HomeMy Public PortalAbout20140409 - Agenda Packet - Board of Directors (BOD) - 14-10
REGULAR MEETING
BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office – Board Room
330 Distel Circle, Los Altos, CA 94022
Wednesday, April 9, 2014
MEETING BEGINS AT 7:00 P.M.
A G E N D A
7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA
REGIONAL OPEN SPACE DISTRICT
ORAL COMMUNICATIONS – PUBLIC
ADOPTION OF AGENDA
CONSENT CALENDAR
1. Approve Minutes of the Special and Regular Board Meetings
March 26, 2014
2. Approve Claims Report
3. Contract for Mailing Services (R-14-62)
Staff Contact: Peggy Koenig, Public Resources Specialist
General Manager’s Recommendation: Authorize the General Manager to enter into a contract
for mailing services with Craftsmen Printing for Fiscal Year 2014-15 for an amount not-to-
exceed $38,000 with the option to extend the contract to FY2015-16, subject to further Board
approval.
4. Contract for Printing Services (R-14-63)
Staff Contact: Peggy Koenig, Public Resources Specialist
General Manager’s Recommendation: Authorize the General Manager to enter into a contract
for printing services with Craftsmen Printing for an amount not-to-exceed $110,850 for Fiscal
Year 2014-15 with the option to extend the contract to FY2015-16, subject to further Board
approval.
5. Contract for Graphic Design Services (R-14-68)
Staff Contact: Peggy Koenig, Public Resources Specialist
Meeting 14-10
General Manager’s Recommendation: Authorize the General Manager to enter into two, one-
year contracts for graphic design services, one with Design Concepts and a second with
Alexander Atkins, Inc., for an amount not-to-exceed $60,000 each, with the option to extend
the contracts a second year subject to further Board approval.
6. Resolution to Implement the Indexed Level 1959 Survivor Benefits (R-14-64)
Staff Contact: Candice Basnight, Human Resources Supervisor
General Manager’s Recommendation: Approve the Resolution to Amend the Contract between
California Public Employees’ Retirement System and the District in order to implement the
Indexed Level of 1959 Survivor Benefits.
BOARD BUSINESS
7.
Approval of the Recommendation from the Planning and Natural Resources Committee for
Demolition of District Structures (R-14-67)
Staff Contact: Aaron Hebert, Contingent Project Manager
General Manager’s Recommendation: Approve the recommendation of the Planning and
Natural Resources Committee for the following items:
1. Approve the demolition of the “Skunk House” and “Caretaker House” on the Hicks
Creek Ranch property in Sierra Azul Preserve due to their deteriorated condition as a
revision to their previous approval for residential use. Approve sale of any of the
equestrian facility infrastructure not salvaged for District use.
2. Approve the demolition of the three ranch barns on the South Area Outpost property
(A.K.A. “Slaght”) in Sierra Azul Preserve in accordance with the findings of the staff
evaluation, conducted per the Board approved preliminary use and management plan.
3. Approve the demolition of the main house, utility building, two sheds, and associated
infrastructure on the Maas property in Sierra Azul Preserve in accordance with the staff
evaluation, conducted per the Board approved preliminary use and management plan.
4. Approve the demolition of the winery barn on the Sherrill Winery property (A.K.A.
“Grainger et. al”) in Montebello Preserve in accordance with the staff evaluation,
conducted per the Board approved preliminary use and management plan.
5. Direct staff to develop a construction and demolition policy on the salvage, reuse, and
recycling of construction and demolition materials for review by the Planning and
Natural Resource Committee.
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
April 4, 2014, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. The agenda
materials are also available on the District’s web site at http://www.openspace.org.
Signed this 4th day of April, 2014, at Los Altos, California.
March 26, 2014
Board Meeting 14-09
REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office – Board Room
330 Distel Circle
Los Altos, CA 94022
March 26, 2014
DRAFT MINUTES
REGULAR MEETING
I. CALL TO ORDER
Vice President Siemens called the Regular Meeting of the Midpeninsula Regional Open Space
District Board of Directors to order at 7:02 p.m.
II. ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Larry Hassett, Yoriko Kishimoto, Curt Riffle,
and Pete Siemens
Members Absent: Cecily Harris
Staff Present: Assistant General Manager Kevin Woodhouse, Assistant General Manager
Ana Ruiz, General Counsel Sheryl Schaffner, Administrative Services
Manager Kate Drayson, Natural Resources Manager Kirk Lenington,
Senior Resource Management Specialist Cindy Roessler, and District
Clerk Jennifer Woodworth
III. ORAL COMMUNICATIONS
No speakers were present.
IV. ADOPTION OF AGENDA
Motion: Director Cyr moved, and Director Kishimoto seconded the motion to adopt the agenda.
VOTE: 6-0-0 (Director Harris absent)
V. SPECIAL ORDER OF THE DAY
Proclamation Honoring Dennis Danielson on His Retirement
Meeting 14-09 Page 2
VI. CONSENT CALENDAR
1. Approve Minutes of the Special and Regular Board Meetings of March 12, 2014
2. Approve the Claims Report
Motion: Director Kishimoto moved, and Director Riffle seconded the motion to approve the
Consent Calendar.
VOTE: 6-0-0 (Director Harris absent)
VII. BOARD BUSINESS
3. Acceptance of the District’s 2013-14 Compensation Study Report (R-14-66)
Assistant General Manager Kevin Woodhouse provided the staff report summarizing previous
actions taken by the Board of Directors related to the 2013-14 Compensation Study, including
approval of comparator agencies and referral to the Action Plan & Budget Committee to create
Employee Compensation Guiding Principles. Mr. Woodhouse then summarized the contents of
the Final Report of the Compensation Study.
Director Riffle inquired about the timeline for the Action Plan & Budget Committee to begin
working on the draft Employee Compensation Guiding Principles.
Mr. Woodhouse stated that the timeline has not yet been determined; however, staff has already
begun to look at various options and can schedule an initial Committee meeting.
Director Riffle commented on use of the Compensation Study as a tool for determining staff
salary and benefits.
Public hearing opened at 7:42 p.m.
Alex Hapke, member of the Field Employees Association, urged the Board to examine total
compensation for District staff instead of only staff salaries.
Public hearing closed at 7:43 p.m.
Motion: Director Hanko moved, and Director Kishimoto seconded the motion to accept the
District’s 2013-14 Compensation Study Report prepared by Koff & Associates.
VOTE: 6-0-0 (Director Harris absent)
4a. Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2014-15
Action Plan and Budget (R-14-58)
4b. Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2014-15
Action Plan (R-14-59)
Meeting 14-09 Page 3
4c. Adoption of the Midpeninsula Regional Open Space District Fiscal Year 2014-15
Budget (R-14-60)
Administrative Services Manger Kate Drayson provided the staff report briefly summarizing the
Fiscal Year 2014-15 Action Plan and Budget and the recommendations of the Action Plan &
Budget Committee.
Public hearing opened at 7:50 p.m.
No speakers present.
Public hearing closed at 7:50 p.m.
Motion: Director Kishimoto moved, and Director Hassett seconded the motion to direct the
General Manager to:
a. Evaluate changing the District’s fiscal year start date from April 1 to July 1.
b. Identify a mechanism for the Board to (1) identify new potential Action Plan projects
ahead of the yearly Action Plan development process and (2) consider activating
deferred projects for inclusion in the annual Action Plan.
VOTE: 6-0-0 (Director Harris absent)
Motion: Director Kishimoto moved, and Director Hassett seconded the motion to adopt the
Midpeninsula Regional Open Space District Fiscal Year 2014-15 Action Plan.
VOTE: 6-0-0 (Director Harris absent)
Motion: Director Kishimoto moved, and Director Hassett seconded the motion to adopt a
Resolution approving the budget for Fiscal Year 2014-15, as well as the new Classification and
Compensation Plan for Fiscal Year 2014-15, which reflects the salary costs that are included in
the proposed budget.
VOTE: 6-0-0 (Director Harris absent)
5. Approval of the Fiscal Year 2014-15 Annual Claims List (R-14-61)
Administrative Services Manager Kate Drayson presented the staff report.
