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RPVCCA_SR_2013_06_01_06_PVPLC_Volunteer_TrailCfTYOF MEMORANDUM TO: FROM: DATE: SUBJECT: REVIEWED: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL CAROLYNN PETRU,INTERIM DIRECTOR,RECREATION AN~ PARKS/DEPUTY CITY MANAGER JUNE 1,2013 PALOS VERDES PENINSULA LAND CONSERVANCY'S VOLUNTEER TRAIL WATCH PROGRAM CAROLYN LEHR,CITY MANAGER cf2--- Staff Coordinators:Ara Mihranian,Deputy Community Development Director .1 ~ Katie Howe,Administrative Analyst 11-Recreation &Parks Department 'P' RECOMMENDATION Approve the City's participation in the Palos Verdes Peninsula Land Conservancy's (PVPLC) Volunteer Trail Watch Program. BACKGROUND At the March 19,2013 meeting,Staff provided the City Council with a report on management tools intended to reduce the trail user conflicts in the Palos Verdes Nature Preserve (Preserve),which were first discussed by the Council and the public at the October 2,2012 meeting.Some of the tools discussed included improved signage and trail markers,the PVPLC's Adopt-a-Trail Program to help close spur trails,converting unused Ranger interpretive hours to patrol hours to increase enforcement,funding a portion the PVPLC's trail signa~e responsibilities,and implementing a Volunteer Trail Watch Program.At the March 19t meeting,Staff informed the Council that the Volunteer Trail Watch Program would need to be brought back for Council consideration after Staff addressed concerns raised by the City's insurance provider,the California Joint Powers Insurance Authority (CJPIA).Since that time,Staff has been working with CJPIA and the PVPLC to address CJPIA's concerns,as well as working with the PVPLC to fine tune the overall Program. DISCUSSION The revised Program,the City's role and additional information regarding the Volunteer Program Manager position are described below: 6-1 CC MEMORANDUM -VOLUNTEER TRAIL WATCH PROGRAM JUNE 1,2013 P.2 Revised Volunteer Trail Watch Program The Volunteer Trail Watch Program presented to the City Council at its March 19th meeting originally had both the City and PVPLC as the overseeing agencies for the Program. However,the City's insurance provider,CJPIA,voiced concerns with the inherent liability issues associated with a Program that uses two lead agencies,particularly due to the ambiguous lines of authority and responsibility such an arrangement could potentially create. To resolve this issue,the PVPLC requested to lead the Program,and the Program framework has been changed accordingly.The CJPIA has reviewed the new structure and indicated that its concerns have been alleviated. As outlined in the attached Organizational Chart and Program Description,the PVPLC Stewardship Committee will have general oversight of the Volunteer Trail Watch (VTW) Program.The Stewardship Committee will evaluate the Program relative to the Program's mission and goals,and provide direction to the PVPLC staff member that supervises the Volunteer Program Manager.The Volunteer Program Manager manages the VTW Program, which includes supervising the volunteers,prioritizing volunteer presence in the Preserve, and coordinating background checks and training sessions. An Advisory Group,made up of PVPLC and City Staff and representatives from the mountain bike,equestrian,and hiking communities,will assist with setting up the Program, evaluating the Program,and recruiting volunteers.The three trail user group representatives will also serve as the liaisons to the respective groups they represent. Volunteers will be equally comprised of hikers,mountain bikers,and equestrians to the extent possible.This is an effective way to build camaraderie and understanding between the user groups,and it is also helpful to have volunteers within the three specific user groups available to reach out and educate fellow trail users. City Participation The City's role and level of participation will include coordinating with PVPLC staff on the Program and participating in the Program's Advisory Group.City Staff will provide input on the Program itself,recruitment,monitoring prioritization,public education,and will coordinate with Mountains Recreation and Conservation Authority (MRCA)Rangers.The City would also provide a web portal for volunteers to input their watch logs.A prototype web portal has already been developed,and generously provided to the City at no cost by Palos Verdes on the Net.However,the system will need some adjustments before it is made available to the volunteers.The cost of these adjustments and annual maintenance of the program is expected to be approximately $6,400,but will only be charged on an hourly basis for actual work performed.No annual system maintenance would be required,with the exception of any additional modifications that may be desired in the future;however,these are expected to be minimal.The City would also fund volunteer training through MRCA in the anticipated amount of $5,000 annually.This includes two training sessions annually for a class size of up to 30 volunteers.In addition,it is expected that the City would review and approve volunteer training materials as they pertain to Preserve rules and regulations.However,it is important to note that this not a City Program,but rather a PVPLC Program that the City will 6-2 CC MEMORANDUM -VOLUNTEER TRAIL WATCH PROGRAM JUNE 1,2013 P.3 be participating in,rather than managing and directing. Volunteer Trail Watch (VTW)Manager The PVPLC has selected Barbara Ailor to serve as the Volunteer Trail Watch Manager.As an active PVPLC volunteer and Palos Verdes Nature Preserve activist with integral knowledge of the Preserve,Mrs.Ailor is well qualified to serve in this capacity.She volunteered to help create the Program shortly after it was first proposed and has worked extensively to research various volunteer trail programs,create Program descriptions and training materials,and take initial recruitment steps. It should be noted that Mrs.Ailor is the wife of founder and current PVPLC Board Member Bill Ailor.Generally,municipal agencies like the City do not consider it to be a sound management practice to appoint a volunteer manager to a position who has such a direct familial relationship with a member of the governing body due to the appearance of an undue influence or lack of independence.Although the PVPLC staff has indicated that it is not uncommon for this to occur in small non-profit organizations,City Staff suggested an initial term limit of one year for Mrs.Ailor to establish the program and then work with PVPLC to designate a new VTW Manager that is not directly tied to the PVPLC Board.While this suggestion was not accepted by the PVPLC Board,Staff is still in favor of proceeding with the Program,given that it is under the auspices of the PVPLC and would operate independently from the City.As provided in the Program Handbook,the City will have the opportunity to provide feedback on the VTW Manager's performance to the Stewardship Committee on an annual basis.Further,the City has the option of disengaging from the Program at any time,which would entail Staff no longer participating on the Advisory Group, and the City no longer funding the volunteer training by MCRA or supporting the web portal. If the PVPLC decided to continue with the Program,the volunteers would still be able to access the Preserve,as is the case with the PVPLC's other volunteer programs,and incidents could still be reported to the City through the Ranger Hotline or through the monthly meetings with Staff. CONCLUSION Volunteer Trail Watch Programs have proven invaluable to numerous open space land managers.Some of the benefits Staff anticipates from the increased presence in the Preserve resulting from PVPLC's Volunteer Trail Watch Program include better compliance with Preserve rules,increased awareness of activities in and condition of the Preserve,and improved trail use etiquette.The uniformed presence alone of a volunteer group increases rules compliance and improves trail users experience by having knowledgeable volunteers ready with maps,directions,and recommendations.The proposed Program will include hiker,mountain biker,and equestrian volunteers,which will better enable volunteers to relate to and educate the different trail users in the Preserve,and will foster communication and collaboration amongst the user groups.Staff anticipates that this cost effective Program will also foster volunteerism and pride in the Preserve. 