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Home My Public Portal About20120328 - Agenda Packet - Board of Directors (BOD) - 12-10 Midpeninsula Regional Open Space District Meeting 12-10 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos,California 94022 Wednesday, March 28, 2012 SPECIAL MEETING OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT BEGINS AT 5:00 P.m.* REGULAR MEETING OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT BEGINS AT 7:00 P.m.* AGENDA SPECIAL MEETING 5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT— CLOSED SESSION ROLL CALL 1. CONFERENCE WITH LEGAL COUNSEL—Government Code Section 54956.9(c) Chiocchi v. Presentation Center, et aL(Santa Clara Co. Superior Court,Case No. 1-07-CV-095669) 2. CONFERENCE WITH LABOR NEGOTIATORS--Government Code Section 54957.6 Agency designated representatives: Deborah Glasser-Kolly, Kate Drayson,David Sanguinetti, Annetta Spiegel Employee Organization: Midpeninsula Regional Open Space District Field Employees' Association 7:00 ADJOURNMENT REGULAR MEETING 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT— PUBLIC SESSION ROLL CALL REPORT ON RETURN FROM CLOSED SESSION(IF NECESSARY) (The Board shall publicly state any reportable action taken in Closed Session pursuant to Government Code Section 54957.1) ORAL COMMUNICATIONS—PUBLIC ADOPTION OF AGENDA SPECIAL ORDERS OF THE DAY Introduction of New District Staff. General Counsel Sheryl Schaffner and Public Affairs Specialist Peggy Koenig 7:05 CONSENT CALENDAR 1. Approve Minutes of the Regular and Special Board Meetings—February 29, 2012 2. Approve Revised Claims Report 3. Approve Written Communications—None 7:10 BOARD BUSINESS 4. Authorization to Contract with Design Concepts for Graphic Design Services for Fiscal Years 2012-13 and 2013-14—K. Britt 5. Authorization to Extend the Contract with Patsons Press for Printing Services for Fiscal Year 2012-13,with an Option to Extend the Contract for Fiscal Year 2013-14—K. Britt 6. Authorization to Decline the Option to Extend the Mailing Services Contract with Diamond Quality Printing& Mailing of San Jose(Diamond)and Enter into a Contract with Patsons Press for Mailing Services for Fiscal Year 2012-13,with an Option to Extend the Contract for Fiscal Year 2013-14—K. Britt 7. a. Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Budget—Administration and Budget Committee b. Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Budget—General Manager c. Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Action Plan—K. Drayson 8. Approval of FY2012-13 Annual Claims List—M. Foster 9. Authorization to Award Contract with Timothy C. Best,CEG,for$35,000 to Provide Hydrologic, Engineering, and Biotic Consulting Services for the Hendrys Creek Priority Stream Channel Restoration Plan at 20610 Aldercroft Heights Road,Los Gatos in unincorporated Santa Clara County within the Cathedral Oaks Area of Sierra Azul Open Space Preserve—S. Sommer and M. Manning 10. Authorization to Amend a Contract with Restoration Design Group,LLC for an Additional $97,000, including a 15%Contingency,to Provide Additional Planning and Design Services for the Mount Umunhum Environmental Restoration and Public Access Project—M. Manning 11. Appointment to Redevelopment Dissolution Oversight Board for Redwood City—L. Tottori INFORMATIONAL REPORTS—Reports on compensable meetings attended. Brief reports or announcements concerning activities of District Directors and staff, opportunity to refer public or Board questions to staff for factual information; request staff to report back to the Board on a matter at a future meeting;or direct staff to place a matter on a future agenda. A. Committee Reports B. Staff Reports C. Director Reports ADJOURNMENT *Times are estimated and items may appear earlier or later than listed.Agenda is subject to change of order. To ADDRESS THE floARD: The Chair will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes.Alternately,you may comment to the Board by a written communication, which the Board appreciates. Consent Calendar:All items on the Consent Calendar may be approved without discussion by one motion.Board members, the General Manager, and members of the public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar. In compliance with the Americans with Disabilities Act,if you need assistance to participate in this meeting,please contact the District Clerk at(650)691-1200. Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting, Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting,will be available for public inspection at the District's Administrative Office located at 330 Distel Circle,Los Altos,California 94022. CERTIFICATION OF POSTING OF AGENDA 1,Michelle Radcliffe,District Clerk for the Midpeninsula Regional Open Space District(MROSD),declare that the foregoing agenda for the Special and Regular Meeting of the MROSD Board of Directors Authority was posted and available for review on March 23,2012,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, pgnspacc.ora. Signed this 23rd day of March,at Los Altos,California. ta;d1,UC'wQ9.�: . District Clerk March 23,2012 I i I I ti t " Claims No. 12-06 Meeting 12-10 Date 3/28/12 Revised Midpeninsula Regional Open Space District # Amount Name Description 17199 $15,208.58 Schafer Consulting Consulting Services-Integrated Accounting&Financial Software Selection, Evaluation&Implementation 17200 $11,242.00 Ascent Environmental CEQA/NEPA Document Preparation&Support For Mt. Umunhum Site Planning 17201 $10,978.77 *1 Valley Oil Company Fuel 17202 $9 300.00 Planet Orange Termite Services Termite Treatment-AO&Rental Residence i 17203 $6,902.50 Timothy C. Best,CEG Road&Trail Inventory And Assessment-ECDM Staging Area& Cross Over Trail 17204 $6,013.02 Patsons Media Group Printing Services-Trail Guides/Brochures/Mt. Umunhum Flyer 17205 $4,167.10 *2 San Mateo County Planning&Building Building Department Plan Check Fee For Mindego Gateway Department Staging Area 17206 $3,750.00 Glasser Kolly Labor Relations Consultant Services-Labor Negotiations&Labor Relations 17207 $3,220.00 Hexagon Transportation Consultants Traffic Analysis For Mindego Gateway Staging Area 17208 $2,980.00 Bowerman Electric Transfer Switch Panel Installation For Generator-SFO 17209 $2,950.53 *3 First National Bank Conferences&Training-California Special Districts Association Conference/CEQA Update Training/Continuing Education Of The Bar Classes/Public Agency Risk Managers Association Conference 17210 $2,827.95 *3 First National Bank Field Supplies/Chainsaw Accessories/Paint For Gates/Locks To Secure Field Equipment/Tie Down Straps/Safety Glasses/ Sunscreen/Poison Ivy Lotion/GPS Units/Disposable Dog Leashes 17211 $2,574.06 Ecological Concerns Native Revegetation Maintenance&Monitoring-Skyline Ridge Tree Farm 17212 $2,327.50 # Security Code 3 Security Patrol Service At Hawthorn Property 17213 $2,322.22 Ecological Concerns Native Revegetation Maintenance&Monitoring-Skyline Ridge Tree Farm Phase III 17214 $2,151.50 *4 San Mateo County Clerk Recorder CEQA Filing Fees For Pond Management Plan 17215 $2,123.04 Sears Tools For SAO Shop/Weather Station For SFO 17216 $2,104.03 *5 Shell Credit Card Center Fuel 17217 $1,988.76 Sunnyvale Ford Vehicle Maintenance&Repairs 17218 $1,744.50 *6 San Mateo County Planning&Building General Plan Conformity Fee For Potential Land Purchases Department 17219 $1,740.00 The Carpet Mart Replace Linoleum In Kitchen-Rental Residence/Replace Carpet-Rental Residences 17220 $1,623.75 Global Steel Fabricators Gate For Carrelli Property 17221 $1,583.55 Howard Rome Martin&Ridley Legal Services-Gullicksen Litigation 17222 $1,500.00 New World Systems Integrated Accounting And Financial System Software& Implementation Services 17223 $1,430.16 John Northmore Roberts&Associates Consulting Services For Design&Construction Documents- Mindego Gateway Staging Area 17224 $1,385.88 Geocon Consultants Environmental&Geotechnical Consulting Services For Mindego Ranch Landfill 17225 $1,371.44 LFR An ARCADIS Company Engineer&Design Services-ECDM Staging Area 17226 $1,360.22 Waste Management Of Guadalupe Recycle Wood From Beatty Property Disposal Company 17227 $1,350.00 Restoration Design Group Site Planning Services For Mt. Umunhum 17228 $1,316.69 Summit Uniforms Uniform Expenses 17229 $1,294.73 *3 First National Bank Business Related Meals-Board Meetings/GM Meeting/Food For General Counsel Finalist Interviews/Staff Dinner For Mt. Umunhum Meeting/IAFS Meetings/ABC Meeting 17230 $1,194.81 *3 First National Bank Volunteer Expenses-Facility Rental For Volunteer&Docent Training/Food For Training 17231 $1,189.39 *3 First National Bank Computer,Website&Internet Expenses-Email Service Provider For Sending Email Blasts/Wireless Display Adaptor For Projector/Hard Drives/Computer Monitor Page 1 of 4 Claims No. 12-06 Meeting 12-10 Date 3/28/12 Revised Midpeninsula Regional Open Space District # Amount Name Description 17232 $1,110.94 Accountemps Accounting Temp 17233 $1,089.40 Carpenter Rigging Of San Jose Materials For Eyebrow Barriers On Trails/Winch Supplies 17234 $1,028.50 Rich Voss Trucking Rock Delivery For Various Roads&Trails 17235 $934.74 Wildfire Fire Hose Clamps 17236 $901.00 Bay Cities Automatic Gates Installation Of Gate Sensor At Windy Hill Parking Lot 17237 $866.35 AmeriGas Propane-SFO 17238 $860.20 *3 First National Bank Uniform Expenses 17239 $854.40 Green Waste Dumpster For Beatty Property Cleanup 17240 $837.00 Rick Skierka Prepare Legal Description Of Madonna Creek Uplands Parcel 17241 $832.00 Macro Corporation Project Management Services-Implementation Of District's New Radio System 17242 $800.00 Econo Tree Service Tree Pruning-Fremont Older Parking Lot 17243 $775.13 *3 First National Bank Miscellaneous Expenses-Twix Veterinary Visit/Notice Of Exemption Filing Fee For Madonna Creek Ranch/Hazardous Waste Disposal/Planning Commission Plan Check Fee For Mindego Gateway Staging Area 17244 $762.51 Villarreal,Jaime Reimbursement-Park Rangers Association Of California Training Expenses I 17245 $745.25 The Workingman's Emporium Uniform Expenses 17246 $649,50 Highway Technologies Stop Sign For RSA County Park Parking Lot 17247 $624.90 *3 First National Bank Advertising,Subscriptions&Books-Survey Monkey Monthly Subscription/Recruitment Advertisements For Accountant 17248 $612.94 Congdon, Bunny Lodging&Mileage-Accounting Department Support 17249 $600.00 Hazard Management Services Post Microbial Remediation Validation Inspection&Report For Rental Residence 17250 $591.05 Interstate Traffic Control Products U-Channels For RSA Quarry Trail Project 17251 $584.46 *3 First National Bank Vehicle Maintenance&Supplies 17252 $576.35 CMK Automotive Vehicle Maintenance&Repairs 17253 $575.00 County Of San Mateo Information Rent For Radio Repeater At Pise Peak Services Department 17254 $563.53 San Jose Water Company Water Service-RSA 17255 $554.19 Reneau,Frances Reimbursement-Park Rangers Association Of California Training Expenses 17256 $546.24 Metro Mobile Communications Installation Of Vehicle Radio Repeater In New Patrol Truck/ Radio Repair 17257 $529.69 Gou,Vicky Reimbursement-Adobe Photoshop, Illustrator&Pro 17258 $520.00 Del Rey Building Maintenance Cleaning Services-New Rental Residence 17259 $511.16 Big Creek Lumber Lumber&Materials For SFO Stable Building Repairs&Remodel 17260 $510.32 Simms Plumbing&Water Equipment Plumbing Repairs-AO 17261 $438.21 San Francisco Bay Bird Observatory Russian Ridge Bird Monitoring 17262 $395.00 Aaron's Septic Tank Service Pumping Services-Pump Septic Vault At Lower Windy Hill 17263 $392.67 Maaco Touch Up Painting Of Maintenance Truck 17264 $355.00 Safe Deposit Box Operation Rental Fee For Three Safe Deposit Boxes 17265 $339,40 *3 First National Bank Office Supplies/Earthquake Disaster Supplies/Postage For Board Packets/Break Room Supplies 17266 $336.58 Roto-Rooter Plumbing Repairs&Service-AO 17267 $335.00 Communication&Control Electrical Circuits For New Radio Equipment At Tomita Hill Radio Repeater Site 17268 $325.00 City Of Saratoga Recreation Facility Fee For Mt.Umunhum Public Meeting Department 17269 $320.00 San Mateo County Public Health Tick Testing/Water Testing 17270 $284.16 Foster Brothers Locks&Keys For FFO 17271 $260.06 Lausten,Tom Reimbursement-Uniform Expenses Page 2 of 4 i Claims No. 12-06 Meeting 12-10 Date 3/28/12 Revised Midpeninsula Regional Open Space District # Amount Name Description 17272 $257.87 Lab Safety Supply Field Safety Supplies&Fire Extinguisher Signs For SFO Shop 17273 $237.07 Reed&Graham Straw Wattles&Stakes For Parking Lot At FFO 17274 $232.63 Cermeno,Sal Reimbursement-Uniform Expenses 17275 $229.85 West Payment Center Monthly Information Charges 17276 $229.73 Mission Valley Ford Vehicle Maintenance&Repairs 17277 $228.81 California Water Service Company Water Service-FFO 17278 $228.00 Cupertino Medical Group Employee Medical Services 17279 $222.57 Grainger Synthetic Coolant&Insulated Gloves 17280 $200.02 Continuing Education Of The Bar Legal Books 17281 $200.00 *3 First National Bank Rental Residence Expenses-Kitchen Counter Replacement 17282 $198.04 Paterson,Loro Reimbursement-Uniform Expenses 17283 $166.52 Madco Field Supplies/Supplies For Beatty Property Cleanup 17284 $156.91 Hernandez,Vince Reimbursement-Uniform Expenses 17285 $150.46 Kwik Key Lock&Safe Company Keys For Patrol Truck 17286 $150.00 Santa Clara County Special Districts Annual Membership Dues Association 17287 $141.81 Smutnak,Greg Reimbursement-Park Rangers Association Of California Training Expenses 17288 $132.29 JaVelco Equipment Service Parts For Field Equipment 17289 $120.29 Peterson Cat Parts For Mini Excavator Repairs 17290 $102,30 Gorman,Michael Reimbursement-Uniform Expense 17291 $101.05 Servicewear Apparel Uniform Expenses 17292 $85.00 *3 First National Bank Membership Dues-National Notary Association 17293 $82.41 Turf&Industrial Equipment Company Tractor Oil&Filters 17294 $80.00 Greenlnfo Network Preserve Finder Upgrades 17295 $80.00 R.H.F. Recertification For SFO Radar Unit 17296 $70.49 Silverman,Joel Reimbursement-Mileage 17297 $60.00 Random House Permissions Agreement&Fee For Use Of Robinson Jeffers Quote In the Coffee Table Book 17298 $59.00 *7 County Of Santa Clara-Household Hazardous Material Disposal Fee Hazardous Waste Program 17299 $55.21 Neal,Holden Reimbursement-Uniform Expenses 17300 $41.87 FedEx Shipping Charges 17301 $35.76 Royal Brass Tire pressure gauge/Metric Seal Kit/Couplers 17302 $26.25 Rayne Of San Jose Water Service-Fremont Older 17303 $15.08 United Parcel Service Parcel Shipping 17304 $12.99 Gibbons,Stephen Reimbursement-Uniform Expenses 17305 R $4,808.26 Hsieh,Benny Reimbursement-IPads For Board Members&Board Appointees I 17306 R $3,434.47 Sterzl,Owen Reimbursement-IPads For Board Members&Board Appointees i 17307 R $1,875.00 Jack Gescheidt Professional Photography Session For Board Members and General Manager 17308 R $1,773.71 Grainger Gasoline Pump Rebuild Kit/Tissue Dispensers For RSA Restrooms/Cold Weather Gloves 17309 R $1 102.05 Accountem s Accounting Temp P 9 P 17310 R $1,000.00 Bay Area Open Space Council Bay Area Open Space Council Conference Sponsorship 17311 R $800.12 Tadco Supply Janitorial Supplies-FFO 17312 R $775.68 City Of Los Altos Annual Sewer Charges 17313 R $620.00 # Shelton Roofing Company Roof Repairs-Hawthorn Property 17314 R $550.16 United Site Services Sanitation Services-Sierra Azul&Fremont Older 17315 R $484.42 Turf&Industrial Equipment Co. Four Herbicide Spray Guns 17316 R $400.72 Ruiz,Ana Reimbursement-Cell Phone/Business Meals/Mileage 17317 R $376.71 Summit Uniforms Uniform Expenses Page 3 of 4 '., Claims No. 12-06 Meeting 12-10 Date 3/28/12 Revised Midpeninsula Regional Open Space District # Amount Name Description 17318 R $340.95 CMK Automotive Vehicle Maintenance&Repairs 17319 R $330.00 # IDEAL Property Damage Repair Emergency Response For Flooding Due To Roof Leaks At Hawthorn Property 17320 R $314.73 BurrelesLuce Media Contacts For Press Releases&E-Clipping Services 17321 R $301.92 Waste Management Of Guadalupe Disposal Of Garbage From SAO&Pressure Treated Wood From Disposal Company Beatty Property 17322 R $256.50 ADT Security Services Alarm Service-SFO 17323 R $200.00 Pro-Installers Sweep&Reset Rain Cap-Rental Residence 17324 R $151.79 Always Under Pressure Parts To Repair Pressure Washer 17325 R $118.00 Cupertino Medical Group Employee Medical Services 17326 R $113.24 West Payment Center Monthly Subscription For Online Legal Information 17327 R $86.00 County Of Santa Clara-Office Of The Fingerprinting Services Sheriff 17328 R $78.00 Pacific Telemanagement Services Pay Phone-Black Mountain 17329 R $75.00 Spectrum Resources FCC License Renewal For District Radio Frequency 17330 R $72.36 Petty Cash Parking&Mileage 17331 R $63.83 Sommer,Sandy Reimbursement-Mileage 17332 R $53.04 Cuzick,Elaina Reimbursement-Plants For AO 17333 R $39.30 Barron Park Supply Plumbing Supplies For Repairs At RSA 17334 R $34.78 California Water Service Company Water Service-Windy Hill 17335 R $15.00 Tires On The Go Tire Repair 17336 R $8.09 O'Reilly Auto Parts Vehicle Supplies Total $164,988.62 *1 Urgent check issued 3/15/12 *2 Urgent check issued 3/20/12 I *3 Urgent check issued 3/14/12 The total amount for First National Bank is$12,926.50 j *4 Urgent check issued 3/20112 f *5 Urgent check issued 3/21/12 *6 Urgent check issued 3/22/12 *7 Urgent check issued 3/15/12 I # Hawthorn expenses i I i i i E Page 4 of 4 Claims No. 12-06 Meeting 12-10 Date 3/28/12 Midpeninsula Regional Open Space District # Amount Name Description 17199 $15,208.58 Schafer Consulting Consulting Services-Integrated Accounting&Financial Software Selection, Evaluation&Implementation 17200 $11,242.00 Ascent Environmental CEQA/NEPA Document Preparation&Support For Mt. Umunhum Site Planning 17201 $10,978.77 *1 Valley Oil Company Fuel 17202 $9,300.00 Planet Orange Termite Services Termite Treatment-AO&Rental Residence 17203 $6,902.50 Timothy C.Best,CEG Road&Trail Inventory And Assessment-ECDM Staging Area& Cross Over Trail 17204 $6,013.02 Patsons Media Group Printing Services-Trail Guides/Brochures/Mt.Umunhum Flyer 17205 $4,167.10 *2 San Mateo County Planning&Building Building Department Plan Check Fee For Mindego Gateway Department Staging Area 17206 $3,750.00 Glasser Kolly Labor Relations Consultant Services-Labor Negotiations&Labor Relations 17207 3 220.00 Hexagon Transportation$ a o Consultants Traffic Analysis For Mindego Gateway Staging Area 9 Y 9 Y 9 9 17208 $2,980.00 Bowerman Electric Transfer Switch Panel Installation For Generator-SFO 17209 $2,950.53 *3 First National Bank Conferences&Training-California