Director Hanko stated that she is recusing herself from any items related to Verizon Wireless,
At&T, and Pacific Gas & Electic.
Public hearing opened at 7:55 p.m.
No speakers present.
Public hearing closed at 7:50 p.m.
Motion: Director Cyr moved, and Director Riffle seconded the motion to approve the Fiscal
Year 2014-15 Annual Claims List, including debt service payments.
Meeting 14-09 Page 4
VOTE: 6-0-0 (Director Harris absent)
6. Agreement to Manage Slender False Brome on Private Properties near District
Preserves (R-14-48)
Senior Resource Management Specialist Cindy Roessler presented the staff report describing
slender false brome and the District’s work plan to eradicate slender false brome on and around
District properties in order to protect native redwood forests. Ms. Roessler also described the
proposed contract with the San Mateo County Resources Conservation District and the services
that the Resources Conservation District will provide under the proposed contract.
Director Hanko inquired if she could vote on the item because her daughter works for a resources
conservation district in Grass Valley.
General Counsel Sheryl Schaffner explained that Director Hanko is able to vote on the item
because her daughter is not a dependent and is not an employee of the San Mateo County
Resources Conservation District.
Director Hassett expressed his concern that the public understand that the program is being fully
handled by the Resources Conservation District on private properties.
Ms. Roessler explained that the agreement requires the Resources Conservation District to work
with private property owners as a contractor for the District, but the District will still oversee the
slender false brome program.
Director Kishimoto inquired if the Resources Conservation District will be required to follow the
guidelines of the District’s Integrated Pest Management Program and any future changes to that
program.
Ms. Roessler explains that the proposed contract Resources Conservation District includes those
requirements.
Public hearing opened at 8:13 p.m.
No speakers present.
Public hearing closed at 8:13 p.m.
Motion: Director Riffle moved, and Director Hassett seconded the motion to authorize the
General Manager to (1) approve a agreement with the San Mateo County Resource Conservation
District for a total of $100,350 in Fiscal Year 2014-15 to treat slender false brome on private
properties near District preserves; and (2) exercise the option to extend the agreement for a
second and third year if the program is successful for a total not-to-exceed amount of $311,866
over the three-year term.
VOTE: 6-0-0 (Director Harris absent)
7. Special District Leadership Foundation’s District Transparency Certificate of
Excellence (R-14-09)
Meeting 14-09 Page 5
District Clerk Jennifer Woodworth presented the staff report summarizing the application
requirements for the Special District Leadership Foundation’s District Transparency Certificate
of Excellence and the current status of completion of those requirements by the District.
Public hearing opened at 8:22 p.m.
No speakers present.
Public hearing closed at 8:22 p.m.
Motion: Director Hanko moved, and Director Kishimoto seconded the motion to direct staff to
include application to Special District Leadership Foundation’s District Transparency Certificate
of Excellence Program and completion of associated requirements in the District’s FY2014-15
District-wide Action Plan.
VOTE: 6-0-0 (Director Harris absent)
8. Assignments to Santa Clara Valley Water District’s Water Commission (R-14-65)
District Clerk Jennifer Woodworth provided the staff report describing the charges of Santa
Clara Valley Water District’s Water Commission and requirements for those who serve on the
commission. Ms. Woodworth also provided information on the timing and location of the
commission meetings.
Motion: Director Hanko nominated Director Kishimoto to serve as the Midpeninsula Regional
Open Space District Representative to Santa Clara Valley Water District’s Water Commission
and Director Cyr seconded the nomination.
Director Kishimoto accepted the nomination.
Motion: Director Hanko nominated Director Cyr to serve as the Midpeninsula Regional Open
Space District Alternate to Santa Clara Valley Water District’s Water Commission, Director
Siemens seconded the nomination.
Director Cyr accepted the nomination.
Public hearing opened at 8:27 p.m.
No speakers present.
Public hearing closed at 8:27 p.m.
VOTE: 6-0-0 (Director Harris absent)
VIII. STAFF REPORTS
Public Affairs Manager Shelly Lewis announced the Volunteer Recognition Event has been
planned for September 13, 2014 at Mt. Umunhum.
Meeting 14-09 Page 6
Assistant General Manager Ana Ruiz reported that she and Directors Cyr and Siemens will be
attending a meeting of the Friends of Stevens Creek Trail organization tomorrow night.
Mr. Woodhouse reported that he and Natural Resources Manager Kirk Lenington attended a
meeting regarding the Marin Carbon Project to learn about the science behind their carbon
farming project, their findings, and the implications to climate change and working lands in the
Bay Area and beyond.
IX. DIRECTOR REPORTS
The Board submitted their compensatory forms to the District Clerk.
Directors Hassett, Cyr, Riffle, and Siemens reported that they attended the opening of the El
Corte de Madera parking lot on March 23rd.
Director Hassett reported on the status of the use permit for Stillheart Institute on Skyline
Boulevard. Director Hassett reported that he will be attending the Special District Parks Form.
Director Cyr reported that he recently hiked in Rancho San Antonio out of Hidden Villa and met
with the Sunnyvale Mayor Jim Griffith.
Director Kishimoto reported that she recently went to Japan with the Japanese American
Leadership Delegation.
Director Riffle reported that he and Director Kishimoto spoke at the Los Altos League of
Women Voters last night.
X. ADJOURNMENT
Vice President Siemens adjourned the Regular Meeting of the Board of Directors of the
Midpeninsula Regional Open Space District at 8:48 p.m.
________________________________
Jennifer Woodworth, CMC
District Clerk
CLAIMS REPORT
MEETING 14-10
DATE 04-09-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Vendor No. and Name Invoice Description Check
Date
Payment
Amount
66352 11336 - SILICON VALLEY PAVING, INC.Road Repairs & Paving - Rancho de Guadalupe 03/31/2014 $24,464.00
66326 10031 - DESIGN CONCEPTS Maps & Brochures For Various Preserves 03/31/2014 $9,416.88
Media Luncheon Invitation 03/31/2014
Lobby Signs & New Logo 03/31/2014
Window Decal Concept Design 03/31/2014
Good Neighbor Policy Book 03/31/2014
Spring Newsletter - Outdoor Activities 03/31/2014
Fact Sheets 03/31/2014
Photo Contest Flyer 03/31/2014
Note Cards - Winter Designs 03/31/2014
Black History Month Event Map 03/31/2014
