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Home My Public Portal About20121219 - Agenda Packet - Board of Directors (BOD) - 12-39 Midpeninsula Regional Open Space District Meeting 12-39 SPECIAL MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle, Los Altos,CA 94022 Wednesday, December 19, 2012 SPECIAL MEETING BEGINS AT 5:30 i,.m.* AGENDA 5:30 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT— CLOSED SESSION ROLL CALL ORAL COMMUNICATIONS-PUBLIC 1 CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION—Government Code Section 54956.9(b) Significant Exposure to Litigation—One Case 6:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT— STUD VSESSION I. Discussion on Proposed Committee Structure and Charges--S.Abbors 7:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT—OPEN SESSION ROLL CALL ORAL CONINI UNICATIONS—PUBLIC ADOPTION OF AGENDA 7:05 CONSENT CALENDAR I. Approve Minutes—None 2. Approve Claims—None 3. Approve Written Communications—R. Zatkin and M. Honey 7:05 CONSENT CALENDAR 4. Authorization of Temporary Accounting Staffing for Implementation of the Integrated Accounting and Finance System—K. Drayson 5. Approve Revised Resolutions to California Public Employees Retirement System(PERS)regarding the Employer Paid Member Contributions for Employees of the Midpeninsula Regional Open Space District—C. Basnight 6. Amend the Contract with The Creative Group for Public Affairs Department Staffing Support for an Amount Not-to-Exceed$38,000 through March 31,2013 —S. Lewis 7:10 BOARD BUSINESS 7. a. Approval of the of Fiscal Year 2012-13 Midyear Action Plan and Budget—Administration and Budget Committee b. Approval of the Administration and Budget Committee recommendations for the Fiscal Year 2012-13 Midyear Budget—L. Tottori c. Approval of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Midyear Action Plan—K. Drayson AD.IOURNNIENT *Ties are estimated and items may appear earlier or later than listed.Agenda is subject to change oforder. TV ADDREbl4THE ROARD. The President will invite public comment on agenda items at the tune 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 comatent to the Board by a written communication,which the Board appreciates. Consent Calendar:All items on the Consent C'cdendar may be approved without discussion by one motion_Board members, the General Manager,and members of the public rna v 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 94022CERTIFICATION OF POSTING OF AGENDA I,Michelle Radcliffe,District Clerk for the Midpeninsula Regional Open Space District(MROSD),declare that the foregoing agenda for the Regular Meeting of the MROSD Board of Directors was posted and available for review on December 14,2012,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 httkr Signed this 14°i day of December,at Los Altos,California. District Clerk December 14,2012 Midpeninsula Regional • ' Open Space District f R-12-124 Meeting 12-39 December 19, 2012 STUDY SESSION AGENDA ITEM 1 AGENDA ITEM Study Session on Proposed Changes to District Board Committees GENERAL MANAGER'S RECOMMENDATION Review and approve the proposed changes to both the structure and charge of District Board Standing and Ad Hoc Committees. SUMMARY Due to the growth in both the size of the District and the complexity of its activities, the ability to schedule and hold both the Board committee and staff meetings to conduct District business has become inordinately difficult. To address these and related issues, staff is examining the way business is conducted throughout the organization. To provide the capacity required to accomplish the broad goals established by the Board, staff is recommending actions that are intended to streamline the business processes for both Board and staff. This memo recommends eliminating current Ad Hoc committees and folding their work into the charges of five standing committees which, if approved, would broaden their respective charges to ensure robust and regular opportunities for Board policy detennination. On a parallel track, staff will be receiving training in decision making, time management and effective meetings to support the most effective use of District time and resources. DISCUSSION At the April 27, 2012 Board Retreat, the Board of Directors held discussion on the current structure of Board Committees. The Board expressed concern over the Committee process and stated that some of the Board Committee's charges were unclear and needed to be updated. The Board also expressed concern on how often Committees met, when Committees are involved in the decision-making process, and the role of Committee members and District staff. After the April 27`h retreat, staff met with the Facilities Ad Hoc Committee, the Real Property Committee; the Use and Management Committee; and the Legislative, Funding, and Public Affairs Committee to address the Board's concerns and help clarify the charges set forth in the Board of Directors Rules of Procedures. The Committees provided feedback on the proposed amendments to its charges, the role of Committee members and staff, and the Committees' decision-making process. The Committees provided the following amendments to its charges: 1 R-12-124 Page 2 Real Property Committee The Real Property Committee met on August 21, 2011, and September 21, 2012, to discuss its Committee's charges. The Committee recommends the following changes to its charge as set forth in the Rules of Procedures, Section 1.81(d): • Add language that provides guidelines for site tours of potential real property purchases and associated preliminary use and management recommendations. The guidelines for site tours of real property purchases include: a) Properties of regional significance b) Coastal properties c) Conservation partnership projects d) Grant funded projects e) Properties with known strong public interest f) Large properties g) Properties with significant habitable structures h) Properties with significant or unique use and management issues • Add language that provides guidelines for not holding site tours. Those guidelines include: a) Remote properties with poor roadway access b) Properties with existing hazardous or unsafe conditions c) Property owners not willing to have a public tour at their property d) Small,minor or inholding properties • Adding language to specify that "long term leases" are lease terms that are in excess of one year. • Add language to specify that the Real Property Committee reviews the preliminary use and management recommendations associated with proposed new land purchases which typically address issues such as site safety, the need for additional property surveys, studies or assessments after purchase, patrol routes, public access, site cleanup and demolition of structures and existing rentals or leases of structures, assigned and assumed grazing, agricultural and other leased uses. • Add language that states that the Real Property Committee will review structures identified for disposition associated with new land purchases and that property management structures considered for disposition will be considered by the Facilities Ad Hoc Committee. Legislative, Funding, and Public Affairs The Legislative, Funding and Public Affairs Committee (LFPAC) met on August 21, 2012, to discuss its Committee's charges as set forth in the District's Rules of Procedures and clarified its charges as follows: • Issues pertaining to legislative actions (Board policies, state, federal, or other agency actions concerning District business) • Study of funding sources pertaining to District finances R-12-124 Page 3 • Public Affairs' plans for public interactions (polls, events, recognitions on District lands, signs and sign locations) Use and Management Committee The Use and Management Committee met on September 11, 2012, to discuss its Committee charges. The Committee recommends the following changes to its charge as set forth in the Rules of Procedures, Section 1.81(d): • With the establishment of the Natural Resources Department, add language to include the Committee charge of reviewing Resource Management Policies, Plans and Amendments. • Add language to include the Committee charge of reviewing Agriculture(including Grazing) Management Plans and Leases. Facilities Ad Hoc The Facilities Ad Hoc Committee met on October 15, 2012, to discuss its charge. The Committee recommends the following changes to its charge as set forth in the Rules of Procedures, Section 1.81(d): • Convert the Ad Hoc Committee into a Standing Committee • Amend language to stated that the Committee reviews the proposed disposition and/or large-scale improvements to or demolition of existing h structures located on District land, including the following: a) Existing and proposed staff facilities b) Residences (residential or employees) c) Historic structures d) Major auxiliary or storage structures • Add language to include the charge of review and advise on strategic facilities planning (e.g., timeline, sequencing of new staff facilities) • Add language to include the charge of recommending capital improvement priorities regarding structures The General Manager has reviewed direction provided by the Board and, in view of the dual goal of supporting the Board's role in setting District policy and in managing the time and staff resources required to carry out Board policy, recommends the following adjustments to Board Committee structure and function: Administration and Budget Committee The Board of Director's Rules of Procedures states the following as the charge of the Administration and Budget Committee: Each fiscal year reviews the proposed budget and any required midyear budget amendments and makes budget recommendations to the Board; receives reports from the District Controller concerning investments of District funds and current and long-term fiscal analyses. R-12-124 Page 4 The General Manager recommends the following amendments: • Add the Action Plan and Strategic Plan Implementation to the Committee's charge (see Attachment 1) • Transfer the charge of"District Funding" from the Legislative, Funding and Public Affairs Committee and add it to the Administration and Budget Committee's charge • Change the name of the Administration and Budget Committee's name to "Action Plan and Budget Committee" Legislative, Funding and Public Affairs Committee The Board of Director's Rules of Procedures states the following as the charge of the Legislative, Funding and Public Affairs Committee: Reviews and makes recommendations to the Board on the proposed two-year legislative program; reviews policy matters related to the Board's Rules of Procedure and other Board policies and regulations as assigned by the Board; reviews matters concerning District funding and public a irs. The General Manager recommends the following amendments: 0 Clarify charges of the Legislative, Funding and Public Affair Committee to included a major new public outreach component consistent with the District Strategic Plan (see Attachment 1) 0 Transfer the charge of"District funding"to the Administration and Budget Committee 0 Change the name of the Committee to "Legislative, Policy and Outreach" Use and Management Committee The Board of Director's Rules of Procedures states the following as the charge of the Use and Management Committee: Reviews trail use policies and-Use and Management Plans and Plan Amendments; conducts site tours relating to these matters as needed. The General Manager recommends the following amendments: * Add Resource Management Plans, Plan Amendments, and issues to the Committee's charge (see Attachment 1) 0 Add the combined functions of the Facilities, Sierra Azul/Bear Creek Redwoods and Cooley Landing Ad Hoc Committees to that of the Use and Management Committee 0 Change the name of the Committee to "Planning and Natural Resources Committee" Real Property Committee The Board of Director's Rules of Procedures states the following as the charge of the Real Property Committee: Reviews leases; reviews rental policies concerning District real property; conducts site tours.for potential real property purchases as needed. The General Manager recommends the following amendments: • Clarify charges of Real Property Committee(see Attachment 1) • Create criteria for property site tours (for example, acreage or dollar amount) • Conduct comprehensive, semi-annual Board tours of the entire District to provide a current and ongoing, working context for important Board decisions related to land acquisition. R-12-124 Page 5 Board Appointee Evaluation The current charge of the Board Appointee Evaluation Committee is to conduct Board Appointee evaluations. The General Manager recommends the following amendments: • Convert this Ad Hoc Committee into a Standing Committee • Administrative Services Department (Human Resources) to provide staff support In addition to the recommended amendments stated above, the General Manager also recommends the following: • Dissolve the Sierra Azul/Bear Creek Redwoods, Facilities, and Cooley Landing Ad Hoc Committees and combine with the Use and Management Committee • Implement monthly standing meeting dates for Committee business and/or project updates. For example, the first Tuesday of the month is Use and Management; the second Tuesday is for LFPAC; etc. If there are no new business and/or updates, the Committee meeting can be canceled. If additional meeting time is required, special Committee meetings can be scheduled. (See Attachment 2). The meetings will be held between 1:00 p.m. —4:30 p.m. • Due to the nature of the Administration and Budget Committee and the Board Appointee Evaluation Committee, the General Manager recommends that these two Committee be exempt from the standing meeting schedule and that its meetings be held on an as-needed basis. • Board/Committee may create Ad Hoc Committees for a specific issue and must sunset at the end of each calendar year. FISCAL IMPACT There are no unbudgeted fiscal impacts with this agenda item. BOARD COMMITTEE REVIEW Staff met with the Facilities Ad Hoc Committee, the Real Property Committee; the Use and Management Committee; and the Legislative, Funding, and Public Affairs Committee. On December 4, 2012, General Manager Steve Abbors, Interim Assistant General Manager Ana Ruiz, and District Clerk Michelle Radcliffe met the current Board President Curt Riffle and Vice President Jed Cyr to discuss the proposed changes to the Committee structure and charges being brought forward to the Board. