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Home My Public Portal About20131120 - Agenda Packet - Board of Directors (BOD) - 13-33 Midpeninsula Regional ' Open Space District Meeting 13-33 SPECIAL MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle, Los Altos, CA 94022 Wednesday,November 20,2013 SPECIAL MEETING BEGINS AT 6:30 P.M. REGULAR MEETING BEGINS AT 7:00 P.M. AGENDA 6:30 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT— STUDY SESSION ROLL CALL 1. Training for Board Members in Preparation for Potential Funding Measure 7:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ORAL COMMUNICATIONS—PUBLIC ADOPTION OF AGENDA SPECIAL ORDER OF THE DAY Introduction of New District Staff. Aaron Hebert,Contingent Project Manager 7:05 CONSENT CALENDAR L Approve Minutes of the Special Board Meetings— October 18, 2013 2. Approve Revised Claims Report 7:10 BOARD BUSINESS 3. Authorization to enter into a Technical Assistance Agreement(Agreement)with the US Geological Survey(USGS),to perform professional services as a Biological Consultant for the District conducting population monitoring and analysis of the San Francisco garter snake(SFGS)at the Russian Ridge Open Space Preserve(R-13-105)—J. Anderson INFORMATIONAL REPORTS—Reports on compensable meetings attended. Brief reports or announcements concerning activities of District Directors and staff; opportunity to refer public or Board questions to staff for factual information;request staff to report back to the Board on a matter at a future meeting; or direct staff to place a matter on a future agenda. i I 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 President will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes.Alternately,you may comment to the Board by a written communication,which the Board appreciates. Consent Calendar:All items on the Consent Calendar may be approved without discussion by one motion.Board members,the General Manager,and members of the public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar. In compliance with the Americans with Disabilities Act,if you need assistance to participate in this meeting,please contact the District Clerk at(650) 691-1200.Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting. Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting,will be available for public inspection at the District's Administrative Office located at 330 Distel Circle,Los Altos,California 94022. CERTIFICATION OU'POSTING OFACENDA 1,Jennifer Woodworth,District Clerk for the Midpeninsula Regional Open Space District(MROSD),declare that the foregoing agenda for the Regular Meeting of the MROSD Board of Directors was posted and available for review on November 15,2013,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 littp://www.openspace.org. [i]"P Signed this 15 1h day of November,2013,at Los Altos,California. is Claims No. 13-22 Meeting 13-33 Date 11/20/13 Revised Midpeninsula Regional Open Space District # Amount Name Description 21372 $4,500.00 *1 Patsons Media Group Postage For Winter Newsletter 21373 $2,945.00 Design Concepts Various Design Projects-Maps/T-shirts/Founder's Day Festival Banners/Invitations 21374 $2,825.16 *2 San Mateo County Planning&Building Building Permit Fees For ECDM Watershed Protection Programs Department 21375 $1,921.63 Big Creek Lumber Wood For Construction Of Bear Gulch Crossing/Peters Creek Bridge Bolts 21376 $1,868.00 Overlook Road Maintenance Assoc. Annual Road Dues 21377 $990.00 Alexander Atkins Design Professional Design Services-November Events Poster/Bay Nature Ad 21378 $886.32 Patsons Media Group Printing Services-Factsheets/"Room To Breathe"DVD/Note Cards 21379 $856.19 Goodyear Auto Service Center Tires&Installation Of Tires 21380 $608.16 Office Team Office Temp-Real Property Administrative Assistant 21381 $559.00 McKowan,Paul Reimbursement-California Park&Recreation Society Conference Fee 21382 $476.25 Fastenal Rotary Hammer Drill-FFO 21383 $386.32 Sol's Mobile Service Vehicle Maintenance&Repairs 21384 $279.25 Interstate All Battery Center Batteries For Portable Radios 21385 $216.03 Powerland Equipment Parts For Tractor Repairs 21386 $204.79 Gartside,Ellen Reimbursement-Volunteer Supplies 21387 $152.78 Stevens Creek Quarry Rock For FFO Stock 21388 $144.47 Funiestas,April Reimbursement-Staff Recognition Event Supplies 21389 $137.20 Gardenland Power Equipment Mower Parts/Post Hole Auger Repairs 21390 $135.94 ARC Mounting Of Timeline Panels In Lobby 21391 $95.88 Thomson Reuters-West Monthly Legal Information Charges 21392 $83.95 Forestry Suppliers Clinometer Part 21393 $67.51 Taylor,Andrew Reimbursement-lee Cream For Staff Event 21394 $1814 O'Reilly Auto Parts Vehicle Supplies-Motor Oil 21395 $12.67 United Parcel Service Parcel Shipping 21396 R $62,980.73 California JPIA Reimbursement Of Legal Services For Haro Lawsuit 21397 R $6,000.00 The Creative Group Temp-Web Administrator 21398 R $5,294.00 California Special Districts Association Annual Membership Dues 21399 R $5,200.00 R+M Paving RSA Road Repairs 