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Home My Public Portal About20010101 - Agenda Packet - Board of Directors (BOD) (27) Midpeninsula Regional Open Space District Meeting 11-07 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 330 Distel Circle Los Altos,California Wednesday, March 23, 2011 CLOSED SESSION MEETING OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT BEGINS AT 6:00 P.m.* REGULAR MEETING OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT BEGINS AT 7:00 P.m.* AGENDA SPECIAL MEETING 6:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT— CLOSED SESSION ROLL CALL 1. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Significant exposure to litigation pursuant to subdivision(b)of Section 54956.9: One(1)potential case REGULAR MEETING 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT— PUBLIC SESSION ROLL CALL ORAL COMMUNICATIONS—PUBLIC SPECIAL ORDERS OF THE DAY Adoption of Resolution Honoring Kevin Duggan,City Manager of the City of Mountain View Adoption of Resolution Honoring Lily Lee,Cooley Landing Project Manager ADOPTION OF AGENDA 7:05 CONSENT CALENDAR 1. Approve Minutes of the District's Special and Regular Meeting—February 23, 2011 2. Approve Revised Claims Report 7:05 CONSENT CALENDAR 3. Approve Written Communications—None 4. Approval of Annual Claims List—M. Foster 5. Authorization to Contract with Patsons Press for Printing Services for Fiscal Year 2011-2012, with an Option to Extend the Contract for Fiscal Years 2012-2013 and 2013-2014—K. Britt 6. Authorization to Contract with Diamond Quality Printing& Mailing for Mailing Services for Fiscal Year 2011-2012,with an Option to Extend the Contract for Fiscal Years 2012-2013 and 2013-2014—K. Britt 7:10 BOARD BUSINESS 7. Approval of the of Fiscal Year 2011-12 Action Plan—A.Ruiz 8. A. Administration and Budget Committee's Recommendation to Approve the Fiscal Year 2011-12 Budget—C. Riffle B. Approval of the Fiscal Year 2011-12 Budget—K. Drayson 9. Approval to Extend the Memorandum of Agreement with Midpeninsula Regional Open Space District Field Employees Association —A. Spiegel 10. Award of Contract to Maintain and Monitor Native Vegetation at the Skyline Ridge Tree Farm Restoration Site.—J Silverman 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 meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting. Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting,will be available for public inspection at the District's Administrative Office located at 330 Distel Circle,Los Altos,California 94022. CERTIFICATION OF POSTING OF AGENDA 1,Michelle RadclilTe,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 was posted and available for review on March 18,2011,at the Administrative Offices of MROSD,330 Distel Circle,Los Altos California,94022. The agenda is also available on the District's web site at httlj. vv ww.-op �pacc�. r, en s a Signed this 18"'day of March,at Los Altos,California. District Clerk March 18,2011 c Claims No, 11-05 Meeting 11-07 Date 3/23/11 Midpeninsula Regional Open Space District # Amount Name Description 14717 $7,544.00 Schafer Consulting Consulting Services-Integrated Accounting&Financial Software Selection, Evaluation&Implementation 14718 $6,187.78 Mission Valley Ford One Flatbed Truck Body&Two Underbody Tool Boxes/ Maintenance Truck Repairs&Strobe Lights 14719 $5,857.14 Safety Storage Storage Locker For SFO 14720 $5,804.66 Design Concepts Graphic Design Services-Business Cards/Spring Newsletter- Outdoor Activities/Transparent Envelopes/Book Art Scans 14721 $4,839.33 Metro Mobile Communications Twelve Narrowband Vehicle Repeaters&Installation Including Configuring,Optimizing And Interface With Existing Vehicle Radios-Final Payment 14722 $4,750.73 Ecological Concerns Native Revegetation Maintenance&Monitoring-Skyline Ridge Tree Farm 14723 $3,710.00 Koff&Associates Classification&Compensation Study-Draft Class& Compensation Report 14724 $3,288.70 '1 Home Depot Field Supplies/SAO Supplies/Mt.Umunhum Supplies/ Supplies For Retaining Wall At Slaght House/Pest Control Supplies For Annex/Plywood For Snake Habitat Study At La Honda Creek/DHF Supplies/Supplies For Duct Repairs At AO/ Hydraulic Press 14725 $2,861.30 Hannan Specialties Final Payment-Three Bike Lockers 14726 $2,636.20 Clark Equipment Company Bucket For Tractor 14727 $2,632.45 PlasTEAK Forty Parking&Stop Signs 14728 $2,214.60 Sol's Mobile Service Vehicle Maintenance&Repairs 14729 $2,172.50 Abatement Analytics Asbestos&Lead Sampling And Testing For Slaght Property 14730 $2,110.00 Aaron's Septic Tank Service Pumping Services-RSA, Deer Hollow Farm&Rental Residence 14731 $2,070.29 Scotts Valley Sprinkler&Pipe Supply Water Tank For Rental Residence 14732 $1,713.99 All Chemical Disposal Hazardous Waste Disposal From Loma Prieta Road 14733 $1,618.00 Summit Uniforms Uniform Expenses 14734 $1,517.12 Big Creek Lumber Post&Split Rail For Bear Creek Redwoods/Sign Post For FFO Stock 14735 $1,165.26 Tadco Supply Janitorial Supplies For RSA 14736 $995.84 Moffett Supply Company Janitorial Supplies For Skyline Area 14737 $946.85 Acterra Plants For AO Landscaping Project 14738 $834.50 Normal Data Consulting Services-Citation Database Support 14739 $825.41 Inner Workings Printing Services- Citations 14740 $731.35 Priority 1 Public Safety Equipment Supplemental Lighting For Maintenance Truck 14741 $678.72 City Of Los Altos Annual Sewer Service Charges 14742 $637.47 Tires On The Go Tires 14743 $611.59 Jakaby Engineering Engineering Services-Geotech,Design&Oversight Of Methuselah Bridge 14744 $611.39 Life Assist First Aid Supplies 14745 $596.27 CMK Automotive Vehicle Maintenance&Repairs 14746 $548.34 Arbill Safety Products Anti Vibration Gloves 14747 $541.36 West Payment Center Legal Publications&Research Fees 14748 $528.66 Grainger Portable Dry Vacuum&Filters 14749 $500.00 Elkhorn Slough Foundation Resource Management Grant Program-Rangeland Conservation Forum 14750 $485.50 Cleve,Casey Reimbursement-Google Earth Pro/Parking/GIs Programming Books 14751 $460.00 Green Waste Debris Box-SFO 14752 $398.37 San Jose Water Company Water Service-RSA 14753 $366.09 Recology South Bay Dumpster Service-FFO 14754 $355.00 Wells Fargo-Safe Deposit Box Annual Rental Fee For 3 Safe Deposit Boxes Operations Page 1 of 3 Claims No. 11-05 Meeting 11-07 Date 3/23/11 Midpeninsula Regional Open Space District # Amount Name Description 14755 $348.96 McKowan, Paul Reimbursement-Volunteer Supplies 14756 $335.00 Hugg,Tina Reimbursement-California Trails&Greenways Conference Registration 14757 $316.20 Design,Community&Environment Assistance Assembling Resource Management Policies 14758 $301.38 Lab Safety Supply Field Supplies-Safety Gloves 14759 $300.44 Ace Fire Equipment&Service Five Fire Extinguishers For SAO Company 14760 $274.94 Metro Mobile Communications Radio Repair&Supplies 14761 $265.00 California Surveying&Drafting Supply GPS Software 14762 $250.24 The Mercury News Legal Advertisement-Notice Of Invitation To Bid For Phase Three Of The Skyline Ridge Tree Farm Project 14763 $250.00 PERS Public Agency Coalition Annual Membership 14764 $247.90 The Workingman's Emporium Uniform Expenses 14765 $227.59 Pape' Material Handling Fire Extinguisher Kit For Tractor 14766 $221.78 Malone, Brian Reimbursement-Uniform Expense 14767 $205.37 Orlandi Trailer Storage Box&Supplies For Trailer 14768 $194.80 Cabela's Uniform Expenses 14769 $187.67 Green Waste Garbage Service-SFO 14770 $183.54 Ergoworks Ergonomic Equipment 14771 $175.41 Tenn Hickory Products Tool Handles 14772 $164.59 Pacific Water Systems UV Lamps For Rental Residences 14773 $142.55 Pine Cone Lumber Hardware For Holmes Gate&Fence 14774 $136.00 County Of Santa Clara-Office Of The Fingerprinting Services Sheriff 14775 $128.52 Radcliffe,Michelle Reimbursement-Mileage 14776 $125.00 Simms Plumbing&Water Equipment Quarterly Water System Maintenance-Rental Residence 14777 $124.58 Gartside, Ellen Reimbursement-Concave Densiometer For Slender False Brome Project 14778 $120.00 Half Moon Bay Review Legal Advertisement-Notice Of Invitation To Bid For Phase Three Of The Skyline Ridge Tree Farm Project 14779 $118.80 Miller, Ken Reimbursement-Uniform Expense 14780 $110.31 Mission Trail Waste Systems Garbage Service-AO 14781 $109.23 Target Specialty Products Landscaping Supplies 14782 $108.12 G.P.Sports Brake Lever/Motorcycle Service Manual 14783 $106.38 Hoge, Fenton,Jones&Appel Legal Services-Chiocchi Litigation 14784 $89.91 O'Reilly Auto Parts Battery For Maintenance Truck 14785 $87.40 Cook, Peter Reimbursement-Uniform Expense 14786 $81.94 Carpenter Rigging Of San Jose Ratchet Straps 14787 $80.00 R.H.F. Radar Recertification 14788 $76.36 Casaretto, Mark Reimbursement-Uniform Expenses 14789 $60.00 Hsieh, Benny Reimbursement- Projector Cart 14790 $57.75 Protection One Fire Inspection&Monitoring-AO 14791 $52.33 ARC CD-ROM Scan Of Regional Open Space Study 14792 $49.27 Fleet Services Fuel 14793 $34.00 Forensic Analytical Air Sample Testing For Asbestos-Skyline Area 14794 $33.32 State Plumbing&Heating Supplies Parts For SFO Water Heater 14795 $25.25 Rayne Of San Jose Water Service-Fremont Older 14796 $19.25 ID Plus Name Tags For Staff 14797 $10.50 Rancho Cobbler&Cleaners Remove Pocket&Sew Patch On Uniform 14798 $6.75 Kwik Key Lock&Safe Company Keys For AO Page 2 of 3 '77 r Claims No. 11-05 Meeting 11-07 Date 3/23/11 Midpeninsula Regional Open Space District ICI # Amount Name Description Total $82,891.09 *1 Urgent check issued 3/16/11 i I Page 3 of 3 ` � Claims No. 11-05 Meeting 11'07 Oota 3/23/11 � Revised � Midpeninsula Regional Open Space District # Amount Name Description 14717 $7.e44.00 Schafer Consulting CunsuumgServimm-moegmted Accounting&Financial Software Selection,Evaluation&Implementation 14718 $8.187./8 Mission Valley Ford One Flatbed Truck Body&Two Underbody Too]Boxes / Maintenance Truck Repairs&Strobe Lights 14719 *5.857.14 Safety Storage Storage Locker For 8FD 14720 s5.80*.86 Design Concepts Graphic Design Services-Business Cards/Spring Newsletter' Outdoor Activities/Transparent Envelopes/Book Art Scans 14721 $4.839�33 Metro Mobile Communications Twelve wa,mwuonu Vehicle Repeaters&mstanexio" Including � Configuring,Optimizing And Interface With Existing Vehicle � nad|ua-Fmm/payment 1*722 **.750.73 Ecological Concerns Native no"egeuoUonMaintenance&mvnito,mg-Sxynneniuno Tree Farm � 1*723 $3.710o0 Koff&Associates Classification&Compensation Study-Draft Class& � Compensation Report 1*72* $3.288.70 ^l Home Depot Fiem3uppoes/oAOGupvuoo/mx.UmunhvmGvppnns/ Supplies For Retaining Wall/wG|agxt House/Pest Control � Supplies For Annex/Plywood For Snake Habitat Study At La Honda Creek/DnF Supplies/Supplies For Duct Repairs*«AO/ Hydraulic Press 14725 $2.881.30 Hannan Specialties Fina|Poyment-TxeeB|kauvoxem � 14726 $2.636.20 Clark Equipment Company Bucket For Tractor � 14727 $2.632.45 P|aoTEAK Forty Parking&Stop Signs | 14728 *2.214.00 Go|'u Mobile Service Vehicle Maintenance&Repairs 14/29 $2.172.50 xuotement*na|ytica Asbestos&Lead Sampling And Testing For o|momProperty � � 14730 $2.110.00 Aaron's Septic Tank Service Pumping Services'RSA,Deer Hollow Farm m Rental Residence � 1*731 $2.0/0.29 Scotts Valley Sprinkler&Pipe Supply Water Tank For Rental Residence 14732 $1.713.98 All Chemical Disposal Hazardous Waste Disposal From Loma Pno/aRoad 1*738 $1.618.00 Summit Uniforms Uniform Expenses 1473* $1.51/.12 Big Creek Lumber Post&Split Rail For Bear Creek Redwoods/Sign Post Fo,pFO / Stock | 1*735 u1.165.26 Tauuoouvn|v Janitorial Supplies For RSA 1*73e %995.84 Moffett Supply Company Janitorial Supplies For Skyline Area � 14737 $946.85 Actena Plants For AO Landscaping Project � � 14788 *834,50 Normal Data ConovmngGmrvmvs-CitatinnoatabomyGvpport 14739 $825.