HomeMy Public PortalAbout20141112 - Agenda Packet - Board of Directors (BOD) - 14-32
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
330 Distel Circle
Los Altos, CA 94022
Wednesday, November 12, 2014
SPECIAL MEETING BEGINS AT 5:30
REGULAR MEETING BEGINS AT 7:00
A G E N D A
5:30 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – STUDY SESSION
ROLL CALL
1. Financial and Operational Sustainability Model Study Update (R-14-140)
Staff Contact: Kevin Woodhouse, Assistant General Manager
General Manager’s Recommendation: Receive an update on the Financial and Operational
Sustainability Model Study that is being conducted for the District by Management Partners.
ADJOURNMENT
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ORAL COMMUNICATIONS – PUBLIC
ADOPTION OF AGENDA
CONSENT CALENDAR
1. Approve Minutes of the October 22, 2014, October 28, 2014, and October 29, 2014 Board
Meetings
2. Approve Claims Report
3. Authorization to Reject All Bids Received October 30, 2014 for the McDonald Ranch Fence
Installation Project at La Honda Creek Open Space Preserve (R-14-131)
Staff Contact: Kirk Lenington, Natural Resources Manager
Meeting 14-32
General Manager’s Recommendation:
1. Authorize the General Manager to reject all bids received to complete the McDonald Ranch
Fence Installation Project at La Honda Creek Open Space Preserve.
2. Authorize the General Manager to solicit new bids to complete the McDonald Ranch Fence
Installation Project at La Honda Creek Open Space Preserve.
BOARD BUSINESS
4. Deed Restriction as Required by Habitat Conservation Fund and Land and Water
Conservation Fund Grants for El Corte de Madera Creek Staging Area and Trails Project
(R-14-138)
Staff Contact: Gretchen Laustsen, Planner II, Planning Department
General Manager’s Recommendation: Authorize the General Manager to execute a deed
restriction on parcels that pertain to the El Corte de Madera Creek Staging Area and Trails
Project to fulfill Habitat Conservation Fund and Land and Water Conservation Fund Grant
Agreements.
INFORMATIONAL MEMORANDA
• Prospect Road Parking Lot Safety Structure, Fremont Older Open Space Preserve
INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or
announcements concerning activities of District Directors and staff; opportunity to refer public or Board
questions to staff for factual information; request staff to report back to the Board on a matter at a future
meeting; or direct staff to place a matter on a future agenda. Items in this category are for discussion and
direction to staff only. No final policy action will be taken by the Board.
A. Committee Reports
B. Staff Reports
C. Director Reports
ADJOURN MEETING TO CLOSED SESSION
1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
(GOVERNMENT CODE SECTION 54956.9(b))
Two potential cases
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (GOVERNMENT CODE
SECTION 54956.8)
Property: 3500 Portola Heights Road, La Honda, CA, 94020, San Mateo County APN
080-410-270
Agency Negotiator: Allen Ishibashi, Real Property Specialist
Negotiating Party: Thomas Anderson, Sharon Niswander and Sid Frederick (Agent)
Under Negotiation: Waiver of Right of First Refusal
TO ADDRESS THE BOARD: The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the
Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes. Alternately, you may comment to the Board by a
written communication, which the Board appreciates.
Consent Calendar: All items on the Consent Calendar may be approved without discussion by one motion. Board members, the General Manager, and members of the
public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar.
In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the District Clerk at (650) 691-1200.
Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting.
Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting,
will be available for public inspection at the District’s Administrative Office located at 330 Distel Circle, Los Altos, California 94022.
CERTIFICATION OF POSTING OF AGENDA
I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that the foregoing agenda
for the Special and Regular Meetings of the MROSD Board of Directors was posted and available for review on November 7, 2014, at
the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. Agenda materials are also available on the
District’s website at http://www.openspace.org.
Signed this 7th day of November, 2014, at Los Altos, California.
R-14-140
Meeting 14-32
November 12, 2014
STUDY SESSION AGENDA ITEM 1
AGENDA ITEM
Financial and Operational Sustainability Model Study Update
GENERAL MANAGER’S RECOMMENDATION
Receive an update on the Financial and Operational Sustainability Model Study that is being
conducted for the District by Management Partners.
SUMMARY
The Board of Directors authorized a contract with Management Partners on August 28, 2014, to
conduct the Financial and Operational Sustainability Model (FOSM) Study, which is identified
as a major project in the Fiscal Year 2014-15 Action Plan and Budget. The purpose of the
FOSM study is to evaluate existing District workflow processes, staff capacity, and
organizational structure and identify options to accelerate completion of high priority projects
while continuing to carry out the daily on-going business of the District in a financially prudent
and sustainable manner. Management Partners has completed the organizational scan/research
phase of the study, which included extensive review of District information, benchmark
surveying of peer agencies, other best practices research, interviews and focus groups with
District employees and work teams, and a comprehensive tour of District preserves and key
projects. The purpose of the November 12, 2014, study session is for Management Partners to
update the Board on several themes that emerged from the research phase of the study,
receive/respond to Board member comments and questions, and inform the Board about the next
steps for the study.
DISCUSSION
A FOSM update memorandum from Management Partners is provided as Attachment 1.
Although it is too early in the project scope to present detailed recommendations for staffing,
process changes, or organizational changes, there are several consistent themes that have
emerged from the research phase: development of business and management information
systems, enhancing capacity to handle a tripling of capital project and acquisition spending, and
preparing for a longer term transition to an operational focused agency. The presentation to the
Board on November 12 will focus on these themes.
One specific recommendation Management Partners is prepared to make at this early stage of the
study is to begin focusing sooner than later on the development of an Information Technology
Strategic Plan and priority business systems. To this end, the General Manager anticipates
recommending a mid-year budget change to the Board in December to begin funding consultant
R-14-140 Page 2
assistance on an IT Strategic Plan. The General Manager also anticipates a few staffing
recommendations at mid-year, priority yet to be determined, that will provide critical staff
capacity to begin implementation of the FOSM recommendations.
FISCAL IMPACT
The cost to complete the FOSM study is a not-to-exceed amount of $118,690, which includes the
project proposal amount of $107,900 and a ten percent contingency amount of $10,790. The
FY2014-15 Adopted Budget includes $100,000. The remaining $18,690 will be covered by
savings elsewhere in the Services and Supplies budget.
At contract authorization in August, the General Manager recommended a ten percent
contingency amount for this study in the event important activities arise, such as additional
research, analysis, or modeling, that were not anticipated in the original scope of services.
However, unless any such unanticipated activities come to light and are approved by the General
Manager, staff anticipates that Management Partners will complete the study within the base
budget amount.
BOARD COMMITTEE REVIEW
This study was included in the Fiscal Year 2014-15 Action Plan and Budget, which was
reviewed by the Action Plan and Budget Committee and recommended to the full Board in late
February, 2014. Due to the magnitude and importance of this study, the scope of work
anticipates full Board input during the study.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act.
NEXT STEPS
Management Partners has begun the analysis phase of the study and will be developing two to
three sustainable organization models with associated financial projections. These draft models
will be presented to the Board at a study session in mid-December, currently scheduled for
December 17, 2014.
Attachments
1. FOSM Update from Management Partners
Responsible Department Head:
Steve Abbors, General Manager
Prepared by:
Kevin S. Woodhouse, Assistant General Manager
ATTACHMENT 1
To: Steve Abbors, General Manager, Midpeninsula Regional Open Space District
From: Management Partners
Subject: Board of Directors Study Session 11/12/14 –Financial and Operational
Sustainability Model (FOSM) Update
Date: November 3, 2014
FOSM Scope:
The District engaged Management Partners to develop two to three organization models that will
position the agency to successfully implement the Measure AA projects but also organize itself
for long term sustainability. The organization scan/research phase of the study is complete.
Data Collection:
In this initial phase of the project, Management Partners reviewed extensive background
information related to services and functions of the District along with information specific to the
Vision Plan and Measure AA priority projects. We administered a benchmarking survey of peer
agencies to obtain insight on the organization structure, staffing and practices of similar
organizations and conducted extensive employee engagement, including a day-long field tour
hosted by department staff.
The peer survey included agencies with similarities to the District. Peers were selected based on
their mission, assets (such as preserves, trail services and total acres), total expenditures, and
organization size. Of the seven agencies contacted, five responded including East Bay Regional
Park District, Marin County Parks and Open Space, Santa Clara County, Boulder County and
Jefferson County, Colorado. We are in the process of evaluating the responses. We are also
reviewing best practices used by the other agencies that may be applicable to the District.
More than 25 District employees participated in individual interviews, including members of the
leadership team and staff responsible for various District programs. As all District employees
were offered an opportunity to provide input, 60 frontline staff participated in five focus groups.
