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Home My Public Portal About20140226 - Agenda Packet - Board of Directors (BOD) - 14-07 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle, Los Altos, CA 94022 Wednesday, February 26, 2014 SPECIAL MEETING BEGINS AT 5:30 P.M. REGULAR MEETING BEGINS AT 7:00 P.M. A G E N D A 5:30 SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT – CLOSED SESSION ROLL CALL 1. CLOSED SESSION: PUBLIC EMPLOYEE PERFORMANCE EVALUATION – Government Code Section 54957(b)(1) Title of Employee: General Manager ADJOURN SPECIAL MEETING 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 1. Approve Minutes of the Special and Regular Board Meetings February 12, 2014 2. Approve Revised Claims Report 3. Authorization to Expend $25,000 in Additional Monies for Legal Services by the Law Firm Shute, Mihaly & Weinberger LLP on the Lehigh Quarry California Environmental Quality Act Litigation, for a Total Authorized Amount of $288,000 (R-14-42) – S. Schaffner 4. Authorization to Expend $25,000 in Additional Monies for Legal Services by the Law Firm Shute, Mihaly & Weinberger LLP on the Preparation of an Amicus Brief in Support of the Appellant in the No Toxic Air Appeal in the Sixth District Court of Appeal and the Application that Accompanies it, for a Total Authorized Amount of $54,000 (R-14-43) – S. Schaffner Meeting 14-07 5. Annual Dedication of Certain District Lands and Dedication Status Report (R-14-24) – M. Williams BOARD BUSINESS 6. Adoption of Ordinance Calling and Election on June 3, 2014 (R-14-46) – S. Schaffner 7a. Controller’s Report on the Proposed Fiscal Year 2014-15 Budget (R-14-40) – M. Foster 7b. Initial Presentation of the Proposed Midpeninsula Regional Open Space District Action Plan for Fiscal Year 2014-15 (R-14-38) – K. Drayson 7c. Initial Review of the District’s Proposed Budget for Fiscal Year 2014-15 (R-14-39) – L. Tottori INFORMATION ONLY ITEMS • Harkins Bridge Project Update • Hawthorns Historic Complex at Windy Hill Open Space Preserve • Work Estimates for the Integrated Pest Management Program • Update on Proposed Skyline Field Office Health, Safety and Operational Improvements • Annual Deer Surveys 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 February 21, 2014, at the Administrative Offices of MROSD, 330 Distel Circle, Los Altos California, 94022. The agenda packet is also available on the District’s web site at http://www.openspace.org. Signed this 21st day of February, 2014, at Los Altos, California. February 12, 2014 Board Meeting 14-06 SPECIAL AND REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle Los Altos, CA 94022 February 12, 2014 DRAFT MINUTES SPECIAL MEETING – CLOSED SESSION I. CALL TO ORDER President Harris called the Special Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 5:34 p.m. II. ROLL CALL Members Present: Jed Cyr, Cecily Harris, Yoriko Kishimoto, Curt Riffle, and Pete Siemens Members Absent: Nonette Hanko and Larry Hassett Staff Present: General Manager Steve Abbors, Assistant General Manager Kevin Woodhouse, General Counsel Sheryl Schaffner, Assistant General Counsel Hilary Stevenson, Planner III Matt Baldzikowski III. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION. (Government Code Section 54956.9(d)(1)) Name of Case: Midpeninsula Regional Open Space District v. County of Santa Clara, et al. (Lehigh Quarry CEQA Matter) Santa Clara County Superior Court Case No. 1-12-CV-236881 Public hearing opened at 5:35 p.m. Kathy Helgerson spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Karen Delcampari spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Meeting 14-06 Page 2 Tim Brand spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Barry Chang, a member of the Cupertino City Council but speaking for himself, spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Dave Single spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Public hearing closed at 5:44 p.m. The Board of Directors convened into Closed Session. IV. ADJOURNMENT President Harris adjourned the Special Meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 6:40 p.m. REGULAR MEETING I. CALL TO ORDER President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 7:05 p.m. President Harris noted that there were no actions to report out of closed session. II. ROLL CALL Members Present: Jed Cyr, Cecily Harris, Yoriko Kishimoto, Curt Riffle, and Pete Siemens Members Absent: Nonette Hanko and Larry Hassett Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz, Assistant General Manager Kevin Woodhouse, General Counsel Sheryl Schaffner, Assistant General Counsel Hilary Stevenson, District Controller Mike Foster, Acting Operations Manager Brian Malone, Ranger Kristin Johnson, Acting Skyline Superintendent Chris Barresi, Real Propert y Manager Mike Williams, Real Property Specialist Allen Ishibashi, Real Property Specialist Elaina Cuzick, and District Clerk Jennifer Woodworth III. REPORT OUT OF CLOSED SESSION General Counsel Sheryl Schaffner reported that in Closed Session the Board voted unanimously directed District Staff to prepare and file a Notice of Intent to Appeal the decision made by the Santa Clara Superior Court decision. IV. ORAL COMMUNICATIONS Meeting 14-06 Page 2 Tim Brand spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Barry Chang, a member of the Cupertino City Council but speaking for himself, spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Dave Single spoke in support of the District filing an appeal of the Santa Clara County Superior Court decision. Public hearing closed at 5:44 p.m. The Board of Directors convened into Closed Session. IV. ADJOURNMENT President Harris adjourned the Special Meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 6:40 p.m. REGULAR MEETING I. CALL TO ORDER President Harris called the Regular Meeting of the Midpeninsula Regional Open Space District Board of Directors to order at 7:05 p.m. President Harris noted that there were no actions to report out of closed session. II. ROLL CALL Members Present: Jed Cyr, Cecily Harris, Yoriko Kishimoto, Curt Riffle, and Pete Siemens Members Absent: Nonette Hanko and Larry Hassett Staff Present: General Manager Steve Abbors, Assistant General Manager Ana Ruiz, Assistant General Manager Kevin Woodhouse, General Counsel Sheryl Schaffner, Assistant General Counsel Hilary Stevenson, District Controller Mike Foster, Acting Operations Manager Brian Malone, Ranger Kristin Johnson, Acting Skyline Superintendent Chris Barresi, Real Propert y Manager Mike Williams, Real Property Specialist Allen Ishibashi, Real Property Specialist Elaina Cuzick, and District Clerk Jennifer Woodworth III. REPORT OUT OF CLOSED SESSION General Counsel Sheryl Schaffner reported that in Closed Session the Board voted unanimously directed District Staff to prepare and file a Notice of Intent to Appeal the decision made by the Santa Clara Superior Court decision. IV. ORAL COMMUNICATIONS Meeting 14-06 Page 3 No speakers present. V. ADOPTION OF AGENDA Motion: Director Cyr moved, and Director Riffle seconded the motion to adopt the agenda as amended. VOTE: 5-0-0 (Directors Hanko and Hassett absent) VI. CONSENT CALENDAR Agenda Item #1 – Approve Minutes of the Special and Regular Board Meetings January 14, 2014 January 22, 2014 January 29, 2014 February 5, 2014 Agenda Item #2 – Approve the Revised Claims Report Agenda Item #3 – Adoption of Ordinance Amending the “Regulations for Use of Midpeninsula Regional Open Space District Lands” and Adoption of District Bail Schedule for newly added Regulations (R-14-09) General Manager’s Recommendation: (1) Waive second reading and adopt the ordinance updating Regulations for Use of Midpeninsula Regional Open Space District Lands; (2) Adopt the District Bail Schedule for newly added Regulations. Agenda Item #4 – Construction Equipment Lease Agreement for Mt. Umunhum Trail (R- 14-26) General Manager’s Recommendation: Authorize the General Manager to enter into an agreement with Caterpillar Financial Services Corporation to lease a CAT 301.7 excavator for a period of 18 months for an estimated $17,650 but not to exceed $19,000, with the option to purchase the equipment for an estimated $14,800, but not to exceed $17,000 at the end of lease period. Agenda Item #5 – Approval of an Agreement with Chavan & Associates to Provide Financial Auditing Services for Fiscal Year 2013-14 through FY2015-16, for a Not-To- Exceed Total Amount of $58,500 (R-14-32) General Manager’s Recommendation: Appoint Chavan & Associates as the District’s financial auditor for FY2013-14 through FY2015-16 and authorize the General Manager to execute a three year contract and engagement letter agreement for a not-to-exceed amount of $58,500. Motion: Director Siemens moved, and Director Kishimoto seconded the motion to approve the Consent Calendar. VOTE: 5-0-0 (Directors Hanko and Hassett absent) Meeting 14-06 Page 4 VII. BOARD BUSINESS Agenda Item #6 – Appointment of Kristin Johnson as Peace Officer (R-14-07) Acting Operations Manager Brian Malone introduced Kristin Johnson as a new Ranger for the District and provided a brief description of Ms. Johnson’s background and experience. Mr. Malone administered the loyalty oath to Ms. Johnson. Acting Skyline Superintendent Chris Barresi performed the badging ceremony for Ms. Johnson. Motion: Director Cyr moved, and Director Kishimoto seconded the motion to adopt a Resolution appointing Kristin Johnson as a Peace Officer. Public hearing opened at 7:13 p.m. No speakers were present. Public hearing closed at 7:13 p.m. VOTE: 5-0-0 (Directors Hanko and Hassett absent) Agenda Item #7 – Purchase Approval of the Rogers’ Property as an Addition to Monte Bello Open Space Preserve, located at 1405 Skyline Boulevard in Palo Alto and unincorporated San Mateo County (Santa Clara County Assessor’s Parcel Number 351-12- 006 and San Mateo Assessor’s Parcel Numbers 080-312-010 and 080-411-010); Adoption of a Preliminary Use and Management Plan for the Property; and Approval of a Categorical Exemption in accordance with the California Environmental Quality Act (R-14-28) Real Property Specialist Allen Ishibashi provided the staff report describing the location of the Rogers property and the geographical features of the land. Mr. Ishibashi outlined the reasons for purchasing the property and the terms and conditions of the purchase. Finally, Mr. Ishibashi described the Use and Management considerations for the property including potential trail connections. Public hearing opened at 7:26 p.m. Georgia Stigall, a local land owner, expressed her support for the District’s purchase of the Rogers property. Public hearing closed at 7:27 p.m. Motion: Director Kishimoto moved, and Director Siemens seconded the motion to: 1. Determine that the recommended actions are categorically exempt from the California Environmental Quality Act (CEQA) as set out in this report. 2. Adopt a Resolution authorizing the purchase of the Rogers’ property. 3. Adopt a Preliminary Use and Management Plan for the property as contained in the Board report. Meeting 14-06 Page 5 4. Adopt a Resolution authorizing the General Manager to file, upon close of escrow, a notice of Williamson Act nonrenewal with the City of Palo Alto for Santa Clara County Assessor’s Parcel Number 351-12-006. 5. Indicate the Board’s intention to dedicate the Rogers property as public open space at this time. VOTE: 5-0-0 (Directors Hanko and Hassett absent) Agenda Item #8 – Resolution of Public Interest in and Necessity for Providing Public Access, and Acquiring, Restoring, and Preserving Open Space Throughout the District, with Financing Through the Issuance of General Obligation Bonds (R-14-33) General Counsel Sheryl Schaffner provided the staff report describing the formal actions before the Board, which is required for putting a measure on the June 3, 2014 ballot. Ms. Schaffner suggested that the Board take formal action on both the Resolution of Necessity and Ordinance at the end of her presentation. The Board agreed by consensus to vote on both actions at the end of the presentation. Agenda Item #9 - First Reading of an Ordinance Calling an Election and Ordering the Submission of a Proposition for Incurring Bonded Indebtedness of Not to Exceed $300 Million for the Purpose of Providing Public Access and Acquiring, Restoring and Preserving Open Space throughout the District, to the Qualified Voters of the Midpeninsula Regional Open Space District at the General Municipal Election to be Held on June 3, 2014 (R-14-34) Ms. Schaffner described the proposed ordinance stating that it is the vehicle for placing a measure on the ballot, it contains the 75-word ballot question, authorizes up to $300 million in general obligation bonds, created an independent citizens’ oversight committee, and specifies that the funds will be used to complete the projects listed in the expenditure plan, which is included as an exhibit to the ordinance. Finally, Ms. Schaffner outlined the timeline for placing the proposed measure on the June 3, 2014 ballot. Director Riffle requested clarification regarding the issuance of bonds as they relate to specific expenditure plan projects. General Manager Steve Abbors explained that funds received through the bonds must be used within three years of the bond issuance, and District staff will be working in the coming year to look at the individual projects to determine how long the projects will take to complete and breaking down the projects into periods of time to complete. Public hearing opened at 7:52 p.m. Marc Landgraff, of the Peninsula Open Space Trust, stated that the Yes for Open Space Committee plans to work with the Board members to draft an argument for the measure. Public hearing closed at 7:53 p.m. Meeting 14-06 Page 6 The members of the Board expressed their support for the ballot measure and thanked staff and the Peninsula Open Space Trust for their efforts on the Vision Plan and Capital Finance projects. Motion: Director Riffle moved, and Director Cyr seconded the motion to adopt the Resolution of Public Interest in and Necessity for Providing Public Access, and Acquiring, Restoring, and Preserving Open Space Throughout the District, with Financing Through the Issuance of General Obligation Bonds. VOTE: 5-0-0 (Directors Hanko and Hassett absent) Motion: Director Kishimoto moved, and Director Siemens seconded the motion to waive reading, read by title only, and introduce an Ordinance Calling an Election and Ordering the Submission of a Proposition for Incurring Bonded Indebtedness of Not to Exceed $300 Million for the Purpose of Providing Public Access and Acquiring, Restoring and Preserving Open Space throughout the District, to the Qualified Voters of the Midpeninsula Regional Open Space District at the General Municipal Election to be Held on June 3, 2014. VOTE: 5-0-0 (Directors Hanko and Hassett absent) VIII. COMMITTEE REPORTS Director Kishimoto reported that the Action Plan & Budget Committee has met three times to review the FY2014-15 Action Plan and Budget, which will be presented to the Board at the February 26, 2014 Board meeting. IX. STAFF REPORTS No staff reports were presented. X. DIRECTOR REPORTS The Board submitted their compensatory forms to the District Clerk. Director Cyr reported that he recently hiked in Uvas Canyon and remarked on how beautiful it was. Director Siemens reported that he took a tour of Mt. Umunhum this week and stated that the demolition work and contouring of the land is largely completed. XI. ADJOURNMENT President Harris adjourned the Special Meeting of the Board of Directors of the Midpeninsula Regional Open Space District at 8:12 p.m. ________________________________ Jennifer Woodworth, CMC District Clerk Claims No. 14-04 Meeting 14-07 Date 2/26/14 Midpeninsula Regional Open Space District # Amount Name Description 21955 21956 21957 21958 21959 21960 21961 21962 21963 21964 21965 21966 21967 21968 21969 21970 21971 21972 21973 21974 21975 21976 21977 21978 21979 21980 21981 21982 21983 21984 21985 21986 21987 21988 21989 21990 21991 21992 21993 21994 21995 21996 21997 21998 21999 22000 $19,000.00 $4,333.00 $3,433.29 $3,369.06 $3,177.63 $2,816.69 $2,625.00 $2,337.29 $2,018.75 $1,650.00 $1,515.01 $1,190.08 $1,136.10 $966.12 $935.98 $812.50 $770.66 $747.66 $718.98 $718.42 $700.00 $671.09 $559.85 $525.00 $523.60 $485.55 $475.00 $409.47 $400.00 $325.07 $319.32 $298.65 $206.09 $171.26 $169.04 $149.61 $149.18 $147.60 $145.50 $117.07 $110.00 $105.00 $100.00 $100.00 $81.00 $76.86 Geoinsite Thomas Hall Dell Business Credit Shute, Mihaly & Weinberger LLP John Northmore Roberts & Associates Priority 1 Public Safety Equipment Koff & Associates Waste Management Of Guadalupe Disposal Company Kevin M. Woolen Rosemary Cameron Gardenland Power Equipment Tadco Supply Accountemps Uline Metro Mobile Communications Lance Bayer Stevens Creek Quarry ARC Recology South Bay United Site Services Aaron's Septic Tank Service San Jose Water Company Randazzo Enterprises Schafer Consulting Rich Voss Trucking Beck's Shoes Savenature.org Pacific Water Systems Greenlnfo Network Fastenal Cascade Fire Equipment Company The Sign Shop Green Waste West Valley Collection Jackson -Hirsh Mort, Jim Peterson Cat O'Reilly Auto Parts McKowan, Paul Life Assist Sunnyvale Ford South Bay Regional Public Safety Training Consortium Neal, Holden Le's Alterations R.H.F. Ison, Gloria Geologic Engineer Consulting Services - Mt. Umunhum Demolition Housing Rental For Ranger Attending Law Enforcement Academy Software For Public Affairs Legal Services For Proposed Ridge Vineyards Land Exchange Design & Engineering Services - Mt. Umunhum Staging Area Repair Lightbar & Siren On Patrol Truck / Installation Of Code 3 Equipment On New Patrol Truck Compensation Survey Waste Disposal - SAO Garage Demolition Consulting Services - Integrated Pest Management Consulting Services - Capital Finance Program Generator & Water Pump - SFO Janitorial Supplies Accounting Temp Storage Totes Radio Repair / Radio & Repeater Installation For New Patrol Truck Professional Legal Services - Ordinance Updates Base Rock For FFO Stock & SAO Garage Demolition Project Signs For Front Lobby - AO Dumpster & Wood Recycling Service - FFO & RSA Sanitation Services - Fremont Older & Sierra Azul Pumping Services - RSA & DHF Water Service - RSA & Rental Residence Retainage Release For Powell Demolition Project Integrated Accounting & Financial System Support Services Trucking Services - Rock Delivery For SAO Garage Demolition Project Boots & Insoles For Ranger Insect Exhibit - Black History Celebration Event UV Lamps & Filters For SAO Water System Web Hosting Fee For Preserve Finder Web Tool Rotary Hammer / Fuel Nozzle / Hardware For Bird Boxes Fire Pumper Parts Signs For Various Preserves Garbage Service - SFO Garbage Service - SAO & Rental Residence Laminating Supplies Reimbursement - Lumber & Hardware For SAO FFO Shop Supplies Vehicle Supplies - Spark Plugs / Coolant / Battery / FFO Shop Supplies Reimbursement - California Parks & Recreation Society Conference Expenses First Aid Supplies For Patrol Trucks Vehicle Maintenance & Repairs Radar Training Course Reimbursement - Boulder Blaster Repairs Sew Straps On Volunteer Trail Patrol Vests Recalibrate Radar Unit Reimbursement - Snacks For Staff Page 1 of 2 Claims No. 14-04 Meeting 14-07 Date 2/26/14 Midpeninsula Regional Open Space District # Amount Name Description 22001 22002 22003 22004 22005 22006 22007 22008 22009 $75.84 $59.58 $57.46 $32.00 $29.43 $28.26 $26.25 $17.70 $10.25 Total $62,129.80 Voiss, Sue Conover, Michelle Schaffner, Sheryl Redwood General Tire Company Ace Fire Equipment & Service Company Rural Supply Hardware Rayne Of San Jose United Parcel Service ID Plus Reimbursement - Public Agency Risk Managers Association Conference Expenses Reimbursement - Mileage Reimbursement - Labor & Employment Legal Update Seminar Expenses Tire Repair Replacement Valve For Oxygen Cylinder Gate Installation Supplies Water Service - Fremont Older Parcel Shipping Name Tag * Urgent check issued 2/19/14 Page 2 of 2 Claims No. 14-04 Meeting 14-07 Date 2/26/14 Revised Midpeninsula Regional Open Space District # Amount Name Description 21955 21956 21957 21958 21959 21960 21961 21962 21963 21964 21965 21966 21967 21968 21969 21970 21971 21972 21973 21974 21975 21976 21977 21978 21979 21980 21981 21982 21983 21984 21985 21986 21987 21988 21989 21990 21991 21992 21993 21994 21995 21996 21997 21998 21999 22000 $19,000.00 $4,333.00 $3,433.29 $3,369.06 $3,177.63 $2,816.69 $2,625.00 $2,337.29 $2,018.75 $1,650.00 $1,515.01 $1,190.08 $1,136.10 $966.12 $935.98 $812.50 $770.66 $747.66 $718.98 $718.42 $700.00 $671.09 $559.85 $525.00 $523.60 $485.55 $475.00 $409.47 $400.00 $325.07 $319.32 $298.65 $206.09 $171.26 $169.04 $149.61 $149.18 $147.60 $145.50 $117.07 $110.00 $105.00 $100.00 $100.00 $81,00 $76.86 Geoinsite Thomas Hall Dell Business Credit Shute, Mihaly & Weinberger LLP John Northmore Roberts & Associates Priority 1 Public Safety Equipment Koff & Associates Waste Management Of Guadalupe Disposal Company Kevin M. Woolen Rosemary Cameron Gardenland Power Equipment Tadco Supply Accountemps Uline Metro Mobile Communications Lance Bayer Stevens Creek Quarry ARC Recology South Bay United Site Services Aaron's Septic Tank Service San Jose Water Company Randazzo Enterprises Schafer Consulting Rich Voss Trucking Beck's Shoes Savenature.org Pacific Water Systems Greenlnfo Network Fastenal Cascade Fire Equipment Company The Sign Shop Green Waste West Valley Collection Jackson -Hirsh Mort, Jim Peterson Cat O'Reilly Auto Parts McKowan, Paul Life Assist Sunnyvale Ford South Bay Regional Public Safety Training Consortium Neal, Holden Le's Alterations R.H.F. !son, Gloria Geologic Engineer Consulting Services - Mt. Umunhum Demolition Housing Rental For Ranger Attending Law Enforcement Academy Software For Public Affairs Legal Services For Proposed Ridge Vineyards Land Exchange Design & Engineering Services - Mt. Umunhum Staging Area Repair Lightbar & Siren On Patrol Truck / Installation Of Code 3 Equipment On New Patrol Truck Compensation Survey Waste Disposal - SAO Garage Demolition Consulting Services - Integrated Pest Management Consulting Services - Capital Finance Program Generator & Water Pump - SFO Janitorial Supplies Accounting Temp Storage Totes Radio Repair / Radio & Repeater Installation For New Patrol Truck Professional Legal Services - Ordinance Updates Base Rock For FFO Stock & SAO Garage Demolition Project Signs For Front Lobby - AO Dumpster & Wood Recycling Service - FFO & RSA Sanitation Services - Fremont Older & Sierra Azul Pumping Services - RSA & DHF Water Service - RSA & Rental Residence Retainage Release For Powell Demolition Project Integrated Accounting & Financial System Support Services Trucking Services - Rock Delivery For SAO Garage Demolition Project Boots & Insoles For Ranger Insect Exhibit - Black History Celebration Event UV Lamps & Filters For SAO Water System Web Hosting Fee For Preserve Finder Web Tool Rotary Hammer / Fuel Nozzle / Hardware For Bird Boxes Fire Pumper Parts Signs For Various Preserves Garbage Service - SFO Garbage Service - SAO & Rental Residence Laminating Supplies Reimbursement - Lumber & Hardware For SAO FFO Shop Supplies Vehicle Supplies - Spark Plugs / Coolant / Battery / FFO Shop Supplies Reimbursement - California Parks & Recreation Society Conference Expenses First Aid Supplies For Patrol Trucks Vehicle Maintenance & Repairs Radar Training Course Reimbursement - Boulder Blaster Repairs Sew Straps On Volunteer Trail Patrol Vests Recalibrate Radar Unit Reimbursement - Snacks For Staff Page 1 of 3 Claims No. 14-04 Meeting 14-07 Date 2/26/14 Revised Midpeninsula Regional Open Space District # Amount Name Description 22001 22002 22003 22004 22005 22006 22007 22008 22009 22010 R 22011 R 22012 R 22013 R 22014 R 22015 R 22016 R 22017 R 22018 R 22019 R 22020 R 22021 R 22022 R 22023 R 22024 R 22025 R 22026 R 22027 R 22028 R 22029 R 22030 R 22031 R $75.84 $59.58 $57.46 $32.00 $29.43 $28.26 $26.25 $17.70 $10.25 $257,956.35 $19,925.13 $3,336.05 $3,150.00 $2,901.80 $2,700.00 $2,635.16 $2,322.22 $1,800.00 $1,248.50 $1,200.00 $1,190.98 $1,052.15 $604.59 $500.00 $467.50 $386.32 $360.00 $278.00 $254.26 $219.50 $143.04 Voiss, Sue Conover, Michelle Schaffner, Sheryl Redwood General Tire Company Ace Fire Equipment & Service Company Rural Supply Hardware Rayne Of San Jose United Parcel Service ID Plus American Wrecking Northgate Environmental Management Northgate Environmental Management Geoinsite Communication Advantage Pat O'Brien Crystal Springs Catering Ecological Concerns Langley Hill Quarry Hoge, Fenton, Jones & Appel # Woodside & Portola Private Patrol Office Team CMK Automotive Simms Plumbing & Water California Buffalo Soldiers Association Shute, Mihaly & Weinberger Sol's Mobile Service T -Squared HVAC U. S. Healthworks Medical Group Del Rey Building Maintenance Ergo Vera Chung, Jean 22032 R $140.00 Santa Clara County - Office Of The Sheriff 22033 R $82.38 Bieber, Cydney 22034 R $55.00 Shute, Mihaly & Weinberger 22035 R $40.00 San Mateo County Clerk Recorder 22036 R $37.50 Downing, Brendan 22037 R $35.36 # California Water Service Company 22038 R $31.63 FedEx 22039 R $9.74 California Water Service Company Reimbursement - Public Agency Risk Managers Association Conference Expenses Reimbursement - Mileage Reimbursement - Labor & Employment Legal Update Seminar Expenses Tire Repair Replacement Valve For Oxygen Cylinder Gate Installation Supplies Water Service - Fremont Older Parcel Shipping Name Tag Contractor - Mt. Umunhum Demolition Project Soil Testing & Monitoring - Mt. Umunhum Demolition Project Consulting Services - Mt. Umunhum Remediation & Hazardous Material Removal Geologic Engineering Consulting Services - Mt. Umunhum Demolition Project Public Outreach Training Consulting Services For Capital Finance Program Catering Services For Media Luncheon Native Revegetation Maintenance & Monitoring - Skyline Ridge Tree Farm Phase III Septic Tank Repair - Rental Residence Legal Services - Chiocchi Litigation Patrol Services - Hawthorn Property Office Temp - Real Property Administrative Assistant Vehicle Maintenance & Repairs Water Heater Repair & Faucet Replacement - Rental Residences Educational Presentation - Black History Month Celebration Event Legal Services - Hendrys Creek Easement Vehicle Maintenance & Repairs Furnace Repair- Rental Residence Employee Medical Services Janitorial Supplies - AO Ergonomic Evaluation & Report Reimbursement - Mileage & Fee For Building Permit Record Search Fingerprinting Services Reimbursement - Web Committee Meeting Expenses Legal Services - CEQA Review For Ridge Vineyard Certificate Of Compliance Recording Fee For Mindego Hill Trail Reimbursement - Park Rangers Association Of California Membership Fee Water Service - Hawthorn Property Shipping Charges Water Service - Rental Residences Page 2 of 3 Claims No. 14-04 Meeting 14-07 Date 2/26/14 Revised Midpeninsula Regional Open Space District # Amount Name Description Total $367,192.96 * Urgent check issued 2/19/14 # Hawthorn expenses Page 3 of 3 R-14-42 Meeting 14-07 February 26, 2014 AGENDA ITEM 3 AGENDA ITEM Authorization to Expend $27,000 in Additional Monies for Legal Services by the Law Firm Shute, Mihaly & Weinberger LLP on the Lehigh Quarry California Environmental Quality Act (CEQA) Litigation, for a Total Authorized Amount of $290,000 GENERAL MANAGER’S RECOMMENDATIONS Increase the authorization for the General Counsel for litigation services by Shute, Mihaly & Weinberger LLP, regarding the challenge to the County of Santa Clara’s (“County”) approval of the Environmental Impact Report (“EIR”) on the Lehigh Permanente Quarry Reclamation Plan Amendment (“Project”), as follows: Increase the total amount authorized by $27,000 from the previously approved amount of $263,000, to a total not to exceed amount of $290,000 for unanticipated additional services relating to legal and subject-matter expert support of settlement efforts, coordination with fellow plaintiffs, air quality monitoring project work, disputes over the record preparation, late-arising case law, and other unanticipated issues of legal complexity; SUMMARY The District has a contract with Shute, Mihaly & Weinberger LLP to represent the District in its challenge to the County’s EIR on the Project. The previously authorized amount for litigation costs is $263,000, as approved by the Board approved on July 11, 2012 and on June 26, 2013. Due to additional work required to address related case law as it developed during the briefing phase, and issues not anticipated at that time in order to pursue the litigation through the trial court phase, an additional $27,000 is required, for a total not to exceed amount of $290,000. These additional expenses will be covered by savings in the District’s FY2013-14 operating budget. DISCUSSION The District entered into a Legal Retainer Agreement with Shute, Mihaly & Weinberger LLP on July 6, 2012, to review the Draft and Final EIR for the Lehigh Permanente Quarry Reclamation Plan Amendment (“Project”) and related documents as necessary to provide the District with an evaluation of a potential challenge under the California Environmental Quality Act to the County of Santa Clara’s certification of the EIR and approval of the Project. R-14-42 Page 2 On July 11, 2012, the Board met in closed session regarding the Lehigh quarry operations and approved outside legal services with Shute, Mihaly & Weinberger LLP approving the expenditure of the estimated litigation costs of up to $150,000. As the Board is aware, however, before the litigation was filed on November 29, 2012, the District engaged in extensive settlement efforts, over a period of several months, with the County and Lehigh. Many technical issues were raised and explored in those efforts at resolution, requiring support from the Shute, Mihaly & Weinberger law firm and related air quality and mining experts retained under that litigation contract. As previously reported to the Board, these costs were absorbed by the litigation budget, though the consultant costs were not included in the original $150,000 litigation cost estimate. There was also a separate related lawsuit filed by the group Bay Area Clean Environment Inc., challenging the same Project under CEQA. This created an additional need for litigation counsel review and coordination of our case with the filings, record preparation, resolving disputes over the record, briefing, and issues that were developing separately in that case. Like the negotiation support work, this too involved using litigation counsel funds for tasks not included in the original estimate. These additional sources of demand for litigation counsel services, as well as other legal issues encountered and discussed in closed session, all combined to drive up the costs for this litigation to a revised estimated total of $263,000 to get through the hearing on the merits. Recognizing our concern about the escalating litigation costs, Shute, Mihaly and Weinberger have “written down” (not billed) approximately $30,000 in attorney time working on this matter. Nevertheless, toward the conclusion of the matter, due to the fact-intensive nature of the arguments, and the need to carefully coordinate with the related lawsuit as it was folded in with ours, the costs have still exceeded the amended estimate by another $27,000. The Superior Court case has now been fully briefed, the matter heard, and a judgment has been entered. As directed by the Board in the closed session on February 12, 2014, we are preparing a Notice of Intent to Appeal the ruling to the Court of Appeal, and that will be filed no later than February 28, 2014. Since the February 12th Board meeting, an additional dispute has arisen, concerning the assessment of excessive costs by Lehigh and the County against the District. The amount requested for amendment of the contract therefore includes a small amount allocated to challenging those costs in the trial court. FISCAL IMPACT These additional costs will be absorbed through expenditure savings in the District’s FY2013-14 Services and Supplies budget. Therefore, no budget adjustment will be required. BOARD COMMITTEE REVIEW No Board Committee review is required for this portion of the Project. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. No additional notice is required. R-14-42 Page 3 CEQA COMPLIANCE The proposed action is not a project under CEQA and no environmental review is required. NEXT STEPS Upon Board authorization, the General Manager and General Counsel will amend the contract with Shute, Mihaly & Weinberger LLP to reflect the additional $27,000 of anticipated costs. Responsible Department Head: Kirk Lenington, Natural Resources Manager Prepared by: Sheryl Schaffner, General Counsel R-14-43 Meeting 14-07 February 26, 2014 AGENDA ITEM 4 AGENDA ITEM Authorization to Expend $25,000 in Additional Monies for Legal Services by the Law Firm Shute, Mihaly & Weinberger LLP on the Preparation of an Amicus Brief in Support of the Appellant in the No Toxic Air Appeal in the Sixth District Court of Appeal and the Application that Accompanies it, for a Total Authorized Amount of $54,000 GENERAL MANAGER’S RECOMMENDATION Increase the authorization for the General Counsel for litigation services by Shute, Mihaly & Weinberger LLP, regarding the pending appeal of the trial court’s vested rights decision in No Toxic Air, Inc. vs. Santa Clara County, et al. (“No Toxic Air”), as follows: 1. Increase the total amount authorized by $25,000 from the previously approved amount of $32,000, to a total not to exceed amount of $57,000. SUMMARY The District has a contract with Shute, Mihaly & Weinberger LLP to prepare an amicus curiae brief. The original estimate for preparation of the amicus curiae brief and the application was estimated between $22,000 and $32,000, excluding the addition of any other amici. If other parties elected to join in the amicus brief, Shute, Mihaly indicated that it would need to coordinate with the other parties and, as a result, the cost of the brief and application would increase. The City of Los Altos, Town of Los Altos Hills, Town of Portola Valley, City of Sunnyvale, Committee for Green Foothills, and Breathe California, all decided to join in the amicus, which increased the costs as anticipated. As a result, an additional $25,000 is required for a total not to exceed amount of $57,000, with a related budget adjustment in the amount of $25,000. A portion, but not all, of these additional costs will be offset by contributions from some of the participating amici. DISCUSSION The District entered into a Legal Retainer Agreement with Shute, Mihaly & Weinberger LLP (“litigation counsel”) on September 10, 2013, to prepare an amicus curiae brief in support of the appellant in the case No Toxic Air, Inc. vs. Santa Clara County, et al. (commonly known as the “vested rights case”). This is the case challenging the County determination granting broad and extensive vested rights to the Lehigh Quarry. If left undisturbed, the County’s vested rights determination leaves the County without the power to require a conditional use permit for many areas of the mining R-14-43 Page 2 operation. Without that power, the County would not have the authority to require CEQA analysis of mine impacts, nor would consideration of mitigation or public input be available for the affected mine areas, including areas of particular concern to the District. The plaintiffs in the vested rights case believed that the determinations by the County were not supported by the record or the law. The District was not a party to that suit, but the outcome of the suit could have a significant effect on whether the County had the authority to regulate certain aspects of the mining operation that have a direct impact on District land and users and staff at Rancho San Antonio. As a result of these concerns, the District entered into the above-noted representation agreement with litigation counsel, to prepare an amicus brief in support of plaintiffs in their appeal from an adverse lower court ruling. In approving this action, the Board of Directors also directed staff to check with other affected cities in the area to see if there was interest in joining in the amicus. The original estimate for preparation of the amicus curiae brief and the application was between $22,000 and $32,000, excluding any addition of other amici. If other parties join in the amicus brief, litigation counsel indicated that they would need to coordinate with the other parties and those costs would increase. The City of Los Altos, Town of Los Altos Hills, Town of Portola Valley, City of Sunnyvale, Committee for Green Foothills, and Breathe California all decided to join in the amicus, which increased the costs as anticipated. As a result, an additional $25,000 is required for a total not to exceed amount of $57,000. Several, but not all, of the fellow amicus parties have agreed to share in these costs in varying amounts. Once the final bill is received on this matter, the District will request reimbursement from these parties as agreed. We anticipate the cumulative amount resulting from these reimbursements to be approximately $17,300. No ruling on the case is expected until late summer or fall of this year. FISCAL IMPACT These additional costs will be absorbed through expenditure savings in the District’s FY2013-14 Services and Supplies budget. Reimbursements of approximately $17,000 are expected from the agencies who signed the amicus brief. BOARD COMMITTEE REVIEW No Board Committee review is required for this portion of the Project. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. No additional notice is required. CEQA COMPLIANCE The proposed action is not a project under CEQA and no environmental review is required. R-14-43 Page 3 NEXT STEPS Upon Board authorization, the General Manager and General Counsel will amend the contract with Shute, Mihaly & Weinberger LLP to reflect the additional $25,000 in fees and costs. Responsible Department Head: Kirk Lenington, Natural Resources Manager Prepared by: Sheryl Schaffner, General Counsel R-14-24 Meeting 14-07 February 26, 2014 AGENDA ITEM 5 AGENDA ITEM Annual Dedication of Certain District Lands and Dedication Status Report GENERAL MANAGER’S RECOMMENDATION Adopt a resolution dedicating interests in certain specified District lands for public open space purposes. SUMMARY Once each year, the Midpeninsula Regional Open Space District (District) selects certain properties and interests in land for dedication. Dedicated properties are, in effect, permanently protected. By so doing, the District voluntarily eliminates its ability to sell or otherwise convey those properties without voter consent, except under very narrow circumstances. These narrow statutory exceptions permit exchanges of dedicated land of equal or greater open space value not exceeding 40 acres in a calendar year and the transfer of land to another government agency on the condition that the land continue to be protected as open space in perpetuity. Of the 62,167 acres preserved by the District, 2,342 acres include property rights that prevent these lands from being dedicated, such as leases and management agreements, leaving 59,825 acres of marketable interests in land. Of this amount, 40,659 acres (68%) are dedicated and 19,166 acres (32%) are undedicated. If the Board of Directors adopts the attached recommended resolution to dedicate 50.79 additional acres as further discussed in this report, 40,709.75 acres (68%) of marketable acres will be dedicated and 19,115.55 acres (32%) will remain undedicated. DISCUSSION The distinction between dedicated and undedicated District land is best understood in the context of the District’s enabling legislation, Public Resources Code Section 5540, which provides in part that “A district may not validly convey any interest in real property actually dedicated and used for park or open space, or both, purposes without the consent of a majority of voters…” Since the District’s formation, its Board of Directors (Board) has, by adopted policy, followed the practice of expressly dedicating lands for open space purposes on an annual basis by Board resolution after receipt of an evaluation of the suitability of the lands for dedication at that time. Retaining certain lands in undedicated status affords maximum flexibility to proactively preserve threatened open space resources, negotiate real estate transactions, resolve encroachments and boundary disputes, undertake preserve planning, and enter into government funding partnerships. R-14-24 Page 2 In this way, the District preserves its creative ability to acquire land and assemble open space preserves in a manner that best serves the public. Per the Dedicated Lands Policy, an Annual Report indicating the status of District lands as dedicated or undedicated is to be presented early each calendar year, and formal dedications are made by the Board based on the recommendations put forth in the annual report. During the year, the Board’s use and management planning process for each specific parcel or preserve includes a determination whether to indicate an intention to dedicate certain interests in land, such as fee title or easements. Note that although a motion of intent to dedicate might be adopted when the Preliminary Use and Management Plan for a new land purchase is approved, this does not mean that the property would necessarily be dedicated the following December, because it is usually prudent to wait until the Use and Management Plan for the entire Preserve is adopted or reviewed. Another factor to consider is whether a partner granting agency, such as the California Coastal Conservancy, has required the District to dedicate a grant-funded property as a condition of a grant. Dedication Status Summary The attached Dedication Status Summary Report gives a summary of the current dedication status of District preserves. Only those parcels for which transactions have closed escrow and title has passed to the District on or before December 31, 2013, are included in the acreage totals. The interests in land that the District holds; i.e. fee title, easement, or other (lease, management agreement, etc), are listed for each category. Rights of first refusal and/or reversions to the District are not included. The District holds interests in 62,167 acres of land; made up of 56,931 acres in fee, and 5,236 acres in lesser interests. 2,342 acres include property rights that prevent these lands from being dedicated, such as leases and management agreements, leaving 59,825 acres of marketable interests in land. Of this amount, 40,659 acres (68%) are currently dedicated and 19,166 acres (32%) are undedicated. The District added 12 acres in fee and 323 acres of lesser interests in 2013. These newly conserved lands have an appraised value of $485,000, and cost the District $225,000. Grants and Gifts associated with these purchases totaled $260,000. Recommended Dedications (see maps) The recommended dedications are a result of staff’s site-specific analysis of issues, such as planning status, use, appropriate preserve boundary configuration, access, and other relevant factors. As a result of this analysis, staff has concluded that it is appropriate to dedicate the following lands: Monte Bello Open Space Preserve (OSP) Lobner Property: In 2001, the District purchased the 40-acre Lobner property as an addition to the Monte Bello OSP. This transaction included a right of first offer to purchase the adjacent 10.79 acre (Lobner Trust property) along the eastern boundary of the 40-acre parcel. The Lobner property adjoins Stevens Creek County Park and Monte Bello OSP. Lobner Trust: In February 2013, the District exercised its right of first offer and purchased the 10.79 acre Lobner Trust property also as an addition to Monte Bello OSP. In consideration of Santa Clara County contributing 50% of the purchase price, the District granted the County a conservation easement over this property to ensure that the property is R-14-24 Page 3 maintained as public open space and park land in perpetuity. The Lobner Trust property is surrounded on three sides by the Monte Bello OSP. For these reasons, dedication of the Lobner and Lobner Trust properties is appropriate. Should the Board adopt the attached resolution to dedicate the 50.79 additional acres as recommended in this report, 40,709.75 acres (68%) of marketable acres would be dedicated and 19,115.55 acres (32%) would remain undedicated. Recommendations for Later Dedication The majority of the District’s undedicated land falls within two open space preserves: 2,773 acres at La Honda Creek Open Space Preserve (OSP) and 13,450 acres at Sierra Azul Open Space Preserve. Although the La Honda Creek OSP Master Plan was approved in 2012, new opportunities exist to amend and improve the future preserve trail network and parking areas as part of the recently purchased Driscoll Event Center and Apple Orchard properties. Moreover, the two recently approval grazing leases also present opportunities for adaptive adjustments to the agricultural uses of the preserve. Completion of the Sierra Azul OSP Master Plan has been deferred to allow for more intensive District focus and progress on the implementation of the Mount Umunhum Public Access and Environmental Restoration Project. The Mount Umunhum project could potentially affect dedication preferences in the Mount Umunhum Area of Sierra Azul OSP. Given that staff is still evaluating real property issues and management needs at both preserves, staff recommends deferring Board consideration of the remaining land dedications within La Honda and Sierra Azul OSPs at this time. FISCAL IMPACT There are no costs associated with dedication. BOARD COMMITTEE REVIEW No Board Committee review is required for this item. PUBLIC NOTICE Public 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 CEQA. NEXT STEPS None. Attachments 1. Resolution Dedicating Interests in Certain District Lands for Public Open Space Purposes 2. Dedication Status Summary Report 3. Map showing proposed property for dedication R-14-24 Page 4 Responsible Department Head: Michael Williams, Real Property Manager Prepared by: Jean Chung, Acting Real Property Assistant Sandy Sommer, AICP, ASLA, Senior Real Property Planner Contact person: Michael Williams, Real Property Manager Graphics prepared by: Michele Childs, GIS Technician RESOLUTION NO. 14-xx RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT DEDICATING INTERESTS IN CERTAIN DISTRICT LANDS FOR PUBLIC OPEN SPACE PURPOSES The Board of Directors of the Midpeninsula Regional Open Space District does hereby resolve as follows: Pursuant to Resolution No. 86-6, the Board of Directors does hereby dedicate for public open space purposes (pursuant to Public Resources Code Section 5540) the interests in land held by the District shown herein, except for density credits on such lands, if any. Open Space Preserve Grantor Board Approval Date Closing Date Acreage Property Interest Cty APN Monte Bello Lobner 3/14/2001 5/31/2001 40.00 Fee Santa Clara 351-13-007 Monte Bello Lobner Trust 1/23/2013 2/15/2013 10.79 Fee Santa Clara 351-13-018 TOTAL 50.79 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Dedication Status Summary Report Preserve Dedicated Undedicat- ed Intended Fee Acreage Easements on Private Land Dedicated Undedicat- ed Intended Easements on Public Land Dedicated Undedicat- ed Intended Lease and Manage- ment Contribu- tion Only Other Interest Dedicated Acres Undedicat- ed Acres Total Acres Fee , Easements and Other 1,355.15 80.12 74.30 0.00 1.93 1.20 0.00 0.00 0.00 0.00 0.00 0.00 1,355.15 82.05 1,437.20Bear Creek Redwoods 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 1.00Briggs Creek 507.18 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.20 507.18 1.20 508.38Coal Creek 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Costanoan Way 0.00 0.00 0.00 0.00 0.00 0.00 468.00 0.00 0.00 0.00 0.00 0.00 468.00 0.00 468.00Edgewood County Park 2,902.27 3.80 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,902.27 3.80 2,906.07El Corte de Madera Cre 1,392.83 20.63 0.00 0.12 4.44 0.00 0.00 0.00 0.00 0.00 0.00 0.69 1,392.95 25.76 1,418.71El Sereno 0.00 43.21 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 43.21 43.21Felton Station 211.28 0.00 0.00 0.00 0.40 0.00 0.00 0.00 0.00 0.00 0.00 0.00 211.28 0.40 211.68Foothills 735.09 0.00 0.00 0.00 4.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 735.09 4.00 739.09Fremont Older 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,227.26 0.00 0.00 1,227.26 1,227.26G.G.N.R.A. 3,294.92 2,464.56 2,397.35 0.17 0.00 0.00 0.00 0.38 0.00 308.00 0.00 0.00 3,295.09 2,772.94 6,068.03La Honda Creek 1,928.41 39.79 0.00 13.15 0.00 0.00 0.00 0.00 0.00 39.33 0.00 14.01 1,941.56 93.13 2,034.69Long Ridge 274.31 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 274.31 0.00 274.31Los Trancos 991.63 724.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 991.63 724.00 1,715.63Miramontes Ridge 3,118.02 51.19 0.00 0.00 24.90 24.90 0.00 0.00 0.00 85.37 0.00 8.90 3,118.02 170.36 3,288.38Monte Bello Friday, January 02, 2014 Page 1 of 2 Preserve Dedicated Undedicat- ed Intended Fee Acreage Easements on Private Land Dedicated Undedicat- ed Intended Easements on Public Land Dedicated Undedicat- ed Intended Lease and Manage- ment Contribu- tion Only Other Interest Dedicated Acres Undedicat- ed Acres Total Acres Fee , Easements and Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 163.86 0.00 0.00 163.86 163.86Moody Gulch 307.89 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 307.89 0.00 307.89Picchetti 365.78 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.10 365.78 0.10 365.88Pulgas Ridge 3,742.23 969.38 84.15 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.10 3,742.23 969.48 4,711.71Purisima Creek 2,178.53 1.20 0.00 1,515.36 0.50 0.00 0.00 0.00 0.00 292.85 0.00 0.00 3,693.89 294.55 3,988.44Rancho San Antonio 273.67 0.00 0.00 0.00 1.45 0.00 0.00 2.88 0.00 98.00 0.00 0.00 371.67 4.33 376.00Ravenswood 2,915.83 215.69 97.89 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 6.00 2,915.83 221.69 3,137.52Russian Ridge 1,345.57 196.62 0.00 0.00 0.00 0.00 66.00 0.00 0.00 0.00 0.00 0.00 1,411.57 196.62 1,608.19Saratoga Gap 4,940.99 13,225.46 1,634.41 68.42 30.44 20.25 372.00 0.00 0.00 192.80 0.00 1.24 5,381.41 13,449.93 18,831.34Sierra Azul 2,051.53 10.00 0.00 80.97 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,132.50 10.00 2,142.50Skyline Ridge 173.64 0.00 0.00 94.00 2.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 267.64 2.50 270.14St. Joseph's Hill 53.74 0.00 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 54.74 0.00 54.74Steven's Creek Shorelin 623.76 2.38 2.38 0.00 0.30 0.00 0.00 0.00 0.00 0.00 0.00 0.00 623.76 2.68 626.44Teague Hill 152.22 0.00 0.00 4.55 10.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 156.77 10.00 166.77Thornewood 707.48 952.49 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 707.48 952.49 1,659.97Tunitas Creek 1,304.49 80.71 78.71 5.79 0.00 0.00 23.00 0.00 0.00 0.00 0.00 0.00 1,333.28 80.71 1,413.99Windy Hill 37,848.43 19,082.22 4,369.19All Preserves 1,783.53 80.86 46.35 929.00 3.26 0.00 1,016.35 1,391.12 32.24 40,658.96 21,508.04 62,167.01 Note: Excludes acreage where "Interest Held By Other" Friday, January 02, 2014 Page 2 of 2 CanyonTrail Monte Bello R o a d P G&E T r a ilAlpine Ro a d Ridge Trail C o y o t e R i d g e T r a i l ChestnutTrail Zinfa n d e l T r a il Quarry Trail Ipiw a Trail WardRoad T o yonTr a i l M o r a T rai l Upp e r High M e a d o w Trail Servi c e Ro a dCoyoteTrail B e l l a VistaTra il T r eeFarmTrail Rogue Valley Trail R a n c h R o a d W a t e r w heel Creek Trail School R o ad W h i t e OakTrai l Long Ridge R o a d H i g h Meado w Trail H i c k oryOaksTrail B y p a s s T r a i l Old Page Mill Trail Charcoal Road Wedding Trail Fern T r a i l Ham mond-Snyder Loop Trail U p p e r Wildcat Canyon Trail Ward Road PG&E Trai l Canyon Trail C o y o t eTrail W hit e Oak Trail Canyon Trail Stevens Cr e e k P e t e r s C r e e k S wissC r e e k Slate C re e k P e r m a n enteCreek Adob e Creek Regnart Creek Bay Creek Lambert C r e e k C a labazas C reek Indian Cabin Creek P erm a n e n t e Creek StevensCreek StevensCreek Midpeninsul a Regiona lOpen Spa ce D istrict Pr ope r t y P r o p ose d f o r D e d ica t i o n : Mo n t e B e l lo O pe n S pa c e P r es er v e February, 2014 Path: G:\Projects\Monte_Bello\Lobner\Dedication_Landscape_8.5x11.mxd Created By: mchilds 0 10.5Miles (MROS D) Ot her Prot ected Ope n Spac eor Park Lands MROS D Prese rves Private Prop erty Developed Land While the District strives to use the best available di gital data, this data does not represent a legal survey a nd is m erely a graphic illustration of geographic features. Waters hed Land Sunnyvale Cupertino Palo Alto Mountain View Area ofDetail 280 Lobner Trust Property Saratoga Gap OSP Monte Bello Open Space Preserve Upper Stevens Creek Park(Santa Clara County) Stevens Creek Park(Santa Clara County) Ded ic ation Par cels 85 R u s s i a n R i d g e Non M R OSD Conse rvati on or Agricultur al Easem ent MROSD Conse rv ati onor Agricultur al Easem ent Long Ridge OSP Rancho San AntonioOSP Skyline Ridge OSP Land Trust Fremont OlderOSP PiccchettiRanchOSP Portola Redwoods State Park Hidden Villa Lobner Property R-14-46 Meeting 14-07 February 26, 2014 AGENDA ITEM 6 AGENDA ITEM Second Reading and Final Adoption of an Ordinance Calling an Election and Ordering the Submission of a Proposition for Incurring Bonded Indebtedness of Not to Exceed $300 Million for the Purpose of Providing Public Access and Acquiring, Restoring and Preserving Open Space throughout the District, to the Qualified Voters of the Midpeninsula Regional Open Space District at the General Municipal Election to be Held on June 3, 2014 GENERAL MANAGER’S RECOMMENDATION Waive reading, read by title only, and adopt an Ordinance Calling an Election and Ordering the Submission of a Proposition for Incurring Bonded Indebtedness of Not to Exceed $300 Million for the Purpose of Providing Public Access and Acquiring, Restoring and Preserving Open Space throughout the District, to the Qualified Voters of the Midpeninsula Regional Open Space District at the General Municipal Election to be Held on June 3, 2014. SUMMARY The proposed ordinance would call an election in the District and request election consolidation services from Santa Clara, San Mateo, and Santa Cruz Counties. The proposed ordinance would put before the voters the following question: To improve access to hiking and biking opportunities, protect and preserve redwood forests, natural open spaces, the scenic beauty of our region and coastline, critical wildlife habitat, restore creeks to protect water quality, and reduce forest fire risk; shall Midpeninsula Regional Open Space District be authorized to issue up to $300 million in bonds, at a tax rate not to exceed $3.18 per $100,000 of assessed value of property owned, with expenditures verified by an independent citizen oversight committee? The proposed ordinance includes an “Expenditure Plan” detailing how the bond revenues would be used, provides for the creation of an Independent Citizen Oversight Committee, and includes other related elements as described further below. DISCUSSION The Board conducted a first reading of the attached proposed ordinance at its meeting on February 12, 2014 (R-14-34). As noted at that time, an ordinance is the legal mechanism for the R-14-46 Page 2 Board of Directors to place a bond measure on the June 3, 2014 ballot. The draft ordinance is now being brought to the Board for a second reading and final adoption. The ordinance contains the structure and framework of the proposed measure which, when paired with the District’s proposed Expenditure Plan (Exhibit A to the ordinance), constitutes the formal commitment to voters and the public regarding the District’s intentions with respect to funding and implementing Vision Plan Tier One Priority Actions. The Expenditure Plan is comprised of the capital improvement components of all of the “Tier One” priority actions approved by the Board at its meeting on January 29, 2014 (R-14-25). This is because general obligation bonds may only be used to fund capital improvements. The components of those priority actions which are not capital improvements will be funded by other means, such as non- restricted tax increments and grant funding as available. Contents of the Ordinance The proposed ordinance defines and directs the following: a) The date of the election. b) The 75 word ballot question to be placed before the voters. c) The purpose of incurring the indebtedness. d) The intention of the Board to issue bonds in a metered fashion, calculated to ensure that the resulting property tax rate is not anticipated to exceed $3.18/$100,000 of assessed valuation. e) The use of the proceeds: 1. Expenditure Plan i. Includes descriptions of 25 priority actions (District Vision Plan Tier One Priority Actions as approved at the January 29, 2014 Special Meeting of the Board of Directors, R-14-25). ii. Describes each priority action with an associated estimated total cost for completion (2014 dollars). iii. Lists estimated cost (2014 dollars) for completion of all priority actions totaling $300,000,000. iv. Includes a map of the District with locations of the 25 priority actions. 2. The requirement to prepare an annual accountability report pursuant to sections 53410 and 53411 of the California Government Code to ensure that bond proceeds are used for the specific purposes authorized in the ordinance and applied as described in the Expenditure Plan. 3. Appointment of an Independent Citizen Oversight Committee to review annual expenditures of bond proceeds. It will be comprised of seven (7) at-large members, all of whom will be District residents. 