*1 Inner Workings Printing Services' uuaUnno � 14740 $73135 Priority 1 Public Safety Equipment Supplemental Lighting For Maintenance Truck � 147*1 $67872 City[x Los Altos Annual Sewer Service Charges � � 14742 *637.47 Tires On The Go neu 1^743 � �611.59 JuxnbyEngineonnQ Engineering Services'Gemncx. Design&Oversight Cx � Methuselah Bridge � � 14744 $611.38 Life Assist First Aid Supplies | 14745 n596.27 CMKxummmwe Vehicle Maintenance&Repairs 1*748 $5+8,34 *,bm Safety Products Anti Vibration Gloves 14747 *541.36 West Payment Center Legal Publications m Research Fees 14748 $528.66 Grainger Portable Dry Vacuum&Filters � 14749 $500.00 Elkhorn Slough Foundation RevoummMenagementGnontProOmm-Range|andConoowauon � Forum 14750 $485�e0 Cleve,Casey Reimbursement'Gnog|e Earth Pro/Parking/e|sProgramming evoxv � 1*751 $460.00 Green Waste Debris Box'aro 14752 $398.37 San Jose Water Company Water Service'RSA 14755 $866.09 Reoo|ogy South Bay Dumn,te,Semioo FpO 1475* $3e5.00 vvenoFargo-SuomDoposkevx Annual Rental Fee For a Safe Deposit Boxes � Operations � Page,ma � s Claims No. 11-05 Meeting 11-07 Date 3/23/11 Revised Midpeninsula Regional Open Space District # Amount Name Description 14755 $348.96 McKowan, Paul Reimbursement-Volunteer Supplies 14756 $335.00 Hugg,Tina Reimbursement-California Trails&Greenways Conference Registration 14757 $316.20 Design,Community&Environment Assistance Assembling Resource Management Policies 14758 $301.38 Lab Safety Supply Field Supplies-Safety Gloves 14759 $300.44 Ace Fire Equipment&Service Five Fire Extinguishers For SAO Company 14760 $274.94 Metro Mobile Communications Radio Repair&Supplies 14761 $265.00 California Surveying&Drafting Supply GPS Software 14762 $250.24 The Mercury News Legal Advertisement-Notice Of Invitation To Bid For Phase Three Of The Skyline Ridge Tree Farm Project 14763 $250.00 PERS Public Agency Coalition Annual Membership 14764 $247,90 The Workingman's Emporium Uniform Expenses 14765 $227.59 Pape' Material Handling Fire Extinguisher Kit For Tractor 14766 $221.78 Malone, Brian Reimbursement-Uniform Expense 14767 $205.37 Orlandi Trailer Storage Box&Supplies For Trailer 14768 $194.80 Cabeia's Uniform Expenses 14769 $187.67 Green Waste Garbage Service-SFO 14770 $183.54 Ergoworks Ergonomic Equipment 14771 $175.41 Tenn Hickory Products Tool Handles 14772 $164.59 Pacific Water Systems UV Lamps For Rental Residences 14773 $142.55 Pine Cone Lumber Hardware For Holmes Gate&Fence 14774 $136.00 County Of Santa Clara-Office Of The Fingerprinting Services Sheriff 14775 $128.52 Radcliffe,Michelle Reimbursement-Mileage 14776 $125.00 Simms Plumbing&Water Equipment Quarterly Water System Maintenance-Rental Residence 14777 $124.58 Gartside,Ellen Reimbursement-Concave Densiometer For Slender False Brome Project 14778 $120.00 Half Moon Bay Review Legal Advertisement-Notice Of Invitation To Bid For Phase Three Of The Skyline Ridge Tree Farm Project 14779 $118.80 Miller, Ken Reimbursement-Uniform Expense 14780 $110.31 Mission Trail Waste Systems Garbage Service-AO 14781 $109.23 Target Specialty Products Landscaping Supplies 14782 $108.12 G.P.Sports Brake Lever/Motorcycle Service Manual 14783 $106.38 Hoge, Fenton,Jones&Appel Legal Services-Chiocchi Litigation 14784 $89.91 O'Reilly Auto Parts Battery For Maintenance Truck 14785 $87.40 Cook,Peter Reimbursement-Uniform Expense 14786 $81.94 Carpenter Rigging Of San Jose Ratchet Straps 14787 $80.00 R.H.F. Radar Recertification 14788 $76.36 Casaretto, Mark Reimbursement-Uniform Expenses 14789 $60,00 Hsieh, Benny Reimbursement- Projector Cart 14790 $57.75 Protection One Fire Inspection&Monitoring-AO 14791 $52.33 ARC CD-ROM Scan Of Regional Open Space Study 14792 $49.27 Fleet Services Fuel 14793 $34.00 Forensic Analytical Air Sample Testing For Asbestos-Skyline Area 14794 $33.32 State Plumbing&Heating Supplies Parts For SFO Water Heater 14795 $25.25 Rayne Of San Jose Water Service-Fremont Older 14796 $19.25 ID Plus Name Tags For Staff 14797 $10.50 Rancho Cobbler&Cleaners Remove Pocket&Sew Patch On Uniform 14798 $6.75 Kwik Key Lock&Safe Company Keys For AO 14799 R $14,562.00 Godbe Research Survey&Focus Group Research For Mt.Umunhum 14800 R $2,875.00 La Piana Consulting Consulting Services For Strategic Plan Page 2 of 3 I { Claims No. 11-05 Meeting 11-07 Date 3/23/11 Revised Midpeninsula Regional Open Space District # Amount Name Description 14801 R $2,667.00 Custom Truck Shell For Maintenance Truck 14802 R $2,380.00 Santa Clara County Dept,Of Annual Permit-Hazardous Material Storage At FFO Environmental Health 14803 R $2,249.01 Priority 1 Replace Light Bar For Patrol Truck 14804 R $1,364.08 Jakaby Engineering Bridge Design&Engineering-Thornewood 14805 R $1,200.00 Rural Pig Management Insurance Retainer Fee For Feral Pig Management 14806 R $828.53 AmeriGas Propane-Rental Residences 14807 R $680.63 Yerba Buena Nursery Plants For AO Landscaping Project 14808 R $463.67 Cresco Equipment Rentals Equipment Rental-Asphalt Roller For Baserock Pad For Storage Container At Annex 14809 R $391.33 Lab Safety Supply Four Custom Trail Signs For Skyline Area/Material Safety Data Sheets Binder For FFO 14810 R $250.00 Jurich,Michael Reimbursement-Prescription Safety Glasses 14811 R $246.55 ADT Security Services Alarm Service-SFO 14812 R $220.52 California Water Service Company Water Service-FFO 14813 R $87.60 Fair, Brian Reimbursement-Uniform Expenses 14814 R $71.00 Terminix Pest Control-AO 14815 R $60.00 Bankosh, Michael Reimbursement-Cell Phone 14816 R $58.40 Life Assist First Aid Supplies 14817 R $54.69 Cermeno, Sal Reimbursement-Uniform Expense 14818 R $8.83 Los Altos Hardware Field Supplies Total $113,609.93 {1 Urgent check issued 3/16/11 Page 3 of 3 Midpeninsula Regional Open Space District R-11-44 Meeting 11-07 March 23, 2011 AGENDA ITEM 4 AGENDA ITEM Approval of FY2011-12 Annual Claims List CONTROLLER'S RECOMMENDATION Approve the FY2011-12 Annual Claims List, including debt service payments. DISCUSSION In accordance with Section 1.53 of the District's Rules of Procedure, this list of annual claims for the coining fiscal year(FY2011-12) is submitted for review and approval by the Board of Directors. These annual claims items are included in the proposed FY2011-12 Budget, which will be presented to the Board at the Regular Meeting on March 23, 2011. In the event that this agenda item is not approved, this recommendation will be voided. Staff will submit a revised annual claims list during the annual mid-year budget process to reflect any changes that are needed. Staff has included an annual claim recusal statement that will be read by the Board President for Director Hanko on her economic conflict of interests in AT&T and/or Verizon claims. The purpose of this annual recusal statement is to enable Director Hanko to meet her conflict of interest recusal responsibilities with respect to Verizon and AT&T at one annual meeting rather than being required to repeat the same recusal statement at each regular Board meeting when claims are presented on the Consent Calendar. If approved, recusals on AT&T and/or Verizon claims by Director Hanko will not need to be made at each regular Board meeting. The debt service claims list reflects payments required of the District to meet outstanding District debt obligations. Attachment I lists the District's current debt service annual claims for FY201 I- 2012, and Attachment 2 provides a detailed list of debt service obligations. i R-11-44 2 Debt Service $9,728,975 Staff Salaries $8,307,859 Retirement Funds $1,806,597 Group Insurance Premiums $1,273,278 State Mandated Insurance $223,464 Fuel - Valley Oil Company $145,000 Dispatch Services (City of Mountain View) $134,000 Utilities - PG&E $93,610 Unemployment Insurance $64,702 Deer Hollow Farm Agreement (City of Mountain View) $50,000 Legislative Consultant (Public Policy Advocates) $28,000 AT&T*** &TelePacific Communications $27,160 Janitorial Services - 3 Offices $25,800 Director's Fees $25,000 XO Communications - Internet Provider $24,848 Sharp Copier Leases - 3 Offices $24,080 Payroll Services (ADP) $19,000 Shell Oil $15,500 American Tower Corporation(Coyote Peak Repeater) $10,000 Amerigas $8,000 Windy Hill - Patrol Services $7,750 Antenna Site Rental - Pinnacle (Repeater Site) $5,000 Monthly Vehicle Expenses (General Manager- $400/month) $4,800 Landscaping Services (330 Distel Circle) $4,400 Kansas State Bank - SFO Building Lease $3,800 Neopost Postage Machine Lease $3,080 Protection One Alarm Service for District Office $2,530 Verizon*** $2,000 Bank Fees $1,200 TOTAL: $22,069,433 ***Annual Recusal Statement: Director Hanko is voluntarily recusing herself from voting on the AT&T and Verizon Annual Claims. FISCAL IMPACT w' v n impact he If the Board approves the proposed FY2011-12 Budget, this itemill have o cost pact as t listed Annual Claims were included in the proposed FY2011-2012 Budget. Approval of the R-11-44 3 proposed Annual Claims will authorize the accounting office to pay salaries and benefits, debt service and recurring services in a more timely and efficient manner. This will help eliminate late fees, finance charges or urgent check requests. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE Approval of the Annual Claims 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 prepare open purchase orders for the listed vendors and pay bills as they are received. Attachments: 1. Current Debt Service Annual Claims FY2011-2012 2. Detailed List of Debt Service Obligations FY2011-2012 Prepared by: Bunny Congdon,don Senior Accounting Specialist � g p Michael L. Foster, Controller Contact person: Michael L. Foster, Controller � � � � ArrAzoumamz "A" � � ANNUAL CLAIMS ' DEBT SERVICE | FISCAL YEAR 2011-2012 NnTEHOLDER-LAND PRINCIPAL INTEREST Daloia 18.084.36 8,086.72 Hunk 0.00 82.500.00 Bergman 00 � Subtotal-Notes � | BONDS PAYABLE | 1993 Rev. Bonds 1.485.000.00 282.916.36 ! 