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

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1 MANAGEMENT COMMITTEE MEETING January 19, Glacier Drive, Martinez, CA Conference Room A 1:30 p.m. City of Antioch : Phil Hoffmeister /Julie Haas-Wajdowicz City of Brentwood : Jagtar Dhaliwal / Jeff Cowling City of Clayton : Laura Hoffmeister / David Woltering City of Concord : Jeff Roubal / Frank Kennedy Town of Danville : Christine McCann / Michael Stella City of El Cerrito : Garth Schultz / Melanie Mintz City of Hercules : Erwin Blancaflor / Jose Pacheco City of Lafayette : Donna Feehan / Ron Lefler City of Martinez : Alex Stroup / Tim Tucker Town of Moraga : Jill Mercurio / Frank Kennedy City of Oakley : Frank Kennedy / Jason Vogan City of Orinda : Cathy Terentieff / Paul Lang City of Pinole : Nancy Voisey / Dean Allison City of Pittsburg : Jolan Longway/ Laura Wright City of Pleasant Hill : Rod Wui / Steve Wallace City of Richmond : Lynne Scarpa / Chad Davisson City of San Pablo : Karineh Samkian/ Adelѐ Ho City of San Ramon : Steven Spedowfski (Vice-Chair) / Robin Bartlett City of Walnut Creek : Rinta Perkins (Chair) / Steve Waymire Contra Costa County (CCC) : Rich Lierly / Charmaine Bernard CCC Flood Control & Water Conservation District : Paul Detjens / Mitch Avalon PLEASE MARK YOUR CALENDAR NOW!!! Next Management Committee Meeting: February 16, :30 p.m. 255 Glacier Drive, Martinez, CA Conference Room A

2 CONTRA COSTA CLEAN WATER PROGRAM Management Committee Meeting Agenda January 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. 12:00 PM Closed Session: A. Stormwater Pollution Control Manager Interview Strategy Session (Management Committee) 90 min. 1:30 PM - Regional Board Staff Comments/Reports: 10 min. A. Selina Louie San Francisco Bay Regional Water Quality Control Board B. Kim Schwab Central Valley Regional Water Quality Control Board Presentation: A. First Draft Fiscal Year 2011/2012 Program Budget (Tom Dalziel) Consent Calendar: 45 min. 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. December 13, 2010 Public Information/Participation Committee Meeting Minutes (O Rorke Program Consultant, Michelle McCauley) B. December 14, 2010 Monitoring Committee Meeting Minutes (Jamison Crosby) C. December 15, 2010 Management Committee Meeting Minutes (Michelle McCauley, Tom Dalziel) D. January 4, 2011 Administrative Committee Meeting Minutes (Michelle McCauley, Tom Dalziel) 2

3 E. December 2, 2010 Municipal Operations Committee Meeting Minutes (Elisa Wilfong) Actions: A. APPROVE and AMEND the Fiscal Year 2010/11 Group Program Budget to Participate in the Spring 2011 Orthodigital Aerial Photography Update Project for a Cost Not to Exceed $100,000 (Tom Dalziel) B. APPROVE and AUTHORIZE the Program to Amend the Contract with Dan Cloak Environmental Consulting to Increase the Contract Limit from $100,000 to $150,000 (Tom Dalziel) C. APPROVE and APPROPRIATE Regional Monitoring Coalition Funding Contribution for a Cost Not to Exceed $59,000 (Jamison Crosby) D. APPROVE for Submittal BASMAA s Progress Report on Development of Trash Load Reduction Tracking and Trash Baseline Loads, and DIRECT the Interim Program Manager to Sign and Certify the Submittal on Behalf of Each Permittee s Duly Authorized Representative E. APPROVE and APPROPRIATE Funding for Program Co-sponsored QSD/QSP Training Program for a Cost Not to Exceed $10,000 (Tom Dalziel) F. DIRECT and AUTHORIZE the Development Committee, Public Information/Participation Committee, and Monitoring Committee to Determine Consultant Services Needs and Selection Process for Fiscal Year 2011/12 (Tom Dalziel) 10 min. 10 min. 10 min. 10 min. 10 min. 10 min. Staff Reports: A. Public Information/Participation (PIP) Update (Michelle McCauley) 05 min. B. BASMAA Committee Activities (Valarie Wiley) 05 min. Information Items: A. None. Old/New Business: Adjournment: 220 minutes (5:10 p.m.) TD:vw G:\NPDES\ManagementCommittee\Agenda\1011\DraftAgendas\DraftAgendaJan11.docx 3

