the California Environmental Quality Act
(CEQA) as executing the terms of the agreement does not commit either agency to implement a
project, but only to study project alternatives and to ultimately select preferred alternatives.
Whatever options are recommended as result of this Agreement will be subject to CEQA as the
project progresses into the next phase, which will be covered under a separate agreement with
Caltrans.
R-16-105 Page 3
NEXT STEPS
Upon execution of the Cooperative Agreement, staff will meet with Caltrans and begin the
process to complete the PID. One of the first steps will be to meet with the current consultant
team to refine their scope and fees required to complete the Caltrans PID. Once the consultant
scope and costs are refined by the project team, staff anticipates returning to the Board to either
amend the existing consultant contract or authorize a new contract to complete this work if costs
cannot be contained with the existing consultant. Upon completion of the PID, preferred
alternatives for the two crossing structures will be selected and advanced to the next phases of
the Caltrans project development process which entails preparation of more detailed design,
engineering studies, and environmental review.
Responsible Department Head:
Kirk Lenington, Natural Resources Department
Prepared by:
Julie Andersen, Resource Specialist III, Natural Resources Department
R-16-106
Meeting 16-20
August 24, 2016
AGENDA ITEM 4
AGENDA ITEM
Proposed Purchase of the Petersen property as an addition to Sierra Azul Open Space Preserve,
located off of Hicks Road east of Reynolds Road in unincorporated Santa Clara County
(Assessor’s Parcel Number 575-11-022)
GENERAL MANAGER’S RECOMMENDATIONS
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA), as set out in this report.
2. Adopt a Resolution authorizing the purchase of the Petersen property at a cost of $700,000.
3. Adopt a Preliminary Use and Management Plan for the property, as set out in this report.
4. Approve a budget adjustment of $700,000 to the Real Property Land Purchase Fund.
5. Indicate the intention to withhold dedication of the Petersen property as public open space at
this time.
SUMMARY
The Midpeninsula Regional Open Space District (District) is proposing to purchase the 23.41-
acre Petersen property (Property) at a bargain sale purchase price of $700,000 as an addition to
Sierra Azul Open Space Preserve (Preserve). As part of the purchase approval, a line item
budget adjustment of $700,000 to the Real Property Land Purchase Fund is required to proceed
with the acquisition. The following report presents a description of the Property, a Preliminary
Use and Management Plan, the District’s environmental review, the purchase terms and
conditions, and financial considerations. The proposed purchase is identified as part of Measure
AA Project # 24.
MEASURE AA
The proposed property purchase supports the goals of Measure AA Portfolio #24, Sierra Azul:
Rancho de Guadalupe Family Recreation, as it serves to acquire lands in order to protect natural
resources, enhance habitat for rare species, and will support the future development of
accessible multi-use trails with amenities such as parking and family recreation within the
Rancho de Guadalupe area of Sierra Azul Open Space Preserve.
R-16-106 Page 2
DISCUSSION
The Property is bounded to the west by the 18,934-acre Sierra Azul Open Space Preserve
(Preserve) and drains into the Guadalupe Creek watershed. The property is visible from within
the Preserve and from Almaden Quicksilver County Park. The reasons for this purchase include
advancement of Measure AA Portfolio #24 to protect natural resources, view shed protection,
habitat protection, and protection of the Guadalupe Creek Watershed, as well as a potential site
for a future employee residence.
Property Description and Regional Context (see attached map)
The rectangular shaped 23.41-acre Property consists of one legal parcel, situated in
unincorporated Santa Clara County. Primary legal access to the property is gained from Hicks
Road through an adjacent parcel to the north via a 60-foot wide easement that is improved with a
12-foot wide dirt road. A more direct dirt access road comes off of Reynolds Road over District
property, however the Property’s easement rights to use this secondary access are much more
limited in scope.
The Property rises to approximately 1,360 feet in elevation, and has excellent views of the higher
elevations within the Preserve, downtown San Jose, Almaden Quicksilver County Park and the
Guadalupe Reservoir. The Property is situated in the Guadalupe Creek Watershed and includes a
seasonal tributary that flows into Guadalupe Creek.
The parcel is a mix of oak woodland and other plants associated with mixed chaparral. The
native vegetation types include the sensitive communities of Big Berry Manzanita Series and
California Bay-Coast Live Oak Series and the biologically, highly-significant Annual Grassland
Series. Two species of rare plants have been observed on neighboring parcels within the
Preserve. The Property provides varied habitat for animal species associated with the lower
elevations, including larger mammals such as deer, coyotes, bobcats, and mountain lions. A
wide variety of bird species occupy and migrate through the general area.
Land Use and Improvements
The Property is unimproved with the exception of the following infrastructure improvements: a
domestic water well, a graded dirt road that provides direct access to both Hicks and Reynolds
Roads, a wood shade structure for a developed spring, and barbed wire fencing along the
property lines. The main access road is contained within a 60-foot wide easement that crosses the
adjacent private property to the north from Hicks Road. There are both above grade and below
grade electrical utilities on the property.
The existing 120-foot deep well is unpermitted. However, recent testing (2015) confirmed a
sustained flow of 16 gallons per minute and considered the well to be a productive and reliable
water source. (As 2015 is the fourth year of below-normal rainfall for the area, it is anticipated
that sustained flow rates in normal year would be even higher.) Water testing conducted at the
same time did not detect the presence of any contaminants or other substances that would
prevent the well from being used as a potable water source.
Water Rights
The 21-acre private property located to the north utilizes three developed springs on the Petersen
Property that provide the sole source of water to the residence on that property. When first
investigated, there were no recorded rights to use these springs on the Petersen property.
R-16-106 Page 3
Through additional research and conversations with the Petersens and the adjacent private
property owner, District staff learned that the spring water use was established in 1949 when
both properties were owned by the Knoff family and the Knoffs constructed their house on the
property to the north. District staff also discovered that when the Petersen’s purchased their
property from the Knoffs, a condition of the sale was that the rights to use the three springs on
the Petersen Property would be reserved as a spring easement. Since these spring rights were
never formalized, District staff is working with the Petersens and the private property owner to
resolve the spring water use and prepare an easement agreement acceptable to the District. Under
the spring water easement, the District would have no obligation to provide water to the private
property in the event that the springs ran dry.
USE AND MANAGEMENT
Planning Considerations
The Property is comprised of one legal parcel, located in unincorporated Santa Clara County and
outside the urban service area or sphere of influence of any incorporated municipality. The
23.41-acre parcel has a General Plan designation of Hillside with a zoning designation of
Hillside-Design Review Required (HS-d1). Per the Santa Clara County General Plan and zoning
regulations, recreation, open space, and natural preserves are allowable uses in HS-d1 Districts.
A finding of compliance with the General Plan for all open space acquisitions by the District in
Santa Clara County was made by the Santa Clara County Planning Department in 1999.
If purchased, the Property would be incorporated into the Sierra Azul Open Space Preserve.
Subsequent planning for the property, including the planning of trail routes, trail connections,
and potential access points would be coordinated with the District’s continuing planning efforts
for the Preserve and/or public access planning for the Rancho de Guadalupe area of the Preserve.
The District may, in conjunction with continuing planning for the Preserve, explore the
feasibility of developing a portion of the property for an employee residence to support safety
and stewardship in the Preserve. The property is strategically located in an area of the District
with few employee residences. The presence of a reliable well, electrical service, and a building
pad with easy access provides the District with a potentially viable option to develop a security
residence for the Mt. Umunhum area.
Preliminary Use and Management Plan
The Preliminary Use and Management Plan (PUMP) establishes a status quo land management
approach in the interim between the purchase and the completion of a subsequent long-term plan.
The PUMP would take effect at the close of escrow and remain effective until the PUMP is
amended or a Comprehensive Use and Management Plan or Preserve Plan is approved. The
PUMP includes minor restoration and maintenance of the Property in its natural condition, as
described more fully below. If changes to land use or the physical environment are proposed in
the future, the plan would be subject to further environmental review and public input.
Public Access: Designate the Property as closed to public use at this time.
Signs and Site
Security:
Install preserve boundary and closed area signs.
Measure AA sign placement shall be in compliance with the Measure AA
Sign Guidelines.
R-16-106 Page 4
Fences and
Gates:
Install gates and fencing on the access road to prevent unauthorized entry
and use, and work with the private property owner to the east to provide
through access to adjoining areas of the Preserve.
