HomeMy Public PortalAbout20161214 - Agenda Packet - Board of Directors (BOD) - 16-31
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, December 14, 2016
Special Meeting starts at 6:30 PM*
Regular Meeting starts at 7:00 PM*
A G E N D A
6:30 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION
ROLL CALL
1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to 54956.9(b): (one potential case)
ADJOURNMENT
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ORAL COMMUNICATIONS
The Board President will invite public comment on items not the agenda. Each speaker will ordinarily
be limited to three minutes; however, the Brown Act (Open Meeting Law) does not allow action by the
Board of Directors on items not on the agenda. If you wish to address the Board, please complete a
speaker card and give it to the District Clerk. Individuals are limited to one appearance during this
section.
SPECIAL ORDERS OF THE DAY
• Introduction of staff
o Whitney Berry, Planner II
O Susan Weidemann, Property Management Specialist II
ADOPTION OF AGENDA
CONSENT CALENDAR
All items on the Consent Calendar may be approved without discussion by one motion. Board members,
the General Manager, and members of the public may request that an item be removed from the Consent
Calendar during consideration of the Consent Calendar.
Meeting 16-31
1. Approve November 16, 2016 Minutes
2. Approve Claims Report
3. Annual Dedication Report of Certain District Lands (R-16-151)
Staff Contact: Michael Williams, Real Property Manager
General Manager’s Recommendation: Accept the annual report on the status of dedicated interests
in District lands held for public open space purposes.
4. Award of Contract with Gv Tech Solutions, a subsidiary of Eagle Network Solutions, for the
Server Systems Infrastructure Upgrade project; authorization for purchase of computer
server hardware and funding to purchase required software licenses. (R-16-155)
Staff Contact: Benny Hsieh, IT Program Administrator
General Manager’s Recommendation:
1. Authorize a purchase of $62,683 for an integrated 3-node computer server hardware system.
2. Authorize the General Manager to enter into a professional services contract with Gv Tech
Solutions to plan and implement an upgrade of the District’s IT infrastructure for a not-to-
exceed base contract amount of $69,000; and a 10% contingency of $6,900 to cover unforeseen
requirements and support for a not-to-exceed total contract amount of $75,900.
3. Authorize the funding of $80,000 for a one-time purchase to cover required server-side
software licenses.
5. Update of the District’s Classification and Compensation Plan to reflect the revised Board
Appointee Group salaries approved by the Board on October 26, 2016 (R-16-156)
Staff Contact: Candice Basnight, Human Resources Supervisor
Board Appointee Evaluation Committee’s Recommendation: Adopt a resolution approving the
revised Classification and Compensation Plan, resulting from the Board’s approval of the
evaluations of the performance of the District’s Board Appointees for Fiscal Year 2015-16, and the
Board Appointee Evaluation Committee recommendation of the salary adjustments for the Board
Appointee Group.
BOARD BUSINESS
The President will invite public comment on agenda items at the time each item is considered by the
Board of Directors. Each speaker will ordinarily be limited to three minutes. Alternately, you may
comment to the Board by a written communication, which the Board appreciates.
6. Board Policy for Distribution of Tickets and Passes (R-16-157)
Staff Contact: Hilary Stevenson, Assistant General Counsel
General Manager’s Recommendation: Approve a new Board Policy, “District Distribution of
Tickets and Passes.”
7. Contract Amendment with MKThink for Additional Futurist/Architectural Strategist
Services for the Administrative Office Project at 330 Distel Circle, Los Altos(R-16-154)
Staff Contact: Tina Hugg, Senior Planner, Planning Department
General Manager’s Recommendation: Authorize the General Manager to execute a contract
amendment with MKThink for additional services related to the Administrative Office Project in
the amount of $19,000, for a total not-to-exceed new contract amount of $69,000.
INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or
announcements concerning activities of District Directors and staff; opportunity to refer public or Board
questions to staff for factual information; request staff to report back to the Board on a matter at a future
meeting; or direct staff to place a matter on a future agenda. Items in this category are for discussion and
direction to staff only. No final policy action will be taken by the Board.
A. Committee Reports
B. Staff Reports
C. Director Reports
ADJOURNMENT
*Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order.
In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting,
please contact the District Clerk at (650) 691-1200. Notification 48 hours prior to the meeting will enable the
District to make reasonable arrangements to ensure accessibility to this meeting.
Written materials relating to an item on this Agenda that are considered to be a public record and are distributed
to Board members less than 72 hours prior to the meeting, will be available for public inspection at the District’s
Administrative Office located at 330 Distel Circle, Los Altos, California 94022.
CERTIFICATION OF POSTING OF AGENDA
I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that
the foregoing agenda for the special and regular meetings of the MROSD Board of Directors was posted and
available for review on December 9, 2016, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos
California, 94022. The agenda and any additional written materials are also available on the District’s web site at
http://www.openspace.org.
Jennifer Woodworth, MMC
District Clerk
November 16, 2016
Board Meeting 16-29
SPECIAL MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Costaño Elementary School
2695 Fordham St.
East Palo Alto, CA 94303
November 16, 2016
DRAFT MINUTES
SPECIAL MEETING
President Kishimoto called the special meeting of the Midpeninsula Regional Open Space
District to order at 7:04 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Larry Hassett, Yoriko Kishimoto and Curt Riffle
Members Absent: Cecily Harris and Pete Siemens
Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz,
Assistant General Manager Kevin Woodhouse, Chief Financial Officer/
Administrative Services Director Stefan Jaskulak, Assistant General
Counsel Hilary Stevenson, District Clerk/Assistant to the General
Manager Jennifer Woodworth, Planning Manager Jane Mark, Planner III
Gretchen Laustsen, Real Property Manager Mike Williams, Land and
Facilities Manager Brian Malone, Public Affairs Manager Shelly Lewis
ORAL COMMUNICATIONS
No speakers.
ADOPTION OF AGENDA
Motion: Director Riffle moved, and Director Hassett seconded the motion to adopt the agenda.
VOTE: 5-0-0 (Directors Harris and Siemens absent)
CONSENT CALENDAR
Public comment opened at 7:05 p.m.
Meeting 16-29 Page 2
No speakers.
Public comment closed at 7:05 p.m.
Motion: Director Cyr moved, and Director Hassett seconded the motion to approve the Consent
Calendar.
VOTE: 5-0-0 (Directors Harris and Siemens absent)
1. Approve November 1, 2016 and November 9, 2016 Minutes
2. Approve Claims Report
BOARD BUSINESS
3. Acceptance of a Public Trail Easement between the City and County of San
Francisco and Midpeninsula Regional Open Space District at Ravenswood Open Space
Preserve in Exchange for a Quitclaim of Open Space Easement over City and County of
San Francisco lands located between University Avenue and the Preserve in the Cities of
East Palo Alto and Menlo Park (San Mateo County Assessor Parcel Numbers 063-590-060,
096-230-150, 093-590-030, 093-590-050, and 093-590-060); an Amendment to the
Comprehensive Use and Management Plan to include the Public Trail Easement; a
Memorandum of Understanding with the City of East Palo Alto on the management and
operation of the trail; and Certification of the Initial Study, Mitigated Negative Declaration
and Mitigation Monitoring and Reporting Program in accordance with the California
Environmental Quality Act. (R-16-146)
Real Property Manager Michael Williams described the Ravenswood Bay Trail project purpose
to complete a gap in the San Francisco Bay Trail and open 80 miles of continuous Bay Trail, and
improve access for East Palo Alto residents to the Bay Trail, Ravenswood Preserve, and Cooley
Landing. Mr. Williams described the location of the Bay Trail gap area and the history of the
project, including public and agency coordination meetings.
Director Harris arrive at 7:14 p.m.
Mr. Williams described the conceptual trail alignment to provide a buffer to the neighbors in the
University Village neighborhood and as part of the Ravenswood Four Corners Specific Plan will
include a proposed multi-modal road in the future. The trail easement terms and management
include District patrol, enforcement, trail construction and repair; user access for hiking, biking,
and/or jogging and will be accessible to persons with mobility impairments; and trail hours will
be from 5:00 am to 10:00 p.m.
Planner III Gretchen Laustsen provided an overview of the trail planning process, proposed trail
alignment, and environmental review of the proposed trail. Ms. Laustsen described constraints of
the trail design and feasibility of the construction. The District completed an environmental
review to evaluate potential physical environmental effects of project implementation and to
inform the public and decision makers of potential environmental impacts. The findings of the
environmental review showed that when mitigation measures are implemented, there will be no
significant environmental impacts associated with implementation. Ms. Laustsen described the
Meeting 16-29 Page 3
proposed amendment to the Comprehensive Use and Management Plan for the Ravenswood
Open Space Preserve.
Mr. Williams described the next steps and funding sources for the project.
Director Hanko spoke in favor of the project.
Director Riffle requested additional information related to the cost of the project.
Ms. Laustsen explained a significant portion of the costs are associated with building a bridge
and board walk over the wetland area.
Director Riffle requested additional information related to District patrol of the trail.
Mr. Williams explained the District will conduct daily patrol of the trail and will contact the East
Palo Alto police if needed for an emergency. Additional details will be determined as part of the
negotiation process for the Memorandum of Understanding. Additionally, solar-powered gates
have been proposed for either end of the trail segment.
President Kishimoto requested additional information if the Bay Trail will be connected to
University Avenue near the University Village neighborhood.
Mr. Williams stated that in the future, the proposed multi-modal road may connect the
neighborhood to the Bay Trail, but it is not a part of this project. Also the SFPUC owns the
pathway through the neighborhood, and the District has offered to help with negotiations if
requested by East Palo Alto.
Public comment opened at 7:49 p.m.
A member of the public requested additional information regarding the proposed multi-modal
road.
Mr. Williams explained the proposed road was approved as part of the Ravenswood Four
Corners Specific Plan, and the proposed trail extension was designed to be compatible with the
proposed road.
Alfredo DeLoa spoke regarding ongoing construction near the wetland area and the debris being
found there.
Mr. Williams explained that construction is not a part of the project and is not located in the
project area.
Thomas Maa expressed his concern about having direct access to the trail from the neighborhood
and that it may lead to more cars being parked along the neighborhood streets.
Mr. Williams explained there are no trail access points from the University Village neighborhood
included in this project.
Public comment closed at 7:54 p.m.
Meeting 16-29 Page 4
Directors Hassett, Cyr, and Kishimoto spoke in favor of the proposed trail, and thanked District
staff and community members for their work on the project.
Motion: Director Hanko moved, and Director Kishimoto seconded the motion to:
1. Adopt a Resolution approving the Initial Study, Mitigated Negative Declaration, and
Mitigation Monitoring and Reporting Program in accordance with the California
Environmental Quality Act.
2. Adopt a Resolution authorizing the General Manager to accept the Public Trail Easement from
the City and County of San Francisco, to quitclaim the Open Space Easement to the City and
County of San Francisco, and to execute all other documents needed for this transaction.
3. Approve an Amendment to the Comprehensive Use and Management Plan as recommended,
and designate the property interests conveyed to the Midpeninsula Regional Open Space
District as an addition to Ravenswood Open Space Preserve.
4. Authorize the General Manager to enter into a Memorandum of Understanding with the City
of East Palo Alto on the management and operation of the trail.
5. Indicate the intention to withhold dedication of the Public Trail Easement at this time.
VOTE: 6-0-0 (Director Siemens absent)
INFORMATIONAL MEMORANDUM
• Neighborhood Public Meeting Survey – Summary of Results
INFORMATIONAL REPORTS
A. Committee Reports
Director Cyr reported the Legislative, Funding, and Public Affairs Committee meeting yesterday
to review and discuss proposed changes to the District’s housing policy.
B. Staff Reports
No staff reports.
C. Director Reports
The Board members submitted their compensatory reports.
ADJOURNMENT
President Kishimoto adjourned the special meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 8:01 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk
page 1 of 7
CLAIMS REPORT
MEETING 16-30
DATE 12-14-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73899 11716 - O.C. JONES & SONS, INC.Mt Um Road Rehabilitation Contractor 12/07/2016 594,002.70
73884 11236 - GRADETECH Sears Ranch Road Drainage Upgrade Construction, SFO Driveway Paving 12/07/2016 435,736.14
73873 11709 - D-LINE CONSTRUCTORS, INC.Mt Um Summit Public Access Improvements Construction 12/07/2016 358,815.00
73774 *10215 - CalPERS-FISCAL SERVICES DIVISION - HB Monthly Employee Health Insurance 11/23/2016 157,990.24
73875 10413 - DOWNTOWN FORD Two 2017 Ford Expedition Patrol Vehicles (P113 & P114)12/07/2016 85,908.05
73722 11369 - BANK OF THE WEST COMMERCIAL CARD USA $55.60 Meeting w/GM and Frank Benest 11/16/2016 70,979.94
$15,684.20 Mt Um County Permits (15,541), fuel for rental truck
$30.00 Rangeland Coalition Workshop Registration
$38.05 Supplies for Visitor Count Project
$4,333.59 Concrete Mixer ($1,746), Ice Maker ($1,901), Trng. Exp
$7,687.50 Fabricate 6 District Specific Steel Gates
$28.80 Conference Travel Expense
$68.38 NWS Conf. Exp to be reimbursed by employee
$208.89 Tools and materials
$859.13 SFO Desktop Scanner, Office Supplies, paint
$401.46 - website services, advertising
$4,860.00 Rodent Proof 3 Residences
$65.00 Nat'l Association for Interpretation - conference session
$4,274.98 SCC Permit ($2,225), CEQA Seminar ($1,590), Ofc Suppl.
$24.35 Volunteer Supplies
$1,360.89 Office Supply, Storage, CPRS Conference, badges
$917.81 SFO Equipment Maintenance Manuals
$754.52 Supplies, Equipment,Permit and APA Conf. Lodging
$51.93 Field Supplies
$7.00 Online Software Subscription
$619.99 District Provided Rain Gear (3 sets)
$3,282.64 AO Internet ($1,457), Network Switch ($1,100), IT misc
$811.68 CSDA Conference Travel, Sustainable San Mateo Mtg.
