MANAGEMENT COMMITTEE MEETING October 19, Glacier Drive, Martinez, CA Conference Room A 1:30 p.m.

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1 MANAGEMENT COMMITTEE MEETING October 19, Glacier Drive, Martinez, CA Conference Room A 1:30 p.m. City of Antioch : Phil Hoffmeister / Ron Bernal City of Brentwood : Jagtar Dhaliwal City of Clayton : Laura Hoffmeister / David Woltering City of Concord : Frank Kennedy / Danea Gemmell Town of Danville : Chris McCann (Vice-Chair) / Steve Lake City of El Cerrito : Stephen Pree / Jerry Bradshaw City of Hercules : John McGuire / Jose Pacheco City of Lafayette : Donna Feehan / Ron Lefler City of Martinez : Tim Tucker / Alex Stroup / Khalil Yowakim Town of Moraga : Jill Mercurio / John Sherbert / Frank Kennedy City of Oakley : Jason Vogan / Keith Coggins City of Orinda : Charles Swanson / Cathy Terentieff City of Pinole : Dean Allison City of Pittsburg : Jolan Longway/ Laura Wright / Keith Halvorson City of Pleasant Hill : Rod Wui City of Richmond : Lynne Scarpa / Chad Davisson City of San Pablo : Karineh Samkian / Adelѐ Ho City of San Ramon : Steven Spedowfski (Chair) / Robin Bartlett City of Walnut Creek : Rinta Perkins / Steve Waymire Contra Costa County (CCC) : Rich Lierly / Julie Bueren / Mitch Avalon CCC Flood Control & Water Conservation District : Mike Carlson / Tim Jensen PLEASE MARK YOUR CALENDAR NOW!!! Next Management Committee Meeting: November 16, :30 p.m. 255 Glacier Drive, Martinez, CA Conference Room A

2 CONTRA COSTA CLEAN WATER PROGRAM Management Committee Meeting Agenda October 19, 2011 AGENDA 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. 1:30 PM - Regional Board Staff Comments/Reports: 10 min. A. Selina Louie San Francisco Bay Regional Water Quality Control Board B. Elizabeth M. Lee Central Valley Regional Water Quality Control Board Presentations: A. Contra Costa Clean Water Program s Groupsite Quick Start Guidance (Valarie Wiley) 20 min. B Community Clean Water Initiative Update (Donald P. Freitas) 45 min. Consent Calendar: 05 min. (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.) A. October 5, 2011 Administrative Committee Meeting Minutes (Tom Dalziel) B. September 29, 2011 Public Information/Participation Committee Meeting Minutes (O Rorke Program Consultant) C. September 21, 2011 Management Committee Meeting Minutes (Elisa Wilfong/Tom Dalziel) D. September 12, 2011 Monitoring Committee Meeting Minutes (Jamison Crosby) E. August 25, 2011 Municipal Operations Committee Meeting Minutes (Elisa Wilfong) 2

3 Actions: A. APPROVE the Municipal Operations Committee Recommendation to Retain EOA Inc. to Provide Trash Load Reduction Technical Support Services to Municipalities for a Cost Not to Exceed $63,520 (Elisa Wilfong) B. APPROVE the Public Information / Participation Committee s Recommendation to Amend the O Rorke Contract Increasing the Payment Limit from $265,500 to $328,300 for the Purpose of Refreshing the Litter Travels Creative Slogan, Website, and Outreach Efforts (Tom Dalziel) 10 min. 10 min. Reports: A. BASMAA Committee Activities (Valarie Wiley) 05 min. Information Items: A. None Old/New Business: Adjournment: 105 minutes (3:15 p.m.) 3

4 UPCOMING EVENTS and/or DEADLINES October 25, 2011 October 26, th Wednesday Contra Costa Clean Water Program Integrated Pest Management (IPM) Workshop (8:30 a.m. 12:30 p.m. at Centre Concord, 5298 Clayton Road in Concord Contact Elisa Wilfong (ewilf@pw.cccounty.us) for details. PROGRAM COMMITTEE MEETINGS SCHEDULED NEXT MONTH Public Information / Participation (PIP) Committee Meeting, 10:00 a.m. Noon, 255 Glacier Drive, Martinez, CA, Conference Room B October 27, th Thursday November 1, st Tuesday November 16, rd Wednesday November 14, nd Monday November 23, th Wednesday November 23, th Wednesday November 24, th Thursday December 6, st Tuesday December 12, nd Monday December 21, rd Wednesday December 22, th Thursday Municipal Operations Committee (MOC) Meeting, 10:00 a.m. Noon, 255 Glacier Drive, Martinez, CA, Conference Room A Administrative Committee (AC) Meeting, 9:30 a.m. Noon, 255 Glacier Drive, Martinez, CA, Conference Room A Management Committee (MC) Meeting, 1:30 p.m. 5:00 p.m., 255 Glacier Drive, Martinez, CA, Conference Room A Monitoring Committee (MonC) Meeting, 9:30 a.m. 11:30 a.m., 255 Glacier Drive, Martinez, CA, Conference Room B Development Committee (DC) Meeting, 1:30 p.m. 5:00 p.m., 255 Glacier Drive, Martinez, CA, Conference Room A Public Information / Participation (PIP) Committee Meeting, 10:00 a.m. Noon, 255 Glacier Drive, Martinez, CA, Conference Room B Municipal Operations Committee (MOC) Meeting, 10:00 a.m. Noon, 255 Glacier Drive, Martinez, CA, Conference Room A Administrative Committee (AC) Meeting, 9:30 a.m. Noon, 255 Glacier Drive, Martinez, CA, Conference Room A Monitoring Committee (MonC) Meeting, 9:30 a.m. 11:30 a.m., 255 Glacier Drive, Martinez, CA, Conference Room B Management Committee (MC) Meeting, 1:30 p.m. 5:00 p.m., 255 Glacier Drive, Martinez, CA, Conference Room A Municipal Operations Committee (MOC) Meeting, 10:00 a.m. Noon, 255 Glacier Drive, Martinez, CA, Conference Room A SCHEDULE FOR MONTHLY BASMAA SUBCOMMITTEE MEETINGS 1 st Wednesday Monitoring Committee, 9:30 a.m. 3:00 p.m.** 1 st Thursday Development Committee, 1:30 4:00 p.m.** 3 rd Thursday Trash/Municipal Operations Committee, 1:00 4:00p.m. ** 4 the Wednesday Public Information/Participation Committee, 1:00 4:00 p.m.** **Please note the time and location for the BASMAA Subcommittee meetings are subject to change. TD:vw: G:\NPDES\Management Committee\Agenda\11 12\MC Agenda October 11.docx 4

