HomeMy Public PortalAbout20140813 - Agenda Packet - Board of Directors (BOD) - 14-21
REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office – Board Room
330 Distel Circle, Los Altos, CA 94022
Wednesday, August 13, 2014
SPECIAL MEETING BEGINS AT 5:00
REGULAR MEETING BEGINS AT 7:00 P.M.
A G E N D A
5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION
ROLL CALL
ORAL COMMUNICATIONS – PUBLIC
CONVENE TO CLOSED SESSION – The public may provide comments regarding the Closed
Session item(s) just prior to the Committee beginning the Closed Session. Closed Sessions are not open
to the public.
CLOSED SESSION: PUBLIC EMPLOYEE PERFORMANCE EVALUATION.
(GOVERNMENT CODE SECTION 54957(b)(1))
Title of Employees: District Controller
General Counsel
General Manager
ADJOURNMENT
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ORAL COMMUNICATIONS – PUBLIC
ADOPTION OF AGENDA
SPECIAL ORDER OF THE DAY
Introduction of Jenny Gibbons, Administrative Assistant
CONSENT CALENDAR
Meeting 14-21
1. Approve Minutes of the July 23, 2014 Regular Board Meeting
2. Approve Claims Report
3. Written Communications – R. Sundahl
4. Award of Contract for the Administrative Office Mansard Roof Replacement Project (R-
14-102)
Staff Contact: Kate Drayson, Administrative Services Manager
General Manager’s Recommendation:
1. Authorize the General Manager to enter into a contract with Barrera’s Builders, of Castro
Valley, CA, for an amount not-to-exceed $56,613.22, which includes the contract price of
$47,177.22 to replace the mansard roof shingles on the Administrative Office building, a
15% allowance of $7,076.00 to cover anticipated wood framing replacement, and a 5%
contingency amount of $2,360.00 to cover unanticipated additional repairs.
2. Determine that the proposed project is categorically exempt from the California
Environmental Quality Act, as set out in the staff report.
5. Contract for Completion of the McDonald and Sherrill Remediation and Demolition
Projects at La Honda Creek Open Space Preserve and Monte Bello Open Space Preserve
(R-14-104)
Staff Contact: Aaron Hebert, Contingent Project Manager
General Manager’s Recommendation:
1. Authorize the General Manager to enter into a contract with Asbestos Management Group
of California, Inc. of Oakland, CA, for a not-to-exceed amount of $114,454, which includes
the base bid amount of $99,525 for demolition, and a 15% contingency amount of $14,929
to complete the McDonald and Sherrill Remediation and Demolition Projects at La Honda
Creek Open Space Preserve and Monte Bello Open Space Preserve.
2. Determine the recommended actions on the Sherrill Remediation and Demolition Project
are categorically exempt from the California Environmental Quality Act, as set out in the
staff report.
BOARD BUSINESS
6. Accept Two Trail Easements, Two Rights of First Offer and Rights of First Refusal, and a
Conditional Grant Deed conveyance, to properties adjacent to Monte Bello and Rancho San
Antonio Open Space Preserves, located in the City of Palo Alto and unincorporated Santa
Clara County (Portions of Santa Clara County Assessor’s Parcel Numbers 351-09-003, 351-
09-023, 351-09-025, 351-10-037 & 351-12-067); and Bi-annual public meetings with Lehigh;
all in Exchange for Dismissal of Appeal in Midpeninsula Regional Open Space District v.
County of Santa Clara et al, Court of Appeal Case No. H040839 (Lehigh EIR challenge);
Adoption of Related Preliminary Use and Management Plan; and Approval of a
Categorical Exemption in accordance with the California Environmental Quality Act (R-
14-98)
Staff Contact: Sheryl Schaffner, General Counsel and Mike Williams, Real Property Manager
General Manager’s Recommendation:
1. Adopt a Resolution authorizing acceptance of the following property rights conveyances from
Lehigh:
A. Amend Grant of Trail Easement to widen existing Quarry Trail from 20 to 200 feet;
B. New Public Trail Easement to Monte Bello Open Space Preserve;
C. Rights of First Offer and Rights of First Refusal to two properties adjacent to Rancho
San Antonio Open Space Preserve totaling 265 acres;
D. Conditional Grant Deed to one property adjacent to San Antonio Open Space
Preserve.
2. Adopt a Preliminary Use and Management Plan for the property as contained in the staff
report.
3. Indicate the Board’s intention to dedicate the Quarry Trail, and defer dedication of the new
trail easement until it is complete.
4. Approve settlement and dismissal of the pending litigation on the terms outlined in the staff
report.
5. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA) as set out in the staff report.
7. Discussion of Criteria for Inclusion on District Volunteer Memorial Signs
Staff Contact: Sheryl Schaffner, General Counsel and Paul McKowan, Volunteer Programs
Manager
General Manager’s Recommendation: Discuss and approve criteria for inclusion of deceased
volunteers on District Volunteer Memorial Signs.
8. Approval of Response to San Mateo County Civil Grand Jury Report dated May 19, 2014
Regarding Website Transparency (R-14-101)
Staff Contact: Jennifer Woodworth, District Clerk
General Manager’s Recommendation: Approve and authorize the President of the Board of
Directors to execute the proposed response to the San Mateo County Civil Grand Jury’s report of
May 19, 2014 regarding special district website transparency.
INFORMATION ONLY REPORTS
• Closing Memorandum Re: Alepin Access Easement, Rancho San Antonio Open Space Preserve
• Rancho San Antonio Air Monitoring Study Update
INFORMATIONAL REPORTS – Reports on compensable meetings attended. Brief reports or announcements
concerning activities of District Directors and staff; opportunity to refer public or Board 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 August 8, 2014, at the
Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. Agenda materials are also available on the District’s
website at http://www.openspace.org.
Signed this 8th day of August, 2014, at Los Altos, California.
July 23, 2014
Board Meeting 14-17
REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office – Board Room
330 Distel Circle
Los Altos, CA 94022
July 23, 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, Cecily Harris, Larry Hassett, Yoriko Kishimoto, and Curt Riffle
Members Absent: Nonette Hanko and Pete Siemens
Staff Present: General Manager Steve Abbors, Assistant General Manager Kevin
Woodhouse, Assistant General Manager Ana Ruiz, General Counsel
Sheryl Schaffner, Natural Resources Manager Kirk Lenington, Planner II
Julie Andersen, Acting Operations Manager Michael Newburn,
Contingent Project Manager Aaron Hébert, Planning Manager Jane Mark,
Project Manager Gina Coony, Public Affairs Manager Shelly Lewis,
Volunteer Programs Manager Paul McKowan, and District Clerk Jennifer
Woodworth
III. ORAL COMMUNICATIONS
No speakers present.
IV. ADOPTION OF AGENDA
Motion: Director Riffle moved, and Director Kishimoto seconded the motion to adopt the
agenda.
VOTE: 5-0-0 (Directors Hanko and Siemens absent)
V. SPECIAL ORDER OF THE DAY
Meeting 14-17 Page 2
Human Resources Supervisor Candice Basnight introduced Human Resources Technician Lisa
Beaulieu.
VI. CONSENT CALENDAR
1. Approve Minutes of the Regular Board Meeting of July 9, 2014.
2. Approve the Claims Report
3. Written Communication to R. Sundahl
Item 3 was continued to the next regular Board meeting to be held on August 13, 2014.
4. Contract for Completion of the Sierra Azul Remediation and Demolitions Project at
Sierra Azul Open Space Preserve (R-14-95)
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.
5. Contract for Completion of the Saratoga Gap Demolition Project at Saratoga Gap
Open Space Preserve (R-14-96)
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)
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.
Director Hassett expressed his concerns regarding the use of contingencies in District projects
performed by outside consultants and inquired if there was a method to let the Board know how
Meeting 14-17 Page 3
often the contingency portion of District contracts are utilized. Mr. Hassett also commented on
District staff’s calculation of differing contingency amounts for different contracts.
Assistant General Manager Kevin Woodhouse explained that there are differing levels of
complexity for individual District projects which drives the contingency levels provided for in
individual contract for District projects.
Assistant General Manager Ana Ruiz explained that contract contingencies are only utilized if
issues arise in a project to keep projects on schedule and expedite the process. Ms. Ruiz
suggested that staff could report to the Board in the biweekly report if and when contract
contingencies are utilized.
Project Manager Gina Coony explained that differing contingency amounts are used because the
amounts are tailored to individual projects. Ms. Coony also reported on several past District
projects where contingency funds were and were not used.
General Manager Steve Abbors commented that staff can complete a random audit of the past
year’s projects to determine if contract contingencies were utilized.
Director Hassett explained that he would like staff to report back with a process for reporting on
contingency use.
Public hearing opened at 7:27 p.m.
Mike Bushue a member of the District’s Community Advisory Committee and Equestrian Trail
Riders’ Action Committee spoke regarding the demolition of structures at Hicks Creek Ranch
located at Sierra Azul Open Space Preserve and its potential use as a equestrian facility or
backpack camp. Mr. Bushue urged the Board to look into ways for the District to create
opportunities for equestrian uses.
Contingent Project Manager Aaron Hébert explained that the access road to Hicks Creek Ranch
was deemed unstable by Santa Clara County and District consultant Tim Best. Mr. Hebert also
explained that the equestrian facilities are being hand disassembled for use at other District
properties or auctioned.
Public hearing closed at 7:32 p.m.
Motion: Director Hassett moved, and Director Riffle seconded the motion to approve the
Consent Calendar with the exception of item 3.
VOTE: 5-0-0 (Directors Hanko and Siemens absent)
VII. BOARD BUSINESS
7. Contract to Provide Pond Restoration work at the La Honda Creek Open Space
Preserve (R-14-99)
Planner II Julie Andersen addressed Director Hassett’s concerns regarding contract contingencies
explaining that the pond projects all include a 20% contingency. Ms. Andersen described past
Meeting 14-17 Page 4
pond projects completed by the District and the amount of the projects’ contingencies that were
utilized explaining that the District was able to complete important restoration work by utilizing
contract contingencies. Ms. Andersen provided the staff report describing the location of Pond
DRO5 and its current condition, including the failure of a berm and presence of invasive fish
species. Finally, Ms. Andersen described various add alternates which may be included in the
project.
Director Kishimoto inquired as to reasons why only one bid was received.
Ms. Andersen explained that possible reasons may be due to the low dollar amount of the
project, the tight timeframe for the project, and the complexity of the project.
Director Harris inquired how the red legged frog population is restored in these ponds.
Ms. Andersen explained that the red legged frog populations tend to naturally rebound once their
habitat has been restored.
Public hearing opened at 7:58 p.m.
No speakers present.
Public hearing closed at 7:58 p.m.
Motion: Director Hassett moved, and Director Kishimoto seconded the motion to
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.
VOTE: 5-0-0 (Directors Hanko and Siemens absent)
8. Consideration of District Volunteer Memorial Signs (R-14-100)
Volunteer Programs Manager Paul McKowan introduced Mira Cohen a local Los Altos Girl
Scout who will be installing the proposed signs as part of her Gold Award project. Mr.
McKowan provided the staff report describing the efforts of the many volunteers and docents
that have served and continue to serve the District and an appropriate way to recognize their
efforts. Mr. McKowan described the locations proposed for the volunteer memorial signs and
the criteria to be used for determining who will be included on the proposed sign. Finally, Mr.
McKowan described the initial and ongoing costs for sign construction and maintenance.
Ms. Cohen described the Girl Scouts’ Gold Award requirements explaining that projects must
have a long lasting impact on people and the environment in a positive way, and projects require
80 hours of time including leadership and work to implement the chosen project. Ms. Cohen’s
efforts involved working with District staff, organizing volunteers, and work on trails
surrounding the proposed signs.
Meeting 14-17 Page 5
Director Riffle inquired how the sign would be updated and anticipated additions to the sign.
Mr. McKowan explained that the sign would be reserved for volunteers who meet the
recommended criteria and would be updated annually.
Public hearing opened at 8:32 p.m.
No speakers present.
Public hearing closed at 8:32 p.m.
Motion: Director Kishimoto moved, and Director Riffle seconded the motion to approve the
proposed signs for memorializing deceased volunteers and docents who have provided a
significant contribution to the District and have volunteered for at least 10 years and provided
250 hours of volunteer service with a provision that the General Manager can make exceptions in
extraordinary cases.
VOTE: 3-2-0 (Directors Cyr and Hassett opposed; Directors Hanko and Siemens absent.)
General Counsel Sheryl Schaffner commented that she had looked into the District’s enabling
legislation, and Public Resources Code §5547 requires motions to be passed by a majority of the
Board’s membership and not a majority of a quorum present.
Motion fails.
Motion: Director Cyr moved, and Hassett seconded the motion to approve the General
Manager’s recommendation and approve the proposed signs for memorializing deceased
volunteers and docents with the exception of the criteria outlining the requirements for when
deceased volunteers will be included. The criteria for inclusion on the volunteer memorial signs
will be continued to the next regular Board meeting to be held on August 13, 2014.
VOTE: 5-0-0 (Directors Hanko and Siemens absent.)
VIII. COMMITTEE REPORTS
No committee reports provided.
IX. STAFF REPORTS
No staff reports provided.
X. DIRECTOR REPORTS
The Board submitted their compensatory forms to the District Clerk.
Director Harris asked about the informational memo included in the agenda packet regarding the
Facilities Use Agreement for the Driscoll Ranch Event Center.
Meeting 14-17 Page 6
General Manager Steve Abbors commented that the memo was intended to inform the Board of
the progress of the project.
Mike Bushue inquired regarding the facility use fee for trail rides and whether an individual
would have to pay the same fee.
Ms. Ruiz commented that the facility is intended for use for events and is not currently open to
public access. The matter would be reexamined once the area was opened to public access.
Directors Hassett and Cyr reported that they will be attending Bo Gimbal’s memorial service on
Saturday.
Director Cyr reported that he recently hiked the Sierra Marina trail in the El Corte de Madera
Open Space Preserve.
Director Kishimoto reported that she was contacted by neighbors of the Ridge Winery and will
be meeting with them soon.
Ms. Kishimoto also reported that she attended a meeting of the Santa Clara Valley Water District
Commission and reported on current drought conditions and ongoing outreach and conservation
efforts.
Director Riffle provided comments on whether the District should be making efforts to mitigate
long term damage to wildlife caused by the continuing drought.
Mr. Abbors responded that he has asked staff to look into the impact of grazing during the
drought to ensure that it does not overwhelm the current water supply.
Director Harris reported that she will be attending the legislative luncheon next week.
