WRIA 1 Program Coordination

Transcription

1 WRIA 1 Program Coordination WRIA 1 Management Team Meeting Date: October 12, 2016 Time: 10:00am-12:00pm Location: Garden Room, Civic Center Annex, 322 N. Commercial, Bellingham, WA ADMINISTRATIVE ITEMS (10:00-10:10) #1 Call to Order Review Agenda for Additions or Changes #2 Approval of Meeting Summary (Sept. 7, 2016 draft summary will be sent separately) #3 Public Comment MANAGEMENT TEAM DISCUSSION/UPDATES (10:10-10:45) #4 Program Updates (est. 30 min) Special October 19 th Management Team Meeting to host presentations on groundwater efforts (flyer sent with agenda) Status LIO Priority Habitat NTA for Direct Funding Status of Interlocal Agreement Approvals Combining WRIA 1 Boards Watershed Staff Team Update on Developing 2017 WRIA 1 Boards Budget Items #5 Update - LIO Coordination Grant Federal Fiscal Year (FFY) 2016 (est. 20 min) Information: The WRIA 1 Joint Board and WRIA 1 Salmon Recovery Board approved submitting the LIO Coordination Grant for the FFY 2016 with Whatcom County serving as the grant fiscal agent for the WRIA 1 Boards. The budget has been transferred to the format required for the grant and updated. If there are questions or edits to the updated budget only, Management Team members should plan to come to the meeting with their specific changes so they can be discussed and resolved at the meeting. Outcomes: a) Contract Status; Budget Submittal Supporting Material: Agenda Brief Sheet #5 LIO Scope of Work Approved by WRIA 1 Boards September 15 Updated LIO Task Budget for Consistency with PSP Format #6 LIO Ecosystem Recovery Plan- Update (est. 45 min) Information: Review status of draft working document submitted September 30 Review timeline for approved draft plan by December 30 th Initiate discussion of key elements for focus through July 2017 Outcomes: Information and Discussion OTHER BUSINESS (11:45-12:00) #7 Other Business ADJOURN

2 BRIEF SHEET AGENDA ITEM #5 MEETING: PREPARED BY: WRIA 1 Management Team Becky Peterson MEETING DATE: October 12, 2016 AGENDA ITEM: OUTCOMES: Agenda Item #5 LIO Coordination Grant Federal Fiscal Year (FFY) 2016 Budget Status; Submit Final Budget The purpose of this agenda brief sheet is to provide background information about the topic, recommendations, if applicable, and desired outcome. Background Information: The WRIA 1 Joint Board and WRIA 1 Salmon Recovery Board approved the FFY 2016 LIO Coordination Grant scope of work at their September 15 th meeting and approved Whatcom County as fiscal agent for administering the grant on behalf of the two WRIA 1 Boards. The estimated budget that accompanied the scope of work when has been transferred into the required Puget Sound Partnership budget format that does not allow for placeholders; each subtask must be assigned a budget line item. The current LIO Coordination Grant was extended from September 30, 2016 to October 31, There will likely be a gap between the existing coordination grant and the next fiscal year grant. The next steps for the FFY 2016 Coordination grant include obtaining Puget Sound Partnership approval for the final LIO Coordination Grant Scope of Work and the steps associated with the County s purchasing requirements and grant acceptance policies. Discussion Points: Outline next steps and anticipated timeline for final Puget Sound Partnership approval of scope of work and budget and fiscal agent timeline for processing in accordance with Whatcom County policies and purchasing requirements. Discuss any specific changes that Management Team members have brought to the October 12 meeting for consideration relative to the budget. Outcome Requested: Consider and discuss specific budget changes that Management Team members bring to the meeting, if any. Submit budget to Puget Sound Partnership in required format. Brief Sheet #5- October 12, 2016 Page 1 of 1