4. Provides a process for the Board to propose amendments to the Expenditure Plan which would require a two-thirds majority vote. Amendments would be developed in consultation with the Citizen Oversight Committee for instances where unexpected revenues and/or unforeseen circumstances impact the Expenditure Plan. 5. Payment of legal and other fees and costs of issuance from bond proceeds. f) The maximum amount of bonds that may be issued under this authority totaling $300,000,000. g) The maximum rate of interest that may be paid on the bonds (12%). h) The District’s commitment to comply with other requirements of state law. R-14-46 Page 3 i) The various instructions to the Counties regarding the form of the ballot and conduct of the election as required by law. j) The requirement for a 2/3 vote of the Board of Directors to place the matter before voters. k) The Tax Rate Statement. The second reading and adoption of the proposed ordinance must occur prior to the deadline set by the County Elections Officials. To be effective, this proposed ordinance must be submitted to the Counties no later than March 7, 2014. General Obligation Bonds, Tax Rate Statement, and Expenditure Plan The funding mechanism staff recommends through this ordinance is a voter approved, tax secured, general obligation bond. These are often referred to as “G.O. Bonds” or “capital improvement bonds.” The law governing our use of this option is rooted in the District’s enabling legislation. (Public Resources Code section 5568.) This funding mechanism allows the District to issue debt secured by property tax revenues. It has several advantages over other options in that general obligation bonds can be scaled to particular project goals and issued as projects become ready for funding. This is the lowest cost method available for capital financing. It is also particularly well-suited to an orderly, efficient implementation of the District’s Expenditure Plan. The proceeds from G.O. Bonds can only be spent on “capital improvements.” In other words, they can only be used to finance “the acquisition and improvement of real property.” (California Constitution, Article XIIIA, 1(b).) In the context of the District’s mission, this means that bond proceeds can be used for improvements to real property, such as those necessary to increase public access to District lands, other land improvements such as environmental restoration, and acquisition of real property. The total amount requested for authorization by the voters is $300 million, yielding a tax rate not to exceed $3.18 per $100,000 of assessed value. The $300 million is the estimated total cost for the implementation of the capital improvement aspects of the District’s Tier One Priority Actions, included in the proposed ordinance as the Expenditure Plan. The $3.18 per $100,000 of assessed value is the maximum amount estimated by the District Controller and outside bond counsel to be necessary to impose on District property tax payers over the life of the bond authorization. The actual tax rate is expected to be lower initially, with the amount rising over time (but not exceeding the $3.18), as priority actions are lined up for funding and implemented, and falling as bonds are paid off. Independent Citizen Oversight Committee The proposed ordinance provides for the creation of an Independent Citizen’s Oversight Committee. It is proposed to consist of seven at-large members, all of whom shall be District residents. The Oversight Committee’s purpose would be to review and verify expenditures of bond proceeds, including the review of the District’s annual audit and accountability report related to these expenditures, and to report and present the Committee’s findings to the Board. Amendments to the Expenditure Plan, should any be required, would be developed in consultation with the Citizen Oversight Committee. The formation of an Independent Citizen Oversight Committee is not required by law in this setting. It is being recommended as a policy matter. The Board, therefore, has discretion R-14-46 Page 4 regarding both if and how it might choose to structure this aspect of the ordinance. The proposed structure, as recommended by the General Manager, is intended to be large and substantial enough to generate meaningful public feedback, and small and focused enough to be efficient and productive. Election Requirements and Ballot Language To place this on the ballot, the Board must call an election in the District and request election consolidation services from Santa Clara, San Mateo, and Santa Cruz Counties. The proposed ordinance must be delivered to the Board of Supervisors in the counties of Santa Clara, San Mateo, and Santa Cruz no later than 88 days prior to the election date in order to be placed on the ballot. The ordinance calls for an election to be held in conjunction with the General Election, June 3, 2014. In addition to calling the election, a series of actions are included in the ordinance as follows: 1. Approval of the ballot question that will be presented to District voters; 2. The process for submission of the ballot argument for the measure; 3. Authorizing the County Counsels of Santa Clara, San Mateo, and Santa Cruz Counties to prepare the impartial analysis; and 4. Requesting the services of the Registrars of Voters of Santa Clara, San Mateo, and Santa Cruz Counties to conduct the election. The State Elections Code requires the ballot measure to be printed in the ballot pamphlet in the form of a "yes" or "no" question. The ballot question may not exceed 75 words. The proposed ballot question is as follows: To improve access to hiking and biking opportunities, protect and preserve redwood forests, natural open spaces, the scenic beauty of our region and coastline, critical wildlife habitat, restore creeks to protect water quality, and reduce forest fire risk; shall Midpeninsul a Regional Open Space District be authorized to issue up to $300 million in bonds, at a tax rate not to exceed $3.18 per $100,000 of assessed value of property owned, with expenditures verified by an independent citizen oversight committee? The proposed ballot measure requires approval by a 2/3 majority of the voters. The State Elections Code provides for the filing of ballot measure arguments. If submitted, one argument "For" and one argument "Against" the measure, of no more than 300 words each, will be printed with the sample ballot. The ordinance also provides for rebuttal arguments. Ballot arguments may be filed with the Registrar of Voters by the Board of Directors, by any member or members authorized by the Board of Directors, or any combination of voters or associations. The arguments can be authored by a maximum of five eligible voters. If more than one argument for or against any measure is submitted, the Registrar of Voters is required to select one of the arguments for printing. Preference is given to arguments submitted in the following order: 1. Argument submitted by the Board of Directors or members of the Board of Directors authorized by the Board; R-14-46 Page 5 2. The individual voter or bona fide association of citizens who are the bona fide sponsors or proponents of the measure; 3. Bona fide associations of citizens; 4. Individual voters. The Registrar of Voters will set a date for the submittal of ballot arguments based on the time reasonably necessary to prepare and print the arguments and sample ballots and to permit the required public examination period. The District Clerk, through the General Manager, will ensure that the Board is informed of these deadlines, as they are set. The State Elections Code provides that the County Counsel may be directed to prepare an impartial analysis of the measure, which is not to exceed 500 words. A request for the preparation of the required analysis is included in the ordinance. FISCAL IMPACT The Santa Clara County Registrar of Voters has estimated it will charge the District approximately $618,000 to submit this proposition to the voters at the June 3, 2014 election. The San Mateo County Registrar of Voters has estimated it will charge the District approximately $320,000 to submit this proposition to the voters at the June 3, 2014 election. The Santa Cruz County Registrar of Voters has estimated it will charge the District approximately $200 to submit this proposition to the voters at the June 3, 2014 election. The total charge to the District for holding the election in all three counties is currently estimated to be $938,200. If the measure is approved by a two-thirds vote of qualified voters, the District would then be authorized to issue up to $300 million in General Obligation Bonds, for use on the capital improvements elements of the priority actions set out in the Expenditure Plan (Tier One Priority Actions of the Vision Plan). BOARD COMMITTEE The Capital Finance Program Ad Hoc met on January 6th, 15th, 17th, and 29th in 2014, and has reviewed and provided feedback to staff on the actions described in this report. PUBLIC NOTICE Public notice was provided in accordance with the Brown Act. Upon adoption this ordinance shall be published once a day for at least seven days in a newspaper printed, published and circulated at least six days a week in the District, or once a week for two weeks in a newspaper printed, published and circulated less than six days a week in the District. The first of said publications shall, in either event, be within thirty days after the adoption of this ordinance. CEQA COMPLIANCE This proposed adoption of this Ordinance creating a government funding mechanism does not constitute a project under the California Environmental Quality Act (CEQA) (14 Cal. Code. Regs., section 15378(b)(4)). The final design of and alternatives considered for any particular R-14-46 Page 6 project shall be subject to CEQA as required by law, and all environmental review required by CEQA shall be completed before any specific project is commenced. NEXT STEPS Upon adoption of the ordinance, the District Clerk will submit the adopted ordinance and other required documents to the Registrar of Voters in Santa Clara, San Mateo, and Santa Cruz Counties to receive consolidated election services for the June 3, 2014 General Municipal Election. Should the Board of Directors not approve the second reading and adoption of this Ordinance at this meeting, it would not be timely to place this matter on the June 3, 2014 ballot, and the measure would need to be deferred to a future election. Attachment Draft Ordinance Calling an Election and Ordering the Submission of a Proposition for Incurring Bonded Indebtedness of Not to Exceed $300 Million for the Purpose of Providing Public Access and Acquiring, Restoring and Preserving Open Space Throughout the District to the Qualified Voters of the Midpeninsula Regional Open Space District at the General Municipal Election to be Held on June 3, 2014 Responsible Department Head: Steve Abbors, General Manager Prepared by: Sheryl Schaffner, General Counsel Jennifer Woodworth, District Clerk ORDINANCE NO. 2014-___ AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT CALLING AN ELECTION AND ORDERING THE SUBMISSION OF A PROPOSITION FOR INCURRING BONDED INDEBTEDNESS NOT TO EXCEED $300 MILLION FOR THE PURPOSE OF PROVIDING PUBLIC ACCESS AND ACQUIRING, RESTORING AND PRESERVING OPEN SPACE THROUGHOUT THE DISTRICT, TO THE QUALIFIED VOTERS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT AT THE GENERAL MUNICIPAL ELECTION TO BE HELD ON JUNE 3, 2014 WHEREAS, on February 12, 2014, the Board of Directors of the Midpeninsula Regional Open Space District (the “District”) adopted, by a unanimous vote of all five members of said Board of Directors present (two absent), a Resolution entitled "Determination that the Public Interest and Necessity Demand Providing Public Access, and Acquiring, Restoring and Preserving Open Space Throughout the District, with Financing Through the Issuance of General Obligation Bonds" (the "Resolution"); and WHEREAS, in order to provide for the issuance by the District of its general obligation bonds to finance the costs of providing public access and acquiring, restoring and preserving open space throughout the District, it is necessary for this Board of Directors to pass an ordinance ordering the submission of the proposition of incurring bonded indebtedness for such purpose to the qualified voters of the District at an election; and WHEREAS, a General Election for the District is to be held on Tuesday, June 3, 2014; and WHEREAS, the Board of Directors desires to submit to the voters at said election the proposition of incurring bonded indebtedness as hereinafter set forth; and WHEREAS, the Board of Directors desires to consolidate the District election with the General Election to be held in the District on June 3, 2014. Now therefore, the Board of Directors of the Midpeninsula Regional Open Space District does ordain as follows: SECTION 1. That a district election is hereby called and ordered to be held in the District on June 3, 2014, at which election there shall be submitted to the qualified voters the proposition set forth below: SECTION 2. That said proposition shall appear on the ballot for said district election in the following form: YES To improve access to hiking and biking opportunities, protect and preserve redwood forests, natural open spaces, the scenic beauty of our region and coastline, critical wildlife habitat, restore creeks to protect water quality, and reduce forest fire risk; shall Midpeninsula Regional Open Space District be authorized to issue up to $300 million in bonds, at a tax rate not to exceed $3.18 per $100,000 of assessed value of property owned, with expenditures verified by an independent citizen oversight committee? NO The Board does hereby submit to the qualified voters of the District, at said district election, this Ordinance and the proposition set forth above. SECTION 3. The indebtedness to be incurred by the District shall be for the object and purpose set forth in the Resolution, namely, to provide public access and acquire, restore and preserve open space throughout the District and to implement a set of priority actions as described in Exhibit A. The object and purpose of the priority actions shall be to improve access to hiking and biking opportunities, protect and preserve redwood forests, natural open spaces, the scenic beauty of the region and coastline, critical wildlife habitat, restore creeks to protect water quality, and reduce forest fire risk. Priority actions will be distributed throughout the District. -2- All of the foregoing described objects and purposes are referred to herein as the “Expenditure Plan” (Exhibit A) for purposes of this Ordinance. The indebtedness incurred under this Ordinance shall include the cost of legal and other fees incidental to or connected with the authorization, issuance and sale of the general obligation bonds. SECTION 4. The District projects that property tax rates will not exceed an additional $3.18 per year per $100,000 of assessed valuation, as described more completely in the Tax Rate Statement that is attached hereto as Exhibit “B.” The repayment projections are based on reasonable growth assumptions, taking into account Article XIIIA of the California Constitution. The foregoing provision shall not be construed to limit the power and duty of the Board of Directors to cause to be levied and collected a tax sufficient to fulfill its obligations to pay debt service on bonds in any fiscal year. SECTION 5. The estimated cost of providing public access and acquiring, restoring and preserving open space throughout the District as outlined in the Expenditure Plan is not to exceed Three Hundred Million Dollars ($300,000,000). The estimated cost includes the bond issuance fees. SECTION 6. The principal amount of the general obligation bonds to be issued for the Expenditure Plan is Three Hundred Million Dollars ($300,000,000). SECTION 7. The rate of interest to be paid on the bonds to be issued for the Expenditure Plan shall not exceed the State of California (the ‘State’) maximum allowed rate of twelve percent (12%) per annum (unless the maximum interest rate for general obligation bonds of the District shall hereafter be increased by the Legislature of the State, in which event said maximum fixed by said Legislature shall apply). SECTION 8. Under sections 53410 and 53411 of the California Government Code, the bonds shall be for the specific purposes authorized in this Ordinance and the proceeds of such bonds will be applied only to the Expenditure Plan. The District will comply with the requirements of section 53410 of the California Government Code. An annual report will be prepared by the District consistent with the accountability measures as required in California Government Code section 53411. An Independent Citizen Oversight Committee will be formed to verify annual expenditures of bond proceeds. The Citizen Oversight Committee will consist of seven at-large members, all of whom shall be District residents. SECTION 9. The Board of Directors finds that adoption of this Ordinance creating a government funding mechanism or other government fiscal activity does not constitute a project under the California Environmental Quality Act (CEQA) (14 Cal. Code. Regs., section 15378(b)(4)). The final design of and alternatives considered for any particular project shall be subject to CEQA as required by law, and all environmental review required by CEQA shall be completed before any specific project is commenced. SECTION 10. The District proposes to issue and sell General Obligation Bonds of the District pursuant to section 5568 of the California Public Resources Code, Article 9, commencing with section 43600 of Chapter 4 of Division 4 of Title 4 of the California Government Code and/or Article 4.5, commencing with section 53506, of Chapter 3 of Part 1 of Division 2 of Title 5 of the California Government Code, in one or more series, in the maximum amount and for the objects and purposes set forth above, if two-thirds of all qualified voters voting on the proposition set forth above vote in favor thereof. The bonds are to be general obligations of the District, payable from and secured by taxes levied and collected in the manner prescribed by laws of the State of California. All of said bonds are to be equally and ratably secured, without priority, by the taxing power of the District. SECTION 11. The polls for said election shall be open the day of said election in accordance with the California Elections Code. -3- SECTION 12. The election hereby called for the date hereinbefore specified shall be and is hereby, ordered consolidated with the Statewide General Election to be held within the District on said date, and within the territory affected by the consolidation, the election shall be held and conducted, election officials appointed, voting precincts designated, ballots printed, polls opened and closed, ballots counted and returned, returns canvassed, results declared, and all other proceedings incidental to and connected with the election shall be regulated and done in accordance with the provisions of law regulating the Statewide general election and specified herein. The Board of Supervisors of the County of San Mateo, the Board of Supervisors of the County of Santa Clara and the Board of Supervisors of the County of Santa Cruz are hereby requested to order the consolidation of the election hereby called with said Statewide general election, and the Board of Supervisors of the County of San Mateo, the Board of Supervisors of the County of Santa Clara and the Board of Supervisors of the County of Santa Cruz are hereby authorized to canvass the returns of said election, and said election shall be held in all respects as if there were only one election and only one form of ballot shall be used in each of the affected counties. Each of said Board of Supervisors shall certify the results of the canvass of the returns of said district election in each of the respective counties to the Board of Directors of this District, which shall thereafter declare the results thereof. The proposition submitted by this Ordinance shall be designated on each ballot by a letter printed on the left margin of the square containing the description of the proposition, as provided in the California Elections Code. SECTION 13. All persons qualified to vote at general district elections in the District upon the date of the election herein provided for shall be qualified to vote upon the proposition submitted at said election. SECTION 14. Ballots for the election shall be in form and in the number as required by law. On said ballots, in addition to any other printed matter which may be required by law, two (2) voting squares shall be set off to the right of the proposition submitted at the election, in the manner provided by law, one having the word “YES” printed before it, and the other having the word “NO” printed before it. SECTION 15. Each voter to vote for the proposition and for the incurring of said indebtedness shall stamp or write a cross, or indicate by hold punch or other means, in the blank space opposite the word "YES" on the ballot to the right of the proposition; and each voter to vote against the proposition and against the incurring of said indebtedness shall stamp or write a cross, or indicate by hold punch or other means, in the blank space opposite the word "NO" on the ballot to the right of the proposition. SECTION 16. The District hereby requests and directs that San Mateo, Santa Clara and Santa Cruz Counties print the full text of this Ordinance, inclusive of attachments in each County’s respective Voter Information Pamphlet. The Clerk of the Board of the District is hereby authorized and directed to take such actions and fill out such forms as is necessary to accomplish this direction for publication of the full text of the proposition in the Voter Information Pamphlets. SECTION 17. The District hereby requests and directs that San Mateo, Santa Clara and Santa Cruz Counties allow arguments for and against this measure to be filed pursuant to Elections Code section 9282 et seq. The Board adopts the provisions of Elections Code section 9285 to allow rebuttal arguments for the ballot measure. SECTION 18. The District will reimburse separately San Mateo, Santa Clara and Santa Cruz Counties for the actual costs incurred by each of the county’s elections officials in conducting the election upon receipt of a bill stating the amount due as determined by the elections officials pursuant to State law. SECTION 19. This Ordinance shall be published once a day for at least seven days in a newspaper printed, published and circulated at least six (6) days a week in the District, or once a week for two weeks in a newspaper printed, published and circulated less than six (6) days a week in the District. The first of said publications shall, in either event, be within thirty (30) days after the adoption of this ordinance. The Clerk of the Board of the District is hereby authorized and directed to make said publications and to transmit, for receipt no later than March 7, 2014, a certified copy of this Ordinance to the appropriate officials of San Mateo County, Santa Clara County and Santa Cruz County responsible for preparing the ballots for said election. -4- SECTION 20. This Ordinance shall become effective immediately as an ordinance relating to an election pursuant to Government Code section 36937(a) upon its adoption by two-thirds vote of all the members of this Board of Directors. Introduced at a regular meeting of the Board of Directors held on _______and adopted as an ordinance of the Midpeninsula Regional Open Space District at a regular meeting of the Board of Directors on _____, 2014, by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: APPROVED: Secretary Board of Directors President Board of Directors APPROVED AS TO FORM: General Counsel I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify that the above is a true and correct copy of a resolution duly adopted by the Board of Directors 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 -5- EXHIBIT A Expenditure Plan TITLE: To improve access to hiking and biking opportunities, protect and preserve redwood forests, natural open spaces, the scenic beauty of the region and coastline, critical wildlife habitat, restore creeks to protect water quality, and reduce forest fire risk. 1. SUMMARY Founded by voters in 1972, the Midpeninsula Regional Open Space District (“District”) has protected, in perpetuity, 62,000 acres of open space containing 26 preserves and more than 220 miles of trails that serve Santa Clara, San Mateo, and a portion of Santa Cruz counties. The District’s preserves provide a scenic backdrop to the region offering residents places for hiking, biking, horseback riding, or simply connecting with nature, close to home. Throughout its 41-year history the District has used taxpayer dollars wisely, leveraging funds to bring in state, federal, and private grant money, and providing annual audits in a transparent public process. The District is governed by a publicly elected board of directors. Over the years, the number of acres and miles of trails the District owns and maintains have steadily increased, as have the number of visitors and the cost of land. Expanding public access, restoring sensitive environments and purchasing land are costly, yet are high priorities for the public. To reinforce and expand these types of services and resources, the Board of Directors is placing this funding measure on the June 3, 2014 ballot. $300 million in General Obligation Bonds will be sold. The bond repayment would be financed by an annual property tax override based on a tax rate not to exceed $3.18 per $100,000 of assessed value of property owned per year. This Expenditure Plan outlines priority actions identified by the public and proposed by the District to be funded with bond proceeds. Part B describes each priority action and describes what goals it will achieve. Part C of the Expenditure Plan describes the establishment of an independent Citizen Oversight Committee. -6- 2. PRIORITY ACTIONS The priority actions listed below are the result of a process that combined scientific analysis with broad public engagement to create a shared vision for the future of the District and the region’s open space. Each priority action may address one or more of the following as more specifically described in the table Priority Actions, By Region attached to this Expenditure Plan: • Improved hiking, biking, and equestrian opportunities • Protection and preservation of redwoods, natural open spaces, the scenic beauty of the region and coastline, critical habitats • Restoration of creeks to protect water quality • Reduction of forest fire risk Priority actions are distributed throughout the District as depicted on the map attached to this Expenditure Plan. If approved, the bond proceeds would be allocated to fund the capital improvements necessary to implement the priority actions listed below. Note: the number associated with each priority action does not denote its priority level, but is only used for identification purposes to correlate with the locations depicted on the map. The estimates associated with each priority action are in 2014 dollars. These are estimates only, and the actual costs may change in implementation. The District may annually review and propose amendments to the Expenditure Plan to provide for the use of additional federal, state and local funds, to account for unexpected revenues, or to take into consideration unforeseen circumstances. The District shall act on no more than one package of amendments each fiscal year. The District shall establish a process for proposed Expenditure Plan amendment(s) which ensures that the Citizen Oversight Committee is included in the development. Upon completion of this process, amendments(s) to the Expenditure Plan must be passed by a two-thirds majority of the District Board in a publicly noticed meeting. -7- PRIORITY ACTIONS, BY REGION South Bay Foothills (Los Gatos, Monte Sereno, Saratoga, and Santa Cruz Mountains) 18 South Bay Foothills: Saratoga-to-Sea Trail and Wildlife Corridor Protect wildlife corridor along Highway 9. Connect trail to Saratoga-to-Sea Trail and Skyline-to-Sea Trail. $1,365,000 19 El Sereno: Dog Trails and Connections Provide infrastructure to open trails to dogs. Develop connections to Skyline, Sanborn County Park, & Lexington Reservoir. $2,254,000 20 South Bay Foothills: Wildlife Passage and Ridge Trail Improvements Establish safe corridors for mountain lions across Highway 17. Establish Bay Area Ridge Trail crossing. $13,966,000 21 Bear Creek Redwoods: Public Recreation and Interpretive Projects Open for hiking, equestrian activities. Provide parking areas, trails; upgrade stables. Restore & protect habitats for various species. Repair roads & trails to reduce sediment. Rehabilitate Alma College site. $17,478,000 22 Sierra Azul: Cathedral Oaks Public Access and Conservation Projects Develop multi-use trail & plan future trails as land is available. Develop parking. Restore plant communities and soils. Install trailside amenities. Preserve additional open space and complete wildlife corridor in upper Los Gatos Creek watershed. $6,714,000 23 Sierra Azul: Mt. Umunhum Public Access and Interpretation Projects Open Mt. Umunhum for multi-use public access to summit via road and trail. Open Bay Area Ridge Trail and nearby trail connections. Preserve additional open space and complete wildlife corridor. $27,972,000 24 Sierra Azul: Rancho de Guadalupe Family Recreation Open Rancho de Guadalupe to public access. Develop accessible multi-use trails with amenities such as parking and family recreation. Restore habitat for rare species. Protect cultural and natural resources. $10,078,000 25 Sierra Azul: Loma Prieta Area Public Access, Regional Trails and Habitat Projects Provide public access and recreation, including small campground. Develop, improve, connect regional multi-use trails to Forest of Nisene Marks State Park, to protected land to east, and to Mt. Umunhum. Protect Steelhead habitat, rare plants and grasslands, restore Knobcone Pine stands. $7,986,000 -8- Peninsula Foothills and Bay (Cupertino, Los Altos, Los Altos Hills, Sunnyvale, Mountain View, Palo Alto, East Palo Alto, Menlo Park, Atherton, Redwood City, San Carlos, Woodside, Portola Valley, Skyline 2 Regional: Bayfront Habitat Protection and Public Access Partnerships Partner to complete gaps in Bay Trail and develop city-to-bay trails. Support wetland restoration and associated interpretive facilities. Preserve additional bayfront open space. $5,052,000 4 El Corte de Madera Creek: Bike Trail and Water Quality Projects Develop single-use biking/hiking trails, complete Ridge Trail gaps, and develop trail system leading to parking area. Restore damaged trails to improve water quality. Preserve additional open space as available. $8,376,000 5 La Honda Creek: Upper Area Recreation, Habitat Restoration and Conservation Grazing Projects Open upper half of the preserve to public; provide biking/hiking/equestrian trails, dog access, and staging areas. Provide loop & connector trails. Restore habitat for rare species. Improve fencing, corrals, and water systems to reintroduce conservation grazing. $11,733,000 6 Windy Hill: Trail Improvements, Preservation and Hawthorns Area Historic Partnership Improve trails, complete pond facilities. Increase multi-use trails, study possible improvements to increase dog use. Open Hawthorns Area; develop trails connecting to Portola Valley and Palo Alto trails. Partner to protect, restore, and interpret historic buildings. Improve habitat conditions in Los Trancos Creek. Preserve additional scenic open space as available. $12,740,000 8 La Honda Creek/Russian Ridge: Preservation of Upper San Gregorio Watershed & Ridge Trail Completion Preserve upper San Gregorio watershed; restore endangered species habitats. Support opportunities to provide additional water for fisheries. Complete Bay Area Ridge Trail multi-use connections and gaps. Provide additional public use facilities. $15,347,000 9 Russian Ridge: Public Recreation, Grazing and Wildlife Protection Projects Open currently closed areas of preserve. Construct and extend trails. Improve fencing, corrals, and water systems to reintroduce conservation grazing. Improve habitat for sensitive species, implement pond enhancement projects for garter snakes and red-legged