MANAGEMENT COMMITTEE MEETING AGENDA Wednesday, August 15, :30 p.m. 255 Glacier Drive, Martinez, CA, Conference Room A Closed Session: 1:30 pm

Transcription

1 MANAGEMENT COMMITTEE MEETING AGENDA Wednesday, August 15, :30 p.m. 255 Glacier Drive, Martinez, CA, Conference Room A Closed Session: 1:30 pm City of Antioch: City of Brentwood: City of Clayton: City of Concord: Town of Danville: City of El Cerrito: City of Hercules: City of Lafayette: City of Martinez: Town of Moraga: City of Oakley: City of Orinda: City of Pinole: City of Pittsburg: City of Pleasant Hill: City of Richmond: City of San Pablo: City of San Ramon: City of Walnut Creek: Contra Costa County: CCC Flood Control & Water Conservation District: Phil Hoffmeister / Lynne Filson Jagtar Dhaliwal / Meghan Laporta / James Campero Laura Hoffmeister / Mindy Gentry / Scott Alman Kevin Marstall / Frank Kennedy Chris McCann / Steven Jones / Mark Rusch Will Provost / Stephen Prée / Yvetteh Ortiz / Maria Sanders Mike Roberts / Jeff Brown / Jose Pacheco / Frank Kennedy Alexandra Majoulet / Donna Feehan / Mike Moran Tim Tucker / Khalil Yowakim Edric Kwan / Frank Kennedy Billilee Saengchalern / Keith Coggins / Frank Kennedy Scott Christie / Larry Theis / Jason Chen Tamara Miller / Frank Kennedy / Michelle Fitzer Jolan Longway / Fritz McKinley Frank Kennedy / Mario Moreno Joanne Le (Chair) / Ryan Smith Amanda Booth (Vice-Chair) / Karineh Samkian / Jill Mercurio Steven Spedowfski / Robin Bartlett / Maria Fierner Rinta Perkins / Carlton Thompson / Steve Waymire Cece Sellgren / Mike Carlson / Tim Jensen / Brian Balbas Mike Carlson / Tim Jensen / Cece Sellgren PLEASE MARK YOUR CALENDAR NOW Next Management Committee Meeting: Wednesday, September 19, :30 p.m. 255 Glacier Drive, Martinez, Conference Room A The Contra Costa Clean Water Program will provide reasonable accommodations for persons with disabilities that are planning to participate in Management Committee meetings. Contact Erica Lashley-Cornell at least 48 hours before the meeting at (925)

2 CONTRA COSTA CLEAN WATER PROGRAM Management Committee Meeting Agenda August 15, 2018 AGENDA Closed Session: 30 min. Start by: 1:30 pm Introductions/Announcements/Changes to Agenda: 15 min. 2:00 pm Public Comments: Any member of the general public may address the Management Committee on a subject within their jurisdiction and not listed on the agenda. Remarks should not exceed three (3) minutes. 5 min. 2:15 pm Regional Water Quality Control Board Staff Comments/Reports: 10 min. 2:20pm A. Selina Louie San Francisco Bay B. Elizabeth Lee Central Valley Consent Calendar: All matters listed under the CONSENT CALENDAR are considered to be routine and can be acted on by one motion. There will be no separate discussion of these items unless requested by a member of the Management Committee or a member of the public prior to the time the Management Committee votes on the motion to adopt. 5 min. 2:30 pm A. Management Committee Meeting Minutes July 18, 2018 (Courtney Riddle) B. ACCEPT the Following Subcommittee Meeting Minutes into the Management Committee Record: 1. Administrative Committee July 03, 2018 (Courtney Riddle) 2. Development Committee June 27, 2018 (Dan Cloak, Program consultant) 3. Public Information and Participation May 23, 2018 (Courtney Riddle) 4. Monitoring Committee June 11 and July 9, 2018 (Lucile Paquette) Presentations: A. Contra Costa Watersheds Stormwater Resource Plan Update and Project Tracking Tool Demonstration (Adêle Ho; Sandy Mathews, Larry Walker & Associates; Craig Gooch, PSOMAS) 30 min. 2:35 pm B. Final Staffing Plan Report (Courtney Riddle; Mitch Avalon, consultant) 20 min. 3:05 pm Reports: A. Administrative Analyst Recruitment (Courtney Riddle) 10 min. 3:25 pm 2

3 B. PCBs in Building Materials Project Update (Courtney Riddle; Sandy Mathews, Larry Walker & Associates) 15 min. 3:35 pm Information Items: A. BASMAA Committee Meeting Summaries 1. Trash 2. MPC B. Program Annual Report Timeline Old/New Business: 5 min. 3:50 pm Adjournment: Approximately 3:55 p.m. 3

4 UPCOMING EVENTS and/or DEADLINES August 30, 2018 September 30, 2018 October 15, 2018 October 15-17, 2018 Submit final Municipal Annual Report as a single PDF file to erica.lashleycornell@pw.cccounty.us or upload to Groupsite. CCCWP Permittee and Program Annual Reports Due to SFBRWQCB and CVRWQCBs Pollutants of Concern: Accomplishments and Allocation Report Due to SFRWQCB 14 th Annual CASQA Conference, Riverside. For more information later, visit FUTURE PROGRAM COMMITTEE MEETINGS All meetings held at 255 Glacier Drive, Martinez, Conference Room A, Except for Monitoring Committee which will be held at 255 Glacier Drive, Martinez, Conference Room G. August 22 4 th Wednesday September 5 1 st Tuesday (Changed due to holiday) September 10 2 nd Monday September 17 1 st Monday (Changed due to holiday) September 19 3 rd Wednesday September 26 4 th Wednesday (Reduced schedule) Development Committee (DC) Meeting, 1:30 p.m. 3:30 p.m. Administrative Committee (AC) Meeting, 9:30 a.m. 12:00 noon Monitoring Committee (MonC) Meeting, 10:00 a.m. 12:00 noon Municipal Operations Committee (MOC) Meeting, 10:00 a.m. 12:00 noon Management Committee (MC) Meeting, 1:30 p.m. 4:30 p.m. Public Information / Participation (PIP) Committee Meeting, 10:00 a.m. 12:00 noon MONTHLY BASMAA SUBCOMMITTEE MEETINGS Times and locations for the BASMAA Subcommittee meetings are subject to change. Development Committee, 1:30 4:00 p.m. Monitoring/POCs Committee, 9:30 a.m. 3:00 p.m. Public Information/Participation Committee, 1:30 4:00 p.m. Trash Subcommittee, 9:30 a.m.-12 noon 1 st Thursday 1 st Wednesday 4 th Wednesday 4 th Tuesday G:\NPDES\Management Committee\Agenda\18 19\MC Agenda docx 4

5 MANAGEMENT COMMITTEE MEETING MINUTES July 18, 2018 Attendance: MUNICIPALITY ATTENDED ABSENT City of Antioch City of Brentwood City of Clayton City of Concord Town of Danville City of El Cerrito City of Hercules City of Lafayette City of Martinez Town of Moraga City of Oakley City of Orinda City of Pinole City of Pittsburg City of Pleasant Hill City of Richmond City of San Pablo Phil Hoffmeister Meghan Laporta Laura Hoffmeister Frank Kennedy Chris McCann Will Provost Frank Kennedy Alexandra Majoulet Khalil Yowakim Frank Kennedy Billilee Saengchalern Scott Christie Frank Kennedy Jolan Longway Frank Kennedy Joanne Le (Chair) Amanda Booth (Vice- Chair) City of San Ramon Steven Spedowfski / Robin Bartlett / Maria Fierner City of Walnut Creek Contra Costa County Contra Costa County Flood Control & Water Conservation District Rinta Perkins Mike Carlson / Tim Jensen / Cece Sellgren Mike Carlson / Tim Jensen / Cece Sellgren Program Staff: Courtney Riddle, Beth Baldwin, Lucile Paquette, Erica Lashley-Cornell Program Consultants: Adêle Ho, Lisa Austin (Geosyntec) MEMBERS OF THE PUBLIC/ OTHERS/GUESTS: None 1. Introductions/Announcements/Changes to Agenda: Chair Joanne Le opened the meeting at 1:36 p.m. Following self-introductions, she asked if there were any announcements. Page 1 of 5

6 Beth Baldwin announced that she s having the Program s intern, Robert Alexander, contact municipalities for information on who does their structural and agricultural pest removal. She also announced the Phil Hoffmeister received a letter from Save the Bay, requesting that the city send an enforcement letter to Caltrans for trash. She s reached out to other Permittees but no other Permittees have been contacted by Save the Bay. Adêle Ho announced that the public review draft of the Storm Water Resource Plan will be released soon and there will be a presentation on it at the August meeting. She thanked Permittees who ve sent copies of their green infrastructure photos. She s also adding a tagline to the report on greening Contra Costa. Courtney Riddle announced that the Program s website has been launched and she requested feedback from Committee members if there were any items that they d like to link to. Riddle also announced that the Program interns last day will be August Public Comments: No members of the public chose to speak. 3. Regional Board Staff Comments/Reports: Regional Board representatives were not in attendance. 4. Consent Calendar: APPROVE the June Management Committee Meeting Minutes ACCEPT the Following Subcommittee Meeting Minutes into the Management Committee Record 1. Administrative Committee Meeting Minutes June 5, Development Committee Meeting Minutes May 23, Monitoring Committee Meeting Minutes January 8, February 12, March 12, April 9, and May 14, 2018 Moved/Seconded (Perkins/Longway) to approve the Consent Calendar. Carried Motion Ayes: 16 (Cities/Towns of Concord, Danville, El Cerrito, Hercules, Lafayette, Moraga, Oakley, Orinda, Pinole, Pittsburg, Pleasant Hill, Richmond, San Pablo, Walnut Creek, Contra Costa County, Contra Costa County Flood Control and Water Conservation District) Noes: None Page 2 of 5