6-3 CC MEMORANDUM -VOLUNTEER TRAIL WATCH PROGRAM JUNE 1,2013 P.4 FISCAL IMPACT Costs for the City's participation in the Program would come from the City's General fund. The annual cost to provide training for volunteers through the MRCA is anticipated to be $5,000.As previously mentioned,a basic web portal has already been created free of charge by the City's IT contractor,put desirable refinements to this reporting tool are estimated to cost approximately $6,400 and would only be charged on an hourly basis for actual work completed.If the City Council approves the City's participation in the Volunteer Watch Program,these costs totaling $11,400 will be incorporated into the FY13-14 Budget, which is scheduled for adoption on June 18,2013.Costs do not include City staff time to support the Program. Attachments: •Draft Volunteer Trail Watch Program Handbook •Draft Volunteer Trail Watch Organizational Chart •March 19,2013 City Council Minutes (excerpt) •March 19,2013 City Council Staff Report •Public Correspondence 6-4 Attachment #1 Draft Volunteer Trail Watch Program Handbook 6-5 al05 olunteer reserve PROGRAM DESCRIPTION BACKGROUND MISSION GOALS AND OBJECTIVES OVERSIGHT VOLUNTEER TRAIL WATCH ACTIVITIES VOLUNTEER TRAIL WATCH MEMBER REQUIREMENTS ORIENTATION AND TRAINING SUPPLIES RULES OF CONDUCT Adopted by Palos Verdes Peninsula Land Conservancy:_,2013 Adopted by City of Rancho Palos Verdes:_,2013 Revision dates:N/A 6-6 Palos Verdes Nature Preserve VolWiteer Trail Watch PROGRAM DESCRIPTION BACKGROUND The City of Rancho Palos Verdes (the City)created the Palos Verdes Nature Preserve (the Preserve)with the aid of federal,state and local government funding,as well as substantial private contributions organized by the Palos Verdes Peninsula Land Conservancy (PVPLC),to set aside scenic open space lands to be dedicated to the preservation of threatened and endangered species indigenous to the Palos Verdes Peninsula but at risk of loss due to development and other human activity,as well as to protect unique scenic vistas,natural landscape and cultural resources.Use of the Preserve for education and science,and enjoyment of the Preserve for recreation,are encouraged but are permitted only as they are consistent with the conservation mandate of the Preserve.In addition to the rules created by the Preserve's governing documents,several species of flora and fauna in the Preserve are protected by federal and state laws. The Preserve consists of approximately 1,400 acres of open-space lands all located in the City of Rancho Palos Verdes,and divided among 11 different Reserves:Abalone Cove,Agua Amarga,Filiorum,Forrestal,Ocean Trails,Alta Vicente,Portuguese Bend,San Ramon,Three Sisters,Vicente Bluffs and Vista del Norte. PVPLC,which since 1988 has led the community-based effort to protect open space lands on the Peninsula,is named as the "habitat manager"under the Preserve organizational documents and as such oversees the conservation mandate of the Preserve,while principal responsibility for public safety and enforcement of rules in the Preserve falls to the City.In furtherance of achieving public safety and enforcement of Preserve rules,the City contracted with the Mountains Recreation and Conservation Authority (MRCA)for ranger services,which include rules enforcement,public education,interpretive services,fire preventative services,and minor maintenance. MISSION The mission of the Palos Verdes Nature Preserve Volunteer Trail Watch Program is to serve as eyes and ears of the City of Rancho Palos Verdes and the Palos Verdes Peninsula Land Conservancy with a view to 1)protect the natural resources of the Palos Verdes Nature Preserve,including the flora and fauna as well as the geology,topography and scenic landscape,and 2)enhance the safety of,and promote an enjoyable experience for all Preserve visitors. GOALS AND OBJECTIVES •Foster volunteerism in support of the mission. 6-7 Palos Verdes Na:ture Preserve Volunteer Trail Wa:tch PROGRAM DESCRIPTION •Through education and information sharing,increase compliance with laws,rules and policies governing the Preserve (the Rules)by visitors in the Preserve and minimize trail user group conflict. •Obtain information to assist the City,PVPLC and enforcement personnel,including the MRCA rangers,in prioritizing their focus. Volunteer Trail Watch Pilot Program The VTW Program will be assessed as a pilot program by the PVPLC and City for a period of one year. The volunteer trail watch body will be equally comprised of hiking,equestrian,and mountain biking volunteers to the extent possible and feasible. OVERSIGHT The VTW Program is a PVPLC Program that is overseen by the PVPLC's Stewardship Committee and managed by a Volunteer Program Manager,with support provided by the City and the MRCA through its contractual relationship with the City. PVPLC Stewardship Committee •Is a PVPLC appointed committee comprised of a combination of PVPLC Board and staff members. •Oversees the Volunteer Trail Watch Program •Provides direction to &receives reports from Staff Contact •Evaluates the performance of the VTW Program relative to the VTW Program's mission and goals •Appoints a Volunteer Program Manager and Alternate Volunteer Program Manager with input from the City Volunteer Program Manager (VPM) • A volunteer position that manages the VTW Program and VTW Volunteers •Recruits volunteers for the Volunteer Trail Watch Program •Serves as the liaison between the VTW volunteers and PVPLC •Reports to designated PVPLC staff member •Provides monthly reports,to the designated PVPLC staff member and City staff,on trends and findings of the Volunteer Trail Watch group. 2 6-8 Palos Verdes Ms:ture Preserve Volunteer Trail Watch PROGRAM DESCRIPTION •Working with the Volunteer Trail Watch Advisory Group,identifies volunteer needs and places volunteers where needed and evaluates whether more volunteers are required to provide adequate coverage of places and times.Also helps to identify patterns with respect to Rules violations that might make placement of resources more effective. •With input from PVPLC,the City,and MRCA,monitors and evaluates the effectiveness of the VTW Program in protecting Preserve resources and compliance with Preserve rules. •Sets agendas and runs meetings of the Advisory G~oup. •Assists the PVPLC in recruiting and training an Alternate VTW Manager •Monitors Volunteer liability waiver and release forms &background clearance confirmations. •Develops recruitment procedures and leads the recruitment,screening,and selection of volunteer trail watch applicants,with the assistance of PVPLC. •Set standards for "certification"and ongoing evaluation and continuing education. •Schedules volunteers and instructors for required training,which may include field programs,and documents completion of training. •Maintains volunteer record system at PVPLC office. •Conducts periodic field evaluations of VTW members. •Identifies supply needs of volunteers and handles distribution and inventory of supplies. •Makes recommendations for future modifications to the VTW program. Volunteer Trail Watch Advisory Group •The VTW Advisory Group is comprised of PVPLC and City staff members,the Volunteer Manager,and representatives from the hiking,mountain biking,and equestrian trail user groups. •Primary task is to assist with setting up the program,particularly during the first year •Provides input to PVPLC to establish process and criteria for evaluating and selecting volunteers •Provides support to the volunteer recruitment process by identifying and recruiting potential volunteers with their respective trail user groups •Assists VPM in recruiting,selecting,and training watch members •Provides input on the Volunteer Trail Watch Program,as