XI. ADJOURNMENT
President Harris adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District at 9:10 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk
Page 1 of 2
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
67160 *10205 - CALIFORNIA JPIA All Risk Property Insurance Program Premium FY14-15 07/17/2014 $34,667.00
Pollution Liability Insurance Program Premium 7-1-14 to 7-1-17 07/17/2014
67194 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Progress Invoice 01 Bald Mtn Parking Construction (SAU)07/23/2014 $22,966.25
67178 11241 - QUESTA ENGINEERING CORPORATION Harkins Bridge Engineering Phase 1 (PCR)07/17/2014 $15,785.98
67193 11388 - WAGNER & BONSIGNORE Water Rights Consulting Work - District Wide 07/17/2014 $13,207.45
67165 10546 - ECOLOGICAL CONCERNS INC Weed Treatment at SR Tree Farm Restoration (LT)07/17/2014 $5,880.00
67179 11303 - SANTA CLARA COUNTY FIRESAFE COUNCIL Chipping Projects Bordering Sierra Azul 07/17/2014 $5,000.00
67158 10406 - BAY AREA ASPHALT & CEMENT WORK Asphalt Patching (SAO)07/17/2014 $3,820.00
67182 *10580 - SHARP BUSINESS SYSTEMS Copies & Usage 07/17/2014 $3,760.89
67187 11300 - STRATEGY RESEARCH INSTITUTE Measure AA post-election polling services - July 2014 07/17/2014 $3,000.00
67180 11268 - SANTA CLARA COUNTY PLANNING OFFICE Plan Check Fees for Mt Umunhum Tower Repairs (SA)07/17/2014 $2,798.00
67190 11033 - THE CREATIVE GROUP Public Affairs Assistant - Mello 07/17/2014 $1,874.88
Public Affairs Assistant - Mello 07/17/2014
67168 11195 - GOODYEAR AUTO SERVICE CENTER Tires & Installation Of Tires - P87 07/17/2014 $1,548.74
Tires & Installation Of Tires - P74 07/17/2014
67185 *10952 - SONIC.NET, INC.AO + FFO Internet (08/2014)07/17/2014 $1,519.00
1184 **10203 - WOODSIDE & PORTOLA PRIVATE PATROL Patrol Services - Hawthorn property (WH)07/17/2014 $1,200.00
67163 11309 - CONSERVATION COLLABORATIVE USFWS Safe Harbors Agreement 07/17/2014 $1,000.00
67188 10152 - TADCO SUPPLY Janitorial Supplies (RSA/CP)07/17/2014 $871.73
67153 10004 - ACCOUNTEMPS Accounting Temp 07/17/2014 $861.54
67192 10403 - UNITED SITE SERVICES INC Sanitation Services (FOOSP)07/17/2014 $745.52
Sanitation Services (SA)07/17/2014
67176 10227 - PENINSULA OPEN SPACE TRUST Reimbursement for 2014 Behroozi Property Taxes (SA)07/17/2014 $737.46
67191 10200 - TOOLAND INC Tools for Ancient Oaks Trail Construction (RR)07/17/2014 $488.03
67162 11395 - CELLOTAPE, INC.Ranger Badge Stickers 07/17/2014 $443.89
67181 11399 - SANTA CLARA VALLEY WATER DISTRICT Well Permit Fee for Rogers Property (MB)07/17/2014 $400.00
67167 10187 - GARDENLAND POWER EQUIPMENT Throttle Cable 07/17/2014 $356.18
Chainsaw Chaps 07/17/2014
Repairs on Pumper - P74 07/17/2014
67161 *10454 - CALIFORNIA WATER SERVICE CO-949 Water Service (FFO)07/17/2014 $317.48
67164 10540 - CRAFTSMEN PRINTING Business Cards - Abarr/Jurich/Chance/Beaulieu/Chung/Beckman 07/17/2014 $293.63
67177 *10180 - PG & E Electric (SAO)07/17/2014 $237.68
67154 10617 - ALEXANDER, ZACHARY Mileage Reimbursement for District Use of Personal Vehicle 07/17/2014 $217.28
67184 10383 - SMUTNAK, GREG Reimbursement for New Battery - P78 07/17/2014 $214.89
67170 10281 - GREENINFO NETWORK Interactive Map Web Site 07/17/2014 $212.50
67151 10706 - THE MERCURY NEWS Reissued Check Lost in Mail 07/17/2014 $203.75
67183 11215 - SILICON VALLEY LEADERSHIP GROUP Workplace Wellness Table Sponsorship Fee 07/17/2014 $200.00
67157 10274 - BAY AREA AIR QUALITY MANAGEMENT Annual Permit to Operate Fuel Tanks (SFO)07/17/2014 $176.00
67169 10287 - GRAINGER INC Eye Wash Tank Sprayer - M202 07/17/2014 $173.46
67159 11338 - BIEBER, CYDNEY Reimbursement for Conference Expenses 07/17/2014 $172.80
67156 10817 - AMICI'S EAST COAST PIZZERIA Volunteer Training Meal 07/17/2014 $161.66
Volunteer Training Meal 07/17/2014
67166 10168 - G & K SERVICES INC Shop Towel Service (SFO / FFO)07/17/2014 $131.61
67171 10895 - INFANTE, LISA Mileage Reimbursement for District Use of Personal Vehicle 07/17/2014 $125.44
Page 2 of 2
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
67186 10302 - STEVENS CREEK QUARRY INC Base Rock (DHF/GP)07/17/2014 $104.48
1185 **10850 - COMPLETE PEST CONTROL Rodent Control Service for Hawthorn Historic Complex (WH)07/23/2014 $100.00
67173 11274 - MONTEZ, AMANDA Mileage Reimbursement for District Use of Personal Vehicle 07/17/2014 $88.59
67150 11369 - BANK OF THE WEST COMMERCIAL CARD USA Bottled Water (SAO)07/17/2014 $80.02
Plumbing Parts (SAO)07/17/2014
67155 *10294 - AMERIGAS-SAN JOSE Propane Tank Rental (SFO)07/17/2014 $70.69
67189 11348 - THE BACKFLOW GUY Test & Certify Backflow Prevention Assembly (WH)07/17/2014 $70.00
67175 10271 - ORLANDI TRAILER INC Break Away Switch Repairs & Installation - M17 07/17/2014 $64.75
67172 10369 - MANNING, MEREDITH Cell Phone Reimbursement (Apr-Jun 2014)07/17/2014 $60.00
67152 *10810 - A T & T FAX (FFO)07/17/2014 $45.84
67174 10670 - O'REILLY AUTO PARTS Tail Lights - M33 07/17/2014 $45.07
Wiper Blade & Vacumn Tubing for Crew Truck 07/17/2014
Grand Total $126,500.16
*Annual Claims
**Hawthorn Expenses
BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek
CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill
ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office
ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office
FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office
FO = Fremont Older PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost
RR/MIN = Russian Ridge - Mindego Hill GP = General Preserves
Page 1 of 3
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
67200 *11230 - SANTA CLARA COUNTY-C/O UNITED ADMINISTRATIVE SERVICE Insurance - Dental Group #1766-0006 07/28/2014 $11,128.32
67202 11216 - SANTA CLARA COUNTY-LAFCO FY14-15 LAFCO Dues 07/29/2014 $10,808.32
67198 *11152 - WELLINGTON PARK INVESTORS AO2 Rent - August 07/25/2014 $8,339.00
67196 10086 - PHYTOSPHERE RESEARCH Sudden Oak Death Research Apr-Jun 2014 (MB/RSA)07/24/2014 $6,168.75
67199 10363 - BOARD OF EQUALIZATION Sales Tax for out of state purchases 07/28/2014 $4,412.00
67211 10684 - BUTANO GEOTECHNICAL ENGINEERING Geotechnical Survey Report / Water System Upgrade Silva Property (RR)07/30/2014 $3,360.00
67224 10467 - HIGHWAY PRODUCTS Storage Boxes for New Truck 07/30/2014 $2,999.00
67217 11397 - COMMITTEE FOR GREEN FOOTHILLS Sponsorship for $2,500 "Nature's Inspirations" Event 9/2/2014 07/30/2014 $2,500.00
67218 11318 - CONFLUENCE RESTORATION Mindego Gateway Planting and Maintenance (2014-15) (RR)07/30/2014 $2,164.33
67227 10190 - METROMOBILE COMMUNICATIONS New Radio Unit 07/30/2014 $2,039.56
67259 11190 - VALLEY TREE CARE Tree Removal (RSA)07/30/2014 $1,750.00
67257 *10583 - TELEPACIFIC COMMUNICATIONS District Telephone Service + SAO Internet (August 2014)07/30/2014 $1,495.23
67249 11403 - SANTA ROSA JUNIOR COLLEGE/ACCOUNTING Tuition Costs for Ranger Academy (Ended 4/25/14)07/30/2014 $1,472.00
67207 11396 - AGCO HAY LLC Event Center Mowing (LHC/Driscoll)07/30/2014 $1,265.00
67231 *10180 - PG & E Electric (RSA/CP)07/30/2014 $1,203.05
Electric (ECM)07/30/2014
Electric (RR)07/30/2014
Electric (FFO)07/30/2014
67251 10196 - SHELTERBELT BUILDERS INC Pest Control Recommendations April-June 2014 07/30/2014 $1,108.26
67226 10626 - KOFF & ASSOCIATES INC Classification Study 07/30/2014 $1,050.00
67205 10004 - ACCOUNTEMPS Accounting Temp 07/30/2014 $852.08
67216 10352 - CMK AUTOMOTIVE INC Maintenance & Repairs - P84 07/30/2014 $823.58
Maintenance & Repairs - A40 07/30/2014
67219 10793 - FALL CREEK ENGINEERING Engineering Services for Pond DR05 (LHC)07/30/2014 $814.32
67223 *10173 - GREEN WASTE-11089 Weekly Garbage & Recycle (SFO)07/30/2014 $677.59
Debris Box Fee (SFO)07/30/2014
67247 11268 - SANTA CLARA COUNTY PLANNING OFFICE Lobner Property Demo Permit APN-351-13-007 / APN-351-13-018 (MB)07/30/2014 $610.00
67222 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Service & Repairs 07/30/2014 $601.48
Chainsaw Parts 07/30/2014
Throttle Cable Freight 07/30/2014
67203 11404 - AARON BLYTH Entertainment for Legislative Luncheon 07/30/2014 $500.00
67252 10447 - SIMMS PLUMBING & WATER EQUIPMENT Determine Well Depth & Evaluate Water Level at Monte Bello Cabin 07/30/2014 $475.00
67254 10157 - STAPLES CREDIT PLAN Office Supplies (AO)07/30/2014 $455.32
67228 10366 - MONTGOMERY HIGHLANDS ASSOCIATION Annual Road Maintenance Fee 2014/2015 (ES)07/30/2014 $450.00
67253 10585 - SOL'S MOBILE SERVICE BIT Inspection - M15 07/30/2014 $433.13
BIT Inspection - M22 07/30/2014
BIT Inspection - WT02 07/30/2014
67204 10001 - AARON'S SEPTIC TANK SERVICE Sanitation Services (MB)07/30/2014 $395.00
67230 10209 - PETTY CASH-MROSD Reimbursement to Petty Cash 07/30/2014 $380.59
67195 10396 - GO NATIVE NURSERY LLC Mapping of the "Purple Star Thistle" Treated in Driscoll Ranch (LHC)07/24/2014 $350.00
67221 10169 - FOSTER BROTHERS SECURITY SYSTEMS Key Lock Boxes (FFO)07/30/2014 $327.10
Lock Service (RSA/CP)07/30/2014
67233 10932 - RDO EQUIPMENT COMPANY Parts for Equipment Repair 07/30/2014 $326.82
67208 11170 - ALEXANDER ATKINS DESIGN, INC.Design for Bay Nature Ad 07/30/2014 $320.00
Page 2 of 3
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
67242 11268 - SANTA CLARA COUNTY PLANNING OFFICE Saratoga Gap Demo Permit fee - APN 351-13-010 07/30/2014 $305.00
67243 11268 - SANTA CLARA COUNTY PLANNING OFFICE Permits for Sierra Azul Demolitions (Fee for each APN)07/30/2014 $305.00
67244 11268 - SANTA CLARA COUNTY PLANNING OFFICE Permits for Sierra Azul Demolitions (Fee for each APN)07/30/2014 $305.00
67245 11268 - SANTA CLARA COUNTY PLANNING OFFICE Permits for Sierra Azul Demolitions (Fee for each APN)07/30/2014 $305.00
67246 11268 - SANTA CLARA COUNTY PLANNING OFFICE Permits for Sierra Azul Demolitions (Fee for each APN)07/30/2014 $305.00
67235 10182 - ROYAL BRASS INC Sweco Repair Parts 07/30/2014 $296.84
Sprayer Parts 07/30/2014
67210 10011 - BILL'S TOWING SERVICE Vehicle Tow - P84 07/30/2014 $276.25
67212 *10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service for Rental Residences & Windy Hill 07/30/2014 $273.09
67215 11237 - CHILDS, MICHELE Reimbursement - Travel Expenses to ESRI (GIS) Conference 07/30/2014 $252.72
67256 10199 - TARGET SPECIALTY PRODUCTS Spray Wand for Truck - M202 07/30/2014 $219.02
67197 10369 - MANNING, MEREDITH Reimbursement - Mileage 07/24/2014 $217.28
67236 10301 - RUIZ, ANA Reimbursement - American Institute of Certified Planners Professional Dues 07/30/2014 $200.00
67213 *10454 - CALIFORNIA WATER SERVICE CO-949 Water (AO)07/30/2014 $147.38
67234 10176 - RE BORRMANN'S STEEL CO Materials for Teasel Tool 07/30/2014 $127.81
67214 10170 - CASCADE FIRE EQUIPMENT COMPANY Supplies for Fire Program 07/30/2014 $127.39
67201 10181 - BANKOSH, MICHAEL Reimbursement - Cell Phone (Nov - Jan 2014)07/29/2014 $120.00
67206 10240 - ACE FIRE EQUIPMENT & SERVICE INC Fire Extinguishers for Utility Vehicles 07/30/2014 $97.01
67255 10152 - TADCO SUPPLY Janitorial Supplies (RSA/CP)07/30/2014 $80.48
67232 10265 - PRIORITY 1 Vehicle Repair - P92 07/30/2014 $75.00
67209 *10294 - AMERIGAS-SAN JOSE Tank Rental at Folger Residence (LHC)07/30/2014 $70.85
67258 10201 - TURF & INDUSTRIAL EQUIP CO Sprayer Parts 07/30/2014 $61.66
67229 10670 - O'REILLY AUTO PARTS Jumper Cables - M204 07/30/2014 $58.43
Mini Bulb - M94 07/30/2014
67250 11356 - SHAW, ARIEL County CEQA Filing Fee for Saratoga Gap Demolition (SG)07/30/2014 $52.50
67238 11089 - SANTA CLARA COUNTY CLERK RECORDER CEQA Filing Fees Sierra Azul Demos (Fee for each APN)07/30/2014 $50.00
67239 11089 - SANTA CLARA COUNTY CLERK RECORDER CEQA Filing Fees Sierra Azul Demos (Fee for each APN)07/30/2014 $50.00
67240 11089 - SANTA CLARA COUNTY CLERK RECORDER CEQA Filing Fees Sierra Azul Demos (Fee for each APN)07/30/2014 $50.00
67241 11089 - SANTA CLARA COUNTY CLERK RECORDER CEQA Filing Fees Sierra Azul Demos (Fee for each APN)07/30/2014 $50.00
67225 10051 - JIM DAVIS AUTOMOTIVE Smog Check - P75 07/30/2014 $45.00
67237 11289 - SANTA CLARA CO. PUBLIC HEALTH LAB Water Testing (SAO)07/30/2014 $40.00
1186 **10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service - Hawthorn Property (WH)07/30/2014 $35.79
67248 11042 - SANTA CLARA COUNTY-OFFICE OF THE SHERIFF Fingerprinting Services 07/30/2014 $20.00
67220 10779 - FIRST CALL AUTO PARTS Windshield Wiper Fluid 07/30/2014 $18.96
Grand Total $76,693.29
*Annual Claims
**Hawthorn Expenses
Page 3 of 3
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
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 GP = General Preserves
Page 1 of 3
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
67260 *10215 - CALPERS-FISCAL SERVICES DIVISION August Health Insurance Premium 08/01/2014 $116,203.61
67334 10487 - TKO GENERAL ENGINEERING & CONSTRUCTION Construction Services for Bald Mtn Staging Area (SA)08/06/2014 $32,041.60
67294 10031 - DESIGN CONCEPTS Summer Newsletter 08/06/2014 $5,584.15
Mission Statement Design 08/06/2014
South Skyline Map 08/06/2014
Mindego Grand Opening Design (RR)08/06/2014
Bald Mountain Groundbreaking Design (SAU)08/06/2014
Design Projects - Invitations, Donation Cards, Business Cards 08/06/2014
67316 10925 - PAPE` MACHINERY Bulldozer Rental for Ancient Oaks Trail (RR)08/06/2014 $5,232.50
67283 11386 - BOB MURRAY & ASSOCIATES Professional Services - Recruitment Ops Manager 08/06/2014 $5,176.69
67282 10141 - BIG CREEK LUMBER CO INC Lumber for Ancient Oaks Trail Puncheon (RR)08/06/2014 $5,129.85
Lumber for Fencing & Signs (GP)08/06/2014
Lumber for Oljon Puncheon (ECDM)08/06/2014
Lumber for Ancient Oaks Trail Bridge (RR)08/06/2014
67263 *10419 - THE LINCOLN NATIONAL LIFE INSURANCE COMPANY MROSD-BL-490450 Accidental Death & Dismemberment Insurance 08/01/2014 $4,534.93
MROSD-BL-490450 LIFE Insurance 08/01/2014
MROSD-BL-490450 Long-Term Disability 08/01/2014
67329 10102 - SHUTE, MIHALY & WEINBERGER LLP CEQA Challenge to Lehigh Reclamation Plan EIR 08/06/2014 $3,749.54
CEQA Legal Fees for Ridge Vineyards Exchange 08/06/2014
Consulting Services on Real Property Matters 08/06/2014
67307 10058 - LIEBERT CASSIDY WHITMORE Legal Services - Personnel 08/06/2014 $3,348.00
Annual Consortium Fee (07/01/14 - 06/30/15)08/06/2014
67277 11396 - AGCO HAY LLC Event Center Preparation for Equine Event (LHC)08/06/2014 $2,620.00
67333 11033 - THE CREATIVE GROUP Public Affair Assistant - Mello 08/06/2014 $2,619.81
67301 10222 - HERTZ EQUIPMENT RENTAL INC Excavator Equipment Rental (SA)08/06/2014 $2,391.41
67319 10140 - PINE CONE LUMBER CO INC Construction Material for Ancient Oaks Trail Bridges (RR)08/06/2014 $2,377.51
Construction Material for Mindego Puncheon (RR)08/06/2014
67290 10022 - CONCERN Employee Assistance Program (Jul - Sep 2014)08/06/2014 $2,350.00
67262 *10211 - PUBLIC POLICY ADVOCATES Legislative Advocacy Services 08/01/2014 $2,334.89
67300 11177 - HARRIS CONSTRUCTION Ceiling & Drywall Repairs at Rental Residence (RR)08/06/2014 $2,052.75
Repair Deck at Rental Residence (PCR)08/06/2014
67284 10684 - BUTANO GEOTECHNICAL ENGINEERING Engineering Consulting for Ancient Oaks Trail Bridge Piers (RR)08/06/2014 $1,830.00
Geotechnical Engineering Services for Pond DR05 (LHC)08/06/2014
67268 *10032 - DEL REY BUILDING MAINTENANCE July Janitorial Services (AO)08/01/2014 $1,815.00
67321 11282 - PROELIA DEFENSE AND ARREST TACTICS, LLC Defensive Tactics Training for Rangers 08/06/2014 $1,749.96
67281 *10128 - AMERICAN TOWER CORPORATION Coyote Peak-Repeater Site Lease 08/06/2014 $1,668.00
67261 *10212 - PINNACLE TOWERS INC Crown Site ID 871823-Tower Rental 08/01/2014 $1,524.00
67264 *11003 - UNITED ADMINISTRATIVE SERVICES GLUG-45Y5 Basic Life Insurance Premium 08/01/2014 $1,290.96
GLUG-45Y5 Supplemental Life Insurance Premium 08/01/2014
67280 11400 - AMERICAN RECYCLED PRODUCTS Wheel Stops (PCR/WH)08/06/2014 $1,232.40
67286 11064 - CAMERON, ROSEMARY Writing & Editing Assistance - CSDA Presentation, Outreach Support 08/06/2014 $1,200.00
67289 *10445 - COMMUNICATION & CONTROL INC Tomita Hill - Antenna Rental 08/06/2014 $1,172.00
Tomita Hill - Utility Fee 08/06/2014
67265 *10213 - VISION SERVICE PLAN-CA 00 106067 0010 - Vision Insurance Premium 08/01/2014 $960.45
Page 2 of 3
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
67299 10345 - GLOBAL STEEL FABRICATORS INC Bridge Brackets for Ancient Oaks Trail Bridges (RR)08/06/2014 $926.50
67318 *10180 - PG & E Electric Service - Well Pump (SR)08/06/2014 $923.54
Electric Service (RSA)08/06/2014
Electric Service (SR)08/06/2014
Electric Service (Annex/RSA)08/06/2014
Electric Service - Daniel Nature's Center (SR)08/06/2014
Electric Service (FOOSP)08/06/2014
67313 10160 - OFFICE DEPOT CREDIT PLAN Paper, Clipboard, Pens, Wall Calendar, Index Cards, Calculator 08/06/2014 $807.41
67275 10004 - ACCOUNTEMPS Accounting Temp 08/06/2014 $792.24
67335 10403 - UNITED SITE SERVICES INC Sanitation Services (FOOSP)08/06/2014 $745.52
Sanitation Services (SA)08/06/2014
67310 11384 - NESCO RENTALS Aerial Truck Rental for Overhead Tree Pruning - Various Preserves 08/06/2014 $674.25
67323 10091 - R & B COMPANY Water System Improvements at McDonald Ranch (LHC)08/06/2014 $586.42
Water Line Repairs for McDonald Ranch (LHC)08/06/2014
67326 11405 - RICHARD KIM Bio Survey Work at Mindego Ranch (RR)08/06/2014 $500.00
67317 10209 - PETTY CASH-MROSD SFO Petty cash 08/06/2014 $439.52
67287 10352 - CMK AUTOMOTIVE INC Maintenance & Repairs - A93 08/06/2014 $418.41
Maintenance & Repairs - A95 08/06/2014
Maintenance & Repairs - P50 08/06/2014
67324 *10589 - RECOLOGY SOUTH BAY Garbage Service (RSACP)08/06/2014 $393.93
67328 11083 - SANTA CLARA COUNTY ASSESSOR GIS Data 08/06/2014 $375.00
67291 10184 - CONTINUING EDUCATION OF THE BAR CA Muni Law Handbook 2014 08/06/2014 $364.04
67302 10642 - HMS INC Roof Hazardous Materials Testing (AO)08/06/2014 $360.00
67325 *10093 - RENE HARDOY 07/14 AO Landscaping 08/06/2014 $325.00
67278 11170 - ALEXANDER ATKINS DESIGN, INC.Events Poster Design - August 08/06/2014 $305.00
67266 *10018 - CECILY HARRIS July Director Meetings 08/01/2014 $300.00
67267 *10029 - CURT RIFFLE July Director Meetings 08/01/2014 $300.00
67269 *10050 - JED CYR July Director Meetings 08/01/2014 $300.00
67270 *10057 - LARRY HASSETT July Director Meetings 08/01/2014 $300.00
67273 *10118 - YORIKO KISHIMOTO July Director Meetings 08/01/2014 $300.00
67327 10151 - SAFETY KLEEN SYSTEMS INC Solvent Tank Maintenance 08/06/2014 $295.56
67331 10107 - SUNNYVALE FORD Maintenance & Repairs - P95 08/06/2014 $264.95
67293 10032 - DEL REY BUILDING MAINTENANCE Janitorial Supplies - AO 08/06/2014 $251.82
67332 10199 - TARGET SPECIALTY PRODUCTS Protective Bee Suit 08/06/2014 $214.20
67271 *10072 - NONETTE HANKO July Director Meetings 08/01/2014 $200.00
67272 *10084 - PETE SIEMENS July Director Meetings 08/01/2014 $200.00
67306 11326 - LEXISNEXIS MATTHEW BENDER Subscription Print Service July 2014 08/06/2014 $178.00
67295 11050 - F&S AUTO BODY INC Door Repair - M39 08/06/2014 $162.80
67303 10455 - HUGG, IANTHINA Mileage Reimbursement for District Business 08/06/2014 $134.96
67297 10168 - G & K SERVICES INC Shop Towel Service (FFO & SFO)08/06/2014 $131.61
67308 10189 - LIFE ASSIST First Aid Litter Straps Refund 08/06/2014 $127.98
First Aid Supplies 08/06/2014
67309 10190 - METROMOBILE COMMUNICATIONS Radio Repair 08/06/2014 $125.00
67315 10233 - PACIFIC WATER SYSTEMS Water Supplies (FOOSP)08/06/2014 $124.32
Page 3 of 3
CLAIMS REPORT
MEETING 14-21
DATE 08-13-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Notes Vendor No. and Name Invoice Description Check
Date
Payment
Amount
67279 10380 - ALLIED WASTE SERVICES #925 Garbage Services (ECM)08/06/2014 $120.40
67288 10385 - COASTAL SIERRA INC Internet Services (SFO)08/06/2014 $109.00
1187 **10850 - COMPLETE PEST CONTROL Rodent Control Service Hawthorn Property (WH)08/06/2014 $100.00
67305 11377 - JOHNSON, KRISTIN Reimbursement - Bicycle Helmet & Gloves 08/06/2014 $88.07
67296 10174 - FORESTRY SUPPLIERS INC Stake Driver Tools (SFO)08/06/2014 $85.24
67337 *10309 - VERIZON WIRELESS Cell Phone Service July 2014 08/06/2014 $80.85
67314 10481 - PACIFIC TELEMANAGEMENT SERVICE Black Mountain Camp Phone (MB)08/06/2014 $78.00
67311 10073 - NORMAL DATA Timecard Database Programming 08/06/2014 $70.00
67330 10431 - STANTON, ERIC Reimbursement - DMV Commercial Permit Test 08/06/2014 $70.00
67322 *10261 - PROTECTION ONE Fire Inspection Monitoring - AO 08/06/2014 $66.85
67292 10540 - CRAFTSMEN PRINTING Business Cards - Hugg 08/06/2014 $48.94
67298 10187 - GARDENLAND POWER EQUIPMENT Safety Helmet Repairs 08/06/2014 $41.31
67276 10240 - ACE FIRE EQUIPMENT & SERVICE INC Repair Part T-22 08/06/2014 $40.78
67285 *10172 - CALIFORNIA WATER SERVICE CO-3525 Water (WH)08/06/2014 $35.69
67274 *10811 - A T & T Telephone - Daniels Nature Center (SR)08/06/2014 $32.30
67320 11204 - PORTOLA VALLEY HARDWARE Concrete (SR)08/06/2014 $29.93
Garden Hose (MB)08/06/2014
67304 10421 - ID PLUS INC Ranger Name Tags 08/06/2014 $19.50
67336 *10165 - UPS Shipping Charges - AO 08/06/2014 $18.55
67312 10670 - O'REILLY AUTO PARTS Pumper Part - P82 08/06/2014 $3.18
Grand Total $226,176.58
*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 GP = General Preserves
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
DRAFT RESPONSE FOR
BOARD CONSIDERATION
August 13, 2014
Mr. Sundahl,
Thank you for sharing your comments about potential renewable energy opportunities that the
Midpeninsula Regional Open Space District (District) may want to consider on existing
Preserves. The District welcomes innovative ways to promote sustainability measures as we
fulfill our mission and, moving forward, implement Measure AA priorities that the public has
supported for increased open space conservation, low-intensity public access, and environmental
restoration.
