DATE: January 10, 2019 TIME: 10:00 a.m. PLACE: Transportation Authority of Marin

900 Fifth Avenue, Suite 100, San Rafael, California

BOARD MEETING AGENDA A. Board Meeting Minutes of November 8, 2018 B. Report from Executive Officer (Frank)

C. Public Comment

Anyone wishing to address the Board on matters not on the posted agenda may do so. Each speaker is limited to two minutes. As these items are not on the posted agenda, the Executive Officer and members of the Board may only respond briefly but topics may be agendized and taken up at a future meeting. Public input will be taken as part of each agendized item.

D. Taxicab Regulation Program Update (Rawles)

E. MCSTOPPP Update and Fiscal Year 2018-2019 Proposed Budget (Carson)

F. MGSA FY 2018-19 Work Plan Status and Input on FY 2019-20 Work Plan (Frank)

G. Adjournment

NEXT SCHEDULED MEETING: March 14, 2019 Distribution: Clerk to the Board of Supervisors for posting; City/Town Managers/County Administrator; Novato City Clerk (w/minutes); Dave Byers, General Counsel; Wayne Bush; Jeff Rawles; Bruce Anderson; Eric Dreikosen; Madeline Thomas. Note: The Board may establish and make appointments to committees regarding any item on the Agenda.

Agenda Item A

BOARD MINUTES FOR MEETING OF NOVEMBER 8, 2018 The meeting came to order in the offices of the Transportation Authority of Marin, 900 5th Street, San Rafael at 10:00 a.m. MGSA Board Members Attending: President Jim Schutz, Vice President Dan Eilerman, Members Craig Middleton, Regan Candelario, and Dan Schwarz were present. Members Andy Poster and Sean Condry were absent. Program Contractors Attending: Executive Officer Michael Frank, General Counsel Dave Byers, and Wayne Bush. A. Board Meeting Minutes of September 13, 2018 Regular Meeting

Motion by Eilerman, seconded by Schwarz to approve the minutes of the September 13, 2018 meeting. Motion was approved 4 – 0 – 1 with Poster and Condry absent and Candelario abstaining.

B. Report from Executive Officer

The Executive Officer reported on activities since the last meeting. In particular, he mentioned a series of meetings including attending the Public Works Association meeting, MCEP, and the Grand Jury. In addition, he generated reports and coordinated with the Auditor kicking off the FY 2017/18 Audit. He also spoke about activities occurring regarding telecommunications including meeting with a contractor representing AT&T, recent proposed FCC Orders and their preemption of local control, media contracts, and public information requests.

C. Public Comment

Public comment was received from Bruce Vogen.

D. Taxicab Regulation Program Written Update

The Board was provided a written update of activities since the last Board meeting by Jeff Rawles. No action was taken.

MGSA Board Meeting Minutes for November 8, 2018

2

E. MarinMap Program Update

Wayne Bush provided the Board with an update of activities since the last Board meeting. No action was taken.

F. MCSTOPPP Program Written Update (Carson)

The Board was provided a written update of the MCSTOPPP Program for the 2018/19 Fiscal Year by Rob Carson, Program Manager. No action was taken.

G. Verbal Report from General Counsel on Proposed FCC Telecommunications Regulations (Byers)

Byers presented an overview of the FCC regulations, some of the legal issues, and his opinion that the federal government overstepped its authority with regard to the property rights of local governments.

H. Election of New Officers Motion by Schwarz, seconded by Candelario to elect Angela Nicholson, Assistant County Administrator as President of the MGSA Board for calendar year 2019. Motion was approved 5 – 0 with Poster and Condry absent. Motion by Candelario, seconded by Middleton to elect Craig Middleton, City Manager of Belvedere as Vice President of the MGSA Board for calendar year 2019. Motion was approved 5 – 0 with Poster and Condry absent.

I. 2017 MGSA Board Meeting Schedule (Frank)

Motion by Candelario, seconded by Middleton to approve the Board Meeting Schedule for calendar year 2019. Motion was approved 5 – 0 with Poster and Condry absent.

J. Adjournment

The meeting adjourned at 10:35 a.m.

_____________________________ Michael S. Frank, Executive Officer

Agenda Item D

MEMORANDUM DATE: January 10, 2019 TO: MGSA Board of Directors FROM: Jeff Rawles, Taxicab Regulation Program Manager SUBJECT: Taxicab Regulation Program Update ________________________________________________________________________ Recommendation Accept this written update regarding the Marin Taxi Regulation Program. No action is requested. Update The current inventory is as follows:

Drivers 102 (108 in November)

Companies 24 (25 in November)

Vehicles 77 (81 in November) Since the last Board meeting there has been the normal turnover within the fleet, but overall the numbers are reduced. This past year the City of Sausalito implemented new requirements that prohibit taxi cab drivers from leaving their vehicles to solicit customers. Sausalito Police recently advised staff they had cited at least one driver and prevailed in court with their citation. In the event the City of Sausalito determines some taxi drivers routinely violate this ordinance, the Sausalito Police would like Marin General Services Authority (MGSA) to take compliance action in support of the City’s ordnance. Staff is bringing this to your attention because these enforcement actions also use MGSA staff resources. Section G.1.e of MGSA’s Taxi Regulation Program states the Executive Officer may issue a compliance order to taxi’s operators who fail to cooperate with

Taxicab Regulation Program Update Agenda Item D

2

any law enforcement agency. Staff advised Sausalito Police that this matter would be brought to your attention and handled on a case-by-case basis. Staff has also recently been in contact with the National Park Service at Muir Woods. As Muir Woods continues to attract more visitors there has been an increase in taxi activity at the Park. Park staff stated they would like to work with MGSA in assuring that taxi’s that visit the Park are appropriately permitted. Staff drove to the Park and found two cabs of which one was not permitted and dispatched. Going forward, it is anticipated getting acquainted with Park staff will be mutually beneficial to both agencies regarding taxi operations.

