M E E T I N G N O T I C E AND A G E N D A

Transcription

1 M E E T I N G N O T I C E AND A G E N D A MANAGEMENT COMMITTEE for the MONTEREY REGIONAL STORMWATER POLLUTION PREVENTION PROGRAM DATE: Wednesday, TIME: 10:00 a.m. LOCATION: MRWPCA Administrative Office Board Room Ryan Ranch 5 Harris Court, Bldg D, Monterey CA NOTE: Under the terms and conditions of the Memorandum of Understanding for the Monterey Regional Storm Water Pollution Prevention Program, the Management Committee (MC) was created to provide overall Program coordination, review, and budget oversight with respect to the NPDES permit. The MC is to consider permit compliance, w/ majority concurrence of the Permittees (listed below as Member Entities), as the primary objective in approving Program tasks and corresponding budgets. The MC is comprised of one representative from each of the Permittees. None of the representatives are elected officials or policy makers for the entities they represent. Stakeholder feedback may either be provided during the Public Comment agenda item or the Program Manager may be contacted regarding any questions or feedback for the Management Committee. Responses to these items will be reported in the Management Committee Meeting Minutes. Should an interested stakeholder or a member of the public wish to make a presentation to the Group, the Program Manager should be contacted to schedule the presentation for a subsequent meeting. OFFICERS: PARTICIPATING ENTITIES: Chairperson: Sarah Hardgrave City of Pacific Grove City of Del Rey Oaks City of Pacific Grove County of Monterey OTHER COORDINATING ENTITIES: Monterey Peninsula Unified School District Carmel Unified School District EX-OFFICIO MEMBERS: Association of Monterey Bay Area Govts. Vice-Chairperson: Tricia Wotan City of Monterey City of Monterey City of Seaside City of Carmel-by-the-Sea Pacific Grove Unified School District Pebble Beach Company City of Marina City of Sand City Monterey Bay National Marine Sanctuary Agenda Items Page No. 1. Call to Order/ Roll Call Public Comments Consent Agenda: A. Approve MRSWMP Meeting Minutes for January 25, 2012 B. Receive Public Education/Outreach Program Summary Report and Invoice for February Informational Items: Pending Actions Before the State Board Legislative Update 8 5. Discussion Items: Selection of Year 6 Public Workshop Topic Selection of Date and Venue for Slow It, Spread It, Sink It Workshop Regional Joint Effort Regional Monitoring Program Development Allocation of Carryover Funds from Previous Years Proposed FY MRSWMP Budget Management Committee Member/Program Manager Comments Adjournment - Set next meeting date for March 28,

2 Management Committee Agenda MRSWPPP MANAGEMENT COMMITTEE * * * AGENDA TRANSMITTAL FORM * * * MEETING DATE: AGENDA ITEM: 3 AGENDA TITLE: Consent Agenda Items APPROVE OF MRSWMP MEETING MINUTES A. Minutes of the January 25, 2012 Meetings Reference: Heidi Niggemeyer, Program Manager Recommended Action: Approve Minutes REPORTS OF STAFF B. Public Outreach and Education Program Summary Report and Invoice for February 2012 Reference: Maris Sidenstecker, PE/PO Program Coordinator Recommended Action: Approve Summary Report and Invoices ATTACHMENTS: 1. Meeting Minutes for January 25, Public Outreach and Education Summary Report and Invoice for February 2012 RECOMMENDED ACTION: Approve the Meeting Minutes and Staff Report 2