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE This agenda item is not a project under the California Environmental Quality Act (CEQA). R-12-124 Page 6 NEXT STEPS If approved by the Board, staff will update the Rules of Procedure to reflect the amendments. Staff will also create a standing meeting schedule for the five Standing Committees. Attachment: 1. Proposed Changes to Board Committees Charges 2. Proposed Committee Meeting Schedule Prepared by: Michelle Radcliffe, District Clerk Contact person: Steve Abbors, General Manager Ana Ruiz, Interim Assistant Manager i Michelle Radcliffe, District Clerk I ATTACHMENT � Proposed Committee Structure and Charges Standing Committees | 1. Administration and Budget Committee Responsible Department: Administration Charge: Reviews the proposed budget and any required midyear budget amendments a*d makes budget recommendations to the Board^ | | Plan implementation, District funding, and receives reports from the District Controller concerning � investments of District funds and current and long-term fiscal analyses. | Recommendation: * Remove the "review matters concerning funding" charge from LFPAC to ABC � | 2. Legislative, Responsible Department: Public Affairs | Charge:-Reviews and makes recommendations to the Board on the proposed two-year legislative � � program; revievvspolicy nnattersrdatedto the Board's Rules of Procedure and other Board policies � and regulations as assigned by the Board; reviews matters concerning public | affairs . | Recommendation: � * Remove the "review matters concerning fundi� da�� A� � ~ � � 3. Use and Management/Planning Charge: Responsible Departments: Planning,a*44 Natural Resources, Review UseandW1anagennentP|ans��n*�P4a*A�rn�ndmn�nts��U��'' � reviews Resource Management Plans, amendments and issues(including consistency with related � conducts site tours relating to these matters asneeded structures, and resource management items). � | / Recommendation: Combine Use and Management, Facilities, Sierra AzuV8ear Creek Redwoods, Cooley Landing Committees. 4. Real Property � � Responsible Department: Real Property Charge: Reviews leases; reviews consistencV with Board rental policies concerning District real property;conducts site tours for potential real property purchases time of District purchase. as Heeded, | Recommendation: � Create criteria for site tours(for example, acreage and/or dollar amount) * Have semi-annual Board tours of District properties Page ATTACHMENT I � / � | 5. Board Appointee Evaluation Responsible Department: Administration Conducts Board Appointee evaluations. Recommendation: * Convert toa Standing Committee * Administration Dept (HR) to provide support Ad Hoc Committees 1. Strategic Plan: Development ofDistrict's Strategic Plan Recommendation: * Dissolve Committee * Move strategic plan implementation toABC 2. Sierra Aou| fk Bear Creek Redwoods: Mount Unn Site Planning and Restoration Recommendation: � ° Dissolve Committee � ° Combine with Use and Management Committee � 3. Facilities Improvement: Skyline Field Office remodel Recommendation: w Dissolve Committee * Combine with Use and Management Committee 4. Cooley Landing: Cooley Landing Project (comnp|eted) Recommendation: � Dissolve Committee * Combine with Use and Management Committee Additional Recommendations: * Implement monthly standing meeting dates for Committee business and/or project updates. For example,the first Tuesday of the month is Use and Management; the second Tuesday is for Page 2 � | ATTACHMENT 1 LFPAC; etc. If there are no new business and/or updates,the Committee meeting can be canceled. If additional meeting time is required,special Committee meetings can be scheduled. • Board/Committee may create Ad Hoc Committees for a specific issue and must sunset at the end of each calendar year. i i Page 3 ATTACHMENT 2 Proposed Committee Meeting Monthly Schedule The General Manager recommends holding monthly Standing Committee meetings to discuss Committee business and/or provide project updates. Each Committee will have a designated meeting date. Below is the proposed meeting schedule: 1st Tuesday: Legislative, Policy and Outreach Committee (formerly LFPAC) 2nd Tuesday: Real Property Committee 3rd Tuesday: Planning and Natural Resources Committee (formerly Use and Management Committee) 41h Tuesday: "Free Day"—to be used for additional/special meetings 5th Tuesday: "Free Day"—to be used for additional/special meeting JANUARY 2013 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2 3 4 5 Legislative, Policy, & Outreach 6 7 8 9 10 11 12 Real Property p Y 13 14 15 16 17 18 19 Planning& Natural Resources 20 21 22 23 24 25 26 Free 27 28 29 30 31 Free Page 1 Claims No. 12-22 Meeting 12-39 Date 12/19/12 Revised Midpeninsula Regional Open Space District # Amount Name Description 19105 $9,165.70 Patsons Media Group Printing Services-Winter Newsletter 19106 $6,270.00 The Creative Group Temporary Media Communication Specialist 19107 $4,306.95 Page&Turnbull Mt. Umunhum Site Planning-Preparation&Attendance Of Public Meetings 19108 $2,700.00 Normal Data Consultant Services-Permits Database 19109 $2,560.50 Restoration Design Group Site Planning Services For Mt.Umunhum 19110 $2,427.24 Alvaro Jaramillo Mt. Umunhum Bird Surveys For Implementation Of Public Access Project 19111 $2,378.98 Ace Fire Equipment&Service Annual Fire Extinguisher Service-FFO&SFO Company 19112 $1,817.01 CMK Automotive Vehicle Maintenance&Repairs 19113 $1,492.50 Timothy C.Best,CEG Engineering Geological Services-Trail Design For Mindego Gateway Project 19114 $1,484.85 Catering By Dana Catering Balance For Book Release Event 19115 $1,303.04 Redwood General Tire Company Tires&Tires Installation 19116 $1,034.00 Old Republic Title Company Title&Escrow Fees-Rajczi Property 19117 $1,013.18 Accountemps Accounting Temp 19118 $898.76 Consolidated Electrical Distributors Wiring For Backup Generator At SFO 19119 $864.29 Stevens Creek Chryslc, Jeep Dodge Vehicle Maintenance&Repairs 19120 $780.62 ARC Digital Imaging Posters For Room To Breathe Book Release Event/Five Sets Of Demolition Plans-Mt. Umunhum Project 19121 $658.16 Green Waste Debris Box&Garbage Service-SFO 19122 $537.84 Gardenland Power Equipment Field Supplies-Pumper Service&Parts/Grinding Wheel 19123 $369.70 Sunnyvale Ford Vehicle Maintenance&Repairs Y p 19124 $333.00 Recology South Bay Dumpster Service-RSA 19125 $315.00 David Reichling Reimbursement-Slender False Brome Treatment 19126 $250.00 Yuri Liberzon Musical Entertainment For Book Release Party 19127 $226.02 Smith Bros Electric Company Electrical Repairs-Rental Residence 19128 $166.63 Alamo Lighting Light Bulbs-AO 19129 $114.57 Mission Trail Waste Systems Garbage Service-AO 19130 $89.02 Hsieh,Benny Reimbursement-Break Room&Office Supplies 19131 $78.00 Pacific Telemanagement Services Pay Phone-Black Mountain 19132 $75.00 Wiley Price&Radulovich California Public Employees Pension Reform Act Workshop For Human Resources Staff 19133 $65.00 US Healthworks Employee Medical Services 19134 $64.28 R&B Company Utility Boxes For SFO Equipment Yard 19135 $60.63 Protection One Fire Inspection&Monitoring-AO 19136 $39.70 *1 Wex Bank Fuel 19137 $28.19 Royal Brass Parts For Mini Excavator 19138 $5,13 O'Reilly Auto Parts Auto Body Tape 19139 R $37,503.00 *2 TKO General Engineering& Construction Services For ECDM Staging Area&Connector Trail Construction 19140 R $11,840.41 Schafer Consulting Consulting Services-Integrated Accounting&Financial Software Implementation Support 19141 R $11,250.00 Winegar Air Sciences Air Quality Monitoring At RSA 19142 R $9,420.00 Butano Geotechnical Engineering Geotechnical Services-Drilling, Investigations&Report For Pond DR05 19143 R $5,400,00 Minh Le Leadership Consulting Services 19144 R $5,207.00 Accountemps Accounting Temp For IAFS Implementation 19145 R $3,128.35 Redwood General Tire Company Tires&Tire Installations 19146 R $2,755.89 New World Systems Integrated Accounting And Financial System Software& Implementation Services 19147 R $2,468.73 Priority 1 Code 3 Equipment&Installation For New Patrol Truck Page 1 of 2 Claims No. 12-22 Meeting 12-39 Date 12/19/12 Revised Midpeninsula Regional Open Space District # Amount Name Description 19148 R $2,032.63 San Mateo County-Information Rent For Radio Repeater At Pise Peak Services Department 19149 R $1,820.01 Monster Mechanical HVAC Service&Repair-AO 19150 R $1,7%00 Glasser Kolly Labor Relations Consultant Services-Labor Relations&Negotiations 19151 R $1,517.33 Metro Mobile Communications Portable Radios For New Rangers 19152 R $956.70 Stevens Creek Quarry Rock For Road&Trail Work At Coal Creek 19153 R $948.27 Hertz Equipment Rental Equipment Rental-Roller For Road&Trail Work At Coal Creek 19154 R $888.25 Rich Voss Trucking Rock Delivery For Road&Trail Work At Coal Creek 19155 R $752.00 Security Code 3 Patrol Services-Mt.Umunhum 19156 R $682.10 Sol's Mobile Service Vehicle Maintenance&Repairs 19157 R $451.75 Pape'Material Handling Tractor Maintenance Service 19158 R $449.76 Summit Uniforms Uniform Expenses 19159 R $335.75 Bill's Towing Service Towing Services 19160 R $328.00 San Mateo County Planning&Building Permit Fees For Water Tank Removal Project At Pulgas Ridge Department 19161 R $300.00 Eflexgroup.com Flexible Spending Account Annual Compliance Fee 19162 R $300.00 Del Woods Consulting Services-Bear Creek Stables Site Plan 19163 R $295.26 Schaffner,Sheryl Reimbursement-Mileage 19164 R $287.20 R. E. Borrmann's Steel Company Steel Posts For Bat Boxes At Hendrys Creek 19165 R $281.00 Palo Alto Medical Foundation Employee Medical Services 19166 R $277.00 Santa Clara County-Office Of The Fingerprinting Services Sheriff 19167 R $210,00 Liebert Cassidy Whitmore Legal Services-Labor Negotiations 19168 R $151,71 Orlandi Trailer Parts For Maintenance Truck 19169 R $100.00 U.S.Fish&Wildlife Service Fee To Amend Recovery Permit For Two Protected Species(Red- Legged Frog&San Francisco Garter Snake)At La Honda Creek 19170 R $81,82 Verbrugge,Andrew Uniform Expenses Total $148,103.41 '1 Urgent check issued 12/14/12 "2 Urgent check issued 12/18/12 Page 2 of 2 Claims No. 12-22 Meeting 12-39 Date 12/19/12 Midpeninsula Regional Open Space District # Amount Name Description 19105 $9,165.70 Patsons Media Group Printing Services-Winter Newsletter 19106 $6,270.00 The Creative Group Temporary Media Communication Specialist 19107 $4,306.95 Page&Turnbull Mt. Umunhum Site Planning-Preparation&Attendance Of Public Meetings 19108 $2,700.00 Normal Data Consultant Services-Permits Database 19109 $2,560.50 Restoration Design Group Site Planning Services For Mt.Umunhum 19110 $2,427.24 Alvaro Jaramillo Mt. Umunhum Bird Surveys For Implementation Of Public Access Project 19111 $2,378.98 Ace Fire Equipment&Service Annual Fire Extinguisher Service-FFO&SFO Company 19112 $1,817.01 CMK Automotive Vehicle Maintenance&Repairs 19113 $1,492.50 Timothy C. Best,CEG Engineering Geological Services-Trail Design For Mindego Gateway Project 19114 $1,484.85 Catering By Dana Catering Balance For Book Release Event 19115 $1,303.04 Redwood General Tire Company Tires&Tires Installation 19116 $1,034.00 Old Republic Title Company Title&Escrow Fees-Rajczi Property 19117 $1,013.18 Accountemps Accounting Temp 19118 $898.76 Consolidated Electrical Distributors Wiring For Backup Generator At SFO 19119 $864.29 Stevens Creek Chrysler Jeep Dodge Vehicle Maintenance&Repairs 19120 $780.62 ARC Digital Imaging Posters For Room To Breathe Book Release Event/Five Sets Of Demolition Plans-Mt. Umunhum Project 19121 $658.16 Green Waste Debris Box&Garbage Service-SFO 19122 $537.84 Gardenland Power Equipment Field Supplies-Pumper Service&Parts/Grinding Wheel 19123 $369.70 Sunnyvale Ford Vehicle Maintenance&Repairs 19124 $333.00 Recology South Bay Dumpster Service-RSA 19125 $315.00 David Reichling Reimbursement-Slender False Brome Treatment 19126 $250.00 Yuri Liberzon Musical Entertainment For Book Release Party 19127 $226.02 Smith Bros Electric Company Electrical Repairs-Rental Residence 19128 $166.63 Alamo Lighting Light Bulbs-AO 19129 $114.57 Mission Trail Waste Systems Garbage Service-AO 19130 $89.02 Hsieh, Benny Reimbursement-Break Room&Office Supplies 19131 $78.00 Pacific Telemanagement Services Pay Phone-Black Mountain 19132 $75.00 Wiley Price&Radulovich California Public Employees Pension Reform Act Workshop For Human Resources Staff 19133 $65,00 US Healthworks Employee Medical Services 19134 $64.28 R&B Company Utility Boxes For SFO Equipment