well as issues and suggestions relative to their respective user groups 3 6-9 Palos Verdes Nature Preserve Volunteer Trail Watch PROGRAM DESCRIPTION •User group leads serves as conduits to user groups they represent •Reviews periodic evaluations of Watch members and provides input to PVPLC on Watch member performance issues City of Rancho Palos Verdes •Collaborates with the PVPLC,MRCA,and the Volunteer Program Manager to focus places and times for volunteer patrols. •Provides input into the VTW recruitment and selection process.Will be invited to be included in the interview process for VTW members. •Hosts a.web portal for tracking Volunteer Trail Watch member work hours and reports. •Shares reports of Incidents (defined later in this Description)and information reports with PVPLC and the Volunteer Program Manager via the City's web portal. •Provides rules and safety training to volunteers through MRCA. •Reviews and approves VTW Program training materials as they relate to public safety and rules enforcement. Palos Verdes Peninsula Land Conservancy •Provides input to City regarding effectiveness of the VTW Program. •Selects the VTW Manager with input from the City. •Supervises and provides direction to the VPM •Helps the Volunteer Program Manager recruit volunteers. •Works with the Volunteer Program Manager and the City to focus places and times for volunteer watches. •Receives copies of Incident and information reports. •Provides background checks and general liability coverage for volunteers. •Provides volunteer badges,uniform design,ordering and stocking,printing costs and binders,and filing system for records,resumes,logs,etc. •Provides Volunteer training relating to habitat preservation and restoration. 4 6-10 Pales Verdes Nature Preserve Velunteer Trail Watch. VOLUNTEER TRAIL WATCH (VTW)ACTIVITIES PROGRAM DESCRIPTION The Volunteer Trail Watch patrols the Preserve under the direction of the PVPLC with input from MRCA rangers,and the City and observes and reports various types of activities and conditions, such as the following (as used in this document,Incidents): •Violations of Rules within the Preserve,including but not limited to: o off trail and unauthorized trail use/failure to follow permitted trail uses and right of way rules; o use of motorized vehicles; o damage to or vandalism of property,including graffiti and damaged or removed signs or post-and-rope and other barricades; o dogs off-leash and owners failing to pick up waste;and o smoking,and lighting of fires. •Needs for medical attention,fire protection,law enforcement or other emergency services within tHe Preserve,and •Hazardous trail conditions within the Preserve. When a Volunteer Trail Watch member encounters an Incident,the member: •Communicates with enforcement personnel via the ranger hotline or other first responders as necessary. •Where appropriate and consistent with the member's training,documents the Incident with photos that are then included with reports. •If the VTW member has received necessary training and certification, assists visitors who require first aid or other forms of help during patrol. •Where appropriate and consistent with the member's training,uses the Incident as an opportunity to provide education to the visitor about the Preserve and its rules. The Volunteer Trail Watch members also: •Volunteers also educate and assist visitors by answering questions and advising visitors of preserve regulations and trail etiquette. •Submit reports of each patrol to the Volunteer Program Manager through the City provided web portal. •Meet once each quarter.Meetings will include general updates and current trends and developments as well as educational presentations on a variety of topics.Topics may include post-fire ecology,local flora and fauna,geology,and PVPLC activities.Quarterly meetings will contribute to the program's total number of volunteer hours. •Follow procedures established for the VTW Program by the PVPLC and the City as implemented by enforcement personnel and the Volunteer Program Manager. 5 6-11 Palos Verdes Na:ture Preserve Volunteer Trail Wateh PROGRAM DESCRIPTION •Set the tone and example for visitors to the Preserve by complying with the Rules at all times, both during volunteer times and when using the Preserve outside of volunteer hours. •Gain a working familiarity with PVPLC's mission and vision statement,the Rules and any educational materials provided in the course of VTW training. The Volunteer Trail Watch is NOT: •Authorized to issue citations,chase or detain visitors,threaten prosecution (other than to advise visitors whether a particular behavior or action could subject the visitor to citation), use physical force or otherwise engage in any activity generally reserved enforcement personnel. • A substitute for first responders (e.g.,fire,paramedics,law enforcement)-the Volunteer Trail vyatch reports incidents and provides assistance only to the extent the VTW member has appropriate and specialized training. VOLUNTEER TRAIL WATCH MEMBER REQUIREMENTS •Minimum eighteen years of age. •Commits to patrol a minimum of four hours per month,which may include weekends and/or holidays,for not less than one year.Commits to maintain a high standard of ethics, appearance,professionalism,and honor PVPLC's policies regarding contacts with the media/press. •Completes a Volunteer Application and interview process. •Signs a Volunteer Agreement,Waiver and Release form and completes fingerprinting and a background check. •Successfully completes a Volunteer Trail Watch training program and field evaluation. •Is willing to be assigned to patrol specific areas. •Is in adequate physical condition for their assigned activity. •While on patrol,wears the proper uniform or other approved clothing and safety gear and carries the appropriate supplies. •Maintains own supplies except as set forth later in this Program Description. •Provides own method of monitoring Preserve. •Able to provide own transportation to and from the Preserve. 6 6-12 Palos Verdes Nature Preserve Volunteer Trail Watch ORIENTATION AND TRAINING PROGRAM DESCRIPTION Training is an integral part of the Volunteer Trail Watch program.Training will be completed as part of the induction of volunteers into the program,and on an as-needed basis to disseminate new information and improve and expand monitoring capabilities.New volunteer training provides the VTW member with an overview of the Preserve,the Rules,monitoring procedures and routes,and other information.Special situation training for medical emergencies and personal safety may also be provided.Additional classes may be offered,such as biological, historical and cultural aspects of the Preserve. Initial training consists of a classroom session conducted by one or more representatives of PVPLC,the City,the MRCA ,and qualified volunteer instructors.Thereafter,each volunteer must complete a field evaluation performed by the VTW Manager or designee to evaluate the following: •Soundness of the volunteer's supplies; •The volunteer's knowledge of the Preserve trail system,PVPLC's education and outreach goals,and the Rules;and •The volunteer's ability to meet all the requirements of the VTW Program. SUPPLIES Volunteers will be required to carry certain supplies to ensure they are prepared for a variety of situations.These include: •Supplies provided through the VTW Manager: o Open space trail maps and brochures o Communication card with phone numbers for enforcement personnel and emergency support o Patrol log forms o Uniforms •Supplies provided by the volunteer: o Pack for supplies and water o Camera o Cell phone o Adequate water for patrol o Note pad or other form of recording Incidents,information and other activities o Own means of patrolling the Preserve if by horse or mountain bike RULES OF CONDUCT All VTW members including the Volunteer Program Manager must comply with the following rules of conduct at all times: •Volunteers will not accept any compensation,gift,payment of expenses or any other item of monetary value which may create the appearance of private gain in connection with their work as members of the Volunteer Trail Watch Program. 