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Home My Public Portal About20161109 - Agenda Packet - Board of Directors (BOD) - 16-28 REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 Wednesday, November 9, 2016 Regular Meeting starts at 7:00 PM* A G E N D A 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. SPECIAL ORDERS OF THE DAY • Introduction of Staff o Matt Brunnings, Capital Project Manager III o Janine Ward, Procurement and Contract Specialist 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 October 26, 2016 Minutes 2. Approve Claims Report Meeting 16-28 3. Use and Management Plan Amendment for Fremont Older Open Space Preserve and Award of Contract to West Coast Netting Construction Services to install the Prospect Road Parking Area Safety Structure for a Base Amount Not-to-Exceed $46,500 and a Separate 15% Contingency (R-16-132) Staff Contact: Dale Grogan, Capital Project Manager III and Gretchen Laustsen, Planner III General Manager’s Recommendation: 1. Approve a Use and Management Amendment to allow for the construction of a net canopy safety structure at Fremont Older Open Space Preserve. 2. Authorize the General Manager to enter into a contract with West Coast Netting Construction Services of Kingman, Arizona for an amount not to exceed $46,500. 3. Authorize a 15% construction contract contingency in the amount of $6,975 to be reserved for unanticipated issues, thus allowing a total contract amount not-to-exceed $53,475. 4. Resolution and Approval of Caltrans Cooperative Agreement for Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project (R-16-147) Staff Contact: Julie Andersen, Resources Specialist III General Manager’s Recommendation: Adopt a Resolution approving the Caltrans Cooperative Agreement and authorizing the General Manager to enter into the Agreement for a not-to-exceed amount of $165,000 to fund Caltrans’ oversight of the development of a Project Initiation Document for the Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project. 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. Proposed Expansion of Dogs On-Leash Access on All Trails at El Sereno Open Space Preserve (R-16-148) Staff Contact: Tina Hugg, Senior Planner and Alicia Halpern, Planner I, Planning Department General Manager’s Recommendation: 1. Approve the proposed project description for the El Sereno Dog Access Project, as set out in this report, to proceed with the required environmental review in accordance with the California Environmental Quality Act. 2. Approve the above project description for a future Use and Management Plan Amendment for El Sereno Open Space Preserve, excluding trail segment over San Jose Water Company Property, pending formalized access rights. 6. Year-End Review of the Fiscal Year 2015-16 District Budget and Action Plan (R-16-118) Staff Contact: Stefan Jaskulak, Chief Financial Officer and Nicole Gonzales, Finance & Budget Analyst II General Manager’s Recommendation: No Board action required. 7. Annual Integrated Pest Management Report, 2015 (R-16-120) Staff Contact: Coty Sifuentes-Winter, IPM Coordinator General Manager’s Recommendation: No Board action required. INFORMATIONAL MEMORANDUM • Summary of the 10/17/16 Facilities Ad Hoc Committee Meeting 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 *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 regular meeting of the MROSD Board of Directors was posted and available for review on November 4, 2016, 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 October 26, 2016 Board Meeting 16-26 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 October 26, 2016 DRAFT MINUTES SPECIAL MEETING – STUDY SESSION President Kishimoto called the special meeting to order at 5:35 p.m. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Larry Hassett, and Yoriko Kishimoto Members Absent: Cecily Harris, Curt Riffle, and Pete Siemens Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz, Assistant General Manager Kevin Woodhouse, Chief Financial Officer/ Administrative Services Director Stefan Jaskulak, General Counsel Sheryl Schaffner, District Clerk/Assistant to the General Manager Jennifer Woodworth, Land and Facilities Manager Brian Malone, Visitor Services Manager Michael Newburn, District Controller Mike Foster, Real Property Manager Mike Williams. Planning Manager Jane Mark, Public Affairs Manager Shelly Lewis, Engineering and Construction Manager Jason Lin, Natural Resources Manager Kirk Lenington 1. Project Delivery Process Overview (R-16-135) Director Harris arrived at 5:35 p.m. Director Siemens arrived at 5:43 p.m. Director Riffle arrived at 5:57 p.m. Assistant General Manager Ana Ruiz provided the staff report explaining the Project Delivery Process (PDP) was created based on one of the recommendations of the Financial and Operational Sustainability Model Study (FOSM). The PDP helps position the District to better anticipate change, continue sustainable growth, maintain long-term momentum, achieve Measure AA and Vision Plan goals, etc. The PDP was developed by staff from six departments through Meeting 16-26 Page 2 collaborative workshops and incorporates all departments’ perspectives. The PDP retains organizational collaboration, promotes communication, and provides clear roles and responsibilities for all levels of the organization. Ms. Ruiz outlined the steps of the PDP, including priority setting by the Board of Directors, property acquisition, restoration, planning, trail construction, etc. Since its implementation in January 2016, staff is already benefiting from lessons learned, such as an increased focus on resource loading and early project scoping/ programming. Ms. Ruiz provided examples of projects that are following the new PDP process and how they are coordinated by District staff. In addition to implementation of the PDP, other activities to support project delivery are underway at the District, including hiring a new procurement and contracting agent, creation of three new departments, and new computer software and associated training for staff members. Director Siemens requested more information regarding the District’s project tracking system. Chief Financial Officer/Administrative Services Director Stefan Jaskulak explained the District has updated several other project pieces including capital improvement project budgeting, implementation of Sharepoint software, etc. with the goal of a cloud-based tracking system to be used throughout the District. Director Riffle inquired how staff is measuring success of the PDP. Ms. Ruiz explained staff seeks to meet the targets set by Measure AA, complete projects on time, and keep department managers informed regarding ongoing departmental projects. Director Harris requested additional information regarding the budgeting and funding process related to outside funding because these funding sources may not follow the same timeline as the project. Ms. Ruiz explained projects may be postponed if the project is dependent on outside funding, such as grants. Director Cyr requested additional information regarding the project handoffs among the departments. Ms. Ruiz explained there will be a formal handoff of duties as the project moves through the various phases, but the members of the project team will not change as project progresses. The project team as a whole helps scope the project and remains involved. Director Siemens suggested creation of a project summary sheet that shows the progress of the project without a large amount of detail. The project summary would be helpful for the Board and members of the public. Public comments opened at 6:47 p.m. No speakers. Public comments closed at 6:47 p.m. No Board action required. Meeting 16-26 Page 3 President Kishimoto adjourned the special meeting at 6:47 p.m. REGULAR MEETING President Kishimoto called the regular meeting of the Midpeninsula Regional Open Space District to order at 7:02 p.m. 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 Ana Ruiz, Assistant General Manager Kevin Woodhouse, Chief Financial Officer/ Administrative Services Director Stefan Jaskulak, General Counsel Sheryl Schaffner, District Clerk/Assistant to the General Manager Jennifer Woodworth, Land and Facilities Manager Brian Malone, Visitor Services Manager Michael Newburn, District Controller Mike Foster, Real Property Manager Mike Williams. Planning Manager Jane Mark, Public Affairs Manager Shelly Lewis, Engineering and Construction Manager Jason Lin, Natural Resources Manager Kirk Lenington ORAL COMMUNICATIONS No speakers. ADOPTION OF AGENDA Motion: Director Cyr moved, and Director Hanko seconded the motion to adopt the agenda. VOTE: 7-0-0 CONSENT CALENDAR Public comment opened at 7:08 p.m. No speakers. Public comment closed at 7:08 p.m. Motion: Director Cyr moved, and Director Riffle seconded the motion to approve the Consent Calendar. VOTE: 7-0-0 1. Approve October 12, 2016 Minutes Meeting 16-26 Page 4 2. Approve Claims Report 3. Award of Contract to Randazzo Enterprises, Inc. to Complete the Driscoll Ranch Remediation and Demolition Project (Project) at La Honda Creek Open Space Preserve for a Base Amount Not-to-Exceed $231,742 and a Separate 10% Contingency (R-16-136) General Manager’s Recommendation: 1. Authorize the General Manager to enter into a contract with Randazzo Enterprises, Inc. of Castroville, CA, for a not-to-exceed base amount of $231,742 to complete the Project. 2. Authorize a 10% construction contract contingency in the amount of $23,174 to be reserved for unanticipated issues, thus allowing the total contract amount not-to-exceed $254,916. Director Hassett inquired regarding the notification for the request for bids. Water Resources Specialist Aaron Hebert reported nine contractors attended the walk through and was surprised more bids were not received. 4. Contract Authorization for Integrated Pest Management Implementation along the Roads and Trails at Bear Creek Redwoods OSP (R-16-121) General Manager’s Recommendation: 1. Authorize the General Manager to enter into a contract with Ecological Concerns, Inc. of Santa Cruz, California in the amount not to exceed $37,000 to provide services to implement the Integrated Pest Management Plan for vegetation restoration along the Roads and Trails at Bear Creek Redwoods Open Space Preserve in Fiscal Year 2016-17. 2. Authorize the General Manager to extend the above contract in the amount not to exceed $37,000 per year in Fiscal Years 2017-18 through 2019-20 to provide services to implement the Integrated Pest Management Plan for vegetation restoration along the Roads and Trails at Bear Creek Redwoods Open Space Preserve if the Board approves this funding in the future budgets. 3. Adopt a Resolution approving a budget adjustment/increase in the amount $37,000 to the Fiscal Year 2016-17 District budget to fund the project. 5. Contract Amendment for Water Engineering and Consulting Services (R-16-131) General Manager’s Recommendation: 1. Authorize the General Manager to execute a contract amendment with Wagner & Bonsignore Engineers for additional services related to water systems and water rights in the amount of $45,000 in Fiscal Year 2016-17. 2. Authorize the General Manager to extend the above contract in the amount not to exceed $40,000 in Fiscal Year 2017-18 to provide additional services related to water systems and water rights if the Board approves this funding in the FY2017-18 budget. 6. Award of Contract to Butano Geotechnical Engineers, Inc., for Geotechnical Engineering Quality Control Observation and Testing Services in support of the Mount Umunhum Road Rehabilitation Project (R-16-137) General Manager’s Recommendation: Meeting 16-26 Page 5 1. Authorize the General Manager to enter into a professional services contract with Butano Geotechnical Engineers, Inc., in the amount of $79,890 to perform third party quality control geotechnical observation and testing in support of the Mount Umunhum Road Rehabilitation Project at Sierra Azul Open Space Preserve. 2. Authorize a 10% contract contingency in the amount of $7,989 to be reserved for additional investigation, observation, and testing due to changes in construction scope or unforeseen conditions, for a not-to-exceed total contract amount of $87,879. 7. Update to the Annual Review of Restricted, Committed, Assigned, and Unassigned Reserves and Reserve Amounts (R-16-138) General Manager’s Recommendation: Adopt a resolution amending the Fund Balance Policy to authorize (1) a $5 million increase in the Infrastructure Fund for the Administrative and Field Offices, and (2) adjust the minimum Unassigned Fund Balance to 30% of Budgeted General Fund Tax Revenue, instead of a fixed dollar amount and (3) provide flexibility to repay unassigned reserve fund spending to a cap of 5% of Budgeted General Fund Tax Revenue. 8. Revise a Resolution to Accurately Reflect Board Appointee Compensation in Response to California Public Employees’ Retirement System Public Agency Review (R-16- 139) General Manager’s Recommendation: Adopt a resolution to supersede resolutions which did not include language required by CalPERS to accurately reflect Employer Paid Member Contributions as special compensation for Board Appointees. 9. Contract to Provide Fence Installation Work at the Skyline Ridge Open Space Preserve (R-16-133) General Manager’s Recommendation: 1. Authorize the General Manager to enter into an agreement with Hammer Fence, for a total contract amount not to exceed $73,122.75 to provide fence installation work at the Skyline Ridge Open Space Preserve for riparian resource protection from the cattle grazing operation. 2. Determine that the recommended action is exempt from the California Environmental Quality Act. Director Hassett inquired regarding the notification for the request for bids and the price of the contract. Land and Facilities Services Manager reported on the process used to solicit bids, but there was limited availability among the contractors to complete the work. Also, the fence location is along very rough terrain, which may require additional fence length and cause a price increase. BOARD BUSINESS 10. Consideration of San Mateo County Farm Bureau Request for Indemnification of Grazing Tenants and Request for Meeting with Board Members (R-16-140) Meeting 16-26 Page 6 General Manager Steve Abbors provided introductory comments summarizing the recent history of the issue and the San Mateo County Farm Bureau’s request to meet with the Board of Directors. Assistant General Manager Kevin Woodhouse described the District’s history in the coastal area including the District’s mission statement and memorandum of understanding (MOU) for the Coastal Annexation Area. Mr. Woodhouse discussed the District’s history of working with the Farm Bureau and discussion related to the insurance indemnity issue raised by the Farm Bureau. Land and Facilities Services Manager Brian Malone provided the staff report describing the insurance indemnification issue included in the District’s standard grazing lease requiring the tenant to indemnify the District, which is also included by other comparable public agencies in the Bay Area surveyed and is a best management practice recommended by the District’s Joint Powers Insurance Authority. Mr. Malone reported on issues raised and suggestions made at the October 3, 2016 Farm Bureau meeting, including the MOU with the San Mateo Coastal area, a dual indemnification clause and discounted grazing lease. Director Hassett inquired if staff is aware of any issues arising among the comparable agencies where the indemnification clause was used. Mr. Malone reported anecdotal evidence was found, but District staff was unable to find any legal cases or lawsuits where the indemnification clause was used. Director Kishimoto requested information related to how the current status must change to help accommodate public access alongside grazing operations. Mr. Malone reported the largest issue raised has been security, which has led the District to install self-closing gates, Additionally, District staff has increased trail maintenance and installed signs to educate visitors. Public comment opened at 7:43 p.m. BJ Burns president of the San Mateo County Farm Bureau spoke regarding the liability to the ranchers when public access is introduced to the grazing property and requested the District add the ranchers as the additional insured on the insurance policy. Even if the tenants paid noting in rent, the rancher may be put out of business if he/she was sued in the future. Mr. Burns stated he did not believe signs would work to prevent the public from accessing closed areas. Vince Fontana spoke regarding the District’s discounted fees for grazing stating the grazing land is limited on the San Mateo Coast. Mr. Fontana spoke regarding public access to grazing land stating accidents may happen and his apprehension related to public access due to possible lost revenue. Mr. Fontana spoke regarding sharing responsibility with the District for public access. Tom Pacheco spoke regarding his past relationship with the Peninsula Open Space Trust who added Mr. Pacheco as added as an additional insured when the Square Pegs foundation operated on his property. Ron Sturgeon stated the rancher should not have to insure the District because the District is already insured. Mr. Sturgeon stated the District is limiting the potential for the grazing land by Meeting 16-26 Page 7 requiring the indemnification clause for tenants. Mr. Sturgeon stated introducing the public and grazing creates risk and liability. Mr. Sturgeon provided copies of an Environmental Impact Report from the County of San Mateo. Doug Edwards lessee for the Tunitas Creek and October Farms properties spoke regarding lawsuits ranchers in the East Bay have been involved in. Peter Markey spoke in favor of building fences between the cattle and the public. Mr. Markey stated signs are often removed by members of the public. Public comment closed at 8:21 p.m. President Kishimoto spoke regarding the importance of agricultural land on the San Mateo Coast. Director Hassett spoke regarding his history with the District related to the road to his property becoming accessible to the public. Director Hassett spoke regarding the accommodations made by the District to ensure the safety of the public and his family. Director Riffle suggested the District may want to reexamine its policies in working with tenants and partners and help these small businesses survive. General Counsel Sheryl Schaffner stated the District has offered and continues to offer to have discussions with the tenants and/or their insurers related to public access on grazing properties. Director Hanko spoke in favor of separating the public from grazing operations. Director Siemens spoke in favor of researching the possibility of including a dual indemnification clause in the grazing lease. Ms. Schaffner explained staff has spoken with its insurance pool authority, and the rule of thumb is that the party responsible for managing the property carries the greater level of risk. However, in practice public agencies often pay a much larger share of defending against lawsuits and any damages awarded. Mr. Abbors spoke in favor of working with the District’s tenants, other grazers, and members of the public to identify best practices for public access on grazing property. Director Kishimoto spoke in favor of continuing to work with grazers to maximize cooperation and learning among the groups. Director Harris spoke in favor of her constituents who want to access the trails and continue to support the District and supported Measure AA. Motion: Director Cyr moved, and Director Harris seconded the motion to: 1. Affirm continued use of standard grazing lease language that requires District grazing tenants to indemnify the District. 2. Approve the draft Board response letter to the Farm Bureau, as amended, and direct the General Manager to send. Meeting 16-26 Page 8 VOTE: 6-0-1 The Board recessed at 9:04 p.m. and reconvened at 9:15 p.m. with all directors present. 11. Fiscal Year 2016-17 Quarter 1 District Budget Amendments (R-16-134) Item 11 was heard after Item 15. Chief Financial Officer/Administrative Services Director Stefan Jaskulak provided the staff recommendation explaining the forecasting and budget adjustment process, which is done on a quarterly basis. Budget adjustments are also done as need for individual contracts. Mr. Jaskulak provided a breakdown of the proposed budget amendment to Measure AA fund and general fund expenditures and explained the adjustments are due to project carryovers, project savings and overages. Directors Cyr and Riffle spoke in favor of the new budget adjustment process. Public comment opened at 9:28 p.m. No speakers. Public comment closed at 9:28 p.m. Motion: Director Riffle moved, and Director Cyr seconded the motion to: 1. Adopt a resolution approving the proposed FY2016-17 Quarter 1 District Budget amendments. 2. Adopt a resolution approving the administrative budget cleanup for the previously approved Petersen property purchase. VOTE: 7-0-0 Director Harris left at 9:30 p.m. Agenda items 12, 13, and 14, were presented together. 12. Approval of Salary Adjustments and Revised Employment Agreement for Board Appointee Controller (R-16-141) 13. Approval of Salary Adjustments and Revised Employment Agreement for Board Appointee General Counsel (R-16-142) 14. Approval of Salary Adjustments and Revised Employment Agreement for Board Appointee General Manager (R-16-143) Human Resources Supervisor Candice Basnight summarized the annual evaluation process for the Board appointees, including meetings of the Board Appointee Evaluation Committee and Board of Directors. The Human Resources department also completed a salary survey at the request of the Board Appointee Evaluation Committee. Meeting 16-26 Page 9 Board Appointee Evaluation Committee Chair Director Siemens stated that as a result of the Board’s evaluation of the performance of the District’s Board Appointees for Fiscal Year 2015- 16, the Board Appointee Evaluation Committee recommends the following compensation adjustments for the Controller for Fiscal Year 2016-17: Adjust the Controller’s annual salary to $42,900 plus a one-time merit pay bonus of $2,300. Adjust the General Counsel’s base salary upward to $222,760 plus a one-time merit pay bonus of $10,600. Adjust the General Manager’s base salary upward to $247,600, plus a one-time merit pay bonus of $12,000. Public comment opened at 9:32 p.m. No speakers. Public comment closed at 9:32 p.m. Motion: Director Siemens moved, and Director Hassett seconded the motion to adopt resolutions approving an amended employment agreements and one-time merit pay bonuses for the District Controller, General Counsel, and General Manager and authorize the Board President to execute revised Board Appointee Employment Agreements. VOTE: 6-0-0 (Director Harris absent.) 15. Appointment of Unopposed Candidates in Wards 3, 4, and 7 (R-16-144) Item 15 was heard before Item 11. District Clerk/Assistant to the General Manager Jennifer Woodworth explained the candidates for Wards 3, 4, and 7 were unopposed in the election, which was subsequently cancelled as a result. The unopposed candidates may be appointed and serve a four-year term as if they were elected. Public comment opened at 9:32 p.m. No speakers. Public comment closed at 9:32 p.m. Motion: Director Kishimoto moved, and Director Siemens seconded the motion to adopt resolutions appointing the following unopposed candidates: J. Edmond (Jed) Cyr, Jr. as Ward 3 Director to a four-year term; Curtis R. Riffle as Ward 4 Director to a four-year term, and Cecily Harris as Ward 7 Director to a four-year term. VOTE: 7-0-0 Ms. Woodworth administered the Oath of Office to Directors Cyr, Riffle, and Harris. Meeting 16-26 Page 10 INFORMATIONAL MEMORANDUM • Proposed Changes to the Process for Appointing District Peace Officers and Redesign of the District Rangers’ Badge INFORMATIONAL REPORTS A. Committee Reports President Kishimoto reported on meetings of the Facilities and Board Retreat ad hoc committees. B. Staff Reports Assistant General Manager Kevin Woodhouse reported on the Highway 17 crossing project related to a fifth crossing alternative for staff and its consultant to evaluate. Ms. Schaffner reported she is attending the Land Trust Alliance Rally in Minneapolis, MN. General Manager Steve Abbors reported he attended the 80th Anniversary Event for Tilden Regional Park. C. Director Reports The Board members submitted their compensatory reports. Director Siemens reported he will be attending an event for Assemblyman Evan Low tomorrow. President Kishimoto reported she attended a meeting of the Santa Clara Valley Water District’s Water Commission. ADJOURNMENT President Kishimoto adjourned the regular meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 9:50 p.m. ________________________________ Jennifer Woodworth, MMC District Clerk page 1 of 3 CLAIMS REPORT MEETING 16-27 DATE 11-09-2016 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 73639 *10215 - CalPERS-FISCAL SERVICES DIVISION - HB Health Insurance ID:2857159579 11/02/2016 161,942.36 73588 10413 - DOWNTOWN FORD One Ford F150 Supercab Pick Up A102 10/27/2016 31,175.56 73628 *11152 - WELLINGTON PARK INVESTORS AO2, AO3, AO4 Rent - November 2016 10/27/2016 25,012.00 73617 *11230 - SANTA CLARA COUNTY-C/O UNITED ADMINISTRATIVE SERVI Dental Insurance - Group #1766-0006 10/27/2016 16,193.06 73589 10546 - ECOLOGICAL CONCERNS INC Vegetation Management for Fire Protection - BCR 10/27/2016 16,180.00 73671 11732 - SANTA CLARA UNIVERSITY Slender False Brome Research MOS001 11/02/2016 12,423.45 73613 *10180 - PG & E Electricity/Gas 10/16 - 27 Locations 10/27/2016 8,764.19 73609 11679 - MKTHINK Futurist Consultant - AO Office 10/27/2016 8,379.74 73674 10307 - THE SIGN SHOP Frames for preserve entrace sign boards, Mt Um Decals 11/02/2016 8,183.44 73626 10532 - US GEOLOGICAL SURVEY Technical Assistance for SFGS Population Monitoring at Mindego 10/27/2016 7,961.14 73625 10775 - TYLER TECHNOLOGIES INC New World Consultant - payroll post go live 10/27/2016 7,819.55 73619 *11730 - STANDARD INSURANCE COMPANY RV Employee Group Life Insurance 10/27/2016 6,396.09 73663 10082 - PATSONS MEDIA GROUP Printing: 601 Mt. Um BIke Postcards, Mt Um pamphlets, Patrol Map Books 11/02/2016 5,852.99 73637 11680 - BIGGS CARDOSA ASSOCIATES INC Harrington Bridge Structural Consultant - PCR 11/02/2016 5,627.50 73618 11703 - SHIFT KEY SOLUTIONS Microsoft Office 365 and Advanced Word Training 10/27/2016 4,837.50 73664 10665 - PAVEMENT ENGINEERING INC Mt Um Road Design - SAU 11/02/2016 4,636.25 73601 10222 - HERC RENTALS INC Equipment Rental 10/27/2016 3,539.81 73638 10723 - CALLANDER ASSOCIATES Ravenswood Bay Trail Design and Environmental Review 11/02/2016 3,152.39 73587 11420 - DOUG EDWARDS Brush Removal - TC 10/27/2016 3,066.00 73607 10774 - MICHAEL DEMPSEY, PATRICK DEMPSEY Base rock for Borden Hatch Trail maintenance -- PC 10/27/2016 2,982.88 73599 11593 - H.T. HARVEY & ASSOCIATES Alma College Bat Exclusion & Habitat Replacement Plan 10/27/2016 2,819.00 73675 10403 - UNITED SITE SERVICES INC Sanitation Service (FOOSP), (SA), Trailer Electrical Installation - Mt Um 11/02/2016 2,492.42 73636 10141 - BIG CREEK LUMBER CO INC Lumber for various projects 11/02/2016 2,365.53 73667 *10211 - PUBLIC POLICY ADVOCATES Legislative Advocacy Services 11/02/2016 2,337.92 73622 *10583 - TELEPACIFIC COMMUNICATIONS Phone services for all district offices and SAO Internet 10/27/2016 2,153.41 73586 *10032 - DEL REY BUILDING MAINTENANCE October Janitorial Services, Supplies 10/27/2016 2,129.89 73571 *10294 - AMERIGAS-SAN JOSE SFO Propane (small tank), (large tank)10/27/2016 1,786.62 73584 10021 - COASTAL CHIMNEY SWEEP Chimney Service Call - MB, Chimney Repair - LHC, PCR 10/27/2016 1,714.50 73656 10642 - HMS INC LH-Lead and Asbestos Inspection Event Center facilities LHC 11/02/2016 1,705.00 73669 10094 - RESTORATION DESIGN GROUP, INC.Mount Umunhum Summit Area Design Consultant 11/02/2016 1,701.52 73602 10043 - HOWARD ROME MARTIN & RIDLEY LLP Mahronich vs Presentation Center Legal Fees - BCR 10/27/2016 1,596.95 73661 10160 - OFFICE DEPOT CREDIT PLAN Office Supplies 11/02/2016 1,471.00 73649 10654 - DUTRA MATERIALS CM-Rock for Virgina Mill Trail 11/02/2016 1,405.81 73676 *10213 - VISION SERVICE PLAN-CA Employee Vision Insurance 11/02/2016 1,333.50 73582 10352 - CMK AUTOMOTIVE INC Vehicle Service/Repair: M77, M204, P99, P105 10/27/2016 1,301.96 73577 *10161 - CalPERS FISCAL SERVICES DIVISION - DB CalPERS Unfunded Accrued Liability interest 10/27/2016 1,270.77 73659 10190 - METROMOBILE COMMUNICATIONS 4 Portable Radios 11/02/2016 1,256.25 73629 10306 - WEST TEK SUPPLY INC Erosion Wattles for Mt Thayer, Virginia Mill Trail 10/27/2016 1,209.30 73644 *10445 - COMMUNICATION & CONTROL INC Repeater Site Lease 11/02/2016 1,172.00 73645 11628 - CONFLUENCE Winter newsletter writing/consulting 11/02/2016 1,120.00 73655 10344 - GREG'S TRUCKING SERVICE INC Trucking for rip-rap for Virginia Mill trail -- CM 11/02/2016 1,115.00 73665 11519 - PRICE, POSTEL & PARMA LLP Mt.Um Road and Trail Property Rights 11/02/2016 1,047.00 page 2 of 3 CLAIMS REPORT MEETING 16-27 DATE 11-09-2016 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 73640 10014 - CCOI GATE & FENCE Gate Service (RSACP), Gate Service & Repair (SA-MT UM)11/02/2016 952.03 73572 11349 - BAY NATURE INSTITUTE Bay Nature Magazine Ad: Oct '16 issue 10/27/2016 950.00 73590 10524 - ERGO WORKS Ergo Chair 10/27/2016 917.54 73591 11151 - FASTENAL COMPANY Tool Set, Protective Safety Equipment, Hardware 10/27/2016 875.50 73642 10352 - CMK AUTOMOTIVE INC A100, M24, M26, M202 Service 11/02/2016 815.84 73670 *10136 - SAN JOSE WATER COMPANY Water Service (RSACP)11/02/2016 778.98 73634 11048 - ARC Large Format Printing Services 11/02/2016 774.62 73605 11376 - LAND TRUST OF SANTA CRUZ COUNTY Bio-Monitoring and Reporting for Hwy 17 10/27/2016 760.00 73633 10485 - AMERICAN RED CROSS-SVC Red Cross CPR FPR Classes 11/02/2016 722.00 73580 10843 - CITY OF LOS ALTOS AO Sewer Service Charge Installment 1 and 2 APN 170-04-051 10/27/2016 715.44 73658 10189 - LIFE ASSIST First Aid Supplies, CPR Supplies 11/02/2016 712.54 73598 *10173 - GREEN WASTE SFO garbage / recycle, Debris Box service 10/27/2016 690.50 73635 10340 - BARRESI, CHRIS Reimbursement for Conference Expenses 11/02/2016 631.26 73620 10302 - STEVENS CREEK QUARRY INC LR-Rock for trail to turtle rock, Base Rock (SA)10/27/2016 589.97 73643 10321 - COBLENTZ, PATCH, DUFFY & BASS Mt. Um logo consultation and trademark filing fees 11/02/2016 579.50 73583 11591 - COAST WIDE UTILITY LOCATORS Sub-surface Utility Locating - Mt Um Power Poles 10/27/2016 540.00 73579 10496 - CHUNG, JEAN Reimbursement: purchased Pressure Pump for Rental 10/27/2016 526.35 73653 10168 - G & K SERVICES INC Shop Towel Service (FFO&SFO)11/02/2016 520.89 73621 10152 - TADCO SUPPLY Janitorial Supplies (RSA&CP)10/27/2016 471.64 73627 *10309 - VERIZON WIRELESS Wireless Phone and Internet Service - Patrol/Board 10/27/2016 459.88 73654 10187 - GARDENLAND POWER EQUIPMENT SFO Stihl Blower, chainsaw parts 11/02/2016 456.50 73606 11392 - LENNIHAN LAW Water Rights Legal Consulting - San Gregorio Creek 10/27/2016 445.20 73672 11731 - SARATOGA CHAMBER OF COMMERCE Membership for Saratoga Chamber of Commerce 11/02/2016 437.50 73624 10164 - THOMSON REUTERS WEST Subscription-Law of Easements & Licenses Release #17 10/27/2016 430.10 73631 **10203 - WOODSIDE & PORTOLA PRIVATE PATROL Patrol Services (final invoice)- WH 10/27/2016 426.00 73614 11523 - PGA DESIGN, INC.Alma College Site Rehabilitation CEQA Consulting 10/27/2016 425.46 73573 10475 - BELL, GLORIA ROSE Reimbursement for SFO Office Supplies purchased at Costco 10/27/2016 349.48 73650 11596 - ELECTRO IMAGING SYSTEMS INC.Plotter Printing usage-based costs and ink 11/02/2016 348.30 73657 10394 - INTERSTATE TRAFFIC CONTROL PRO Signs, Sign Brace 11/02/2016 347.01 73595 10169 - FOSTER BROTHERS SECURITY SYSTEMS Event Center Locks LH 10/27/2016 330.62 73604 10051 - JIM DAVIS AUTOMOTIVE Vehicle Smog Inspections - 7 District Vehicles 10/27/2016 315.00 73677 00000 - Madison Jackson Refund of Deposit (Visitor Services)11/02/2016 300.00 73612 10209 - PETTY CASH-MROSD SFO petty cash reimbursement 10/27/2016 295.85 73603 11605 - JASKULAK, STEFAN AFP and New World ERP Conferences - Travel Reimbursement 10/27/2016 291.24 73647 10185 - COSTCO Computer Hardware - Keyboards, Mice 11/02/2016 285.30 73575 *10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service for Rentals 10/27/2016 274.61 73592 10186 - FEDERAL EXPRESS Shipping Charges for Board, Admin., Planning 10/27/2016 266.81 73593 11544 - FICKES, CODY Fall Protection Training 10/27/2016 239.97 73596 10187 - GARDENLAND POWER EQUIPMENT Chain Saw and Equipment Parts 10/27/2016 238.51 73630 10237 - WILLIAMS, MICHAEL Mileage, Cell Phone Reimbursement Jul-Sep 2016 10/27/2016 227.94 73648 11707 - CUMMING CONSTRUCTION MANAGEMENT, INC.Sears Ranch Road Drainage Consultant - LHC 11/02/2016 225.00 73576 *10454 - CALIFORNIA WATER SERVICE CO-949 AO WATER 10/27/2016 223.99 73646 10184 - CONTINUING EDUCATION OF THE BAR Subscription Update-Condemnation Practice 3rd Ed Up16 RE31302 11/02/2016 213.42 page 3 of 3 CLAIMS REPORT MEETING 16-27 DATE 11-09-2016 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 73660 10670 - O'REILLY AUTO PARTS Vehicle Supplies, P99 battery 11/02/2016 209.92 73597 11608 - GOVERNMENT JOBS Job Posting - Grants Specialist 10/27/2016 175.00 73668 10194 - REED & GRAHAM INC CM-Straw Bales for Virginia Mill Trail 11/02/2016 174.40 73611 10082 - PATSONS MEDIA GROUP MROSD Regulations - copies for contractors 10/27/2016 156.06 73570 11170 - ALEXANDER ATKINS DESIGN, INC.Design of Holiday Ad 10/27/2016 150.00 73600 10267 - HALF MOON BAY REVIEW Legal Ad For Big Dipper Fence - SR 10/27/2016 130.00 73594 10779 - FIRST CALL AUTO PARTS M76 Battery 10/27/2016 127.83 73608 10664 - MISSION TRAIL WASTE SYSTEMS AO garbage services 10/27/2016 126.90 73574 10289 - CAL-LINE EQUIPMENT INC Chipper knife sharpening -- M18 10/27/2016 119.70 73585 *11530 - COASTSIDE.NET SFO internet 10/01 - 10/31/16 10/27/2016 109.00 73651 10524 - ERGO WORKS Ergonomic item installation 11/02/2016 100.00 73641 10496 - CHUNG, JEAN Mileage Reimbursement 11/02/2016 95.04 73673 10102 - SHUTE, MIHALY & WEINBERGER LLP Mt Um Conservation Easement Legal Consulting 11/02/2016 87.30 73652 11544 - FICKES, CODY Hardware Store purchase Reimbursement 11/02/2016 84.43 73666 *10261 - PROTECTION ONE AO ALARM SERVICES 11/02/2016 79.55 73610 *10481 - PACIFIC TELEMANAGEMENT SERVICE Black Mtn campsite pay phone - MB 10/27/2016 78.00 73632 11176 - ZORO TOOLS Fall protection required signs 10/27/2016 76.84 73662 10687 - PACIFIC LEGACY INC Cultural Resource Evaluation - BCR Preserve Plan 11/02/2016 64.20 73578 11319 - CHANCE, MARIANNE Professional Membership Reimbursement - Natl Assn Interpreters 10/27/2016 45.00 73616 11059 - SAN MATEO COUNTY HEALTH DEPT Water Test at Rental - Toto Ranch TC 10/27/2016 40.00 73623 11704 - The Party Helpers SRE 2016 event charges 10/27/2016 34.80 73615 *10136 - SAN JOSE WATER COMPANY Water service for rental - ES 10/27/2016 23.56 73581 *10192 - CITY OF PALO ALTO UTILITIES Black Mtn Campsite Utilities - MB 10/27/2016 20.23 GRAND TOTAL 404,317.30$ *Annual Claims **Hawthorn Expenses 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 PR = Pulgas Ridge DHF = Dear Hollow Farm OSP = Open Space Preserve P## or M## = Patrol or Maintenance Vehicle R-16-132 Meeting 16-28 November 9, 2016 AGENDA ITEM 3 AGENDA ITEM Use and Management Plan Amendment for Fremont Older Open Space Preserve and Award of Contract to West Coast Netting Construction Services to install the Prospect Road Parking Area Safety Structure for a Base Amount Not-to-Exceed $46,500 and a Separate 15% Contingency GENERAL MANAGER’S RECOMMENDATIONS 1. Approve a Use and Management Amendment to allow for the construction of a net canopy safety structure at Fremont Older Open Space Preserve. 2. Authorize the General Manager to enter into a contract with West Coast Netting Construction Services of Kingman, Arizona for an amount not to exceed $46,500. 3. Authorize a 15% construction contract contingency in the amount of $6,975 to be reserved for unanticipated issues, thus allowing a total contract amount not-to-exceed $53,475. SUMMARY The proposed Prospect Road Parking Area (Net Canopy) Safety Structure (Project) at Fremont Older Open Space Preserve (Preserve) is designed to protect visitors and vehicles from errant golf balls entering the parking area from the adjacent Saratoga County Club golf course. An amendment to the Preserve’s Use and Management Plan is required to allow for installation of the net canopy. To improve after-hours security of the net canopy, an existing standard gate will be replaced with a new automated gate. A Request for Bids to implement the Project was issued on September 19, 2016. Two bid proposals were received and opened on Thursday, October 27, 2016. Evaluation of the bids revealed that the low bidder, West Coast Netting Construction Services, presented a complete and responsive bid package. Therefore, the General Manager recommends awarding a contract to West Coast Netting Construction Services for a total amount not-to-exceed $53,475, which includes the bid amount of $46,500 plus a 15% contingency amount of $6,975. Sufficient funds for the Project are included in the Board-approved Fiscal Year 2016-17 Budget. DISCUSSION Background Fremont Older Open Space Preserve is the second most popular District Preserve and includes a well-used parking area that is located adjacent to the Saratoga Country Club (Club) and its fifth hole green. Preserve parking is available at a flat area at the end of the public portion of Prospect Road, which is the subject of this Agenda Item (approximately 24 spaces). The proximity of the green to the parking area has resulted in errant golf balls landing in the parking area and damaging Preserve visitor’s vehicles (see Attachment 1: Prospect Road Staging Area Site Map). R-16-132 Page 2 Golf balls have likely landed in this parking area since before the District’s purchase of the property, as the golf course use preceded the formalization of the Preserve parking area and District ownership. In an effort to improve visitor safety and potentially relocate and expand parking, a thorough study of potential options for a new, formal parking lot was commissioned in the late 1990s. This study continued in the mid-2000s with the evaluation of a new, potential site on surplus Saratoga Country Club property. Based on the findings of these feasibility studies, which included order of magnitude cost estimates and an evaluation of likely constraints, the District concluded that these other options would result in high implementation costs, possibly trigger a permitting requirement to widen Prospect Road, and may not reduce conflicts between Preserve visitors and errant golf balls. As a result, the District considered alternatives and arrived at a canopy solution to protect visitors from flying golf balls at the existing parking area location. Simultaneously, the District and Club met numerous times and together identified various actions each could take to improve safety. Following these discussions, the Club modified the location of the fifth hole, which reduced the number of golf balls entering the lot. In addition, the District moved forward with the canopy solution by hiring a consultant to provide golf ball trajectory analysis and preliminary design recommendations for a protective barrier structure. The results of the design work concluded that a horizontal canopy would provide the greatest protection of the parking area (R-14-128, R-15-11). The recommended horizontal safety netting structure design (see Attachment 2: Parking Protection Structure Perspective View.) includes fifteen (15) 15-foot high steel posts installed along the perimeter of the parking area with a mesh golfing netting strung horizontally taut between the posts, creating a 7,150-square foot protective netting surface. The ability to locate the posts at key points along the boundary of the parking area allows the netting structure to avoid several large oak trees and their canopies. A section of 15-foot tall vertical mesh golf netting will also be attached to the steel posts on the southern edge of the parking area to ensure complete protection from low trajectory golf balls. As part of the Planning Variance Permit approval process, District staff worked closely with Santa Clara County Fire Marshal Office to develop a comprehensive ongoing maintenance plan to ensure the structure would not pose a fire safety hazard. Once the structure is installed, District maintenance staff would be required to comply with the following maintenance requirements: • Monthly scheduled blowing events, or as needed per inspections; • Bi-weekly inspections during fire season; • Daily District ranger patrols through the parking area; • Response to emergency issues within the parking area by the resident District ranger; • Annual inspections to ensure adequate distance from overhanging vegetation and top of the safety netting structure; and • As needed, removal of overhanging limbs to provide adequate distance and clearance. The maintenance requirements of the structure were taken into account during the design and development phase, and the netting system has been designed to be retractable to allow for easy access, cleaning, and maintenance of the net structure. Finally, there is an existing standard District pipe gate (Gate FO01) located on Prospect Road at the Preserve property line that is currently kept open, in part for ease of passage for in-holding R-16-132 Page 3 residents that live further down on Prospect Road. The General Manager recommends replacing Gate FO01 with an automated gate for ease of operation during off-hours to keep the parking area with the new canopy structure secure while allowing residents to easily open and close the gate for their access. If approved, the proposed automatic gate system would be installed as part of a separate bid/contract process. If bids are over $50,000, the gate installation would return separately to the Board for award of contract. Use and Management Plan Given that the proposed horizontal safety netting structure would result in a new physical structure at the Preserve, an amendment to the Preserve’s Use and Management Plan is required. The Planning and Natural Resources Committee reviewed the project designs and the proposed Use and Management amendment at their July 6, 2016 meeting and recommended Board approval of the amendment (R-16-88). The Board of Directors also received a FYI Memorandum at their August 10, 2016 meeting (see Attachment 3 FYI Memorandum to Board), related to the streamlined Board review of the proposed Use and Management Plan Amendment and award of contract in order for staff to proceed with construction in a timely manner. The Board will be asked to consider both items at the same Board meeting for expediency since the County has just recently issued the building permit for construction. Contractor Selection A Request for Bids for the net canopy installation was issued on September 19, 2016 and released to five (5) builders’ exchanges. A legal notice was also posted in the San Mateo County Times, the Santa Cruz Sentinel, and the San Jose Mercury News, and an Invitation to Bid was posted on the District website. Finally, staff contacted thirteen (13) contractors to notify them of this Project prior to bid. A pre-bid meeting was held on September 29, 2016. Two contractors attended this pre-bid meeting. Two bids were received on October 27, 2016. Bidder Location Total Bid Percent +/- from Engineer’s Estimate ($145,530) West Coast Netting Construction Services Kingman, AZ $46,500 - 68.0% Judge Netting, Inc. Costa Mesa, CA $123,900 -14.8% Upon review of the Bid Proposals and confirmation of the contractors' qualifications, the General Manager recommends awarding the contract to West Coast Netting Construction Services as the lowest responsible bidder who submitted a responsive bid. FISCAL IMPACT The District’s Fiscal Year 2016-17 Action Plan and Budget includes $240,250 (CapEx- GF, Fremont Older Staging Area Public Safety Improvements) to complete the Project. The budget includes construction costs, allowances for contingencies and unforeseen conditions, consultant fees for general conditions, construction administration, and other soft costs. Fremont Older OSP Parking Protection Structure $240,250 Spent to Date (FY 16-17 as of 10/31/16): $8,381 R-16-132 Page 4 Encumbrances: $7,968 West Coast Netting Construction Contract: $53,475 Budget Remaining: $170,426 BOARD COMMITTEE REVIEW The Planning and Natural Resources Committee reviewed this project on July 06, 2016 (see Attachment 4 for draft PNR meeting minutes), asked clarifying questions, and heard public comments that included support for the project. The PNR Committee recommended forwarding the Project to the full Board. PUBLIC NOTICE Public notice was provided as required by the Brown Act. Additional notice was provided to interested parties and adjoining neighbors of the Preserve. Finally, notice was posted at the Preserve’s Prospect Road parking area. CEQA COMPLIANCE Staff completed a Notice of Exemption (NOE) for the Project and filed it with the Santa Clara County Clerk Recorder on June 13, 2016. As part of the NOE, the District concluded that the installation of the Parking Protection Structure at Prospect Road Staging Area Project at Fremont Older OSP is categorically exempt from CEQA (California Environmental Quality Act) under Article 19 of the CEQA Guidelines as follows: Section 15303(e): This class of project consists of the construction and location of new, small accessory