Santa Clara Valley Urban Runoff Pollution Prevention Program

Transcription

1 Santa Clara Valley Urban Runoff Pollution Prevention Program Campbell Cupertino Los Altos Los Altos Hills Los Gatos Milpitas Monte Sereno Mountain View Palo Alto San Jose Santa Clara Saratoga Sunnyvale Santa Clara County Santa Clara Valley Water District AGENDA MANAGEMENT COMMITTEE MEETING April 21, 2016, 9:30-11:00 am Sunnyvale Civic Center, West Conference Room 456 Olive Avenue, Sunnyvale 9:30 I. Management Committee Meeting Call to Order/Introductions II. III. IV. Additions or Revisions to Agenda; Announcements Approval of Minutes (March 17, 2016 meeting) Review of Action Items from Last Meeting 9:40 V. Time Open for Public Comment on Any Subject Not on Agenda (2 minutes) VI. Regional Water Board Staff Comments 9:45 VII. Program Business A. Program Manager s Report 1. BASMAA Update information. 2. CASQA Update information. 3. Grants Update information and status report on the Prop 1 Storm Water Resource Plan grant application. 10:00 B. Program Management 1. Draft FY Annual Report Guidance status report Program Summary status report. C. Program Budget No items. 10:15 VIII. MRP Implementation A. New Development and Redevelopment 1. Priority Items Identified by Program Staff-- see MC briefing memorandum. a. Green Infrastructure Work Plan Tasks status report. MC_Agenda_ _final 1 4/416

2 2. Management Committee Requested Items 10:25 B. Trash Controls 1. Priority Items Identified by Program Staff -- see MC briefing memorandum. 2. Management Committee Requested Items 10:35 C. Monitoring / Pollutants of Concern 1. Priority Items Identified by Program Staff-- see MC briefing memorandum. a. POC Work Plan Tasks status report. 2. Management Committee Requested Items 10:45 D. Outreach Activities 1. Priority Items Identified by Program Staff -- see MC briefing memorandum. 2. Management Committee Requested Items 10:50 E. Other Permit-Related Activities 1. Priority Items Identified by Program Staff -- see MC briefing memorandum. 2. Management Committee Requested Items 10:55 IX. Other Business 1. External Meeting Summaries questions on materials provided prior to the meeting. 2. Miscellaneous information from MC members. 3. AHTG Status Table updates available at 11:00 X. Adjourn MC_Agenda_ _final 2 4/416

3 Santa Clara Valley Urban Runoff Pollution Prevention Program MANAGEMENT COMMITTEE MEETING MINUTES March 17, 2016 Campbell Cupertino Los Altos Los Altos Hills Los Gatos Milpitas Monte Sereno Mountain ViewPalo Alto San Jose Santa Clara Saratoga Sunnyvale Santa Clara County Santa Clara Valley Water District I. MANAGEMENT COMMITTEE CALL TO ORDER / INTRODUCTIONS Liang Lee (Chair, SCVWD) called the meeting to order at 9:35 a.m. Management Committee (MC) members introduced themselves. II. ADDITIONS OR REVISIONS TO THE AGENDA; ANNOUNCEMENTS There was one revision to the agenda. Napp Fukuda (San Jose) requested the addition of Agenda Item VIII.B.5. Acceptance of Audit Letter. Jill Bicknell (Program staff) informed the MC that the State Board is hosting a STORMS seminar at Oakland City Hall on March 23rd on using graywater and stormwater to enhance local water supplies. The seminar will be available via webcast. Michael Rhoades (County of Santa Clara) introduced Julianna Martin, who recently joined the County Clean Water Program. She will represent the County on the MC as an alternate. III. APPROVAL OF MINUTES Kelly Carroll (West Valley Communities) asked Program staff correct a minor spelling mistake in the February 18, 2016 MC meeting minutes. Motion: Kirsten Struve (Palo Alto) moved to approve the minutes from the February 18, 2016 MC meeting with one edit. Second: Napp Fukuda (San Jose). Vote: Motion passed unanimously. IV. REVIEW OF ACTION ITEMS FROM LAST MEETING Action Items from February 18, 2016 meeting: None. Action Items from previous meetings: Chris Sommers (Program staff) and Jill updated the MC on the Action Items from previous meetings. Jill noted that the list of Action Items includes those identified at the January 26 Management Committee Study Session. Action Item (Send out Annual Report format for C.10.) is complete. Program staff sent the FY Annual Report template, including Provision C.10, to the MC on March 11, Program staff will request approval of the template later in today s meeting. Action Items (Communicate with BASMAA regarding prioritizing regional projects and only consider participation in POC requirement scoping project through BASMAA) is in progress. Program staff has provided this feedback to BASMAA. Action Items (Prepare an internal schedule and linkage related to POC and RAA needs), and (Develop a list of MRP 2.0 tasks that need to be 1021 S. Wolfe Rd., Suite 185 Sunnyvale, CA tel: (408) fax: (408) Jackson Street Oakland, CA tel: (510) fax: (510)