The District is interested in exploring new 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 policies. Proposals, such as one for solar
panels and/or wind mills at Windy Hill, would need to 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 negative impacts to the environment (e.g. visual, biological,
geological). In addition, the District would need to carefully consider the scale, design, and
purpose of any new proposal, and evaluate its consistency with the allowable land uses.
Moreover, any new proposal at Windy Hill would also be subject to a conditional use permit and
advisory design review by the Town of Portola Valley as part of their permitting process.
Renewable energy proposals that facilitate public recreation, the preservation of significant
structures, or support agriculture would be of greatest interest to the District. Without knowing
the details of what you might have in mind at Windy Hill, a large scale proposal would likely not
be consistent with the District’s mission, objectives and policies.
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.
If you have additional questions, please do not hesitate in contacting Jane Mark, Planning
Manager, at (650) 691-1200 or at jmark@openspace.org. Thank you again for your time in
preparing and submitting comments to the District.
Cecily Harris
Board President
R-14-102
Meeting 14-21
August 13, 2014
AGENDA ITEM 4
AGENDA ITEM
Award of Contract for the Administrative Office Mansard Roof Replacement Project
GENERAL MANAGER’S RECOMMENDATION
1. Authorize the General Manager to enter into a contract with Barrera’s Builders, of Castro
Valley, CA, for an amount not-to-exceed $56,613.22, which includes the contract price of
$47,177.22 to replace the mansard roof shingles on the Administrative Office building, a
15% allowance of $7,076.00 to cover anticipated wood framing replacement, and a 5%
contingency amount of $2,360.00 to cover unanticipated additional repairs.
2. Determine that the proposed project is categorically exempt from the California
Environmental Quality Act, as set out in the staff report.
SUMMARY
A Request for Bids for construction services to replace the deteriorating wood shingles on the
roof of the Midpeninsula Regional Open Space District (District) Administrative Office was
issued on June 2, 2014. Five bid proposals were received and opened on Wednesday, July 9,
2014. The General Manager recommends awarding a contract for construction services for the
Administrative Office Mansard Roof Replacement Project (Project) to Barrera’s Builders for a
total amount not-to-exceed $56,613.22. This amount includes a 15% allowance for replacement
of deteriorated wood framing and a 5% contingency to cover unanticipated repairs. The
FY2014-15 Budget includes sufficient funds for this Project.
DISCUSSION
Background
The District Administrative Office, located at 330 Distel Circle, Los Altos, was constructed in
1984. The cedar roof shingles that are visible on the slanted vertical roof face (mansard roof) are
part of the original structure and, to staff’s knowledge, have not been replaced during the
building’s 30-year existence. The shingles have deteriorated and need to be replaced to prevent
water infiltration, deterioration of the existing mansard roof framing members, and rodent
infestation.
Two replacement options were bid: a base bid for replacement with metal roofing panels and an
alternate bid for replacement with composition roofing. Five bid proposals were received and
opened on Wednesday, July 9, 2014, with Barrera Builders submitting the lowest base bid at
$65,982.11. Barrera Builders submitted an alternate bid of $47,177.22 for replacement with
R-14-102 Page 2
composition shingle roofing. The alternate bid price includes the cost for selective pruning of
surrounding landscaping as required for access, demolition of existing cedar shingles, demolition
of existing flashing, installation of new roof sheathing and underlayment, and installation of new
flashing and composition shingle roofing. Although metal roofing panels are an attractive long-
term roofing solution, the cost exceeded the District’s budget and the benefit of a longer life
product was unwarranted given the age and overall condition of the existing building, as well as
the possibility of the District moving into a another building within the next 10 years. Therefore,
the lower cost composition shingle bid alternate was determined to be the best approach for the
mansard roof replacement project.
Bid Proposals
The Request for Bids for the Project was sent to seven contractors and six builders’ exchanges.
Legal notices were posted in the San Jose Mercury News and the San Francisco Chronicle. The
Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting was held
at the Project site on June 13, 2014, and was attended by 11 contractors. Sealed bids were due
on July 9, 2014, and five bids were received and opened. The result of the five base bids for
replacement using metal panels is as follows:
Bidder Location Total Base
Bid
Percent
Difference
from
Engineer’s
Estimate of
$60,000
Barrera’s Builders Castro Valley $65,982.11 +10.0%
Waterproofing Associates Mountain View $66,228.00 +10.4%
I & A Contractor Inc. Redwood City $71,500.00 +19.2%
Andy’s Roofing Company, Inc. San Leandro $88,554.00 +47.6%
Stronger Building Services Hayward $119,000.00 +98.3%
The Public Contract Code provides that public construction contracts are awarded to the lowest
responsive and responsible bidder based on the total base bid amount. A “responsible bidder” is
defined as “a bidder who has demonstrated the attributes of trustworthiness, as well as quality,
fitness, capacity and experience to satisfactorily perform the Contract” (Pub. Contr. Code §
1103) and a “responsive” bid is one that, on its face, conforms to the material terms of the bid
package. Upon review of the Bid Proposals, and confirmation of the contractors' qualifications,
Barrera’s Builders was determined to be the lowest responsible bidder who submitted a
responsive bid. The recommended contract award to Barrera would be for $47,177.22, which
reflects the lower alternate bid price for providing a composition shingle roof.
Allowance and Contingency
Given the age of the existing mansard roof and shingles, there is a very high probability of dry
rot and/or water damage to the underlying skip sheathing and roof framing. The bid includes
competitive unit pricing for the replacement of damaged or deteriorated wood framing, which is
recommended to be covered by a 15% allowance of $7,076.00. Allowances are set aside for a
specific scope of work for prescribed items, such as framing replacement in this case, and may
not be spent on other work. A separate 5% contingency of $2,360.00 is recommended for
R-14-102 Page 3
circumstances that cannot be anticipated. The allowance and contingency are not included in the
award of contract, and are held and controlled by the District.
FISCAL IMPACT
Sufficient funds totaling $60,000 are included in the FY2014-15 Adopted Budget for the
Administrative Office Roof Replacement Project.
BOARD COMMITTEE REVIEW
This item was not reviewed by a Committee.
PUBLIC NOTICE
Public notice of this Agenda Item was provided per the Brown Act. No additional notice is
required.
CEQA COMPLIANCE
Replacement of the mansard roof shingles is categorically exempt under Section 15301 (Minor
alterations to existing structures) of the California Environmental Quality Act.
NEXT STEPS
If approved by the Board of Directors, the General Manager will enter into a contract with
Barrera’s Builders to perform construction services for the Project. Activation of the contract is
subject to the contractor meeting all District requirements, including required insurance and
bonding. The Project is scheduled to be completed in September 2014.
Responsible Department Head:
Kate Drayson, Administrative Services Manager
Prepared by:
Kate Drayson, Administrative Services Manager
Gina Coony, Planner III
R-14-104
Meeting 14-21
August 13, 2014
AGENDA ITEM 5
AGENDA ITEM
Contract for Completion of the McDonald and Sherrill Remediation and Demolition Projects at
La Honda Creek Open Space Preserve and Monte Bello Open Space Preserve
GENERAL MANAGER’S RECOMMENDATION
1. Authorize the General Manager to enter into a contract with Asbestos Management Group of
California, Inc. of Oakland, CA, for a not-to-exceed amount of $114,454, which includes the
base bid amount of $99,525 for demolition, and a 15% contingency amount of $14,929 to
complete the McDonald and Sherrill Remediation and Demolition Projects at La Honda
Creek Open Space Preserve and Monte Bello Open Space Preserve
2. Determine the recommended actions on the Sherrill Remediation and Demolition Project 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 at the McDonald and
Sherrill sites was issued on June 26, 2014. Six Bid Proposals were received and opened on
Thursday, July 24th, 2014. Staff recommends awarding the contract to complete these
remediation and demolitions projects to the lowest responsive bidder, Asbestos Management
Group of California, Inc. for a total not-to-exceed amount of $114,454.
DISCUSSION
Background
At the April 9th regular Board of Directors meeting, the Board approved the Planning and
Natural Resource Committee’s recommendation to demolish the Sherrill Winery Barn in Monte
Bello Open Space Preserve (R-14-67). The McDonald Ranch House was approved for
demolition in the La Honda Creek Master Plan (R-12-83).
Staff completed historical analyses for the McDonald Ranch House property and bat surveys for
both projects, and issued a bid package containing the McDonald and Sherrill Remediation and
Demolition projects. The Sherrill winery building was constructed in the 1970s and did not
require a historical evaluation.
R-14-104 Page 2
Contract Scope
The contract encompasses remediation, demolition, limited salvage, and minor site grading on
the McDonald and Sherrill projects. While these are two separate demolition projects on two
separate sites, they have been combined into one bid proposal and one contract for efficiency.
After an historic evaluation by an architectural consultant, and a review by the San Mateo
County Historic Resource Advisory Board, the structures on the McDonald property have been
found to have no historical significance.
Demolition of the McDonald Ranch includes the main house and additions, a carport, outhouse,
buried concrete, decommissioning of two septic systems, and minor grading. Long eared bats are
currently roosting in the structure. Demolition (estimated for November 1st) will occur outside of
the roosting season and after they evacuate the site.
Demolition of the Sherrill Winery Barns, which did not require a historical evaluation as
previously mentioned, includes the main barn, debris, site grading to stabilize the soils behind
the structure’s retaining wall, decommissioning of the septic, and relocating the reusable wine
barrels for later salvage and/or auction by the District.
Waste Stream Diversion
Waste stream diversion incorporates both recycling and salvage to divert waste from landfills.
While material salvage is a desired outcome of waste stream diversion, the use of lead-based
paint and pressure-treatment on wood and the poor condition of the materials at the sites limits
the potential to salvage of building materials. 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 guide the waste
stream diversion requirements of future demolition projects.
Standard practice at the District is to crush and reuse concrete onsite, backfill, and restore slopes
to a more natural grade. The Sherrill property is within the City of Palo Alto, which has its own
Construction and Demolition Debris Diversion Ordinance and is the permitting agency. The
City’s policy requires demolition contractors to off-haul and recycle concrete at a designated
facility. Staff is working with the City to reuse the concrete on site. The City of Palo Alto’s
concrete recycling standard adds $6,000 to the cost of the project.
Contactor Selection
A Request for Bids was issued on June 26, 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 Mateo County Times. An Invitation
to Bid was also posted on the District website.
A mandatory pre-bid meeting and site walk was held at the project sites on July 9th, 2014 and
was attended by twelve demolition and remediation contractors. Sealed bids were due on July
24th, 2014, and six bids were received and opened with the results as follows:
R-14-104 Page 3
Table 1: Remediation and Demolition (Base Bid)
Bidder Location Total Bid
Difference
from Cost
Estimate of
$90,000
Asbestos Management Group of CA, Inc. Oakland, CA $99,525.00 +11%
CAL, Incorporated Vacaville, CA $158,504.25 +76%
Decon Environmental Services Hayward, CA $142,724.00 +59%
PARC Services Inc Livermore, CA $143,981.00 +60%
Randazzo Enterprises Castro Valley, CA $130,385.00 +45%
Silverado Contractors Oakland, CA $140,470.00 +56%
Bid Analysis
Staff estimated the total demolition for both projects to be $90,000. Upon review of the bid
proposals and the contractors' relevant experience and qualifications, staff recommends awarding
the contract to Asbestos Management Group of California, 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. An unusually
large quantity of asbestos is present at the McDonald Ranch and the asbestos in the roof of
Sherrill Winery barns requires special considerations because of the roof’s poor structural
integrity. 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. The McDonald Ranch property has a large amount of concrete
buried and more may be discovered during demolition.
FISCAL IMPACT
These demolition projects are estimated to cost $133,000. These costs are within the District’s
FY2014-15 approved budget of $140,000 for the demolition and clean-up of structures in the
Skyline area. In addition to the demolition contract and contingency ($114,454), project costs
include hazardous material testing and third party monitoring, the services of an engineering
geologist to assist with site restoration, historic resource evaluations, pre-construction surveys
for bats, and permits, totaling an additional $18,000.
BOARD COMMITTEE REVIEW
The Planning and Natural Resource Committee reviewed and approved the demolitions on
February 18th, 2014. The La Honda Creek Master Plan Ad Hoc Committee reviewed and
approved the Master Plan in 2009.
R-14-104 Page 4
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
This contract approval action for the Sherrill Remediation and Demolition Project is
categorically exempt under section 15301 of the California Environmental Quality Act (CEQA),
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 McDonald Remediation and Demolition Project was included in the La Honda Creek Master
Plan and the Mitigated Negative Declaration adopted by the Board.
NEXT STEPS
If the recommendation is approved by the Board of Directors, the General Manager will enter
into a contract with Asbestos Management Group of California, Inc, 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 October 2014 and to be completed by early
December 2014.
Attachments:
1. McDonald Remediation and Demolition Project Site Map
2. Sherrill Remediation and Demolition Project Site Map
Responsible Department Head:
Michael Newburn, Acting Operations Manager
Prepared by:
Aaron Hébert, Contingent Project Manager
Midpeninsula RegionalOpen Space District
Atta chment 1: McDo nal d Re mediation an d Demo lition Pro je ct S ite Ma p
July, 2014
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Atta chment 2: Sh erril l R eme dia tion an d D emol itionProject S ite Ma p (Monte Be ll o Ope n Spa ce Pr e se r ve)
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R-14-98
Meeting 14-21
August 13, 2014
AGENDA ITEM 6
AGENDA ITEM
Accept Two Trail Easements, Two Rights of First Offer and Rights of First Refusal, and a
Conditional Grant Deed conveyance, to properties adjacent to Monte Bello and Rancho San
Antonio Open Space Preserves, located in the City of Palo Alto and unincorporated Santa Clara
County (Portions of Santa Clara County Assessor’s Parcel Numbers 351-09-003, 351-09-023,
351-09-025, 351-10-037 & 351-12-067); and Bi-annual public meetings with Lehigh; all in
Exchange for Dismissal of Appeal in Midpeninsula Regional Open Space District v. County of
Santa Clara et al, Court of Appeal Case No. H040839 (Lehigh EIR challenge); Adoption of
Related Preliminary Use and Management Plan; and Approval of a Categorical Exemption in
accordance with the California Environmental Quality Act.