Agenda Item E

MEMORANDUM DATE: January 10, 2019 TO: MGSA Board of Directors FROM: Michael S. Frank, Executive Officer SUBJECT: MCSTOPPP Fiscal Year 2019-2020 Proposed Budget ________________________________________________________________________ Recommendation Rob Carson, MCSTOPPP Program Manager, has prepared the FY 2019-20 MCSTOPPP budget for review by the MGSA Board and a recommendation to the Board of Supervisors. Staff recommends adoption of the proposed budget by the Marin County Board of Supervisors by Resolution. Discussion The attached memorandum from Mr. Carson reviews the proposed budget in detail. In summary, the Fiscal Year 2019-2020 budget increases member contributions by a total of $30,000 from this fiscal year, increases total expenditures by $128,392 over prior year budget, anticipates utilizing $137,564 from reserves to balance the budget, and projects a year-end fund balance of $242,302. Staff discussed future permit costs and requirements, and a strategy to minimize fluctuation and significant annual increases to jurisdictions. MGSA staff is supportive of the recommended budget. Mr. Carson will be at the January 10, 2019 Board Meeting to discuss the budget and answer questions of the Board. Attachments

1. Fiscal Year 2019-2020 Proposed MCSTOPPP Budget Memorandum and Exhibits 2. Draft MCSTOPPP Budget Resolution 2019-01, titled “FY 2019-20 MCSTOPPP BUDGET”

Date: January 10, 2019

To: Marin General Services Authority Board

From: Rob Carson, MCSTOPPP Program Manager

Subject: Proposed MCSTOPPP Fiscal Year 2019-2020 (FY 19-20) Budget

Recommendation: Accept report and recommend approval of Proposed FY 19-20 MCSTOPPP Budget.

Introduction:

Thank you for this opportunity to present the Proposed FY 19-20 MCSTOPPP budget. Your participation in the Marin County Stormwater Pollution Prevention Program (MCSTOPPP) provides great value to the member jurisdictions and helps protect the environment and ensure compliance with the Phase II Stormwater Permit in a cost-effective manner.

Discussion

The Marin County Flood Control and Water Conservation District, a special district under the County Board of Supervisors (BOS), administers MCSTOPPP through a Joint Exercise of Powers Agreement. The County BOS adopts MCSTOPPP’s annual budget each June, after the budget is reviewed and recommended to the Flood Control District BOS by the MGSA Board.

Fiscal Year 17-18 was the fifth year of a five-year permit term for the statewide Phase II stormwater permit. Until a new permit is issued, Marin’s municipal permittees must continue to implement existing permit requirements. We had been anticipating reissuance in late 2019, but the state’s reissuance schedule now projects an adoption hearing in late 2020.

The delay in reissuance has enabled MCSTOPPP to use existing staff and consultant resources to focus on priorities identified by the MCSTOPPP Budget Subcommittee and MPWA for assistance with additional shared services, namely:

• Maintain GIS Inventory and develop methodology for verification of properoperation and maintenance (O&M) of stormwater treatment facilities atcompleted public and private development projects1.

• Conduct regular visits to municipalities to assist with proper compliancedocumentation of: construction site requirements; municipal operations;post construction requirements for development projects; and TotalMaximum Daily Load (TMDL) requirements.

• Assist with future trash requirement implementation planning (i.e. visualtrash assessments, analysis of compliance options, GIS support.)

Marin County Department of Public Works Marin County Stormwater Pollution Prevention Program P.O. Box 4186 San Rafael, CA 94913-4186 3501 Civic Center Dr. #304 Tel. (415) 473-6528 Fax (415) 473-2391 www.mcstoppp.org

Member Agencies:

Belvedere

Corte Madera

County of Marin

Fairfax

Larkspur

Mill Valley

Novato

Ross

San Anselmo

San Rafael

Sausalito

Tiburon

Attachment E1

MCSTOPPP will continue to follow the reserve recommendations of the MGSA Board and MCSTOPPP Budget Subcommittee to maintain at least a 5% operating reserve, which currently also includes $100,000 in contingency funding provided in FY 17-18 for unanticipated permit compliance and grant related projects. This reserve funding will not be appropriated into the annual MCSTOPPP budget unless through recommendation from the MGSA Board to the Flood Control District BOS.

When comparing the proposed FY 19-20 budget to the previous year the following should be noted:

• Professional Services – The proposed FY 19-20 budget includes a significant increase inprofessional and consultant services. For the past two years, MCSTOPPP has held backon the expenditure of funds for consultant support related to some trash controlplanning until the regulatory framework had been more clearly defined. With thesubmittal of trash reduction implementation plans by municipalities to the state inDecember 2018, the need for engineering-level studies of feasibility andimplementation planning is now appropriate. The proposed FY 19-20 budget includesfunding to begin to address these needs.