4 URBAN RUNOFF PROGRAM 2 March 17, 2016 implemented starting January 2016, and identify those that need to be reported in the FY Annual Report) are in progress. Action Item (Update pervious pavement specifications and bring the C.3 Handbook for approval to an MC meeting) is in progress. The C.3 Handbook will be brought to the June MC meeting for approval. Action Item (Schedule a discussion of treatment measures installation inspections at a future C3PO AHTG meeting) will be completed at the C3PO AHTG meeting on March 28, Action Item (Complete tasks to prepare and submit Prop 1 Storm Water Grant Program planning grant application, including obtaining MC approval of draft application at February MC meeting) is complete, and an update will be provided later in the agenda. Action Item (Work with Geoff Brosseau (Executive Director, BASMAA and CASQA) to provide timely information to the MC on how to support pending Prop 218 related bills) is in progress. Jill updated the MC on the efforts underway to amend Article X of the California Constitution to enable stormwater agencies to collect fees in a similar manner to water, sanitary sewer and garbage utilities. Program staff will continue to track and let the MC know if comment/support letters are needed. V. TIME OPEN FOR PUBLIC COMMENT ON ANY SUBJECT NOT ON AGENDA No members of the public were present at the meeting. VI. WATER BOARD STAFF COMMENTS Water Board (WB) staff was not present at the meeting. VII. PROGRAM BUSINESS A. PROGRAM MANAGER S REPORT 1. BASMAA Update Chris reported that the BASMAA Board is planning to approve the Annual Report template at its March meeting and submit it to the Water Board on behalf of Permittees on April 1, CASQA Update Chris reported on the March 10 CASQA General Meeting that focused on trash controls. He thanked Napp and other San Jose staff for sharing information on trash capture device maintenance. Elaine Marshall mentioned that at the CASQA General Meeting, John Bliss of SCI gave a presentation on using solid waste fees to fund trash management programs. She noted that this is not likely to be feasible for many agencies and she recommended that Program staff conduct a study session to discuss this funding mechanism. The MC agreed with the recommendation. Action: Program staff will coordinate a study session to discuss the feasibility of using solid waste fees to fund trash management programs. 3. Grants Update Jill informed the MC that the Prop 1 Planning Grant Proposal was submitted yesterday. Jill thanked MC members for their review of the grant Work Plan and for MC_Minutes_ _final