GENERAL MANAGER’S RECOMMENDATIONS
1. Adopt a Resolution authorizing acceptance of the following property rights conveyances
from Lehigh:
A. Amend Grant of Trail Easement to widen existing Quarry Trail from 20 to 200 feet;
B. New Public Trail Easement to Monte Bello Open Space Preserve;
C. Rights of First Offer and Rights of First Refusal to two properties adjacent to Rancho
San Antonio Open Space Preserve totaling 265 acres;
D. Conditional Grant Deed to one property adjacent to San Antonio Open Space
Preserve.
2. Adopt a Preliminary Use and Management Plan for the property as contained in the staff
report.
3. Indicate the Board’s intention to dedicate the Quarry Trail, and defer dedication of the new
trail easement until it is complete.
4. Approve settlement and dismissal of the pending litigation on the terms outlined in the staff
report.
5. Determine that the recommended actions are categorically exempt from the California
Environmental Quality Act (CEQA) as set out in the staff report.
SUMMARY
Staff proposes to dismiss the Midpeninsula Regional Open Space District’s (District) judicial
appeal challenging Lehigh Southwest Cement Company’s (Lehigh) Environmental Impact
Report (EIR), in exchange for various public benefits described herein, and based on recent
R-14-98 Page 2
progress noted in work necessary to protect air, and water quality, and extensive work already
performed on the restoration of the scenic viewshed. As noted in more detail below, in response
to the District’s concerns and as a demonstration of good faith, Lehigh has taken significant
actions in lowering of the East Material Storage Area (EMSA), restoring a key scenic viewshed
and providing associated water and air quality benefits. Lehigh is also well under way toward
installing new smoke stacks and water treatment facilities at their Quarry and kiln facilities,
which are air and water quality protection measures that the EIR had failed to address.
In addition, if the Board approves the dismissal of the pending litigation, Lehigh has agreed as
follows:
1) To convey rights to widen an existing public trail easement on their land;
2) Convey a new public trail easement, serving Rancho San Antonio and
Monte Bello Open Space Preserves;
3) Grant to the District Rights of First Offer and Rights of First Refusal on two properties,
totaling 265 acres, in which the District has a long-term protection interest;
4) Grant to the District a Conditional Grant Deed to a 55 acre Lehigh property buffering the
PG&E trail at Rancho San Antonio Open Space Preserve;
5) To waive the right to recover the $9,404 which is the District’s half of the $18,808 total
costs awarded by the lower court; and
6) To participate with the District going forward in conducting regular, open, public
meetings in which Lehigh and the District can discuss opportunities and issues of mutual
concern.
This report also includes a Preliminary Use and Management Plan, the District’s environmental
review, the conveyance terms and conditions, and financial considerations.
DISCUSSION
Litigation
In the fall of 2012, the District challenged the EIR approved by Santa Clara County for the
Lehigh Southwest Cement Company’s reclamation plan amendment. The challenge arose from
the District’s strong concerns about inadequately identified, analyzed and mitigated impacts to
air quality, water quality, and the viewshed. These concerns were raised by the District and
numerous other neighbors and public agency commenters in the County’s administrative appeal
process, but were left unaddressed at the conclusion of the County’s process. The District
entered into extensive negotiations at that time with the County and Lehigh, in an attempt to
avoid the need for litigation, but that effort was unsuccessful, and the pending lawsuit ensued.
Based on similar concerns, a citizen’s group “BACE” filed a separate suit, challenging the EIR
on bases similar to those raised by the District. In the fall of 2013, the lower court ruled against
both the District and BACE in their respective cases, upholding the EIR in its entirety. The
District and BACE both filed appeals in the California Court of Appeal, Sixth Appellate District,
where the cases are presently set for a late summer briefing schedule.
R-14-98 Page 3
The Proposed Settlement Terms
1. Actions taken at EMSA
As part of its stated intent to demonstrate a good faith willingness to address the numerous
concerns the District has about the EMSA, over the past several months, Lehigh voluntarily
changed its operational practices to cease dumping quarry overburden at the EMSA, lowered the
EMSA contours, and largely restored the viewshed from the PG&E Trail and Preserve entrance.
(See “Before” and “After” photos attached as Attachment 2.) In so doing, Lehigh has reduced
the volume of overburden going to the EMSA to approximately one-fifth of the 4.8 million cubic
yards approved for disposal under the Reclamation Plan EIR. Lehigh has committed to
maintaining this reduction in the EMSA profile as it proceeds to reclamation.
Lehigh has recently undertaken grading, with the stated goal of preparing the existing EMSA for
reclamation. This reduced the visibility of the EMSA from important view points within Rancho
San Antonio Open Space Preserve. Together, these actions have substantially decreased the
visual impacts associated with the EMSA, addressing aesthetic impacts which were determined
to be “significant and unavoidable”, with no feasible mitigations, per the EIR.
District staff is concerned that, while the exceptional good faith efforts to date to keep the
EMSA profile down have been greatly appreciated, that the ongoing right under the Reclamation
Plan could result in a future return to dumping on the EMSA. Lehigh has been steadfast,
however, in its unwillingness to amend its reclamation plan to provide those assurances in that
way, due to the fact that a reopening of the reclamation plan would create huge uncertainties
such as are inherent in any permitting process. As a compromise and to provide some assurance
that dumping on the EMSA will not resume, Lehigh has offered a conditional grant deed to the
55 acre property north of the EMSA, and described below (in addition to the Right of First
Refusal), which would be recordable to transfer ownership to the District should dumping at the
EMSA ever resume.
2. Air & Water Quality
The reduction in EMSA volume has also significantly reduced the potential for ground and
surface water impacts at that location.
The substantial reduction in EMSA volume also has similar reductions to air quality impacts,
deemed “significant” in the EIR. Significant air quality impacts identified in the EIR were
primarily associated with moving the full 4.8 million cubic yards of overburden to the EMSA
(dust, and diesel emissions). At present, this equates to a roughly 80% reduction of air quality
impacts associated with the EMSA.
Additional substantial water quality benefits have also been achieved by others during the EIR
litigation time period, which have addressed impacts to biological resources, and water quality,
that were determined to be “significant and unavoidable” per the EIR. The Sierra Club
settlement with Lehigh for alleged violations of the Clean Water Act requires full water
treatment of discharges to comply with water quality requirements. The San Francisco Bay
Regional Water Quality Control Board has also reviewed and issued the appropriate discharge
permit for the Lehigh facility, adopting the Sierra Club’s water treatment settlement provision as
a permit condition, and requiring improved water quality treatment, monitoring and reporting.
The combined efforts -- of the District, the neighbors, the regulatory agencies and Lehigh itself --
have thus led to significant progress in addressing our concerns. In this setting, the acceptance of
R-14-98 Page 4
the terms of settlement outlined in this report is the more likely productive outcome even when
compared to the low probability of winning an appeal on the EIR challenge. Winning a
challenge to an EIR is always a difficult task, especially in the face of an adverse lower court
ruling. Prevailing in the appellate court would only result in the reopening of the EIR, with no
guarantees of the County requiring any operational changes to address the District’s concerns. It
is against this backdrop that staff recommends acceptance of the following public benefits in
exchange for dismissal of the District’s appeal.
Real Property Conveyances (see attached map Attachment 3)
Public Trail Easements
Lehigh proposes to convey two public trail easements to the District which will improve
connections between Rancho San Antonio and Monte Bello Open Space Preserves.
1. Widened Quarry Trail Easement
The first trail conveyance will amend the existing Quarry Trail which originates at the western
most end of the PG&E trail and extends to the Black Mountain trail which was acquired as part
of an exchange agreement with Hanson Permanente Cement (Hanson) in 2006 (see report R-06-
84). (Lehigh purchased Hanson including their quarry operation in 2008.) The amendment will
widen the existing trail easement corridor width from 20 to 200 feet to provide for future trail
realignment. The current steep grade is constrained by the existing 20 foot easement and does
not comply with District trail standards.
2. New Floating Easement
The second public trail easement will be a new one, extending the Quarry Trail located south of
the existing section of the Quarry Trail. This trail will run east and parallel to the Black
Mountain Trail and Monte Bello Road Trail. On Lehigh’s property, this trail would be laid out
and built along the ridge line at approximately the 2,400 foot contour. The exact alignment has
yet to be determined, but will “float” within a 600-foot-wide corridor to be defined by the
District later. The area where the trail will be built is densely covered with brush, buckeyes,
oaks, madrone, bay laurel and poison oak. This trail will provide the flexibility to separate
mountain bicycle use along the Black Mountain and Monte Bello Road trails from hiking and
equestrian trail use. The new trail will provide panoramic views of the surrounding open space
lands, the peninsula and south bay and the Quarry operation.
Right of First Offer and Right of First Refusal on Two Parcels
Lehigh will also convey two Right of First Offer and Right of First Refusal on properties which
run along the southerly boundary of the PG&E trail and at Rancho San Antonio Open Space
Preserve. A right of first refusal is a recorded document providing the District the first
opportunity to purchase these properties or match any third party offer to purchase these
properties.
1. 210-acre parcel
The first right of first refusal parcel is approximately 210 acres, and runs along the southerly
boundary of the irregularly shaped 61 acre parcel which was also transferred to the District as
part of the 2006 exchange agreement with Hanson. The northerly boundary of the 210 acre right
of first refusal parcel will run north of the buffer area and undisturbed area identified in Lehigh’s
reclamation plan as shown on Attachment 2. This parcel provides a natural scenic backdrop to
R-14-98 Page 5
the Preserve as seen from the PG&E trail with a thick vegetative canopy consisting of oak,
madrone, buckeye, bay laurel and brush, and partially obscures the West Material Storage Area.
2. 55-acre parcel
The second right of first refusal parcel is approximately 55 acres, and is located north of the
recently lowered East Material Storage Area providing a scenic backdrop to the eastern portion
of the PG&E trail, the Preserve and Rancho San Antonio County Park. The 55 acre parcel also
includes a seasonal tributary which flows into Permanente Creek on the County Park property.
Conditional Grant Deed
The 55 acre parcel is also proposed to be subject to a conditional grant deed delivered to the
District. In the future, if Lehigh raises the elevation of the East Material Storage Area for waste
materials storage, the District can record the conditional grant deed and take fee ownership to
this 55 acre parcel. The conditional grant deed, trail easements and right of first refusal parcels
are discussed in further detail in the terms and conditions section later in this report.
USE AND MANAGEMENT
Planning Considerations
The property where the existing Quarry Trail and new segment of the Quarry Trail will be built
are within the City of Palo Alto and are zoned OS (Open Space), requiring a 10-acre minimum
lot size. The Palo Alto property is not included in the existing Lehigh Quarry Reclamation Plan,
and the City of Palo Alto does not have a mining ordinance; therefore, it is unlikely the City of
Palo Alto would allow expansion of the quarry operation. In addition, the steepness and
constrained access of the Palo Alto property makes future development of this property unlikely.
The 210 acre and 55 acre right of first refusal parcels are located within unincorporated Santa
Clara County and are zoned HS (Hillside).
During the District’s Vision Plan, the conservation values of land were analyzed within the
District boundary. The two trail easement areas contain land that has medium to high
conservation value containing California Buckeye plant community which is a designated
sensitive plant community by the California Department of Fish and Wildlife. The right of first
refusal parcels scored low to medium in terms of conservation value. However, these parcels are
very important as the scenic backdrop to the Rancho San Antonio Open Space Preserve, Rancho
San Antonio County Park and the cities and towns located to the north. The trail easement and
right of first refusal properties are both identified as part of an intact habitat area (2 to 10 square
miles in size) that is adjacent to critical linkage for wildlife and habitat.
PRELIMINARY USE AND MANAGEMENT PLAN
The Preliminary Use and Management Plan will take effect at the close of escrow of each
property interest and remain effective until the plan is amended or a Comprehensive or Master
Use and Management Plan is prepared. The existing Quarry trail easement will remain open for
continuation of existing public trail users. Once the new segment of the Quarry Trail is
identified, the proposed trail construction will be subject to further environmental review and
public input. If the District purchases right of first refusal parcels in the future, these properties
will be maintained in a natural condition and no changes to land use are anticipated. If changes
R-14-98 Page 6
to land use are proposed in the future, the plan would be subject to further environmental review
and public input.
Public Access: The existing Quarry trail to remain open for public use.
Trail Use Designation: When the new segment of the Quarry trail is identified and built, the trail
will be designated for hiking and equestrian use.
Patrol: Routine patrol of the property.
Signs: Preserve boundary signs and regulations to be installed where appropriate.
Name: When the new segment of the Quarry trail easement is built and recorded, the trail will
be named as an addition to the Monte Bello Open Space Preserve.
Dedication: Indicate your intention to rededicate the amended Quarry trail easement as public
open space. Indicate your intention to defer dedication of the new segment of the Quarry trail
until it is completed.
Site Safety Inspection: Preliminary site safety inspection has been conducted and there are no
known safety hazards on the properties.
CEQA COMPLIANCE
Project Description
The District will receive a widened trail easement for the existing Quarry Trail which will
continue to be open for public trail use and maintained in a natural condition. This widened
easement will allow for future improvements to the trail to reduce over-steep portions, and
address other aspects of the trail as it exists that do not meet District trail standards. The net
effect is anticipated to result in water quality improvements, since the existing trail width is too
narrow to allow room to meet our fish-friendly (and hiker-friendly) trail construction standards.
The District will also receive a new trail easement, which will be “floating” until the right
alignment for proper trail construction is determined on the ground. When that new segment of
the Quarry Trail is identified, an impact evaluation will be done at that time. Any bridges
required for the new trail would be clear span and not affect waters of the United States. Pre-
construction surveys would be conducted for cultural and biological resources. Trails would be
routed to avoid impacts to any identified sensitive resources.
If or when the District exercises its rights of first refusal on the 210 acre and 55 acre parcels in
the future, or if Lehigh activity on the EMSA ever triggers the right to record title to the 55 acre
parcel under the conditional deed, each of these properties would be maintained in a natural open
space condition.
CEQA Determination
The District concludes that this project will not have a significant effect on the environment. It is
categorically exempt from CEQA under Sections 15301, 15316, 15317, and 15325 of the CEQA
Guidelines as follows:
R-14-98 Page 7
Section 15301 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 construction of
a new trail and realignment of an existing trail. The project may include performing minor
erosion control work along the trails.
Section 15316 exempts the acquisition of land in order to create parks if the site is in a natural
condition and the management plan proposes to keep the area in a natural condition. The Use
and Management Plan specifies that the properties being transferred to the District will not be
developed and will remain in a natural condition.
Section 15317 exempts the acceptance of fee interests in order to maintain the open space
character of an area. Through the District’s right of first refusal, the District may receive fee
interest in two non-contiguous, undeveloped parcels of land and will maintain their open space
character. No new development is proposed as part of this project.
Section 15325 exempts transfers of ownership of interests in land in order to preserve open
space. This project provides for the future transfer to the District fee interest in two non-
contiguous open space parcels and two trail easements. The public trail easements will preserve
an open space corridor for future public recreational access. The District will ensure that the fee
and easement interests will be preserved for public open space purposes by incorporating the
lands and easement into Rancho San Antonio and Monte Bello Open Space Preserves.
This acquisition qualifies under all four sections.
The actions recommended in the Preliminary Use and Management Plan are also exempt under
section 15061(b)(3), as there is no possibility the recommended actions will have a significant
effect on the environment.
BUDGET CONSIDERATIONS
Savings/value of benefits
Staff estimates the value of the existing trail easement widening the new trail easement, the two
Grants of Rights of First Offer and First Refusal, and the Conditional Deed are $250,000.
In addition, the District’s one-half share of the costs awarded by the trial court, waived as part of
this settlement, is approximately $9,404. The value of the restored viewshed and related air and
water quality benefits from the reduced EMSA is impossible to estimate, but potential impacts to
these values have currently been reduced by approximately 80%.
Settlement of the case as proposed would also avoid approximately $70,000 in estimated
litigation costs in pursuing the appeal, as well as an additional presently unknown amount of
litigation costs if we were to win the appeal, as that would involve a remand back to the local
courts for correction of the adverse lower court ruling.
Costs/potential costs
The cost of the survey to amend the existing Quarry Trail is $1,250, and will be covered in this
year’s Real Property budget. The cost of recording and obtaining title insurance for the two trail
easements and two right of first refusal agreements are estimated at $5,000 will also be covered
by the Real Property budget. The cost to survey the new segment of the Quarry Trail is currently
R-14-98 Page 8
estimated at $12,000 and will be budgeted when the trail alignment is identified and built which
is projected for Fiscal Year 2016-17.
If at some point in the future the District exercises its right of first refusal, the acquisition costs
would be based on fair market value at that time. The survey and subdivision costs would be
shared equally (50/50) by the District and Lehigh. Current cost estimates for surveying and
processing parcel divisions are estimated at between $50,000 and $75,000 or between $25,000
and $37,500 for the District’s portion of these costs. Any such future acquisition would, of
course, be brought to the Board for its consideration and direction.
BOARD COMMITTEE REVIEW
This litigation has been discussed by the full Board in closed session. It is not a project requiring
committee review.
PUBLIC NOTICE
The property owners of land located adjacent to or surrounding the subject property and Santa
Clara County Parks have been notified of this Agenda Item. The agenda and this report have
also been made available on the District’s website. Accordingly, all notice required by the
Brown Act has been provided.
NEXT STEPS
Upon approval by the Board of Directors, staff would proceed with recording the close of escrow
for the trail easements and two right of first refusal agreements; and take the next steps identified
in the Preliminary Use and Management Plan as contained in this report.
