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Home My Public Portal About20020313 - Agendas Packet - Board of Directors (BOD) - 02-05 Regional Open ice MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 02-05 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 7:00 p.m. Wednesday,March 13,2002 330 Distel Circle Los Altos, California AGENDA* Please Note: 7:00 p.m. Closed Session Special Meeting Start Time 7:30 p.m. Regular Meeting Start Time 7:00* ROLL CALL SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT—CLOSED SESSION The Closed Session will begin at 7:00 p.m. At the conclusion of the Closed Session,the Board will adjourn the Special Meeting Closed Session to the Regular Meeting,and,at the conclusion of the Regular Meeting,the Board may reconvene the Special Meeting Closed Session. 1. Conference with Legal Counsel—Anticipated Litiggfion Significant Exposure to Litigation Pursuant to Government Code Section 54956.9(b) -one potential case 7:30* REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ORAL COMMUNICATIONS—Public ADOPTION OF AGENDA ADOPTION OF CONSENT CALENDAR—D. Little WRITTEN COMMUNICATION BOARD BUSINESS 7:40* 1 Initial Presentation of the District Budget for Fiscal Year 2002-2003;The Proposed District Budget for the 2002-2003 Fiscal Year and the Report and Recommendations of the Administration and Budget Committee Will be Presented at the Board's March 27 Meeting for Final Consideration and Adoption—C.Britton 8:25* 2 Controller's Report on the Proposed Fiscal Year 2002-2003 Budget—M.Foster 8:35* 3 Authorize the General Manager to Execute Contracts with Gilpin Geosciences of Mill Valley to Provide Consulting Services for Three Projects: The Federal Emergency Management Agency(FEMA)-Funded Grabtown Gulch Trail Repair and Reconstruction at Purisima Creek Redwoods Open Space Preserve in an Amount Not to Exceed $62,500;The Methuselah Trail Bridge at El Corte de Madera Creek Open Space 330 Distel Circle 9 Los Altos,CA 94022-1404 # Phone:650-691-1200 Fax:650-691-0485 * E-mail:mrosd@openspace.org * web site:www.openspace.org Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr, Deane Little,Nonette Hanko,Larry Hassett,Kenneth C.Nitz - General Manager:L.Craig Britton Meeting 02-05 Page 2 Preserve in an Amount Not to Exceed$53,000;and Peer Review Services Related to the El-Karch Encroachment Near Foothills Open Space Preserve in an Amount Not to Exceed$3,000-S. Sommer 8:45* 4 Authorize the General Manager to Execute a Contract with Freyer&Laureta,Inc.,of San Mateo in An Amount Not to Exceed$47,132.75 to Conduct Design Studies and Biological Surveys; Prepare Plans,Details, Specifications,and Cost Estimates;Obtain Permits for Implementation of the Lower Spring Ridge Trail Re-Route and Sausal Pond Observation Area;and Conduct an Engineering Feasibility Study for a Potential Alternate Ridge Trail Alignment at Windy Hill Open Space Preserve -A. Ruiz 8:55* 5 Authorization to Reimburse Santa Clara County In the Amount of$23,723.32 for Water Costs Incurred at Rancho San Antonio Park Pursuant to the Operation and Management Agreement for Rancho San Antonio County Park Between the County of Santa Clara.and Midpeninsula,Regional Open Space District-J.Maciel 6 Authorize the General Manager to Purchase Eight Trailhead Signboards From General Graphics Exhibits of San Francisco In An Amount Not to Exceed$30,000 for Fiscal Year 2002-2003-S.Welaratna 7 Approval of Notice of Completion of Contract for Roof Repairs to the Administrative Office Building;Authorize the President of the Board, or Other Appropriate Officer,to Execute the Notice of Completion and Acceptance of Work for the Roof Repair of Approximately 5,500 Square Feet of the District's Administrative Office Building at 330 Distel Circle in Los Altos-J. Cahill REVISED CLAIMS 9:00* INFORMATIONAL REPORTS-Brief reports or announcements concerning pertinent activities of District Directors and Staff. 9:15* ADJOURNMENT Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order. TO ADDRESS THE BOARD: The Chair will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes. Alternately,you may comment to the Board by a written communication, which the Board appreciates. All items on the consent calendar may be approved without discussion by one motion. Board members, the General Manager, and members of the public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar. Regional Open 5, Ice R-02-37 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Meeting 02-05 March 13,2002 AGENDA ITEM I AGENDA ITEM Initial Presentation of the District's Budget for Fiscal Year 2002-2003 ASSISTANT GENERAL MANAGER'S RECOMMUMAT-I-QN- Review the proposed District budget for the 2002-2003 fiscal year- The proposed District budget for the 2002-2003 fiscal year and the report and recommendations of the Administration and Budget Committee will be presented at the Board's March 27 meeting for final consideration and adoption. DISCUSSION Overview This report presents the proposed budget for the 2002-2003 fiscal year that extends from April 1,2002 through March 31,2003. Staff will review this report with you at your March 13 regular meeting. The proposed budget for the 2002-2003 fiscal year currently totals$37,575,988 and breaks down as follows: Land Purchases $20,000,000 Debt Services $7,289,568 Operating Expenses $8,245,571 Enterprise $131,800 Public Access Lmproverrierits $966,029 Staff Facility Improvements $411,000 Other Special Projects $91,000 Coastal Annexation $441,020 The proposed$8,245,571 operating budget includes a 5%cost-of-living adjustment for employees represented by S.E.I.U. Local 715 and office, supervisory,and management staff. In past years,estimated expenses have been included for various employee benefits,but because this is the third year of a three-year contract in the S.E.I.I.J. Local 715, salary increase rates are generally known at this time. The proposed operating budget represents a 9.7%increase over the fiscal year 2001-2002 adopted budget. The operating budget excludes expenses relating to the Enterprise program,coastal annexation,master planning,capital improvements,and special projects. There are no new staff positions in the 2002-2003 proposed budget. However, the Public Affairs budget does include the conversion of the half-time Interpretive Aide position to two-thirds time, and a slight increase in the Community Programs Aide's hours. Target Average Six Percent Budget Growth Guideline for Operating Expenses The Board initially approved the target average 6%growth guideline for District operating expenses on September 28, 1994(see Report R-94-100). Operating expenses were defined to include salary and benefits, services and supplies,and fixed assets. The cost of capital improvements relating to public access and staff facilities were excluded from the operating expenses growth guideline. Certain non-routine,large-scale projects that have a 330 Distel Circle - Los Altos,CA 94022-1404 * Phone:650-691-1200 Fax:650-691-0485 # E-mail:mrosd@openspace.org * Web site:www.openspace.org ft-az 19= Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr,Deane Little,Nonette Hanko,Larry Hassett,Kenneth C.Nitz - General Manager:L.Craig Britton R-02-37 Page 2 cumulative expense of over$100,000 may also be excluded from the guideline. The guideline was implemented during lean tax revenue years and designed to be a target average,allowing, for example,one year to be 5%and the next year to be 7%. Since 1994,there have been two adjustments to the 6%growth guideline,as well as a number of projects and programs determined to be excluded from operating expenses. The first adjustment to the growth guideline occurred in 1998-1999 to include the Resource Management program and was adjusted again in 2000-2001 to reflect significant salary and benefit increases and an agreement for the District's operation and management of Rancho San Antonio County Park. Exclusions in operating expenses for non-routine projects have included the coastal annexation project,large-scale master planning,and Nature Center improvements funded by a donation. Last year, the Enterprise program was excluded from operating expenses and this year the Administration and Budget Committee is recommending the 3&anniversary book be excluded. The 2002-2003 proposed operating budget is $8,245,571 which has been adjusted to exclude$441,020 for annexation expenses, $131,800 for the Enterprise program, $93,750 for master planning, $884,279 for capital improvements (including$12,000 for the Nature Center)and$79,000 for the anniversary book. The adjusted operating budget is 9.7%over the 2001-2002 adopted operating budget. Increases in adjusted operating budgets and expenses, as compared with the guideline,are shown in the following table for the past several years: FY 96-97 FY 97-98 FY 98-" FY 99-00 FY 00-01 FY 01-02 FY 02-03 Operating Budget >4.1% >9.90/0 >I 1.80/0 >7.4% >13.5% >12.2% >9.7% Growth Actual/projected >4.0% >7.6% >14.1% >7.9% >9.4% >14.1% >12.4% Expense Growth I In 2000-200 1,the 13.5%increase in budget growth is attributed to budgeting 12 months for new employees hired the previous year and the additional management cost of Rancho San Antonio County Park. The 12.2%increase in budget growth for 2001-2002 was also attributed to significant increases in staffing. Much of the recent growth in the operating budget has been attributed to increases in staffing levels that have led to salaries and benefits now accounting for 70%of the overall operating budget. Compare this to 1997-1998 when salaries and benefits represented only 56%of the operating budget. As a result of this increase in salaries and benefits,it is apparent that significant adjustments to employee salaries and benefits can dramatically affect the operating budget and expenses in any given year. Vacancies and delays in hiring new employees can result in significant variations between budget growth and actual expenses as is evident in 2000-2001 where growth in actual expenses fell nearly 4%below budget growth. In 2002-2003,growth in actual expenses could exceed the proposed budget growth if the projected expenses are based on the average under-expenditures over the past eight years. A graph showing budget and expense growth since 1994-1995 is attached(see Attachment A). The graph indicates that for the second year in a row,the proposed budget exceeds the 6%growth guideline and, for the first time since the adoption of the growth guideline,projected expenses will also exceed the guideline. The difference between the 2002-2003 proposed budget and the 6%growth guideline is$637,499 and projected expenses are expected to be$561,973 over the growth guideline. The graph also indicates that both annual budgets and expenses have consistently grown at a steeper rate than the growth guideline. Although this has been a concern of the Administration and Budget Committee over the past few years, it has not been unduly alarming during a period of time when tax revenue growth has been in the double digits. Attachment B shows the relationship between tax revenue growth and actual operating expenses. Operating expenses have been steadily near or below 45%of tax revenues. Although budget and operating expense growth has exceeded the 6%rate of growth,the growth guideline has served the District well in two important ways. First,the growth guideline was developed during the mid-nineties when it R-02-37 Page 3 proved to be a very effective tool in keeping operating expenses down during very lean years when tax revenue growth was below 5%. Later when tax revenue improved,the growth guideline became equally effective in providing a ceiling that we cautiously bumped up to and, even though we exceeded 6%in budget and expense growth,we still maintained our operating expenses at relatively conservative levels. In looking ahead at the likely prospect of declining tax revenues over the next couple of years,the 6%budget growth guideline could still be used as an effective budgeting tool just as it was in the first few years following the adoption of the