5 Date: October 19, 2011 To: From: Subject: Management Committee Valarie Wiley, Program Secretary Contra Costa Clean Water Program Presentation Item A Contra Costa Clean Water Program s Groupsite Quick Start Guidance Recommendation: Receive presentation and immediately begin using Groupsite to collaborate, coordinate, and communicate among and between municipal stormwater representatives and Program staff. Background: In July 2011, the Management Committee approved Program staff s recommendation to pilot test Groupsite for Fiscal Year 2011/2012. In early October, the Program launched the Contra Costa Clean Water Program s Groupsite. As part of this effort, Program staff is meeting with each of the Program s committees to provide a Quick Start overview of Groupsite. This presentation will show you how to: Accept the invitation to join Groupsite Navigate and Use the Groupsite Features and Benefits Access Shared Documents Coordinate, Collaborate and Communicate with Municipal Representatives, Program Staff and Committees Fiscal Impact: None. Attachment(s): A handout summarizing the presentation will be provided at the meeting EW:vw: G:\NPDES\Management Committee\Packet\11 12\Shells Working Docs\Elisa\October\Pres Item A Oct 19.doc

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7 Date: October 19, 2011 To: From: Subject: Management Committee Donald P. Freitas, Project Manager Contra Costa Clean Water Program Presentation Item B Community Clean Water Initiative Recommendation: Provide the Management Committee a review of activities since your approval to move forward with the 2012 Community Clean Water Initiative measure on September 21, The Project Manager will also present a serious concern that could negatively impact the passage of the measure. Background: The Contra Costa Clean Water Program s Management Committee decided on September 21, 2011 to approve moving forward with the 2012 Community Clean Water Initiative which seeks to generate revenue to implement the mandatory requirements of the Municipal Regional Permit (MRP). This decision comes seven years after the Program decided to take a proactive approach to determine the best method to generate the necessary funds to maintain compliance with the MRP. Funds were placed each fiscal year in reserves commencing with the FY 2005/06 Program Budget so this effort could move forward with adequate resources once the MRP was approved. A total of $1.55 million was placed in reserves as of July 1, The Program hired the firm of SCI Consulting Group and its sub-consultants to determine the best possible option of securing additional revenue commencing in August After an exhaustive ten months of research, surveys, discussions and interviews, the consensus was a Proposition 218 Property Related-Fee would prove to be the best option to pursue. Having Contra Costa County; its nineteen incorporated cities and towns; and, the Contra Costa County Flood Control District unanimously agree to a specific course of action has been a huge undertaking. Now that the decision has been made, the complete focus is to implement the mail balloted measure.

8 The Program Manager, Project Manager, consultants and staff have been actively engaged in numerous activities to position the measure to move forward. Some of the items are as follows: A. Finalize all the terms and conditions of the 2012 Community Clean Water Initiative (e.g. independent oversight committee, no exceptions or discounts, mandatory annual audits, cost-of-living adjustment indexed at or below 2% per year, and a ten year sunset provision). B. Establish a calendar of events that will cause the election to commence on February 15, C. Convene the Contra Costa City/County Attorneys Association to review legal, technical and election documents. D. Work with the Program s PIP Committee to determine if it was possible to secure additional funding from their budget to enhance the educational outreach component of the measure (see Action Item B ). E. Make a presentation to the Contra Costa Council s Environmental/Manufacturing Task Force on October 7, F. Prepare for a presentation to the Contra Costa County Taxpayers Association on November 1, G. Begin working with the Contra Costa County Counsel s Office to implement the necessary actions/activities to conduct the measure s election. H. Continue working with the Public Managers Association to receive their input on policy issues. I. Schedule meetings with all co-permittees to discuss how each entity can or cannot participate in the educational outreach activities. Inventory all outreach resources. The Project Manager will discuss the aforementioned items in more detail at your Management Committee meeting and discuss one particular concern, which might negatively impact the measure. Fiscal Impact: Not to exceed $1.55 million. Attachment(s): None TD:DF:vw G:\NPDES\Management Committee\Packet\11 12\Sept 11\Pres Item B Oct 11.docx

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15 CONTRA COSTA CLEAN WATER PROGRAM Management Committee Meeting September 21, 2011 Minutes Attendance: MUNICIPALITY ATTENDED ABSENT City of Antioch City of Brentwood City of Clayton City of Concord Town of Danville (Vice-chairperson) 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 (Chairperson) City of Walnut Creek Contra Costa County Contra Costa County Flood Control & Water Conservation District Phil Hoffmeister Jack Dhaliwal Laura Hoffmeister Frank Kennedy Danea Gemmell Chris McCann Jerry Bradshaw Steven Pree Jose Pacheco Donna Feehan Tim Tucker Jill Mercurio Keith Coggins Cathy Terentieff Dean Allison Frank Kennedy Jolan Longway Rod Wui Lynne Scarpa Karineh Samkian Steven Spedowfski Rinta Perkins Mike Carlson Mike Carlson OTHERS/GUESTS: Chris Lehon, RecycleMore John Bliss, SCI, Inc. I. Introductions: Spedowfski began the meeting at 1:30 with self-introductions.

