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Home My Public Portal About20190109 - Agenda Packet - Board of Directors (BOD) - 19-01 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 Wednesday, January 9, 2019 Special Meeting starts at 6:30 PM* Regular Meeting starts at 7:00 PM* A G E N D A 6:30 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ROLL CALL 1. Swearing in of New Board Members for the Term Starting January 2019 Staff Contact: Jennifer Woodworth, District Clerk/Assistant to the General Manager General Manager’s Recommendation: Administer the oath of office for the Board Members appointed/elected during the November 6, 2018 election. ADJOURNMENT 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ORAL COMMUNICATIONS The Board President will invite public comment on items not on the agenda. Each speaker will ordinarily be limited to three minutes; however, the Brown Act (Open Meeting Law) does not allow action by the Board of Directors on items not on the agenda. If you wish to address the Board, please complete a speaker card and give it to the District Clerk. Individuals are limited to one appearance during this section. ADOPTION OF AGENDA 1. Election of the Calendar Year 2019 Officers for the Midpeninsula Regional Open Space District Board of Directors (R-19-02) Staff Contact: Jennifer Woodworth, District Clerk/Assistant to the General Manager Meeting 19-01 Rev. 1/3/18 General Manager’s Recommendation: Elect Officers of the Board of Directors for Calendar Year 2019. CONSENT CALENDAR All items on the Consent Calendar may be approved without discussion by one motion. Board members, the General Manager, and members of the public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar. 2. Approve November 28, 2018, December 6, 2018, and December 12, 2018 Minutes 3. Claims Report 4. Award of Contract for Botanical Services (R-19-03) Staff Contact: Coty Sifuentes-Winter, Senior Resource Management Specialist General Manager’s Recommendation: 1. Authorize the General Manager to enter into a multi-year contract with Vollmar Natural Lands Consulting of Berkeley, California to provide botanical services to support capital and operational projects for a base amount not to exceed $72,460. 2. Authorize a 10% contingency of $7,246 to be awarded if necessary to cover unforeseen conditions, for a total contract amount not-to-exceed $79,706. 5. Board Response to Written Communications from Charlie Krenz Staff Contact: Brian Malone, Assistant General Manager General Manager’s Recommendation: Approve the proposed response to Charlie Krenz. BOARD BUSINESS The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. Each speaker will ordinarily be limited to three minutes. Alternately, you may comment to the Board by a written communication, which the Board appreciates. 6. District Legislative Proposals for 2019 (R-19-04) Staff Contact: Joshua Hugg, Governmental Affairs Specialist General Manager’s Recommendation: Direct the General Manager to pursue two legislative proposals as outlined in the staff report during the 2019-20 State Legislative Session. 7. 2019 Legislative Program (R-19-01) Staff Contact: Joshua Hugg, Governmental Affairs Specialist General Manager’s Recommendation: Adopt, and amend as needed, the Legislative Program for 2019, which outlines the 2019 legislative priorities and policies for Midpeninsula Regional Open Space District. INFORMATIONAL MEMORANDUM • Docent and Volunteer Structure Study – Implementation Update • Administrative Office Remodel Project Update INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or announcements concerning activities of District Directors and staff; opportunity to refer public or Board Rev. 1/3/18 questions to staff for information; request staff to report to the Board on a matter at a future meeting; or direct staff to place a matter on a future agenda. Items in this category are for discussion and direction to staff only. No final policy action will be taken by the Board. Committee Reports Staff Reports Director Reports ADJOURNMENT *Times are estimated and items may appear earlier or later than listed. Agenda is subject to change of order. In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the District Clerk at (650) 691-1200. Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting. Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting, will be available for public inspection at the District’s Administrative Office located at 330 Distel Circle, Los Altos, California 94022. CERTIFICATION OF POSTING OF AGENDA I, Jennifer Woodworth, District Clerk for the Midpeninsula Regional Open Space District (MROSD), declare that the foregoing agenda for the special and regular meetings of the MROSD Board of Directors was posted and available for review on January 4, 2019, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. The agenda and any additional written materials are also available on the District’s web site at http://www.openspace.org. Jennifer Woodworth, MMC District Clerk R-19-02 Meeting 19-01 January 9, 2019 AGENDA ITEM 1 AGENDA ITEM Election of the Calendar Year 2019 Officers for the Midpeninsula Regional Open Space District Board of Directors GENERAL MANAGER’S RECOMMENDATION Elect Officers of the Board of Directors for Calendar Year 2019. SUMMARY Pursuant to Board Policy 1.06 (Board Officers), the Board is required to elect new officers for the calendar year at its first regular meeting in January. The election will be held by signed ballot and counted by the District Clerk. After the election, the ballots will be available for public inspection. DISCUSSION Public Resources Code §5500 requires the Board to elect from its members a President, Vice- President, Treasurer, and Secretary at the first regular meeting in January of each year. The duties of each officer are outlined as follows: President: The President shall be the presiding officer of the Board and shall assume his/her place and duties as such immediately following his/her election. The presiding officer shall preserve order at all meetings of the Board, announce its decisions on all subjects, and decide all questions of order, subject to an appeal to the Board. S/he shall participate in debate, make motions, and vote on all questions as other members of the Board. The President shall sign all Board-approved ordinances, resolutions, contracts and conveyances on behalf of the District, shall sign financial instruments as appropriate, and s/he shall perform such other duties as may be imposed upon him/her by the Board. Vice-President: In the absence of the President, or in the event of his/her inability to act, the Vice-President shall perform all the powers and duties of the President. Treasurer: The Treasurer shall be a member of the Budget Committee and shall sign financial instruments as appropriate. Secretary: The Secretary shall countersign all ordinances and resolutions, and the District Clerk shall countersign all contracts and conveyances approved by the Board. R-19-02 Page 2 Board Policy 1.06 lists the order of officers to be elected as follows: President, Vice-President, Treasurer, and Secretary. Each Board Officer will be elected by a separate vote starting with a call for nominations from the Board. Following the close of nominations, election of each Board Officer will proceed by signed ballot and counted by the District Clerk. The Director receiving a majority of the vote of the members of the Board will be elected. Each of the four Board officers will be elected using this procedure. After the election, the ballots will be available to the public for inspection. FISCAL IMPACT There is no fiscal impact of this item. BOARD COMMITTEE REVIEW Board Committee review of this agenda item is not required. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. No additional notice is necessary. CEQA COMPLIANCE No compliance is required as this action is not a project under the California Environmental Quality Act (CEQA). NEXT STEPS Following the election of Board officers, staff will prepare a new roster for posting and notify the Secretary of State. Attachments: 1. History of Board Officers 2000-2018 Responsible Department Manager: Ana Ruiz, General Manager Prepared by: Jennifer Woodworth, District Clerk/Assistant to the General Manager 2000 President – Kenneth C. Nitz Vice-President – Pete Siemens Treasurer – Mary Davey Secretary – Jed Cyr 2001 President – Pete Siemens Vice-President – Deane Little Treasurer – Ken Nitz Secretary – Larry Hassett 2002 President – Deane Little Vice-President – Nonette Hanko Treasurer – Ken Nitz Secretary – Larry Hassett 2003 President – Nonette Hanko Vice-President – Mary Davey Treasurer – Larry Hassett Secretary – Ken Nitz 2004 President – Mary Davey Vice-President – Larry Hassett Treasurer – Jed Cyr Secretary – Pete Siemens 2005 President – Larry Hassett Vice-President – Jed Cyr Treasurer – Pete Siemens Secretary – Nonette Hanko 2006 President – Jed Cyr Vice-President – Ken Nitz Treasurer – Mary Davey Secretary – Nonette Hanko 2007 President – Ken Nitz Vice-President – Pete Siemens Treasurer – Curt Riffle Secretary – Mary Davey 2008 President – Pete Siemens Vice-President – Nonette Hanko Treasurer – Ken Nitz Secretary – Mary Davey 2009 President - Nonette Hanko Vice-President – Mary Davey Treasurer - Curt Riffle Secretary - Jed Cyr 2010 President – Mary Davey Vice-President – Larry Hassett Treasurer – Curt Riffle Secretary – Jed Cyr 2011 President – Larry Hassett Vice-President – Curt Riffle Treasurer – Pete Siemens Secretary – Cecily Harris 2012 President – Curt Riffle Vice-President – Jed Cyr Treasurer – Pete Siemens Secretary – Yoriko Kishimoto 2013 President – Jed Cyr Vice-President – Cecily Harris Treasurer – Pete Siemens Secretary – Yoriko Kishimoto 2014 President – Cecily Harris Vice-President – Pete Siemens Treasurer – Curt Riffle Secretary – Larry Hassett 2015 President – Pete Siemens Vice-President – Yoriko Kishimoto Treasurer – Curt Riffle Secretary – Jed Cyr Attachment 1 Board Officer History 2016 President – Yoriko Kishimoto Vice-President –Larry Hassett Treasurer – Curt Riffle Secretary – Cecily Harris 2017 President – Larry Hassett Vice-President – Curt Riffle Treasurer – Jed Cyr Secretary –Pete Siemens 2018 President – Jed Cyr Vice-President – Cecily Harris (through 10/10/18); Pete Siemens (beginning 10/24/18) Treasurer – Curt Riffle Secretary – Yoriko Kishimoto Attachment 1 November 28, 2018 Board Meeting 18-40 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 November 28, 2018 DRAFT MINUTES SPECIAL MEETING – CLOSED SESSION President Cyr called the special meeting of the Midpeninsula Regional Open Space District to order at 5:30 p.m. ROLL CALL Members Present: Jed Cyr, Larry Hassett, Yoriko Kishimoto, Pete Siemens, and Curt Riffle Members Absent: Nonette Hanko Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant General Manager Brian Malone, Controller Mike Foster Public comments opened at 5:30 p.m. No speakers present. Public comments closed at 5:31 p.m. 1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION. Government Code Section 54957(b)(1) Title of Employee: Controller CONFERENCE WITH LABOR NEGOTIATORS. Government Code Section 54957.6 Agency designated representatives: Board of Directors Unrepresented Employees: Controller After Item 1, Controller Mike Foster left the closed session. Meeting 18-40 Page 2 General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant General Manager Brian Malone, Planning Manager Jane Mark, and Real Property Manager Mike Williams attended the closed session for Item 2. 2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: San Mateo County APN(s): 079-080-090 and 079-080-080 (portions) Agency Negotiator: Brian Malone, Assistant General Manager Negotiating Party: Jim and Patty White Under Negotiation: Lease Terms Director Riffle recused himself from this item due to his employment at the Peninsula Open Space Trust. ADJOURNMENT President Cyr adjourned the special meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 6:59 p.m. REGULAR MEETING President Cyr called the regular meeting of the Midpeninsula Regional Open Space District to order at 7:00 p.m. President Cyr reported the Board met in closed session, and no reportable action was taken. ROLL CALL Members Present: Jed Cyr, Larry Hassett, Yoriko Kishimoto, Pete Siemens, and Curt Riffle Members Absent: Nonette Hanko Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant General Manager Brian Malone, Chief Financial Officer/Director of Administrative Services Stefan Jaskulak, Acting Assistant General Manager Kirk Lenington, Administrative Assistant Jordan McDaniel, ORAL COMMUNICATIONS No speakers present. ADOPTION OF AGENDA Motion: Director Kishimoto moved, and Director Riffle seconded the motion to adopt the agenda. VOTE: 5-0-0 (Director Hanko absent) Meeting 18-40 Page 3 SPECIAL ORDERS OF THE DAY • Introduction of staff o Scott Reeves o Tanisha Werner o Mazarin Vakharia o Lewis Reed • Proclamation Honoring Paul McKowan on his Retirement CONSENT CALENDAR Director Riffle pulled Item 7 from the consent calendar. Public comment opened at 7:31 p.m. No speakers present. Public comment closed at 7:31 p.m. Motion: Director Riffle moved, and Director Hassett seconded the motion to approve the Consent Calendar, except for Item 7. VOTE: 5-0-0 (Director Hanko absent) 1. Approve November 14, 2018 and November 20, 2018 Minutes 2. Claims Report 3. Award of Contract for Biological Services: American Badger and Burrowing Owl Habitat Suitability Study (R-18-136) General Manager’s Recommendation: 1. Authorize the General Manager to approve a contract with San Francisco Bay Bird Observatory and sub-consultant Pathways for Wildlife to provide biological studies that will inform management actions for protecting American Badger and Burrowing Owl, for a base contract amount not to exceed $214,250 over a three-year period. 2. Authorize a 10% contingency of $21,425 to be reserved for unanticipated issues, for a total contract amount not-to-exceed $235,675. 4. Resolution of the Board of Directors of the Midpeninsula Regional Open Space District Supporting the Prohibition of Industrial Clearcutting in California Forests (R-18- 137) General Manager’s Recommendation: Adopt a resolution supporting the prohibition of industrial clearcutting in California forests. 5. Contract Amendment for Environmental Services to Support the Ravenswood Bay Trail Project (R-18-138) Meeting 18-40 Page 4 General Manager’s Recommendations: 1. Authorize the General Manager to execute a contract amendment with H.T. Harvey and Associates for additional environmental consulting services to support the Ravenswood Bay Trail Project in the amount of $138,000 for a not-to-exceed new contract amount of $204,700. 2. Authorize an approximate 10% contingency of $13,500 to cover unforeseen conditions, for a total contract amount not-to-exceed $218,200. 6. Board Response to Written Communications from Rob Huebschmann General Manager’s Recommendation: Approve the proposed response to Rob Huebschmann. 7. Appointment of Ward 7 Director (R-18-143) Item 7 was heard after the Consent Calendar. General Manager’s Recommendation: 1. Adopt a resolution appointing Zoe Kersteen-Tucker as the Ward 7 Director. 2. Direct the District Clerk to certify the appointment and administer the Oath of Office. Public comments opened at 7:35 p.m. No public comments. Public comments closed at 7:35 p.m. Director Kishimoto expressed appreciation for the fantastic field of candidates and enthusiastic applicants. Director Riffle spoke regarding the impressive Ward 7 applicants and thanked the staff members responsible for the process. Director Cyr expressed appreciation for the high quality of the applicants for the Ward 7 board position. Motion: Director Hassett moved, and Director Siemens seconded the motion to approve the General Manager’s recommendation. VOTE: 5-0-0 (Director Hanko absent) BOARD BUSINESS 8. Proposed Trail Names for Bear Creek Redwoods Open Space Preserve Phase I Trails (R-18-139) Planner III Gretchen Laustsen discussed proposed names for the Phase I public access trails at Bear Creek Redwoods Open Space Preserve and reviewed the trail naming criteria and process specified in Board Policy 5.01 for Site Naming, Gift and Special Recognition. Gretchen Lausten provided descriptions for each of the four new trail segments and their proposed trail names. Meeting 18-40 Page 5 Public comments opened at 7:46 p.m. No speakers present. Public comments closed at 7:46 p.m. Motion: Director Riffle moved, and Director Siemens seconded the motion to approve the proposed Phase I trail names for Bear Creek Redwoods Open Space Preserve, as set out in the staff report and as recommended by the Legislative, Funding, and Public Affairs Committee. VOTE: 5-0-0 (Director Hanko absent) 9. Preserve Use Survey – Proposed Follow-up Implementation Actions (R-18-140) Governmental Affairs Specialist Joshua Hugg provided the staff report describing the procedures used to collect information through the preserve use survey and the proposed implementation actions to address the recommendations derived from the 2017-18 Preserve Use Survey. The recommendations are grouped into eight categories and will be addressed through varying methods, such as enhancing current District activities and services, implementing new solutions, and collaborating with similar agencies and organizations. Staff recommends initiating implementation over the following three fiscal years and repeating the survey every five to ten years to confirm the District’s effectiveness in addressing the identified gaps and barriers. Director Riffle suggested creating metrics to measure progress regarding the proposed goals. Additionally, Director Riffle recommended identifying partnership opportunities with other organizations with similar issues. Director Siemens commented on the need to grow District volunteer programs, such as at the Daniels Nature Center and providing funding to support transportation for schools to participate in environmental education programs. General Manager Ana Ruiz reported staff will gather additional information regarding the use of District transportation grants and report back to the Board at a future meeting. Director Hassett suggested increased partnerships with healthcare providers and outdoor educational programs to encourage additional visitors to preserves. Director Kishimoto suggested offering an introductory wilderness training to familiarize new preserve visitors with the natural environment. Director Siemens suggested using a municipal garbage service on a trial basis to remove dog waste containers at Pulgas Ridge and Windy Hill. Public comments opened at 8:34 p.m. No speakers present. Public comments closed at 8:34 p.m. Meeting 18-40 Page 6 No Board action required. INFORMATIONAL MEMORANDUM • Hawthorns Public Access Planning Project INFORMATIONAL REPORTS A. Committee Reports No committee reports. B. Staff Reports Chief Financial Officer Stefan Jaskulak commented on the newly created “Budget in Brief” pamphlet. Assistant General Manager Brian Malone reported an agenda item on a proposed pilot dog waste program will be presented to the Board in March. Ms. Ruiz reported that second interviews for Public Affairs Manager position will be held on Friday. C. Director Reports The Board members submitted their compensatory reports. Director