3 Management Committee Meeting Minutes January 25, 2012 Attachment 1 MRSWMP MANAGEMENT COMMITTEE MONTHLY MEETING MINUTES Regional Storm Water Permit Participants Group Meeting January 25, 2012 Call to Order The monthly Meeting of the Monterey Regional Stormwater Group was called to order by Mr. Reeves at 10:05 am on Wednesday, January 25, Roll Call Management Committee (MC) Members: City of Monterey Tom Reeves City of Seaside Scott Ottmar City of Carmel-by-the-Sea Sean Conroy City of Del Rey Oaks Absent City of Marina Edrie De Los Santos City of Pacific Grove Sarah Hardgrave (Chair) City of Sand City Richard Simonitch Monterey County Tom Harty MRSWMP Staff: Program Manager Heidi Niggemeyer Other Staff: PE/PO Coordinator Maris Sidenstecker City of Monterey Tricia Wotan Monterey County (Intern) Etheline Cimatu Members of the Public: US Army Garrison, Presidio Tania Leisten Monterey County Dept. of Environmental Health Richard LeWarne, Susan Rimando Other Coordinating Entities: Pebble Beach Company Thomas Quattlebaum Ex-Officio Members: MBNMS Lisa Emanuelson 2. Public Comments None 3. Consent Agenda: Motion made by Sand City to approve the consent agenda items; motion seconded by Monterey County. Motion passed unanimously. Public Comment: None 4. Informational Items: Ms Niggemeyer gave a brief update of the items provided for informational purposes. The new draft Phase II MS4 permit is now scheduled to be released second quarter 2012; the State is meeting with NGOs in February and remaining CASQA subgroups after the NGOs SSC has requested 60-day comment period instead of 45. CASQA Program Effectiveness Assessment Manual will be used Industrial inspections and CBSM requirements have been removed from the Phase II permit PE/PO section is being rewritten and may reflect a program like Monterey Regional s SWRCB meeting on March 21, 2012 regarding SWQPAs; could result in entire Monterey and Pacific Grove coastline having additional monitoring requirements 3

4 Management Committee Meeting Minutes January 25, 2012 Current MRSWMP MOA needs to be updated to reflect current Permittees, correct population figures, and structure of MRSWMP program SSC is recruiting additional entities in southern CA to add more coastal communities Mr Reeves gave an update on the regional monitoring program development meeting held January 23 at MBNMS. The objective of the monitoring program is to create a program that focuses on answering key management questions. Public Comment: None 5. Department of Environmental Health Beach Posting/Closure Protocol; Ms Hardgrave introduced Susan Rimando and Richard LeWarne who were invited to discuss the AB411 beach monitoring process. Mr Reeves gave some background information as to why clarification was requested from the County Health Dept. Ms Wotan informed the Group that the CCWB has a sewer spill reporting protocol on their website. Mr LeWarne explained the DEH sewer spill response protocol. Beaches are automatically closed if a known sewer spill has occurred and has reached the beach. Further discussion ensured as to how beaches are posted. The new EPA revisions to the recreational water quality criteria for bacteria were also addressed. Action Items: Monterey Regional entities will contact the DEH to review their beach posting locations to confirm they are located in appropriate locations. Action Items: Management Committee members will send any comments they have on the revised EPA recreational water quality criteria for bacteria to Ms Niggemeyer Public Comment: None 6. Proposed Budget for FY : Ms Niggemeyer introduced the draft FY budget. Ms Sidenstecker provided a handout outlining the total of in-kind services Save The Whales and other MRSWMP partners have provided throughout the last 5-year permit term. The total is $241,418. Ms Niggemeyer wanted the Management Committee and others to see what the true costs of the MRSWMP PE/PO program really are. Ms Sidenstecker reminded the Group that the handout does not include the time and services volunteers provide to the program. These costs would also be crucial to entities that do not have volunteers to utilize. Because of the reduction in grant funding availability, these are costs that now need to be included into the next budgets. Ms Niggemeyer reminded the Management Committee how the timing on the invoicing of the new permit year and the start of the budget season occur. Ms Hardgrave recommended that a new schedule for invoicing and carryover fund distribution be considered. Entities should be invoiced on July 1 of the permit year and address the carryover distribution when it occurs. Action Items: Ms Sidenstecker will revise her proposed Year 7 PE/PO budget to account for all in-kind services provided previously to be presented at the next Management Committee meeting. Ms Niggemeyer will revise the FY budget to account for the new PE/PO proposed budget and the new estimated carryover amount and contingency fund. Public Comment: None 4

