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HomeMy Public PortalAbout20010101 - Agenda Packet - Board of Directors (BOD) (23) Midpeninsula Regional Open Space District Meeting 11-05 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 330 Distel Circle Los Altos, California Wednesday, February 23, 2011 CLOSED SESSION MEETING OF TIIE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT BEGINS Xi'5:00 P.M.* BOARD WORKSHOP OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRIc'i,BEGINS A,i'6:00 P.M.* REGULAR MEETING OF THE MIDPENINSULA REGIONAL OPEN SPACE Dis'j'Ric"r BEGINS A'i'7:00 P.M.* AGENDA SPECIAL MEETING 5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DIsTRicr- CLOSED SESSION ROLL CALL, CONFERENCE WITH LABOR NEGOTIATORS Agency designated representatives: Deborah Glasser-Kolly,General Manager Steve Abhors,Administrative Services Manager Kate Drayson, Human Resources Analyst Annetta Spiegel, Human Resources Technician Sonya Siebe, Operations Manager David Sanguinetti,and Accounting Specialist Bunny Congdon Employee Organization: Midpeninsula Regional Open Space District Field Employees' Association and Unrepresented Employees: Administrative,Office and Supervisory Employees 6:00 BOARD WORKSHOP 1. Standing Committee Meeting Schedule and Implementation of the Proposed Meeting Dates in Calendar Year 2011 —M. Radcliffe REGULAR MEETING 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL,OPEN SPACE DISTRICT- PUBLIC SESSION ROLL(,'ALI, REPORT ON RETURN FROM CLOSED SESSION(THE BOARD SHALL PUBLICLY STATE ANY REPORTABLE ACTION TAKEN IN CLOSED SESSION PURSUANT-ro GOVERNMENT CODE SECTION 54957.1) ORAL,COMMUNICATIONS-PUBLIC ADOPTION OF AGENDA 7:05 CONSENT CALENDAR 1. Approve Minutes of the Special and Regular Meetings—January 26, 2011 2. Approve Revised Claims Report 3. Approve Written Communications-None 4. Appoint District Auditor for FY 2011-12—M. Foster 7:10 BOARD BUSINESS 5. Consideration of the Controller's Report on the Proposed Fiscal Year 2011-12 Budget—M. Foster 6. A. Presentation of the Midpeninsula Regional Open Space District FY2011-12 Preliminary Action Plan— K. Lenington B. Presentation of the Midpeninsula Regional Open Space District FY2011-12 Initial Budget—K. Drayson 7. Progress Report on Elements of the Mount UmunhUm Environmental Restoration and Public Access Project—S. Abbors INFORMATIONAL REPORTS—Reports on compensable meetings attended. Brief reports or announcements concerning activities of District Directors and staff,opportunity to refer public or Board questions to staff for factual information; request staff to report back to the Board on a matter at a future meeting; or direct staff to place a matter on a future agenda. A. Committee Reports B. Staff Reports C. Director Reports ADJOURNMENT Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order. TO ADDRESS THE BOARD: The Chair will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes.Alternately,you may comment to the Board by a written communication, which the Board appreciates. Consent Calendar:All items on the Consent Calendar may be approved without discussion by one motion. Board members, the General Manager, and members of the public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar. In compliance with the Americans with Disabilities Act,if you need assistance to participate in this meeting,please contact the District Clerk at(650)691-1200. Notification 48 hours prior to the mecting,will enable the District to make reasonable arrangements to ensure accessibility to this meeting. Written materials relating to all 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 1,Michelle Radcliffe,District Clerk for the Midpeninsula Regional Open Space District(MROSD),declare that the foregoing amended agenda for the Special and Regular Meeting of the MROSD Board of Directors and the Special Meeting of the District Financing Authority was posted and available for review on February 18,2011,at the Administrative Offices ofMROSD,330 Distel Circle,Los Altos California,94022. The agenda is also available on the District's web site at Signed this 18"'day of February,at Los Altos,California. M.C:>-0..XjP0r*L "Mal District Clerk February 18,2011 Claims No. 11-04 Meeting 11-05 Date 2/23/11 � Revised Midpeninsula Regional Open Space District # Amount Name Description � 1*530 $24,432.51 Ascent Environmental osQaxvEpa Document Preparation&Support For Mt. umunhum Site Planning � 14531 $6.e02�60 The Bank cx New York Mellon Note Paying Agent Fees-2on*Revenue Bonds/1non. 1oeea unorwmee 14532 *6.e78.02 David x. Powers mAssociates Consultant Services Tv Complete CEqA Review For Cooley Landing Project 14533 $5.100.00 Tennarhecht*rchitamum Architecture Services For 8pORemodel 14534 $3.858 10 mFP Accounting Technologies Annual Maintenance&Support-Accounting Software 1*535 $3,052.50 TimmhyC. Bem.CEG Road&Trail Inventory-Russian Ridge/Engineering Geology Gemioas-o,i000nRonnxRvau Upgrade Project � | 1*536 $2.825.00 MCanemouenng Rental Residence Repairs Plumbing,Windows&Joist | 1*537 *2.425D0 MC8Remnuenng oeckRnn|omament-Ronta|Roxidenco ! | 1*53e $o.nreAo PT Armor Body Armor For Four Employees 14539 $z.OooOV wenfunuoBymeopoat Postage � 14540 $1.950.50 Normal Data Consulting Services-Citation Database Support � 145*1 $1.900.00 o&J Septic Risers'Rental Residences /454e $1.810.20 Tires On The Gu Timm 145*3 $1.622.88 ~1 First National Bank Conferences&Training-League[V California Cities Conference /First Aid&CPR Training Supplies/Hazardous Materials Training/Special Districts Legislative Days Conference 145+1 $1.564.11 ~1 First National Bank Field Supplies/Rigging Equipment For Tree Access/Stop& Slow Signs/Battery Tender Parts/Signs For oumpave,/ Janitorial Supplies/GPG Battery Pack/Disposal Fee For Two Sofas Found At Ravenswood 145*5 $1.5*2o0 ^2 San Mateo County General Plan Conformity Fee For POST(ui|va)Property � 14546 $1.500.00 City Of Foster City Annua|Fen-Cu|OppaOnuneoatahaae 14547 $1.45*o0 Sandis Fo|gor Ranch House Survey 1*548 $1.130-19 Cascade Fire Equipment Company Primer Pumps, Fire Tools&Hose 145*9 $1.101.25 Spars Motorcycle&ATV Lift/Dishwasher For spo Break Room / Portable Jump Start Battery 14550 $1.04*.31 Commuter Check Gem|xov Commuter Check pmgnum'T'aoou Passes 14551 *1.015.11 U|ine Storage Containers For SpoShop 1*e52 $1.000.00 San Francisco Parks Trust Membership Dues For Bay Area Open Space Council | 14553 *982.28 ^i First National Bank Office Supplies/Printer Cartridges/Plotter Paper&Ink/Holster | &Charger For District Cell Phone 14554 $807.05 ^1 First National Bank Computer Expenses/FFO Internet/Dish Network Service / � Email Service Provider For Sending E-mail Blasts/Web nuxnnn/ � Hard ovva a Memory For Mail Server/Flash Card noagn,/ Batteries/Two UGB Flash Drives 14555 u586.13 Amm Safety Products Field Supplies Work Gloves 14556 $570.98 Ergnwomo Ergonomic Equipment 14557 $570.e3 Metro Mobile Communications Radio Repair,Service&Supplies 14558 *586.38 neoo|nOyGou/n Bay oumpstorSowice-rrO | 1455e $5515* Foster Brothers Locks&Keys / 14560 $550.00 E,gowsm Ergonomic Training For Field Staff 14*61 $524.29 Waste Management CnGuadalupe Waste Removal From South Area Outpost � Disposal Company � 14562 $495.00 Aaron's Septic Tank Service Pumping Services'Rental Residence 1*563 $489.90 CMmAutvmotive Vehicle Maintenance&Repairs | 1456* $*:O.o* Craftsmen Printing Printing Services'Business Cards � 1*505 $427.40 nEBnmnann'a Steel Company Steel Posts For Signs On Mt. UmunxumRoad � 14566 $407.23 San Jose Water Company Water Service RSA | Page`*» � � Claims No. 11-04 Meeting 11-05 Date 2/23/11 I i Revised Midpeninsula Regional Open Space District # Amount Name Description 14567 $365.85 *1 First National Bank Business Related Meals/Board Meetings/Mountain View Communications Committee Meeting/Skyline Ridge Tree Farm Audio Team Meeting/Field Trip With Assembly Member 14568 $362,81 *1 First National Bank Uniform Expenses 14569 $356.89 *1 First National Bank Vehicle Supplies-ATV Supplies/Fuel 14570 $345.57 Grainger Safety Equipment/SFO Shop Tools 14571 $344.30 *1 First National Bank Advertising&Subscriptions-Survey Monkey Monthly Subscription/Advertising-Request For Bids For Mailing Service 14572 $324.75 Hedgerow Farms Three Tons Of Purple Needlegrass Straw Bales I 14573 $313.57 California Water Service Company Water Service-FFO&Rental Residences i 14574 $288.88 Lab Safety Supply Field Supplies-Safety Gloves 14575 $250.00 Palo Alto Upholstery Repair Patrol Truck Seat 14576 $205.06 Big Creek Lumber Concrete For Gate Posts 14577 $190.03 West Payment Center Legal Research Fees 14578 $187.67 Green Waste Garbage Service-SFO 14579 $175.94 Allied Waste Services Garbage Service-Rental Residences 14580 $154.41 Cabela's Uniform Expense 14581 $149.30 Gempler's Respirator Masks&Filters 14582 $120,12 Perez, Mike Reimbursement-Uniform Expense 14583 $119.00 Coastal Sierra Internet Service-SFO 14584 $118.00 Department Of Housing&Community Registration Renewal For SFO Storage Structure Development 14585 $101.76 McKowan, Paul Reimbursement-Supplies For Crew Leader Event&Team Trail Patrol 14586 $100.00 Baldzikowski,Matt Reimbursement-Certified Professional In Erosion And Sediment Control Membership Dues 14587 $95.00 Suburban Propane Propane Tank Rental-Rental Residence 14588 $94.92 Cook, Peter Reimbursement-Field Supplies 14589 $87.40 Emergency Vehicle Solutions Repair Spotlight On Patrol Truck 14590 $80.83 Tooland Field Supplies-Flex Bits 14591 $80.00 R.H.F. Inc. Radar Recertification 14592 $67.80 West Valley Collection Garbage Service-South Area Outpost 14593 $67.51 Interstate Traffic Control Products Paint To Cover Graffiti On Mt. Umunhum Road 14594 $64.48 *1 First National Bank Photos&Frames For Recognition Of Donations 14595 $60.00 Cupertino Medical Group Employee Medical Services 14596 $56.29 Stevens Creek Quarry Base Rock For South Area Outpost 14597 $50.21 Beckman, Craig Reimbursement-Consumables 14598 $39.33 Neal, Holden Reimbursement-Uniform Expense 14599 $37.25 Madco Welding Supply 14600 $36.93 UPS Shipping Charges 14601 $28.68 Langley Hill Quarry Drain Rock For Puncheon 14602 $28.24 Barron Park Supply Plumbing Supply For Maintenance Truck Sprayer 14603 $25.25 Rayne Of San Jose Water Service-Fremont Older 14604 $17.56 Pape' Machinery Equipment Identification Number Label For New Bobcat 14605 $17.44 Los Altos Hardware Field Supplies 14606 $7.50 Rancho Cobbler&Cleaners Sew Patch On Uniform 14607 ($403.34) *1 First National Bank Visa Finance Charges-Reversed From Last Months Statements 14608 R $36,003.78 Holt Of California Mini Hydraulic Excavator With Canopy 14609 R $7,500.00 Buena Vista Services Appraisal Services&Timber Inventory 14610 R $4,124.63 *3 United States Postmaster Postage For Mailing Spring Newsletter 14611 R $2,532.00 IHI Environmental Third Party Monitoring For Mt. Umunhum Remediation Project Page 2 of 3 Claims No. 11-04 Meeting 11-05 Date 2/23/11 Revised Midpeninsula Regional Open Space District # Amount Name Description 14612 R 12,500,00 Newton Chan Consulting Services-Website Maintenance&Development Of New Features 14613 R $2,300.00 *4 Bay Park Hotel In Lieu Of Payment For Defensive Tactics Training Provided By The City Of Palo Alto Police Department To Our Rangers 14614 R $1,700,00 *5 International Training Resources In Lieu Of Payment For Defensive Tactics Training Provided By The City Of Palo Alto Police Department To Our Rangers 14615 R $315.00 Maggiora Bros. Drilling Well Assessment At Beatty Property 14616 R $246.55 ADT Security Services Alarm Service-SFO 14617 R $200.00 Yi David Wang Consultant For Promissory Notes Project 14618 R $78.00 Pacific Telemanagement Services Pay Phone-Black Mountain 14619 R $34.74 California Water Service Company Water Service-Windy Hill Total $148,935.86 *1 Urgent check issued 2/4/11 The total amount for First National Bank is$6,047.39 *2 Urgent check issued 2/10/11 *3 Urgent check issued 2118/11 *4 Urgent check issued 2/18/11 *5 Urgent check issued 2/18/11 Page 3 of 3 Claims No. 11-04 Meeting 11-05 Date 2/23111 Midpeninsula Regional Open Space District # Amount Name Description 14530 $24,432.51 Ascent Environmental CEQA/NEPA Document Preparation&Support For Mt. Umunhum Site Planning 14531 $6,962.60 The Bank Of New York Mellon Note Paying Agent Fees-2004 Revenue Bonds/1996, 1999& 2007 Notes 14532 $6,878.02 David J. Powers&Associates Consultant Services To Complete CEQA Review For Cooley Landing Project 14533 $5,100.00 Tannerhecht Architecture Architecture Services For SFO Remodel 14534 $3,858.18 NFP Accounting Technologies Annual Maintenance&Support-Accounting Software 14535 $3,052.50 Timothy C. Best,CEG Road&Trail Inventory-Russian Ridge/Engineering Geology Services-Driscoll Ranch Road Upgrade Project 14536 $2,825.00 MCB Remodeling Rental Residence Repairs-Plumbing,Windows&Joist 14537 $2,425.00 MCB Remodeling Deck Replacement-Rental Residence 14538 $2,079.40 PT Armor Body Armor For Four Employees 14539 $2,000.00 Neofunds By Neopost Postage 14540 $1,950.50 Normal Data Consulting Services-Citation Database Support 14541 $1,900.00 D&J Septic Risers-Rental Residences 14542 $1,810.20 Tires On The Go Tires 14543 $1,622.98 *1 First National Bank Conferences&Training-League Of California Cities Conference /First Aid&CPR Training Supplies/Hazardous Materials Training/Special Districts Legislative Days Conference 14544 $1,564.11 *1 First National Bank Field Supplies/Rigging Equipment For Tree Access/Stop& Slow Signs/Battery Tender Parts/Signs For Dumpster/ Janitorial Supplies/GPS Battery Pack/Disposal Fee For Two Sofas Found At Ravenswood 14545 $1,542.00 *2 San Mateo County General Plan Conformity Fee For POST(Silva)Property 14546 $1,500.00 City Of Foster City Annual Fee-CalOpps Online Database 14547 $1,455.00 Sandis Folger Ranch House Survey 14548 $1,130,19 Cascade Fire Equipment Company Primer Pumps,Fire Tools&Hose 14549 $1,101.25 Sears Motorcycle&ATV Lift/Dishwasher For SFO Break Room/ Portable Jump Start Battery 14550 $1,044.31 Commuter Check Services Commuter Check Program-Transit Passes 14551 $1,015.11 Uline Storage Containers For SFO Shop 14552 $1,000.00 San Francisco Parks Trust Membership Dues For Bay Area Open Space Council 14553 $962.26 *1 First National Bank Office Supplies/Printer Cartridges/Plotter Paper&Ink/Holster &Charger For District Cell Phone 14554 $80T05 *1 First National Bank Computer Expenses/FFO Internet/Dish Network Service! Email Service Provider For Sending E-mail Blasts/Web Hosting/ Hard Drive&Memory For Mail Server/Flash Card Reader/ Batteries/Two USB Flash Drives 14555 $586.13 Arbill Safety Products Field Supplies-Work Gloves 14556 $570.98 Ergoworks Ergonomic Equipment 14557 $570.53 Metro Mobile Communications Radio Repair,Service&Supplies 14558 $566.36 Recology South Bay Dumpster Service-FFO 14559 $551.54 Foster Brothers Locks&Keys 14560 $550.00 Ergovera Ergonomic Training For Field Staff 14561 $524.29 Waste Management Of Guadalupe Waste Removal From South Area Outpost Disposal Company 14562 $495,00 Aaron's Septic Tank Service Pumping Services-Rental Residence 14563 $489.90 CMK Automotive Vehicle Maintenance&Repairs 14564 $430.44 Craftsmen Printing Printing Services-Business Cards 14565 $427.40 R. E. Borrmann's Steel Company Steel Posts For Signs On Mt. Umunhum Road 14566 $407.23 San Jose Water Company Water Service-RSA Page 1 of 3 Claims No. 11-04 Meeting 11-05 Date 2/23/11 Midpeninsula Regional Open Space District # Amount Name Description 14567 $365.85 *1 First National Bank Business Related Meals/Board Meetings/Mountain View Communications Committee Meeting/Skyline Ridge Tree Farm Audio Team Meeting/Field Trip With Assembly Member 14568 $362.81 *1 First National Bank Uniform Expenses 14569 $356.89 *1 First National Bank Vehicle Supplies-ATV Supplies/Fuel 14570 $345.57 Grainger Safety Equipment/SFO Shop Tools 14571 $344.30 *1 First National Bank Advertising&Subscriptions-Survey Monkey Monthly Subscription/Advertising-Request For Bids For Mailing Service 14572 $324.75 Hedgerow Farms Three Tons Of Purple Needlegrass Straw Bales 14573 $313.57 California Water Service Company Water Service-FFO&Rental Residences 14574 $288.88 Lab Safety Supply Field Supplies-Safety Gloves 14575 $250.00 Palo Alto Upholstery Repair Patrol Truck Seat 14576 $205.06 Big Creek Lumber Concrete For Gate Posts 14577 $190.03 West Payment Center Legal Research Fees 14578 $187.67 Green Waste Garbage Service-SFO 14579 $175.94 Allied Waste Services Garbage Service-Rental Residences 14580 $154.41 Cabela's Uniform Expense 14581 $149,30 Gempler's Respirator Masks&Filters 14582 $120.12 Perez, Mike Reimbursement-Uniform Expense 14583 $119.00 Coastal Sierra Internet Service-SFO 14584 $118.00 Department Of Housing&Community Registration Renewal For SFO Storage Structure Development 14585 $101.76 McKowan, Paul Reimbursement-Supplies For Crew Leader Event&Team Trail Patrol 14586 $100.00 Baldzikowski,Matt Reimbursement-Certified Professional In Erosion And Sediment Control Membership Dues 14587 $95.00 Suburban Propane Propane Tank Rental-Rental Residence 14588 $94.92 Cook,Peter Reimbursement-Field Supplies 14589 $87.40 Emergency Vehicle Solutions Repair Spotlight On Patrol Truck 14590 $80.83 Tooland Field Supplies-Flex Bits 14591 $80.00 R.H.F. Inc. Radar Recertification 14592 $67.80 West Valley Collection Garbage Service-South Area Outpost 14593 $67.51 Interstate Traffic Control Products Paint To Cover Graffiti On Mt. Umunhum Road 14594 $64.48 *1 First National Bank Photos&Frames For Recognition Of Donations 14595 $60.00 Cupertino Medical Group Employee Medical Services 14596 $56.29 Stevens Creek Quarry Base Rock For South Area Outpost 14597 $50.21 Beckman,Craig Reimbursement-Consumables 14598 $39.33 Neal, Holden Reimbursement-Uniform Expense 14599 $37.25 Madco Welding Supply 14600 $36.93 UPS Shipping Charges 14601 $28.68 Langley Hill Quarry Drain Rock For Puncheon 14602 $28.24 Barron Park Supply Plumbing Supply For Maintenance Truck Sprayer 14603 $25.25 Rayne Of San Jose Water Service-Fremont Older 14604 $17.56 Pape' Machinery Equipment Identification Number Label For New Bobcat 14605 $17.44 Los Altos Hardware Field Supplies 14606 $7.50 Rancho Cobbler&Cleaners Sew Patch On Uniform 14607 ($403.34) *1 First National Bank Visa Finance Charges-Reversed From Last Months Statements Page 2 of 3 Claims No. 11-04 Meeting 11-05 Date 2/23/11 Midpeninsula Regional Open Space District # Amount Name Description Total $91,401.16 *1 Urgent check issued 2/4/11 The total amount for First National Bank is$6,047.39 *2 Urgent check issued 2/10/11 Page 3 of 3 ii IM ' Midpeninsula Regional ' Open Space District I R-11-24 Meeting 11-05 February 23, 2011 BOARD WORKSHOP AGENDA ITEM 1 AGENDA ITEM Accept the Proposed Standing Committee Meeting Schedule and Authorize Implementation of the Proposed Meeting Dates in Calendar Year 2011 GENERAL MANAGER'S RECOMMENDATION Accept the proposed Standing Committee meeting schedule and authorize implementation of the proposed Standing Committee meeting dates beginning in March 2011. SUMMARY As an Action Plan item for FY2010-11, the District Clerk's Office was requested to provide a clear and consistent process for Standing Committees(see Report 10-42). Included in this Action Plan item is the task of finding a monthly standing date and time to hold Standing Committee meetings. By accepting the proposed dates,the Board members will have a designated day and time set aside every month to hold such Committee meetings. A Standing Committee meeting schedule also provides staff with a consistent schedule to follow and standardizes the packet process with both Board and Committee meetings. DISCUSSION Standing Committees The District currently has four(4) Standing Committees that meet to discuss various topics of District business. Historically, these Committees have not met on a regular schedule and so the entire Committee process is subject to the vagaries of Board and staff availability—often on short notice—in a dynamic work environment. As a result, the Committee process has become unnecessarily cumbersome. Some of the drawbacks of the current situation include: • Inefficient use of staff time as alternative dates are sought; • Repeated schedule changes requested of Board members; • Attendance at many evening and late Friday meetings by both Board and staff to accommodate an already filled work week; • Compressed time for Board review of Committee materials; • Absence of key Board and staff at Committee meetings when time critical items must go forward and no schedule alternative can be found. R-11-24 Page 2 By establishing a schedule of Standing Committee meeting dates for the year, coordination requirements between and among staff and the Board is minimized and materials required for informed policy decisions can be consistently provided to the Board with adequate time for review. The proposed meeting dates are as follows: Standing Committees Real Property First Tuesday 1:00 p.m. —4:30 p.m. Use and Management Second Tuesday 1:00 p.m. —4:30 p.m. Legislative, Funding and Public Affairs Third Tuesday 1:00 p.m. —4:30 p.m. Administration and Budget Exempt from this meeting schedule. Background There are numerous factors that need to be considered when scheduling a Committee meeting. Those factors include: • Board availability • Project timelines • Staff workload • Committee location Board Availability A key factor that must be considered when scheduling a Committee meeting is Board availability. Since the Board of Directors are not full-time District employees, their availability is not an integral part of the normal District work day. By establishing a set schedule, the Board and staff will have the ability to dedicate time specifically to prepare for and attend Committee meetings. Having an established standing meeting schedule in place also provides the public with a schedule of Committee meetings and gives future Board candidates a guideline of Committee dates to set a reasonable expectation of participation. Project Timelines The District is currently undergoing several projects that require a firm timeline to be followed. By having an established meeting schedule, staff is able to map out a future project's timeline with the Committees' meeting schedule already in consideration. Staff