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HomeMy Public PortalAbout20150422 - Agenda Packet - Board of Directors (BOD) - 15-10 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 330 Distel Circle Los Altos, CA 94022 Wednesday, April 22, 2015 SPECIAL MEETING BEGINS AT 5:00 REGULAR MEETING BEGINS AT 7:00 A G E N D A 5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT – STUDY SESSION ROLL CALL 1. Conservation Grazing Program Overview 2015 Staff Contact: Kirk Lenington, Natural Resources Manager General Manager’s Recommendation: Receive an informational presentation on the District’s Conservation Grazing Program. 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 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 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 the Minutes of April 8, 2015 Meeting 15-10 2. Approve Claims Report 3. Amendment to Geotechnical Investigations Agreement with Haro Kasunich and Associates Inc. for a Total Authorized Amount of $51,990 (R-15-66) Staff Contact: Julie Andersen, Natural Resources Department Planner II General Manager’s Recommendation: Authorize the General Manager to amend the existing agreement with Haro Kasunich and Associates Inc. to increase the agreement amount by $26,990 for a total not to exceed amount of $51,990, to include additional geotechnical investigations, design, and construction oversight associated with the La Honda Creek Open Space Preserve Watershed Protection Program, Driscoll Ranch Roads sediment reduction project. 4. Approval of Agreement for Legislative Consulting Services (R-15-69) Staff Contact: Shelly Lewis, Public Affairs Manager General Manager’s Recommendation: Authorize the General Manager to execute a Consulting Services Agreement with Public Policy Advocates, LLC, to provide California legislative and advocacy services during Fiscal Year 2015-16 for an amount not-to-exceed $28,000. 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. 5. Update and Preview on the Web Site Redesign (R-15-70) Staff Contact: Cydney Bieber, Web Administrator General Manager’s Recommendation: Receive an informational report by Web Administrator Cydney Bieber on the District’s Web Site Redesign Project. 6. Contract Award for Landscape Architecture Services for Alma College Site Rehabilitation Plan (R-15-68) Staff Contact: Lisa Bankosh, Planner III General Manager’s Recommendations: 1. Authorize the General Manager to enter into a professional services contract with PGA Design, Inc., for an amount of $133,775 to develop a cultural landscape rehabilitation plan and identify partnership opportunities for the former Alma College site. 2. Authorize an additional contingency of $16,225 to cover unforeseen requirements, for a total not-to-exceed potential contract amount of $150,000. 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 factual information; request staff to report back 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. A. Committee Reports B. Staff Reports C. Director Reports ADJOURNMENT 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, Maria Soria, Deputy 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 April 17, 2015, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. Agenda materials are also available on the District’s website at http://www.openspace.org. Signed April 17, 2015 at Los Altos, California. R-15-47 Meeting 15-10 April 22, 2015 STUDY SESSION AGENDA ITEM 1 AGENDA ITEM Conservation Grazing Program Overview 2015 GENERAL MANAGER’S RECOMMENDATION Receive an informational presentation on the District’s Conservation Grazing Program. SUMMARY An informational presentation will provide the Board of Directors with an overview of the District’s FY2015-16 plan for Conservation Grazing as approved in the current Action Plan and Budget and important program issues anticipated this fiscal year. The agenda for the presentation is provided as Attachment 1. DISCUSSION History and Policy: The District has a commitment through its Mission to protect the diversity and integrity of natural resources for their value to the environment and people. These natural resources include extensive grassland habitats found throughout many District preserves. In 2004, as part of the San Mateo Coastal Annexation, the District worked with multiple stakeholders to develop the Coastside Protection Area Service Plan (Service Plan). Through the Service Plan, the District committed to: - Conserve open space and agricultural land - Encourage viable agricultural use of the land - Preserve agricultural operations on the coast In addition to the Service Plan, the District also developed a Memorandum of Understanding (MOU) with the San Mateo County Farm Bureau which pertains to agriculture and land use issues on District lands located within the Coastside Protection Area. In 2007, the District Board of Directors developed a Grazing Management Policy (Attachment 2) as part of the District-wide Natural Resource Management policies. The Grazing Management Policy states that the District “uses conservation grazing to manage fuel for fire protection; enhance the diversity of native plants and animals; help sustain the local agricultural economy; and foster the region's rural heritage.” Following the development of this policy in 2007, the District began utilizing livestock grazing as a resource management tool, beginning with grazing on Skyline Ridge. R-15-47 Page 2 Update on Current Conservation Grazing Program The District currently utilizes livestock grazing to manage grasslands and associated wildlife habitat, including stockponds, on approximately 9,760 acres on four preserves -- Tunitas Creek, Skyline Ridge, Purisima Creek Redwoods, and La Honda Creek (See map - Attachment 3). In FY2015-16, the District plans to reestablish grazing on the 1,047 acre Mindego Hill portion of Russian Ridge Open Space Preserve, bringing the total Preserve acres managed under conservation grazing to 10,800, which is approximately one sixth of the District’s total acreage (Attachment 4). Conservation grazing leases and management of grazed lands provide well-known benefits to the District including reducing wildfire fuel load, enhancing native plant diversity and abundance, reducing invasive plant species, enhancing sensitive wildlife habitat, and fostering the agricultural heritage of the San Mateo County coast. While the conservation grazing leases generate some revenue for the District, the District receives far more value in the ecosystem services and land management assistance provided by grazing tenants. One example of this is Driscoll Ranch, where the current grazing tenant improved the distribution of livestock by distributing water sources around the ranch for livestock and wildlife, resulting in a dramatic improvement to the grazing of the exotic annual grasses, control of invasive weeds, and a reduction in damage to sensitive habitats on this preserve. In October 2013 the District Board of Directors received an informational presentation on conservation grazing management strategies which summarized information regarding the compatibility of livestock grazing with public recreation and the natural resource benefits derived from a well managed livestock grazing operation. Significant Conservation Grazing Issues: While conservation grazing provides many benefits to District lands, it also comes with challenges and compromises for both the grazing tenants and the District. A number of these challenges are ongoing, but the District is working diligently to resolve or alleviate them. Some of the key issues that will be addressed throughout 2015 include: Drought – Exacerbated by the fourth consecutive year of drought in the region, annual forage production and water available for livestock is far lower than average. In 2014, the San Gregorio Water Master ordered mandatory restrictions for use of water for livestock water within the watershed. As a result, the District has been working with grazing tenants this grazing season to reduce stocking rates by up to 50% and shortening grazing seasons to conserve and protect resources. The reduced stocking rates and additional water system development on these preserves has also increased water available for wildlife, as well as livestock. The District will continue to work closely with the water master to ensure that District water usage is in compliance with state mandates as well as work with our ranchers to clearly communicate when and where livestock can use the water resources. This may at times require the District to request the rancher remove livestock from the property. Section 6(d) and 6(f) of the District grazing leases allow for the mandatory ‘emergency reduction of grazing capacity’ in the event of a natural event such as drought or wildfire and ‘minimum residual dry matter requirements’ established in the grazing management plan. Predation – Over the past three grazing seasons, mountain lion predation on livestock has impacted several grazing tenants on District preserves when mountain lions have killed livestock, resulting in a financial burden for the grazers. In addition, coyotes killed a number of smaller livestock animals on the Toto Ranch during 2014. The District has been working with the grazers to implement best management practices to minimize the risk of predation on R-15-47 Page 3 livestock and has offered financial compensation for lost livestock under the General Manager’s authority. The District is working to develop a formal Predation Policy during FY2015-16 to address management of predators, interactions and conflicts with the public, and impacts to livestock grazing on District preserves. Infrastructure Improvements – Improvements to the District’s grazing infrastsructure has been either provided by the District in the form of capital projects or via rental credits to the rancher as outlined in their lease (see Attachment 5 – Grazing Infrastructure Summary). Generally, livestock grazing on District preserves has not required significant capital projects to make the properties viable for grazing and to protect natural resources. However, to make the larger properties that have recently entered the grazing program viable for cattle, a significant increase in infrastructure improvements is required this fiscal