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Home My Public Portal About19920325 - Agendas Packet - Board of Directors (BOD) - 92-07 Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 92-7 REGULAR MEETING BOARD OF DIRECTORS A G E N D A 6 : 30 P.M. 201 San Antonio Circle Wednesday Building C - Suite 135 March 25, 1992 Mountain View, Calif . (6: 30) * ROLL CALL CLOSED SESSION (Litigation Matters) (7 : 30) APPROVAL OF MINUTES (March 11 , 1992) WRITTEN COMMUNICATIONS ORAL COMMUNICATIONS -- Public** ADOPTION OF AGENDA BOARD BUSINESS (7 : 45) 1 . Acceptance of Insurance Coverage for 1992-1993 - J. Fiddes (7 : 50) 2. Adoption of Budget for Fiscal Year 1992-1993 - H. Grench Controller ' s Report - M. Foster Budget Committee Report - G. Babbitt Resolution Adopting Budget for Fiscal Year 1992- 1993 (8 : 20) 3. Streamlining of District Procedures - H. Grench (8 : 35) *** 4. Scheduling of Special Meeting - R. McKibbin 5. Award of Contract for Skyline Ridge Open Space Preserve Trail Development Project (LWCF 06-01240) - R. McKibbin 6. Annual Claims List for Fiscal Year 1992-1993 - R. McKibbin INFORMATIONAL REPORTS -- Directors and Staff CLAIMS CLOSED SESSION (Litigation, Land Negotiations , Labor Negotiations , and Personnel Matters) 201 San Antonio Circle,Suite C-1 35 - Mountain View,California 94040 - Phone:(415)949-5500 - FAX:(415)949-5679 General Manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop ADJOURNMENT .*NOTE: Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order. TO ADDRESS THE BOARD: When an item you 're concerned with appears on the agenda, the Chair will invite you to address the Board at that time; on other matters you may address the Board under Oral Communications. An alternative is to comment to the Board by a Written Communication, which the Board appreciates. Each speaker will ordinarily be limited to 3 minutes. When recognized, please begin by stating your name and address. We request that you fill out the form provided so that your name and address can be accurately included in the minutes. Denotes Express Item NOTICE OF PUBLIC MEETINGS The Twentieth Anniversary Committee will meet Thursday, March 26, 1992 and April 2, 1992 beginning at 2:00 P.M. at the District Office. The purpose of the meetings will be to plan events in celebration of the District's twentieth anni versary. The Legislative Committee will meet Thursday, March 26, 1992 beginning at 8:00 P.M. at the District office. The purpose of the meeting will be to discuss the District's legislative program. Open Space ---------------------- MIDPENINSULA REGIONAL OPEN SPACE DISTRICT REGULAR MEETING BOARD OF DIRECTORS March 11 , 1992 MINUTES I . ROLL CALL President Robert McKibbin called the meeting to order at 7 : 37 P.M. Members Present : Richard Bishop, Betsy Crowder, Nonette Hanko, and Robert McKibbin. Members Absent: Ginny Babbitt, Kay Duffy, and Teena Henshaw. Personnel Present : Herbert Grench, Craig Britton, Jean Fiddes, John Escobar, Del Woods , Deirdre Dolan, and Stanley Norton. II . APPROVAL OF MINUTES February 12 , 1992 Motion: N. Hanko moved that the Board accept the minutes of February 12 , 1992 as presented. B . Crowder seconded the motion. The motion passed 4 to 0. III . WRITTEN COMMUNICATIONS There were no written communications . IV. ORAL COMMUNICATIONS There were no oral communications . V. ADOPTION OF AGENDA R. McKibbin stated that the agenda was adopted by Board consensus . J. Fiddes introduced Deirdre Dolan, the District ' s new administrative analyst . VI. BOARD BUSINESS A. Implementation of Staffing Reorganization Plan (Report R-92-5) J. Escobar stated that staff was also proposing the conversion of two open space technician positions to lead open space technician positions and the addition of another ranger position in the latter part of the fiscal year. He noted that , since these staffing changes were more an element of growth rather than part of the reorganization plan, they had been introduced through the budget preparation process . Board discussion centered on staff 's reaction to the reorganization plan, the timing for filling new positions , the process to be used to fill positions , and salary ranges proposed in the report for certain positions . H. Grench clarified that 201 San Antonio Circle,Suite C-1 35 • Mountain View,California 94040 • Phone:(415)949-5500 • FAX:(415)949-5679 General Manager:Herbert Grench Board ofDirectors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop Meeting 92-05 Page 2 salaries proposed for managerial positions were based upon estimates made by George Sipel Associates using the District ' s current salary structure . He noted that all salary ranges would be reviewed as part of the salary and classification study being conducted by Ralph Andersen & Associates . Motion: B. Crowder moved that the Board approve all the recommended actions in the Board report to begin implementation of the staffing reorganization plan. R. Bishop seconded the motion. The motion passed 4 to 0 . B. Streamlining of-District Procedures (Report R-92-31) N. Hanko stated that manv of the items contained in the streamlining report touched on unwritten policies based on Board members ' needs over the years and recommended that all Board members be present when the item was discussed. R. Bishop concurred, noting that he thought the ideas were good as a set of goals , rather than a set of rules to be followed, and that some items should be tempered. H. Grench explained the staff process used to generate the proposed streamlining ideas . Motion: N. Hanko moved that this item be postponed until the next possible meeting when the full Board was present . B. Crowder seconded the motion. The motion passed 4 to 0 . C . Award of Contract for Picchetti Barn Restoration Project (Report R-92-32) Motion: N. Hanko moved that the Board accept the lowest responsible bid of $88 , 490 from Plan Construction Company, Inc. of Cupertino for restoration of the barn at Picchetti Ranch . R. Bishop seconded the motion. The motion passed 4 to 0. Motion: N. Hanko moved that the Board authorize the general manager to enter into a contract for performance of the work . R. Bishop seconded the motion. The motion passed 4 to 0 . D. Authorization to Purchase Wood Chipper (Report R-92-30) Motion: B. Crowder moved that the Board authorize staff to purchase one wood chipper from Cal-Line Equipment of Livermore at a total cost of $15, 965.79 . R. Bishop seconded the motion. The motion passed 4 to 0 . E. Scheduling of Special Meeting (report R-92-09) Motion: R . Bishop moved that the Board schedule a Special Meeting at the District office at 7 : 30 P.M. on March 23 , 1992 for the purpose of conducting a closed session performance evaluation for the general manager. N. Hanko seconded the motion. The motion passed 4 to 0. Meeting 92-05 Page 3 VII. INFORMATIONAL REPORTS B . Crowder reported on the March 10 Woodside town council meeting at which the council decided not to form an assessment district to buy the development rights for the District ' s Teague Hill Open Space Preserve parcels . She noted that former congressman Pete McCloskey had expressed his support for the acquisition of the Phleger property to her and that she had relayed his interest to Audrey Rust at Peninsula Open Space Trust. B. Crowder asked that Board members review and comment on the proposed themes that had been distributed for the District ' s twentieth anniversary, as well as suggest other ideas . H. Grench stated that he and other staff members had attended the California Park and Recreation Society (CPRS) annual conference in Long Beach the previous week. His report included information on the CPRS legislative committee meeting, the California Park and Recreation Directors Association meeting, the panel he chaired on park issues on the 1992 California ballots , and the panel he chaired on how to boost your image thorough coordinated design, which included panelists M. Hale and Deborah Mills . He noted that he also chaired C. Britton ' s panel on woodsheds to wineries that dealt with historic building preservation. N. Hanko requested that the material H. Grench discussed concerning Mello-Roos districts and benefit assessment districts be distributed to the Finance Committee. H. Grench reported that he had met with Ralph Heim in Sacramento on Monday, March 9 to discuss the District ' s legislative program. He noted that the highlight of the trip was meeting with Dominic Cortese to discuss current legislation of interest to the District and the potential of designated funding for the Alma College project. H. Grench stated that a field trip for Becky Morgan focusing on the Skyline preserves was confirmed for Friday, April 10 , 10 :00 A.M. to noon. B . Crowder and R. Bishop indicated they would attend the field trip. H. Grench noted that a seminar brochure on community and media relations for special districts had been distributed to Board members . C . Britton reported on the CPRS conference , including his panel on historic building preservation, as well as other panels he attended. J. Escobar reported that there had been a solo bicycle accident at Fremont Older Open Space Preserve. Meeting 92-05 Page 4 VIII . CLAIMS Motion: N. Hanko moved that the Board approve Revised Claims 92-05. R. Bishop seconded the motion. The motions passed 4 to 0 . IX. CLOSED SESSION S . Norton announced that litigation matters to be discussed in Closed Session fell under Government Code Sections 54956.9 (a) Vidovich. C. Britton announced that the land negotiation matter to be discussed in Closed Session was the District ' s Teague Hill Open Space Preserve property, negotiated with Les Doolittle, Town of Woodside. The Board recessed to Closed Session on litigation and land acquisition matters at 8 : 40 P.M. X. ADJOURNMENT The Board reconvened to adjourn the meeting at 9 :15 P.M. Jean H. Fiddes District Clerk Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 92-7 SUMMARY OF MARCH 25, 1992 REGULAR BOARD MEETING Acceptance of Insurance Coverage for 1992-1993 - The Board accepted the insurance coverage bid totalling $134, 030 from Flinn, Gray & Herterich, Palo Alto, for fiscal year 1992-1993 . Adoption of Budget for Fiscal Year 1992-1993 - The Board adopted Resolution 92-11 approving the preliminary budget for fiscal year 1992-1993. Staff was directed to return to the Budget Committee in the second quarter of fiscal year 1992-1993 with revisions reflecting program adjustments. Streamlining of District Procedures - The Board reviewed procedural changes recommended by staff and arrived at a consensus to streamline a number of procedures . Among the procedures to be streamlined is the Budget-Action Plan-Site Emphasis plan to be prepared for a two-year cycle. Scheduling of Special Meetings - The Board scheduled a Special Meeting for Wednesday, April 1 , 1992 beginning at 7 : 30 P.M. at the District office. The Board will meet in closed session to continue the general manager ' s performance evaluation. The Board scheduled a Special Meeting for Thursday, April 9 , beginning at 4 : 30 P.M. at the District office. The Board will meet in closed session to review Board-management relationships. Award of Contract for Skyline Ridge Open Space Preserve Trail Development Project (LWCF 06-01240) - The Board awarded the contract for construction of a bridge, hiking trail , and associated repairs and improvements to Dillingham Associates and Western Wood Products . Annual Claims List for Fiscal Year 1992-1993 - The Board approved the annual claims list , including debt service payments , for the 1992-1993 fiscal year. Deborah Morvay-Zucker Secretary 201 San Antonio Circle,Suite C-1 35 • Mountain View,California 94040 - Phone:(415)949-5500 - FAX:(415)949-5679 General Manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop CORRECTION TO MINUTES OF MARCH 25, 1992 VI. APPROVAL OF MINUTES March 23,_ 1 92 H. Grench state(] that minutes dated March 24 , 1992 were incorrectly dated and should be dated March 23 , 1992 . Motion: B . Crowder moved that the Board approve the minutes of March 23 , t992 as corrected . T. flenshaw seconded the motion. The motion passed 7 to 0 . March 25, 19_92 N. Hanko stated that in the discussion of streamlining District procedures th Board did n(-)t-. agree Lo discontinue serving cookies at Board meetings since T. flenshaw had agreed to provide cookies . She stated that page 5 , item C . 3 . showed consensus for items (E) through W , and that the minutes should be corrected to state for item ((,,) that, " the fk)ard agreed that serving cookies at Board meetings should not be eliminated and T. Henshaw stated that she would provide cookies . " Motion: B. Crowder moved that the Board approve the minutes of March 25 , 1992 as corrected . G . Babbitt seconded the motion. The motion passed 7 to 0 . Claims No. 92-05 Meeting 92-03 Date: Mar. 11 , 1992 REVISED MIDPENINSULA REGIONAL OPEN SPACE DISTRICT K Amount Name Description ------------------------------------------------------------------------------------------------- 95 1 ,133.71 Acme & Sons Sanitation, Inc. Sanitation Services , 96 663.08 Alves Petroleum, Inc Fuel 97 226.80 AT&T Telephone Repair and Maintenance 98 410.00 A Tool Shed, Inc. Equipment Rental 99 654.20 Bailey's Western Division Field Equipment 100 1, 171 .87 Best Sanitation Sanitation Services 01 1 ,015.50 Binkley Associates Consulting Services--Skyline Ridge 102 283.79 Bridge Radio Services Radio Repairs 03 7,728.00 Business Interiors Furniture Deposit--330 Distel 104 2,500.00 C & C Equipment Company Combine Repeater with C & C Equipment 05 65.00 The California Mosquito and Vector Registration--R. Molica Control Association, Inc. 106 3,592.44 Callander Associates Architectural Services--Windy Hill Parking Lot 107 88.45 Clark's Auto Parts/Machine Shop Vehicle Parts 08 2,250.00 Clevenger Realty Appraisal Corp. Appraisal Services 109 100.00 Coastside Proflame Propane Fuel 110 85.69 Sheryl Marioni Cochran Reimbursement--Seed--Rancho Bridge Site ill 1 ,015.39 Computer Biz Equipment 112 126.30 Edward L. Corekin Repairs--Former Smith House 113 10,210.00 Corporate Environments Furniture Deposit--330 Distel 114 CRI/Office Pavilion Furniture Deposit--330 Distel 7,000.00 115 42.92 Dittmer's Gourmet Meats Local Meeting Expense 116 372.34 John Escobar Reimbursement--Conference Expense 117 2,308.05 David B. Fisher Legal Services i18 1648. 