frogs. $5,560,000 10 Coal Creek: Reopen Alpine Road for Trail Use Reopen Alpine Road as trail connection between Portola Valley & Skyline Blvd. Reroute trails to reduce erosion and improve visitor experience. $8,017,000 11 Rancho San Antonio: Interpretive Improvements, Refurbishing, and Transit Solutions Add welcome center, refurbish and add interpretive exhibits to Deer Hollow Farm. Support of transit improvement options such as bike trails, bikeshare station, bus service, or additional parking. $10,811,000 12 Peninsula/South Bay Cities: Partner to Complete Middle Stevens Creek Trail Support work by cities to develop the middle section of the Stevens Creek Trail and enhance neighborhood connections. Support work by partners to complete stream corridor restoration and steelhead habitat enhancement below dam. Develop and install interpretive signage. $1,038,000 16 Long Ridge: Trail, Conservation and Habitat Restoration Projects (Saratoga) Improve roadside parking and provide restrooms. Develop new trail connections to Eagle Rock and Devils Canyon. Repair trails for year-round multi-use access. Protect watersheds for steelhead. Preserve additional open space as available. Implement pond and habitat enhancement restoration projects to benefit rare species. $5,140,000 17 Regional: Complete Upper Stevens Creek Trail Complete multi-use connection between the Bay Trail & Bay Area Ridge Trail above the reservoir through Picchetti Ranch Open Space Preserve & Lower/Upper Stevens Creek County Parks. Improve Preserve trails and neighborhood connections. Preserve additional open space as available. $7,760,000 -9- Coast (Half Moon Bay, San Gregorio, Pescadero, La Honda,) 1 Miramontes Ridge: Gateway to the Coast Public Access, Stream Restoration and Agriculture Enhancement Preserve scenic open space land as available, and establish wildlife corridor. Restore fish and red-legged frog habitats in Madonna Creek watershed. Partner to enhance water availability for agriculture and fish. Develop trail loop system, including Ridge Trail and neighborhood access points. Develop staging area, repair bridges. $27,774,000 3 Purisima Creek Redwoods: Purisima-to-Sea Trail, Watershed Protection and Conservation Grazing Complete and open multi-use Purisima-to-Sea trail connection between Ridge Trail and Coastal Trail, and new parking areas. Preserve additional open space as available. Remove fish barriers and restore Lobitos Creek. Restore ponds for endangered species. $7,608,000 7 La Honda Creek: Driscoll Ranch Public Access, Endangered Wildlife Protection and Conservation Grazing Open Driscoll Ranch Area; provide biking/hiking/equestrian trails, limited dog access, parking areas, and interpretive displays. Develop loop & connector trails. Restore habitat for endangered species. Restore La Honda Creek; remove fish migration barriers. $14,825,000 13 Cloverdale Ranch: Wildlife Protection, Grazing and Trail Connections Improve fencing, corrals, and water systems to increase conservation grazing and sustain large contiguous grasslands. Restore habitat for endangered species. Provide trail connections to nearby State parks. $15,712,000 14 Regional: Trail Connections and Campgrounds Develop trails between Butano, Pescadero County Park, Pescadero, Russian Ridge, and between Skyline and Portola Redwoods, Big Basin State Park. Partner with County and State Parks to improve existing campgrounds. $3,966,000 15 Regional: Redwood Protection and Salmon Fishery Conservation Preserve additional open space as available. Protect and enhance redwood stands, mountain scenery, various habitats and steelhead salmon. $50,728,000 -10- -11- 3. INDEPENDENT CITIZEN OVERSIGHT COMMITTEE An Independent Citizen Oversight Committee will be formed to verify expenditures of bond proceeds. The Independent Citizen Oversight Committee will consist of seven at-large members, all of whom shall be District residents. The Citizen Oversight Committee will be selected by the Board and interviewed and approved in open session, and will be subject to the conflict of interest constraints of the California Political Reform Act. The responsibilities of the Committee include: • Review Plan expenditures on an annual basis to verify conformity with the Expenditure Plan. • Review District’s Annual Audit and Annual Accountability report and present the Committee’s findings to the Board at a public meeting. • Review any proposed amendments to the Expenditure Plan. -12- EXHIBIT B TAX RATE STATEMENT An election will be held in the Midpeninsula Regional Open Space District (the "District") on June 3, 2014, to authorize the sale of up to $300 million in bonds of the District to provide public access and acquire, restore, and preserve open space throughout the District as described in the ballot measure. If the bonds are approved, the District expects to sell the bonds in several series over time. Principal and interest on the bonds will be payable from the proceeds of tax levies made upon the taxable property in the District. The information contained in numbered paragraphs 1 - 3 below is provided in compliance with sections 9400-9404 of the Elections Code of the State of California. 1. The best estimate of the tax which would be required to be levied to fund this bond issue during the first fiscal year after the sale of the first series of bonds, based on estimated assessed valuations available at the time of filing of this statement, is $1.00 per $100,000 of assessed valuation in fiscal year 2015-16. 2. The best estimate of the tax rate which would be required to be levied to fund this bond issue during the first fiscal year after the sale of the last series of bonds, based on estimated assessed valuations available at the time of filing of this statement, is $2.90 per $100,000 of assessed valuation in fiscal year 2044-45. 3. The best estimate of the highest tax rate which would be required to be levied to fund this bond issue, based on estimated assessed valuations available at the time of filing of this statement, is $3.18 per $100,000 of assessed valuation in fiscal year 2034-35. Voters should note that the estimated tax rates are based on the estimated ASSESSED VALUE of taxable property on the respective County's official tax rolls, not on a property's market value. Property owners should consult their own property tax bills to determine their property's assessed value and any applicable tax exemptions. Attention of all voters is directed to the fact that the foregoing information is based upon the District's projections and estimates only, which are not binding upon the District. The actual tax rates and the years in which they will apply may vary from those presently estimated, due to variations from these estimates in the timing of bond sales, the amount of bonds sold and market interest rates at the time of each sale, and actual assessed valuations over the term of repayment of the bonds. The dates of sale and the amount of bonds sold at any given time will be determined by the District based on its needs for funds and other factors. The actual interest rates at which the bonds will be sold will depend on the bond market at the time of each sale. Actual future assessed valuation will depend upon the amount and value of taxable property within the District as determined by the respective County Assessor in the annual property value assessment process. Dated: _______, 2014. _________________________   General Manager Midpeninsula Regional Open Space District R-14-40 Meeting 14-07 February 26, 2014 AGENDA ITEM 7A AGENDA ITEM Controller’s Report on the Proposed Fiscal Year 2014-15 Budget GENERAL MANAGER’S RECOMMENDATION Accept the Controller’s report on the Fiscal Year 2014-15 (FY2014-15) Proposed Budget. SUMMARY The District will begin the new fiscal year with an estimated cash balance of $34.7 million. Projected income and available cash are adequate to cover budgeted debt service and reserve requirements, operating expenses, capital projects, and up to $20 million of cash for purchase of new land. District long-term financial projections indicate that the proposed budget is prudent and consistent with District plans and objectives. DISCUSSION The following cash flow projection shows the impact of the proposed FY2014-15 budget on the District’s cash position. The District will begin the new fiscal year with estimated cash balances totaling $34.7 million. Approximately $1.4 million of this cash is not available to meet operating needs as it represents the reserve requirements of the District’s outstanding public notes. Projected income and available cash are adequate to cover budgeted debt service and reserve requirements, operating expenses, capital projects, and up to $20 million of cash for the purchase of new land. R-14-40 Page 2 ANNUAL CASH FLOW PROJECTION FISCAL YEAR 2014-15 BUDGET ($Thousands) Estimated Beginning Cash Balance 34,675 Plus: Tax Revenue 32,906 Redevelopment Revenue 650 Santa Clara County Parks Income 313 Development Grants 884 Interest Income 265 Rental Income 1,109 Other Income 200 Total Operating Revenue 36,327 Minus: Property Management Expense 471 Land Acquisition Expenses 854 Operating Expenses 18,649 Vision Plan/Strategic Plan 576 General Obligation Bond Election Expenses 812 Non-Land Capital Expenditures 5,105 Debt Service 8,894 Total Non-Land Expenditures 35,361 Cash Flow Before Land Transactions 966 New Land Acquired 8,500 Less: Land Donations 1,500 Less: Acquisition Grants 740 Net Cash for New Land 6,260 Budgeted Spending from Hawthorn Trust 342 Budgeted Ending Cash Balance 29,039 Income 1. Tax Revenue to be received between April 1, 2014 and March 31, 2015 is budgeted at $32.91 million (67% from Santa Clara County and 33% from San Mateo County), an increase of 6.6% over the current estimate for fiscal 2014. District property tax revenue has recovered in the fiscal 2014 tax year, ending June 30, 2014, increasing by an estimated 8.6%. The District will receive this level of growth in the April to June 2014 period. In the next tax year, beginning in July, county assessor reports indicate secured property tax growth, within the District boundaries, in the 5 to 6% range. This includes only a 0.45% increase from growth in the California Consumer Price Index. Combining the 8.6% growth in the first three months with a forecast 5.7% growth in the last nine months, the overall budgeted growth for District property tax revenue in FY2014-15 is 6.6%. 2. Redevelopment Income is budgeted at $650,000, about 24% less than in fiscal 2014, when the District received over $200,000 of one-time payments. 3. Santa Clara County Parks Income is budgeted at $313,000, up 3% from fiscal 2014, as specified in the contract signed in 2010. 4. Development Grant Income is budgeted at $884,000, all from California state sources; $450,000 for Mt. Umunhum environmental restoration and public access, $384,230 for El R-14-40 Page 3 Corte de Madera Creek parking and trails improvements, and $50,000 for La Honda Creek watershed upgrade. 5. Interest Income is projected at $265,000, assuming that interest rates remain very low. 6. Rental Income is projected at $1.11 million, up 2.3% from fiscal 2014. 7. Other Income is estimated at $200,000 for reimbursements, fines, fees, cash donations, and loan repayments. Debt Capacity At the end of March 2014, the District will have bonded indebtedness equal to approximately 48% of its statutory debt limit. Projected future cash flows would allow issuance of around $20 million of additional debt, should this be needed to move forward certain strategic capital projects. No debt issuance is budgeted in fiscal 2015. Debt Service Debt service requirements for fiscal 2015 total $8.89 million, a 0.2% increase from fiscal 2014. Debt service represents 27% of estimated tax revenue, down from 28% in fiscal 2014. The currently scheduled payments are detailed in the Debt Service Annual Claims List, to be presented with the final budget presentation on March 26, 2014. Other Expenditures 1. Non-Land Capital Expenditures: The budget includes $5.11 million for capital expenditure projects, including $1.17 million related to Mt. Umunhum public access, $1.07 million for environmental restoration and remediation projects, $0.83 million for field equipment and vehicles, $0.54 million related to Mindego Hill, and $0.48 million for staff facility improvements. This compares to fiscal 2013 capital spending of approximately $5.03 million. As outlined above, this projected capital spending is partially (17%) offset by $0.88 million of budgeted grant income. 2. Property Management Expenses are budgeted at $0.47 million (42% of rental income), including $0.19 million of capital improvements. 3. The Land Acquisition budget assumes acquiring $8.50 million of land in fiscal 2015. If completed, these acquisitions would generate an estimated $2.24 million of grants and land donations, leaving cash expenditures of $6.26 million for Land Acquisition. 4. Land Acquisition Associated Costs are budgeted at $0.85 million. 5. Operating Expenses are budgeted at $18.6 million, or 56% of projected tax revenue. If the District spends 97% of this operating budget in fiscal 2015, which would be a higher percentage than usual, operating spending will be at 54% of tax revenue, which is consistent with the long-term financial model. At this level, operational spending would be up 10.3% over the latest forecast for fiscal 2014 operating expenses. R-14-40 Page 4 Reserves If all revenues and expenditures occur as budgeted, the District’s cash balances would total $29.0 million at the end of fiscal 2015, including $1.4 million of debt service reserve funds and $1.3 million of Hawthorn endowment funds. Staff expects to spend $0.34 million from the Hawthorn endowment in fiscal 2015. FISCAL IMPACT There are no unbudgeted fiscal impacts associated with this Agenda Item. PUBLIC NOTICE Public notice was provided as required by the Brown Act. No additional notice is required. CEQA COMPLIANCE Board acceptance of the Controller’s Report is not a project under the California Environmental Quality Act (CEQA) and no environmental review is required. NEXT STEPS Following this Agenda Item, the Board will be asked to consider adopting the FY2014-15 Budget in view of the information contained in the Controller’s report. Prepared by: Michael L. Foster, Controller R-14-38 Meeting-14-07 February 26, 2014 AGENDA ITEM 7B AGENDA ITEM Initial Presentation of the Proposed Midpeninsula Regional Open Space District (District) Action Plan for Fiscal Year 2014-15 GENERAL MANAGER’S RECOMMENDATION Review the proposed Action Plan for Fiscal Year 2014-15 (FY2014-15). The final District Action Plan for FY2014-15 and the report and recommendations of the Action Plan and Budget Committee (ABC) will be presented for adoption at the March 26, 2014 Regular Board meeting. SUMMARY The annual District Action Plan forms the fiscal year work program and includes all of the projects and key initiatives that the District will pursue and for which it will dedicate staff and financial resources. With the recent approval of the Vision Plan by the Board of Directors (Board), this next fiscal year presents a unique transition year as the District prepares itself for the upcoming first implementation phase of the Tier 1 Vision Plan Priority Actions. Another potential unique change during the next fiscal year is the possibility of the Board approving a general obligation bond funding measure for the June 3, 2014 ballot, the outcome of which is unknown at this time. The results of a ballot measure would affect the future deployment of staff and financial resources, as well as the breadth, schedule, and sequencing of capital projects. The proposed FY2014-15 Action Plan takes this into consideration and includes several projects to prepare the District for making any business model and/or work program adjustments needed to efficiently and effectively implement the Vision Plan Priority Actions, regardless of the funding measure outcome. Also, as discussed at the Board retreat of November 8, 2013, the proposed Action Plan includes a rollover of ongoing projects from FY2013-14 that are entering a subsequent phase of implementation. The total number of Key Projects recommended for FY2014-15 is 96, down from 110 in FY2013-14. It is anticipated that following this next fiscal year, the format, content, and organization of the Action Plan may change to reflect the first official year of Vision Plan implementation, particularly if a funding measure is approved by the voters. DISCUSSION The District’s annual Action Plan identifies all of the key projects and initiatives that the District will work on for the upcoming year. The Action Plan groups projects into two categories: District-Wide Projects (projects that are led by or greatly affect numerous departments) and Department Projects (projects led by individual departments, which may require some support R-14-38 Page 2 from other departments). Within District-wide and departments, projects are listed by priority level as follows: • Priority 1 projects are of highest priority and include all District-wide Key Projects as well as Departmental projects that are time sensitive or address legal requirements or health and safety concerns. • Priority 2 projects are those Departmental projects that staff will work on when there is a lag time in Priority 1 projects. Priority 2 projects are important, but not urgent, and are at a state that allows staff to potentially defer or delay some of the work, if needed, to focus on Priority 1 projects. • Priority 3 projects are desirable and would only be pursued as time allows (e.g. delays in Priority 1 and 2 projects). The scope, schedule, and budget for each project are described in the Action Plan to inform the Board and public about the details of the work program and anticipated milestones, and assist staff with project tracking and management. The action plan is cross referenced to the budget and provides the project detail to explain the total anticipated expenditures and budget allocations. This next fiscal year is quite unique for the District for a number of reasons: (1) the Board has recently approved a long-term Vision Plan that will serve to guide the District’s capital program, including public access projects, land purchases, and restoration projects, and (2) the Board is considering placing a funding measure on the June 3, 2014 ballot which, should it be approved, would provide the funding necessary to allow the District to complete the publicly vetted Tier 1 Vision Plan Priority Actions (a total of 25) at a faster pace and ensure that opportunities are not missed due to a lack of funds. Since this next fiscal year marks a transition year as the District considers adjusting its business model to “ready” itself for the implementation and long-term management of Vision Plan Priority Actions, the proposed FY2014-15 Action Plan focuses on the following three primary goals (the list of proposed Action Plan projects that meet each of these goal is provided and discussed further below): • Strategic Plan Implementation - continue to build strong partnerships, expand public outreach and education, and explore opportunities to enhance staffing/fiscal resources. • Ongoing Projects - maintain positive momentum for ongoing projects that are entering a subsequent phase of work. • Critical Path - address legal requirements, imminent safety concerns, and formal/written commitments. Strategic Plan Implementation (11 projects overall) In light of recent and upcoming District milestones, key District staff would work on the following three critical District-wide Projects next fiscal year to inform the implementation and subsequent long-term management of the Vision Plan Priority Actions and perform additional planning that will be required if a potential Funding Measure is approved by the voters: District- Wide (3 projects) • Capital Finance Program Aside from completing all of the administrative tasks to place a measure on the ballot and assuming successful passage of the measure, staff would also work on R-14-38 Page 3 establishing the Citizens Bond Oversight Committee (with Board involvement and final approval), ensuring that the financial systems are in place to track project costs associated with Vision Plan Tier 1 priority actions, working with the Controller and Bond Council to lay out the steps for the first sale of bonds, and putting together an outline for the first annual financial audit. • Vision Plan Implementation Guide The implementation guide would establish a procedure to prioritize project implementation and include the approximate timeline, sequencing of projects, refined scopes of work, and resource/staffing need recommendations for near term projects. • Business Model Evaluation The District’s business model, including its funding model projections and organizational structure, would be evaluated to determine what changes, if any, would optimize service delivery to effectively and efficiently implement the Vision Plan Priority Actions over the long term. The results of the Vision Plan Implementation Guide and Business Model Evaluation are highly dependent upon the outcome of the Funding Measure. Therefore, although these two projects would be initiated early in the fiscal year, much of the analysis and subsequent findings would take place after election results are known in June. Also, given the important policy issues that need to be addressed as part of each of these two projects, including the prioritization of Vision Plan Priority Actions (i.e., determine which projects to initiate first), funding allocations, and staff growth, these projects would be subject to Board Committee review and ultimately Board approval. In addition, the Public Affairs Department is focusing much of its work plan on continuing to expand public outreach and education across the District’s jurisdiction and amongst a broad cross section of the local population through the following eight (8) proposed Action Plan projects: • Website Migration and Update • District-related Public Events • Translation/Redesign of Maps and Brochures • Health Incentive Program: Healthy Parks, Healthy People • Roadside Signage • Community-hosted Outreach Events • Collaborative Family Programming • Memorial Recognitions Lastly, many of the remaining projects in the proposed Action Plan rely on partnerships for funding, implementation, and/or management, thus fulfilling the third Strategic Plan goal of building strong partnerships. Ongoing Projects (45 projects) The proposed FY2014-15 Action Plan continues many of the FY2013-14 projects that will be entering a subsequent phase of implementation. These projects are listed below and grouped as either District-Wide or by department: District Wide (11 projects) • Vision Plan - final document preparation R-14-38 Page 4 • Mt. Umunhum (2 projects) - Bald Mountain parking area - Purple Martin restoration • Mindego Gateway, Ancient Oaks Connector Trail • Mindego Area, Silva driveway • Mindego Area, Mindego Hill Trail • Integrated Pest Management Program • Endangered Species Act Take Permit • Cooley Landing • New San Francisco Public Utilities Commission (SFPUC) Bay Trail Easement • Organizational Health Real Property (11 projects) • Peninsula Open Space Trust (POST) Hendrys Creek Property Land Purchase Partnership • New Land Purchases • Land Purchase Partnerships • Ridge Vineyards Property Exchange • Encroachment Resolution (2) - Gullicksen - Kennedy Trail • New Land Rental Property Transition (2) - Silva house - Alpine Road House • Purisima-to-the-Sea (lot line adjustment) • Mt. Umunhum Access Easement • Bear Creek Stables Request for Proposals (RFP)/Lease Planning (8 projects) • Special Status Species Map Revisions • Mt Umumhum (2) - Overlook and bridge design - Santa Clara Valley Water District/US Geological Survey equipment relocation • El Corte de Madera Creek Staging Area and Trail Improvements (2) - Recoup costs - Phase III/IV Trails • POST Hendrys Creek Property Land Restoration • Hawthorns (site management and partnership development) • ArcGIS Server Installation Natural Resources (4 projects) • Sudden Oak Death Monitoring and Research • Mindego Ranch Aquatic Species Management Plan • Control of Slender False Brome • Monitor Prior Grassland Burns Operations (2 projects) • Mt. Umunhum: Bald Mountain to Summit Trail • Replace and Upgrade Preserve Signboards R-14-38 Page 5 Public Affairs (3 projects) • State and Federal Legislation • Outdoor Activity and Docent/Volunteer Training • Volunteer Recognition Event Administration, Legal, Human Resources, Information Systems (6 projects) • District-Wide Intranet • Remote Access Policy • Performance Planning and Evaluation Process and Forms • Training Program • District Policies Update • Integrated Accounting and Financial System – Phase II Critical Path - Legal Requirement, Safety, Prior Commitment (31 total overall) Critical path projects that address legal requirements or issues, public safety concerns, or prior formal or written commitments and are part of the proposed Action Plan include the following: District-Wide (3 projects) • Mt. Umunhum Radar Tower Interim Repairs • La Honda Creek Event Center/Apple Orchard Management • Mindego Grazing Infrastructure Real Property (2 projects) • Water Agreement with Presentation Center • Site Restoration at Former Lobner Property Planning (3 projects) • Accessibility Plan Update • Election Mapping • Fremont Older Staging Area Public Safety Improvements Natural Resources (7 projects) • Guadalupe River Mercury Total Maximum Daily Load • La Honda Creek Roads and Watershed Protection Upgrade • El Corte de Madera Creek Watershed Protection Program • Rebuild Pond DR05 • Mindego Ranch Landfill Closure in Place • La Honda Creek Grazing Infrastructure • Big Dipper Ranch Water System Infrastructure Operations (12 projects) • Other Powered Mobility Devices Policy • Stevens Creek Bridge Repair • Ensure Continued Radio Dispatch Services • Vehicle Bridge Evaluation and Repair • Replace Lower Purisima Creek Restroom • Demolition of Abandoned Structures at Foothills and Skyline (2) • Skyline Facility Improvements (4) - Awning - Heating Ventilation and Air Conditioning (HVAC) System - Driveway - New Gate • Upgrade Above Ground Fuel Tanks District Clerk, Administration, Legal, Human Resources, Information Systems (4 projects) • Occupational Risk Management Program • Five-Year Capital Program Forecast • Annual Audit and Single Audit for Mt. Umunhum • Administrative Office Reshingling Nine (9) new projects have been added to the proposed FY2014-15 Action Plan. These projects do not fall within the above mentioned categories and are therefore given lower priority (Priority 2 and 3). These projects are important, but not urgent, and would thus be initiated as staffing resources are made available during the fiscal year or when other higher priority projects are delayed for unanticipated reasons. Real Property (2 projects) • Black Mountain Communications Tower Lease • New Christmas Tree Farm Lease Natural Resources (4 projects) • Restoration Forestry Demonstration Project • Madonna Creek Agricultural Production Plan • Toto Ranch Grazing Management Plan • Carbon Sequestration/Climate Change Analysis Operations (2 projects) • Replace Skyline Ridge Preserve Entrance Sign • Removal of Abandoned Vehicles Public Affairs (1 project) • Oral History Project In recent years, District Action Plans have listed deferred projects along with active projects. To streamline the action plan document and to keep the focus on funded priorities, the General Manager recommends excluding deferred projects from the Action Plan going forward. These deferred projects will be retained in the action plan files and brought forward for consideration by ABC during the Midyear Review as funding and staff resources are made available and also to the full Board during the annual fall retreat as Board members consider priorities for the upcoming year. COMMITTEE REVIEW R-14-38 Page 7 This agenda item was reviewed by the Action Plan and Budget Committee on February 4, February 6, and February 11, 2014. FISCAL IMPACT Fiscal impact is identified for each Key Project. The proposed annual District budget is linked to the preliminary Action Plan to reflect project costs. For information on the overall cost of the Action Plan by Department, Program, and in Total, please refer to the preliminary Budget reports. NEXT STEP Changes requested by the Board as part of the preliminary Action Plan review will be incorporated into the FY2014-15 Action Plan and the Final Action Plan will be presented to the full Board for adoption on March 26, 2014. Attachments: 1. District FY2014-15 Preliminary Action Plan by Department a. District-Wide b. Real Property c. Planning d. Natural Resources e. Operations f. Public Affairs g. Administration Prepared by: Ana Ruiz, Assistant General Manager Kevin Woodhouse, Assistant General Manager Kate Drayson, Administrative Services Manager Meredith Manning, Co-Acting Planning Manager Tina Hugg, Co-Acting Planning Manager Brian Malone, Acting Operations Manager Shelly Lewis, Public Affairs Manager Michael Williams, Real Property Manager Kirk Lenington, Natural Resources Manager Candice Basnight, Human Resources Supervisor Gordon Baillie, Management Analyst, Operations Elaina Cuzick, Real Property Specialist Peggy Koenig, Public Affairs Specialist Contact persons: Stephen E. Abbors, General Manager Ana Ruiz, Assistant General Manager Kevin Woodhouse, Assistant General Manager Kate Drayson, Administrative Services Manager ATTACHMENT 1 DISTRICT WIDE - 1 of 5 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review PROGRAM: STRATEGIC PLANNING Priority 1 - NOTE: All District-Wide Projects are Priority 1 unless deferred Vision Plan Document Preparation Develop strategies and priorities consistent with the District's mission for the next generation of land conservation, resource stewardship, and recreational access informed by science and community input. Prepare final paper and digital Vision Plan documentation as well as GIS Conservation Atlas. Q2 