• Staff Salaries – Relatively little change over adopted FY 18-19 budget. Cost of livingadjustments of 2.5 % for FY18-19; 3% in FY 19-20 and 2.5% in FY 20-21 are part ofrecently-negotiated staff contracts. Staff salary costs include benefits and directoverhead.

• Agency Contributions – Roughly 4% increase in FY 19-20 proposed member agencycontributions over FY 18-19. The increase anticipates new or expanded permitrequirements beginning in FY 20-21 that have been communicated by the regulators. Byincreasing municipal contributions gradually over the next few years, the impact to localmunicipal budgets for new projects and programs can be absorbed progressively, andthe reserve funds can be used to supplement budgets to meet needs.

• Reserve Funds – The reserve fund, including the $100,000 contingency established in FY17-18, has a larger than anticipated balance due mostly to delays at the state level onregulatory development, particularly related to the trash amendments. The proposedFY 19-20 budget includes the use of over 40% of these funds while still maintaining arobust operating reserve to allow for unanticipated permit compliance or grant-relatedcosts. This will allow for MCSTOPPP to keep increases to member agency contributionsmore even over the next three-to-five years to meet anticipated programmatic andregulatory demands.

Attachment E1

Table 1 summarizes the proposed FY 19-20 budget and the FY 18-19 adopted budget and projected actuals. The budget detail is available in Exhibit A below.

Table 1

MCSTOPPP Revenues, Expenditures and Fund BalancesFY 18-19 Adopted Budget

FY 18-19 Projected Actuals

FY 19-20 Proposed Budget

RevenuesInterest 500$ 1,300$ 500$ Total Contribution to MCSTOPPP 750,000$ 750,000$ 780,000$ Miscellaneous Revenue (partners, grants, events) 1,000$ 1,000$ 1,000$

Total Revenues $ 751,500 752,300$ 781,500$

ExpendituresMemberships and Regional Projects $ 91,148 89,913$ 95,000$ Professional Services $ 171,870 105,000$ 289,300$ Miscellaneous Expenses $ 20,000 17,050$ 25,400$ MCSTOPPP Fully Weighted Staff Salaries $ 496,290 496,250$ 498,000$ Indirect County Overhead (negotiated amount) $ 11,364 11,364$ 11,364$

Total Fiscal Year Expenditures 790,672$ 719,577$ 919,064$ Net Operating BudgetReserve needed to balance budget (39,172)$ 32,723$ (137,564)$ Ending Fund Balance

Available Reserve (Unrestricted Fund Balance) $ 113,131 279,866$ 142,302$ Contingency Funds $ 100,000 100,000$ 100,000$

Total Ending Fund Balance 113,131$ 379,866$ 242,302$ *The reserve amounts shown for the current and proposed FY are based on best availableinformation pending the final audit of MCSTOPPP's past FY financial statements.

The proposed budget includes a contribution from MCSTOPPP member agencies of $780,000. As discussed above, the $100,000 contingency established in 17-18 for unanticipated permit compliance or grant related projects and would, like other reserve funds, only be appropriated into the MCSTOPPP budget by the Flood Control District Board after MCSTOPPP receives a recommendation from your Board.

Exhibit B below lists the individual MCSTOPPP contribution amounts by agency for the proposed FY 19-20 MCSTOPPP budget.

MCSTOPPP staff will notify Marin’s finance directors of the MCSTOPPP municipal contribution amounts upon receiving a recommendation from the MGSA Board each Spring. MCSTOPPP may also communicate information about the fiscal impacts and timing of future requirements in this notification.

Projected Program Needs FY 20-21 and Beyond

The Regional Water Quality Control Board (RWQCB) has communicated to MCSTOPPP and other Bay Area Phase II stormwater permittees that they will seek to include additional requirements related to the TMDLs for Polychlorinated Biphenyls (PCBs) and Mercury into future permit

Attachment E1

issuances. These requirements will include monitoring, reporting, source control as well as green infrastructure planning elements and will likely result in significant program cost increases. The RWQCB has also expressed a desire to name Bay Area Phase II permittees as permittees under the Phase I Municipal Regional Permit (MRP) covering Alameda, Contra Costa, Santa Clara and San Mateo permittees. Coverage under the MRP would require significant changes to current implementation programs, expand the breadth of stormwater regulations in Marin and lead to significant cost increases for municipalities. MCSTOPPP is working with other Phase II permittees to develop and implement strategies to maintain the most cost-effective compliance possible. Regardless of the outcome of permit negotiations, Marin permittees should anticipate costs for stormwater compliance to increase significantly in FY 20-21 and beyond.