$617.34 Concrete (Mt Um bridges), Dropbox subscription
$250.00 IRWA Membership Dues
$1,651.85 AFP Conference travel, AFP Membership
$3,408.90 Uniform Items, Radio Supplies, Tools, Training ($1790)
$39.06 FFO Kitchen Supplies
$11,679.75 PC/Harkins Bridge Steel plates
$11.50 Women & Girls Conference
$11.00 Parking
$50.00 Env. Impact Report County Filing Fee - RW Bay Trail
$1075.00 CPRS Conference , CA Trails Sponsorship, local meetings
$322.81 Uniform & bike items
$142.55 Field Supplies
$117.33 Fire Prevention Fee, $2.70 Fire Prevention Fee, $5.33 K
$778.11 AO Office & Kitchen Supplies
$125.20 Volunteer Supplies
page 2 of 7
CLAIMS REPORT
MEETING 16-30
DATE 12-14-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
$133.80 Field Supplies
$969.00 Recruitment advertising
$495.17 50-gallon Water Tank, Field Supplies
$360.00 Metal for signboards
$128.31 Issued rain gear
$534.15 Training snacks, CPR and Ergo Supplies, SurveyMonkey
$405.07 Camera, Camera Holder, Memory Card, and Spraying System
$-280.69 Board meeting Food ($224), Conference Refund (-505)
$548.98 Software, Internet setup at Summit Trailer
$25.00 CA Council of Land Trusts-Fall Conserv.Law Forum video
$204.74 Board Meeting Food
$519.53 Recruiting Expenses and office items
$139.60 VRE Event Rentals expense
$2.00 ICMA Conference Travel, Bike Share
73815 10094 - RESTORATION DESIGN GROUP, INC.Mount Umunhum Summit Area Design Consultant 11/23/2016 54,131.61
73773 *10161 - CalPERS FISCAL SERVICES DIVISION - DB Pension Plan 1047 Unfunded Accrued Liability - November 2016 11/23/2016 45,626.91
73885 11352 - HAMMER FENCES 5575 Alpine Rd. La Honda - Pasture Perimeter Fence 12/07/2016 41,648.17
73862 10723 - CALLANDER ASSOCIATES Ravenswood Bay Trail Connection Design 12/07/2016 39,071.58
73872 11238 - CXT INCORPORATED Mt Um Summit Parking Vault Toilet 12/07/2016 34,286.35
73940 11382 - WINNER CHEVROLET One 2016 Chevrolet Colorado 4x4 Truck 12/07/2016 31,920.31
73779 10546 - ECOLOGICAL CONCERNS INC Vegetation Management for Fire Protection - BCR 11/23/2016 30,892.33
73717 11352 - HAMMER FENCES 5575 Alpine Rd. La Honda - Pasture Perimeter Fence 11/10/2016 21,936.83
73866 *11391 - CHAVAN & ASSOCIATES, LLP FY 2015-2016 Financial Audit Services 12/07/2016 19,500.00
73808 11500 - POPULOUS, INC.Bear Creek Redwoods Preserve Plan Consultant 11/23/2016 18,443.37
73787 11501 - HARRIS DESIGN BCR Public Access Design, Engineering & Construction Oversight 11/23/2016 17,369.84
73820 *11230 - SANTA CLARA COUNTY-C/O UNITED ADMINISTRATIVE SERVI Monthly Employee Dental Insurance 11/23/2016 15,927.60
73818 11432 - SAN MATEO COUNTY RESOURCE CONSERVATION DISTRICT Construction of fish habitat structures at Apple Orchard LHC 11/23/2016 15,002.00
73890 10499 - IMHOF TRACTOR SERVICE INC Water Trough Relocation - SR 12/07/2016 14,835.00
73897 11617 - MIG, INC.Red Barn Area Planning, Design, Engineering, CEQA and Permitting 12/07/2016 10,339.47
73760 *10216 - VALLEY OIL COMPANY Fuel for District vehicles 11/16/2016 10,245.07
73917 11432 - SAN MATEO COUNTY RESOURCE CONSERVATION DISTRICT Slender False Brome Control - District Wide 12/07/2016 9,277.20
73893 11218 - KRAMER WORKPLACE INVESTIGATIONS HR Legal Consulting 12/07/2016 9,157.50
73797 11617 - MIG, INC.Red Barn Area Planning, Design, Engineering, CEQA and Permitting 11/23/2016 8,607.50
73828 11618 - TRAIL PEOPLE Highway 17 Crossing feasibility study 11/23/2016 8,574.50
73800 11679 - MKTHINK Futurist Consultant - AO Office 11/23/2016 8,366.00
73904 10665 - PAVEMENT ENGINEERING INC Mount Umunhum Road Design 12/07/2016 8,036.25
73805 *10180 - PG & E Electricity/Gas 11/16 - 27 Locations 11/23/2016 7,013.68
73827 *10419 - THE LINCOLN NATIONAL LIFE INSURANCE COMPANY Employee Monthly Life, LTD, AD&D Insurance 11/23/2016 6,632.87
73735 10222 - HERC RENTALS INC Excavator Rental 10/15-10/26/16, Dozer Rental 9/29-10/29/16 11/16/2016 6,155.81
73874 11699 - DAKOTA PRESS Printing of maps: PCR, ECDM, FO, Ravenswood, Vol 12/07/2016 6,060.40
73768 11349 - BAY NATURE INSTITUTE Advertising for 2017 - 4 ads (1 per quarterly issue)11/23/2016 5,400.00
73927 11529 - TRAFX RESEARCH LTD Additional 10 Visitation Counters 12/07/2016 5,340.00
73843 10461 - NORTHGATE ENVIRONMENTAL MGMT Purisima Creek Restoration Soil Analysis 11/30/2016 5,011.62
page 3 of 7
CLAIMS REPORT
MEETING 16-30
DATE 12-14-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73724 10827 - BAY AREA OPEN SPACE COUNCIL Bay Area Open Space Council 2017 membership dues 11/16/2016 5,000.00
73752 10099 - SAN FRANCISCO BAY BIRD OBSERVATORY RM Grants - Montane Grassland bird communities 11/16/2016 5,000.00
73753 11303 - SANTA CLARA COUNTY FIRESAFE COUNCIL Chipping Projects, Foothills Areas 11/16/2016 5,000.00
73852 10112 - TIMOTHY C. BEST Sears Ranch Road Drainage Geotechnical Consulting - LHC 11/30/2016 4,992.50
73880 11737 - Friends of Stevens Creek Trail Stevens Creek Steelhead Fish Passage Improvement 12/07/2016 4,785.00
73736 10123 - HOME DEPOT CREDIT SERVICES Hardware, Lumber, Paint, concrete, Tools 11/16/2016 4,404.75
73798 10031 - MILLS DESIGN Graphic Design (13 projects)11/23/2016 4,357.00
73733 11699 - DAKOTA PRESS Postage for Winter Views 16-17 11/16/2016 4,311.28
73770 11186 - CALIFORNIA DEPT FISH AND WILDLIFE-NAPA OFFICE Streambed Alteration Fee - Hendrys Creek Restoration 11/23/2016 4,198.00
73801 10073 - NORMAL DATA Permits Database Work, Database Work - Contacts DB 11/23/2016 4,146.25
73923 10585 - SOL'S MOBILE AUTO & TRUCK REPAIR, INC.5000 Mile Services and repairs - 10 vehicles 12/07/2016 4,084.70
73903 10925 - PAPE` MACHINERY CM Dozer Rental, TRACTOR PARTS 12/07/2016 4,036.00
73822 11477 - SCA ENVIRONMENTAL INC.Driscoll Demolition Hazmat Abatement Monitoring - LHC 11/23/2016 3,250.00
73916 11006 - SAN MATEO COUNTY MOSQUITO & VECTOR CONTROL DIST Vector Control - 7/2016 to 6/2017 12/07/2016 3,236.49
73938 *11118 - WEX BANK Fuel for District vehicles 12/07/2016 3,155.57
73758 10307 - THE SIGN SHOP Signs for Skyline Area Preserves, Mt Um Summit and Road 11/16/2016 3,052.56
73751 11659 - ROSENDIN ELECTRIC, INC.EV Charger Install, Remove extra Charging Stations - AO 11/16/2016 3,041.00
73721 11048 - ARC Printing Services 11/16/2016 3,024.26
73861 10616 - BKF ENGINEERS Survey, platmaps & legal descriptions - Ravenswood Bay Trail 12/07/2016 2,925.00
73723 10706 - BAY AREA NEWS GROUP (MERCURY NEWS)Public Notice Advertising - Bear Creek Preserve Plan 11/16/2016 2,715.57
73910 10194 - REED & GRAHAM INC PC Ochoa Clean Up 12/07/2016 2,713.01
73857 *10294 - AMERIGAS-SAN JOSE Propane Delivery (RSA-Annex), (FFO)12/07/2016 2,616.52
73777 11520 - COMMUNITY INITIATIVES Latino Outdoors Project Partnership 11/23/2016 2,500.00
73845 11129 - PETERSON TRUCKS INC.Vehicle Inspections, 12 vehicles and trailers 11/30/2016 2,473.62
73811 *10211 - PUBLIC POLICY ADVOCATES Legislative Advocacy Services - December 2016 11/23/2016 2,333.34
73877 11701 - ERIC GOULDSBERRY ART DIRECTION Design of MAA logo and style guide 12/07/2016 2,317.50
73791 11465 - JANA SOKALE ENVIRONMENTAL PLANNING Planning Consultant for Hendrys Creek Restoration 11/23/2016 2,295.00
73922 11703 - SHIFT KEY SOLUTIONS Initial Payment for Microsoft Training - Jan 2017 12/07/2016 2,250.00
73757 10489 - STETSON ENGINEERS INC San Gregorio water master fees 11/16/2016 2,244.68
73839 10032 - DEL REY BUILDING MAINTENANCE November Janitorial Services, Janitorial Supplies - AO 11/30/2016 2,185.56
73826 10583 - TELEPACIFIC COMMUNICATIONS District Telephone & SAO Internet 11/23/2016 2,151.74
73775 *10844 - CITY OF MOUNTAIN VIEW Dispatch Service APR-JUN 2016 (adjustment for incorrect billing)11/23/2016 1,892.50
73928 *10786 - U.S. BANK EQUIPMENT FINANCE Sharp Copier Equipment Lease for all offices 12/07/2016 1,877.04
73856 *10128 - AMERICAN TOWER CORPORATION Repeater Site Lease 12/07/2016 1,804.00
73824 *11730 - STANDARD INSURANCE COMPANY RV Employee Basic Life Insurance 00-752598-0008 11/23/2016 1,761.75
73846 11282 - PROELIA DEFENSE AND ARREST TACTICS, LLC Defensive Tactics Trainings for Rangers (2 sessions)11/30/2016 1,749.96
73782 11736 - FOSSIL INDUSTRIES, INC.Interpretive Signage for SRR Parking 11/23/2016 1,744.00
73888 10043 - HOWARD ROME MARTIN & RIDLEY LLP Mahronich vs Presentation Center - BCR 12/07/2016 1,734.81
73807 *10212 - PINNACLE TOWERS LLC Tower rental - Crown site id 871823 11/23/2016 1,680.21
73759 10146 - TIRES ON THE GO Tire Replacement - T25, T27 11/16/2016 1,615.67
73769 10012 - BIOSEARCH ASSOCIATES Bullfrog Eradication at Mindego Lake 11/23/2016 1,605.86
73725 11186 - CALIFORNIA DEPT FISH AND WILDLIFE-NAPA OFFICE Streambed Alteration - El Corte de Madera bridge 11/16/2016 1,582.50
73803 10641 - OVERLOOK ROAD MAINTENANCE ASSOC Annual Road Maintenance Fees (ES)11/23/2016 1,501.00
page 4 of 7
CLAIMS REPORT
MEETING 16-30
DATE 12-14-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73737 11327 - JOINT VENTURE SILICON VALLEY Sponsorship of 2017 State of the Valley conference 11/16/2016 1,500.00
73796 11572 - MESITI-MILLER ENGINEERING INC.Payment for Structural Evaluation - BCR 11/23/2016 1,500.00
73892 11590 - KBCW-TV Video Promo/Outreach: TV Spots 12/07/2016 1,500.00
73936 10320 - WEST COAST RUBBER RECYCLING, INC LH junk tire removal 12/07/2016 1,500.00
73886 11501 - HARRIS DESIGN Fremont Older Parking Protection Design 12/07/2016 1,450.00
73929 10230 - UNITED RENTALS NORTH AMERICA INC Pickup Truck Rental Mt Um Summit 9/19-10/17/16 12/07/2016 1,435.15
73838 11318 - CONFLUENCE RESTORATION Mindego Gateway Planting & Landscape Maintenance 2016-17 11/30/2016 1,434.50
73921 *10580 - SHARP BUSINESS SYSTEMS AO Printing Costs 12/07/2016 1,415.72
73746 10195 - REDWOOD GENERAL TIRE CO INC P103 New Tires 11/16/2016 1,414.06
73851 10143 - SUMMIT UNIFORMS uniform items 11/30/2016 1,406.10
73810 10265 - PRIORITY 1 Install Radio And Light Bar - A102 11/23/2016 1,364.49
73912 11659 - ROSENDIN ELECTRIC, INC.AO Lighting and Electrical Repair 12/07/2016 1,344.00
73882 10187 - GARDENLAND POWER EQUIPMENT Brush cutter service (3x)12/07/2016 1,343.11
73832 11586 - WH DEMPSEY ENGINEERING Install Septic Tank Risers - PCR 11/23/2016 1,337.00
73934 11599 - VULCAN CONSTRUCTION MATERIALS LP Road Repair Material (BCR)12/07/2016 1,321.18
73727 10161 - CalPERS FISCAL SERVICES DIVISION - DB GASB 68 Reports for FY 15-16 11/16/2016 1,300.00
73830 *10213 - VISION SERVICE PLAN-CA Monthly Employee Vision Insurance 11/23/2016 1,270.50
73869 *10445 - COMMUNICATION & CONTROL INC Repeater Site Lease 12/07/2016 1,172.00
73730 10352 - CMK AUTOMOTIVE INC M39, P83 Vehicle Repairs 11/16/2016 1,145.09
73756 10447 - SIMMS PLUMBING & WATER EQUIPMENT Replace Water Pump For Rental - PCR 11/16/2016 1,140.07
73734 11725 - ENTERPRISE RENT-A-CAR COMPANY Vehicle Rental 9/24-10/24/16 11/16/2016 1,131.30
73829 10403 - UNITED SITE SERVICES INC Electrical Service Installation for Mt Um Summit Trailer 11/23/2016 1,084.16
73850 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fees 11/30/2016 1,061.96
73835 10001 - AARON'S SEPTIC TANK SERVICE Septic Tank Services - PCR & TC 11/30/2016 1,050.00
73913 10936 - ROSS RECREATION EQUIPMENT RR Bench 12/07/2016 1,040.38
73766 11722 - ADLER TANK RENTALS LLC Water Tank Rental 10/01 - 10/31/16 - Mt Um Summit 11/23/2016 1,011.38
73726 10840 - CALIFORNIA PENSION GROUP, LLC Consutling - October 2016 11/16/2016 1,000.00