5 Management Committee Meeting Minutes January 25, Election of Management Committee Chair and Vice Chair: Ms Hardgrave (Pacific Grove) was elected Chair. Mr Harty (Monterey County) and Ms Wotan (Monterey) were nominated for Vice-Chair. Mr Harty indicated that he would like be included in the Chair/Vice Chair/Program Manager meetings and deferred his nomination to Ms Wotan. Ms Wotan was elected Vice Chair. Public Comment: Congratulations! 8. Management Committee Member/Program Manager Comments: Pacific Grove: Ms Hardgrave reported that Pacific Grove making progress with their ASBS grant. MBNMS has been contracted for the monitoring work. The flow meter has been installed at Greenwood Park; they are getting good flow data during the recent storms. The CSUMB graduate watershed institute students are developing a hydrology model for the Greenwood Park watershed. MBNMS: Ms Emanuelson stated that they were driving up to the AB411 Beach Monitoring meeting and are leaving at Monterey County: Mr Harty stated that he received an from the CCWB regarding trash noticed by the CCAMP monitoring team. He reminded the Group that people are out there so be cognizant of potential trash issues. Marina: Mr Shimek sent Ms Niggemeyer and Ms Epp an regarding a map indicating that Marina may have an outfall that discharges to the ocean. Ms Leisten (Army) stated that this outfall may be under the ownership of the Army. Ms Leisten will work with Marina to determine whose outfall it is and whether it has been closed or not. Program Manager: Ms Niggemeyer informed the Group that the Prop 84 grant proposal is considering all LID planning and implementation work since Feb 2008 can be counted as inkind match. She also needs resumes and bios from members participating in the SWAG steering meeting. Open Session meeting adjourned at 12:15 pm. Next Meeting will be held on March 28, 2012 at 10:00 am. 5

6 Attachment 2 PUBLIC EDUCATION/OUTREACH PROGRAM SUMMARY FOR JANUARY 2012 EVENTS: Invited to attend the Cutting Day event in Monterey and the NPS Earth Day event. Invited by Sustainable Seaside Group to come and talk at their annual meeting about how we can coordinate with them on community efforts. Coordination to keep the native plants watered by Return of the Natives and myself in Metz park-seaside! Coordinate with RCD on details and possible dates for Slow It, Sink It, Spread It workshop. SERVICE LEARNING STUDENTS: Recruited 7 new students to help with the program this semester. This is the most we have ever had. STENCILING: Ordered stencil emblems and epoxy for MRSWMP. SCHOOL OUTREACH: Gave 5 presentations with the hands-on storm drain model to classrooms in: Pacific Grove 3 classrooms of 6 th middle school students Monterey- 1 classroom at York, grade (they also want to stencil storm drains around their school in Ryan Ranch area). Carmel Valley -1 classroom of 4 th graders OWOW: Scheduled date with Home Depot manager and staff to do a tabling event in store to talk to people about non-toxic alternatives. Restock the OWOW racks in OSH and Home Depot. Order educational products for OWOW outreach. 6

7 INVOICE FOR JANUARY 2012 PE/PO PROGRAM Consultant Fees (Ed. Services): $3, Balance Remaining: $24,940 Misc. Fund: $ Balance Remaining: $1, Mileage: $38.50 Balance Remaining: $ Program Activities Description Hours School Outreach/Teacher Workshop Contact schools and book presentation dates Give 3 presentations in PG middle schools, 1 presentation to York class in Monterey, 1 presentation in Carmel Valley school. Service Learning Students Recruit 7 new CSUMB students for the 6.25 semester to assist with the program. Sign off on all paperwork and develop matrix of activities for students. Stenciling Coordination for areas in cities to do. Order 4.0 emblems needed for MRSWMP. Residential Outreach Speak to Sustainable Seaside about 1.75 coordination. Invited to speak about how to coordinate efforts to all Sustainable groups at their annual meeting in March. Public Events Book upcoming events (Cutting Day, NPS 0.75 Earth Day. Coordinate volunteers for Metz park native garden to weed and water. Visitor Center & BMP Restock Restock educational materials on storm drain 0.5 display at REI. OWOW Restock/ IPM Outreach Book date for tabling at Home Depot. Order 3.5 Events products from BAASMA for OWOW outreach. Restock OSH and Home Depot racks. Meetings/ Assist PM With Workshops Monthly MRSWMP meeting, planning for Slow 2.75 It, Sink It, Spread It workshop. Vendor Coordination Vendor invoices and correspondence. 2.0 Bilingual TV Ads Website Review & Correspondence with MRSWMP/ Reprint Materials Coordinate partners and answer their questions on campaign. Correspondence with MRSWMP group and PM TOTAL HOURS:

