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HomeMy Public PortalAbout20090225 - Agenda Packet - Board of Directors (BOD) - 09-06 Midpeninsula Regional Open Space District Meeting 09-06 REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 7:00 p.m. Wednesday, February 25, 2009 330 Distel Circle Los Altos, California AGENDA At 7:00 p.m.,the Board will convene the Regular Meeting. REGULAR MEETING 7:00* REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ROLL CALL ORAL COMMUNICATIONS—Public ADOPTION OF AGENDA 7:10* CONSENT CALENDAR I Approve Minutes of the Special Board Meeting of February 4, 2009 2 Approve Revised Claims Report 3 Approve Written Communications-None 7:20* BOARD BUSINESS 4 Controller's Report on the Proposed Fiscal Year 2009-2010 Budget—M. Foster 5 Initial Presentation of the District's Proposed Budget for Fiscal Year 2009-2010—E. Cuzick 6 Approve Issuing a Right of Entry to the California Department of Transportation for the Construction of Drainage Improvements Along State Route 35 (Skyline Boulevard)at Monte Bello and Skyline Ridge and Russian Ridge Open Space Preserves(Santa Clara County Assessor's Parcel Numbers 3 5 1- 06-025, 351-07-004 and 351-07-005)and Determine that the Recommended Action is Exempt from the California Environmental Quality Act—M. Reeves 7 Authorization to Amend the Agreement with EDAW, Inc., for an Additional Amount of$89,245 and Allow for a$10,000 Contingency for a Total Contract Amount Not to Exceed $3 50,597,to Provide Additional Master Planning Services for the Sierra Azul and Bear Creek Redwoods Open Space Preserves—A. Ruiz i Meeting 09-06 Page 2 8 Field Enforcement Activity for 2008 and Ten-Year Field Activity Summary—D. Sanguinetti 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 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 t make reasonable arrangements District Clerk at(650)691 1200. Notification 48 hours prior to the meeting will enable the Distract o g 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. CER,rIFICATION OF POSTING OF AGENDA I,Gregory L.Sam,District Clerk for the Midpeninsula Regional Open Space District(MROSD),declare that the foregoing agenda for the February 25,2009 Regular Meeting of the MROSD Board of Directors was posted and available for review on February 20,2009 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 http//www.openspace.org. Signed this 20th day of February 2009,at Los Altos,California. District Clerk Date: 02/20/09 i Claims No. 09-04 Meeting 09-06 Date 2/25/09 Revised Midpeninsula Regional Open Space District # Amount Name Description 9698 $39,069.00 Petersen-Dean Commercial Roof Replacement-AO 9699 $8,415.28 Muniquip Rubber Track Carrier 9700 $7,790.75 Wetlands&Water Resources Natural Resource Management Evaluation&Dam Condition Assessment-Thornewood 9701 $6,000.00 Stanford University Argentine Ant Study 9702 $5,729.20 Emergency Vehicle Solutions Outfit Patrol Truck With Code 3 Equipment 9703 $5,646.38 Monster Mechanical HVAC Repairs&Service-AO 9704 $5,225.00 Phytosphere Research Consultation&Sampling Of Diseased Oak Trees At Los Trancos 9705 $5,000.00 Omega Coaching Consulting Services To Lead Management Team Retreat 9706 $4,955.00 Normal Data Volunteer,Contact&Interested Party Database Development& Integration 9707 $4,073.89 *1 U.S.Postmaster Postage-Spring Newsletter 9708 $3,112.50 Phytosphere Research Evaluation Of Agri-Fos Treatment&Bay Tree Removal 9709 $2,759.45 *2 First National Bank Field Supplies/Binoculars For Patrol!Impact Wrench/Sander/ Camera With Extra Battery&Charger!Propane Equipment/ Glass For Ranger Residence/Weather Station/NFPA Signs For Buildings 9710 $2,532.13 Summit Uniforms Uniform Expenses 9711 $2,130.36 Mortensen Design Design Services-New District Logo 9712 $2,112.10 Crystal Springs Painting Company Painting Services-Rental Residence 9713 $2,075.00 Aaron's Septic Tank Service Pumping Services-Rancho San Antonio, FFO&Ranger Residence 9714 $2,053.72 Pine Cone Lumber Lumber&Supplies-Posts For General Stock At FFO 9715 $1,590.00 *2 First National Bank Conferences&Training Expenses-CAPPO Conference,Water Distribution Training Course,Board Secretary/Clerk Workshop 9716 $1,471.54 *2 First National Bank Office Supplies/Stools/Mouses 1 Mousepads/Keyboards I Wristwrests 9717 $1,448.97 Gardenland Power Equipment Field Supplies/Brushcutter Parts/Repair Of Auger Powerhead/ Various Parts For Sthil Power Equipment 9718 $1,390.97 Stevens Creek Chrysler Jeep Dodge Vehicle Repairs&Service 9719 $1,389.76 Tannerhecht Architecture Permits For Electrical Work&Demolition-AO Remodel Project 9720 $1,032.24 Satmetrix Moving Services For Furniture Donated To AO 9721 $968.63 Howard Rome Martin&Ridley LLP Legal Services-Anderson Litigation 9722 $950.00 Lisa Wangsness Design&Layout Of District Powerpoint Template 9723 $900.00 City Of Palo Alto-Police Department Defensive Tactics Training 9724 $714.00 California Conservation Corps Removal Of Bay&Tan Oak Trees For S.O.D.Research 9725 $700.00 Law Enforcement Psychological 2 Psychological Assessments For Ranger Applicants Services 9726 $637.21 *2 First National Bank Business Related Meals-Board Meetings,Project Management Training&New Staff Orientation 9727 $606.00 City Of Los Altos Annual Sewer Service Charges 9728 $598.40 *2 First National Bank Out Of Town Meeting Expenses-Meet With Senators& Representatives To Discuss Funding For Cleanup Of Mt. Umunhum 9729 $570.88 Accountemps Accounting Temp 9730 $568.29 *2 First National Bank Vehicle Supplies/Tire Chains 9731 $556.63 Life Assist First Aid Supplies 9732 $525.11 San Jose Water Company Water Service-RSA County Park 9733 $510.62 Ergo Vera Ergonomic Evaluations 9734 $508.69 *3 Tax Collector-Santa Clara County Possessory Interest Tax 9735 $497.28 *2 First National Bank Uniform Expenses 9736 $460,05 Tires On The Go Tires 9737 $456.75 AmeriGas Propane Tank Service-Hosking Barn Page 1 of 3 t h Claims No. 09-04 Meeting 09-06 Date 2/25/09 Revised Midpeninsula Regional Open Space District # Amount Name Description 9738 $420.72 CMK Automotive Vehicle Maintenance&Repairs 9739 $414.39 *2 First National Bank Subscriptions&Books 9740 $410,95 Roy's Repair Service Vehicle Repairs&Service 9741 $401 A9 Tooland Field Supplies 9742 $393.13 California Water Service Company Water Service-FFO 9743 $344.49 Langley Hill Quarry Base&Drain Rock For SFO Yard 9744 $340.44 Beck's Shoes Uniform Expenses 9745 $314.77 Stevens Creek Quarry Rock For Culvert Project At El Sereno, Rental Residence Driveway&SFO Parking Lot 9746 $309.81 Continuing Education Of The Bar Legal Books 9747 $293.66 Lab Safety Supply Sound Meter/Hard Hats 9748 $274.97 *2 First National Bank GPS Unit For Photo Contest Prize 9749 $260.00 Cupertino Medical Group Employee Medical Services 9750 $254.42 Forestry Suppliers Field Supplies-Neoprene Gloves 9751 $251.61 REI Uniform Expense 9752 $250.50 Environmental Science Associates Consulting Services-Environmental Review For Proposed Land Exchange 9753 $234.00 G&K Services Shop Towel Service 9754 $223.56 Highway Technologies Post,Socket&Paint For Crosswalk 9755 $207.92 *2 First National Bank Foreign Language Translation Services For Fact Sheet 9756 $180,07 Mission Valley Ford Vehicle Service 9757 $161.75 The Workingman's Emporium Uniform Expenses 9758 $156.96 Pacific Water Systems UV Lamp&Filter Cartridges 9759 $156.32 Robert's Hardware Field&Plumbing Supplies 9760 $152.82 Allied Waste Services Garbage Service-Hosking Barn 9761 $142.95 Green Waste Garbage&Recycle Service-SFO 9762 $141.00 Brim Tractor Company Mower Parts 9763 $134.59 Sunnyvale Ford Vehicle Repairs 9764 $105.00 Malone,Brian Reimbursement-Uniform Expenses 9765 $94.00 *2 First National Bank Membership Dues-Wildlife Society 9766 $81.60 West Payment Center Legal Research 9767 $75.31 *2 First National Bank Computer Expenses 9768 $64.95 Reneau,Frances Reimbursement-Uniform Expense 9769 $60.38 Office Relief Ergonomic Equipment 9770 $59.01 *2 First National Bank Volunteer Meeting Supplies 9771 $49.80 Tony&Alba's Pizza ARMS Status Meeting 9772 $45.40 Allen's Press Clipping Bureau Clipping Service 9773 $41.87 Abarr,Arline Reimbursement-Office Supplies 9774 $35.34 Royal Brass Hose For Diesel Tank 9775 $33.21 United Parcel Service Parcel Shipping 9776 $26.43 *** AT&T Fax Service-FFO 9777 $25.25 Rayne Of San Jose Water Conditioning Service 9778 $15.74 Conoco Phillips Fuel 9779 R $3,148.23 *6 First National Bank Field Supplies-Binoculars,Tire Chains,Signs,Cameras,Propane Equipment and Emergency Equipment 9780 R $2,043.00 *4 San Mateo County CEQA Document Filing Fee 9781 R $1,776.08 XO Communications Internet Line for Administration Office-4th.Qtr. 9782 R $1,721.48 Ergo Works Inc. 3 Ergonomic Chairs 9783 R $1,590.00 *6 First National Bank Conferences&Training-Water Distribution Training,CAPPO Conf., Board Secretary Workshop,Rangeland Conference and Wildland Fire Course Page 2 of 3 a Claims No. 09-04 Meeting 09-06 Date 2/25/09 Revised Midpeninsula Regional Open Space District # Amount Name Description 9784 R $1,179.09 Protection One Equipment for Burglar Alarm-North Side AO 9785 R $1,129.83 *6 First National Bank Computer Supplies-Office Computer Equipment for 8,Cable Network Service and Survey Monkey Subscriptions 9786 R $1,015.50 Downey Brand Attorneys LLP Legal Services-Land Acquisition 9787 R $889.05 *6 First National Bank Garmin for Photo Contest Prize,Office Supplies,Name Plates, Stool, and Law Books 9788 R $713.89 CDW Government,Inc. Acrobat Software-3 Applications 9789 R $637.21 *6 First National Bank Business Related Meals-Board Meetings,New Staff Orientation, Board Retreats(2), Project Management Team Training& Mountain View Dispatch Ortly.Meeting. 9790 R $598.40 *6 First National Bank Out of Town Business-Airfare to Washington DC(2) 9791 R $525.50 Congdon,Bunny Reimbursement-CSMFO Conference Expenses 9792 R $497.28 *6 First National Bank Uniform Expenses 9793 R $493.62 Interstate Traffic Control Products Reflective Traffic Cones 9794 R $415.76 *6 First National Bank Rental Resident Expenses 9795 R $400.48 Foster Brothers Lock&Key Services 9796 R $400.00 Maze,Leigh Ann Reimbursement-Public Speaking Course 9797 R $343.42 Moffett Supply Company Janitorial Supplies 9798 R $336.52 Waste Management Creosote Disposal Fees-SFO 9799 R $233.00 *6 First National Bank Membership Dues&Subscriptions-CA Native Plant Society& Wildlife Society 9800 R $231.28 Cresco Equipment Rentals Excavator Rental -Reynolds Rd.Culverts 9801 R $156.92 McKowan,Paul Reimbursement-Volunteer Supplies 9802 R $146.25 Speidel,Arleen Reimbursement-Membership Fees 9803 R $132.50 Del Rey Building Maintenance Janitorial Supplies-AO 9804 R $109.01 *6 First National Bank Volunteer Outdoor Service Project Snacks,Nature Center Supplies,Translation Services&Filing Fee for Land Acquisition 9805 R $100.00 *5 California Dept.of Public Health Water Treatment Exam Fees-2 Staff 9806 R $80.00 Hooper,Stan Reimbursement-Cell Phone 9807 R $53.00 Department of Housing and Skyline Modular Trailer Registration Community Development 9808 R $48.71 Ace Fire Equipment Fire Extinguisher 9809 R $14.89 Life Assist First Aid Supplies i Total $156,532.26 *1 Urgent Check Issued 2/19109 *2 Urgent Check Issued 2/13109 The total amount for First National Bank is$9,247.77 *3 Urgent Check Issued 2/19/09 *** ***Directors Hanko and Davey Are Recusing Themselves From Voting On These Identified Claims. Director Davey Owns Stock in AT&T Which Exceeds The Permissible Level For Voting On These Claims. Director Hanko's Recusal is Voluntary. *6 Urgent Check Issued 2/13/2009 *4 Urgent Check Issued 2/23/2009 *5 Urgent Check Issued 02/23/2009 Page 3 of 3 Claims No. 09-04 Meeting 09-06 Date 2/25/09 Midpeninsula Regional Open Space District # Amount Name Description 9698 $39,069.00 Petersen-Dean Commercial Roof Replacement-AO 9699 $8,415.28 Muniquip Rubber Track Carrier 9700 $7,710,75 Wetlands&Water Resources Natural Resource Management Evaluation&Dam Condition Assessment-Thornewood 9701 $6,000.00 Stanford University Argentine Ant Study 9702 $5,729.20 Emergency Vehicle Solutions Outfit Patrol Truck With Code 3 Equipment 9703 $5,646,38 Monster Mechanical HVAC Repairs&Service-AO 9704 $5,225.00 Phytosphere Research Consultation&Sampling Of Diseased Oak Trees At Los Trancos 9705 $5,000.00 Omega Coaching Consulting Services To Lead Management Team Retreat 9706 $4,955.00 Normal Data Volunteer,Contact&Interested Part Database Development& Y P Integration 9707 $4,073,89 *1 U.S. Postmaster Postage-Spring Newsletter 9708 $3,112.50 Phytosphere Research Evaluation Of Agri-Fos Treatment&Bay Tree Removal 9709 $2,759.45 *2 First National Bank Field Supplies/Binoculars For Patrol/Impact Wrench/Sander/ Camera With Extra Battery&Charger/Propane Equipment/ Glass For Ranger Residence/Weather Station/NFPA Signs For Buildings 9710 $2,532.13 Summit Uniforms Uniform Expenses 9711 $2,130.36 Mortensen Design Design Services-New District Logo 9712 $2,112.10 Crystal Springs Painting Company Painting Services-Rental Residence 9713 $2,075.00 Aaron's Septic Tank Service Pumping Services-Rancho San Antonio, FFO&Ranger Residence 9714 $2,053.72 Pine Cone Lumber Lumber&Supplies-Posts For General Stock At FFO 9715 $1,590.00 *2 First National Bank Conferences&Training Expenses-CAPPO Conference,Water Distribution Training Course, Board Secretary/Clerk Workshop 9716 $1,471.54 *2 First National Bank Office Supplies/Stools/Mouses/Mousepads/Keyboards/ i Wristwrests 9717 $1,448.97 Gardenland Power Equipment Field Supplies/Brushcutter Parts/Repair Of Auger Powerhead/ Various Parts For Sthil Power Equipment 9718 $1,390.97 Stevens Creek Chrysler Jeep Dodge Vehicle Repairs&Service 9719 $1,389.76 Tannerhecht Architecture Permits For Electrical Work&Demolition-AO Remodel Project 9720 $1,032.24 Satmetrix Moving Services For Furniture Donated To AO i 9721 $968.63 Howard Rome Martin&Ridley LLP Legal Services-Anderson Litigation 9722 $950.00 Lisa Wangsness Design&Layout Of District Powerpoint Template 9723 $900.00 City Of Palo Alto-Police Department Defensive Tactics Training 9724 $714.00 California Conservation Corps Removal Of Bay&Tan Oak Trees For S.O.D. Research 9725 $700.00 Law Enforcement Psychological 2 Psychological Assessments For Ranger Applicants Services 9726 $637.21 *2 First National Bank Business Related Meals-Board Meetings,Project Management Training&New Staff Orientation 9727 $606.00 City Of Los Altos Annual Sewer Service Charges 9728 $598.40 *2 First National Bank Out Of Town Meeting Expenses-Meet With Senators& Representatives To Discuss Funding For Cleanup Of Mt. Umunhum 9729 $570.88 Accountemps Accounting Temp 9730 $568.29 *2 First National Bank Vehicle Supplies/Tire Chains 9731 $556.63 Life Assist First Aid Supplies 9732 $525.11 San Jose Water Company Water Service-RSA County Park 9733 $510.62 Ergo Vera Ergonomic Evaluations 9734 $508.69 *3 Tax Collector-Santa Clara County Possessory Interest Tax 9735 $497.28 *2 First National Bank Uniform Expenses 9736 $460.05 Tires On The Go Tires 9737 $456.75 AmeriGas Propane Tank Service-Hosking Barn Page 1 of 3 Claims No. 09-04 Meeting 09-06 Date 2/25/09 Midpeninsula Regional Open Space District P P # Amount Name Description 9738 $420.72 CMK Automotive Vehicle Maintenance&Repairs 9739 $414.39 *2 First National Bank Subscriptions&Books 9740 $410.95 Roy's Repair Service Vehicle Repairs&Service 9741 $401 A9 Tooland Field Supplies 9742 $393.13 California Water Service Company Water Service-FFO 9743 $344.49 Langley Hill Quarry Base&Drain Rock For SFO Yard 9744 $340.44 Beck's Shoes Uniform Expenses 9745 $314.77 Stevens Creek Quarry Rock For Culvert Project At El Sereno, Rental Residence Driveway&SFO Parking Lot 9746 $309.81 Continuing Education Of The Bar Legal Books 9747 $293.66 Lab Safety Supply Sound Meter/Hard Hats 9748 $274.97 *2 First National Bank GPS Unit For Photo Contest Prize 9749 $260.00 Cupertino Medical Group Employee Medical Services 9750 $254.42 Forestry Suppliers Field Supplies-Neoprene Gloves 9751 $251.61 REI Uniform Expense 9752 $250.50 Environmental Science Associates Consulting Services-Environmental Review For Proposed Land Exchange 9753 $234.00 G&K Services Shop Towel Service 9754 $223.56 Highway Technologies Post, Socket&Paint For Crosswalk 9755 $207.92 *2 First National Bank Foreign Language Translation Services For Fact Sheet 9756 $180.07 Mission Valley Ford Vehicle Service 9757 $161.75 The Workingman's Emporium Uniform Expenses 9758 $156.96 Pacific Water Systems UV Lamp&Filter Cartridges 9759 $156.32 Robert's Hardware Field&Plumbing Supplies 9760 $152.82 Allied Waste Services Garbage Service-Hosking Barn 9761 $142.95 Green Waste Garbage&Recycle Service-SFO 9762 $141.00 Brim Tractor Company Mower Parts 9763 $134.59 Sunnyvale Ford Vehicle Repairs 9764 $105.00 Malone, Brian Reimbursement-Uniform Expenses 9765 $94.00 *2 First National Bank Membership Dues-Wildlife Society 9766 $81.60 West Payment Center Legal Research 9767 $75.31 *2 First National Bank Computer Expenses 9768 $64.95 Reneau,Frances Reimbursement-Uniform Expense 9769 $60.38 Office Relief Ergonomic Equipment 9770 $59.01 *2 First National Bank Volunteer Meeting Supplies 9771 $49.80 Tony&Alba's Pizza ARMS Status Meeting 9772 $45.40 Allen's Press Clipping Bureau Clipping Service 9773 $41.87 Abarr,Arline Reimbursement-Office Supplies 9774 $35.34 Royal Brass Hose For Diesel Tank 9775 $33.21 United Parcel Service Parcel Shipping 9776 $26.43 AT&T Fax Service-FFO 9777 $25.25 Rayne Of San Jose Water Conditioning Service i 9778 $15.74 Conoco Phillips Fuel Page 2 of 3 Claims No. 09-04 Meeting 09-06 Date 2/25/09 Midpeninsula Regional Open Space District # Amount Name Description Total $135,372.36 *1 Urgent Check Issued 2/19/09 *2 Urgent Check Issued 2/13/09 The total amount for First National Bank is$9,247.77 *3 Urgent Check Issued 2/19/09 I i I Page 3 of 3 I R ' ( Mid peninsula Regional Open Space District R-09-36 Meeting 09-06 February 25, 2009 AGENDA ITEM 4 AGENDA ITEM Controller's Report on the Proposed Fiscal Year 2009-2010 Budget GENERAL MANAGER'S RECOMMENDATION To approve the Controller's report. i DISCUSSION The following cash flow projection shows the impact of the proposed fiscal year 2009-2010 budget on the District's cash position. The District will begin the new fiscal year with estimated cash balances totaling $30.87 million. Approximately $2.5 million of this cash is not available to meet operating needs as it represents the reserve requirements of the District's outstanding public notes and the $1 million escrow for Mindego Hill potential remediation. Overall, projected income and available cash are adequate to cover budgeted debt service and reserve requirements, operating expenses, major projects, and up to $31 million of cash for new land acquisition. No new public or private financing is assumed in this budget. ANNUAL CASH FLOW PROJECTION FISCAL YEAR 2009-2010 BUDGET ($Thousands) Estimated Beginning Cash Balance 30,865 Plus: Tax Revenue 26,660 Acquisition Grants 1,750 Development Grants 113 Interest Income 510 Rental Income 896 Other Income 235 Total Cash Income 30,164 Minus: Property Management Expense 142 p y g p li R-09-36 Page 2 Major Projects 3,102 Operating Expenses 13,500 Debt Service 7,819 Land Acquired 20,355 Total Cash Expenditures 44,918 Ending Cash Balance 16.112 Income 1. Tax Revenue is budgeted at $26.66 million(67% from Santa Clara County and 33% from San Mateo County), an increase of only 1.7% over the prior fiscal year. Property tax growth has slowed in the 2008-2009 tax year(ending in June)but remains about 6% in 0 Santa Clara and 5/o in San Mateo. The District will continue to receive the benefit of this growth in the April to June period. However, in the next tax year beginning in July, little or no property tax growth is expected within the District, due to the negative impact of the severe recession on the value and turnover of real property. The District will not receive official projections of 2009-2010 property taxes until May or June. Based on analysis of the data available now, District property tax growth is budgeted at 1.5% for secured taxes in both counties, 0% for unsecured taxes, and a decrease of 25% in tax subventions. This nets to overall planned growth of 0.5% in the 2009-2010 tax year. Combining the 5% growth in the first three months with 0.5% growth in the last nine months, the overall budgeted growth for fiscal 2010 is 1.7%. Given that residential real estate values within most areas of the District have held up reasonably well so far and that macro-economic events tend to impact property taxes with a 1-2 year lag, it is likely that property tax growth will exceed this estimate by up to one percentage point. However, given the political and economic uncertainties, it is prudent to keep the revenue budget on the conservative side. 2. Grant Income is budgeted at $1.86 million; $1.75 million for specific land acquisitions and $113,000 for preserve development projects. Budgeted land acquisition grant income includes $0.5 million from the California Coastal Conservancy and $1.25 million from Santa Clara County. 3. Interest Income is projected at $0.51 million, assuming average investment rates of 4.2% on bond reserve funds and 1.9% on other funds. 4. Rental Income is projected at $896,000, up 1% from fiscal 2008. 5. Other Income is estimated at $235,000 for various reimbursements, fines, fees, cash donations, and loan repayments. R-09-36 Page 3 Debt Capacity At the end of March 2009, the District will have bonded indebtedness equal to approximately 47% of its statutory debt limit. No public or private debt financings are budgeted in fiscal 2010. Debt Service Debt service requirements for fiscal 2010 total $7.82 million, a 3% increase over fiscal 2009. Debt service represents 29% of estimated tax revenue, the same percentage as in fiscal 2009 and well below the average of 35% for the first eight years of the decade. The currently scheduled payments are detailed in the Debt Service Annual Claims List, to be presented with the final budget presentation in March. Other Expenditures 1. Major Improvements: The budget includes $3.10 million for major development and planning projects, including $0.69 million for public access facilities, $0.91 million for staff facilities, $0.41 million for planning projects, and $0.95 million for the radio upgrade project. This compares to fiscal 2009 spending of approximately $1.33 million. 2. Property Management Expenses are budgeted at $142,027. 3. Operating Expenses are budgeted at $13.5 million, or 51% of projected tax revenue. Depending on February-March expenditures, operating spending in the current year is approximately 48% of tax revenue. If the District spends 97% of its operating budget in fiscal 2010, which would be a much higher percentage than usual, operating spending will again be under 50% of tax revenue - for the 371" consecutive fiscal year. Given the uncertainty of property tax revenue over the next few years, this level of budgeted spending appears prudent. 