PowerPoint Presentation Map 03/31/2014
Packet Label Redesign 03/31/2014
66307 *11152 - WELLINGTON PARK INVESTORS Rent - April 04/01/2014 $8,339.00
66332 11352 - HAMMER FENCES McDonald Ranch Fencing Phase I - LHC 03/31/2014 $5,973.75
66321 10170 - CASCADE FIRE EQUIPMENT COMPANY Fire Pump Covers 03/31/2014 $5,465.07
66319 10684 - BUTANO GEOTECHNICAL ENGINEERING Geotechnical Survey & Water System Upgrade At Silva Property 03/31/2014 $5,367.00
66334 10189 - LIFE ASSIST First Aid Supplies 03/31/2014 $4,903.37
First Aid Supplies 03/31/2014
First Aid Packs For Patrol Trucks 03/31/2014
66311 11170 - ALEXANDER ATKINS DESIGN, INC.Girl Scouts Ad 03/31/2014 $4,535.00
Community Advisory Committee Mug Design 03/31/2014
Measure AA Brochures: 4 Page & 8 Page Versions 03/31/2014
Wingding Flyer 03/31/2014
66325 11309 - CONSERVATION COLLABORATIVE Mindego Gateway Permit - Safe Harbor Agreement 03/31/2014 $2,500.00
66328 10187 - GARDENLAND POWER EQUIPMENT Gloves 03/31/2014 $2,398.17
Chain Saw Supplies 03/31/2014
New Chain Saw - FFO Shop 03/31/2014
New Brush Cutter - FFO Shop 03/31/2014
Returned Chain Saw Supplies 03/31/2014
66351 10102 - SHUTE, MIHALY & WEINBERGER LLP CEQA Challenge To Reclamation Plan Environmental Impact Repo 03/31/2014 $2,227.59
66316 10141 - BIG CREEK LUMBER CO INC Lumber For Alpine Pond Bridge 03/31/2014 $2,024.94
Caulking For New Shop Windows - SFO 03/31/2014
Concrete For Purisima Creek Gate 03/31/2014
Redwood For ECDM Bridge 03/31/2014
66342 *10180 - PG & E 1019651754-3 03/31/2014 $1,854.40
9998943006-3 03/31/2014
8350933195-1 03/31/2014
7106014372-5 03/31/2014
1121604473-2 03/31/2014
1390064499-1 03/31/2014
CLAIMS REPORT
MEETING 14-10
DATE 04-09-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Vendor No. and Name Invoice Description Check
Date
Payment
Amount
0936336157-8 03/31/2014
6400986710-8 03/31/2014
8832907454-1 03/31/2014
1329937793-0 03/31/2014
0509687921-7 03/31/2014
4430979254-5 03/31/2014
9165609726-7 03/31/2014
66317 10013 - BOWERMAN ELECTRIC Replace Electrical Panel - Rental Residence 03/31/2014 $1,640.00
66357 10112 - TIMOTHY C. BEST Review Of ECDM Watershed Protection Program 03/31/2014 $1,625.00
66341 10925 - PAPE` MACHINERY Tractor Parts & Repairs 03/31/2014 $1,462.16
66350 11075 - SANTA CLARA COUNTY - DEPT OF ENVIRONMENTAL HEALTH Annual Hazardous Material Permit 4/14-3/15 03/31/2014 $1,419.00
66336 11362 - MARCOS GUTIERREZ PRODUCTIONS Advertising For Outreach Programs 03/31/2014 $1,200.00
66309 10004 - ACCOUNTEMPS Accounting Temp 03/31/2014 $1,085.73
66330 11195 - GOODYEAR AUTO SERVICE CENTER Tires & Installation Of Tires 03/31/2014 $1,011.96
66339 11270 - MUNICIPAL MAINTENANCE EQUIPMENT, INC.New Mower Preparation 03/31/2014 $878.90
66340 10160 - OFFICE DEPOT CREDIT PLAN Office Supplies 03/31/2014 $733.85
66299 10209 - PETTY CASH-MROSD Petty Cash For AO & SFO 04/01/2014 $572.95
66329 10509 - GEOCON CONSULTANTS INC Geotechnical Consulting Services - Mt. Umunhum Staging Area 03/31/2014 $550.00
66324 10352 - CMK AUTOMOTIVE INC Vehicle Maintenance & Repairs 03/31/2014 $486.40
Vehicle Maintenance & Repairs 03/31/2014
66315 10122 - BECK'S SHOES Uniform Expenses - Work Boots 03/31/2014 $403.93
66358 10237 - WILLIAMS, MICHAEL Reimbursement - Cell Phone Jan - Mar 2014 03/31/2014 $393.35
Reimbursement - Mileage 03/31/2014
66345 *10093 - RENE HARDOY 03/14 Gardening Services 03/31/2014 $325.00
66303 *10050 - JED CYR March Director Meetings 04/01/2014 $300.00
66304 *10057 - LARRY HASSETT March Director Meetings 04/01/2014 $300.00
66344 10265 - PRIORITY 1 Removal Of Radio & Lightbar 03/31/2014 $275.00
66333 11315 - KIM, AMANDA Reimbursement - Fee For SMCounty Women's Hall Of Fame Event 03/31/2014 $268.74
Reimbursement - Mileage 03/31/2014
66348 10182 - ROYAL BRASS INC Pumper & Degreaser Hose 03/31/2014 $246.42
Pressure Washer Repair Parts - SFO 03/31/2014
66347 10130 - ROESSLER, CINDY Reimbursement - Mileage 03/31/2014 $245.50
66343 10140 - PINE CONE LUMBER CO INC Materials For Shop Renovation - SFO 03/31/2014 $245.28
66327 10168 - G & K SERVICES INC Shop Towel Service - SFO 03/31/2014 $238.06
Shop Towel Service - FFO 03/31/2014
66331 10173 - GREEN WASTE-11089 Garbage Service - SFO 03/31/2014 $206.09
66300 11108 - SAN MATEO COUNTY Haz Mat Disposal Fee - SFO 04/01/2014 $204.61
66302 *10029 - CURT RIFFLE March Director Meetings 04/01/2014 $200.00
66305 *10072 - NONETTE HANKO March Director Meetings 04/01/2014 $200.00
66306 *10084 - PETE SIEMENS March Director Meetings 04/01/2014 $200.00
66314 10826 - BARTEL ASSOCIATES, LLC Consulting Services - OPEB Actuarial Valuation 03/31/2014 $185.00
CLAIMS REPORT
MEETING 14-10
DATE 04-09-14
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Check
Number
Vendor No. and Name Invoice Description Check
Date
Payment
Amount
66349 10151 - SAFETY KLEEN SYSTEMS INC Parts For Equipment Cleaner - FFO 03/31/2014 $158.80
66353 10447 - SIMMS PLUMBING & WATER EQUIPMENT Water System Repair At Toto Ranch 03/31/2014 $156.25
66338 11274 - MONTEZ, AMANDA Reimbursement - Mileage 03/31/2014 $145.83
66354 10960 - STATE WATER RESOURCES CONTROL Oversight Of Mindego Landfill Closure 03/31/2014 $131.83
66320 10172 - CALIFORNIA WATER SERVICE CO-3525 Water Service - Windy Hill 03/31/2014 $126.96
Water Service - Rental Residences 03/31/2014
66312 11048 - ARC Lobby Sign With New Logo 03/31/2014 $126.04
66310 10240 - ACE FIRE EQUIPMENT & SERVICE INC Oxygen Tank Hydro Test 03/31/2014 $102.04
Fire Extinguisher For New Patrol Truck 03/31/2014
66301 *10018 - CECILY HARRIS March Director Meetings 04/01/2014 $100.00
66308 *10118 - YORIKO KISHIMOTO March Director Meetings 04/01/2014 $100.00
66313 10183 - BARRON PARK SUPPLY CO INC Plumbing Supplies - RSA 03/31/2014 $99.00
66346 10228 - RHF INC Recalibrate Radar Unit 03/31/2014 $81.00
66335 10247 - MALONE, BRIAN Reimbursement - Cell Phone Dec - Mar14 03/31/2014 $80.00
66355 11295 - TAYLOR, ANDREW Reimbursement - New World Norcal Meeting Expenses 03/31/2014 $69.33
66337 10144 - MCKOWAN, PAUL Reimbursement - Mileage 03/31/2014 $60.48
66359 11176 - ZORO TOOLS Materials For ECdM Watering - SFO 03/31/2014 $56.66
66322 10496 - CHUNG, JEAN Reimbursement - Mileage 03/31/2014 $26.88
66356 10435 - THE FERGUSON GROUP LLC Consulting Services - Funding & Grant Opportunities 03/31/2014 $25.00
66318 10273 - BRUCE BARTON PUMP SERVICE INC Part For Water System At Black Mountain 03/31/2014 $12.61
66323 10192 - CITY OF PALO ALTO UTILITIES Electric - Monte Bello Road 03/31/2014 $12.42
Grand Total $98,243.23
* Annual Claims
R-14-62
Meeting 14-10
April 9, 2014
AGENDA ITEM 3
AGENDA ITEM
Contract for Mailing Services
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to enter into a contract for mailing services with Craftsmen
Printing for Fiscal Year (FY) 2014-15 for an amount not-to-exceed $38,000 with the option to
extend the contract to FY2015-16, subject to further Board approval.