Yard 19135 $60.63 Protection One Fire Inspection&Monitoring-AO 19136 $39.70 *1 Wex Bank Fuel 19137 $28.19 Royal Brass Parts For Mini Excavator 19138 $5.13 O'Reilly Auto Parts Auto Body Tape Total $43,973.49 *1 Urgent check issued 12/14/12 Page 1 of 1 Midpeninsula Regional ` Open Space District To: Board of Directors From: Stephen E. Abbors Date: December 14, 2012 Re: Written Communications GENERAL MANAGER Stephen E Abbors Regional OpenSpace Mldpemnsula Regional Open Space District `pp �\� BOARD OF DIRECTORS Pete Siemens Robert Zatkin C/r ^\ Yoriko Kishimoto I Jed Cyr P.O. Box 139 \ Curt Riffle Nanette San Carlos, CA 94070 Larry Hassettsett Cecily Harris December 19, 2012 RE: Correspondence dated October 9, 2012, received November 18, 2012 Dear Robert, Thank you for your letter, which we received on November 18, 2012, regarding your request for a specific map of La Honda Creek Open Space Preserve that contains information on geologic formations, contours, and streams. We appreciate your interest in District planning work and in the existing conditions information that we maintain for our various Preserves. Regarding your map request,you may recall that staff provided you with three different existing maps, each containing the information that you were seeking. These maps are attached to this response letter and include: Geology and Related Features, Water Resources, and Sensitive Biological Resources. Following your recent letter stating that the information provided is insufficient, our Interim Assistant General Manager contacted you to understand what additional information you were seeking. Based on this phone conversation, we understand that you no longer seek to obtain additional maps or other related information. Nonetheless,the attached Geology map, which contains contour lines,geologic units, and blue-line drainages, has been improved to include stream labels for the three major drainages that intersect the Preserve. We hope that the inclusion of these stream names is helpful to you. Also, we understand that you have concerns regarding the erosion potential of the Butano Sandstone formation underlying the very northernmost area of the Preserve. Please know that this information, as well as other factors, was taken into careful account as part of the master planning process. It is in part because of this geology, which is found across most of El Corte de Madera Creek Open Space Preserve, that the Master Plan identifies very limited mountain biking within these reaches, as well as a Conservation Management Unit (CMU) across the entire northwestern-most area. This CMU restricts any public use, including off-trail hiking, and will allow the District to focus on landform restoration and drainage improvements for the purpose of reducing potential sediment contributions into the watershed. Also, please be aware that as part of the Master Plan implementation process, no trail or road will be open to public use until the necessary upgrades and improvements are made to adequately sustain the new use. Lastly, we understand that you were not part of our project mailing list, which is quite extensive and is used to send all meeting and document release notifications via mail and email. In the future, if you are 16 3 i 33o Distel Circle Los Altos,CA 94022 P 6So.691.1200 r 6so 691048S www openspace.org interested in any particular project, please let usknow if you would like Uobe added to the respective project mailing list. This is the best way to stay abreast of project progress, upcoming meetings, and release of public documents. VVe encourage broad public participation and welcome requests tobe � included in our various project mailing lists. ' Thank you again for your continued interest in the District. | Warm regards, ~ / Curt Riffle, President K4idpeninsu|a Regional Open Space District, Board ofDirectors � � � cc: MR[SD Board ofDirectors Steve Abbors, MROSD General Manager Ana Ruiz, K4ROSD Acting Assistant General Manager � � | | / � � | � � � From: Robert Zatkin To: Michelle Radcliffe Subject: Robert Zatkin -La Honda Creek Open Space Presrve Date: Sunday,November 18,2012 11:32:35 AM Attachments: RZ-MROSD BOD-mao - 11-18-2012 FINAL.odf Michelle, Please forward the attached map to the Board of Directors. Please acknowledge receipt. Robert Zatkin 650-599.9936 i i i October 9, 2012 Board of Directors Midpeninsula Regional Open Space District 330 Distel Circle Los Altos California 94022 I Members of the Board: Recently I requested that the Midpeninsula Regional Open Space District (District) generate a map of the La Honda Creek Open Space Preserve (LHC) that contains the following information. ■ Geologic environment ■ Topographic contours ■ Streams delineated in blue line and names of streams ■ Label and explanation for all geologic units. The request was denied by District staff, attached is the email stating denial and several maps included with the denial. I strongly recommend that you print as hard copy the three maps and draw a polygon on the map labeled Geology and Other Features that delineates the relationship between the Butano Formation and the sub-watersheds and the zero-order headwater channels of Bogges Creek and Harrington Creek. The subject map is required to ascertain the important relationship between the upland outcrop of the Butano Formation within LHC relative to the sub- watersheds, and in particular, the zero-order headwater channels of Bogges Creek and Harrington Creek. Knowledge of this relationship is significant because — • the National Oceanic and Atmospheric Administration Fishers Service (NOAA FS) determined that Bogges Creek and Harrington Creek are high-value habitat for Steelhead Trout and Coho Salmon, both species are listed under mandate of the federal Endangered Species Act; • a significant portion of LHC is located on the Butano Formation; I Personal communication, Jon Amborse NOAA FS Robert Zatkin Page 1 of 2 • a significant portion of the El Corte de Madera Creek Open Space Preserve (ECdMC) is located on the Butano Formation; • the Butano Formation is the source of the sediment transported to the channel network in ECdMC; • and, the District must avoid creation of yet another $1 million sediment transport problem in LHC as was allowed to occur in ECdMC. The subject map and discussion of the map should have been a dominant component of the La Honda Creek Open Space Preserve Master Plan (Master Plan), however the Master Plan contains neither— the omission is a serious shortcoming, amongst others, in the Master Plan. During the last 1 1/2years I held numerous discussions with Steve Abbors, General Manger of the District, and the late Mary Davis, concerning the deficiencies of the Master Plan. Though I have a history of record concerning LHC I was not informed that your Board was voting to accept the final version of the Master Plan. Now, beyond the pale of a severely flawed process for public involvement, I am reviewing the Master Plan and revisiting issues and concerns I raised with Steve Abbors that were never addressed or answered. The District continues to demonstrate shortcomings and incompetence of staff. At 40 years of age the District should long-ago have up staffed with competent field-based scientists able to perform within the following framework. 0 The land is the District. 0 The land is subjected to abusive practices that conflict with the District's mission statement, practices that have come about because the District has not focused on stewardship of the land and effective policing of the land. 0 Definition and focus, in depth and breadth, elements that must be included in a Master Plan to prevent re-occurrence of abusive practices on the land. 0 And, most important, stewardship of the land to preserve and enhance watershed function, ecosystem services, and in particular biological species native to the land. The District Board and staff are to be reminded that the District was established and is fully funded by we the people. There is no excuse for denial of the subject map and the reason for denial, "The District can provide copies of existing maps and information that are on-hand in response to Public Records Act requests...", is a cheap and facile excuse founded in the same mentality and management that resulted in significant omissions of the Master Plan. The conclusion is the Robert Zatkin Page 2 of 2 District continues to be incapable of articulating and implementing a comprehensive science-base understanding of the land. Most Sincerely, Robert Zatkin Geologist Cc.: U.S. Fish and Wildlife Service National Oceanic and Atmospheric Administration Fishers Service State of California, Department of Fish and Game State of California, San Francisco Bay Regional Water Quality Control Board Robert Zatkin Page 3 of 2 FW: La Honda Creek Open Space Preserve Subject: FW: La Honda Creek Open Space Preserve From: Michelle Radcliffe <mradcliffe@openspace.org> Date: 11/16/2012 2:10 PM To: Robert Zatkin <robertzatkin@gmail.com> CC: Steve Abbors <sabbors@openspace.org> Dear Mr. Zatkin, In response to your request for geologic and other base data in the vicinity of the La Honda Creek Open Space Preserve,please refer to the attached maps that have been previously generated for the La Honda Master Plan Project. These include: Geologic Resources map,which also shows streams Water Resources map,which also shows topographic contours Sensitive Biological Resources map (including known steelhead habitat) The District can provide copies of existing maps and information that are on-hand in response to Public Records Act requests;we do not, however,generate new maps,create new lists,or collect new information to respond to Public Records Act Requests. Please also be aware that the District is actively seeking grant funding to complete the many projects identified in the Master Plan, including improvements to and rehabilitation of roads and trails. Thank you for your interest in the La Honda Creek Open Space Preserve. Sincerely, Michelle Michelle Radcliffe, CMC � District Clerk mradcliffe@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 From: Robert Zatkin ' [mailto:robertzatkin@gmaiLcom] • . P: (650) 691-1200 - F: (650) 691-0485 Sent: Friday, November 09, 2012 2:56 PM Find us on: Twitter I Facebook I YouTube To: Steve Abbors; Jonathan Ambrose Subject: La Honda Creek Open Space Preserve Steve, Please provide me with an soft copy of a map for the La Honda Creek Open Space Preserve that includes the following elements. - Geologic environment - Topographic contours - Streams delineated in blue line and names of streams - Label and explanation for all geologic units. I required this information to better understand the relationships between geologic formation, elevation, locations of formation outcrops, potential for erosion, and locations of streams that may support anadromous salmonid fish populations and supporting habitat. 1 of 2 11/18/2012 9:07 AM FW: La Honda Creek Open Space Preserve Thank you. Robert Zatkin 650.599.9936 —Attachments: water.pdf i.o MB geology.pdf 304 KB sensresources.pdf 385 KB 2 of 2 11/18/2012 9:07 AM San Fr ciS t� r e e W a t e rkyi ed , LI Corte de Madera / � y Creek Watershed j/ r ) i - � f B g e s s Creek IJ }watershed i v 1 arrington,'' Creek i �^ I Waters�ted � If w, 1 r a 1 r ' La Honda Creek W atershed A Ray s / r \ Peak a `` .�>� �_`�' its•" i \ _/\ I f �/' .f `\ San G regorio L reek W atershed •"� �$ La Honda Creek Water Resources Figure 6 Open Space Preserve Water Features Rood, Elevation _Perennial Stream Minor Unpaved Road 2400' Master Plan — —Intermittent Stream _Minor Paved Road Emphemeral Stream 1200• Man PrMxuon:urM zone This lnaplsM planning M 1posesonl.It is not (prgtttd fed Onlyl important Road Y Datahm Ys:and l.o,•'. ,rodsasag,dde-d—Iand:,trails,ti(,dunes. Pond or Reservoir Highway/Ma or Road San Mateo,and MnvSD. see P,eserve maps ana tr«naves rot alsung x<e:s 9h Y 1 Inbslnamn.Nal.aal,e,wrre aata is gme,al m scoce Spring or Well 0' and scale;it is intended whelp guide the devrlop— nrmetaRomacreekopensrwcev,e:e<•e Master Plan --Sutrwatershed Boundary ...t,ao..e••�'•�TMt Th 'na' Tmb Tmb Tmb !` r•..�i.wt.rlr.* r Tb r ♦ !!! _7 ♦♦% I Tmb TO .♦,,' i Tmb ' -Anti ., ♦ 1 Tmb TO;, ; Tits __-- `Tmb ry�. "'--—� _._.—__ • `„___ .-_..._.._...'+,r I Tmb , 1 Tmb + 1 TO ♦ 1 Tmb Tmb s TO, � ��\Tmb Tmb Tmb \`•`� 4 T% _.,._3 Tmb Tpp `; TO - J. Tmb ♦ I Tipt Nay'sa % Tmb Peak T f TO r 1 +♦ t ' lemmtary yfo _Y , TO Qyfo Ho Tm a fo oyf Tipp Tls , ...Oyf ti, % TO `Ii 7 o nes f 0 fD.n�cmtc. 0 Y Yf 1 La Honda Creek Geology and Related Features Figure 4 Geologic Units Other Features Open Space Preserve ®1Coarse older alluvial deposits I Tmj Monterey Formation Landslide Master Plan QJ Younger alluvial deposits Tmb M indego Basalt Fault v N Older allwlal deposits Tpp Pomponio Member �—Anticlineappr.. McPv This map is for pla,nirg{urposes only.It is not ..T��Butano Formation TO Tahana Member yy Me.one 1pa,unpin tended as a guide to Wblic lands,bails,or facilities. Synch-dppfOa. r n.+�a 5nn�cc+:USi,S," 5eer--chap-noltv.rhures for eaisdng access Tla�Lambert Shale �Two Bar Shale TTTT Linnrr nr san M+mr. nr Mac b Inform[ion.Natural resource data is general in scope "" — and-le.mis inonmed anNpgride Med,.rsment TIS.�Lambert Shale/San Lorenzo Formation Tw.�Whiskey Hill Formation Pflhe La NondaCreeM open SPace Preserve Master Plan. -- rvwxxw.aerap.uowxveeonnw. et A/1 i1 ` � r - A r i C`i� nbnd Tee f A { U I f Cif .. ��e�4.� • � 4—;.