Attachments:
1. Resolution – Authorizing Acceptance of Real Property Rights
2. EMSA Before & After Photos
3. Location Map
4. Trail Easement Map
5. Summary of Terms and Conditions
Responsible Department Manager:
Michael Williams, Real Property Manager
Prepared by:
Michael Williams, Real Property Manager
Sheryl Schaffner, General Counsel
Graphics prepared by:
Jon Montgomery, GIS Intern
Attachment 1
Resolutions/2014/14-__Lehigh Dismissal 1
RESOLUTION 14-XX
RESOLUTION OF THE BOARD OF DIRECTORS OF MIDPENINSULA REGIONAL
OPEN SPACE DISTRICT AUTHORIZING DISMISSAL OF THE DISTRICT’S APPEAL
IN THE CASE “MIDPENINSULA REGIONAL OPEN SPACE DISTRICT V. COUNTY
OF SANTA CLARA, ET AL.” (No. H040839) IN EXCHANGE FOR CONVEYANCE OF
INTERESTS IN REAL PROPERTY TO DISTRICT, AUTHORIZING GENERAL
MANAGER OR OTHER OFFICER TO EXECUTE CERTIFICATE OF ACCEPTANCE
OF GRANTS TO DISTRICT, AND AUTHORIZING GENERAL MANAGER TO
EXECUTE ANY AND ALL OTHER DOCUMENTS NECESSARY OR APPROPRIATE
TO CLOSING OF THE TRANSACTION (MONTE BELLO AND RANCHO SAN
ANTONIO OPEN SPACE PRESERVES - LANDS OF LEHIGH)
The Board of Directors of Midpeninsula Regional Open Space District does resolve as follows:
SECTION ONE. The Board of Directors of Midpeninsula Regional Open Space District does
hereby approve the settlement and dismissal of the lawsuit Midpeninsula Regional Open Space
District v. County of Santa Clara, et al. (Court of Appeal, Sixth District Case No. 040839), and
in exchange accept the interests in real property being conveyed by Lehigh Southwest Cement
Company et. al. to the Midpeninsula Regional Open Space District, and authorizes the General
Manager or President of the Board of Directors or other appropriate officer to execute the related
transactional documents on behalf of the District to acquire the real property described therein
(“the Lehigh Property Interests”).
SECTION TWO. The General Manager, President of the Board of Directors, or other
appropriate officer is authorized to execute Certificates of Acceptance for the amended Grant of
Trail Easement, Public Trail Easement, Rights of First Offer and Rights of First Refusal and
Conditional Grant Deed on behalf of the District.
SECTION THREE. The General Manager or the General Manager’s designee shall cause to be
given appropriate notice of acceptance to the seller and to extend escrow if necessary.
SECTION FOUR. The General Manager or the General Manager’s designee is authorized to
expend up to $50,000.00 to cover the cost of title insurance, escrow fees, surveys and other
miscellaneous costs related to this transaction.
SECTION FIVE. The General Manager and General Counsel are further authorized to approve
any technical revisions to the conveyance documents, which do not involve any material change
to any term of the agreements or documents, which are necessary or appropriate to the closing or
implementation of this transaction.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional
Open Space District on ____________, 2014, at a Regular Meeting thereof, by the following
vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Attachment 1
Resolutions/2014/14-__Lehigh Dismissal 2
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify
that the above is a true and correct copy of a resolution duly adopted by the Board of Directors
of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly
held and called on the above day.
District Clerk
Before View of EMSA from PG&E Trail
Current View of EMSA from PG&E Trail
Attachment 2
Area ofDetail
£¤280
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210 acreRight of 1stRefusal Parcel
55 acre Right of 1st Refusal Parcel(Conditional Grant Deed)
newNew TrailEasement
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351-09-003
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Existing Quarry Trail
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Area ofDetail
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Attachment 3
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200' Trail Easement
Existing Quarry Trail Easement
2500' Contour Interval (Centerline of Proposed Easement)
Existing Quarry Trail
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Trail EasementArea
Lehigh Trail Easements
Attachment 4
Attachment 5
TERMS AND CONDITIONS
Dismissal of Appeal:
The dismissal of the appeal, with prejudice, will fully settle and release Lehigh and the County
from the claims stated in the case Midpeninsula Regional Open Space District v. County of Santa
Clara et al, Court of Appeal Case No. H040839.
Lehigh Real Property Rights conveyed to District
Lehigh has agreed to convey the identified real property rights to the District including the
following key terms and conditions:
1. Public Trail Easements
A. Amendment of existing Quarry Trail Easement.
This trail easement corridor will be increased from 20 feet to 200 feet to realign the trail
to provide a gentler grade to better comply with District trail standards. The actual
constructed trail width shall not exceed 12 feet width.
B. New Public Trail Easement. Lehigh will grant the District a new trail easement for an
extension of the Quarry Trail south of the existing Quarry trail. This trail will provide the
flexibility to separate mountain bicycle use along the Black Mountain and Monte Bello
Road trails from hiking and equestrian trail use on the Quarry Trail which connects to
Ranch San Antonio Open Space Preserve (see Attachment 3 of R-14-98). This trail
easement includes the following provisions:
• Identifies a 600 foot wide corridor for locating a preferred tail alignment.
• Allows for building a 12 feet wide trail within 200 foot wide trail easement
corridor
• Once the trail is built, the trail alignment will be surveyed and the trail easement
will be re-recorded.
• The trail will be subject to Lehigh’s mining and extraction rights. Lehigh would
be responsible for the cost of identifying and relocating of the trail should this
right ever be exercised. Since this property is located within the City of Palo
Alto, it is unlikely the City would allow expansion of the quarry operation.
2. Right of First Offer and Right of First Refusal. The right of first refusal agreement for the
210 acre property buffering the PG&E trail and the 55 acre parcel buffering the East Material
Storage Area will be recorded on these noncontiguous parcels and include the following key
terms:
• Provides the District the first opportunity to purchase these properties or match any
third party offer to purchase these properties.
• Provides the District 60 days to do due diligence investigations of the property before
exercising its purchase rights
• Provides 12 months to complete survey, and obtain any necessary subdivision
approval from the County with District and Lehigh sharing these costs equally
• Allows Lehigh to transfer to corporate successors or subsidiaries subject to District’s
future right of first offer and right of first refusal
3. Conditional Grant Deed. Lehigh has also agreed to deliver an executed conditional grant
deed for the 55 acre parcel to the District. This conditional deed is intended to provide
Lehigh with a disincentive to resume dumping on the EMSA. Toward that end, the District
may record this deed under the following conditions:
Attachment 5
• Lehigh resumes using the East Material Storage Area (EMSA), and raises the
elevation, greater than 5’ during reclamation, so that it is visible again from the main
Rancho San Antonio Preserve and County Park entrance, and/or PG&E trail
• District gives Lehigh a 30 day notice to lower the height of the EMSA to the agreed
upon height established by GPS mapping, topographic survey and photo monitoring
• If Lehigh fails to lower EMSA as noted above, Lehigh will cooperate and share
equally in costs of surveying and any necessary the lot split and record this deed.
4. Semi-annual Public Meetings. Lehigh and the District have also agreed to hold semi-
annual meetings at which opportunities for collaboration on matters of mutual interest could be
explored, and/or issues of concern can be discussed. It is anticipated that at least one of these
meetings per year would be held at the District and open to the public.
5. Waiver of Costs. Lehigh will waive the right to recover the $9,904 which is the
District’s half of the $19,808 total costs awarded by the lower court.
R-14-108
Meeting 14-21
August 13, 2014
AGENDA ITEM 7
AGENDA ITEM
Discussion of Criteria for Inclusion on District Volunteer Memorial Signs
GENERAL MANAGER’S RECOMMENDATION
Discuss and approve criteria for inclusion of deceased volunteers on District Volunteer Memorial
Signs.
SUMMARY & DISCUSSION
Last meeting the Board was presented with this item – “Consideration of District Volunteer
Memorial Signs” (Attachment 1). The Board discussed whether 5 years and 250 hours of
volunteer service or 10 years and 250 hours of volunteer service was the appropriate level of
service to warrant special recognition. The Board voted on the motion “to approve the proposed
signs for memorializing deceased volunteers and docents who have provided a significant
contribution to the District and have volunteered for at least 10 years and provided 250 hours of
volunteer service with a provision that the General Manager can make exceptions in
extraordinary cases.” The vote was three (3) in favor, two (2) opposed. (Hanko and Siemens
absent.) While the vote represented approval by a majority of the members present, the motion
failed because the District’s enabling legislation requires an affirmative vote of a majority of the
full Board to take any action (i.e., four (4) of the seven (7) members). Public Resources Code
section 5547 provides as follows: “An ordinance, resolution, or motion shall not be passed or
become effective without the affirmative votes of at least a majority of all the members of the
board.”
Rather than defer the entire item, however, the Board subsequently voted 5-0-0 (Directors Hanko
and Siemens absent) “to approve the General Manager’s recommendation and approve the
proposed signs for memorializing deceased volunteers and docents with the exception of the
criteria outlining the requirements for when deceased volunteers will be included.” The criteria
for inclusion on the volunteer memorial signs were continued to the next regular Board meeting
to be held on August 13, 2014.”
As directed at that meeting, staff therefore brings this matter back to the Board for resolution of
the question of the criteria for inclusion on the volunteer memorial signs.
FISCAL IMPACT
The initial cost 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 is expected to increase
R-14-108 Page 2
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
FY2014-15 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, which 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 $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
After the Board approves the criteria for inclusion of deceased volunteers on the 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. Consideration of District Volunteer Memorial Signs (R-14-100)
2. Response to Director Questions Regarding R-14-100
Prepared by:
Sheryl Schaffner, General Counsel
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
Item 8: volunteer memorial sign. How many volunteers have stayed with us more than 5 years?
What alternative ways to recognize long service were considered (e.g. resolution for 10, 15 years
etc.)? What other open space districts do this for volunteers who serve more than 5 years?
A good majority of District volunteers/docents remain in the program for over 5 years; however,
the proposed 250-hr minimum eligibility requirement is much more challenging to attain. Over
the program's 30+ year history, where thousands of people have volunteered for the District, only
a little over 200 volunteers have surpassed the 250-hr mark. We anticipate initially adding 10-12
volunteers on the proposed memorial signs based on our own knowledge and recollection of
those volunteers that would be eligible for a memorial recognition. It is important to know that
many volunteers have left the program and lost communication with the District before passing.
We do not have a method for knowing of their death or for communicating with family members
or friends. In addition, long periods of time may lapse before the District is notified of the
passing of a District volunteer. We anticipate that the sign would host no more than 25 names
within the first 10-15 years, but of course it is impossible to know for sure.
The District recognizes active volunteers in a variety of ways throughout their volunteer career
with pins, special achievement awards, and hosting an annual Volunteer Recognition Event. The
Docent program recognizes years of service, the Volunteer Program recognized total hours of
service. These span from 1 to 25 years, and 50 to 3,000 hrs, respectively. Special achievement
awards have included nicely framed/matted District photos of a favorite preserve location. On a
few occasions, the District has individually recognized deceased volunteers through the
renaming of a trail (e.g., Bo Gimbal Trail), special plaque (e.g. Gene Sheehan boulder), and with
memorial benches. At this time, the District does not have a means for recognizing deceased
volunteers as a group.
As part of our research, we considered several other alternative methods for recognizing
volunteers, including on larger sign boards, very similar to the Preserve Info and Bulletin
Boards, using redwood log carvings with plaques, and using enclosed cases on the wall of the
Nature Center. The bulletin board style was determined to be too large, using Plexiglas is known
to be prone to vandalism, and the Nature Center was determined not to have sufficient room for
another enclosed case. Lastly, it seemed most appropriate to have a memorial in the field, rather
than at one of the offices or within a building, given that volunteers have spent 99% of their time
in the field. The Picchetti interpretive signs were deemed ideal given the low profile style,
compatibility with the natural surroundings, ease of maintenance and durability, and aesthetic
quality. Inscribing names directly on the sign rather than using plaques was considered the best
approach given that plaques can be stolen, as was indicated by the agencies we contacted.
Different agencies recognize their volunteers in different ways, these agencies include the Open
Space Authority, East Bay Regional Parks District, Marin Open Space, Santa Clara County
Parks, among others. Some provide small plaques on outdoor structures and others use indoor
signs. We are also aware of trails being renamed after an extraordinary and notable volunteer.
Most agencies recognize active volunteers through volunteer appreciation events and by handing
out special awards to recognize special feats (e.g. going the extra mile, expanding into new roles,
as 'Volunteer of the Year'). We are also aware of agencies posting volunteer anniversaries and
featuring a particular volunteer in their volunteer newsletter.
Attachment 2
R-14-101
Meeting 14-21
August 13, 2014
AGENDA ITEM 8
AGENDA ITEM
Approval of Response to San Mateo County Civil Grand Jury Report dated May 19, 2014
Regarding Website Transparency
GENERAL MANAGER’S RECOMMENDATION
Approve and authorize the President of the Board of Directors to execute the proposed response
to the San Mateo County Civil Grand Jury’s report of May 19, 2014 regarding special district
website transparency.
SUMMARY
On May 19, 2014 the District received the attached report from the San Mateo County Civil
Grand Jury entitled, “Partly Cloudy with a Chance of Information: Investigating the
Transparency of Independent Special Districts’ Websites.” Attached is a draft response to the
Civil Grand Jury’s findings and recommendations for approval by the Board of Directors. A
response is due no later than August 18, 2014.
DISCUSSION
The 2013-14 San Mateo County Civil Grand Jury issued a report on May 19, 2014 presenting the
results of their investigation of the transparency of the websites for the 23 special districts in San
Mateo County. The report presents the Civil Grand Jury’s findings and recommendations for
actions to be taken by all 23 special districts. The District is required to respond to the report by
August 18, 2014, indicating whether it agrees or disagrees with each of the findings and whether
it has implemented, will implement, will further analyze, or not implement each recommended
action.
While the Civil Grand Jury’s investigation involved special district websites, findings F5 through
F8 and recommendations R4 through R7 relate to voluntary certification and recognition
programs offered by the non-profit Special District Leadership Foundation (SDLF). The Civil
Grand Jury found that special districts in San Mateo County have largely chosen not to
participate in these voluntary programs, but no evidence is offered to suggest that participation in
the programs is required to promote transparency. Nevertheless, the Civil Grand Jury
recommends all special districts in San Mateo County participate in the SDLF programs.
The District has already implemented recommendations R1 and R3 and employs a website
administrator to maintain its robust and popular website. As the Board is aware, staff has
completed most of the requirements for the SDLF Transparency Certificate of Excellence and
anticipates completion of the remaining two requirements prior to the end of the current fiscal
R-14-101 Page 2
year. Participation in the voluntary SDLF programs recommended in R4, R6, and R7 will
require significant staff time and budget allocations to allow staff and Directors to attend the
required trainings. While the District may in the future choose to participate in the voluntary
SDLF programs, it has no obligation to do so.
State law requires that no later than 90 days after submission of the report, the governing body of
the public agency shall comment to the presiding judge of the superior court on the findings and
recommendations of the Civil Grand Jury. As the governing body of the Midpeninsula Regional
Open Space District, the District’s Board is required to submit the District’s response.
Staff has prepared the attached response to be signed by the President of the Board of Directors
to the San Mateo County Civil Grand Jury and recommends Board approval. This response will
then be forwarded to the Superior Court of San Mateo County as required by law.
FISCAL IMPACT
There is no fiscal impact associated with this recommended action. However, if the Board of
Directors decides to pursue each of the voluntary certifications recommended by the Civil Grand
Jury, then staff estimates that the costs could potentially be in excess of $11,000 depending on
the number of Directors and staff members that seek the various certifications.
BOARD COMMITTEE REVIEW
Board Committee review is not required for this item.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act.
CEQA COMPLIANCE
This item is not a project subject to the California Environmental Quality Act.
NEXT STEPS
The Board President will sign the attached letter to be forwarded to the San Mateo County
Superior Court.
Attachments
1. San Mateo County Civil Grand Jury report entitled, “Partly Cloudy with a Chance
of Information: Investigating the Transparency of Independent Special Districts’
Websites.”
2. Proposed response letter from the District to the Civil Grand Jury
Responsible Department Head:
Steve Abbors, General Manager
Sheryl Schaffner, General Counsel
Prepared by:
Jennifer Woodworth, District Clerk
JOHN C. FITTON COURT EXECUTIVE OFFICER CLERK & JURY COMMISSIONER
May 19,2014
Governing Board
Superior Court of California, County of San Mateo
Hall of Justice f;:P,1d;Rec_orcls':�':
400 CountY 'Cekier� � " '=
Redwood City, CA 94063-1655
Ii !" t f f-"':--�� i
Midpeninsula Regional Open Space District
330 Distel Circle
Los Altos, CA 94022
(650) 261-5066 FAX (650) 261-5147 www,sanmateocourt.org
Re: Grand Jury Report: "Partly Cloudy with a Chance of Information: Investigating the Transparency of
Independent Special Districts' Websites"
Dear Governing Board:
The 2013-2014 Grand Jury filed a report on May 19,2014 which contains findings and recommendations peliaining
to your agency. Your agency must submit comments, within 90 days, to the Hon. Lisa A. Novak. Your agency's
response is due no later than August 18, 2014. Please note that the response should indicate that it was
approved by your governing body at a public meeting.
For all fmdings, your responding agency shall indicate one of the following:
1. The respondent agrees with the fmding.
2. The respondent disagrees wholly or partially with the finding, in which case the response shall specify
the portion of the finding that is disputed and shall include an explanation of the reasons therefore.
Additionally, as to each Grand Jury recommendation, your responding agency shall report one of the following
actions:
1. The recommendation has been implemented, with a summary regarding the implemented action.
2. The recommendation has not yet been implemented, but will be implemented in the future, with a
time frame for implementation.
3. The recommendation requires further analysis, with an explanation and the scope and parameters of
an analysis or study, and a time frame for the matter to be prepared for discussion by the officer or
director of the agency or department being investigated or reviewed, including the governing body of
the public agency when applicable. This time frame shall not exceed six months from the date of
publication of the Grand Jury report.
4. The recommendation will not be implemented because it is not warranted or reasonable, with an
explanation therefore.
Attachment 1
Please submit your responses in all of the following ways: 1. Responses to be placed on file with the Clerk of the Court by the Court Executive Office.
• Prepare original on your agency's letterhead, indicate the date of the public meeting that
your governing body approved the response address and mail to Judge Novak.
Hon. Lisa A. Novak
Judge of the Superior Court
c/o Charlene Kresevich
Hall of Justice 400 County Center; 2nd Floor
Redwood City, CA 94063-1655.
2. Responses to be placed at the Grand Jury website.
• Copy response and send by e-mail to: grandjury@sanmateocourt.org. (Insert agency name
if it is not indicated at the top of your response.) 3. Responses to be placed with the clerk of your agency.
• File a copy of the response directly with the clerk of your agency. Do not send this copy to
the Court.
For up to 45 days after the end of the term, the foreperson and the foreperson's designees are available to clarify the
recOlmnendations of the report. To reach the foreperson, please call the Grand Jury Clerk at (650) 261-5066.
If you have any questions regarding these procedures, please do not hesitate to contact Paul Okada, Chief Deputy
County Counsel, at (650) 363-4761.