4. The budget assumes $20.4 million of Land Acquisitions, all for cash. No gifts of land are budgeted. Reserves If all revenues and expenditures occur as budgeted, the District's cash balances would total $16.1 million at the end of fiscal 2010, some $14 million more than needed to meet bond reserve and escrow requirements. Coverage In order to insure that cash could be made available to take advantage of key land acquisition opportunities that may arise unexpectedly, the District began tracking a coverage ratio this year. The numerator is tax revenue minus operating expenses. The denominator is existing debt service plus $2 million. The $2 million represents a"cushion" which could fund the debt service for some $25 million of new debt, thereby funding a land purchase project of that size. In the proposed budget for fiscal 2010, this coverage ratio is 138%, a comfortable position. As shown R-09-36 Page 4 at the bottom of the long-term cash flow projection for"No New Debt,"this ratio remains in the 120%range going forward, further indicating that the proposed spending budget is consistent with District plans and objectives. Long-Term Cash Projections Also attached are two fifteen-year cash flow projections covering the period through fiscal 2024. The first projection assumes no new debt issues. The second projection includes the issuance of $40 million of new debt in two tranches. For fiscal 2010, the projection is the budget with the exceptions that operating expenses are shown at 97% of budget and major project spending is shown at 92% of budget. Beyond fiscal 2010, the projection assumes very modest tax revenue growth in the next four years--0% in fiscal 2011, 1% in fiscal 2012 and 3% in fiscal 2013 and 0 0 2014, rebounding to a 5/o growth track thereafter. Operating expense growth is assumed at 3/o in fiscal 2011, 4% in fiscal 2012, 5% in fiscal 2013, and 7% thereafter. Major projects are projected at $2 million in fiscal 2011 and at$1.4 million in fiscal 2012, thereafter increasing at o to ratin cash flow remains in the 3.5 6/o per year. Given no additional debt service,the operating $ $4.5 million range during the entire period, indicating that the model can tolerate a slow, steady increase in the ratio of operating spending to tax revenue. The "No New Debt" model generates approximately $84 million of cash for new land acquisition, or$53 million in the next six years. If this is insufficient to meet District goals, the District could supplement its cash position with up to $40 million of additional long-term debt. As shown in the "$40M New Debt"projection, the issuance of$40 million of bonds would generate additional near-term funds to support land acquisitions for cash of approximately$86 million over the next six years--$33 million more than without additional financing. Of course, this difference narrows significantly in future years as the new bonds are serviced. Overall, the long-term projections indicate that the proposed budget is prudent and consistent with District plans and objectives. FISCAL IMPACT N/A PUBLIC NOTICE None required. CEQA COMPLIANCE None required. NEXT STEPS Receive and approve Controller's Report Prepared by: Michael L. Foster, Controller Contact person: Same as above Midpeninsula Regional Open Space District AMENDED R-09-19 Meeting 09-06 February 25, 2009 AGENDA ITEM 5 AGENDA ITEM Initial Presentation of the District's Proposed Budget for Fiscal Year 2009-2010 (FY2009-1 0) ACTING GENERAL MANAGER'S RECOMMENDATION Review the proposed District budget for FY2009-10. The final District budget for FY2009-1 0 and the report and recommendations of the Administration and Budget Committee will be presented for adoption at the March 25th Regular Board meeting. DISCUSSION 1) Budget Review Process The FY2009-1 0 budget process began with the District Controller's recommendation on the level of funding available for operating expenses. Given current economic conditions and a possible reduction in tax revenues, the District Controller indicated that the operating budget should not exceed $13,500,000 or just over 50%of projected tax revenues of$26,660,000. Key goals of the budget process included not only meeting the $13,500,000 operating budget, but also retaining all staff positions and continuing to acquire and preserve District lands. To meet these goals and at the same time absorb the operating budget cost increases associated with salaries and insurance, staff had to reduce expenditures in services and supplies. These reductions are displayed in the Chart I in section 2 of this report which shows the District budget expenditures over the last five years in the major categories of Salaries and Benefits, Services and Supplies, Fixed Assets, Land Purchases and Debt Service. The budget and action plan work together to define the work plan for the District in the coming year. Key projects in the action plan identify budget estimates for completing the work in FY2009-1 0. These costs were incorporated into the proposed budget for each department. In addition, staff closely coordinated on key projects to insure that all department interdependencies were discussed and the associated costs budgeted. 2) Overall District Budget The proposed budget for FY2009-10 totals $44,917,647 and breaks down as represented in Table I below: R-09-19 Page 2 TABLE 1 District Budget % of Total Budget Operating Budget Salaries & Benefits $10,027,752 22.32% Services & Supplies $3,472,248 7.73% Total $13,500,000 30.05% Fixed Assets Property $142,027 .3% Management Public $1,101,500 2.5% Access/Planning Staff Facility $915,000 2.0% Improvements Other Special $1,060,000 2.4% Projects Unanticipated CIP $25,000 .005% Total $3,243,527 7.2% Land Purchases $20,355,200 45.30/o Debt Service $7,818,920 17.4% Total $44,917,647 100% CHART 1 District Budget over 5 years � ". „ 5 Q00'000^ oLk $25,000,000,`', $20,000,000 $15,000,000 $10,000,000 '4. 2005-2006 Actual 2006-2007 Actual 2007-2008 Actual 2008-2009 Projected 2009 2010 Proposed p 0 Land ■Salaries&Benefits 0 Services&Supplies ®Fixed Assets ®Debt *,x� R-09-19 Page 3 Operating Budget and Guidelines The proposed $13,500,000 operating budget includes expenses for salaries and benefits as well as services and supplies. This amount increased 4%from the FY2008-09 midyear budget due to increases in salaries and benefits as most departments have come up to full staffing, increases in the CaIPE RS retirement employer rate and the CaIPERS, medical insurance costs and the across the board 2.5%salary increase driven by the District/Employee Memorandum of Agreement. Services and Supplies was decreased overall to offset the increase in salaries and benefits and to meet the operating budget goal of$13,500,000. a) Operating Expense Guideline This year, for the proposed budget, emphasis has been placed on the Operating Expense Guideline because it tracks operating expenses as a percentage of projected tax revenue. Given current economic conditions, understanding whether the District's tax revenue can adequately finance our operating budget is a critical consideration. Per the Guideline, operating expenses should be at or below 50%of tax revenues. The ratio for the proposed FY2009-1 0 budget is 50.6%, but is expected to be 49% assuming actual operating expenditures at 97%. In previous years, the actual operating expenditures have been at 95%, whereas this year,the District Controller is recommending a fiscally conservative percentage of 97%. b) Operating Growth Guideline The District's Operating Growth Guideline limits the average annual growth in operating expenses to 7%. Operating expenses include salaries and benefits, services and supplies, and fixed assets associated with the administration of the District's five departments. Expenditures for land acquisition(including costs associated with land purchases such as appraisals, site engineering fees, and title insurance), debt service,property management, and capital improvements (including the Planning Department projects) are considered outside the Guideline definition. The calculation of this Guideline was last adjusted in 2006. The proposed FY2009-10 $13,500,000 operating budget is $199,4 11 412 under the 7% growth guideline of$13,699,412. Assuming 97%actual expenditures during the fiscal year, the District would be under the 7% growth guideline by $4 05,0 00604 412. c) Coverage Ratio Guideline The Coverage Ratio Guideline was proposed by the District Controller last fiscal year and provides a cushion for future borrowing. It is calculated by dividing the difference of the tax revenues less operating expenses by the sum of debt service plus $2 million. Maintaining a ratio of at least 100%ensures that$2 million will be set aside to service additional debt issued to fund purchases of new land. The proposed FY2009-1 0 budget provides for a coverage ratio of 13 8%which meets the Guideline of 100%or more. d) Capital Improvement Program (CIP) Budget & Guideline The Board approved a new Budget Guideline for the Capital Improvement Program in 2006,which includes the cost for current and future master planning processes, regional resource inventories, road and trail inventories and grazing assessments and plans. The Guideline allows for expenditures of$700,000 per year averaged over a 5-year period. R-09-19 Page 4 This year's proposed CIP budget 5-year average is $732,089, which exceeds the Guideline by $32,089. The Committee has reviewed the CIP budget and is satisfied that the proposed budget is acceptable in light of two factors: 1)the proposed projects are important and are an integral part of the Planning Department action plan, and 2)the historical average of actual versus budget for CIP is 56% over the last five years. e) Staff Facilities Growth Guideline This Guideline requires the ten year average of the staff facilities expenditures to be less than 3.5%of the District's annual operating budget. For FY2009-10 the expenditure allowed under this Guideline is$472,500. The ten year average is $297,988 and is well below this Guideline. 3) Staffing There are no new full time benefited positions created in the proposed FY2009-1 0 budget. The Operations Department will be adding a new Slender False Brome Intern as well as increasing the hours for the Resource Management Intern, but these are temporary positions. 4) Proposed Department Budgets 1. Administration 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries& Benefits $1,528,553 $1,528,553 $1,700,360 11% Services & Supplies $652,097 $652,097 $607,826 -7% Fixed Assets-Operating $0 $0 $110,000 Expenses I I I TOTAL $2,180,650 $2,180,650 $2,418,186 11%- The proposed FY2009-10 budget for the Administration Department is $2,418,186, which is an increase of approximately 11% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies and fixed assets. The Administration Department budget includes$56,275 for key projects as described in the proposed FY2009-1 0 Administration Department action plan. The General Manager's discretionary contingency account is proposed for the FY2009-10 budget in the amount of$52,696 for unanticipated key projects. Any expenditure from this account will be reported to the Board at the next regular Board meeting. Salary and Benefits The proposed salaries and benefits for the Administration Department is $1,700,360. This is an increase of approximately 11% from the FY2008-09 midyear budget,which is due in large part to the addition of the following positions as approved by the Board this year, and one upgraded position that was-will be proposed by staff earlier-this evenin a,,at the March I Vh Board meeting (see Report R-09-27) in FY2008-09: R-09-19 Page 5 o New Administrative Assistant 0 Upgrading the half-time Training Coordinator in Operations to a full-time Training and Safety position and transferring it to Administration o Upgrading the Management Analyst position to Principal Management Analyst Additional personnel costs are outlined in the Operating Budget and Guidelines section of this report. This department will be fully staffed for FY2009-1 0. Services and Supplies The Administration Department's proposed budget for services and supplies is $607,826, which is a decrease of approximately 7% from the FY2008-09 midyear budget. The decrease is due to the 5%reduction in the departments' services and supplies budget and elimination of the cost for elections($87,400)from last fiscal year. Fired Assets The proposed fixed assets budget for FY2009-10 is $110,000. Most of the allocated fixed assets are budgeted for two Administration Department key projects: replacement of the Administrative Office and field offices phone and voice mail systems ($35,000) and a video conferencing system to connect the Administrative Office to the two field offices ($40,000). Another$35,000 is proposed to replace the Administrative Office carpet as part of the remodel project. 2. Real Property 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear — Salaries& Benefits $472,599 $472,599 $528,141 12% Services & Supplies $179,785 $159,657 $198,350 10%_ Property Management $143,997 $135,653 $142,027 _1% Debt Service $7,587,704 $7,587,704 $7,818,920 3% Land (including costs $37,591,474 $20,7-9739028 $20,355,200 -46% associated with purchase) 297.500 TOTAL $45,975,559 $32,352-,W36, $29,042,638 -37% 1 6_53,113 The proposed FY2009-1 0 budget for the Real Property Department is $29,042,63 8,which is a decrease of approximately 37%from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies,property management, debt service and land. Excluding debt service payments, the Real Property Department budget is $21,223,718. The Real Property Department budget includes $19,613,500 for key projects as described in the proposed FY2009-1 0 Real Property Department action plan. The Real Property Department's emphasis during FY2009-10 will continue focusing efforts on purchasing lands in the Coastal Protection Area including the Purisima-to-the Sea Property Purchases as a key project and to fill in and complete the open space greenbelt, including potential property additions to Sierra Azul, Bear Creek Redwoods, Russian Ridge, Skyline Ridge, Monte Bello, Mills Creek, Windy Hill and Purisima Creek Redwoods Open Space R-09-19 Page 6 Preserves. The Land Protection Program will continue to seek resolution to encroachment problems and property right disputes. Salaries and Benefits The proposed salaries and benefits for the Real Property Department is $528,141. This is an increase of approximately 12% from the FY2008-09 midyear budget. The increased personnel costs are due to the department now being fully staffed after a year of experiencing two vacant positions. Additional personnel costs are outlined in the Operating Budget and Guidelines section of this report. Services and Supplies The Real Property Department's proposed budget for services and supplies is $198,350. This is an increase of approximately 10% from the FY2008-09 midyear budget and is primarily due to potential litigation to resolve real property rights disputes on District lands. This budget includes monies for appraisals, title research, surveys, engineering studies, grant preparation, legal fees and environmental assessments related to protecting the District's real property rights. Property Management The proposed FY2009-1 0 budget for the Property Management Program is $142,027, a decrease of approximately 1% from the FY2008-09 midyear budget to perform identified repair and maintenance of private and employee residential rental structures. Net income from the District's property management properties for FY2009-1 0 is projected at $754,073 (gross income of $896,100 minus $142,027 in expenses). Debt Service Debt Service for principal repayment and interest on the District's land contracts and note issues is budgeted at$7,818,920 for FY2009-10,which represents a 3%increase over FY2008-09. Land The proposed budget for FY2009-10 for new land expenditures is $20,355,200. This isa46% decrease from the FY2008-09 midyear budget which is substantial, but this year's budget does not include last year's large land purchase of the POST Mindego Ranch property which totaled $14,436,000. The District Controller forecasts that the amount budgeted for new land purchases, $20,355,200, will be available in FY2009-10. The budget for new land purchases also includes fixed assets relating to land purchase support such as appraisals, site engineering, resource environmental studies, escrow fees,title insurance, legal fees, costs associated with new land purchases such structures disposition and site clean up or remediation. R-09-19 Page 7 3. Planning 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries& Benefits $1,222,850 $1,222,850 $1,323,405 8% Services & Supplies $79,775 $69,245 $66,527 -17%_ Fixed Assets $0 $0 $7,000 Coastside Protection $10,000 $0 $0 -100% Planning Projects $312,000 $240,500 $406,900 30%_ Staff Facilities $846,800 $242,000 $915,000 8% Public Access $888,100 $723,620 $687,600 -23% Improvements/FEMA Unanticipated Capital $25,000 $20,000 $25,000 0% Improvements I I I TOTAL $3,384,225 1 $2,518,215 1 $3,431,432 1 1% The proposed FY2009-1 0 budget for the Planning Department is $3,431,432,which is an increase of 1% from the FY2008-09 midyear budget. This budget includes $1,575,800 for Planning Department key projects as described in the proposed FY2009-10 Planning Department action plan. Salaries and Benefits The proposed salaries and benefits for the Planning Department is $1,323,405. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increased personnel costs are due to the increased expenses outlined in the Operating Budget and Guidelines section of this report. The Planning Department will be recruiting to replace currently vacant positions of Planning Manager and Planning Technician in FY2009-10. Services and Supplies The Planning Department's proposed budget for services and supplies is $66,527. This is a decrease of 17%which was achieved by decreasing expenditures in lines items including books and subscriptions, local business meeting expenses,training, memberships and dues, computer supplies and hardware, and postage. Planning Projects and Capital Improvement Program Budget The proposed Planning Projects and Capital Improvement Program (CIP) Budget of$2,041,500 is separated into the following programs: 1) Planning Projects, 2)Public Access Facilities, 3) Staff Facilities, and 4)Unanticipated Capital Improvement Projects. Planning Projects and Public Access Facilities expenditures are included under the CIP Guideline, whereas the Staff Facilities expenditures are monitored by the Staff Facilities Program Guideline. The projects and total costs under the Planning Projects Program and Public Facilities Programs are described in the table below: R-09-19 Page 8 Planning Projects Program Public Access Facilities Program Projects Master Plans for Sierra Azul/Bear Year 5 Implementation of the Watershed Creek Redwoods and La Honda Creek Protection Program at El Corte de • Completion of the Resource Madera Creek Open Space Preserve Management Policies Update Final trail improvements at Thornewood • Ongoing water quality monitoring at El Open Space Preserve Corte de Madera Creek Open Space 0 Mindego Hill Trail planning and design Preserve * La Honda Creek railcar bridge • Completion of the ponds management assessment plan at Driscoll Ranch and associated . Six additional road and trail monitoring and species surveys improvement projects to improve public • Additional resource inventories at access or protect water quality. Russian Ridge and La Honda Creek . Complete design and submit permits for Open Space Preserves the El Corte de Madera Creek Open • Finalizing road and trail assessments at Space Preserve Staging Area Bear Creek Redwoods,the Rancho de - Complete design and submit permits for Guadalupe Area of Sierra Azul, and the Fremont Older Open Space Preserve adding the Mindego Ranch area of golf ball net system Russian Ridge Alma College complex structural and • Development of a cultural resources cultural landscape assessment and a water rights database Mt. Umunhurn remediation planning • Development of forest management Development of fuel management recommendations for Bear Creek prescriptions for the Loma Prieta Road Redwoods fuelbreak at Sierra Azul Open Space • Agricultural Production Plans for Preserve future properties with prime agriculture - Mindego Ranch house structure • Completion of the Schilling Lake assessment Management Plan and associated high - Overlook Road access improvements priority action items contribution(access road for the El • Small Grants Program. Sereno Permit Parking Lot)per agreement with the Montevina Homeowner's Association. Total Program $406,900 1_687,600 Budget I The proposed$915,000 budget for the Stafiffacilities Program includes funding to complete the design, construction documents,permitting, and bidding process for the Skyline Field Office Remodel and Folger House Improvements; the Folger House is designated to become an employee residence at Driscoll Ranch. Funding is also included to complete the final Phase 11 of the Administrative Office Remodel,which includes the kitchen expansion, server room upgrades,workplace privacy improvements, and code-related modifications. In addition, the budget includes funding to prepare a Spill, Prevention, Control, and Countermeasures Plan for both field offices and complete recommended upgrades to comply with County requirements should a hazardous materials spill occur, and to also reroof and install new siding on the Dyer Ranch Garage for its reuse as a storage building by field staff. FY2009-1 0 will be the first year no funds are allocated under the Coastside Protection Program, which began in FY2000-01. The Unanticipated Capital Improvements Program includes budget allocations for emergency repairs or unanticipated capital improvement projects that address public safety. The proposed budget is $25,000. Pag R-09-19 e 9 4. Operations 08-09 Midyear 08-09 09-10 Percent Budget Projected Proposes};, Change from Expenses Budgit' Midyear Salaries&Benefits $5,282,181 $5,267,722 $5,701,235 8% Services& Supplies $2,000,908 $1,856,882 $1,796,835 -10% Fixed Assets—Operating $447,310 $547,310 $438,960 -2% Expenses Fixed Assets—Non- $100,000 $100,000 $950,000 850% Operating Expenses TOTAL $7,830,339 $7,771,914 $8,887,030 13% The proposed FY2009-10 budget for the Operations Department is $8,887,030, which is an increase of approximately 13%from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies and fixed assets. The priority for the FY2009-10 Operations budget continues to be to provide responsible stewardship of all District.lands. The Operations Department plans to accomplish this goal by delivering public safety, maintenance, construction, and resource management services that are needed to protect and enhance the natural resources and ensure safe and appropriate use of District lands. This budget includes $1,295,700 for Operation Department key projects as described in the proposed FY2009-1 0 Operation Department action plan. Salaries and Benefits The proposed salaries and benefits for the Operations Department is $5,701,235. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increases in personnel costs are due to those increased expenses as outlined in the Operating Budget and Guidelines section of this report, especially the hiring of five rangers to fill previously existing, but vacant, positions and the addition of a new Slender False Brome Program Intern. This new position will manage the Slender False Brame program and will work for a maximum of 999 hours at a cost of $20,887. Additionally, the Resource Management Intern budget will also be increased by an additional 999 hours. Salaries and benefits include a decrease of$22,230 because the half-time Training Coordinator position is being proposed for reclassification and transfer to the Administration Department. Services and Supplies The Operations Department's proposed budget for services and supplies is $1,796,835. This is a decrease of 10% from the FY2008-09 midyear budget and is required to meet budget targets described above. Of the $204,073 reduction in the Operations Department services and supplies budget, $184,487 has been trimmed from the resource management budget. Expenditures in the upcoming fiscal year will focus on the highest priority programs of grazing infrastructure development, Sudden Oak Death monitoring, and control of Slender False Brame on preserves and nearby properties. Some resource management programs will be maintained at the current level including biological surveys of new properties and invasive plant control. Other resource management programs, including the Alpine Pond long-term management design and the weed database will be deferred R-09-19 Page 10 until next fiscal year. Additional budget cuts were made in the Roads and Trails account and by eliminating the purchase of a dump truck. The implementation of the first full year of the contract with the Santa Clara County Sheriff for additional armed patrols will cost an additional $28,000. The Radio dispatching contract will increase$14,000, and update of the District's patrol map books will cost an estimated$11,000. Fixed Assets The proposed fixed asset budget is $1,388,960. This is an increase of 153.8% from FY2008-09 midyear budget. The majority of this increase is the inclusion of$950,000 for the radio system upgrade capital improvement project. Only $100,000 was budgeted for this project in the FY2008-09 midyear budget. As noted above, the grazing program infrastructure will be a focus of the resource management program for this year. These improvements will increase the resource management fixed assets by $111,000. Included in Operation's fixed asset budget is the purchase of four patrol vehicles and one piece of large field equipment at a total cost of$4 10,000. 