7 6-13 Palos Verdes Na:ture Preserve Volunteer Trail Watch PROGRAM DESCRIPTION •Volunteers will contact the Volunteer Program Manager with suggestions,comments or problems. •Volunteers will follow instructions given by the Volunteer Program Manager.Emergency instructions given by an employee of PVPLC,RPV,or the MRCA Ranger shall be followed. If instructions conflict,notify the Volunteer Program Manager. •Volunteers will be courteous,respectful,and tactful when interacting with others.No form of discrimination will be tolerated. •Volunteers will not patrol while in possession of or under the influence of alcohol,illegal drugs,or any other intoxicating or mind-altering substance. •Volunteers will not use offensive language. •Volunteers will observe precautions for personal safety,posted rules,signs and safety instructions. •Volunteers will not abuse access to information,facilities,equipment or materials. •The PVPLC reserves the right to dismiss the volunteer without notice or warning for any cause. 8 6-14 Attachment #2 Draft Volunteer Trail Watch Program Organizational Chart 6-15 PVPLC BOARD PALOS VERDES NATURE PRESERVE VOLUNTEER TRAIL WATCH PROGRAM RPV CITY COUNCIL •Responsible for habitat restoration,education and outreach programs in the preserves •Evaluate vrw Program relative to PVPLC's strategic goals STEWARDSHIP COMMITTEE •This role is one component at this Committee's mandate •Provide direction to &receive reports from staff Contact •Recruit &appoint VPM &Alternate (with input from City) •On an annual basis,evaluate perfonnance orvrw relative to the Program's mission &goals (with input from City) ~: Swenson (Chair),Franz,Kennedy,LeFer,Vana PVPLC STAFF •PVPLC Staff lead for vrw •Coordinator between Stewardship.VPM and RPV Staff •Day to day contact person for VPM •Supervise &provide direction for VPM •Review and approve proposals from AdvIsory Group •Authority to tenninate relationship with PVPLC's Program Volunteers ~ J-----~I~J:1ii 0- S 8• •Responsible for enforcement and public safety Issues In the Preserve RPVSTAFF •Manage Ranger services &Receive reports from Rangers •Coordinate reports from MRCA for City Council •Coordinate with VTVI/Program thru primary contacts •Establish and maintain Web Portal Members: Petru,Howe,Mihranian Howe Petru VOLUNTEER PROGRAM MANAGER •This Volunteer manages the VTW Program •Maintain files for VTW members including resumes &logs •Coordinates &documents background clearance checks •Coordinates training sessions from Rangers •Coordinates training sessions on PVPLC education, informational &outreach goals •Manages volunteer watch schedules and assignments •Sets agendas,runs Advisory Group meetlngs Ailor Ailor I ADVISORY GROUP •Primary task is to assist with setting up the program,particularly during the first year •Provides Input on VTW Program •Group leads serve as conduits to &from their groups •Provides input to PVPlC to establish process &criteria for evaluating &selecting volunteer watch members •Assists VPM In recruiting,selecting,and training watch members •Provides input to PVPLC on standards for "certification",ongoing evaluation and continuing education •Reviews periodic evaluations of watch members and provides input to PVPLC on watch member performance issues ~: Barb Ailor (VPM),All.(tbd),LeFer,Vona, Petru,Mihranian,Howe Biker lead,Equestrian lead,Pedestrian lead I MRCA RANGERS •Report to City •Enforcement of PreselVe rules •Conduct training of VTW members •Receive read only reports from vrw via web portal Members: MRCARangers VOLUNTEER TRAIL WATCH •Watch over areas of the Preserve as directed by PVPLC and with input from the Ranger to observe and report activities and conditions as instructed :;;1 ....•Commit to min.imum 4 hourslmonth,represent PVPLC E ~b~~ed~~~Vl~n.!;.m.::! appropriately,undergo &pass background check ~ •Complete training &satisfy criteria to become "certified"..c. •Submit reports promptly on Web Portal al Members:UJ Biker lead Egue~,Pedestrian lead Approx 10 more in each category ,, ---_.~ "" WEB PORTAL .Web based data site for documenting VTW reports .Submltting party may edit herlhis own report within a time limit to be determined .Developed and maintained by RPV .Access to reports in read-only format by all entities in this chart KEY ABBREVIATIONS -Solid lines Indicate a ncontractualntype relationship of chain of command.The higher entity Is responsible for providing direction and the lower entity reports back to them. - - -Dashed lines indicate communication paths and may NOT be used to give instructions or orders.Much coordination between individuals and entities will be required for the program to be successful.These dashed lines show paths for coordination,getting input,help,guidance,scheduling, priority setting discussions and the like, Underlined name of committee member is the designated contact person for that group. APPROVED BY PVPLC BOARD OF DIRECTORS April 24,2013 MRCA PVPLC RPV VPM vrw Mountains Recreation and ConselVation Authority Palos Verdes Peninsula Land ConselVancy City of Rancho Palos Verdes Volunteer Program Manager Volunteer Trail Watch Print on 11 x 17 1.This diagram is intended to show the relationships between the entities involved in the VTW.The descriptions within the boxes are fairlY cryptic and are intended to provide a sense of the responsibilities of each entity.Please refer to the VTW Program Description for more detail. 2.The Management Agreement between PVPLC and RPV shall take precedence over this diagram.Any conflict or discrepancy between the Management Agreement and the Volunteer Trail Program shall be brought promptly to the attention of senior staff of either PVPLC or RPV for discussion and resolution. APPROVED BY RPV CITY COUNCIL June_,2013 6-16 Attachment #3 March 19,2013 City Council Minutes (excerpt) 6-17 Palos Verdes Nature Preserve -Minimizing Trail User Conflicts (Supports 2013 City Council Goal -Trail System Enhancement) City Clerk Morreale reported that late correspondence was distributed prior to the meeting and there were 7 requests to speak regarding this item. Administrative Analyst II Howe provided a staff report and PowerPoint presentation regarding this item.She noted that staff would like to return with a revised Volunteer Trail Patrol Program for the Preserve at a future Council meeting. Discussion ensued among Council Members,staff,City Attorney Lynch,and PVPLC representatives. Deputy City Manager Petru,in response to a Council question,clarified that vandalism is a misdemeanor,and the maximum penalty for a misdemeanor is a $1,000 fine or 6 months in prison.She clarified that this language is on the draft Preserve Rules Signage. Danielle Lefer,Conservation Director,PVPLC,in response to a Council question,stated that there is damage or defacing of signs in the Preserve on a weekly basis. Barbara Ailor,PVPLC,Palos Verdes Estates,stated that she encouraged the Council to approve the Volunteer Trail Patrol Program (VTPP)since habitat protection is wholly dependent upon enforcement to be effective.She reminded everyone of the following:1)The Preserve is not a park,but a nature preserve;2)conservation is the prime direction under the NCCP;3)the Preserve should be enjoyed by all;4)volunteer trail patrols work well in other preserves,and should work well in our area;and,5)many have expressed interested in volunteering to make the VTPP a success. Minas Yerelian,Rancho Palos Verdes,stated that the Preserve should be protected;noted concern with the use of bells and whistles which could frighten horses;and,opined that there should not be bikes allowed on the Preserve trails. Troy Braswell,Rancho Palos Verdes,stated that he is concerned with trail oversight and public input.He was in favor of the sign program,updating of trail markers,and noted that there is mixed opinion regarding the bell program.He provided suggestions and opined that a Trails Advisory Board could assist the City regarding issues that arise,so that the voice of the trail users is represented. Eva Cicoria,Rancho