Workload Another important factor to consider when scheduling a Committee meeting is District staff s workload. Due to Brown Act requirements, generally the meeting agenda is required to be posted and agenda materials must be made available at least 24 hours prior to a special Committee meeting. This requirement does not take into consideration the preparation and review deadlines that staff needs to observe to ensure the agenda and meeting materials are reviewed before the 24-hour Brown Act deadline. By having Committee meetings held on Tuesdays, staff will closely follow the Board packet process timeline of Regular Board meetings (which are the second and fourth Wednesday of the month), which includes posting Committee agendas by the 72-hour Brown Act deadline. By updating the Board packet process to include Committee meetings, the review and distribution of agendas, reports and other materials will be standardized and more efficient. R-1 1-24 Page 3 By holding Committee meetings from 1:00 p.m. to 4:30 p.m., the meeting times are within the District's normal business hours of 8:30 a.m. to 5:00 p.m. This allows staff to conduct work within the District's core hours, minimizing overtime accrual by non-exempt staff. This also sends the message to staff that the Board and management acknowledges the current workload of the District and encourages staff to balance work/life priorities. Committee Location The last factor considered in scheduling Committee meetings is the location of the meeting. Tours are essential to most Committees (for example, Real Property) and when scheduling Committee meetings, staff must take into consideration travel time, the time of day, and the season. Holding Committee meetings during the 1:00 p.m. to 4:30 p.m. timeframe takes those parameters into consideration. There is generally enough sunlight during these hours to view a property year round, except during stormy weather. Also, reserving 3 V2 hours for a meeting provides enough time for traveling to and back from the meeting location. Exception There is one Committee that is proposed to be exempt from the recommended established meeting dates: the Administration and Budget Committee(ABC). ABC is a unique Committee as meetings are driven by the District's budget and Action Plan. Because of the nature of the ABC's work, holding meetings once a month is not workable; ABC meetings usually come in two or three clusters during the year which require back-to-back meetings over a period of a week or two. Another reason for its exemption from the standing meeting schedule is that ABC currently has meetings scheduled through March 2011 for work pertaining to FY2011-12. It is important to note that having an established meeting schedule does not exclude the Board and/or staff from scheduling additional meetings if needed. A special Committee meeting can still be scheduled in addition to the monthly established meeting. It is also important to note that having an established meeting schedule does not preclude the Committee or staff from determining that a future Committee meeting is not needed. Lastly, Committee assignments for Calendar Year 2011 were established at the January 26, 2011 Board meeting and the assignments were based on the availability of the Board members. The General Manager proposes to implement the established Standing Committee schedule in March 2011. Ad Hoc Committees The Board has several Ad Hoc Committees assigned to complete a specific task. Ad Hoc Committees will not have a fixed meeting schedule due to the need for flexibility and the task- oriented, temporary nature of such Committees. For convenience of the Board and staff and for some of the reasons discussed earlier in this report, staff will attempt to schedule Ad Hoc Committee meetings on the following days and times where feasible. The actual meeting date and time will be decided on a case by case basis by staff working with the Committee members' scheduling needs: R-11-24 Page 4 Ad Hoc Committees Cooley Landing Second Tuesday 1:00 p.m. —4:30 p.m. Facilities Improvement Third Tuesday 1:00 p.m. —4:30 .m. Sierra Azul/Bear Creek Redwoods Fourth Tuesday 1:00 p.m. —4:30 p.m. Strategic Plan Fourth Tuesday 1:00 p.m. —4:30 p.m. Board Appointee Evaluation Held during Closed Session (S:00 p.m. — 7:00 p.m. Board meeting Wednesd(ys) FISCAL IMPACT There is no specific fiscal impact associated with this proposed meeting schedule. However, implementation of the proposed Board Standing Committee meeting schedule is expected to reduce an increment of overtime costs. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This agenda item is not a project and is not subject to the California Environmental Quality Act (CEQA). NEXT STEPS Once the proposed Standing Committee meeting dates have been approved, the next steps are to update the Board packet process to include Board Standing Committees. The District Clerk will also provide an informational training to staff on the updated packet process and implementation of the established schedule for Standing Committees. This meeting schedule will commence in March 2011. Prepared by: Michelle Radcliffe, CMC District Clerk Contact person: Same as above Midpeninsula Regional Open Space District R-11-29 Meeting 11-05 February 23, 2011 AGENDA ITEM 4 AGENDA ITEM Appointment of District Auditor for FY201 0-11 CONTROLLER'S RECOMMENDATION Appoint Vavrinek, Trine, Day& Co. as the District's auditor for FY20 10-11 and authorize the General Manager to execute an engagement letter agreement in the amount of$18,781. DISCUSSION In 2010, Maze& Associates completed the third year of its three-year auditing agreement with the District. Accordingly, a Request for Proposal for Auditing Services was prepared and distributed in December 2010 to six local accounting firms. Three proposals were received: 1) Vavrinek, Trine, Day& Co.; 2) Maze and Associates: and 3) Mayer Hoffman McCann. Each of these firms is considered qualified. Analysis of these proposals verifies that the proposal received from Vavrinek, Trine, Day& Co. (Vavrinek) offers the lowest price for the first year and the three years combined, including the expected requirement to conduct Single Audits of receipts and expenditures on the federally- funded Mount Umunhum project in the second and third years. All non-federal government entities that expend $500,000 or more of federal funds in a year are required to conduct what is called a Single Audit of the use of the federal funding. Vavrinek served as the District's auditor for the three fiscal years ending March 31, 2007, and the District was pleased with its performance each year. In addition, the Vavrinek partner assigned to the District audit, Leonard Danna, has lead the District audit team in seven prior fiscal years—three with Vavrinek and four with Grant Thornton in the late 1990s. The District was very pleased with Mr. Danna's work at both firms. Vavrinek proposed maximum prices of$18,781 for FY 2010-11, $22,500 for FY 2011-12 and $22,500 for FY2012-13, including the Single Audit in the final two years. The total price for the three years is more than 10%below that proposed by the other bidders. Last year, the District paid Maze an audit fee of$24,725, so the new pricing represents a significant savings. R-1 1-29 Page 2 FISCAL IMPACT The District's required financial audit is an ongoing, annual cost. The Controller's recommendation represents a $5,944 incremental reduction from the amount paid to Maze& Associates in the previous year. The proposed amount, $18,78 1, is included in the Administration Department's FY2011-12 proposed budget. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE This agenda item is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS If approved by the Board, staff will contact Vavrinek, Trine, Day& Co. to request an engagement letter and will set up a purchase order to retain their audit services. Prepared by: Michael Foster, Controller Contact person: Same as above Midpeninsula Regional ' Open Space District R-11-28 Meeting 11-05 February 23, 2011 AGENDA ITEM 5 AGENDA ITEM Consideration of the Controller's Report on the Proposed Fiscal Year 2011-12 Budget GENERAL MANAGER'S RECOMMENDATIONS Approve the Controller's report for the Proposed Fiscal Year 2011-12 Budget. SUMMARY The District will begin the new fiscal year with an estimated cash balance of$21.23 million. Projected income and available cash are adequate to cover budgeted debt service and reserve requirements, operating expenses, capital projects, and up to $15 million of cash for the purchase of new land. The District also expects to complete the previously authorized issuance of$20.5 million of new lease revenue bonds as soon as the municipal bond market stabilizes. District long-term financial projections indicate that the Proposed Fiscal Year 2011-12 (FY2011-12) Budget is prudent and consistent with District plans and objectives. DISCUSSION The following cash flow projection shows the impact of the proposed FY2011-12 budget on the District's cash position. The District will begin the new fiscal year with estimated cash balances totaling$21.23 million. Approximately$1.4 million of this cash is not available to meet operating needs as it represents the reserve requirements of the District's outstanding public notes. Projected income and available cash are adequate to cover budgeted debt service and reserve requirements, operating expenses, capital projects, and up to $15 million of cash for the purchase of new land. The budget also includes the completion, by mid-year, of the sale of$20.5 million of lease revenue bonds. The net proceeds of this debt issue would be used to fund land purchases over the next three years. Also included in the budget is an expected gift of land, which was last appraised in the amount of$11 million. This acquisition will include an endowment, estimated at approximately$1.9 million at the time of the transfer, to cover the future costs of managing the structures on this property. R-11-28 Page 2 ANNUAL CASH FLOW PROJECTION FISCAL YEAR 2011-12 BUDGET ($Thousands) Estimated Beginning Cash Balance 21,228 Plus: Tax Revenue 27,641 Santa Clara County Parks Income 294 Acquisition Grants 2,270 Development Grants 921 Interest Income 330 Rental Income 1,076 Other Income 225 Total Cash Income 32,757 Proceeds from Planned Debt Issues (net) 20,000 Endowment for Structures on Expected Gift of Land (net of FYI 1-12 spending) 1,765 Minus: Property Management Expense 210 Capital Projects 5,084 Land Acquisition Expenses 264 Operating Expenses 14,613 Debt Service 9,729 Land Purchased (excluding gift of land) 13,700 Total Cash Expenditures 43,600 Ending Cash Balance 32,150 Income I Tax Revenue for FY 2011-12 is budgeted at $27.64 million(67% from Santa Clara County and 3 3% from San Mateo County), an increase of 1.1% over the prior fiscal year. Property tax growth turned negative in the 2010-11 tax year(ending in June 2011), forecast to be down by 1.5%. The decline in the real estate market has caused the assessed value of many properties to drop, resulting in an unprecedented level of refunds for previously collected supplemental taxes in Santa Clara County. Consequently, the County will not be distributing any S B 813 supplemental tax revenue in 2010-11, which results in a reduction of the projected property tax revenue that was included in the FY2010-11 Mid-Year Budget. The District will continue to receive this depressed level of tax revenue in the April to June 2011 period. In the next tax year, beginning in July, county assessor reports indicate secured property tax growth, within our District boundaries, in the 1.5%to 2.0% range. This includes a 0.753% increase from the California Consumer Price Index, as measured in the twelve months ending October 2010. Combining the 1.5% negative growth in the first three months with a forecasted 2.5% growth in the last nine months, the overall budgeted growth for the District's FY2011-12 property tax revenue is 1.0%. Distributions of supplemental tax revenue in Santa Clara County are expected to resume, at a below-average level, in the 2011-12 tax year. 2. Santa Clara County Parks Income is budgeted at $293,550, up 3% from FY2010-11, as specified in the contract signed in 2010. R-11-28 Page 3 3. Grant Income is budgeted at $3.19 million; $2.27 million for specific land acquisitions and $921,000 for preserve development projects. Budgeted land acquisition grant income includes $0.50 million from the California Habitat Conservation Fund, $0.50 million from the Coastal Conservancy and $1.25 million from Santa Clara County. The amount budgeted for preserve development is principally federal reimbursements for the Mt. Umunhum project. 4. Interest Income is projected at $0.33 million, assuming the sale of 2011 Revenue Bonds in August 2011 and average investment rates of 4.2% on bond reserve funds and 1.0%on other funds. 5. Rental Income is projected at $1.08 million, up 13% from FY2010-1 1. 6. Other Income is estimated at $225,000 for various reimbursements, fines, fees, cash donations, and loan repayments. Debt Capacity As of March 31, 2011, the District will have bonded indebtedness equal to approximately 42% of its statutory debt limit. Proposed Debt Issue The budget includes the issuance of$20.5 million of Financing Authority lease revenue bonds. The board authorized this debt issue, rated AA by Standard & Poors and Fitch, in November 2010, but the sale was delayed due to a sharp downturn in the municipal bond market in December and January. The current plan is to watch the market closely and sell into any recovery that emerges. The assumption is that the bond proceeds will be received by August. The bond proceeds are not required to finance any land purchases included in the FY2011-12 budget. Debt Service Debt service requirements for FY2011-12 total $9.73 million, a 20% increase over FY201 0-11. This includes a half year of debt service for the planned sale of 2011 Revenue Bonds. Debt service represents 35% of estimated tax revenue, up from 29% in FY201 0-11, but is consistent with the average for the first eight years of the last decade. The currently scheduled payments are detailed in the Debt Service Annual Claims List, to be presented with the final budget presentation in March. Other Expenditures 1. Capital Expenditures: The budget includes $5.08 million for capital expenditure projects, including$1.09 million for the Mt. Umunhurn project, $0.88 million for public access facilities, $0.75 million for staff facilities, $0.41 million for field equipment, $0.43 million for a financial management software system and reshingling the Administrative Office, $0.12 million for planning projects, and $1.37 million to complete the radio upgrade project. This compares to FY2010-11 capital spending of approximately$2.13 million. 2. Property Management Expenses are budgeted at $0.21 million. 3. Land Acquisition Expenses are budgeted at$0.26 million. R-11-28 Page 4 4. Operating Expenses are budgeted at$14.61 million, or 52.9% of projected tax revenue. If the District spends 97% of this operating budget in FY2011-12, which would be a higher percentage than usual, operating spending will be at 51% of tax revenue, which was the budget guideline. At this level, operational spending would be up 4.0%over the latest staff forecast for FY2010-11. This compares to an average annual increase in operating spending of 8.2% over the last ten years. 5. The budget assumes $13.70 million of Land Acquisitions for cash. In addition, one gift of land is projected, with a current expected value of$11.0 million. Reserves If all revenues, expenditures, and debt issues occur as budgeted, the District's cash balances would total $32.15 million at the end of FY2011-12. This would include $1.42 million of debt service reserve funds and $1.77 of endowment funds. This assumes that $135,000 would be spent in FY2011-12 against the projected $1.9 million endowment accompanying the budgeted land gift. Long-Term Cash Projections Also attached is a fifteen-year cash flow projection covering the period through FY2025-26. The projection assumes the issuance of$20.5 million of lease debt in FY2011-12 and $20.5 million of lease debt and promissory notes in FY2014-15. For FY2011-12, the projection is the budget with the exceptions that operating expenses are shown at about 97% of budget. Beyond FY2011-12, the projection assumes modest tax revenue growth in the following two years2.6% in FY2012-13, 3.5% in FY2013-14, and rebounding to a 5% growth track thereafter. Operating expense growth is 0 0 0 m t in FY2 12-1 in FY2013-14 and 7 thereafter, Capital expenditures, net of assumed a 6/0 0 3 6.5/o /o p associated grant income, are projected below the guideline level of 10.5% of tax revenue. The debt issuance in FY2014-15 is expected to include the refinancing of the 1999 Bonds, improving the debt service profile. Including the $40 million of proceeds from this planned new debt, the model would allow the spending of approximately$63 million for new land over the next six years. However, after that point, the higher levels of operating expense(relative to tax revenue) and debt service would permit only about $7 million of land purchases over the next nine years. Overall, the long-term projections indicate that the proposed budget is prudent and consistent with District plans and objectives. FISCAL IMPACT i There are no unbudgeted fiscal impacts associated with this agenda item. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This agenda item is not a project under the California Environmental Quality Act(CEQA) and no environmental review is required. R-1 1-28 Page 5 NEXTSTEP Consider adopting the FY2011-12 Budget in view of the information contained in the Controller's report. Attachment: MROSD 15-Year Cash Flow Projection—$40 million New Debt Prepared by: Michael L. Foster, Controller Contact person: Same as above Q�������U� 1 � "����� 0 FLOW ����������U���J ��� ��� .'- '-_ ---- . _ YEAR- ' CASH' ' _-- - - PROJECTION'------- ' '--' ' � '--' .._.. ~-_~. TAX GROWTH: budget|N1O'11. +11%in11'12.+2.6%in12'18.+3.5%in13-14. +5%THEREAFTER � 2/9/11 EXPENSE GROWTH:estimate in10'11. +5.25%in11'12. +6%in12-13.+8.5%in13-14. +7%THEREAFTER | ($UNUlioma) CAPEX: forecast|N1O'11. budget in11-12. 1O.5%(noUof TAX REV THEREAFTER , FISCAL YEAR: 2011-26 BEGINNING CASH TAX REVENUE 576.4 COUNTY PARKS INCOME *a INTEREST INCOME 5.4 OTHER INCOME 21.7 OPERATING REVENUES 609.0 OPERATING EXPENSES asao � Operating exp/mRevenue PROP mGmT+4COSUPPORT 0.7 CAPEX PROJECTS(NET) 61.8 � Net oapmmaxRevenue CURRENT DEBT SERVICE 150a ! NEW DEBT SERVICE 21.7 � OPERATING SPENDING 583.0 OPERATING CASH FLOW 15.5 NOTE PROCEEDS(NET) | LAND ACQUIRED 87.2 GIFTS OFLAND 11.00 11.0 ACQUISITION GRANTS 6.0 � NET CASH FOR LAND ENDOWMENT ENDING CASH REQUIRED RESERVES AVAILABLE CASH CWKAK8 NEW LAND CumM CASH FOR NEW LAND 0.00 11.43 22.71 33.99 45.27 56.55 03.13 84.31 65.01 86.42 87.60 7.83 87.83 68J7 09.48 70.18 D3/TR 30% 35% 30%1 339SU 33Y6U 30Y6U 33Y61 33% 32% 29% 29% 20%1 30% 20Y61 25%U 23%U 15YRCFFY12budget 7:50AM2/102011 • ' IMidpeninsula Regional Open Space District R-11-32 Meeting 11-05 February 23, 2011 AGENDA ITEM 6A AGENDA ITEM Review Midpeninsula Regional Open Space District FY2011-12 Preliminary Action Plan GENERAL MANAGER'S RECOMMENDATION Review the FY2011-12 Preliminary Action Plan. DISCUSSION The District's preliminary Action Plan is presented to the Board for initial review and comment. The Action Plan serves as the District's work program for the upcoming fiscal year. Key Projects are organized by Program and Priority and grouped by Department. Key Projects are District projects that will require considerable staff time and/or funding to accomplish. Projects are identified as Priority 1, 2, 3, or as Deferred and defined as follows: • Priority 1 projects are of highest priority and are often time sensitive; many address legal requirements, safety concerns, or are driven by grant deadlines; • Priority 2 projects are important and may be tied to a prior commitment; these projects are not urgent and are at a state that allows staff to potentially defer or delay some of the work if needed to focus on Priority 1 projects. • Priority 3 projects are desirable and may be pursued as time allows (e.g. delays in Priority 1 projects); • Deferred projects are those that were originally intended to be included in the Action Plan,but which were removed to meet budgetary goals, or to maintain a more realistic work load for staff. Information on essential ongoing work and key functions performed by individual Departments is also provided in each Department Action Plan. New to this Action Plan is an attempt to incorporate the ongoing and developing Strategic Planning Process. This was done at the request of the Administration and Budget Committee (ABC), who asked that staff take a first step at incorporating the knowledge gained to date from the Strategic Planning Process into the Action Plan development. As such, staff has redefined Programs to move away from Department-specific Programs to District-wide Programs (refer to Attachment A). As a result, new Program names have been identified and incorporated into the R-11-32 Page 2 Action Plan. Use of District-wide Programs is a first step toward understanding the relative emphasis that the District, as a whole, is proposing for the upcoming fiscal year. By using District-wide Programs, staff will be able to analyze the relative emphasis between Programs to determine whether the District's Programmatic and Organizational Strategies (currently under development) are being sufficiently addressed to achieve the District's mission and priority goals. As the Strategic Planning Process continues to develop, staff anticipates further refining, consolidating, and defining these new Program areas. Given the ongoing development of the Strategic Planning Process, analysis of the Programs is still premature at this time. Staff anticipates conducting an analysis of the Program areas at a future time when the Board has had sufficient time to define District goals and strategies. g g FISCAL IMPACT Fiscal impact is identified for each Key Project. The proposed annual District budget is linked to the preliminary Action Plan to reflect project costs. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE Board review of the District's preliminary Action Plan is not a project under the California Environmental Quality Act(CEQA) and no environmental review is required. NEXT STEPS Changes requested by the Board as part of the review of the preliminary Action Plan will be incorporated into the FY2011-12 Action Plan and the Final Action Plan will be presented to the Board for adoption in March 2011. Attachments: 1. District-wide Programs (Attachment A) 2. District FY2011-12 Preliminary Action Plan by Department a. Administration b. Real Property c. Planning d. Operations e. Public Affairs Prepared by: Ana Ruiz, Planning Manager Contact person: Stephen E. Abbors, General Manager i Attachment A: DISTRICT-WIDE PROGRAMS EXTERNAL PROGRAMS INTERNAL PROGRAMS (Having Mission-related social impact) (Operational foundations and underpinnings) Public Safety, Law Enforcement, and Fire Protection Strategic Planning Visitor Services Legislative, Media and Partner Relations Public Recreation and Access Human Resources Services Open Space Advocacy District Clerk Services Biotic Resource Stewardship Financial Management Cultural Resource Stewardship Legal and Risk Management Agricultural Resource Stewardship GIS Services Public Information and Outreach Staff Facility Infrastructure Community Involvement and Education Long Range Planning San Mateo Coastside Preservation Property Rights Stewardship Greenbelt Preservation Information Technology Environmental Restoration and Remediation Revenue Generation i MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ADMINISTRATION DEPARTMENT ACTION PLAN FY2011-12 Basic Policy Objective: The Administration Department provides the overall management and administration of the District in support of the orQonizatkon'n mission and goals. Core Functions: A. Provide accounting and financial management services. B. Provide District Clerk and administrative support services. i C. Administer Human Resources Prognanmm, coordinate upcoming labor contract negotiations, and enhance the work environment including coordination of Annual Staff Appreciation/State of the District and Holiday Events. � D. Provide Information Technology services. E. Prepare and review District legal documents; provide legal advice to Board and � � Departments. F. Provide advice on legal requirements applicable to District operations. � G. Represent District in litigation or administrative proceedings; select, supervise, and collaborate with specialized outside counsel. H. Represent District's |agm| interests in matters involving government agencies orother outside parties. |. Provide risk management services to minimize District exposure to costs of loss. J. Provide strategic plan for acquisition and management ofDistrict's land resources. K. Facilitate District's Team Think Tank J3\ program. ' L. Facilitate the management of District's contacts, volunteers, and public notices databases. Staff Resources (Stated as Full-Time Equivalents -F7[Es): 1.0 Accounting Clerk 1.0 Administrative Assistant to the General Manager 0.5 Administrative Assistant to the General Counsel 1.0 Administrative Services Manager FTEs Position Title 1.0 Assistant General Counsel 1.0 Assistant General Manager -TO REMAIN VACANT 1.0 Deputy Di trict Clerk/Office Manager 1.0 District Clerk 1.0 General Counsel 1.0 General Manager 1.0 Grants Administrator—PROPOSED NEW 1.0 Human Resources Management Analyst 1.0 Human Resources Technician 1.0 Network Specialist 0.5 Network Technician—PROPOSED CHANGE FROM INTERN TO TEMPORARY CONTINGENT Administration—Page i ofii 1.0 Senior Accounting Specialist 1.0 Senior Budget Management Analyst 1.0 Training &Safety Coordinator 0.5 Budget Intern (999 hours) 18.5 Total FTE Staffing Administration-Page ii of ii 2/10/2011 1:39 PM ADMINISTRATION DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 Strategic Plan Develop and implement a strategic Process will encompass the design,development, Q1 FY11-12- $14,000 Kate Drayson planning process. prioritization,performance measurement, and a Strategic Plan Sandy Sommer system for review and update of the strategic plan; Ongoing- establish the project methodology,work with the Implementation and General Manager Board to confirm priorities and focus,and prepare coaching Strategic Working the initial Strategic Plan document;ongoing work Group includes implementation, performance All Departments measurement,and a system for review and update. Board of Directors Priority 2-None Priority 3-None Deferred-None Priority 1 District Internet Renew service contract. Research and negotiate telecommunication Q4 FY10-11 - $0 Legal Services services for the District. Research budget needs Q3 FY11-12 Sign new term contracts and implement services Priority 2 District-wide Provide a centralized,easy way to Design intranet site interface and determine Q1 FY11-12- $0 Benny Hsieh or IT Intranet access District's internal website. content. Determine site Intern content Q2 FY11-12- Operations design site Q3 FY11-12-Go Live Administration-Page 1 of 6 i 2/10/2011 1:39 PM ADMINISTRATION DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 3-None Deferred-None Priority 1 Negotiate and Negotiation of MOA contract Finalize and implement negotiated items. TBD TBD Annetta Spiegel Renew expiring March 31,2011. Memorandum of General Manager Agreement Legal (MOA) Operations Board of Directors Site Safety Identify Environmental Hazards. Establish program for inspecting properties pre- Q1 FYI 1-12 and $2,500 Jeff Griffith-Jones Inspections purchase or at closing,as well as annually; ongoing program to focus on identifying potentially General Manager hazardous materials for staff,gaining expert All Departments consultation when necessary, and communicating hazards to staff. Staff Recognize employees for their Plan and execute annual recognition event, service Q2 FYI 1-12 and $12,000 Sonya Siebe Recognition years of service with the District. awards,all-staff photo,caterer,activities, logistics. subsequent years Activities All Departments OPEB-- GASB 43 requirement for Gather data to submit to consultant for review. Q1 FYI 1-12 $12,000 Sonya Siebe Biannual appropriate funding of OPEB actuarial study (Other Public Employee Benefits). Accounting Priority 2 Remote Access Provide policy and procedures for Research and develop a policy and procedures to Q2 FYI 1-12 - $0 Annetta Spiegel Policy employees to use the District's allow employee access to the District computer Begin policy computer network from a remote network to do work remotely. research Admin- IT location. Q4 FYI 1-12- Management Team Project completion Administration-Page 2 of 6 2/10/2011 1:39 PM ADMINISTRATION DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 3-None Deferred Performance Provide a more streamlined and Develop Manager,Supervisor, Office and Field Q2 FY11-12- $1,000 Annetta Spiegel Planning and meaningful process and new staff process and forms. Initiate project Evaluation forms. Q4 FY11-12- General Manager Process and Project completion Legal Forms Managers Training Update database to meet current Work with consultant to add multiple user access, Q3 FY11-12 and $3,000 Jeff Griffith-Jones Database informational needs. more reports,and more data fields to database. ongoing General Manager All Departments Priority 1 Ward Verify the accuracy of the District's Confirm new boundary changes with the counties. Q3 FY11-12 $500 Michelle Radcliffe Boundaries boundaries in all wards with all Re-districting three counties. Planning Fair Political Update District's Conflict of Interest Revise the adopted Conflict of Interest Code with Q1 FY11-12 $0 Michelle Radcliffe Practices Code per FPPC's requirement. any new/revised job classification from the Commission Classification and Compensation Study and submit Legal (FPPC)-Conflict revised code for approval to the FPPC. of Interest Code Board Policies Centralize storage location for Establish a centralized storage location and purge Q2 FY11-12- $500 Michelle Radcliffe District-wide board policies out-of-date board policies. Project completion Kate Drayson All Departments Managers Board Administration-Page 3 of 6 2/10/2011 1:39 PM ADMINISTRATION DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 Continued Board Provide a clear and consistent Standardize standing committee schedules; Q2 FY11-12 $0 Michelle Radcliffe Committee process for Standing and Ad Hoc develop and implement a uniform process for all Process Committees. committee meetings. Managers Priority 2-None Priority 3-None Deferred Records Streamline records management. Index and purge Board legislative files at Q1 FY11-12- $2,000 Michelle Radcliff Management- Administrative Office(Board and Committee Complete update of Phase II meetings); update the District's Records Retention Records Retention General Counsel Schedules. Schedule Q4 FY11-12-Index and purge Board legislative history f Priority 1 2010-11 Year- Annual audit and compliance. Review and evaluate the District's financial Q2 FY11-12- $33,200 Bunny Congdon end Financial statements in compliance with regulations. Project completion Audit Integrated Replacement for Fundware. Work with staff and the consultant on Q4 FY11-12- $125,000 Kate Drayson Accounting, implementation and training of the core Accounting Project completion Anna Duong Budget and &Finance functions to go"live"April 1, 2012. Finance All Departments Software General Manager Managers Controller Priority 2-None Priority 3-None Administration-Page 4 of 6 2/10/2011 1:39 PM ADMINISTRATION DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Deferred-None Priority 1 Streamline Improve efficiencies in process Work with staff on incorporating indemnity and Q3 FY11-12 $0 Sue Schectman Purchase Order including obtaining insurance insurance language in PO's as needed. (PO)process coverage and indemnity provisions Managers,Accounting as needed. staff Insurance Improve database reporting Work with consultant to improve report generation Q3 FY11-12 $2,000 Sue Voiss Tracking function. for ease of use by project managers. Database All Departments Priority 2-None Priority 3-None Deferred-None • Staff Events • Personnel Policies&Procedures Interpretation&Updating • Benefits Administration—health,dental,vision,open enrollment, life&LTD insurance,flex plan, retirement,workers compensation and employee leaves of absence • Recruitment and Staffing • Payroll support • Labor relations • Action Plan and Budget • Maintain and update a calendar of board meetings and events,e.g. Standing and Ad Hoc Committees and special and regular board meetings • Adhere to regulatory compliance with the Brown Act, Robert's Rules of Order, Public Records Act Requests,Conflict of Interest Code,AB 1234 • Prepare,distribute and retain ordinances, resolutions, minutes,agendas and related board meeting documents • Assistance to the District in carrying out rules, policies and regulations of the Board • Coordinate Board of Directors election activities with the County • Attest deeds,easements, agreements,and other legal documents • Review, prepare, assemble and distribute meeting agendas and supporting data for Board and Committee meetings • Annual, mid-year and year-end District-wide Action Plan and Budget process Administration-Page 5 of 6 2/10/2011 1:39 PM ADMINISTRATION DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS • Payroll • Conservation Grazing Program • Risk Management-Maintain effective risk management tools,practices, insurance programs,and procedures to control loss exposure • Draft transactional documents for Real Property Department projects,including acquisitions,easements, leases, licenses, and permits to enter • Draft documents for District departments to contract for work to construct new facilities(e.g.,trails,staff facilities), repair existing facilities,remediate contaminated sites and restore or remove structures and improvements • Draft contracts and provide advice for District departments to contract with other outside vendors/consultants. • Assist departments in negotiating or drafting documents in order to obtain grants • Assist departments in drafting third party permits to enter District lands, including assistance to Operations in drafting prescribed burn permits and other permits to enter District lands to promote law enforcement and firefighting training • Draft contracts for Real Property Management Program to maintain or remove structures • Work with Operations Department to enforce District land use regulations and collaborate with District Attorney's Office and judicial officers • Draft legislation proposed by the District;work with Public Affairs Department to obtain passage of such legislation • Provide advice to Board and staff on legal requirements such as Brown Act,elections, Board meeting requirements and procedures,conflicts of interest, Public Records Act,and public works contracting • Provide CEQA advice to Planning, Real Property and Operations Departments to insure adequacy of environmental documents • Advise Administration Department concerning labor relations and personnel matters; assist in resolving personnel issues • Assist Real Property in administering Guadalupe Land Company • Represent the District's interests in litigation or administrative proceedings to protect the District's resources, real property,and finances • Assist Real Property Department in resolving encroachment and property rights issues(e.g.,access easement issues,conservation easement violations, and damage to District lands); represent the Department's legal position in negotiating mutually acceptable solutions or litigation as necessary • Provide legal research and advice to departments in reviewing outside agency projects and regulations • Work with Operations and CaIJPIA to manage risk in response to accidents and injuries on District lands • Work with departments to obtain insurance coverage for losses,contamination,or other insured events on District lands • Work with CaIJPIA to monitor claims filed against District; represent the District's interests in obtaining insurance coverage for losses;maximize insurance payments for incurred losses; monitor quarterly CalJPIA loss calculations and insurance premiums;assist Departments in insuring contractors and consultants have appropriate insurance Administration-Page 6 of 6 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT REAL PROPERTY DEPARTMENT ACTION PLAN FY2011-12 Basic Policy Objective: The District seeks to purchase or otherwise acquire interest in the maximum feasible area of strategic open space land. The District seeks to link its open space lands with federal, state, county, city parklands, and watershed lands. Core Functions: A. Purchase new open space lands at desirable prices. B. Provide comprehensive land conservation planning and strategic analysis to guide the land purchase program. C. Oversee the District's conservation easement monitoring program. D. Protect District interests in land by resolving conflicts arising from easement and encroachment issues. E. Manage District's real property assets and revenue-producing activities. Staff Resources (Stated as Full-Time Equivalents -FTEs): FTEs Position Title 1.0 Real Property Manager 1.0 Senior Real Property Planner—PROPOSED CHANGE FROM 0.8 to 1.0 FTE 2.0 Real Property Specialist (2) 1.0 Administrative Assistant 5.0 Total FTEs Real Property—Page i of i 2/23/2011 11:30 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 Potential New Continue to grow the District's Pursue purchase of new land additions to FY11-12 $ 9,825,000 Mike Williams Land Additions contiguous greenbelt. Purisima Creek, El Corte de Maderia, La Honda Creek, Russian Ridge, Skyline Ridge and Sierra All Departments Azul Open Space Preserves. Pursue additional property rights in the Mt. Umunhum area to assist with the Mt. Umunhum Site Planning project(Key Project). The Hawthorns Implement transfer of the Transfer of this historic property in Portola Valley FY11-12 $ 85,000 Michael Reeves Property Hawthorns Property gift to the to the District. Upon transfer secure the site, Transfer District implement improvements to the Alpine Road Legal residence to use for management presence and Operations ensure defensible space clearing. (See also Planning Cultural Resource Stewardship) Public Affairs Land Purchase Create connections within District Cooperatively work with local land preservation FY11-12 $ 2,275,000 Mike Williams Partnerships lands and with other park and organizations on the following property Sandy Sommer open space lands partnerships: Micheal Reeves 1. Stevens Canyon Connection(POST Powell) with Santa Clara County Parks(priority 1) Legal Operations Planning Public Affairs Potential New Obtain new trail easements 1. San Francisco Bay Trail(SFPUC at FY11-12 $ 45,000 Michael Reeves Trail Easements connecting the District's preserves Ravenswood) and other public trails. 2. Bay Area Ridge Trail Connection (Cal Water at Legal ECdM) Operations Planning Public Affairs Real Property-Page 1 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS i Priority 1 Potential New Continue to grow the District's Pursue purchase of new land additions to Purisima FY11-12 $ 11,540,000 Mike Williams Land Additions contiguous greenbelt. Creek, El Corte de Maderia, La Honda Creek, Russian Ridge, Skyline Ridge and Sierra Azul All Departments Open Space Preserves. Pursue additional property rights in the Mt. Umunhum area to assist with the Mt. Umunhum Site Planning project(Key Project). The Hawthorns Implement transfer of the Transfer of this historic property in Portola Valley to FY11-12 $ 85,000 Michael Reeves Property Hawthorns Property gift to the the District. Upon transfer secure the site, Transfer District implement improvements to the Alpine Road Legal residence to use for management presence and Operations ensure defensible space clearing. (See also Planning Cultural Resource Stewardship) Public Affairs Land Purchase Create connections within District Cooperatively work with local land preservation FY11-12 $ 2,275,000 Mike Williams Partnerships lands and with other park and open organizations on the following property Sandy Sommer space lands partnerships: Micheal Reeves 1. Stevens Canyon Connection (POST Powell)with Santa Clara County Parks(priority 1) Legal Operations Planning Public Affairs Potential New Obtain new trail easements 1. San Francisco Bay Trail (SFPUC at FY11-12 $ 45,000 Michael Reeves Trail Easements connecting the District's preserves Ravenswood) and other public trails. 2. Bay Area Ridge Trail Connection (Cal Water at Legal ECdM) Operations Planning Public Affairs Real Property-Page 1 of 13 i 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 2-None Priority 3-None Deferred Land Purchase Create connections within District Cooperatively work with local land preservation TBD TBD Mike Williams Partnerships lands and with other park and open organizations on the following property Sandy Sommer space lands partnerships: Michael Reeves 1. Saratoga to Skyline Sanborn w/City of Saratoga &Santa Clara County Parks(priority 2) Legal 2. Bear Creek Redwoods(Moody Gulch)with Operations Santa Clara County Parks Planning 3. El Corte de Madera Additions with Sempervirens Public Affairs Fund 4.Work with Hidden Villa&Heifer International to provide conservation easements and public access to Rancho San Antonio Open Space Preserve. New Land Initial site security and cleanup Powell Property Site Restoration and Structures TBD TBD Michael Reeves Transition Demolition Operations Planning Potential New Obtain new trail easements 1. Mt. Um to Cathedral Oaks, Sierra Azul TBD TBD Michael Reeves Trail Easements connecting the District's preserves 2. Bear Creek Redwoods Open Space Preserve and other public trails. 3. La Honda Creek Open Space Preserve Legal (Caltrans&Stillheart) Operations Planning Public Affairs Real Property-Page 2 of 13 I 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS f Priority 1 Coastside Continue to grow the District's Purchase new land addition to the Miramontes FY11-12 $ 1,600,000 Mike Williams Purchases preserve system within the Ridge Open Space Preserve and pursue other Coastside Protection Plan opportunities in the Coastside Protection Area. All departments Priority 2 Purisima to the Acquire new land in the 1. Continue to pursue a lot line adjustments to Q2 FY11-12 Lot line $ 30,000 Mike Williams Sea Purisima/Lobitos Creek Watershed merge the Elkus Uplands&Lobitos Ridge adjustment and corridor to eventually create a properties. open access Legal Purisima to the Sea trail from 2.Work with private property owner of Purisima easement Operations Skyline to the sea Farms property to pursue property division of Q4 FY11-12 Planning upland and agricultural areas of property. Purisima Farms Public Affairs property division Priority 3-None Deferred Purisima to the Acquire new land in the Purisima Farms Property Transfer TBD TBD Sandy Sommer Sea Purisima/Lobitos Creek Watershed corridor to eventually create a Purisima to the Sea trail from Skyline to the sea Real Property-Page 3 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 Greenbelt and In conjunction with strategic plan 1. Review,consolidate,and analyze existing land Q1 FY11-12-Policy $ - Sandy Sommer Coastside Land program development tasks, acquisition policies including Basic Policy; Land Review Purchase review existing long range open Acquisition; ROSS; Coastside Service Plan; Planning Program space land acquisition policies with Master Plan; Real Property Committee Charge. Q2 FY11-12- Administration Development the Real Property Committee and 2. In conjunction with Strategic Plan development, Strategies Board of Directors. review Greenbelt definition; discuss strategies for greenbelt and coastside land conservation. Priority 2-None Priority 3-None Deferred-None Priority 1 Encroachment Address Encroachments on Siena Azul-Kennedy trail fence encroachment FY11-12 $ 60,000 Michael Reeves Resolution District Lands Saratoga Gap-dump site clean up(Gullicksen) Legal Operations Planning Public Affairs I Real Property-Page 4 of 13 1 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 Continued Ridge Vineyards Protect scenic ridgeline at Monte Draft agreement and easement documents for fee Q3 11-12 $ 5,000 Sandy Sommer Bello Open Space, resolve historic and easement property exchanges to resolve encroachments and enhance historic encroachment, protect scenic ridgeline and Legal historic and compatible agricultural enhance compatible agricultural uses. Operations uses. Planning Public Affairs Priority 2 Guadalupe Land Assess Guadalupe Land Company 1.Appraise fair market value of GLC property FY11-12 $ 6,000 Mike Williams Company (GLC)Potential Capital Gains Tax which is subject to an open space easement. Capital Gains Liability 2.Work with Corporate counsel to assess potential Legal Tax Liability capital gains tax liability. Priority 3-None Deferred San Mateo File notice of nonrenewal for all File a notice of nonrenewal with San Mateo County TBD TBD Sandy Sommer County Williamson Act contract lands in and City of Menlo Park for appropriate MROSD Jean Chung Williamson Act San Mateo County lands currently covered by the Williamson Act. Contracts Nonrenewal Encroachment Address Encroachments on Sierra Azul-residential encroachment TBD TBD Michael Reeves Resolution District Lands (Youngblood) Saratoga Gap-residential encroachment (Marshall) Real Property-Page 5 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 New Land Transition rental structures Transition Hawthorne Alpine Road house, FY11-12 $ 5,000 Elaina Cuzick Rental Property associated with new land POST(Silva)house and Folger house(staff) into Transition purchases rental residences. All Departments 1.Assess overall conditions of residence. 