Hassett announced the South Skyline Association holiday party will be at his home on December 2, 2018 at 4:30 p.m. Director Riffle reported he will be attending the annual Vida Verde Celebration event on Sunday. He will also be attending TomKat Ranch’s, a sustainable grazing organization, annual study in Pescadero. ADJOURNMENT President Cyr adjourned the regular meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 8:43 p.m. ________________________________ Jennifer Woodworth, MMC District Clerk December 6, 2018 Board Meeting 18-41 SPECIAL MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Lucie Stern Community Center – Fireside Room 1305 Middlefield Road #1 Palo Alto, 94301 Thursday, December 6, 2018 DRAFT MINUTES SPECIAL MEETING – BOARD RETREAT President Cyr called the special meeting of the Midpeninsula Regional Open Space District to order at 9:05 a.m. ROLL CALL Members Present: Jed Cyr, Larry Hassett, Yoriko Kishimoto, and Curt Riffle Members Absent: Nonette Hanko and Pete Siemens Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Controller Mike Foster, Assistant General Manager Brian Malone, Assistant General Manager Susanna Chan, Chief Financial Officer/Director of Administrative Services Stefan Jaskulak, District Clerk/Assistant to the General Manager Jennifer Woodworth, Real Property Manager Mike Williams, Acting Land & Facilities Manager Michael Jurich, Human Resources Manager Candice Basnight, Information Systems & Technology Manager Garrett Dunwoody, Natural Resources Manager Kirk Lenington, Budget & Analysis Manager Carmen Narayanan, Acting Public Affairs Manager Cydney Bieber, Planning Manager Jane Mark, Visitor Services Manager Matt Anderson, Engineering & Construction Manager Jason Lin, Finance Manager Andrew Taylor ORAL COMMUNICATIONS No speakers present. District Clerk Jennifer Woodworth administered the oath of office to Zoe Kersteen-Tucker for the Ward 7 Director. Meeting 18-41 Page 2 ADOPTION OF AGENDA Motion: Director Kishimoto moved, and Director Hassett seconded the motion to adopt the agenda. VOTE: 5-0-0 (Directors Hanko and Siemens absent) BOARD BUSINESS 1. Annual Board of Director’s Retreat – Strategic Planning Meeting 1 (Environmental Scan, FOSM 5-Year Staffing Projections, and Strategic Plan Goals and Objectives Review) (R-18-147) General Manager Ana Ruiz provided opening comments summarizing the agenda topics for the retreat. Director Siemens arrived at 9:15 a.m. Chief Financial Officer Stefan Jaskulak presented highlights of the Financial and Operational Sustainability Model (FOSM) implementation of recommendations to date, with 98% of the recommendations as completed or underway. Directors Riffle and Kishimoto spoke in favor of updating the FOSM based on current conditions, such as staff levels, tax base, and land acquisitions. Mr. Jaskulak reported similar studies are typically updated approximately every ten years, and staff will be presenting detailed staff projections for the next five years. Public comments opened at 9:51 a.m. Karen Holman commented on the need to look at the issues of fire safety and detection. Mr. Jaskulak explained staff also identified this concern in the environmental scan, and staff recommends including an objective to the strategic plan related to fire protection. Public comments closed at 9:54 a.m. Mr. Jaskulak provided staffing projections for the next five years (Fiscal Years 2019-20 through 2023-24). District Controller reported the FOSM is partially based on the work to be completed and proposed land acquisitions. Additionally, Mr. Foster noted that the FOSM’s fiscal sustainability is based on the tax base of the District, and recent tax income is larger than the projections used in the FOSM, so the proposed staff increases continue to be affordable. Ms. Ruiz commented on the District’s efforts to retain staff, including alternative work schedules options, creation of an internal leadership program, and other professional development opportunities. Meeting 18-41 Page 3 Director Kersteen-Tucker suggested the District track staff retention to see how it is trending over time. Assistant General Manager Brian Malone presented key elements and takeaways from this year’s environmental scan, including increased project complexity and costs, staff recruitment and retention, and resilience. Mr. Malone presented both internal and external strengths, challenges & barriers, and opportunities for the District. Board members also made suggestions for additional strengths, challenges & barriers, and opportunities. Strengths include a growing and diversifying population to bring in diverse populations to the preserves, strengthening partnerships with partner organizations and agencies, and the District’s role in regional resiliency. Director Kishimoto inquired if staff is studying the potential need for staff commute options and clustering of staff, such as vanpools, carpooling incentives, etc. Mr. Malone commented that the clustering of staff in part led to the location selected for the new South Area Office. Director Hassett commented on the District’s proposed work related to streamlining the permit process, which would allow District projects to move forward more smoothly and quickly. Challenges & barriers include the impacts of changing technology, escalation of costs for capital projects, extreme weather patterns, and the cumulative impact of high preserve visitation. Additionally, Board members commented on the difficulty for the public to differentiate among various open space agency offerings, such as county parks, city parks, and parks maintained by other open space agencies. Director Kishimoto commented on the cumulative and relative impacts of opening new areas to public access, such as in the coastal area, where even a small increase in visitation creates a relatively large impact on the community, which is already experiencing an increase in traffic and congestion. Director Kersteen-Tucker suggested the District proactively act regarding visitors to the coast, such as collaborating with San Mateo County to study trail and transit opportunities. Director Siemens commented on the growing number of wildlife interactions due to increased population. Mr. Malone reported the District is working with District partners, including grazing tenants and other agencies, and the community at large to minimize the impact of wildlife encounters. The District is also operationally tracking and reacting to wildlife encounters. Director Siemens commented on the potential challenges associated with the restoration forestry and prescribed fire programs related to public perception of the programs. Director Kishimoto commented on the impact of a growing population on watershed and endangered species, suggesting the District should champion protection for these species, including potentially hosting a watershed summit. An additional challenge is how the District can accommodate visitors of all abilities. Meeting 18-41 Page 4 Opportunities include building and strengthening regional partnerships, leveraging high visitation to engage new communities, maintaining a strong financial position, and increasing volunteer programs and educational opportunities. Public comments opened at 10:50 a.m. Karen Holman commented on the need to create parking and evacuation plans for the District’s preserves in the event of a fire or other natural disaster. Mr. Malone reported District staff is in the process of creating fire response plans for the preserves. A fire response plan is complete for La Honda Open Space Preserve, and staff is currently working on a fire response plan for Rancho San Antonio. The fire response plans include information for emergency personnel, such as water sources, access routes, and escape routes. Public comments closed at 10:53 a.m. The Board recessed at 11:11 a.m. and reconvened at 11:39 a.m. with Directors Cyr, Hassett, Kersteen-Tucker, Kishimoto, Riffle, and Siemens present. Item 2 was heard prior to discussion of the Fiscal Year 2019-20 Strategic Plan Goals and Objectives. Mr. Malone reviewed the current goals and objectives included in the Strategic Plan. The Board of Directors reviewed the Strategic Plan and made edits to the language of the goals and objectives. Director Siemens left at 1:25 p.m. Motion: Director Kishimoto moved, and Director Riffle seconded the motion to adopt the proposed changes to the Strategic Plan, as amended by the Board. VOTE: 5-0-0 (Directors Hanko and Siemens absent) 2. Formation of a Science Advisory Panel (R-18-148) Natural Resources Manager Kirk Lenington provided the staff report, using the District’s work on sudden oak death, protection of the San Francisco garter snake, and watershed protection as case studies of how a science advisory panel could be used. District staff often contract for scientific expertise on District projects, but this is challenging for controversial topics or topics with emerging science. Mr. Lenington spoke regarding the San Francisco Estuary Institute and Point Blue Conservation Science, which could provide scientific expertise to the District on a contract basis. Mr. Lenington described the proposed process for working with a scientific advisory panel for creation of briefing papers and/or receiving project-specific feedback. Director Riffle suggested the contract science advisory panel could be supplemented with other scientists from other organizations. Meeting 18-41 Page 5 Director Riffle requested clarification of the science advisory panel since the recommendation relates to scientists working on a contract. Mr. Lenington explained that the proposed science advisory panel, such as SFEI, would assemble a pool of experts to provide expertise on specific topics. Director Riffle suggested most of proposed work seems District-directed and inquired whether the panel would be able to suggest areas of study. Mr. Lenington stated the panel could potentially host a regular conference on scientific topics in order to bring forward emerging scientific topics. Director Riffle suggested a potential scientific advisory panel could study grazing. Director Kishimoto suggested the following topics could be studied by the potential scientific advisory panel: geology, impact of visitors and dogs on wildlife and other natural resources, fishery recovery, and the role of District open space in the regional water cycle. Director Kersteen-Tucker suggested calling the proposed panel a scientific hub or collective since it is not a citizens committee and suggested partnering with regional agencies or organizations. Mr. Lenington commented the District plans to collaborate with other organizations but not using the partners as the lead scientists on an issue. The scientific advisory panel will be more focused on academic research and synthesizing scientific studies into a recommended action. Public comments opened at 12:31 p.m. Karen Holman inquired regarding potential California Environmental Quality Act impacts. Mr. Lenington stated the reports would likely not create a CEQA impact, and any CEQA impacts of any panel recommendations would be analyzed as the recommendations are incorporated into the planning process. Public comments closed at 12:33 p.m. No Board action required. ADJOURNMENT President Cyr adjourned the regular meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 1:39 p.m. ________________________________ Jennifer Woodworth, MMC District Clerk December 12, 2018 Board Meeting 18-42 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 December 12, 2018 DRAFT MINUTES SPECIAL MEETING – CLOSED SESSION President Cyr called the special meeting of the Midpeninsula Regional Open Space District to order at 5:32 p.m. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Larry Hassett, and Zoe Kersteen-Tucker Members Absent: Yoriko Kishimoto, Pete Siemens, and Curt Riffle Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant General Manager Susanna Chan, Assistant General Manager Brian Malone, Chief Financial Officer/Director of Administrative Services Stefan Jaskulak, Real Property Manager Mike Williams, Senior Real Property Agent Allen Ishibashi Public comments opened at 5:32 p.m. No speakers present. Public comments closed at 5:32 p.m. Director Riffle recused himself for the closed session due to his perceived conflict of interest based on his employment at the Peninsula Open Space Trust (POST). 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: La Honda and Stage Roads, San Gregorio, CA, San Mateo County APNs 081-040-010 & 081-250-010, 081-022-010 & 081-022-020 Agency Negotiator: Allen Ishibashi, Senior Real Property Agent Meeting 18-42 Page 2 Negotiating Party: Ben Wright, Farmland Program Manager, Peninsula Open Space Trust Under Negotiation: Terms and conditions Director Kishimoto arrived at 5:32 p.m. Director Siemens arrived at 5:37 p.m. ADJOURNMENT President Cyr adjourned the special meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 6:27 p.m. SPECIAL MEETING President Cyr called the special meeting of the Midpeninsula Regional Open Space District to order at 6:30 p.m. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Larry Hassett, Zoe Kersteen-Tucker, Yoriko Kishimoto, Pete Siemens, and Curt Riffle Members Absent: None Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant General Manager Susanna Chan, Assistant General Manager Brian Malone, Chief Financial Officer/Director of Administrative Services Stefan Jaskulak, District Clerk/Assistant to the General Manager Jennifer Woodworth, Planning Manager Jane Mark, Planner I Melissa Borgesi President Cyr reported the Board met in closed session, and no reportable action was taken. 1. Proclamation Honoring Nonette Hanko on her Retirement President Cyr read the proclamation honoring Director Hanko for her 46 years of service. 2. Consideration of Commemorative Trail for Nonette Hanko at Los Trancos Open Space Preserve (R-18-152) Planner I Melissa Borgesi provided the staff report describing the location of the trail and Director Hanko’s contributions to the District and region. Director Hanko spoke regarding the impact of the San Andreas Fault and the impact the earth can have on individual’s lives. Director Hanko spoke in favor of lengthening the San Andreas Fault Trail to the entire length of the San Andreas Fault. Director Hanko shared some of her memories of the District’s formation including the expansion into San Mateo County. Public comments opened at 6:44 p.m. Meeting 18-42 Page 3 Lisa Chung from the Office of California State Senator Jerry Hill spoke regarding Director Hanko’s role in founding the District as a link to a time when people sought to preserve open space. Ms. Chung thanked Director Hanko for her devotion to the region and its residents. Public comments closed at 6:46 p.m. The members of the Board each shared their thanks to Director Hanko for her time and dedication to the District and shared memories of her service supporting the preservation of open space. Motion: Director Siemens moved, and Director Kishimoto seconded the motion to confer special recognition on Nonette Hanko by renaming the San Andreas Fault Trail at Los Trancos Open Space Preserve to the Nonette Hanko San Andreas Fault Trail. General Manager Ana Ruiz thanked Director Hanko for her vision that has guided the District to preserve open space for the region. VOTE: 7-0-0 President Cyr adjourned the special meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 7:05 p.m. REGULAR MEETING President Cyr called the regular meeting of the Midpeninsula Regional Open Space District to order at 7:11 p.m. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Larry Hassett, Zoe Kersteen-Tucker, Yoriko Kishimoto, Pete Siemens, and Curt Riffle Members Absent: None Staff Present: General Manager Ana Ruiz, General Counsel Hilary Stevenson, Assistant General Manager Susanna Chan, Assistant General Manager Brian Malone, Chief Financial Officer/Director of Administrative Services Stefan Jaskulak, District Clerk/Assistant to the General Manager Jennifer Woodworth, Real Property Manager Mike Williams, Senior Real Property Agent Allen Ishibashi, Planning Manager Jane Mark, Planner I Melissa Borgesi, Controller Mike Foster ORAL COMMUNICATIONS No speakers present. Meeting 18-42 Page 4 ADOPTION OF AGENDA Director Riffle suggested moving Item 8 to directly follow the Consent Calendar as members of the public are present to speak regarding Item 8. Motion: Director Riffle moved, and Director Kishimoto seconded the motion to adopt the agenda, as amended. VOTE: 7-0-0 SPECIAL ORDERS OF THE DAY • Introduction of staff O Leialani Hufana, Planner II O Johnny Baldwin, Sharepoint Architect O Susanna Chan, Assistant General Manager CONSENT CALENDAR Public comment opened at 7:25 p.m. No speakers present. Public comment closed at 7:25 p.m. Motion: Director Kishimoto moved, and Director Riffle seconded the motion to approve the Consent Calendar, except for Item 4. VOTE: 7-0-0 1. Claims Report 2. Certification of November 6, 2018 Election Results for Wards 1, 2, 5, and 6 (R-18- 149) General Manager’s Recommendations: 1. Adopt a Resolution Declaring Canvass of Returns and Results of the Biennial General District Election held on November 6, 2018. 