8 MRSWPP MANAGEMENT COMMITTEE * * * AGENDA TRANSMITTAL FORM * * * MEETING DATE: AGENDA ITEM: 4 AGENDA TITLE: Informational Items SUMMARY: The following items are provided for information only. Pending Actions Before the State Board: ASBS Special Protections The SWRCB has revised the ASBS Special Protections and will hold an adoption Hearing on March 6 th at 9:00 am. Written comments must be submitted by noon on February 21 st and they can only address the recent changes made to the Special Protections themselves. As of Friday, February 17 th, the Final EIR and the Response to Comments had not been posted to review. The revised Special Protections can be found at: Ocean Plan Amendment for SWQPA Designation As part of the Ocean Plan triennial review, the SWRCB has proposed an amendment establishing criteria for designating State Water Quality Protection Areas (SWQPA), including controls and prohibitions applicable to existing and future point source and non-point source discharges. A public hearing to receive public input and comments only is being held in Sacramento on March 21 st at 9:00 am. No Board action will be taken. The draft staff report and SED can be found at: Phase II MS4 General Permit The State is currently meeting with NGOs during the month of February to discuss the draft permit. They will meet with the final CASQA subcommittees in March. The Monitoring subgroup is currently schedule to meet in Sacramento on March 13 th ; however, they are trying to reschedule to a later date due to the SWQPA and ASBS hearings. Potential Upcoming Ocean Plan Items According to the Triennial Review Work Plan, the following items are coming due for review (possible amendment) during 2012: o Model Monitoring Amendment o Water Quality Objectives for Desal Facilities and Brine Disposal o Adoption of fecal coliform standard for shellfish harvesting areas o Statewide Trash Policy Legislative Update: The Coalition for Practical Regulation (CPR), led by Ken Farsing of Signal Hill, CA, is working with the City of Long Beach to introduce the attached bill to provide a standard for MEP for municipal NPDES permits that is more aligned with the MEP standard provided by Congress. The bill provides for the consideration of economic feasibility in MS4 regulations. (Excerpt) The MEP standard is to be a standard of compliance that utilizes a highly flexible and iterative process, and which balances various factors, including but not limited to, technical feasibility, cost, effectiveness, public acceptance, and regulatory compliance. ATTACHMENTS: 1. Draft Proposed Bill to Define MEP for MS4 Permits RECOMMENDED ACTION: None- For Information Only 8