2. Make repairs and clean residence. 3. If residence does not have current tenant-list the residence for rent. 4. Enter into lease with current tenant or new tenant. Priority 2-None Priority 3 C&C New Construct third building at C&C 1. Planning,Operations, Legal to review proposal FY11-12 $ - Elaina Cuzick Building communications facility at Black to build third building. Mountain 2.Take to Real Property Committee for approval Legal on new location (at rear of facility)and impacts. Operations 3. Revise communications lease with tenant to Planning incorporate the third building as needed. 4.Work with tenant on design and permitting. 5. Issue permits and manage construction with tenant. Real Property-Page 6 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Deferred Property To increase efficiencies in 1. Analyze Property Management requirements. TBD TBD Elaina Cuzick Management handling tenant issues and 2. Develop requirements document. Software centralizing key tenant information. 3. Research Property Management firms use of software options. 4. Review software vendor options. 5. Test vendor software choices for best fit if possible. 6. Make recommendation. 7. Purchase software. 8. Integrate all current property management information into software. Bi-Annual Develop bi-annual agreements for 1. Upon Board approval, issue painting and TBD TBD Elaina Cuzick Contract repair and maintenance contracts. roofing bid Process Implement process with two packages. contractors for the next two years. 2. Select painting and roofing contractors for two years. 3. Develop process flow for other department use. I Real Property-Page 7 of 13 I 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 San Mateo To renew the District's 25-year 1. Understand with Operations the District Radio Q4 FY11-12 $ - Elaina Cuzick County Telecom communication lease with San System requirements for tower at the County's Contingent on San Lease-Rolph Mateo County for the Rolfe Pise Peak Communications Site. Mateo County Legal Repeater, Repeater Site at the Russian 2.Work cooperatively with County to develop a Board of Supervisor Operations Russian Ridge Ridge OSP. Where possible, lease that will assist the District with its radio approval Planning Open Space investigate a cooperative lease system requirements at Pise Peak and allow the Preserve with the County to enhance the continued leasing of the Rolfe Repeater Site for communication capability of the the next 25 years. new District Radio System 3. Receive approval of the new 25-year least from the County. GGNRA To manage the construction phase 1. Coordinate with Operations day-to-day Q1 -2011-12 $ - Elaina Cuzick Communications of the GGNRA Tower project at the contractor requirements. Tower Black Mountain communication 2. Monitor with Operations day-to-ay construction Legal Construction facilities at C&C lease site activities. Operations 3. Coordinate with Operations/Public Affairs to Planning manage public outreach regarding construction Public Affairs 4 Coordinate with GGNRA and Operations for installation of District Radio equipment on GGNRA tower 5. Ensure all site clean up and road repair completed by GGNRA post construction. Priority 2-None Priority 3-None Deferred-None Real Property-Page 8 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Priority 1 Ag Lease- Develop an agricultural lease for a 1. Develop Agriculture Production Plan for Lobitos Q1 FY11-12 $ - Elaina Cuzick former POST property in Purisima Creek Ridge (Lobitos Ridge) Redwoods Open Space Preserve- 2. Meet with tenant to discuss plan and lease Legal property contingent on Planning support specifics Planning and assistance 3. Develop Agricultural Lease Operations 4. Review Agricultural Production Plan with Farm Public Affairs Bureau&SMC Ag Advisory 5. Review Agricultural Production Plan with U&M committee 6.Sign Lease Priority 2 Grazing Lease- Develop a new grazing lease for a 1. Develop Rangeland Management Plan for Q2 FY11-12 $ - Elaina Cuzick former POST property in Purisima Creek Bluebrush (Blue Brush Redwoods Open Space Preserve- 2. Develop grazing lease Legal Canyon) contingent on Planning support 3. Meet with tenant to discuss plan, lease specifics Planning property and assistance and AUM pricing Operations 4. Review Rangeland Management Plan with Farm Public Affairs Bureau&SMC Ag Advisory 5.Sign lease Stevens Canyon Develop a long term management 1. Review and possibly revise Orchard Plan Q1 FY11-12 $ - Elaina Cuzick Ranch Long arrangement with Village Harvest previously developed with POST for management Term Orchard to manage the orchard of the orchard. Legal Management 2. Revise the previous POST management Public Affairs ! Agreement agreement and present to Village Harvest. Operations 3. Negotiate with Village Harvest on agreement. Planning 4. Present Orchard Plan and management agreement to Board for approval. Priority 3-None Real Property-Page 9 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Deferred Ag Lease- Develop an agricultural lease for a 1. Develop Agriculture Production Plan for TBD TBD Elaina Cuzick POST Madonna planned property purchase in Miramontes Ridge property Creek Miramontes Ridge Open Space 2. Develop agricultural lease Legal Preserve-contingent on Planning 3. Meet with tenant to discuss plan and lease Planning support and assistance specifics Operations 4. Review Agricultural Production Plan with SMC Public Affairs Farm Bureau&SMC Ag Advisory 5. Sign Lease Priority 1 -None Priority 2 Bear Creek Complete development of a draft 1. Prepare Bear Creek Stables draft site and Q2 FY11-12 $ 7,500 Elaina Cuzick Stables Bear Creek Stables site and management plan options RFP/Lease management plan options Legal Planning Operations Public Affairs Priority 3-None Deferred Stable Lease- Develop an stable lease for a 1. Develop Stable Plan for Miramontes Ridge TBD TBD Elaina Cuzick POST Madonna property in Miramontes Ridge property Creek Open Space Preserve-contingent 2. Develop stable lease Legal on Planning support and 3. Meet with tenant to discuss plan &lease Planning assistance specifics Operations 4. Review Stable Plan with SMC Ag Advisory, SMC Public Affairs Farm Bureau 5. Sign Lease Real Property-Page 10 of 13 I 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Deferred Continued Bear Creek Complete development of a Bear 1. Present Bear Creek Stables conceptual site and TBD TBD Elaina Cuzick Stables Creek Stables site and management plan options to Board Ad Hoc RFP/Lease management plan, RFP, and long Committee Legal term lease 2.Work with Board Ad Hoc Committee to finalize Planning on a Bear Creek Stables site and management Operations plan option Public Affairs 3. Draft a long-term lease agreement to be included in Request for Proposal (RFP) 4. Prepare RFP including request for detailed financial plan 5. Issue RFP,evaluate proposals, select stable tenant 6. Sign Lease Priority 1 Fremont Older Implement a plan to complete Phase 1 -North behind Fremont Older House Q3 FY11-12 $ 10,000 Elaina Cuzick House defensible space around the Defensible historical Fremont Older house to Planning Space comply with State law Operations Hawthorns Secure historic residence and form Secure and weatherproof historical buildings FY11-12 $ 55,000 Michael Reeves Historic partnerships Identify and initiate discussions with potential Residence partners for historic resource management Planning Operations Priority 2-None Priority 3-None Real Property-Page 11 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Deferred Fremont Older Implement a plan to complete Phase 2-East of the Road all the way to the TBD TBD Elaina Cuzick House defensible space around the Adobe Defensible historical Fremont Older house to Phase 3-Around the Adobe Space comply with State law • Convert the budgeted funds in New Land Commitments budget category into open space lands at desirable prices,focusing on critical greenbelt properties that round out and improve public access to existing preserves,connect to other preserves and to other public lands, protect natural habitat and resources, and further the completion of the Bay Area Ridge Trail and the San Francisco Bay Trail. • Provide comprehensive land conservation planning and strategic analysis to guide the land purchase program. Work with Operations and Planning Departments to evaluate new properties being considered for purchase and help assess management issues and associated costs. Provide land use and site planning information to assist in developing terms and conditions for negotiating land purchases. Conduct due diligence investigations as necessary. • Maintain a multi-year spending plan for open space land purchases that optimizes use of cash and borrowed funds to accomplish land purchase goals within budget constraints. Contingent on working with District Controller on Q3 financing measure. • Explore grant opportunties to augment land purchase funds. Explore joint projects with non-profit and public agency partners, bargain sales, and/or gifts where possible. Explore various alternative terms of purchase to offer advantages and incentives to landowners, as well as cost savings to the District. • Work jointly with Planning and Operations Departments to transition responsibility for planning, management, and operation of newly purchased lands. Assist with structure disposition and site remediation efforts in the short-term timeframe following property purchase. • Administer tax cancellations for purchased property. Implement assessment agreement for San Mateo County Mosquito Abatement District. Continue to work with Operations and Administration Departments on Coastside Protection Program agreements with La Honda Pescadero Unified School District n n c and San Mateo Count Fire to P p 9 g Y pay and track service fees for existing and new land purchases on the coast. • Convert the budgeted funds in New Land Commitments budget category into open space lands at desirable prices,focusing on critical greenbelt properties that round out and improve public access to existing preserves, connect to other preserves and to other public lands, protect natural habitat and resources,and further the completion of the Bay Area Ridge Trail and the San Francisco Bay Trail. • Protect District interests in land by resolving conflicts arising from easement and encroachment issues. Coordinate closely with Operations and Legal Program to defend the District's interests in property rights disputes. Real Property-Page 12 of 13 2/10/2011 8:40 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS • Assist Planning Department in monitoring proposed outside land development or land use changes that could negatively impact District preserves. Participate in the local development review process to encourage dedications,exchanges,or purchases of land or easements for open space purposes to enhance the District's land protection goals. • Manage District's real property assets and revenue-producing activities maximizing rental income consistent with Open Space Management policies,working with Operations and Planning Departments to implement grazing and agricultural leases, assessing viability of retaining structures or make recommendations to the Board for their disposition. Maintain a relocation assistance program utilizing staff and consultants as necessary. • Administer rental accounts,communication, and agricultural leases. Maintain and enhance revenue stream through competitive and current rate structure,effective maintenance programs,and communication with tenants. Maintain and improve District rental structures as needed. • Work with Legal to oversee the operation and management of the Guadalupe Land Co. in Sierra Azul Open Space Preserve. Real Property-Page 13 of 13 I i MIDPENINSULA REGIONAL OPEN SPACE DISTRICT PLANNING DEPARTMENT ACTION PLAN FY2011-12 I I i � Basic Policy Objective: The District protects and restores the natural diversity and integrity of its resources; encourages � ' public and private agencies bz preserve, maintain and enhance open space; and follows management policies for quality care of the land, provision of public access, and maintenance of moo|ogioo| values and public safety. Core Functions: � A. Plan, design, and implement projects forpub|ioacooeo' reoouroennonagmnment, andataff facilities. � B. Develop and maintain use and management policies and procedures. | C. Manage the District's Geographic Information Systems /G|8\. D. Comply with the California Environmental Quality Act(CEC>/\) and all code and regulation requirements. | E. Work with other agencies to obtain funding, plan for, and protect District and Regional greenbelt use and resources. Staff Resources (Stated as Full-Time Equivalents -FTE,m): FTEs Position Title 1 Planning Manager I Senior Planner 1 Senior Resource Planner 1 Geographic Information Systems (GIS) Coordinator 1 Resource Planner 11 2 Open Space Planner I 1 Resource Planner 1 2 Planning Technician 1 Administrative Assistant 1 Mt. Umunhum Site Remediation and Restoration Project Manager � Planning—Peoaiofi i 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 1 Cooley Landing Partner with City of East Palo Alto Coordination with City of East Palo Alto Q1 FY11-12- Amend $30,000 Tina Hugg Peninsula Partnership to refine and adopt a use and to review RFPs,construction drawings, Ravenswood U&M Plan Agreement with East management plan amendment for grant documents,and others to support and partnership agreemeni Legal Palo Alto the Cooley Landing Peninsula at the project. Provide technical Q2 FY11-12-Site Operations Ravenswood Open Space assistance as needed to review remediation begins Public Affairs Preserve. documents and other work products. Real Property Work with District Board for amendments to U&M Plan and Cooley Landing Ad Partnership Agreement with City. Hoc Committee Mt. Umunhum Site Prepare a site specific plan for the Complete environmental assessment Q2 FY11-12-Certify EIR $200,000 Meredith Manning Planning former Almaden Airforce Base(Mt. and Environmental Restoration and and Final Board approval Umunhum and Mt.Thayer)that Public Access Plan for Mt. Umunhum of Site Plan All Departments (Element of the SA/BCR identifies public access, for Board consideration and adoption General Manager Master Plan project) interpretation,and ecological (Final Adoption). Legal restoration opportunities. Sierra Azul/Bear Creek Redwoods Ad Hoc Committee Priority 2-None Priority 3-None Deferred Sierra Azul/Bear Develop a long-range 30-year Incorporate Mount Umunhum Q3 FY11-12-Begin edits $92,000 Lisa Bankosh Creek Redwoods blueprint to guide use, Environmental Restoration and Public to Admin Draft Master Master Plan management,and facilities Access Plan and finalize Draft Master Plan All Departments Development development. Plan and EIR. Production and release Q2 FY12-13-Project General Manager of Public Draft,and Final EIR, Findings completion(Board final Legal (To be informed by Mt. and Final Notice. approval of Master Plan) Um project) Sierra Azul/Bear Creek Redwoods Ad Hoc Committee Planning-Page 1 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Deferred Continued El Sereno Use and Review the Use and Management Identify new trail opportunities;assess TBD TBD TBD Management Plan Plan for El Sereno Open Space suitability for expanding dog use Amendment Preserve to consider potential new throughout Preserve trails using Board- trail alignment(s)and expansion of adopted criteria; hold a dogs on leash. neighborhood/Use and Management Committee meeting;forward recommendations to the Board for review and consideration. Public Use Study Conduct a science-based study to Scope out study design,criteria, TBD TBD TBD (Trail Impacts) evaluate impacts of hikers, inputs/outputs,factors to consider, bicyclists,equestrians,and dogs potential partners,and funding;potential on natural resources, partners include local universities and infrastructure,and operations. research institutions. Priority 1 Ward Boundaries Produce new Ward Boundaries Obtain new census data information and Q3 FY11-12-Complete Refer to Casey Cleve Analysis map based on 2010 census data. conduct GIS analysis to update Ward Ward boundary updates Administration boundaries for the District. and present boundary map budget. Administration options to Board for review General Manager and consideration Legal Priority 2 Conservation GIS Use of Conservation GIS to inform Begin creating a comprehensive Q4 FY11-12-Produce $2,000 Casey Cleve Library criteria and strategy for new land Conservation GIS Library by compiling series of initial maps as purchases. and examining regional conservation support tool to evaluate Real Property GIS data and current District GIS data to biodiversity value of new create conservation layers for use in lands. evaluating biodiveristy value of lands. Priority 3-None Planning-Page 2 of 12 i 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Deferred District-Wide GPS Implement District-wide GPS TBD TBD TBD TBD Field Collection and system to improve consistency, Implementation accuracy,and efficiency in field data collection and data management. Priority I El Corte de Madera Implement new staging area and Complete trail design and permitting for Q1 FY1 1-12-Phase 1 $56,500 Tina Hugg Creek Staging Area trail improvements, contingent on Phase I trails and relocated trail permitting and Trail Board approval. crossing across Highway 35. Q4 FY1 1-12-Phase I Operations Improvements bidding Real Property Q1 FY1 2-13- Phase I award construction contract Q2 FY1 2-13- Staging area construction Q3 FY12-13-New trail crossing construction Q3 FY14-15-Project completion(all phases) Russian Ridge Use Provide public access to Mindego Complete environmental review and Q2 FY1 1-12-CEQA $22,000 Gretchen Laustsen and Management Plan Hill per prior commitment with seek Board approval of a Use and process Amendment(Mindego Peninsula Open Space Trust. Management Plan Amendment; Q3 FY1 1-12-Board Operations Hill Trail) complete trail design, including consideration of U&M Plan constructions drawings and Amendment and CEQA Use and Management specifications; prepare and submit certification Committee permit applications. Q3 FY12-13-Trail construction Planning-Page 3 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 1 Continued Thornewood Trail Improve access to Preserve trails. Following Town of Woodside approval Q2 FY11-12-Project $10,000 Meredith Manning Improvements of permit resubmittal,complete the completion bridge installation. Grant-funded Operations through Federal Renewal of Permit streamlining for routine Renew a multi-year MOU with DFG to Q4 FY11-12-Obtain DFG $10,000 Kirk Lenington Memorandum of maintenance activities. permit routine maintenance activities on concurrence on edits to Understanding (MOU) District lands. MOU and required list of Operations with California submittals Legal Department of Fish and Game(DFG) Priority 2 Mt. Umumhum Begin to Implement Phase I-Year Initiate planning for Phase I site Q1 FY11-12-Complete $200,000 Meredith Manning Implementation 1 of the Environmental Restoration improvements:develop plans for trail trail planning,topo survey, Phase I-Year 1 and Public Access Site Plan connections to Barlow Road and and bio survey(trails) Operations projects. Lexington Basin and ecological Q2 FY11-12- Initiate Public Affairs restoration. Seek grant funding for summit restoration Real Property public access improvements. planning,complete arch surveys Q4 FY11-12- Identify grant funding i Alpine Pond Long- Provide new interpretive and trail Complete environmental review for new Q4 FY11-12-Complete $130,000 Lisa Bankosh Term Management improvements and habitat interpretive,trail,and habitat CEQA review Plan restoration for rare aquatic enhancement improvements at Alpine Q4 FY12-13-Permitting Awaiting grant Legal species. Pond. Q4 FY13-14-Site notification Operations improvements completed Public Affairs Project is fully contingent on grant funding. Use and Management Committee Planning-Page 4 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 3 Pulgas Ridge Trail Work in partnership with City of Explore possibility of extending a Q4 FY11-12-Complete $6,500 Gretchen Laustsen Connection San Carlos to wstablish a new trail trailhead through SFPUC lands;work discussions with SFPUC connection to upper Pulgas Ridge. with City and neighbors to address to determine feasibility of Operations concerns regarding trail access and use; trail extension