13 Robert M. Garcia Construction Management Services--Rancho and Skyline Offices 119 382.97 Garcia Well & Pump Company Water Systems Repairs--Smith House 120 317.07 Gibson Studio Slide Duplications 121 16.55 GNW Partners,L.P.dba Sunrise Field Supplies 122 276.40 Goodco Press Printing--Docent Newsletter and Maps 123 340.00 Herbert Grench Reimbi.irsement--Out-of-Town Meeting Expenses 19-4 135.00 Carroll H. Harrington Consulting Services--20th Anniversary 125 1 ,566.65 Hertz Equipment Rental Equipment Rental Corporation 26 83.86 Interstate Traffic Control Signs _27 424.00 J & J Water Trucks Water Service 128 1 ,046.84 J. Thomas Jakaby Engineering Services--Russian Ridge Trail Relocation !29 440.00 JPal Consulting Consulting Services--Radio Repeater Bids 130 200.00 Lopez Gardening Services Gardening Services--Distel 131 281 .26 Los Altos Garbage Company Dumpster Rental 132 268.47 Los Altos Typewriter Equipment Repairs 133 134.24 Merwin A. Mace Private Vehicle Expense 134 200.00 Magana's Building Maintenance Janitorial Services--Distel 135 1 ,000.00 Dr. Samuel McGinnis Biological Survey 136 53.00 Marie McGough Reimbursement--Office Supplies Claims No. 92-05 Meeting 92-05 Date: Mar. 11, 1992 REVISED MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Amount Name Description -------------------------------------------------------------------------------------------------- 137 ^-� - - Micro Express Office Equipment 3,292.60 138 .614.21 Mity-Lite Tables Field Equipment 139 28.05 Monogram Sanitation Sanitation Supplies 140 869.98 National Mailing Services Mailing Services--Spring Newsletter 141 1 ,099.33 Pacific Bell Telephone Service 142 1 ,228.25 Pacific Gas & Electric Company Utilities 143 Peninsula Blueprint, Inc. Reproduction of Plans and Specifications 782.41 144 35.00 Peninsula Times Tribune Bid Advertisement 145 784.68 Warren Phillips Reimbursement--Training Expense 146 651 .79 Piombo Construction Company Rock for Russian Ridge Parking Lot 147 165.09 Pitney Bowes Postage Meter Rental 148 1 ,644.24 Portola Park Heights Property Road Maintenance Agreement Owners Association 149 35.94 Rancho Hardware Field Supplies 150 100.00 Regal Dodge Transmission Warranty 151 622.13 Rich's Tire Service Tires 152 286.00 Robertson, Alexander, Luther, Leval Services Esselstein, Shiells & Wright 153 110,246.40 Roma Construction Company Construction Services--330 Distel 154 2,200.13 Roy's Repair Service Vehicle Maintenance and Repairs 154 192.50 Safety Specialists, Inc. Disposal Services--330 Distel 155 67.33 S & W Equipment Company Equipment Parts and Repairs 156 87.33 David Sanguinetti Reimbursement--Field Equipment and Membership Dues 157 1 ,120.00 San Jose Mercury News Advertisements 158 1 ,683.00 San Mateo County Permits 159 39.90 San Mateo Times Newspaper Group Advertisement 160 814.24 Santa Clara County Sheriff's Patrol Services Department 161 804.50 Santa Rosa Junior College Registration Fee--B. Malone ' 162 240.00 Signet Testing Labs Structural Steel Testing--330 Distel 163 54.36 Skyline County Water Service Water Service 164 345.77 Standard Brands Paint Company Carpeting and Linoleum--Enterprise 165 700.00 * State Board of Equalization Annexation Fee 166 999-rSE The Steinberg Group Architectural Services--330 Distel 1 ,127.62 167 171 .58 Summit Uniforms Uniform Expense 168 270.00 Tap Plastics Lexan Brochure Holder 169 27.23 Unocal Fuel 2170 70.00 USRentals Equipment Rental 2171 17.41 Valley Tool & Manufacturing Equipment Part Company, Inc. 2172 616.65 Whitmore, Johnson & Bolanos Legal Services 2173 76.91 WMI Services: Port-O-Let Sanitation Services 2174 561 .01 The Workingman's Emporium Uniform Expense 2175 45.73 Wear Guard Uniform Expense 2176 4,210.00 Westwood Design, Inc. Casework Deposit--330 Distel 2177 11 .95 World Peace University Resource Document 2178 388.34 Yardbird Equipment Sales Equipment Repairs and Parts 2179 52.44 Travis Jensen Private Vehicle Expense f t Claims No. 92-05 Meeting 92-05 Date: Mar. 11 , 1992 REVISED MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Amount Name Description ---------------------------------------------------------------------------- '.180 235.00 Wolf Computer Training Center Registration--J. Law ?181 _ 733.64 Annette Coleman Reimbursement--Conference Expenses ?182 13777.20 Geotechnical Management, Inc. Well. Hookup--Bean House U 83 175.00 John Kowaleski Reimbursement--Conference Registration '184 301 .11 Petty Cash Local and Out-of-Town Meeting Expenses, Film and Developing, Field and Office Supplies, Professional Dues , Postage, and Private Vehicle Expense *Emergency check issued on March 1 , 1992. Claims No. 92-06 Meeting 92-07 Date: Mar. 25, 1992 REVISED MIDPENINSULA REGIONAL OPEN SPACE DISTRICT # Amount Name Description ------------------ ------------ 2235 238. 15 Judy Law Reimbursement---Computer Software 2236 280.42 Lee & Associates Rescue Equipment Safety Equipment 2237 750.00 Levinson Associates Consulting Fees--Training 2238 200.00 Los Altos Garbage Dumpster Rental 2239 100.00 Magnussen GMC Vehicle Repair, 2240 332.46 Lauren McGuire Reimbursement--Conference Expenses 2241 672.00 Meyers, Nave, Riback & Silver Legal Fees 2242 744.42 Milstone Geotechnical Geotechnical Services 2243 815.62 Minton's Lumber & Supply Field Supplies 2244 1 ,033.54 Miracle Auto Painting & Body Work Vehicle Repairs 2245 5,()()0.00 Moody's Investors Service Annual Maintenance Fee-----1988 Notes 2246 675,00 New Age Communications, Inc. Building Renovation---Distel Circle 2247 27.79 Northern Energy Propane Fuel 2248 163.40 Stanley Norton Reimbursement---February Expenses 2249 637.59 Office Club Office Supplies 2250 1 ,562.50 Orchard Supply Hardware Field Supplies and Equipment 2251 65.43 Pacific Bell Telephone Service 2252 299.26 Page & Turnbull , Inc. Architectural Services-Pichetti 2253 70. 11 Loro Paterson Reimbursement--Field Supplies 2254 2,000.00 Postage by Phone Postage 2255 162.00 PRAC Workshop Registration--T.Lausten & T.Karnofel 2256 300.07 Rabbit Copiers Equipment 2257 1 ,565.32 Rich's Tire Service Tires 2258 3, 118.38 Roy's Repair Service Vehicle Maintenance and Repairs 2259 24.78 Steven Salveter, Reimbursement--Vol unteer Refreshments 2260 1 ,700.00 Saudis & Associates Topographic Survey--Windy Hill 2261 200.00 San Francisco IABC Mailing List, 2262 686.49 David Sanguinetti Reimbursement--Conference Expense 2261 2,335.00 County of San Mateo Permit Fees 2262 45, 108,50 County of Santa Clara Property Tax Administration Fee 2263 3,000,00 Seafirst Bank Note Paying Agent--1988 Notes 2264 333.31 Sears Field Equipment 2265 59.94 Shell Oil Company Fuel 2266 1 ,651 .47 John Shelton, Inc. Culverts 2267 471 .52 Signs of the Times Signs 2268 1 ,250.00 George Sipel Associates Consulting Services 2269 10,532.71 The Steinberg Group Architectural Services---Distel Circle 2270 247.51 Summit Uniforms Uniform Expense 2271 1 ,150. 16 leater & Etc. Site Map for Signs--Russian Ridge 2272 41 . 11 University Art Center Drafting Supplies 2273 50.00 USRentals Equipment Rental 2274 363,75 Valley Title Company Title Report and Policy 2275 25.44 Value Business Products Office Supplies 2276 68.70 WearGuard Uniform Expense 2277 39.00 WordPerfect Subscription 2278 1 ,607.53 The Workingman's Emporium Uniform Expense 2279 339.34 Yardbird Equipment, Company Field Equipment and Repairs 2280 368.05 Belmont Computers Computer Upgrades 2281 400.42 "Z" Handyman Unlimited Repairs and Supplies--Distel Circle 2282 768. 15 Pacific Gas & Electric Company Utilities 2283 400.02 Petty Cash Film and Developing, Field and Office Supplies, Delivery Services, Postage, Local and Out-of-Town Meeting Expenses, and Private Vehicle Expense "Emergency checks issued on March 19, 1992. Claims No. 92-06 Meeting 92-07 Date: Mar. 25, 1992 REVISED MIDPENINSULA REGIONAL OPEN SPACE DISTRICT # Amount Name Description ----------- ---------- ------------------------ ------------------------ 2185 149.88 Aalpa Micrographics Microfiche 2186 175.00 Acme & Sons Sanitation, Inc. Sanitation Services 2187 246.66 American Welding Supply Field Supplies 2188 2,853.00 Atlas Heating & Air Conditioning Furnace--Enterprise 2189 179.58 Bailey's Safety Supplies 2190 29. 10 Baker Graphics, Inc. Bluelines 2191 9,396.10 Baron Welding & Iron Works, Inc. Pipe Gates 2192 175, 15 Craig Beckman Reimbursement--Uniform Expense 2193 117.45 Matthew Bender & Company, Inc. Resource Book 2194 54.78 Black & Decker (U.S. ) Inc. Equipment Repair 2195 634.44 Bridge Radio Services, Inc. Radio Batteries & Repairs 2196 519.38 L. Craig Britton Reimbursement--Conference Expense 2197 261 ,86 Carleen Bruins Reimbursement---Conference Expense 2198 84.44 Bruce Barton Pump Service, Inc. Field Supplies 2199 373.47 Business Interiors File Cabinet 2200 248. 10 Dick Bruhn, Inc. Uniform Expense 2201 210.00 University of California Extension Registration Fee--P. Congdon 2202 105.00 California Park & Recreation Advertisement Society 2203 069.614 California Trail Days Cooperating Trail Days T-Shirts and Patches 422.65 Association 2204 164,61 California Water Service Company Water Service 2205 1.65.00 Campbell 's Towing Towing Service 2206 56,43 Central Stationers Office Supplies 2207 484.35 Barrie D. Coate Arborist Report on Eucalyptus Trees 2208 81 .80 Sheryl Marioni Cochran Private Vehicle Expense 2209 375.86 Com Systems Telephone Service 2210 306.34 Patrick Congdon Reimburements----Conference and Training Expenses 2211 110.89 Crest Copies, Inc. Bluelines and Photocopying 2212 208.30 Alice Cummings Reimbursement----Film 2213 1 ,320.00 Daily Pacific Builder Advertisement 2214 3,750.00 Dana Property Analysis Appraisal Services 2215 1 ,982.99 Design Concepts Design and Production---20th.Anniversary, Maps, Hikes and Newsletter 2216 265.00 Earth Systems Consultants Consulting Services--Weeks Driveway 2217 27.40 East Palo Alto Water District Water Service 2218 48.48 EMED Company, Inc. Medical Supplies 2219 794,00 Forestry Suppliers, Inc. Field Supplies 2220 266.62 Foster Bros.Security Systems, Inc. Locks and Keys 2221 500.00 Fuji Bank Drawing Fee-1988 Notes 2222 587.32 Garcia Well & Pump Water Systems Pump Repair 2223 212.98 Goodeo Press, Inc. printing 2224 10.50 Graphistat, Inc. Artwork 2225 539.89 Herbert Grench Reimbursement---Conference Expense 2226 547.63 Mary Hale Reimbursement----Conference Expense 2227 151 .49 Home Depot Field Supplies 2228 124.40 Image Technology Artwork Enlargement 2229 4,545.00 Frank Isidoro Grading--Fremont Older 2230 280.00 J & J Water Trucks Water Service 2231 124.80 Jobs Available Advertisement 2232 122.26 Keeble & Shuchat Photography Projector Bulbs and Film 2233 504.76 Konica Business Machines Maintenance Agreement 2234 2,040.20 Langley Hill Quarry Base Rock *Emergency check issued on March 12, 1992. Claims No. 92-06 Meeting 92-07 Date: Mar. 25, 1992 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT # Amount Name Description ---------------------------------------------------------------------------------------------------------- 2185 149.88 Alpha Micrographics Microfiche 2186 175.00 Acme & Sons Sanitation, Inc. Sanitation Services 2187 246.66 American Welding Supply Field Supplies 2188 2,853.00 Atlas Heating & Air Conditioning Furnace--Enterprise 2189 179.58 Bailey's Safety Supplies 2190 29. 10 Baker Graphics, Inc. Bluelines 2191 9,396.10 Baron Welding & Iron Works, Inc. Pipe Gates 2192 175. 15 Craig Beckman Reimbursement--Uniform Expense 2193 117.45 Matthew Bender & Company, Inc. Resource Book 2194 54.78 Black & Decker (U.S. )Inc. Equipment Repair 2195 634.44 Bridge Radio Services, Inc. Radio Batteries & Repairs 2196 519.38 L. Craig Britton Reimbursement--Conference Expense 2197 261.86 Carleen Bruins Reimbursement--Conference Expense 2198 84.44 Bruce Barton Pump Service, Inc. Field Supplies 2199 373.47 Business Interiors File Cabinet 2200 248. 10 Dick Bruhn, Inc. Uniform Expense 2201 210.00 University of California Extension Registration Fee--P. Congdon 2202 105.00 California Park & Recreation Advertisement Society 2203 389.00 California Trail Days Cooperating Trail Days T-Shirts and Patches Association 2204 164.61 California Water Service Company Water Service 2205 165.00 Campbell 's Towing Towing Service 2206 56.43 Central Stationers Office Supplies 2207 484.35 Barrie D. Coate Arborist Report on Eucalyptus Trees 2208 81 .80 Sheryl Marioni Cochran Private Vehicle Expense 2209 375.86 Cam Systems Telephone Service 2210 306.34 Patrick Congdon Reimburements--Conference and Training Expenses 2211 110.89 Crest Copies, Inc. Bluelines and Photocopying 2212 208.30 Alice Cummings Reimbursement--Film 2213 1 ,320.00 Daily Pacific Builder Advertisement 2214 3750.00 Dana Property Analysis Appraisal Services 2215 1 ,982.99 Design Concepts Design and Production--20th.Anniversary, Maps, Hikes and Newsletter 2216 265.00 Earth Systems Consultants Consulting Services--Weeks Driveway 2217 27.40 East Palo Alto Water District Water Service 2218 48.48 EMED Company, Inc. Medical Supplies 2219 794.00 Forestry Suppliers, Inc. Field Supplies 2220 266.62 Foster Bros.Security Systems, lnc. Locks and Keys 2221 500.00 Fuji Bank Drawing Fee--1988 Notes 2222 587.32 Garcia Well & Pump ", Water Systems Pump Repair 2223 212.98 Goodco Press, Inc. Printing 2224 10.50 Graphistat, Inc. Artwork 2225 539.89 Herbert Grench Reimbursement--Conference Expense 2226 547.63 Mary Hale Reimbursement--Conference Expense 2227 151 .49 Home Depot Field Supplies 2228 124.40 image Technology Artwork Enlargement 2229 4,545.00 Frank Isidoro Grading--Fremont Older 2230 280.00 J & J Water Trucks Water Service *Emergency check issued on March 12, 1992. Claims No. 92-06 Meeting 92-07 Date: Mar. 25, 1992 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT # Amount Name Description -------------------------------------------------------------------------------------------------------- 2232 122.26 Keeble & Shuchat Photography Projector Bulbs and Film 2233 504.76 Konica Business Machines Maintenance Agreement 2234 2,040.20 Langley Hill Quarry Base Rock 2235 238.15 Judy Law Reimbursement---Computer Software 2236 280.42 Lee & Associates Rescue Equipment Safety Equipment 2237 750.00 Levinson Associates Consulting Fees--Training 2238 200.00 Los Altos Garbage Dumpster Rental 2239 100.00 Magnussen GMC Vehicle Repair 2240 332.46 Lauren McGuire Reimbursement--Conference Expenses 2241 672.00 Meyers, Nave, Riback & Silver Legal Fees 2242 744.42 Milstone Geotechnical Geotechnical Services 2243 815,62 Minton's Lumber & Supply Field Supplies 2244 1 ,033.54 Miracle Auto Painting & Body Work Vehicle Repairs 2245 5,000.00 Moody's Investors Service Annual Maintenance Fee--1988 Notes 2246 675.00 New Age Communications, Inc. Building Renovation--Distel Circle 2247 27.79 Northern Energy Propane Fuel 2248 163.40 Stanley Norton Reimbursement--February Expenses 2249 637.59 Office Club Office Supplies 2250 1 ,562.50 Orchard Supply Hardware Field Supplies and Equipment 2251 65.43 Pacific Bell Telephone Service 2252 299.261 Page & Turnbull, Inc. Architectural Services--Pichetti 2253 70. 