Roads and
Trails:
Access roads to be used for District patrol, maintenance and emergency
purposes.
Maintain the unpaved access way from Reynolds Road and unpaved
internal roads on the site in a serviceable condition. Implement
maintenance and minor erosion and sediment control measures in
accordance with District standards.
Water Rights
and Water
Resources:
A small tributary bisects the property and flows into Guadalupe Creek to be
protected per District’s Resource Management Policies.
The existing 120-foot deep water well located on the property is not
permitted. Land and Facilities Services Department to consult with Santa
Clara Valley Water District on options to formalize use.
The private property owner to the north will continue utilizing and
maintaining three developed springs on the property. Formal easement
rights to this spring are being resolved between the Petersens and the private
property owner with direct District oversight.
Patrol: Routinely patrol property using existing access road.
Resource
Management:
Conduct invasive plant and animal management activities consistent with
the District’s Resource Management Policies.
Wildfire Fuel
Management:
Implement standard District-wide fuel management and defensible space
practices consistent with the District’s Resource Management Policies.
Name:
Name the property as an addition to Sierra Azul Open Space Preserve.
Dedication:
Indicate the District’s intention to withhold dedication of the subject
property as open space at this time.
Subsequent
Planning:
Subsequent planning for the property, including trail corridors, trail
connections, and potential access points would be coordinated with the
District’s continuing planning efforts for the Preserve and/or planning for
the Rancho de Guadalupe area of the Preserve.
In conjunction with continuing planning for the Preserve, the District may
explore the feasibility of developing a small portion of this property for an
employee residence to support safety and stewardship in the Preserve.
R-16-106 Page 5
CEQA COMPLIANCE
Project Description
The project consists of the purchase of the 23.41-acre Petersen Property as an addition to the
District’s Sierra Azul Open Space Preserve and concurrent adoption of a Preliminary Use and
Management Plan (PUMP), including minor erosion control and sediment control measures that
may be conducted along existing driveways and roads to prevent erosion and water quality
degradation. Minor resource management activities may be conducted to control invasive plants.
CEQA Determination
The District concludes that this project will not have a significant effect on the environment. It is
categorically exempt from the California Environmental Quality Act (CEQA) under Article 19,
Sections 15301, 15316, 15317, and 15061 of the CEQA Guidelines as follows:
Section 15301 exempts the repair, maintenance, or minor alteration of existing public or private
structures, facilities, or topographical features, involving negligible or no expansion of use
beyond that existing at the time of the lead agency’s determination. The PUMP specifies no
alteration or expansion of use at this time beyond activities associated with the maintenance of
the existing access road, installation of standard District access gates, and minor activities to
implement maintenance and minor erosion and sediment control measures in accordance with
District standards.
Section 15316 exempts the acquisition of land in order to create parks if the land is in a natural
condition and the management plan proposes to keep the area in a natural condition. The PUMP
specifies that the land will not be developed, will remain in a natural condition, and will be
designated as an addition to the District’s Sierra Azul Open Space Preserve.
Section 15317 exempts the acceptance of fee interests in order to maintain the open space
character of an area. The District will acquire fee interest in the property in order to maintain the
open space character of the site.
Section 15061(b)(3) exempts actions recommended in the PUMP as it has been determined that
there is no possibility the recommended actions will have a significant effect on the environment.
TERMS AND CONDITIONS
The 23.41-acre Petersen Property is proposed for purchase at a bargain sale price of $700,000.
The fair market value for the property was appraised at $950,000 in November 2015. The
property would be purchased on an “As-Is” and all-cash basis. Escrow would close on this
transaction by September 30, 2016.
FISCAL IMPACT
If the purchase of the Petersen property is approved, the Board will also approve an adjustment
to the Real Property Department budget in the amount of $700,000 under the New Land
Purchases Account.
R-16-106 Page 6
Petersen Property Purchase Amount $700,000
Total Land purchases approved to date for FY 2016-2017 $0
Total (if approved) $700,000
Measure AA Portfolio #24 was allocated with $10,078,000 in the ordinance Expenditure Plan.
This land acquisition supports public access and stewardship for the Sierra Azul Rancho de
Guadalupe Family Recreation and Interpretive Projects. The Chief Financial Officer was
consulted on this proposed purchase and has indicated that, considering cash flow and account
balances, funds are available for this property purchase and budget adjustment.
The following table is provided to outline the Measure AA Portfolio budget, costs to date, and
fiscal implications related to the Ranch de Guadalupe Projects:
Budget (in $ millions)
MAA 24 Portfolio Total $10,078,000
Spent to Date $ 300,000
Petersen Purchase $ 700,000*
Balance Remaining $ 9,078,000
*Includes $10,000 purchase option deposit
BOARD COMMITTEE REVIEW
The District’s Real Property Committee held a meeting at the District Administrative Office on
July 19, 2016 to discuss the proposed property purchase. Notice of the meeting was distributed
to property owners of land located adjacent to and surrounding the property. One member of the
public attended the meeting. Three members of the Real Property Committee were in attendance.
Staff provided a presentation of the property, described how it would be managed as an
extension of the adjacent Preserve, and reviewed the proposed PUMP and the purchase terms.
The Real Property Committee approved recommending this purchase to the full Board of
Directors by a 3-0 vote.
PUBLIC NOTICE
Property owners of land located adjacent to or surrounding the subject property have been mailed
a copy of the agenda for this meeting. All notice required by the Brown Act has been provided.
NEXT STEPS
Upon approval by the Board of Directors, staff would proceed with the close of escrow for the
purchase of the property by September 30, 2016, and take the next steps identified in the PUMP
as contained in this report. The District’s South Area Outpost Field Office would manage the
property as an addition to Sierra Azul Open Space Preserve.
Attachments:
1. Resolution Authorizing Acceptance of Purchase and Sale Agreement, Authorizing
General Manager or Other Officer to Execute Certificate of Acceptance of Grant to
District, and Authorizing General Manager to Execute any and all Other
Documents Necessary or Appropriate to Closing of the Transaction (Sierra Azul
Open Space Preserve - Lands of Petersen)
R-16-106 Page 7
2. Location Map
Responsible Department Manager:
Michael Williams, Real Property Manager
Prepared by:
Allen Ishibashi, Senior Real Property Agent
Attachment 1
Resolutions/2016/R-16-11_Freudenberg Purchase 1
RESOLUTION 16-__
RESOLUTION OF THE BOARD OF DIRECTORS OF MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT AUTHORIZING ACCEPTANCE
OF PURCHASE AND SALE AGREEMENT, AUTHORIZING GENERAL
MANAGER OR OTHER OFFICER TO EXECUTE CERTIFICATE OF ACCEPTANCE OF GRANT TO DISTRICT, AND AUTHORIZING GENERAL MANAGER TO EXECUTE ANY AND ALL OTHER
DOCUMENTS NECESSARY OR APPROPRIATE TO CLOSING OF THE
TRANSACTION (SIERRA AZUL OPEN SPACE PRESERVE - LANDS OF
PETERSEN)
The Board of Directors of Midpeninsula Regional Open Space District does hereby
resolve as follows:
SECTION ONE. The Board of Directors of Midpeninsula Regional Open Space District
(District) does hereby accept the offer contained in that certain Purchase and Sale Agreement
between Mark J. Petersen and Cathleen M. Petersen, Trustees of the Mark J. Petersen and
Cathleen M. Petersen 2006 Revocable Living Trust, and the Midpeninsula Regional Open Space
District, a copy of which purchase agreement is attached hereto and by reference made a part
hereof, and authorizes the President of the Board of Directors, General Manager, or other
appropriate officer to execute the Agreement and all related transactional documents on behalf of
the District to acquire the real property described therein (“the Petersen Property”).
SECTION TWO. The Board of Directors of Midpeninsula Regional Open Space
District authorizes the expenditure of $700,000.00 covering the purchase price funds for the
Petersen Property, including an option deposit of $10,000.00.
SECTION THREE. The General Manager, President of the Board of Directors, or other
appropriate officer is authorized to execute a Certificate of Acceptance for the Grant Deed on
behalf of the District.
SECTION FOUR. The General Manager or the General Manager’s designee is
authorized to provide notice of acceptance to the seller and to extend escrow if necessary.