9 Attachment 1 9

10 10

11 MRSWPPP MANAGEMENT COMMITTEE * * * AGENDA TRANSMITTAL FORM * * * MEETING DATE: AGENDA ITEM: 5 AGENDA TITLE: Discussion Items SUMMARY: The purpose of the Agenda item is to hold a discussion among Management Committee members to determine next course of action. 1. Selection of Year 6 Public Workshop Topic (BMP 2-1.d): According to BMP 2-1.d, the MRSWMP Group is required to conduct a public workshop in the spring to focus on a specific target audience and associated contaminants of concern. The topic in Year 5 was Marine Debris. The measurable goals for this BMP are 40 participants in attendance and outreach to at least 80% of the target audience through mailings (newsletters, blasts, mailers, etc). The Management Committee needs to decide what the topic will be for Year 6. The recommendation from the Program Manager is Commercial Pressure Washing. Per the IDD logs in Monterey Regional s Annual Report, this was an issue of concern. This would also involve outreach to the Business Communities to alert them as to the MRSWMP requirements for pressure washing. 2. Selection of Date and Venue for Slow It, Spread It, Sink It workshop (BMP 5-7.c): According to this BMP, Monterey Regional is required to provide education and outreach regarding LID principles. Target audiences for this effort are the residential community and the Community Groups. Ms Sidenstecker is working with the Monterey County Resource Conservation District (RCD) to provide a workshop on the Slow It, Spread It, Sink It concepts to the Sustainable Groups in the area to help spread the word among the residential community. This would be a 2-hour workshop that could be held on a week night or on the weekend. A venue and workshop date needs to be determined. 3. Regional Joint Effort: Discussion/feedback on workshop held on February 15 th in Watsonville The following LID education and outreach items are due this quarter: o Sending a letter to professional organizations containing information regarding new interim LID requirements and upcoming hydromod criteria currently in development o Making a presentation to a professional organization regarding the same as above o Making a presentation at a local NGO meeting o Outreach to nurseries and garden centers to hold tabling event on stormwater friendly landscaping o Meetings with City/County staff to educate them on the entity-specific applicability thresholds, interim LID requirements, and the status of the Joint Effort (some entities have completed this) o Education and outreach to municipal officials regarding the stormwater management objectives of the upcoming code changes 4. Regional Monitoring Program Development: Ms Hardgrave will give a verbal update as to the status of the regional monitoring program being developed to address multi-regulation monitoring requirements. 5. Allocation of Carryover Funds From Previous Year: (item moved to Agenda item 6) ATTACHMENTS: None RECOMMENDED ACTION: Provide direction on items 1 and 2. 11

12 MRSWPPP MANAGEMENT COMMITTEE * * * AGENDA TRANSMITTAL FORM * * * MEETING DATE: AGENDA ITEM: 6 AGENDA TITLE: Proposed Budget for FY SUMMARY: The proposed Total Program Budget for FY 11/12 of $361,060 is outlined in the table below. A summary of the proposed PE_PO program budget in shown in Attachment 1. Explanation of MRSWMP program costs follow the table below; a full cost allocation separated by entity is shown in Attachment 2. Program Management $130,187 Public Education/Public Outreach Program * $140,000 MRSWMP Outfall Monitoring Program * $50,000 Other BMPs and Measurable Goals that are scheduled to occur in FY 11-12, and which are not included in the Program Management or Public Education/Public $4,300 Outreach Program costs Indirect 10% Associated with Items Listed Above $35,369 Carryover Estimate from Year 6 <$ 28,000> Recovery of unbilled Indirect Costs PAID Website Maintenance $750 Training, Mileage. And Resources Budget for Program Manager $ 3,000 Contingency Funds (All and P-Only) $ 25,454 Total Program Budget $361,060 Program Management: The total cost charged for MRWPCA s Program Management is $130,187. This cost covers the workload necessary to manage implementation of program BMPs and Measurable Goals utilizing a fulltime staff member. The Program Manager s salary is $77,492 with an overhead markup of This is broken down as follows: Hourly rate for PM - $37.26 Employee Benefits (49.41%) - $18.41 Vacation/Sick/Holiday (18.72%) - $6.98 Total Hourly Cost - $62.65 ($37.26 x 1.681) 12