16 II. Regional Board Staff Comments/Reports: San Francisco Bay RWQCB Selina Louie not in attendance Central Valley RWQCB Elizabeth M. Lee not in attendance III. Presentations: A RecycleMore s Regional Development of a Single Use Bag Reduction Model Ordinance Michelle McCauley introduced Chris Lehon, Executive Director of RecycleMore and Julie Haas-Wajdowicz, Public Information/Outreach (PIP) Chair. Chris Lehon began by reminding committee members a 40% reduction in trash is mandatory by July 30, 2014 and the San Francisco Bay Regional Water Quality Control Board (Water Board) has made it known they are supportive of single use bag bans and are planning to provide a 10-15% credit toward the trash reduction mandate. Elisa Wilfong commented that if a ban included polystyrene food containers the credit could increase to 25%. Mr. Lehon called out Los Angeles, San Francisco and Santa Clara counties as examples of countywide bans achieved. He indicated a countywide ban was being pursued in Alameda County. He recounted the recent Manhattan Beach court ruling that required larger cities above 40,000 in population to implement Environmental Impact Reports (EIR) for bag ban ordinances, and suggested it could be done on a countywide basis to help reduce costs. Lehon commented further that he made a presentation at the September 20, 2011 Board of Supervisor s (BOS) meeting to seek their endorsement for a Countywide ban. The BOS was tentatively supportive of the ban and referred it to a committee for further vetting. A discussion ensued as to how a countywide ban would be implemented. Dalziel indicated this would need to be reviewed and researched by the PIP Committee and included in a subsequent recommendation to the Management Committee. Dalziel also indicated the PIP Committee should look at the potential liabilities should a ban be challenged in court. Questions were asked and answered. Spedowfski proceeded straight to Action Item A. Karineh Samkian moved / Rinta Perkins seconded /To approve the PIP Committee s recommendations for Program participation in development of a single use bag reduction model ordinance. Motion passed. The City of Lafayette voted no. B. Provision C.10 Trash Load Reduction Mandates and Regional Implementation Activities Update - Wilfong provided an overview of the MRP C.10 Trash 2

17 requirements and needed tasks and their respective deadlines. The presentation defined whether each task was a regional, program or municipal responsibility and the status of each task. Wilfong went through a detailed account of what actions Co-permittees need to do now to prepare for development and submittal of the Short-Term Trash Reduction Plans due February 1, Wilfong proposed to subcontract the baseline trash reduction calculation to EOA Inc. Wilfong will follow up with EOA and request a proposal for Management Committee review and consideration next month. IV. Consent Calendar: A. September 6, 2011 Administrative Committee Meeting Minutes B. August 4, 2011 Municipal Operations Committee Meeting Minutes C. August 24 and July 27, 2011 Public Information/Participation Committee Meeting Minutes D. July 27, 2011 Development Committee Meeting Minutes E. July 26, 2011 Monitoring Committee Meeting Minutes F. July 20, 2011 Management Committee Meeting G. APPROVE the Administrative Committee s Recommendation to Sponsor the Fourth Quadrennial Contra Costa County Creek and Watershed Symposium to be Held November 17, 2011 at the Antioch Community Center for a Cost Not to Exceed $1,000 H. APPROVE Funding Allocation for Eco-Wise Certified to Conduct Structural Integrated Pesticide Management (IPM) Training to Municipal Employees for a Cost Not to Exceed $7,500 V. Actions: Rinta Perkins moved / Jack Dhaliwal seconded / To approve the consent calendar as submitted. Passed unanimously. A. APPROVE the Public Information / Participation Committee s Recommendations for Program Participation in Development of a Single Use Bag Reduction Model Ordinance See Presentation Item A. B. APPROVE Program Comment Letter on the Proposed Draft Tentative Order to 3

18 Amend the Municipal Regional Permit (MRP) and its Submittal to the San Francisco Bay Regional Water Quality Control Board by the October 6, 2011 Deadline Dan Cloak gave a thorough presentation on the proposed draft amendment to the MRP regarding C.3. Contra Costa supports the proposed amendment with changes as outlined in the comment letter. Chris McCann moved / Laura Hoffmeister seconded / To approve the comment letter. Passed unanimously. C. APPROVE Proceeding with a Proposition 218 Property Related Fee Balloted Election Under the Terms Generally Articulated in the 2012 Community Clean Water Initiative Freitas reminded committee members the Program began preparations for a funding initiative in Fiscal Year 2005/2006. He outlined actions taken since that time including public opinion research in 2006, the subsequent branding campaign conducted over the past five (5) years, and the Phase I, Tasks 1 5 conducted by the consultant team lead by SCI Consulting Group with input and direction provided by the Management Committee, Stormwater Funding Initiative Work Group, and Contra Costa Public Managers Association. Lastly, Freitas reviewed the terms and elements of the proposed 2012 Community Clean Water Initiative. He then reviewed the recommendations outlined in Action Items D, E and F. Questions were asked and answered. Jerry Bradshaw moved / Laura Hoffmeister seconded / To approve proceeding with a Proposition 218 property related fee balloted election under the terms generally articulated in the 2012 Community Clean Water Initiative. Passed unanimously. D. APPROVE the Contra Costa County Flood Control & Water Conservation District, on Behalf of the Contra Costa Clean Water Program, to Proceed with the Property Related Fee Measure Balloted Election to Generate Additional Revenue to Implement the Mandatory Requirements of the Current and Any Future Municipal Regional Permits See Action Items C above and F below for further details. E. APPROVE Proceeding with Phases II and III of the SCI Consulting Group Inc. s Consulting Services Agreement that will Cause the Property Related Fee Measure to be Conducted - Freitas listed next steps to meet with City Attorneys, County Taxpayer s Association, and environmental groups. Tramatola will meet with cities to identify municipal resources to help provide outreach, identify special groups and persons of interest that would be beneficial to contact up front to try to bring on board. One Co-permittee advocated cutting O Rorke s litter/branding campaign 4