2OO4 Revenue Bonds 425.000.00 1.402.017.50 20V5Refunding 780.000.00 103.575.00 � 2O07 Bonds'Series A 0.00 2.592.275.00 20O7 Bonds-Series B 1.750.000.00 05.820.00 | � 2011 Lease Subtotal-Notes 4.440.000.00 5.147.704.28 TOTALS—NOTEHO|DER8&BONDS « 4sa aau a5,272,291.00 rozouL nuBr 9,72e,975.3e � | � | | � � � | � i ATTACHMENT "B" DEBT SERVICE 11/12 Close of 03/31/11 Final Payable to Escrow Original Note Rate% Term Remaining Principal Payment Due Payable 11/12 Principal Interest Daloia 10/11/2002 240,000.00 6.25 15 Years 135,563.34 10/10/2017 24,771.08 16,684.36 8,086.72 Hunt 04/15/2003 1,500,000.00 5.50 10 years 1,500,000.00 4/1/2023 82,500.00 0.00 82,500.00 Bergman 10/27/2010 850,000.00 4.00 5 Years 850,000.00 11/30/2015 34,000.00 0.00 34,000.00 2,590,000.00 2,485,563.34 141,271.08 16,684.36 124,586.72 2,590,000.00 2,485,563.34 141,271.08 16,684.36 124,586.72 *Includes Accretions 1999 Rev.Bonds 1/27/1999 29,663,021.15 5.40 30 years 33,065,360.15 - 04/01/2031 1,767,916.26 1,485,000.00 282,916.26 2004 Bonds 01/30/2004 31,900,009.95 2-5% 30 years 31,870,710.95 - 04/01/2033 1,827,017.50 425,000.00 1,402,017.50 2005 Refunding 07/28/2005 4,630,000.00 4%-5% 10 years 3,945,000.00 09/01/2015 943,575.00 780,000.00 163,575.00 2007 Series A 12/15/2006 52,415,000.00 4%-5% 20 years 52,415,000.00 09/01/2027 2,592,275.00 0.00 2,592,275.00 2007 Series B 12/15/2006 6,785,000.00 5.15% 5 years 2,155,000.00 09/01/2012 1,815,920.00 1,750,000.00 65,920.00 2011 Lease** TBD 20,500,000.00 TBD 30 years 20,500,000.00 TBD 641,000.52 0.00 641,000.52 145,893,031.10 143,951,071.10 9,587,704.28 4,440,000.00 5,147,704.28 148,483,031.10 146,436,634.44 9,728,975.36 4,456,684.36 5,272,291.00 t*Budget,assuming August issuance Midpeninsula Regional ' Open Space District R-11-38 Meeting 11-07 March 23, 2011 AGENDA ITEM S AGENDA ITEM Authorization to Contract with Patsons Press for Printing Services for Fiscal Year 2011-12, with an Option to Extend the Contract for Fiscal Years 2012-13 and 2013-14 GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to enter into a contract for printing services with Patsons Press for Fiscal Year(FY) 2011-2012 for an amount not to exceed $116,371.00, with the option to extend the contract to FY2012-13 and FY2013-14 subject to further Board approval SUMMARY The District's Public Affairs Department conducts a competitive proposal process for District printing services every three years. The District also contracts for related graphic design and mailing services as part of the same services contract cycle. FY2010-11 represented the third year for the printing services contract originally approved by the Board in FY2008-09. Consistent with District policy and practice, staff has again conducted the competitive proposal process for printing services that, if approved, would begin in FY201 1-12, with the option for extensions for FY2012-13 and FY2013-14 as long as contractor performance continues to meet District needs and standards. DISCUSSION District staff solicited requests for proposals for printing services from 21 firms and received I I proposals. Printing firms were asked to provide cost estimates for completion of a sample District printing project (including preparation,proof, special bindery set-up, handling and shipping charges). The printing firms submitted costs for printing of the District's 18-page quarterly newsletter and for five representative samples of trail brochures at varying quantities. Finns were also asked to submit their expected production times, work samples, references, and information regarding their general background and qualifications. They were further asked to include any experience working with government agencies and/or land conservation or environmental organizations. The printing firms were also asked to base their costs on procurement and use of selected papers and inks meeting District environmental standards. R-11-38 Page 2 From the 11 proposals received, cost estimates for the first sample project (printing of the District's 18- age quarterly newsletter) ranged from $8,651.50 to $15>040.00. District staff also five sample projec t (printing of e printers to provide cost estimates for an additional asked the p pp p .l (p g representative samples of trail brochures at varying quantities). Cost estimates for this project ranged from $13,311.00 to $21,911.00. One proposer was unable to bid on one of the trail brochures due to its press and bindery sheet size. As a result, the firm's cost estimate, for printing of the five trail brochures, is not included in the range of cost estimates provided above. To compare this firm's proposals to the others received, staff compared their cost for the 18-page quarterly newsletter sample project (tenth highest of the 11 proposals received) and further compared the total cost of the remaining four trail brochure samples (eighth highest of the 11 proposals received), confirming their pricing wasn't competitive. The Patsons Press proposal included a highly competitive cost estimate (in the top two of the 11 proposals received) for the sample projects ($8,651.50 for printing of the 18-page newsletter and $13,520.19 for printing of the trail brochures), and at $46,828.89 had the least expensive overall total when combining printing of four issues of the quarterly newsletter and the five trail brochures. The overall totals ranged from $46,828.89 to $76,096.00. For an illustrated comparison of the top three proposals received based on cost, refer to the table below. Sample Projects Cost Range Patsons Press 2"d Lowest Cost 3` Lowest Cost Proposal Proposal Proposal I"sample project(18- $8,651.50- $8,651.50 $9,225.00 $9,662.40 page newsletter): $15,040.00 2" sample project $13,311.00- $13,520.19 $13,311.00 $14,849.00 (5 representative trail $21,91 1.00 brochures): Total overall costs $46,828.89- $46,828.89 $47,170.00 $51.653.80 (combining 4 newsletter $76,096.00 issues and 5 trail brochures): `4 Combined newsletter issues = (1) 14-page newsletter, (1) 16-page newsletter, and(2) 18-page newsletters. The proposal from Patsons Press, a Sunnyvale-based company, with more than 43 years of experience, contained work samples of a high quality, including a variety of newsletters and brochures. Patsons Press is FSC, Forest Stewardship Council, Certified, ISO, International Organization for Standardization, Certified, and has also taken steps to eliminate its Volatile Organic Compounds (VOC), emissions, reduce its vehicle mileage, and increase its use of recycled papers. Patsons Press has also had work experience with environmental organizations and government agencies, including the District. Based upon the highly competitive cost estimate for printing the newsletters and trail brochures, high quality samples received, performance criteria such as 43 years of experience and a competitive production lead time, and the District's overall excellent experience with the quality and professional services provided by Patsons Press, staff recommends the District contract with Patsons Press for FY2011-12 for an amount not to exceed $116,371.00, with the option to extend the contract, subject to further Board approval, for FY2012-13 and FY2013-14. R-1 1-38 Page 3 FISCAL IMPACT Funding for the printing services contract has been included predominantly in the Public Affairs department FY2011-12 budget, and in other District departments as needed for special projects, District stationery, etc. Final adoption of the proposed FY2011-12 District budget by the Board at its March 23, 2011 meeting would authorize $104,400.00 in the Public Affairs department budget and $11,971.00 in other District departments to accomplish the printing projects planned for the next fiscal year. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS Once Board approval is obtained, the printing services contract for FY2011-12 will be executed, and Public Affairs staff will implement on an ongoing basis the printing projects planned for the fiscal year. Prepared by: Kristi Britt, Public Affairs Specialist Contact person: Kristi Britt, Public Affairs Specialist Midpeninsula Regional Open Space District R-1 1-39 Meeting 11-07 March 23, 2011 AGENDA ITEM 6 AGENDA ITEM Authorization to Contract with Diamond Quality Printing & Mailing for Mailing Services for Fiscal Year 2011-12, with an Option to Extend the Contract for Fiscal Years 2012-13 and 2013- 14 GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to enter into a contract for mailing services with Diamond Quality Printing & Mailing Services for Fiscal Year (FY) 2011-12 for an amount not to exceed $28,700.00, with the option to extend the contract to FY2012-13 and FY 2013-14 subject to further Board approval. SUMMARY The District's Public Affairs Department conducts a competitive proposal process for District mailing services every three years. The District also contracts for related graphic design and printing services as part of the same contract services cycle. FY201 0-11 represented the third year for the mailing services contract originally approved by the Board in FY2008-09. Consistent with District policy and practice, staff has again conducted the competitive proposal process for mailing services that, if approved, would begin in FY2011-12, with the option for extensions for FY2012-13 and FY2013-14 as long as contractor performance continues to meet District needs and standards. DISCUSSION District staff solicited requests for proposals for mailing services from 13 firms and received ten proposals. Mailing service firms were asked to provide cost estimates, including both estimated processing and postage costs, for completion of a sample District mailing project (including all set-up, preparation, sorting, and indicia usage). Firms were asked to confirm that all pre-sort discount information received from the post office would be turned over to the District. They were also asked to confirm that their firm could meet the District's newsletter production schedule. References and information regarding the mailing service firms' general background and qualifications were also requested. R-I 1-39 Page 2 For the ten proposals received for a key sample project (mailing of the District's 18-page quarterly newsletter to the District's mailing list), total costs ranged from $4,874.00 to $9,071.00 (processing and postage costs combined). Staff further confirmed the proposal from the lowest bidder was complete and timely, and demonstrated the firm's experience in performing similar direct mailing services. Staff also checked the firm's references. Based upon the above criteria, staff recommends the District contract with Diamond Quality Printing & Mailing, a San Jose-based company. The highly competitive cost estimate, $4,874.00, which equals $0.304625 per unit (processing and postage costs combined), for mailing of the 18-page newsletter, combined with the firm's general background and qualifications, indicates that Diamond Quality Printing & Mailing would deliver professional mailing services at an excellent value. The Diamond Quality Printing & Mailing proposal also confirmed there would be no charge for use of their firm's indicia (a postal marking, a bulk mail permit number, pre-printed on the newsletter), no delivery charge for return of the newsletter "overs" provided for spoilage purposes, and that their firm could meet the District's newsletter production schedule. Staff further recommends the District contract with Diamond Quality Printing & Mailing for FY 2011-12 for an amount not to exceed $28,700.00, with the option to extend the contract, subject to further Board approval, for FY2012-13 and FY2013-14. FISCAL IMPACT Funding for the mailing services contract has been included predominantly in the Public Affairs department FY2011-12 budget and in other District departments as needed for special projects. Final adoption of the proposed FY2011-12 District budget by the Board at its March 23, 2011 meeting would authorize $26,700.00 in the Public Affairs department budget and $2,000.00 in other District departments to accomplish the mailing projects planned for the next fiscal year. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS Once Board approval is obtained, the mailing services contract for FY2011-12 will be executed, and Public Affairs staff will implement on an ongoing basis the mailing projects planned for the fiscal year. Prepared by: Kristi Britt, Public Affairs Specialist Contact person: Kristi Britt, Public Affairs Specialist Midpeninsula Regional Open Space District R-11-47 Meeting 11-07 March 23, 2011 AGENDA ITEM 7 AGENDA ITEM Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2011-12 Action Plan GENERAL MANAGER'S RECOMMENDATION Z�lr Adopt the Midpeninsula Regional Open Space District Action Plan for Fiscal Year 2011-12 i BACKGROUND The proposed Fiscal Year(FY) 2011-12 Action Plan was reviewed by the Board of Directors at its regular meeting held on February 23, 2011 and no substantive changes were requested by the Board. Staff subsequently identified the need for a few edits primarily to the scope and budget of a select number of projects, all of which are highlighted as tracked changes in the revised. Final FY2011-12 Action Plan. The proposed changes were presented to the Administration and Budget Committee via email ahead of this Board meeting for their review and concurrence. DISCUSSION Following the February 23, 2011, a few changes suggested by staff were added to the proposed FY2011-12 Action Plan. Edits are shown in the attached Action Plan document as tracked changes and are summarized below by Department. Administration • Minor edits for clarification. Real Property • As a result of the March 9, 2011 approval of the funding agreement with Santa Clara County Parks for the Powell property additions to Monte Bello Open Space Preserve, this land purchase project will now be completed in FY2010-11 and has thus been removed from Land Purchase Partnerships for FY2011-12. Also, in the Land Purchase Partnerships category, two projects, the City of Saratoga connection to Skyline-Sanborn County Park and the Moody Gulch property addition to Bear Creek Redwoods have been changed from deferred status to priority 2. A potential new property addition to Purisima Creek Redwoods Open Space Preserve has been added to the Coastside Purchases category. These changes result in an overall decrease of R-11-47 Page 2 $205,000 in the New Land Purchases category in the FY2011-12 Budget. Under Potential New Trail Easements category, the budget for completing the San Francisco Bay Trail alignment study through the lands of the San Francisco Public Utilities Commission has been increased by$25,000 due to a delay in scheduling consultations with public stakeholders. This increase also reflects a decrease of $25,000 in the projected expenses for FY201 0-11. As a result, the Real Property budget has been reduced by$180,000 for FY2011-12. Planning 0 After reviewing the preliminary draft environmental review document for the La Honda Creek Master Plan with Legal Counsel, staff recommends that additional funds be allocated to the project to complete the environmental assessment and include legal services to review the draft document prior to public release. For this change, staff recommends an increase in the budget from $5,000 to $35,000. In reviewing the project budgets, staff determined that the budget for the Alpine Pond Interpretive Project, which is still awaiting grant funding approval, can be reduced by $30,000 without significantly impacting its scope and schedule. Therefore, staff recommends transferring $30,000 from the Alpine Pond project to the La Honda Master Plan. As a result, there is no net change to the total Planning Budget, nor a change to the CAP EX (Capital Expenditure guideline) calculation. Operations 0 No changes Public Affairs 0 No changes FISCAL IMPACT Fiscal impact is identified for each Key Project within the Action Plan document. The proposed annual District budget is linked to the Action Plan to reflect project costs. For more information on the FY2011-12 Budget, please refer to Board Item No. I OB. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE Board approval of the District's FY2011-12 Action Plan is not a project under the California Environmental Quality Act (CEQA) and no environmental review is required. The Action Plan contains anticipated projects that will require further Board review and approval, some of which may be subject to CEQA review. These projects will comply with all CEQA requirements prior to proceeding as a normal part of the implementation process. R-1 1-47 Page 3 NEXT STEPS Projects listed in the FY2011-12 Action Plan will be implemented according to the schedules described in the Action Plan. Attachments: Changes to the District FY2011-12 Action Plan by Department (shown as tracked changes for only the affected departments) a. Administration b. Real Property c. Planning Prepared by: Ana Ruiz, Planning Manager Contact person: Stephen E. Abbors, General Manager i MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ADMINISTRATION DEPARTMENT ACTION PLAN FY2011-12 i | Basic Policy Objective: | ^ | | The Administration Department providesthe overall management and administration nf the District � in support of the orQanizaton'o mission and goals. Core Functions: A. Provide accounting and financial management services. B. Provide District Clerk and administrative support services. C. Administer Human Resources Pnogrums, 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; oo(ant, supervise, and � collaborate with specialized outside counsel. � H. Represent District's legal interests in matters involving government egmnoina or other � outside parties. � |. Provide risk management services to minimize District exposure to costs of loss. � � J. Provide strategic plan for acquisition and management of District's land resources. � K. Facilitate District's Team Think Tank (T3) pnuQnann. L. Facilitate the management of District's contacts, vo|unteera, and public notices databases. � � � Staff Resources (Stated as Full-Time Equivalents - FTEs): 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 1.0 Assistant General Counsel 1.0 Assistant General Manager -TO REMAIN VACANT FTEs Position Title 1.0 Deputy District Clerk/Office Manager 1.0 District Clerk 1.0 General Counsel 1.0 General Manager 1.0 Grants Administrator—PROPOSED NEW 2-YEAR CONTINGENT 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 1.0 Receptionist/Administrative Assistant | / Adninimtro{ nn—Pbgeiofii � l 3/15/2011 1:27 PM ADMINISTRATION DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Project Description Project Manager Key Project Purpose Schedule OD Scope (Quarterly Milestones Budget Other c &Completion Date) Involved/impacted te Ongoing Continued • 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, public works contracting, and economic interest filing. • 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 CalJPIA 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 p 9 • 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 PROPERTY REAL DEPARTMENT ACTION PLAN FY2011-12 3/15/2011 11:21 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Project Description Project Manager Key Project Purpose Schedule Scope (Quarterly Milestones Budget Other d/imp cte &Completion Date) Involved/Impacted PROGRAM: GREENBELT PRESERVATION Priority 1 Potential New Continue to grow the District's Pursue purchase of new land additions to FY11-12 $7,670,000 IMike Williams Land Additions contiguous greenbelt. Purisima Creek, El Corte de Maderia, La Honda $11,540, 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 Priorit 2 Land Purchase Create connections within District Cooperatively work with local land preservation ( FY11-12 $775,000 Mike Williams P lands n with other park norganizationsn the followin ro ert Sand Sommer Partnerships adsad o e a and o P9 property Y $2;�;000 y lands Micheal Reeves open space a ds Legal 1. Saratoga to Skyline Sanbom w/City of Operations Y Saratoga&Santa Clara County Parks(priority 2) Planning 2. Bear Creek Redwoods(Moody Gulch with Public Affairs Santa Clara County Parks(priority 2 1 Potential New Obtain new trail easements 1. San Francisco Bay Trail (SFPUC at FY11-12 $70,000 Michael Reeves Trail Easements connecting the District's preserves Ravenswood) $46,000 and other public trails. 2. Bay Area Ridge Trail Connection (Cal Water at Legal f ECdM) Operations I Planning € Public Affairs I i Real Property-Page 1 of 15 3/15/2011 11:21 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Project Description Project Manager Key Project Purpose Schedule Scope (Quarterly Milestones Budget Other DeptsJBOD Completion Date) PROGRAM: GREENBELT PRESERVATION Continued 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 organizations on the following property Sandy Sommer open space lands partnerships: Michael Reeves Legal Operations iPlanning 3. El Corte de Madera Additions with Public Affairs Sempervirens Fund 4. Work with Hidden Villa u HeifeF IRteFRati9RaI 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 i Michael Reeves Transition Demolition 11 lOperations Planning Potential New Obtain new trail easements 1. Mt. Um to Cathedral Oaks, Sierra Azul TBD TBD lMichael Reeves Trail Easements connecting the District's preserves 2. Bear Creek Redwoods Open Space Preserve land other public trails. 