`' y ara Iy' �"C, 1L, '1•rrek UUU ' h ` , W 6 I 0 c i` U � 1 _U_ezrW, r frrrk La ` K^ Ho l I I i ydu G.,P ll 1 La Honda Creek Sensitive Biological Features Figure 7 Listed Species Populations Non Site-specific Populations Sensitive Habitat (State and Federal) Open Space Preserve [71 =Santa Cruz Manzanita . Redwood Forest Kings Mountain 'an f o ers rsu Manzanita Master Plan Arcuaoe Bush M�low Willow -Western Ledrtlerwood Map Pr/ t- U C: I f.NA- eleaa� Red Alder Forest •�aa�Western LeddlPlWOOd Uald Sou 'USGS,CAD pt Of G I a G �, Native perennial grasses Coastal ScrubCha Scrub/Chaparral Co,niv of San Mat- and MROSD. This nwps for plwhiNpu pous only. not (Driscoll Ranch wry only) .eY o Y For Ihe'r pro -t Mn all I.S tl e y ea 1IKJUons meroeeaag,:dewpnbTlinashausofmities. Anadromous Fisheries Sedge/LncusMeadow em,lutl„dunmi,v�tdflmap,Revhlehand See Preserve—psand bochures for existing access California Red-legged Frog - or Cattails of—flon.Natural resourcedata isgeneral in scope Steelhead trout known extent anhphihianssurveyed within Vrts�v r only. and scale;it Is Intended to hdp wide in,developmmt Western Pond Turtle& If Cliffs or O utcrops of theta Honda C reek 0 pm So—Presme Master Plan. Q Natural/artificial passage barrie! ` � ..owxxs,x..rcox.,anxs.+tronm�sr Ca.Red-legged Frog Robert Zatkin P.O. Box 139 San Carlos,CA 94070 i December 19, 2012 RE: Correspondence dated October 9,2012, received November 18, 2012 Dear Robert, Thank you for your letter,which we received on November 18, 2012, regarding your request for a specific map of La Honda Creek Open Space Preserve that contains information on geologic formations, contours, and streams. We appreciate your interest in District planning work and in the existing conditions information that we maintain for our various Preserves. Regarding your map request,you may recall that staff provided you with three different existing maps, each containing the information that you were seeking. These maps are attached to this response letter and include: Geology and Related Features,Water Resources, and Sensitive Biological Resources. Following your recent letter stating that the information provided is insufficient,our Interim Assistant General Manager contacted you to understand what additional information you were seeking. Based on this phone conversation,we understand that you no longer seek to obtain additional maps or other related information. Nonetheless,the attached Geology map,which contains contour lines,geologic units, and blue-line drainages, has been improved to include stream labels for the three major drainages that intersect the Preserve. We hope that the inclusion of these stream names is helpful to you. Also,we understand that you have concerns regarding the erosion potential of the Butano Sandstone formation underlying the very northernmost area of the Preserve. Please know that this information, as well as other factors,was taken into careful account as part of the master planning process. It is in art because of this geology,which is found across most of El Corte de Madera Creek Open Space p g gY p p Preserve,that the Master Plan identifies very limited mountain biking within these reaches,as well as a Conservation Management Unit (CMU)across the entire northwestern-most area. This CMU restricts any public use, including off-trail hiking, and will allow the District to focus on landform restoration and h in improvementsf r h rose of reducin potential sediment contributions into the drainage e o the u � gpurpose reducing watershed. Also, please be aware that as part of the Master Plan implementation process, no trail or road will be open to public use until the necessary upgrades and improvements are made to adequately sustain the new use. Lastly,we understand that you were not art of our project mailing list,which is quite extensive and is Y Y p P J g used to send all meeting and document release notifications via mail and email. In the future, if you are III interested in any particular project, please let us know if you would like to be added to the respective project mailing list. This is the best way to stay abreast of project progress, upcoming meetings, and release of public documents. We encourage broad public participation and welcome requests to be included in our various project mailing lists. Thank you again for your continued interest in the District. Warm regards, Curt Riffle, President Midpeninsula Regional Open Space District, Board of Directors cc: MROSD Board of Directors Steve Abbors, MROSD General Manager Ana Ruiz, MROSD Acting Assistant General Manager Tla Th Th TIE Tmb TmbTb -; 77 Tmb •.-_.__< > JI .e"'4; !may / sw �'�" +.�M� Tpt ,lam of a "fir +. f Tmb Tpt B e b iv i Tmb Tmb Tpt TIs Tm >' ♦ f Tmb: ',Tmb — —t— — 1�---CSa• . 1 Tpt 1 Tmb Tmb tt'`�J� ♦1 I. ' Tpi % 1 Tmb Tmb ,..1 • Tmb ✓` ♦ % ♦ — ♦ / Tpt N T) N Z ♦. s\ et a '� Tmb Tpt ♦ .•,,� .a .,..�,..r ,w� _.. J may'$, ♦ /' y Tmb \� Peak ♦,, 1 •,.. r \4 0 o TPl / of El tart '.+.. Tpt U,. `T� Ho TPp / TI A r Qyr �. � ti-.. Tpt __. / O f of :)Vf Geology and Related Features La Honda Creek Y gY Figure Geologic Units Other Features Open Space Preserve 0 0—olde 11—ial deposits 'Trtr Mmterey Formation Landslide Master Plan youngeralluwaldepoeii, ITn,�Min&goBasalt Fault Older alluvial de"its ' Pomponio Member + Anticline appmx. sl,p er••Ir•n, `Y This map i,for planning purpo--lY.It is not vTb-,gutdou Formation Tpt Tahana Mem6«f nclin I-Tw/nn.ins NtU w:/ eMed as a guide m publir land.,trails,nr fxdirlex. _ + $y appmx. Sm Preserve map•and b—hnres fnr existing aCCess Tla Lambert Shale Two ITdr$hale teen t i.l San♦�a�<,and��N(�1E1 inhumation.Natural resource daY is Renerel in cope �:—t-� and wale:in is intended m help 1 i medeve111. TIE}Lambert$hale/San Lorr-nzo Formalion Tw Mkkey Hill Formation of Me La K=Crrvi Open Sp ,Prewve,x —Plan. ----- w From: mhoneysvtc�aolxom To: BAD;Clerk;Vicky Go,; General Information Subject: 11/20/2012 -mhoneysv@aol.com -Contact Board Date: Tuesday,November 20,2012 5:08:53 PM First Name: mike Last Name: honey Phone Number: 408 2303094 Email Address: mhoneysv@aol.com Ward / Location: sunnyvale Comments: Dear Boardmembers, I invite you to look at the hazard near the Large Laurel tree. The creek had a bridge. It is no more. Last I looked, the railing is missing, there are exposed nails, steel post sticking up. And cement pilings awaiting any child who spills into the creek. Technically this is in the county park, but its your ball game, and your watch. Seems like a million dollar law suit waiting to happen. I will send you fotos if you provide an email. Regards thank you for your efforts Mike i Dear Mr. Honey, Thank you for your email of November 20, 2012, in which you expressed your concern for visitor safety and District liability regarding the historic bridge footings left over from a crossing of Permanente Creek between the community and Rancho San Antonio County Park. In response to your email, the District's Superintendent responsible for that area acted immediately by setting out temporary barricades and welding steel bars to the existing railings to keep visitors from stepping off the footing and into the stream bed (see attached picture). The District appreciates it when visitors like you who alert us to potential hazards of this nature. Thank you for your interest in the District. Sincerely, Curt Riffle, President Board of Directors, Midpeninsula Regional Open Space District q a w w A � IL a u� r k� .Z' a-71 . i B °* � +y> n " t 4 ips wt "w .w « r , io 16 ir w 11 . •t •` . �t Midpeninsula Regional Open Space District R-12-121 Meeting 12-39 December 19, 2012 AGENDA ITEM 4 AGENDA ITEM Authorization of Temporary Accounting Staffing to support Implementation of the Integrated Accounting and Finance System GENERAL MANAGER'S RECOMMENDATION Authorize temporary staffing from Accountemps not to exceed $65,000 for implementation support for the Integrated Accounting and Finance System (IAFS). SUMMARY On August 10, 2011, the Board of Directors (Board) approved a contract with New World Systems for software and implementation services of an Integrated Accounting and Finance System (R-1 1-22). The financial modules went live on July 5, 2012, and staff is currently working on implementation of the Human Resources/Payroll (HR/PR) modules. Temporary accounting support is needed to address peak workload associated with completion of the remaining historical data conversion for the financial modules and to conduct system evaluation, testing, and reconciliation for the HR/PR modules. DISCUSSION At its regular Board meeting on August 10, 2011, the Board of Directors (Board) approved a contract with New World Systems for software and implementation services of an Integrated Accounting and Finance System (R-11-22). The project commenced in September 2011 and the financial modules went live on July 5, 2012. Following implementation of the financial modules, implementation of the Human Resources/Payroll (HR/PR) modules began on July 30, 2012. Although the financial modules went live in July 2012, conversion of three years of historical Accounts Payable (AP) transactions was deferred to the fall. The conversion process involves several rounds of data submission, review, and reconciliation to ensure it is correct. Due to staff workload, the District missed two of its deadlines and has had to revise the conversion schedule. In order to complete the AP conversion, there is an immediate need for additional accounting resources to manage peak workload. The initial New World HR/PR on-site District training trips in August and September of 2012 focused on entering District data into IAFS, such as salary tables, benefit and deduction codes, and employee information. During the most recent trip in October, Accounting staff ran the first R-12-120 Page 2 payroll parallel to test the new system. Since then, staff has been researching tax codes, identifying and resolving discrepancies, and working with New World to address system issues. Due to the additional workload required to accomplish these tasks, the District has hired a temporary Accountant with payroll expertise from Accountemps to support the Accounting staff. Recently, the District has put the payroll system implementation on hold while it evaluates whether or not to bring payroll in-house in New World Systems or to continue to use ADP, the current external payroll provider. Staff anticipates making this decision in January and, if the decision is to retain ADP, the temporary accountant will be discontinued. In the meantime, the employee will work on the AP conversion and other accounting support related to the financial modules. 117payroll is brought in-house, it is estimated the temporary accountant will cost up to $65,000 for the entirety of the project. BOARD COMMITTEE REVIEW This item was not reviewed by any Committee. FISCAL IMPACT This request is budget neutral. A total of$75,000 was approved in the annual budget in anticipation of support for IAFS implementation. Therefore, additional funds are not needed. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE No compliance is required as this action is not a project under the California Environmental Quality Act (CEQA). NEXT STEP If approved, the temporary accountant will continue to support implementation of IAFS by facilitating the conversion of three years of historical Accounts Payable transactions and providing assistance for other financial modules. Also, if payroll is brought in-house, the temporary accountant will be retained for an extended period of time to provide additional support for this remaining module. Responsible Department Manager: Kate Drayson, Administrative Services Manager Prepared by: Kate Drayson, Administrative Services Manager Contact person: Same as above Midpeninsula Regional • ' I Open Space District P R-12-125 I, Meeting 12-39 December 19, 2012 AGENDA ITEM 5 AGENDA ITEM Approve Revised Resolutions to California Public Employees Retirement System (PERS) regarding the Employer Paid Member Contributions for Employees of the Midpeninsula Regional Open Space District GENERAL MANAGER'S RECOMMENDATIONS 1. Approve the accompanying resolution to adjust the Employer Paid Member Contributions (EPMC) with the California Public Employees Retirement System for all employees of the Miscellaneous Employee Group of the Midpeninsula Regional Open Space District. 2. Approve the accompanying resolution regarding the EPMC for Board Appointees of the Midpeninsula Regional Open Space District. SUMMARY Approval of the attached revised resolutions is required for the implementation of the new Memorandum of Agreement with the Field Employees Association and salary and benefits adjustments to the Office, Supervisory and Management employees, and Board Appointees. These revisions are required for acceptance by California Public Employees Retirement Systems (PERS). These replace Resolution No. 12-52 that was approved at the November 28, 2012 Board meeting(Report R-12-118). DISCUSSION On November 28, 2012,the Board approved resolutions to implement the new terms of the Memorandum of Agreement (MOA) with the Field Employees Association (FEA) for a three- year term expiring June 30, 2015. As has been past practice, the Board recommended extending the same salary and benefit adjustments to the Office, Supervisory, and Management employees. Board Appointees are excluded as their compensation is considered separately as part of their annual contract renewal process. The attached revised resolutions, which reflect the new teens of the MOA, are reformatted to meet the technical requirements of the California Public Employees Retirement System (PERS), including the requirement of a separate resolution for the Board Appointees. Approval of the attached revised resolutions is required for the District to implement the new agreement that was approved by the Board on November 28, 2012. R-12-125 Page 2 I BOARD COMMITTEE REVIEW Since the specifics of this item were previously reviewed by the Board during negotiations, it is being brought back to the full Board rather than being referred to committee. 