19 budget and allocating funds for the funding initiative outreach being conducted by Tramatola. Another proposal was to coordinate the litter travels media campaign and messaging to better support the funding initiative outreach efforts being planned by Tramatola. After some discussion, Management Committee members directed staff to work with the PIP Committee and consultants to evaluate opportunities to coordinate these outreach activities. See Action Item F below for further details. F. APPROVE Increasing the SCI Consulting Group Inc. s Contract by $300,000 for a Cost Not to Exceed $1,550,000 for Additional Educational Outreach Services, Materials, Advertising, and Activities - Phil Hoffmeister moved / Karineh Samkian seconded / To approve Action Items D, E & F as detailed above. Passed unanimously with the caveat that the PIP Committee reevaluate the O Rorke litter/branding campaign funding and whether it should be retooled to synch up with Tramatola or funding should be moved from O Rorke to Tramatola. Passed unanimously. G. APPROVE Cancelation of Bay Friendly Landscaping (BFL) 2011 Workshop Series and Pay Initial Setup Cost for a Cost Not to Exceed $2,500 Wilfong reported that due to low enrollment (i.e., 28 peopled registered) and increased costs Program staff in consultation with Walnut Creek staff are recommending canceling the planned BFL workshop. Wilfong indicated the Program would be liable for a $2,500 non-refundable deposit. Wilfong recommended the remaining budget of $12,500 be encumbered and used to conduct a BFL training and certification workshop next fiscal year. Dean Allison moved / Karineh Samkian seconded / To approve cancelation of the Bay Friendly Landscaping Workshop series and pay initial setup cost for a cost not to exceed $2,500. Passed unanimously. VI. Staff Reports: A. Update on Commencement of Fall 2011 Monitoring Activities Jamison Crosby provided an update on the activities in progress to establish a Long Term/Pollutant of Concern (POC) Monitoring station at Lower Marsh Creek in Brentwood to fulfill requirements in C.8.e of the MRP. Program consultant, ADH Environmental, will be installing monitoring equipment including three (3) ISCO automated samplers at the creek location. In addition, Crosby gave an update on progress to select and reconnoiter sample sites for Status Monitoring to fulfill requirements in C.8.c of the MRP. It is anticipated as many as 20 to 30 sites will need to be investigated in order to identify the 10 5

20 minimum sites required for sampling. B. BASMA Committee Activities Program staff asked if there were any questions regarding minutes provided for the various BASMAA committees. There was none. VII. Information Items: A. None VIII. Old/New Business: A. None. IX. Adjournment: Spedowfski adjourned the meeting at 4:30 pm. TD:mm G:\NPDES\Management Committee\Minutes&Attendance\11 12\MC Min Sep 11.doc 6

21 CONTRA COSTA CLEAN WATER PROGRAM Monitoring Committee September 12, 2011 Meeting Minutes Attendance: MUNICIPALITY ATTENDED ABSENT City of Antioch Chairperson Contra Costa County County Flood Control District City of Pittsburg City of San Pablo City of Walnut Creek - Vice-Chairperson Phil Hoffmeister Alex Anaya Mike Carlson Alfredo Hurtado Walter Pease Karineh Samkian Rinta Perkins Non-Voting: City of Richmond Lynne Scarpa Program Staff: Jamison Crosby Michelle McCauley I. Introductory Remarks and Announcements: At 9:35 a.m. Jamison Crosby began the meeting with self-introductions and provided the following announcements: 1. The State of the Estuary Conference will be September st in Oakland. 2. The CASQA Conference will be September th in Monterey. Crosby will be attending. 3. The Contra Costa Watershed Symposium will be on November 17 th in Antioch. II. III. Approve July 26, 2011 Minutes Crosby apologized she had not had time to finalize the July 26, 2011 minutes (not the August minutes as mistakenly referred to in the agenda). She will finalize them and distribute them electronically for committee members review and approval. Program-Directed Monitoring: 1. Status of contracting with ADH Environmental - The ADH Environmental and Brown and Caldwell contracts were each three (3) year contracts scheduled to be approved by the Board of Supervisors on September 13, The contract amounts are $1,295,000 and $420,000, respectively.

