HomeMy Public PortalAbout20140528 - Agenda Packet - Board of Directors (BOD) - 14-13
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle, Los Altos, CA 94022
Wednesday, May 28, 2014
SPECIAL MEETING BEGINS AT 6:00 P.M.
REGULAR MEETING BEGINS AT 7:00 P.M.
A G E N D A
6:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION
ROLL CALL
1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION.
(GOVERNMENT CODE SECTION 54956.9(d)(1))
Name of Case: Midpeninsula Regional Open Space District v. County of Santa Clara, et
al. (Lehigh Quarry CEQA Matter)
Santa Clara County Superior Court Case No. 1-12-CV-236881
ADJOURN SPECIAL MEETING
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
REPORT OUT OF CLOSED SESSION (IF NECESSARY) (The Board shall publicly state any
reportable action taken in closed session pursuant to Government Code Section 54957.1)
ORAL COMMUNICATIONS – PUBLIC
ADOPTION OF AGENDA
CONSENT CALENDAR
1. Approve Minutes of the May 14, 2014 Special and Regular Board Meetings
2. Approve Claims Report
3. Appointment of Director and Alternate Representatives to the California Joint Powers Insurance
Authority Board of Directors (R-14-84)
Meeting 14-13
Staff Contact: Jennifer Woodworth, District Clerk
General Manager’s Recommendation: Appoint President Cecily Harris as Director and General
Manager Steve Abbors and Assistant General Manager Ana Ruiz as Alternates to the California
Joint Powers Insurance Authority Board of Directors.
4.
Amendment to an Agreement with Phytosphere Research to Continue Monitoring of Treatment
Methods to Suppress the Spread of Sudden Oak Death (R-14-52)
Staff Contact: Cindy Roessler, Senior Resources Management Specialist
General Manager’s Recommendation: Authorize the General Manager to execute an Amendment
to the Agreement with Phytosphere Research for an additional $15,000 to continue monitoring of
treatment methods in Calendar Years 2014 and 2015 to suppress the spread of Sudden Oak
Death, for a total contract amount not to exceed $67,500.
BOARD BUSINESS
5. Year-End Review of the Fiscal Year 2013-14 District Action Plan and Accomplishments (R-14-
81)
Staff Contact: Kate Drayson, Administrative Services Manager
General Manager’s Recommendation: Accept the Year-End Review of the Fiscal Year 2013-14
District Action Plan and accomplishments.
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.
A. Committee Reports
B. Staff Reports
C. Director Reports
ADJOURNMENT
TO ADDRESS THE BOARD: The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the
Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes. Alternately, you may comment to the Board by a
written communication, which the Board appreciates.
Consent Calendar: All items on the Consent Calendar may be approved without discussion by one motion. Board members, the General Manager, and members of the
public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar.
In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the District Clerk at (650) 691-1200.
Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting.
Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting,
will be available for public inspection at the District’s Administrative Office located at 330 Distel Circle, Los Altos, California 94022.
CERTIFICATION OF POSTING OF AGENDA
I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that the foregoing agenda
for the Regular Meeting of the MROSD Board of Directors was posted and available for review on May 23, 2014, at the Administrative
Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. Agenda materials are also available on the District’s web site at
http://www.openspace.org.
Signed this 23rd day of May, 2014, at Los Altos, California.
May 14, 2014
Board Meeting 14-12
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
May 14, 2014
DRAFT MINUTES
SPECIAL MEETING – CLOSED SESSION
I. CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 5:35 p.m.
II. ROLL CALL
Members Present: Jed Cyr, Cecily Harris, Yoriko Kishimoto, Curt Riffle, and Pete Siemens
Members Absent: Nonette Hanko and Larry Hassett
Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner,
Assistant General Counsel Hilary Stevenson, Real Property Manager Mike
Williams, Real Property Specialist Allen Ishibashi
1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
(GOVERNMENT CODE SECTION 54956.9(d)(1))
Name of Case: Midpeninsula Regional Open Space District v. Chiocchi
Santa Clara County Superior Court Case No. 1-12-CV-221622
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (GOVERNMENT
CODE SECTION 54956.8)
Property: Santa Clara County APN 562-22-017
Agency Negotiator: Allen Ishibashi, Real Property Specialist
Negotiating Party: Norm Matteoni, Attorney at Law
Under Negotiation: Terms of real property transaction
The Board of Directors convened into Closed Session.
IV. ADJOURNMENT
Meeting 14-12 Page 2
President Harris adjourned the Special Meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 7:00 p.m.
REGULAR MEETING
I. CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 7:05 p.m.
II. ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Yoriko Kishimoto, Curt Riffle,
and Pete Siemens
Members Absent: Larry Hassett
Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner,
Assistant General Manager Ana Ruiz, Assistant General Manager Kevin
Woodhouse, Acting Operations Manager Michael Newburn, and District
Clerk Jennifer Woodworth
III. REPORT OUT OF CLOSED SESSION (IF NECESSARY) (The Board shall publicly
state any reportable action taken in closed session pursuant to Government Code Section
54957.1)
President Harris noted that there were no actions to report out of closed session.
IV. ORAL COMMUNICATIONS
No speakers were present.
V. ADOPTION OF AGENDA
Motion: Director Kishimoto moved, and Director Hanko seconded the motion to adopt the
agenda.
VOTE: 6-0-0 (Director Hassett absent)
VI. CONSENT CALENDAR
1. Approve Minutes of the Regular Board Meeting of April 23, 2014, as amended.
2. Approve the Claims Report
3. Approval of Grant of Access Easement and Quitclaim Deed between James F.
Wickett et al. (San Mateo County Assessor’s Parcel Numbers 081-120-060 and 081-
120-070) and Midpeninsula Regional Open Space District across Tunitas Creek
Open Space Preserve (Preserve) (San Mateo County Assessor’s Parcel Number 081-
Meeting 14-12 Page 3
090-020), and Authorize the General Manager to issue a permit for drilling an
agricultural well on the Preserve at Mr. Wickett’s expense (R-14-75)
General Manager’s Recommendations:
1. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act, as set out in this report.
2. Adopt a Resolution authorizing the Grant of Access Easement and Acceptance of
Quitclaim Deed between the District and James F. Wickett et al.
3. Authorize the General Manager to issue a permit to drill an agricultural well on the
Preserve to benefit the District’s conservation grazing program.
4. Purchase of a Prefabricated Vault Restroom for the Bald Mountain Parking Area
(R-14-78)
General Manager’s Recommendation: Authorize the General Manager to execute a purchase
order with CXT Concrete Buildings, Inc., under the National Joint Powers Alliance contract for a
prefabricated concrete restroom, to be installed at the new Bald Mountain Parking Area, in the
Sierra Azul Open Space Preserve, for an amount not to exceed $50,000.
5. Grant Agreement with the California Department of Fish and Wildlife for Funding
Assistance for the Driscoll Ranch Sediment Reduction to San Gregorio Creek Project (R-
14-77)
General Manager’s Recommendations:
1. Adopt a Resolution approving the terms and conditions of the proposed grant agreement
with the California Department of Fish and Wildlife for funding assistance for the
Driscoll Ranch Sediment Reduction to San Gregorio Creek Project.
2. Authorize the General Manager to execute the Grant Agreement prior to submission of a
request to the Grantor for disbursement of grant funds.
Public hearing opened at 7:06 p.m.
No speakers present.
Public hearing closed at 7:06 p.m.
Motion: Director Cyr moved, and Director Siemens seconded the motion to approve the Consent
Calendar.
VOTE: 6-0-0 (Director Hassett absent)
VII. BOARD BUSINESS
6. Appointment of Marianne Chance as a District Peace Officer (R-14-27)
Acting Operations Manager Michael Newburn introduced Marianne Chance as a new Ranger for
the District and provided a brief description of Ms. Chance’s background and experience.
Public hearing opened at 7:10 p.m.
Meeting 14-12 Page 4
No speakers present.
Public hearing closed at 7:10 p.m.
Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt a Resolution
appointing Marianne Chance as a Peace Officer.
VOTE: 6-0-0 (Director Hassett absent)
Mr. Newburn administered the loyalty oath to Ms. Chance. Ms. Chance’s father Deputy Ken
Ingram of the Marin County Sheriff’s Office performed the badging ceremony for Ms. Chance.
7. Adoption of Board Policy 2.02, “Board Appointee Performance Evaluation Process”
(R-14-79)
Assistant General Manager Kevin Woodhouse provided the staff report summarizing the
background of the proposed policy, including discussions held by the Board Appointee
Evaluation Committee and review of the proposed policy by the Board appointees. Mr.
Woodhouse outlined the steps included in the proposed policy and the proposed timeline for
completing the Board appointees’ evaluations.
Director Kishimoto inquired where copies of the final evaluations will be maintained.
General Manager Steve Abbors commented that copies of all staff evaluations are kept by the
Human Resources Division.
Director Riffle commented that District staff assistance will be needed to help the process move
smoothly.
Mr. Abbors commented the District Clerk will assist in scheduling required Committee and
Board meetings, the Human Resources Supervisor will provide any requested comparable
compensation data, and outside legal counsel may be consulted if needed.
The Board members commented on the drafting of the individual appointees’ evaluations stating
that the members of the Board Appointee Evaluation Committee will draft the evaluations.
The Board members discussed the evaluation forms for the individual Board appointees and
suggested including professional development criteria in the District Controller evaluation form.
Discussion ensued, and the Board members decided that the current evaluation criteria for all of
the appointees was sufficient and could be further refined at a later date if needed.
Directors Riffle and Hanko expressed their opinions that feedback from staff be included as part
of the appointees’ evaluations.
Extensive discussion ensued among the Board members regarding the value of such feedback
including its goals and objectives, weighing of the feedback against other elements of the
evaluation process, and use of consultants to assist in a feedback process.
Meeting 14-12 Page 5
Director Riffle suggested that the Board Appointee Evaluation Committee further study the use
of staff feedback as part of the appointees’ evaluations.
Mr. Abbors commented that if feedback is included as part of the evaluation process then
feedback from external sources as well as internal sources should be included.
Director Riffle suggested the Board and the Board Appointee Evaluation Committee look at the
policy again following this year’s evaluation process in late summer or early fall to determine if
any changes are needed or suggested.
Director Riffle suggested an informal check-in meeting with the appointees about six months
after the formal evaluation.
Director Hanko left at 8:45 p.m.
Public hearing opened at 8:48 p.m.
No speakers present.
Public hearing closed at 8:48 p.m.
Motion: Director Siemens moved, and Director Cyr seconded the motion to adopt Board Policy
2.02, “Board Appointee Performance Evaluation Process,” as recommended by the Board
Appointee Evaluation Committee as modified.
VOTE: 5-0-0 (Directors Hanko and Hassett absent)
Motion: Director Kishimoto moved, and Director Siemens seconded the motion to direct the
Board Appointee Evaluation Committee to research the possibility of including a feedback
process in the adopted policy and report back to the Board in the fall.
VIII. STAFF REPORTS
Assistant General Managers Kevin Woodhouse and Ana Ruiz described projects being studied
by members of the Santa Clara County Leadership Academy in conjunction with District staff
members, including wellness initiatives and priority setting for legislative bodies.
