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Home My Public Portal About20140910 - Agenda Packet - Board of Directors (BOD) - 14-25 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Los Altos Youth Center 1 North San Antonio Road Los Altos, CA 94022 330 Distel Circle – Long Ridge Conference Room Los Altos, CA 94022 Wednesday, September 10, 2014 SPECIAL MEETING BEGINS AT 5:00 REGULAR MEETING BEGINS AT 7:00 A G E N D A 5:00 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT – STUDY SESSION ROLL CALL 1. Prioritization Criteria for Measure AA Projects (R-14-114) Staff Contact: Tina Hugg, Senior Planner General Manager’s Recommendation: 1. Approve the Measure AA project prioritization criteria, including the recommended weighting and project screening methodology as set out in this report. 2. Direct the General Manager to use the criteria to screen and prioritize Measure AA projects and develop a draft 5-year Measure AA project implementation schedule. ADJOURNMENT 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT REPORT OUT OF CLOSED SESSION (IF NECESSARY) (The Board shall publicly state any reportable action taken in closed session pursuant to Government Code Section 54957.1) ORAL COMMUNICATIONS – PUBLIC ADOPTION OF AGENDA CONSENT CALENDAR Meeting 14-25 1. Approve Minutes of the August 20, 2014 and August 28, 2014 Special Board Meetings 2. Approve Claims Report 3. Resolution Honoring the Bay Area Ridge Trail Council Staff Contact: Shelly Lewis, Public Affairs Manager General Manager’s Recommendation: Adopt the resolution honoring and commending the Bay Area Ridge Trail Council on its 25th anniversary. 4. Appointment of Board Members to Measure AA Implementation Ad Hoc Committee (R- 14-117) Staff Contact: Steve Abbors, General Manager General Manager’s Recommendation: Approve the Board President’s appointment of Cecily Harris, Larry Hassett, and Yoriko Kishimoto to serve on the Measure AA Implementation Ad Hoc Committee. BOARD BUSINESS 5. Award a Contract for the completion of the Silva Property Driveway Improvements Project in Russian Ridge Open Space Preserve (R-14-118) Staff Contact: Zachary Alexander, Planner II General Manager’s Recommendation: Authorize the General Manager to enter into a contract with TKO General Engineering and Construction Inc., of La Honda, CA, for a not-to-exceed amount of $97,244, which includes the base bid amount of $84,560 and a 15% contingency amount of $12,684 to complete the Silva Property Driveway Improvements Project at Russian Ridge Open Space Preserve. 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 ADJOURN TO CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION (GOVERNMENT CODE SECTION 54956.9(b)) One potential case The Board will take public comments on the topic of the Closed Session before relocating to 330 Distel Circle, Los Altos, CA 94022. ADJOURN REGULAR MEETING 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 Special and Regular Meetings of the MROSD Board of Directors was posted and available for review on September 5, 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 5th day of September, 2014, at Los Altos, California. R-14-114 Meeting 14-24 September 10, 2014 STUDY SESSION ITEM 1 AGENDA ITEM Prioritization Criteria for Measure AA Projects GENERAL MANAGER’S RECOMMENDATIONS 1. Approve the Measure AA project prioritization criteria, including the recommended weighting and project screening methodology as set out in this report. 2. Direct the General Manager to use the criteria to screen and prioritize Measure AA projects and develop a draft 5-year Measure AA project implementation schedule. SUMMARY On August 28, 2014, the Midpeninsula Regional Open Space District (District) Board of Directors (Board) received an overview of the Measure AA implementation process and the critical key components needed over the next two years to implement Measure AA (R-14-113). One of these components, Measure AA Projects (MAAP), involves the prioritization and scheduling of Measure AA projects within the 25 Top Vision Plan Priority Actions (Portfolios). At the September 10 Study Session, the Board will consider the draft prioritization criteria and screening methodology; discuss any suggested revisions, additions, and weighting; and receive public input. The goal of the Study Session is to arrive at a set of Board-approved criteria and receive Board acceptance of the screening methodology, which the General Manager would then apply to develop a draft 5-year Measure AA project implementation schedule with a 6-10 year horizon. This implementation schedule will be brought to the Board for review and approval at a separate Study Session on October 22, 2014. The results from the prioritization and scheduling work will then be used to inform other critical components of the Measure AA implementation process (e.g. Action Plan development, issuance of first bond, etc.). BACKGROUND A project team, which includes representatives from all departments, was assembled in March 2014 to begin working on MAAP in anticipation of the successful passage of Measure AA. The goal of MAAP is to first generate a list of projects from the Top 25 Portfolios, and prioritize them to create a 5-year implementation schedule. The projects will then be assessed in terms of staffing, schedule, and budget. The MAAP will inform and be informed by the Financial and Operational Sustainability Model (FOSM). The timeline for developing the MAAP 5-year implementation schedule and budget is critical, as this information feeds directly into evaluating the staffing under FOSM, identifying the bond issuance amount for the first bond sale, and R-14-114 Page 2 developing the District’s annual Action Plan, Budget, and 5-Year Capital Improvement Plan (see Attachment 1). DISCUSSION Measure AA calls for the implementation of the Top 25 Portfolios over the course of 20 to 30 years. Each Portfolio includes many projects within it. A set of eight draft prioritization criteria (see Attachment 2) has been created to help systematically identify which set of projects should be implemented earlier in the first five years, which can be scheduled for a later time, and which may potentially have to shift into the 6-10 year horizon if staff capacity is exceeded. Refinements to the Draft Prioritization Criteria as of August 28 At the August 28 Study Session, the Board received a list of ten draft criteria for review prior to the September 10 Study Session. This list has been slightly refined since then, resulting in a further condensed list of eight criteria. The modifications made are described below: • The “High Level of Public Support” criterion was removed because public support provided during the Vision Plan public process from workshops, online surveys, and the Community Advisory Committee was at the Portfolio level, not the individual project level. Therefore, it is not feasible to extract the level of public support at the individual project level using the public