7 Absent: Antioch, Brentwood, Clayton, Martinez, San Ramon Abstain: None 5. Presentations: A. Update on Fiscal Year (FY) C.11/12 Mercury and PCBs Load Reductions Reporting: Lucile Paquette stated that she posted the report to Groupsite on July 3. She reviewed the contents of the report with Committee members and the table of PCBs Loads reported by Permittees. She thanked the Permittees that contributed their PCB source property referrals to the report. She requested that Committee members review Sections 1, 2, 23 and their municipality s section and of the report. The report will be turned in on behalf of Permittees with the Program s Annual Report. She requested that members provide feedback by July 23. Questions were asked and answered. B. Overview of 2018 Reasonable Assurance Analyses (RAA) Report: Ho announced that the draft report has been posted to Groupsite. She requested feedback by July 31. She will be holding a special meeting with Program consultant Lisa Austin on July 25 to discuss the report and invited interested members to attend. Austin began the PowerPoint presentation on the report and reviewed the Municipal Regional Permit (MRP) provisions that detail the RAA report and the modeling approaches that will be used. The report will be turned in on behalf of Permittees with the Program s Annual Report. Questions were asked and answered. 6. Actions: A. APPROVE the Stressor / Source Identification Study (SSID) Work Plan Addressing Fish Kills in Marsh Creek and Transmittal Letter and its Submittal to the San Francisco Bay and Central Valley Bay Regional Water Quality Control Boards, and DIRECT the Program Manager to Sign and Certify the Submittal on Behalf of Each Permittee s Duly Authorized Representative: Paquette thanked those who provided feedback on the work plan. Moved/Seconded (Booth/McCann) to approve the Stressor / Source Identification Study Work Plan addressing fish kills in Marsh Creek and transmittal letter and its submittal to the San Francisco Bay and Central Valley Bay Regional Water Quality Control Boards, and direct the Program Manager to sign and certify the submittal on behalf of each Permittee s Duly Authorized Representative. Page 3 of 5

8 7. Reports: Ayes: 21 (Cities/Towns of Antioch, Brentwood, Clayton, Concord, Danville, El Cerrito, Hercules, Lafayette, Martinez, Moraga, Oakley, Orinda, Pinole, Pittsburg, Pleasant Hill, Richmond, San Pablo, San Ramon (via July 18, 2018), Walnut Creek, Contra Costa County, Contra Costa County Flood Control and Water Conservation District) Noes: None Absent: San Ramon Abstain: None A. Update on the Recruitment for the Administrative Analyst: Riddle informed the Committee that she interviewed ten candidates on July 12. She will be holding the second round of interviews on August 25 and hopes to have someone on board by next month. She requested that Committee members contact her if they re interested on being on the interview panel. B. Update on Municipal Regional Permit Amendment for East County Permittees: Riddle, Paquette, East County Permittees and San Francisco Bay Regional Water Quality Control Board (Water Board) staff met and had a productive meeting. All of the extensions that Permittees requested were granted. Program staff is working to provide Water Board staff with any additional information they ll need to complete the amendment. The draft amendment will be available in the fall. She will request another meeting with staff and East County Permittees to review the draft document. She stated that Program attorney Katherine Wagner may be able to assist any East County Permittees who would like the document to have a legal review. A memo on the use of pesticides containing Diazinon and Chlorpyrifos was requested by Water Board staff and will be submitted by Program staff in August. The MRP will most likely be amended in early Information Items: A. BASMAA Committee Meeting Summaries 1. Trash 2. MPC B. June 22, 2018, East Bay Times Article Oakland to Spend Millions to Curb Homelessness, Illegal Dumping Problem Page 4 of 5

9 C. June 27, 2018, American City&County Article Stormwater s New Look D. Stormwater Trash Management July 31, 2018 Webinar - Series # 3 Straws, Stormwater and Youth 9. Old/New Business: Will Provost announced that the city of El Cerrito has provided a support letter for Assembly Bill 1884, a ban on plastic straws. Ho stated that at the last Contra Costa Watershed Forum meeting, there was a presentation on the plastic straw ban. 10. Closed Session: Receive Personnel Information from Chair Joanne Le: Chair Le began the Closed Session at 3:05 p.m. There was nothing to report from the Closed Session. 11. Adjournment: Chair Le adjourned the meeting at 3:50 p.m. CR:elc G:\NPDES\Management Committee\Minutes&Attendance\18 19\MC Minutes docx Page 5 of 5

10 Administrative Committee Meeting Minutes July 03, 2018 MUNICIPALITY ATTENDED ABSENT Voting Members City of Brentwood Contra Costa County CCC Flood Control District City of Lafayette Town of Moraga City of Pleasant Hill James Campero Cece Sellgren / Tim Jensen (Vice-Chair) Tim Jensen (Vice-Chair) / Cece Sellgren Alexandra Majoulet City of Richmond Non-Voting Members Town of Danville City of Hercules City of San Ramon Steven Spedowfski City of Walnut Creek Program Staff: Courtney Riddle, Robert Alexander Edric Kwan / Frank Kennedy Frank Kennedy / Ananthan Kanagasundaram Joanne Le (Chair) / Ryan Smith Chris McCann / Mark Rusch Jeff Brown Rinta Perkins 1) Introductory Remarks: In absence of the Committee Chair, Courtney Riddle began the meeting at 10:05 am. After self-introductions, she proceeded to the agenda. 2) Approval of Minutes: Moved/Seconded (Sellgren/Campero) to approve the June 5, 2018 Administrative Committee Meeting Minutes. Motion carried. 3) Election of Fiscal Year (FY) Administrative Committee Vice-Chair: Tim Jensen nominated himself for Vice Chair. Moved/Seconded (Sellgren/Majoulet) to accept the nomination for Jensen as Committee Vice-Chair. Motion Carried. 4) Committee Work Plan for FY : Riddle proposed quarterly budget updates to the committee on the statuses of expenditures, contracts, and stormwater reimbursement contracts for the FY. Alexandra Majoulet expressed her concerns that the city of Lafayette believes the program is too consultant driven. Riddle acknowledged and addressed the concern. 5) FY Budget Wrap Up: Riddle explained that the FY is still underway and the Finance Department s cut-off date is August 11. She will have more information for the

11 Committee after that date. 6) Discuss Need for a Green Infrastructure Workplan Legal Work Group: Riddle would like to remove this item from the agenda so that she can discuss the item further with Program consultant Dan Cloak and staff. 7) Update on Permit Amendment for East County Permittees: Riddle explained that the meeting with East County Permittees and San Francisco Bay Regional Water Quality Control Board (Water Board) staff was very productive. At the end of the meeting, the East County Permittees received extended timelines for compliance. The Water Board s goal is to have the amendment effective by January Cece Sellgren explained that the biggest issue with East County Permittees is to make sure that this was going to fit into their budget cycles, but feels overall that there were wins across the board. Sellgren discussed the extensions that were agreed upon. Questions were asked answered. 8) Program Staffing Update: 1. Staffing Plan: Riddle reiterated that it is important to come back with a concrete plan so that the committee can move forward. 2. Administrative Analyst: The position has been vacant since March, interviews are July 12 and she plans to have the position filled by August or September. 3. Salary Survey: Riddle stated the salary survey has been an agenda item for several months and she hasn t received any updates from the County (Mike Carlson) on the process. Questions were asked and answered. 9) Program Website Update: Riddle has completed all of the website updates with the WebSight Design company as of yesterday and the company is prepared to launch the new Program website prior to the next Management Committee meeting. She confirmed that $1,500 was set aside in the Program budget for WebSight Design to host the new website. 10) Approve July 18, 2018 Management Committee Draft Agenda: Moved/Seconded (Sellgren/Majoulet) to approve the draft agenda revisions. Motion carried. 11) Reschedule September 4 th AC Meeting: Riddle requested changing the date of the meeting to Wednesday, September 5. The Committee agreed. 12) Old/New Business: None 13) Adjournment: Riddle adjourned the meeting at 11:30 a.m. Next Meeting: Tuesday, August 7, 2018, 9:30 am 12 noon, 255 Glacier Drive, Room A, Martinez, CA CR:RA:elc G:\NPDES\Admin Committee\Minutes&Attend\18 19\AC Minutes docx 2

12 Development Committee June 27, 2018 Meeting Summary (DRAFT) Voting Members: Municipality Attending Absent City of Antioch Phil Hoffmeister City of Brentwood Aman Grewal City of Clayton Laura Hoffmeister City of Concord Mitra Abkeneri Contra Costa County John Steere Cece Sellgren City of Hercules Jeff Brown City of Pittsburg Jolan Longway City of Pleasant Hill Frank Kennedy City of San Ramon Rod Wui City of Walnut Creek Ryan Cook Program Staff: Dan Cloak Adele Ho Consultant Staff Non-Voting Members: Town of Danville Guests: Scott Christie Will Provost Chris McCann City of Orinda City of El Cerrito

13 Introductions, Announcements, and Changes to Agenda Former Committee chair John Steere presided. John called the meeting to order. Adele announced that CCCWP staffer Rachel Kraai has given birth to a daughter, and that mother and baby are doing well. Dan noted that nomination and election of Committee chair and vice-chair for the fiscal year are scheduled for the July 25 meeting. Consent Calendar On the motion by Frank Kennedy, seconded by Ryan Cook, the summary of the May 23 meeting was accepted without changes. GI Planning and RAA Reports/Discussion Green Infrastructure Planning Workshop The Committee agreed on the need for a Green Infrastructure Planning workshop. Participants would include Permittee staff and CCCWP staff and could number greater than 50. After reviewing the calendar and considering deadlines for the submittal of Annual Reports, the Committee agreed to aim to schedule the workshop for Wednesday, Sept. 26. The Committee discussed potential venues and decided to start by asking the City of Walnut Creek if the City s Shadelands Arts Facility is available. Committee members shared the status of their Green Infrastructure Planning. Some of the points made: Many found the generation of the Storm Water Resource Plan project lists to be useful. Projections for 2030 and 2040 are hard. Larger projects may be more cost-effective than small projects. Some municipalities have hired consultants to prepare their Green Infrastructure Plans, or plan to do so; others are relying on staff. Green Infrastructure Planning requires drawing on information known by municipal staff; however, for some municipalities, it is necessary to bring in consultants to manage the workload. Integration of local Green Infrastructure Planning with the countywide Reasonable Assurance Analysis is a pressing problem. It is unclear how load reduction compliance will be achieved (through a regional, countywide, or local tally) and unclear how Permittees should consider load reduction credit in preparing their Green Infrastructure Plans. Some municipalities are requiring applicants for development approvals to construct bioretention in bulb-outs, or other Green Infrastructure features, when the project involves work within the public ROW. For others, existing policies are a barrier to doing so. When there is public/private Green Infrastructure (where drainage from the street and the parcel comingle) there should be means to ensure each party s obligations are agreed to and are implemented over the life of the project. It was suggested that CCCWP play a role in working toward countywide consistency in requirements for Green Infrastructure associated with private developments. Most municipalities are pursuing one or more public Green Infrastructure projects for construction in the near term. For some, the focus is on incorporating Green Infrastructure 2