guideline.However, since we are now regularly exceeding the guide line,it is necessary to examine the way the 6%growth guideline can be modified to meet budgetary needs when tax revenues have improved and more growth in operating expenses is desirable. In other words,hold close to a 6%growth guideline when tax revenues are below 5%and increase the rate of growth up to a reasonable cap when tax revenues are at or above an average of 5%. This approach would maintain a relatively conservative guideline for controlling operating expenses while,at the same time,provide stability in the workforce by minimizing the impact on staffing levels. Adhering to a 6%growth guideline in lean years would ensure consistent staffing and service levels can be provided. Then,during years of above average tax revenue growth,the growth guideline could move up to a higher cap, say as much as 10%in order to expand levels of public service. This expansion would still have to be looked at carefully because of the significant long-term impact it potentially has on the overall operating budget. Budget Review Process The 2002-2003 Administration and Budget Committee,composed of Directors Nitz(Chair), Cyr,and Siemens, reviewed the proposed budget on the Board's behalf during a series of seven open,publicly noticed meetings in February and early March. The Committee's work included reviewing the proposed Action Plan for each program, the proposed 2002-2003 budget by department and category expense groupings(as well as by major projects and activities),the 2001-2002 projected expenditures,and the 6%budget growth guideline for District operating expenses. The Committee members received for their review detailed sub-account printouts for all the detail line items included in the proposed budgets. Controller M. Foster met with the Committee on February 26 to discuss projected revenues,debt service,and a District cash flow analysis. The Controller's report will be presented to the Board separately at the March 13 meeting. The Committee met on March 11 and will schedule additional meetings,if necessary, in order to review changes to the proposed budget prior to the Board's final adoption on March 27. Proposed Program Budgets The following section on the 2002-2003 proposed budget is presented by program to facilitate your review. Attachment C of this report shows in detail the 2002-2003 proposed budget broken down by program and major expenditure categories. 1. OPEN SPACE ACQUISITION DEPARTMENT 01-02 Adopted 01-02 Projected 02-03 Proposed Budget Expenses Budget Salaries &Benefits $329,150 $291,099 $382,905 Services&Supplies 110,440 94,728 101,920 Fixed Assets—OpeEatin Expenses 199,650 1952140 222,750 Enterprise Subprogram 110,900 108,000 131,800 Debt Service 6,156,190 6,156,190 7,289,568 Land 19,000,000 13,546,050 25,000,000 TOTAL $26,806,330 $20,391,207 $33,128,943 R-02-37 Page 4 The 2002-2003 proposed budget for the Open Space Acquisition Department is$33,128,943,an approximate 23.6% increase over the 2001-2002 adopted budget. Excluding debt service payments,the Acquisition Department budget is$25,839,375. Controller M. Foster indicates that$25,000,000 would be available in 2002-2003 for acquisition of land. Salaries and benefits represent a 16.3%increase over the 2001-2002 adopted budget largely due to a 5%cost of living increase and budgeting a full year for the new Real Property Specialist position that was previously budgeted for only part of a year. The Acquisition Department's emphasis during 2002-2003 is to continue focusing efforts on securing high priority properties,aggressively seeking resolution to encroachment problems and completing several grant-funded acquisition projects. Services and supplies budget has been decreased to 7.7%below the 2001-2002 adopted budget. The projected expenses for 2001-2002 services and supplies represents a 14%decrease finrn the 2001-2002 adopted budget,and reflects an under-expenditure in consultant services. Services and supplies include appraisals,title research, surveys,engineering studies,grant preparation and environmental assessments not directly related to a particular land purchase. Fixed asset expenses, including office equipment and expenses directly related to land acquisition, such as appraisals, site engineering,escrow fees,title insurance,and legal fees are budgeted at$222,750. This represents an 11.6% increase over the 2001-2002 budget and includes a significant amount of funding for legal and planning assistance necessary to complete the Guadalupe River Watershed project. Debt service for principal repayment and interest on the District's land contracts and note issues is budgeted at $7,289,568 for the 2002-2003 fiscal year. This amount represents an 18%increase from the 2001-2002 adopted budget, and conforms to the projected debt service schedule. The 2002-2003 proposed budget for the Enterprise Program is$131,800,an 18.8%increase over the 2001-2002 adopted budget. The program's proposed budget is divided into two major areas: 1)ongoing regular enterprise activities,and 2)expenditures related to the District's administrative office building. In the coming year,regular enterprise activities will include a significant increase in budget to provide for three new roofs on enterprise structures. Office building projects will include changing over to energy efficient lighting and air balancing in the tenant office space. Operating expenses for the portion of the building occupied by the District are included in the Administration Department budget. In 2001-2002,projected net income from the District's enterprise properties is$616,950(gross income of$724,950), an increase over 2000-2001 income of approximately 4%. Net income for fiscal year 2002-2003 is projected at $625,800 (gross income of$757,600),a 2%increase over the 2001-2002 projected net income. 2. PLANNING DEPARTMENT 01-02 Adopted 01-02 Projected 02-03 Proposed Budget Expenses Budget Salaries&Benefits $ 615 750 $598,554 $ 679,898 Services &Supplies 66,350 52,685 38,375 Fixed Assets—Operating Expenses 13,450 13,705 6,800 Public Access Facilities & 890,800 324,446 941,029 Planning Projects Unanticipated Capital Improvements 25,500 11,343 25,000 Staff Facilities 469,000 352,010 411,000 Coastal Annexation 256,620 170,423 441,020 TOTAL $2,337,470 $ 1,523,166 $2,543,122 R-02-37 Page 5 The 2002-2003 proposed budget for the Planning Department is$2,543,122,which represents an increase of 8.8% over the 2001-2002 adopted budget. The overall growth is primarily the result of increases in Capital Improvement Projects(Public Access Facilities and Staff Facilities). To simplify tracking and reporting,the Planning Department budget is divided into two sections: an"Operating Budget"and"Planning Projects and Capital Improvement Program Budget." 0 MIAt_=Budget The proposed Operating Budget reflects salaries and benefits,unanticipated consultant services,non-project-related services and supplies,and fixed assets necessary for the every day operational needs of the Department. The $725,073 proposed budget is 4.24%higher than the 2001-2002 adopted budget. The growth is due to the fully staffed positions from last year. A budget of$13,000 is included for a half-time Geographic Information System(GIS)Intern,the same as last fiscal year. The GIS Intern will focus on mapping support for Planning,Acquisition, and Resource Management. This will allow Planning staff to work on other key projects such as redistricting and master plans. A total of$26,750 is budgeted to continue development of the District's GIS,which includes the cost of the California Natural Diversity Database,the California Wildlife Habitat Relationship Database,updates to the Arcview software and licensing for all Planning staff, and the half-time GIS Intern. Planning Projects and Ca pital Improvement Program Budget The proposed Planning Projects and Capital Improvement Program Budget of$1,377,029 is separated into programs to reflect the projects associated with specific growth guidelines. Programs include Planning Projects,Public Access Facilities, Unanticipated Capital Improvement Projects, Staff Facilities, and the Coastal Annexation. The$941,029 proposed budget for Public Access Facilities and Planning Projects is subject to the$500,000 per year guideline averaged over a five-year period. Given the numerous uncertainties related to construction projects (weather, resource agency permits,etc.)this budget reflects 75%of the estimated project costs for this fiscal year. In the event that all projects proceed without delay,staff may need to request the Board to authorize a budget augmentation later in the year. When adjusted for grant income,the proposed budget is below the cap as shown in Attachment C. • The Planning Projects Program proposed budget of$93,750 includes the Sierra Azul/Bear Creek Redwoods Master Plan and the La Honda Creek Master Plan. • Approximately 43%of the$847,279 proposed for the Public Access Facilities P (capital improvements that include structures,trails and roads,parking areas, signage,fencing,etc.)is comprised of FEMA-funded projects. The Unanticipated Capital Improvements Program includes budget allocations for demolitions,barriers,signs,and other improvements that may be necessary for properties that are acquired during the next fiscal year,or for emergency projects. Based upon recent unanticipated project expenses,the proposed budget is$25,000. The guideline for improvements to Staff Facilities is$150,000 per year averaged over a five-year period. The proposed$411,000 budget for the Staff Facilities Program includes completion of the cabinet work related to the Distel Circle office improvements, and replacement of the shop building at the Foothills Field Office and Maintenance Facility. The proposed budget is slightly over the cap as shown in Attachment C. The proposed 2002-2003 budget for the Coastal Annexation Program is$441,020. Although this is approximately 42%over last year's adopted budget,the cost of planning work for the Coastal Annexation is not subject to a growth guideline. This year's project reflects the cost of updating and completing the environmental documents and fiscal analysis,and includes preparing and submitting an application to LAFCo to initiate the annexation. The proposed R-02-37 Page 6 budget includes consultant services, legal services, required advertisements,polling, and a vigorous public relations campaign. 