Attachment: Exhibit A - Proposed FY 19-20 MCSTOPPP Budget Exhibit B – Proposed MCSTOPPP municipal contribution amounts by agency

C (by email): Raul Rojas, Director of Public Works Ernest Klock, Assistant Director of Public Works Michael Frank, Executive Director, Marin General Services Authority Marin Public Works Association Municipal Stormwater Coordinators

Attachment E1

Exhibit AProposed FY 19‐20 MCSTOPPP BudgetFY 18‐19 Projected ActualsFY 17‐18 Actuals

A B C D

MCSTOPPP Revenues, Expenditures, and Fund BalancesFY 17‐18 Original MGSA Budget

FY17‐18  Actuals

FY 18‐19 Proposed Budget

FY 18‐19 Projected Actuals

FY19‐20 Proposed Budget

Beginning Fund BalanceRestricted Fund Balance (encumbered in prior fiscal year) tbd $88,063 TBD $58,066 tbdUnrestricted Fund Balance $54,645  $189,077  $252,303 $289,077 $379,866Total Beginning Fund Balance (Reserve only)* $54,645  $277,140  $252,303  $347,143 $379,866 

RevenuesInterest $500 $5,037 $500 $1,300 $500Total Contribution to MCSTOPPP $823,000 $823,000 $750,000 $750,000 $780,000 ←Total ContributionMiscellaneous Revenue (partners, grants, events) $1,000 $3,896 $1,000 $1,000 $1,000Total Revenues $824,500 $831,933 $751,500 $752,300 $781,500 ←Total Revenue

ExpendituresTotal Expenditures $742,129 $685,409 $790,672 $719,577 $919,064

MCSTOPPP Labor (full cost)• Plan for FY 17‐18: 75% Program Administrator, 95% Engineering Assistant, 50% Engineering Technician, 5% GIS Specialist, 5% Senior Planner• Estimated County costs for taxes and benefits: 60%• County DPW indirect overhead: supplies, support, phone, office space, computerleases, maintenance, and administration: 17.95% • Cost of Living Adjustment: 3%

$450,000 $442,949 $496,290 $496,250 $498,000 ←Labor

Professional Services • Consultant assistance: technical, regulatory, & grant assistance; outreach andadvetising campaigns• Reporting and training• Environmental Education (STRAW)• Pesticide reduction outreach (Our Water Our World)• Water quality monitoring• Marin Stormwater Resource Plan• Administrative (financial audit, organizational assessment)

$174,000 $123,895 $171,870 $105,000 $289,300 ←Professional Services

Professional Services carry forward encumbrances from previous FY tbd $76,417 tbd $58,066 tbdProfessional Services (carry forward included in 15‐16 total) 174,000 200,312 $171,870 $163,066 $289,300

Page A‐1 

Attachment E1

Exhibit AProposed FY 19‐20 MCSTOPPP BudgetFY 18‐19 Projected ActualsFY 17‐18 Actuals

A B C D  

MCSTOPPP Revenues, Expenditures, and Fund BalancesFY 17‐18 Original MGSA Budget

FY17‐18  Actuals

FY 18‐19 Proposed Budget

FY 18‐19 Projected Actuals

FY19‐20 Proposed Budget

Expenditures (continued) 

Memberships and Regional Projects• San Francisco Bay Regional Monitoring Program (SFEI)• Bay Area Stormwater Management Agencies Association (BASMAA) (dues and regional projects)• North Bay Watershed Association (NBWA)• California Stormwater Quality Association (CASQA)

$88,465 $95,974 $91,148 $89,913 $95,000←Memberships, Regional Projects, Collaboration

Miscellaneous Expenses• Supplies, services, office, prof. dev't., travel, computer, printing $18,300 $11,227 $20,000 $17,050 $25,400 ←All Misc. Expenses

Communication (Cell Phones)Mobile Device (Cell Phones ‐ Budget was shown under Communication) $1,000 $1,805 $1,500 $1,850 $2,000MiscEX‐BGT (Miscellaneous Services) $4,500 $901 $5,000 $5,000 $7,000 Misc. ServicesOffice expense (supplies) $1,000 $767 $1,500 $1,000 $1,600 Office Supplies

Print binding $0 $1,356Equipment ‐ Copier/printer/scanner rental $2,000 $2,405 $2,000 $2,000 $3,000 Office CopierMinor Equipment (misc supplies: food, office equipment, workshop supplies, field equipment, tarps for secured loads events, OWOW outreach supplies) $2,900 $2,201 $3,000 $2,000 $3,500

←All Misc. Expenses Con nuedMisc. Supplies

EDU TRN ‐ Professional Development $1,500 $420 $1,500 $1,500 $2,000 Professional Dev'tTransportation & Travel $1,000 $161 $1,000 $1,000 $1,800 Transportation & TravelPrinting (outreach, workshops) $4,000 $881 $4,000 $2,300 $4,000 Brochure Printing

Computer lease charge $400 $330 $400 $400 $500 Staff Computer Lease

Indirect County Overhead (negotiated amount) $11,364 $11,364 $11,364 $11,364 $11,364 ←Indirect County Overhead

Total Fiscal Year Expenditures $742,129 $685,409 $790,672 $719,577 $919,064  

Mobile Phones

Page A‐2 

Attachment E1

Exhibit AProposed FY 19‐20 MCSTOPPP BudgetFY 18‐19 Projected ActualsFY 17‐18 Actuals

A B C D  

MCSTOPPP Revenues, Expenditures, and Fund BalancesFY 17‐18 Original MGSA Budget

FY17‐18  Actuals

FY 18‐19 Proposed Budget

FY 18‐19 Projected Actuals

FY19‐20 Proposed Budget

One‐time contribution to MCSTOPPP Contingency Fund $100,000 $100,000 $0 $100,000 $0 ←Con ngency Fund Contribu onsTotal Budget Expenditures $842,129 $785,409 $790,672 $719,577 $919,064Net Operating Budget

