HomeMy Public PortalAbout20180228 - Agenda Packet - Board of Directors (BOD) - 18-09
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, February 28, 2018
Special Meeting starts at 6:00 PM*
Regular Meeting starts at 7:00 PM*
A G E N D A
6:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION
ROLL CALL
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section
54956.8)
Property: Santa Clara County APN(s): 562-23-007
Agency Negotiator: Allen Ishibashi, Sr. Real Property Agent
Negotiating Party: Ismael Benhamida, Broker, Marcus & Millichap
Under Negotiation: Purchase Terms
2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION. Government Code Section
54957(b)(1)
Title of Employee: Acting General Manager
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
Meeting 18-09
Rev. 1/3/18
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.
1. Approve February 14, 2018 Minutes
2. Claims Report
3. Board Policy 3.10 – District Grantmaking Program (R-18-19)
Staff Contact: Melanie Askay, Grants Specialist, Administrative Services
General Manager’s Recommendation: Approve Board Policy 3.10 – District Grantmaking Program
as a Replacement to the Resource Management Grant Program.
4. Establishment of a Post-Employment Benefits Section 115 Trust to Pre-Fund a Portion of
Future Pension Obligations (R-18-21)
Staff Contact: Andrew Taylor, Finance Manager
General Manager’s Recommendation: Adopt a Resolution authorizing the adoption of the Public
Agencies Post-Employment Benefits (Section 115) Trust as administered by Public Agency
Retirement Services to provide an alternative investment strategy for pre-funding pension
obligations, and authorizing the General Manager or designee to execute all documents necessary
to establish the trust.
5. Contract Amendment with O.C. Jones and Sons, Inc., for an additional $82,110.62 for the
fabrication and installation of pre-cast concrete barriers for the Mount Umunhum Road
Project (R-18-17)
Staff Contact: Zachary Alexander, Capital Project Manager III
General Manager’s Recommendation: Amend a contract with O.C. Jones and Sons, Inc., for the
Mount Umunhum Road Project in the amount of $82,110.62, for a total not-to-exceed contract
amount of $5,846,782.62, for the fabrication and installation of 672 feet of pre-cast concrete
barriers on Mount Umunhum Road.
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. Americans with Disabilities Act Self-Evaluation and Transition Plan Update (R-18-20)
Staff Contact: Whitney Berry, Planner II and Gretchen Lausten, Planner III
General Manager’s Recommendation: Receive a presentation and provide input on the District-
wide American’s with Disabilities Act Self-Evaluation and Transition Plan Update. No Board
action required.
INFORMATIONAL MEMORANDUM
• Project Update for the Cooley Landing Park Business and Operating Plan Project and Upcoming
Open House Event at the Education Center
Rev. 1/3/18
INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or
announcements concerning activities of District Directors and staff; opportunity to refer public or Board
questions to staff for 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 February 23, 2018, 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
February 14, 2018
Board Meeting 18-07
SPECIAL AND REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, February 14, 2018
DRAFT MINUTES
SPECIAL MEETING – CLOSED SESSION
President Cyr called the special meeting of the Midpeninsula Regional Open Space District to
order at 6:10 p.m.
ROLL CALL
Members Present: Jed Cyr, Cecily Harris, Yoriko Kishimoto, and Pete Siemens
Members Absent: Nonette Hanko, Larry Hassett, and Curt Riffle
Staff Present: Acting General Manager Ana Ruiz, Acting General Counsel Hilary
Stevenson, Acting Assistant General Manager Brian Malone, Human
Resources Manager Candice Basnight
Public comments opened at 6:10 p.m.
No speakers present.
Public comments closed at 6:10 p.m.
1. CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section
54957.6)
Agency designated representatives: Acting General Manager Ana Ruiz, Acting Assistant
General Manager Brian Malone, and Jack Hughes with Liebert Cassidy Whitmore
Employee organization: Field Employees Association
Director Hanko arrived at 6:20 p.m.
2. CONFERENCE WITH REAL PROPERTY NEGOTIATIONS (Government Code
Section 54956.8)
Meeting 18-07 Page 2
Property: Santa Clara County APN(s): 510-33-001, 510-33-004, 510-33-005, 510-33-
006, 510-32-012, 510-35-004 and 510-35-005
Agency Negotiator: Mike Williams, Real Property Manager and Allen Ishibashi, Senior
Real Property Agent
Negotiating Party: Andrew Gere, President and Chief Operating Officer
Under Negotiation: Purchase Terms
ADJOURNMENT
President Cyr continued the special meeting of the Board of Directors of the Midpeninsula
Regional Open Space District to the close of the regular meeting at 7:01 p.m.
REGULAR MEETING
President Cyr called the regular meeting of the Midpeninsula Regional Open Space District to
order at 7:07 p.m.
President Cyr reported the Board met in closed session, and no reportable action was taken.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Yoriko Kishimoto, and Pete
Siemens
Members Absent: Larry Hassett and Curt Riffle
Staff Present: Acting General Manager Ana Ruiz, Acting General Counsel Hilary
Stevenson, Chief Financial Officer/Administrative Services Director
Stefan Jaskulak, Acting Assistant General Manager Christine Butterfield,
Acting Assistant General Manager Brian Malone, District Clerk/Assistant
to the General Manager Jennifer Woodworth
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Kishimoto moved, and Director Siemens seconded the motion to adopt the
agenda.
VOTE: 5-0-0 (Directors Hassett and Riffle absent.)
CONSENT CALENDAR
Public comment opened at 7:08 p.m.
No speakers present.
Meeting 18-07 Page 3
Public comment closed at 7:08 p.m.
Motion: Director Harris moved, and Director Kishimoto seconded the motion to approve the
Consent Calendar.
VOTE: 5-0-0 (Directors Hassett and Riffle absent.)
1. Approve January 24, 2018 and February 1, 2018 Minutes
2. Claims Report
3. Proposed Purchase of the Gupta/Khan property as an addition to El Sereno Open
Space Preserve located off Bohlman Road in unincorporated Santa Clara County
(Assessor’s Parcel Number 517-24-030 (fee) and 517-24-024 (trail easement)). (R-18-14)
Acting General Manager’s Recommendation:
1. Determine that the recommended actions are categorically exempt under the California
Environmental Quality Act (CEQA), as set out in the staff report.
2. Adopt a Resolution authorizing the purchase of the Gupta/Khan property at a cost of
$400,000 with corresponding authorization for a Fiscal Year 2017-18 budget increase of the
same amount.
3. Adopt a Preliminary Use and Management Plan for the property, as set out in the staff report.
4. Withhold dedication of the Gupta/Khan property as public open space.
4. Resolution in Support of Proposition 68, the California Drought, Water, Parks,
Climate, Coastal Protection, and Outdoor Access for All Act of 2018 (R-18-16)
Acting General Manager’s Recommendation: Consider adoption of a resolution in support of
Proposition 68, the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor
Access for All Act of 2018 put forth by the California State Legislature on the ballot for the June
5, 2018 statewide primary election.
BOARD BUSINESS
5. Fiscal Year 2017-18 Quarter 2 District Budget Amendments (R-18-15)
Chief Financial Officer/Director of Administrative Services Stefan Jaskulak provided the staff
presentation describing revenue changes as of December 31, 2017 and administrative net-zero
transfers/budget amendments. Mr. Jaskulak reviewed the proposed Quarter 2 budget adjustments
by fund and highlighted the associated projects.
Public comment opened at 7:17 p.m.
No speakers present.
Public comment closed at 7:17 p.m.
Motion: Director Siemens moved, and Director Hanko seconded the motion to adopt a
resolution approving the proposed FY2017-18 Quarter 2 District Budget amendments.
Meeting 18-07 Page 4
VOTE: 5-0-0 (Directors Hassett and Riffle absent.)
6. Award of Contract for Abatement and Remediation Services of the Exterior of the
Mount Umunhum Radar Tower in Sierra Azul Open Space Preserve (R-18-18)
Capital Project Manager III Zachary Alexander provided an overview of the project, including
previous remediation actions, interim radar tower repairs, and recent flaking and testing of paint
from the radar tower. The proposed scope of work includes removal of all exterior paints and
coatings from the four faces of the radar tower, but no work on the roof or inside of the tower.
Mr. Alexander described the proposed next steps of the project and tentative long-term schedule
for radar tower assessment and repairs.
Director Harris inquired why all lead and asbestos material was not removed in 2011.
Mr. Alexander explained the Army Corps of Engineers oversaw the 2011 remediation work, and
only loose and peeling paint was removed. A visual inspection was conducted at the conclusion
of the 2011 work, but testing was not done at that time.
Director Harris inquired regarding the removal of water from inside the tower and asked if the
water would need to be removed on a regular basis.
Directors Hanko and Siemens inquired regarding further hazardous materials on the radar tower.
Acting General Manager Ana Ruiz explained hazardous materials are also embedded in the roof,
and further abatement will be needed as a subsequent phase of work.
Director Kishimoto requested additional clarification regarding the various levels of lead
hazards.
Acting Assistant General Manager Brian Malone explained that the testing showed no lead
contamination of ground soil, and the proposed work would prevent soil contamination.
Public comment opened at 7:51 p.m.
No speakers present.
Public comment closed at 7:51 p.m.
Motion: Director Kishimoto moved, and Director Hanko seconded the motion to:
1. Authorize the Acting General Manager to enter into a contract with PARC Environmental of
Fresno, California for a not-to-exceed contract amount of $363,932 (includes base bid plus
additive alternates).
2. Authorize a 15% contract contingency of $54,590 to be reserved for unanticipated issues,
thus allowing the total contract amount not-to-exceed $418,522.
3. Adopt a Resolution approving a budget increase in the amount of $485,130 to the Fiscal Year
2017-18 District budget to fund the abatement and remediation contract and other related
project expenses.
Meeting 18-07 Page 5
VOTE: 4-1-0 (Director Harris dissented; Directors Hassett and Riffle absent.)
INFORMATIONAL MEMORANDUM
• Midpeninsula Regional Open Space District Wildland Fire Program
Director Kishimoto noted she had previously suggested a Board study session with
representatives from partner agencies involved in preventing and fighting wildfires. The Board
confirmed the information provided in the memo was sufficient, and a study session was no
longer requested at this time.
Mr. Malone reported on regular coordination efforts that occur among agencies.
Ms. Ruiz commented on ongoing inter-agency coordination to create regional disaster response
plans, which will be discussed at the Board retreat on March 15, 2018.
INFORMATIONAL REPORTS
A. Committee Reports
No Committee reports.
B. Staff Reports
No staff reports.
C. Director Reports
The Board members submitted their compensatory reports.
Director Harris reported on the recent Joint Venture Silicon Valley event and commented on the
lack of conversation regarding increasing water needs in the Silicon Valley.
Director Cyr reported he attended a meeting of the San Mateo County Local Agency Formation
Commission Independent Special District Selection Committee where a special district
representative was selected to serve on the San Mateo County Countywide Oversight Board.
ADJOURNMENT
President Cyr adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District into closed session at 8:16 p.m.