An additional large group interview was offered to those who were unable to participate in
earlier discussions. Our team also joined District field staff in a dawn to dusk tour of the 62,000
acre territory and facilities. Too aid in information collection and understanding, Management
Partners met with teams of agency experts on specific topics, including: Measure AA Project
Group, Operational Impact Group, Capital Projects Group, Acquisitions Group, Coastal and
Grazing Group and the Financial Modeling Group. Finally, we conducted several additional
interviews to take a deeper look at the District’s current information technology systems and
capabilities.
In interviews, discussions focused on what’s working, what’s not working, and what needs
improvement to build a sustainable organization and implement the MAA projects. It is clear that
employees working for the District believe in the agency’s mission to preserve natural resources.
Page 2
Each individual and group we met with clearly communicated their commitment to the agency’s
mission and purpose. Employee commitment and alignment with an agency’s mission is critical
to building a high performing organization. The District has successfully accomplished this
component of organizational sustainability. As we probed deeper, other themes emerged that are
typical of agencies in the midst of rapid growth.
3 Sustainability Challenges:
The Measure AA success provides additional revenue to the District for projects that will
increase public access to preserve land, enhance habitat restoration and provide for more
property acquisition. It represents a major infusion of resources to support the District’s mission,
and the District will be challenged to accomplish more work than it ever has. In the private
sector, one might compare the District to a “start-up” company which has just secured venture
capital funding. The challenge for the organization is now to execute and grow its capabilities to
perform in an effective and efficient manner. The themes that emerged in interviews parallel the
issues that “start-ups” face with a rapid increase in service demand. To meet the pace of
unprecedented growth, the District must solve three sustainability challenges:
1. Develop business and management information systems (i.e., maintenance, client and
project management systems);
2. Address the expectations and project demands created by the success of Measure AA
(i.e., tripling capital and acquisition spending); and,
3. Gradually transform the District’s primary focus from acquisition to new long term
operational responsibilities.
We’d like to focus our discussion with the Board of Directors on November 12, 2014 on these
three areas.
Management Partners Recommendations:
We recommend that the District move quickly to begin building business systems and develop an
Information Technology (IT) Strategic Plan. The Board will have the opportunity to consider a
mid-year budget recommendation as early as December 2014 to jumpstart IT strategic planning.
Also, based on the significant increase in the volume of work with Measure AA projects,
additional staff will be necessary, along with facilities to accommodate the position increases.
Upcoming District budget discussions for the FY 2015-16 budget will include recommendations
related to these needs.
Next Steps:
As we begin the process of analyzing the data collected in the first phase of the study, we are
developing the framework to construct two to three sustainable organization models with
associated financial projections. The Board of Directors will have an opportunity to review draft
models in mid-December and a final report in January 2015.
October 22, 2014
Board Meeting 14-29
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
330 Distel Circle
Los Altos, CA 94022
October 22, 2014
DRAFT MINUTES
SPECIAL MEETING – CLOSED SESSION
CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 6:02 p.m.
ROLL CALL
Members Present: Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt Riffle, and Pete
Siemens
Members Absent: Jed Cyr and Nonette Hanko
Staff Present: General Manager Steve Abbors, Assistant General Manager Kevin
Woodhouse, General Counsel Sheryl Schaffner, Operations Manager
Michael Newburn, and Real Property Manager Mike Williams
III. CLOSED SESSION
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code
Section 54956.8)
Property: Rancho San Antonio Contract with Santa Clara County
Agency Negotiator: Stephen E. Abbors, General Manager and Kevin Woodhouse,
Assistant General Manager
Negotiating Party: Robb Courtney, Santa Clara County Director of Parks and
Recreation Department
Under Negotiation: Terms of real property transaction
2. CONFERENCE WITH LEGAL COUNSEL – CONSIDERATION OF AMICUS
FILING IN PENDING LITIGATION (Government Code Section 54956.9(d)(4)).
Name of Case: City of Pasadena v. Superior Court
Case Number: Second District Court of Appeals, Case No. B254800
Meeting 14-29 Page 2
IV. MEETING ADJOURNED
President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 6:54 p.m.
REGULAR MEETING
I. CALL TO ORDER
President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 7:00 p.m.
II. ROLL CALL
Members Present: Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt Riffle, and Pete
Siemens
Members Absent: Jed Cyr and Nonette Hanko
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, General Counsel Sheryl
Schaffner, Natural Resources Manager Kirk Lenington, Resource Planner
III Matt Baldzikowski, Planning Manager Jane Mark, Senior Planner Tina
Hugg, Senior Planner Meredith Manning, 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)
General Counsel Schaffner reported that the Board authorized filing of an amicus brief in the
City of Pasadena v. Superior Court litigation agendized and discussed during the closed session.
IV. ORAL COMMUNICATIONS
No speakers present.
V. ADOPTION OF AGENDA
Motion: Director Riffle moved, and Director Siemens seconded the motion to adopt the agenda.
VOTE: 5-0-0 (Directors Cyr Hanko absent)
VI. CONSENT CALENDAR
Director Hanko arrived at 7:02 p.m.
District Clerk Jennifer Woodworth informed the Board that Director Kishimoto had asked for an
addition to be made to the minutes for October 8, 2014. Ms. Woodworth explained that after
Meeting 14-29 Page 3
review of the recording from the October 8, 2014 meeting, the minutes were amended and
provided to the members of the Board and public.
1. Approve Minutes of the Special and Regular Board Meetings of October 8, 2014, as
amended.
2. Approve the Claims Report
Public hearing opened at 7:03 p.m.
No speakers present.
Public hearing closed at 7:03 p.m.
Motion: Director Kishimoto moved, and Director Riffle seconded the motion to approve the
Consent Calendar, as amended.
VOTE: 6-0-0 (Director Cyr absent)
VII. BOARD BUSINESS
3. Rancho San Antonio Air Monitoring Study Final Report and Presentation (R-14-
126)
Resource Planner III Matt Baldzikowski provided the staff report summarizing the impetus for
the District’s conducting the air monitoring study. Mr. Baldzikowski also explained that the
final monitoring study report was also reviewed by a third party industrial hydrologist who
concurred with the results of the air monitoring report. Finally, Mr. Baldzikowski introduced Dr.
Eric Winegar of Winegar Air Services who conducted the Rancho San Antonio Air Monitoring
Study.
Dr. Winegar provided a presentation summarizing the results of the Rancho San Antonio Air
Monitoring Study. Dr. Winegar described the size and types of particles found during the study
and the effects of wind, oceanic air, and temperature on the results found during the study. Dr.
Winegar summarized the results of the study regarding amount and size of particles found at
each monitoring site and how the results compared to California Air Quality Standard and the
San Francisco Bay Basin Air Average Concentration. Finally, Dr. Winegar provided his
conclusions regarding the air quality at Rancho San Antonio Open Space Preserve stating that it
is excellent, and the preserve is safe for use for its intended uses by members of the public,
District staff, and nearby residents.
Director Riffle inquired if the air quality would be poor at Rancho San Antonio on a windless
day.
Dr. Winegar explained that even on windless days, the air quality continues to be safe at Rancho
San Antonio.
General Manager Abbors inquired how rainfall would affect the air quality.
Meeting 14-29 Page 4
Dr. Winegar explained that he would expect air quality to improve with rain due to the fact that
dust would be suppressed due to the rainfall.
Director Hanko suggested the District place signage at the site to inform the public of the results
of the air monitoring study.
Public hearing opened at 8:05 p.m.
Barry Chang, member of Cupertino City Council but representing himself and Bay Area Citizens
for Clean Environment, provided comments regarding the District’s willingness to complete the
air monitoring study and the results of the study.
Janet Geiger, resident of Cupertino, provided comments regarding particulate matter she finds on
her vehicle and thanked the District for conducting the study.
Lou Franklin provided comments regarding using the air monitoring study as a baseline for
continuing study and asked if the data would be made available to the public.
Mr. Baldzikoswki stated he plans to release the data next week.
Bill Allman resident of Los Altos Hills and member of the Quarry No group expressed his relief
based on the study’s results related to the risk at Rancho San Antonio Open Space Preserve and
thanked the District for conducting the study.
Public hearing closed at 8:11 p.m.
Director Hassett suggested the information be shared with staff that work at Rancho San Antonio
receive the information provided to the Board.
Mr. Baldzikowski stated that the report is available to staff members, and they were notified of
tonight’s Board meeting.
Board accepted the final monitoring report for the air quality monitoring study conducted at
Rancho San Antonio Open Space Preserve.