73780 11151 - FASTENAL COMPANY Safety Equipment, Hardware, Janitorial Supplies 11/23/2016 998.51
73895 10058 - LIEBERT CASSIDY WHITMORE Human Resources Consulting FY 2016-2017 12/07/2016 997.50
73932 11190 - VALLEY TREE CARE Tree Pruning (RSA)12/07/2016 980.00
73783 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Service (2x) Brushcutter Service (2x)11/23/2016 937.91
73841 11549 - EMSL ANALYTICAL, INC Air Sample Testing (SA-MT UM)11/30/2016 895.00
73789 11700 - IMAGEX Printing of 5,000 2-color envelopes 11/23/2016 891.49
73795 11392 - LENNIHAN LAW Water Rights Legal Consulting 11/23/2016 890.40
73914 *10136 - SAN JOSE WATER COMPANY Water Service (RSACP)12/07/2016 876.55
73743 10140 - PINE CONE LUMBER CO INC Lumber (SA-MT UM)11/16/2016 876.16
73926 10302 - STEVENS CREEK QUARRY INC Rock Materials 12/07/2016 854.27
73718 10001 - AARON'S SEPTIC TANK SERVICE Vault Toilet pumping - Backpack Camp - MB 11/16/2016 800.00
73794 11376 - LAND TRUST OF SANTA CRUZ COUNTY Wildlife Monitoring Hwy 17 11/23/2016 800.00
73860 11430 - BIOMAAS Mt Um Trail Bridges Bat Surveys 12/07/2016 782.16
73930 10403 - UNITED SITE SERVICES INC Sanitation Service (FOOSP), (SA)12/07/2016 781.64
73847 10195 - REDWOOD GENERAL TIRE CO INC M39 Tires replacement 11/30/2016 726.27
73925 10954 - SOUTH BAY REGIONAL PUBLIC SAFETY Radar Training, Arrest Training - 6 Employees 12/07/2016 702.00
page 5 of 7
CLAIMS REPORT
MEETING 16-30
DATE 12-14-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73837 10352 - CMK AUTOMOTIVE INC A99 Service, P81 Service / Repair 11/30/2016 700.73
73788 11475 - HEBERT, AARON,CA Water Law Conference registration 11/23/2016 695.00
73825 10152 - TADCO SUPPLY Janitorial Supplies (RSA&CP)11/23/2016 693.83
73933 10309 - VERIZON WIRELESS Wireless Phone and Internet Service - Patrol/Board 12/07/2016 688.39
73793 10051 - JIM DAVIS AUTOMOTIVE Car Repairs - A68 11/23/2016 656.57
73792 11209 - JANET ZICH Editorial Services for July/Oct 2016 11/23/2016 650.00
73785 11551 - GREEN TEAM OF SAN JOSE Garbage Service (RSACP)11/23/2016 640.19
73814 10934 - REGIONAL WATER QUALITY CONTROL BOARD Restoration Project Certification Fee - SAC 11/23/2016 640.00
73842 11725 - ENTERPRISE RENT-A-CAR COMPANY Vehicle Rental 10/24-11/08/16 11/30/2016 627.72
73900 10160 - OFFICE DEPOT CREDIT PLAN Office Supplies 12/07/2016 619.55
73739 10774 - MICHAEL DEMPSEY, PATRICK DEMPSEY TW Schilling Lake Fire escape Road 11/16/2016 611.12
73772 *10454 - CALIFORNIA WATER SERVICE CO-949 AO WATER, FFO Water 11/23/2016 597.36
73738 11098 - M-T METAL FABRICATION INC 10 Plexi-glass Signboard Replacements - SFO Area Preserves 11/16/2016 563.25
73823 11559 - SIFUENTES-WINTER, JONATHAN California Invasive Plan Council conference expenses 11/23/2016 539.70
73740 10917 - MILLS, AMANDA Mileage & per-diem for CA Invasive Plant Council Conference 11/16/2016 519.89
73762 11656 - WILLIAMS SCOTSMAN, INC.Office Trailer Rental Mt Um Summit 10/30-11/29/16 11/16/2016 518.35
73720 11015 - ALPHA ANALYTICAL LABS Water system testing at SFO for kerosene like odor 11/16/2016 505.00
73834 00000 - Spray Technology Gate Powder Coating Service 11/23/2016 500.00
73909 11518 - RANCHING BY NATURE Predation reimbursement for calf 12/07/2016 500.00
73765 10001 - AARON'S SEPTIC TANK SERVICE PC Septic Vault Service 11/23/2016 495.00
73817 11479 - ROOTID Rootid: Website Maintenance 11/23/2016 472.50
73719 10617 - ALEXANDER, ZACHARY Conference and Mileage Reimbursement 11/16/2016 469.55
73853 *10120 - ADT SECURITY SERVICES INC Alarm Service (FFO)12/07/2016 468.97
73809 11519 - PRICE, POSTEL & PARMA LLP Mt.Um Road and Trail Property Rights Consulting 11/23/2016 451.00
73924 11627 - SOUTH BAY ACCESS SOLUTIONS Electric Gate preventive maintenance service 12/07/2016 450.00
73871 10185 - COSTCO Keyboards, mice & kitchen supplies 12/07/2016 433.71
73901 10076 - OFFICE TEAM Temporary Clerical Support - AO 12/07/2016 416.00
73755 11559 - SIFUENTES-WINTER, JONATHAN Tuition reimbursement for GIS class 11/16/2016 395.00
73747 10194 - REED & GRAHAM INC Mt Um, Virgina Mill Trail erosion control materials 11/16/2016 389.95
73867 10352 - CMK AUTOMOTIVE INC M-66 Brake Pads, P99 Repair 12/07/2016 384.20
73761 10796 - WEMORPH INC Print Shift Change Forms 11/16/2016 381.67
73937 10306 - WEST TEK SUPPLY INC Roadside Supplies (BCR)12/07/2016 381.50
73854 11170 - ALEXANDER ATKINS DESIGN, INC.Design of Mt. Um Restoration Area Sign 12/07/2016 375.00
73864 10014 - CCOI GATE & FENCE Gate Service (SA-MT UM) (2x)12/07/2016 370.00
73776 10352 - CMK AUTOMOTIVE INC P84 Service / Repair 11/23/2016 368.72
73859 10011 - BILL'S TOWING SERVICE Towing of Vehicle - P83 12/07/2016 360.00
73763 11267 - WOODHOUSE, KEVIN ICMA Annual Conference 11/16/2016 348.54
73742 10081 - PALO ALTO UPHOLSTERY Upholstery Work -repair chair 11/16/2016 307.63
73879 10169 - FOSTER BROTHERS SECURITY SYSTEMS Combination locks 12/07/2016 306.10
73868 10021 - COASTAL CHIMNEY SWEEP Chimney Cleaning And Inspection - WH 12/07/2016 300.00
73728 10018 - CECILY HARRIS Reimbursement for Land Trust Alliance Rally - Hotel 11/16/2016 296.80
73781 10138 - FITZSIMONS, RENEE Mileage Reimbursement 11/23/2016 270.54
73891 11465 - JANA SOKALE ENVIRONMENTAL PLANNING Project Management - El Sereno Dog Access 12/07/2016 270.00
page 6 of 7
CLAIMS REPORT
MEETING 16-30
DATE 12-14-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73919 11042 - SANTA CLARA COUNTY-OFFICE OF THE SHERIFF Live Scan Services Sep 2016 12/07/2016 264.00
73790 10394 - INTERSTATE TRAFFIC CONTROL PRO Signs & Equipment 11/23/2016 257.50
73750 10130 - ROESSLER, CINDY Cell phone reimbursement Jul-Oct 2016, Mileage Reimbursement 11/16/2016 256.09
73865 11319 - CHANCE, MARIANNE Reimbursement for Conference Registration 12/07/2016 250.00
73833 11176 - ZORO TOOLS SFO Fall Protection Signs, Torque Screw Driver 11/23/2016 240.88
73771 *10172 - CALIFORNIA WATER SERVICE CO-3525 WH Water, Rental Residence Water 11/23/2016 240.74
73848 10349 - SHELTON ROOFING COMPANY INC AO ROOF REPAIR 11/30/2016 240.00
73911 *11526 - REPUBLIC SERVICES Monthly garbage services - ECM 12/07/2016 238.36
73749 *11526 - REPUBLIC SERVICES Monthly garbage services - ECM 11/16/2016 237.97
73883 11710 - GONZALES, NICOLE Reimbursement - NWS Conference Expenses 12/07/2016 237.68
73806 10140 - PINE CONE LUMBER CO INC Lumber (SAO)11/23/2016 232.45
73786 *10173 - GREEN WASTE SFO garbage / recycle 11/23/2016 230.50
73754 10349 - SHELTON ROOFING COMPANY INC Repair Roof Leak At Rental - WH 11/16/2016 215.00
73870 10184 - CONTINUING EDUCATION OF THE BAR Subscription Update CA Construct Contracts, Defects RE33799 12/07/2016 213.42
73855 10485 - AMERICAN RED CROSS-SVC CPR Training 12/07/2016 209.00
73729 *10192 - CITY OF PALO ALTO UTILITIES MB Electric for fiscal year 2016-2017 11/16/2016 200.00
73732 10850 - COMPLETE PEST CONTROL Twice-monthly Hawthorn Rodent Control - WH 11/16/2016 200.00
73939 10237 - WILLIAMS, MICHAEL International Right of Way Association Membership 12/07/2016 200.00
73907 11683 - PRINTERM DATASCRIBE, INC.Blank Check Stock for Accounting (qty 3,000)12/07/2016 197.00
73784 10548 - GARTSIDE, ELLEN Calif. Invasive Plant Council Symposium Travel Expenditures 11/23/2016 189.00
73894 11326 - LEXISNEXIS Online Subscription Service-November 2016 12/07/2016 188.84
73836 10014 - CCOI GATE & FENCE Gate Service (SAO)11/30/2016 185.00
73849 10447 - SIMMS PLUMBING & WATER EQUIPMENT Repair Leaking Sink 11/30/2016 184.55
73881 10168 - G & K SERVICES INC Shop Towel Service (FFO&SFO)12/07/2016 173.63
73744 *10261 - PROTECTION ONE AO ALARM SERVICES 11/16/2016 164.85
73804 11129 - PETERSON TRUCKS INC.T07 Trailer Inspection 11/23/2016 164.01
73889 10421 - ID PLUS INC Uniform name tags 12/07/2016 145.00
73931 11037 - US HEALTHWORKS MEDICAL GROUP PC Medical Services - HR 12/07/2016 139.00
73741 *10664 - MISSION TRAIL WASTE SYSTEMS AO garbage services 11/16/2016 126.90
73812 10091 - R & B COMPANY SFO Resident Plumbing 11/23/2016 119.87
73816 10130 - ROESSLER, CINDY Reimbursement for Field supplies 11/23/2016 119.21
73731 11530 - COASTSIDE.NET SFO INTERNET 11/16/2016 109.00
73799 10917 - MILLS, AMANDA Snacks for Joint Workday 11/23/2016 102.96
73876 11596 - ELECTRO IMAGING SYSTEMS INC.Plotter Printing Costs 12/07/2016 101.90
73802 10271 - ORLANDI TRAILER INC T07 Trailer Parts 11/23/2016 99.16
73844 10670 - O'REILLY AUTO PARTS P18 Battery 11/30/2016 97.64
73898 10670 - O'REILLY AUTO PARTS Vehicle Supplies 12/07/2016 93.81
73920 10993 - SCHAFFNER, SHERYL Mileage Reimbursement 12/07/2016 93.20
73819 11125 - SAN MATEO COUNTY TAX COLLECTOR, SANDIE ARNOTT Property Taxes for Redwood Park Gift Parcel 11/23/2016 86.55
73887 11475 - HEBERT, AARON,Mileage Reimbursement 12/07/2016 83.16
73908 *10261 - PROTECTION ONE AO ALARM SERVICES 12/07/2016 79.55
73902 *10481 - PACIFIC TELEMANAGEMENT SERVICE MB campsite pay phone 12/07/2016 78.00
73858 11338 - BIEBER, CYDNEY Mileage Reimbursement 12/07/2016 77.22
page 7 of 7
CLAIMS REPORT
MEETING 16-30
DATE 12-14-2016
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
73878 10186 - FEDERAL EXPRESS Shipping charges 12/07/2016 72.64
73918 11191 - SANTA CLARA COUNTY, TAX COLLECTOR'S OFFICE Property Taxes for Freudenberg Property 12/07/2016 70.69
73831 11735 - WEIDEMANN, SUSAN Reimbursement for Live Scan Background Check 11/23/2016 69.00
73764 11176 - ZORO TOOLS Winch Slings & Shackle 11/16/2016 68.53
73778 11210 - DATA SAFE AO Shredding Services 11/23/2016 40.00
73821 11732 - SANTA CLARA UNIVERSITY Slender False Brome Research MOS001 11/23/2016 37.54
73896 11154 - LOS ALTOS POLICE FALSE ALARM REDUCTION PROGRAM AO False Alarm/Alarm Services 12/07/2016 37.00
73935 11735 - WEIDEMANN, SUSAN Mileage Reimbursement 12/07/2016 32.40
73745 *10134 - RAYNE OF SAN JOSE Water Service (FOOSP)11/16/2016 27.25
73840 10218 - EDD Acct ID 925-0494-3 Q# Unemployment 11/30/2016 26.98
73748 11625 - Reiter, Heather Mileage Reimbursement 11/16/2016 22.68
73813 10176 - RE BORRMANN'S STEEL CO Tractor Service Parts, Pallet for Fecon mower head storage 11/23/2016 20.94
73863 11541 - CAPIO (CA ASSN. OF PUBLIC INFO. OFFICIALS)training/webinar on communications planning 12/07/2016 20.00
73915 11059 - SAN MATEO COUNTY HEALTH DEPT Water Testing 12/07/2016 20.00
73905 *10180 - PG & E Monthly Electricity Service - LHC 12/07/2016 14.68
73767 10183 - BARRON PARK SUPPLY CO INC Plumbing Part 11/23/2016 5.49
GRAND TOTAL 2,420,627.50$
*Annual Claims
**Hawthorn Expenses
BCR = Bear Creek Redwoods LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek
CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA(U) = Sierra Azul (Mt Um) WH = Windy Hill
ECM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO2, 3, 4 = Administrative Office lease space
ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office
FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office
FO = Fremont Older PIC= Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost
RR/MIN = Russian Ridge - Mindego Hill PR = Pulgas Ridge DHF = Dear Hollow Farm OSP = Open Space Preserve P## or M## = Patrol or Maintenance Vehicle
R-16-151
Meeting 16-31
December 14, 2016
AGENDA ITEM 3
AGENDA ITEM
Annual Dedication Report of Certain District Lands
GENERAL MANAGER’S RECOMMENDATION
Accept the annual report on the status of dedicated interests in District lands held for public open
space purposes.