4 UPCOMING EVENTS and/or DEADLINES February 16, 2011 Green Streets/Cleaner Stormwater Forum - A free half day forum for engineers and designers. For more information contact Lisa Owens Viani (510) (Space is Limited) To reserve a spot call (510) or degtervanwissekerke@waterboards.ca.gov PROGRAM COMMITTEE MEETINGS SCHEDULED NEXT MONTH January 19, rd Wednesday January 25, th Tuesday January 26, th Wednesday January 26, th Wednesday January 27, th Thursday February 1, st Tuesday February 16, rd Wednesday Management Committee (MC) Meeting, 1:30 p.m. 5:00 p.m., 255 Glacier Drive, Martinez, CA, Conference Room A Monitoring Committee (MonCom) Meeting, 9:30 a.m. 11:30 a.m., 255 Glacier Drive, Martinez, CA, Conference Room B Public Information / Participation (PIP) Committee Meeting, 10:00 a.m. Noon, 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 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 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 4:00 p.m.** 4 th Wednesday Public Information/Participation Committee, 1:30 4:00 p.m.** **Please note the time and location for the BASMAA Subcommittee meetings are subject to change. 4

5 CONTRA COSTA CLEAN WATER PROGRAM SUMMARY PIP MEETING ATTENDEES Members: Staff: Consultant: Steven Spedowfski, City of San Ramon Julie Haas-Wajdowicz, City of Antioch Rod Wui, City of Pleasant Hill Lynne Scarpa, City of Richmond Laura Wright, City of Pittsburg CeCe Sellgren, Flood Control District Dan Jordan, Contra Costa County Michelle McCauley, Administrative Analyst O Rorke, Inc., Tracy Keough, Emiko Hashisaki, Ashlee Barden MEETING DATE: December 13, 2010 NOTES BY: Emiko Hashisaki SUBJECT: PIP Meeting #5 I. Introductions. Meeting commenced at 10:36 AM. II. Fall 2010/2011 Campaign Presentation. Emiko Hashisaki presented the latest Google Analytics report. She informed the Committee that Facebook Ads had been slightly revised, resulting in an increase in traffic to the website. Prior to these adjustments, website traffic has been fairly consistent. Michelle McCauley commented she was receiving an unprecedented amount of spam responses to bag requests that could account for the increase in web traffic. Hashisaki then provided an update on youth outreach efforts, and informed the committee that three leagues were in the process of adopting litter pick-up policies. The Program has also been invited by the Delta Baseball League to set up a booth at their opening day event next spring. CeCe Sellgren volunteered to act as the liaison for sports leagues in Central Contra Costa County. Julie Haas-Wajdowicz mentioned a promotion she d seen about a clean field competition between soccer leagues that could be integrated into outreach efforts moving forward. III. Funding Initiative Update: Sellgren provided a brief update on the most recent Funding Initiative meeting, and informed the Committee that participants had initially hoped the PIP Committee efforts could be coordinated with Funding Initiative activities so as to support one another without interfering with each group s efforts. Tracy Keough shared that

6 O Rorke s position has been to elevate the CCCWP brand among members of the voting population in the County while simultaneously collecting information to help inform campaign activities, whereas True North is chartered to seek opinions from County residents on Funding Initiative activities. As a result, True North and O Rorke have agreed that fully combining the survey efforts would not be mutually beneficial at this time. The PIP Committee surveys may still be augmented with questions related to the Funding Initiative if desired by the Committee. IV. Website Discussion: Hashisaki then presented the new website layout for group feedback and discussion. O Rorke will incorporate final Committee comments and will make changes to the site live. Haas-Wajdowicz noted that a comprehensive page with recycling information is being created, and could replace the page under the Safe Disposal and Recycling link at a later date. V. Promotional Item Discussion: Hashisaki next presented new promotional item options for the upcoming year. The Committee requested quotes for swivel flash drives, wooden flash drives, pet waste bag dispensers, recycled pencils and pens, and two different garden kits. O Rorke will also obtain quotes for Chico Bags since they were so well received last year. McCauley requested that the pet waste bag dispenser only be quoted if it could come on a clip instead of a key chain. O Rorke will check to see if the water bottle presented is BPA free. VI. VII. OWOW Update: McCauley gave an update on Our Water Our World, The literature racks have arrived, and Annie Joseph will be starting her visits to up to 16 stores at the end of December or the beginning of January. Committee Roundtable: McCauley asked if anyone had given any consideration to outreach to municipal officials. Co-permittees thought that since Tom Dalziel will be attending the PMA meeting and will be meeting with city managers within the next month he could use that time to outreach to them. McCauley also presented a youth education program that is being implemented in Fresno and has achieved 34% penetration into schools. Fresno worked with the school districts to model the education program based on the required STAR testing. Daniel Rourke of Fresno is willing to provide materials and support our efforts if this is something the Program is interested in. As a less time consuming alternative, Haas-Wajdowicz proposed a County Wide clean campus contest. McCauley asked co-permittees to start giving consideration to potential reductions in the FY 2011/12 budget. It was her sense that it was the desire of the Regional Board and she believed would be less costly, but required more work to fund more grassroots efforts and reduce advertising. She emphasized