4. Award a Contract for Water Engineering and Consulting Services (R-14-127)
Senior Planner Meredith Manning provided the staff report summarizing the District’s water
rights reporting obligations. The consultant would assist the District with those reporting
obligations to ensure the District’s water rights are maintained, which is important to the
District’s grazing tenants.
Director Riffle inquired if this would be an ongoing expense or a onetime project.
Ms. Manning explained that it would be helpful to have the consultant on call due to the
District’s complicated water rights and needs for diversion. Mr. Abbors explained that the
District’s annual reporting requirements would necessitate ongoing consulting.
Public hearing opened at 8:45 p.m.
Meeting 14-29 Page 5
No speakers present.
Public hearing closed at 8:45 p.m.
Motion: Director Kishimoto moved, and Director Hanko seconded the motion to authorize the
General Manager to award a contract to Wagner & Bonsignore Engineers for an amount not-to-
exceed $75,000 to provide water engineering and consulting services regarding District water
systems and rights.
VOTE: 6-0-0 (Director Cyr absent)
VIII. COMMITTEE REPORTS
Director Hassett reported that the Real Property Committee met at Alpine Ranch and toured the
property.
Director Riffle reported that the Planning & Natural Resources Committee met to learn about the
draft Construction and Demolition policy that will be coming to the Board in the future and
received an update on the proposed parking structure at the Fremont Older Open Space Preserve.
Director Harris reported that the Measure AA Implementation Ad Hoc Committee met to review
the Measure AA project lists to be presented by staff during next week’s study session. Senior
Planner Tina Hugg described the Measure AA project lists provided to the ad hoc committee and
members of the Board.
IX. STAFF REPORTS
Mr. Abbors showed a time-lapsed video of staff building the Ancient Oaks Trail at Mt.
Umunhum.
X. DIRECTOR REPORTS
The Board submitted their compensatory forms to the District Clerk.
Director Kishimoto reported that she recently attended meetings of CALAFCO and the Santa
Clara Valley Water District Water Commission.
XI. ADJOURNMENT
President Harris adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 9:07 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk
October 28, 2014
Board Meeting 14-30
SPECIAL MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Historic Adobe Building
157 Moffett Boulevard, Mountain View 94043
Tuesday, October 28, 2014
DRAFT MINUTES
SPECIAL MEETING – STUDY SESSION
CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 9:17 a.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Curt Riffle, and Pete Siemens
Members Absent: None
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, General Counsel Sheryl
Schaffner, Planning Manager Jane Mark, Natural Resources Manager Kirk
Lenington, Real Property Manager Mike Williams, Operations Manager
Michael Newburn, Human Resources Supervisor Candice Basnight,
Public Affairs Manager Shelly Lewis, Administrative Services Manager
Kate Drayson, and District Clerk Jennifer Woodworth
III. ORAL COMMUNICATIONS
Frank Bakonyi, expressed his interest in the Bear Creek Stables and the decision making process
of public agencies.
IV. ADOPTION OF AGENDA
Motion: Director Riffle moved, and Director Hanko seconded the motion to adopt the agenda.
VOTE: 7-0-0
Meeting 14-30 Page 2
III. BOARD BUSINESS
1. Annual Review of the Strategic Plan Goals and Objectives to Guide the District’s
Focus for FY2015-16 (R-14-136)
General Manager Steve Abbors provided comments regarding the Board’s annual review of the
Strategic Plan, the ongoing Financial and Operational Sustainability Model Study (FOSM),
upcoming Board study sessions, and the agenda for the day’s workshop.
Assistant General Manager Ana Ruiz provided the staff presentation outlining emerging issues
the District will face in the coming year and how the District can adapt to those changes. Ms.
Ruiz described the environmental scan completed by District staff to identify emerging issues
and outlined major takeaways from the completed environmental scan. These include additional
attention to working with diverse populations in the public to provide District benefits, need for
added staffing and streamlining District processes to complete Measure AA projects, response to
statewide drought conditions by preserving current water rights and seeking new water sources,
and evaluation of workplace practices and staff facility needs.
Director Riffle provided comments on the District’s ability to engage members of the public and
respond to the public’s need for District services. Director Riffle also suggested the Board must
also adapt to the changing issues.
Mr. Abbors commented that the Board will be having another retreat in January to discuss Board
governance issues as suggested by Director Riffle.
Director Harris provided comments regarding continuing public engagement through traditional
and emerging forms of communication in order to reach various generations and cultural
demographics.
Ms. Ruiz summarized key categories of the Action Plan for FY2015-16 including Measure
AA/Vision Plan Priority Projects, implementation of FOSM recommendations, and policy
development.
Director Riffle expressed his concern that the District is focusing too much on examining
internal processes, but as the District is becoming more known in the public and there continues
to be a need for public outreach and engagement.
Ms. Ruiz and Mr. Abbors explained that the key categories being summarized today largely fall
within the third goal of the Strategic Plan, “Strengthen organizational capacity to fulfill the
mission.” Continued public outreach and engagement are within the first and second goals of the
Strategic Plan, to which staff suggests minimal edits.
Assistant General Manager Kevin Woodhouse summarized proposed edits to the Strategic Plan
as suggested by staff.
Director Riffle suggested staff return with a progress report in future years, so the Board can
gauge how successfully the District is implementing the Strategic Plan.
Meeting 14-30 Page 3
Motion: Director Kishimoto moved, and Director Riffle seconded a motion to adopt the
proposed changes to the Strategic Plan, as amended by the Board, to effectively respond to
changes in the surrounding environment.
VOTE: 7-0-0
The Board of Directors recessed at 11:29 a.m. and reconvened at 11:53 a.m. with all Directors
present.
2. Proposed 2015 Master Calendar for Board and Committee Meetings (R-14-133)
District Clerk Jennifer Woodworth provided the staff report summarizing various reasons for a
Board adopted Master Calendar to assist with scheduling meetings and accommodating Board
member and staff schedules.
The Board discussed whether there exists a need to schedule additional meeting in November
and December of 2015.
Ms. Woodworth explained that additional meetings have not yet been scheduled for November
or December because Board policy states that the second meetings in November and December
will be canceled unless the Board President determines that additional meetings are needed. Ms.
Woodworth explained that she can work with the incoming Board President in January to
determine if additional meetings are needed.
The members of the Board requested the District Clerk schedule additional meetings for
November and December, which may be canceled at a later date if not needed.
Public hearing opened at 12:28 p.m.
No speakers present.
Public hearing closed at 12:28 p.m.
Motion: Director Riffle moved, and Director Kishimoto seconded the motion to adopt the 2015
Master Calendar for Board and Committee Meetings, with the understanding that additional
meetings will be scheduled in November and December to be held as necessary.
VOTE: 7-0-0
The Board recessed at 12:32 p.m. and reconvened at 12:43 p.m. with all Directors present.
3. Proposed Study Issues Process (R-14-132)
District Clerk Jennifer Woodworth summarized the proposed Study Issue process described in
the draft Board policy.
The Board of Directors discussed the pros and cons of the proposed study issues process and
requested staff return with a revised policy at the Board retreat planned for January 2015.
Meeting 14-30 Page 4
Public hearing opened at 2:03 p.m.
No speakers present.
Public hearing closed at 2:03 p.m.
Motion: Director Siemens moved, and Director Hassett seconded the motion to direct staff
return to the Board at the January 2015 Board retreat with a revised policy to include address the
comments and concerns raised by the Board.
VOTE: 7-0-0
X. ADJOURNMENT
President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 2:11 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk
October 29, 2014
Board Meeting 14-31
SPECIAL MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Historic Adobe Building
157 Moffett Boulevard, Mountain View 94043
Wednesday, October 29, 2014
DRAFT MINUTES
SPECIAL MEETING – STUDY SESSION
CALL TO ORDER
President Harris called the Special Meeting of the Midpeninsula Regional Open Space District
Board of Directors to order at 5:00 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto,
Curt Riffle, and Pete Siemens
Members Absent: None
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, Assistant General Counsel
Hilary Stevenson, Planning Manager Jane Mark, Senior Planner Tina
Hugg, Natural Resources Manager Kirk Lenington, Real Property
Manager Mike Williams, Operations Manager Michael Newburn, Public
Affairs Manager Shelly Lewis, Administrative Services Manager Kate
Drayson, and District Clerk Jennifer Woodworth
III. ORAL COMMUNICATIONS
Oscar Braun, spoke regarding his organization California Watershed Posse and submitted a
document for the Board members to review.
IV. ADOPTION OF AGENDA
Motion: Director Siemens moved, and Director Kishimoto seconded the motion to adopt the
agenda.