2. Adopt a Resolution Appointing Director – Ward 2 of the Board of Directors of the Midpeninsula Regional Open Space District 3. Adopt a Resolution Appointing Director – Ward 6 of the Board of Directors of the Midpeninsula Regional Open Space District 3. Annual Dedication Report of Certain Lands of the Midpeninsula Regional Open Space District (R-18-150) General Manager’s Recommendation: Accept the annual report on the status of dedicated interests in lands of the Midpeninsula Regional Open Space District held for public open space purposes. Meeting 18-42 Page 5 4. Award of Contract for Partial Demolition, Repair, and Improvements at 20000 Skyline Boulevard, Redwood City, in the Russian Ridge Open Space Preserve (R-18-145) Director Hassett pulled Item 4 from the Consent Calendar. Item 4 was heard following the Consent Calendar Director Hassett spoke regarding the lack of bids received for the project and that the winning bid is located more than 150 miles from the job site. Director Hassett spoke in favor of using local contractors for District projects to help support the District’s climate action plan. Director Hassett recommended adopting the following requirements: - All projects over a specified dollar amount must receive two to three bids in order to award a contract - Create a pamphlet to provide to local contractors that outlines the process for working with the District and how to create a relationship with the District - Conduct follow-up surveys to inquire why local contractors did not bid on a project - Reevaluate where the jobs are posted - Investigate the creation of a list of pre-approved contractors If these requirements are not possible, then Director Hassett suggested creation of a bonus or penalty system based on contractor location in order to support the reduction of greenhouse gases. Ms. Ruiz explained that requiring at least two bids would penalize the one contractor who submitted a bid, which may be a bid close to the estimate. Additionally, when projects are re-bid, the subsequent bids are often higher than the original single bid. Ms. Ruiz stated District staff could increase its outreach efforts; however, the bidders ultimately decide whether to bid on a project. District projects are also subject to various state requirements, some of which require a fee or a large penalty if the requirements are not followed. Staff can create an interested parties list for contractors. Finally, the other two attendees for the bid walk were unable to bid the project due a lack of capacity, the small size of the project, and a lack of experience to complete the project. General Counsel Hilary Stevenson explained changes of state law would be required to enable preference for local contractors and creation of a pre-approved contractor list. Assistant General Manager Brian Malone reported Belz Construction completed other District projects and utilizes a trailer to reduce greenhouse gas emissions. The District does use a pre- qualified list for contracts under $50,000. Also, oftentimes many small, local contractors are not interested in following the process to pay a fee and register with the state. Director Siemens suggested combining the various phases of the project to create a larger project for bidding. Mr. Malone explained that completing multiple phases at once is limited by staff capacity and a desire to reduce disruptions to the current tenant. Director Kishimoto suggested contacting contractors individually. Meeting 18-42 Page 6 Director Hassett suggested the District may want to pursue legislative changes. Director Kersteen-Tucker suggested holding a workshop for local contractors to inform them of District and state requirements. Director Riffle Asked staff to return with options to increase the number of local bids. Public comments opened at 8:01 p.m. Maureen Mehtala spoke regarding Item 4 expressing her concern that construction companies may create road hazards for the single road leaving the area. Ms. Mehtala also expressed concerns regarding construction noise and water usage. Ms. Mehtala asked to be contacted to prior to the beginning of the project to discuss these concerns. Public comments closed at 8:04 p.m. General Manager’s Recommendations: 1. Award a contract to Belz Construction Inc., for partial demolition, repair and improvements of three structures at 20000 Skyline Boulevard, Redwood City, in the Russian Ridge Open Space Preserve for a base contract amount of $226,000. 2. Authorize a 15% contract contingency of $33,900, to be reserved for unanticipated issues, thus allowing the total contract amount not-to-exceed $259,900. Motion: Director Riffle moved, and Director Siemens seconded the motion to approve the General Manager’s recommendation. VOTE: 7-0-0 5. Office Lease Extensions between Wellington Park Investors and Midpeninsula Regional Open Space District at 4984 El Camino Real, Los Altos, Suites 100 and 115 for Administrative Office Space (R-18-151) General Manager’s Recommendations: 1. Determine that the recommended actions are categorically exempt from the California Environmental Quality Act (CEQA), as set out in the report. 2. Adopt a Resolution authorizing the General Manager to enter into office lease extensions with Wellington Park Investors. 6. Amendment to Board Policy 3.08 – Investment Guidelines (R-18-155) Controller’s Recommendation: Approve the following amendments to Board Policy 3.08 Investment Guidelines: • Amend Guideline #3: Add Local Agency Investment Fund and Reduce Percentage to 20% • Amend Guideline #4: Add Local Agency Investment Fund BOARD BUSINESS 7. Approval of Salary Adjustments and Revised Employment Agreement for Board Appointee: District Controller (R-18-156) Meeting 18-42 Page 7 Public comments opened at 8:20 p.m. No speakers present. Public comments closed at 8:20 p.m. The Board members thanked Mr. Foster for his service to the District Motion: Director Kishimoto moved, and Director Hassett seconded the motion to adopt a resolution approving the salary adjustments and authorizing the Board President to execute a revised Board Appointee Employment Agreement. VOTE: 7-0-0 8. Partnership Support for Tunitas Creek Beach and Cowell-Purisima Trail (R-18- 154) The Board heard Item 8 before Item 7. Director Riffle recused himself for Item 8 due to his perceived conflict of interest based on his employment at the Peninsula Open Space Trust (POST). Chief Financial Officer Stefan Jaskulak provided an overview of the project, including the partnership between San Mateo County and POST to lead the project, the proposed stewardship fund, and the property’s tie-ins to nearby trails. Mr. Jaskulak reviewed the preliminary project budget and project next steps. Walter Moore, President of POST, spoke in support of the General Manager’s recommendation and described the financial support previously received from the state and other donors. Additionally, Mr. Moore spoke regarding the five staff positions previously approved by San Mateo County and other County actions supporting the project. Director Kersteen-Tucker inquired regarding recognition for the District for supporting the project. Mr. Moore described the recognition signage proposed for the District. Public comments opened at 8:16 p.m. No speakers present. Public comments closed at 8:16 p.m. Motion: Director Kersteen-Tucker moved, and Director Hassett seconded the motion to: 1. Approve a request for a one-time contribution of $500,000 to support the natural resource restoration, public access improvements, and management of Tunitas Creek Beach, and long- term management of the nearby Cowell-Purisima Trail, which is a segment of the California Coastal Trail. Meeting 18-42 Page 8 2. Adopt a resolution increasing the Fiscal Year 2018-19 budget and appropriation for the General Fund by $500,000 VOTE: 7-0-0 9. Addition of Section VI, Partner Recognition Signboard, to Board Policy 5.01 – Site Naming, Gift, and Special Recognition (R-18-153) Planner I Melissa Borgesi presented the staff report proposing the addition of Section VI Partner Recognition Signboard to Board Policy 5.01 – Site Naming, Gift, and Special Recognition. Ms. Borgesi provided the draft partner recognition signboard policy guidelines to standardize the District’s approach for recognizing significant partner contributions at preserve trailhead locations. Director Siemens suggested including language that partners and constituents made the project possible. Public comment opened at 8:28 p.m. No speakers present. Public comment closed at 8:28 p.m. Motion: Director Siemens moved, and Director Riffle seconded the motion to approve Section VI, Partner Recognition Signboard, as an addition to Board Policy 5.01 – Site Naming, Gift, and Special Recognition to establish a centralized, consistent, and cohesive approach for recognizing significant partner contributions at preserves. VOTE: 7-0-0 INFORMATIONAL MEMORANDUM • Measure AA Fund Reallocation Status Update INFORMATIONAL REPORTS A. Committee Reports Director Hassett reported the Administrative Office Ad Hoc Committee met to discuss the draft schematic design plan and factors affecting energy use at 5050 El Camino Real. An informational report will be going to the Board in January. Director Hassett reported the Legislative, Funding and Public Affairs Committee met on December 4, 2018 to discuss proposed legislation for 2019 and the proposed partner recognition signboard guidelines discussed by the Board at this meeting. Meeting 18-42 Page 9 B. Staff Reports Ms. Ruiz reported on a recent productive meeting with several staff members of Santa Clara County related to Bear Creek Stables. Additional conversations are needed to determine which repairs would fall under the current legal, non-conforming use. Staff also met with the San Mateo County Farm Bureau and discussed several upcoming projects and policy items. C. Director Reports The Board members submitted their compensatory reports. Director Riffle reported his attendance at the Vida Verde annual event and commented on the outreach and inclusive work done by that organization. President Cyr spoke regarding a recent article on drone use. ADJOURNMENT President Cyr adjourned the regular meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 8:44 p.m. ________________________________ Jennifer Woodworth, MMC District Clerk page 1 of 4 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT CLAIMS REPORT MEETING # 19-01 MEETING DATE 01-09-19 Fiscal Year to date EFT:12.22% Payment Number Payment Type Payment Date Notes Vendor No. and Name Invoice Description Payment Amount 79404 Check 12/14/2018 11049 - CITY OF EAST PALO ALTO Cooley Landing Park Project Phase IV & V 163,555.65 79424 Check 12/14/2018 11293 - RANDAZZO ENTERPRISES, INC Twin Creeks Demolition Project 67,374.00 79448 Check 12/21/2018 11893 - AZTECA SYSTEMS LLC Cityworks Work Order and Asset Mgmt Software 2019 45,000.00 79489 Check 12/21/2018 10253 - PETERSON TRACTOR CO Equipment Purchase Towmaster Trailer - T49 39,625.79 79399 Check 12/14/2018 11457 - ANDREINI BROTHERS INC Tunitas Creek Ranch Driveway Improvements 35,482.26 79421 Check 12/14/2018 11740 - METALTECH-OMEGA Security Fence to Secure Cistern (BCR) 34,726.16 79522 Check 12/21/2018 *11152 - WELLINGTON PARK INVESTORS January 2019 A02/A03/A04 30,701.00 79515 Check 12/21/2018 11618 - TRAIL PEOPLE Hwy 17 Crossing Study 22,662.96 79497 Check 12/21/2018 11293 - RANDAZZO ENTERPRISES, INC Twin Creeks Demolition Project - Change Order Balance 21,660.00 79490 Check 12/21/2018 11523 - PGA DESIGN, INC.Alma Cultural Landscape Design, Construction Documents & Permits 19,285.73 327 EFT 12/21/2018 11854 - RECON ENVIRONMENTAL, INC.Plant Maintenance of Multiple revegetation sites 17,521.34 79487 Check 12/21/2018 11850 - OURENERGY Meyer Property Redevelopment 16,289.90 79445 Check 12/21/2018 11863 - ALBION ENVIRONMENTAL INC Site Investigations & Recording - BCR November 2018 13,698.52 79468 Check 12/21/2018 11831 - EAGLE NETWORK SOLUTIONS LLC Server Externalization 11,417.15 79483 Check 12/21/2018 10304 - LA HONDA PESCADERO UNIFIED SCHOOL DISTRICT Tax Compensatory for January 2019 11,173.89 335 EFT 12/21/2018 *10216 - VALLEY OIL COMPANY Fuel for District vehicles 11,151.75 79474 Check 12/21/2018 10005 - GRASSROOTS ECOLOGY Native Planting (Cooley Landing)9,108.14 79491 Check 12/21/2018 10140 - PINE CONE LUMBER CO INC Redwood Posts - (BCR)8,948.42 322 EFT 12/21/2018 10031 - MILLS DESIGN Highway 17 Posters (26), Winter Newsletter, Web Files, Brochures: A Dog Owner's 8,918.75 318 EFT 12/21/2018 11778 - LCI - LETTIS CONSULTANTS INTERNATIONAL, INC.BCR Fault Trench Study Geologist Report 8,731.03 79401 Check 12/14/2018 11711 - BAY AREA METAL FABRICATION LLC BCR Signboards & Brochure Box for SFO 8,558.00 324 EFT 12/21/2018 12001 - PEARLMAN HIMY LOS ALTOS LP Pre-Closing Leasing Agreement January 2019 8,385.46 79465 Check 12/21/2018 11709 - D-LINE CONSTRUCTORS, INC.Retainage Release 8,318.15 334 EFT 12/21/2018 11780 - TERRY J MARTIN ASSOCIATES SAO (Cristich) Design Development - Structural Engineer 8,000.00 79409 Check 12/14/2018 10509 - GEOCON CONSULTANTS INC Professional Services - Bear Creek Dump Investigation 7,930.73 297 EFT 12/14/2018 11895 - TIMMONS GROUP, INC.Work Order and Asset Mgmt Software Implementation/Consulting 7,650.00 79419 Check 12/14/2018 *10419 - LINCOLN NATIONAL LIFE INSURANCE COMPANY Life Insurance - December 2018 7,499.08 79516 Check 12/21/2018 10230 - UNITED RENTALS NORTH AMERICA INC Equipment Shed Boom and Lift Rental 6,899.99 299 EFT 12/13/2018 11519 - PRICE, POSTEL & PARMA LLP Burkhart Litigation Services October 2018 6,810.82 79477 Check 12/21/2018 11859 - HORIZON WATER AND ENVIRONMENT, LLC Programmatic Environmental Permitting Services October 2018 6,742.67 325 EFT 12/21/2018 11823 - PERISCOPE INTERMEDIATE CORPORATION Implementation & Service - Source Subs. 11/28/18 - 11/27/19 6,300.00 79426 Check 12/14/2018 11869 - RW Jones and Associates Health & Safety Training HAZWOPER Training 5,700.00 79467 Check 12/21/2018 11420 - DOUG EDWARDS Chop Coyote Brush October Farms 5,475.00 337 EFT 12/21/2018 *11118 - Wex Bank Fuel for District vehicles 5,266.86 79405 Check 12/14/2018 11975 - CONSOLIDATED ENGINEERING LABORATORIES BCR Public Access: Materials Testing and Construction Monitoring 4,693.50 79494 Check 12/21/2018 11923 - PROVOST & PRITCHARD Waterline Replacement POD 17 4,629.19 293 EFT 12/14/2018 11593 - H.T. HARVEY & ASSOCIATES Ravenswood Bay Trail Environmental Consulting 4,599.25 79504 Check 12/21/2018 *10136 - SAN JOSE WATER COMPANY Water for Bear Creek Redwoods Large Tank 9/26 - 11/30 4,378.99 79407 Check 12/14/2018 10027 - CRESCO EQUIPMENT RENTALS Equipment Rental - Dozer (SA-RDG) 10/25/18 - 11/22/18 4,232.38 79462 Check 12/21/2018 11318 - CONFLUENCE RESTORATION Bear Creek Redwoods Plant Installation and Maintenance 4,182.00 79476 Check 12/21/2018 11177 - HARRIS CONSTRUCTION Repair Concrete Porch at Folger & Replace Sliding Glass Door at Incerpi 4,065.25 298 Pre Note 12/14/2018 11830 - ZIONS BANK Annual Admin Fee - Bonds 4,050.00 79441 Check 12/14/2018 11830 - ZIONS BANK Annual Admin Fee - Bonds 4,050.00 79479 Check 12/21/2018 10452 - IFLAND SURVEY Survey for Legal Description & Plat Mapping in San Mateo Coast 4,038.50 79509 Check 12/21/2018 12027 - Saviano Company Inc.Partition Road Paving -- portion of project managed by neighbors 4,000.00 79444 Check 12/21/2018 11772 - AHERN RENTALS, INC.Equipment Rental 10/12/18 - 11/09/18 (SCNT)3,982.34 79461 Check 12/21/2018 11678 - COGSTONE RESOURCE MANAGEMENT, INC.On-Call Task Order 1- Hawthorns Archaeological Survey Report 3,627.73 79505 Check 12/21/2018 11603 - SAN MATEO COUNTY FIRE DEPARTMENT Fire Service Fee for January 2019 3,442.77 79506 Check 12/21/2018 11006 - SAN MATEO COUNTY MOSQUITO & VECTOR CONTROL DIST Mosquito & Vector Fee 3,435.83 79484 Check 12/21/2018 10791 - LSA ASSOCIATES INC LHC Point of Diversion 17 Water Line Replacement 3,423.75 79495 Check 12/21/2018 10211 - PUBLIC POLICY ADVOCATES 2018 Monthly Fee - Legislative Advocacy Services for DECEMBER 2,916.66 79470 Check 12/21/2018 11748 - ENVIRONMENTAL AND ENERGY CONSULTING Consulting and Lobbying: November 2018 2,916.63 309 EFT 12/21/2018 10524 - ERGO WORKS Chairs for Employees (5) 2,898.19 79503 Check 12/21/2018 11868 - SAN JOSE CONSERVATION CORPS & CHARTER SCHOOL 2019 Spring Luncheon and Fundraiser Sponsorship 2,500.00 306 EFT 12/21/2018 10032 - DEL REY BUILDING MAINTENANCE AO Cleaning Services & Janitorial Supplies 2,330.16 79431 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Annual Permit fee 7/1/18 - 6/30/19 2,286.00 307 EFT 12/21/2018 10546 - ECOLOGICAL CONCERNS INC Invasive Species Management - Ivy (BCR) & Thistle (LH) 2,264.00 79514 Check 12/21/2018 10302 - STEVENS CREEK QUARRY INC Rock for Parking Lot (SAO) & Boulders (SA)2,181.75 321 EFT 12/21/2018 10190 - METROMOBILE COMMUNICATIONS Vehicle Radio & Chargers 2,181.57 79457 Check 12/21/2018 11379 - CALTRANS Hwy 17 Wildlife Crossing CalTrans Cooperative Agreement 10/2018 2,131.06 79500 Check 12/21/2018 10195 - REDWOOD GENERAL TIRE CO INC New Tires & Alignment , P96, P85 2,087.27 79430 Check 12/14/2018 *11730 - STANDARD INSURANCE COMPANY RV Basic & Supplemental Life December 2018 2,075.00 79496 Check 12/21/2018 11184 - PURCHASE POWER - PITNEY BOWES POSTAGE AO Metered Postage 2,044.99 326 EFT 12/21/2018 10212 - PINNACLE TOWERS LLC Tower Rental Skeggs Pt 1,852.43 79464 Check 12/21/2018 10027 - CRESCO EQUIPMENT RENTALS Equipment Rental (SA-RDG)1,833.29 Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing, increase payment security, and ensure quicker receipt by vendors page 2 of 4 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT CLAIMS REPORT MEETING # 19-01 MEETING DATE 01-09-19 Fiscal Year to date EFT:12.22% Payment Number Payment Type Payment Date Notes Vendor No. and Name Invoice Description Payment Amount Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing, increase payment security, and ensure quicker receipt by vendors 79511 Check 12/21/2018 11918 - SF NORTH BAY LAW Legal Services Nov 2018 1,800.00 79510 Check 12/21/2018 11948 - SEAN E. MCALLISTER Marbled Murrelet Surveys in La Honda OSP 1,760.00 319 EFT 12/21/2018 11762 - LEHR AUTO ELECTRIC Console For Ranger Vehicle & Laptop Docks for P121 & P124 1,756.15 79447 Check 12/21/2018 10294 - AmeriGas - 0130 SFO & Rental Propane 1,718.17 79524 Check 12/21/2018 0000A - Sean Kelly & Mariah Abdallah Release of Security Deposit for 20300 Skyline Blvd.1,600.00 79466 Check 12/21/2018 11699 - DAKOTA PRESS Fremont Older Brochures 1,582.31 79440 Check 12/14/2018 *10213 - VISION SERVICE PLAN-CA Vision Premium 00 106067 0010 - December 2018 1,520.82 79414 Check 12/14/2018 11465 - JANA SOKALE ENVIRONMENTAL PLANNING Hendrys Creek Restoration Project - Regulatory Permit App 1,450.00 294 EFT 12/14/2018 10222 - HERC RENTALS, INC.Equipment Rental - Dump Truck 10/25/18 - 11/24/18 (BCR) 1,414.79 317 EFT 12/21/2018 10222 - HERC RENTALS, INC.Equipment Rental - Dump Truck 10/28/18 - 11/27/18 (BCR) 1,414.79 79519 Check 12/21/2018 11037 - US HEALTHWORKS MEDICAL GROUP PC Medical Services-HR 1,359.00 79517 Check 12/21/2018 10403 - UNITED SITE SERVICES INC Temporary Fencing Rental (SA-MT UM), Lower PC Restroom Rental #1 & #2 1,269.01 302 EFT 12/21/2018 10352 - CMK AUTOMOTIVE INC M31 AC Service, Investigate animal living in A93 & Replace side mirror, tire rod in 1,221.99 79512 Check 12/21/2018 10580 - SHARP BUSINESS SYSTEMS Sharp Printer Costs 1,184.29 79520 Check 12/21/2018 11733 - VILLAGE HARVEST CORPORATION Village Harvest FY 2018/19 Contract Work (Orchard Harvesting)1,175.00 79400 Check 12/14/2018 10183 - BARRON PARK SUPPLY CO INC Plumbing Parts for Water Main Repairs (FFO) 1,067.38 79416 Check 12/14/2018 11498 - JOANNE BOND COACHING Executive coaching 10/29/18 1,000.00 287 EFT 12/14/2018 10001 - AARON'S SEPTIC TANK SERVICE Septic Pumping - 2 Properties 990.00 79429 Check 12/14/2018 11191 - SANTA CLARA COUNTY DEPT OF TAX & 1st & 2nd Installment of Property Taxes Do, Gupta-Khan & Twin Cr 932.90 320 EFT 12/21/2018 11664 - LSQ Funding Group, L.C.Temporary Administrative Assistant W/E 11/25/18 888.00 79493 Check 12/21/2018 10261 - PROTECTION ONE AO ALARM SERVICES 856.95 79473 Check 12/21/2018 10287 - GRAINGER INC Manual Pipe Threader 856.52 79451 Check 12/21/2018 10012 - BIOSEARCH ENVIRONMENTAL CONSULTING Biological Monitoring Mindego November 2018 851.78 79475 Check 12/21/2018 *11551 - GREEN TEAM OF SAN JOSE Garbage Service (RSA), (SAO)848.06 310 EFT 12/21/2018 11545 - ERIN ASHFORD PHOTOGRAPHY LLC Portrait photography of Board Members 825.00 79455 Check 12/21/2018 *10454 - CALIFORNIA WATER SERVICE CO-949 Water Service (FFO)777.30 296 EFT 12/14/2018 11870 - SMITH, OMAR Furniture Reimbursement for AO & CAO 736.23 329 EFT 12/21/2018 11999 - REYES, THOMAS Per Diem & Hotel for CAL-IPC 11/7/18-11/10/18 697.50 323 EFT 12/21/2018 10073 - NORMAL DATA Incidents and Permits Database Work 680.00 79427 Check 12/14/2018 *10136 - SAN JOSE WATER COMPANY Water Service (RSACP) 662.55 79412 Check 12/14/2018 11106 - INTELLI-TECH IT Preventive Maintenance 10/01/18 - 9/30/19 643.00 79523 Check 12/21/2018 10069 - WILFRED JARVIS INSTITUTE Meeting with GM (training and facilitation services)618.75 79499 Check 12/21/2018 10176 - RE BORRMANN'S STEEL CO Metal Supplies for FFO 616.60 79456 Check 12/21/2018 10723 - Callander Associates Ravenswood Bay Trail Services Through 11/30/18 563.92 79428 Check 12/14/2018 11054 - SAN MATEO COUNTY HUMAN RESOURCES Training for 5 Employees 560.00 79471 Check 12/21/2018 11935 - ESSENTIAL OPERATIONS Septic System Monitoring (RSACP)558.00 79472 Check 12/21/2018 10169 - FOSTER BROTHERS SECURITY SYSTEMS Locks For Sign Boards 505.76 308 EFT 12/21/2018 10038 - ERGO VERA Ergo Evaluations for 3 Employees 504.45 300 EFT 12/21/2018 10001 - AARON'S SEPTIC TANK SERVICE PC-Upper Restroom Vault 495.00 316 EFT 12/21/2018 12011 - HARRIS & ASSOCIATES, INC.Field Visit and Review of Info 10/28/18-11/24/18 475.00 79463 Check 12/21/2018 10544 - CORELOGIC INFORMATION SOLUTION Property Reports-November 2018 463.50 301 EFT 12/21/2018 11766 - BLANKINSHIP & ASSOCIATES, INC.CEQA review of pesticides 453.75 79481 Check 12/21/2018 10051 - JIM DAVIS AUTOMOTIVE Smog Checks for P94, M213, M39, M72, A93, M24, P88, P43, P95, P89 450.00 79492 Check 12/21/2018 11335 - PITNEY BOWES GLOBAL FINANCIAL SERVICES LLC Postage Machine Lease 9/30/2018 -12/29/2018 422.37 295 EFT 12/14/2018 11625 - REITER, HEATHER Mileage Reimbursement 11/6/18 - 11/15/18 & UC Davis Extension Training 415.87 312 EFT 12/21/2018 10138 - FITZSIMONS, RENEE NAI Conference 11/26/18-12/1/18 Expenses 399.00 303 EFT 12/21/2018 10336 - CORREIA, ANTHONY JPIA Management Academy 10/22/18-10/25/18 Expenses 384.15 330 EFT 12/21/2018 11479 - Rootid, LLC Website maintenance - 4 retainer hours 378.00 292 EFT 12/14/2018 11545 - ERIN ASHFORD PHOTOGRAPHY LLC NEWE Manager Video 360.00 79508 Check 12/21/2018 11399 - SANTA CLARA VALLEY WATER DISTRICT Costsharing Agreement for Guadalupe River Coordinated Monitorin 352.76 79501 Check 12/21/2018 10093 - RENE HARDOY AO Gardening Services 325.00 79425 Check 12/14/2018 10935 - RICE TRUCKING-SOIL FARM Water for Toto 320.69 313 EFT 12/21/2018 10187 - GARDENLAND POWER EQUIPMENT Equipment Repair 319.53 79402 Check 12/14/2018 11436 - BAY TRAILRUNNERS LLC Refund of Deposit for Permit #17352 300.00 304 EFT 12/21/2018 11445 - CROSS LAND SURVEYING INC.Purisima Creek Road Boundary Analysis 299.00 331 EFT 12/21/2018 11042 - SANTA CLARA COUNTY-OFFICE OF THE SHERIFF Live Scan Services-October 2018 276.00 79454 Check 12/21/2018 10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service for Rentals 267.26 79413 Check 12/14/2018 10395 - JACKSON-HIRSH INC Jackson-Hirsh Laminating Supplies 263.47 79450 Check 12/21/2018 10011 - BILL'S TOWING SERVICE Towing Fee (A102)250.00 315 EFT 12/21/2018 *10173 - GREEN WASTE SFO Trash / Recycle 245.66 79417 Check 12/14/2018 10313 - JOHN SHELTON INC Irrigation Parts (RSA-DHF) 245.01 332 EFT 12/21/2018 11559 - SIFUENTES-WINTER, JONATHAN Per Diem for CAL-IPC 11/7/18-11/10/18 240.00 79406 Check 12/14/2018 10184 - CONTINUING EDUCATION OF THE BAR Subscription-CA Construct Contracts, Defects UP18 RE33792 232.43 79436 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 227.85 79435 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 227.48 page 3 of 4 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT CLAIMS REPORT MEETING # 19-01 MEETING DATE 01-09-19 Fiscal Year to date EFT:12.22% Payment Number Payment Type Payment Date Notes Vendor No. and Name Invoice Description Payment Amount Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing, increase payment security, and ensure quicker receipt by vendors 79437 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 226.46 79438 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 226.46 79439 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 226.10 79434 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 225.00 79452 Check 12/21/2018 11620 - BURLINGAME HEATING & VENTILATION INC.Heater Repair at Bechtel 218.75 79502 Check 12/21/2018 10151 - SAFETY KLEEN SYSTEMS INC Solvent Tank Service (FFO)216.90 79458 Check 12/21/2018 10014 - CCOI GATE & FENCE Gate Inspection (RSACP)200.00 79460 Check 12/21/2018 10021 - COASTAL CHIMNEY SWEEP Wood Stove & Chimney - McDonald Rental 194.37 311 EFT 12/21/2018 11992 - EVERT, ALEKSANDRA Mileage Reimbursement & per Diem for Cal-IPC 11/7/18 - 11/10/18 192.60 79480 Check 12/21/2018 11041 - INTERSTATE ALL BATTERY CENTER - SILICON VALLEY Battery for P87 190.44 79403 Check 12/14/2018 10168 - CINTAS Shop Towel Service (FFO & SFO) 182.38 79459 Check 12/21/2018 10168 - CINTAS Shop Towel Service (FFO & SFO)182.38 314 EFT 12/21/2018 10548 - GARTSIDE, ELLEN Per Diem for CAL-IPC 11/7/18-11/10/18 169.00 79422 Check 12/14/2018 10670 - O'REILLY AUTO PARTS P109 Battery 166.04 328 EFT 12/21/2018 12022 - Reed, Lewis Per Diem for CAL-IPC 11/7/18-11/10/18 164.00 79521 Check 12/21/2018 11865 - VIZENA, JESSICA Per Diem for CAL-IPC 11/7/18-11/10/18 164.00 79443 Check 12/21/2018 10357 - A-TOTAL FIRE PROTECTION COMPANY Fire Sprinkler Inspection (FFO)160.00 79420 Check 12/14/2018 11957 - MATTOX, JANIS Tenant Reimbursement For Grout & Sealer 158.82 79485 Check 12/21/2018 *10664 - MISSION TRAIL WASTE SYSTEMS AO garbage services 135.16 79482 Check 12/21/2018 10626 - KOFF & ASSOCIATES INC ERI COLA Modifiers 130.00 336 EFT 12/21/2018 12028 - VIIK, ERIK CPRS Maintenance Management School per diem Reimburse 126.00 289 EFT 12/14/2018 10170 - CASCADE FIRE EQUIPMENT COMPANY Fire Pumper Part 124.38 79423 Check 12/14/2018 10160 - OFFICE DEPOT CREDIT PLAN Pens, Envelopes, Legal Pads, etc. for FFO 103.47 79478 Check 12/21/2018 10421 - ID PLUS INC OST Name tags 98.50 333 EFT 12/21/2018 10107 - SUNNYVALE FORD Service & Battery Replacement for A100 91.94 79408 Check 12/14/2018 10186 - FEDERAL EXPRESS Shipping Charges-NR 85.80 79513 Check 12/21/2018 10952 - SONIC.NET, INC.AO Internet 68.00 79410 Check 12/14/2018 12026 - GIL DUBOIS & BEVERLY MONROE Tenant Reimbursement for Paint Supplies 62.72 79507 Check 12/21/2018 11289 - SANTA CLARA CO. PUBLIC HEALTH LAB Water Testing 60.00 79488 Check 12/21/2018 11144 - PENINSULA MOTOR SPORTS ATV5 Repair fuel line issue 55.00 79432 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 50.00 79433 Check 12/14/2018 10959 - STATE WATER RESOURCES CONTROL BOARD Water Rights Fee 7/1/18 - 6/30/19 50.00 79442 Check 12/21/2018 11880 - A T & T (CALNET3)Mt Umunhum Public Phone Monthly Service 11/07 - 12/06/18 49.24 290 EFT 12/14/2018 11319 - CHANCE, MARIANNE NAI Membership Employee Reimbursement 45.00 79415 Check 12/14/2018 10051 - JIM DAVIS AUTOMOTIVE Smog Check For P98 45.00 291 EFT 12/14/2018 11983 - CHRISTEL, SOPHIE Mileage Reimburse 12/6/18 40.88 305 EFT 12/21/2018 11210 - DATA SAFE AO Shredding Services 40.00 79486 Check 12/21/2018 10271 - ORLANDI TRAILER INC Trailer Tail Light 37.13 79418 Check 12/14/2018 10058 - LIEBERT CASSIDY WHITMORE Negotiations 2018 Services Through 10/31/18 37.00 79446 Check 12/21/2018 10815 - AMERICAN RED CROSS Emergency Medical Response Challenge Certificate 36.00 288 EFT 12/14/2018 11947 - ANDERSON, MATTHEW Reimburse Membership dues - Park Law Enforcement Association 35.00 79469 Check 12/21/2018 11642 - Elias Khoury Level II Parking Citation Hearing 35.00 79498 Check 12/21/2018 10134 - RAYNE OF SAN JOSE Water Service (FOOSP)28.25 79411 Check 12/14/2018 11195 - GOODYEAR AUTO SERVICE CENTER P86 Tire Repair 25.00 79453 Check 12/21/2018 10289 - CAL-LINE EQUIPMENT INC Chipper air filter cover part 19.31 79518 Check 12/21/2018 10165 - UPS Shipping Charges-VS (Radar gun for repair)18.25 79449 Check 12/21/2018 10183 - BARRON PARK SUPPLY CO INC Repair AO Restroom 8.88 Grand Total 849,660.04$ *Annual Claims **Hawthorn Expenses A### = Administrative Office Vehicle GP = General Preserve PCR = Purisima Creek Redwoods SCNT = Stevens Creek Nature Trail AO2, AO3, AO4 = Administrative Office Leased Space HR = Human Resources PIC= Picchetti Ranch SCS = Stevens Creek Shoreline Nature Area BCR = Bear Creek Redwoods LH = La Honda Creek PR = Pulgas Ridge SFO = Skyline Field Office CAO = Coastal Area Office LR = Long Ridge RR = Russian Ridge SG = Saratoga Gap CC = Coal Creek LT = Los Trancos RR/MIN = Russian Ridge - Mindego Hill SJH = Saint Joseph's Hill DHF = Dear Hollow Farm M### = Maintenance Vehicle RSA = Rancho San Antonio SR= Skyline Ridge ECdM = El Corte de Madera MB = Monte Bello RV = Ravenswood T### = Tractor or Trailer ES = El Sereno MR = Miramontes Ridge SA = Sierra Azul TC = Tunitas Creek FFO = Foothills Field Office OSP = Open Space Preserve SAO = South Area Outpost TH = Teague Hill Abbreviations page 4 of 4 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT CLAIMS REPORT MEETING # 19-01 MEETING DATE 01-09-19 Fiscal Year to date EFT:12.22% Payment Number Payment Type Payment Date Notes Vendor No. and Name Invoice Description Payment Amount Finance has started to roll out electronic funds transfer (EFT) for accounts payable disbursements to reduce check printing and mailing, increase payment security, and ensure quicker receipt by vendors FOOSP = Fremont Older Open Space Preserve P### = Patrol Vehicle SAU = Mount Umunhum TW = Thornewood Rev. 1/3/18 R-19-03 Meeting 19-01 January 9, 2019 AGENDA ITEM 4 AGENDA ITEM Award of Contract for Botanical Services GENERAL MANAGER’S RECOMMENDATIONS 1. Authorize the General Manager to enter into a multi-year contract with Vollmar Natural Lands Consulting of Berkeley, California to provide botanical services to support capital and operational projects for a base amount not to exceed $72,460. 2. Authorize a 10% contingency of $7,246 to be awarded if necessary to cover unforeseen conditions, for a total contract amount not-to-exceed $79,706. SUMMARY Midpeninsula Regional Open Space District (District) seeks assistance from a qualified consultant to complete botanical surveys and prepare mitigation recommendations at five project sites. A Request for Qualifications and Proposals (RFQP) was issued on October 8, 2018. The General Manager recommends awarding a contract to Vollmar Natural Lands Consulting to provide botanical services for a base amount not to exceed $72,460, and authorizing a 10% contingency amount of $7,246. The contract work is anticipated to span two fiscal years. There are sufficient funds in the adopted Fiscal Year (FY) 2018-19 budget to cover the anticipated scope of services for this fiscal year. Additional funds would be included in the FY2019-20 budget to fund the second year of contract work. BACKGROUND Capital and operational projects that affect the physical environment have the potential to impact native California species and/or the jurisdictional areas regulated by the California Department of Fish and Wildlife (CDFW) and/or U.S. Army Corps of Engineers (USACE). California Environmental Quality Act (CEQA) mitigation measures or project specific permits often require biological surveys, documentation, and mitigation of potential impacts to natural resources. The District currently holds limited or no documentation of sensitive or rare species occurrences at five project sites for projects in the FY2018-19 Budget and three-year Capital Improvement and Action Plan. The table below outlines the required tasks at each of these five project sites, followed by a written definition of each task. These tasks encompass the scope of work under the recommended award of contract. R-19-03 Page 2 Site # Preserve Project Site Required Project Tasks Rare Plant Survey General Vegetation survey Mitigation Plan Vegetation Rapid Assessment Technical Memo 1 La Honda Creek La Honda Creek Loop Trail X X X X 2 Coal Creek Alpine Road Trail Repair X X X X 3 Windy Hill Hawthorns – Public Access Site Plan X X X 4 Purisima Creek Redwoods Irish Ridge and Lobitos Creek Trail - Potential Restoration X X X 5 N/A 1 Potential Johnston Ranch Uplands Acquisition X X X X Project Tasks: • Rare Plant Survey: The California Native Plant Society (CNPS) has developed protocol- level rare plant survey methods for documenting the presence of rare plant species. These accepted methods will be used to locate, document, and avoid populations of listed rare plant species. • General Vegetation Survey: Floristic vegetation surveys provide assurances that rare plant species were not overlooked and provide a cursory look at the biodiversity of a site to identify important botanical and habitat resources for protection, including jurisdictional wetlands. • Mitigation Plan: Where unavoidable impacts to listed species or jurisdictional areas may occur due to a project, a mitigation plan will be developed to offset impacts that includes plant restoration mitigation locations and re-vegetation ratios. • Vegetation Rapid Assessment: The CNPS’s vegetation rapid assessment, a well- established protocol to determine baseline conditions at a specific location, will be followed to facilitate effective land management decisions for the District’s ecosystems and infrastructure. By using this method, biologists and resource managers gain a broad ecological perspective, as the full ecological variation across landscapes is reflected in the vegetation assessments. • Technical Memo: For each project site and/or task, a technical memo will be written to include in the project file, and if needed provide to regulatory agencies. These memos will document the data collected to scientifically inform land management activities, including any recommended mitigation measures. 1 If Johnston Ranch’s ownership transfers to the District, it would become a part of Miramontes Ridge Open Space Preserve. R-19-03 Page 3 DISCUSSION Staff issued a RFQP on October 8, 2018 with the following consultant requirements: • Knowledge of plant taxonomy and natural community ecology; • Familiarity with the plants of the area, including special status species; • Familiarity with natural communities of the area, including special status natural communities; • Experience conducting floristic field surveys or experience with floristic surveys conducted under the direction of an experienced surveyor; • Familiarity with appropriate state and federal statutes related to plants and plant collecting; • Experience with analyzing impacts of development on native plant species and natural communities; and • Experience with CDFW Section 1600 permits (Streambed Alteration Agreements). Staff circulated the RFQP through email and posting on the BidSync website. Staff issued addenda on October 17 and 29 to add an additional project site to the scope of work, the proposed Johnston Ranch Uplands Purchase, and to answer questions and clarify the RFQP. The following six firms submitted proposals by the November 7, 2018 deadline. Firm Location Proposed Fees (over 2 years) Alfred Schotz Notasulga, AL $ 17,386 Sequoia Ecological Consulting, Inc. Danville, CA $ 62,093 Vollmar Natural Lands Consulting Berkeley, CA $ 72,460 Horizon Water and Environment, LLC. Oakland, CA $ 86,696 AECOM Technical Services, Inc. Oakland, CA $ 125,036 Ecological Concerns, Inc. Santa Cruz, CA $ 145,019 Evaluation criteria were determined prior to the release of the RFQP that included the quality of the proposal, project approach, and firm expertise. After careful review of all proposals, Vollmar Natural Lands Consulting was deemed most qualified and best suited for the project at a fair and reasonable price, based on their response to the RFQP, proposed project approach, qualifications, and fee. Vollmar Natural Lands Consulting brings 22 years of experience of rare plant surveys within the District’s region (a requirement of a protocol-level survey); wetland delineations that adhere to USACE protocols; CDFW’s standards for riparian habitat mapping; and experience negotiating various permit requirements with regulatory agencies. FISCAL IMPACT The table below breaks down the fee proposal by site: R-19-03 Page 4 Site # Project Site FY 2018-19 FY 2019-20 Total 1 La Honda Creek: La Honda Creek Loop Trail $8,745 $11,968 $20,713 2 Coal Creek: Alpine Road Trail Repair $8,745 $11,968 $20,713 3 Windy Hill: Hawthorns – Public Access Site Plan $5,000 $3,239 $8,239 4 Purisima Creek Redwoods: Irish Ridge and Lobitos Creek Trail Potential Restoration Site $6,259 $2,024 $8,283 5 Potential Johnston Ranch Uplands Acquisition $12,000 $9,758 $21,758 Approval of contract (includes 10% contingency): $40,749 $38,957 $79,706 Additional project and Measure AA portfolio information for project sites 1 and 2 are included below. Each table outlines the project budget, Measure AA Portfolio costs-to-date, and the fiscal impact related to the contract that applies to each project. Tasks included in the contract are required components of each Measure AA project and are eligible for Measure AA funding. Site 1: La Honda Creek Loop Trail – Project MAA07-011 Project # MAA07-011 La Honda Creek Loop Trail FY2018-19 FY2019-20 TOTAL Budget: $197,100 $200,000 $397,100 Spent-to-Date (as of 12/13/2018): ($66,232) ($66,232) Encumbrances: ($38,532) ($38,532) Award of Contract (proposed): ($8,745) ($11,968) ($20,713) Budget Remaining (Proposed): $83,591 $188,032 $271,623 MAA07 La Honda Creek – Portfolio Allocation: $14,825,000 Life-to-Date Spent (as of 12/13/2018): ($11,965,356) Encumbrances: ($109,854) Award of Contract (proposed): ($20,713) Portfolio Balance Remaining (Proposed): $2,729,077 Site 2: Coal Creek Alpine Road Trail Repair – Project MAA10-001 Project # MAA10-001 Alpine Road Trail, Coal Creek FY2018-19 FY2019-20 TOTAL Budget: $278,557 $320,000 $598,557 Spent-to-Date (as of 12/13/2018): ($3,826) ($3,826) Encumbrances: $0 $0 Award of Contract (proposed): ($8,745) ($11,968) ($20,713) Budget Remaining (Proposed): $265,986 $308,032 $574,018 MAA10 Coal Creek – Portfolio Allocation: $8,017,000 Life-to-Date Spent (as of 12/13/2018): ($25,775) Encumbrances: $0 Award of Contract (proposed): ($20,713) Portfolio Balance Remaining (Proposed): $7,970,512 Sufficient funds are included in the current Fiscal Year (FY) 2018-19 budget to cover the recommended actions for all five project sites referenced in the contract. Funding will be included in the FY2019-20 budget for the second year of contract work, as part of the annual Budget and Action Plan process. R-19-03 Page 5 BOARD COMMITTEE REVIEW A Board Committee did not previously review this item. PUBLIC NOTICE Public notice was provided as required by the Brown Act. Public notice was also sent to 508 interested parties by US mail and/or electronic mail. CEQA COMPLIANCE This item is not a project subject to the California Environmental Quality Act. The CEQA guidelines provide that “where it can be seen with certainty that there is no possibility that the activity in questions may have a significant effect on the environment” the activity is not subject to CEQA (Guidelines § 15061(b)). Projects supported by these surveys will be subject to future CEQA evaluation. NEXT STEPS Following Board approval, the General Manager will execute a contract with Vollmar Natural Lands Consulting, for a two-year period beginning in FY2018-19. Responsible Department Head: Kirk Lenington, Natural Resources Prepared by: Coty Sifuentes-Winter, Senior Resource Management Specialist From: To: we ; C er c; Genera In ormation Subject: Full Board of Directors and District Clerk - Board Contact Form Date: Wednesday, November 28, 2018 4:26:56 PM Name * Select a Choice *. Email Charlie Krenz Full Board of Directors and District Clerk Location: (i.e. City, Address or District Portola Valley Ward) Daytime Phone Number (if you wish to be contacted by phone) Comments: * Dear Board Members: It seems like we are, in general, on a great trajectory with planned improvements to Alpine Road Trail and we very much appreciate the District's taking this on. I've been in touch with your planner Brian Apple regarding a few issues related to the renovation of the road. Seems like most of the issues I've brought up they haven't gotten to as yet. I'm hoping these thoughts can be considered for incorporation before the project's scope of work