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Home My Public Portal About20140723 - Agenda Packet - Board of Directors (BOD) - 14-17 REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office – Board Room 330 Distel Circle, Los Altos, CA 94022 Wednesday, July 23, 2014 REGULAR MEETING BEGINS AT 7:00 P.M. A G E N D A 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT ORAL COMMUNICATIONS – PUBLIC ADOPTION OF AGENDA SPECIAL ORDERS OF THE DAY 1. Introduction of Lisa Beaulieu, Human Resources Technician CONSENT CALENDAR 1. Approve Minutes of the July 9, 2014 Regular Board Meeting 2. Approve Claims Report 3. Written Communications – R. Sundahl 4. Contract for Completion of the Sierra Azul Remediation and Demolitions Project at Sierra Azul Open Space Preserve (R-14-95) Staff Contact: Aaron Hebert, Contingent Project Manager General Manager’s Recommendation: 1. Authorize the General Manager to enter into a contract with Decon Environmental Services, Inc. of Hayward CA, for a not-to-exceed amount of $425,335 which includes the base bid amount of $369,853 for demolition, and a 15% contingency amount of $55,478, to complete the Sierra Azul Remediation and Demolitions Project at the Sierra Azul Open Space Preserve. 2. Determine that the recommended actions are categorically exempt from the California Environmental Quality Act, as set out in the staff report. Meeting 14-17 5. Contract for Completion of the Saratoga Gap Demolition Project at Saratoga Gap Open Space Preserve (R-14-96) Staff Contact: Ariel Shaw, Planner I and Allen Ishibashi, Real Property Specialist General Manager’s Recommendation: 1. Authorize the General Manager to enter into a contract with Silverado Contractors, Inc, of Oakland, CA, for a not-to-exceed amount of $150,700 which includes the base bid amount of $137,000 for remediation/demolition, and a 10% contingency amount of $13,700, to complete the Saratoga Gap Remediation and Demolition Project at the Saratoga Gap Open Space Preserve. 2. Authorize the General Manager to reallocate a portion of the Real Property Land Conservation and Land Protection funds to cover project costs. 6. Contract for Completion of the Lobner Remediation and Demolition Project at Monte Bello Open Space Preserve (R-14-97) Staff Contact: Ariel Shaw, Planner I and Allen Ishibashi, Real Property Specialist General Manager’s Recommendation: Authorize the General Manager to enter into a contract with Randazzo Enterprises, Inc of Castroville, CA, for a not-to-exceed amount of $132,270, which includes the base bid amount of $120,245 for demolition, and a 10% contingency amount of $12,025, to complete the Lobner Remediation and Demolition Project at the Monte Bello Open Space Preserve. BOARD BUSINESS 7. Contract to Provide Pond Restoration work at the La Honda Creek Open Space Preserve (R-14-99) Staff Contact: Julie Andersen, Planner II General Manager’s Recommendation: 1. Authorize the General Manager to enter into an agreement with TKO General Engineering and Construction Inc. of Woodside, CA, for a total contract amount not to exceed $122,351 to provide Pond Restoration work at the La Honda Creek Open Space Preserve. 2. Determine that the recommended action is consistent with the Mitigated Negative Declaration and Mitigation Monitoring Plan for Implementation of the La Honda Creek Master Plan, approved by the Board on August 22, 2012. 8. Consideration of District Volunteer Memorial Signs (R-14-100) Staff Contact: Paul McKowan, Volunteer Programs Manager General Manager’s Recommendation: Approve the proposed signs for memorializing deceased volunteers and docents who have provided a significant contribution to the District. INFORMATION ONLY REPORTS • Memorandum Re: Event Center, Facilities Use Agreement 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. A. Committee Reports B. Staff Reports C. Director Reports ADJOURNMENT TO ADDRESS THE BOARD: The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes. Alternately, you may comment to the Board by a written communication, which the Board appreciates. 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. 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 July 18, 2014, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. Agenda materials are also available on the District’s web site at http://www.openspace.org. Signed this 18th day of July, 2014, at Los Altos, California. July 9, 2014 Board Meeting 14-16 REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 July 9, 2014 DRAFT MINUTES I. CALL TO ORDER President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 7:02 p.m. II. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt Riffle, and Pete Siemens Members Absent: None Staff Present: Assistant General Manager Kevin Woodhouse, General Counsel Sheryl Schaffner, Public Affairs Manager Shelly Lewis, Real Property Manager Mike Williams, Real Property Specialist Elaina Cuzick, Rangeland Specialist Clayton Koopman, and District Clerk Jennifer Woodworth III. ORAL COMMUNICATIONS No speakers present. IV. ADOPTION OF AGENDA Motion: Director Cyr moved, and Director Siemens seconded the motion to adopt the agenda. VOTE: 7-0-0 V. CONSENT CALENDAR Director Kishimoto pulled item number 3 from the Consent Calendar. 1. Approve Minutes of the Special and Regular Board Meetings of June 25, 2014. Meeting 14-15 Page 2 2. Approve the Claims Report 3. Professional Services Contract for the Hendrys Creek Stream Channel Restoration Project (R-14-93) Item 3 was heard after the Consent Calendar. Real Property Manager Mike Williams provided a staff report describing the Hendry’s Creek property and its location. Mr. Williams summarized the background of the project, the District’s partnership with the Peninsula Open Space Trust, and the District’s transactions with various regulatory agencies related to the Hendrys Creek property. Finally, Mr. Williams described the proposed contract with Ascent Environmental and proposed next steps for the project. Director Kishimoto questioned whether Ascent Environmental was chosen using a sole source method. General Counsel Sheryl Schaffner explained that the vendor was chosen from a pre-qualification list approved by the Board in July 2013, which list was compiled using a competitive bidding process. Public hearing opened at 7:21 p.m. A member of the public inquired whether the purpose of the study is to determine how the property will be treated. Mr. Williams explained that the study is being conducted to determine how to move forward with restoration of Hendrys Creek. Public hearing closed at 7:24 p.m. Director Siemens inquired if the property could potentially be the site of future trails in the area. Mr. Williams explained that no trails are currently planned for the property due to its location and geographical features. Motion: Director Kishimoto moved, and Director Hanko seconded the motion to authorize the General Manager to enter into a professional services contract with Ascent Environmental, Inc., of Sacramento, CA, for $35,000 plus a contingency of $5,000, for a total contract amount not to exceed $40,000, to complete the California Environmental Quality Act review process for the Hendrys Creek Restoration Project at Sierra Azul Open Space Preserve. VOTE: 7-0-0 4. Certification of June 3, 2014 Election Results – Ballot Measure AA (R-14-91) General Manager’s Recommendation: Adopt a Resolution Declaring Canvass of Returns and Results of the Special District Election held on June 3, 2014 for the purpose of submitting to the voters Measure AA. Meeting 14-15 Page 3 5. Resolution Declaring Intention to Reimburse Expenditures from the Proceeds of General Obligation Bonds (R-14-92) District Controller’s Recommendation: Adopt a Resolution Declaring Intention to Reimburse Expenditures from the Proceeds of General Obligation Bonds. Public hearing opened at 7:08 p.m. No speakers present. Public hearing closed at 7:08 p.m. Motion: Director Riffle moved, and Director Cyr seconded the motion to approve the Consent Calendar. VOTE: 7-0-0 VI. BOARD BUSINESS 6. Interim Grazing License for the Apple Orchard Grazing Unit at La Honda Creek Open Space Preserve (R-14-94) Real Property Specialist Elaina Cuzick presented the staff report describing the location of the Driscoll Apple Orchard property located at La Honda Creek Open Space Preserve, its geographical features, and the search for viable cattle crossings on the property from the Driscoll Ranch. Ms. Cuzick outlined the reasoning used to choose Wilson Cattle Company as the recommended vendor in which to enter into the interim grazing license based on the lack of viable cattle crossing to access the property, existing infrastructure on his property, and his previous experience of grazing the property. Finally, Ms. Cuzick summarized the terms of the Interim Grazing License. Director Kishimoto inquired if seasonal grazing is an option for the property. Clayton Koopman, Rangeland Specialist, explained that year round grazing is preferred for the property because Mr. Wilson will be able to rotate the cattle as needed to prevent overgrazing. Director Riffle inquired if the property is planned to be opened for public access. Ms. Cuzick explained that the property is not currently included in the La Honda Creek Master Plan, but will be included in the future and potential public access will be considered at that time. Public hearing opened at 7:40 p.m. Mr. Wilson of Wilson Cattle Company spoke describing his experience grazing the Driscoll Apple Orchard property. Public hearing closed at 7:41 p.m. Meeting 14-15 Page 4 Motion: Director Hassett moved, and Director Riffle seconded the motion to (1) Determine that the recommended actions are categorically exempt from the California Environmental Quality Act, as set out in the staff report (2) Authorize the General Manager to execute an interim grazing license to Wilson Cattle Company for the Apple Orchard Grazing Unit based on the terms and conditions set forth in the interim grazing license. VOTE: 7-0-0 VII. COMMITTEE REPORTS No committee reports provided. VIII. STAFF REPORTS District Clerk Jennifer Woodworth reminded the Board that the nomination period for the Biennial District Election begins on Monday. Assistant General Manager Kevin Woodhouse reported that eight consultant firms attended a pre-meeting for the Financial and Operation Study held yesterday. IX. DIRECTOR REPORTS The Board submitted their