Meeting 14-31 Page 2
VOTE: 7-0-0
III. BOARD BUSINESS
1. Initial 5-Year Measure AA Project List, Including Projects Identified for Fiscal
Year 2015-16 (R-14-130)
General Manager Steve Abbors provided comments regarding the Board actions previously
taken related to Measure AA and its implementation and future steps to be taken by the Board
and members of District staff to implement the voter-approved priority actions.
Senior Planner Tina Hugg summarized the goal of the evening’s meeting for the Board to
approve the list of projects to be implemented during the first five years of Measure AA
implementation. Ms. Hugg introduced facilitator Patrick Miller who described the agenda,
format, and protocols for the evening’s meeting.
Ms. Hugg described the methodology and process used by staff to create the list of potential
Measure AA projects and using the prioritization criteria approved by the Board of Directors
prioritized the list of projects. The prioritized lists were then refined based on current staff
capacity, which could be completed in the first five years of Measure AA implementation, and
additional projects that were included in a “parking lot” list.
Director Hassett provided comments regarding projects that did not meet any of the Board
adopted prioritization criteria, such as public access projects at La Honda Open Space Preserve.
Director Kishimoto provided comments regarding potential access projects at Rancho San
Antonio Open Space Preserve.
Director Hassett provided comments regarding staff capacity to complete land conservation
projects.
Mr. Abbors explained that all departments are involved in land acquisition projects due to the
planning process required in these projects.
Director Siemens provided comments regarding planning and implementation of projects at the
same time, such as opening Bear Creek Redwoods to public access.
Mr. Abbors provided comments regarding planning requirements for the District to evaluate the
various access projects prior to project implementation.
The Board discussed
Public hearing opened at 6:13 p.m.
Brandon Lewke, resident of Redwood City, spoke regarding use of water as a prioritization
criteria and the Mt Umunhum Radar Tower.
Mike Bushue, resident of Belmont and member of ETRAC, provided comments regarding the
District’s budget and completion of non-Measure AA projects.
Meeting 14-31 Page 3
Mike Buncic, resident of Los Gatos, spoke regarding providing trail access as a major concern of
the public. Mr. Buncic also spoke regarding the planning process for Bear Creek Redwoods and
spoke regarding the application of the Board-approved prioritization criteria.
Lyndall Erb, resident of Montera and president of Bay Area & Trails, spoke regarding La Honda
Open Space Preserve and asked the Board to reconsider including more public access projects at
La Honda.
Dave George, resident of Saratoga, spoke regarding increasing hiking and biking access.
Sam Drake, president of the Umunhum Conservancy, spoke regarding the funding and
scheduling of the planned interim Radar Tower repairs.
Hans Luemers, resident of Woodside, spoke regarding public access to District properties and
the increased need for District staffing to complete the Measure AA projects urging the Board to
be aggressive in completing the projects.
Ping Li, resident of Saratoga and Park and Recreation Commission member, spoke regarding the
popularity of District preserves located near cities. Ms. Ling also spoke regarding the Saratoga
Quarry Park property, jointly owned by the City of Saratoga and District, should be opened to
the public.
Alex Anderson, resident of Mountain View, spoke regarding increasing the number of public
access projects.
Marilyn Walter spoke regarding the Alpine Trail, its current narrow condition and potential
safety concerns when the area is opened to mountain bikers.
Bob Gonzales spoke regarding the mountain bike constituency and other District constituencies
and which constituencies will have access to the new areas and trails open to public access. Mr.
Gonzales also spoke regarding reevaluation of current District trails to open them to additional
constituencies, such as mountain bikers.
Steve Patt, resident of Cupertino, spoke regarding the trails currently included in the Measure
AA project list and “parking lot” list.
Mitchell Harnett, resident of Mountain View, urged the Board to consider additional projects,
which would be open to mountain bike access.
Frank Bakonyi, resident of Los Gatos, spoke regarding the use of private sector resources to
expedite the process of completing Measure AA projects.
Public hearing closed at 6:38 p.m.
Directors Riffle, Harris, and Hanko provided comments regarding the Measure AA project lists
recommended by staff stating that these lists are only a starting point utilizing current staff
capacity, which lists may be increased in subsequent years depending on potential added staff
capacity.
Meeting 14-31 Page 4
Director Siemens provided comments regarding the need for additional District staffing to
increase the ability to complete projects.
Director Kishimoto inquired regarding additional transit access to Rancho San Antonio and the
urgency of the Quarry Trail.
Ms. Hugg explained that the Quarry Trail included in the Measure AA project list is tied to an
construction easement with Lehigh Quarry, which is time constrained.
Director Riffle suggested, and the Board agreed by consensus to direct to staff to return with a
process to include additional projects in the “parking lot” list.
Motion: Director Hanko moved, and Director Kishimoto seconded a motion to approve the
proposed 5-year Measure AA project list, including projects identified for Fiscal Year 2015-16
for their inclusion in the District’s 5-Year Capital Improvement Plan, as presented in the staff
report.
VOTE: 7-0-0
X. ADJOURNMENT
President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 7:05 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk
Page 1 of 4
CLAIMS REPORT
MEETING 14-32
DATE 11-12-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
Wire Transfer OLD REPUBLIC TITLE COMPANY Escrow funding to complete purchase of Lysons property 11/13/2014 1,470,000.00
67892 10413 - DOWNTOWN FORD Purchase of three (3) 2015 Ford 350 Replacement Patrol Trucks 11/04/2014 133,204.53
67971 *10215 - CALPERS-FISCAL SERVICES DIVISION Health Insurance - Customer id 2857159579 11/03/2014 118,792.85
67954 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Pond DR05 Restoration Project - Construction Progress Payment (LHC/Drisc) 10/29/2014 100,341.85
Bald Mtn Parking Area Construction Progress Payment (SAU)10/29/2014
67871 10606 - ASCENT ENVIRONMENTAL INC Environmental Consulting Services - Integrated Pest Management 10/22/2014 66,429.81
Environmental Consulting Services Hendrys Creek (SAC)10/22/2014
67980 *10845 - CITY OF MOUNTAIN VIEW-FINANCE Dispatch Services for 7/1/14 - 9/30/14 11/04/2014 37,848.75
67905 11107 - SOUTHWEST FENCE AND SUPPLY COMPANY INC.Corral Installation at Mindego (RR)10/22/2014 23,260.00
67913 11225 - U.C. REGENTS Oral History Recording of District - Installment 1 10/22/2014 12,450.00
67917 *11230 - SANTA CLARA COUNTY-C/O UNITED ADMINISTRATIVE SERVI Dental Insurance: Group #1766-0006 10/24/2014 11,476.08
67961 *11152 - WELLINGTON PARK INVESTORS AO2 Rent - November 10/29/2014 8,339.00
67926 10684 - BUTANO GEOTECHNICAL ENGINEERING Geotechnical Engineering Services at Pond DR05 (LH)10/29/2014 7,192.50
Geotechnical survey report/Water system upgrade Silva property (RR)10/29/2014
Final Engineer Approval - Ancient Oaks Trail (RR)10/29/2014
67903 11415 - SILVERADO CONTRACTORS, INC Contract retainage release - Saratoga Gap demolition 10/22/2014 6,850.00