3. La Honda Creek Open Space Preserve !Legal (Caltrans&Stillheart) Operations I ;Planning 3 Public Affairs Real Property-Page 2 of 15 3/15/2011 11:21 AM REAL PROPERTY DEPARTMENT PROPOSED FY 2011-12 ACTION PLAN KEY PROJECTS Project Description Project Manager Key Project Purpose Schedule Scope (Quarterly Milestones Budget Other Depts/BOD Involved/Impacted &Completion Date) PROGRAM: COASTSIDE PROTECTION PLAN Priorit 1 Coastside Continue to grow the District's Purchase new land additions to the Purisima FY11-12 $5 05 1,000 Mike Williams Purchases preserve system within the Creek Redwoods and Miramontes Ridge Open $1,69(),980 I Coastside Protection Plan Space Preserves and pursue other opportunities All departments 1 in the Coastside Protection Area. i Priorit 2 Purisima to the Acquire new land in the 1. Continue to pursue a lot line adjustments to Q2 FY11-12 Lot $30,000 !Mike Williams Sea Purisima/Lobitos Creek merge the Elkus Uplands& Lobitos Ridge line adjustment and j Watershed corridor to eventually properties. open access Legal create a Purisima to the Sea trail 2. Work with private property owner of Purisima easement Operations from 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 I Priority 3-None Deferred Purisima to the Acquire new land in the Purisima Farms Property Transfer TBD TBD Sandy Sommer Sea Purisima/Lobitos Creek 1 Watershed corridor to eventually create a Purisima to the Sea trail from Skyline to the sea I II 1 i Real Property-Page 3 of 15 ............. MIDPENINSULA REGIONAL OPEN SPACE DISTRICT PLANNING DEPARTMENT ACTION PLAN FY2011-12 3/15/2011 11:29 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Project Description Project Manager Key Project Schedule Other Depts/BOD Purpose Scope (Quarterly Milestones& Budget InvolvedlImpacted Completion Date) PROGRAM: PUBLIC RECREATION ACCESS Continued 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 throw h 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 concurrence on edits to Understanding (MOU) on 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 improvements:develop plans for trail trail planning,topo survey, Phase I-Year 1 Restoration and Public Access connections to Barlow Road and and bio survey(trails) Operations Site Plan 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 Alpine Pond Long- Provide new interpretive and trail Complete environmental review for Q4 FY11-12-Complete $100,000 Lisa Bankosh Term Management improvements and habitat new interpretive,trail,and habitat CEQA review $130,000 Plan restoration for rare aquatic enhancement improvements at Alpine Q4 FY12-13-Permitting Legal species. Pond. Q4 FY13-14-Site Awaiting grant Operations improvements completed notification Public Affairs Project is fully contingent on grant funding. Use and Management Committee Planning-Page 4 of 12 I 3/15/2011 11:29 AM PLANNING DEPARTMENT PROPOSED FY 2011-12 KEY ACTION PLAN PROJECTS Project Description' Project Manager Key Project Schedule Other Depts/BOD Purpose Scope (Quarterly Milestones& Budget InvolvedAmpacted Completion Date) PROGRAM:STAFF FACILITY INFRASTRUCTURE Continued 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 historically significant building;continue process for demolition to prepare site for future field staff site planning for new field office facility Q2 FY11-12-Award Operations facility. (identify infrastructure requirements demolition contract Legal and preliminary layout); hire consultant Q3 FY11-12-Demolish team to begin programming design accessory buildings and phase. 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, shop. use and building permits; prepare site permitting, 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. Ongoing - 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) $35,000 $5,000 Planning-Page 11 of 12 IL Midpeninsula Regional Open Space District R-I 1-43 Meeting 11-07 March 23, 2011 AGENDA ITEM 8A AGENDA ITEM Approval of the of Fiscal Year 2011-12 (FY2011-12) Budget ADMINISTRATION AND BUDGET COMMITTEE RECOMMENDATIONS The Administration and Budget Committee (ABC) recommends that the Board: I. Adopt the FY2011-12 Action Plan and Budget. 2. Direct staff to develop a more streamlined mid-year budget process that will be reviewed with the ABC in advance of implementation. 3. Direct staff to develop a five-year CapEx forecast to be incorporated into the FY2012-13 District budget process. 4. Direct staff to develop and implement a plan in conjunction with our state legislators to provide the District with authorization to utilize a 30 year note option to finance debt. DISCUSSION The ABC is tasked with reviewing the proposed annual District budget to ensure fiscal responsibility, while providing the financial resources required to accomplish the District's work program as described in the annual District Action Plan. In addition, the ABC reviews and ensures that the recommendations from the previous year have either been accomplished or deferred to the following year. During January and February 2011, the ABC met four times with the General Manager, District Controller, the department managers, and various staff. The District Controller is projecting a slight growth in property tax revenue over the next five years. Due to the limited 1% growth projected for FY2011-12, the Controller recommended the FY2011-12 Operating Expense (OpEx) Budget not exceed $14.5 million or approximately 5 1% of projected tax revenue. Additionally, the Controller included bond sale income of$20.5 million in August 2011 to fund land acquisitions and other capital expenditures from 2011 through 2013. This bond sale was deferred from FY201 0-11 due to unfavorable conditions in the municipal bond market. R-I 1-43 Page 2 Using the Controller's revenue projections, staff presented the ABC with a five-year OpEx Forecast which included assumptions regarding cost increases related to salary cost-of-living- adjustments, retirement contributions, and medical insurance, as well as staffing additions to maintain service levels. This new element of the District's annual budget process enables the Board to understand the long-term implications of its financial decisions and adopt a fiscally responsible budget. After reviewing the FY2011-12 Proposed District Budget, the ABC then reviewed individual department Action Plans and budgets and ensured they met the District budgetary guidelines. A review of the FY201 0-11 ABC recommendations confirmed that all have been implemented. FISCAL IMPACT Approval of the proposed FY2011-12 Budget by the Board will authorize $43,599,758 to accomplish the District's work plan for FY2011-12. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS If approved by the Board, staff will begin implementing the FY2011-12 Action Plan and Budget effective April 1, 2011. Prepared by: Kate Drayson, Administrative Services Manager Contact person: Curt Riffle, Chair- Administration and Budget Committee f x Midpeninsula Regional ' Open Space District . , i R-1 1-46 Meeting 11-07 March 23, 2011 AGENDA ITEM 8B AGENDA ITEM Adoption of the District Budget for Fiscal Year 2011-12 (FY2011-12 GENERAL MANAGER'S RECOMMENDATION Adopt the attached Resolution approving the budget for FY2011-12 and the Classification and Compensation Plan (Exhibit A to the Resolution). I DISCUSSION The proposed FY2011-12 Budget was presented for initial review at the February 23, 2011 regular meeting of the Board of Directors (Report R-11-33). The budget is presented again for ( final consideration and approval (see Table 1). The $43,416,908 budget breaks down as follows: Table I 2011-12 Proposed Annual % ofTotal Proposed Budget (0% Cola) Budget Salaries and Benefits 11,567,010 26.64% Services and Supplies 3,045,864 7.02% Subtotal: Operating Expense Budget 14,612,874 33.66% Property Management 209,858 0.48% Unanticipated CIP 25,000 0.06% Public Access Facilities 854,500 1.97% Staff Facilities 752,500 1.73% Planning Projects 149,500 0.34% Mt. Umunhum 1,091,391 2.51% Special Projects 2,211,310 5.090/o Subtotal: Capital Expense & Property Mgt. 5,294,059 12.19% Land+Assoc. Costs 13,781,000 31.74% Debt Service 9,728,975 22.41% District Budget Total 43,416,908 100.00% R-10-54 2 Since the presentation of the initial FY2011-12 Budget at the February 23'-d Board meeting, the following items have changed in the overall Proposed budget: Income: The Acquisition Grant Income projection for FY2011-12 has decreased $1,230,000 primarily due to the Santa Clara County grant income of$1,250,000 which is now projected to be received in FY201 0-11, one year earlier than originally forecasted. Expenditures: 1. Land and Associated Costs: a. Decrease budget for New Land Purchases by$205,000 to reflect the completion of the POST (Powell Trust) property addition to Monte Bello Open Space Preserve in FY2010-11 and a potential new property addition to Purisima Creek Redwoods Open Space Preserve. b. Increase budget by$25,000 for the San Francisco Bay Trail study at Ravenswood Open Space Preserve. 2. Planning Projects: a. Decrease budget by$30,000 for the Alpine Pond Interpretive Project which is awaiting grant funding approval to commence. No significant impact to scope and schedule is anticipated. b. Increase budget by$30,000 for the environmental assessment of the La Honda Creek Master Plan. c. The result is no net change to the total Planning Budget, nor a change to the CapEx (Capital Expenditure guideline) calculation. There is also no change to the total District OpEx (Operating Expense)budget of$14,612,874. Reflected in the FY2011-12 Proposed Budget and the Classification and Compensation Plan (Exhibit A to the Resolution) is a recommendation for a zero percent cost-of-living-adjustment (COLA). This is a part of the strategy recommended to meet the Operating Expense Guideline of 51% of the property tax projection of$27.6 million, which represents only I% growth over FY201 0-11. In addition, all eligible Board Appointees and Department Managers have agreed to forego consideration for any merit increases in FY2011-12. The FY2011-12 Proposed Budget reflects the terms and conditions in the current 2006-2011 Memorandum of Understanding(MOU) between the District and the District's Field Employee's Association. Currently, there is a tentative agreement for a fifteen(15) month status quo extension of the 2006-2011 MOU between the District and the District's Field Employees Association for the period April 1, 2011 through June 30, 2012. This tentative agreement is pending approval of the Board of Directors Further details of the proposed FY2011-12 Budget are included in Exhibit B to the Resolution— Budget Summary. R-10-54 3 FISCAL IMPACT Approval of the proposed FY2011-12 Budget by the Board will authorize $43,416,908 in spending to accomplish the District's work plan for the next fiscal year. PUBLIC NOTICE Public notice has been provided as required by the Brown Act. No additional public notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS On April 1, 2011, the FY2011-12 Budget will be implemented. Attachments: 1. Resolution Approving the FY2011-12 Budget 2. Exhibit A to the Resolution—FY2011-12 Classification and Compensation Plan 3. Exhibit B to the Resolution—FY2011-12 Budget Summary 4. Exhibit C to the Resolution—FY2011-12 Budget Analysis, Operating and Non-Operating Expenses Prepared by: Lynn Tottori, Sr. Management Analyst Contact person: Stephen E. Abbors, General Manager RESOLUTION NO. I 1-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ADOPTING BUDGET FOR FY2010-11 The Board of Directors of the Midpeninsula Regional Open Space District does resolve as follows: Section One. Adopt the budget for the Midpeninsula Regional Open Space District for the FY201 0-11 as set forth in Exhibit B attached hereto. Section Two. Approve amendment to the Position Classification and Compensation Plan as set forth in Exhibit A attached hereto. Section Three. Upon approval of the Board of Directors, an adjustment to the New Land Purchases budget category shall be made to reflect any difference between actual revenue and budgeted revenue as appropriate to fund District operations, Section Four. Monies are hereby appropriated in accordance