22 Crosby commented she has been very impressed so far with ADH s flexibility, technical prowess, and rapid assimilation into the projects. 2. Planning for POC Monitoring to Commence October 2011 Crosby will the Small Tributaries Loading Strategy (STLS) Multi-year Plan for committee members reference. Management Committee has already seen the document as it will be part of the BASMAA Annual Report submittal. The plan documents the alternative monitoring approach to C.8.e that is allowed in the MRP. BASMAA representatives have been developing the plan over the last year in collaboration with Water Board staff and Assistant Executive Officer Tom Mumley. It provides for the collection of a larger number of chemical analytes as a trade-off for a smaller number of sample sites (6 vs. the 8 that were called for in the MRP). CCCWP will be sampling Lower Marsh Creek near Sunset Park in Brentwood. The monitoring equipment will be installed by ADH Environmental the week of September 19th, to remain in the creek for the entire wet season. Santa Clara Valley Urban Runoff Prevention Program (SCVURPPP) will be installing a station on the Guadalupe River. SFEI will monitor Sunnyvale and East San Leandro Creeks with funding from the Regional Monitoring Program (RMP). One committee member expressed concern about the accuracy and reliability of the test results. Crosby explained the samples will be analyzed by some of the best laboratories in the business and she s confident the data will be of high quality. Since CCCWP is under the jurisdiction of two Waterboards, there will be some additional analytes that need to be collected specifically to meet the requirements of the Central Valley Water Board. Crosby distributed a list of those analytes and explained she will be meeting tomorrow with Elizabeth Lee, who is the Program s new case manager at the Central Valley Board. Crosby will explain the upcoming monitoring. IV. Regional Monitoring Coalition: 1. Clean Watersheds for a Clean Bay Grant The EPA grant is funding C.11/12 requirements c.d.e. and i. a. Task 5 Stormwater Treatment Retrofits The City of Richmond will very likely be providing two sites; one outside a PG&E Substation and the other at Nevin Ave. Crosby will be asking the Management Committee to approve the two (2) sites on September 21st, as per the Monitoring Committee s recommendation in July. 2. Creek Status Monitoring Regional Probabilistic Design Crosby will committee members the Creek Status and Trends Monitoring Plan. It spells out exactly how this work will be accomplished beginning in spring ADH and Crosby have been working to identify all the properties adjacent to selected sample sites and to secure permission to do reconnaissance and sampling in the creek adjacent to those properties. Approximately 201 2

23 permission letters were mailed to property owners and a copy was provided to the Committee for their reference. Crosby explained the sites need to be investigated before the rains arrive so she and ADH will be working hard to get it done in the midst of also installing our POC station at Marsh Creek. 3. Information Management System Development for POC Monitoring Crosby explained she and other BASMAA members are still working on developing a cost estimate and scope for SFEI to house and manage the monitoring database. Crosby shared the current version of the cost proposal with the group and explained it needs a lot of revision. Approximately half of the cost would be covered by CCCWP, the other half by SCVURPPP. Crosby reviewed the cost proposal with co-permittees and listed a number of potential areas to save. V. CCCMAP Report for 2010 Data Crosby explained the CCMAP report was recently finalized for the 2010 data. Crosby will send the report to committee members by for their records samples showed the New Zealand Mud Snail is now present in Grayson Creek near Diablo Valley College (DVC). VI. VII. Summary of Action and Agenda Items for Next Meeting: July 26, 2011 MONC minutes Creek Status and Trends Monitoring Plan the STLS Multi-year Plan CCMAP 2010 Report Report on outcome of meeting With Central Valley Water Board Discuss development of a strategy to obtain better mercury recovery data Adjournment: Crosby adjourned the meeting at 11:00 a.m. Next Monitoring Committee Meeting: October 12, :30 a.m. Conference Room B 255 Glacier Drive Martinez, CA G:\NPDES\Monitoring Cmte_WAM\Minutes-Attendance\11-12\Mon Com Min Template.doc MM 3

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25 CONTRA COSTA CLEAN WATER PROGRAM Municipal Operations Committee (MOC) August 25, 2011 Minutes Attendance: MUNICIPALITY ATTENDED ABSENT City of Antioch Rose Ramirez Phil Hoffmeister City of Brentwood Kelly Martinez Jeff Cowling (Vice Chair) City of Concord Andrew Kennedy County Watershed Program Charmaine Bernard Town of Danville City of El Cerrito City of Lafayette City of Pittsburg City of Richmond NON-VOTING City of Hercules Town of Moraga City of Orinda City of Pinole City of San Ramon City of Walnut Creek GUESTS Chris McCann David Terhune Jolan Longway (Chair) Lynne Scarpa Glen Moniz Cathy Terentieff Patrick Bowie Steve Spedowfski Garth Schultz John Sherbert Rinta Perkins PROGRAM STAFF Elisa Wilfong I. Introductions/Announcements Jolan Longway began the meeting at 10:00 a.m. with self-introductions. Longway asked members for announcements. Elisa Wilfong made several announcements regarding events and workshops coming up: First, the Bay Friendly Landscape Certification program will be hosted by the Program for Fiscal Year (FY) 2011/2012 and will begin on September 29, 2011 and

26 end on November 9, Signups for the workshop end September 15, Wilfong distributed brochures to the attendees. The class size of the workshop is limited to 60 attendees. Municipal employees will be given priority and free registration then private business employees can register with a fee on a first come first serve basis. Second, the Program will also host an EcoWise certification workshop for one day in October (date to be determined). This will be available to municipal employees only for free and will satisfy their Municipal Regional Permit (MRP) IPM training requirements for structural IPM just as the Bay Friendly satisfies the landscape IPM training in the MRP. Third, the State of the Estuary Conference is September 20-21, 2011 at the Oakland Marriot. Program staff may attend this conference if time permits. Fourth, unincorporated county is hosting a rural roads training on September 29, 2011 that is open for attending to all interested co-permittees but space is limited. Fifth, the annual CASQA conference will take place from September 26 thru September 28, Program staff will be attending this conference as their annual stormwater training and networking event. No other announcements were made. Longway proceeded to the agenda items. II. Approve the August 4, 2011 Minutes Longway asked members for comments/questions regarding the August 4, 2011 MOC minutes. No discussion was offered. Charmaine Bernard motioned to approve the minutes, Chris McCann seconded the motion. Passed unanimously. III. Update on BASMAA SubCommittees The BASMAA MuniOps Committee did not have items for the August 18, 2011 meeting and hence, did not convene. Wilfong provided an update on the BASMAA Trash Subcommittee meeting on August 18, The update included the following items: a. Very little of the ABAG Trash grant monies have been spent. Janet Cox encourages participating municipalities to finalize their ABAG contracts and purchase trash devices now. Remember to put all installed trash devices on the trashtracker.org website. b. The Trash Subcommittee recommended approval the BASMAA s Board of Directors (BOD) for Phase III of the Baseline Trash Load Estimate Project. Phase III is estimated to cost $50,000 and will entail crunching the monitoring data numbers from the trash collection from installed capture devices, preparing a process memo, and finalizing the baseline calculation methodologies. c. The Baseline Trash Load Estimate Project is progressing with the second monitoring event slated for September 20 and 21. Participating municipalities must clean their trash devices and transport the trash material to the sorting site by September 20, Field forms for the cleaning activities will be distributed to the cities by the end of August. BASMAA is still seeking out more low-income areas to install devices for the study. Currently we have 125 devices participating in the study. Wilfong has assisted BASMAA by measuring the drainage areas of the trash devices located in Contra Costa. d. The baseline load calculations are expected to be released from BASMAA during November All short-term trash reduction plans are still due to the 2