11 Loro Paterson Reimbursement--Field Supplies 2254 2,000.00 Postage by Phone Postage 2255 162.00 PRAC Workshop Registration--T.Lausten & T.Karnofel 2256 300.07 Rabbit Copiers Equipment 2257 1,565.32 Rich's Tire Service Tires 2258 3, 118.38 Roy's Repair Service Vehicle Maintenance and Repairs 2259 24.78 Steven Salveter Reimbursement--Volunteer Refreshments 2260 1 ,700,00 Sandis & Associates Topographic Survey--Windy Hill 2261 200.00 San Francisco IABC Mailing List 2262 686.49 David Sanguinetti Reimbursement--Conference Expense 2261 2,335.00 County of San Mateo Permit Fees 2262 45,108.50 County of Santa Clara Property Tax Administration Fee 2263 3,000.00 Seafirst Bank Note Paying Agent--1988 Notes 2264 333.31 Sears Field Equipment 2265 59.94 Shell Oil Company Fuel 2266 1,651.47 John Shelton, Inc. Culverts 2267 471.52 Signs of the Times Signs 2268 1 ,250.00 George Sipel Associates Consulting Services 2269 10,532.71 The Steinberg Group Architectural Services--Distel Circle 2270 247.51 Summit Uniforms Uniform Expense 2271 1 ,150.16 Teater & Etc. Site Map for Signs--Russian Ridge 2272 41 .11 University Art Center Drafting Supplies 2273 50.00 USRentals Equipment Rental 2274 363.75 Valley Title Company Title Report and Policy 2275 25.44 Value Business Products Office Supplies 2276 68,70 WearGuard Uniform Expense 2277 39.00 WordPerfect Subscription 2278 1,607.53 The Workingman's Emporium Uniform Expense 2279 339.34 Yardbird Equipment Company Field Equipment and Repairs **Emergency checks Issued on March 19, 1992. Report 92-37 Page 6 3 . OPERATIONS MAINTENANCE AND VOLUNTEER PROGRAM 91-92 91-92 92-93 Adopted Projected Proposed Budget Expenses Budget Salaries & Benefits $1,271,000 $1,256,760 $1,476,200 ' Services & Supplies $ 441,475 $ 426,415 $ 566,050 ' Fixed Assets $ 191,050 $ 179,340 $ 153,300 Total $1,903,525 $1,862,515 $2,200,550 ' The proposed 1992-1993 budget for the Operations, Maintenance, and Volunteer Program is $2,200, 550. As in past years, the salaries and benefits category has grown substantially, accounting for, at this time, a $219, 440 increase over projected salary and benefit expenses for 1991-1992 . The 1992-1993 proposed salary and benefits figure of $1,476, 200 includes all the positions approved by the Board as part of the staffing reorganization plan, including an equipment mechanic-operator, and the conversion of the docent coordinator position to full time. In addition, the proposed 1992- 1993 salary and benefits category includes funding beginning in January, 1993 for the conversion of two open space technician positions to lead open space technicians and one additional ranger position. The six-point (6. 2%) cost-of-living adjustment provided for the District rangers, open space technicians, and equipment mechanic-operator in the memorandum of agreement with Local 715 is included in this total. As in recent years, salaries and benefits have been under budgeted by $40, 000 to reflect staff turnover and unanticipated vacant positions. Services and supplies are budgeted at $566, 050, 33% more than the projected 1991-1992 expenditures of $426, 415. Major maintenance and repair projects account for most of the increase and include the following projects: Loma Almaden Road - asphalt road repair $45, 000 Rancho San Antonio Open Space Preserve - tree trimming and removal $30 000 Skyline Ridge Open Space Preserve - parking lot resurfacing $20, 000 Since insurance premiums are significantly lower than initially estimated during budget preparation, the $143 , 600 budgeted for vehicle, property, and general liability coverage will be adjusted when the revised budget is returned to the Board for consideration. Revised 2/27/92 1992-1993 OPEN SPA CE MANAGEMENT BUDGET FIVE YEAR CAPITAL EQ UIPMENT SCHEDULE (Major Items over $10, 000) 1992-1993 1993-1994 1994-1995 1995-1996 1996-1997 Patrol Vehicles ($20, 000 ea. ) a) Replacement (1) $17 , 000 (2) $40, 000 (3) $60, 000 (2) $40, 000 (1) $20, 000 b) New (1) $16, 000 (1) $20, 000 (1) $20, 000 Other Vehicles $20, 000 Crew Cab Truck Heavy Equipment $16, 000 $50, 000 $25, 000 $60, 000 $70, 000 Transport Backhoe Trail Toilet pump Bulldozer Trailer Machine truck $30, 000 Skiploader Radio or Other $28, 000 Equipment Repeaters and Base Station TOTALS $107, 000 $1001000 $105, 000 $100, 000 $110, 000 PAR 161992 LOS GATOS CHAMBER of COMMERCE P.O.Box#1820 50 University Ave. Los Gatos,CA 95031 tj March 9, 1992 (408)354-9300 YJ I RESPONSE ACTION PROPOSED BY STAFF Board President Acknowledge/Respond Director —Acknowledge/Respond Staff Acknowledge/Respond Draft Response Attached Staff to be Directed to Prepare Draft Response for Board Consideration per Board of Directors Board Directive(s) Mid Peninsula Open Space District 201 San Antonio circle, Suite C-135 No Response Necessary Mountain View, CA 94040 Subject: Town of Los Gatos Redevelopment Project Dear Honorable Board of Directors : The Board of Directors of the Los Gatos Chamber of Commerce has unanimously voted to ask you as directors of the Midpeninsula Open Space District (District ) to reconsider your suit to halt progression of the proposed Los Gatos Redevelopment Agency. As one of the communities most impacted by the 1989 Loma Prieta .Earthquake, the Town is struggling with both rebuilding its infrastructure and with loss of revenue associated with down time for businesses ranging from weeks to months . This on top of the current recession has put the Town in a position of needing a redevelopment project to get the community moving again . The Town of Los Gatos has been extremely supportive of the goals and programs of the District and now is asking that the District return the favor . Town Manager David Knapp has stated in a letter to Mr . Grench dated Oct . 9, 1991 that the Town would make a "good faith effort" to return to "pre earthquake funding for the District" beginning in 1996 . The manager estimated the value of contributions to the District to be in excess of $2, 800, 000 above taxes, while the financial impact of the Redevelopment project to the District would be around $450, 000 . The fact that the District did not file its suit on the basis of "fisca l detriment" but rather on a challenge to the condition of "plight" is particularly punitive and difficult to understand . This of course brings- the entire project to a halt and evidences a total lack of understanding of the T(Dwn ' s plight . The Board of Directors of the Chamber is also concerned about the use of public monies to sue a public agency. LOS GATOS CHAMBER of COMMERCE P.O.Box#1820 50 University Ave. Los Gatos,CA 95031 (408)354-9300 The Chamber board considers the work of the Open Space District very important . However to jeopardize the revitalization of our community at this important point in time, violates the long range health of our community and it would seem the District as well . The Chamber Board asks that you reconsider your action and work to arrive at an agreement with our Town representatives that will keep both the District and the Town on a positive course . Best regards, Carol Musser Chamber president Open Space 1 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Carol Musser Los Gatos Chamber of Commerce P.O. Box 1820 50 University Avenue Los Gatos, CA 95031 Dear Ms. Musser: Thank you for your March 9, 1992 letter regarding the proposed Los Gatos redevelopment project. The District's Board of Directors reviewed your comments at our Regular Meeting last night. We understand your concerns about the potential impact our lawsuit may have on the redevelopment plans. The District has had an excellent relationship with the town in the past, and we hope to continue working together in the future. However, some aspects of the town's redevelopment proposal create financial difficulties for the District. It is our intention to work out a satisfactory solution for both the District and the Town of Los Gatos. Because this matter is in litigation, we cannot discuss it any further, other than to say that we hope it will be quickly and amicably resolved. Sincerely, Bob McKibbin, President Board of Directors cc: Board of Directors 201 San Antonio Circle,Suite C-135 • Mountain View,California 94040 • Phone:(415)949-5500 • FAX:(415)949-5679 General Manager:HerbertGrench Board ofDirectors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop MIDPENINSULA REGIONAL OPEN SPACE DISTRICT POSITION ON THE CENTRAL LOS GATOS REDEVELOPMENT PROJECT The Midpeninsula Regional Open Space District has initiated a legal challenge of the Central Los Gatos Redevelopment project based upon the District' s dire need to conserve existing tax revenue to complete its voter-mandated mission of acquiring an urban greenbelt of open space lands in the San Francisco midpeninsula area from the City of San Carlos to the Town of Los Gatos, and beyond. The Board of Directors of the District has considered this action very carefully, and although the District has enjoyed a friendly and cooperative relationship with the Town of Los Gatos and hopes to continue that excellent relationship into the future, the District must now attempt to preserve its rights to portions of tax revenues generated within the redevelopment area for the following reasons: 1. The Central Los Gatos Redevelopment project has artificially and unnecessarily designated certain areas of the Town of Los Gatos as subject to urban "blight" , for the sole purpose of obtaining public funding for an otherwise ineligible redevelopment effort. Los Gatos is one of the most affluent communities within the District. It nevertheless seeks to fund this strictly local redevelopment at the expense of other District communities, and further, to prevent the District from enjoying its legislated open-space acquisition revenues. 2 . Property Tax is the only secure source of revenue for the District, whereas cities, such as the Town of Los Gatos, have various additional sources of revenue, including a share of the very lucrative sales tax. Redevelopment agencies are funded entirely from anticipated increases in property tax revenue that would normally accrue to all taxing agencies within the project area, such as the District. 3 . Erosion of property tax income is a continuous problem for the District. Most recently, legislation allowed counties to charge other taxing agencies for property tax collection. This year alone it will cost the District approximately $150, 000 for these services. 4 . The District constituency includes more than 550, 000 individuals, whereas the population of the Town of Los Gatos is approximately 27, 400 (4 .90) . The Board of Directors, as the elected representatives of the entire District, must make prudent financial decisions based upon the open space needs of the region. The loss of revenues from tax increment financing for any redevelopment project within the District boundary reduces the effectiveness of the open space acquisition program within the entire District, and must be critically analyzed from that prospective. 5. The District has spent more property tax dollars in Los Gatos than it has received by a factor of four. Since 1975, when the District first began acquiring open space land in the Los Gatos area, more than $18 million has been spent to acquire nearly 11, 000 acres, while the District has received an estimated $4 . 3 million in tax revenue from the area. Los Gatos has generously contributed over $1.7 million to cooperative acquisition projects in the Los Gatos Basin, but District land expenditures still exceed revenues by a factor of three. From a regional perspective, any loss of tax revenue in the southern part of the District is therefore of serious concern to the Board of Directors. 6 . Redevelopment agencies have significantly reduced District property tax income. Since the Districts formulation, nine redevelopment projects (Mountain View, Sunnyvale, East Palo Alto [2] , Menlo Park, Redwood City (2] , San Carlos and now Los Gatos) have been implemented or initiated with a current annual loss of tax revenue to the District of hundreds of thousands of dollars. Because the tax income is frozen in redevelopment areas, the total loss will become an increasingly greater percentage of otherwise anticipated District revenues. 7 . Los Gatos is the only agency in recent years that has not been willing to negotiate a pass-through agreement with the District. The District has successfully negotiated pass- through agreements with Redwood City, Menlo Park and East Palo Alto (all with easily demonstrated areas of blight) . Los Gatos has settled with all of the agencies within the proposed Central Los Gatos Redevelopment area except the District. These settlements included a 72% pass-through agreement with the County of Santa Clara. 