Special Districts Association Conference/CEQA Update Training/Continuing Education Of The Bar Classes/Public Agency Risk Managers Association Conference 17210 $2,827.95 *3 First National Bank Field Supplies/Chainsaw Accessories/Paint For Gates/Locks To Secure Field Equipment/Tie Down Straps/Safety Glasses/ /P Poison Sunscreenson Ivy Lotion/GPS Units/Disposable Dog Leashes 17211 $2,574.06 Ecological Concerns Native Revegetation Maintenance&Monitoring-Skyline Ridge Tree Farm 17212 $2,327.50 # Security Code 3 Security Patrol Service At Hawthorn Property 17213 $2,322.22 Ecological Concerns Native Revegetation Maintenance&Monitoring-Skyline Ridge Tree Farm Phase III 17214 $2,151.50 *4 San Mateo County Clerk Recorder CEQA Filing Fees For Pond Management Plan 17215 $2,123.04 Sears Tools For SAO Shop/Weather Station For SFO 17216 $2,104.03 *5 Shell Credit Card Center Fuel 17217 $1,988.76 Sunnyvale Ford Vehicle Maintenance&Repairs 17218 $1,744.50 *6 San Mateo County Planning&Building General Plan Conformity Fee For Potential Land Purchases Department 17219 $1,740.00 The Carpet Mart Replace Linoleum In Kitchen-Rental Residence/Replace Carpet-Rental Residences 17220 $1,623.75 Global Steel Fabricators Gate For Carrelli Property 17221 $1,583.55 Howard Rome Martin&Ridley Legal Services-Gullicksen Litigation 17222 $1,500.00 New World Systems Integrated Accounting And Financial System Software& Implementation Services 17223 $1,430.16 John Northmore Roberts&Associates Consulting Services For Design&Construction Documents- Mindego Gateway Staging Area 17224 $1,385.88 Geocon Consultants Environmental&Geotechnical Consulting Services For Mindego Ranch Landfill 17225 $1,371.44 LFR An ARCADIS Company Engineer&Design Services-ECDM Staging Area 17226 $1,360.22 Waste Management Of Guadalupe Recycle Wood From Beatty Property Disposal Company 17227 $1,350.00 Restoration Design Group Site Planning Services For Mt. Umunhum 17228 $1,316.69 Summit Uniforms Uniform Expenses 17229 $1,294.73 *3 First National Bank Business Related Meals-Board Meetings/GM Meeting/Food For General Counsel Finalist Interviews/Staff Dinner For Mt. Umunhum Meeting/IAFS Meetings/ABC Meeting 17230 $1,194.81 *3 First National Bank Volunteer Expenses-Facility Rental For Volunteer&Docent Training/Food For Training 17231 $1,189.39 *3 First National Bank Computer,Website&Internet Expenses-Email Service Provider For Sending Email Blasts/Wireless Display Adaptor For Projector/Hard Drives/Computer Monitor Page 1 of 4 Claims No. 12-06 Meeting 12-10 Date 3/28/12 Midpeninsula Regional Open Space District # Amount Name Description 17232 $1,110.94 Accountemps Accounting Temp 17233 $1,089.40 Carpenter Rigging Of San Jose Materials For Eyebrow Barriers On Trails/Winch Supplies 17234 $1,028.50 Rich Voss Trucking Rock Delivery For Various Roads&Trails 17235 $934.74 Wildfire Fire Hose Clamps 17236 $901.00 Bay Cities Automatic Gates Installation Of Gate Sensor At Windy Hill Parking Lot 17237 $866.35 Americas Propane-SFO 17238 $860.20 *3 First National Bank Uniform Expenses 17239 $854.40 Green Waste Dumpster For Beatty Property Cleanup 17240 $837.00 Rick Skierka Prepare Legal Description Of Madonna Creek Uplands Parcel 17241 $832.00 Macro Corporation Project Management Services-Implementation Of District's New Radio System 17242 $800.00 Econo Tree Service Tree Pruning-Fremont Older Parking Lot 17243 $775.13 *3 First National Bank Miscellaneous Expenses-Twix Veterinary Visit/Notice Of Exemption Filing Fee For Madonna Creek Ranch/Hazardous Waste Disposal/Planning Commission Plan Check Fee For Mindego Gateway Staging Area 17244 $762.51 Villarreal,Jaime Reimbursement-Park Rangers Association Of California Training Expenses 17245 $745.25 The Workingman's Emporium Uniform Expenses 17246 $649.50 Highway Technologies Stop Sign For RSA County Park Parking Lot 17247 $624.90 *3 First National Bank Advertising,Subscriptions&Books-Survey Monkey Monthly Subscription/Recruitment Advertisements For Accountant 17248 $612.94 Congdon, Bunny Lodging&Mileage-Accounting Department Support 17249 $600.00 Hazard Management Services Post Microbial Remediation Validation Inspection&Report For Rental Residence 17250 $591.05 Interstate Traffic Control Products U-Channels For RSA Quarry Trail Project 17251 $584.46 *3 First National Bank Vehicle Maintenance&Supplies 17252 $576.35 CMK Automotive Vehicle Maintenance&Repairs 17253 $575.00 County Of San Mateo Information Rent For Radio Repeater At Pise Peak Services Department 17254 $563.53 San Jose Water Company Water Service-RSA 17255 $554.19 Reneau,Frances Reimbursement-Park Rangers Association Of California Training Expenses 17256 $546.24 Metro Mobile Communications Installation Of Vehicle Radio Repeater In New Patrol Truck/ Radio Repair 17257 $529.69 Gou,Vicky Reimbursement-Adobe Photoshop, Illustrator&Pro 17258 $520.00 Del Rey Building Maintenance Cleaning Services-New Rental Residence 17259 $511.16 Big Creek Lumber Lumber&Materials For SFO Stable Building Repairs&Remodel 17260 $510.32 Simms Plumbing&Water Equipment Plumbing Repairs-AO 17261 $438.21 San Francisco Bay Bird Observatory Russian Ridge Bird Monitoring 17262 $395.00 Aaron's Septic Tank Service Pumping Services-Pump Septic Vault At Lower Windy Hill 17263 $392.67 Maaco Touch Up Painting Of Maintenance Truck 17264 $355.00 Safe Deposit Box Operation Rental Fee For Three Safe Deposit Boxes 17265 $339.40 *3 First National Bank Office Supplies/Earthquake Disaster Supplies/Postage For Board Packets/Break Room Supplies 17266 $336.58 Roto-Rooter Plumbing Repairs&Service-AO 17267 $335.00 Communication&Control Electrical Circuits For New Radio Equipment At Tomita Hill Radio Repeater Site 17268 $325.00 City Of Saratoga Recreation Facility Fee For Mt.Umunhum Public Meeting Department 17269 $320.00 San Mateo County Public Health Tick Testing/Water Testing 17270 $284.16 Foster Brothers Locks&Keys For FFO 17271 $260.06 Lausten,Tom Reimbursement-Uniform Expenses Page 2 of 4 Claims No. 12-06 Meeting 12-10 Date 3/28/12 Midpeninsula Regional Open Space District # Amount Name Description 17272 $257.87 Lab Safety Supply Field Safety Supplies&Fire Extinguisher Signs For SFO Shop 17273 $237.07 Reed&Graham Straw Wattles&Stakes For Parking Lot At FFO 17274 $232.63 Cermeno,Sal Reimbursement-Uniform Expenses 17275 $229.85 West Payment Center Monthly Information Charges 17276 $229.73 Mission Valley p Ford Vehicle Maintenance&Repairs 17277 $228.81 California Water Service Company Water Service-FFO 17278 $228.00 Cupertino Medical Group Employee Medical Services 17279 $222.57 Grainger Synthetic Coolant&Insulated Gloves 17280 $200.02 Continuing Education Of The Bar Legal Books 17281 $200.00 *3 First National Bank Rental Residence Expenses-Kitchen Counter Replacement 17282 $198.04 Paterson, Loro Reimbursement-Uniform Expenses 17283 $166.52 Madco Field Supplies/Supplies For Beatty Property Cleanup 17284 $156.91 Hernandez,Vince Reimbursement-Uniform Expenses 17285 $150.46 Kwik Key Lock&Safe Company Keys For Patrol Truck 17286 $150.00 Santa Clara County Special Districts Annual Membership Dues Association 17287 $141.81 Smutnak,Greg Reimbursement-Park Rangers Association Of California Training Expenses 17288 $132.29 JaVelco Equipment Service Parts For Field Equipment 17289 $120.29 Peterson Cat Parts For Mini Excavator Repairs 17290 $102.30 Gorman, Michael Reimbursement-Uniform Expense 17291 $101,05 Servicewear Apparel Uniform Expenses 17292 $85.00 *3 First National Bank Membership Dues-National Notary Association 17293 $82,41 Turf&Industrial Equipment Company Tractor Oil&Filters 17294 $80.00 Greeninfo Network Preserve Finder Upgrades 17295 $80.00 R.H.F. Recertification For SFO Radar Unit 17296 $70.49 Silverman,Joel Reimbursement-Mileage 17297 $60.00 Random House Permissions Agreement&Fee For Use Of Robinson Jeffers Quote In the Coffee Table Book 17298 $59.00 *7 County Of Santa Clara-Household Hazardous Material Disposal Fee Hazardous Waste Program 17299 $55.21 Neal, Holden Reimbursement-Uniform Expenses 17300 $41.87 FedEx Shipping Charges 17301 $35.76 Royal Brass Tire pressure gauge/Metric Seal Kit/Couplers 17302 $26.25 Rayne Of San Jose Water Service-Fremont Older 17303 $15.08 United Parcel Service Parcel Shipping 17304 $12.99 Gibbons,Stephen Reimbursement-Uniform Expenses Page 3 of 4 �I Claims No. 12-06 Meeting 12-10 Date 3/28/12 Midpeninsula Regional Open Space District # Amount Name Description Total $144,334.79 *1 Urgent check issued 3115/12 *2 Urgent check issued 3/20/12 *3 Urgent check issued 3/14/12 The total amount for First National Bank is$12,926.50 *4 Urgent check issued 3/20/12 *5 Urgent check issued 3/21/12 *6 Urgent check issued 3/22/12 *7 Urgent check issued 3/15/12 # Hawthorn expenses Page 4 of 4 I i ' IMidpeninsula Regional Open Space District • x R-12-21 Meeting 12-10 March 28, 2012 AGENDA ITEM 4 AGENDA ITEM Authorization to Contract with Design Concepts for Graphic Design Services for Fiscal Years 2012-13 and 2013-14 GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to enter into a contract for graphic design services with Design Concepts for Fiscal Year(FY) 2012-13 and 2013-14 for an amount not to exceed $62,895.00 for unless terminated earlier h District in accordance with the terms of the each fiscal year, u essby s contract. SUMMARY i The District's Public Affairs Department conducts a competitive proposal process for District graphic design services every three years. (The District also contracts for related printing and mailing servicesas part art of the same services contract cycle.) Staff conducted a competitive proposal process in 2011 for graphic design services that would have begun in FY2011-12, with the option for extensions for FY2012-13 and FY2013-14 subject to Board approval. However, the District could not implement a new graphic design services contract at that time because the project manager was preparing for a six-month leave of absence. At its April 27, 2011 meeting (see Report R-11-37), the Board authorized the General Manager to extend the existing contract with Design Concepts until the project manager returned and could conduct another Request for Proposal Process. As a result of this new process staff is recommending hiring Design Concepts. DISCUSSION District staff solicited requests for proposals for graphic design services from the five firms who responded to the original competitive proposal process in 2011 and received three proposals. Design firms were asked to provide cost estimates for completion of sample District projects (design of the District's quarterly newsletter and design of five representative samples of trail brochures), and include their hourly rates. They were also asked to submit work samples, references, and information regarding their background and qualifications, including experience working with government agencies and/or land conservation or environmental organizations. For an illustrated comparison of the three proposals received based on cost,please refer to the table below. The table shows the cost each bidder provided for a number of selected sample projects since it would be impossible to predict all of the different design projects carried out each year. R-12-21 Page 2 Sample Projects Design Concepts Main Street Alexander Atkins Proposal Graphics Design, Inc. 16- a e newsletter: $2,895.00 $4,944.00 $5,700.00 18- a e newsletter: $3,105.00 $5,562.00 $6,600.00 20- a e newsletter: $3,315.00 $6,180.00 $7,560.00 Simple trail brochure design $465.00 $1,136.00 $1,080.00 (Purisima Creek Redwoods trail brochure): Complex trail brochure design $895.00 $2,556.00 $3,600.00 (Escape to Your Open Space brochure): Total overall costs (combining $10,675.00 $20,378.00 $24,540.00 each newsletter page length and the simple and complex trail brochure designs): Based upon staffs assessment of each bidder's: (i) cost proposals, (ii)reputation for quality, (iii) samples submitted for review, and (iv) demonstrated familiarity with the District's graphic design, printing, and mailing processes, staff recommends contracting with Design Concepts for FY2012-13 and FY2013-14, to maximize the efficiency of the contracting process for an amount not to exceed $62,895.00 for each fiscal year,unless the contract is terminated earlier by the District in accordance with the terms of the contract. The amount of$62,895.00 represents the total graphic design budget for the fiscal year, while the amounts in the table above represent the costs provided by the bidders for the sample projects. The recommended proposal received from Design Concepts, a Mountain View-based company with 30+ years of experience, was of high quality and professionally completed. The Design Concepts proposal included a variety of work samples demonstrating an ability to design to District standards and aesthetic and prior work experience which included working with the District and similar organizations. Design Concepts has also demonstrated the highest level of customer service, responding to unusual and urgent service needs in a creative and timely manner, and provided rapid turnaround, while consistently ensuring attention to detail. FISCAL IMPACT Funding for the graphic design services contract has been included predominantly in the Public Affairs department FY2012-13 budget, and in other District departments as needed for special projects, District stationery, etc. Final adoption of the proposed FY2012-13 District budget by the Board at its March 28, 2012 meeting would authorize $50,000.00 in the Public Affairs department budget and $12,895.00 in other District departments to accomplish the graphic design projects planned for the next fiscal year. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. R-12-21 Page 3 CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS Once Board approval is obtained, the graphic design services contract for FY2012-13 and 2013- 14 will be executed, and Public Affairs staff will implement on an ongoing basis the graphic design projects planned for each fiscal year. Responsible Department Manager: . Rudy ensen Jur Public Affairs Manager g Prepared by: Kristi Britt, Public Affairs Specialist Contact person: Kristi Britt, Public Affairs Specialist i ' IMidpeninsula Regional Open Space District R-12-21 Meeting 12-10 March 28, 2012 AGENDA ITEM 5 AGENDA ITEM Authorization to Extend the Contract with Patsons Press for Printing Services for Fiscal Year 2012-13, with an Option to Extend the Contract for Fiscal Year 2013-14 GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to extend the contract for printing services with Patsons Press for Fiscal Year(FY) 2012-2013 for an amount not to exceed $106,175.00, with the option to extend the contract to FY2013-2014 subject to further Board approval. SUMMARY The Public Affairs Department conducts a competitive proposal process for District printing services every three years. (The District also contracts for related graphic design and mailing services as part of the same services contract cycle.) Staff conducted a competitive proposal process in 2011 for FY2011-12,with the option to extend the contracts through FY2012-13 and FY2013-14 as long as contractor performance continued to meet District needs and standards. FY2012-13 is the second of three years the current printing services contract can be extended before the competitive proposal process will need to be conducted again. DISCUSSION At its March 23, 2011 meeting(see Report R-11-38), the Board authorized the General Manager to contract with Patsons Press of Sunnyvale for an amount not to exceed $116,371.00. The printing services contract with Patsons Press was approved after a competitive proposal process in 2011 with the option to extend the contract through FY2012-13 and FY2013-14 subject to further Board approval. Staff has worked with Patsons Press over the last year and in previous fiscal years and is satisfied with their services and the value provided. Patsons Press has delivered a high level of customer service and response to urgent service needs in a timely manner. The Patsons Press printing services contract amount, if approved, will decrease from the current FY2011-12 contract by $10,196.00, due to a change in printing materials used for special projects such as the environmental restoration and public access project for Mount Umunhum, the La Honda Creek Master Plan, and the Hawthorns property. R-12-21 Page 2 Given the District's excellent overall experience with the quality and professional services provided by Patsons Press, staff recommends the District extend the contract with Patsons Press for FY2012-13 for printing services for an amount not to exceed $106,175.00. FISCAL IMPACT Funding for the printing services contract has been included predominantly in the Public Affairs department FY2012-13 budget, and in other District departments, as needed, for special projects, District stationery, etc. Final adoption of the proposed FY2012-13 District budget by the Board at its March 28, 2012, meeting would authorize$99,900.00 in the Public Affairs department budget and $6,275.00 in other District departments to accomplish the printing projects planned for the next fiscal year. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act(CEQA) and no environmental review is required. NEXT STEPS Once Board approval is obtained, the printing rintin services contract for FY2012-13 will be executed pP and Public Affairs staff will implement on an ongoing basis the printingproJects planned for the fiscal year. Responsible Department Manager: �r n n Public Affairs Rudy Jurge se , ub is ai s Manager Prepared by: Kristi Britt, Public Affairs Specialist Contact person: Kristi Britt, Public Affairs Specialist Midpeninsula Regional Open Space District R-12-22 Meeting 12-10 March 28, 2012 AGENDA ITEM 6 AGENDA ITEM Authorization to Decline the Option to Extend the Mailing Services Contract with Diamond p g Quality Printing&Mailing of San Jose(Diamond) and Enter into a Contract with Patsons Press for Mailing Services for Fiscal Year 2012-13, with an Option to Extend the Contract for Fiscal Year 2013-14 I GENERAL MANAGERS RECOMMENDATIONS Authorize the General Manager to decline the option to extend the mailing services contract with g P g Diamond and enter into a contract for mailing services with Patsons Press for Fiscal Year(FY) 2012-13 for an amount not to exceed $32,630.00, with the option to extend the contract to FY2013-14, subject to further Board approval. SUMMARY The District's Public Affairs Department conducts a competitive proposal process for District mailing services every three years. (The District also contracts for related graphic design and printing services as part of the same services contract cycle.) In 2011, staff conducted a competitive proposal process for mailing services for FY2011-12 and the resulting contract with Diamond provided the District with the option to extend the contract through FY2012-13 and FY2013-14. Diamond has indicated that they intend to raise the prices for FY2012-13 mailing services, if the contract is extended. Diamond's proposed increases would lead the District to incur costs that exceed the District's budget for these services. Accordingly, staff proposes that the District decline the option to extend the Diamond mailing services contract and enter into a contract with Patsons Press based on the price quotes contained in the proposal Patsons Press submitted to the District in 2011, which have not changed. DISCUSSION At its March 23, 2011 meeting(see Report R-11-39), the Board authorized the General Manager to contract with Diamond for an amount not to exceed $28,700. The mailing services contract with Diamond was approved after a competitive proposal process in 2011 and contained an option to extend the contract through FY2012-13 and FY2013-14, subject to further Board approval. R-12-21 Page 2 Due to Diamond's proposed increased costs that would be passed on to the District, staff recommends the District decline to exercise the option to extend Diamond's contract. Through unexpectedly higher postage costs, approximately$1,000 per newsletter issue, and a proposed increase in processing costs from an average of$631.50 to $965.00 per newsletter issue next fiscal year, it has become cost-prohibitive for the District to continue to contract with Diamond Quality Printing& Mailing for mailing services. Staff further recommends that the District contract with Patsons Press for mailing services for FY2012-13, with an option to extend the contract through FY2013-14. Patsons Press participated in the District's competitive proposal process in 2011 for mailing services but was not awarded the contract since Diamond Quality Printing&Mailing's proposal was the lowest bid received. Of the ten proposals received at the time- for total combined costs for processing j and postage for a key sample project(mailing of the District's 18-page newsletter to the District's mailing list)-- Patsons Press bid of$4 902 was the second lowest bid received (Diamond's bid was $4,874). Due to Diamond's proposed price increases, Patsons Press would now, in effect, be the lowest bid. Moreover, the Patsons Press proposal was complete, timely, and demonstrated the firm's experience in performing similar direct mailing services. Staff believes that contracting with Patsons Press for mailing services would be the best choice in light of the District's excellent overall experience with the quality and professional services � p q Y p c provided by Patsons Press for printing services. With this recommendation, it would be the first time the District's printing and mailing services would be handled under one contractor,which could further streamline the District's printing and mailing processes—both in production timeline and expenses. The Patsons Press mailing services contract amount, if approved, would increase over the current FY2011-12 mailing services contract with Diamond by$3,930. This is because next year we will implement a number of special projects, such as the environmental restoration and public access project for Mount Umunhum and the La Honda Creek Master Plan, which will require an increased mailing volume. So while the postage and processing costs offered by Patsons are lower than Diamond's, the total budget for Patsons will exceed the current year budget by$3,930 due to the additional projects and larger volume Based on Diamond's rice increases for FY2012-13 staff recommends that the District proposed p � i not exercise its option to extend the Diamond contract beyond FY2011-12. Based upon the following factors staff recommends contracting with Patsons Press for FY2012-13 for mailing services for an amount not to exceed $32,630: • Patsons Press's competitive cost estimate of $4,902 (equaling$0.306375 per unit for mailing the District's 18-page newsletter- processing and postage costs combined); • Timely response to District inquiries; • Quick turn-around on District projects; • No charge for return of newsletter"overs"provided for spoilage purposes; • No charge for use of their firm's indicia(a postal marking, a bulk mail permit number, pre- printed on the newsletter); • Confirmation that their firm could meet the District's newsletter production schedule R-12-21 Page 3 FISCAL IMPACT Funding for the mailing services contract has been included predominantly in the Public Affairs department FY2012-13 budget and in other District departments as needed for special projects. Final adoption of the proposed FY2012-13 District budget by the Board at its March 28, 2012 meeting would authorize$27,200 in the Public Affairs department budget and $5,430 in other District departments to accomplish the mailing projects planned for the next fiscal year. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act(CEQA) and no environmental review is required. NEXT STEPS If the Board approves the recommended actions, the mailing services contract with Diamond pp g would terminate at the end of FY2011-12 and a new mailing services contract with Patsons Press for FY2012-13, with an option to extend through FY2013-14 will be executed, and Public Affairs staff will implement on an ongoing basis the mailing projects planned for the fiscal year. Responsible Department Manager: Rudy Jurgensen, Public Affairs Manager, Prepared by: Kristi Britt, Public Affairs Specialist Contact person: Kristi Britt, Public Affairs Specialist or ' IMidpeninsula Regional Open Space District R-12-3 8 Meeting 12-10 March 28, 2012 AGENDA ITEM 7A AGENDA ITEM Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Budget ADMINISTRATION AND BUDGET COMMITTEE RECOMMENDATION The Administration and Budget Committee(ABC)recommends that the Board adopt the Midpeninsula Regional Open Space District Fiscal Year 2012-13 (FY2012-13) Action Plan and Budget recommended by the General Manager(Items 7B and 7C). SUMMARY The ABC and staff met three times earlier this year to review the FY2012-13 Proposed Budget and Action Plan. Based on the Controller's projection of$28.28M in property tax revenue, the final budget being submitted to the full Board will come in under the targets for both the Operating and Capital Budget guidelines. The action plan that accompanies the budget reflects the shift in programmatic direction called out in the recently adopted District Strategic Plan. DISCUSSION The ABC is tasked with reviewing the proposed annual District budget to ensure fiscal responsibility, while providing the financial resources required to accomplish the District's work program as described in the annual District Action Plan. In addition, the ABC reviews and ensures that the recommendations from the previous year have either been accomplished or p Y p deferred to the following year. During January and February 2012, the ABC met three times with the General Manager, District Controller, the department managers, and various staff. The District Controller is projecting $28.38 million in property tax revenue for FY2012-13, an increase of 2.7%over the prior fiscal year, and has increased the Operating Expense(OpEx) Guideline to 55% of property tax revenue ($16.092 million) for FY2012-13. This increase reflects the projected property tax revenue growth as well as implementation of the Strategic Plan direction to re-evaluate and adjust the District's budget guidelines. The proposed FY2012-13 operating budget is $15.96 million or $0.13 million below the 55% OpEx spending limit. The Capital Expenditure(CapEx) Guideline remains at 10.5%of property tax revenue and the three-year running average used to prepare this budget is 7.7%, well below the guideline. R-12-38 Page 2 Staff presented the ABC with the District's proposed FY2012-13 expenditure budget of $41,379,220. The budget reflects the first year of implementing the District Strategic Plan and related projects, launching of the new Natural Resources Department, the costs of implementing the Classification and Compensation Study recommendations, and a proposed staffing increase of 4.75 FTEs (full-time equivalent employees). The Committee shares the whole Board's caution when new positions are added; however these increases are needed to meet our increasing land management needs (new purchases as well as the new Strategic Plan goals). The ABC confirmed the District's ability to sustain the cost increases related to implementing the proposed Classification and Compensation Study and the proposed staffing increases by reviewing staff s five-year OpEx Forecast and the Controller's property tax revenue and cash flow projections. Major highlights of the proposed budget and action plan include: • The first year of implementing the District's new Strategic Plan, whose goal is to provide more balance between land acquisition, stewardship, and public access, will be focused on developing the internal and external organizational structures and plans needed to achieve this goal. • Mount Umunhum—Complete the demolition of the structures on the former Almaden Air Force Base at Mount Umunhum and Mount Thayer and develop environmental restoration and public access plans. • Cooley Landing Partnership with East Palo Alto—Complete a Use and Management Plan amendment to allow public recreational use at the Cooley Landing Peninsula of Ravenswood Open Space Preserve. 0 La Honda Creek and Sierra Azul/Bear Creek Redwoods Master Plans—These two master plans, which had been put on hold, will be completed to guide the use, management, and facilities P development of the reserves. p As directed by the ABC in its FY2011-12 Budget recommendation(R-11-43), staff presented the District's first three-year CapEx forecast. Staff will extend this forecast to five years during next year's District budget process. After reviewing the FY2012-13 Proposed District Budget, the ABC then reviewed individual department Action Plans and budgets and ensured they met the District budgetary guidelines. A review of the FY2011-12 ABC recommendations confirmed that all have been implemented. FISCAL IMPACT Approval of the proposed FY2012-13 Budget by the Board will authorize $41,379,220 to accomplish the District's work plan for FY2012-13. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. R-12-38 Page 3 CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS If approved by the Board, staff will begin implementing the FY2012-13 Action Plan and Budget effective April 1, 2012. Responsible Department Manager: Kate Drayson, Administrative Services Manager Prepared by: Lynn Tottori, Sr. Management Analyst Kate Drayson, Administrative Services Manager Contact person: Pete Siemens, Chair Administratio and n Budget Committee ud e g I Midpeninsula Regional • ' Open Space District R-12-39 Meeting 12-10 March 28, 2012 AGENDA ITEM 7B AGENDA ITEM Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Budget GENERAL MANAGER'S RECOMMENDATION cow Adopt the attached Resolution approving the budget for Fiscal Year 2012-13 (FY2012-13) and the Classification and Compensation Plan (Exhibit A to the Resolution). DISCUSSION The proposed FY2012-13 District Budget was presented for initial review at the February 29, 2012 regular meeting of the Board of Directors (Report R-12-08) and is presented again for final consideration and approval (see Table 1). The proposed budget for FY2012-13 totals $41,379,220. A summary of the major expenditure categories is reflected below and more detail is provided in Exhibit B. Table 1: Proposed FY2012-13 District-wide Budget Revenue Property Tax $28,380,000 69% Use of Other Funds $12 999 220 31% Total $41,379,220 100% Expenditures Operating Expenditures $15,958,985 38 % Capital Expenditures $ 5,679,385 14 % Land, Debt, and Associated Costs $18,577,356 45 % Strategic Plan/Special Projects $ 871,068 2 % Property Management $ 292,426 1 % Total District Expenditures $41,379,220 100% The FY2012-13 Proposed Budget reflects increases in PERS retirement rates and medical premiums, as well as the proposed addition of 4.75 FTE to the OpEx budget and 2.0 temporary FTE which are outside the OpEx. Due to the unknown outcome of negotiations with the Field Employees Association, the proposed budget does not include any expenses or savings resulting from the negotiations such as a COLA, changes in PERS contributions, or insurance premiums for both the FEA and the unrepresented staff. The fiscal impact of any such changes cannot be assessed until the outcome of negotiations is finalized and the budgetary impact of any monetary R-12-39 Page 2 items, if any, is assessed. Negotiations commenced in February 2012 and any financial changes resulting from negotiations will be adjusted as part of the FY2012-13 Midyear Budget. Also, included in the proposed budget is the assumed implementation of the Classification and Compensation Study compensation recommendations for all District employees effective April 1, 2012. This assumption enables the Board to determine when, and to what extent, to implement the recommendations for unrepresented employees at the District. For the FEA, implementation of the compensation recommendations is subject to negotiation and will not be known until negotiations are complete. Further details of the proposed FY2012-13 Budget are included in Exhibit B to the Resolution— Budget Summary. BOARD COMMITTEE The Administration and Budget Committee reviewed the proposed FY2012-13 District Budget on February 2 and February 8 and recommends approval by the full Board. FISCAL IMPACT Approval of the proposed FY2012-13 District Budget by the Board will authorize $41,379,220 in spending to accomplish the District's work plan for the next fiscal year. PUBLIC NOTICE Public notice has been provided as required by the Brown Act. No additional public notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS On April 1, 2012, the FY2012-13 Budget will be implemented. Attachments: 1. Resolution Approving the FY2012-13 Budget 2. Exhibit A to the Resolution—FY2012-13 Classification and Compensation Plan 3. Exhibit B to the Resolution—FY2012-13 Budget Summary 4. Exhibit C to the Resolution—FY2012-13 Budget Analysis, Operating and Non-Operating Expenses R-12-39 Page 3 Responsible Department Manager: Kate Drayson, Administrative Services Manager Prepared by: Lynn Tottori, Sr. Management Analyst Kate Drayson, Administrative Services Manager Contact person: Stephen E. Abbors, General Manager I I I RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ADOPTING BUDGET FOR FY2012-13 The Board of Directors of the Midpeninsula Regional Open Space District does resolve as follows: Section One. Adopt the budget for the Midpeninsula Regional Open Space District for the FY2010-11 as set forth in Exhibit B attached hereto. Section Two. Approve amendment to the Position Classification and Compensation Plan as set forth in Exhibit A attached hereto. Section Three. Monies are hereby appropriated in accordance with said budget. Exhibit A: Midpeninsula Regional Open Space District Revised Classification and Compensation Plan Fiscal Year 2012/13 - Effective 04/01/2012 last revised 1/25/12, 12/14/11, 11/09/11, 05/11/11 Stop Range, HourlyRan e$ Monthly Range$ Annual Ran (i$ Time Base Glassific tlon Title Minimum Maximum Minimum Maximum Minimum Meximum Mlnlmu'mI Meacimumi Seasonal Open Space Technician 247.501 257.50 19.020 21.015 3,297 3,643 39,562 43,711 Part-time Farm Maintenance Worker 267.50 292.50 23.219 29.795 4,025 5,164 48,296 61,974 Full-time Open Space Technician* 267.50 292.50 23.219 29.795 4,025 5,164 48,296 61,974 Full-time Administrative Assistant 269.50 294.50 23.687 30.395 4,106 5,268 49,269 63,222 Full-time Accounting Technician 269.50 294.50 23.687 30.395 4,106 5,268 49,269 63,222 Full-time Public Affairs Program Coordinator 274.501 299.50 24.898 31.950 4,316 5,538 51,788 66,456 Full-time Lead Open Space Technician" 277.501 302.50 25.655 32.921 4,447 5,706 53,3621 68,476 Full-time Information Technology Technician Full-time IT Help Desk-SuppGA Range 25 26.758 33.421 4,638 5,793 55,656 69,516 PaFt- ►e Ranger 278.50 303.50 25.912 33.251 4,491 5,764 53,897 69,162 Full-time GIS Technician 278.50 303.50 25.912 33.251 4,491 5,764 53,897 69,162 Full-time Training and Safety Specialist 280.50 305.50 26.434 33.921 4,582 5,880 54,983 70,556 Full-time Human Resources Technician 280.50 305.50 26.434 33.921 4,582 5,880 54,983 70,556 Full-time Senior Administrative Assistant 280.50 305.50 26.434 33.921 4,582 5,880 54,983 70,556 Full-time Planner I new TBD TBD TBD TBD TBD TBD TBD TBD Full-time Docent Program Manager 283.50 308.50 27.237 34.951 4,721 6,058 56,653 72,698 Full-time Volunteer Program Manager 283.50 308.50 27.237 34.951 4,721 6,058 56,653 72,698 Full-time Information Technology Administrator 283.501 308.50 27.237 34.951 4,721 6,058 56,653 72,698 Full-time Executive Assistant 283.50 308.50 27.237 34.951 4,721 6,058 56,653 72,698 Full-time Equipment Mechanic/Operator 286.50 311.50 28.065 36.013 4,865 6,242 58,375 74,907 Full-time Planner 11 288.50 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Resource Management Specialist 1 288.50 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Public Affairs Specialist 288.501 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Media Communications Specialist 288.501 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Website Administrator 288.501 313.50 28.630 36.739 4,963 6,368 59,550 76,417 Full-time Accountant ' Range 31 30.981 38.688 5,370 6,706 64,440 80,472 Full-time Management Analyst I ' Range 31 30.981 38.688 5,370 6,706 64,440 80,472 Full-time Maintenance, Construction & Resource Su ervisor 293.50 318.50 30.094 38.617 5,216 6,694 62,596 80,323 Full-time 11Supervising Ranger 293.50 318.50 30.694 38.617 5,216 1 6,694 62,596 80,323 Full-time St i "go, Hc►url Range, :� � -'Month i ��n +�$ : ,Annual �sn o+�; ;� ��a Base� Classification Title Minimum Maxlnturn Minimum Maximum Minimum 'Maximum Minirnurn maximum Resource Management Specialist ll New TBD TBD TBD TBD TBD TBD TBD TBD Full-time Real Property Specialist 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time GIS Administrator" 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time Planner III** 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time