President Cyr adjourned the closed session of the Board of Directors of the Midpeninsula
Regional Open Space District at 9:26 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk
page 1 of 5
CLAIMS REPORT
MEETING 18-09
DATE 02-28-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
77274 11369 - BANK OF THE WEST COMMERCIAL CA $29.38 Office Keys 02/14/2018 109,940.18
$559.88 Office Supplies - Paper, Protector Sheets, Wall Clock 02/14/2018
$309.00 Parking & Webinar Training 02/14/2018
$216.40 Lodging for RMS II 02/14/2018
$378.53 Dinner & Supplies for Board Meetings, Retreat 02/14/2018
$1,136.93 EMT Trainings, Uniforms, Junior Ranger Sticker Badges 02/14/2018
$292.17 Field Supplies - Propane, Concrete, Hex Bolts, Epoxy 02/14/2018
$80.00 MMANC Registration 02/14/2018
$11,951.98 Fuel for District Vehicles ($10,133.29), First Aid 02/14/2018
$3,865.77 Log Splitter, Lights and Suction Cup Reacher 02/14/2018
$1,046.08 Compass, Paper, LED Flashlight, Pens, Pad Locks 02/14/2018
$467.05 Web Hosting, Forms, Facebook Ads, Domain Registration 02/14/2018
$814.03 Wall Calendars, Mt. Um Summit Trailer Rental Fee 02/14/2018
$1,094.63 Permit Fees for Harrington Creek Bridge 02/14/2018
$117.97 Materials for Service on Log Splitter 02/14/2018
$999.07 Field Supplies - Haz-Mat Disposal Fee, T-Posts, Dolly 02/14/2018
$896.20 Haz-Mat Disposal Fees, Bolts, Screws (WH)02/14/2018
$78.07 Reflective Tape 02/14/2018
$283.48 Lodging for PRAC Conference 02/14/2018
$18.46 Field Supplies - Chaulking for Repairs to MT. Um Restroom 02/14/2018
$3721.72 Field Supplies - Rebar, Concrete, Masonry (BCR) Bat Shed 02/14/2018
$120.00 Snake Food, Lab Testing 02/14/2018
$123.65 Volunteer Supplies 02/14/2018
$294.30 File Storage, Promotional T-shirts, Promo Coasters,02/14/2018
$344.93 Field Supplies - Planner, Tape, Rack-Strap 02/14/2018
$149.50 Public Contracting Requirements Seminar Registration 02/14/2018
$15.24 Field Supplies - Motor Oil 02/14/2018
$670.20 Field Supplies - Lumber, Rebar Caps, Sand, Gravel (BCR)02/14/2018
$1,231.95 Field Supplies, Training, Lodging, and Stand-up Desk 02/14/2018
$1,857.22 Imaging Fees, Esri User Conference Fees 02/14/2018
$203.44 Welding Gas, Gorilla Tape, Glue, Electrical Tape, Bolts 02/14/2018
$27.03 SacBee & LA Times Subscriptions, BAOSC Parking Fee 02/14/2018
$7,792.00 Budget Analysis Recruitment Ads, CSDA Membership Dues 02/14/2018
$628.62 Copper Rod & Clamp, Flagging Tape, Motor Oil, Hammer 02/14/2018
$6,885.51 Storage Container for Motorcycles, Bikes, ATV's 02/14/2018
$68.46 Kitchen Supplies - Tea, Coffee, Creamer 02/14/2018
$2,967.36 Electric Cargo Bike- ($999.00) will be used for carrying items for maintenance on the OSP
trails, and replacement tires ($1,968.36) for various equipment. All items were returned and a credit for
the entire amount will be applied to the next billing cycle.02/14/2018
$123.28 Office Keys, Desk Organizer, Calculator & Pens 02/14/2018
$31.09 Field Supplies - Wax Ring, Kwik Seal (RSA)02/14/2018
$205.08 Safety & Fire Extinguisher Labels 02/14/2018
$564.00 Storage Fee, Binders, Subscription, Name Badges 02/14/2018
$95.00 Membership Fees - SERCAL & CNPS 02/14/2018
page 2 of 5
CLAIMS REPORT
MEETING 18-09
DATE 02-28-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
$100.00 Membership Fee to American Trails Network 02/14/2018
$796.80 Service (M221), Sensor for Crane, Drill Bits, Paint 02/14/2018
$813.11 Field Supplies - Bat Sheds (BCR)02/14/2018
$(180.51)Duty Belt, Wesco Boots Credit, Shoe Shine Kits for Ranger Academy 02/14/2018
$6.00 Parking Fees from Fire Training Class 02/14/2018
$934.38 Flameless Heaters, Leadership Academy Lunch & Breakfast 02/14/2018
$899.77 Field Supplies - Travis Tool, Water Heater, Markers, Axe 02/14/2018
$1,538.30 Rental Water Delivery, Paint, HVAC Valve & Thermostat 02/14/2018
$19.59 Office Supplies - File Tabs 02/14/2018
$1,995.43 Motorcycle Helmets, Gloves, Goggles & Hat Traps 02/14/2018
$46,333.20 Unitrends Cloud Backup Server Fee ($46,030.71 - 3 years), Wall Charger, Power Cord Cable 02/14/2018
$625.00 2018 City Attorneys' Spring Conference Registration Fee 02/14/2018
$259.19 Field Supplies - Gate Box Hardware for Mt. Um 02/14/2018
$546.04 Recruitment Expenses 02/14/2018
$461.91 Fuel Filters (Mower), Disposal Boot Covers, Hand Saw 02/14/2018
$880.64 Program Supplies, Shuttles -Fremont Older Tours 02/14/2018
$285.00 IRWA Class for RP Manager 02/14/2018
$778.00 District Clerk Conference Registration Fee & Facility Rental Refund 02/14/2018
$70.76 Office Supplies - Shelf Brackets & Elfa Shelf 02/14/2018
$22.91 Field Supplies - Tool Box 02/14/2018
77351 10794 - JOHN NORTHMORE ROBERTS & ASSO Professional Services for Dec 2017 - Improvements Implementation Project - Design Engineer - Bear Creek 02/21/2018 30,853.47
77380 11815 - SAN FRANCISCO STATE UNIVERSITY Reimbursement for the MROSD Preserve Use Survey Dec 2017 02/21/2018 26,111.70
77327 10723 - CALLANDER ASSOCIATES Ravenswood Bay Trail Connection Design & Construction 02/21/2018 24,479.42
77304 11854 - RECON ENVIRONMENTAL, INC.Plant Maintenance & Revegetation Services thru 11/30/17 02/14/2018 24,147.94
77354 11906 - LAW OFFICES OF GARY M. BAUM Legal Services for AGC Position 1/2/18 - 1/31/18 02/21/2018 19,668.22
77343 10509 - GEOCON CONSULTANTS INC Phase II Purisima Uplands Progress Billing for Brush Clearing 02/21/2018 17,226.53
77337 10546 - ECOLOGICAL CONCERNS INC Riparian Invasive Removal (BCR)02/21/2018 14,352.00
77319 11851 - ANDY'S ROOFING COMPANY, INC Re-Roof at Event Center Office & Roof Repair at 2200 Lobitos Creek Road 02/21/2018 13,003.00
77301 11523 - PGA DESIGN, INC.Peer Review of Harris Drawings & Alma College Site Rehabilitation Services thru 12/31/17 02/14/2018 11,931.25
77358 11572 - MESITI-MILLER ENGINEERING INC.Webb Creek Bridge Design & Environmental Permitting thru 1/25/18 02/21/2018 11,184.88
77360 11617 - MIG, INC.Professional Services 12/1/17-12/31/17 02/21/2018 10,495.52
77287 10005 - GRASSROOTS ECOLOGY Nursery Plants for Revegetation Projects 02/14/2018 10,159.98
77347 11593 - H.T. HARVEY & ASSOCIATES Ravenswood Bay Trail Environmental Consulting & Alma College Bat Surveys 02/21/2018 9,675.89
77367 10082 - PATSONS MEDIA GROUP Postage for Green Bond Postcards, Printing Services - Business Cards, Mt. Umunhum Trail Guides 02/21/2018 8,501.08
77341 11153 - FLOORING DISTRIBUTORS CA Installation of New Carpet at 16060 #D Skyline Blvd & 5750 Alpine Road 02/21/2018 7,700.00
77289 11177 - HARRIS CONSTRUCTION Replace Doors at Bluebrush PCR & Replacement of 2 Windows at 16060 Skyline Blvd.02/14/2018 7,133.84
77323 11873 - BEST BEST & KRIEGER LLP Legal Services thru January 31, 2018 02/21/2018 6,921.96
77325 11766 - BLANKINSHIP & ASSOCIATES, INC.CEQA Pesticide Review 02/21/2018 6,536.25
77394 11810 - VINEYARD CREEK LP Housing for 3 Rangers at Academy 02/21/2018 5,611.88
77298 10082 - PATSONS MEDIA GROUP Printing Services - Business Cards, Mt. Umunhum Trail Guide & Green Bond Postcard 02/14/2018 5,469.25
77294 11617 - MIG, INC.Red Barn Design Services 12/1/17-12/31/17 02/14/2018 4,435.00
77300 11129 - PETERSON TRUCKS INC.Bit Inspection & Annual Service - M37, M31, M23, M07, T25, T46, M22 02/14/2018 3,991.86
77336 11831 - EAGLE NETWORK SOLUTIONS LLC Firewall Network & Active Directory Services Configuration 02/21/2018 3,847.89
page 3 of 5
CLAIMS REPORT
MEETING 18-09
DATE 02-28-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
77332 11707 - CUMMING CONSTRUCTION MANAGEM Professional Services for Bear Creek Stables 11/1/17 -11/30/17 02/21/2018 3,600.00
77315 *11118 - WEX BANK Fuel for District vehicles 02/14/2018 3,594.76
77270 11396 - AGCO HAY LLC Additional Work at Harrington Bridge 02/14/2018 3,529.50
77282 11699 - DAKOTA PRESS Printing of Windy Hill & La Honda Creek Brochures 02/14/2018 3,495.23
77382 11125 - SAN MATEO COUNTY TAX COLLECTOR FY17/18 2nd Installment Secured Property Taxes 02/21/2018 3,069.25
77371 *10211 - PUBLIC POLICY ADVOCATES 2018 Monthly Fee - Legislative Advocacy Services for FEBRUARY 02/21/2018 2,916.66
77273 11799 - AZTEC LEASING, INC.Lease Payment for 6 Copier/Printer/Scanners 02/14/2018 2,326.06
77390 11528 - TAYLOR COMMUNICATIONS, INC.Parking Citation Printing 02/21/2018 2,147.13
77352 11887 - KOOPMANN RANGELAND CONSULTINRangeland Consulting Services January 2018 02/21/2018 2,093.75
77283 11058 - DIAMOND CRANE COMPANY, INC.Replace Solar Panel For Well 02/14/2018 2,015.00
77363 10073 - NORMAL DATA Permit & Radar Database Work 02/21/2018 1,880.00
77272 *10128 - AMERICAN TOWER CORPORATION Repeater Site Lease - Coyote Peak 02/14/2018 1,876.00
77329 10352 - CMK AUTOMOTIVE INC Service & Repairs - P99, M209, P82, A68, A93, P108, P88, P104 02/21/2018 1,840.56
77321 10706 - BAY AREA NEWS GROUP (MERCURY NTower Remediation Project Ad 02/21/2018 1,607.82
77312 10370 - STILES TRUCK BODY & EQUIPMENT Lumber Rack - M222 02/14/2018 1,575.05
77368 11129 - PETERSON TRUCKS INC.Bit Inspection & Annual Service - M27 02/21/2018 1,572.54
77284 11151 - FASTENAL COMPANY Protective Gear 02/14/2018 1,508.17
77386 10952 - SONIC.NET, INC.AO Internet Services March 2018 02/21/2018 1,457.43
77379 11882 - RYAN'S SPORT SHOP Boots for New Ranger 02/21/2018 1,451.78
77348 10222 - HERC RENTALS INC Equipment Rental Fee - Dump Truck 02/21/2018 1,414.79
77308 11477 - SCA ENVIRONMENTAL INC.Sears Ranch Bridge Sampling Services thru 9/1/17 02/14/2018 1,400.00
77328 10170 - CASCADE FIRE EQUIPMENT COMPANYFire Gear for Employees 02/21/2018 1,350.85
77276 10141 - BIG CREEK LUMBER CO INC Fence and sign posts 02/14/2018 1,334.38
77285 10187 - GARDENLAND POWER EQUIPMENT Chain Saw Bars, Stihl Chain Saw Helmets, Machette, Chain Saw Parts, Fuel Filters & Oil 02/14/2018 1,286.68
77335 11861 - DISABILITY ACCESS CONSULTANTS (DAAlma College Parking and Trail Crossing Completion of Task 1&2 02/21/2018 1,200.00
77330 10445 - COMMUNICATION & CONTROL INC Repeater Site Lease 02/21/2018 1,172.00
77309 10580 - SHARP BUSINESS SYSTEMS District Offices Copying and Printing Services 02/14/2018 1,145.15
77291 10133 - KIER & WRIGHT CIVIL ENGINEERS & SU Professional Services - Alta Survey 240 Cristich Lane (SAO)02/14/2018 1,123.18
77388 10302 - STEVENS CREEK QUARRY INC Base Rock, Concrete Recycle Fees 02/21/2018 1,105.63
77398 10069 - WILFRED JARVIS INSTITUTE Training & Faciliation Services January 2018 02/21/2018 1,050.00
77286 10287 - GRAINGER INC Compressor Accessory Package - M221 02/14/2018 1,038.31
77395 11798 - WARD, JANINE CA Assn of Public Procurement Officials Conference, Palm Springs, CA - Expense Reimbursement 02/21/2018 1,030.42
77317 11722 - ADLER TANK RENTALS LLC Water Tank Rental for Mt. Um Summit Construction 02/21/2018 1,013.70
77357 11746 - MARKEN MECHANICAL SERVICES, INC SFO - HVAC PM Service 02/21/2018 990.00
77299 11144 - PENINSULA MOTOR SPORTS Service & Repair - ATV5, Annual Service - P20 02/14/2018 940.84
77393 11138 - VERBRUGGE, ANDREW Release of Security Deposit 02/21/2018 887.00
77345 *11551 - GREEN TEAM OF SAN JOSE Garbage Service (RSA), (SAO)02/21/2018 794.84
77376 10324 - RICH VOSS TRUCKING INC Stock Base Rock (SFO)02/21/2018 747.50
77306 10136 - SAN JOSE WATER COMPANY Water Service (RSACP)02/14/2018 746.80
77297 10999 - PALO ALTO PLUMBING HEATING & AI Service Heaters - FFO Shop 02/14/2018 661.81
77310 10447 - SIMMS PLUMBING & WATER EQUIPM Repair Hot Water Heater - 21170 Skyline Ranch Rd 02/14/2018 654.71
77277 10014 - CCOI GATE & FENCE Gate Repair (SA-MT UM)02/14/2018 643.50
77350 11106 - INTELLI-TECH Preventive Maintenance Inspection 02/21/2018 643.00
page 4 of 5
CLAIMS REPORT
MEETING 18-09
DATE 02-28-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
77314 10403 - UNITED SITE SERVICES INC Mt Umunhum Grand Opening Sanitation Services 02/14/2018 628.60
77356 10189 - LIFE ASSIST Patrol First Aid Supplies - SFO 02/21/2018 596.59
77303 10176 - RE BORRMANN'S STEEL CO Metal for Bike Brushes in Parking Lot - (MB) (ECDM)02/14/2018 570.53
77373 10589 - RECOLOGY SOUTH BAY Recycling Debris Boxes 02/21/2018 565.92
77387 10954 - SOUTH BAY REGIONAL PUBLIC SAFETYPC 832 Class - 4 Rangers 02/21/2018 564.00
77322 11233 - BAY AREA WATER TRUCKS Water Delivery to Burkhart 02/21/2018 550.00
77279 10168 - CINTAS Shop Towel Service (FFO & SFO)02/14/2018 528.99
77326 *10454 - CALIFORNIA WATER SERVICE CO-949 Water Service (FFO)02/21/2018 527.40
77338 11642 - ELIAS KHOURY Parking Citation Level II Hearings 02/21/2018 517.00
77333 11699 - DAKOTA PRESS Printing of A7 Midpen Logo Envelopes 02/21/2018 512.21
77278 11891 - Chu, Cynthia Legal Administration Support Services 02/14/2018 500.00
77275 10122 - BECK'S SHOES Wesco Boots - Ranger Uniform 02/14/2018 473.57
77377 11479 - ROOTID Website Maintenance 02/21/2018 472.50
77331 10544 - CORELOGIC INFORMATION SOLUTIONProperty Research Services 02/21/2018 450.00
77399 11176 - ZORO TOOLS Lifting Magnet 02/21/2018 441.44
77344 11905 - GIBBONS, PEGGY T o P Facilitation Training, Sacramento, CA 02/21/2018 408.84
77366 10925 - PAPE` MACHINERY Equipment Parts 02/21/2018 388.48
77362 11270 - MUNICIPAL MAINTENANCE EQUIPME Equipment Parts 02/21/2018 375.45
77353 10056 - LANCE BAYER Legal Update Training for Rangers 02/21/2018 375.00
77383 11191 - SANTA CLARA COUNTY DEPT OF TAX & FY17/18 2nd Installment Secured Property Taxes 02/21/2018 373.91
77302 10090 - PRO-INSTALLERS Stove Baffle 02/14/2018 341.25
77292 10189 - LIFE ASSIST First Aid Supplies-Gloves, Masks, Regulator, Pocket Mask 02/14/2018 341.03
77324 10141 - BIG CREEK LUMBER CO INC Lumber 02/21/2018 330.70
77375 10093 - RENE HARDOY Gardening Services - AO 02/21/2018 325.00
77349 11433 - HERNANDEZ, MARIA IRWA Conference - Travel Expenses Reimbursement 02/21/2018 314.51
77374 11615 - REDWOOD ESTATES SERVICES ASSOC. Annual Road Fees (BCR)02/21/2018 300.00
77397 11852 - WESTERN EXTERMINATOR CO.Exterminator Service (RSA-Annex)02/21/2018 300.00
77305 11526 - REPUBLIC SERVICES Monthly Garbage Services - 16060 Skyline 02/14/2018 249.25
77361 10191 - MOUNTAIN VIEW GARDEN CENTER Concrete (RSA-DHF)02/21/2018 246.56
77346 10173 - GREEN WASTE Garbage/Recycle - SFO 02/21/2018 238.64
77307 11042 - SANTA CLARA COUNTY-OFFICE OF THE Live Scan Services-December 2017 02/14/2018 207.00
77281 10850 - COMPLETE PEST CONTROL Rodent Services at Hawthorns Historic Complex 02/14/2018 200.00
77355 11326 - LEXISNEXIS Online Subscription Service Jan 2018 02/21/2018 198.00
77370 10261 - PROTECTION ONE Alarm Services (FFO)02/21/2018 183.40
77381 11059 - SAN MATEO COUNTY HEALTH DEPT Water Testing - 8 Locations 02/21/2018 176.00