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). NEXTSTEP If approved, staff will 1) work with PERS to make the appropriate changes, and 2) enter salary and benefit changes into the payroll system with an effective date of November 26, 2012. Attachments: 1. Resolution Approving Adjustments to contract with PERS for Miscellaneous Employees 2. Resolution Approving Adjustments to contract with PERS for Board Appointees Responsible Manager: pi Kate Drayson, Administrative Services Manager Prepared by: Candice Basnight, Human Resources Supervisor Contact person: Candice Basnight, Human Resources Supervisor ATTACHMENT I RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT APPROVING ADJUSTMENTS TO THE EMPLOYER PAID MEMBER CONTRIBUTIONS TO THE CALIFORNIA PUBLIC EMPLOYEES RETIREMENT SYSTEM WHEREAS, the governing body of the Midpeninsula Regional Open Space District has the authority to implement Government Code Section 20691; WHEREAS, the governing body of the Midpeninsula Regional Open Space District has a written labor policy or agreement, which specifically provides for the normal member contributions to be paid by the employer; WHEREAS, one of the steps in the procedures to implement Section 20691 is the adoption by the governing body of the Midpeninsula Regional Open Space District of a resolution to commence said Employer Paid Member Contributions (EPMC); WHEREAS, the governing body of the Midpeninsula Regional Open Space District has identified the following conditions for the purpose of its election to pay EPMC: 9 This benefit shall apply to all employees of the Miscellaneous Employees Group. 0 This benefit shall consist of paying 4%of the normal member contributions as EPMC. 9 The effective date of this Resolution shall be November 26, 2012. 0 This benefit shall apply to all employees of the Miscellaneous Employee Group. 0 This benefit shall consist of paying 2% of the normal member contributions as EPMC. 0 The effective date of this Resolution shall be July 8, 2013. 0 This benefit shall apply to all employees of the Miscellaneous Employee Group. 0 This benefit shall consist of paying 0% of the normal member contributions as EPMC. * The effective date of this Resolution shall be July 7, 2014. NOW, THEREFORE, BE IT RESOLVED that the governing body of the Midpeninsula Regional Open Space District elects to pay EPMC, as set forth above. ATTACHMENT 2 RESOLUTION NO. 12-XX RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT APPROVING ADJUSTMENTS TO THE EMPLOYER PAID MEMBER CONTRIBUTIONS TO THE CALIFORNIA PUBLIC EMPLOYEES RETIREMENT SYSTEM WHEREAS, the governing body of the Midpeninsula Regional Open Space District has the authority to implement Government Code Section 20691; WHEREAS, the governing body of the Midpeninsula Regional Open Space District has a written labor policy or agreement, which specifically provides for the normal member contributions to be paid by the employer; WHEREAS, one of the steps in the procedures to implement Section 20691 is the adoption by the governing body of the Midpeninsula Regional Open Space District of a resolution to commence said Employer Paid Member Contributions (EPMC); WHEREAS, the governing body of the Midpeninsula Regional Open Space District has identified the following conditions for the purpose of its election to pay EPMC: • This benefit shall apply to all employees of the Board Appointees Group. • This benefit shall consist of paying 6% of the normal member contributions as EPMC. • The effective date of this Resolution shall be November 26, 2012. NOW, THEREFORE, BE IT RESOLVED that the governing body of the Midpeninsula Regional Open Space District elects to pay EPMC, as set forth above. il Mid peninsula Regional P g • ' I Open Space District P R-12-126 Meeting 12-39 December 19, 2012 AGENDA ITEM 6 AGENDA ITEM Amend the Contract with The Creative Group for Public Affairs Department Staffing Support for an Amount Not-to-Exceed $ 38,000 through March 31, 2013 GENERAL MANAGER'S RECOMMENDATION Approve a contract with the public relations staffing firm The Creative Group to extend a professional media and outreach services contract for additional Public Affairs Department staffing support, in an amount not-to-exceed $38,000 through March 31, 2013. SUMMARY The Public Affairs Department currently has vacancies in several positions and has retained contract and temporary staff to backfill these positions until recruitment is completed in 2013. The Community Outreach Coordinator was authorized in the FY2012-13 budget as a contingent position to support the Public Affairs program over the next three years. To address ongoing staffing needs, a contract extension for Lallor Maune, with The Creative Group, through the end of the fiscal year, is recommended. The Human Resources Department will be recruiting for the position, which is scheduled to be filled by April 2013. DISCUSSION Ms. Maune was hired in March 2012 through The Creative Group to backf ll a vacant Media Communications Representative position while the Department underwent restructuring. Her position was funded through December 2012. It is recommended that Ms. Maune continue supporting the Public Affairs Department with an emphasis now on community outreach. Services for the remainder of the contract would include meeting with outside partners and evaluating community outreach opportunities across all seven wards. Ms. Maune is a very good fit for this work as she has detailed knowledge of the relevant media markets in the area and specific knowledge of the District through her work with the District's Planning, Operations, and Real Property departments. Ms. Maune has extensive experience in nonprofit and public sector community outreach, partnership development, and the creation of award-winning outreach programs and partnerships. She has demonstrated through her work R-12-126 Page 2 with the District that she is sensitive to internal and external issues and able to move projects p J through to completion. The recommended term of the contract would expire at the end of March 2013. The contract can be terminated with notice by either the contractor or the District. FISCAL IMPACTS The proposed contract amount is less than the budgeted amount for the vacant Community Outreach position within the Public Affairs Department, creating no additional fiscal impact. BOARD COMMITTEE REVIEW This item was not reviewed by a Board Committee. PUBLIC NOTICE This action requires no special public notice outside the regular Brown Act notice that is already provided for this meeting. CEQA COMPLIANCE This decision does not have any environmental impacts triggering the California Environmental Quality Act (CEQA). NEXT STEPS Upon approval by the Board of Directors, staff would proceed to finalize the contract. Recruitment for the Community Outreach Specialist is scheduled to begin in 2013. Responsible Department Manager: Paul McKowan, Acting Public Affairs Manager Prepared by: Shelly Lewis, Media Communications Supervisor Contact person: Same as above 2 Midpeninsula Regional Open Space District R-12-121 Meeting 12-39 December 19, 2012 AGENDA ITEM 7A AGENDA ITEM Approval of the of Fiscal Year 2012-13 Midyear Action Plan and Budget ADMINISTRATION AND BUDGET COMMITTEE RECOMMENDATIONS The Administration and Budget Committee(ABC) recommends that the Board: 1. Approve the Fiscal Year(FY) 2012-13 Midyear Action Plan and Budget. 2. Direct staff to present a three-year Capital Expenditure(CapEx) forecast as part of the FY2013- 14 annual District budget process and, upon completion of the Vision Plan, to evaluate the feasibility of a five-year CapEx Forecast. 3. Direct ABC and staff to review the annual budget cycle and budget reports to the Board, with special attention to the Midyear Budget, to identify appropriate adjustments in the frequency and level of detail of reporting cycles. SUMMARY The ABC and staff met on December 4, 2012, to review the Proposed FY2012-13 Midyear Budget and Action Plan. Based on the Controller's revised property tax revenue projection of$28.76 million, the proposed Midyear Budget will remain within the targeted guidelines. Significant adjustments to the Action Plan reflect the Board's direction from the July 20, 2012 Retreat to reduce the number and scope of Action Plan Projects. DISCUSSION Midyear Budget and Action Plan Review The ABC is tasked with reviewing the proposed Annual and Midyear District budgets to ensure fiscal responsibility, while providing the financial resources to accomplish the District's work program as described in the annual District Action Plan. On December 4, 2012, the ABC met with the General Manager, department managers, and various staff to review the proposed District FY2012-13 Midyear Action Plan and Budget. The Controller's property tax revenue projection increased by$380,000 from the Adopted Budget to $28.76 million for FY2012-13, and the overall District budget decreased by $927,510, primarily due to a reduction in capital projects and land purchases. R-12-121 Page 2 The proposed Midyear Action Plan reflects the deferral or scope reduction of select projects, as approved by the Board at its July 20, 2012 Retreat. A total of 30 projects are deferred and 25 have already been completed, leaving 74 active projects for the remainder of the fiscal year. After reviewing the FY2012-13 Proposed Midyear Budget and Action Plan, the ABC recommends approval by the full Board. Five-Year Capital Expenditure (CapEx) Forecast After discussion with staff, the ABC recommends continuing the three-year CapEx Forecast rather than preparing a five-year forecast for FY2013-14. Developing a five-year forecast will take extensive staff time and, additionally, the outcome of the Vision Planning process may significantly change the District's Action Plan priorities. For these reasons, the ABC recommends delaying preparation of a five-year CapEx Forecast until the Vision Plan is completed. Annual Budget cycle Currently, staff prepares and presents budget and Action Plan information to the Board three times per year: the Annual budget in February and March, the Year-end Review in June, and the Midyear in November. Given the significant staff time required to prepare this information, the ABC recommends it work with staff to evaluate the frequency and level of detail needed by the Board and return to the Board with a recommendation next spring. FISCAL IMPACT Approval of the Proposed FY2012-13 Midyear Budget by the Board of Directors will authorize a total of$40,851,710. This will be sufficient to fund completion of the District's Action Plan projects and all other District functions for the remainder of the current 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 approved by the Board, staff will implement the FY2012-13 Midyear Action Plan and Budget. Prepared by: Kate Drayson, Administrative Services Manager Contact person: Pete Siemens, Chair- Administration and Budget Committee Midpeninsula Regional Open Space District R-12-122 Meeting 12-39 December 19, 2012 AGENDA ITEM 713 AGENDA ITEM Approval of the Administration and Budget Committee recommendations for the Fiscal Year 2012- 13 Midyear Budget GENERAL MANAGER'S RECOMMENDATIONS 1. Receive the Controller's Fiscal Year(FY) 2012-13 Midyear Financial Review for the five month period, April 1, 2012 thru August 31, 2012. 