Cannon River One Watershed, One Plan

Transcription

1 Cannon River One Watershed, One Plan Aligning local water planning on major watershed boundaries with state strategies towards prioritized, targeted and measurable implementation plans AGENDA Cannon River One Watershed, One Plan Policy Committee Meeting March 1, :00 a.m. Rice County Government Center 320 Third Street Northwest Faribault, MN Open Meeting Dakota SWCD 9:00 a.m. a. Introductions b. Accept agenda 2. Introduction to the Cannon River One Watershed, One Plan 9:10 a.m. a. Presentations i. New State strategy for comprehensive local water plans Jennifer Mocol-Johnson, BWSR ii. BWSR planning grant and anticipated schedules Ashley Gallagher, Dakota SWCD b. Organizational structure and responsibilities of the Policy Committee Brian Watson, Dakota SWCD 3. Election of Chair, Vice Chair and Secretary positions 10:00 a.m. 4. Adoption of By-laws 10:15 am 5. Approve consultant selection process 10:30 am 6. Establish Policy Committee meeting schedule 11:00 am 7. Kick-off event planning 11:15 a.m. 8. Adjourn 11:30 a.m.

2 LGU Cannon River One Watershed, One Plan Aligning local water planning on major watershed boundaries with state strategies towards prioritized, targeted and measurable implementation plans Policy Committee Members Member Name Belle Creek WD Primary James Hedeen Alternate Dakota County Primary Mike Slavik Alternate Dakota SWCD Primary Kevin Chamberlin Alternate Jayne Hager Dee Goodhue County Primary Brad Anderson Alternate Goodhue SWCD Primary Jeff Beckman Alternate LeSuer County Primary Steven Rohlfing Alternate Lance Wetzel LeSueur SWCD Primary Cletus Gregor Alternate Jim Struck North Cannon WMO Primary Carrie Jennings Alternate Rice County Primary Galen Malecha Alternate Jeff Docken Rice SWCD Primary Richard Cook Alternate Mike Ludwig Steele County Primary John Glynn Alternate Steele SWCD Primary Dan Hansen Alternate Waseca County Primary Dan Kuhns Alternate Brian Harguth Waseca SWCD Primary Keith Morgan Alternate

3 ONE WATERSHED ONE PLAN - CANNON RIVER WATERSHED MEMORANDUM OF AGREEMENT This Agreement is made and entered into by and between: The Counties of Rice, Steele, Goodhue, Dakota, Le Sueur, and Waseca by and through their respective Board of Commissioners, and The Soil and Water Conservation Districts of Rice, Steele, Goodhue, Dakota, Le Sueur, and Waseca, by and through their respective Board of Supervisors, and The North Cannon River Watershed Management Organization, by and through their respective Board of Managers, and The Belle Creek Watershed District, by and through their respective Board of Managers, Collectively referred to as the Parties. WHEREAS, the Counties of this Agreement are political subdivisions of the State of Minnesota, with authority to carry out environmental programs and land use controls, pursuant to Minnesota Statutes Chapter 375 and as otherwise provided by law; and WHEREAS, the Soil and Water Conservation Districts (SWCDs) of this Agreement are political subdivisions of the State of Minnesota, with statutory authority to carry out erosion control and other soil and water conservation programs, pursuant to Minnesota Statutes Chapter 103C and as otherwise provided by law; and WHEREAS, the Watershed Management Organizations and Watershed Districts of this Agreement are political subdivisions of the State of Minnesota, with statutory authority to carry out conservation of the natural resources of the state by land use controls, flood control, and other conservation projects for the protection of the public health and welfare and the provident use of the natural resources, pursuant to Minnesota Statutes Chapters 103B, 103D and as otherwise provided by law; and WHEREAS, the parties to this Agreement have a common interest and/or statutory authority to prepare, adopt, and assure implementation of a comprehensive watershed management plan in the Cannon River Watershed to conserve soil and water resources through the implementation of practices, programs, and regulatory controls that effectively control or prevent erosion, sedimentation, siltation and related pollution in order to preserve natural resources, ensure continued soil productivity, protect water quality, reduce damages caused by floods, preserve wildlife, protect the tax base, and protect public lands and waters; and WHEREAS, with matters that relate to coordination of water management authorities pursuant to Minnesota Statutes Chapters 103B, 103C, and 103D with public drainage systems pursuant to Minnesota Statutes Chapter 103E, this Agreement does not change the rights or obligations of the public drainage system authorities. WHEREAS, the Parties have formed this Agreement for the specific goal of developing a plan pursuant to Minnesota Statutes 103B.801, Comprehensive Watershed Management Planning, also known as One Watershed, One Plan. 1