Change in Reserve Fund Balance (to balance budget) $17,629 ‐$46,524 $39,172 ‐$32,723 $137,564 ←Reserve to balance budget

Ending Fund Balance (estimated for FY 16‐17 and FY 17‐18)Prior Year Encumbrances (Restricted Fund Balance) tbd $0 tbd $58,066 tbdAvailable Reserve (Unrestricted Fund Balance) $32,016 $289,077 $213,317 $279,866 $142,302 ←Opera ng ReserveContingency (potential permit compliance or grant projects) $100,000 $100,000 $100,000 $100,000 $100,000 ←Con ngencyTotal Ending Fund Balance  $132,016 $289,077 $313,131 $379,866 $242,302

*The reserve amounts shown for the current and proposed FY are based on best available information pending the final audit of MCSTOPPP's past FY financial statements.

Page A‐3 

Attachment E1

Exhibit BMunicipal and County Contribution, Shares and FormulaProposed for Fiscal Year 2019‐2020

MunicipalityAREA 

(sq. mi.)*CurrentPopulation 19‐20 SHARE

Prior Year FY 18‐19 Contributions

FY 2019‐2020Proposed Contributions

Change from FY 18‐19

Belvedere 0.49 2,135 0.007 $5,068 $5,213.26 $145.53Corte Madera 3.9 10,039 0.040 $29,237 $31,214.90 $1,978.09Fairfax 2.7 7,534 0.029 $21,669 $22,473.40 $804.58Larkspur 3.05 12,351 0.040 $30,196 $31,062.99 $867.05Mill Valley 4.67 14,963 0.053 $40,061 $41,726.27 $1,665.27Novato 27 54,551 0.249 $186,546 $194,006.24 $7,459.82Ross 1.4 2,533 0.012 $9,269 $9,622.71 $354.04San Anselmo 2.5 13,000 0.038 $28,495 $29,712.76 $1,217.62San Rafael 17.3 60,651 0.208 $156,384 $162,291.31 $5,907.65Sausalito 2.2 7,226 0.026 $19,303 $19,918.61 $615.12Tiburon 3.3 9,648 0.036 $26,846 $28,117.52 $1,271.27County of Marin 94.19 69,225 0.262 $196,926 $204,640.03 $7,713.96Total 162.7 263,856 1 $750,000 $780,000.00 $30,000

*Population figures based on most recent (1/1/2018) State Deptartment of Finance estimates. (2010 Census Benchmark).Follow link (accessed 12‐21‐18):http://www.dof.ca.gov/Forecasting/Demographics/Estimates/E-1/

Formula for Calculating Contributions to MCSTOPPP

County Share = Population of unincorporated areas within Marin CountyTotal population within Marin County

Each City/Town Share = (1.00 ‐ County Share) 0.5(Area) + 0.5(Population)∑City Areas                      ∑City Popula on

The "Alameda Formula" was selected as the simplest method of allocation for determining each municipality's contribution to MCSTOPPP.  This formula was recommended to Marin's City Managers who approved its use in 1992.  It has worked well in Alameda County and is easy to use.  The County's share is calculated solely on the basis of population.  A weighted formula using population and area is used for the cities.  

1/3/2019 Page B-1

Attachment E1

Resolution 2019-01 Page #1

Attachment E2

MARIN GENERAL SERVICES AUTHORITY

FY 2019-20 MCSTOPPP BUDGET RESOLUTION 2019 - 01

WHEREAS, the staff of the Marin County Stormwater Pollution Prevention Program (MCSTOPPP) has prepared a draft FY 2019-20 Budget; and WHEREAS, the MGSA Board of Directors has the responsibility to review and recommend approval of the budget to the Marin County Board of Supervisors; and WHEREAS, on January 10, 2019 the MCSTOPPP staff presented the FY 2019-20 Budget to the MGSA Board; and WHEREAS, the MGSA Board reviewed and discussed the draft budget at its January 10, 2019 meeting. NOW THEREFORE, BE IT RESOLVED, that the MGSA Board of Directors recommends to the Marin County Board of Supervisors approval of the FY 2019-20 MCSTOPPP Budget as presented to the MGSA Board of Directors and as summarized on Exhibit A. Adopted this 10th day of January 2019. Ayes: Candelario, Chanis, Condry, Middleton, Nicholson, Poster, Schutz

Noes:

Absent: ____________________________________ President, MGSA Board of Directors Attested By: _______________________ Michael S. Frank Executive Officer

Resolution 2019-01 Page #2

Attachment E2

Exhibit A MCSTOPPP FY 2019-20

Budget Summary

Description Proposed FY 2019-20 MCSTOPPP Budget

Est Beginning Fund Balance $379,866

Expenses

Salaries and benefits 498,000

Services and supplies 409,700

County Indirect overhead 11,364

Total Expenses $919,064

Revenues

Municipal contribution 780,000

Miscellaneous revenue and interest 1,500

Total Revenues $781,500

MCSTOPPP reserve needed to fund expenses (137,564)

Ending Fund Balance $242,302

Agenda Item F

MEMORANDUM DATE: January 10, 2019 TO: MGSA Board of Directors FROM: Michael S. Frank, Executive Officer SUBJECT: MGSA FY 2018-19 Work Plan Status and Input on FY 2019-20 Work Plan ________________________________________________________________________ Recommendation

No formal action requested.