Management Analyst II(New) 303.50 328.50 33.251 42.668 5,764 7,396 69,162 88,749 Full-time Management Analyst II 307.501 332.50 34.604 44.405 5,998 7,697 71,976 92,362 Full-time Management Analyst II - Human Resources New ' Ran a 35 34.154 42.652 5,920 7,393 71,040 88,716 Full-time Senior Planner** 313.50 338.50 36.739 47.144 6,368 8,172 76,417 98,060 Full-time Senior Resource Management S ecialist** 313.50 338.50 36.739 47.144 6,368 8,172 76,417 98,060 Full-time Human Resources Supervisor New TBD TBD TBD TBD TBD TBD TBD TBD Full-time Area Superintendent 318.50 343.50 38.617 49.555 6,694 8,590 80,323 103,074 Full-time Senior Management Analyst 321.50 346.50 39.790 51.060 6,897 8,850 82,763 106,205 Full-time District Clerk 321.50 346.50 39.790 51.060 6,897 8,850 82,763 106,205 Full-time Assistant General Counsel 1 (New) TBD TBD TBD TBD TBD TBD TBD TBD Full-time Assistant General Counsel 11 328.50 353.50 42.668 54.753 7,396 9,491 88,749 113,886 Full-time Administrative Services Manager 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Operations Manager 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Planning Manager' 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Public Affairs Manager 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Real Property Manager 335.50 360.50 45.754 58.713 7,931 10,177 95,168 122,123 Full-time Assistant General Manager 353.50 378.50 54.753 70.260 9,491 12,178 113,886 146,141 Full-time Notes: * OST will receive an additional 1% stipend for Class A or B license; Lead OST 1%for Class A. ** Will receive an additional 4% stipend for Masters degree in a related field. ***Will receive an additional 4%stipend for Landscape Architecture license used for District business. P P 1 Reflects Board approval of salary range recommended in 2011 Classification and Compensation Study The Classification and Compensation Plan does not include the Board Appointee Group. Compensation for this Group is set out below. Hourly Monthly Annual E ectve Last Board Appointee Group Salary Salary Salary Date Revised General Manager $87.093 $15,096 $181,153 4/1/2010 7/8/2009 Controller- Part-time position $39.424 $6,833 $82,002 4/1/2010 7/8/2009 General Counsel 1 $83.204 $14,422 $173,064 4/1/2010 7/8/2009 i EXHIBIT B Midpeninsula Regional Open Space District FY2012-13 Proposed Budget Summary I 2011-2012 2011-2012 2012-2013 Percentage Adopted Mid-Year Proposed Change from 2011-12 Budget Budget Budget Mid Year I. Revenues A. Tax Revenues 27,641,000 27,619,000 28,383,000 2.8% Al. Santa Clara County Parks Income 293,550 293,550 295,000 0.5% B. Grant Income-Acquisition Grant 2,270,000 1,005,000 2,475,000 146.3% Grant Income-Development Grant 921,000 401,000 2,319,000 478.3% C. Interest Income 330,000 330,000 300,000 (9.1%) D. Property Management-Rental Income 1,076,000 1,076,000 1,109,000 3.1% E. Other Income 225,000 225,450 205,000 (9,1%) F. Land Donation - 11,000,000 615,000 (94.4%) TOTAL REVENUES 32,756,550 41,950,000 35,701,000 (14.9%) 1I. Change in Reserves (10,660,358) (941,829) (5,678,220) 502.9% 111. Expenditures A. Debt Service 1. Interest 5,272,291 5,272,291 6,059,604 14.9% 2. Principal 4,456,684 4,456,684 2,842,752 {36.2%) Debt Service Subtotal 9,728,975 9,728,975 8,902,356 (8.5%) B. Salaries °1. Board Appointees 394,967 394,967 395,954 0 2 f° 2. General Manager Appointees 7,859,355 7,781,695 8,569,121 10.1% 3. Vacation Payout 28,537 35,604 37,404 5.1% Salaries Subtotal 8,282,859 8,212,266 9,002,479 9.6% C. Benefits 3,368,041 3,406,632 3,850,107 13.0% D. Director's Fees 25,000 25,000 25,000 0 Salaries and Benefits Subtotal 11,675,900 11,643,898 12,877,586 10.6% EXHIBIT B Midpeninsula Regional Open Space District FY2012-13 Proposed Budget Summary 2011-2012 2011-2012 2012-2013 Percentage Adopted Mid-Year Proposed Change from 2011-12 Budget Budget Budget Mid Year E. Services and Supplies 3,562,722 3,251,894 4,278,923 31.6% F. Fixed Assets 1. New&Prior Land Purchases 13,495,000 13,495,000 9,000,000 (33.3%) 2. Real Property Support Costs- Appraisals,Title,Legal, Engineering 280,000 249,500 701,000 181.0% 3. Guadalupe Land Company 6,000 6,000 4,000 (33.3%) 4. Structures and Improvements 2,728,310 2,566,562 4,804,080 87.2% 5. Field/Office Equipment 1,720,000 1,723,000 641,275 (62.8%) 6. Vehicles 220,000 227,000 170,000 (25.1%) Fixed Assets Subtotal 18,449,310 18,267,062 15,320,355 (16.1%) TOTAL BUDGET 43,416,908 42,891,829 41,379,220 (3.5%) i EXHIBIT C: FY2012-13 PROPOSED DISTRICT-WIDE BUDGET Base+Class&Compensation+FTE Adds Proposal %of Total (1i 2012-13 Proposed 2011-12 2011-12 Proposed Budget DISTRICT Operating Budget: Expenditures Mid-Year Projected Annual $Change %Change (before (Base+Class&Compensation+FTE Adds Proposal) Budget Budget Budget from 11-12 from 11-12 Grant 0%Cola 0%Cola 0%Cola Mid-Year Mid-Year Income Salaries and Benefits 11,534,388 11,447,213 12,651,887 1,117,499 101/6 30.580/6 Services and Supplies 3,006,315 2 854 720 3,307,098 300,783 10% 7.99 Subtotal: Operating Expense Budget 14,540,703 14,301,934 15,968,985 1,418,282 10% 38.57% Property Management _ 259,509 202,379 292,426 32,918 13% 0.71 Strategic Plan&Special Projects 871,068 871,068 2.11% Subtotal: Prop Mgt,Strat.Plan&Spec.Proj. 259,509 202,379 1,163,494 903,986 348% 2.81% Unanticipated CIP 175,000 175,000 25,000 150,000 -86% 0.06 Public Access Facilities 895,500 721,120 1,400,500 505,000 56946 3.38 Staff Facilities 533,500 308,000 180,000 353,500 -66% 0.440/6 Plannina Proiects 149,500 194,500 162,000 12,500 8% 0.39% Mt.Umunhum 652,133 604,511 2,123,011 1,470,878 226% 5.131% Fixed Assets&Special Cap,Proj. 2,216,510 1,947,510 1,788,875 427,635 -19% 4.32% Subtotal: Capital Expenditures 4,622,143 3,950,641 5,679,3861 1,057,243 23% 13.73% Subtotal: Full Operating Budget 19,422,354 18,454,953 22,801,865 3,379,511 17% 55.10% (2a31 Land+Assoc.Costs 13,740,500 9,247,642 9,675,000 4,065,500 -30% 23.38% Debt Service 9,728,975 9,728,975 8,902,356 (826,619) -8% 21.51 District Budget Total-Before Grant Income&POST Funding 42,891,829 37,431,570 41,379,220 (1,512,609) -4% 100.00% Grant Income&POST Funding-Development 400,665 490,599 2,318,626 1,917,961 479% 5.60% District Budget Total-After Grant Income 8 POST Funding 42,491,164 36,940,971 39,060,594 (3,430,570) -8% 94.40% District Target:OPEX(Excl:FY10-11;11-12;12.13:Rancho$2851f;t294K;$298K) 14,540,703 14,540,703 16,091,753 1,551,050 11% District Target-OPEX:Over(Under) 0 (238,769) (132,769) (132,768) 1°Assumption:FY2012.13 Proposed Annual Budget:0%Cola,Propoead FTE adds(including:AGM) PI Assumption:FY2011-12 Projected Land&Associated Costs Is at of Hawthorns&Madonna Creak Gifts of$13.e75M Pl Assumption:FY2012-13 Proposed Land&Associated Coats recorded Q Pmlacted Cash expenditure only • ' IMidpeninsula Regional Open Space District R-12-36 Meeting 12-10 March 28, 2012 AGENDA ITEM X AGENDA ITEM Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Action Plan GENERAL MANAGER'S RECOMMENDATION Adopt the Midpeninsula Regional Open Space District Action Plan for Fiscal Year 2012-13. SUMMARY The District's annual Action Plan is reviewed by the Board of Directors each February and the final Action Plan is brought to the Board for approval in March. It is recommended the Board approve the Fiscal Year(FY) 2012-13 Action Plan presented to the Board on February 29, 2012 (R-12-18). DISCUSSION The proposed FY2012-13 Action Plan was reviewed by the Board of Directors at its regular meeting held on February 29, 2012 and no substantive changes were requested by the Board. i FISCAL IMPACT Fiscal impact is identified for each Key Project within the Action Plan document. The proposed annual District budget is linked to the Action Plan to reflect project costs and link them with project details. For more information on the FY2012-13 Budget, please refer to Board Item No. 7B. BOARD COMMITTEE REVIEW The Administration and Budget Committee reviewed the proposed FY2012-13 Action Plan on February 2 and February 8 and recommends approval by the full Board. j PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. R-12-36 Page 2 CEQA COMPLIANCE No compliance is required as this action is not a project under the California Environmental Quality Act(CEQA). The Action Plan contains anticipated projects that will require further Board review and approval, some of which may be subject to CEQA review. These projects will comply with all CEQA requirements prior to proceeding as a normal part of the implementation process. NEXTSTEP Projects listed in the FY2012-13 Action Plan will be implemented according to the schedules described in the Action Plan. Responsible Department Manager: Kate Drayson, Administrative Services Manager Prepared by: Kate Drayson, Administrative Services Manager Contact person: Stephen E. Abbors, General Manager Kate Drayson, Administrative Services Manager Midpeninsula Regional Open Space District R-12-42 Meeting 12-10 March 28, 2012 AGENDA ITEM 8 AGENDAITEM Approval of FY2012-13 Annual Claims List CONTROLLER'S RECOMMENDATION Vrc Approve the FY2012-13 Annual Claims List, including debt service payments. DISCUSSION In accordance with Section 1.53 of the District's Rules of Procedure, this list of annual claims for the coming fiscal year (FY2012-13) is submitted for review and approval by the Board of Directors. These annual claims items are included in the proposed FY2012-1_3) Budget, which will be presented to the Board at the Regular Meeting on March 28, 2012. In the event that this agenda item is not approved, this recommendation will be voided. Staff will submit a revised annual claims list during the annual mid-year budget process to reflect any changes that are needed. Staff has included an annual claim recusal statement that will be read by the Board President for Director Hanko on her economic conflict of interests in AT&T and/or Verizon claims. The purpose of this annual rccusal statement is to enable Director Hanko to meet her conflict of interest recusal responsibilities with respect to Verizon and AT&T at one annual meeting rather than being required to repeat the same recusal statement at each regular Board meeting when claims are presented on the Consent Calendar. If approved, recusals on AT&T and/or Verizon claims by Director Hanko will not need to be made at each regular Board meeting. The debt service claims list reflects payments required of the District to meet outstanding District debt obligations. Attachment A lists the District's current debt service annual claims for FY2012-2013, and Attachment B provides a detailed list of debt service obligations. R-12-42 Page 2 Debt Service $8,902,356 Staff Salaries $9,002,479 Retirement Plans $2,067,440 Group Insurance Premiums $1,514,775 State Mandated Insurance-Unemployment & Workers Comp. $268,387 Fuel - Valley Oil Company $160,000 Dispatch Services (City of Mountain View) $139,000 Utilities - PG&E-Electrical & Propane $95,923 Deer Hollow Farm Agreement (City of Mountain View) $50,000 Legislative Consultant (Public Policy Advocates) $58,000 Verizon, AT&T'*** & TcicPacific Communications $21,961 Janitorial Services - 3 Offices $28,280 Director's Fees $25,000 Sonic.net - Internet Provider $23,820 US Bank Corp Copier Leases - 3 Offices $14,700 Payroll Services (ADP) $16,000 Shell Oil $20.000 American Tower Corporation (Coyote Peak Repeater) $20,000 Amerigas $4.500 Antenna Site Rental - Pinnacle (Repeater Site) $17,000 Landscaping Services (330 Distel Circle) $4,800 Kansas State Bank - SFO Building Lease $1,600 MailFinance - Postage Machine Lease $3,128 Neofunds by Neopost-Postage $8,500 Protection One Alarm Service for District Office $2,552 Bank Fees $1,355 TOTAL: $22,471,556 ***Annual Recusal Statement: Director Hanko is voluntarily reCLISing herself from voting on the AT&T and Verizon Annual Claims. FISCAL IMPACT If the Board approves the proposed FY2012-13 Budget, this item will have no cost impact as the listed Annual Claims were included in the proposed FY2012-201 3 Budget. Approval of the R-12-42 Page 3 proposed Annual Claims will authorize the accounting office to pay salaries and bene-fits, debt service and recurring services in a more timely and efficient manner. This will help eliminate late fees, finance charges or urgent check requests. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE Approval of the Annual Claims is not a project under the California Environmental Quality Act (CEQA) and no environmental review is required. NEXT STEPS If approved by the Board, staff will prepare open purchase orders for the listed vendors and pay bills as they are received. Attachments: A. Current Debt Service Annual Claims FY2012-2013 B. Detailed Iist of Debt Service Obligations FY2012-201 Responsible Department Manager: Kate Drayson, Administrative Services Manager Prepared by: Bunny Congdon, Accountant Michael L. Foster, Controller Contact person: Michael L. Foster, Controller ATTACHMENT A ANNUAL CLAIMS DEBT SERVICE FISCAL YEAR 2012-2013 NOTEHOLDER-LAND PRINCIPAL INTEREST Daloia 17,751.82 7,019.26 Hunt 0.00 82,500.00 Bergman 0.00 34,000.00 Subtotal-Notes 17,751.82 123,519.26 BONDSPAYABLE 2004 Revenue Bonds 490,000.00 1,387,467.50 2005 Refunding 810,000.00 130,912.50 2007 Bonds - Series A 405,000.00 1,278,566.25 2007 Bonds - Series B 1,120,000.00 1,296,137.50 2011 Lease 0.00 1,083,425.00 2012 Refunding 0.00 759,576.52 Subtotal-Notes 2,825,000.00 5,936,085.27 TOTALS--NOTEHOLDERS & BONDS 2,842,751.82 6,059,604.53 TOTAL DEBT SERVICE 8,902,356.35 I ATTACHMENT B DEBT SERVICE 12/13 Close of 03/31/12 Final Payable to Escrow Original Note Rate% Term Remaining Principal Payment Due Payable 12/13 Principal Interest Daloia 10/11/2002 240,000.00 6.25 15 Years 118,878.98 10/10/2017 24,771.08 17,751.82 7,019.26 Hunt 04/15/2003 1,500,000.00 5.50 10 years 1,500,000.00 4/1/2023 82,500.00 0.00 82,500.00 Bergman 10/27/2010 850,000.00 4.00 5 Years 850,000.00 11/30/2015 34 000.00 0.00 34,000.00 2,590,000.00 2,468,878.98 141,271.08 17,751.82 123,519.26 2,590,000.00 2,468,878.98 141,271.08 17,751.82 123,519.26 *Includes Accretions 2004 Bonds 01/30/2004 31,900,009.95 2-5% 30 years 31,551,695.95 * 04/01/2033 1,877,467.50 490,000.00 1,387,467.50 2005 Refunding 07/28/2005 4,630,000.00 4%-5% 10 years 3,165,000.00 09/01/2015 940,912.50 810,000.00 130,912.50 2007 Series A 12/15/2006 52,415,000.00 4%-5% 20 years 52,415,000.00 09/01/2027 3,684,275.00 1,120,000.00 2,564,275.00 2007 Series B 12/15/2006 6,785,000.00 5.15% 5 years 405,000.00 09/01/2012 415,428.75 405,000.00 10,428.75 2011 Lease 05/05/2011 20,500,000.00 2%to 6% 30 years 20,500,000.00 09/01/2041 1,083,425.00 0.00 1,083,425.00 2012 Refunding 02/02/2012 31,264,707.20 2%to 6% 30 years 31,264,707.20 09/01/2041 759,576.52 0.00 759,576.52 147,494,717.15 139,301,403.15 8,761,085.27 2,825,000.00 5,936,085.27 150,084,717.15 141,770,282.13 8,902,356.35 2,842,751.82 6,059,604.53 i • ' IMidpeninsula Regional Open Space District R-12-41 Meeting 12-10 March 28 2012 AGENDA ITEM 9 AGENDA ITEM Authorization to Award a Contract with Timothy C. Best, CEG, for$35,000 to Provide Engineering Geology and Biological Consulting Services for the Hendrys Creek Stream Restoration Plan within the Cathedral Oaks Area of Sierra Azul Open Space Preserve GENERAL MANAGER'S RECOMMENDATION Authorize a contract for$35,000 with Timothy C. Best, CEG, which includes a 15% contingency of$5,285, to provide engineering geology and biological consulting services to develop the Hendrys Creek Stream Restoration Plan within the Cathedral Oaks Area of Sierra Azul Open Space Preserve. SUMMARY Staff recommends contracting with Timothy C. Best, CEG, to develop the Hendrys Creek Stream Restoration Plan(Plan)within the Hendrys Creek corridor on the Peninsula Open Space Trust (POST) Hendrys Creek property. Midpeninsula Regional Open Space District(The District) currently manages this property for POST under a lease and management agreement. The goal of the Plan is to reduce surface erosion and potential stream sedimentation impacts to the aquatic environment while protecting potential habitat for foothill yellow-legged frog and California red- legged frog. The Plan will identify immediate restoration work needed to protect resources while providing dry season patrol access. DISCUSSION Purchase Negotiations The approximately 117 acre Hendrys Creek property(formerly known as Carilli) is located east of Lexington Reservoir and includes the majority of Hendrys Creek(please refer to Attachment 1). On August 24, 2011, the Board waived the District's right of first refusal, allowing POST to purchase the property from the former owner(Carilli). The Board also approved a lease and management agreement with POST, adopted a Preliminary Use and Management Plan, and named the property as an addition to the Cathedral Oaks Area of Sierra Azul Open Space Preserve (see Report R-11-84). The District assumed management of the property in two phases: the first occurred in September 2011 when POST purchased a one acre parcel at the southwest corner of the property along with the eastern 38 acre portion, and the second occurred when POST purchased the remaining 78 acres at the end of January 2012. This phasing of the R-12-41 Page 2 i purchase allows the District time to pursue land purchase partnerships or grant opportunities to help defray the total cost for potentially acquiring the property. To this end, negotiations regarding reimbursement of the cost of the potential property purchase are currently underway with a partner agency. In exchange, the District would grant a conservation easement to the funding partner and manage the property as part of Sierra Azul Open Space Preserve. Should these negotiations be successful, the details about this proposed transaction will be presented to the Board for authorization at a later date. If approved, this partnership could provide the opportunity to utilize District funds for natural resource enhancement and ongoing land management, rather than for the cost of the land purchase, consistent with the recent strategic emphasis to balance the three-part District mission. Existing Conditions In the time between the two POST purchases, the former owner removed an extensive array of structures and debris, so that upon POST's second close of escrow, it would be vacant and free of all tenants. The effort expended by the former owner to remove the structures was substantial and provides a significant benefit to the natural resources occurring on the property. These natural resources include over 2.4 miles of stream corridors, including one perennial stream (Hendrys Creek) and associated tributaries. Dense-canopied riparian forests are present, comprised