21400 R $5,000.00 Santa Clara County Fire Safe Council 2014 Chipping Projects For Sierra Azul 21401 R $3,000.00 Strategy Research Institute Consulting Services For Capital Funding Program 21402 R $2,800.00 The Consulting Team Facilitator For Board Retreat 21403 R $2,206.25 Santa Clara County Clerk Recorder Filing Fee For CEQA Document Declaration-Ridge Vineyards Land Exchange 21404 R $2,000.00 Doug McConnell Consultant For Public Awareness Video-'The Art Of Trail Building" 21405 R $1,762.50 Rosemary Cameron Capital Finance Project Consulting Services 21406 R $1,331.00 CMK Automotive Vehicle Maintenance&Repairs 21407 R $1,200.00 Pat O'Brien Consulting Services-Capital Finance Meeting 21408 R $1,035.37 Accountemps Accounting Temp 21409 R $957.17 Redwood General Tire Company Tires&Tire Installations 21410 R $941.09 Koff&Associates Classification&Compensation Study Services 21411 R $443.71 Sunnyvale Ford Vehicle Maintenance&Repairs 21412 R $398.35 All Premium Volunteer Uniform T-Shirts 21413 R $279.25 Interstate All Battery Center Radio Batteries 21414 R $225.00 Schafer Consulting Consulting Services-Integrated Accounting&Financial Software Support Page 1 of 2 Claims No. 13-22 Meeting 13-33 Date 11/20/13 Revised Midpeninsula Regional Open Space District # Amount Name Description 21415 R $202.72 Office Team Office Temp-Front Desk Coverage 21416 R $173.00 Santa Clara County-Office Of The Fingerprinting Services Sheriff 21417 R $120.56 Baillie,Gordon Reimbursement- Recognition Plaque 21418 R $119.21 Thomson Reuters-West Monthly Information&Subscription Charges 21419 R $117.50 Mission Trail Waste Systems Garbage Service-AO 21420 R $115.56 O'Reilly Auto Parts Headlamp&Wiper Blades 21421 R $105.00 Mountain View Police Activities League Cities Association Of Santa Clara County Annual Dinner Attendance Fee For GM&AGM's 21422 R $96.18 Basnight,Candice Reimbursement-Supplies For Time Management Training 21423 R $95.00 Palo Alto Medical Foundation Employee Medical Services 21424 R $76.13 Staples Credit Plan Break Room Supplies/USB Charger For Patrol Vehicle 21425 R $40.00 Data Safe Shredding Services-AO 21426 R $17.13 Orlandi Trailer Trailer Hitch 21427 R $15.65 Robert's Hardware Plumbing Supplies Total $124,718.80 '1 Urgent check issued 11/14/13 '2 Urgent check issued 11/14/13 i III i a9 e2of2 Midpeninsula Regional Open Space District R-13-105 Meeting 13-32 November 20, 2013 AGENDA ITEM 3 AGENDA ITEM Authorization to enter into a Technical Assistance Agreement(Agreement) with the US Geological Survey(USGS), to perform professional services as a Biological Consultant for the District conducting population monitoring and analysis of the San Francisco garter snake (SFGS) at the Russian Ridge Open Space Preserve. GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to enter into a two year agreement, with an option to extend the agreement for a term not to exceed four total years, with the US Geological Survey, located in Dixon, CA, for a not-to-exceed total amount of$203,703.56. This is for monitoring and analysis of the San Francisco garter snake(SFGS)population, at specific locations within the Russian Ridge Open Space Preserve(Preserve). SUMMARY A Request for Proposals was issued on July 11, 2013. Five well qualified firms submitted proposals on July 31, 2013. The top three highest ranking and most cost effective firms were interviewed by a panel consisting of District staff members. After interviews were completed, the consultant that exhibited the highest professional rigor in its response to the RFP was the US Geological Survey(USGS). Therefore, staff recommends entering into an agreement with the USGS to conduct a baseline SFGS population survey(Project) for a total not-to-exceed amount of$203,703.56. DISCUSSION Background The Midpeninsula Regional Open Space District(District) acquired a 1,047 acre addition to Russian Ridge in 2008 that had documented occurrences of SFGS as early as 1986. However, no additional sightings had been recorded prior to District acquisition and current status of the species at the site was unknown. Consultant surveys in 2010 and 2012 confirmed the continued presence of SFGS at multiple locations throughout the site and documented evidence of successful reproduction(through the presence of young snakes). What remains unknown is the relative abundance of the species at the site. The District is required to conduct a baseline population estimate in order to comply with permitting requirements of wildlife regulatory agencies who may issue permits to the District to implement important species recovery efforts R-13-105 Page 2 at the site. These efforts include such activities as grazing, routine Preserve maintenance, wetland enhancement projects, and building demolition. All of the activities for which the District is seeking approval from federal and state wildlife agencies have been identified in the proposed Use and Management Plan for Mindego Ranch which is currently under CEQA review and is currently scheduled to be brought to