is finalized. Water Bars - The latest report from geologist Timothy Best calls for 26 water bars to be constructed in the upper section, the stretch above the "bypass trail". I'm hoping the District can instead consider "out -sloping" the trail as much as possible. I realize that this could get expensive given the amount of regrading that would be involved when the road bed already exists and is quite wide in places, but am hoping some compromise can be made. Either way, some of the bars below the bypass that, I believe, the district installed several years ago are pretty clumsy, too big and too steep. I'd very much like to see that sort of design avoided. For me, the more the renovated route can be like the Mt Umunhum Trail the better: reasonably sized water bars + artfully placed twists and turns and long sight lines make for a safe and enjoyable route. Non -Native species removal - Below the by pass, much of the trail is flanked on both sides by French Broom. It's been running amuck in the area for the 20 years I've lived here. Might we find some budget for this multi -year chore? I think its beyond the scope of what volunteers could be asked to do. Brian indicated he'd look into this issue. Construction Closure - I've asked that the District do more than it typically does to keep the route somewhat open during construction as it's an important artery for many cyclists to get up to open space areas along skyline w/o having to either drive or ride up a busy road or state highway. Perhaps the route can be opened on the evenings and weekends? Better yet, if hikers and cyclists, can be permitted to pass through work zones during the construction I doubt if this will cause undo inconvenience most of the time. If some compromise can be found here the public would very much appreciate it. Also, if a schedule of planned closure dates can be posted well in advance, this would be helpful. Ownership - Brian informs negotiations to transfer ownership for the route from San Mateo Co to MROSD will likely happen after renovations are completed. Might it make sense to at least start the discussion now? Seems like issues are bound to come up and it’s probably best to get started with this now during the design/permitting phase. Name - This is kind of trivial, but I think it’s worth thinking about. Most call the route “Dirt Alpine”, a name that makes it sound like a motor cycle park. The District refers to the route as “Alpine Road Trail” which strikes me as odd, awkward. How about “Alpine Trail”? I argue its easy to remember and appropriately alludes to the old, historic use of the route as well as its renovated form as a trail. Oh, one more I haven’t mentioned to Brian as yet: Might there be a place for a small interpretive plaque at the bottom? As I understand it, the route is around 100 years old and that it was used as a “farm to market” road. Coastal farmers brought produce into town via the route. Some recognition of its significance to the area might be appropriate. Thank you for your consideration Charlie Krenz Portola Valley Resident Board Member: Silicon Valley Mountain Bikers Mr. Charlie Krenz, Thank you for your continued interest in the Alpine Road Trail Improvements Project. The District is in the very early stages of the design process with our consulting team. Please review the responses to your questions and comments submitted to the Board of Directors on November 28, 2018. Water Bars - The latest report from geologist Timothy Best calls for 26 water bars to be constructed in the upper section, the stretch above the “bypass trail”. I’m hoping the District can instead consider “out-sloping" the trail as much as possible. I realize that this could get expensive given the amount of regrading that would be involved when the road bed already exists and is quite wide in places, but am hoping some compromise can be made. Either way, some of the bars below the bypass that, I believe, the district installed several years ago are pretty clumsy, too big and too steep. I’d very much like to see that sort of design avoided. For me, the more the renovated route can be like the Mt Umunhum Trail the better: reasonably sized water bars + artfully placed twists and turns and long sight lines make for a safe and enjoyable route. District standards call for the installation of drain dips on trails. During new construction or the realignment of trails, it is relatively easy to include reverse grade sections in the design to drain water. On an existing road, however, it is more difficult and can result in steeper drain dips to ensure proper water drainage. The District will discuss options with our consulting design team to provide alternatives to the style of drain dips installed on the section of Alpine Road below the Bypass Trail. The ability to install more gradual dips will depend on the existing grade of the road and other site specific factors. Larger dips help reduce maintenance requirements, especially when dealing with an existing roadbed, which then also helps extend the life of the road improvement. The District will explore options to provide low-maintenance visitor friendly drainage features on Alpine Road. Non-Native species removal - Below the by pass, much of the trail is flanked on both sides by French Broom. It's been running amuck in the area for the 20 years I’ve lived here. Might we find some budget for this multi-year chore? I think its beyond the scope of what volunteers could be asked to do. Brian indicated he’d look into this issue. French broom (Genista monspessulana) has an extremely long-lived seed bank, some estimates exceed 75 years of seed bank viability. The District invests time and energy in eradicating broom sites where a commitment can be made to monitor and maintain the site on a long-term basis. The District analyzed the site below the Bypass Trail about three years ago and deemed it far too extensive to successful control with current District resources. If the District takes on management of the Alpine Road Trail, which requires negotiations with San Mateo County, the District will reevaluate whether sufficient resources can be made available to successfully take on this task. 2 Construction Closure - I’ve asked that the District do more than it typically does to keep the route somewhat open during construction as it's an important artery for many cyclists to get up to open space areas along skyline w/o having to either drive or ride up a busy road or state highway. Perhaps the route can be opened on the evenings and weekends? Better yet, if hikers and cyclists, can be permitted to pass through work zones during the construction I doubt if this will cause undo inconvenience most of the time. If some compromise can be found here the public would very much appreciate it. Also, if a schedule of planned closure dates can be posted well in advance, this would be helpful. The District will work to minimize trail closures to the maximum extent practicable. However, there will likely be unavoidable closures of at least segments, if not the entire trail, during at least portions of the construction work. The District will need to review the final design to determine the best method to minimize closures. Public safety will be a top priority during construction. The District will provide advanced notification of trail closures associated with the project on the District’s website and at access points to Alpine Road. Ownership - Brian informs negotiations to transfer ownership for the route from San Mateo Co to MROSD will likely happen after renovations are completed. Might it make sense to at least start the discussion now? Seems like issues are bound to come up and it’s probably best to get started with this now during the design/permitting phase. The District is currently working with San Mateo County on a Memorandum of Understanding (MOU) regarding the future improvements and eventual ownership of the road easement and fee title currently owned by the county. San Mateo County is reviewing a draft version of the MOU. Name - This is kind of trivial, but I think it’s worth thinking about. Most call the route “Dirt Alpine”, a name that makes it sound like a motor cycle park. The District refers to the route as “Alpine Road Trail” which strikes me as odd, awkward. How about “Alpine Trail”? I argue its easy to remember and appropriately alludes to the old, historic use of the route as well as its renovated form as a trail. The District Board will review the trail name at a later date, if trail ownership is transferred from San Mateo County to the District. Oh, one more I haven’t mentioned to Brian as yet: Might there be a place for a small interpretive plaque at the bottom? As I understand it, the route is around 100 years old and that it was used as a “farm to market” road. Coastal farmers brought produce into town via the route. Some recognition of its significance to the area might be appropriate. If the District assumes ownership and responsibility for the closed section of Alpine Road Trail, a trail signage plan will be developed and interpretive signage considered. Thank you again for interest in the Alpine Road Trail Improvements Project. Regards, Jed Cyr MROSD Board President R-19-04 Meeting 19-01 January 9, 2019 AGENDA ITEM 6 AGENDA ITEM District Legislative Proposals for 2019 GENERAL MANAGER’S RECOMMENDATION Direct the General Manager to pursue two legislative proposals as outlined in the staff report during the 2019-20 State Legislative Session. SUMMARY On December 4, 2018, the Legislative, Funding, and Public Affairs Committee (LFPAC) considered two legislative proposals for the Midpeninsula Regional Open Space District (District) to pursue during the 2019-20 State Legislative Session. LFPAC unanimously referred both items to the full Board for approval. The first bill, to be initiated by the District, would seek to exempt the District from permits required by a local jurisdiction for habitat restoration projects, maintenance projects, fuels management projects, and minor site improvements in a manner similar to the exemption that now applies to the California State Department of Parks and Recreation (State Parks). The second bill is a response to a co-sponsor request by State Senator Bill Dodd’s office to reduce the prevalence of Phytophthora contamination by regulating nurseries that supply plants to public agencies for land restoration work. Both bills are in a preliminary development stage awaiting Board consideration and early feedback from partner agencies. DISCUSSION Legislative Proposals for the 2019 Legislative Session: The following two legislative topics have arisen over recent months for District consideration as part of the 2019 Legislative session: • Local and County Permit Exemptions. As a 45-year old public agency whose mission includes the protection and restoration of the regional natural environment, the District has continuously demonstrated its expertise in effective resource stewardship and land management. Unfortunately, the District regularly faces a litany of overlapping and redundant jurisdictional permitting processes at the local, county, state, and federal level that increases project costs and extends project delivery times, creating an excessive financial burden on the public taxpayer. The proposed legislation the District is seeking would exempt it from local and county permitting requirements in a manner similar to State Parks. For the District, an exemption would be explored for certain types of low- R-19-04 Page 2 impact, minor work, including habitat restoration projects (e.g. pond berm repairs, natural site re-contouring and re-vegetation), maintenance projects (e.g. ranch road repairs, retaining wall repairs), limited fuels management (e.g. fuel clearance, new disc lines), and minor site developments (construction of narrow trails and pedestrian bridges). • Phytophthora regulation for nurseries who contract with public agencies. In October, the staff of State Senator Bill Dodd (Napa) approached the District for help in formulating new state legislation to address the increasing prevalence of Phytophthora pathogens encountered during native plant restoration activities. This legislative effort follows on the coattails of SB 287 (Dodd): Habitat restoration: invasive species: Phytophthora pathogens, which the District supported. SB 287 sought to require the California Department of Fish and Wildlife to adopt regulations minimizing the risk of Phytophthora pathogens in plant materials used for habitat restoration projects authorized, funded, or required by the state. The bill failed to advance due to strong pushback from large commercial nurseries in southern California. The problem of Phytophthora contamination was described in a March 23, 2017 bill analysis for the Senate Natural Resources and Water Committee as follows: More than 50 Phytophthora (Greek for “the plant destroyer”) species, including species detected for the first time in the U.S. and California, and new hybrid species, have been identified in habitat restoration plantings and native plant nurseries in California. Many native plants have little or no resistance to these introduced pathogens, which can persist in the soil and proliferate on the plants they infect, causing irreparable damage to sensitive habitats…. Phytophthora is a concern in restoration activities because nursery plants are placed into a wildland habitat providing a direct pathway for pathogen introduction and spread. Once these pathogens get into the wild, they are very difficult, if not impossible, to eradicate… As the California Invasive Plant Council notes, agencies such as CDFW, the Wildlife Conservation Board, California State Parks, and other agencies need to be able to rely on safe stock from native plant nurseries when they undertake restoration projects. Other supporters point out that the best defense against Phytophthora pathogens becoming established in wildlands and other areas is to prevent their inadvertent introduction through infested nursery stock. Many of the supporters also point out that the death of plants in restoration projects increases the long-term costs of restoring these habitats, adds future remediation costs to the public, and places adjacent native vegetation at risk of infection. While the bill details are not yet finalized, the new bill proposal will attempt to promote the use of industry recognized best management practices (BMPs) in nurseries across the state through preferential state contracting incentives. While there is nothing in law prohibiting local agencies from creating a preference requirement, state agencies need specific authorization to do so. With so many different agencies involved in and contracting for environmental mitigation work, the sheer number of state contracts may be enough to begin influencing nursery industry behavior. Legislative Process: The legislative process in general is very fluid and bills may change – sometimes substantially – throughout the course of the session. Pending Board direction on the two recommended R-19-04 Page 3 legislative proposals, staff will work with the District’s legislative consultants to continue refining the proposals with the end goal as noted above in mind. In some cases, bills may take more than one year to complete or may have so many amendments that the bill ceases to meet the original objectives. Opposition by stakeholder groups may also serve to dilute bill language or kill the bill entirely. Periodic updates would be provided to LFPAC and the full Board as part of this process to periodically check in on bill status and confirm that the bills remain a priority based on the direction these legislative proposals take. The benefit of introducing a bill in the first year of a two-year session is that if hurdles are encountered, the District will have additional time to work out issues and achieve the consensus necessary to eventually move the bill to the Governor’s desk. FISCAL IMPACT The estimated cost of pursuing permit exemption legislation is $5,000 per month, and would be handled by a contract amendment. This work exceeds the current scope of the current legislative consulting contract, which does not cover District-initiated legislation. Since the District is not the primary sponsor for the Phytophthora legislation, costs to support this bill would be absorbed by the existing legislative consulting contract and staff resource allocations. There are sufficient funds in the Public Affairs Department budget to cover the cost of the recommendation. BOARD COMMITTEE REVIEW This item was reviewed by LFPAC on December 4, 2018. Through the course of the review, Committee members asked a number of questions about the proposals as noted below: Local/County Permit Exemption Proposal: 1. Applicability of this bill to other jurisdictions. Staff responded that the bill is in its formative stage, but conversations with other agencies, coupled with an analysis of state legislature politics would determine its ultimate scope. 2. Applicability of this exemption to local jurisdictions and taking into account feedback from residents proximate to a project. Staff responded that while the legislation is still in its formative stage, the District would include outreach to local residents consistent with its current public notification practices as a government agency. 3. Will the District pursue state permit exemptions, too? Staff responded that this legislation will only apply to county and local permitting cases within the scope defined, but may be pursued later if circumstances permit. Anti-Phytophthora Proposal: 1. Is the District attempting to establish state-wide methodologies? Staff responded that the legislation would provide an incentive for nurseries across the state to adopt current best management practices. 2. Would neighboring land management agencies be required to purchase plants from restricted nurseries only? Staff responded that no neighboring agency or landowner would be required to adopt best management practices. The legislation provides contracting incentives or other preferential considerations for nurseries that use best R-19-04 Page 4 management practices to limit Phytophthora contamination when working specifically with state agencies. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This item is not a project subject to the California Environmental Quality Act. NEXT STEPS If the legislative proposal for Local and County Permit Exemptions were supported by the full Board, a legislative author would be approached to introduce the bill in February. With regard to the Anti-Phytophthora bill, staff would work with Senator Dodd’s office, fellow co-sponsors, and bill supporters to advance the bill through the state legislature once it is introduced. Responsible Department Head: Cydney Bieber, Acting Public Affairs Manager Stefan Jaskulak, Chief Financial Officer/Director of Administrative Services Prepared by: Joshua Hugg, Governmental Affairs Specialist R-19-01 January 9, 2019 Meeting 19-01 AGENDA ITEM 7 AGENDA ITEM 2019 Legislative Program GENERAL MANAGER’S RECOMMENDATION Adopt, and amend as needed, the Legislative Program for 2019, which outlines the 2019 legislative priorities and policies for Midpeninsula Regional Open Space District. SUMMARY Each year, the Midpeninsula Regional Open Space District (District) reviews numerous proposed legislation at the local, state, and federal levels to identify opportunities that further the mission, strategic and action plan priorities, and key projects. Most bills are considered on a “case by case” basis as to how it fits with the District’s mission. The 2019 Legislative Program provides a publically accessible, transparent, and proactive summary of the issues. It also has the added benefit of prompting the District to think about its work in policy terms, rather than just project execution. This promotes a high degree of interdepartmental coordination and a culture of “continuous improvement.” On October 30, 2018, the Legislative, Funding, and Public Affairs Committee (LFPAC) received an overview of the 2019 Legislative Program (Attachment 2) and commented on the legislative policy proposals. Staff incorporated the comments from LFPAC and now present the final 2019 Legislative Program to the full Board for consideration and adoption. DISCUSSION A well-written, clear, and specific Legislative Program document crystalizes and articulates the priorities of the Board of Directors (Board). Many municipalities, including counties, in the District’s jurisdiction create similar documents to clarify, guide, and streamline their own advocacy efforts. This important tool has the added benefit of targeting and aligning the efforts of staff and elected officials in considering positions or actions on the Legislative Program, consistent with Board Policy 1.11 (Attachment 1). Each year, LFPAC reviews and provides feedback on the draft Legislative Program. Following this, the Board reviews and considers approval of the final Legislative Program, typically the first regular meeting in January – at the beginning of the new legislative session. The Legislative Program serves as the touchstone for all legislative activities during the new session. R-19-01 Page 2 Legislative Program Structure The Legislative Program is broken into several sections: • Legislative Priorities – The top state and local legislative priorities for the District. These priorities are grouped by key strategic areas, and reflect the Board’s organizational priorities as expressed in the recently adopted FY2019-20 Strategic Plan Goals and Objectives (refer to Attachment 3). • District Legislative Policy Positions - The District’s ability to deliver its mission and remain a sustainable organization can be impacted by legislation proposed at the local, state, or federal level. To this end, proactive, Board-approved policy positions taken by the District on a variety of issues helps to crystalize thinking among Board members and staff, and ensure consistency in advocacy. These policy positions are grouped in the document by key focus area, consistent with the annual Fiscal Year Major Accomplishment report. (https://www.openspace.org/sites/default/files/FY2017- 18_Accomplishments_Report.pdf) • Federal Legislative Priorities – The top federal legislative priorities for the District. Modifications to Policy Positions and Priorities: In July and August 2018, Department Managers were asked to review the adopted 2018 Legislative Program to determine if they recommended any revisions for the 2019 session with respect to their departmental work. Based on those discussions, edits were made to prepare the draft 2019 Legislative Program. Obsolete items, like the passage of Prop 68, were simply deleted while new additions are shown in yellow highlight throughout Attachment 2, and listed below in bold text. The numbers in front of each item listed below correspond to the order of numbering and appearance in the document. Staff received feedback from LFPAC at their October 30 meeting, and their comments are reflected in bold italic below. Priorities: 4. Anticoagulant Rodenticides: The District supports efforts to to reduce or eliminate the use of second-generation anticoagulant rodenticides to protect raptors, large mammals, and other non-target wildlife. 1. Proposition 68 Implementation: The District supports efforts to ensure that parks bond funds are allocated in a timely, equitable, and responsible manner, and that resulting grant programs are designed appropriately to benefit the District. 3. Regional Benefits: The District supports efforts to work with regional and statewide partners to ensure that relevant statewide funding sources are optimized and made available for Bay Area needs, and to ensure that underserved communities in the region benefit from these state resources. Policy Positions: The District supports legislation that: Public Access and Education: 5. Keeps preserves safe, clean, accessible, and inviting for healthy exercise and enjoyment 18. Increases environmental education access opportunities, including volunteer opportunities, for underserved and non-English speaking communities 21. Limits public use of drones (Unmanned Aerial Vehicles), consistent with Board policies, and allows for agency use of drones for land management and visitor safety purposes 24. Provides funding to implement Americans with Disability Act (ADA) improvements and meet other accessibility standards in District preserves R-19-01 Page 3 25. Promotes awareness and access to programs and activities that increase outdoor physical activity, i.e., Healthy Parks, Healthy People (HPHP) Land Acquisition and Restoration: 8. Ensures that urban growth boundaries do not expand further than their current limits General/Midpen-wide Support of Mission: 10. Enables streamlining of contracting and bidding processes and attracts greater contractor and vendor competition FISCAL IMPACT None. Staff will provide the fiscal impact summary of individual legislative priorities as they evolve and arise based on the 2019 Legislative Program in upcoming Legislative Update Reports presented to LFPAC and the Board. BOARD COMMITTEE REVIEW This item was reviewed by LFPAC on October 30, 2018. The final 2019 Legislative Program under Board consideration incorporates LFPAC feedback. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This item is not a project subject to the California Environmental Quality Act. NEXT STEPS Upon Board adoption, the General Manager will follow the 2019 Legislative Program to guide the District’s legislative work during the 2019 legislative session. Attachments: 1. Board Policy 1.11: Positions on Ballot Measures and Legislative Advocacy 2. Midpeninsula Regional Open Space District Legislative Session Program – 2019 3. FY2019-20 Board Approved Strategic Goals Responsible Department Head: Cydney Bieber, Acting Public Affairs Manager Stefan Jaskulak, Chief Financial Officer/Director of Administrative Services Prepared by: Joshua Hugg, Governmental Affairs Specialist Midpeninsula Regional Open Space District Board Policy Manual Positions on Ballot Measures and Legislative Advocacy Policy 1.11 Chapter 1 – Administration and Government Effective Date: 4/13/16 Revised Date: N/A Prior Versions: N/A Board Policy 1.11 Page 1 of 3 Purpose To establish a policy governing positions on local and state ballot measures/propositions and state and federal legislative advocacy. It is intended to cover all matters before the Legislature and the voters. Definitions For the purposes of the Positions on Ballot Measures and Legislative Advocacy policy, the following terms and definitions shall be used: Measure – may be included on a municipal, county, or district ballot and includes ordinances, initiatives, referenda, advisory measures, issuance or refunding of bonds, city or county charter amendments, or any other measure or proposition a legislative body may submit to the voters within the body’s jurisdiction. Ballot Proposition – can be a referendum or an initiative measure that is submitted to the electorate for a direct decision or direct vote. Propositions may be placed on the ballot by the California State Legislature or by a qualifying petition signed by registered voters. Initiative – power of the electors to propose legislation, and to adopt or reject them. Any proposed ordinance may be submitted to the legislative body by means of a petition. Referendum – applies to the process for repealing newly enacted legislation. Within specified time limits, the electors may file a petition protesting the adoption of that legislation. Local Legislation – typically ordinances, which are the laws of a city, charter, or district, often having the force of law, but only within the local jurisdiction. State or Federal Legislation – bills or proposed legislation under consideration by the legislature at the state or federal level. Attachment 1 Board Policy 1.11 Page 2 of 3 Policy 1. Positions on Matters Before the Voters a. From time to time the Board of Directors may be asked or may desire to take a position on local or state measures. The Board may consider taking a position on the measure/proposition if the measure/proposition: i. Would directly impact the District’s finances, responsibilities, legal authority, or operations; AND ii. Is in line with or inconsistent with the District’s mission and/or commitment to preserve open space within its boundaries and sphere of influence. The Board, by majority vote, may direct the General Manager to research the measure/proposition and return to the Board at a future meeting with information and a General Manager recommendation. At that time, the Board may vote to take a position on a measure/proposition. b. Measures/propositions determined to not impact District business may nonetheless be analyzed by the General Manager when directed by a majority vote of the Board, of which the analysis report would include possible alternatives for Board action, but no position recommendation. 2. Local, State, and Federal Legislative Advocacy a. The Legislative, Funding, and Public Affairs Committee (LFPAC) receives periodic updates regarding the District’s legislative program. When LFPAC determines that proposed legislation may affect District business, it may direct the General Manager to prepare a recommendation for consideration by the full Board or where there is not adequate time to convene the full Board, may direct the General Manager to take action to support or oppose the legislation without full Board approval. In such cases, the General Manager or designee shall report to the Board any actions taken to support or oppose legislation at or before the next Board meeting. b. When time is so short that neither the full Board nor LFPAC can be convened to consider positions to support or oppose local, state or federal legislation, the General Manager is authorized to take a position on behalf of the District if the legislation: i. Is related to the District’s mission; AND ii. Would directly impact the District’s business, such as project delivery, operations, finances, legal authority, or other District responsibilities; AND iii. The position being taken is consistent/inconsistent with existing District policy, past action, or District Strategic Plan; OR iv. The legislation carries other considerations that make it contrary to the District’s interests. In such instances, the General Manager or designee shall report to the Board any actions taken to support or oppose the legislation at or before the next Board meeting. c. Full Board action is required regarding legislation that is not clearly within the criteria listed above under Section 2.b. or guided by direction previously given by LFPAC. Attachment 1 Board Policy 1.11 Page 3 of 3 3. Full Board action is required to support or oppose any type of grassroots advocacy action, such as social, political, or economic movements, that are not legislation. 4. Board members representing the District in their official capacity on regional or other bodies may, at his or her discretion, take actions based on the principles above consistent with previously approved Board positions and policies. 5. This policy is not intended to limit the prerogative of individual Board members from expressing their individual support for or opposition to any local ballot measure, State proposition, State or Federal legislation, or grassroots advocacy actions. However, in doing so, the member should clearly state they are speaking for themselves, and not in an official capacity on behalf of the Board or the District. Individual Board Members who take a position in support or opposition to ballot measure or legislation for which the Board has not previously taken a position are encouraged as a professional courtesy to include the language for identification purposes only parenthetically following their signature referencing their position on the Board. Attachment 1 1 Midpeninsula Regional Open Space District Legislative Session Program 2019 Note: Fields in yellow are substantive changes to the 2018 Legislative Program. Edits in red are recommended changes by LFPAC on October 30. Updated January 9, 2019 Attachment 2 2 Contents Introduction: ............................................................................................................................................... 3 Advocacy of the District’s Interests ..................................................................................................... 3 Legislative Priorities: ................................................................................................................................. 5 Promote, establish, and implement a common environmental protection vision with partners5 Connect people to open space and a regional environmental protection vision .......................... 5 Position the District for long-term financial sustainability to fulfill the District’s mission on behalf of the public ................................................................................................................................ 6 District Legislative Policy Positions: ....................................................................................................... 6 Vision Plan Implementation ................................................................................................................. 6 Public Access and Education ................................................................................................................ 6 Natural Resources Protection and Restoration .................................................................................. 8 Land Acquisition and Restoration ..................................................................................................... 10 General/Midpen-wide Support of Mission ...................................................................................... 10 2019 Federal Legislative Priorities ......................................................................................................... 11 Priority Areas: ....................................................................................................................................... 11 Land and Water Conservation Fund ................................................................................................. 11 Infrastructure Investment ................................................................................................................... 11 National Monument Preservation ..................................................................................................... 11 2019 Regional/Local Priorities ................................................................................................................ 12 Priority Areas: ....................................................................................................................................... 12 San Francisco Bay Restoration Authority (SFBRA), Measure AA Implementation ................... 12 Santa Clara Valley Transportation Authority (VTA), Measure B Implementation .................... 12 Regional Collaboration ........................................................................................................................ 12 Attachment 2 3 Introduction: Midpeninsula Regional Open Space District’s Mission: To acquire and preserve a regional greenbelt of open space land in perpetuity, protect and restore the natural environment, and provide opportunities for ecologically sensitive public enjoyment and education. In addition, as part of the District’s 2004 annexation of the San Mateo County coast area, a Coastal Protection Area Service Plan was adopted as well. The mission for the Coastal Annexation Area is: To acquire and preserve in perpetuity open space land and agricultural land of regional significance, protect and restore the natural environment, preserve rural character, encourage viable agricultural use of land resources, and provide opportunities for ecologically sensitive public enjoyment and education. To further the agency’s mission, the Midpeninsula Regional Open Space District (the District) annually reviews its opportunities and challenges, and establishes priorities and policy statements prior to the start of each legislative year, typically late in the calendar year, to guide its advocacy activities at the regional, state, and federal levels. The 2019 Legislative Session Program outlines the District’s priorities in the coming year and details the District’s legislative policies—providing general direction for advocacy. It reflects the District’s commitment to the mission, the goals outlined in the 2014 Vision Plan, and the District's Strategic Plan, along with the Board-approved Capital Improvement and Action Plan. Advocacy of the District’s Interests While this document attempts to cover a wide variety of legislative issues that may impact the District, it is not comprehensive, complete, or final. Throughout the state and federal legislative sessions, the District will review and take positions on various policies and state or federal budget items. Per Section 2.0 of Board Policy 1.11, legislative advocacy are considered in the following manner: Section 2.0: Local, State, and Federal Legislative Advocacy a. The Legislative, Funding, and Public Affairs Committee (LFPAC) receives periodic updates throughout the year regarding the District’s legislative program. When LFPAC determines that proposed legislation may affect District business, it may direct the General Manager to prepare a recommendation for consideration by the full Board or, when there is not adequate time to convene the full Board, may direct the General Manager to take action to support or oppose the legislation without full Board approval. In such cases, the General Manager or designee shall report to the Board any actions taken to support or oppose legislation at or before the next Board meeting. Attachment 2 4 b. When time is so short that neither the full Board nor LFPAC can be convened to consider positions to support or oppose local, state or federal legislation, the General Manager is authorized to take a position on behalf of the District if the legislation: i. Is related to the District’s mission; AND ii. Would directly impact the District’s business, such as project delivery, operations, finances, legal authority, or other District responsibilities; AND iii. The position being taken is consistent/inconsistent with existing District policy, past action, or District Strategic Plan; OR iv. The legislation carries other considerations that make it contrary to the District’s interests. In such instances, the General Manager or designee shall report to the Board any actions taken to support or oppose the legislation at or before the next Board meeting. c. Full Board action is required regarding legislation that is not clearly within the criteria listed above under Section 2.b. or guided by direction previously given by LFPAC. All legislation on which the District takes a position will be closely tracked by the General Manager’s Office (GMO) and reported to the Board of Directors and departments. Contracted state and federal advocacy teams will represent the District interests based upon the policies contained in the Board-approved Legislative Session Program. In addition to District position letters, Board members and District staff may be asked to testify or meet with relevant legislators or members of the Executive branch to advocate on issues requiring heightened advocacy. If this is the case, District staff must first notify and/or confirm approval of the GMO to ensure that positions taken are consistent with the District’s Board-approved Legislative Session Program. Attachment 2 5 Legislative Priorities: The following are the top legislative priorities for the Midpeninsula Regional Open Space District in the first year of the 2019-20 State Legislative Session. They are categorized by the Board’s Strategic Plan Goals/Strategy areas (https://www.openspace.org/about-us/strategic- plan) to provide a clear connection to organizational priorities: Promote, establish, and implement a common environmental protection vision with partners 1. Watershed Protection: The District supports legislative or regulatory efforts that enhance the ability to protect watershed land, as well as restore and maintain associated habitats. 