77385 10447 - SIMMS PLUMBING & WATER EQUIPM Quarterly Water Maintenance - PCR 02/21/2018 158.23
77313 10338 - THE ED JONES CO INC Badge for Lead Ranger 02/14/2018 157.06
77318 10533 - ANDERSEN, JULIE Meals and Incidental Expenses Reimbursements for Wildlife Society Western Conference 02/21/2018 152.00
77280 10352 - CMK AUTOMOTIVE INC Maintenance Service - A100 02/14/2018 149.41
77295 10664 - MISSION TRAIL WASTE SYSTEMS Garbage Services - AO 02/14/2018 130.91
77359 10190 - METROMOBILE COMMUNICATIONS New Microphone - P104 02/21/2018 104.95
77293 11904 - MERAV VONSHAK Honorarium for Docent Enrichment training 02/14/2018 100.00
77384 11142 - SANTA CLARA COUNTY SPECIAL DISTR Santa Clara County Special Districts Association 2018 Dues 02/21/2018 100.00
page 5 of 5
CLAIMS REPORT
MEETING 18-09
DATE 02-28-18
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check Date Payment
Amount
77296 11270 - MUNICIPAL MAINTENANCE EQUIPME Mower Maintenance 02/14/2018 99.21
77364 10670 - O'REILLY AUTO PARTS Vehicle Parts - M29, M26 02/21/2018 94.35
77311 10302 - STEVENS CREEK QUARRY INC Base Rock (BCR)02/14/2018 90.83
77391 10162 - TERMINIX PROCESSING CENTER Pest Control - AO 02/21/2018 83.00
77365 10481 - PACIFIC TELEMANAGEMENT SERVICE Campsite Pay Phone - MB 02/21/2018 78.00
77339 11701 - ERIC GOULDSBERRY ART DIRECTION Design and Production of Multi-Agency sign 02/21/2018 75.00
77320 10183 - BARRON PARK SUPPLY CO INC Shop Supplies 02/21/2018 64.40
77316 10240 - ACE FIRE EQUIPMENT & SERVICE INC Exterior Extinguisher Cabinet for Wood Shop Building 02/21/2018 62.82
77378 10182 - ROYAL BRASS INC Diesel Tank Part (FFO)02/21/2018 60.69
77342 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Maintenance 02/21/2018 55.54
77396 10527 - WASTE MANAGEMENT Appliance Disposal (SAO)02/21/2018 46.73
77290 10421 - ID PLUS INC Name tags 02/14/2018 46.50
77334 11210 - DATA SAFE Document Shredding Services 02/21/2018 40.00
77288 10416 - HAPKE, ALEX Reimbursement Professional Membership 02/14/2018 37.50
77392 10165 - UPS Shipped Radar Gun for Repair 02/21/2018 37.34
77340 11151 - FASTENAL COMPANY Hardware (SA)02/21/2018 35.01
77389 10143 - SUMMIT UNIFORMS Baseball Hats For Field Staff 02/21/2018 34.96
77369 *10180 - PG & E Electric Service (SA-MT UM), (WH),(RSACP) Restroom 02/21/2018 32.56
77372 10134 - RAYNE OF SAN JOSE Water Service (FOOSP)02/21/2018 27.25
77271 10815 - AMERICAN RED CROSS CPR Certificate 02/14/2018 27.00
Grand Total 477,263.79$
*Annual Claims
**Hawthorn Expenses
CCIWS = Central California Invasive Weed SymMISAC = Municipal Information Systems Association of California
BCR = Bear Creek Redwoods LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek
CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA(U) = Sierra Azul (Mt Um) WH = Windy Hill
ECM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO2, 3, 4 = Administrative Office lease space
ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office
FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office
FO = Fremont Older PIC= Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost
RR/MIN = Russian Ridge - Mindego Hill P DHF = Dear Hollow Farm OSP = Open Space Preserve P## or M## = Patrol or Maintenance Vehicle
Report 18-19
Meeting 18-09
February 28, 2018
AGENDA ITEM 3
AGENDA ITEM
Board Policy 3.10 – District Grantmaking Program
ACTING GENERAL MANAGER’S RECOMMENDATION
Approve Board Policy 3.10 – District Grantmaking Program as a Replacement to the Resource
Management Grant Program.
SUMMARY
The Midpeninsula Regional Open Space District (District) has supported academic research on
District lands through its Resource Management Grant Program, which was approved as a Board
policy on November 14, 2007, and subsequently amended on November 17, 2010. This program
has awarded small grants to local researchers to support work that furthers the District’s mission,
enhances public education, and advances scientific understanding of natural processes while
strengthening local partnerships with researchers. In 2016, the Board of Directors (Board)
discussed future investment in this program. The conversation led to a broader discussion as to
whether the District should increase its grantmaking investment, as well as consider broadening
the categories of available funding.
Going forward, the District can increase its impact by enhancing the investment made in this
program, both by increasing the staff and financial investment, as well as by updating the
grantmaking focus areas. The General Manager recommends replacing the prior program/policy
with Board Policy 3.10, District Grantmaking Program, to expand the program focus and
consider a broader range of projects that better reflect the diversity of District work. Under this
proposed policy, future grantmaking investments emphasize regional approaches to resource
management, and support new partnership avenues with the District and other stakeholders.
Eligible project categories include applied science research and proof-of-concept; network and
partnership support; and access, education, and interpretation.
DISCUSSION
Program purpose and history
Since 2007, the District’s Resource Management Grant Program has awarded small grants to
support academic research on District land that furthers the mission, enhances public education,
and advances scientific understanding of natural processes. This grantmaking also serves to:
• Build District partnerships within the conservation community by supporting their work;
• Influence the conservation field by steering grantees towards priority areas of focus for
the District;
R-18-19 Page 2
• Increase the conservation field’s capacity to address regional gaps in conservation,
recreation, and restoration; and
• Provide an avenue of communication from which to learn from and facilitate ongoing
input on the work of partner organizations.
To date, 15 grants have been awarded through two grant application rounds to researchers with
connections to established academic institutions, for a total District investment of approximately
$183,000 (approximately $101,000 between 2007-2014 and approximately $77,000 between
2014-2018). Projects have focused on research relating to natural resource management,
operational and maintenance actions, public outreach, or public use decisions that provide
educational benefit. To solicit proposals, grant solicitations have twice been issued when funding
is available. A review committee consisting of District staff with relevant expertise evaluated the
proposals and selected grantees. Award limits have been up to $5,000 per year, with the
possibility of renewing the grant for up to five years, for a total of $25,000. Grant monitoring
included yearly reports and periodic check-ins with grantees to ensure objectives were being met.
The District’s grantmaking program has successfully funded research to advance resource
management on District land. For example, San Jose State University (SJSU) received a grant to
collect and manage wildland fuels and meteorology data for use in fire weather research. With
data collected from Sierra Azul Open Space Preserve, SJSU has been providing real-time fuels
data to the public and land managers through the National Fuels Monitoring Database and
fireweather.org. The collected data aids in better understanding and effectively forecasting
potentially hazardous fire weather conditions in Bay Area coastal mountainous areas, which can
help inform the District’s land management and better predict fire risks within its preserves.
Additionally, University of California Santa Cruz (UCSC) mountain lion research, partially
funded through a District grant, identified critical bottlenecks caused by major highways in the
region and correlations between animal behavior and human disturbance levels. This information
is being used in regional planning to develop wildlife corridors and target important habitat for
conservation, and has informed the District’s own approach to enhancing preserve connectivity.
Beyond the applied and academic value of this research, the District’s funding has contributed to
developing and strengthening partnerships with local researchers. For example, funding for a
study by San Francisco Bay Bird Observatory (SFBBO) to compare the diversity of grassland
bird species across 10 habitat types, with and without grazing and prescribed burns, has
strengthened the District’s relationship with the organization. Since the project began, the lead
researcher has provided outreach assistance with the District’s Wingding event, which helps
connect the public to reseach on District preserves. District staff has also attended SFBBO
trainings to enhance their understanding of habitat management techniques.
Future Investment
In 2016, the Board discussed the District’s future investment in this program. This discussion
was prompted by a conversation about the concept of non-dilutive financing, in which investors
provide seed money for graduate students to advance innovative ideas for products, services, or
resource management strategies. The conversation led to a broader discussion as to whether the
District should increase its grantmaking investment, as well as consider broadening the
categories of available funding.
Going forward, the District can grow its impact by increasing the investment made in this
program. Past grants have been successful, but the small scale of the program limits what can be
R-18-19 Page 3
achieved. In order to attract more organizations to apply and increase the impact of projects, the
General Manager will recommend increasing the dollar amount available for grantmaking to up
to $250,000 per year for the next budget cycle. If approved by the Board, individual awards will
be for up to $50,000 and can be equally or unequally approportioned among years, up to three
years of the award date. Requests for Proposals will be issued every year or every other year,
depending on staff time and budget available for the program.
Future programmatic priorities
The last two grant rounds focused on academic research projects. However, to stay aligned with
the District’s evolving priorities, the General Manager recommends expanding the grant
categories and updating the name of the program, from the Resource Management Grant
Program to the Grantmaking Program. The expanded funding cateogories are described below:
Applied Science - Advancing scientific understanding of resource management issues
affecting District lands remains a priority funding focus. These grants foster and strengthen
partnerships with academic insitutions, advance the scientific understanding of natural
processes, and further the District’s mission to ensure sound resource stewardship.
Grantmaking will continue to focus on applied science projects that support the protection
and enhancement of natural resources on District lands. This includes academic research as
well as proof-of-concept projects that demonstrate the viability of innovative land
management techniques. Potential metrics of success include peer-review research published,
natural resource management techniques developed, demonstrated potential for scaling,
developed techniques, etc.
Network and Partnership Support - The District recognizes that partnerships are key to
addressing long-term conservation challenges and that building strong networks is one way
to ensure a ready and engaged partnership community. Without local, regional, and state
partners, the District is limited in its ability to broaden its impact and ensure its priorities
align with multi-jurisdictional conservation and recreation plans. Likewise, the conservation
community as a whole is more effective when strong partnerships exist. Consequently,
proposals that cultivate, sustain, or grow conservation networks would be accepted.
Examples may include funding to support staff time to provide organizing support (i.e.,
meeting facilitation, coalition-building, etc.) for regional trail coordination. Other support
may include funds for a network to utilize consultants to develop a strategy for members to
collaborate around a particular issue, such as regional wildlife corridors. Potential metrics of
success include the strength of these partnerships, depth of understanding of partner work,
amount of collaboration on joint priorities, number of joint meetings, etc.
Access, Interpretation and Education - Stewarding the current and next generation of
passionate environmental stewards is more important now than ever before. At the same
time, funding opportunities to encourage access to outdoor recreation and for environmental
interpretation and education is lacking. Only about 3% of private grants awarded for
environmental protection and stewardship typically go to environmental education. Providing
grants to educate children and adults about our natural world and facilitate access to the
outdoors is critical to fostering appreciation for open space protection and continuing to build
enduring support for the District’s work. Further, these dollars are highly impactful given
how much programming can be provided on a small budget. Therefore, proposals that
advance access to outdoor recreation, particularly for traditionally underserved communities,
as well as environmental interpretation and education within District boundaries, will be
R-18-19 Page 4
considered. Potential metrics for success include educational programming or interpretation
opportunities developed, number of adults or students served, new populations served, etc.
Proposal solicitation, programmatic administration, and oversight
The District values diversity and encourages residents of all socio-economic backgrounds to
enjoy their public preserves. The District also focuses on developing partnerships with
organizations that help welcome and excite diverse and underserved residents to experience their
preserves. Consequently, the District will be committed to soliciting proposals from a diverse
range of organizations. Application solicitations will be broadly disseminated with the
assistance of groups that hold connections to underserved audiences, such as the Silicon Valley
Community Foundation. In addition to broadly circulating the solicitations, the District will
consider past District funding in its scoring criteria to increase the competitiveness of
organizations that have not previously received District funding.