5 URBAN RUNOFF PROGRAM 3 March 17, 2016 providing support letters. Program staff will post the grant application and final Work Plan on the SCVURPPP members only website. B. PROGRAM MANAGEMENT 1. Draft FY Program Manager Self-Audit Report Chris reported that the Program Memorandum of Agreement and By-Laws require the completion of mid-year and end-of-year Self-Audit Reports. The mid-year FY Self-Audit Report, covering the period of July 1, 2015 to February 29, 2016, was sent to the MC for review on March 4, No comments were received. He requested the MC to consider approving the Self-Audit Report. Motion: Dave Staub (Santa Clara) moved to approve the Self-Audit Report for the first part of the fiscal year. Second: Aida Fairman (Los Altos). Vote: Motion passed unanimously. 2. FY Program Work Plan Chris reported that the FY Work Plan was sent to the MC for review on March 10, The Work Plan identifies Program, Co-permittee, and BASMAA tasks for FY He asked the MC to consider approving the FY Work Plan, with acceptance of additional comments by March 31, Motion: Brett Calhoun (SCVWD) moved to approve the Program s FY Work Plan, contingent on resolving additional comments received by March 31, 2016 with the Executive Committee. Second: Dave Staub (Santa Clara). Vote. Motion passed unanimously. 3. Proposed FY Annual Report Form Jill informed the MC that the FY Annual Report Form is due to the Water Board on April 1, It was sent to the MC on March 11, Sections of the Form have been reviewed by the appropriate AHTGs and BASMAA Committees. She asked the MC to consider approving the FY Annual Report Form. The MC recommended that the Program conduct a workshop mid-june to review the reporting requirements. Motion: Eric Anderson (Mountain View) moved to approve the FY Annual Report Form and authorize the Program Manager to transmit the Annual Report Form and the transmittal letter on behalf of SCVURPPP Co-permittees via BASMAA to the Water Board by April 1, Second: Kelly Carroll (West Valley Communities). Vote. Motion passed unanimously. Action: Program staff will schedule a workshop in mid-june to review the reporting requirements in the FY Annual Report Program Summary Chris passed around a copy of the draft Program Summary for calendar year It will be provided to the MC for review within the next few weeks. Chris asked the MC to let him know if they needed more copies of the Program Summary than they have received in previous years. 5. Acceptance of Audit Letter Chris reported that Adam Olivieri (Program staff) ed the MC the Final SCVURPPP - Financial Statement Audit for FY The audit did not identify any issues. He added that the MC Chair is required to sign a letter accepting the audit MC_Minutes_ _final

6 URBAN RUNOFF PROGRAM 4 March 17, 2016 results, based on direction by the MC. The MC directed Liang Lee to sign the letter on behalf of SCVURPPP accepting the audit results. C. PROGRAM BUDGET 1. Program Manager Notice to Proceed as of July 1 Chris informed the MC that the Program s fiscal agent, the City of Sunnyvale, requires approval of a Notice-to-Proceed from the MC in order to modify the Program Manager s agreement for FY Motion: Eric Anderson (Mountain View) moved to approve the Notice-to-Proceed for the Program Manager Agreement for FY16-17, effective July 1, Second: Elaine Marshall (Sunnyvale). Vote: Motion passed unanimously. VIII. MRP IMPLEMENTATION A. NEW DEVELOPMENT AND REDEVELOPMENT 1. Priority Items Identified by Program Staff a. Green Infrastructure Work Plan Tasks Jill informed the MC that Program staff will update the C3PO AHTG will meet on March 28 and receive an update on the Green Infrastructure Plan Framework Template and Scoping Plan. B. TRASH CONTROLS 1. Priority Items Identified by Program Staff Chris reported that preliminary results of the trash characterization study will be available in April and will be presented to the Trash AHTG at its April meeting. He added that the real time trash load percent reduction calculator will be ready for demonstration soon. C. MONITORING AND POLLUTANTS OF CONCERN 1. Priority Items Identified by Program Staff a. Electronic Status Monitoring Data Report (C.8.h.ii.) Chris reported that Electronic Status Monitoring Data Report is due to the Water Board on March 31. Data included in the electronic report were presented to the MC in February and are included in the Program s Urban Creeks Monitoring Report. He requested the MC to consider approving the Data Report. Motion: Dave Staub (Santa Clara) moved to approve the Electronic Status Monitoring Data Report and to authorize the Program Manager to transmit the Report and transmittal letter on behalf of SCVURPPP Co-permittees to the Water Board by March 31, Second: Kirsten Struve (Palo Alto). Vote. Motion approved unanimously. b. Urban Creeks Monitoring Report (C.8.h.iii.) Chris said that the Urban Creeks Monitoring Report (UCMR) is also due to the Water Board on March 31. It was sent to the MC for review and comments were received from the City of Palo Alto. Program staff is addressing all comments MC_Minutes_ _final