through return to Use and Management SFPUC lands Use and Management Committee with recommendations; Q4 FY11-12-2nd U&M Committee continue to coordinate with City as Committee Meetings with needed. additional findings Deferred La Honda Creek Begin to Implement Phase I -Year Work with tenant to design sign plan Q4 FY11-12-Secure TBD Galli Basson Master Plan Phase 1 1 of the Master Plan projects. and language for Phase I trail use; permits for road repair Implementation submit permits to complete repairs to Q1/Q2 FY12-13-Bidding Operations main ranch road (Phase I segment). and award of contract Real Property Q3 FY12-13-Road repair completed Priority 1 Fremont Older Staging To improve public safety at staging Negotiate canopy and other site safety TBD based on $70,000 Gretchen Laustsen Area Public Safety area by reaching a mutually improvements with the Country Club; negotiations with Saratoga Improvements acceptable resolution with the seek Board approval of the site Country Club All Departments Saratoga Country Club. improvements;complete design plans General Manager and secure permits; prepare bid Legal package,solicit bids,and administer contract.Project scope contingent on negotiations with Country Club. Planning-Page 5 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS 1 Priority 1 Continued Schilling Lake Define a long-term management Remove select trees per Board- Q3 FY11-12-Complete $15,000 Galli Basson Management Plan- plan for Schilling Lake; implement approved Lake Management Plan from tree removal Implementation recommendations. Schilling Lake Dam to protect dam Operations integrity. Priority 2 Peter's Creek Trail Protect public health and safety Assess trail bridge condition; if deemed Q2 FY11-12-Complete $25,000 Lisa Bankosh Bridge Repair and trail connectivity across necessary, begin design for new trail assessment;determine Peter's Creek; bridge abutments bridge. need for repair/ Operations appear to be compromised. replacement and begin design Priority 3-None Deferred-None Priority 1 Guadalupe River Comply with Regional Water Implement first year of the coordinated Q3 FY19-20-Complete $50,000 Kirk Lenington Mercury Total Quality Control Board orders to monitoring effort to assess TMDL erosion control projects Maximum Daily Load investigate and monitor TMDL implementation success. Continue and monitoring Legal (TMDL) implementation. investigations of potential mercury mitigation sites on District lands Hicks Flat Mercury Reduce pollution to the aquatic Complete mercury remediation design Q1 FY11-12-Complete $37,000 Matt Baldzikowski Remediation environment and eliminate a (removal and stabilization of eroding remediation design potential public safety hazard. mining waste rock along streambank)at Q1 FY12-13-CEQA and Grant-funded Operations Sierra Azul. permitting through State Water Legal Q2 FY13-14-Remediation Resources Control completed Board Planning-Page 6 of 12 Ili 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority I Continued Mindego Ranch Evaluate and remediate landfill. Negotiate final agreement to close TBD-based on Refer to Real Kirk Lenington Remediation project with affected parties and obtain negotiations with affected Property budget. "no further action"letter from Water parties Legal Board. Mt. Umunhurn Remediate the former Almaden Complete permitting/bidding process Q1 FYI 1-12-Lead/ $582,500 Gina Coony Remediation and Airforce Base(Mt. Umunhum and and award contract to demolish first asbestos removed from Restoration Mt.Thayer). phase of buildings and structures, structures. $580,500 to be All Departments consistent with a Board-approved Q2 FYI 1-12-Bidding reimbursed through Legal Restoration and Public Access Plan. process for demolition FY 09110 federal Q3 FYI 1-12-Award of appropriations contract for demolition Q2 FY12-13-Phase I structure demolition complete Priority 2 Big Dipper Road Reduce sediment to the aquatic Seek bids,award contract, and Q1 FYI 1-12-Bidding $352,000 Matt Baldzikowski Restoration environment through road removal.complete restoration project to remove process perched fill and road/stream crossings Q2 FYI 1-12- Award Partially funded Operations along one mile of badly-eroding former construction contract ($148,000)by a Legal ranch road and upgrade 1/2 mile of Old Q4 FYI 1-12-Project Department of Fish Public Affairs Page Mill Road. completion and Game grant. Resource Update existing Board policies to Obtain final Board approval for the Q1 FYI 1-12-CEQA $14,500 Julie Anderson Management Policies guide resource management entire set of Resource Management review actions. Policies Q1 FYI 1-12-Board Administration considers certificaton of Operations CEQA document and Public Affairs adoption of RM Policies Legal Planning-Page 7 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 2-Continued El Corte de Madera Reduce sedimentation to ECdM Secure permits for Methuselah bridge Q1 FY11-12-Complete $37,000 Julie Andersen Creek Watershed and San Gregorio Creeks. and Manzanita Trail improvements and design and construction Protection Program complete first phase of road fill plans Operations removal/trail restoration to close Q2 FY11-12-Permitting abandoned alignments. Q2 FY12-13-Construction Priority 3-None Deferred-None Priority 1 -None Priority 2 Ponds DR07 and Continue implementation of the Complete pond design and submit for Q2 FY11-12-Design $48,500 Julie Anderson DR08 Repair Driscoll Ranch Pond Management permits;secure grant funding for repair Q3 FU11-12-CEQA and Plan, repairing additional work. permitting Operations failed/failing ponds on the property. Q1-Q3 FY12-13-Bidding, award of contract and repair Priority 3-None Deferred Mindego Lake Define a habitat restoration and TBD TBD TBD TBD Management Plan long-term management plan for Mindego Lake. Planning-Page 8 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 1 -None Priority 2 Alma College Site Use Develop partnership for reuse of Prepare and release of a Request for Q1 FY1 1-12-Prepare $15,000 Erica Simmons Partnership former Alma College Site. Proposals(RFP)to determine RFP partnership interest in Q2 FY1 1-12-Release Operations rehabilitating/stabilizing key structures; RFP review results with the Committee; Q4 FY1 1-12-Review Sierra Azul/Bear return to the Board with recommended proposals and prepare Creek Redwoods Ad next steps. revised site plan;obtain Hoc Committee Committee support Q1 FY12-13-Present site plan for Board review and consideration Priority 3 Archaeological Survey of archaeological Competetively select consultant to Q2 FY2011-12-Release $25,000 Matt Baldzikowski Surveys(Mindego resources throughout Mindego complete archaeological surveys to RFQ/P to solicit Proposals Ranch and Skyline Ranch property and in the vicinity inform development of future Q2 FY2011-12-Award Operations Ridge) of the Skyline Field Office. plans/construction projects. consultant contract Q4 FY2011-12-Final report completed Deferred-None Planning-Page 9 of 12 i 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 1 Folger Ranch House Implement basic habitability Complete bidding process to award Q1 FY2011-12-Bidding $277,000 Erica Simmons Remodel upgrades to District residence. construction contract;complete Q2 FY2011-12-Award residence remodel and new water remodel contract Planning system installation. Q2 FY2011-12-Begin Real Property construction Operations Q3 FY2011-12- Legal Construction complete Priority 2 South Area Field Site planning and design for new Secure the one building with historic FY10-11: Site planning $195,500 Tina Hugg Office Site Preparation south area field office facility. merit;continue site planning and design and utility infrastructure and Design through schematic design phase for nevv research Operations field office facility. FY11-12: Programming Real Property and schematic design Legal FY12-13: Design development,construction Facilities Ad Hoc documentation, permitting, Committee CEQA FY13-14: Bidding& negotiation,construction Planning-Page 10 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 2 Continued Demolition of Beatty Demolish accessory buildings Demolish accessory buildings;secure Q1 FY11-12-Bidding $40,000 Zachary Alexander Accessory Structures deemed to hold no historic value to historically significant building;continue process for demolition prepare site for future field staff site planning for new field office facility Q2 FY11-12-Award Operations facility. (identify infrastructure requirements and demolition contract Legal preliminary layout); hire consultant team Q3 FY11-12-Demolish to begin programming design phase. accessory buildings and restore building pad sites Skyline Field Office Implement minor remodel to Complete design development and FY11-12: Construction $240,000 Tina Hugg Improvements existing building and build new construction document phases;secure documentation,permitting, shop. use and building permits;prepare site CEQA Legal for construction and initiate bidding FY12-13: Bidding& Operations process. negotiation, construction Facilities Ad Hoc Committee Priority 3-None Deferred Administrative Office Replace aging HVAC system and TBD TBD TBD TBD HVAC and South End expand capacity of the Remodel Administrative Office to accommodate future staff growth. • Brochure map updates and formatting • GIS maintenance Map and graphics production • Linking District databases to GIS(e.g.road&trail database) • Sign and signboard replacements • La Honda Creek Master Plan Development(remaining work to close out planning project) $5,000 Planning-Page 11 of 12 2/10/2011 9:40 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS I • Streamline permitting process with San Mateo County for routine maintenance projects • Participation in Details and Specifications Committee to develop standard District construction details and specifications $3,000 • Memorial Bench Inventory • Office of Emergency Services Coordination • Sign Committee participation to address emerging sign issues • Trail Naming • Bay Area Open Space Council Upland Habitat Project participation and input • Participate in the development and review of Community Wildfire Protection Programs(CWPP) • Cultural Resource Surveys • Natural Resource Surveys • Pond Monitoring • Administer the Resource Management Grants Program $25,000 • Conduct Road and Trail Inventories $20,000 • Stakeholder participation in the San Gregorio Creek Watershed Assessment Technical Advisory Committee JAC} • Moffett Field/NASA Ames Site Cleanup(including Site 25-Stevens Creek Nature Shoreline Study Area) Planning-Page 12 of 12 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT DP � TATIONS DEPARTM ENT ACTION PLAN FY2011-12 Basic Policy Objective: The District follows management policies that ensure proper care and stewardship of the land, that provide public access appropriate to the nature of the land, and that are consistent with ecological values and public safety. Core Functions: A. Act as the frontline "Face of the District," when performing visitor service duties. B. Provide for public protection, safety and access. C. Construct, maintain, and repair District trails and structures. D. Provide field resource management services. E. Protect natural resources. F. Restore natural resources. Staff Resources (Stated as Full-Time Equivalents—FTEs): FTEs Position Title 1.0 Operations Manager 2.0 Area Superintendents 1.0 Support Services Supervisor 1.0 Management Analyst 1.0 Senior Resource Management Specialist 1.7 Resource Specialist I 4.0 Supervising Rangers 2.0 Maintenance/Construction Supervisors 2.0 Maintenance/Resource Supervisors 1.0 Administrative Assistant 1.0 Field Office Administrative Assistants '/z Time 2 18.0 Rangers 4.0 Equipment Mechanic-Operators 4.0 Lead Open Space Technicians 11.0 Open Spa e Technicians 1.0 Farm Maintenance Worker 4.0 Seasonal Open Space Technician hours 8,500 hours 1.7 Seasonal OST hours for resource management 3,500 hours 1.0 Natural Resources Intern 1.998 hours 62.4 Total FTEs Operations—Page i of i 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS Priority 1 Radio Upgrade the District's radio system by Continue with the work already completed on this Q4 FY11-12 $1,170,000 D.Topley Improvement improving communication capabilities project.Goals for this fiscal year are: Project resulting in improved staff safety. Legal -Install,maintain,and utilize the new simulcast system Real Property -Deployment of the new 2nd radio frequency. (Note;this project is outside of the 10.5%CapEx Guideline) Priority 2 Permits Database Improve the system for issuing, Create a linked system to improve communications Q4 FY11-12 $6,000 G.Baillie tracking,and reporting permits for between the offices and improve the ability to:issue greater efficiency and to increase the permits in a timely manner,gather data,and generate Admin-IT capacity of the Operations accurate and specific reports. Also,create a manual for Administrative Assistant. users and administrators of the system. Update the Update sections of the Manual to Create a review team to go through the sections in the Q4 FY11-12 $2,000 G.Baillie Ranger reflect current practices,and consider manual,and work with field staff to edit,add,and delete Operations changes requested by staff since the sections as necessary. Legal Manual(ROM) original Manual was published Admin-HR District Ordinance Update District Ordinances to reflect Work with outside legal counsel to update the District's Q3 FY11-12 $7,000 G.Baillie Update changes required to meet the Land Use Ordinances. Last update was in 2004 and a changing needs of resource protection variety of requested changes have been identified and Legal and ranger enforcement. need to be addressed. Public Affairs (Note;recommended to occur every 5 This project will also include a review of the District's Use and Management years and we are currently 2 years Bail Schedule. Costs include publication and printing Committee overdue) costs for new Ordinances. Ordinances to be taken to Use and Managemen Committee for review. Operations-Page 1 of 9 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS Priority 2 Continued District Fire Evaluate the District's role and model Utilize the information gathered at the Operations Q4 FYI 1-12 $400 D.Sanguinetti Response and for providing fire response services to Leadership Workshop of 2010 to evaluate the current Suppression ensure it best meets the needs and District Fire Response and Suppression model for Legal Program clarifies our role based on the mission service delivery. The process will include a review of of the District. service requirements required by the Districts enabling Use and Management legislation,staff fire response and suppression role, Committee required training,and equipment. Final recommendations will be presented to the Use and Management Committee. Priority 3 Radar Database Upgrade the existing radar database Utilize the Incident Database model and components to Q4 FYI 1-12 $2,000 G.Baillie Improvements start process of improving the existing Radar Database to allow for access by field staff,and to have data entry Admin-IT done at the field offices. Limited funds budgeted for this year.Project is expected to be completed in 2012-13. Seasonal Ranger Update the current draft plan for Depending on the results of negotiations with the Field Q2 FYI 1-12 $0 G.Baillie Program creating a Seasonal Ranger Program Employees Association,update the proposal for creating a seasonal ranger program. If the decision is made to further research this program, then no funds would be spent in FYI 1-12,but the program would be prepared for implementation in FY12- 13. Deferred Operations Create a structure for the third in a Gather memorandums,written policies,and procedures TBD $0 G.Baillie Administration series of three policy binders to which affect patrol,maintenance,and Operations Policies Manual organize and consolidate policies administrative functions and consolidate them into one Legal (AOM) specific to Operations. binder;memorialize policies and procedures which are not currently available in written form. Operations-Page 2 of 9 i 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS Priority 1 -None Priority 2 Rancho San Repair the Black Mountain Trail Repair the trail within the trail easement corridor Q4 FY11-12 $10,000 M.Jurich Antonio Black Connection alignment from the top of identified in the former Hanson property exchange Mountain Trail the PG&E Trail to the Black Mountain report. Project is continued from last fiscal year due to Planning Connection Trail. difficulties in establishing trail route. Priority 3 Peters Creek Trail Realign the Peters Creek Trail to take Lay out trail,complete CEQA evaluation,and Q3 FY11-12 $5,000 B.Malone Reroute it off the Jikoji Retreat Property Dam. construction. New trail would be about a quarter mile. Jikoji requested it for their privacy and Costs budgeted are for materials and supplies. $10K expected in Planning has agreed to cover costs. donations for staff time&materials Deferred Fremont Older Improve drainage and reduce Realign the Ennex Roadway from gate F004 to the TB D TBD TBD Ennex Road sedimentation of existing trail. Rainbow Knoll Trail Realignment Priority 1 South Area Establish the South Area Outpost,and Complete the project started in FY10-11 to establish a Q3 FY11-12 $12,000 M.Newburn Outpost continue work towards a permanent temporary outpost at the former Slaght Property; Development south area office. continue to assist Planning with the search for a Real Property Planning permanent south area office location. Legal Admin(IT) Priority 2 La Honda Garage Protect the Dyer garage building for Complete the project started in FY10-11 to remove the Q2 FY11-12 $25,000 B.Malone Roof Replacement use as field storage facility. second story of the structure and perform repairs to the Project roof to make the structure weather proof;San Mateo Planning County permits required for project completion. Real Property Operations-Page 3 of 9 it 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS Priority 3 Electric gate at Eliminate the need for a contract to Contract for the construction and installation of an Q4 FYI 1-12 $23,000 B.Downing Windy Hill Portola close the Windy Hill Portola Road lot. electric gate at the Windy Hill Portola Road Parking lot. Road lot Current cost is$6,500.00 a year. Planning Yearly increases of costs have been averaging$600.00 a year. Deferred-None Priority 1 -None Priority 2-None Priority 3 Work Order Improve the current work order system Research alternatives to combine the current two area Q3 FYI 1-12 $0 TBA-Maintenance Sup. System for better communication between systems used for tracking work orders,and develop a Improvement offices and record keeping. proposal for a system that meets the needs of all field Admin-IT staff and administrative staff. If successful, implementation costs would be budgeted for in FY12-13. No expenses,beyond staff time,are anticipated for FY11-12 Deferred-None i Operations-Page 4 of 9 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS Priority 1 -None Priority 2-None Priority 3-None Deferred Evaluate and Plan Evaluate the structure to see if it is of Evaluate structure and determine if demolition or TBD TBD TBD for Deferred value for Operational use. completing deferred maintenance is preferable. Maintenance of Develop plans to restore building if deemed appropriate Sherrill Winery Building Priority 1 Control of Slender Eradicate Slender False Brome from Control of slender false brome on District preserves and Q1 FYI 1-12-CEQA $134,810 C.Roessler False Brome District preserves,prevent re- financial reimbursment to neighbors for treatment on revised infestation,and promote neighbor adjacent private property;treat slender false brome Q3 FYI 1-12-creek Public Affairs eradication. along creek corridors, work completed Q4 FYI 6-17-Slender false brome eradicated from Woodside area Integrated Pest Develop a formal Integrated Pest Hire consultant to develop IPM program,conduct Q2 FYI 1-12-Board $95,750 C. Roessler Management Management Program with environmental review,and coordinate public input. award contract Program documentation,procedures and public Q4 FYI 1-12 Develop Planning input. program Q4 FYI 2-13-Board consideration of project&CEQA certification Operations-Page 5 of 9 I 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS Priority 1 Continued Grassland Burns Develop a grassland burn program. Develop a process to bring on a consultant to continue Q2 FYI 1-12-conduct $8,750 C. Roessler vegetation and wildlife monitoring at previously burned vegetation and wildlife and control sites on Russian Ridge. monitoring. Q2 FY13-14-Board consideration of project&CEQA certification Priority 2-None Priority 3 Bluebrush Canyon Remove dumped materials to prevent Remove dumped materials from drainage.This project Q3 FYI 1-12 Refer to Real S. Hooper Dump Site Clean downstream pollution and erosion. will also require CEQA review. Property budget. Up Restore to natural condition. Planning Real Property Deferred-None Priority 1 Sudden Oak Continue monitoring status and Fund and assist Sudden Oak Death research,and Q3 FYI 1-12 summary $20,700 C. Roessler Death Monitoring support University of California monitor infested areas. report on canyon oak &Research research of Sudden Oak Death. susceptibility to SOD Public Affairs Q3 FYI 1-12 spray treatment of research &specimen oaks Priority 2-None Priority 3-None Deferred-None Operations-Page 6 of 9 I 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS Priority 1-None Priority 2 Weed Control on Control priority weeds on Mindego Continue vegetation management on Mindego. Q1&Q2 FY11-12 $28,456 C. Koopmann Mindego property property to improve conditions of spring&summer grasslands. weed work Planning Q4 FY20-22 priority Real Property weeds controlled on Mindego Priority 3 Development of Work with a consultant to develop a Develop an Agricultural Production Plan for the Q4 FY011-12 $55,000 C.Koopmann Madonna Creek Agricultural Production Plan for the Madonna Creek property. Agricultural Madonna Creek Property. Planning Production Plan Real Property Deferred Weed Control on