67984 10793 - FALL CREEK ENGINEERING Engineering Services for Pond DR05 (RR)11/04/2014 6,235.68
67974 *10419 - THE LINCOLN NATIONAL LIFE INSURANCE COMPANY MPOSD-BL-490450 AD&D 11/03/2014 5,529.81
MPOSD-BL-490450 LIFE 11/03/2014
MPOSD-BL-490450 LTD 11/03/2014
67938 10626 - KOFF & ASSOCIATES INC Compensation Study Misc. Expenses and Classification Study 10/29/2014 4,834.00
67901 *10180 - PG & E Electric - Rental Residence 10/22/2014 4,659.18
Electric (AO)10/22/2014
Electric (Apple Orchard House)10/22/2014
Gas (AO)10/22/2014
Electric - Rental Residence 10/22/2014
Electric (SAO)10/22/2014
67911 10112 - TIMOTHY C. BEST Geologic Consulting for Mindego Hill Trail (RR)10/22/2014 3,978.75
Mt Um Trail Engineering Geology Consulting (SAU)10/22/2014
Geologic Consulting for Ancient Oaks Trail (RR)10/22/2014
67950 11055 - SYSTEMS FOR PUBLIC SAFETY Background checks - ranger candidates 10/29/2014 3,511.50
67934 10642 - HMS INC Third party hazmat abatement monitoring- Saratoga Gap Demolition (SG)10/29/2014 3,490.00
67907 11300 - STRATEGY RESEARCH INSTITUTE Consulting Services for October 2014 10/22/2014 3,000.00
67979 11440 - B A ZUHDI CONSULTING ENGINEERS Roadside Parking Area for Bald Mtn Parking Area (SAU)11/04/2014 3,000.00
67986 10048 - JAKABY ENGINEERING Civil Engineering Services for Methuselah Bridge Project (ECDM)11/04/2014 2,992.10
67987 11169 - KENNETH T. HICKMAN RM Grant - Camera Trap Study of Wildlife 11/04/2014 2,950.00
67923 11396 - AGCO HAY LLC Installation of 3 water troughs with assembly,delivery & placement (LH)10/29/2014 2,880.00
67872 11441 - BEN FRANKLIN PLUMBING COMPANY NORTH BAY Clean clogged drainage from septic tank at 18171 Pheasant Rd (SAU)10/22/2014 2,741.00
67865 11434 - 2M ASSOCIATES Measure AA 5-Year Implementation - Meeting Facilitation 10/22/2014 2,562.40
67896 10073 - NORMAL DATA Training Database Development 10/22/2014 2,392.50
67925 11418 - BARRERA'S BUILDERS Roof Replacement (AO)10/29/2014 2,356.26
67909 10069 - THE WILFRED JARVIS INSTITUTE Leadership and organizational consulting 10/22/2014 2,350.00
67981 10022 - CONCERN Employee Assistance Program Oct thru Dec 2014 11/04/2014 2,350.00
67973 *10211 - PUBLIC POLICY ADVOCATES Legislative Advocacy Services 11/03/2014 2,334.89
Page 2 of 4
CLAIMS REPORT
MEETING 14-32
DATE 11-12-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
67878 10463 - DELL BUSINESS CREDIT Software License Purchases (Adobe Acrobat XI Pro)10/22/2014 2,286.94
67875 11318 - CONFLUENCE RESTORATION Mindego Gateway Planting & Landscape Maintenance 2014-2015 (RR)10/22/2014 2,164.33
67937 10794 - JOHN NORTHMORE ROBERTS & ASSOC Construction Administration for Bald Mtn Staging Area (SAU)10/29/2014 2,020.00
67892 11392 - LENNIHAN LAW Professional Services - Water Rights Consulting 10/22/2014 1,939.80
67965 *10032 - DEL REY BUILDING MAINTENANCE October Cleaning Services (AO)10/31/2014 1,895.00
67883 10187 - GARDENLAND POWER EQUIPMENT Bar Oil for Tools 10/22/2014 1,630.33
Equipment used in construction of Methuselah bridge (ECDM)10/22/2014
67899 10925 - PAPE` MACHINERY Equipment Maintenance & Repairs 10/22/2014 1,627.86
67953 *10583 - TELEPACIFIC COMMUNICATIONS District Telephone Service + SAO Internet 10/29/2014 1,621.86
67972 *10212 - PINNACLE TOWERS INC Crown communication lease site id 871823 11/03/2014 1,524.00
67975 *11003 - UNITED ADMINISTRATIVE SERVICES GLUG-45Y5 Basic 11/03/2014 1,523.22
GLUG-45Y5 Supplemental 11/03/2014
67922 10005 - ACTERRA Seed Collection & Processing Mt Um Summit Restoration (SAU)10/29/2014 1,500.00
67924 *10294 - AMERIGAS-SAN JOSE Propane (SFO)10/29/2014 1,424.05
67889 11091 - JODI MCGRAW CONSULTING Vision Plan Report preparation - Jul 1 - Sep 30 2014 10/22/2014 1,377.50
67949 *10952 - SONIC.NET, INC.AO Internet Service for 11/2014 10/29/2014 1,376.77
67880 11263 - DRAKE WELDING, INC Spray Truck Welding Service 10/22/2014 1,365.52
67879 10036 - DON WADE ELECTRIC CO Electrical Demolition (SAO)10/22/2014 1,300.00
67930 11171 - COMMUNICATION ADVANTAGE Consulting Services - Measure AA communication 10/29/2014 1,200.00
67942 10079 - PAGE & TURNBULL Almaden Air Force Station Historic Resources Consulting (SAU)10/29/2014 1,005.00
67976 *10213 - VISION SERVICE PLAN-CA Vision 00 106067 0010 11/03/2014 1,000.89
67912 10146 - TIRES ON THE GO Tire purcahse/repair/install - M46/M33 10/22/2014 998.50
67983 11439 - DRIWATER Planting Materials for Bald Mtn Staging Area (SAU)11/04/2014 997.68
67920 10004 - ACCOUNTEMPS Accounting Temp 10/29/2014 946.33
67868 11170 - ALEXANDER ATKINS DESIGN, INC.Design of Measure AA 5-Year Implementation Meeting Invitation Flyer 10/22/2014 856.00
Design of Bald Mtn Parking Area Grand Opening Coaster 10/22/2014
67933 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Sharpening & Parts 10/29/2014 854.02
Equipment used for construction of Methuselah Bridge (ECDM)10/29/2014
67947 11446 - SCANTECH UTILITY LOCATING SERVICE INC Water line leak location at 1195 Skyline blvd 10/29/2014 837.50
67874 10352 - CMK AUTOMOTIVE INC Vehicle Maintenance & Repairs - P99 10/22/2014 817.37
Vehicle Inspection - P43 10/22/2014
67891 11376 - LAND TRUST OF SANTA CRUZ COUNTY Highway 17 Wildlife connectivity study 10/22/2014 770.00
67977 10004 - ACCOUNTEMPS Accounting Temp 11/04/2014 758.16
67927 11431 - CALIFORNIA ENVIRONMENTAL SERVICES Mindego biological monitoring (RR)10/29/2014 750.00
67955 *10403 - UNITED SITE SERVICES INC Sanitation Services (FO + SA)10/29/2014 745.52
67989 10125 - MOFFETT SUPPLY COMPANY INC Janitorial Supplies (CP)11/04/2014 742.41
67994 *10580 - SHARP BUSINESS SYSTEMS Copier Usage (AO)11/04/2014 680.03
67884 10173 - GREEN WASTE-11089 Garage/Recycle Service (SFO)10/22/2014 677.59
67904 11036 - SOCIALMENTUM LLC Online community engagement tool - final payment 10/22/2014 665.00
67867 10004 - ACCOUNTEMPS Accounting Temp 10/22/2014 659.70
67959 11360 - YUNKER, CHRISTINA California Invasive Plant Species Conference expenses 10/29/2014 653.47
67873 10454 - CALIFORNIA WATER SERVICE CO-949 Water Service (AO + FFO)10/22/2014 617.15
67957 *11388 - WAGNER & BONSIGNORE Water Rights Research & Mapping - Henry's Creek/La Honda (LH)10/29/2014 602.50
67958 11407 - WOODS UNLIMITED INC Lumber for Walton Trailer 10/29/2014 520.34
Page 3 of 4
CLAIMS REPORT
MEETING 14-32
DATE 11-12-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
67963 *10018 - CECILY HARRIS October Director meetings 10/31/2014 500.00
67964 *10029 - CURT RIFFLE October Director meetings 10/31/2014 500.00
67967 *10057 - LARRY HASSETT October Director meetings 10/31/2014 500.00
67969 *10084 - PETE SIEMENS October Director meetings 10/31/2014 500.00
67970 *10118 - YORIKO KISHIMOTO October Director meetings 10/31/2014 500.00
67988 11380 - MIKE ANNUZZI Music for Picchetti Partner Event 11/6/14 11/04/2014 500.00
67863 10209 - PETTY CASH-MROSD AO Petty cash reimbursement 10/22/2014 479.57
67936 10051 - JIM DAVIS AUTOMOTIVE Repairs & Maintenance - P86 10/29/2014 464.81
67996 0 - AZEVEDO FEED Perennial Rye Grass Seed for October Farm Grassland Restoration 11/04/2014 461.44
67864 10209 - PETTY CASH-MROSD FFO Petty cash reimbursement 10/22/2014 458.58
67915 11037 - US HEALTHWORKS MEDICAL GROUP PC DOT Testing for Employee 10/22/2014 417.00
67931 10027 - CRESCO EQUIPMENT RENTALS Excavator Rental 8/19-8/20/14 - Ancient Oaks Trail (RR)10/29/2014 403.94
67946 10099 - SAN FRANCISCO BAY BIRD OBSERVATORY Native Plant Restoration Plan for Mt Um Summit (SAU)10/29/2014 400.00
67968 *10072 - NONETTE HANKO October Director meetings 10/31/2014 400.00
67919 10001 - AARON'S SEPTIC TANK SERVICE Septic Service (SA)10/29/2014 395.00
67885 10344 - GREG'S TRUCKING SERVICE INC Trucking Trail Building Materials for Ancient Oaks Trail (RR)10/22/2014 394.00