8 . The District was forced to initiate this lawsuit to protect its legitimate rights to tax revenues, and especially to challenge the fictional designation of "blight" , ass the vehicle to obtain a significant financial resource. The potential loss of these revenues is a matter of serious concern to the District and its constituents. The District and the Town of Los Gatos continued through March to negotiate the impasse, and there is reason to believe that a resolution may be reached ar short of litigation. It is with regret that the District is pursing this litigation, especially in light of the tremendous cooperation between the Town and the District over the years. It is the sincere desire of the Board of Directors of Midpeninsula Regional Open Space District to resolve this matter through meaningful compromise and to negotiate a mutually agreeable written settlement. Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-92-38 Meeting 92-7 March 25, 1992 AGENDA ITEM Acceptance of Insurance Coverage for 1992-1993 GENERAL MANAGER ' S RECOMMENDATION Accept the package (property and general liability) , auto, umbrella liability, public entity difference-in-conditions , volunteer accident , and fidelity bond insurance coverage bid totalling $134 , 030 from Flinn, Gray & Herterich based on the quotations shown on Exhibit A from CIGNA, American Surplus, Insurance Company of North America (INA) , and Chubb for the period of April 1 , 1992 through March 31 , 1993 . Discussion: Flinn, Gray & Herterich of Palo Alto, the District ' s insurance broker, has submitted the attached bid package totaling $134 , 030 . This total is $18 , 499 or 12% below the District ' s 1991-1992 insurance premiums that totalled $152 , 529 . The major reasons for the reduction in premiums is the drop in the premium for District ' s $5-million limit umbrella liability coverage due to general liability and reinsurance rate being down in the current "soft" insurance market . The coverage period is April 1 , 1992 through March 31 , 1993 . The bid information is: 1) Package (Property and General Liability) and Auto: CIGNA has bid $100, 476, a 5. 5% increase over the 1991-1992 premium of $95, 230 . Fiscal year 1991-1992 actuals compare with proposed premiums as follows : 1991-1992 Actual 1992-1993 Proposed Property $ 15, 135 $ 14 , 040 General Liability $ 36 , 587 $ 41 , 232 Auto $ 43, 508 $ 45, 204 TOTAL $ 95, 230 $ 100, 476 2) Umbrella Liability Coverage: CIGNA has quoted $13 , 452 for the District ' s $5 million-limit umbrella liability coverage. This compares to the 1991-1992 premium of $36 , 069 . 3) Public Entities Difference-in-Conditions Coverage: American Surplus Insurance Company has bid $14 , 422. The bid is a 9% decrease from the 1991-1992 premium of $15, 867 . 201 San Antonio Circle,Suite C-135 • Mountain View,California 94040 - Phone:(415)949-5500 - FAX:(415)949-5679 General Manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop Report 92-38 Page 2 4) Volunteer Accident Coverage: INA (Insurance Company of North America) has bid $250 , the same premium as previous years . 5) Fidelity Bond Coverage: Chubb's premium bid is $5, 430 , a 6. 2% increase over the 1991-1992 premium of $5, 113 . The above bids are the only ones that Flinn, Gray & Herterich could secure for the District . The following carriers declined to bid on any part of the District ' s insurance package: Fireman ' s Fund, General Accident, Great American, Maryland Casualty, Scottsdale, and Atlantic Mutual . Prepared by: Jean H. Fiddes , Administrative Services Manager Contact person: Same as above Report 92-38 Page 3 EXHIBIT A INSURANCE COVERAGE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 1992-1993 COVERAGE COMPANY BID QUOTATION Package (Property and General Liability) and Auto CIGNA $ 100 , 476 Umbrella Liability CIGNA $ 13 , 452 Public Entity Difference- American Surplus $ 14 , 422 In-Conditions Insurance Company Volunteer Accident Policy Insurance Company of $ 250 North America (INA) Fidelity Bond Chubb Insurance Company $ 5, 430 Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-92-37 Meeting 92-7 March 25, 1992 AGENDA ITEM Adoption of the Budget for Fiscal Year 1992-1993 GENERAL MANAGER'S RECOMMENDATIONS 1. Adopt the attached resolution approving the budget for fiscal year 1992-1993. 2 . Direct staff to return to the Board in the second quarter of fiscal year 1992-1993 with a revised budget reflecting salary and benefit adjustments approved for your Board appointees, salary and benefit adjustments for your non-represented general manager appointees based on the classification, salary, and fringe benefit study currently being conducted by Ralph Andersen & Associates, staffing recommendations for the public affairs program, and other appropriate adjustments. Overview: The following three pie charts illustrate sources of District funding and the expenditure allocations among the four major programs. The expenditure pie chart with debt service excluded is a better indication of use of discretionary funds than the pie chart with debt service included. However, the source of most of the acquisition money is the proposed 1992 promissory note issue. All expenses (excluding cost of land) total $11.8 million. This total can be compared with projected property tax income of $9. 8 million. Miscellaneous income accounts for the remainder. Looked at this way, there would be nothing from property tax income for land purchases. Discussion: This report presents for your approval the April 1, 1992 through March 31, 1993 fiscal year budget. At your November 13 , 1991 meeting, you approved use of a simplified process for preparation of the 1992-1993 fiscal year budget. At that same meeting, you agreed to continue the current Action Plan through the 1992-1993 fiscal year, with additional projects or project changes being reflected in the budget. The simplified budget process was recommended to streamline the budget process for the 1992-1993 fiscal year, as well as to permit staff to focus on other major projects, including finalizing the Strategic Plan for the Nineties and the staffing reorganization plan and implementing the organizational improvement program. The simplification process for preparing the budget included using the current budget as a base, making modifications for major items as necessary, and using appropriate growth-usage factors in certain 201 San Antonio Circle,Suite C-1 35 ° Mountain View,California 94040 - Phone:(415)949-5500 ° FAX:(415)949-5679 General Manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop Report 92-37 Page 2 budget categories. As stated at your November 13 meeting, a two- year budget process is envisioned beginning in fiscal year 1993- 1994 . As noted in the recommendations above, staff will return in the second quarter of the new fiscal year with a revised budget. At this time, the revisions are envisioned to include: 1) Salary and benefit adjustments for your Board appointees; 2) Salary and benefit adjustments for your non-represented general manager appointees based on the classification, salary, and fringe benefit study currently in progress and anticipated to be completed in mid-April; 3) Funding for staffing recommendations for the public affairs program; and 4) Other appropriate adjustments such as funds budgeted for the District's insurance coverage. Using the somewhat simplified budget preparation process described above, staff determined projected expenditures for 1992-1993 for the District's various projects and programs. The Budget Committee, composed of Directors Babbitt (Treasurer and Chair) , Duffy, and Henshaw, with Director McKibbin serving as an alternate at the March 10 meeting, reviewed the proposed budget on a program basis during a series of open, publicly noticed Budget Committee meetings. Their review included studying the proposed budgets by project expense groupings, as well as major projects and activities, and reviewing 1991-1992 projected expenditures. The Budget Committee members received for their review detailed sub- account printouts for all the line items included in the proposed budgets. The attached exhibit A entitled Summary Comparison of 1992-1993 Budget With 1991-1992 Budget and Protected Expenditures summarizes various budget figures for the major categories of salaries and benefits, services and supplies, fixed assets, and debt service. The controller met with the Budget Committee on March 10 to discuss current budget versus expenditures, projected revenues, cash flow, and debt service. He will be reporting to you on these items at your March 25 meeting. His controller' s report on the proposed budget accompanies this report, as does your Budget Committee's report. The following discussion section on the proposed 1992-1993 budget is present by program to facilitate your review. EXPENDITURE ALLOCATION FOR 1992-1993 DEBT SERVICE INCLUDED SITE PLANNING & OPERATIONS (11.0%) DEBT SERVICE (22.5%) SITE DEVELOPMENT (3.9%) COMMUNICATIONS (1.3%) GENERAL MANAGEMENT (3.0%) OFFICE IMPROVEMENT (3.0%) ACQUISITION EXPENSES (2.7%) LAND PURCHASES (52.7%) EXPENDITURE ALLOCATION FOR 1992-1993 DEBT SERVICE EXCLUDED SITE PLANNING & OPERATIONS (14.1%) SITE DEVELOPMENT (5.1%) COMMUNICATIONS (1.6%) GENERAL MANAGEMENT (3.9%) OFFICE IMPROVEMENT (3.9%) ACQUISITION EXPENSES (3.4%) LAND PURCHASES (68.0%) SOURCES OF FUNDS FOR 1992-1993 SALE OF LAND (11.3%) GRANTS (1.1%) INTEREST (2.5%) ENTERPRISE ACTIVITIES (1.7%) OTHER (1.2%) PROPERTY TAXES (38.2%) NOTES ISSUED (44.0%) S.JMVVI,RY COMPARISON OF 1992-199- )GET WITH 1991-1992 BUDGET AND Pr 'ECTED EXPENDITURES ( I91/92 Adopted Budget (91/92 Projected Expensesl92/93 Proposed Budget( (-----------------------------(------------------(---------------------(--------------------I (OPEN SPACE ACQUISITION (------------------------(------------------(-----------------------(---------------------I ISalaries and Benefits ( 220,500 ( 199,390 ( 284,700 1-------------------------I--------------------I------------------------(---------------------( IServices and Supplies I 177,575 I 158,519 ( 240,100 (--------------------------i--------------------I------------------------I-------------------=-( IFixed Assets I 14,711 ,300 I 7,088,855 I 14,122,300 I-----------------------------I------------------I-----------------------I--------------------( (Debt Service 1 4,940,721 ( 4,849,835 1 5,643,700 I ------------------------------I-----------------I--- ---------------I------------------I ( Total 1 20,050,096 ( 12,296,599 I 20,290,800 I (OPEN SPACE PLANNING i-----------------------------(-----------------I--- - - -------I-------------__--I ISalaries and Benefits ( 393,800 ( 323,160 ( 333,700 1 I---------------------------i-------------------I----------------------I-------------------I IServices and Supplies ( 130,615 ( 127,035 1 220,500 ( (-----------------------------I-------------------(------------------------i--------------------I IFixed Assets I 830,950 I 232,200 I 978,200 I ----------------------------I-------------------I------------------------I------------------I ( Total ( 1 ,355,365 ( 682,395 I 1 ,532,400 I (OPEN SPACE OPERATIONS I I ( I I----------------------------I------------------I----------------------I---------------- ISalaries and Benefits i 1 ,271 ,000 I 1 ,256,760 ( 1 ,476,200 I (---------------------------I-----------------(------------------------I------------------I IServices and Supplies ( 441 ,475 ( 426,415 I 566,050 I (-----------------------------I------------------(----------------------I-------------------I (Fixed Assets I 191 ,050 i 179,340 I 158,300 I (----------------------------- ------------------I-------------- -----(--------------------i i Total I 1 ,903,525 I 1 ,862,515 I 2,200,550 I COM4tNI CAT IONS ! I I l (---------------------------(--------------------I-------------------I--------------------I ISalaries and Benefits ( 102,700 I 97,980 ( 105,650 I I------------- --------I--------------------(-----------------------(---------------------I IServices and Supplies I 248,720 ( 179,390 I 214,400 I-- ------- ---i-------- -----I-------------------(-------------- - IFixed Assets I 59,000 I 0 I 01 ---------------------------I------------------I----------------- I------------------I Total I 410,420 I 277,370 I 320,050 (GENERAL MANAGEMENT AND ( I I I PROGRAM SUPPORT I-- ------- -------I---__---- ---I------------- -------I----------__ _----I ISalaries and Benefits ( 413,300 I 459,280 I 535,300 I I------ ----- ------i- -----------I-------------------i-----------------I IServices and Supplies I 215,065 ( 247,030 I 209,600 I I--------- -------------i------ -----I------ --- ----I--------------- I IFixed Assets ( 220,000 ( 2,000 I 10,000 I---------------------------I------------------I --- --- I--------___-- -I I Total I 848,365 I 708,310 i 754,900 -- - IALL PROGRAMS I I I I I-----------------------------I-- -------------I---------_-_------I----------------( ISalaries and Benefits I 2,401 ,300 I 2,336,570 ( 2,735,550 I--------------- ---------I-----------------I----------------------I--------- ----I IServices and Supplies I 1 ,213,450 ( 1 ,138,389 I 1 ,450,650 I I------------------------I----------------I------------ -------(------------------- IFixed Assets ( 16,012,300 I 7,502,395 ( 15,268,800 I---------- -------------i-----------------(-------------------I------------------I iDebt Service I 4,940,721 I 4,849,835 ( 5,643,700 I (-------------------------I----------------(----------------------I--------------------I Total I 24,567,771 I 15,827, 189 ( 25,098,700 I ATTACHMENT B DEBT SERVICE 92/93 SPACE PRESERVE Payable to Close of Escrow Original Note Rate% Term Remaining Principal Final Paym.Due Payable 90/91 Principal Interest Coal Creek Basich 07/01/82 49,892.00 8.0 10 years 2,494.60 07/02/92 2,569.44 2,494.60 74.84 