4 NOW, THEREFORE, the Parties hereto agree as follows: 1. Purpose: The Parties to this Agreement recognize the importance of partnerships to plan and implement protection and restoration efforts for the Cannon River Watershed (see Attachment A with a map of the planning area). The purpose of this Agreement is to collectively develop and adopt, as local government units, a coordinated watershed management plan for implementation per the provisions of the Plan. Parties signing this agreement will be collectively referred to as One Watershed One Plan Cannon River Watershed 2. Term: This Agreement is effective upon signature of all Parties in consideration of the Board of Water and Soil Resources (BWSR) Operating Procedures for One Watershed, One Plan; and will remain in effect until adoption of the plan by all parties, or 12/31/2019, the BWSR Grant Agreement end date, unless canceled according to the provisions of this Agreement or earlier terminated by law. 3. Adding Additional Parties: A qualifying party within the Cannon River Watershed desiring to become a member of this Agreement shall indicate its intent by adoption of a board resolution prior to June 30, The party agrees to abide by the terms and conditions of the Agreement; including but not limited to the bylaws, policies and procedures adopted by the Policy Committee. 4. Withdrawal of Parties: A party desiring to leave the membership of this Agreement shall indicate its intent in writing to the Policy Committee in the form of an official board resolution. Notice must be made at least 30 days in advance of leaving the Agreement. 5. General Provisions: a. Compliance with Laws/Standards: The Parties agree to abide by all federal, state, and local laws; statutes, ordinances, rules and regulations now in effect or hereafter adopted pertaining to this Agreement or to the facilities, programs, and staff for which the Agreement is responsible. b. Indemnification: Each party to this Agreement shall be liable for the acts of its officers, employees or agents and the results thereof to the extent authorized or limited by law and shall not be responsible for the acts of any other party, its officers, employees or agents. The provisions of the Municipal Tort Claims Act, Minnesota Statute Chapter 466 and other applicable laws govern liability of the Parties. To the full extent permitted by law, actions by the Parties, their respective officers, employees, and agents pursuant to this Agreement are intended to be and shall be construed as a cooperative activity. It is the intent of the Parties that they shall be deemed a single governmental unit for the purpose of liability, as set forth in Minnesota Statutes , subd. 1a(a). For purposes of Minnesota Statutes , subd. 1a(a) it is the intent of each party that this Agreement does not create any liability or exposure of one party for the acts or omissions of any other party. c. Records Retention and Data Practices: The Parties agree that records created pursuant to the terms of this Agreement will be retained in a manner that meets their respective entity s records retention schedules that have been reviewed and approved by the State in accordance with Minnesota Statutes The Parties further agree that records prepared or maintained in furtherance of the agreement shall be subject to the Minnesota Government Data Practices Act. 2

5 The records retention will follow the Fiscal Agent and Grant Administrator schedules as identified in paragraph 7 and 8. d. Timeliness: The Parties agree to perform obligations under this Agreement in a timely manner and keep each other informed about any delays that may occur. e. Termination: The parties anticipate that this Agreement will remain in full force and effect through the term of the grant agreement with BWSR and until canceled by all parties, unless otherwise terminated in accordance with law or other provisions of this Agreement. The parties acknowledge their respective and applicable obligations, if any, under Minn. Stat. Section , Subd. 5 after the purpose of the Agreement have been completed. f. Extension: The Parties may extend the termination date of this Agreement upon agreement by all Parties. 6. Administration: a. Establishment of Committees for Development of the Plan. The Parties agree to designate one representative, who must be an elected or appointed member of the governing body, to a Policy Committee for development of the watershed-based plan and may appoint of one or more technical representatives to an Advisory Committee for development of the plan in consideration of the BWSR Operating Procedures for One Watershed, One Plan. i. The Policy Committee will meet as needed to decide on the content of the plan, serve as a liaison to their respective governing body, and act on behalf of their governing body in all matters. Each representative shall have one vote. ii. Each governing body may choose one alternate to serve on the Policy Committee, as needed, in the absence of the designated member. iii. The Policy Committee will establish bylaws by March 1, 2017 to describe the functions and operations of the committee(s). iv. The Advisory Committee will meet as needed to assist and provide technical support and make recommendations to the Policy Committee on the development, content, and implementation of the plan. Members of the Advisory Committee may not be a current board member of any of the Parties. b. Submittal of the Plan. The Policy Committee will recommend the plan to the Parties of this agreement. The Policy Committee will be responsible for initiating a formal review process for the watershed-based plan conforming to Minnesota Statutes Chapters 103B and 103D, including public hearings. Upon completion of local review and comment, and approval of the plan for submittal by each party, the Policy Committee will submit the watershed-based plan jointly to BWSR for review and approval. c. Adoption of the Plan. The Parties agree to adopt and begin implementation of the plan within 120 days of receiving notice of state approval, and provide notice of plan adoption pursuant to Minnesota Statutes Chapters 103B and 103D. 3