If approved, the District’s Grantmaking Program will be administered by the Grants Program,
and an associated Administrative Policy will be developed after the application solicitation is
developed. Results will be shared with District staff, the Board, and public via annual updates to
demonstrate how funds are spent, assess the value of the program, and broadly disseminate
outcomes.
An important distinction between grantmaking and consulting arrangements is the autonomy by
which an organization is allowed to operate. Although both approaches help fulfill the District’s
mission, work performed by consultants is dictated by the District with a high degree of control
and oversight. In contrast, grants are structured such that the grantee retains autonomy in how the
objectives of the grant are met. In this way, the grantee is empowered to manage the project
independently, with the District overseeing progress. Consequently, application solicitations will
focus on categories of funding and outline parameters for eligible projects, and will not suggest
specific projects or specify a particular methodology.
FISCAL IMPACT
If the replacement policy is approved, the General Manager will request an allocation of
$250,000 per year, beginning in the FY18-19 budget.
BOARD COMMITTEE REVIEW
This policy was reviewed by both the Action Plan and Budget Committee (ABC) and
Legislative, Funding, and Public Affairs Committee (LFPAC). An ABC meeting was held
December 5, 2017 at the District’s Administrative Office. Two ABC members were in
attendance. Following a staff presentation, the ABC recommended forwarding the proposed
policy to the full Board by a 2-0 vote. Subsequent to the ABC meeting, on January 16, 2018, the
proposed policy was reviewed by LFPAC, which recommended forwarding to the full Board by
a 2-0 vote, with the exception of the policy/advocacy funding category. Following this vote, the
policy language was revised to remove this section.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
R-18-19 Page 5
CEQA COMPLIANCE
The proposed action is not a project under the California Environmental Quality Act (CEQA)
and no environmental review is required. Awarded grants will be required to comply with
CEQA, as appropriate.
NEXT STEPS
If approved, the 2018 application solicitation will be released in summer/fall 2018. A review
committee that includes content experts from Visitor Services, Natural Resources, and other
departments as appropriate, will review and evaluate the proposals. Successful grantees will be
notified late 2018 or early 2019.
Attachments:
1. Board Policy 3.10 - District Grantmaking Program
2. Resource Management Grant Program Policy
3. Action Plan and Budget Committee draft minutes from December 5, 2017 meeting
4. Legislative, Funding, and Public Affairs Committee draft minutes from January 16, 2018
meeting
Responsible Department Head:
Stefan Jaskulak, CFO/Director of Administrative Services
Prepared by:
Melanie Askay, Grants Specialist, Administrative Services
Attachment 1
Board Policy
RESOURCE MANAGEMENT
GRANT PROGRAM
Adopted by the Board of Directors
November 14, 2007
Amended: November 17, 2010
Purpose:
The District encourages and supports applied academic research on District preserves. Partnerships
with researchers from academic institutions can provide the District and the larger scientific
community with information that furthers the District’s mission, enhance public education, and
advances scientific understanding of natural processes. The goal for the Resource Management
Grant Program is to develop and strengthen local partnerships with researchers in support of the
District’s mission. This policy establishes the guidelines by which District staff will solicit, review,
award, and administer grant funds to meritorious projects.
Background:
Numerous academic research institutions are located within the San Francisco Bay Area, providing
opportunities for the District to partner with researchers to make better informed decisions about
land management and public outreach.. Numerous research projects have been conducted on
District lands, however, given the diversity of natural habitats found on District lands and the
volume of research questions of direct interest to District staff, fostering research opportunities will
provide the District with applied research that is targeted specifically to the District’s needs.
Partnerships with local academic institutions are a vital component to achieving the District’s
mission to “protect and restore the natural environment”.
Procedures:
The following procedures will assist the General Manager in soliciting, reviewing, and awarding
grant funds to research projects consistent with the District’s mission:
1. The Resource Management Grant Program (Program) will be an interdepartmental program
jointly administered by the Planning, Operations, and Public Affairs Departments. Staff from
these departments will collaboratively administer all aspects of the Program.
2. Grant awards will not exceed $5,000 for any one project annually and total annual Program
funding will not exceed $25,000. Multi-year projects will be considered provided that the total
amount of funding does not exceed $25,000 over five consecutive years, subject to approval in
the District’s annual budget and an annual review by District staff to ensure satisfactory
progress.
Attachment 1
3. Eligible projects must, at a minimum, be sponsored by a faculty member of an accredited
academic research institution.
4. Eligible projects must contribute information that aids in resource management, operational and
maintenance actions, public outreach, or public use decisions by the District or provide a larger
educational purpose that furthers the District mission.
5. Eligible projects must not result in permanent damage and/or impairment to habitats or natural
resources on District lands and will be in compliance with the District’s Permit to Enter
procedures (required for each research project).
6. The General Manager will establish a detailed evaluation and selection process to be used in
reviewing eligible proposals in the form of Administrative Guidelines. Evaluation criteria will
include but not be limited to the proposal promoting and accomplishing the District’s mission,
advancing the District’s management of natural resources, enhancing the District’s interface
with the public, establishing collaborative partnerships with research institutions, and advancing
the general understanding of the natural environment.
7. A Request for Proposals will be released annually to solicit proposals for consideration for
funding provided funding is available. Proposals will also be accepted throughout the year and
considered for funding as received and as funding is available.
8. The General Manager will prepare an annual report to the Board of Directors on the Resource
Management Grant Program that details the proposals received as well as those selected for
funding, and the results of research received.
9. This Policy will be reviewed every five years from the date of approval.
Midpeninsula Regional Open Space District
Board Policy Manual
District Grantmaking Program Policy 3.10
Chapter 3 – Fiscal Management
Effective Date: xx/xx/2017 Revised Date: N/A
Prior Versions: 11/17/2010; 11/14/2007
Board Policy 3.10 Page 1 of 3
Purpose
The purposes of the District’s Grantmaking Program are to a) support projects that further the
District’s mission, b) build the capacity of academic and nonprofit institutions in order to
sustain and grow the conservation field; and c) facilitate the District’s mission and work by
building and strengthening partnerships.
Grantmaking programmatic focus areas
Programmatic priorities
The District’s Grantmaking Program will include a broad focus to ensure a range of projects are
considered and reflect the diversity of work in which the District engages. Grantmaking will be
guided by an emphasis on investments that reflect a regional focus and provide avenues for
partnership, both with the District as well as among other stakeholders.
Using these guiding principles, eligible project categories will include proposals focusing on
applied science; networks, partnerships; and access, education and interpretation. General
grant parameters for each grant proposal category are outlined below, with the grant
solicitation providing additional detail for each category.
Applied Science
Research proposals will include academic or practitioner science projects that support the
protection and enhancement of natural resources on District lands. The purpose of this
support is to develop and disseminate information that advances scientific understanding of
natural processes. Projects with potential to increase the effectiveness of applied
stewardship of resources on District lands will be preferentially considered. Types of
projects may include applied academic research or proof-of-concept, with focus areas
including topics such as integrated pest management, species habitat, restoration, or similar
topics relating to natural resource management. Faculty at accredited academic institutions
must sponsor research-related projects and field research must take place on District lands.
Practitioner science projects other than peer-reviewed research may require faculty
sponsorship, and will be determined on a case-by-case basis.
Network and Partnership Support
In order to broaden its impact and ensure District priorities are aligned with multi-
Attachment 2
Board Policy 3.10 Page 2 of 4
jurisdictional conservation and recreation plans, grant proposals that cultivate, sustain, or
grow established conservation networks will be accepted. Network or partnership support
could take the form of facilitation or other consulting support, staff time for network
participation, outreach, meeting supplies, etc.
Access, Interpretation and Education
Funding for access, environmental interpretation and education will be directed towards
ensuring equal opportunity for all residents to take advantage of District lands while
fostering an appreciation for open space protection, outdoor recreation, and environmental
stewardship. The focus will be on funding projects that encourage access to and use of
District preserves by all and in creating and executing nature-based educational and
interpretive experiences for children and adults. Funding can be used for staff time to
create or execute programming, transportation, educational and interpretive programming
materials or supplies, facilitate knowledge of outdoor recreational opportunities, access to
the outdoors, and environmental stewardship activities.
Grant management and internal controls
Program administration
The Grants Specialist will oversee the grant solicitation, selection, and grant management once
selected. Other departments, including Visitor Services and Natural Resources, will be brought
in for technical expertise to assist in evaluating proposals through a review committee. Once
the grants have been selected, the Grants Specialist will oversee the administrative
requirements for grant management, with at least one technical content expert from the
relevant department assigned to assist in evaluating grant progress.
Proposal solicitation, selection and due diligence
The District is committed to soliciting proposals from a diverse range of organizations and
application solicitations will be broadly disseminated to encourage organizations that reach
underserved communities to apply. Additionally, the District will consider past District funding
in its scoring criteria in order to increase the competitiveness of organizations that have not
previously received District funding.
Eligible grantees will include accredited academic institutions, 501(c)(3) nonprofits, or public
entities. Organizations without an IRS-designated status will be eligible for funding if a fiscal
sponsorship is established prior to application submittal. A formal evaluation criteria will be
used to select proposals for funding, including the organization’s ability to administer the grant.
Example evaluation categories include the applicant’s ability to successfully complete the
proposed work in the anticipated timeline and budget, past District funding, fit with District’s
mission, Board priority, and potential to develop new partnerships.
Grant terms and internal controls
The maximum award for individual grants will be $50,000. The award can be expended as
necessary within a three-year grant term, contingent on satisfactory progress on grant
objectives. Grants will be administered on a reimbursement basis, with up to 15% available up
front if the grantee has a demonstrable need. Grantees will be eligible for reimbursement costs
Attachment 2
Board Policy 3.10 Page 3 of 4
up until the original grant amount, contingent on satisfactory progress toward grant goals.
Grant applications and reporting
Grantees will be responsible for submitting annual or semi-annual reports that summarize
activities and any relevant findings, alongside periodic check-ins with District staff. Additionally,
grantees may also be asked to present the grant outcomes to the District staff and/or the Board
in addition to formal reporting. Additionally, reimbursement submissions will require expenses
to date recorded against the budget, along with invoices and accomplishments and milestones
achieved during the reimbursement period.
The application and reporting process will be specific to a) the grant category, and b) the dollar
amount awarded. Applications and reporting procedures will have two tiers of requirements
(up to $25,000 and up to $50,000). This structure will ensure that smaller grantees are not
prohibited from applying due to cumbersome application and reporting requirements in
relation to the funding received. Additionally, the District will require that grantees make any
acquired data, educational/interpretive materials, or conclusions available to the public. The
Board will receive updates on the status of the grants and outcomes through an annual report.
Additional grant requirements and process
• Application solicitations will be released every year or every other year when funding is
available and the District Grantmaking Policy will be evaluated every three years and
updated as necessary. Grantees will continue to be eligible for additional application cycles,
with no funding tenure limit.
• Eligible projects must not result in permanent damage and/or impairment to habitats or
natural resources on District lands and will be in compliance with the District’s Permit to
Enter procedures (required for research projects).
• If indirect costs are costs incurred that do not have directly attributable expenses, they may
be charged at no more than 10% of total grant cost. Examples include general and
administrative costs, general equipment purchase or maintenance, and salaries and
benefits of executive or administrative personnel who may not be directly engaged in the
project. Subcontractors are excluded from indirect cost calculations.
Attachment 2
1
ACTION PLAN AND BUDGET COMMITTEE
Administrative Office
330 Distel Circle
Los Altos, CA 94022
December 5, 2017
DRAFT MINUTES
ROLL CALL
Director Cyr called the meeting to order at 2:33 p.m.
Members Present: Jed Cyr and Yoriko Kishimoto
Members Absent: Curt Riffle
Staff Present: Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner,
Chief Financial Officer Stefan Jaskulak, District Clerk/Assistant to the
General Manager Jennifer Woodworth, Grants Specialist Melanie Askay,
Budget Analyst II Marion Shaw, Budget Analyst I Elissa Martinez
ADOPTION OF AGENDA
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to adopt the agenda
and moved Item 4 to be heard after Item 1.
VOTE: 2-0-0 (Director Riffle absent)
ORAL COMMUNICATIONS
No speakers present.
COMMITTEE BUSINESS
1. Approve the May 31, 2017 Action Plan & Budget Committee Minutes.
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to approve the
Action Plan and Budget Committee minutes for May 31, 2017.
VOTE: 2-0-0 (Director Riffle absent)
Attachment 3
Action Plan & Budget Committee December 5, 2017
2
2. Establish a Public Agencies Post-Employment Benefits Section 115 Trust
administered by Public Agency Retirement Services (PARS) to provide the District with an
alternative investment strategy to pre-fund a portion of the pension obligations (R-17-114)
Chief Financial Officer Stefan Jaskulak presented the staff report explaining any payments into
PARS would help the District diversify and maintain additional control over its pension funds.
Direction Kishimoto inquired regarding any additional fees for using the PARS.
Mr. Jaskulak explained the differences in fees is absorbed in a higher anticipated rate of return
for PARS as compared to the lower net return for CalPERS.
Mr. Jaskulak also explained Controller Mike Foster has been involved in the process of
evaluating PARS and is in favor of the proposed change.
Public comment opened at 2:42 p.m.
No speakers present.
Public comment closed at 2:42 p.m.
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to recommend
approval to the Board of Directors the District’s proposal to establish a Section 115 Trust,
administered by Public Agency Retirement Services (PARS), for pre-funding of the District’s
pension obligations as related to the unfunded actuarial accrued liability.
VOTE: 2-0-0 (Director Riffle absent)
3. Update to Board Policy 3.10 – District Grantmaking Program (R-17-133)
Grants Specialist Melanie Askay provided the staff presentation describing the District’s current
grant program and summarized the work of previous recipients of District grants. Ms. Askay
summarized proposed updates to four funding categories: applied science; increasing capacity
support for networks and partnerships; increased policy advocacy via networks and partnerships,
subject to internal policy controls; and funding education and interpretation opportunities. The
revised process and controls include internal controls to ensure grants awarded support the
District’s mission, grant funds are spent as approved, and grant application and reporting
framework. Finally, depending on Committee and Board approval, the first grants could be
issued under the new policy before the end of 2018.