SUMMARY
In accordance with the Midpeninsula Regional Open Space District’s (District) Dedicated Lands
Policy as amended January 22, 1986, an annual report of the status of District lands as dedicated
or undedicated is presented each December. At that time, the Board of Directors (Board) may
dedicate by resolution any lands it deems appropriate. As part of the annual report, a summary
of lands acquired by the District in 2016 is also provided.
DISCUSSION
In accordance with the Dedicated Lands Policy, the Board receives an annual report indicating
the status of District lands as dedicated or undedicated. The annual report may also contain
recommendations for additional dedication of specific District properties or interests in lands.
Upon dedication, those properties will effectively be permanently protected, and the District
voluntarily eliminates its ability to sell or otherwise convey those dedicated properties without
voter consent, except under narrow statutory exceptions. The exceptions are referenced in the
District’s enabling legislation within Public Resources Code Section 5540. The statutory
exceptions only permit exchanges of dedicated land of equal or greater open space value not to
exceed 40 acres in a calendar year, or the transfer of land to another government agency upon the
condition that the land will continue to be protected as open space in perpetuity.
Undedicated lands within the District's boundaries are often indicated for future dedication to
park and/or open space purposes, but only after the necessary planning, boundary adjustments,
provision for permanent access, and other changes in configuration, which may involve the
disposal or exchange of interests in all or portions of such lands, have been completed.
Retaining certain lands in an undedicated status affords maximum flexibility to achieve these
modifications. In the interim, undedicated District lands may be used for park or open space
purposes within the meaning of Section 5540 of the Public Resources Code.
When considering the adoption of any Use and Management Plan, the Board determines whether
the underlying land is intended to be dedicated at the time of the annual report or to be withheld
R-16-151 Page 2
until a later time, such as when more comprehensive planning has been completed. Dedication
status is also reviewed as part of the regular land use and management planning process, such as
approval of a Site Plan, Preserve Plan or Master Plan. When approving such plans, the Board
may adopt a motion of intention to dedicate at the time of the annual report or to withhold
dedication until a future time. Another factor for consideration is whether a granting agency,
such as the California Coastal Conservancy, requires dedication of a grant-funded property as a
condition of funding.
Dedication Status Summary
The Dedication Status Summary Report (Attachment 1) provides the total acres held within each
District preserve and their dedication status. Only those parcels for which title has passed to the
District on or before December 1, 2016 are included in the acreage totals. The interests in land
that the District holds, i.e., fee title, easement, or other (lease, management agreement, etc.), are
listed for each category. Rights of first refusal and/or reversions to the District are not included.
The table below provides a summary dedication status of District lands.
Land Interests of District Acres
Fee Title Interests 57,812.01
Lesser Interests 5,212.62
Total District Interests 63,024.63
Lands with lesser interest that prevent dedication -1,919.55
Total acres of lands with marketable interests 61,105.08
Dedication status of lands with marketable interests % Acres
Dedicated lands 67.39 41,178.31
Undedicated lands 32.61 19,926.77
Total acres of lands with marketable interests 100.00 61,105.08
Lands Acquired since December 9, 2015
The last annual report was presented to the Board on December 9, 2015 (R-15-158). The table
below reports total lands acquired since that date that closed escrow by December 1, 2016.
Year Interest
Type Acres Appraised
Value
District
Expenditure
Partner funds,
exchanges, grants
or gifts
2016 Fee 85.88 $5,170,000 $4,663,683 $506,317
2016 Easement 8.19 95,000 $95,000 0
Total 94.07 $5,265,000 $4,758,683 $506,317
Dedication Recommendations for 2016
A parcel-specific analysis is conducted annually to provide recommendations for land
dedications. The analysis includes consideration of the criteria identified in the governing
policy. Additionally, staff considers preserve boundary configuration, surrounding land use,
pending negotiations for adjacent acquisitions, project coordination with partner agencies, and
other relevant factors. As a result of the analysis conducted in 2016, staff concluded that there
are no undedicated lands suitable for dedication at this time and the 2016 annual report contains
no recommendations for dedication.
R-16-151 Page 3
Recommendations for Later Dedication
Pockets of undedicated lands are found throughout the District, but the majority of the District’s
undedicated land lies within La Honda Creek and Sierra Azul Open Space Preserves (OSP).
At La Honda Creek OSP, 46% (2,848.87 acres) is undedicated. Development of public access
improvements are underway in the lower area of the Preserve. When the 2012 Master Plan is
amended to include additional properties acquired since 2012, and the public access
improvements are completed, the status of remaining undedicated lands will be reevaluated.
At Sierra Azul OSP, 71% (13,467.12 acres) is undedicated. Completion of the Sierra Azul OSP
Master Plan has been deferred to allow for a focused implementation of the Mt. Umunhum
Public Access and Environmental Restoration Project. Future opening of Mt. Umunhum,
completion of the Sierra Azul OSP Master Plan, and planning of other preserve areas could
potentially affect dedication preferences. When the long term management goals of the entire
preserve are approved, the status of remaining undedicated lands will be reevaluated.
FISCAL IMPACT
There are no costs and no fiscal impact associated with acceptance of this report.
BOARD COMMITTEE REVIEW
No Board Committee review is required for this item.
PUBLIC NOTICE
Public notice was provided pursuant to the Brown Act. Notice was also given to the California
Coastal Conservancy, County of Santa Clara, Santa Clara Valley Water District, and Peninsula
Open Space Trust. No additional notice is necessary.
CEQA COMPLIANCE
No compliance is required as this action is not a project under CEQA.
NEXT STEPS
None.
Attachments:
1. Dedication Status Summary Report
Responsible Department Head:
Michael Williams, Real Property Manager
Prepared by:
Elish Ryan, Real Property Planner III
Lupe Hernandez, Administrative Assistant
Dedication Status Summary Report
Preserve Dedicated Undedicat-
ed
Intended
Fee Acreage Easements on Private Land
Dedicated Undedicat-
ed
Intended
Easements on Public Land
Dedicated Undedicat-
ed
Intended
Lease and
Manage-
ment
Contribu-
tion Only
Other
Interest
Dedicated
Acres
Undedicat-
ed Acres
Total Acres
Fee , Easements and Other
1,355.15 80.12 74.30 0.00 1.93 1.20 0.00 0.00 0.00 0.00 0.00 0.00
1,355.15 82.05 1,437.20Bear Creek Redwoods
0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 1.00 1.00Briggs Creek
507.18 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.20
507.18 1.20 508.38Coal Creek
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00Costanoan Way
0.00 0.00 0.00 0.00 0.00 0.00 468.00 0.00 0.00 0.00 0.00 0.00
468.00 0.00 468.00Edgewood County Park
2,902.27 3.80 0.00 0.00 0.30 0.00 0.00 0.00 0.00 0.00 0.00 0.00
2,902.27 4.10 2,906.37El Corte de Madera Cre
1,392.83 20.63 0.00 0.12 4.44 0.00 0.00 0.00 0.00 0.00 0.00 0.69
1,392.95 25.76 1,418.71El Sereno
0.00 43.21 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 43.21 43.21Felton Station
211.28 0.00 0.00 0.00 0.40 0.00 0.00 0.00 0.00 0.00 0.00 0.00
211.28 0.40 211.68Foothills
735.09 0.00 0.00 0.00 4.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
735.09 4.00 739.09Fremont Older
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,227.26 0.00
0.00 1,227.26 1,227.26G.G.N.R.A.
3,294.92 2,845.49 2,397.35 0.17 3.00 0.00 0.00 0.38 0.00 0.00 0.00 0.00
3,295.09 2,848.87 6,143.96La Honda Creek
1,928.41 39.79 0.00 13.15 0.00 0.00 0.00 0.00 0.00 39.33 0.00 14.01
1,941.56 93.13 2,034.69Long Ridge
274.31 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
274.31 0.00 274.31Los Trancos
991.63 724.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
991.63 724.00 1,715.63Miramontes Ridge
3,388.70 -11.34 0.00 34.03 28.10 24.90 0.00 0.00 0.00 85.37 0.00 11.89
3,422.73 114.02 3,536.75Monte Bello
Tuesday, November 29, 2016 Page 1 of 3
Attachment 1
Preserve Dedicated Undedicat-
ed
Intended
Fee Acreage Easements on Private Land
Dedicated Undedicat-
ed
Intended
Easements on Public Land
Dedicated Undedicat-
ed
Intended
Lease and
Manage-
ment
Contribu-
tion Only
Other
Interest
Dedicated
Acres
Undedicat-
ed Acres
Total Acres
Fee , Easements and Other
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 163.86 0.00
0.00 163.86 163.86Moody Gulch
0.00 0.00 0.00 0.00 0.00 0.00 0.00 5.19 0.00 0.00 0.00 0.00
0.00 5.19 5.19Other
307.89 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
307.89 0.00 307.89Picchetti
365.78 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.10
365.78 0.10 365.88Pulgas Ridge
3,742.23 1,010.18 84.15 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.10
3,742.23 1,010.28 4,752.51Purisima Creek
2,178.53 1.20 0.00 1,515.36 0.50 0.00 0.00 0.00 0.00 292.85 0.00 0.00
3,693.89 294.55 3,988.44Rancho San Antonio
273.67 0.00 0.00 0.00 1.45 0.00 0.00 2.88 0.00 98.00 0.00 0.00
371.67 4.33 376.00Ravenswood
3,013.33 118.19 0.39 0.00 353.00 0.00 0.00 0.00 0.00 0.00 0.00 6.00
3,013.33 477.19 3,490.52Russian Ridge
1,345.57 196.62 0.00 0.00 0.00 0.00 66.00 0.00 0.00 0.00 0.00 0.00
1,411.57 196.62 1,608.19Saratoga Gap
5,058.13 13,359.80 1,634.41 68.42 30.44 20.25 372.00 0.00 0.00 75.65 0.00 1.24
5,498.55 13,467.12 18,965.67Sierra Azul
2,051.53 10.00 0.00 80.97 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
2,132.50 10.00 2,142.50Skyline Ridge
173.64 0.00 0.00 94.00 2.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00
267.64 2.50 270.14St. Joseph's Hill
53.74 0.00 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
54.74 0.00 54.74Steven's Creek Shorelin
623.76 2.38 2.38 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
623.76 2.38 626.14Teague Hill
152.22 0.00 0.00 4.55 10.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
156.77 10.00 166.77Thornewood
707.48 952.49 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
707.48 952.49 1,659.97Tunitas Creek
1,304.49 80.71 78.71 5.79 0.00 0.00 23.00 0.00 0.00 0.00 0.00 0.00
1,333.28 80.71 1,413.99Windy Hill
Tuesday, November 29, 2016 Page 2 of 3
Preserve Dedicated Undedicat-
ed
Intended
Fee Acreage Easements on Private Land
Dedicated Undedicat-
ed
Intended
Easements on Public Land
Dedicated Undedicat-
ed
Intended
Lease and
Manage-
ment
Contribu-
tion Only
Other
Interest
Dedicated
Acres
Undedicat-
ed Acres
Total Acres
Fee , Easements and Other
38,333.75 19,478.26 4,271.69All Preserves 1,817.56 440.06 46.35 929.00 8.45 0.00 591.20 1,391.12 35.23
41,178.31 21,846.31 63,024.63
Note: Excludes acreage where "Interest Held By Other"
Tuesday, November 29, 2016 Page 3 of 3
R-16-155
Meeting 16-31
December 14, 2016
AGENDA ITEM 4
AGENDA ITEM
Award of Contract with Gv Tech Solutions, a subsidiary of Eagle Network Solutions, for the
Server Systems Infrastructure Upgrade project; authorization for purchase of computer server
hardware and funding to purchase required software licenses.
GENERAL MANAGER’S RECOMMENDATIONS
1. Authorize a purchase of $62,683 for an integrated 3-node computer server hardware system.
2. Authorize the General Manager to enter into a professional services contract with Gv Tech
Solutions to plan and implement an upgrade of the District’s IT infrastructure for a not-to-
exceed base contract amount of $69,000; and a 10% contingency of $6,900 to cover
unforeseen requirements and support for a not-to-exceed total contract amount of $75,900.
3. Authorize the funding of $80,000 for a one-time purchase to cover required server-side
software licenses.
SUMMARY
In October 2016, District staff released a Request for Proposal (RFP) for a third-party consultant
to design and implement an upgrade of the District’s aging computer server infrastructure.
Development of this server systems infrastructure upgrade, as recommended by the IST Strategic
Plan, will be required in order to support the increasing transport of information between staff,
future applications, and the reduce the high risk of failure that currently may last 24 to 72 hours.