SECTION FIVE. The General Manager or the General Manager’s designee is
authorized to expend up to $10,000.00 to cover the cost of title insurance, escrow fees, and other
miscellaneous costs related to this transaction.
SECTION SIX. The General Manager and General Counsel are further authorized to
approve any technical revisions to the attached Agreement and documents, which do not involve
any material change to any term of the Agreement or documents, which are necessary or
appropriate to the closing or implementation of this transaction.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
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:
Attachment 1
Resolutions/2016/R-16-__Petersen Purchase 2
NOES:
ABSTAIN:
ABSENT:
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk
RANCHO D EGUADALUPE A R E A
A L M A D E N
Q U I C K S I LV E R PA R K
(S . C L . C O .)S I E R R A A Z U L
Petersen Proper ty
APN 575-11-022
23.41 Acres
ALMA DEN
QUICKSILVER
COUNTY PARK
G
uadalup
e
Reservoir
S I E R R A A Z U L
O P E N S P A C E
P R E S E R V E
2 2 0 0
1 6 0 0
2 6 0 0
2400
2 0 0 0
1 8 0 0
1 4 0 0
800
600
1200
1000
1400
800
600
400
1 2 0 0
1 0 0 0
1
2
0
01
0
0
0
1200
2 8 0 0
1800
1200
1000
8 0 0
800
2800
600
4 0 0
400
400
R i n c o n C r e e k
Los C
a
pita
ncillos
Cre
e
k
Guadalupe Creek
R
e
y
n
o
l
d
s
R
o
a
d
M id p e ni n su la Reg i on a l
Op e n S p a c e D i st r ic t
(M R O SD )
Aug us t 20 1 6
P et e r s e n P r o p e r t y
Path: G:\Projects\Sierra_Azul\Petersen\Update_20160721\SA_Petersen_BoardReport_20160721.mxd
Created By: ngreig
0 0.50.25
MilesI
MR O SD P r es er ves
Pr iv ate P r o per ty
While the Distric t strives to use the best av ail able digital data, these data do not represent a legal su r vey and are merely a graphic illustration of geographic f eatures.
Wa ter s h ed La nd
Pa r t ial M R OS D Ow ne rs hip
Ea s em en t O ver M ROS D
MR O SD E ase m en t
Ove r O th er Ope n S pac e
Pe ter sen P ro p er t y
San Jose
Ã9
Ã880 Ã101
Ã17
Ã1
Ã35 Cupertino
Santa Cruz
Area of
Detail
Oth er P ro t ec ted Lan ds
R-16-107
Meeting 16-20
August 24, 2016
AGENDA ITEM 5
AGENDA ITEM
Formation of a Board Retreat Ad Hoc Committee
GENERAL MANAGER’S RECOMMENDATIONS
1. Authorize formation of a Board Retreat Ad Hoc Committee;
2. Approve the Board President’s appointments to the Committee;
3. Authorize Director compensation for Committee meeting attendance
SUMMARY AND DISCUSSION
At the June 22, 2016 Board meeting, the Board, by consensus, requested a retreat in the fall to
facilitate Board development. At its August 10, 2016 meeting, the Board directed staff to return
with a report authorizing formation of a Board Retreat Ad Hoc Committee to guide the agenda
development for the Board’s fall retreat. President Kishimoto appointed Directors Cyr,
Kishimoto, and Riffle to serve on this Committee. Additionally, the Board recommended
compensating Committee members for attending its meetings.
Board Policy 1.04 (Board Committees) authorizes the Board to form ad hoc committees to study
“specific matters and provide recommendations to the Board on such matters.” District staff
often consults with Board members to solicit agenda topics for Board Retreats. The proposed ad
hoc committee would meet with District staff to create the retreat’s agenda, suggest discussion
topics, and request research related to agenda topics, as necessary.
MEASURE AA
This is not a Measure AA project.
FISCAL IMPACT
Formation of the Board Retreat Ad Hoc Committee will result in a modest fiscal impact if the
Board dependent on the number of times the Committee meets. Per Board policy on
Compensation of Directors and Payment of Expenses, the maximum allowable total
compensation per Board member shall be one hundred dollars ($100.00) per day and five
hundred dollars ($500.00) per calendar month, irrespective of the number of meetings attended
each day or each month (Chapter 6, Policy 6.03). The new Fiscal Year 2016-17 Budget does not
include a specific allocation for the proposed new Ad Hoc Committee. However, the Budget
R-16-107 Page 2
may be sufficient depending on the total number of compensable meetings that are scheduled
next fiscal year.
BOARD COMMITTEE REVIEW
This item was not previously reviewed by a Board Committee and was requested by the full
Board at its August 10, 2016 meeting.
PUBLIC NOTICE
Notice was provided pursuant to the Brown Act.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act (CEQA)
and no environmental review is required.
NEXT STEPS
Upon approval by the Board, District staff will work with Committee members to schedule
meetings to discuss and develop the agenda for the fall Board Retreat.
Responsible Department Head:
Steve Abbors, General Manager
Prepared by:
Jennifer Woodworth, District Clerk/Assistant to the General Manager
R-16-104
Meeting 16-20
August 24, 2016
AGENDA ITEM 6
AGENDA ITEM
Restructuring of the Information Systems and Technology Division of the Administrative
Services Department, and related changes to the Classification and Compensation Plan
GENERAL MANAGER’S RECOMMENDATIONS
Approve the following classification recommendations for the Information Systems and
Technology Division to restructure current positions, without adding new staff, into a Division
structure that fulfills the District’s current and future IST business needs:
1. Adopt a resolution amending the District’s Classification and Compensation Plan with the
following changes:
a. Addition of Data Administrator classification;
b. Addition of Senior Technologist classification;
c. Addition of Applications Support Engineer classification;
d. Addition of Data Analyst I/II classification.
2. Approve the following reclassifications of positions in the Information Systems and
Technology Division of the Administrative Services Department:
a. Reclassification of the Geographic Information Systems Administrator to a
Geographic Information Systems Program Administrator;
b. Reclassification of the Information Technology Administrator to an Information
Technology Program Administrator;
c. Reclassification of the Information Technology Specialist to a Data Administrator;
d. Reclassification of Geographic Information Systems Technician to a Data Analyst I;
e. Reclassification of Information Technology Technician to an Information Technology
Technician I/II.
SUMMARY
The Midpeninsula Regional Open Space District’s (District) Information Systems and
Technology (IST) Division in the Administrative Services Department was created in 2015 by
combining Geographic Information Systems (GIS) positions from the Planning Department with
Information Technology (IT) positions. The Financial and Operational Sustainability Model
(FOSM) Study recommended the IST restructuring to support the efficient and effective deliver
of Measure AA capital projects by centralizing data and technology support services into one
division. The IST Master Plan Report completed in October 2015 by the consultant, Client First
Technology, also recommended the reorganization to better account for the growing
technological needs, and the evolving roles and duties of the various positions over the last 5-10
R-16-104 Page 2
years, as well as the consolidation of the GIS and IT services under the leadership of a new IST
Division Manager.
Following the hiring of both the IST Division Manager and the Chief Administrative Officer/
Director of Administrative Services (CFO) who oversees this division, the General Manager
directed a reclassification study of the IST Division to be conducted by Koff and Associates
(Koff). As a result of the study and a thorough review by District staff, and without changing the
current number of employees in the IST Division, the General Manager recommends the creation
of five new classifications and the reclassification of four existing positions in the IST Division.
These recommendations are not approvals for new staff and do not create additional positions;
the recommended reclassifications only affect existing staff. The proposed restructuring creates
classification series and career ladders within the IST Division to meet the District’s evolving
technological needs now and in the future. If approved by the Board of Directors, the changes
will be effective on August 29, 2016.
DISCUSSION
Classification and Compensation Study (Study) Process
At the General Manager’s request and according to FOSM recommendations, Koff conducted a
classification and compensation study of the IST Division to evaluate whether changes were
necessary. The process included:
Meeting with the CFO, Assistant General Managers (AGMs), IST Manager and Human
Resources (HR) staff to review positions; discuss study parameters; identify background
materials and other resources needed to complete the review.
Distribution and subsequent review of the Position Description Questionnaires (PDQ)
that were completed by the employees in IST Division and reviewed by the IST Manager
and CFO.
Analysis of the classification information gathered.