3. OPERATIONS DEPARTMENT 01-02 Adopted 01-02 Projected 02-03 Proposed Budget Expenses Budget Salaries&Benefits $2,868,150 $2,651,029 $3,152,029 Services&Supplies 9202360 914,052 1,045,393 Fixed Assets— Expenses 317,000 , 312,940 , 231,500 TOTAL $4,105,510 S3,879,021 $4,428,922 The 2002-2003 proposed budget for the Operations Department is$4,428,922,which is an increase of 7.91/o over the 2001-2002 adopted budget. Priorities for the 2002-2003 proposed budget include the continued growth of the Resource Management and Field Operations to address stewardship needs and the increased public use of existing lands. The 2002-2003 proposed salaries and benefits budget is$3,152,029, which is an increase of 9.9%over the 2001- 2002 adopted budget. The proposed budget includes a 5%cost-of-living salary increase for the department staff and merit step increases for 21 staff members this coming year. The Department will start the fiscal year with at least two field staff vacancies. Given the time required to fill these positions,the proposed salaries and benefits budget has been under-funded by approximately$100,000. The 2002-2003 proposed services and supplies budget is$1,045,393. This represents a 13.6%increase over the 2001-2002 adopted budget,and provides for an anticipated 40%($69,000)increase in insurance costs. Radio repeater tower rental cost increases,training costs for new rangers to attend Santa Rosa Academy,and printing of GIS-based patrol map books are also included in the proposed services and supplies budget. The Resource Management Program project budget is$123,350(14%increase over 2001-2002),which is included in the services and supplies budget. This budget funds numerous projects as outlined in the Preliminary Action Plan. The most significant of these projects are the wild pig control program($43,000),grassland management projects at Russian Ridge and Rancho San Antonio($7,000),native vegetation restoration at Pulgas Ridge($15,000),tree farm restoration at Skyline Ridge($13,000),District-wide resource inventory($10,000),and wildlife surveys($6,000). The 2002-2003 proposed fixed assets budget is$231,500(a 27%reduction from the 2001-2002). Fortunately,the District is not scheduled to acquire any significant piece of heavy equipment or a large dump truck this year as in previous years, resulting in a significant reduction in the proposed fixed asset budget. The proposed budget is consistent with the five-year capital equipment schedule(see Attachment D). The proposed fixed assets budget includes the replacement of one patrol truck,two maintenance trucks,and a supervisor's sport utility vehicle. Also included is a skid-steer tractor(Bobcat)for the Skyline Field Office, assorted tractor implements,and two all-terrain motorcycles for narrow gauge trail use. 4. PUBLIC AFFAIRS DEPARTMENT 01-02 Adopted Budget 01-02 Projected 02-03 Proposed Expenses Budget Salaries&Benefits $408,700 $391,800 $475,261 Services&Supplies 241,025 215,660 286,485 Fixed Assets 2,700 2,700 9,700 TOTAL $652,425 $610,160 , $771,446 R-02-37 Page 7 The proposed 2002-2003 fiscal year budget Public Affairs Department budget shows an 18.2%increase from the 2001-2002 fiscal year adopted budget. This increase is primarily accounted for by five factors: in the salaries and benefits category,all positions are fully funded for the entire twelve-month period,and the part-time position funding has been augmented. In the services and supplies category,the Public Affairs Department has added two significant, large projects—a partial redesign of the web site,and a 30*anniversary celebration. Within the fixed assets category,the department has budgeted to cover new computer costs as well as to purchase a new exhi•bit for display. Public Affairs Department expenditures related to the Coastal Annexation are now budgeted within the Coastal Annexation portion of the Planning Department Budget. However,the Public Affairs Department has budgeted for two other projects outside of the operating budget: $79,000 has been budgeted for authorship and production of the District's 3&anniversary book,and the$12,000 donation from POST for the Daniels Nature Center has been re- budgeted,as it has yet to be expended under guidance of the newly-hired Community Programs Supervisor. The proposed increase in salaries and benefits from last year's$408,700 to this year's$475,261 is due to anticipated cast-of-living and merit increases; 12-month funding for all full-time regular positions(since each position has now been filled);and additional work hours for part-time positions. Additional Community Program Aide work hours will be used to assist regular staff in staffing an ambitious schedule of summer festivals and events. The Interpretive Aide work hours will increase from the current 10 months at 20 hours per week,to 12 months at 26 hours per week. The increase of hours for this position will better support the interpretive aspects of the District's programs and publications. The services and supplies budget includes two large projects this year: $10,000 for the redesign of portions of the District's web site and clean-up of its thousands of web-related files on the server; and$20,000 for the District's 3& anniversary. The budget also includes funds for events, such as land tours,and for creation of District display contents, as well as for on-going volunteer,docent, and nature center programs;publications,postage,and contract services. The increase in fixed assets from$2,700 to$9,700 includes the replacement of one computer monitor and two computers with monitors,as well as purchase of a computer for web design work and funds for a new District display exhibit. 5. ADMINISTRATION DEPARTMENT 01-02 Adopted 01-02 Projected 02-03 Proposed Budget Ea uses Budget Salaries&Benefits $978,800 $968,009 $1,106,205 Services &Supplies 420,800 360,565 480,650 Fixed Assets—Operating Ex�nses 1 20,950 23,248 25,700 TOTAL 1 $1,420,550 $1,351,822 $1,612,555 The 2002-2003 proposed Administration Department budget represents a 13.5%increase over the 2001-2002 adopted budget. The increase is primarily the result of an anticipated$29,000(40%)increase in general liability insurance and a$93,000 budgeted for potential election expenses. Funds have also been included in the proposed budget that will be necessary to re-district ward boundaries. The salaries and benefits category includes Board appointees' salaries,budgeted at$246,120. Salaries for members of the Administration Department staff are shown at$652,133,and include funding for filling of the Board-approved Management Analyst position in the second half of the fiscal year. Also in the salary and benefits category is $25,000 for Directors' compensation. R-02-37 Page 8 As the service center for most District operational and administrative activities,the services and supplies budget of $480,650 includes funding for such basic items as: Office Equipment Leases($22,000),Utilities($66,300), Janitorial Services and Maintenance of the Administrative office($27,500). The services and supplies budget also includes$10,000 for anti-virus software and other software upgrades,as well as$12,000 to provide communication, supervision,and management training for all departments. These expenses,and the election expenses mentioned above,account for the bulk of the 14.2%increase in this category from the 2001-2002 services and supplies budget. The fixed assets category,which includes new and replacement computers,office equipment and furniture,has increased 22.7%above the 2001-2002 budget. The proposed budget includes$11,700 for furniture and equipment to complete the office remodel and facilitate the assignment of new work spaces. Proposed department computer upgrades($6,000),and the development of a District-wide shared graphics work station($8,000)account for the balance of the department's fixed asset budget. Prepared by: L. Craig Britton,General Manager John Escobar, Assistant General Manager Del Woods, Senior Acquisition Planner Sally Thielfoldt,Administration/Human Resources Manager Cathy Woodbury, Planning Manager John Maciel, Operations Manager Stephanie Jensen, Public Affairs Manager Michael Williams,Real Property Representative Bunny Congdon,Accounting Specialist Contact person: L. Craig Britton,General Manager Attachments: A. Overall Six Year Operating Budget Growth and One-Year Projections B. Proposed 2001-2002 Budget C. Proposed Capital Improvement Program Budget for FY 2001-2002 D. Capital Equipment Schedule, Operations Program ATTACHMENT5 rOK AGENDA, ITEM 1- i lnitialfrc5cntation cDiAl-ict-15 ,budSct o t�i )Cor Fscal Ycar2002-2005 A Overall Six--year Operating budget Growtk and One-Year Projections 5. Proposed 2001 -2002 budget C. rropo5ed Capital Improvement Program budget for riscai Year 2001 -2002 D. Capital r quipment 5ckedule) Operations Program OPERATING BUDGET ANALYSIS 8,500,000 Proposed Budget$637,499 above 6% Growth Line 8,000,000 7,500,000 7,000,000 Adjusted 6_% Growth Line for Salary_and ___ Benefit Increases in the Amount of Projection's based on ay. $436,157 and $150,000 for RSA County underexpenditures 6,500,000 = -- Projected Expenses 6,000,000 Adjusted 6% Growth Line for RM Program in the amount of 5,500,000 ----- 5,000,000 4,500,000 -- El- 4,000,000 1994-95 1995-96 1996-97 1997-98 1998-99 1999-00 2000-01 2001-02 2002-03 —6% Growth -13 Budget Growth -4 Actual Growth 1995-1996 1996-1997 1997-1998 1998-1999 1999-2000 2000-2001 2001-2002 ` 2002-2003 Average % Budget Growth 0.2% 4.1% 9.9% 11.8% 7.4% 13.5% 12.2% 9.7% 8.6% % Actual Growth 1.2% 4.1% 7.6% 14.1% 7.9% 9.4% 14.1% 12.4% 8.8% Attachment A ATrACHMF?NT A-PAGE 2 Operating Expenses and Tax Income Analysis (Operating Expenses exclude land,debt,CIP,annexation and special projects) 20000000 18000000 16000000 14000000 12000000 [ I 10000000 = — 8000000 t 6000000 r 4000000 2000000 3. 91/92 92/93 — 93/94 94/95 95/96 96/97 97/98 98/99 99/00 00/01 01102 02/03 FY 01102 &02/03 are based on projections ElOperating Expenses 123 Tax Income %Expenses of Tax Income 91/92 i92/93 93/94 94/95 95/96 96/97 97/98 tw 98/99 99/00 00/Ol 01/02 02/03 qY { 3 9% 40% 42% 40%_m� 41 40°h 39%� 41% 43% i I AT'rACHMENTB =°=~ MIDPZNINS=REGIONAL OPEN SPACE DISTRICT w PRELIMINARY BUDGET BY RAN """^.=," (Dollars) / .------ —' .—_—.--.. -----.— ------ ------- ----_.-- ---.---. / ,� "�� / ��°u^~ / Administration / TOTALS / / ~my °9. Program / °~~— / Program / Program / ~.9—~ / w` ~-g"=/ / / ------.--_— / ---_---.. ------------------- ------------------- ------------------- ------------------- / ---.--_' / / ==°=� -------------------------- / ------.. / —.--_--' ------------------- / ------- ------------------- / ------------------- Tax Revenum, / / / / / "`°=.=° / 18.593.000 / / / _------ / _—'_--". .. / .------_' / -----__— / -------' / .--_--__ / /°=. In— Int.—St / ^.��°� / ° °� / / / / ^.^".°� / / / —__--_-- / -------- / ---_----- / ----_---. / --_----- / -------- / ~"oae / `"�~� / `,"*°� / / / .—'_---. / ----_.— / —.------' / __----- / -----.-- / —__---- / =1,~0. / / / / / 7=.600 / / ------------------- ------------------- ------------------- ------------------- ------------------- / ------------------- other I—ome / =0,000 / / / / =`°° / 1=.000 / -------------------------- ------------------- � _---`-- / -----'_ / ----_--- / ----.-- / .—_---- / ,=L INCOME / 4'857.=0 / °=.°° / " / " / 19.,I3.=0 / 25.012.600 / � / ---.-----_— / -----.— / —.-----. / .------ / ------. ...... / --_--— '/ / � / INCREASE 19"="RV= / / / / / / v,°=.=w / / / / / / / / / � ---.--_---- ----_—� ---_--. -----_� _.--_--� -----_— .—.----- � � � � � � � � � � AnAcHmwr B_PAcrE 2 "ID"ER=°=REGIONAL OPEN SPACE DISTRICT ^* PRELIMINARY BUDGET BY°��° =",."=, � �o`. / .--------_— ------. ---.--- . ------. ------_ ------.. ---_--. / / / ^�*m�� ' / m°�" / "��"� / ~^u�^�"�" / �..^��`^. / "== / / ~~"��p~ / Program / Program / Program / Program / Program / (All Program.) / / .------------ ------------------- ------------------- ------------------- ------------------- ------------------- ---------------- / / ----------.. / -------.—' / ---.--- / -----_- / ----_--.. / ---_--. / .--.---- / /�~�~r° / / / / / / / -------------------------- ------------------- ------------------- ------------------- ------------------- ------------------- / —_----- / In.—at / ^.=,."~ / / / / / ^.=".°= / / / / / / / / ---''�_��'�� / ------ / ---'--'' / ------'— / -------- / -----�'�� / / —_-----_—__— ------------------- ------------------- ------------------- ------------------- ------------------- / —.------_' / /" A^ / 7.=9,=6 / " / " / " / " / ^=^=^ / / -------------------------- / ------- / ------------------- / ------------------- / ------------------- / -------- / --------. / / Sa^,ie° / .......................... / ------.— / ------------------- / ------- / ------------------- / ------------------- / ------------------- a) °en.w.'~=~teem / ,`"."" / °°.== / 2.4S6.=" / "°."" / =,.=u / 4.=2.800 / ------------------- ------------------- / ------------------- / ------- ------------------- / --.----_— / m "al.-~.*nti, ^~rd. / / / / / / " / / -------- ------------------- / ------- ------------------- / -------' ------------------- / / * General Manager / / / / / °,'"" / °+"" / / / -------- ------------------- / ------------------- ------------------- ------------------- ------------------- / / w Legal Counsel / / / / / =`"° / 89,9= / / / ------. / ------. / —_----.—. / _-------- / ----�--- / ------- / / * ~"~"�~ / / / / / "^°� / =.°� / / ---.---.-- / ----.-- / ------.. / ------. / —_—_----' / ---_----- / —_----- / / "�aus / "^~� / ""."= / ��. / =.~= / =�"� ` / =.=~ / / ---.-------- / ------' / _---_-- / --.--.—.. / —.------- / ---------' / _--_---' / Directors'/ Pass / / / / / �.