year. The General Manager will be recommending a number of Measure AA projects to improve various infrastructure elements on the Districts grazing properties for Board consideration (see Looking Ahead, below). Looking Ahead at Conservation Grazing on District Preserves: Mindego Ranch Opening In FY2015-16, the District plans to open its first preserve combining public access and grazing, the Mindego Ranch portion of Russian Ridge Open Space Preserve. Over the past several years, the District has visited several sister agencies in the Bay Area, met with the San Mateo County Farm Bureau, and met with Cuesta La Honda Guild to develop a grazing strategy for the property that will achieve the District’s resource management objectives, protect water quality, and provide a safe, enjoyable visitor experience in the preserve. Additionally, the District worked with the US Fish and Wildlife Service and the California Department of Fish and Wildlife to develop a Recovery Permit for Mindego Ranch which allows for maintenance and improvements to be made to the property which provides habitat for one of seven populations of San Francisco garter snakes (SFGS) as well as California red-legged frogs (CRLF). The Recovery Permit requires the use of livestock grazing to manage vegetation on the property to enhance habitat for CRLF and SFGS. Several projects have been completed under the protection of the Recovery Permit, including fence work and an expansive livestock water system completed in March 2015. Through years of research, planning, and successful conservation grazing efforts, the District is turning the corner in conservation grazing on public lands and allowing public access on a grazed preserve is the next big step in the District’s conservation grazing efforts. During FY2015-16, the District will develop and install interpretive, educational signage on the property to inform the public about safety around livestock as well as the benefits derived from grazing livestock. The District will also install a number of self-closing pedestrian gates to allow easy access by preserve visitors while minimizing potential impacts to the grazing operation. A comprehensive Grazing RFP process will be conducted during the summer of 2015 to select the most qualified, responsible grazing tenant to graze the preserve, with a focus on natural resource management and public land grazing experience in the context of public access. The District will work with the new tenant to ensure a smooth transition into recreational use on the grazed preserve and set an example for future recreational opportunities on grazed preserves. Toto Ranch and October Farm Rangeland Management Plans will be prepared for the Toto Ranch area of Tunitas Creek Open Space Preserve and the October Farm area of Purisima Creek Redwoods Open Space Preserve during FY2015-16. These properties were both purchased from POST, and per the requirements R-15-47 Page 4 of Coastal Service Plan the District retained the existing tenants on these properties under a year to year lease arrangement. Completion of these Rangeland Management Plans will allow the District to enter into long-term leases for these properties. FISCAL IMPACT The Natural Resources Department FY2015-16 Budget includes $523,000 for grazing related infrastructure, including $91,000 for improvements at Mindego Ranch. Additionally, the development of the Predation Policy has a budget of $10,000. BOARD COMMITTEE REVIEW The Planning and Natural Resources Committee will review the Predation Policy as it is being developed, which is scheduled to begin in the third quarter of FY2015-16. Development of the Rangeland Management Plans for the ranches mentioned above will also be reviewed by the Planning and Natural Resources Committee with the Toto Ranch Rangeland Management Plan scheduled to begin during the second quarter of this fiscal year, and the October Farm Rangeland Management Plan scheduled to begin in the fourth quarter of this fiscal year. PUBLIC NOTICE Public notice of this Study Session was sent to the San Mateo County Farm Bureau, District agricultural tenants and prospective bidders, the San Mateo County Board of Supervisors and Agricultural Advisory Committee, and the Resource Management Interested Parties list. Notices were posted as required by the Brown Act. CEQA COMPLIANCE This item is not a project subject to the California Environmental Quality Act. NEXT STEPS Staff will continue to implement the Conservation Grazing Program and necessary infrastructure development projects. Additionally, the Request for Proposals to select a grazing tenant for the Mindego Ranch area of Russian Ridge Open Space Preserve will be released in May, 2015, with a recommendation for award of lease anticipated for Board of Directors consideration in August, 2015. Attachment(s) 1. Workshop Agenda 2. MROSD Grazing Management Policy 3. Map – District Agricultural Lands 4. Grazed Properties Summary 5. Grazing Infrastructure Summary Prepared by: Clayton Koopmann, Rangeland Ecologist Kirk Lenington, Natural Resources Manager Contact person: Same as above SPECIAL MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT 330 Distel Circle – Los Altos, CA 94022 April 22, 2015 – 5:00 pm “Informational Workshop: 2015 Update on District’s Conservation Grazing Program” I. Introduction and Workshop Outline II. Conservation Grazing Policy a. Grazing Management Policy b. Coastside Service Plan c. MOU with San Mateo County Farm Bureau III. Overview of Grazed District Preserves a. Summary of Livestock Grazing on Open Space Preserves IV. Significant Conservation Grazing Issues a. Drought b. Predation c. Infrastructure i. Summary of Infrastructure Improvements Completed to Date ii. Additional Infrastructure Projects for 2015 V. Public Recreation & Grazing (Turning the Corner in our Conservation Grazing Program) a. Timeline for Recreation on a Grazed Preserve i. Mindego Ranch b. Signs, Public Outreach and Education c. Trail Management d. Grazing Tenant Selection/Livestock VI. Conclusion / Questions Xl. GRAZING MANAGEMENT BACKGROUND The vegetation of the Santa Cruz Mountains is comprised of a rich and diverse assemblage of plant species. This wealth of diversity was most evident within the grassland ecosystems that evolved under a variety of disturbance pressures including fire and grazing by large herds of ungu- late animals, which are now mostly extinct. The flora that emerged has been described as one of the most diverse and species rich ecosystems in the United States. The arrival of early Spanish and Anglo settlers initiated a particularly dramatic change in species composition of California grasslands, pri- marily as a result of tilling the grasslands for agricultural crop production, reduction of native grazing animals and introduction of cattle herds brought over from Europe and let loose on the new rangeland. This in- troduction of non-native plants and animals, coupled with the concurrent suppression of fire on the landscape as the western United States was settled, resulted in the substantial replacement of the native grassland vegetation with a predominately exotic, annual flora. The exotic vegeta- tion is often more competitive, productive, and prolific than the native plants within which it coexists, and tends to dominate and replace exist- ing native grasses and wildflowers. Over the last 150 years, coastal grassland areas have also experienced large-scale conversion to agricul- ture or urban development. The remaining undeveloped grasslands face continued development pressure and are severely impacted by exotic, invasive organisms. The District's open space preserves contain large acreages of grass- lands that in many areas have been degraded due to the pressures de- scribed above. Management of these grassland habitats is desirable to reduce the risk of wildfire and to maintain viable native plant communi- ties. Vegetation management using livestock grazing or other re- source management tools can be a substitute for native grazing ani- mals and recurring fire to achieve the District's objective of preserving, protecting and restoring the natural environment. The greatest diversity within California's coastal grasslands can be seen in the forbs or wildflowers that emerge in the spring following winter rains. Sites with adequate management of non-native vegetation will reward these efforts with bountiful displays of colorful spring wildflowers. By some estimates, nearly 80 percent of the vegetation cover within California grasslands is exotic vegetation. District lands currently contain approximately 5300 acres of grassland habitat. The largest contiguous grassland areas are within District lands in western San Mateo County. MIDPENINSULA REGIONAL OPEN SPACE DISTRICT RESOURCE MANAGEMENT POLICIES GRAZING MANAGEMENT Livestock ranching is a small but vital part of the Bay Area's agricultural economy. As with any business that depends on local infrastructure and services, livestock ranching is increasingly threatened with each ranch that goes out of business. Every livestock rancher depends on services and supplies including veterinary care, feed sales and delivery, farm and ranch infrastructure supplies, and livestock transportation services. As land is taken out of ranching, all of these services and supplies are incrementally affected and may cease to operate, increasing the burden for families and businesses that choose to keep ranching. Typical fencing used to control livestock movement is five -strand barbwire fencing. Other fencing types that may be used include four -strand barbwire for interior fencing, wood rail fencing and temporary electric fencing that can be installed to seasonally restrict livestock to target areas or exclude livestock from sensitive areas. Wildlife -friendly fences enable virtually all wild animals to move through an area without harm and with minimal impediment. In 2003, the District completed the Service Plan and accompanying Envi- ronmental Impact Report for the San Mateo Coastal Annexation Area expansion of the District's boundaries to include coastal San Mateo County. The Service Plan recognized the unique value of the San Mateo County coastal area and established Agricultural Policies to preserve and encourage viable