Ms. Ruiz reported that she will be attending a Women and Girls Leadership Summit in East Palo
Alto with District staff members Amanda Montez and Loro Patterson.
Mr. Woodhouse reported that he and other staff members met with representatives from the
Jefferson County Parks from Jefferson County, Colorado to discuss factors that affect both
organizations.
Mr. Abbors reported that he met with several organizations to provide information on the District
and Measure AA, including the Pescadero Municipal Advisory Committee.
IX. DIRECTOR REPORTS
Meeting 14-12 Page 6
The Board submitted their compensatory forms to the District Clerk.
Director Cyr reported that he and Director Hassett attended the Special District Parks Forum in
Orange County and reported on several of the items he learned about at the forum.
Director Kishimoto thanked staff for their efforts in organizing the recent event at Mindego
Gateway.
Director Kishimoto reported that she attended meetings of the Cupertino and Mountain View
City Councils.
Director Riffle reported that he attended a meeting of the Los Altos City Council.
Director Siemens reported that he and members of District staff met with members of the
Montevina Homeowners Association.
Director Harris reported she attended the Bay Area Open Space Council annual conference.
Director Harris reported that she presented at the Democracy for America organization meeting
and attended a meeting of the San Carlos City Council.
X. ADJOURNMENT
President Harris adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 9:12 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk
CLAIMS REPORT
MEETING 14-13
DATE 05-28-14
CHECK DATES 05/15 - 05/22
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment Amount
66715 10137 - ESRI ARC GIS Software License - District Wide 05/22/2014 $11,586.58
66736 11300 - STRATEGY RESEARCH INSTITUTE Consulting Services Capital Finance Program - April 2014 05/22/2014 $6,000.00
Consulting Services Capital Finance Program - May 2014 05/22/2014
66745 10082 - PATSONS MEDIA GROUP Postage for Summer Newsletter 05/22/2014 $4,792.00
66725 10925 - PAPE` MACHINERY Dozer Rental for Preserve Road Work - FO 05/22/2014 $4,587.50
66748 11361 - THE RIGHT FIT INC Ergonomics Training - Field Staff 05/22/2014 $4,329.00
66728 *10180 - PG & E Electricity (Agricultural Power) - Driscoll Ranch Grazing 05/22/2014 $3,961.59
Electricity - Rental Residence 05/22/2014
Electric - AO 05/22/2014
Gas - AO 05/22/2014
Electricity - Rental Residence 05/22/2014
Electricity - Driscoll Event Center 05/22/2014
66720 10898 - JACK GESCHEIDT Professional Photography - Mindego Gateway Opening Event 05/22/2014 $2,543.00
Professional Photography - Wingding Family Festival 05/22/2014
66742 11322 - AMERMEX UPGRADES Installation Of Occupancy Sensors - AO 05/22/2014 $2,250.00
66704 10004 - ACCOUNTEMPS Accounting Temp 05/22/2014 $2,023.39
66714 10463 - DELL BUSINESS CREDIT Notebook Purchases for FFO & SFO 05/22/2014 $1,947.32
66734 *10952 - SONIC.NET, INC.AO & FFO Internet for 06/2014 05/22/2014 $1,519.00
66738 10146 - TIRES ON THE GO Tires & Installation of Trailer Tires & Mounts 05/22/2014 $915.11
Tire Repairs - P88 05/22/2014
Tire Repairs - P98 05/22/2014
66717 11195 - GOODYEAR AUTO SERVICE CENTER Tires & Installation Of Tires - P80 05/22/2014 $904.17
66709 10170 - CASCADE FIRE EQUIPMENT COMPANY Replacement of Fire Helmets 05/22/2014 $851.39
Fire Gear 05/22/2014
66710 10488 - CLEAN HARBORS ENVIRONMENTAL SERVICES HazMat Disposal Fees FFO 05/22/2014 $826.19
66739 10403 - UNITED SITE SERVICES INC Sanitation Services - FO 05/22/2014 $745.52
Sanitation Services - SA 05/22/2014
66706 11383 - ALPHAGRAPHICS Graphic Services - Labels 05/22/2014 $716.71
Graphic Services - Shovel Art & Packet Labels For Mt. Umunhum Groundbreaking 05/22/2014
66711 10352 - CMK AUTOMOTIVE INC Vehicle Maintenance & Repair - P99 05/22/2014 $600.85
Vehicle Maintenance & Repair - P94 05/22/2014
Vehicle Maintenance & Repair - A90 05/22/2014
66718 11177 - HARRIS CONSTRUCTION Plumbing Repairs - Rental Residence 05/22/2014 $546.54
66708 *10454 - CALIFORNIA WATER SERVICE CO-949 Water Service - FFO 05/22/2014 $539.51
66730 10589 - RECOLOGY SOUTH BAY Dumpster Service - RSA/County Park 05/22/2014 $385.98
66733 10447 - SIMMS PLUMBING & WATER EQUIPMENT Water System Maintenance & Repairs - Rental Residence 05/22/2014 $326.24
66740 11037 - US HEALTHWORKS MEDICAL GROUP PC Employee Medical Services/Screening 05/22/2014 $301.00
66746 10151 - SAFETY KLEEN SYSTEMS INC Solvent Tank Service - SFO 05/22/2014 $295.92
66737 10152 - TADCO SUPPLY Janitorial Supplies - FFO 05/22/2014 $236.26
66731 10195 - REDWOOD GENERAL TIRE CO INC Replacement of Tire - P98 05/22/2014 $232.37
66724 10670 - O'REILLY AUTO PARTS Car Batteries - M26 05/22/2014 $228.30
66743 10423 - HARRINGTON INDUSTRIAL PLASTICS Water Filters - Rental Residences 05/22/2014 $216.56
66721 10190 - METROMOBILE COMMUNICATIONS Radio Repairs - M76 05/22/2014 $179.44
CLAIMS REPORT
MEETING 14-13
DATE 05-28-14
CHECK DATES 05/15 - 05/22
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment Amount
66723 10073 - NORMAL DATA Consulting Services - Permits Database Development 05/22/2014 $175.00
66713 11171 - COMMUNICATION ADVANTAGE Consulting Services - Communication Assistance 05/22/2014 $150.00
66741 11176 - ZORO TOOLS Irrigation Tank Fittings - CM 05/22/2014 $139.01
66705 10380 - ALLIED WASTE SERVICES #925 Garbage Service - Rental Residence 05/22/2014 $121.01
66722 *10664 - MISSION TRAIL WASTE SYSTEMS Garbage Service - AO 05/22/2014 $117.50
66735 10157 - STAPLES CREDIT PLAN Office Supplies - AO 05/22/2014 $114.83
66726 10505 - PENNINGTON, BRAD Reimbursement - Ranger Baton Holders 05/22/2014 $86.98
66707 10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service - Rental Residences 05/22/2014 $79.71
66727 10253 - PETERSON TRACTOR CO Excavator Parts 05/22/2014 $63.67
66712 10321 - COBLENTZ, PATCH, DUFFY & BASS Intellectual Property Services 05/22/2014 $48.00
66703 *10810 - A T & T Fax Line - FFO 05/22/2014 $45.44
66732 10194 - REED & GRAHAM INC Field Supplies - FO 05/22/2014 $43.50
1179 **10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service - Hawthorn Property 05/22/2014 $35.54
66747 10143 - SUMMIT UNIFORMS Uniform Expenses 05/22/2014 $34.80
66744 10189 - LIFE ASSIST Medical Supplies 05/22/2014 $29.72
66729 10134 - RAYNE OF SAN JOSE Water Service - Fremont Older 05/22/2014 $26.25
66719 10421 - ID PLUS INC Replacement Name Tags - Gibbons 05/22/2014 $19.50
66716 *10186 - FEDERAL EXPRESS Shipping Charges 05/22/2014 $9.50
Grand Total $55,927.40
* Annual Claims
** Hawthorn Expense
BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek
CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill
ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office
ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office
FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office
FO = Fremont Older PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost
R-14-84
Meeting 14-13
May 28, 2014
AGENDA ITEM 3
AGENDA ITEM
Appointment of Director and Alternate Representatives to the California Joint Powers Insurance
Authority Board of Directors
GENERAL MANAGER’S RECOMMENDATION
Appoint President Cecily Harris as Director and General Manager Steve Abbors and Assistant
General Manager Ana Ruiz as Alternates to the California Joint Powers Insurance Authority
Board of Directors.
SUMMARY
The District joined the California Joint Powers Insurance Authority (CalJPIA) in 2001 as a cost
effective alternative to commercial insurance. This relationship has repeatedly proven to be a
financial benefit to the District. Each year the Board appoints regular and alternate
representatives to serve as members of the CalJPIA Board of Directors.
DISCUSSION
Background
The District joined the CalJPIA risk pool in 2001 in order to help control the overall costs of risk
management, proving extremely cost effective compared to commercial insurance. CalJPIA, as
authorized by its Joint Powers Agreement, operates as a membership organization with a current
membership of over 120 organizations and municipalities with good loss experience and risk
management efforts. The District pays reasonable premiums for its liability protection, property
insurance, pollution and remediation legal liability, crime insurance, and workers’ compensation
programs. The special events/tenant user liability program, which provides coverage for specific
events, and the vendor/contractors liability program, which provides the contractor or vendor
with insurance for specific contracts with the District, are both on a “pay as you go,” as-needed
basis. As a pool member, the District pays an annual contribution for the liability and workers’
compensation programs.
District Participation
The Joint Powers Agreement establishing the California Joint Powers Insurance Authority states
that in addition to one representative from the member agency’s legislative body, there shall be
“at least one alternative who shall be an officer or employee of the member.” The alternate
members shall have the same authority as the regular member. Since the District joined CalJPIA
R-14-84 Page 2
in 2002, both the Administrative Services Manager and Assistant General Manager positions
have served as alternates, with the Administrative Services Manager serving as an alternate in
the absence of a full time Assistant General Manager. If the Board President is unable to attend
the annual CalJPIA Board meeting, currently scheduled for July 16, 2014 at 7:00 p.m. or attend
any other matter required by the CalJPIA Joint Powers Agreement, the alternate representatives
would perform these functions in the President’s place. According to the bylaws of the CalJPIA,
each year the Board of Directors must name the specific individual representatives.
FISCAL IMPACT
There are no unbudgeted fiscal impacts associated with the recommended action.
BOARD COMMITTEE REVIEW
Committee review is not required for this agenda item.
PUBLIC NOTICE
Public notice was provided per the Brown Act. No additional notice is required.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
If approved by the Board, the District Clerk will advise CalJPIA of the names of the District
CalJPIA Director and two alternates.
Responsible Department Manager:
Steve Abbors, General Manager
Prepared by:
Jennifer Woodworth, District Clerk
R-14-52
Meeting 14-13
May 28, 2014
AGENDA ITEM 4
AGENDA ITEM
Amendment to an Agreement with Phytosphere Research to Continue Monitoring of Treatment
Methods to Suppress the Spread of Sudden Oak Death
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to execute an Amendment to the Agreement with Phytosphere
Research for an additional $15,000 to continue monitoring of treatment methods in Calendar
Years 2014 and 2015 to suppress the spread of Sudden Oak Death, for a total contract amount
not to exceed $67,500.