El Corte de Madera Hosking 03/01/88 500,000.00 8.0 10 years 500,000.00 03/01/98 40,000.00 0.00 40,000.00 Fremont Older Harris 06/01/88 75,437.50 6.0 7 years 75,437.50 06/01/95 8,963.75 4,437.50 4,526.25 Foothills Aire 01/18/89 192,000.00 7.0 20 years 176,938.83 12/18/98 18,124.82 6,140.82 11,984.00 La Honda Creek Darling 08/16/85 141,000.00 7.0 10 years 56,400.00 08/16/95 18,048.00 14,100.00 3,948.00 Ner 10/17/86 500,000.00 7.0 10 years 500,000.00 10/17/96 35,000.00 0.00 35,000.00 DYer 10/17/86 300,000.00 7.0 10 years 150,000.00 10/17/96 40,500.00 30,000.00 10,500.00 941,000.00 706,400.00 93,548.00 44,100.00 49,448.00 Purisima Creek Redwoods ——----.Wilkins 04/20/84 1,700,000.00 11.0 10 years 510,000.00 04/20/94 566,100.00 510,000.00 56,100.00 Saratoga Gap Zabel 10/05/82 150,000.00 7.0 10 years 11,250.00 10/02/92 11,643.75 11,250.00 393.75 Sierra Azul Leverich 05/13/81 50,000.00 7.0 20 years 31,406.30 05/22/2001 4,651A0 2,533.61 2,118.19 Ertell 07/27/83 90,000.00 7.0 10 years 18,000.00 07/27/93 10,260.00 9,000.00 1,260.00 Jamison 03/28/86 95,200.00 7.0 10 years 46,158.17 05/28/96 13,264.44 10,361.62 2,902.82 Lazenby 08/31/88 100,000.00 6.0 20 years 91,345.52 08/31/2008 8,718.45 3,237.72 5,480.73 GBstronics 05/31/91 135,000.00 6.0 5 years 135,000.00 05/31/96 8,100.00 8,100.00 470,200.00 321,909.99 44,994.69 25,132.95 19,861.74 Skyline Bullis 05/02/86 600,000.00 7.0 10 years 270,000.00 05/02/96 77,850.00 60,000.00 17,850.00 TOTAL--PURCHASE CONTRACTS 4,678,529.50 2,574,430.92 863,794.45 663,555.87 200,238.58 Various Notes 1987 Note 04/01/87 21,200,000.00 5.445 10 years 8,908,146.00 03/01/97 1,970,392.95 1,501,784.00 468,608.95 1988 Note 02/01/88 12,500,000.00 20 years 12,500,000.00 02/01/2008 559,000.00 559,000.00 1990 Note 09/01/90 15,000,000.00 20 years 15,000,000.00 09/01/2010 1,087,853.00 1,087,853.00 1990 COP 09/01/90 10,000,000.00 20 years 10,000,000.00 09/01/2020 787,655.00 40,000.00 747,655.00 1992 Note 1992 375,000.00 375,000.00 JBTOTAL-NOTES 58,700,000.00 46,408,146.00 4,779,900.95 1,541,784.00 3,238,116.95 )TALS 63,378,529.50 48,982,576.92 5,643,695.40 2,205,339.87 3,438,355.53 Report 92-37 Page 3 OPEN SPACE ACQUISITION, PLANNING, AND OPERATIONS PROGRAM 1. ACQUISITION PROGRAM The program's emphasis during 1992-1993 is to focus efforts on the highest priority projects. The proposed Jacque's Ridge acquisition is the only uncompleted grant-funded acquisition project. Funds available for new land purchases are budgeted at $5.9 million. of this, $2 .5 million is to come from the planned sale of the developable surplus 70-acre area acquired as part of the Teague Hill Open Space Preserve purchase. The sale of a life interest in the former Smith House on Russian Ridge Open Space Preserve is expected to contribute a minimum of $400, 000. During the 1991-1992 fiscal year, the District will have committed approximately $14 . 3 million for new land purchases, including $7.3 million remaining to be paid for the Vidovich property by December 31, 1992 . This $7.3 million is included in the 1992-1993 budget in the previous land commitments category. The District, however, continues to count on the formation of a benefit assessment district in the adjacent urban area to raise $1 million toward this very expensive acquisition project. There is a 20% increase in the proposed 1992-1993 budget compared with the 1991-1992 budget for fixed asset expenses directly related to land acquisition, such as appraisals, site engineering, escrow fees, title insurance, and legal fees. This increase results primarily from expenditure experience in the areas of appraisals and legal fees relating to acquisition activity during 1991-1992, plus current litigation matters that will continue into and possibly through 1992-1993 . The open space acquisition budget includes $5. 6 million in debt service for principal repayment and interest on the District's land contracts and note issues. Debt service accounts for 28% of the overall acquisition budget. Note paying-agent fees for 1992-1993 are projected at $30, 000. Proposed 1992-1993 expenditures for the program, excluding funds budgeted for land purchases, capitalized expenses related directly to land acquisitions, debt service, and the enterprise subprogram total $419, 900 which includes $55, 000 as an anticipated expenditure to initiate the proposed Vidovich property assessment district. Salaries and benefits for the program's four regular staff members, plus the new administrative analysis position for planning and assistant general manager functions, represent 68% of this total. The enterprise subprogram's proposed budget divides into two major areas: 1) on-going, regular enterprise activities, and 2) expenditures related to the office building at 330 Distel Circle. The subprogram's budget for on-going, regular enterprise Report 92-37 Page 4 activities is $59, 900, which includes expenses for only one major project. The project is repair of the water system at Skyline Ridge Open Space Preserve, and the enterprise subprogram's share of the $60,000 total cost for this project is $20, 000. Remaining estimated costs included in the 1992-1993 budget related to remodeling and occupying the 330 Distel office building are $753 , 300. Operating expenses for the building are projected at this time at $75, 000 and will be handled in a separate facilities account within the enterprise subprogram which will manage the office building. In 1991-1992 , net income from the District's enterprise properties increased over 1990-1991 income by 12%, primarily due to two new leases, the former Landre and Mud Company properties along Slate Creek. Net income for the 1992-1993 fiscal year is projected to increase by 9%. 2 . PLANNING, DESIGN, AND DEVELOPMENT PROGRAM The proposed budget for the Planning, Design, and Development Program is $1, 532 ,400. This represents 13% increase over the adopted budget for fiscal year 1991-1992 . While proposed salaries and benefits decrease in 1992-1993 , there are significant increases reflected in fixed assets and services and supplies for the program. Estimated expenses for the current fiscal year indicate an under-expenditure of nearly $673, 000. Reasons for the under- expenditure include loss of staff resources during the year, redirecting staff efforts to organizational improvements, difficulties in contract negotiations, and delays in obtaining permits. In addition, $135, 000 was included in this program budget for a portion of the building improvements at 330 Distel Circle. 91-92 91-92 92-93 Adopted Projected Proposed Budget Expenses Budget > $25,r000 Salaries & Benefits $393,800 $323,160 $333,700 Services & Supplies $130,615 $127,035 $220,500 $168,100,> Fixed Assets $830,950 $232,200 $978,200 Total Planning $1,355,365 $682,395 $1,532,400 $9,5 1 9,600 Capital improvement projects over $25,000 included in 92/93 proposed budget The estimated decrease in salaries and benefits in 1992-1993 is largely due to the staffing reorganization plan. Three positions previously budgeted in this program have been eliminated or modified. The land manager position has been eliminated and the Report 92-37 Page 5 new planning manager is expected to be filled by the end of the first quarter of 1992-1993 . The administrative assistant is now budgeted for in the acquisition program as opposed to this program. Funding for a half-time planning secretary is included in place of the full-time land management secretary. Added positions include two planning technicians, one of which is expected to be filled April 1 and the other later in the first quarter of the new fiscal year. The new planning technician positions have eliminated the need for a half-time temporary graphics technician. The $978, 000 fixed assets budget includes capital improvement projects totalling $973, 000. The largest portion of this proposed budget is related to major capital improvement projects outlined in Relative Site Emphasis Plan's five year capital improvement plan (see report R-92-26 dated February 19, 1992) . Major capital improvement projects are identified separately in the budget and are considered outside the adopted Open Space Management Budget Guidelines. Several major capital improvement projects proposed for this coming year are carried over from the last fiscal year. They include the Ridge Trail and water system at Skyline Ridge Open Space Preserve, ranger office at Rancho San Antonio Open Space Preserve, Weeks Road realignment at La Honda Creek, and barn restoration at the Picchetti Ranch Area. These were not completed last fiscal year due to planning and permit complications compounded by loss of staff resources. All of these projects are well underway, and many will be completed early in the coming year. In addition, new projects include dam repairs at Windy Hill and Skyline Ridge Open Space Preserves, new trails at Monte Bello, Pulgas Ridge, Russian Ridge and Long Ridge Open Space Preserves and various demolition projects. The services and supplies budget is projected to increase due to consulting services associated with the major capital improvement projects. These consulting services are directly related to planning, design, and construction management of the projects outlined in above in fixed assets section, as well as planning for future construction projects such as the ranger office at Skyline Ridge Open Space Preserve and parking expansion at Fremont Older Open Space Preserve. Funding for graphic design consultants has been increased to provide for improved signing on three preserves. Report 92-37 Page 7 Fixed assets for the proposed 1992-1993 budget show a reduction from last year's adopted budget that may be misleading. The 1991- 1992 budget included operations ' $35, 000 contribution to the new office improvements. The proposed budget does not include any funding for the new office as this amount is budgeted in the enterprise program. Equipment and vehicle purchases were generally made on schedule this past year, with the exception of the radio repeater equipment. To provide for the purchase of the radio repeater equipment, $14, 000 is being carried forward. The revised five-year capital equipment schedule (items over $10, 000) is attached. All equipment and vehicles listed are funded for purchase in the proposed fiscal year 1992-1993 budget. Comparison of Proposed 1992-1993 Planning and operations Budget on Revised Open Space Management Budget Policies You adopted the revised Open Space Management Budget guidelines (see next page) in March 1991 as part of the 1991-1992 budget approval process. The simplified guidelines provide for the basic net open space management (planning and operations) budget to grow above the 1990-1991 base net budget, as needed, at the rate the District's property tax income grows. In the fall of 1991, the 1991 Budget Committee discussed the revised budget guidelines and the feasibility of converting to a two year budget. That Budget committee, composed of Directors McKibbin, Babbitt, and Duffy, and the 1992 Budget Committee both recognized that the current open space management guidelines would be difficult to adhere to this year given the number of staffing changes that appeared likely in the reorganization plan. Both committees agreed that the 1992-1993 proposed budget should be prepared without adherence to the open space management budget guidelines with the understanding that staff would then determine how the proposed budget compared to the guideline. Application of the budget guidelines illustrates the significant increase in open space management costs for the coming fiscal year. Staff used the controller's 6. 5% property tax growth figures for calculating the net base 1992-1993 budget. 1990-1991 Basic Net Budget $ 2 , 234 , 815 Net Base 1992-1993 Budget Per Guideline $ 2 , 534 ,783 (Maximum budget within guidelines) Proposed 1992-1993 Gross Budget $ 3 , 732 , 950 Less Capital Improvement Projects - $ 959 , 600 Net Base 1992-1993 Budget $ 2 , 773 , 350 The 1992-1993 net base budget for operations and planning combined REVISED OPEN SPACE MANAGEMENT BUDGET POLICIES . A. Purpose of Policies _ The following budget policies outline guidelines and priorities in preparing the annual budget allocation for the District's Open Space Management program. They are guided by the District's Basic Policy. I order to complete the greenbelt,adequate funds must continue to go toward land acquisition. Open Space Management and other programs must be kept in appropriate scope with funding scaled to achieve overall District Goals. B. Priority Guidelines for Open Space Management Budget Allocation 1. First priority in allocating Open Space Management budget shall be given to providing responsible public stewardship of District lands, including patrol, maintenance, necessary field support facilities, visitor safety, basic information to promote responsible public use and enjoyment of the lands, resource restoration and protection, associated site planning, and Open Space Acquisition support. 2. Second priority shall be given to development of basic visitor improvements, in accordance with Site Emphasis Policy,to make preserve areas usable by the general public, including access points, parking, signing, and primary trail systems, and to visitor education and participation via volunteer programs. 3. Third priority shall be given to development,in accordance with Site Emphasis Policy, of extended visitor improvements beyond those which are basic to making the site usable, including, for example, interpretive, picnic, and camping facilities. C. Open Space Management Budget Guideline Funds will be allocated so thatthe basic net Open Space Management budgetwill grow above the 1990-1991 basic net budget, as needed, at the rate the District's property tax income (including subventions)grows. Basic Net Budget=Total Budget Minus Costs of Major Capital Improvements and Minus Outside Funding (for Other Than Major Capital Improvements) Such as Gifts, Grants, and Sales of Surplus Equipment D. Implementation Guidelines 1 . A five year capital improvement program for projects$2 5,000 and over will be adopted and then reviewed and extended annually. The capital improvement program includes basic and extended visitor improvements and field support facilities. 