compensatory forms to the District Clerk. Director Siemens commented on the certification of the Measure AA election results. Director Riffle reported that he spoke the newest class of District docents and their role in reaching out to visitors to District lands. The Board members expressed their interests in seeing the election results mapped out by precinct to better understand how the constituents in the District voted. Director Kishimoto reported that she attended Ira Ruskin’s memorial service and commented on his service to the state and the District. Director Hassett reported that he met with new Executive Director of the Committee for Green Foothills and discussed potential partnerships with that organization. XII. ADJOURNMENT President Harris adjourned the regular meeting of the Board of Directors of the Midpeninsula Regional Open Space District in honor of Former California Assemblymember Ira Ruskin at 8:12 p.m. ________________________________ Jennifer Woodworth, CMC District Clerk Page 1 of 2 CLAIMS REPORT MEETING 14-17 DATE 07-23-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67045 *10215 - CALPERS-FISCAL SERVICES DIVISION Customer ID 2857159579 - Employee Health Insurance Premium July 2014 07/02/2014 $118,798.98 67065 11378 - AMERICAN CONSERVATION EXPERIENCE, CALIFORNIA Construction Services for Mindego Hill Trail (RR)07/09/2014 $19,840.00 67079 10396 - GO NATIVE NURSERY LLC Vegetation Management (LHC)07/09/2014 $18,600.00 67070 11391 - CHAVAN & ASSOCIATES, LLP Auditing of Financial Statements & Major Program Compliance FY 2015 07/09/2014 $17,550.00 67100 *10216 - VALLEY OIL COMPANY Fuel for District Vehicles & Equipment 07/09/2014 $14,408.45 67068 10404 - BJ TRADING LLC Replacement Sprayer (FFO)07/09/2014 $13,800.00 67074 10546 - ECOLOGICAL CONCERNS INC Weed Control for Mindego and Los Trancos Site 07/09/2014 $7,840.00 67069 11386 - BOB MURRAY & ASSOCIATES Recruitment Services - Operations Manager Position 07/09/2014 $6,201.33 67059 *10124 - ROBERT J. DALOIA Interest/Principal Note Payment - July 2010 07/08/2014 $6,192.77 67060 *10124 - ROBERT J. DALOIA April Interest/Principal Note Payment 07/09/2014 $6,192.77 67096 10102 - SHUTE, MIHALY & WEINBERGER LLP CEQA Challenge to Reclamation Plan EIR 07/09/2014 $5,737.01 Legal Fees for Ridge Vineyards Exchange CEQA 07/09/2014 Legal Fees for Real Property Agreement - Lehigh 07/09/2014 Legal Fees for Mt.Umunhum Access (SA)07/09/2014 67073 10034 - DIANE WEST-BOURKE Professional Services - Outdoor Activity Docent Training 2014 07/09/2014 $4,975.00 67067 11394 - ARCHITECTURAL SYSTEMS Guard Rail Replacement Mount Umunhum Road (SA)07/09/2014 $4,500.00 67049 *10419 - THE LINCOLN NATIONAL LIFE INSURANCE COMPANY MROSD-BL-490450 AD&D 07/02/2014 $4,477.47 MROSD-BL-490450 LIFE 07/02/2014 MROSD-BL-490450 LTD 07/02/2014 67089 10925 - PAPE` MACHINERY Dozer Rental for General Preserves Roadwork 07/09/2014 $4,132.50 67087 11384 - NESCO RENTALS Aerial Boom Truck Rental for General Preserves 07/09/2014 $3,371.25 67082 10222 - HERTZ EQUIPMENT RENTAL INC Mini Excavator Rental (SAO)07/09/2014 $3,052.62 Roller Rental for Parking Lot (SAO)07/09/2014 67081 11352 - HAMMER FENCES Additional Fencing for Phase II McDonald Fencing (LHC)07/09/2014 $2,836.86 67102 *11118 - WEX BANK Fuel for District Vehicles 07/09/2014 $2,608.98 67048 *10211 - PUBLIC POLICY ADVOCATES Legislative Advocacy Services - June 2014 07/02/2014 $2,333.34 67093 10324 - RICH VOSS TRUCKING INC Delivery of Base Rock for Parking Lot (SAO)07/09/2014 $2,158.55 67046 *10032 - DEL REY BUILDING MAINTENANCE June 2014 Cleaning Services 07/02/2014 $1,935.00 Bathroom Fixture Repair 07/02/2014 67066 *10128 - AMERICAN TOWER CORPORATION Coyote Peak Repeater Site Rental 07/09/2014 $1,604.00 67047 *10212 - PINNACLE TOWERS INC Crown Site ID 871823 07/02/2014 $1,524.00 67050 *11003 - UNITED ADMINISTRATIVE SERVICES GLUG-45Y5 Basic Life Insurance 07/02/2014 $1,366.32 GLUG-45Y5 Supplemental Life Insurance 07/02/2014 67071 *10445 - COMMUNICATION & CONTROL INC Tomita Hill Repeater Site Rental 07/09/2014 $1,172.00 67086 11270 - MUNICIPAL MAINTENANCE EQUIPMENT, INC.Parts For Installation of Mower on Tractor 07/09/2014 $1,114.60 67051 *10213 - VISION SERVICE PLAN-CA Employee Benefit - Vision 07/02/2014 $970.95 67064 11170 - ALEXANDER ATKINS DESIGN, INC.Measure AA "Thank You" Poster Design 07/09/2014 $860.00 Bay Nature Design 07/09/2014 67062 10004 - ACCOUNTEMPS Accounting Temp 07/09/2014 $814.21 67088 10160 - OFFICE DEPOT CREDIT PLAN Drawer File, Tape, Envelopes, Binder Clips, Stacking Bins, Pens 07/09/2014 $757.20 67072 10185 - COSTCO District History Photos, Office & Kitchen Supplies 07/09/2014 $662.37 67083 10048 - JAKABY ENGINEERING Engineering & Design Revisions Ancient Oaks Trail (RR)07/09/2014 $646.15 67104 10234 - WJ SORICH ENTERPRISES Annual Road Dues Sorich Road (LR)07/09/2014 $600.00 67075 10793 - FALL CREEK ENGINEERING Engineering Services for Pond DRO5 (LHC)07/09/2014 $520.00 Page 2 of 2 CLAIMS REPORT MEETING 14-17 DATE 07-23-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67097 11107 - SOUTHWEST FENCE AND SUPPLY COMPANY INC.Shipping, Handling & Delivery of Mindego Hill Gate (RR)07/09/2014 $500.00 67095 10175 - RV CLOUD COMPANY Plumbing Supplies (SAO)07/09/2014 $464.07 67061 10357 - A-TOTAL FIRE PROTECTION COMPANY Annual Inspection Fire Sprinkler (FFO)07/09/2014 $445.00 67085 10191 - MOUNTAIN VIEW GARDEN CENTER Fill Sand & Base Rock (SAO)07/09/2014 $415.70 67103 10237 - WILLIAMS, MICHAEL Reimbursement - Mileage 07/09/2014 $414.48 Reimbursement - Cell Phone (Apr-June 2014) 67091 *10589 - RECOLOGY SOUTH BAY Garbage Service (RSA)07/09/2014 $385.98 67092 *10093 - RENE HARDOY 06/14 Gardening Services (AO)07/09/2014 $325.00 67076 10168 - G & K SERVICES INC Shop Towel Service (SFO/ FFO)07/09/2014 $251.12 67077 10187 - GARDENLAND POWER EQUIPMENT Replacement Head for Power Edger 07/09/2014 $217.99 67098 10403 - UNITED SITE SERVICES INC Sanitation Services for Mindego Hill Construction (RR)07/09/2014 $206.83 67052 *10018 - CECILY HARRIS June Director Meetings 07/02/2014 $200.00 67053 *10029 - CURT RIFFLE June Director Meetings 07/02/2014 $200.00 67054 *10050 - JED CYR June Director Meetings 07/02/2014 $200.00 67055 *10057 - LARRY HASSETT June Director Meetings 07/02/2014 $200.00 67056 *10072 - NONETTE HANKO June Director Meetings 07/02/2014 $200.00 67057 *10084 - PETE SIEMENS June Director Meetings 07/02/2014 $200.00 67080 10267 - HALF MOON BAY REVIEW Legal Ad for Pond DRO5 Restoration Project Bids (LHC)07/09/2014 $200.00 67084 11326 - LEXISNEXIS MATTHEW BENDER Subscription Print Service June 2014 07/09/2014 $178.00 67094 10130 - ROESSLER, CINDY Reimbursement - Mileage 07/09/2014 $156.66 Reimbursement - Cell Phone (Apr-June 2014)07/09/2014 67058 *10118 - YORIKO KISHIMOTO June Director Meetings 07/02/2014 $100.00 1183 **10850 - COMPLETE PEST CONTROL Rodent Control Service at Hawthorn Historic Structures 07/09/2014 $100.00 67101 10796 - WEMORPH INC Timecards (AO)07/09/2014 $98.14 67078 10548 - GARTSIDE, ELLEN Reimbursement - Volunteer Supplies 07/09/2014 $69.45 67090 *10261 - PROTECTION ONE Fire Inspection Monitoring (AO)07/09/2014 $66.85 67063 10240 - ACE FIRE EQUIPMENT & SERVICE INC Replacement of Fire Extinguisher 07/09/2014 $65.40 67099 *10165 - UPS Shipping Charges - AO 07/09/2014 $12.16 Grand Total $290,027.51 *Annual Claims **Hawthorn Expense BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office FO = Fremont Older PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost RR/MIN = Russian Ridge - Mindego Hill Page 1 of 2 CLAIMS REPORT MEETING 14-17 DATE 07-23-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67148 11369 - BANK OF THE WEST COMMERCIAL CARD USA Safety Glasses and Padlock 07/16/2014 $20,377.76 Fuel for District Vehicle - M66 07/16/2014 Tools for Ancient Oaks Project (RR)07/16/2014 Business Meal 07/16/2014 Field Supplies & First Aid Supplies 07/16/2014 Management Leadership Training Video 07/16/2014 Tools, Materials and Training 07/16/2014 Web Services 07/16/2014 Meeting Expenses, Permits and Legal Ads 07/16/2014 IRWA Conference Registration - Ishibashi 07/16/2014 Rescue Equipment Refund and Training Supplies 07/16/2014 Refreshments for Docent & Volunteer Meetings/Trainings; Office Supplies 07/16/2014 Staff Event Purchases, Training for Planning Dept, Air Sampling Equipment 07/16/2014 Volunteer Supplies and Training 07/16/2014 Name Badges/Office Supplies 07/16/2014 Air Fare to ESRI Conference (GIS) - Childs 07/16/2014 Rechargable Batteries, Docking Station and Wall Switch Sensor 07/16/2014 File Sharing Monthly Service Fee - June 2014 07/16/2014 Radio Equipment, Vehicle Templates and Anti Slip Coating 07/16/2014 Framing for Measure AA Lawn Sign 07/16/2014 Facebook Advertising Campaign 07/16/2014 Craigslist Ad for Administration Position and Business Meeting Meal 07/16/2014 Volunteer Training Supplies 07/16/2014 Recruitment, Events and Commuter Checks 07/16/2014 Land Trust Alliance Conference Registration & CalTrain Tickets 07/16/2014 ICMA Registration Fee - Woodhouse, Business Meals 07/16/2014 Thermostat Guard, Ethernet Cable 07/16/2014 Docent/Volunteer Training, Docent and Geocaching Supplies 07/16/2014 67136 11241 - QUESTA ENGINEERING CORPORATION Harkins Bridge Engineering 07/16/2014 $14,251.28 67134 *10180 - PG & E Electric (AO2)07/16/2014 $6,216.21 Electric - Driscoll Ranch Ag Pump 07/16/2014 Electric & Gas (AO)07/16/2014 Electric - Event Center (LHC/Driscoll)07/16/2014 67145 *10786 - U.S. BANK EQUIPMENT FINANCE Copier Rental (AO / AO2)07/16/2014 $4,910.07 67112 10466 - BAY AREA RIDGE TRAIL COUNCIL Bay Area Ridge Trail Council 25th Anniv Event Sponsor 07/16/2014 $2,500.00 67115 11389 - CALIFORNIA NATIVE PLANT SOCIETY Sponsorship for CA Native Plant Society 50th Anniv 07/16/2014 $2,500.00 67120 11318 - CONFLUENCE RESTORATION Mindego Gateway Planting & Landscape Maintenance - May 2014 07/16/2014 $2,164.33 67121 10027 - CRESCO EQUIPMENT RENTALS Excavator Rental for Ancient Oaks Trail Construction (RR)07/16/2014 $2,127.63 67135 10140 - PINE CONE LUMBER CO INC Lumber & Bridge Materials Ancient Oaks Trail (RR) and Tools (SFO)07/16/2014 $1,930.58 67140 10585 - SOL'S MOBILE SERVICE Maintenance & Repairs - P52/P73/P82/P95/M27/P85 07/16/2014 $1,890.66 67125 10123 - HOME DEPOT CREDIT SERVICES Plumbing Supplies & Lumber (SAO), Concrete Mix (MB), Bungee Cords (GP), Shop Supplies (FFO / SFO), Field Supplies (DHF)07/16/2014 $1,664.73 67117 11064 - CAMERON, ROSEMARY Consulting Services - Public Education Team (Apr - Jun 2014)07/16/2014 $1,650.00 67142 10706 - THE MERCURY NEWS Bid Adverts for Sierra Azul Demolitions 07/16/2014 $1,617.90 Page 2 of 2 CLAIMS REPORT MEETING 14-17 DATE 07-23-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount Legal Ad for Re-Shingling Project (AO)07/16/2014 Legal Advertisement - Pond DR 05 Restoration Project 07/16/2014 67132 11063 - O'BRIEN, PAT Capital Finance Consulting Services - June 2014 07/16/2014 $1,275.00 67138 10932 - RDO EQUIPMENT COMPANY Tractor Repairs 07/16/2014 $1,186.61 67114 11349 - BAY NATURE INSTITUTE Advertising for July-Oct issue 07/16/2014 $1,068.75 67116 10840 - CALIFORNIA PENSION GROUP, LLC Pension Consulting Services - June 2014 07/16/2014 $1,000.00 67108 10004 - ACCOUNTEMPS Accounting Temp 07/16/2014 $767.25 67126 11106 - INTELLI-TECH Fire Suppression System Preventative Maintenance/Battery Replacement 07/16/2014 $711.70 67139 10136 - SAN JOSE WATER COMPANY Water (RSACP)07/16/2014 $577.93 67146 11037 - US HEALTHWORKS MEDICAL GROUP PC Employee Medical Services 07/16/2014 $522.00 67147 10796 - WEMORPH INC Written Warning Notice Books 07/16/2014 $520.11 67130 10190 - METROMOBILE COMMUNICATIONS Monthly Radio Unit Testing//Radio Mics and Antennas 07/16/2014 $516.75 67109 11170 - ALEXANDER ATKINS DESIGN, INC.July 2014 Events Poster 07/16/2014 $410.00 Photoshop Work, Trail Sign, Portrait 07/16/2014 67124 10187 - GARDENLAND POWER EQUIPMENT Part for Pumper - P74/Repair Hedge Cutter 07/16/2014 $388.55 67123 11151 - FASTENAL COMPANY Tools for Tractors 07/16/2014 $350.69 67141 10143 - SUMMIT UNIFORMS Uniform Items (SFO)07/16/2014 $317.55 67128 10058 - LIEBERT CASSIDY WHITMORE Legal Services - Personnel 07/16/2014 $302.50 67127 10395 - JACKSON-HIRSH INC Office & Laminating Supplies for Public Affairs - Docent Program 07/16/2014 $269.75 67144 10201 - TURF & INDUSTRIAL EQUIP CO PTO Shaft for Mower (FFO)07/16/2014 $261.00 67107 10471 - ABBORS, STEPHEN Leadership Conference Reimbursement - California Special District Assoication 07/16/2014 $193.14 67111 10274 - BAY AREA AIR QUALITY MANAGEMENT Annual Fuel Dispensing Permit 07/16/2014 $176.00 67119 10513 - CCAC Registration for the City Clerks Association of California Nuts & Bolts Workshop - Soria 07/16/2014 $175.00 67129 10144 - MCKOWAN, PAUL Mileage Reimbursement 07/16/2014 $169.68 67105 10209 - PETTY CASH-MROSD Replenish SFO Petty cash 07/10/2014 $135.89 67118 10170 - CASCADE FIRE EQUIPMENT COMPANY Hardware for Water Truck - WT02 07/16/2014 $127.72 67110 10380 - ALLIED WASTE SERVICES #925 Garbage Service - Rental Residence 07/16/2014 $120.64 67131 *10664 - MISSION TRAIL WASTE SYSTEMS Garbage Service (AO)07/16/2014 $117.50 67106 *10810 - A T & T Phone for Daniel Nature Center (SR)07/16/2014 $55.68 67122 *11210 - DATA SAFE Shredding Document Service 07/16/2014 $40.00 67137 10134 - RAYNE OF SAN JOSE Water Service (FOOSP)07/16/2014 $26.25 67143 10146 - TIRES ON THE GO Tire Service - JD Tractor 07/16/2014 $25.00 67133 10670 - O'REILLY AUTO PARTS Fuel Hose 07/16/2014 $1.65 Grand Total $75,611.44 * Annual Claims BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office FO = Fremont Older PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost RR/MIN = Russian Ridge - Mindego Hill From: Sent:Monday, July 07, 2014 4:54 PM To:web; Clerk Subject:Full Board of Directors and District Clerk - Board Contact Form Name Name ** Roger Sundahl e a h c Select a Choice Full Board of Directors and District Clerk a Email ** c i n . d s c ) Location: (i.e. City, Address or District Ward) Portola Valley, Ca t m o e N o i Daytime Phone Number (if you wish to be y e) contacted by phone) Comments: * In light of your recent narrowly approved bond measure, I would like the board to consider the following: 1) Does the Open Space Trust support renewable energy? 2) If you do support renewable energy, would you allow either wind mills or solar panels on those parts of your open space land that have sufficient solar or wind energy to support the production of electricity? More specifically, would you support wind mills on Windy Hill? Thanks for your consideration. Roger Sundahl July 23, 2014 Mr. Sundahl, As an open space agency, the District’s primary purpose is to preserve open space and provide public access and low-intensity recreational uses appropriate to the nature of the land, where new uses would need to be compatible with the District’s Mission and open space land preservation objectives. The District is supportive of energy efficiency measures and evaluating renewable energy technologies (such as wind turbine, solar photovoltaic systems, etc.) where they are consistent with the District’s Mission, Objectives and Board-adopted Basic Policies. Viable proposals would protect the physical and environmental characteristics of the land, as well as the quality of the visitor use experience while avoiding financial burdens to the District and impacts to the natural resources. Renewable energy proposals that facilitate public recreation, the preservation of significant structures, or support agriculture would be of greatest interest to the District. A proposal for solar panels and wind mills at Windy Hill would need to demonstrate consistency with the District’s Mission, objectives and Board-adopted Basic Policies as well as compliance with the California Environmental Quality Act (CEQA) for the proposed project’s potential environmental impacts. The proposal would need to be analyzed in terms of its scale, design and purpose and consistency with the allowable uses on the land (i.e. deed restrictions, adopted use and management plans) and may require a land use policy recommendation for the Board’s consideration. The property deed for Windy Hill Open Space Preserve restricts uses to “limited to low intensity” recreation and open space uses such as hiking and equestrian trails, picnicking, etc. Proposals for new types of development, such as parking lots, paved roads, campgrounds and facilities (i.e. solar panels and wind mills), would require a conditional use permit and advisory design review by the Town of Portola Valley as part of the permitting process. Given potential environmental impacts that renewable energy project(s) may pose on the visual (aesthetic) values of resources and surrounding land uses and on wildlife habitat (i.e. birds), it is anticipated that challenges may occur with the permitting process and environmental review for larger-scale development proposals. To date, the District has integrated renewable energy facilities on a limited basis to help manage its properties more efficiently and cost-effectively. Examples include the installation of solar- powered access gates at Preserves entrances/parking areas and windmills to power agricultural water pumps in remote Coastal areas. Thank you for sharing comments about the renewable energy opportunities that the District can consider in the Preserves. Cecily Harris Board President DRAFT RESPONSE FOR BOARD CONSIDERATION R-14-95 Meeting 14-17 July 23, 2014 AGENDA ITEM 4 AGENDA ITEM Contract for Completion of the Sierra Azul Remediation and Demolition Projects at Sierra Azul Open Space Preserve GENERAL MANAGER’S RECOMMENDATION 1. Authorize the General Manager to enter into a contract with Decon Environmental Services, Inc. of Hayward CA, for a not-to-exceed amount of $425,335 which includes the base bid amount of $369,853 for demolition, and a 15% contingency amount of $55,478, to complete the Sierra Azul Remediation and Demolitions Projects at the Sierra Azul Open Space Preserve. 2. Determine that each of the recommended actions are categorically exempt from the California Environmental Quality Act, as set out in the staff report. SUMMARY A Request for Bids for remediation, demolition and site restoration services was issued on June 10, 2014. Three Bid Proposals were received and opened on Tuesday, July 8th, 2014. Staff recommends awarding the contract to complete the Sierra Azul Remediation and Demolition Projects (Projects) to the lowest responsive bidder, Decon Environmental Services, Inc. for a total not-to-exceed amount of $425,335. DISCUSSION Background At the April 9th regular Board of Directors meeting (R-14-67), the Board approved the Planning and Natural Resource Committee’s recommendation to demolish seven structures on three properties in Sierra Azul, known was the Maas, Hicks Creek Ranch, and Slaght properties. The Crites property, also in Sierra Azul, was previously approved by the Board for demolition (R-11-73). Other structures at Hicks Creek Ranch that are also part of this demolition contract proposal were previously approved for demolition through Board adoption of the preliminary use and management plan (R-08-64). Staff completed historical analyses and bat surveys for all structures, and issued a bid package containing the Maas, Crites, Hicks Creek Ranch, and the Slaght properties demolitions in Sierra Azul. R-14-95 Page 2 Contract Scope The contract encompasses remediation, demolition, limited salvage, and minor site grading on each of four properties in Sierra Azul. While these are four separate demolition projects on four separate sites, they have been combined into one bid proposal for one contract, for efficiency purposes. After an historic evaluation by an architectural consultant, all of the structures have been found to have no historical significance. Demolition of the Maas property includes one residence, seven outbuildings, utilities infrastructure and assorted debris. Staff salvaged two small solar panels from the property. This demolition requires the Contractor to install temporary shoring on an access bridge. Demolition of the Crites property includes one residence, five outbuildings, utilities infrastructure, and assorted debris. The Contractor will transport a 3,000 gallon water tank to Bear Creek Redwoods for reuse. Demolition of the Hicks Creek Ranch property includes four residences, five outbuildings, utilities infrastructure, a car, and assorted debris. Staff is salvaging two chain link enclosures. The Contractor will breakdown the equestrian pipe corral materials and stack into like-materials. Staff will auction off this and the remainder of the equestrian infrastructure for reuse after the demolition work is complete. Demolition on the Slaght property includes three barns and two small chicken coops. The former residence which serves