14 into road-widening projects. Participants noted the need for more detailed and flexible costestimating tools, and a more comprehensive understanding of funding options. Sizing Criteria for Bioretention Facilities for Regulated and non-regulated Projects. Dan reported that discussions in the BASMAA Development Committee had turned toward preparing only a very brief single approach to sizing for non-regulated Green Infrastructure projects. Essentially this will be to apply, at a minimum, the sizing curves from Tony Dubin s memo to facilities that are in-line (i.e., direct all flow from the tributary area into the facility) but not necessarily to facilities that are off-line (i.e., have a bypass). Dan recalled earlier Committee discussions regarding the applicability of the Dubin memo to Regulated Projects, and he requested direction from the Committee to revise an earlier draft of BASMAA s memo into a draft CCCWP memo. The draft CCCWP memo would be discussed at the July Development Committee meeting with the aim of eventually making it an addendum to the Stormwater C.3 Guidebook. The purpose of this memo would be to detail and justify criteria for when applicants will need to use the 4% sizing factor for bioretention facilities, and when smaller facilities may be used (based on the curves in Dubin s memo). Dan suggested that the absence of surface parking (except for emergency vehicle access, ADA accessibility, and passenger and freight loading zones) may be a suitable criterion for when smaller facilities may be allowed. He asked Committee members to consider, in preparation for further discussion of this topic, how that criterion would apply to development projects currently under their review. Green Infrastructure Design Guidelines for Streetscapes and Other Public Infrastructure/Specifications and Typical Design Details. Dan referenced the summary of the May 8 meeting of the Committee Work Group (included in the May agenda packet). Dan noted the need to ensure that this section of each Permittee s Green Infrastructure Plans meets the intent of MRP Provisions C.3.j.i.(e) and (f), while also referencing the Contra Costa Permittees preferred continuous-improvement approach, which would combine the use of existing streetscape guidelines and construction details with an ongoing process of compilation and collective review of local Green Infrastructure projects. He requested direction from the Committee to draft language, to be incorporated in a future draft of the CCCWP Green Infrastructure Plan Template, describing this approach. Dan said he might also informally discuss the approach with Water Board staff. Green Infrastructure Outreach. Dan directed the Committee s attention to CCCWP s Green Infrastructure Planning web page (included with the packet). The page includes a FAQ. Dan asked for comments or feedback. Dan also directed the Committee s attention to the handout prepared for the City/County Engineering Advisory Committee s June 21 meeting, in particular the interpretation of commitment and the selected Green Infrastructure design resources included in the handout. Using the Metropolitan Transportation Commission s UrbanSim model to project the amount and locations of private development. Adele reported that the Management Committee had discussed the best method for municipal staff to use to mark up the maps that LWA prepared using MTC data. After some discussion, the Management Committee decided that the best method was to use spreadsheets and.kmz files; the information can later be transferred to GIS/AGOL. 3

15 Reasonable Assurance Analysis. Adele noted Geosyntec is drafting a CCCWP submittal to the Water Board on the quantitative relationship between green infrastructure implementation and PCBs/Hg loads reductions. To provide the Committee sufficient opportunity to review and discuss Geosyntec s draft, it was agreed to extend and expand next month s meeting. Details are to be announced; the meeting may begin at 11:00, continue through lunch, and end at 3:30. New Development Reports/Discussion Review of Workplan. Dan directed the Committee s attention to the Workplan, included in the packet. Due to time, the Committee did not discuss the workplan. The meeting was adjourned at 3:30 PM. NEXT DEVELOPMENT COMMITTEE MEETING: Wednesday, July 25, :00 AM 3:30 PM 255 Glacier Drive, Martinez, CA Conference Room A 4

16 Public Information/ Participation Committee Meeting Minutes May 23, 2018 MUNICIPALITY ATTENDED ABSENT City of Antioch Contra Costa County Flood Control & Water Conservation District Town of Moraga: City of Orinda City of Pittsburg City of San Ramon: Julie Haas-Wajdowicz (Vice- Chair) AJ Iroko KC Bowman Scott Christie Laura Wright (Chair) Steven Spedowfski PROGRAM STAFF Courtney Riddle, Erica Lashley-Cornell PROGRAM CONSULTANTS Monica Simonson, Shelley Cousineau (Sagent), Matt Bolender (Mr. Funnelhead) GUESTS Rebecca Thorne, Nazaret Cisneros (Town of Moraga), Neil Mock (City of Walnut Creek) 1. Introductions/Announcements: Chair Laura Wright opened the meeting at 9:36 a.m. Following self-introductions, she proceeded to the agenda. 2. Approve Meeting Minutes: Moved/seconded (Haas-Wajdowicz/Wright) to approve the March 28, 2018 meeting minutes. Motion carried. 3. Mr. Funnelhead Fiscal Year 2017/18 Update: Matt Bolender began his Mr. Funnelhead award ceremony presentation video. He then provided his 2018 Report for the Used Oil Recycling Program to Committee members. He stated that there will be some upcoming challenges because he needs to hire new actors for his show, including a new Mr. Funnelhead. He s concerned that he might not be able to have a school show in the next fiscal year. Committee members offered to share the actor recruitment flyer for him. He has two public events coming up this weekend. He s also continuing the site visits to the used oil recycling centers for the cities that are contributing financially to the Mr. Funnelhead program. He predicts that he will have $10,000 in reserves in the upcoming fiscal year. 4. CCCWP Management Committee Approval of PIP Quarterly Meeting Schedule May 16, 2018: Courtney Riddle informed the Committee that until a new administrative analyst is

17 found, the Management Committee voted to have PIP meet on a reduced schedule. The Committee will continue to approve items via . Wright wanted to know what the timeline is for a new analyst. Riddle stated that she is looking at the fall of Wright was concerned that the reduced meeting schedule will affect the PIP Strategic Plan. Julie Haas-Wajdowicz recommended that the PIP Committee meet in July to elect a new chair and welcome new Committee members. The Committee members agreed to meet in July. Riddle will work with Sagent to make sure that the s have consolidated information for the Committee members to approve. Moved/Seconded (Bowman/Haas-Wajdowicz) to have the Committee meet in July. 5. CCCWP Management Committee Request for Images and Content for Permittees Websites, Social Media and Newsletters: Riddle informed the Committee that the Management Committee requested the ability to use images and social media content from Sagent. Wright stated that has been done in the past and she agreed that the content should be shared with them. Shelley Cousineau stated that newsletter articles weren t in the current scope of work but it can be included in the next fiscal year s scope of work. Riddle agreed to agendize that for the July PIP Committee meeting. Haas-Wajdowicz recommended asking the Management Committee to share and like posts on the Program s Facebook page and volunteered to help put items together to share with Permittees. Wright recommended that all Committee members share Facebook posts and content. Riddle agreed that this can be placed on the agenda for July to share posts with Permittees and come up with newsletter content for them to use. Haas-Wajdowicz recommended that after social media content is approved at this meeting, that it be shared directly with Permittees to use on their municipality Facebook pages. Cousineau agreed to create instructions on how to share posts for Permittees to use. 6. Provide Input and Direction on Press Release, Logistics and Talking Points for May 24, 2018 Event: Monica Simonson gave a brief overview of the partnership the Program has with the Caltrans s Protect Every Drop Campaign. She reviewed the talking points document with Committee members. Haas-Wajdowicz will be a presenter at the event and will discuss the amount of illegal dumping that the city of Antioch has to pick up. Simonson requested that Committee members pick one of the three quotes for Haas-Wajdowicz to use at the event. The Committee picked the first quote with some minor revisions to the text. Moved/Seconded (Iroko/Bowman) to approve the press release and talking points for the event. 7. Provide Input and Direction on Social Media Content Calendar for June, July, and August: Simonson asked for the Committee s approval for the end of May s content calendar. The Committee gave feedback for some minor revisions to the content. Simonson reviewed June, July, and Augusts content calendars with Committee members. The Committee gave feedback on the content. Simonson incorporated the feedback into the calendar. 8. Fiscal Year 2018/19 Strategic Plan: Riddle suggested discussing this item at the current meeting and approving it in July.