7 development of the above cited education program could pay dividends in the long run because it runs itself after it is created. All agreed the Management Committee would be looking for PIP cuts in the upcoming budget. VIII. Next Steps: Meeting adjourned at 12:34 PM. Next Meeting: Monday January 24 th :00 12:00PM 255 Glacier Drive, Martinez, CA

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9 CONTRA COSTA CLEAN WATER PROGRAM Monitoring Committee December 14, 2010 Meeting Minutes Attendance: MUNICIPALITY ATTENDED ABSENT City of Antioch Vice-Chairperson Contra Costa County City of Richmond City of Pittsburg Chairperson City of Walnut Creek Program Staff: Charmaine Bernard Lynne Scarpa Alfredo Hurtado Rinta Perkins Jamison Crosby Michelle McCauley Phil Hoffmeister I. Introductory Remarks and Announcements: At 9:45 a.m. Jamison Crosby began the meeting and asked for any announcements. Crosby stated she would be attending the as yet unannounced BAMBI meeting in January II. III. Approve the October 26, 2010 Monitoring Committee (MonCom) Minutes Lynne Scarpa moved / Charmaine Bernard seconded / To Approve the October 26, 2010 MonCom minutes as submitted. Passed unanimously. BASMAA Monitoring/POCs Committee: Crosby explained she has been attending a series of several different BASMAA meetings in the interest of regional coordination/participation. Crosby will continue to provide updates of those meetings at the Program MonCom meeting. Update on Clean Water for a Clean Bay Crosby reminded attendees the first step in this project was to identify five (5) sites within the Bay Area where PCBs and Mercury were an issue and perform a number of actions at those sites including: investigation and referral to the Water Board; enhanced municipal sediment removal; and treatment retrofits. Those sites identified to date are: Ettie St. in Oakland; Two locations in Richmond; Pulgas Creek in San Mateo; and, an undetermined location in San Jose.

10 Lynne Scarpa thoroughly reviewed the data collected to date at the two (2) sites in the City of Richmond. The sampling was able to determine the PCBs were not just tidally influenced, but an ongoing surface pollutant. Crosby stated the next step was to develop a conceptual planning document. Geosyntec is proposed to develop the document for $25,000 via contract with BASMAA. Update of Pump Station Diversion Projects Crosby reported the BASMAA Board approved the project schedule and will send it to the Regional Water Board. The pump station diversion project for Contra Costa will be at the West County Wastewater plant through a grant received by the County. Scarpa commented waste water plants are organizing against the project. Bernard stated 2,700 lbs. of trash, primarily styrofoam, followed by plastic, were collected at the N. Richmond pump station site. Updates on other BASMAA Regional Projects Crosby distributed copies of the regional cost estimates spreadsheet for Sections C.8, C.9, and C.11/12. Brown and Caldwell updated the spreadsheet to reflect only the 20% share of Program costs. Crosby expected more iterations of the spreadsheet before the final draft budget was approved. Crosby informed attendees there was a Regional Monitoring Coalition booklet that defined the regional tasks if anyone wanted more information. IV. Program Updates: Program staff was putting Armand Ruby forward to assist in design of regional status monitoring because of his expertise in the area. The Pesticide workgroup has not been meeting because of a lack of funding. The BASMAA Board recently approved $64,000 to fund the work through FY 2010/11 with Kelly Moran and Armand Ruby. More financial support will be sought for FY 2011/12. Ruby will soon start analyzing the spring 2010 BMI sample results. V. Summary of Action and Agenda Items for Next Meeting: 2011 BMI sites VI. Adjournment: Crosby adjourned the meeting at 11:40 a.m. Next Monitoring Committee Meeting: January 25, :30 a.m. Conference Room B 255 Glacier Drive Martinez, CA G:\NPDES\Management Committee\Packet\10 11\Jan 11\Consent Item B_Mon Com Dec 10.doc 2