as the South Area Outpost, employee residence, and outbuildings will remain. Waste Stream Diversion Waste stream diversion incorporates both recycling and salvage to divert waste from landfills. While salvaging of materials is a desired approach of waste stream diversion, due to the use of lead-based paint and pressure-treatment on wood and the poor condition of the materials on sites, there is limited potential for salvage of building materials on the sites. Intact pieces of infrastructure with some value, noted above, are being salvaged where practical. The contract documents require that the contractor prepare a waste stream diversion plan detailing how all non-hazardous demolished materials will be handled and recycled. These waste stream diversion requirements have been developed as an interim solution to ensure recycling standards are incorporated into the contract requirements, prior to Board review and adoption of a related policy, to allow the demolition projects to remain on schedule. The General Manager anticipates returning to the Board with a draft District Waste Stream Diversion Policy by the end of the year that will subsequently guide the waste stream diversion requirements of future demolition projects. Contactor Selection A Request for Bids was issued on June 10, 2014, and was sent to contractors, subcontractors and consultants who had requested to be notified of the demolitions projects, as well as to five builders’ exchanges. Legal notices were posted in the San Jose Mercury News and the San Francisco Chronicle. An Invitation to Bid was also posted on the District website. R-14-95 Page 3 A mandatory pre-bid meeting and site walk was held at the projects sites on June 19, 2014 and was attended by six demolition and remediation contractors. Sealed bids were due on July 8th, 2014, and three bids were received and opened with the results as follows: Table 1: Remediation and Demolition (Base Bid) Bidder Location Total Bid Percent Difference from Cost Estimate of $475,000 Randazzo Enterprises, Inc. 13550 Blackie Rd, Castroville, CA, 95012 $459,290.00 -3.4% Asbestos Management Inc. 3438 Helen Street, Oakland, CA, 94608 $414, 150.00 -12.8% Decon Environmental Services. 23490 Connecticut Street, Hayward, CA, 94402 $369,856.94 -22.1% Bid Analysis A demolition consultant was hired by the District to develop a cost estimate for the demolition work. The demolition of all structures and minor site restoration was estimated at $411,000. A separate estimate developed by the hazardous materials survey consultant for the abatement and remediation for all four properties came to: $39,000. Additional work was discovered on the bid tour to shore up the access bridge to the Maas property, estimated at $25,000. Staff estimated the total Project Cost to be: $475,000. Upon review of the bid proposals and the contractors' relevant experience and qualifications, staff recommends awarding the contract to Decon Environmental Services, Inc., which is the lowest responsible and responsive bidder. Contingency Amount A 15% contingency amount is requested for these demolition projects, due to the potential for unforeseen conditions that could be encountered during execution of the work. Although representative hazardous material sampling was completed, there is the potential that additional hazardous materials beyond those already known may be encountered during demolition and ground disturbance activities. If additional hazardous materials are found, these materials will require appropriate abatement activities, which may result in additional cost and time to complete the projects. FISCAL IMPACT The District’s FY2014-15 Operations Budget includes $600,000 for the demolition and clean-up of structures in the Foothills area. The total Project budget needed for the hazardous material abatement, demolition, site restoration, contingency allowance, and permits is estimated to be $460,000. The 15% contingency, 5% greater than the other demolition projects, comes from the complexity of doing all four demolition sites. R-14-95 Page 4 BOARD COMMITTEE REVIEW The Planning and Natural Resource Committee reviewed and approved the demolitions on February 18th, 2014. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. Also, adjoining property owners have been mailed a copy of the agenda for this public meeting. No additional notice is required. CEQA COMPLIANCE None of the structures are historically significant under the California Environmental Quality Act (CEQA). This contract approval action is categorically exempt under section 15301, Existing Facilities, which exempts the repair, maintenance, or minor alteration of existing public or private structures, facilities, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination, including the demolition of individual small structures. The demolition projects encompassed by the proposed contract, proposes performing minor restoration activities to return the demolition site to a natural condition. NEXT STEPS If the recommendation is approved by the Board of Directors, the General Manager will enter into a contract with Decon Environmental Services, to complete demolition of all structures and perform site restoration work. Activation of the contract is subject to the contractor meeting all District requirements, including required insurance and bonding. Construction is anticipated to begin in early September 2014 and to be completed by early December 2014. Attachments: 1. Location Maps 2. Project Maps Responsible Department Head: Michael Newburn, Acting Operations Manager Prepared by: Aaron Hebert, Contingent Project Manager Graphics prepared by: Jon Montgomery, GIS Intern 1200 1400 1800 10 0 0 2200 2400 2600 2000 1600 2000 1600 Exhibit 1A: Maas Access Map Demolition Site c Maas Property ! !Los Gatos MorrillRoad W rights Station R oad Lake Elsman !!Gate Bridge ! ! Cathermola Road (3.5 miles off Summit Road)Mailing Address: 23530 Wrights Station Road, Los Gatos, CA, 95033 Midpeninsula RegionalOpen Space District July, 2014 0 0.30.15MilesI (MROSD)MROSD Preserves Private Property Watershed Land Si e r r a A zu l O S P Area ofDetail £¤17 Pa t h : G : \ P r o j e c t s \ S i e r r a _ A z u l \ M a a s \ m a a s _ s t r u c t u r e s _ a c c e s s _ 8 5 x 1 1 . m x d Cr e a t e d B y : j m o n t g o m e r y 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. Sierra Azul Open Space Preserve Vehicle Bridge San JoseWater Co. Gate CathermoleRoad SummitRoad Attachment 1 ![ ![ ![ SA10 SA05 SA03 1000 1600 1800 2000 22 0 0 2400 260 0 12 0 0 1 4 0 0 28 0 0 400 800 600 1200 600 400 40 0 800 1400 8 0 0 800 400 2 8 0 0 800 40 0 400 1200 8 0 0 600 Exhibit 1B--Sierra Azul Demolition Access Map (Maas not included) ! ! ! ! Si e r r a Az ul Area ofDetail £¤17 £¤85Los Gatos Sierra AzulOpen Space Preserve P h easant R o a d ![District Gate Pa t h : G : \ P r o j e c t s \ S i e r r a _ A z u l \ M a a s \ S A z u l D e m o A c c e s s M a p _ 8 5 x 1 1 . m x d Cr e a t e d B y : j m o n t g o m e r y South Area Outpost (directly off Pheasant Road)Hicks Creek Ranch (~1/4 mile off Reynolds Road)Crites (~3/4 mile off Reynolds Road) GuadalupeResevoir Almaden Quicksilver County Park Kennedy Trail Reynolds R o a d Hicks Road Midpeninsula RegionalOpen Space District July, 2014 0 0.50.25MilesI (MROSD) MROSD Preserves 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. Other Protected Open Spaceor Park Lands Management Agreement South Area OutpostDemolition Site Hicks CreekDemolition Site Crites Demolition Site Attachment 1 1 3 7 9 11 13 16 2 5 6 8 10 12 14 4 15 17 Source: Esri, DigitalGlobe, GeoEye, i-cubed, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP,swisstopo, and the GIS User Community Midpeninsula RegionalOpen Space District June, 2014 0 12562.5FeetI (MROSD) Structure Road Maas Demolition- Existing Structures Exhibit 2A 1. Shed2. Shed 23. Metal Water Tank4. Wooden Water Tank5. Propane Tank6. Cooking Area 7. Utility Building8. Solar Panels9. Arbor10. Main House11. Arbor 12.Small Carport13. Carport14. Garage15. Work Area16. Shack17. Water Tanks APN: 562-030-06 Street Address: 23250 Wrights Station Road Bridge [Z [Z Septic System —!! < - - - C a t h e r m o l a R o a d —!!Gate Cath e r m o l e R o a d Summit R o a d Loma P r i e t a A v e Attachment 2 !!! Midpeninsula RegionalOpen Space District June, 2014 0 0.0450.0225MilesI (MROSD) Structure Parcel Boundaries Power Line Pole Road Crites Demolition- Existing Structures Exhibit 2B 1. Outbuilding 12. Outbuilding 23. Partial Building4. Privvy/Compost Toilet5. Main House6. Carport7. Pond (NIC)8. Spring and Pipe (NIC)9. Old Foundation 1 3 7 9 2 56 8 APN: 575-060-001 Street Address: 20466 Reynolds Road, Los Gatos, CA 95302 4[Z [Z Septic System Hicks Ro a d R e y n o l d s R o a d R e y n o l d s R o a d ---> 11 12 13 10. Wood pile11. Plastic Water Tank12. Chicken Coops13. Dog House 10 Attachment 2 Midpeninsula RegionalOpen Space District May, 2014 0 0.040.02MilesI (MROSD) Structure Parcel Boundaries Power Line Pole Power Line Road Hicks Creek Ranch Demolition- Existing Structures Exhibit 2C 1. Shop Building2. Abandoned Car3. Pool4. Changing Room5. Tub6. House7. Dog Cage8. Playground9. Building B10. Building C11. Storage Barn12. Vehicle Storage Barn 13. Building D14. Gravestone15. Building E16. Corrals17. Tack Room18. Arena19. Arena20. Circle Pen21. Walker Pen22. Cage Area23. Propane Tank 1 37 9 11 13 15 2 56 8 10 12 14 16 17 19 21 23 18 20 22 25 To R e y n o l d s R o a d c 26 24 APN 57508001 4 24. Lockers25. Paddocks26. Hay Barn Bridge [Z [Z [Z [Z [Z Septic System Attachment 2 !!! !!! Midpeninsula RegionalOpen Space District May, 2014 0 0.030.015MilesI (MROSD) Structure Parcel Boundaries Road South Area Outpost Demolition- Existing Structures Exhibit 2D 1. Barn 12. Barn 23. Barn 34. South Area Outpost (NIC)5. District Residence (NIC)6. Utility Buildings (NIC)7. Goat Enclosure (NIC) 1 3 2 5 APN: 53710 03 Street Address: 18171 Pheasant Road, Los Gatos, CA, 95302 4 Hic k s R o a d Wagne r R o a d Arnerich Road 6 7 Attachment 2 R-14-96 Meeting 14-17 July 23, 2014 AGENDA ITEM 5 AGENDA ITEM Contract for Completion of the Saratoga Gap Demolition Project at Saratoga Gap Open Space Preserve GENERAL MANAGER’S RECOMMENDATION 1. Authorize the General Manager to enter into a contract with Silverado Contractors, Inc, of Oakland, CA, for a not-to-exceed amount of $150,700, which includes the base bid amount of $137,000 for remediation/demolition and a 10% contingency amount of $13,700 to complete the Saratoga Gap Remediation and Demolition Project at the Saratoga Gap Open Space Preserve. 