2. Regional Conservation: The District supports legislation that enhances and funds regional collaboration and coordination of conservation efforts. 3. Wildlife Corridors: The District supports efforts to bring greater funding opportunities and permit streamlining to conservation related to wildlife corridors. 4. Anticoagulant Rodenticides: The District supports efforts to to reduce or eliminate the use of second-generation anticoagulant rodenticides to protect raptors, large mammals, and other non-target wildlife. Connect people to open space and a regional environmental protection vision 1. Equitable Access: The District supports efforts to enhance funding eligibility and access to greenspace for underserved communities in high-cost regions like the Bay Area. Low-income areas in and around the District's purview are under increasing cost pressures due to the continuing tech boom in Silicon Valley. These communities also have difficulty accessing state funding due to formulas that fail to recognize their status relative to other parts of the state that accommodate similar populations with economic struggles. 2. Every Kid in a Park Initiative: The District supports national and state efforts to mobilize children and parents to visit and enjoy America’s outdoor spaces to encourage the next generation to discover America’s public lands and waters. 3. Trail Corridors: The District supports policy that helps link preserve trails to other regional trails and ultimately to the places where people live and work. Attachment 2 6 Position the District for long-term financial sustainability to fulfill the District’s mission on behalf of the public 1. Proposition 68 Implementation: The District supports efforts to ensure that parks bond funds are allocated in a timely, equitable, and responsible manner, and that resulting grant programs are designed appropriately to benefit the District. 2. Cap and Trade/Climate-related Funding: The District supports efforts to emphasize and increase the recognition for the use of natural and working land (NWL) for the purposes of carbon sequestration and subsequent allocations of Cap and Trade funding. With the passage of SB 32 (Pavely, 2016) there is increased pressure to not only eliminate sources of greenhouse gas generation, but also find ways to capture emissions as well. This further promotes the recognition of the region's greenbelt as its "life support system." 3. Regional Benefits: The District supports efforts to work with regional and statewide partners to ensure that relevant statewide funding sources are optimized and made available for Bay Area needs, and to ensure that underserved communities in the region benefit from these state resources. District Legislative Policy Positions: The ability of the District to deliver its mission and remain a sustainable organization can be impacted by legislation proposed on the local, state, or federal level. To this end, proactive, Board-approved policy positions taken by the District on a variety of relevant issue areas help to not only crystalize thinking among Board members and staff, but also ensures consistency in advocacy. To be consistent with other District processes and performance metrics, these policy positions have been broken down by areas specified in the annual Fiscal Year Major Accomplishments report (http://www.openspace.org/about-us/public- information/accomplishments-15). Vision Plan Implementation Entrusted by taxpayers in 2014 with the passage of its $300 million Measure AA bond, the District supports legislation that: 1. Streamlines project timelines and reduces delivery costs to implement the Priority Action portfolio of the Vision Plan (https://www.openspace.org/our- work/projects/vision-plan) Public Access and Education The District supports legislation that: 1. Protects cultural resources Attachment 2 7 2. Increases public access to preserved land region-wide 3. Helps link preserve trails to other regional trails and ultimately to the places where people live and work 4. Helps provide educational opportunities for preserve visitors about natural and cultural resources and the benefits of open space 5. Keeps preserves safe, clean, accessible, and inviting for healthy exercise and enjoyment 6. Promotes involvement and engagement of communities in ongoing conservation 7. Funds and enables programs that hires youth to work in parks and open space and encourages them to consider careers in conservation 8. Creates or augments grant programs to enhance public access, provide fire clearance, and enable housing rehabilitation on District holdings 9. Helps fund and streamline emergency repairs to District infrastructure 10. Funding that supports partnership approaches to environmental education and public outreach efforts on local and state levels. For example, Next Generation Science Standards (NGSS), California Education and the Environment (http://www.californiaeei.org/) and ChangeScale (http://changescale.org/who-we-are/) 11. Streamlines permits for trail maintenance and construction, including grading 12. Improves and streamlines the permitting and CEQA review and compliance process 13. Provides parks and open space districts the authority to utilize a variety of contracting methods to construct projects, including design-build methodologies 14. Legislation that promotes implementation and education of sustainable design and construction; including but not limited to LEED buildings, stormwater treatment and runoff reduction, local (within 150-mile radius of project) contractor/consultant hiring and construction materials, reuse and recycle materials, renewable energy, and landscaping 15. Transportation measures that enhance community member opportunities to access open space preserves and state parks 16. Improves local transportation, which enables better connectivity between the built and natural environment, i.e. Transit to trails 17. Enables Native American community involvement in cultural and land management practice awareness 18. Increases environmental education access opportunities, including volunteer opportunities, for underserved and non-English speaking communities Attachment 2 8 19. Enhances the ability to engage and involve a diverse team of Bay Area volunteers in the protection, conservation, restoration, and enhancement of the District’s natural resources, trails, and facilities. 20. Provides prevailing wage exemptions for volunteers 21. Limits public use of drones (Unmanned Aerial Vehicles), consistent with Board policies, and allows for agency use of drones for land management and visitor safety purposes 22. Helps eradicate marijuana growing on public lands and restore lands damaged by its growth. 23. Aids enforcement of marijuana laws related to the implementation of Prop 64 (2016) 24. Provides funding to implement Americans with Disability Act (ADA) and other accessibility standards in District preserves 25. Promotes awareness and access to programs and activities that increase outdoor physical activity, i.e., Healthy Parks, Healthy People (HPHP) Natural Resources Protection and Restoration The District supports legislation that: 1. Supports working farms and ranches 2. Supports farm labor housing 3. Enhances management of water quality for all priority watersheds 4. Protects local and regional watershed holdings and water quality protection 5. Enables Cal Fire to continue inmate work programs. 6. Promotes expedited tree and brush removals by public agencies for fire protection and public access. 7. Ensures reasonable setback requirements that allow minimum defensible space clearances to be met by private property owners. 8. Supports wildfire management to become a more natural component of the ecosystem, and minimize negative effects on the community and environment 9. Connects habitats that support a diverse array of native plants and animals 10. Supports maintaining state and federal lists of endangered species justified through conclusive biological evidence 11. Incentivizes agricultural operations to invest in energy efficient irrigation technologies that reduce greenhouse gas (GHG) emissions and water use Attachment 2 9 12. Provides funding to local partners to provide technical support for agriculture and natural resources enhancement 13. Creates or enhances new funding sources to implement local or state government programs that benefit the environment such as: watershed protection, groundwater recharge and sustainability, water conservation, GHG reduction, Areas of Special Biological Significance compliance, Rare, Threatened, and Endangered species management and recovery 14. Expands funding for: a. Wetland restoration projects that provide carbon sequestration benefits. b. Forest health programs that reduce GHG emissions through fuel reduction. c. Wildlife Corridor projects that improve wildlife habitat connectivity 15. Ensures maintenance of adequate open space through increased funding for development easements, needed restoration, and rehabilitation activities 16. Encourages public road management agencies to control invasive plant populations, and incorporates safe pedestrian and wildlife crossings across roadways and highways. 17. Emphasizes the use of Integrated Pest Management (IPM) practices that aligns with the District’s program 18. Reduces/further regulates the use of second-generation anticoagulant rodenticides 19. Supports increased knowledge, management, and ultimately the eradication, of Sudden Oak Death disease. 20. Ensures "Open Space" zoning for permanently protected lands that allow for typical maintenance and construction activities. 21. Furthers implementation of Senate Bill 32 (Chapter 249, Statutes of 2016), the Global Warming Solutions Act that establishes a GHG reduction target for the state of 40 percent below 1990 levels by 2030. 22. Enhances wildland fire management and promotes climate adaptation planning 23. Promotes the development of new mechanisms for sustainable and environmentally responsible economic development and redevelopment of housing, neighborhood, and commercial properties to minimize the carbon footprint of the built environment and reduce the pressure to sprawl into open space lands. 24. Helps efforts to protect, conserve, restore, and enhance the natural resources of the District, its coast and adjacent waters for environmentally sustainable and prudent use by current and future generations 25. Recognizes and incentivizes the use of natural and working lands for the purpose of carbon sequestration Attachment 2 10 26. Supports the development of effective and comprehensive Districtwide, regional, and statewide measures to adapt to sea level rise, community resilience, and other effects of climate change 27. Enhances or streamlines the identification, creation, and maintenance of wildlife corridors both within District lands and adjacent entities, which may extend to statewide and international linkages 28. Promotes advance mitigation programs and wildlife corridor networks 29. Enhances regulatory permit and closer collaboration and coordination between regulatory agencies Land Acquisition and Restoration The District supports legislation that: 1. Expands protected land, to enhance biodiversity, climate change resilience and scenic, rural character 2. Protects watershed lands 3. Promotes the use of urban infill to reduce greenhouse gas generation and protect natural and working lands and enables a balance between jobs and housing 4. Enhances the District’s ability to purchase or otherwise acquire regional and strategic open space lands and connect District lands to federal, state, county, city, and other protected open space, parklands, bay lands, watershed lands, wildlife corridors, and agricultural lands. 5. Enhances the District’s ability to create and pursue opportunities to acquire an integrated greenbelt of protected open space, trails, and habitat corridors throughout our jurisdiction 6. Facilitates the protection of the District and the public's open space, park, and natural resources, property rights, interests, and easements 7. Preserves prime and sustainable agricultural lands through State Budget proposals that provide funding for long-term protection of these lands. 8. Ensures that urban growth boundaries do not expand further than their current limits. General/Midpen-wide Support of Mission The District supports legislation that: 1. Preserves existing tax revenues and tax authority. Attachment 2 11 2. Lowers the vote threshold for locally imposed special taxes, from two-thirds to fifty-five percent. 3. Maximizes funding flexibility for use within the designated programs 4. Preserves tax-exempt status for municipal bonds on a state and federal level 5. Expands state and federal incentives that promote the issuance of green bonds 6. Enables statewide efforts to increase broadband connectivity to public agency infrastructure in remote areas 7. Preserves and promotes cost-effective, fair, and efficient contracting practices that give taxpayers the best value for their dollar 8. Preserves and promotes managerial discretion in effective and productive recruiting, hiring, firing, and day-to-day oversight of staff at all levels 9. Preserves and promotes open, transparent, accountable government administrative practices that promote the efficient and timely delivery of public services, facilitates public involvement, and supports effective and timely decision-making 10. Enables streamlining of contracting and bidding processes and attracts greater contractor and vendor competition 2019 Federal Legislative Priorities Given the tumult and outcomes of the 2016 federal elections, very little progress has been made forwarding a pro-environmental agenda at the national level. It is necessary for active advocacy to occur to defend existing environmental priorities and regulations. Statements made by both the Governor of California and the State Legislature have made clear that an active effort to preserve environmental regulations, with California at the lead, is necessary. Priority Areas: In 2019, the District will remain focused on federal policy relevant to the following: Land and Water Conservation Fund The District supports full funding of the federal Land and Water Conservation Fund (LCWF). Infrastructure Investment The District supports the inclusion of active transportation and parks-related projects in federal funding allocations for infrastructure. National Monument Preservation The District supports the protection and the designation of national monuments within our region that are important to fulfilling the District’s mission. Attachment 2 12 2019 Regional/Local Priorities Local land use authority predominates California planning processes even though there is a growing recognition of the importance of regional planning and coordination of efforts. This is true for both the built as well as the natural environment. Priority Areas: In 2019, the District supports: San Francisco Bay Restoration Authority (SFBRA), Measure AA Implementation The District supports guideline development for SFBRA's Measure AA funds that enables implementation of District priority projects. Santa Clara Valley Transportation Authority (VTA), Measure B Implementation The District supports advance mitigation allocation guideline development for VTA's recently passed Measure B funds that enables implementation of District priority projects. Regional Collaboration The District supports efforts to enhance and fund regional collaboration and coordination of conservation plans. Attachment 2 December 6, 2018 FY2019-20 Board Retreat #1 Page 1 FY2019-20 Strategic Plan Goals and Objectives: Recommended Updates Goal 1 – Promote, establish, and implement a regional environmental protection vision with partners • Objective 1 –Continue implementation of the District’s Vision Plan and communicate progress on projects through reporting results and building partner relationships • Objective 2 – Build and strengthen diverse partnerships to implement a collaborative and science-based approach to environmental protection on the Peninsula, South Bay and San Mateo Coast • Objective 3 – Build and strengthen relationships with legislators to advocate environmental protection goals • Objective 4 – Take a regional leadership role in promoting the benefits of open space and sustainable agriculture • Objective 5 – Expand regional climate change resiliency and adaptation to preserve healthy natural systems • Objective 6 – Work with fire agencies and surrounding communities to strengthen the prevention of, preparation for, and response to wildland fires Goal 2 – Connect people to open space and a regional environmental protection vision • Objective 1 – Communicate the purpose of the regional environmental protection vision • Objective 2 – Refine and implement a comprehensive public outreach strategy, including the engagement of diverse communities and enhanced public education programs • Objective 3 – Expand opportunities to connect people to their public open space preserves consistent with an environmental protection vision Goal 3 – Strengthen organizational capacity to fulfill the mission • Objective 1 – Provide the necessary resources, tools, and infrastructure, including technology upgrades and capacity building • Objective 2 – Continuously improve recent process and business model changes to effectively and efficiently deliver Vision Plan projects and the District’s ongoing functions • Objective 3 – Reflect the changing community we serve in the District’s visitors, staff, volunteers, and partners • Objective 4 – Build state of readiness for potential disruptions by completing a risk assessment and creating a business continuity plan Goal 4 – Position the District for long-term financial sustainability to fulfill the District’s mission on behalf of the public • Objective 1 – Continue to engage constituents for bond sales and via the work of the Bond Oversight Committee – “Promises made, promises kept.” • Objective 2 – Pursue discretionary funding opportunities and partnerships to augment operating, capital, and bond funding sources • Objective 3 – Ensure discretionary funding opportunities are available and successful through advocacy and education • Objective 4 – Ensure large capital expenses are evaluated within the long-term financial model and remain financially sustainable • Objective 5 – Ensure land acquisitions, including associated public access and land management costs, are evaluated within the long-term financial model and remain financially sustainable Attachment 16 Page 1 of 3 DATE: January 9, 2019 MEMO TO: MROSD Board of Directors THROUGH: Ana Ruiz, General Manager FROM: Gordon Baillie, Management Analyst II SUBJECT: Docent and Volunteer Structure Study – Implementation Update This memorandum provides an update on the implementation of recommendations from the Docent and Volunteer Programs Structure Study. BACKGROUND In Fiscal Year (FY) 2016-17, a key project was included in the Action Plan for the Visitor Services Department to conduct a study of the Docent and Volunteer programs to “Ensure that the Docent and Volunteer programs are structured to provide the highest quality services to internal and external customers and enhance public outreach.” In January 2017, the General Manager entered into a contract with Conservation by Design to conduct the study. The Board of Directors (Board) reviewed a draft of the Docent and Volunteer Program Structure Study Report at a study session on October 11, 2017 (R-17-113). A number of questions and concerns were raised and additional work was done with staff, docents, and volunteers to address those concerns. On May 9, 2018, the Board accepted the revised Final Report from the consultants (R-18-46). The study includes 43 recommendations. DISCUSSION The following highlights the implementation of specific recommendations during the current and upcoming fiscal year (FY2018-19 and FY2019-20). The bold numbers in brackets refer to the numbering convention used in the final Study report. 