with said budget. Exhibit A Midpeninsula Regional Open Space District Proposed Classification and Compensation Plan Fiscal Year 2011/12 - Effective 4/1/2011 Step Range Hourly Range$ Monthl Range$ Annual Range$ Time Base Classification Title Minimum Maximum Minimum Maximum Minimum Maximum Minimum Maximum Seasonal Open Space Technician 247.50 257.50 19.020 21.015 3,297 3,643 39,562 43,711 Part-time Administrative Clerk 254.50 279.50 20.395 26.171 3,535 4,536 42,422 54,436 Part-time Farm Maintenance Worker 267.50 292.50 23.219 29.795 4,025 5,164 48,296 61,974 Full-time Open Space Technician* 267.50 292.50 23.219 29.795 4,025 5,164 48,296 61,974 Full-time Receptionist/Administrative Assistant 269.50 294.50 23.687 30.395 4,106 5,268 49,269 63,222 Full-time Administrative Assistant 269.50 294.50 23.687 30.395 4,106 5,268 49,269 63,222 Full-time Accounting Clerk 269.50 294.50 23.687 30.395 4,106 5,268 49,269 63,222 Full-time Assistant Program Coordinator 274.50 299.50 24.898 31.950 4,316 5,538 51,788 66,456 Full-time Lead Open Space Technician* 277.50 302.50 25.6551 32.921 4,447 5,706 53,3621 68,476 Full-time Ranger 278.50 303.50 25.912 33.251 4,491 5,764 53,897 69,162 Full-time Planning Technician 278.50 303.50 25.912 33.251 4,491 5,764 53,897 69,162 Full-time Training and Safety Coordinator 280.50 305.50 26.434 33.921 4,582 5,880 54,983 70,556 Full-time Human Resources Technician 280.50 305.50 26.434 33.921 4,582 5,880 54,983 70,556 Full-time Deputy District Clerk/Office Manager 280.50 305.50 26.434 33.921 4,582 5,880 54,983 70,556 Full-time Docent Programs Coordinator 283.50 308.501 27.237 34.951 4,721 6,0581 56,653 72,698 Full-time Network Specialist 283.50 308.50 27.237 34.951 4,721 6,058 56,653 72,698 Full-time Volunteer Coordinator 283.50 308.50 27.237 34.951 4,721 6,058 56,653 72,698 Full-time Equipment Mechanic/Operator 286.50 311.50 28.065 36.013 4,865 6,242 58,375 74,907 Full-time Senior Accounting Specialist 286.50 311.50 28.065 36.013 4,865 6,242 58,375 74,907 Full-time Open Space Planner 1 288.50 313.50 28.6301 36.739 4,963 6,368 59,5501 76,417 Full-time Resource Specialist I/Resource Planner 1 288.50 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Public Affairs Specialist 288.50 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Communications Specialist 288.50 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Website Content Coordinator 288.50 313.50 28.6301 36.739 4,963 6,368 59,5501 76,417 Full-time Maintenance& Resource Supervisor 293.50 318.50 30.094 38.617 5,216 6,694 62,596 80,323 Full-time Supervising Ranger 293.50 318.50 30.094 38.617 5,216 6,694 62,596 80,323 Full-time Real Property Specialist 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time GIS Coordinator" 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time Open Space Planner II** 303.50 328.50 33.2511 42.668 5,764 7,396 69,162 88,749 Full-time Resource Management S ecialist** 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time Support Services Supervisor 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time Management Anal st 307.50 332.50 34.604 44.405 5,998 7,697 71,976 92,362 Full-time Senior Real Property Planner** 313.50 338.50 36.739 47.144 6,3681 8,172 76,417 98,060 Full-time Page 1 Position Class&Comp Plan to Board 3-23-2011 Effective all Classes 4-1-2011.xls Exhibit A Step Range Hourly Range.$ Monthly Range$ Annual Range$ Time Base Classification Title Minimum Maximum Minimum Maximum Minimum Maximum Minimum Maximum Senior Planner** 313.50 338.50 36.739 47.144 6,368 8,172 76,417 98,060 Full-time Senior Resource Planner/Senior Resource Management Specialist— 313.50 338.50 36.739 47.144 6,368 8,172 76,417 98,060 Full-time Area Superintendent 318.50 343.50 38.617 49.555 6,694 8,590 80,323 103,074 Full-time Senior Management Analyst 321.50 346.50 39.790 51.060 6,897 8,850 82,763 106,205 Full-time District Clerk 321.50 346.50 39.790 51.060 6,897 8,850 82,763 106,205 Full-time Assistant General Counsel 328.50 353.50 42.668 54.753 7,396 9,491 88,749 113,886 Full-time Administrative Services Manager 335.50 360.50 45.754 58.713 7,931 10,1771 95,168 122,123 Full-time Operations Manager 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Planning Mana er*** 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Public Affairs Manager 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Real Property Manager 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Assistant General Manager 353.50 378.50 54.753 70,2601 9,4911 12,178 113,886 146,141 Full-time Notes: Does not include Board appointee positions:General Manager,General Counsel and Controller. * DST will receive an additional 1%stipend for Class A or B license;Lead OST 1%for Class A. ** Will receive an additional 4%stipend for Masters degree in a related field. ***Will receive an additional 4%stipend for Landscape Architecture license used for District business. Special Compensation: The District reports Shift Differential, Uniform Allowance, Longevity Pay and Holiday Pay to CalPERS as Special Compensation, i Page 2 Position Class&Comp Plan to Board 3-23-2011 Effective all Classes 4-1-2011.xls Midpeninsula Regional Open Space District Exhibit B FY2011-12 Proposed Budget Summary 2010-2011 2010-2011 2011-2012 Percentage Revised Adopted Mid-Year Proposed Change from 2010-11 Budget Budget Budget Mid Year 1. Revenues A. Tax Revenues 27,865,000 27,527,000 27,641,000 0.4% Al. (1)Santa Clara County Parks Income 284,122 293,550 3.3% B. Grant Income-Acquisition Grant 2,500,000 1,250,000 1,040,000 (16.8%) Grant Income-Development Grant 546,000 315,000 921,000 192.4% C. Interest Income 330,000 330,000 330,000 0 D. Property Management-Rental Income 928,000 928,000 1,076,000 15.9% E. Other Income 235,000 235,000 225,000 (4.3%) F. Land Donation - - - TOTAL REVENUES 32,404,000 30,869,122 31,526,550 2.1% 11. Change in Reserves (9,911,173) (10,953,664) (11,890,358) 8.6% 111. Expenditures A. Debt Service 1. Interest 4,777,400 4,785,900 5,272,291 10.2% 2. Principal 3,300,681 3,300,681 4,456,684 35.0% Debt Service Subtotal 8,078,081 8,086,581 9,728,975 20.3% B. Salaries 1. Board Appointees 384,820 385,602 394,967 2.4% 2. General Manager Appointees 7,596,939 7,607,121 7,859,355 3.3% 3. Vacation Payout 13,600 28,537 28,537 0 Salaries Subtotal 7,995,359 8,021,260 8,282,859 3.3% C. Benefits 3,072,240 3,073,220 3,368,041 9.6% D. Director's Fees 25,000 25,000 25,000 0 Salaries and Benefits Subtotal 11,092,599 11,119,480 11,675,900 5.0% it 3/10/201112:48 PM Midpeninsula Regional Open Space District Exhibit B FY2011-12 Proposed Budget Summary 2010-2011 2010-2011 2011-2012 Percentage Revised Adopted Mid-Year Proposed Change from 2010-11 Budget Budget Budget Mid Year E. Services and Supplies 1. Legal Services 119,500 105,000 93,500 (11.0%) 2. Regular Outside Services 253,883 253,541 255,134 0.6% 3. Contract Services(Except Legal) 859,394 1,051,578 682,612 (35.1%) 4. Election Expense 120,000 1,500 60,000 0.0% 5. Library and Subscriptions 10,790 10,400 12,748 22.6% 6. Management Agreements 50,000 50,000 50,000 0.0% 7. Rents and Leases 126,175 95,680 111,760 16.8% 8. Utilities 128,880 128,460 154,900 20.6% 9. Postage 36,740 33,440 38,075 13.9% 10.Printing and Duplicating 33,955 31,955 25,800 (19.3%) 11.Insurance 230,850 229,159 240,908 5.1% 12.Advertising 5,950 8,550 11,450 33.9% 13.Maps and Aerials 6,110 6,360 6,410 0.8% 14.Private Vehicle 13,000 13,600 14,900 9.6% 15.District Vehicle 325,466 325,741 324,941 (0.2%) 16.Business Meeting 23,023 22,723 27,935 22.9% 17.Personnel Development 99,392 79,738 119,604 50.0% 18.Maintenance/Repair of Equipment 32,350 32,350 43,350 34.0% 19.Computer Expenses 34,070 35,615 43,529 22.2% 20.Office Supplies/Small Equipment 37,800 39,070 44,350 13.5% 21.Field Supplies/Small Equipment 183,150 187,050 212,150 13.4% 22.Outside Maintenance Services 656,405 723,905 762,046 5.3% 23.Permits,Fee,Property Taxes 27,050 38,000 38,070 0.2% 24.Contingency 50,500 50,500 55,500 9.9% 25.Communications-Publications 96,000 91,350 103,500 13.3% 26.Communications-Special Projects 18,400 19,400 9,200 (52.6%) 27.Volunteer Program 28,850 24,850 20,350 (18.1%) Services and Supplies Subtotal 3,607,683 3,689,515 3,562,722 (3.4%) F. Fixed Assets 1. New&Prior Land Purchases 15,000,000 15,000,000 13,495,000 (10.0%) 2. Real Property Support Costs- Appraisals,Title,Legal, Engineering 656,500 656,500 280,000 (57.3%) 3. Guadalupe Land Company - - 6,000 4. Structures and Improvements 2,140,310 1,305,710 2,728,310 109.0% 5. Field/Office Equipment 1,530,000 1,755,000 1,720,000 (2.0%) 6. Vehicles 210,000 210,000 220,000 4.8% Fixed Assets Subtotal 19,536,810 18,927,210 18,449,310 (2.5%) TOTAL BUDGET 42,315,173 41,822,786 43,416,908 3.8% FY20 10-11 Mid-Year Budget: Add Santa Clara County Parks Income$284,122 3/1 0/201 1 1 2:48 PM Exhibit C Budget Analysis,Operating and Non-Operating Expenses Budget Analysis 2011.12 "12010.11 2010-11 119,r,t Proposed %Change Assumptions: FY2011-12: Adopted Mid-Year Prp�0 Annual from 10-11 %Change 1. 0%Cola, Budget Budget Budget Mid Year from 10 11 m. 2. No AGM (2.5%Cola) (2.5%Cola) ;(2.Sr ova' (0%Cola) Budget Projected Program 32 SSaaaries+Benefits 1,384,711 1,395,363 1,395,363 1,475,813 5.77% 5.77% Prooram32 IServices+Supplies 51,750 60,595 55,345 55,969 -7.63% 1.13% SUBTOTAL,Operating Expenses 1,436,461 1,455,958 1,450,708 1,531,782 5.21% 5.59% Pro ram 37 Mt.Umunuhum 425,278 740,353 658,853 1,091,391 47.41% 65.65% Pro ram 36 Planning Projects _- - 353,000 309,000 154,500 149,500 51 62% 3.24% Pro ram 35 Staff Facilities 507,000 307,000 241,000 752,500 145.11% 212.24% ftggram A4 Public Facilities/FEMA 1,1811000 534,000 372,000 854,500 60.02% 129.701% jProgram 38 Unanticipated CIP 25,000 25,000 25,000 25,0001 0.00% 0.00 TOTAL,All Expenses 1 3,927,739 3,371,311 2,902,061 4,404,672 30.651/6 51.78% Salaries+Benefits 6,107,851 6,124,593 6,131.593 6,371,694 4.03% 3.92% Services+Supplies 1,699,377 1,718,796 1,634,092 1,858,190 8.11% 13.71% SUBTOTAL,Operating Expenses 7,807,228 7,843,389 7,765,685 8,229,884 4.93% 5.98% "'Fixed Assets 336,310 320,000 -100.00% Special Projects 1,601,000 1,522,210 662,310 11776,310 16,69% 168.20% TOTAL,All Expenses 9,744,538 9,685,599 8,427,995 10,006,194 3.31% 18.73 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 1,19$779 1,173,253 1,254,616 5.18% 6.93% TOTAL,AIIExpenses 1,183,515 1,192,779 1,173,253 1,254,616 5.18% 6.93% Salaries+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 754,787 735,536 656,576 769,607 4.63% 17.22% Property 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 8,987,250 13,781,000 -11.98% 53.34% TOTAL,All Expenses 24,667,922 24,656,586 17,912,961 24,489,"0 -0.68% 36.71% Salaries+Benefits 2,058,645 2,055,544 11967,700 2,202,347 7.14% 11.92% Services+Supplies 682,814 585,967 629,067 624,638 6.60% -0.70% SUBTOTAL,Operating Expenses 2,741,459 2,641,511 2,596,767 2,826,986 7.02% 8.87% (Fixed Assets 50.000 275,000 25,000 435,000 58.18% 1640,00% TOTAL,All Expenses 2,791,459 2,916,511 2,621,767 3,261,985 11.85% 24.42% Operating Budget 13,923,450 13,869,173 13,642,989 14,612,874 5.36%1 7.11% Property Management 178,554 177,969 182,554 209,858 17.92% 14.96% UnanticipatedCIP 25,000 25,000 25,000 25,000 0.00% 000% Public Access Facilities 1,181,000 534.000 372,000 854,500 60.02% 129.70% Staff Facilities 507,000 307,000 241,000 752,500 145,11% 212.24% Planning Projects 353,000 _ 309,000 154,500 149,500 -51 62% -3.24% Mt.Umunhum 425,278 740,353 658,853 1,091,391 47.410/ 65,65% Special Projects 1,987,310 2,117,210 687,310 2,211,310 4.44% 221.73% Amount outside of Operating Budget 4,657,142 4,210,532 2,321,217 5,294,059 25.73% 128.0776 Salaries and Benefits 10,967,321 11 018,127 10 937,283 11,567,010 4 98/0 5 76% Services and Supplies 2.956,129 2,851,046 2,705,706 3,045,864 6 83/ 12 57% ____.