Director Kishimoto suggested the grants for education and interpretation should align the
District’s emphasis on diversity.
Ms. Askay reported engagement with diverse organizations is key to encourage their
involvement.
Director Cyr cautioned that policy and advocacy grants must be carefully reviewed and
monitored.
Attachment 3
Action Plan & Budget Committee December 5, 2017
3
Public comment opened at 3:20 p.m.
No speakers present.
Public comment closed at 3:20 p.m.
Motion: Director Kishimoto moved, and Director Cyr seconded the motion to recommend
approval of updates to Board Policy on the District’s Grantmaking Program with the suggested
edits.
VOTE: 2-0-0 (Director Riffle absent)
4. Budget Process Update (R-17-134)
Mr. Jaskulak outlined the proposed budget process enhancements, including additional
coordination department meetings, combination of the capital improvement program and action
plan to increase accuracy and efficiency, and improvements to three-year project budgeting.
However, the Board will continue to adopt the budget on an annual basis. Staff will also be
introducing departmental performance metrics to help measure effectiveness of department
activities. The proposed changes to the budget process timeline include additional departmental
meetings to coordinate multi-department project phases and Board and Committee review of the
proposed capital improvement and action plan and annual budget.
Director Kishimoto suggested performance metrics should flow from the District’s mission
statement and Measure AA commitments to deliver on all 25 projects.
Public comment opened at 3:45 p.m.
No speakers present.
Public comment closed at 3:45 p.m.
No Committee action required.
Directors Cyr and Kishimoto suggested providing and informational update to the full Board on
the new process.
ADJOURNMENT
Director Cyr adjourned the meeting of the Action Plan and Budget Committee of the
Midpeninsula Regional Open Space District at 3:50 p.m.
__________________________________
Jennifer Woodworth, MMC
District Clerk
Attachment 3
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
LEGISLATIVE, FUNDING, AND PUBLIC AFFAIRS COMMITTEE
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Tuesday, January 16, 2017
DRAFT MINUTES
CALL TO ORDER
Director Cyr called the meeting of the Legislative, Funding, and Public Affairs Committee to
order at 2:37 p.m.
ROLL CALL
Members present: Cecily Harris, Jed Cyr
Members absent: Nonette Hanko
Staff present: Grants Specialist Melanie Askay, Chief Financial Officer Stefan Jaskulak,
District Clerk Jennifer Woodworth, Acting General Manager Ana Ruiz,
Acting General Counsel Hilary Stevenson
ORAL COMMUNICATIONS
No speakers present.
ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Harris seconded the motion to adopt the agenda.
VOTE: 2-0-0 (Director Hanko absent)
COMMITTEE BUSINESS
1. Approve the October 24, 2017 Legislative, Funding, & Public Affairs Committee
meeting minutes.
Motion: Director Harris moved, and Director Cyr seconded the motion to approve the October
24, 2017 Legislative, Funding, and Public Affairs committee meeting minutes.
Attachment 4
LFPAC Page 2
October 24, 2017
Public comment opened at 2:39 p.m.
No speakers present.
Public comment closed at 2:40 p.m.
VOTE: 2-0-0 (Director Hanko absent)
2. Update to Board Policy 3.10 – District Grantmaking Program (R-18-06)
Staff presented an overview of the history of the District’s current grantmaking program and its
achievements to date. Staff proposed several broad policy-level proposals to expand and deepen
the impact of the current program. Some of the proposals included updating the funding
categories priorities to reflect the current mission and goals, increasing the dollar investment, and
revising the framework for internal processes and controls. Staff presented an overall timeline for
the proposed updates to the program.
Director Cyr asked for clarification on how the district funds will be leveraged or used with
respect to the Access, Education and Interpretation funding category. Director Cyr also
expressed the need to be careful and thoughtful when determining our legislative priorities.
Staff replied that this could be interpreted as providing information and educating the public
about access opportunities and encouraging access.
Director Harris applauded the existing program’s emphasis on Applied Science and supports the
proposed funding priority of Access, Education, and Interpretation, but acknowledges that
funding opportunities are more available now for environmental education and interpretation
than there were two decades ago.
Director Harris expressed concerns regarding the Capacity Support for Networks/Partnerships
and Policy/Advocacy via Networks/Partnerships categories. Director Harris inquired about how
tax dollars would be spent and what the reporting requirements would be for partner groups.
Staff responded that we can determine the funding reporting procedures.
Director Harris asked what qualifies as Networks/Partnerships and highlighted that other
organizations have different missions than that of Midpen. Director Harris stated the differences
between single-species groups, land management groups, and outdoor recreation groups. Staff
responded that all the above could apply given that they are existing networks or groups with
missions that align with Midpen.
Director Harris asked if municipal non-profits would be eligible for a partnership, and posed that
many do not have a non-profit status. Staff responded that in the future we would consider it, as
it adds an extra layer of complexity by adding those kind of partnerships. Staff added that many
of these groups can easily attain a non-profit status through a fiscal sponsor.
Director Harris stated that bi-annual reports are more effective than annual reports to track
funding and expressed concerns about how partnerships would report their funding. Staff
responded that we could choose the reporting criteria.
Attachment 4
LFPAC Page 3
October 24, 2017
Director Cyr thanked staff for the presentation.
Director Harris expressed concern about the Policy/Advocacy funding priority, and that the
District is not in a place to understand the potential implications of the Policy/Advocacy via
Networks/Partnerships category.
Public comment opened at 3:09 p.m.
No speakers present.
Public comment closed at 3:10 p.m.
Motion: Director Harris moved, and Director Cyr seconded the motion to approve the motion to
approve of updates to Board Policy on the District’s Grantmaking Program.
VOTE: 2-0-0 (Director Hanko absent)
3. Consideration of Commemorative Trail and Bench for Stephen E. Abbors in the
Rancho San Antonio Open Space Preserve (R-18-05)
Staff provided locations of and specifications for the trail and bench dedication. Staff provided
information about the project timeline and the discussions currently held with Santa Clara
County Parks on renaming their portion of the trail.
Public comment opened at 3:15 p.m.
No speakers present.
Public comment closed at 3:16 p.m.
Motion: Director Cyr moved, and Director Harris seconded the motion to consider the
Commemorative Trail and Bench for Stephen E. Abbors in the Rancho San Antonio Open Space
Preserve.
VOTE: 2-0-0 (Director Hanko absent)
ADJOURNMENT
Director Cyr adjourned the meeting of the Legislative, Funding, and Public Affairs Committee at
3:17 p.m.
____________________________
Jordan McDaniel
Public Affairs Administrative Assistant
Attachment 4
R-18-21
Meeting 18-09
February 28, 2018
AGENDA ITEM 4
AGENDA ITEM
Establishment of a Post-Employment Benefits Section 115 Trust to pre-fund a portion of future
pension obligations
ACTING GENERAL MANAGER’S RECOMMENDATIONS
Adopt a Resolution authorizing the adoption of the Public Agencies Post-Employment Benefits
(Section 115) Trust as administered by Public Agency Retirement Services to provide an
alternative investment strategy for pre-funding pension obligations, and authorizing the General
Manager or designee to execute all documents necessary to establish the trust.
SUMMARY
The Midpeninsula Regional Open Space District (District) provides a defined-benefit pension to
its retirees through California Public Employees Retirement System (CalPERS). Funding of
CalPERS pensions relies on three sources: employee contributions, employer contributions, and
investment returns (which vary according to financial market performance). CalPERS has
significantly changed the methodology for calculating the Annual Required Contributions (ARC)
in regards to amortizing the Unfunded Actuarial Accrued Liability (UAAL). Until recently, the
only option for reducing the UAAL was to commit additional funds to CalPERS, subject to the
same CalPERS investment returns. Furthermore, funds deposited with CalPERS are not
accessible to the District for other pension expenses.
To maintain local control over assets and diversify investment strategies, the General Manager
recommends creating a Section 115 Trust as an additional investment vehicle to pre-fund
unfunded retirement obligations, rather than solely through CalPERS. Should the Board approve
the establishment of a Section 115 Trust, the General Manager recommends selecting Public
Agency Retirement Services (PARS). PARS is the leader in the field with an excellent public
agency reputation. In addition, PARS offers several risk tolerance profiles ranging from capital
appreciation (higher risk/higher returns) to conservative (lower returns/lower risk) and no
minimum amount for contributions, thereby providing the District with maximum flexibility.
DISCUSSION
The District has its pension plan (defined benefit plan) with CalPERS, as is the case for the vast
majority of public entities in California. All District eligible employees participate in the
Miscellaneous Pool. Retirement benefits are funded through employer and employee
contributions, as well as investment earnings. The level of funding and contributions are based
on a number of actuarial assumptions, including expected future investment returns or discount
R-18-21
Page 2
rate, life expectancies, and inflation. As shown below, recent CalPERS investment returns have
been volatile over the past three years and have lagged the overall market:
• FY 2014/15 2.40% S&P 500 7.817%
• FY 2015/16 0.60% S&P 500 - 0.734%
• FY 2016/17 11.20% S&P 500 16.800%
Discount Rate
One of the most important factors in the actuarial calculations is the discount rate used to assume
future investment earnings. Historically, CalPERS has used a 7.5% rate, yet over the past 20
years, the actual average rate of return has been only 6.9%. In the wake of the negative returns
incurred during the Great Recession and increased life expectancies, the CalPERS Board has
approved a plan to seek more stable returns through reduced volatility (risk) and is therefore
reducing the discount rate from the current 7.5% over the next three years as follows:
• FY 2017/18 7.375%
• FY 2018/19 7.25%
• FY 2019/20 7.00%
Lowering of the discount rate, combined with a transition to a lower risk profile is expected to
result in lower returns and consequentially an increase in the unfunded liabilities.
Section 115 Trust
The Section 115 Trust Program is a relatively new investment vehicle that allows local
governments and agencies to pre-fund their respective unfunded liabilities for both Pension and
Other Post Retirement Benefits (OPEB) costs. This provides an alternative to sending additional
funds to CalPERS to avoid its inherent market volatility risks. The District already took a
similar action several years ago with respect to the unfunded portion of future retiree medical
benefits by establishing an irrevocable trust with California Employers’ Retiree Benefit Trust
(CERBT) offered through CalPERS.
Establishment of a Section 115 Trust to pre-fund unfunded pension liabilities provides multiple
benefits to the District, including:
• Local Control of Assets – the District would have a choice of several risk profiles and can
access the account at any time to pay its pension obligations.
• Rate Stabilization – funds can be transferred to CalPERS at the District’s discretion,
which may stabilize future employer contributions to CalPERS.
• Investment Risk Management – the District will be able to choose from several risk
profiles as a function of its risk tolerance.
PARS
The first entity to receive a private letter ruling guaranteeing the tax-exempt status of
investments from the Internal Revenue Service (IRS) was the Public Agency Retirement
Services (PARS). It is currently the most widely adopted program among public agencies (see
Attachment 2 for the PARS client list per February 2018).
PARS provides the services required through an IRS reviewed program. The program is
established as a multiple employer trust so that public agencies regardless of size can join the
R-18-21
Page 3
program to receive the necessary economies of scale to keep administrative fees low and avoid
setup costs. PARS partnered with US Bank to serve as trustee and its sub-adviser HighMark
Capital Management, Inc., to provide investment management services for the program.
PARS’s Section 115 Trust Program has five investment portfolios: Capital Appreciation,
Balanced, Moderate, Moderately Conservative, and Conservative. Each portfolio has different
risk profiles with different amounts invested in equities and other investments. The investment
portfolios have five risk profiles from “Conservative” to “Capital Appreciation”. Each of the
risk profiles have a policy asset allocation as shown in the table below. It is important to note
that as the amount of equities increases, risk and volatility increases, while as the amount of
equities decreases, risk and volatility decreases.
Portfolio Allocation Conservative
Moderately
Conservative Moderate Balanced
Capital
Appreciation
Equity 15% 30% 50% 60% 75%
Fixed Income 80% 65% 45% 35% 20%
Cash 5% 5% 5% 5% 5%
1 yr return 6.73% 9.56% 13.19% 15.46% 16.72%
5 yr return
(annualized) 3.39% 5.26% 7.42% 8.54% 10.08%
10 yr return
(annualized) 3.75% 4.93% 5.45% 5.74% 10.90%*
* Since inception (108 months)
Returns are gross of investment fees, which would be 0.83% on a $1 million deposit
Investment fees are tiered and would decrease as funds on deposit increase
The other entity offering Section 115 Trusts is Public Financial Management Group (PFM).
PARS is the preferred vendor given their singular focus on pension trusts, a longer track record,
lower fees, and a very wide adoption by other municipal agencies. PARS is the leader in the
field with over 80 pre-funding pension programs and enjoys an excellent reputation with public
agencies. In addition, PARS has the advantage of offering several risk tolerance profiles ranging
from capital appreciation (higher risk/higher returns) to conservative (lower returns/lower risk),
and no minimum amount for contributions, thereby providing maximum flexibility.
FISCAL IMPACT
Establishing the Section 115 Trust has no direct fiscal impact at this time. A fiscal impact will
occur only when the Board approves the transfer of funds to the Trust. Over the past two years,
the Board has agreed to transfer budgetary salary savings to CalPERS as pre-funding of its
unfunded pension liabilities. Future contributions to the Trust may be funded as part of the
District’s annual budget or through annual savings.
The District Controller has been involved in the review for the 115 Trust from the start and is in
favor of the District establishing this trust with PARS.
R-18-21
Page 4
BOARD COMMITTEE REVIEW
The Chief Financial Officer presented this item to the Action Plan and Budget Committee (ABC)
on December 5, 2017. The ABC unanimously recommended approval of the proposal by the
Board of Directors.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
Upon approval by the Board, the General Manager, or her designee will sign an Administrative
Services Agreement with PARS to establish the Section 115 Trust. Funding for the Trust will be
included in the Q3 budget adjustment analysis.