of big-leaf maple, white alder, and some scattered, very large California sycamore. The area supports habitat for foothill yellow-legged frog (Rana boylii), a California and Federal Species of Special Concern, and the federally-threatened California red-legged frog (Rana aurora dra tonii). Y Still remaining on the property, however, is the extensive system of unpaved roadways, which cross Hendrys Creek and its tributaries more than twenty times. The creek crossings consist of bridge, culvert, and ford crossings; all of which are of sub-standard construction. Bridges were built to be as short as possible, and their abutments are poorly constructed within the stream channel banks. The natural tributary channels were filled with soil and other debris to create the roadway or building pads, diverting the watercourses to undersized culverts or, in some cases, to no apparent channel at all. With most culverts having failed or at immediate risk of failure, the resulting system is in need of intensive management during the rainy season. While this approach may have worked for the former owner who resided on the property and had heavy equipment on standby for such events, it clearly does not meet District road maintenance standards. Moreover, the District's overall patrol and resource management access needs are minimal compared to the access requirements of the former owner. The main goal of the project will be to prevent or minimize diversion of stream channel runoff to the road system, which could result in road wash-outs and sediment release into the stream system. In order to reduce the threat of sedimentation to the aquatic system and minimize maintenance requirements in the short term, staff has identified sixteen priority sites for restoration to reduce risk of failure and sediment delivery while providing dry weather vehicle access. Request for Proposals In seeking consulting assistance to prepare the Hendrys Creek Stream Restoration Plan, staff conducted a preliminary investigation of the property and developed a conceptual scope of work to inform the Request for Proposal (RFP)process. Staff then released a RFP for a consultant team with expertise in biology, engineering geology, hydrology, and/or geomorphology to address the issues identified in the preliminary investigation. The RFP scope of work includes: R-12-41 Page 3 1) a detailed assessment of conditions at priority stream and road crossings along Hendrys Creek and its major tributaries; and 2) conceptual restoration recommendations for each site, including cost estimates. In several locations, the consultant team may be asked to develop alternative restoration concepts to compare costs and benefits. Moreover, to inform the subsequent environmental review for the potential land purchase, the RFP scope of work includes an assessment of onsite biological resources, consultation with resource agencies, and development of project design criteria and mitigation measures. As part of the RFP process, a mandatory field tour was held, which was attended by individuals representing four firms. These firms assembled into two teams, and the District received two proposals, the first from Pacific Watershed Associates and the second from Timothy C. Best, CEG(Best). Both firms provided fair and reasonable fees that came in just under the cost estimate of$35,000 (see table below). Team Fee Difference from Estimate Pacific Watershed Associates $30,026.70 -14% Timothy C. Best, CEG $29,715.00 -15% Best's proposal indicated a better understanding of the project goals, was more responsive to the selection criteria contained in the RFP, and provided a more streamlined project approach. Best also proposed cost estimates be provided by a licensed contractor, which should produce more realistic estimates. As this is a professional services contract, staff required fee proposals to be submitted in a separate, sealed envelope and were considered only after staff from both departments had concurred on a consultant selection based on qualifications, thoroughness, and project approach. The proposed contract of$35,000 includes a base fee of$29,715 and a 15%contingency amount of$5,285 to address any unanticipated findings arising during additional field investigations, such as additional buried stream channels, that would need to be added to the scope of work. FISCAL IMPACT Funds to cover the cost for this work are included in the Real Property Department budget for FY2012-13. As discussed above, if the proposed funding arrangement currently under negotiation with the partner agency is ultimately approved, the District would realize a savings of funds that would ordinarily be used to purchase the property. BOARD COMMITTEE REVIEW No Committee business to report. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE Retention of design consultant services to prepare conceptual design documents does not constitute a project under the California Environmental Quality Act(CEQA). R-12-41 Page 4 NEXT STEPS Upon Board authorization, staff will finalize the contract agreement and authorize consultant work to begin immediately. The consultant's reports will inform subsequent environmental analysis and planning to support both the proposed land purchase and conservation easement. If the Board approves the stream restoration project, the consultant's recommendations will also inform further design and permitting(which often requires one year to complete),bidding, and implementation, which is anticipated in FY2013-14. Attachments 1. Property Location Map Responsible Department Manager: Ana M. Ruiz,AICP, Planning Manager Prepared by: Meredith Manning, Senior Planner Sandy Sommer, Senior Real Property Planner Contact person: Same as above Graphic prepared by: Zachary Alexander, Planning Technician i Los Gatos it 35 I ea l ..... . eta JA•z. Lcxi�rgtou � •, .. J pt°4 Reservoir 17 x .. � 1 Zcat1 P q 19 A a _ a Project Location 117 Acres 5 C reek e� fl N �== Cathedral Oaks Area �, San Jose weaver sA17o w� Water Co. - ° 17 4 I t S l Stewart Dr. Sierra Azul Space Prese 1ty - Rea. w PaOo r 3 ° Attachment 1 : Stream Channel Restoration Project Location, Midpeninsula Regional Cathedral Oaks Area of Sierra Azul OSP Open Space District Project Location Private Property ® MROSD Conservation (MROSD) or Agricultural Easement MROSD Open Space Preserves . Watershed Land �jjj Management Agreement March, 2012 , a Other Protected Open Space Feet or Park Lands Other Public Agency 0 1.000 2000, While the District strives to use the best available digital data,this data does not represent a legal survey and Is merely a graphic illustrationo geograp c featuies • ' IMidpeninsula Regional Open Space District R-12-40 Meeting 12-10 March 28, 2012 AGENDA ITEM 10 AGENDA ITEM Authorization to Amend a Contract with Restoration Design Group, LLC, for an Additional $99,000, which includes a 14% Contingency, to Provide Additional Planning and Design Services for the Mount Umunhum Environmental Restoration and Public Access Project GENERAL MANAGER'S RECOMMENDATION Authorize a contract amendment with Restoration Design Group, LLC, for an additional $99,000, which includes a 14% contingency, to provide additional design, graphic, cost estimating, and meeting facilitation services for the Mount Umunhum Restoration and Public Access Project(Project), for a total contract amount not to exceed $155,000. SUMMARY Staff contracted with Restoration Design Group, LLC, (RDG) in October 2010, and the Board approved two amendments in November 2010 and November 2011, to provide conceptual designs and graphic illustrations to support the Mount Umunhum Environmental Restoration and Public Access Project(Project). RDG provided exemplary and effective design and graphic services on an extremely accelerated schedule, including"theme" graphics, vignettes, and Google Earth oblique concept plans for the public meetings held on September 30,November 17, and December 9, 2010. In December 2011, RDG led a design workshop for the Sierra Azul/Bear Creek Redwoods Ad Hoc Committee(Ad Hoc Committee) to review existing and explore new design options for the radar tower. At the January 2012 Draft Environmental Impact Report public hearing for the Project, the Board of Directors requested additional graphics to describe and portray the vistas resulting from the various radar tower options as seen from the summit and valley; these tasks and others would be included in the proposed contract amendment with RDG. DISCUSSION The planning process has been underway to develop public access facilities at the summit of Mount Umunhum, which may include regional trail connections, new loop trails,benches, and interpretive signage, among other amenities. Throughout the process, it has become clear that the fate of the radar tower has produced the strongest and widest range of opinions amongst the public, staff, and agencies. To best inform the discussion and reach a final decision on the future R-12-40 Page 2 plans for this feature, staff and the Board have greatly benefitted and would continue to benefit from well-illustrated visuals that enable a clear and unified understanding of the resultant views and costs associated with each radar tower option. RDG is currently under contractual II''I agreement to provide: i 1. Meeting facilitation for a design charrette with the Ad Hoc Committee(completed); and 2. Cost estimates following the results of the Ad Hoc Committee meeting(ongoing). Staff proposes to add the following tasks as part of the proposed contract amendment with RDG rr assemble the additional information needed for to prepare for the upcoming Board charrette and asse b e a P P p g the Board to formulate a final decision on the radar tower(Attachment 1, Scope of Services). These tasks would be completed for all three radar tower options: 1. Site renderings illustrating view obstruction from the summit perspective; 2. Photo renderings from the valley perspective at various locations; 3. Meeting facilitation at an Ad Hoc Committee meeting to prepare for the Board charrette; 4. Data gathering, coordination, and scheduling of subcontractors, including cost estimator and structural engineer; 5. Follow-up tasks resulting from Board design charrette; 6. Preparation for and attendance at final Board meetings to approve the Project, including selection of the preferred radar tower option(anticipated for September 2012); and 7. Contingency for additional unanticipated tasks requested by Ad Hoc Committee or Board resulting in additional site visits, phone consultations, meetings, design sketches, cost estimate revisions, etc. This amendment allows the full consultant team(landscape architects, structural engineer, and cost estimator) to participate in the radar tower charrette with the full Board to answer directly any questions regarding design, cost, and structural considerations for all radar tower options. At the last Board hearing on December 2010, one Board member requested a video graphic illustrating the potential view obstruction a visitor might experience for all three radar tower options. Research and discussion with staff and RDG have resulted in a staff recommendation to instead use site renderings (drawings) to illustrate this experience. Readily available and free software, such as Google Earth, flattens topography at eye level, distorting the actual user experience of the site. Cost to provide video renderings using processors other than free software is cost-prohibitive. Staff is confident that site renderings, as proposed, can effectively illustrate the experience at much lower cost, as evident by RDG's prior work (see Attachment 2). RDG has demonstrated a genuine enthusiasm for the project and completed exceptionally high- quality work. By continuing to work with RDG, the graphics for the Mount Umunhum Project will retain a consistent look and feel across all public meetings and in the final site plan document. By continuing to work with RDG, the District avoids potential added costs by building on prior work and RDG's established understanding of the project. The proposed contract amendment with RDG would fall below the average cost range for these types of services. By comparison, landscape architects working on the Cooley Landing Project were awarded a contract with East Palo Alto in the amount of$231,000 to complete similar work (conducting design workshops, creating schematic drawings). The total cost of the RDG contract, with the proposed amendment, is low partly because of a significant reduction in standard fees that RDG offered at the start of the contract. R-12-40 Page 3 Based on previous public hearings, staff believes that the radar tower will continue to be a focal point of the site plan decision for the larger Project. As such, the illustrations and renderings, expert advice of the structural engineer, and cost estimates for all three options will become the most critical information at upcoming hearings as the Board discusses and deliberates the final P g g decision for the radar tower. FISCAL IMPACT Staff negotiated the proposed contract amendment with RDG not to exceed $99,000, which when added to their current contract of$56,000 (see Reports R-10-128 and R-11-109), would bring their total contract amount to $155,000. Funds for this amendment are included in the Planning Department budget for FY2012-13. BOARD COMMITTEE REVIEW The Ad Hoc Committee participated in a design charrette for the radar tower in early December 2011. Led by RDG, the purpose of the charrette was to review current options being evaluated in the Draft Environmental Impact Report(DEIR) for the radar tower, develop additional options for tower design that would still fit within the range of alternatives already described in the DEIR, provide feedback on conceptual ideas, and provide direction on which options staff should pursue further with respect to feasibility and cost. The Ad Hoc Committee selected the three options described in the DEIR as those that should receive further refinement of costs and design feasibility. They requested that a similar design charrette be held for the full Board to consider the three radar tower options, design feasibility, and construction and maintenance costs. At this subsequent charrette, the Board will be able to ask questions directly of the consultants and receive all of information necessary to make an informed decision on the ultimate configuration of the radar tower. The proposed contract amendment with RDG includes the work necessary to prepare for and conduct the design charrette, scheduled for summer 2012. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE I Retention of design consultant services to prepare planning documents and displays does not constitute a project under the California Environmental Quality Act (CEQA). NEXT STEPS Upon Board authorization, staff will work closely with RDG to design and prepare graphic materials and update cost estimates to support the following meetings: May 8, 2012 Ad Hoc Committee meeting to review design charrette presentation prior to Board charrette on the radar tower options; June 12, 2012 Public hearing for Board to consider Final EIR certification; July 18, 2012 Board design charrette on the radar tower options; TDB, Aug 2012 Ad Hoc Committee meeting to review project site plan; TBD, Sept 2012 Public hearing for Board to tentatively consider project approval; R-12-40 Page 4 TDB, Oct 2012 Public hearing for Board to consider final project approval. The design charrette for the full Board would be facilitated by RDG and their sub-consultants, to discuss radar tower options, costs, construction feasibility, and visual impacts of each radar tower option. RDG is scheduled to also attend the public hearings for Board consideration of Project, including selection of a radar tower option. Selection of a radar tower option in fall 2012 will inform bid documents for the demolition of the former Almaden Air Force Station at Mount Umunhum, which is expected to commence in winter 2012. ATTACHMENTS 1. Exhibit A: Scope of Services 2. Exhibit B: Examples of previous design and graphic work by RDG Responsible Department Manager: p P g Ana M. Ruiz, AICP, Planning Manager Prepared by: Meredith Manning, Senior Planner Contact person: Same as above Attachment - A Mt.umunhum Tower Feasibility!Revision 3 16 March 2012 Midpeninsula Regional Open Space District Restoration Design Group/Rutherford&Chekene/TBD Consultants Task Description m ® �5 m d n � a m M a C U 0 d C U C C N a M o o- 1.0 Cost Estimating Consulting by TBD Consultants(RDGM&C Support)-to be completed by April 16 Task Coordination by RDG staff 6 2 2 Consulting by TBD for(3)DEIR Tower Schemes/total hours available(19)—This utilizes 19 the(19)Hours from the Project's Original 2011 Scope for TBD Cost Estimating Coordination with Structural Engineering/R&C 2 1 4 Cost Estimating Coordination with Site Work/RDG 2 1 Task Hours 10 2 4 4 19 Billing Ratee $120 $120 $105 $200 $135 Task Subtotal $1,200 $240 $420 $800 $2,565 Task Total $6,226 Deliverables: One page executive summary of cost estimate Cost Estimates for up to(3)Schemes by TBD Assumes(3)Tower Schemes: Tower,Open Air,Restoration 2.0 Tower Photo Renderings(Valley Perspective) Coordinate Photo Selections with MROSD/Assumes Photographs Provided by MROSD 6 4 Render Views in Photoshop/Illustrator to Remove Tower 6 12 Exhibit Set-up and Graphic Design 2 8 Submittal to MROSD for Review 1 1 Revise Views per MROSD Comments(Minor Changes Only) 2 6 Task Hours 17 31 0 0 Billing Rates $120 $120 $105 $200 $135 Task Subtotal $2,040 $0 $3,255 $0 $0 Task Total $5,296 Deliverables: Photographic Renderings of up to(3)valley or distant views of Mt.Umunhum and Tower. For each view provide(2)Versions,with and without Tower. (6)Total Photographic Renderings 3.0 Tower anti Summit Stir Renderinge(3)Schemes/Shade Structure Site Photographs and Site Visit(See Additional Task 7.0) na na na Draft Freehand or Freehand over SketchUp and Photographic Base Image--Three Views 45 2 36 of(3)Schemes for(9)Total Sketches Shade Structure Design and Sketches 24 4 4 Submit Draft Sketches for MROSD Review and Comment 1 2 2 Revise Draft Sketches into Final Renderings 18 1 12 Submit Final Sketches for MROSD Review and Comment 1 2 2 Task Hours 89 7 68 4 0 Billing Rates $120 $120 $105 $200 $135 Task Subtotal $10,680 $840 $5,880 $800 $0 Task Total $18,200 Deliverables: Freehand Sketches of Tower Schemes focused on View Obstruction. Sketches of Tower, Scheme,Open Air Scheme,Restoration Scheme. Each from(2)Vantage Points Each. 4.0 MROSD Ad