18 9. April 28, 2018 East Bay Regional Parks Cleanup Event Update: Simonson stated that they used a large dumpster to pick-up trash. She ll share photos with the Committee. Riddle recommended Simonson provide an update to the Management Committee at Sagent s next quarterly meeting update. 10. Youth Outreach Campaign Update: Simonson stated that they ve visited different high schools and are developing the pilot project partnership with them. Cousineau stated that they are in the first part of the pilot phase of researching the types of litter, trash receptacles; as well as, the barriers and benefits to the project. Their goal is to visit eight to ten schools. 11. Information Items Harmful Algae Bloom Outreach Letters 12. Committee Roundtable: None 13. Next Meeting: Wednesday, July 25, 2018, 10:00 a.m. 12 noon, 255 Glacier Drive, Room A, Martinez, CA 14. Adjournment: 11:52 a.m. CR:elc \\pw-data\grpdata\npdes\pip_peio\_pip Committee (CCCWP)\Minutes\17 18\PIP Minutes draft.docx

19 Monitoring Committee Meeting Minutes June 11, 2018 MUNICIPALITY ATTENDED Voting Members City of Antioch Phil Hoffmeister County Flood Control District Michele Mancuso (Vice-Chair) City of Pinole Amelia Timbers (phone) City of Richmond Joanne Le City of San Pablo Amanda Booth (Chair) City of Walnut Creek Neil Mock / Non-Voting Members City of Pittsburg Jolan Longway Program Staff: Lucile Paquette, Robert Alexander Program Consultant: Khalil Abusaba (AMEC) (phone) Guests: Casey Wichert (phone) 1. Introductory Remarks: Chair Amanda Booth called the meeting to order at 10:07 a.m., followed by self-introductions, she proceeded to the agenda. Lucile: Change to agenda to have Abusaba discuss the Pesticide Toxicity exceedances after the SSID Work Plan item. IT is requested that the August meeting date be moved, since Paquette will be out of town but the Committee has a lot to cover in August. Suggested date of July 30 th was agreed upon for a tentative meeting. Staff will confirm at July meeting. 2. Approval of Jan-May 2018 Minutes: POSTPONED. Will be approved over instead by 6/18/ Stressor/Source Identification (SSID) Update - Review Draft SSID Work Plan: The group agreed that the mind map is a useful tool to track scope of project. Goal of this SSID is to look at causes of fish kills. Low dissolved oxygen (DO) is guilty until proven innocent. Until we take care of DO issue, there is no point in investigating other potential causes like pesticides. Paquette asked Abusaba some questions about the work plan: Paquette: Would you explain what additional pesticide monitoring would we doing above and beyond what we re doing for C.8.g.? A: Three water sampling events are planned, in addition to the regular toxicity and pesticide monitoring carried out in compliance with Provision C.8.g of the Municipal Regional Permit (MRP). Two monitoring events will target the most significant sources of dry weather flow to Marsh Creek at outfalls. The third monitoring event will be

20 carried out in response to a fish kill, as soon as practicably possible after the fish kill is discovered the list of constituents in table 10, plus a toxicity test. In addition to the opportunistic outfall and fish kill sampling events, covered in work plan section 3.6.2, grab sampling will be performed to characterize water quality under base flow conditions and during dry weather flow spike events. Up to three grab samples will be collected from location M1 and analyzed for all constituents in Table 10 except pesticides. Similarly, during events where dry weather flows increase suddenly during the summer and late fall, the auto sampler at location M2 will be triggered to collect water sample from upstream of the WTP and characterize water quality for all constituents in Table 10 except pesticides. Q: What would we like to have Cal Fish and Wildlife (CFW) do to supplement the study beyond our scope? A: We would try to communicate to them how it would be helpful if they could analyze fish tissue if there is a fish kill event, or provide a sample of fish tissue from a reference creek to give their 2016 report findings better context and what data we d want to analyze from their reports. We don t analyze fish tissue, so when we get reports of fish tissue we don t know what the numbers mean. We don t think pesticides are the stressor and source of fish kills. Q: How many years for phase 2 implementation? A: If in a year from now if we had a fish kill that we could tie to low DO with our sensor data, we d most likely be done with the project. If no fish kills occur, it would remain indeterminate about what the causes of fish kills have been and would still want to continue to monitor DO. If there is a fish kill and we can t tie it to DO, we d start with source investigation. Wait and see in this scenario about which direction we d go in. The study will end at the end of the Permit term. It is undetermined what will be required in MRP 3. Please return SSID work plan comments to Lucile Paquette by June 22 nd. 4. Exceedances Update: Wet season pesticide/toxicity sampling was conducted in Marsh creek. The results showed exceedances in a number of analytes. Staff will develop a short memo/letter to inform Permittees, then Region 2 and Region 5 Water Boards of the exceedances. The pesticides are not killing fat head minnows, only bugs. The memo will come to Monitoring Committee in July for approval and then recommendation to Management Committee for submittal. This is not a requirement but for transparency and good measure. 5. Update on C.11 & C.12 Topics: Staff has Geosyntec calculating load reductions from Permittee s enhanced operations and maintenance activities and it shows loads reduced are very small from these control measures. Permittees are required to report loads regionally in 2018 to meet 2

21 the numeric goals set in the MRP. Staff will get Contra Costa numbers to EOA for including in the Annual Report and to be shared at the August Monitoring Pollutants of Concern (MPC) meeting. The documentation of referral agreements from meeting with Water Board in February, were finally approved. If entire region gets their loads numbers met, then the Counties will not have to worry about their numbers. If not, they will have to meet the load reduction target at the County level. Staff expects Contra Costa to be in good shape from the referrals that have been submitted and a few more that are pending. 6. Local and Regional Monitoring Update: POC steering committee update: The bulk of the meeting was focused on the different Program s RAA methodologies. Tom Mumley and Richard Looker were present. CCCWP staff met after with those Water Board staff members, Geosyntec and Alameda County Program Manager to agree on our methodology in a meeting directly afterwards. Mumley and Looker were mostly on board, however they wanted to see how Geosyntec planned on verifying on the ground what they claim are reductions in the model. Geosyntec is also developing the technical memo that is a requirement in the FY Annual Report for C.12.b.iii(3), the quantitative relationship between green infrastructure implementation and PCBs load reductions. That memo will be distributed and discussed at the Development Committee. Monitoring Committee and all Permittees are welcome to come and discuss or send comments on the report. Amanda Booth gave a brief update on the alternative compliance process. There is not much desire on BASAMAA level to go through alternative compliance process at this time. She suggested that CCCWP Permittees should do it on a county level instead. Alternative compliance will probably not get sorted out in this permit term. C.8 Monitoring Update: ADH has finished conducting the bioassessment monitoring for the required ten WY 2018 creek status sites. Staff requested suggestions for bacteria monitoring that will happen this summer. A suggestion was to have a couple sites that could be collocated at trash hotspots. Some suggestions were made. Dry weather toxicity monitoring sites would be in Marsh creek to support the SSID study work. A backup site in San Pablo creek was suggested. PCBs Source Property screening samples were collected at SIMS metals. Two out of three sample results were at actionable levels. The City of Richmond will re-refer Sims for 2018 load reduction credit BASAMAA Five-Year Bioassessment Report: Kevin Lunde at the Region 2 Water Board and Chris Sommers (with EOA) are the experts in the region about the Regional Monitoring Assessment and led the development of the current regional monitoring plan for the MRP. Paquette has set a professional development goal to study creek status and bioassessment topics and develop a deeper understanding so she can make more informed recommendations when representing Permittees. 3

22 Update on BASMAA regional SSID project on Contributions of PCBs to Stormwater from Electrical Utilities: A two-year project which will target work on compiling existing data and preparing a technical memo for the Water Board so they can request PG&E to provide information on spills and clean-up protocols. This would hopefully lead to receiving that information and developing recommendations for enforcement of cleanup standards. This could also lead to quantifying the potential PCBs loads to stormwater and ideally help reduce loads through management actions over time. Schedule review: Staff reviewed the reporting review schedule for a number of upcoming reports and documents. The schedule needs more information and staff will send out an updated schedule for Permittee reference. Tentative meeting scheduled for August 6 th 1-3 p.m. 7. Adjournment: 12:01 p.m. Next Monitoring Committee Meeting: July 9, 2018, 10:00 a.m.-12 noon, 255 Glacier Drive, Martinez, CA, Conference Room A LP:RA:elc G:\NPDES\Monitoring Committee\Minutes-Attendance\17-18\ Mon Com Minutes.docx 4

23 Monitoring Committee Meeting Minutes July 9, 2018 MUNICIPALITY ATTENDED ABSENT Voting Members City of Antioch Phil Hoffmeister / Lynne Filson / Scott Buenting County Flood Control District City of Pinole Cece Sellgren Amelia Timbers (Via Conference Call) City of Pittsburg Jolan Longway City of Richmond Joanne Le / Terri Mason / Maxwell Potter City of San Pablo Amanda Booth / Karineh Samkian City of Walnut Creek Neil Mock Program Staff: Lucile Paquette, Erica Lashley-Cornell Program Consultant: Adêle Ho 1. Introductory Remarks: In absence of the Chair and Vice-Chair, Lucile Paquette called the meeting to order at 10:20 a.m., followed by self-introductions, she proceeded to the agenda. There was not a quorum but the attendees agreed to hear the reports and postpone voting on any items until next meeting. Paquette requested to postpone Agenda Item 5 and also reminded the Committee that the August Committee meeting will be held on July 30. Lucile Paquette announced to the Committee that she sent out the CCCWP PCBs Load Reductions Draft for Permittee Input (Loads Report) to the Program s Management Committee via Groupsite. The report documents Permittees implementation actions made for PCB and mercury control measures and the loads reduced, quantified using the Interim Accounting Methodology. Each Permittee needs to look at their section and provide edits in track changes by the July 23 rd deadline. Program consultant s Geosyntec has updated the numbers for the draft report with any new information that has been entered into the AGOL apps for trash and C.3 tracking. Paquette says that Permittees will meet the county-wide PCB Load Reduction requirement for Committee members are also encouraged to review report Sections 1, 2, and 23 and provide feedback to Paquette by July 23 if they are so inclined. 2. Approval of Minutes: Due to lack of a quorum, the June 11, 2018 minutes will be approved at the next meeting.