SUMMARY
The Board of Directors of Midpeninsula Regional Open Space District (District) approved
original agreements with Phytosphere Research on October 22, 2008, October 28, 2009, July 25,
2012, and July 24, 2013 to design treatment of oak trees for the suppression of Sudden Oak
Death (SOD) disease and monitor the results (R-08-123, R-09-97, R-12-66 and R-13-67). This
amendment would extend the monitoring phase of this research and provide matching funds for a
research grant from the U.S. Forest Service. In the next year, the General Manager will provide
a summary of all SOD activities completed in the past ten years and work with the Board to
develop a future strategy.
DISCUSSION
SOD is a plant disease caused by the fungus-like pathogen Phytophthora ramorum, responsible
for killing millions of oaks and tanoaks throughout California’s forests. On December 14, 2005,
the Board of Directors adopted a ten-year plan for addressing SOD, including mapping of
potentially resistant trees, treating a select number of specimen-sized trees with fungicide, and
establishing a collaborative research fund for SOD research to help guide land management
decisions (R-05-122). District staff continues to work with researchers, primarily Phytosphere
Research, on all of these SOD tasks, particularly treatment of oaks with fungicide.
In 2007, Drs. Ted Swiecki and Elizabeth Bernhardt with Phytosphere Research were hired to test
treatment methods to suppress the spread of SOD in oak stands at Rancho San Antonio, Monte
Bello, and El Corte de Madera Creek Open Space Preserves (OSPs). The two treatment methods
consist of removing bay trees within 15 feet of oak trees and annual spraying of a fungicide on
oak trees. SOD has had minimal spread in the last three years because of drought conditions,
thus some years with more typical rainfall will be needed to adequately evaluate the
effectiveness of these treatment methods.
R-14-52 Page 2
Phytosphere Research continues to find opportunities for additional funding and collaboration
with the US Forest Service and university experts to expand SOD research on District preserves.
Drs. Swiecki and Bernhardt have expanded their research to Los Trancos, Russian Ridge and
Skyline Ridge OSPs and were the first to document the SOD pathogen causing death of canyon
live oaks. They are currently working with District staff and contractors to refine the methods
for applying fungicide to protect oak trees.
FISCAL IMPACT
Approval of the recommended action will cost an additional $15,000, raising the current contract
of $52,500 to $67,500. Funding for this amendment was included in the Natural Resources
Department budget for FY2014-15 as approved by the Board on March 26, 2014.
Over an eight-year period (2007 through 2015), Phytosphere Research will have received
$155,075 in grant funding from the U.S. Forest Service to assist in SOD research on District
preserves. The District’s matching contributions have been an important incentive for continued
funding by the U. S. Forest Service.
BOARD COMMITTEE REVIEW
Board committee review for this item was not required.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
CEQA COMPLIANCE
The SOD treatment activities conducted as a part of this research were included in the Mitigated
Negative Declaration and Mitigation Monitoring Program for the Site-Specific Weed and Pest
Management Project approved by the Board on May 9, 2012 (R-12-47). No further CEQA
review is required.
NEXT STEPS
If the recommended action is approved by the Board, staff will execute the amendment to the
Phytosphere Research agreement to allow continued SOD research on District preserves. In the
next year, staff will provide a summary of all Sudden Oak Death activities completed in the past
ten years including SOD trends, research results, District expenditures, and matching funds. At
that time, staff will also work with the Board to develop a future strategy for managing SOD on
District preserves.
Responsible Department Head:
Kirk Lenington, Natural Resources Manager
Prepared by:
Cindy Roessler, Senior Resource Management Specialist, Natural Resources Department
R-14-81
Meeting 14-13
May 28, 2014
AGENDA ITEM 5
AGENDA ITEM
Year-End Review of the Fiscal Year 2013-14 District Action Plan and Accomplishments
GENERAL MANAGER’S RECOMMENDATION
Accept the Year-End Review of the Fiscal Year 2013-14 (FY2013-14) District Action Plan and
accomplishments.
SUMMARY
The FY2013-14 Action Plan was adopted by the Board of Directors (Board) on March 13, 2013.
The Action Plan Year-End Review provides the Board with information on the status of each key
project at the end of the fiscal year and the reason(s) for any variance from the anticipated
schedule. In addition, new this year, is a list of the District’s major accomplishments, many of
which were not Key Projects.
DISCUSSION
The FY2013-14 Action Plan, for the period April 1, 2013 to March 31, 2014, was adopted by the
Board at its Regular meeting on the March 13, 2013 (Report R-13-36). For FY2013-14, staff
completed 55% of the 102 Key Projects listed in the Midyear Action Plan, a 15% increase from
the 48% completed in FY2012-13. Of the remaining FY2013-4 projects, 40% are in progress
and 8% were deferred. Key reasons for project delays/deferrals include: reduced organizational
capacity due to staff reallocations to the Vision Plan and Capital Finance Program Projects,
unanticipated position vacancies, and delays caused by other agencies (e.g., obtaining permits
from the county, negotiations on partnership terms, etc.). Detailed information for each Key
Project is discussed in Attachment 1.
In addition to providing a status update to the FY13-14 Action Plan Key Projects, a
comprehensive list of the District’s major accomplishments is also included as Attachment 2 to
showcase the impact made to each of the three legs of the District’s mission in a more
straightforward way for the larger public. 132 accomplishments are listed by major category:
Public Access and Recreation, Restoration and Protection, Acquisition, and General (for
operational and support activities). Not all of the accomplishments are tied to specific Key
Projects and thus are not reflected in the FY2013-14 Action Plan Review document (Attachment
1). Highlights of accomplishments are provided below.
• Demolition of military structures and partial site restoration at Mount Umunhum.
R-14-81 Page 2
• Opened new parking lot at El Corte de Madera Open Space Preserve.
• Provided emergency response to over 100 incidents.
• Attended or hosted 32 community and outreach events.
• 500 District volunteers provided 18,000 hours of service and completed 87 outdoor
service projects and 257 docent programs.
• Completed the Open Space Vision Plan with significant public, Community Advisory
Committee, and scientific input, identifying 54 major projects for the next 30 years and
establishing 25 top priority actions.
• Completed research, planning, and documentation for the Board’s decision to place a
General Obligation Bond measure on the June 3, 2014 ballot.
• Completed leases with new grazing tenants for Driscoll and McDonald Ranches in La
Honda Creek Open Space Preserve.
• Acquired 468 acres of land through purchases, easements, or management leases in La
Honda Creek, Monte Bello, Sierra Azul, Purisima Creek, Saratoga Gap, and El Corte de
Madera Open Space Preserves.
• Implemented numerous changes to enhance organizational effectiveness and efficiency
including: the Midyear Action Plan and Budget process, enhanced District’s credit card
program, and disposal of surplus District property.
• Received approximately $2 million in grant funding/reimbursements.
FISCAL IMPACT
The Year-End Review of the FY2013-14 Action Plan has no fiscal impact on the FY2014-15
budget, and merely reviews work already performed.
BOARD COMMITTEE REVIEW
This item was not previously discussed by any Committee.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act (CEQA)
and no environmental review is required.
NEXT STEPS
Work will continue in FY2014-15 on projects that have been carried over from the FY2013-14
Action Plan.
Attachment:
1. FY2013-14 Action Plan Review
2. FY2013-14 Major Accomplishments
Responsible Department Manager:
Kate Drayson, Administrative Services Manager
R-14-81 Page 3
Prepared by:
Kate Drayson, Administrative Services Manager
Mike Williams, Real Property Manager
Kirk Lenington, Natural Resources Manager
Shelly Lewis, Public Affairs Manager
Meredith Manning, Co-Acting Planning Manager
Tina Hugg, Co-Acting Planning Manager
Brian Malone, Acting Operations Manager
Michael Newburn, Acting Operations Manager
Gordon Baillie, Operations Management Analyst
Elaina Cuzick, Real Property Specialist
Peggy Koenig, Public Affairs Specialist
Contact person:
Kate Drayson, Administrative Services Manager
ATTACHMENT 1
DISTRICT WIDE - 1 of 7
Priority 1 - NOTE: All District-Wide Projects are Priority 1
PROGRAM: STRATEGIC PLANNING
Completed
Vision Plan With Vision Plan consultant assistance, prepare a
conservation atlas, data gap analysis, and conservation
needs assessment. With Board input, formulate alternative
scenarios and a prioritized project list.
Work with public outreach consultant to invite community
input which will help inform vision and obtain public support
for vision.
Support development of a Vision Plan with District partners.
Complete District Board of Directors adopted top
25 Priority Actions on January 29,
2014. Vision Plan factsheet and
newsletter was prepared for public
distribution. A more comprehensive
planning document will be completed in
early FY14-15.
Capital Finance
Project
Work with consultants to research and lay the groundwork for
a capitol finance project. Begin outreach to District's
constituents.
Complete District successfully placed Measure
AA on June 3, 2014 Ballot.
PROGRAM: PUBLIC RECREATION AND ACCESS
Completed
Mount
Umunhum
Public Access
Implementation
(Mt. Um
Demolition)
(Element of the
SA/BCR Master
Plan project)
Oversee contractor to demolish buildings and structures,
consistent with a Board-approved Restoration and Public
Access Plan.
Complete
Key Project CommentsProject
StatusScope Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
DISTRICT-WIDE
ATTACHMENT 1
DISTRICT WIDE - 2 of 7
Key Project CommentsProject
StatusScope Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
DISTRICT-WIDE
PROGRAM: PUBLIC RECREATION AND ACCESS (Cont'd)
Completed (Cont'd)
Mount
Umunhum
Public Access
Implementation
(Radar tower
interim repairs
design phase)
(Element of the
SA/BCR Master
Plan project)
Issue Request for Proposals. Select consultant. Oversee and
manage consultant team. Develop designs. Coordinate with
County. Preliminary permitting.
Complete
Mount
Umunhum
Public Access
Implementation
(Bald Mt
staging area)
(Element of the
SA/BCR Master
Plan project)
Cost match for $1M Coastal Conservancy grant. Oversee
consultant team. Coordinate with County and resource
agencies. Develop designs and permit drawings. Preliminary
permitting.
Complete Public bidding and construction is
scheduled for FY14-15.
Mount
Umunhum
Public Access
Implementation
(Bald Mt to
summit trail)
(Element of the
SA/BCR Master
Plan project)
Cost match for $1M Coastal Conservancy grant. Oversee
consultant team. Coordinate with County and resource
agencies. Develop designs and permit drawings. Preliminary
permitting.
Complete Trail construction in progress as
scheduled.
ATTACHMENT 1
DISTRICT WIDE - 3 of 7
Key Project CommentsProject
StatusScope Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
DISTRICT-WIDE
PROGRAM: PUBLIC RECREATION AND ACCESS (Cont'd)
Completed (Cont'd)
Mount
Umunhum
Public Access
Implementation
(Partnerships)
(Element of the
SA/BCR Master
Plan project)
Define and establish guidelines for considering partnerships
by external nonprofit groups who support permanent retention
of the radar tower.
Complete
Mindego Area
(U&M plan
amendment)
Finish CEQA review of U&M Plan with consultant. Pond
management plan. Final approval for U&M Plan.