3 Revised draft 2 LIO Scope of Work Task 1: Maintain, Organize, Facilitate and Administer a Local Integrating Organization The local integrating organization is responsible for organizing and supporting a committee of representative Action Agenda implementation interests. The LIO shall maintain sufficient administration, facilitation, and coordination capacity to support the on-going goals and objectives of a LIO. Estimated Budget - $28, Required for FFY 2016 funding: Subtask 1.01 Subtask 1.02 Subtask 1.03 Subtask 1.04 Subtask 1.05 Subtask 1.06 Maintain a local point of contact for the local integrating organization. Serve as an agent for local engagement and coordination in the LIO. Administer the Whatcom LIO including arranging LIO meetings, preparing agendas, summaries, and other supporting materials, facilitating meetings and other tasks identified by the Board or Management Team needed to support the LIO functions. LIO meetings include WRIA 1 Boards, WRIA 1 Management Team, LIO Steering Committee, LIO Staff Team, and Watershed Work Group. These meetings are the framework for developing, vetting, and/or approving outcomes of subtasks outlined in each of the tasks in this scope of work. This is also the framework for discussing and coordinating LIO positions/responses/feedback to the regional Puget Sound committees. Submit updated name, organizational affiliation, contact information ( ), and role (which committee(s)) of each LIO member to the Partnership. Maintain publicly-available information on the LIO, including notice of meetings and/or opportunities for content review. Maintain LIO information on a public website. Whatcom LIO participation in regional meetings and trainings, may include: EPA convened meetings with LIO Coordinators and LIO policy bodies. Up to two 3 hour in-person (Seattle) or web meetings quarterly LIO Coordinator meetings coordination meetings or conference calls convened by PSP, EPA, Strategic Initiative Leads, and/or other coordinating bodies related to LIO function minimum of two trainings or workshops organized or supported by the Partnership (workshops likely to be on climate change adaptation and 2018 regional priorities) Attendance at regional meetings such as Ecosystem Coordination Board, Salmon Recovery Council, and/or Leadership Council as relevant to coordination of the LIO. Briefing papers may be prepared by the LIO to facilitate an LIO positions when participating at regional meetings. 1 of 5

4 Revised draft 2 LIO Scope of Work Task 2: Action Agenda Coordination Near Term Action Funding, Implementation, and Development Local integrating organizations serve an important role in coordinating local implementation of priorities identified in the Action Agenda and are an essential element in the National Estuary Program (NEP) funding model. Work under this task will be based upon local near-term actions in the 2016 and 2018 Action Agendas and approaches identified in the LIO s Ecosystem Recovery Plan. These items will be negotiated with the Partnership. Because the details for some of these subtasks are not determined, we have provided suggested hours for LIOs to consider when developing their budget. The Partnership will commit to work with the regional partners (e.g. SI Leads, Management Conference) to ensure that LIOs are not overasked on these subtasks. Estimated Budget - $11, Required for FFY 2016 funding: Subtask 2.01 Subtask 2.02 Coordinate and facilitate implementation of near-term actions identified in the 2016 Action Agenda. Updates to Management Team on implementation of 2016 NTAs following owner NTA reporting. Update is to provide information on implementation barriers that may be identified in the reports. Identify and discuss barriers and opportunities associated with implementation of Whatcom LIO ERP actions and strategies. Assist near-term action owners in identifying funding opportunities, as directed, through such means as : Distributing funding opportunities to NTA owners. For active salmon recovery projects approved by the Salmon Recovery Funding Board in December 2016, the LIO (with project sponsor agreement) may choose to have projects submitted as NTAs and considered for EPA NEP funding in the future. If so, the LIO and sponsor will need to communicate with and follow process outlined by the Partnership and SI Leads to submit eligible salmon recovery projects as NTA(s). LIO participation in process to develop the 2018 Action Agenda. Recommend allocating up to 40 hours. Participate in regional review post-process of 2016 Action Agenda Participate in regional priority setting workshop for 2018 Action Agenda Engage in regional meetings with members of the Management Conference to develop process and approach for 2018 Action Agenda including process for soliciting regional NTAs. Develop and coordinate a local process for soliciting local NTAs for the 2018 Action Agenda Subtask 2.03 Coordinate a local process to identify LIO Near Term Actions (NTAs) for direct funding from the Strategic Initiative Leads. Communicate LIO priority NTAs to Strategic Initiative Leads and the Partnership. 2 of 5

5 Revised draft 2 LIO Scope of Work Task 3: Performance Management The LIO shall report on progress toward subtasks and deliverables through a quarterly progress report provided to the Partnership approximately two weeks after the end of each quarter (January 13, April 14, July 14, and October 13). These reports will be used for the Financial Ecosystem Assessment Tracking system (FEATs), NEPORT, and other reporting needs. Near-term action status reports and annual financial reports in this task are closely linked with Task 2 regarding identifying and addressing barriers to Action Agenda implementation. Estimated Budget - $6, Required for FFY 2016 funding: Subtask 3.01 Subtask 3.02 Subtask 3.03 Send LIO progress reports, billing summary by task, and proof of expenditure for grant activities to the Partnership on a quarterly basis using the Partnership provided reporting formats (i.e. the Paypack document and progress report template). Ensure information on NTA progress is available. Track implementation status of 2014 NTAs not closed in Using owner completed NTA report forms, update LIO Management Team on implementation status. Using owner completed NTA annual financial data, update LIO Management Team on implementation costs of local NTAs. Support owners of NTAs reporting every 6 months on any remaining 2014 NTAs in the Partnership reporting format as needed and directed by Management Team. Monitor/track reporting on 2016 NTAs and annual financial reporting as necessary to confirm reporting is occurring. Distribute quarterly Progress Report to Whatcom LIO Board and LIO Management Team or its designated members. Task 4: Support revisions, updates, and adaptive management of the LIO s Ecosystem Recovery Plan The LIO shall communicate and manage revisions to the Ecosystem Recovery in collaboration with the local partners. Specific needs within or in addition to these sub-tasks should be tailored to the LIO in consideration of available resources. Estimated Budget - $28, Required for FFY 2016 funding: Subtask 4.01 Subtask 4.02 Provide one summary presentation (estimated at 1 hour) on the LIO s Ecosystem Recovery Plan to regional Puget Sound partners (which may include representatives from the Partnership s Management Conference, the Strategic Initiative Leads, Strategic Initiative Advisory Teams, etc.) Assume that the meeting location is in Tacoma. Continue developing and vetting of Whatcom LIO Ecosystem Recovery Plan (ERP) Continue development of the Whatcom ERP as outlined in the draft Adaptive Management, gaps, and barriers section of the September 30 working draft 3 of 5