Hoc Committee R*Mseting Prepare for Ad Hoc Committee Meeting 2 2 1 1 1 Attend Meeting and Present to Staff Exhibits Prepared for Ad Hoc Committee and Board 8 8 Meetings(No Attendance at Mtg.by R&C and TBD) Meeting Notes and Post-Meeting Debrief and Coordination 4 2 2 Cost and Structural Engineering Consulting 2 2 4 4 Task Hours 18 14 3 5 5 Billing Rates $120 $120 $105 $200 $135 Task Subtotal $1,920 $1,680 $315 $1,000 $675 Task Total $5,690 Deliverables: Post-Meeting Coordination,Meeting Notes,Debriefing,and Engineering and Cost 6.0 MROSD Board Chsrratte and Public Meeting Pre-Charrette Coordination with MROSD 4 2 1 1 Charrette Coordination Telconference: MROSD and Consultant Team 2 2 1 1 Prepare Exhibit Revisions from May 22nd Pre-Board Charrette(minor revisions only) 8 2 8 2 2 Exhibits Creation,Agenda and Presentation Outline 8 4 4 2 2 Charrette Set-up and Presentation/Attendance by ROG,R&C,and TBD Consultants 10 10 6 6 (South Bay Location/Evening Meeting) Post-Charrette Coordination,Meeting Notes,Debriefing,Engineering and Cost Consultations 4 2 1 1 Task Hours 36 22 12 13 13 Billing Rates $120 $120 $105 $200 $135 Task Subtotal $4,320 $2,640 $1,260 $2,600 $1,755 Task Total $12,675 Deliverables: Meeting Exhibits and Meeting Notes 8.0 Follow-up Tasks from MROSD Board Charratte and Public Masting Project Coordination 8 4 Additional Sketches/Design Consultation Placehold r Task Item) 2 4 2 g ( e to } 8 1 Cost and Structural Engineering Consulting(Placeholder Task Item) 4 2 3 6 Task Hours ZO 8 4 6 7 Billing Ratas $120 $120 $105 $200 $135 Task Subtotal $2,400 $960 $420 $1,000 $945 Task Total $6,725 Deliverables: Pending 7.0 LVWW Board Meeting far Site Plan Certification Pre-Meeting Coordination with MROSD 4 2 1 1 Coordination Teiconference: MROSD and Consultant Tea 2 2 n m 1 1 u Exhibits Creation,Agenda and Presentation Outline 8 2 8 2 2 Meeting Set-up and Presentation(South Bay Location/Evening Meeting) 10 10 Note,(No Attendance by R&C and TBD in Task 8.0) Post-Meeting Coordination,Meeting Notes,and Debriefing 4 2 1 1 Task Hours 28 18 8 5 5 Billing Rates $120 $120 $105 $200 $135 Task Subtotal $3,360 $2,160 $840 $1,000 $675 Task Total $8,036 Deliverables: Meeting Exhibits and Meeting Notes RDG R&C TBD Revision 2 Scope of Service Fee Sutotai(Tasks 1.0-12.0) $70,345 $8,800 $7,695 TOTAL RDG TEAM FEE TASKS 1.0.8.0 Dail Notes Graphics shall be 8.5x11 and 11 x1 7 freehand and high resolution scans,Cost Estimating documents shall be individual documents from TBD.Structural and Design notes shall be conveyed via email correspondence. Cost Estimating and Structural Engineering analysis shall be Feasibility Study level summaries as requested by MROSD. AddMonai Services(May be contracted for with an Additional SaNce Request) Additional Schemes,Renderings,or Revisions Additional or More Detailed Cost Estimating and/or Structural Engineering Consultations Additional Meetings or Project Coordination Extended Project Schedule and Project Management Additional Tasks 8.0 Site Visit and Photography 8 8 9.0 Interpretive Design Sketches: (3)Schemes/(3)Sketches per Scheme/(9)Total 24 4 12 10.0 Additional/On-going Structural Engineering Consulting 2 8 11.0 Cost Estimate Revisions 2 8 Estimated Additional Tasks/Hours 36 12 12 8 8 Billing Rates $120 $120 $105 $200 $135 Additional Tasks Subtotal by Consultant $4,320 $1,440 $1,260 $1,600 $1,080 Additional Tasks Totem $9,700 III Attachment - B M `•'i4r _ .-•-- -- - '., -----..a % i�ram" y�-- �.�' \'�•�. . /eADAfZ r^�V� F�X,�1/Di�T/c�1/ ,ref- _ 44 1 A,p •a - . PAhl�GS 'r qV PROP-n=p ' IMidpeninsula Regional Open Space District R-12-43 Meeting 12-10 March 28, 2012 AGENDA ITEM 11 AGENDA ITEM Appointment to Redevelopment Dissolution Oversight Board for Redwood City GENERAL MANAGER'S RECOMMENDATION Approve the appointment of Steve Abhors as the primary representative and a Board Member as the alternate, to serve on the Oversight Board for the Successor Agency to the dissolved Redwood City Redevelopment Agency in the County of San Mateo in accordance with Assembly Bill x 126 (ABx 126). SUMMARY Pursuant to Assembly Bill xl 26 adopted by the State Legislature in 2011, all redevelopment agencies (RDAs) in the State were dissolved effective February 1, 2012. As of that date, each of the thirteen RDAs in San Mateo County were succeeded by"Successor Agencies"for the purpose of winding down the former RDA's affairs. The"Successor Agencies" are the cities that formerly had an RDA in their jurisdiction. The statute provides that Oversight Boards must be formed to oversee the Successor Agencies winding down the affairs of each of the following former RDAs: Belmont, Brisbane, Daly City, East Palo Alto, Foster City, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, and South San Francisco. ABx1 26 provides that the largest Special District in the Successor Agency's jurisdiction may nominate one member to each taxing agency e gJ Y Oversight Board. Since the District is the largest Special District taxing agency in Redwood City, the District must appoint a member to represent the District's interest on the Oversight Board. DISCUSSION Pursuant to ABx1 26, each Successor Agency shall be overseen by a seven-member"Oversight Board." Each seven member board shall consist of individuals appointed by: the County Board of Supervisors (2 members); the mayor of the RDA's sponsoring city(1 member); the County Board of Education(1 member); the Chancellor of California Community Colleges (one member); the largest special district taxing entity in the RDA (one member); and a member appointed by the mayor to represent the employees of the former RDA from the employee organization representing the largest number of RDA employees, if any(one member). R-12-43 Page 2 The Midpeninsula Regional Open Space District is the largest special district taxing entity for the former Redwood City RDA and therefore is entitled to appoint one member to the Oversight Board for Redwood City. Pursuant to ABx 126, each Oversight Board member serves at the pleasure of the entity that appointed such member or until July 1, 2016, when each of the thirteen Oversight Boards within the County will be dissolved and replaced with a single countywide Oversight Board. The District's interests on the Oversight Board would be best served by an appointee with the following attributes: 1) A strong sense for the relevant inter-agency relationships,both fiscal and non-fiscal, 2) an ability to read the dynamics at play in a complex setting where there are significant competing interests, and 3) a knowledge of financial and budgetary issues(though this last attribute could be filled through supporting staff-work). The other members of this Oversight Board, as presently known, include: Alicia Aguirree, Mayor of Redwood City; Dave Holland, San Mateo Assistant County Manager; Bob Bell, City Manager of Redwood City; and Barbara Christensen, Director of Community/government Relations for the San Mateo Community College District. Given these factors and needs, staff recommends that the Board appoint General Manager Steve Abbors to represent the District on the Oversight Board, and appoint a Board Member as his Alternate. FISCAL IMPACT The appointment to the Oversight Board should have no direct fiscal impact to the District because all administrative costs associated with the Oversight Boards are the responsibility of the Successor Agency. The indirect fiscal impacts,however, could be positive and significant. There is potentially a large amount of real property tax allocations that should be redirected back to the District through this process in the long run, depending at least in part on decisions made by this Oversight Board and the others like it overseeing affected properties within the District. How much comes back to the District could be reduced as a result of the competition for these resources that will inherently play out in this setting. How much is precisely at stake would require a complex and detailed analysis of all of the Redevelopment Agencies' indebtedness, pass-through agreements, the effects of ABxl 26, and related law and financial issues. For this, staff will likely recommend at a future meeting the engagement of the professional services of a Real Property Tax Allocation specialist. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. R-12-43 Page 3 CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS District staff will contact the City of Redwood City as the Successor Agency to inform them of this appointment. The appointee would attend the first Oversight Board meeting at 2:00 .m. on March 29 2012 at pp t� g P Redwood City, City Hall. Responsible Department Manager: Sheryl Schaffner, General Counsel b Prepared : p Y Lynn Tottori, Sr. Management Analyst Sheryl Schaffner, General Counsel Contact person: Lynn Tottori, Sr. Management Analyst Sheryl Schaffner, General Counsel I c4r i Midpeninsula Regional ° Open Space District i a R-12-44 Meeting 12-11 April 11, 2012 AGENDA ITEM 4 AGENDA ITEM District Ombudsperson Interview and Appointment P PP LEGISLATIVE, FUNDING AND PUBLIC AFFAIRS COMMITEE'S RECOMMENDATION The Legislative, Funding and Public Affairs Committee (LFPAC) recommends that the Board appoint Dr. F,rik Nolen Allen as the District's Ombudsperson. SUMMARY On May 24, 2011, Carol Joyce, the District's Ombudsperson for many years, resigned from her position to take advantage of an employment opportunity in another state, leaving the District with the task to appoint another Ombudsperson to act as a liaison between District staff and the public to resolve citizen inquiries and concerns. On July 13, 2011 the Board approved a recruitment and selection process for a new Ombudsperson which delegated responsibility for screening the District Ombudsperson applications to LFPAC (See Report R-11-74) and charged the committee with returning to the Board with the top applicants. The committee interviewed Dr. Allen on February 22, 2012, and recommends that the Board appoint him to the position of Ombudsperson. Following is a summary of the Ombudsperson's duties; for the complete list of the Ombudsperson's role, duties, assignment and reporting responsibilities please see Attachment 2: • Listens to resident concerns. • Opens avenues of communication between residents and neighbors and the District. • Gathers information and educates residents on District policies or procedures and their purpose or effect. • Facilitates conflict resolution. R-12-44 Page 2 0 Finds other resources to meet resident needs, if applicable. 0 Provides a written summary of citizen concerns as requested by the Board of Directors. DISCUSSION At its May 26, 2004 meeting (see Report R-04-57), the Board adopted Resolution No. 04-13 establishing a process for appointment of a District Ombudsperson in conformity with the San Mateo County Local Agency Formation Commission's (LAFCO's) conditions of approval of the District's expansion to the San Mateo County coast in 2004. At its July 13, 2011 meeting. the Board ol'Directors approved the General Manager's recommendation for a selection process which included screening of the applications by LFPAC and a return to the Board with the top four applicants. The Board, it was decided, would then schedule interviews and appoint an Ombudsperson either at an upcoming Regular or Special Meeting. LFPAC met with Dr. Allen on February 22, 2012, and is enthusiastic in recommending his appointment as the District's new Ombudsperson. Dr. Allen is currently the Administration and Planning Analyst for San Jose State University, has past mediation experience along with a certificate by the Santa Clara County Dispute Resolution Program and he comes highly recommended by, among other people, Associate Professor and Program Director for Higher Education Administration at Saint Louis University Dr. Gerard Fowler. Professor Fowler currently serves as the Regional Chair for the National Academy of Arbitrators and arbitrates and mediates employment disputes in schools, colleges and private industry. The Committee believes that the full Board will agree that Dr. Allen will be an effective mediator who can work with constituents to address any issues that may arise and that he will be able to serve as an Outstanding Ombudsperson for the District. FISCAL IMPACT There are no unbudgeted fiscal impacts with this report. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE No compliance is required as this action is not a project under the California Environmental Quality Act (CEQA). R-11-44 Page 3 NEXT STEPS Upon Board approval. District Counsel will draft an Ombudsperson Agreement and upon its execution, Dr. Allen will begin serving as the District's Ombudsperson. Attachment 1. Application 2. Ombudsperson duties Responsible Department Manager* Rudy Jurgensen, Public Affairs Manager Prepared by: Rudy Jurgensen, Public Affairs Manager Contact person: Rudy Jurgensen, Public Affairs Manager Erik Nolen Allen ATTACHMENT I August 2, 2011 Midpemnsula Regional Open Space District 330 Distel Circle Los Altos, CA 94022 Re: Ombudsperson, I am submitting this letter of interest regarding the Ombudsperson position. I have been looking specifically for an opportunity that would allow me to use my skills in organizational development and mediation to enhance institutional effectiveness. I am dedicated to the creation of an impartial, fair process where members of the community can be heard. I am committed to being an unbiased advocate that can assist in the alternative dispute resolution process. I have completed Mediator Certification Training hosted by the Santa Clara County Dispute Resolution Program and I plan on attending the Ombudsman training program hosted by the International Ombudsman Association. I enjoy working with people from all ethnic and professional backgrounds and consider myself to be at my best when working as a member of a cohesive team with a common goal. I have mediation experience at Vanderbilt University in the Office of Student Conduct and Academic Integrity where I acted as the primary investigative officer in cases involving student misconduct. At Saint Louis University, I worked in the Department of Leadership and Higher Education where I mediated student and faculty disputes regarding grades, student conduct and other academic matters. I believe I Would be an asset to the Midpeiiinsula Regional Open Space District and welcome the challenges presented with the Ombudsperson position. Please give me the C opportunity to demonstrate my dedication to conflict resolution. I look forward to hearing from you soon. Sincerely, Erik Nolen Allen, Ph.D. I i APPLICATION FOR OMBUDSPERSON Erik Allen 8/2/2011 I. I am submitting this letter of interest regarding the Ombudsperson position. I have been looking specifically for an opportunity that would allow me to use my skills in conflict resolution and mediation to enhance organizational cffectivness. I am dedicated to the creation of an impartial, fair process where faculty, staff, and students can be heard. I am committed to being an unbiased advocate that can assist in the alternative dispute resolution process. 2. 1 have completed Mediator Certification Training hosted by the Santa Clara County Dispute Resolution Program and I plan on attending the Ombudsman training program hosted by the International Ombudsman Association. I have a Ph.D. in higher education from Saint Louis University. My undergraduate degree was in psychology and I have taken additional graduate coursework in counseling psychology. 3. 1 have mediation experience at Vanderbilt University in the Office of Student Conduct and Academic Integrity where I acted as the primary investigative officer in cases involving student misconduct. At Saint Louis University, I worked in the Department of Leadership and Higher Education where I mediated student and faculty disputes regarding grades, student conduct and other academic matters. I also have four years of experience conducting various duties for University Housing Services and the Department of Art and Design at San Jose State University. I have coordinated the writing of departmental reports, surveys,training, evaluations,policies,procedures, and budgets. I have provided members of the university with information regarding regulations, laws, accreditation standards, and guidelines. I also have years of experience constructing effective working relationships with members of the community(see attached resume for time periods). Supplemental Questionnaire 1. I have resolved many conflicts, both formally and informally. As I mentioned in the above comments, I remain an unbiased, impartial advocate to ensure a fair process. I let both sides openly communicate in a safe environment. I have found that letting people communicate,often fixes most disputes. Many conflicts are simply a result of miscommunication. If there is a genuine conflict that cannot be resolved by communication alone, I help facilitate a process where both parties can come to a compromise or agreement. I also educate all parties involved regarding pertinent policies, regulations, and procedures that may have contributed to the conflict. i �, iii 2. Working in a university environment, I deal with challenging customer service type complaints on a weekly basis. The most challenging cases I have dealt with are ones that involve disputes between faculty and students regarding academic matters. Students often claim that they have been wronged in some way(received incorrect grade,biased treatment,accused of cheating,etc.) and it has been my job to investigate these claims. It requires me to balance the needs of the student and the faculty member in order to come to a fair solution. Once again, I must remain impartial and unbiased. 3. 1 feel the Ombudsperson will probably have to deal with the complaints of private land owners regarding the use of Open Space property, as well as their own property. I would assume that there are disputes on usage that need to be resolved on a regular basis. 4. 1 personally enjoy spending time hikin ii the Midpcni.nsula Open Space area and would enjoy the opportunity to contribute to the District's mission of preserving land for the people of northern California. I feet the District provides members of the community with an invaluable service that enhances residents' quality of life. Erik Nolen Allen PROFESSIONAL PROFILE • Proficient in mediation,counseling, and advising. • Familiarity conducting research and interpreting data. • Knowledge of the International Ombudsman Association Code of Ethics. • Strong desire to improve the total development of individuals. • Analytical thinker with the ability to efficiently solve problems. • Ability to interpret regulations, policies,procedures, and academic guidelines. • Ability to communicate complex subjects in an understandable language, 0 Comfortable creating lasting effective relationships with students, faculty and administrators. RELEVANT WORK EXPERIENCE Counseling/Mediation * Passed 40 hour mediation certification training in the state of California. 