SUMMARY
The District’s Public Affairs Department conducts a competitive proposal process for District
mailing services every two years. Mailing services are primarily needed for labeling, handling,
and mailing of the District’s quarterly Views newsletter that is mailed to approximately 14,000
residents every three months. At times, the District may conduct other large mailings for meeting
notifications, special newsletters, etc. In selecting the preferred firm, the District considers prior
work experience, client satisfaction, green practices, shipping distances (to reduce carbon
dioxide emissions), and overall cost. Based on the proposals received, the General Manager
recommends awarding a contract with Craftsmen Printing for an amount not-to-exceed $38,000,
with the option to extend the contract for a subsequent year based on contractor performance and
District satisfaction. A future extension of the contract would return to the Board for approval in
March 2015. Funds for the recommended contract are included in the FY2014-15 Budget.
Funds for subsequent fiscal years would be included in future budgets.
DISCUSSION
District staff solicited requests for proposals for mailing services through our website, by placing
an ad in the San Jose Mercury News Legal Section, and asking other local agencies for
recommendations, and received 5 proposals. Mailing service firms were asked to provide cost
estimates for completion of a sample District mailing project (including all set-up, preparation,
sorting, and indicia or marking showing postage is paid). References and information regarding
the firms’ general background and qualifications were also requested.
Of the 5 proposals received for a key sample project (mailing of the District’s 14-page quarterly
newsletter to the District’s mailing list), processing estimates ranged from $736 to $1000 (see
table below).
R-14-62 Page 2
Firm Name Location Cost*Notes:
Almaden Press Santa Clara $739 Will not do mailing without printing contract
Ultimate Image Costa Mesa, CA $760 Firm located outside of local area
Direct Mailing San Francisco $788 Firm located outside of local area
Patsons Press Sunnyvale $850 Will not do mailing without printing contract
Craftsmen San Jose $1,000 Firm is being recommended for printing services * Includes preparation, labeling, and directing mailing services (handling)
Two local firms would not provide mailing services without contracting with printing services as
well. The third firm is located in Costa Mesa, CA, 392 miles from the District. Increased postage
costs and delivery time for mailing out of the area plus the environmental impact of shipping
outweighed the estimated $960 per year savings. The fourth firm is located in San Francisco,
and while only 10 miles farther away from the District than Craftsman Printing, the estimated
$848 annual savings is overshadowed by the cost efficiencies and environmental benefits of
having Craftsmen Press of San Jose provide both printing and mailing services.
Based upon the above mentioned criteria, the General Manager recommends contracting with
Craftsmen Printing, a San Jose-based company, for one year for a total amount not-to-exceed
$38,000 to provide mailing services. The General Manager further recommends including the
option to extend the contract an additional year, subject to further Board approval. The cost
estimate of $1,000 for mailing the 14-page newsletter, combined with the firm’s general
background, qualifications, and close proximity indicate that Craftsmen Printing would deliver
professional mailing services in a timely manner.
FISCAL IMPACT
Funding for the mailing services contract has been included predominantly in the FY2014-15
Public Affairs budget ($25,000) and in other District department budgets ($13,000) for special
projects.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
Once Board approval is obtained, the mailing services contract for FY2014-15 would be
executed, and Public Affairs staff would implement on an ongoing basis the mailing projects
planned for the fiscal year.
Responsible Department Head:
Shelly Lewis, Public Affairs Manager
Prepared by:
Peggy Koenig, Public Affairs Specialist
R-14-63
Meeting 14-10
April 9, 2014
AGENDA ITEM 4
AGENDA ITEM
Contract for Printing Services
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to enter into a contract for printing services with Craftsmen
Printing for an amount not-to-exceed $110,850 for Fiscal Year (FY) 2014-15 with the option to
extend the contract to FY2015-16, subject to further Board approval.
SUMMARY
The District’s Public Affairs Department conducts a competitive proposal process for District
printing services every two years. The District’s printed products include the Views quarterly
newsletter, brochures, maps, postcards, letterhead, and business cards. Although the District
emphasizes the green practice of using electronic communication and recycling maps and
brochures, certain items do require paper use. For printed material, the District seeks ISO
certified printing firms that take steps to reduce its Volatile Organic Compounds (VOC)
emissions and total vehicle mileage, and increase its stock of recycled paper. After reviewing
work samples, references, prior experience, qualifications, and cost, the General Manager
recommends awarding a one-year contract to Craftsmen Printing for an amount not-to-exceed
$110,850. The General Manager also recommends including the option to extend the contract
for one additional year as long as the firm’s performance continues to meet District needs and
standards. A future extension of the contract would return to the Board for approval in March
2015. Funds for the recommended contract are included in the FY2014-15 Budget. Funds for
subsequent fiscal years would be included in future budgets.
DISCUSSION
District staff solicited requests for proposals for printing services through our website, by placing
an ad in the San Jose Mercury News Legal Section, and asking other local agencies for
recommendations, and received 6 proposals. Printing firms were asked to provide cost estimates
for completion of sample District printing projects (including preparation, proof, special bindery
set-up, handling, and shipping charges). Printing firms submitted costs for printing the District’s
14-page quarterly newsletter and three representative brochure samples at varying quantities.
Firms were also asked to submit their expected production times, work samples, references, and
information regarding their general background and qualifications. They were further asked to
include any experience working with government agencies and/or land conservation or
environmental organizations. The printing firms were also asked to base their costs on
procurement and use of selected papers and inks meeting District environmental standards.
R-14-63 Page 2
From the 6 proposals received, cost estimates ranged from $13,037 to $20,460, with Craftsmen
Printing (Craftsmen), a San Jose-based company with a 40-year history and excellent references,
being the lowest bidder on three of the four projects, and the lowest overall (see table below).
While Ultimate Image Printing of Costa Mesa bid slightly lower on one brochure project, the
environmental impact of shipping the final product to the District’s Los Altos office did not
outweigh the slightly higher cost of Craftsmen for this one brochure (a difference of
approximately $2,000 per year).
Firm Name Location
Small
Brochure
Large
Brochure General Sub Total Newsletter
FINAL
TOTAL Other Clients
Craftsmen Printing San Jose $1,770 $3,649 $2,363 $7,782 $5,255 $13,037 Town of Los Altos Hills, Second
Harvest Food Bank, and
Stanford University
Ultimate Image Printing Costa Mesa, CA $2,237 $2,558 $2,122 $6,917 $6,386 $13,303 American First Credit Union,
Cure Breast Cancer.org, Los
Angeles Unified School District
Almaden Press Santa Clara $2,062 $4,339 $3,270 $9,671 $7,163 $16,834 Santa Clara County Parks,
Santa Cruz Beach Boardwalk,
Moreau Catholic High School
Benjamin Litho San Jose $1,956 $4,970 $3,940 $10,866 $6,944 $17,810 Santa Clara County Parks, San
Jose State University, and
Valley Health Plan (VHP)
Patsons Press Sunnyvale $1,959 $4,360 $3,963 $10,282 $7,659 $17,941 Lucile Packard Foundation,
California Association for
Environmental and Outdoor
Education (AEOE) and Google
Precision Graphics Redwood City $3,182 $4,949 $4,340 $12,471 $7,989 $20,460 Segheisco Family Vineyards,
Jazz Pharmaceutical, and
Stanford Hospital and Clinics
Craftsmen’s proposal contained work samples of a high quality, including a variety of
newsletters and brochures. Craftsmen also has prior work experience with environmental
organizations and government agencies, including the District. With its expansive printing press
operation, Craftsmen is tailored to meet high quantity print demands in a fast, cost-effective
manner.
Based upon Craftsmen’s highly competitive cost estimate for printing the newsletters and trail
brochures, high quality samples, 40 years of experience, ability to meet environmental standards,
and a competitive production lead time, the General Manager recommends entering into a
contract for printing services with Craftsmen Printing for an amount not to exceed $110,850 for
FY2014-15, with the option to extend the contract to FY2015-16, subject to further Board
approval.
FISCAL IMPACT
Funding for the printing services contract has been included in the FY2014-15 Public Affairs
budget.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
R-14-63 Page 3
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
Once Board approval is obtained, the printing services contract for FY2014-15 would be
executed, and Public Affairs staff would implement on an ongoing basis the printing projects
planned for the fiscal year.