FY14-15 - Complete Vision Plan $204,000 Q2 FY14-15 - Board Review Complete Vision Plan Vision Plan Implementation Guide Develop implementation guide for Vision Plan that details timeline, scope, and resource needs to implement Priority Actions. Working with all Departments, develop plan for implementing Vision Plan Priority Actions. Implementation Plan will evaluate staffing and consultant resource needs, budgetary needs, major milestones, and timeline for implementing Priority Actions. Staffing evaluations will include Operations staffing needs Q4 FY14-15 - Complete Vision Plan Implementation Guide $30,000 Q4 FY14-15 - Action Plan & Budget Committee Capital Finance Program To obtain long term funding for priority District capital projects as directed by the Vision Plan Process. Management - Continue to work with consultants to research and lay the groundwork for a capital finance project. Public Affairs - Continue to inform the public about the District's Mission, Strategic direction, and Programs Q2 FY14-15 $131,000 - Consulting $812,075 - Election Costs Evaluate Business Model Evaluate organziational business model to optimize service delivery Work with organizational consultant to evaluate organizational structure, staffing, processes and procedures to most effectively and efficiently implement the District's Vision Plan. Q4 FY14-15 $100,000 FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description DISTRICT-WIDE ATTACHMENT 1 DISTRICT WIDE - 2 of 5 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description DISTRICT-WIDE PROGRAM: PUBLIC RECREATION AND ACCESS Mount Umunhum Public Access Implementation (Radar tower interim repairs) (Element of the SA/BCR Master Plan project) Secure radar tower for interim "life safety" repairs as defined by SC Co., to allow public access to the exterior base for a five-year period following stabilization. Deadline is October 2017 for public to raise necessary funds to secure building permanently. Complete final design detailing, Coordinate with County of Santa Clara and complete permitting. Advertise, go out to bid, award and construct repairs. Close out project in fall 2014. Q1 FY14-15: Design, Permitting, & Bidding Q2 FY14-15: Construction Q3 FY14-15: Close Out $390,000 Q1 or Q2 FY14-15 PNR input in case unforeseen issues arise (low probability) Mount Umunhum Public Access Implementation (Bald Mt parking area) (Element of the SA/BCR Master Plan project) Provide public parking access to serve as trailhead for trail to summit. Cost match for State Coastal Conservancy (SCC) grant, who will be asked for $430k reimbursement of these funds for a total District cost match of $230,000. Coordinate with County, resource agencies, and consultant team to obtain permits. Bid project competitely and complete construction. SCC Grant administration. Q1 FY14-15: Permitting Q2 FY14-15: Bidding Q3-Q4 FY14-15: Construction $660,000 No Committees, Board Approval of Construction Contract Q1 Mount Umunhum Public Access Implementation (Purple martin restoration) (Element of the SA/BCR Master Plan project) Restore populations of avian species thought to be extirpated from the area but found at Mt. Um. Make presence of Purple Martins a flagship species for the restoration of the summit as a whole. Oversee consultant team. Coordinate with regional specialists, SFBBO. Develop design. Construction of trial nest box installation. Q1-Q2 FY14-15: Nest box installation Ongoing: Monitoring $10,000 No Committees ATTACHMENT 1 DISTRICT WIDE - 3 of 5 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description DISTRICT-WIDE PROGRAM: PUBLIC RECREATION AND ACCESS (Cont'd) Mindego Gateway Project - POST Funded (Ancient Oaks Connector Trail) Complete design, permitting and construction of the Ancient Oaks Connector Trail. Design 95% complete. Grading permit from County of San Mateo obtained. Need building permit for bridges. District crews to construct in Spring 2014. Q1 FY14 -15: Permitting Bridges; Bidding & Construction of Bridges (District crews to build trail) Q2 FY14-15: Trail Construction Q3/4 FY14-15 Close Out $250,000 No Committees, Board Approval of Bridge Abutment contractor Q1 or Q2 Mindego Area (Mindego Hill Trail) Provide access to Mindego Hill. Public's first introduction to cattle grazing operations on District lands. Design and permitting complete. Construct trail to top of Mindego Hill. Initiate planning for demolition of structure(s) as required as a condition of the County grading permit to build the trail. Q1-Q2 FY14-15: Construction $80,000 No Committees, Q4 FY13-14 Board approval for CCC contract or other trailbuilding contract Mindego Area (Silva Driveway) To receive final on the Mindego Gateway Project, all outstanding permit issues with the Silva driveway must be resolved. Fire code-related driveway and turnaround upgrades, water tank system, and hydrant. Target completion date is September 2014 to comply with Mindego Gateway MOU. Refer to Real Property Action Plan for remaining house improvements. Q1 FY14-15: Permitting & Bidding Q2 FY14-15: Construction $97,000 (budget carried by Real Property) No Committees PROGRAM: RESOURCE MANAGEMENT Integrated Pest Management Program Develop a formal Integrated Pest Management Program with documentation, procedures, and public input. Develop an integrated pest management program and start the environmental review. Gather and address public input. Q1 FY14-15 - IPM Guidance Manual Q2 FY14-15 - Draft CEQA Document Q3 FY14-15 - Final CEQA Document $200,000 Q1 FY14-15 - Board Review IPM Guidance Manual Q2 - Board Draft IPM CEQA Document Q3 - Board Certify IPM CEQA Document ATTACHMENT 1 DISTRICT WIDE - 4 of 5 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description DISTRICT-WIDE PROGRAM: RESOURCE MANAGEMENT (Cont'd) Endangered Species Act Take Permit: Safe Harbors Agreement Permit streamlining for District projects that may impact protected species. Develop agreement with US Fish and Wildlife Service to permit take of listed species when implementing projects. Q2-Q4, FY14-15 - Develop Safe Harbors Agreement with USFWS. $27,500 Q3 FY14-15 - PNR Review Safe Harbors Agreement PROGRAM: AGRICULTURAL LAND MANAGEMENT La Honda Creek Event Center/Apple Orchard 1. Management of the Event Center and Apple Orchard Properties as additions to the La Honda Creek Open Space Preserve. 2. Protection of San Gregorio Creek. 1. Develop Special Use Requirements for LGBT Rodeo. 2. Work with POST to obtain temporary use of adjoining 10 acres for interim LGBT Rodeo event in 2014 and possibly 2015. 3. Develop Facilities Use Agreement and associated protocols for special uses of the Event Center. 4. Implement stewardship projects with Resource Legacy grant funds with POST on the Event Center and Apple Orchard. 5. Initiate Planning Process to incorporate these properties in a La Honda Creek Master Plan amendment 6. Work with POST on riparian buffer protections on adjoining POST lands to the west. FY14-15 $10,000 Mindego Grazing Infrastructure Improve grazing infrastructure at Russian Ridge OSP (Mindego Ranch). Install water system and new corrals to reintroduce grazing to Russian Ridge OSP. Q4 FY14-15 $150,000 ATTACHMENT 1 DISTRICT WIDE - 5 of 5 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description DISTRICT-WIDE PROGRAM: LONG RANGE PLANNING Cooley Landing Cooley Landing Adding new elements to existing Phase 2 park. Coordinate with City and provide technical assistance during next phase of design (Phase 3 - Education Center). Wrap up outstanding easement/agreement/institutional control agreements with City and other agencies. If asked by City, evaluate the following uses: fishing, kayaking, canoeing. Assist City with other Phases of work, including amendments to U&M Plan and Partnership Agreement. Dependent on City's schedule Tentatively: FY13-14: Planning and design of education center FY14-15 and FY15- 16: Construction of education center FY15-16: Future phases $10,000 Q1 or Q2 FY14-15 PNR review of use agreement with Menlo Fire, City of EPA, and District New SFPUC Bay Trail Easement (RP) and Bay Trail Design Implementation (PL) Obtain new Bay Trail Easement through lands of SFPUC, and Bay Trail Implementation to complete critical gap in Bay Trail adjacent and partially in Ravenswood Open Space Preserve Obtain concurrence on final trail alignment from SFPUC, complete environmental analysis of Bay Trail alignment, and complete trail easement conveyance by SFPUC. For grant, coordinate with the Cities of East Palo Alto and Menlo Park, and San Francisquito Joint Powers Authority to establish project lead. Deferred: Finalize $400,000 Santa Clara County grant agreement and seek construction grant. Begin planning and design. Begin work on geotechnical surveys, construction documents, and additional public outreach. FY14-15: Easement and CEQA Deferred: Planning, design, and permitting Bay Trail Easement: $60,000 Easement: Real Property Deferred: Trail Implementation: Planning & Nat Res Committee PROGRAM: ADMINISTRATIVE SUPPORT Organizational Health To improve the organization's health and the health of its employees Activities aimed at team building, recognition and appreciation, employee growth and development, employee health and morale, and maintenance of a realistic workload. Ongoing $23,000 ATTACHMENT 1 REAL PROPERTY - 1 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget PROGRAM: GREENBELT PRESERVATION Priority 1 POST Hendrys Creek property, Land Purchase Partnership & Restoration Continue to grow the District's contiguous greenbelt. Land Conservation: 1. Property Purchase with partnership funds. 2. Conservation Easement & Management Plan with Santa Clara Valley Water District (SCVWD). FY14-15 $1,500,000 & $100,000 (Planning & CEQA) In the event that SCVWD does not fund - District prepared to purchase. New Land Purchases (Core Function) Continue to grow the District's contiguous greenbelt. Pursue the purchase and gift of fee and conservation easement as new land additions to Purisima Creek Redwoods, La Honda Creek, Long Ridge, Sierra Azul FY14-15 $3,900,000 Real Property Priority 2 Land Purchase Partnerships (Core Function) Create connections within District lands and with other park and open space lands. Cooperatively work with local land preservation organizations on the following property partnerships: 1. Bear Creek Redwoods - Santa Clara County Parks 2. Monte Bello - Santa Clara County Parks 3. Alpine Ranch - POST FY14-15 $3,100,000 Real Property Priority 3 PROGRAM: PROPERTY RIGHTS STEWARDSHIP Priority 1 Ridge Vineyards Property Exchange, Monte Bello Protect scenic ridgeline at Monte Bello Open Space, resolve historic encroachments and enhance historic and compatible agricultural uses. Upon obtaining Board approval, record fee property exchange in 2014 and easement property exchange in 2015 to resolve historic encroachment, protect scenic ridgeline and enhance compatible agricultural uses. Review hydrogeology study with Monte Bello Road neighbors and recirculate CEQA analysis. FY14-15 $55,000 Hydrogeologic Report and CEQA PLUS $25,000 from Ridge FY 2014-15 ACTION PLAN KEY PROJECTS: REAL PROPERTY Key Project Purpose Project Description Board Committee Review ATTACHMENT 1 REAL PROPERTY - 2 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: REAL PROPERTY Key Project Purpose Project Description Board Committee Review PROGRAM: PROPERTY RIGHTS STEWARDSHIP (cont'd) Priority 1 (cont'd) Encroachment Resolution (Core Function) Address Encroachments on District Lands. Saratoga Gap - Gullicksen - monitor remediation of site as part Santa Clara County lawsuit. FY14-15 $25,000 Water Agreement with Presentation Center, Bear Creek Redwoods Relocate portion of water line w/ the Presentation Center & abandon unstable portion of water line. Amend Alma Water Agreement w/ Presentation Center to address maintenance and repair based on proportional use of system. Amend the Alma Water agreement with Presentation Center (Bear Creek Redwoods). FY14-15 $100,000 budgeted by Planning Priority 2 Encroachment Resolution Address Fence Dispute on District Lands Sierra Azul - Work to resolve fence dispute at Kennedy Trail FY14-15 $25,000 Priority 3 PROGRAM: REVENUE GENERATION Priority 1 New Land Rental Property Transition - Silva (Core Function) Transition new residence to rental property Planning - Continue to make road and water improvements for county fire to remove red tag. Real Property - Make repairs and clean residence. If residence does not have current tenant - list the residence for rent. Enter into lease with new tenant. Q3 FY14-15 $182,000 - includes road work budget ($97K) for Planning ATTACHMENT 1 REAL PROPERTY - 3 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: REAL PROPERTY Key Project Purpose Project Description Board Committee Review PROGRAM: REVENUE GENERATION (Cont'd) Priority 2 New Land Rental Property Transition - Alpine Road House - Hawthorns (Core Function) Transition new residence to employee residence Contract with Project Manager to complete the following: Coordinate Asbestos/Lead abatement Window Replacement Bathroom upgrades Flooring Heating/Electrical Roof and gutter repairs Q4 FY14-15 $175,000 (Hawthorns Fund) Black Mountain Communication Tower Lease (Core Function) Lease Communication Tower Facility at Black Mountain. 1. Lease site to new communications tenant. 2. Pursue potential partnership with Santa Clara County Communication for exchange of communication services. FY14-15 $0 Priority 3 PROGRAM: PUBLIC SAFETY, LAW ENFORCEMENT, AND FIRE PROTECTION Priority 1 Site Restoration - former Lobner property, Monte Bello & Saratoga Gap cabins Clean-up structures and restore sites at Monte Bello and Saratoga Gap Open Space Preserves 1. Structures Assessment 3. Get demolition permits 4. Demolish Structures 5. Site restoration FY14-15 $250,000 Q1 FY14-15 Real Property Committee Priority 2 Priority 3 PROGRAM: AGRICULTURAL LAND STEWARDSHIP Priority 1 Priority 2 Christmas Tree Farm New Lease (Core Function) Manage resources and land at the Christmas Tree Farm Develop new 25-year lease incorporating a new rental rate structure and management guidelines Q3 FY14-15 $0 Q3 FY14-15 Real Property Priority 3 ATTACHMENT 1 REAL PROPERTY - 4 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: REAL PROPERTY Key Project Purpose Project Description Board Committee Review PROGRAM: PUBLIC RECREATION AND ACCESS Priority 1 Purisima to the Sea (POST) Acquire new land in the Purisima/Lobitos Creek Watershed corridor to eventually create a Purisima to the Sea trail from Skyline Area Work with private property owner of Purisima Farms property to pursue lot line adjustment separating ownership of upland and private agricultural area of property. FY 14-15 $20,000 Potential Access Easements - Mt. Umunhum Obtain improved road access rights along Mt. Umunhum Road Work with neighboring land owners to improve road access easements along Mt. Umunhum Road FY14-15 $50,000 Bear Creek Stables RFP/Lease Create Stable Site Plan and Lease for the Bear Creek Stables 1. Complete development Bear Creek Stables site plan and lease. 2. Identify possible capital improvements for stable area. Q4 FY14-15 $10,000 Priority 2 Priority 3 ATTACHMENT 1 PLANNING - 1 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget PROGRAM: LONG RANGE PLANNING Priority 1 Priority 2 Priority 3 Accessibility Plan Update Update District's existing accessibility plan. Review District's ADA policy and update accessibilty plan that was completed in the early 1990's. Utilize consultant to assist with this process. Q3/Q4 FY14-15 $50,000 Q4 FY14-15 LFPAC PROGRAM: GEOGRAPHIC AND INFORMATION SYSTEMS SERVICES Priority 1 ArcGIS Server Installation Create an ArcGIS Server application to provide non-GIS users access to essential GIS data. Work with Administration/IT to install ArcGIS Server software and complete initial setup/troubleshooting. FY14-15 - Complete installation of ArcGIS Server $0 ArcGIS Server was purchased in FY11-12 Special Status Species Map Revisions Permit streamlining for District projects that may impact protected species. Address map revisions expected April 2013 from regulatory agency. Note that end product submitted to the regulatory agency was 217 pages in 9 binders. Changes could be extensive or minor, thus Action Plan assumes staff time needed for extensive, major changes. Project was a FY13-14 request from Natural Resources to update special status species maps in support of Safe Harbor Agreement. Data also used in Vision Plan Project. Q4 FY14-15 (Note that updates will also be ongoing after these revisions and will not be reflected in the Action Plan) $0 (staff time only - 1 FTE for 3 months in aggregate time) Election Mapping Work with County Elections Offices to ensure ballots are mailed to the correct voters Review County Elections Offices' GIS data to ensure that the District's ward boundaries are accurate in their system. Obtain County Elections' database and conduct GIS analysis to confirm its accuracy. Q4 FY14-15 $0 (staff time - 1 FTE for 1.5 months) Priority 2 Priority 3 Key Project Purpose Project Description Board Committee Review PLANNING FY 2014-15 ACTION PLAN KEY PROJECTS: ATTACHMENT 1 PLANNING - 2 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget Key Project Purpose Project Description Board Committee Review PLANNING FY 2014-15 ACTION PLAN KEY PROJECTS: PROGRAM: PUBLIC RECREATION AND ACCESS Priority 1 El Corte de Madera Creek Staging Area and Trail Improvements (Staging Area) Pursue recoup of retrofit design and construction costs. Pursue grant reimbursements. Pursue recoup of costs incurred to correct drainage system issues. Submit reimbursement requests to grantors for staging area and Phase 1 trail construction. Q1/Q2 FY14-15 $75,000 (Planning operating cost) No Committees Mt. Um Guadalupe Creek Overlook and Bridges Planning and Design Continue next phase of planning for Mt. Umunhum Trail (associated amenities) Research and design options for destination overlook platform, railings, and seating, and also up to two trail bridges over Guadalupe Creek as part of the Mt. Umunhum Trail. Apply for permits. Q1/Q3 FY14-15 $75,000 PNR for review of overlook platform design /construction authorization Priority 2 Priority 3 El Corte de Madera Creek Staging Area and Trail Improvements (Phase III/IV - Oljon Trail) Continues Phases III and IV of overall staging area and trails project. If time allows, includes "No Parking" highway signage. If time allows, complete trail design and permitting for Phase III/IV trails. Complete Phase II culvert and Phase IV puncheon permitting. $15K plan preparation/consultant fees. $5K permit fee. If time allows, complete "No Parking" signage component of staging area project, including County Board of Supervisor and Caltrans approval. Q3/4 FY14-15: Permitting $35,000 No Committees Mt. Um SCVWD antenna relocation and USGS equipment relocation Enter into lease agreement with and relocate other agencies' ground sensing and weather equipment at Mount Umunhum summit Work with partner agencies USGS to relocate ground sensing equipment away from summit of Mount Umunhum where greatest crowds are expected; relocate SCVWD weather antenna to roof of radar tower; enter into lease agreements with both agencies. Q1/Q2 FY14-15 $0 ATTACHMENT 1 PLANNING - 3 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget Key Project Purpose Project Description Board Committee Review PLANNING FY 2014-15 ACTION PLAN KEY PROJECTS: PROGRAM: PUBLIC SAFETY, LAW ENFORCEMENT, AND FIRE PROTECTION Priority 1 Fremont Older Staging Area Public Safety Improvements Improve public safety at staging area by reaching a mutually acceptable resolution with the Saratoga Country Club. Negotiate canopy and other site safety improvements with the Country Club; seek Board approval of site improvements; complete construction plans and secure permits; prepare bid package, solicit bids, and administer contract. Project scope contingent on negotiations with Country Club. Q1- Q4 FY14-15: Design & Permitting Schedule dependent on working with Country Club $42,000 Q3 FY14-15 (dependent on negotiations with Country Club) Planning & Nat Res Committee Priority 2 Priority 3 PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION Priority 1 Priority 2 Priority 3 POST Hendrys Creek Property Land Restoration Environmental restoration of Hendrys Creek property Schedule is dependent upon SCVWD schedule for environmental review. Next steps following CEQA completion: develop plans and specs for a) SWPPP preparation, b) permitting, and c) contractor bidding. Coordinate with SC County, SCVWD, and regulatory agencies including DFW, USFWS, RWQCB, ACOE. CEQA Review to be done by SCVWD and therefore those costs are not included. Q3/4 FY14-15: Design & Permitting (dependent on schedule of SCVWD's CEQA review) Budget carried by Real Property Estimated at $25,000 No Committees ATTACHMENT 1 PLANNING - 4 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget Key Project Purpose Project Description Board Committee Review PLANNING FY 2014-15 ACTION PLAN KEY PROJECTS: PROGRAM: CULTURAL RESOURCE STEWARDSHIP Priority 1 Hawthorns Site Management Phase I (partner development) Complete additional building stabilization FY13-14 and and focus FY14-15 on partnership development for long-term care and maintenance of historic structures. Complete outreach and coordination for partnering. If needed, implement further stabilization only if needed. Full mothballing cost not anticipated this fiscal year, pending identification of partner. If not partner agreement made, then mothballing level of investment to be evaluated at mid-year. Q1-Q2 FY14-15: Partner development / support / coordination. Q3-Q4 FY14-15: Complete additional stabilization if needed and develop mothballing plan if required due to lack of partner agreement. Expenses, if required, to be paid out of Hawthorns endowment fund. Estimated costs at $130,000 for FY14-15 Q1 or Q2 FY14-15 Planning & Nat Res Committee Priority 2 Priority 3 ATTACHMENT 1 NATURAL RESOURCES - 1 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget PROGRAM: RESOURCE MANAGEMENT Priority 1 Sudden Oak Death Monitoring & Research Fund and assist Sudden Oak Death research, and continue to identify and monitor infested areas. Continue treatment for and research of Sudden Oak Death. Q3 FY14-15 Annual Prevention Treatments $23,000 Mindego Ranch Aquatic Species Management Plan Define a habitat restoration and long-term management plan for sensitive aquatic species at Mindego Ranch area of Russian Ridge Open Space Preserve. Collect additonal San Francisco Garter Snake and other sensitive aquatic species distribution and abundance data. *Board action on November 20, 2013 authorized contract. Q1-FY14-15 - Begin first year monitoring and staff training Q4 FY14 - 15 Year 1 Report Complete $55,000 Priority 2 Control of Slender False Brome Control Slender False Brome on District lands and neighboring properties and work to prevent re- infestation. Manage slender false brome on preserves and oversee a cost reimbursement program to encourage District neighbors to eradicate Slender False Brome, which might invade District lands through contracts with San Mateo Resource Conservation District. Q3 FY14-15 Annual Treatment Complete $129,800 Q4 FY14-15 Planning & Natural Resources Committee Priority 3 Monitor Prior Grassland Burns (Core Function) Collect data on effects of grassland burn program. Collect additional data on grassland response to prior grassland burns at Russian Ridge OSP. Q2 FY14-15 $12,000 Carbon Sequestration / Climate Change Analysis Evaluate District opportunities to enhance carbon sequestration on Preserves through management actions. Hire consultant(s) to evaluate opportunities for carbon sequestration on District Preserves and calculate potential carbon credits, including evaluation of future climate change models. Refer to Restoration Forestry Demonstration Project TBD $50,000 Q3 FY14-15 Planning & Natural Resources Committee FY 2014-15 ACTION PLAN KEY PROJECTS: NATURAL RESOURCES Key Project Purpose Project Description Board Committee Review ATTACHMENT 1 NATURAL RESOURCES - 2 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: NATURAL RESOURCES Key Project Purpose Project Description Board Committee Review PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION Priority 1 Guadalupe River Mercury Total Maximum Daily Load (TMDL) Comply with Regional Water Quality Control Board orders to investigate and monitor TMDL implementation. Implement third year of the coordinated monitoring effort to assess TMDL implementation success. Q3 FY19-20 - Complete monitoring $10,000 La Honda Creek Master Plan Phase I Implementation - Roads Watershed Protection Upgrade Upgrade ranch road system to prevent erosion and sediment input to anadromous streams. Design road upgrade program to address priority sites.Q1 FY14-15 Consultant Design Documents Complete Q2 FY2014-15 Obtain permits, conduct bidding process Q3 FY2014-15 Begin Construction $50,000 FY 2014/15 anticipate Grant-funded through CDFW Fisheries Restoration Grant Program Q3 FY14-15 Board Award Construction Contract El Corte de Madera Creek Watershed Protection Program Reduce sedimentation to ECdM and San Gregorio Creeks. Construction at 4 locations, construction oversight, design. Preconstruction biological monitoring. Complete second phase of road fill removal/trail restoration to close abandoned alignments. Q2 FY14-15 Construction of next phase complete (1 phase remaining) in FY 2015/16 $70,000 Rebuild Pond DR05 Continue implementation of the Driscoll Ranch Pond Management Plan, repairing additional failed/failing ponds on the property. Submit for permits; bid and construct the project. Q1 FY14-15 - Permits Submitted Q2 FY14-15 - Award Construction Contract Q3 FY14-15 - Construction Complete $170,000 Q2 FY14-15 Board Award Construction Contract ATTACHMENT 1 NATURAL RESOURCES - 3 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: NATURAL RESOURCES Key Project Purpose Project Description Board Committee Review PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION (Cont'd) Priority 1 (Cont'd) Mindego Ranch Landfill Remediation Remediate contaminated site on Mindego Ranch property. Landfill: complete stormwater runoff control plan and install signs restricting access. Q2 FY14-15 - Construction of stormwater runoff control structure and sign installation $25,000 Priority 2 Restoration Forestry Demonstration Project Develop pilot project to restore degraded forest habitat on District Open Space Preserve. Retain Registered Professional Forester to identify suitable pilot project site and necessary plans to permit timber harvest to restore degraded forest land and to evaluate opportunities for carbon sequestration. Q3 FY 14-15 - Release RFP and select consultant $60,000 Priority 3 PROGRAM: AGRICULTURAL LAND MANAGEMENT Priority 1 La Honda Creek Grazing Infrastructure Improve grazing infrastructure at La Honda Creek OSP (McDonald Ranch). Work with tenant to improve water system infrastructure and fencing to reintroduce grazing to La Honda Creek OSP. Q4 FY14-15 $135,000 Q3 FY14-15 Board Award Construction Contract Priority 2 Big Dipper Ranch Water System Infrastructure Improve grazing infrastructure at Skyline Ridge OSP (Big Dipper Ranch). Develop and improve water system infrastructure by separating residential and livestock water system at Big Dipper Ranch (Skyline Ridge OSP). Q4 FY14-15 $10,000 ATTACHMENT 1 NATURAL RESOURCES - 4 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: NATURAL RESOURCES Key Project Purpose Project Description Board Committee Review PROGRAM: AGRICULTURAL LAND MANAGEMENT (Cont'd) Priority 2 (Cont'd) Toto Ranch Grazing Management Plan Develop plan for conservation grazing of property including water infrastructure and resource management. Work with tenant to develop grazing management plan for Toto Ranch area of Tunitas Creek OSP. Q4 FY14-15 $25,000 Priority 3 Madonna Creek Agricultural Production Plan Develop plan for agricultural use of property including production areas, water infrastructure, and resource management. Phase 1 - Work with tenant to develop alternative water source at Madonna Creek area of Miramontes Ridge OSP. Q4 FY14-15 $25,000 ATTACHMENT 1 Operations - Page 1 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review PROGRAM: PUBLIC SAFETY, LAW ENFORCEMENT, AND FIRE PROTECTION Priority 1 Ensure Continued Radio Dispatch Services Provide for seamless continuation of emergency dispach services for District patrol staff. Renew or rebid radio dispatch services. The current agreement ends on June 30, 2015, with an option for a two year renewal. Research options for alternate emergency radio dispatch providers and decide whether to go with an alternate provider or to continue services with the City of Mountain View. Q3 - Research options for alternate radio dispatch providers. Q4 - Decide whether to go with an alternate provider. $0 for FY 14-15 Vehicle Bridge Evaluation and Repair (Core Function) Provide for continued vehicle access for emergency response, patrol, maintenance, and public use. Finalize bridge designs and apply for required permits.FY14-15 Q1 Finalize Designs Q2 Apply for Permits FY15-16 Construction $32,000 Permits $78,000 Design $110,000 Total Other Power- Driven Mobility Devices Policy (OPDMD) (Core Function) Provide for disabled access using OPDMDs while at the same time regulating their use for safety and pollution concerns. Develop, approve, and implement policies for Other Power-Driven Mobility Devices to meet current Americans with Disabilities Act (ADA) standards. FY 14-15 $1,000 Legislative, Funding & Public Affairs Q2 FY 14-15 Priority 2 Priority 3 FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description OPERATIONS ATTACHMENT 1 Operations - Page 2 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description OPERATIONS PROGRAM: PUBLIC RECREATIONAL ACCESS Priority 1 Mount Umunhum Public Access Implementation (Bald Mt to summit trail) (Element of the SA/BCR Master Plan project) Provide public multi-use trail access (hiking, biking, equestrian) from new Bald Mtn Staging Area to Mt. Umunhum summit