agricultural use of land. The Policies and Imple- mentation Measures established in this Grazing Management Policy are intended to supplement and complement the Agricultural Policies in the Service Plan. Furthermore, these Grazing Management Policies will be implemented in a manner that is consistent with the Service Plan. GRAZING MANAGEMENT GOALS, POLICIES, AND IMPLEMENTATION MEASURES Goal GM- Manage District land with livestock grazing that is protective of natural resources and that is com- patible with public access; to maintain and en- hance the diversity of native plant and animal communities, manage vegetation fuel for fire pro- tection, help sustain the local agricultural econo- my, and preserve and foster appreciation for the region's rural agricultural heritage. Policy GM -1 Ensure that grazing is compatible with and supports wildlife and wildlife habitats. • Inventory and assess sensitive habitats to identify areas requiring special management practices. The conservation of these areas will take precedence over other uses and management practices that are determined to have an adverse effect on these resources. • Prepare site -specific grazing management plans by a certified ran- geland manager including best management practices (BMPs) for preserves where grazing will be utilized as a resource management tool. The site -specific grazing management plan will be a compo- 54 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT RESOURCE MANAGEMENT POLICIES GRAZING MANAGEMENT nent of the agricultural production plan developed through the Use and Management Planning process. The Use and Management Planning process provides for public input and Board approval of site -specific grazing management plans. • Manage agricultural leases and easements to protect and enhance riparian areas and to maximize the protection or enhancement of water quality. (See WR-4) Policy GM -2 Provide necessary infrastructure to support and improve grazing management where appropriate. • Utilize fencing that allows wildlife movement and fosters habitat con- nectivity. (See WM-3:Measure 3) • Manage access to existing water features and where needed supply supplemental drinking water through stock ponds and water troughs to preserve clean water for livestock, protect water quality, and en- hance habitat for wildlife. • Encourage and assist grazing tenants on District land to provide range improvements to restore or conserve wildland resources and to enhance range condition. • Inventory and assess roads and trails on District lands to identify significant erosion and sediment sources — abandon and where feas- ible restore to a natural condition poorly designed or sited roads. (See WR-4) Policy GM -3 Monitor environmental response to grazing on District lands. • Monitor forage utilization and distribution by grazing animals to as- sure appropriate amounts of residual dry matter (RDM) remain on the ground to achieve desired resource management objectives. In the course of RDM monitoring, evaluate and report on wildland fire fuel levels that may result in an increased risk of wildland fire (See WF policies). • Monitor livestock use levels and agricultural infrastructure condi- tion to insure conformity with lease provisions to contribute to im- proved management. 55 Residual Dry Matter (RDM) is a measure of the amount of vegetation left on the ground, typically measured at the end of the summer or fall. Appropriate levels of ROM strive to minimize thatch, which can inhibit new plant growth, while .maintaining adequate levels of vegetation to prohibit soil erosion. MIDPENINSULA REGIONAL OPEN SPACE DISTRICT RESOURCE MANAGEMENT POLICIES GRAZING MANAGEMENT Fire reduction is a great concern for some landowners. However, cattle are not able to graze all land areas effectively for fire protection purposes, such as steep slopes or slopes partially vegetated with brush. In these instances, goats may be an effective alternative. Goat herds can be rented for a short period of time and can be moved with a goat herder and dog(s) along with portable fence enclosures. • Monitor wildland conditions with an emphasis on documenting the location, distribution and abundance of native grasses, wildflowers, and other native flora and fauna. • Monitor water quality in ponds, wetlands, and watercourses with unrestricted livestock access. • Monitor non-native vegetation response to grazing with an emphasis on documenting the location, distribution and abundance of target, invasive species. • Use information collected from monitoring to annually review rangel- and conditions and response to livestock grazing. Use adaptive re- source management decision making framework within grazing management plans. Policy GM -4 Utilize different livestock species to accomplish vegetation management objectives. • Research the effective use of cattle, goats, sheep, and horses to manage vegetation on District lands. • Utilize appropriate species depending on management needs. Policy GM -5 Preserve and foster existing and potential grazing opera- tions to help sustain the local agricultural economy. • Establish longer term grazing leases to promote financial viability for the operators and efficient land stewardship for the District. • Seek grants or other economic support for agricultural infrastructure maintenance and improvements. • Ensure site -specific grazing management plans are economically feasible and practical for grazing operators. Policy GM -6 Provide information to the public about the region's rural agricultural heritage. (See PI -1) • Install display boards and give presentations highlighting historical and educational facts about ranching families and industry at appro- priate sites. 56 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT RESOURCE MANAGEMENT POLICIES GRAZING MANAGEMENT Policy GM -7 Provide public access in a manner that minimizes impacts on the grazing operation. (See PI -1) • Grazing operators on District lands or lands under easement to the District shall be consulted when public access is being planned and considered for the property to minimize conflicts between the public and the grazing operation. • Prepare and distribute a brochure to educate visitors about etiquette for use of open space property with livestock animals. • Install signage where appropriate to educate the public about the re- source benefits of grazing and to educate visitors about approaching animals, closing gates, and other etiquette appropriate for moving through lands with livestock animals. Policy GM -8 Grazing operations on District lands in the Coastside Pro- tection Area will be managed in accordance with the poli- cies established in the Service Plan for the San Mateo Coastal Annexation Area. • Consult with appropriate agencies and interest groups, including the San Mateo County Farm Bureau and San Mateo County Agricultural Advisory Committee in the development of site -specific Use and Management plans and agricultural production plan components in the Coastside Protection Area. 57 £¤1 £¤84 £¤84 £¤35 £¤1 £¤35 £¤82 £¤280 SANGREGORIO LAHONDA STANFORDWOODSIDE C he s t n ut O r c h a r d21 A c r e s Sky l in e R i d g eChristmas Tr e e F a r m52 A c r e s B ig D i p pe r R a n ch904 A c r e s M in d e g o R a n c h1,0 3 7 A c r e s M c D o n a l d R a n c h2060 A c re s D ri s c o l l R a n c h3,6 8 1 A c r e s To t o R a n c h952 A c r e s Tu n i tas C r e ek707 A c r e sOctober F ar m270 A c r e s Lo b i t o s R i d g e / E l ku s U p l an d s811 A c re s L o b i t o s R o w C ro p s7 A c r e s B l u e B r u sh260 A c r e s Purisima CreekRedwoods El Corte deMadera Creek Teague Hill La Honda Creek Thornewood Windy Hill RussianRidge CoalCreek SkylineRidge Pescadero Creek County Park Foothills Park(City of Palo Alto) Jasper Ridge Biological Preserve California WaterService Company Wunderlich County Park Huddart County Park Hidden Villa Audubon Society S.M. Co. Community College RedgateRanch Pomponio State Beach San GregorioState Beach Diamond H Ranch Djerassi Resident Artists Sam McDonald Park(S.M. Co.) Memorial Park(S.M. Co.) Purisima Farms SF Youth Authority Portola Redwoods State ParkPescadero State Beach ArastraderoPreserve SANTA CLARA COUNTY P urisimaCreek L obitasCreek Tunitas Creek SanGregorioCreek PomponioCreek El Corte de Madera Creek SanFrancisquitoCreek Corte Madera Creek SAN MATEOCOUNTY Midpeninsula RegionalOpen Space District Coa sta l Ag ric ult ure a nd Graz ing Prope rtie s April 2015 0 21Miles I (MROSD) While the District strives to use the best available digital data, this data does not represent a legal survey and is merely a graphic illustration of geographic features. Management Agreement Non MROSD Conservation or Agricultural Easement MROSD Conservationor Agricultural Easement MROSD Preserves Watershed Land Other Protected Open Spaceor Park Lands Current Grazing Private Property Future Grazing Agricultural Crop Christmas Tree Farm County Boundary MROSD Boundary Property Preserve Year first grazed under District ownership Acres Avg. Annual Rent ($)** Grazing Tenant Big Dipper Skyline Ridge 2007 955 $6,900 Vince Fontana Bluebrush Canyon Purisima Creek 2009 302 $2,400 Tom Pacheco Lobitos Ridge Purisima Creek 2010 389 $3,000 Vince Fontana Elkus Ranch Uplands Purisima Creek 2009 450 $3,500 Vince Fontana October Farm Purisima Creek 2012 270 $3,300 Doug Edwards Tunitas Creek Ranch Tunitas Creek 2008 707 $8,300 Doug Edwards Toto Ranch Tunitas Creek 2012 952 $9,600 Erik & Doniga Markegard Driscoll Ranch La Honda Creek 2006 3,681 $45,000 Agco Hay Co. (Renz Family) McDonald Ranch La Honda Creek 2014 2,060 $23,500 Erik & Doniga Markegard Mindego Ranch Russian Ridge 2015 (Proposed) 1,047 $9,600 TBD Apple Orchard La Honda Creek 2015 (Proposed) 300 $5,500 TBD TOTAL 11,113 $120,600 ** Average annual rent was calculated using the Animal Unit Month (AUM) rate of $23.05 and based on average stocking rates under non-drought conditions. Rent revenue has been as low as 50% below normal under drought conditions as stocking rates have been lowered to minimize any potential risk to natural resources and water quality. GRAZING INFRASTRUCTURE BY PRESERVE (2007-present) BIG DIPPER (955 acres)- Vince Fontana PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $34,906 $900 $35,806 WATER