This project will build the foundation for the recently approved Enterprise GIS, a work-order
system, and other projects outlined in the IT Master Plan.
Based on the results of the issued RFP, the General Manager recommends authorizing a purchase
of an integrated 3-node computer server hardware system for an amount of $62,683, awarding a
contract to Gv Tech Solutions for a total amount not-to-exceed $75,900 covering the contract,
along with a 10% contingency of $6,900, and authorize funding of $80,000 to purchase required
one-time server-side software licenses.
MEASURE AA
This is not a Measure AA project.
R-16-155 Page 2
DISCUSSION
The majority of the District’s IT server infrastructure has not been refreshed since the late-2000s.
The existing Microsoft server operating system software is three generations behind current
technology, obsolete, and will not be supported by Microsoft in the near- to mid-term. This
infrastructure upgrade project will allow the District to update its systems to support future
District IT application initiatives along with implementing best practices relating to computer
server services, software applications, and network management. This upgrade will provide the
underlying technology infrastructure to support the following operational efficiencies:
• Consolidation of Server Equipment – The District currently hosts seven physical
computer servers. With newer, more powerful hardware, the District is able to
consolidate servers into a three physical systems.
• Reduction of Carbon Footprint – Newer hardware has been designed over the past
decade to take advantage of new technologies that reduce electricity usage. This
reduction in electricity usage has an additional effect of reducing cooling
requirements, allowing the District to decrease its carbon footprint and achieve Green
IT initiatives as outlined in the IST Strategic Plan.
• Redundancy of Critical Systems – An integrated 3-node computer server system
will have built-in auto failover redundancy in case of hardware failure on a node as
data will be synchronized between the other two nodes. This system will also allow
the District to take advantage of off-site data replication technologies, allowing
quicker application access by contracting with a 3rd party vendor in the event of an
on-site disaster, greatly reducing the high risk of complete systems failure which
currently may last 24 to 72 hours, and allowing the District to modernize its Disaster
Recovery Plan as recommended in the IST Strategic Plan.
• Improved Data and Systems Backup – Server systems will be fully virtualized
where possible. This will allow quicker restoration of systems in the event of failure
as services will no longer be tied to defined hardware that is hosted on premises or by
an outside hosted solutions/disaster recovery provider.
• Application Readiness – The new system has been designed to be able to host and
expand when needed; allowing future applications such as enterprise GIS, work
orders, fleet management, and document management.
District staff recommends utilizing a third-party subject matter expert (SME) to design and
implement the Server Systems Infrastructure project. Due to the complexity of the project, a
SME is necessary to advise and implement best practices in order to create a robust, secure,
properly licensed, and stable system. Part of this contract includes knowledge transfer and
documentation, enabling IT staff to maintain the system into the future.
Consultant Selection
A Request for Proposal (RFP) was released on October 18, 2016 via direct e-mail and posting on
the District website to solicit interest from qualified professionals to assist with the Server
Systems Infrastructure Upgrade project. A total of five proposals were received. Upon review of
the proposals and the consultant’s qualifications, staff selected the top two consultant teams for a
more comprehensive interview on November 16 and 17, 2016.
R-16-155 Page 3
Consultant Proposal Amount Interviewed?
Decision Consultants $17,010 No
Gv Tech Solutions $69,000 Yes
Ops On Demand $22,000 No
Strategic Products & Services $109,900 Yes
Veltec Networks $12,000 No
Gv Tech Solutions was deemed the most qualified and best suited for the project based on their
response to the RFP, proposed approach, and responses during the subsequent interview. The
top reason for the selection of Gv Tech Solutions was their team’s experience with other
government agencies implementing similar projects, an understanding of the District’s end-state
goals, and service detail list outline for delivery of this project.
While the District received lower priced proposals, upon analysis by staff, it was noted that some
of these proposals under-estimated the project hours (e.g. 22 hours) did not adequately outline
project deliverables/service details, or lacked details regarding implementation
processes/timelines.
FISCAL IMPACT
The FY2016-17 budget includes $306,000 for the IT Infrastructure Upgrades project. There are
sufficient funds in the project budget to cover the Gv Tech Solutions contract, the recommended
hardware system, and software licenses purchase.
FY 2017
IT Infrastructure Upgrades Project Budget $306,000
Spent to Date (as of 11/23/16): $0
Gv Tech Solutions Contract: $75,900
3-Node Computer Server Hardware System: $62,683
One-time Software Licenses: $80,000
Budget Remaining (Proposed): $87,417
BOARD COMMITTEE REVIEW
No Board Committee Review
PUBLIC NOTICE
Public notice of this Agenda Item 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
Upon Board authorization, the General Manager will direct staff to purchase a 3-node computer
hardware server hardware system and enter into a contract with Gv Tech Solutions allowing IT
R-16-155 Page 4
to complete the Server Systems Infrastructure project. Below provides a tentative project
schedule, pending further coordination with consultant team.
Phase 1: Planning January 2017
Phase 2: Implementation February / March 2017
Phase 3: Quality Assurance & Control March / April 2017
Responsible Department Head:
Garrett Dunwoody, IST Manager
Prepared by:
Benny Hsieh, IT Program Administrator
R-16-156
Meeting 16-31
December 14, 2016
AGENDA ITEM 5
AGENDA ITEM
Update of the District’s Classification and Compensation Plan to reflect the revised Board Appointee
Group salaries approved by the Board on October 26, 2016.
BOARD APPOINTEE EVALUATION COMMITTEE’S RECOMMENDATIONS
Adopt a resolution approving the revised Classification and Compensation Plan, resulting from the
Board’s approval of the evaluations of the performance of the District’s Board Appointees for Fiscal
Year 2015-16, and the Board Appointee Evaluation Committee recommendation of the salary
adjustments for the Board Appointee Group.
SUMMARY
The recommended action implements a revised Classification and Compensation Plan chart to reflect
the changes to salary as approved by the Board at its meeting on October 26, 2016 for the Board
Appointee Group, which includes the General Manager, the Controller, and the General Counsel.
DISCUSSION
To ensure compliance with applicable section of the California Government Code and provision of the
CalPERS contract, the District Classification and Compensation Plan must be approved by the Board.
This meets the requirements of the California Government Code, which includes:
• Specify compensation and effective dates for all positions
The attached Compensation and Classification resolution includes the changes and will
supersede the previous resolution with the approval by the Board of Directors.
BOARD COMMITTEE REVIEW
The recommended salary adjustments were thoroughly reviewed by the Board Appointee Evaluation
Committee, prior to review by the Board.
FISCAL IMPACT
For the Controller: Total of the annual salary = $42,900, effective November 1, 2016.
For the General Counsel: Total of the annual salary plus adjustment = $222,760, effective July 1, 2016.
For the General Manager: Total of the annual salary plus adjustment = $247,600, effective July 1,
2016.
R-16-156 Page 2
PUBLIC NOTICE
All public noticing requirements of the Brown Act have been met. No additional notice is
necessary.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act.
NEXT STEPS
The Classification and Compensation Plan chart will be publically posted on the District website.
Attachments
1. Resolution Approving Classification and Compensation Plan
Responsible Department Head:
Stefan Jaskulak, Chief Financial Officer/ Director of Administrative Services
Prepared by:
Candice Basnight, Human Resources Supervisor
Attachment 1
Resolutions/2016/16-__Amend CCP_BAE 1
RESOLUTION NO. 16-__
RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
CLASSIFICATION AND COMPENSATION PLAN EFFECTIVE
OCTOBER 26, 2016
WHEREAS, the state of California Code of Regulations 570.5(a)(1) requires that all pay
scheduled (compensation plans) be duly approved and adopted by and employer’s governing
body in accordance with requirement of applicable public meeting laws; and
WHEREAS, the California Public Employees Retirement System (“CalPERS”) has
informed the District that the approval of all compensation plans and pay schedule must be
performed as separate action; and
WHEREAS, in order to comply with the California Code of Regulations 570.5 and as
directed by CalPERS, all compensation plans are presented for separate approval.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Midpeninsula
Regional Open Space District hereby adopts the attached Compensation Plan for October 26,
2016.
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on ____, 2016, at a regular meeting thereof, by the following vote:
* * * * * * * * * * * * * * * * * * * *
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
Attachment 1
Resolutions/2016/16-__Amend CCP_BAE 2
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk
Exhibit A: Classification and Compensation Plan Effective October 26, 2016
Step Full/PT
Range #Minimum Maximum Minimum Maximum Minimum Maximum Time
Seasonal Open Space Technician 6 19.5173 24.3635 3,383 4,223 40,596 50,676 PT
Seasonal Ranger Aide 6 19.5173 24.3635 3,383 4,223 40,596 50,676 PT
Seasonal Ranger 16 24.9058 31.0962 4,317 5,390 51,804 64,680 PT
Farm Maintenance Worker 19 26.7981 33.4673 4,645 5,801 55,740 69,612 FT
Open Space Technician*19 26.7981 33.4673 4,645 5,801 55,740 69,612 FT
Administrative Assistant 20 27.4615 34.2808 4,760 5,942 57,120 71,304 FT
Accounting Technician 22 28.8231 35.9942 4,996 6,239 59,952 74,868 FT
Human Resources Technician 22 28.8231 35.9942 4,996 6,239 59,952 74,868 FT
Information Technology Technician I 22 28.8231 35.9942 4,996 6,239 59,952 74,868 FT
GIS Technician 23 29.5500 36.9000 5,122 6,396 61,464 76,752 FT
Lead Open Space Technician*23 29.5500 36.9000 5,122 6,396 61,464 76,752 FT
Volunteer Program Lead 23 29.5500 36.9000 5,122 6,396 61,464 76,752 FT
Risk Management Coordinator 24 30.2654 37.8000 5,246 6,552 62,952 78,624 FT
Senior Administrative Assistant 24 30.2654 37.8000 5,246 6,552 62,952 78,624 FT
Public Affairs Program Coordinator 25 31.0269 38.7462 5,378 6,716 64,536 80,592 FT
Ranger 25 31.0269 38.7462 5,378 6,716 64,536 80,592 FT
Senior Finance & Accounting Technician 26 31.7769 39.6865 5,508 6,879 66,096 82,548 FT
Equipment Mechanic/Operator 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Executive Assistant 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Information Technology Technician II 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Lead Ranger 27 32.5731 40.6788 5,646 7,051 67,752 84,612 FT
Property Management Specialist I 28 33.3692 41.6654 5,784 7,222 69,408 86,664 FT
Real Property Specialist I 28 33.3692 41.6654 5,784 7,222 69,408 86,664 FT
Executive Assistant/Deputy District Clerk 29 34.2058 42.7096 5,929 7,403 71,148 88,836 FT
Planner I 29 34.2058 42.7096 5,929 7,403 71,148 88,836 FT
Data Analyst I 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Docent Program Manager 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Resource Management Specialist I 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Volunteer Program Manager 30 35.0423 43.7538 6,074 7,584 72,888 91,008 FT
Accountant 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Capital Projects Manager II 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Planner II 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Management Analyst I 31 35.9135 44.8442 6,225 7,773 74,700 93,276 FT
Community Outreach Specialist 33 37.7019 47.0942 6,535 8,163 78,420 97,956 FT
Public Affairs Specialist 33 37.7019 47.0942 6,535 8,163 78,420 97,956 FT
Data Analyst II 34 38.6250 48.2423 6,695 8,362 80,340 100,344 FT
Resource Management Specialist II 34 38.6250 48.2423 6,695 8,362 80,340 100,344 FT
Grants Specialist 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Maintenance, Construction & Resource Supv.35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Management Analyst II 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Procurement & Contracting Agent/Specialist 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Property Management Specialist II 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Real Property Specialist II 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Supervising Ranger 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Training & Safety Specialist 35 39.5885 49.4423 6,862 8,570 82,344 102,840 FT
Applications Engineer 36 40.5635 50.6538 7,031 8,780 84,372 105,360 FT
Midpeninsula Regional Open Space District - CLASSIFICATION & COMPENSATION PLAN
Fiscal Year 2016/2017 - Effective 10/26/2016
Last revised: 8/29/16, 7/01/16, 4/28/2016, 4/14/16, 2/11/16, 1/14/16, 09/14/2015, 8/26/15
Classification Title Hourly Range $Monthly Range $Annual Range $
Exhbit A
Website Administrator 36 40.5635 50.6538 7,031 8,780 84,372 105,360 FT
Data Administrator 38 42.5885 53.1923 7,382 9,220 88,584 110,640 FT
Legislative/External Affairs Specialist 38 42.5885 53.1923 7,382 9,220 88,584 110,640 FT
Senior Technologist 38 42.5885 53.1923 7,382 9,220 88,584 110,640 FT
Facilities Maintenance Supervisor 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Capital Projects Field Manager 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Capital Projects Manager III 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Planner III 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Resource Management Specialist III 39 43.6500 54.5077 7,566 9,448 90,792 113,376 FT
Senior Property Management Specialist 40 44.7173 55.8462 7,751 9,680 93,012 116,160 FT
Senior Real Property Specialist 40 44.7173 55.8462 7,751 9,680 93,012 116,160 FT
Special Projects Manager 40 44.7173 55.8462 7,751 9,680 93,012 116,160 FT
Senior Accountant 41 45.8308 57.2423 7,944 9,922 95,328 119,064 FT
Senior Management Analyst 41 45.8308 57.2423 7,944 9,922 95,328 119,064 FT
Media Communications Supervisor 42 46.9500 58.6327 8,138 10,163 97,656 121,956 FT
Area Manager 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Area Superintendent 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
District Clerk/Assistant to General Manager 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
GIS Program Administrator 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Information Technology Program Administrator 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Human Resources Supervisor 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Senior Planner 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Senior Resource Mgmt Specialist 43 48.1269 60.1038 8,342 10,418 100,104 125,016 FT
Finance Manager 48 54.3519 67.8808 9,421 11,766 113,052 141,192 FT
Information Systems & Technology Manager 48 54.3519 67.8808 9,421 11,766 113,052 141,192 FT
Engineering & Construction Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Land & Facilities Services Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Natural Resources Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Operations Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Planning Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Public Affairs Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Real Property Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Visitor Services Manager 51 58.4942 73.0558 10,139 12,663 121,668 151,956 FT
Assistant General Counsel I 53 61.4192 76.7077 10,646 13,296 127,752 159,552 FT
Assistant General Counsel II 55 64.4942 80.5442 11,179 13,961 134,148 167,532 FT
Assistant General Manager 59 71.1058 88.8000 12,325 15,392 147,900 184,704 FT
Chief Financial Officer/Director Administrative Services 59 71.1058 88.8000 12,325 15,392 147,900 184,704 FT
* OST will receive an additional 1% stipend for Class A or B license; Lead OST 1% for Class A.