Control priority weeds on Driscoll Conduct vegetation management on former Driscoll TBD TBD C. Koopmann Driscoll property property to improve conditions of property. grasslands. Planning Real Property •Assist Planning Dept with new boardwalk and restoration of Alpine Pond •Assist Planning with Biodiversity Land Acquisition Analysis •Assist Planning with biological monitoring of Driscoll and Big Dipper work •Assist Planning with restoration of Driscoll ponds DR07 and DR08 •Assist Planning with revegetation plan for Hicks Flat •Prepare grazing management plan for Bluebrush Canyon;revise lease,install infrastructure improvements •Prepare lease,find grazing tenant for La Honda •Provide biological evaluations for new acquisitions •Provide CEQA support •Resource Management will support projects identified for field operations Operations-Page 7 of 9 i 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS •Assist Land Protection Specialist with identification and mitigation of encroachments to District preserves •Assist Planning Department in development of Site Plan for Skyline Field Office •Assist the Planning Department with the design and development of new trails as identified in Use and Management Plans •Budget&Action Plan-Create:Annual Budget,Midyear Budget,Budget Forecast as well as Annual Action Plan,Midyear Changes and Action Plan Review •Comply with OSHA and other mandates,and providing necessary safety equipment and training •Conduct focused ranger patrol to address undesignated trail construction and use at Sierra Azul and El Corte de Madera Creek Open Space Preserves •Continue liaison efforts with police,fire,municipal court,and other public jurisdictions •Coordinate occupational health and safety program for field operations •El Corte de Madera Trail Improvements(erosion reduction) •Enforce District land use regulations by providing active ranger patrol and after-hours call-out response •Identify and mitigate potential hazards to enhance public safety •Incorporate newly purchase properties into regular patrol and maintenance schedules •Maintain buildings,vehicles,and equipment to maximize utility and longevity •Maintain lands in an environmentally sensitive manner,utilizing resource management practices •Monitor public use and land use regulation compliance. Assist in education of visiting public on proper use of District preserves •Monitor special events,use permits,and resource protection impacts on District lands •Participate in Real Property's"New Land Acquisition Process." This will involve Area Superintendents and Resource Management staff members •Provide clean,well maintained,public facilities(trails,restrooms,parking lots,etc.)for safe use by District visitors •Provide safety training for sworn and non-sworn staff •Provide supervision and assistance to volunteer projects •Repair and maintain structures involved in the District's employee housing program •Respond to accidents and other emergencies on District lands •Respond to fires on District lands and adjacent lands when District property is threatened or where specified by written agreements •Stevens Creek Apple Orchard •Continue management of Rancho San Antonio County Park •Work with court jurisdictions and District Attorneys'offices to prosecute District cases •Work with database consultant to make changes and improvements to Operations databases in response to information requests •Work with IT staff to improve electronic information availability between the field and administrative offices •Work with Planning Department on Master Plans and Use and Management Plans •Work with the Planning Department on a joint committee on the continued development of Detailed Standards and Specifications •Advise staff and public to avoid conflicts between humans and wildlife •Conduct wildlife surveys,specifically for deer and nesting bluebirds -Continue maintenance of recently installed plants and erosion control at Skyline Ridge tree farm restoration site Operations-Page 8 of 9 2/11/2011 9:42 AM OPERATIONS DEPARTMENT PROPOSED FY2011-12 KEY ACTION PLAN PROJECTS •Control sedimentation and erosion •Design and direct volunteer projects •Inventory newly purchased properties for natural resources and respond to resource management needs.09-10 Fiscal Year •Inventory,map and control invasive species •Management of Resource management grants-giant salamander,mountain lion study •New grazing leases and management agreements •New property sun eys •Protect and restore biodiversity of preserves •Protect rare species and habitat •Restore natural ecological conditions on disturbed lands •Work with the Planning department on Resource Management Policies Operations-Page 9 of 9 i MIDPENINSULA REGIONAL OPEN SPACE DISTRICT PUBLIC AFFAIRS DEPARTMENT ACTION PLAN FY 2011-12 Basic Policy Objective: � The District educates and clea '� ������e public� ��� ;� a���� � _ District, and actively encourages public input and involvement in the District's decision-making process and other activities. � Core Functions: A. K8axjrniza general public's axvarenoaa, understanding and their involvement with the | District, and ensure constituents understand the value of the District's activities such as ` preserving the ecosystem. B. Generate support among opinion leaders, key po|inymakany. ethnic groups and the general public for District mcquioibon, pneeervation, restoration, and | | interpretive/education projects and programs. | C. Implement top priorities of the District's legislative plan and protect the District's funding � structure. D. Offer variety | ' ~ | opportunities to educate, and involve people in the preservation, restoration and ' enjoyment of open space. E. Provide District materials and information to community members and public officials, to � ensure full knowledge and understanding of the Diatriot. its pnogmonnoand ootiviUem. ' | Staff Resources (Stated as Full-Time Equivalents ~ FTES):1.0 Web Content Coordinator 1.0 Volunteer Programs Coordinator ' FTEs Position Title 1.0 Public Affairs Manager 1.0 Communications Specialist 1.0 Public Affairs Specialist � 1.0 Docent Programs Coordinator 1.0 Assistant Programs Coordinator 1.0 Administrative Assistant 0.3 Public Affairs Intern (692.5 hours) � Public Affairs — P8O� iDfi � � � � | 2/10/2011 1:28 PM PUBLIC AFFAIRS DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 1 Health Incentive Encourage people to improve Continue program research to determine Q4 FY11-12-Provide $500; additional Kristi Britt Program their health by recreating on how best to reach out to the community project proposal to the budget may be District preserves as well as through health and wellness by providing Board needed in future Planning improve knowledge of the District. open space and trails as a resource for fiscal yeagsj Operations bettering one's health. Engage constituents in diverse communities. District Coffee Celebrate the District's 40th Determine first pass of book content; Q1 FY11-12-Finalize $12,500 Kristi Britt Table Book anniversary in Nov.2012; deliver final manuscript to publisher; first pass of book improve constituents'knowledge review and finalize copy edits; review content and provide Planning of the District. design samples, manuscript to publisher Legal Q2-Q4 FY11-12- Review and finalize copy edits, review design samples Media To make access and Research and purchase press release 03 FY11-12 $2,000 Leigh Ann Gessner Management communication with media more and media list management software streamlined and accessible Diversity Engage new audiences Implement outreach strategy drafted in Q4 FY11-12 $2,000 Rudy Jurgensen Outreach FY 2010-11 All departments Mobile Disseminate District info in a Survey current relevant apps. Consider Q3 FY11-12 $8,000 Vicky Gou Application format that is increasingly popular mobile format for openspace.org. with our constituents in this tech- Determine scope, schedule,and budget Planning savvy area for selected approach. Legal Public Affairs-Page 1 of 6 2/10/2011 1:28 PM PUBLIC AFFAIRS DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 2-None Priority 3-None Deferred Wildlife Guides Online resource to improve Consider different approach from original TBD TBD Kristi Britt constituents'knowledge of the eNature concept, such as possible natural environment, including iPhone application or online field guide flora and fauna found on District to wildflower/plants and animals. preserves Visitor Estimate To estimate the number of Continue to gather estimates of the TBD TBD Kristi Britt Survey visitors to District preserves in number of individuals who have visited different seasons. District open space preserves by surveying each preserve during all four seasons. Priority 1 Mt. Umunhum Work with legislators and Work with the District's Washington Ongoing $30,000 Rudy Jurgensen Remediation and constituents to clean up the lobbyist to ensure that federal funding for Site Planning former Air Force Station. the cleanup continues. Operations Real Property Planning Legal State Legislation Sponsor and support the Board- Work with the District's legislative Ongoing $28,000 Rudy Jurgensen approved Legislative Program. advocate and with legislators and their staff to sponsor and support the Board- All departments approved 2011-2012 Legislative Program. Update Legislative Program to respond to changing political landscape. Seek coordination and support from other special districts. Public Affairs-Page 2 of 6 2/10/2011 1:28 PM PUBLIC AFFAIRS DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 1 Continued Federal Sponsor and support the Board- Work with the District's legislative Ongoing $0 Rudy Jurgensen Legislation approved Legislative Program. advocate and with legislators and their staff to sponsor and support the Board- All departments approved 2011-2012 Legislative Program. Update Legislative Program to respond to changing political landscape. Seek coordination and support from other special districts. Priority 2-None Priority 3-None Deferred-None Priority 1 Geocaching To promote outdoor time for Host event to launch program; print and Q2 FY11-12-Host $3,000 Jennifer Williams Program children and families in a style distribute related materials; promote event launch event that is relevant to today's event in community and in various media Q1-Q4 FY11-12- Operations technology-driven youth. outlets; offer staff, board, and volunteer Promote program in Legal educational training. community and internally District-Wide Begin implementation of Identify interpretive priorities based on Q1 FY11-12-Identify $5,000 Renee Fitzsimons Interpretive Plan: interpretive projects identified in criteria outlined in District-wide project and resources Implementation- District-wide Interpretive Plan. Interpretive Plan and select highest for implementation Operations Continued Phase priority project or site-specific plan (consultant;vendor) Planning II development for 2011-12; project may Q2 FY11-12-Contract be multi-year. established and work begins Q3-Q4 FY11-12-Work in progress and completion Public Affairs-Page 3 of 6 2/10/2011 1:28 PM PUBLIC AFFAIRS DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Priority 1 Continued Collaborative To involve new audiences and Research and identify new partnership Q1 FYI 1-12-Conduct $3,000 Renee Fitzsimons Family underserved community opportunities in regional communities- research on potential Programming with members in District programs and e.g. recreation departments, civic partners; contact Operations Diverse Audience activities. groups,after-school programs,non- selected partners to Partners profits/NGOs; establish partnership and interview set-up program or activity; implement Q2 FYI 1-12-Select participation process and solicit families; partner and establish involve District docents and/or partner agreement; scope the volunteers. program or activity to implement Q3 FYI 1-12-Recruit staff and/or volunteers; set up program schedule Q3-Q4 FYI 1-12- Conduct program; culminating event and/or evaluation of program Priority 2 Memorial Plan Research and identify a location Present ideas and recommendations for Q4 FYI 1-12 $0 Paul McKowan Development for (or locations)and method for locations and structures to LFPAC.Work Volunteers& memorializing deceased District with LFPAC to determine District Operations Docents volunteers and docents. guidelines. Planning LFPAC Committee Priority 3-None Public Affairs-Page 4 of 6 2/10/2011 1:28 PM PUBLIC AFFAIRS DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Deferred ARMS Program Expand the Resource Hire new 1/2-or full-time Volunteer TBD TBD Paul McKowan Expansion Management Stewards Program. Program field lead position to oversee the ARMS volunteers. • Community-hosted Outreach Events(i.e.Woodside Envirofest); Research, respond to requests,attend as appropriate. • District-hosted Community Events(i.e. Nature Center Opening Weekend. Co-lead annual Bay Area Ridge Trail Cruz with Ridge Trail Council). • Coordinate spring and fall Spaces&Species field trips-docent/class scheduling; school/teacher and field office communication. • Docent recruitment-development/placement of print/online/community ads and flyers;track incoming recruits and results. • Coordinate continued outreach to underserved schools for inclusion in field trip program/TAP • Plan,coordinate, implement,and evaluate 2011 Volunteer Recognition Event. • Schedule and lead annual training for staff. Update training materials, etc. • Schedule and coordinate 55+outdoor service projects, including April Earth Day and June Trail Days events. • Present ARMS 1/2-time and optional full-time Lead Position recommendations to management. • Continue to manage the existing ARMS Program, make needed adjustments to proposed 1/2-and optional full-time Lead Position. • Schedule guest speaker/instructor enrichment trainings or presentations for volunteers. • Schedule and lead Crew Leader combination Project Training/Meeting sessions. • Recruit for 2012 spring Trail Patrol and fall Crew Leader training classes. • Coordinate and lead Volunteer Trail Patrol-Team Patrol Days at preserves with general regulations or other ongoing challenges. j • Coordinate specific Trail Patrol outreach tables and patrols at dog preserves; provide education regarding new waste removal guidelines,forward public/volunteer feedback to Ops. • Manage special project volunteer requests and coordinate with appropriate staff members. • Manage Volunteer Section of Contact Database and make needed adjustments/additions to new manual. • Manage improvements to Conservation Easement Monitoring Program, including training and hours reporting. • Create and send periodic/quarterly E-blast(electronic)volunteer updates, newsletters, etc. • Plan,schedule, and manage 200+quarterly docent-led activities for the public. • Process requests for docent-led hikes and other activities from constituents. • Manage Daniels Nature Center, including docent scheduling, and maintenance and operational needs. Public Affairs-Page 5 of 6 2/10/2011 1:28 PM PUBLIC AFFAIRS DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS • Plan/coordinate annual Fremont Older House&Garden Tours for public-including docent scheduling, media outreach,etc. once or twice a year. in February-March (six weeks)for OELs, and in March for NCHs. • Networking: meet with groups like MEEA(environmental education),VAN (volunteer administration), NAI-Chapter 9(interpretation) for professional development, and programmatic or project collaboration. • Training: Research/solicit other organizations for partnerships to provide new enrichment/joint training opportunities for volunteers. Continue to work with POST and other organizations or agencies • Host and attend Volunteer Management-Best Practices Roundtable meetings and trainings. • Coordinate Public Affairs team feedback and represent group at T3 and other internal District committees. • Alpine Pond Long Term Management Plan • Stevens Canyon Ranch long-term orchard management agreement • Promote diverse media coverage of the District that communicates its key messages. • Host special events and celebrations such as a Legislative Meet-and-Greet, Mary Davey dedication event,etc. • Produce the quarterly newsletter Open Space Views, including the 2010-11 Annual Report; coordinate graphic design, print, mail. • Produce and update District trail brochures and other printed matter; create new brochures for special activities/topics as needed. • Hold an annual public meeting to review the Good Neighbor Policy(and brochure)and its implementation and effectiveness. • Continue to promote the District's trail guide book Peninsula Tales& Trails. • Work with Planning and Operations to design,write,and edit content for signs and signboards; attend Sign Committee meetings. • Develop District advertisements for public meetings,announcements, docent and volunteer recruitment,etc. as needed. • Develop collaborative partnerships with other organizations to help the District achieve its mission. • Maintain/improve the District Web site to serve volunteers,community,constituents,staff with timely/relevant news and project info. • Prepare department Action Plan and Budget and related mid-year and forecast • Build relationships and work on getting regular coverage of the District in ethnic media outlets to reach new audiences. • Plan and give regular general information community presentations about the District to our target audiences. • Publish and distribute weekly blog posts to communicate about the District and nature, particularly with the media and younger readers online. Public Affairs-Page 6 of 6 Midpeninsula Regional Open Space District P r . R-11-33 Meeting 11-05 February 23, 2011 AGENDA ITEM 6B AGENDA ITEM Initial Presentation of the District's Proposed Budget for Fiscal Year 2011-2012 GENERAL MANAGER'S RECOMMENDATION Review the proposed District budget for Fiscal Year 2011-12 (FY2011-12). The final District budget for FY2011-12 and the report and recommendations of the Administration and Budget Committee(ABC) will be presented for adoption at the March 23rd Regular Board meeting. SUMMA RY The FY2011-12 Proposed Budget follows the Operating and Capital Expense Guidelines by setting an Operating Expense(OpEx) Target of 51% and a Capital Expense Target of up to 10.5% of property tax revenues. The District Controller is projecting property tax growth of only 1% for FY2011-12 for a total of$27.6 million and the budget being presented here conforms to the guidelines set forth above. On the expenditure side, significant increases in retirement rates and health insurance are driving expenses ex up. The combination of reduced p revenues and rising expenditures has made it difficult to remain under the OpEx Target of$14.5 million. In order to achieve this goal and adhere to the OpEx Guideline, the following actions are recommended for FY2011-12: 1)No cost-of-living adjustment for staff District-wide; 2) No merit pay for managers; and 3) Freeze the Assistant General Manager position for FY2011-12. Implementation of these actions will enable the District to meet the FY2011-12 OpEx Target. DISCUSSION The FY2011-12 District Budget was prepared in accordance with the following guidelines: Operating Expense(OpEx) Guideline— Operating expenses include salaries and benefits and services and supplies associated with the administration of the District's five departments. Excluded from this guideline are expenditures for land acquisition(including costs associated with land purchases such as appraisals, site engineering fees, and title insurance), debt service, R-11-33 Page 2 property management, and capital expenditures. This guideline limits operating expense to a percentage of expected property tax revenue. For FY2011-12, the guideline is 51%. Capital Expenditure Program (CapEx) Budget Guideline—As part of the FY2010-11 Mid-Year Budget, the Board approved a new CapEx Guideline which limits capital project and fixed asset expenditures to 10.5%of property tax revenue based on a five-year moving average. Capital expenditures include public access facilities, planning projects, unanticipated capital expenses, staff facilities, land improvements, and fixed assets. 1) Revenue The District Controller's property tax revenue projections form the basis of the recommended funding allocation for operating expenses. For the past decade property tax revenue has increased approximately 7% annually until FY2010-11, when it dropped by 0.36% from the prior year, and is projected to increase by only 1.0% in FY2011-12 to $27.6 million. Over that same decade, operating expenses increased by an average of 8.2% annually, however, given the Controller's property tax revenue projections over the next five years (see Table 1, below), that level of expenditure growth is not sustainable and will need to be managed within the new OpEx Guideline. Table 1: Projected Property Tax Revenue 2011-12 2012-13 2013-14 2014-15 2015-16 Percent change 1 00% 2 25% 3.50/0 o 5.00/0 a 5.00/o o from prior year Revenue $27,640,000 $28,450,000 $29,440,000 $30,910,000 $32,460,000 Projection n Clara manage Rancho n An Antonio Count As a result of the agreement with Santa C a a County to a age San to y Park, the District will receive$284,000 annually(with a 3% COLA) and received the first v h District an cancel the in December 2010. However, because either the Count or the st ct c payment Y contract with 60 days notice, this revenue is uncertain and therefore not included in the revenue assumptions for the operating budget. 