Contacts and interviews with incumbents and management to obtain details and gain
clarification on classification duties.
Development of draft findings and recommendations for management review.
Preparation of a report to management with conclusions and recommendations on
classifications and compensation.
Following review of the Consultant’s recommendations, the IST Manager, CFO, AGMs, and HR
staff came to a consensus on the findings consistent with the General Manager’s final
recommendations.
Information Systems and Technology Division Evolution
The IST Division was recently formed in 2015 by integrating the IT services group and the GIS
group. Previously, the IT group was part of the Administrative Services Department and was
comprised of two full-time positions, the IT Administrator and the IT Technician, and a part-time
R-16-104 Page 3
IT Intern. The IT group met the District’s basic business and operational needs for information
and technology systems, managing the Districts hardware and databases, and serving the day-to-
day technology needs. The GIS group was part of the Planning Department and was staffed by
the GIS Administrator, two GIS Technicians, and an Intern. The GIS program served to enhance
the understanding of ecosystem processes, provided data analysis to improve land protection
efficiencies and effectiveness, and provided valuable information and visuals for presentations
and wayfinding.
As the District staffing levels increased and technological needs matured, it became more
challenging for these groups to continue to provide quality support. Upon the recommendation
of the FOSM Study, the District integrated IT and GIS to create what is now the IST Division.
In late 2015 the District also hired the IST Manager to provide leadership direction and shepherd
the development of the IST Division to meet the District’s ongoing and evolving technological
needs. The IST Division is currently staffed with the following classifications:
• IST Manager
• GIS Administrator
• GIS Technician
• GIS Intern (vacant as of July 22, 2016)
• IT Administrator
• IT Specialist
• IT Technician
• IT Intern (vacant as of June 1, 2015)
In addition to the FOSM Study in October of 2015, the technology consultant, Client First
Technology, recommended the restructuring of the IST Division as part of the IST Master Plan.
The report confirmed the need to restructure the division to better account for the growing
technological needs, and the evolving roles and duties of the various positions over the last 5-10
years. Based on the organizational and classification studies and District staff review and
analysis, the General Manager recommends the following classification changes for the IST
Division.
Reclassification Study Recommendations
The addition of four new classifications in the IST Division:
• Data Administrator: Technical subject matter expert in database management that
designs, develops and maintains District wide databases.
• Senior Technologist: Performs the most complex tasks related to design,
configuration, troubleshooting, maintenance and monitoring District’s information
systems, both in hardware and software. This is a new classification but will not be
budgeted and filled with a new or reclassified employee until warranted by business
needs and approved by the Board.
• Applications Support Engineer: Responsible for software applications research,
development, conversion, installation and maintenance projects. Customizes
software applications for District use. This is a new classification but will not be
budgeted and filled with a new or reclassified employee until warranted by business
needs and approved by the Board.
R-16-104 Page 4
• Data Analyst I/II: Performs technical tasks related to configuration, troubleshooting,
maintenance and monitoring of District databases, data model and data platforms
such as GIS. Flexibly staff; level II positions filled by advance from level one with
two years of experience and demonstrated gained knowledge.
Reclassification of five existing positions in the IST Division
• Reclassification of the Geographic Information Systems Administrator to Geographic
Information Systems Program Administrator
• Reclassification of the Information Technology Administrator to an Information
Technology Program Administrator;
• Reclassification of IT Specialist to a Data Administrator
• Reclassification of Geographic Information Systems Technician to a Data Analyst I;
• Reclassification of Information Technology Technician to an Information Technology
Technician I/II.
The IST reclassifications recommendations create classification series for the GIS and the IT
functions within the division. These series are similar to the career ladders in other District
departments and establish a tiered structure which enables the District’s technological
advancement and encourages employee promotions into higher level IST classifications as
dictated by District business needs and as staff gain more knowledge, skill and expertise. Rather
than increasing staffing levels, the structure encourages promotions that may lessen the need to
backfill some of the lower level positions as employees promote. The work of the more senior
classifications will encompass the work of the more entry level positions as the District’s
technological capability evolves.
The current classification structure of the IST Division does not provide the most efficient
service delivery and functionality to meet the District’s technological needs. In today’s
organization technical competency in information technology is a business requirement. All
forms of daily communication are built on technology platforms from phones to email to the
internet. These technology platforms require in-depth technical knowledge and skills to keep
systems availability high and in good working order. The District will be better served by the
proposed classification structure which is designed to include the necessary technical functions
with the more knowledgeable, highly-skilled and capable staff. This new structure also allows
for more flexible staffing and encourages continued development of existing employees.
Additionally, there are some technological deficiencies within the District that this change can
solve. For example, the District struggles with outdated and redundant data management
methods; data is distributed and managed within many various departmental stand-alone
databases and spreadsheets. The re-classification of the IT Specialist to a Data Administrator
dedicates a staff person to manage and consolidate these systems into commercial applications
and provide ongoing user support and data and reporting management District-wide. This and
other similar efficiencies will benefit the District and improve business processes that drive
productivity across departments. (Refer to Attachments 3 and 4 for an organizational chart and
detailed descriptions and rationale for each new classification).
These new classifications will not add new positions at this time. In the future these new IST
classifications will only be assigned to a position due to reclassification or with the addition of a
position due to the District’s business needs. In either case the new IST classifications will only
be budgeted and filled if approved by the Board of Directors.
R-16-104 Page 5
Salary Range Recommendations
Koff and Associates conducted a compensation study of all the recommended classifications in
the IST Division in May, 2016 with a look at the 14 comparator agencies established and
approved by the Board in the District’s 2014 compensation study. In keeping with past practice
and the Employee Compensation Guiding Principles Policy approved by the Board in March,
2015, the study focused on the top step salaries of each classification compared to the median of
comparators’ salaries at top step. Staff also conducted a thorough compensation analysis to
determine the appropriate salary levels for alignment among classifications in the IST Division
as well as the internal alignment of compensation with all District classifications. The new
recommended salary ranges, shown in the table below, reflect increases in all the IST
classifications, considering internal alignment, and keeping pace with highly competitive
technical positions in the surrounding Silicon Valley, which impacts recruitment for public
sector talent. While public agencies typically do not set salaries based on the private market, the
fact that the skill sets of the IST Division are highly transferable in the local private sector make
it necessary to create career ladders and a thoughtful succession plan to continue to attract and
retain well educated and highly skilled professionals to technology-related District positions.
Current
classification range salary Recommended
Classification range salary
% of
range
change
GIS Administrator 40 $93,012-
$116,160
GIS Program
Administrator 43 $100,104-
$125,016 7.6%
IT Administrator 36 $84,372-
$105,360
IT Program
Administrator 43 $100,104-
$125,016 18.7%
IT Specialist 31 $74,700-
$93,276 Data Administrator 38 $88,584-
$110,640 18.6%
Not applicable Senior Technologist 38 $88,584-
$110,640
Not
applicable
Not applicable
Applications
Support Engineer 36 $84,372-
$105,360
Not
applicable
GIS Technician 23 $61,464-
$76,752 Data Analyst I 30 $72,888-
$91,008 18.6%
IT Technician 25 $64,536-
$80,592 IT Technician II 27 $67,752-
$84,612 5%
BOARD COMMITTEE REVIEW
This report was not previously reviewed by a Committee.
FISCAL IMPACT
If approved, the reclassifications would take effect August 29, 2016 and result in an additional
$18,606 in salaries and benefits costs this fiscal year ($22,327 annualized), which would be
covered by vacancy savings in the Administrative Services Department.
PUBLIC NOTICE
Notice was provided pursuant to the Brown Act. No additional notice is necessary.
R-16-104 Page 6
CEQA COMPLIANCE
No compliance is required as this action is not a project under the California Environmental
Quality Act (CEQA).
NEXT STEP
If approved the reclassifications would take effect August 29, 2016, which is the first day of the
pay period following the August 24, 2016 Board meeting.