24 3. Stressor Source Identification (SSID) Update - Approve Final SSID Work Plan (Work Plan) and Recommend to Management Committee for Submittal to Regional Water Boards: Paquette has revised the Work Plan with Committee member s comments she received and discussed the changes that were made. She informed the Committee that she spoke with staff from the Department of Fish and Game who volunteered to assist with providing fish tissue analysis of reference stream fish and any dead fish, if another fish kill occurs. She will request formal approval of the Work Plan for submittal at the July Management Committee meeting. When approved the Work Plan will be submitted to Regions 2 and 5 Water Boards as fulfillment of the requirements of MRP Provision C.8.e. 4. Review Technical Memo on Diazinon and Chlorpyrifos Monitoring Results in Contra Costa County for Submittal to Regional Water Boards: The memo is being provided to staff at both the San Francisco Bay Regional Water Quality Control Board and the Central Valley Regional Water Quality Control Board to document the monitoring and results that has been conducted since The information was requested to help Regional Board staff write the Permit amendment for Region 5 to be included in the MRP. The memo affirms that the Region 5 Permittees are meeting their TMDL compliance and that phasing out use of Diazinon and Chlorpyrifos has shown to be successful. 5. Approve Notification of Exceedances: This agenda item will be reviewed at the next meeting. 6. Update on C.11/12 Topics Loads Reduction Reporting, Reasonable Assurance Analyses (RAA): Adêle Ho gave Committee members an update on the RAA report that will be submitted with the upcoming Annual Report. She will distribute a draft copy of the report and asked for feedback from Permittees by July 31. She has also scheduled a special meeting for interested Permittees to attend on July 25 to discuss the report with Geosyntec. 7. Review Reporting Review Schedule: Paquette reviewed the schedule and discussed the Methylmercury Control Study Final Report that is due to the Central Valley Regional Water Quality Control Board. She will provide a draft copy for feedback at the next meeting; comments will be due August 24. She will ask for Monitoring Committee recommendation to Region 5 Permittees to approve and submit in September. This is only a requirement for the Region 5 Permit, because of the methylmercury TMDL in the Central Valley. 8. Local and Regional Monitoring Update: The Program s monitoring consultants ADH recently monitored five bacteria sites, largely targeting illegal encampments. Regionally, the BASMAA Pollutants of Concern Committee is completing the Five-year Bioassessment Report which evaluates the probabilistic monitoring design we have been implementing since MRP 1. The report will inform a follow-up regional project to 2

25 recommend changes in the Creek Status monitoring requirements for MRP 3, which will be included in the Report of Waste Discharge. The regional SSID project on electrical utilities has been approved. The PCBs in Caulk report will be turned in with the upcoming Annual Report. 9. Adjournment: 11:30 a.m. Next Monitoring Committee Meeting: July 30, 2018, 10:00 a.m.-12 noon, 255 Glacier Drive, Martinez, CA, Conference Room G LP:elc G:\NPDES\Monitoring Committee\Minutes-Attendance\18-19\ Mon Com Minutes.docx 3

26 Date: August 15, 2018 To: From: Subject: Update and Management Committee Adêle Ho, Program Staff Presentation Item A Contra Costa Watersheds Stormwater Resource Plan Project Tracking Tool Demonstration Recommendation Receive a status update on the Contra Costa Watersheds Stormwater Resource Plan and accompanying SWRP Project Tracking Tool. Background In July 2016, the Contra Costa Clean Water Program (CCCWP) was selected to receive a Storm Water Grant Program Proposition 1 (Prop 1) Planning Grant for the development of the Contra Costa Watersheds Stormwater Resource Plan (SWRP). The grant agreement was executed in May The awarded grant amount is $499,420 with a match amount of $500,540. Match funding is provided staff in-kind services plus consultant services funded by a $150,000 budget allocation from FYs 2016/17 and 2017/18. The SWRP uses a watershed-based planning approach to develop stormwater management project concepts which, if implemented, will help meet water quality requirements and provide additional benefits such as flood control, habitat restoration, community enhancement, and groundwater recharge where possible. A SWRP is now required in order to receive stormwater management funding from many different State grant sources. The SWRP will also help Contra Costa municipalities meet the green infrastructure (GI) plan requirements of their NPDES stormwater management permits and establishes the building blocks for the Reasonable Assurance Analysis. 1 1 This includes MRP 2.0 Provision C.3.j.i.(2). MRP 2.0 Provision C.3.j.i.(2) requires that each Permittee prepare a Green Infrastructure Plan that contains, A mechanism to prioritize and map areas for potential and planned projects, both public and private, on a drainage area-specific basis, for implementation over the following time schedules, which are consistent with the timeframes for assessing load reductions specified in Provisions C.11. and C.12: (i) By 2020; (ii) By 2030; and (iii) By The mechanism shall include criteria for prioritization (e.g., specific logistical constraints, water quality drivers (e.g., TMDLs), opportunities to treat runoff from private parcels in retrofitted street right-of-way) and outputs (e.g., maps, project lists) that can be incorporated into the Permittee s long-term planning and capital improvement processes.

27 Discussion Development of the SWRP has been led by the firm of Larry Walker Associates (LWA), with input from a Technical Advisory Group (TAG) comprised of Program Staff, select CCCWP Permittees, Stakeholder representatives, the State Grant Manager, and a representative from the Regional Water Quality Control Board. As of August 2018, most of the technical work and grant deliverables have been completed, and the project is on track for completion by the grant deadline of January The SWRP project team is finalizing the draft SWRP for release to the public and developing a GIS-based web mapping tool for the SWRP projects the SWRP Project Viewer. The call for applications for the second round of Prop 1 grant funding for implementation is anticipated in 2019, which is timely for the completion of the SWRP. The following will be presented at the August Management Committee meeting: SWRP Draft the State Grant Manager accepted and approved the Administrative Draft SWRP with a few minor comments. The project team updated the Admin Draft to address these and TAG comments and added more graphics and pictures to the document. The release of the Draft SWRP for a 30-day public review is planned for the end of August. Stakeholders will be notified of the release and presentations are planned for the Contra Costa Watershed Forum and the Bay Area and East County IRWMP groups. SWRP Project Viewer The project viewer will be built into the existing ArcGIS On-Line platform and will help municipalities meet the GI project tracking requirements of the MRP. The project viewer will allow the municipalities (authorized user access) to track potential and constructed GI projects for the MRP reporting and pollutant load reduction calculations. Municipal staff will be able to update/edit existing projects in the project viewer and add new projects. Edits to existing projects and new projects will result in project scores automatically calculated based on project characteristics. The public will be able to view projects (public viewer access) but will not be able to edit or modify the information. A form will be available for non-municipal stakeholders to submit proposals for new projects to the municipality where the project is located. The project viewer provides a dynamic way to maintain and update the SWRP project list and provide tracking of implemented GI projects. Program Staff will provide a demonstration of the GIS tool. During the demonstration the team will: - Review the viewer tools - Show projects and identify scoring features - Show projects by category - Show tabular project list - Add a project, show the resulting score Per the State s SWRP Guidelines, the SWRP include a plan for updates and adaptive management. The SWRP identifies a plan to update the document every 5 years (consistent with MRP cycles). However, to keep the project list (potential and implemented) up to date 2

28 for project documentation, planning, load reduction tracking, and grant application purposes, the SWRP Project Viewer tool (map) can be updated at any time by authorized municipal users. Next Steps The draft SWRP will be posted to the CCCWP website for public review at the end of August. At the end of the 30-day public comment period, comments will be addressed and a final draft with summary of comments prepared. The final document and GIS tool will be completed by the end of January. Upon approval of the document by the State Grant Manager, the GIS tool will be made available to municipalities and the final document and SWRP Project Viewer tool will be made available to the public via the CCCWP website. Attachment(s) None AH:CG:CR:elc G:\NPDES\Management Committee\Packet\18 19\Shells\Adele\ \Presentation Item A - Update on Stormwater Resource Plan and GIS tool.docx 3

29 Date: August 15, 2018 To: From: Subject: Management Committee Mitch Avalon, Program Consultant, Courtney Riddle, Program Manager Presentation Item B - Final Staffing Plan Report Staff Recommendation Accept the Administrative Committee s recommendation to add a full-time Watershed Management Planning Specialist position with GIS experience to Program staff; DELAY creating the position to the beginning of the FY 2019/20 budget cycle when: (1) the Program Manager can fully reconcile staffing assignments with existing staff; (2) the County completes the salary survey; and (3) when MRP 3.0 requirements are better understood. Background Staff met with GIS Consultant, PSOMAS and received an update on the improvements to the GIS platform since the GIS Subcommittee s report. It was concluded the findings were outdated and the recommendation to hire a permanent GIS project coordinator for project management, coordination and training was no longer needed. However, staff recommended GIS training and/or proficiency be stressed in the recruiting process for future Watershed Management Planning Specialists. Fiscal Impact: Financial analysis and consideration will occur when the decision is made to fill the position. Attachment(s): 1) January 30, 2017 GIS Pilot Project Overview Presentation 2) February 15, 2017 Management Committee Staff Report Action Item A 3) Staffing Plan Report Final 4) April 24, 2018 Unmet Needs Attachment A 5) April 24, 2018 Unmet Needs Attachment B 6) April 24, 2018 Unmet Needs Attachment C 7) April 24, 2018 Unmet Needs Attachment D 8) April 24, 2018 Unmet Needs Attachment E 9) April 24, 2018 Unmet Needs Attachment F 10) April 24, 2018 Unmet Needs Attachment G MA:CR:elc G:\NPDES\Management Committee\Packet\18 19\Shells\Courtney\ \Staff Report B - Final Staffing Report_credits.docx

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36 Courtney Riddle Program Manager Staffing Plan Report For the Contra Costa Clean Water Program By Mitch Avalon, Consultant April Glacier Drive, Martinez, CA Tel: (925) Fax: (925) Website: Program Participants: Antioch, Brentwood, Clayton, Concord, Danville, El Cerrito, Hercules, Lafayette, Martinez, Moraga, Oakley, Orinda, Pinole, Pittsburg, Pleasant Hill, Richmond, San Pablo, San Ramon, Walnut Creek, Contra Costa County and Contra Costa County Flood Control & Water Conservation District