11 CONTRA COSTA CLEAN WATER PROGRAM Management Committee Meeting December 15, 2010 Minutes 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 City of San Ramon (Vice-chairperson) City of Walnut Creek (Chairperson) Contra Costa County Contra Costa County Flood Control & Water Conservation District Phil Hoffmeister Laura Hoffmeister Frank Kennedy Chris McCann Garth Schultz Jose Pacheco Donna Feehan Tim Tucker John Sherbert Frank Kennedy Cathy Terentieff Frank Kennedy Dean Ellison Jolan Longway Rod Wui Lynne Scarpa Karineh Samkian Steven Spedowfski Rinta Perkins Rich Lierly Paul Detjens Jack Dhaliwal OTHERS/GUESTS: CalTrans DOIT John Michaels John Huie I. Introductions: Perkins began the meeting at 1:30 pm with self introductions. Perkins announced a change in the Agenda. Staff distributed a copy of the Management Committee Roster containing the duly authorized representatives to vote on matters pertaining to MRP submittals. Dalziel asked co-permittees to review and notify staff of any errors by end of day on Friday,

12 December 17, Staff also distributed the 2011 sub-committee meeting schedule. II. Regional Board Staff Comments/Reports: San Francisco Bay RWQCB Selina Louie not in attendance Central Valley RWQCB Kim Schwab not in attendance III. Presentations: A. Program Funding Initiative Update Donald P. Freitas summarized activities of the seven (7) member Ad-Hoc committee overseeing the Stormwater Quality Funding Initiative. Required information gathering meetings with representatives for each municipality were completed in September/October/ November Freitas emphasized the importance of municipalities supplying follow up information in a timely manner and that decisions will be based on the information received. Freitas stated there were at least three (3) possible outcomes from the results: 1) a countywide ballot initiative, 2) a sub-regional ballot initiative, or 3) a citywide initiative. If the countywide approach was not determined to be viable, then a decision would have to be made about what to do with the accumulated reserves, and whether that should be done before or after the Engineer s Report. The goal of the Initiative was to explore all potential funding alternatives to generate additional revenue for stormwater programs. The outcome will be made available collectively and also data specific to each municipality. Freitas reported it appeared that the Initiative would not be able to piggy back the current outreach efforts by O Rorke, but should benefit from the branding campaign. In February 2011, an 800 count phone survey will be conducted. The results will influence the mail ballot due to be released in March 2011, to 22,000 property owners. This would be followed up by a final report which is due in September 2011, but Freitas was trying to accelerate the timeline. Freitas reminded co-permittees the contract provides a stop point after Phase I is completed for an evaluation prior to proceeding to Phase II. Freitas recommended co-permittees consult with their City Manager and/or City Attorney for input on the upcoming decision. The Legal Work Group of three (3) City Attorneys is being reconstituted to serve as a liaison to the Public Managers Association (PMA) on the Initiative. The PMA made it very clear they didn t want existing funding of approximately 14 million dollars for the seventeen (17) municipalities jeopardized. Freitas responded he would inquire who owned the phone survey instrument to determine if he could obtain copies for municipalities to use in supplying more 2

13 responses for their municipality to make it statistically significant. B. Orthodigital Aerial Photography Project - John Huie reminded co-permittees the last orthodigital photo flyover was conducted in He was receiving inquiries about when there would be another and wanted to know if copermittees were interested in participating. Huie stated the existing digital elevation models and control from the 2008 flyover could be utilized in the 2011 project. The last flyover was for a cost of $650,000 and was 4 resolution in LIDAR. The same vendor provided a 2011 estimate of $227,926 for 4 resolution, no LIDAR. The 2011 project would achieve a map scale accuracy. Huie responded he has lost a lot of funding from agencies such as Police and Fire, but had not yet spoken with USGS and PG&E who had participated previously. He felt participation would be light and if the Program were to participate they would likely be obligated for approximately half of the funding. Five (5) cities expressed interest, but Dalziel stated the Program would need at least eleven (11) cities to commit before the supporting the project could be considered. Dalziel asked co-permittees to explore the need for another orthodigital flyover with their staff and he would agendize the subject for the January 2011 Management Committee meeting. C. Bay Area Trash Demonstration Project and MRP Trash Reduction Implementation Activities Elisa Wilfong provided a PowerPoint presentation of activities being conducted to comply with the Trash Load Reduction requirements in Provision C.10 of the MRP. Those projects are: ABAG Bay Area Trash Demonstration Five (5) million dollars in grant funds will soon be available to provide for the purchase of trash capture devices. All cities but Orinda have applied for the grant. Wilfong urged cities to use bayareatrashtracker.com website as a resource and depository for trash data obtained as a result of the grant. Jamison Crosby could provide password information. The catch basin units would be installed by the vendors, but large units would need to be installed by a contractor retained by the municipality. Some of the grant funds may be available to municipalities to pay for installation. BASMAA Trash Baseline Development Being developed regionally with a $188,500 budget. Program share is $37,455 in FY 10/11 and $23,347 in FY 2011/12. Cascadia engineering will separate, count and categorize materials collected from installed full capture devices and four (4) hydrodynamic separators. BioClean Environmental Services will provide free Trash Guard devices, which will be distributed based on the needs of the baseline load study. Municipalities are responsible for the maintenance of the units. West Coast Storm has no free units, but will install the units early for cities 3