Very truly yours,
JCF:ck
Enclosure
cc: Hon. Lisa A. Novak
Paul Okada
Attachment 1
Partly Cloudy with a Chance of Information:
Investigating the Transparency of Independent Special Districts' Websites
SUMMARY
The 23 independent special districts within the boundaries of San Mateo County (County) served
approximately 739,000 residents and received nearly $100,000,0001 in property tax revenue last
fiscal year. Each special district provides a specific set of services, such as police and fire
protection, harbor management, mosquito abatement, sewer services and garbage collection,
water services, recreation services, and open space preservation. A statewide polF has shown
that Californians value local control and local management of these services. That same poll,
however, indicates that only a quarter of California's residents are familiar with the work of
special districts. Do County residents know who manages these districts, how wisely their
money is being spent, and with what efficiency the services are being provided? Each district
operates a website, purportedly for the purpose of informing its constituents about the district's
business. The 2013-2014 San Mateo County Civil Grand Jury (Grand Jury) investigated the
utility and transparency of the County's 23 independent special districts' websites. The Grand
Jury found that 15 districts had substantial inadequacies in revealing information regarding
finances, staff and Board of Directors' or Commissioners' contacts, and Board or Commission
minutes. All 23 districts omitted some transparency regarding financial data, meeting agendas
and minutes, election procedures and terms of office, or lists of the compensation of Board or
Commission members. For the benefit of their districts' constituents, the Grand Jury believes
this information should be easily accessible on all special districts' websites.
BACKGROUND
Special districts are defined as "any agency of the state for the local performance of
governmental or proprietary functions within limited boundaries."3 This means that a special
district is a form of local government that provides a specific set of services to the public within
a geographically limited area. California's first special district was formed in 1887. The Turlock
Irrigation District was created to meet the water needs of San Joaquin Valley farmers. Since that
time thousands of special districts have been formed and dissolved statewide.
Special districts are formed because counties and cities often cannot provide all of the services
their constituents demand. They have most of the same basic powers as counties and cities. They
1 Property tax information provided by the County of San Mateo Controller's Office, March
2014. See Appendix G.
2 The Association of California Water Agencies and the California Special Districts Association
Poll commissioned the poll in 2004.
3 California Government Code § 16271 (d)
20 1 3-2014 San Mateo County Civil Grand Jury
Attachment 1
can issue bonds, impose special taxe's, levy benefit assessments and charge service fees.4
With over 2,000 special districts located in California, it is important to recognize the different
types of special districts. Approximately two-thirds of the state's special districts are
independent districts. They have their own separate governing boards elected by the districts'
own voters. The San Mateo County Harbor District is an example of an independent special
district. The County's voters elect the five Commissioners who oversee the District.
Conversely, city councils or county boards of supervisors govern dependent districts. The
Crystal Springs County Sanitation District is a dependent district, governed by the County Board
of Supervisors. For the purposes of this report, the Grand Jury investigated only independent
special districts.
METHODOLOGY
The Grand Jury adopted a website transparency checklist, created by the Special District
Leadership Foundation (SDLF)5. The sister organization of the SDLF is the California Special
Districts Association (CSDA). The CSDA has been in existence since 1969 to IIpromote
good governance and improve core local services through professional development}
advocacy} and other services for all types of independent special districts,JJ6 The SDLF was
created in 1999 and defines itself as "a 501(c)(3) organization formed to provide educational
opportunities to special district officials and employees to enhance service to the public provided
by special districts in California."7 The Grand Jury reviewed the website of each of the County's
independent special districts and evaluated the information provided based on the criteria in the
checklist. In addition to simply searching for the requested items in the list, the Grand Jury also
evaluated the ease with which a user might find those items.
For true transparency all of the following items should be readily apparent:
• Names of Board or Commission members and their terms of office
• Names of general manager, fire or police chief, and key staff along with contact
information for each
• Election procedure and deadlines
• Board meeting schedule (regular meeting agendas must be posted 72 hours in advance)
• District's mission statement
• Descr iption of district's services/functions and service area
• Authorizing statute/enabling act
• Current district budget
• Most recent financial audit
• Archive of Board meeting minutes for at least the last 6 months
4 "What's So Special About Special Districts? A Citizen's Guide to Special Districts in
California" is an informational paper prepared by the Senate Local Government Committee. It
can be found at: www.clerk.calaverasgov.us
5 See appendix B for the checklist
6 The CSDA can be found at www.csda.net
7 The SDLF can be found at www.sdlf.org.
20 1 3-20 14 San Mateo County Civil Grand Jury 2
Attachment 1
• List of compensation of Board or Commission members and staff and/or link to State
Controller's webpage with the data
In addition, the website of each district should include at least 4 of the following:
• Post Board or Commission member ethics training certificates
• Picture, biography and email address of Board or Commission members
• Last 3 years of audits
• Reimbursement and compensation policy
• Financial reserves policy
• Downloadable Public Records Act request form
• Audio or video recordings .of Board meetings
• Map of district boundaries/service area
• Most recent Local Agency Formation Commission (LAFCo) Municipal Service Review
(MSR) and Sphere of Influence (SOl) studies or link to LAFCo's site8
Interviews
After the websites were surveyed, the Grand Jury interviewed board members and key
employees from districts whose websites were found to be substandard against the transparency
benchmark. The Grand Jury also interviewed professional website developers to gain an
understanding of the cost, difficulties and labor intensity of creating and managing a useful and
interactive website.
DISCUSSION
The Grand Jury is convinced that taxpayers are best served when they understand who
administers their special districts, how each special district is spending their property tax monies
and/or the fees for services received for its enterprise activities9, and how constituents can make
their voices heard.
The Grand Jury's inquiry reveals that only minor impediments exist for a district to provide true
transparency. Typical costs for professional website developers range from $1000 to $9000 to
create a website that can be updated by district in-house staff. 10 A developer can both create the
site and provide the training and tools necessary for in-house district employees to manage and
update as needed.
The Grand Jury found no attempt to intentionally obfuscate beneficial information. Based on our
interviews we found the following to be the common reasons for substandard transparency:
8 San Mateo County's LAFCo MSRs and SOls can be found at
http://www.co.sanmateo.ca.us/portal/ sitellafco
9 Enterprise activities are those services for which a fee is paid by the customer i.e. sewer
service, water, garbage, etc.
10 Price ranges are based on input from professional website developers who work with non
profits and government agencies.
2013-2014 San Mateo County Civil Grand Jury 3
Attachment 1
FINDINGS
F 1. Some districts are misinformed about the relative affordability of professionally created
websites.
F2. Special districts lack trained in-house staff to regularly update website information.
F3. Privacy concerns of Boards of Directors or Commissioners result in a lack of readily
accessible contact information.
F4. Not all special districts recognize the benefits of transparency delivered through district
websites.
F5. No County independent special district has completed the District of Distinction 11 program
offered by Special Districts Leadership Foundation (SDLF).
F6. No independent special district in the County has yet earned the SDLF Transparency
Certificate of Excellence. 12
F7. Only 2 of 23 independent special districts in the County have achieved SDLF Recognition
in Special District Governance. 13
F8. No general manager or top management official of any County independent special district
has received SDLF's Special District Administrator Certification. 14
RECOMMENDATIONS
Rl. Each independent special district's website will conform to the accepted criteria listed in
the SDLF's transparency checklist on or before May 15,2015. R2. By December 31, 2014, independent special districts will consult with professional website
developers if in-house staff is incapable of creating and/or managing their website as
described above.
R3. Each district will take the necessary steps to keep its website current.
R4. Districts will complete the District of Distinction program offered by SDLF by June 30,
2015.
R5. Districts will seek to attain the SDLF Transparency Certificate of Excellence by June 30,
2015.
R6. Districts currently lacking staff or board members vvho have achieved the SDLF's
Recognition in Special District Governance will seek the training available under this
program by June 30, 2015.
R7. District administrators will seek the SDLF Special District Administrator Certification.
11 See Appendix C and http://sdlf.org/DODprog.htm
12 See Appendix D and http://sdlf.org/transparency.htm
13 See Appendix E and http://sdlf.org/SDGprog.htm
14 See Appendix F and http://sdlf.org/SDAprog.htm
20 13-20 14 San Mateo County Civil Grand Jury 4
Attachment 1
REQUEST FOR RESPONSES
Pursuant to Penal code section 933.05, the grand jury requests responses to the foregoing
recommendations:
From the following governing bodies:
• Bayshore Sanitary District
• Broadmoor Police Protection District
• Coastside County Water District
• Coastside Fire District
• Colma Fire Protection District
• East Palo Alto Sanitary District
• Granada Sanitary District
• Highlands Recreation District
• Ladera Recreation District
• Los Trancos County Water District
• Menlo Park Fire Protection District
• Midpeninsula Regional Open Space District
• Mid-Peninsula Water District
• Montara Water and Sanitary District
• Mosquito and Vector Control District
• North Coast County Water District
• Peninsula Health Care District
• Resource Conservation District
• San Mateo County Harbor District
• Sequoia Health Care District
• West Bay Sanitary District
• Westborough Water District
• Woodside Fire Protection District
2013-2014 San Mateo County Civil Grand Jury 5
Attachment 1
The governing bodies indicated above should be aware that the comment or response of the
governing body must be conducted subj ect to the notice, agenda and open meeting requirements
of the Brown Act.
BIBLIOGRAPHY
Reports issued by the Civil Grand Jury do not identify individuals interviewed. Penal Code Section 929 requires that reports of
the Grand Jury not contain the name of any person or facts leading to the identity of any person who provides information to
the Civil Grand Jury.
Senate Local Government Committee (2010, October), What's So Special About Special Districts?, Inyo County,
http://www.inyocounty.usIRecorder/DocumentsIWhats _So _ Special.pdf
Nelson, C. (2013 , November 21), New transparency portal for special districts launches today, California
Forward, http://www.cafwd.org/reporting/entry/new-transparency-portal-for-special-districts-launches-today
(2008), Special Districts: Compensation for Directors and Trustees, California Special Districts Association,
http://www.csda.net/wp-content/uploads/2013/05/Special-Districts-Compensation-for-Directors-and-Trusteesa.pdf
Jones, J. (2012, September 26), In U.S. Trust in State, Local Governments Up, Gallup. Com,
http://www.gallup.com!poll/157700/trust-state-local-governments.aspx
20 13-20 14 San Mateo County Civil Grand Jury 6
Attachment 1
APPENDIX A
• California Special Districts Association
Districts Stronger Together
BY THE NUMBERS
Large or small, special districts are responsive to the neighborhoods and regions they serve. Policy
addressing special districts should focus on the quality of service delivered to citizens rather than
assumptions about quantity or size. The numbers speak volumes to the ability of special districts to meet
evolving local needs.
Critical Role for Millions of Californians Daily
• Deliver water and treat wastewater for more than 30 million residents
If Protect 11 million residents from fire and other hazards
• Operate more than half of California's critical access hospitals
• Supply water to 90 percent of California's farmland
• Provide other core services throughout the state: flood defense, mosquito and vector control, trash
collection, resource conservation, and airport, port and harbor, and cemetery management.
Created to Serve Local Communities through Voter Approval
• Voters have approved 2,162 independent special districts. It is important to note that while the State
Controller's 2010-11 report lists 4,772 "special districts," over half are actually non-profit corporations
or components of other governments, such as cities and counties.
• An emphasis on efficient service delivery is why special districts have taken the lead in self-initiating
the majority of the more than 150 consolidations and mergers over the last two decades, when and
where it was appropriate.
• According to a Senate Local Government Committee report (2010), special districts have
consolidated by more than seven percent over the past 20 years.
A Thoughtful, Local Process
• District reorganizations are researched and approved by the Local Agency Formation Commission,
whose state mandated goal is to assure that changes in governmental organization occur in a
manner which encourages orderly growth, discourages sprawl, preserves agricultural and open
space lands and safeguards the delivery of efficient and quality municipal services.
• A one-size-fits-all, top-down approach does not work with core local services. Deliberate study and
planning at the local level is necessary to ensure viability and identify efficiencies. Ultimately, the
power to reorganize local services should always rest with the local citizens who established and
depend on them.
For more information please visit www.csda.net
20 13-20 14 San Mateo County Civil Grand Jury 7
Attachment 1
APPENDIX B
District Transparency (ertilicate
SPECIAL DISTR1Cf LEADERSHIP FOUNDATION 01 Excellence ell/isf
Showcase your district's commitment to transparency
o Current Ethics Training for all Board Members
(Government Code Section 53235) L1 Provide copies of training ccrtilkatl)s al,)ng with date l:ornplet(:d
o Compliance with the Ralph M. Brown Act
(Government Code Section 54.950 at. al)
Provide �opy of L'tlrl'ent polk)' l'elatetl to Bwwl1 Ad
compliancl'
, , Provitll� copy ()F a curren t mecling agel1da (induding
opportunity for public wmment)
o Adoption of policy related to handling Public
Records Act requests (J Provide copy o[ cummt policy
o Adoption ofRcimhursement Policy, if district provides
any reimbursement of actual and necessary expenses
(Government Code Section 53232.2 (b)) L] Provide copy of current policT
o Annual disclosure of board member or employee
reimbursements for individual charges over $100 for
senices or products. This information is to be made
available for public inspection. "Individual charge"
includes, hut is not limited to: one meal, lodging for one
day, or transportation. (Gomnment Code Section 53065.5) C.i Provide (\)p)" 0(' the most rt'('(�nt d(lrtlll1t�nt and how it is
accessible
o Timely filing of State Controller's Special Districts
FinancialTransactions Report -includes compensation
disclosure, (Government Code Section 53891)
_ ProV[dl' copy 0 f most reCl'n t tlling
SDLF st'!IJ willl'ef�[y that district is not listed on the
Stau Controller's 'non-compliance lise'
o Conduct Annual Audits
(Government Code Section 26909 and 1 24ID. 6) o Prol'ide copy of Olost r.:wnt audit and management letter and
a description ofhowiwhcrc documents were made available
to the public
o Other Policies -have current policies addressing the
following areas (proride copies .if each): n Conflict of InlL.rest
u Code of Ethics IV aluesl Norms or Board Conduct [J Hnand •• l Reserves Policy
o Maintain a district website with the following items
(prOVide website Jink;all are reqUired) c::l Names ofllo,'rd Mctllbl�rS and their tams of of1icc CJ Name of.' general managi:r and h�y stan' along with l'Ofltad
information CJ Election proccdUl'l' and deadlines [J Board meeting schedule (Regular meeting agendas must be posted 72 hou),s in advance pUl'su,mt to GDl'eTilment Cod. S"ctian 54954.2 IU) 0) !lild C;orcrnmcn! Cod�Sectjrn 549,=;6 (aj) i....l District's mission stat.elTll�nt [) Description of ,.Iistrict', serl'ices/!i.mdions aml servicl" aTl.'a L..i Atlthorizing stltute/ enabling act (Principle Act or Special Act) CJ Current disU'ict budget C:i Most recent fillimcial' audit C] Arrhil'{' of Board meeting minutes ior at least the lasl 6 months L.J List of comp(�l1Sati()n of Boan.l Memhers awl $tal1' and! or link tv
State Controll<:r's webpage with the data
o Website also must include il..t!.l:ast± of the following items: [] Peost Boare! Member ethics training certificates C Picture, biography and email addre..';8 ofbo,ml members [l Last 3 yl�ars of alllliLI [) ReimbtLrSement and Compensation Policy [) Financial Rcsl.'rYcs PoliC'{ [] Online/ downloadable P�blic Records Act request form [] AwliD 01' video recordings Dr board meetings CJ Map of' district b()undari�!s/senice area -
U Unk to California Spedal District� Association mapping program o Most recent Mlmicipal Scrvic,; Review (MSR) and Sphere uf'Enlluence
(SOl) studi�s Owl document ar link to Jocum�nt on anotlwr "it�)
Continued on reverse
Questions about SDLF or the transparency pro.gram? Call usfor mare in:formation at 916.231.2939
20 13-20 14 San Mateo County Civil Grand Jury 8
Attachment 1
APPEN DIX C
Requirements!
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Jji.l'l;ricl�n:r.llt IIt'«j iUi:;btle i.hc. fuilhnwill,'l i1:;�m.f, 'il'iUi till! "'iZl:l'�ilit�jil:m/:r'l"a(:�;l'ditlthXl �pliimlJiillLi Htlujlr fn �P.ll�rt� ,. , Oi 'ik;:rr,j 'lrbi'.1!d'ir� �!.iikr :0 tj�t. d· e::«(;I:'IlliI';' .'¢f;aIY,.l;ndu,�nz f!ilb g Ef;;=E;2,��::!:,7"'�W_i"d�"�'�� a,�1 "�-r"'wJ.",t.,
o eIHn[1ild.<� ��.lJ�J' ni�lTkt '!b.r:.1.p;tr.1t.'�"yC<lrt.irk'E!.�: l;l�h;:;�l!lk�l!.:e
20 13-20 14 San Mateo County Civil Grand Jury 9
Attachment 1
Df)"fRJCTS .)r- DiSTiNCTiON APPUCAIli.)N
Fees
The fees are on a sliding scale, based on a district's ability to pay:
INITIAL ACCREDITATION Aniiiial operadIiB biidnet Fee
50-299,999 S200
S·30o)i"Cio:'i49;·99·§······ ·· .. ··s4"(YO ·
fmf;·0·oO:�r9§:99·9····· .. .. ···S·(;O·O···· ...
ST;·OOCr;Ooo::I;·999·;·iJ99···· s 8 00
S3,000,000 or more SI,OOO
RE-ACCREDITATION 1!l.��.�! .. 9P.�:.cz.�.ir:8.�1I.�8:..t.
$0-299,999
Fee
S 125
sj·6o�oo·6=749 ,999
$750:000-999,9·99·· .
.. ·············S·1""SO"
� .. �.!.9.9.g.?�.9.'O'.:.:.�!?9..9.!???. .... $3,000,000 or more
S 175
S200
:52"50·······
Is your Ilistricl a District 01
Distinction?
Submit Application
Submit this application alono with all required
documentation and payment to:
SPECIAL DISTRICT LEADERSHIP FOUNDATION
1112 I Street, Suite 200
Sacramento, CA 95814 Phone: 916-231-2939 • Fa:,,: 916-442-7889 • w\\w.sdlf.org
, --
--
, i�� I f···-········· .. -··· .. ·" .... --·· .. · .... -.. -·· .... ·· .. ···· .. -······ .......................................................................................... -..................................... -............................................................. -... _ ........................................................... -.-.-................................ ] ! MAILING ADDRESS: I l���=_�=.=.�_=====��=-���:=.�_=.�.=.� .............. _._ .... J:���:� ...... _ .... __ ... _ .... ___ .. ____ .. _f.:�.� ...... � ................. _._ ... _ ... __ ._._ ........ __ 1 ! CONTACT NAME: . i
----... --_ .. _. _____ -i ! r---.. ----------.. ---
-
.-.--------------.. --.. ----.. ----.---. 1 CONT.�CTTlTLE: }.-----... -.. --.... -..... -... -............ -... -......................... _ ...... -.. -.................... -...... _ ............................... _ ... _ ...... __ ...... : ........... _ .... -.-.............. _ ............. -..... -.. -............ --.----... -.... -........ -........ -... -.. -......................... _-.. _-_ ........... "1
l..� .. ��� ...... _._ ...................................... _ ..................... _ ............................................... _ ......... _ ............................. .L��:.� ...... -.. -......... -................ -.......... -........... -.......................... _ ................ _ ................................................. _._ ... j � I � I f�E-====--========�===----1 i lOc.�L NEWSPAI'ER(S): I �.-...... -........ -.... -....... -...... -.. -....... -...... -................ -........ _ .. -._-... _ ........... _ ........................................... -..... -...... _ .... _ .................................... -.... _ .................... _ ................ _ ............................. _ ..... __ .............................................................. _-..... -..... , � I CERTIFYTHATTHE INFORMATION SUBMITTED IS ACCURATE � SIGNATURE: ! AND COMPLETETOTHE BE>T OF MY KNOWLEDGE .
