COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Environmental Services Agency

 

DATE:

April 12, 2004

BOARD MEETING DATE:

May 11, 2004

 

TO:

Honorable Board of Supervisors

FROM:

Marcia Raines, Director, Environmental Services Agency

SUBJECT:

Donation from the San Mateo County Parks and Recreation Foundation to the San Mateo County Environmental Services Agency Parks and Recreation Division and an Appropriation Transfer Request in the Amount of $49,939.78

 

Recommendation

1.

Adopt a resolution accepting a donation of $49,939.78 from the San Mateo County Parks and Recreation Foundation.

2.

Approve an Appropriation Transfer Request in the amount of $15,000.00 for the Volunteer Program; $16,233.28 for Radios; $5,000 to assist in the development of a Succession Planning and Mentoring Program; and $13,706.50 for trail machine accessories.

 

Background

In 1998 the San Mateo County Board of Supervisors approved the formation of the San Mateo County Parks and Recreation Foundation. The purpose of the Foundation is to support the work of the County Parks Division of the Environmental Services Agency in a variety of ways, including raising funds for capital projects. The agreement between the Foundation and the County calls for such funds to be turned over to the Division to be used for designated capital projects or programs.

Since its inception, the Foundation has raised or received pledges for over $3.2 million in funds for various park improvements. An annual work program is developed jointly between the Foundation and the Division that identifies priority projects. Once funding for specific projects is complete the Foundation conveys funding to the County for acceptance by the Board of Supervisors.

 

Discussion

 

Volunteer Program

The Foundation provides an annual grant of $15,000 to support the volunteer program and volunteer activities in the County Parks. The donation provides grants for projects in the parks, funding for recognition and recruitment, and general program overhead and support.

 

Radios

The County recently upgraded its radio system to improve communications for the numerous field staff, including the Environmental Services Agency, Public Works and Sheriff's Office staff. The County provided funds for much of the basic infrastructure and a portion of the radios. However, those reimbursements did not cover the costs of radios for the volunteer groups. Additionally, the old radios are not compatible with the new system. The cost per radio is $2,319.04. This funding will purchase seven radios for use by the Division's volunteer groups.

 

Succession Planning and Mentoring Program for the Parks and Recreation Division

In an effort to mitigate the impact of multiple retirements, the Division wants to prepare a succession plan and mentoring program whereby the knowledge, skills and experience of the senior staff members can be transferred to the remaining employees. The Division wants to hire an outside consultant to work with a committee comprised of Division management and ranger staff. This would allow all levels of the organization to have input on the plan and implementation strategy while streamlining the process by using a small representative group. It is believed that a consultant with the requisite skills could be located through a Request for Proposal for approximately $5,000. Depending on the actual consultant proposals received, the project would be modified to meet the Division's budgeted project cost. The Division has sought the financial support from the Parks and Recreation Foundation for the $5,000 in consulting services. The Foundation has agreed to donate that amount to the Division for that purpose.

 

Trail Machine Accessories

The Division was able to secure a trail machine through a $65,000 grant to develop the southern extension of the Sawyer Camp Trail to Highway 92. The Division did not have funding for some of the accessories, which would enhance the performance of the machine and reduce handwork.

The Foundation's donation of $13,706.50 will be used to purchase:

   

Roller, compactor II-sheeps foot- 4'wide 9'' diameter, mounted on ripper bar

$4,900.00

Dozer slope board - 4' reversible, hydraulic, 0-85 degrees

$3,900.00

Winch, hydraulic - 12,000 lb pull, mounted on ripper bar

$3,400.00

Tax

$1,006.50

Shipping

$ 500.00

Total

$13,706.50

   

Vision Alignment

The acceptance of the donation keeps the commitment of Preserve and provide people access to our natural environment and goal number 14: Important natural resources are preserved and enhanced through environmental stewardship and goal number 15: Residents have nearby access to green space, such as parks and recreational opportunities. The donation contributes to this commitment and goals by providing for the tools needed for the Division's volunteers, who are fundamental in preserving resources and providing environmental stewardship, to effectively communicate with other County staff as needed; a program needed for the transference of the knowledge, skills, and experience for Park staff to effectively operate and maintain park facilities, deliver exceptional visitor services and manage natural resources; and accessories for a trail machine that enhances the effectiveness of work to be done that will provide residents with nearby access to green space.

 

Fiscal Impact

Volunteer Program: There is no significant impact on the County Parks budget. Annual funding for the Parks Division's Volunteer Program comes primarily from the General Fund. The annual contribution from the Foundation supplements the County's funding to enhance the Program.

Radios: There would be no fiscal impact. The purchase of the radios would be fully funded by the Foundation's donation.

Succession Planning and Mentoring Program: There is no direct impact on the County Parks budget. Donated funds would offset the cost of consulting services for this program. The Division would commit existing staff resources to the program.

Trail Machine Accessories: There would be no fiscal impact. The purchase of the trail machine accessories would be fully funded by the Foundation's donation.