___._ _.___ _ _ _ _ _ _ _ _Fixed Assets -_-_- 0 0 4 0 _- _- _ _ _ _ _T_ _ Subtotal(Operating_Budget) _ _ _ 13,923,450 13,869,173 13,642,989- 14,612,874 _5.36% _ _7.11% 1_- r T_otalOutsid .2mratin�c Budget_ _!1657,142 4,210,532 2,321_217 _5,294_059 __-25.73% 128.07% Subtotal(Full Ope- --_-_-_. Debt _8,07_8,081__8,086,581 _8,086,581 _9,728,9_75 20.31% - -_20,31% _ _ __ _ -71 -_ _Subtotal(Includes Debt)_ _ _ _ _ _ _ _ 26,658,673�_26,166,286 24,050,787 29,635,908 13.26% _ 23.22% Land+Assoc.Coss 15,656,500 15,656,500 8 987,250 13,781 000 11.98% 53.34 District Budget Total-Before Grant Income 42,315,173 71,822,786 33,038,037 43,416,908 3.81% 31.41% Grant income-Acquisition 2,500,000 1,250,000 1,250,000 1,040,000 16.80% -16.80% Grant Income-Development 546,000 315,000 368,858 921,000 192.38% 149.69% District Budget Total-After Grant Income 39,269,1731 40,257,786 31,419,179 41,455,908 2.98%1 31.94% ail 112010 11: Restate prlor periods(FY10-11)to conform to the current year's presentation of the,new CapEx Guideline effective FY2011-12--the new CapEx Guideline moves Operation's Fixed Assets from Operating Expenses to the Capital expense category(Amount outside of Operating Budget)starting FY2011-12. Assumption: FY2011-12 Proposed Annual Budget: 0%Cola,No AGM j 3/10/20112:59 PM Midpeninsula Regional • ' Open Space District R-11-41 Meeting 11-07 March 23, 2011 AGENDA ITEM 9 AGENDA ITEM Approval to extend the Memorandum of Agreement(MOA) with Midpeninsula Regional Open Space District Field Employees Association (FEA) with the same terms and conditions as set i forth in the 2006/201/ MOA, for fifteen (15) months beginning April 1, 2011, and ending June 30, 2012 and approving continuation of the same compensation terms for non-represented employees for Fiscal Year 2011-12. GENERAL MANAGER'S RECOMMENDATIONS 1. Adopt the accompanying resolution approving a fifteen(15)month Status Quo extension of the MOA with the Midpeninsula Regional Open Space District FEA for a term beginning April 1, 2011 and ending June 30, 2012. 2. Adopt the accompanying resolution approving no Cost of Living Adjustment (COLA) for the FEA and non-represented Office, Supervisory and Administrative employees effective April 1 2011 for Fiscal Year 2011-12 FY2011-12 . SUMMARY The District entered into official contract negotiations on December 10 2010 with the g � s Midpeninsula Regional Open Space District FEA, the exclusive bargaining representative for field staff for the purpose of collective bargaining for the District's Open Space Technicians, Lead Open Space Technicians, Rangers, Equipment Mechanic-Operators, and Farm Maintenance Worker. Based on the results of the 5-Year Budget Forecast presented to the Board Administration and Budget Committee on January 25 and 27 and February 1 and 3, 2011, the District presented the FEA with a proposal to extend the MOA for fifteen(15)months with all the same terms and conditions as set forth in the 2006/2011 MOA. The result of this action would be no increase in salaries and no change in benefits for a 15 month period. The FEA agreed and both parties signed the agreement on February 23, 2011. DISCUSSION The District began preparation to negotiate a new agreement with the FEA in the fall of 2010 with the intention of using interest based bargaining and subsequently provided training to all negotiating staff to support that approach. However, as Calendar Year 2010 came to a close, i R-11-41 Page 2 District property tax growth remained flat and a newly developed 5-year budget model showed that District budget guidelines could not be sustained in FY2011-12 if any cost of living increases were implemented. The model also suggested that the projected increase in property i tax growth in the District service area in years that followed, FY2012-13 through FY2015-16, would provide enough budget relief to allow for modest staff and salary growth. In view of these near term budgetary realities and the growing uncertainty about public employee salaries and benefits statewide, District management proposed to hold over the terms and conditions of the MOA for an additional 15 months. The result of this action would be no increase in salaries and no change in benefits for that 15 month period. Additionally, all eligible Board appointees and Department Managers would forego consideration for merit awards during that same period of time. Consequently, the District would be able to continue with its mission of purchasing and preserving open space land in the Santa Cruz Mountains while maintaining the existing staff compliment. The FEA's negotiating team included Labor Representative Tim Cantillon, Rangers Anthony Correia, Elisa Stanton and Brad Pennington, and Equipment Mechanic Operator Grant Kern. The District's negotiating team included Labor Relations Specialist Deborah Glasser-Kolly, Management Analyst— HR Annetta Spiegel, Operations Manager David Sanguinetti, Senior Accounting Specialist Bunny Congdon, and Human Resources Technician Sonya Siebe. Both negotiating teams approved to the terms of agreement, described above, on February 23, 2011. FISCAL IMPACT There are no unbudgeted or unfunded impacts to the budget as a result of the recommended action. The agreement between the District and the FEA that extends the terms of the current MOA supports the District in maintaining fiscal discipline and meeting all District budget guidelines for FY2011-12. PUBLIC NOTICE I Public notice was provided as required by the Brown Act. No additional notice is required CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act (CEQA) and no environmental review is required. NEXT STEPS If approved, it is anticipated that the FEA and the District will restart negotiations in early 2012. Attachment 1. Resolution Prepared by: Annetta Spiegel Management Analyst, Human Resources Contact person: Same as above. I Midpeninsula Regional ' Open Space District R-11-42 Meeting 11-07 March 23, 2011 AGENDA ITEM 10 AGENDA ITEM Approval to Enter into a Three-Year Contract with Ecological Concerns Inc. to Maintain and Monitor Native Vegetation at the Skyline Ridge Open Space Preserve Tree Farm Restoration Site, Phase III GENERAL MANAGER'S RECOMMENDATION r Authorize the General Manager to enter into an Agreement with Ecological Concerns Inc., for a total contract amount not to exceed $83,600, to maintain and monitor native vegetation plantings within Phase III of the Skyline Ridge Tree Farm Restoration Site. The contract will continue through December 31, 2013, unless terminated earlier by District in accordance with the terms of the contract. DISCUSSION In 2009, the Board authorized a three-year landscape maintenance contract to conduct weeding, watering, and monitoring of Phase I of the Skyline Ridge Tree Fann Restoration Project(see R- 09-22). The contract was amended the following year to include Phase II of the Project. Maintenance in both Phase I and II is continuing on schedule. The overall objectives of the project are to restore eroding slopes and native oak woodlands adjacent to Horseshoe Lake (see attached map). Landform restoration and replanting of the Phase III area of the Skyline Ridge Tree Farm Restoration Project was completed in November 2010. This 3.4 acre site was planted with approximately 440 container plants, 126 acorn sets, and seeded with a mixture of native grasses and forbs. These plantings will require active maintenance for the first several years to ensure their establishment and long-term survival. Site maintenance includes hand weeding around each plant, watering two to three times per month during the dry season, controlling invasive species on the entire site, monitoring to ensure specific standards of native plant survival, and replanting if needed. The level of commitment required to perform these tasks is beyond the budgeted capacity of the Skyline Field Office staff. Consequently, staff recommends that the District enter into a three-year contract with a qualified landscape maintenance firm to ensure the successful implementation of the above tasks. A multi-year agreement maximizes the efficiency of the contracting process, and helps ensure that the site receives consistent care within the critical plant establishment period. Project completion is scheduled for December, 2013. R-1 1-42 Page 2 CONTRACTOR SELECTION On February 17, 2011, bid packages were sent to ten (10) local contractors and four(4) local builder's exchanges. Legal notices were posted in the San Mateo County Times, the Half Moon Bay Review, and the Santa Cruz Sentinel. An Invitation to Bid was posted on the District website. A mandatory Pre-bid Conference was held on site on March 1, 2011 and six (6) contractor companies attended. Addenda addressing certain inquiries made after release of the bid package were issued to all participants between March 9 and 14, 2011. On March 17, 2011, four(4) sealed bids were received from prospective contractors located in Berkeley, Clovis, Montara and Santa Cruz, California. The bidders' qualifications were reviewed by staff and compared to a District cost estimate of $106,000. Of the four qualified bidders, Ecological Concerns provided the lowest bid, which was 21% lower than the District estimate(see table below). Ecological Concerns, formerly known as Central Coast Wilds, is a well-respected landscape contractor firm focusing solely on native habitat restoration. Their services include seed collection, plant propagation and construction of restoration sites, and they also have extensive experience in maintaining and monitoring native plantings. Ecological Concerns is the current contractor for Phases I and 11 of the project and has performed well over the last two years. In view of their qualifications, known performance and low bid, staff recommends awarding this contract to Ecological Concerns Inc., in an amount not to exceed $83,600. Percent Difference from Bidder Location Total Bid Cost Estimate of $106,000 1. Ecological Concerns Santa Cruz, CA $83,600 -21% 2. Shelterbelt Builders Berkeley, CA $89,750 -15% 3. Go Native Montara, CA $103,000 -3% 4. Clean Cut Landscaping Clovis, CA $103,058 -3% FISCAL IMPACT The FY2011-12 Budget includes $57,000 for contracted maintenance for the Skyline Ridge Tree Farm Restoration Site. Expenditures for this project are estimated to be $30,000 in FY2012-13 and $30,000 in FY2-13-14. PUBLIC NOTICE Public notice has been provided as required by the Brown Act. No additional public notice is required. CEQA COMPLIANCE A mitigated negative declaration for the Skyline Ridge Tree Farm Restoration Project, including the work under this contract, was prepared by District staff and certified in September 2007 R-11-42 Page 3 (State Clearinghouse Number 2007092093). No further CEQA analysis is required to complete this project. NEXT STEPS If approved by the Board, the contractor will begin site maintenance in April 2011, following issuance of a Notice to Proceed. Two seasonal monitoring reports (April and June) and one annual monitoring report (August)will be submitted to District staff each year. Prepared by: Joel Silverman, Resource Specialist I Contact person: Same as above. 