2. Federal,state,and private grantswill be aggressively sought for all planned programs and improvements. Other potential grants will be sought on a case by case basis. Planning may continue while grants are being sought. 3. Extended visitor improvements, including the cost of contractual services for design and for construction oversight,will be provided to the extent that they can be funded by grants, and can be implemented and then managed by staff without seriously impacting higher priority tasks. Adopted by the Board of Directors September 14, 1988 Amended March 27, 1991 Report 92-37 Page 8 exceeds the guideline by $238, 567. The actual percentage growth in the proposed budget is 16. 1%, or 9.4% percent over the guideline. 4 . COMMUNICATIONS PROGRAM The budget for 1992-1993 continues the emphasis on the production of public information materials such as the new series of guides and maps for the preserves, the Open Space Newsletter, Open Space Magazine, and an updated edition of the Visitor's Guide. The publications budget totals $120, 000 for these items: Visitor's Guide $ 25, 000 Site Brochures, Maps 32 , 000 Trail Courtesy Brochure 4,000 Open Space Magazine 36, 000 Open Space Newsletter 18, 000 Master Plan 5, 000 $ 120, 000 Special projects are another major category of expenditures, totalling $44, 500. Included are public events for the opening of Skyline Ridge Open Space Preserve and for the District's 20th Anniversary. Funding for the printing of the District's business materials such as letterheads, envelopes, forms, and other essential needs are included in this category. 20th Anniversary $ 20, 000 Business Printing 18,500 Displays 2,000 Public Events (Skyline) 4 , 000 $ 44,500 The program's total proposed budget is $320,050. Salaries and benefits allocated for the department total $105, 650. ongoing expenses to provide public information services, media services, and legislative consulting services, total $214 , 400. However, because of the salary and classification study in progress, possible expansion of 20th anniversary programs, and the yet to be determined staffing needs in the program, the total budget is expected to increase when staffing and program needs have been approved by the Board. 5. GENERAL MANAGEMENT AND PROGRAM SUPPORT Totaling $754, 900, the proposed 1992-1993 budget for general management and program support breaks down as follows: Salaries and Benefits $ 535, 300 (71%) Services and Supplies $ 209, 600 (28%) Fixed Assets $ 10, 000 ( 1%) Report 92-37 Page 9 The salaries and benefits category in this program includes your Board appointees ' salaries and benefits, currently budgeted at $203,500. In this same budget category, $33, 000 is designated for Directors' compensation and $22 ,400 for potential salary incentive awards for general manager appointees. In the services and supplies category, $40, 000 is budgeted for the District's 1992 election expenses for Wards 3,4, and 7; $20, 000 for special legal fees related to personnel matters and labor relations-negotiations; and $10, 000 for the classification, salary, and fringe benefits study currently in progress for the District's non-represented positions. The proposed budget also includes $5, 400 for the Board's staff, docent, and volunteer recognition activities and $600 for staff activities or events to be held during the year and administered by a staff activity committee. As an umbrella program for District services, general management's budget also includes funding for items such as postage ($15, 000) , duplicating-printing ($12, 500) , insurance ($22 , 000) , auditor ($9, 500) , and supplies ($9, 300) . Also, $19, 600 is included in the budget for two months office space rental at the old Mill Office Center. 6. SALARY INCENTIVE AWARDS The Board's policies for use of salary incentive awards, adopted June 22, 1983, state: The Board's Budget Committee will audit the incentive award program for compliance with the policies herein, will approve budget for the program on behalf of the Board, but will not be involved in approving incentive amounts for specific general manager appointees. From time to time, the Budget Committee may recommend increases or decreases in the amount of incentive funds available to be used by the general manager. The Budget Committee received the salary incentive program at their February 27 meeting. Discussion included the number of general manager appointees who might be eligible for salary incentive awards during the coming fiscal year and the estimated cost of the program. A total of $22 , 400 has been included for these possible awards. Discussion also centered on completing the staff review of the program and the potential of changing all or part of the program. The staff review will also include the possibilities of different kinds of incentives. If the program criteria are changed or broadened during the fiscal year, additional funds will be Report 92-37 Page 10 required. Prepared by: Herb Grench, General Manager Craig Britton, Assistant General Manager/Land Acquisition Manager Jean Fiddes, Administrative services Manager Mary Hale, Public Communications Coordinator John Escobar, Operations Supervisor Del Woods, Principal Open Space Planner Contact person: Herb Grench, General Manager MIDPENINSULA REGIONAL OPEN SPACE DISTRICT (a) PRELIMINARY BUDGET BY PROGRAM 1992-1993 (Dollars) (---------------------------------------------------------------------------------------------------------------------------------I I Acquisition I Planning I Operations ICommunicationslGeneral Management) TOTALS I (Budget Category I Program I Program I Program I Program I& Program Support I (All Programs) I I---------------------------I----------------I----------------I----------------i--------------I------------------I----------------I (REVENUES I I ( I I I I I---------------------------I I I I I I ITax Revenue ( I I I I 9,765,000 I 9,765,000 I 1 I----------------I----------------I----------------I--------------I------------------I----------------I (Grant Income I 1 289,000 I ( ( I 289,000 I 1 I----------------I----------------I----------------I--------------I------------------I---------------- (Joint Projects, Gifts I 250,000 I I ( I I 250,000 I 1 I----------------I----------------I----------------I--------------I------------------I---------------- (Interest Income I I ( I I 630,000 I 630,000 I 1 1----------------I----------------I----------------I--------------I------------------I----------------I (Rental Income 1 440,000 ( i I I I 440,000 1 1----------------I----------------I----------------I--------------I------------------I---------------- (Sale of Surplus Property 1 2,900,000 I I I I I 2,900,000 I 1 1----------------I----------------I----------------I--------------I------------------I---------------- IOther Income I I 1 I 1 53,000 ( 53,000 I 1---------------------------I----------------I----------------I----------------I--------------I------------------I---------------- (TOTAL INCOME ( 3,590,000 I 289,000 I 0 ( 0 1 10,448,000 I 14,327,000 I I I I I I I I I I I I I 1 I I I INet Proceeds from ( I I I I I I I Debt Issue I 11,240,000 1 ( I I I 11,240,000 I 1---------------------------j----------------I----------------I----------------I--------------I------------------I---------------- (TOTAL INCOME I PLUS FINANCING I 14,830,000 ( 289,000 I 0 ( 0 I 10,448,000 I . 25,567,000 I---------------------------I----------------I----------------i----------------I--------------I------------------I----------------I I I I I I I I (INCREASE IN RESERVES I I I I I I 468,300 I I I I I I I ---------------------------I----------------I----------------I----------------I--------------I------------------I----------------I MIDPENINSULA REGIONAL OPEN SPACE DISTRICT (b) PRELIMINARY BUDGET BY PROGRAM 1992-1993 (Dollars) (--------------------------------------------------------------------------------------------------- ( I Acquisition ( Planning ( Operations lCommunicationslGeneral Management( TOTALS 18udget Category ( Program ( Program ( Program I Program I& Program Support ( (All Programs) (---------------------------1---------------- ----------------(----------------(--------------(------------------(----------------1 (EXPENDITURES I--------------------------- (Debt Service I--------------------------- (Interest ( 3,438,360 ( ( ( ( ( 3,438,360 1 (----------------(----------------(----------------(--------------(------------------(---------------- (Principal ( 2,205,340 ( ( ( ( 2,205,340 1---------------------------(----------------(----------------(----------------(--------------(------------------i---------------- ISUBTOTAL 1 5,643,700 1 1 ( ( 1 5,643,700 1---------------------------I----------------I----------------1----------------I--------------I------------------I---------------- 15alaries & Benefits I I ( 1 ( I 1 I---------------------------I I I I I I ISalaries I 1 1 1 1 1 1 I---------------------------I I I I I I I la) Gen.Mgr.Appointees 1 221,300 1 264,400 1 1,076,000 1 85,000 1 216,850 ( 1,863,550 l 1 1----------------I----------------I----------------I--------------I------------------I----------------1 lb) Salary Incentive Awards I I I 1 1 22,400 1 22,400 1 1 1----------------1----------------(----------------1--------------1------------------1----------------1 lc) General Manager 1 ( ( 1 1 91,300 1 91,300 1 1 1----------------1----------------1----------------1--------------1------------------1----------------1 ld) Legal Counsel 1 1 1 ( ( 66,200 1 66,200 1 1 1---------------- ----------------1----------------1--------------I------------------1----------------1 le) Controller 1 1 1 1 i 7,900 1 7,900 l 1---------------------------1----------------1----------------1----------------(--------------1------------------1----------------1 18enefits 1 1 I I I I---------------------------1 la) Gen.Mgr.Appointees 1 63,400 ( 69,300 ( 400,200 1 20,650 1 59,550 I 613,100 1 1---------------- ----------------1----------------1--------------l------------------1----------------1 lb) General Manager ( ( 1 1 1 33,100 1 33,100 1 1----------------1----------------1----------------1--------------1------------------ ----------------1 lc) Legal Counsel 1 I 1 1 I 5,000 1 5,000 1 1 1----------------1----------------1----------------1--------------1------------------ ---------------- IDirectors' Fees I 1 1 1 33,000 1 33,000 1 1---------------------------I----------------1----------------1---------------- --------------1------------------1----------------1 ISU8TOTAL 1 284,700 333,700 l 1,476,200 1 105,650 535,300 1� 2,735,550 1 1---------------------------I----------------1----------------1----------------I--------------I------------------I----------------1 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT (c) PRELIMINARY BUDGET BY PROGRAM 1992-1993 (Dollars) 1--------------------------------------------------------------------------------------------------------------------------------- I Acquisition 1 Planning I Operations {Communications{General Management) TOTALS I (Budget Category I Program ( Program I Program I Program I& Program Support ( (All Programs) I I---------------------------I---------------- ----------------{----------------{--------------I------------------I----------------1 (SERVICES & SUPPLIES 1 I { 1 1 1 I---------------------------{ I I I { I I ILegal Services { 5,000 { 2,500 I 1 { 20,000 I 27,500 1 1 1----------------I----------------1---------------- --------------I------------------1----------------I IRegular Outside Services 30,600 1 500 1 18,000 ( 2,000 I 3,100 54,200 1 1----------------{----------------I----------------{--------------{------------------1----------------1 (Contract Services 1 74,000 { 191,500 1 30,700 { 20,000 I 28,500 ( 344,700 1 1----------------1----------------I----------------1--------------I------------------I----------------1 (Election/Annexation I { 1 ( 1 42,500 1 42,500 1 1----------------1----------------I----------------{--------------I------------------I----------------i {Library and Subcriptions 1 2,000 1 800 1 500 1 700 1 1,000 1 5,000 1 1----------------1----------------I---------------- --------------I------------------I----------------1 (Rents and Leases 1 { 200 1 7,600 1 1 19,900 1 27,700 1 1 1----------------I----------------I----------------1--------------I------------------I----------------1 (Utilities I 3,740 1 1 27,900 1 1 1 31,640 1 {----------------I----------------I----------------I--------------I------------------I----------------1 1Postage 100 1 150 1 1 3,500 1 15,000 1 18,750 1 1 {----------------1----------------I----------------I--------------I------------------ ----------------{ (Printing and Duplicating 1 300 { 4,400 1 1,800 { 1,500 1 13,500 ( 21,500 1 1 1----------------1----------------I----------------{--------------I------------------{----------------1 (Insurance 1 9,630 1 1 82,000 1 1 22,000 1 113,630 I 1 1----------------1----------------{---------------- --------------I------------------{-------------- -1 {Advertising ( 1,000 1 3,000 1 500 I 500 ( 2,500 1 7,500 1 {----------------1---------------- ---------------- --------------I------------------{---------------- (Maps and Aerials ( 300 1 800 1 1 1 { 1,100 I ----------------{----------------I----------------(--------------{------------------{----------------I (Private Vehicle Expense 3,500 I 6,000 I 500 { 400 I 4,100 I 14,500 1 1 ----------------i----------------I----------------{--------------{------------------1----------------1 10istrict Vehicle Expense I ( ( 135,600 1 I 135,600 1 1 I----------------I----------------{---------------- -------------- ------------------1----------------{ )Business Meeting Expense 1 1,300 1 500 1 700 I 7,100 ( 2,400 1 12,000 1 1 1---------------- ----------------1---------------- --------------I------------------I----------------{ (Personnel Development ( 5,600 { 6,300 ( 17,300 ( 12,100 { 22,200 I 63,500 { 1 {----------------{----------------I---------------- --------------{------------------I----------------1 IMaint./Repair Equipment 350 I 12,450 I 200 1 3,500 ( 16,500 1 1 {----------------I----------------1----------------1--------------I------------------{----------------1 )Operating Expenses-Distel 1 75,000 1 1 I I 1 75,000 1 1----------------1----------------{----------------1----- ------{------------------I----------------I (Computer Expenses 1 I 300 1 1,000 1 3,500 1 4,800 { 1 1----------------{---------------- ---------------- --------------{------------------I----------------1 )Office Supplies/Sml Equip. 