structures, including garages, carports, and fences. The proposed project consists of the replacement of an existing gate, and the installation of an associated solar powered automatic gate system, which is considered a new, small accessory structure to the existing parking area. Section 15304(d): This class of projects consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve the removal of healthy, mature scenic trees. The proposed project will require the removal of one (1) tree in order to provide the needed height clearance to install the safety netting structure. A licensed arborist has evaluated the tree, and has determined the tree selected for removal is not a mature scenic tree. Section 15311(b): This class of project consists of the construction of minor structures accessory to existing institutional facilities, including small parking lots. The proposed project consists of the installation of a new accessory net canopy structure to an existing small publicly accessible parking area, within a public open space preserve. NEXT STEPS Upon approval by the Board of Directors, the General Manager would enter into a contract with West Coast Netting Construction Services to perform construction of the Prospect Road Parking Area (Net Canopy) Safety Structure Project. Activation of the contract is subject to the contractor meeting all District requirements, including required insurance and bonding. Once R-16-132 Page 5 paperwork and contract signatures are in place, the project is scheduled to begin in November 2016 and be completed by February 2016. Attachment(s) 1. Prospect Road Staging Area Site Map 2. Parking Protection Structure Perspective View 3. FYI Memorandum to Board (August 10, 2016 Board meeting) 4. Approved minutes for July 6, 2016 PNR Committee meeting Responsible Department Head: Jason Lin, Engineering and Construction Manager Jane Mark, AICP, Planning Manager Prepared by: Dale Grogan, Capital Project Manager, Engineering and Construction Department Gretchen Laustsen, Planner III, Planning Department Contact person: Dale Grogan, Capital Project Manager, Engineering and Construction Department Midpeninsula RegionalOpen Space District : Prospect Road Staging Area, Fremont Older Open Space Preserve October, 2014 Pa t h : G : \ P r o j e c t s \ F r e m o n t _ O l d e r \ P a r k i n g _ L o t \ S a f e t y _ S t r u c t u r e _ S i t e _ M a p . m x d Cr e a t e d B y : m c h i l d s 0 10050Feet (MROSD)MROSD Preserve 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. Fr e mo n t Old e r Op e n S p a c ePr e se r v e Area ofDetailFremont Older Open Space Preserve This map was used by G.Laustenfor the October 21, 2014 PNR Committee Meeting. Prospect Road Staging Area Saratoga Country Club Golf Course C o r a O l d e r Tr a i l ProspectRd Men's Tee Women's Tee Attachment 2 DATE: August 10, 2016 MEMO TO: MROSD Board of Directors FROM: Stephen E. Abbors, General Manager SUBJECT: Proposed Prospect Road Parking Area (Net Canopy) Safety Structure at Fremont Older Open Space Preserve _____________________________________________________________________________ The Fremont Older Parking Area Public Safety Improvement Project (Attachment 1) includes design, permitting and construction of a net canopy structure to protect Preserve visitors and vehicles from errant golf balls entering the parking area from the adjacent Saratoga County Club golf course. Staff, with the assistance of a licensed landscape architect, has completed the necessary design and permitting to solicit bids to construct the safety structure. Staff presented the structure design to the Planning and Natural Resources (PNR) Committee and the community on July 11, 2016. Previously, the PNR Committee received an informational presentation on the proposed design and construction of a safety structure on October 21, 2014 (R-14-128). The Board approved the contract for the canopy design and related construction administration on January 14, 2015 (R-15-11). The purpose of this memorandum is to preview the final structure design and construction schedule and to prepare the Board for their upcoming consideration of a necessary Use and Management Plan Amendment and award of contract to proceed with construction. The Board will be asked to consider both items at the same time for expediency given that the project will soon be ready for construction. Funds for this project are included within the Board-approved Fiscal Year 2016-17 Budget and Action Plan. FINAL STRUCTURE DESIGN The recommended horizontal safety netting structure design (Attachment 2) includes sixteen (16) 15-foot high steel posts installed along the perimeter of the parking area with a mesh golfing netting strung horizontally taut between the posts, creating a 7,150-square foot protective netting surface. The ability to locate the posts at key points along the boundary of the parking area would allow the netting structure to avoid several large oak trees and their canopies. A section of 15-foot tall vertical mesh golf netting will also be attached to the steel posts on the southern edge of the parking area to ensure complete protection from low trajectory golf balls. As part of the permit approval process for this structure, District staff has worked closely with the Santa Clara County Fire Marshall Office to develop a comprehensive ongoing maintenance plan to ensure the structure does not pose a fire safety hazard. Once the structure is installed, as part of the permit conditions for construction, the District will be required to comply with the following maintenance requirements: • Monthly scheduled blowing events, or as needed per inspections; • Bi-weekly inspections during fire season; • Daily District ranger patrols through parking area; Attachment 3 • Response to emergency issues within parking area by the resident District ranger; • Annual inspections to ensure adequate distance from overhanging vegetation and top of the safety netting structure • As needed, removal of overhanging limbs to provide adequate distance and clearance The netting system has been designed to be retractable to allow for easy access, cleaning, and maintenance of the net structure to help the District meet these maintenance requirements. Finally, there is an existing standard District pipe gate (Gate FO01) located on Prospect Road at the Preserve property line that is currently kept open, in part for ease of passage for in-holding residents that live further down on Prospect Road. In order to keep the parking area with the new canopy structure secure when the Preserve is closed and allow residents to easily open and close the gate for their access, I will be recommending that Gate FO01 be replaced with an automated gate as part of this Project. BOARD APPROVALS AND COMMUNICATIONS The Planning and Natural Resources Committee met on July 11, 2016 at the Prospect Road Parking Area to receive an informational presentation on the project and to consider forwarding a recommendation to amend the Preserve’s Use and Management Plan to the full Board. Several members of the public attended, asking specific questions related to the design of the structure and indicating overall support of the project. Committee members inquired about impacts of the structure on wildlife and the necessity and timeline of the Use and Management Plan Amendment. Based on staff’s consultation with both the designer and with maintenance staff from a local golf course that has a similar protective net structure, the likelihood for potential bird entrapment would be infrequent. However, given the existing trees around the parking area, the net structure would need to be regularly monitored. District staff would be prepared to carefully remove any trapped birds during routine check-in of the net structure. A Use and Management Plan amendment is necessary given that the proposed horizontal safety netting structure would result in a new physical structure at the Preserve. If the permitting process proceeds as anticipated, this amendment and the award of contract for construction will be bought to the Board for consideration as one agenda item in September to increase efficiency by streamlining Board review time. Prospect Road Parking Area Safety Structure Tentative Schedule: Task Date PNR Committee and Community Meeting – Present plan and proposed construction schedule July 11, 2016 Bid Release (pending permit issuance) August 2016 Bid Opening September 2016 Board Meeting – approval of Use and Management Plan Amendment and Construction Contract September 2016 Prospect Road Parking Area Safety Structure Construction Parking area will need to be closed for duration of construction October/ November 2016 Anticipated re-opening of Prospect Road Parking Area November 2016 Attachments: 1. Prospect Road Parking Area Site Map 2. Prospect Road Parking Area Safety Structure Perspective View Attachment 3 PLANNING AND NATURAL RESOURCES COMMITTEE Fremont Older Open Space Preserve Prospect Road Preserve Parking Area 22500 Prospect Road Saratoga, CA 95070 July 11, 2016 DRAFT MINUTES CALL TO ORDER Director Harris called the meeting of the Planning and Natural Resources Committee to order at to order at 2:00 p.m. ROLL CALL Members Present: Jed Cyr and Cecily Harris Members Absent: Curt Riffle Staff Present: General Counsel Sheryl Schaffner, Planning Manager Jane Mark, Planner III Gretchen Laustsen, Engineering and Construction Manager Jason Lin, Capital Project Manager III Dale Grogan, Land and Facilities Manager Brian Malone, and District Clerk Jennifer Woodworth 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 Riffle absent.) COMMITTEE BUSINESS 1. Approve the April 20, 2016 Planning and Natural Resources Committee Minutes Motion: Director Cyr moved, and Director Harris seconded the motion to approve the minutes for the April 20, 2016 Planning and Natural Resources Committee meeting. VOTE: 2-0-0 (Director Riffle absent.) Attachment 4 Planning & Natural Resources Committee Page 2 July 11, 2016 2. Proposed Prospect Road Parking Area (Net Canopy) Safety Structure at Fremont Older Open Space Preserve (R-16-88) Planner III Gretchen Laustsen provided the staff presentation summarizing the history of the project, including modifications to the golf course made by Saratoga Country Club to reduce the number of golf balls entering the parking lot. Additionally, Ms. Laustsen explained that due to the terrain of the area and infeasibility of modifying or relocating the parking lot, staff recommends construction of a protective structure to prevent golf balls from entering the parking lot. Capital Project Manager III Dale Grogan displayed renderings of the proposed protective structure and described the measures to be used to protect the existing trees. The fifteen-foot height of the netting was selected to meet Santa Clara County Code requirements, and construction is anticipated to begin in fall of 2016. Construction will take approximately eight weeks, during which time portions of the parking lot will be closed during the week but not on weekends. Director Harris inquired regarding measures to prevent birds from nesting in the netting or bird entrapment. Mr. Grogan explained when he visited another golf course with a similar netting structure, birds were able to easily take flight from the netting. Also, the netting will be able to be rolled back to allow for debris removal. Director Harris questioned the sequence of Board action for the projects, especially as it relates to the proposed Use and Management Plan amendment. Planning Manager Jane Mark stated the proposed Use and Management Plan amendment will require Board approval at the time the construction contract is brought forward for approval. Public comment opened at 2:16 p.m. A member of the public asked why the netting would be horizontal instead of vertical. Mr. Grogan reported a study to determine the trajectory of the golf balls entering the parking lot concluded vertical and horizontal netting is needed. A member of the public inquired if the netting structure would provide additional shade for the parking lot. Mr. Grogan stated the netting will not provide additional shade; however, all of the trees, except one, will remain in the parking lot, and tree limb removal will be minimal. A neighbor to the preserve spoke in favor of the protective structure. Public comment closed at 2:25 p.m. Attachment 4 Planning & Natural Resources Committee Page 3 July 11, 2016 Motion: Director Cyr moved, and Director Harris seconded the motion confirm and recommend Board approval of a proposed Use and Management Plan Amendment for construction of a net canopy safety structure over the Prospect Road Parking Area. VOTE: 2-0-0 (Director Riffle absent.) ADJOURNMENT Director Harris adjourned the meeting of the Planning and Natural Resources Committee of Midpeninsula Regional Open Space District at 2:28 p.m. ___________________________________ Jennifer Woodworth, MMC District Clerk Attachment 4 R-16-147 Meeting 16-28 November 9, 2016 AGENDA ITEM 4 AGENDA ITEM Resolution and Approval of Caltrans Cooperative Agreement for Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project GENERAL MANAGER’S RECOMMENDATION Adopt a Resolution approving the Caltrans Cooperative Agreement (Agreement) and authorizing the General Manager to enter into the Agreement for a not-to-exceed amount of $165,000 to fund Caltrans’ oversight of the development of a Project Initiation Document for the Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project. SUMMARY At the August 24, 2016 Board meeting (R-16-105) the Midpeninsula Board of Directors authorized the General Manager to enter into a Cooperative Agreement with Caltrans in a not-to- exceed amount of $165,000 to fund Caltrans’ oversight of the development of a Project Initiation Document for the Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project. As a result of that decision, the District has received two copies of the Agreement from Caltrans for signature. Following the August 24, 2016, Board approval, District staff learned that Caltrans requires a Board-adopted resolution approving the Agreement and authorizing its execution. As a result, the Board action recommended by the General Manager for November 9, 2016, is the formality of adopting the required resolution. The recommended resolution is provided as Attachment 1. The previously approved Cooperative Agreement and accompanying Board report from August 24, 2016, are provided as Attachments 2 and 3. DISCUSSION Both components of the Project (a designated wildlife crossing and a designated Bay Area Ridge Trail crossing) are proposed within the Right of Way of State Highway 17, requiring Caltrans oversight and approval. Preparing a Project Initiation Document (PID) is the first step in the Caltrans project review process. The District has requested that a PID document be developed for the project and has agreed to develop and fund the PID’s costs and fees, including costs to reimburse Caltrans. Payment of these costs by the project proponent is standard and required for a non-Caltrans initiated project. During the PID phase, Caltrans will oversee the development of a document that describes all aspects of the project and facilitates review of the Preliminary Alternatives to assist the District in selecting the Preferred Alternative(s). Once the PID phase is complete, preferred alternatives for the crossing structures will be selected and advanced to the next phases of the Caltrans project development process which entails preparation of more detailed design, engineering studies, and California Environmental Quality Act (CEQA), and if required, National Environmental Policy Act (NEPA) review. R-16-147 Page 2 FISCAL IMPACT Adoption of the resolution approving the Caltrans Cooperative Agreement does not carry any additional fiscal impact to the Board’s agreement authorization on August 24, 2016. The Caltrans Cooperative Agreement for oversight of a consultant-prepared PID will cost a not-to- exceed amount of $165,000. This fiscal impact is described further in the August 24, 2016 Board Report provided as Attachment 2. *$77,348 expensed in FY 2016 Measure AA This project will be eligible for MAA reimbursement. Portfolio 20--South Bay Foothills: Wildlife Passage and Ridge Trail Improvements as identified in the Measure AA Ordinance Expenditure Plan, which allocated $13,966,000 to the portfolio. The 5-year Measure AA Project List was approved by the Board on October 29, 2014 which included the Highway 17 Wildlife Passage as a priority. This project is identified as MAA 20-1 Wildlife Passage Improvements: Highway 17 and MAA 20-2 Bay Area Ridge Trail Crossing: Highway 17 in the Action Plan. The following table is provided to outline the Measure AA Portfolio budget, costs to date, and the fiscal implications related to the Highway 17 Wildlife Passage Structures & Bay Area Ridge Trail Crossing project: MAA 20 Portfolio Appropriation $13,966,000 Life-to-Date Spent: $98,989 FY 2017 Highway 17 Wildlife Passage Structures & Bay Area Ridge Trail Crossing Project: $295,300 Balance Remaining (Proposed): $13,571,711 BOARD COMMITTEE REVIEW The Project Alternatives were presented to the full Board on July 27, 2016. A Planning and Natural Resources Committee Meeting and Public Open House was held on August 2, 2016. The Open House was an opportunity for Committee members and the public to learn more about the Project, the Preliminary Alternatives Report, and to ask staff and the consultants questions to help them better understand the project. The Project will return to the Committee during the PID phase, currently scheduled for mid to late FY2016-17, for a full discussion of the alternatives and to decide what recommendations to forward to the full Board. PUBLIC NOTICE Public notice was provided as required by the Brown Act. FY 2017 FY 2018 MAA 20-001 Natural Resources Budget $270,300 Spent to Date (as of 9/30/16): $8,551 Caltrans Cooperative Agreement: $41,250 $123,750 *TrailPeople Contract: $177,397 $44,915 Budget Remaining: $43,102 R-16-147 Page 3 CEQA COMPLIANCE Entering into Cooperative Agreement is not subject to the California Environmental Quality Act (CEQA) as executing the terms of the agreement does not commit either agency to implement a project, but only to study project alternatives and to ultimately select preferred alternatives. Whatever options are recommended as result of this Agreement will be subject to CEQA as the project progresses into the next phase, which will be covered under a separate agreement with Caltrans. NEXT STEPS Upon execution of the Cooperative Agreement, staff will meet with Caltrans and begin the process to complete the PID. Upon completion of the PID , preferred alternatives for the two crossing structures will be selected and advanced to the next phases of the Caltrans project development process which entails preparation of more detailed design, engineering studies, and environmental review. Attachments 1. Resolution 2. Board Report (R-16-105) previously authorizing this agreement 3. Caltrans Cooperative Agreement signed by the General Manager Responsible Department Head: Kirk Lenington, Natural Resources Department Prepared by: Julie Andersen, Resource Specialist III, Natural Resources Department Resolutions/2016/XX-__Endorse SCC MeasureA 1 RESOLUTION 16-__ RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT UTHORIZING ENTERING INTO A COOPERATIVE AGREEMENT WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR PREPARATION OF A PROJECT SCOPING REPORT FOR WILDLIFE AND RECREATIONAL TRAIL CROSSINGS ON HIGHWAY 17 BE IT RESOLVED that the Board of Directors of the Midpeninsula Regional Open Space District hereby; 1. ADOPTS the staff report and recommendations dated November 9, 2016. 2.AUTHORIZES entering into a Cooperative Agreement with the California Department of Transportation for preparation of a project scoping report for wildlife and recreational trail crossings on Highway 17. 3.AUTHORIZES the Executive Officer to do any and all acts necessary to carry out this resolution and any recommendations by the Board of Directors. PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional Open Space District on October 26, 2016, 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 ATTACHMENT 2 Resolutions/2016/XX-__Endorse SCC MeasureA 2 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 R-16-105 Meeting 16-20 August 24, 2016 AGENDA ITEM 3 AGENDA ITEM Caltrans Cooperative Agreement for Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project GENERAL MANAGER’S RECOMMENDATION Authorize the General Manager to enter into a Cooperative Agreement with Caltrans in a not-to- exceed amount of $165,000 to fund Caltrans’ oversight of the development of a Project Initiation Document for the Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project. SUMMARY The Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project (Project) was identified as a high priority during development of the District’s 2014 Vision Plan and funding for this project was included in the Measure AA Ordinance Expenditure Plan. In February of 2016, the District began a feasibility study for the Project to identify Preliminary Alternatives. A Preliminary Alternatives Report (Report) was completed in July 2016. The Report includes conceptual designs and rough order of magnitude costs for four project alternatives. Since January of 2015, District staff has met with Caltrans to discuss the overall project, review the study area, share information and to discuss roles and define the relationship for the project going forward. Caltrans has identified that entering into a Cooperative Agreement is warranted at this time to advance the Project within their agency. DISCUSSION Both components of the Project (a designated wildlife crossing and a designated Bay Area Ridge Trail crossing) are proposed within the Right of Way of State Highway 17, requiring Caltrans oversight and approval. Preparing a Project Initiation Document (PID) is the first step in the Caltrans project review process. The District has requested that a PID document be developed for the project and has agreed to develop and fund the PID’s costs and fees, including costs to reimburse Caltrans. Payment of these costs by the project proponent is standard and required for a non-Caltrans initiated project. During the PID phase, Caltrans will oversee the development of a document that describes all aspects of the project and facilitates review of the Preliminary Alternatives to assist the District in selecting the Preferred Alternative(s). Once the PID phase is complete, preferred alternatives for the crossing structures will be selected and advanced to the next phases of the Caltrans project development process which entails preparation of more detailed design, engineering studies, and California Environmental Quality Act (CEQA), and if required, National Environmental Policy Act (NEPA) review. ATTACHMENT 2 R-16-105 Page 2 FISCAL IMPACT The Caltrans Cooperative Agreement for oversight of a consultant-prepared PID will cost a not- to-exceed amount of $165,000. This amount will be paid out of the FY2016-17 Natural Resources Department Budget allocation of $270,300 for the Highway 17 Wildlife Passage and Bay Area Ridge Trail Crossing Project. The PID development phase is the only phase which requires payment to Caltrans for oversight of a locally funded project. The remaining budgeted amount of $105,300 will be used to fund a separate consultant contract to prepare the PID document. Current estimates for consultant preparation of the PID exceed this amount, but staff will be working to reduce these consultant costs in conjunction with Caltrans as one of the first tasks under an executed Cooperative Agreement. Final consultant costs will be brought to the Board either as an amendment to the existing consultant contract or authorization of a new contract to complete this work. Measure AA This project will be eligible for MAA reimbursement. Portfolio 20--South Bay Foothills: Wildlife Passage and Ridge Trail Improvements as identified in the Measure AA Ordinance Expenditure Plan, which allocated $13,966,000 to the portfolio. The 5-year Measure AA Project List was approved by the Board on October 29, 2014 which included the Highway 17 Wildlife Passage as a priority. This project is identified as MAA 20-1 Wildlife Passage Improvements: Highway 17 and MAA 20-2 Bay Area Ridge Trail Crossing: Highway 17 in the Action Plan. BOARD COMMITTEE REVIEW The Project Alternatives were presented to the full Board on July 27, 2016. A Planning and Natural Resources Committee Meeting and Public Open House was held on August 2, 2016. The Open House was an opportunity for Committee members and the public to learn more about the Project, the Preliminary Alternatives Report, and to ask staff and the consultants questions to help them better understand the project. The Project will return to the Committee during the PID phase, currently scheduled for mid to late FY2016-17, for a full discussion of the alternatives and to decide what recommendations to forward to the full Board. PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE Entering into Cooperative Agreement is not subject to the California Environmental Quality Act (CEQA) as executing the terms of the agreement does not commit either agency to implement a project, but only to study project alternatives and to ultimately select preferred alternatives. Whatever options are recommended as result of this Agreement will be subject to CEQA as the project progresses into the next phase, which will be covered under a separate agreement with Caltrans. R-16-105 Page 3 NEXT STEPS Upon execution of the Cooperative Agreement, staff will meet with Caltrans and begin the process to complete the PID. One of the first steps will be to meet with the current consultant team to refine their scope and fees required to complete the Caltrans PID. Once the consultant scope and costs are refined by the project team, staff anticipates returning to the Board to either amend the existing consultant contract or authorize a new contract to complete this work if costs cannot be contained with the existing consultant. Upon completion of the PID, preferred alternatives for the two crossing structures will be selected and advanced to the next phases of the Caltrans project development process which entails preparation of more detailed design, engineering studies, and environmental review. Responsible Department Head: Kirk Lenington, Natural Resources Department Prepared by: Julie Andersen, Resource Specialist III, Natural Resources Department ATTACHMENT 3 Agreement 04 - 2630 ROLES AND RESPONSIBILITIES 7. MROSD will prepare a PID for PROJECT at its sole cost and expense and at no cost to CALTRANS. The PID shall be signed on behalf of MROSD by a Civil Engineer registered in the State of California. 8. CALTRANS will complete the work elements that are assigned to it on the SCOPE SUMMARY which is attached to and made a part of this Agreement. MROSD will complete the work elements assigned to it on the SCOPE SUMMARY. Work elements marked with "N/A" on the SCOPE SUMMARY are not included within this Agreement. Work elements are outlined in the Workplan Standards Guide for the Delivery of Capital Projects available at www.dot.ca.gov/hq/projmgmt/guidance.htm 9. The PID shall be prepared in accordance with all State and Federal laws, regulations, policies, procedures, and standards that CALTRANS would normally follow if CALTRANS was to prepare the PID. 10. CALTRANS will complete a review of the draft PID and provide its comments to MROSD within sixty (60) calendar days from the date CALTRANS receives the draft PID from MROSD. MROSD will address the comments provided by CALTRANS. If any interim reviews are requested of CALTRANS by MROSD, CALTRANS will complete those reviews within thirty (30) calendar days from the date CALTRANS received the draft PID from MROSD. 11. After MROSD revises the PID to address all of CALTRANS' comments and submits a revised draft PID and all related attachments and appendices, CALTRANS will complete its review and final determination of the revised draft PID within thirty (30) calendar days from the date CALTRANS receives the revised draft PID from MROSD. Should CALTRANS require supporting data necessary to defend facts or claims cited in the revised draft PID, MROSD will provide all available supporting data in a reasonable time so that CALTRANS may conclude its review. The thirty (30) day CALTRANS review period will be stalled during that time and will continue to run after MROSD provides the required data. Project Initiation Document (PID) Agreement 2012_10_30 Page 2 of 10 Agreement 04 - 2630 12. CALTRANS will perform its review and approval in accordance with the provisions of the current Project Development Procedures Manual. CALTRANS' review and approval will consist of performing independent quality assurance (IQA) to verify that quality control/quality assurance (QC/QA) meets department standards and determination that the work is acceptable for the next project component. However, CALTRANS' review and approval does not involve any work necessary to actually develop or complete the PID. No liability will be assignable to CALTRANS, its officers and employees by MROSD under the terms of this Agreement or by third parties by reason of CALTRANS' review and approval of the PID. 13. PID preparation, except as set forth in this Agreement, is to be performed by MROSD. Should MROSD request CALTRANS to perform any portion of PID preparation work except as otherwise set forth in this Agreement, MROSD shall first agree to reimburse CALTRANS for such work and PARTNERS will amend this Agreement. INVOICE AND PAYMENT 14. MROSD agrees to pay CALTRANS, an amount not to exceed $165,000. 15. CALTRANS will draw from state and federal funds that are provided by MROSD without invoicing MROSD when CALTRANS administers those funds and CALTRANS has been allocated those funds by the CTC and whenever else possible. 16. The cost of any engineering support performed by CALTRANS, when allowed, will be charged according to current law. 17. CALTRANS will invoice MROSD for a $30,000 initial deposit after execution of this Agreement and thirty (30) working days prior to the commencement of PROJECT expenditures. 18. Thereafter, CALTRANS will submit to MROSD monthly invoices for estimated monthly costs based on the prior month's expenditures. 19. After PARTNERS agree that all work is complete for the PROJECT, CALTRANS will submit a final accounting for all costs. Based on the final accounting, CALTRANS will refund or invoice as necessary in order to satisfy the financial commitments of this Agreement. 20. If an executed Program Supplement Agreement (PSA) or STIP Planning, Programming, and Monitoring Program Fund Transfer Agreement (PPM) exists for this PROJECT then MROSD will abide by the billing and payment conditions detailed for the fund types identified in the PSA or PPM. Project Initiation Document (PID) Agreement 2012_10_30 Page 3 of 10 Agreement 04 - 2630 21. If MROSD has received Electronic Funds Transfer (EFT) certification from CALTRANS then MROSD will use the EFT mechanism and follow all EFT procedures to pay all invoices issued from CALTRANS. 22. If CALTRANS reimburses MROSD for any costs later determined to be unallowable, MROSD will reimburse those funds. 23. Except as otherwise provided in this Agreement, PARTNERS will pay invoices within thirty (30) calendar days of receipt of invoice. GENERAL CONDITIONS 24. Per Chapter 603, amending item 2660-001-0042 of Section 2.00 of the State Budget Act of 2012, the cost of any engineering services performed by CALTRANS towards any local government agency -sponsored PID project will only include direct costs. Indirect or overhead costs will not be applied during the development of the PID document. 25. If any hazardous materials, pursuant to Health and Safety Code 25260(d), are found within PROJECT limits, PARTNER will notify CALTRANS within 24 hours of discovery. 26. PARTNERS agree to consider alternatives to PROJECT scope and/or alignment, to the extent practicable, in an effort to avoid any known hazardous materials within the proposed PROJECT limits. 27. If hazardous materials are discovered within PROJECT limits, but outside of SHS right of way, it is the responsibility of MROSD in concert with the local agency having land use jurisdiction over the property, and the property owner, to remedy before CALTRANS will acquire or accept title to such property. 28. CALTRANS' acquisition or acceptance of title to any property on which any hazardous materials are found will proceed in accordance with CALTRANS' policy. 29. CALTRANS' obligations under this Agreement are subject to the appropriations of resources by the Legislature, the State Budget Act authority, and the allocation of funds by the California Transportation Commission. Project Initiation Document (PID) Agreement 2012_10_30 Page 4 of 10 Agreement 04 - 2630 30. Neither MROSD nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by CALTRANS, its contractors, sub -contractors, and/or its agents under or in connection with any work, authority, or jurisdiction conferred upon CALTRANS under this Agreement. It is understood and agreed that CALTRANS, to the extent permitted by law, will defend, indemnify, and save harmless MROSD and all of its officers and employees from all claims, suits, or actions of every name, kind, and description brought forth under, but not limited to, tortious, contractual, inverse condemnation, or other theories and assertions of liability occurring by reason of anything done or omitted to be done by CALTRANS, its contractors, sub -contractors, and/or its agents under this Agreement. 31. Neither CALTRANS nor any officer or employee thereof is responsible for any injury, damage, or liability occurring by reason of anything done or omitted to be done by MROSD, its contractors, sub -contractors, and/or its agents under or in connection with any work, authority, or jurisdiction conferred upon MROSD under this Agreement. It is understood and agreed that MROSD, to the extent permitted by law, will defend, indemnify, and save harmless CALTRANS and all of its officers and employees from all claims, suits, or actions of every name, kind, and description brought forth under, but not limited to, tortious, contractual, inverse condemnation, or other theories and assertions of liability occurring by reason of anything done or omitted to be done by MROSD, its contractors, sub -contractors, and/or its agents under this Agreement. 32. If work is done under contract (not completed by MROSD's own employees) and is governed by the California Labor Code's definitions of a "public works" (section1720(a)), MROSD will conform to sections 1720-1815 of the California Labor Code and all applicable regulations and coverage determinations issued by the Director of Industrial Relations. 33. This Agreement is intended to be PARTNERS' final expression and supersedes all prior oral understanding pertaining to PROJECT. 34. This Agreement will terminate one hundred eighty (180) days after PID is signed by PARTNERS or as mutually agreed by PARTNERS in writing. However, all indemnification articles will remain in effect until terminated or modified in writing by mutual agreement. Project Initiation Document (PID) Agreement 2012_10_30 Page 5 of 10 Agreement 04 - 2630 DEFINITIONS PARTNER — Any individual signatory party to this Agreement. PARTNERS — The term that collectively references all of the signatory agencies to this Agreement. This term only describes the relationship between these agencies to work together to achieve a mutually beneficial goal. It is not used in the traditional legal sense in which one PARTNER's individual actions legally bind the other parties. SCOPE SUMMARY — The attachment in which each PARTNER designates its responsibility for the completion of specific work elements as outlined by the Guide to Capital Project Delivery Workplan Standards (previously known as WBS Guide) available at http://www.dot.ca.gov/hq/proimgmt!guidance.htm Project Initiation Document (P1D) Agreement 2012_10_30 Page 6 of 10 Agreement 04 - 2630 CONTACT INFORMATION The information provided below indicates the primary contact information for each PARTNER to this Agreement. PARTNERS will notify each other in writing of any personnel or location changes. Contact information changes do not require an amendment to this Agreement. The primary Agreement contact person for CALTRANS is: Dina El-Tawansy, Regional Project Manager 111 Grand Avenue Oakland, CA 94612 Office Phone: (510) 286-7236 Email: dina.el-twansy@dot.ca.gov The primary Agreement contact person for MROSD is: Julie Andersen, Resource specialist III 330 Distel Circle Los Altos, CA 94022 Office Phone: (650) 691-1200 Email: jandersen@openspace.org Project Initiation Document (PID) Agreement 2012_10_30 Page 7 of 10 Agreement 04 - 2630 SIGNATURES PARTNERS declare that: 1. Each PARTNER is an authorized legal entity under California state law. 2. Each PARTNER has the authority to enter into this Agreement. 3. The people signing this Agreement have the authority to do so on behalf of their public agencies. STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION By: Helana (Lenka) Culik-Caro Deputy District Director, Design Certified as to funds: By: Jeffrey Armstrong District Budget Manager MIDPENINSULA REGIONAL OPEN SPACE DISTRICT By: Stephofl E. Abbors General Manager Attest: BY: I7 ennife ',00dworth District Clerk Approved as to form and procedure: Project Initiation Document (PID) Agreement 2012 10 30 Page 8 of 10 Agreement 04 - 2630 SCOPE SUMMARY WORK ELEMENT • .. CALTRANS MROSD d Z 0.100.05.05.xx - Quality Management Plan X 0.100.05.05.xx - Risk Management Plan X 0.100.05.05.xx - Communication Plan X 0.100.05.10.xx - Cooperative Agreement for PA&ED Phase X 0.100.05.10.xx - Independent Quality Assurance (IQA) X 0.100.05.10.xx - Project Development Team Meetings X X 1.150.05.05 - Review of Existing Reports Studies and Mapping X 1.150.05.05.xx - Provision of Existing Reports, Data, Studies, and Mapping X 1.150.05.10 - Geological Hazards Review X 1.150.05.10.xx - Provision of Existing Geological Information X 1.150.05.15 - Utility Search X 1.150.05.15.xx - Provision of Existing Utility Information X 1.150.05.20 - Environmental Constraints Identification X 1.150.05.20.xx - Provision of Environmental Constraints Information X 1.150.05.25 - Traffic Forecasts/Modeling X 1.150.05.25.xx - Provision of Existing Traffic Forecasts/Modeling Information X 1.150.05.30 - Surveys and Maps for PID X 1.150.05.30.xx - Provision of Existing Surveys and Mapping X 1.150.05.35 - Problem Definition X 1.150.05.45 - As -Built Centerline and Existing Right of Way X 1.150.05.xx - Provision of Existing District Geotechnical Information X 1.150.10.05 - Public/Local Agency Input X 1.150.15.05 - Right of Way Data Sheets X 1.150.15.10 - Utility Relocation Requirements Assessment X 1.150.15.15 - Railroad Involvement Determination X 1.150.15.25 - Preliminary Materials Report X 1.150.15.35 - Multimodal Review X Project Initiation Document (PID) Agreement 2012_10_30 Page 9 of 10 Agreement 04 - 2630 WORK ELEMENT up i c.) MROSD z 1.150.15.40 - Hydraulic Review X 1.150.15.50 - Traffic Studies X 1.150.15.55 - Construction Estimates X 1.150.20.05 - Initial Noise Study X 1.150.20.10 - Hazardous Waste Initial Site Assessment X 1.150.20.15 - Scenic Resource and Landscape Architecture Review X 1.150.20.30 - Initial Records and Literature Search for Cultural Resources X 1.150.20.50 - Initial Water Quality Studies X 1.150.20.60 - Preliminary Environmental Analysis Report Preparation X 1.150.20.65 - Initial Paleontology Study X 1.150.25.05 - Draft PID X 1.150.25.20 - PID Circulation, Review, and Approval X 1.150.25.25 - Storm Water Data Report X 1.150.35 - Required Permits During PID Development X 1.150.40 - Permit Identification During PID Development X 1.150.45 - Base Maps and Plan Sheets for PID X Project Initiation Document (PID) Agreement 2012_10_30 Page 10 of 10 R-16-148 Meeting 16-28 November 9, 2016 AGENDA ITEM 5 AGENDA ITEM Proposed Expansion of Dogs On-Leash Access on All Trails at El Sereno Open Space Preserve GENERAL MANAGER’S RECOMMENDATIONS 1. Approve the proposed project description for the El Sereno Dog Access Project, as set out in this report, to proceed with the required environmental review in accordance with the California Environmental Quality Act. 2. Approve the above project description for a future Use and Management Plan Amendment for El Sereno Open Space Preserve, excluding trail segment over San Jose Water Company Property, pending formalized access rights. SUMMARY The El Sereno Dog Access Project (Project) proposes to expand dog on-leash access to all trails at El Sereno Open Space Preserve (Preserve). This Project is included in the Board-approved 2012 Vision Plan, 2014 Measure AA Five-Year Project List, and Fiscal Year (FY) 2016-17 Action Plan. Following extensive property research, the District initiated outreach to affected private landowners and held a neighborhood meeting on August 30, 2016 to obtain input on the proposed Project. The Project was then presented to the Planning and Natural Resources Committee (PNR) in October 2016. The PNR recommends proceeding with the Project, starting with Board approval of the proposed project description to begin the environmental review (CEQA) process. For the purposes of CEQA analysis, dog access on a 0.3-mile portion of the Aquinas Trail over San Jose Water Company (SJWC) property will be included. However, it should be noted that the District has not established public access across those lands has not been established, and access would be subject to formal access rights being secured with SJWC. Once the CEQA analysis is completed, the item will return to the Board of Directors for consideration of a Use and Management Plan Amendment to include dogs-on-leash on all Preserve trails except for the SJWC trail segment should access rights not be secured by that time. The Fiscal Year (FY) 2016-17 budget includes sufficient funds for the Project. MEASURE AA Costs associated with changing the use of existing trails is not MAA eligible. However, future acquisitions or trail upgrades to improve access and perfect rights are eligible as part of MAA Portfolio #19—El Sereno Dog Trails and Connections. R-16-148 Page 2 BACKGROUND Starting in late 2015, the District conducted a site opportunities and constraints analysis for dog access at the Preserve and reviewed Board ordinances and policies, including the Board-adopted Dog Access Site Evaluation Criteria that guide site suitability analysis of dog access on District lands. Concurrently, the District began due diligence exploration into the status of property rights to formalize public access and expand dog access over the entire Preserve trail system, including through-connections. In 2016, after the Board approved the Project as part of the FY2016-17 Action Plan, the District initiated outreach to affected private landowners to receive input on the proposed use change and the need to formalize public access rights along commonly used trailheads and trails that extend through their properties. As of September 30, 2016, four of the five landowners who own segments of the trail system responded, and the District is working on formalizing access. Following landowner outreach, the District held a broader neighborhood meeting on August 30, 2016 and obtained input on the proposed use change. Currently, dog on-leash access is limited to the 1.2-mile Overlook Trail (see Attachment 1) on the northeast side of the Preserve. This trail had a long history of dog use that far preceded the District’s purchase of the underlying 258-acre former Krone-Bishop property. Given this history and the resulting evaluation of the trail against the Board-approved Dog Access Site Evaluation Criteria, the Preserve’s Use and Management Plan was amended in 2008 to formalize dog access on the Overlook Trail (R-08-36). Expanding dog access to the remaining Preserve trails was identified as a priority during the Vision Plan process and included in Measure AA. DISCUSSION Existing Site Constraints and Opportunities The Preserve primarily provides recreational opportunities to adjacent neighborhoods due to severely limited parking. Two public parking areas service the Preserve; one is a small, three- vehicle pullout on Montevina Road and the other a six-vehicle, permit parking lot on Overlook Drive at the west end of the Overlook Trail. In 2015, 38 cars used the permit parking lot over the entire year. Trailhead entrances at Bohlman Road, Sheldon Road and Overlook Road, at the east end of the Overlook Trail, do not have public parking. Due to the steepness of the terrain and surrounding residential development, providing additional parking is not feasible at these locations. The Preserve trail system mostly passes through low sensitivity chaparral habitat and a small oak woodland area with steep slopes. Chaparral communities are considered quite suitable for dog access because the dense brush keeps dogs within the trail corridor thus minimizing ecosystem impacts. The Preserve trail system is a network of wide fire roads that have good visibility and substantial space for different types of users to share the same trails. The physical characteristics of the Preserve strongly contribute to its suitability for dog access. Dog Access Site Evaluation Criteria District staff evaluated the Preserve using 11 criteria set forth in the 1995 Board-approved Dog Access Site Evaluation Criteria. The evaluation criteria make clear that the policy objective is to designate an entire preserve as either open or closed to dogs to facilitate management and proper R-16-148 Page 3 signage, and avoid visitor confusion. The table in Attachment 2 provides a summary and an analysis of the evaluation criteria as applied to the Preserve. The most important criterion as determined by the Board is habitat sensitivity. The Preserve’s chaparral habitat is considered one of the least sensitive and thus quite suitable for dogs. In summary, the Preserve scores well among the site criteria evaluation and is comparable to other District preserves that allow dog access. Proposed CEQA Project Description To consider a proposed Use and Management Plan Amendment to the Preserve to add dog use to existing Preserve trails, the District must complete an environmental review analysis of the proposed Project in accordance to the California Environmental Quality Act. For the purpose of the environmental review, the District proposes to analyze the following: a trail use change to allow dog access on 5.9 miles of trail over four (4) existing trail segments: Montevina Ridge, Aquinas, Loma Vista and Serenity Trails. The District would not implement dog access over the approximately 0.3-mile portion of the Aquinas Trail on SJWC property, until and if public access rights are formalized on this segment. If this Project Description is approved by the Board, the District would complete the environmental review and return at a later date with the proposed Use and Management Plan Amendment and CEQA findings for Board consideration. Summary of Public Input Received to Date District staff presented the proposed Project at a neighborhood meeting on August 30, 2016 for residents living within the immediate vicinity of the Preserve. While these neighbors expressed overall support for expanding dog access, some shared concerns related to: • Existing parking issues on private roads (Sheldon Road and Overlook Road) and how expanded dog access trails may further impact parking; • Improved signage to educate visitors about cleaning up after their dogs, not disturbing adjacent homes, and respecting privacy of these residents; • Additional District ranger patrol and enforcement; • Feasibility of working more closely with the Sheriff’s Office on patrol and enforcement of illegal parking on private roads; and • Feasibility of additional parking area(s) within the Preserve. Following the August 30 neighborhood meeting, the District scheduled a September 22 meeting specifically with the Sheldon Road residents to further discuss their concerns regarding unauthorized parking on the private road, which is a separate issue from the proposed dog expansion at the Preserve. Neighbors and the District agreed to several actions to address the concerns, including the installation of larger and additional signs by the District and ranger enforcement of “No Parking” at the end of Sheldon Road. The proposed Project was then presented to the PNR Committee on October 6, 2016. The Committee asked clarifying questions, but made no changes to the proposal and recommended forwarding the Project to the full Board for consideration (see attached draft minutes). Members of the public provided comment, including support for expanded dog access. R-16-148 Page 4 FISCAL IMPACT The Fiscal Year 2016-17 budget includes $51,750 (OpEx-GF) for the Project. Any land acquisition costs to further improve access and perfect rights would need additional funding approval from the Board BOARD COMMITTEE REVIEW The PNR Committee met on October 6, 2016. (see attached draft minutes), asked clarifying questions, and heard public comments that included support for expanded dog access. The PNR Committee recommended forwarding the Project to the full Board. PUBLIC NOTICE Public notice was provided as required by the Brown Act. Public notice was also sent to adjacent landowners and interested parties, including attendees from the August 30, 2016 Los Gatos neighborhood meeting. Public noticing was also posted on the District’s webpage and the El Sereno Dog Access Project webpage. CEQA COMPLIANCE If this item is approved by the Board, the District will commence environmental review. NEXT STEPS Following Board approval, the General Manager would direct staff to begin CEQA review. Attachments 1. Map of El Sereno showing proposed expanded dog access trails. 