Attachments:
1. Resolution Amending the Classification and Compensation Plan
2. District Classification and Compensation Plan
3. Organizational Charts
4. Classification Information
Responsible Manager:
Kevin Woodhouse, Assistant General Manager
Prepared by:
Candice Basnight, Human Resources Supervisor
Attachment 1
Resolutions/2016/16-__Amend CCP_IST 1
RESOLUTION NO. 16-__
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT AMENDING
THE CLASSIFICATION & COMPENSATION PLAN BY ADDING NEW
AND AMENDING EXISTING CLASSIFICATION SPECIFICATIONS
WHEREAS, in May 2016, a classification study was performed for the Information
Systems (IST) Division to determine if the current duties and responsibilities were
commensurate with the existing job titles and positions; and
WHEREAS, the findings of the study concluded additional classifications are needed to
meet the growing technological needs and evolving roles of the various positions in the IST
Division; and
WHEREAS, the General Manager has proposed an amendment to the Midpeninsula
Regional Open Space District Classification and Compensation Plan to add the new job
classifications of Data Administrator, Senior Technologist, Applications Support Engineer, Data
Analyst I/II, and Information Technology Technician I/II, and to add the classification
specification and salary range therefore; and
WHEREAS, the General Manager has proposed an amendment to the Midpeninsula
Regional Open Space District Classification and Compensation Plan to reclassify the following
positions: Geographic Information Systems Administrator, Information Technology
Administrator, Information Technology Specialist, Geographic Information Systems Technician,
Information Technology Technician; and
WHEREAS, the Board of Directors having considered such proposals and
recommendations;
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 by adding the new job classification titles of Data
Administrator, Senior Technologist, Applications Support Engineer, and Data
Analyst I/II and by adding the classification specification and salary range to read as
set forth in the attached exhibits hereto.
2. The Classification and Compensation Plan of the Midpeninsula Regional Open Space
District shall be amended by reclassifying the following classification titles:
• Geographic Information Systems Administrator to Geographic
Information Systems Program Administrator;
• Information Technology Administrator to Information Technology
Program Administrator;
• Information Technology Specialist to Data Administrator;
• Geographic Information Systems Technician to Data Analyst I;
Attachment 1
Resolutions/2016/16-__Amend CCP_IST 2
• Information Technology Technician to Information Technology
Technician I/II.
The classification specification and salary ranges for these classifications are to read
as set forth in the attached exhibits hereto.
3. Except as herein modified, the Classification and Compensation Plan, Resolution No.
16-26, as amended, shall remain in full force and effect.
4. This resolution shall be effective August 29, 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:
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
Step Full/Part
Range #Minimum Maximum Minimum Maximum Minimum Maximum Time
Seasonal Open Space Technician 6 19.5173 24.3635 3,383 4,223 40,596 50,676 PT
Seasonal Ranger Aide 6 19.5173 24.3635 3,383 4,223 40,596 50,676 PT
Seasonal Ranger 16 24.9058 31.0962 4,317 5,390 51,804 64,680 PT
Farm Maintenance Worker 19 26.7981 33.4673 4,645 5,801 55,740 69,612 FT
Open Space Technician*19 26.7981 33.4673 4,645 5,801 55,740 69,612 FT
Administrative Assistant 20 27.4615 34.2808 4,760 5,942 57,120 71,304 FT
Accounting Technician 22 28.8231 35.9942 4,996 6,239 59,952 74,868 FT
Human Resources Technician 22 28.8231 35.9942 4,996 6,239 59,952 74,868 FT
Information Technology Technician I 22 28.8231 35.9942 4,996 6,239 59,952 74,868 FT
GIS Technician 23 29.5500 36.9000 5,122 6,396 61,464 76,752 FT
Lead Open Space Technician*23 29.5500 36.9000 5,122 6,396 61,464 76,752 FT
Volunteer Program Lead 23 29.5500 36.9000 5,122 6,396 61,464 76,752 FT
Risk Management Coordinator 24 30.2654 37.8000 5,246 6,552 62,952 78,624 FT
Senior Administrative Assistant 24 30.2654 37.8000 5,246 6,552 62,952 78,624 FT
Information Technology Technician 25 31.0269 38.7462 5,378 6,716 64,536 80,592 FT
Public Affairs Program Coordinator 25 31.0269 38.7462 5,378 6,716 64,536 80,592 FT
Ranger 25 31.0269 38.7462 5,378 6,716 64,536 80,592 FT
Senior Finance & Accounting Technician 26 31.7769 39.6865 5,508 6,879 66,096 82,548 FT
Equipment Mechanic/Operator 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Executive Assistant 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Information Technology Technician II 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Lead Ranger 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Property Management Specialist I 28 33.3692 41.6654 5,784 7,222 69,408 86,664 FT
Real Property Specialist I 28 33.3692 41.6654 5,784 7,222 69,408 86,664 FT
Executive Assistant/Deputy District Clerk 29 34.2058 42.7096 5,929 7,403 71,148 88,836 FT
Planner I 29 34.2058 42.7096 5,929 7,403 71,148 88,836 FT
Data Analyst I 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Docent Program Manager 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Resource Management Specialist I 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Volunteer Program Manager 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Accountant 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Capital Projects Manager II 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Planner II 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Management Analyst I 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Community Outreach Specialist 33 37.7019 47.0942 6,535 8,163 78,420 97,956 FT
Public Affairs Specialist 33 37.7019 47.0942 6,535 8,163 78,420 97,956 FT
Data Analyst II 34 38.6250 48.2423 6,695 8,362 80,340 100,344 FT
Resource Management Specialist II 34 38.6250 48.2423 6,695 8,362 80,340 100,344 FT
Grants Specialist 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Maintenance, Construction & Resource Supv.35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Management Analyst II 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Procurement & Contracting Agent/Specialist 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Property Management Specialist II 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Real Property Specialist II 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Supervising Ranger 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Training & Safety Specialist 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Midpeninsula Regional Open Space District - CLASSIFICATION & COMPENSATION PLAN
Fiscal Year 2016/2017 - Effective 08/29/2016
Last revised: 7/01/16, 4/28/2016, 4/14/16, 2/11/16, 1/14/16, 09/14/2015, 8/26/15, 7/22/2015
Classification Title Hourly Range $Monthly Range $Annual Range $
Attachment 2
Information Technology Administrator 36 40.5635 50.6538 7,031 8,780 84,372 105,360 FT
Applications Engineer 36 40.5635 50.6538 7,031 8,780 84,372 105,360 FT
Website Administrator 36 40.5635 50.6538 7,031 8,780 84,372 105,360 FT
Data Administrator 38 42.5885 53.1923 7,382 9,220 88,584 110,640 FT
Legislative/External Affairs Specialist 38 42.5885 53.1923 7,382 9,220 88,584 110,640 FT
Senior Technologist 38 42.5885 53.1923 7,382 9,220 88,584 110,640 FT
Facilities Maintenance Supervisor 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Capital Projects Field Manager 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Capital Projects Manager III 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Planner III 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Resource Management Specialist III 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
GIS Administrator 40 44.7173 55.8462 7,751 9,680 93,012 116,160 FT
Senior Property Management Specialist 40 44.7173 55.8462 7,751 9,680 93,012 116,160 FT
Senior Real Property Specialist 40 44.7173 55.8462 7,751 9,680 93,012 116,160 FT
Special Projects Manager 40 44.7173 55.8462 7,751 9,680 93,012 116,160 FT
Senior Accountant 41 45.8308 57.2423 7,944 9,922 95,328 119,064 FT
Senior Management Analyst 41 45.8308 57.2423 7,944 9,922 95,328 119,064 FT
Media Communications Supervisor 42 46.9500 58.6327 8,138 10,163 97,656 121,956 FT
Area Manager 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Area Superintendent 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
District Clerk/Assistant to General Manager 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
GIS Program Administrator 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Information Technology Program Administrator 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Human Resources Supervisor 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Senior Planner 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Senior Resource Mgmt Specialist 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Finance Manager 48 54.3519 67.8808 9,421 11,766 113,052 141,192 FT
Information Systems & Technology Manager 48 54.3519 67.8808 9,421 11,766 113,052 141,192 FT
Engineering & Construction Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Land & Facilities Services Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Natural Resources Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Operations Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Planning Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Public Affairs Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Real Property Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Visitor Services Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Assistant General Counsel I 53 61.4192 76.7077 10,646 13,296 127,752 159,552 FT
Assistant General Counsel II 55 64.4942 80.5442 11,179 13,961 134,148 167,532 FT
Assistant General Manager 59 71.1058 88.8000 12,325 15,392 147,900 184,704 FT
Chief Financial Officer/Director Administrative
Services 59 71.1058 88.8000 12,325 15,392 147,900 184,704 FT
* OST will receive an additional 1% stipend for Class A or B license; Lead OST 1% for Class A.
