COUNTY OF SAN MATEO

Inter-Departmental Correspondence

County Manager’s Office

   

DATE:

June 8, 2006

BOARD MEETING DATE:

June 20, 2006

SPECIAL NOTICE/HEARING

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

John L. Maltbie, County Manager

SUBJECT:

Agreement with San Mateo County Parks and Recreation Foundation

 

Recommendation

Adopt a Resolution authorizing:

 

1.

Waiver of the Request for Proposal process; and

   

2.

Execution of an Agreement with San Mateo County Parks and Recreation Foundation in an amount not to exceed $439,000 for fund raising, grant writing and project management services, for the period of July 1, 2006 through June 30, 2010, with Net County Cost of $439,000; and

   

3.

The County Manager to execute subsequent amendments and minor modifications not to exceed $25,000 and to make minor changes to contract term and services provided under the Agreement.

 

Vision Alignment

Commitment: Preserve and provide people access for our natural environment.
Goal 15: Residents have nearby access to green space, such as parks and recreational opportunities.

The Agreement contributes to this commitment and goal by raising funds, which support the County Parks system.

 
Performance Measures

Measure

FY 2004-05 Actual

FY 2005-06 Projected

Number of Visitors

1,882,864

2,050,000

Number of collaborative projects completed

21

90

 

Background

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. It was chartered with the goal of achieving financial self-sufficiency.

In 2003, the scope of the agreement was 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, and providing services directly to the County, including resource management and special training opportunities.

 

Discussion

Since inception, the Foundation has raised over $6 million of which over $5.6 million has funded over 30 projects in the County Parks system. Notable funding includes grants of approximately $1.9 million for Mirada Surf and approximately $1 million for fisheries, habitat improvements and the Mirada Surf Coastal Trail.

During the next several years, the Foundation's efforts are projected to sustain cash and in-kind benefits levels for the County Parks and anticipates engaging in the following activities:

 

1.

Assist Parks staff with grant writing and reporting activities.

   

2.

Raise funds from both private and public sources for projects and programs. Use funds to match or to leverage other available grant funding.

   

3.

Provide in-kind services by managing some projects.

   

4.

Provide in-kind services by providing contractors or consultant to perform the work.

 

County Counsel and Risk Management have approved the agreement as to form. A waiver of the request for proposal (RFP) process is being recommended as the Foundation is considered a sole source provider. The County Manager’s Office has approved a waiver to extend the agreement term for an aggregate four years without a RFP process in order to achieve the Foundation’s financial self-sufficiency goal for FY 2010-11.

 
 
 

Fiscal Impact

The Foundation's projected operating expenses for the next four years are $950,000, of which the Foundation is responsible for approximately $511,000 or 53%. The County’s contribution of $439,000 over the next four years provides the remaining funding.

 

The County will provide a contribution of $132,000 in FYs 2006-07 and 2007-08; $100,000 for FY 2008-09; and $75,000 in FY 2009-10. The maximum contract amount of $439,000 is for a four-year period beginning July 1, 2006 through June 30, 2010. This represents an increase of $70,000 from the last agreement. Funds for FYs 2006-07 and 2007-08 have been included in the Recommended Budget for Memberships and Contributions. The agreement includes the provision of office space at $1 per year and waiver of fees for Foundation related events in the County Parks.

Net General Fund support, or Net County Cost, is $439,000.