500 ( 1,200 ( 1,000 { 800 I 5,800 1 9,300 1 1 1----------------{---------------- ---------------- --------------1------------------I---------------- (Field Supplies/Sml Equip. ( { 1 30,500 ( ( 1 30,500 1 1----------------{----------------I---------------- --------------I------------------I---------------- (Outside Maint.Services I 22,530 1 192,600 I 1 1 215,130 1 1 ----------------I----------------I----------------I--------------I------------------I----------------I (Property Taxes ( 5,000 1 2,000 1 2,500 1 1 1 9,500 I 1 1----------------I----------------I----------------I--------------I------------------I----------------{ (Comm. Publications I I 1 1 120,000 1 1 120,000 1 1----------------1----------------I----------------I--------------I------------------I---------------- 1Comm. Special Projects I I 1 1 44,500 1 1 44,500 1 1 1----------------I----------------I----------------I--------------I------------------I----------------I (Volunteer Program I 1 1 3,900 1 1 1 3,900 1 1 1----------------I----------------I----------------I--------------I------------------I----------------I IMiscellaneous I I I 1 100 1 100 1 200 1---------------------------I----------------I----------------I----------------I--------------I------------------I----------------I (SUBTOTAL 1 240,100 1 220,500 1 566,050 ( 214,400 1 209,600 1 1,450,650 1---------------------------I----------------I----------------I-------------- MIDPENINSULA REGIONAL OPEN SPACE DISTRICT (d) PRELIMINARY BUDGET BY PROGRAM 1992-1993 (Dollars) J--------------------------------------------------------------------------------------------------------------------------------- I I Acquisition I Planning I Operations (CommunicationslGeneral Management) TOTALS I IBudget Category I Program I Program I Program I Program I& Program Support I (All Programs) I I---------------------------I----------------I----------------I----------------I--------------I------------------I----------------I (FIXED ASSETS I ( ( ( 1 1 J I---------------------------I ( I ( I ( 1 I I I I I I (Previous Land Commitment 1 7,300,000 1 1 J J 1 7,300,000 J I1----------------I-------.---------I----------------I--------------I------------------J----------------J INew Land Purchases ( 5,923,000 I I J ( ( 5,923,000 1 I----------------J----------------J----------------J--------------I------------------I----------------J IBuiiding Improvements I 753,300 1 ( J ( 1 753,300 J 1 I----------------J----------------I----------------1--------------J------------------1----------------J 13ite Acquisition Expense J 116,000 ( 1 1 J J 116,000 J 1 I----------------I----------------I----------------I--------------I------------------i---------------- 13ite Preparation Expense I J 135,000 I 10,000 J I J 145,000 I 1 I----------------I----------------I----------------I--------------J------------------J---------------- (Structures & Improvements 1 24,000 i 838,000 I J J ( 862,000 I 1 1----------------J----------------I----------------J--------------I------------------J----------------J (Field Equipment 1 ( J 92,300 1 1 ( 92,300 1 1 1----------------I----------------J----------------J--------------I------------------1----------------1 (Office Equipment 1 6,000 J 5,200 I 7,000 I I 10,000 1 28,200 1 1 1----------------J----------------I----------------J--------------J------------------J----------------I (Vehicles 1 I I 49,000 1 ( I 49,000 1 1--------------------------- ---------------- ----------------J----------------I--------------J------------------I----------------I ISUBTOTAL I 14,122,300 1 978,200 1 158,300 1 0 1 10,000 1 15,268,800 1 --------------------------- ----------------I----------------I----------------I-------------- ------------------I----------------I I I I I I I ITOTAL OF ALL EXPENDITURES J 20,290,800 1 1,532,400 1 2,200,550 1 320,050 ( 754,900 ( 25,098,700 1 1---------------------------I----------------i----------------I----------------i--------------I------------------I----------------J (TOTAL EXPENDITURES J J J I I I (EXCLUDING LAND, BUILDING JIMPROVEMENTS AND J J ( 1 1 1 (DEBT SERVICE I 670,800 I 1,532,400 I 2,200,550 ( 320,050 I 754,900 I 5,478,700 I J---------------------------I----------------J----------------J----------------J--------------J------------------J----------------i RESOLUTION NO. RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ADOPTING BUDGET FOR FISCAL YEAR 1992-1993 The Board of Directors of the Midpeninsula Regional Open Space District does resolve as follows : Section One. The budget for the Midpeninsula Regional Open Space District for the fiscal year 1992-1993 is adopted as set forth in Exhibit A. Section Two. The District ' s allocation of property taxes collected shall correspond to the maximum tax rate of one percent of assessed valuation for all agencies within each county. Section Three. A total tax rate of ten cents ($0. 10) per $100 assessed valuation is adopted or such lesser amount as may be allowable by law. Section Four. An adjustment to the New Land Purchases budget category shall be made to reflect any difference between actual revenue and budgeted revenue. Section Five. Monies are hereby appropriated in accordance with said budget. EXHIBIT A MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Budget for Fiscal Year 1992-1993 I . REVENUES A. Tax Revenues $ 9 , 765, 000 B. Grant Income 289, 000 C . Joint Projects , Gifts 250 , 000 D. Interest Income 630, 000 E. Rental Income 440 , 000 F. Sale of Surplus Property 2 , 900 , 000 G. Other Income 53 , 000 TOTAL INCOME $14 , 327 , 000 NET PROCEEDS FROM NOTE ISSUE 11 , 240, 000 TOTAL INCOME PLUS FINANCING $25, 567 , 000 II . CHANGE IN RESERVES $ 468 , 300 III. EXPENDITURES A. Debt Service 1 . Interest $ 3 , 438 , 360 2 . Principal 2 , 205, 340 DEBT SERVICE SUBTOTAL $ 5 , 643 , 700 B. Salaries 1 . General Manager Appointees $ 1 , 863 , 550 2 . Salary Incentive Awards 22 , 400 3 . General Manager 91 , 300 4 . Legal Counsel 66 , 200 5. Controller 7 , 900 Benefits 1 . General Manager Appointees 613 , 100 2 . General Manager 33, 100 3 . Legal Counsel 5 , 000 C. Directors ' Fees $ 33 , 000 SALARIES AND BENEFITS SUBTOTAL $ 2 , 735, 550 EXHIBIT A PAGE 2 D. Services & Supplies 1 . Legal Services $ 27 , 500 2 . Regular Outside Services 54, 200 3 . Contract Services 344 , 700 4 . Election/Annexation 42 , 500 5. Library and Subscriptions 51000 6. Rents and Leases 27 , 700 7 . Utilities 31 , 640 8 . Postage 18 ,750 9 . Printing and Duplicating 21 , 500 10. Insurance 113, 630 11 . Advertising 7 , 500 12 . Maps and Aerials 1, 100 13 . Private Vehicle Expenses 14 , 500 14 . District Vehicle Expenses 135, 600 15. Business Meeting Expense 12 , 000 16 . Personnel Development 63 , 500 17 . Maintenance/Repair Equipment 16 , 500 18 . Operating Expenses - Distel 75, 000 19 . Computer Expenses 4 , 800 20 . Office Supplies/Small Equipment 9 , 300 21 . Field Supplies/Small Equipment 30 , 500 22 . Outside Maintenance Services 215, 130 23 . Property Taxes 9 , 500 24 . Communications - Publications 120 , 000 25. Communications - Special Projects 44 , 500 26 . Volunteer Program 31900 27 . Miscellaneous 200 SERVICES AND SUPPLIES SUBTOTAL $ 1, 450 , 650 E. Fixed Assets 1 . Previous Land Commitment $ 7 , 300 , 000 2 . New Land Purchases 5, 923, 000 3 . Building Improvements 753 , 300 4 . Site Acquisition Expenses 251 , 000 S. Site Preparation Expenses 10 , 000 6 . Structures and Improvements 862 , 000 7 . Field Equipment 92 , 300 8 . Office Equipment 28 , 200 9 . Vehicles 49 , 000 FIXED ASSETS SUBTOTAL $15, 268 , 800 TOTAL OF ALL EXPENDITURES $25, 098,700 '4 Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-92-36 Meeting 92-7 March 25, 1992 AGENDA ITEM Streamlining of District Procedures Discussion: At the March 11 meeting the Board members present deferred consideration of this item to a meeting when all Board members would be present. Please refer to report R-92-31 distributed for the March 11 meeting. Prepared by: J. Fiddes, District Clerk Contact person: Same as above 201 San Antonio Circle,Suite C-135 . Mountain View,California 94040 - Phone:(415)949-5500 - FAX:(415)949-5679 General Manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-92-34 Meeting 92-7 March 25, 1992 AGENDA ITEM Scheduling of Special Meeting GENERAL MANAGER ' S RECOMMENDATION Schedule a Special Meeting for Thursday, April 9 , 1992 from 4 : 30 P.M. to 8 : 30 P.M. at the District office for the purpose of holding a closed session - personnel matters to discuss Board- management relationships . Discussion: President McKibbin has requested this special meeting to review Board-management relationships . Prepared by: J. Fiddes, Administrative Services Manager Contact person: Same as above 201 San Antonio Circle,Suite C-1 35 • Mountain View,California 94040 - Phone:(415)949-5500 . FAX:(415)949-5679 General Manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-92-41 Meeting 92-6 March 25 , 1992 AGENDA ITEM Award of Contract for Skyline Ridge open Space Preserve Trail Development Project (LWCF 06-01240) GENERAL MANAGER ' S RECOMMENDATIONS 1 . Accept the lowest responsible bid for construction of a bridge crossing the spillway at Horseshoe Lake , grading improvements and drainage repairs on an existing eight-foot wide road, and construction of a four-foot wide hiking trail which will extend to the southeastern boundary of the preserve per the plans and specifications prepared by Dillingham Associates and Western Wood Products . 2 . Authorize the General Manager to enter into a contract for performance of the work. Discussion: At your August 14 , 1991 meeting, you authorized staff to solicit bids for the Skyline Ridge Open Space Preserve Trail Development Project (Land and Water Conservation Fund Grant Number 06-01240) . The project was advertised February 24 , 25 , and 26 , 1992 in the Daily Pacific Builder , a local trade journal . A legal ad was placed in the San Jose Mercury News on February 24 , 1992 . A Notice to Bidders was also sent to contractors who had previously expressed an interest in this type of project . The public bid opening was held on March 13 , 1992 . Six contractors submitted complete bids for the project . Staff is currently investigating references for the bidders and subcontractors and will report to you at your March 25 meeting. A complete itemization of the bids received and staff ' s review of the bids will be presented to you at the time of the Board meeting. Prepared by: Mary Gundert , Open Space Planner Contact person: Same as above 201 San Antonio Circle,Suite C-1 35 - Mountain View,California 94040 - Phone:(415)949-5500 - FAX:(415)949-5679 General manager:Herbert Grench Board of Directors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop SKYLINE RIDGE OPEN SPACE PRESERVE TRAIL DEVELOPMENT PROJECT LWCF 06-01240 Summary of Bids (Opened March 13, 1992 @2:00 p.m.) Bid Breakdown Contractor Total Less Total Base Bid Surfacing Alternate -ou Bordi, General Engr. 95,620.00 25,000.00 70,620.00 Noodside, CA 3ummit Springs Design 83,753.00 33,761.00 49,992.00 Noodside, CA I J.M. Construction 112,300.00 46,000.00 66,300.00 3an Bruno, CA acific Engineering 96,315.00 24,500.00 71,815.00 3anta Clara, CA D'Grady Paving, Inc. 159,800.00 28,000.00 131,800.00 Mountain View, CA wery Engineering Con 135,500.00 37,500.00 96,040.00 anta Clara, CA I I Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-92-40 Meeting 92-40 March 25, 1992 AGENDA ITEM 1992-1993 Budget BUDGET COMMITTEE 'S RECOMMENDED ACTIONS : Accept the proposed 1992-1993 Fiscal Year Budget DISCUSSION: This budget represents the conclusion of three key years for the District . Intensive work on the "Strategic Plan for the 901s, 11 an organizational improvement program and a reorganization program is complete and all programs are now in effect . These projects offer a balance in the growing needs of both the public and the District, bringing us up-to- date with the vast amount of lands purchased and prepares us for the future . The Budget Committee has met four times since February 20 to review the proposed 1992-1993 budget . This significantly lesser amount of time in review was enabled by the work of staff and the budget committees over the past two years to streamline the budgetary process . The current committee ' s charge includes a mid-year (late September) review that will likely launch a two-year budget, even further streamlining the process . The 1992-93 Budget Committee is confident that neither accuracy nor thoroughness were jeopardized by this new process . The Committee reviewed each program' s proposed budget according to the Budget Committee Guidelines of 1991, the Preliminary Action Plan, the Open Space Management Budget Guidelines, the Five-Year Capital Equipment List, the Five- Year Capital Improvement Project List, and the "Strategic Plan for the 901s . " Staff overview' s of each program was based upon an established operating standard. For the most part, the budget reflects a normal operating year. The larger expenditures are evidence of the District having reached its capacity in staffing and facility limits, areas essentially "unseen" by the public. These areas include changes in staffing and program reorganization as proposed in the "Strategic Plan