2. Table of El Sereno Dog Access evaluation criteria 3. Public correspondence 4. Draft minutes Responsible Department Head: Jane Mark, AICP, Planning Department Prepared by: Tina Hugg, Senior Planner, Planning Department Alicia Halpern, Planner I, Planning Department Contact person: Tina Hugg, Senior Planner, Planning Department Alicia Halpern, Planner I, Planning Department Graphics prepared by: Ryan Haines, GIS Intern !P !P !P !P !P !P !P !P !P !P !P !P !P Sanborn County Park El SerenoOpen SpacePreserve San JoseWater Co. San JoseWater Co. Aquin a s Trail Serenit y T r a i l O verlookTrail L o maVista Trai l MontevinaRoad Ä9 N S a n t a C r u z A v e W Mai n S t 0.5 0.2 1.3 1.3 1.2 0.3 0.5 0.5 0.1 1.2 Ä17 Ä35 St. Joseph'sHill OpenSpace Preserve MontevinaRid g e T r a i l A q u i n a s T r a il B o hl m a n R oad L o sGatos C r e e k LyndonCanyonCreek ES04 ES03 ES02 ES06 ES05 Midpeninsula RegionalOpen Space District El Sereno Open Space Preserve (OSP) August 2016 Pa t h : G : \ P r o j e c t s \ E l _ S e r e n o \ E x p a n d e d _ D o g _ U s e \ E l S e r e n o P r e s e r v e M a p _ 2 0 1 6 0 8 2 6 . m x d Cr e a t e d B y : a h a l p e r n 0 0.50.25MilesI (Midpen)MidpenPreserves Private Property 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. San Jose Water Company SanJose Ã9 Ã101 Ã1 Ã17Ã35 Cupertino SantaCruz Area ofDetail Other Protected Open Spaceor Park Lands Trail Highway or Major Road Important Road Proposed ExpandedDog Access Trails Gate (#) !!!Trail Junction(# Trail Mileage) Roadside Parking Parking Lot Dogs on LeashAllowed Midpen ConservationEasement Overlook Dr. (Private)Vehicular access for visitors by permit only. Freeway Overlook (Private) Sheldon Rd. (Private) Attachment 1 Attachment 2 Evaluation Results for El Sereno Open Space Preserve Using Board-adopted Dog Access Site Evaluation Criteria Criterion Supports Dog Access Notes Habitat sensitivity Yes Chaparral; Low sensitivity Preserve use levels Yes Low Trail-width/visibility Yes Wide fire roads Parking No Very limited Conflicting special use Yes No special use zone History of dog use No Not previously sanctioned Adjacent to Urban Area Yes Limited Miles of trails Yes 7.1 miles Disturbed habitat Yes Agricultural use Dogs allowed on connecting trails N/A No regional trail connections Loop trails No No loop trails High Importance Criteria: • Habitat Sensitivity: The Preserve’s chaparral habitat is considered one of the least sensitive and thus quite suitable for dogs. Medium Importance Criteria: • Use levels: The Preserve experiences low use compared to other District preserves and hence is suitable for adding an additional use. • Trail-width/visibility: The Preserve has wide, road-width trails that help reduce the opportunity for visitor conflict. • Parking: Parking is limited and thus not ideal for regional dog access. Attachment 2 • Conflicting special use: No conflicting special use exists, such as an environmental education site or agricultural use, that might be negatively affected by dog access. • History of dog use: The Preserve has a history of informal, unsanctioned dog use. • Adjacent to urban area: The Preserve lies on the edge of a lower density residential neighborhood and will provide these neighborhoods with increased healthy recreational opportunities. Lower Importance Criteria: • Miles of trail: Preserves with five or more miles of trail score highest because they offer more recreational opportunities for visitors, and El Sereno has 5.9 miles of trails that could be opened to dogs. • Disturbed habitat: This score reflects the relative amount of disturbance from past use and the Preserve has a history of agricultural use for grazing. • Dogs allowed on connecting trails: The existence of dog use on connecting trails is scored higher and currently there are no regional trails that connect into the Preserve, thus this criterion is not applicable. However, if a future trail connection were ever developed to connect El Sereno Open Space Preserve and Sanborn County Park, where dogs are allowed in the County park, expanding dog access at the Preserve would be compatible with dog access on connecting trails. • Loop trails: Offering more loop trails is a specific request from dog user groups, so preserves with loop trails rate higher. At this time, the Preserve only offers out-and-back trails. Attachment 3 Public correspondence received prior to October 3, 2016 1 Alicia Halpern From:Alicia Halpern Sent:Friday, September 16, 2016 3:30 PM To:'Deb Conway' Subject:RE: dogs Dear Ms. Conway: Thank you for your email. Your comments will be shared with our Planning and Natural Resources (PNR) Committee when they meet to discuss this project at a future date still to be determined. I will add your email address to the El Sereno Dog Access contact list and you will receive a notification for this upcoming PNR Committee meeting when a date and location have been set. Feel free to attend the meeting and provide additional comments in‐person. Please let me know if you have any additional comments or questions. Sincerely, Alicia From: Deb Conway [mailto ] Sent: Thursday, September 15, 2016 11:39 AM To: El Sereno Dog Access <ElSerenoDogs@openspace.org> Subject: dogs Concerning dogs in El Sereno Open Space- I live at the end of Bohlman Road. Although it's great having people enjoy the Open Space, having dogs wandering around with them is an annoyance. This seems to be one of the last serene places you can walk without dog mess, or dogs. People have no concern for keeping their dogs on leash. Who will police that? Our own dogs are to be kept fenced, yet people who come to use the trails let their dogs roam freely. We even have a couple locals that deny the leash law and take their dogs into the Open Space off leash anyway. Alicia Halpern Open Space Planner I ahalpern@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691‐1200 ‐ F: (650) 691‐0485 2 Most of land up here is private land, yet people feel the urge to wander around outside the boundaries of the Open Space anyway. Don't we have enough trails that allows dogs now without creating another in such a serene location? Not to mention the trash people leave behind. I pick up trash along Bohlman all the time as it is. What about dog droppings. If people don't care about leashing.. why will they be compelled to pick up their own dog's messes? Please reconsider allowing dogs on one of the last pristine trails around.. Deb Conway Alicia Halpern From: Alicia Halpern Sent: Tuesday, August 30, 2016 9:48 AM To: 'Bianca Gruetter' Cc: Annie Johnson; Bill Trambley; Sue Cooney; Candice Pacheco; Karyn Gramling; Marcia Miller; Joseph Wolff Subject: RE: Sheldon Road Response for Dogs on El Sereo Open Space Good morning, Thank you for your input. Your comments were circulated to the project team. Sincerely, Alicia 151 M E 6 1 O N. L OPEN SPAC E Alicia Halpern Open Space Planner I ahalpern@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691-1200 - F: (650) 691-0485 From: Bianca Gruetter [mailto Sent: Wednesday, August 24, To: Alicia Halpern <ahalpern@openspace.org> Cc: Bianca Gruetter • >; Annie Johnson >; Bill Trambley >; Sue Cooney Gram ing >; Marcia Mi er >;Josep Wo j < Subject: She •on Roa• Response or Dogs on El Sereo Open Space Good afternoon and thank you for the clarification. Can you please share the below information with the appropriate people prior to the meeting on Tuesday? Please note that the below request does not in any way signal a desire to allow or not allow dogs on the preserve. However, in the event that Mid Pen does move forward and allow dogs, the residents of Sheldon Road (which is a private road) would like to request the following: 1. It should be for a trial period of 6 months with a mandatory follow up meeting to review how it is impacted our neighborhood. 2. Mid pen has to pay for and install LARGE signs at the bottom to Sheldon and on the fire gate that says there is NO PARKING on Sheldon at anytime, trail hours of sunrise to sunset, NO off leash dogs and all dog waste must be removed. We would like to discuss the signage size and wording. Current signage for the preserve is ineffective. 3. Mid pen has to commit to patrolling the preserve daily with a zero tolerance policy for people with off -leash dogs and people leaving dog waste. In addition, Mid Pen will enforce the no parking on Sheldon Road. 1 2 Our concern is an increase in people driving on Sheldon looking for the dog trail and an increase in parking along Sheldon Road and the cul-du-sac. Thank you from the residents of Sheldon Road  Bianca and Jeff Gruetter  Sue Cooney  Jeff and Annie Johnson  Bob Pacheco and Candice Brown  Joe and Aron Wolfe  Bill and Sue Trambley  Karyn and Glenn Gramling  Marcia and Eric Miller On Aug 17, 2016, at 11:00 AM, Alicia Halpern <ahalpern@openspace.org> wrote: Dear Bianca, Thank you for your email. The proposal for this project is to open all the trails at El Sereno Open Space Preserve to dog access. This includes the Aquinas Trail, which is the trail right above your neighborhood. Please let me know if you have any further questions. Regards, Alicia Alicia Halpern Open Space Planner I ahalpern@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691-1200 - F: (650) 691-0485 -----Original Message----- From: Bianca Gruetter [] Sent: Monday, August 15, 2016 9:35 AM To: El Sereno Dog Access <ElSerenoDogs@openspace.org> Subject: El Sereno Dog Access Good Morning. I am a home owner on Sheldon Road in Los Gatos. Can you please confirm where the proposed El Sereno Dog access is? We are in receipt of the flyer from Mid Pen but it is unclear on the map where you are considering adding dog access. We own a home on Sheldon Road and are curious if the trail directly above our house is in consideration. 3 Thank you very much! Bianca Gruetter 16900 Sheldon Road Los Gatos, CA 95030 1 Alicia Halpern From:Alicia Halpern Sent:Tuesday, August 30, 2016 10:14 AM To:'Bianca Gruetter' Subject:RE: Sheldon Road Signage Attachments:Sheldon Rd License Agreement.pdf Dear Ms. Gruetter, For our initial notification, the District’s goal was to send mailers to the owners of the properties on the roads directly leading to the project site as well as anyone who is on our interested parties list for that preserve. These roads included Bohlman, Montevina, Sheldon, and Overlook Roads. Initial mailings were sent based on residents’ addresses that we obtained from the County parcel data for the properties. Very often we need to expand our interested parties mailing list as a project moves forward. This is the first of multiple opportunities in the planning process for the public to give input on the El Sereno Dog Access project. I have attached a template of the Sheldon Road License Agreement that is referenced on the sign and was individually signed by sixteen property owners along Sheldon Road. Sincerely, Alicia ‐‐‐‐‐Original Message‐‐‐‐‐ From: Bianca Gruetter [mailto ] Sent: Sunday, August 28, 2016 6:40 PM To: Alicia Halpern <ahalpern@openspace.org> Subject: Sheldon Road Signage Good morning. In anticipation of the Tuesday evening meeting, can you please send me a copy of the Sheldon Road agreement as noted on the sign? In addition can you confirm how, when and to what extent the meeting is being advertised? Most residents on Sheldon are unaware of it. Thank you Alicia Halpern Open Space Planner I ahalpern@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691‐1200 ‐ F: (650) 691‐0485 From:Jennifer Woodworth Subject:RE: El Sereno - PRA request Date:Friday, September 9, 2016 2:31:07 PM Attachments:IMG_1215.jpg IMG_1217.JPG El Sereno Incidents 1-2013 to Present.pdf El Sereno Subject Cites 1-2013 to Present.pdf El Sereno Parking Cites & Warnings 1-2013 to Present.pdf image001.gif Ms. Gruetter, Alicia Halpern forwarded to me your Public Records Act request. Please see the District’s responses below and the attached documents. Please let me know if you have any additional questions. Thank you. 1. Can you please send me exhibit A which is the licensors? Paperwork has been provided in person by Allen Ishibashi. 2. Can you please tell me whom is the licensors representative (page 2, II)? Paperwork has been provided in person by Allen Ishibashi. 3. Per section VII can you send me the patrol and activity enforcement for the past 4 years? In particular I am looking for the frequency that there are patrols on both Sheldon and Mid Pen and the number of tickets that have been issued to dog walkers on mid own. A report of incidents at El Sereno Open Space Preserve, including citations, is attached. There are also separate documents that list citations only and one for parking citations only. Patrol logs are not maintained electronically. Our Visitor Services department has approximately 5 bankers boxes of these logs for the past 4 years that you may review. Please let me know if you would like to review these, and we can arrange a time. Some of these logs contain personal information that will require redaction, so please contact me to set up an appointment. 4. Is there any record of the number of complaint calls or requests for help for Sheldon Road residents from the last 10 years? This information is not tracked. 5. Based on section I, it appears as though this license is revocable. I would assume this would be based on non compliance of the agreement. This information is contained in the license agreement previously provided. 6. Lastly, please confirm the locations of the signs in section VI, part 2, 3, 4 and section IV? Photos of the signs at the intersection of Overlook Rd. and Sheldon Rd. and the intersection of Sheldon Rd. and the District’s trail are attached. Jennifer Woodworth, MMC District Clerk/ Assistant to the General Manager jwoodworth@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691-1200 - F: (650) 691-0485 E-mail correspondence with the Midpeninsula Regional Open Space District (and attachments, if any) may be subject to the California Public Records Act, and as such may therefore be subject to public disclosure unless otherwise exempt under the Act. From: Bianca Gruetter [mailto:] Sent: Tuesday, August 30, 2016 10:56 AM To: Alicia Halpern <ahalpern@openspace.org> Subject: Re: Sheldon Road Signage Thank you for sending this. Can you please send me exhibit A which is the licensors? Can you please tell me whom is the licensors representative (page 2, II)? Per section VII can you send me the patrol and activirty enforcement for the past 4 years? In particular I am looking for the frequency that there are patrols on both Sheldon and Mid Pen and the number of tickets that have been issued to dog walkers on mid own. Is there any record of the number of complaint calls or requests for help for Sheldon Road residents from the last 10 years? Based on section I, it appears as though this license is revocable. I would assume this would be based on non compliance of the agreement. Lastly, please confirm the locations of the signs in section VI, part 2, 3, 4 and section IV? Thank you very much. Bianca Gruetter Sent from my iPhone On Aug 30, 2016, at 10:14 AM, Alicia Halpern <ahalpern@openspace.org> wrote: Dear Ms. Gruetter, For our initial notification, the District’s goal was to send mailers to the owners of the properties on the roads directly leading to the project site as well as anyone who is on our interested parties list for that preserve. These roads included Bohlman, Montevina, Sheldon, and Overlook Roads. Initial mailings were sent based on residents’ addresses that we obtained from the County parcel data for the properties. Very often we need to expand our interested parties mailing list as a project moves forward. This is the first of multiple opportunities in the planning process for the public to give input on the El Sereno Dog Access project. <image001.gif> Alicia Halpern Open Space Planner I ahalpern@openspace.org Midpeninsula Regional Open Space District 330 Distel Circle, Los Altos, CA 94022 P: (650) 691-1200 - F: (650) 691-0485 I have attached a template of the Sheldon Road License Agreement that is referenced on the sign and was individually signed by sixteen property owners along Sheldon Road. Sincerely, Alicia -----Original Message----- From: Bianca Gruetter [mailto:] Sent: Sunday, August 28, 2016 6:40 PM To: Alicia Halpern <ahalpern@openspace.org> Subject: Sheldon Road Signage Good morning. In anticipation of the Tuesday evening meeting, can you please send me a copy of the Sheldon Road agreement as noted on the sign? In addition can you confirm how, when and to what extent the meeting is being advertised? Most residents on Sheldon are unaware of it. Thank you <Sheldon Rd License Agreement.pdf> .' PRIVA1 ROAD red Vehicles D: • • .«. ••, esyciv,.+.,1 na <.+a. many. 15 WOK •malVS SELECTED EVENTS by PRESERVE [Detail] DATES BETWEEN 1/1/2013 And 9/7/2016 ALL EVENT TYPES, ALL CITES TYPES, ALL INCIDENT TYPES PRESERVES: El Sereno ALL TRAILS, ALL VIOLATIONS Incident TypeDateCite/IR #Report Misdemeanor El Sereno 64Count Law Enforcement1/27/2013 IR# 13F032 INCIDENT IR REPORT 1/27/2013 22506 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area Law Enforcement3/12/2013 IR# 13F091 INCIDENT IR REPORT MROSD 703.1 Unlawful defacementUncited 3/16/2013 12395 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area Law Enforcement4/13/2013 IR# 13F145 INCIDENT IR REPORT MROSD 703.2 Unlawful constructionUncited 4/27/2013 22045 SUBJECT CITATION MROSD 502.3(a)Helmet required Law Enforcement4/27/2013 IR# 13F163 INCIDENT IR REPORT 5/4/2013 22522 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area Law Enforcement5/4/2013 IR# 13F173 INCIDENT IR REPORT Medical - Bicycle Accident 6/23/2013 13F237 ACCIDENT 1/2/2014 12934 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area 1/2/2014 22383 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area Law Enforcement1/2/2014 IR# 14F005 INCIDENT IR REPORT 1/19/2014 12935 PARKING WARNING MROSD 801.1(a)Prohibited Areas (Signed) 2/15/2014 13653 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area 2/16/2014 21001 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area Law Enforcement2/16/2014 IR# 14F054 INCIDENT IR REPORT 3/9/2014 SCC16939 PARKING CITATION SCC B14-33.2(a)3 Parking blocking road or driveway 3/18/2014 12470 SUBJECT WARNING MROSD 701.1(c)Leash required - Dog 3/18/2014 22791 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 3/18/2014 22792 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area Law Enforcement3/18/2014 IR# 14F096 INCIDENT IR REPORT 3/19/2014 VANDALISM MROSD 703.1 Unlawful defacement 7/4/2014 22392 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22389 SUBJECT CITATION MROSD 805.3 After hours Law Enforcement7/4/2014 IR# 14F208 INCIDENT IR REPORT 7/4/2014 22887 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22886 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22884 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22391 SUBJECT CITATION MROSD 805.3 After hours Page 1 of 3Print Date 9/7/2016 8:22:19 AM Incident TypeDateCite/IR #Report Misdemeanor El Sereno Continued...64Count 7/4/2014 22885 SUBJECT CITATION MROSD 805.3 After hours Law Enforcement7/4/2014 IR# 14F209 INCIDENT IR REPORT 7/4/2014 22390 SUBJECT CITATION MROSD 805.3 After hours 7/10/2014 SCC16942 PARKING CITATION MROSD 801.1(l)Prohibited Areas (Nondesignated area) Law Enforcement7/18/2014 IR# 14F225 INCIDENT IR REPORT 7/18/2014 22675 SUBJECT CITATION MROSD 805.3 After hours 7/25/2014 23018 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area Law Enforcement7/25/2014 IR# 14F234 INCIDENT IR REPORT MROSD 701.1(c)Leash required - DogUncited Law Enforcement8/5/2014 IR# 14F249 INCIDENT IR REPORT 8/5/2014 22634 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 8/25/2014 SCC16948 PARKING CITATION MROSD 801.1(l)Prohibited Areas (Nondesignated area) Fire Incident8/27/2014 IR# 14F280 INCIDENT IR REPORT MROSD 404.1 Outdoor fire without permitUncited H&S 11357(b)Possession of Marijuana - < an ounceUncited PC 374.4(a)LitteringUncited 1/11/2015 13253 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area 4/26/2015 24134 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area MROSD 701.1(c)Leash required - DogUncited 5/17/2015 23631 SUBJECT CITATION MROSD 701.1(a)3 dogs maximum allowedUncited MROSD 701.1(b)Dog in prohibited area 6/26/2015 VANDALISM MROSD 703.1 Unlawful defacement 8/10/2015 13567 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area 8/18/2015 13491 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area Law Enforcement10/12/2015 IR# 15F119 INCIDENT IR REPORT Medical - Other First Aid10/12/2015 15F118 ACCIDENT 11/13/2015 14903 SUBJECT WARNING MROSD 502.3(a)Helmet required HazMat2/25/2016 IR# 16F016 INCIDENT IR REPORT 4/30/2016 SCC19888 PARKING CITATION MROSD 801.1(a)Prohibited Areas (Signed) Law Enforcement5/6/2016 IR# 16F044 INCIDENT IR REPORT MROSD 404.1 Outdoor fire without permitUncited PC 451 ArsonUncited 5/9/2016 23743 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/10/2016 23843 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/10/2016 23844 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/10/2016 23845 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/15/2016 23248 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 5/22/2016 15116 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area 5/22/2016 15117 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area Page 2 of 3Print Date 9/7/2016 8:22:20 AM Incident TypeDateCite/IR #Report Misdemeanor El Sereno Continued...64Count 6/13/2016 23744 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 6/25/2016 23552 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 8/21/2016 14472 SUBJECT WARNING MROSD 701.1(b)Dog in prohibited area 64Total Count Page 3 of 3Print Date 9/7/2016 8:22:20 AM SELECTED EVENTS by PRESERVE [Detail] DATES BETWEEN 1/1/2013 And 9/7/2016 EVENT TYPES: Subject CITES TYPES: Citation ALL INCIDENT TYPES PRESERVES: El Sereno ALL TRAILS, ALL VIOLATIONS Incident TypeDateCite/IR #Report Misdemeanor El Sereno 27Count 1/27/2013 22506 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 4/27/2013 22045 SUBJECT CITATION MROSD 502.3(a)Helmet required 5/4/2013 22522 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 1/2/2014 22383 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 2/16/2014 21001 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 3/18/2014 22791 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 3/18/2014 22792 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 7/4/2014 22391 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22884 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22885 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22886 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22887 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22390 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22392 SUBJECT CITATION MROSD 805.3 After hours 7/4/2014 22389 SUBJECT CITATION MROSD 805.3 After hours 7/18/2014 22675 SUBJECT CITATION MROSD 805.3 After hours 7/25/2014 23018 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 8/5/2014 22634 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 4/26/2015 24134 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area MROSD 701.1(c)Leash required - DogUncited 5/17/2015 23631 SUBJECT CITATION MROSD 701.1(a)3 dogs maximum allowedUncited MROSD 701.1(b)Dog in prohibited area 5/9/2016 23743 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/10/2016 23843 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/10/2016 23844 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/10/2016 23845 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 5/15/2016 23248 SUBJECT CITATION MROSD 701.1(b)Dog in prohibited area 6/13/2016 23744 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 6/25/2016 23552 SUBJECT CITATION MROSD 701.1(c)Leash required - Dog 27Total Count Page 1 of 1Print Date 9/7/2016 8:29:20 AM SELECTED EVENTS by PRESERVE [Detail] DATES BETWEEN 1/1/2013 And 9/7/2016 EVENT TYPES: Parking CITES TYPES: Citation, Warning ALL INCIDENT TYPES PRESERVES: El Sereno ALL TRAILS, ALL VIOLATIONS Incident TypeDateCite/IR #Report Misdemeanor El Sereno 5Count 1/19/2014 12935 PARKING WARNING MROSD 801.1(a)Prohibited Areas (Signed) 3/9/2014 SCC16939 PARKING CITATION SCC B14-33.2(a)3 Parking blocking road or driveway 7/10/2014 SCC16942 PARKING CITATION MROSD 801.1(l)Prohibited Areas (Nondesignated area) 8/25/2014 SCC16948 PARKING CITATION MROSD 801.1(l)Prohibited Areas (Nondesignated area) 4/30/2016 SCC19888 PARKING CITATION MROSD 801.1(a)Prohibited Areas (Signed) 5Total Count Page 1 of 1Print Date 9/7/2016 8:35:53 AM PLANNING AND NATURAL RESOURCES COMMITTEE Los Gatos Adult Recreation Center 208 East Main Street Los Gatos, CA 95030 October 6, 2016 DRAFT MINUTES CALL TO ORDER Director Harris called the meeting of the Planning and Natural Resources Committee to order at to order at 7:03 p.m. ROLL CALL Members Present: Jed Cyr, Cecily Harris, and Curt Riffle Members Absent: None Staff Present: Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner, Planning Manager Jane Mark, Senior Planner Tina Hugg, Planner I Alicia Halpern, Visitor Services Manager Michael Newburn, and District Clerk Jennifer Woodworth ORAL COMMUNICATIONS No speakers present. ADOPTION OF AGENDA Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt the agenda. VOTE: 3-0-0 COMMITTEE BUSINESS 1. Approve the July 11, 2016 Planning and Natural Resources Committee Minutes Motion: Director Cyr moved, and Director Riffle seconded the motion to approve the minutes for the July 11, 2016 Planning and Natural Resources Committee meeting. VOTE: 3-0-0 Planning & Natural Resources Committee Page 2 October 6, 2016 2. Proposed Expansion of Dog Access on All Trails at El Sereno Open Space Preserve (R-16-122) Assistant General Manager Ana Ruiz spoke regarding previous meetings and workshops related to opening all current trails in the El Sereno Open Space Preserve to on-leash dogs. The project was discussed as part of the District’s Vision Plan process and included as a Measure AA project. Following Committee consideration of the proposal, the item will be considered by the Board of Directors. Planner I Alicia Halpern provided an overview of the El Sereno Open Space Preserve, current limited and full dog access in the District’s preserves, and the regulations included in the District’s ordinance related to dogs. Ms. Halpern described the dog access site evaluation criteria, which guide when areas are opened to dog access, and applied these criteria to the trail system within the El Sereno trail system. All of the trails currently in El Sereno are proposed to be opened for on-leash dog access, except for San Jose Water Company property. At a recent neighborhood meeting, neighbors expressed concern regarding limited parking along Sheldon Rd. Since then, District staff has met with these neighbors and will continue to look for solutions. District staff has proposed additional signage to educate visitors regarding compliance with District regulations. Finally, Ms. Halpern discussed the next steps of the process, including environmental review, management plan amendment, and continuing negotiations with the San Jose Water Company. Director Riffle asked if dog users are currently visiting the preserve, and whether the proposed change will create much of a change in use. Ms. Halpern explained some dog users already visit the preserve, but staff does not anticipate a large increase of use due to limited parking and other regional dog access areas nearby. Director Riffle inquired if additional trail use by dogs could lead to additional user conflict among the different user types, especially equestrians and dog owners. Ms. Halpern explained the trails are wide, there is limited equestrian use of the preserves. Director Riffle expressed concern regarding a lack of dog access on San Jose Water Company property. Ms. Ruiz reported District staff is in the process of negotiating an agreement with San Jose Water Company to formalize access rights. For the time being, San Jose Water Company has requested that portion of the trail be removed from the District’s map. Director Harris inquired regarding the amount of time field staff spends patrolling and maintaining these trails and whether the time would increase based on allowing dog access. Visitor Services Manager Michael Newburn reported El Sereno has limited use and as a result has few problems. If needed, patrol could be increased, especially if when any changes to permitted uses are made. Public comment opened at 7:40 p.m. Planning & Natural Resources Committee Page 3 October 6, 2016 Dave Abelson, resident of Montevina Road, spoke in favor of dog access at El Sereno and other nearby trails with dog access including possible regional trail connections. Lindsay Eaton, resident of Montevina Road, spoke regarding limited use of the parking lot on that road. Maria Ristow, resident of Los Gatos, spoke in favor of dog access at El Sereno. Sue Cooney, resident of Sheldon Road, spoke in favor of dog access at El Sereno and explained there is no parking along Sheldon Road for non-residents due to the narrowness of the road. Mr. Newburn reported the District has an access easement on Sheldon Rd. that allows access to preserve visitors during the hours the preserve is opened. Public comment closed at 7:50 p.m. Director Riffle spoke in favor of the General Manager’s recommendation and regarding potential trail connections in the future. Director Harris expressed her concerns regarding the level of resources needed for this project and spoke in favor of gaining access to San Jose Water Company property land. Motion: Director Riffle moved, and Director Cyr seconded the motion to: 1. Confirm and recommend Board approval of the proposed expansion of dog access on all existing El Sereno Open Space Preserve (Preserve) trails as the Project Description for purposes of the California Environmental Quality Act (CEQA) analysis. 2. Confirm and recommend Board approval of the above Project Description for a future Use and Management Plan Amendment for the Preserve, excluding trail segment over San Jose Water Company Property, pending formalized access rights. VOTE: 3-0-0 ADJOURNMENT Director Harris adjourned the meeting of the Planning and Natural Resources Committee of Midpeninsula Regional Open Space District at 7:55 p.m. ___________________________________ Jennifer Woodworth, MMC District Clerk R-16-118 Meeting 16-28 November 9, 2016 AGENDA ITEM 6 AGENDA ITEM Year-End Review of the Fiscal Year 2015-16 District Budget and Action Plan GENERAL MANAGER’S RECOMMENDATION No Board action required. SUMMARY Fiscal Year 2015-16 (FY2016) District expenditures totaled $58.7 million, which is 14% below the final adjusted budget of $67.9 million. The final adjusted budget was adopted by the Board on February 10, 2016 (R-16-14), and no other budget adjustments were approved subsequent to the noted Board action. Revenue for FY2016 totaled $49.1 million, a $1.3 million or 3% above the final adjusted budget. Over the course of the last fiscal year, considerable progress was made on the 173 Key Action Plan Projects adopted by the Board. The Year-End Action Plan Review provides the Board with information on the status of each key project at the end of the fiscal year and the reason(s) for any variance from the anticipated schedule. DISCUSSION Year-End Review of District Budget and Expenditures: Revenues The District’s FY2016 adopted revenue estimate was $38.6 million. The final adjusted budget increased the revenue estimate to $47.7 million, reflecting the additional fifth quarter to allow the District to shift to a July 1 to June 30 fiscal year, as well as higher than projected revenues due to the continued economic growth in the region. As of June 30, 2016, the District’s total revenue was $49.1 million, which are 27% higher than the adopted revenue estimate and 3% above the final adjusted budget. Expenditures The District ended the year with total expenditures of $58.7 million, which is $9.2 million or 14% below the final adjusted budget. Excluding land purchases and debt service, total expenditures were $34.6 million, which is $3.6 million or 9.5% below the final adjusted budget. The District’s FY2016 expenditures remained within the approved budget. Expenditures by category are listed in Table 1. R-16-118 Page 2 Table 1 – District Budget & Expenditures by Category Operating Expenditures Salaries and benefits ended the year at $22.5 million, or 6% above the final adjusted budget as a result of the $3 million CalPERS pre-payment to the Unfunded Pension Liability. Services and supplies were $6.5 million. Property Management expenditures in the amount of $698,534 are backed out of Services and Supplies category, and called out separately under Property Management, bringing the total Services and Supplies expenditures to $5.7 million, or 14% below budget primarily due to lower than budgeted spending in contract and outside services in most departments. Additional factors included lower than budgeted spending for facility maintenance activities and projects. A number of incomplete maintenance projects were deferred and budgeted in FY2017. Property Management The District manages 70 leases of which 41 are rental residences, 18 are agricultural leases, 10 are communications leases, and one (1) is a winery lease. Property Management revenue totaled $1.6 million, or 4% over the budgeted amount of $1.58 million. Projected revenues were exceeded by $49,389, as a result of the added fifth quarter of the one-time 15-month fiscal year, resulting in total revenue of $1.6 million. Rental income of $1.2 million was received during the period ended June 30, 2016. Year-end expenditures totaled $698,534, or 26% under the final adjusted budget amount of $938,244 due to project deferral into FY2017. Demolition of farm labor housing at Driscoll Ranch, and road improvements at Monte Bello Road were not completed as scheduled, and have been delayed and budgeted into FY2017. Two large water improvement projects, Point-of-Diversion (POD) 17 Water Line Replacement at La Honda (McDonald), and Bear Creek Stables were not completed as scheduled, and have been scheduled and budget for completion in FY2017. Fixed Assets and Capital Projects Capital projects ended the year at $5.6 million, or 34% below the final adjusted budget. Capital project delays associated with permitting issues, staff vacancies, scope changes, and factors that create uncertainty resulted in unspent Capital budget. Factors of uncertainty include, • Unpredictable weather patterns. • Difficulties in securing quality contractors. • Project costing/budgeting are often completed one-year from the start of construction, when projects are in conceptual design, and project design plans are not 100% complete. • Permitting delays from regulatory agencies and local jurisdictions. DISTRICT EXPENDITURES FY2015-16 Adopted Budget FY2015-16 Final Adjusted Budget FY2015-16 Year-End Actuals $ Change from FY2015-16 Final Adjusted Budget % Spent of FY2015-16 Final Adjusted Budget Salaries and Benefits 15,393,844$ 21,281,264$ 22,489,902$ 1,208,638$ 106% Services and Supplies 5,789,463$ 7,567,138$ 5,776,430$ (1,790,708)$ 76% Total Operating Expenditures 21,183,307$ 28,848,402$ 28,266,332$ (582,070)$ 98% Capital Expenditures 10,414,311$ 8,463,000$ 5,600,860$ (2,862,140)$ 66% Land and Associated Costs 12,286,670$ 18,621,270$ 13,300,000$ (5,321,270)$ 71% Property Management 795,244$ 938,244$ 698,534$ (239,710)$ 74% Debt Service 11,062,744$ 11,068,937$ 10,844,768$ (224,169)$ 98% Total Non-Operating Expenditures 34,558,969$ 39,091,451$ 30,444,162$ (8,647,289)$ 78% TOTAL DISTRICT EXPENDITURES 55,742,276$ 67,939,853$ 58,710,494$ (9,229,359)$ 86% R-16-118 Page 3 The District completed the scope of work for 83 of its 173 total active capital and non-capital projects. Significant accomplishments include: • Constructed most of the four-mile Mount Umunhum Trail, including bridge forms for the installation of three trail bridges and brushing and grading of access roads leading to the Mt. Umunhum trail. • Completed a second phase of Sears Ranch Road repairs and culvert replacements on lower Sears Ranch Road to improve sections of the main ranch road for grazing, patrol, and upcoming public use. • Russian Ridge Open Space Preserve (OSP): Mindego Hill Trail Open to Public. • Mt. Umunhum Road engineering and design development complete. • Completion of Information Technology (IT) Strategic Plan. Land and Associated Costs The District purchased and helped preserve 609 acres of open space land during FY2016 at a total cost of $13.3. The District received $220,000 in land gifts, and $440,000 in structures. Highlights of land additions include: • Purchase of 38.1-acre Toepher property at La Honda Creek Upper Area. • Purchase of 5-acre Ashworth property at La Honda Creek Upper Area. • Purchase of 30-acre Cunha Trust property at the end of Sears Ranch Road, proving management presences and oversight of potential Preserve staging area. • Purchase of 307.64-acre POST Apple Orchard and Event Center properties. • Purchase of 117-acre Hendrys Creek property in partnership with POST and SCVWD, with SCVWD paid $1.5 million purchase price, and the District granted SCVWD conservation easement and long-term management plan. • Purchase of 38.97-acre Meyer/Connolly property along Mt. Umunhum. • Purchase of 4-acre Barth property, an additional to Sierra Azul Open Space Preserve. • Purchase of 40-acre Burton/Robinson property, an additional to Sierra Azul Open Space Preserve. Land expenditures ended the year approximately $5.3 million, or 29% below the final adjusted budget. Land acquisitions are opportunistic in nature, and has historically been difficult to accurately budget. Beginning in FY2017, the District amended its approach on budgeting for land acquisitions. For FY2017, the District’s Land & Associated Costs budget includes funds for appraisals, property purchase research, and early negotiations. When a land acquisition opportunity is presented to the Board for purchase approval, a budget amendment in the amount of the purchase price is included in the board report and corresponding resolution. Long-Term Debt and Debt Service Debt service expenses in FY2016 totaled $10.8 million, consisting of $4.36 million in principal and $6.47 million in interest. Past Budget Performance Table 2 below presents a comparison of FY2016 budget performance to the past three fiscal years. The operating budget expenditures have historically range between 91% and 94% of the actual operating budget. The FY2016 operating expenses includes a one-time $3 million CalPERS pre-payment to the Unfunded Pension Liability, and is not an annual reoccurring R-16-118 Page 4 expenditure. The total District budget, however, has a much wider range (81% to 91%), due to the uncertainty of annual land purchases and the deferral of key capital and fixed asset projects. Due to the uncertainty of land acquisitions, the District has changed its approach in how it budgets land acquisitions and associated costs. Beginning in FY 2017, budget amendments and funding authorization for land purchases will be included with the Board’s authorization to acquire land. Historically, the underperforming Land & Associated Costs has negatively impacted the District’s expenditure performance. The new approach will allow for the Land & Associated Costs budget to perform at a higher and more predictable rate. Table 2 – Past Performance Hawthorn Fund The FY2016 expenditures from the Hawthorn Fund totaled $223,055, which is 70% below the final adjusted budget of $734,927 (Table 3). The remaining stabilization work on the Hawthorn house and carriage house (garage) remained on hold as the District continues to endeavor to form a partnership for management of the historic complex. Partner selection occurred in FY2015, and involved coordination with the Town of Portola Valley, Peninsula Open Space Trust, and other interested partners. The Board approved the partner in early FY2016, with partnership term negotiations continuing through FY2016. A one-year license agreement with the potential partner was executed in August 2016. In FY2016, renovations of the Alpine House (not part of the historic complex) were completed. Renovation of the Alpine House facilitated the property to become a viable employee rental, increasing District site presence. Table 3 – Hawthorn Fund Budget and Expenditures The Hawthorn Endowment Fund balance as of June 30, 2016 is $1.53 million. DISTRICT EXPENDITURES FY2012-13 FY2013-14 FY2014-15 FY2015-16 Operating Expenses 92%94%91%98% Strategic Plan/Vision Plan 30%66%66%N/A Capital (CAPEX)54%74%65%66% Property Management 72%90%131%74% Debt Service 100%100%100%98% Land & Assoc. Costs 72%51%51%71% TOTAL EXPENDITURES 91%83%81%86% Budget Category FY2015-16 Adopted Budget FY2015-16 Final Adjusted Budget FY2015-16 Year-End Actual $ Change from Final Adjusted Budget FY2015-16 % Spent of Final Adjusted Budget FY2015-16 Operating Expenses $97,185 $97,185 $26,650 ($70,535)27% Capital Expenses $282,742 $637,742 $196,405 ($441,337)31% Hawthorn Total $379,927 $734,927 $223,055 ($511,872)30% R-16-118 Page 5 Year-End Review of Action Plan: The FY2016 Action Plan, for the period April 1, 2015 to March 31, 2016, was adopted by the Board at its Regular meeting on March 25, 2015 (Report R-15-44). The District extended the fiscal year by adding a fifth quarter, to allow the District to shift to a July 1 to June 30 fiscal year. Changes to the Action Plan were reviewed and approved by the Board at its Regular Meeting on February 10, 2016 (R-16-14). Over the course of last fiscal year, the District made considerable progress on 144 Key Action Plan Projects, or 83% of the total project list. Of these, the District completed the projected scope of work for 85 Key Projects, or 49%, as of June 30, 2016. A total of 59 Key Projects, or 34%, remain in progress, and the remaining 29 projects, or 17%, were deferred to FY2017. Attachment 1 provides detail on Action Plan project status. Table 4 below provides a summary of the status of action plan projects through June 30, 2016. Table 4 – Year-End Action Plan Project Status In addition to providing a status update to the FY2016 Action Plan Key Projects, a comprehensive list of the District’s major accomplishments is also included as Attachment 2. The accomplishments are listed in five major categories: (1) Public Access and Education, (2) Natural Resources Protection and Restoration, (3) Acquisition and Preservation, (4) General/Midpen-Wide Support of Mission, and Awards/Grants/Recognition. The list includes major and notable projects and milestones that were completed as part of the FY2016 Action Plan as well as those relating to unanticipated projects. Highlights of the major accomplishments are provided below. • Completed numerous major actions and commenced or continued other major actions toward opening the Mount Umunhum Summit in the Sierra Azul Preserve for public access, including the constructed most of the four-mile Mount Umunhum Trail. • Completed a second phase of Sears Ranch Road repairs and culvert replacements on lower Sears Ranch Road to improve sections of the main ranch road for grazing, patrol, and upcoming public use. • Bear Creek Redwoods Open Space Preserve: Completed major sections of the Draft Bear Creek Redwoods Preserve Plan and Administrative Draft Environmental Impact Report. • Grand opening of Mindego Hill Trail, the District’s first public access alongside cattle grazing. • Completed fire road maintenance and improvements in numerous Preserves – Rancho San Antonio, El Sereno, Fremont Older, Picchetti, and Sierra Azul. • Provided outdoor education to more than 8,000 members of the public through Midpen events and activities, or collaborative events and activities with partners. • Completed environmental review, construction plans, and submitted permit applications for construction in 2017 of two new bridges over Stevens Creek at Monte Bello Preserve Project Status Total % of Total Complete 85 49% In Progress 59 34% Deferred 29 17% Total:173 100% R-16-118 Page 6 • Dedicated the new Ancient Oaks Trail Extension in Russian Ridge Preserve. • Dedicated the Herb Grench Trail and Overlook located at one of the ridgeline peaks off of Anniversary Trail at Windy Hill Preserve. • Completed the El Corte de Madera Preserve Watershed Protection Program final phase implementation and reassessment, significantly improving water quality in these headwaters over the course of 15 years of restoration activities. • Purchased, exchanged, or partnered with other conservation agencies to protect over 638 acres of open space lands and received $1,500,000 in partnership funds and the equivalent of a $205,000 gift of land. FISCAL IMPACT The Year-End review of the FY2016 Budget and Action Plan has no fiscal impact on the FY2017 budget. BOARD COMMITTEE REVIEW There was no Committee review for this agenda item. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE This item is not a project subject to the California Environmental Quality Act. Attachment(s) 1. Year-End Review of Fiscal Year 2015-16 Action Plan Key Projects 2. Fiscal Year 2015-16 Major Accomplishments Responsible Department Head: Stefan Jaskulak, Chief Financial Officer Prepared by: Nicole Gonzales, Finance & Budget Analyst II Contact Person: Nicole Gonzales, Finance & Budget Analyst II Stefan Jaskulak, Chief Financial Officer YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 1 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PROGRAM: ORGANIZATIONAL MANAGEMENT Priority 1 Begin FOSM Implementation To be determined once the FOSM report is completed (February 2015). In Progress Follow-on GMO workflow study underway, with HR study to be commenced in FY 16/17. Evaluation of the approximately 60 recommendations is underway to facilitate monitoring the status and phasing of this project. Bond Oversight Committee (BOC) Formation and Setup Announce BOC recruitment, place ads and announcements on various media, receive and review applications, schedule and conduct Board interviews, schedule vote and appointment by the Board, schedule oath of office, prepare District on-boarding binder, conduct BOC orientation. In Progress All aspects of the project are completed except for the orientation of the BOC members. This meeting was delayed due the BOC members and key members of District staff being unavailable. Orientation is planned for August 2016. Budget Development Process Compile budget development spreadsheets from all departments and assemble new system of integrated spreadsheets for District-wide department use to prepare the annual District Budget. Complete Creation of CIP budget templates created and implemented for FY16-17 budget. DEPARTMENT: GENERAL MANAGER'S OFFICE Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 2 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PROGRAM: ORGANIZATIONAL MANAGEMENT (CONT'D) Priority 2 Interagency Coordination on Outside Projects Work with Board Committees to evaluate and consider potential interagency projects and outside requests and forward recommendations to the full Board. Current proposals include: 1) Town of Portola Valley request for a realignment of the Alpine Road Trail between Corde Madera School and Los Trancos Road 2) San Mateo County LAFCo proposal to consider conveyance of certain Los Trancos County Water District surplus properties. In Progress Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 3 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments LAND ACQUISITION AND PRESERVATION Priority 1 Miramontes Ridge Land Conservation (MAA 1-3) 1. Assess, appraise, and pursue land purchase opportunities (fee and easement) as new land additions to Miramontes Ridge. In Progress This project is underway with Request for Proposals for planning and appraisal consultants in Q1 FY 2016/17. Completed survey, mapping analysis of legal parcels, certificates of compliance. Inteviewed potential planning consultants and appraisers. Lot Line Adjustment / Property Transfer Purisima Uplands and Protection of Lobitios Creek Watershed (MAA 3-1) Complete Lot Line Adjustment and Transfer of the Purisima Uplands Property. Pursue purchase and gift opportunities (fee and easement) in the Lobitos Creek Watershed as new land additions to Purisima Creek Redwoods In Progress Addressing agricultral land owner's concerns with the location of the proposed trail and District use of existing ranch roads for patrol and maintenance. Survey work and the lot line adjustment application was completed. Site Clean Up and Soil Remediation Purisima Uplands (MAA 3-2) Test and remove above ground fuel tanks and pipelines. Evaluate and determine whether to remove or keep cabin. Deferred Staff Capacity with Real Property Capital Project Manager moving to new Engineering and Construction Department. La Honda Creek Upper Area Land Conservation (MAA 5-1) Pursue purchase and gift opportunities (fee and easement) as new land additions to Upper La Honda Creek OSP. Complete Purchased 38.14-acre Toepfer property. Purchased the 5-acre Ashworth property. Ongoing conversations with other property owner to provide trail connection between LHCOSP to ECdMOSP. DEPARTMENT: REAL PROPERTY Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 4 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments LAND ACQUISITION AND PRESERVATION (Cont'd) Priority 1 (Cont'd) La Honda Creek Driscoll Ranch Area (MAA 7-1) Pursue land purchase opportunity to improve management and access to Sears Ranch Road, including future public access and staging, and improved access to Apple Orchard property. 1. Property appraisal 2. Negotiations with seller to purchase property Complete Purchased 30-acre Cunha Trust property at the end of Sears Ranch Road providing management presence and oversight for proposed future Preserve staging area. Event Center and Apple Orchard Purchase (MAA 7-1) Complete purchase of POST Apple Orchard and Event Center properties in La Honda Creek Pursue riparian conservation easement on POST property west of Event Center. Incorporate these properties into La Honda Creek Master Plan amendment. Work with Caltrans to secure trail easement for tunnel connecting Event Center to La Honda Creek. Transition La Honda Road residence to District's Property Management Program. Implement Facilities Use Agreement for Event Center and ensure the corrals and arena are safe and operable. Apple Orchard Structures Assessment Complete 1. Purchased 307.64-acre POST Apple Orchard and Event Center Properties. 2. Recorded 3-acre San Gregorio Creek Conservation Easement. 3. Entered into Right of Way Agreement with Caltrans for rights to Highway 84 tunnel. 4. Incorporated La Honda Road residence into temporary AgCo Hay Ranch employe housing. 5. Implimented facilites use agreement for event center and apple orchard structures assessment. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 5 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments LAND ACQUISITION AND PRESERVATION (Cont'd) Priority 1 (Cont'd) Long Ridge Land Conservation (MAA 15-1) Pursue purchase and gift opportunities (fee and easement) in upper Pescadero watersheds Deferred No opportunites were available. Regional - Upper Stevens Canyon Trail - Site Restoration (MAA 17-1) 1. Structures Assessment 2. Bid the project 3. Obtain demolition permits 4. Demolish Structures 5. Site restoration Deferred Staff Capacity as Real Property Construction Project Manager moved into new Engineering and Construction Department. Engineering and Construction to complete demolition of structures in FY 16/17. Sierra Azul Cathedral Oaks Land Conservation (MAA 22-1) 1. Complete Hendrys Creek Partnership Purchase with Conservation Easement and Long Term Management Agreement with Peninsula Open Space Trust and Santa Clara Valley Water District.(COMPLETE) 2. Pursue purchase and gift opportunities (fee and easement) in Cathedral Oaks Area of Sierra Azul OSP. Complete 1. Purchased 117-acre Hendrys Creek property in partnership with POST and SCVWD. 2. SCVWD paid $1.5 million purchase price and District granted SCVWD conservation easement and long term management plan. 2. Purchased the 24.41- acre Freudenberg Property. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 6 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments LAND ACQUISITION AND PRESERVATION (Cont'd) Priority 1 (Cont'd) Sierra Azul Mt.Um Trail and Property Rights (MAA 23-1) Work with neighboring land owners to improve road access rights along Mt. Umunhum Road through purchase, easement exchanges or other means. Complete 1. Purchased 38.97-acre Meyer/Connolly Property along Mt Um Road. 2. Secured order of possession for Mt Um Road rights over the Rossetta and McQueen properties. The compensation still needs to be finalized for the Mt Um Road rights. Sierra Azul - Rancho de Guadalupe (MAA 24-1) Pursue purchase and gift opportunities (fee and easement) in Ranch de Guadalupe Area of Sierra Azul OSP Complete Purchased 4-acre Barth Property. Sierra Azul Loma Prieta Land Conservation (MAA 25-1) Pursue purchase and gift opportunities (fee and easement) in Loma Prieta Area of Sierra Azul OSP. Complete 1. Purchased 40-acre Burton/Robinson Property. 2. Owner completed site clean up and debris removal. 3. Demolition of illegal structures and site restoration will be handled by Engineering & Construction. Pursue New Land Conservation Opportunities Pursue purchase and gift (fee and easement) opportunities as an addition to Fremont Older,Purisima Creek Redwoods and to protect lower San Gregorio Creek watershed. In Progress 1. Secured Gifts of three Redwood Park parcels. 2. Pursing land purchase opportunity in lower San Gregorio Creek. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 7 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments LAND ACQUISITION AND PRESERVATION (Cont'd) Priority 2 Stevens Canyon - Water Dispute at Saratoga Gap OSP Work with new neighboring property owner to resolve water rights claim in Stevens Canyon Ranch Area of Saratoga Gap OSP involving1928 water agreement. In Progress A number of written correspondence has been exchanged but a deal has not been reached. Encroachment Resolution (Gullicksen), Saratoga Gap Saratoga Gap - Gullicksen - monitor remediation of site as part Santa Clara County lawsuit. In Progress County's court case continues. 1. On going monitoring by outside legal counsel continues. 2. Supported Visitor Services, State F&W, & Sherrifs Department with removal of illegal water diversion from Preserve. Encroachment Resolution, Saratoga Gap Saratoga Gap - Stevens Canyon Ranch. Execute license agreement Deferred Staff capacity Encroachment Resolution, El Corte de Madera Complete survey work and resolve encroachment. Complete Encroachment was resolved. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 8 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION Priority 1 Ravenswood Bay Trail Easement, CEQA (MAA 2-2) 1. Finalize Bay Trail Alignment with SFPUC 2. Finalize Bay Trail Easement Agreement with SFPUC 3. Coordinate w/ Cities of East Palo Alto & Menlo Park 4. Complete environmental analysis 5. Project costs will be offset by SF Bay Trail grant of $40,000 funded by ABAG In Progress Working with multiple jurisdictions and through the SFPUC process. 1. The trail alignment was agreed to by SFPUC. 2. The trail easement agreement negotiated & agreed to by SFPUC. 3. Real Property Committee Community Meeting held in East Palo Alto. 4. The draft Mitigated Negative Declaration prepared by Planning. VEHICLES, EQUIPMENT, FACILITIES, AND OTHER Priority 1 Bear Creek Redwoods -Water Infrastructure (MAA 21-3) 1. Alma Water Access 2. Install four 5,000 gallon tanks In Progress Ongoing water study was conducted by Natural Resources and a feasibility study was conducted by Engineering and Construction. The exploration of an alternative to the Alma Water System continues. One 5,000 gallon tank was installed near the alma tank for Bear Creek Stables tenant. Bear Creek Stables RFP/Lease 1. Development Bear Creek Stables lease 2. Prepare RFP and manage process and selection of a tenant in coordination with Planning. 3. Perform an appraisal for determing stable rent In Progress Draft stables lease under review by tenant. Preparation of RFP is on hold due to overall stables plan. 1. Approval of Assignment of Stables Rental Agreement 2. Supported Planning with developing Stables Site Plan. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 9 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments VEHICLES, EQUIPMENT, FACILITIES, AND OTHER (Cont'd) Priority 1 (Cont'd) Madonna Creek Stables Plan and Lease 1. Develop Madonna Creek Stable Plan 2. Develop Madonna Creek Stables Lease 3. Develop Madonna Creek Agricultural Lease In Progress Draft stables lease is under review by tenant. 1. Stables plan was completed. 2. Real Property Committee held on site. 3. Draft stables lease preapred. Farm Labor Housing Program - Sears Ranch 1. District to determine long term housing designation for 900 Sears Ranch Road. 2. Work with San Mateo County to agree on improvements as part of Pilot Program 3. Define improvements to be completed by the District 4. Complete all paperwork with San Mateo County. 5. Prepare plans and specifications to complete construction in Q1 of FY 2016-17. 6. Prepare plan for disposition of unrepairable house. In Progress Inspection of structure determined lack of foundation and structural framing. County considers structure uninhabitable. Moved tenant into La Honda Road residence while options for sears ranch residence can be explored. Completed application for farm labor housing grant program. New Land Rental Property Transition - Silva 1. Roof Replacement 2. Deck Replacement 3. Eliminate Loft over Kitchen 4. Abate rodents/new ductwork 5. Replace 5 doors/wall repair 6. Water Infrastructure Complete All work was completed and the residence has been leased to staff. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 10 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments VEHICLES, EQUIPMENT, FACILITIES, AND OTHER (Cont'd) Priority 1 (Cont'd) New Land Rental Property Transition - Alpine Road House - Hawthorns 1. Coordinate Asbestos/Lead abatement 2. Window Replacement 3. Bathroom upgrades 4. Flooring 5. Heating/Electrical 6. Roof and gutter repairs Complete All work was completed and the residence is ready for empoyee residence rental. New Land Rental Property Transition - INE Ranch 1. Complete water infrastructure 2.. Install new flooring 3. Test for asbestos and lead paint 4. Misc. minor repairs Complete All work was completed and the residence has been rented as emplouee residence. La Honda - McDonald Point of Diversion 17 Water Line Replacement 1. Arrange for water line replacement with neighbors. 2. Replace main line from spring to residences/grazing 3. Add adjunct water line for grazing 4. Replace water tank at spring 5. Install 2 additional tanks at junction to grazing water line. Deferred Property Management was asked to begin work on new District housing policy. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 11 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments VEHICLES, EQUIPMENT, FACILITIES, AND OTHER (Cont'd) Priority 1 (Cont'd) La Honda - Driscoll Point of Diversion 36 Water Line Replacement Replace section of water line from POD 36 to the junction of Sears Ranch Road. Line to be placed on the inside of the road cut. Deferred Property Management was asked to begin work on new District housing policy. El Sereno Employee Residence Foundation Stabilization 1. Assess repairs required to stabilize structure for the long term. 2. Prepare staff recommendation on whether to stabilize structure, demolish or rebuild to maintain presence at El Sereno OSP. In Progress Staff needs to finalize the long term recommendation for the structure. Assessment of repairs has been completed. AO4 Office Lease Lease an addition 2,880 square feet of office space at 4984 El Camino Real office building. Complete Administration Office Relocation Investigation Assist Planning and Construction and Engineering in the determination whether to rebuild the Administrative Office in place or relocate by investigating viable properties in the Los Altos/Mountain View area. In Progress Waiting on the results of the architectural strategist. Continue to pursue options for adjacent buildings. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 12 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCES PROTECTION AND RESTORATION Priority 1 POST Hendrys Creek Property Land Restoration (MAA 22-1) Schedule is dependent upon SCVWD execution of grant funding agreement with District (anticipated in early 2016). Develop detailed landform restoration plans and specs for SWPPP preparation and to initiate permitting. Coordinate with Santa Clara County, SCVWD, and regulatory agencies, including DFW, USFWS, RWQCB, ACOE. In Progress On schedule Next step is to submit for permits in Fall 2016 (Q2 FY16-17). Construction will likely occur in 2018. 1. Grant awarded 2. Grant agreement with SCVWD executed 3. Partnership agreement with Acterra executed 4. Jurisdictional wetland delineation executed for permitting Bear Creek Water System Improvements (MAA 21-3) Investigate potential new well water source (includes testing and cleaning of existing well); assess constructability; develop construction cost estimates for well and other water system options; select preferred option(s); design water distribution system. In Progress Consultant agreement amended twice due to additional scope added by District. In addition, one water source required additional time for review and to meet with Legal staff. Draft of final report delivered by Consultant Q4. Final report due Q1 FY 16- 17. Mindego Public Access and Demo - True Ranch Remediation, Demolition, & Restoration Complete demolition of two structures ("Grandma's House" and the True House), remediation of an existing corral, and clean up of Giandrea Cabin. Complete DEPARTMENT: PLANNING Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 13 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION Priority 1 Cooley Landing Interpretative Facilities Design & Implementation (MAA 2-1) Design and implement interpretative facilities, infrastructure and signage related to Cooley Landing Park in East Palo Alto. Deferred Schedule is dependent on City of East Palo Alto, which depends on staff capacity and workload. City has been focused on completing education building, through February 2016. Collaboration on remaining phases of work (IV through V) is in initial stages. City of East Palo Alto has confirmed remaining required grant elements with CA State Parks related to $5M Prop 84 grant. City is seeking District financial and project management assistance with remaining phases of work. Staff has submitted request to AGM and is seeking cost information from potential consultant to complete design through construction. Ravenswood Bay Trail Design and Implementation (MAA 2-2) Complete design and engineering documents and CEQA review for Ravenswood Bay Trail gap. Easement expenditures are budgeted in Real Property. Deferred IS/MND public review and Board approval delayed as Responsible agencies are still reviewing CEQA document. Design and engineering phase initiated. Permitting initiation is dependent on regulatory agencies' staffing capacity and schedules. Anticipated: Q3-Q4: CEQA to Board Q4: RFP for design & construction Revised: FY16-17 Q2 CEQA to Board Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 14 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) El Corte de Madera Oljon Trail Implementation Phases III/IV (MAA 4-4) Complete permitting for Phase III/IV trails. Complete permitting for Phase II culvert and Phase IV puncheon. Construction by anticipated in FY16-17. In Progress Project permit application is under review with San Mateo County. Will also need to submit an application for 1600 permit from California Fish and Wildlife. Phase III construction will completed FY2016-17. Phase IV likely pushed to FY2017-18. La Honda Creek Sears Ranch Interim Parking Area and Trail Connections (MAA 5-4) Initiate scoping and planning of new connector trail. Conduct minor grading and improvements for interim staging area at Sears Ranch Road. Improvements would include gates, fencing, map board and signage. In Progress Project is on schedule to date. Concept design is finalized. Met with San Mateo County staff including Fire Marshall, Planning and Public Works Staff onsite to facilitate streamlined permitting process. Project scope will increase due to Board-supported decision to pave parking area rather than retain as a gravel parking area as the Master Plan had intended for the interim phase. A paved parking area will in turn lead to additional requirements for permit application by County. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 15 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) La Honda Creek Red Barn Parking Area and Trail Connections (MAA 5-5) Initiate design & engineering of public trail access and parking area at the Red Barn. Revised project schedule is contingent on Board approval and hiring of proposed Planner II positioN to assist Capital Project Manager with overall planning coordination and public outreach to proceed with implementation tasks required for the opening of the preserve. Deferred New Planner II was hired in Q3 FY15-16. Additional project scoping was completed.Completed RFP selection of a traffic engineering consultant to conduct an updated traffic study and a historic resource consultant to conduct an evaluation of the Red Barn. Design / engineering contract in Q1 FY16-17. La Honda Creek Sears Ranch Road Repairs Phase II (MAA 7-10) Complete road repairs to Sears Ranch Road, completing road improvements initiated with the NR Department's grant-funded project. Budget includes: materials, contractor and consultant(s). Improved ranch road will improve access for current tenant and future public trail use related to opening of the interim parking lot at Seara Ranch Road. Phase I: culvert replacement/ditch repair/rocking on high priority areas; Phase II: culvert replacement/ditch repair/rocking on secondary priority areas. Deferred Project scope increased due to additional roadway damage over winter 16-17. This increased scope required additional design / review time. Project staff met with design consultant to review conditions of roadway after winter storms. Increased design/construction scope will require amendment to agreement. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 16 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Mindego Hill Trail - Open to Public (once grazing infrastructure & ranch house demo and restoration completed) (MAA 9-4) Develop and install signage and complete installation of gates and fencing prior to opening Mindego Hill Trail to the public. Trail can open once grazing operations commitments to San Mateo County and the Farm Bureau are fulfilled (see ranch house remediation, demolition, & restoration above). Completed Trail completed & open to the public in Q4 Russian Ridge Public Trail Access to Council Circle (MAA 9-5) Complete public trail access (road and drainage improvements, signage, gates) to the existing POST Council Circle once prior commitments to San Mateo County and the Farm Bureau are fulfilled. This project will be completed at same time as demolition project (MAA 9-2) and some work may be completed by demo contractor. (Note - this is minor repair work to existing roads, not new grading work - therefore no grading permit required.) Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 17 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Bay Area Ridge Trail Crossing: Highway 17 (MAA 20-2) Pending issuance of RFP, completion of a Feasibility Study and agency approval, evaluate opportunities for regional trail connection; complete scoping and conceptual design of Bay Area Ridge Trail crossing over Highway 17. Coordinate with partner and regulatory agencies on evaluating potential public access for regional trail connection and crossing across Highway 17. Provide planning support to NR Department in feasibility study. In Progress Multiple partner agency coordination and stakeholder feedback solicitation required more time than originally anticipated. Draft of Feasibility Study has been completed and finalization is pending agency and public review. Coordination with partner and regulatory agencies has been initiated and is on-going. Public outreach meeting scheduled and preparations underway. Finalization of Feasibility Study is expected Q2 FY 16- 17 and Caltrans project development process will begin upon selection of preferred alternative. Bear Creek Stables Site Plan and CEQA (MAA 21-4) Complete development of the Bear Creek Stables Site Plan and environmental review for CEQA compliance. Prepare evaluation criteria for the Request for Proposals (RFP) for solicitation of future tenant. Support Real Property department in tenant selection process. In Progress Board directed staff to develop additonal site design alternatives, including a Minimal Alternative, for their consideration, delaying project. Continuing preparations on Draft Environmental Impact Report. Q1 FY 16-17 Preferred Site Plan selected by Board. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 18 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Bear Creek Redwoods Public Access (Phase 1 Implementation) (MAA 21-5) Following approval of the Preserve Plan and adoption of CEQA document, design and permit Phase 1 access improvements. Agency consultation with County of Santa Clara and Caltrans on proposed roadway crossing and signage. In Progress Per Board's direction, the General Manager's Office requested that the Bear Creek Redwoods Phase I public access implementation project schedule be pushed out to FY16-17, in order to focus staff time and resources on La Honda Creek Open Space Preserve public access projects for the targeted opening of La Honda Creek in 2017. District staff met with the Santa Clara County Roads and Airports Department regarding the proposed Bear Creek Road pedestrian crossing in Q3 FY 15-16. Bear Creek Redwoods Alma College Site Rehabilitation Plan and CEQA (MAA 21-6) Complete development of the Alma College Site Rehabilitation Plan and complete environmental review for CEQA compliance. Expedited schedule requires new contract project planner support. In Progress Overall Preserve Plan and EIR schedule delayed, due to the need to conduct additional cultural resources analysis as well as hydrological studies and engineering constructability and cost assessment for evaluating potential water supply options. Also completed additional Stables Site Plan design alternatives development for Board consideration. Preferred Alma College Site Plan Alternative tenatively approved by the Board in June 2016. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 19 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Mt Umunhum Trail Construction (MAA 23-2) Construction by Operations field crew to continue last 2 miles of trail construction. Budget includes heavy equipment rental and materials only. In Progress Bridge construction delayed due to permitting issues. Multi-use trail nearly complete from Bald Mountain to the trailhead shelter area at the summit. Bridge construction delayed but trail can be rerouted around bridge temporarily if required. Final segment of hiking-only trail in development with E&C to address the design of the steps with the steep terrain. Pending General Manager approval, trail can still be opened to the public even without the bridges as the trail can be temporarily rerouted if needed. Mt. Um Summit Restoration, Parking & Landing Zone (MAA 23-4) Develop design for Summit restoration, trail, parking lot, and amenities. Obtain permits and complete construction documents. Begin construction. In Progress Due to favorable construction market, bids came in higher than expected so current Value Engineering exercise in place. Project Bid in June 2016 with bid coming in higher than expected. Third party cost estimator working on construction cost estimate in order to help guide contract/phasing decisions moving forward. Comments for Santa Clara County Planning/Building permits have been received and are being incorporated by the engineers. Current plan is to present revised numbers to the Board on 8/10 for contract approval. Current plan is to be in construction by mid August 2016 (Q1 FY16-17). Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 20 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Mt Umunhum Guadalupe Creek Overlook & Bridges (MAA 23-5) Develop design, obtain permits, and construct the Guadalupe Creek overlook. Purchase and install prefabricated two COR-TEN steel bridges. Crew to construct one wood bridge. Budget includes helicopter. In Progress Project on hold due to Section 1600 permit requirements. Overlook retrofit of rail required to provide additional safety measures. Bridge construction is expected to be completed in Q2/Q3 of FY 16-17. Overlook rail retrofit is expected to be completed in Q1/Q2 of FY 16-17 Mt Umunhum Road Design, Permitting & Implementation (MAA 23-6) Complete design, engineering, and permitting for improvements and safety upgrades to Mt. Umunhum Road. Complete Engineering and design development complete; bid set complete. Bear Creek Redwoods Preserve Plan and CEQA Complete Preserve Plan and Environmental Impact Report. Expedited schedule requires new contract project planner support. In Progress Overall Preserve Plan and EIR schedule delayed, due to the need to conduct additional cultural resources analysis as well as hydrological studies and engineering constructability and cost assessment for evaluating potential water supply options. Also completed additional Stables Site Plan design alternatives development for Board consideration. Anticipated Q4: CEQA review Q5:Board approval Revised: FY 16-17 Q2 CEQA review Q3 Board approval Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 21 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Mt Umunhum Radar Tower Repair Implementation Complete the remaining interim structural and safety repairs and improvements to facilitate public access around the exterior base of the structure. Complete Fremont Older Staging Area Public Safety Improvements Complete design plans for a safety canopy structure for the parking lot and seek Board approval of site improvements; complete construction plans and secure permits; prepare bid package, solicit bids, and administer contract. Project scope contingent on negotiations with Country Club. In Progress In order to construct safety netting structure within the County's required setbacks, staff spent additional time completing and submitting for an application to Santa Clara County. County approval process required public hearing with Zoning Administrator. Variance permit approved by Santa Clara County Zoning Administrator in March 2016. To comply with CEQA, a Notice of Exemption was prepared and filed with County. 90% plans being reviewed by Santa Clara County for building permit issuance. Use and Management Plan amendment would be needed for implementation of the project, as part of additional scope for FY16- 17. Board approval of Use and Management Plan amendment would be required prior to approval of construction contract. El Corte de Madera Staging Area and Trail Improvements Continue working with Legal Services on recoup of retrofit design and construction costs. Submit reimbursement requests to grantors for staging area and Phase 1 trail construction. Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 22 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Hawthorn Historic Complex Complete outreach and coordination for partnering. Prepare lease(s) with selected partner(s), site and implementation plan for Hawthorns Historic Complex. Implement further stabilization only if needed. Full mothballing cost not anticipated in FY15-16, pending identification of partner. If no partner agreement, then mothballing level of investment to be evaluated. Deferred HPF required several months to formalize non-profit status. The one-year license agreement required multiple reviews and revisions by District & HPF legal teams. One-year license agreement sent to Hawthorns Preservation & Trust Foundation (HPF) (Crevelt) for review/signature. The District is waiting on a decision from the HPF Board on next steps with partnership. El Sereno Dog Access Pursue a Use & Management Plan update and amendment and CEQA review for Board consideration to include dog use. Initiate implementation of new signage to address additional new use, pending Board approval. In Progress Ongoing property rights issues necessitating extended time to outreach to affected owners. Phased approach may be necessary based on outcome of outreach. Outreach to affected property owners under way. Research and analysis of existing conditions and environmental considerations, and site visits completed. Preparation for future neighborhood meeting under way. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 23 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER Priority 1 Priority Conservation Area (PCA) Program Prepare applications, maps and Board resolutions for nominating new PCAs within Santa Clara and San Mateo Counties. Outreach and coordinate with other conservation partners and local jurisdictions. Submit completed PCA applications to Association of Bay Area Governments (ABAG). Complete Accessibility Plan Update Review the District's 1993 ADA policy and accessibility plan, updated federal ADA guidelines and other new regulatory requirements. Scope and prepare a RFP for consultant to assist with development of updated accessibilty plan. Initiate assessment and development of accessibility plan update utilizing consultant assistance. Deferred Related to Accessibility Plan Update, staff resources had been diverted to ongoing BCR Stables Site Plan work and additional site plan alternatives. Scoping and RFP development not initiated yet. To comply with updated federal ADA guidelines, completed updates to new Accessibility webpage as part of overall District website updates. Completed update of Easy Access Brochure for website and distribution in preserves. Completed draft Administrative Policy and Procedures for accessibility-related grievances/complaints and ADA Awareness training for Administration and field staff as well as volunteers. Additional scope of work performed related to Accessibility website update, ADA grievance policy and procedures, ADA awareness training and Easy Access brochure to comply with updated federal guidelines. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 24 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER (Cont'd) Priority 1 (Cont'd) District-wide Long-Term Facilities Plan Prepare an Opportunities and Constraints Analysis and Site Analysis of the four existing staff facilities to analyze site capacity, threshold constraints, issues, and potential conceptual solutions. After Conduct staff analyses, prepare RFP for consultant services to complete feasibility studies (re-use, expansion, new construction, purchase, etc.) for the highest priority facilities that will have the largest immediate staff growth. Studies will include order of magnitude costs. While long term analyses and feasibility studies under way, implement short term solutions to address immediate facility needs. In Progress Opportunities and Constraints Analysis and Site Analysis complete. RFQP for futurist completed and final analysis work for new AO In Progress. RFQP completed and archaeologic analysis for new SAO complete. RFQP for SAO feasibility study anticipated to start Q1 FY2016-17. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 25 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER (Cont'd) Priority 1 (Cont'd) Geographic Information Systems (GIS) Database Upgrade Coordinate with development and implementation of IT Strategic Plan. Prepare GIS files for Enterprise GIS Implementation as recommended by the IT Strategic Plan. Migrate key shapefiles to geodatabases,setup domains, clean up/ fill in data gaps, and implement cartographic representation on key map products (Patrol Map Book and Preserve Maps). Complete Q1 Developed database schema; Q3 Completed file migration; Q4 Completed initial setup of carto- graphic represent-ation and data cleanup/fill in gaps. Priority 2 GeoPDFs of Preserves for Mobile Devices In the initial phase of implementation, create GeoPDFs from digital maps used for District signboards for each of the 19 Preserves that currently have signboards.Link brochure Maps to GIS data. Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 26 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER (Cont'd) Priority 2 (Cont'd) Mt. Um SCVWD antenna relocation and USGS equipment relocation Work with partner agencies USGS to relocate ground sensing equipment away from summit of Mount Umunhum where greatest crowds are expected; assess and potentially relocate SCVWD weather antenna to a location to be determined; enter into lease agreements with both agencies. Complete No lease agreement required with USGS due to relocation to private property. Patrol Map Book Update Coordinate with the Operations Department to revise the Patrol Map Book. Coordinate with outside agencies to update surrounding property information. Implement cartographic representation to streamline future updates and data revisions. Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 27 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION Priority 1 Cooley Landing Interpretative Facilities Program Planning Support planning in interpretive design and potential educational programming at Cooley Landing in East Palo Alto. Assist with Grand Opening Event. Complete Planning Department currently reviewing opportunities for interpretive design Partnered with EPA for Grand Opening/Shoreline Fest on 4/16 Develop New Brochures Redesign and update Volunteer Brochure and ADA Brochure; Create Family/Kids Brochure. Complete 1) Created new Easy Access Brochure 2) Redesigned and Updated Volunteer Brochure 3) Family Brochure In Progress District Groundbreaking & Dedication Events Host 4-6 groundbreaking/dedication events, including Ancient Oaks Trail Opening and additional Measure AA project milestones. Complete Planned for and hosted the following events: 1) Ancient Oaks Trail Opening 2) Mindego Hill Opening 3) Herb Grench Dedication 4) Cooley Landing Grand Opening Docent Program expansion Increase number of outdoor activities by 5% (15 activities) for the year with a conscientious goal of representing all preserves and expanding the interpretation and access opportunities to new areas. Complete Docent program outdoor activities - regular offerings and by request increased and included: seniors - Bay Area Older Adults, diversity - Chinese New Year hike, Qigong Wellness hike; Mindego Hill and Driscoll ponds; preserves - 22 used DEPARTMENT: PUBLIC AFFAIRS Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 28 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 1 (Cont'd) Historical and Conservation Events Host Two Fremont Older House Tours (4/26/15, and April 2016) and Wingding Festivals, (5/9/15,and May 2016) to connect public with historic preservation and natural resources of District Preserves. Complete Partnership Development -- Education and Interpretive Programs with Conservation Focus Develop sustainable outdoor education program with Save the Redwoods League to promote youth education about climate change and redwood forests; look for partnership opportunity for regional bioblitz engaging local constituents in citizen science. Complete Other District bioblitz efforts have been deferred (require staff time from NRD) Pilot program provided field trips to over 100 students from 3 high schools with District and Save the Redwoods staff, as well as District docents. The program will be offered again in spring 2017 for up to 5 schools. The field trips included training in bioblitz / iNaturalist techniques. PUBLIC ACCESS AND EDUCATION (Cont'd) Priority 2 Upgrade Daniels Nature Center Displays Minor upgrades to interpretive exhibit and displays and required maintenance at interpretive facility. Funding primarily from donations to POST ($13,000). Deferred Maintenance needs trumped exhibitry and displays. Facility upgrades included: refurbishment of deck and railings, painting of building; new facility info and open signage; upgraded interior lighting (LED); replaced window tinting; new microscopes purchased. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 29 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC OUTREACH Priority 1 Update Measure AA Information Material Design and fabricate in-preserve signage for new projects; develop fact sheets and signboard information; develop comprehensive brochure. In Progress Land acquisition fact sheet completed, Developed brochure for Mount Umunhum, Measure AA signage guidelines completed in partnership with Planning dept. Partnership Development - New Audiences Complete 3 or more pilot projects engaging hard-to-reach audiences with community-based organizations such as Project Read, Mountain View Whisman School Families, Puente de la Costa Sur, the Latino Collaborative, and Vida Verde Nature Education. Complete 1) Attended the Latino Collaborative’s Health Fair and EPA Charter School Open House, 2) Created a new partnership with the Siena Youth Center which serves primarily Latino youth in North Fair Oaks, Redwood City. 3) Sponsored Vida Verde program Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 30 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC OUTREACH (Cont'd) Priority 1 (Cont'd) Partnership Development - Businesses Outreach to business community, to explore ways to engage employees in outdoor activities and volunteer projects; learn about their environmental and philanthropic initiatives. Complete Joined 5 chambers, spoke at 4. Represented 6 new employee outreach events for health, wellness and green issues, including Lockheed Martin, San Mateo County, El Camino Hospital, PARC/XEROX, SRI, NVDIA Partnership Development - Youth Program Develop youth outreach strategy and establish relationships with organizations that serve high school and college age youth (like College Track) with the purpose to engage in outdoor activities, volunteer, and explore possible career paths. Complete Initiated partnerships with organizations that serve culturally-diverse, low- income youth to promote hiking, running and biking on Midpen preserves, including Latino Outdoors, College Track in East Palo Alto and Siena Youth Center in North Fair Oaks Health Incentive Program; Healthy Parks/Healthy People Continue to develop health based connection to open space with Walk With A Doc Program: benefits of open space brochure; regional collaboration. In Progress Docent program continued to offer/provide 1st Saturday HPHP activities and periodic other fitness/wellness docent-led activities. Visitor Services staff continues to represent the District on the HPHP collaborative steering committee. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 31 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC OUTREACH (Cont'd) Priority 1 (Cont'd) Diverse Media Outreach Working with ethnic media firm, connect with local media outlets (print and broadcast) to promote District stories. Complete Created an advertorial feature article with New America Media to promote Midpen preserves to Asian, African American, and Latino communities, and to highlight some of our features on the Open Roads program and our Public Affairs videos. New America Media is a San Francisco-based non-profit with expertise in ethnic media and connecting diverse audiences to parks and open space. Community-hosted Outreach Events Represent or sponsor the District at 20 community outreach events. Complete Attended 49 community events. New events included African American Community Health Advisory Committee’s Soul Stroll, North Fair Oaks Bike Rodeo, Half Moon Bay’s Healthy Kids Fair, Annual Latino Health Forum, the Diwali Festival and others. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 32 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC OUTREACH (Cont'd) Priority 1 (Cont'd) Website Enhancement Projects Update web design to include comprehensive; Ask a Naturalist; integrate video vignettes. In Progress Trail Guide: in conjunction with GIS, postponed at midyear, Ask a Naturalist: scope changed, In Progress - Created Facebook account for Natural Resources to respond to questions from public. Video Vignettes Integration: completed Social Media - Increase scope Yelp - Add all preserve sites under Public Affairs management ensuring directions and hours are correct; increase posting and use of Instagram. Complete All Yelp Preserve pages are now managed by Public Affairs, Continuing to find new ways to incorporate relevant content to Instagram Priority 2 Open Road Program Sponsorship Sponsor NBC Open Road Program for first and second seasons that highlights regional parks, open space areas and outdoor activities with focus on several District preserves and natural resource projects. Complete Participated in in two segments. One featured a piece on the new Mindego Hill Trail and Summit opening, and the other featured Purisima Creek Redwoods and a story on the District’s Innovative Team and the Fog Harvesting Program Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 33 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC OUTREACH (Cont'd) Priority 2 (Cont'd) Key Branding Strategy for Mount Umunhum Raise continued awareness of the District overall by building an identity program around Mount Umunhum and it's opening. Create unique logo. Complete Worked with outside designer to Create unique Mount Umunhum logo for use on publications and future signage Video Vignettes/ Social Media Outreach Create 2-6 short video vignettes on preserves, natural resource projects, outdoor recreation. Use to promote new information on website and social media. Complete Completed the first 4 videos of 6 total for the Video Vignette project. The completed videos include: How to Prepare for a Hike/Intro to Open Space, Working for Midpen, Grazing, and Volunteering for Midpen. Superbowl Super Community Video Spot Partner with CBS to produce and air an info segment and website banner ads to run during the during weeks leading up to the February Superbowl as part of the Superbowl Committee. Complete Participated in the Superbowl Committee partnersing with CBS, created a 60-second ad that ran on TV several weeks prior to Super Bowl, highlighting our local communities. Partnership Development - Volunteer Groups Outreach to 3 new volunteer partners (Acterra, Village Harvest, and Student Conservation Association) to engage in new or expand current programs that increase program diversity and decrease impact on District Staff. Also partner with Santa Clara County Parks on joint work days at neighboring parks/preserves. Complete Created partnerships with Acterra, Village Harvest, and Student Conservation Association designed to increase volunteer stewardship opportunties. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 34 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER Priority 1 Write and Design Annual Report Develop a printed and online annual report that highlights district finances, budget, projects, Measure AA expenditures, etc. Complete Completed the District's first Annual Report, which is a stand-alone yearly highlights report rather than adding it as part of the quarterly newsletter. Advanced Resource Management Stewards (ARMS) Program Identify low-impact environmental stewardship projects and develop a program for a growing group of volunteers who require less- strenuous projects. In Progress Identified various low- impact environmental stewardship projects that can be recommended and assigned to a small group of volunteers who require less-strenuous projects. Coordinate Volunteer Programs with Integrated Pest Management (IPM) Program Implementation Volunteer Program Lead will act as representative on the IPM Coordination Committee and work with Natural Resources to review current volunteer habitat restoration projects and make adjustments needed to ensure they match new IPM priorities. Complete Volunteer Program Lead participated as a representative on the IPM Coordination Committee. Reviewed current volunteer habitat restoration projects, matched priorities, and coordinated a new system for gathering more specific species type and work area info from District volunteers, and submitting that information to Natural Resource Mgmt. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 35 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER (Cont'd) Priority 1 (Cont'd) Volunteer Recognition Event Honor 500+ Docents and Volunteers by planning, coordinating, and conducting a large-scale recognition event in a Skyline Area Preserve (rotates between Skyline and Foothills Area each year). Complete Recognized and honored Docents and Volunteers by planning, coordinating, and conducting a large-scale recognition event at the La Honda Creek Event Center. Over 225 Volunteers, Board Members, and Staff attended the event. State & Federal Legislation (Core Function) Work with the District's legislative advocate and with legislators and their staff to ensure the District remains active and informed about the state of current and changing political landscape. Seek coordination and support from other partners and special districts. In Progress Working with Public Policy Advocate (Lobbyist) and partner organizations to actively monitor legislation status, budget status, and other programmatic/regulatory activity. Develop Legislative Plan for Two- Year Session Develop Legislative Plan for Two- Year Legislative Session with interest in District sponsored legislation, Cap & Trade, 2014 Prop 1 Water Bond, Potential State Park Bond, and the Sustainable Community Initiative. In Progress Staff met with Public Policy Advocate (Lobbyist) to map out FY17-19 legislative session timeline and legislative review methodology. Expected to begin September 2016. Legislative Open House Host annual Legislative Open House to showcase Measure AA project status and other district projects. Deferred Pushed back to get new Legislative Specialist on board Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 36 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER (Cont'd) Priority 2 Government Relations Host Legislative Picnic, Board and GM meetings; field tours. Complete Hosted Legislative luncheon at Picchetti on 8/6, Cooley Landing on 6/24. Enhance Volunteer Intercommunication Opportunities Create an Electronic Bulletin Board that enables Trail Patrol and Advanced Resource Mgmt. Stewards to communicate directly with team members to plan outings, provide project updates/status, etc. Complete Began phase 1 of an electronic communication system that allows trail patrol and advanced resource mgmt volunteers to communicate directly with each other when scheduling group patrols or work days, posting patrol and resource mgmt accomplishments, etc. Oral History Project Schedule formal oral history of success of District with Board Member, Pete Siemens. Deferred Revaluating project and timeline. Pending consultants schedule and availability. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 37 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PROGRAM: INFORMATION TECHNOLOGY Priority 1 Board Room PA System Replacement Hire a contractor to replace Board Room PA/recording system. Additional equipment functionalities allow chairman/delegate voting capability and quorum verification, active control of conference microphones, customized delegate seat assignment information, assisted listening devices, and future on-screen display feature of agenda & voting results. Complete Client software upgrades Upgrade Microsoft Office Suite to Office 15/16 when released. Requires building and testing of image. Complete Field Office IT Equipment Replacement Reconfigure workstation area amd replace aging IT equipment for each field office. Complete Information Technology (IT) Strategic Plan Hire consultant to evaluate current IT technology and systems and prepare a 5-year strategic business plan to guide immediate and upcoming IT needs that considers process improvements, business continuity/disaster recovery as well as current and future technology/legal/safety requirements. Complete DEPARTMENT: ADMINISTRATIVE SERVICES Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 38 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PROGRAM: INFORMATION TECHNOLOGY (Cont'd) Priority 2 District-wide Intranet Work with a consultant to help staff evaluate desired intranet functionalities, select a vendor, and implement. Deferred Intranet to be built on the MS Sharepoint platform. Sharepoint was acquired and implemented as part of the MS Office Upgrade Project. Intranet RFP to be released Q1 FY 16/17 with implementation during remaining of FY 16/17 Field Office IT Infrastructure Upgrades Complete FFO and SFO server/client updates, includes setting up domain active directory services, roaming profiles, and file storage improvements. Deferred Due to staff capacity limitations postponed to FY 16/17 Combined with IT Infrastructure Upgrade Project IT Infrastructure Upgrades Implement IT technical infrastructure improvements to improve resiliency, network availability, connectivity, security, and scalability to support current and future IT initiatives. Deferred Due to staff capacity limitations postponed to FY 16/17 Combined with IT Infrastructure Upgrade Project Project and Construction Management Software Implementation Conduct a needs assessment, issue Request for Proposals, select vendor, test software applications, and implement software. Deferred Further review needed of business needs and technical capabilites of market based Asset Management Systems Discovery slated for Q2 FY 16/17. Internal requirements gathering in Q3 and draft RFP in Q4 with implementation slated for FY 17/18 Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 39 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PROGRAM: FINANCIAL MANAGEMENT Priority 1 Issue General Obligation Bond for Measure AA Work with bond counsel, underwriter, and Trustee to issue the District's first tranche of Measure AA GO Bonds. Complete Integrated Accounting and Financial System - Phase II Implementation/rollout of the HR modules and possibly electronic timecards. Consultant-led analysis of District's current business processes in IAFS for possible improvement and streamlining. Complete Finance and HR completed work in put electronic time- card implemented and in use District-wide. PROGRAM: HUMAN RESOURCES Priority 1 Telecommuting and Remote Access Policy Research the feasibility of creating policies and procedures to allow employee access to the District computer network to work remotely. Complete Research and feasibility of creating policies and procedures to allow remote work completed. Draft of a Telecommuting policy and associated documents are under review. Performance Planning and Evaluation Process and Forms Research and evaluate new processes, forms, and online tools to conduct performance evaluations for office and field staff. In Progress Delayed as due to staff capacity Staff focusing on using NWS - HR related modules and on-track to review forms and online tools for office and field staff by end of fall. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 40 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PROGRAM: HUMAN RESOURCES (Cont'd) Priority 2 Training Database Work with consultant to add multiple user access, more reports, and more data fields to database. Complete Staff completed work with consultant has gain greater accessibility, reports and functionality to the database. Next to complete user manual and roll-out to the organization end of Q1. Employee On-Boarding Program Research on-boarding programs at other agencies and begin to develop elements of a program; begin implementation no later than Q1 FY16-17. In Progress Staff researching other agencies and developing elements of program. On- track to implement the program in Q1 FY16-17. Employee Leadership Academy Research and develop curriculum and process for internal District Leadership Academy; identify potential instructor(s). Complete Staff researched and developed curriculum for District Leadership Academy. Identified potential instructors. VEHICLES, EQUIPMENT, FACILITIES, AND OTHER Priority 1 AO3 and AO4 Office Space Buildout Remodel new leased office space; purchase and install office and work station furniture and IT network. Completed Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 41 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments Priority 1 Harkins Bridge Replacement (MAA 3-4) Obtain permit for and construct replacement bridge over Purisima Creek. In Progress Waiting for Federal Permits before taking to bid Stevens Canyon Trail Bridges (MAA 17-4) Design and obtain permits for replacement of one existing footbridge and a new footbridge. Construct the replacement bridge. In Progress City of Palo Alto planning permits taking much longer than scheduled Mt Umunhum Trail Construction (MAA 23-2) Continue the work currently underway to build a trail to the summit of Mt. Umunhum. In Progress Unanticipated need for 1600 stream bed alteration permit from Dept. Fish and Wildlife for bridge footing installation. The design of the trail on the SE slope between the summit parking lot and the summit is being investigated. Bridge construction will proceed after permitting is complete. Trail between summit parking and summit will be completed once design is finalized. Seasonal Ranger Program Obtain Board approval for new position classifications and implement the seasonal ranger program. Complete Board approval was obtained and the District's first seasonal ranger has been hired. Preserve Entrance Signage Upgrades Fabricate ten new preserve entrance signs to replace aged signs; rebrand with logo and reposition when necessary to be more visible to the public. Complete Additional replacement sign identified for FY 16-17. Signs purchased a few signs still need to be installed and will be completed in Q1 FY 16-17. PUBLIC ACCESS AND EDUCATION DEPARTMENT: OPERATIONS Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 42 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments Priority 2 Preserve Signage Improvements Continue the process of upgrading District preserve signboards. The new type of signboard is more resilient to weather and more attractive for public use. Complete Signs purchased and installed. Additional signs added at midyear to replace all outdated signboards. All but three locations are complete and will be completed in Q1 FY16-17 Evaluate Potential Closure of Unmaintained Trails Evaluate the closure of trails that are no longer maintained and and are not consistent with current trail circulation patterns (for example the ends of the Lobitos and North Ridge trails). Complete The end of the North Ridge Trail and the Lobitos Creek Trail in Purisima Creek Preserve were identified as canidates for closure, approved by the Board and closed. Visitor Use Statistics - Rancho San Antonio Create a pilot project to measure the number of vehicles entering Rancho San Antonio and other use patterns in the preserve. Complete Three counters have been installed and counts of cars entering Rancho San Antonio and the parking lot at the base of Mount Umunhum are being done. A pedestrian counter has also been installed at Ravenswood. AEDs for District Emergency Response Vehicles Research the feasibility of equipping all District Emergency Response Vehicles with Automated External Defribrillators, including initial and ongoing costs and protocols that would be needed. If viable the AED's would be purchased in FY 2016-17. Complete Research was completed and AED purchases are planned for FY 2016-17 to equip all District emergency response vehicles. PUBLIC ACCESS AND EDUCATION Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 43 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments Priority 1 Temporary Facilities for Operations Staff Evaluate locations and options for obtaining space for staff workspace needs. In Progress Plans for augementing staff space at the South Area Outpost complete, but work for desks, lockers, and storage space pending. Additional permits required for event center temporary staff facilities. Priority 2 Upper La Honda Demolitions - Paulin and Houghton Obtain permits and demolish the Paulin House (adjacent to the Redwood Cabin) and the Houghton structure (adjacent to the White Barn). Complete District-wide Bridge Inventory Compile a list of all District bridges, evaluate their condition, and develop repair and replacement schedule. Conduct engineering analysis and load testing on critical bridges. In Progress Inventory of bridges complete and documentation of prior engineering analysis complete. Some repair planned for FY16-17 Need to transition information into Land & Facilities and maintenance management system District-wide Structures and Demolitions Inventory Compile master list of District structures and determine which structures to retain or demolish. Complete Need to transition information into Land & Facilities VEHICLES, EQUIPMENT, FACILITIES, AND OTHER Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 44 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments Priority 2 (Cont'd) Computerized Maintenance Management System Select a consultant and start work on a computerized Maintenance Management System to coordinate work orders and develop a cost history. Deferred Staff capacity. IT staff will start this process in FY16-17. Skyline Field Office Safety and Maintenance Repair the driveway; asphalt parking areas; install an automated entry gate; repair and repaint the Skyline water tank; and prepare for other facility modifications. In Progress Paving project was delayed, preliminary investigations of current condition took longer than anticipated. We were not able to bid project prior to the ennd of the fiscal year. Final hook up of the automated gate will occur after the completion of paving. Completed SFO kitchen remodel and exterior paint. Completed primary installation of automated gate. Completed repaint of Skyline Water Tank Paving Project delayed VEHICLES, EQUIPMENT, FACILITIES, AND OTHER (Cont'd) Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 45 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PROGRAM: LITIGATION Priority 1 ECdM Staging Area Cost-Recovery Work with the Planning Department to seek recovery costs. Complete $350,000 recovered. Mt Umunhum Road Access Rights Work with Real Property to successfully conclude negotiated purchase, or litigate to perfect or acquire needed road rights. In Progress Eminent Domain proceedings filed and underway. Early possession of road rights obtained. Priority 2 Integration of Insurance Requirements into IAFS Pursue the feasibility of integration of indemnification and insurance requirements into IAFS for Purchase Orders, in conformance with CJPIA’s recommendations. Deferred Awaiting IT's document management system for vehicle to implement this. PROGRAM: ADMINISTRATIVE SUPPORT Priority 1 Records Retention Update Research and update Records Retention schedule and develop policy. Deferred GMO has item in 16/17 budget/action plan to contract for records inventory, as basis for retention schedule update. DEPARTMENT: GENERAL COUNSEL Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 46 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION Priority 1 Upper La Honda Creek Grazing Infrastructure (MAA 5-2) Develop plans for fencing and water system to complete grazing infrastructure within Pasture 4 area of Upper La Honda Creek OSP (McDonald Ranch) and hire contractor to complete construction. Complete Fencing along Pasture 4 boundary not necessary at this time. Tenant not able to complete water system upgrades. Ongoing project moved to Land & Facilities La Honda Creek Endangered Wildlife Protection (MAA 7-4) Working with partners (San Mateo County Resource Conservation District, Peninsula Open Space Trust), complete field reviews and review preliminary through final engineered designs. Complete Project scheduled for construction beginning in September 2016. La Honda Creek Grazing Infrastructure (MAA 7-5) Develop plans for corral rebuild within Driscoll Ranch area of La Honda Creek OSP, including necessary additional fencing and water system infrastructure and hire contractor to complete construction. Complete Ongoing project moved to Land & Facilities Russian Ridge Grazing Infrastructure (MAA 9-1) Develop plans for fencing to complete grazing infrastructure within former Mindego Ranch area of Russian Ridge OSP and hire contractor to complete construction. Complete Ongoing project moved to Land & Facilities DEPARTMENT: NATURAL RESOURCES Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 47 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 1 (Cont'd) Wildlife Passage Improvements: Highway 17 (MAA 20-1) Working with partners (CalTrans, Peninsula Open Space Trust, Santa Clara County Parks), complete conceptual design for wildlife crossing structure. In Progress Project schedule delayed due to greated than anticipated workload performing biological monitoring for other MAA Projects. Work with Partners will continue thru FY2016-17. Conceptual designs completed for preliminary alternatives La Honda Creek: Event Center and Apple Orchard Purchase: Access Road Repair (MAA 7-1) Work with POST to design, permit, and implement repair as a part of new property purchase. Main access road into newly acquired property needed immediate repair of failing and hazardous site. Complete Bear Creek Redwoods: Public Access, Roads and Trails Upgrade (MAA 21-5) Develop geotechnical and engineering recommendations for priority project sites. Complete Road and Trail Inventory completed. Bear Creek Redwoods Preserve Plan: Invasive Weed Treatment Plan (MAA 21-7) Develop and implement an Integrated Pest Management (IPM) Plan to control invasive weed populations at Bear Creek Redwoods Open Space Preserve. Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 48 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 1 (Cont'd) Bear Creek Redwoods: Ponds Restoration (MAA 21-8) Develop and implement restoration plans for pond habitats at Bear Creek Redwoods OSP. In Progress Pond Management Plan draft due in August 2016. POST Hendry's Creek Property Land Restoration (MAA 22-1) Implement weed work and restoration planting upon award of SCVWD grant. In Progress Project grant awarded. Weed control work underway. Restoration planting delayed due to greated than anticipated workload performing biological monitoring for other MAA Projects. Mt Um Summit Restoration (MAA 23-4) Assist Planning Department in designing and implementing ecological restoration plan. In Progress Continue to assist Planning Department on special status species regulatory issues. Russian Ridge Grazing and Wildlife Protection Projects: Pond Improvements (MAA 9-3) Design and Permit up to 4 pond improvements at Mindego Ranch Area of Russian Ridge OSP. Deferred Project delayed due to staff time allocated to Bear Creek Redwoods projects. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 49 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 1 (Cont'd) Water Rights and Resources Assessment Evaluate District water rights for domestic, stockwatering and resource preservation purposes and ensure compliance with regulatory requirements. In Progress Worked with consultants to evaluate San Gregorio Watershed and completed required annual reporting Bear Creek Redwoods Preserve Plan and CEQA: Water Resources Inventory Hire consultant and complete water resources inventory to assess existing water sources for potential uses identified in the Bear Creek Redwoods Preserve Plan. Complete Driscoll/McDonald Water Systems Hydrologic Analysis Hydrologic analysis of new cattle water infrastructure upgrades to ensure water availability for wildlife and to improve spring box designs to prevent take of special status species. Complete Mindego Ranch Aquatic Species Habitat Enhancement Plan Implementation Collect additonal San Francisco Garter Snake (SFGS) and other sensitive aquatic species distribution and abundance data and begin bullfrog eradication efforts. Complete Year 3 survey report due in Nov 2016. Year 4 surveys will begin in March Endangered Species Act Take Permit: Safe Harbors Agreement Develop agreement with US Fish and Wildlife Service to permit take of listed species when implementing projects. In Progress Permit to be expected in Q1 of 2016-17 USFWS determined that expansion of recovery permit to include all District lands was initial step in permitting process. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 50 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 1 (Cont'd) Predator/ Livestock Predation Policy Develop District policy describing responses to different types of predator interactions and management actions to minimize negative interactions, included economic losses for agricultural tenants. In Progress Project underway, but schedule delayed due to greater than anticipated staff time for Mt Umunhum Projects. Toto Ranch Grazing Management Plan Work with tenant to develop grazing management plan for Toto Ranch area of Tunitas Creek OSP. In Progress Project underway, but schedule delayed due to need to expand scope to address land use planning issues. October Farm Grazing Management Plan Work with tenant to develop grazing management plan for October Farm area of Purisima Creek Redwoods OSP. In Progress Grazing Management Plan due in August, 2016. Integrated Pest Management (IPM) Program Implementation Provide training to staff, contractors and volunteers to implement IPM control of high priority pests, including monitoring and reporting. Develop pest management database. Hire contractors to implement IPM treatments of priority sites. Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 51 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 1 (Cont'd) Marbled Murrelet Recovery Planning Work with partners to create regional work group to develop a marbled murrelet recovery plan, including habitat modeling to identify priority habitat conservation areas. Seek grant funding and state/federal partnerships to develop & implement recovery actions. In Progress Project underway, but schedule delayed and scope reduced due to greater than anticipated staff time for Bear Creek Redwoods projects. Restoration Forestry Demonstration Project Retain Registered Professional Forester to identify suitable pilot project site and prepare plans to permit timber harvest to restore degraded forest land and to evaluate opportunities for carbon sequestration. Deferred Project delayed due to staff time allocated to Bear Creek Redwoods projects. Fiscal year 2016-17 Madonna Creek Agricultural Production Plan Prepare agricultural production plan detailing agricultural use of Madonna Creek portion of Miramontes Ridge OSP in conjunction with tenant. Deferred Project delayed due to greater than anticipated staff time for Mindego opening activities. Fiscal year 2016-17 Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 52 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 2 Control of Slender False Brome Manage slender false brome on preserves, oversee cost reimbursement program to encourage neighbors to eradicate slender false brome on properties next to District lands through contracts with San Mateo Resource Conservation District. Complete Sudden Oak Death (SOD) Monitoring and Research Continue treatment for and research of Sudden Oak Death. Complete Archaeological Resource Survey, Assessment, and Curation Working with regional archaeologists, survey high priority sites and develop plans to manage high priority sites and artifacts. Finalize curation guidelines. Continue to survey and curate sites and artifacts in future years based on guidelines. In Progress Surveys underway. Curation guidelines development delayed due to greater than anticipated staff time for Bear Creek Redwoods projects. Work completed for the year. Ongoing project into future years Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 53 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 2 (Cont'd) Alpine Road Salamander Undercrossing Research similar designs and grant funding opportunities. Develop contacts with San Mateo County Roads Department and hire engineer to develop plans and specifications. Deferred Project delayed due to greater than anticipated staff time for Bear Creek Redwoods and Mt Umunhum Restoration projects. Tunitas Creek Open Space Preserve Water Infrastructure (20029-62) Install water system infrastructure to complete installation of water well drilled in FY2014-15. Complete Skyline Ridge Open Space Preserve Water Infrastructure Install water system infratructure to segregate grazing water system from residential water system at Big Dipper Ranch area of Skyline Ridge Open Space Preserve. In Progress Project underway. Livestock grazing infrastructure to be completed by September, 2016. To be completed Quarter 1 of 2016-17 El Corte de Madera Creek Watershed Protection Program: Final Phase (MAA 4-2) Construction at 4 locations, construction oversight, design. Preconstruction biological monitoring. Complete final phase of road/trail restoration to reduce downstream sediment delivery. Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 54 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments NATURAL RESOURCE PROTECTION AND RESTORATION (Cont'd) Priority 2 (Cont'd) San Francisco Dusky-footed Woodrat Memorandum of Understanding Work with California Department of Fish and Wildlife (CDFW) to develop standard mitigations within a Memorandum of Understanding (MOU) for San Francisco Dusky-footed Woodrat when implementing projects. Deferred Project delayed due to greater than anticipated staff time for Bear Creek Redwoods and Highway 17 wildlife crossing. Burrowing Owl and Badger Habitat Management Plan Survey habitat and prepare Management Plan for rare coastal species petitioned to be listed as threatened under Endangered Species Act. Deferred Project delayed due to greater than anticipated staff time for Bear Creek Redwoods and Mt Umunhum Restoration projects. PUBLIC ACCESS AND EDUCATION Priority 1 El Corte de Madera Creek Watershed Protection Program: Re-assessment and Implementation (MAA 4-3) Following completion of the final projects, conduct new erosion assessment to update 10-year old assessment and develop plans for road/trail restoration and begin implementation process for priority sites. Complete La Honda Creek Watershed Protection Program (MAA 7-2) Design road upgrade program to address priority sites. Complete Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 55 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments PUBLIC ACCESS AND EDUCATION Priority 1 Resource Management Grants Program Continue funding of research projects. Conduct 5-Year review of program and Policy. In Progress Project delayed due to greater than anticipated staff time for Bear Creek Redwoods and Mt Umunhum Restoration projects. Existing multi-year grants are to continue thru next fiscal year ADMINISTRATIVE AND OTHER Priority 1 Lehigh Quarry Public Meetings Schedule and conduct meetings, coordinate with regulatory agencies, Lehigh, and public to maintain understanding of ongoing operations, and issues. Complete Guadalupe River Mercury Total Maximum Daily Load (TMDL) Coordinated Monitoring Program Implement fourth year of the coordinated monitoring effort to assess TMDL implementation success at reducing mercury within Guadalupe River Watershed. Complete Peninsula Working Group Strategic Plan: Pescadero Watershed Assessment and Planning Compile, review, and synthesize conservation planning documents for Pescadero Creek Watershed to identify and prioritize focus areas for conservation and habitat restoration actions for redwoods and steelhead. In Progress Workgroup with Partners has re- organized and is refocussing work on landscape stewardship projects. Attachment 1 YEAR-END REVIEW OF FY2015-16 ACTION PLAN KEY PROJECTS 56 Key Project Scope FY15-16 Project Scope Status Reasons for Delays/Variances Comments ADMINISTRATIVE AND OTHER (Cont'd) Priority 2 Carbon Sequestration / Climate Change Analysis Hire consultant(s) to evaluate opportunities for carbon sequestration on District Preserves and calculate potential carbon credits, including evaluation of future climate change models. Deferred Project delayed due to greater than anticipated staff time for Bear Creek Redwoods projects. Natural Resources Procedures Manual Assemble manual that describes programs, procedures and practices of natural resource functions. Complete Attachment 1 Midpeninsula Regional Open Space District Fiscal Year 2015-16 Major Accomplishments Attachment 2 Page 2 FISCAL YEAR 2015-16 MAJOR ACCOMPLISHMENTS Midpeninsula Regional Open Space District Mission Statement: To acquire and preserve a regional greenbelt of open space land in perpetuity; protect and restore the natural environment; and provide opportunities for ecologically sensitive public enjoyment The accomplishments listed below highlight Midpen’s focused efforts on the three parts of its mission--preservation, natural resources restoration, and public access and education--combined with significant efforts to develop the administrative and organizational systems necessary to support this mission now and into the future. These accomplishments are extensive and varied, showing a focus on major preserve opening projects such as the Mount Umunhum Summit in the Sierra Azul Open Space Preserve, La Honda Creek Open Space Preserve, and Bear Creek Redwoods Open Space Preserve. They also show significant efforts on complex resource restoration priorities, education, and outreach to Midpen’s diverse preserve visitors, effective partnerships with other organizations to better fulfill the mission, and focus and dedication to the ongoing operational requirements of managing over 62,000 acres of open space. As is evident from this list, and the many other efforts completed or underway that are not summarized in this major accomplishments list, Fiscal Year 2015-16 was a busy and productive year for Midpen! PUBLIC ACCESS AND EDUCATION • Completed numerous major actions and commenced or continued other major actions toward opening the Mount Umunhum Summit in the Sierra Azul Preserve for public access, including: - Constructed most of the four-mile Mount Umunhum Trail, including bridge forms for the installation of three trail bridges and brushing and grading of access roads leading to the Mt. Umunhum trail. - Regraded and restored the summit closer to its natural form. - Finalized plans and bid out the Summit Project, which includes parking, ADA-accessible trails, weather shelters, stairway, ceremonial circle, and other public amenities. - Finalized plans and bid out the Road Rehabilitation Project to improve over five miles of roadway for the public to drive safely to and from the summit. - Developed interpretive material content and design for the summit to educate visitors about its natural and cultural history. - Prepared for, hosted site tours, and held meetings with County Commissioners and Supervisors, and presented findings to the Santa Clara County Historical Heritage Commission and Board of Supervisors to inform their consideration of whether to list the Radar Tower on the County's Heritage Resource Inventory. - Finalized Board of Directors’ decision to retain and seal the Radar Tower and began work with the Amah Mutsun Land Trust and the United Veteran’s Council of Santa Clara County to collaboratively honor Mount Umunhum’s history. - Completed interim repairs to the Radar Tower to safely allow for the public to walk around the exterior perimeter of the structure. - Developed the visitor signage plan for the summit. Attachment 2 Page 3 • Completed numerous major actions and commenced or continued other major actions toward opening lower La Honda Creek Open Space Preserve to the public, including: - Completed a second phase of Sears Ranch Road repairs and culvert replacements on lower Sears Ranch Road to improve sections of the main ranch road for grazing, patrol, and upcoming public use. - Began design of the Sears Ranch Parking Area and completed Sears Ranch Road ingress/egress traffic study. - Held a neighborhood meeting to provide an overview of actions completed to date to prepare the Sears Ranch Road area for public access. - Began the public access site plan for the Red Barn Area, including traffic counts, site evaluation for a new driveway and parking lot, and evaluation of site historical features. • Completed numerous major actions and commenced or continued other major actions toward opening Bear Creek Redwoods Open Space Preserve to the public and improving Bear Creek Stables, including: - Held a neighborhood meeting in Los Gatos, with over 150 public members in attendance, to re-introduce the Preserve Goals and Actions. - Held five additional public meetings, including a CEQA kick-off meeting, two additional Board Committee meetings to refine the Preserve Plan actions and phasing, and two open houses to discuss stables site plan alternatives. - Completed a cultural resources evaluation of potentially significant sites to inform the preparation of the environmental review documents. - Completed major sections of the Draft Bear Creek Redwoods Preserve Plan and Administrative Draft Environmental Impact Report. - Hired a design and engineering team to prepare the construction plans for the new Bear Creek Redwoods parking area, which will include a new driveway, pedestrian crossing, restroom, ADA trail, and trailhead. - Completed the draft Alma College Cultural Landscape Rehabilitation Plan, refined alternatives with Board input, and presented preferred actions for Board confirmation to guide the preparation of the environmental review documents. - Approved the Assignment of an Amended Stables Rental Agreement to a new, interim stables tenant. - Developed site plan alternatives for the stables and finalized Board of Directors’ selection of a preferred alternative to guide the preparation of the environmental review documents. - Evaluated potential water sources, including constructability assessments and construction cost estimates, to support the stables and other preserve infrastructure and code requirements. - Coordinated with Santa Clara County to review potential permitting requirements for proposed new improvements for the preserve and the stables. • Completed numerous major actions and commenced or continued other major actions toward completing the San Francisco Bay Trail Connection Project at Ravenswood Open Space Preserve, including: Attachment 2 Page 4 - Coordinated with the Cities of East Palo Alto and Menlo Park, the San Francisco Bay Trail, and Facebook, and held public meetings on the trail project to solicit feedback. Received a City of East Palo Alto letter in support of the project. - Finalized the preferred trail alignment, which includes a privacy buffer for the neighboring University Village neighborhood. - Completed CEQA document preparation for public review in winter 2016 and finalized language necessary to convey a trail easement from the San Francisco Public Utilities Commission (SFPUC) to the District to allow for construction of the Bay Trail connection. - Entered into a contract for trail design and engineering services. • Held the Grand Opening Dedication event for the Mindego Hill Trail, the District’s first public access alongside cattle grazing. • Participated in a private-public partnership with the San Francisco Bay Trail Project and Google to resurface a 1,925-foot segment of the San Francisco Bay Trail adjacent to the Stevens Creek Shoreline Nature Study Area. • Completed numerous demolitions and remediation of dilapidated structures that posed public safety hazards in preserves. • Provided oversight and project review to the Amah Mutsun Tribal Band ecologist for the creation of a native plant relearning garden. • Provided presentations to the UC Elkus Range Camp, Park Rangers Association of California, and Central Coast Rangeland Coalition on conservation grazing practices. • Hosted the Cal-Pacific Section of the Society for Range Management and conducted a tour and presentation of the grazing operation in lower La Honda Creek Open Space Preserve. • Installed seven new preserve entrance signs and ten new sign boards at various preserves. • Installed gates and split-rail fencing at various locations in the Sierra Azul and Picchetti Ranch Preserves. • Completed fire road maintenance and improvements in numerous Preserves – Rancho San Antonio, El Sereno, Fremont Older, Picchetti, and Sierra Azul. • Completed single-track trail brushing in preserves. • Conducted bridge inspections in the Foothills area for wear and tear and general condition. • Constructed livestock enclosure improvements at Deer Hollow Farm, including new fencing, concrete pads, and shade structures. • Constructed a 100-foot long puncheon on the High Meadow Trail in Rancho San Antonio. • Recruited and trained 40 new Trail Patrol Volunteers. • Conducted outdoor Activity Docent program training (12-week course) graduating 22 new docents to provide enriched experiences for the public via guided interpretive nature and history activities. Attachment 2 Page 5 • Provided outdoor education to more than 8,000 members of the public through Midpen events and activities, or collaborative events and activities with partners, including: - 3,800 participants in 287 docent-led interpretive activities, including hikes, mountain bike rides, and canine companion walks with topics such as local history, Ohlone medicine, geocaching, bats, redwoods, health and exercise, and early morning birding. - 2,004 adults and 1,056 children at the Daniels Nature Center, which was open 94 days between April 2015 and June 2016. - 1,086 students at Skyline Ridge Preserve for the Spaces & Species science field trips by Outdoor Education Leader docents. Out of the 43 classes that participated in the program, nine classes received funding for transportation assistance. - Hosted an outreach booth at the Bay Area’s first Geocaching Mega-Event attended by more than 800 people and engaged new participants to try the District’s geocache circuit. More than 700 discoveries of the "Preserve Circuit Geocaches" were logged online. - Welcomed approximately 600 participants and 35 volunteers at the 2015 and 2016 District-hosted Wingding Family Festival at Skyline Ridge Preserve in collaboration with the Santa Clara Valley Audubon Society and 12 other environmental organizations. - Hosted two Fremont Older House Tours, welcoming 135 participants on nine guided tours a day in 2015 and 2016. • Established a new collaborative field trip program with Save the Redwoods League to provide more than 100 local high school students with field learning experiences that connect redwood forest ecology and climate change issues. • Provided docents and funding for transportation in a new partnership with Bay Area Older Adults, a non-profit organization in support of providing active older adults outdoor hiking and nature studying experiences • Contributed to the Bay Area Healthy Parks Healthy People collaborative effort by providing eight docent-led activities on preserves. • Completed environmental review, construction plans, and submitted permit applications for construction in 2017 of two new bridges over Stevens Creek at Monte Bello Preserve. • Began a Visitor Use Counting pilot program at Rancho San Antonio Preserve, Ravenswood Preserve, and the Mt. Umunhum area of Sierra Azul Preserve. • Initiated the El Sereno Dog Access Project, researching existing conditions and property rights. • Began project scoping for the re-opening of Alpine Road at Coal Creek Preserve, including meetings with the San Mateo County Public Works Department and assessing current conditions of culverts and the trail. • Obtained permit from Santa Clara County for the installation of a protective net canopy structure over the Prospect Road parking lot at Fremont Older Preserve to protect visitors and vehicles from errant golf balls from the adjacent golf course. Attachment 2 Page 6 • Finalized the construction plans for the new Oljon Trail and bridge crossing at El Corte de Madera Creek Preserve and submitted the construction permit to San Mateo County. • Dedicated the new Ancient Oaks Trail Extension in Russian Ridge Preserve. • Dedicated the Herb Grench Trail and Overlook located at one of the ridgeline peaks off of Anniversary Trail at Windy Hill Preserve. • Completed a District-wide inventory of vacant structures in preserves for tracking purposes