......... -...................... _ .......... _ •• _ .......................... ___ ... _ .............. _._ ................ _ ...... _ ...................... _ ....................... _ .. _ .............................. _ ................................ _ ... _ ................................ _ • .i PAYMENT . . • -. -,-
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20 13-2014 San Mateo County Civil Grand Jury 10
Attachment 1
APPENDIX D
�L.' . '1
D. ..
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pnrpa$e 'Ib �(\mn�r; 17i1,": .. iptz.T!;:;O:;Y in :!h�1' (lpi;r;l1km::, <lnd ;g;1w.,ni\n�:� .nr;�flci;(� di�ttk,l! .. t�· ih� p'.ihl�ta:;r��itJ.t�r'i� illtd pIT/;Idr; ;�IH\(d.! di�tdl1;� "�ith.21; {1p?�I,tilr.1ty. �(') m·;YWI;:.m I;.�dr �TI)Tt� ipl;rJr�l;l'¢m;y,
DnraIkln 2"l'e,�r;; Dl1ttWllttelVel
• Ccr1Ifir.;!t�! Ibnti91:1:r{Ol'.'r!rkig i rJ;';;;,r�) •. Prr.!!>.1 rdl:�} j�mp.ht·1:! lIJ1l11allJOll .((lY: ,. R;;;"):'�itip';) llrl fbI; SmJ wcbiJe FRl;)t :. ���:;;�i:;ii���;;;�;� �:�i��::,�;;��r����*��;;�I���:.�;{ii(�\�m(�o;
BatIt R_rtmenti tURIUjNT ¥rrHICST}lA':N�N(i H)R Af.;t �()A8.n MI';�;�(alm� rG�1-"IYtl!1;.>�'l<:. C,"i'� ;i,m,tII r.,n.�s,:. 0, f'ro-dilil -I;'1l'r�'$ �.r irainm.g (!w�in.i:'*"" <lk4"!.g .... :id� d<tli.: "';lP.IFl1l:i�,J
C(JMP[JANCli\\lri11 till! F.."fLJ'H �;�, �IR{)W';" AfT (Gili#!4�pnl r;,,,;,;� S..o.:,I(Vj S·t9S0 .iI!, ti!) 0: J'n�f.d:; ''Air r r"f r.ul7{::\t, -prjl[;;y rd"t.:.d t'::J i!lrr;,"� .�(;i t;j!,mpli",(;<� a. l'm',ide -!;.;lP), of � '.Alrn:nt m��tjog: agi�lld� (iro::;bding '3Pfn;:t;mit� t'(,; ?\ll:ili;; ',:ort!;mi!I'ti}
AD{)I;!j'[()X (}I�l'()t;l(;'�'REl,i\H:I)"ro lti'81)[;1NG f'l.!BU(: 8,li:COiWS.AC'r Rl«<ut;;')'i's Q l'rrr.ld:: 'XJl1·:r ri t;1Jl7{�� y.rlHr.y
ADO'fT!ON ow [{l�MRllH.$I;�u:('rr F'OIK:Y. Hi DrSl1\iC-r PRt)vrI)E$ ,�Xy R.1�MBt2RSJjMJ�NT {)1< ,�eTU�,t.,�,Nn Nr�Ul$S},]I.r lixp..m�:·m$ fG,}f'�rrill(;", Cildt ��aim .$.Uj)..l (P)} o ;f'n;.viQ:; ,;;>;:IPY ",1' t;lJrT(::;:I� :pd}ky
A:NNU,�.t D]$t.:l,O$URl;;' or :nil)r,RI) Mlh\H!��R OR �Mf'tt}'(n: Rr.�Mlil�lRSl1Ml1N·r� H)\i; iiNPlYI,'l)U,I,E, C;H�.ll,GE1.S t)Vlrll $ Hl(t FOB. SliJtVI(:ES UR p.R()m!(�!'S,.11fl$ lNF(}R};tATlC)N ($1'() lilt; J.tAil)U;\V,:I,H.lt.I1ll,!if()ll PUl�(.rC {iiSp.:llX;110N."'�DIVlmL"-L, Clr.-l,R-Cilit' tN. (;LUJ){�), IlLtt is K(1l U��mlt>l'(h ()�m �ttrAt., r,Ol)(i1N(j· i1Qn ()�·m tJAr, r.)R tlt-\:v.$I�()Rt"nON. (G�Yt.f.ll�tijr f�� .&Yr.i�il S:M(!;',.$) 0. J'r(f>i:ql;<xlpy"flih� "':i�l<rco.!.mt (!tx:wr;�-r,t'Ui,d "(.wilti! �hr.�hlil,
'l!MH,Y 1:I1lN(; ()1; :s-r.,rni: {:o;:-rm.()U.l�R"S SP1�(:V.l, r�(SrRrcrs ttNANCrAtTR,A� . .s'\e1T()NS Rl!l>(JR1' ·lNtl.Jmts C{)Y.!PJ(;l\L'A .. '11:01'1 f.i(ISCl.();)'UP4L fC!l�ttrl!l�n� C(lt,.��S4�i'� ,Sj$iJf)
�!!�:�=f.;�;�;f::1I:�:n� ���1t�!tJqr('hi) [.!df? r:(1r�mlJtl� 'i1PJHi)�:pN;;\�f� JJil'
(;ONtHI Cr ANN1Mt),lmrrS ((;i.�'\,(;·i!if�.J:'! C,:>it r.�g'illt i6$fJ!J �(t4 ,! i4JO.6) Q l"(fridll,xi[1Y (Jfm';;:An:�(m�¥Jdi�:mdm.m;l!!{ml�flt1:J!;j:(�rWl,�,�d1�jr�it;r,n (jfhl}wh�iiw1'-r;d;;:;;'1,m1�"'tI< wmmiid� ,r .. "il�,Je I;tl, �hi!rt!lldic
(1IlJl1R PCJUClf!$ .. , 11,'W'[�WRJ1f:NT F'pu(:mS A[)mu;S�1N(rl1 rt� [l()[,l.OWl:N(;·.!'J�E:i;S r:ilu,�it· (Xf.l:;ti.� �r t;J;h� o e(mflki Qflntl�ri;l�t 0. (;.;.:1(1 rJ Ethi:;:'iiV�hm.!/Nn.rrr.lii f% &m'd C(ji'.iluct
o j:ir,;;n(:i.,l R��:il.n�$ J.'d5'�Y
20 13-20 14 San Mateo County Civil Grand Jury 11
Attachment 1
Ileb�tte ItellntremtnL1 MAI;:fIi;O\N A UE!;itRli�::p{l,'�m.srnn'r'rrH 'rm;: FCI�.tOW1N·Gi rn;:,"�) Il:Jl,Qumn{). (?'od;:t� ii'.;\t.I!� ,ilnii;i ��rt{(J,!' it/·m; 41(ll'll1ilk .m f.� p'l.,pj,\;,; OJ N�mr,..� ri OO;!T1{ ��lm1h{'J'.! ;:;;,If their t¢Tl)ff,j pi �4:T;J;�) o �;�rn� p(g.IIf!.m:'i\1 r,n",;agpr, 11nt'! key ;ltdiLaJ(m� witb l;Vr.rt .. ,;j iZ'ifr:m:I)>!.1ib'1l p l!k-;;:tit;m Ilmrelt,m: ""d dt<;Jlnini�.i 0. lImrd tr;1�ir;g ";�lIihli¢ {It�'g�h, lIu:ttting 'lgl!l1L�U m'I!\t.'I;'I: P!j�t:;" li bmm:. i:t ... d�.,",;�: p"nl,n"� tl;' {i� .. ��rO'Il?';i: GIJ� [tL::!,\1n ;J,f$Yi4,; {'I,\;i) fJ."41 (i,w(f,!j!.'1(�' r;<J;I� $t(';!l!!'i :; 4�:i 6-r�lN
g i;:�;��:�I����:��;�;:'i�lr.mqi';�"� w.d .�mi;x. "n;� 0. /tlltll1;<r;iiing���I��I�/f,t;'l<hlj!1g Aq (�'rin;iplc ,\!;'t �Jr SpJ;.'!i:Jllh·�] !J {:>fI'ro.M. �)i51;rii:t.bl.!dgl� o ;\t;l�t n:I:�t ·fimr.cjill, ;rudit g �:�::��;;�t��\�����I:'�:��::;::��� ��.�,�;;t;n :��j4 C(Ot,T{Jtkr'.� wd'r�gl} with tbl2w�
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(Ul�:<!: 4\>opitl'il ,'ir fw.,Ic 1 qf th;!J�!J,�t"'li1,gi#m�) L��l(J�lt/i.!� 1;:;lStir.K::r Nr�'W'SlJnT!ra I)H; Cr)l\t\mN�r;,-mON (J'R�Ir.iJl M-.lt}/C!!I; !tt$('7r'R(}Nit.) '11r,,$,'1 lClruJ·$tH!!.l't.mttC� co::-;srrJr.!·
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C:;OM;'>I1JNLT't' �.,('rm;Jc.mnN"nJIi:C)U(jH PRf.SS REUt\unn tOe"'!.. MmnA tJlrn,t:;T ,·iNN(HJNnNG UNX)MING lillJNG m�-\DUNEFOR EU;(:Tf(}N},ND ¥'R()Cffi.�� FOf'l.$[lt;::£NG "'J�()&TL()N()NTHJ;; DCSTRlG'r JI.(),l;}lS}, PPiH)R'r{J.TL'-t!;.rlUJK!'H{Hi tOR PI�IC)H.TO Tlim l1.H)5T 1'i.!1'U.1N'r D�;.l,;i)UNE N)R, C()i'\:�1�J!:EIlN1Tr)N OF Nrr.V-Al'pC)I�";TM!}�rrS fOll. rH(lr:;l� pl$.nJiCT$ w!';n[ 1S(1.;!;'{U) �mMmiR� ,'\F'F()rN11ml(J t:l:qll)' .. Trf.I�;\t:.)), lJ jim'itd:: .�:OJlY'I;ttht! P"�� ,-,1(::)$1; (�(t jb,� pr.m!�il �tk,k if iJ\uilljl;lt�)
(:CiM�\.HTHSA:!_.\RY (:OM1':\I�ISON/r.r�CrliM.>\p.,K;JNt; FOR Df�·rR1C:1·S'I�'\FFli()SlTtONS u;;rM1-A R�)PIJrol,lIU�:SAt.;\ln· SUlwtty (/ .. 1' �,&��!ST.I�"'�R)' Jni,O\li!,S'� o l'rt"id� iil!:l,.n r7�.s,:;r:'jPtjl;q {iftn(: ;r.ln·�l ;md pm>-..���'l!�d 4$.i wdl �� 1b;: g'�r.{:T.atre<\'ltl�!.
$r-·u:n.AI, COM�imNTrr ltN(JNJ'F�\{I!N'T l1l0J';.(:l'
n��dgr,r.:d1J;',d. ;;;1Impk��t1.;]. �p"-qill f11'<!j�"t pnll'lwt'ing r,�)r;nl1[mrJt¥ �£pgl;ll1rmt .... i�h tn'i' di�tffct l:p:fl�rili,,1 rrpj>:.;tt,� n;'..a)'b�. bm�� in 11�W-l'! <Jr ft;o.l}: I:r.'i ;�mciri,: i�""\l-!::; .f,.Il:h � T;:);Jf-.iCL1iitg, 1'\1�)',iltiJ W.ltf-T, idlmij�til1g n:r.nmurilJ' :n\ld�, e1c.} a �i.:(bfj;';it,;" 'I�':t.r';;i�w: (If ih,¢ ';I;qnrnU�iity�':!lg�gtm1Imt pr.(I.it�l;l n;;;):;!I.'il1g tlw' pl'{l(::t�� l)1:.:lt;r��",,"d r.�p1t,,��l;hi�'H};1
20 13-2014 San Mateo County Civil Grand Jury 12
Attachment 1
OJMMUNrI"'t'TftANSf.',II,RI;N{::Y RRVrK<;'{ 11:.'i� ({�tJf/14 f)t.'(t�\iJ i;·t: t�Nf.t.:f m'l\�f4}�:;l frtnj;ltu4 >�""<�f)�f(�·.: c,\tdh�l}f'�i"1t�"'t 1\�1Si 1 ��fi.n�I(jUi1ltl.in;; jt�dJHl.tUlJ.j� {r.l-.:� \h.�r..(��2. i''t�¥ {��s{,��t· f1}: aifdu(� i!n� iJft��,t�� �'lr.� .rw� #�JJfl<!'\llltt 1Iil!utrSrr(1)J.:l�· >I.'O'"UplIllrl,.!I)\' OJ (;b1ir0rt/:'¢(:(YJrJ:)' Chit (k.wli ji:Jr.y g ::�r���;����:::��:�:� pritt!: nt)'N�p�p�r (r.ml" r,mlJ m.y on\l.')l; fJ;rw"�rdr�q>li�lll��t)
g �1t:$IZE:"!::;'=;:,,:�_,. o (O�:;���:��!;f ;;;�!;�:J�!:��:J�:�I�;!�:����:!:���;;:,�:;:�Qi�¥'rr�nfFq�%lf r;�fi\!�'
�w�;crA1 r)E�T'II,[(:'T "1J;Am!RSrm� HiUNj).'\llON 11. it j � $t:r:�, $ui�(j it{j' ;))(.r¥ll�njPI Cii �;'$l�' 11j-�(ll�i �l ��"·2Ji-2?:a'J � r�"1i;� �11(;,·HZ..7SS�1
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20 13-20 14 San Mateo County Civil Grand Jury 13
Attachment 1
APPENDIX E
f�'J:t.r'�i.ltJf:l;WljCT' 1�Z11�fll� r-tni�ti.�'r!:t\N
Tlti� n1j:?i �!il1-nrJ: i!"f ;�J;; ;np�mrtnr1i;t7' Klli:" �·ilfr,. ht.;xltr.d rftji�rt'J;j1jf:�r':'; ,lfU!i �·ru�lN�.� -tn rb!rnt;Y.'igtr:�tr.: t{i lh.��i!' :tY:fn!:t'j f;'u;�nt�tf andl ��;�dlek-.w�� ·t��; (:'X1W.tit ;flFt�.w.:1r· r�(in'nZ:.lit:Jtr..�:rit: alld ,Ul.U!kAli�,l11. M��jinl'iiJ.ting dUl. bt¥.lJ F;:;x.�ihk, i.¥li:\f'tk" t�l fIll! tXj l!.';lU"HljtI<i.� �Il!�:r .�jjn1! .•
leqlllrtllH1flts o 1�:��::;,;'.!.�!��:�:�1;�:��;�;:�;��:���::�t�;,�::,���:::��ijj Xr�di! i'J£,irlr1� j\%)::�:�,lim\, fe:.q}A:( Sr�dJ Dhldt1 1.'�1>lImhiJl ArJlI.'!MY wi!1lill �b", .h.�t' t��',1 'I'",:.:n;:
M()�hjlc l: (j.;Il'!tnl;;;w.:,�, �;;)ull.l.tjr":n.
�::�:;: ;; iv.lftrU· �:;:::li:!�::�;�:��l:�·;t;=::��il:,! ,MiH(,:ilt: 4; BlliJr�r" Rd"t! in H�Uifi�l� lk�!:'filT':"''''
llidi�·.RI�}l i'h;c{lJ:,l\i1l�XIl:: $(;s, l')htrict Rct:'"gIii1tim�: Ir-t'?it'�if:'.d""r�l.'
. ·l·;· ... :·:· •• · .....•• : . .,.... .; � .. .;.;,: • .; •..•...•• h .. : •.•.•. ·�:-"., .. �· ,"·'w', ... ··.···.·,.-:·h· .�:.,� •.. , .. :. ,-;' ...• �. �� ..,;, F'r:�:�:}:(m� �\:�itl1ih�,�i�f *4' (;f�·h.f tt,*�·l:'<f�W.it.tfi
20 13-2014 San Mateo County Civil Grand Jury 14
Attachment 1
HEC(lGXrn01'; IN Sf'I,;IAL D!STRlCT GOvEHl'{(\NCE A f'f'LIC:rnC1N
Submit Application
Submit this appli cation along with all required documentation and payment oj $ 65Jor individual recognition
(additional District RecoBnition isJree ojcharee) to:
SPECIAL DISTRICT LEADERSHIP FOUNDATION
1112 I Street, Suite 200
Sacramento, CA 95814
Phone: 916-231 -2939 • Fax: 916-442-7889 • www.sdlf.org
DISTRICT:
CONT.�CT NAME:
CONTACTTITLE:
MAILING ADDRESS:
CITY:
PHUNE:
EMAIL:
STATE:
FAX:
WEBSITE:
CSUA �P�CIi\L U1ST11Il.T lEADERSHIP ACADEMY -'
. -
I ZIP:
I MODULE I: GOVERNANCE FOllND.nIONS I I �-... -.-----.-.----.-.... ---.-.----.... -.-.-.--........ ---.---.--...... --.. -... -•. ---.-.. ---......... -...... -----.-.. -.. --.... ·-1 t MODULE 2: SETIING DIRECTION/COMMUNITY LEADERSHIP I ! ! I
I MODULE 3: BOARD 'S ROLE IN FINANCE & FlSCALACCOUNTABILITY I J-------.---.--.-.--------.-.----.--.------------.----_ .. _--._-. ----.--------i MODULE+: BOARD'S ROLE IN HUMAN RESOllRCES
"AYME\'T .
t..������:::�=.�!.:.�:�::� ..................... _ ................... _ ............................................................ _._ ... �..................... .. ......................................................................................... _._ ..... : .... _ .................................................... _ ............... J
20 13-2014 San Mateo County Civil Grand Jury 15
Attachment 1
APPENDIX F
�IL""> 9:; ,. r.n .....
.
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2013-2014 San Mateo County Civil Grand Jury 16
Attachment 1
Special District Administrator (SDIl) Certification Application
Please provide details, dates and appropriate documentation. Use additional pages if necessary.
HIGHER EDUCATION BACKGROUND (ONlY HIGHEST DEGREE EARi\'"ED MAY DE USEDTOWARDYOURTOTAL SCORE) .
: ASSUCIATE (50 PUINTS)
BACHElOR (75 PUINTS)
MASTER (IU� POIl'l"TS)
2.
3.
4.
s.