2. Authorize the General Manager to reallocate $60,000 from the Land Conservation and Land Protection funds into the Demolition funds, all within the Real Property Department Budget, to cover project costs. SUMMARY A Request for Bids for remediation, demolition and site restoration services was issued on June 12, 2014. Five (5) Bid Proposals were received and opened on Tuesday, July 1, 2014. Staff recommends awarding the contract to complete the Saratoga Gap Remediation and Demolition Project (Project) to the lowest responsive bidder, Silverado Contractors, Inc, for a total not-to- exceed amount of $150,700. To fund this work, staff seeks Board authorization to shift $60,000 from the Land Conservation and Land Protection funds into Demolition within the Real Property Budget. DISCUSSION Background At the November 4, 1976 regular meeting (R-76-30), the Board approved the purchase of the 177.2 acre Gunetti/Larrus Property, now referred to as the Saratoga Gap Cabins Property, as an addition to Saratoga Gap Open Space Preserve. At the June 11, 2014 regular meeting (R-14-86), the Board approved the Real Property Committee’s recommendation to demolish the Saratoga Gap Cabins with the intent to salvage/recycle materials where possible and to return the area to a natural open space condition. R-14-96 Page 2 Existing infrastructure includes three residential cabins, a garage/workshop structure, several sheds, and a number of debris piles. The site has not been occupied since 2012. The four major structures were built circa 1940. After a historic evaluation by an architectural consultant Garavaglia Architecture, Inc, the structures have been found to have no historical significance. The Project also includes remediation of hazardous materials and site restoration of disturbed areas. Waste Stream Diversion Waste stream diversion incorporates both recycling and salvaging to divert waste from landfills. While salvaging of materials is the desired approach for waste stream diversion, given the constraints of this particular project site, including the presence of lead-based paint on wood, the remote location, and the extremely difficult access, there is minimal potential for salvage of materials. The contract documents require that the contractor prepare a waste stream diversion plan detailing how all non-hazardous demolished materials will be handled and recycled. These waste stream diversion requirements have been developed as an interim solution to ensure recycling standards are incorporated into the contract requirements, prior to Board review and adoption of a related policy, to allow the demolition projects to remain on schedule. The General Manager anticipates returning to the Board with a draft District Waste Stream Diversion Policy by the end of the year that will subsequently guide the waste stream diversion requirements of future demolition projects. Contractor Selection A Request for Bids was issued on June 12, 2014, and was sent to contractors, subcontractors and consultants who had requested to be notified of the project, as well as to five builders’ exchanges. Legal notices were posted in the San Jose Mercury News and the San Francisco Chronicle. An Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting and site walk was held at the Project site on June 17, 2014 and was attended by eleven (11) demolition and remediation contractors. Sealed bids were due on July l, 2014, and five (5) bids were received and opened with the results as follows: Table 1: Remediation and Demolition (Base Bid) Bidder Location Total Bid Percent Difference from Engineer’s Estimate of $154,000 1. Randazzo Enterprises, Inc Castroville, CA $151,660 -2% 2. Decon Environmental Services, Inc Hayward, CA $149,990 -3% 3. TKO Construction Woodside, CA $138,950 -10% 4. Cal Inc. Vacaville, CA $138,950 -10% 5. Silverado Contractors, Inc. Oakland, CA $137,000 -11% Bid Analysis A demolition consultant was previously hired by the District to develop a cost estimate for the demolition work. The demolition of all structures, abatement of all hazardous material, and minor site restoration was estimated at $154,000 (a major component of the cost involves the difficult site access). Site restoration would include minor grading to ensuring proper drainage. A cost breakdown and unit pricing were required for each bid to facilitate a detailed evaluation of the bids. R-14-96 Page 3 Upon review of the bid proposals and the contractors' relevant experience and qualifications, staff recommends awarding the contract to Silverado Contractors, Inc, who is the lowest responsible and responsive bidder. Contingency Amount A 10% contingency amount is requested for this Project due to the potential for unforeseen conditions that could be encountered during execution of the work. Although hazardous materials representative sampling was completed, there is the potential that additional hazardous materials beyond those already known may be encountered during demolition and ground disturbance activities. If additional hazardous materials are found, these materials will require appropriate abatement activities, which may result in additional cost and time to complete the project. FISCAL IMPACT The District’s FY2014-15 Real Property Budget includes $100,000 for the remediation and demolition of the Saratoga Gap Cabins. The total Project budget needed for the hazardous material abatement, demolition, site restoration, contingency allowance, consultants and permits is estimated to be $160,000. Staff recommends shifting money from the following Real Property accounts to fund the Project: Table 2: Proposed Budgetary Shifts Budget Account Proposed Total Shift to Demolition Account Land Conservation: Resource Management $30,000 Land Protection: Legal Services $30,000 Total $60,000 Table 3: Proposed New Property Management Demolition Budget Budget Account Proposed New Funding Allocation Demolition (current allocation in Property Management) $100,000 Additional Demolition allocation $60,000 Total $160,000 BOARD COMMITTEE REVIEW The Real Property Committee reviewed and approved this demolition project on May 20, 2014. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. Also, adjoining property owners have been mailed a copy of the agenda for this public meeting. No additional notice is required. R-14-96 Page 4 CEQA COMPLIANCE On June 11, 2014 (R-14-86), the Board determined that the demolition of all structures and site restoration at the Saratoga Gap Property are categorically exempt from the California Environmental Quality Act (CEQA). NEXT STEPS If the recommendation is approved by the Board of Directors, the General Manager will enter into a contract with Silverado Contractors, Inc, to complete demolition of all structures and site restoration work. Activation of the contract is subject to the contractor meeting all District requirements, including required insurance and bonding. The Project is anticipated to begin in early September 2014 and be completed by mid November 2014. Attachments: 1. Location Map 2. Project Map Responsible Department Head: Michael Williams, Real Property Manager Prepared by: Ariel Shaw, Planner I and Allen Ishibashi, Real Property Specialist Contact person: Allen Ishibashi, Real Property Specialist Graphics prepared by: Jon Montgomery, GIS Intern Saratoga Gap Monte BelloUpper Stevens Creek County Park £¤35 S k ylin e Blv d CharcoalRd 0.99miles 0.66 m i l e s Midpeninsula RegionalOpen Space District Exhibit A: Charcoal Road in Saratoga Gap Open Space Preserve May, 2014 Pa t h : G : \ P r o j e c t s \ S a r a t o g a _ G a p \ C a b i n _ G p s \ C h a r c o a l _ R d _ 8 5 _ 1 1 . m x d Cr e a t e d B y : c h i a t t 0 0.250.125MilesI (MROSD) Other Protected Open Spaceor Park Lands Management Agreement Non MROSD Conservation or Agricultural Easement MROSD Conservationor Agricultural Easement MROSD Preserves Private PropertyCharcoal Road 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. ! ! ! ! ! ! ! ! ! Cupertino Mountain View Mo nte B el lo Area ofDetail £¤85 £¤280 £¤35 Saratoga Gap Cabin Residence Site Trail Road Long Ridge MonteBelloUpper StevensCreek CountyPark Saratog a G a p Trail Attachment 1 Saratoga Gap Demolition- Existing Structures and Debris to be Removed Structure +Well or Water Tank Pa t h : G : \ P r o j e c t s \ S a r a t o g a _ G a p \ C a b i n _ G p s \ g a p _ d e m o . m x d Cr e a t e d B y : a s h a w Midpeninsula RegionalOpen Space District June, 2014 0 0.020.01MilesI (MROSD) Debris + Power Line Pole Power LineRoad 1 23 4 APN: 35113010 Area ofDetail Sa r a to gaG a p Mo n te B e ll o c £¤35 14 15 1. House2. Propane Tank Pad3. Water Pump Box/Debris4. Garage/Debris5. House6. Shed7. Propane Tank Pad8. House/Debris 9. Fence/Wall10. Concrete Shed11. Septic12. Fence/Debris13. Shed14. Outhouse Debris15. Dump Site 11 12 13 10 56 87 9 Attachment 2 R-14-97 Meeting 14-17 July 23, 2014 AGENDA ITEM 6 AGENDA ITEM Contract for Completion of the Lobner Remediation and Demolition Project at Monte Bello Open Space Preserve GENERAL MANAGER’S RECOMMENDATION Authorize the General Manager to enter into a contract with Randazzo Enterprises, Inc, of Castroville, CA, for a not-to-exceed amount of $132,270, which includes the base bid amount of $120,245 for demolition, and a 10% contingency amount of $12,025, to complete the Lobner Remediation and Demolition Project at Monte Bello Open Space Preserve. SUMMARY A Request for Bids for demolition and site restoration services was issued on June 12, 2014. Four (4) Bid Proposals were received and opened on Tuesday, July 1, 2014. Staff recommends awarding the contract to complete the Lobner Remediation and Demolition Project (Project) to the lowest responsive bidder, Randazzo Enterprises, Inc, for a total not-to-exceed amount of $132,270. DISCUSSION Background At the January 23, 2013 regular meeting, the Board approved the purchase of the 10.79-acre Lobner property (R-13-19) as an addition to Monte Bello Open Space Preserve. Existing infrastructure at this property includes 5 residential cabins, various outbuildings, a wooden bridge, and debris piles. The structures were constructed between the 1890s and 1975, but despite their age, they have been found to have no