6 7. Fiscal Agent: Rice Soil and Water Conservation District will act as the fiscal agent for the purposes of this Agreement and agrees to: a. Accept all responsibilities associated with the implementation of the BWSR grant agreement for developing a watershed-based plan. b. Perform financial transactions as part of grant agreement and contract implementation. c. Provide for strict accountability of all funds, report all receipts and disbursements, and annually provide a full and complete audit report. d. Provide the Policy Committee with the records necessary to describe the financial condition of the BWSR grant agreement. e. Retain fiscal records consistent with the agent s records retention schedule until termination of the agreement (at that time, records will be turned over to the Day to Day Contact). 8. Grant Administrator: Dakota County Soil and Water Conservation District will act as the Day to Day Contact for the purposes of this Agreement and agrees to provide the following services: a. Accept all day-to-day responsibilities associated with the implementation of the BWSR grant agreement for developing a watershed-based plan, including being the primary BWSR contact for the One Watershed, One Plan Grant Agreement and being responsible for BWSR reporting requirements associated with the grant agreement. b. Provide the Policy Committee with the records necessary to describe the planning condition of the BWSR grant agreement. c. Provide for proper public notice of all meetings and retaining records consistent with the Grant Administrator s record retention schedule. d. Ensure that minutes of all Policy Committee meetings are recorded and made available in a timely manner to the Policy Committee, and maintain a file of all approved minutes including corrections and changes. 9. Authorized Representatives: The following persons will be the primary contacts for all matters concerning this Agreement: Rice County Rice Soil and Water Conservation District Julie Runkel or successor Steve Pahs or successor Environmental Services Director District Manager rd St NW th St NW Faribault, MN Faribault, MN Telephone: (507) Telephone: (507)

7 Steele County Steele Soil and Water Conservation District Scott Golberg or successor Eric Gulbransen or successor Environmental Services Director District Manager 630 Florence Ave. 235 Cedardale Dr. SE Owatonna, MN Owatonna, MN Telephone: (507) Telephone: (507) Goodhue County Goodhue Soil and Water Conservation District Scott Arneson or successor Glen Roberson or successor County Administrator District Manager 509 W. 5 th St. 104 E. 3 rd Ave Red Wing, MN Goodhue, MN Telephone: (651) Telephone: (651) Ext 4 Dakota County Dakota Soil and Water Conservation District Brad Becker or successor Brian Watson or successor Water Resources Supervisor District Manager Galaxie Avenue th Street West Apple Valley, MN 551 Farmington, MN Telephone: Telephone: (651) Le Sueur County Le Sueur Soil and Water Conservation District Joshua Mankowski or successor Michael Schultz or successor Environmental Resource Specialist District Manager 88 South Park Ave 181 W. Minnesota St Le Center, MN Le Center, MN Telephone: (507) Telephone: (507) Ext 3 Waseca County Waseca Soil and Water Conservation District Kelly Hunt or successor Eric Gulbransen or successor Water Resource Specialist District Manager 300 North State Street 235 Cedardale Dr. SE Waseca, MN Owatonna, MN Telephone: (507) Telephone: (507) North Cannon River WMO Belle Creek Watershed District Greg Langer or successor Les Kyllo or successor North Cannon River WMO Chairman Belle Creek WD Chairman th Street County 50 Blvd. Northfield, MN Goodhue, MN Telephone: (507) Telephone: (507)