Construct a trail connection between the Umunhum Summit and the yet to be built Bald Mountain staging area. Project is partially funded by State Coastal Conservancy and includes grant administration requirements. Trail construction to be done in segments. Three year completion schedule will accommodate crew scheduling and match timeline of other projects required to open summit. FY14-15: Complete steep section below Umunhum summit to intersection with an old road bed. FY 15-16: Complete second segment to intersection with a second old road bed including drainage crossings. FY 16-17: Complete construction of trail from summit to Barlow Road. Budget Carried by Planning Dept. ($25,000) Grant funding possibilities will be investigated. Priority 2 Stevens Creek Trail Bridge Repair Repair or replace failing bridge.Conduct permitting and design for repair or replacement of bridge on the Stevens Canyon Trail. Q4 FY 14-15 $40,000 Replace Lower Purisima Creek Preserve Restroom Provide safe clean restroom for public use Demolish and dispose of existing restroom and vault. Replace with new restroom. Q4 FY 14-15 - Permitting Q2 FY 15-16 - Demolition and installation $3,000 $35,000 ATTACHMENT 1 Operations - Page 3 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description OPERATIONS PROGRAM: PUBLIC RECREATIONAL ACCESS (Cont'd) Priority 2 (Cont'd) Replace and Upgrade Preserve Signboards Replace deteriorating wood frame signboards with newer metal frame signboards. Replace degraded wood frame signboards. Purchase and install six metal frame signboards. Q4 FY 14-15 $24,000 Priority 3 Replace Skyline Ridge Preserve Entrance Sign Replace deteriorating wooden entrance sign to Skyline Ridge Preserve. Purchase and install one entrance sign.Q4 FY 14-15 $9,000 PROGRAM: ENVIRONMENTAL RESTORATION AND REMEDIATION Priority 1 Priority 2 Demolition and Clean up of Abandoned Structures [Foothills Area] (Core Function) Remove abandoned structures, limit environmental pollution, and limit employee exposure to hazardous materials. Evaluate and choose highest priority structures for demolition in the Foothills area. Contract out the demolition and clean up of listed structures. Only buildings which are deemed not to have historic value will be included in this project. FY14-15 Q1-2 Evaluate, Permit, and Abate Q3-4 Demolish $600,000 Planning and Natural Resources Q4 FY13-14 Demolition and Clean up of Abandoned Structures [Skyline] (Core Function) Remove abandoned structures, limit environmental pollution, and limit employee exposure to hazardous materials. Evaluate and choose highest priority structures for demolition in the Skyline area. Obtain permits as necessary. Only buildings which are deemed not to have historic value will be included in this project. FY14-15 Q1-2 Evaluate, Permit, and Abate Q3-4 Demolish $120,000 Planning and Natural Resources Q4 FY 13-14 Priority 3 Removal of Abandoned Vehicles (Core Function) Remove abandoned vehicles and limit environmental pollution. Remove easily accessible abandoned vehicles. Evaluate impacts versus benefits of removing more remote vehicles. FY14-15 Q1 Evaluate Q2 Remove $20,000 ATTACHMENT 1 Operations - Page 4 of 4 Scope Schedule (Quarterly Milestones & Completion Date) Budget Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: Key Project Purpose Project Description OPERATIONS PROGRAM: STAFF FACILITY INFRASTRUCTURE Priority 1 Priority 2 Skyline Facility Improvements - Shop Building Improve facilities for best use of available space and to improve worker safety, efficiency and comfort. Construct a new awning on the front of the shop building. Demolish Tennis Courts, Install Equipment Shelter FY 14-15 Q1 Permitting Q2 Contracting Q3-4 Construction $90,000 Skyline Facility Improvements - HVAC Continue improvements to Skyline facility, including some improvements that were planned for FY 2013-14 that were not completed. Install new HVAC system at ground level and roof over well that houses current HVAC on the office roof. FY 14-15 Q1 Permitting Q2 Contracting Q3 Construction HVAC $186,000 Skyline Facility Improvements - Driveway Improve road surface. Repave Driveway FY 14-15 Q2 Contracting Q3-4 Construction $40,000 Install Automated Gate at Skyline Field Office Increase Facility Security and Minimize Public Confusion about Preserve Entrance Contract for the installation of an automatic gate with communications link to SFO FY14-15 Q2 Contracting Q3 Permitting Q4 Construction $60,000 Upgrade two Above Ground Fuel Tanks at Field Offices Comply with regulatory requirements for safety improvements to above ground fuel tanks Upgrade fuel tanks as necessary to meet new regulatory requirements. Note: Requirements are still being finalized. District may qualify for an exemption from this requirement, but this is not yet confirmed. FY14-15 Q4 Complete Upgrades $20,000 Priority 3 ATTACHMENT 1 PUBLIC AFFAIRS - 1 of 3 Scope Schedule (Quarterly Milestones & Completion Date) Budget PROGRAM: PUBLIC INFORMATION, MEDIA AND OUTREACH Priority 1 Website Migration and Update Provide better stability to website. Connect people to open space, communicate regional vision Work with consultant to reprogram website for reliability and performance; revamp look and feel. Q1-Q4 - research systems; interview consultants; begin migration $50,000 District- related Public Events Build public awareness about the District projects Schedule success-story events around completeled and groundbreaking projects throughout the District. For example: Mt. Umunhum; La Honda; El Corte de Madera parking lot, etc. Q1-Q4 – series 5-6 outreach events throughout District $30,000 Memorial Recognition Provide opportunities for public relations within preserves Research different opportunities to recognize individuals per constituent memorial requests other than benches and/or trail naming and make recommendations. (per LFPAC). Q3 - Research $1,000 LFPAC Request Q4 Priority 2 Roadside Signage Research roadside signage programs Initiate contact with Caltrans to determine their process for sighting and approving freeway directional signing to preserves; work with other departments to review District signage. Q3-Q4 - Complete Research $2,000 LFPAC Review Q4 Oral History Project Retain history of District Schedule formal oral history of Nonette Hanko about formation of District. Q3 $10,000 Transistion redesigned maps and brochures (Core Function) Update and improve District outreach materials. Revise the look and feel of remaining maps and brochures to better reflect the District and its visitors; add color. Q3-Q4 - continue redesign and color of map brochures $15,000 Priority 3 Health Incentive Program; Healthy Parks/Healthy People Build public awareness of heath benefits of being in preserves Continue to promote health-related messages through various means including 3-5 minute health video in preserves. Create and launch unique page on District website. Q1 - Q4 Program planning; webpage; partnerships; $7,500 FY 2014-15 ACTION PLAN KEY PROJECTS: PUBLIC AFFAIRS Key Project Purpose Project Description Board Committee Review ATTACHMENT 1 PUBLIC AFFAIRS - 2 of 3 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: PUBLIC AFFAIRS Key Project Purpose Project Description Board Committee Review PROGRAM: LEGISLATIVE Priority 1 State & Federal Legislation (Core Function) Sponsor and support the Board- approved Legislative Program. Work with the District's legislative advocate and with legislators and their staff to ensure the District remains active and informed about the state of current and changing political landscape. Seek coordination and support from other special districts. Q1 - Q4 $35,000 LFPAC Review As needed PROGRAM: COMMUNITY INVOLVEMENT AND EDUCATION Priority 1 Community-hosted Outreach Events (Core Function) Expand public outreach opportunities Expand the Community Outreach Volunteer (COV) Program to include a more diverse membership. Identify key corporate orgranizations to build relationships to raise awareness of District for employees. Q1 - Q4 $10,000 Collaborative Family Programming (Core Function) To involve new audiences and underserved community members in District programs and activities. Continue to research and establish partnerships; implement joint activities; incorporate methodology, information and contacts from Diversity Outreach efforts. Q3-Q4 - Develop partnerships $5,000 Outdoor Activity Docent and Volunteer Training 10- week training course to train new Outdoor Activity Docents to provide natural history hikes and rides to the public. Trail Patrol and Crew Leader Training Organize District's every-other-year-training for 2014 from April 2014-June 2014. Recruit for and manage 2014 spring Trail Patrol and fall Crew Leader training classes. Q1-Q3 $13,500 ATTACHMENT 1 PUBLIC AFFAIRS - 3 of 3 Scope Schedule (Quarterly Milestones & Completion Date) Budget FY 2014-15 ACTION PLAN KEY PROJECTS: PUBLIC AFFAIRS Key Project Purpose Project Description Board Committee Review PROGRAM: COMMUNITY INVOLVEMENT AND EDUCATION (Cont'd) Priority 2 (Cont'd) Volunteer Recognition Event (Core Function) Recognize volunteers for their contributions to the District's successes. Plan, coordinate, implement, and evaluate 2014 event.Q1-Research theme, location,etc Q2 - Q3 Coordinate, Implement, Evaluate $20,000 Priority 3 ATTACHMENT 1 ADMINISTRATION - 1 of 3 Scope Schedule (Quarterly Milestones & Completion Date) Budget PROGRAM: INFORMATION TECHNOLOGY Priority 1 Priority 2 Priority 3 District-wide Intranet Develop an intranet to provide a more efficient and effective mode of sharing information with employees. Design intranet site interface and determine and develop content. Pilot launch in Administration and Operations. Q1 FY14-15 $0 PROGRAM: HUMAN RESOURCES Priority 1 Priority 2 Remote Access Policy (Core Function) Consider the feasibility of Remote Access and Telecommute Policies for District employees Research the feasibility of creating policies and procedures to allow employee access to the District computer network to do work remotely. Q1 FY14-15 $0 Performance Planning and Evaluation Process and Forms Provide a more streamlined and meaningful process and new forms. Develop Manager, Supervisor, Office and Field staff process and forms. FY14-15 - Managers and Supervisors FY15-16 - Office and Field staff $5,000 Priority 3 Occupational Risk Management Program Develop an Occupational Risk Management Program to protect the health and safety of District employees. Research existing Risk Management Programs (RMP) to identify best practices; develop and implement an RMP for District. FY14-15 $0 Training Database Update Database functionality to meet current informational needs Work with consultant to add multiple user access, more reports, and more data fields to database. Q1 FY14-15 $1,000 ADMINISTRATION Key Project Purpose Project Description Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: ATTACHMENT 1 ADMINISTRATION - 2 of 3 Scope Schedule (Quarterly Milestones & Completion Date) Budget ADMINISTRATION Key Project Purpose Project Description Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: PROGRAM: DISTRICT CLERK SERVICES Priority 1 Update Board, Administrative, and other District Policies (Core Function) Review and reformat District Board, Administrative, and other policies and update outdated policies. Update existing District policies to reflect current practices, changes to state law, propose new policies as needed, and convert to a consistent format. Specific policies include: Board meetings, agendas, committees, & correspondence, Electronic Communications, Employer-Employee Relations, and Conflict of Interest,Committee/Board initiated updates - Site Naming, Improvements on District Lands, and others as needed. FY14-15 $0 Priority 2 Priority 3 PROGRAM: FINANCIAL MANAGEMENT Priority 1 Five-Year Forecast of District's Capital Plan Responds to Board direction to develop a CapEx 5-Year Forecast Model Develop a 3-year Capital Budget Forecast. The 5-year forecast will be deferred until the results of the Funding Measure, where staff can then re-plan their Capital project plans. Q4 FY14-15 $0 Q4 FY14-15: Action Plan and Budget Annual audit and single audit for Mt. Umunhum (Core Function) Annual audit compliance and Mt Umunhum grant compliance Review and evaluate the District's financial statements in compliance with regulations. Q1 FY13-14 $25,000 Priority 2 Integrated Accounting and Financial System - Phase II To replace the obsolete Fundware system and provide the District with more robust financial planning, analysis and forecasting capabilities Evaluate Payroll options and HR module. Depending on outcome of evaluation, implementation of new modules may occur in FY2014-15. Develop a consistent Project Accounting account structure in IAFS to provide accurate expenditure for capital and other projects. TBD $0 Priority 3 ATTACHMENT 1 ADMINISTRATION - 3 of 3 Scope Schedule (Quarterly Milestones & Completion Date) Budget ADMINISTRATION Key Project Purpose Project Description Board Committee Review FY 2014-15 ACTION PLAN KEY PROJECTS: PROGRAM: ADMINISTRATIVE SUPPORT Priority 1 Priority 2 Administrative Office Reshingling Replace shingling on the Adminsitrative Office to prevent building damage. Hire contractor to replace the shingles on the Administrative Office building. Q4 FY14-15 $60,000 Priority 3 MIDPENINSULA REGIONAL OPEN SPACE DISTRICT FY2014-15 ACTION PLAN DEPARTMENT POLICY OBJECTIVES, CORE FUNCTIONS, AND STAFFING ATTACHMENT 2 REAL PROPERTY POLICY OBJECTIVE: The District seeks to purchase or otherwise acquire interest in the maximum feasible area of strategic open space land. The District seeks to link its open space lands with federal, state, county, city parklands, and watershed lands. CORE FUNCTIONS: A. Provide comprehensive land conservation planning and analysis to guide the land purchase program. B. Monitor and protect the District’s public open space property interests (including fee and easement interests). C. Manage revenue-producing properties. D. Create and take advantage of opportunities to conserve the greenbelt, foothills, and baylands. E. Maintain neighbor, conservation partner and agency relationships. PLANNING BASIC POLICY OBJECTIVE: The District protects and restores the natural diversity and integrity of its resources; encourages public and private agencies to preserve, maintain and enhance open space; and follows management policies for quality care of the land, provision of public access, and maintenance of ecological values and public safety. CORE FUNCTIONS: A. Plan, design, and implement projects for public access, staff facilities, and stewardship of cultural resources. B. Develop and maintain current and long-range use and management plans, policies, and procedures for Preserves . C. Manage the District Geographic Information Systems (GIS). D. Comply with the California Environmental Quality Act (CEQA) and all permitting, code, and regulation requirements. E. Work with other entities to obtain funding, plan for and protect District and Regional greenbelt use and public access. F. Engage public and partner agency involvement in planning activities. NATURAL RESOURCES BASIC POLICY OBJECTIVE: The District protects and restores the natural diversity and integrity of its resources for their value to the environment and the public, and provides for the use of the preserves consistent with resource protection. CORE FUNCTIONS: A. Plan, implement and design projects to protect and restore the natural resources. B. Comply with the California Environmental Quality Act (CEQA) and resource agency regulation requirements. C. Work with other entities to obtain funding, plan for, and protect District and regional natural resources. D. Steward District working landscapes to protect natural resource values and provide sustainable agricultural uses. OPERATIONS BASIC POLICY OBJECTIVE: The District follows management policies that ensure proper care and stewardship of the land, that provide public access appropriate to the nature of the land, and that are consistent with ecological values and public safety. CORE FUNCTIONS: A. Provide in-the-field services to protect and restore the natural resources. B. Protect public health and safety through enforcement, fire protection, and safe access. C. Provide visitor services as the frontline “Face of the District”. D. Maintain and construct new District trails. E. Foster neighbor, partner, and jurisdictional-oversight agency relationships and engage in multi-stakeholder efforts to further District goals. PUBLIC AFFAIRS BASIC POLICY OBJECTIVE: The District educates and makes clearly visible to the public the purposes and actions of the District, and actively encourages public input and involvement in the District’s decision-making process and other activities. CORE FUNCTIONS: A. Maximize public awareness and understanding of the District and its activities. B. Influence and propose legislation that affects and/or benefits the District’s ability to carry out its mission. C. Engage the public through programs that educate and involve the community and expand the District’s capacity. D. Collect and evaluate constituent feedback and recommend action. ADMINISTRATION BASIC POLICY OBJECTIVE: The Administration Department provides the overall management and administration of the District in support of the organization’s mission and goals. CORE FUNCTIONS: A. Provide financial management and accounting services. B. Administer Human Resources Programs and coordinate employee relations activities. C. Provide Information Technology services. D. Provide District Clerk support to the District Board and staff. E. Provide legal review and advice to the District Board and staff, represent the District in litigation and legal matters with outside agencies, and provide risk management services. F. Provide office management and public reception/customer service for the Administrative Office. STAFF RESOURCES: (STATED IN FTE’S – FULL TIME EQUIVALENTS) Note: positions in Bold are proposed position additions for FY2014-15 REAL PROPERTY FTEs Position Title 1.0 Administrative Assistant 1.0 Real Property Assistant – Add 1.0 contingent FTE for one year 1.0 Real Property Manager 2.0 Real Property Specialist 1.0 Senior Planner 6.0 Total FTEs PLANNING FTEs Position Title 1.0 Administrative Assistant 1.0 Geographic Information Systems Administrator 0.5 Geographic Information Systems Intern – (0.5 Temporary) 0.5 Geographic Information Systems Intern – Continue additional 0.5 temporary FTE for one year 1.0 Geographic Information Systems Technician 1.0 Planner I 2.0 Planner II 2.0 Planner III 1.0 Planning Manager 2.0 Senior Planner 12.0 Total FTE’s NATURAL RESOURCES FTEs Position Title 1.0 Natural Resources Intern (2 Interns at 0.5 Intern) 1.0 Natural Resources Manager 1.0 Planner II 1.0 Planner III 2.0 Resource Management Specialist I 1.0 Resource Management Specialist II – Add 1.0 permanent FTE (offset by reduction of 1.0 Contingent Resource Management Specialist I) 1.0 Senior Administrative Assistant 1.0 Senior Resource Management Specialist 9.0 Total FTE Staffing OPERATIONS FTEs Position Title 3.0 Administrative Assistant 2.0 Area Superintendents 5.0 Equipment Mechanic/Operator – Add 1.0 permanent FTE 1.0 Farm Maintenance Worker 4.0 Lead Open Space Technician 4.0 Maintenance and Resource Supervisor 2.0 Management Analyst 12.0 Open Space Technician – Add 1.0 permanent FTE 1.0 Operations Manager 1.0 Project Manager – Continue 1.0 contingent FTE for one year 20.0 Ranger 4.0 Supervising Ranger 6.3 Seasonal Open Space Technician hours (13,000 hours = 6.3 FTE) 65.3 Total FTE Staffing PUBLIC AFFAIRS FTEs Position Title 1.0 Administrative Assistant 1.0 Community Outreach Coordinator: 2-Year Contingent 1.0 Docent Program Manager 1.0 Media Communications Supervisor 1.0 Public Affairs Assistant – Convert Public Affairs 0.5 FTE Intern to 1.0 contingent FTE for one year 1.0 Public Affairs Manager 1.0 Public Affairs Program Coordinator 1.0 Public Affairs Specialist 1.0 Volunteer Program Lead 1.0 Volunteer Program Manager 1.0 Website Administrator 11.0 Total FTEs ADMINISTRATION FTEs Position Title 1.0 Accountant 1.0 Accounting Technician 1.5 Administrative Assistant 1.0 Administrative Services Manager 1.0 Assistant General Counsel 2.0 Assistant General Manager 0.25 Controller 1.0 District Clerk 1.0 Executive Assistant 1.0 General Counsel 1.0 General Manager 2.0 Human Resources Analyst – Add 1.0 contingent FTE for one year 1.0 Human Resources Supervisor 1.0 Human Resources Technician 1.0 Information Technology Administrator 1.0 Information Technology Technician 0.5 Intern 1.0 Senior Management Analyst 1.0 Senior Accounting Technician 1.0 Training & Safety Specialist 21.25 Total FTE Staffing 124.55 Total FTE District-wide R-14-39 Meeting 14-07 February 26, 2014 AGENDA ITEM 7C AGENDA ITEM Initial Review of the District’s Proposed Budget for Fiscal Year 2014-15 GENERAL MANAGER’S RECOMMENDATION Review the proposed District budget for Fiscal Year 2014-15 (FY2014-15). The final budget for FY2014-15 and the report and recommendations of the Action Plan and Budget Committee (ABC) will be presented for Board adoption at the March 26, 2014 Regular meeting. SUMMARY The FY2014-15 Proposed Budget for the Midpeninsula Regional Open Space District (District) conforms to the budget guidelines for Operating Expenses (55.5% of property tax revenue) and Capital Expenses (10.5% of property tax revenues) as set by the District Controller in November 2013 at the start of the Action Plan and Budget development process. These guidelines are based on a projected property tax growth of 6.6% for FY2014-15, for total tax revenues of $32.9 million. On the expenditure side, operating expenses rose by 6% over FY2013-14 primarily due to the filling of vacancies, increases in salaries and proposed new staffing, and the District’s continued focus on Strategic Plan implementation. A 6% reduction in the capital budget likewise reflects the continued temporary shift in staff resources to focus on various implementation elements of the Strategic Plan, which for next fiscal year include preparation of the Vision Plan Implementation Guide, Evaluation of the Business Model, and Capital Finance Program. Unique this year and included in the budget are the election expenses for the potential General Obligation Bond funding measure for the June 2014 ballot. The FY2014-15 Proposed Budget funds a total of 96 Action Plan Key Projects for the upcoming year. DISCUSSION The FY2014-15 District Budget was prepared in accordance with the following guidelines: Operating Expense (OpEx) Guideline – The FY2014-15 OpEx guideline limits operating expenditures to 55.5% of projected property tax revenue. Operating expenses include salaries and benefits and services and supplies associated with the administration of the District’s six departments. Excluded from this guideline are expenditures for land acquisition (including costs associated with land purchases such as appraisals, site engineering fees, and title insurance), debt service, property management, and capital expenditures. R-14-39 Page 2 Capital Expenditure Program (CapEx) Budget Guideline – The FY2014-15 CapEx Guideline limits capital project and fixed asset expenditures to 10.5% of property tax revenue based on a five-year moving average. Capital expenditures include public access facilities, planning projects, unanticipated capital expenses, staff facilities, land improvements, and fixed assets. 1) Revenue Projections The District Controller’s property tax revenue projections form the basis of the recommended funding allocation for operating expenses. For the past decade, property tax revenue has increased approximately 5.3% annually. The Controller’s projections over the next five years (see Table 1) reflect an annual property tax revenue increase of 5%. For FY2014-15, tax revenue is projected to be $32,906,000, an increase of 6.6% over the prior year. In addition to the $32.9 million in property tax revenue, are projected $650,000 of redevelopment-related tax revenues. Table 1: Projected Property Tax Revenue 2014-15 2015-16 2016-17 2017-18 2018-19 Percent Change from Prior Year 6.6% 5.0% 5.0% 5.0% 5.0% Revenue Projection 32,906,000 34,560,000 36,280,000 38,100,000 40,000,000 As a result of the five-year agreement with Santa Clara County to manage Rancho San Antonio County Park, the District will receive approximately $313,500 in FY2014-15. However, because both the County and District can cancel the contract with 60 days notice, this revenue is uncertain and therefore not included in the revenue assumptions for the operating budget. This five-year agreement with Santa Clara County expires in June 2015. Discussions will begin with the County later in 2014 on the continued management of Rancho San Antonio County Park. 2) Overview of the Proposed FY2014-15 Budget The proposed budget for FY2014-15 totals $43,920,271. A summary of the major expenditure categories is reflected below and more detail is provided in Attachment 1. Table 2: Proposed FY2014-15 District-wide Budget Revenue Property Tax $32,906,000 75% Other Revenue $5,661,000 13% Cash Reserves $5,353,271 12% Total $43,920,271 100% Expenditures Operating Expenditures $18,649,133 42% Land, Debt, and Associated Costs $18,247,601 42% Capital Expenditures $ 5,105,076 12% GO Bond Election Expenses $ 812,075 2% Strategic Plan $ 635,836 1% Property Management $ 470,550 1% Total District Expenditures $43,920,271 100% R-14-39 Page 3 Table 3: Proposed FY2014-15 Expenditure Budget - Overview FY2014-15 DISTRICT BUDGET OVERVIEW (& DEPARTMEN FY2012-13 Actuals (Unaudited) FY2013-14 Midyear Budget FY2014-15 Proposed Annual Budget $ Change from FY2013-14 Midyear Budget % Change from FY2013-14 Midyear Budget Salaries and Benefits 11,709,161 13,586,721 14,522,606 935,885 7% Services and Supplies 3,263,183 3,934,779 4,126,527 191,748 5% Total Operating Expense (OPEX)14,972,344 17,521,500 18,649,133 1,127,633 6% Strategic/Vision/Capital Finance Project 191,637 900,900 1,447,911 547,011 61% Capital (CAPEX)2,973,415 5,426,226 5,105,076 (321,150) -6% Special Projects 3,137,227 - - - Property Mgt.210,880 249,822 470,550 220,728 88% Debt Service 8,876,542 8,874,965 8,893,601 18,636 0% Land and Assoc. Costs 6,715,900 8,074,000 9,354,000 1,280,000 16% Total Non-Operating Expense 22,105,602 23,525,913 25,271,138 1,745,225 7% Total District Expenditures 37,077,946 41,047,413 43,920,271 2,872,858 7% TOTAL OPERATING BUDGET (OPEX)14,972,344 17,521,500 18,649,133 1,127,633 6% 16,307,216 17,987,000 18,700,000 713,000 4% TOTAL OVER/(UNDER): OPEX (1,334,872) (465,500) (50,867) 414,633 -89% TOTAL CAPITAL BUDGET (CAPEX) - Development 2,973,415 5,426,226 5,105,076 (321,150) -6% 538,338 2,234,927 884,230 (1,350,697) -60% TOTAL CAPITAL BUDGET, net of Grant Income 2,435,077 3,191,299 4,220,846 1,029,547 32% TOTAL DISTRICT TARGET: OPEX LESS: GRANT INCOME 3) Operating Expense (OpEx) Budget: For FY2014-15, the OpEx target is $18.7 million. This target reflects a property tax revenue projection of $32.9 million plus Residual Redevelopment Income of $0.65 million, subject to the 55.5% OpEx Guideline spending limit that was established in November 2013 at the start of the annual Budget development process. The proposed FY2014-15 Operating Expenditure budget totals $18,649,133, which is $50,867, below the OpEx target of $18,700,000. Table 4, below, summarizes the major expenditure categories for the Operating Budget. Table 4: Proposed FY2014-15 Operating Budget 12/13 13/14 14/15 $ Change from % Change from Actuals (Unaudited) Midyear Budget Proposed Annual 13/14 13/14 (0% Cola)(3% Cola)(3% Cola)Midyear Budget Midyear Budget Salaries 8,285,299 9,875,794 10,615,713 739,919 7.5% Benefits 3,423,862 3,710,927 3,906,893 195,966 5.3% Retirement Plans 1,931,087 1,812,027 1,992,943 180,916 10.0% Group Insurance 1,272,624 1,594,500 1,594,950 450 0.0% State Mandated Insurance 220,151 304,400 319,000 14,600 4.8% Worker's Comp 170,146 230,000 253,000 23,000 10.0% Unemployment Insurance 50,005 74,400 66,000 (8,400) (11.3%) TOTAL SALARIES & BENEFITS 11,709,161 13,586,721 14,522,606 935,885 6.9% TOTAL SERVICES & SUPPLIES 3,263,183 3,934,779 4,126,527 191,748 4.9% TOTAL OPEX 14,972,344 17,521,500 18,649,133 1,127,633 6.4% R-14-39 Page 4 District staff costs account for approximately 78% of the total Operating Expense budget in FY2014-15. The Proposed Budget of $14.5 million for salaries and benefits reflects an increase of 6.9% over the FY2013-14 Midyear budget while the Proposed Budget of $4.1 million for services and supplies reflects an increase of 4.9% over the FY2013-14 Midyear Budget. Details on the changes are provided below: • Salary expenses in FY2014-15, projected at $10.6 million, increased 7.5% over the FY2013- 14 Midyear budget. This increase is largely attributable to filling vacant positions (which generated expenditure savings at Midyear), the proposed addition of 4.5 FTEs (Full time equivalent employees), and a 3% salary COLA (Cost of Living Adjustment). • Retirement expenses, proposed at $1.99 million, increased by 10.0% from the Midyear FY2013-14 budget. Of this increase, 7.5% is attributable to management’s recommendation regarding the administration of the District’s Retirement Medical Trust Fund payments (see below). The remaining 2.5% increase to the Retirement budget reflects the filling of vacant positions, proposed new staff, and projected annual salary growth. Partially offsetting these increases are cost savings from CalPERS rate changes: o A decrease in the Employer CalPERS retirement rate of 1.3%, from 17.04% to 15.7%, which resulted from the payoff of the District’s $2.52 million CalPERS Side Fund liability in FY2013-14. o An increase in the Employee’s CalPERS contribution of 2%, from 6% to 8%, reducing costs to the District. California Employees Retirement Benefit Trust (CERBT) In 2009, the District fully funded its Other Post-Employment Benefits (OPEB) retirement medical benefit fund with a payment of $1.9 million into the CERBT. Since then, the District has collected reimbursements from the CERBT for benefits it has paid to retirees, resulting in a net zero impact to the District’s expenses. If this practice continues, the District’s net OPEB actuarial liability would turn positive in FY2016-17 and continue to increase each year. The General Manager recommends the District take advantage of the CERBT Fund’s projected 7% investment returns and: 1) discontinue reimbursements from the CERBT for current retiree medical benefit payments; and 2) commence annual contributions to the Trust Fund to reduce the District’s unfunded actuarial liability for current and future District retirees. Therefore, the Proposed FY2014-15 Budget includes a total Retirement medical contribution of $132,000 that covers the Annual Benefits Payment of $66,000 for current retirees and a Trust Fund contribution of $66,000. • Group health insurance is budgeted at $1.6 million, consistent with the FY2013-14 Midyear budget. Medical premiums decreased due to the inclusion of a new lower cost HMO. The District’s health benefit policy is to pay for the lowest cost HMO, which is now Anthem Select, whose premiums are 13% below Kaiser Medical. The savings from the rate decreases offset any cost increases resulting from the addition of staff and the practice of budgeting health benefits at the “family coverage level” for vacancies. • State mandated insurance is budgeted at $319,000, which is $14,600 over the FY2013-14 Midyear budget, and includes an estimated annual increase in Worker’s compensation insurance with CJPIA. R-14-39 Page 5 • For FY2014-15, services and supplies increased by $191,748, or 5%, from the FY2013-14 Midyear Budget. Major increases include costs associated with public outreach projects that serve to implement the District’s Strategic Plan, as well as consulting services. 