2) Overall District Budget I The proposed budget for FY2011-12 totals $43,599,758 and is offset by projected grant income of$921,165 bringing the net District budget to $42,678,593. More detail is provided in Table 2 below. I R-11-33 Page 3 Table 2: District-wide Budget %of Total 2010-11 2011-12 %Change Proposed (')2010-11 Mid- Projected Proposed from 10-11 %Change Budget Year Budget Expenses Annual Budget Mid-Year from 10-11 (before Grant Operating Budget: Expenditures (2.5%Cola) (2.5%Cola) (0%Cola) Budget Projected Income) Salaries 7,944,908 7,883,951 8,198,969 3.20% 4.00% 18.8% Benefits 3,073,220 3,033,332 3.368,041 9.59% 11.03% 7.7% Subtotal: Salaries and Benefits 11,018,127 10,917,283 11,567,010 4.98% 5.95% 26.5% j Services and Supplies 2,851,046 2,705,262 3,045,864 6.83% 12.59% 7.0% Fixed Assets 0 0 0 0.0% Subtotal: Operating Expense Budget 13,869,173 13,622,545 14,612,874 5.36% 7.27% 33.5% Property Management 177,969 182,554 209,858 17,92% 14.96% 0.5% Unanticipated CIP 25,000 25,000 25,000 0.00% 0.00% 0.1% Public Access Facilities 534,000 372,000 884,500 __ 65.64% 137.77% _ 2.0% Staff Facilities 307,000 241,000 752,500 145.11% 212.24% 1.7% Planning Projects 309,0001 154,500 119,500 -61.33% -22.65% 0.3% Mt.Umunhum 740,353 658,853 1,091,391 47.41% 65.65% 2.5% Special Projects 2,117,210 677,310 2,211,310 4.44% 226.48% 5.1% Subtotal: Capital Exp.&Property Mgt. 4,210,532 2,311,217 5,294,059 25.73% 129.067/6 12.1 Subtotal: Full Operating Budget 18,079,705 15,933,762 19,906,932 10.11% 24.94% 45.7% Land+Assoc.Costs 15,656,500 7,512,250 13,963.850 -10.81% 85.88% 32.0% Debt Service 8,086,581 8,086,581 9,728,975 20.31% 20.31% 22.3% District Budget Total-Before Grant Income 41,822,7861 31,532,593 43,599,758 4.25%1 38.27% 100.0% Grant Income 1 368,8581 368,858 921,165 149.73%1 149.73% 2.1% District Budget Total-After Grant Income 1 41,453,9281 31,163,735 42,678,593 2.95%1 36.95% 97.9% FY2010.11 Adopted&Mid-Year Budget:Restate prior pedods(FY10.11)to conform to the wreM yeals presertation of the new CapEx Guideline effective FY2011-12. The new CapEx Guideline moves Operation's Fixed Assets from Operating Expenses to the Capital_expenee cats (Amourd oLL ide of O_perating Budget)starting FY2011-12. czl Assumption:FY2011-12:0%Cola,No AGM 'T Chart 1 below indicates the District budget expenditures over the last five years in the major categories of Salaries and Benefits, Services and Supplies, Fixed Assets, Debt Service, and Land Purchases. 11-11-33 Page 4 Chart 1: Total District Annual Expenditures History $70,000,000 $60,000,000 .. .,.. ___ _.. __.. _. . .. _.._ ... _. . ... .. $50.000,000 , I $40,000,000 $42.2 M ..__.- .... $28.1 M $14 0. $30,000,000 $17.5 M `w $7.5 M $20,000,000 $1.6 M $8.1 M $6.6M $7.4M $7.6 M $7.8 M $5.1". $2.3 M $1ZM $1.7M $1.4M $2.7M $3.3 '.. ',. $10,000,000 $2.1 M $2.4 M $2.9 M $2.8 M $7.9M $8.6M $9.2M $10.OM $30.9M $11.6M $0 2006-07 2007-08 2008.09 2009-10 2010-11 Projected 2011-12 Proposed Salaries&Benefits Services&Supplies Capital&Fixed Assets Debt Service Land Purchases 3) Operating Budget Background: Given the FY2011-12 Property Tax revenue projection of$27.6 million(Table 1) and the OpEx Guideline of 51%, the OpEx target is $14.1 million. As in prior years, it is assumed the District will spend 97% of the operating budget; therefore, the OpEx Target is actually$14.5 million. In order to ensure budgeted operating expenditures do not exceed the annual OpEx Target during each of the next five years, a new element was added to the budget review process this year: staff developed a Five-Year Operating Expenditure Forecast and presented it to the ABC. Salaries and Benefits: Personnel costs comprise 79% of the operating expenses and also contain a number of variables outside of the District's control, specifically retirement and insurance rate increases. Chart 2 below illustrates the significant increases in retirement contributions and insurance premiums over the past ten years. It is important to note that the two costs over which the District has the least control,retirement and group insurance, increased 426% and 294%respectively during this period, while salaries increased by only 131%. Ten years ago, retirement and insurance costs combined accounted for 15%of salaries and benefits; in FY2011-12 they will comprise 26%. R-11-33 Page 5 Chart 2: IO-Year Cumulative Salaryand Benefit Increases 450% i 400% 350% 300% 250% i i 200% 150% i 100% 50% 0% 2001-02 2002-03 2003-04 2004-05 2005-06 2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 Projected []Salaries ❑Retirement ❑Insurance The FY2011-12 Proposed Budget of$11.6 million for salaries and benefits reflects an increase of 5% over the FY2010-11 Midyear Budget(Table 3, below). Consistent with previous years, growth in the cost of benefits continues to significantly outpace salary growth. Total benefits costs increased by 9.6%, driven substantially by CalPers retirement costs which will increase by 14.7% over FY2010-11 Midyear. Table 3: FY2011-12 Proposed Salaries and Benefits 10/11 10/11 *11/12 Change from Change from Midyear Projected Proposed 10/11 10/11 Proposed Expenses Budget (2.5%Cola) (2.5%Cola) (0%Cola) Midyear Projected Salaries 7,944,908 7,883,951 8,198,969 3.2% 4.0% Benefits 3,073,220 3,033,332 3,368,041 9.6% 11.0% Retirement Plans 1,574,529 1,564,464 1,806,597 14.7% 15.5% Group Insurance 1,212,914 1,183,091 1,273,278 5.0% 7.6% State Mandated Insurance 285,777 285,777 288,166 0.8% 0.8% TOTAL SALARIES&BENEFITS 1 11,018,128 10,917,283 11,567,010 5.0% 6.0% *Note: FY2011-12 Salaries&benefits are estimates only and are pending final negotiations with the District's represented group and results of any action from the HR Classification and Compensation study. R-11-33 Page 6 Services and Supplies: For FY2011-12, services and supplies increased by $194,818 from the FY2010-11 Mid-Year Budget. Major additions include increased utility costs, field supplies and small equipment, resource management costs, and the first accrual for election expenses. These additions are partially offset by reductions in contract services and outside maintenance. Recommendation: Key goals of the budget include not only meeting the $14.5 million OpEx Target, but also retaining all filled staff positions and continuing to acquire and preserve District lands. To meet these goals and, at the same time absorb the operating budget cost increases associated with PERS and health insurance benefits, the following actions are recommended for FY2011-12: • Zero percent cost-of-living-adjustment (COLA) for all District employees (each 1% COLA increases total salaries by$82,000); • Freeze the Assistant General Manager position($142,500) which was budgeted at nine months; • Freeze Manager and Board appointee merit pay($37,000), however, because merit pay is paid three months after the end of the fiscal year, the savings from the FY201 I- 12 merit pay freeze will occur in FY2012-13. Implementation of these recommendations in FY2011-12 would put the operating budget approximately$80,000 over the OpEx Target. However, this overage will be more than covered by the expected revenue of$292, 520 from Santa Clara County for the Rancho San Antonio agreement. 4 BudgetCa ital P As noted in the guidelines, the annual capital budget is limited to capital project and fixed asset expenditures totaling 10.5% of property tax revenue based on a five-year moving average. The FY2011-12 Proposed CapEx budget totals $5.1 million and results in a CapEx moving average (net of grant funds and allowable adjustments) of 7.7% of property tax revenue, which is below the 10.5% CapEx limit. The FY2011-12 Proposed CapEx Budget increase of 26%of the FY2010-11 Mid-Year Capital Budget is due to increases and/or delays in anticipated project costs from one year to the next in the following programs: • Public Access Facilities—The Big Dipper Road Restoration and Alpine Pond Long Term Management/Interpretive projects. • Staff Facilities— Skyline Field Office Remodel, Folger House Remodel, and the South Area Field Office Development. • Mount Umunhum—Mount Umunhum Site Plan, Mount Umunhum Remediation (includes the start of Phase 1 demolition), and Phase I Implementation of the Site Plan. The District will be paying for remediation and demolition costs out of pocket initially in this next fiscal year and then receiving reimbursement from the US Office of Economic Adjustment. In FY2010-11, abatement costs are being handled by the Army Corp of Engineers, which partly reflects why the District's Mount Umunhum i budget for FY2011-12 is greater compared to FY2010-11 • Special Projects—The Radio Improvement and Integrated Accounting and Finance Software projects both carry significant budgets ($1.17 million and $375,000, respectively) of which costs have been deferred from previous years due to R-11-33 Page 7 implementation delays. The Special Project costs are excluded from the FY 2011-12 CapEx guideline calculations. 5) Staffing Total District staffing for FY2011-12 is proposed to increase by one position for a total of 109.5 positions. FY201 1-12 Proposed Annual Budget Budgeted Headcount(in FTEs, Full-time Equivalents) Dept Full-Time Part-Time Interns Total Administration 16.0 1.5 0.5 18.0 Operations 55.0 7.5 1.0 63.5 Planning 14.0 0.5 14.5 Public Affairs 8.0 0.5 8.5 Real Property I 5.0 5.0 Total 1 98.0 9.01 2.5 109.5 Assistant General Manager: An Assistant General Manager position was added at mid-year during FY2010-11 to assist the General Manager in running the day-to-day operations of the District but was deferred due to budget constraints. Due to a second year of budget constraints, the position is recommended to remain unfilled for FY2011-12 in order to help balance the operating budget. Assistant General Counsel: The Assistant General Counsel position is recommended to be filled with a contingent employee for the next two years, at which point, the District's ability to sustain long-term funding for the position will be better known. Filling the position with a contingent employee avoids a long- term financial obligation until the District's revenue has stabilized. Grants Administrator: The addition of a two-year contingent position is recommended to research grant opportunities for the District. There are numerous grants available but District staff does not have the time to research and evaluate them all. A full-time position dedicated to pursuing grant funding could generate substantial revenue for both the operating and capital budgets. If, after two years, the position fails to secure adequate grants funds, it would be discontinued. The first year of this position will be covered by revenue from the Rancho San Antonio Agreement and will not impact the OpEx Target. 6) Action Plan and Budget Coordination The budget and action plan work together to define the work plan for the District in the coming year. Key projects in the action plan identify budget estimates for completing the work in FY2011-12. These costs were incorporated into the proposed budget for each Department,, which are discussed in the Department Summaries below. I R-11-33 Page 8 7) Proposed Department Budgets Administration: 2011-12 % Change 2010-11 2010-11 Proposed from 10-11 Mid-Year Projected Annual Mid-Year Budget Expenses Budget Budget Salaries+Benefits 2,055,544 1,967,700 2,202,347 7% Services+ Supplies 585,967 628,623 624,638 7% Fixed Assets 275,000 15,000 435,000 58% Total 1 2,916,511 2,611,3231 3,261,985 12% Salary and Benefits 0 The 7%increase to salaries and benefits in 2011-12 reflects the annualized cost of positions � filled during FY2010-11 (Administrative Services Manager, Dis trict Clerk and Senior Management Analyst) and the increased retirement and health insurance costs. Partially offsetting these increases is the elimination of funding for the Assistant General Manager. Services and Supplies The 7% increase in services and supplies is driven primarily by the addition of actuarial services for OPEB ($12,000) (Other Post Employee Benefits which is the District's liability for retirees' medical premiums) and the first accrual for San Mateo County elections costs ($60,000). These increases are partially offset by elimination of funding for the Classification and Compensation Study consultant ($49,000). Fixed Assets The increase in the proposed fixed assets budget for FY2011-12 is due to delays in the Integrated Accounting and Finance Software Project and the addition of funding for a consultant($165,000) to assist staff in selecting the software vendor and managing the software implementation and testing process. Real Property -12 °2011 /o Change 2010-11 2010-11 Proposed from 10-11 Mid-Year Projected Annual Mid-Year Budget Expenses Budget Budget Salaries+Benefits 599,196 599,196 639,807 7% Services+ Supplies 136,340 57,380 129,800 -5% Property Management 177,969 182,554 209,858 18% Debt 8,086,581 8,086,581 9,728,975 20% -- — - --- __.— -- -- - --- - — Land+Ass. Costs 15,656,500 7,512,250 13,963,850 -11% Total 24,656,5861 16,437,961 24,672,290 0% R-1 1-33 Page 9 Salaries and Benefits The 7% increase to salaries and benefits in 2011-12 reflects the Senior Real Property Planner moving from 4/5 work schedule to full time and the increased retirement and health insurance costs. Services and Supplies The 5% decrease from the FY201 0-11 Mid-year budget is primarily due to numerous small decreases in service and supplies line items. Property Management The 18% increase in the proposed FY2011-12 Property Management Program results from increased repair and maintenance needs of private and employee residential rental structures which include new rental structures associated with the additions of the Slaght property to Sierra Azul Open Space Preserve, the Bergman and Silva properties at Russian Ridge Open Space Preserve. These expenses are more than offset by the $1.1 million in anticipated rental income received from these rental properties, resulting in an anticipated net income of$865,710 from the District's property management program for FY2011-12. Debt Service Debt Service for repayment of principal and interest on the District's land contracts and note issues is projected to increase by approximately$1.6 million for FY2011-12 or a 20% increase over the FY201 0-11 Mid-Year. This increase results from the issuance of$20.5 million of Financing Authority lease revenue bonds sometime in CY201 1, contingent upon improvement of conditions in the municipal bond market. The increase assumes six months of debt service. Land The 11%decrease from the FY2010-11 Mid-year for the Land Purchase Program primarily reflects a $1.3 million decrease in funding for new land purchases, and the $100,000 decrease for the deferral of a demolition project associated with a new land purchase until FY2012-13. Planning: 2011-12 % Change 2010-11 2010-11 Proposed from 10-11 Mid-Year Projected Annual Mid-Year Bud et Expenses Budget Budget Salaries+Benefits 1,395,363 1,395,363 1,475,813 6% Services+Supplies 60,595 55,345 55,969 -8% Mt.,Umunuhum 740,353 658,853 1,091,391 -47% Planning Projects 309,000 154,500 119,500 -61% Staff Facilities 307,000 241,000 752,500 145% Public Facilities/FENIA 534,000 372,000 884,500 66% Unanticipated CIP 25,000 25,000 25,000 0% ---------- Total 1 3,371,3111 2,902,0611 4,404,672, 31% R-11-33 Page 10 Salaries and Benefits The 6% increase to salaries and benefits in 2011-12 reflects the increased retirement and health insurance costs. Services and Supplies The Planning Department's proposed budget for services and supplies decreased by 8% which is primarily due to small reductions in services and supplies line items. Planning Projects and CIP Budget The proposed Planning Projects and CapEx Budget totals $2,872,890 and is comprised of the following programs: Planning Projects; Staff Facilities; Public Access Facilities/FEMA; and Unanticipated Capital Improvements. Many of the Department's Key Projects were discussed in this report previously under the discussion of the Capital Budget. The proposed $753,000 budget for the Stq#'Facilities Program includes funding to plan and demolish existing structures and begin planning for future site improvements and initiate design for a new staff facility in the south area of the District, complete design and apply for permits for basic improvements to the Folger House, designated to become an employee residence at Driscoll Ranch, and plan for the remodel of the field office and possible construction of new shop building at the Skyline Field Office. The Unanticipated Capital Improvements Program includes budget allocations for emergency repairs or unanticipated capital improvement projects that address public safety. The proposed budget is $25,000. Operations: 2011-12 % Change 2010-11 2010-11 Proposed from 10-11 Mid-Year Projected Annual Mid-Year Budget Expenses Budget Bud et Salaries+Benefits 6,124,593 6,111,593 6,37 1,694 4% Services+ Supplies 1,718,796 1,634,092 1,858,190 8% F_ixod_Assets 320,000 -100% Special Projects 1,522,210 662,310 1,776,310 17% Total 9,685,5991 8,407,9951 10,006,1941 3% Salaries and Benefits The 4% increase to salaries and benefits in 2011-12 reflects the increased retirement and health insurance costs. Set-vices and Supplies The 8% increase in the Operations Department's proposed budget for services and supplies is due primarily to the increased costs for resource management projects such as the District Wide Integrated Pest Management CEQA review, and wildlife management of sick bobcats and pig depredation. Insurance costs increased, as the JPIA requires the District's premium for pollution liability insurance to be paid once every three years. With the anticipated complete installation of the new radio system, additional maintenance to the current radio system will be required for R-11-33 Page 11 compatibility with the new second frequency. Also included is six months of maintenance costs for the new radio system. Fixed Assets Under the new CapEx Guideline, Operations' fixed assets budget in FY2011-12 is now included under Special Projects. Special Projects The FY2011-12 Special Projects budget increase of 17% over the FY201 0-11 Mid-Year is due to delays in the Radio Project implementation and the shifting fixed assets to the special projects category. Public Affairs: 2011-12 %Change 2010-11 2010-11 Proposed from 10-11 Mid-Year Projected Annual Mid-Year Budget Expenses Budget Budget Salaries+Benefits 843,431 843,431 877,349 4% Services+ Supplies 349,348 329,,822 - _377,267 - --,-8%- Total 1,192,779, 1,173,253, 1,254,616, --------5%J Salaries and Benefits Salaries and benefits are projected to increase by approximately 4% from the FY201 0-11 midyear budget, which reflects the increased retirement and health insurance costs. Services and Supplies The services and supplies budget is projected to increase by 8% for FY2011-12 due to implementation of several Key Projects in the Public Affairs Action Plan: the second installment payment of$12,500 to the publisher for the coffee table book project, purchase of press release and media list management software, and establishing activities for collaborative family programming with diverse audiences and partners. Other increases include service contracts for graphic design, print, and mail; increases in event expenditures (including a $5,000 deposit for a 40tF anniversary event); funding for trainings/serninars and professional conferences for staff, and funding for ads in ethnic media. FISCAL IMPACT Final adoption of the proposed FY2011-12 budget by the Board will authorize $43,599,758 to accomplish the District's work plan for the next fiscal year. This represents an overall 4.25% increase in anticipated spending from the FY201 0-11 Mid-Year budget. PUBLIC NOTICE Public notice has been provided as required by the Brown Act. R-11-33 Page 12 CEQA COMPLIANCE This agenda item is not a project and is not subject to the California Environmental Quality Act (CEQA). NEXT STEPS • The Board reviews this proposed FY2011-12 budget. • The Board determines whether the Administration and Budget Committee must meet to further discuss and refine the proposed FY2011-12 budget. • The Board approves the FY2011-12 proposed budget at the March 23 rd Board Meeting. Attachment(s) 1. Budget Analysis, Operating and Non-Operating Expenses Administration and Budget Committee: Curt Riffle, Chair Yoriko Kishimoto Pete Siemens Board Report Prepared by: Kate Drayson, Administrative Services Manager Ana Ruiz, Planning Manager David Sanguinetti, Operations Manager Rudy Jurgensen, Public Affairs Manager Michael Williams, Real Property Manager Stephen E. Abhors, General Manager Mike Foster, Controller Lynn Tottori, Senior Management Analyst Contact person: Stephen E. Abhors, General Manager Curt Riffle, Chair, Administration and Budget Committee Attachment 1 Budget Analysis,Operating and Non-Operating Expenses Budget Analysis ixt 2011-12 2010-11 ("2010-11 2010-11 Proposed %Change Assumptions: FY2011-12: Adopted Mid-Year Projected Annual from 10-11 %Change 1. 