Palos Verdes,stated that the reason the Forrestal Advisory Committee was successful was that the concerns were shared with the mountain biking community and those bikers moved over to the Portuguese Bend Reserve,which resulted in the reduction in equestrian use in that particular area.She stated that kiosks would be something to incorporate into the plan,and noted that the project is generally moving in the right direction. Sharon Yarber,Rancho Palos Verdes,asked if the VTPP would be under the auspices of the Community Development Department or the Recreation and Parks Department.She stated that she was in support of members of the public from the hiking,biking,and equestrian community participating on a Trails Advisory Committee with staff and the PVPLC. City Council Minutes March 19,2013 Page 6 of 11 6-18 City Manager Lehr stated that the program would probably be under the Recreation and Parks Department,which is also the department that manages the Mountains Recreation and Conservation Authority Ranger contract. Nancy Wildman,Palos Verdes Peninsula Horseman's Association (PVPHA),Rolling Hills Estates,stated that the PVPHA supports the VTPP and will help to recruit volunteers for the program. Ken Swenson,PVPLC,Rancho Palos Verdes,stated that the PVPLC submitted a comment letter,noting that the purpose of the Preserve was for the habitat restoration and encouragement of endangered and threatened habitat.He stated he was in favor of hearing the concerns of the Preserve users;supported staff's recommendations;and noted signage, education and enforcement were critical to the success of the Preserve. Discussion ensued among Council Members,staff,and City Attorney Lynch. Councilman Knight moved,seconded by Mayor Pro Tem Duhovic,to adopt the staff recommendation to:1) Receive and file an update report on the management tools used in the Palos Verdes Nature Preserve to minimize trail user conflicts;2)Return with a revised Volunteer Trail Patrol Program for the Preserve;3)Direct staff to convert un-programmed interpretive hours in the Mountains Recreation and Conservation Authority Contract to Preserve patrol hours;and,4)Authorize staff to augment the PVPLC's trail signage responsibilities by including $10,500 of City monies in FY 13-14 toward improving trail signage in the Preserve. Councilman Misetich offered an amendment directing staff to return with a plan to include public participation quarterly during meetings with staff and the PVPLC. Councilman Knight,as the maker of the motion,and Mayor Pro Tem Duhovic,as the seconder of the motion,accepted the amendment. The motion as amended was to adopt the staff recommendation to:1)Receive and file an update report on the management tools used in the Palos Verdes Nature Preserve to minimize trail user conflicts;2)Return with a revised Volunteer Trail Patrol Program for the Preserve;3) Direct staff to convert un-programmed interpretive hours in the Mountains Recreation and Conservation Authority Contract to Preserve patrol hours;and,4)Authorize staff to augment the PVPLC's trail signage responsibilities by including $10,500 of City monies in FY 13-14 toward improving trail signage in the Preserve;and,5)Direct staff to return with a plan to include public participation quarterly during meetings with staff and the PVPLC. The motion passed on the following roll call vote: AYES: NOES: ABSENT: Campbell,Duhovic,Knight,Misetich,and Mayor Brooks None None RECI:SS AND-REeeNVENE-:- --Mayor Brooks called a bri9f reGoss...from 0:34 P.M.to 0:48 P.M. City Council Minutes March 19,2013 Page 7 of 11 6-19 Attachment #4 March 19,2013 City Council Staff Report 6-20 ('C CrrvOF MEMORANDUM .. TO: FROM: DATE: SUBJECT: REVIEWED: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL CAROLYNN PETRU,DEPUTY CITY MANAGERIINTERI~ DIRECTOR OF RECREATION AND PARKS JOEL ROJAS~COMMUNITYDEVEL~"9"DIRECTOR MARCH 19,2013 UV PALOS VERDES NATURE PRESERVE -MINIMIZING TRAIL USER CONFLICTS (SUPPORTS 2013 CITY COUNCIL GOAL -TRAIL SYSTEM ENHANCEMENT) CAROLYN LEHR,CITY MANAGER ~ Staff Coordinator:Ara Mihranian,Deputy Community Development Director Katie Howe,Administrative Analyst II -Recreation and Parks Dep.t. RECOMMENDATION 1.Receive and file an update report on the management tools used in the Palos Verdes Nature Preserve to minimize trail user conflicts; 2.Affirm the proposed Volunteer Trail Patrol Program forthe Preserve by directing staff to implement the Program in cooperation with the Palos Verdes Peninsula Land Conservancy; 3.Direct staff to convert un-programmed interpretive hours'fn the Mountains Recreation and Conservation Authority Contract to Preserve patrol hours;and 4.Authorize staff to augment the PVPLC's trail signage responsibilities by including $10,500 of City monies in FY 13-14 toward improving trail signage in the Preserve. 2-1 6-21 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.2 BACKGROUND On October 2,2012,the City Council adopted certain trail route and trail use amendments to the 2008 Council-adopted Preserve Trails Plan (PTP)for the Palos Verdes Nature Preserve (Preserve).During the Council's discussion that evening, concerns were raised regarding reported trail user conflicts adversely impacting biological resources and trail users'experiences in the Preserve.The concerns expressed generally pertained to violations of the Preserve rules (as codified in the City's Municipal Code),including extreme downhill mountain bike speed,and hikers,equestrians and mountain bikers off designated trails;as well as poor trail etiquette between the different user groups.In response to these concerns,the City Council directed staff to bring back a report on management tools that could be used in the Preserve to minimize trail user conflicts.As such,the Council is being asked to receive and file a report on such management tools,as well as affirm a Volunteer Trail Patrol (VTP)Program developed by City and PVPLC staff to assistwith the enforcement of City regulations in the Preserve,and to convert un-programmed interpretive hours to patrol hours for the MRCA Rangers. DISCUSSION The Council-adopted PTP identifies designated trail routes and trail uses for each of the eleven Reserves that make up the entire 1,400 acre Preserve.Existing trails that are not identified in the Council-adopted PTP are considered unauthorized trails,and in the interest of habitat preservation,are closed to the public as required in the City's Natural Communities Conservation Plan (NCCP).Since the adoption of the PTP,ongoing efforts have been employed to change Preserve user behavior to comply with designated trail routes and uses, and to discontinue the use of unauthorized trails.Examples include creating trail map brochures,providing maps on the City and PVPLC websites,and installing signs,such as welcome signs at the Preserve entry points and trail markers along designated trails specifying the allowable uses on each trail.Additionally,the Preserve is patrolled by Rangers,a City service provided by the Mountains Recreation &Conservation Authority (MRCA),who enforce the City's ordinances.However,it has become evident that improved efforts are needed to address trail user issues that continue to arise.Moreover,an occurrence,not unique to the City's Preserve,is trail user conflicts.Trail user conflicts are a more common source of contention throughout open space areas when multiple users share the use of trails.Research has revealed techniques to address trail user conflicts that have been successful for other agencies. In order to minimize the potential for trail user conflicts from occurring in the Preserve,City and PVPLC staff have worked closely to identify certain management tools that can be implemented to minimize or avoid such conflicts,as discussed below. 1.Management Tools to Reduce Trail User Conflicts The following are management tools intended to reduce trail user conflicts that the City and the PVPLC have either implemented or are planning to implement within the very near future. 