2. Approve the Midpeninsula Regional Open Space District FY2012-13 Midyear Budget. SUMMARY The Administration and Budget Committee (ABC) met with the General Manager and staff on December 4, 2012, to review the Controller's report regarding the District's Fiscal Year FY2012-13 financial position and the proposed FY2012-13 Midyear Budget and Action Plan. The FY2012-13 property tax revenue forecast increased by 1.3%, or$380,000, to $28,760,000 from the Adopted Budget. The Midyear Budget expenditures reflect the reduction in Key Projects approved by the Board at its Retreat on July 20, 2012, to create capacity to work on major District-wide projects, as well as the implementation of changes to employee salary and benefits resulting from labor negotiations. These changes result in an increase to the operating budget, which is more than offset by a reduction to the capital budget. Overall total expenditures decreased $927,5 10 or(2.2%) from the Adopted Budget. DISCUSSION The FY2012-13 District Annual Budget of$41,379,220 was adopted by the Board of Directors on March 28, 2012, with a property tax revenue forecast of$28,380,000(Report R-12-39). The District's Midyear Budget and Action Plan is a review of the five-month period April I — August 31, 2012, and includes updates on the property tax revenue forecast and changes in District projects, priorities, and direction for the remaining fiscal year. The FY2012-13 Proposed Midyear Action Plan reflects a total of 74 Active Projects, which represents a decrease of 49 Active Projects from the Adopted Annual Action Plan. For more information regarding the FY2012-13 Midyear Action Plan, please refer to Board Agenda Item No. 7C. Also included in the Midyear Budget are changes resulting from labor negotiations with the Field Employees Association (FEA), which was approved by the Board on November 28, 2012 (Report R-12-122 Page 2 R-12-118). As has been past practice, the Board approved extending the same changes to the non- represented staff. Revenues The Property Tax Revenue forecast for FY2012-13 increased by$380,000 to $28,760,000 from the Adopted Annual Budget. Included in the increase is $230,000 in redevelopment income from the dissolution of redevelopment agencies in California. Grant Income for Development Projects dropped $567,796, primarily due to the deferral of $641,000 Federal funding for the Mount Umunhum remediation and demolition work. Total District Expenditures The proposed FY2012-13 Midyear Budget totals $40,851,710, reflecting a decrease of$527,510, or 1.3% from the FY2012-13 Adopted Budget(Table 1). Due to a change in accounting treatment for the Cooley Landing Land Remediation of$400,000, the grant income is now also being reported on the expenditure side, which was not included in the Adopted Budget. Excluding this change, the expenditure decrease from the Annual Adopted Budget would be $927,510 or(2.2%). TABLE 1 11j 2012-13 (2i 2012-13 Annual Proposed Adopted Annual $Change %Change Operating Budget: Expenditures Budget Budget from 12-13 from 12-13 0%Cola 3%Cola Annual Annual Salaries and Benefits 12,651,887 12,239,331 (412,556) -3.3% Services and Supplies 3,307,098 3,956,727 649,630 19.6% Subtotal: Operating Expense Budget 15,958,985 16,196,058 237,074 1.5% Property Management 292,426 292,938 512 0.2% Strategic Plan&Special Projects 871,068 638,000 233,068 -26.8°1° Subtotal: Prop Mgt,Strat.Plan&Spec.Proj. 1,163,494 930,938 232,556 -20.0°! Unanticipated CIP 25,000 25,000 0 0.0% Public Access Facilities 1,400,500 1,011,500 (389,000) -27.8% Staff Facilities 180,000 185,000 5,000 2.8% Planning Projects (3) 162,000 557,000 395,000 243.8% Mt.Umunhum 2,123,011 2,109,983 (13,028) -0.6% Fixed Assets&Special Cap.Proj. 1,788,875 1,638,875 150,000 -8.4% Subtotal: Capital Expenditures 5,679,386 5,527,358 (152,028) .2.7 Subtotal: Full Operating Budget 22,801,865 22,654,354 (147,511) -0.6 Land+Assoc.Costs(4) 9,675,000 9,295,000 (380,000) -3.9% Debt Service 8,902,356 8,902,356 0 0.0% District Budget Total-Before Grant Income tlt POST Funding 41,379,220 40,851,710 527,510 -1.3% Grant Income&POST Funding-Development(non-acquisition) 2,318,626 1,750,830 (567,796) -24.5% District Budget Total-After Grant Income 8t POST Funding 39,060,594 39,100,880 40,286 0.1% District Target:OPEX(Exci:Rancho Funds)(s) 16,091,753 16,307,216 215,463 1.3'% District Target-OPEX: Over(Under) (132,769) (111,158) 21,611 -16.3% ...Assumption:FY2012.13 Proposed Annual Budget:0%Cola,Proposed FTE adds(including:AGM) "Assumption:FY2012-13 Proposed Midyear Budget:3%Cola,4%Employee PERS,interim AGM I' lot FY2012-13 Mid-Year Budget Includes:$400KCooley Landing Land Remediation,100%Grant Revenue funded(Chg.in Accig treatment) (4)Assumption:PY2012.13 Proposed Land&Associated Costs recorded @ Projected Cash expenditure only ("District 0 Ex Target Excludes:FYI 0-11;11-12;12-13:Rancho$285K;$294 K;$298K R-12-122 Page 3 A. Operating Expenses Overall Operating Expenses (OpEx) increased $237,074 or 1.5% over the Adopted Budget due to: • Salary expenses decreased $120,251 (1.4%) due to staff vacancy savings, which were offset by costs to the District, primarily implementation of the Classification and Compensation study and a 3% COLA (Cost of Living Adjustment) to District employee salaries. • Benefit expenses decreased $292,305 (7.7%) due to staff vacancy savings and changes in Employee health insurance selections. Additionally, District costs for medical insurance premiums and retirement were reduced as part of the Memorandum of Agreement(MOA) with the FEA. Specifically, the employee medical premium cost-share for"Employee+ I" and "Employee + Family" increased from 10% to 15% and the employee retirement contribution increased from 2% to 4%. Finally, Workers' Compensation insurance costs decreased $23,347 as a result of low claims filed by the District. • Services and supplies increased $649,630 due to unplanned costs. Highlights include: o $250,000 for the Lehigh Project (litigation and air quality monitoring) o $75,000 increase in litigation costs related to Bear Creek Redwoods Open Space Preserve o $94,000 for annual maintenance and temporary staffing for implementation of the Integrated Accounting and Finance System, $50,000 for consultants for the Dissolution of Redevelopment; $40,000 for Organizational Health, $25,000 for new LAFCO membership. o $56,430 for a temporary Media Communications position to backfill a Public Affairs vacancy o $60,000 increase in various field operations expenses (fuel costs, office and medical supplies, law enforcement training for new staff) B. Strategic Plan & Special Projects A reduction of$233,068 is due to the delay in hiring the three-year Community Outreach Coordinator and the Grants Specialist. C. Fixed Assets and Capital Projects Total Fixed Assets and Capital expenditures decreased by$152,028, or 2.7%. Excluding a $400,000 grant for Cooley Landing Land Remediation, total Fixed Assets and Capital expenditures decreased $552,028, or 9.7%. Major changes include: • The Public Access Facilities budget decreased by $389,000 (27.8%) to $1,011,500. This decrease includes: $273,000 for Mindego Gateway, $60,000 for deferral of the Purisima Creek Bridge project, and $60,000 for deferral of the Peter's Creek Trail Bridge replacement project. • Fixed Assets and Special Capital Projects had a net decrease of$150,000 due to: delays in obtaining pen-nits for the El Corte de Madera Creek Watershed Protection Program in time for construction ($135,000) and deferral of the Mindego Corral Remediation, Alma Oil Spill Investigation and Restoration Forestry projects to create staff capacity for the Vision Plan ($230,000). Offsetting these reductions is an increase in the IAFS project costs due to the need for additional consultant and temporary services to support the implementation process. R-12-122 Page 4 D. Land and Associated Costs The Proposed Midyear Budget for new land expenditures is $9,295,000, a decrease of$380,000 from the FY2012-13 Adopted Budget. The decrease is due to the deferral of: new purchases in Tunitas Creek and Bear Creek Redwoods ($500,000), the Madonna Creek dump removal ($120,000), and the Powell Property demolition structure ($80,000), which were offset by$275,000 in improvements to the POST (Toto Ranch) property. For the remainder of FY2012-13, the Real Property Department will continue to focus on conserving land in the Coastside Protection Area, and to fill in the open space greenbelt (including potential property additions to the Sierra Azul, Purisima Creek Redwoods, Skyline Ridge, Bear Creek Redwoods Open Space Preserves, and partnership projects with Santa Clara County Parks and Ridge Vineyards as additions to Monte Bello Open Space Preserve). GUIDELINES: OPEX (OPERATING EXPENSE) AND CAPEX (CAPITAL EXPENSE): The proposed Midyear Operating Expenses (OpEx)budget of$16,196,058 exceeds the FY2012-13 OpEx Guideline of 55%by$237,074, for a total of 56.3% of the Property Tax Revenue. The proposed Midyear CapEx budget results in a 7.1%moving average, which is less than the 10.5% CapEx guideline. The savings from the proposed capital spending of$527,510 more than offsets the increase in the proposed OpEx spending budget of$237,074, and also reflects the Board's approval to allow spending outside the OpEx and CapEx guidelines in order to focus on the Vision Plan and Capital Finance Program projects for FY2012-13. The increase in the OpEx expenditures, noted above, is not structural and will not create a long-term budget liability. FISCAL IMPACT Final adoption of the Proposed FY2012-13 Midyear Budget by the Board of Directors will authorize $40,851,7 10. This amount includes funding for completion of the District's Action Plan projects and all other District functions for the remainder of the current fiscal year. BOARD COMMITTEE REVIEW The Administration and Budget Committee reviewed the proposed FY2012-13 Midyear Budget on December 4, 2012, and recommends approval by the full Board. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act and no environmental review is required. NEXT STEPS Upon approval by the Board, staff will implement the FY2012-13 Proposed Midyear Budget and Action Plan adjustments. R-12-122 Page 5 Attachment(s) 1. FY2012-13 Budget Analysis, Operating and Non-Operating 2. Administration Department Midyear Budget FY2012-13 3. Natural Resources Department Midyear Budget FY2012-13 4. Operations Department Midyear Budget FY2012-13 5. Planning Department Midyear Budget FY2012-13 6. Public Affairs Department Midyear Budget FY2012-13 7. Real Property Department Midyear Budget FY2012-13 8. District Controller's Mid-Year Financial Review FY2012-13 and Exhibits A-E Responsible Department Manager: Kate Drayson, administrative Services Manager Prepared by: Lynn Tottori, Sr. Management Analyst Kate Drayson, Administrative Services Manager Ana Ruiz, Interim Assistant General Manager David Sanguinetti, Operations Manager Michael Williams, Real Property Manager Gordon Baillie, Management Analyst, Operations Elaina Cuzick, Real Property Specialist Kirk Lenington, Natural Resources Manager Meredith Manning, Acting Planning Manager Paul McKowan, Acting Public Affairs Manager Contact person: Lynn Tottori, Sr. Management Analyst Kate Drayson, Administrative Services Manager Stephen E. Abbors, General Manager ATTACHMENT Budget Analysis Assumptions: FY2012-13: I')2011-12 In)2012-13 ")2012-13 1. 3%Cola,4%EE PERS Actual Annual Proposed b Change %Change 2. Interim AGM Expenses Adopted Midyear from 12-13 from 12-13 3. Class&Compensation (0%Cola) Budget Budget Annual Annual Projection (Unaudited) 0%Cole (3%Cola) Adopted Adopted Program 32 Salaries+_Benefits 1,317,538 1,159,434 1,067,781 (91,653) (7.90%) Program32 Services+Supplies 40,374 61,765 61,765 0 0.00% SUBTOTAL,Operating Expenses 1,357,912 1,221,199 1,129,646 (91,6631) (7.61%) _ Pro ram 32 Fixed Assets 0 0 1 0 Program 37 Mt.Umunuhum 387,129 2,123,011 2,109.983 13,028 0.61% Program 36 Planning Projects 13) 96,462 162,000 557,000 395,000 243.83% Pro ram 35 Staff Facilities 131,047 180,000 185,000 5,000 2.78% Pro ram 34 Public Facilities/Mind o 681,526 1,400 500 1,011,500 389 000 27.78% Pro ram38 Unanticipated CIP 118223 25000 25,000 0 0,00% Strategic Plan 300,000 300,000 0 0.00% TOTAL,AR Expenses 2,770,299 6,411,710 6,318,029 93,681) 1.73X Salaries+Benefits 6,237,745 6,426,897 6,245,168 (181,729) (2.83%) Services+Supplies 1,661,397 1,566,661 1,637,219 70,558 4,50% SUBTOTAL,Operating Expenses 7,899,142 7,993,558 7,882,387 (111,171) (1.39%) I IFixed Assets&Special Projects 1,366,772 657,600 677,600 20,000 3,04% TOTAL,All Expenses 9,266,914 8,651,158 8,559,987 91 1.05%) Salaries+Benefits _ 839,129 865,218 26,089 3,11% Services+Supplies 373,510 603,010 229,500 61A4% Fixed Assets 800,000 405,000 (395,000) (49.38%) TOTAL,All Expenses 0 2,012,639 1,873,228 (139,411) 6.93X Salaries+Benefits _ 828,856 959,266 983,324 24,058 _ 2.51% Services+Supplies 274,092 402,450 455,630 53,180 13.21% SUBTOTAL,Operating Expenses 1,102,948 1,361,716 1,438,954 77.238 5.67% ISlrategic Plan 0 410,000 338,000 (72,000) (17.56%) TOTAL,All Expenses 1,102,948 1,771,716 1,776,964 5,238 0.30% _ Salaries+Benefits 587,360 643,144 683,064 39,920 6.21% Services+Supplies 58,328 107,240 182,240 75,000 69.94% SUBTOTAL,Operating Expenses 646,688 760,394 865,304 114,920 16.31% _]Property Management 195,787 292,426 292,938 512 0.18% _Debt 9,811,644 8,902,356 8,902,356 0 0.00% Land+Ass.Costs 10,265,686 9,675,000 9,295,000 (380,000) (3.93%) TOTAL,All Expensea 20,919,005 19,620,1661 19,365,598 (264,568) 1.35% salaries+Benefits 2,098,357 2,624,017 2,394,776 (229,241) (8.74%) Services+Supplies 596,671 795,472 1,016,863 221,392 27.83% SUBTOTAL,Operating Expenses 2,696,028 3,419A" 3,411,639 (7,850) (0.23%) Fixed Assets 316,428 - 331,275 558,275 225,000 _67,92% Strategic Plan&Special Projects 161,068 0 (161,068) (100W%) TOTAL,All Expenses 3,011,496 3,911,832 3,967.914 54,083 11.43% Operating Budget 13,700,718 16,958,985 16,196,058 237,074 IIA9% Property Management 195.787 292,426 _ 292,938 _ _512 0.18% Unanticipated CIP 116,223 25,000 25,000 0 0.00% Public Access Facilities 681,526 1,400,500 1,011,500 389000 27.78% Staff Facilities 131,047 180,000 185,000 5,000 2.78% Planning Projects(3) 96,462 162,000 557,000 395,000 243.83% Strategic Plan&Special Projects 871,068 _ 638,000 _ (233,068) (26.76%) Mt.Umunhum 387,129 2,123,011 2109,983 13028 0.61% Fixed Assets&Special Cap.Pro. 1 683 200 1,788.875 1.638 875 150,000 8,39% Amount outside of O eradn Budget 3 291 373 8 84$e80 6 466,296 (311114,11184) 5.62% _ Salaries and Benefits 11,069,856 12,651,887 12,239,331 (412,556) (3,26%) __ ___ ________ ................... ......S_e_rv_ic_es_a_nd Supplies _ _ _2,630,862 _ 3,3_07,098 _ _3,956,72_7 649,630 _ _19.6_4% ..................- - - Subtotal(Operating Budget) _- -_-_-_-_ •_13,70_0,718•__1_5,9_58,986 _•16,196,06_8__-_ 237,07_4 -__-_-_1.4_8% ................... _Total Outside Operatin Bud - -3,291.373 6,842,880 _-_6,458,29_6_ _-(384,58_4) 5.62_% -- - - - - -- 7- - - -- - - -- �.