Board Appointee Group Compensation Hourly Monthly Annual Effective
General Manager $119.0385 $20,633 $247,600 7/1/2016
Controller - Part-time position $82.5000 $3,575 $42,900 11/1/2016
General Counsel $107.0962 $18,563 $222,760 7/1/2016
Elected Officials Compensation
Board Director 1/1/2006
Monthly MaximumPer Meeting
$100.00 $500.00
Last Revised
10/26/2016
10/26/2016
10/26/2016
Effective Date
Exhbit A
R-16-157
Meeting No. 16-31
December 14, 2016
AGENDA ITEM 6
AGENDA ITEM
Board Policy for Distribution of Tickets and Passes
GENERAL MANAGER’S RECOMMENDATION
Approve a new Board Policy, “District Distribution of Tickets and Passes.”
SUMMARY
The General Counsel and General Manager recommend that the Board adopt a new policy for
handling complimentary admission and invitations to special events that are given as gifts to the
District, to ensure that the District complies with conflict of interest laws and to make the
process of using these tickets convenient for District officials.
Every year, the District is offered invitations/admittance/complimentary admission and
invitations to special events from organizations such as:
• Sierra Club Loma Prieta Chapter Guardians of Nature Benefit at the Garden House in
Shoup Park
• Greenbelt Alliance Savor the Greenbelt Event at the San Francisco War Memorial &
Performing Arts Center
A Board policy for “District Distribution of Tickets and Passes” would authorize the General
Manager to distribute tickets and passes to District officials and ensure that the appropriate forms
are collected, retained, and posted on the District website in accordance with Fair Political
Practices Commission Regulation 18944.1.
MEASURE AA
This is not a Measure AA project.
DISCUSSION
The Political Reform Act (Act) requires the disclosure of certain gifts received by a candidate or
public official, prohibits the candidate or official from accepting gifts of $460 or more, and
prohibits a public official from making, participating in making or using his or her position to
influence the outcome of a decision involving the donor of a gift valued at $460 or more. A
“gift” is defined as “any payment that confers a personal benefit on the recipient to the extent
that consideration of equal or greater value is not received.” Ordinarily tickets and passes used
by agency officials for entertainment, amusement, or recreational events are regarded as gifts.
R-16-157 Page 2
However, Fair Political Practices Commission (FPPC) Regulation 18944.1 creates an exception
from the definition of “gift” for tickets or passes that an agency provides to certain of its officials
so long as the agency complies with specified requirements:
• The use of the ticket must further a governmental or public purpose;
• The agency must adopt a distribution policy that contains provisions set forth in the
regulation;
• The agency must complete FPPC Form 802 within 45 days of distributing the ticket or
pass, maintain Form 802 as a public record, post Form 802 to the agency website, and
provide a copy to the FPPC for posting.
Distribution of tickets and passes by a Ticket Administrator allows the District to treat the tickets
and passes as resources of the District rather than gifts to individual officials or employees. A
recipient of tickets or passes may not transfer them to others; however, it is permissible for the
recipient to receive two tickets in order to allow an immediate family member to accompany the
official to an event (“Immediate family” means the spouse, domestic partner and/or dependent
children of the employee or official).
The Regulation requires the District to designate a Ticket Administrator who would select
recipients of tickets and ensure that Form 802 is completed on behalf of the District indicating
that the tickets or passes had been used. The form would also be posted to the District’s website
and transmitted to the FPPC.
The District occasionally receives or obtains tickets or passes to events relating to the District’s
mission, or activities of governmental and non-profit partners aligned with the District’s mission.
For example, partners such as POST and the Open Space Council have offered to donate
complimentary tickets to their events for use by District personnel. Using these tickets and
passes as resources of the District serves important policy objectives of promoting District
resources, programs, or facilities, promoting the District’s mission in cooperation with other
local organizations who share or further the District’s mission. More specifically, the
permissible purposes of distributing tickets are:
• Promotion of intergovernmental relations and/or cooperation and coordination of
resources with other governmental agencies and nonprofit entities including, but not
limited to, attendance at an event with or by elected or appointed public officials from
other jurisdictions, their staff members, and their guests.
• Promotion of District resources and/or facilities available to the public.
• Promotion of District-run, District-sponsored, or District-supported community programs
or events.
• Increasing public exposure to, and awareness of, the various recreational, cultural, and
educational venues and facilities available to the public within the District.
• Promoting, supporting, and/or showing appreciation for programs or services rendered by
charitable and non-profit organizations sharing the District’s mission or benefiting
residents within the District and/or locally benefiting the District’s mission.
• Attracting or rewarding volunteer service.
R-16-157 Page 3
• Attracting and retaining highly qualified employees of the District; recognizing or
rewarding meritorious service by a District employee; and/or promoting enhanced
employee performance or morale.
• As an incident to the above purposes, allowing for the immediate family of public
officials to accompany the official(s) to events to accomplish any of the purposes listed
herein.
The proposed policy designates the General Manager or his/her designee as the “Ticket
Administrator” responsible for distributing tickets and passes, and specifies the procedure by
which the District will collect and post Form 802 in order to disclose the use of the tickets and
passes.
FISCAL IMPACT
There is no anticipated fiscal impact related to the Board’s adoption of this policy.
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
The Policy would be incorporated by the District Clerk into the Board’s Policy Manual. The
District Clerk would maintain Form 802 as prescribed by FPPC Regulation 18944.1.
Attachment
1. Resolution Adopting Board Policy for Tickets and Passes
Responsible Department Head:
Sheryl Schaffner, General Counsel
Prepared by:
Hilary Stevenson, Assistant General Counsel
Attachment 1
Resolutions/2016/R-16-__ Board Policy XXXXX 1
RESOLUTION NO. 16-
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
ESTABLISHING A POLICY FOR DISTRIBUTION OF
TICKETS AND PASSES TO DISTRICT OFFICIALS
WHEREAS, the California Fair Political Practices Commission (FPPC) enacted
Regulation 18944.1 regarding the distribution to public officials of certain types of tickets or
passes to events, which requires the adoption of a written policy by the Board of Directors; and
WHEREAS, the District may occasionally receive, purchase, generate, or otherwise gain
ownership of tickets and passes to events for entertainment, amusement, recreational, or similar
purposes, and the Board wishes to avail the District and its officials of the ability to distribute
such tickets and passes pursuant to FPPC regulation § 18944.1(c); and
WHEREAS, the District desires to use such tickets or passes to further its governmental
and public purposes as specifically described in the policy; and
WHEREAS, as provided in FPPC regulation § 18944.1, such tickets and/or passes
distributed in accordance with a duly adopted written policy are, when so distributed, not
considered gifts to public officials.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Directors of the
Midpeninsula Regional Open Space District, as follows:
1. Board Policy No. 6.09 “District Distribution of Tickets and Passes” is set forth in
Exhibit A, attached hereto and incorporated herein by this reference;
2. Board Policy No. 6.09 as set out in Exhibit A shall take effect immediately upon its
adoption.
3. This Resolution shall be posted on the District website within 30 days of its adoption.
* * * * * * * * * * * * * * * * * * * *
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on ____, 2016, at a regular meeting thereof, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Attachment 1
Resolutions/2016/R-16-__ Board Policy XXXXX 2
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk
Exhibit A: Board Policy 6.09 “District Distribution of Tickets and Passes”
Midpeninsula Regional Open Space District
Board Policy Manual
District Distribution of Tickets
and Passes
Policy 6.09
Chapter 6 – General
Effective Date: 12/14/16 Revised Date: N/A
Prior Versions: N/A
Board Policy 6.09 Page 1 of 3
This policy establishes a procedure for the distribution, use and reporting of tickets or passes,
provided to the District, to a facility, event, show or performance for an entertainment,
amusement, recreational or similar purpose (hereinafter “Event”) in compliance with Fair
Political Practices Commission (FPPC) regulations. FPPC Regulation 18944.1 sets forth
circumstances when a public agency’s distribution of tickets or passes, when no consideration
of equal or greater value is provided by the public official or employee, does not constitute a
gift to the public official or employee. Tickets or passes to an event distributed and accounted
for in compliance with this policy and FPPC Regulation 18944.1 will not be considered gifts to
the District officials or employees who make use of donated tickets and passes.
The public purposes served by distributing tickets and passes to events include: promoting
District resources, programs and facilities, promoting the District’s mission in cooperation with
similar local organizations, facilities and programs, and recognizing and retaining District
employees.
This policy is subject to all applicable FPPC regulations and the Political Reform Act. Nothing in
this policy is intended to alter, amend or otherwise affect the obligations of District officials and
employees under the Political Reform Act and its implementing regulations or under any
District policy or conflict of interest code.
I. DEFINITIONS
“District official” means every member, officer, employee or consultant of the District as
defined in FPPC regulation 18701 and shall include, without limitation, any District Board
member or other appointed or official or employee required to file an annual Statement of
Economic Interests (FPPC Form 700).
“Face value” means the price of the ticket if the ticket had been sold to the general public by
the operator of the venue or the host of the event, exclusive of fees and surcharges.
“Ticket or pass” means admission to a facility, event, show or performance for an
entertainment, amusement, recreational or similar purpose.
“Ticket Administrator” means the General Manager of the District or his/her designee(s). The
Ticket Administrator has sole discretion to determine who shall receive the tickets.
Board Policy 6.09 Page 2 of 3
“Immediate family” means the spouse, domestic partner and/ or dependent children of the
employee or official.
II. APPLICABILITY
This policy applies to the following:
a. tickets that are gratuitously provided to the District by an outside source,
b. purchased by the District,
c. received by the District pursuant to the terms of a contract for use of public property or
because the District controls the event; or
d. received and distributed by the District in any other manner.
III. PUBLIC PURPOSE
Any distribution of tickets in accordance with this policy to a District official, or to an individual
or organization outside the District at the behest of a District official, is in furtherance of a
public purpose by sharing are those that share the District’s mission, or benefiting residents
within the District, and/or locally benefiting the District’s mission. Public purposes under this
policy include, but are not limited to, the following:
a. Promotion of intergovernmental relations and/or cooperation and coordination of
resources with other governmental agencies and nonprofit entities including, but not
limited to, attendance at an event with or by elected or appointed public officials from
other jurisdictions, their staff members and their guests.
b. Promotion of District resources and/or facilities available to the public.
c. Promotion of District‐run, District‐sponsored, or District‐supported community
programs or events.
d. Increasing public exposure to, and awareness of, the various recreational, cultural, and
educational venues and facilities available to the public within the District.
e. Promoting, supporting, and/or showing appreciation for programs or services rendered
by charitable and non‐profit organizations
f. Attracting or rewarding volunteer service.
g. Attracting and retaining highly qualified employees of the District; recognizing or
rewarding meritorious service by a District employee; and/or promoting enhanced
employee performance or morale.
h. As an incident to the above purposes, allowing for the immediate family of public
officials to accompany the official(s) to events to accomplish any of the purposes listed
herein.
IV. EXEMPTIONS FROM THIS POLICY
a. Income or Individually Reportable Gift
If the District official treats the tickets as a reportable gift or other income, consistent
with federal and state income tax laws, and/or the official reports distribution of the
tickets or passes as a gift or income to the official on the FPPC Form 700, the
Board Policy 6.09 Page 3 of 3
distribution of tickets is not subject to this policy. (This procedure is applicable for
tickets that are donated or provided by an outside source and earmarked for use by a
specific District official by the outside source, which are subject to the disclosure and
reporting requirements applicable to gifts to an individual.)
b. Reimbursement
If the District official reimburses the District for the face value of the tickets within 30
days of receipt or acceptance of the tickets, as defined in the Political Reform Act, the
distribution of tickets is not subject to this policy.
V. PROCEDURES FOR DISTRIBUTION
a. Tickets received by the District from an outside source without designation as to the
specific District official who may use the tickets shall be forwarded to the Ticket
Administrator. The Ticket Administrator will determine the face value of the tickets or
passes, identify the individuals who may use them, and ensure the distribution is
reported as described below.
b. A District official designated by the Ticket Administrator to use tickets or directed by the
Ticket Administrator to distribute them to an individual or organization outside the
District, should complete the applicable section of FPPC Form 802 and submit the form
to the District Clerk.
c. A District official who receives tickets or passes distributed to the District according to
this policy is prohibited from transferring or giving the tickets or passes to any other
person except to members of the District official’s immediate family or no more than
one guest solely for their attendance at the event. No person receiving a ticket or pass
pursuant to this policy shall sell or receive reimbursement for the value of the ticket or
pass.
VI. PROCEDURES FOR REPORTING
Tickets distributed to a District official, or to an individual or organization outside the District,
shall be documented by the District official on a completed FPPC Form 802 or such other forms
as the FPPC may designate.
a. The Ticket Administrator or designee shall ensure that the completed Form 802 is
posted on the District website within 45 days after distribution of the tickets.
b. The form shall remain posted on the District website for a period of time specified for
such purpose by FPPC regulations.
c. The form shall be kept on file with the District Clerk and maintained as a District record
subject to applicable records retention rules.
d. The District Clerk shall forward a copy of the form to the FPPC in accordance with
applicable procedures.
R-16-154
Meeting 16-30
December 14, 2016
AGENDA ITEM 7
AGENDA ITEM
Contract Amendment with MKThink for Additional Futurist/Architectural Strategist Services for
the Administrative Office Project at 330 Distel Circle, Los Altos
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to execute a contract amendment with MKThink for additional
services related to the Administrative Office Project in the amount of $19,000, for a total not-to-
exceed new contract amount of $69,000.