Complete
Mindego
Gateway Project
(Audrey Rust
Commemora-
tive Site)
Plans are 100% complete and were bid last year for
construction, but bids were too high and permits were held up
due to Williamson Act revisions required. POST will finalize
signage in coordination with District; finalize permits (pending
Silva Driveway resolution with CalFire) re-bid and construct
this summers. District will issue Permit to Enter for POST
contractors; review work progress.
Complete
Mindego
Gateway Project
POST Funded
(New staging
area)
Staging area in final stages of construction; County
Stormwater Agreement needs to be finalized and County sign
off before open to public in winter 2013/14.
Complete
ATTACHMENT 1
DISTRICT WIDE - 4 of 7
Key Project CommentsProject
StatusScope Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
DISTRICT-WIDE
PROGRAM: PUBLIC RECREATION AND ACCESS (Cont'd)
Priority 1
Mount
Umunhum
Public Access
Implementation
(Purple martin
restoration)
(Element of the
SA/BCR Master
Plan project)
Oversee consultant team. Coordinate with regional
specialists, SFBBO. Develop design. Permitting and
construction of trial nest box installation.
In Progress Project is on schedule. Species
accounts updated. Trial nest boxes
installed with wildlife cameras.
Mindego Area
(Silva
Driveway)
Obtain grading and building permits from San Mateo County
Planning Commission. Grading work to widen driveway and
install a turnout and turnaround. Resurface driveway with 3"
of class II baserock. Clean/extend culverts under driveway.
Install fire hydrant and combined 7,500 gallon water tank
system (excavate/install tank pad, plumbing into existing
water system). Permitting to be completed winter 2013, so
construction can start Q1 2014.
In Progress Project is in permitting with San Mateo
County.
Mindego Area
(Mindego Hill
Trail)
Design and permitting complete. Construct trail to top of
Mindego Hill.
In Progress Project deferred to FY14-15 due to
crew construction schedule and ECdM
Phase II Trail.
Trail construction is under way.
PROGRAM: RESOURCE MANAGEMENT
Priority 1
Integrated Pest
Management
Program
Develop an integrated pest management program and start
the environmental review. Gather and address public input.
In Progress Project schedule extended due to staff
work on competing projects.
Project on schedule for FY14-15, to be
completed by December, 2014.
ATTACHMENT 1
DISTRICT WIDE - 5 of 7
Key Project CommentsProject
StatusScope Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
DISTRICT-WIDE
PROGRAM: RESOURCE MANAGEMENT (Cont'd)
Priority 1 (Cont'd)
Endangered
Species Act
Take Permit:
Safe Harbors
Agreement
Develop agreement with US Fish and Wildlife Service to
permit take of listed species when implementing projects.
In Progress Project schedule extended due to staff
vacancy.
Developed project approach.
Document being produced to deliver to
USFWS to begin discussions regarding
permitting approach.
Lehigh Quarry
Reclamation
Plan Review
Continue legal challenge to Reclamation Plan Amendment.Complete Appeal filed in response to ruling
against District in legal challenge.
Lehigh Quarry
Air Monitoring
Program
Implement air monitoring program at Rancho San Antonio to
assess exposure to staff and preserve visitors of possible air
pollution.
Complete Air Monitoring study data collection
completed, samples being analyzed by
laboratory, final report to be completed
in FY14-15.
PROGRAM: AGRICULTURAL LAND MANAGEMENT
Completed
Driscoll Lease
and
Management
Agreement
(POST)
Lease and Management Agreement
1. Enter into a Lease and Management Agreement
2. Develop a Preliminary Use and Management Plan to
outline "uses" of new properties.
Lease Termination - Driscoll Ranches
1. Transition Residential and Business Leases to District.
2. Amend Resource Management Plan to include new
properties.
3. Issue Request for Proposal for new grazing tenant(s) for
both McDonald, Driscoll and Apple Orchard grazing areas of
La Honda Creek OSP.
4. Enter into new grazing lease with new tenant.
5. Work with Driscoll Ranches to clean up unoccupied trailers
and debris before Lease Termination.
Complete District entered into a lease and
management with POST for the 308
acre Apple Orchard and Event Center
Properties.
ATTACHMENT 1
DISTRICT WIDE - 6 of 7
Key Project CommentsProject
StatusScope Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
DISTRICT-WIDE
PROGRAM: AGRICULTURAL LAND MANAGEMENT (Cont'd)
Priority 1
Mindego
Grazing
Infrastructure
Install infrastructure to reintroduce grazing to Mindego Ranch
(Russian Ridge OSP).
Complete Majority of fencing installed. Corral
and water infrastructure to be
completed in FY14-15.
PROGRAM: LONG RANGE PLANNING
Cooley Landing Coordinate with City and provide technical assistance during
next phase of design. Wrap up outstanding
agreement/institutional control/permitting agreements with
City and other agencies. If asked by City, evaluate the
following uses: fishing, kayaking, canoeing. Assist City with
other Phases of work, including amendments to U&M Plan
and Partnership Agreement.
Complete Project under way and on schedule.
New SFPUC
Bay Trail
Easement and
Bay Trail
Implementation
Bay Trail Easement and Design Implementation
Obtain concurrence on final trail alignment from SFPUC,
complete environmental analysis of Bay Trail alignment, and
complete trail easement conveyance by SFPUC.
Finalize $400,000 Santa Clara County grant agreement and
seek construction grant. Coordinate with the Cities of East
Palo Alto and Menlo Park, and San Francisquito Joint Powers
Authority to establish project lead. Begin planning and design.
Hire project manager to administer project and begin work on
geotechnical surveys, construction documents, and additional
public outreach.
In Progress Draft trail easement still in review with
SFPUC. Met with SFPUC Review
Committee in February, 2014 to
request alternative trail alignments
near wetlands and to incorporate
SFPUC fence specifications and
service vehicle requirements into trail
plans. Initiated discussions with
Caltrans on the alternative alignment.
ATTACHMENT 1
DISTRICT WIDE - 7 of 7
Key Project CommentsProject
StatusScope Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
DISTRICT-WIDE
PROGRAM: COMMUNITY INVOLVEMENT AND EDUCATION
Completed
40 Year
Celebration –
Public Outreach
Events
Schedule, plan and coordinate 3-4 fun and educational public
events at various venues
Complete Wingding Festival, Volunteer
Recognition Event, Founders Day
Festival, Black History Month,
ECdM Parking Lot Grand Opening
Celebration
PROGRAM: ADMINISTRATIVE SUPPORT
Completed
Office Space -
Administrative
Office Staff
Scope and seek out lease space for 10-15 people. Build out
costs include full remodel (ceiling, carpet, walls, furniture,
etc.). Install network, data, and voice services.
Complete Most of project implemented in FY12-
13 because lease space was found
sooner than anticipated. Remainder
was completed in FY2013-14
Priority 1
Organizational
Health
Activities aimed at team building, recognition and
appreciation, employee growth and development, employee
health and morale, and maintenance of a realistic workload.
Ongoing Examples: Summer Picnic at Foothills
Park, Annual Staff Recognition Event,
Delegation Training, Time
Management, Ethics, Holiday
Luncheon, St. Patrick's Day, Ice Cream
Socials and other events.
Integrated
Accounting and
Financial
System
1. Continue to evaluate and refine processes and
responsibilities in the financial modules, with an emphasis on
identifying and developing reports. Post go-live support will be
needed in FY13-14 to conduct data clean-up, evaluate
processes and procedures, and address other issues.
2. HR/Payroll go-live date is Fall 2013.
In Progress Core Financials implemented in FY12-
13. HR/Payroll implementation on hold
due to staff capacity.
Will resume HR/Payroll Analysis in
FY2014-15
ATTACHMENT 1
REAL PROPERTY - 1 of 5
PROGRAM: GREENBELT PRESERVATION
Priority 1
POST Hendrys
Creek property,
Land Purchase
Partnership &
Restoration
Land Conservation:
1. Property Purchase with partnership funds.
2. Conservation Easement & Management Plan with Santa
Clara Valley Water District (SCVWD).
In Progress Regulatory comments required a
revised Conservation Easement (CE)
template.
1. Prepared and submitted a new draft
CE as required by regulatory agencies
for review in February 2014.
2. Extended management agreement
with POST for one year with additional
year under GM authority.
New Land
Purchases (Core
Function)
Pursue the purchase and gift of fee and conservation
easement as new land additions to Purisima Creek
Redwoods, Skyline Ridge, Tunitas Creek, Monte Bello and
Sierra Azul.
In Progress Reduced staff capacity to focus on
Vision Plan and conduct additional
analysis and public engagement
related to Driscoll projects.
Purchased 147.96 acre INE Ranch
(Rogers Property) as an addition to
Monte Bello OSP.
Priority 2
Land Purchase
Partnerships
(Core Function)
Cooperatively work with local land preservation organizations
on the following property partnerships:
Monte Bello - Santa Clara County Parks
Bear Creek Redwoods - Santa Clara County Parks
In Progress Monte Bello partnership complete.
Deferral of Moody Gulch project at
Bear Creek Redwoods due to reduced
staff capacity.
Entered into Funding Agreement w/
Santa Clara County and received
$225,000 (50%) reimbursement for
District purchase of Lobner Trust
addition to Monte Bello OSP and
conveyance of conservation easement
to County. Bear Creek Redwoods
deferred to FY14-15.
Priority 3
Key Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
REAL PROPERTY
Scope Project
Status CommentsReasons for Delays/Variances
ATTACHMENT 1
REAL PROPERTY - 2 of 5
Key Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
REAL PROPERTY
Scope Project
Status CommentsReasons for Delays/Variances
PROGRAM: PROPERTY RIGHTS STEWARDSHIP
Priority 1
Ridge Vineyards
Property
Exchange,
Monte Bello
Prepare agreement and easement documents for fee and
easement property exchanges to resolve historic
encroachment, protect scenic ridgeline and enhance
compatible agricultural uses. Perform CEQA analysis and
coordinate with resource agencies. Obtain Board of Directors
approval of exchange and transfer property.
In Progress Delayed to allow additional time to
address hydrology concerns raised by
neighbors.
November 2013 circulation of Mitigated
Negative Declaration raised hydrology
concerns by neighbors. In response,
District has held additional community
meetings and is conducting a
hydrology study to further inform the
CEQA process, which will include a
recirculation of the environmental
document. Work included hiring of a
Contract Planner to fill Real Property
Planner vacancy.
Encroachment
Resolution (Core
Function)
Chiocchi Water
System
Litigation
1. Support Legal settlement negotiations for Chiocchi litigation
for Alma water system at Bear Creek Redwoods Open Space
Preserve.
2. Bear Creek Redwoods - Alma water system landslide
In Progress Have not reached settlement with one
remaining party.
Reached settlement agreements with
Chiocchi and Stiles removing water line
access points and granting District
water line easements. Reached
settlement agreement with Marionich
on Alma water system landslide.
Encroachment
Resolution (Core
Function)
1. Saratoga Gap - Gullicksen - monitor remediation of site as
part Santa Clara County lawsuit
In Progress Continue to monitor Santa Clara
County's lawsuit.
Priority 2
Priority 3
ATTACHMENT 1
REAL PROPERTY - 3 of 5
Key Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
REAL PROPERTY
Scope Project
Status CommentsReasons for Delays/Variances
PROGRAM: REVENUE GENERATION
Completed
330 Distel Circle
Property
Management
Investigate using an external facilities management company
to maintain the Administrative Office. This would include
general maintenance, landscaping and day-to-day operation
of the office.