5. Public Affairs 08-09 Midyear 08-09 09-10 Percent Budget Projected Proposed Change from Expenses Budget Midyear Salaries& Benefits $715,598 $715,598 $774,611 8% Services & Supplies $405,605 $382,387 $363,750 -10% 0/ TOTAL $19121,203 $1,097,985 $19138,361 2 /0 The proposed FY2009-1 0 budget for the Public Affairs Department is $1,13 8,3 6 1,which is an increase of approximately 2% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits and services and supplies. This budget includes $47,975 for Public Affairs Department key projects as described in the proposed FY2009-10 Public Affairs Department action plan. Salaries and Benefits The proposed salaries and benefits for the Public Affairs Department is $774,611. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increased personnel costs are due to those increased expenses as outlined in the Operating Budget and Guidelines section of this report. The Public Affairs department will be fully staffed for FY2009-10. Services and Supplies The Public Affairs Department's proposed budget for services and supplies is $363,750. This is a decrease of 10% from the FY2008-09 midyear budget. To achieve this reduction Public Affairs has reduced various line items across the board. New budget items for the coming fiscal year include $10,000 for a consultant to work on drafting a District-wide interpretive plan and $5,000 for developing materials in connection with creating a draft a Healthy Trails program. Other Service and Supplies operating funds are budgeted for ongoing volunteer, docent, and interpretive programs;publications, postage and contract services. R-09-19 Page 11 FISCAL IMPACT Final adoption of the proposed FY2009-10 budget by the Board will authorize $44,917,647 to accomplish the District's work plan for the next fiscal year as outlined in Table 1. PUBLIC NOTICE None required. CEQA COMPLIANCE None required. NEXT STEPS • The Board reviews this proposed FY2009-10 budget • The Board determines whether the Administration and Budget Committee must meet to further discuss and refine the proposed FY2009-10 budget • The Board approves the FY2009-10 proposed budget at the March 25th Board Meeting Board Report Prepared by: Greg Sam,Administration and Human Resources Manager Ana Ruiz, Interim Planning Manager David Sanguinetti, Operations Manager Rudy Jurgensen, Public Affairs Manager Michael Williams, Real Property Manager Stephen E. Abbors, General Manager Mike Foster, Controller Elaina Cuzick, Acting Principal Management Analyst Bunny Congdon, Sr. Accounting Specialist Gordon Baillie, Management Analyst, Operations Arleen Speidel, Principal Management Analyst Contact person: Stephen E. Abbors, General Manager Curt Riffle, Chair, Administrative Budget Committee t R-09-19 Page 12 Fiscal Year 2009-2010 Budget Summ By Department 2008-2009 Proposed 2008-2009 2008-2009 2009-2010 Bud et Mid Year Budget Projected Budget Proposed Budget Real Property Salaries and Benefits 496,061 472,599 472,599 528,141 Services and Supplies 178,950 179,785 159,657 198,350 Property Management 150,677 143,997 135,653 142,027 Land and Debt 45,229,704 45,179,178 28,3 85,204 28,174,120 Total,All Expenses 46,055,392 45,975,559 29,153,113 29,042,638 Administration Salaries and Benefits 1,543,680 1,528,553 1,528,553 1,700,360 Services and Supplies 604,197 652,097 652,097 607,826 Fixed Assets 0 0 0 110,000 Total,All Expenses 2,147,877 2,180,650 2,180,650 2,418,186 Operations Salaries and Benefits 5,481,990 5,282,181 5,267,722 5,701,235 Services and Supplies 2,071,970 2,000,908 1,856,882 1,796,835 Fixed Assets 662,310 547,310 547,310 1,388,960 Total,All Expenses 8,216,270 7,830,399 7,671,914 8,887,030 Planning Salaries and Benefits 1,270,294 1,222,850 1,222,850 1,323,405 Services and SLapplies 90,090 79,775 69,245 66,527 Fixed Assets 0 0 0 7,000 Coastside Protection 15,000 10,000 0 0 Planning Projects 364,000 312,000 240,500 406,900 Public FacilitieslFEMA 1,161,700 913,100 743,620 712,600 Staff Facilities 1,725,000 846,800 242,000 915,000 Total,All Expenses 4,626,084 3,384,525 2,518,215 3,431,432 Public Affairs Salaries and Benefits 740,262 715,598 715,598 7749611 Services and Su lies 392,030 405,605 382,387 363,750 Total, All Expenses 1,132,292 1,121,203 1,097,985 1,138,361 Totals,All Departments 62,177,915 60,492,336 42,621,877 44,917,647 i Midpeninsula Regional ' Open Space District • R-09-19 Meeting 09-06 February 25, 2009 AGENDA ITEM 5 AGENDA ITEM Initial Presentation of the District's Proposed Budget for Fiscal Year 2009-2010 (FY2009-10) GENERAL MANAGER'S RECOMMENDATION Review the proposed District budget for FY2009-10. The final District budget for FY2009-10 and the report and recommendations of the Administration and Budget Committee will be presented for adoption at the March 25th Regular Board meeting. DISCUSSION 1) Budget Review Process The FY2009-10 budget process began with the District Controller's recommendation on the level of funding available for operating expenses. Given current economic conditions and a possible reduction in tax revenues, the District Controller indicated that the operating budget should not exceed $13,500,000 or just over 50% of projected tax revenues of$26,660,000. Key goals of the budget process included not only meeting the $13,500,000 operating budget, but also retaining all staff positions and continuing to acquire and preserve District lands. To meet these goals and at the same time absorb the operating budget cost increases associated with salaries and insurance, staff had to reduce expenditures in services and supplies. These reductions are displayed in the Chart 1 in section 2 of this report which shows the District budget expenditures over the last five years in the major categories of Salaries and Benefits, Services and Supplies, Fixed Assets, Land Purchases and Debt Service. The budget and action plan work together to define the work plan for the District in the coming year. Key projects in the action plan identify budget estimates for completing the work in FY2009-10. These costs were incorporated into the proposed budget for each department. In addition, staff closely coordinated on key projects to insure that all department interdependencies were discussed and the associated costs budgeted. 2) Overall District Budget The proposed budget for FY2009-10 totals $44,917,647 and breaks down as represented in Table 1 below: III i R-09-19 Page 2 TABLE 1 District Budut % of Total Budget Operating Budget Salaries & Benefits $10,027,752 22.32% Services & Supplies $3,472,248 7.73% Total $13,500,000 30.05% Fixed Assets Property $142,027 .3% Management Public $1,101,500 2.5% Access/Planning Staff Facility $915,000 2.0% Improvements Other Special $1,060,000 2.4% Projects Unanticipated CIP $25,000 .005% Total $3,243,527 7.2% Land Purchases $20,355,200 45.3% Debt Service $7,818,920 17.4% Total $44,917,647 100% CHART 1 District Budget over 5 years r��$45,0001000 $40,000,000 $35 000 000 $30,000,000 $25,000,000 — -- - $20,000,000 - $15,000,000 , i-- — $10,000,000 r3� p 144 2005-2006 Actual 2006-2007 Actual 2007-2008 Actual 2008-2009 Projected 2009-2010 Proposed I I 0 Land ■Salaries&Benefits 0 Services&Supplies 0 Fixed Assets ®Debt R-09-19 Page 3 Operating Budget and Guidelines The proposed $13,500,000 operating budget includes expenses for salaries and benefits as well as services and supplies. This amount increased 4% from the FY2008-09 midyear budget due to n fits as most departments have come u to full staffing, increases in increases in salaries and bee p p g, the CalPERS retirement employer rate and the Ca1PERS medical insurance costs and the across the board 2.5% salary increase driven by the District/Employee Memorandum of Agreement. Services and Supplies was decreased overall to offset the increase in salaries and benefits and to meet the operating budget goal of$13,500,000. a) Operating Expense Guideline This year, for the proposed budget, emphasis has been placed on the Operating Expense Guideline because it tracks operating expenses as a percentage of projected tax revenue. Given current economic conditions, understanding whether the District's tax revenue can adequately finance our operating budget is a critical consideration. Per the Guideline, operating expenses should be at or below 50% of tax revenues. The ratio for the proposed FY2009-10 budget is 50.6%, but is expected to be 49% assuming actual operating expenditures at 97%. In previous years, the actual operating expenditures have been at 95%, whereas this year, the District Controller is recommending a fiscally conservative percentage of 97%. b) Operating Growth Guideline The District's Operating Growth Guideline limits the average annual growth in operating expenses to 7%. Operating expenses include salaries and benefits, services and supplies, and fixed assets associated with the administration of the District's five departments. Expenditures for land acquisition(including costs associated with land purchases such as appraisals, site engineering fees, and title insurance), debt service, property management, and capital improvements (including the Planning Department projects) are considered outside the Guideline definition. The calculation of this Guideline was last adjusted in 2006. The proposed FY2009-10 $13,500,000 operating budget is $199,411 under the 7% growth guideline of$13,699,412. Assuming 97% actual expenditures during the fiscal year, the District would be under the 7% growth guideline by $405,000. c) Coverage Ratio Guideline The Coverage Ratio Guideline was proposed by the District Controller last fiscal year and provides a cushion for future borrowing. It is calculated by dividing the difference of the tax revenues less operating expenses by the sum of debt service plus $2 million. Maintaining a ratio of at least 100%ensures that $2 million will be set aside to service additional debt issued to fund purchases of new land. The proposed FY2009-10 budget provides for a coverage ratio of 138%which meets the Guideline of 100% or more. d) Capital Improvement Program (CIP) Budget & Guideline The Board approved a new Budget Guideline for the Capital Improvement Program in 2006, which includes the cost for current and future master planning processes, regional resource inventories, road and trail inventories and grazing assessments and plans. The Guideline allows for expenditures of$700,000 per year averaged over a 5-year period. R-09-19 Page 4 This year's proposed CIP budget 5-year average is $732,089, which exceeds the Guideline by $32,089. The Committee has reviewed the CIP budget and is satisfied that the proposed budget is acceptable in light of two factors: 1)the proposed projects are important and are an integral part of the Planning Department action plan, and 2) the historical average of actual versus budget for CIP is 56% over the last five years. e) Staff Facilities Growth Guideline This Guideline requires the ten year average of the staff facilities expenditures to be less than 3.5% of the District's annual operating budget. For FY2009-10 the expenditure allowed under this Guideline is $472,500. The ten year average is $297,988 and is well below this Guideline. 3) Staffing There are no new full time benefited positions created in the proposed FY2009-10 budget. The Operations Department will be adding a new Slender False Brome Intern as well as increasing the hours for the Resource Management Intern, but these are temporary positions. 4) Proposed Department Budgets 1. Administration 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries & Benefits $1,528,553 $1,528,553 $1,700,360 11% Services & Supplies $652,097 $652,097 $607,826 -7% Fixed Assets—Operating $0 $0 $110,000 Expenses TOTAL $2,180,650 $2,180,650 $2,418,186 11% The proposed FY2009-10 budget for the Administration Department is $2,418,186, which is an increase of approximately 11% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies and fixed assets. The Administration Department budget includes $56,275 for key projects as described in the proposed FY2009-10 Administration Department action plan. The General Manager's discretionary contingency account is proposed for the FY2009-10 budget in the amount of$52,696 for unanticipated key projects. Any expenditure from this account will be reported to the Board at the next regular Board meeting. Salary and Benefits The proposed salaries and benefits for the Administration Department is $1,700,360. This is an increase of approximately 11% from the FY2008-09 midyear budget, which is due in large part to the addition of the following positions as approved by the Board this year, and one upgraded position that was proposed by staff earlier this evening (see Report R-09-27) in FY2008-09: R-09-19 Page 5 • New Administrative Assistant • Upgrading the half-time Training Coordinator in Operations to a full-time Training and Safety position and transferring it to Administration • Upgrading the Management Analyst position to Principal Management Analyst Additional personnel costs are outlined in the Operating Budget and Guidelines section of this report. This department will be fully staffed for FY2009-10. Services and Supplies The Administration Department's proposed budget for services and supplies is $607,826, which is a decrease of approximately 7% from the FY2008-09 midyear budget. The decrease is due to the 5% reduction in the departments' services and supplies budget and elimination of the cost for elections ($87,400) from last fiscal year. Fixed Assets The proposed fixed assets budget for FY2009-10 is $110,000. Most of the allocated fixed assets are budgeted for two Administration Department key projects: replacement of the Administrative Office and field offices phone and voice mail systems ($35,000) and a video conferencing system to connect the Administrative Office to the two field offices ($40,000). Another$35,000 is proposed to replace the Administrative Office carpet as part of the remodel project. 2. Real Property 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries & Benefits $472,599 $472,599 $528,141 12% Services & Supplies $179,785 $159,657 $198,350 10% Property Management $143,997 $135,653 $142,027 -1% Debt Service $7,587,704 $7,587,704 $7,818,920 3% Land (including costs $37,591,474 $20,797,500 $20,355,200 -46% associated with purchase) TOTAL $45,975,559 $32,352,613 $29,042,638 -37% The proposed FY2009-10 budget for the Real Property Department is $29,042,638, which is a decrease of approximately 37% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies, property management, debt service and land. Excluding debt service payments, the Real Property Department budget is $21,223,718. The Real Property Department budget includes $19,613,500 for key projects as described in the proposed FY2009-10 Real Property Department action plan. The Real Property Department's emphasis during FY2009-10 will continue focusing efforts on purchasing lands in the Coastal Protection Area including the Purisima-to-the Sea Property Purchases as a key project and to fill in and complete the open space greenbelt, including potential property additions to Sierra Azul, Bear Creek Redwoods, Russian Ridge, Skyline Ridge, Monte Bello, Mills Creek, Windy Hill and Purisima Creek Redwoods Open Space Preserves. The Land Protection Program will continue to seek resolution to encroachment problems and property right disputes. R-09-19 Page 6 Salaries and Benefits The proposed salaries and benefits for the Real Property Department is $528,141. This is an increase of approximately 12% from the FY2008-09 midyear budget. The increased personnel costs are due to the department now being fully staffed after a year of experiencing two vacant positions. Additional personnel costs are outlined in the Operating Budget and Guidelines section of this report. Services and Supplies The Real Property Department's proposed budget for services and supplies is $198,350. This is an increase of approximately 10% from the FY2008-09 midyear budget and is primarily due to potential litigation to resolve real property rights disputes on District lands. This budget includes monies for appraisals, title research, surveys, engineering studies, grant preparation, legal fees and environmental assessments related to protecting the District's real property rights. Property Management The proposed FY2009-10 budget for the Property Management Program is $142,027, a decrease of approximately 1% from the FY2008-09 midyear budget to perform identified repair and maintenance of private and employee residential rental structures. Net income from the District's property management properties for FY2009-10 is projected at $754,073 (gross income of $896,100 minus $142,027 in expenses). Debt Service Debt Service for principal repayment and interest on the District's land contracts and note issues is budgeted at $7,818,920 for FY2009-10, which represents a 3% increase over FY2008-09. Land The proposed budget for FY2009-10 for new land expenditures is $20,355,200. This is a 46% decrease from the FY2008-09 midyear budget which is substantial, but this year's budget does not include last year's large land purchase of the POST Mindego Ranch property which totaled $14,436,000. The District Controller forecasts that the amount budgeted for new land purchases, $20,355,200, will be available in FY2009-10. The budget for new land purchases also includes fixed assets relating to land purchase support such as appraisals, site engineering, resource ental studies escrow fees title insurance legal fees costs associated with new land environmental , g purchases such structures disposition and site clean up or remediation. i R-09-19 Page 7 3. Planning 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries & Benefits $1,222,850 $1,222,850 $1,323,405 8% Services & Supplies $79,775 $69,245 $66,527 -17% Fixed Assets $0 $0 $7,000 Coastside Protection $10,000 $0 $0 -100% 0 Planning Projects $312,000 $240,500 $406,900 30% Staff Facilities $846,800 $242,000 $915,000 8% Public Access $888,100 $723,620 $687,600 -23% Improvements/FEMA Unanticipated Capital $25,000 $20,000 $25,000 0% Improvements TOTAL $3,384,225 $2,518,215 $3,431,432 1% The proposed FY2009-10 budget for the Planning Department is $3,431,432, which is an increase of 1% from the FY2008-09 midyear budget. This budget includes $1,575,800 for Planning Department key projects as described in the proposed FY2009-10 Planning Department action plan. Salaries and Benefits The proposed salaries and benefits for the Planning Department is $1,323,405. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increased personnel costs are due to the increased expenses outlined in the Operating Budget and Guidelines section of this report. The Planning Department will be recruiting to replace currently vacant positions of Planning Manager and Planning Technician in FY2009-10. Services and Supplies The Planning Department's proposed budget for services and supplies is $66,527. This is a decrease of 17% which was achieved by decreasing expenditures in lines items including books and subscriptions, local business meeting expenses, training, memberships and dues, computer supplies and hardware, and postage. Planning Projects and Capital Improvement Program Budget The proposed Planning Projects and Capital Improvement Program(CIP) Budget of$2,041,500 is separated into the following programs: 1)Planning Projects, 2) Public Access Facilities, 3) Staff Facilities, and 4) Unanticipated Capital Improvement Projects. Planning Projects and Public Access Facilities expenditures are included under the CIP Guideline, whereas the Staff Facilities expenditures are monitored by the Staff Facilities Program Guideline. The projects and total costs under the Planning Projects Program and Public Facilities Programs are described in the table below: R-09-19 Page 8 Planning Projects Program Public Access Facilities Program Projects • Master Plans for Sierra Azul/Bear • Year 5 Implementation of the Watershed Creek Redwoods and La Honda Creek Protection Program at El Corte de • Completion of the Resource Madera Creek Open Space Preserve Management Policies Update • Final trail improvements at Thornewood • Ongoing water quality monitoring at El Open Space Preserve Corte de Madera Creek Open Space • Mindego Hill Trail planning and design Preserve • La Honda Creek railcar bridge • Completion of the ponds management assessment plan at Driscoll Ranch and associated • Six additional road and trail monitoring and species surveys improvement projects to improve public • Additional resource inventories at access or protect water quality. Russian Ridge and La Honda Creek • Complete design and submit permits for Open Space Preserves the El Corte de Madera Creek Open • Finalizing road and trail assessments at Space Preserve Staging Area Bear Creek Redwoods,the Rancho de • Complete design and submit permits for Guadalupe Area of Sierra Azul,and the Fremont Older Open Space Preserve adding the Mindego Ranch area of golf ball net system Russian Ridge • Alma College complex structural and • Development of a cultural resources cultural landscape assessment and a water rights database • Mt. Umunhum remediation planning • Development of forest management • Development of fuel management recommendations for Bear Creek prescriptions for the Loma Prieta Road Redwoods fuelbreak at Sierra Azul Open Space • Agricultural Production Plans for Preserve future properties with prime agriculture • Mindego Ranch house structure • Completion of the Schilling Lake assessment Management Plan and associated high • Overlook Road access improvements priority action items contribution(access road for the El • Small Grants Program. Sereno Permit Parking Lot)per agreement with the Montevina Homeowner's Association. Total Program $406,900 $687,600 Budget The proposed $915,000 budget for the Staff Facilities Program includes funding to complete the design, construction documents, permitting, and bidding process for the Skyline Field Office Remodel and Folger House Improvements; the Folger House is designated to become an employee residence at Driscoll Ranch. Funding is also included to complete the final Phase II of the Administrative Office Remodel, which includes the kitchen expansion, server room upgrades, workplace privacy improvements, and code-related modifications. In addition,the budget includes funding to prepare a Spill, Prevention, Control, and Countermeasures Plan for both field offices and complete recommended upgrades to comply with County requirements should a hazardous materials spill occur, and to also reroof and install new siding on the Dyer Ranch Garage for its reuse as a storage building by field staff. FY2009-10 will be the first year no funds are allocated under the Coastside Protection Program, which began in FY2000-01. The Unanticipated Capital Improvements Program includes budget allocations for emergency repairs or unanticipated capital improvement projects that address public safety. The proposed budget is $25,000. R-09-19 Page 9 4. Operations 08-09 Midyear 08-09 09-10 Percent Budget Projected Proposed Change from Expenses Budget Midyear Salaries & Benefits $5,282,181 $5,267,722 $5,701,235 8% Services & Supplies $2,000,908 $1,856,882 $1,796,835 -10% 0 Fixed Assets—Operating $447,310 $547,310 $438,960 -2/o Expenses Fixed Assets—Non- $100,000 $100,000 $950,000 850% Operating Expenses TOTAL $7,830,339 $7,771,914 $8,887,030 13% The proposed FY2009-10 budget for the Operations Department is $8,887,030, which is an increase of approximately 13% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies and fixed assets. Operations budget continues to be to provide responsible The priority for the FY2�i9-1. Orc g 1' r stewardship of all District lands. The Operations Department plans to accomplish this goal by delivering public safety, maintenance, construction, and resource management services that are needed to protect and enhance the natural resources and ensure safe and appropriate use of District lands. This budget includes $1,295,700 for Operation Department key projects as described in the proposed FY2009-10 Operation Department action plan. Salaries and Benefits The proposed r osed salaries and benefits for the Op p Operations Department is $5 701 235. This is an o increase of approximately 8% from the FY2008-09 midyear budget. The increases in personnel costs are due to those increased expenses as outlined in the Operating Budget and Guidelines section of this report, especially the hiring of five rangers to fill previously existing, but vacant, positions and the addition of a new Slender False Brome Program Intern. This new position will manage the Slender False Brome program and will work for a maximum of 999 hours at a cost of $20,887. Additionally, the Resource Management Intern budget will also be increased by an additional 999 hours. Salaries and benefits include a decrease of$22,230 because the half-time Training Coordinator position is being proposed for reclassification and transfer to the Administration Department. Services and Supplies The Operations Department's proposed budget for services and supplies is $1,796,835. This is a decrease of 10% from the FY2008-09 midyear budget and is required to meet budget targets described above. Of the $204,073 reduction in the Operations Department services and supplies budget, $184,487 has been trimmed from the resource management budget. Expenditures in the upcoming fiscal year will focus on the highest priority programs of grazing infrastructure development, Sudden Oak Death monitoring, and control of Slender False Brome on preserves and nearby properties. Some resource management programs will be maintained at the current level including biological surveys of new properties and invasive plant control. Other resource management programs, including the Alpine Pond long-term management design and the weed database will be deferred R-09-19 Page 10 until next fiscal year. Additional budget cuts were made in the Roads and Trails account and by eliminating the purchase of a dump truck. The implementation of the first full year of the contract with the Santa Clara County Sheriff for additional armed patrols will cost an additional $28,000. The Radio dispatching contract will increase $14,000, and update of the District's patrol map books will cost an estimated $11,000. Fixed Assets The proposed fixed asset budget is $1,388,960. This is an increase of 153.8% from FY2008-09 midyear budget. The majority of this increase is the inclusion of$950,000 for the radio system upgrade capital improvement project. Only $100,000 was budgeted for this project in the FY2008-09 midyear budget. As noted above, the grazing program infrastructure will be a focus of the resource management program for this year. These improvements will increase the resource management fixed assets by $111,000. Included in Operation's fixed asset budget is the purchase of four patrol vehicles and one piece of large field equipment at a total cost of$410,000. 5. Public Affairs 08-09 Midyear 08-09 09-10 Percent Budget Projected Proposed Change from Expenses Budget Midyear Salaries& Benefits $715,598 $715,598 $774,611 8% Services & Supplies j $405,605 $382,387 $363,750 -10% TOTAL 1 $1,121,203 $1,097,985 $1,138,361 2% The proposed FY2009-10 budget for the Public Affairs Department is $1,138,361, which is an increase of approximately 2% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits and services and supplies. This budget includes $47,975 for Public Affairs Department key projects as described in the proposed FY2009-10 Public Affairs Department action plan. Salaries and Benefits The proposed salaries and benefits for the Public Affairs Department is $774,611. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increased personnel costs are due to those increased expenses as outlined in the Operating Budget and Guidelines section of this report. The Public Affairs department will be fully staffed for FY2009-10. Services and Supplies The Public Affairs Department's proposed budget for services and supplies is $363,750. This is a decrease of 10% from the FY2008-09 midyear budget. To achieve this reduction Public Affairs has reduced various line items across the board. New budget items for the coming fiscal year include $10,000 for a consultant to work on drafting a District-wide interpretive plan and $5,000 for developing materials in connection with creating a draft a Healthy Trails program. Other Service and Supplies operating funds are budgeted for ongoing volunteer, docent, and interpretive programs; publications, postage and contract services. R-09-19 Page 11 FISCAL IMPACT Final adoption of the proposed FY2009-10 budget by the Board will authorize $44,917,647 to accomplish the District's work plan for the next fiscal year as outlined in Table 1. PUBLIC NOTICE None required. CEQA COMPLIANCE None required. NEXT STEPS • The Board reviews this proposed FY2009-10 budget • The Board determines whether the Administration and Budget Committee must meet to further discuss and refine the proposed FY2009-10 budget • The Board approves the FY2009-10 proposed budget at the March 25t" Board Meeting Board Report Prepared by: Greg Sam, Administration and Human Resources Manager Ana Ruiz, Interim Planning Manager David Sanguinetti, Operations Manager Rudy Jurgensen, Public Affairs Manager Michael Williams, Real Property Manager Stephen E. Abbors, General Manager Mike Foster, Controller Elaina Cuzick, Acting Principal Management Analyst Bunny Congdon, Sr. Accounting Specialist Gordon Baillie, Management Analyst, Operations Arleen Speidel, Principal Management Analyst Contact person: Stephen E. Abbors, General Manager Curt Riffle, Chair, Administrative Budget Committee R-09-19 Page 12 Fiscal Year 2009-2010 Budget Summa By De artment 2008-2009 Proposed 2008-2009 2008-2009 2009-2010 Budget Mid Year Budget Projected Budget Proposed Budget Real Property Salaries and Benefits 496,061 472,599 472,599 528,141 Services and Supplies 178,950 179,785 159,657 198,350 Property Management 150,677 143,997 135,653 142,027 Land and Debt 45,229,704 45,179,178 28,385,204 28,174,120 Total,All Expenses 46,055,392 45,975,559 29,153,113 29,042,638 Administration Salaries and Benefits 1,543,680 1,528,553 1,528,553 1,700,360 Services and Supplies 604,197 652,097 652,097 607,826 Fixed Assets 0 0 0 110,000 Total,All Expenses 2,147,877 2,180,650 2,180,650 2,418,186 Operations Salaries and Benefits 5,481,990 5,282,181 5,267,722 5,701,235 Services and Supplies 2,071,970 2,000,908 1,856,882 1,796,835 Fixed Assets 662,310 547,310 547,310 1,388,960 Total, All Expenses 8,216,270 7,830,399 7,671,914 8,887,030 Planning Salaries and Benefits 1,270,294 1,222,850 1,222,850 1,323,405 Services and Supplies 90,090 79,775 69,245 66,527 Fixed Assets 0 0 0 7,000 Coastside Protection 15,000 10,000 0 0 Planning Projects 364,000 312,000 240,500 406,900 Public Facilities/FEMA 1,161,700 913,100 743,620 712,600 Staff Facilities 1,725,000 846,800 242,000 915,000 Total,All Expenses 4,626,084 3,384,525 2,518,21.5 3,431,432 Public Affairs Salaries and Benefits 740,262 715,598 715,598 774,611 Services and Supplies 392,030 405,605 382,387 363,750 Total,All Expenses 1,132,292 1,121,203 1,097,985 1,1.38,361 Totals,All Departments 62,177,915 60,492,336 42,621,877 44,917,647 Midpeninsula Regional Open Space District AMENDED R-09-19 Meeting 09-06 February 25, 2009 AGENDA ITEM 5 AGENDA ITEM Initial Presentation of the District's Proposed Budget for Fiscal Year 2009-20 10 (FY2009-10) ACTING GENERAL MANAGER'S RECOMMENDATION Review the proposed District budget for FY2009-10. The final District budget for FY2009-1 0 and the report and recommendations of the Administration and Budget Committee will be presented for adoption at the March 25th Regular Board meeting. DISCUSSION 1) Budget Review Process The FY2009-10 budget process began with the District Controller's recommendation on the level of funding available for operating expenses. Given current economic conditions and a possible reduction in tax revenues, the District Controller indicated that the operating budget should not exceed$13,500,000 or just over 50% of projected tax revenues of$26,660,000. Key goals of the budget process included not only meeting the $13,500,000 operating budget, but also retaining all staff positions and continuing to acquire and preserve District lands. To meet these goals and at the same time absorb the operating budget cost increases associated with salaries and insurance, staff had to reduce expenditures in services and supplies. These reductions are displayed in the Chart I in section 2 of this report which shows the District budget expenditures over the last five years in the major categories of Salaries and Benefits, Services and Supplies, Fixed Assets, Land Purchases and Debt Service. The budget and action plan work together to define the work plan for the District in the coming year. Key projects in the action plan identify budget estimates for completing the work in FY2009-10. These costs were incorporated into the proposed budget for each department. In addition, staff closely coordinated on key projects to insure that all department interdependencies were discussed and the associated costs budgeted. 2) Overall District Budget The proposed budget for FY2009-1 0 totals $44,917,647 and breaks down as represented in Table 1 below: R-09-19 Page 2 TABLE 1 District Budget % of Total Budget Operating Budget Salaries & Benefits $10,027,752 22.32% Services & Supplies $3,472,248 7.73% Total $13,500,000 30.05% Fixed Assets Property $142,027 .3% Management Public $1,101,500 2.5% Access/Planning Staff Facility $915,000 2.0% Improvements Other Special $1,060,000 2.4% Projects Unanticipated CIP $25,000 .005% Total $3,243,527 7.2% Land Purchases $20,355,200 45.3% Debt Service $7,818,920 17.4% Total $44,917,647 100% CHART 1 District Budget over 5 years oa $35,000,000 $30,000,000 $25,000,000 $20,000,000 $15,000,000 :s .... $10,000,000 1,10 r 2005-2006 Actual 2006-2007 Actual 2007-2008 Actual 2008-2009 Projected 2009- 0 ropOse 0 Land 0 Salaries&Benefits 0 Services&Supplies ®Fixed.Assets M lDebt j R-09-19 Page 3 Operating Budget and Guidelines The proposed $13,500,000 operating budget includes expenses for salaries and benefits as well as services and supplies. This amount increased 4% from the FY2008-09 midyear budget due to increases in salaries and benefits as most departments have come up to full staffing, increases in the CalPERS retirement employer rate and the Ca1PERS medical insurance costs and the across the board 2.5% salary increase driven by the District/Employee Memorandum of Agreement. Services and Supplies was decreased overall to offset the increase in salaries and benefits and to meet the operating budget goal of$13,500,000. a) Operating Expense Guideline This year, for the proposed budget, emphasis has been placed on the Operating Expense Guideline because it tracks operating expenses as a percentage of projected tax revenue. Given current economic conditions, understanding whether the District's tax revenue can adequately finance our operating budget is a critical consideration. Per the Guideline, 1 operating expenses should be at or below 50% of tax revenues. The ratio for the proposed FY2009-10 budget is 50.6%, but is expected to be 49% assuming actual operating expenditures at 97%. In previous years, the actual operating expenditures have been at 95%, whereas this year, the District Controller is recommending a fiscally conservative percentage of 97%. b) Operating Growth Guideline The District's Operating Growth Guideline limits the average annual growth in operating expenses to 7%. Operating expenses include salaries and benefits, services and supplies, and fixed assets associated with the administration of the District's five departments. Expenditures for land acquisition(including costs associated with land purchases such as appraisals, site engineering fees, and title insurance), debt service, property management, and capital improvements (including the Planning Department projects) are considered outside the Guideline definition. The calculation of this Guideline was last adjusted in 2006. The proposed FY2009-10 $13,500,000 operating budget is $199,411 412 under the 7% growth guideline of$13,699,412. Assuming 97% actual expenditures during the fiscal year, the District would be under the 7% growth guideline by $405,O30604,412. c) g Covera a Ratio Guideline The Coverage Ratio Guideline was proposed by the District Controller last fiscal year and provides a cushion for future borrowing. It is calculated b dividing the difference of p g y g the tax revenues less operating expenses by the sum of debt service plus $2 million. Maintaining a ratio of at least 100% ensures that $2 million will be set aside to service additional debt issued to fund purchases of new land. The proposed FY2009-10 budget provides for a coverage ratio of 138%which meets the Guideline of 100% or more. d) Capital Improvement Program (CIP) Budget & Guideline The Board approved a new Budget Guideline for the Capital Improvement Program in 2006, which includes the cost for current and future master planning processes, regional resource inventories, road and trail inventories and grazing assessments and plans. The Guideline allows for expenditures of$700,000 per year averaged over a 5-year period. R-09-19 Page 4 This year's proposed CIP budget 5-year average is $732,089, which exceeds the Guideline by $32,089. The Committee has reviewed the CIP budget and is satisfied that the proposed budget is acceptable in light of two factors: 1)the proposed projects are important and are an integral part of the Planning Department action plan, and 2)the historical average of actual versus budget for CIP is 56% over the last five years. e) Staff Facilities Growth Guideline This Guideline requires the ten year average of the staff facilities expenditures to be less than 3.5% of the District's annual operating budget. For FY2009-10 the expenditure allowed under this Guideline is $472,500. The ten year average is $297,988 and is well i below this Guideline. 3) Staffing There are no new full time benefited positions created in the proposed FY2009-10 budget. The Operations Department will be adding a new Slender False Brome Intern as well as increasing the hours for the Resource Management Intern, but these are temporary positions. 4) Proposed Department Budgets 1. Administration 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries& Benefits $1,528,553 $1,528,553 $1,700,360 11% Services & Supplies $652,097 $652,097 $607,826 -7% Fixed Assets—Operating $0 $0 $110,000 Expenses TOTAL $2,180,650 $2,180,650 $2,418,186 11% The FY2009-10 budget for the Administration Department is $2 418 186 which is an proposed g p � , increase of approximately 11% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies and fixed assets. The Administration Department budget includes $56,275 for key projects as described in the proposed FY2009-10 Administration Department action plan. The General Manager's discretionary contingency account is proposed for the FY2009-10 budget in the amount of$52,696 for unanticipated key projects. Any expenditure from this account will be reported to the Board at the next regular Board meeting. Salary and Benefits The proposed salaries and benefits for the Administration Department is $1,700,360. This is an increase of approximately 11% from the FY2008-09 midyear budget, which is due in large part to the addition of the following positions as approved by the Board this year, and one upgraded position that swill be proposed by staff earlier this even neat the March 11 th Board meeting (see Report R-09-27) in FY2008-09: R-09-19 Page 5 • New Administrative Assistant • Upgrading the half-time Training Coordinator in Operations to a full-time Training and Safety position and transferring it to Administration • Upgrading the Management Analyst position to Principal Management Analyst Additional personnel costs are outlined in the Operating Budget and Guidelines section of this report. This department will be fully staffed for FY2009-10. Services and Supplies The Administration Department's proposed budget for services and supplies is $607,826, which is a decrease of approximately 7% from the FY2008-09 midyear budget. The decrease is due to the 5%reduction in the departments' services and supplies budget and elimination of the cost for elections ($87,400) from last fiscal year. Fixed Assets The proposed fixed assets budget for FY2009-10 is $110,000. Most of the allocated fixed assets are budgeted for two Administration Department key projects: replacement of the Administrative Office and field offices phone and voice mail systems ($35,000) and a video conferencing system to connect the Administrative Office to the two field offices ($40,000). Another$35,000 is proposed to replace the Administrative Office carpet as part of the remodel project. 2. Real Property 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries & Benefits $472,599 $472,599 $528,141 12% Services & Supplies $179,785 $159,657 $198,350 10% Property Management $143,997 $135,653 $142,027 -1% Debt Service $7,587,704 $7,587,704 $7,818,920 3% Land (including costs $37,591,474 $20,''�0028 $20,355,200 -46% associated withpurchase) 297,500 TOTAL $45,975,559 $32,2�1336, $29,042,638 -37% 653,113 The proposed FY2009-10 budget for the Real Property Department is $29,042,638, which is a decrease of approximately 37% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies, property management, debt service and land. Excluding debt service payments, the Real Property Department budget is $21,223,718. The Real Property Department budget includes $19,613,500 for key projects as described in the proposed FY2009-10 Real Property Department action plan. The Real Property Department's emphasis during FY2009-10 will continue focusing efforts on purchasing lands in the Coastal Protection Area including the Purisima-to-the Sea Property Purchases as a key project and to fill in and complete the open space greenbelt, including potential property additions to Sierra Azul, Bear Creek Redwoods, Russian Ridge, Skyline Ridge, Monte Bello, Mills Creek, Windy Hill and Purisima Creek Redwoods Open Space R-09-19 Page 6 Preserves. The Land Protection Program will continue to seek resolution to encroachment problems and property right disputes. Salaries and Benefits The proposed salaries and benefits for the Real Property Department is $528,141. This is an increase of approximately 12% from the FY2008-09 midyear budget. The increased personnel costs are due to the department now being fully staffed after a year of experiencing two vacant positions. Additional personnel costs are outlined in the Operating Budget and Guidelines section of this report. Services and Supplies The Real Property Department's proposed budget for services and supplies is $198,350. This is an increase of approximately 10% from the FY2008-09 midyear budget and is primarily due to potential litigation to resolve real property rights disputes on District lands. This budget includes monies for appraisals, title research, surveys, engineering studies, grant preparation, legal fees and environmental assessments related to protecting the District's real property rights. Property Management The proposed FY2009-10 budget for the Property Management Program is $142,027, a decrease of approximately 1% from the FY2008-09 midyear budget to perform identified repair and maintenance of private and employee residential rental structures. Net income from the District's property management properties for FY2009-10 is projected at$754,073 (gross income of $896,100 minus $142,027 in expenses). Debt Service Debt Service for principal repayment and interest on the District's land contracts and note issues is budgeted at $7,818,920 for FY2009-10, which represents a 3% increase over FY2008-09. Land The proposed budget for FY2009-10 for new land expenditures is $20,355,200. This isa46% decrease from the FY2008-09 midyear budget which is substantial, but this year's budget does not include last year's large land purchase of the POST Mindego, Ranch property which totaled $14,436,000. The District Controller forecasts that the amount budgeted for new land purchases, $20,355,200, will be available in FY2009-10. The budget for new land purchases also includes fixed assets relating to land purchase support such as appraisals, site engineering, resource environmental studies, escrow fees, title insurance, legal fees, costs associated with new land purchases such structures disposition and site clean up or remediation. I R-09-19 Page 7 3. Planning 08-09 08-09 09-10 Percent Midyear Projected Proposed Change from Budget Expenses Budget Midyear Salaries & Benefits $1,222,850 $1,222,850 $1,323,405 8% Services & Supplies $79,775 $69,245 $66,527 -17% Fixed Assets $0 $0 $7,000 Coastside Protection $10,000 $0 $0 -100% Planning Projects $312,000 $240,500 $406,900 30% Staff Facilities $846,800 $242,000 $915,000 8% Public Access $888,100 $723,620 $687,600 -23% Improvements/FEMA Unanticipated Capital $25,000 $20,000 $25,000 0% Improvements TOTAL $3,384,225 $2,518,215 $3,431,432 1% The proposed FY2009-10 budget for the Planning Department is $3,431,432, which is an increase of 1% from the FY2008-09 midyear budget. This budget includes 1 g P 575 800 for Planning Department keyprojects as described in the P J proposed FY2009-10 Planning Department action plan. Salaries and Benefits The proposed salaries and benefits for the Planning Department is $1,323,405. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increased personnel costs are due to the increased expenses outlined in the Operating Budget and Guidelines section of this report. The Planning Department will be recruiting to replace currently vacant positions of Planning Manager and Planning Technician in FY2009-10. Services and Supplies The Planning Department's proposed budget for services and supplies is $66,527. This is a decrease of 17%which was achieved by decreasing expenditures in lines items including books and subscriptions, local business meeting expenses, training, memberships and dues, computer supplies and hardware, and postage. I I Planning Projects and Capital Improvement Program Budget The proposed Planning Projects and Capital Improvement Program (CIP) Budget of$2,041,500 is separated into the following programs: 1) Planning Projects, 2) Public Access Facilities, 3) Staff Facilities, and 4) Unanticipated Capital Improvement Projects. Planning Projects and Public Access Facilities expenditures are included under the CIP Guideline, whereas the Staff Facilities expenditures are monitored by the Staff Facilities Program Guideline. The projects and total costs under the Planning Projects Program and Public Facilities Programs are described in the table below: R-09-19 Page 8 Plannin Projects Program Public Access Facilities Program Projects • Master Plans for Sierra Azul/Bear • Year 5 Implementation of the Watershed Creek Redwoods and La Honda Creek Protection Program at El Corte de • Completion of the Resource Madera Creek Open Space Preserve Management Policies Update • Final trail improvements at Thornewood Ongoing water quality monitoring at El Open Space Preserve Corte de Madera Creek Open Space • Mindego Hill Trail planning and design Preserve • La Honda Creek railcar bridge • Completion of the ponds management assessment plan at Driscoll Ranch and associated • Six additional road and trail monitoring and species surveys improvement projects to improve public • Additional resource inventories at access or protect water quality. Russian Ridge and La Honda Creek • Complete design and submit permits for Open Space Preserves the El Corte de Madera Creek Open • Finalizing road and trail assessments at Space Preserve Staging Area Bear Creek Redwoods,the Rancho de • Complete design and submit permits for Guadalupe Area of Sierra Azul, and the Fremont Older Open Space Preserve adding the Mindego Ranch area of golf ball net system Russian Ridge • Alma College complex structural and • Development of a cultural resources cultural landscape assessment and a water rights database • Mt.Umunhum remediation planning • Development of forest management • Development of fuel management recommendations for Bear Creek prescriptions for the Loma Prieta Road Redwoods fuelbreak at Sierra Azul Open Space • Agricultural Production Plans for Preserve future properties with prime agriculture • Mindego Ranch house structure • Completion of the Schilling Lake assessment Management Plan and associated high • Overlook Road access improvements priority action items contribution(access road for the El • Small Grants Program. Sereno Permit Parking Lot)per agreement with the Montevina Homeowner's Association. Total Program $406,900 $687,600 Budget The proposed $915,000 budget for the Staff Facilataes Program includes funding to complete the design, construction documents, permitting, and bidding process for the Skyline Field Office Remodel and Folger House Improvements; the Folger House is designated to become an employee residence at Driscoll Ranch. Funding is also included to complete the final Phase II of the Administrative Office Remodel, which includes the kitchen expansion, server room upgrades, workplace privacy improvements, and code-related modifications. In addition,the budget includes funding to prepare a Spill, Prevention, Control, and Countermeasures Plan for both field offices and complete recommended upgrades to comply with County requirements should a hazardous materials spill occur, and to also reroof and install new siding on the Dyer Ranch Garage for its reuse as a storage building by field staff. FY2009-10 will be the first year no funds are allocated under the Coastside Protection Program, which began in FY2000-01. The Unanticipated Capital Improvements Program includes budget allocations for emergency repairs or unanticipated capital improvement projects that address public safety. The proposed budget is $25,000. R-09-19 Page 9 4. Operations 08-09 Midyear 08-09 09-10 Percent Budget Projected Proposed Change from Expenses Budget Midyear 1, Salaries& Benefits $5,282,181 $5,267,722 $5,701,235 8% Services & Supplies $2,000,908 $1,856,882 $1,796,835 -10% Fixed Assets—Operating $447,310 $547,310 $438,960 -2% Expenses Fixed Assets—Non- $100,000 $100,000 $950,000 850°l0 Operating Expenses TOTAL $7,830,339 $7,771,914 $8,887,030 13% The proposed FY2009-10 budget for the Operations Department is $8,887,030, which is an increase of approximately 13% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits, services and supplies and fixed assets. The priority for the FY2009-10 Operations budget continues to be to provide responsible stewardship of all District lands. The Operations Department plans to accomplish this goal by delivering public safety, maintenance, construction, and resource management services that are needed to protect and enhance the natural resources and ensure safe and appropriate use of District lands. This budget includes $1,295,700 for Operation Department key projects as described in the proposed FY2009-10 Operation Department action plan. Salaries and Benefits The proposed salaries and benefits for the Operations Department is $5,701,235. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increases in personnel costs are due to those increased expenses as outlined in the Operating Budget and Guidelines p p g g section of this report, especially the hiring of five rangers to fill previously existing, but vacant, positions and the addition of a new Slender False Brome Program Intern. This new position will manage the Slender False Brome program and will work for a maximum of 999 hours at a cost of $20,887. Additionally, the Resource Management Intern budget will also be increased by an additional 999 hours. Salaries and benefits include a decrease of$22,230 because the half-time Training Coordinator position is being proposed for reclassification and transfer to the Administration Department. Services and Supplies The Operations Department's proposed budget for services and supplies is $1,796,835. This is a decrease of 10% from the FY2008-09 midyear budget and is required to meet budget targets described above. Of the $204,073 reduction in the Operations Department services and supplies budget, $184,487 has been trimmed from the resource management budget. Expenditures in the upcoming fiscal year will focus on the highest priority programs of grazing infrastructure development, Sudden Oak Death monitoring, and control of Slender False Brome on preserves and nearby properties. Some resource management programs will be maintained at the current level including biological surveys of new properties and invasive plant control. Other resource management programs, including the Alpine Pond long-term management design and the weed database will be deferred R-09-19 Page 10 until next fiscal year. Additional budget cuts were made in the Roads and Trails account and by eliminating the purchase of a dump truck. The implementation of the first full year of the contract with the Santa Clara County Sheriff for additional armed patrols will cost an additional $28,000. The Radio dispatching contract will increase $14,000, and update of the District's patrol map books will cost an estimated $11,000. Fixed Assets The proposed fixed asset budget is $1,388,960. This is an increase of 153.8% from FY2008-09 midyear budget. The majority of this increase is the inclusion of$950,000 for the radio system upgrade capital improvement project. Only $100,000 was budgeted for this project in the FY2008-09 midyear budget. As noted above, the grazing program infrastructure will be a focus of the resource management program for this year. These improvements will increase the resource management fixed assets by $111,000. Included in Operation's fixed asset budget is the purchase of four patrol vehicles and one piece of large field equipment at a total cost of$410,000. 5. Public Affairs 08-09 Midyear 08-09 09-10 Percent Budget Projected Proposed Change from Expenses Budget Midyear Salaries & Benefits $715,598 $715,598 $774,611 8% Services& Supplies $405,605 $382,387 $363,750 -10% TOTAL $1,121,203 $1,097,985 $1,138,361 2% The proposed FY2009-10 budget for the Public Affairs Department is $1,138,361, which is an increase of approximately 2% from the FY2008-09 midyear budget. This budget includes expenditures for salaries and benefits and services and supplies. This budget includes $47,975 for Public Affairs Department key projects as described in the proposed FY2009-10 Public Affairs Department action plan. Salaries and Benefits The proposed salaries and benefits for the Public Affairs Department is $774,611. This is an increase of approximately 8% from the FY2008-09 midyear budget. The increased personnel costs are due to those increased expenses as outlined in the Operating Budget and Guidelines section of this report. The Public Affairs department will be fully staffed for FY2009-10. Services and Supplies The Public Affairs Department's proposed budget for services and supplies is $363,750. This is a decrease of 10% from the FY2008-09 midyear budget. To achieve this reduction Public Affairs has reduced various line items across the board. New budget items for the coming fiscal year include $10,000 for a consultant to work on drafting a District-wide interpretive plan and $5,000 for developing materials in connection with creating a draft a Healthy Trails program. Other Service and Supplies operating funds are budgeted for ongoing volunteer, docent, and interpretive programs; publications, postage and contract services. R-09-19 Page 11 FISCAL IMPACT Final adoption of the proposed FY2009-10 budget by the Board will authorize $44,917,647 to accomplish the District's work plan for the next fiscal year as outlined in Table 1. PUBLIC NOTICE None required. CEQA COMPLIANCE None required. NEXT STEPS • The Board reviews this proposed FY2009-10 budget • The Board determines whether the Administration and Budget Committee must meet to further discuss and refine the proposed FY2009-1 0 budget • The Board approves the FY2009-10 proposed budget at the March 25 1h Board Meeting Board Report Prepared by: Greg Sam, Administration and Human Resources Manager Ana Ruiz, Interim Planning Manager David Sanguinetti, Operations Manager Rudy Jurgensen, Public Affairs Manager Michael Williams, Real Property Manager Stephen E. Abbors, General Manager Mike Foster, Controller Elaina Cuzick, Acting Principal Management Analyst Bunny Congdon, Sr. Accounting Specialist Gordon Baillie, Management Analyst, Operations Arleen Speidel, Principal Management Analyst Contact person: Stephen E. Abbors, General Manager Curt Riffle, Chair, Administrative Budget Committee R-09-19 Page 12 Fiscal Year 2009-2010 Budget Summa By De artment 2008-2009 Proposed 2008-2009 2008-2009 2009-2010 Bud et Mid Year Budget Projected Budget Proposed Budget Real Property Salaries and Benefits 496,061 472,599 472,599 528,141 Services and Supplies 178,950 179,785 159,657 198,350 Property Management 150,677 143,997 135,653 142,027 Land and Debt 45,229,704 45,179,178 28,385,204 28,174,120 Total,All Expenses 46,055,392 45,975,559 29,153,113 29,042,638 Administration Salaries and Benefits 1,543,680 1,528,553 1,528,553 1,700,360 Services and Supplies 604,197 652,097 652,097 607,826 Fixed Assets 0 0 0 110,000 Total,All Expenses 2,147,877 2,180,650 2,180,650 2,418,186 Operations Salaries and Benefits 5,481,990 5,282,181 5,267,722 5,701,235 Services and Supplies 2,071,970 2,000,908 1,856,882 1,796,835 Fixed Assets 662,310 547,310 547,310 1,388,960 Total,All Expenses 8,216,270 7,830,399 7,671,914 8,887,030 Planning Salaries and Benefits 1,270,294 1,222,850 1,222,850 1,323,405 Services and Supplies 90,090 79,775 69,245 66,527 Fixed Assets 0 0 0 7,000 Coastside Protection 15,000 10,000 0 0 Planning Projects 364,000 312,000 240,500 406,900 Public Facilities/FEMA 1,161,700 913,100 743,620 712,600 Staff Facilities 1,725,000 846,800 242,000 915,000 Total,All Expenses 4,626,084 3,384,525 2,518,215 3,431,432 Public Affairs Salaries and Benefits 740,262 715,598 715,598 774,611 Services and Supplies 392,030 405,605 382,387 363,750 Total,All Expenses 1,132,292 1,121,203 1,097,985 1,138,361 Totals,All Departments 62,177,915 60,492,336 42,621,877 44,917,647 i Midpeninsula Regional ' Open Space District R-09-24 Meeting 09-06 February 25, 2009 AGENDA ITEM 6 AGENDA ITEM Approve Issuing a Right of Entry to the California Department of Transportation for the Construction of Drainage Improvements Along State Route 35 (Skyline Boulevard) at Monte Bello and Skyline Ridge and Russian Ridge Open Space Preserves (Santa Clara County Assessor's Parcel Numbers 351-06-025, 351-07-004 and 351-07-005) GENERAL MANAGER'S RECOMMENDATIONS 1. Determine that the recommended action is categorically exempt from the California Environmental Quality Act for the reasons set out in this report. 2. Approve the attached Right of Entry allowing the California Department of Transportation to repair and upgrade two culverts located along State Route 35 at Monte Bello, Russian Ridge and Skyline Ridge Open Space Preserves. DISCUSSION The California Department of Transportation (Caltrans) has identified two culverts along State Route 35 (Skyline Boulevard) that require upgrading to improve highway drainage. One culvert is located approximately 1/4 mile north of the intersection with Page Mill and Alpine Roads at Russian Ridge Open Space Preserve (Site 1, see attached Exhibit A). The second culvert is located approximately '/2 mile south of this intersection at Monte Bello and Skyline Ridge Open Space Preserves (Site 2). The project will involve installing rock slope protection at the culvert inlet at Site 1, and replacing an existing riser at the culvert inlet and installing rock slope protection at the outlet at Site 2. These upgrades are needed to more effectively conduct and dissipate drainage from the highway, and District staff has determined that these drainage improvements will reduce the potential for erosion and damage to surrounding open space lands. When these improvements are complete, Caltrans will need to obtain permanent drainage easements from the District. Instead of receiving monetary payment from Caltrans for the desired drainage easements over District lands, District staff have identified and proposed an exchange of a trail corridor to be granted to the District in fee or easement across a Caltrans parcel as more R-09-24 Page 2 suitable compensation since this would advance the District's public open space preservation mission. The Caltrans parcel that has been identified is located adjacent to La Honda Creek Open Space Preserve along Skyline Boulevard, approximately 1 1/2 miles north of the community of Skylonda(See attached Exhibit B). The Caltrans parcel touches on La Honda Creek, where the north side o f the creek across the Caltrans parcel and an existing informal trail runs along located within the adjacent St illheart Retreat Center connects with the private trail network � property to the north. The Stillheart property owner has agreed in concept to grant a public trail easement to the District that would follow the course of this existing trail along the north side of the creek. Staff anticipates that the proposed trail easement across the Stillheart property will be brought to the District Board for consideration at a future meeting. Staff considers the area in and around the upper reaches of La Honda Creek to be a potentially viable trail route linking La Honda Creek Open Space Preserve with El Corte de Madera Creek Open Space Preserve in the future. Additional trail easements would have to be negotiated with other private property owners in order to make this connection feasible, and this area of La Honda Creek Open Space Preserve remains closed to the public for the foreseeable future. Caltrans needs to commence work on the culvert upgrade project as soon as possible before funds budgeted for highway drainage improvement work are returned to the State's general fund due to the current budget crisis. The proposed Right of Entry will allow Caltrans to enter District lands to install the m drainage improvements, q p and requires Caltrans to return to the District upon P r t of permanent drainage easements for the to obtain a an completion of the project g p g the footprint of the new drainage approximately one-half acre of land lying under e facilities. In p g rant the District the desired public trail easement or, if unable to exchange, Caltrans will either g , g t efforts will negotiate bate in good faith with the District to agree upon an do so despite its best , g g g p appropriate monetary compensation (see Terms and Conditions below). Caltrans expects to commence work on the project later this spring, and anticipates completing the project by the end of the year. TERMS AND CONDITIONS The attached Right of Entry includes the following key terms and conditions: • The District will issue the Right of Entry now to accommodate Caltrans' construction schedule. No later than 30 days after completion of the project, Caltrans agrees to apply to the District for permanent drainage easements. • The District's grant of permanent drainage easements to Caltrans will be subject to the permanent open space protections set forth in Public Resources Code 5540.6,which provides that the District may convey dedicated lands or a real property interest in dedicated lands to another public agency,provided that the receiving public agency's use of such lands or real property interest be consistent with the open space purpose of the District. • In exchange for the grant of permanent drainage easements, Caltrans agrees to use its best efforts to compensate the District in the form of a grant of a public trail easement across the Caltrans parcel located adjacent to La Honda Creek Open Space Preserve. • If, despite its best efforts, Caltrans is unable to obtain approval from the California Transportation Commission for the grant to the District of either a trail easement or fee R-09-24 Page 3 interest in the Caltrans parcel by June 30, 2010, both parties agree to negotiate in good faith in order to agree upon an appropriate amount and nature of compensation for granting the drainage easements. • Any grant of permanent easement rights to Caltrans will be brought back to the Board for approval at that time. FISCAL IMPACT The issuance of the Right of Entry to Caltrans will have no fiscal impact to the District's budget. PUBLIC NOTICE District lands largely surround the two locations of the proposed drainage improvement project. One private property owner adjacent to Site 2 has been mailed a copy of this staff report and an agenda for the board meeting at which this item will be considered. In addition, the Stillheart Retreat Center has been mailed a courtesy copy of the agenda and report. At such time as the acceptance of a trail easement from Caltrans comes back to the Board for approval as part of the proposed exchange of easements, all neighbors surrounding the Caltrans parcel will be notified. CEQA COMPLIANCE Project Description As the lead agency on this project under CEQA (California Environmental Quality Act), Caltrans approved a Categorical Exemption determination on May 8, 2007 for the following described project: Storm damage repair at two locations on State Route 35. Work at Post Mile 2.81 involves clearing and cleaning a silted up area near a culvert and riser above the road section, as well as p g placement of a trash/debris rack extension of the existing riser, and installation of a second shallow culvert. Work at Post Mile 3.56 involves replacement of an inlet and down drain system, reestablishing the embankment slope, and providing rock slope protection upstream from the inlet for a distance of 200 feet. Caltrans determined that the project will not have a significant effect on the environment, and is categorically exempt from CEQA pursuant to CEQA Guidelines Section 15301, which exempts the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. The action to be taken by the District consists of granting permission to Caltrans to enter and disturb approximately 1.4 acres of District open space lands for the purposes of undertaking the above-described project. Provisions included in the Right of Entry require Caltrans to take additional measures to avoid any potential significant environmental effects, including covering all exposed areas with erosion control fabric and hydroseeding, and adhering to erosion control and water quality best management practices., R-09-24 Page 4 CEQA Determination As a"responsible agency" under CEQA, the District has considered the lead agency's Categorical Exemption determination and has determined that no substantial changes in the project or in the circumstances under which it will be undertaken have occurred. Staff concurs with the Caltrans exemption determination that the project, with the additional measures required by staff, is exempt from CEQA pursuant to CEQA Guidelines Section 15301. NEXT STEPS royal is obt ained, the Permit to Enter will be executed b the Board President Once Board approval Y and transmitted to Caltrans for its execution. Attachments: Exhibit A: Locations of Proposed Caltrans Drainage Easements Exhibit B: Proposed Caltrans Exchange Parcel Exhibit C: Right of Entry to Caltrans Prepared by: Michael Reeves, Real Property Specialist Contact person: Michael Reeves, Real Property Specialist Graphics prepared by: Galli Basson, GIS Intern/Technician Site#1 Russian Ridge OSP m.... mop d N, Site #2 3- P aw _ ' Monte Bello Skyline Ridg OSP OSP Q Caltrans Culvert Location ® Russian Ridge Parking Lot ® Skyline Field Office ~•.... Exhibit A: Locations of Proposed Caltrans Drainage Easements a Miles 0 0 1 0 2 0.4 Produced by Midpeninsula Regional Open Space District, February 2009 i El Corte Caltrans Parcel de Madera Creek s OSP �o �je�ard a ° Stillheart ,Gc Property Beat Gu Potential Future Trail Route La Honda Creek Men Road OS P Exhibit B: Proposed Caltrans Exchange Parcel e 0 0.1 0.2 0.4 Miles Produced by Midpeninsula Regional Open Space District, February 2009 Midpeninsula Regional ! ' Open Space District RIGHT OF ENTRY Date: District: 4 County: Santa Clara Route: 35 P.M.: 2.8-3.6 Parcel No(s): 61347,61348,61349 Exp Auth: 3S6609 State of California Department of Transportation Mr.Bijan Sartipi District Director District 4 I11 Grand Avenue Oakland,CA 94612 Dear Mr.Sartipi: The Midpeninsula Regional Open Space District("District")hereby grants this Right of Entry to the State of California Department of Transportation("Department") to enter upon District lands located in Santa Clara County on State Route 35, P.M. 2.8 and P.M. 3.6 (the "Premises")to repair and replace an existing riser and culvert and build rock slope protection at P.M.2.8,and to reestablish the embankment slope,reconstruct pavement and over-side drain and build rock slope protection at P.M.3.6,and to accomplish all the necessary incidents thereto(the"Project"). The Premises is comprised of portions of Santa Clara County Assessor's Parcel Numbers 351-06-025, 351-07-004 and 351-07-005,as more particularly described in the legal description attached as Exhibit A hereto and as shown on the Right of Way Appraisal Maps attached as Exhibit B hereto,both exhibits incorporated herein by this reference. As a condition of this Right of Entry,Department shall add the following specifications to the construction contract let by Department for this Project: (1) The contractor shall minimize impacts to woody vegetation,and in particular shall avoid any adverse impacts to "TemporaryConstruction Easements" on the Right of Way Appraisal trees located within the areas labeled as S YI Maps attached as Exhibit B hereto. (2) At the completion of the work, the contractor shall cover all disturbed areas with an erosion control fabric and reseed. The hydroseeding and erosion control seed selection is specified in Exhibit C attached hereto and incorporated by this reference. I (3) The contractor shall incorporate into the project all practicable erosion control and water quality Best Management Practices. All work done under this Right of Entry shall conform to all applicable building,fire,environmental and sanitary laws, ordinances, and regulations relating to such work, and shall be done in a good and workmanlike manner. All structures, improvements or other facilities, when removed and relocated, or reconstructed by Department, shall be left in as good condition as found. It is understood by the parties that this Right of Entry does not itself constitute the grant of a Right of Way or temporary or permanent easement. No later than 30 days after completion of the Project,Department will apply to District for the legal right to maintain,repair,and install the above-described Project on District land on a permanent basis in the form of three permanent drainage easements (the "Drainage Easements") as shown on Exhibit B. The Drainage Easements will be subject to the restrictions of use set forth in Section 5540.6 of the California Public Resources Code. i It is further understood by the parties that this Right of Entry is not a waiver in any way of the right of compensation for the Drainage Easements or of any remedy authorized by law to secure payment therefor. District acknowledges it has been advised of its right to receive immediate compensation when the Drainage Easements are granted and has waived that right, agreeing to be compensated at a later date. Department acknowledges that District desires to pursue the exchange of the Drainage Easements for a permanent 20-foot wide easement over Department's lands identified as State Parcel Number 19765 located along State Route 35 at P.M. 29.168, as shown on the Right-of-Way Record Map attached as Exhibit D hereto ("Department Premises")for District public recreational trail purposes(the"Trail Easement"). This Right of Entry is granted in consideration of the construction of the Project,which is understood by the parties to be required by Department,with the understanding that Department will hereafter without unnecessary delay, negotiate in good faith with the undersigned,and any other person, if any,having any right,title or interest in the Premises,to agree upon terms of compensation for the Drainage Easements. Department agrees that it will use its best efforts and take any required action, including seeking approval by the California Transportation Commission,to compensate the District in the form of the Trail Easement described above. If,by June 30,2010,such Trail Easement cannot be granted despite the best efforts of Department, then Department and District will thereupon negotiate in good faith in order to agree upon an appropriate amount of compensation and the nature of the compensation for granting the Drainage Easements,whether in money,property interests, on- or off-site mitigation, or any combination thereof. If such an agreement cannot be reached, Department will promptly commence eminent domain proceedings, including a deposit of funds to support an Order for Possession, to have such compensation determined. Section 1245.235 of the Code of Civil Procedure requires Department to give each person whose property is to be acquired by eminent domain notice and a reasonable opportunity to appear before the California Transportation Commission and be heard on the matters referred to in Section 1240.030 of the Code of Civil Procedure,which provides: The power of eminent domain may be exercised to acquire property for a proposed project only if all of the following are established: (1) The public interest and necessity require the project. (2) The project is planned or located in the manner that will be most compatible with the greatest public good and the least private injury. (3) The property sought to be acquired is necessary for the project. 