input that the District has received to date. The public will have an opportunity during this current MAAP process to provide input on the individual projects moving forward, which the Board will be able to consider as the prioritization criteria are refined and the implementation schedule is developed. • The “Board Priority” criterion has been removed and in its place, the General Manager recommends a more open and transparent Board priority discussion. This discussion would occur at the October 22 Study Session when the draft implementation schedule returns to the Board for review and approval. At this time, the Board will have an opportunity to identify projects that should be added to years 1-5 schedule, or shifted in priority, in open session and collectively discuss the merits for inclusion, ending with a final vote to determine if the project is added to or shifted in priority (a majority vote would result in its inclusion or shift). Tier One Essential Criteria Three criteria are weighted as “Essential”, reflecting the need for quick or timely implementation due to (1) an immediate public safety or emergency issue related to District infrastructure or facilities, (2) an existing or prior legal or formal commitment, or (3) an existing deadline requiring action within 1-5 years. These Essential Criteria are grouped as Tier One. Recommendation: The General Manager recommends automatically adding any project that meets any or all of the Tier One criteria to years 1-5 on the Measure AA project implementation schedule, recognizing that these projects will be of highest priority. Tier Two Criteria Tier Two includes the remaining five criteria. For these Tier Two criteria, the General Manager recommends assigning additional weighting on two of the five criteria. The alternate option for the Board to consider is to assign equal weighting to each of the criteria. R-14-114 Page 3 Recommendation: Varying Weights for Tier Two Criteria It is critical for the District to demonstrate to the public a swift delivery of Measure AA projects. Therefore, the General Manager recommends that the “Project Underway” and “Quick Implementation” criteria be weighted at least twice the value of each of the other three criteria under Tier Two to give greater weight to those projects that can be implemented quickly (within two years), and/or are already underway and therefore moving forward to completion. If the Board approves the General Manager’s recommendation, projects would receive one point if they meet the non-weighted criteria and two points if they meet one of the two weighted criteria. Points would then be totaled. Projects receiving higher scores would rank higher and therefore be scheduled for early implementation. Alternate Option: Equally Weighted Criteria An alternate option is for the Board to assign equal weighting to each of the remaining five criteria. One point would be given for each criterion a project meets, and the points totaled for each project. Projects receiving higher scores would rank higher and therefore be scheduled for early implementation. Measure AA Project Implementation Schedule Once the Board approves the prioritization criteria and screening methodology, the criteria will be used by staff to prioritize the Measure AA projects and develop a draft 5-year project implementation schedule with additional information on the 6-10 year horizon. The project implementation schedule for years 1-5 will identify the projects that staff currently believes can be achieved with existing staffing levels (Current Staff Project List) as well as additional projects that can be included if new staff capacity is developed (Added Staff Project List). Additional staffing needs are being evaluated and recommendations for increased and/or redeployed staff capacity will be developed as part of both the Action Plan/Budget development process and FOSM study. As the MAAP implementation schedule is being developed, staff will also begin “resource loading” each of the projects to understand and confirm the level of staff capacity needed and the departments needed to provide staff support to complete the work. As this is done, the Current Staff Project List will be refined to ensure that the number of projects do not exceed existing staff capacity. If projects exceed capacity, lower scoring projects will be moved to the Added Staff Project List. The Added Staff Project List will thus include projects that can only be accomplished if new staff positions are approved by the Board. In addition to the two lists described above, a list of potential future projects for the 6-10 year horizon will also be prepared to begin identifying projects that are projected for the longer range time frame. The 6-10 year projects will not be resource loaded, scheduled, or have cost estimations developed, as they are relatively far into the future and the ranking of these projects will likely change as the first five years of projects are implemented. The complete implementation schedule, comprised of the three lists described above for years 1-5 and for the 6-10 year horizon, will be presented to the Board at a public study session on October 22 for review and approval. R-14-114 Page 4 In future years, the MAAP’s rolling 5-year implementation schedule will be fully folded into the District’s 5-year Capital Improvement Plan (CIP), which is a rolling 5-year plan for capital projects. As such, the Board will have an opportunity each year to re-evaluate the 5-year CIP to determine whether any adjustments are warranted if conditions change (e.g. new opportunity is identified, priorities have shifted, etc). FISCAL IMPACT The decisions under consideration in the Board Report will substantially influence District spending beginning in FY2015-16; however, there is no fiscal impact to the FY2014-15 (current) budget related to this item. Subsequent implementation of Measure AA projects would be integrated into future Action Plans and Budgets and funded by the periodic issuance of bonds, as approved by the voters on June 3, 2014. PUBLIC NOTICE Notice was provided pursuant to the Brown Act and sent to the new Measure AA Implementation notification list. CEQA COMPLIANCE No compliance is required as this action is not a project under the California Environmental Quality Act (CEQA). NEXT STEPS At a Study Session on October 22, the General Manager will present a draft Measure AA project implementation schedule for years 1-5 with a 6-10 year horizon based on the Board-approved criteria and screening methodology. Moving forward, project scheduling and resource loading will inform the FOSM study, and project expenditure estimates will inform the Bond Issuance. Attachments: 1. Flow Diagram of Measure AA Implementation Process 2. Draft Measure AA Project Prioritization Criteria Responsible Managers: Ana Ruiz, AICP, Assistant General Manager Jane Mark, AICP, Planning Manager Prepared by: Tina Hugg, Senior Planner Prioritization Criteria