Complete Determined to be infeasible.
Administration Department has
assumed day to day management of
the AO.
Stanford
Communication
Tower Lease
Termination
(Core Function)
1. Develop Lease Termination Agreement with Stanford.
2. Lease site to new communications tenant.
Complete A lease termination agreement is no
longer needed as Stanford vacated at
the end of their lease (November
2013). Upon lease expiration a search
for new tenant will begin.
Priority 1
New Land
Rental Property
Transition - Silva
(Core Function)
1. Work with Planning to make road and water improvements
for county fire to remove red tag.
2. Make repairs and clean residence.
3. If residence does not have current tenant - list the
residence for rent.
4. Enter into lease with current tenant or new tenant.
Deferred Delayed due to staff capacity impacted
by Capital Finance Plan.
Deferred to FY 2014-15 Action Plan
Priority 2
New Land
Rental Property
Transition -
Alpine Road
House -
Hawthorns
1. Make repairs and clean residence.
2. If residence does not have current tenant - list the
residence for rent.
3. Enter into lease with current tenant or new tenant.
Deferred Delayed due to staff capacity impacted
by Capital Finance Project.
Deferred to FY 2014-15 Action Plan
Priority 3
PROGRAM: PUBLIC SAFETY, LAW ENFORCEMENT, AND FIRE PROTECTION
Priority 1
ATTACHMENT 1
REAL PROPERTY - 4 of 5
Key Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
REAL PROPERTY
Scope Project
Status CommentsReasons for Delays/Variances
New Land
Transition -
Powell/Lobner
Property Clean
Up
1. Clean up and restoration of waste disposal site
2. Assess structures - Lobner
3. Get demolition permits for Powell/Lobner
4. Demolish Powell and/or Lobner
5. Site restoration added to demolition work
Complete 1. Powel cleanup included removal of
5 structures/dump site and road
restoration.
2. Lobner - tenants vacated, one
tenant remains as caretaker until
District is ready to start site clean up
and hazardous waste and historical
assessments are completed for a FY
2014-15 demolition/restoration.
Priority 2
Priority 3
PROGRAM: AGRICULTURAL LAND STEWARDSHIP
Priority 1
Priority 2
Christmas Tree
Farm New
Lease (Core
Function)
Develop new 25-year lease incorporating a new rental rate
structure and management guidelines
Deferred Delayed due to staff capacity impacted
by Capital Finance Project.
Project will be completed in FY14-15.
Priority 3
PROGRAM: PUBLIC RECREATION AND ACCESS
Priority 1
Potential Access
Easements - Mt.
Umunhum
Work with neighboring land owners to improve road access
easements along Mt. Umunhum Road
In Progress Negotiations continue with neighbors
involving District's public access rights
over Mt Um Road.
Priority 2
Priority 3
ATTACHMENT 1
REAL PROPERTY - 5 of 5
Key Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
REAL PROPERTY
Scope Project
Status CommentsReasons for Delays/Variances
Bear Creek
Stables
RFP/Lease
1. Further develop Bear Creek Stables draft site and
management plan and restoration plan options
In Progress Delayed due to staff capacity impacted
by Capital Finance Project.
1.Pplanning process for developing
long term plan and lease was
presented to the Planning and Natural
Resources Committee.
2. Met with BCR Stables to discuss
ways to improve communications, site
management, and safety.
ATTACHMENT 1
PLANNING - 1 of 3
PROGRAM: GEOGRAPHIC AND INFORMATION SYSTEMS SERVICES
Priority 1
Special Status
Species
Mapping
Update special status species maps for Natural Resources in
support of Safe Harbor Agreement. Data also used in Vision
Plan Project.
Complete Revisions and ongoing data
maintenance anticipated in FY14-15.
Priority 2
Priority 3
PROGRAM: PUBLIC RECREATION ACCESS
Completed
Mary Davey
Memorial
Work with contractors, vendors and crew to install memorial
and improve trail.
El Corte de
Madera Creek
Staging Area
and Trail
Improvements
(Staging Area
drainage
system fix)
Resolve drainage issue. Work with third party engineer to
review re-design. Implement long term fix.
Complete
Priority 1
El Corte de
Madera Creek
Staging Area
and Trail
Improvements
(Phase II Trail)
Phase II trail to be constructed only if permitting is completed
in time. Would be done in place of Ancient Oaks (see below).
Complete trail design and permitting for Phase II trails. If
permits for Phase II trail are secured early, complete Phase II
trail construction FY13-14. Deadline driven by grant funding
that will be lost if trail not constructed FY13-14.
Complete
Scope Project
Status CommentsReasons for Delays/Variances
Complete
Key Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
PLANNING
ATTACHMENT 1
PLANNING - 2 of 3
Scope Project
Status CommentsReasons for Delays/VariancesKey Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
PLANNING
PROGRAM: PUBLIC RECREATION ACCESS (Cont'd)
Priority 2
Mindego
Gateway Project
(Ancient Oaks
Trail
Connection)
Grading Plan submitted to CoSM. Building will review bridges.
If crews have schedule opportunity, will construct trail in Q2 &
Q3 FY13-14.
In Progress Crew schedule did not allow
construction until FY 14-15.
Construction currently under way.
Priority 3
PROGRAM: PUBLIC SAFETY, LAW ENFORCEMENT, AND FIRE PROTECTION
Priority 1
Peter's Creek
Trail Bridge
Replacement
Per San Mateo Co. Building requirements, revise bridge
design. Submit for planning and building permits. Issue
Request for Bids for concrete footing and pier construction.
Skyline crew will reroute trail, remove old bridge, restore old
trail section, and construct/install new bridge next FY.
Complete New bridge and trail construction
completed ahead of schedule.
Priority 2
Fremont Older
Staging Area
Public Safety
Improvements
Negotiate canopy and other site safety improvements with the
Country Club; seek Board approval of site improvements;
complete construction plans and secure permits; prepare bid
package, solicit bids, and administer contract. Project scope
contingent on negotiations with Country Club.
In Progress Delayed due to staff capacity.Planning will release a Request for
Proposals to contract with a Landscape
Architect to design the canopy
structure during FY14-15.
Priority 3
ATTACHMENT 1
PLANNING - 3 of 3
Scope Project
Status CommentsReasons for Delays/VariancesKey Project
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
PLANNING
PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION
Priority 1
POST Hendrys
Creek Property
Land
Restoration
1. Finalize existing Stream Channel Restoration and Biotic
Assessment Plan. Confirm new information regarding Foothill
Yellow-Legged Frog (FYLF) is adequately addressed in the
existing Biotic Assessment to inform CEQA. Next steps
following CEQA completion: develop plans and specs for a)
SWPPP preparation, b) permitting, and c) contractor bidding.
Coordinate with SC County, SCVWD, and regulatory agencies
including DFW, USFWS, RWQCB, ACOE.
2. CEQA Review to be done by SCVWD
In Progress Still in progress. Schedule was
dependent on SCVWD.
Planning is working with consultants to
complete the environmental review.
Priority 2
Priority 3
PROGRAM: CULTURAL RESOURCE STEWARDSHIP
Priority 1
Hawthorns Site
Management
Phase I
(stabilization and
partner
development)
Assess need for and implement additional stabilization
measures to protect buildings from inclement weather and
vandalism. Respond to interested partners and funders to
help with long-term maintenance and preservation.
Complete Tasks for FY13-14 completed. Bee
removal, rodent control, and roof
wrapping complete. Request for
Letters of Intent released.
Priority 2
Priority 3
PROGRAM: STAFF FACILITY INFRASTRUCTURE
Priority 1
Priority 2
Priority 3
ATTACHMENT 1
NATURAL RESOURCES - 1 of 2
PROGRAM: RESOURCE MANAGEMENT
Completed
Monitor Prior
Grassland Burns
(Core Function)
Monitor vegetation and wildlife changes in areas previously
burned.
Complete
Priority 1
Sudden Oak
Death
Monitoring &
Research
Continue treatment for and research of Sudden Oak Death.Complete
Priority 2
Control of
Slender False
Brome
Manage slender false brome on preserves and oversee a cost
reimbursement program to encourage District neighbors to
eradicate Slender False Brome, which might invade District
lands.
In Progress Project delayed due to contingent
position vacancy.
Contracted with San Mateo County
Resource Conservation District to
complete work on private parcels;
District will complete work on
Preserves.
Mindego Ranch
Aquatic Species
Management
Plan
Collect additonal SFGS distribution and abundance data In Progress Contract with US Geological Survey to
complete SFGS surveys required
protracted negotiations.
Priority 3
PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION
Complete
Pond DR08 Pond berm failure observed in spring on high biological value
pond. Conduct geotechnical studies and design repair actions.
Implement interim repair.
Complete
Guadalupe River
Mercury Total
Maximum Daily
Load (TMDL)
Implement third year of the coordinated monitoring effort to
assess TMDL implementation success.
Complete
PROPOSED CHANGES TO FY 2013-14 ACTION PLAN KEY PROJECTS
NATURAL RESOURCES
Scope Project
Status CommentsReasons for Revisions/AdditionsKey Project
ATTACHMENT 1
NATURAL RESOURCES - 2 of 2
PROPOSED CHANGES TO FY 2013-14 ACTION PLAN KEY PROJECTS
NATURAL RESOURCES
Scope Project
Status CommentsReasons for Revisions/AdditionsKey Project
PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION (Cont'd)
Complete (Cont'd)
Hicks Flat
Mercury
Remediation
Complete implementation of mercury remediation design
(removal and stabilization of eroding mining waste rock along
streambank) at Sierra Azul.
Complete
Priority 1
La Honda Creek
Master Plan
Phase I
Implementation -
Roads
Watershed
Protection
Upgrade
Design road upgrade program to address priority sites.In Progress Project awarded grant funding through
state Fisheries Restoration Grant
Program. Implementation to occur over
next 3 years.
El Corte de
Madera Creek
Watershed
Protection
Program
Secure permits for Methuselah bridge and next phase of trail
improvements and complete first phase of road fill
removal/trail restoration to close abandoned alignments.
Complete Completed work on 1.5 miles of trails.
Bridge construction and remaining final
projects of Watershed Protection
Program to be completed in FY14-15.
Priority 2
Priority 3
PROGRAM: AGRICULTURAL LAND MANAGEMENT
Priority 1
Priority 2
La Honda Creek
Grazing
Infrastructure
Install infrastructure to reintroduce grazing to La Honda Creek
OSP.
In Progress Project schedule extended due to staff
work on Mindego Grazing
Infrastructure.
Priority 3
ATTACHMENT 1
Operations - Page 1 of 4
PROGRAM: PUBLIC SAFETY, LAW ENFORCEMENT, AND FIRE PROTECTION
Completed
Ordinance
Updates
(Core Function)
Continue work started in FY2012-13 to update the District
Ordinances. Based on Staff experience since the last update
in 2004; update the language of some ordinances to provide
clarity and add/modify ordinances as needed to deal with
current issues.
Complete Board adopted new Ordinances on
February 12, 2014. Staff working to
implement through the Courts.