Responsible Department Head:
Shelly Lewis, Public Affairs Manager
Prepared by:
Peggy Koenig, Public Affairs Specialist
R-14-68
Meeting 14-10
April 9, 2014
AGENDA ITEM 5
AGENDA ITEM
Contract for Graphic Design Services
GENERAL MANAGER’S RECOMMENDATION
Authorize the General Manager to enter into two, one-year contracts for graphic design services,
one with Design Concepts and a second with Alexander Atkins, Inc., for an amount not-to-
exceed $60,000 each, with the option to extend the contracts a second year subject to further
Board approval.
SUMMARY
The District’s Public Affairs Department conducts a competitive proposal process for District
graphic design services every two years to select a firm(s) that can deliver high quality branded
material effectively and efficiently. Typical projects needing design services include the
District’s quarterly newsletter, brochures, maps, event invitations, and other special projects.
After reviewing work samples, references, client satisfaction, and hourly rates, the General
Manager recommends awarding two contracts, one with Design Concepts, based on work
product quality, accessibility, and quick turnaround at a very low hourly rate for straightforward
projects, and a second with Alexander Atkins, Inc., based on design expertise, creativity, style,
work product quality, accessibility, and equally quick turnaround time for projects needing
special design skills. Each contract is recommended for an amount not to exceed $60,000 for
one year. The General Manager also recommends including the option to extend each contract
for one additional year as long as consultant performance continues to meet District needs and
standards. A future contract extension would return to the Board for approval in March 2015.
Funds for both contracts are included in the FY2014-15 Budget. Funds for subsequent fiscal
years would be included in future budgets.
DISCUSSION
District staff solicited requests for proposals for graphic design services through our website, by
placing an ad in the San Jose Mercury News Legal Section, and asking other local agencies for
recommendations, and received 8 proposals. Graphic design firms were asked to provide work
samples, hourly cost estimates, a client list, and a website link. References and information
regarding the graphic design firms’ general background and qualifications were also requested.
In weighing the decision on graphic design firms, Public Affairs balanced cost with full-service
design that included specialized skills in photo imaging and industry best practices in design,
R-14-68 Page 2
branding, and visual information and success in working with other clients, particularly in the
District’s region.
According to District Policy and State law, selection of professional services consultants,
including graphic design firms, should be made on the basis of demonstrated competence and the
professional qualifications necessary for the satisfactory performance of the required services.
The proposals were carefully evaluated by staff to assess the qualifications of each proposer,
including the quality of the work samples, prior design experience, and overall expertise. Hourly
rates and other consultant costs were then considered. Of the 8 proposals received, average
hourly costs ranged from $65 to $142 as shown below:
Firm Name Location
Avg.
Hourly
Cost* List of Prior Clients:
Design Concepts Mountain View 65$ Hospice of the Valley, Bay Meadows,
Cancer prevention Institute of California
Cartwright Design Studio Montara 75$ San Mateo County Health Foundation,
Marin Sanitary Services, San Mateo
County Sherriffs Office
New Moon Visions Aliso Viejo, CA 75$ City of St. Louis, Downtown Plymouth,
Downtown Petoskey
Classic Ink Bozeman, MT 88$ Moab Area Travel Council, Turner
Endangered Species Fund, Gallatin County
Health Department
Alexander Atkins Design Inc.Palo Alto 92$ Hidden Villa, The Town of Los Altos, The
Happy Body
Taber Creative Roseville, CA 117$ Placer Valley, League Of California Cities,
California Agricultural Export Council
Fortune2 San Jose 125$ Santa Clara Valley Water District, Santa
Clara County Parks, City of San Jose Parks
AKA Creative Group Palo Alto 142$ Peninsula Open Space Trust (POST),
Stanford School of Earth Sciences,
Symantec Corporation * Average of three components of design work per hour: creative design; photo procession; production
Based on a thorough evaluation of all the proposals using the above-mentioned criteria, the
General Manager recommends contracting with both Design Concepts and Alexander Atkins
Design, Inc., for an amount not to exceed $60,000 each. In addition, the General Manager
recommends including the option to extend each contract for an additional year, subject to
further Board approval. Based on general background and qualifications, both firms can deliver
professional design services and consultation at an excellent value with a quick response rate.
Staff would assign specific projects to each firm based on the goal and objective of the project
and prior assigned District workload.
Although staff was impressed with the other design firms that submitted bids, none other than the
two firms selected demonstrated a strong competitive advantage in either cost or design
expertise. Moreover, the lack of timely face-to-face accessibility to discuss visual work products
for those firms that are located out of the area raised concerns regarding their ability to meet tight
schedules and provide the quick turnarounds, potentially delaying projects and incurring
additional costs. Reliance on efficient communication and quick turnarounds is critical for the
R-14-68 Page 3
District particularly at this time when the District is actively expanding its outreach and
education in accordance with the Strategic Plan.
FISCAL IMPACT
Funding for graphic design services is included in the FY2014-15 budget and is split between the
Public Affairs Department ($80,200) and other District departments ($39,800) which have
special project requirements including the design of the final Vision Plan document.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. No additional notice is required.
CEQA COMPLIANCE
This proposed action is not a project under the California Environmental Quality Act and no
environmental review is required.
NEXT STEPS
Once Board approval is obtained, the graphic design services contracts for FY2014-15 would be
executed, and Public Affairs staff would implement on an ongoing basis the publication projects
planned for the fiscal year.
Responsible Department Head:
Shelly Lewis, Public Affairs Manager
Prepared by:
Peggy Koenig, Public Affairs Specialist
R-14-64
Meeting 14-10
April 9, 2014
AGENDA ITEM 6
AGENDA ITEM
Resolution to Implement the Indexed Level 1959 Survivor Benefits
GENERAL MANAGER’S RECOMMENDATION
Approve the Resolution to Amend the Contract between California Public Employees’
Retirement System and the District in order to implement the Indexed Level of 1959 Survivor
Benefits.
SUMMARY
The current Memorandum of Agreement (MOA) with the District Field Employees Association
(FEA) requires the District to amend its agreement with the California Public Employees’
Retirement System (CalPERS), to implement the Indexed Level of 1959 Survivor Benefit. This
benefit will provide for a monthly allowance for the survivors of an employee who is also a
CalPERS member who dies prior to retirement. The Board adopted a Resolution of Intention to
Approve an Amendment to implement this benefit on January 22, 2014 and in so doing the
proposed benefit change was made public prior to adoption. Now that the employee election for
participation/waiver has been completed and the number of participants is known, the District’s
Board of Directors must adopt a Resolution to Amend the Contract with CalPERS in order to
implement this benefit.
DISCUSSION
The current MOA with the FEA requires the District to implement the Indexed Level of 1959
Survivor Benefit through a contract amendment with CalPERS. This benefit is paid monthly to
certain survivors of a CalPERS member who dies before retirement and includes an automatic
cost-of-living increase of 2 percent per year for beneficiaries already receiving this benefit and
those who will receive it in the future. The monthly benefit amounts for eligible survivors for
calendar year 2014 are $660, $1,319 and $1,979 for one, two and three eligible survivors,
respectively. In addition to the monthly benefit, eligible survivors may also receive life-long
medical benefits if the survivors are enrolled in the CalPERS member’s medical plan at the time
of that member’s death.
The cost to the District of the Indexed Level 1959 Survivor Benefit is $4.80 per member per
month. The cost to the employees enrolled in this program is $2.60 monthly. In order to begin
the process to implement this benefit, the Board adopted a Resolution of Intention on January 22,
2014, to approve a contract amendment and certified this resolution was adopted. After the
R-14-64 Page 2
Board adopted the Resolution of Intention, District employees enrolled in CalPERS were given
the opportunity to elect to receive this benefit. Now that the election period is completed, the
final step in this process requires the Board to adopt and approve a final resolution to amend the
CalPERS contract to include this benefit.
FISCAL IMPACT
The cost to the District to implement the 1959 Survivor benefit for District employees is an
estimated current annual premium of $6,912. The FY2014-15 budget adopted by the Board on
March 26, 2014, includes funding for this benefit. The benefit will be available to District
employees as of the first quarter of FY2014-15. The annual employer cost will be recalculated
each year as the number of members in the pool and the employer cost may vary.