27 Water Board by February 1, However, Water Board staff understand that further monitoring data will not be included in the baseline calculations by February 1, 2012 so, it is understood by Water Board staff and BASMAA representatives that the plans submitted on February 1, 2012 will be in draft form until all monitoring data from the Baseline Trash Load Estimate Project is completed. Final drafts of municipal short term trash reduction plans will be submitted with the 2011/2012 annual report due on September 15, e. The Model Short-Term Trash Reduction Plan from BASMAA has not been released. It is scheduled to be released by the end of August. f. A discussion ensued among the BASMAA Trash Subcommittee to tackle the exclusion zones of the Baseline calculations. Specifically, what areas within a municipality should not be included in the baseline calculation. BASMAA is drafting a proposal to the Water Board that includes such areas as regional parks, school district property, and CalTrans properties to name a few. MOC members provided feedback on this proposal development and instructed Wilfong with a list of other possible areas that should be excluded. Wilfong will discuss with the BASMAA Subcommittee during the September meeting and report back to the MOC. IV. C.10 Trash Provision Agenda: a. Review Committee comments on BASMAA s Trash Load Methodologies MOC members discussed various aspects of BASMAA s draft Methodologies document that explains the calculation formulas of how to achieve credit from trash reduction activities to achieve the MRP trash reduction requirements. Primarily the discussion focused on polystyrene bans and possible development of a formula to calculate trash reduction credit as opposed to a straight across credit. A few cities offered to provide trash hot spot cleanup data and other data to support an increase in credit given for a polystyrene ban. Wilfong will follow up with these cities. Other minor comments ensued on the grammar and punctuation problems with the document. Wilfong asked for final comments by Wednesday August 31 st from the MOC to submit to the BASMAA Trash Subcommittee by September 2, b. Review of BASMAA s Short-Term Trash Reduction Plan Model - Wilfong explained that the short-term trash reduction plan model was not released by BASMAA by the MOC meeting. Wilfong will keep MOC member informed of its release date and pass on the document for comment. c. Update on ABAG Trash Grant Project Wilfong provided an update during the BASMAA subcommittees update mentioned above. V. Old/New Business No old/new business was announced. VI. Adjournment - Longway adjourned the meeting at 12:00 p.m. The next MOC meeting will be September 22, EW:vw G:\NPDES\MOC\Minutes & Attendance\11 12\MOC Min Aug 25.doc 2

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29 Date: October 19, 2011 To: From: Subject: Management Committee Elisa Wilfong, Watershed Management Planning Specialist Contra Costa Clean Water Program Action Item A APPROVE the Municipal Operations Committee Recommendation to Retain EOA Inc. to Provide Trash Load Reduction Technical Support Services to Municipalities for a Cost Not to Exceed $63,520 Recommendation: Approve the Municipal Operation Committee s recommendation to retain EOA Inc. to provide trash load reduction technical support services to interested municipalities for a cost not to exceed $63,520. Background: To access compliance with the Provision C.10 mandate to reduce trash loads discharged through municipal separate storm sewer systems (MS4s) by 40% by July 1, , each Co-Permittee must determine their baseline trash load. This baseline trash load must be completed and submitted as part of the Short-Term Trash Load Reduction Plans due to the San Francisco Bay Regional Water Quality Control Board by February 1, Baseline trash load methodologies and a model Short-Term Trash Load Reduction Plan are being developed as a regional task through the BASMAA Trash Subcommittee. Included in the baseline trash load methodologies are trash load generation rates for street sweeping, which will be combined with the results of the baseline trash loading monitoring study for the full trash capture devices. This collected trash load data along with maps with land uses and population densities (provided by ABAG GIS data) will be used to generate baseline trash loads. 1 Municipalities under the jurisdiction of the Central Valley Regional Water Quality Control Board have until July 1, Municipalities under the jurisdiction of the Central Valley Regional Water Quality Control Board have until February 1, 2013.