0%Cola, Budget Budget Expenses Budget Mid-Year from 10-11 2. No AGM (2.5%Cola) (2.5%Cola) (2.5%Cola) (0%Cola) Budget Projected Prog ram 32 Isaiaries+Benefits 1,384,711 1,395,363 1,395,363 1.475,813 5.77% 5.77% Program 32 Services+Supplies 51"0 60,595 55,345 55,969 -7.63% 1.13% SUBTOTAL,Operating Expenses 1,436:4.1 1,455,958 1,450,708 1,531,702 5.21% 5.59% Pro ram 32 Fixed Assets 0 0 0 0 _ Program 37 _ Mt.Umunuhum _ 425,278 _740,353 658,853 1.091,391 47.41% 65.65% Program 36 Planning Projects 353,000 309,000 154,500 119,500 61.33% -22.65% Program 35 Staff Facilities 507,000 307,000 241,0001 752,500 145.11% 212.24% __Program 34 Public Facilities/FEMA 1,181,000 534,000 372,000 884,5001 65.64% 137.77% Program 38 Unanticipated CIP 25,000 25,000 25.000 25,000 0.00% 0.00% TOTAL,All Expenses 3,927,739 3,371,311 2,902,061 4,404,672 30.65% 51.78% Salaries+Benefits 6,107,851 6,124,593 6,111,593 6,371,694 4.03% 4,26% Services+Supplies --- 1699377 1,718,796 1,634,092 1858,190 8.11%--- 13.71% 'I Fixed Assets 0 0 0 0 SUBTOTAL,Operating Expenses 7,807,228 7,843,389 7,745,685 8,229,884 4.93% 6,25% In)Fixed Assets 336,310 320,000 -100.00% Special Projects 1,601,000 1,522,210 662,310 1,776,310 16.69% 168.20% TOTAL,All Expenses 9,744,538 9,685,599 8,407,995 10,006,194 3.31% 19.01 Salaries+Benefits 829,167 843,431 843,431 877,349 4.02% 4.02% Services+supplies 354,348 349,348 329.822 377,267 7.99% 14 38^% SUBTOTAL,Operating Expenses 1,183,515 1,192,779 1,173,253 1,254,616 5.18% 6.93 TOTAL,All Expenses 1,183,515 1,192,779 1,173,253 1,254,6116 5.18% 6.93% Salarles+Benefits 586,947 599,196 599,196 639,807 6.78% 6.78% Services+Supplies 167,840 136,340 57,380 129,800 -4.80% 126.21% SUBTOTAL,Operating Expenses 754787 735536 656,576 769,607 4.63% 17.22% lProperty Management 178:554 177:969 182,554 209,858 17.92% 14.96% Debt 8,078,081 8.086,581 8,086,581 9,728.975 20.31% 20.31% Land+Ass.Costs 15,656,500 15,656.500 7,512,250 13,963,850 -10.81% 85.88% TOTAL,All Expenses 24,667,922 24,656,586 16,437,961 24,672,290 0.06% 50.09% Salaries+Benefits 2,058,6451 2,055.544 1.967,700 2.202,347 7.14% 11.92% Services+Supplies 682,814 585,967 628.623 624,638 6.60% -0.63% SUBTOTAL,Operating Expenses 2,741,459 2,641,511 2,596,323 2,826,985 7.02% 8.88% Fixed Assets 50,000 275,000 15,000 435,000 58.18% 2800.00% TOTAL,All Ex arises 2,791,459 2,916,511 2,611,323 3,261,985 11.85% 24.92 Operating Budget 13,923,450 13,869,173 13,622,545 14,612,874 5.36% 7.27% Property Management 178,554 177,969 182,554 209,858 17.92% 14.96% Unanticipated CIP 25,000 25,000 25,000 25,000 0.00% 0.00% Public Access Facilities 1,181,0001 534,000 372,000 884,5001 65.64% 137.77% Staff Facilities 507,000 307,000 241.000 752,500 145.11% 212.24% Planning Projects 353,000 309,000 154,500 119,500 -61.33% -22.65% Mt.Umunhum 425,278 740,353 658,853 1.091.391 47.41% 65.55% Special Projects 1,987,310 2,117,210 677,310 2,211,310 4.44% 226.48% Amount outside of Oper ting Budget 4,657,142 4,210,532 2,311,217 5294,059 25.73% 129,0676 Salaries and Benefits 10,967,3211 11,018,127 10,917,283 11,567,010 4.98% 5.96% Services and Supplies 2,956,129 2,851,046 2,705,262 3,045,864 6.83% 12.59% _ _ Fixed Assets 0 0 0 0 -------- Subtotal(Operating Bud_get) — --- 13,923,450 13,869,173 13,622,545 14,612,874-_-__5.36% _ _7.27% --. ._•_-L-T....ut-- 2ReratinugBu1Let_ _4,657,1 _2 4,21Q532 _2,311_217- 5,294A59 -— 25.73- -__-129.06% Subtotal{Full Operating Budget} - _ 18_580_592 18,079,705- 15,933_762 19,906_932 -_- 10.11% __ . _._._._._I_-_- _._._._._ _._:_:_-_-_:_-_--- _ _ _ _ _ _ _ ___ Subtotal(Includes Debt) _ _ _ _____ 26,6588,673 2_6,166,286_2_4,020,3_43_2_9,635,9_08 -_- 13.26% ___23.3_8% Land+Assoc.Costs 15,656,500 15,6!7 73 7,512,250 13,963,850 - --10.81% 85.88% District Budget Total-Before Grant Income 42,315,1731 41,822,786 31,532,593 43,599,758 4.25% 38.27 Grant Income 368,8581 368,858 368,858 921,165 149.73% 149.737 District Budget Total-After Grant Income 41,946,315 41,453,928 31,163,735 42,678,593 2.95% 36.957. nl FY2010-11: Restate prior periods FYI0-11 to conform to the current years presentation of the new CapEx Guideline effective FY2011.12-the new Ca Ex _ Guideline mows O era0on's Fixed Assets from 07rating Expenses to the Capital expense Category Amount outside of O ratl Bud et starting FY2011-12. 1�1 Assumption: FY2011-12:0%Cola,No AGM 211 7/2 01 1 4:48 PM Midpeninsula Regional ' Open Space District 'i R-11-34 Meeting 11-05 February 23, 2011 AGENDA ITEM 7 AGENDA ITEM Progress Report on Elements of the Mt. Umunhum Environmental Restoration and Public Access Project GENERAL MANAGER'S RECOMMENDATION Receive and comment on Elements of the Mt. Umunhum Environmental Restoration and Public Access Project as presented by staff. SUMMARY Staff will present information on certain elements of the Mt. Umunhum Environmental Public Access Project (Project). Specifically staff will give an update on Restoration and J � J ) p 1 remediation efforts and on progress in identifying the range of the ongoing environmental p g g g fund the project completion. ider to funding mechanisms the District may wish to cons p J � DISCUSSION Progress on the environmental remediation of the buildings located atop Mt. Umunhum began on January 26, 2011. This effort is funded by the $3.2 million federal appropriation received in 2010 through the efforts of local federal legislators Congressman Mike Honda, Congresswoman Zoe Lofgren, Senator Diane Feinstein and Senator Barbara Boxer. Staff will show photographs �7 of the work being accomplished for the Board and answer Board , questionws. The $2.4M appropriation anticipated in 2011 and supported by the District's Congressional delegation was lost through the failure of Congress to pass the federal budget and rely, instead, on a Continuing Resolution which eliminated all "earmarks". To ensure that all avenues to fund the project are explored, the District issued an RFQ/P on January 28, 2011 for qualified consultants to provide consulting services to develop a Fundraising Plan for the Project. Staff will provide an update on development of the Fundraising Plan and invite Board comment on the effort. FISCAL IMPACT R-11-34 Page 2 There are no unbudgeted fiscal impacts with this agenda item. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE No compliance is required as this action is not a project under the California Environmental Quality Act (CEQA). NEXT STEPS None Prepared by: Stephen E. Abbors, General Manager Contact person: Same as above. Mid peninsula Regional P g ' Open Space District To: Board of Directors From: Stephen E. Abbors Date: February 23, 2011 Re: FYIs f$.y Midpeninsula Regional " Open Space District CLOSING MEMORANDUM 00* To: Stephen E. Abbors, General Manager X<f From: Michael Reeves, Real Property Specialist Date: February 10, 2011 Subject: Exchange of Easements with the City and County of San Francisco, Ravenswood Open Space Preserve Escrow closed for the subject transaction on January 31, 2011, wherein the City and County of San Francisco (City)granted an open space easement to the District across City lands to protect a corridor for planning and negotiating a future public trail corridor as part of the San Francisco Bay Trail, and in exchange the District granted a tunnel easement underneath Ravenswood Open Space Preserve to facilitate construction of the City's transbay water pipeline. I am not aware of any use and management concerns that were not addressed in the staff report to the Board. In accordance with the Public Notification Policy, neighbors to the property were notified of this exchange of easements. As there were no comments made by any of the neighbors or members of the public that might require amendments, close of escrow marks the final adoption of the Preliminary Use and Management Plan, approved by the Board of Directors at its meeting of July 14, 2010. The following chart presents dedication and acquisition details for the open space easement: DEDICATION&ACQUISITION INFORMATION Preserve Ownership Status: Board Approval Date& & County Grantor Acres (Fee,Easement,Lease, Resolution Number or Area & Mgmt Agreement) General Manager A.P.N. Approval Date San Mateo Ravenswood 093-590-030 City and County of 2.88 Easement July 14,2010 093-590-050(portion) San Francisco Resolution No. 10-26 093-590-060(portion) Mgmt.Status: Dedication Date Closing Date (Open,Closed,CMU, & Purchase Price GIs Code Status(Intended or Type or Other Withheld) yp January 31,2011 Closed Withheld Exch. N/A 2110 Misc.Notes: 1. Real Property Department—Proceeding with Bay Trail alignment study as a precursor to completing negotiations with the City on a future public trail easement within the open space easement corridor. 2. Planning Department—The Comprehensive Use and Management Plan for Ravenswood Open Space Preserve is amended to reflect the District's conveyance of a subsurface tunnel easement to the City for the construction of the new transbay pipeline(reference Board Report R-10-65). 3. GIS Coordinator—Two District APN's are subject to the new subsurface tunnel easement:063-590-060 and 096-230-150. The District's grant of the tunnel easement has been assigned GIS code 2112. cc: Board of Directors Planning(see note#2) Administration GIS Coordinator(see note#3) Accounting Public Affairs Operations&Field Offices Legal San Francisco Public 4,.-,Utilities Commission ;. (SFPUC) Don Edwards San Francisco Bay Pipeline Bore Site Proposed Route of New pipeline ��...•• National Wildlife Refuge _ (Salt Pond SF2) si Proposed Tunnel ' Easement _ ., Ravenswood .Fti Open Space Preserve E Proposed Open Space Easement Designated Section of r J San Francisco Bay Trail u L s' LL � 'Air ./ �.. � c � a�►T!`.� 7 , > Exhibit A: Exchange of Easements with San Francisco Public Utilities Commission Midpeninsula Regional Open Space District o Proposed open Space Easement May 2070 Proposed Pipeline Route Existing Bay Trail 0 250 500 1.000 i Midpeninsula Regional ' Open Space District r To: Board of Directors From: Stephen E. Abbors Date: February 23, 2011 Re: Late FYIs GENERAL MANAGER Stephen E Abhors Regional OpenSpace i Midpeninsula Regional Open Space District BOARD OF DIRECTORS Pete Siernens Yoriko Kishinioto Jed Cyr Curt Riffle Nonette Hanko Larry flaswtt Cechy Harris February 17, 2011 David F. Witschi, P.E. Associate Director Office of Economic Adjustment Office of the Secretary of Defense 400 Army Navy Drive, Suite 200 Arlington, VA 22202-2884 Re: Fiscal Year 2011 Appropriations for the former Almaden Air Force Station Dear Mr. Witschi: I am very pleased to be able to send you photos from the top of Mt. Umunhurn where, after a long wait, work on cleaning up the former Almaden Air Force Base has finally begun. Our partners at the U.S. Army Corps of Engineers are quickly ridding the area of contaminants and I believe you might even recognize some of the buildings from your visit a few months ago. No sooner has work started, however, than the threat of a complete standstill settled over the project because $2.4 million that had been allocated for ongoing work in the Defense Appropriations Bill for fiscal year 2011 fell victim to the failure by Congress to pass a budget. Because it is vital to complete the ongoing work, the District would like to request you to consider using any appropriate means to make unobligated discretionary funds available in FY 2011 for Defense Wide, Operations and Maintenance so that the cleanup of Mt. Umunhum can be brought to a successful conclusion. To date the Corps and the District have made rapid and substantial progress and the buildings are quickly being reduced to studs as all the asbestos-containing materials are removed. So far seven (7) buildings have been completely abated and the lead paint stabilized, another four buildings are in process of remediation and six buildings will be abated over the next few weeks. But only action by OEA will allow us to finish the job to the point where the District can begin restoring the land and allowing public access. Over the next three months the Corps will complete the hazardous materials remediation of all structures on site. Once the District has completed the environmental review process for the Site Restoration and Public Access project we will be able to use the remaining funds from the original $3.2 million appropriation to begin the demolition of structures on site. About a quarter of the way through this process, however, work would have to stop unless tr 33o Distel Circle Los Altos,CA 94022 65o 691,i2oo j 6130.691 048S I wvvw openspace org j tee Fiscal Year 2011 Appropriations for the former Almaden Air Force Station Page 2 the District, with the assistance of OEA, can obtain funds to finish the work that the FY 2011 allocation in the defense bill was meant to ensure. These funds are urgently needed and can be efficiently used to follow up the removal of toxins with the removal of buildings, which present a hazard and an impediment to access by the public, and the restoration of the natural environment by the District. Beyond the expected adverse reaction by a public who has been extremely supportive of the cleanup we are concerned about other negative consequences should work have to be halted. Delaying the demolition and restoration work would cost jobs that would otherwise be created. Starting and stopping work is furthermore inefficient and costly and we are also mindful of the fact that physical hazards would be created if buildings are left stripped down. Finally, if demolition could happen right away the newly exposed framing materials would be in much better condition for recycling. Our hope is to work with OEA to secure additional funding that allows us to complete the demolition and first phases of restoration work, enabling us to open the site to the public as we continue to fundraise for the remainder of the restoration project. We greatly appreciate your support for this important regional project and hope that you can help maintain the funding level Congress recommended for FY 2011 so that the remaining remediation work can be completed. If you need any additional information regarding the cleanup and reuse of former Almaden Air Force Base, please do not hesitate to let me know. Sincerely, Iwo Stephen E. Abbors General Manager • Midpeninsula Regional Memorandum ' I Open Space District DATE: February 23, 2011 MEMO TO: MROSD Board of Directors THROUGH: Stephen E. Abbors, General Manager FROM: Kirk Lenington SUBJECT: Guadalupe River Mercury Total Maximum Daily Load—Response from Regional Water Quality Control Board to Mercury Mine Waste Erosion Inventory Report Q ty ry ry P The District has received a preliminary response from the Regional Water Quality Control Board(Water Board)to a mercury site erosion inventory completed by the District's consultant,Tim Best, submitted in December of last year. The report,entitled Mercury Mine Waste Erosion Inventory: Rancho de Guadalupe Area Sierra Azul Open Space Preserve and dated December 16,2011, presents the findings of a comprehensive assessment of potential mercury mining related sites located on District lands in the Rancho de Guadalupe area of Sierra Azul Open Space Preserve. This report was prepared in response to a Water Code §13267 Technical Report Requirement letter(13267 letter)dated June 18,2009, requiring the District to undertake an inventory in compliance with the Guadalupe River Mercury Total Maximum Daily Load(TMDL). The inventory identified 13 potential sites within District lands and confirmed the presence of mercury mine wastes at three of these sites; Engine Shaft,Lamb Shaft, and Lower Guadalupe Creek south channel bank. It should also be noted here that the District's Hicks Flat site was explicitly excluded from the 13267 letter because of the District's ongoing cleanup efforts at this site. The preliminary response from the Water Board was to accept an offer from District staff for a site visit to inspect the sites investigated through the inventory,as well as to give preliminary notice to the District that the Water Board intends to issue Cleanup and Abatement Orders(CAO)to the District under California Water Code § 13304 by June 30,2011. The CAO will require the District to do the following: • Develop plans and schedules to control mercury mining waste discharges to surface waters. Submit plans and schedules for review and approval by the Executive Officer by December 31, 2011. Implement the approved plans in accordance with the approved schedule. • Cleanup and abate discharges of mercury mining waste,and submit a cleanup report for review and approval by the Executive Officer no later than December 31, 2018. Because of the potential fiscal impact of this regulatory action by the Water Board, staff wanted to provide this notice to the Board and will continue to provide information as it becomes available. I i Prepared by: Kirk Lenington, Senior Resource Planner I Staff Contact: Same as Above TO: Genera!Manager ' FROM: Gordon Baillie ? All, S Monthly Field Activity Summary Report Between 11112011 And 113112011 CITE WARNING JCR KNOWN TOTALS TOTALS DISTRICT VIOLATIONS VIOLATIONS ENFORCEMENT 147 Bicycle Citations&JCRs Issued 42 Bicycle Operation with headset/earplugs 0 1 0 0 1 Closed area- bicycle 10 6 0 0 16 Parking Citations Issued 43 Helmet required 3 10 0 0 13 All Written Warnings Issued 58 Trail use speed limit 5 3 0 0 8 Police Assistance 4 Closed Area Enter sensitive/hazardous closed area 2 0 0 0 2 LAW ENFORCEMENT 37 Enter temporary/regular closed area 0 1 0 0 1 Dog Law Enforcement 37 Dog in prohibited area 4 6 0 0 10 Leash required-Dog 13 11 0 0 24 ACCIDENTS/INCIDENTS 6 Nuisance dog prohibited 0 1 0 0 1 Lost Person Search 2 Other Medical-Bicycle Accident 2 After hours 3 12 0 0 15 Smoking-undesignated area 1 0 0 0 1 Medical-Other First Aid 1 Vehicles prohibited 0 2 0 0 2 Vehicle Accident 1 Permit Camping without permit 0 1 0 0 1 MUTUAL AID 2 Failure to comply with permit conditions 0 1 0 0 1 Medical-Bicycle Accident 1 Weapons Possession of/discharging weapon 0 2 0 0 2 Vehicle Accident 1 DISTRICT TOTAL 41 57 0 0 98 CITE WARNING JCR KNOWN TOTALS NON DISTRICT VIOLATIONS VIOLATIONS Other Dumping of waste 1 0 0 0 1 NON DISTRICT TOTAL 1 0 0 0 1 GRAND TOTAL 42 57 0 0 99 JCR Juvenile Contact Report Thursday, February 17,2011 Page 1 of PARKING VIOLATIONS CITE WARNING TOTALS DISTRICT 42 3 45 Prohibited Areas(Signed) 3 1 4 Prohibited Areas(Red curb) 1 0 1 Prohibited Areas(On fire trail) 0 1 1 Prohibited Areas(Nondesignated area) 2 0 2 Prohibited Areas(Blocking gate) 0 1 1 Prohibited Areas(After hours) 35 0 35 Take up more than one marked parking s 1 0 1 PARKING VIOLATIONS CITE WARNING TOTALS NON DISTRICT 1 0 1 No parking 1 0 1 43 3 46 DATE OCCURRENCES OF SPECIAL INTEREST Jan R 9 reported 1S001 and w ndy. A s tance was b e returning2 hour late preserve. equ t d from he Santa Cla a County Sher ff Offi ea and night old Rangers: 6 thePa o Alto Police Department. District Rangers proceeded to start a search starting from the main parking lot. The boys contacted the occupants of the nearby District rental residence who drove them to the parking lot. Both boys were cold, but unharmed. I' Preserve Monte Bello Location Various locations within the preserve starting from the main parking lot. Jan 02 A mountain bike was found by District Rangers locked to some brush off the Water Wheel Creek Trail Rangers: 2 IR 11SO12 and possibly associated with marijuana cultivation. District staff cut the lock, and removed the bicycle from the preserve for safekeeping. No individuals were seen in the area. Preserve Monte Bello Location Water Wheel Creek Trail Jan 07 While picking up garbage off Highway 35 at Cloud's Rest Vista Point, District Maintenance Crew found Rangers: 1 IR 11S004 several credit cards and identification cards thrown over the railing into the preserve. The cards were Police: 1 turned over to the San Mateo County Sheriff Department. Further investigation found that the materials were related to a vehicle burglary. Preserve Coal Creek Location Hwy. 35 at Cloud's Rest Vista Point Jan 10 District Maintenance Crew observed a white vehicle driving in what they believed to be the former Rangers: 4 IR 11S009 Keyani property above the private Lysons property. Rangers were notified,and made consensual contact with the vehicle as they passed on Stevens Canyon Road. After the contact,the vehicle turned around and drove into the Lysons property. He stated he has been driving on his property and may have driven on District property. Fresh tire tracks in the preserve appeared to match those of his vehicle. Preserve Monte Bello Location Former Keyani area adjacent to the Lysons property Jan 15 A woman,who was possibly suffering from dementia, or a head injury, drove her car to the end of Mora Rangers: 5 AR 11F008 Drive. She left the car parked adjacent to the gate, entered the preserve and started down a trail. Police: 1 She was found semi-conscious by preserve visitors,who called for assistance. Santa Clara County Fire arrived at the Mora gate followed by a District Ranger. The ranger drove down to the patient and transported the patient to a waiting ambulance. Preserve Rancho San Antonio Location From gate RS10, 150 yards down the Mora Cutover Trail. Thursday, February 17,2011 Page 2 of 3 Jan 15 During a volunteer project at Teague Hill OSP, a volunteer reported finding a small marijuana grow site, Rangers: 3 IR 11SO13 which included plants, potting soil, and water. The San Mateo Drug Task Force was notified. Preserve Teague Hill Location 100'off the fire road/access to a water tank off Summit Springs Rd. Jan 22 Two subjects were walking two dogs when the male dog slipped out of his leash and jumped on another Rangers: 3 IR 11F014 visitor's dog, biting the dog. A District Ranger was notified. The ranger notified San Jose Animal Control who requested both parties call their incident into the Animal Control Office. One suspect was given a written warning, and both parties were released. Preserve Fremont Older Location Jan 26 A vehicle,which was observed in the parking lot after-hours,was found to be connected with a missing Rangers: 3 IR 1IS025 person's report out of Dublin. District Maintenance Crew stated that the vehicle has been parked since Police: 2 January 24,2011. Upon searching the vehicle, diabetic testing equipment was found, creating concern for the driver. San Mateo County Sheriff Deputies were requested. The person was later located in Sausalito, unharmed. Preserve Purisima Creek Redwoods Location Northridge lot Jan 28 A District Ranger en route to Fremont Older OSP observed an injured female adult walking with blood on Rangers: 1 IR 11F021 her hand and cradling her right arm. She explained she had been riding her bike in the preserve, reached for her water bottle, and crashed; falling on her wrist. The ranger contacted Santa Clara County Fire,who assessed the injury. The patient decided to have a friend take her to the hospital. The ranger transported her, her riding companion, and their bikes to their vehicle. Preserve Fremont Older Location Jan 29 A District Ranger discovered two subjects dumping dirt and rocks over the side of the road into the Rangers: 3 IR 11F022 preserve. A long and difficult contact ensued with the subjects. The ranger requested the assistance of Police: 2 additional rangers, and Santa Clara County Sheriff Deputies. After the deputies arrived, one of the rangers cited one of the subjects for a dumping of waste violation and warned him for resisting arrest. Both subjects were then released. Preserve Sierra Azul Location Pheasant Road DATE VANDALISM DETAIL Jan 10 Two regulatory signs were stolen. One was later found and reinstalled. IR 11SO16 Preserve Los Trancos Location Page Mill Trail Jan 14 No park sign bent, pole moved. VL Preserve Sierra Azul Location Blackberry Hill Rd Jan 21 2 missing regulatory signs;one later found and reinstalled. VL Preserve Los Trancos Location Page Mill Trail Jan 21 Mountain lion sign torn in half. VL New graffiti on road. Preserve Sierra Azul Location SA08 Thursday,February 17,2011 Page 3 a''3