2-2 6-22 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.3 Installation of Preserve Rules Signs In order to better achieve compliance with the Preserve rules specified in the City's Municipal Code,signs that concisely cite the City's regulations will help educate visitors and reduce any ambiguity or confusion about permitted and prohibited activities in the Preserve. Additionally,adequate signs also strengthen the ability for Ranger-issued citations to stand up in court.Therefore,the City will install newly-designed "Preserve Rules"signs at approximately 58 entry points to the Preserve in the coming weeks.The "Preserve Rules" signs are approximately 30"x 36"in size and will be installed at eye-level to maintain a human scale and to minimize view impacts.The signs list the permitted and prohibited activitie,s in a concise and modern style. It should be noted that manufacturing and installing the "Preserve Rules"sign at the 58 entry points is estimated to cost approximately $14,000.According to Public Works,this cost will be absorbed by an existing FY13-14 budget line item for Parks,Trails and Open Space Maintenance. Updating Trail Markers Pursuant to the 2011 Council-adopted Management Agreement between the City and the PVPLC,the City is responsible for installing entry regulatory signage (as noted above)and the PVPLC is responsible for installing trail markers (up to 25 per year).Upon approval of the trails plan for Filiorum,trail signage was installed in this Reserve.PVPLC installed additional signage and revised some trail signage to better delineate authorized trails at the Abalone Cove,Portuguese Bend,and Forrestal Reserves.The PVPLC has also embarked on an update to the existing trail markers in key areas of the Preserve.Updates to the Portuguese Bend Reserve have begun,and include re-ordering trail marker decals so that the name of the trail is followed by a directional arrow and then a list of the designated uses for each trail segment. It should be noted that the PVPLC has limited funding and is not able to update all the trail markers in the Preserve,but are initially focusing on Portuguese Bend Reserve because of its higher levels of use and availability of funding through a grant.If the City Council identifies this management tool as a high priority,the Council may wish to consider expediting the process by funding the updating of existing trail marker signs at a cost of $70 per sign.Using the same Parks,Trail and Open Space Maintenance budget line item in the FY13-14 budget referenced above for the "Preserve Rules"signs,staff recommends allocating $10,500 to update the trail markers. Trail Closures To effectively deter Preserve visitors from accessing unauthorized trails or areas,a commonly used management tool is to close the trail or area in a way that makes it an unattractive option.Such methods include effective and well placed signs,disguising or blocking access to the trail through barriers (posts and cable)or brush,and screening the area from a Preserve visitor's line of sight.These management tools are currently being 2-3 6-23 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.4 used by the PVPLC at various locations in the Preserve.It should be noted that this management tool has a tendency to require on-going monitoring because of disobedient trail users and can be costly to the PVPLC if improvements have to be continuously replaced or repaired.However,to counter such behavior,City and PVPLC staff are working closely with the Rangers to strategically monitor key areas ofthe Preserve and ensure that unauthorized spur trails remain unattractive through the use of the described trail closure management tools,such as replacing brush and repairing signs if removed or vandalized. Adopt a Trail Program The PVPLC will be implementing an "Adopt a Trail Program"within the next few months. This program will allow PVPLC volunteers to adopt a specific trail segment to assist the PVPLC in maintaining the condition of a trail,closing and monitoring any unauthorized spur trails,replacing signs,and addressing vandalism associated with trail closure measures, among other things.This program will also help to augment the trail closure management tools described above. Installation of Temporary Security Cameras In the past,the City has asked the Sheriff's Department to install a hidden temporary camera that can be used to monitor locations,particularly for vandalism.The camera has been successfully used to capture destruction of trail closure mechanisms.It should be noted that it is unlikely that the camera will be able to capture information that will allow the City to issue a citation;however,the camera is helpful to determine certain trends,such as what time damage tends to occur,so that law enforcement may better target the area in question.The Lomita Sheriff's Station currently has two such cameras available to the City on a limited basis,if not already being used by the Sheriffs for other criminal investigations. Volunteer Trail Patrol Program Many agencies have success with volunteer trail patrol programs used to educate the public on proper open space use.Through such programs,volunteers educate the public,provide valuable information to law enforcement personnel on incident trends and the condition of an open space area,and provide a uniformed presence to deter misuse.Most agencies recruit volunteers from the multiple user groups that are active in an area to promote cooperation between the user groups, and so that volunteers can effectively reach out within their own user group to correct behavior. With this mind,City staff and PVPLC began to develop a Volunteer Trails Patrol Program for the Palos Verdes Nature Preserve.In order to ensure that the various user groups (hikers, mountain bikers,and equestrians)were engaged,an informal advisory team was assembled with representation from each of·these user groups to assist in the development of the Program.Since the October 2 nd City Council meeting,the team has met on several occasions to discuss the Program and to exchange information gleaned from several agencies'existing volunteer programs. The Volunteer Trails Program has been developed into a handbook that is attached for the 2-4 6-24 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.5 Council's review (see attachment).Essentially,the approving agencies for the Program would be the City and PVPLC.A Volunteer Coordinator would be selected by the PVPLC, with input from the City to administer the Program.At this time,Barbara Ailor has been selected as the Volunteer Coordinator because of her knowledge of the Preserve and her commitment to perform the roles and responsibilities of the Volunteer Coordinator.The Volunteer Coordinator would serve as liaison between the City and PVPLC,and the volunteers.The volunteers themselves would consist of hikers,mountain bikers,and equestrians.The City and PVPLC would ultimately approve the program before its implementation,and would remain the approving entities because of their roles as land owner and habitat manager/conservation easement holder,respectively,and would work cooperatively to make sure the Program is balanced and in line with the agencies'goals. Staff recommends that the volunteers be covered through the City's insurance provider,the California'Joint Powers Insurance Authority (CJPIA),for general liability and Workers' Compensation.The cost of this cgyerage would likely be covered under the City's existing policy with CJPIA.However,depending on the Program's actual claims experience and other factors,the additional coverage could have an estimated annual cost of $1,000 for 30 volunteers. Converting Un-programmed Interpretive Hours to Preserve Patrol Hours In order to increase Ranger patrols of the Preserve without increasing the City's contract cost,staff recommends converting the Ranger's un-programmed interpretive hours to Preserve patrol hours.There are currently 500 interpretive hours that staff does not anticipate using through the duration of the current MRCA contract.As such,staff seeks Council concurrence to convert these interpretive hours to patrol hours,which would equate to approximately 6 additional patrol hours per week.Even with the conversion,the City would still be able to offer the popUlar Junior Ranger and Night Hikes programs at their current levels. 