37 Overview Introduction. During late Spring and Summer of 2017, Contra Costa Clean Water Program (Program) staff operated without a Program Manager or an Administrative Analyst*. The Program Manager had retired in March 2017 and the Analyst had left soon thereafter in May, Program resources were extremely strained and staff extremely stressed. At the same time there was realization that even at full staffing levels the Program didn't have the resources to comply with all the requirements in the Municipal Regional Permit (MRP) 2.0 or meet historic levels of service to co-permittees (cities, County, and Flood Control District). At the direction of the Program s Administrative Committee and Steering Committee, a Staffing Plan was embarked upon to look at what tasks staff is required to do, how much time is spent on these tasks, and what would be appropriate staffing levels to comply with the permit. The Staffing Plan outlined additional staffing resources needed for permit compliance. This report describes the development of the Staffing Plan, analysis of the data collected, and resultant recommendations. * The Administrative Analyst position was upgraded to Administrative Services Assistant II (ASA II) in August 2017 and filled temporarily during Fall and Winter of 2017, and an Interim Program Manager was retained for Summer through Winter of These individuals provided input related to their respective positions during the Staffing Plan development. Summary. The Staffing Plan clearly showed there was much more work to do than staff resources available to carry out the work. Consultants currently carry a heavy workload and are willing to do more. However, under the Program s current business model there is a desire to maintain a balance between consultants and staff, and a limit to how much work consultants should be allowed to do. On February 21, 2018, based on the data in the Staffing Plan, it was recommended the Management Committee add one additional staff person. The Program Manager had been recently hired and came in at the very end of the Staffing Plan process. Having been on the job for only a month she had already asked thoughtful operational and organizational questions and offered meaningful suggestions. Recognizing that adding a staff position was a long-term strategic decision, she thought it best to take the time to make sure it was the right decision. The decision to add new staff was subsequently put on hold and this report was requested to memorialize the work that had been done. There was discussion of using the data in the Staffing Plan spreadsheet to develop options for various levels of compliance with MRP 2.0, but that was not done (i.e., what work would staff do and, more importantly, what work would staff not do). G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 2 OF 10

38 Background/Problem Statement Steering Committee Charter. In May 2017 the Management Committee formed a Steering Committee (Committee) to work through key, strategic issues that impact the Clean Water Program. Later in the year, after finding an interim Program Manager, the Committee had four items before them: Staffing Plan, Institutional Structure, Program Manager - Plan B, and Non-compliance Strategy. On October 3, 2017 the Administrative Committee directed the Steering Committee to work on a Staffing Plan as their top priority. The following description of the Staffing Plan was provided at the Administrative Committee meeting: "Develop a staffing plan commensurate with the work load. Current staffing levels at the Program, even with a full-time Program Manager and newly filled Administrative Services Assistant II position, cannot keep up with the workload." Problem Statement. It was apparent that current Program staffing levels had evolved to meet the work associated with the first MRP (1.0), adopted in late 2009, and there was universal acknowledgment that the work needed to comply with the current MRP (2.0), adopted in late 2015, was much more than MRP 1.0. Current staffing levels continued to be effective for the first year of MRP 2.0, as the initial year was spent understanding the new permit requirements and arranging for consultant studies to support various permit initiatives. After the first year, however, the permit began to require discrete work products at an accelerated rate, dramatically increasing the staff time necessary to be compliant. Co-permittee staff saw the same increasing demands on their time as well. In response to this increased workload, Program staff began an effort to develop a Service Reduction Plan that would identify work to be done by additional consultants or by copermittee staff, or work that simply wouldn't be done. That effort was put on hold when the Staffing Plan process started. In summary, staff was overwhelmed and the Program needed an analysis of how much work was required to comply with MRP 2.0 and what staffing levels and consultant support was appropriate. Staffing Plan Development Project Objectives. The Staffing Plan effort began by defining the problem and identifying objectives, both from the perspective of co-permittees and Program staff. These were established at an initial staff meeting and subsequently approved and expanded on by the Committee. This was a critical step to ensure the eventual work product would meet Committee expectations. The project objectives are outlined in Attachment A, but their essence is to maintain stable staffing levels, provide for succession planning, and improve staff retention. G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 3 OF 10

39 Process. Two key steps are involved in developing a staffing plan. First, determine the time needed to meet all permit requirements and second, determine the appropriate personnel to perform the commensurate tasks. To that end, staff developed a detailed list of about 160 tasks necessary to comply with MRP 2.0. Through a series of staff meetings, the list became a spreadsheet to track the time required to perform each task. The Committee wanted two staffing level scenarios; one scenario would perform all tasks with an adequate level of staff, and another scenario would identify what tasks could be achieved with current staffing levels. In addition, the Committee wanted a staffing plan that covered the remaining three years of the five-year permit. Staffing Plan Spreadsheet. With that direction, staff developed a master spreadsheet with six tabs; three tabs for the last three fiscal years of the permit under a constrained scenario and three tabs for the last three fiscal years of the permit under an "unconstrained" scenario. The constrained scenarios represent what tasks are proposed to be completed with current staffing levels, and what tasks would not be completed. The unconstrained scenarios represent adequate (increased) staffing levels required to complete all work tasks. The tabs have a column for each Program staff person and a column for consultants, so the time to perform each task can be tracked by job classification. Staff then began to fill out the spreadsheet tabs by estimating how much time would be needed to complete each task for each fiscal year, focusing first on FY 2018/19 as the Program was in the midst of the annual budget process. The time identified on a tab to complete each task for all program staff and consultants rolls up to the master spreadsheet and represents the total task time for that fiscal year. The master spreadsheet displays the total time requirements for all six tabs (all three fiscal years for each of the two scenarios). The total hours at the bottom of each tab indicates how much time is necessary for all job classifications to do all tasks and comply with the permit for that fiscal year. Assumptions. It should be noted that certain assumptions were made in filling out the spreadsheet, which are outlined in Attachment B. The key assumptions include using 1,650 hours as the average annual billable hours per employee, maintaining ideal levels of customer service for co-permittees, and including consultant time on staff type work but not including consultant time on project level work. For example, consultant time to provide GIS mapping that supports day-to-day operations would be included, but consultant time to build a new GIS platform would not be included. There were some questions about how and why 1,650 billable hours per year was used in the data analysis. This issue was raised in 2006 and discussed at length before the Management Committee and the resultant agreement is included as attachment C. G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 4 OF 10

40 Analysis Total Work Effort Required. For the purposes of developing a budget for FY 2018/19, staff focused first on the unconstrained scenario for that fiscal year. Given the time constraints to develop a Staffing Plan within the budget deliberation process, it was only feasible to complete one tab (fiscal year) and the unconstrained scenario would provide the information necessary to discuss staffing levels. Not surprisingly, when the FY 2018/19 spreadsheet tab had been filled out, the total time for most staff positions exceeded 1,650 hours (the annual hours available for each staff position). Subtracting 1,650 hours from the total hours revealed the extra hours needed per job position. This is shown on the last row of the spreadsheet tab and summarized in Attachment D. Hours in excess of 1,650 can then be aggregated by job classification (eg. Watershed Planner) or by job type (eg. technical staff or support staff). This type of analysis can be used to determine if additional staff is needed and what the appropriate job classification should be. Alternatively, if staffing levels are left unchanged, this provides an estimate of the additional hours of consultant work needed, or hours of work staff must push off to copermittees, or hours of work that will not be done, or a combination thereof. Unmet Need. Aside from a spreadsheet column for each staff person and consultants, there was also a column for a "GIS" staff position. A recurrent theme at the initial staff meetings was the demand for GIS related work at the Program, so a specific column was included in the Staffing Plan design to capture that work need. The hours associated with the GIS position is based upon staff level work (not project work) under the current contract with Psomas, estimated to be about 1,200 hours. Staff believes there is more than enough work outside of the Psomas "staff" effort to support a full GIS position. Adding up the excess hours from the four technical positions (Program Manager, Senior Watershed Planner, and two Watershed Planners) yields 2,660 hours, well over 1,650 hours, enough to support an additional position. Another 450 excess hours from technical staff would be reassigned to the GIS position to fill it out to a full 1,650 hour position. Adding up the excess hours for the two support staff positions (Administrative Services Assistant II and Clerical) yields 1,726 hours, which is just over 1,650 hours and enough to support expanding the 32 hour clerical position to 40 hours and adding an additional position. The last thing to note is the total excess hours above current staffing levels is about 5,600 hours (2,660+1,200+1,726). The spreadsheet tab for the unconstrained FY 2018/19 is summarized in Attachment D. The complete master spreadsheet and all tabs are available on GroupSite. Report to the Steering Committee G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 5 OF 10

41 The Steering Committee met on February 12, 2018 to review staff recommendations prior to the February 21, 2018 Management Committee meeting. After analyzing the data from the spreadsheet, shown summarized on Attachment E, there were four options that presented themselves for consideration. The first and fourth options represent the upper and lower ends of the spectrum and are included for completeness, but are much less realistic than the two middle options: 1. Option 1: Full Staffing Level. This option provided full staff levels commensurate with the need shown by the data in the Staffing Plan spreadsheet. It would provide one additional Watershed Planner position, one additional GIS position, and one additional support staff position, likely another Administrative Services Assistant or an Administrative Analyst. Although the data might support this option, it was not recommended given the Program s budget constraints. 2. Option 2: Staffing Proposal. This was the recommended staffing level which would provide one additional position, either a Watershed Planner position or a GIS position (or possibly a combination position). This was less than the full staffing needs demonstrated by the data in the Staffing Plan spreadsheet, but also recognized the fiscal realities of the Clean Water Program. The recommendation was made with two parts; approve the budget first and the position second. Additional information was needed before the Management Committee could decide what was the appropriate position, which would be well after budget approval. What type of position should be hired to meet the Program s GIS or other business needs had to be determined. It was recommended that staff work with the GIS Subcommittee and report back within three months with an assessment of the Program s GIS business needs today and into the future, at both a program level and at a project level. Completing the analysis would allow the Program to determine what type of position is needed, a Watershed Planner, a GIS Specialist, or possibly a combination position with both skill sets. 3. Option 3: GIS Position. This option would fill the GIS position as discussed last year. $150,000 was budgeted in FY 2017/18 to fund a partial year GIS position, which was never filled. In addition, prior to filling the position with a County employee, staff would explore the possibility of providing equivalent service through an agreement with another co-permittee and reporting back to the Management Committee. 4. Option 4: Current Staffing Level. This would essentially be the "do nothing" option and would leave staffing levels as they currently are. The result would require identifying where excess work hours should be shifted to, which would likely be a G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 6 OF 10