and Ranking Drafted Confirm Draft Criteria Develop Yrs 1-5 project list with 6-10 horizon Approve Project List PROJECT PRIORITIZATION & SCHEDULING Accept FOSM final report FINANCIAL OPERATIONAL SUSTAINABILITY MODEL (FOSM) Yrs 1-5 Measure AA project list incorporated into 5-year CIP Finalize total amount and length of Bond Issuance ABC Reviews Budget, 5-Yr CIP (M-AA & non M-AA projects) ANNUAL ACTION PLAN & BUDGET DEVELOPMENT Action Plan, Budget & 5- Yr CIP Initial Review Action Plan, Budget & 5-Yr CIP Approval Accept FY15-16 Year End Review (incl. M-AA project accomplishments) Selection of Financial Advisor and Trustee/ Paying Agent Receive Rating Bond Reso & Official Statement Bond SaleBOND ISSUANCE BOC Annual Review Receive BOC FindingsBOC Orientation BOC Oath of Office Select BOC BOC applicant interviews at Special Board Mtg (2) BOC Applications Due BOC openings announced Approve BOC role, bylaws, recruitment Develop BOC structure and recruitment process BOND OVERSIGHT COMMITTEE (BOC) ATTACHMENT 1 MEASURE AA IMPLEMENTATION FLOW CHART AUG 2014 FY15-16 Midyear Review (incl. M-AA project status) SEPT 2014 OCT 2014 JAN 2015 DEC 2014 NOV 2014 FEB 2015 MAR 2015 APR 2015 JUN 2015 MAY 2015 JUL 2015 AUG 2015 SEPT /OCT 2015 NOV / DEC 2015 JAN 2016 MAY / JUN 2016 JULY 2016 Add’l resource loading recomms. developed PROCESS BOARD OVERSIGHTCOMMITTEE REVIEW LEGEND FEB / MAR / APR 2016 Midyear Review documentation prepared Year End Review docs prepared Initial cost estimate informs total amount for May Bond Sale Review Draft FOSM report Yrs 1-5 project list with resource loading and project costs Develop Action Plan, Budget and 5-Yr CIP Resource loading for Yrs 1-5 project list Measure AA project list & initial resource loading folded into FOSM Cost refinements as needed to further refine 5-Yr CIP and Bond Sale amount KEY CRITERION DESCRIPTION WEIGHT A Immediate Public Safety Concern Regarding District Facilities and Infrastructure Implementation action would address an imminent public safety concern or emergency issue related to District facilites or infrastructure (e.g. bridge failure) Essential B Existing or Prior Legal or Formal Commitment Existing or prior formal or legal commitment (e.g. written agreement) has been made to complete the action item Essential C Existing Deadline Within 1-5 Years The action is associated with a specific deadline (within 1-5 years) related to an existing grant, agreement, or partner commitment Essential D Project Underway The action is in the middle of implementation and/or the action is an essential part of a multi-phase project that is currently underway 2 E Broad and Diverse Public Benefit Inclusion allows for a wide geographic distribution of benefits and new facilities to all major user groups (hikers, bicycles, horses, dogs, families, all-access) 1 F Quick Implementation (2 years or less)High level of confidence regarding the ease and feasibility of implementation 2 G High Beneficial Impact The action would result in a significant, beneficial impact to natural resource values and/or to public use and recreation 1 H Partnership Opportunity Implementation action enhances or leverages opportunities for partnerships 1 Notes: 1. Other than the first three criteria listed above, the remaining criteria are in no particular order. 2. Prioritization and scheduling may need to adjust to allow for the addition of new, unplanned opportunities as they arise each year related to the implementation of Measure AA projects (e.g. new land purchase opportunity, partnership project, etc.) ATTACHMENT 2 DRAFT PRIORITIZATION CRITERIA FOR MEASURE AA PROJECTS GENERAL MANAGER'S RECOMMENDATION: WEIGHTED TIER TWO CRITERIA TIER ONE CRITERIA TIER TWO CRITERIA (WEIGHTED) August 20, 2014 Board Meeting 14-22 SPECIAL MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office – Board Room 330 Distel Circle Los Altos, CA 94022 August 20, 2014 DRAFT MINUTES I. CALL TO ORDER Vice-President Siemens called the Special Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 6:02 p.m. II. ROLL CALL Members Present: Jed Cyr, Nonette Hanko, Larry Hassett, Curt Riffle, and Pete Siemens Members Absent: Cecily Harris and Yoriko Kishimoto Staff Present: General Manager Steve Abbors, Assistant General Manager Kevin Woodhouse, General Counsel Sheryl Schaffner, Natural Resources Manager Kirk Lenington, Senior Resource Management Specialist Cindy Roessler, and District Clerk Jennifer Woodworth III. ORAL COMMUNICATIONS No speakers present. IV. ADOPTION OF AGENDA Motion: Director Cyr moved, and Director Hassett seconded the motion to adopt the agenda. VOTE: 5-0-0 (Directors Harris and Kishimoto absent.) Director Harris arrived at 6:03 p.m. V. BOARD BUSINESS 1. Integrated Pest Management Program (R-14-106) Meeting 14-22 Page 2 Senior Resource Management Specialist Cindy Roessler provided the staff report. Ms. Roessler summarized the schedule for the upcoming Environmental Impact Report (EIR), public review of the EIR and Board hearing regarding the EIR. Ms. Roessler reviewed the definition of Integrated Pest Management (IPM) and IPM policy goal previously adopted by the Board of Directors, and described the IPM Guidance Manual. Ms. Roessler provided several examples of pests found on District lands and how the threshold tables in the IPM Guidance Manual would be applied to the example situations. Ms. Roessler reviewed the pest management categories included in the IPM Guidance Manual describing types of pest management that may be utilized for each category. Finally, Ms. Roessler described projected annual use of herbicides, fungicides, insecticides, and rodenticides. Director Riffle left the dais at 7:22 p.m. and returned at 7:25 p.m. Director Hassett suggested that in addition to approved pest management products, a list of products that are not allowed also be included and provided to District tenants. Director Riffle suggested that the IPM Coordinator report annually on lessons learned through application of the IPM Guidance Manual and policies. Mr. Riffle also suggested that staff should consider how the information learned can be shared with members of the public and District neighbors. Director Hassett suggested that second generation rodenticides be removed from the list of available products for use by District staff. Ms. Roessler explained that this type of pesticide would only be used in very specific circumstances where public health was a factor, such as a large infestation at a District office. Extensive discussion ensued. The Board members agreed that second generation rodenticides would remain on the list of pesticides, so they could be studied as part of the EIR. Public hearing opened at 8:11 p.m. John Lidden spoke regarding his method of controlling coyote brush on his property. Craig Beckman, District Construction Maintenance Supervisor, spoke in favor of the flexibility contained it the IPM Guidance Manual for treating pests in the District, particularly regarding herbicide