Attachments:
1. Resolution Authorizing the Adoption of the Public Agencies Post-Employment
Benefits Trust Administered by Public Agency Retirement Services (PARS), and
to Authorize the General Manager or Designee to Execute any and all Other
Documents Necessary to Establish Such Trust
Responsible Department Head:
Stefan Jaskulak, Chief Financial Officer
Prepared by:
Andrew Taylor, Finance Manager
Attachment 1
Resolutions/2018/R-18-__Section115Trust 1
RESOLUTION 18-__
RESOLUTION OF THE BOARD OF DIRECTORS OF MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT AUTHORIZING THE ADOPTION
OF THE PUBLIC AGENCIES POST-EMPLOYMENT BENEFITS TRUST
ADMINISTERED BY PUBLIC AGENCY RETIREMENT SERVICES (PARS), AND TO AUTHORIZE THE GENERAL MANAGER OR DESIGNEE TO EXECUTE ANY AND ALL OTHER DOCUMENTS
NECESSARY TO ESTABLISH SUCH TRUST
WHEREAS, Public Agency Retirement Services (PARS) has made available the PARS
Public Agencies Post-Employment Benefits Trust (the “Program”) for the purpose of pre-funding
pension obligations and/or Other Post Employment Benefit (“OPEB”) obligations; and
WHEREAS, the Midpeninsula Regional Open Space District (“District”) is eligible to
participate in the Program, which is a tax-exempt trust performing an essential governmental
function within the meaning of Section 115 of the Internal Revenue Code, as amended, and the
Regulations issued thereunder, and is a tax-exempt trust under the relevant statutory provisions of
the State of California; and
WHEREAS, the District’s adoption and operation of the Program has no effect on any
current or former employee’s entitlement to post-employment benefits; and
WHEREAS, the terms and conditions of post-employment benefit entitlement, if any, are
governed by contracts separate from and independent of the Program; and
WHEREAS, the District’s funding of the Program does not, and is not intended to, create
any new vested right to any benefit nor strengthen any existing vested right; and
WHEREAS, the District reserves the right to make contributions, if any, to the Program.
The Board of Directors of Midpeninsula Regional Open Space District does hereby
resolve as follows:
NOW THEREFORE, BE IT RESOLVED THAT:
1. The Board of Directors hereby adopts the PARS Public Agencies Post-Employment
Benefits Trust, effective as of the date of this Resolution.
2. The Board of Directors hereby appoints the District’s General Manager or his/her
designee as the District’s Plan Administrator for the Program.
3. The District’s Plan Administrator is hereby authorized to do the following: 1) execute
the PARS legal and administrative documents on behalf of the District, 2) take any
additional actions necessary to administer and maintain the District’s participation in
the Program, and 3) take any actions necessary to maintain compliance with any
relevant regulation issued related to the Program.
Attachment 1
Resolutions/2018/R-18-__Section115Trust 2
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on ________, 2018, at a regular meeting thereof, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk
Client List ▎1
OPEB/PENSION Client list Updated: February 2018
Bolded agencies have adopted PRSP
*PRSP only
Alameda
Alhambra
Atherton
Bakersfield
Bell Gardens
Beverly Hills
Brea*
Brisbane
Burlingame*
Camarillo
Capitola*
Chino Hills
Colma
Commerce
Coronado
Covina
Crescent City
Cupertino
Cypress*
Daly City
Duarte
Dublin
El Centro*
El Segundo*
Elk Grove
Fountain Valley
Fullerton
Galt
Glendale
Half Moon Bay
Healdsburg*
Hercules
Hermosa Beach
Huntington Beach
La Mesa*
La Verne
Lake Forest
Lakewood
Livermore
Lodi
Los Altos Hills*
Los Gatos
Mammoth Lakes
Manhattan Beach
Morgan Hill
Napa
National City
Norwalk
Novato
Oakley
Oroville
Palo Alto
Pasadena
Pico Rivera
Port Hueneme
Rancho Cucamonga*
Redding
Redwood City
Rialto
Richmond
Rohnert Park
Rolling Hills
Rosemead
San Leandro
San Ramon
Santa Ana
Santa Clara
Santa Clarita
Sausalito
Solana Beach
Stanton
Stockton
Temple City
Tiburon
Tustin
Union City
Upland
Vallejo
Villa Park
West Covina
West Sacramento
Westminster*
Woodland
Yountville
Yuba City
Yucca Valley
CITIES & TOWNS
Amador
Contra Costa
Humboldt
Imperial
Inyo
Kern
Kings
Merced
Mono
Nevada
Placer
Plumas
Riverside
San Benito
Shasta
Siskiyou
Solano
Sonoma
Sutter
Trinity
Yolo
COUNTIES
Attachment 2
Client List ▎2
Alameda County MAD
Bodega Bay Public Utility District
Calaveras County Water District
California JPIA
California Joint Powers RMA
Central Contra Costa Sanitary District
Central Contra Costa Transit Authority
Coastside Fire Protection District
Contra Costa MVCD
Crestline Village Water District
Delta Diablo (Sanitation District)
Desert Recreation District
East Bay Regional Park District*
East Orange County Water District
Eastern Sierra Community Services District
El Dorado Hills County Water District
Fallbrook Public Utility District
Fresno Irrigation District
Fresno Metropolitan Flood Control District
Glenn-Colusa Irrigation District
Goleta West Sanitary District
Great Basin Unified APCD
Hayward Area Recreation & Park District
Housing Authority of the County of Contra Costa
Housing Authority of the County of San
Bernardino
Humboldt Bay Municipal Water District
Humboldt No. 1 Fire Protection District
Menlo Park Fire Protection District
Mesa Water District
Metropolitan Transportation Commission
Mid-Peninsula Water District
Mojave Desert AQMD
Montecito Fire Protection District
Monterey Bay UAPCD
Moraga-Orinda Fire Protection District
Municipal Water District of Orange County
Napa County Mosquito Abatement District
Nevada County Consolidated Fire District*
Novato Sanitary District
Orange County Vector Control District
Orange County Water District
Placer County Resource Conservation District
Rancho Cucamonga Fire Protection District*
Rancho Murrieta Community Services District
Rowland Water District
San Mateo County MVCD
Santa Barbara County Law Library
Santa Cruz Regional 9-1-1
South Montebello Irrigation District
South Coast Water District
South Orange County Wastewater Authority
South Placer Fire Protection District
Southern Marin Fire Protection District
Superior Court of CA, County of Contra Costa
Superior Court of CA, County of Imperial
Superior Court of CA, County of Inyo
Superior Court of CA, County of Kern
Superior Court of CA, County of Marin
Superior Court of CA, County of Merced
Superior Court of CA, County of Orange
Superior Court of CA, County of San Mateo
Superior Court of CA, County of Shasta
Superior Court of CA, County of Siskiyou
Superior Court of CA, County of Sonoma
Sweetwater Springs Water District*
Three Valleys Municipal Water District
Twentynine Palms Water District*
Vallejo Sanitation & Flood Control District
Ventura Regional Sanitation District
Walnut Valley Water District
West Bay Sanitary District
West County Wastewater District
Western Riverside Council of Governments
Yorba Linda Water District
OPEB/PENSION Client list (cont.)Updated: February 2018
SPECIAL DISTRICTS
Bolded agencies have adopted PRSP
*PRSP only
Attachment 2
Client List ▎3
OPEB/PENSION Client list (cont.)Updated: February 2018
Auburn Union School District
Bass Lake Joint Union Elementary School District
Bellflower Unified School District
Beverly Hills Unified School District
Calistoga Joint Unified School District
Campbell Union High School District
Compton Unified School District
Corning Union Elementary School District
Coronado Unified School District
Cotati-Rohnert Park Unified School District
El Dorado Union High School District
Fontana Unified School District
Fowler Unified School District
Hesperia Unified School District
John Swett Unified School District
Lakeside Union School District
Lemon Grove School District
Manteca Unified School District
Moreno Valley Unified School District
Natomas Unified School District
Ocean View School District
Ontario-Montclair School District
Placer Union High School District
Red Bluff Joint Union High School District
Red Bluff Union Elementary School District
River Delta Unified School District
Riverdale Joint Union School District
San Bruno Park School District
San Marino Unified School District
Santa Barbara Unified School District
Santa Rita Union School District
Trona Joint Unified School District
Twin Rivers Unified School District
Visalia Unified School District
Westside Union School District
Whittier City School District
Wilsona School District
SCHOOL DISTRICTS
Citrus CCD*
Coast CCD*
Grossmont-Cuyamaca CCD
Hartnell CCD*
Marin CCD
San Bernardino CCD
San Luis Obispo CCD (Cuesta College)*
State Center CCD
Victor Valley CCD*
Yosemite CCD
COMMUNITY COLLEGE DISTRICTS
Intelecom
SPECIAL EDUCATION DISTRICTS
Bolded agencies have adopted PRSP
*PRSP only
Attachment 2
Client List ▎4
PARS Client list –PRSP (125)Updated: February 2018
CITIES & TOWNS
City of Alameda
City of Bell Gardens
City of Beverly Hills
City of Brea
City of Brisbane
City of Burlingame
City of Capitola
City of Chino Hills
City of Coronado
City of Cypress
City of Daly City
City of Dublin
City of El Centro
City of El Segundo
City of Fountain Valley
City of Fullerton
City of Glendale
City of Half Moon Bay
City of Healdsburg
City of Hercules
City of Huntington Beach
City of La Mesa
City of Lake Forest
City of Lodi
City of Manhattan Beach
City of Morgan Hill
City of Napa
City of National City
City of Norwalk
City of Oakley
City of Oroville
City of Palo Alto
City of Pasadena
City of Pico Rivera
City of Port Hueneme
City of Rancho Cucamonga
City of Redwood City
City of Rohnert Park
City of Rolling Hills
City of San Ramon
City of Santa Ana
City of Santa Clara
City of Sausalito
City of Solana Beach
City of Stanton
City of Stockton
City of Tustin
City of Union City
City of Upland
City of Vallejo
City of Villa Park
City of West Covina
City of West Sacramento
City of Westminster
City of Yuba City
Town of Colma
Town of Los Altos Hills
Town of Los Gatos
Town of Tiburon
Town of Yountville
Town of Yucca Valley
SPECIAL DISTRICTS
Alameda County MAD
Central Contra Costa Sanitary District
Delta Diablo (Sanitation District)
East Bay Regional Park District
East Orange County Water District
El Dorado Hills County Water District
Fallbrook Public Utility District
Goleta West Sanitary District
Great Basin Unified APCD
Humboldt Bay Municipal Water District
Mesa Water District
Mojave Desert AQMD
Montecito Fire Protection District
Moraga-Orinda Fire Protection District
Napa County MAD
Nevada County Consolidated FD
Novato Sanitary District
Rancho Cucamonga Fire PD
South Coast Water District
Southern Marin Fire Protection District
Superior Court of CA -County of Kern
Sweetwater Springs Water District
Three Valleys Municipal Water District
Twentynine Palms Water District
West Bay Sanitary District
Yorba Linda Water District
COUNTIES
County of Humboldt
County of Kings
County of Nevada
County of Placer
County of Plumas
County of Riverside
County of San Benito
County of Siskiyou
County of Solano
County of Sutter
EDUCATION DISTRICTS
Citrus CCD
Coast CCD
Grossmont-Cuyamaca CCD
Hartnell CCD
Marin CCD
San Bernardino CCD
San Luis Obispo CCD (Cuesta College)
Victor Valley CCD
Yosemite CCD
Bass Lake Joint Union ESD
Calistoga Joint USD
Campbell Union HSD
Corning Union ESD
Coronado USD
Cotati-Rohnert Park USD
Fontana USD
Hesperia Unified SD
Lakeside Union SD
Lemon Grove SD
Natomas USD
Ocean View SD
Ontario-Montclair SD
Placer Union HSD
River Delta USD
San Marino USD
Santa Rita Union SD
Visalia USD
Whittier City SD
Attachment 2
R-18-17
Meeting 18-09
February 28, 2018
AGENDA ITEM 5
AGENDA ITEM
Contract Amendment with O.C. Jones and Sons, Inc., for an additional $82,110.62 for the
fabrication and installation of pre-cast concrete barriers for the Mount Umunhum Road Project
ACTING GENERAL MANAGER’S RECOMMENDATION
Amend a contract with O.C. Jones and Sons, Inc., for the Mount Umunhum Road Project in the
amount of $82,110.62, for a total not-to-exceed contract amount of $5,846,782.62, for the
fabrication and installation of 672 feet of pre-cast concrete barriers on Mount Umunhum Road.
SUMMARY
The General Manager recommends amending the contract with O.C. Jones and Sons, Inc., (OCJ)
by an additional $82,110.62 to pay an outstanding invoice for the fabrication and installation of
672 linear feet of pre-cast concrete barriers along Mount Umunhum Road. Sufficient funds are
available in the Fiscal Year (FY) 2017-18 budget from unexpended capital project budgets.
Payment is required for work completed by OCJ above the not-to-exceed contract. A careful
audit revealed that this work remains unpaid and owed to the contractor. The invoice tracking
issue is the result of a staff tabulation error, and the Engineering & Construction team has
implemented review measures moving forward to prevent reoccurrence, including internal peer-
review of invoice payment and tracking.
BACKGROUND
In August 2016, the Board awarded a contract to OCJ for $5,012,758, with a contingency of
$751,914, for a total not-to-exceed contract amount of $5,764,672, for the construction of the
Mount Umunhum Road Rehabilitation Project at Sierra Azul Open Space Preserve (R-16-101).
In September 2017, construction of the project was completed. In January 2018, OCJ submitted
their final project invoice that includes $82,110.62 for pre-cast concrete barriers. The Road
Project completed the following major improvements, allowing for public vehicular and bicycle
access to the summit of Mount Umunhum:
• Rehabilitation, grading, and paving of over 5 miles of roadway
• Installation of 6,300 feet of new guardrail
• Installation of 59 new roadside drainage inlet structures
• Installation of 16,851 feet of new roadside drainage ditches
• Installation of 73 new roadway traffic signs and 53 safety reflective paddles
R-18-17 Page 2
DISCUSSION
The Mount Umunhum Road Project (Road Project) included fabrication and installation of 3,120
linear feet of pre-cast concrete barriers along Mount Umunhum Road. These concrete barriers
serve as safety features to protect the road and vehicles from rocks and debris from the adjacent
hillside. Near the end of the project, staff discovered that an additional 672 linear feet of pre-cast
concrete barriers was necessary to enhance public safety. In order to finish the project in time
for the September 2017 Mount Umunhum Summit Grand Opening, staff authorized the
fabrication and installation of the additional concrete barriers.