67948 10447 - SIMMS PLUMBING & WATER EQUIPMENT UV Repair at rental residence 10/29/2014 370.54
67914 10403 - UNITED SITE SERVICES INC Sanitation Services - Volunteer Recognition Event 10/22/2014 358.44
67910 10164 - THOMSON REUTERS WEST Law of Easements & Licenses Update #13 10/22/2014 343.65
67992 *10093 - RENE HARDOY Gardening Services (AO)11/04/2014 325.00
67960 11426 - RIDGE WIRELESS INC.Wireless Internet Installation Cost and monthly service (FFO)10/29/2014 300.00
67966 *10050 - JED CYR October Director meetings 10/31/2014 300.00
67932 10169 - FOSTER BROTHERS SECURITY SYSTEMS Padlocks & Keys (GP and FFO)10/29/2014 297.37
67890 10119 - KWIK KEY LOCK & SAFE CO INC Door Repairs (AO)10/22/2014 297.00
67993 10151 - SAFETY KLEEN SYSTEMS INC Solvent Tank Service (SFO)11/04/2014 294.84
67894 10288 - MISSION VALLEY FORD TRUCK SALES, INC Vehicle Maintenance & Repair - M26 10/22/2014 285.00
67882 10169 - FOSTER BROTHERS SECURITY SYSTEMS Locks & Keys (SA)10/22/2014 243.17
67895 11270 - MUNICIPAL MAINTENANCE EQUIPMENT, INC.Mower Parts for Equipment (GP)10/22/2014 235.96
67908 10338 - THE ED JONES CO INC Employee Replacement Badges 10/22/2014 229.50
67921 10240 - ACE FIRE EQUIPMENT & SERVICE INC Fire Extinguishers (SFO)10/29/2014 228.90
67956 *10309 - VERIZON WIRELESS Cell Phone Service (10/13 - 11/07/14)10/29/2014 206.34
67900 10253 - PETERSON TRACTOR CO Parts for tractor 10/22/2014 189.08
67939 10260 - LUND PEARSON MCLAUGHLIN Quarterly Fire Sprinkler Inspection (AO)10/29/2014 180.00
67886 11438 - HAMEY WOODS Consulting for Junk Car Removal (LR)10/22/2014 158.00
67906 10523 - STEVENS CREEK CHRYSLER JEEP DODGE Multi-Point Vehicle Inspection - P92 10/22/2014 150.00
67928 *10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service Rental Residences and Windy Hill (WH) 10/29/2014 133.47
67893 *10664 - MISSION TRAIL WASTE SYSTEMS Garbage Service (AO)10/22/2014 120.16
67978 10380 - ALLIED WASTE SERVICES #925 Garbage Services - Rental Residences 11/04/2014 119.73
67945 10176 - RE BORRMANN'S STEEL CO Sign Boards (SFO)10/29/2014 117.66
67991 11184 - PURCHASE POWER - PITNEY BOWES POSTAGE Postage meter supplies 11/04/2014 115.53
67887 10222 - HERTZ EQUIPMENT RENTAL INC Saw Equipment Rental for drain project at Slaught House (SAU)10/22/2014 112.01
67929 10385 - COASTAL SIERRA INC Internet Services (SFO)10/29/2014 109.00
67940 11366 - MADE BY TESS EMBROIDERY Jacket Embroidery & Imprint 10/29/2014 108.75
67916 10796 - WEMORPH INC Timecards 10/22/2014 104.92
Page 4 of 4
CLAIMS REPORT
MEETING 14-32
DATE 11-12-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
67935 10341 - HOOPER, STAN Reimbursement - Cell Phone (May - Sep 2014)10/29/2014 100.00
67962 *10057 - LARRY HASSETT February Director meetings (replacement check)10/30/2014 100.00
67952 10152 - TADCO SUPPLY Janitorial Supplies 10/29/2014 95.99
67888 10394 - INTERSTATE TRAFFIC CONTROL PRO Signs - "Road Work Ahead" (GP)10/22/2014 91.56
67995 10157 - STAPLES CREDIT PLAN Office Supplies (AO)11/04/2014 82.19
67876 10867 - CUZICK, ELAINA Mileage Reimbursement 10/22/2014 78.40
67898 *10481 - PACIFIC TELEMANAGEMENT SERVICE Telephone (MB)10/22/2014 78.00
67951 11444 - T. R. MILLER CO., INC Purchase for raffle items 10/29/2014 77.20
67870 10294 - AMERIGAS-SAN JOSE Tank Rental - Rental Residence 10/22/2014 70.85
67866 *10810 - A T & T Fax Line (FFO)10/22/2014 68.85
67990 *10261 - PROTECTION ONE AO Fire Inspection Monitoring 11/04/2014 66.85
67943 10265 - PRIORITY 1 Vehicle spotlight repair 10/29/2014 46.22
67897 10271 - ORLANDI TRAILER INC Flex Hose 10/22/2014 42.36
67877 11210 - DATA SAFE Document Shredding Services (AO)10/22/2014 40.00
67902 11042 - SANTA CLARA COUNTY-OFFICE OF THE SHERIFF Fingerprint Services for August 2014 10/22/2014 40.00
67944 10091 - R & B COMPANY Water system repairs/supplies at Mcdonald Ranch/Rental Residences (LH)10/29/2014 39.18
67918 *10811 - A T & T Telephone - Daniel Nature Center (SR)10/29/2014 32.04
67881 10186 - FEDERAL EXPRESS Shipping Charges (AO)10/22/2014 30.41
67985 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Sharpening 11/04/2014 30.00
67869 10617 - ALEXANDER, ZACHARY Mileage Reimbursement 10/22/2014 19.38
67941 10288 - MISSION VALLEY FORD TRUCK SALES, INC Vehicle key 10/29/2014 17.18
Grand Total 2,119,820.80
*Annual Claims
**Hawthorn Expense
#Urgent check
BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek
CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill
ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office
ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office
FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office
FO = Fremont Older PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost
RR/MIN = Russian Ridge - Mindego Hill GP = General Preserves
R-14-131
Meeting 14-32
November 12, 2014
AGENDA ITEM 3
AGENDA ITEM
Authorization to Reject All Bids Received October 30, 2014 for the McDonald Ranch Fence
Installation Project at La Honda Creek Open Space Preserve.
GENERAL MANAGER’S RECOMMENDATIONS
1. Authorize the General Manager to reject all bids received to complete the McDonald Ranch
Fence Installation Project at La Honda Creek Open Space Preserve.
2. Authorize the General Manager to solicit new bids to complete the McDonald Ranch Fence
Installation Project at La Honda Creek Open Space Preserve.
SUMMARY
The Request for Bids for the McDonald Ranch Fence Installation Project at La Honda Creek
Open Space Preserve was issued on October 15, 2014. After completing the Request for Bids
process, three (3) bids were received on October 30, 2014. Southwest Fence submitted a bid
package that was determined to be non-responsive and Hammer Fences is the apparent low
bidder. The apparent low bid is $106,280 higher than the amount budgeted for the Project. The
General Manager therefore recommends rejecting all bids and soliciting new bids to complete
the project.
DISCUSSION
Background
The McDonald Ranch Fence Installation Project is located in La Honda Creek Open Space
Preserve (Preserve), northwest of the Town of La Honda (See Attachment 1, Project Location).
The project objective is to provide the installation of approximately 8,900 linear feet of a new
five (5) strand barbed wire livestock fence, installation of five (5) livestock gates, and removal of
approximately 100 linear feet of five (5) strand barbed wire livestock fence. Installation of the
fence and gates will restrict livestock access to La Honda Creek and the associated riparian
corridor in pastures two (2) and three (3) of McDonald Ranch (See Attachment 2, Premise Map).
Bidding Process
The Request for Bids was issued on October 15, 2014 and was sent to five (5) contractors as well
as released to five (5) builders’ exchanges. Legal notices were posted in the Half Moon Bay
Review and San Mateo County Times, and an Invitation to Bid was posted on the District
website. A mandatory pre-bid meeting and site tour was held at the Project site on October 23,
2014 and was attended by four (4) contractors.
R-14-131 Page 2
Sealed bids were due on Thursday, October 30, 2014, and three (3) bids were received and
opened with the results as follows:
Bidder Location Total Bid
Price per
Linear Foot
(LF) Bid
Percent
Difference from
Base Bid Estimate
of $90,000
1. Crusader Fence Vallejo, CA $272,400 $30.61 + 203%
2. Hammer Fences Tracy, CA $196,280 $22.05 +118%
3. Southwest Fence Oakdale $88,475 $9.94 -1.7%
Upon review of the Bid Proposals, staff determined that the bid from Southwest Fence was non-
responsive because the bidder had not completed the list of subcontractors and the signature page
of the Bid Package. Therefore, Hammer Fences was announced as the apparent low bidder.