Priority 1
Vehicle Bridge
Evaluation
(Core Function)
Hire a consultant to evaluate four vehicle bridges in Purisima
Creek Preserve and several additional vehicle bridges in the
Skyline area.
Complete short term repairs necessary for safety in FY 14-15,
and develop long term solutions.
In Progress Project delayed due to delay in hiring
Project Manager.
Vehicle bridge evaluation has been
completed, repairs will begin in FY14-
15
Priority 2
Priority 3
PROGRAM: PUBLIC RECREATIONAL ACCESS
Completed
Permits
Database
(Core Function)
Implementation of the Permits Database, with continuation of
work started in FY2012-13.
Includes: completing the construction of the database, linking
four offices, testing the system, writing system
documentation, and making changes as necessary based on
user feedback.
Complete Database is now in use by all field
offices.
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
OPERATIONS
Key Project Reasons for Delays/VariancesScopeProject
Status Comments
ATTACHMENT 1
Operations - Page 2 of 4
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
OPERATIONS
Key Project Reasons for Delays/VariancesScopeProject
Status Comments
PROGRAM: PUBLIC RECREATIONAL ACCESS (Cont'd)
Completed (Cont'd)
Continue
Program to
Replace and
Upgrade
Preserve
Signboards
Replace degraded wood frame signboards.
Purchase and install six metal frame signboards.
Complete
Install
Automated
Gates at the
Purisima Creek
Parking Lot
Contract for the installation of two automatic gates on the
entrance and exit gates at the Whittemore Gulch Parking Lot
Complete
Priority 1
Other Powered
Mobility Devices
Policy
(OPMD)
(Core Function)
Develop, approve, and implement policies for Other Powered
Mobility Devices to meet current Americans with Disabilities
Act (ADA) standards.
In Progress Project delayed due to retirement of
Operations Manager and Support
Services Administrator.
Priority 2
Priority 3
PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION
Priority 1
Priority 2
Demolition and
Clean up of
Abandoned
Structures
[Skyline]
(Core Function)
Evaluate and choose highest priority structures for demolition
in the Skyline area. Obtain permits as necessary.
Only buildings which are deemed not to have historic value
will be included in this project.
In Progress Project delayed due to delay in hiring
Project Manager.
Permits have been obtained.
ATTACHMENT 1
Operations - Page 3 of 4
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
OPERATIONS
Key Project Reasons for Delays/VariancesScopeProject
Status Comments
PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION (Cont'd)
Priority 3
Removal of
Abandoned
Vehicles
(Core Function)
Document locations of abandoned vehicles.In Progress Project delayed due to delay in hiring
Project Manager.
PROGRAM: STAFF FACILITY INFRASTRUCTURE
Completed
Mora Fire Road
Upgrade
Rip and shape existing oil and screen surface, followed by
minimum of 4" surface of pavement from the Mora Road Gate
to the Deer Hollow Road intersection.
Complete Project completed ahead of schedule.
Higher project cost due to recovering
economy.
Priority 1
Priority 2
Skyline Facility
Improvements
Purchase and install structure to shelter heavy equipment.Complete
Skyline Facility
Improvements
Complete insulation of shop and office flooring. Finalize
drawings and obtain permits for HVAC system.
Paving will be done in FY 14-15.
Complete
Skyline Facility
Improvements
Design and permit a new awning on the front of the shop
building.
In Progress Project delayed due to delay in hiring
Project Manager.
Project will be completed in FY14-15.
Priority 3
ATTACHMENT 1
Operations - Page 4 of 4
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
OPERATIONS
Key Project Reasons for Delays/VariancesScopeProject
Status Comments
PROGRAM: ADMINISTRATIVE SUPPORT
Priority 1
Operations
Administrative
Manual
Create the third (and final) Operations manual to provide
direction on administrative related policy. This manual will
cover aspects common to all Operation personnel.
Project scope and design will be reviewed in FY14-15.
Deferred Project deferred due to staff capacity.Document outline created.
Priority 2
Priority 3
Deferred
ATTACHMENT 1
PUBLIC AFFAIRS - 1 of 3
PROGRAM: PUBLIC INFORMATION, MEDIA AND OUTREACH
Completed
Redesign maps
and brochures
Revise the look and feel of current maps and brochures to
better reflect the District and its visitors; add color; reduce the
size of Escape to Open Space to reduce the cost while
retaining the overall message of the District.
In Progress,
Complete
Continuing to revise maps to full-color
as time allows. Six maps remain to be
completed in FY 14-15. Completed
new and revised "Escape to Open
Space" brochure, now called "Explore
Your Backyard" to reduce cost and
simplify information for visitors.
Priority 1
Diversity
Outreach
Working with ethnic media firm, connect with local media
outlets (print and broadcast) to promote District events;
research and attend community events throughout the District
that appeal to diverse audiences, especially targeting youth.
Complete Partnered with New America Media
and hosted a successful Ethnic Media
Luncheon that resulted in contacts in
ethnic media outlets.
Mount
Umunhum
Project Support
Provide communications support including but not limited to
public meeting preparation, printed materials, media outreach,
surveys, website updates, ecommunications for demolition
and site improvement project.
Complete Coordinated various Mt Um Site events
and public meetings. Began plans for
4/23/14 Bald Mountain Groundbreaking
event.
Docent
interviews for
upcoming book
Work with publisher Heyday Books Publisher Malcolm
Margolin to arrange docent interviews, profiles, photos, etc.
Multi-year project resulting in book or printed piece
Deferred Requires more research and regional
agency collaboration.
Memorial
Recognition in
lieu of benches
Research different opportunities to recognize individuals per
constituent memorial requests other than benches and/or trail
naming and make recommendations.
Deferred Deferred due to reduced staff capacity.Planned for Q3 of FY14-15
District-wide
Roadside
Signage
Initiate contact with Caltrans to determine their process for
sighting and approving freeway directional signing to
preserves.
Deferred Additional signage analysis needed
prior to working with Caltrans.
Planned for Q3 FY14-15
Key Project Scope Project
Status CommentsReasons for Delays/Variances
YEAR-END REVIEW FOR FY 2013-14 ACTION PLAN KEY PROJECTS
PUBLIC AFFAIRS
ATTACHMENT 1
PUBLIC AFFAIRS - 2 of 3
Key Project Scope Project
Status CommentsReasons for Delays/Variances
YEAR-END REVIEW FOR FY 2013-14 ACTION PLAN KEY PROJECTS
PUBLIC AFFAIRS
PROGRAM: PUBLIC INFORMATION, MEDIA AND OUTREACH (Cont'd)
Priority 2
Health Incentive
Program; Open
Spaces, Healthy
Places
Join industry agencies in Healthy Parks, Healthy People
programs; develop a health message about open space
preserves contribution to healthy environment and the use of
the preserves for individual health. Develop a consistent
message on information brochures, website, etc.
Complete Joined Healthy Parks Healthy People
Bay Area Consortium; taking part in
first Saturday programs
Priority 3
PROGRAM: LEGISLATIVE
Priority 1
State Legislation
(Core Function)
Work with the District's legislative advocate and with
legislators and their staff to ensure the District remains active
and informed about the state of current and changing political
landscape. Seek coordination and support from other special
districts.
Complete
State Legislation
(Core Function)
Update the current District legislative program and begin
drafting the 2014-15 program.
Deferred Project deferred due to staff focus on
higher priority projects.
Planned for Q2 - FY14-15
Priority 2
Federal
Legislation
(Core Function)
Work with the District's legislative advocate and with
legislators and their staff to ensure the District remains active
and informed about the state of current and changing political
landscape. Seek coordination and support from other special
districts.
Complete
Priority 3
ATTACHMENT 1
PUBLIC AFFAIRS - 3 of 3
Key Project Scope Project
Status CommentsReasons for Delays/Variances
YEAR-END REVIEW FOR FY 2013-14 ACTION PLAN KEY PROJECTS
PUBLIC AFFAIRS
PROGRAM: COMMUNITY INVOLVEMENT AND EDUCATION
Completed
Community-
hosted Outreach
Events (Core
Function)
Expand the Community Outreach Volunteer (COV) Program
to include a more diverse membership. Work with outreach
consultants on messaging, training, and scheduling. Provide
community outreach at a variety of Bay Area events.
Complete Ongoing - 2 to 3 events per month.
Staff and volunteers participated in 24
weekend community events throughout
the District with diverse audiences,
including families, health, seniors, 5-K
runs, nature enthusiasts.
Also Attended 6 employer health fairs
Volunteer
Recognition
Event (Core
Function)
Plan, coordinate, implement, and evaluate 2013 event Complete
Priority 1
Collaborative
Family
Programming
(Core Function)
Continue to research and establish partnerships; implement
joint activities; incorporate methodology, information and
contacts from Diversity Outreach efforts.
Complete Completed Wingding Family Festival -
partnership w/ SCVAS
Summer Nature Days Camp - July
2013 (5 days) partnership w/ City of
Mtn View and SCVAS.
District-Wide
Interpretive
Planning Guide:
Implementation
Opportunities
Complete installation of Eco-Boxes at Alpine Pond with
additional multi-lingual content (Mandarin and Spanish)
Deferred Additional research needed. Deferred
until 2016
Priority 2
Volunteer
Memorial
Implementation of the new program (pending LFPAC approval
and other pending items)
Complete LFPAC approval obtained, will go to
Board for final approval in FY 14-15
Priority 3
ATTACHMENT 1
ADMINISTRATION - 1 of 4
PROGRAM: INFORMATION TECHNOLOGY
Completed
Copier Contract
Renewal
(Core Function)
Evaluate our current contact and see if we can save money,
upgrade to more efficient systems, offer better printing quality,
add more functions.
Complete
Board Room
and Portable AV
upgrades
(Core Function)
Migrate all stand-alone AV units into one portable rack mount
system.
Complete
Priority 1
Priority 2
Priority 3
District-wide
Intranet
Design intranet site interface and determine and develop
content. Pilot launch in Administration.
In Progress Delayed due to staff capacity Site structure completed. Content will
be uploaded in FY14-15
PROGRAM: HUMAN RESOURCES
Completed
Compensation
Study
Complete update to the District's compensation plan to set
appropriate salaries for each classification.
Complete Project was delayed due to the highly
interactive process with staff.
Implementation of study findings will be
considered after the Board has
established Employee Compensation
Guiding Principles.
Priority 1
Occupational
Risk
Management
Program
Research existing Risk Management Programs (RMP) to
identify best practices; develop and implement an RMP for
District.
In Progress Project delayed due to staff capacity.This project has been incorporated
under a comprehensive review of the
District's entire Risk Management
Program.
Key Project Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
ADMINISTRATION
Scope Project
Status Comments
ATTACHMENT 1
ADMINISTRATION - 2 of 4
Key Project Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
ADMINISTRATION
Scope Project
Status Comments
PROGRAM: HUMAN RESOURCES (Cont'd)
Priority 1 (Cont'd)
2009 Employee
Survey
Feedback
Review and
Update
Review the 2009 Employee Retention Survey and 2011 non-
represented staff non-compensatory benefit suggestions and
provide and update of the status of each suggestion.
In Progress Project delayed due to staff capacity.The status of survey suggestions has
been updated and will be shared with
staff in FY14-15
Priority 2
Performance
Planning and
Evaluation
Process and
Forms
Develop Manager, Supervisor, Office and Field staff process
and forms.