- - - - - - - � --� - -'-�- __ _ _ _ _ __ _Subtotal(Full Operating Budget)_ _ _ _ _ _ _ _ _ _ -_16,99_2,091 _22,8_01,866 _-_22,664,36_4 1147,511) (0.65_%) Debt -9,811,844- -$902,3. B_.... .-.-.-_-_---0 ---_-0.00% _ _ __ _ _ __ ___-S_ub_to_t_al(includes_Debt) _ _ _ _ _ _ _ ___ __26,8_03,9_3_5 _31,7_04,2_20 _31,556,710___114_7,_51_0) ___(_0.47_%) M-Land+Assoc.Costs - 10.265.686 9,675.000 9,295,000 (38Q000) 3.93% District Budget Total-Before Grant Income&POST Funding 37,069,621 41,379,2201 40,851,710 IS 7,510 (1.27%) Grant Income&POST Funding-Development 452.738 2318,6261 1 750,830 (567,796) (24.49%) District Bud et Total-After Grant Income&POST Funding 36,616,8831 39,060,5941 39,100,880 40,286 0.10% District Target:OPEX(Ex )(11 14,540,703 16,091,7531 16,307,2161 215,463 1.34% District Target-OPEX: Over(Under) 839,985 132,769) (111,158) 21,611 16.28%) 10 Assumption FY2012.13 Adopted Annual Budget:0%Cola,Proposed FTE Adds(Including:AGM) 1A Assumption;FY2012.13 Proposed Midyear Budget:3%Gala,4%Employee PERS,Interim AGM 14 FY2012.13 Mid-Year Budget Includes:f400K Cooley Landing land Remedlation,100%Grant Revenue funded(Chg.In Acctg treatment 1'I Assum [Ion:FY2012.13 Proposed Land&Assoclated Costs recorded 0 Projected Cash expenditureonly _ I0j District 0 Ex Target Excludes:FV10.11;11.12.12-13:Rancho f285K•1294K•$298 12/5/20124:41 PM COMBINED: GM,LEGAL,ADMIN FY12-13 Budget Budget FY12-13 Change from Change from Adopted Amendments Amendments FY12-13 Actuals thru FY12-13 FY12-13 GL Acct Budget N (-) Midyear Budget 8/31/13($) Adopted($) Adopted(%) Comments Salary savings due to delayed hiring(AGM, Mgt Analyst I,Training&Safety Coord.); Includes Interim AGM;Offset by 3%increase Total Salaries 41 1,950,008 37,296 247,890 1,739,414 403,795 -210,594 (10.8)% in District-wide COLA(effective 11/2012) Decrease in PERS due to decrease in salaries (delayed hiring),and additional 2%Employee Total Retirement Benefits 43 437,708 0 62,161 375,547 117,234 -62,161 (14.2)% contribution to Calpers(effective 11/2012) Decrease in health benefit costs due to delayed staff hiring,and increase in employees cost sharing from 10%to 15%(for EE+1 and EE+Family,effective 11/2012); Offset by New District benefit: 1959 Survivor Total Group Insurance Benefits 44 297,704 0 80,498 217,206 63,082 -80,498 (27.0)% Benefit Increase in Worker's comp.insurance due to re-allocation among all Dept.based on actual claims.Overall District Worker's comp Total Group Insurance 45 24,665 8,944 33,609 10,209 8,944 36.3% insurance decreased$23.347K Increase in Director meetings(increase in Total Director's Fees 47 25,000 4,000 29,000 14,700 4,000 16.0% District projects) Additional A/P support$20K and Accounting Total Outside Services-Temporary s0 137,447 76,104 46,300 167,251 92,157 29,804 21.7% temp$50K during IAFS conversion. Consultants(RDA Oversight Committee, Total Professional Services 52 240,458 49,862 5,000 285,320 103,210 44,862 18.7% Leadership,Pension Reform) I' Total Election Expenses 53 60,000 60,000 70 Total Dues&Subscriptions 54 11,126 10,700 10,096 11,730 429 604 5.4% Increase in legal subscriptions Total Rents&Leases 56 17,827 1 17,828 9,320 1 0.0% Total Utilities 57 67,573 3,059 773 69,859 27,394 2,286 3.4% Estimated annual increase in utilities Total Postage 58 8,500 8,500 2,120 Increase for Strategic Plan document(design Total Printing 59 12,690 7,000 19,690 1,974 7,000 55.2% &print) Decrease in Liability Insurance premiums- Total Insurance 60 55,255 0 7,069 48,186 48,186 .7,069 (12.8)% C1PIA increase for Wards($1500-election publications);Recruitment for AGM,Admin Total Advertising 61 1,200 3,025 4,225 2,421 3,025 252.1% staff,AGC Increase in Director meetings,WA& Total Business Meetings and Travel 63 20,500 4,500 25,000 6,131 4,500 22.0% Sacramento meetings District LAFCo Professional Membership $11.473K;increases in professional training Total Training and Conferences 66 59,115 17,679 76,794 10,215 17,679 29.9°/6 for staff i 11/30/20121:40 PM I COMBINED: GM,LEGAL,ADMIN FY12-13 Budget Budget FY12-13 Change from Change from Adopted Amendments Amendments FY12-13 Actuals thru FY12-13 FY12-13 GL Acct Budget N (-) Midyear Budget 8/31/13($) Adopted($) Adopted(%) Comments Total Outside Equipment/Fire Maintenance 67 750 600 1,350 25 600 80.0% Increase in AO-kitchen appliance repairs Total Information Technology 68 8,600 24,000 32,600 24,350 24,000 279.1% Annual Maintenance-New World Systems Ergonomic evals and equipment for(3)new Total Office Equipment and staff to District$4K,Office equipment Supplies 69 23,250 17,800 13,500 27,550 15,335 4,300 18.5% replacements Total Facilities Maintenance Services 71 66,180 200 65,980 8,453 -200 (0.3)% GM Contingency$55K,Organizational Health Total Miscellaneous 73 55,000 40,000 0 95,000 217 40,000 72.7% $40K Total Structure and Improvements 82 60,000 60,000 - Total Office Equipment and IAFS Project-additional work needed Furniture 83 271,275 225,000 496,275 131,195 225,000 82.9% (Schafer consulting) Summary: Total Salaries and Benefits 2,735,085 50,240 390,549 2,394,776 609,020 (340,309) -12.4% Total Services and Supplies 845,471 254,330 82,938 1,016,863 352,008 171,392 20.3% Total Fixed Assets 331,275 225,000 - 556,275 131,195 225,000 67.9% Total Debt Service - - - - - - Grand Total 3,911,831 529,570 473,487 3,967,914 1,092,222 56,083 1.4% 11/30/20121:40 PM NATURAL RESOURCES DEPARTMENT FY12-13 Budget Budget FY12-13 Change from Change from Adopted Amendments Amendments FY12-13 Actuals thru FY12-13 FY12-13 GL Acct Budget N (-) Midyear Budget 8/31/13($) Adopted($) Adopted (%) Comments Salaries increase due to 3%Increase in District-wide COLA(effective 11/2012),Class Total Salaries 41 608,981 23,271 0 632,252 229,735 23,271 3.8% and Comp increase and longevity Increase to PERS from salary increases offset by additional 2%Employee contribution to Total Retirement Benefits 43 134,307 $94 0 135,201 50,938 894 0.7% Calpers(effective 11/2012) Decrease in health benefit costs due to increase in employees cost sharing from 10% Total Group Insurance Benefits 44 95,841 338 1,817 94,362 40,396 .1,479 (1.5)% to 15%(for EE+1 and EE+Family) Increase in Worker's Comp due to re- allocation among all Dept.based on actual claims. Overall District decreased Worker's Comp insurance by$23.347K due to lower Total Group Insurance 45 0 3,403 3,403 3,403 3,403 claims Increased costs for: LeHigh Project$250K; Guadalupe River Mercury TMDL Coordinated Monitoring$13K(Intl.$10K prior yr payment);Critical Linkages$10K;San Total Professional Services 52 83,450 283,000 0 366,450 7,732 283,000 339.1% Gregorio Stream Gauge$10K Total Dues&Subscriptions 54 900 900 0 Total Rents&Leases 56 0 2,000 0 2,000 2,000 Equipment Rental for roads&trails Total Utilities 57 700 700 0 Total Postage 58 200 200 0 Total Printing 59 400 400 80o 97 400 100.01/6 Total Advertising 61 0 0 996 0 Increase due to greater than anticipated Total Business Meetings and Travel 63 1,500 500 2,000 741 50o 33.3% personal vehicle reimbursement expenses. Total Training and Conferences 66 7,700 7,700 385 0 $3600 for laptops(Budget transfer from Ops Total Information Technology 68 5,200 3,600 8,800 2,233 3,600 69.2% Dept) Total Office Equipment and Supplies 69 1,900 1,000 900 - -1,000 (52.6)% Savings in office equipment Total Equipment and Field Supplies 70 7,200 7,200 3,200 0 Decrease due to reduced Slender False Brome control work on private properties Total Facilities Maintenance and elimination of riparian corridor control Services 71 262,300 0 59,000 203,300 18,276 -59,000 (22.5)% work at Thornewood OSP. Total Property Taxes 72 2,060 2,060 3,520 0 Total Land Expenditures 81 30,000 30,000 0 11/28/20121:43 PM NATURAL RESOURCES DEPARTMENT FY12-13 Budget Budget FY32-13 Change from Change from Adopted Amendments Amendments FY12-13 Actuals thru FY12-13 FY32-13 GLAcct Budget N (-) Midyear Budget 8/31/13($) Adopted($) Adopted (%) Comments Total Structure and Improvements 82 770,000 75,000 470,000 375,000 15,030 -395,000 (51.3)°,6 Decrease due to deferral of grazing infrastructure improvements at La Honda Structures&Imprv-Water 8204 10,000 10,000 0 - (10,000) -100.0% Creek OSP. Decrease due to inability to obtain permits for El Corte de Madera Creek OSP Watershed Structures&Impry-Trails& Protection Program in time for construction Roads 8209 180,000 135,000 45,000 157 (135,000) -75.0% season. Decrease due to deferral of grazing Structures&Impry-Protective infrastructure improvements at La Honda Barriers 8211 20,000 20,000 0 - (20,000) -100.0% Creek OSP. Decrease due to deferral of Mindego Corral Remediation, Structures&Impry-Resource Alma Oil,and Restoration Forestry projects to Management 8212 560,000 75,000 305,000 330,000 14,873 (230,000) -41.1% create staff capacity for Vision Plan Project. Unanticipated CIP/Miscellaneous 8299 0 0 - Summary: Total Salaries and Benefits 839,129 27,906 1,817 865,218 324,472 26,089 3.1% Total Services and Supplies 373,510 289,S00 60,000 603,010 37,180 229,500 61.4% Total Fixed Assets $00,000 75,000 470,000 40Sy000 15,030 (395,000) -49.4% Total Debt Service - - - Grand Total 2,012,639 392,406 531,817 1,873,228 376,682 (139,411) -6.9% 11/29/20121:43 PM it OPERATIONS DEPARTMENT FY12-13 Budget Budget FY12-13 FY12-13 Changefrom Changefrom Adopted Amendments Amendments Midyear Actuals thru FY12-13 FY12-13 GL Acct Budget (+} (-) Budget 8/31/13($) Adopted($) Adopted( ,) Comments Total Salaries 41 4,336,679 27,015 48,084 4,315,610 1,618,391 -21,069 (0.5)% Delayed hiring of two Rangers and an EMO. 3%increase in District-wide COLA(effective 11/2012) +$21K for additional Seasonal OST Hours to assist with maintenance work due to vacant EMO. +6K-Increased vacation cash outs. Total Retirement Benefits 43 1,007,413 848 40,512 967,749 398,996 -39,664 (3.9)% Decrease in PERS due to salary decreases in delayed Ranger and EMO hiring and an additional 2%Employee contribution to Calpers(effective 11/2012) Total Group Insurance Benefits 44 845,904 1,974 56,171 791,707 317,087 -54,197 (6.4)% Decrease in health benefit costs due to delayed Ranger&EMO hiring and increases in employees cost sharing from 10%to 15% (for EE+1 and EE+Family,effective 11/2012) Total Group Insurance 45 236,901 66,799 170,102 119,102 -66,799 (28.2)% Decrease in Worker's Comp due to re- allocation among all Dept.based on actual claims.Overall District decreased Worker's Comp insurance by$23.347K due to lower claims Total Outside Services-Temporary 50 150,550 300 150,250 38,768 -300 (0.2)% Total Professional Services 52 82,000 38,200 50,000 70,200 17,219 -11,800 (14.4)% +$33K for Mt.Umunhum security contract Move$50K to 5500 Series account for DHF contract Total Dues&Subscriptions 54 350 100 450 84 100 28.6% Resource Management reference materials. Total Management Agreements 55 0 50,000 50,000 50,000 Funds moved from 5299-630[Other Professional Svcs]to correct account-Pass through of DHF funds from Santa Clara County per Rancho Aereement. Total Rents&Leases 56 87,230 87,230 34,667 Total Utilities 57 74,190 74,190 20,875 Total Postage 58 650 650 112 Total Printing 59 4,500 4,500 1,892 Total Insurance 60 141,870 401 6,143 136,128 136,128 -S,742 (4.0)% Decrease in Liability&Property Insurance (CAJPIA) Printed:11/21/2012 5:19 PM Operations-Page 1 of 2 OPERATIONS DEPARTMENT FY12-13 Budget Budget FY12-13 FY12-13 Change from Change from Adopted Amendments Amendments Midyear Actuals thru FY12-13 FY12-13 GL Acct Budget N (-) Budget 8/31/13($) Adopted($) Adopted(%) Comments Total Advertising 61 250 250 - Totai Business Meetings and Travel 63 3,400 3,400 323 Total District Vehicle 64 355,000 20,000 375,000 169,342 20,000 5.6% Increased fuel costs Total Training and Conferences 66 48,135 15,365 9,365 54,135 4,740 6,000 12.5% Additional training costs. Total Outside Equipment/Fire 67 53,600 53,600 21,291 Maintenance Total Information Technology 68 10,450 1,000 3,600 7,850 720 -2,600 (24.9)% Funds moved to Natural Resources Deparment. Total Office Equipment and 69 12,350 1,800 14,150 1,371 1,800 14.6% Costs for computer scanners associated with Supplies IAFS. Total Equipment and Field Supplies 70 178,000 1,200 179,200 48,833 1,200 0.7% Purchase of additional emergency response medical equipment and supplies. Total Facilities Maintenance 71 330,628 15,900 4,000 342,528 114,241 11,900 3.6% Adjustment for additional structure repairs Services (Skyline). This includes insulating the Skyline shop,and installing additional shelving. Total Property Taxes 72 33,508 33,508 20,899 Total Miscellaneous 73 0 0 - Total Structure and Improvements 82 117,600 13,000 130,600 34,874 13,000 11.1% Purchase emergency generator for Skyline office,in lieu of deffered office improvements. Total Office Equipment and 83 0 0 - Furniture Total Machinery and Equipment 84 370,000 370,000 234,310 Total Vehicles 85 170,000 7,000 0 177,000 - 7,000 4.1% Equip a patrol truck for new ranger(siren, light bar,radio and vehicle repeater). Summary: Total Salaries and Benefits 6,426,897 29,837 211,566 6,245,168 2,453,576 (181,729) -2.8% Total Services and Supplies 1,566,661 143,966 73,408 1,637,219 631,507 70,558 4.5% Total Fixed Assets 657,600 20,000 - 677,600 269,185 20,000 3.0% Total Debt Service - - - - - - Grand Total 8,651,158 193,803 284,974 8,559,987 3,354,267 (91,171) -1.1% Printed:11/21/2012 5:19 PM Operations-Page 2 of 2 PLANNING DEPARTMENT FY12-13 Budget Budget FY12-13 FY12-13 Change from Change from Adopted Amendments Amendments Midyear Actuals thru FY12-13 FY12-13 GL Acct