It is important to note that the actual cost to the District of this benefit, were an employee to die
and survivors receive the benefit, would depend on many variables. It should be emphasized that
the District’s exposure should be limited to the cost of the annual premium. However, staff
calculated an estimate of the total cost to the District of a hypothetical example. In this case the
staff estimated the cost for a 40-year-old survivor with two children at age 18 based on the
current survivor benefit and medical premiums. Survivors would receive the monthly survivor
benefit, with an annual cost of living increase of 2% as stipulated by CalPERS. Once the
children reach age 22 they would no longer be eligible to receive the survivor benefit. The
spouse would receive the single survivor benefit of $660, based on the current rates applied to
the hypothetical example. In 2014 an eligible survivor with two children could receive $1,979
per month for the 1959 survivor benefit. This benefit will be paid directly to the survivors by
CalPERS and not be calculated as additional cost to the District.
However, medical benefits for survivors would continue to be paid by the District. In this same
hypothetical example the spouse and children would be eligible to receive medical benefits at the
same rate as before the death of the spouse. The current maximum the District pays toward the
medical insurance premium of an employee and family is $1551.30. Once the children reach age
22 they would no longer be eligible to receive the medical benefit, therefore the spouse’s medical
benefit would decrease accordingly to the current single rate premium of $657.33. At age 65 the
spouse’s medical benefit would then decrease to the District retiree medical benefit amount
which is currently $350 a month.
Life expectancy in this hypothetical case is 85 years for the survivor. At today’s maximum
medical benefit, the cost to the District over the survivor’s lifetime would be approximately
$316,000 (no inflation rate applied). Assuming an annual inflation rate of 2%, the total cost for
the example rises to an estimated $609,000.
PUBLIC NOTICE
Notice was provided pursuant to the Brown Act. No additional notice is necessary.
CEQA COMPLIANCE
No compliance is required as this action is not a project under the California Environmental
Quality Act (CEQA).
R-14-64 Page 3
NEXT STEP
Upon final Board approval of the Resolution to Amend to the Contract in order to implement the
Indexed Level of 1959 Survivor Benefits and CalPERS final verification the 1959 Survivor
Benefit will be implemented and available to CalPERS members who elected coverage and all
new District employees covered under CalPERS.
Attachments:
1. Resolution to Adopt an Amendment to the Contract Between California Public Employees
Retirement System and Midpeninsula Regional Open Space District
Responsible Manager:
Kevin S. Woodhouse, Assistant General Manager
Prepared by:
Candice Basnight, Human Resources Supervisor
Resolutions/2014/14-15_1959 Survivor Benefit 1
RESOLUTION NO. 14-____
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
AUTHORIZING AN AMENDMENT TO CONTRACT BETWEEN THE
BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC
EMPLOYEES’ RETIREMENT SYSTEM AND THE BOARD OF
DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE
DISTRICT
WHEREAS, the Board of Administration of the California Public Employees' Retirement
System and the Board of Directions of the Midpeninsula Regional Open Space District entered
into a contract effective on December 31, 1973 providing for the participation of said public
agency in the California Public Employees' Retirement System; and
WHEREAS, it is now desirable to take advantage of certain benefits provided under said
Retirement System and not included in said contract;
NOW, THEREFORE, BE IT RESOLVED, that said governing body authorized, and it
does hereby authorize, an amendment to said contract, a copy of said amendment attached hereto
and by such reference made a part hereof as though herein set out in full; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that the presiding officer of said
governing body is hereby authorized, empowered and directed to execute said amendment for
and on behalf of said public agency,
* * * * * * * * * * * * * * * * * * * *
PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional Open Space
District on April 9, 2014, at a Regular Meeting thereof, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST: APPROVED:
Secretary
Board of Directors
President
Board of Directors
APPROVED AS TO FORM:
General Counsel
Resolutions/2014/14-15_1959 Survivor Benefit 2
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
CalPERS
California
Public Employees' Retirement System
--"""""""".-_ ..... _--=
AMENDMENT TO CONTRACT
Between the
Board of Administration
California Public Employees' Retirement System
and the
Board of Directors
Midpeninsula Regional Open Space District
___ ",+=",7 "
The Board of Administration, California Public Employees' Retirement System,
hereinafter referred to as Board, and the governing body of the above public agency,
hereinafter referred to as Public Agency, having entered into a contract effective
Decernber 31, 1973, and witnessed November 14, 1973, and as arnended effective
April 4, 1977, June 26, 1997 and October 9, 2006 which provides for participation of
Public Agency in said Systern, Board and Public Agency hereby agree as follows:
A. Paragraphs 1 through 12 are hereby stricken frorn said contract as executed
effective October 9, 2006, and hereby replaced by the following paragraphs
numbered 1 through 13 inclusive:
1. All words and terms used herein which are defined in the Public
Employees' Retirement Law shall have the meaning as defined therein
unless otherwise specifically provided. "Normal retirement age" shall
mean age 55 for local miscellaneous rnembers.
2. Public Agency shall participate in the Public Employees' Retirement
System from and after December 31, 1973 making its employees as
hereinafter provided, members of said System subject to all provisions of
the Public Employees' Retirement Law except such as apply only on
election of a contracting agency and are not provided for herein and to all
amendments to said Law hereafter enacted except those, which by
express provisions thereof, apply only on the election of a contracting
agency.
3. Public Agency agrees to indemnify, defend and hold harmless the
California Public Employees' Retirement System (CaIPERS) and its
trustees, agents and employees, the CalPERS Board of Administration,
and the California Public Employees' Retirement Fund from any claims,
demands, actions, losses, liabilities, damages, judgments, expenses and
costs, including but not limited to interest, penalties and attorneys fees
that may arise as a result of any of the following:
(a) Public Agency's election to provide retirement benefits,
provisions or formulas under this Contract that are different than
the retirement benefits, provisions or formulas provided under
the Public Agency's prior non-CaIP ERS retirement program.
(b) Any dispute, disagreement, claim, or proceeding (including
without limitation arbitration, administrative hearing, or litigation)
between Public Agency and its employees (or their
representatives) which relates to Public Agency's election to
amend this Contract to provide retirement benefits, provisions or
formulas that are different than such employees' existing
retirement benefits, provisions or formulas
(c) Public Agency's agreement with a third party other than
CalPERS to provide retirement benefits, provisions, or formulas
that are different than the retirement benefits, provisions or
formulas provided under this Contract and provided for under
the California Public Employees' Retirement Law.
4. Employees of Public Agency in the following classes shall become
members of said Retirernent System except such in each such class as
are excluded by law or this agreement:
a. Employees other than local safety members (herein referred to as
local miscellaneous members).
5. In addition to the classes of employees excluded from membership by
said Retirement Law, the following classes of employees shall not become
members of said Retirement System:
a. SAFETY EMPLOYEES.
6. The percentage of final compensation to be provided for each year of
credited prior and current service as a local miscellaneous member in
employment before and not on or after October 9, 2006 shall be
determined in accordance with Section 21354 of said Retirement Law
(2% at age 55 Full).
7. The percentage of final compensation to be provided for each year of
credited prior and current service as a local miscellaneous member in
employment on or after October 9, 2006 shall be determined in
accordance with Section 21354.4 of said Retirement Law (2.5% at age 55
Full).
8. Public Agency elected and elects to be subject to the following optional
provisions:
a. Section 20042 (One-Year Final Compensation).
b. Section 21574.5 (Indexed Level of 1959 Survivor Benefits).
9. Public Agency, in accordance with Government Code Section 20790,
ceased to be an "employer" for purposes of Section 20834 effective on
April 4, 1977. Accumulated contributions of Public Agency shall be fixed
and determined as provided in Government Code Section 20834, and
accumulated contributions thereafter shall be held by the Board as
provided in Government Code Section 20834.
10. Public Agency shall contribute to said Retirement System the contributions
determined by actuarial valuations of prior and future service liability with
respect to local miscellaneous members of said Retirement System.