Bid Analysis
Staff estimated the total cost for the fence installation to be $90,000. Evaluation of the bids
revealed that the apparent low bid from Hammer Fences is over the estimated project budget by
$106,280. Therefore, it is recommended that all bids be rejected and staff solicits new bids to
complete the McDonald Ranch Fence Installation Project at La Honda Creek Open Space
Preserve. Historically, fence installation on District lands has ranged between $6.00 and $8.00
per linear foot depending on steepness of terrain, soil type, and economy of scale. The
McDonald Fence Installation is in extremely steep terrain with areas of rocky ground and dense
brush. The bid estimate for the project was $10.00 per linear foot.
FISCAL IMPACT
Rejection of bids results in no fiscal impact to the District’s capital budget. The Natural
Resources Department FY2014-15 Budget included $135,000 for infrastructure installation and
replacement at the McDonald Ranch area of La Honda Creek Open Space Preserve.
BOARD COMMITTEE REVIEW
Installation of grazing infrastructure at the McDonald Ranch was included in the Natural
Resources Department FY2014-15 Action Plan and Budget, which was reviewed and approved
by the Action Plan and Budget Committee and the full Board of Directors.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
The McDonald Ranch Fence Installation Project is consistent with the Mitigated Negative
Declaration and Mitigation Monitoring Plan for Implementation of the La Honda Creek Master
Plan, approved by the Board on August 22, 2012 (see Report R-12-83).
R-14-131 Page 3
NEXT STEPS
Upon approval by the Board of Directors, the General Manager will reject all bids and direct
staff to re-bid the Project.
Attachments
1. Location Map
2. Premise Map
Responsible Department Manager:
Kirk Lenington, Natural Resources Manager
Responsible Department Supervisor:
Clayton Koopman, Natural Resource Specialist I
Prepared by:
Amanda Mills, Open Space Technician
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Non MROSD Conservation or Agricultural Easement
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MROSD Preserves Private Property
Developed Land
While the District strives to use the best available digital data, this data does not represent a legal survey and is merely a graphic illustration of geographic features.
Watershed Land
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£¤35
Other Public Agency Management Agreement
La Honda Creek
El Cortede Madera
WindyHill
RussianRidge
SkylineRidge
MonteBello
TunitasCreek
TunitasCreek
Audubon Society
FoothillsPark(Palo Alto)
HiddenVilla
ArastraderoPreserve
LosTrancos
CoalCreek
La Honda
Wunderlich County Park
JasperRidge
McDonald Ranch
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Attachment 1
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McDonald Ranch Premise Map
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"""""Buildings & other facilities
Pond or reservoir
!!!Exterior gate
Interior gate
Roadside Parking
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Pastures
E Spring or well Unmaintained road: width
Minor paved road
Important road
Highway/major road
Minor unpaved road
Trail/ATV
La HondaCreek Open Space Preserve
Midpeninsula RegionalOpen Space District
October, 2014
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McDonald Ranch Area
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*Pasture 4 new fencing not part of the project
Attachment 2
R-14-138
Meeting 14-32
November 12, 2014
AGENDA ITEM 4
AGENDA ITEM
Deed Restriction as Required by Habitat Conservation Fund and Land and Water Conservation
Fund Grants for El Corte de Madera Creek Staging Area and Trails Project
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to execute a deed restriction on parcels that pertain to the El
Corte de Madera Creek Staging Area and Trails Project to fulfill Habitat Conservation Fund and
Land and Water Conservation Fund Grant Agreements
SUMMARY
In September and October of 2010, the Board of Directors of the Midpeninsula Regional Open
Space District (District) adopted resolutions approving two grant applications for funds from the
Habitat Conservation Fund (HCF) Program and Land and Water Conservation Fund (LWCF) for
implementation of the El Corte de Madera Creek (ECdM) Staging Area and Trails Project (R-10-
106 and R-10-112). In 2011, the District was awarded $106,000 through these grant programs to
fund the implementation of trails, trailhead signage, site infrastructure, and a restroom.
Subsequent to 2010 Board approval to negotiate the grant, the granting agencies imposed a new
requirement for deed restrictions as part of the grant. The recordation of a deed restriction,
ensuring that the property is used for a purpose consistent with the grant scope for the length of
the contract performance period, is now required before the District can receive reimbursement
funds.
DISCUSSION
The HCF Program provides matching state funds to local agencies for the acquisition of wildlife
corridors and urban trails, nature interpretation programs, and other programs that bring urban
residents into parks and wildlife areas. The grant program requires a non-state dollar-for-dollar
match. Eligible match sources include local, federal, or private funds, or donated materials and
services. The LWCF Program provides federal funds to acquire outdoor recreation areas and
develop trails, campgrounds, picnic areas, natural areas and cultural areas for recreational use.
The grant program requires a non-federal dollar-for-dollar match. Eligible match sources
include local, state, or private funds, or donated materials and services. In combination, the
District was awarded $106,000 through these grant programs to fund implementation of trails,
trailhead signage, infrastructure, and restroom as part of the El Corte de Madera Creek Staging
Area and Trails Project.
R-14-138 Page 2
Both the HCF and LWCF require grant recipients to record a deed restriction or other recordable
document to restrict future use of the property to parks and recreation purposes, thus ensuring
that the grant-funded improvements remain open to the public throughout the life of the grant
performance contract, which ends on June 30, 2031.
While the Resolutions adopted in 2010 delegate authority to the General Manager to conduct all
negotiations, execute and submit all documents, it does not specifically state the requirement of a
deed restriction to receive reimbursement. This new provision of these programs was
implemented by the granting agencies after the ECdM grant applications were submitted in 2010.
For previous HCF grants, the District has recorded the grant contract through the appropriate
county. For LWCF grants, this deed restriction will be in addition to the previous requirement to
record a map (called the 6(f)(3) boundary map) of the Preserve with the National Park Service
preserving the public’s outdoor recreational use of the site in perpetuity.
Given the location of the ECdM Staging Area and Trails project, the Preserve’s prominence as a
key regional recreational destination, its adjacency to a sensitive watershed, and its role in
serving as a critical Bay Area Ridge Trail link, the General Manager recommends executing a
deed restriction on the El Corte de Madera Creek project parcels to protect the unique
recreational opportunities and benefits that this site provides for the larger public. The deed
restriction would be recorded on parcel numbers 072-320-320 and 072-320-200.
FISCAL IMPACT
All expenses related to the El Corte de Madera Creek Staging Area and Trails Project were
originally covered by the District’s general fund. Reimbursement monies totaling $282,000 from
the Bay Area Ridge Trail Council - Coastal Conservancy grant were received and staff is now
seeking reimbursement for the remaining grant funds of $106,000 from the HCF and LWCF.
BOARD COMMITTEE REVIEW
The original grant applications were not previously reviewed by a Committee and instead were
brought directly to the full Board in September and October 2010. This item is being brought
directly to the full Board due to the time sensitive nature of the grant reimbursement process.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
For the HCF and LWCF grants, CEQA compliance was required at the time of application. Staff
completed a Mitigated Negative Declaration for the project, which the District’s Board of
Directors adopted on February 10, 2010. A Notice of Determination was filed with the San
Mateo County Clerk Recorder on February 16, 2010.
NEXT STEPS
Upon District Board authorization, the General Manager will execute a deed restriction to fulfill
HCF and LWCF grant requirements and request reimbursement for the full grant amount of
$106,000.
R-14-138 Page 3
Attachment
1. Map of Project Area
Responsible Department Head:
Jane Mark, AICP, Planning Department
Prepared by:
Gretchen Laustsen, Planner II, Planning Department
072-320-320
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California Ridi ng andHikingTrail
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G o r d o n MillTrail
Meth u s e l a h Trail
Ti mberview Trail
Taf o n i T r a i l
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Steam Do nk ey Trail
Blue Blos s o m T r ail
Cr o s s c u t T r a il
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Midpeninsula RegionalOpen Space District
El Corte de Madera Creek Trails and Staging Project Parcels
October, 2014
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(MROSD)Other Protected Open Spaceor Park Lands
MROSD Preserves
While the District strives to use the best available digital data, this data does not represent a legal survey and is merely a graphic illustration of geographic features.