Board Appointee Group Compensation Hourly Monthly Annual Effective
General Manager $113.36 $19,649 $235,792 4/1/2015
Controller - Part-time position $86.83 $15,051 $180,612 4/1/2015
General Counsel $101.99 $17,679 $212,152 4/1/2015
Elected Officials Compensation
Board Director 1/1/2006
Monthly MaximumPer Meeting
$100.00 $500.00
Last Revised
8/26/2015
8/12/2015
8/12/2015
Effective Date
Attachment 2
IST Manager
IT Administrator GIS Administrator
IT Intern
IT Technician GIS Technician
GIS Technician
GIS Intern
IT Specialist
Current IST Division ATTACHMENT 3
IST Manager
Applications
Support Engineer*
Data
Administrator*
IT Program
Administrator Senior
Technologist *
GIS Program
Administrator
IT Technician
I/II
IT Intern
Data Analyst
I/II
GIS Technician
GIS Intern
*Classification only/no position
Proposed IST Divison
Information Systems and Technology Division Detailed Classification Information
1. Summary of Proposed New Classifications in the IST Division
a. Data Administrator
Senior level technical leader, advisor and subject matter expert in database
management.
Manages, designs, develops and maintains data and District-wide databases across
multiple platforms.
Exercises no supervision of staff; provides technical direction and training to lower
level staff.
Technical project management responsibilities.
Reports directly to the IST Manager
Annual Salary Range 38: $88,584-$110,640
b. Applications Support Engineer
Performs applications system support and maintenance, modification,
implementation, development and process customization and training for a variety of
software applications and participates on or provides technical direction for assigned
initiatives and projects.
Works on and is responsible for software applications research, development,
conversion, installation and maintenance projects.
Exercises no supervision of staff but may provide technical direction and training to
lower-level staff.
Reports directly to the IST Manager or assigned GIS or IT Program Administrator.
Annual Salary Range 36: $84,372-$105,360
c. Senior Technologist
Performs the most complex and varied technical tasks related to design,
configuration, troubleshooting, maintenance and monitoring of the Districts
information systems.
Subject matter expert in information and technology management.
Advanced journey-level class for the IT Technician and Data Analyst Series.
Troubleshoots hardware and software problems.
May supervise assigned staff and provide technical and functional training to lower-
level staff.
May report directly to the GIS or IT Program Administrator.
Annual Salary Range 38: $88,584-$110,640
ATTACHMENT 4
Page 2
d. Data Analyst I/II
Performs technical tasks related to the configuration, troubleshooting, maintenance
and monitoring of the District’s databases, data models and data platform such as
Geographic Information Systems (GIS).
Combination I/II classifications are hired at either the I or II level depending on the
District’s need and the applicant’s qualifications; level II positions are normally filled
by advancement from the level I requiring two (2) years of experience and after
gaining the knowledge, skill and experience to perform at the higher level.
Exercises no supervision of staff but may provide technical direction and training to
lower-level staff.
Supervised by GIS Program Administrator, IT Program Administrator.
Annual Salary Ranges 30/34: level I: $72,888-$91,008; level II: $80,340-$100,344
e. Information and Technology (IT) Technician I/II
Performs technical duties in support of the District’s management information
systems; provides technical desktop support to users; troubleshoots hardware,
software, and network problems associated with the District’s computers and
telecommunication systems and related equipment.
Combination I/II classifications are hired at either the I or II level depending on the
District’s need and the applicant’s qualifications; level II positions are normally filled
by advancement from the level I requiring two (2) years of experience and after
gaining the knowledge, skill and experience to perform at the higher level.
Exercises no supervision of staff but may provide technical direction and training to
lower-level staff.
Supervised by IT Program Administrator or IST Manager.
Annual Salary Ranges 22/27: level I: $59,952-$74,868; level II: $67,752, -$84,614
2. Creation and Addition of the Data Administrator, Application Support Engineer, and
Senior Technologist Classifications:
Koff and Associates reviewed the structure of the IST Division and the IT Master Plan report
which identified a void in classifications to support users in software application and data
administration. The Data Administrator and Applications Engineer are new classifications to
support such organizational needs. It was observed that within the District, data is distributed
within many departmental, stand-alone databases and spreadsheets and that a need has
developed to create efficiencies and manage this array of data across multiple platforms. The
Data Administrator will assist in identifying and managing the consolidation of these systems
into commercial, off-the-shelf (‘COTS’) applications and provide ongoing user support, data
and reporting management. The Applications Engineer is critical to improving business
processes and driving productivity in and across departments. The goal of incorporating
these positions is for increased applications integration and flexibility, fewer applications to
manage, and improved reporting capabilities.
Page 3
The Senior Technologist will be responsible for the design, development and integration of
various technology systems across the organization. This classification requires knowledge
of many different types of systems and how they integrate. As the organization moves
toward designing and developing enterprise systems, this position will have the capacity to
lead these efforts.
The Data Administrator and Application Engineer will report directly to the IST Manager
and are slotted as senior level contributors to the IST Division as a whole. The Senior
Technologist may at times be supervised by and support the GIS and IT Program
Administrators, and is viewed as a promotional position to the journey level Data Analyst II
or the IT Technician II in the hierarchy of positions in the division. The IT Master Plan
reported that the current staffing level in this division lacked the resources to maintain
existing systems. The District will benefit from the addition of these classifications by
putting staffing resources in place to increase organizational productivity and to advance
District technology.
The Applications Engineer and Senior Technologist classifications are not recommended to
be budgeted or filled at this time. However, the creation of these classifications would be
beneficial to help prepare the District to successfully transition as the IST Division and the
District technology needs continue to develop.
3. Creation and Addition of the Data Analyst I/II Classification to replace the Geographic
Information System Technician Classification
Currently the GIS function is staffed by the GIS Administrator, Technicians and GIS Interns.
In reviewing the body of work performed by the GIS Technician, Koff and Associates found
the work performed was better captured at an Analyst level. The needs of the organization
related to GIS technology have grown and it would be beneficial to create new classifications
to support the work required on a regular ongoing basis primarily related to the
configuration, troubleshooting, maintenance and monitoring of the District’s databases, data
models and data platforms. The unique services provided by the District requires significant
reliance on the GIS function to deliver information to constituents. A significant amount of
time is spent by these technical leads working on District GIS projects that support the
District’s day-to-day operations and long term capital and planning projects.
In addition, the current GIS Technicians:
• Perform database performance analysis and quality control and assist in developing
interfaces between enterprise database and end-user query tools;
• Perform analysis, trouble shoot database problems, ensure data integrity;
• Create reports; and
• Provide recommendations, support and training to other information services support
staff and District users in areas of responsibility.
The proposed Data Analyst classification was created to replace the current GIS Technician
classification with a broader class description that includes an entry and journey level as a
I/II flexibly staffed position. A revised GIS Technician classification will still exist in the
Division to handle more routine GIS functions. Positions of the GIS Technician level will
not be expected to function at the same skill level as the Data Analyst and usually exercise
Page 4
less independent discretion and judgment in matters related to procedures and methods. GIS
Technician work will be supervised while in progress, with the work fitting an established
structure or pattern. The creation of the Data Analyst I/II also creates promotional and
succession opportunity within the IST Division.
4. Creation and Addition of Information Technology Technician I/II Classification to
replace the Information and Technology Technician Classification
Currently the IT Function is staffed by the IT Administrator, IT Technician and IT Intern.
The Technician classification provides support to all District users in multiple locations
including hardware, software, telecommunications, network connectivity, audio visual and
remote access. It is beneficial for the Technician classification to be flexible in order to
expand with the growth of the IST Division and the District’s technological needs. The IT
Technician I/II classification allows for such flexibility as the Technician I is entry level and
allows for advancement to the Technician II level position after two years of increasingly
responsible experience in the Technician I position. This change is in line with the IT Master
plan recommendations and prepares the IST Division for future potential growth.
5. Reclassification of the Geographic Information Systems Administrator to Geographic
Information Systems Program Administrator
The IT Master Plan recommended a review and update of all of IST Division classifications.