11. Public Agency shall also contribute to said Retirement System as follows:
a. Contributions required per covered member on account of the 1959
Survivor Benefits provided under Section 21574.5 of said
Retirement Law. (Subject to annual change.) In addition, all assets
and liabilities of Public Agency and its employees shall be pooled in
a single account, based on term insurance rates, for survivors of all
local miscellaneous members.
b. A reasonable amount, as fixed by the Board, payable in one
installment within 60 days of date of contract to cover the costs of
administering said System as it affects the employees of Public
Agency, not including the costs of special valuations or of the
periodic investigation and valuations required by law.
c. A reasonable amount, as fixed by the Board, payable in one
installment as the occasions arise, to cover the costs of special
valuations on account of employees of Public Agency, and costs of
the periodic investigation and valuations required by law.
12. Contributions required of Public Agency and its employees shall be
subject to adjustment by Board on account of amendments to the Public
Employees' Retirement Law, and on account of the experience under the
Retirement System as determined by the periodic investigation and
valuation required by said Retirement Law.
13. Contributions required of Public Agency and its employees shall be paid
by Public Agency to the Retirement System within fifteen days after the
end of the period to which said contributions refer or as may be prescribed
by Board regulation. If more or less than the correct amount of
contributions is paid for any period, proper adjustment shall be made in
connection with subsequent remittances; Adjustments on account of
errors in contributions required of any employee may be made by direct
payments between the employee and the Board.
B. This amendment shall be effective on the ___ day of ____ _
BOARD OF ADMINISTRATION
PUBLIC EMPLOYEES' RETIREMENT SYSTEM
BY��������__ _ ___ __
KAREN DE FRANK, CHIEF
CUSTOMER ACCOUNT SERVICES DIVISION
PUBLIC EMPLOYEES' RETIR EMENT SYSTEM
AMENDMENT CalPERS ID #2857159579
PERS-CON-702A
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN
SPACE DISTRICT
BY
PRESIDING OFFICER
Witness Date
Attest:
Clerk
R-14-67
Meeting 14-10
April 9, 2014
AGENDA ITEM 7
AGENDA ITEM
Approval of the Recommendation from the Planning and Natural Resources Committee for
Demolition of District Structures
GENERAL MANAGER’S RECOMMENDATIONS:
Approve the recommendation of the Planning and Natural Resources Committee for the
following items:
1. Approve the demolition of the “Skunk House” and “Caretaker House” on the Hicks
Creek Ranch property in Sierra Azul Preserve due to their deteriorated condition as a
revision to their previous approval for residential use. Approve sale of any of the
equestrian facility infrastructure not salvaged for District use.
2. Approve the demolition of the three ranch barns on the South Area Outpost property
(A.K.A. “Slaght”) in Sierra Azul Preserve in accordance with the findings of the staff
evaluation, conducted per the Board approved preliminary use and management plan.
3. Approve the demolition of the main house, utility building, two sheds, and associated
infrastructure on the Maas property in Sierra Azul Preserve in accordance with the staff
evaluation, conducted per the Board approved preliminary use and management plan.
4. Approve the demolition of the winery barn on the Sherrill Winery property (A.K.A.
“Grainger et. al”) in Montebello Preserve in accordance with the staff evaluation,
conducted per the Board approved preliminary use and management plan.
5. Direct staff to develop a construction and demolition policy on the salvage, reuse, and
recycling of construction and demolition materials for review by the Planning and
Natural Resource Committee.
SUMMARY
Multiple structures, on several properties owned by the District, need to be demolished. Some of
the structures require Board approval prior to demolition. These properties include Hicks Creek
Ranch (R-08-64), Maas (R-09-126), and South Area Outpost (R-10-114 and 10-117) in Sierra
Azul Open Space Preserve (Sierra Azul) and the Sherrill Winery barn (R-98-114) in Montebello
Open Space Preserve (Montebello). The structures on the Crites property (R-11-73) in Sierra
Azul and the McDonald Ranch House (La Honda Creek Master Plan) in La Honda Creek Open
Space Preserve (La Honda Creek) have already been approved for demolition by the Board and
will be demolished at the same time as the demolition projects under consideration in this report.
The Planning and Natural Resource Committee reviewed the four demolition projects listed
above and recommended them to the full Board for approval. It also recommended that the
Board direct staff to develop a Construction and Demolition Policy concerning salvage, reuse,
and recycling.
R-14-67 Page 2
DISCUSSION
With the recent hiring of the Contingent Project Manager in Operations, the department has
made progress in evaluating structures for demolition that no longer provide any net benefit to
the District. The demolition of dilapidated structures was included in the FY2013-14 Action Plan
and is in the FY2014-15 Action Plan.
Staff has evaluated the proposed demolitions in light of the Board approved list of Factors to
Consider for Existing Structures, which was adopted by the Board to facilitate the evaluation and
discussion of the Mt. Umunhum radar tower (R-12-91). The list of Board approved factors are:
Decision Making Factors to Consider for Existing Structures
A. Board-Adopted District Policies
B. Compatibility with Open Space Character of the Site
C. Historic Value
D. Partnership Opportunities / Cooperation
E. Potential Financial Cost, Including Liability and
Management
F. Proposed and Potential Uses
G. Public Sentiment and Input
H. Tradeoffs and Impacts on District Resources
I. Visitor Experience
Staff Evaluation of Hicks Creek Ranch Former Housing Structures
Current Condition: Hicks Creek Ranch was originally envisioned to be suitable for staff
housing, in the Skunk House, and required a caretaker, in the Caretaker House, to maintain the
property’s infrastructure. A lack of potable water, the absence of a fire escape route, and the poor
condition of the structures led staff to subsequently determine that the two structures are not
suitable for staff/caretakers. There are five other structures on the property previously approved
for demolition by the Board of Directors that are also dilapidated. The open space character of
the site is severely compromised by the dilapidated structures. Because some of the structures
date back to the 1930s-40s, a historic assessment is underway; the structures do not appear to
have any historical significance. Initial site evaluations determined one structure, the Pool
House, contains guano indicative of bat roosting. Summer surveys will be scheduled to
determine the occupancy and species.
Liabilities: The property experiences regular trespass, vandalism, and was the site of a suicide. It
is located along the wild-urban interface. For these reasons, the Operations Department patrols
these structures with regularity at the expense of other priorities. Commercial or public access to
site by vehicle is impermissible due to Santa Clara County’s determination that the access road is
not sufficient to allow for a commercial operation. The structures are known to contain lead
paint, asbestos, and rat excrement.
Advantages: Demolition of the unsafe structures will reduce liability, trespass, vandalism, and
free up patrol to focus on other areas of Sierra Azul. Removal of the structures will add to the
open space character of the property and permit long term planning efforts to consider non-
vehicular recreational use.
R-14-67 Page 3
Staff Evaluation of Hicks Creek Ranch Equestrian Facility (Exhibit A)
Current Condition: The prior owner of the Hicks Creek Ranch property constructed an
extensive facility in the back part of the property intended to be a commercial equestrian
operation. Once the facility was made known to Santa Clara County, they deemed the use
unacceptable in part due to the unstable and insufficient one-lane access road, an assessment that
was subsequently confirmed by a consultant hired to produce a road inventory for the property.
The preliminary U&M considered the sale or auction of the equestrian facilities if the Bear Creek
Stables were not interested in using the facility.
Liabilities: The value of the equestrian infrastructure will diminish with time as the materials
degrade and the abandoned structures attract trespass and vandalism. District staff concluded no
vehicular or commercial use of the road was appropriate and therefore the equestrian facilities
were not suitable for this location.
Advantages: Salvage some of the infrastructure for District use at Bear Creek Stables and sale
of the remainder will make the best use of value of the stable infrastructure.
Staff Evaluation of Structures on the Maas Property (Exhibit B)
Current Condition: The Maas property has a house and accessory structures that were
originally considered potentially useful as part of a real property exchange with San Jose Water
Company, which owns the surrounding land. The Real Property Department has determined that
the structures would actually inhibit a land exchange and recommend approval for the demolition
of the house and accessory structures, which include a utility building, two small sheds, and a
garage/carport. Emergency access to the property is limited by an unrated bridge on San Jose
Water land and therefore no residential use is possible. The structure was built after the Loma
Prieta earthquake and has no historic value. The structures are well sealed and do not contain
bats.