use. Public hearing closed at 8:19 p.m. VI. ADJOURNMENT President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 8:19 p.m. ________________________________ Jennifer Woodworth, CMC District Clerk August 28, 2014 Board Meeting 14-23 SPECIAL MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office – Board Room 330 Distel Circle Los Altos, CA 94022 August 28, 2014 DRAFT MINUTES I. CALL TO ORDER President Harris called the Special Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 5:04 p.m. II. ROLL CALL Members Present: Jed Cyr, Cecily Harris, Larry Hassett, Yoriko Kishimoto, Curt Riffle, and Pete Siemens Members Absent: Nonette Hanko Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner, District Controller Mike Foster, and District Clerk Jennifer Woodworth III. Overview of Measure AA Implementation Process (R-14-113) Assistant General Manager Ana Ruiz provided the staff report. Ms. Ruiz described the process being used to implement Measure AA by District staff including project prioritization and scheduling, completion of the Financial Operational Sustainability Model study, annual action plan and budget, bond issuance, and Bond Oversight Committee. Ms. Ruiz provided a progress report of District projects currently underway as part of the FY2014-15 Action Plan. Ms. Ruiz outlined internal and Board streamlining strategies to assist with timely Measure AA project delivery and formation of a new Measure AA Implementation Ad Hoc Committee. Finally, Ms. Ruiz described the schedule and topics of upcoming Board meetings related to Measure AA. Director Riffle inquired how the five year plan can be adapted to change. Ms. Ruiz explained that the Board will have an opportunity to review the list of Measure AA projects through the annual Board review and approval of the action plan and five year capital improvement plan. Meeting 14-23 Page 2 Director Siemens inquired as to the role of the Bond Oversight Committee review of spending on Measure AA projects expressing his opinion that the Committee should begin meeting in early 2015. Julie Wunderlich from Jones Hall, the District’s bond counsel, explained that the Bond Oversight Committee serves an oversight role after the bonds have been issued and is not involved in approval of spending funds through approving contracts, master plans, etc. because that authority rests with the Board of Directors. Director Kishimoto stated her opnion that the District should continue its robust public outreach began during the Vision Plan process throughout Measure AA implementation. Director Hassett inquired as to whether any penalties exist if 85% of bond proceeds are not spent within three years of bond issuance. Ms. Wunderlich explained that the requirement is based on the reasonable expectation that the bond proceeds will be spent within three years. If unforeseen circumstances arise during the three years following bond issuance that prevents the funds being spent, the District will not be penalized. Public hearing opened at 6:13 p.m. Alex Anderson, Silicon Valley Mountain Bikers Association, spoke about the lengthy Vision Plan process and encouraged the Board to act quickly to open more preserves to the public. Mike Buncic spoke in favor of public input into the implementation process. Claudia Newbold, resident of Menlo Park, spoke regarding reimbursements for projects already in progress what types of costs are covered by Measure AA funds. Finally, Ms. Newbold expressed her desire that volunteers be involved in the implementation of the projects. Public hearing closed at 6:23 p.m. Motion: Director Riffle moved, and Director Siemens seconded the motion to authorize the formation of a Measure AA Implementation Ad Hoc Committee to provide guidance during the first year of Measure AA implementation and project delivery; authorize the Board President to appoint three members of the Board to serve on the Ad Hoc Committee; and state that the Ad Hoc Committee is a non-compensable committee according to Board Policy 6.03. VOTE: 6-0-0 (Director Hanko absent.) IV. ADJOURNMENT President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 6:30 p.m. Meeting 14-23 Page 3 I. CALL TO ORDER President Harris called the Special 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, Curt Riffle, and Pete Siemens Members Absent: Nonette Hanko Staff Present: General Manager Steve Abbors, Assistant General Manager Kevin Woodhouse, Assistant General Manager Ana Ruiz, General Counsel Sheryl Schaffner, District Controller Mike Foster, Administrative Services Manager Kate Drayson, Accountant Andrew Taylor, Natural Resources Manager Kirk Lenington, Public Affairs Manager Shelly Lewis, and District Clerk Jennifer Woodworth III. ORAL COMMUNICATIONS Dan Paul spoke regarding his residence, which he rents from the District. IV. ADOPTION OF AGENDA Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt the agenda. VOTE: 6-0-0 (Director Hanko absent.) V. SPECIAL ORDERS OF THE DAY Special Recognition of the League of Women Voters Presentation of Proclamation to Peninsula Open Space Trust Presentation of Proclamation to Save the Redwoods Presentation of Proclamation to Committee for Green Foothills Presentation of Proclamation to Sempervirens Fund Presentation of Proclamation to Greenbelt Alliance President Harris thanked the District’s partner organizations for their many efforts supporting Measure AA, and representatives from the organizations provided comments. The members of the Board and General Manager Steve Abbors also expressed their appreciation to the partner organizations that supported Measure AA and continue to support the District. Meeting 14-23 Page 4 The Board recessed at 7:28 p.m. and reconvened at 7:44 p.m. with Directors Cyr, Harris, Hassett, Kishimoto, Riffle, and Siemens present. VI. CONSENT CALENDAR 1. Approve Minutes of the August 13, 2014 Regular Board Meeting 2. Approve Claims Report 3. Resolution Honoring East Bay Regional Park District General Manager’s Recommendation: Adopt the resolution honoring and commending the East Bay Regional Park District on its 80th anniversary. 4. Amend Contract with Ascent Environmental for the Integrated Pest Management Program (R-14-109) General Manager’s Recommendation: Authorize the General Manager to amend the professional services contract with Ascent Environmental for the Integrated Pest Management Program to increase the total contract amount by $15,698 to a not to exceed amount of $332,065, for consultation regarding safety of pesticides and for revisions to the program documents. Public hearing opened at 7:45 p.m. No speakers present. Public hearing closed at 7:45 p.m. Motion: Director Cyr moved, and Director Kishimoto seconded the motion to approve the Consent Calendar. VOTE: 6-0-0 (Director Hanko absent.) VII. BOARD BUSINESS 5. Response to the 2013-14 Management Letter from the Auditor (R-14-110) District Controller Mike Foster provided the staff report summarizing the management letter from District Auditor Chavan & Associates. Public hearing opened at 7:55 p.m. No speakers present. Public hearing closed at 7:55 p.m. Motion: Director Riffle moved, and Director Kishimoto seconded the motion to accept the response to the Management Letter from the District Auditor, Chavan & Associates, received July 30, 2014. Meeting 14-23 Page 5 VOTE: 6-0-0 (Director Hanko absent.) 