In Progress Project delayed due to staff capacity.New forms and process have been
developed for management and
supervisory staff performance
evaluation. Implementation will occur in
FY 14-15.
Remote Access
Policy (Core
Function)
Research and develop a policy and procedures to allow
employee access to the District computer network to do work
remotely.
In Progress Project delayed due to staff capacity.Will complete in FY14-15.
Priority 3
Training
Database
Work with consultant to add multiple user access, more
reports, and more data fields to database.
In Progress Staff is currently optimizing database to
track training classes, enrollments,
attendance and certifications. Will
complete in FY 14-15.
PROGRAM: DISTRICT CLERK SERVICES
Priority 1
Records
Management
(Core Function)
Organize Legislative records located at Admin Office and
Annex. Purge and retain records based on retention
schedule. Utilize shredding service to provide timely purging
of records
Ongoing This is an ongoing activity and will be
removed from the Action Plan and
reflected under Administration's Core
Functions.
ATTACHMENT 1
ADMINISTRATION - 3 of 4
Key Project Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
ADMINISTRATION
Scope Project
Status Comments
PROGRAM: DISTRICT CLERK SERVICES (Cont'd)
Priority 1 (Cont'd)
Update District
Records
Retention
Schedule
(Core Function)
Work with Depts to obtain records inventory; work with Legal
to ensure govt code citations are correct on the retention
schedule
Ongoing This is an ongoing activity and will be
removed from the Action Plan and
reflected under Administration's Core
Functions.
Update Board,
Administrative,
and other
District Policies
(Core Function)
Review, update, and reformat District Board, Administrative,
and other Policies
In Progress Board Policy Manual completed.
Administrative Policies are under
review.
Priority 2
Priority 3
PROGRAM: FINANCIAL MANAGEMENT
Completed
Annual Audit
(Core Function)
Review and evaluate the District's financial statements in
compliance with regulations.
Complete Single Audit of Mt. Umunhum not
required for FY2013-14.
Priority 1
IAFS Cleanup
and support
Perform data clean-up and reconciliation; identify and develop
reports for staff, managers, and Board.
Complete
Evaluate
Changes to
Midyear Budget
Process and
Polices
Evaluate options to streamline the Midyear Bction Plan and
Budget process and produce administrative efficiencies.
Complete
ATTACHMENT 1
ADMINISTRATION - 4 of 4
Key Project Reasons for Delays/Variances
YEAR-END REVIEW OF FY 2013-14 ACTION PLAN KEY PROJECTS
ADMINISTRATION
Scope Project
Status Comments
PROGRAM: FINANCIAL MANAGEMENT (Cont'd)
Priority 1 (Cont'd)
Affordable Care
Act Analysis and
Compliance
Determine Affordable Care Act impact on District benefit
programs, financial obligations, compliance, and reporting
requirements to prepare for full implementation in January
2015.
Complete
Priority 2
Priority 3
PROGRAM: LEGAL AND RISK MANAGEMENT
Priority 1
Ballot Measure
Training
Provide training to District staff to ensure the District conducts
Ballot Measure activities in conformance with the law
Complete
Streamline
Purchase Order
(PO) process
Incorporate indemnity and insurance language into PO’s by
integrating into IAFS and train District staff on the use of
Purchase Orders.
In Progress Project delayed due to staff capacity.Began analysis of IAFS functionality for
insurance language.
Priority 2
Priority 3
Midpeninsula Regional Open Space District
Fiscal Year 2013-14
Accomplishments
ATTACHMENT 2
Page 2
FISCAL YEAR 2013-14 ACCOMPLISHMENTS
Midpeninsula Regional Open Space District Mission Statement:
To acquire and preserve a regional greenbelt of open space land in perpetuity;
protect and restore the natural environment; and provide opportunities for
ecologically sensitive public enjoyment and education.
ACCESS AND EDUCATION
COMPLETED:
• Permitting and construction of the El Corte de Madera Creek Open Space Preserve 69-
space parking area, solar-powered automatic gate, connector trail, and installation,
watering, and maintenance of new landscaping, and hosted its grand opening with
nearly 100 attendees.
• Permitting and construction of the Mindego Gateway 20-space parking area in the
Russian Ridge Open Space Preserve.
• Successful outreach to local educational institutions for Midpen’s Resource
Development Grant program, and awarded seven research grants in support of a
Fisheries Habitat Assessment, Cultural Resource Assessment and Wildlife Camera
Trap Study.
• Volunteer recruitment and projects, including:
- 87 outdoor service projects with volunteers
- 28 new volunteers in the Advanced Resource Management Squad (ARMS)
program
- 48 new recruits for volunteer trail patrol for a total of 120 active volunteer trail
patrol members
• Fire safety improvements to the Monte Bello campground by clearing flammable
vegetation around the site.
• Watershed improvements in El Corte de Madera Creek Open Space Preserve, including
culvert removal on Blue Blossom, road removal and drainage improvements on Blue
Blossom and Springboard Trails.
• Asphalt paving of the Mora Trail road in Rancho San Antonio Open Space Preserve to
improve vehicle and hiker access.
• Fire safety improvements, including 100’ clearance around the Hawthorns structures
and brushing along the access roads at the Hawthorn historic complex in Windy Hill
Open Space Preserve.
• 257 docent programs with focus on walking, hiking, biking, nature exploration, bird
watching, canine hikes, family walks and more.
Page 3
• Educational programs for 823 students on 33 field trips at the Daniels Nature Center.
• Design and construction of a new chicken coop at Deer Hollow Farm, providing
enhanced educational/teaching features.
• Installation of automatic gates at the Whittemore Gulch parking lot at Purisima Creek
Redwoods Open Space Preserve.
• Replacement of a failed culvert on Ward Road in the Long Ridge Open Space Preserve
to protect stream water quality in the Pescadero watershed.
• Annual equipment purchases and outfitting to modernize the fleet and provide
expanded capability to manage and restore the preserves.
• Improvements to grade reversals and drainage on Methuselah Trail in El Corte de
Madera Creek Open Space Preserve to protect downstream water quality.
• Installation of stile, fences and signs to complete the Molder Trail crossing on
north/south sides of Skyline Boulevard adjacent to El Corte de Madera Creek Open
Space Preserve.
• Repair of a storm-damaged culvert on Purisima Creek Road to protect water quality.
• Rental structure improvements, including installation of new propane tank, deck safety
improvements and other repairs at multiple locations.
• Fire safety brushing of the Monte Bello fire break and Gordon Mill/Timberview Loop,
in addition to other brush clearing for visitor access on trails and fire safety around
structures and in preserves.
• Brush clearance and rock spreading on patrol road/tenant access driveway at La Honda
Creek Open Space Preserve to improve access.
• Construction of a new Peters Creek bridge in Long Ridge Open Space Preserve and
removal of the old bridge to ensure safe public access.
• Fence installation on the property boundary with The Sequoias at Windy Hill Open
Space Preserve and the Chestnut Orchard in Skyline Ridge Open Space Preserve to
prevent preserve visitors from inadvertently entering onto adjacent private property.
• Eagle Scout project support for installation of a seasonal trail closure stile in El Corte
de Madera Creek Open Space Preserve.
• Bridge and puncheon assessments and improvements District-wide to maintain access
and user safety.
• Remedial work required to open a failed culvert on Alpine Road, with oversight from
San Mateo County, to prevent further damage and provide temporary public access.
Page 4
• Installation of new gates at Purisima Creek Redwoods Open Space Preserve and
Stevens Canyon Ranch area in Monte Bello Open Space Preserve.
• Rebuilding of the Alpine Pond foot bridge for user safety.
• Promotion of the website for information, resulting in 1,072,873 Page Views: 61% of
visits were from new visitors to the website, 19% used a mobile device to access the
site (52% increase from previous year), and 9% used a tablet to access the site (21%
increase from previous year).
• Promotion of Facebook Page, resulting in increase in “likes” from 391 to 2,075 (430%
increase) with 75% of new page “likes” posting in March.
• Promotion of Twitter feed, resulting in increase in followers from 860 to 1,231 (43%
increase).
• Participation in 24 weekend community events throughout the District for diverse
audiences, including families, health, seniors, 5-K runs, nature enthusiasts, and more.
• Attendance at 6 employer health fairs to encourage the use of open space to maintain
overall physical health.
• Coordination of two Spanish-speaking interpretive hikes in honor of Spanish Heritage
Month.
• Implementation of two 12-week ad card programs to spread the word about public
access to Midpen trails and preserves on Caltrain and SamTrans buses.
• Founders Day Festival in celebration of Midpen’s 40th anniversary with an estimated
600 attendees at Monte Bello Open Space Preserve.
• Participation in the Los Gatos History Museum Exhibit, “The Evolution of Green:
Environmental Activism in Santa Clara County.”
• Recognition of 500 Midpen Volunteers and 18,000 hours of service at the 2013
Volunteer Recognition Event.
• Creation of new “Visiting Preserves with your Dog” brochure highlighting preserves
and trails open to dogs and giving tips on dog etiquette and safe practices for hiking
with your dog.
• Translation of “Explore your Backyard” general brochure into Chinese, Korean, and
Spanish.
• New website pages for information about the Vision Plan and Measure AA.
• Monthly “Plug into Nature” e-newsletter.
• “Art of the Trail” video featuring Midpen’s expert trail planning, design, and
construction practices.
Page 5
• Celebration of Black History Month with a special event at Ravenswood/Cooley
Landing in partnership with the City of East Palo Alto.
• Participation in seven local cable television and radio programs to highlight Midpen’s
trails and preserves, including two in Spanish, one in Mandarin, and one profiling easy
access trails in the preserves.
• Design and installation of the Gene Sheehan memorial plaque at the Skyline Ridge
Open Space Preserve.
• Mary Davey Memorial redwood log bench (utilizing a salvaged redwood tree trunk
from the El Corte de Madera Creek Staging Area project), an etched boulder, and spur
trail at the Rancho San Antonio Open Space Preserve.
• Ranger enforcement of ordinances through verbal warnings and citations and
emergency response to 123 incidents, including:
- 36 bicycle accidents
- 26 other medical incidents
- 18 pedestrian/running accidents
- 11 vehicle accidents
- 8 wildland fires
- 7 lost persons searches
- 8 fatalities
- 7 animal incidents
- 2 equestrian accidents
• Launching of the “Take a Hike” program to feature Midpen’s monthly hiking and
biking programs to 52 local corporations, non-profits, and government agencies.
• Fremont Older House and Garden tours with 125 tour participants.
• Wingding Festival in partnership with Santa Clara Valley Audubon Society at Skyline
Ridge Open Space Preserve.
MAJOR MILESTONES ACCOMPLISHED:
• Design of the Mt. Umunhum trail alignment and initiation of construction of the four-
mile trail from the Bald Mountain parking area to the summit.
• Mindego Ranch Use and Management Plan and Environmental Review.
• Design and permitting of the Bald Mountain 24-space parking area.
• Design and began installation of entrance signs with the new Midpen logo.
• Permitting and construction of the first phase of the Oljon Trail in El Corte de Madera
Creek Open Space Preserve.
Page 6
• Design and permitting of the Mindego Hill Trail and Ancient Oaks Trail in the Russian
Ridge Open Space Preserve.