13 MRSWPPP MANAGEMENT COMMITTEE * * * AGENDA TRANSMITTAL FORM * * * AGENDA ITEM: 6 (cont d) - Proposed Budget for FY Public Education/Public Outreach Program: * The Public Education/Public Outreach Program cost of $140,000 is an estimate based on Year 6 budget requirements. This is an estimate provided by Ms Sidenstecker according to current MRSWMP requirements. Program requirements will change after adoption of the new Phase II MS4 permit in May/June MRSWMP Outfall Monitoring Program: The monitoring program (BMP 2-2.d) has previously utilized the services of the Monterey Bay National Marine Sanctuary and their volunteers. The cost for this item of $50,000 is based upon previous years incurred costs. Other BMPs and Measurable Goals: In addition to the BMPs and Measurable Goals already being implemented, this next permit year will involve additional costs for implementation of Joint Effort BMPs. The Year 6 BMPs and Measurable Goals are described in detail in the Total Program Budget spreadsheet attached as a separate attachment to the that transmitted this Agenda packet. The proposed budget for these costs is $4,300. This includes funding for the following BMPs: $1500 for Workshops #1 and #2 (BMP 2-1.c & d) $500 req d contribution to Coastal Cleanup Day (BMP 2-2.a) $1000 req d contribution to Snapshot Day (BMP 2-2.d) $300 req d contribution to MBNMS for Backyard to Bay (BMP 2-2.d) $500 Construction Contractor training/outreach funds (BMP 4-4.b) $500 for education/outreach on LID (BMP 5-7.d) Indirect Costs: MRWPCA charges a 10% fixed cost on all of the MRSWMP program costs to compensate it for its indirect costs associated with the services MRWPCA provides, including: Use of agency financial and data processing system including network (hardware and software), specific financial hardware (printers/modems), and software. Costs include depreciation as well as internal and external maintenance, service agreements, software support, and payroll processing. Use of supplies and/or services that are not feasible or not cost-effective to segregate, such as disposables, shared office supplies, forms, paper, and postage. Purchasing services including purchasing staff time seeking bids, communicating with vendors, preparing requisitions and purchase orders. Use of existing office equipment (copies, fax machines, calculators, typewriters, computers) and their related repair, supplies, and maintenance. Centralized telephone system and use of Agency cellular phones Agency Administrative Building costs (use, utilities, insurance) Administrative services including agency-wide training programs (such as safety, sexual harassment), employee assistance program, and general office support. Use of upper level Agency staff for overall coordination, management and support of storm water permitting activities. Total indirect costs for the FY MRSWMP Program are $35,

14 MRSWPPP MANAGEMENT COMMITTEE * * * AGENDA TRANSMITTAL FORM * * * AGENDA ITEM: 6 (cont d) - Proposed Budget for FY Carryover Estimate from Year 6: The carryover expected includes the carryover from Years 1 5 and any cost savings in the PE/PO Program, the media collaboration, or the Other BMPs and Measurable Goals Portion of the Total Budget and what remains in the Contingency Fund. As is the case each year, whether there is a carryover or an overrun will not be known with certainty until the Agency closes out its books for FY 11/12 in September Website Development/Maintenance: The current MontereySEA website has been redesigned in Year 6 and will only need maintenance. Monterey County and the Program Manager will receive training from the website developer to post announcements to the new website. Program Manager Training, Mileage, and Resources Budget: The addition of a training budget item for the Program Manager was approved in September This amount ($3,000) covers costs for attending the CASQA conference each year and other webinars or training conferences. This allows the Program Manager to stay current on emerging stormwater items throughout the State. This line item also includes any mileage to local meetings and technical resources (books, papers, studies). Contingency Fund: To cover any unforeseen future costs in the program, a Contingency Fund was created for ALL entities and for Permittees only that contains the carryover breakdown from Year 6. This has been included in the overall budget. Cost Breakdown by Entity: Attachment 1 is the breakdown of costs by entity for this budget. The amounts shown in the attachment include all of the cost categories described above. No deductions were made for the estimated Year 6 carryover; these monies were added to Contingency Funds in anticipation of new Phase II permit requirements. When MRWPCA closes out its books on FY 11/12, we will know exactly how much was spent, and thus the amount of the carryover from the FY 11/12 budget. This amount will be used in preparing invoices to each Group member for their share of the FY 12/13 budget. Those invoices will likely be sent out in October The Management Committee is considering a different schedule for program invoicing and carryover refunds. A recommended approach was to invoice the entities on July 1 of the permit year and address the distribution of carryover funds in the fall after MRWPCA has closed out their accounting books for the previous year. ATTACHMENTS: 1. Proposed PE/PO Program budget for FY Estimate of Net Contributions Due From Each Entity for FY Budget. RECOMMENDED ACTION: 1. Direction to Program Manager on Distribution of Y6 Carryover Amount 2. Approval of the proposed FY 12/13 budget. 14

15 Attachment 1 15

16 16

17 17

18 18

19 19

20 20

21 Attachment 2 21