4 The offer required b Section 7267.2 of the Government Code has been made to the owner or others of record. O q Y (If an offer has not been made,an appraisal will be prepared as soon as practicable and an offer made of the full amount of such appraisal). By granting this Right of Entry of the Premises to Department, District agrees to the following: (1)District specifically waives the notice required by Code of Civil Procedure Section 1245.235 of the hearing of the matter referred to in Code of Civil Procedure Section 1240.030 and the adoption of the resolution of necessity by the California Transportation Commission authorizing the taking of the property described in Exhibit A; (2)District shall not object to the filing of an eminent domain proceeding to acquire the property described in Exhibit A; and (3)in any eminent domain action filed by Department to acquire the property described in Exhibit A,District shall not challenge Department's right to take such property,and the only issue shall be the amount of just compensation for the property. I It is understood that Department will pay interest from the date of the full execution of this Right of Entry on the just compensation paid by Department. The rate of interest will be the rate of earnings of the Surplus Money Investment Fund and j i i 2 I computation will be in accordance with Section 1268.350 of the Code of Civil Procedure. Interest will be computed to and including the date of deposit of compensation. State agrees to indemnify and holds harmless Grantor from any liability arising out of State's operations under this agreement. State further agrees to assume responsibility for any damages proximately caused by reason of State's operations under this Right of Entry and State will,at its option,either repair or pay for such damage. Department and its contractors shall have sole responsibility for the safeguard of their equipment, property, and personnel from any and all injury, death, or damage, and Department shall, at its option, either repair or pay for such damages. Department's right of possession and use of the Premises under this Right of Entry shall commence on February 25, 2009. It is agreed and confirmed by the parties hereto that the rights and obligations under this Right of Entry shall terminate upon the recordation of the Drainage Easements and payment of the compensation for the Drainage Easements as set out herein. IN WITNESS WHEREOF,the parties have executed this Right of Entry the day and year first above written. STATE OF CALIFORNIA MIDPENINSULA REGIONAL OPEN DEPARTMENT OF TRANSPORTATION SPACE DISTRICT ACCEPTED: ACCEPTED: By BY R.A.MACPHERSON NONETTE HANKO Deputy District Director President,Board of Directors Right of Way ATTEST: RECOMMENDED FOR APPROVAL: By By GREG SAM SHIRLEY DILLARD District Clerk Right of Way Agent Acquisition Services APPROVED AS TO FORM: By JASPREET SINGH By District Branch Chief Susan M.Schectman Acquisition Services General Counsel By RECOMMENDED FOR APPROVAL: NANDINI SHRIDAR Project Manager Project Management-South By Michael Reeves Real Property Specialist 3 EXHIBIT A PAGE 1 OF 6 EXHIBIT"A" Those portions of the parcel of land described in the Gift Deed to the MIDPENINSULA REGIONAL OPEN SPACE DISTRICT recorded Dec. 29, 1978 in Book E 198, page 390, Doc. #6245239, Santa Clara County Official Records, described as follows: PARCEL 1 (61347-1): An easement for water drainage purposes and incidents thereto, upon and across a strip of land 20.00 feet wide,the northeasterly line of which is described as follows: Beginning for reference at the easterly terminus of the course described as "South 68o32'30" East 1479.80 feet" in said gift deed; said terminus being on the northeasterly line of said parcel of land and the southwesterly right of way line of State Route 35 (Skyline Blvd.);thence along said northeasterly line and said right of way line, tangent to said course, along a curve to the right with a radius of 1450.00 feet, a central angle of 21o08'06" and an arc length of 534.87 feet to the true point of beginning of said described line;thence continuing along said northeasterly parcel line and along said right of way line, along said curve to the right with a radius of 1450.00 feet, through a central angle of 1 o08'48" an arc length of 29.02 feet to the end of said described line. Containing 576 square feet, more or less. PAR CEL 2 (61347-2): A temporary easement for construction purposes and incidents thereto, to terminate June 30, 2009, upon and across a strip of land 40.00 feet wide, the northeasterly line of which is described as follows: Beginning for reference at the easterly terminus of the course described as "South 68°32'30" East 1479.80 feet"in said gift deed; said terminus being on the northeasterly line of said parcel of land and the southwesterly right of way line of State Route 35 (Skyline Blvd.); thence along said northeasterly line and said right of way line, EXHIBIT A PAGE 2 OF 6 tangent to said course, along a curve to the right with a radius of 1450.00 feet, a central angle of 10-26'32" and an arc length of 264.26 feet to the true point of beginning of said described line;thence continuing along said northeasterly line and said right of way line, along said curve to the eight with a radius of 1450.00 feet, through a central angle of 1 5o 1644" an arc length of 386.87 feet to the end of said described line. Excluding therefrom the area contained in PARCEL 1 (61347-1), previously described in this document. Containing 14,677 square feet, more or less. This real property description has been prepared by me, or under my direction, in conformance with the Professional Land Surveyors Act. \.AND. ORY lg 9- 2-00% P. No.6811 (P C EXHIBIT A PAGE 30F6 EXHIBIT"A" Those portions of the parcel of land described in the Grant Dead to the MIDPENINSULA REGIONAL OPEN SPACE DISTRICT recorded Dec. 7, 1977 in Book D 322, page 738, Doc. #5863405, Santa Clara County Official Records described as follows: PARCEL 1 (61348-1): An easement for water drainage purposes and incidents thereto, upon and across a strip of land 125.00 feet wide, the southerly line of which is described as follows: Beginning for reference at the southwesterly comer of said parcel of land,said corner being on the northerly right of way line of State Route 35 (Skyline Blvd.);thence along the southerly line of said parcel and the northerly line of State Route 35,from a radial bearing of S. 1044144"W, along a curve to the left with a radius of 250.00 feet,a central angle of 8o02'37" and an arc length of 35.10 feet to the beginning of said described line;thence continuing along said southerly line and said eight of way line, along said curve to the left with a radius of 250.00 feet, through a central angle of 22o52'3Tan arc length of 99.82 feet and N 69o49'30'E 20.64 feet to the end of said described line. Containing 11,939 square feet, more or less. PARCEL 2 (61348-2): A temporary easement for construction purposes and incidents thereto,to terminate March 30, 2010, upon and across the following described parcel of land: Beginning for reference at the southwesterly comer of the parcel of land described in said Grant Dead; said corner being on the northerly light of way line of State Route 35 (Skyline Blvd.);thence along the southerly line of said parcel and said right of way line,from a radial bearing of S 10-44'44"W, along a curve to the left with a radius of 250.00 feet, a central angle of 1 o08'05" and an arc length of 4.95 feet to the EXHIBIT A PAGE 40F6 true point of beginning; thence continuing along said southerly line and said right of way line, along said curve to the left with a radius of 250.00 feet through a central angle of 29o47'09"an arc length of 129.97 feet and N 69o49'30'E 83.23 feet; thence leaving said southerly line and said right of way line, N 20o10'03"W 150.00 feet;thence S WOW"W 83.23 feet; thence along a tangent curve to the right with a radius of 100.00 feet, a central angle of 46o26'42"and an arc length of 81.06 feet;thence S 0o55'1 7" E 156.84 feet to the true point of beginning. Excluding therefrom the area within PARCEL 1 (61348-1), previously described in this document. Containing 16,322 square feet, more or less. This real property description has been prepared by me, or under my direction, in conformance with the Professional Land Surveyors Act. �,ORYC/ Jocl 7 'Zoo EXP. NO.6811 -------------- EXHIBIT A PAGE 5 OF 6 EXHIBIT"A" Those portions of the parcel of land described in the Grant Deed to the MIDPENINSULA REGIONAL OPEN SPACE DISTRICT recorded Feb. 1, 1982 in Book G 586, page 502, Doc.#7270371, Santa Clara County Official Records described as follows: PARCEL 1 (61349-1): An easement for water drainage purposes and incidents thereto, upon and across a strip of land 50.00 feet wide, the northerly line of which is described as follows: Beginning for reference at a point on the southerly right of way line of State Route 35 (Skyline Blvd.), said point being a beginning of curve at station 28+06.71 as shown on the Caltrans Right of Way Record Map R-518.1; thence along said right of way line, S 69o49'30"W 386.98 feet to the beginning of said described northerly line; thence continuing along said right of way line, S 69°4930"W 35.00 feet and along a tangent curve to the right with a radius of 350.00 feet, a central angle of 13404'41"and an arc length of 79.89 feet to the and of said described northerly line. Containing 6,030 square feet, more or less. PARCEL 2 61349-2 : A temporary easement for construction purposes and incidents thereto, to terminate June 30, 2009, upon and across a strip of land, 70.00 feet wide, the northerly line of which is described as follows: Beginning for reference at a point on the southerly right of way line of State Route 35 (Skyline Blvd.), said point being a beginning of curve at station 28+06.71 as shown on the Caltrans Right of Way Record Map R-518.1; thence along said right of way line, S 69°49'30"W 338.75 feet to the beginning of said described northerly line; thence continuing along said right of way line, S 69o49'30"W 83.23 feet and along a tangent curve to the right with a radius of 350.00 feet, a central angle of 22o18'02"and an arc length of 136.23 feet to the end of said described northerly line. I EXHIBIT A i PAGE 6 OF 6 Excluding therefrom the area within PARCEL 1 (61349-1), previously described in this document. Containing 10,286 square feet, more or less. This real property description has been prepared by me, or under my direction, in conformance with the Professional Land Surveyors Act. D RYC/�c�F�Q� -02 * NO.6811 4 1. � CA I i SANTA CLARA COUNTY STATE ROUTE 35 NEAR SKY LONDA AT 0.6 [MILES SOUTH OF AND AT 0.2 MILES NORTH OF ALPINE ROAD/ PAGE MILL ROAD PM 3.6 PM 2.8 TO ROUTE 9 TO.R_. O—u—TE 84 r SAAr1. I C RO �{pUTE 351 A-10405.2 CJ co 61348 to _ cp �p \ 61349 A-10405.1 SANTA CLARA COUNTY PvQ 61347 , SAN MATEO COUNTY v� 519 BTArz a cA[vBroBA wuueBB,iRAMRBBTAnbY AIEc MOBNIN A�OECT svABTRCYT Oi TBAMARMTATIO� RIGHT OF WAY _ APPRAISAL INDEX MAP A-10405.0 ._ not ro SME �..ww oaRGaK a BRGw Big GroES - IS:Gb .RiRR6LLG R E E E R E C E G R[CMB ub.BgRi �. bMn Ravi[ ul[ sK[R d:l umR ir.kL...r<ene.. [x..n C�ECBEB 8i: LL OJ. 4[bRE[ SA.t' iDiCS/Bi 54 X 3J,1J 1 SANTA CLARA COUNTY SECTION 16 T. 7 S. R. 3 W. M. D. B. SE M. s / P.M. 3.6 M1DP_NINSULA R_GIJNAI 5 11 3rJ E OPEN SPACE DISTRICT DOC. N0. 6721627 s�asc E z• 5/5/1980 ROUTE 35 ' ;''moo APN 351-07-003 sfa•srso-E � � � � � 'T,1s ,9r � �e'r'026�'�T16'426�. R'�•so.°°. �,1`ze sm-s.•or-r ��,t �" L.z>o•x`°ai '1s\ TEMP.CMSM ESYT.AA I DPLN I NSllI A R_G I UNAL cwT-z Kmti DkA 'zf s ' WWWMMI OPEN SPACE DISTRICT TewE sno.a EsuT. DOC. NO. 6245239 u3•iy sn�_ /-/ z \• o 12/29/1978 APN 351-07-004 T— M°• R.M6 LENGTH "`� I-"SFo Y u,.x..E l ELC LEGEND BASIS OF BEARINGS 519 • OWENSION POINT •T.T,Mw uvnMsn� �n THE BEARINGS USED ON THIS NAP n•nMf•oCT;AAK0PPMTATw•MMA gouMMiMAGUCT P.cn- si,.Yroa PR •"` """""`: PtY.nEs °f P°""" DOC.NO. DDCLWENT NUMBER ARE ASSUMED AND TAKEN FROM THE colt Toru'�nn `MiEL EWSS nI. < E -E c sucwEni u APN ASSESSOR'S PARCEL NUMBER CALTRANS RIGHT OF WAY RECORD RIGHT OF WAY YPLuciu wL o,E+xf¢m. >m, Yes.� e.cxsss.xYwuurt L.4Kr`•`� a1 TOTAL NAPS R SIBJ 6 R-Sry.2l APPRAISAL MAP S.F. SQUARE FEET E - A-10405.1 SCALE: 1-50' 5. ., F w wM Cro- FJ lSffp Y• R E E E R F M[E S nNnMSY N,ItE P°SI E••arrerN°.Swent� �'!T� �YT[°Pv PRi24 REE�xO M.Tf LEEi i D:] k Pa• ma Aw.w R [s,srw. L°Pf5 on5ioi >5 ,.y�unvu n•...w a ry utva a Em..P.•ow i.N1rw aW tot I SANTA CLARA COUNTY sa gE '� SECTION 22 lT. 7 S. R. 3 W. M. D. B. & M. �� wg J PM 2.8 MIDPENiNSULA REGIONAL K. eu+wc oat. I EEJ,ei Es-ww E mu• 1 rEJw.fJfWµ cu,e-z OPEN SPACE DISTRICT Ex n ot•es•,r a snco• �1' ESWT. nc -C—T. DOC- NO. 5863405 u "a.rr E ssJJc 1\ / ESW. 12/07/1977 u e EEaFw snEEt "sr,rr E ssuD• \e ft ��+r APN 351-06-025 E \o �,e ^ ,a nsna DELTA EtIIDA (. tr I.4 A !_ w Cd CJ lSpDb 6•W.r laF Y,!r \�� u 4on00' O'OYr alm' �O ROUTE 35' C, Wont K•S',T nnc' q - .. - n J90.00' raw SU.' "I"--E .rep rt' `i\°• t,i ca EE W49-]k L•f EJ,OJ KS.r3trE ^i. TE DNST•CS M I DPEN I NSIJLA RE(,I OVAL TELL]/w. 4� OPEN SPACE DISTRICT ESYT. \ DOC. NO. 7270371 . 12/OV1982 APN 351-07-005 t SANTA CLA$A COUNTY_ _ SAN MATBO COUNTY hE LEGEND BASIS OF BEARINGS 518 Tlf REARMS USED ON MS YAP 1=11 DE csur°n"u d' wu.p,.r.m.�+aQ.s uu..cs aEEmton • DMENSION PONNT ARE ASRAU AND TAKEN FROM THE aoaxeaa.iallMpranTxTJ01J!fo"DAl aaenci pV.YlYEM OF TiMM,PgtieTOM _- r.nEa• cna"oe w.xrw �^' M. rN aEu EUEss '"��"� nTE DDo"En aEt. DOC.NO. DOCUMENT H-WER CALTRANS RUT OF WAY RECORD RIGHT OF W A Y -pn u J.E �xr n ON ASSESSOR'S PARCEL NWBER MAPS R-98.1 A R-519.3. wu.� E awE enx vLLE m�. wo ox uJ+E� mD Jf..FIDIUJ"�E.5Elf1 IT) TOTAL canrwc sE:.uE APPRAISAL MAP S.F. SQUARE FEET A-10405.2 SCALE: 1"=60' DNaN rtr LL EVES f.x. ]f,iw a E E E e E a c E s p+TC -T+ puff POSJ Lmw�r.fki x., •kr �F�ax�.rin°. [M•iwnh w"a0"W S.rr:[LL n r .OaxK,6 [KnED Cn D.t E4 LVfS 1M rwF[2`xx1E n"nm-s w u anrrNMY[ � EXHIBIT C PAGE 1 OF 2 District Prescribed Erosion Control Measures In addition to covering all disturbed areas with an erosion control fabric and incorporating into the project all practicable erosion control and water quality Best Management Practices, Caltrans shall follow the erosion control prescription described below specific to each site. Caltrans Proiect Parcel No. 61347 (Russian Ridge) Caltrans shall use either the"native grass straw"approach(option#I) or the "weed-free straw" (option#2)approach for this site. NO seed shall be used at this site as it is immediately adjacent to a large stand of a native grass,meadow barley, and there is risk of contamination if seed is introduced at the project site. 1. Native grass straw—purchase native grass straw from native grass seed companies. Native grass straw is the stem part cut and baled from a native grass field after the seed has been harvested. This straw should not have the weeds that are present in other types of straw bales. Spread straw across site after all grading work(and seeding if applicable) is completed. Straw may need to be crimped into the soil on larger sites, such as by running a piece of track-walking equipment across the spread straw. Spread straw so that it is at least 2 inches thick above soil. 2. Weed-free straw—purchase weed-free straw; often it is rice straw. Our experience is that sometimes, despite the claim that it is weed-free,this straw may not be. California does not have a certification program to regulate the quality of weed-free straw. Some companies provide straw that has been certified by the States of Washington or Oregon and these may be more reliable. Spread straw so that it is at least 2 inches thick above soil. Caltrans Project Parcel Nos. 61348 and 61349 (Monte Bello and Skyline Ridge) Caltrans shall use the"litter mulch" approach described below(option 43)if enough existing woody material is removed to create mulch for the site. If not,then Caltrans shall use the"sterile wheatgrass hybrid seed"approach described below(option#4) in conjunction with option#2 above to cover the bare soil. 3. Litter mulch—chip all removed trees and branches and stockpile outside of grading area. Also,prior to grading,you can scrape off the existing leaf litter and/or organic surface soil and stockpile. For long construction periods,these stockpiles should be covered with tarps to prevent infestation with weed seeds. [Make sure contractors save the chips and litter in a safe place for later use. We have had contractors carelessly chip and store this material in ways that it could not be retrieved for later use.] On small sites,rake a portion of the litter from the surrounding forest onto the newly exposed soil. Do not leave either the construction area or the borrow site bare; the litter most be spread to provide cover so i EXHIBIT C PAGE 2 OF 2 no bare soil is exposed or left exposed. Spread chips or litter so that it is at least 1 inch thick above soil. 4. Sterile wheatgrass hybrid seed—spread sterile wheatgrass hybrid seed(commercial product known as"Regreen")which germinates quickly and vigorously once irrigated, but is an annual and will not produce viable seed after one to two years. This grass is suitable in areas that are too shady to support grass growth over the long term but which require erosion control cover in the short term. Remove all weeds and miscellaneous plant material from surface of soil to be planted. Total seed mix rate should be 50 lb/acre. Seed should be lightly raked into soil and covered with 1 to 2 inches of straw (see above). I I i 2 i i i bi5 zrbt9-tl 001%1 `lly)$ r � cm \ a C ...t•FI9f'^'1• '��_B'+14ifat��4ii C .5W anCar�rp -'Sl!-a.�.• 9Z"�3 _ «+�wi+-r r a� r�1 ;rd,_-_ �1 I��. _._y t' a, •�ti x a �.'� z H� s 1 f V t-L , - ' Uyyyt� � x; .i t�2� ,Ar.r•r ' t�++7�,.¢.ti� �,- s ye.c s a aw P1 s \ i y 1'iYHll t'F hi4f1 9i � q LZ _ ;� tea;:ii�t w "-• ' '�' r:.�lc.a �� s-,_ «c". f s Ap �fmr w t ">" �5 F E.,_ T` �,�r.wi \,� •,� r � _ t �,' ��, xzc� ; z t r ?�rp�r v'_� A. `A�J.si '=.i� i ��� 'i` "°".�,. t•�s ; '' ® �Y�_ CrE) R cso ,! y.:.3 s �•n� .n•x-.=.,..t+.tsx .va�.,,�.�..� I xwu V-* a uYcr:Rr r► ac,rf ssyss I I ? ! f77 L) :: � j �/ Ji tt r=%y -✓i � r,7 r �'tJ5' r - v. S _ 'N( nl t.�/r�(6 2.'ti G✓���.q b'/-'-'�;�%`--c?t �L,y."cr _ _ —141 Tr Ent- MY T - /r 0 •TIll r € 0.0 - -= r� { N gWHOM - yet z T Ac- N Pill 1. - rye - MRC- Y a _ - .mom �•g�� =-` �":_-ate""`=:= _-ems __ - _-.