Discussion

During the last half of 2017, the MGSA Board engaged in a strategic planning process whereby the Board developed a mission statement, discussed where MGSA was headed as an organization, and explored the scale and scope of the Authority’s programs. The adopted Mission Statement follows:

“The Marin General Services Authority provides the administration of a variety of programs and services where the policy issues are generally established, in arenas that are more cost effective to provide collectively or are significantly enhanced through partnering for the benefit of the greater Marin community.”

At the January 11, 2018 meeting, the MGSA Board directed the Executive Officer to convert the work that had been done on a Draft Strategic Plan into an annual MGSA Work Plan. The FY 2018-19 Work Plan is attached along with the status of each item.

Staff is looking for any input the Board has regarding upcoming goals and initiatives for FY 2019-20. Staff will consider this input as part of the development of the FY 2019-20 Budget and the FY 2019-20 Work Plan. Attachment F2 includes some preliminary Initiatives.

Attachment

1. Attachment F1 - FY 2019-20 MGSA Work Plan and Status Update 2. Attachment F2 – FY 2019-20 Preliminary Work Plan Initiatives

Agenda Item F

2018-19 ADOPTED WORK PLAN

January 2019 Status

1

Mission Statement (adopted January 11, 2018)

The Marin General Services Authority provides the administration of a variety of programs and services where the policy issues are generally established, in arenas that are more cost effective to

provide collectively or are significantly enhanced through partnering for the benefit of the greater Marin community.

Background The Marin General Services Authority (MGSA) was formed in 2005 by the cities, towns and County of Marin. While today the Marin General Services Agency ("MGSA") administers widely different government programs, it was originally formed in 1985 as the Marin Street Light Acquisition Authority ("MSLAJPA") to acquire streetlights from PG&E to save maintenance costs. MGSA is a joint powers authority (JPA). A joint powers authority is an entity permitted under the laws of some U.S. states, whereby two or more public entities (e.g. local governments, or utility or transport districts), may jointly exercise any power common to all of them. Joint powers authorities are particularly widely used in California (where they are permitted under Section 6502 of the State Government Code), but they are also found in other states. The authorizing agreement states the powers the new authority will be allowed to exercise. Joint powers authorities receive existing powers from the creating governments; thus, they are distinct from special districts, which receive new delegations of sovereign power from the state. The Joint Powers Authority Agreement creating MGSA states, "The purpose of this Agreement is to establish a public entity separate from the County, Cities, Towns, and Special Districts. This Authority will finance, implement and manage the various municipal services assigned to it." MGSA offers various public services effectively and efficiently throughout the county in a uniform manner with minimal overhead expense.

2

MGSA Oversight & Administration

Executive Oversight

Status

1 Provide effective management oversight of agency and nine programs √

2 Represent the MGSA Board in dealings with media, member agencies, other governing agencies, professional associations, community organizations, and residents

√

3 Maintain positive Board relations and new Board Member orientation

√

4 Review, analyze, and develop recommendations regarding legislation related to MGSA programs where appropriate

√

5 Develop upcoming year’s MGSA Work Plan and monitor progress √

2018/19 Initiatives

6 Work with Board on evaluating and implementing a staffing structure that supports long-term effectiveness and resources to allow the Executive Officer to research and facilitate discussions regarding mission-driven opportunities

Completed

Information Technology

7 Develop, maintain, and manage electronic file software that controls and monitors file access, backup, and security

√

8 Ensure appropriate staff is trained on an ongoing basis on access to County systems through a Virtual Private Network and the Munis County Financial System

√

2

3

4

5

3

including invoicing, vendor set up, budget input and changes, and reporting

2018/19 Initiatives

9 Evaluate agency website including underlying platform, content management software, and ability to provide a search feature

Some research completed. Delayed until FY 19-20 due to staffing changes.

10 Evaluate options for the discontinuance of Marin IT and network connection by the new landlord

Completed Network moved to Comcast. Landlord supported phone system failed. VOIP phone network implemented by staff with improved features at less cost.

Finance

11 Accurately handle all financial transactions including accounts payable, accounts receivable, invoicing, grants management, and jurisdiction/agency allocation of costs

√

12 Retain and work with financial accounting and auditing firm to develop, review, and produce the Annual Year-End Financial Report

√

13 Manage budget process for MGSA and all programs that is transparent and allows the Board an opportunity to discuss appropriate policy issues

√

14 Ensure compliance with all contract and other documents for federal, State, and County grants including all reporting and payment processing

√

2018/19 Initiatives

15 Develop fund balance policies for all programs and financial accounts where appropriate

On Track

16 Work with Auditor and staff to further develop internal controls and improve processes for the Taxi Regulation Program cash handling and revenue reconciliation

Delayed to FY 19/20 due to staffing restructure and hiring of an accountant.