14 who contract under the grant. A straw poll vote indicated most municipalities are interested in obtaining a free unit. BASMAA Short Term Trash Reduction Plan Currently considered a municipal responsibility but may be taken up as a regional project. If so, a template would be provided. D. Fiscal Year 2011/2012 Program Budget Preparations Dalziel announced he would be reviewing the Budget Timeline, format, and would be asking for direction for FY 2011/12. Dalziel announced there were some significant variances in the current budget, but they averaged out so the overall budget was approximately on track. Personnel Costs More than $160,000 under budget because Freitas rate as an employee was much less than a consultant, Kristen Hardeman left September 15 and it is significantly less to fund a full-time temporary position than a part-time benefited position, Wilfong s maternity leave, and lastly, the absence of a Senior Stormwater Management Planning Specialist. The Stormwater Manager Position would soon be announced and Dalziel expected the position would be filled within one (1) to two (2) months following the announcement. Dan Cloak s contract was expected to run out, at the current level of activity, in February. Cloak was involved in unforeseen tasks such as negotiating the Central Valley Permit to make it seamless with the MRP. Cloak was also instrumental in development of the HMP site at the Pittsburg Fire Prevention Bureau. Dalziel inserted there may also be another site in Walnut Creek coming online, and Cloak would be involved in that too. Another unforeseen cost was the cost of regional cooperation/education of other co-permittees regarding C.3. It was in the Program s interest to educate and push for the Program s vision of C.3 compliance. Also, Trash was under budgeted because it was seen as a municipal cost. Collectively, it is still less expensive than individual compliance. Dalziel asked co-permittees for direction on how to fund the over budget items. The choices were dipping into the Program s MRP Reserves, reallocating the Personnel savings, or using the BASMAA CEP Reserves. Co-permittees elected to use both budget surplus from the personnel and the BASMAA CEP Reserves. Dalziel quickly reviewed the Budget Process Timeline before unveiling the new Budget Format. Dalziel pointed out the Budget was still in the same order and contained the same information, but had a different look because it was simplified to eliminate the colors and columns that had been added in recent years. A detailed Reserves & Expenditures Balance Summary had been added to track the four (4) pots of money: 1) MRP Reserves, 2) Stormwater Quality Funding Initiative Reserves, 3) PIP Reserves and, 4) MRP Legal Reserves. Other 4

15 improvements included budget amendments and investment income tracking. The reserve balance on July 1, 2010 was $3,362,853, but with the approval of $2,020,315 in reserves authorized, the projected reserve balance on July 1, 2011 was reduced to $1,342,538. Much of the increase in reserves charge was an additional $900,000 authorized for the SCI Contract. Dalziel asked copermittees to give consideration to what to do with unspent budget items for the January 2011 meeting. Co-permittees liked the new budget format but wanted clarification of where the $941,455 in Budgeted Reserve Reduction was coming from. Dalziel said he would include that change in the January 2011 version. Dalziel will bring to the January Management Committee meeting: Year to date figures and estimated end of year budget figures; More information on the Orthodigital Project; Updated five (5) year MRP compliance costs. Dalziel recommended the balance of Freitas $60,000 budget be encumbered to FY 2011/12 to complete the Stormwater Quality Funding Initiative project. Co-permittees agreed with Dalziel. IV. Consent Calendar: A. October 27, 2010 Development Committee Meeting Minutes B. November 17, 2010 Management Committee Meeting Minutes Frank Kennedy moved / Cathy Terentieff seconded / To APPROVE the Consent Items as submitted. Passed unanimously. V. Actions: None VI. Staff Reports: A. Program Agreement Execution Dalziel stated all required resolutions were received from all municipalities, and that he hope to have it executed next month. B. Personnel Update The Stormwater Program Manager position would soon be advertised. Mitch Avalon will work with Rinta Perkins and Dalziel to assemble an interview panel for the Stormwater Manager position. Valarie Wiley s temporary contract was extended ninety (90) days. The County has made no movement in filling the Senior Clerical position due to fears of potential layoffs. 5