SUMMARY
MKThink was hired under the General Manager’s authority to provide the services of a futurist /
architectural strategist, planning and research team to help the Midpeninsula Regional Open
Space District (District) determine the best long-term Administration Office option and
location(s) to meet current and future office needs. Over the last six months, MKThink has
worked with a staff project team, the General Manager’s Office, and the Facilities Ad Hoc
Committee to assess the working environment and culture of the District, evaluate internal and
external forces that may affect how the District delivers its mission in the long term, and
consider a variety of futures and scenarios that the District may face over the next 30 years.
Additional meetings, more analysis, and new deliverables require a scope and budget amendment
to allow MKThink to continue their work and complete the project by January/February.
MEASURE AA
This is not Measure AA project.
DISCUSSION
At its August 24, 2016 meeting, the Board of Directors approved the formation of a Facilities Ad
Hoc Committee (Committee) (R-16-102), who has since met four times (August 29, September
12, October 17, and December 13). Board FYIs and associated materials were issued to the full
Board after each Committee meeting except for December 13, which occurred yesterday.
The District selected MKThink via a robust Request for Qualifications and Proposals (RFQP)
selection process. The RFQP was released on April 18, 2016 via direct email and posted to the
District website. Over ten groups expressed interest in proposing. The District received and
evaluated three proposals, and MKThink was identified as the most qualified team based on their
demonstrated understanding of the project, approach, team make up, and experience with similar
projects.
R-16-154 Page 2
To date, MKThink has gathered information about District functions and work culture, assessed
current and future operational needs, and weighed those with external factors that will either be
challenges to overcome or opportunities to take advantage of. MKThink also conducted a survey
of AO staff and the Area Superintendents and Managers to further assess the existing work
environment and conditions and how they might influence the range of AO solutions. Based on
their research and assessment, MKThink developed and presented six potential future scenarios
that best respond to present and future operational needs and consider external forces that affect
how the work environment may change in the future. MKThink then prepared a matrix of draft
evaluation criteria to measure how well potential real estate solutions respond to each future
scenario. Based on Committee input and direction, MKThink refined three real estate solutions
to present to the Committee yesterday, December 13. If recommended by the Committee and
barring any extensive revisions or extra analyses, the project will be brought to the full Board for
a final decision on an AO solution next January/February.
Because of the project’s fluidity, complexity and evolution, and the need to adapt quickly to
address input from the Committee and the General Manager’s Office, the project team held more
coordination, team, and Committee meetings than were originally scoped in the RFQP. At the
District’s request, MKThink has attended these meetings either in person or via conference
call/Skype, and to date, their original scope of work has accommodated these additional
meetings. However, at least one more Committee meeting and Board meeting are required to
bring the project to completion next calendar year, and more funds are necessary. The proposed
amended scope includes the additional Committee and Board meetings and related work product
preparation ($9,000), and an allowance for two additional Committee/Board meetings if needed
($6,000) and associated team coordination, work product preparation, and review ($4,000).
FISCAL IMPACT
The FY2016-17 budget includes $120,000 for the Administrative Office Project (Project #31202)
and is sufficient to cover the recommended contract amendment.
FY 2016-17
Project #31202 Budget $120,000
Spent to Date (as of 11/22/16): $40,017
MKThink Contract Balance: $9,983
MKThink Amended Contract Amount: $19,000
Budget Remaining (Proposed): $51,000
BOARD COMMITTEE REVIEW
The Committee met on August 29, September 12, October 17, and December 13, 2016 (see
attached Board FYIs), asked clarifying questions, and provided direction and input.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
R-16-154 Page 3
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act (CEQA). In the
future, the District would conduct CEQA review on the preferred site design, after the Board
selects an AO option to proceed with design.
NEXT STEPS
Following Board approval, the General Manager will direct staff to continue working with
MKThink to present the project to the full Board in January/February for a final AO decision.
Attachments:
1. Board FYI re: August 29, 2016 Committee meeting and attachments
2. Board FYI re: September 12, 2016 Committee meeting and attachments
3. Board FYI re: October 17, 2016 Committee meeting and attachments
Responsible Department Head:
Jane Mark, AICP, Planning Department
Prepared by:
Tina Hugg, Senior Planner, Planning Department
DATE: September 14, 2016
MEMO TO: MROSD Board of Directors
FROM: Stephen E. Abbors, General Manager
SUBJECT: Summary from August 29, 2016 Facilities Ad Hoc Committee Meeting
_____________________________________________________________________________
At its August 24, 2016 meeting, the Board of Directors approved the formation of the Facilities
Ad Hoc Committee (Committee) (R-16-102). The charge of the Committee is to (1) identify any
potential gaps in the Administrative Office (AO) site benchmark feasibility study, real estate
market analysis, and futurist/architectural strategist report, and (2) arrive at a recommended
preferred option, possible alternatives, and next steps to forward to the full Board at a later date
for its consideration and decision.
The Committee has met twice since formation. Below is a summary of the August 29, 2016
meeting. Materials given to the Committee have been provided to the Board for more detail. The
Committee selected Director Kishimoto as Chair, discussed its purpose, and the purpose of the
futurist/architectural strategist, MKthink. The Committee discussed how and when to bring items
to the full Board for consideration during the process. The project team was introduced and the
process and schedule discussed. The status of the Palo Alto Medical Foundation (PAMF)
building across from the AO was reviewed. Please see to details provided below.
Committee Purpose
The Committee’s overarching purpose is to provide policy level guidance on staff facilities. For
this current effort, the Committee felt that they should focused immediately on the AO and that
the recommendations prepared for the AO need to consider and relate to other District staff
facilities, including field offices or potential new satellites, and whether AO staff can deploy out
of those locations.
The Committee discussed their goal, which includes bringing forth to the full Board a
recommendation for the AO to move forward with and also to act as a strike force by which to
consider new opportunities to allow staff to act quickly if necessary.
Futurist Purpose
Because of the substantial investment anticipated to address the District’s long-term
administrative office needs, the purpose of MKThink’s work is to test staff’s assumptions with
regard to viable solutions for a new AO and to unearth potential options that staff did not
consider. They are exploring external factors or forces that may influence the way the District
conducts its work in the future and where a new AO might best be located to effectively and
efficiently deliver the District’s services.
Unlike the futurist used for the Packard Foundation, this scope of work is less about work space
planning within the building and more about determining the type, size, and location of the
Attachment 1
Summary from August 29, 2016 Facilities Ad Hoc Page 2
Committee Meeting
building. MKThink will touch upon conceptual space planning insofar as it affects the building
the District might seek.
Process and Schedule
Board FYIs will be provided to keep the full Board apprised of the project’s progress. The
Committee will meet at each milestone to provide policy guidance. The Committee will also
determine which items should be brought to the full Board for their input, e.g. decision-making
criteria.
The initial schedule was to have a preferred recommended option by the end of the calendar
year. The schedule will need to be adjusted to accommodate Board meetings when the
Committee feels items should be brought to the full Board.
MKThink Draft Initial Findings
MKThink is currently in their Research and Findings stages. To learn more about the District,
they have been provided background material and reports such as the Vision Plan and the
Financial and Organizational Sustainability Model (FOSM). MKThink will move on to assessing
the District’s current and future operational needs and weighing those with external factors that
will either be challenges to overcome or opportunities to take advantage of, as they develop
options for a new AO.
MKThink presented their proposed process and draft initial research findings centered around six
study areas. The Committee was asked if there were any questions or gaps in the analysis. They
were also asked if any study area seemed more important than the others, and what other
information might be needed to inform a recommended preferred option and a decision.
The Committee posed the following questions:
• What’s the future of the cubicle?
• What’s the future of the work week?
• How do we share desks?
• Can District staff share space?
• What is the future of El Camino Real?
• Which cities will expand or build along El Camino Real?
• Can we partner with other like-minded organizations, e.g. Peninsula Conservation Center?
• How will we use space? How much storage will we need? Are we heading towards a
paperless office?
• Diversity – how do we ensure our office is accessible?
• Childcare – how do we retain talented women and support families?
• Environmental sustainability – how do we minimize our environmental footprint?
• Symbolism of the building – is it a statement? Is it more low key?
The Committee expressed interest in monitoring the real estate market more actively.
Status of PAMF Building
An update on the PAMF building located across from the AO was provided by Real Property. A
proposal to purchase the building was sent and no response had yet been received. PAMF is not
interested in swapping properties with the District. PAMF seems amenable to leasing half the
building to the District, but only for two years. If the decision is made to build on site, design and
Attachment 1
Summary from August 29, 2016 Facilities Ad Hoc Page 3
Committee Meeting
permitting are anticipated to take two years with construction taking another two years. Timing
of a temporary lease will be critical.
The Committee asked Real Property to update them at the next meeting regarding PAMF and
asked for an update on the Real Estate Market Study and the AO Site Benchmark Feasibility
Study.
Prepared by: Tina Hugg, Senior Planner
Project Team Staff
1. General Manager’s Office – General Manager Stephen E. Abbors, Assistant General
Manager Ana Ruiz, Assistant General Manager Kevin Woodhouse, Chief Financial
Officer/Administrative Services Director Stefan Jaskulak, and District Clerk Jennifer
Woodworth
2. Department Managers – Jane Mark (Planning), Jason Lin (Engineering & Construction), and
Mike Williams (Real Property)
3. Staff – Tina Hugg (Planning, day-to-day contact), Aaron Hebert (formerly Engineering &
Construction, now Natural Resources – will be replaced with and Engineering and
Constructions representative at the end of the strategist report), Allen Ishibashi (Real
Property)
Attachments:
1. August 29, 2016 Facilities Ad Hoc Committee Presentation
2. MROSD AO Future Study by MKThink
The attachments for this documents are extensive. If you would like a paper copy, please contact
Jennifer Woodworth, District Clerk, or they are accessible on the District’s website or the
Board’s Dropbox account.
Attachment 1
DATE: September 14, 2016
MEMO TO: MROSD Board of Directors
FROM: Stephen E. Abbors, General Manager
SUBJECT: Summary from September 12, 2016 Facilities Ad Hoc Committee (Committee)
Meeting
_____________________________________________________________________________
This FYI Memorandum summarizes the Committee’s discussions at their September 12, 2016
meeting, where staff presented the findings of the Real Estate Market Analysis and
Administrative Office Site Benchmark Feasibility Study. The Committee also clarified and
reconfirmed their purpose, the purpose of the futurist, and the process and expected milestones.
The General Manager emphasized that this investment would be the single biggest purchase ever
made by the District, and hiring a futurist/ architectural strategist, MKThink, for their
recommendations helps ensure the best decision can be made.
The Committee discussed key factors to consider in the facilities evaluation that the District and
futurist/architectural strategist are conducting. These factors include: (a) feasibility of retaining
AO as a centralized office or developing a separate satellite office; (b) minimizing new office
construction costs with consolidated underground parking; (c) opportunity to build additional
office space in the new AO in order to lease out to a partner entity or other; (d) prioritizing the
search of office properties within close proximity to public transit; (e) initial Committee
preference for a two to two-and-a-half story building even though the site development potential
could be as large as a four-story option; and (f) what how the AO may be staffed in the future.
Process and Milestones
MKThink is developing options to solve the AO space needs by considering the District’s
current and future operational needs and external challenges or opportunities that may influence
the way the District conducts its work in the future. Certain options may be ruled out by
constraints that make them infeasible, e.g. extremely cost prohibitive. The remaining options will
be evaluated through a value system that MKThink will develop with the Committee and Board.
Each option will have pros and cons or tradeoffs, values which the Committee and Board will
consider when weighing the options, e.g. smaller individual work areas to achieve higher quality,
larger common areas. How the Committee and Board prioritizes these values will influence
which options perform better than others. A decision-making matrix will be developed that
shows how each option performs for each value. The goal is to arrive at a preferred
recommended option to present to the full Board. Staff expects this scope of work to continue
through the end of the calendar year with a recommended option potentially in
December/January.
Attachment 2
Summary from September 12, 2016 Facilities Ad Hoc Page 2
Committee Meeting
Real Estate Market Analysis
Colliers International prepared a Real Estate Market Analysis last December (see attachment for
more detail), and updated their data on September 1, 2016 (see attachment). Little has changed.
The analysis looked at the office lease and sale market from San Carlos to Los Gatos for
buildings between 20,000 to 40,000 square feet. It also compared the cost differential between
transit-oriented buildings (located along Caltrain) versus non-transit-oriented buildings.
The key takeaways are that the commercial real estate market is highly opportunistic and
competitive, and there is little to no availability in the 20,000 to 40,000 square foot size range.
This is true along the entire Peninsula and south. Property located near Caltrain stops are
significantly higher in cost. Finally, leasing is not a recommended long-term solution, as lease
rates continue to rise and the District would be paying property taxes folded into the lease rates.
The challenges in purchasing a new building include the uncertainty of where and when an
opportunity might arise. In addition, there is no way of knowing what type of building may
become available and whether it would need significant remodeling to create a work
environment needed by the District, e.g. a Board room.
When the Committee inquired about the status of the office across the street, staff reported that
the Palo Alto Medical Foundation (PAMF) is not interested in selling. They may still be
interested in short-term leasing to the District for only two years. However, the District would
need to carefully determine when to start this two-year lease. It will likely take two years to
design and permit a new building, and two years for construction. Thus, entering into a lease at
this point in time is premature, and there is no guarantee that the building will be available later.
Administrative Office Site Benchmark Feasibility Study
Tannerhecht Architecture completed the Administrative Office Site Benchmark Feasibility Study
earlier this year (see attachment for more detail) under the General Manager’s authority. The
firm was selected to perform this straightforward site development analysis for expediency and
efficiency, given the firm’s knowledge of the AO building, the property, the City of Los Altos’
(City’s) planning and building processes, and the current design and construction environment.
The firm assessed the site’s development potential and provided ballpark conceptual costs for a
series of different sized buildings. Simple building shapes were used. No detailed design work
was required for this level of assessment. The site’s development potential is affected by many
factors, which include but are not necessarily limited to the City’s planning and building code
requirements, property size and configuration, and the site’s proximity to residential community.
The firm was asked to push the envelope, which means that for one or more options, some
negotiation with the City might be necessary if or when the project moved into a design phase.