6. Professional Services Contract Authorization for a Financial and Operational Sustainability Model Study (R-14-112) Assistant General Manager Kevin Woodhouse provided the staff report describing the purpose, timeline, and scope of work for the study. Mr. Woodhouse outlined the consultant selection process utilized by the District to select Management Partners as the recommended consultant. Mr. Woodhouse summarized the timeline for the study and methods for updating the board on the study during its progression and completion. Mr. Woodhouse introduced Andrew Belknap of Management Partners who provided comments on his company’s approach to the study and experience with issues that affect the District. Director Kishimoto inquired regarding various expected outcomes that may result from the study including policy recommendations, suggestions regarding Board role and function, options for implementation, etc. Mr. Belknap stated that his firm will be providing all of those items as part of its completed report and further described the process used by his staff to analyze the organization and provide recommendations for implementation. Director Riffle inquired as to implementation of recommendations resulting from the study. Mr. Woodhouse explained that implementation will most likely occur in phases through the annual budget and possibly midyear budget review. Public hearing opened at 8:53 p.m. No speakers present. Public hearing closed at 8:53 p.m. Motion: Director Siemens moved, and Director Cyr seconded the motion to authorize the General Manager to enter into a professional services contract with Management Partners, of San Jose, CA, for a not-to-exceed amount of $118,690, which includes the project proposal amount of $107,900 and a ten percent contingency amount of $10,790, to complete a Financial and Operational Sustainability Model Study. VOTE: 6-0-0 (Director Hanko absent.) VIII. COMMITTEE REPORTS No committee reports provided. IX. STAFF REPORTS Mr. Abbors provided an update of current issues regarding Hendrys Creek and Lupin Lodge. Meeting 14-23 Page 6 Mr. Abbors also reported on a recent meeting he and members of District staff had with Supervisor Don Horsely, Linda Craig, and Martha Poyatos. X. DIRECTOR REPORTS The Board submitted their compensatory forms to the District Clerk. Director Riffle reported that he and Director Hassett attended the Pescadero Art & Fun Festival. Director Cyr reported that he attended the opening of Santa Clara County Open Space Authority’s Sierra Vista Staging Area. Director Kishimoto reported that she met with neighbors of Ridge Vineyards Winery. XI. ADJOURNMENT President Harris adjourned the special meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 9:06 p.m. ________________________________ Jennifer Woodworth, CMC District Clerk Page 1 of 3 CLAIMS REPORT MEETING 14-25 DATE 09-10-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67446 10889 - GROSSMANN DESIGN GROUP Radar Tower Repair Design Work (SAU)08/27/2014 $17,442.00 67442 10546 - ECOLOGICAL CONCERNS INC Weed Treatment for Tree Farm/Los Trancos/Mindego Sites July 2014 08/27/2014 $10,492.00 Water Trailer for Weed Control (SR)08/27/2014 67480 *10702 - BARBARA S BERGMAN TRUST Interest payment on note - quarter ending 8/31/2014 08/27/2014 $8,500.00 67479 10585 - SOL'S MOBILE SERVICE BIT Inspection - M27 08/27/2014 $5,055.74 BIT Inspection - WT01 08/27/2014 Vehicle Annual Inspection - M10 08/27/2014 Vehicle Maintenance & Repairs - M31 08/27/2014 Vehicle Maintenance & Repairs - M37 08/27/2014 Vehicle Maintenance & Repairs - P83 08/27/2014 Vehicle Maintenance & Repairs - P82 08/27/2014 BIT Inspection - T25 08/27/2014 BIT Inspection - M4 08/27/2014 BIT Inspection - M07 08/27/2014 Annual Smoke Test - M33 08/27/2014 Annual Smoke Test - WT02 08/27/2014 Annual Smoke Test - M29 08/27/2014 Vehicle Maintenance & Repairs - P82 08/27/2014 Annual Smoke Test - M22 08/27/2014 Vehicle Maintenance & Repairs - M22 08/27/2014 67428 10540 - CRAFTSMEN PRINTING Mailing of Fall Newsletter 08/21/2014 $4,972.63 67447 11177 - HARRIS CONSTRUCTION Plumbing Repairs - (2) Rental Residences 08/27/2014 $3,783.50 67476 11388 - WAGNER & BONSIGNORE Water Rights Reporting 2014 08/27/2014 $3,211.30 67448 10222 - HERTZ EQUIPMENT RENTAL INC Excavator Equipment Rental (SA)08/27/2014 $2,505.60 Trencher Equipment Rental (FFO)08/27/2014 67450 10043 - HOWARD ROME MARTIN & RIDLEY LLP MROSD vs. Arcadis Legal Fees (ECDM)08/27/2014 $2,334.83 Legal Fees for Gullicksen 08/27/2014 67469 *10263 - THE BANK OF NEW YORK MELLON Administrative Fee - Bond Trustee 08/27/2014 $2,332.00 67441 10027 - CRESCO EQUIPMENT RENTALS Excavator Rental for Ancient Oaks Trail (RR)08/27/2014 $2,252.69 67466 10196 - SHELTERBELT BUILDERS INC Pest Control Recommendations May-June 2014 08/27/2014 $2,205.00 67459 10932 - RDO EQUIPMENT COMPANY Tractor Repairs 08/27/2014 $2,157.39 67451 11392 - LENNIHAN LAW Water Rights Consulting July 2014 08/27/2014 $2,130.60 67452 10190 - METROMOBILE COMMUNICATIONS Remote Mobile Radio for District Vehicle - M207 08/27/2014 $2,039.56 67445 11195 - GOODYEAR AUTO SERVICE CENTER Tires & Installation of Tires - P86 08/27/2014 $1,793.51 Tires & Installation of Tires - P99 08/27/2014 67471 10706 - THE MERCURY NEWS Mt Umunhum Radar Tower Interim Repair Request for Bids Ad 08/27/2014 $1,213.44 Mindego Water Infrastructure Request for Bids Ad 08/27/2014 67470 11033 - THE CREATIVE GROUP Public Affairs Assistant - Mello 08/27/2014 $1,071.36 67468 10152 - TADCO SUPPLY Janitorial Supplies (RSA/CP)08/27/2014 $1,013.51 67431 10004 - ACCOUNTEMPS Accounting Temp 08/27/2014 $678.63 67472 10307 - THE SIGN SHOP Skyline Preserve Signs 08/27/2014 $661.04 67478 11407 - WOODS UNLIMITED INC Lumber for Walton Trailer 08/27/2014 $626.22 Torx Screw for Trailer 08/27/2014 67458 *10180 - PG & E Electric (ECdM)08/27/2014 $575.19 Page 2 of 3 CLAIMS REPORT MEETING 14-25 DATE 09-10-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount Electric (RR)08/27/2014 Electric (SAO)08/27/2014 Electric for Gate (ECdM)08/27/2014 67473 10069 - THE WILFRED JARVIS INSTITUTE Organizational Effectiveness Consulting 08/27/2014 $550.00 67467 10107 - SUNNYVALE FORD Vehicle Maintenance & Repairs - P75 08/27/2014 $543.01 67464 10724 - SANTA CLARA VALLEY AUDUBON SOCIETY Volunteer Supplies 08/27/2014 $538.13 67465 *10580 - SHARP BUSINESS SYSTEMS Copier Usage (AO)08/27/2014 $535.31 67430 10001 - AARON'S SEPTIC TANK SERVICE Emergency Septic Tank Pumping - Rental Residence 08/27/2014 $495.00 67454 10073 - NORMAL DATA Database Programming - Mail Tracking 08/27/2014 $471.25 67462 11268 - SANTA CLARA COUNTY PLANNING OFFICE Lobner