2.Potential Methods to Further Reduce Trail Use Conflicts In addition to the management tools described in the previous section that are either being currently implemented or will be implemented in the near future,the following are additional management tools that have been identified and could potentially help to further reduce trail user conflicts,but have certain limitations that prevent them from being implemented at this time. Increasing the Ranger Patrol Hours As previously noted,the City contracts with the Mountains Recreation and Conservation Authority for enforcement services in the Preserve.The current 3-year contract is for 7,680 patrol hours and 1,335 interpretive hours,This averages to 46 patrol hours and 8 interpretive hours per week.The MRCA Rangers also patrol 70,000 acres in the Santa Monica Mountains Conservancy (SMMC),and have shared that the level of patrol time in the Palos Verdes Nature Preserve is similar to what is provided in the SMMC when considering the ratio of ranger hours and Preserve acreage.However,all open space areas are unique 2-5 6-25 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.6 and present their own management and enforcement challenges. The Rangers have a varied schedule in order to monitor activity during different times,and so that their schedule is not predictable.They typically patrol five days each week,and this almost always includes both Saturday and Sunday,when Preserve use is heaviest.Many factors determine how and where a Ranger patrols during a specific shift,including weather, time of day,input received on Preserve issues,types of violations the Rangers are targeting, and ocean tides.While Rangers patrol all eleven Reserves that comprise the Palos Verdes Nature Preserve,they spend most of their time in areas with higher levels of use,or where violations are anticipated.Rangers patrol on foot and by vehicle,depending on the violation they are addressing. The Rangers'primary goals are to patrol the Preserve to achieve rule compliance through education and enforcement and to keep the City apprised of the conditions and types of activities taking place in the PreseAfe.They promote public safety,are wild land firefighters, are in communication with emergency response agencies,and make valuable recommendations to the City on enforcement and the safety of Preserve visitors. Rangers receive direction from the City,and several tools and information sources are used to prioritize their patrols,including public input,issues reported to the City (via email, voicemail,or the Ranger Hotline),Ranger observations,and City and PVPLC observations. Calls to the Ranger Hotline (310-491-5775)and other reports from the public are especially helpful to prioritize patrols,because public and Ranger observations make it possible to understand trends in the Preserve,so that patrols can be designed to most effectively encounter and correct Preserve misuse.The Ranger Hotline is not intended to address violations reported in real time.Rather,it allows the City to establish violation and use trends,and it also provides the public with an opportunity to speak directly with a Ranger for Preserve information. If the City Council believes that additional Ranger patrol time is needed in the Preserve, beyond the proposed conversion of un-programmed interpretive hours discussed previously, the City Council may choose to increase the current contract with MRCA for additional patrol hours.In this case,the contract cost increase would be negotiated with MRCA,but would include scheduled increases in the Rangers'fully burdened hourly rate that are included in the current contract.The current rate is $58.80 per hour through June 30,2013,which will increase to $60.56 per hour for the period between July 1,2013 and June 30,2014.It should be noted that one of the reasons that led to the formation of the Volunteer Trail Patrol Program,as previously discussed,was to assist the Rangers in observing certain activities and behaviors in the Preserve,through the added presence of volunteers,without significantly increasing City costs. The Sheriff's regular Deputies (crime cars)do not patrol the Preserve,but will respond to particular violations as appropriate,including illegal parking,illegal drugs, and violence.The CORE Team Deputies do patrol the Preserve,but on a limited basis,as their schedules and other duties allow.A significant increase in the amount of time spent in the Preserve would not be available without reprioritizing the work of the CORE Deputies,or adding another member to the team.The current annual cost for a grant deputy is $175,000.However,the 2-6 6-26 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.7 Western Avenue/PVDS Bicycle Patrol included in the FY13-14 bUdget has allowed the CORE Team to spend additional time patrolling the coastal portions of the Preserve on an overtime basis.Through this special program,which has a total budget of $30,500,the CORE Team has been spending between 2 to 6 hours per week in the Preserve.The majority of the time has been spent in Abalone Cove,Sacred Cove and the area around the archery range,although the Team also travels on Burma Road through the Portuguese Bend Reserve,since they access the coastal area on all-terrain vehicles from Del Cerro Park. Increasing the City's Violation Fines At the October 2nd City Council meeting,the PVPLC and some members of the public suggested that the City consider increasing its fines to further deter illegal activity in the Presenie .. With the exception of fires/open flames or aircraft (such as paragliders),which are classified as misdemeanors,all other violations of RPVMC Chapter 12.16 (Streets,Parks and Recreational Facilities)are identified as infractions in the City's adopted Bail Schedule (Resolution No.2010-20).The City's established fine for an infraction (such as dogs off- leash,after hours use,littering,nudity,etc.)is $50 for the first offense,$100 for the second offense within 12 months,and $200 for the third or more offense within 12 months.The City's fine for a misdemeanor is $100 for the first offense,$200 for the second offense within 12 months,and $500 for the third or more offenses within 12 months. At this time,staff does not recommend increasing the City's fines for several reasons: •Based on staff's research,City fines are comparable to those charged by other local agencies. •Many of the violations are not unique to the Preserve and also apply to other public property and parks within the City. •In order for citations to be effective and the fines collected,adequate signage must be in place to reduce the likelihood of citations being dismissed or the fines being significantly reduced in court.. Rather,staff recommends first using the Volunteer Trail Patrol Program to increase public education and awareness of activities taking place in the Preserve;and,improving Preserve signage and trail closures. Nonetheless,if these methods do not prove to be effective,the City Council could consider amending the City's Bail Schedule to increase fine amounts and/or reclassifying some violations.However,staff would strongly advise caution in reclassifying an infraction to a misdemeanor,as a misdemeanor is a more serious offence that goes on a person's record. People receiving a misdemeanor may be more likely to vigorously challenge it and the court may be less inclined to uphold the citation if it is perceived to be disproportionate to the offence. 