SYSTEM $0 VEGETATION MGT. $2,662 $1,630 $4,292 ROADS $0 MISC. $0 ELKUS UPLAND / LOBITOS (839 acres) - Vince Fontana PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $280 $280 WATER SYSTEM $225 $225 VEGETATION MGT. $2,400 $2,400 ROADS $850 $850 MISC. $0 BLUEBRUSH CANYON (302 acres) - Tom Pacheco PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $0 WATER SYSTEM $2,040 $2,040 VEGETATION MGT. $1,080 $1,080 ROADS $1,230 $1,230 MISC. $0 TUNITAS CREEK/OCTOBER FARM (977 acres) - Doug Edwards PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $770 $770 WATER SYSTEM $17,613 $2,950 $20,563 VEGETATION MGT. $7,577 $7,577 ROADS $5,285 $5,285 MISC. $0 DRISCOLL RANCH (3,681 acres) - Allan Renz (Agco Hay Co.) PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $14,820 $14,820 WATER SYSTEM $131,526 $131,526 VEGETATION MGT. $12,135 $2,420 $14,555 ROADS $0 MISC. (stockponds) $509,280 $509,280 McDONALD RANCH (2,060 acres)– Erik and Doniga Markegard PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $183,774 $19,471 $203,245 WATER SYSTEM $5,685 $5,685 VEGETATION MGT. $11,700 $11,700 ROADS $0 MISC. $300 $300 TOTO RANCH (952 acres)– Erik and Doniga Markegard PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $6,383 $6,383 WATER SYSTEM $9,227 $398 $9,625 VEGETATION MGT. $1,950 $1,950 ROADS $100 $100 MISC. $0 MINDEGO RANCH (1,047 acres)- tbd PAID BY DISTRICT (CONTRACTOR) PAID BY TENANT (RENT CREDIT) TOTAL FENCE / CORRALS $63,446 $63,446 WATER SYSTEM $96,529 $96,529 VEGETATION MGT. $102,051 $102,051 ROADS $0 MISC. $0 REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 Wednesday, April 8, 2015 DRAFT MINUTES I. CALL TO ORDER Director Siemens called the Regular Meeting to order at 7:04 p.m. He announced that a closed session had been held earlier, and no reportable action was taken. II. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Cecily Harris Larry Hassett, Yoriko Kishimoto, Curt Riffle, and Pete Siemens. Members Absent: None. Staff Present: General Manager Steve Abbors, Assistant General Manager Kevin Woodhouse, Assistant General Manager Ana Ruiz, Assistant General Counsel Hilary Stevenson, Operations Manager Michael Newburn, Planning Manager Jane Mark, Senior Real Property Agent Elaina Cuzick, Support Services Program Administrator Michael Jurich, Planning Department Project Manager Gina Coony, and Interim District Clerk Kim Marie Smith. III. ADOPTION OF AGENDA Motion: Director Cyr moved and Director Hassett seconded the motion to adopt the agenda. VOTE: 7-0-0 IV. ORAL COMMUNICATIONS None. V. SPECIAL ORDER OF THE DAY Planning Manager Jane Mark introduced new employee Bryan Apple, Planner I, and gave a brief summary of his biography. Meeting 15-08 April 8, 2015 Meeting 15-08 2 VI. CONSENT CALENDAR 1. Approve Revised Minutes of the February 25, 2015 and Minutes of the March 25, 2015 Board Meeting 2. Approve Claims Report 3. Purchase of the Mount Umunhum Bridges (R-15-59) Staff Contact: Meredith Manning, Planning Department General Manager’s Recommendation: Authorize the General Manger to enter into a contract with Contech Engineered Solutions for an amount not-to-exceed $53,620 to engineer, manufacture, store, and deliver three prefabricated trail bridges. In addition, authorize a contingency of $10,000 for design and engineering refinements, as required to adapt to field conditions, for a total not-to-exceed contract amount of $63,620. 4. Contract Amendment for Construction Administration Services related to the Mount Umunhum Radar Tower Interim Repair Project (R-15-60) Staff Contact: Jane Mark, AICP, Planning Manager General Manager’s Recommendations: 1. Approve a contract amendment of $12,660 to the current Board-approved contract amount of $67,910 for Grossmann Design Group to complete full construction administration services for the Radar Tower Interim Repair Project, resulting in a new contract amount of $80,570. 2. Approve retaining the original contract contingency amount of $4,000, to be utilized only if unforeseen conditions arise during project implementation that require additional professional services, for a total not-to-exceed potential contract amount of $84,570. Motion: Director Cyr moved and Director Hassett seconded the motion to adopt the Consent Calendar. VOTE: 7-0-0 VII. BOARD BUSINESS 5. Informational Presentation on San Mateo County’s Agricultural Workforce Housing Initiative (R-15-48) Santa Clara County Supervisor Don Horsley explained how he became interested in the affordable housing challenges facing agricultural workers while he was working in the Sheriff’s Office, and highlighted the work begun by Board of Supervisors to address those problems. He reviewed the staff report about the Housing Initiative, which includes a needs assessment for new housing, as well as a Farmworker Housing Rehabilitation (Pilot Program) to facilitate rehabilitation and repair of farm labor housing and to replace dilapidated mobile home units. He discussed the proposal to partner with the District as a public agency April 8, 2015 Meeting 15-08 3 landowner on the San Mateo coast, as well as the Public Open Space Trust and two private farmers. He noted that the owners would pledge to use housing for low-income agricultural workers and hold rental payments at an agreed level, and the County would monitor the commitments of the loan. Supervisor. Horsley provided additional details: (1) Rent and any other housing expenses have to be below 30% of the farmworker’s gross income, which is Housing and Urban Development (HUD) requirement; (2) No-interest loans from the County would be forgiven at the rate of $14,000 per year, per unit; and (3) Rent can be raised by no more than 1% per year, if necessary. Director Riffle asked how the farmers themselves are participating. Supervisor Horsley said that there is a very narrow margin of profit. The farmers provide land and infrastructure, and in return they keep the rents very low, in some cases as little as $20. He said that the vision is to continue cattle ranching and row crops on the coast, and this will help to keep a vibrant workforce. Director Kishimoto asked if there was a lot of work to bring the properties up to code. Supervisor Horsley said that most of the district housing is in good shape, although some have been abandoned and so they will be checking to see if they are worthwhile to rehabilitate, and one property in particular will need a lot of repairs to bring it to code. Director Harris asked if prefabricated or modular housing is also being considered, and what the timing of the project will be. Supervisor Horsley said that one of the private landowners would be providing some prefabricated units. Superintendent Horsley’s Chief of Staff, Sarah Rosenthal, said that the timing is flexible, and they hope to make it a team-building project using volunteers from the district and the project sometime between July and October. Senior Real Property Agent Elaina Cuzick, said this is a great opportunity to work with Superintendent Horsley’s office on this project, because there may be some housing opportunities that are much less expensive to renovate than going through the District’s Request for Proposal and Public Works Contracting processes. Director Hassett read a section from the Coastside Protection Program about preserving the coastside agricultural lands by creating partnerships with local farmers or agricultural trusts, and he also referred to the portion of the District’s mission statement about encouraging viable agricultural uses through cooperative endeavors with public agencies, non-profits, and individuals. He said that the pilot project under discussion would tie in very well with these goals. Director Riffle said that the District does not necessarily do housing development, and asked if there are other organizations that could facilitate, such as providing expertise if the District wanted to add modular housing on its property in the future. Supervisor Horsley said that they only considered remodeling or retrofitting at this time, but they would be interested in pursuing the idea with the District. The Board Members agreed that it was not necessary to send this report on to the Legislative, Funding, and Public Affairs Committee as originally recommended, and instead staff should bring the final report back to the full Board for action. April 8, 2015 Meeting 15-08 4 Motion: Hanko moved and Siemens seconded the motion to: 1. Receive an informational presentation by San Mateo County Supervisor, Don Horsley on the San Mateo County Agricultural Workforce Housing Initiative. 2. Direct staff to prepare the report on the County’s Farmworker Housing Rehabilitation Pilot Program and bring it back to the full Board. VOTE: 7-0-0 6. Authorization to Purchase Vehicles and Equipment (R-15-62) Support Services Program Administrator Michael Jurich reviewed the staff report and highlighted PowerPoint slides that detailed the proposed additions to the fleet. Director Hassett said that in the future it would be helpful for the Board to understand the total costs of the vehicles with all outfitting. Operations Manager Michael Newburn explained that the new financial model breaks the cost out into capitalized and non-capitalized costs, since some non-capitalized items can be moved on to another vehicle, but staff could combine the costs in the future for the Board’s information. Director Kishimoto asked why there are both departmental cars and pool cars. Mr. Newburn explained that some positions in Administration that are field-based and need immediate access to a vehicle, so in each division there is a primary user, but their vehicle is shared when it is not needed. General Manager Abbors added that this helps to keep the field vehicles off the highway, and instead the Prius is used in town. Motion: Director Riffle moved and Director Hanko seconded the motion to adopt the General Manager’s recommendation, as follows: 1. Authorize the General Manager to execute a contract with the State Department of General Services and associated contract dealers for four patrol vehicles, one administrative vehicle, and five maintenance vehicles, for a total cost not to exceed $505,000. 