42 combination of consultants and co-permittees, and/or some of the work not getting done and permit compliance suffering. Comments received from the Steering Committee were used to develop final recommendations for consideration by the Management Committee in concert with budget deliberations. These recommendations are discussed in the next section. Ancillary Issues. While developing the Staffing Plan, ancillary issues surfaced that were either at a policy level or at an operational level. These issues were captured at various staff or Committee meetings and listed together on a "parking lot/idea bin" list and shown on Attachment F. Several of these issues could have a direct impact on the amount of hours staff spends to meet the Program's mission, although the changes wouldn't be enough to modify the proposed recommendations, unless drastic measures were considered to address them. The key policy issues were: agreeing on the appropriate level of permit compliance, defining the appropriate level of regional participation/leadership (e.g. at BASMAA committees), and determining appropriate customer service levels. Recommendation to the Management Committee Recommendation One. The report to the Management Committee on February 21, 2018, had three recommendations. The first recommendation was budget related and had two components. The first component was to budget $230,000 in FY 2018/19 for one new position, either a new watershed planner position or a new GIS Specialist position (or possibly a combination position). This recommendation was more than supported by the data in the Staffing Plan and would provide additional resources for Program staff to comply with permit requirements. The second component was to appropriate the $150,000 budgeted in the prior fiscal year (FY 2017/18) to complete an assessment of GIS needs. Last year there was a discussion about and acknowledged need for additional resources to perform GIS tasks. The funds were budgeted and a GIS Subcommittee was tasked with determining how the funds could be best spent. However, by the third quarter of the fiscal year none of the budget had been used. It appeared the Program needed additional information to make a decision on the GIS position, and therefore it seemed reasonable to utilize some of the funds to define the Program s GIS need. Recommendation Two. The second recommendation was to direct staff to prepare a GIS Assessment Report on the Program s GIS needs. Staff would work with the GIS Subcommittee to assess the business needs of the Program today and into the future at G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 7 OF 10

43 both a program level and project level. The analysis would assess the work products and deliverables of the current GIS contracts and how well they will meet the Program s business needs, identify any project level adjustments for improvements that may be needed in the GIS platform, identify the level, hours, and description of the position needed to manage the GIS platform moving forward from a program perspective, and recommend any technical assistance needed to complete the analysis. This would all be pulled together into a report with recommendations on how to move forward to best meet the Program s GIS needs. Prior to commencing any work, an estimated cost to complete the assessment would be provided to the Management Committee for review and approval. The estimated time needed to complete this report was three months. Recommendation Three. The third recommendation was to direct staff to prepare a Workload Impact Report on policy and operational level issues that could affect staff workload. These issues came from various discussions while developing the Staffing Plan, both by staff and by Committee members and are listed on Attachment F. For example, the current approach to MRP 2.0 is to comply with 100% of the permit requirements. That assumption was used to develop the Staffing Plan needs for FY 2018/19 under the Unconstrained Scenario. If there was a policy decision to, for example, be 80% compliant with permit requirements, that would result in a different Staffing Plan, as there would be less staff time needed compared to being 100% compliant. The report would identify each of these issues that could impact staff workload, describe the issue, and analyze the potential impact various policy decisions on the issue would have on staff resources. Conclusion. Subsequent to the February 21, 2018 Management Committee meeting, it was decided to halt work on the Staffing Plan and develop this report to memorialize the work effort up to that point. One benefit of the Staffing Plan effort is a comprehensive list of all the activities needed to comply with MRP 2.0 (See Attachment G). This list and the spreadsheet provides a good planning tool to do future analysis, like developing various levels of permit compliance other than just 100% compliant. As a result of placing a hold on the Staffing Plan effort, the development of a GIS Assessment Report and Workload Impact Report were also put on hold. Limitations of Reports and Analysis There are limitations of the Staffing Plan that should be noted and they revolve primarily around timing and schedule, resulting in less than 100% staff participation and completion of only one fiscal year. G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 8 OF 10

44 Timing. The Staffing Plan project started with the Steering Committee meeting on October 3, The first two months were spent defining the problem, developing project objectives, agreeing on what a Staffing Plan was and what were the expectations of the resultant work product, agreeing on a framework for the Staffing Plan spreadsheet, and staff preparing a list of tasks to implement MRP 2.0. By the end of 2017 the spreadsheet details had been worked out and it was ready for staff to begin filling in the data. The data was the number of estimated hours to complete each task for each position. The Steering Committee vision of completing six fiscal years of data was determined to be unrealistic and it was agreed staff would only complete the FY 2018/19 Unconstrained Scenario. The goal was to have it filled out by February 1, 2018 in time for the February 6, 2018 Administrative Committee meeting. Unfortunately, the goal was not met. It was not a good time to develop a Staffing Plan, as staff was still operating without a permanent Program Manager, the Administrative Services Assistant II was new to the Program, and the Senior Watershed Management Planning Specialist hadn't been at the Program that long and was spending significant time on the Storm Water Resource Plan project. The interim Program Manager, with only a few months experience, filled in data for the Program Manager position as best as could be expected. The second timing issue was a number of looming deadlines for one of the planning staff. There were critical work products for Monitoring and Management Committee approvals and subsequent Water Board submittal. Developing the Stressor Source Identification work plan proposal and budget was needed in time for budget approval in February, finalizing and gaining approval of the Urban Creaks Monitoring Report and associated data submittal was due March 31, and securing all permits and permissions for bio-assessment monitoring sites for an April start date, were priority tasks for compliance of all copermittees. The workload associated with these pending deadlines prevented one staff member from filling data in the spreadsheet. That missing data was replicated from a similar staff position to complete the Plan. And finally, preparing a staffing plan, a key planning tool for the organization, without guidance from the leadership position (Program Manager) felt somehow incomplete. Schedule. Closely related to the timing issues was the schedule to develop a Program Budget, which in turn drove the schedule for the Staffing Plan. If the recommendation from the Staffing Plan included adding a staff position, then it would have to be considered in the February and March Management Committee meetings. This timetable forced a quick succession of Steering Committee and Administrative Committee meetings and supporting reports to develop the final recommendation for the February 21, 2018 Management Committee meeting. Steering Committee meetings in particular were difficult to arrange as they were not on a set schedule, sometimes resulting in spotty G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 9 OF 10

45 attendance. For example, only two Steering Committee members were able to attend the February 12, 2018 meeting. Financial Structure. Another issue that impacted the ability of staff to fill in data is the Program s financial structure. By and large, staff charges their time to a single work order number; the system is not set up to do program accounting. If major work tasks had been assigned separate work order numbers, then past charges to these work order numbers could be reviewed on an annual basis to help estimate hours required in future fiscal years. This would have helped staff fill out the spreadsheet. Conclusion. The timing, schedule, and financial structural issues conspired to rush staff and add to the difficulty of creating a list of tasks and estimating the time to do each task for the next fiscal year. A rushed schedule without foundational data to build on erodes the accuracy of the final product. More time spent on developing the data would result in a more accurate portrayal of the time it would take to do each task. Nevertheless, a staffing plan is a planning tool and is not expected to be 100% accurate, and this Staffing Plan is certainly accurate enough to evaluate levels of staffing, where positions are measured in units of 1,650 hours. File path: FC/Mitch/Clean Water/Staffing Plan Report. Final G:\NPDES\MANAGEMENT COMMITTEE\PACKET\18 19\PDFS FOR WEBSITE\ \STAFFING PLAN REPORT. FINAL DOCX 10 OF 10

46 Attachment A Contra Costa Clean Water Program Staffing Plan Project PROJECT OBJECTIVES: 1. Maintain stable staffing levels. 2. Provide succession planning for stable long-term staffing. 3. Improve staff retention. 4. Implementation of the Staffing Plan has to work within County processes (Note: Develop Staffing Plan independent of this objective, then check for compliance) 5. Provide resources for the full 5 year MRP 2.0 permit term (until 2020). 6. Include staffing levels necessary to negotiate next permit (MRP 3.0). 7. Develop a cost effective, fiscally responsible plan. 8. Meet MRP 2.0 requirements by Provide adequate staff to negotiate and comply with MRP 3.0. FC/Mitch/Clean Water/Unmet Needs Attachment A

47 Attachment B Contra Costa Clean Water Program Staffing Plan Assumptions - Approved 2017/18 Budget (Adopted March 15, 2017) o Total budget = $3,990,620 Program Labor = $1,270,531 (32%) Consultants = $2,110,368 (53%) Dues/payment to other agencies = $438,971 (11%) Operational Costs = $30,750 (1%) PIP Reserve = $140,000 (3%) - Current Structure/Labor Costs ( Program charge-out rates) o Total Annual Program Costs = $1,270, Program Manager = $301, Senior Watershed Planner (WMPS) = $273, Watershed Planners (WMPS) = $440,824 (1-WMPS = $220,412) 1- Admin Services Assistant (ASA II) = $162, Senior Clerk (80%) = $92,445 - Hourly Labor Costs o Program Manager = $ per hour ($1,826/day) ($7,304/week) o Senior Watershed Planner (WMPS) = $ per hour ($1,656/day) ($6,622/week) o Watershed Planner (WMPS) = $ per hour ($1,336/day) ($5,343/week) o Admin Services Assistant II = $98.66 per hour ($987/day) ($3,946/week) o Senior Clerk (100%) = $70.03 per hour ($700)/day) ($2,801/week) - Working Assumptions o 2,000 working hours in a year o 1,650 billable hours in a year o Ten-hour days, 40-hour weeks o Annual salary calculations based on Personnel Budget in the adopted budget o Hourly labor costs calculated by dividing annual salary by 1,650 billable hours o Consultant time on short-term, project level work will not be included o Consultant time on staff type work will be included o Maintain current level of customer service to Permittees o Provide 100% compliance with permit requirements FC/Mitch/Clean Water/Unmet Needs Attachment B