1. Staff the outdoor environmental education program with one or more professionally trained Environmental Education Specialists [11]. The study recommends the addition of a position to enhance the environmental education capabilities and capacity of the District’s formal school-focused educational programming (grades elementary through high school; junior college). The Board-adopted Budget for FY2018-19 (R-18-63) includes a new, education program position, classified as an Environmental Educational Specialist. This position will focus on school programming and support opportunities for developing youth outreach programs. The primary responsibilities of the Environmental Education Specialist will be Page 2 of 3 coordination of the existing school field trips (including day-to-day communication with program docents and teachers), scheduling and logistics, and enhancing the coaching and training provided to docents. The new position will expand the capacity of the Interpretation & Education Program Manager (formerly known as the Docent Program Manager) to enhance environmental youth programs in response to high public interest (2018 Preserve Use Survey results) through new partnerships, enhanced program delivery, improved messaging, and program tracking. This position will also further the Board’s Diversity, Inclusion, and Equity goals by increasing outreach efforts and engagement amongst local children and teenagers. Recruitment for this position will start in December 2018 and it is anticipated that the position will be filled in March 2019. 2. Renaming the “Docent” program to the “Interpretation and Education” Program [1]. The District will rename the broader program as the Interpretation & Education program to clarify the nature and focus of the program using more common language for the public’s benefit. However, the District will retain the “Docent” reference to distinguish the volunteers who provide environmental education and interpretive programming from volunteers serving in other roles with the District. There was a recommendation to rename the Volunteer Program as the Stewardship and Resource Management Program. However, the recommended name does not encompass the full scope of the program, which includes trail patrol and community outreach volunteers. The current name, Volunteer Program, best reflects the broad nature and scope of the program, and is a term well understood by the general public. Therefore, the District will retain the program’s current Volunteer Program name. 3. Formalize coordination of District-wide messaging particularly between the Public Affairs and Visitor Services departments [5]. Improved coordination between the departments is underway through quarterly meetings, with a portion of each meeting focused on public messaging. Additionally, Public Affairs is developing a District-wide strategic communications plan, which will be presented in the future to the full Board. 4. To help attract, support, and retain docents as OELs (Outdoor Education Leaders), expand and deepen training programs [13]. The new Environmental Education Specialist (which is under recruitment) will lead the implementation of this recommendation. 5. Review and update the District’s environmental science/outdoor education curriculum to connect with national Next Generation Science Standards (NGSS) as recommended for informal education providers and programs [14]. This project began in FY2017-18 and is expected to be completed in the current fiscal year. The new Environmental Education Specialist will have a critical role in working with the Program Manager to implement updates to the District’s environmental science/outdoor education curriculum in support of local teachers who are required to align learning outcomes with NGSS. 6. Consider adding a Volunteer Project Lead-Trails Specialist position, responsible for a new, highly trained Advanced Trails volunteer team, to the Volunteer Stewardship program [15]. This position will be considered as a possible request in the FY2019-20 budget. The position will be reviewed with other recommended positions to further the agency’s mission and the Board’s priorities, in consideration with the Financial and Operational Sustainability Model (FOSM) and the Controller’s long-term fiscal model. Page 3 of 3 7. Consider adding one or more professionally trained Interpretive Specialists to increase the capacity of the Outdoor Activity Docent and Nature Center Host programs to assist the Program Manager in training, coaching, supporting, and monitoring both docent programs [9]. This position will be considered as a possible request in the FY2019-20 budget. The position will be reviewed with other recommended positions to further the agency’s mission and the Board’s priorities, in consideration with the Financial and Operational Sustainability Model (FOSM) and the Controller’s long-term fiscal model. 8. Provide improved, systematic lines of communication between volunteers and staff, including online systems [22]. Staff are working on a new online communication platform that will provide for direct communication between the volunteers. Under this new platform, Trail Patrol Volunteers and Advanced Resource Management Stewards (ARMS) will be able to self-schedule small team patrols and work projects, respectively. Staff will also be able to access the system to monitor communications, recommend or request specific patrol areas, and send recognition and safety reminders. 9. Work with educational and civic organizations to help with outreach to diverse populations to solicit interest in District volunteer opportunities, programs, and activities [31]. Staff will continue to work with Public Affairs to increase opportunities for a variety of communities, including the Environmental Volunteers, Student Conservation Association, Grassroots Ecology, The Morgan Center, Village Harvest, high school environmental clubs, public libraries, San Jose Conservation Corps, and Latino Outdoors. Public Affairs will continue to partner with Latino Outdoors to engage local, youth-focused community groups such as Girls to Women and Siena Youth Center. 10. Cross-train all rangers in basic interpretive communication skills, with an emphasis on facilitated dialogue [42]. In January 2019, the District will be participating in a pilot training in collaboration with Santa Clara County Parks to offer a Certified Interpretive Guide (CIG) week-long course using the National Association for Interpretation (NAI) curriculum and format for six District rangers and approximately 12 County staff (rangers and interpreters). The District’s Interpretation & Education Program Manager is a sanctioned NAI instructor for CIGs. Staff will further research and develop potential new activities and program enhancements for increasing the interpretive role of rangers to expand our engagement and communication with the general public and youth. NEXT STEPS The Board’s annual Strategic Plan Goals and Objectives will guide the prioritization of the recommendations from the Docent and Volunteer Program Study. The General Manager will phase-in and incorporate the recommendations into upcoming fiscal year budgets and work plans, which the Board will annually review as part of the action plan and budget process. These recommendations aim to further develop and enhance the District’s Interpretation & Education Program, and Volunteer Program over the next multiple years. 1 DATE: January 9, 2019 MEMO TO: Board of Directors THROUGH: Ana Ruiz, General Manager FROM: Jay Lin, Engineering and Construction Department Manager Felipe Nistal, Senior Capital Project Manager SUBJECT: Administrative Office Remodel Project Update SUMMARY On December 5, 2018, the Administrative Office (AO) Facility Ad Hoc Committee (Committee) met with staff and the design team, Noll & Tam Architects, to review and provide direction on preliminary building design options. These early design discussions reflect the enhanced design option and the prioritized Project Goals and Programming Elements, as approved by the Board of Directors (Board) on October 24, 2018 (R-18-123). The meeting focused on the following items: •Interior and exterior improvements •Building envelope and energy modeling resolution •Leadership in Energy and Environmental Design (LEED) Gold requirements DISCUSSION Interior and exterior improvements Noll & Tam provided interior improvement options addressing the boardroom, entrance, atrium, restrooms, receptionist area, staff office space with consideration for department adjacency, storage, underground parking, and future tenant space. Noll & Tam also provided exterior improvement options addressing planting, surface treatment for pedestrian areas, Americans with Disabilities Act (ADA) parking, bike racks, benches, and other landscape features. All improvements options are consistent with the aforementioned Project Goals and Programming Elements. See Attachment 1 for interior and exterior plans and renderings. The options recommended by the Committee are highlighted in Attachment 1 and listed below: 2 1) Provide ADA accessible lobby entrance as the main egress/ingress for the public, visitors, tenants, and staff. Staff and tenants will have distinct keycards to enter their respective areas. The public and visitors will check in with the receptionist at the lobby prior to going to their destinations. 2) Provide a boardroom layout that maximizes the seating configuration and flexibility of use. The Dais should face the main boardroom entrance with its back to the south face of the building. Provide a formal, attractive, and mobile dais and select movable furniture to allow flexibility for different meeting sizes and configurations. Provide sliding doors at the boardroom entrance that open up the space to the atrium area. Provide appropriate audiovisual technology to accommodate boardroom flexibility. 3) Center the public restroom on the east-west building axis location to allow easy access from main entrance lobby, atrium, and boardroom. 4) Centralize offices and conference rooms along the interior of the building to accommodate departmental needs, department adjacencies, access to natural light, privacy, and efficient cubicle layouts. 5) Provide an accessible ramp connecting the El Camino Real sidewalk to the building entrance without relocating utilities or removing trees. Keep existing retaining wall veneer and its aesthetics. Keep existing redwood trees where feasible. 6) Provide user-friendly outdoor gathering areas for both staff and public. Use drought tolerant native plants where feasible. Building envelope and energy modeling Noll & Tam proposed six (6) building envelope design options as the starting point to arrive at the right energy solution. See Attachment 2. Each option will require varying degrees of retrofit and replacement combinations for the roof, floor, walls, fenestration, insulation, window glazing, and shading. The Committee did not have enough information to recommend a selection. Noll & Tam will continue with the building energy design, and return to the Committee in January 2019 with more information, including advantages/disadvantages, capital costs, life-cycle costs, energy savings, comfort, and other decision making factors. LEED Gold Requirements Noll & Tam presented the criteria for Leadership in Energy and Environmental Design (LEED) certification and CALGreen (California Code of Regulations, Title 24). While any level of LEED certification is desirable, CALGreen is mandatory for all buildings in City of Los Altos. LEED is a point-based rating system where points can be achieved by meeting prescriptive and/or performance requirements. The goal of LEED is to help building owners and operators be environmentally responsible and use resources efficiently. Noll & Tam determined that the AO building improvements could achieve LEED Gold certification by potentially receiving 60 out of the required 60-79 points range. See Attachment 3 for LEED points checklist and Gold certification point summary. LEED Gold certification would add to the project cost through registration and documentation fees, consultant fees for documentation and certification, materials costs, staff time, and other coordination efforts. 3 The Committee recommended exploring ways to meet LEED Gold criteria through design while excluding the formal certification process, and proceed with CALGreen design. NEXT STEPS The table below lists the remaining Schematic Design phase project milestones, including items that require participation by either the Ad Hoc Committee or full Board. The updated schedule has been compressed and accelerated to reduce time and design costs. The overall project schedule will also be slightly accelerated. PROJECT SCHEDULE WITH KEY MILESTONES DATE PROCESS AD HOC FULL BOARD 1/9/2019 FYI (no action) X 1/10/2019 Schematic Design updates and finalized HVAC options review X 2/1/2019 Begin public outreach/engagement 1/23/2019 Full Board Study Session of the updated/comprehensive Schematic Design X 2/26/2019 Provide input on Final Schematic Design and Cost Estimate X 3/13/2019 Full Board Approval of Final Schematic Design N&T contract amendment for Design Development (on consent) X Noll and Tam will incorporate the Committee’s recommendations and continue to refine the project design. In January 2019, the Ad Hoc Committee will meet to discuss the following items: • Interior layout including boardroom, staff space, atrium, tenant space, and other spaces • Exterior layout including landscape design • Building envelope and energy resolution • Parking stall requirements • Department storage requirements • Restroom layout, quantity, and type (unisex vs. separated) • Solar panels Staff will package all of the Ad Hoc Committee’s recommendations and work with the consultant to prepare revised draft Schematic Designs for a study session presentation and discussion with the full Board on January 23, 2019. YOUR BUILDING Attachment 1 YOUR BUILDING Attachment 1 YOUR BUILDING Attachment 1 PUBLIC/STAFF – FIRST FLOOR Attachment 1 PUBLIC/STAFF – SECOND FLOOR Attachment 1 BOARDROOM LAYOUT OPTIONS Attachment 1 Attachment 1 FIRST AND SECOND FLOORS Attachment 1 EXHIBIT C - SPACE PLANNING – GARAGE AND FIRST FLOOR Attachment 1 LANDSCAPE PLAN –OPTION 2 Attachment 1 EXISTING SITE WALLS Attachment 1 PROPOSED PLANT TYPES Attachment 1 No.Descriptor Roof Floor Walls Windows Shading Existing Shell New Lobby Addition Existing Shell New Lobby Addition 1 Baseline Design New roof 6" continuous insulation, 2x4 joists 16" O.C. with no cavity insulation Existing with added insulation 6" concrete slab with 4" continuous rigid insulation Existing T1-11 wood siding with 2x4 studs 24" OC, 3.5" R-11 batt insulation, and 5/8" gyp board Existing 1/8" single pane with bronze tint and aluminum frame High Performance Glazing Dual pane with low-e coating 1.75 foot roof overhang and 1.5 foot vertical fins 1.75 foot roof overhang 2 Better Glazing Same as baseline Same as baseline Same as baseline High Performance Glazing Dual pane with low-e coating Same as baseline Same as baseline Same as baseline 3 Best-in-Class Glazing Same as baseline Same as baseline Same as baseline Best-in-Class Glazing Dual pane with improved low-e coating Best-in-Class Glazing Dual pane with improved low-e coating Same as baseline Same as baseline 4 Better Glazing + Spray Wall Insulation Same as baseline Same as baseline Existing with spray insulation Add closed cell spray foam insulation, R-20 High Performance Glazing Dual pane with low-e coating Same as baseline Same as baseline Same as baseline 5 Exterior Shading Same as baseline Same as baseline Same as baseline Same as baseline Same as baseline Add 1.5 foot solid overhang on first floor of south façade Add 12" solid vertical fins on east and west facades, 24" O.C. 6 B.I.C. Glazing + Spray Insulation + Exterior Shades Same as baseline Same as baseline Existing with spray insulation Add closed cell spray foam insulation, R-20 High Performance Glazing Dual pane low-e High Performance Glazing Dual pane low-e Add 1.5 foot solid overhang on first floor of south façade Add 12" solid vertical fins, 24" O.C. ENERGY ANALYSIS: SIX ENVELOPE DESIGN OPTIONS LEED BD+C PROJECT CHECKLIST LEED Scorecard –Point Summary 1 Integrative process 14 Location & Transportation 2 Sustainable Sites 6 Water Efficiency 4 Energy & Atmosphere 8 Materials & Resources 15 Indoor Environmental Quality 6 Innovation in Design 4 Regional Priority Credits 60 Gold (60-79 pts) LEED BD+C SCORE CARD - POINT SUMMARY Agenda Report Questions for 1/9/19 Director Riffle Can you please ask someone to explain payment 79426 - HAZWOPER training? This is for Hazardous Materials First Responder Awareness Training. We are required by Cal OSHA and state law to train our field staff, and other personnel, annually to be aware of potential hazardous materials in case of accidental spill or release that may occur in the course of their duties. The cost was $95 each for 60 staff members.