and to inform future decisions on their use and management. • Completed a District-wide inventory of vehicle bridges for tracking purposes and to assist with the prioritization of future bridge repairs and replacements. • Completed an inventory of every culvert in Foothills area and created a GPS database with locations. • Ranger enforcement of ordinances through written warnings and citations, and emergency response, including: - 2,601 citations (including 812 parking citations) and 850 warnings between April 2015 and June 2016 - 53 motor vehicle accidents - 40 bicycle accidents - 37 other medical/first aid events - 22 running/hiking accidents - 17 fire incidents - 16 motorcycle accidents - 16 animal incidents - 10 lost person searches - 7 hazardous materials incidents - 6 fatalities - 2 equestrian accidents - 1 suicide and 1 attempted suicide • Upgraded the District Website, which has received over 1.4 million page views, and now provides a quick and convenient way for visitors to get the information they need before a visit. The website also includes a dedicated Vision Plan web page. • Developed Measure AA Sign Installation Guidelines to guide sign placement to inform the public of how Measure AA funds are being put to use. • Increased Facebook followers from 5,250 to 6,319 (17% increase) with 506 Facebook Posts for 1,226,067 total impressions. • Increased Twitter followers from 1,593 to 2,171 (36% increase) with 648 Tweets for 229,166 total impressions. • Developed and widely distributed new focused publications and public outreach materials for specific District projects, including: - Mount Umunhum pictorial brochure and the General Manager's article, “The Hidden Stories of Mount Umunhum.” Attachment 2 Page 7 - Factsheets on Land Conservation and the Highway 17 Wildlife Crossing Project. • Maintained a strong presence in media outlets and accomplished 120+ news stories (print, web, radio, and TV) about the District, including: - “Meet and greets” with editors from various local newspapers and ethnic radio stations. - Hosted two media events, one at the Mount Umunhum Summit, to relay facts and history about the mountain, and the other for the Sudden Oak Death Science Symposium at Los Trancos Preserve. - Feature article with New America Media to promote District preserves to Asian, African American, and Latino communities. - Hosted Tom Stienstra and members of the San Francisco Chronicle on an exploration hike of Purisima Creek Redwoods Open Space Preserve. - Profiled the District on local TV via a high-quality production video that ran several weeks prior to the Super Bowl as a result of our active participation in the Super Communities Super Bowl Committee. - Participated in two segments of NBC’s Open Roads with Doug McConnell, featuring Mindego Hill, Purisima Creek Redwoods, and the District’s Innovation Team and Fog Harvesting Project. • Reformatted the District’s quarterly Views newsletter, appealing to a broader audience by creating a wider variety of news items, content types, and calls to action. • Completed four video vignettes for the website and social media to educate the public further about the District and our public programs and projects. • Continued public agency partner outreach efforts and events, including: - Two legislative luncheons with partners and local elected officials. - Attended local chamber of commerce events, and was featured at the Half Moon Bay Chamber of Commerce, as part of a discussion on Half Moon Bay’s ecotourism programs. - Organized ten presentations to various local city councils for Board members to provide Measure AA project updates. - Coordinated the Joint Shoreline Festival & Cooley Landing Building Dedication with the City of East Palo Alto. • Hosted a series of Walk with a Doc events, in partnership with the San Mateo County Medical Association, for people of all fitness levels at five different preserves. • Promoted the District at numerous events and through new partnerships, focusing on diverse communities, including: - Events such as the African American Community Health Advisory Committee’s Soul Stroll, North Fair Oaks Bike Rodeo, Half Moon Bay’s Healthy Kids Fair, Annual Latino Health Forum, the Diwali Festival, Lockheed Martin Wellness Fair, Los Gatos Earth Day, San Mateo County Health and Benefits Fair, Mountain View Arbor Day, Menlo Park Kite Day, La Honda Fair & Music Festival, East Palo Alto Charter School Open House, Cupertino Earth Day, Accessible Adventures Day at San Francisco State University, and Saratoga Blossom Festival. Attachment 2 Page 8 - Hosted a seminar on Engaging Latinos in Open Space and Conservation with Jose Gonzales from Latino Outdoors and started a pilot program to provide transportation and a one-day outdoor activity in a preserve for Latino families. - Partnerships with Acterra, Village Harvest, and Student Conservation Association designed to increase volunteer stewardship opportunities. - Partnerships with organizations that serve culturally-diverse, low-income youth such as Latino Outdoors, College Track in East Palo Alto, and Siena Youth Center in North Fair Oaks, to promote hiking, running, and biking on District preserves. NATURAL RESOURCES PROTECTION AND RESTORATION • Began significant natural resources protection and restoration projects in Bear Creek Redwoods Preserve in preparation for opening the preserve to the public, including: - Mapped invasive vegetation and developed an Integrated Pest Management Plan to control vegetation. - Developed defensible space wildland fire fuels clearing plans and conducted solicitation to hire contractor to implement trail mowing and fuel clearing. - Completed Water Resources Inventory to identify and survey potential water supply sources to support stables improvements. - Completed Road and Trail Inventory to prioritize road and trail upgrades necessary to open preserve for public access. - Initiated water studies for development of a Pond Management Plan. • Completed numerous natural resources protection and restoration projects in La Honda Creek Preserve in preparation for opening the preserve to the public, including: - Apple Orchard road repair and culvert replacement. - Driscoll Ranch Roads Sediment Reduction project and remediation of hazardous waste. - Rebuild Pond DR10 berm. • Surveyed and mapped rare plant populations at Mount Umunhum, Mount Thayer, and along Mount Umunhum Road, and provided biological monitoring for construction projects on Mount Umunhum. • Collected native plant seeds for restoration planting at Mount Umunhum and developed revegetation plans and safe methods for restoration to prevent the introduction of soil pathogens related to plant propagation. • Completed the El Corte de Madera Preserve Watershed Protection Program final phase implementation and reassessment, significantly improving water quality in these headwaters over the course of 15 years of restoration activities. • Launched an Innovation Team project to research and implement a fog-collection pilot project. • Initiated the Highway 17 feasibility study for new wildlife passage and Bay Area Ridge Trail crossing. Attachment 2 Page 9 • Selected a new grazing tenant and reintroduced livestock grazing as a resource management tool on the former Mindego Ranch of Russian Ridge Preserve. • Selected a new grazing tenant for the Apple Orchard Property at La Honda Creek Preserve. • Prepared a Madonna Creek Stables Site Plan and a new Stables Lease. • Facilitated discussions with eight local land management agencies for compliance with California Department of Fish and Wildlife regulations regarding relocation of mountain lions. • Negotiated and completed a grant agreement with Santa Clara Valley Water District for the restoration of the Hendrys Creek property in Sierra Azul Preserve and commenced a contract with Acterra Stewardship for native plant restoration. • Presented the ten-year update for Sudden Oak Death (SOD) research and management on District preserves, including Board approval of a new ten-year SOD Management Plan. • Negotiated and executed contracts for the treatment of SOD at Rancho San Antonio, Los Trancos, and El Corte de Madera Creek Preserves. • Presented the ten-year update for Slender False Brome (SFB) research and management on District preserves, including Board approval of a new ten-year SFB Management Plan and contract with San Mateo County Resource Conservation District to provide management of SFB on private properties with potential to infect District preserves. • Provided biological monitoring and directed contractor work to treat invasive weed populations at Sierra Azul, La Honda Creek, and Russian Ridge Open Space Preserves. • Surveyed and mapped vegetation along Stevens Creek Nature Trail in support of upcoming bridge replacement project. • Trained grazing tenants and supervised invasive vegetation treatments on grazed preserves. • Monitored and reviewed the District’s Resource Management Grant Program funded research projects, including the UC Santa Cruz Puma Project, Central Coast Rangeland Coalition, and Ken Hickman wildlife photographer. • Completed infrastructure improvements with grazing tenants at Mindego Ranch, Big Dipper, Tunitas Creek, October Farm, McDonald Ranch, Driscoll Ranch, and Purisima to Sea properties. • Completed the Fiscal Year 2015-16 Integrated Pest Management Work Plan. • Completed water use reporting to State Water Resources Control Board for District and tenant water use for conservation reporting. • Completed final closure of Mindego Landfill and corral sites with the San Francisco Bay Regional Water Quality Control Board. • Conducted archaeological surveys and testing for future Skyline and Foothills areas maintenance projects. • Prepared demolition cost estimates for the removal of dilapidated structures in Stevens Creek Canyon that pose a public safety hazard. Attachment 2 Page 10 • Reviewed erosion control and drainage work for the Ridge Vineyards property exchange. • Completed the third year of San Francisco Garter Snake monitoring at Mindego. • Assisted Santa Clara County and San Mateo County with the location and eradication of illegal marijuana growing operations on District lands, including cleaning and restoring the sites when feasible. • Partnered with San Mateo County Parks to close and restore illegal bike trails at Teague Hill Preserve. • Investigated and took action in cooperation with California Fish and Wildlife and Santa Clara County on illegal water diversion from Saratoga Gap to a private property. • Established a "Fern Watch" field site plot with Save the Redwoods League at lower Purisima Creek Redwoods Preserve that is being monitored annually by a team of District docents and providing data to a state-wide project/citizen science effort. • Continued design and pre-construction support to San Mateo County Resource Conservation District for a grant-supported fish habitat restoration project in San Gregorio Creek. • Continued efforts to expand the existing US Fish and Wildlife Service recovery permit for California red-legged frog and San Francisco garter snake to cover all District holdings within the species range. • Completed the Annual Wildflower survey at Sierra Azul Preserve. LAND ACQUISITION AND PRESERVATION • Purchased, exchanged, or partnered with other conservation agencies to protect over 638 acres of open space lands and received $1,500,000 in partnership funds and the equivalent of a $205,000 gift of land, including: - Purchased the 307.64-acre POST (Apple Orchard & Event Center) properties protecting redwoods along San Gregorio Creek and Coho salmon and steelhead spawning habitat. - Purchased the 38.14-acre Toepfer and five-acre Ashworth property along Bear Gulch Road providing future Ridge Trail extension opportunities, as well as redwood preservation and La Honda Creek headwaters protection. - Recorded a three-acre San Gregorio Creek Conservation Easement west of the Driscoll Event Center to protect a sensitive riparian corridor. - Purchased the 30-acre Cunha Trust property at the end of Sears Ranch Road, consolidating District ownership of the private road that will serve as the driveway entrance to a new public parking area for lower La Honda Creek Preserve. - Completed the 117-acre Hendrys Creek Property purchase in Sierra Azul Preserve in partnership with the Santa Clara Valley Water District (SCVWD), who provided funds for the $1,500,000 purchase. - Purchased the 24.41-acre Freudenberg property along Weaver Road in Sierra Azul Preserve. - Purchased the 38.97-acre Meyer/Connolly property located along Mount Umunhum Road, which includes a building pad and improvements that may support a potential new employee Attachment 2 Page 11 residence to provide afterhours presence to assist with the opening of the Mount Umunhum Summit to public access. - Purchased the four-acre Barth property along Hicks Road above Guadalupe Reservoir to protect the scenic view shed, sensitive grassland habitat, and Guadalupe Creek watershed. - Purchased a 40-acre property on April 1, 2015 in Sierra Azul Preserve that may facilitate a future regional connection to the Forest of Nisene Marks. • Prepared a Lot Line Adjustment application for the 241-acre Purisima Uplands property, including survey maps, identified a viable trail corridor, and continued consultation with the landowner regarding use of the ranch roads for patrol and maintenance and the planning of a future public trail and staging area. • Continued ongoing discussions with an interested neighbor about a potential trail corridor easement or purchase to facilitate a Ridge Trail connection between La Honda Creek and El Corte de Madera Preserves. • Entered into a Right-of-Way Agreement with Caltrans to quitclaim to the District the Highway 84 tunnel connecting the Driscoll Event Center to the La Honda Creek Preserve to provide a safe crossing under Highway 84 for the public and grazing tenant. • Began legal actions to secure public rights on Mount Umunhum Road to allow public vehicular access to the summit of Mount Umunhum. • Received three gifts of Redwood Park parcels totaling 0.33-acre as additions to Purisima Creek Redwoods Preserve. • Resolved an illegal encroachment of vehicles on public open space land in El Corte de Madera Preserve and installed fencing at the property boundary to prevent future illegal encroachments. GENERAL/MIDPEN-WIDE SUPPORT OF MISSION • Continued implementation of critical Financial and Operational Sustainability Model Study recommendations to enhance the District’s delivery of Measure AA project and fulfillment of its Vision Plan and Mission, including: - Reorganization of departments and divisions into clear business lines of Project Planning and Delivery, Visitor and Field Services, and Finance and Administrative Services. - Recruitment and filling of critical positions within those business lines, including a Chief Financial Officer/Administrative Services Director, Engineering & Construction Manager, and Information Services and Technology Manager. - Transition of the Operations Department into the Visitor Services and Land and Facilities Services Departments. • Sponsored Assembly Bill 495 to raise the General Manager’s purchasing authority to improve operational efficiencies, which was passed by the State Legislature and signed by the Governor during the 2015 legislative session. • Completed approximately 80 individual residence repair projects, including major habitability repairs to four residences. Attachment 2 Page 12 • Entered into new Administrative Office leases and completed office improvements and furnishing to accommodate District organizational growth. • Conducted an evaluation of commercial office lease rates and sales activity for upcoming decision on a new Administration Office building, to determine whether to rebuild onsite or purchase new building. • Implemented numerous administrative procedure improvements to support and streamline business functions, including: - Bringing payroll functions in-house and implementing electronic timecards. - Changing the fiscal year end date from March 31 to June 30. - Restructuring of the District's chart of accounts to enable more detailed financial reporting and cost analysis of projects. - Created new project structure to facilitate consolidated expenditure reporting for Measure AA for both internal and external parties. - Established a tracking system for reimbursement of internal labor costs related to Measure AA projects. - Developed best practices layout and information for the Fiscal Year 2016-17 Budget & Action Plan book. • Completed the first issuance of Measure AA General Obligation Bonds to fund priority Measure AA projects. • Issued Request for Proposals to establish an external bond team consisting of Financial Advisor, Underwriter, Bond Counsel, and Disclosure Counsel to begin preparation for future bond issuances or refundings of existing debt. • Following extensive public outreach within Santa Clara and San Mateo Counties, secured approval for the designation of six Priority Conservation Areas in San Mateo County and nine Priority Conservation Areas in Santa Clara County from the Association of Bay Area Governments Executive Board. • Developed and provided American for Disabilities Act (ADA) Awareness Training for Administration and Field Staff, and District Volunteers, and updated the District's Accessibility/ADA website information and Easy Access Brochure. • Finalized a three-year Memorandum of Understanding with the Field Employees Association. • Participated in the regional Management Talent Exchange program by hosting two employees and sending one employee on interim assignments, providing opportunities for professional development. • Participated in the Santa Clara County Leadership Academy by sending three employees to receive leadership training. • Continued significant Human Resource efforts to recruit and promote top-notch employees for more than 30 recruitments, and coordinated employee trainings for mandatory and development training. • Created a Seasonal Ranger program and hired the District's first seasonal ranger. Attachment 2 Page 13 • Recognized and honored Docents and Volunteers at the Volunteer Recognition Event at the La Honda Creek Event Center with over 225 Volunteers. • Began implementation of the Information Technology (IT) Master Plan, developing general IT project guidelines for the next five years, including firewall and hardware replacements/upgrades and client infrastructure upgrades by implementing Windows 10 and Office 2016/Office 365, including MS Project and SharePoint. • Replaced the Board Room audio system at the Administrative Office. • Redesigned all Midpen Trail maps into a new GeoPDF format that provides greater detail and consistency, and allows for better trail navigation. • Researched the feasibility and cost of equipping all District emergency vehicles and offices with Automatic External Defibrillators (AEDs), leading to Board funding approval to purchase and install AEDs in Fiscal Year 2016-17. AWARDS/GRANTS/RECOGNITION • Secured a $1,000,000 San Mateo County Measure A grant to fund the Ravenswood Bay Trail Gap trail design, permitting, and construction. • Received a proclamation from the City of Cupertino recognizing the District for its work and thoughtful planning to create the Vision Plan. • 2016 ESRI Map Gallery Award - 3rd place in the ESRI International Users Conference Map Gallery for "Best Map Series or Atlas" for Vision Plan and Conservation Atlas. • Received a $30,000 Electric Vehicle Charging Grant from the Bay Area Air Quality Management District. Attachment 2 R-16-120 Meeting 16-28 November 9, 2016 AGENDA ITEM 7 AGENDA ITEM Annual Integrated Pest Management Report, 2015 GENERAL MANAGER’S RECOMMENDATION No Board action required. SUMMARY On December 10, 2014 (R-14-34), the District’s Board of Directors adopted the Final Environmental Impact Report for the Integrated Pest Management Program and approved the Integrated Pest Management Program and Policy. The program requires an annual report of pest management activities that describes past pest control activities, both chemical and non-chemical, on District lands. This report presents the results of the first year of pest management activities prescribed under the Midpeninsula Regional Open Space District (District) Integrated Pest Management (IPM) Program. The District treated thirty-one species, including twelve listed noxious weeds (plants that have been defined as a pest by state law or regulation) using a variety of treatment methods. Treatment methods that included the use of chemicals, did so using only Board approved chemicals. Overall, the first year of implementing the IPM Program has resulted in an addition 1.6 acres of District land being treated. Ten new projects were added to the existing 300 projects in progress. MEASURE AA The Annual Integrated Pest Management Report is not a Measure AA item. DISCUSSION Integrated Pest Management (IPM) is a long-term, science-based, decision-making system that uses a specific methodology to manage damage from pests. The District defines pests in its Resource Management Policies as “animals or plants that proliferate beyond natural control and interfere with natural processes, which would otherwise occur on open space lands,” and target pests as “plant or animal species that have a negative impact on other organisms or the surrounding environment and are targeted for treatment.” IPM requires monitoring site conditions before, during, and after treatment to determine if objectives are being met and if methods need to be revised. On December 10, 2014 (R-14-34), the District’s Board of Directors adopted the Final Environmental Impact Report for the IPM Program and approved the IPM Program and Policy during their December 10, 2014 meeting. As a component of the IPM Program, an Annual Report R-16-120 Page 2 is required to be prepared that describes the pest management activities undertaken and describes and compares past pest control activities, both chemical and non-chemical, on District lands. The IPM Program identified criteria for assessing the program every year primarily regarding protection of human health in buildings, protection of natural resources in the preserves, training, and clear communication with the public. The attached Annual Report (Attachment 1) is the first annual report prepared for the IPM Program and describes the IPM activities undertaken in 2015. Because this is the first report, comparisons of several metrics that evaluate change over time are not possible. Additionally, some monitoring protocols were still in development during the year, and changes to the data collection protocol resulted in data sets that did not permit analyses of some metrics, most significantly the calculation of costs per acre. The District partnered with CalFlora, a non-profit organization, in which data is collected and stored in a cloud based database. During the transition, not all legacy data was transferred to CalFlora due to incompatible data sets. Some of the highlights from the first year of the program, detailed in the annual report, are listed below: Summary of Pest Problems Thirty-one species found on District lands are treated on an on-going basis to control for asset based protection and long-term management. These species have the potential to invade natural areas and displace native and reduce biodiversity. Of the listed species, twelve are considered noxious weeds by the State of California. New potential pest control projects were summited to the IPM Coordinator using the Districts New Pest Control Project Form. Potential projects were evaluated using the Project Ranking System developed by the IPM Coordination Team during this year. Ten new pest control projects were determined to have high priority for treatment on District lands. Summary of District Pest Control Treatments During the 2015 calendar year, the District employed the following control options in Natural Areas: Treatment Method Hours Staff Contractor Volunteer Brush Cut / Mow 27 52 - Dig 139 21 1 Flame 118 - - Herbicide 4379 1283 - Pull 768 776 1735 Total 5431 2132 1736 Future reports will present summaries of treatment cost per acre, however data analysis is not available for “Cost per acre.” As data is made available with the use of the CalFlora Database, analysis will occur in future years. Brushing/mowing of roads, trails, defensible space, or emergency landing zones is not presented because these actives do not change from year to year. Effectiveness of District’s Pest Control Program When chemical pesticides are used on District lands, the District is committed to the use of lower pesticide exposure classification products in buildings and recreational structures for worker and visitor health and safety. Pesticides used in buildings and at recreational structures in 2015 were consistent with the 6 approved structural pesticides, all of which are “Caution” label (as opposed R-16-120 Page 3 to “Warning” or “Danger” labels) and therefore pose a reduced risk to workers or occupants of treated buildings. In natural areas, herbicide and non-herbicide methods were used to control high priority invasive plants to protect and restore native vegetation at preserves. The District seeks a reduction in per- acre usage of herbicides over time at individual sites, but acknowledges that in some instances use will initially increase, followed by a reduction in herbicide use when the pest is eliminated or reduced to a level that can be effectively managed with non-herbicidal methods. Use of herbicides in natural areas was precautionary but comparative numbers cannot be provided until future years when work and data collection are conducted in a manner consistent with IPM from year to year. Methods used on District lands to reduce pesticide usage include the technique mow/spray/mow and timed mowing. To reduce herbicide use, workers will first mow larger vegetation and once the vegetation has re-sprouted to a vulnerable stage, workers apply an herbicide treatment and then re-mow once dead. Staff performed this technique at the Hicks Creek Ranch parking area on stinkwort to great success. An additional method employed is timed mowing of yellow star thistle, where the plant is mowed at the specific point in time in its growth cycle when it is most susceptible to the mowing to reduce the density and seed dispersion at the Mindego Gateway area of Russian Ridge Open Space Preserve. The IPM Coordinator eliminated the use of pesticide at select sites. For example, certain trailside French broom at Sierra Azul was at low enough density that manual removal was possible without the use of herbicide. Additionally, of several rodent and insect infestations in buildings reviewed this year, the IPM Coordinator was able to evaluate site-specific conditions and recommend sanitary practices for prevention and physical controls using snap traps. Midpen uses conservation grazing to manage fuel (flammable vegetation) for fire protection; enhance the diversity of native plants and animals; help sustain the local agricultural economy; and foster the region's rural heritage. Midpen uses conservation grazing on approximately 10,800 acres as a tool to manage grassland habitat on portions of these 5 preserves. In the absence of natural disturbance (i.e. fire), the District periodically does brush removal on grasslands to slow the encroachment. Pesticide Use The reporting of pesticide use on District lands includes staff, contractors, and tenants. The following tables summarizes the known use of pesticides on District lands, excluding PG&E which is not covered under the District’s Integrated Pest Management Program, but is still required to report pesticide use to each County Agricultural Department. Pesticide Active Ingredient Amount Used (oz) Acres Treated Oz/ Acre Fungicide Potassium salts of phosphorus acid 5062.4 oz 22.6 224.0 Herbicide Aminopyralid 61.5 oz 15.4 4.0 Clethodim 0 0 0 Clopyralid 0 0 0 Glyphosate 2,975 oz 225.5 13.2 Imazapyr 0 0 0 R-16-120 Page 4 Insecticide Pyrethrin 420 N/A N/A Rodenticide Cholecalciferol 0 0 0 The information in the table above establishes the baseline use of pesticides on District lands and will allow for comparisons of use over time to be made. Recommended application rates, as specified on a product label, vary by Active Ingredient and formulation of any particular pesticide product. For example, the specified application rate for Roundup ProMax with glyphosate as the Active Ingredient ranges from 32 to 160 oz per acre, depending on the target plant species. The specified application rate for Milestone with Aminopyralid as the Active Ingredient ranges from 3 to 7 oz per acre, depending on the target plant species. Public Notification and Inquiries Prior to, during, and after the application of a pesticide (including herbicides, insecticides, or other types of pesticides) on District preserves, employees and contractors post signs at the treatment area notifying the public, employees and contractors of the District’s use of pesticide. All contractors notify the District before application on any property, and comply with requirements for notification and posting of signs. There were a recorded five public inquiries relating to the IPM Program. Date Inquirer Contact Method Request/Comment 5/3/2015 Fremont Older User E-mail Complaint: Invasive Species on Trailside 5/20/2015 District User Telephone Informational: SOD information 5/21/2015 District User Telephone Informational: Request for invasive species locations 8/25/2015 El Sereno User Telephone Complaint: Herbicide signage up for 1-1/2 months 8/25/2015 Rancho San Antonio User Facebook Complaint: Roundup usage on District lands Compliance with the Guidance Manual Experimental pest control projects include the monitoring of the hairy weevil, a biocontrol for yellow star thistle. From 2011 through 2013, the District released 33,390 weevils at 9 Preserves. In 2015, instead of releasing weevils, the District undertook a monitoring protocol to determine if self-sustaining populations of weevils have become established. Hairy weevils were evident in 2015 at all prior release sites In addition, yellow star thistle sites were surveyed that were not a prior weevil release site. These sites contained the hairy weevil as well. At this point, there does not appear to be a need to continue releasing hairy weevils at existing yellow star thistle sites. Although the weevils are not able to completely eliminate yellow star thistle, they are reducing the seed production and probably slowing the spread and density of yellow star thistle. The List of Approved Pesticides is intended to change over time as the science of pest control advances and more effective, safer, and less harmful pesticides are developed; as manufacturers update, discontinue, or substitute products; and as the District’s target pests change over time. Recommended updates to the List of Approved Pesticides are as follows: Action Category Product Signal Word Memo R-16-120 Page 5 Elimination Insecticide Wasp Freeze Caution Product discontinued Addition Insecticide Wasp Freeze II Caution Lower health and Environmental Risks than previous product Dust Bag TBD For cattle insect pests FISCAL IMPACT Receipt of the 2015 Annual IPM Report will not result in a fiscal impact. Implementation of the IPM Program occurs across several different Departments, including Land and Facilities, Visitor Services, and Natural Resources. Each Department separately budgets for pest management activities within their budget. Future annual reports will include analyses of the budgetary impacts of pest management activities as more data become available. BOARD COMMITTEE REVIEW The IPM Policy established direction that an annual review of the IPM Program be completed by the full Board of Directors. PUBLIC NOTICE Public notice was provided as required by the Brown Act. Public notice was sent to 201 interested parties and tenants by postal or electronic mail. CEQA COMPLIANCE The Final Environmental Impact Report for the Midpeninsula Regional Open Space District Integrated Pest Management Program was approved by the Board on December 10, 2014. NEXT STEPS Addition of the proposed new pesticide products will require environmental review prior to approval by the Board of Directors for inclusion of these products in the District’s IPM Program. Following receipt of this Annual Report, staff will complete an environmental review of proposed changes to the program and return to the Board for adoption. Attachment 1. IPM Annual Report, 2015 Responsible Department Head: Kirk Lenington, Natural Resources Prepared by: Coty Sifuentes-Winter, Integrated Pest Management Coordinator, Natural Resources Contact person: Coty Sifuentes-Winter, Integrated Pest Management Coordinator, Natural Resources | Page 2015 Coty Sifuentes-Winter Midpeninsula Regional Open Space District Annual IPM Report Integrated Pest Management Program Goal: “Control Pests by consistent implementation of IPM principles to protect and restore the natural environment and provide for human safety and enjoyment while visiting and working on District lands.” i | Page i | Page Table of Contents List of Figures ........................................................................................................................................................ ii List of Tables ........................................................................................................................................................ iii 1 Introduction .............................................................................................................................................. - 1 - 2 Implementation of IPM Program.............................................................................................................. - 1 - 3 Summary of Pest Problems ...................................................................................................................... - 2 - 4 Summary of Pest Control Treatments ...................................................................................................... - 5 - 5 Effectiveness of Pest Control Program ..................................................................................................... - 6 - 6 Summary of Pesticide Use ...................................................................................................................... - 16 - 7 Public Interactions .................................................................................................................................. - 17 - 8 Consultants and Contractors .................................................................................................................. - 19 - 9 Compliance with Guidance Manual........................................................................................................ - 20 - 10 List of Preparers ...................................................................................................................................... - 23 - Appendix A – Python Dust Analysis ................................................................................................................ - 24 - Appendix B – Wasp Freeze II Analysis ............................................................................................................. - 28 - Appendix C - District Best Management Practices ......................................................................................... - 30 - Appendix D – New Pest Control Project ......................................................................................................... - 34 - Appendix E – Project Ranking System ............................................................................................................. - 36 - Appendix F – Treatment Survey ...................................................................................................................... - 38 - Figure 1: Mindego Hill is a site where intense thistle control has been undertaken by the District. ii | Page List of Figures Figure 1: Mindego Hill is a site where intense thistle control has been undertaken by the District. .................... i Figure 2: Stan Hooper demonstrating the use of green flaming. ..................................................................... - 1 - Figure 3: Cindy Roessler with slender false brome, a state listed noxious weed. ............................................ - 3 - Figure 4: Cape Ivy, a federally listed noxious weed, at Bear Creek Redwoods OSP ........................................ - 5 - Figure 5: Hand removal of gorse ....................................................................................................................... - 6 - Figure 6: Purple star thistle ............................................................................................................................... - 8 - Figure 7: Corral area of Hicks Creek Ranch before treatment of stinkwort ..................................................... - 9 - Figure 8: Stinkwort after two weeks post treatment with Roundup ProMax .................................................. - 9 - Figure 9: Three years after chemical treatment of stinkwort ........................................................................... - 9 - Figure 10: Tunitas Creek Site in 2014 prior to brush removal ....................................................................... - 10 - Figure 11: Tunitas Creek Site in 2015 after brush removal ............................................................................ - 10 - Figure 12: Preserve Partners work day at Thornewood OSP .......................................................................... - 11 - Figure 13: Using Social Media to Educate the Public ...................................................................................... - 14 - Figure 14: Pesticide Notification Sign ............................................................................................................. - 17 - Figure 15: French Broom mapped at Bear Creek Redwoods .......................................................................... - 19 - Figure 16: Hairy Weevil on yellow star thistle ................................................................................................ - 20 - iii | Page List of Tables Table 1: Ongoing and general maintenance pest species ................................................................................ - 2 - Table 2: Treated Species by Rating for Ongoing and New Projects .................................................................. - 4 - Table 3: New Pests Control Projects ................................................................................................................. - 4 - Table 4: Treatment Methods and Hours in Naturals Areas .............................................................................. - 5 - Table 5: Treatment Methods and Costs in Natural Areas................................................................................. - 6 - Table 6: Pesticides Approved for Use in Buildings and Recreational Structures .............................................. - 7 - Table 7: Inquires into the IPM Program .......................................................................................................... - 18 - iv | Page - 1 - | Page 1 Introduction This report presents the results of the first year of pest management activities prescribed under the Midpeninsula Regional Open Space District (District) Integrated Pest Management (IPM) Program. The Program was established in 2014 upon adoption by the Board of Directors of the IPM Guidance Manual. Five policies set the foundation of the Program: • Develop specific pest management strategies and priorities that address each of the five work categories; • Take appropriate actions to prevent the introduction of new pest species to District preserves, especially new invasive plants in natural areas, rangeland, and agriculture properties; • Manage pests using the procedures outlined in the implementation measures; • Monitor pest occurrences and results of control actions and use adaptive management to improve results; • Develop and implement an IPM Guidance Manual to standardize pest management and IPM procedures across all District Lands. 2 Implementation of IPM Program The first year of planned implementation actions was completed successfully with the exception of one (1) task not completed in Year 1: Notify tenants in letter of list of approved pesticides and how to get help. This task will be implemented at the same time that leases are revised in Year 2 of implementation. Full implementation of the IPM Program should be completed by December of 2018. Figure 2: Stan Hooper demonstrating the use of green flaming. - 2 - | Page 3 Summary of Pest Problems This section is a summary of pest problems that the District has encountered during the year. In future years, it will also contain comparisons of pest problems to past years. 3.1 Ongoing and General Maintenance Thirty-one (31) pest species found on District lands are treated on an on-going basis (Table 1) to control for asset based protection and long-term management. These species have the potential to invade natural areas and displace native and reduce biodiversity. Of the listed species, twelve (12) are considered noxious weeds by the State of California (Table 2). Table 1: Ongoing and general maintenance pest species Scientific Name Common Name Cal-IPC rating CDFA rating Alert Additional Information Acacia dealbata Silver wattle Moderate - - Baccharis pilularis Coyote brush - - - Native, grassland conversion Bambusoudeae Bamboo - - - Brachypodium sylvaticum Slender false brome Moderate Noxious Weed ALERT Carduus pycnocephalus Italian thistle Moderate Noxious Weed - Carthamus lanatus Woolly distaff thistle Moderate Noxious Weed ALERT Centaurea calcitrapa Purple star thistle Moderate Noxious Weed - Centaurea melitensis Tocalote Moderate Noxious Weed - Centaurea solatitialis Yellow star thistle High Noxious Weed - Cirsium vulgare Bull thistle Moderate Noxious Weed - Cistus incanus Hairy Rockrose - - - Non-native Cortaderia jubata Jubata grass High - - Delairea odorata Cape ivy High Noxious Weed - Dipsacus sp. Teasel Moderate - - Dittrichia graveolens Stinkwort Moderate Noxious Weed ALERT Eucalyptus globulus Blue gum Limited (Moderate)1 - - Euphorbia oblongata Eggleaf spurge Limited Noxious Weed - Genista monspessulana French Broom High Noxious Weed - 1 Blue gum was downgraded from “Moderate” to “Limited” in 2006. This new assessment was due to evaluating Blue gum across the entire state, rather than focusing on coastal areas where it is most prone to spreading. The District maintains the “Moderate” rating due to the location of District managed lands. - 3 - | Page Scientific Name Common Name Cal-IPC rating CDFA rating Alert Additional Information Hedera helix English ivy High - - Ilex aquifolium English holly Moderate - ALERT Lathyrus odoratus Sweet pea - - - Lunaria annua Annual Honesty - - - non-native Phalaris aquatica Harding grass Moderate - - Phytophthora ramorum Sudden Oak Death - - - Quarantine Pinus radiata Monterey Pine Limited - - Rubus armeniacus Himalayan blackberry High - - Silybum marianum Milk thistle Limited - - Spartium junceum Spanish Broom High Noxious Weed - Stipa miliacea Smilo grass Limited - - non-native Vinca major Periwinkle Moderate - - Xanthium spinosum Spiny cocklebur - - - Native, California red-legged frog habitat areas Figure 3: Cindy Roessler with slender false brome, a state listed noxious weed. - 4 - | Page Table 2: Treated Species by Rating for Ongoing and New Projects Species Treated Cal-IPC Rating CDFA Rating Alert Limited Moderate High 35 4 13 8 12 Noxious Weeds 4 3.2 New Pest Control Projects Potential pest control projects were summited to the IPM Coordinator using the Districts New Pest Control Project Form (see Appendix D – New Pest Control Project). Potential projects were evaluated using the Project Ranking System (see Appendix E – Project Ranking System) developed by the IPM Coordination Team during this year. The Project Ranking System evaluates projects using five categories: • Safety, o Human health, o Environmental health, • Prevents and controls the most destructive pests, • Protection of biodiversity, • Provides for public engagement, • And is feasibility and effectiveness. Ten (10) new pest control projects were determined to have high priority for treatment on District lands (Table 3). Table 3: New Pests Control Projects Scientific Name Species Cal-IPC rating CDFA rating Alert Gross Acres Infested Acres Delairea odorata Cape ivy High Noxious Weed - 0.1 0.05 Eucalyptus globulus Blue gum Limited (Moderate) - - 0.6 0.12 Elymus caput- medusae Medusa head High - - 0.1 .075 Papaver somniferum Opium Poppy - - - 0.01 0.001 Dittrichia graveolens Stinkwort Moderate Noxious Weed ALERT 0.5 0.25 Toxicodendron diversilobum Poison oak - - - 0.01 0.002 Baccharis pilularis Coyote brush - - - 0.15 0.004 Hesperocyparis macrocarpa Monterey cypress Limited - - 0.1 0.01 Euphorbia oblongata Eggleaf spurge Limited Noxious Weed - 0.01 0.009 - 5 - | Page Figure 4: Cape Ivy, a state listed noxious weed, at Bear Creek Redwoods OSP 4 Summary of Pest Control Treatments 4.1 Type of Control with Cost per Acre Treatment area is not available in 2015 due to data collection protocol under revision. Future reports will present summaries of treatment cost per acre, however data analysis is not available for “Cost per acre.” As data is made available with the use of the CalFlora Database, analysis will occur in future years. The following data is for natural areas and does not take into account brushing/mowing of roads, trails, defensible space, or emergency landing zones. Brushing/mowing of roads, trails, defensible space, or emergency landing zones is not presented because these activities do not change from year to year. Table 4: Treatment Methods and Hours in Naturals Areas Treatment Method Hours Staff Contractor Volunteer Brush Cut / Mow 27 52 - Dig 139 21 1 Flame 118 - - Herbicide 556 1283 - Pull 768 776 1735 TOTAL 5431 2132 1736 - 6 - | Page Table 5: Treatment Methods and Total Costs in Natural Areas Treatment Method Total Costs Staff Contractor Brush Cut / Mow $1,084 $2,548 Dig $5,582 $1,040 Flame $4,739 - Herbicide $22,329 $62,871 Pull $30,843 $33,624 Figure 5: Hand removal of gorse 5 Effectiveness of Pest Control Program The IPM Program identified criteria for assessing the program every year primarily regarding: • Work health/exposure in buildings, • Reduction of pesticide use in buildings, • Per-acre herbicide use, • Preservation of biodiversity and natural resource values, • Public participation in pest control, • And staff training, public outreach, and educational activities. As data from consecutive years becomes available in the future, the IPM Annual Report will evaluate the reduction of the amount of herbicide used at individual sites in natural areas over time. Actions undertaken in 2015 to meets these criteria are described below. - 7 - | Page 5.1 Worker Health/Exposure in Buildings The District is committed to the use of lower pesticide worker health/exposure classifications in buildings and recreational structures. Pesticides used in buildings and at recreational structures in 2015 were consistent with the 6 approved structural pesticides (Table 6) for the 2014 IPM Program Environmental Impact Report, all of which are caution label and therefore pose a reduced risk to workers or occupants of treated buildings. A specific type of rodenticide bait is approved under very strict conditions, however, it was not prescribed and only prevention and traps were approved for rodent control in 2015. In addition, one application of Termidor HE (Caution label, with fipronil as the active ingredient) was used at the Administration Building for termites on December 17, 2015. Although termite control was not evaluated in the original IPM program, fipronil was an approved active ingredient evaluated for insect control under the original IPM Program and it was determined to be suitable for this particular project and consistent with the intent and environmental review of the IPM Program. Table 6: Pesticides Approved for Use in Buildings and Recreational Structures Pesticide Category Active Ingredient Product Formulation Purpose Signal Word Rodenticide Cholecalciferol Cholecalciferol baits Rodent control Caution Insecticide2 Indoxacarb Advion Gel baits Structural pest control Caution Hydroprene Gentrol Point Source Pest Control Caution Fipronil Maxforce Bait Station Ant Control Caution Sodium tetraborate Terro Ant Killer II Ant Control Caution Diatomaceous earth Diatomaceous earth Structural pest control Caution 5.2 Reduction of Pesticide Use in Buildings The District seeks to comprehensively oversee all pesticide use in and around District buildings, including use by tenants, which is expected to result in an overall reduction of pesticide use in buildings, and in particular, eliminate use of pesticides not appropriate for use around human occupants or visitors, or which can inadvertently escape into the surrounding wildland environment. Since this is the first year of the IPM Program, there are no reliable numbers for comparing to structural pesticide use in prior years. Of several rodent and insect infestations in buildings reviewed this year, the IPM Coordinator was able to evaluate site-specific conditions and recommend sanitary practices for prevention and physical controls using snap traps. 