for the 901s, 11 both ranger yard expansions, and moving the main office to 330 Distel Circle . At the request of the Committee, each program submitted a review of all consultants used throughout the past year . The Committee concluded each to be justified at this time . No 201 San Antonio Circle,Suite C-1 35 - Mountain View,California 94040 • Phone:(415)949-5500 • FAX:(415)949-5679 Report 92-40 Page 2 augmentation nor reduction in consultant services is proposed. General Administration shows a significant increase in District-wide staff training as a result of the staff task forces initiated this past year. The Committee discussed an evaluation of the salary incentive award program. We have requested Staff return in four months with recommendations for changes . As this is an election year, funds have been budgeted for county services for the three directors running. The Communications program will develop a two-year 20th Anniversary Celebration. The program currently under development by staff and the Anniversary Committee . The $20, 000 budgeted in 1991-1992 have been carried into the new year. No additional funds were allocated at this time. The Anniversary Committee may return requesting additional celebration funds . As with last, the District controller has advised the the District is on sound, yet limited, financial ground. The accompanying staff report provides full details . Enterprise has listed the remodel of 330 Distel Circle as a separate item. The Committee requests that next year Land Management study the allocation of field staff time to Enterprise . Planning reported a 20% overall increase in Capital Improvement projects . This includes carrying over three major projects, the Foothills Ranger Office, the Skyline Ridge to Long Ridge connecting trail and the Picchetti barn, which made up 62% of last year's budget . The Committee noted the rising costs of maintaining the field offices while awaiting the remodels of each. Both are scheduled for completion by year end 1993 . Up to $45, 000 is proposed for the resurfacing of Mt . Umunhum Road. The Committee suggests that this matter be considered before the full board. It is recommended that an ongoing five-year staffing plan be initiated in the 1993-1994 budget . Concern was expressed last year over the lack of real growth in Operations . This year' s budget includes a 16% increase in Salaries and Benefits, 22% in Services and Supplies, and 4% in Fixed Assets increase over last year. A constant growth in services and supplies is attributed to increased costs, acreage and facilities . The Committee will readress any necessary adjustment to the Open Space Management Guidelines in the budget ' s mid-year review. Two areas unconcluded are not included in this budget . A classification study is currently in process, therefore, no salary increases are included in this budget . Recomendations will be made at the end of the second quarter. And, Staff Report 92-40 Page 3 will be coming back with a full account of the move to Distel Circle and its economic implications after the move to the new building. In conclusion, under the charge of the Committee from the Board, the Budget committee recommends acceptance of the proposed 1992- 1993 budget by the Board We thank staff for their patience and thoroughness in preparing this year ' s budget and the guidelines that made its preparation more efficient. Prepared by: Ginny Babbitt (Committee Chair) , Kay Duffy, and Teena Henshaw Open Space MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-92-35 Meeting 92-7 March 25, 1992 AGENDA ITEM Controller ' s Report on the Proposed Fiscal Year 1992-93 Budget Discussion: The following cash flow projection shows the impact of the proposed fiscal year 1992-93 budget on the District ' s cash position. The District will begin the new fiscal year with estimated cash balances totalling $9 . 5 million. Together with anticipated revenue and the proceeds from a planned $11 . 5 million note issue, this cash position is adequate to cover debt service, operating expenses, preserve development , reserve requirements , and $13.2 million for new land acquisition. As shown in the attached monthly cash flow projection, no mid-year cash deficiency is anticipated. ANNUAL CASH FLOW PROJECTION FISCAL YEAR 1992-93 BUDGET (thousands) Beginning Cash Balance $ 9, 492 Plus : Tax Revenue 9,765 Grant Income 289 Joint Projects , Gifts 250 Interest Income 630 Rental Income 440 Sale of Surplus Property 2 , 900 Other Income 53 Total Income $ 14 , 327 Net Proceeds from Note Issue 11 , 240 Total Income plus Financing $ 25, 567 Minus: Building Improvements $ 753 Debt Service 5, 644 Operating Expenses/Development 5, 479 Land Purchases $ 13 , 223 Total Expenditures $ 25, 099 Ending Cash Balance $ 9 , 960 201 San Antonio Circle,Suite C-1 35 - Mountain View,California 94040 Phone:(415)949-5500 - FAX:(415)949-5679 General Manager:Herbert Grench goardofDirectors:Katherine Duffy,Robert McKibbin,Teena Henshaw,Ginny Babbitt,Nonette Hanko,Betsy Crowder,Richard Bishop Report 92-35 Page 2 Income 1 . Tax Revenue is estimated at $9.765 million (70% from Santa Clara County and 30% from San Mateo County) . This assumes that the slowdown in real estate and other economic activity will continue to restrain property tax increases , in the 1992-93 tax year, to 6 . 5% from each county. This is about the same tax revenue growth we experienced in the 1991-92 tax year. County tax collection fees are projected at $140, 000 . 2. Grant Income is projected at $289, 000 - all for preserve development . Most of this funding is for approved projects in the Picchetti area. No acquisition grants have been identified. 3 . Joint Proiect/Gift income is forecast at $250 , 000. 4 . Interest Income is budgeted at $630 , 000 , assuming an average investment rate of 6%. 5. Rental Income is projected at $440, 000, including $49, 200 for sublease of excess space in our new Distel Circle headquarters building. 6 . Sale of Surplus Property: The budget assumes that the planned sale of the developable portion of the Teague Hill preserve will be accomplished this year ($2. 5 million) along with the sale of the house on the former Smith Property ($400 , 000) . These sales are critical to meeting the District ' s commitment to the Phleger acquisition. 7 . Other Income (estimated at $53 , 000) includes various reimbursements , final payment from the Hassler assessment district , fines, subscriptions and other fees , and small donations . Debt Capacity and Planned Debt Issues At the end of March 1992, the District will have $46.0 million of bonded debt outstanding, $10 million (18%) under our statutory debt limit . The budget assumes the public sale of $11 . 5 million of new twenty year notes during the summer. It is currently anticipated that these will be variable rate notes . At the end of the 1992-93 fiscal. year, the District would then have $53. 8 million of bonded debt outstanding compared to a statutory ceiling of $60. 1 million. Therefore , there is room to accommodate some additional private financing should a top priority parcel become available earlier than projected. Report 92-35 Page 3 Debt Service Current debt outstanding requires $5. 28 million of debt service payments in 1992-93. A complete listing of payments against outstanding nuts will be provided in the Debt Service Annual Claims List . The budget also includes estimated interest payments of $375, 000 on the projected new notes. Other Expenditures 1 . Building Improvements : Of the total estimated project cost of $1 . 13 million, it is anticipated that $753 , 300 will be expended in 1992-93 . 2. Operating Expense and preserve development investment is budgeted at $5. 5 million. Based on experience , actual spending will most likely be some 10% below the budget. This is reflected in the long-term financial model . 3 . Land Purchases are projected at $13 . 2 million, including $7 . 3 million to complete acquisition of the Vidovich property. Reserves If all revenues and expenditures occur as budgeted, the District ' s cash balances would total $9. 9 million at the end of the coming fiscal year. This is some $4 . 4 million more than required to meet the reserve requirements of outstanding public debt , and will adequately fund the first few months of fiscal year 1993-94 . Long-Term Cash Flow Projection The relation of the proposed budget to the current year and the District ' s longer-term financial plans is shown in the second attachment to this report. This five year plan accommodates $48 million for new land acquisition and $20 million for land management and preserve development. Prepared by: Michael L. Foster, Controller Contact person: Same as above 3/14/92 MROSD MONTHLY CASH FLOW FORECAST 1992-93 ($THOUSANDS) JAN- APR MAY JUNE JULY AUG SEP OCT NOV DEC MAR TOTAL ---- ---- ---- ---- ---- ---- ---- ---- ---- ---- ----- BEGINNING CASH 9492 9883 8592 8364 6992 17869 16010 16183 16228 11072 9492 TAX REVENUE 2685 375 640 200 15 5 800 550 3430 1065 9765 ACQUISITION GRANTS 0 DEVELOPMENT GRANTS 30 50 50 50 50 25 34 289 JOINT PROJECTS/GIFTS 250 250 INTEREST INCOME 75 80 75 80 75 80 165 630 OTHER INCOME 37 37 37 37 37 37 37 37 37 160 493 SALE OF PROPERTY 2900 2900 ---- ---- ---- ---- ---- ---- ---- ---- ---- ---- ----- TOTAL REVENUE 2722 487 757 267 177 172 887 712 3572 4574 14327 DEBT ISSUES (NET) 11240 11240 CASH EXPENSES -375 -385 -400 -405 -410 -415 -420 -425 -430 -1814 -5479 BUILDING -200 -300 -173 -80 -753 DEBT SERVICE -576 -43 -1 -29 -30 -1441 -84 -42 -1 -3397 -5644 LAND PURCHASES -1180 -1050 -411 -1125 -100 -175 -210 -200 -8297 -475 -13223 ---- ---- ---- ---- ---- ---- ---- ---- ---- ----- ----- TOTAL SPENDING -2331 -1778 -985 -1639 -540 -2031 -714 -667 -8728 -5686 -25099 ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ENDING CASH 9883 8592 8364 6992 17869 16010 16183 16228 11072 9960 9960 ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- RESERVE FUNDS 4619 4619 4619 4619 5559 5559 5559 5559 5559 5559 5559 NOTE FUNDS 1426 1426 1426 1426 1426 0 0 0 2984 0 0 OTHER FUNDS 0 ---- ---- ---- ---- ---- ---- ---- ---- ---- ---- ---- TOTAL RESERVES 6045 6045 6045 6045 6985 5559 5559 5559 8543 5559 5559 AVAILABLE CASH 3838 2547 2319 947 10884 10451 10624 10669 2529 4401 4401 MROSD CASH FLOW PROJECTION 3/14/92 1991-92 TO 1996-97 ($ THOUSANDS) 91-92 92-93 93-94 94-95 95-96 96-97 BEGINNING CASH 13410 9492 9960 6550 7081 8176 TAX REVENUE 9241 9765 10449 11180 11963 12800 GRANT RECEIPTS 713 289 400 420 441 463 JOINT PROJECTS 604 250 400 775 350 368 INTEREST INCOME 625 630 500 450 450 450 9 613 OTHER INCOME 435 3393 515 546 579 SUBTOTAL REVENUES 11618 14327 12264 13371 13782 14694 OPERATING EXPENSES 4000 5479 5350 5671 6011 6372 BUILDING IMPROVEMENTS 377 753 DEBT SERVICE-OLD 4850 5269 5564 5513 5853 7530 DEBT SERVICE-NEW 375 1010 1525 2015' 3519 TOTAL DEBT SERVICE 4850 5644 6574 7038 7868 11049 SUBTOTAL EXPENSES 9227 11876 11924 12709 13879 17421 OPERATING CASH FLOW 2391 2451 340 662 -97 -2727 LAND CONTRACTS 135 0 0 0 5730 0 BOND ISSUES (NET) 0 11240 7850 6870 6375 6375 LAND PURCHASES: TOP PRIORITY 2000 9047 8500 3500 8713 2300 2ND PRIORITY OR PENDING 4444 4176 2600 3000 1700 2000 OTHER LAND 500 500 500 500 TOTAL LAW ACQUIRED 6444 13223 11600 7000 10913 4800 ENDING CASH 9492 9960 6550 7081 8176 7024 REQUIRED RESERVES 4826 5559 6219 6799 7339, 6183 EXCESS CASH 4666 4401 331 282 837 841 CUMULATIVE ACQUISITIONS 13223 24823 31823 42736 47536 { Open Space R-92-39 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 92-7 March 25, 1992 AGENDA ITEM Annual Claims List for Fiscal Year 1992-1993 GENERAL MANAGER' S RECOMMENDATION Approve the annual claims list, including debt service payments , for the 1992-1993 fiscal year. Discussion: In accordance with Section 1. 52 of the District ' s Rules of Procedure , this list of annual claims for the 1992-1993 fiscal year is submitted for Board approval . All items are in accordance with the budget to be presented at your March 25 meeting for approval . Staff will submit a revised annual claims list during the 1992-1993 fiscal year to reflect necessary changes, including salary and benefit adjustments for your Board appointees and the non-represented general manager appointees . The debt service claims list reflects payments required by currently outstanding debt. Attachment A lists the District ' s current debt service annual claims for 1992-1993 , and Attachment B provides a detailed list of debt service obligations . ANNUAL CLAIMS : ITEM DESCRIPTION AMOUNT IDirectors ' Fees i $ 33 , 000 .00 iStaff: Salaries 2 , 051 , 350 .00 lRetirement Funds 265, 050 . 00 lGroup Insurance Premiums 213 , 450 . 00 iState-Mandated Insurance 172 , 700 . 001 joffice Rent 19, 600 . 00 : Management Vehicle Expense 7 , 380 . 00 lUtilities - PG&E 42 , 000 . 00 : Patrol Service (Raye Girouard) 4 , 200 . 00 _ Legislative Consultant (Jackson,_ Barish & Assoc . ) 15, 000. 06 IDispatching Services (County of Santa Clara) 8 , 000 . 00 Prepared by: Michael L. Foster, Controller Contact person: Same as above 201 San Antonio Circle,Suite C-1 35 • Mountain View,California 94040 • Phone:(415)949-5500 FAX:(415)949-5679 ATTACHMENT A ANNUAL CLAIMS DEBT SERVICE FISCAL YEAR 1992-1993 INOTEHOLDER-LAND PRINCIPALS INTEREST Basich $ 2 , 494 . 60 74 . 84 Hosking 40 , 000 . 00 Darling 14 , 100 . 00 3 , 948 . 00 Dyer 30, 000 . 00 45, 500 .00 Harris j 4 , 437 . 50 1 4 , 526. 25 ! Rine 6 , 140 . 82 11 , 984 . 00 Wilkins 510 , 000.00 56, 100 . 00 Zabel 11 , 250 . 00 393 .75 Leverich 2 , 533 . 61 2 , 118 . 19 Ertell 9 , 000 . 00 1 , 260. 00 I Jamison I 10 , 361 . 62 2 , 902 . 82 1 FLazenby 5, 480 .73 1 Bullis 3 , 237 .72 17 , 850 . 00 1 i Gastronics i 60, 000. 00 8 , 100 . 007 iBONDS PAYABLE 1987 Notes $1 , 501 , 784 . 00 $ 468 , 608 . 95 11988 Notes 559 , 000 . 00 11990 Notes 1 , 087 , 853 . 00 11990 COP ' S I 747 , 655. 00 1992 Notes 40, 000.00 375, 000 . 00 PURCHASE CONTRACTS $2 , 205, 339 . 87 $3 , 438 , 355. 531 AND BONDS -------------------- -----