°� / �.°� / / ---.-------- / .------ / ---__--.. / —.----.— / ---__-- / —_------' / --------- / / ==" / 382.905 / =^898 / ,.=.= / =`= / `'=,= / 5,=.290 / -------------------------- ------------------- ------------------- ------------------- ------------------- ------------------- / -------- / � � � � � � ATTACHMENT B -PAGE 3 MIDPBNINSULA 0.�IONAL OPEN SPACE DSBTRICT (c) PRELIMINARY BUDDBT BY FRODRAM ' 2002-2003 (Dollard) I I Acquisition I Planning ( Operation; I Public Affair; IAdministration I TOTALS I I Budget Category ( Program 1 Program I Program I Program Program I (All Programs) ------------- I ------------------- I ___________________ I ------------------- ------------------- I ...._-_____________ I SSRVICBS 6 SUPPLIES ( 1 1 ( I I 1 __________________________ I ------------------- 1 ------------------- 1 ___________________ 1 ___________________ 1 ------------------- I ._.---.-..-.--_-_._ I Legal Service. I 0 1 50,000 I 15,000 1 I 10,000 I 75,000 I II ------------------- I ------------------- I ------------------- 1 ------------------- I ------------------- I ------------------- I Regular Outside Services I 17,100 1 I 38,750 ( 160 I 11,400 I 67,410 i1 ------------------- I __________________ 1 ------------------- 1 ------------------- ------------------- I ...____--__________ 1 Land Option Pass ( I I 1 I I 0 1 ___________________ I ------------------- ------------------- 1 ___________________ 1 ------------------- I ______________--_-_ 1 Contract Services ( 73,600 I 399,750 I 119,900 I 325,300 I 45,700 I 764,250 ___________________ 1 ___________________ 1 ------------------- ------------------- I ___________________ 1 ________-__________ I Election/Annexation I ( ( 1 I 90,000 I 90,000 ___________________ I ------------------- I ___________________ 1 ___________________ 1 ------------------- I _-.-.-----_________ I Library and Subcriptions 100 I Soo 1,050 I 1,100 I 7,700 I 10,450 ___________________ I ------------------- ------------------- 1 ------------------- I ------------------- 1 ___________________ I Film 6 Developing I 250 I 0 1 300 I I I 550 1 ___________________ 1 ___________________ I ------------------- ------------------- I ------------------- 1 _______._-_____-___ I Rents and Lea... I I I BS,600 I 3,150 I I7,000 1 118,750 ................... 1 ------------------- I ------------------- ------------------- 1 ___________________ I _-__----.._..-----. I utilities 1 17,200 I 1,200 I 42,570 I 7so ( 60,800 1 122.520 I II ------------------ I ------------------- I ------------------- I -----------•------- I ------------------- I ------------------- I Postage I 250 I 7,270 I 200 I 26,500 I e,000 ( 42,220 1 ------------------- I -•----------------- I ------------------- I ------------------- I ------------------- 1 ----------------•-- I Printing and Duplicating 1 Soo I 29,025 I 6,500 I 3,750 I 18,000 1 57,77s I. 1 ___________________ 1 ------------------- 1 ------------------- I ___________________ I ------------------- 1 ------_.___________ I Insurance 1 45,500 I I 200,643 I I 100,000 1 346,143 I ___________________ ------------------- I ------------------- ------------------- I ___________________ i ______--___________ I Adverti.ing I 1,100 I 2,500 I 5,000 I 5,600 I 5,000 1 19,200 I II ------------------- I ------------------- I --------- I I I I I Maps and Aerials I 750 I 3,350 1 1 1 ( 4,100 I I ___________________ 1 ------------------- I ------------------- ------------------- 1 ------------------- 1 _____________---_-- Privet.Vehicle Expense ( 4,000 I 1,500 I 1.000 85o I 5,000 I 12,350 I 1 ___________________ ------------------- I ------------------- I ------------------- 1 ------------------- I ------------------- District Vehicle Expense 1 I 1 199,380 I I I 199,380 1 II ___________________ I ___________________ 1 ------------------- 1 ------------------- I ------------------- 1 ___-_______________ I Business Meeting Expanse I ISO I 3,400 I 1,000 I 4,950 ( 4,500 I 14,200 II ___________________ 1 ------------------- 1 ___________________ I ------------------- I ------------------- I _______________--.- I Personnel Development I 2,800 1 6,100 ( 27,600 I 6,675 I 37,500 ( 80,675 I ___________________ I ------------------- I ------------------- I ___________________ I ------------------- I -.--..-____________ 1 I Maint./Repair Equipment ( 2.0 1 ( 20,600 I I 250 I 21,050 I ------------------- ------------------- ------------------- I ------------------- I ------------------- 1 ____________--.-.-. 1 I Operating Expenses-Distel 1 I I I 1 I 0 1 1 1 ------------------- 1 ------------------- 1 ------------------- ------------------- I ___________________ I ____-_----_________ 1 I Computer Expenses 1 2,320 I 14,950 I 6,400 I 3,600 11,000 I 38,270 I 1 ___________________ i ___________________ 1 ------------------- I ___________________ I ------------------- I .....__-___________ I Offices Supplies./Sal Equip. ( 450 ( 2,000 I 2,300 I 1,550 I B,Soo I 14,800 1 I ___________________ 1 ------------------- 1 ------------------- 1 ------------------- ------------------- I .____._________-___ 1 1 Field Suppli../Sm1 Equip. I 1 I 76,200 I I 76,200 1 I ................... 1 ------------------- ------------------- ------------------- ------------------- _._-_.-.___________ 1 1 Outside Ma1at.S-icee 1 67,200 I I 187,200 1 I 30,300 I 284,700 I ___________________ .1 ------------------- I ------------------- 1 ------------------- I ------------------- 1 _____________-----_ 1 I Property Taxes 6 Permits I I I 5,200 ( I ( 5,200 I '. II ------------------- I ------------------- I ------------------- I ----- I ------------------- I ----------_-------- i I Comm. Publications I ( 16,600 1 I 153,000 I I 169,600 I 1 1 ___________________ I ------------------- I ------------------- I ------------------- I I 1 Comm. Special Projects I ( I ( 11,500 I I 11,500 I II ------------------ I ------------------- ------------------- I ------------------ I ------------------- I --------------.---- I Volunteer Programs I I i 28,900 I I 28,900 I I ------------------- I ------------------- I ------------------- I ------------------- I -•----------------- I ------------------ I Miscellaneous 1 5o I 35,000 I I 150 I 0 1 35,200 I II ___________________ ___________________ I ___________________ I ___________________ 1 ------------------- 1 ___________________ I Annexation I I I I I I o f __________________________ 1 ___________________ I ------------------- I ------------------- 1 ------------------- 1 ------------------- 1 ______.____________ I SUBTOTAL I 233,720 I 573,145 ) 1,045,393 ( 377,485 1 480,650 I 2,710,393 I � kFUMMOAM 13_PkGE 4 "ID.==°=REGIONAL OPEN SPACE DISTRICT 'm PRELIMINARY BUDGET�� ="`°"^` ID111,111 / ---------' . ------------------- . ------------------- -- ------------ --------- --_.. ------------------ ---------------- Acquisition / planning / Operation. / Public Affairs / Administration / "== / / Budget Category / Program / Program / ~og=~ / ,~"— / Program / (All Program) / / -------------------------- / ------------------- / ------------------- / ------------------- / ------------------- / ------------------- / ------------------- FIXED ASSETS � / -----_--.. / ,r.m" Land=~u"—. / / / / / / . / / / --------- ------------------- / ------- ------------------- ------------------- / ------------------- New Land Purchases / "`°==° / / / / / 25,000.000 / ------- / ------------------- / ------------------- / ------------------- / ------------------- / ------_—. / / Ap,ra~er / ,^~° / / / / / 10.000 / ------- / ------------------- / ------------------- / ------------------- / ------------------- / ------------------- Site Acquisition Expense / =.~° / / / / / 70.000 / ------------------- / ------------------- / ------------------- / ------------------- / -------' / ------------------- Legal Fe~ / 2=.000 / / / / / 100,000 / ------- / ------------------- / ------------------- / ------------------- / ------------------- / ------------------- Relocation / / / / / / " / / ------------------- ------------------- ------------------- ------------------- ------------------- / --_--- / / Tiue Insurance / =.=° / / / / / ^,°= / / ------------------- ------------------- ------------------- ------------------- / ------- / ------------------- Acquisition Consultant / ".°" / / / / / `.°° / ------------------- / ------------------- / ------------------- / -------- / ------------------- / ------------------- Site Engineering / 12.500 / / / / / 12.SOO / / ------------------- ------------------- ------------------- ------------------- ------------------- / -----_-- / / Site"repration~w~° / / / / / / " / / ------------------- ------------------- ------------------- ------------------- / ---------' / ------------------- Option Fees / 5'000 / / / / / 5,000 / ------------------- ------------------- ------------------- ------------------- ------------------- / —_—_----- / / stru"~res^^mp"°esents / / `',=."= / / / / 1'283.27" / / ------------------- ------------------- ------------------- ------------------- ------------------- / ------------------- Field Equipment / / / =."° / / / 96.°0 / / ------------------- / --------' ------------------- ------------------- ------------------- / -------.— / / Office Equipsent, / "."~ / 6,900 / ,.°° / ^"° / ,S,"° / 51.950 / ------------------- / ------------------- / ------------------- / ------------------- / ------------------- / ---_---. / /,ehicle" / / / ,=.°° / / / 138,000 -------------------------- ------------------- ------------------- ------------------- ------------------- ------------------- / -------- / °== / 25,=`750 / 1,290.= / 231'500 / *"° / 2S.700 / 26,=,729 -------------------------- ------------------- ------------------- ------------------- ------------------- ------------------- / .---_.-- / /=,AL OR ALL EXPENDITURES / 33.128.943 / 2,543.122 / ^.°".=" / ~=.~= / `",'~SS / ="=.98e / -------------------------- ------------------- ------------------- ------------------- ------------------- ------------------- / ------------------- TOTAL EXPENDITURES / EXCLUDING LAW A= / DEBT SERVICE / ="."= / ".°°."" / ^.°"."" / ~an"" -------------------------- / ------- ------------------- / ------------------- ------------------- / ------------------- / ------------------- / � � � � � � � � ATTACHMFNT C Capital Improven its and Planning Projec Budget Analysis revised 3/5/2002 Public Access Facilities FY 998 • • 11 1 Guideline: $500,0001Year Averaged over a 5 Year Period FY 1998199 FY 1999100 FY 2000101 FY 2001102 FY 2002103 Actual Actual Actual Projected Proposed Public Facilities $ 491,934 $ 369,040 $ 158,285 $ 275,734 $ 586,129 FEMA Projects $ 106,605 $ 162,680 $ 5,183 $ 110,485 $ 261,150 Gross CIP $ 598,539 $ 531,720 $ 163,468 $ 386,219 $ 847,279 Grant Income $ 171,140 $ - $ - $ - $ 170,789 FEMA Income $ 209,366 $ 131,018 $ (76,827) $ - $ 137,621 Other Income $ 79,279 $ 41,250 Adjusted CIP $ 218,033 $ 400,702 $ 86,641 $ 306,940 $ 497,620 Gross CIP Average: $ 505,445 Adjusted CIP Average: $ 301,987 Public Facilities: Trails and roads, staging areas, signage, etc. FEMA Projects: Storm repair projects Adjusted CIP= Gross CIP- (Grant Income+ FEMA Income) Other Income: Funds held in escrow, insurance payments, settlements Public • - ill 1 11 1 Guideline: $500,0001Year Averaged over a 5 year Period FY 2000101 FY 2001102 FY 2002103 Actual Projected Proposed Public Facilities (CIP) $ 158,285 $ 275,734 $ 586,129 FEMA Projects CIP $ 5,183 $ 110,485 $ 261,150 Planning Projects* (Contract Services) $ 135,529 $ 19,183 $ 93,750 Gross Total $ 298,997 $ 405,402 $ 941,029 Anticipated Grant Income $ - $ - $ (145,789) Anticipated FEMA Income $ (76,827 $ - $ 137,621) Anticipated Other Income $ 79,279 $ (41,250) Adjusted Total $ 222,170 1 $ 326,123 1 $ 616,370 Planning projects not included in budget analysis prior to 2000/01. *Includes Master Plans 3 Year Gross Average $ 548,476 3 Year Adjust. Average 388,221 page 1 printed 3/11/2002 ATTAcHmF,N-r C-PACE 2 Capital Improven. its and Planning Project&udget Analysis revised 3/5/2002 Staff • Administrative Guideline: $150,0001Year Averaged over a 5 Year Period FY 1998199 FY 