16 C. State Water Resources Control Board Draft Effectiveness Assessment Document The State Water Resources Control Board recently released a draft guidance document that lays out a framework for assessing MS4 program effectiveness as a whole, rather than looking at individual programmatic elements. It has the potential to change the focus of assessments from counting outputs to evaluating outcomes. CASQA has long advocated for this approach and made a few key comments to improve the draft guidance. D. State Water Resources Control Board s (SWRCB) Draft Policy for Toxicity Assessment and Control In July, 2010, the State Water Resources Control Board released a draft of a new policy for implementing consistent and comprehensive Whole Effluent Toxicity (WET) testing that could supersede the requirements of the MRP and create compliance issues for MS4s. It is possible false-positives mean waterbodies could be placed on the 303(d) list erroneously with as few as two (2) to twenty-four (24) samples exceeding water quality objectives. The California Stormwater Quality Association submitted extensive comments on the policy in August, and Geoff Brosseau presented oral testimony at a hearing on November 16, There was so much dissent the SWRCB granted parties sixty (60) additional days to submit comments, which are due by January 21, E. General Construction Permit Amendment and QSD/QSP Training Dalziel explained the General Construction Permit (GCP) was being opened to redefine legally responsible person. Previously it was designated as the City Manager or a ranking elected official, but is being broadened to include council president, or other public employee with managerial responsibility over the construction of land disturbance project. On an unrelated subject contained in the GCP, a Stormwater Pollution Prevention Plan (SWPPP) is required to be developed, amended and revised by a Qualified SWPPP Developer (QSD). A QSD must be a registered professional civil engineer, geologist landscape architect, hydrologist, a certified professional in erosion and sediment control professional or stormwater quality. The CGP also requires all SWPPP BMPs be implemented by a Qualified SWPPP Practitioner (QSP) who was certified in erosion, sediment and stormwater or sediment and erosion control. Both the QSD and QSPs must attend a State Water Board-sponsored or approved training course within two (2) years of the adoption date of the CGP. The cost for this training is $ (3-days) and $ (2-days), respectively. Municipal staff would pay the lower cost, private, the higher cost. The Program would not be funding this training. Program staff was seeking 6

17 trainers of record to conduct training in spring 2011 for municipalities in the Program. If the training proceeds, a facility and food will need to be provided. Program staff would seek competitive bids for conducting a training workshop in Contra Costa. This item will be put on the January 19, 2011 Management Committee agenda for further consideration. F. Our Water Our World (OWOW) Fact Sheets Michelle McCauley explained the Program has rejoined the OWOW Program to comply with C.9.h, Point of Purchase Outreach. She recently received an from Geoff Brosseau informing of a soon to come date to order OWOW Fact Sheets. McCauley stated she would send the link to the OWOW website so they could see the available Fact Sheets. She would contact them later to see if municipalities wanted to place any orders for use at public outreach events in addition to the Program order. G. BASMAA Committee Activities See BASMAA Sub-committee minutes VII. Information Items: None VIII. Old/New Business: Dalziel reminded co-permittees that he recently sent an containing the results of a review of municipal Annual Reports conducted by BayKeeper. They expressed dissatisfaction with the checkbox response for C.2 because it allowed too much latitude to self-certify. They felt C.3, C.6 and C.9 should require more reporting information. IX. Adjournment: Perkins adjourned the meeting at 4:10 pm. TD:mm G:\NPDES\Management Committee\Packet\10 11\Jan 11\Consent C_MC Min Dec.docx 7

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19 CONTRA COSTA CLEAN WATER PROGRAM Administrative Committee January 4, 2011 Meeting Minutes Attendance: MUNICIPALITY Contra Costa County Flood Control District (Vice-Chair) City of Pinole City of Pittsburg City of Richmond City of San Ramon City of Walnut Creek (Chair) Non-Voting Members Town of Danville Program Staff ATTENDED Charmaine Bernard Mitch Avalon Dean Allison Jolan Longway Lynne Scarpa Steven Spedowfski Rinta Perkins Tom Dalziel Michelle McCauley Jamison Crosby Elisa Wilfong ABSENT Chris McCann I. Introductory Remarks Rinta Perkins began the meeting at 9:35 a.m. and proceeded immediately to the agenda. II. Contra Costa Clean Water Program Personnel Update Tom Dalziel stated the advertisement for the Program s Stormwater Pollution Control Manager position was posted from December 20, 2010 to December 31, Dalziel did not know how many applications were received. He indicated that if there were more than ten (10) qualified candidates, the County s Human Resources Department would conduct interviews, rank candidates, and provide the list to the Public Works Department for a second interview. Mitch Avalon indicated that the second interview would be coordinated by the Public Works Department, and acknowledged the interview panel should consist of several members of the Administrative Committee and/or Management Committee. A discussion ensued. It was agreed to discuss the interview process and next steps with the Management Committee in a closed session on January 19, Rinta Perkins would work with Mitch Avalon to develop and distribute an agenda prior to the closed session. Program staff, excluding the Interim Program Manager, would