2 Employees, contractors and tenants may install approved ant and roach bait stations inside buildings in tamperproof containers without review by a Qualified Applicator License/Certificate. - 8 - | Page 5.3 Per-acre Herbicide Use The District seeks a reduction in per-acre usage of herbicides over time at individual sites, but acknowledges that in some instances, use will initially increase, followed by a reduction in herbicide use when the pest is eliminated or reduced. Use of herbicides in natural areas was precautionary but comparative numbers cannot be provided until next year when work and data collection are conducted in a manner consistent with IPM from year to year. 5.4 Preservation of Biodiversity and Natural Resource Values Below, District staff provides an annual qualitative assessment of natural resources conditions of IPM projects in natural areas, rangelands, and agricultural properties in the Annual IPM Report. 5.4.1 Natural Areas In natural areas, herbicide and non-herbicide methods were used to control high priority invasive plants to protect and restore native vegetation at preserves. Qualitative observations of note: At Mindego Ranch where treatment has been occurring with RoundUp and Milestone, the overall number of purple star thistle plants has continued to decline with most plants now occurring on the road or in scattered locations. In some areas, staff and volunteers were able to just dig up the widely scattered purple star thistle plants rather than spraying them. However, the amount of distaff thistles does not seem to be declining and control techniques for this species should be re-evaluated. The populations of endangered San Francisco garter snake and threatened California red-legged frog are being studied at Mindego Lake by biologists of the US Geological Survey. Populations of these species are increasing, probably as a result of non-native fish control and continued efforts to control American bullfrog in Mindego Lake. Both of these species are predators of the snake and frog, and control efforts were initiated when the lake dried in 2015. Figure 6: Purple star thistle At Driscoll Ranch, control of purple star thistle is resulting in less coverage of this biennial non-forage thistle in the target pasture. Because cattle are on a pre-scheduled rotation between pastures, and rounding up and - 9 - | Page moving cattle with calves takes several people and can be stressful on the animals, the cattle operator would like to be contacted 6 months ahead of time, whenever possible, to plan on cattle relocation out of a pasture to be treated. At Los Trancos, the overall amount of yellow star thistle has been steadily declining and much of the current treatment effort is concentrating on thoroughly covering each grassland area to look for remaining yellow star thistle and either contracting for herbicide treatment or hand-pulling remaining plants. Figure 7: Corral area of Hicks Creek Ranch before treatment of stinkwort Figure 8: Stinkwort after two weeks post treatment with Roundup ProMax Figure 9: Three years after chemical treatment of stinkwort The parking flat in the former Hicks Creek Ranch area of Sierra Azul is just one of many spots that have been heavily infested with stinkwort. Stinkwort is a noxious weed, required by law to control. The former Hicks Creek Ranch parking flat area was a scattered carpet of dense patches of stinkwort in 2010. The District has been every year, except for 2012, treating the area, making sure not to leave any flowering stinkwort plants. In 2013, the District mowed all larger stinkwort plants on the parking flat. Re-sprouted plants were treated with herbicide. This method was used to reduce the amount of herbicide from what would be required for treatment of full grown plants. The District has seen fewer and fewer plants in areas where we have had - 10 - | Page multiple treatments since 2010. In addition, more native plants are beginning to colonize this area, with more tar weed (native summer-blooming plant) growing in the area that used to have the dense carpets of stinkwort. 5.4.2 Rangeland Midpen uses conservation grazing to manage fuel (flammable vegetation) for fire protection; enhance the diversity of native plants and animals; help sustain the local agricultural economy; and foster the region's rural heritage. Midpen uses conservation grazing on approximately 10,800 acres as a tool to manage grassland habitat on portions of these 5 preserves: • Russian Ridge Open Space Preserve • Skyline Ridge Open Space Preserve • Purisima Creek Redwoods Open Space Preserve • Tunitas Creek Open Space Preserve • La Honda Creek Open Space Preserve In the absence of natural disturbance (i.e. fire), the District periodically does brush removal on grasslands to slow the encroachment. Figure 10: Tunitas Creek Site in 2014 prior to brush removal Figure 11: Tunitas Creek Site in 2015 after brush removal 5.4.3 Agricultural Properties Assessment of agricultural properties, which represent a very small area of District land, will begin in year 2 of the IPM program. 5.5 Summary of Public Participation in Pest Control The public is seen as an integral part of the success of the IPM program. In particular, volunteers who assist with invasive plant identification and control are a valuable asset to the IPM program. In 2015, the District’s - 11 - | Page Preserve Partners contributed 2,010 hours to Resource Management through fifty outdoor service projects. Preserve Partner projects were held in sixteen Open Space Preserves. The District hosted ten Special Group projects, a subset of the Preserve Partners, which include school groups, technology companies, scout troops, running clubs and community groups. The District’s Web Administrator, working with the Volunteer Program Manager, developed a new online registration system for Outdoor Service Projects which has streamlined the volunteer registration process. This system takes reservations, manages wait lists, and automatically sends reminders to participants. Preserve Partners projects focused primarily on invasive plant control and on nine invasive species: French broom, slender false brome, purple star thistle, yellow star thistle, general thistle species, stinkwort, summer mustard, coyote brush, and California bay removal (the later for sudden oak death management). French broom projects were the dominant Preserve Partner volunteer activity with projects taking place in ten different preserves. Figure 12: Preserve Partners work day at Thornewood OSP There were twenty-five active Advanced Resource Management Stewards (ARMS) volunteers in 2015. The ARMS volunteers manage their own resource management projects working independently and on their own schedule. The ARMS volunteers contributed 1,295 hours to Resource Management with project sites located in twenty Open Space Preserves and primarily consisting of invasive plant removal by handpulling. - 12 - | Page 5.6 Summary of Staff Training, Public Outreach, and Educational Activities 5.6.1 Staff Training The mandatory annual Pesticide Safety and Training was held at both field offices in May of 2015. All California Department of Pesticide Regulation required training information was presented by the District’s Pest Control Advisor (PCA), Mark Heath of Shelterbelt Builders, Inc. In March of 2015, the District IPM Coordinator participated in Pesticide Safety in Grasslands and Riparian Restoration areas presented by the California Native Grasslands Association. 5.6.2 Public Outreach 5.6.2.1 Spring Open Space Views newsletter– March 2015 • Father and Daughter Bond Over Stewardship Includes description of IPM projects the pair has worked on • Midpen Joins Forces for Local Resource Management Highlights work on slender false brome. • (Mailing list: 14,429; Email list: 4,275) 5.6.2.2 Winter Open Space Views newsletter– December 2015 • Conservation Grazing Reintroduced to Mindego Hill Includes mention of control of invasive plants as one of the benefits of conservation grazing • (Mailing list: 14,223; Email list: 4,948) - 13 - | Page 5.6.2.3 Facebook Posts - 14 - | Page Figure 13: Using Social Media to Educate the Public - 15 - | Page - 16 - | Page 5.6.3 Educational Activities In January of 2015, the IPM Coordinator presented to the Advance Resource Management Stewards on working safely around pesticides. 5.6.3.1 Presentation at Preserve Partner on CalFlora Mapping On May 8th, 2015, the IPM Coordinator did a hands-on-training of the CalFlora mapping cell phone application, Observer Pro, at a Preserve Partners volunteer day at Skyline Ridge (Big Dipper Ranch). 6 Summary of Pesticide Use The reporting of pesticide use on District lands includes the following entities: • Staff • Contractors • Tenants The following tables summarizes the known use of pesticides on District lands, excluding PG&E which is not covered under the District’s Integrated Pest Management Program, but is still required to report pesticide use to each County Agricultural Department. Pesticide Active Ingredient Product Used (oz) Acres Treated Oz / Acre Max Legal Rate (oz. per 36” tree)3 Fungicide (preventative treatment for Sudden Oak Death) Potassium salts of phosphorus acid 5062.4 oz 22.6 224.0 256 Oz. Pesticide Active Ingredient Product Used Acres Treated Oz / Acre3 Max Legal Rate 4 (Oz/Acre) Herbicide Aminopyralid 61.5 oz 15.4 4.0 7.0 Clethodim 0 0 N/A 26 Clopyralid 0 0 N/A 10.7 Glyphosate 2,975 oz 225.5 13.2 224 Imazapyr 0 0 N/A 48 3 Ounces per acre can only be compared when product formulations have the same Active Ingredient. For example, the rate for Roundup ProMax with glyphosate as the Active Ingredient is 32 to 160 oz per acre. The rate for Milestone with Aminopyralid as the Active Ingredient is 3 to 7 oz per acre. 4 Maximum legal rate is the maximum amount of product that can legally be used per the label of the product. - 17 - | Page Pesticide Active Ingredient Product Used (oz) Acres Treated Oz / Acre Insecticide Pyrethrin 420 N/A N/A Pesticide Active Ingredient Product Used (oz) Acres Treated Oz / Acre Rodenticide Cholecalciferol 0 0 N/A 7 Public Interactions 7.1 Notifications 7.1.1 Pesticide Applications Prior, during, and after the application of a pesticide (including herbicides, insecticides, or other types of pesticides) on District preserves, employees or contractors post signs at the treatment area notifying the public, employees and contractors of the District’s use of pesticide. Posting periods designated below are the District’s minimum requirements; signs may be posted earlier and left in place for longer periods of time if it serves a public purpose or if it provides staff flexibility in accessing remote locations. • For pesticide application in outdoor areas of all District-owned preserves and in buildings which are not occupied or are rarely visited (e.g. pump houses), signs are posted at the treatment areas 24 hours before the start of treatment until 72 hours after the end of treatment. Signs stating “Pesticide Use Notification” are placed at each end of the outdoor treatment area and any intersecting trails. • For urgent application of pesticides to control stinging insects, signs are posted at the treatment area 72 hours after the end of treatment, but no pre-treatment posting is required. • For pesticide application in occupied buildings such as visitor centers, offices and residences, notification is provided to building occupants (employees, visitors, residents) 24 hours before the start of treatment by email, letters or telephone calls. Additionally, for buildings which might be visited by more than just a single family, signs stating “Pesticide Use Notification” will be placed at the entrances to the building 24 hours before the start of treatment until 72 hours after the end of treatment. The Figure 14: Pesticide Notification Sign - 18 - | Page use of approved insecticidal baits in tamper-proof containers require notification 24 hours before the start of treatment by email, letters or telephone calls, but will not require posting of signs. • The information contained in the pesticide application signs include: product name, EPA registration number, target pest, preserve name and/or building, date and time of application, and contact person with telephone number. The contact person is the IPM Coordinator. • On lands that the District manages but does not own (e.g., Rancho San Antonio County Park), the District will provide notification of pesticide use in the same manner and applying the same actions as it does with its properties, unless the contracting agencies have adopted more restrictive management standards. In those cases, the more restrictive management standards would be implemented by the District. • In the event of an immediate public safety concern, notification occurs at the time of treatment but pre-posting may not be possible. All contractors notify the District before application on any property, and comply with requirements for notification and posting of signs described above. At the discretion of the District staff and depending on the site conditions, neighboring land owners are notified if the District is conducting pest management near a property line. 7.2 Inquiries Public inquiries into the IPM program were received via three modes: e-mail, Facebook, and the telephone. Table 7: Inquires into the IPM Program Date Staff Inquirer Contact Method Request/Comment 5/3/2015 Bankosh, Sifuentes-Winter Fremont Older User E-mail Complaint: Invasive species on Trail 5/20/2015 Sifuentes-Winter District User Telephone Informational: SOD information 5/21/2015 Sifuentes-Winter District User Telephone Informational: Invasive species location information, especially Eucalyptus 8/25/2015 Sifuentes-Winter El Sereno User Telephone Complaint: Herbicide signage left up for too long 8/25/2015 Bieder; Sifuentes- Winter Rancho San Antonio User Facebook Complaint: Roundup usage on District lands - 19 - | Page 8 Consultants and Contractors 8.1 CalFlora - $7,659 Cloud-based database for georeferenced data on plant species and the work performed on District-managed properties by staff, contractors, and volunteers. 8.2 California Conservation Corps - $25,000 La Honda Creek OSP pulling purple star thistle around sensitive habitat. 8.3 Confluence Restoration - $17,214 Mindego Gateway (Russian Ridge Open Space Preserve) plant maintenance and weeding. 8.4 Ecological Concerns, Inc. - $65,459 Treatment of various weeds at La Honda, Los Trancos, Russian Ridge, and Skyline Ridge Open Space Preserves. 8.5 Go Native, Inc. - $10,000 Treatment of Brachypodium sylvaticum (Slender false brome) at Thornwood Open Space Preserve using manual and chemical treatment methods. 8.6 Shelterbelt Builders, Inc. - $4,426 Preparation of Pest Control Recommendations and the annual pesticide safety training requirement. 8.7 TRA Environmental Sciences - $25,000 Advised Midpeninsula Regional Open Space District on the development of an invasive plant Integrated Pest Management plan for Bear Creek Redwoods Open Space Preserve, including research and mapping of existing conditions, recommended control methods, and guidance on an overall long term strategy to address invasive plants. Figure 15: French Broom mapped at Bear Creek Redwoods - 20 - | Page 9 Compliance with Guidance Manual 9.1 Effectiveness of Changes 9.2 Experimental Pest Control Projects 9.2.1 Bio-Control: Hairy Weevils From 2011 through 2013, the District released 33,390 weevils at 9 Preserves. In 2015, instead of releasing weevils, the District undertook a monitoring protocol to determine if self-sustaining populations of weevils have become established. Hairy weevils were evident in 2015 at all prior release sites. In addition, yellow star thistle sites were surveyed that were not prior weevil release sites. These sites contained the hairy weevil as well. At this point, there does not appear to be a need to continue releasing hairy weevils at existing yellow star thistle sites. Although the weevils are not able to completely eliminate yellow star thistle, they are reducing the seed production and probably slowing the spread and density of yellow star thistle. Figure 16: Hairy Weevil on yellow star thistle 9.3 Changes to Guidance Manual or Control 9.3.1 Updating the List of Approved Pesticides The List of Approved Pesticides is intended to change over time as the science of pest control advances and more effective, safer, and less harmful pesticides are developed; as manufacturers update, discontinue, or substitute products; and as the District’s target pests change over time. 9.3.2 Product Substitutions When manufacturers substitute a product or change a product name or formulation, but when the active ingredient stays the same, the new product can be substituted for the old product on the List of Approved Pesticides. In general, this type of change to the list would not trigger a change in condition or result in - 21 - | Page the need for additional environmental documentation. Therefore, this change typically will require a simple update to the List of Approved Pesticides. No substitutions have been identified this year. 9.3.3 Product Eliminations In instances where products on the list are no longer available from the manufacturer, are found to be ineffective against the District’s target pests, or if new risks are discovered that were not previously evaluated by the District, a product may be eliminated from the List of Approved Pesticides. This type of change requires an update to the List of Approved Pesticides, but does not require additional environmental review. 9.3.3.1 Insecticide Wasp Freeze (EPA Registration #499-362) –This product was discontinued by the manufacture. Active ingredients are D-trans Allethrin, 0.129%; Phenothrin, 0.12%. Signal word is Caution. Pesticide Research Institute hazard rating is a Tier 1. 9.3.4 Product Additions In instances where new products with new active ingredients are found to be safer, more effective, and/or less costly than products on the on the List of Approved Pesticides, the District may elect to add new pesticides. This type of change typically requires additional toxicological review, and depending on the results, may also require additional environmental review. 9.3.4.1 Insecticide Python Dust Bag (EPA Registration #39039-9) – This product has been requested by District grazing tenants for use in the control of horn flies, lice, ticks and ked flies, and as an aid in the control of face flies, stable flies and other nuisance flies on livestock. Python Dust is approved for use on any age animal, including lactating dairy cows, beef cattle, horses, sheep and goats. Active ingredients are Piperonyl butoxide, 0.15%; Cypermethrin, zeta, 0.075%. Signal word is “Caution.” Pesticide Research Institute hazard rating is Tier 1 (see Appendix A – Python Dust Analysis). Further Environmental Analysis is recommended to determine if product meets District criteria. Wasp Freeze II (EPA Registration #499-550) – This product is recommended to replace Wasp Freeze. Active ingredient is Prallethrin, 0.1%. Signal word is Caution. Pesticide Research Institute hazard rating is Tier 2, one tier below Wasp Freeze (see Appendix B – Wasp Freeze II Analysis). 9.3.5 Changes to language in Manual and Mechanical Control Options for Natural Lands (page 3-33 of Final EIR) o Burn. After large stands of broom are pulled, the green plants would be stacked in piles no greater than six feet by six feet to dry out. The piles would be located on mineral soils and specific site conditions may require with a 4-inch by 12-foot wide trench to catch debris and would not be located under the drip line of trees. Brush piles would be burned during the wet season on days that the Bay Area Air Quality Management District (BAAQMD) designates as “open burn status” and the piles would be monitored to ensure that all combustible material is consumed or extinguished with water before - 22 - | Page leaving the site. Notification Form C for Hazard Reduction Fires would be filed with the BAAQMD in advance, and all conditions of Hazard Reduction Fires per BAAQMD regulations would be followed. 9.3.6 Changes to language in BMPs (page 3-36 of Final EIR) Changes to the existing Best Management Practices (BMPs) are due to omission of language and new information. Below is a summary of the changes to District BMPs for the IPM Program. Full text with strike- out/underline is presented in Appendix C. • BMP #8: Notification to the public via posted signage of pesticide use shall be in place no longer than 14 days without the sign being updated. • BMP #11: New information on plant and soil diseases has come to light. The BMP language has been modified to be more inclusive. • BMP #12: Training to prevent the spread of weeds and pests will now include tenants in addition to staff, contractors, and volunteers. • BMP #19: To leverage District staff time, Biologist that have been approved by District staff may conduct surveys for aquatic features. • BMP #20: The California Red-Legged Frog Injunction includes multiple pesticides, not just glyphosate. • BMP #21: To leverage District staff time, Biologist that have been approved by District staff may conduct pre-treatment site surveys. • BMP #22: To leverage District staff time, Biologist that have been approved by District staff may conduct bird nesting surveys prior to pest treatment. • BMP #23: Training on the San Francisco dusky-footed woodrat will now include tenants in addition to staff, contractors, and volunteers. • BMP #25: The pesticide buffer zone around rare plants has been increased from 15 feet to 30 feet. This reflect new information about pesticide drift during application. • BMP #27: Post treatment surveys will be conducted within 2 months after herbicide application. • BMP #31: This new BMP helps to protect rare plant species during application of Milestone when grazing animals are present. 9.3.7 Change to IPM Team Members in Guidance Manual With the completion of the Financial and Operational Sustainability Model (FOSM), the District has reorganized departments and staff members leading to the need to change the language of section 3.1.1 of the Integrated Pest Management Program Guidance Manual. IPM COORDINATION TEAM The District will establish an IPM Coordination Team. The team will be made up of District staff working with the advice of technical pest control experts. At a minimum, the team will include one staff representative from each of the field offices, the Natural Resources Department, the Real Property Department Land and Facilities Department, and Visitor Services Department and the Volunteer Program. As necessary, the IPM Coordination Team will consult with the Rangeland - 23 - | Page Ecologist regarding rangeland and agricultural practices and properties, and with the Planning Department regarding long-range plans and construction and maintenance of capital projects. DEVELOPMENT OF THE IPM WORK PLAN Using this staff information, the Annual IPM Work Plan will be prepared by the IPM Coordinator, then reviewed and approved by the IPM Coordination Team as well as the Natural Resource and Land and Facilities Department Managers. Information in the Annual IPM Work Plan will also be used to inform the Annual IPM Report (described below in Section 3.4.1). 9.3.8 Changes to “Appendix B – Forms” of the Guidance Manual The following forms have been created for use by the IPM Team and Coordinator: • New Pest Control Project (See Appendix D) • Project Ranking System (See Appendix E) • Treatment Survey (see Appendix F) 10 List of Preparers Coty Sifuentes-Winter, IPM Coordinator Michael Bankosh, Maintenance, Construction, and Resource Supervisor Cydney Bieber, Web Administrator Brian Fair, Open Space Technician Ellen Gartside, Volunteer Program Lead Stan Hooper, Maintenance, Construction, and Resource Supervisor Kirk Lenington, Natural Resources Manager Cindy Roessler, Senior Resource Management Specialist - 24 - | Page Appendix A – Python Dust Analysis - 25 - | Page - 26 - | Page - 27 - | Page - 28 - | Page Appendix B – Wasp Freeze II Analysis - 29 - | Page - 30 - | Page Appendix C - District Best Management Practices District BMPs for IPMP BMP ID# Best Management Practices 1 All pesticide use shall be implemented consistent with Pest Control Recommendations prepared annually by a licensed Pest Control Advisor. 2 Surfactants and other adjuvants shall be used and applied consistent with the District’s Pest Control Recommendations. 3 Applicators shall follow all pesticide label requirements and refer to all other BMPs regarding mandatory measures to protect sensitive resources and employee and public health during pesticide application. 4 Pesticide applicators shall have or work under the direction of a person with a Qualified Applicator License or Qualified Applicator Certificate. Contractors and grazing and agricultural tenants may apply approved herbicides after review and approval by the District and under the direction of QAL/QAC field supervisors. Employees, contractors and tenants may install approved ant and roach bait stations inside buildings in tamper-proof containers without review by a QAL/QAC. Tenants may not use rodenticides; only qualified District staff or District contractors may use approved rodenticides and these should only be used in the event of an urgent human health issue and in anchored, tamper-proof containers inside buildings. 5 All storage, loading and mixing of herbicides shall be set back at least 300 feet from any aquatic feature or special-status species or their habitat or sensitive natural communities. All mixing and transferring shall occur within a contained area. Any transfer or mixing on the ground shall be within containment pans or over protective tarps. 6 Appropriate non-toxic colorants or dyes shall be added to the herbicide mixture to determine treated areas and prevent over-spraying. 7 Application Requirements - The following general application parameters shall be employed during herbicide application:  Application shall cease when weather parameters exceed label specifications, when wind at site of application exceeds 7 miles per hour (MPH), or when precipitation (rain) occurs or is forecasted with greater than a 40 percent probability in the next 24-hour period to prevent sediment and herbicides from entering the water via surface runoff;  Spray nozzles shall be configured to produce a relatively large droplet size;  Low nozzle pressures (30-70 pounds per square inch [PSI]) shall be observed;  Spray nozzles shall be kept within 24 inches of vegetation during spraying;  Drift avoidance measures shall be used to prevent drift in locations where target weeds and pests are in proximity to special-status species or their habitat. Such measures can consist of, but would not be limited to the use of plastic shields around target weeds and pests and adjusting the spray nozzles of application equipment to limit the spray area. 8 Notification of Pesticide Application – Signs shall be posted notifying the public, employees, and contractors of the District’s use of pesticides. The signs shall consist of the following information: signal word, product name, and manufacturer; active ingredient; EPA registration number; target pest; preserve name; treatment location in preserve; date and time of application; date which notification sign may be removed; and contact person with telephone number. Signs shall generally be posted 24 hours before the start of treatment and notification shall remain in place for 72 hours after treatment ceases. In no event shall a sign be in place longer than 14 days without dates being updated. See the IPM Guidance Manual for details on posting locations, posting for pesticide use in buildings and for exceptions. 9 Disposal of Pesticides – Cleanup of all herbicide and adjuvant containers shall be triple rinsed with clean water at an approved site, and the rinsate shall be disposed of by placing it in the batch tank for application. Used containers shall be punctured on the top and bottom to render them unusable, unless said containers are part of a manufacturer’s container recycling program, in which case the manufacturer’s instructions shall be followed. Disposal of non-recyclable containers shall be at legal dumpsites. Equipment shall not be cleaned and personnel shall not bathe in a manner that allows contaminated water to directly enter any body of water within the treatment areas or adjacent watersheds. Disposal of all pesticides shall follow label requirements and local waste disposal regulations. 10 All appropriate laws and regulations pertaining to the use of pesticides and safety standards for employees and the public, as governed by the U.S. Environmental Protection Agency, the California Department of Pesticide Regulation, and local jurisdictions shall be followed. All applications shall adhere to label directions for application rates and methods, storage, transportation, mixing, and container disposal. All contracted applicators shall be appropriately licensed by the state. District staff shall coordinate with the County Agricultural Commissioners, and all required licenses and permits shall be obtained prior to pesticide application. 11 Sanitation and Prevention of Contamination - All personnel working in infested areas shall take appropriate precautions to not carry or spread weed seed or plant and soil diseases SOD-associated spores outside of the infested area. Such precautions will consist of, as necessary based on site conditions, cleaning of soil and plant materials from tools, equipment, shoes, clothing, or vehicles prior to entering or leaving the site. 12 All staff, contractors, tenants, and volunteers shall be properly trained to prevent spreading weeds and pests to other sites. 13 District staff shall appropriately maintain facilities where tools, equipment, and vehicles are stored free from invasive plants. - 31 - | Page District BMPs for IPMP BMP ID# Best Management Practices 14 District staff shall ensure that rental equipment and project materials (especially soil, rock, erosion control material and seed) are free of invasive plant material prior to their use at a worksite. 15 Suitable onsite disposal areas shall be identified to prevent the spread of weed seeds. 16 Invasive plant material shall be rendered nonviable when being retained onsite. Staff shall desiccate or decompose plant material until it is nonviable (partially decomposed, very slimy, or brittle). Depending on the type of plant, disposed plant material can be left out in the open as long as roots are not in contact with moist soil, or can be covered with a tarp to prevent material from blowing or washing away. 17 District staff shall monitor all sites where invasive plant material is disposed on-site and treat any newly emerged invasive plants. 18 When transporting invasive plant material off-site for disposal, the plant material shall be contained in enclosed bins, heavy-duty bags, or a securely covered truck bed. All vehicles used to transport invasive plant material shall be cleaned after each use. 19 Aquatic Areas –A District-approved biologist shall survey all treatment sites prior to work to determine whether any aquatic features are located onsite. On a repeating basis, grassland treatment sites shall be surveyed once every five years and brushy and wooded sites shall be surveyed once every three years. Brush removal on rangelands will require biological surveys before work is conducted in any year. Aquatic features are defined as any natural or manmade lake, pond, river, creek, drainage way, ditch, spring, saturated soils, or similar feature that holds water at the time of treatment or typically becomes inundated during winter rains. If during the survey it is found that aquatic features are present within 15 feet of the proposed treatment area, the District shall either eliminate all treatment activities within 15 feet of the aquatic feature from the project (i.e. do not implement treatment actions in those areas) or if the District chooses to continue treatment actions in these areas, it shall follow the requirements of the mitigation measure for special-status wildlife species and the CDFW Streambed Alteration Agreement. 20 Application of herbicides shall be conducted in accordance with the California Red-Legged Frog Injunction (Center For Biological Diversity v. U.S. Environmental Protection Agency (2006) Case No.: 02-1580-JSW) in known or potential California red-legged frog habitat specifically by: not applying glyphosate specified pesticides within 15 feet of aquatic features (including areas that are wet at time of spraying or areas that are dry at time of spraying but subsequently might be wet during the next winter season); utilizing only spot-spraying techniques and equipment by a certified applicator or person working under the direct supervision of a certified applicator; and not spraying during precipitation or if precipitation is forecast to occur within 24 hours before or after the proposed application. Preserves in which these precautions must be undertaken are: Miramontes Ridge, Purisima Creek Redwoods, El Corte de Madera, La Honda Creek, Picchetti Ranch, Russian Ridge, Sierra Azul, Tunitas Creek, Skyline Ridge, Rancho San Antonio, Monte Bello and Coal Creek OSPs and Toto Ranch. 21 A District-approved biologist shall survey all selected treatment sites prior to work to determine site conditions and develop any necessary site- specific measures. On a repeating basis, grassland treatment sites shall be surveyed once every five years and brushy and wooded sites shall be surveyed once every three years. Brush removal on rangelands will require biological surveys before work is conducted in any year. Site inspections shall evaluate existing conditions at a given treatment site including the presence, population size, growth stage, and percent cover of target weeds and pests relative to native plant cover and the presence of special-status species and their habitat, or sensitive natural communities. In addition, worker environmental awareness training shall be conducted for all treatment field crews and contractors for special-status species and sensitive natural communities determined to have the potential to occur on the treatment site by a District-approved biologist. The education training shall be conducted prior to starting work at the treatment site and upon the arrival of any new worker onto sites with the potential for special-status species or sensitive natural communities. The training shall consist of a brief review of life history, field identification, and habitat requirements for each special-status species, their known or probable locations in the vicinity of the treatment site, potential fines for violations, avoidance measures, and necessary actions if special-status species or sensitive natural communities are encountered. 22 Nesting Birds - For all IPM activities that could result in potential noise and other land disturbances that could affect nesting birds (e.g., tree removal, mowing during nesting season, mastication, brush removal on rangelands), treatment sites shall be surveyed to evaluate the potential for nesting birds. Tree removal will be limited, whenever feasible, based on the presence or absence of nesting birds. For all other treatments, if birds exhibiting nesting behavior are found within the treatment sites during the bird nesting season: March 15 – August 30 for smaller bird species such as passerines and February 15 - August 30 for raptors, impacts on nesting birds will be avoided by the establishment of appropriate buffers around active nests. The distance of the protective buffers surrounding each active nest site are: 500 feet for large raptors such as buteos, 250 feet for small raptors such as accipiters, and 250 feet for passerines. The size of the buffer may be adjusted by a District biologist in consultation with CDFW and USFWS depending on site specific conditions. Monitoring of the nest by a District biologist during and after treatment activities will be required if the activity has potential to adversely affect the nest. These areas can be subsequently treated after a District-approved biologist or designated biological monitor confirms that the young have fully fledged, are no longer being fed by the parents and have left the nest site. For IPM activities that clearly would not have adverse impacts to nesting birds (e.g. treatments in buildings and spot spraying with herbicides), no survey for nesting birds would be required. - 32 - | Page District BMPs for IPMP BMP ID# Best Management Practices 23 San Francisco dusky-footed woodrat and Santa Cruz kangaroo rat – All District staff, volunteers, tenants, or contractors who will implement treatment actions shall receive training from a qualified biologist on the identification of dusky-footed woodrat, Santa Cruz kangaroo rat, and their nests. Generally, all San Francisco dusky-footed woodrat, Santa Cruz kangaroo rat, and their nests will be avoided and left undisturbed by proposed work activities. If a nest site will be affected, the District will consult with CDFW. Rodenticides, snap traps, and glue boards shall not be used in buildings within 100 feet of active San Francisco dusky-footed woodrat nests or Santa Cruz kangaroo rat nests; instead rodent control in these areas will be limited to non-lethal exclusion and relocation activities including relocation of nests if approved by CDFW. Tenants will contact the District for assistance in managing rat populations in buildings and under no circumstances will be allowed to use rodenticides. 24 Where appropriate, equipment modifications, mowing patterns, and buffer strips shall be incorporated into manual treatment methods to avoid disturbance of grassland wildlife. 25 Rare Plants – All selected treatment sites shall be surveyed prior to work to determine the potential presence of special-status plants. On a repeating basis, grassland treatment sites shall be surveyed once every five years and brushy and wooded sites shall be surveyed once every three years. Brush removal on rangelands will require biological surveys before work is conducted in any year. A 1530-foot buffer shall be established from special-status plants. No application of herbicides shall be allowed within this buffer. Non-herbicide methods can be used within 1530 feet of rare plants but they shall be designed to avoid damage to the rare plants (e.g., pulling). 26 Cultural Resources – District staff, volunteer crew leaders, and contractors implementing treatment activities shall receive training on the protection of sensitive archaeological, paleontological, or historic resources (e.g., projectile points, bowls, baskets, historic bottles, cans, trash deposits, or structures). In the event volunteers would be working in locations with potential cultural resources, staff shall provide instruction to protect and report any previously undiscovered cultural artifacts that might be uncovered during hand-digging activities. If archaeological or paleontological resources are encountered on a treatment site and the treatment method consists of physical disturbance of land surfaces (e.g., mowing, brushcutting, pulling, or digging), work shall avoid these areas or shall not commence until the significance of the find can be evaluated by a qualified archeologist. This measure is consistent with federal guidelines 36 CFR 800.13(a), which protects such resources in the event of unanticipated discovery. 27 Post-Treatment Monitoring – District staff shall monitor IPM activities within two months after herbicide treatment (except for routine minor maintenance activities which can be evaluated immediately after treatment) to determine if the target pest or weeds were effectively controlled with minimum effect to the environment and non-target organisms. Future treatment methods in the same season or future years shall be designed to respond to changes in site conditions. 28 Erosion Control and Revegetation - For sites with loose or unstable soils, steep slopes (greater than 30 percent), where a large percentage of the groundcover will be removed, or near aquatic features that could be adversely affected by an influx of sediment, erosion control measures shall be implemented after treatment. These measures could consist of the application of forest duff or mulches, straw bales, straw wattles, other erosion control material, seeding, or planting of appropriate native plant species to control erosion, restore natural areas, and prevent the spread or reestablishment of weeds. Prior to the start of the winter storm season, these sites shall be inspected to confirm that erosion control techniques are still effective. 29 Operation of noise-generating equipment (e.g., chainsaws, wood chippers, brush-cutters, pick-up trucks) shall abide by the time-of-day restrictions established by the applicable local jurisdiction (i.e., City and/or County) if such noise activities would be audible to receptors (e.g., residential land uses, schools, hospitals, places of worship) located in the applicable local jurisdiction. If the local, applicable jurisdiction does not have a noise ordinance or policy restricting the time-of-day when noise-generating activity can occur, then the noise-generating activity shall be limited to two hours after sunrise and two hours before sunset, generally Monday through Friday. Additionally, if noise-generating activity would take place on a site that spans over multiple jurisdictions, then the most stringent noise restriction, as described in this BMP or in a local noise regulation, would apply. For IPM sites where the marbled murrelet has the potential to nest, as identified in the District’s 2014 maps (see attachment) if noise- generating activities would occur during its breeding season (March 24 to September 15), the IPM activities would be subject to the noise requirements listed in the most current in the CDFW RMA issued to the District (see attachment). 