30 To calculate the baseline load, each Co-permittee will be required to transform their street sweeping programs (i.e., street sweeping routes, frequencies, and available parking enforcement information) into a digital map to overlay upon the trash loading rates extrapolated from the baseline trash loading monitoring study. The above mentioned street sweeping data is required to be in GIS file format. Once all the data is in GIS file format the calculation can be made easily for baseline loads using BASMAA s baseline trash loading formula. The difficulty with the above tasks is that it requires GIS capability, which some Co-permittees do not have. For other Co-permittees, these tasks may be timeconsuming even if they possess dedicated staff to manipulate GIS files. To assist municipalities and expedite the development of their baseline trash loads and Short-Term Trash Load Reduction Plans, the Program requested a scope of work and budget from EOA, Inc., whom is assisting BASMAA with the development of the baseline trash load and trash load reduction tracking methodologies, the model Short-Term Trash Load Reduction Plan, and the baseline trash loading monitoring study. Attached is the Project Proposal and Budget prepared by EOA Inc. The Municipal Operations Committee is recommending the Program contract with EOA Inc. to assist interested municipalities with completion of Tasks 1, 2, 3 and/or 4. Please note the cost of Task 1 may be reduced based on whether the frequencies of street sweeping change in different parts of the municipality. If the frequencies don t change (e.g., the street sweeping route is 1x a month everywhere), then each individual segment of street corresponds to one frequency and does not have to be individually coded. The same scenario goes for parking enforcement information. Please also note that the proposal assumes that EOA staff will be working directly with Program staff and no meetings or communications with the Co-permittees will be conducted. In order for Co-permittees to complete a baseline trash calculation on their own, a GIS data layer will be needed for the entire municipality with loading rates for each associated polygon (i.e. land area and population density). Co-permittees will need to digitize their street sweeping frequencies/enforcement in GIS, buffer the streets in GIS, and adjust the associated loading rates accordingly. Once this is done, an output from GIS of loading rates and associated areas would be entered into a spreadsheet that allows the Co-permittee to calculate the load per area and overall load. This spreadsheet would eventually be turned into the table that the Co-permittee would include in their Short-Term Trash Load Reduction Plan. The cost for Tasks 1-4 per municipality would total $2,508. Note: this includes just one Calculation of Anticipated Trash Load Reductions under Task 4. Each additional calculation would cost another $668. If all municipalities requested assistance with Tasks 1-4 and one additional calculation under Task 4, the total

31 cost per municipality would be $3,176. The total cost for all 20 municipalities (excludes the Flood Control District) would be $63,520 ($3,176 x 20). The Municipal Operations Committee recommends the Management Committee approve the Program to retain EOA Inc. to provide the technical support services outlined in the attached project proposal to interested municipalities for a cost not to exceed $63,250. Fiscal Impact: Funding for the above described technical support services would not be paid for by the Program. However, Program staff would assist in coordinating all work provided by EOA to each municipality. The technical support services requested by individual municipalities and provided by EOA Inc. would be paid for by the requesting municipality. Costs will be tracked and charged to each municipality similar the Group Inspection Program costs (i.e., costs would be deducted from the municipality s Stormwater Utility Assessment disbursement). Attachment(s): Attachment: Assistance with calculating Trash Baseline Loads and Loads Reduced Draft Project Proposal EW:td:vw G:\NPDES\Management Committee\Packet\11 12\Shells Working Docs\Elisa\October\Action Item A Oct 19.doc

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37 Date: October 19, 2011 To: From: Subject: Management Committee Tom Dalziel, Program Manager Contra Costa Clean Water Program Action Item B APPROVE the Public Information / Participation Committee s Recommendation to Amend the O Rorke Contract Increasing the Payment Limit from $265,500 to $328,300 for the Purpose of Refreshing the Litter Travels Creative Slogan, Website, and Outreach Efforts Recommendation: Approve the Public Information / Participation (PIP) Committee s recommendation to amend the O Rorke consulting services contract increasing the payment limit by $62,800 (i.e., from $265,500 to $328,300) for the purpose of refreshing the litter travels creative slogan, website, and outreach efforts. Background: In June of 2011, the PIP Committee was informed that $62,800 remained unspent in O Rorke s Fiscal Year 2010/2011 consultant services contract, and that these monies had been encumbered as directed by the Management Committee in March PIP Committee members subsequently voted to increase O Rorke s Fiscal Year 2011/2012 contract payment limit by $62,800 from $265,500 to $328,300 - for the purpose of refreshing the litter travels creative slogan, website and outreach efforts. This action was not brought to the Management Committee for approval. Just prior to this vote, the PIP Committee also reviewed whether to begin the creative and web development for the 2011/2012 outreach campaign immediately or to wait until the results of public opinion research being conducted for the stormwater quality funding initiative. The PIP Committee elected to wait, reasoning valuable information could be gleaned from the public opinion survey 1 On March 16, 2011, the Management Committee voted to encumber unexpended Fiscal Year 2010/2011 PIP budget. At that time, it was projected that approximately $50,000 would be encumbered. This $50,000 was budget the Management Committee subsequently decided not to allocate for participation in BASMAA s Regional Trash Campaign. It was anticipated that O Rorke would expend their entire budget.