6 Revised draft 2 LIO Scope of Work ERP including: o Identify priority or key elements of the Whatcom LIO ERP to further develop with prioritized objectives defined within the Strategic Initiatives Implementation Strategies o Develop a strategy of prioritized and sequenced actions and milestones to measure progress of implementation o Complete a final Adaptive Management plan that includes monitoring mechanism to evaluate implementation and progress toward goals and mechanisms for addressing barriers and opportunities identified in subtask Update Whatcom ERP Miradi files as needed. Subtask 4.03 Identify barriers and opportunities to implementation of approaches and actions identified in the LIO Ecosystem Recovery Plan and 2-year Implementation Plan. Share relevant information with the Partnership and regional partners as appropriate, which may include engaging in Implementation Strategy development or providing feedback and local perspective to Implementation Strategy development teams. Subtask 4.04 Develop and support outreach strategies and activities related to the Whatcom LIO ERP development and implementation. Schedule and Deliverables The following table translates the tasks identified previously into the deliverables and timeline for which the Fiscal Agent will be responsible for from October 2016 November Summaries of progress towards tasks are to be included in quarterly progress reports, and deliverables are to be provided to the Partnership within two weeks of the end of each reporting period in which they were completed, as noted in the table, but no later than January 13, April 14, July 14, and October 13, Table 1: Summary of LIO Coordination Grant Scope of Work Deliverables and Budget for October 2016 November DRAFT Deliverables DRAFT Task 1: Maintain, Organize, Facilitate and Administer a Local Integrating Organization - $28, Subtasks 1.03 Submit LIO committee meeting materials including agendas, summary minutes and other meeting materials. Subtask 1.04 Submit LIO Committee rosters including names and organizational affiliations. Oct Dec 2016 Reporting Period FFY 2016 Funding Jan Apr Jul Mar Jun Sep Oct- Nov 2017 X X X X X X 4 of 5

7 Revised draft 2 LIO Scope of Work Subtask 1.05 Provide LIO web link to PSP, and describe updates to the website in quarterly progress reports. Subtask 1.06 Document LIO participation/attendance in regional meetings and trainings in progress reports including any briefing papers or other LIO material prepared for LIO Committees relative to participation. DRAFT Task 2: Action Agenda Coordination Near Term Action Funding, Implementation, and Development $11, Subtask 2.01 Document NTA coordination in quarterly progress reports submitted to PSP. Subtask 2.02 NTA solicitation process submitted to PSP Subtask 2.03 Document process to identify LIO priority NTAs for direct funding. Provide PSP list of selected priority NTA(s) for direct funding. DRAFT Task 3: Performance Management - $6, Subtask 3.01 Send LIO Progress Reports and Billing Summaries by task and proof of expenditure for these activities to the PSP in the PSP reporting format. Progress reports are submitted quarterly using the template provided by PSP. The template will be provided to the LIO for review and comment at least one month prior to the first quarterly report being due. Subtask 3.02 As needed, support NTA owner in reporting on and closing out 2014 NTAs quarterly. Track implementation and status of 2016 NTAs from NTA owners every 6 months and provide updates to LIO on performance (i.e., lack of funding, implementation barriers, etc.). As needed, support PSP in contacting 2016 NTA owners with reminders for annual financial reporting. Task 4: Adaptive Management of Ecosystem Recovery Plan - $28, Subtask 4.01 Provide to PSP a copy of presentation(s) to regional partners Subtask 4.02 Submit to PSP final LIO Ecosystem Recovery Plan. Subtask 4.03 Notify PSP of any changes to Miradi files, keeping them up to date. Subtask 4.04 Outreach strategy for LIO plan development and implementation X X X X x x x x X X X X X X X X X X X X X X X X X X TBD X X X X X X X X X X X Total Budget $75,000 5 of 5