historical significance by the District’s architectural consultant, Garavaglia Architecture, Inc. The Board-approved Preliminary Use and Management Plan in conjunction with the 2013 purchase called for: (1) securing all structures until demolition is undertaken at a future date; (2) testing for any asbestos-containing material or lead-based paint prior to demolition; and (3) removing all property structures, improvements, and associated infrastructure. The Project also includes remediation of hazardous materials, and site restoration of disturbed areas. Waste Stream Diversion Waste stream diversion incorporates both recycling and salvaging to divert waste from landfills. While salvaging of materials is the desired approach of waste stream diversion, given the R-14-97 Page 2 constraints at the Project site, including the presence of lead-based paint on wood and the poor condition of the materials, there is little potential for salvage. The contractor is, however, required to recycle 100% of “non-hazardous” materials (includes non-hazardous concrete, wood, metal, appliances, and piping); all hazardous materials must be disposed of in compliance with regulations, including wood that is painted with lead paint. The contract documents require that the contractor prepare a waste stream diversion plan detailing how all non-hazardous demolished materials will be handled and recycled. These waste stream diversion requirements have been developed as an interim solution to ensure minimal recycling standards are incorporated into the contract requirements, prior to Board review and adoption of a related policy, to allow the demolition projects to remain on schedule. The General Manager anticipates returning to the Board with a draft District Waste Stream Diversion Policy by the end of the year that will subsequently guide the waste stream diversion requirements of future demolition projects. Contractor Selection A Request for Bids was issued on June 12, 2014, and was sent to contractors, subcontractors and consultants who had requested to be notified of the project, as well as to five builders’ exchanges. Legal notices were posted in the San Jose Mercury News and the San Francisco Chronicle. An Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting and site walk was held at the Project site on June 17, 2014 and was attended by eleven (11) remediation and demolition contractors. Sealed bids were due on July l, 2014, and four (4) bids were received and opened with the results as follows: Table 1: Remediation and Demolition (Base Bid) Bidder Location Total Bid Percent Difference from Engineer’s Estimate of $137,000 1. Cal Incorporated Vacaville, CA $163,475 +19% 2. Decon Environmental, Inc. Hayward, CA $132,929 -3% 3 Silverado Contractors Oakland, CA $122,500 -11% 4 Randazzo Enterprises, Inc. Castroville, CA $120,245 -12% Bid Analysis A demolition consultant was previously hired by the District to develop a cost estimate for the demolition work. The demolition of all structures, abatement of all hazardous material, and minor site restoration was estimated at $137,000. Site restoration would include earthwork to return the existing grade and ensure proper drainage. A cost breakdown and unit pricing were required for each bid to facilitate a detailed evaluation of the bids. Upon review of the bid proposals and the contractors' relevant experience and qualifications, staff recommends awarding the contract to Randazzo Enterprises, Inc, who is the lowest responsible and responsive bidder. Contingency Amount A 10% contingency amount is requested for this Project due to the potential for unforeseen conditions that could be encountered during execution of the work. Although hazardous material representative sampling was completed, there is the potential that additional hazardous materials beyond those already known may be encountered during demolition and ground disturbance R-14-97 Page 3 activities. If additional hazardous materials are found, these materials will require appropriate abatement activities, which may result in additional cost and time to complete the project. FISCAL IMPACT The District’s FY2014-15 Real Property Budget includes $150,000 for the Demolition and Abatement of the Lobner property. The total project budget needed for the hazardous material abatement, demolition, site restoration, contingency allowance, consultants and permits is estimated to be $145,000. BOARD COMMITTEE REVIEW There was no Committee review for this item as demolition of all structures was approved by the full Board on January 23, 2013 as part of the Lobner purchase (R-13-19). PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. Also, adjoining property owners have been mailed a copy of the agenda for this public meeting. No additional notice is required. CEQA COMPLIANCE On January 23, 2013 (R-13-19), the Board determined that the demolition of all structures and site restoration at the Lobner property are categorically exempt from the California Environmental Quality Act (CEQA). NEXT STEPS If the recommendation is approved by the Board of Directors, the General Manager would enter into a contract with Randazzo Enterprises, Inc, to complete demolition of all structures and site restoration work. Activation of the contract is subject to the contractor meeting all District requirements, including required insurance and bonding. The Project is anticipated to begin in early September 2014 and to be completed by mid November 2014. Attachments: 1. Location Map 2. Project Map Responsible Department Head: Michael Williams, Real Property Manager Prepared by: Ariel Shaw, Planner I Contact person: Allen Ishibashi, Real Property Specialist Graphics prepared by: Jon Montgomery, GIS Intern Alternate Trail C anyon Trail C h a r c o al R o ad Grizzly F l a t Trail T a b le Mountain Trail Sarat o ga Ga p T r ail Canyon Trail Can y o n T r a i l 1400 1 6 0 0 1200 1000 2200 18 0 0 2000 2 6 0 0 2400 24 0 0 1800 2 0 0 0 2600 2000 2200 1800 2 0 0 0 2200 2 2 0 0 2600 C a n y on Trail Charcoal Road Hickory Oa k s T r a i l Ward R o a d Stevens Creek S w i s s Creek Stevens Creek Midpeninsula RegionalOpen Space District Lobner Property November, 2012 Pa t h : G : \ P r o j e c t s \ M o n t e _ B e l l o \ L o b n e r \ L o b n e r _ L a n d s c a p e _ 8 . 5 x 1 1 . m x d Cr e a t e d B y : m l a n c t o t 0 0.450.225MilesI (MROSD) Other Protected Open Spaceor Park Lands MROSD Preserves Private Property Developed Land 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. Watershed Land ! ! ! ! ! Mountain View Area ofDetail £¤280 Lobner Parcel10.79 AcresAPN: 351-13-018 Saratoga Gap Open Space Preserve Monte Bello Open Space Preserve Upper Stevens Creek Park(Santa Clara County) Stevens Creek Park(Santa Clara County) Lobner Parcel £¤85Rancho San Antonio OSPMonte BelloOSP Non MROSD Conservation or Agricultural Easement MROSD Conservationor Agricultural Easement Long Ridge OSP Attachment 1 CanyonTrail Lobner Demolition- Existing Structures and Debris to be Removed 1. Car Port2. House3. Shed4. House5. House6. Shipping Container7. Well Structure Parcel Boundaries +Well or Water Tank Pa t h : G : \ P r o j e c t s \ S a r a t o g a _ G a p \ C a b i n _ G p s \ l o b n e r _ d e m o . m x d Cr e a t e d B y : j m o n t g o m e r y Midpeninsula RegionalOpen Space District May, 2014 0 0.020.01MilesI (MROSD) Debris + + Power Line Pole Power LineRoad 8. House9. Shed/Debris10. Debris11. Foundation/Debris12. House13. Spring/Shed 1011 12 9 13 1 3 4 5 6 8 7 APN: 35113007 APN: 35113018 Area ofDetail Sa r a to gaG a p Mo n te B e ll o c £¤35 2 Public Trail/ Road Stevens Creek Attachment 2 R-14-99 Meeting 14-17 July 23, 2014 AGENDA ITEM 7 AGENDA ITEM Contract to Provide Pond Restoration work at the La Honda Creek Open Space Preserve GENERAL MANAGER’S RECOMMENDATIONS 1. Authorize the General Manager to enter into an agreement with TKO General Engineering and Construction Inc. of Woodside, CA, for a total contract amount not to exceed $122,351 to provide Pond Restoration work at the La Honda Creek Open Space Preserve. 2. Determine that the recommended action is consistent with the Mitigated Negative Declaration and Mitigation Monitoring Plan for Implementation of the La Honda Creek Master Plan, approved by the Board on August 22, 2012. SUMMARY The Request for Bids for the Pond DR05 Restoration Project was originally released on June 11, 2014. The District completed the bid process on Friday July 11, 2014 with TKO as the apparent low bidder. Pond DR05 is one of the largest ponds located in the La Honda Creek Open Space Preserve (See Attachment 1, Project Maps). Historically it was used for stockwatering of cattle and was planted with bass by previous owners for recreational fishing opportunities. The pond is located within critical habitat for the federally listed California red- legged frog (CRLF) and presence of this species has been documented in all surrounding ponds that lack the presence of predatory fish species. Due to the abundance of predatory fish species, Pond DR05 is acting as a “sink” for the local CRLF populations, where CRLF are more likely to die (from predation) than to thrive and increase in numbers. In addition to the presence of invasive fish, the earthen berm supporting the pond has been in decline due to an inadequately sized and ill placed outlet pipe, which has led to overtopping and failure (See Attachment 2, Aerial of Pond DR05). The Pond DR05 Restoration Project will restore the pond to functional CRLF habitat by draining the pond to remove the invasive fish species. Pond restoration will also include placement of adequately sized outlet pipes to convey stormwater runoff, rebuilding of the failed earthen berm and re-contouring of the pond basin to improve ponding depth, duration, and habitat complexity. Additional tasks include removal of a waste tire dump site located in the channel above the pond, re-vegetation and fencing of the upstream gullies to reduce ongoing erosion, and road improvements to the surrounding ranch road network. The restored pond is expected to convert from a “sink” population to a “source” population, where CRLF will grow, thrive and increase in overall number, while continuing to provide water for wildlife and livestock that use the pond for drinking water. R-14-99 Page 2 DISCUSSION Background The Pond DR05 Restoration Project is located in the La Honda Creek Open Space