2. Authorize the General Manager to execute a purchase contract with the State Department of General Services and associated contract dealers for one replacement chipper and tractor with mower attachment for a total cost not to exceed $280,000. 3. Authorize the General Manger to execute a purchase contract with Cascade Fire Equipment for two additional fire-fighting pumpers for a total cost not to exceed $36,000. VOTE: 7-0-0 7. Proposed Partnership for the Rehabilitation, Reuse, and Maintenance of the Hawthorn Historic Complex at Windy Hill Open Space Preserve (R-15-49) Planning Department Project Manager Gina Coony reviewed the staff report and an aerial photographing showing the property and surrounding roads. She described the Request for Letters of Interest (RLOI) process and how the Crevelt proposal was chosen, and highlighted the timeline and phased partnership approach. April 8, 2015 Meeting 15-08 5 Director Hanko asked if the house would be opened to the public. Ms. Coony said that the RLOI required access a minimum of two times a year for public tours. Director Harris asked whether it was listed as a historic complex at the State or federal level. Ms. Coony said the site and arrangement is eligible as a historic district, but the structures are not. She said this is actually a benefit to the project, so some of the modifications can be removed or older features returned. Later on in the project they will discuss whether to list it as a historic district, determine who will pay for upkeep, etc. Director Harris asked about the mission of the non-profit organization and what happens when the rehabilitation is completed. Ms. Coony said that the main purpose is first to rehabilitate the property and then to maintain it as a historic resource available to the public, as well as to maintain it as a gentleman’s farm. Planning Manager Jane Mark explained about staffing transition plan to replace Ms. Coony when she leaves the District. Director Kishimoto asked if the Crevelts would be funding part of this project. Ms. Coony said that Mr. Crevelt is a general contractor and an estate manager. He will provide the expertise and knowledge and serve as construction manager, and the rest of the costs will be raised by the non-profit. Until the contract with Mr. Crevelt is signed, the District will be spending a small amount in stabilization measures, rodent control, etc. The public hearing was opened at 8:22 p.m. Mr. Mike Bushue said that he had no objections to the proposal. He referred to the aerial photograph that was shown, and said that he would like to have the documentation be more specific about the acreage. He read a Section E of the grant deed for the conservation easement about the spur off the Sweet Springs trail, and he asked the District to consider a connection between the Sweet Springs trail going across the Hawthorne property between the two property sites and down to Alpine Road. Ms. Coony said the historic building complex is not visible from the trails and there should be no conflict, but the connections to Palo Alto are more difficult because there is private property in the way. Ms. Yvonne Tryce said she is very interested in the nature center, and hoped that project would be expedited. Planning Manager Jane Mark said the public access plan is 3-5 years away, and unfortunately staff has other big projects and prior commitments before they can begin work on that. Mr. Richard Crevelt commended Gina Coony on the outstanding job she had done on this project and partnership. He said his family’s intention was in line with that of the District, to preserve the property in perpetuity for the community, get the community involved through volunteer action, financial contributions, participation, and sharing and enjoying the complex. They anticipate opening it much more than twice a year. They plan to restore the building to its original condition in the late 1800s. April 8, 2015 Meeting 15-08 6 The public hearing was closed at 8:35 p.m. Ms. Coony said that Mr. Crevelt will try to get as many services and materials donated as possible, but he is not required to secure pro bono services for design, engineering, etc. Director Siemens asked that correction be made to the staff report so it is clear that is he not required to secure pro bono services. Motion: Director Cyr moved and Director Hanko seconded the motion to adopt the General Manager’s recommendation, as follows: 1. Approve the proposed phased partnership approach with Richard and Ann Crevelt (Crevelt) for the rehabilitation, reuse, and maintenance of the Hawthorn Historic Complex (HHC). 2. Approve issuance of a one-year permit-to-enter to Crevelt to begin initial planning, site cleanup, and other preliminary work. 3. Approve ongoing discussions with Crevelt to further develop the terms and conditions for a future long-term partnership. 4. Approve deferral of the second proposal for a nature center until the Public Access Plan for the Hawthorn Property is initiated. VOTE: 7-0-0 General Manager Steve Abbors and the Board Members thanked Ms. Coony for her service to the district for the last 5 years. VIII. INFORMATIONAL MEMORANDUM Legislative Support Letters and Comment Letter – No discussion. IX. INFORMATIONAL REPORTS A. Committee Reports - None B. Staff Reports Assistant General Manager Kevin Woodhouse reported that (1) Three employees would participate in the Santa Clara County Leadership Academy this year; (2) Over the weekend there was a motor vehicle fatality discovered in Sierra Azul. General Manager Steve Abbors shared a special moment he experienced during a family vacation in Yosemite. Director Cyr reported that (1) He hiked Pescadero marsh and Edgewood; (2) he substituted for Director Kishimoto at the Santa Clara Valley Water District’s Water Commission, and some of the materials provided for that meeting about their organizational structure and delegation of authority may be useful. April 8, 2015 Meeting 15-08 7 Director Kishimoto talked more about the Water Commission missions of supplying water, stream restoration and flood control, and how their policies were clarified to help prevent major fish mortality and to protect in-stream species. She suggested that the District hold a study session about the unprecedented drought at the strategic issues meeting in September. Director Siemens reported (1) He spent Easter day at the nature center welcoming visitors and repairing the pond animal displays; and (2) He went to Sacramento with the General Manager Abbors at which Mr. Abbors testified to the Committee on Local Government on the Assembly bill to extend the manager’s contracting authority up to $50,000. He said it reported out of committee with a 9-0 vote. C. Director Reports - None X. ADJOURNMENT Director Siemens adjourned the Regular Meeting at 8:55 p.m. _____________________________ Kim Marie Smith Interim District Clerk CLAIMS REPORT MEETING 15‐09 DATE 04‐22‐2015 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check  Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 69206 10487 ‐ TKO GENERAL ENGINEERING & CONSTRUCTION Unstable deck and window replacement at 20000 Skyline Blvd ‐ RR 04/15/2015 $54,726.80 Mindego Ranch Water Infrastructure ‐ RR 04/15/2015 69202 10349 ‐ SHELTON ROOFING COMPANY INC Roof replacement ‐1405 Skyline Blvd (MB)/1150 Sears Ranch Rd (LHC) 04/15/2015 $34,401.00 69146 11432 ‐ SAN MATEO COUNTY RESOURCE CONSERVATION DISTRICT Slender False Brome treatment ‐ Districtwide 04/08/2015 $33,957.78 69195 11500 ‐ POPULOUS, INC. Planning and Project Management ‐ BCR Stables and Preserve Plan 04/15/2015 $30,569.40 69176 11455 ‐ DITCH WITCH EQUIPMENT CO., INC. Canycom Toter: Canycom Riding Mower ‐ Skyine Area 04/15/2015 $22,444.89 69142 10094 ‐ RESTORATION DESIGN GROUP Design Work for Mt Um Summit Project ‐ SAU 04/08/2015 $21,999.75 69148 10349 ‐ SHELTON ROOFING COMPANY INC Roof replacement at 22322 Skyline Blvd ‐ SR 04/08/2015 $16,125.00 69087 10729 ‐ FIRST AMERICAN TITLE COMPANY Ashworth Property Purchase Deposit 04/06/2015 $15,000.00 69138 10932 ‐ RDO EQUIPMENT COMPANY Tractor Brush Mower Attachment 04/08/2015 $13,391.44 69158 * 10216 ‐ VALLEY OIL COMPANY Fuel for District vehicles 04/08/2015 $10,811.31 69114 11489 ‐ HARO KASUNICH & ASSOCIATES INC. La Honda Watershed Protection Program eng'g/design services  ‐ LHC 04/08/2015 $10,531.25 69200 11479 ‐ ROOTID Website Development: Beta Site 04/15/2015 $9,882.00 69168 10406 ‐ BAY AREA ASPHALT & CEMENT WORK Paving at Fremont Older Ranger residence 04/15/2015 $9,626.00 69203 10447 ‐ SIMMS PLUMBING & WATER EQUIPMENT Clean kitch/bathrm sinks ‐rental residence (MB)/Solar pump at Toto 04/15/2015 $9,494.26 69169 10170 ‐ CASCADE FIRE EQUIPMENT COMPANY 100 gallon Fire Pumper ‐ FFO 04/15/2015 $9,065.90 69182 11461 ‐ HEACOCK TRAILERS & TRUCK Walton Trailer 04/15/2015 $8,968.75 69100 11309 ‐ CONSERVATION COLLABORATIVE IPM and Sensitive Species Habitat Consulting ‐ District Wide 04/08/2015 $8,750.00 69095 10141 ‐ BIG CREEK LUMBER CO INC Fence, repair lumber, fence posts ‐LHC/ECdM 04/08/2015 $8,664.63 69088 * 10124 ‐ ROBERT J. DALOIA Quarterly Principal/Interest Pmt for Daloia Property  April 10 2015 04/06/2015 $6,192.77 69116 10123 ‐ HOME DEPOT CREDIT SERVICES Field Supplies 04/08/2015 $5,937.30 69090 10001 ‐ AARON'S SEPTIC TANK SERVICE Septic tank services/pump ‐ rental residences 04/08/2015 $5,665.00 69118 11367 ‐ HUMUNYA FOUNDATION OF THE AMAH MUTSUN TRIBAL BAND Grant award ‐ research culturally significant plant species (SAU) 04/08/2015 $5,500.00 69089 11459 ‐ A.C. & H. CIVIL ENGINEERS INC Civil engineer plans for Bergman deck repair ‐ RR 04/08/2015 $5,450.00 69130 10076 ‐ OFFICE TEAM Temporary Office Help ‐ GM office 04/08/2015 $5,396.32 69120 10313 ‐ JOHN SHELTON INC Drainage/plumbing materials for Silva Driveway ‐ RR/Culvert ‐ RR 04/08/2015 $4,627.84 69115 10222 ‐ HERTZ EQUIPMENT RENTAL INC Road roller ‐‐ MB, CM, SR 04/08/2015 $4,163.80 69207 11225 ‐ U.C. REGENTS District Oral History Project 04/15/2015 $4,150.00 69135 10140 ‐ PINE CONE LUMBER CO INC Tools, lumber, repair supplies ‐ SFO/RR/WH 04/08/2015 $3,523.30 69179 10187 ‐ GARDENLAND POWER EQUIPMENT Equipment maint/repairs, purchase chainsaw, helmets 04/15/2015 $3,424.70 69183 11344 ‐ HOLM BASE District outreach materials 04/15/2015 $3,193.06 69189 10064 ‐ MCB REMODELING Kitchen faucet repair/window replacement ‐ rental residences 04/15/2015 $3,100.00 