1999100 FY 2000101 FY 2001102 FY 2002103 Actual Actual Actual Projected Pro osed Facilities, Field $ 23,329 $ 32,930 $ - $ 76,000 $ 411,000 Facilities, Admin $ 30,000 $ 49,384 $ 276,010 Total 1 $ 23,329 1 $ 62,930 $ 49,384 $ 352,010 $ 411,000 Average: $ 179,731 Field facilities: Non-public capital improvements(FRO shop bldg.) Administrative facilities: Non-public capital improvements page 2 printed 3/11/2002 ATTAcHmr,NT D 2000-2006 OPERATIONS PROGRAM 5-Year Capita(Equipment Schedule, Proposed 2/15/02 (with current year expenditure) Projected_]Rxpews 2001;.2002 2001-2002 2002-2003 203-2004 2004-200$' 20054006 Vehicles. a)RCplqcemcnt Patrol (two) $63,800 (two) $63,800 (two) VA,000 (two) $65,000 (two) $70,000 Maintenance (two) $74,000 (two) $68,000 b) ............................... . ............................... ....................................................... .............. ............................................................... Sm Patrol (two) $51,000 (two) $70,000 Maintenance (Iwo) $51,000 (one) $40,000 (two) $70,000 Administration one $25,500 one $25.500 Machinery and dump truck $90,000 dump truck $69,000 backhoe $100,000 crawler $100,000 tractor $60,000 Heavy trailer $21,000 small tractor $40,000 'dozer Equipment (two)ATV $12,000 implements $28,000 Misc.Equipment a)Field S7,000 $7,000 $3,000 $7,500 S8,000 $8,000 b)Radio S4,400 S4,700 $7,300 $5,000 $65,000 S65,000 c)Fire pumpers(slide-on) (four) $35,000 (four) $35,340 $16,000 $26,000 d)Radio repeater two $35,000 (two), S30 000 TOTALS S311,7001 $307,340 $228,300 $263,500 $281,000 $299,000 Five year average: S276,700b0 CapEquip Cps 5 yr 2-15-02.xls Regional Open 5, ice MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-02-39 Meeting 02-05 March 13, 2002 AGENDA ITEM 2 AGENDA ITEM Controller's Report on the Proposed Fiscal Year 2002-2003 Budget DISCUSSION The following cash flow projection shows the impact of the proposed fiscal year 2002-2003 budget on the District's cash position. The District will begin the new fiscal year with estimated cash balances totaling$38.6 million. Approximately $3.5 million of this cash is not available to meet operating needs as it represents the reserve requirements of the District's outstanding public notes. Overall, projected income and available cash are adequate to cover budgeted debt service, operating expenses, preserve development, reserve requirements, and up to $40 million for new land acquisition. No new financing is assumed in this budget. As shown in the attached monthly cash flow projection, no cash flow problems are anticipated. ANNUAL CASH FLOW PROJEMO— FISCAL YEAR 2002-2003 BUDGE ($Thousands) Estimated Beginning Cash Balance 38,561 Plus: Tax Revenue 18,593 Grant Income 5,542 Interest Income 1,200 Rental Income 758 Other Income 4,850 Total Income 30,943 Minus: Enterprise Expenses 132 Major Improvements 1,467 Annexation Expense 441 Operating Expenses 8,246 Debt Service 7,290 Land Purchases 25,00 Total Expenditures 42,576 Ending Cash Balance 330 Distel Circle • Los Altos,CA 94022-1404 Phone:650-691-1200 Fax:650-691-0485 # E-mail: mrosd@openspace.org • web site:www.openspace.org Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr,Deane Little,Nonette Hanko,Larry Hassett,Kenneth C.Nitz - General Manager:L.Craig Britton R-02-39 Page 2 Income I Tax Revenue is budgeted at $18.6 million(67%from Santa Clara County and 35%from San Mateo County). The Santa Clara County Assessor's office indicates overall assessed valuation will increase by 6-7% in fiscal year 2002-2003. This District budget assumes that current secured taxes, in the tax year ending June 2003, will increase 7%in the District portion of Santa Clara County and 5% in San Mateo County. 2. Grant Income is projected at $5,542,000; $5.2 million tied to five specific potential land purchases and $342,000 for preserve development and FEMA projects. 3. Interest Income is projected at $1,200,000, assuming an average investment rate of 3.5%. 4. Rental Income is budgeted at $758,000, up 4.5%from an estimated $725,000 in 2001- 2002. 5. Other Income(estimated at $4.85 million)includes $4.7 million of planned gifts of land plus $150,000 for various reimbursements, fines, fees, cash donations, and loan repayments. Debt Capacity and Financing At the end of March 2002, the District will have bonded indebtedness equal to approximately 25% of its debt limit. The current financial plan assumes the next financing would occur in 2003- 2004. Debt Service Debt service requirements for 2002-2003 are $7.29 million. These payments are detailed in the Debt Service Annual Claims List, to be presented at your regular meeting on March 27, 2002. Other Expenditures 1. Mai million for major development projects Jor Improvements: The budget includes $1.47 and master planning. This compares to 2001-2002 spending of approximately$696,000. 2. Annexation: The budget assumes annexation-related expenses of$441,020. 3. Enterprise Expenses are budgeted at $131,800, up about 22% over 2001-2002. 4. Operating Expenses are budgeted at $8.25 million, up about 17% from the 2001-2002 estimated spending level. This includes salary adjustments. 5. Land Purchases are projected at $25 million, including $9.9 million funded by grants and gifts. Reserve If all revenues, expenditures and debt operations occur as budgeted, the District's cash balances would total $26.9 million at the end of the coming fiscal year. R-02-39 Page 3 Long-Tp—nn Cmh Projections Also attached is a ten-year cash flow projection covering the period through 2012. For 2002- 2003, the projection is the budget. Beyond 2002-2003, the projection assumes 2%tax revenue growth in 2003-2004 through 2005-2006 and 5%growth thereafter; and 8%growth in operating expenses in 2003-2004 through 2007-2008 and 7%growth thereafter. The projection also assumes a$25 million note issue in 2003. Given this scenario, operating expenses exceed 50%of tax revenue for the first time in 2006-2007, reducing operating cash flow to levels that, in conjunction with increasing debt service payments, do not support additional issuance of long- term debt. The projection allows additional land acquisitions of$80 million in the next five years and then only $1 million per year thereafter. Prepared by: Michael L. Foster, Controller Contact person: Same as above MROSD MONTHLY CASH FLOW BUDGET 2002-2003 3/3/02 ($Thousands) APR MAY JUNE JULY AUG SEP OCT NOV DEC JAN-MAR TOTAL BEGINNING CASH 38,561 40,898 39,608 39,673 37,830 31,654 29,589 29,945 29,010 32,325 38,561 TAX REVENUE 4,200 300 1,610 90 70 50 1,400 1,250 6,050 3,573 18,593 GRANTS 0 200 1,250 0 500 0 1,200 0 500 1,892 5,542 INTEREST INCOME 50 135 150 50 135 150 50 125 95 260 1,200 OTHER INCOME 70 70 70 70 70 2,070 70 70 570 2,478 5,608 TOTAL REVENUE 4,320 705 3,080 210 775 2,270 2,720 1,445 7,215 8,203 30,943 CASH EXPENSES -600 -620 -640 -660 -680 -700 -720 -740 -760 -2,442 -8,562 ANNEXATION EXPENSE -25 -25 -25 -35 -35 -35 -40 -40 -40 -141 -441 MAJOR IMPROVEMENTS -100 -100 -100 -100 -100 -100 -100 -100 -100 -383 -1,283 DEBT SERVICE -8 0 0 -8 -4,636 0 -4 0 0 -2,634 -7,290 OPERATING CASH FLOW 3,587 -40 2,315 -593 -4,676 1,435 1,856 565 6,315 2,603 13,367 DEBT ISSUES (NET) 0 LAND PURCHASES -1,250 -1,250 -2,250 -1,250 -1,500 -3,500 -1,500 -1,500 -3,000 -8,000 -25,000 ENDING CASH 40,898 39,608 39,673 37,830 31,654 29,5891 29,945 29,010 32,325 26,928 26,928 RESERVE FUNDS 3,524 3,524 3,524 3,524 3,524 3,524 3,524 3,524 3,524 3,524 NOTE FUNDS 4,628 4,628 4,628 3,960 0 0 0 0 2,610 0 AVAILABLE CASH 32,746 31,456 31,521 30,346 28,130 26,065 26,421 25,486 26,191 23,404 MROSD 10 YEAR CASH FLOW PROJECTION 3/3/02 TAX GROWTH:BUDGET IN 02-03, 2% IN 03-06, 5% THEREAFTER ($Thousands) EXPENSE GROWTH:BUDGET X 95% IN 02-03, 8% IN 03-08, 7% THEREAFTER FISCAL YEAR: 01-02 02-03 03-04 04-05 05-06 06-07 07-08 08-09 09-10 10-11 11-12 BEGINNING CASH 33,741 38,561 27,339 36,792 21,229 13,183 10,407 9,938 9,442 8,928 9,895 TAX REVENUE 17,187 18,593 18,965 19,344 19,731 20,718 21,753 22,841 23,983 25,182 26,441 DEVELOP GRANTS 0 342 250 258 265 273 281 290 299 307 317 ACQ GRANTS/GIFTS 12,400 9,900 1,500 1,500 1,000 500 INTEREST INCOME 1,400 1,200 1,125 1,125 700 550 450 425 400 425 425 OTHER INCOME 1,090 908 922 935 949 964 978 993 1,008 1,023 1,038 TOTAL REVENUES 32,077 30,943 22,761 23,162 22,646 23,004 23,463 24,549 25,689 26,938 28,221 OPERATING EXPENSES 7,054 7,833 8,460 9,136 9,867 10,657 11,509 12,315 13,177 14,099 15,086 Operating Expll ax Revenue 41% 42% 45% 47% 50% 51% 53% 54% 55% 56% 57% ENTERPRISE EXPENSES 108 132 136 140 144 149 153 158 162 167 172 MAJOR IMPROVEMENTS 784 1,468 750 780 811 844 877 912 949 987 1,026 ANNEXATION EXPENSE 190 441 273 331 357 464 530 600 673 750 831 CURRENT DEBT SERVICE 6,156 7,290 6,915 7,087 7,261 7,452 7,647 7,844 8,027 8,252 10,615 NEW DEBT SERVICE 0 0 625 1,250 1,250 2,215 2,215 2,215 2,215 2,215 395 TOTAL EXPENSES 14,292 17,164 17,159 18,725 19,691 21,780 22,932 24,045 25,204 26,471 28,127 OPERATING CASH FLOW 17,785 13,779 5,602 4,437 2,954 1,224 531 504 486 467 95 NOTE PROCEEDS (NET) 590 23,850 1,500 LAND PURCHASES 13,555 25,000 20,000 20,000 11,000 4,000 1,000 1,000 1,000 1,000 1,000 ENDING CASH 38,561 27,339 36,792 21,229 13,183 10,407 9,938 9,442 8,928 9,895 8,990 REQUIRED RESERVES 3,524 3,524 3524 3,524 3,524 3,524 3,524 3,524 3,524 3,524 3,524 AVAILABLE CASH 35,037 23,815 33,268 17,705 9,659 6,883 6,414 5,918 5,404 6,371 5,466 CUMM NEW LAND 25,000 45,000 65,000 76,000 80,000 81,000 82,000 83,000 84,000 85,000 Regional Open .' ice 2 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-02-40 Meeting 02-05 March 13, 2002 AGENDA ITEM 3 AGENDA ITEM Authorization to Execute Contracts with Gilpin Geosciences of Mill Valley to Provide Consulting Services for Three Projects: The Federal Emergency Management Agency(FEMA)-Funded Grabtown Gulch Trail Repair and Reconstruction at Purisima Creek Redwoods Open Space Preserve in an Amount Not to Exceed$62,500; The Methuselah Trail Bridge at El Corte de Madera Creek Open Space Preserve in an Amount Not to Exceed$53,000; and Peer Review Services Related to an Encroachment Matter at Foothills Open Space Preserve in an Amount Not to Exceed$3,000 ASSISTANT GENERAL MANAGER'S RECOMMENDATIONS -•- 1. Authorize the General Manager to execute contracts with Gilpin Geosciences of Mill Valley as follows: a. To prepare topographic surveys; conduct design studies;prepare plans, details, specifications, and cost estimates; and obtain permits for the FEMA-funded Grabtown Gulch Trail repair and reconstruction project at Purisima Creek Redwoods Open Space Preserve in an amount not to exceed$62,500. b. To conduct design studies;prepare plans, details, specifications, and cost estimates;and obtain permits for the Methuselah Trail Bridge project at El Corte de Madera Creek Open Space Preserve in an amount not to exceed$53,000. c. To provide peer review of repairs associated with the El-Kareh encroachment near Foothills Open Space Preserve in an amount not to exceed$3,000. BACKGROUND In early November 2001, staff issued several requests for proposals(RFPs)for trail repairs,bridge crossings, and the construction of an observation deck at El Corte de Madera Open Space Preserve. Staff sought consultant teams with qualifications in engineering, surveying,biology,permitting,environmental impact analysis, and familiarity with trail construction methods and equipment in remote sensitive locations. A larger-than-expected group of qualified applicants responded to the District's request for proposals, and it is from this large pool that staff would like to draw for similar repairs located elsewhere in the District. Staff believes that by directly soliciting proposals from qualified firms,it can avoid the repetitive and time-consuming task of once again requesting elaborate proposals. To ensure that the District receives a fair and appropriate response from each consultant team, staff has engaged Dennis Eccles of Eccles Engineering to conduct a review of each scope and fee proposal. DISCUSSION Staff is preparing to start work on two projects listed in Planning's Work