Preserve (Preserve), northwest of the Town of La Honda, adjacent to an unpaved ranch road (See Attachment 1, Project Maps). The project objectives are to restore the integrity of an important pond feature that provides aquatic habitat for the federally-listed California red-legged frog, provide year-round stock water access for the onsite cattle operation, and improve downstream water quality for two listed salmonid species. The Project will improve CRLF habitat by draining the pond to remove invasive fish species, rebuilding the failing earthen berm and re- contouring the pond basin to improve ponding duration, installing primary and secondary outlets to effectively convey stormwater, fencing upstream gullies to reduce erosion, and continuing to provide water for wildlife and livestock that use the pond for drinking water. The need to repair Pond DR05 was first identified in 2008 when the berm was observed slowly failing over time as the original outlet structure was insufficient and water would overtop the berm. Higher priority projects were identified in the Pond Management Plan prepared by Vollmar Consulting in 2009 for the former Wool Ranch portion of La Honda Creek Open Space Preserve. These projects were completed in 2010 and 2012. At this time, Pond DR05 is the highest priority pond in need of repair at the Preserve (See Attachment 2 Project Aerial which shows the failed earthen berm). Project construction is scheduled for implementation in September 2014. Contractor Selection The bid package was sent to twelve (12) contractors as well as released to five (5) builders’ exchanges. A legal notice was also posted in the Half Moon Bay Review and San Mateo County Times, and an Invitation to Bid was posted on the District website. A pre-bid meeting was held on June 20, 2014. Six contractors attended the pre-bid tour. Sealed bids were due on Friday, July 11, 2014, and one bid was received as shown below, with TKO announced as the apparent low bidder: Bidder Location Base Bid Percent Difference from Base Bid Estimate of $95,000 1. TKO General Engineering and Construction Inc. Woodside, CA $64,879 -32% Evaluation of the bids revealed that the apparent low bidder, TKO presented a complete and responsive bid package. Therefore, staff recommends awarding the contract for pond repair services to TKO for a total not-to-exceed amount of $122,351, which includes a bid amount of $64,879 plus $37,080 for selected add alternates as well as a 20% contingency amount of $20,392. This amount is within the FY2014-15 Natural Resources Department budget of $170,000 for implementation of this Project. See anticipated Project budget breakdown in Table 1, below: R-14-99 Page 3 Table 1. Pond DR05 Restoration Anticipated Cost Breakdown: Base Bid Labor and Materials: Install silt fence, clay cutoff wall, rebuild failed berm, re-contour pond, install outlet pipes, erosion control, and removal of waste tire dump site $64,879 Add Alternates (Anticipated additional items) Labor and Materials: Install staff gage in pond, dewatering, general earthwork, and up to one mile of additional roadwork removing and replacing failed culverts, road reshaping, and installation of rolling/critical dips $37,080 Contingency (Unanticipated additional costs) Labor and Materials: Address any unanticipated issues as directed by the project engineer (such as: install a pond liner, install toe drain, over- excavation and re-compaction, etc.) $20,392 TOTAL $122,351 In addition to the add alternate items, which the District plans to award based on the low cost of the submitted bid, an additional 20% contingency has also been requested for this Project. The 20% contingency is due to this project being considered to carry a heightened risk of encountering unanticipated conditions as evidenced by irregularities encountered during past pond projects completed by the District at the same Preserve. One of the base bid items requires the selected contractor, under direction of the project engineers, to dig an exploratory trench on the inside face of the berm to minimize any surprises that may be encountered during construction. Although soil borings have already been completed at the site, they only present a small sampling of the entire project area. The exploratory trench will provide a cross section to determine the suitability of the existing berm and to reveal if any subsurface conditions exist that would require additional work beyond what was originally anticipated. If any subsurface conditions that were not anticipated are encountered, the 20% contingency will cover those costs to ensure that the project is able to proceed on schedule during the limited construction season (August 15 to September 30). Additional costs may include: additional grading, excavation, and compaction to rebuild a larger than anticipated portion of the berm, or over excavation and re-compaction within the pond basin to prevent seepage and/or installation of a toe drain to adequately convey water through the earthen berm without subjecting it to potential future failure. Many of these scenarios are possible as outlined in the Lessons Learned document that was completed by Fall Creek Engineering in winter of 2013 after completion of the repair of the failed Pond DR08 Pond Restoration Project. The document details the many different scenarios that may be encountered when completing a pond restoration project in small stock watering ponds having an earthen berm. The document recommends a balance between spending a large amount upfront to replace the entire pond berm, which presents the lowest risk (but highest cost), and repairing only the failed section and any weak areas that are encountered during project construction which is a lower upfront cost, but does carry a heightened risk of encountering unexpected subsurface conditions. As currently designed, the project provides for the highest R-14-99 Page 4 quality repair that can be provided at a lower cost than that of rebuilding the entire berm and pond, but it does require a large contingency to provide the nimbleness needed to address any unexpected conditions encountered. FISCAL IMPACT Award of contract will result in a not-to-exceed contract amount of $122, 351 being awarded to TKO General Construction and Engineering Inc. for the Project. This amount is well within the $170,000 that was budgeted by the Natural Resources Department for this project in the FY2014-15 budget which was approved by the District’s Board of Directors in March of 2014. BOARD COMMITTEE REVIEW No Board Committee review is required for this project. PUBLIC NOTICE Public notice for the award of bid was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE Awarding the bid and issuing a contract agreement for construction services for the Pond DR05 Project is consistent with the Mitigated Negative Declaration and Mitigation Monitoring Plan for Implementation of the La Honda Creek Master Plan, approved by the Board on August 22, 2012 (see Report R-12-83). NEXT STEPS If approved by the Board, the General Manager will be authorized to enter into a contract with TKO to perform construction services for the Pond DR05 Restoration Project. Final contract signature is subject to meeting all District requirements, such as having all required insurance and bonding in place. The project is scheduled to begin in August and be completed by October 2014. Attachments: 1. Project Maps 2. Project Aerial Responsible Department Manager: Kirk Lenington, Natural Resources Manager Prepared by: Julie Andersen, Planner II General Project Area La Honda Creek Open Space Preserve 11 Attachment 1 122°17'0"W 122°17'0"W 37 ° 2 0 ' 0 " N 37 ° 2 0 ' 0 " N 37 ° 1 9 ' 0 " N 37 ° 1 9 ' 0 " N Mindego Trail 0 0.25 0.50.125 Miles I Pond DR05 Access Route La Honda Creek Open Space Preserve Boundary L a H o n d a U S G S Q u a d r a n g l eP o n d s D R 0 5 P r o j e c t L o c a t i o n Pond DR05 Attachment 1 Attachment 2 R-14-100 Meeting 14-17 July 23, 2014 AGENDA ITEM 8 AGENDA ITEM Consideration of District Volunteer Memorial Signs GENERAL MANAGER’S RECOMMENDATION Approve the proposed signs for memorializing deceased volunteers and docents who have provided a significant contribution to the District. SUMMARY The District proposes to install memorial signs to commemorate the dedication of deceased District volunteers and docents who have provided significant contributions to the District. The proposed design of the proposed memorial signs maintains consistency with other District informational/interpretive signs, the proposed two sign locations ensures high visibility and recognition by family, friends, and the general public. Initial costs for design and manufacture are included in the adopted FY2-14-15 Budget. Future annual budgets would need a small allotment for replacement costs, starting at about $600.00 and increasing slightly each year due to inflation. BACKGROUND For years, the District has received requests from our volunteers, an important group of supporters who collectively donate over 18,000 hours annually, to provide a means to memorialize deceased volunteers for their contributions to the District. In response, Volunteer Programs Manager Paul McKowan, Ranger Elisa Stanton, and Ranger Anthony Correia have collaborated to design two volunteer memorial signs, one each for the Skyline and Foothills areas. The District’s Site Naming, Special Recognition, and Gift Naming Policy (Site Naming Policy) allows for special recognitions, such as the proposed Volunteer and Docent Memorial Signs. The Site Naming Policy also calls out Volunteers as eligible for District memorials. The applicable sections of the Site Naming Policy are provided below: ...III SPECIAL RECOGNITION The Legislative, Funding and Public Affairs Committee (LFPAC) shall be the committee designated to discuss all requests that meet the criteria of the policy for special recognition, made by members of the Board of Directors or by members of the public, including bench memorials and the naming of bridges, and after deliberation shall decide which requests will be referred to the full Board for a vote… R-14-100 Page 2 ...D. Deceased Founders, Significant Supporters, and Volunteers "Founders", "Significant Supporters", and “Volunteers” are eligible for special recognition, including memorials… ...