69108 11153 ‐ FLOORING DISTRIBUTORS CA Carpet at 18171‐B Pheasant Road, Los Gatos 04/08/2015 $3,000.00 69165 11459 ‐ A.C. & H. CIVIL ENGINEERS INC Structural analysis of 16075 Overlook drive ‐ ES 04/15/2015 $3,000.00 69149 10302 ‐ STEVENS CREEK QUARRY INC Base Rock/Drain Rock (FO & MB) 04/08/2015 $2,924.63 69112 11464 ‐ GEOFORENSICS INC. Geotech survey ‐ ES/Overlook 04/08/2015 $2,800.00 69173 11194 ‐ CREEKSIDE CENTER FOR EARTH OBSERVATION Pilot sampling & gradient analysis report ‐ RR grasslands 04/15/2015 $2,800.00 page 1 of 4 CLAIMS REPORT MEETING 15‐09 DATE 04‐22‐2015 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check  Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 69092 11457 ‐ ANDREINI BROTHERS INC Trench for new gas line ‐ PCR 04/08/2015 $2,750.00 69105 11420 ‐ DOUG EDWARDS Brush mowing around new water tank  ‐ TC 04/08/2015 $2,750.00 69107 11151 ‐ FASTENAL COMPANY Field Supplies, Plumbing Parts, Camera, Field Tools 04/08/2015 $2,589.17 69119 10452 ‐ IFLAND SURVEY Purisima Creek Lot Line Adjustment ‐ PCR 04/08/2015 $2,495.00 69211 * 11118 ‐ WEX BANK Fuel for District vehicles 04/15/2015 $2,211.86 69153 10146 ‐ TIRES ON THE GO Tires for P94/A91 04/08/2015 $1,903.25 69205 10143 ‐ SUMMIT UNIFORMS Body armor for staff 04/15/2015 $1,737.82 69099 11318 ‐ CONFLUENCE RESTORATION Mindego Gateway Planting & Landscape Maintenance Feb 2015 ‐ RR 04/08/2015 $1,434.50 69172 11318 ‐ CONFLUENCE RESTORATION Mindego Gateway Planting & Landscape Maintenance March 2015 ‐ RR 04/15/2015 $1,434.50 69098 10021 ‐ COASTAL CHIMNEY SWEEP Chimney sweep ‐ Rental Residences MB/RR/SAR/RSA 04/08/2015 $1,245.40 69144 10324 ‐ RICH VOSS TRUCKING INC Roads and trails ‐ MB 04/08/2015 $1,241.10 69204 10370 ‐ STILES TRUCK BODY & EQUIPMENT Vehicle equipment ‐ SFO 04/15/2015 $1,209.36 69150 10152 ‐ TADCO SUPPLY Janitorial Supplies (RSACP) 04/08/2015 $1,094.00 69102 10185 ‐ COSTCO Office Supplies 04/08/2015 $1,061.76 69180 11195 ‐ GOODYEAR AUTO SERVICE CENTER P84 New Tires 04/15/2015 $994.12 69147 * 10580 ‐ SHARP BUSINESS SYSTEMS AO Copier Usage Feb 2015 04/08/2015 $956.93 69104 10540 ‐ CRAFTSMEN PRINTING Printing Services ‐ Public Affairs materials/Business Cards 04/08/2015 $898.28 69129 10160 ‐ OFFICE DEPOT CREDIT PLAN Office Supplies 04/08/2015 $878.93 69133 11129 ‐ PETERSON TRUCKS INC. Truck Repair ‐ M22 04/08/2015 $833.92 69097 10352 ‐ CMK AUTOMOTIVE INC Vehicle Maintenance/Repairs ‐ A94/A96/P94 04/08/2015 $833.31 69194 10140 ‐ PINE CONE LUMBER CO INC Lumber/joists for shed ‐SFO 04/15/2015 $788.25 69196 10265 ‐ PRIORITY 1 Amber light installation ‐M207 04/15/2015 $734.70 69186 10394 ‐ INTERSTATE TRAFFIC CONTROL PRO Retaining wall posts ‐ RR 04/15/2015 $706.32 69164 11507 ‐ 4IMPRINT, INC. Informational District material ‐ P.A. 04/15/2015 $655.33 69122 11376 ‐ LAND TRUST OF SANTA CRUZ COUNTY Highway 17 Wildlife Connectivity Corridor 04/08/2015 $630.00 69208 10561 ‐ ULINE Field supplies‐SFO 04/15/2015 $530.58 69131 10397 ‐ OVERHEAD DOOR COMPANY OF SANTA CLARA VALLEY Garage Door Maintenance 04/08/2015 $529.52 69175 * 10032 ‐ DEL REY BUILDING MAINTENANCE AO Janitorial Supplies/Clean Nature Center (SR) 04/15/2015 $525.51 69140 10195 ‐ REDWOOD GENERAL TIRE CO INC Vehicle maintenance and repairs ‐ SFO 04/08/2015 $509.67 69154 * 11038 ‐ TYCO INTEGRATED SECURITY LLC Alarm Service (FFO) 04/08/2015 $492.44 69128 10190 ‐ METROMOBILE COMMUNICATIONS Install Vehicle radio ‐ M207 04/08/2015 $478.38 69210 10803 ‐ VALMONT SITE PRO 1 Carsonite markers for trails  ‐TH 04/15/2015 $435.04 69152 10307 ‐ THE SIGN SHOP Install logos on 2 trucks 04/08/2015 $432.25 69181 10344 ‐ GREG'S TRUCKING SERVICE INC Roads and Trails ‐RR 04/15/2015 $408.00 69085 11490 ‐ AQUATEK PLUMBING, INC Boiler Maintenance 04/06/2015 $405.00 69201 11117 ‐ SANTA CLARA COUNTY/CITIES MANAGERS' ASSOCIATION 2015 SCCCMA Membership dues 04/15/2015 $400.00 69139 * 10589 ‐ RECOLOGY SOUTH BAY Garbage Service (RSACP) Acct 9170 04/08/2015 $393.93 page 2 of 4 CLAIMS REPORT MEETING 15‐09 DATE 04‐22‐2015 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check  Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 69145 10710 ‐ SAFE DEPOSIT BOX OPERATIONS Safety deposit box rental 04/15‐04/16 04/08/2015 $375.00 69110 10187 ‐ GARDENLAND POWER EQUIPMENT Carbide Chains (SA‐MT UM) 04/08/2015 $355.95 69086 * 10093 ‐ RENE HARDOY 03/15 Gardening services 04/06/2015 $325.00 69132 11144 ‐ PENINSULA MOTOR SPORTS Vehicle maintenance and repairs ‐SFO 04/08/2015 $304.32 69109 10168 ‐ G & K SERVICES INC Shop Towel Service (FFO & SFO) 04/08/2015 $275.68 69134 10209 ‐ PETTY CASH‐MROSD SFO/FFO Petty cash reimbursement 04/08/2015 $273.68 69096 10014 ‐ CCOI GATE & FENCE Gate Repair & Service (SAO/SA‐Bald Mtn) 04/08/2015 $266.29 69127 10247 ‐ MALONE, BRIAN Cell phone reimbursement: 2014‐2015 04/08/2015 $240.00 69125 10189 ‐ LIFE ASSIST First Aid Supplies 04/08/2015 $237.35 69101 10184 ‐ CONTINUING EDUCATION OF THE BAR Subscription Auto Update Practice Under CEQA 2d Ed RE33787 04/08/2015 $236.53 69199 10096 ‐ RON'S TRANSMISSION P78 Service / Repair 04/15/2015 $230.99 69192 10670 ‐ O'REILLY AUTO PARTS Auto Parts 04/15/2015 $228.22 69113 * 10173 ‐ GREEN WASTE Utilities ‐Monthly Garbage ‐SFO 04/08/2015 $217.59 69126 11154 ‐ LOS ALTOS POLICE FALSE ALARM REDUCTION PROGRAM AO False Alarm 04/08/2015 $215.00 69136 10090 ‐ PRO‐INSTALLERS Chimney Sweep for 1195 Skyline blvd ‐ MB 04/08/2015 $200.00 69157 11037 ‐ US HEALTHWORKS MEDICAL GROUP PC Hearing Tests ‐ H.R. 04/08/2015 $195.00 69123 10259 ‐ LENINGTON, KIRK IPM interview lunch, bridge tolls, and office supplies 04/08/2015 $194.06 69167 10183 ‐ BARRON PARK SUPPLY CO INC Plumbing Parts (RSACP) 04/15/2015 $191.61 69124 11326 ‐ LEXISNEXIS MATTHEW BENDER Subscription Online Service March 2015 04/08/2015 $183.34 69103 10348 ‐ COSTCO MEMBERSHIP Annual membership renewal 04/08/2015 $165.00 69188 11449 ‐ MARK, JANE Mileage, Cell Phone Jan‐Mar 2015 04/15/2015 $157.33 69162 11176 ‐ ZORO TOOLS Volunteer tools for resource management 04/08/2015 $143.11 69094 10275 ‐ BECKMAN, CRAIG Cell phone reimbursement ‐ Beckman 04/08/2015 $140.00 69177 11151 ‐ FASTENAL COMPANY Tools ‐ Skyline Area 04/15/2015 $127.90 69159 * 10309 ‐ VERIZON WIRELESS Cell Phone Service 04/08/2015 $125.83 69161 11360 ‐ YUNKER, CHRISTINA Mileage Reimbursement 04/08/2015 $120.96 69191 * 10664 ‐ MISSION TRAIL WASTE SYSTEMS AO Garbage 04/15/2015 $120.16 69091 * 10380 ‐ ALLIED WASTE SERVICES #925 Garbage services for 16060 Skyline Blvd ‐ ECM 04/08/2015 $116.05 69171 10385 ‐ COASTSIDE.NET Internet Services ‐SFO 04/15/2015 $109.00 69193 11144 ‐ PENINSULA MOTOR SPORTS Vehicle maintenance and repairs ‐SFO 04/15/2015 $108.95 69111 10548 ‐ GARTSIDE, ELLEN Mileage Reimbursement 04/08/2015 $103.50 69155 11137 ‐ U.S. FISH AND WILDLIFE SERVICE Permit amendment for U.S. Fish and Wildlife service 04/08/2015 $100.00 69160 * 10527 ‐ WASTE MANAGEMENT Waste Disposal (FO) 04/08/2015 $95.46 69141 10194 ‐ REED & GRAHAM INC Straw Bales for Bald Mtn.Staging Area ‐ SAU 04/08/2015 $87.00 69117 10455 ‐ HUGG, IANTHINA Mileage Reimbursement 04/08/2015 $81.20 69143 10228 ‐ RHF INC Calibrate Radar Unit 04/08/2015 $81.00 69184 10341 ‐ HOOPER, STAN Cell phone reimbursement ‐Hooper‐SFO 04/15/2015 $80.00 page 3 of 4 CLAIMS REPORT MEETING 15‐09 DATE 04‐22‐2015 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check  Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 69106 10243 ‐ DOWNING, BRENDAN Cell phone reimbursement 04/08/2015 $74.88 69151 10162 ‐ TERMINIX PROCESSING CENTER AO Pest Services 04/08/2015 $74.00 69137 10261 ‐ PROTECTION ONE Fire inspection and monitoring ‐ AO 04/08/2015 $70.18 69121 11377 ‐ JOHNSON, KRISTIN EMT Application Reimbursement 04/08/2015 $70.00 69093 10340 ‐ BARRESI, CHRIS Cell phone reimbursement 04/08/2015 $60.00 69185 10455 ‐ HUGG, IANTHINA Cell Phone reimbursement ‐ Jan‐Mar 2015 04/15/2015 $60.00 69187 10490 ‐ KOOPMANN, CLAYTON Cell phone Jan‐Mar 2015 04/15/2015 $60.00 69190 10774 ‐ MICHAEL DEMPSEY, PATRICK DEMPSEY Roads and Trails/Rock for Silva Project ‐RR 04/15/2015 $51.90 69178 10169 ‐ FOSTER BROTHERS SECURITY SYSTEMS Keys 04/15/2015 $45.68 69174 11210 ‐ DATA SAFE AO Shredding 04/15/2015 $40.00 69166 10294 ‐ AMERIGAS‐SAN JOSE SFO HVAC Propane install 04/15/2015 $39.99 69209 10165 ‐ UPS Shipping charges 04/15/2015 $23.92 69156 10165 ‐ UPS Shipping charges 04/08/2015 $23.29 69198 10256 ‐ ROBERT'S HARDWARE Field Supplies 04/15/2015 $22.06 69170 11506 ‐ CITY OF SAN JOSE Red Cross Training fees 04/15/2015 $19.00 69197 10299 ‐ RANCHO COBBLER & CLEANER Sew badge tabs on jacket 04/15/2015 $12.50 GRAND TOTAL $450,422.47 * Annual Claims ** Hawthorn Expenses BC = Bear Creek                                         LH = La Honda Creek                      PR = Pulgas Ridge                              SG = Saratoga Gap                                                        TC = Tunitas Creek CC = Coal Creek                                         LR = Long Ridge                               PC = Purisima Creek                         SA = Sierra Azul                                                             WH = Windy Hill ECdM = El Corte de Madera                    LT = Los Trancos                              RSA = Rancho San Antonio              SR= Skyline Ridge                                                          AO = Administrative Office 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                                  PR = Picchetti Ranch                       SJH = St Joseph's Hill                        TW = Thornewood                                                        SAO = South Area Outpost RR/MIN = Russian Ridge ‐ Mindego Hill  page 4 of 4 R-15-66 Meeting 15-10 April 22, 2015 AGENDA ITEM 3 AGENDA ITEM Amendment to Geotechnical Investigations Agreement with Haro Kasunich and Associates Inc. for a Total Authorized Amount of $51,990. GENERAL MANAGER’S RECOMMENDATION Authorize the General Manager to amend the existing agreement with Haro Kasunich and Associates Inc. (HKA) to increase the agreement amount by $26,990 for a total not to exceed amount of $51,990, to include additional geotechnical investigations, design, and construction oversight associated with the La Honda Creek Open Space Preserve Watershed Protection Program, Driscoll Ranch Roads sediment reduction project. SUMMARY The District currently has an