2-7 6-27 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.8 Implementation of a Bicycle Bell Program At the October 2nd Council meeting,CORBA representative,Troy Braswell,informed the City Council that CORBA had applied to the California Trails and Greenways Foundation for a grant to implement a bell program within the Preserve.Essentially,this program would provide mountain bikers with bells to help alert equestrians and hikers of the mountain bikers'presence.Since that meeting,Mr.Braswell informed staff that CORBA did not receive the grant.Additionally,staff's research has shown that ringing a bell may spook a horse,and that bell programs are not advised in the Preserve for that reason. ADDITIONAL INFORMATION Ishibashi Trail Update "':.,- At the October 2 nd Council Meeting,based on public testimony and Council comments, Councilman Knight asked staff to monitor the Ishibashi Trail in the Portuguese Bend Reserve and to provide the City Council with a follow up ref0rt on trail user conflicts,reckless trail use,and habitat damage.Since October 2n ,PVPLC Keepers,while performing maintenance in the Reserve,witnessed bikes traveling down Paintbrush Trail,and Paintbrush spur trails very fast and continuing onto Ishibashi Trail in an unsafe manner on three separate occasions (October 3,2012;January 4,2013;and,February 3,2013).One of these instances nearly resulted in a Keeper being hit by a mountain bike.In addition,on October 3,2012,the City received a call through the Ranger Hotline reporting a mountain bike jump located on Ishibashi Trail.Rangers have reported limited misuse of Ishibashi Trail since October 2012,and attribute the improved behavior to increased Ranger presence in the area,heightened awareness of concerns on Ishibashi Trail,and PVPLC installation of measures to slow bicycles on the trail and close off spur trails. Trails Oversight Committee and Public Input At the October 2nd meeting,there was some Council discussion on the possibility of forming a committee to oversee the Preserve.At this time,City staff does not feel that such a committee is necessary.This is because,as described in the PUMP document that was transmitted to the Council on March 5th (see Section S.c);a process has been defined to engage the public by the City and the PVPLC.Specifically,when public use issues are brought to the PVPLC's attention,the PVPLC will either take the appropriate action to address the issue in accordance with its mandatory or permissive obligations under the Preserve Management Agreement or request the City to take certain action if the issue falls under the City's Preserve responsibilities described above or in the Preserve Management Agreement.If issues brought to the City's attention directly fall under the City's Preserve responsibilities,staff will take appropriate action.These issues will be addressed at the monthly team meetings between the City and the PVPLC. In addition,the PVPLC will use reasonable efforts to ensure public involvement and participation in the management and periodic evaluation of the Preserve.Such efforts may include,but are not limited to,PVPLC's participation in the Annual Report presentation to the 2-8 6-28 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.9 City Council;involving members of the community as "keepers"to provide regular monitoring of the Preserve;soliciting public comments through outreach such as comment boxes, mailings,events and workshops;and inclusion of members of the public on committees that the PVPLC may from time to time establish. In summary,staff believes that the present system of soliciting public input on City/PVPLC Preserve management activities and Preserve enforcement issues from Preserve users and adjacent residents via the City's website,Ranger Hotline and the PVPLC Keepers program provides more opportunity for public input than periodic committee meetings that may only be attended by a few.Furthermore,staff believes that instituting the Volunteer Trail Patrol Program described earlier in this Staff Report will provide additional public input to staff via the reports of the Program's volunteers.It should also be noted from past experiences,a formal oversight committee would require a significant amount of added staff time and/or diversion from other assignments. CONCLUSION To reduce trail use conflicts within the Preserve,staff recommends a combined effort between the City and PVPLC that includes implementing a Volunteer Trail Patrol Program, improved signage and spur trail closures within the Preserve,and converting un- programmed MRCA interpretive hours to patrol hours.Staff proposes updating the Council on the success of this team effort in 2014 when the Council reviews the PVPLC's annual Preserve Management report. FISCAL IMPACT Based on the discussion herein,staff has identified the following costs that may be incurred by the City for implementation of certain management tools to reduce trail user conflicts. Additional Signage The cost for the City to install "Preserve Rules"signs at the 58 entry points is estimated to be approximately $14,000.This cost will be absorbed by an existing budget line item for Parks, Trails and Open Space Maintenance.Further,if the City Council believes that the City should augment the PVPLC's efforts to update the trail markers,an additional $10,500 could be allocated from the FY13-14 budget,through the Parks,Trails and Open Space Maintenance Fund. Volunteer Trail Patrol Program Annual costs are anticipated to be $10,140 for a Volunteer Trail Patrol Program with 30 volunteers.Costs include training,background checks,general liability and Workers' Compensation coverage through the City/CJPIA,printing costs,miscellaneous costs (i.e. food for quarterly volunteer meetings),and uniforms.Costs do not include staff time.To off- set a portion of the program's cost,the City Council may wish to consider requiring individuals to pay a one-time set fee to participate in the Volunteer Trail Patrol Program in the amount of $50-$100 per individual.A lower annual fee may also be considered 2-9 6-29 CC MEMORANDUM -TRAIL USER CONFLICTS MARCH 19,2013 P.10 thereafter to cover the cost of continuing training,replacement uniforms,etc. Attachments •Draft Volunteer Trail Patrol Program Handbook •PVPLC Correspondence dated March 11,2013 2-10 6-30 Attachment #5 Public Correspondence 6-31 Katie Howe From: Sent: To: Cc: Subject: Carolynn Petru Wednesday,March 20,20139:20 AM Katie Howe;Ara Mihranian Joel Rojas FW:The Volunteer Trail Patrol -----Original Message----- From:Margaret Bonvechio [mailto:mbonvechio@hotmail.com] Sent:Tuesday,March 19,2013 7:47 PM To:CC Subject:The Volunteer Trail Patrol Dear RPV Council, I am writing to express my support of the efforts of the Volunteer Trail Patrol program to protect our natural habitat and trails on the peninsula.We are so fortunate to have such a beautiful place to live and hope to continue to enjoy the natural trails with my family.I am a mother of three children (ages 9,7,and 5)and have often enjoyed hiking with my husband and our family.A few months ago,my daughter was doing a school project on the Mariposa Lily and its uniqueness to Forrestal.As we were hiking the trail searching for the flower we were startled by a fellow on a dirt bike racing down the trail at an alarming speed.We hopped off the trail and were ever so careful for the rest of the hike.I am sorry to'say that we have not been back out on a trail since then but I hope that the efforts of the Volunteer Trail Program will keep the park area safe for families like us to continue to enjoy. Thank you for listening to my concerns. Margaret Bonvechio Palos Verdes Estates resident 1033 Via Palestra,PVE 1 6-32 Katie Howe From: Sent: To: Subject: Carolynn Petru Wednesday,March 20,2013 1:48 PM Ara Mihranian;Katie Howe FW:Trail riding and patrol From:kmvertullo @dslextreme.com [mailto:kmvertullo@dslextreme.com] Sent:Wednesday,March 20,2013 12:03 PM To:CC Subject:Trail riding and patrol As an everyday horserider of the PV area trails,I would like to add my name to those who appreciate a positive forward move regarding preserving our unique community.If a Volunteer Trail Patrol is organized,I would be a very willing participant in the program.I also wish to be counted as one who echoes the sentiments expressed by Nancy Wildmari In her letter.If you could,please add my email address to those with whom you correspond and send updates on the trail situation. Thank you. Kathy Vertullo 310-530-1019 Kmvertullo@dslextreme.com 1 6-33