*al"lacb additional paaes as necessary
20 1 3-20 14 San Mateo County Civil Grand Jury 17
Attachment 1
· ".-' .',". TOTAL
Submit Application Submit this application along with all required documentation and payment to:
SPECIAL DISTRICT LEADERSHIP FOUNDATION 1112 r Street, Suite 200
Sacramento, CA 95814 Phone: 916-23 1-2939 • Fax: 916-442-7889 • \yww.sdlf,org
PAYMENT -.
J TOTAL $10 (;HT�CK . o ViSA . ; 0 MASTERCARD 0 DISCOVEI{ 0 AMERICAN EXPRESS
��:��-,�-c-,,--.-�.-c,�-�.�,,-. -'-'�':"--"-----��;�f;�-�'-:'7:��-' -' --,---' '.-'-. _·_c�_
! EXPlitmON f)r'lTE: ! AUTHOR1ZED SIC;NATllRE; . 1'---___ ..:..:.... __ . _ . .-.:.._ .. _____ . __ . ___ � ____ . ____________ . __ ! ___ �._.__:......:__.�_. __ ",, __ . _._" ______ . _____ .. _ .. __ . __ ._.: __ . _, 1'b<: Special District Administr<Ztor Certificatiun does !Jot discrimillate on <lny bajj;, indud'ina race, sex, !lae, religion, r1<liiorJUI Qrigin, s,!xuaI orien t<llicm or dijabi1i�I"
20 13-20 14 San Mateo County Civi l Grand Jury 18
Attachment 1
APPENDIX G
Special Districts Secured (b)
BayshoreSanilal'{Oiruict $ SO,909.08 $
BroadmoorPolke Protection D5trict 1,004,068.95
Coasttide County Water District 613,081.51
CoasttideFire D�trict 6,933,596.15
ColmaRIl!Protection D�trict 645,955.81
EartPaloAltoSanital'{D�bict 198,54136
GranadaSan�arv D�bict 465,190.95
High�nds Recreation Oisbict 198,291.41
LlderaRecreation lliltnct llaOnn
lOlTrancosCountyWaterDistrict 223,622.04
Menlo M Fire Protection Diruict 26,503,330.83
M�peninsula Re�on� Open Space District 8,949,217.11
Mid·PeninsulaWater Oistrict 138,78653
Montara Water and Sanilarv District 391,472.96
Mosquito and Vector Conlrol Oisbict 1,541,63835
NorthCoastCountyWater llisbict 476,800.58
Peninsula Health CareD�trict 4,097,437.78
Resouae ConlelVation Diluict 41,798.39
San Mateo County Harbor District 3,429,139.12
Sequoia Heath CareDiruict 8,424,488.15 w est Bay Sanitary Disbictl4 w estboroughWater O�trict 238,87334
oodlide F[e Protection Oistnct 12,742,77136
Unsecured Supplemental !)
San Mateo County
Indepe ndentScecial D�trict5
Propertv Tax Revenue
FY2012·11
Homeowner's
Exemption Excess ERAF
8,514.22 $ 4,385.54 $ 1�4J.ll $ 31�31.00 $
5�142.16 17,501.60 6,124.98 150,498.00
36,593.11 11,889.55 4,110.18 311,512.00
401,5�.41 131,336.26 40,440.00 163,044.00
34,655.14 11,114.34 3,948.91
lJ,153.27 10,518.91 3,663.24 143,161.00
21,4�31 8,893.21 3,12l.22 232,101.00
11�61.97 5,66110 2,001.66 11,849.00
�915.lJ �1lL24 181.92 35,861.00
12.141.15 3,93119 1,384.20 56,481.00
1,258,711.81 392,42555 186,499.13 2,m,89100
480,470.91 180,417.85 63,652.99
8,961.68 3.100.11 1,089,91 64,526.00
21,553.65 1 7,017.70 2,456.46 184,037.00
86,331.79 31,279.12 11,040.65 236,01100
24,95189 4,679.23 �916.11 117,152.00
242,245.68 82,!19.l0 28,998.94
1,512.91 823.75 18846 3,936.00
119,17332 n,462.42 25�20.99 832,021.00
441,794.61 155,232.02 54,110.66
12,776.40 4,176.26 1,456.26 110,401.00
693)1430 223,698.47 78,997.96 1,162,139.00
RDA·
Residuals (d)
130,252.48 $
58,10335
12�473.08
172,210.13
13,493.52
29,459.33
136,546.11
893.04
203,981.44
167,212.44
RDA·low&
Moderate
RDA· Pass Through Income Housing
Pavments {d) Funds (e)
19,621.82 $ 31,935.65
143,682.90 119,801.56
1.045,968.64 913,102.39
78,153.17 159,438.39
2,869.51 393.61
35,468.49 42,182.15
587.40 7,443,66
30,810.10 138,724.53
1.146.25
32,93138 2�,807.SO
18,915.62 41,249.02 I
RDA·OIher
Funds (e)
95,933.82
1,500,419.88
210,263.82
519.95
29,618.79
1,03134
42,513.44
6.52
59.465.05
16,177.63
$
Total
304,559.00
1,331,941.69
987,3�.55
8,181,911.81
695,114.16
881,825.41
131,914.10
395,31m
173,819.01
291,566.18
34,506,94831
10,303,825.63
23�74142
606�37.11
2,043,689.61
735,562.87
4,199,396.44
57,405.32
5,041,508.42
9,326,44U5
361,684.26
15,OCO,923.09 W
Tota� $ 11,663,699.25 $ 4,071,125.93 $ I,lGS,OO.02 $ 530,876.76 $ 7,385,225.00 $ 1,040,632.18 $ 1,419,016.03 $1,614,824,81 $1,966,610,24 $ 97,118,733.21
NOTES:
(a) West Say San� Oisbict does not receive property tax revenues. They have spec�1 charges which generated $11,735,961 in revenues for the taxing entity in FY 2012·201l.
(bl Secull!d revenues indJde unitaIyproperty la� All property taK revenuel are net of refunds.
(e) Supplemenlal revenues represent ClJITen! secured supplemental revenues on�. Th� does not indude unsecured supplement� and redemption supplemental.
[d) RDA Residual and PalS Through Payments are ongoing until completion of RDA wind down. Amounts may varv from year due to various factors (Il!funds, revenue amounU, retirement of obigationsl.
[e) These are one·time monies t.rlng entities received as a result of the RDA d�solution.
Issued: May 19,2014
2013-2014 San Mateo County Civil Grand Jury 19
Attachment 1
August 13, 2014
Hon. Lisa A. Novak
Judge of the Superior Court
c/o Charlene Kresevich
Hall of Justice
400 County Center, 2nd Floor
Redwood City, CA 94063-1655
Dear Judge Novak,
We are in receipt of the Civil Grand Jury's final report entitled, "Partly Cloudy with a Chance of
Information: Investigating the Transparency of Independent Special Districts’ Websites."
Pursuant to your May 19, 2014, request for response, the Midpeninsula Regional Open Space
District’s Board of Directors held a public meeting on August 13, 2014 and approved this
response. The Midpeninsula Regional Open Space District (District) responds to the Grand
Jury's findings, conclusions and recommendations as follows:
Findings
F1. Some districts are misinformed about the relative affordability of professionally created
websites.
The District lacks sufficient information regarding the websites of other special districts and is
unable to agree or disagree with this finding. The District’s website was professionally created,
and the District employs a full time website administrator who maintains and updates its website.
F2. Special districts lack trained in-house staff to regularly update website information.
The District lacks sufficient information regarding the websites of other special districts and is
unable to agree or disagree with this finding. The District currently employs a full time website
administrator who maintains and updates its website.
F3. Privacy concerns of Boards of Directors or Commissioners result in a lack of readily
accessible contact information.
The District lacks sufficient information regarding other special districts and is unable to agree or
disagree with this finding. As it pertains to the District, it disagrees with this finding. The
contact information for the members of the District’s Board of Directors is on its website.
Attachment 2
Hon. Lisa A. Novak
Midpeninsula Regional Open Space District Response to 2013-14 San Mateo Civil Grand Jury Report “Partly
Cloudy with a Chance of Information: Investigating the Transparency of Independent Special Districts’ Websites”
July 15, 2014
Page 2 of 4
F4. Not all special districts recognize the benefits of transparency delivered through district
websites.
The District lacks sufficient information regarding the websites of other special districts and is
unable to agree or disagree with this finding. The District is committed to promoting
transparency through its website posting all meeting agendas, contact information, Board
policies, public records access, and other matters of general public interest, consistent with the
SDLF Transparency Certificate of Excellence checklist.
F5. No County independent special district has completed the District of Distinction program
offered by Special Districts Leadership Foundation (SDLF).
The District lacks sufficient information regarding other special districts and is unable to agree or
disagree with this finding. The District has not completed the requirements for the voluntary
District of Distinction program.
F6. No independent special district in the County has yet earned the SDLF Transparency
Certificate of Excellence.
The District lacks sufficient information regarding other special districts and is unable to agree or
disagree with this finding. The District has not completed the requirements for the voluntary
SDLF Transparency Certificate of Excellence program. However, the District has been pursuing
this certification since October 2013 and has completed 20 of the 22 required elements and 11 of
the 15 additional items of which only six are required. The District anticipates completing
remaining two required elements prior to the end of its fiscal year.
F7. Only 2 of 23 independent special districts in the County have achieved SDLF Recognition in
Special District Governance.
The District lacks sufficient information regarding other special districts and is unable to agree or
disagree with this finding. The District has not completed the requirements for the voluntary
SDLF Recognition in Special District Governance program.
F8. No general manager or top management official of any County independent special district
has received SDLF's Special District Administrator Certification.
The District lacks sufficient information regarding other special districts and is unable to agree or
disagree with this finding. The District’s general manager has not completed the requirements
for the voluntary SDLF Special District Administrator Certification; however, the General
Manager regularly attends conferences and trainings offered by the California Special District’s
Association, which are included in the requirements for the voluntary program.
Recommendations
R1. Each independent special district's website will conform to the accepted criteria listed in the
SDLF's transparency checklist on or before May 15, 2015.
This recommendation was implemented prior to the issuance of the Grand Jury’s report.
Attachment 2
Hon. Lisa A. Novak
Midpeninsula Regional Open Space District Response to 2013-14 San Mateo Civil Grand Jury Report “Partly
Cloudy with a Chance of Information: Investigating the Transparency of Independent Special Districts’ Websites”
July 15, 2014
Page 3 of 4
R2. By December 31, 2014, independent special districts will consult with professional website
developers if in-house staff is incapable of creating and/or managing their website as described
above.
This recommendation was implemented prior to the issuance of the Grand Jury’s report. The
District employs a full time website administrator.
R3. Each district will take the necessary steps to keep its website current.
This recommendation was implemented prior to the issuance of the Grand Jury’s report. The
District employs a full time website administrator who updates the website regularly.
R4. Districts will complete the District of Distinction program offered by SDLF by June 30,
2015.
The District is in full compliance with all applicable laws and regulations related to its operations
and transparency. This recommendation requires further analysis by District staff to determine if
it can balance staff time, effort and resources as well as reallocating budgetary funds to complete
the requirements of this voluntary program within the timeframe recommended. The District
anticipates completing this additional research prior to the end of its fiscal year.
R5. Districts will seek to attain the SDLF Transparency Certificate of Excellence by June 30,
2015.
The District is currently in the process of completing all of the requirements for the voluntary
SDLF Transparency Certificate of Excellence program and prior to the issuance of the Grand
Jury’s report has implemented 20 of the 22 required elements and 11 of the 15 additional
requirements of which only 6 are required for certification. The District anticipates completing
the remaining two requirements before the end of its current fiscal year.
R6. Districts currently lacking staff or board members who have achieved the SDLF's
Recognition in Special District Governance will seek the training available under this program
by June 30, 2015.
The District is in full compliance with all applicable laws and regulations related to its operations
and transparency. This recommendation requires further analysis by District staff to determine if
it can balance staff time, effort and resources as well as reallocating budgetary funds to complete
the requirements of this voluntary program within the timeframe recommended. The District
anticipates completing this additional research prior to the end of its fiscal year.
R7. District administrators will seek the SDLF Special District Administrator Certification.
The District is in full compliance with all applicable laws and regulations related to its operations
and transparency. This recommendation requires further analysis by District staff to determine if
it can balance staff time, effort and resources as well as reallocating budgetary funds to complete
the requirements of this voluntary program within the timeframe recommended. The District
anticipates completing this additional research prior to the end of its fiscal year.
Attachment 2
Hon. Lisa A. Novak
Midpeninsula Regional Open Space District Response to 2013-14 San Mateo Civil Grand Jury Report “Partly
Cloudy with a Chance of Information: Investigating the Transparency of Independent Special Districts’ Websites”
July 15, 2014
Page 4 of 4
Very truly yours,
Cecily Harris, Board President
Midpeninsula Regional Open Space District
Cc: Board of Directors, Midpeninsula Regional Open Space District
Attachment 2
To:
From:
Date:
Subject:
Midpeninsula Regional
Open Space District
CLOSING MEMORANDU
Stephen E. Abbors, General Manager
Allen lshibashi /!r
July 22, 2014
Alepin access easement, Rancho San Antonio Open Space Preserve
The access easement for Ronald and Linda Alepin (11920 Rhus Ridge Road) was recorded July 2, 2014
and the quitclaim deed extinguishing the old unrecorded Alepin access easement was recorded for the
benefit on the District on June 13, 2014.
I am not aware of any concerns that were not addressed in the staff report to the Board. In accordance
with the Public Notification Policy, neighbors to the property were notified of this purchase. As there
were no comments made by any of the neighbors or members of the public requiring amendments the
recordation marks the completion of this Board item approved on June 1 1, 2014.
The following chart presents dedication and acquisition details for this property:
DEDICATION & ACQUISITION INFORMATION
Preserve
&
Area
County
&
A.P.N.
Grantor
Acres
Ownership Status:
(Fee, Easement, Lease,
Mgmt Agreement)
Board Approval Date &
Resolution Number or
General Manager
Approval Date
Rancho San
Antonio
Santa Clara County
APN 336-31-026
District
N/A
Easement
June 11, 2014
Closing Date
Mgmt. Status:
(Open, Closed, CMU,
or Other)
Dedication Date
Status (Intended or
Withheld)
Type
Funding
Value
GIS Code
July 2, 2014
N/A
N/A
Cash
Grant
Total
0.00
0.00
2230
Misc. Notes:
1. The District granted the Alepin's a new access easement over a portion of their existing driveway as it crosses
the Rhus Ridge Lot.
2. The Alepin's are responsible for 5% of maintenance costs of the shared driveway and 100% responsible for
maintaining the drainage improvements and retaining wall located in the northwest portion of the Rhus Ridge
Lot.
cc: Accounting
Board of Directors
Clerk
Field Offices (SFO. FFO & SAO)
GIS Administrator
Legal Administrative Assistant
Management Analyst
Natural Resources Manager
Operations Manager
Planning Manager
Public Affairs Administrative Assistant
Public Affairs Manager
Real Property Administrative Assistant
Senior Real Property Planner
010 Ale ninAcc e ssFasement'. Aleninjcce ssFasrme nt. mxd
Alepin Access Ea se me nt - Rancho San Anton io Open Space Pre serve
APNs: 336-43-017 &t 336-43-010
- MROSD Preserves
- Alepin Pro perty
Access Easement
Parking Lot
n Residence
Midpeninsula R egional
Open Spac e District
(MROSD)
May, 2014
® Fe et
0 100 200
MIDPENINSULA
REGIONAL
OPEN
SPACE
V
AlepInAccessEasem ent&". m xd
While the District strives to use the best available digital data, this data does not re prese nt a le gal surve y and is mere ly a graphic illustratio n of geo graphic features.
DATE: August 6, 2014
MEMO TO: Board of Directors
THROUGH: Stephen E. Abbors, General Manager
FROM: Matt Baldzikowski, Planner III
SUBJECT: Rancho San Antonio Air Monitoring Study Update
_____________________________________________________________________________
Air quality monitoring at Rancho San Antonio began in January 2013, and on-site monitoring
continued through mid-June, 2014. The Final Report of this study is currently being prepared,
including analysis and synthesis of all data collected during the study. The District’s consultant,
Winegar Air Sciences, has prepared draft report sections for staff review, with initial summaries
of findings, as the report compilation process progresses. The purpose of this memo is to inform
the Board of these initial findings, prior to the full completion of the report. Staff believes that
the study completed was well done, and extensive in terms of parameters measured and the
duration of study (17 months).
The overall findings are consistent with previous findings reported to the Board and the public
through quarterly progress reports. These findings conclude that the air quality at Rancho San
Antonio is generally of high quality, and reflects a low-impact environment, with some effect
from the nearby industrial (Lehigh) and urban areas (including Hwy 280). The level of impact
from these nearby sources does not appear to pose a substantial health risk at the Preserve;
however nuisance level dust impacts are evident, and PM10 and PM 2.5 (PM10 = Particulate
Matter with diameter of 10 microns or smaller; PM2.5 = diameter of 2.5 microns or smaller) on
average, do exceed State ambient air standards. These average PM10 and PM2.5 levels fall on
the low end of values established for the San Francisco Bay Area Air Basin.
Samples were also taken for a suite of potentially toxic compounds. The measured levels did not
exceed accepted health level standards. The summary table of preliminary monitoring results,
with average values and accepted health risk levels, is included in this memo for your reference.
Once completed, the Final Monitoring Study Report will be presented at a regularly scheduled
Board Meeting in September or October 2014.
Rancho San Antonio Air Monitoring Study
Preliminary Findings Summary Table
Parameter Sample Location Average
Concentration
(ug/m3)
CA Standard;
(ug/m3)
San Francisco Bay
Air Basin Average
Concentration
(ug/m3)
PM10 Annex 16
20 26-35 PG&E Trail 22
Background OSD 26
Background BLN 13.2
PM2.5 Annex 14 12 13-16
Parameter Sample Location Average
Concentration
(ng/m3)
Reference
Concentration Level,
Health Standard
(RfC; ng/m3)
Black Carbon Annex 235
5,000 Background BLN 269
Background OSD 602
Mercury (Hg) PG&E Trail 2.9 300
Chromium VI PG&E Trail 0.4 200
Parameter Sample Location Average
Concentration
(ug/m3)
Reference Exposure
Level (REL),
OEHHA Standards;
ug/m3)
Benzene PG&E Trail 1.22 27 Acute 1-hr
3 8-hour
3 Chronic (annual)
Annex 0.93
Background BLN 0.96
Background OSD 0.06
Bromomethane PG&E Trail 3.11 3900 Acute 1-hr
5 Chronic (annual) Annex 1.82
Note: Annex and PG&E Trail monitoring sites were located within Rancho San Antonio OSP.
Background OSD location was located at the District Administrative Office, Background BLN
was located in Los Altos Hills, typically upwind of Rancho San Antonio.