38 results, and the 2011/2012 litter travels campaign could be more thoughtfully planned with these results in hand. The PIP Committee has reviewed the survey responses and the decision to move ahead with the funding initiative and the election, which is planned for late winter/early spring of 2012 (targeting mid-february). Based on this information, the PIP Committee is recommending the $62,800 in unanticipated carry-over funds be spent on additional media buy for the 2011/2012 litter travels campaign, which would support the funding initiative. Program staff and representatives of O Rorke, along with representatives from Tramutola, which is conducting the education and outreach for the funding initiative, have met and are reviewing opportunities to coordinate messaging. Any additional details regarding this coordination, if available, will be provided at the October 19, 2011 Management Committee meeting. Based on direction from the PIP Committee members, O'Rorke has developed a media plan for the 2011/2012 litter travels campaign that is very similar to the plan executed in 2010/2011. Media has been placed in outlets to geographically target civic-minded residents first and foremost, as well as spill over to reach other county residents. Approximately 90 percent of the carry-over funds have been applied directly to the media buy, specifically on media booked between December and mid-february. The other ten percent is allocated toward creative development for the additional and refined creative. The PIP Committee is recommending Management Committee approval to amend the O Rorke contract increasing the payment limit by $62,800 for the planned augmentation of the litter travels campaign, which is timed to support the funding initiative. Should the Management Committee not approve the PIP Committee s recommendation, O Rorke will immediately work with vendors to adjust the spring buy consistent with the original budget. Fiscal Impact: The approved Fiscal Year 2011/2012 PIP budget is $290,000 of which $146,498 was funded with PIP reserve. This amount was conservatively estimated to deplete the projected PIP reserve. As part of this approval, any remaining projected PIP reserve balance was to be reallocated for establishment of a Stormwater Utility Assessment Operating Fund Balance. At that time, the $62,800 carry-over from the O Rorke contract was not projected. This money is currently in the PIP reserve and can be used as recommended by the PIP Committee members, retained in reserve, or reallocated for another purpose as directed by the Management Committee.

39 Attachments: Attachments, if any, will be distributed at the Management Committee meeting. TD:vw G:\NPDES\Management Committee\Packet\11 12\Shells Working Docs\Tom\Act B Oct doc

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41 Date: Oct 19, 2011 To: From: Subject: Management Committee Program Staff By: Valarie Wiley Contra Costa Clean Water Program Staff Report A BASMAA Committee Activities Recommendation: Receive BASMAA Committees meeting minutes. Background: The following draft BASMAA Committee meeting minutes are attached: October 6, 2011 Development Committee Meeting September 7, 2011 Monitoring/POC s Committee Meeting September 6, 2011 Development Committee Meeting Program staff will report any significant updates from the most recent BASMAA Committee meetings, and respond to any questions at the October 19, 2011 Management Committee meeting. Fiscal Impact: None. Attachment(s): See attachments listed above under Background. vw G:\NPDES\Management Committee\Packet\11 12\Shells Working Docs\Val\Staff Report BASMAA Oct 11.docx

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47 DRAFT Meeting Summary Monitoring / POCs Committee Wednesday, September 7, Budgeting and planning for Regional Projects (open only to BASMAA and member program representatives / staff, and invited participants) A. Checked-in regarding current projects budgets status Ø Action: Update MPC Project Profile list Arleen Feng 10/5/11 B. Potential revisions to Regional Projects for POC Loads Monitoring, C.8.e C. Contracts and contract management Main Meeting 2. Introductions, Announcements, and Changes to Agenda (Arleen Feng) Announcements Ocean Plan monitoring proposals State Water Board is taking comments to October 24; hearing is November 1 WEF Stormwater Symposium July 18-20; 2012; Baltimore, MD 3. Approval August 3, 2011 meeting summary (Arleen Feng) Ø Action: Postponed to October 5 meeting Comm. members 10/5/11 4. MPC / BOD Status Review (Arleen Feng) A. BOD update B. Action Items from previous MPC meetings Outcomes: Received updates and reviewed Action Item status 5. Regional Monitoring Coalition Creek Status Monitoring, MRP C.8.c A. Information Management System development (Chris Sommers) Outcome: Reviewed and discussed draft spreadsheet of tasks and costs Ø Action: Provide any additional comments on draft spreadsheet of tasks and costs for SFEI to provide assistance with regional POC monitoring Comm. members 9/9/11 Ø Action: Produce draft Scope of Work Chris Sommers 9/16/11 B. Creek Status Coordination and Reporting tasks (Arleen Feng) Outcome: Brainstormed table of roles & functions 6. FY10-11 Regional POC Report/Monitoring Status Report (Committee members) Outcome: Received final comments and reviewed submittal process.

48 Draft BASMAA Monitoring / POCs Committee Meeting Summary September 7, Updates on POC Projects, other initiatives of regional interest Outcomes: discuss outstanding issues or project development A. Loads Avoided (Chris Sommers) Ø Action: Develop item for 10/5 MPC agenda, including: Review list of all elements covered by Loads Avoided and develop schedule for MPC discussions of all sections over the next 6 months of MPC meetings. Sections to be distributed in advance to scheduled meeting to gather information on existing Permittee approaches to collecting related data. Discuss section on recycling of mercurycontaining materials. Arleen Feng / Chris Sommers 10/3/11 B. RMP Nutrient Strategy (Arleen Feng) Ø Action: Call in to RMP Nutrient Strategy Team start-up meeting Arleen Feng 9/15/11 C. Other (Committee members) 8. Review New Actions and Deferred items (Arleen Feng) 9. Adjourn Next BASMAA Monitoring / POCs Committee meeting is Wednesday, October 5,

49 Draft BASMAA Monitoring / POCs Committee Meeting Summary September 7, 2011 Meetings Attended Affiliation / Representing Name Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 1 ACCWP Arleen Feng X X X 2 CCCWP / NA Jamison Crosby X X X 3 CCCWP / NA Tom Dalziel X 4 Fairfield-Suisun URMP Kevin Cullen P 5 ADH / NCSPPP Jack Betourne P 6 EOA / SMCWPPP Jon Konnan X X X 7 EOA / SMCWPPP Lucy Buchan X 8 EOA / SCVURPPP Chris Sommers X X X 9 BASMAA Geoff Brosseau X X X 10 City of San Jose / NA Eric Dunlavey X X X 11 City of Daly City / Cynthia Royer X X X SMCWPPP 12 City of Walnut Creek / Rinta Perkins X X CCCWP 13 City of Pittsburg Alfredo Hurtado X X X 14 Consultant Armand Ruby X X X 15 SFEI Lester McKee X X X = In-person; P = by phone 3

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