Program for fiscal year 2001- 2002, specifically the FEMA-funded Grabtown Gulch trail repair and reconstruction at Purisima Creek Redwoods Open Space Preserve and the Methuselah Trail Bridge at El Corte de Madera Creek Open Space Preserve. Staff is also working to address an encroachment at Foothills Open Space Preserve. To design the projects,obtain permits, and complete the repairs,the District needs technical assistance from a 330 Distel Circle • Los Altos,CA 94022-1404 • Phone:650-691-1200 ! Fax:650-691-0485 • E-mail:mrosd@openspace.org *Web site:www.openspace.org i Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr,Deane Little,Nonette Hanko,Larry Hassett,Kenneth C.Nitz •General Manager:L.Craig Britton I R-02-40 Page 2 team of engineering and natural resource experts. After reviewing the proposals and qualifications of all respondents to the November 2001 RFPs, staff directly solicited a work scope and fee proposal from Gilpin Geosciences. In reviewing this firm's work, staff has been impressed with its practical approach, responsiveness, and extensive relevant experience. It has demonstrated familiarity with county and regulatory agency permitting processes, and is able to provide the comprehensive services requested. Gilpin Geosciences also recently assisted the District in peer reviewing the geologic impacts of the Montgomery Highlands water system construction methods at El Sereno Open Space Preserve, and staff was pleased with the high quality work this firm provided. Gilpin Geosciences, who will contract directly with the District,has assembled a team of appropriate professionals for each project and will coordinate the team's work. The other team members will be subcontractors to Gilpin Geosciences. Services will generally include conducting topographic surveys and design studies as well as preparing grading plans,details, specifications,and cost estimates. The team will address many complex issues, including low-impact bridge construction in coordination with erosion control and trail restoration. The team will also obtain County and resource agency permits,and will assist staff in preparing environmental impact documents, if required, and in monitoring construction. It is possible that unforeseen scope and fee changes may arise prior to the completion of the project. In such instances it benefits the District for staff to be able to respond quickly, thus allowing the work to proceed smoothly rather than having to stop to wait for Board approval of minor additional work. For this reason, staff recommends that the Board authorize the General Manager to make future consultant contract additions up to approximately 15%of the contract amount. This contingency amount will not be applied to the project unless additional work not included in the original work scope is eventually required. Each requested authorization includes this contingency amount in addition to the consultant's proposed fee. Purisima Creek Open Space Preserve The Grabtown Gulch Trail is an unpaved road used for ranger patrol,maintenance, and recreational trail purposes connecting from Purisima Creek Road in the creek canyon to the southern preserve entrance along Tunitas Creek Road. Although the trail is designated for hiking,bicycling, and equestrian use, it has been closed since the 1997-1998 El Nino storms due to the washout of the Grabtown Gulch Bridge. In 1999,FEMA approved a grant for$28,820 to jack up the end to the bridge to its pre-disaster elevation, rebuild and riprap the earthen abutment, and repair the broken railing. However,due to concerns that FEMA's approved procedure would cause recurring heavy erosion and consequent sedimentation of Purisima Creek,you determined that the best course of action would be to abandon the bridge and reroute the trail. On April 14, 1999 you approved an amendment to the Use and Management Plan for Purisima Creek Redwoods Open Space Preserve to abandon the bridge realign the lower end of Grabtown Gulch Trail (see Report R-99-59). The re-routed trail will reuse existing,overgrown logging trails to the extent feasible, following slope contours to minimize the need for tree removal. A new pedestrian/equestrian/bicycle trail bridge will be constructed to span the Grabtown Gulch creek. A new 0.3-mile segment of multi-use trail will be required to complete the loop. In September 2000, staff formally requested a change to the scope of the FEMA grant to allow the trail to be re-routed as approved by the Board. FEMA's authorization of this request is expected shortly. To complete the bridge project, the District needs to hire a specialized team of consultants in civil engineering,engineering geology, geotechnical engineering, structural engineering,and biology. Staff recommends the Board authorize the General Manager to execute a consultant contract with Gilpin Geosciences in an amount not to exceed$62,500, including the contingency amount discussed above. R-02-40 Page 3 The Planning Department's public access improvement program for fiscal year 2001-2002 includes a budget of$26,200 for the design of the project. Since the project will continue into the next fiscal year, the fiscal year 2002-2003 public access improvement program,currently under review by the Budget Committee, also includes a budget figure for the design,permitting,and construction of the project. El Corte de Madera Creek Open Space Preserve At your June 26, 1996 meeting,you adopted the Trail Use Plan for the El Corte de Madera Creek Open Space Preserve as an amendment to the preserve's Use and Management Plan(see Report R-96-68). Trail plan recommendation 5.12 states: "Construct a trail bridge across El Corte de Madera Creek near the junction of Segment 134(now called trail B6, Methuselah Trail)and Segment 148." Staff has identified a potential location for the Methuselah Trail Bridge,taking into consideration the presence of large trees, steep hillsides, and drainage. However,to complete the bridge project,the District needs to hire a specialized team of consultants in civil engineering,engineering geology, geotechnical engineering, structural engineering, and biology. Staff recommends the Board authorize the General Manager to execute a consultant contract in an amount not to exceed$53,000, including the contingency amount discussed above. The Planning Department's public access improvement program for fiscal year 2001-2002 includes a budget of$75,600 for the design of the project. Since the project will continue into the next fiscal year,the public access improvement program for fiscal year 2002-2003, currently under review by the Administration and Budget Committee, also includes a budget figure for the completion of the design and construction of the project. Foothills Open Space Preserve The District also requires the consulting services of Gilpin Geosciences to provide a peer review of proposed remediation plans to address an encroachment at Foothills Open Space Preserve. A neighbor of Foothills Open Space Preserve,Auguste El-Kareh, graded a road from his Moody Road property. The length of grading on District land is approximately 150 feet, and District staff is working with the Santa Clara County Planning office to restore the area. The neighbor's engineer has proposed plans and specifications for restoration,and District staff requires the expertise of an engineering geologist to review these plans and specifications. Staff expects the cost of this peer review will not exceed$3,000. District staff is pursuing reimbursement from Auguste El-Kareh for all costs related to this encroachment. This amount will bring the total authorization for contracts with Gilpin Geosciences for work on the three projects to a total of$118,500. Review By Eccles Engineering To ensure that the District receives a fair and appropriate proposal, staff has asked Dennis Eccles of Eccles Engineering, a licensed civil engineer and geotechnical engineer,to review the consultant's proposals. Dennis Eccles is familiar with the work sites and has previously implemented similar projects for the District. Mr. Eccles has indicated that he found the proposals clear and well written, and confirmed that the educated assumptions for the expected level of work are sound. According to Mr. Eccles, the fees proposed by Gilpin Geosciences are reasonable for the work described. Mr. Eccles did recommend,and staff has incorporated, an early-stage task for an engineer's opinion of the anticipated construction costs, in order to allow evaluation of the financial feasibility of the recommended design approach. He also made several other useful observations and suggestions that staff has incorporated into the proposals. R-02-40 Page 4 CEQA COMPLIANCE The District has concluded that entering into these agreements with engineering consultants does not constitute a project under California Environmental Quality Act(CEQA). Therefore,the recommended actions are exempt from CEQA. Additionally, at your March 10, 1999 meeting,the Board found the Grabtown Gulch trail re-route project to be categorically exempt from CEQA(see Report R-99-37). Similarly, at your May 26, 1996 meeting the Board found the Trail Use Plan for El Corte de Madera Creek Open Space Preserve,which includes the implementation of the Methuselah Trail bridge,as categorically exempt from CEQA(see Report R-96-60). As additional project details are developed on both of these projects, Staff will determine if any further CEQA analysis is warranted. Prepared by: Sandy Sommer, AICP, Senior Planner Ana Ruiz,Open Space Planner I Contact Persons: Sandy Sommer Regional Open ice MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-02-41 Meeting 02-05 March 13, 2002 AGENDA ITEM 4 AGENDA ITEM Authorization to Execute a Contract with Freyer&Laureta,Inc.to Provide Consulting Services in an Amount Not to Exceed$47,132.75 for Implementation of the Lower Spring Ridge Trail Re-route and Sausal Pond Observation Area,and Evaluation of a Potential Alternate Ridge Trail Alignment at Windy Hill Open Space Preserve ASSISTANT GENERAL MANAGER'S RECOMMENDATION % Authorize the General Manager to execute a contract with Frey & Laureta,Inc.,of San Mateo in an amount not to exceed$47,132.75 to conduct design studies and biological surveys;prepare plans,details, specifications, and cost estimates; obtain permits for implementation of the lower Spring Ridge Trail re- route and Sausal Pond observation area; and conduct an engineering feasibility study for a potential alternate Ridge Trail alignment at Windy Hill Open Space Preserve. BACKGROUND In early November 2001, staff issued several requests for proposals (RFPs)for trail repairs,bridge crossings,and the construction of an observation deck at El Corte de Madera Open Space Preserve. Staff sought consultant teams with qualifications in engineering, surveying,biology,permitting,environmental impact analysis,as well as familiarity with trail construction methods and equipment in remote sensitive locations. There was a larger-than-expected response of qualified applicants to the District's request for proposals, and it is from this large pool that staff would like to solicit for similar repairs located elsewhere in the District. Staff believes that by directly soliciting proposals from qualified firms, it can avoid the repetitive and time-consuming task of once again requesting elaborate proposals. To ensure that the District receives a fair and appropriate response from each consultant team, staff has engaged Dennis Eccles of Eccles Engineering to conduct a review of each scope and fee proposal. Lower Spring Ridge Trail Re-route and Sausal Pond Observation Area At your September 12, 2001 meeting,you adopted amendments to the Use and Management Plan for Windy Hill Open Space Preserve(see Report R-01-105). These amendments included re-routing a portion of lower Spring Ridge Trail to avoid a seasonally wet area with poor drainage, and designating an observation area at Sausal Pond to minimize the impact of visitors on the pond by limiting access to one location(see Exhibit A). Potential