8 10/05/16 TASK 1.0 MAINTAIN AND ADMINISTER WHATCOM LIO LIO Committee Structure Meeting Support No. Hours ttl Rate total Est Watershed Work Group attendance/facilitation assume 6 hrs (includes $840 setup/cleanup) logistics, agenda, summaries assume 3hr/mtg $1,260 LIO Staff Team attendance/facilitation assume 6 hrs (includes $1,050 setup/cleanup) logistics, agenda, summaries assume 3hr/mtg $1,260 Steering Committee attendance/facilitation assume 6 (web based) $630 logistics, agenda, summaries assume 3hr/mtg $1,260 Management Team attendance/facilitation assume 6 (setup/cleanup $1,260 included) logistics, agenda, summaries assume 6hr/mtg $2,520 WRIA 1 Board(s) attendance assume 4 (setup/cleanup included) $840 logistics, agenda, summaries assume 6hr/mtg $1,680 Meeting Document Preparations (varies by meeting type and agenda topics) Assume supporting document preparation per month at 10 hrs/month. Examples of supporting documents include agenda brief sheets, briefing papers, draft letters on behalf of MT or Boards, etc $7,000 Subtotal $19,600 Outside Meeting Participation EPA convened meetings - WebEx assume 2-3hr mtg $420 Quarterly LIO Coordinator Meetings (includes travel to Edmonds) $2,240 Two workshops - assume Edmonds location $1,120 Other meetings as directed $1,120 Subtotal $4,900 Maintain Web Page with LIO information Assume 3 hours/month $2,520 Expenses Travel (assume 200 miles RT per regional meeting $0.54) $648 Web meeting service (60/month) $720 Subtotal $1,368 Page 1 of 3

9 10/05/16 Grant and Contract Management Fiscal agent administration tasks for grant agreement, grant amendments, and sub-recipient agreements No. Hours ttl Rate total Est $4,020 Task 1.0 Total Estimated Budget $32,408 TASK 2.0 ACTION AGENDA COORDINATION Intent is to implement subtasks within the framework of scheduled LIO Committee meetings. Coordination and Implementation of NTAs Consolidate and prepare NTA report updates for MT 2/year; identify $1,960 barriers to implementation for MT discussion (assume 14hrs/MT reporting) Assistance with identifying funding opportunties (assume 1.5hr/month) $1,260 Subtask $3,220 LIO Participate in 2018 Action Agenda Process post review process (assumes discussion with MT occurs under Task 1.0; this line item puts placeholder hours in the budget to cover the interaction with the PSP since it is undefined here). regional priority setting workshop for 2018 AA (the PSP approach to this may include MT level participation) Engage in regional meetings with members of the Management Conference to develop process and approach for 2018 Action Agenda including process for soliciting regional NTAs. ( the PSP approach to this may includea MT level participation) develop and coordinate local process for soliciting local NTAs for 2018 AA (assumes fits within meeting structure in Task 1.0; placeholder budget is for the work related to the subtask and any additional meetings not covered in Task 1.0). Coordinate Local Process for Direct SI Funding coordinate local process for NTA selection (assumes process will fit in meeting schedule and structure of Task 1.0; estimated hours is for task specific work) $ $1, $2, $1, $1,400 Subtask $7,000 Task 2.0 Total Estimated Budget $10,220 Page 2 of 3

10 10/05/16 No. Hours ttl Rate total Est TASK 3.0 PERFORMANCE MANAGEMENT Support fiscal agent with preparing quarterly progress reports $2,240 Tracking of NTAs, sharing/consolidating information for MT, arranging updates from owners, etc. (assume 8 hrs 2/year) Support fiscal agent with other contract tasks as needed (assume 1hrs/month) Fiscal agent administration including reporting, grant amendments, subcontracts, etc $ $ $2,613 Task 3.0 Performance Management $6,533 TASK 4.0 Whatcom LIO Ecosystem Recovery Plan Development Summary presentation of LIO plan to regional team (assumes preparation of presentation and meeting attendance in tacoma) $1,680 Further develop LIO key elements of ERP plan assumes a series of worksessions (assume 6 ttl- 2 sessions/element) to further develop key LIO priority elements and develop a strategic plan with sequenced and prioritized actions and milestones for implementation $13,440 complete final AM plan $840 Update Miradi files $1,400 Other tasks related to Task $4,200 subtotal $19,880 Develop and Support Outreach Strategies for Whatcom LIO ERP develop outreach materials and events $3,500 supplies 775 $775 subtotal $4,275 Task 4.0 Whatcom LIO Ecosystem Recovery Plan Development $25,835 Total Budget Estimate $74,996 Page 3 of 3