4

Human Resources

17 Supervise and manage ongoing contract program support and coordination √

18 Recruit and manage orientation and training process for new contractors as needed √

2018/19 Initiatives

19 Develop and maintain operating manuals for program support roles

On Track

20 Develop options for program support backup and cross-training

Completed

Property Management

21 Manage office lease and resolve property related issues including IT, phone, mail delivery, and building signage √

2018/19 Initiatives

22 Finalize office move including set-up, appropriate MGSA office signage, and file box storage

On Track

Risk Management

23 Manage insurance acquisition and renewal √

2018/19 Initiatives

24 Review and evaluate existing insurance coverage and research any other potential insurance needs and review with Board

On Track

Board Management / Clerk Functions

25 Maintain required hard copy records as well as electronic records systems which are secure and backed up √

5

26 Develop and maintain consistent logo, letterhead, business cards and communication materials √

27 Complete all required official filings including Form 700, LAFCO, and State Controller reporting

√

28 Manage the MGSA Board Agenda Process such that all agendas, staff reports, minutes, and resolutions are accurate, informative, and clear

√

29 Respond to public information requests and Grand Jury inquiries where appropriate √

2018/19 Initiatives

30 Review records management and destruction policies and update if needed

On Track

Taxi Regulation

1 Ensure that MGSA member agencies are in compliance with California State taxi law √

2 Maintain a permit and fee structure that is cost recovery √

3 Mediate disputes if possible between local taxi drivers and companies in order to reduce local impacts on residents and public safety resources

√

4 Monitor Lyft/Uber legislative activity to understand any impacts to local taxi activity and regulation

√

2018/19 Initiatives

5 Participate, where appropriate, in discussions regarding taxi pickup locations in order to minimize disruption from the San Rafael Transit Center move and SMART extension

In Process

6

Marin Climate and Energy Partnership

1 Provide oversight to MCEP program contractor √

2 Provide guidance and input to the MCEP Executive and Steering Committees √

3 Monitor numerous federal grant terms for MGSA/MCEP compliance

√

4 Enter into sub-contracts and process invoices for MCEP grants √

MCEP Steering Committee Adopted 2018 Goals

5 Utilize the MCEP Communications Plan to promote Climate Action Plan programs such as Deep Green, PACE, transportation demand management, energy efficiency, and zero waste

Friday memos were written and distributed on three occasions in 2018.

6 Update Climate Action Plans and/or develop content for General Plans for San Anselmo, Tiburon, Larkspur, Mill Valley and San Rafael

The San Rafael draft CAP was completed and presented to the City Council in October 2018. Other plans will be updated, based on the San Rafael template, beginning Q1 2019.

7 Develop community and municipal inventories for Marin jurisdictions

All community and municipal inventories were completed by December 2018.

8 Implement the federal CEC grant with Resilient Neighborhoods to implement outreach and education programs of members’ CAPs. The approved scope of work for RN includes:

Update surveys and websites

Develop a marketing and outreach plan and communication templates to enroll households in EcoTeams

Develop training resources and train coaches to lead EcoTeams

The Resilient Neighborhoods (RN) project is on track and all grant milestones have been met to date. RN has developed an online version of the Initial Household Survey, online meeting videos, a marketing and outreach plan, and a coach handbook, and has trained nine volunteer coaches. RN has graduated approximately two-thirds of the 180 households projected to be educated by the end of the program. The grant term ends in October 2019.

7

Conduct EcoTeam meetings to educate households on actions to reduce energy use and greenhouse gas emissions resulting from energy and water use, waste disposal, transportation, and consumption, and to prepare for emergencies and build a climate movement

Track data and evaluate the program results

MCSTOPPP

1 Provide budgetary and high level programmatic oversight and coordination with local jurisdictions √

2 Work with County and MCSTOPP staff on annual budget which is reviewed and recommended annually by the MGSA Board to the Marin County Flood Control District

√

2018/19 Initiatives

3 Work with new MCSTOPPP Program Manager on issues of shared services for member jurisdictions and future budget strategies

√

MarinMap

1 Provide management, financial, and contract support and oversight to the MarinMap Program √

2 Staff and facilitate the MarinMap Steering Committee and the Executive Sub-committee meetings

√

2

3

4

5

8

3 Resolve various program issues that surface or intercede with various agencies and contractors if needed such as the County Assessor and Streetlight Electric Contractor

Continuing efforts to resolve interagency redundancy. The new Assessor brings new opportunities. The Sheriff’s Office is aware of MarinMap’s partnership with all Marin fire departments and districts, and it is hoped this will facilitate cooperation in the future.

MarinMap 2018 Steering Committee Goals

4 Provide improved customer service to customers seeking geographical information √

5 Reduce the cost of service to taxpayers and ratepayers The ongoing partnership between most Marin public agencies creates cost efficiencies as a prime benefit. MarinMap does work on behalf of member agency staff, saving countless hours of time. Additionally, the public access eliminates many routine inquiries.

6 Improve infrastructure maintenance Ongoing. Maintenance efforts benefit when a solid inventory of assets is centralized, accessible, cartographically elegant, and queryable.

7 Enhance emergency response and disaster planning Virtually all Marin first responder data is hosted by MarinMap, making for a central access point that is available offsite and can be used live or captured offline to devices when services are disrupted.

8 Reduce negative environmental impacts and manage natural resources

Ongoing. Essentially all planners, first responders, and DPW staff use all or portions of MarinMap. Datasets such as Wildland Urban Interface boundaries, flood zones, moratorium streets, debris flow, fire hazards and faults are used to determine project impacts and develop hazard mitigation plans.

9 Provide the opportunity for better decision-making Ongoing. Managers and policymakers need clear visible models of infrastructure and natural terrain in order to make decisions. MarinMap is a strong tool to help understand the interaction between agencies and between their own networks of facilities.