agreement with HKA to perform geotechnical investigations and construction oversight associated with three specific work sites for the Driscoll Ranch Roads Sediment Reduction Project, which is a sub element of the La Honda Creek Open Space Preserve (OSP) Watershed Protection Program. The project is funded by a $231,000 Fisheries Restoration grant from the California Department of Fish and Wildlife (CDFW) and is matched by $272,000 funded by Measure AA. The expansion of the project scope is due to additional road work that was identified this spring plus damage to a livestock pond berm which occurred during the December, 2014 storms that compromises access to two grant funded work sites. The original agreement with HKA was executed under the General Manager’s authority on February 5, 2015 and the $26,990 requested for this work exceeds that authority. The granting agency, CDFW, concurs with the recommended changes to the Grant Agreement. The additional geotechnical investigations will lead to additional construction work, estimated at $75,000, which will be brought before the Board later in the year and will be paid for by funds reallocated within the FY2015-16 Natural Resources Department budget. DISCUSSION The existing agreement with HKA was approved by the General Manager on February 5, 2015 for $23,030 to perform geotechnical investigations and construction oversight at three specific work sites (sites 9, 16, and 36) with an authorization of up to $1,970 for additional services as needed for a total not-to-exceed contract amount of $25,000. The contract is tied to performance of geotechnical services required for implementation of the Measure AA and state grant funded La Honda Creek OSP Watershed Protection Program, Driscoll Ranch Roads sediment reduction project. R-15-66 Page 2 The geotechnical investigations performed by HKA are focused on three work sites (sites 9, 16, and 36) having deep road fill that will be excavated and replaced when upgrading the existing culverts and ranch roads in order to convey storm water without delivering sediment downstream into San Gregorio Creek. San Gregorio Creek is currently impaired due to excess sediment, and has documented presence of protected fish species. Due to both the poor quality fill encountered at one of the larger grant funded work sites (site 9), and a berm failure (that also serves as road access to two additional grant funded restoration work sites), staff recommends updating the existing grant agreement to include additional geotechnical work, design, and construction oversight. This will allow staff to keep this time-sensitive grant funded work moving forward by ensuring poor quality road fill is adequately re-compacted during implementation, and that construction equipment has access to all of the grant funded work sites. Added benefits of completing this additional work include: long term stabilization of an important Preserve access road, stabilization of a known California red-legged frog (CRLF) breeding pond through berm repair, reduced sediment delivery and protection of downstream restoration sites. Using the same geotechnical firm for both additional road work and berm repair work will result in cost savings for implementation of the project, through reduced inspections, as these can be completed by persons already onsite to oversee the rest of the grant funded work. The granting agency, CDFW, has been made aware of the changes to the project and they are in agreement that that this additional work would be beneficial to completion of the overall project. The additional road work falls within the grant proposed scope of the project and CDFW has already reviewed and approved the addition of the berm repair to both provide access to grant funded work sites, but also to prevent further sedimentation within the watershed. FISCAL IMPACT Approval of the General Manager’s recommendation will extend the project cost to a not-to- exceed amount of $51,990, which includes the original project proposal amount of $25,000 plus expanded scope costs of $26,990. This project was budgeted within the FY2015-16 Natural Resources Department budget, which includes $503,000 for the Driscoll Ranch Roads Sediment Reduction Project. Once the geotechnical investigations and design are completed, bids will be solicited for construction for the entire sediment reduction project. The additional scope resulting from this contract amendment is estimated to increase construction costs by an additional $75,000 and will be brought before the Board in June, 2015. Funds for increased construction costs will be reallocated within the FY2015-16 Natural Resources Department budget. BOARD COMMITTEE REVIEW There was no Committee review for this agenda item as the original contract was approved by the General Manager within his signing authority. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. R-15-66 Page 3 CEQA COMPLIANCE Although amending the existing agreement with HKA to provide additional geotechnical investigations, design services, and construction oversight is not considered a project under CEQA, work resulting from the design is consistent with the Mitigated Negative Declaration and Mitigation Monitoring Plan for Implementation of the La Honda Creek Master Plan, approved by the Board on August 22, 2012 (see Report R-12-83). NEXT STEPS Upon Board authorization, the contract with HKA will be amended to include additional geotechnical investigations, design of long term berm repair and construction oversight at the failed pond berm within the La Honda Creek Open Space Preserve. Once HKA’s design is approved, staff will solicit bids for implementation of both the grant funded road upgrades as well as long term berm repair. Award of contract for that work is anticipated to come before the board in June of 2015. Attachment 1. Site Map Responsible Department Head: Kirk Lenington, Natural Resources Manager Prepared by: Julie Andersen, Natural Resources Department Planner II Contact person: Julie Andersen, Natural Resources Department Planner II 16 9 55 54.2Pond Berm Failure 36 ·|}þ84 La Honda Road San GregorioCree k L aHondaCreek PineTreeGulch Bogess Creek HarringtonCreek SanGregorioCreek ElCortedeMaderaCreek Mid p e ni ns ula Re gi ona lOpen S p a ce Dis tri ct P ro j ec t L ocation April, 2015 Path: G:\Projects\La_Honda_Creek\CDF_FisheriesRestorationGrant\2015_HKA_Amendment.mxd Created By: jandersen LA HONDA WOODSIDE PALO ALTO MINDEGO HILL BIG BASINFRANKLIN POINT 0 0.950.475Miles I (M ROS D) While the District strives to use the best available digital data, this data does not represent a legal survey and is merely a graphic illustration of geographic features. Area ofDetail La Honda CreekOpen Space Preserve !Pr o jec t S i tes MR OS D Pres erve Mino r U npa ved Roa d Sea so nal Unp aved R anch Ro ad Mino r Paved Ro ad Ma jo r Ro ad ! ! ! ! ! ! AGENDA ITEM 4 R-15-69 Meeting 15-10 April 22, 2015 Approval of Agreement for Legislative Consulting Services GENERAL MANAGER’S RECOMMENDATION Authorize the General Manager to execute a Consulting Services Agreement with Public Policy Advocates, LLC, to provide California legislative and advocacy services during Fiscal Year 2015-16 for an amount not-to-exceed $28,000. SUMMARY Public Policy Advocates, LLC, (PPA) through the work of Ralph Heim and associates, has provided the Midpeninsula Regional Open Space District (District) with quality legislative consulting services to monitor, report on, and advocate for emerging policy issues of interest to the District since 1983. These services have enabled the District to take advantage of opportunities as well as avert potential threats. PPA is uniquely suited to provide expertise in this area given their familiarity with the District’s mission, range of projects, and goals, and would directly support and assist the Board-approved Legislative and External Affairs Specialist position when hired. Because of the District’s long- standing relationship with PPA, they have been working with the District at a discounted rate and only last year raised fees to $28,000, which is still well below market rate for legislative services. PPA has agreed to continue at the same rate of $28,000 per year for Fiscal Year (FY) 2015-16. Funds for this purpose are included in the FY2015-16 Public Affairs budget. DISCUSSION PPA, through primarily Ralph Heim, has effectively represented the District in Sacramento since 1983. Board members and staff recognize the extraordinary time and effort PPA dedicates to reviewing pending legislation and calling the District’s attention to important issues, including new bills that affect the use and management of open space lands, natural resource protection, public employee costs, and special district governance. With continued state budget uncertainty and the District’s particularly high demand for expert outside resources to help identify emerging issues and legislative items that may be of keen interest to the District, it is in the District’s best interest to retain a firm capable of strong, strategy advocacy in Sacramento that already possesses a solid understanding of the District’s unique programs, structure, and issues of interest, and strong connections with legislators and other key prominent people. With the addition of a Legislative and External Affairs Specialist position as part of the FY2015- 16 Budget, PPA will extend valuable support to and work closely with this new position to more R-15-69 Page 2 comprehensively and proactively review, evaluate, and strategize on proposed new legislation than was previously possible. The Legislative and External Affairs Specialist will work directly with PPA to protect District interests by identifying bills that should be tracked and monitored, researching other local, partner, and sister agency opinions on proposed legislation, and recommending positions of support and opposition to the General Manager. Board Policy on Public Contract Bidding, Vendor and Professional Consultant Selection, and Purchasing allows for sole sourcing of professional services, including legislative consulting services, when “it is appropriate and in the best interest of the District under the specific circumstances of the project at issue, to limit the number of consultants solicited”. Board policy also states that “When Board approval is required, the documented basis for such action shall be included in the report to the Board” (Section III.D.6), which justification is provided in this report.   