Watershed Land
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Area ofDetail
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This map was used by _______ at the (date) meeting to communicate _____________.Project Parcels
Trail
Parking_Lot
Attachment 1
DATE: November 12, 2014
MEMO TO: MROSD Board of Directors
THROUGH: Stephen E. Abbors, General Manager
FROM: Gretchen Laustsen, Planner II
SUBJECT: Prospect Road Parking Lot Safety Structure, Fremont Older Open Space Preserve
_____________________________________________________________________________
SUMMARY
The Board approved, as part of the FY2014-15 Action Plan, moving forward with designing and
permitting public safety improvements for the Prospect Road Parking Lot. A qualified landscape
architect consultant is needed to assist staff with design and permitting of a canopy structure to
protect Preserve visitors and vehicles from errant golf balls entering the parking lot from the
adjacent Saratoga County Club golf course. Funds for these services are available within the
approved FY2014-15 budget. The purpose of this update is to apprise the Board of Directors of
the overall project and the recently released Request for Proposal for a qualified landscape
architect consultant’s services.
BACKGROUND
Problem Description
According to the District’s Visitor Estimate Survey Project (conducted from 2007- 2010)
Fremont Older OSP is the second most popular District Preserve. Due to limited land
availability, site terrain and configuration, and adjacent land uses, this Preserve lacks a formally
developed parking lot for Preserve visitors. Parking is available in a Regnart Road pullout at
Gate FO03 (approximately 4 spaces) and at an informal lot at the end of the public portion of
Prospect Road (approximately 24 spaces). The informal lot is located next to the fifth hole green
of the Saratoga Country Club and golf balls are known to land in the lot and have caused damage
to Preserve visitor’s vehicles and pose potential safety risks to visitors (see Exhibit A).
Exploration of Alternatives
In the mid-1990s, the District began studying options for increasing the Preserve’s parking
capacity to accommodate the high visitor use. In February 1996, a neighborhood workshop was
held to discuss enlarging or reconfiguring the informal lot. Neighbors expressed concerns about
the potential impacts from expanding the lot on their use of Prospect Road to access the adjacent
private residences. Saratoga Country Club was concerned that expanding the lot could lead to
increased conflict between parked vehicles and the adjoining green.
In response to these concerns, District staff undertook a study of alternative parking lot sites.
The objective of the study was to identify a site that would accommodate approximately 50
parking spaces. Phase 1 of the study reviewed all existing undeveloped sites around the border
and in the interior of the Preserve. Eleven sites were examined and nine sites were eliminated
due to terrain, expense or ownership. Only two sites were determined to warrant additional
consideration: a surplus Saratoga Country Club site east of the ranger residence, and the ranger
residence site.
Phase 2 further evaluated those two sites and also considered the expansion of the existing
informal lot. This study compared various factors of each site, including the cost, access, and
Preserve impacts of implementing the various alternatives. The potential expansion of the
existing lot scored the highest. The results of the study were presented to the Board in November
1998 (R-98-136) at which time the Board directed staff to pursue the expansion of the informal
lot.
Legal Issues
In September 2004, Saratoga Country Club sued the District over the operation of the informal
lot. The Club sought declaratory and injunctive relief, abatement of the nuisance, and monetary
damages. In March 2006, the District and the Club signed a Tolling Agreement to allow time for
the parties to attempt to settle the matter. The lawsuit was dismissed with prejudice in July of
2006. The parties continued, however, to cooperatively attempt to resolve the matter, and jointly
engaged Jakaby Engineering to evaluate the preliminary feasibility of constructing a new parking
lot on the surplus Saratoga Country Club site that is located across the intermittent Prospect
Creek from the existing informal lot, as evaluated in the 1998 study.
Access to the lot would have been from Prospect Road, approximately 500 feet beyond the
informal lot. The proposed 34 space lot would have included two ADA accessible spaces and a
restroom. Visitors would have accessed the Cora Older Trail trailhead via a multi-use trail and
80-foot long bridge. Given the site’s proximity to the fourth hole fairway, there was a potential
for golf balls to enter the proposed parking lot, where a protective barrier would be needed to
protect vehicles and visitors from the potential safety risks. A net approximately 40 feet high
and 200 feet long would be required to mitigate the site’s exposure to golf balls. The preliminary
cost estimate for the new parking lot and associated site improvements, developed in 2007, was
$925,000, including contingency funds for construction.
The Jakaby study concluded that construction of the parking lot was feasible from geologic,
geotechnical, and engineering standpoints. However, there was major uncertainty regarding
potential County or City requirements for site access. The County of Santa Clara’s standard
would require a 24-foot wide graded road bed to accommodate an 18-foot wide paved traffic
lane and 3-foot wide shoulders. Widening Prospect Road to this standard would be extremely
costly and potentially infeasible due to the steep side slopes. As an alternative, Jakaby proposed
the installation of six turnouts, which would require approval from the City of Saratoga, the
County of Santa Clara, or potentially both.
Solution
Given the cost and permit uncertainties associated with construction of the new lot, staff
researched measures to protect the existing informal lot from golf balls. The fifth hole green that
is adjacent to the lot is a very short green designed with a significant elevation drop between the
fifth hole teeing area and putting green. This requires players to hit the ball almost straight in the
air so that the ball will land and stick without bouncing away from the hole. The District engaged
Tanner Consulting Group (TCG) to provide golf ball trajectory analyses and preliminary design
recommendations for a net to mitigate the golf ball hazard at the informal lot as an alternative
solution to relocating the informal lot.
Based on golf ball trajectory studies of the adjacent fifth hole green, TCG provided netting
recommendations to protect the District’s informal lot from errant golf balls. Recommendations
included several vertical net alternatives, with 2008 estimates ranging from $60,000 to $120,000
and a horizontal canopy alternative, with estimates ranging from $60,000 to $100,000. The
studies conclude that while it is feasible for a vertical net to contain golf balls driven from the
fifth hole tee, a horizontal barrier or canopy would provide the greatest protection of the informal
lot.
The following table describes the pros and cons of each structure.
Horizontal Structure (preferred) Vertical Structure
Pros Greater protection for Preserve
visitors
Ease of maintenance due to lower
structure height
No height restriction for vehicles
entering parking lot
Cons Height restriction for vehicles with
bicycles on roof racks
Tree removal required
On-going tree maintenance
Potential for some golf balls to enter
parking lot
Difficult maintenance due to height
Tree removal required
On-going tree maintenance
Discussions with the Club continued with the shared goal to minimize the probability that errant
golf balls land in the informal lot. In 2011, the Club modified the layout of the fifth hole by
moving the hole approximately 20 feet away from the informal lot, reducing, but not eliminating
golf balls from entering the lot. To acknowledge the Club’s effort to reduce safety risks, the
District stated its intent to implement a safety measure, like the canopy structure, to protect the
existing parking. The Club originally requested that the canopy structure be set five feet from the
existing chain-link fence that separates the lot and the green. To confirm the property boundary
line, the District hired Ifland Survey to conduct a survey of the informal lot. The survey found
that the existing chain-link fence between the lot and the green is not on the property line, but is
entirely on District property (see Exhibit B). District and Club staff have met to discuss this new
information and it is expected that the Club will agree to the District building a canopy structure
as close to the existing fence as feasible (without relocating the fence) to maximize the
protection of the visitors and parked cars at the District lot. The District continues to pursue the
canopy solution and will be releasing a Request for Proposals to complete design plans and
obtain permits for the new canopy.
Next Steps
A Request for Proposal was released to solicit a qualified landscape architect consultant to assist
with the design, permitting and construction oversight of the canopy safety structure. This
contract is expected to be over $25,000 and will be brought to the Board for approval.
Permitting and construction is estimated to occur in FY2015-16. If the design concept of the
canopy safety structure changes significantly from what has been proposed, the revised design
will be presented to the Planning and Natural Resources Committee before a construction
contract is brought to the full Board.
Midpen in s ula Reg i ona lOpen Sp ac e Di st r ic t
E x h i b i t A : P r o s p ec t Ro a d S t a gi n g Ar e a , F r em o n t O l d e r O p e n S p a c e P r e s e rv e
October, 2014
Path: G:\Projects\Fremont_Older\Parking_Lot\Safety_Structure_Site_Map.mxd
Created By: mchilds
0 10050Feet
(MROSD)MR O S D Prese rve
While th e District strives t o use the b est available d igital data, t his d at a d oe s not repr esen t a le gal survey and is mer ely a graphic illustr at ion of geographic fe at ures.
F r e m o n t O l d e r O p e n S p a c ePreserve Area ofDetailFremont Older Open Space Preserve
This map was used by G.Laustenfor the October 21, 2014 PNR Committee Meeting.
Pr o sp ect Roa d S t ag i ng A re a
Saratoga Country Club Golf Course
C o r a O l d e r Tr a i l
ProspectRd
Men's Tee
Women's Tee
xhibit B: Prospect Road Topographic Survey
http://www.fabritecstructures.com/portfolio-ut-dallas-brain-health.html#ad-image-1
http://www.judgenetting.com/projects?page=3
Example Structures Exhibit C