9

10 Encourage cooperation among public agencies, reducing redundancies, improving efficiency and minimizing conflicts

Ongoing and a core principal of MarinMap. 31 public agencies are members of MarinMap, and all are committed to cooperate for the common causes of efficiency and reducing conflicts. A few more may still be recruited over time.

Mediation

1 Act as Mediation Program liaison between District Attorney’s Office and MGSA member agencies √

2 Coordinate allocation methodology with District Attorney’s Office, check for accuracy, assess costs, collect payments, and distribute to the District Attorney’s Office

√

Animal Care & Control

1 Manage Animal Care and Control Program as outlined in 1/13/15 Agreement between MGSA and Marin County. √

2 Administer contract with Marin Humane for county-wide animal care and control including coordinating inquiries/complaints from the public and member jurisdictions

√

3 Prepare annual budget including coordinating allocation methodology with Marin Humane Society and with County budget staff

√

4 Respond to animal control policy issues and work with County Counsel relative to any needed changes to the Animal Control Ordinance

√

2018/19 Initiatives

10

5 Negotiate and implement a new contract with Marin Humane with assistance from participating member jurisdictions

Completed

6 Evaluate any benefit of having MGSA take over all animal care and control functions from the County

Completed Discussions taken place. It does not make financial sense but may be required if legislation is passed by the State.

7 Research insurance needs of Hearing Officers in the Dangerous Animal Program

Completed

Abandoned Vehicle Abatement

1 Manage and administer the Program in an accurate and equitable manner √

2 Claim all available program monies from the State that originate from Marin's motor vehicle owners and distribute √

Streetlight - Maintenance

1 Manage streetlight contractor’s contract including getting input from public works directors, implementing rate changes, and exercising options for extensions where appropriate as outlined in contract

√

2018/19 Initiatives

2 Get input from the Public Works Directors by June 30, 2018, and either exercise two-year option in existing contract or issue RFP and negotiate contract of awarded county-wide electrical contractor

Completed

11

3 Ensure all MGSA streetlight assets are inventoried and proper transfer of ownership from local agencies is documented

In Process

4 Facilitate accurate inventory of streetlights between PG&E, DC Electric, and MarinMap GIS

Ongoing

5 Coordinate with Ross and the County on any desired actions related to moving streetlights owned and covered by PG&E’s maintenance to MGSA control

Ongoing

6 Develop and implement an annual process for all member jurisdictions to transfer streetlights added during the year to the MGSA inventory

In Process

Streetlight – Telecommunications Equipment

1 Monitor legislation regarding telecommunications equipment and its requirements or not related to MGSA √

2 Ensure Agreement responsibilities are being met by carriers including collecting annual fees and all streetlight application processing fees

√

3 Negotiate, if directed by Board, agreements with additional telecommunications carriers and providers √

4 Review and process invoices for MGSA’s streetlight vendor review of application packets √

5 Review a) preauthorization forms and track use of poles by carriers and b) per pole application packets submitted by carriers and c) resolve any issues or concerns raised by MGSA’s streetlight vendor or issues with local jurisdiction permits

√

2018/19 Initiatives

12

6 Develop policy and process to distribute carrier fees to local agencies as determined by the MGSA Board

Delayed until enough permits are issued to determine staffing needs and annual revenue.

7 Develop processes and procedures related to telecommunications equipment application processing including evaluating any needed additional staff support

Delayed until enough permits are issued to determine staffing needs and annual revenue.

Attachment F2

FY 2019-20 Preliminary Initiatives

MGSA Oversight & Administration

2019/20 Preliminary Initiatives

1 Stabilize new staffing structure, train on new job duties, and document organizational responsibilities.

2 Evaluate and implement new or revised agency website including underlying platform, content management software, and ability to provide a search feature.

Taxi Regulation

2019/20 Preliminary Initiatives

3 Evaluate internal controls and permit renewal process.

Marin Climate and Energy Partnership

2019/20 Preliminary Initiatives

4 To be determined by MCEP Steering Committee.

MCSTOPPP

MarinMap

2019/20 Preliminary Initiatives

5 Work with new County Assessor to resolve longstanding data request issues.

6 Other Initiatives to be determined by MarinMap Executive and General Steering Committees.

Mediation

Animal Care & Control

2019/20 Preliminary Initiatives

7 Evaluate options if legislation like AB1250 is reintroduced (after being vetoed by Governor Brown) and passed which many impact the County’s ability to enter into a contract with Marin Humane.

2

3

4

5

2

3

4

5

Attachment F2

Page 2

Abandoned Vehicle Abatement

2019/20 Preliminary Initiatives

8 Transition program administration to new staffing structure.

Streetlight - Maintenance

Streetlight – Telecommunications Equipment

2019/20 Preliminary Initiatives

9 Negotiate agreements with additional telecommunications carriers and providers if approached.

10 Develop policy and process to distribute carrier fees to local agencies as determined by the MGSA Board once program is generating revenue.

11 Develop program as needed depending on scale and speed of equipment implementation and jurisdictional permit issuance.

12 Present policy options and get direction from the MGAS Board on the level of telecommunications carrier equipment and other data to be collected from MGSA’s application process and the local jurisdictional permit processes and shared (e.g. MarinMap) with governments and the public.