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22 Cannon River Watershed One Watershed One Plan Planning Area Cannon River Watershed = 929,475 planning acres County Percentages: Rice 28.6%, Steele 24.6%, Goodhue 20.2%, Dakota 10.1%, Le Sueur 9.9%, Waseca 5.4% *Freeborn, Blue Earth and Scott combined are approximately 1.2% and not part of the planning process* Upper Mississippi River-Lake Pepin = 23,458 acres County Percentages: Goodhue County 100% 20

23 Bylaws of the CANNON RIVER WATERSHED ONE WATERSHED, ONE PLAN (1W1P) Policy Committee Partnership Members: The counties of Dakota, Goodhue, Le Sueur, Rice, Steele and Waseca (counties), by and through their respective County Board of Commissioners, and the Dakota, Goodhue, Le Sueur, Rice, Steele and Waseca Soil and Water Conservation Districts (SWCDs), by and through their respective Soil and Water Conservation District Board of Supervisors, and the Belle Creek Watershed District (WD) and the North Cannon River Watershed Management Organization (WMO) by and through their Board of Managers ADOPTED 1

24 These bylaws establish rules governing the conduct of business by the Policy Committee of the Cannon River Watershed 1W1P, hereafter referred to as Policy Committee. Adopted on. ARTICLE I: PURPOSE 1. The purpose of the Policy Committee is to recognize the importance of partnerships to plan and implement protection and restoration efforts and to review recommendations of the Advisory Committee and make final decisions about the content of the plan pertaining to that area within the Cannon River Watershed planning area. 2. The Policy Committee operates under a Memorandum of Agreement. The Member local units of government are Dakota County, Dakota County Soil and Water Conservation District, Goodhue County, Goodhue Soil and Water Conservation District, Le Sueur County, Le Sueur County Soil and Water Conservation District, Rice County, Rice Soil and Water Conservation District, Steele County, Steele County Soil and Water Conservation District, Waseca County, Waseca Soil and Water Conservation District, North Cannon River Watershed Management Organization, and Belle Creek Watershed District. 3. The Policy Committee will facilitate the approval and adoption of the final Cannon River Watershed 1W1P by their respective local government unit boards. ARTICLE II: MEMBERSHIP PROVISIONS 1. The membership of the Policy Committee shall be comprised of up to 14 members with membership composed of one (1) County Commissioner from each County, one (1) Soil and Water Conservation District Supervisor from each County, (1) Manager from the Watershed District, and (1) Manger from the Watershed Management Organization with the respective individual representatives designated by the governing board of each member local unit of government. 2. Members of the Policy Committee shall be appointed for a minimum of a one year term to run concurrently with each Policy Committee member s term on his/her respective board. Members may be reappointed by their respective board of that local unit of government. 3. Membership on the Policy Committee shall be effective until December 31, 2019 or until the Memorandum of Agreement is terminated. 4. An alternate member may also be appointed by the respective board of that local unit of government as outlined in Article II, item #2. Only in the absence of the delegate is the alternate given voting responsibility. 5. A Policy Committee member s term continues until a successor is appointed and qualified. In the event that a member of the Policy Committee resigns or is otherwise unable to complete his or her term on the Policy Committee, the Policy Committee will advise the appointing authority of the vacancy as soon as practicable and the vacancy will be filled according to the requirements of the respective local unit of government. 2