“Volunteers” shall be defined as individuals or groups of individuals who donated their time to the District by working for the District’s docent or volunteer program… DISCUSSION In response to requests for memorializing the contribution of District volunteers, the General Manager is recommending the installation of two new Volunteer and Docent Memorial Signs, one each for the Skyline and Foothills area as further described below. Sign Locations The two proposed memorial signs would be installed at the following locations: • Skyline Area near the Daniel C. Nature Center at Alpine Pond • Foothills Area near the Rancho San Antonio Farm Bypass Trailhead (at Mora intersection, where the existing bike rack is located) These locations were selected for the following reasons: • High public visitation and easy access that would allow all volunteer family members the ability to visit each site • High staff visibility with rangers patrolling each area on a regular basis to discourage vandalism • Close proximity to field offices, allowing for convenient and efficient maintenance Sign Description Each memorial sign would be mounted on a pedestal frame with a slanted laminate board sign resting at wheelchair eye level, consistent with District interpretive signs found at Picchetti Ranch Open Space Preserve and the Daniel C. Nature Center (see Attachments 1 and 2). The pedestal frames would have a locking mechanism allowing the laminate board to be replaced to update the sign information. These updates would occur no sooner than once a year to include additional deceased volunteers as needed. Pedestal frames with laminate board were considered the best type of sign structure for this purpose. The memorial signs would include plates with each individual’s name, donation of time, years of service, and program participation. Eligibility Requirement The General Manager recommends approving the following Volunteer Memorial eligibility criteria, and adding the criteria to the Volunteer Handbook and Site Naming, Gift and Special Recognition Policy: • Volunteer Memorial Qualifications: minimum of 250 volunteer hours and 5 years of service. Procedures, Cost, and Long Term Maintenance For each eligible volunteer, the Public Affairs Department would contact the family and send a bereavement card with a note and information regarding the volunteer memorial program. The District would assume all costs and have final approval of memorial sign text and formatting. Each eligible volunteer would be recognized in a consistent manner. The laminate portion of R-14-100 Page 3 each sign would be updated no more frequently than annually on a designated date, prior to the mid-year budget process, to add new names. Once the laminate sign is updated, Public Affairs staff would contact the family of the recently deceased volunteer and provide directions to the memorial signs. FISCAL IMPACT The initial cost estimate for design and manufacture of the (2) memorial signs is estimated at $2,200 and the yearly laminate board replacement cost is estimated at $600 and increase slightly each year with inflation. It is also important to note that there will be years in which there will be no laminate board replacement costs. The initial costs are included in the adopted FY14-15 Budget. Replacement costs would need to be included in future annual budgets, as needed. BOARD COMMITTEE REVIEW This item was brought to the Legislative Funding and Public Affairs Committee (LFPAC) on March 18, 2014, who supported the proposal and directed staff to research additional sign options to lessen the total cost. At the time the proposal was presented to LFPAC, the initial cost estimate for the design, manufacture, and installation of the memorial signs was estimated at $4,500 and the yearly replacement cost for the laminate board was estimated at approximately $1,000. In response to LFPAC direction, District Planning Staff contacted various vendors and successfully lowered the initial cost by over 50% and the yearly laminate board replacement cost by nearly 50% as well. PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE This action is categorically exempt under section 15304, Minor Alterations to Land. NEXT STEPS If the Board approves the proposed Volunteer Memorial Signs, staff would communicate with the families involved and order the signs. Installation would be completed as part of a local Girl Scout Bronze Award project. Attachments: 1. Sample Mock-up Memorial Sign #1 2. Sample Mock-up Memorial Sign #2 3. Proposed Locations Responsible Department Head: Shelly Lewis, Public Affairs Manager Prepared by: Paul McKowan, Volunteer Programs Manager Attachment 1 Attachment 2 Attachment 3 DATE: July 23, 2014 MEMO TO: Board of Directors THROUGH: Steve Abbors, General Manager FROM: Michael Williams, Real Property Manager and Elaina M. Cuzick, Real Property Specialist SUBJECT: Event Center, Facilities Use Agreement _____________________________________________________________________________ On December 11, 2013, the District entered into a Lease and Management Agreement with Peninsula Open Space Trust (POST) to manage the former Driscoll Ranches Apple Orchard and Event Center properties (R-13-106). At this meeting, the Board authorized the General Manager to “Develop a Facilities Use Agreement and work with equestrian user groups to formalize their role in the maintenance of the equestrian facilities and to supplement the repair and maintenance work”. In addition, the Board agreed to continue the following uses at the Event Center: a) Livestock staging and processing to support conservation grazing at the Preserve (via the grazing lease) b) Staging for organized/group rides and access to the tunnel and Preserve roads and trails (via District use permit) c) Agricultural and environmental education events (via District use permit) d) Equine/Livestock Clinics and Trainings (via Facility Use Agreement) e) Team Roping (via Facility Use Agreement) f) LGBT Rodeo for a period of up to two years (via Facility Use Agreement) Accordingly, the District has developed a Facilities Use Agreement and is working with equestrian user groups to formalize their role in the maintenance of the equestrian facilities at the Event Center to reduce the repair and maintenance costs for managing the Event Center. This memorandum informs the Board as to the progress in developing a Facilities Use Agreement, and the approach to ensuring the Event Center is maintained during the above mentioned uses with minimal impacts to District staff and resources. Facilities Use Agreement As part of the research for preparing a Facilities Use Agreement, staff surveyed the agreements of similar equestrian event facilities located in the Bay Area. The Woodside Horse Park agreement offered the best model for the District. From these examples, the District has prepared an agreement that addresses use, insurance, indemnity, applicable dates, types of fees, rules for use of the various areas of the event center, and licensee responsibilities. The agreement also includes an interim fee schedule in lieu of a Board-approved fee schedule to allow events to occur as early as this summer and during the District’s two-year interim lease arrangement for the Event Center. Should this property return to the Board at a later date for consideration of its purchase and fee title ownership, the General Manager would also include an Event Center fee schedule for Board consideration and approval. The interim fee schedule that would apply during the leasehold is consistent with prior Board direction to minimize the impacts to District staff and fiscal resources resulting from use of the Event Center by special user groups. The interim fee schedule includes a refundable deposit and fees to reimburse the direct costs for site preparation and ongoing maintenance, as further described below. Deposits ∙ A cleaning and/or damage deposit, which is refunded if the Event Center is left in clean and undamaged condition at the conclusion of the event. The cleaning and/or damage deposit is based on the nature of the event, and the number of days of use of the facility. Facility Use Fee ∙ The use fee is commensurate with the number of days of use of the facility. ∙ For uses that provide a public benefit, such as environmental or agricultural education, only a facility deposit is charged. ∙ Equestrian training events that provide a valuable public benefit and serve to further District goals, such as mounted search and rescue groups who provide training to assist in the search for members of the public who are lost or injured on District trails, may also qualify for a waived facility use fee. Event Center Fee Schedule Cleaning and/or Damage Deposit Environmental & Agricultural Education Organizations $0 Trail Ride/Ranch Event/Equestrian Single Day $125 Equestrian Multi Day $175 Facilities Use Fee Environmental & Agricultural Education Organizations $0 Trail Ride/Ranch Event $100 Equestrian Single Day $350 Equestrian Multi Day $450 Managing a recreational center such as the Event Center is new to the District. The General Manager anticipates that modifications will be made over time to the Facility Use Agreement to better address new issues as they emerge. A revised agreement and updated fee schedule would be brought to the Board at a later day as part of a future purchase should the District desire to purchase the property. Tentative Schedule of Events for 2014 Currently, three equestrian groups have indicated an interest in using the Event Center this year with one confirmation. The Bay Area Savvy Players have signed a Facilities Use Agreement to use the Event Center on July 25, 26, and 27. The San Mateo County Sherriff’s Mounted Search & Rescue group is interested in using the Event Center for one day in September, and the San Mateo County Horseman would like to hold a multi-day training in the fall. Next Steps The District, with the assistance of the Driscoll Ranch grazing tenant, will prepare for the first Bay Area Savvy Players event at the facility later this month. This will be a multi-day event with a maximum number of fifty (50) attendees. Operations and Real Property staff will monitor and evaluate this event and make any appropriate changes for future events. A brief update of this event will be included in a future biweekly report. A fee schedule would be brought to the Board for consideration as part of the proposed purchase of the Event Center, which may occur in 2015.