Multiple-Use Ridge Trail Alignment At your December 20,2000 meeting,you directed the Ad Hoc Trail Use Committee, comprised of Directors Little, Hanko,and Cyr, to examine the feasibility of opening all dedicated District segments of the Bay Area Ridge Trail to bicycles unless alternate alignments existed(see Report R-00-155). This directive was in response to amendments adopted during the review of the District's Trail Use Policies at your special meeting on July 12,2000(see Report R-00-95). The only Ridge Trail segment on District land that remains closed to bicycle use,and for which there is no alternate trail alignment, lies along the upper, southeastern corridor of Windy Hill Open Space Preserve. At your regular meeting of March 28, 2001 (see Report R-01-39),the Ad Hoc Trail Use Committee recommended the Board direct the Use and Management Committee to consider potential trail 330 Distel Circle • Los Altos,CA 94022-1404 - Phone:650-691-1200 Fax:650-691-0485 - E-mail: mrosd@openspace.org • Web site:www.openspace.org ftr#] ® ' Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr,Deane Little, Nonette Hanko,Larry Hassett,Kenneth C.Nitz -General Manager:L.Craig Britton I R-02-41 Page 2 alignments along upper Windy Hill to determine an appropriate multiple-use Ridge Trail alignment. In preparation for the Use and Management Committee's review, an engineering study is needed to assess the feasibility of constructing an alternate multiple-use Ridge Trail alignment through an area of the preserve characterized by year-round wetness and steep slopes(see Exhibit A). This study will help establish the possible range of Ridge Trail alternatives that the Use and Management Committee will consider for Windy Hill. DISCUSSION Staff is preparing for the implementation of the lower Spring Ridge Trail re-route and the Sausal Pond observation area, and is initiating the study of a potential multiple-use Ridge Trail alignment at Windy Hill Open Space Preserve as described above. These projects are listed in Planning's Work Program for fiscal year 2001-2002. Freyer&Laureta,Inc. Staff recommends contracting with one consulting firm for the three Windy Hill projects, as they present many similar issues. After reviewing the proposals and qualifications submitted by all respondents for the November 2001 RFPs, staff directly solicited a work scope and fee proposal from Freyer&Laureta, Inc. for consulting services at Windy Hill. Staff feels that Freyer&Laureta's technical expertise and familiarity with the preserve and local jurisdiction places the firm in a unique position to successfully address issues related to the region's active geology,the level of public use and interest in the preserve, and Portola Valley's extensive project review process. Freyer&Laureta worked extensively with the Town of Portola Valley during the design and construction of the Kabcenell bridge and driveway,and established a good rapport with the town. Currently,the firm is working with the District on designing cost-effective repairs for the Old Page Mill Trail landslide project,and has demonstrated pertinent technical knowledge,excellent communications skills,awareness of the natural resources, and a sensitivity to the need to minimize any inconveniences imposed on preserve visitors. In designing the lower Spring Ridge Trail re-route and Sausal Pond observation area, Freyer&Laureta will lead a consultant team of civil,geotechnical,and structural engineers; surveyors; and plant and wildlife biologists. The firm will oversee the completion of topographic surveys, structural details and grading plans,plant and wildlife surveys,re-vegetation plans,and assist the District with obtaining the necessary permits and with monitoring construction activities. Freyer&Laureta will also perform an engineering feasibility study of upper Windy Hill to evaluate whether a new trail alignment is practical. Staff recommends that the Board authorize the General Manager to execute a consultant contract with Freyer&Laureta,Inc. in an amount not to exceed$47,132.75, which includes a contingency amount to account for unforeseen scope and fee changes that may arise prior to the completion of the project. In such instances it benefits the District for staff to be able to respond quickly,thus allowing the work to proceed smoothly,rather than having to stop the work while waiting for Board approval of minor additional changes. For this reason, staff recommends that the Board authorize the General Manager to make future consultant contract additions up to approximately 15%of the contract amount. This contingency amount will not be applied to the project unless additional work not included in the original work scope is eventually required. It is important to mention that due to limits on Freyer&Laureta's insurance coverage,the scope and fees for geotechnical work are specifically excluded from their contract. Instead,the District will contract directly with two geotechnical firms: Pacific Geotechnical will assess potential soil concerns along the approved road re-route for an amount not to exceed$3,450, and Milstone Geotechnical will prepare the design and construction recommendations for the Sausal Pond observation area for an amount not to exceed$2,875. Although the District will contract directly with both geotechnical firms,Freyer& R-02-41 Page 3 Laureta will act as the lead and oversee their work. The contracts with the geotechnical firms do not require Board authorization since both amounts fall below the General Manager's authorization limit of $10,000. As such, staff is only requesting Board authorization to contract with Freyer&Laureta. The total amount of consultant fees for all of the Windy Hill projects described above,including these geotechnical fees, is not expected to exceed$53,457.75. Planning's public access improvement program for fiscal year 2001-2002 includes a budget of$12,700 to initiate design and construction of the lower Spring Ridge Trail re-route, $7,000 to initiate design and construction of the Sausal Pond observation area, and$2,000 to conduct a feasibility study for an alternate Ridge Trail alignment at Windy Hill Open Space Preserve. Moreover,the District has recently received a grant in the amount of$25,000 from the Bay Area Ridge Trail Council on behalf of the Coastal Conservancy to evaluate and construct, if possible,the alternate Ridge Trail alignment through Windy Hill. Planning's improvement program for fiscal year 2002-2003,currently under review by the Administration and Budget Committee, also includes a budget figure for the completion of the design and construction of these projects. Review by Eccles Engineering To ensure that the District receives a fair and appropriate proposal, staff has asked Dennis Eccles of Eccles Engineering,a licensed civil engineer and geotechnical engineer,to review the consultants' proposals. Dennis Eccles is familiar with the work sites and has previously implemented similar projects for the District. Mr. Eccles indicated that he found the proposals clear and well written,and confirmed that the educated assumptions for the expected level of work are sound. According to Mr. Eccles,the fees proposed by Freyer&Laureta are reasonable for the work described. Mr. Eccles did recommend, and staff has incorporated, an early-stage task to get an engineer's opinion of the anticipated construction costs in order to allow an evaluation of the financial feasibility of the recommended design. He also made several other useful observations and suggestions that staff has incorporated into the proposals. CEOA DETERMINATION At your July 25, 2001 meeting,you approved a Mitigated Negative Declaration and Mitigation Monitoring Plan and found that the Use and Management Plan Amendment for Windy Hill Open Space Preserve,which includes the implementation of the lower Spring Ridge Trail re-route and Sausal Pond observation area, avoids significant effects or mitigates any potential negative effects to a less than significant level, as required by the California Environmental Quality Act(CEQA) (see Report R-0 1-88). On July 26, 2001 staff filed a Notice of Determination with the San Mateo County Clerk reiterating these findings. Therefore,CEQA compliance is complete for this project. With regard to the feasibility study for a potential Ridge Trail alternate alignment,the District concludes that entering into the recommended agreements with engineering consultants does not constitute a project under CEQA. Therefore,the recommended actions for the feasibility study are exempt from CEQA. The Board will have an opportunity to further review the proposed Ridge Trail project and review any required CEQA documentation during a subsequent review of the Use and Management Plan for Windy Hill Open Space Preserve,when and if action is taken by the Board to implement the consultants' work. Prepared by: Ana Ruiz, Open Space Planner I Contact Person: Same as above WINDY H I *_ OPEN SPACE P#ESERVE o� 0.0 .1 .2 .3 .4 .5 .6 .7 .8 .9 1.0 G 'off PORTOLA VALLEY O ur One Mile wo, Sausal Pond 0.1 Observation Area 800 r 1000 C'�p� 0;6 6 Lower Spring Ridge Trail Road Re-Route 1200 Spr1o8 Ridge T 0.3 0. 1.6 equ 1400 0.2E ail Hot) O``K0.2 )0.2(W 0. nniversary Trail \• •0.7 \c amTs Y-• T � tY Hamms Gulch Tra' Y s2.6 0.4 • 0.2 0. ♦♦♦i♦ 0.4 i loon (VH02)�1 s 1200 ♦♦♦I r `� 1400 1600 �d i Lost Trail Potential Ridge ♦♦ 1500 2.3 Trail Alignment ♦ice •�y Under Study '♦i rr��rl i o.a Area of Concern N Ma Legend p gen Trail Use OYou Are Here ===== Driveway Area Closed to Public Use too* Hiking Only X Dogs on Leashes © _ (Authorized Vehicles Only) for Resource Protection Permitted Only Vehicle Parking Lot Creek Hiking,Equestrian on Designated Trails •� ® Roadside Parking 0 1.00 p. Trail Distance in Miles No Public Entry Private or Leased Lands Hiking,Bicycling, Bay Area Ridge Trail Restroom 0--0 Gate(9s) Equestrian EXHBIT A Regional Open f ice MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-02-35 Meeting 02-05 March 13, 2002 AGENDA ITEM 5 AGENDA ITEM Authorization To Reimburse Santa Clara County Parks In The Amount Of$23,723.32 For Water Service Costs Incurred At Rancho San Antonio Park J ASSISTANT GENERAL MANAGER'S RECOMMENDATION f Authorize the General Manager to reimburse Santa Clara Count arks in the amount of $23,723.32 for water service costs incurred at Rancho San Antonio Park. BACKGROUND At your meeting of May 24, 2000 you approved an Agreement for the District's Operation and Management of Santa Clara County Park's Rancho San Antonio Park(see Report R-00-49). Under the terms of the Agreement the District pays for all of the routine maintenance and associated costs for the term of the Agreement. DISCUSSION In January 2002 Santa Clara County Parks informed District staff that they had inadvertently paid for water service from July 1, 2000 through October 1, 2001 for Rancho San Antonio County Park on behalf of the District. County Parks provided the District with copies of the bills from San Jose Water Company,which totaled $23,723.32. The District has been receiving the water bills for Rancho County Park since October 1, 2001 (see attached letter from D. Logan). The reason for the high amount of the bills was that the installation of a new water tank had raised the water pressure in the water lines. Due to the age of the irrigation system, no pressure reducing valves had been installed and the water lines had broken in a number of places, causing a loss of water. District staff have repaired the water lines and installed the necessary pressure reduction valves to ensure the protection of the system. Additionally, staff has reduced the area under irrigation, allowing areas to return to a more natural condition. Staff expect much lower water bills in the future, but do have a responsibility to reimburse the County for costs they incurred since the District took over management of the Park. There are sufficient surplus funds in the 2001-2002 Budget to reimburse the Count for these utility costs. g Y Y Prepared by: Gordon Baillie, Management