20 participate in the closed session. It was agreed that the closed session will begin at noon and that the Program would provide a pizza lunch. Dalziel stated the contract for Valarie Wiley, the Program s temporary clerical, was extended for another ninety (90) days to mid-march, He hopes to have the Program Clerical position filled by then. III. Group Program Budget Report: A. Review Preliminary Draft Fiscal Year 2011/12 Group Program Budget Dalziel stated he expected a savings of over $200,000 in Personnel, approximately $20,000 in General Technical Support, and approximately $12,000 in Donald Freitas costs. It was a policy question as to whether these savings totaling approximately $243,229 should be encumbered to FY 2011/12 or returned-to-source. Other items for consideration were (1) a confirmation that the Program will continue to participate in Regional Projects, (2) the consumption of reserve funds next fiscal year and future years, (3) retaining a fund balance to cover expenses for the for the first half of every fiscal year (July through December), and (4) guidance on consultant services and selection, and (5) staffing. Dalziel provided a line-by-line review of the draft budget, which included actual costs through December 13, 2011 and projected costs for FY 2010/11. Reserve funding was colored yellow and proposed items for encumbrance were colored orange. Dalziel estimated just $712,057 of the budgeted $2,020,315 reserve funds would be spent this fiscal year due largely to the multi-year stormwater funding initiative project. Dalziel expected approximately $2.5 million in reserves remaining at the end of FY 2010/11, which included the $900,000 allocated for phases II and III of the Stormwater Quality Funding Initiative. Dalziel reviewed three proposed reserve expenditures for consideration by the Management Committee on January 19, 2011 totaling approximately $115,000. This included an amendment to the Dan Cloak contract, an appropriation of funds for the Regional Monitoring Collaborative, and funding for QSP/QSD training. B. Dalziel stated the Program subcommittees would need to evaluate consultant support needs for next fiscal year, and if necessary, a process for consultant selection. The Program Agreement stipulates consultant contracts can be entered into for a period of up to three years. Subcommittee recommendations for consultant support services and contracts must be approved by the Management Committee. It is the County s policy that a formal Request for Proposal be conducted after three years. With justification, the Program has been exempted from this policy in the past. Dean Allison suggested, based upon satisfactory past performance, that Program staff seek contract cost reductions of between 5-7% in lieu of a time-consuming and expensive formal RFP process. Committee members requested Program staff put an action item on the January 19,

21 Management Committee agenda to approve and direct each of the Program s subcommittees to evaluate and recommend consultant support needs and a selection process for Management Committee consideration in February C. Provide Direction - Dalziel summarized comments received from committee members, which included: 1. Identify budget line items that are optional and mandated (i.e., specifically required under the Municipal NPDES Permits). 2. Identify the permit provisions satisfied by funding Bay Friendly Landscaping and Gardening Coalition programs. 3. Include in the Dedicated Reserves & Expenditures Balance Summary the Program s reverse balance held by BASMAA. 4. Request policy direction from the Management Committee on whether to establish and maintain a Program fund balance to ensure a positive cash flow for the first six (6) months of each fiscal year. Several co-permittees emphasized the FY 2011/12 budget must focus on meeting our compliance obligations and eliminate any programs not specifically mandated by the permits. Committee members agreed difficult decisions would need to be made with respect to funding Public Information/Participation (PIP) activities. IV. Approve Draft January 19, 2011 Management Committee Agenda Committee members approved the draft Management Committee agenda with the following two additions: 12:00 PM - Closed Session Stormwater Pollution Control Manager Interview Strategy Session Action Item: Direct and Authorize the Program Subcommittees to Determine Consultant Services Needs and Selection Process for Fiscal Year 2011/12. V. Old/New Business none VI. VII. Adjournment At 11:50 am Dalziel excused Program staff and conducted a review of potential staffing options depending on who is selected for the Program Manager position. Adjournment Perkins adjourned the meeting at 12:15 p.m. Next Administrative Committee Meeting: February 1, :30 a.m. to Noon Conference Room A 255 Glacier Drive Martinez, CA MM:TD:vw G:\NPDES\Management Committee\Packet\10 11\Jan 11\Consent Item F_AC Min Jan 11.docx 3