Koff and Associates reviewed and revised the GIS Administrator classification. The GIS
Administrator plans, analyzes, coordinates, supervises and administers the District-wide GIS
program, as well as providing technical leadership and direction for the completion of major
projects. The incumbent performs complex GIS database and graphical user interface
research, design, analysis and programming. Additionally, this classification is responsible
for GIS staff work plans and monitors workload, oversees process standardization to increase
efficient functional operations, determines cartographic look, feel and quality control
standards and is responsible for budget creation for the GIS function. The GIS Administrator
is a key position that oversees and maintains an organized library of data layers related to
District holdings, resources, interests and activities, and serves as GIS liaison to the Board,
other agencies, and professional affiliations to coordinate regional data collection efforts.
The classification title change to Program Administrator recognizes the breath of
responsibility and level of oversight of the GIS function of the position. Koff and Associates
conducted a market based salary survey of the current and recommended IST Division
classifications. Koff surveyed the fourteen comparator agencies that the District has
historically used for compensation studies. The District compensation philosophy, as defined
by the Board, states: “When comparing to benchmark agencies using ‘top-range salary’, a
competitive salary is defined as median to 55th percentile of the comparator agencies, plus or
minus five percent, with no employee’s top-range salary below median or above 60th
percentile unless under the Board’s decision-making flexibility as provided by this policy.”
Based on an analysis of the GIS Administrator and comparable positions in the survey
agencies, Koff found that this classification was 8.5 (percent) below market at the time of
study. The current position is at Range 40 in the District’s Classification and Compensation
Plan. The compensation for this classification is recommended to be set at Range 43 in the
District’s Classification and Compensation Plan to be in compliance with the District’s
Page 5
compensation philosophy and keep internal alignment with District classifications at this
level.
6. Reclassification of the Information Technology Administrator to Information Technology
Program Administrator
The IT Administrator classification was also reviewed and revised to reflect the evolution of
this position and the changing needs of the District. The incumbent fills a key position
responsible for the District-wide operation of systems, network, and telecommunication
infrastructure. This position oversees the IT Technician and Intern classifications, researches
and determines infrastructure upgrades, system design analysis and monitoring, recommends
IT policies and procedures, manages and maintains the District’s data warehouse including
security auditing of data sources, network performance, and performs programming and
scripting to manipulate data structure and quality assurance and control systems. The
incumbent is also responsible for budgeting and setting work plans and workflow for IT
positions. The title change to Program Administrator serves to acknowledge the supervisory
role and level of responsibility for the District’s IT function of this classification
In review of compensation of comparator agencies, the District’s IT Administrator was
20.1% (percent) below the market at the time of the study. It is recommended that this
position be set at Range 43 to be in compliance with the District’s compensation philosophy
and to be competitive with the market. This recommendation is also in alignment with
comparable supervisory positions throughout the District.
7. Reclassification of the IT Specialist to a Data Administrator
The IST Division added the IT Specialist position with the adoption of the FY 2015-16
budget on March 25, 2015. The compensation for the IT Specialist was set at Range 31,
comparable to a Management Analyst I level. At this time the position is filled with a
temporary employee who meets the qualifications and is working at the level of a Data
Administrator. Upon approval of this reclassification the District will recruit to fill the Data
Administrator as a regular position. The Data Administrator is set at range 38, which is an
18.6% (percent) increase to the position at top step. This position directly reports to the IST
Manager and brings a higher level of technical expertise across IST functions to support the
evolving technical needs of the District.
8. Reclassification of the Geographic Information Systems Technician to a Data Analyst I
There are currently two GIS Technician positions within the District. The GIS Technician
classification is responsible for data management of the GIS system, which involves
developing and maintaining internal data of assets, updating data at regular intervals,
generating new data by conducting field surveys, and functioning as a liaison with partner
agencies to exchange data. There is also significant time spent creating cartographic
products, including web maps, and automating production of these products by using
programming methods. The classification also performs complex data and spatial analysis to
support decision making for natural resources management, strategic land purchases, and
protection of public safety. In addition, the classification provides user support by
troubleshooting GIS issues, training, and consulting on service provision enhancements.
This classification assists in the facilitation of community input and feedback as well as
Page 6
interfacing with community organizations and agencies on District projects. Additionally,
the GIS positions have been involved in GIS system administration and application of quality
control procedures and tutorials for GIS users and developers.
In review of the market, the compensation for similar positions among the District’s fourteen
comparator agencies sets this position at Range 30. This change represents an 18.6%
(percent) increase over the current GIS Technician classification. This increase is
recommended to acknowledge the complexity, discretion and independent judgement
required in the new Data Analyst classification.
9. Reclassification of Information Technology Technician to an
Information Technology Technician II
The incumbent IT Technician has a wide ranging set of duties which include providing
technical support in software and hardware to all District users. The duties include:
providing system administration such as assigning passwords, permissions, account deletion,
training employees on technology use and interfacing with vendors for service and
equipment purchases. In addition, the incumbent monitors the health of the District’s
servers, deploys upgrades, manages antivirus and software patching services and configures
computer systems.
In review of the IT Technician position and in review of the proposed new IT Technician I/II
classification, the incumbent meets the qualification in experience, time and education for the
Technician II, with technical training beyond high school and six years of relevant
experience as an IT Technician with the District. A reclassification of the current IT
Technician to the classification of IT Technician II is recommended.
In review of the comparator agencies, the Technician II is set at Range 27 which is a 5%
(percent) increase from the current IT Technician classification and is in alignment with
compensation in similar District positions.
R-16-102
Meeting 16-20
August 24, 2016
AGENDA ITEM 7
AGENDA ITEM
Formation of the Facilities Ad Hoc Committee
GENERAL MANAGER’S RECOMMENDATIONS
1. Direct the formation of a new Facilities Ad Hoc Committee, and authorize the Board
President to appoint three Directors to serve on the Facilities Ad Hoc Committee.
2. Determine whether the meetings of the Facilities Ad Hoc Committee should be compensable.
SUMMARY
At its November 18, 2015 meeting, the Board of Directors (Board) directed the General Manager
to return to a future Board meeting and recommend the formation of a Facilities Ad Hoc
Committee. Prior to the subject going to the full Board, the Facilities Ad Hoc Committee would
provide guidance in the selection and implementation of a preferred long-term facility option for
the Administration Office (AO), which is included in the Fiscal Year (FY) 2016-17 Action Plan.
The Facilities Ad Hoc Committee would be in place for a period of one year.
MEASURE AA
This is not a Measure AA project.
DISCUSSION
The Board’s Strategic Plan includes a focus on strengthening the Midpeninsula Regional Open
Space District’s (District’s) organizational capacity to fulfill its mission, which includes
providing the necessary resources, tools, and staff facility infrastructure.
After the passage of Measure AA, which resulted in substantial capital funding for voter-
approved priority projects, the District completed a comprehensive organizational study, the
Financial and Operational Sustainability Model (FOSM). The study determined how to
restructure and grow the organization to successfully deliver Measure AA projects and sustain
patrol, maintenance and restoration service levels as new facilities and properties are opened to
the public. FOSM identified 60 recommendations to address organizational gaps and implement
a 30-year project and service delivery strategy. It also recommended a near-term increase of up
to 9 additional administrative staff by 2020 in the business lines of Project Planning and
Delivery, Visitor and Field Services, and Finance and Administrative Services, followed by
slower growth into the future that would focus on field positions.
R-16-102 Page 2
The AO (including the nearby three leased offices) is at capacity and can accommodate only
minimal staff growth in the near term. If left unchanged, this constraint will impede the
District’s ability to maintain desired project delivery timelines for capital projects, including
Measure AA-funded projects. In 2015, staff prepared a Staff Facilities Opportunities and
Constraints Analysis Report that assessed the condition and recommended actions for the
District’s four staff facilities, including the AO.
During the November 18, 2015 Board meeting, when the report was presented and the AO
discussed (R-15-157), the Board approved contracting with a futurist/architectural strategist to
evaluate trends and both internal and external factors that should be considered in properly siting
a new, long-term staff facility. It was also suggested that a Facilities Ad Hoc Committee be
formed that could act quickly to take advantage of real estate opportunities if or when they arose.
Board Policy 1.04 (Board Committees) authorizes the Board to form ad hoc committees to study
“specific matters and provide recommendations to the Board on such matters.”