0 Served as the primary investigative officer at Vanderbilt University in the Office of Student Conduct and Acaden-de Integrity. a Experience mediating faculty and student disputes regarding grades and other academic matters. 0 Counseled students having trouble transitioning from high school to college. * Advised students regarding course schedules, academic strategies, and career options. f 0 Provided students with financial aid, scholarship, and fellowship information. 0 Monitored academic progress and tutored students in general studies course work. • Completed graduate coursework in counseling and psychology. Management • Seven years of management experience. • Interprets university policies, guidelines, and operations for the SJSU student body and staff. • Manages human resources functions for over 100 employees of the department of Housing Services, which include professional,paraprofessional,and student staff. • Oversees the entire annual performance review process for 70+staff members in University Housing Services. • Develops and implements strategic initiatives,process improvements, and team facilitation. Manages the departmental annual employee performance review process. • Maintained departmental budget,managed monthly payroll, and scheduled student supervisors and graduate assistants. Administration • Coordinates the writing of departmental reports, evaluations,policies, and procedures. • Conducts research on best practice techniques for departmental operations. • Determined strategies for universities to improve marketing and promotional efforts to students. • Oversees the conduct system for the campus residential population in conjunction with the Office of Student Conduct and Ethical Development. • Facilitates the Residential Life conduct process by interpreting policies, hearing appeals,placing holds on student accounts, and sanctioning contract terminations. • Experience dealing with sensitive legal situations and confidential information. • Aided professors in the preparation and execution of various educational studies. • Cultivated grant writing opportunities and developed solicitation strategies. • Assisted with the development, coordination and administration of assessment research activities related to learning outcomes. • Worked with professors in drafting and editing manuscript materials for publication. Erik Nolen Allen EDUCA'rION Ph.D.Higher Education Administration SAINT LOUIS UNIVERSITY, St. Louis, MO, 2007 M.S. Education SOUTHERN ILLINOIS UNIVERSITY,Carbondale, IL, 2002 B.A. Psychology SOUTHERN ILLINOIS UNIVERSITY, Carbondale, IL, 1997 CERTIFICATIONS Mediator Certification Training Santa Clara County Dispute Resolution Program, Santa Clara, CA, March 2008 EMPLOYMENT HISTORY Academic Administration&Planning Analyst: San Jose State University, San Jose, CA 2010-present Assistant Director of Assessment &Planning: San Jose State University, San Jose, CA 2007-2010 Coordinator of Student Conduct and Academic Integrity: Vanderbilt University,Nashville,TN 2007 Interim Assistant Director of Intramural and Club Sports: Washington University, St. Louis,MO 2004 &2006 Doctoral Research Assistant: Saint Louis University, St. Louis,MO 2003-2005 Vice President of Marketing: AQU Technologies,St. Louis, MO 2002-2004 Coordinator of Recreation, Southern Illinois University, Carbondale, IL 1999-2002 Center for Basic Skills: Counselor/Advisor, Southern Illinois University, Carbondale, IL 1999 Sales Associate-, Gaul Searson Limited, San Francisco,CA 1997-1998 REFERENCES Mr. Martin Castillo, Senior Associate Director of Administrative& Financial Operations San Jose State Universit Mr. Scan Curtis, Director of Intramural &Club Sports Washington University in St. Louis Iskm Dr. Gerard Fowler, Professor of Leadership& Higher Education Saint Louis University t � 1 ATTACHMENT 2 Midpeninsula Regional # ' Open Space District OMBUDSPERSON PROGRAM Role of Ombudsperson The Ombudsperson is an appointee of the Board of Directors who follows up on resident or neighbor inquiries or complaints for the purpose of attempting to resolve misunderstandings or conflicts that have not been resolved satisfactorily by District staff. The Ombudsperson works independently and objectively to assist in maintaining positive relations with District residents and neighbors. Duties of Ombudsperson ❖ Listens to resident concerns ❖ Opens avenues of communication between residents and neighbors and the District ❖ Gathers information and educates residents on District policies or procedures and their purpose or effect •'• Facilitates conflict resolution ❖ Finds other resources to meet resident needs, if applicable .•. Provides a written summary of citizen concerns as requested by the Board of Directors Scope of Duties The Ombudsperson would assist residents in their interactions with the District and facilitate conflict resolution when needed. The Ombudsperson would not handle issues that are privileged or confidential, or which involve personnel, labor relations, legal matters, or Board decisions. The Ombudsperson would present facts that may lead the Board or staff to improve operations or better address citizen needs, as opposed to advocating either for or against a resident, staff or Board policy. The Ombudsperson would not establish or recommend District policy, or affect or make fiscal or budgetary decisions. Assignment and Reporting Responsibilities If the initial contact from a citizen is the Ombudsperson, the Ombudsperson will contact the General Manager before taking further action. If the General Manager is not able to resolve the concern/complaint to the citizen's satisfaction, the Ombudsperson will follow up with the citizen for further resolution efforts. If the initial contact from a citizen were a Board Member, the Board Member would immediately contact the General Manager. If the General Manager is not able to resolve the concern/complaint to the citizen's satisfaction, the General Manager shall inform the citizen of the District's Ombudsperson process and shall request the Ombudsperson contact the complainant to offer further assistance. I 1 After completing inquiry and resolution efforts the Ombudsperson would then report back to the General Manager and provide a written summary report for the Board at least quarterly. j Ombudsperson Knowledge/Skills/Abilities To be effective in this role, the Ombudsperson should demonstrate the following knowledge/skills/abilities: • Facilitation and conflict resolution skills • Ability to listen, understand and validate others' points of view • Familiarity with the District's mission and purpose and how the District programs fit into the greater region • Knowledge of local government functions and operations and land and property use issues • Interviewing skills • Customer service skills • Public speaking skills • Analytic and evaluative skills • Writing skills- the ability to express clearly and concisely complex issues and positions in writing • Objectivity and good judgment • Create credibility as an independent evaluator capable of independent conclusions • Sense of humor • Professional demeanor and appearance Training, education and/or experience in public administration,management, psychology, public relations, customer relations, investigations, counseling, consulting, teaching,human resources, risk management,related field or as an elected official would likely provide the required knowledge, skills and abilities. Compensation and Terms of Appointment Volunteer status (unpaid), with full reimbursement for Board authorized expenses incurred (per contract). One-year term with the possibility of reappointment annually. ATTACHMENT I Erik Nolen Allen 1163 Noel Drive - Menlo Park, CA 94025 - (650) 815-6207 -Email:eallen%�i)yahoo.corn August 2, 2011 Midpeninsula Regional Open Space District 330 Distel Circle Los Altos, CA 94022 Re: Ombudsperson, I am Submitting this letter of interest regarding the Ombudsperson position. I have been looking specifically for an opportunity that would allow me to use my skills in organizational development and mediation to enhance institutional effectiveness. I am dedicated to the creation of an impartial, fair process where members of the community can be heard. I am committed.to being an unbiased advocate that can assist in the alternative dispute resolution process. I have completed Mediator Certification Training hosted by the Santa Clara County Dispute Resolution Program and I plan on attending the Ombudsman training program hosted by the International Ombudsman Association. I enjoy working with people frorn all ethnic and professional back-rounds and consider myself to be at my best when working as a member of a cohesive team with a common goal. I have mediation experience at Vanderbilt University in the Office of Student Conduct and Academic Integrity where I acted as the primary investigative officer in cases involving student misconduct. At Saint Louis University, I worked in the Department of Leadership and Higher Education where I mediated student and faculty disputes regarding grades, student conduct and other academic matters. I believe I would be an asset to the Midpeninsula, Regional Open Space District and welcome the challenges presented with the Ombudsperson position. Please give me the opportunity to demonstrate my dedication to conflict resolution. I look forward to hearing from you soon. Sincerely, Erik Nolen Allen, Ph.D. APPLICATION FOR OMBUDSPERSON Erik Allen 8/2/2011 1163 Noct Drive Menlo Park,CA 94025 650-815-6207 Eallen900D,yahoo.com I. I am submitting this letter of interest regarding the Ombudsperson position. I have been looking specifically for an opportunity that would allow me to use my skills in conflict resolution and mediation to enhance organizational effectivness. I am dedicated to the creation of an impartial, fair process where faculty,staff,and students can be heard. I am committed to being an unbiased advocate that can assist in the alternative dispute resolution process. 2. 1 have completed Mediator Certification Training hosted by the Santa Clara County Dispute Resolution Program and I plan on attending the Ombudsman training program hosted by the International Ombudsman Association. I have a Ph.D. in higher education from Saint Louis University. My undergraduate degree was in psychology and I have taken.additional graduate coursework in counseling psychology. 3. 1 have mediation experience at Vanderbilt University in the Office of Student Conduct and Academic Integrity where I acted as the primary investigative officer in cases involving student misconduct. At Saint Louis University, I worked in the Department of Leadership and Higher ICIEducation where I mediated student and faculty disputes regarding grades,student conduct and other academic matters. I also have four years of experience conducting various duties for University Housing Services and the Department of Art and Design at San Jose State University. I hav e coordinated the writing of departmental reports, surveys,training, evaluations,policies,procedures, and budgets. I have provided members of the university with information regarding regulations, laws, accreditation standards,and guidelines. I also have years of experience constructing effective working relationships with members of the community(see attached resume for time periods). Supplemental Questionnaire I. I have resolved many conflicts,both formally and informally. As I mentioned in the above comments, I remain an unbiased, impartial advocate to ensure a fair process. I let both sides openly communicate in a safe environment. I have found that letting people communicate,often fixes most disputes. Many conflicts are simply a result of miscommunication. If there is a genuine conflict that cannot be resolved by communication alone, I help facilitate a process where both parties can come to a compromise or agreement. I also educate all parties involved regarding pertinent policies,regulations,and procedures that may have contributed to the conflict. 2. Working in a university environment, I deal with challenging customer service type complaints on a weekly basis. The most challenging cases I have dealt with are ones that involve disputes between faculty and students regarding academic matters. Students often claim that they have been wronged in some way(received incorrect grade,biased treatment,accused of cheating, etc.) and it has been my job to investigate these claims. It requires me to balance the needs of the student and the faculty member in order to come to a fair solution. Once again, Lmust remain impartial and unbiased. 3. 1 feel the Ombudsperson will probably have to deal with.the complaints of private land owners regarding the use of Open Space property, as well as their own property. I would assume that there are disputes on usage that need to be resolved on a regular basis. 4. 1 personally enjoy spending time hiking in the Midpeninsula Open Space area and would enjoy the opportunity to contribute to the District's mission of preserving land for the people of northern California. I feel the District provides members of the community with an invaluable service that enhances residents'quality of life. Erik Nolen Allen 1163 Noel Dr. * Menlo Park,CA 94025 • (650) 815 6207 E-mail:eallen90(a-yahoo.com PROFESSIONAL PROFILE * Proficient in mediation,counseling, and advising. 0 Familiarity conducting research and interpreting data. 0 Knowledge of the International Ombudsman Association Code of Ethics. * Strong desire to improve the total development of individuals. & Analytical thinker with the ability to efficiently solve problems. a Ability to interpret regulations, policies,procedures,and academic guidelines. 0 Ability to communicate complex subjects in an understandable language. * Comfortable creating lasting effective relationships with students, faculty and administrators. RELEVANT WORK EXPERIENCE Counseling/Mediation * Passed 40 hour mediation certification training in the state of California. 0 Served as the primary investigative officer at Vanderbilt University in the Office of Student Conduct and Academic Integrity. * Experience mediating faculty and student disputes regarding grades and other academic matters. 0 Counseled students having trouble transitioning from high school to college. * Advised students regarding course schedules,academic strategies,and career options. 0 Provided students with financial aid, scholarship, and fellowship information. * Monitored academic progress and tutored students in general studies course work. * Completed graduate coursework in counseling and psychology. Management 0 Seven years of management experience. 0 Interprets university policies, guidelines, and operations for the SJSU student body and staff. 0 Manages human resources functions for over 100 employees of the department of Housing Services, which include professional, paraprofessional,and student staff. 0 Oversees the entire annual performance review process for 70+staff members in University Housing Services. & Develops and implements strategic initiatives,process improvements,and tearn facilitation. 0 Manages the departmental annual employee performance review process. 0 Maintained departmental budget,managed monthly payroll, and scheduled student supervisors and graduate assistants. Administration * Coordinates the writing of departmental reports, evaluations,policies, and procedures. * Conducts research on best practice techniques for departmental operations. 0 Determined strategies for universities to improve marketing and promotional efforts to students. * Oversees the conduct system for the campus residential population in conjunction with the Office of Student Conduct and Ethical Development. 0 Facilitates the Residential Life conduct process by interpreting policies, hearing appeals,placing holds on student accounts, and sanctioning contract terminations. 