the Board for final approval in December of 2013. Survey efforts are anticipated to begin April I of each year, however, based on District monitoring of SFGS activity at the project site, surveys may need to begin earlier or later each year because early spring SFGS population activity is anticipated to fluctuate during the study period,possibly beginning as early as March. Consultant Selection The Request for Proposals and Qualifications was issued on July 11, 2013 and was sent to (15) persons at 11 different firms or agencies. The list of consultants notified was generated with input from both the US Fish and Wildlife and California Department of Fish and Wildlife, as only those persons/firms who currently hold a permit to work with this special status species were solicited. The SFGS is extremely rare and limited only to the San Francisco peninsula, so there are very few persons/firms qualified to work with this species. By soliciting only those currently permitted, the District had some assurance that the selected consultant could commence work on the earliest possible start date in spring 2014. A pre-bid meeting was held at the Project site on July 22, 2013 and was attended by four(4) consultants. Sealed proposals were due on July 31, 2013, and five proposals were received and reviewed. Upon review of the proposals and the consultants' qualifications and references, three firms were selected for interviews. Based on their initial response to the RFP and clarifying responses provided during the subsequent interview, staff recommends entering into an agreement with the USGS to conduct this work. FISCAL IMPACT The FY2013-14 budget contains funds to begin this work in March of 2014. Surveys are expected to continue into April and beyond(based on observed SFGS activity)in FY2014-15 and will be included in that fiscal year's budget for the Natural Resources Department. An estimated$50,000 each fiscal year will be required for up to four years for a not to exceed total amount of$203,703.56 to conduct the on the ground sampling,compiling of annual data, reporting, and publication of results. The total amount was negotiated from within the range of costs and associated services that the USGS could provide to the District. The total budget amount assumes that the USGS would complete all of the annual monitoring and analysis over the next four years (assuming the contract was extended for the additional two years),however, costs associated with this project are anticipated to decrease annually as the USGS trains District staff who will in turn will take on portions of the yearly monitoring and analysis duties. Any unexpended funds each year are anticipated to be used as a contingency for any unanticipated costs. The FY2013-14 Natural Resources Department Action Plan Budget included $47,000 for survey efforts. However only a portion of these costs are anticipated to be expended this fiscal year, as R-13-105 Page 3 the majority of SFGS work is anticipated to begin after April 1, 2014 (the beginning of the District's next fiscal year). Funds budgeted in FY 2013-14 allow the District flexibility in start dates based on SFGS activity and allows for training and purchase of equipment to occur in March prior to beginning the main survey efforts in April, which will be included in the FY2014- 15 budget. BOARD COMMITTEE REVIEW No Board Committee review is required for the Project. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. No additional notice is required. However, notification, including this report, will also be sent to adjacent and nearby property owners. CEQA COMPLIANCE This project consists of a biological research conducted on District lands. The research study will be conducted by qualified biological professionals under a study design approved by the US Fish and Wildlife Service and California Department of Fish and Game. Initiating the research does not constitute a project under the California Environmental Quality Act(CEQA), as it will not result in a direct or reasonably foreseeable indirect physical change in the environment [CEQA Guidelines Section 15060(c)(2)]. Any proposed future actions will be subject to environmental review to be completed at a later date,prior to any physical implementation. NEXT STEPS Upon approval by the Board of Directors, the General Manager will be authorized to enter into an agreement with the US Geologic Survey to perform baseline population studies for SFGS at the District's Russian Ridge Open Space Preserve. The District anticipates that a total of up to 4 years will be required to complete the study with a high degree of statistical success. After two years of survey, the District may be able to complete some or all of the survey tasks on its own. If the final 2 years of survey efforts cannot be completed by the District on its own, the District may choose to extend the contract with USGS for up to another 2 years(based on successful performance)to complete all or some of the remaining tasks. Results of