� � Midpeninsula Regional Open Space District R-09-29 Meeting 09-06 February 25, 2009 AGENDA ITEM 7 AGENDA ITEM Authorization to Amend the Contract with EDAW, Inc., for an Additional Amount of$89,245 and Allow for a$10,000 Contingency for a Total Contract Amount Not to Exceed $350,597, to Provide Additional Master Planning Services for the Sierra Azul and Bear Creek Redwoods Open Space Preserves GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to amend the contract with EDAW, Inc., of San Francisco for an additional $89,245 and allow for a$10,000 contingency for a total contract amount not to exceed $350,597 for master planning services at Sierra Azul and Bear Creek Redwoods Open Space Preserves. BACKGROUND The Sierra Azul/Bear Creek Redwoods Open Space Preserves Master Plan Project will result in a comprehensive and long-term use and management plan for the District's two southernmost Preserves that will establish the framework to protect the natural, cultural, and historic resources in these rural landscapes; provide opportunities for low-intensity public access, interpretation, and education that complement resource protection; and follow a collaborative, community-based approach to engage stakeholders and the public in the planning process. On May 26, 2004, the Board of Directors authorized the General Manager to execute a contract with EDAW, Inc., ("EDAW") to provide master planning services for Sierra Azul and Bear Creek Redwoods Open Space Preserves for a sum not to exceed $170,000 (see Report R-04-52). On April 13, 2005, the Board of Directors authorized a contract amendment for an additional $38,000 to conduct additional stakeholder interviews, assist with the facilitation of a focus group meeting, and complete a preliminary historical research and analysis of the Alma College site (see Report R-05-42). On June 14, 2006, the Board of Directors authorized a second contract amendment for an additional $57,250 to also fund preparation for and attendance of two additional Ad Hoc Committee meetings, preparation for and facilitation of a District Staff Alternatives Workshop, transportation engineering analysis to address traffic issues regarding the proposed parking lots and road crossings, and assistance with holding an Open House prior to the first public hearing (see Report R-06-15). * R-09-29 Page 2 EDAW initiated work on the Master Plan in October 2004 with the first phase of the project focusing on data collection and data review. During the second phase of the project, EDAW assisted staff with the facilitation of two public workshops, numerous Ad Hoc Committee Meetings, and one focus group meeting. During the third phase, EDAW has prepared for and facilitated a Staff Workshop to review and obtain staff input on the Draft Plan Alternatives and completed draft copies of the Administrative Master Plan document and Programmatic Environmental Impact Report. DISCUSSION The Ad Hoc Committee is expected to review the Draft Plan and Draft Programmatic Environmental Impact Review(EIR) documents in April of 2009, prior to full Board and public review. However, with the unexpected departure of the Planning Manager in late December and the subsequent backfill of that position with the current Sierra Azul/Bear Creek Redwoods Master Plan Project Manager, additional consulting services will be needed to meet the project schedule Given the unexpected additional workload and time demands of the Interim Planning Manager/Master Plan Project Manager, coupled with the Board of Director's strong desire to make substantive progress on the Master Plan projects this calendar year, staff recommends shifting much of the remaining project workload for the Sierra AzulBear Creek Redwoods Master Plan project to the consultant. Should the Board approve the contract amendment, EDAW is confident that the Sierra AzulBear Creek Redwoods Master Plan can be completed by the end of the next fiscal year (February 2010). Tasks remaining with scheduled due dates include: April 2009 Present the Administrative Draft Master Plan and Programmatic EIR to the Ad Hoc Committee for review and edits June 2009 Release the Draft Master Plan and Programmatic EIR for Board and public review July 2009 Hold a public open house to present the Draft Plan recommendations and answer initial questions Oct 2009 Begin preparing the Final EIR(responses to comments) Nov 2009 Hold the first public hearing on the Draft Plan and Draft EIR Dec-Jan 2010 Finalize the Master Plan and Programmatic EIR Feb 2010 Hold the second hearing for Board adoption of the Final Master Plan and certification of the Final Programmatic EIR In addition to completing the Administrative Draft, Final Draft, and Final Master Plan and Programmatic EIR documents, drafting public notices and agendas, and preparing for and attending the Open House and public hearings, EDAW would also be responsible for adhering to the filing, notification, and review requirements under the California Environmental Quality Act (CEQA), preparing a public comment summary and final Administrative Record, and drafting District responses. The cost of the additional consultant services for the Master Plan total $89,245. Staff also requests a contingency amount of$10,000 to cover the cost for unanticipated additional services to complete the project, which may include preparation for and attendance of additional Ad Hoc Committee or public meetings (including the contract amendment, the consultant is expected to R-09-29 Page 3 assist with two Ad Hoc Committee Meetings, one Open House, and two Public Hearings). Staff believes these amounts to be reasonable given the workload required to complete the additional Master Plan tasks. A large percentage of the remaining workload, which includes compiling and organizing comments, and making edits to draft and final versions of the documents, is largely administrative, but nonetheless time consuming. The recommended contract amendment plus the additional $10,000 contingency would increase the Board authorized contract amount to a not-to- exceed total of$350,597. FISCAL IMPACT The Planning Department amended FY2008-09 budget includes $68,000 for this project, of which approximately $49,400 remain as of February 9, 2009. The preliminary FY2009-10 project budget, which will soon be presented to the Board of Directors for approval, is $118,500. There are sufficient funds remaining in the current fiscal year budget and sufficient new funds allocated in the proposed FY2009-10 budget to cover the cost for the additional Master Planning services. PUBLIC NOTIFICATION None required. CEQA COMPLIANCE Staff concludes that amending the consultant agreement for master planning services does not constitute a project under the California Environmental Quality Act(CEQA). Therefore,the recommended action is exempt. Future action taken by the Board to implement the consultant's work, such as adopting the Master Plan, is subject to CEQA review at that time. NEXT STEPS Subject to Board authorization staff will proceed with amending the contract agreement with S � p g g EDAW for additional master planning and project management assistance to complete the remaining project tasks and finalize the Sierra Azul/Bear Creek Redwoods Master Plan. Key Master Plan and Programmatic EIR doc uments, will deliverables, including public notices and the Mast g , be reviewed by staff with edits completed by the consultant prior to finalizing and releasing these documents for public review. Prepared by: Ana Ruiz, AICP, Interim Planning Manager Contact Person: Same as above ' ( Midpeninsula Regional Open Space District r � . y R 09-2 3 Meeting 09-06 February 25, 2009 AGENDA ITEM 8 AGENDA ITEM Field Enforcement Activity for Calendar Year 2008 and Ten-Year Field Activity Summary GENERAL MANAGER'S RECOMMENDATION Z_)� Accept the Calendar Year 2008 Miscellaneous Enforcement Activity Summary and the Ten-Year Field Activity Summary. DISCUSSION Since April 1995, staff has provided the Board with written monthly reports on emergency incidents and enforcement activities on District land. At the end of each year the Board is given an annual summary that includes a comparison with previous years. Two summaries are presented for your review in this staff report: the 2008 Miscellaneous Enforcement Activity Summary(Appendix A), and the Ten-Year Field Activity Summary(Appendix B), with highlights represented in graphical form (Appendices C and D). The Miscellaneous Enforcement Activity Summary(Appendix A) lists, in chronological order for the past year, contacts made or reports taken by staff of potentially serious, violent, or other criminal activity on or near District land. This is not a comprehensive list of incidents, but reflects those of special interest or concern. Events which posed special concern for ranger safety, or which were unusual in nature are included. The Ten-Year Field Activity Summary includes violations of District Land Use Regulations, emergency responses, criminal activity, and mutual aid incidents. Only contacts that resulted in some form of written record, such as a District incident report, written warning, citation, log notation, or mutual aid assistance report have been included in these summaries. General assistance to preserve visitors, informational contacts, and verbal warnings have not been included. Trends and Issues This year, the total number of noted violations of District ordinances was 1,579. This is a decrease of 209 incidents from the 2007 total of 1,788. "Parking", and"Parking After Hours" violations constituted 548 instances of the recorded District violations. As such, parking issues at Rancho San Antonio continue to be of concern. When parking violations are removed, the number of noted violations of District Ordinances decreased by 152 from 1,183 in 2007 to 1,031 in 2008. Some of the lower numbers in 2008 may correlate with reduced enforcement due to ranger positions that were vacant throughout the year. II R-09-23 Page 2 Recorded bicycle violations fell from 356 in 2007 to 290 in 2008 (see chart below). The number of recorded bicycle speed violations and night riding violations remained the same or about the same while closed area and helmet violations were both reduced. There was also one citation for misdemeanor unsafe operation of a bicycle that is not included on the chart below. The number of closed area violations tends to vary according to the weather, since trails are not generally closed during dry periods. 2000 2001 2002 2003 2004 2005 2006 1 2007 2008 A. VIOLATIONS 1.Bike-closed area 99 62 60 63 89 58 94 89 52 2.Bike-speed 64 82 101 93 146 113 92 89 80 3.Bike-helmet 128 159 135 152 187 124 157 166 146 Bike-night riding 3 39 5 25 13 24 18 12 12 Total Bicycle Violation 294 342 301 333 4351 319 361 356 290 In 2008 there were 31 incidents of vandalism, which is lower than the 52 recorded in 2007. In addition this reflects the lowest total number of incidents since the high of 107, recorded in 2000. The total varies by year and no specific pattern has been identified for this variance. Staff continues to monitor the vandalism problem, efficiently clean, repair or replace vandalized property, and has installed more vandal resistant infrastructure, such as metal signs with a graffiti resistant coating. The number of accidents experienced by all user groups remained roughly the same at 91 compared to 94 last year. Appendix D provides graphically represents accident trends for different user groups. The overall number of citations written decreased from 1,072 in 2007 to 976 in 2008. This is in part due to five of the District ranger positions being vacant. These positions have since been filled. The vacant positions also had an impact on the number of observed violations of District Ordinances, which is the lowest since 2002. The shortage of patrol coverage also had an impact on the number of observed bicycle violations in 2008. "Bicycle in a Closed Area" violations decreased from 89 to 52. A drier than normal winter may also have contributed to fewer violations of the seasonal trail closures. Other bicycle violations remained similar to prior years. Longer term it is expected that the trend of increased violations and citations will continue. Increased acreage, usage, and increased staffing would explain this trend. Vandalism continues to be an area of particular concern to staff, because of the time and cost involved in replacing signs, and repairing and cleaning facilities. FISCAL IMPACT No fiscal impact is anticipated from the acceptance of this information. PUBLIC NOTICE None required. CEQA COMPLIANCE None required. R-09-23 Page 3 NEXT STEPS Staff will continue to actively enforce District regulations, compile statistics for annual review, and encourage all users to act in a manner that provides for the protection of the natural resources, and allows for the safe and enjoyable use of the preserves by all visitors. Attachments: Appendix A—2008 Miscellaneous Enforcement Activities Appendix B—Ten Year Field Activity Summary Appendix C —District Enforcement Activities Ten Year History Appendix D—Accidents By User Type Prepared by: Gordon C. Baillie, Management Analyst Chris Barresi, Supervising Ranger Contact Person: David Sanguinetti, Operations Manager II 1 R-09-23 Page 4 2008 Miscellaneous Enforcement Activities APPENDIX A KEY SCSO Santa Clara Sheriffs Office CALFIRE CA Dept. Forestry OS Off District lands SMSO San Mateo Sheriffs Office CHP CA Highway Patrol LGPD Los Gatos Police F&G CA Fish& Game EPAPD East Palo Alto Police Dept. CAMP Campaign Against Marijuana Program Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance January 12 A neighbor in the Mt. Umunhum Rangers discovered 6 holes in District 2 area of Sierra Azul OSP reported signs and found 50-caliber shell casings. hearing large caliber gunshots. 16 An alcohol prohibited violation A ranger cited three individuals for 3 State Parks, occurred in Long Ridge OSP. unlawful possession of alcohol without a Santa Cruz picnic. One of the subjects was a minor County SO and was released to a relative. The other two subjects were picked up by a friend. 20 Rangers witnessed a neighbor The suspect pled guilty to an infraction 2 cutting and taking firewood in Bear violation(802.1, vehicles prohibited) Redwoods SP. When the and aid 385 in fines. The wood CreekO $ P suspect drove into the preserve to disappeared the next day. remove the wood, rangers cited the individual for multiple misdemeanor char es. 26 A Ranger contacted a father and son The ranger cited the father for firearms I carrying 22-caliber rifles in the prohibited. The father admitted they Loma Prieta area of Sierra Azul were there for target practice. OSP. They were contacted in a closed area of the preserve. February 5 A District Volunteer Trail Patrol Maintenance staff removed and I member reported approximately 24 disposed of the tires tires had been dumped at the Higgins Rd. parking area at Purisima Creek OSP. 6 A hiker at St. Joseph's Hill OSP LGPD responded and interviewed both 3 LGPD flagged down a Ranger to report an parties. There had been an altercation individual had assaulted him. the week before, where one person chased and pushed the other person. No charges were filed. 20 A Ranger found an abandoned A license plate check revealed the I vehicle in Sierra Azul OSP off vehicle to be stolen. The vehicle was Loma Prieta Road. referred to CHP. 21 A Ranger found the remains of a Approximately '/4 acre of vegetation had I marijuana garden at Sierra Azul been cleared, including trees up to 6" in OSP. diameter. There was also wire fencing, irrigation tubing, and seedling containers. R-09-23 Page 5 Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance 22 A marijuana grow site and CALFIRE responded to assess the 3 CALFIRE methamphetamine dump site were potential for hazardous materials danger discovered in Monte Bello OSP. and determined it was safe for District employees to clean up. SCSO was notified of the grow site. 29 A Ranger discovered 307 grams of SMSO responded but did not take the 2 SMSO marijuana partially buried in the contraband. It was taken into the Dennis Martin Creek area of Skyline Field Office evidence and Thornewood OSP. property system. March 9 Rangers discovered a bicycle, pump, The information was relayed to SCSO as 2 beer cans, and green mesh netting at evidence of marijuana planting in the Saratoga Gap OSP. area. 18 A visitor was contacted for The individual stated that he had GPS 2 collecting mushrooms in Skyline coordinates of the site he described and Ridge OSP. While receiving a for additional marijuana gardens in the citation, he stated that he had found, area. The information was shared with off trail in the preserve, an area SMSO. being cleared for marijuana planting. 20 At the Russian Ridge OSP parking SMSO responded but could not 4 SMSO lot, rangers encountered a Spanish determine if a crime had been speaking individual who stated he committed. Rangers provided the had been lost for four days. He individual with food and water and stated he worked in a marijuana transported him to Skylonda,where bus garden but could not remember its service is available. The following day, location. a Supervising Ranger met with 3 SMSOs to provide orientation to the sus ected areas of illegal cultivation. 22 A vigilant District Ranger was SCSO responded and stopped the 2 SCSO conducting surveillance of the suspect vehicle. They arrested the two Rancho San Antonio County Park individuals who were armed at the time parking lot in response to a high of the stop. There were drugs, drug volume of auto break-ins. The paraphernalia, cash, and stolen licenses ranger observed two individuals and credit cards found in the suspects breaking into vehicles and was able vehicle. The evidence suggested that to provide SCSO with a description the individuals were responsible for a and plate numbers of their vehicle. number of auto burglaries in different arks and open s ace parking areas. R-09-23 Page 6 Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance April 1 At Ravenswood OSP, a Ranger The rider rode away into East Palo Alto. 1 observed a mini-bike riding on the The ranger asked dispatch to relay the levee trail. The ranger attempted to information and description to EPAPD. stop the individual. The rider refused to stop and rode towards the ranger, who was able to step aside and avoid a collision. 13 A fatality occurred at Windy Hill A friend began CPR while a bystander 4 San Mateo OSP. A hiker lost consciousness called 9-1-1 from a cell phone. Rangers County Fire and fell to the ground. and the San Mateo County Fire Department responded and transported the victim to the Windy Hill OSP picnic area where the victim was pronounced dead. 19 At Skyline Ridge OSP, a bicyclist SMSO responded,transported and 4 SMSO refused to stop for a ranger and fled. booked the suspect on felony counts of The ranger went to a different assault and battery on a peace officer. intersection and again attempted to g stop the individual. The rider ran in h knockingher to the into the ranger, ground, and continued to ride through Long Ridge OSP. A second Ranger attempted to stop the suspect in Long Ridge OSP where the suspect again rode his bike into the ranger, causing both of them to fail to the ground. The suspect attempted a choke hold on the ranger's neck. The ranger was able to free himself, deploy his baton, ordered the suspect to lie down, and put the suspect into handcuffs. 23 The barge at Cooley Landing in EPAPD and Menlo Fire responded and 3 EPAPD Ravenswood OSP burned down. extinguished the fire while District Menlo Fire rangers secured the area. The cause was District determined to be arson. May 16 Rangers responded to a bicycle Santa Clara County Fire responded. 2 Santa Clara accident at Fremont Older OSP. The They called SCSO to secure the scene County Fire victim had a head injury and was due to the uncooperative friend. There SCSO drifting in and out of consciousness. was implied consent to treat the victim His friend was uncooperative and because he was suffering from an altered attempted to refuse treatment of the level of consciousness. The patient was victim. He expressed concern about treated and transported to the hospital. the cost due to the victim not having insurance. R-09-23 Page 7 Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance 19 Adjacent to Teague Hill OSP, a The items were turned over to SMSO. 1 SMSO ranger discovered a backpack containing a.22 caliber rifle and a magazine with around 50 rounds in it while investigating an illegal bike trail off of Kings Mountain Road. 25 A visitor at Skyline Ridge OSP The witness heard Spanish being 3 SMSO reported evidence of a marijuana spoken, and digging sounds in the grow site to District rangers. Lambert Creek Area of Skyline Ridge OSP. The information was given to SMSO who located and removed the plants. 28 At Russian Ridge OSP, a visitor SMSO responded and transported one 2 SMSO reported three subjects acting subject to the hospital for observation. suspiciously. Rangers contacted the The other two subjects were released. subjects and learned that the subjects were under the influence of LSD. 28 A visitor on the Saratoga Gap Trail, Since the location was OS,the 2 in Upper Stevens Creek County information was passed on to Santa Park, reported to rangers that he had Clara County Parks and SCSO. f immature marijuana found a tray o j�uana plants and around 40 ibs of fertilizer. 31 A recently constructed marijuana Photographs were taken and forwarded 2 garden was discovered by rangers at to SCSO along with the location of the the former Keyani property of grow site. Monte Bello OSP. With binoculars, rangers were able to see I 1 cut terraces with about 50 plants on each terrace along with irrigation tubing, camping equipment and tools. June 10 While flying over District lands, CAMP crews eradicated over 3,000 1 CAMP, SMSO SMSO discovered several marijuana plants. row sites in Windy Hill OSP. 11 Downed power lines sparked a CALFIRE responded and extinguished 5 CALFIRE small grass fire in Windy OSP. the fire. 25 A small grass fire in Long Ridge CALFIRE and District units 3 CALFIRE OSP was the third of unknown extinguished the fires. origin in several days in the Highways 9&35 area. 26 A downed tree fell into power lines CALFIRE extinguished the fire and 1 CALFIRE and caused a small fire in Bear PG&E crews cleared the tree and Creek Redwoods OSP. repaired the power lines. f R-09-23 Page 8 Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance 29 An incident of domestic violence SMSO, SCSO and PAPD responded. 3 SMSO, PAPD, occurred on Skyline Boulevard. A Two other rangers stopped the suspect CALFIRE female victim was pushed out of a near Long Ridge OSP and recovered the moving vehicle by her ex-boyfriend child,who was determined to be in good at the Vista Point near Russian condition. The female victim declined Ridge OSP. A passerby drove the further help. The suspect was arrested g P Y P P victim to the call box at the Windy by SMSO. Hill OSP picnic area where she called for help. A ranger responded to assist. Upon arrival, the ranger learned that the victim's 4 month old son was still in the car with the ex-boyfriend. Jul 6 Rangers responded to a report of The other motorcyclist was stopped by a 5 SCSO motorcycles on the Black Mountain third ranger at the bottom of the trail. trail in Rancho San Antonio OSP. SCSO responded and arrested one One of the motorcyclists collided subject while the other was cited and with both rangers before the subject released. fell down and was apprehended. 10 At El Sereno OSP, SCSO and F&G The search involved units from SCSO, 2 SCSO, SMSO, entered a large marijuana growing SMSO, CAMP, and CHP. The CHP, SC Co. site in the San Tomas Aquino Creek investigation following the officer- DA drainage. They encountered three involved shooting was conducted with armed suspects; one suspect was SCSO providing security for Santa Clara shot and killed while the other two County District Attorney investigators. fled on foot. An extensive search Due to the remoteness of the grow site, was conducted throughout the area. all personnel and equipment was However they were unsuccessful in brought to and from the site by catching the other two suspects. helicopter. Supervising rangers remained on scene with the Incident Commander for liaison purposes. Cleanup of the site followed the investigation. There was an estimated 30,000 plants eradicated. 18 At Sierra Azul OSP, a fire burned CALFIRE crews extinguished the fire 4 CALFIRE, approximately 2 acres in the with helicopter and hand crews. The Santa Clara Guadalupe Creek drainage. While next week, SCSO task force members County Fire, responding to the fire, a CALFIRE raided the garden and chased an SCSO helicopter noticed that there was a individual from the garden. Three marijuana grow site adjacent to the people were later arrested on Hicks fire. Road,driving a vehicle that contained fertilizer, receipts for growing apparatus, and a cell phone with pictures of the marijuana grow site. R-09-23 Page 9 Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance 25 A ranger found a small marijuana SMSO removed approximately 50 1 SMSO grow site in the Rapley Ranch area plants. of Russian Ridge OSP. August 8 At Mills Creek OSP, someone tied SMSO removed the plants. The 2 SMSO into a water supply line belonging to neighbor was contacted. He stated he neighboring private residence, in did not realize his water line had been neighbor stated he had order to irrigate several marijuana tapped. The nei g plants. in line Water Company P inquired with Skyline q Y p Y about an $800 increase in his water bill over the previous year. A ranger assisted SMSO with removal of the small garden. 9 Illegal trail construction was Trail building tools were found and 1 discovered in Purisima Creek OSP removed. near the Soda Gulch Trail. 21 An illegal trail, approximately '/4 The trail was closed and restored. 1 miles long, was discovered in La Honda Creek OSP. A camping spot with a fire ring was also discovered. 