The Road Project contract had $751,914 in contingency available to address unexpected issues
associated with construction. As part of the project, 26 different change orders were issued to
address emerging issues and needs, of which 15 were issued in the final few months leading up
to the grand opening event (note: project spanned 12 months). Prior to the submittal of the final
invoice from OCJ, $741,064.62 of the contingency had been spent for the various change orders
to widen the roadway, excavate and remove landslide material on or adjacent to Mount
Umunhum Road, complete a site cleanup of the former Rossetta property, and numerous
miscellaneous road safety enhancements. The final invoice revealed an overage of $82,110.62
related to the concrete barriers. An audit by staff confirmed that this payment is indeed owed to
the contractor and that the remaining contingency funds are insufficient for payment. An error in
tabulation during change order processing led staff to believe there were more funds remaining
than was actually the case, which led to the change order approval for the additional barriers. To
prevent this error from occurring again, staff has implemented new internal quality
assurance/quality control procedures that include an additional level of oversight review over
future project invoices and project budget tracking.
The following table is a breakdown of the approved contract and additional costs, with amounts
rounded to the nearest dollar:
Contract Totals Amount
Contract Amount $5,012,758
Contingency *$751,914
Total Approved Contract $5,764,672
Additional Tasks Amount
Board approved contingency $751,914
Change orders related to road safety, landslide removal, cleanup, etc. $741,065
Remaining Contingency *$10,849
Change order for 672 linear feet of concrete barriers (final invoicing) $92,960
Additional Contingency Needed ($82,111)
Recommended New Contract Amendment Total $5,846,783
*To date, $741,065 of the available contingency has been expended and $10,849 remain from
the total approved contract.
FISCAL IMPACT
The 5-year Measure AA (MAA) Project List approved by the Board at their October 29, 2014
meeting includes the Road Project as part of Measure AA Portfolio #23, Mt. Umunhum Public
R-18-17 Page 3
Access and Interpretation Projects, with a total funding allocation of $27.972 Million. This
contract amendment is well within the remaining funds and furthers the goals of Portfolio #23 by
providing the necessary public safety infrastructure for the Mount Umunhum public access
facilities. This project has spanned multiple fiscal years, with the majority of the contract with
OCJ expended in prior fiscal years. A recent budget adjustment to transfer funds from under-
expended capital projects brings the current Fiscal Year (FY) 2017-18 budget for the Mount
Umunhum Road Project (MAA23-006) to a total amount of $1,275,159. Approval of the OCJ
contract amendment will therefore not result in an increase to the total Board-approved FY2017-
18 budget. There are sufficient funds in the project budget to cover the recommended action and
expenditures.
Remaining Budget for Mount Umunhum Road – Close Out FY2017-18
MAA 23-006 Budget: $1,275,159
Spent to Date (as of 02/21/2018): $1,183,677
Encumbrances: $8,298
[Recommended Action – Costs]: $82,111
Budget Remaining (Proposed): $1,073
The following table outlines the Measure AA Portfolio #23 budget, costs-to-date, and the fiscal
impact related to the proposed contract amendment.
MAA 23 Portfolio Allocation: $27,972,000
Life-to-Date Spent (as of 02/21/2018): $18,502,527
Total Encumbrances: $393,373
[Recommended Action– Costs]: $82,111
Balance Remaining (Proposed): $8,993,989
These costs are fully eligible for Measure AA reimbursement.
BOARD COMMITTEE REVIEW
No Committee review has occurred for the recommended contract amendment.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
The Project was evaluated as part of the Environmental Impact Report (EIR) and Mitigated
Monitoring Plan (MMP) approved by the Board on October 17, 2012, for the Mount Umunhum
Environmental Restoration and Public Access Project in Sierra Azul Open Space Preserve (R-12-
104). Work completed under the approved contract for construction of the Mount Umunhum
Radar Tower Exterior Remediation Project is consistent with the EIR for implementation of the
Mount Umunhum Environmental Restoration and Public Access Plan. No new significant
environmental effects or a substantial increase in the severity of previously identified significant
effects would result from this project beyond what was analyzed in the EIR.
R-18-17 Page 4
NEXT STEPS
Pending Board approval, the General Manager will direct staff to amend the contract with O.C.
Jones and Sons Inc. and authorize payment for the fabrication and installation of additional pre-
cast concrete barriers along the Mount Umunhum Summit Access Road.
Responsible Department Head:
Jason Lin, PE, Engineering and Construction Department Manager
Prepared by:
Zachary Alexander, Capital Project Manager III, Engineering and Construction Department
R-18-20
Meeting 18-09
February 28, 2018
AGENDA ITEM 6
AGENDA ITEM
Americans with Disabilities Act Self-Evaluation and Transition Plan Update
ACTING GENERAL MANAGER’S RECOMMENDATION
Receive a presentation and provide input on the District-wide American’s with Disabilities Act
Self-Evaluation and Transition Plan Update. No Board action required.
SUMMARY
This report provides an overview of the American’s with Disabilities Act (ADA) Self-Evaluation
and Transition Plan update process; reviews the recommended accessibility guidelines for
preserves elements and features, such as trails, that are not governed by building code; and offers
the Board of Directors (Board) and public an opportunity to share information, ask questions,
and give feedback on this project. At its August 9, 2017 meeting, the Board approved a contract
for MIG to provide professional consultant services for a District-wide ADA Self-Evaluation and
Transition Plan Update (R-17-99). MIG has initiated the early phases of work by evaluating
District programs, policies, preserves, and facilities. The District completed the original Self-
Evaluation and Transition Plan in 1993 based on the 1991 Standards for Accessible Design.
While the obligation for Programmatic Access today remains unchanged, the technical design
standards have evolved and expanded to include more information on outdoor recreation and site
conditions.
The District is committed to meeting its obligations under the ADA and developing access to
open space, recreational facilities, and public programs for people of all abilities. As a local
public agency, the District is subject to the provisions of Title II of the ADA, which prohibits
discrimination in the provision of programs, activities, and services offered to the public. Title II
requires public agencies to prepare a self-evaluation of compliance, develop a grievance
procedure, designate an individual to oversee compliance, and develop a transition plan if
structural changes are necessary to achieve program accessibility.
DISCUSSION
The Board adopted the District’s Access Plan for Persons with Disabilities (“1993 Accessibility
Plan”) on January 13, 1993 (R-93-08). The 1993 Accessibility Plan includes an assessment of
the District’s developed Preserve features and programs, a prioritized list of recommended
access improvements, and the designation of the Planning Manager as the ADA Coordinator.
The District completed the recommended access improvements and embedded the public
R-18-20 Page 2
communication measures within the volunteer and docent programs by the January 26, 1995
deadline.
Since adoption of the 1993 Accessibility Plan, ADA regulations and accessibility guidelines
have changed. In 2010, the Department of Justice updated the technical standards and published
the 2010 ADA Standards for Accessible Design, introducing a number of recreation elements not
previously included in the building code. The US Access Board released the Draft Guidelines
for Outdoor Developed Areas in 2007 and these standards were formally adopted into the 2013
Architectural Barriers Act (ABA) Standards, which are currently binding only to federal
agencies. These standards provide the basis for California State Parks Accessibility Guidelines
and are presumed to eventually become a part of the ADA Standards that the District will need to
follow. The California Building Code (CBC) is updated every three years, with the most current
update in 2016. The CBC includes requirements for accessible outdoor developed areas without
specifying technical standards. The CBC includes advisory language referencing the California
State Parks Accessibility Guidelines and ABA Standards for Outdoor Developed Areas.
Since 1993, the District has acquired new lands, added new recreational facilities, expanded its
programs and activities, enhanced its services, and increased the total number of employees and
volunteers. For example, the District has grown its land holdings by 28,000 acres, more than
doubled in total staff, and expanded its active pool of volunteers to over 600 to provide the
public with additional interpretive and educational programs and land stewardship opportunities.
In August 2017, the District’s consultant, MIG, commenced the District-wide ADA Self-
Evaluation and Transition Plan Update. This work will help guide and prioritize the removal of
barriers throughout District lands. To date, MIG has accomplished the following tasks:
• Evaluation of District programs and policies to identify barriers to services, programs
and activities. MIG is reviewing District programs, policies, and plans for compliance
with access regulations and codes. District staff completed a program evaluation
questionnaire as part of this process. Results will be summarized in the updated Self-
Evaluation and Transition Plan.
• Evaluation of District preserves and facilities according to current federal and state
standards for accessibility. MIG is assessing District preserves and facilities for
compliance with access regulations and codes, including the CBC, the 2010 ADA
Standards for Accessible Design, and the Accessibility Guidelines for Outdoor
Developed Areas. Results will provide data on barriers to access and noncompliant
items, as well as cost estimates for each recommended upgrade. This data will be
incorporated into the updated Self-Evaluation and Transition Plan.
• Assist with development of a public information portal for the project on the District
website. MIG has provided information to include in the project webpage, located at
https://www.openspace.org/ADAPlanUpdate . This webpage serves as an information
portal for the update process, and shows the project background, timeline, and contacts.
As part of the Self-Evaluation and Transition Plan Update process, entities such as the District
are encouraged to involve individuals with disabilities from our local communities. This public
outreach process will promote access solutions that are reasonable and effective. District staff
and the consultant have contacted community organizations that support and advocate for
persons with disabilities, and have added representatives to the project notification list.
Information about this project was published in our February e-newsletter, and additional
information will be published in the District’s Open Space Views newsletter for March. Public
R-18-20 Page 3
outreach also includes the information and updates provided on the project webpage, public
presentations, Board study sessions, and District staff trainings. Later this fall, MIG will present
the draft ADA Self-Evaluation and Transition Plan and solicit comments from the Board, the San
Mateo County Commission on Disabilities, and the Santa Clara County Commission for Persons
with Disabilities. Interested parties will be notified of each opportunity to provide input. MIG
will also provide trainings about accessible facilities and customer service for District staff,
docents and volunteers.
FISCAL IMPACT
The Fiscal Year (FY) 2017-18 budget includes $182,000 for the District-wide Self-Evaluation
and Transition Plan Update project (Project #31401), which is sufficient for the work anticipated
to be complete by the end of the fiscal year.
The project is not funded by Measure AA.
BOARD COMMITTEE REVIEW
The full Board previously discussed the project on August 9, 2017, and expressed interest in
receiving additional information. A future study session and update is anticipated for late
summer 2018.
PUBLIC NOTICE
Public notice was provided pursuant to the Brown Act.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act (CEQA). Any
necessary environmental review required by CEQA will be conducted as specific site
improvements or future Capital Improvement Programs are implemented over time.
NEXT STEPS
District staff and the consultant will incorporate Board comments into the project and continue
evaluating District policy documents and facilities. A future study session and update on this
project is anticipated for late summer 2018.
MIG Contract FY2017-18
Project #31401 Budget $182,000.00
Spent-to-Date (as of 01/26/18) $11,553.73
Encumbrances $170,326.47
Budget Remaining (Proposed): $119.80
R-18-20 Page 4
Attachments:
1. Public correspondence and staff responses
Responsible Department Head:
Jane Mark, AICP, Planning Manager
Prepared by:
Whitney Berry, Planner II
Gretchen Lausten, Planner III
Attachment 1
Whitney Berry
From: Midpen <no-reply@wufoo.com>
Sent: Wednesday, January 31, 2018 11:14 AM
To: ADA Plan Update
Cc: web
Subject: ADA Plan Project Feedback [#6]
Follow Up Flag: Follow up
Flag Status: Completed
Tell us what you think is working well, and
how we can improve accessibility in Midpen
Preserves.
Will there be a way to participate remotely for the Feb 28 meeting?
Name Bonnie Lewkowicz
Email * bonnie@borD.ora
Would you like to be added to our ADA Plan Yes
e-mail list?
1
1
Whitney Berry
From:Whitney Berry
Sent:Thursday, February 15, 2018 1:58 PM
To:
Cc:'adacoordinator@openspace.org'
Subject:RE: ADA Plan Project Feedback
Dear Ms Lewkowicz,
Thank you for your interest in accessibility at Midpen, and the update of our ADA Self‐Evaluation and Transition
Plan! You’ve been added to the mailing list for this project.
Unfortunately, we do not currently have a way for the community to participate remotely in our public meetings. Please
feel free to submit comments ahead of the meeting, and we can provide a recording of the meeting afterward, if you
would like.
Please let us know if you have any additional questions we can help you with. Thank you again for contacting the District
and enjoying the open space preserves!
Best,
Whitney
Whitney Berry, Planner II
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691‐1200 ‐ F: (650) 691‐0485
www.openspace.org | twitter: @mrosd
Attachment 1
Whitney Berry
From: Midpen <no-reply@wufoo.com>
Sent: Thursday, February 15, 2018 11:31 AM
To: ADA Plan Update
Cc: web
Subject: ADA Plan Project Feedback [#7]
Tell us what you think is working well, and Rancho San Antonio could use an ADA picnic table and easy access to it.
how we can improve accessibility in Midpen From my previous experience, it's a bumpy ride to a picnic table using a
Preserves. manual wheelchair. The Deer Meadow Trail is wheelchair accessible
also.
I plan on going to Pulgas Ridge Open Space Preserve soon and will be
doing an accessibility assessment, review, and video for my blog. Will
let you know if I find any wheelchair access issues.
Name Mark Hehir
Email * irishsea9@cimail.com
Would you like to be added to our ADA Plan Yes
e-mail list?
1
Staff is preparing a response to Mr. Hehir.