Since 1983, PPA has worked very effectively on the District’s behalf and has done an outstanding job protecting the District’s legislative interests at a very reasonable cost of $28,000 per years, which continues to be well below market cost. Given the high quality work of PPA at a continued low cost, the General Manager recommends retaining the services of PPA for the purpose of providing legislative monitoring, consulting and lobbying services through the end of FY2015-16 at a contract amount not-to-exceed $28,000. The fee would be paid on a monthly basis of $2,333.34 per month and either party may terminate the agreement by providing thirty- day written notice. FISCAL IMPACT The $28,000 cost has been included in the FY2015-16 Annual Budget for the Public Affairs Department, which was adopted March 25, 2015. BOARD COMMITTEE REVIEW This item was not previously reviewed by a Board Committee. PUBLIC NOTICE Notice has been provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE The proposed action is not a project under the California Environmental Quality Act (CEQA) and no environmental review is required. NEXT STEP Upon Board authorization, the General Manager will execute the contract with Public PPA to utilize the consulting services through March 31, 2016. PPA has committed to attend Legislative, Funding, and Public Affairs Committee meetings via conference call to update Committee members on legislation affecting the District with a legislative briefing to the District Board of Directors scheduled for the fall. R-15-69 Page 3 Prepared by: Ana Ruiz, Assistant General Manager, AICP Contact person: Shelly Lewis, Public Affairs Manager R-15-70 Meeting 15-10 April 22, 2015 AGENDA ITEM 5 AGENDA ITEM Update and Preview on the Web Site Redesign GENERAL MANAGER’S RECOMMENDATION Receive an informational report by Web Administrator Cydney Bieber on the District’s Web Site Redesign Project. DISCUSSION Cydney Bieber, the District’s Web Administrator, will provide a brief demonstration of the newly reformatted web site, which is currently in progress and scheduled for release in early summer. Ms. Bieber will showcase several new features along with some design changes to make the website more functional and easier to navigate. FISCAL IMPACT None BOARD COMMITTEE REVIEW The Web Site Conversion and Redesign Project was presented to the Action Plan and Budget Committee as part of the Action Plan and Budget review for Fiscal Years 2014-15 and 2015-16. PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE This item is not a project subject to the California Environmental Quality Act. NEXT STEPS The Web Administrator will continue with the conversion and beta testing of the web site. The project is on schedule and planned for completion in the summer of 2015. Responsible Department Head: Ana Ruiz, Assistant General Manager R-15-70 Page 2 Prepared by: Shelly Lewis, Public Affairs Manager R-15-68 Meeting 15-10 April 22, 2015 AGENDA ITEM 6 AGENDA ITEM Contract Award for Landscape Architecture Services for Alma College Site Rehabilitation Plan. GENERAL MANAGER’S RECOMMENDATIONS 1. Authorize the General Manager to enter into a professional services contract with PGA Design, Inc., for an amount of $133,775 to develop a cultural landscape rehabilitation plan and identify partnership opportunities for the former Alma College site. 2. Authorize an additional contingency of $16,225 to cover unforeseen requirements, for a total not-to-exceed potential contract amount of $150,000. SUMMARY The former Alma College site is located at a prominent future access point for Bear Creek Redwoods Open Space Preserve, and as such the disposition of the site is critical to opening the Preserve to the public. Through a Request for Proposals process, PGA Design Inc. was selected to develop a concept plan and identify partnership opportunities for the rehabilitation of the cultural landscape, including selective demolition and potential re-use of the site. This information will facilitate necessary decisions regarding the site and allow overall public access planning to continue for the larger Preserve in a timely manner. MEASURE AA The Alma College Site Rehabilitation Plan and CEQA work is included in the Fiscal Year (FY) 2015-16 Action Plan as Measure AA Project #21-6. With the Board’s approval, this project was moved onto the initial Five-Year Measure AA Implementation Plan from the “parking lot” list as part of the FY2015-16 Action Plan. BACKGROUND The former Alma College site is an historic district currently listed on the Santa Clara County Heritage Resource Inventory, and is eligible for listing on the National Register of Historic Places. Given this status, any future use of the site must include the protection of cultural resources, or alternatively, mitigate for the alteration and/or removal of such resources. In order to complete an expedited yet comprehensive planning and CEQA process for Bear Creek Redwoods Open Space Preserve to open the area to the public and ensure that the cultural resources associated with the former Alma College site are adequately considered, the services of a consultant team with expertise in cultural/historic landscapes is required. R-15-68 Page 2 DISCUSSION Alma College’s multi-layered history has been extensively documented, most recently in the 2010 Alma College Conditions Assessment Report (see report R-09-57). This history can be revived and interpreted at minimal expense through restoration of certain landscape elements, including pathways/circulation patterns, remnant shrines, fountains, and other minor site features; vegetation management to regain the site’s former open and ordered character; and installation of signage and other interpretive materials. In addition, the chapel and library buildings are historically significant and retain sufficient structural and aesthetic soundness to be re-used with substantial partnership support. Design and planning assistance from an historic landscape architect, with support from an architectural historian and structural engineering consultants, is needed to develop a concept for cultural landscape rehabilitation and identify partnership opportunities for re-use of the historic structure(s). To solicit interest from qualified professionals to assist on this project, a RFP was released on March 2, 2015, via direct email and posting to the District website, and a pre-proposal site tour was conducted on March 18. Six proposals were received as shown below. Firm Location Proposal Amount BFS Landscape Architect Monterey, CA $112,795 John Northmore Roberts and Associates Berkeley, CA $122,475 MIG Landscape Architects Berkeley, CA $127,846 PGA Design Oakland, CA $123,775 RRM Design Group San Leandro, CA $124,332 SWA Design Sausalito, CA $180,837 Based on an evaluation by a selection committee, the firm PGA Design Inc. was clearly identified as the most qualified given their prior experience and expertise in the field of historic landscape architecture. PGA Design Inc., who contributed to the 2010 Alma College Conditions Assessment, also demonstrated a sound knowledge of the project’s background and setting, and submitted a high quality proposal. In addition, the PGA team is particularly unique in that they have included a recreation planning and economics specialist who is specifically tasked with identifying and developing potential partnership opportunities for adaptive re-use of the former Alma College site. The Alma College Site Rehabilitation Plan budget was estimated at $150,000. Fee proposals were submitted separately and were considered after the initial evaluation of each firm’s qualifications. PGA Design’s fee proposal was in the mid-range of the proposals received and represents an excellent value given the extra services provided. Following negotiations, scope and fee of $10,000 to cover two additional public meetings (likely to be necessary due to the complex nature of the project) was added to the base fee, bringing the total contract amount to $133.775. FISCAL IMPACT The FY2015-16 Budget includes sufficient funds for the proposed professional services contract for the Alma College Site Rehabilitation Plan. R-15-68 Page 3 BOARD COMMITTEE REVIEW The Alma College Site Rehabilitation Plan was reviewed by the Action Plan and Budget Committee during the FY2015-16 budget process. Subsequently, the project was discussed at the Planning and Natural Resources (PNR) Committee on April 14, 2015. The PNR confirmed the proposed planning approach, which includes integrating the environmental review of the Alma College Site Rehabilitation Project into a larger Environmental Impact Report (EIR) that will be prepared for three active projects that are underway at Bear Creek Redwoods Open Space Preserve. Previously the Sierra Azul/Bear Creek Redwoods Preserve Master Plan Ad Hoc Committee reviewed the Alma College Site Conditions Assessment and directed staff to seek partnership opportunities for re-use of the site. The project was deferred by the Board in 2010 to address other higher project priorities. PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE Contracting professional services to plan and design public access facilities is not considered a project under CEQA. As discussed above, CEQA analysis of conceptual alternatives for the re- use of the former Alma College site will be conducted as part of the Bear Creek Redwoods Preserve EIR process. NEXT STEPS Development of the Alma College Site Rehabilitation Plan will include periodic review by the PNR committee, as shown below: Task Date PNR review of Alma College Site Rehabilitation Plan project alternatives June 2015 Board considers approval of the BCR Preserve Plan, including Alma College project alternatives, as the CEQA Project Description for environmental review purposes June 2015 Conduct CEQA Review Summer/Fall 2015 EIR Certification December 2015 Responsible Department Head: Jane Mark, AICP, Planning Department Manager Prepared by: Lisa Bankosh, Planner III Contact person: Lisa Bankosh, Planner III