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50 Attachment D: FY 2018/19 Required Staff Hours (Unconstrained Scenario) Job Position Program Manager Senior Watershed Planner Watershed Planner Watershed Planner Administrative Services Analyst II Clerk Total Program Labor GIS Staff Hours Consultant Staff Hours Total Annual Hours: All Positions Total Annual Hours per Position Annual Billable Hours Balance (Excess Hours) 2,496 2,320 2,222 2,222 2,149 2,877 14,286 1, ,650 1,650 1,650 1,650 1,650 1,650 9, , ,227 4,386 1, ,586 Notes 1. Total Annual Hours per Position represents the total hours required to perform all the tasks in MRP 2.0 and be compliant. 1,650 hours is the average number of billable hours in a year for a County employee after vacation time, sick leave, admin leave, floating holiday, etc is subtracted from 2,000 working hours. G:\NPDES\Management Committee\Packet\18 19\PDFs for Website\ \Unmet Needs Attachment D

51 Attachment E: Comparison of Staffing Options A B C D E F G Option Staffing Level Additional Staff Staff Positions Total Staff Hours Available (Dx1650) Total Hours Required Excess Hours To Be Reassigned (F-E) 1 Full 2 Recommended Proposal GIS Watershed Planner ASA GIS, or Watershed Planner 9 14,850 15, ,550 15,500 3,950 3 GIS Only GIS 7 11,550 15,500 3,950 4 Current 0 6 9,900 15,500 5,600 Notes 1. Existing staff includes a Program Manager, Senior Watershed Planner, two Watershed Planners, Administrative Services Analyst II, and Clerical. 2. Total Hours shown in column F represents the hours it takes to do all of the tasks by all staff positions and consultants that do staff equivalent work. This is also shown on Attachment A and the Staffing Plan spreadsheet. 3. Excess Hours shown in column G represents work beyond what staff can do and would have to be reassigned to consultants, back to co-permittees, or a decision made to not do it. 4 These numbers have been rounded off for easier comparison. C:\Users\elashley\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\CKY3X9LQ\Unmet Needs Attachment E

52 Attachment F Contra Costa Clean Water Program Staffing Plan Project Parking Lot/Idea Bin Policy Level - Determine customer service expectations - Determine BASMAA scope of services - Review institutional structure of the Program - Determine appropriate Program scope of services - Agree on degree of MRP permit compliance - Define level of regional leadership (e.g., chairs of BASMAA committees) - Determine expected level of effectiveness staff should operate at Operational Level - Identify additional resources needed to make staff s work more efficient or reduce demand on their time (e.g. automated phone line) - Review other programs to find out how much staff they have and what level of service they provide. This can provide a benchmark for comparison - Organize Program to adequately cover Politics, Policy, and Science - Determine the number of committees and projects staff was involved with in 2010 and compare it to today - Identify staff shortage from January 1, 2016 (beginning of MRP 2.0) to today - Review Program Agreement and see if it meets current work requirements - Review job descriptions to see if they adequately fit Staffing Plan - Review and update Mission/Vision/Values/Expectations for Program - Compare what we did 15 years ago to what we do today FC/Mitch/Clean Water/Unmet Needs Attachment F

53 Attachment G: MRP 2.0 Tasks Program Committees Management Committee: attend Management Committee: prep/followup Administrative Committee: attend Administrative Committee: prep/follow-up Monitoring Committee: attend Monitoring Committee: prep/follow-up RAA Work Group: attend RAA Work Group: prep/follow-up Development Committee: attend Development Committee: prep/follow-up PIP Committee: attend PIP Committee: prep/follow-up Muni Ops Committee: attend Muni Ops Committee: prep/follow-up SW Inspector Work Group: attend SW Inspector Work Group: prep/follow-up Steering Committee: attend Steering Committee: prep/follow-up Program Administration Legislation, review and analysis Consultant contract administration/invoicing Manage Program files Manage incoming/outgoing mail Manage Spills and Complaints phone calls Manage Hazmat, Mosquito Vector reports Manage equipment and supplies Manage website and Groupsite Staff Meetings Staff Development/Training CASQA Conference Timesheets Evaluations Supervision Personnel Reclassification Study Program Agreement: monitor Grant administration Office Move IT coordination Strategic Planning Customer Service Expectations Process Permittee requests (general) Illicit discharge questions

54 Annual Report permittee assistance Respond to public inquiries Respond to Regional Board inquiries Assist with copper controls Local Outreach (CCEAC, PMA, CCWF, etc) Clarify MRP reqts with RB Regional Committees BASMAA Board of Directors: attend BASMAA Board of Directors: prep/follow-up BASMAA RAA Peer Review Wk Grp: attend BASMAA RAA Peer Review Wk Grp: prep/follow-up BASMAA PCB Bldg Demo Committee: attend BASMAA PCB Bldg Demo Committee: prep/follow-up BASMAA Mon POC Committee (MPC): attend BASMAA Mon POC Committee (MPC): prep/follow-up BASMAA Regional Mon Coalition (RMC): attend BASMAA Regional Mon Coalition (RMC): prep/follow-up BASMAA MPC/Dev Committee: attend BASMAA MPC/Dev Committee: prep/follow-up BASMAA Development Committee: attend BASMAA Development Committee: prep/follow-up BASMAA Trash Committee: attend BASMAA Trash Committee: prep/follow-up BASMAA Muni Ops Committee: attend BASMAA Muni Ops Committee: prep/follow-up BASMAA PIP Committee: attend BASMAA PIP Committee: prep/follow-up BASMAA POC Steering Committee: attend BASMAA POC Steering Committee: prep/followup RMP Source Path Loading Wk Grp (SPLWG): attend RMP Source Path Loading Wk Grp (SPLWG): prep/follow-up RMP Small Trib Loading Strategy (STLS): attend RMP Small Trib Loading Strategy (STLS): prep/follow-up Contra Costa Watershed Forum Financial Budget development/monitoring SUA Disbursements Non-consultant invoicing Manage purchase orders Municipal Operations (C.2) Corp. Yard inspection Pump Station inspection New Development (C.3) Technical Support HMP Erosion, Sizing, Tech Report HMP/IMP Calculator HMP Applicability Map

55 C3 Guidebook: 7th Edition BASMAA Urban Greening Project BASMAA Sizing Project Green Infrastructure Plan (C.3.j) GI Reasonable Assurance Analysis (C.3.j) Industrial/Comercial Site Controls (C.4) Update Business Inspection Plan Update Enforcement Response Plan BMP outreach material Annual Workshop Group Inspection Program coord Illicit Discharges (C.5) Illicit Discharge Detection and Elimination Mobile Business coordination Construction Controls (C.6) Biannual training program Public Info/Participation (C.7) Outreach project Green Business Program coordination Oil Payment Program Risk Reduction Program Water Quality Monitoring (C.8) Creek status monitoring Pollutants of Concern monitoring Pollutants of Concern report Stressor Source ID Special Study Urban Creeks Monitoring Report Integrated Monitoring Report CABW, SWAMP, BAMBI Volunteer Monitoring Pesticide Toxicity Control (C.9) Municipal training Ag Commissioner coord Pest Control Operators outreach Point of Purchase outreach Public Pest Control outreach Evaluate Pest Control actions Regulatory process participation Integrated Pest Management Trash Load Reduction (C.10) Mapping 10,000 SF private parcels Receiving Water Monitoring Program AGOL Trash GIS coordination Mercury Controls (C.11) (also see C.12) Monitor MeHg/Special Study (Delta TMDL) Determine Mercury load reductions Mercury/PCBs Implementation Plan

56 MeHg Special Study PCB Controls (C.12) Determine PCB load reductions (C.12.a) Coord Reg Board source property referrals Develop Implementation Plan PCB Fate and Transport Study PCB/Hg Risk Reduction Program (see PIP) Interim Accounting Methodology TMDL Reasonable Assurance Analysis (C.11/12) Copper Controls (C.13) Control Industrial sources Annual Report (C.17) Annual Report preparation Annual Report forms Annual Report writing Trash reporting requirements Program Projects GIS Pilot Project Web Site Redesign Negotiate new permit (MRP 3.0) GIS Work Group: attend GIS Work Group: prep/follow-up Report of Waste Discharge Regional Projects BASMAA Reg Mon Coalition five-year Bio-assessment Report BASMAA POC Monitoring project BASMAA Bldg Materials PCB project BASMAA POC Road/Drainage Caulk BASMAA QA/QC Data Checker Tool BASMAA Receiving Water Monitoring Report (preliminary and final) Stormwater Resource Plan GIS Program C.3 Tracking Tool Trash mapping Data/layer maintenance Program management Miscellaneous East County Permit reissuance General consultant costs (Dan Cloak, etc.) Regional General permits Water Board initiatives Bring Back the Natives

57 Date: August 15, 2018 To: From: Subject: Management Committee Sandy Mathews, LWA Courtney Riddle, Program Manger Staff Report B - PCBs in Building Materials Project Update Recommendation Receive a status update on BASMAA s PCBs in Building Materials Project. Background Provision C.12.f of the Municipal Regional Permit (MRP 2.0) requires Permittees to develop and implement an effective protocol for managing materials with PCBs concentrations of 50 ppm or greater in applicable buildings at the time such buildings are demolished, so that PCBs do not enter the storm drainage system. Applicable Buildings are defined as those built or remodeled between January 1, 1950 and December 31, Wood framed buildings and single-family residential buildings are not applicable building regardless of the age of the building. Permittees are required to develop a protocol by June 30, 2019 that includes each of the following components, at a minimum: The necessary authority to ensure that PCBs do not enter municipal storm drains from PCBs-containing materials in applicable structures at the time such structures are demolished. A method for identifying applicable structures prior to their demolition. Method(s) for ensuring PCBs are not discharged to the municipal storm drain from demolition of applicable structures. By July 1, 2019 and thereafter, Permittees are required to: Implement or cause to be implemented the PCBs management protocol for ensuring PCBs are not discharged to storm drains from demolition of applicable structures via vehicle track-out, airborne releases, soil erosion, or stormwater runoff. Develop an assessment methodology and data collection program to quantify in a technically sound manner PCBs loads reduced through implementation of the protocol for controlling PCBs during demolition of applicable structures.