Whitney Berry
From:Elizabeth Twaddell <etwaddell@gmail.com>
Sent:Friday, February 16, 2018 11:29 AM
To:Whitney Berry
Cc:Jane Mark; General Information
Subject:Re: : Accessibility of MidPen
Follow Up Flag:Follow up
Flag Status:Flagged
Hi,
My major comment is that I would appreciate accessible trails that are longer.
While I use a wheelchair, I am in good shape and enjoy going on longer “walks.” I am certain that parents with
strollers, elderly people and less skilled bikers would also appreciate longer accessible trails.
Right now, the only one that I use regularly is at Rancho San Antonio.
We live across from the start of the Overlook trail. It is too rutted for me to use after the hill starts climbing. I
understand that that trail gets little use so it may not be a good investment to improve that trail.
But, it would be wonderful to have more options. Rancho San Antonio is extremely crowded on the weekends.
Those crowds speak to the need for more trails like the one there.
Thanks,
Elizabeth Twaddell
Attachment 1
Whitney Berry
From: Whitney Berry
Sent: Thursday, February 15, 2018 1:53 PM
To:
Cc: Jane Mark ; General Information
Subject: Re: : Accessibility of MidPen
Dear Ms Twaddell,
Thank you for your interest in accessibility at Midpen. We are in the process of updating our ADA Transition
Plan, and welcome your feedback about your experience of accessibility at the District. We want to hear your
thoughts about what is working well, and how can we improve accessibility. Please send your feedback by
email to: ADAPlanUpdate@openspace.org
In addition, you can learn more about the overall project on our website:
https://www.openspace.orgJADAPlanUpdate Here you can review the project timeline and FAQ, and sign up
to receive email updates about this project.
Please let us know if you have any additional questions we can help you with. Thank you again for contacting
the District and enjoying the open space preserves!
Sincerely,
Jane Mark, AICP
Planning Manager
ADA Coordinator
adacoordinatoraopenspace.org
650-691-1200
From: Elizabeth Twaddell
Sent: Sunday, January 28, 2018 4:20 PM
To: Steve Abbors
Subject: Accessibility of MidPen
Hi,
I was looking through your website this weekend. It was so beautiful today that my husband and I wanted to
go out for a nature walk. When I was researching the accessibility, I saw that you are in the process of
evaluating it. Would be happy to help in any way. Always looking for ways to make this area more
wheelchair -friendly!
Hope you are well!
Elizabeth Twaddell
1
Additional Public comments
received from
February 15 through
February 27, 2018
regarding the
Americans with Disabilities
Act Self-Evaluation and
Transition Plan Update
1
Whitney Berry
From:Midpen <no-reply@wufoo.com>
Sent:Thursday, February 15, 2018 11:31 AM
To:ADA Plan Update
Cc:web
Subject:ADA Plan Project Feedback [#7]
Tell us what you think is working well, and
how we can improve accessibility in Midpen
Preserves.
Rancho San Antonio could use an ADA picnic table and easy access to it.
From my previous experience, it's a bumpy ride to a picnic table using a
manual wheelchair. The Deer Meadow Trail is wheelchair accessible
also.
I plan on going to Pulgas Ridge Open Space Preserve soon and will be
doing an accessibility assessment, review, and video for my blog. Will
let you know if I find any wheelchair access issues.
Name Mark Hehir
Email * irishsea9@gmail.com
Would you like to be added to our ADA Plan
e-mail list?
Yes
1
Whitney Berry
From:Whitney Berry
Sent:Tuesday, February 27, 2018 2:22 PM
To:'irishsea9@gmail.com'
Cc:'adacoordinator@openspace.org'
Subject:Re: ADA Plan Project Feedback
Dear Mr. Hehir,
Thank you for your interest in accessibility at Midpen, and the update of our ADA Self‐Evaluation and Transition
Plan. We appreciate your feedback about access at Rancho San Antonio, and look forward to hearing about your
experience at Pulgas Ridge Open Space Preserve.
You’ve been added to the mailing list for this project. Please let us know if you have any additional comments or
questions that we can help you with. Thank you again for contacting the District and enjoying the open space preserves!
Sincerely,
Whitney
Whitney Berry, Planner II
wberry@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691‐1200 ‐ F: (650) 691‐0485
www.openspace.org | twitter: @mrosd
1
Whitney Berry
From:Midpen <no-reply@wufoo.com>
Sent:Monday, February 26, 2018 4:39 PM
To:ADA Plan Update
Cc:web
Subject:ADA Plan Project Feedback [#8]
Tell us what you think is working well, and
how we can improve accessibility in Midpen
Preserves.
One of the questions that needs to be addressed is exactly how do
pedal assist bikes (certain class of ebikes) fit into the ADA and the
MROSD plan?. I think its not an easy question to answer but needs
examination
Name Mike Buncic
Email * diskus@gmail.com
Would you like to be added to our ADA Plan
e-mail list?
Yes
1
Whitney Berry
From:Whitney Berry
Sent:Tuesday, February 27, 2018 2:30 PM
To:'diskus@gmail.com'
Cc:'adacoordinator@openspace.org'
Subject:Re: ADA Plan Project Feedback
Dear Mr. Buncic,
Thank you for your interest in accessibility at Midpen, and the update of our ADA Self‐Evaluation and Transition
Plan. We appreciate your feedback about examining pedal assist bikes, and how they may fit in the District’s updated
ADA Plan.
You’ve been added to the mailing list for this project. Please let us know if you have any additional comments or
questions that we can help you with. Thank you again for contacting the District and enjoying the open space preserves!
Sincerely,
Whitney
Whitney Berry, Planner II
wberry@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691‐1200 ‐ F: (650) 691‐0485
www.openspace.org | twitter: @mrosd
1
Whitney Berry
From:Midpen <no-reply@wufoo.com>
Sent:Tuesday, February 27, 2018 1:37 PM
To:ADA Plan Update
Cc:web
Subject:ADA Plan Project Feedback [#9]
Tell us what you think is working well, and
how we can improve accessibility in Midpen
Preserves.
I would like more accessible trails that are two to four miles in length
close to the south Santa Clara County. I live in Morgan Hill, a drive to
Los Altos for a short walk with my daughter in a manual wheelchair is
not practical. We are a family of 6 and enjoy doing all our activities
together as a family.
Name Debbie Hernandez
Email * jakeh01@gmail.com
Would you like to be added to our ADA Plan
e-mail list?
Yes
1
Whitney Berry
From:Whitney Berry
Sent:Tuesday, February 27, 2018 2:48 PM
To:'jakeh01@gmail.com'
Cc:'adacoordinator@openspace.org'
Subject:Re: ADA Plan Project Feedback
Dear Ms. Hernandez,
Thank you for your interest in accessibility at Midpen, and the update of our ADA Self‐Evaluation and Transition
Plan. We appreciate your feedback about increasing the number and length of accessible trails in the southern part of
the District’s jurisdiction, in Santa Clara County. Your comments will be shared with the District’s Board of Directors, and
will be considered during the development of our ADA Plan.
You’ve been added to the mailing list for this project. Please let us know if you have any additional comments or
questions that we can help you with. Thank you again for contacting the District and enjoying the open space preserves!
Sincerely,
Whitney
Whitney Berry, Planner II
wberry@openspace.org
Midpeninsula Regional Open Space District
330 Distel Circle, Los Altos, CA 94022
P: (650) 691‐1200 ‐ F: (650) 691‐0485
www.openspace.org | twitter: @mrosd
DATE: February 28, 2018
TO: Midpeninsula Regional Open Space District Board of Directors
FROM: Dave Jaeckel, Management Analyst II
THROUGH: Ana Ruiz, Acting General Manager
SUBJECT: Project Update for the Cooley Landing Park Business and Operating Plan Project and
Upcoming Open House Event at the Education Center
PROJECT BACKGROUND
On March 22, 2017, the District’s Board of Directors authorized $200,000 to develop a business and
operating plan for the Cooley Landing Park and Education Center. The purpose of this plan is to: a)
provide the City with a useful roadmap on how best to manage and maintain the Park in the long-term;
b) identify existing and potential new funding sources to keep the Park operating as envisioned; and c)
address the long-term use and management of the Education Center.
On September 7, 2017, the District’s Diversity Ad Hoc Committee met to discuss the business and
operating plan for the Park and Education Center. During this meeting it was determined that
developing a business and operating plan for the Park and Education Center would not be useful without
a potential operator of the Education Center being identified beforehand. The power of a business plan
comes from the specificity of the recommendations and implementation actions it provides, which rely
heavily on the operators’ mission, services, programming, and value proposition. As a result, the
Committee confirmed that the best approach to move forward with developing a business and
operating plan for the Park and Education Center was to focus on the following four phases of work:
1. Selecting an operator for the Education Center;
2. Developing a business plan for a selected Education Center operator; and
3. Developing an operations plan for the Park; and
4. Assisting with operator onboarding for the Education Center.
On October 24, 2017, the District in partnership with the City of East Palo Alto issued a Request for
Proposals (RFP) to solicit community outreach and engagement services to identify and help select an
operator for the Cooley Landing Education Center. The RFP was sent to five firms and was posted on the
District’s website. A total of four proposals were received and evaluated by a selection committee
consisting of City of East Palo Alto and District staff. Lily Lee and Audree Jones-Taylor were selected as
the most qualified consultant team based on their prior community engagement work, strong project
management skills, and deep knowledge and connections with the City of East Palo Alto and
surrounding communities.
In December 2017, the Packard Foundation awarded the District a $50,000 grant to fund Lily Lee and
Audree Jones-Taylor’s work to search for an Education Center operator.
PROJECT UPDATE
In January 2018, Lily Lee and Audree Jones-Taylor began conducting background research and outreach
to community organizations in East Palo Alto. They are currently in the process of determining which of
these organizations are capable and willing to operate the Educate Center. This scope of work
represents Phase One of the larger Cooley Landing Park Business and Operating Plan Project, shown
below. As noted before, the Packard Foundation is funding this phase, which includes community
outreach for selection of an Education Center operator. Midpen would fund Phases Two and Three:
development of a business plan for a selected Education Center operator and an operating plan for
Cooley Landing Park. A final fourth phase may be needed to help onboard an Education Center
Operator to begin providing presence, programming, and services to the site. The type of assistance
needed will be confirmed as the project moves forward, and may require Board approval. As a
reminder, the Board allocated a total of $200,000 for the project in March 2017.
Phase Funding Timeline Status
One – Education Center
Operator Selection
$50,000 – Packard
Foundation Grant
January – June 2018 In progress
Two – Education Center
Business Plan
Est. $50,000 – Midpen
General Fund
June – August 2018 Not started
Three – Park Operations
Plan
Est. $50,000 – Midpen
General Fund
June – August 2018 Not started
Four – Education Center
Onboarding Assistance
TBD August – October 2018 Not started
UPCOMING OPEN HOUSE EVENT
As a component of Lily and Audree’s Phase One work, an open house event will take place at the
Education Center on March 1, 2018 from 10:00 am – 2:00 pm. This event will provide a forum for
interested community organizations to meet one another, hear from City of East Palo Alto leadership
about their expectations for a future Education Center operator, tour the facility, and brainstorm about
challenges and opportunities associated with the long-term operation of the facility (see Attachment A
below). Midpen Board Members are welcome to attend.
NEXT STEPS
Following the open house event, Midpen staff and leadership will meet with the City of East Palo Alto’s
City Manager and Assistant City Manager to discuss questions raised by community organizations during
the open house event, City funding commitments for the Education Center, and City expectations for
the operation of the Education Center. After this meeting takes place, the City of East Palo Alto City
Council will have a study session on March 20, 2018 to discuss the operation of the Education Center
and clarify next steps.
Attachment A: Cooley Landing Open House Agenda
Cooley Landing Open House Agenda
Thursday, March 1, 2018
Working Agenda – Draft version 2-19-2018
Purpose: Recruit organizations to support Cooley Landing as operator or partner
Audience: Potential operators and partners, including East Palo Alto organizations that serve local
community needs and organizations from anywhere that give environmental education programs
Time Topic Lead
1 10:00 am Tours of grounds of Cooley Landing Lily
2 10:10 am Welcome, Introductions, and Purpose - Participants to
spend 3-5 minutes highlighting their organizations and
their experience/interests related to Cooley Landing
Lily/Audree
3 11:15 am Overview - Celebrating Cooley Landing and the success it
already is today
City
5 11:20 am Current search for an operator and partners
Audree
6 11:30 pm City leadership
City
7 11:45 pm Break, Networking, and tour of building
All participants are invited to use resource tables where
they can offer written materials
Everyone
8 12:20 pm Visioning Board Break Out Session – Prioritize goals within
the scope of 2010 Cooley Landing Vision Plan
Formation of Friends of Cooley Landing- Criteria,
East Palo Alto community needs and interests
Best Case Scenario for Operation - Models and
Structures, e.g. school programs, visitor hours
Challenges and Barriers, options for on-boarding
The Perfect Cooley Landing what do you see when
you see Cooley Landing
Everyone
9 12:50 pm Groups report out
Audree
10 1:20 pm Lessons learned, next steps
Audree
11 1:45 pm Adjourn and more informal tours
Lily
Maria Soria Executive Assistant/Deputy District Clerk msoria@openspace.orgMidpeninsula Regional Open Space District330 Distel Circle, Los Altos, CA 94022P: (650) 691-1200 - F: (650) 691-0485
From:Maria Soria
To:Maria Soria
Subject:Board Question RE: 2/28/18 Agenda
Date:Tuesday, February 27, 2018 3:47:16 PM
Dear Board,
Please see a question and response regarding the Claims Report below submitted by Board Director
Kishimoto:
Question
One item in claims (under the first item of credit card charges) caught my eye:
$2967.36 for electric cargo bike. Sounds like we tried it but returned it? Didn’t work on our trails?
Response
Crew tested out an electric trail bicycle that was later returned. It was underpowered for carrying
trail equipment and going up steep hills. We will instead purchase two of the bikes shown below,
which perform much better. As electric drives improve, we will continue to test equipment and
select models that work well in our rugged environments to replace gas powered equipment.
Thanks,
Maria