Liabilities: Maas is a very remote property to access and is not contiguous with District land.
Patrol is infrequent. Trespassers started a fire in the woodstove and the lower level has suffered
smoke damage as a result. The structures are known to contain asbestos and rat excrement.
Advantages: Removal of the structures will enhance the open space character and watershed
function of District and San Jose Water Company land. Removing the structures will reduce
District liability and refocus patrol on priority areas.
Staff Evaluation of Structures at South Area Outpost (Exhibit C)
Current Condition: The South Area Outpost, where some District staff report to duty, has three
remnant ranch barns that require demolition. A house, rented to District staff, a house used as the
Outpost, and two sheds are utilized by staff. The remnant farm structures provide no utility to the
Outpost. The barns feature construction from many different eras (1930s onward) and reflect the
prior owner’s use of the site. A historic assessment is underway. No bats are present on the site.
Liabilities: The barns are known to contain lead paint and asbestos and are structurally unsound.
Advantages: Demolition of the barns will remove a hazard from employee working areas and
add to the open space character of the site. Demolition of the barns is a prerequisite to the
District considering further development of the Outpost as a workplace.
R-14-67 Page 4
Staff Evaluation of Structures on Sherrill Property (Exhibit D)
Current Condition: The Sherrill Winery Barn was in poor condition at the time of purchase. In
the preliminary use and management plan for the property its long term use was to be assessed at
a later date. Now sixteen years after acquisition, its condition is much worse. The structure was
considered by the South Skyline Association as a potential volunteer fire station, but they
determined this idea was not feasible. Large gaps in the roof, rotting timbers, and the overall
condition of the structure detract from the open space character of the site. The adjacent
residence is in good habitable condition and is currently rented by a member of the public. Staff
will give the tenant notice of the proposed demolition timeline as soon as a contract is awarded.
It was built in the 1970s and has no historic value. Bats are not present on site.
Liabilities: The presence of asbestos and rat excrement is a liability. Parts of the roof have
blown off during storms and are potentially dangerous.
Advantages: Demolition of this structure will reduce District liability and enhance the open
space character of the site.
Previously Approved by the Board for Demolition
The Crites property, located in Sierra Azul adjacent to the Hicks Creek Ranch, was approved for
demolition by the Board July 13th, 2011 as recommended by staff in report R-11-73. A
foundation and retaining wall is cut into the steep hillside. The demolition will require special
considerations by the equipment operators and some slope stabilization after demolition.
The McDonald Ranch House, located in La Honda Creek Preserve near the Red Barn, was
approved for demolition through the Master Plan and its Mitigated Negative Declaration. The
structure has recently been evaluated by an Architectural Historian and determined to not meet
the criteria for historical significance. The San Mateo County Historic Resource Advisory Board
concurs with this assessment and asked District staff to take pictures of the inside prior to
demolition.
Current Project Scope
None of the structures have any known historical significance. The District has hired a consultant
to conduct a historical review which will be submitted to the permitting agency within each
county. Any structure that is determined to have historical significance will not be demolished
and will be brought back to the Board after next steps are determined. Abatement of lead,
asbestos, and household hazardous materials is particular to each structure. All of the structures
have had preliminary site assessments for the presence of bats. Only the McDonald Ranch House
in La Honda and the Pool House at Hicks Creek Ranch in Sierra Azul require summer surveys.
Site surveys immediately prior to demolition and potential exclusions will occur on all structures
that are not well sealed. Site grading and landform restoration will be considered as part of each
project, though no significant grading is anticipated on any of the projects, except for the Crites
property.
FISCAL IMPACT
Implementation of the structure demolition program described above is estimated to cost
$720,000. Funding is included in the approved FY2014-15 Budget. This amount includes
CEQA, permits, abatement for hazardous materials, bat surveys and protection, demolition, and
site restoration where appropriate. Any potential fiscal impacts associated with a Construction
and Demolition Policy will be assessed as the policy is developed.
R-14-67 Page 5
BOARD COMMITTEE REVIEW
The Planning and Natural Resources Committee approved recommending to the Board
demolition of structures on all four properties. They also added a recommendation to the Board
for staff to prepare a Construction and Demolition Policy that encourages salvage, reuse, and,
recycling of material to guide the District in the reduction of waste during construction and
demolition projects.
PUBLIC NOTICE
Public notice was provided as required by the Brown Act. Adjoining owners within 300 feet of
structures proposed for demolition were notified of this meeting.
CEQA COMPLIANCE
The structures already approved for demolition were determined by the Board at the General
Manager’s recommendation to be categorically exempt under Section 15304 (Minor alterations
to land) of the California Environmental Quality Act. Staff anticipates using the categorical
exemption for the remainder of the demolitions, like the recent Powell property demolition,
unless a historically or biologically significant resource is identified. The Board will be presented
with the appropriate CEQA documentation for certification at the time of contract approval.
Directing staff to develop a Construction and Demolition policy is not a “project” under CEQA.
NEXT STEPS
If the Board approves the demolition of these structures, Operations will complete the required
historical analysis and bat surveys and then will solicit bids to demolish the structures along with
those already approved by the Board for demolition. In Sierra Azul, the Hicks Creek Ranch,
Crites, Maas, and South Area Outpost demolitions are planned to be accomplished under one
contract. The Sherrill Winery in Monte Bello and the McDonald Ranch House, in La Honda
Creek, are planned to be accomplished under another contract. Approval of final demolition
contracts will be agendized for Board approval in the future.
If the Board directs staff to develop a Construction and Demolition Reuse, Salvage and
Recycling Policy, staff will develop a draft policy and submit the policy to the Planning and
Natural Resources Committee for review during FY 2014-15.
Attachments:
A. Hicks Creek Ranch Site Plan and Photos – Sierra Azul Open Space Preserve
B. Maas Parcel – Sierra Azul Open Space Preserve
C. South Area Outpost aka Slaght – Sierra Azul Open Space Preserve
D. Sherrill Winery Barn –Monte Bello Open Space Preserve
Responsible Department Head:
Brian Malone, Acting Operations Manager
Prepared by:
Aaron Hébert, Contingent Project Manager
Sierra Azul
Lom
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t
a
A
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Summit R
o
a
d
Summit Road
CRITES
HICKS
MAAS
SLAGHT
Sierra Azul Demolition Sites
2 0 21 Miles
±
Exhibit A: Hicks Creek and Sierra Azul Map
A1: Hicks Creek Ranch Site Map
A2 - Hicks Creek 4LVOL)PVTeF
A3 - Hicks Creek $BSFUBLFS)PVTF
A4 - Hicks Creek &RVFTUSJBO#BSO
A5 - Hicks Creek &RVFTUSJBOCorrals
A6 - Hicks Creek (SBJO4UPSBHF#BSO
A7 - Hicks Creek Equestrian Eurowalker
A8 - Hicks Creek Equestrian Lockers
&YIJCJU#.BBT1SPQFSUZ
B1 - Maas Site Plan
B2 - Maas Main House
B3 - Maas Utility Building
B4 - Maas Sheds
&YIJCJU$4PVUI"SFB0VUQPTU (SAO)AKA4MBHIU
Ranger Outpost
C1 - SAO Site Plan
18171 Pheasant Road
Los Gatos, CA, 95302
District
Residence
South Area Outpost
Outbuildings
Barn 3
To Demo
Barn 2
To Demo
Barn 1
To Demo
C2 - SAO Barn 1
C3 - SAO Barn 2
C4 - SAO Barn 3
Alpine Rd
Alpi
n
e
R
d
Exhibit D: Sherill Winery Barn Map 0.9 0 0.90.45 Miles
±
Russian Ridge OSP Montebello OSP
Sherill Winery
Skyline OSP
D1 - Sherrill Site Plan
District Residence
Leased to Private Party
D2 - Sherrill Barn South View
D3- Sherrill Barn North View
D4 - Sherrill Barn Interior