31 A visitor photographed two The subjects in the photos matched the 1 individuals on motor scooters description described by several other exiting the double gates on Mt. witnesses. The photos were given to the Umunhum Road. The scooters had SCSO who was investigating the case. copper strapped on to them, believed to be from the Air Base. September 1 On the Mindego Ranch property of SMSO, F&G, and a Skyline Supervising 2 SMSO, CDFG Russian Ridge OSP,rangers Ranger responded and contacted the encountered several vehicles. One lessee of the property who admitted to subject was seen carrying a firearm. giving them permission. The subjects The men were hunting on the were ordered to stop hunting on District property in violation of District lands. ordinance. 6 A visitor reported a subject with A ranger stopped the subject in the 3 tools cutting vegetation in Long Devil's Canyon area for illegal Ridge OSP. maintenance and bikes prohibited. 24 District rangers reported a SCSO found and eradicated a small 1 SCSO suspicious trail off of Mt. marijuana grow site of about 470 plants. Umunhum Road in Sierra Azul OSP There was also food, trash and irrigation to SCSO. drip lines. 25 SCSO found a marijuana grow site Two subjects fled the scene when the 2 SCSO off of the Woods Trail in Sierra eradication team entered the grow site. Azul OSP. District Rangers later assisted with the removal of more than 5,000 plants. October i R-09-23 Page 10 Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance 2 Six minors in possession of alcohol Parents of all six minors were called to 2 were stopped at the Mora water tank pick them up. All subjects received in Rancho San Antonio OSP. written warnings. 7 A building at Mindego Ranch in San Mateo County Fire and CALFIRE 2 San Mateo Russian Ridge OSP burned to the responded to the incident, pulled water County Fire, ground on the night of 10/6. from the Skyline Office water system, CALFIRE District Staff was not notified, and controlled the spread of fire into the however,the Skyline Area surrounding wildland. The structure was Superintendant noticed that the fire a total loss. hydrant at the field office had been used,and determined there was a District incident by checking the San Mateo County Fire's website. 17 A Ranger at Sierra Azul OSP The mail was turned over to SCSO who 1 SCSO discovered a large quantity of mail were able to find video footage of the from the Los Gatos area. suspects. 30 Two bicyclists were riding after The patient sustained serious back and 4 Santa Clara hours in Monte Bello OSP when head injuries and had to be transported County Fire, one of them crashed. to Stanford by LifeFli ht. PAF November 2 A ranger observed a suspect The suspect was stopped and cited. 2 dumping from a vehicle in Sierra Azul OSP. 8 A fatal bicycle accident occurred in Rangers responded with CALFIRE, 3 SMSO, El Corte de Madera OSP. A friend Kings Mountain Volunteers, and CALFIRE, of the victim administered CPR for SMSO. The patient was taken by ground Kings around 45 minutes before rescuers to Stanford where he was pronounced Mountain arrived on scene. dead. Volunteers 29 On Mindego Ranch in Russian The riders were issued citations and 3 Ridge OSP,two individuals were released. observed riding off-road motorcycles. December 8 Rangers were flagged down in SCSO were called. Rangers found the 2 SCSO Sierra Azul OSP and received a suspect at the Miller Point parking area report of a woman under the in Lexington County Park on Alma influence of a controlled substance. Bridge Road. SCSO arrested the suspect for possession of prescription drugs. 17 An equestrian was reported lost and SMSO responded and a CHP helicopter 6 SMSO, CHP overdue in Purisima Creek OSP. flew over the preserve until conditions The horse's owner stated that the no longer permitted. The equestrian was caretaker had taken the horse located at 11:44 PM on the Soda Gulch without permission and was not Trail and was escorted out of the familiar with the trails. preserve. R-09-23 Page I Date Nature of Incident Outcome Rangers Law Present Enforcement Assistance 20 In Sierra Azul OSP,a ranger and the All three were cited for illegal 1 SCSO(District District Contracted SCSO Deputy construction and their parents were Contracted) discovered three juveniles building called to pick them up. The illegal trail an illegal mountain bike trail off of cut steeply through grassland and Mt. Umunhum Road. included built up berms and jumps that needed to be de-constructed and rehabilitated. 25 In Sierra Azul OSP, a Ranger The driver admitted to driving up the 3 SCSO discovered a vehicle high centered road after closing time, and was issued a on the side of Mt Umunhum Road written warning for after hours use and at the resident gate turnout. SCSO defacement of a sign that was damaged was requested to respond. Another by the vehicle. SCSO called for a tow. Ranger found the driver of the The tow truck took the vehicle and the vehicle walking on Hicks Rd. driver to the rental agency that owned the vehicle. ........... .. R-09-23 Appendix B TEN YEAR FIELD ACTIVITY SUMMARY 1999 2000 2001 2002 2003 1 2004 2005 2006 2007 2008 A.VIOLATIONS 1.Bike-closed area 112 99 62 60 63 89 58 94 89 52 2.Bike-s eed 68 64 82 101 93 146 113 92 89 80 3.Bike-helmet 148 128 159 135 152 187 124 157 166 146 4.Bike-night riding 29 3 391 5 25 13 24 181 12 12 5.Bike-Unsafe Operation 1 3 11 3 4 0 0 01 0 1 6.Do s-prohibited 48 34 401 52 72 72 55 611 94 117 7.Do s-off leash 58 82 1111 129 168 188 131 199 228 174 8.Off road vehicle 18 16 27 18 34 28 21 17 8 19 9.Closed area 21 8 17 31 53 66 59 77 60 89 1O.After hours 89 80 76 106 183 1371 197 147 188 185 1 I.Fishing 11 4 2 6 10 10 12 4 5 0 12.Vandalism 106 109 57 58 62 44 83 531 52 31 13.Parking 138 192 5051 267 233 196 219 262 225 242 14.Parking after hrs. 188 224 262 366 414 392 267 320 380 306 15.Dum /litter 10 13 6 4 15 18 14 20 26 5 16.Cam fires 17 4 5 1 4 31 6 7 6 1 17.Camping 20 9 2 1 8 16 22 11 6 8 18.Weapon contact 10 2 61 1 24 13 6 14 6 10 19.Wea on report 5 7 8 4 8 2 2 3 1 8 20.Wea on-Evidence of 6 2 3 4 3 2 3 8 21.Other 61 52 53 114 105 103 184 176 144 85 Total 1,158 1,133 1,526 1,464 1,733 1,7271 1,600 1,734 1,788 1,579 B.ACCIDENTS/FIRE !.Bicycle 36 28 371 31 28 29 19 201 29 30 2.E uestrian 1 2 3 7 7 3 3 2 3 4 3.Hiking/Running 9 8 22 10 16 12 14 11 20 26 4.Other first aid 2 8 13 12 10 9 16 17 13 13 5.Search&rescue 9 12 10 12 7 101 10 13 9 8 6.Vehicle 3 6 12 6 7 101 8 5 8 1 7.Helico ter landings 8 7 9 10 6 7 4 11 5 4 8.Fire(acres) l l (-10) 0 6(58) 6 l 5 3 6 7 5 Total 73 71 112 94 82 85 77 75 94 91 C.ENFORCEMENT I.Citations 505 410 845 761 882 955 727 1028 1072 506 2.Parking Citations 1 1 470 3.Written warnings 489 530 570 518 640 6291 501 4831 584 472 4.Arrests 3 5 7 3 2 I 8 31 1 7 5.Police assistance 24 11 27 37 38 30 18 181 13 25 Total 1,021 956 1,449 1,326 1,562 1,615 1,254 1,532 1,670 1,480 D.CRIMES !.Auto burglaries 2 5 211 14 5 34 31 14 8 23 2.False information 10 3 41 1 3 131 6 6 2 5 3.Resisting Peace Officer 11 4 91 5 18 7 4 6 9 7 4.Assault 0 3 21 2 0 0 01 2 3 3 5.Poaching 0 0 1 0 1 0 0 2 1 0 6.Possession/Cultivation-Mari' 8 3 9 10 14 9 17 21 15 23 7.Minor in possession of Alcoh 11 5 12 3 0 11 4 9 8 25 8.Other 20 10 12 18 16 42 77 22 11 21 Total 62 33 70 53 57 1161 139 821 57 107 E.MUTUAL AID I.Accidents 32 31 281 38 38 3 31 38 48 51 2.Enforcement 15 26 121 14 11 20 14 8 5 16 3.Fire(-acres) 12(<12) 7 8 4 2 8 3 5 4 4 4.Helico ter landings 7 4 9 11 7 1 9 2 2 10 5.Other 41 2 3 3 81 21 5 3 8 3 Total 701 70 60 70 661 341 621 561 67 84 R-09-23 Appendix C District Enforcement Activities Ten Year History 2000 1800 1600 1400 H C 1200 d 1000 * ■ o 6 800 OP z 600 ' 400 200 ------------------------------- ----- -------------- 0 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 i Bicycle Violations— Written Warnings - Citations —Total Violations — --— Vandalism i R-09-23 Appendix D !Accidents By User Type 40 35- c ------___ 30- `—� C 25 a 20 0 Z 15 10 5 - 0 1999 Bicycle 2000 2001 2002 2003 Hiking/Running 2004 2005 t Equestrian Year 2006 2007 2008 Midpeninsula Regional i ' Open Space District I To: Board of Directors From: Stephen E. Abbors, General Manager Date: February 20, 2009 Re: FYI's 1 l f Midpeninsula Regional Oen Space District For immediate Release Date. Feb. 12, 2009 Contact: Leigh Ann Maze Communications Specialist 650.691.1200 x566 Annual Fremont Older house and garden tour announced Los Altos,CA [Feb. 12, 20091 Docents for the Midpeninsula Regional Open Space District are leading free tours of the historic Fremont Older home and garden on April 26, located in the District's Fremont Older Open Space Preserve near Cupertino and Saratoga. Mark your calendar. Reservations are required and can be made by calling the District office at r 650-691-1200 on March 27 after 10 a.m. 10 n"" few hours. h rs Tours usually fill within the first f u�. The beautifully restored estate known as Woodhills is open once a year for public tours. In 1914 the unconventional local newspaper editor Fremont Older and his wife Cora moved into the home, which was designed and built by architect Frank Delos Wolfe. The Olders hosted many literary, artistic and political guests including Jack London, Carl Sandburg and Senator Alan Cranston. In 1975, the District purchased the property and the house was scheduled for demolition. Local newspaper publishers Mort and Elaine Levine wanted the journalistic legacy of Fremont Older and Woodhills preserved. The District approved a long-term lease with the Levines who still live in the home and have since restored it to its early 201h century splendor. Created by voters in 1972, the Midpeninsula Regional Open Space District protects and manages more than 57,000 acres of open space. The District's 26 diverse and beautiful preserves are open to the public 365 days a year.The District is a public agency whose mission is to acquire and preserve a regional greenbelt of open space land in perpetuity, protect and restore the natural environment, and provide opportunities for ecologically sensitive public enjoyment and education.www.openspace.org. ' Midpeninsula Regional Memorandum Open Space District To: MROSD Board of Directors From: Erica Simmons, Open Space Planner I F-5 Date: February 25, 2009 Re: Updated Trail Names at Fremont Older Open Space Preserve This memorandum is being provided to the Board of Directors regarding the changes to trail names at Fremont Older Open Space Preserve due to the Woodhills Trail re-route project. Background During the summer and fall of 2008, the Foothills Field Office crew implemented the re-route and restoration of the Woodhills Trail at Fremont Older OSP. This project prompted a review of the trail names in the area now that the new Woodhills Trail alignment is no longer one continuous, linear trail (refer to Attachment A). In addition, there were unnamed trail segments in the vicinity. To resolve this, District staff proposed the following solution: • Rename the Woodhills Trail and the new extension that now loops and crosses the Seven Springs Loop Trail to connect with the Ranch Road the Woodhills Loop Trail. • Name the trail segment leading from Seven Springs Loop Trail north to the Preserve boundary the Rainbow Knoll Trail. • Name the trail segment leading from the Hayfield Trail to Gate F003 at Regnart Road the Regnart Trail. Following past practice, staff will proceed with making the trail name changes, which are consistent with the District's Policy for Site Naming, Gift and Special Recognition that allows for trails to be named after geographic features and historical persons, uses, or events associated with a site. The Woodhills Loop Trail is named after the historic Woodhills home, which Fremont and Cora Older built in 1914. Rainbow Knoll Trail is named after Rainbow Knoll, a hilltop at the northern end of the trail. Regnart Trail is named after Regnart Creek,which crosses the trailhead with Regnart Road. Staff from the Foothills Field Office, the District's Operations Manager, Interim Planning Manager, and General Manager have all reviewed and approved these changes to the Preserve's trail names. Next Steps Staff will update the Preserve's GIS data, brochure and signboard maps, and trail directional signs to reflect the new trail names. Staff will continue to administratively address future inconsistencies, gaps, and other issues with trail names in accordance with the above referenced policy; trail dedications and site naming on behalf of living individuals or items not listed in the current policy will be referred to the Legislative,Finance, and Public Affairs Committee. PROPOSED TRAIL NAME CHANGES FREMONT OLDER OPEN SPACE PRESERVE 10 011, 11 ) � • oau � �0.6 m fArea of Proposed �aaa Name Changes Y tx�� `• � 'r IY IYI ... 0.7 fC T 3 C ® 0.4 V Jam' 6J n L ` 0.2 F 9s4WpIva# 1 •� \ 0• .\\S 00 y 800 •'`C Hunter 1 •y � Point Ranch R d �ri1i o IP 0,2 23•3s 0.5 4 •���f gG� m �� 0.1 0.7 ' •'y' � � 05 jai/ SpsinBs r, l .t 0.1 0.1 c� h L XT 2.0 �aYC�\d Trail e 0.2 0.3 01 0.4 g°!E , 0.1Creekside ,s "U, "'!'. i ....... U ,<<a7l 0.2Trail =0.11 4) ".•` Stevens Creek 0•3� f 0.3 County Park 3� 0.5 Pros ec CL .L 0.2 p t Road .. (Santa Clara County) '� a� (S nt) tSJ ` ••., e3 ;p 0.2 u / �c Maisie's Peak • �•0.4•\ •. 'dY•�'•.' •�•i.-_ •• �.'1 �.04 p? m 3)•)f.0]'N, R110 . rn \ 680• �7 1xx�.9n•w •® ® ^�� / ... , `s 0.4 NOTE: tad 800 w,{ 0.6 -_ y /is subject apCi al County racks `.....,., 0.2 ~ To on Trad closure. 1200 C tN,e%Bata\o4. FFF t� L. seasonal MaMltnance �,�• loco 1 / 4) ®® 800-Mt Eden ° or o.. •v'\._ J i. Nob Hill V \ Road i 37.1.19,N, a Stevens loon 12:•3.es'w C, yo Garrod 7Ro N Farms Attachment A 0.0 .1 .2 .3 .4 S 6 7 8 9 1.0 O 11- N One Mile Map Legend Trail Use Gate(9) Vehicle © ® ® O "� ❑ El Hiking,Bicycling, Hiking,Bicycling Driveway Equestrian • 1�0 • Vehicle Roadside Restrooms Residence CDF FacilityPoint of Visitor Other No ....... Dogs to Leash Permitted on all Trail Distance Parking Lot Parking Interest Center Public Public Entry Hiking O• in Miles Lands 1,�><d%'.d. Hiking Only Hiking,Equestrian Fremont Older Trails p insula Regional Open S Memorandum • ' Open Space District To: MROSD Board of Directors From: Tina Hugg, Open Space Planner II Date. February 25, 2009 Re: Administrative Office South End Roof Replacement Project The Notice of Completion for the Administrative Office South End Roof Replacement project was filed with the County of Santa Clara on Friday, February 13, 2009. This starts a 60-day holding period for the 10% retention withheld from Petersen Dean Commercial, Inc.'s base bid contract amount of $43,410. During this time a subcontractor, supplier, or vendor may file a lien or stop notice if Petersen Dean Commercial, Inc. owes that party outstanding funds. I It should be noted that the project did not require the use of the contingency amount of $99,182. This contingency amount had included the following: a. $8,682 — a 20% typical base contingency for unforeseen conditions b. $62,500 — a not-to-exceed additive bid amount for plywood replacement c. $28,000 — a not-to-exceed additive bid amount for weather protection The following are pictures of the roof before, during, and after the replacement work. r mac: #. • 1. 4 a f , 4k Existing conditions (Sept. 2008) Removing existing roof layers (Nov. 2008) Page 1 of 2 Preparing for new roof layers (Nov. 2008) Installing new roof layers (Nov. 2008) I .m Installing reflective top layer (Nov. 2008) C •' -J" } Completed roof (Dec. 2008, after one of the first rain storms of the season) Page 2 of 2 Midpeninsula Regional Open Space District Memo ran d u m To: MROSD Board of Directors From: Tina Hugg, Open Space Planner 11 Date: February 25, 2009 Re: Update on the Administrative Office Remodel Project This update is being provided to the Board regarding the current status of the remodel project as of February 20, 2009. 0 Notice of Completion for the roof work has been filed with Santa Clara County. A separate FYI on the roofing project is included in the February 25, 2009 Board meeting packet. 0 Tannerhecht Architecture is awaiting a decision from the City of Los Altos Building Department about a proposed solution to address one of the City's permit set comments regarding compliance with current accessibility codes. 0 Monster Mechanical has provided staff with data loggers that will track temperatures in areas that continue to have noticeable and problematic fluctuations. 0 Two leaks discovered over the Presidents' Day weekend were determined to originate from the HVAC ductwork on the roof, not the new roof system itself. Monster Mechanical inspected the ductwork system and found rusted areas that have been penetrated as well as seals that have degraded over time. To immediately protect the system from rain expected this weekend, a repairman will secure temporary tarps over the ductwork. Meanwhile, Monster Mechanical is identifying the possible repair options and associated costs. Next Steps Staff will continue to make progress on: • Determining further basic HVAC improvements for the entire AO building • Determining a solution for the leaking HVAC ductwork • Preparing the bid package for the kitchen remodel and IT server room upgrade work An update will be provided through an informational memorandum to the Board at the next meeting. r c i Midpeninsula Regional ' Open Space District To: Board of Directors From: David Sanguinetti, Acting General Manager Date: February 25, 2009 Re: FYls i I i • From: David Sanguinetti Sent: Tuesday, February 24, 2009 9:20 AM TO: SFO; AO Cc: Steve Abbors Subject: RE: Thank you Rangers! I received the letter of appreciation (located below) from Mr. Brett and wanted to express my appreciation and recognition of Skyline Rangers: John Lloyd, Tracy Hammond, and Elisa Wickham for their handling of the visitors who reported, what can be an emotional issue, the death of a cat that may have been someone's pet. As I can certainly attest, cats and dogs are considered by many a "friend" , and/or "part of the family" . The professionalism referred to in Mr. Brett's email demonstrates the prompt response and careful handling of what can be a difficult situation. Their action resulted in his appreciation for the quality of Rangers employed by the District. I feel the action taken by John, Tracy, and Elisa, reflect what I have experienced in my tenure at the District and what continues to make me proud to be a part of this organization. Thank you for providing the appropriate care in this situation and for your devotion to the profession of Ranger. Sincerely, Sango ----------------------------------------------------------------------- Dear Mr. Brett, Thank you for your email regarding the help you received from District Rangers John, Tracy, and Elisa regarding the deceased cat you found at Purisima Creek Redwoods OSP. Although finding a deceased cat on a trail that may be someone's pet is sad, I appreciate your kind words of how our Ranger Staff handled the situation. It is my belief you would receive the same kind of care and response from any of our rangers and it is always appreciated to hear about their professional performance as representatives of the District. I will pass your email on to our staff. Sincerely, David Sanguinetti David T. Sanguinetti Operations Manager Dsanguinetti@openspace.org Midpeninsula Regional open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691-1200 - F: (650) 691-0485 ----- Original Message ------------------------------------------------------------- ---------------------------------- From: "Bob Brett" <hrbrett4@yahoo.com> To: 11P.O.S.T. Purisima Creek" <info@openspace.org> Sent: Wednesday, February 18, 2009 4:46 PM Subject: Thank you Rangers! My wife and I would like to thank the Rangers that helped retrieved the deceased cat today (Wednesday, 2/18) on the Purisima Creek Trail.I called and reported the incident (I thought at first it was a dead puppy) to John Lloyd and then coincidently met two female Rangers (I think one was named Tracy) and showed them where the animal was located. Commendations to all for their responsiveness and professionalism. Sincerely, Bob Brett Regional Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT February 9,2009 Governor Arnold Schwarzenegger State Capitol Building Sacramento,CA 95814 RE: California Conservation Corps Dear Governor-Schwarzenegger: Thank you for your courageous efforts to forge a bipartisan consensus to address our state's daunting budget problems. These are very difficult times for California's citizens, businesses, nonprofits and government agencies. Yet it is often during times of crisis that the true value of agencies becomes apparent which I believe is the case with the California Conservation Corps (CCC),the largest program of its kind in the country. I would like to take this opportunity to provide you with some examples that I believe will demonstrate how much the CCC supports the Midpeninsula Regional Open Space District. Based on my experiences,I would like to respectfully ask you to reconsider your proposal to eliminate the agency. The CCC is one ofthe most cost-effective departments in state government,providing invaluable services to more than 250 local,state and federal organizations annually.It has a long and proud history of hiring Young men and women and transforming them into skilled,confident and responsible citizens. The Midpeninsula Regional Open Space District can attest to the value of the CCC from first-hand experience. The CCC does work that the District alone cannot implement due to a lack of staff resources. For example,the CCC hand-constructed a trail as part of the Watershed Protection Program at our El Corte de Madera Open Space Preserve that reroutes a section of poorly designed and eroding former logging road.The work would still remain unfinished if we had relied solely on volunteer labor and would not happen at all if we were to rely on field staff who do not have time to construct trail by hand. Here are some of the other important projects the CCC has worked on: • installing erosion control to protect the aquatic environment from management activities such as trail reroutes or upgrades in very difficult and steep terrain; • constructing new band-built trails in areas where equipment is not feasible or appropriate; El Corte de • disguising entrances to illegal trail closures especially in our remote Madera and Purisima Creek Redwoods Open Space Preserves; • applying seed and straw following construction; planting native plant seedlings after restoration work has been completed. 33o Distell Circle 650-69m;too lnfo@openspace.org BOARD OF DIRECTORS:PeteSiernens,Mary Davey,Jed Cyr, GENERAL MANAGER: Los Altos CA 94022-1404 650-6gi-0485 fax wwwopenspace.org Curt Riffle,Nanette Hanko,Larry Hossett,Kenneth C.Nitz Stephen E Abbors 7. In addition, CCC workers have helped field staff including: • brushing trails and roads with chainsaws; • large-scale native planting at the Skyline Tree Farm Restoration; • removing invasive plant species such as broom. In addition to these invaluable services, the CCC has an exemplary record of responding to fires,floods, earthquakes,pest infestations, oil spills and more,usually within a matter of hours.Your proposal calls for the Local Corps non-profit programs to replace the CCC. The Local Corps programs are good at what they do,but are ill-equipped and limited by municipal constraints to replicate the CCC's statewide emergency response capabilities.No amount of training can overcome the geographic limitations of the Local Corps. I realize that we are facing extraordinarily difficult economic times,and you have a very challenging task of balancing the state's budget.The CCC should take its fair share of budget cuts along with other state departments but I encourage your administration to work with the CCC to find alternative strategies for cost-cutting and streamlining their operations. I believe that eliminating the nation's flagship conservation corps program would be shortsighted and I respectfully ask you to reconsider your proposal to eliminate the CCC. Sincerely, Stephen E.Abbors General Manager Cc: Ralph Heim, Public Policy Advocates