Demolition Permits -3 Houses, Outbuildings & Septic Tanks 08/27/2014 $413.63 67456 10925 - PAPE` MACHINERY Dozer Pick Up (SA)08/27/2014 $388.31 Tractor Key 08/27/2014 67477 10796 - WEMORPH INC Print Shift Change Forms 08/27/2014 $376.79 67457 11411 - PAUL HASKINS Sausal Pond Snapping Turtle Capture & Removal (WH)08/27/2014 $350.00 67461 11268 - SANTA CLARA COUNTY PLANNING OFFICE Lobner Demolition Permits -2 Houses, Outbuildings & Septic Tanks 08/27/2014 $348.92 67449 11344 - HOLM BASE Kitchen Supplies (FFO)08/27/2014 $317.51 67432 11170 - ALEXANDER ATKINS DESIGN, INC.Design for Events Poster - September 2014 08/27/2014 $315.00 67463 11268 - SANTA CLARA COUNTY PLANNING OFFICE Saratoga Gap Demolition Permits 08/27/2014 $303.90 1190 **10850 - COMPLETE PEST CONTROL Rodent Control Maintenance - Hawthorn Historic Complex (WH)08/27/2014 $300.00 67444 10187 - GARDENLAND POWER EQUIPMENT Driscoll Event Center Pump Parts (LHC)08/27/2014 $280.98 Chainsaw Parts (GP)08/27/2014 67438 *10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service (WH)08/27/2014 $212.53 67440 10352 - CMK AUTOMOTIVE INC Vehicle Inspection - A90 08/27/2014 $210.61 Battery Replacement - A40 08/27/2014 67439 *10454 - CALIFORNIA WATER SERVICE CO-949 Water (AO)08/27/2014 $187.54 67434 10010 - ARRANGED4COMFORT Arms for SOMA Office Chair 08/27/2014 $184.05 67433 10815 - AMERICAN RED CROSS First Aid Training 08/27/2014 $181.00 Bloodborne Pathogens Training 08/27/2014 67437 11401 - BEN MEADOWS COMPANY Poison Oak / Ivy Cleanser 08/27/2014 $178.74 67474 11037 - US HEALTHWORKS MEDICAL GROUP PC Employee Health Services 08/27/2014 $139.00 67436 10275 - BECKMAN, CRAIG Reimbursement - Trail Construction (RR), Driscoll Event Ctr (LHC)08/27/2014 $137.76 67460 10099 - SAN FRANCISCO BAY BIRD OBSERVATORY Native Plant Restoration Work - Mt. Umunhum (SAU)08/27/2014 $100.00 67475 *10309 - VERIZON WIRELESS Cell phone (7/13 - 8/12)08/27/2014 $86.81 67453 10389 - MORT, JIM Reimbursement - Field Supplies (GP)08/27/2014 $80.26 67455 10481 - PACIFIC TELEMANAGEMENT SERVICE Campground Phone (MB)08/27/2014 $78.00 67435 10427 - BALDZIKOWSKI, MATT Reimbursement - CPESC Membership 08/27/2014 $67.00 1189 **10172 - CALIFORNIA WATER SERVICE CO-3525 Water Services - Hawthorn 08/27/2014 $34.35 67429 *10811 - A T & T Nature Center Phone 08/27/2014 $32.53 67443 11151 - FASTENAL COMPANY Supplies (RSACP)08/27/2014 $23.77 Grand Total $87,509.43 *Annual Claims **Hawthorn Expense Page 3 of 3 CLAIMS REPORT MEETING 14-25 DATE 09-10-14 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 SAU = Sierra Azul Mt Um RSACP = Rancho San Antonio County Park GP = General Preserves Page 1 of 2 CLAIMS REPORT MEETING 14-25 DATE 09-10-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount 67494 10606 - ASCENT ENVIRONMENTAL INC Integrated Pest Management Program and EIR 09/03/2014 $14,995.77 67482 *11230 - SANTA CLARA COUNTY-C/O UNITED ADMINISTRATIVE SERVICE Group #1766-0006 - Dental Plan Premium 08/28/2014 $10,896.48 67507 10775 - NEW WORLD SYSTEMS 2014 New World Conference Registration fee for six attendees 09/03/2014 $9,570.00 67481 *11152 - WELLINGTON PARK INVESTORS AO2 Rent - September 2014 08/28/2014 $8,339.00 67498 10723 - CALLANDER ASSOCIATES Design Work for Bay Trail (RW)09/03/2014 $3,650.29 67496 10012 - BIOSEARCH ASSOCIATES Consultation Services - Special Status Species Surveys (RR)09/03/2014 $3,160.20 67491 11396 - AGCO HAY LLC Purple Star Weed Control at Driscoll Ranch (LHC/Drisc)09/03/2014 $2,420.10 67500 10851 - CONLIN SUPPLY 12 Foot Wire Filled Gates for Mindego Hill Trail (RR)09/03/2014 $2,156.27 67514 11413 - SIERRA CLUB LOMA PRIETA CHAPTER Sponsorship - Sierra Club Loma Prieta Chapter Benefit Event 09/03/2014 $2,000.00 67517 *10583 - TELEPACIFIC COMMUNICATIONS District Telephone Service + SAO Internet - September 2014 09/03/2014 $1,575.84 67506 10626 - KOFF & ASSOCIATES INC Employee Reclassification Study 09/03/2014 $1,125.00 67508 11063 - O'BRIEN, PAT Legislative Consulting - July 2014 09/03/2014 $1,050.00 67490 10001 - AARON'S SEPTIC TANK SERVICE Sanitation Services (DHF)09/03/2014 $700.00 67493 *10294 - AMERIGAS-SAN JOSE Propane - Rental Residences 09/03/2014 $679.14 67492 11170 - ALEXANDER ATKINS DESIGN, INC.Measure AA Project Notification Sign 09/03/2014 $645.00 Resolution for East Bay Regional Park District 80th Anniversary 09/03/2014 67499 11013 - CONFIDENCE UST SERVICES INC Annual Test on Fuel Storage Tank 09/03/2014 $450.00 67518 10403 - UNITED SITE SERVICES INC Sanitation Services for Mindego Hill Trail (RR)09/03/2014 $413.66 67483 *10018 - CECILY HARRIS August Director Meetings 09/02/2014 $400.00 67484 *10029 - CURT RIFFLE August Director Meetings 09/02/2014 $400.00 67486 *10057 - LARRY HASSETT August Director Meetings 09/02/2014 $400.00 67488 *10084 - PETE SIEMENS August Director Meetings 09/02/2014 $400.00 67511 11129 - PETERSON TRUCKS INC.Maintenance & Repairs - M22 09/03/2014 $400.00 67515 10157 - STAPLES CREDIT PLAN Office & Kitchen Supplies (AO)09/03/2014 $392.66 67513 *10093 - RENE HARDOY 08/14 Gardening Services (AO)09/03/2014 $325.00 67485 *10050 - JED CYR August Director Meetings 09/02/2014 $300.00 67487 *10072 - NONETTE HANKO August Director Meetings 09/02/2014 $300.00 67489 *10118 - YORIKO KISHIMOTO August Director Meetings 09/02/2014 $300.00 67497 10289 - CAL-LINE EQUIPMENT INC Chipper Service & Repair 09/03/2014 $297.13 67504 *10519 - GREEN WASTE-1500 Weekly Garbage and Recycling (SFO)09/03/2014 $217.59 67502 10168 - G & K SERVICES INC Shop Towel Service (FFO & SFO)09/03/2014 $131.61 67503 10187 - GARDENLAND POWER EQUIPMENT Chainsaw Sharpening/Carburetor/Misc Parts 09/03/2014 $116.52 67512 10265 - PRIORITY 1 Repair Siren Controller - P75 09/03/2014 $75.00 67495 10011 - BILL'S TOWING SERVICE Vehicle Tow - A40 09/03/2014 $70.00 67509 10670 - O'REILLY AUTO PARTS Battery Charger 09/03/2014 $65.24 67501 10540 - CRAFTSMEN PRINTING Business Cards 09/03/2014 $48.94 67510 10408 - PAPE` MATERIAL HANDLING EXCHANGE Tractor Supplies 09/03/2014 $43.10 67516 10143 - SUMMIT UNIFORMS Shorts - Uniform item 09/03/2014 $42.41 67505 10421 - ID PLUS INC Employee Name Tags 09/03/2014 $19.50 Grand Total $68,571.45 Page 2 of 2 CLAIMS REPORT MEETING 14-25 DATE 09-10-14 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Check Number Notes Vendor No. and Name Invoice Description Check Date Payment Amount *Annual Claims BC = Bear Creek LH = La Honda Creek PR = Pulgas Ridge SG = Saratoga Gap TC = Tunitas Creek CC = Coal Creek LR = Long Ridge PC = Purisima Creek SA = Sierra Azul WH = Windy Hill ECdM = El Corte de Madera LT = Los Trancos RSA = Rancho San Antonio SR= Skyline Ridge AO = Administrative Office ES = El Sereno MR = Miramontes Ridge RV = Ravenswood SCS = Stevens Creek Shoreline Nature FFO = Foothills Field Office FH = Foothills MB = Monte Bello RR = Russian Ridge TH = Teague Hill SFO = Skyline Field Office FO = Fremont Older PR = Picchetti Ranch SJH = St Joseph's Hill TW = Thornewood SAO = South Area Outpost RR/MIN = Russian Ridge - Mindego