30 All motorized equipment shall be shut down when not in use. Idling of equipment and off-highway vehicles will be limited to 5 minutes. 31 Grazing Animals – Animals that have grazed in areas treated with Milestone herbicide will be moved to an untreated holding area for three days prior to being transferred to an area containing plant species of concern. - 33 - | Page - 34 - | Page Appendix D – New Pest Control Project - 35 - | Page - 36 - | Page Appendix E – Project Ranking System Safe Human Health The proposed method is the safest method for workers at that location. There are human occupied facilities nearby (trails, parking lots, buildings, school, etc.). Environmental Health The pest provides habitat for beneficial species. Removal method would cause a seed bank flush or erosion issues. Prevents and Controls Most Destructive Pests Prevent The species is listed as a State or Federal noxious weed. The species is listed as a Cal-IPC Alert and/or Cal-IPC or District watch list. The species' Cal-IPC rating is … Control This is the only population of the species at the preserve. Protects Biodiversity The removal will … assist in the recovery of a Special Status Species. protect a sensitive ecological community (wetlands, serpentine grassland, coastal prairie). actively protect against spread of pathogens. assist in retaining a bio-diverse community. The species is allopathic or can change the soil chemistry. Provides for Public Engagement The project has significant public interest and/or support. The project provides for the participation or education of the public. Feasible and Effective The project be done with existing staffing and/or funding. There is a high level of anticipated outcome (Cost/Benefit) The treatment method is considered the most effective. The project method will reduce the overall maintenance of the area. - 37 - | Page - 38 - | Page Appendix F – Treatment Survey - 39 - | Page - 40 - | Page DATE: November 9, 2016 MEMO TO: MROSD Board of Directors FROM: Stephen E. Abbors, General Manager SUBJECT: Summary of the October 17, 2016 Facilities Ad Hoc Committee Meeting _____________________________________________________________________________ This FYI Memorandum summarizes the discussion and comments at the October 17, 2016 Facilities Ad Hoc Committee (Committee) meeting, where staff presented information on the adjacent Carl’s Jr. property and MKThink presented potential options to meet the long-term Administrative Office needs and a draft set of evaluation criteria for narrowing down and selecting a preferred final option. This FYI also includes input from Director Hassett who was absent for the Committee meeting, but attended a separate meeting with the District project team on October 24. Partnership Potential Jerry Hearn, Chair of the Peninsula Center Trust Fund (Trust), addressed the Committee to speak about a possible partnership arrangement for a future Administrative Office (AO) building. He had previously spoken to General Manager Abbors and staff about the partnership idea. The Trust owns the Peninsula Conservation Center building, which it leases out to the Peninsula Center Management Council, who then subleases the building to eight non-profit organizations (Committee for Green Foothills, Loma Prieta Chapter of the Sierra Club, Acterra, Grassroots Ecology, Canopy, California Native Plant Society, the Trail Center, and the League of Women Voters). The Peninsula Center Management Council includes a representative of each member organization. While the current Peninsula Conservation Center building meets each organization’s needs in general, its location on the east side of Highway 101 is not transit friendly and is perceived to be challenging to access. Mr. Hearn indicated that the Trust might be interested in a potential partnership if the opportunity was feasible. The Trust has no timeline and is not aggressively looking for a new space, but Mr. Hearn felt they would be able to accommodate the District’s schedule, which targets the beginning of 2017 for a decision on the AO. The Committee discussed the partnership potential and concluded it would be a very complicated process. It would also require a large building, at least three stories, to accommodate both the District and a partner organization or group of organizations. Director Hassett concurred with the Committee. The idea of a partnership may be revisited as a preferred option for the AO is selected, to determine if such an arrangement is feasible and beneficial. Summary from October 17, 2016 Facilities Ad Hoc Page 2 Committee Meeting Parking Potential at the Carl’s Jr. Site Staff was asked to look at the feasibility of building one level of underground parking on the Carl’s Jr. site to avoid the cost of building two stories of underground parking under a new two- story AO on the current AO site (Attachment 2). The Committee discussed the cost and implications of purchasing the Carl’s Jr. site and building surface or underground parking on it. Conservatively using the 2006 purchase price ($1.65M) for the Carl’s Jr. property, one level of underground parking under that site and one level under the AO site would cost $4.3M. In contrast, two levels of parking on the existing AO site would cost $2.7M. Thus, the Carl’s Jr. underground parking option would increase the underground parking cost by over $1.5M compared to constructing two levels of underground parking under the AO site. Additional related costs and issues include the true cost of the property itself (anticipated to be higher than the 2006 purchase price of $1.65M), the challenges and cost of buying out the Carl’s Jr. lease and relocating the business, the political implications of lost jobs when the business either relocates or closes, and the planning and permitting effort for combining and developing the lots, particularly if our intended use does not meet the City of Los Altos’ desire for high density development. The Committee members in attendance were not comfortable with taking on the role of a developer and felt the process would be too costly and complex, with far too many unknowns. Committee consensus at the meeting was to take this option off the table. However, Director Hassett felt $1.5M was not a large enough cost difference to warrant removing this option particularly if the District were considering an alternate site near transit, which would in comparison result in even greater total project costs. However, it was noted that MKThink’s futures and solution alternatives do not currently include seeking another property for the main AO, as the current AO site functions well given its proximity to District lands, services, mass transit, and major thoroughfares. Satellite office space in other cities is an option. MKThink Presentation MKThink presented three items: (1) AO staff survey results, (2) six potential options for the AO (described below as future scenarios), and (3) draft value criteria. A summary follows below, but more information is contained in the attached presentation document. Staff Survey A survey was sent to AO staff and the Area Superintendents and Managers who interface regularly with the AO to assess the existing work environment and conditions. Topic areas included information about staff, commuting (modes, motivation, barriers, distance and duration), field offices, current workplace environment, remote work, and satellite offices. The survey also asked staff about their thoughts of the future, including suggested improvements, future challenges, and future opportunities. The Committee discussed incentivizing the use of mass transit. Although it was noted that staff who drive often do so because they need their vehicles for activities outside work, such as daycare drop off and pick up, personal errands, and evening meetings or commitments. The City of Los Altos’ (City) current parking requirements were also discussed, including whether the City would consider reducing their parking requirements. District staff’s recent conversations with City staff and attendance at two City Council meetings regarding zoning regulations appear to indicate that parking requirements will likely remain unchanged for the foreseeable future. Summary from October 17, 2016 Facilities Ad Hoc Page 3 Committee Meeting The Committee asked how these findings compared with MKThink’s other clients. MKThink explained they see the same results in other organizations, which are facing similar external trends. Although MKThink recommends a proactive approach to change, they have observed that a radical change to work culture can be challenging without external or internal pressures that motivate or prompt the need for change, e.g. lease rate increases, retention issues caused by lengthening commute times, or lack of sufficient workspace. Future Scenarios MKThink then presented six future scenarios, based on their research and assessment of the District staff and work culture, that respond to the District’s present and future operational needs and consider external forces that affect how the work environment may change in the future. Each scenario envisions a specific future with a particular focus that influences how the District would need to position itself and the new AO to address a particular future work environment and AO building. For example, a Talent Future scenario that focuses on attracting and retaining top talent in an increasingly competitive market may offer more attractive amenities and higher quality equipment in the new AO and allow more flexible work hours or telecommuting opportunities. MKThink noted scenarios are not mutually exclusive, and elements can overlap. For example, the Talent Future scenario that focuses on talent recruitment and retention can also incorporate environmental design elements that would be part of the Environmental Future scenario. For the purpose of this discussion, MKThink also prepared one potential real estate solution for each future scenario with the understanding that these would be expanded, refined and vetted following the Committee’s discussion. All solutions for all future scenarios utilize the existing AO location in some form (a complete rebuild with additional floors or retaining and renovating the existing footprint). None envision the main AO relocating to a new site although some of the solutions also envision separate satellite office(s) to address the need for additional work space and to alleviate long (3+ hour) daily commutes. Three potential real estate solutions are provided below: 1. Keep the existing AO and renovate it – requires an extensive renovation as well as highly dense work spaces. The feasibility of this option is still being explored and it could require satellite offices to distribute and accommodate the projected number of staff. It is also unclear how parking requirements may be affected by an increase in use and this may affect the feasibility of this solution. 2. Rebuild on-site with a two- or three-story building – requires demolition of the existing building. Because of the resources needed to build new, this option would be less green than renovating the existing building, but allow the District to meet its long term needs in one centralized location. Satellite offices could still be employed to better handle community engagement and alleviate long commutes. 3. Utilize satellite offices, e.g. Los Gatos, Redwood City – these could be leased at least initially to allow the District to pilot how a satellite scenario would work logistically. MKThink envisions that satellite office(s) would work with a central AO. Satellite office(s) could either become the main reporting site for select employees and/or act as remote work locations for drop-in work similar to how the District’s existing field offices function for AO staff. In either configuration, space in the AO would be denser and more efficient, with greater Summary from October 17, 2016 Facilities Ad Hoc Page 4 Committee Meeting focus on collaborative work areas and meeting space. A comment was raised from a Committee member who expressed an interest in utilizing field offices as these satellite work stations. Concerns about the field offices include their remote location which would not solve commute issues and their lack of space to accommodate more staff. Satellite offices that are located near or in urban areas could help with community engagement by providing a meeting location closer to the north and/or south areas of the District or a place where visitors could drop by for information or to speak to staff. The Committee members, including Director Hassett, were divided on support for a satellite option. Although the Palo Alto Medical Foundation (PAMF) has indicated it is not currently willing to sell its building across from the AO, Director Hassett wished to keep it as an option even if the decision is made to build on the existing AO site and while design is under way. The PAMF building could be ideal given that the building and site are larger than the AO. For further refinement of real estate solutions, all Committee member selected 1: Talent Future, 2a: Partner Future A, and 3: Environmental Future as their top three future scenarios. Draft Evaluation Criteria Based on prior Board goals, MKThink developed a matrix of draft evaluation criteria to measure how a potential real estate solution for a future scenario would perform and alleviate the issues the District will be facing. The criteria will assist in future decision making. The Committee decided against prioritizing the criteria or placing them in weighted tiers. However, the Committee made the following changes to the criteria: 1. Added Community Engagement – to address how well the District would interact with the communities it serves; 2. Combined Staff Retention (Retention) and Staff Diversity – these are very similar; and 3. Removed Staff Survey Feedback. Next Steps The next Committee meeting is currently targeted for December. The goal is to develop more refined real estate solutions that address the top three future scenarios. Using the criteria, the next goal would be to narrow down the options to a preferred recommended option with potential alternatives. These deliverables would be presented to the full Board next January or February. Prepared by: Tina Hugg, Senior Planner Attachments: 1. October 17, 2016 Facilities Ad Hoc Committee Presentation (This attachment is large. If you would like a paper copy, please contact Jennifer Woodworth, District Clerk, or they are accessible on the District’s website or the Board’s Dropbox account.) 2. Memo to Facilities ad hoc committee Re: High level assessment of Carl’s Jr. property xxx PREPARED FOR:PREPARED by: 05 OCTOBER 2016 (UpdaTEd 10.16.16) Survey reSultS and future ScenarioS 2midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS AGENDA • Survey findinGS §aBOUT YOU §COmmUTing: mOdEs, mOTivaTiOn, and BaRRiERs §COmmUTing: disTanCE and dURaTiOn §fiEld OffiCEs §CURREnT wORkplaCE EvalUaTiOn §REmOTE wORk §saTElliTE OffiCing §fUTURE CasTing • future of the ao ScenarioS survEy fiNDiNGs 4midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS survEy OvErviEW • sENt 9/18/2016 tO 81 EmplOyEEs Of thE miDpENNiNsul A rEGiONAl OpEN spAcE District • 72 rEspONsEs As Of 9/30/2016 • 30 quEstiON survE y AbOut yOu 6midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How many years Have you worked at tHe midpeninsula regional open space district? 41% have WorKed for the diStrict leSS than 5 yearS 0% 5% 10% 15% Years 0 5 10 15 20 25 30 35 7midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS in wHicH zip code do you live? reSPondentS are SPread out throuGhout the Bay area 8midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How old are you? More than 50% are 38 to 55 yearS of aGe 0% 5% 10% 15% 20% 25% 30% Age under 29 30-37 38-46 47-55 56-64 over 65 9midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHicH department do you work for? ProPortionally, larGeSt nuMBer of reSPondentS (23%) WorK for finance & adMiniStrat. ServiceS Engineering and Construction Finance and Administrative Services General Counsel's Office General Manager's Office Land and Facilities Services Natural Resources Planning Public Affairs Real Property Visitor Services 0%5%10%15%20%25% cOmmutiNG: mODEs, mOtivAtiON AND bArriErs 11midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS do you require secondary living accommodations to Help mitigate tHe commute from your permanent Home or residence, sucH as renting a second Home, apartment, or a room; staying witH friends or family, etc.? 77% do not reQuire an additional livinG accoModation to helP MitiGate daily coMMute Yes, 8%No, 77% I wish!, 15% 12midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHicH mode(s) of transportation do you typically take to and from work? wHicH alternative mode(s) of transportation Have you taken at least once in tHe past year? for MoSt, car iS the Main Mode of tranSPort Primary Alternative 0% 20% 40% 60% 80% 100% Mode of Transportation Walk Bicyc l e Caltra i n Light R a i l Bus BART Shutt l e Carpo o l Rides h a r i n g Drivin g 13midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS if you took alternative means, wHat motivated you to do so? reSPondentS taKe alternative ModeS of tranSPort for variouS reaSonS 21%It’s less stressful than drIvIng solo I can get some exercIse Into my routIne by walkIng or bIkIng to/from the stop or statIon I can work or relax whIle commutIng (or carpoolIng) 18% 14% 14midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHy do most people drive most of tHe time? MoSt drive out of convenience 56%26%24% It Is easy to park at my workplace I do not lIve near any form of publIc transIt. I have to transfer from one form of transIt to another In order to get to my workplace. 15midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS please identify tHe top reasons, in order of importance, tHat you do not take transit to work more often: for MoSt, PuBlic tranSPort iS an inconvenient alternative 50/72It takes too long to get to work or to get home I need my car to do errands and/or pIck up chIldren I use my car durIng the day for work transIt Is not avaIlable In my area 44/72 29/72 26/72 cOmmutiNG: DistANcE AND DurAtiON 17midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How many miles is tHe route from your Home to work? 33% drive More than 20 MileS (hoMe to WorK) Per day 0% 2% 4% 6% 8% 10% 12% 14% Miles 0 5 10 15 20 25 30 35 40 45 18midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHat is tHe total duration of your morning commute? wHat is tHe total duration of your afternoon/evening commute? afternoon/eveninG coMMuteS are lonGer than MorninG coMMuteS Morning Evening 0% 5% 10% 15% 20% 25% 30% Commute Time < 30 min 30-45 min 45-60 min 60-90 min > 90 min 19midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How mucH time are you willing to spend commuting to work eacH day (one way)? 56% Prefer a coMMute under 1 hour (drivinG) Driving Not Driving Re s p o n d a n t s 0 5 10 15 20 25 30 35 Commute Time < 30 min 30-60 min 60-90 min > 90 min 20midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How satisfied are you witH your current commute? 50% of the reSPondentS are diSSatiSfied With their current coMMute 36.1% 13.9% 30.6% 19.4% Very Unsatisﬁed Unsatisﬁed Satisﬁed Very Satisﬁed 0% 10% 20% 30% 40% 50% 60% 70% Unsatisﬁed or Very Satisﬁed or Very 21midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How Has your commute cHanged in tHe last two years? 68% rePort that coMMute haS Gotten WorSe Better, 14% No change, 18% Worse, 68% 22midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS during a typical week, How mucH time do you spend commuting between your primary work location and otHer sites for district meetings/site visits/project walks/etc.? 10% SPend More than 4 hourS Per WeeK coMMutinG BetWeen locationS 0% 10% 20% 30% 40% Commuting Time Rarely or N/A 1-2 hours 2-4 hours >4 hours fiElD OfficEs 24midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How often do you visit a field office? More than 70% viSit field officeS infreQuently Never or Rarely A few times per quarter A few times a month Once a week A few times a week I am based out of a ﬁeld office 0%10%20%30%40% 25midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHen you visit a field office, How long do you stay? 55% MaKe 1-2 hourS lonG viSitS to field officeS 1-2 hours, 55% Half a day, 30% Full day, 4% Other, 11% currENt WOrkplAcE EvAluAtiON 27midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHat type of (assigned) workspace do you currently Have? alMoSt 50% WorK in SMall cuBicleS Large Cubicle (8ft x 12 ft) Small Cubicle (7ft x 7ft) Shared Office Private Office Desk in an open area Other 0%10%20%30%40%50% 28midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS please rate tHe adequacy of your personal (assigned) workspace in terms of How tHe following attributes impact your efficiency and effectiveness. technoloGy & aBility to coMPlete WorK are vieWed aS MoSt adeQuate, While Privacy & level of diSruPtion aS MoSt inadeQuate Somewhat Inadequate Inadequate Adequate More than Adequate Location relative to my team Technology to support my work Layout (surface) space Storage / Filing space Lighting (ambient and task) Acoustics (not too loud, not too quiet) Ability to do the tasks required for my job Workspace size Privacy Level of disruption Respondants −40 −30 −20 −10 0 10 20 30 40 50 60 70 80 90 100 29midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS please rate tHe adequacy of tHe tHe following sHared spaces and features. BreaK area & loBBy are vieWed aS MoSt adeQuate, While inforMal collaBoration area & StoraGe aS MoSt inadeQuate Somewhat Inadequate Inadequate Adequate More than Adequate Conference Rooms Lobby / Waiting Area Informal Collaboration Areas Storage Kitchen / Break Area Teleconferencing / Videoconferencing Respondants −50 −40 −30 −20 −10 0 10 20 30 40 50 60 70 80 90 30midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS please evaluate tHe neigHborHood/location. food oPtionS & acceSS to ServiceS are vieWed aS MoSt adeQuate, While recreation facilitieS & outdoor eXPerience aS MoSt inadeQuate Somewhat Inadequate Inadequate Adequate More than Adequate Accessibility via mass transit Food/Lunch options Outdoor experiences Recreation facilities Parking Access to Client / Consultant / Partner Sites General location in the city Access to services Respondants −50 −40 −30 −20 −10 0 10 20 30 40 50 60 70 rEmOtE WOrk 32midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS considering midpen Has recently developed a remote work policy, wHat is your past experience witH remote work? More than 60% have had SoMe eXPerience With reMote WorK While WorKinG for the diStrict I have sometimes worked remotely at MidPen I sometimes worked remotely at a previous job I had a job that was 100% remote I've never worked remotely 0%10%20%30%40%50%60%70% 33midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS How effectively do you tHink you would be able to perform your job duties if you were to work from Home? 75% Would Be aBle to effectively PerforM JoB dutieS froM hoMe 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% More than effectively Effectively Somewhat ineffectively Ineffectively sAtEllitE OfficiNG 35midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS would you be more effective it tHe remote work were located at a satellite office ratHer tHan at Home? only 15% vieWed reMote WorK aS ineffective More effective, 38% No change, 47% Less effective, 15% 36midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS could you work effectively witH: 92% could WorK effectively With Satellite officeS 25% 32% 35% 8% A) A Satellite Office as your permanent reporting place with the main AO as an intermittent location. B) A Satellite Office as a drop-in location with the main AO as your permanent reporting place. C) Either would work D) Neither would work; I prefer to report to the AO and don't believe Satellite Offices are a good idea. 25% 32% 35% 8% A) A Satellite Office as your permanent reporting place with the main AO as an intermittent location. B) A Satellite Office as a drop-in location with the main AO as your permanent reporting place. C) Either would work D) Neither would work; I prefer to report to the AO and don't believe Satellite Offices are a good idea. 37midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS could you do your job effectively if some of your team or people reporting to you are working remotely in different locations on a permanent basis? 50% could handle reMote coMMunication & collaBoration Yes, 50% No, 12% Not sure, 38% futurE cAstiNG 39midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHat are tHe top tHree improvements you would suggest to create a more productive and positive work environment? SuGGeSted iMProveMentS in SiX areaS 40midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHat are tHe cHallenges and opportunities you see facing tHe workplace of tHe future? future challenGeS in eiGht areaS 41midpeninsula regional open space district - SURVEY RESULTS AND FUTURE SCENARIOS wHat are tHe cHallenges and opportunities you see facing tHe workplace of tHe future? future oPPortunitieS in Seven areaS futurE Of thE AO scENAriOs 43midpeninsula regional open space district - mrosd ao future study update on wHere we are prOcEss ProBleM StateMent reSearch QueStionS iNtErNAl EXtErNAl findinGS PrioritieS recoMMend. cONcEptuAl strAtEGy - QUanTiTY - dEnsiTY - QUaliTY - OpERaTiOns - OwnERship E.g. RETEnTiOn paRTnERing vAluEs cONstrAiNts OpErAtiONAl NEEDs cONtEXtuAl chAllENGEs / OppOrtuNitiEs oPtionS iNDustry EXpErtisE (mkThink / OThER) WE ArE hErE nEEd TO: - COnfiRm pRiORiTiEs - fOCUs sCEnaRiOs 44midpeninsula regional open space district - mrosd ao future study based on trends researcH, emerging issues & discussion scENAriOs Updated: 10.06.16Confidential & Proprietary. Do not distribute without consent. 1: TALENT FUTURE MidPen attracts/retains top talent in competitive market 2a: PARTNER FUTURE A MidPen leverages partner orgs to expand impact 2b: PARTNER FUTURE B MidPen relies on partner properties to stay lean 3: ENVIRONMENTAL FUTURE MidPen emphasizes “green” values 4: VALUE FUTURE Fiscally conservative route retains funds for the unknown 5: EXPANSION FUTURE District adds land in new county not adjacent to current In the future, the marketplace becomes increasingly competitive due to demand for talent and increased costs of living that have driven up salaries. In this scenario, MidPen focuses its resources on talent attraction and retention, investing in high quality spaces, amenities, competitive salaries, benefits, and professional development and satellite locations/remote work policies to ease commute stress. In the future, greater coordination between government and non-profit organizations working in open is required to manage and execute initiatives. MidPen sees an opportunity to accelerate the fulfillment of its vision through strong collaborations with partner organizations by maximizing the development potential of its land and building a 3-4 story new office building, creating suites for partner orgs and shared spaces to host joint events. In the future, greater coordination between government and non-profit organizations working in open is required to manage and execute initiatives. MidPen stays lean in terms of their real estate spending and leverages partner offices to manage expanding staff. Certain projects are accelerated due to strong ties and improved collaboration with partner orgs. Other departments and projects suffer when the right match is not found or available locations are less than ideal. In the future, increased scarcity of land, water, and other resources forces greater pressure on organizations to ration their resource use. MidPen emphasizes strong environmental values in its AO with a renovation that brings the existing building up to the Living Building Challenge standards and provides more flexibility for staff to reduce emissions and commute times; MidPen also subsidizes technology for home offices and transit costs. In the future, less property tax is available to execute projects so government organizations are forced to do more with less. A 2-story rebuild reinvests in existing property in a conservative way to retain more funds for an unknown future. New building is nothing special -- average quality, no noteworthy features. In the future, MROSD is asked to expand its jurisdiction and operations to other counties not directly adjacent to current open space areas. Existing AO is retained and remodeled to improve infrastructure and increase space efficiency for long term expansion, satellite offices are added within current jurisdiction, and second AO is added near newly aquired land. Operations may be challenged at first as relationship with second AO is established. SCORE In the future, many scenarios are possible. Which future does MROSD want to prepare for? MIDPENINSULA REGIONAL OPEN SPACE DISTRICT: Future Scenarios DESCRIPTION OF THE FUTURE SCENARIOFUTURE SCENARIO Rank the below scenarios. Dir. K - 3 Dir. H - 1 Dir. S - - Dir. K - 1 Dir. H - 2 Dir. S - - Dir. K - - Dir. H - 4 Dir. S - - Dir. K - 2 Dir. H - 1 Dir. S - - Dir. K - - Dir. H - 5 Dir. S - - Dir. K - - Dir. H - 6 Dir. S - - 45midpeninsula regional open space district - mrosd ao future study based on internal mrosd discussions priOritiEs Updated: 10.06.16Confidential & Proprietary. Do not distribute without consent. 1: MISSION AND PROJECT DELIVERY 2: GREEN 3: LONG-TERM FLEXIBILITY 4: STAFF RETENTION (SATISFACTION) 5: STAFF DIVERSITY 6: STAFF SURVEY FEEDBACK District effectively provides services to the public. Projects executed to the highest capability of the organization, which includes: on time, on budget and of a high quality. Work processes conducted in an environmentally responsible and resource-efficient manner, which includes: avoiding and reducing resource (energy, water+) input while still maintaining or increasing workplace output. Note: The process of construction is often the largest resource use process within an organization, requiring many years of efficient operation to offset the initial resource use. The ability to adjust to change and deal with uncertainty caused by outside factors influencing work force and work culture (e.g. better technology, more land, etc.), often focused on keeping assets liquid for future use (particularly financial assets). The ability to retain a motivated staff over a longer period of time. Example: Satellite offices allow people to reduce commutes. This may require flexible work hours. Maintaining diversity of age, cultural background, socio-economic status, race, religion, sex, and sexual orientation among staff. Example: Staff diversity helps in building resilience and provides access to a larger talent pool. Responding to staff feedback in a material manner to show action. SCORE Values represent the core of the organization and should be reflected materially in every initiative MIDPENINSULA REGIONAL OPEN SPACE DISTRICT: Future of the AO CRiterion DESCRIPTION OF THE CRITERIONVALUES Rank the below values. 7: INITIAL COST The cost associated to the initial phase of building and construction. 8: LONG TERM VALUE The ability to make an informed real estate decision that would provide long term resiliency. Example: Potential dollar value and long-term resiliency. Ex. Potential of renting parts of the building out to create revenue. 9: DISRUPTION Ability to deliver projects under disruption over some period of time. Example: Moving people to other location(s) and costs associated with the move. Dir. K - 1.1 Dir. H - 1 Dir. S - - Dir. K - 2.2 Dir. H - 2 Dir. S - - Dir. K - - Dir. H - 1 Dir. S - - Dir. K - 2.1 Dir. H - 1 Dir. S - - Dir. K - 1.3 Dir. H - 3 Dir. S - - Dir. K - - Dir. H - 3 Dir. S - Dir. K - - Dir. H - 3 Dir. S - - Dir. K - 1.2 Dir. H - 2 Dir. S - - Dir. K - 2.3 Dir. H - 2 Dir. S - - 46midpeninsula regional open space district - mrosd ao future study re strategies are based on some combination of tHe following parameters cONcEptuAl rEAl EstAtE strAtEGy Updated: 10.06.16Confidential & Proprietary. Do not distribute without consent. MIDPENINSULA REGIONAL OPEN SPACE DISTRICT: Real estate strategy tool QUANTITY DENSITY GSF/PERSON QUALITY $/GSF OPERATION HOURS, LOCATIONS, ETC. OWNERSHIP OWNED, LEASED, ETC. Amount of space overall and by type (conference rooms, support spaces, individual work spaces, etc.) Square footage allocation per staff member Average level of investment in the quality of the environment: furniture, fixtures, finishes, location, access, views, etc. Value system by which the company/organization operates; whether the operations are centralized, decentralized, “Hub and Spoke” model, and how scheduling and individual assignment to locations overlay with the general operational framework. Defining company’s/organization’s relationship to real estate: whether they own their own property (or are also landlords of additional properties) or whether they lease all properties, or some. GROSS SQUARE FEET (GSF) MKThink’s conceptual real estate strategy will be based on the below criteria to help position FUTURE CONTEXT - Increased focus on work effectiveness and retention - Higher investment in quality of environment and culture drives more hours engaged in work and more effective work HIGH TECH SILICON VALLEY CONTEXT - Denser workspace - Reduced office area - Higher amenity ratio and quality of individual /group workspace features - More group space - More work hours through decreased com- mute or working commute (or work remote) Example of a MidPen - High Tech Silicon Valley - Future comparison. MIDPEN CONTEXT - Low density workspace - Multiple offices - Fewer amenities - Fewer group space - Long commutes lower quality of living and negatively impact work effectiveness 47midpeninsula regional open space district - mrosd ao future study mAtriX EvAluAtiON MIDPENINSULA REGIONAL OPEN SPACE DISTRICT: FUTURE OF THE AO SCENARIOS Confidential & Proprietary. Do not distribute without consent.Updated: 10.16.16 ExcellentNot Good Priorities Project Delivery Green Flexibility Staff Retention Staff Diversity Staff Feedback Initial Cost Value Disruption Total Future Scenario Rank 1 5 4 3 6 9 8 2 7 1: TALENT FUTURE - MidPen attracts/retains top talent in competitive market Quantity: AO size stays the same; increase in collaborative over individual space Quality: Provide competitive amenities, higher quality furniture/finishes/equip. Density: Increase overall density per person Operations: Allow flexible hours (core hours), remote & satellite work by appt. Ownership and Location: Retain Los Altos AO; lease distributed satellite offices 2 15 2a: PARTNER FUTURE A - MidPen leverages partner orgs to expand impact Quantity: Add space for partners to lease/reserve (3-4 stories) Quality: Invest in high-quality shared, flexible spaces Density: Increase overall density per person Operations: Encourage staff to work from AO and collaborate with partners Ownership and Location: Retain Los Altos AO 1 13 2b: PARTNER FUTURE B - MidPen relies on partner properties to stay lean Quantity: AO size stays the same Quality: Invest in core space types and high-quality tech/communications Density: Increase overall density per person Operations: Distribute staff according to function and partner alignment Ownership and Location: Retain Los Altos AO; lease space from partners - 14 3: ENVIRONMENTAL FUTURE - MidPen emphasizes “green” values Quantity: AO size stays the same Quality: Invest in renovations to meet Living Building (or other) standard Density: Increase overall density per person Operations: Reduce commutes, lower emissions through remote work/satellites Ownership and Location: Retain Los Altos AO; lease distributed satellite offices 1 14 4: VALUE FUTURE - Fiscally conservative route retains funds for the unknown Quantity: Add additional space by rebuilding/addition on site (2 stories) Quality: Retain existing level of quality Density: Retain existing density Operations: Status quo Ownership and Location: Retain Los Altos AO - 12 5: EXPANSION FUTURE - District adds land in new county Quantity: AO size stays the same Quality: Retain existing level of quality Density: Increase overall density per person Operations: Move a portion of staff to second AO near newly aquired land Ownership and Location: Retain Los Altos AO, lease satellite offices to manage growth, and purchase/lease new AO in new location - 11 Good NOTES: In no scenario do we see a reason to sell the current AO property. In all scenarios the AO needs to be renovated to operating needs. NOTES: Rankings based on interpretation of director feedback (n=2) ‘Total’ calculation based on yellow criteria only. All criteria scores conceptual and predictive. DATE: October 17, 2016 MEMO TO: Facilities Ad Hoc Committee CC: General Manager’s Office and Staff Project Team FROM: Tina Hugg, Senior Planner SUBJECT: High level assessment of Carl’s Jr. property _____________________________________________________________________________ At the September 12, 2016 Facilities Ad Hoc Committee (Committee) meeting, the Committee directed staff to assess the feasibility of purchasing and developing parking on the adjacent Carl’s Jr. site to avoid the cost of two or more levels of underground parking that would be required to develop a new, larger building on the existing Administrative Office (AO) site. The futurist / architectural strategist, MKThink, conducted a preliminary assessment of this real estate strategy while staff evaluated acquisition and planning issues. The conclusion is that purchasing and developing the Carl’s Jr. site will be challenging and costly, and would likely not provide the District with a high return on investment. Acquisition Issues In 2006, the Carl’s Jr. property, approximately 27,000 square feet (sq. ft.), sold for $1.65M. Staff does not have data for what the cost is now, but it is reasonable to think that the purchase price would be significantly higher now due to the competitive commercial real estate market, the site’s location on El Camino and development potential, and the City of Los Altos’ (City’s) desire to focus development on the El Camino Real corridor and away from downtown. In addition to cost implications, because of the ongoing commercial operation at Carl’s Jr., there will significant business relocation costs and issues to address: 1. Existing lease – What is Carl’s Jr.’s current lease arrangement with the property owner? Can the lease be bought out and what will it cost? 2. Relocation costs – What would the cost be to relocate Carl’s Jr. and what are the chances of finding a comparable property in the area matching their existing site? 3. Temporary job loss – What are the implications of the jobs lost during this Carl’s Jr.’s temporary closure and relocation? 4. Permanent job loss – What are the implications for the jobs lost if this Carl’s Jr. were to close completely? Planning Challenges This is a high level assessment of possible planning issues. A more developed conceptual plan would be needed to assess planning issues more comprehensively with the City. Like the District’s AO property, the Carl’s Jr. site is in the Commercial Thoroughfare zone. However, it directly fronts El Camino Real, and the City has recently begun focusing attention Attachment 2 on that corridor for higher density development for both residential and commercial uses. Multiple stories and mixed use developments on El Camino Real currently appear to be desirable to the City Council, as this approach focuses greater development away from the downtown where lower density and heights are desired by the community. The Carl’s Jr. property is also part of the multi-city effort called the Grand Boulevard (www.grandboulevard.net) to enhance and beautify the El Camino Real for more sustainable, less auto-centric uses. The City Council passed a 45-day development moratorium on October 4, 2016, so that City planning staff can assess current policies and regulations for development along the El Camino Real corridor. In light of the City’s current trajectory, a low density proposal on the Carl’s Jr. site, such as parking or a two-story building, may encounter challenges in design and entitlement review and approval. Other planning issues to consider include the following: 1. Lot merger – Would development spanning two lots require a lot merger? 2. Change of use – Would the City support a use change from commercial to office and a potential loss of tax revenue? 3. Low density – Given the City’s current high density development goals for the El Camino Real corridor, would the City support a parking proposal or, if the District extended the AO into the site, a two-story structure? 4. CEQA – What are the implications of a change in use and traffic, etc.? High Level Cost Assessment For cost comparison, three options were evaluated: 1. Two-story AO with two levels of underground parking 2. Two-story AO with one level of underground parking and one level of surface parking on Carl’s Jr. site. 3. Two-story AO with one level of underground parking and one level of underground parking on Carl’s Jr. site. MKThink prepared rough costs for using the Carl’s Jr. site for surface parking. Staff prepared rough costs for underground parking from data assembled by Tannerhecht and MKThink. The building height and square footage were assumed to remain as defined in the Tannerhecht feasibility study. A full feasibility assessment of the Carl’s Jr. site would be required to better fine tune costs although they would still be at a conceptual level The existing Carl’s Jr. property cost $1.65M in 2006. Although the cost will likely be higher now, this assessment will use the 2006 purchase price of $1.65M for comparison for all cost scenarios. Two-story AO with two levels of underground parking Per the feasibility study developed by Tannerhecht Architecture in February 2016 that was reviewed by MKThink, a two-story building on the current AO site requires two levels of underground parking or 103 spaces at a cost $2.70M. For this assessment, the cost per underground space was calculated by dividing $2.70M by 103 spaces, which equals $26,000. Attachment 2 Two-story AO with one level of underground parking and one level of surface parking on Carl’s Jr. site MKThink developed costs based on the below assumptions and average budget unit price ranges: Background data: • 5000 El Camino Real, Los Altos (assessor’s map: https://www.sccassessor.org/index.php/online-services/property-search/real-property) • Lot size: Approximately 180'x150' = 27,000 sq. ft. • Parking development potential considering setbacks = 20,000 sq. ft. approximately • Assume 300 - 350 sq. ft. per stall (fully loaded for aisles, entrance, exit) = ~55 - 65 stalls Average budget unit price ranges: • Cost per square foot for parking lot paving in Bay Area = $3-4/ sq. ft. • Landscape cost = $10-12/sq. ft. • Building demolition cost/square foot = $8-12/ sq. ft. • Permits (includes building and planning) = 4-8% construction cost • Soft costs (architect/engineer, construction management, limited owner direct costs) = 25-30% construction cost Parking Cost Summary: Number of spaces 55 to 65 Cost for basic permitting and construction (not including complicated planning issues, contingencies, unforeseen issues, purchasing issues, property acquisition costs, etc.) Parking asphalt/striping/lights (20,000 sq ft): $60,000 - $80,000 Landscape (5,000 sq ft): $50,000 - $60,000 Demolition (5,000 sq ft): $40,000 - $60,000 Permits: $6,000 - $16,000 Soft costs: $45,000 - $60,000 $200 to 300K Cost for Carl’s Jr. parcel in 2006 $1.65M Total for surface parking on Carl’s Jr. site $1.85M to $1.95M Cost for one level of 50 underground spaces under AO Cost per space: $26,000 $1.20M Total cost of parking spaces utilizing AO and Carl’s Jr. sites $3.05M to $3.15M Total cost of two levels of parking for two-story AO building $2.70M Attachment 2 Two-story AO with one level of underground parking and one level of underground parking on Carl’s Jr. site Staff calculated preliminary hard costs for underground parking under the Carl’s Jr. site based on cost information developed by cost estimator Hattin Construction Management, Inc. included in Tannerhecht’s Site Development Concept Feasibility Study. Background data: • Cost per space (103 spaces at a cost of $2.7M for a two-story building) = $26,000 • Parking development potential considering setbacks = 20,000 sq. ft. approximately • Assume one level of 50 spaces that continue from underground parking under AO site Parking Cost Summary: Number of parking spaces 55 Cost for construction (not including soft costs, complicated planning issues, contingencies, unforeseen issues, purchasing issues, property acquisition costs, etc.) Cost per parking space: $26,000 $1.43M Cost for Carl’s Jr. parcel in 2006 $1.65M Total for underground parking on Carl’s Jr. site $3.08M Cost for one level of 50 underground parking spaces under AO Cost per parking space = $26,000 $1.20M Total cost of parking spaces utilizing AO and Carl’s Jr. sites $4.28M Total cost of two levels of parking for two-story AO building $2.70M Conclusion Based on the above assessment, the cost to provide one level of parking (surface or underground) using the Carl’s Jr. site combined one level of parking under the AO site exceeds the cost of two levels of parking contained within the AO site. The high cost is caused primarily due to the acquisition cost, which may be much higher than the 2006 $1.65M purchase price used in this assessment. Coupled with acquisition and planning challenges described above, the Carl’s Jr. real estate strategy does not appear to offer the District a high return on investment or a savings to two levels of parking. Attachment 2