4) Staffing District staffing for FY2014-15 is budgeted for 124 FTEs, reflecting an increase of 4.5 positions over the FY2013-14 Midyear budget as follows: 2.0 net new permanent FTEs, 2.0 new temporary FTEs, and 0.5 FTE conversion of an existing part-time Intern to full-time temporary position. Table 5 summarizes the proposed FY2014-15 staffing levels and the recommended additions are discussed below. Table 5: Proposed FY2014-15 Staffing Dept Full-Time Part-Time Interns Total Administration 20.0 1.0 0.5 21.5 Operations 59.0 6.5 65.5 Planning 11.0 1.0 12.0 Public Affairs 10.0 10.0 Natural Resources 8.0 1.0 9.0 Real Property 6.0 6.0 Total 114.0 7.5 2.5 124.0 * Funded positions; OpEx expenditure category only *FY2014-15 Proposed Annual Budget Budgeted Headcount (in FTEs, Full-time Equivalents) Recommended Staff Additions Subject to OpEx Guideline: • Equipment Mechanic Operator (EMO) – The addition of a permanent Equipment Mechanic Operator would help address the backlog of maintenance projects, assist with the expansion of capital improvement projects, and execute repairs on newly purchased properties. This position is consistent with the staffing growth plan included in the “Service Plan for the San Mateo Coastal Annexation Area”. (+1.0 FTE). • Open Space Technician (OST) – A new permanent Open Space Technician would address the growing need for repairs and improvements on new properties as well as conduct routine maintenance on the District’s growing trail system. This position would also add capacity to implement and subsequently maintain the Mt. Umunhum improvement projects, including the 3-year trail construction project from Bald Mountain to the summit. (+1.0 FTE). • Resource Management Specialist II – A permanent Resource Management Specialist II would provide much needed expertise and capacity to administer the District’s growing Grazing and Agricultural Use Programs, which includes working with tenants and R-14-39 Page 6 monitoring the performance standards of each grazing operation. It would also develop and implement resource management and enhancement projects on District lands. This position would supervise a Resource Management Specialist I and be offset by the elimination of the Slender False Brome contingent project manager position. (0 FTE) • Temporary Real Property Assistant – A temporary (1 year) Real Property Assistant would assist in addressing the backlog of property management issues that have remained deferred over the last year due to the redeployment of 75% of one Real Property Specialist to manage the Capital Finance Project. The Real Property Assistant would support Real Property staff with complex projects, facilitate escrow and transactional documents, and solicit and accept gifts of parcels. This position would also provide added capacity to a growing property management program that has seen a 20% increase in the number of rental structures and the expansion of 10,000 acres of leased grazing lands since 2001. (+1.0 FTE) • Temporary Human Resource Analyst I – A temporary (1 year) HR Analyst would provide added capacity in all areas of the Human Resources Department, including recruitment, workers’ compensation, benefits, classification and compensation work, etc. This capacity is needed over the next year given the number of vacancies and position recruitments that are needed and to allow existing staff to focus on upcoming negotiations, the Business Model Evaluation Project, and other ongoing Human Resources functions. (+1.0 FTE) • Temporary Public Affairs Assistant – A temporary Public Affairs Assistant was approved for three months in FY2013-14, through March 31, 2014 to extend the term of the Intern position to avoid midstream disruptions in public outreach projects. The Public Affairs Department is in need of additional capacity to maintain the current level of focus on public outreach and education to successfully implement the District’s Strategic Plan. For this reason, the General Manager proposes to temporarily convert the existing Intern position into a one-year full-time position. (+0.5 FTE) Outside of the OpEx Guideline: • Temporary Project Manager (Planner III) – The Board approved a limited term Project Manager position as part of the FY2013-14 Budget to implement capital projects for the Operations Department. However, the position was not filled until late in the fiscal year. Given the delay, a one-year extension is requested to allow the Operations Department to continue the capital projects that are now underway. (+1.0 FTE) 5) Non-Operating Expenditures 5a) Strategic Plan, Vision Plan, Capital Finance Project, and Potential Funding Measure A select set of one-time, non-recurring expenditures are excluded from the Operating Budget Guideline of 55.5%. For FY2014-15, these costs total $1,447,911 and are related to implementation elements of the Strategic Plan: county election expenses for a potential Ballot Measure ($812,000), the Capital Finance Project ($131,000), completion of the Vision Plan Project ($234,000), a limited term Community Outreach Coordinator position ($171,000), and a District organizational and business model evaluation ($100,000). More detail on the Strategic Plan Implementation is included in the District’s FY2014-15 Action Plan (R-14-38). R-14-39 Page 7 5b) Capital Budget As noted in the guidelines, the annual capital budget is limited to capital project and fixed asset expenditures totaling no more 10.5% of property tax revenue based on a five-year moving average. The FY2014-15 Proposed Capital Expenditure (CapEx) budget totals $5.1 million and, after adjusting for grant income of $884,000, the net FY2014-15 capital budget is $4.2 million. Included in the Capital Budget is a contingent project manager dedicated to Capital projects in the Operations department. The CapEx moving average (net of grant funds and allowable adjustments) totals 7.9% of property tax revenue, which is well below the 10.5% CapEx limit. A summary and detailed list of capital projects by department can be found in Attachment 2. Highlights of Capital Projects proposed for FY2014-15 include: • Operations Department ($2.26 million): o Vehicles and Equipment ($828,000) – Five replacement field vehicles for Patrol (3) and Maintenance (2); an excavator, spray unit, and 10-wheel dump truck; a fire pumper; radio equipment; and two new vehicles for the Administrative Office o Skyline Field Office facilities improvements ($496,000) o Demolition and clean up of abandoned structures ($720,000) • Planning Department ($1.9 million, less $834,000 grant income): o Mt. Umunhum environmental restoration and public access projects ($1.165 million) offset by a $450,000 grant from the State Coastal Conservancy o Public Access Projects ($451,610) o Resource Management ($125,000) • Natural Resources Department ($915,000, less $50,000 grant income): o Resource Management Projects ($255,000) o Environmental Restoration and Remediation ($375,000) o Agricultural Land Management ($285,000) 5c) Property Management Property Management expenditures for FY2014-15 total $470,550, an increase of $220,728 or 88% over the FY2013-14 Midyear Budget. Increases include additional expenses for residential improvements ($30,000), proposed demolition ($100,000), grazing and residential water improvements ($50,000), and residential pest control ($10,000). Rental income is projected to be $1.1 million, resulting in an anticipated net income of $638,450 from the District's property management program for FY2014-15. 5d) Debt Service Debt Service for FY2014-15 totals $8.89 million, essentially flat from the FY2013-14 Midyear budget. Debt service is 20% of the Proposed expenditure budget and 27% of the Projected Property Tax Revenue. R-14-39 Page 8 5e) Land The budget includes $8.5 million for new land additions in FY2014-15. It is anticipated that the District will receive $2.24 million in partnership funds toward these land purchases. The total proposed land purchase budget of $9,354,000 includes $854,000 in costs associated with land purchases such as site engineering and resource environmental studies ($275,000), demolition and resource management projects ($220,000), and site and structure improvements ($306,000). 6) Five-Year Budget Forecasts The Five-Year Operating Budget Forecast in Table 6 below demonstrates that the three proposed permanent position additions in FY2014-15 are sustainable, and the OpEx Budget remains below the Target in each year. The forecast does not include cost-of-living adjustments for FY2015-16 and beyond as such salary enhancements are unknown at this time and subject to negotiation with the Field Employees Association. Table 6: Five-Year OpEx Forecast FY2014-15 FY2015-16 FY2016-17 FY2017-18 FY2018-19 3% COLA 0% COLA 0% COLA 0% COLA 0% COLA OpEx Target %55.5%55%56%57%59% OpEx Target 18,700,000 20,061,856 21,463,918 22,958,763 24,567,010 Total Annual OpEx Budget 18,649,131 19,165,634 19,953,981 20,760,358 21,600,758 Under/(Over) OpEx Target 50,869 896,221 1,509,937 2,198,405 2,966,252 Current Staffing 10,522,992 10,669,567 10,889,770 11,114,397 11,343,538 Retirement 2,009,107 2,145,992 2,434,561 2,717,854 3,010,157 Insurance 1,894,155 2,003,402 2,155,466 2,322,588 2,506,269 Other 96,351 96,351 96,351 96,351 96,351 Total Salaries and Benefits 14,522,604 14,915,312 15,576,148 16,251,190 16,956,316 Services and Supplies 4,126,527 4,250,323 4,377,832 4,509,167 4,644,442 Total Services and Supplies 4,126,527 4,250,323 4,377,832 4,509,167 4,644,442 TOTAL OPEX 18,649,131 19,165,634 19,953,981 20,760,358 21,600,758 FY15-16: Remove Temporary Positions: Public Affairs Assistant, GIS Intern, HR Analyst No new positions or COLAs budgeted FY15-16 through FY18-19 A Five-Year Capital Budget Forecast was deferred until after completion of the District’s Vision Plan. As in prior years, staff has prepared a Three-Year Capital Budget Forecast (Attachment 2). Table 7 below provides a summary of capital projects by department for the next three years. R-14-39 Page 9 Table 7: Three-Year CapEx Forecast District Summary: CapEx Projects by Dept.FY2013-14 Actuals FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Administration 235,518 165,000 71,200 0 0 Operations 532,914 1,331,979 2,262,266 1,856,879 1,437,773 Planning 1,952,947 3,095,147 1,856,610 1,575,000 1,640,000 Natural Resources 252,036 834,100 915,000 790,000 500,000 Total CapEx Projects 2,973,415 5,426,226 5,105,076 4,221,879 3,577,773 District Summary: Grant Income FY2013-14 Actuals FY2013-14 Modified Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Administration 0 0 0 0 Operations 0 0 0 0 Planning 538,338 2,107,427 834,230 220,000 530,000 Public Affairs 0 0 0 0 Real Property 0 0 0 0 Natural Resources 127,500 50,000 350,000 100,000 Total Grant Income - Development 538,338 2,234,927 884,230 570,000 630,000 Total CapEx Projects, net of Grant Income 2,435,077 3,191,299 4,220,846 3,651,879 2,947,773 HAWTHORN FUND Description FY2012-13 Actuals FY2013-14 Midyear Budget FY 2014-15 Proposed Annual Budget $ Change from Midyear FY2013-14 % Change from Midyear FY2013-14 Fund 20 Total: Personnel Services - 19,539 19,610 71 0% Total: Services and Supplies 73,728 187,875 202,075 14,200 8% Total: Capital / Fixed Assets 48,619 241,386 120,742 (120,644) -50% 122,347 448,800 342,427 (106,373) -23.7%Total: Hawthorn HAWTHORN FY2014-15 PROPOSED ANNUAL BUDGET The FY2014-15 Proposed Annual Budget for the Hawthorn endowment totals $342,427, which is $106,373 below the FY2013-14 Midyear Budget of $448,800 and reflects the work that will continue into this upcoming year on the Alpine Road house and the Historic mansion and carriage house. The transition of the Alpine Road house to an employee residence is budgeted at $163,300 and includes hiring an outside construction manager to complete the hazardous materials abatement and habitability improvements (roof, bathroom, and electrical heating system). The stabilization of the historic mansion and carriage house is budgeted at $179,100. If the proposed Hawthorn budget is approved, the endowment fund balance at the end of FY2014-15 is projected to be $1,075,920. (See Table 8 below) R-14-39 Page 10 Table 8: Hawthorn – Projected Endowment/Cash Balance Hawthorn Fund Original Endowment: 2,018,445$ FY2011-12 Interest Income 3,267$ FY2011-12 Expenditures (50,672) FY2012-13 Interest Income 7,854$ FY2012-13 Expenditures (122,347) FY2013-14 Interest Income - Proposed Budget 5,600$ FY2013-14 Expenditures - Proposed Budget (448,800) FY2014-15 Interest Income - Proposed Budget 5,000$ FY2014-15 Expenditures - Proposed Budget (342,427) Ending Balance - Projected 1,075,920$ HAWTHORN: Endowment Fund BOARD COMMITTEE REVIEW This agenda item was reviewed by the Action Plan and Budget Committee on February 4, February 6, and February 11, 2014 with no requests for changes. FISCAL IMPACT Final adoption of the Proposed FY2014-15 District Budget by the Board would authorize $43,920,271 from the General Fund and $342,427 from the Hawthorns Fund to accomplish the District’s work plan for the next fiscal year. PUBLIC NOTICE Public notice has been provided as required by the Brown Act. CEQA COMPLIANCE This agenda item is not a project and is not subject to the California Environmental Quality Act (CEQA). NEXT STEPS • The Board determines whether the Action Plan and Budget Committee shall meet to further discuss and refine the Proposed FY2014-15 District Budget. • The Board considers adoption of the FY2014-15 Proposed District Budget at the March 26, 2014 Board Meeting. Attachment(s) 1. Attachment 1: District Budget by Department 2. Attachment 2: CapEx Budget by Department and Three-Year Forecast Action Plan and Budget Committee: Yoriko Kishimoto, Chair Curt Riffle Pete Siemens R-14-39 Page 11 Prepared by: Lynn Tottori, Senior Management Analyst Kate Drayson, Administrative Services Manager Ana Ruiz, Assistant General Manager Kevin Woodhouse, Assistant General Manager Meredith Manning, Co-Acting Planning Manager Tina Hugg, Co-Acting Planning Manager Brian Malone, Acting Operations Manager Shelly Lewis, Public Affairs Manager Michael Williams, Real Property Manager Kirk Lenington, Natural Resources Manager Candice Baillie, Human Resources Supervisor Gordon Baillie, Management Analyst Elaina Cuzick, Real Property Specialist Peggy Koenig, Public Affairs Specialist Contact persons: Stephen E. Abbors, General Manager Kate Drayson, Administrative Services Manager Lynn Tottori, Sr. Management Analyst ATTACHMENT 1 FY2014-15 DISTRICT BUDGET OVERVIEW (& DEPARTMENTS) FY2012-13 Actuals (Unaudited) FY2013-14 Midyear Budget FY2014-15 Proposed Annual Budget $ Change from FY2013-14 Midyear Budget % Change from FY2013-14 Midyear Budget Administration Salaries and Benefits 2,141,364 2,824,767 3,153,650 328,883 12% Services and Supplies 948,848 957,753 1,023,695 65,942 7% Total Operating Expense 3,090,212 3,782,520 4,177,345 394,825 10% Strategic/Capital Finance Project/Ballot Measure - 50,000 1,043,075 993,075 Capital 235,518 165,000 71,200 (93,800) -57% Special Projects 2,674,307 - - Total Non-Operating Expense 2,909,825 215,000 1,114,275 899,275 418% Total Administration Expenditures 6,000,037 3,997,520 5,291,620 1,294,100 32% Natural Resources - Salaries and Benefits 849,897 977,050 1,073,745 96,695 10% Services and Supplies 359,640 646,701 468,551 (178,150) -28% Total Operating Expense 1,209,537 1,623,751 1,542,296 (81,455) -5% Capital 252,036 834,100 915,000 80,900 10% Total Non-Operating Expense 252,036 834,100 915,000 80,900 10% Total Natural Resources Expenditures 1,461,573 2,457,851 2,457,296 (555) 0% Operations Salaries and Benefits 6,116,259 6,602,535 6,900,055 297,520 5% Services and Supplies 1,510,619 1,632,917 1,707,440 74,523 5% Total Operating Expense 7,626,879 8,235,452 8,607,495 372,043 5% Capital 532,914 1,331,979 2,262,266 930,287 70% Total Non-Operating Expense 934,112 1,331,979 2,262,266 930,287 70% Total Operations Expenditures 8,560,990 9,567,431 10,869,761 1,302,330 14% Planning Salaries and Benefits 1,069,850 1,389,259 1,402,824 13,565 1% Services and Supplies 56,193 79,923 199,501 119,578 150% Total Operating Expense 1,126,043 1,469,182 1,602,325 133,143 9% Strategic/Vision Project 146,310 591,900 234,000 (357,900) -60% Capital 1,952,947 3,095,147 1,856,610 (1,238,537) -40% Total Non-Operating Expense 2,099,257 3,687,047 2,090,610 (1,596,437) -43% Total 3,225,301 5,156,229 3,692,935 (1,463,294) -28% Public Affairs Salaries and Benefits 851,688 1,078,804 1,135,930 57,126 5% Services and Supplies 357,037 453,885 597,790 143,905 32% Total Operating Expense 1,208,725 1,532,689 1,733,720 201,031 13% Strategic/Vision Project 45,327 259,000 170,836 (88,164) -34% Total Non-Operating Expense 45,327 259,000 170,836 (88,164) -34% Total Public Affairs Expenditures 1,254,053 1,791,689 1,904,556 112,867 6% Real Property Salaries and Benefits 680,102 714,306 856,402 142,096 20% Services and Supplies 30,845 163,600 129,550 (34,050) -21% Total Operating Expense 710,947 877,906 985,952 108,046 12% Special Projects (1-time expenditures)61,723 - - Property Mgt.210,880 249,822 470,550 220,728 88% Debt Service 8,876,542 8,874,965 8,893,601 18,636 0% Land and Assoc. Costs 6,715,900 8,074,000 9,354,000 1,280,000 16% Total Non-Operating Expense 15,865,045 17,198,787 18,718,151 1,519,364 9% Total 16,575,993 18,076,693 19,704,103 1,627,410 9% DISTRICT BUDGET BY EXPENDITURE CATEGORY Salaries and Benefits 11,709,161 13,586,721 14,522,606 935,885 7% Services and Supplies 3,263,183 3,934,779 4,126,527 191,748 5% Total Operating Expense (OPEX)14,972,344 17,521,500 18,649,133 1,127,633 6% Strategic/Vision/Capital Finance Project 191,637 900,900 1,447,911 547,011 61% Capital (CAPEX)2,973,415 5,426,226 5,105,076 (321,150) -6% Special Projects 3,137,227 - - - Property Mgt.210,880 249,822 470,550 220,728 88% Debt Service 8,876,542 8,874,965 8,893,601 18,636 0% Land and Assoc. Costs 6,715,900 8,074,000 9,354,000 1,280,000 16% Total Non-Operating Expense 22,105,602 23,525,913 25,271,138 1,745,225 7% Total District Expenditures 37,077,946 41,047,413 43,920,271 2,872,858 7% TOTAL OPERATING BUDGET (OPEX)14,972,344 17,521,500 18,649,133 1,127,633 6% 16,307,216 17,987,000 18,700,000 713,000 4% TOTAL OVER/(UNDER): OPEX (1,334,872) (465,500) (50,867) 414,633 -89% TOTAL CAPITAL BUDGET (CAPEX) - Development 2,973,415 5,426,226 5,105,076 (321,150) -6% 538,338 2,234,927 884,230 (1,350,697) -60% TOTAL CAPITAL BUDGET, net of Grant Income 2,435,077 3,191,299 4,220,846 1,029,547 32% TOTAL DISTRICT TARGET: OPEX LESS: GRANT INCOME ATTACHMENT 2 CapEx Annual Review FY2014-15 District Summary District Summary: CapEx Projects by Dept.FY2013-14 Actuals FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Administration 235,518 165,000 71,200 0 0 Operations 532,914 1,331,979 2,262,266 1,856,879 1,437,773 Planning 1,952,947 3,095,147 1,856,610 1,575,000 1,640,000 Natural Resources 252,036 834,100 915,000 790,000 500,000 Total CapEx Projects 2,973,415 5,426,226 5,105,076 4,221,879 3,577,773 District Summary: Grant Income FY2013-14 Actuals FY2013-14 Modified Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Administration 0 0 0 0 Operations 0 0 0 0 Planning 538,338 2,107,427 834,230 220,000 530,000 Public Affairs 0 0 0 0 Real Property 0 0 0 0 Natural Resources 127,500 50,000 350,000 100,000 Total Grant Income - Development 538,338 2,234,927 884,230 570,000 630,000 Total CapEx Projects, net of Grant Income 2,435,077 3,191,299 4,220,846 3,651,879 2,947,773 ATTACHMENT 2 CapEx Annual Review FY2014-15 Administration Part I: Summary Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected IAFS (Accounting Sofware Project)$105,000 $11,200 $0 $0 AO Structure Improvement $60,000 $60,000 $0 $0 Total Capital Projects $165,000 $71,200 $0 $0 Part II: Detail IAFS - Consultant (Schafer)$50,000 $11,200 $0 $0 IAFS - Software Vendor (NW)$55,000 IAFS (PM) AO - Re-shingling $60,000 $60,000 $0 $0 Total Capital Projects $165,000 $71,200 $0 $0 Part III: Grant Income none Total Grant Income $0 $0 $0 $0 Total Capital Projects, net of Grant Income $165,000 $71,200 $0 $0Total Capital Projects, net of Grant Income $165,000 $71,200 $0 $0 2 CapEx Annual Review FY2014-15 Operations Part I: Summary Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Vehicles & Equipment $635,000 $828,000 $540,000 $540,000 Facility/Infrastructure $604,000 $1,322,000 $1,199,000 $774,000 Sub Total Capital Projects $1,239,000 $2,150,000 $1,739,000 $1,314,000 Operations Contingent Capital Projects Manager $92,979 $112,266 $117,879 $123,773 Total Capital Projects $1,331,979 $2,262,266 $1,856,879 $1,437,773 Part II: Detail Projects Include: Vehicle Bridge Evaluation and Repair $220,000 $110,000 $400,000 $200,000 Stevens Creek Trail Bridge Repair $40,000 Replace Lower Purisima Creek Preserve Restroom $3,000 $30,000 Replace Skyline Ridge Preserve Entrance Sign $9,000 Replace and Upgrade Preserve Signboards $24,000 $24,000 $24,000 $24,000 Demolition and Clean up of Abandoned Structures [Skyline]$24,000 $120,000 $150,000 $150,000 Demolition and Clean up of Abandoned Structures [Foothills] $14,830 $600,000 $250,000 $150,000 Removal of Abandoned Vehicles $10,000 $20,000 $15,000 Skyline Facility Improvements - HVAC &Continuation of work on field office. $130,000 $186,000 Skyline Facility Improvements - Provision of outdoor work space (Awning/equipment shelter)$12,000 $90,000 Skyline Facility Improvements - Repave Driveway $40,000Skyline Facility Improvements - Repave Driveway $40,000 Skyline Facility Improvements - Install automated gate at SFO $0 $60,000 Required improvements to above ground fuel tanks $0 $20,000 Skyline Facility Improvements - Heavy Equipment Storage $16,000 Install Automated Gates at the Purisima Creek Parking Lots $33,000 $40,000 La Honda Employee Residence Roof Repair $5,000 Mora Fire Road Upgrade $115,170 Future Project #1 --- SAO Office Feasiblity and Planning $0 $100,000 $100,000 Future Project #2 -- Trail Bridge Replacements $0 $100,000 $100,000 Future Project #3 -- Deferred Maintenance/Work Order Prioritization $0 $50,000 $50,000 Future Project #4 - Fremont Older Automated Gate $40,000 Total Facilities/Infrastructure $604,000 $1,322,000 $1,199,000 $774,000 3 CapEx Annual Review FY2014-15 Operations Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Vehicles & Equipment:2 Maintenance 3 Patrol 2 AO Vehicles 1 Excavator 1 10-Wheel Dump Specific Vehicles TBA Specific Vehicles TBA Operations Vehicle & Equipment:$635,000 $828,000 $540,000 $540,000 Radio System - completion $0 $0 $0 $0 Total Vehicles & Equipment $635,000 $828,000 $540,000 $540,000 Part III: Grant Income Total Grant Income $0 $0 $0 $0 Total Capital Projects, net of Grant Income $1,331,979 $2,262,266 $1,856,879 $1,437,773 4 CapEx Annual Review FY2014-15 Planning Part I: Summary Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Public Access (330)$984,597 $451,610 $1,010,000 $1,075,000 Staff Facilities (340)$45,701 $25,000 $125,000 $125,000 Long Range Planning (350)$70,000 $85,000 $185,000 $185,000 Resource Management (360)$25,000 $125,000 $125,000 $125,000 Mount Umunhum $1,969,849 $1,165,000 $130,000 $130,000 Other - Computer equipment $5,000 Total Capital Projects $3,095,147 $1,856,610 $1,575,000 $1,640,000 Part II: Detail PUBLIC ACESS (330) Bay Trail (FY13-14 included Cooley Landing which it should not)$0 $0 $150,000 $100,000 Beatty Staging Area $100,000 El Sereno Dog Trails and Connections $25,000 $25,000 Fremont Older Staging Area Golf Net $32,500 $42,000 $35,000 Done El Corte de Madera Creek Staging Area $515,000 Done El Corte de Madera Creek Trail Improvements (Phases II - IV) $25,000 $35,000 $75,000 $75,000 Hawthorns Site Management Phase I Endowment Endowment Endowment Endowment La Honda Creek Master Plan Implementation (Red Barn Staging Area and Trails)$200,000 $400,000 La Honda Creek Master Plan Implementation (Phase I trails)$50,000 $50,000La Honda Creek Master Plan Implementation (Phase I trails)$50,000 $50,000 La Honda Creek Master Plan Implementation (Harrington Bridge Assessment and Repair)$100,000 $150,000 Mary Davey Memorial $5,500 Done Mindego Gateway - Staging Area $312,058 Done Mindego Gateway - Ancient Oaks Trail $20,000 $250,000 Done Mindego Council Circle Access $100,000 $100,000 Mindego Hill Trail $20,000 $80,000 Done Mindego Silva Driveway $10,000 Budgeted in RP Mindego Demolition (Demo Tru and Grandma's houses and clean up corral - $250K, Signage and other infrastructure - $50K)$250,000 $50,000 5 CapEx Annual Review FY2014-15 Planning Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Mt Umunhum only projects Mt Um Bald Mtn Staging Area $112,200 $660,000 Done Mt Um Bald Mtn Staging Area to Summit Trail $72,000 $25,000 $25,000 $25,000 Mt Um Radar Tower Repair $89,000 $390,000 Done Mt Um Partnerships $5,000 $5,000 $5,000 $5,000 Mt Um Remediation and Restoration (incl. demolition)$1,674,949 Done Mt Um Guadalupe Creek Overlook and Bridges $75,000 Mt Um Summit Area $100,000 $100,000 Mt Um Access Easement Budgeted in RP Other $19,539 $19,610 Unanticipated Expenses $25,000 $25,000 $25,000 $25,000 STAFF FACILITIES (340) AO Lease Space $31,000 Complete AO Long Term Solution $100,000 $100,000 Unanticipated Expenses $14,701 $25,000 $25,000 $25,000 LONG RANGE PLANNING (350) Cooley Landing Park (Partnership with East Palo Alto)$10,000 $10,000 $10,000 $10,000 Bear Creek Redwoods Master Plan $100,000 $100,000 Accessibility Plan Update $50,000 $50,000 $50,000 Mindego Use and Management Plan $60,000 Done Unanticipated Expenses $0 $25,000 $25,000 $25,000 RESOURCE MANAGEMENT (360) Mt Um Purple Martin Restoration $16,700 $10,000 $0 Water Agreement with Presentation Ctr - BCR water line $100,000 Hendrys Creek Stream Restoration $100,000 $100,000 Unanticipated Expenses $25,000 $25,000 $25,000 $25,000 Total Capital Projects $3,095,147 $1,851,610 $1,575,000 $1,640,000 6 CapEx Annual Review FY2014-15 Planning Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Part III: Grant Income Mt Um Reimb - Remediation/Demolition - thru Phase II (Federal Funding only)$1,141,197 $0 $0 $0 Mt Um Environmental Restoration & Public Access (State Coastal Conservancy)$450,000 $20,000 $530,000 Mindego Gateway Project - POST funded $582,000 El Corte de Madera Creek Parking and Trails Improvements $384,230 $384,230 Bay Trail - (Santa Clara County grant)$0 $200,000 Total Grant Income (1)$2,107,427 $834,230 $220,000 $530,000 Total Capital Projects, net of Grant Income $987,720 $1,017,380 $1,355,000 $1,110,000 (1) Total Grant Income (FY2013-14 Modified Budget): May reflect receivable for projects expended. 