Budget W (-) Budget 8/31/13($) Adopted($) Adopted(%) Comments Savings from Dept.Mgr and Planner 1 vacancies;Dept Mgr.move to Interim AGM (Admin Dept.)offset by 3%Increase in Total Salaries 41 955,751 10,318 61,843 904,226 323,295 -51,525 (5.4)% District-wide COLA(effective 11/2012) Decrease in PERS from increase in vacancies and additional 2%Employee contribution to Calpers Total Retirement Benefits 43 221,238 0 19,452 201,786 83,099 -19,452 (8.8)% (effective 11/2012) Decrease in health benefit costs due to staff vacancy and increase in employee's cost sharing from 10%to 15%(for EE+1 and Total Group Insurance Benefits 44 94,229 171 11,132 83,268 30,510 -10,961 (11,6)% EE+Family) Increase due to re-allocation among all Dept. based on actual claims.Overall District Total Group Insurance 45 2,947 2,257 0 5,104 5,104 2,257 79.3% decreased$23.347K Total Outside Services-Temporary 50 300,000 0 0 300,000 1,290 Total Professional Services 52 36,875 20,000 20,000 36,875 25,320 Total Dues&Subscriptions 54 400 0 0 400 0 Total Utilities 57 750 0 0 750 0 Total Postage 58 100 0 0 100 0 Total Printing S9 1,900 0 0 1,900 64 Total Advertising 61 750 0 0 750 0 Total Maps and Aerials 62 1,640 1,640 1,640 1,640 305 Total Business Meetings and Travel 63 2,850 0 0 2,850 296 Total Business Meetings 65 0 0 0 0 0 Total Training and Conferences 66 7,300 0 0 7,300 669 Total Information Technology 68 25,750 0 0 25,750 6,737 Total Office Equipment and Supplies 69 2,250 0 0 2,250 567 Total Equipment and Feld Supplies 70 1,200 0 0 1,200 0 Total Land Expenditures 81 0 0 0 0 12/5/20124:00 PM PLANNING DEPARTMENT FY12-13 Budget Budget FY32-13 FY32-13 Change from Change from Adopted Amendments Amendments Midyear Actuals thru FY32-13 FY32-13 GL Acct Budget W (A Budget 8/31/13($) Adopted($) Adopted(%) Comments Total Structure and Improvements 82 3,755,880 2,380,380 2,394,380 3,741,880 1,024,217 -14,000 (OA)% Structures-Exterior/Interior 8201 155,000 80,000 50,000 185,000 157,187 30,000 19.4% Folger 80K,Skyline FO(50K) Structures&Impry-Staging Area/Parking Area 8207 740,500 63,000 81,000 722,500 181,289 (18,000) (2.4)% Fremont Older Staging Area(18K) Mindego Public Access(273K),Mt Um Phase 1(145K),Mary Davey Memorial 2K,Purisima Structures&Impry-Trails& Crk Bridge Repair(60K),Peter's Creek Trail Roads 8209 860,000 2,000 538,000 324,000 29,633 (536,000) (62.3)% Bridge Replacement(60K) Structures&Impry-Resource Reclass Mt.Um Remediation&Demolition Management 8212 1,608,380 1,608,380 0 23,232 (1,608,380) (100.0)% to a/c 8213 Mt Um Site Planning 120K,La Honda Master Plan 2K,Sierra Azul Master Plan(92K), Cooley Landing 45K+(add$400K for land remediation--grant revenue funded), Unanticipated CIP/Miscellaneous 8299 392,000 627,000 117,000 902,000 632,876 510,000 130.1% Mindego Ranch U and M 60K Reclass Mt.Um Remediation&Demolition Remediation&Demolition 8213 1,608,380 1,608,380 1,608,380 from a/c 8212 Total Office Equipment and Furniture 83 0 0 0 0 0 Summary: Total Salaries and Benefits 1,274,065 12,746 92,427 1,194,384 442,009 (79,681) -6.3% Total Services and Supplies 381,765 21,640 21,640 381,765 35,149 0.09G Total Fixed Assets 3,755,880 2,380,380 2,394,380 3,741,880 1,024,217 (14,000) -0.4% Total Debt Service - - - - - Grand Total 5,411,710 2,414,766 2,508,447 5,318,029 1,501,375 (93,681) -1.7% 12/5/20124:00 PM PUBLIC AFFAIRS DEPARTMENT FY12-13 Budget Budget FY12-13 Change from Change from Adopted Amendments Amendments FY12-13 Actuals thru FY12-13 FY12-13 6L Acct Budget W (-) Midyear Budget 8/31/13($) Adopted($) Adopted (%) Comments Increase in salaries from 3%District-wide COLA(effective 11/2012),Dept.Mgr. cashouts,Acting Pay for(2)Staff and Upgrade to Media Comm Supv position;offset by savings from delayed staff hiring(Media Comm Supv and Adv Resource Mgt(ARMS) Total Salaries 41 677,003 147,812 101,700 723,115 238,841 46,112 6.8% position. Increase to PERS from salary increases offset by additional 2%Employee contribution to Total Retirement Benefits 43 155,928 5,023 0 160,951 57,618 5,023 3.2% Calpers(effective 11/2012) Decrease in health benefit costs due to delayed hiring of Media Comm Supv and the increase in employees cost sharing from 10% Total Group Insurance Benefits 44 124,121 463 33,833 90,751 30,890 -33,370 (26.9)% to 15%(for EE+1 and EE+Family) Increase due to re-allocation among all Dept. based on actual claims.Overall District Total Group Insurance 45 2,214 6,293 0 8,507 8,507 6,293 284.2% decreased$23.347K Media Communications Temp(6 mo thru 12/31/12)to backfill vacancy$56.4K offset by decrease in delayed hiring of Community Total Outside Services-Temporary 50 413,000 56,430 75,000 394,430 22,044 -18,570 (4.5)% Outreach Specialist($75K) Increase due to Mortensen design for color palette&additional work,Logo review and Total Professional Services 52 152,900 10,000 3,000 159,900 26,536 7,000 4.656 branding effectiveness Total Dues&Subscriptions 54 13,680 0 0 13,680 5,522 0 Decrease due to postponement of 40th Total Rents&Leases 56 43,350 0 10,0D0 33,350 9,609 -10,000 (23.1)% Anniversary Total Utilities 57 Soo 0 0 Soo 173 0 Total Postage 58 27,200 0 0 27,200 9,563 0 Total Printing 59 102,900 0 0 102,900 25,341 0 Total Advertising 61 4,500 0 0 4,500 1,139 0 Total Business Meetings and Travel 63 3,900 0 0 3,900 716 0 Total Training and Conferences 66 10,210 10,125 10,125 10,210 2,050 0 Increase due to laptops for expected new Total Information Technology 68 5,475 3,000 1,750 6,725 94 1,250 22.8% hires Total Office Equipment and Increase due to expected new hires- Supplies 69 3,450 1,500 0 4,950 588 1,500 43.5% ergonomic supplies Total Equipment and Field Supplies 70 0 0 0 0 - 0 Total Miscellaneous 73 335 0 0 335 30 0 Total Special Projects and Events 75 2,200 0 0 2,200 333 0 11/21/20125:45 PM PUBLIC AFFAIRS DEPARTMENT FY12-13 Budget Budget FY12-13 Change from Change from Adopted Amendments Amendments FY12-13 Actuals thru FY12-13 FY12-13 GL Acct Budget N (-) Midyear Budget 8J31J33($) Adopted($) Adopted (%) Comments Total Volunteer Programs 76 28,850 0 0 28,850 11,353 0 Summary: Total Salaries and Benefits 959,266 159,591 135,533 983,324 335,856 24,058 2.5% Total Services and Supplies 812,450 81,055 99,875 793,630 115,070 (18,820) -2.3% Total Fixed Assets - Total Debt Service - - - Grand Total 1,771,716 240,646 235,408 1,776,954 450,927 5,238 0.3% 11/21/20125:45 PM REAL PROPERTY DEPARTMENT FY12-13 Budget Budget FY12-13 Actuals Change from Change from Adopted Amendments Amendments FY12-13 thru 8/31/13 FY12-13 FY12-13 Acct Name-Family GL Acct Budget (+) i-j Midyear Budget ($) Adopted($) Adopted(96) Comments Salaries increase due to 3%Increase in District-wide COLA(effective 11/2012)and Total Salaries 41 474,057 19,099 1,473 491,683 182,942 17,626 3.7% Out of Class pay during IAFS Increase to PERS from salary increases offset by additional 2%Employee contribution to Total Retirement Benefits 43 110,846 431 0 111,277 47,941 431 0.4% Calpers(effective 11/2012) Decrease in health benefit costs due to increase in employees cost sharing from 10% Total Group Insurance Benefits 44 56,976 225 917 56,284 23,093 (692) -1.2% to 15%(for EE+1 and EE+Family) Increase due to re-allocation among all Dept. based on actual claims.Overall District Total Group Insurance 45 1,265 22,555 23,820 23,920 22,SS5 1783.09A decreased$23.347K Total Outside Services-Temporary 50 21,550 21,550 7,005 0 0.01A Litigation-Bear Creek Redwoods(Increase in Total Professional Services 52 81,050 75,000 156,050 24,809 75,000 92.5% legalfees) Total Dues&Subscriptions 54 100 100 - 0 0.0% Total Utilities 57 15,500 500 16,000 5,282 500 3.2% Increase in Rental property water usage Total Postage 58 100 100 19 0.0% Total Printing 59 300 300 115 0.0% Total Insurance 60 24,126 888 23,238 21,022 (888) -3.7% Decrease in Liability insurance-CJPIA Total Advertising 61 500 500 - 0.0% Total Maps and Aerials 62 4,500 4,500 4,500 0.0% Total Business Meetings and Travel 63 2,150 2,150 775 0.0°.6 Total Training and Conferences 66 6,800 6,800 1,256 0.0°k Total Information Technology 68 4,240 4,240 32 0.0% Total Office Equipment and Supplies 69 2,700 2,700 40 0.0% Major repairs on October Farm water system Total Facilities Maintenance $5.5K,offset by Bluebrush Spring Walkway Services 71 132,450 7,050 7,650 131,850 26,666 (600) .0.5% below budget($7K) Total Property Taxes 72 3,000 3,000 3,000 3,000 725 0.0% Improvement to Coastal property$275K, offset by Deferred purchases in Tunitas Creek and Bear Creek Redwoods($500K),Purisima to the Sea lot line adjustment($20K),and deferred Madonna Creek dump removal ($120K)and Powell Property demolition Total Land Expenditures 81 9,675,000 344,000 724,000 9,295,000 1,127,574 (380,000) -3.9% ($80K) Total Structure and Improvements 82 100,600 1500 102,100 28,418 1500 1.5% Totallnterest 91 6,059,604 6,059,604 3,020,967 0.01% Total Principal 92 2,842,752 2,842,752 2,833,738 0.0% 11/26/20125:05 PM REAL PROPERTY DEPARTMENT FY12-13 Budget Budget FY12-13 Actuals Change from Change from Adopted Amendments Amendments FY12-13 thru 8/31/13 FY12-13 FY12-13 Acct Name-Family GL Acct Budget N (-) Midyear Budget ($} Adopted($) Adopted(%) Comments Summary: Total Salaries and Benefits 643,144 42,310 2,390 683,064 277,797 39,920 6.2% Total Services and Supplies 299,066 85,550 11,538 373,078 92,245 74,012 24.7% Total Fixed Assets 9,775,600 345,500 724,000 9,397,100 1,155,992 (378,500) -3.9% Total Debt Service 8,902,356 - - 8,902,356 S,8S4,705 0.0% Grand Total 19,620,166 473,360 737,928 19,355,598 7,380,740 (264,568) -1.3% 11/26/20125:05 PM Midpeninsula Regional Open Space District R-12-123 Meeting 12-39 December 19, 2012 AGENDA ITEM X AGENDA ITEM Approval of the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Midyear Action Plan GENERAL MANAGER'S RECOMMENDATION Approve the Midpeninsula Regional Open Space District Fiscal Year 2012-13 Midyear Action Plan. SUMMARY The Fiscal Year(FY) 2012-13 District Action Plan was adopted by the Board of Directors on March 28, 2012 (Report R-12-36). The FY2012-13 Midyear Action Plan reflects the deferral or reduction in scope of a number of District Key Projects as approved by the Board at its Retreat on July 20, 2012. DISCUSSION The FY2012-13Action Plan was approved by the Board of Directors at its regular meeting held on March 28, 2012 (Report R-12-36). On July 20, 2102, the Board, during its retreat with Department Managers, approved the deferral of a number of Key Projects to create staff capacity to implement elements of the Strategic Plan, particularly the Vision Plan and the Capital Finance Program, as well as other District-wide projects. As part of the Midyear Review, staff included these project deferrals in the Midyear Action Plan and identified additional changes to the scope and budget of a select number of projects. The FY2012-13 Proposed Midyear Action Plan reflects a total of 74 Active Projects, which represents a decrease of 49 Active Projects from the Adopted Action Plan. These changes are summarized in Attachment I and highlighted as tracked changes in the FY2012-13 Midyear Action Plan (Attachment 2). The proposed changes were presented to the Administration and Budget Committee (ABC) on December 4, 2012, for its review and concurrence. 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 and reflects project costs and project details. For more information on the FY2012-13 Budget, please refer to Board Agenda Item No. 7B. R-12-123 Page 2 BOARD COMMITTEE REVIEW The Administration and Budget Committee reviewed the proposed FY2012-13 Midyear Action Plan on December 4, 2012, and recommends approval by the full Board. 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). 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 Midyear Action Plan will be implemented according to the schedules described in the Action Plan. Attachments: 1. Comparison of FY2012-13 Adopted Action Plan and FY2012-13 Proposed Midyear 2. Action Plans by Department 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 To: Board of Directors From: Stephen E. Abbors Date: December 19, 2012 Re: Late FYIs Midpeninsu 1 Open Space IDisst ictnal Memorandum To: MROSD Board of Directors Through: Steve Abhors,General Manager From: Julie Andersen, Planner 11, Natural Resources Department Date: December 19,2012 Re: Notice of Exemption filed with Santa Clara County for Renewal of 5 year Routine Maintenance Agreement with the California Department of Fish and Game In March of 2007 the District sent a Notification of Lake or Streambed Alteration to the California Department of Fish and Game(CDFG)to initiate a 5 year Routine Maintenance Agreement(RMA)to cover work conducted by the District within specified streams, creeks, channels, catchment basins,seeps, springs, ponds, and lakes under jurisdiction of the CDFG. That RMA expired in October of 2011. District Natural Resource Department staff have been working with the CDFG to update language from P g P the previous RMA in order to cover District work in jurisdictional areas for an additional year period d 5 e od P J Y P (2013-2018). As part of the Notification process, a completed CEQA document is required. District staff has evaluated the project(renewal of a RMA with DFG)and found that it is categorically exempt from CEQA and has filed a Notice of Exemption with Santa Clara County (see attached). In December 2012, District staff submitted a new Notification of Lake or Streambed Alteration to the CDFG and expects to continue to work with them to finalize an updated agreement for an additional 5 years.