4 •. as, � '�� •fi �. ••- Area of Detai l r A . r. — - a — `. • PQ�� _. , ♦; = R 0S,P ` Phase A E f s R �qYE E +�� J Phase II , % Phase I t *,,, 4j, J • +► A. �' <� ♦ � ! 3�. .. 'yea. .Y f��, A s� jY y�. t ,� •. Phase III ;� I A, �;,•,' �•.~l ' i a x ' Y ,��,r,yr� _ .� •.'4. �' Jam•! 1 �` � J Y ' y , M ,s m • ;-! , �} Horseshoe Lake Y ! Y V - yy . ✓ ,tea+ V Skyline Ridge Tree Farm Restoration Site: All Phases Midpeninsula Re'ional Open Space District Restoration Area MROSD Roads O MROSD Gate (MROSD) - - - Intermit. Streams --- Hwy 35 / Skyline Blvd. March, 2011 Miles 0 0.05 0.1 While the District staves to use the best avai a le digital data.this data does not represent a legal survey and is merely a graphic illustration of geographic features. Midpeninsula Regional Open Space District To: Board of Directors 14000, From: Stephen E. Abborsz--A Date: March 23, 2011 Re: Late FYIs I County of Santa Clara uP Office of the Board of Supervisors cotinty(;mcnimew cower, 1'Ast wing 70 WC1,1 I It'ddif SlIV(1, I 0III floor MAR 2 2 2011 A', Cillifol-Iiii 1 9511 10-1770 1408)2�)9-5(X)l I1X298-8460 I-DW)93-8272 Wchsitc: A4DPENINSULA REGIONAL 01PSIA SPACE DISTRICT March 18, 2011 Michelle Radcliffe, Midpeninsula Regional Open Space District 330 Distel Circle Los Altos, CA 94022 Dear Ms Radcliffe: The County of Santa Clara Board of Supervisors has received a resolution from the Cupertino Sanitary District, requesting that their regularly scheduled election date for directors be held on to the same day as the Statewide general election, changing from November of odd-numbered years to November of even-numbered years. California Elections Code Section 10404 requires the Board of Supervisors to notify all districts of the receipt of such resolutions and request input from each district on the effect of the consolidation. If your district would like to provide input, please provide a written response to Maria Marinos, Clerk of the Board of Supervisors, County of Santa Clara, 70 West Hedding Street, 101h floor, San Jose, CA 95110, no later than April 1, 2011. If you have any questions, please call Anika Campbell-Belton,Assistant Clerk of the Board at (408) 299-5080 or Shannon Bushey, Candidate & Public Services Manager, Registrar of Voters at (408) 282-3041. Ve ly yours, Dave Carte e President, Board of Supervisors, District 3 /acb cc: Maria Marinos, Clerk of the Board of Supervisors Shannon Bushey, Candidate & Public Services Division, Registrar of Voters iioar(l()I Supervisors: N,Iik(,Wi isscrt i ii it I Shirokowii Dovc Cortcsc Kcil Ycilger Liz Ktiiss 1)iSII*I I District 2 District 3 Districl 4 Di,,Iricl 5 C,otinlv Executive: jettrev V. Smith GENERAL MANAGER Re g i a s)a 0 penSpace Regionii Open t pace District f BOARD OF DIRECTORS p d,V Wtk March 22, 2011 The Honorable Board of Supervisors Santa Clara County 70 West Hedding Street San Jose, CA 95110 RE: Santa Clara County Parks and Recreation Department Parkland Acquisition Plan Dear Supervisors: On behalf of the Midpeninsula Regional Open Space District(MROSD), I would like to thank the Board of Supervisors and Santa Clara County Parks and Recreation Department (County Parks) for approving partnership funding towards the joint purchase of properties in Stevens Canyon in collaboration with the Peninsula Open Space Trust (POST). This project is an excellent example of the continued need for Santa Clara County to maintain a regional focus on purchasing open space lands of countywide significance to provide natural resource protection, linkage of existing preserved lands, and leveraging county funds through partnerships. Through the concerted efforts of our three organizations, the Stevens Creek Trail, a regional trail identified in the Countywide Trails Master Plan, is one step closer to linking Upper and Lower Stevens Creek County Park with adjacent open space lands, toward the ultimate goal of connecting the Santa Cruz mountains ridgeline to the San Francisco Baylands through the cities of Cupertino, Los Altos and Mountain View. This land purchase project could not have been done without the leadership and partnership from County Parks. While the open space preservation successes of Santa Clara County, MROSD, and other public and private open space organizations are tremendous, urgent threats still remain. A complete network of vital open space lands in Santa Clara County would be a great asset to our region, but is still not guaranteed. Habitat degradation, climate change, and development pressures pose serious threats to completing the network. For the natural systems to remain healthy, we must connect these lands and protect their natural resources. Preserving and restoring this extraordinary environment is both an ecological imperative and in our self-interest. Santa Clara County contains important wildlife corridors, the Coyote and Guadalupe watersheds, and some of the last stretches of Santa Clara Valley's fertile farmland. Many of these areas are threatened by encroaching development pressures. The Bay Area faces 34o Distel Circle Los Alto,, CA 44022 Ll,r)hi}I 6C,(i 6�j 048- I A,,Ao%,epen,,py.c,c rg great change: an estimated I million more people will call the region home by 2020. To accommodate this growing population while maintaining a strong, diversified economy and a healthy environment, we must act now to ensure that our land continues to provide for our way of life. A network of healthy habitats would enable wildlife migration, trail connections, and continued farming. Protected, well-managed watersheds will mean lower costs for water treatment and storage, more fish, and fewer damaging floods. My letter dated August 12, 2010 (attached)encouraged County Parks to focus on acquiring new regional greenbelt lands, leveraging open space partnership opportunities, and preserving seamless trail and habitat linkages. With these thoughts in mind and considering the March 1, 2011 memorandum from Supervisors Cortese and Shirikawa, I would like to reiterate the importance of County Parks continuing its emphasis on preserving regional parklands of countywide significance as a primary purpose of the County s Parkland Acquisition Plan. I believe continuing this focus supports the original vision of the Parks Charter Fund, which was reconfirmed by the voters in 2006. Additional work is needed to complete projects like the Stevens Creek Trail, and to connect and expand existing parks and open space lands through out Santa Clara County. Sincerely, 2 Stephen E. Abbors General Manager Attachment cc: MROSD Board of Directors 2 ' GENERAL MANAGER Stephen E Abbcr, Regional Open Space I Midpeninsu'a Regional Open Space District I BOARD OFDIRECTORS Pete Siemens Mary Davey Jed Cyr August 12,2010 curt R,ffle Nonette Harl Larry Hassett Cechy Harris The Honorable Board of Supervisors Santa Clara County 70 West Hedding St. San Jose, CA 95110 RE: Santa Clara County Parks and Recreation Department Parkland Acquisition PIan Dear Supervisors; On behalf of the Midpeninsula Regional Open Space District(District), I would like to convey our appreciation for the work of the Santa Clara County Parks and Recreation Department(County Parks). We have partnered on numerous successful partnership projects over the years, and together, these open space preservation efforts have improved the quality of life for County residents as well as the entire Bay Area. We were pleased at the 2006 renewal of the Park Charter Fund, and would like to offer our thoughts on the Parkland Acquisition Plan currently under development. The most important strength of Santa Clara County Parks and Recreation Department (County Parks)may also be the most obvious—it is the only public parks agency whose jurisdiction covers the whole county. This big picture overview is critical in leading and uniting the collective open space acquisition efforts of the other public and nonprofit conservation organizations in the area, including Midpeninsula Regional Open Space District, towards work that is of countywide significance. Directly purchasing new regional parks, expanding existing County park boundaries, and leveraging opportunities by contributing Parks Charter funds towards partnership acquisition projects are an important part of this leadership. We believe that criteria supporting a strong County role in this realm should continue to receive strong emphasis in the Parkland Acquisition Plan. Other criteria that we believe worthy of strong emphasis in the Plan are those that relate to linkages—trail,public open space, and habitat linkages. Countywide trails can link urban parks to regional open space,providing healthful ways to access and interconnect park facilities. Current Board approved plans identify several significant trail linkages still in need of completion, for example, extending the Stevens Creels Trail to Lower and Upper Stevens Creek County Parks, as well as the District's Monte Bello and Saratoga Gap Open Space Preserves. 330 Oistel Circle Los Altos,CA 94022 I N 6s0.69i.12oo I c 650.69i.0485 1 www.cpenspace,org �`am',x R��acroua mcK i I Similarly, we believe that the Parkland Acquisition Plan should position the County to take appropriate conservation actions, which may include land acquisition,to preserve critical wildlife habitat linkages that maintain some degree of genetic flow between viable wildlife breeding populations in the Santa Cruz Mountains and the adjacent Diablo and Gavilan Ranges. The necessary synergy of land acquisition, infrastructure planning, and regulation to preserve these critical habitat linkages can only be spearheaded by Santa Clara County, due to its wide ranging governmental role. For these reasons, we encourage County Parks to continue to focus on acquiring new regional greenbelt lands, leveraging open space partnership opportunities, and preserving seamless trail and habitat linkages. In this way,the stun of our collective efforts to preserve,restore and connect open space lands can be far greater than their individual parts. Sincerely, Stephen E. Abbors General Manager SEA:sgs Cc: MROSD Board of Directors Tim Heffington, Senior Real Estate Agent, Santa Clara Co. Parks and Recreation Department