Analyst Contact person: John Maciel, Operations Manager 330 Distel Circle • Los Altos,CA 94022-1404 • Phone:650-691-1200 Fax:650-691-0485 • E-mail:mrosd@openspace.org •Web site:www.openspace.org ft-an ®.E` Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr,Deane Little,Nonette Hanko,Larry Hassett,Kenneth C.Nitz +General Manager:L.Craig Britton County of Santa Clara RECEIVED t✓ou �w �\ I /i Environmental Resources Agency �� i Parks and Recreation Department F E B 1 3 M2 *` 298 Garden Hill Drive S \ e Los Gatos,California 95032-7669Q- (408)358-3741 FAX 358-3245 MIDPENNSULA REGIONAL OPE1V t Y Reservations(408)358-3751 TDD(408)356-7146 SPACE DISTRICT February 12, 2002 John Maciel Midpeninsula Regional Open Space District 300 Di-ste! (-irr'!e Los Altos CA 94022 Hello John: Based on the water bills dating from the start of our management agreement for service to Rancho San Antonio Park that I have forwarded to you to date, the District should reimburse the County a total of $23,723.32 for the period July 1, 2000, to October 1, 2001. I understand that as of October 1,2001, the water service was transferred to the District. Please let me know if there are any further questions. Sincerely yours, Donna Logan Sr. Real Estate Agent Board of Supervisors: Donald F. Gage, Blanca Alvarado, Pete McHugh.James T Beall Jr.. Liz Kniss County Executive: Richard Wittenberg —12 Regional Open ace MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-02-38 Meeting 02-05 March 13,2002 AGENDA ITEM 6 AGENDA ITEM Authorization to Purchase Trailhead Signboards from General Graphics Exhibits of San Francisco for Fiscal Year 2002-2003 ASSISTANT GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to purchase eight trailhead signb ards from General Graphics Exhibits of San Francisco in at an amount not to exceed$30,000 for fiscal year 2002-2003. DISCUSSION Trailhead signboards throughout the District vary in their need for repair; some are in good condition while others need to be completely replaced. The current signboards are difficult to open and close,trap condensation, and make a particularly good home for wasps and bees. Given these problems,the staff Sign Committee decided to create a new design. A contract with a sign vendor for the signboard fabrication would allow the District to purchase signboards for two grant-funded projects: the Phase II trail-building grant at El Corte de Madera Creek Open Space Preserve, and the new Jacques Ridge staging area at Sierra Azul Open Space Preserve. Vendors were asked to provide itemized price quotations based upon specifications supplied by General Graphics Exhibits who did the design work for this product. General Graphics Exhibits tendered the lowest unit prices and had the best availability of products. The preliminary Action Plan and Planning Work Program for fiscal year 2002-2003 included the purchase of new trailhead signboards for selected locations(see Report R-02-20),and funds are allocated in Planning's fiscal year 2002-2003 budget, currently under review by the Administration and Budget Committee. Therefore, staff recommends the District purchase trailhead signboards from General Graphics Exhibits during fiscal year 2002-2003 for a total amount not to exceed$30,000. Prepared by: Sumudu Welaratna,Planning Technician Contact person: Same as above 330 Distel Circle • Los Altos,CA 94022-1404 • Phone:650-691-1200 Fax:650-691-0485 • E-mail:mrosd@openspace.org •Web site:www.openspace.org (tw am-s`t Board of Directors:Pete Siemens,Mary C.Davey,led Cyr,Deane Little,Nonette Hanko,Larry Hassett,Kenneth C.Nitz •General Manager:L.Craig Britton Regional Open S ce -------------------- MIDPENINSULA REGIONAL OPEN SPACE DISTRICT R-02-36 Meeting 02-05 March 13, 2002 AGENDA ITEM 7 AGENDA ITEM Approval of Notice of Completion of Contract for Roof Repairs to the Administrative Office Building at 330 Distel Circle in Los Altos ASSISTANT GENERAL MANAGER'S RECOMMENDATION Authorize the President of the Board, or other appropriate facer, to execute the attached Notice of Completion and Acceptance of Work for the roof repair of approximately 5,500 square feet of the District's administrative office building at 330 Distel Circle in Los Altos. DISCUSSION At your September 26, 2001 meeting, you authorized the General Manager to enter into contract with All Seasons Roofing Services of San Jose for the base bid amount of$22,844, plus a contingency amount of$6,500, for a total contract amount not to exceed $29,344 to accomplish this work (see Report R-01-110). The contract is now complete at a final cost of$25,924. In addition to the work included in the original contract, the contractor repaired a number of minor leaks in other areas of the building for an additional cost of$3,080. After conducting a final inspection, staff is pleased with the performance of the contractor and has accepted the work as complete. The District has retained ten per cent of the payment due to All Seasons Roofing Services for the roof repair contract, which is in accordance with the contract specifications. A check for the retained amount will be issued in 35 days. This allows adequate time to review evidence of payrolls, material bills, and other indebtedness connected with the project and ensure that all obligations have been paid. Prepared by: John Cahill, Open Space Planner II P Contact person: Same as above I 330 Distel Circle • Los Altos,CA 94022-1404 • Phone:650-691-1200 Fax:650-691-0485 • E-mail: mrosd@openspace.org •Web site:www.openspace.org i Board of Directors:Pete Siemens,Mary C.Davey,Jed Cyr,Deane Little,Nonette Hanko,Larry Hassett,Kenneth C.Nitz •General Manager:L.Craig Britton Claims No. 02-05 Meeting 02-05 March 13, 2002 Revised MIDPENINSULA REGIONAL OPEN SPACE DISTRICT # Amount Name Description 3314 150.00 Acme&Sons Sanitation Sanitation Services 3315 145.78 ADT Security Services Alarm Service 3316 2,136.94 Allied Auto Works Vehicle Maintenance 3317 1,995.00 Art-Craft Carpet and Linoleum Enterprise Expense-Purisima House 3318 60.76 AT&T Long Distant Telephone Services 3319 216.09 AT&T Wireless Cellular Telephone Services 3320 260.42 Michael Bankosh Reimbursement-Uniform Expense 3321 10,821.38 Barg, Coffin, Lewis&Trapp Legal Services-Guadalupe River Watershed 3322 247.33 Barron Park Supply Company Field Supplies 3323 198.26 Craig Beckman Reimbursement-Uniform Expense 3324 122.49 Browning Ferris Industries Refuse Services 3325 140.00 California Park and Recreation Society Membership Dues 3326 3,240.00 California Conservation Corps. CCC Crew-Bear Creek Project 3327 37.22 California Water Service Company Water Service 3328 71.97 Kerry Carlson Reimbursement-Uniform Expense 3329 15,237.00 Citation Press Printing and Mailing Spring Newsletter 3330 18.00 Coastal Conservancy Subscription Renewal 3331 187.25 Compu-Tech Systems, LLC Equipment Repair 3332 1,125.00 Concern Employee Assistance Program 3333 64.54 Bunny Congdon Reimbursement-Private Vehicle Expense 3334 271.23 Costco Field and Office Supplies 3335 6,372.00 Cotton, Shires&Associates, Inc El Corte de Madera Erosion Control Services 3336 39.89 Steve Davison Reimbursement-Uniform Expense 3337 1,210.00 Decatur Electronics Radar Unit 3338 50.00 Del Rey Building Maintenance Building Maintenance-Distel Circle 3339 3,676.98 Design Concepts Brochures and Slide Show Revisions 3340 3,045.00 Digital Engineering Corporation Mapping Software 3341 1,000.00 Kevin Emery Builder Enterprise Expense-Smith House Repairs 3342 100.00 John Escobar Reimbursement-Membership Dues 3343 756.68 Expanets Phone Maintenance Warranties 3344 3,752.18 *1 First Bankcard 1225.74 Conference Expenses 1098.80 Training-Rangers 92.35 Business Meeting Expense 664.15 Uniform Expense 495.07 Field Supplies 77.07 Office Supplies 74.10 Membership Dues 24.90 Internet Services 3345 51.88 Tom Fischer Reimbursement-Field Supplies 3346 173.71 Foster Brothers Security Systems, Inc. Keys 3347 3,317.07 Freyer&Laureta, Inc, Civil Engineering-Old Page Mill Road 3348 25.24 Gardenland Power Equipment Field Supplies 3349 176.62 Goodco Press Photocopying 3350 96.00 Guy Plumbing and Heating, Inc. Plumbing Services-Purisima House 3351 555.67 Interstate Traffic Control Products Safety Signs 3352 24,406.49 Jakaby Engineering Consulting Services-El Corte de Madera 3353 2,124.80 Javelco Equipment Services, Inc. Field Equipment 3354 2,850.00 Tamara Kan Consultant-Plant Surveying-Russian Ridge Page 1 Claims No. 02-05 Meeting 02-05 March 13, 2002 Revised MIDPENINSULA REGIONAL OPEN SPACE DISTRICT # Amount Name Description 3355 1,644.81 Lanier Worldwide, Inc. Copier Leases 3356 2,824.52 Liebert Cassidy Whitmore Legal Services 3357 47.43 Life-Assist First Aid Supplies 3358 17,692.79 Locus Technologies Technical/Biological Service-Guadalupe River Watershed-NRD, 3359 114.64 Los Altos Garbage Company Garbage Services 3360 1,066.74 Maaco Auto Painting and Bodyworks District Vehicle Repairs 3361 380.00 Macias, Gini&Company Final Payment on 2000 Audit 3362 68.74 MCI Telephone Service 3363 60.00 MetroMobile Communications Radio Service 3364 396.20 Micromedia, Inc. Microfilming 2002 Reports 3365 175.00 National Towing and Transport Vehicle Towing 3366 421.33 Pacific Bell Telephone Service 3367 160.97 Pacific Water Systems Water Supplies-Enterprise 3368 100.00 City of Palo Alto Utilities Utilities 3369 303.97 Pip Printing Map Printing and Folding 3370 1,325.47 Pitney Bowes Postage 3371 965.22 Portola Park Heights Property Owners Assoc. Road Agreement 3372 1,697.20 Precise Mailing, Inc. Mailing of Spring Newsletter 3373 11.71 Rancho Ace Hardware&Garden Shop Field Supplies 3374 1,000.00 Rentco Fence Fencing-Alma College Site 3375 2,485.92 Roy's Repairs Service District Vehicle Repairs 3376 124.25 Safety-Kleen Solvent Tank Service 3377 52.44 David Sanguinetti Private Vehicle Expense 3378 623,21 San Jose Mercury News Classified Employment Advertisement 3379 51.93 San Mateo County Times Subscription 3380 371.00 *2 San Mateo County Planning&Building Division Permit--Sandstone Trail 3381 10.00 *3 San Mateo County Public Health Laboratory Tick Test 3382 10.00 *4 San Mateo County Public Health Laboratory Tick Test 3383 69.00 Susan Schectman Private Vehicle Expense 3384 197.91 Second Cup Local Business Meeting 3385 2,070.00 Richard Seever Pig Control Services 3386 64.00 Sequoia Analytical Water Quality Test 3387 1,200.00 Bill Shearer Leadership Training Instructor 3388 9.52 Skywood Market Field Supplies 3389 938.17 Shell Credit Card Center Fuel 3390 31.95 *5 Sonia's Deli Local Business Meeting Expense 3391 368.59 Stevens Creek Quarry, Inc. Baserock 3392 197.63 Tadco Supply Field Supplies 3393 135.52 Tires on the Go Vehicle Tires 3394 150.00 Transworld Media Group Recruitment Advertisement 3395 1,652.59 United Rental Equipment Rental 3396 9.87 *6 United Parcel Service Parcel Delivery 3397 160.00 Rich Voss Trucking, Inc. Rock Delivery 3398 35.87 Verizon Pager Service 3399 2,487.50 Robert Walery Consulting Services-Acquisition 3400 550.00 *7 Walker Construction Wood Stove Installation-Mora Residence 3401 2,000.00 *8 David Weintraub District Book Authorship 3402 200.00 Woodside& Portola Private Patrol Patrol Services-Windy Hill 3403 52.44 Sumudu Welaratna Private Vehicle Expense Page 2 Claims No. 02-05 Meeting 02-05 March 13, 2002 Revised MIDPENINSULA REGIONAL OPEN SPACE DISTRICT # Amount Name Description 3404R 1,500.00 California Joint Powers Insurance Authority Application Fee/Membership 3405R 313.03 Central Precast Concrete, Inc. Road Repairs-Storm Drain 3406R 4.86 State Board of Equalization Fuel Tax 3407R 2,400.00 Mike Tobar Excavation Retainage-Williams Property Demo Project 340SR 516.83 Petty Cash Private Vehicle Expense, Local Business Meeting Expense, Office Supplies, Printing Services and Nature Center Supplies Total 142,027.64 *1 Urgent Check Issued March 5, 2002 *2 Urgent Check Issued March 4, 2002 *3 Urgent Check Issued February 27, 2002 *4 Urgent Check Issued March 5, 2002 *5 Urgent Check Issued March 5, 2002 *6 Urgent Check Issued March 5, 2002 *7 Urgent Check Issued March 6, 2002 *8 Urgent Check Issued February 28, 2002 Page 3 i i