The General Manager also seeks the Facilities Ad Hoc Committee’s guidance to (1) identify any
potential gaps in the AO site feasibility analysis, real estate market study, and
futurist/architectural strategist report, and (2) arrive at a recommended preferred option, possible
alternatives, and next steps to forward to the full Board in November or December 2016 for its
consideration and decision. The General Manager will ask the Facilities Ad Hoc Committee, if
formation is approved, to meet within the next week to review the consultant’s scope of work
and progress completed to date to ensure that policy issues pertinent to the Board are part of the
analysis. Additional meetings are expected over the next few months.
FISCAL IMPACT
Formation of a new Facilities Ad Hoc Committee may result in a modest fiscal impact if the
Board determines these meetings are compensable. Per Board policy on Compensation of
Directors and Payment of Expenses, the maximum allowable total compensation per Board
member shall be one hundred dollars ($100.00) per day and five hundred dollars ($500.00) per
calendar month, irrespective of the number of meetings attended each day or each month
(Chapter 6, Policy 6.03). The new FY2016-17 Budget does not include a specific allocation for
the proposed new Ad Hoc Committee. However, the Budget may be sufficient depending on the
total number of compensable meetings that are scheduled next fiscal year.
BOARD COMMITTEE REVIEW
This item was not previously reviewed by a Board Committee. On November 18, 2015, the
Board directed staff to return to the full Board with a Facilities Ad Hoc Committee formation
recommendation.
PUBLIC NOTICE
Notice was provided pursuant to the Brown Act.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act (CEQA)
and no environmental review is required.
R-16-102 Page 3
NEXT STEPS
Upon approval by the Board, Committee members would be appointed by the Board President.
Responsible Department Head:
Jane Mark, AICP, Planning Manager
Prepared by:
Tina Hugg, Senior Planner
From:Jennifer Woodworth
Subject:Board Questions Re: 8/24/16 Agenda
Date:Tuesday, August 23, 2016 4:12:39 PM
Attachments:ieiq10923-01June7quote.pdf
image004.png
Good afternoon all,
Please find the responses below in blue to questions submitted by the Board regarding items on tonight’s agenda.
Director Cyr
I'd like a bit more info on the cost for fog harvest item, seems high for frame and material. Does this reflect the monitoring component?
Primary expenses for the fog-harvesting project are for scientific monitoring devices and related hardware (quote attached), including:
· 12 tipping rain gauges sensitive enough to tell the difference between 6 different types of mesh at each of 2 locations;
· Anemometer, pyrometer, and thermometer (2 each);
· Data collector and sending unit to broadcast the data over the cellular network for real-time data monitoring by USGS (2 each);
· Metal frames, mounting hardware, gutters, other minor hardware and electrical hook-up.
This equipment, which is part of USGS’s recommended experimental design, will provide more accurate information for future decision-making
about whether to implement larger scale fog collection projects. While the District is covering these expenses, USGS is contributing the various
mesh materials (some with very expensive micro coatings); fog particle size monitor ($30,000 machines at each location); laptop computer for
monitoring and configuration; and substantial monitoring time, data evaluation, and scientific expertise.
At the beginning of the project, the team discussed the potential budget with the General Manager, who authorized a $25,000 budget.
A more detailed report on the fog-harvesting project is being prepared for the Board’s information in the near future.
Director Riffle
1. check 73052 - can someone describe the $17,357 expenditures on fog harvesting equipment?
Please see response above.
2. check 73075 - is electric vehicle charging station for the public or for staff? Who pays for the electricity charges? How many EVs
can be charged at one time?
· EV Charging will be primarily for staff between 7am – 5pm
· The public can use and access the chargers outside those hours provided they create an account with SemaConnect
· Staff and the public will be charged for the electricity that they use by SemaConnect at a rate per kWh the District assigns. The rate set
by the District will cover the cost of electricity and SemaConnect’s service fee (i.e. goal is to make vehicle charging cost neutral to the
district).
· The District will receive a check quarterly from SemaConnect for the amount of electricity used less a small service fee. The District
received a grant that paid for the installation of the electrical conduits to the pedestals plus $2,500 toward the installation of the actual
charging units.
· 4 vehicles will be able to charge at the same time ( dual mounted charger see link )
Chargers will be installed this Thursday 8/25 and configured over the following 1- 1.5 weeks. IST is working with Land and Facilities for signage
and parking stall labeling for EV Charging.
I will also request that we pull Consent Item 2 to allow for a brief staff presentation and an opportunity for discussion/direction by the
public and the Board. I am very supportive of moving this forward, but it has been a while since we have been briefed by staff about
plans for this important access location for LHCOSP.
Staff will be prepared to provide a brief presentation on Item 2 during the Board meeting.
Director Kishimoto
Item 1 - claims. #73081 $10,518 for fuel for vehicles. Is this for what period of time?
This was the fuel costs for July from Valley Oil.
Under credit card, there was $1079 for a refrigerator for a tenant. Seems high for a regular non-commercial refrigerator - what was it??
The refrigerator was a standard residential refrigerator, a little bit larger because it was for a large family. $1000 is about what we have been
spending for refrigerators.
Item 2 - What were the three bids (amounts)? I know we select based on qualification but it’s good to see the amounts too.
Through the RFQP process we received 11 proposals that included varied approaches to the scope of work. The table below presents the
amounts of all fee proposals received listed in ascending order. We selected three firms to interview based on the qualifications and the best
proposed project approach.
After we selected MIG, we negotiated to include additional services necessary to complete the project (e.g. Phase I & II environmental
assessment, wildlife permitting, wetland permitting).
1 $193,793 RRM
2 $232,155 Design Workshop
3 (I) $267,082 Callendar
4 $299,356 RDG
5 $299,776 Harris
6 (I) $302,718 MIG*
7 (I) $312,265 Placeworks
8 $321,406 BFS
9 $355,942 RHAA
10 $367,462 PGA
11 $372,106 Nuvis
(I) Interviewed 8/4/16
*Selected MIG, total contract with additional services negotiated after selection: $400,000
Item 4 - Peterson Property - water rights! How do we know what we have “no obligation to provide” if springs run dry? Is there some legal way
to put condition on transaction or delay until we resolve water rights issue including this and permits for the well? (We have seen $1 million
obligations to provide water)
The General Manager does not recommend nor see a benefit in delaying the Petersen Transaction. Please see the detailed rationale below:
Spring Water Easement:
The District has no obligation to provide water as the easement speaks to spring water. The fundamental premise with this easement, and most
easements, is a proactive right given to another with the Grantor (District) having a passive role. The Grantee (neighbor) is responsible for
maintenance and repair of the spring systems including road maintenance, and the District has no obligation to provide water to the neighbor in
the event of spring failure. Below is the specific language from the easement document, which the District drafted, with the pertinent section
shown in highlight.
“As-Is Conveyance. Grantee agrees and acknowledges that Grantor makes no representations or warranties as to the condition of the area
contained in the Easement or its suitability for Grantee’s purposes. Neither Grantor nor anyone acting for or on behalf of Grantor has made any
representation, statement, warranty or promise to Grantee concerning the physical aspects or condition of the Easement including, without
limitation, conditions of the water supplies, soil, land use restrictions…”
Water Well:
At this time, it is unclear if the District will have any need or future use for the water well. If a future use is desired the District may pursue
retroactively permitting the existing well or drilling a new well. The advantage we have in this case is the fact that we know that good water
exists on the property so there is little to no risk of drilling a dry, unproductive well if that is the direction we move in.
Item 5 - Seems too simplistic to say fiscal impact is $18,606 this year since we the organization are looking at long term costs, including
retirement benefits. Isn’t it more accurate to say impact could be 8-12% increase for the department - or maybe not? It could well be the right
thing to do, but we should be open about costs.
The chart below provides the financial impact for the next five years (excluding COLA adjustments). With the current classifications, salaries and
benefits will increase based on annual step increases, until the grades is maxed out by the employee. The proposed reclassification costs also
include annual step increases until reaching the maximum step in the range.
The table below shows the difference between the current classification amount and proposed reclassification amount per year over the next
five years.
Jennifer Woodworth, MMC
District Clerk/ Assistant to the General Manager
jwoodworth@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691-1200 - F: (650) 691-0485
E-mail correspondence with the Midpeninsula Regional Open Space District (and attachments, if any) may be subject to the California Public
Records Act, and as such may therefore be subject to public disclosure unless otherwise exempt under the Act.