7 CapEx Annual Review FY2014-15 Natural Resources Part I: Summary Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Fixed Assets $5,000 $0 $0 $0 Natural Resource Management $391,100 $255,000 $100,000 $0 Environmental Restoration and Remediation $383,000 $375,000 $580,000 $500,000 Agricultural Land Management $55,000 $285,000 $110,000 $0 Total Capital Projects 834,100$ 915,000$ 790,000$ 500,000$ Part II: Detail Administration (810) Radio Equipment 5,000$ -$ Resource Management (820) Integrated Pest Management Program 251,600$ 200,000$ Mindego Gateway Project Permitting 27,500$ -$ Mindego Ranch Aquatic Species Recovery Program 42,000$ 55,000$ 100,000$ Peters Creek Trail Improvements 70,000$ -$ Environmental Restoration and Remediation (830) La Honda Creek OSP Watershed Protection 55,000$ 50,000$ 250,000$ 400,000$ El Corte de Madera Creek Watershed Protection Program 30,000$ 70,000$ 50,000$ Restoration Forestry Demonstration Project 60,000$ 100,000$ Ponds DR05 Repairs 170,000$ Ponds DR07 and DR08 Repairs 92,000$ 8 CapEx Annual Review FY2014-15 Natural Resources Project Description Fiscal Year:FY2013-14 Midyear Budget FY2014-15 Proposed Budget FY2015-16 Projected FY2016-17 Projected Hicks Flat Mercury Remediation 196,000$ -$ Mindego Ranch Remediation 10,000$ 25,000$ 40,000$ Alma College Remediation 40,000$ Madonna Creek Ranch Creek Assessment 100,000$ San Gregorio Creek Salmon Habitat Enhancement 100,000$ Agricultural Land Management (840) La Honda Creek OSP Grazing Infrastructure 15,000$ 135,000$ 100,000$ Mindego Grazing Infrastructure 40,000$ 150,000$ Big Dipper Ranch Water System Infrastructure 10,000$ Total Capital Projects 834,100$ 915,000$ 790,000$ 500,000$ Part III: Grant Income Hicks Flat Mercury Remediation 127,500$ La Honda Creek OSP Watershed Protection 50,000$ 250,000$ Mindego Ranch Aquatic Species Recovery Program 100,000$ San Gregorio Creek Salmon Habitat Enhancement 100,000$ Total Grant Income 127,500$ 50,000$ 350,000$ 100,000$ Total Capital Projects, net of Grant Income 706,600$ 865,000$ 440,000$ 400,000$ 9 DATE: February 26th, 2014 MEMO TO: MROSD Board of Directors THROUGH: Stephen Abbors, General Manager FROM: Aaron Hébert, Contingent Project Manager SUBJECT: Harkins Bridge Project Update _____________________________________________________________________________ Summary Staff is proposing, as part of the FY 2014-15 Action Plan, to design, engineer and permit for the replacement of the Harkins Bridge in Purisima Creek Open Space Preserve. Demolition of the old rail car bridge and construction of the new bridge is proposed for FY 15-16. After a review of District vehicle bridges by staff and an engineer, the Harkins Bridge was identified as the highest priority bridge for replacement. The bridge provides an essential connection between the western access to the preserve and Skyline Boulevard. Background In August 2013, the Board authorized staff to enter into contract with Questa Engineering for an amount not-to-exceed $200,000 (R-13-78) to implement District priority projects, such as the replacement and repair of vehicle bridges at Purisima Creek Redwoods Preserve, demolition of structures throughout the District, and environmental review of Real Property projects. In December, the District contracted with Questa for $27,150 to complete assessments of several bridges and make recommendations for use, maintenance, or replacement. Current Project Scope The goal under this contract, in the current fiscal year, is to determine what bridges can be repaired or used in their current condition and to consider replacement alternatives if nesseccary. Staff and Questa identified the Harkins Bridge, near the lower parking lot of Purisima Creek Redwoods Preserve, as in need of replacement. The Harkins Bridge was recommended for replacement due to rust that has corroded important structural members. It also lacks engineered footings and the current estimated maximum weigh load does not accommodate most District vehicles. Repair is not an effective option because all three main components of the bridge: the abutments, girders (structural beams), and superstructure (decking, crossbeams, and railing) are deteriorated. Repairing one component will not provide a long term safe and stable bridge. Replacing bridges requires significant engineering, regulatory and permit review, construction costs, as well as staff time to manage the project. District staff are working with Questa to explore different design alternatives to keep costs down while providing for safety and supporting the required weight for emergency response vehicles. Next steps This project is in the proposed FY 2014-15 Action Plan and Budget. If approved as part of Action Plan and Budget, Operations and Planning staff will review design alternatives with Questa, select a bridge and seek to complete drawings and apply for permits in the next fiscal year with the goal of construction in the fall of 2015. The cost for potential bridge design alternatives is estimated to be $378,000 to $421,000. Approximately 20% of the cost will be design/engineering, 10% permitting, and 70% construction and related costs. $110,000 is in the proposed FY14-15 Budget to begin the engineering and permitting process with Questa. DATE: February 26, 2014 MEMO TO: MROSD Board of Directors THROUGH: Stephen Abbors, General Manager FROM: Ariel Shaw, Planner I SUBJECT: Hawthorns Historic Complex at Windy Hill Open Space Preserve _____________________________________________________________________________ This memorandum has been prepared to inform the full Board of recent progress regarding the Hawthorn Historic Complex located at Windy Hill Open Space Preserve. During FY2013-14, the District hired Knapp Architects to conduct surveys and data research of the land and structures associated with the Hawthorn Historic Complex at Windy Hill Open Space Preserve. The following two reports are now complete and include details on the survey information and findings for the site: (1) Historic Resource Study and (2) Structure Conditions Assessment On February 18, 2014, the Planning and Natural Resources Committee (PNR) reviewed and accepted the key findings of each report. With the reports in hand, the District is now poised to begin exploring partnership opportunities for the future rehabilitation, reuse, and maintenance of the Hawthorn Historic Complex. To this end, the PNR agreed to have these reports available to the public and posted on the District website for reference to interested persons and potential viable partners. Copies will also be posted at the Town of Portola Valley Town offices for public review. Summaries of the key findings are attached as Attachments 1 and 2. Full copies of the reports are available on the District website. With the goal of moving forward with partnership development and knowing that time is of the essence given that the buildings continue to be exposed and impacted by the various elements, the PNR also reviewed and accepted the General Manager’s proposed partnership development approach. This approach streamlines the typical partnership proposal process and reduces the upfront burden for potential proposers by following an incremental request for information. This partnership approach begins with the release of a Request for Letters of Interest (RLOI) to solicit potential partnerships and conceptual proposals for the restoration, reuse and maintenance of the Hawthorn Historic Complex. The RLOI would provide background information about the site, set parameters for potential partnerships, identify minimum partner requirements, and identify District responsibilities and plans for the property. Letters of Interest may propose reuse of all or portions of the historic complex. These Letters of Interest would serve as the starting point of discussions with potential partners to determine if the conceptual proposals are viable, consistent with the District’s mission and goals for the property, and consistent with the historic character of the site and Town restrictions. Only “concept-level” proposals rather than full detailed proposals would be requested at this time. Staff would then review the proposals and engage in discussions with the proposers. Once viable candidates are identified, the District would then request more detailed information. Staff will be working with the PNR to narrow the potential pool of viable partners, identify a recommended partner(s) and subsequently forward PNR’s recommendation to enter into a potential partnership agreement to the full Board for review and consideration. If no viable partners are identified, staff would identify other potential land management options for the historic complex and return to the PNR with a different recommended approach. Attachment 1 – Summary Of Findings Hawthorn Historic Resource Study Page 1 HAWTHORN PROPERTY WINDY HILL OPEN SPACE PRESERVE HISTORIC RESOURCE STUDY – SUMMARY OF FINDINGS INTRODUCTION A Historic Resource Study was completed by Knapp Architects and Denise Bradley in the summer of 2013 for the Hawthorn Historic Complex, located on the Hawthorn Property within Windy Hill Open Space Preserve in the town of Portola Valley, California. A summary of the key findings from the Historic Resource Study are provided below. Hawthorn Historic Complex map, courtesy of Knapp Architects SUMMARY OF KEY FINDINGS: 1. The Hawthorn Historic Complex (HHC) as a whole appears eligible for the National Register of Historic Places under Criterion A, broad patterns of history, at the local level. No one structure is deemed historically significant alone. The HHC demonstrates importance in the areas of: a. Agriculture b. Architecture c. Social History Attachment 1 – Summary Of Findings Hawthorn Historic Resource Study Page 2 2. The HHC retains a remarkable and unique level of historic integrity, even though some of the buildings and landscape features are in poor condition. a. The HHC remains relatively intact since the 1920s. The Allen family purchased property in 1886 from the Martinez family. It was a small portion of the Martinez’s Rancho El Corte de Madera. The Allen family sold to the Woods family in 1916. Woods completed additions and renovations to the estate in the 1920’s. Since that time, little to no upgrades have occurred and the estate is relatively intact, closely resembling its appearance in the 1920s. The result is a high level of historic integrity, providing a strong sense of time and place. b. Integrity features include: i. Location ii. Design iii. Setting iv. Workmanship v. Feeling vi. Association 3. The Hawthorn HHC meets the definition of a Historic District Resource under the California Environmental Quality Act (CEQA). 4. Specific Historic & Cultural Defining Features include: a. Excellent example of the “Gentleman’s Farm”: i. Serves as an example of small farming estates that merged agricultural uses and recreational activities. ii. Lifestyle attracted middle and upper class families of San Francisco to the peninsula – facilitated by the development of the railroad. iii. Cultural / landscape defining features of the Gentlemen’s farm that are still extant at Hawthorn include: - Hawthorn House -built by Allen family in 1886-87 - Barn - age unknown; likely built by Allen family at same time as House - Cottage - age unknown; assumed to pre-date House - Olive Orchard – planted by Allen family - Road System - gravel/dirt roads appear to all be of original Allen family period - Stone walls – appear to be constructed by Allen family - Fences – from both Allen and Woods family era b. Woods Era use of HHC reflects the change in pattern of settlement on the peninsula from summer and weekend retreat to full-time residence. Although the Woods family retained a home in San Francisco, they eventually settled full time at Hawthorn. Attachment 1 – Summary Of Findings Hawthorn Historic Resource Study Page 3 Hawthorn House, Allen era, north façade. Credit: G.T. White, 1893, Town of Portola Collection 5. The HHC includes a number of primary and secondary structures, as well as landscape features that lend significance to the site as a Historic District. a. Primary structures: i. Hawthorn House ii. Cottage iii. Garage iv. Lower Barn b. Secondary structures: i. Upper Barn ii. Shetland Shed iii. Dog Sheds iv. Carriage Shed v. Pump House vi. Coachman’s Quarters vii. Raccoon Sheds viii. Horse Sheds c. Landscape features: i. Natural Topography – how structures/facilities were developed into site contours ii. Olive Grove iii. Clustering of Structures iv. Internal Road network v. Rock walls & edging vi. Free-standing brick oven Attachment 2 – Summary of Findings Hawthorn Structure Conditions Assessment Page 1 HAWTHORN PROPERTY WINDY HILL OPEN SPACE PRESERVE STRUCTURE CONDITIONS ASSESSMENT – SUMMARY OF FINDINGS INTRODUCTION A Structure Conditions Assessment (SCA) was completed by Knapp Architects in 2014 for the Hawthorn Historic Complex, located on the Hawthorn Property within Windy Hill Open Space Preserve in the town of Portola Valley, California. The historic structures on this property have not been inhabited, utilized, nor maintained for many years and have sustained considerable deterioration. Documentation of their general design and construction condition is essential to inform future development of the site as a whole, as well as improvements to individual structures. The SCA focuses on the conditions of the historic site and the four major structures that are located within it. A primary objective of the SCA is to provide information to potential partners who are assessing the viability of rehabilitation and reuse of the site and structures. The SCA assumes that the California Historical Building Code (CHBC) may be applied so that the historic fabric can be maintained to the greatest extent possible; application of the regular California Building Code (CBC) may otherwise jeopardize the historic integrity of the site. (Note: use of the CHBC would need to be evaluated by potential partners if use thereof facilitates their proposed site reuse; local jurisdictions would need to be consulted to determine application of the CHBC versus CBC). Code requirements will vary depending on the rehabilitation and reuse plans proposed for the site. A summary of the SCA findings are provided below. SUMMARY OF KEY FINDINGS: A. Site Conditions 1. The site is in considerable disrepair; landscaping and structures have not been maintained for decades. 2. Site Access – the HHC is accessed from two entry drives off Los Trancos Road. o The entry drives will need to be widened and site-lines assessed, and repaved with compacted aggregate baserock. o The larger network of roads would need to be assessed for improvement on a case-by- case basis. 3. Surface Drainage o Improvements will be required to address erosion control and the potential for runoff to Los Trancos Creek. 4. Site Utilities o Electrical - PG&E service is available on site; new services would need to be installed at structures and service extended. o Sewer – the House, Garage and Cottage appear to have formerly been on a septic system; although a sewer main runs through the site, there is no current hook-up to this system. Depending on proposed rehabilitation and reuse plans, the site could be either served by a new septic system or connected to the sewer main. Attachment 2 – Summary of Findings Hawthorn Structure Conditions Assessment Page 2  Water – no existing water source exists on site. A new water service would be required and is available from a water main located in Los Trancos Road.  Gas – no existing gas service exists on site. A new gas service could be extended from the main in Los Trancos Road. Depending on the proposed rehabilitation and reuse plans, propane may be an option. 5. Site geology and structural stability o The House and Garage are set on stable, unconsolidated granular material and the Cottage is underlain by stable bedrock. o There is the potential for strong to very strong ground shaking due to a seismic event on one of the nearby faults. o Structures have evidence of some distress as a result of undersized footings and settlement. o New foundations should be reset on stable or engineered backfill with adequate depth and adequate drainage. B. Primary Structures 1. Hawthorn House o Built in 1887 o Fair condition; good candidate for reuse 2. Garage o Built in 1916 o Fair condition; good candidate for reuse 3. Cottage o Built in early 1880s o Fair-to-poor condition; stabilize for exterior viewing 4. Lower Barn o Built in early 1880s o Fair-to-poor condition; stabilize for exterior viewing C. Recommendations for primary structures: 1. Replace roofs with new asphaltic roofing that matches the aesthetic of original shingles. 2. Strengthen roof framing. 3. Repair external additions and staircases that have deteriorated. 4. Repair or replace siding and shingles and repaint structures; match historic aesthetic. 5. Repair doors and windows and replace broken glazing. 6. Repair and refinish interior walls, ceilings, and floors as necessary, matching historic standards. 7. Implement pest intrusion and prevention measures. 8. Reinforce or replace foundations and bring up to code. 9. Replace deteriorated, inadequate, or dangerous system components in all structures with new electrical, plumbing, heating and ventilations systems. 10. Potentially add HVAC systems to the Cottage and Barn if reuse is planned. 11. Retain and repair historic lighting and plumbing fixtures when feasible. Select new fixtures that are compatible with the historic building. Attachment 2 – Summary of Findings Hawthorn Structure Conditions Assessment Page 3 D. Hawthorns Secondary structures and outbuildings – all secondary structures have been deemed to be in either poor condition or deteriorated, and many have already collapsed; these structures pose a long-term maintenance issue as well as fire and safety concerns. 1. Upper Barn 2. Coachman’s Quarters 3. Pump House 4. Silo Sheds E. Recommendations for secondary structures/outbuildings 1. Photo-document each structure 2. Demolish most of the outbuildings. Hawthorns House circa 2013; photo courtesy of Knapp Architects DATE: February 26, 2014 MEMO TO: MROSD Board of Directors FROM: Kirk Lenington, Natural Resources Manager THROUGH: Stephen Abbors, General Manager SUBJECT: Work Estimates for the Integrated Pest Management Program _____________________________________________________________________________ Per request by the Board of Directors at the July 23, 2013 study session on the Integrated Pest Management Policy, staff is providing an estimate of the amount of herbicide use on District preserves and at other regional park agencies. Work completed in the calendar year of 2010 was used as the most typical recent year with reliable information for the annual use of herbicides by the Midpeninsula Regional Open Space District and that of two other park agencies in the region. Detailed information about pesticide use is not readily available from other agencies and caution should be taken with making comparisons. In particular, a gallon of one type of herbicide is not equivalent to a gallon of a different type of herbicide because different herbicides require different dilution ratios and therefore can be used across smaller or larger acreages. Table 1. Herbicide Use by Several Park Agencies Total Managed Acres Active Ingredient* Target Pest Annual Gallons of Concentrate Midpeninsula Regional Open Space District 60,000 Aminopyralid Broadleaf weeds 3.0 Glyphosate Many types of weeds 106.0 East Bay Regional Park District 108,000 Aminopyralid/ Triclopyr Broadleaf and woody weeds 2.5 Dicamba Broadleaf weeds 10.0 Glyphosate Many types of weeds 96.0 Oryzalin Pre-emergent 39.0 Triclopyr Woody plants 20.0 Marin County Parks 20,000 Clove leaf oil Many types of weeds 1.8 Glyphosate Many types of weeds 4.8 Imazapyr Many types of weeds 0.1 Sources: MROSD staff records, database and maps; East Bay Regional Park District, 2010 Annual Analysis of Pesticide Use, September 14, 2011, products used on golf courses and non-native cordgrass in San Francisco Bay excluded; Marin County Parks IPM Program, 2010 Allowed Pesticide. *Glyphosate comes in different product formulations with a range of concentrations from 41 to 54% active ingredient; these were all summed into one category for general information but are not exactly comparable. DATE: February 26, 2014 MEMO TO: MROSD Board of Directors THROUGH: Stephen Abbors, General Manager FROM: Aaron Hébert, Contingent Project Manager SUBJECT: Update on Proposed Skyline Field Office Health, Safety and Operational Improvements _____________________________________________________________________________ Summary Staff is proposing as part of next fiscal year’s Action Plan to replace the Skyline Field Office’s heating, ventilation, and air conditioning (HVAC) system, add an awning in front of the shop, and install a heavy equipment shelter to increase site functionality. Due to the timing of hiring the Project Manager position, progress on these projects was limited to scoping and beginning design during the 13-14 fiscal year. These basic improvements were identified in a 2008 needs analysis of the SFO facility. Staff began work on these basic health and safety facility improvements in the current FY13-14 Action Plan, with the majority of design and construction costs programmed for the FY 14-15 Action Plan and Budget. The Board will consider approval of these improvements through the FY 2014-15 Action Plan and Budget review process. The Planning and Natural Resource Committee reviewed this update at their February 18th, 2014 meeting. Contracts related to these improvements will return to the Board for approval. Background An overall review of the infrastructure needs for the Skyline Field Office in 2008 resulted in proposals for expansion of the Skyline facility that were deemed too expensive by the Board of Directors. At this time staff is proposing to move forward with only the most urgent needs. The Skyline Field Office (SFO) was constructed in 1998 and currently serves 26 full-time Operations staff, 5 seasonal employees as well as use by District staff from the administrative office. The heating, ventilation, and air conditioning (HVAC) system has not been reliable and requires high levels of maintenance and repair. Many of the repairs have focused on the heat- pump circuitry designed to detect when the units freeze over during low winter temperatures. The HVAC system occasionally has failed to provide heat in the winter when it is most needed. The original intent of placing the HVAC on the roof was to keep it out of the way. But because the unit is set within a cavity in the pitched roof, water and snow collects during storm events, damaging the roof and siding and requiring regular patching. The highly exposed location makes the HVAC vulnerable to the freezing temperatures often experienced at the SFO. In 2004, the Operations Manager requested an evaluation from an HVAC company to evaluate alternatives to address the problem. HVAC systems have improved in design and efficiency over the last 16 years. Replacing them with more advanced, higher efficiency units, relocating them to the ground next to the office, and closing up the cavity in the roof is the best option to address the ongoing issues with the HVAC system. There is also a need for more work space for maintenance and patrol staff. A shop awning is an economical method of providing an outdoor work space that is protected from sun and rain. A heavy equipment shelter will extend the life of heavy equipment that would otherwise be left out in the elements. Staff is also proposing repaving the driveway to the facility and adding an automated gate to the driveway entrance in FY 14-15 Action Plan and Budget. In addition to these primary projects staff expects to complete two Skyline facility improvement projects in the 13-14 fiscal year, the replacement of worn out flooring in the office and the addition of insulation in the shop to improve the efficiency and efficacy of heating the shop. FY13-14 Project Scope To address potential health and safety issues and the facility’s operational functionality problems, the Board authorized staff through the FY2013-14 Action Plan to upgrade the HVAC system, re-floor the office, insulate the shop, repave the driveway, purchase a heavy equipment shelter, and install an awning on the shop building. Full implementation of these projects, except for the flooring and shop insulation, was deferred to the following fiscal year. Staff is currently finalizing contracts to insulate the shop, re-floor the office, and begin the design work on the HVAC, heavy equipment shelter, and the shop awning. FY14-15 Project Scope Staff is proposing to complete the design, engineering, permitting, and construction work to replace the HVAC, install the shop awning, and construct the heavy equipment shelter in FY14- 15. Separate from those projects, staff is proposing to install an automatic gate and repave the entrance driveway. These projects require different permits and contractors. They are planned for construction during the fourth quarter of FY14-15. These upgrades are important to improve basic employee comfort and operational efficiency and will complement a larger overall facility improvement project should one be approved in the future. They include necessary improvements to improve basic employee health and safety conditions at SFO. Fiscal Impact The estimated cost for the HVAC system improvement is $186,000 in FY 2014-15. The estimated cost for the Awning/Equipment Shelter improvement is $90,000 in FY 14-15. The table below shows these estimates, in addition to costs already expended in FY 13-14, as well as estimates for other projects at SFO. Project FY13-14 Action and Cost FY14-15 and Budget Board Approval Schedule Projects Before PNR: HVAC Architect: $12,500* $186,000 Construction Contract in September Awning/Equipment Shelter Architect: $10,000* $90,000 Construction Contract in September Other Projects at SFO Repave Entrance Driveway Deferred - $0 $40,000 Construction Contract in Sep/Oct Automatic Gate at Entrance -- -- -- $60,000 Construction Contract in Oct/Nov Shop Insulation Apparent Low Bid: $14,042* -- -- -- -- -- -- Refloor the Office $22,271* -- -- -- -- -- -- *Estimates based on Current Bidding/Negotiations Next Steps Staff is working with the architectural firm Tannerhecht to finalize the work they began in 2008 on the HVAC system and to draft recommendations for prefabricated structures for the shop awning and heavy equipment shelter that fit with the character of the site. Based on that work, staff anticipates continuing to work with Tannerhecht to finalize the drawings, create a permit set, and work with Santa Clara County on obtaining the permits. Bidding and completing these basic improvements is anticipated later in FY2014-15. The contracts will go to the Board for approval in the late summer. Attachments 1. Example Awning 2. Site Plan of Skyline Field Office - HVAC 3. Example Equipment Shelter SFO Exhibits Example Awning Example Awning 2 HVAC Exhibit Figure 1 Existing Roof Well Figure 2 Existing Roof Well, Skyline Field Office, and Surroundings Figure 3 Entrance to the Roof Well - Crawl Space (Dimension is 2 x 3 ft) Figure 4 Interior of Roof Well, Ventilation Ducts to Remain Figure 5 Roof Well Panorama - two package units to be removed • _ � �'-`-mot _ Ortt Figure 6 Roof Well Panorama Example Equipment Shelter Exhibit DATE: February 26, 2014 MEMO TO: MROSD Board of Directors THROUGH: Stephen Abbors, General Manager FROM: Clayton Koopman, Resource Management Specialist I SUBJECT: Annual Deer Surveys _____________________________________________________________________________ The annual deer surveys were conducted October 7-11, 2013 and were completed without rain delays this year. I would like to commend the rangers for their willingness to adjust their schedules and coordinate with myself, Paul McKowan and the volunteers to complete the surveys. Due to their help and cooperation, the surveys went well and were very successful. The total number of deer counted on all preserves was slightly lower this year than in 2012 (157 vs. 165) and above average overall. 2009 was a stellar year for deer numbers while 2010 was fairly low compared to the overall average. 2011 to 2013 have been fairly steady with no large shifts in overall population. Similar to 2011 and 2012, several preserves showed lower numbers of fawns than normal when compared to the number of does. This trend may be a result of increased predation by coyotes and mountain lions. The total number of deer counted on all preserves has been steady so it appears that the lower number of fawns in recent years is not impacting overall population numbers. We will continue to monitor any trends in fawn numbers over the next several years to assess the health and population of deer herds on District land. Attachments 2013 Deer Survey data and graphs Deer Surveys - Midpeninsula Regional Open Space District San Mateo and Santa Clara Counties, California All Preserves: Deer Observed/Mile Page 1 of 1 2/14/2014 0 50 100 150 200 250 300 1993 1994 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Nu m b e r o f D e e r Year Total Number of Deer on All Preserves 0.0 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 1993 1994 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Av g # D e e r / M i l e Average Number of Deer Observed / Mile Surveyed: All Preserves 0.0 5.0 10.0 15.0 20.0 25.0 1993 1994 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Av g . N u m b e r o f D e e r / H o u r Average Number of Deer / Hour Surveyed: All Preserves Deer Surveys - Midpeninsula Regional Open Space District San Mateo and Santa Clara Counties, California Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile Deer/Mile 1993 1994 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Avg/Year: All Preserves 3.6 1.7 2.6 2.8 2.3 6.8 4.5 3.7 2.7 4.4 2.5 3.2 5.2 4.6 8.5 2.8 4.7 4.6 6.0 Fremont Older 0.7 1.6 1.5 5.0 3.6 1.5 5.7 1.9 2.1 2.4 0.9 5.4 1.7 1.9 1.1 0.9 La Honda 2.3 2.1 1.5 2.0 3.1 0.0 14.0 5.8 3.4 0.0 3.5 1.4 7.3 Long Ridge 1.1 3.8 2.3 3.5 3.1 2.8 3.1 4.2 4.3 16.4 2.7 4.5 5.4 7.1 Monte Bello 3.5 0.4 2.3 0.9 0.9 1.7 1.3 1.9 0.6 2.9 2.6 1.6 2.4 1.0 2.8 3.2 4.0 2.9 2.7 Picchetti Ranch 4.8 17.5 6.3 5.8 11.7 4.6 0.9 1.0 1.8 30.0 4.7 18.3 9.2 7.7 Rancho de Guadalupe 3.3 2.5 3.2 3.8 0.9 4.0 0.9 0.7 1.4 4.0 0.4 2.1 0.9 4.7 4.0 Rancho San Antonio 3.1 4.6 3.5 15.3 6.2 2.6 4.1 1.8 1.1 1.9 5.3 4.8 1.2 1.5 2.4 2.3 Russian Ridge 2.9 4.0 3.5 2.2 7.7 4.1 2.0 3.3 3.2 3.4 5.4 4.3 3.9 3.0 5.9 5.7 Skyline Ridge 5.0 2.9 4.0 2.7 0.5 5.7 1.5 7.6 2.6 0.5 9.5 16.7 2.8 7.8 5.3 5.0 5.8 7.8 Windy Hill 2.7 1.3 3.6 9.7 3.1 14.3 9.7 3.0 4.3 7.4 14.0 Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour Deer/Hour 1993 1994 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Avg/Year: All Preserves 8.3 8.0 11.0 10.9 9.7 21.0 15.8 13.1 7.3 11.7 7.9 11.8 8.3 7.2 16.3 8.2 9.0 12.2 11.9 Fremont Older 4.0 6.7 9.6 15.5 12.8 5.6 12.0 6.9 6.9 12.0 4.5 23.6 5.0 6.0 3.2 3.3 La Honda 9.0 7.2 2.8 4.0 6.5 0.0 12.2 7.3 8.6 0.0 8.7 3.1 5.3 Long Ridge 5.0 16.0 7.1 12.9 9.0 8.2 15.0 11.2 12.1 46.0 10.0 13.3 29.0 21.3 Monte Bello 9.2 4.0 14.0 6.5 6.0 9.5 13.6 11.6 3.4 16.5 12.4 7.7 10.2 3.1 12.4 15.0 15.6 11.3 12.1 Picchetti Ranch 15.0 42.0 24.0 8.4 12.0 10.5 1.6 4.6 1.4 15.0 4.4 8.5 11.0 11.1 Rancho de Guadalupe 9.2 12.8 16.0 10.0 3.8 16.7 3.0 2.9 4.7 4.0 2.0 7.0 3.3 16.0 17.9 Rancho San Antonio 12.3 18.3 17.8 48.0 26.6 9.7 18.9 10.0 5.7 7.6 13.5 14.0 5.4 5.2 8.5 8.0 Russian Ridge 8.8 14.0 11.4 8.8 18.0 8.6 5.0 10.0 9.6 13.3 9.5 13.3 6.9 3.5 12.0 11.4 Skyline Ridge 6.7 12.0 16.0 13.3 2.8 12.0 3.8 17.5 6.2 1.0 30.5 8.0 8.3 10.8 22.5 15.0 15.7 20.0 Windy Hill 8.6 3.5 10.4 34.8 3.9 8.3 16.8 5.3 10.7 11.8 8.8 1993 1994 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Total Deer: All Preserves 42 17 65 122 94 140 41 131 102 190 125 94 106 118 248 109 131 165 157 MROSD Deer Survey Data- All Preserves Page 1 of 1 2/14/2014