• Growth of the geo-caching program to 3,000 online logs.
• Initial phase of the Permits database project to enhance management and monitoring of
over 2,500 permits per year.
IN PROGRESS:
• Trail easement discussions for the Ravenswood Bay Trail Gap with the San Francisco
Public Utilities Commission and Caltrans, in conjunction with the Cities of East Palo
Alto and Menlo Park.
• Process for the Bear Creek Stables Request for Proposals/Lease.
• Engagement in Bay Area Healthy Parks Healthy People Initiative with first Saturday of
the month programs, including new Pilates in the Park program.
• 80% complete design documents for Radar Tower repairs at Mt. Umunhum.
• Partnership with New America Media to expand outreach to diverse communities and
partnered on luncheon for ethnic media leaders in the Bay Area.
• Partnerships with Pacific Council of the Boy Scouts of America and Girl Scouts of
Northern California to develop programs that encourage volunteerism and outdoor
nature programs.
PROTECTION AND RESTORATION
COMPLETED:
• Collaboration with the U.S. Navy to ensure successful remediation and restoration of a
wetland basin at Stevens Creek Shoreline Nature Study Area.
• Scientific information analysis in support of the Vision Plan, including:
- constraints and opportunities analysis
- baseline inventories
- assessment of conservation value of lands within Midpen’s boundary, including
existing biological, cultural, agricultural, and recreational conditions
• Mapping of 100 special status species and development of a special status species map
book to provide staff with a visual guide of all known locations of rare species on
Midpen preserves.
• Demolition and site restoration work at the former Powell property in the Montebello
Open Space Preserve, including 5 structures, dump site and road restoration.
• Repair to Pond DR08 in La Honda Creek Open Space Preserve to protect endangered
species habitat and provide water for livestock.
Page 7
• Mercury mine waste stabilization project at Hicks Flat in Sierra Azul Open Space
Preserve to protect water quality in San Francisco Bay
• Successful opposition to legislation (AB904), which would have eroded local
government authority and oversight of timber harvesting in the Santa Cruz Mountains.
• Submittal of a comment letter to the California Department of Pesticide Regulation on
new regulations regarding rodenticides with detailed information about possible effects
of rodenticides on bobcats in Rancho San Antonio and other preserves.
• Final year of contract work on the Skyline Ridge Tree Farm Restoration project, which
is now in a maintenance phase.
• Installation of 12 nest boxes at the top of Mount Umunhum to provide nesting locations
for a locally rare bird, the Purple Martin.
• Coordination with University of California researchers on the unusual finding of red-
bellied newts in the Stevens Creek watershed, which resulted in a publication in the
Journal of Herpetology and recommendations that this population be protected.
• Rare plant treasure hunts with the California Native Plant Society in two preserves
leading to rediscovery of several populations of rare plants.
• Removal of an abandoned 80,000 gallon water tank in Pulgas Ridge Open Space
Preserve to improve the viewshed.
• Removal of cattails at Alpine Pond to improve visibility and at Sausal Pond to improve
water flow through the spillway.
• Brushing of access to Mindego Hill utilizing updated standards for endangered species
protection to improve access and increase fire protection.
• Participation in a Big Basin State Park controlled burn with Cal Fire to observe forest
burning and practice fire suppression skills.
MAJOR MILESTONE ACCOMPLISHED:
• Demolition of military structures and partial site restoration at Mt. Umunhum funded
by $1.2 million federal grant.
• Public competitive process to select new grazing tenants for Driscoll and McDonald
Ranches at La Honda Creek Open Space Preserve, and work with tenants to construct
grazing infrastructure improvements.
• Development of draft Integrated Pest Management Policies and preparation of a Draft
Integrated Pest Management Guidance Manual to guide future pest control at Midpen
buildings and facilities, for fire management, on grazing and agriculture properties, and
in natural areas.
Page 8
• Engineering evaluation of six vehicle bridges and identified the Harkins Bridge in
Purisima Creek Redwoods Open Space Preserve for replacement.
• Hazardous materials testing, preliminary bat surveys, and historical assessments for six
priority structure demolitions.
• Field surveys and design review for a fish habitat improvement project on San Gregorio
Creek, in support of a San Mateo County Resource Conservation District grant
application.
• Design and permitting for improvements to a tenant driveway and water system at
Russian Ridge Open Space Preserve.
• Confirmation of the location of 40 abandoned vehicles in the Skyline area as the first
step in creating a removal plan for abandoned vehicles.
IN PROGRESS:
• Design contracts and design development for Pond DR05 in La Honda Creek Open
Space Preserve Pond to protect endangered species and provide water for livestock
• Sudden Oak Death research partnership; to date, Midpen has provided $52,500 in
funding to support research on preventative treatments for Sudden Oak Death that has
been matched by $122,250 in funding from US Forest Service.
• Research study on San Francisco Garter Snake distribution and abundance at Mindego
Ranch in Russian Ridge Open Space Preserve through a contract with the U.S.
Geological Survey.
• Continued control of Slender False Brome on various Midpen Preserves and adjacent
private property and entered into a contract with the San Mateo County Resource
Conservation District to work with private property owners on Slender False Brome
control, while Midpen continues control on Open Space Preserves.
• Work with the U.S. Fish and Wildlife Service to amend the Recovery Permit for the
San Francisco Garter Snake and the California Red-legged Frog to expand the coverage
area to all of La Honda Creek Open Space Preserve and the Mindego Ranch area of
Russian Ridge Open Space Preserve, to allow for Midpen’s maintenance, restoration,
and infrastructure improvement activities, while protecting and enhancing habitat for
sensitive species.
• Weed management and improvement of grazing infrastructure at Mindego Ranch.
• Work with grazing tenants to reduce the number of livestock on all 10,800 acres
currently within the conservation grazing program in response to severe drought
conditions.
• Removal of five large eucalyptus trees at Pulgas Ridge Open Space Preserve and
continued native plant restoration actions.
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• Continued exotic vegetation management in numerous locations and began a
substantial broom removal project at Coal Creek Open Space Preserve.
• Continued assistance to state and county agencies in efforts to eradicate marijuana
grows to enhance public safety and protect water quality in the preserves.
• Continued efforts related to Lehigh Quarry to protect recreational, environmental,
scenic, and health values for the public, as well as staff, at Rancho San Antonio Open
Space Preserve.
ACQUISITION AND PRESERVATION
COMPLETED:
• Purchase of the approximately 148 acre INE Ranch as an addition to Monte Bello Open
Space Preserve, protecting the scenic ridgeline, Stevens Creek watershed, habitat for
red-legged frog, and allowing for a potential public trail connection to Upper Stevens
Creek County Park.
• Purchase of the approximately 11 acre Lobner Trust as an addition to Monte Bello
Open Space Preserve in partnership with Santa Clara County Parks.
• Receipt of gifts of “Redwood Park” parcels from 4 owners totaling 0.8 acres as
additions to Purisima Creek Redwoods Open Space Preserve and a 0.2 acre gift as an
addition to Saratoga Gap Open Space Preserve.
• Recording of the 0.3 acre California Water Company trail easement (Molder Trail)
connecting El Corte de Madera Creek Open Space Preserve to the California Riding
and Hiking Trail (Ridge Trail) on California Water Company’s Bear Gulch Watershed
Property.
• Entered into a Lease and Management Agreement for a one year extension with
additional one year option with Peninsula Open Space Trust to manage the Hendrys
Creek Property located adjacent to the Cathedral Oaks Area of Sierra Azul Open Space
Preserve.
MAJOR MILESTONE ACCOMPLISHED:
• Lease and Management Agreement with Peninsula Open Space Trust for the 308 acre
Apple Orchard Event Center properties located adjacent to La Honda Creek Open
Space Preserve.
• Hawthorns historic site and structures assessment, as well as temporary site
stabilization measures, including bee removal, rodent control, and roof wrapping.
IN PROGRESS:
• Multiple meetings with neighborhood residents to discuss the proposed Ridge Vineyard
Exchange and initiated a hydrology study to further inform the environmental review of
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the project which will provide additions to Monte Bello Open Space Preserve and
implement conservation easements to restrict further development on areas used for
viticulture.
GENERAL/MIDPEN-WIDE SUPPORT OF MISSION
COMPLETED:
• Open Space Vision Plan with significant public, Community Advisory Committee, and
scientific input, identifying 54 major projects for the next 30 years and establishing 25
top priority actions.
• Research, planning, and documentation for the Board’s decision to place a General
Obligation Bond measure on the June 3, 2014 ballot, including cost-estimating for a
detailed Expenditure Plan for the 25 top Priority Actions of the Vision Plan.
• Update to the Strategic Plan, guiding the annual Action Plan and Budget development
and Vision Plan implementation.
• Update to Midpen’s Land Use Ordinances.
• Remodel of the AO2 new lease space, and relocation of 21 staff members to
accommodate space needs due to changes in Administrative Office staffing.
• Comprehensive changes to Midpen’s Credit Card Program to enhance financial control
and streamline program management and procedures.
• Midyear action plan and budget update, implementing revisions to streamline the
process and report production.
• New program to auction Midpen surplus property, achieving environmental reuse
benefits and added revenue.
• Numerous employee trainings to enhance organizational efficiency and safety in all
aspects of Midpen’s work.
• Implementation of a General Manager’s Bi-weekly Notes practice to communicate
important progress notes to the Board of Directors.
• Coordination and hosting of two employee events, a staff appreciation summer picnic
at Foothills Park and a staff recognition event in November.
MAJOR MILESTONE ACCOMPLISHED:
• Skyline Field Office upgrades, including insulation in the shop, shop organization,
electrical improvements in the stable building, and office floor replacement, and also
completion of design specifications for a new awning, equipment shelter, and heating
and ventilations system.
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• Organization-wide Compensation Study through an inclusive process with
representatives from the Field Employees Association and input from unrepresented
and represented employees.
• Notifications to employees about the Affordable Care Act and continued monitoring of
compliance requirements of this new law.
IN PROGRESS:
• Midpen “Green Team” to research, evaluate and implement potential changes to
conserve resources such as paper, energy, water, pollution, and more.
• Updates and improvements to Board of Director policies in the Board Policy manual.
• New performance evaluation form and performance review guidelines for Midpen
managers and supervisors to ensure organizational alignment for effective delivery of
the mission.
AWARDS/GRANTS/RECOGNITION
• Honored by the Santa Clara County League of Conservation Voters for 40 years of
Environmental Service.
• Received $196,000 in grant reimbursement funds from the State Water Resources Control
Board for the completed Hicks Flat Mercury Remediation Project.
• Awarded $231,000 in grant funding through the State Fisheries Restoration Grant Program
for road improvements and sediment reduction projects at Driscoll Ranch in the La Honda
Creek Open Space Preserve.
• Received $1,241,196 in grant reimbursements from the Office of Economic Adjustment for
the demolition and site restoration work at Mount Umunhum.
• Received $324,648 in funding from Peninsula Open Space Trust to construct the Mindego
Gateway parking area.
• Submitted grant reimbursement requests totaling $102,230 to the Habitat Conservation
Fund and Land and Water Conservation Fund Programs to reimburse implementation costs
associated with the El Corte de Madera Creek Staging Area and Trails project.