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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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County Manager’s Office
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DATE:
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July 28, 2003
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BOARD MEETING DATE:
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August 12, 2003
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TO:
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Honorable Board of Supervisors
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FROM:
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John Maltbie, County Manager
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SUBJECT:
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Agreement with San Mateo County Parks and Recreation Foundation for fund raising, grant writing and project management services
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Recommendation
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Adopt a Resolution authorizing:
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1.
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Waiver of the Request for Proposal process; and
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2.
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Execution of an Agreement with San Mateo County Parks and Recreation Foundation; and
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3.
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The County Manager to execute subsequent amendments and minor modifications not to exceed $25,000 annually.
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Background
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In 1998 the County entered into an agreement with San Mateo County Parks and Recreation Foundation. The Foundation is a non-profit corporation and has as its sole purpose the raising of funds to support the County’s Parks and Recreation system. The Foundation is projected to raise $3.2 million by the end of its first five years, including approximately $1.9 million for Mirada Surf, which went directly to the County. In addition to the funding for Mirada Surf, the Foundation provided over $1 million to the County, funding over twenty projects or programs in the County Parks.
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Discussion
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The scope of the new agreement would be broadened to allow the Foundation to provide services to the County, in addition to financial contributions, including assistance to County Parks staff with grant writing and reporting activities, managing appropriate tasks, such as studies, and providing services directly to the County, such as a resource management and special training opportunities.
During the next several years, the Foundation's efforts are projected to result in $4 million in cash and in-kind benefits for the County Parks and anticipates engaging in the following activities:
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1.
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Assist Parks staff with grant writing and reporting activities for entitled Proposition 40 funds. Expected benefit to County over 3 years: $1.1 million.
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2.
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Secure or provide donations for the 3/7th match required for the Roberti-Z'berg grants. Expected benefit to County over 3 years: $216,000, plus allows County to receive entitled grants.
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3.
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Raise funds from both private and public sources for projects and programs. Potential benefit to County over 3 years: $2.4 million.
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4.
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Provide in-kind services by managing some projects. Potential benefit to County: $130,000.
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5.
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Provide in-kind services by providing contractors or consultant to perform the work. Potential benefit to County: $225,000.
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In the prior agreement, the Foundation's success was measured against a specific fund raising goal for each year in the agreement. Meeting annual goals set several years prior was problematic as it does not reflect the fluctuations of funding and project cycles. Specific success thresholds must be set periodically so that the County can determine if continued operating support is warranted. To address these issues, the Foundation will establish goals on a 2-year, outcome-based process and provide updates annually.
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County Counsel and Risk Management have both reviewed and approved the agreement. A waiver of the request for proposal (RFP) process is being recommended as the Foundation is considered a sole source provider.
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Vision Alignment
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The Agreement with San Mateo County Parks and Recreation Foundation keeps the commitment of: Preserving and providing people access to our natural environment and goal 15: Residents have nearby access to green space, such as parks and recreational opportunities. The Foundation contributes to this commitment and goal by raising funds, which support the County’s park system.
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Fiscal Impact
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The Foundation's projected operating expenses for the next three years are $600,000, of which the Foundation is responsible for approximately 35% of its operating costs.
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The County will provide an annual contribution of $132,000 for a maximum contract amount of $396,000 for a three-year period beginning July 1, 2003 through June 30, 2006. Funds for FY 2003-04 and FY 2004-05 have been included in the Memberships and Contribution budget. Additionally, the Foundation will be provided office space at $1 per year and fees for Foundation related events in the County Parks are waived.
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