Hill GP = General Preserves Resolutions/2014/14-XX_BARTC 25th Anniversary 1 RESOLUTION NO. 14-___ RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT COMMENDING AND HONORING THE BAY AREA RIDGE TRAIL COUNCIL ON ITS 25TH ANNIVERSARY WHEREAS, the Bay Area Ridge Trail Council (Ridge Trail) was formed in 1989 with the vision to create a regional ridge trail system consisting of 550+ joined miles and, today, has successfully accomplished 340 of those trail miles in 10 counties; and WHEREAS, the Ridge Trail was the inspiration of environmental leaders such as William Mott Jr., and a coalition of active outdoor enthusiasts who aspired to build and connect the region’s trails to provide a unique outdoor experience for hikers, bikers, and equestrians providing access to spectacular vistas, many of which were previously closed to the public; and WHEREAS, the Ridge Trail provides an exemplary model of regional partnerships and advocacy with 75 public agencies having endorsed the Ridge Trail and been involved in plans, policy documents, and budgets and provided grants to help fund this scenic trail over the backbone of the Bay Area; and WHEREAS, the Ridge Trail is a leader in inspiring, recognizing, and encouraging volunteers and has one of the most successful programs in outdoor recreation with volunteers engaged in activities from planning, to coordinating with other agencies and partners, to outreach and event support; and WHEREAS, the Bay Area Ridge Trail Council serves as a role model to other regional planning agencies to work collaboratively for the good of the public and has inspired a generation of trail users to appreciate and explore the open space in their backyards; and WHEREAS, on October 19, 2014; the community leaders, partner agencies, the board of directors, staff, volunteers and public will celebrate 25 years of trail connectivity, which has created a world-class multi-use trail system. NOW THEREFORE, be it resolved that the Board of Directors of the Midpeninsula Regional Open Space District does hereby commend and congratulate the Bay Area Ridge Trail Council for having joined together to create the outstanding achievements that have been accomplished over the past 25 years, achievements to be proud of for generations to come, and extends its most sincere wishes and encouragement for continued success. * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * ** * * * * * * ** * * * * * * * 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: Resolutions/2014/14-XX_BARTC 25th Anniversary 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 R-14-117 Meeting 14-25 September 10, 2014 AGENDA ITEM 4 AGENDA ITEM Appointment of Board Members to Measure AA Implementation Ad Hoc Committee GENERAL MANAGER’S RECOMMENDATION Approve the Board President’s appointment of Cecily Harris, Larry Hassett, and Yoriko Kishimoto to serve on the Measure AA Implementation Ad Hoc Committee SUMMARY At its study session on August 28, 2014, the Board approved formation of a Measure AA Implementation Ad Hoc Committee (Committee) to provide guidance to District staff during the first year of Measure AA implementation and authorized the Board President to appoint three members of the Board to serve on the committee, which was determined to be non-compensable. President Harris appointed Cecily Harris, Larry Hassett, and Yoriko Kishimoto to serve on the Committee. DISCUSSION Board Policy 1.04 (Board Committees) authorizes the Board to form ad hoc committees to study “specific matters and provide recommendations to the Board on such matters.” In order to help guide the District during the first year of implementation of Measure AA, the Board formed the Committee to provide guidance at key milestones as staff proceeds with developing new processes, prior to bringing items to the full Board for review and approval. Due to its status as an ad hoc committee, the Committee will sunset after one year or once its study of the specific subject matter is complete, whichever occurs first. Items anticipated for discussion by the Committee include Measure AA project prioritization and scheduling, coordination with the Financial and Organizational Stability Model and outputs from those efforts that will be fed into Budget and Action Plan development that is the charge of the Action Plan and Budget Committee. FISCAL IMPACT There will be no fiscal impact associated with this action. When forming the Committee on August 28, 2014, the Board determined that service on the Committee would be non- compensable according to Board Policy 6.03 (Compensation of Directors, and Payment of Expenses). R-14-117 Page 2 BOARD COMMITTEE REVIEW Board Committee review of this item was not required as it was authorized at a previous Board meeting. PUBLIC NOTICE Notice was provided pursuant to the Brown Act. Notices were also sent to the Measure AA Implementation notification list. CEQA COMPLIANCE This proposed action is not a project under the California Environmental Quality Act (CEQA) and no environmental review is required. NEXT STEPS Upon approval by the Board, Directors Cecily Harris, Larry Hassett, and Yoriko Kishimoto will serve on the Measure AA Ad Hoc Committee for its duration. Responsible Department Head: Steve Abbors, General Manager Prepared by: Jennifer Woodworth, District Clerk R-14-118 Meeting 14-25 September 10, 2014 AGENDA ITEM 5 AGENDA ITEM Construction Contract for the Silva Property Driveway Improvements Project at Russian Ridge Open Space Preserve GENERAL MANAGER’S RECOMMENDATION Authorize the General Manager to enter into a contract with TKO General Engineering and Construction Inc., of La Honda, CA, for a not-to-exceed amount of $97,244, which includes the base bid amount of $84,560 and a 15% contingency amount of $12,684 to complete the Silva Property Driveway Improvements Project at Russian Ridge Open Space Preserve. SUMMARY A Request for Bids for construction services was issued on July 21, 2014. Two proposals were received and opened on Friday, August 8, 2014. Evaluation of the received bids revealed that TKO General Engineering and Construction Inc., presented a complete and responsive bid package with the lowest total base bid. Therefore, the General Manager recommends awarding the contract for construction services for the Silva Property Driveway Improvements Project to the lowest responsive bidder, TKO General Engineering and Construction Inc., for a total not-to- exceed amount of $97,244. The FY2014-15 Budget includes funds for this Project. DISCUSSION Background At its December 8, 2010 regular meeting, the Midpeninsula Regional Open Space District (District) Board of Directors (Board) approved the purchase of the 97.5-acre Silva property (R- 10-147), located approximately 2 miles southwest of Skyline Boulevard at 5755 Alpine Road, as an addition to Russian Ridge Open Space Preserve. The Board adopted a Preliminary Use and Management Plan that calls for retaining, maintaining, and leasing the existing