The key takeaway is that the site has can support a two- to three-story building, ranging from
30,800 square feet to 46,000 square feet. A larger building will allow flexibility to house the
District over the next 30 years if growth follows the projections of the Financial and Operational
Sustainability Model (FOSM). Unused space could potentially be leased out until needed.
Pending negotiations with the City and a change in materials that allow for shorter floor-to-floor
heights, four stories may be possible. All options require underground parking, currently two to
four levels.
Attachment 2
Summary from September 12, 2016 Facilities Ad Hoc Page 3
Committee Meeting
Committee Comments
The Committee expressed concerns about the process and schedule to arrive at a recommended
AO building option for the Board to consider. The current schedule looks at December/January
for a final recommendation, anticipating several key milestone meetings for Committee and
Board review and action. The next Committee meeting is being scheduled for early October at
which time MKThink and staff will present a series of options as well as a preview of decision-
making work products.
There was discussion around searching for a new building in the real estate market. However,
currently there are no defined parameters around size, locations, etc., pending work by the
futurist that may outline the characteristics needed in a new building, whether purchased or built
on site. The Committee confirmed that an aggressive search of the real estate market can wait
until MKThink completes their work, so that their recommendations can be folded into
parameters that Real Property needs. Real Property will continue to stay abreast of real estate
opportunities that may arise in the meantime.
The Committee discussed whether the AO should be split into two, as that could lessen costs. It
was pointed out that although cost is a significant factor, functionality and operational efficiency
are other factors that MKThink will bring forward for consideration. Staff at the AO may work
more efficiently if housed in one location. Toward the end of the meeting, the Committee
expressed concerns with multiple AO offices, e.g. two AOs or one main AO and smaller
satellites. Some of the Committee members observed that District staff rely heavily on
collaboration and communication. It was noted that there have been challenges with the current
separate lease spaces, which are just next door.
The Committee discussed the geographic location that would be most central for the AO. They
concurred that the current site is well located, with easy access to highways and to the Preserves,
unlike downtown Palo Alto.
The Committee discussed the future growth of AO staff and whether growth would continue
more in the field and if AO staffing would contract. It was pointed out that, per FOSM, growth in
the AO may plateau but the need for administrative staff will be ongoing to support long term
administrative and operational functions, and complete life cycle facility repairs. The Committee
acknowledged infrastructure life cycles and the need for ongoing planning, design and
engineering/construction positions to complete this work.
The Committee directed staff to remove the four-story option for the current AO building from
further consideration. The Committee supports two to two-and-a-half stories and is willing to
consider three stories particularly if a partner is willing to help offset the cost. Three stories may
allow flexibility to design a building that allows for more natural light like the Packard
Foundation building. Interest was expressed in limiting underground parking to one level, which
would require purchasing the Carl’s Jr. property and extending underground parking below that
footprint. Real Property will look into the property ownership and status of the adjacent Carl’s Jr.
property to determine if this is a possible option. MKThink will look into the feasibility of this
option.
The Committee discussed the justification for the investment in a new AO office building.
Delivery of Measure AA projects is a priority and this requires more staff and the space for staff
Attachment 2
Summary from September 12, 2016 Facilities Ad Hoc Page 4
Committee Meeting
to deliver the projects and the services to the public. It was also noted that General Funds, not
Measure AA, will be used for the new building.
The Committee discussed what elements they would like to see in a new building if this option is
ultimately selected: rooftop garden with cafeteria seating, solar panels, waterless urinals. Staff
confirmed that stormwater runoff in excess of what currently exits the site would need to be
retained on site. Staying within a mile of the Caltrain corridor is desirable to keep transit options
open.
Next Steps
At the next Committee meeting, scheduled for October 17, 2016, MKThink will bring options
that respond to the District’s present and future operational needs and consider external forces
that affect how the work environment may change in the future. Selection of prioritization
criteria to inform decision-making will follow at a subsequent meeting. Finally, using the
criteria, the goal is to narrow down the options to a preferred recommended option with potential
alternatives. Real Property will look into who owns the Carl Jr.’s property and its status, and
report back.
Prepared by: Tina Hugg, Senior Planner
Attachments:
1. September 12, 2016 Facilities Ad Hoc Committee Presentation
2. December 10, 2015 Real Estate Market Study by Collier’s International with Updates
from September 1, 2016
3. February 1, 2016 Site Development Concept Feasibility Study by TannerHecht
Architecture
The attachments for this documents are extensive. If you would like a paper copy, please contact
Jennifer Woodworth, District Clerk, or they are accessible on the District’s website or the
Board’s Dropbox account.
Attachment 2
DATE: November 9, 2016
MEMO TO: MROSD Board of Directors
FROM: Stephen E. Abbors, General Manager
SUBJECT: Summary of the October 17, 2016 Facilities Ad Hoc Committee Meeting
_____________________________________________________________________________
This FYI Memorandum summarizes the discussion and comments at the October 17, 2016
Facilities Ad Hoc Committee (Committee) meeting, where staff presented information on the
adjacent Carl’s Jr. property and MKThink presented potential options to meet the long-term
Administrative Office needs and a draft set of evaluation criteria for narrowing down and
selecting a preferred final option. This FYI also includes input from Director Hassett who was
absent for the Committee meeting, but attended a separate meeting with the District project team
on October 24.
Partnership Potential
Jerry Hearn, Chair of the Peninsula Center Trust Fund (Trust), addressed the Committee to speak
about a possible partnership arrangement for a future Administrative Office (AO) building. He
had previously spoken to General Manager Abbors and staff about the partnership idea. The
Trust owns the Peninsula Conservation Center building, which it leases out to the Peninsula
Center Management Council, who then subleases the building to eight non-profit organizations
(Committee for Green Foothills, Loma Prieta Chapter of the Sierra Club, Acterra, Grassroots
Ecology, Canopy, California Native Plant Society, the Trail Center, and the League of Women
Voters). The Peninsula Center Management Council includes a representative of each member
organization.
While the current Peninsula Conservation Center building meets each organization’s needs in
general, its location on the east side of Highway 101 is not transit friendly and is perceived to be
challenging to access. Mr. Hearn indicated that the Trust might be interested in a potential
partnership if the opportunity was feasible. The Trust has no timeline and is not aggressively
looking for a new space, but Mr. Hearn felt they would be able to accommodate the District’s
schedule, which targets the beginning of 2017 for a decision on the AO.
The Committee discussed the partnership potential and concluded it would be a very complicated
process. It would also require a large building, at least three stories, to accommodate both the
District and a partner organization or group of organizations. Director Hassett concurred with
the Committee. The idea of a partnership may be revisited as a preferred option for the AO is
selected, to determine if such an arrangement is feasible and beneficial.
Attachment 3
Summary from October 17, 2016 Facilities Ad Hoc Page 2
Committee Meeting
Parking Potential at the Carl’s Jr. Site
Staff was asked to look at the feasibility of building one level of underground parking on the
Carl’s Jr. site to avoid the cost of building two stories of underground parking under a new two-
story AO on the current AO site (Attachment 2). The Committee discussed the cost and
implications of purchasing the Carl’s Jr. site and building surface or underground parking on it.
Conservatively using the 2006 purchase price ($1.65M) for the Carl’s Jr. property, one level of
underground parking under that site and one level under the AO site would cost $4.3M. In
contrast, two levels of parking on the existing AO site would cost $2.7M. Thus, the Carl’s Jr.
underground parking option would increase the underground parking cost by over $1.5M
compared to constructing two levels of underground parking under the AO site. Additional
related costs and issues include the true cost of the property itself (anticipated to be higher than
the 2006 purchase price of $1.65M), the challenges and cost of buying out the Carl’s Jr. lease
and relocating the business, the political implications of lost jobs when the business either
relocates or closes, and the planning and permitting effort for combining and developing the lots,
particularly if our intended use does not meet the City of Los Altos’ desire for high density
development.
The Committee members in attendance were not comfortable with taking on the role of a
developer and felt the process would be too costly and complex, with far too many unknowns.
Committee consensus at the meeting was to take this option off the table. However, Director
Hassett felt $1.5M was not a large enough cost difference to warrant removing this option
particularly if the District were considering an alternate site near transit, which would in
comparison result in even greater total project costs. However, it was noted that MKThink’s
futures and solution alternatives do not currently include seeking another property for the main
AO, as the current AO site functions well given its proximity to District lands, services, mass
transit, and major thoroughfares. Satellite office space in other cities is an option.
MKThink Presentation
MKThink presented three items: (1) AO staff survey results, (2) six potential options for the AO
(described below as future scenarios), and (3) draft value criteria. A summary follows below,
but more information is contained in the attached presentation document.
Staff Survey
A survey was sent to AO staff and the Area Superintendents and Managers who interface
regularly with the AO to assess the existing work environment and conditions. Topic areas
included information about staff, commuting (modes, motivation, barriers, distance and
duration), field offices, current workplace environment, remote work, and satellite offices. The
survey also asked staff about their thoughts of the future, including suggested improvements,
future challenges, and future opportunities.
The Committee discussed incentivizing the use of mass transit. Although it was noted that staff
who drive often do so because they need their vehicles for activities outside work, such as
daycare drop off and pick up, personal errands, and evening commitments. The City of Los
Altos’ (City) current parking requirements were also discussed, including whether the City
would consider reducing the requirements. District staff’s recent conversations with City staff
and attendance at two City Council meetings regarding zoning regulations appear to indicate that
parking requirements will likely remain unchanged for the foreseeable future.
Attachment 3
Summary from October 17, 2016 Facilities Ad Hoc Page 3
Committee Meeting
The Committee asked how these findings compared with MKThink’s other clients. MKThink
explained they see the same results in other organizations, which are facing similar external
trends. Although MKThink recommends a proactive approach to change, they have observed
that a radical change to work culture can be challenging without external or internal pressures
that motivate or prompt the need for change, e.g. lease rate increases, retention issues caused by
lengthening commute times, or lack of sufficient workspace.
Future Scenarios
MKThink then presented six future scenarios, based on their research and assessment of the
District staff and work culture, that respond to the District’s present and future operational needs
and consider external forces that affect how the work environment may change in the future.
Each scenario envisions a specific future with a particular focus that influences how the District
would need to position itself and the new AO to address a particular future work environment
and AO building. For example, a Talent Future scenario that focuses on attracting and retaining
top talent in an increasingly competitive market may offer more attractive amenities and higher
quality equipment in the new AO and allow more flexible work hours or telecommuting
opportunities. MKThink noted that scenarios are not mutually exclusive, and elements can
overlap. For example, the Talent Future scenario that focuses on talent recruitment and retention
can also incorporate environmental design elements that would be part of the Environmental
Future scenario.
For the purpose of this discussion, MKThink also prepared one potential real estate solution for
each future scenario with the understanding that these would be expanded, refined and vetted
following the Committee’s discussion. All solutions for all future scenarios utilize the existing
AO location in some form (a complete rebuild with additional floors or retaining and renovating
the existing footprint). None envision the main AO relocating to a new site although some of the
solutions also envision separate satellite office(s) to address the need for additional work space
and to alleviate long (3+ hour) daily commutes. Three potential real estate solutions are
provided below:
1. Keep the existing AO and renovate it – requires an extensive renovation as well as highly
dense work spaces. The feasibility of this option is still being explored and it could
require satellite offices to distribute and accommodate the projected number of staff. It is
also unclear how parking requirements may be affected by an increase in use and this
may affect the feasibility of this solution.
2. Rebuild on-site with a two- or three-story building – requires demolition of the existing
building. Because of the resources needed to build new, this option would be less green
than renovating the existing building, but allow the District to meet its long term needs in
one centralized location. Satellite offices could still be employed to better handle
community engagement and alleviate long commutes.
3. Utilize satellite offices, e.g. Los Gatos, Redwood City – these could be leased at least
initially to allow the District to pilot how a satellite scenario would work logistically.
MKThink envisions that satellite office(s) would work with a central AO. Satellite office(s)
could either become the main reporting site for select employees and/or act as remote work
locations for drop-in work similar to how the District’s existing field offices function for AO
staff. In either configuration, space in the AO would be denser and more efficient, with greater
Attachment 3
Summary from October 17, 2016 Facilities Ad Hoc Page 4
Committee Meeting
focus on collaborative work areas and meeting space. A comment was raised from a Committee
member who expressed an interest in utilizing field offices as these satellite work stations.
Concerns about the field offices are their remote location that do not solve commute issues and
their lack of space to accommodate more staff.
Satellite offices that are located near or in urban areas could help with community engagement
by providing a meeting location closer to the north and/or south areas of the District or a place
where visitors could drop by for information or to speak to staff. The Committee members,
including Director Hassett, were divided on support for a satellite option.
Although the Palo Alto Medical Foundation (PAMF) has indicated it is not currently willing to
sell its building across from the AO, Director Hassett wished to keep it as an option even if the
decision is made to build on the existing AO site and while design is under way. The PAMF
building could be ideal given that the building and site are larger than the AO.
For further refinement of real estate solutions, all Committee member selected 1: Talent Future,
2a: Partner Future A, and 3: Environmental Future as their top three future scenarios.
Draft Evaluation Criteria
Based on prior Board goals, MKThink developed a matrix of draft evaluation criteria to measure
how a potential real estate solution for a future scenario would perform and alleviate the issues
the District will be facing. The criteria will assist in future decision making. The Committee
decided against prioritizing the criteria or placing them in weighted tiers. However, the
Committee made the following changes to the criteria:
1. Added Community Engagement – to address how well the District would interact with the
communities it serves;
2. Combined Staff Retention (Retention) and Staff Diversity – these are very similar; and
3. Removed Staff Survey Feedback.
Next Steps
The next Committee meeting is currently targeted for December. The goal is to develop more
refined real estate solutions that address the top three future scenarios. Using the criteria, the
next goal would be to narrow down the options to a preferred recommended option with
potential alternatives. These deliverables would be presented to the full Board next January or
February.
Prepared by: Tina Hugg, Senior Planner
Attachments:
1. October 17, 2016 Facilities Ad Hoc Committee Presentation (This attachment is large. If you
would like a paper copy, please contact Jennifer Woodworth, District Clerk, or they are
accessible on the District’s website or the Board’s Dropbox account.)
2. Memo to Facilities ad hoc committee Re: High level assessment of Carl’s Jr. property
Attachment 3