the study will better describe SFGS demographics at the site including a population estimate, a determination if the population is increasing or decreasing over the course of the study and estimated growth or contraction rates. Baseline data may also be used to help the District determine if District activities or projects are having positive or negative impacts to SFGS at the site. Year one field work is anticipated to begin in March or April of 2014,based on staff observations of SFGS activity at the site. District staff will attend a biological monitoring training offered by the USGS for the project and will work alongside onsite USGS staff to conduct the surveys. This level of participation by District staff will allow them to gain important experience working hands on with species in order to eventually become permitted by state and federal wildlife agencies to conduct this type of research effort in house in future study years. R-13-105 Page 4 The USGS will release up to two peer-reviewed publications reporting on the results of research findings and will also present the findings at two appropriate international conferences, such as the Joint Meeting of Ichthyologists and Herpetologists and annual meeting of The Wildlife Society. USGS will also provide annual reports and one final report to the District on the annual abundance and distribution of San Francisco garter snakes at the project site, with recommendations and a decision support tool for ongoing and future habitat management. Responsible Department Head: Kirk Lenin ton Natural Resources Manager g $ Prepared by: Julie Andersen,Natural Resources Planner II I Open Space D Regional Memorandum • ' Open Space District 1 DATE: November 20, 2013 •- MEMO TO: MROSD Board of Directors THROUGH: Stephen E. Abbors, General Manager FROM: Meredith Manning, Co-Acting Planning � ►'?'�- Manager and Senior Planner " SUBJECT: Mt. Umunhum Trail Progress Update I I A rough design for the new trail to the summit of Mount Umunhum is nearly complete. The trail, which approaches four miles in length, is scheduled to be constructed by Foothills Field Office staff over the next three to four years, and initial trail brushing has already commenced for construction. A map of the rough trail route is provided as Attachment A. This project was I approved in October 2012 as part of the Mount Umunhum Environmental Restoration and Public Access Project(Project). The new trail will lead visitors to an overlook with stunning scenery of the headwaters of Guadalupe Creek and down the drainage into the Santa Clara Valley below. This overlook is a rock outcrop that drops off to Guadalupe Creek. To allow safe enjoyment of this vista point, j P P P staff is exploring the potential construction of a flat surface platform with seating and a railing that would incorporate narrow strung cable wire to avoid obstructing views. The cable wire would allow the eye to focus beyond and through it(refer to photo). Staff may return to the Board for consideration of this additional trail feature if the additional design,permits, and materials needed to construct an overlook platform result in a significant additional cost that would not be covered by the existing State Coastal Conservancy funding. As part of recent cultural and natural resource surveys, one discovery of great interest is a source of high-quality bedrock material (Franciscan chert)used for stone tools by ancient Native Americans. This new outcrop is of high quality and evidence of this stone having been quarried and worked into projectile points is scattered around the site. The trail will not lead to this site, and the information will remain confidential, which is allowed by state law, to protect this sensitive cultural site from poaching. Valentin Lopez, the Tribal Chairperson for the Amah Mutsun Tribal Band, has been notified of the discovery and staff is looking forward to showing him the quarry. I I I I I I I I I I I I �I c ' \11 85 �l Aroa of 17 Mt. Umunhum (3,486 Feet) Guadalupe Creek /� Bartoyd Load ` Overlook (L __ Gate -- mil (SA-os) � 11 Mt. Umunhum I - ` ` - . on - Trail ♦, r, ,♦ zba. ,, - - - . - r - 1`Jai \\ - s, Is • �� . , M�� am ft•�� 1; � Bald � 1 i ' •' �� • - - - 11 Mountain ,• ' �,r,�=== y , �. '�'it - �, Parking • . •10 `�\ `��. : '��:___, \�z:- Area so ii ♦ . - ram � - ►♦ N\\ • �i 1 �j // �J i a Private Property 1 � E f LL � Q 1 ' E c E i J Q ql MR SD grope;!, d Private Property 0 t Attachment A: Rough Trail Alignment, Proposed Parking Area, Overlook, and Trail Names for Mt. Umunhum Project Midpeninsula Re'ional Roads Open Space District monsoons Proposed trail (-4 miles) County =___= Seasonal (MROSD) € Paved =____ _' Old Dirt November,2013 Geographic Coordinate System: CS_North_American_1983 a Feet a Datum: D_North_American_1983 0 600 1,200 mtumsummlffratl_uPEa[N .J11111aa.ma0 White the District strives to use the best available digital data.this data does not represent a legal survey and is merely a graphic illustration of geographic features. I