structures. After the property purchase and during permitting review of the Mindego Staging Area and Audrey Commemorative Site Projects, the parcel was determined to carry a delinquent County of San Mateo (County) permit originating from the previous owner, which had the potential to significantly delay implementation of the two public access projects (R-13-52). The County and District entered into a Memorandum of Understanding (MOU) on September 25, 2013 to allow the public access projects to move forward with the commitment to separately address the delinquent permit issue on the Silva property. Although the County is allowing the District to adhere to the 1976 building code that was in place at the time the original permit was granted, Cal Fire is requiring that the property be R-14-118 Page 2 brought up to current code. On February 8, 2013, the District obtained an approved Alternative Methods or Materials Agreement (Agreement) from Cal Fire, which outlines the code upgrades needed to receive final signoff from Cal Fire and San Mateo County. The purpose of the Silva Property Driveway Improvements Project (Project) is to fulfill the conditions set forth by Cal Fire, thereby complying with the County MOU and obtaining County signoff on the outstanding delinquent permit that remains on file for the Silva property. Once the Project is complete, the District will prepare the structures for leasing. The County permit is currently scheduled for Planning Commission review on September 10. Assuming no new issues emerge, the permit would be issued soon afterwards to allow construction to begin onsite. Contract Scope The Project scope includes emergency vehicle access and drainage improvements that encompass the re-surfacing of an existing 950’ x 12’ driveway with three inches of Class II baserock, widening the first 375’ of driveway, and installing a turnout midway and a hammer-T turnaround at the end of the driveway. The driveway approach from Alpine Road would be paved with asphaltic concrete to comply with County driveway standards. The existing culverts that drain the driveway will be cleaned, extended and protected. TKO General Engineering and Construction Inc., would work directly with Simms Plumbing, who is being hired separately under the General Manager’s authority, to complete the grading work required to install a new water tank system and fire hydrant. Contractor Selection A Request for Bids was issued on July 21, 2014, and sent to 27 contractors and 5 builders’ exchanges. Legal notices were posted in the San Mateo Times and the San Jose Mercury News. The Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting was held at the site on July 31, 2014, and was attended by five contractors. A sixth contractor arrived at the end of the pre-bid meeting and site tour, and it was determined that because they had missed 95% of the tour, they were ineligible to bid on this project. Sealed bids were due on August 8, 2014, and at the time of the bid opening, two bids had been received and were opened with the results as follows: Bidder Location Total Bid Percent Difference from Estimate of $45,000 Guerra Construction Group Santa Clara, CA $179,219 298.26% TKO General Engineering and Construction Inc. La Honda, CA $84,560 87.91% Bid Analysis Upon review of the Bid Proposal and confirming the contractor’s qualifications, the General Manager recommends awarding the contract to TKO General Engineering and Construction Inc., who is the lowest responsible and responsive bidder. The winning bidder presented a bid that was significantly higher than the original engineer’s estimate. The engineer’s estimate for this project was developed 18 months ago when construction costs were lower and prior to experiencing major permitting delays that have R-14-118 Page 3 resulted in a tight construction schedule. Due to the remoteness of the project site, tight work schedule to meet the October 15 grading deadline, and the ongoing escalation of construction costs in the region, the original engineer’s estimate does not reflect the current market and is therefore substantially lower than it would have been had those costs been developed in the past few months. Therefore, the General Manager has determined that the presented bid more closely matches the true current cost for the Project. It should be noted that this phenomenon is occurring on a number of other District projects for similar reasons related to the current construction market, where low, responsive bids are coming in at 87%-238% above the engineer’s estimates. FISCAL IMPACT Insufficient funds were budgeted in the FY2014-15 Budget to cover the costs associated with this work. Of the $95,600 approved budget, approximately $66,815 remains to complete the work. Given the funding gap, the General Manager will be returning to the Board with a Midyear adjustment in December to request additional funds to cover the remaining costs associated with this work. BOARD COMMITTEE REVIEW This item has not been reviewed by a Board Committee. PUBLIC NOTICE Public notice was provided as required by the Brown Act. CEQA COMPLIANCE The District determined that the Project is Categorically Exempt from environmental review under Section 15304 – Minor Alterations to Land and filed a Notice of Exemption with the San Mateo County Clerk Recorder on April 22, 2014. NEXT STEPS Upon approval by the Board, the General Manager would enter into a contract with TKO General Engineering and Construction Inc., for the completion of the Silva Property Driveway Improvements Project, scheduled to begin in mid-September 2014, once required paperwork is received. Attachments 1. Project Location Map 2. Alternative Methods or Materials Agreement Responsible Department Head: Jane Mark, AICP, Planning Department Manager Prepared by: Zachary Alexander, Planner II A l p i n e R o a d Skylin e Blvd. (C A 3 5) O ld Pa g e M i l l R o a d P a g e M ill Road Mind e o HillTrail Rid g e T rail Ipiw a T r a il Charquin T r a i l Sunny JimTra i l A n c ient OaksTrail O ld P a ge MillTra i l ButanoViewTrail A u d r ey's W a y U n k n o w n Sunny Jim T r ail £¤35 Mindego Creek St e v e n s Creek Midpen in s ula Reg i ona lOpen Sp ac e Di st r ic tAttachment 1 : S il v a P ro p e rt y D r i v e w a y a n d Wa t er S y s t em U p g ra d e s September, 2014 Path: G:\Projects\Russian_Ridge\SilvaProperty\Silva_DrivewayImprovements_NOE.mxd Created By: zalexander 0 2,0001,000FeetI (MROSD)MR O S D Prese rve s Priva te Pr o per t y While th e District strives t o use the b est available d igital data, t his d at a d oe s not repr esen t a le gal survey and is mer ely a graphic illustr at ion of geographic fe at ures. ! ! ! ! ! ! ! ! ! ! ! ! ! ! !Palo Alto Redwood City R u s s i a nRidgeOSPArea ofDetail £¤280 Pr o j ect Lo c at i o n Parti a l M R O S D Ow ners hi p Russian RidgeOpen Space Preserve Silva_DrivewayImpr ov e m en t s_N OE &".m xd" Project Location Skyline RidgeOpen SpacePreserve Attachment 2