7 URBAN RUNOFF PROGRAM 5 March 17, 2016 received, including those anticipated from the City of San Jose. He requested the MC to consider approving the UCMR. Motion: Kirsten Struve (Palo Alto) moved to approve the Urban Creeks Monitoring Report and to authorize the Program Manager to transmit the Report and transmittal letter on behalf of SCVURPPP Co-permittees to the Water Board by March 31, Second: Dave Staub (Santa Clara). Vote. Motion approved unanimously. c. Progress Report: Identification of Watershed Management Areas for PCBs and Mercury (C.11.a.iii/C.12.a.iii) Chris reported that Program staff has received comments from Palo Alto, San Jose, Sunnyvale and Los Altos on the Progress Report on Identification of Watershed Management Areas for PCBs and Mercury. All comments are being addressed. He requested the MC to consider approving the report. The Report is due to the Water Board on April 1. Motion: Kirsten Struve (Palo Alto) moved to approve the Progress Report on Identification of Watershed Management Areas for PCBs and Mercury and to authorize the Program Manager to transmit the Report and transmittal letter on behalf of SCVURPPP Co-permittees to the Water Board by April 1, Second: Michael Rhoades (Santa Clara County). Vote. Motion approved unanimously. d. POC Work Plan Tasks The next meeting of the POC AHTG will be scheduled soon. Chris said that the AHTG will begin discussing the source identification projects for FY D. OUTREACH ACTIVITIES 1. Priority Items Identified by Program Staff Vishakha Atre (Program staff) reported that the next meeting of the WEO AHTG will be held on March 21, A subgroup of the WEO AHTG met earlier this week to begin updating the SCVURPPP Public Outreach Strategy. The Watershed Watch Campaign will participate in three community outreach events in April. E. OTHER PERMIT-RELATED ACTIVITIES No items. IX. OTHER BUSINESS Chris mentioned that Program staff assisted with the BASMAA/BACWA letter to the State Board on the Constituents of Emerging Concern Statewide Pilot Study Monitoring Plan. X. ADJOURN The MC meeting adjourned at 11:20 a.m. MC_Minutes_ _final

8

9

10 Santa Clara Valley Urban Runoff Pollution Prevention Program Management Committee Meeting Action Items Action Items from March 16, 2016 Meeting Action Description Responsibility Due Date Status Comments Coordinate a study session to discuss the feasibility of using solid waste fees to fund trash management programs. Program staff TBD To Be Done Schedule a workshop in mid-june to review the reporting requirements in the FY Annual Report Program staff June To Be Done Action Items Remaining from Previous Meetings Action Description Responsibility Due Date Status Comments Communicate with BASMAA regarding prioritizing regional projects and only consider participation in POC requirement scoping project through BASMAA Prepare an internal schedule and linkage related to POC and RAA needs. Program staff TBD In Progress Ongoing as part of workgroup and BOD meetings Program staff April In Progress Being developed as RAA further scoped From the tables distributed at the Special MC meeting on 1/26/16, develop a culled down list of new MRP 2.0 tasks that need to be implemented starting January 2016 and identify those that need to be reported in the FY Annual Report Update pervious pavement specifications and bring the C.3 Handbook for approval to an MC meeting Schedule a discussion of treatment measures installation inspections at a future C3PO AHTG meeting Work with Geoff Brosseau (Executive Director, BASMAA and CASQA) to provide timely information to the MC on how to support pending Prop 218 related bills. Program staff April In Progress To be ed to the MC before April 21 Program staff June To Be Done Program staff May To Be Done Postponed until the May 23 meeting Program staff TBD In Progress Tracking through CASQA and BASMAA participation MC Action Items_ _final 1 4/4/16