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23 CONTRA COSTA CLEAN WATER PROGRAM Municipal Operations Committee (MOC) December 02, 2010 Minutes Attendance: MUNICIPALITY ATTENDED ABSENT City of Antioch Roger Clarke Rose Ramirez City of Brentwood Jeff Cowling & Kelly Martinez City of Concord Jesse Crawford County Watershed Program (Chair) Charmaine Bernard Town of Danville Chris McCann City of El Cerrito Garth Schultz City of Hercules Glen Moniz Misael Gomez City of Lafayette David Terhune City of Pinole Tim Harless Patrick Bowie City of Pittsburg Walter Pease City of San Pablo Karineh Samkian City of Walnut Creek Rich Payne Rinta Perkins NON-VOTING City of Clayton Mark Janney Town of Moraga John Sherbert Kennedy & Associates AJ Kennedy City of Orinda Cathy Terentieff City of Pleasant Hill Rod Wui City of Richmond Lynne Scarpa City of San Ramon Steven Spedowfski GUESTS CC County Agricultural Commissioners Office PROGRAM STAFF Larry Yost Vince Guise Jamison Crosby Elisa Wilfong Michelle McCauley I. Introductions/Announcements Charmaine Bernard began the meeting at 10:05 a.m. with self-introductions.

24 II. III. Approve the October 27, 2010 MOC Minutes Jamison Crosby apologized for the late distribution of the minutes. All parties agreed Crosby would distribute them electronically for review and put them on the January 2011 agenda for approval. C.9.f Interface with County Agricultural Commissioner (CAC) Vince Guise, and Larry Yost Crosby introduced Vince Guise and Larry Yost. Guise explained the focus of the County Agricultural Commissioner s Office was to: Protect California from agricultural pests through pest detection and inspection programs; Conduct weed abatement programs to protect native species; Certify organic products; Enact pesticide use enforcement programs; and Educate the population about pesticide management. Guise mentioned Pest Control Operators from outside Contra Costa County must be certified to operate in Contra Costa County. A discussion ensued between the cities and CAC on the best method of informing the CAC on improper pesticide use found in the cities jurisdiction. It was decided that the cities would report any instances of improper pesticide use directly to the CAC at and CAC would follow up with their enforcement abilities. It was also decided that the cities should concurrently inform Elisa Wilfong of any reports they make to the CAC so she can record the incidences for MRP reporting purposes. Larry Yost added he hoped the new coordination between the CAC and the cities would provide opportunities for municipal representatives to bring errant IPM practices that they witness to the CAC s attention. A discussion ensued and questions were asked and answered. Of note was Guise s response that the CAC can issue a violation and/or Administrative Fine to violators. IV. BASMAA Committee Update The BASMAA Committee update was included in the next section per Crosby s request due to the content primarily related the trash. V. C.10 Trash Provision Agenda: a. Review of BASMAA Committee Project Profile for Phase IIa of Baseline Load Development (sampling catch basins) Crosby presented a project profile for $130,000 to fund a regional project to begin collecting and characterizing trash collected from full trash capture devices. EOA, Inc. would manage the project with Cascadia Engineering doing the actual collection and counting of trash. Cities would have to do the removal of trash from full capture devices and find a place to put it so that Cascadia can come in and do their sorting and counting. Crosby encourages cities to get full capture devices installed as soon as possible so that as many Contra Costa cities can participate in the trash characterization as possible. As currently written, Crosby is concerned about the representativeness of data collected and wants more Contra Costa devices in the study. 2

25 David Terhune said he thought the City of Lafayette would be willing to participate. b. ABAG Trash Grant Update Crosby distributed information from West Coast Storm, Inc and Bio Clean; two companies that were willing to provide and install a number of trash capture devices at no charge. Municipalities would be responsible for the maintenance of the devices. Crosby didn t know the details of how many or when, but wanted to gage whether municipalities were interested. Most municipalities demonstrated an interest. c. Short Term Trash Loading Reduction Plan Crosby explained, for the moment, the short term trash loading plan development would be the was the responsibility of each municipality. She thought it would likely become a regional task in the future before the February 2012 deadline. VI. VII. VIII. IX. C.2 Municipal Operations Provisions Agenda Reminder for Corporation Yard Annual Inspections Elisa Wilfong urged copermittees to conduct their Corporation Yard annual inspections as called out in the MRP. There was not timeline to comply with, only inspections need to be conducted annually. C.4 Industrial and Commercial Site Controls and C.5 Illicit Discharge Detection and Elimination Agenda Discussion of Inspection Activities/Outreach Materials Needed Crosby reminded co-permitees the Restaurant Tips Brochure was on hold in Wilfong s absence but will soon resume. Wilfong will begin coordinating with Laurie Monte and John Finger to finish the project. It was decided Wilfong would solicit interest for a group print of the Brochure when complete and also provide it in an electronic format for cities who want to do their own printing. Old/New Business Co-permittees asked staff to provide an update of BASMAA Pollutants of Concern. Adjournment - Bernard adjourned the meeting at 11:35 a.m. The next MOC meeting will be January 27, TD:EW G:\NPDES\MOC\Minutes & Attendance\10 11\MOC Min Dec 10.doc 2

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