0 Experience dealing with sensitive legal situations and confidential information. Aided professors in the preparation and execution of various educational studies. • Cultivated grant writing opportunities and developed solicitation strategies. • Assisted with the development, coordination and administration of assessment research activities related to learning outcomes. • Worked with professors in drafting and editing manuscript materials for publication. Erik Nolen Allen 1163 Noel Dr. 0 Menlo Park,CA 94025 * (650) 815 6207 E-mail:eallen90(&yali 00 com EDUCATION Ph.D.Higher Education Administration SAINT LOUIS UNIVERSITY, St. Louis, MO, 2007 M.S. Education SOUTHERN ILLINOIS UNIVERSITY,Carbondale,IL, 2002 B.A.Psychology SOUTHERN ILLINOIS UNIVERSITY,Carbondale,IL, 1997 CERTIFICATIONS Mediator Certification Training Santa Clara County Dispute Resolution Program, Santa Clara, CA, March 2008 EMPLOYMENT HISTORY Academic Administration&Planning Analyst: San Jose State University, San Jose,CA 20 1 0-present Assistant Director of Assessment&Planning: San Jose State University, San Jose, CA 2007-2010 Coordinator of Student Conduct and Academic Integrity: Vanderbilt University,Nashville,TN 2007 Interim Assistant Director of Intramural and Club Sports:Washington University, St. Louis,MO 2004& 2006 Doctoral Research Assistant: Saint Louis University, St. Louis,MO 2003-2005 Vice President of Marketing: AQU Technologies,St. Louis,MO 2002-2004 Coordinator of Recreation, Southern Illinois University, Carbondale,IL 1999-2002 Center for Basic Skills: Counselor/Advisor, Southern Illinois University, Carbondale, IL 1999 Sales Associate: Gaut Searson Limited, San Francisco,CA 1997-1998 REFERENCES Mr. Martin Castillo, Senior Associate Director of Administrative&Financial Operations San Jose State University One Washington Square San Jose, CA 95192 Martin.Castillo(a),-,jsu.edu (408) 299-0083 Mr. Sean Curtis, Director of Intramural &Club Sports Washington University in St. Louis Campus Box 1067 St. Louis,MO 63130 scurtis@athletics.wustl,edu (314)935-4708 Dr. Gerard Fowler, Professor of Leadership& Higher Education Saint Louis University 3750 Lindell Blvd. St. Louis, MO 63108 f6lwerga0z)slu.edu (314) 977-2495 ATTACHMENT 2 j Midpeninsula Regional open Space District OMBUDSPERSON PROGRAM I Role of Ombudsperson The Ombudsperson is an appointee of the Board of Directors who follows up on resident or neighbor inquiries or complaints for the purpose of attempting to resolve misunderstandings or conflicts that have not been resolved satisfactorily by District staff. The Ombudsperson works independently and objectively to assist in maintaining positive relations with District residents and neighbors. Duties of Ombudsperson ❖ Listens to resident concerns ❖ Opens avenues of communication between residents and neighbors and the District ❖ Gathers information and educates residents on District policies or procedures and their purpose or effect ❖ Facilitates conflict resolution •'• Finds other resources to meet resident needs, if applicable ••• Provides a written summary of citizen concerns as requested by the Board of Directors Scope of Duties The Ombudsperson would assist residents in their interactions with the District and facilitate conflict resolution when needed. The Ombudsperson would not handle issues that are privileged or confidential, or which involve personnel, labor relations, legal matters, or Board decisions. The Ombudsperson would present facts that may lead the Board or staff to improve operations or better address citizen needs, as opposed to advocating either for or against a resident, staff or Board policy. The Ombudsperson would not establish or recommend District policy, or affect or make fiscal or budgetary decisions. Assignment and Reporting Responsibilities If the initial contact from a citizen is the Ombudsperson, the Ombudsperson will contact the General Manager before taking further action. If the General Manager is not able to resolve the concern/complaint to the citizen's satisfaction, the Ombudsperson will follow up with the citizen for further resolution efforts. If the initial contact from a citizen were a Board Member, the Board Member would immediately contact the General Manager. If the General Manager is not able to resolve the concern/complaint to the citizen's satisfaction, the General Manager shall inform the citizen of the District's Ombudsperson process and shall request the Ombudsperson contact the complainant to offer further assistance. After completing inquiry and resolution efforts the Ombudsperson would then report back to the General Manager and provide a written summary report for the Board at least quarterly. Ombudsperson Knowledge/Skills/Abilities To be effective in this role, the Ombudsperson should demonstrate the following knowledge/skills/abilities: • Facilitation and conflict resolution skills • Ability to listen, understand and validate others' points of view • Familiarity with the District's mission and purpose and how the District programs fit into the greater region • Knowledge of local government functions and operations and land and property use issues • Interviewing skills • Customer service skills • Public speaking skills • Analytic and evaluative skills • Writing skills-the ability to express clearly and concisely complex issues and positions in writing • Objectivity and good judgment • Create credibility as an independent evaluator capable of independent conclusions • Sense of humor • Professional demeanor and appearance Training, education and/or experience in public administration,management, psychology,public relations, customer relations, investigations, counseling, consulting, teaching, human resources, risk management, related field or as an elected official would likely provide the required knowledge, skills and abilities. Compensation and Terms of Appointment Volunteer status (unpaid), with full reimbursement for Board authorized expenses incurred (per contract). One-year term with the possibility of reappointment annually. f Midpeninsula Regional ' I Open Space District To: Board of Directors From: Stephen E. Abbors Date: March 23, 2012 Re: FYIs Midpeninsula Regional Open Space District For Immediate Release r � Date: March 16,2012 Contact: Rudy Jurgensen Becky Bach 650.691.1200 MROSD purchases Madonna Creek Ranch 564-acre property provides valuable habitat for threatened red-legged frogs Los Altos,California [March 16,20121—Leveraging a state grant and its close partnership with the Peninsula Open Space Trust(POST),the Midpeninsula Regional Open Space District(MROSD)has purchased Madonna Creek Ranch,home to a population of federally threatened red-legged frogs. The 564-acre property,located just south of Highway 92 near Half Moon Bay,spans from Miramontes Ridge to Pilarcitos Creek and includes a variety of habitats and land uses,including 27 acres of row crops and a small equestrian boarding facility. It will be added to Miramontes Ridge Open Space Preserve,one of the District's newest preserves. "With prime agricultural land,habitat that can support red-legged frogs as well as golden eagles,and excellent connections to nearby protected lands,Madonna Creek Ranch is an exciting addition for the District,"said General Manager Steve Abbors."Thanks to our strong partnership with POST and the state,we'll be able to focus the District's resources on enhancing this property's ecological health." j The District purchased the$3.6-million property for$600,000,a bargain rate made possible with a generous discount from POST,which received the property from a private donor in 1995.The purchase price includes a$100,000 reimbursement to POST for bridge improvements and other work on the property. In addition,the District was awarded a$500,000 state grant to conserve the 16 rare or threatened species —including the California red-legged frog and the yellow warbler—found on the property. Established by voters in 1990,the California Department of Parks and Recreation Habitat Conservation Fund distributes approximately$2 million of grants annually for local conservation projects. "We are pleased to partner with MROSD to ensure a healthy,vibrant future for this critical expanse of open space close to Half Moon Bay," said POST President Walter T.Moore. "Before POST acquired this land,it had the potential to be subdivided into four parcels for luxury estates.Fortunately,MROSD obtained the grant that made it possible for POST to transfer the property to permanent public ownership- -another terrific example of the power of our ongoing collaboration to save local natural lands." I The District plans to continue working with the existing Madonna Creek Ranch agricultural tenant,who has grown pumpkins,grains and hay and operates a 12-stall equestrian boarding facility. The lower portion of the property contains prime farmland soil. One of the District's first goals is to improve riparian habitat along Madonna Creek,home to rare frogs and designated for steelhead migration. Madonna Creek is a tributary of Pilarcitos Creek,which has been recognized by the Bay Area Open Space Council as a top priority conservation target. A r li Madonna Creek Ranch Red-legged frog The property's robust red-legged frog population—which has coexisted with agricultural operations—is particularly striking,said MROSD Senior Planner Sandy Sommer. "They almost hop out to greet you," Sommer said. Federally protected,red-legged frogs face threats from predatory bullfrogs and continuing habitat loss. Several District preserves harbor red-legged frog populations or potential habitat and the District has taken a leading role in regional conservation efforts. The property will remain closed to the public for agricultural operations and restoration efforts,although future trails could connect the Skyline corridor and Half Moon Bay. Created by voters in 1972,the Midpeninsula Regional Open Space District has successfully protected more than 60,000 acres of open space. The District is a California special district governed by an elected board of directors. The District's 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. iMidpeninsula Regional • Open Space District For Immediate Release Date: March 15, 2012 Contact: Rudy Jurgensen Becky Bach 650.691.1200 MROSD purchases 270-acre October Farm property Lobitos Creek watershed offers restoration potential for steelhead spawning Los Altos,California [March 15,20121—The Midpeninsula Regional Open Space District(MROSD) has purchased October Farm,270 acres of rolling grassland,heavily vegetated canyons and riparian corridors for$3.5 million from the Peninsula en Space Trust(POST). POST acquired October Farm in � p July 2011. The property,which adjoins the southern border of Purisima Creek Open Space Preserve, expands the District's already substantial protection of Lobitos Creek,a relatively undisturbed watershed that has the potential to host a healthy population of steelhead trout.The District plans to enhance creekside habitat to support steelhead trout migration and spawning. "It's a beautiful property with stunning views in all directions,"said General Manager Steve Abbors."It's something special. It forms a critical piece of the coastside conservation corridor and provides the District another opportunity to support agriculture on the coast." 1 Windmill at October Farm October Farm rises to an elevation of 845 feet and extends across Lobitos Creek Road. It includes the lower portion of Irish Ridge,a prominent ridgeline that separates the watersheds of Tunitas and Lobitos creeks. It provides habitat for burrowing owls,badgers,mountain lions and California red-legged frogs, among other species. "This property is an excellent addition to the network of open space that POST and MROSD have worked together to save in the Lobitos Ridge area,"said POST President Walter T. Moore. "October Farm is one of several key links in a chain of protected lands that runs from Skyline Ridge to the sea delivering multiple benefits to people and wildlife." c, ♦ Y _ j^ View of Lobitos Creek watershed Traditionally grazed for beef cattle production,October Farm has several spring-fed ponds and perimeter fencing,key infrastructure that will support existing conservation grazing operations on nearby District lands.The District plans to reintroduce grazing this summer while preparing a comprehensive grazing plan. The property includes several structures including a house that is leased to a local family. The previous owner grew greenhouse organic vegetables and sold eggs at a local farmers market. Last fall,POST worked with the District to clean up a former dump site,which has now been remediated and reseeded with native plants. The property will be closed to the public until it is incorporated in long-term planning efforts as part of Purisima Creek Open Space Preserve. Created by voters in 1972,the Midpeninsula Regional Open Space District has successfully protected more than 60,000 acres of open space. The District is a California special district governed by an elected board of directors. The District's 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 Open Space District To: Board of Directors From: Stephen E. Abbors. Date: March 28, 2012 Re: Late FYIs Regional OpenSpace Midpeninsula Regional Open Space District March 23, 2012 Ms. Frances Mann-Craik 11885 Skyline Boulevard Los Gatos, CA 95033 At�r,.E�c- Dear A Thank you for your recent letter of February 16, 2012, following up on our discussion at the South Skyline Association Holiday Party last December. I apologize for the delay, but I was out of the country for two and a half weeks and only saw your letter upon my return. Thus I am in the process of catching up with my correspondence back log. In your letter, you followed up on our conversation with a request for a"Special Use Permit" to allow you to walk your dogs on District trails that are not open to dog use. You gave two reasons for your request that involve concern about your safety, which I will do my best to address as follows. In your letter, you express your concern about walking on the side of Skyline Boulevard, which has a narrow shoulder and a 55 mph speed limit. I understand and agree; walking along Skyline Boulevard can be hazardous because of the amount and the speed of traffic combined with the minimal amount of shoulder available for walking. You also expressed a concern about walking on District Trails alone without the protection of your dogs. You refer to the two times you were accosted when you were hiking alone on the Long Ridge Trail. Although our staff is unaware of those events, and would encourage you to report such incidents to our rangers, it is always prudent and safer to walk with a companion when out on trails in remote areas. I am sympathetic and understand your desire to have your dogs with you when hiking between your neighbors and Your home utilizing the District's Trail system in Long Ridge and Saratoga Gap Open Space Preserves (OSP). However, both of these preserves, with the exception of a small loop trail section in Long Ridge OSP, are closed to dogs by District regulation. Starting back in the early 1990s, and ending in 1999, the District Board of Directors participated in a public process that studied and ultimately opened nine out of twenty-six preserves to dogs based on ecological appropriateness and geographical availability to constituents. Windy Hill OSP, Coal Creek OSP, and the small loop trail section in Long Ridge OSP are the areas closest to those of you living in the Skyline Corridor where dogs are permitted. Therefore if we issue you a"Special Use Permit" allowing you to walk your dogs on trails that were not designated for dog use, we circumvent the public process and its outcome and set the precedent wherein we would then have to provide permits to everyone who would like to take their dog on trails closed to dog use. 3o D is re 1 0 rc I e Los Altos,(A 9402 2 h so 6c,Mon')on bl'o i,ci 1 018, V, Thank you for your patience. I know this is not the answer You were hoping for, but I do hope you can understand why I cannot approve your request even though I know you and know you are a very responsible person. Sincerely, Stephen E. Abbors General Manager Cc: Director Hassett—Ward 6 RLtcp Frances Mann-Craik 11885 Skyline Blvd. Los Gatos,CA 95033 44 manncraik(Dgmail.cQM 4C 408-868-9577 Mr.Stephen Abbors General Manager Midpeninsula Regional Open Space District 330 Distel Circle Los Altos,CA 94022 February 16, 2012 Dear Stephen, As we discussed during the South Skyline Association (SSA) holiday party, I am respectfully requesting a special permit to hike my two dogs -- from my home to my friends' homes- on specific MPROSD trails that are not open to dogs for the general public. The reasons for my request: 1) My only current route to walk to my neighbors'homes is on Skyline Blvd., State Route 35 -a 55 MPH highway. There is no space to hike on the side of the highway. Hiking on SR 35 is very unsafe. 2) 1 do not feel safe hiking on trails alone, without my dogs, to my neighbors' homes. I have twice been accosted when hiking alone on Long Ridge Trail and consider it unsafe to walk on the trails here alone. Specific Reque,�t I would like permission to hike with my two dogs to-and-from my home to my neighbors' homes at the following addresses/locations. These routes include small portions of Long Ridge Trail, Peter's Creek Trail, Hickory Oak Trail,and Charcoal Road. The enclosed map shows the specific locations, as the homes are in two cases a distance from the mail boxes. My house 11885 Skyline Blvd. (across from Ward Road) eig �'Addj`e's'sl: Actital Lok'atl Lisa and Bill Sorich 22330 Skyline Blvd Sorich Road (off Portola Heights Road) Mae and Gary Gechlik SR Box 335 Skyline Blvd -across from Portola Heights Gate Sharon Peters SR Box 325A (Rosemary Skyline Blvd- next to Lane) Rh Winery Karim Khaldi I 12833A Skyline Blvd I Charcoal Road My dogs are always on their leashes and I pick up their poop. We don't go into the creek or chase after the wildlife. Thank you for considering my request. Sinceryy, Frances Mann-Craik A good neighbor on Skyline Blvd. Midpeninsula Regional ' Open Space District CLOSING MEMORANDUM To: Stephen E. Abbors, General Manage2r -�7 From: Michael C. Williams Date: March 22, 2012 Subject: Peninsula Open Space Trust(Madonna Creek Ranch) Property Addition, Miramontes Ridge Open Space Preserve Escrow closed for the subject transaction on March 16, 2012, and title to and possession of this 564-acre parcel passed to the District. I am not aware of any use and management concerns that were not addressed in the staff report to the Board. In accordance with the Public Notification Policy, neighbors to the property were notified of this purchase. As there were no comments made by any of the neighbors or members of the public that might require amendments, close of escrow marks the final adoption of the Preliminary Use and Management Plan, approved by the Board of Directors at its meeting of February 8, 2012. The following chart presents dedication and acquisition details for this property: DEDICATION&ACQUISITION INFORMATION Preserve County Ownership Status: Board Approval Date& & & Grantor Acres (Fee, Easement,Lease, Resolution Number or Area A.P.N. Mgmt Agreement) General Manager Approval Date San Mateo County POST(Madonna February 8,2012 Miramontes Ridge 056-450-010 564 Fee - 7 Creek Ran 12 0 Cre Ra nch) 056-450-030 ) Mgmt.Status: Dedication Date Closing Date (Open,Closed,CMU, & T e Funding Value GIS Code or Other) Status(Intended or yP Withheld) Cash $ 100,000.00 March 16,2012 Closed,except see Withheld Grant $ 500,000.00 3,600,000.00 1661 Note I Gift $3,000,000.00 Total $3,600,000.00 Misc.Notes: I. The District received a grant in the amount of$500,000 from the Habitat Conservation Fund which includes a Deed Restriction covering the 369 acre Uplands portion of the property. The Deed Restriction expires in 20 years. 2. Agricultural Lease As part of this transaction.POST assigned a lease with Johnny Cozzolino for approximately 35 acres row crops and a 12 stall equestrian facility. 3. Service Fees. No fire or school service fees are required because the property is not located within the boundaries of the San Mateo County fire agreement or the La Honda-Pescadero Unified School District. cc: Accounting Board of Directors Field Offices(SFO&FFO)—Attach Ag Lease&Deed Restriction GIS Administrator Legal Administrative Assistant Management Analyst Operations Manager Planning Manager—Attach Ag Lease& Deed Restriction Public Affairs Administrative Assistant Public Affairs Manager Real Property Administrative Assistant Senior Real Property Planner "Training and Safety Coordinator