25 6. The Policy Committee shall not take action that may materially benefit the financial interest of a Policy Committee member, a member s family member, or a member s close associate, unless interest first is disclosed for the record. The interested Policy Committee member may be present to answer questions related to that interest, but may not advocate for or vote on the action. If a Policy Committee member concludes that his or her interest does not create a conflict, but that there may be an appearance of a conflict, he or she shall disclose the interest for the record before participating in discussion or voting on an action. ARTICLE III: OFFICERS 1. The Officers of the Policy Committee shall consist of a chairperson, vice chairperson, and a secretary elected by members of the Policy Committee at their first meeting on March 1, a. The chairperson shall: i. Serve as chairperson for all meetings; and ii. Sign and deliver in the name of the Cannon River Watershed 1W1P any correspondence pertaining to the business of the Cannon River 1W1P. b. The vice chairperson shall: i. Discharge the chairperson s duties in the event of the absence or disability of the chairperson. c. The secretary shall (under the assistance of the day-to-day contact; Dakota County Soil and Water Conservation District): i. Maintain records of the Policy Committee; ii. Certify records and proceedings of the Policy Committee; iii. Ensure that minutes of all Policy Committee meetings are recorded and made available in a timely manner to the Policy Committee, and maintain a file of all approved minutes including corrections and changes; iv. Provide for proper public notice of all meetings; and v. The secretary may delegate a representative to record the minutes and perform other duties of the secretary. The elected secretary will sign the official minutes of all meetings following approval by the Policy Committee. 2. An Officer will serve until replaced by the election of a successor. No Policy Committee member may hold more than one office at a time. 3. In the event that an officer cannot complete his or her term of office, the Policy Committee shall immediately elect from among its members an individual who will complete the unexpired portion of the term. The individual designated to complete the unexpired term of another officer may not already be serving as an officer of the Policy Committee. 3

26 4. The Policy Committee will request the respective local unit of government member to replace their representative member after missing two (2) consecutive meetings without notice to the Chairperson. ARTICLE IV: MEETINGS 1. All meetings of the Policy Committee will comply with statutes and rules requiring open and public meetings. 2. The conduct of all meetings of the Policy Committee shall be generally governed by the most recent edition of Robert s Rules of Parliamentary Law. 3. A quorum of the Policy Committee shall consist of a simple majority of the members. A quorum shall consist of 50 percent plus one of the total membership (8 members). 4. All votes by Policy Committee members shall be made in person, and no member may appoint a proxy for any question coming before any meeting for a vote. 5. Notice of Policy Committee meetings and a proposed agenda shall be mailed to all Policy Committee members not less than five (5) days prior to the scheduled meeting date of the Policy Committee. 6. The minutes of any meeting shall be made available to all Policy Committee members prior to the next meeting. ARTICLE V VOTING 1. A motion or resolution shall be approved by a favorable vote of a simple majority of the members present, provided enough members are present to make a quorum. 2. A supermajority vote of 75 percent of those members present shall be required for final plan submittal or changes to these By-laws or Memorandum of Agreement. ARTICLE VI COMPENSATION 1. Policy Committee members may be compensated for meetings and expenses incurred by the member local unit of government they represent according to the policies of the local unit of government. 2. Policy Committee members may not be compensated for meeting time and expenses using funds granted by the state for the purpose of developing the Cannon River Watershed 1W1P. ARTICLE VII SUBCOMMITTEES OF THE POLICY COMMITTEE AND OTHER COMMITTEES 1. The Policy Committee may appoint subcommittees for the purpose of assisting the Policy Committee in the performance of its duties. Except for a Policy Committee member appointed to a subcommittee, no other member of a subcommittee shall be able to make motions for consideration to the Policy Committee, or vote on matters put before the Policy Committee. 2. The Planning Work Group will coordinate Policy Committee meetings and advise the Policy Committee on the plan and progress and on issues of policy and administration as related to the purpose. 4

27 a. Each member local government unit will have one or more representatives to the Planning Work Group. b. Subcommittees may be formed to increase effectiveness or to address specific topics or project areas. Each subcommittee will report to the full Advisory Committee for review of findings and recommendations. 3. The Advisory Committee (as required by rule and statute) will be established to provide technical information and support on the development of the plan, plan content, and plan implementation to the Policy Committee. The Advisory Committee will consist of the local Planning Work Group, stakeholders, and include representatives from the state s main water or plan review agencies including the Board of Water and Soil Resources, Department of Agriculture, Department of Health, Department of Natural Resources, and Pollution Control Agency. The Advisory Committee will meet quarterly or as needed. ARTICLE VIII: MEETING LOCATION 1. All regular meetings of the Policy Committee will be held at a Rice County Government Building. The Policy Committee, at its own discretion, may change the location. ARTICLE IX: MISCELLANEOUS 1. Portions of these bylaws may be suspended temporarily by a two-thirds (2/3) majority vote of the Policy Committee members present. 2. Addition to, alteration, or repeal of any part of these bylaws by the Policy Committee may be made at any meeting provided that there is a thirty (30) days advance written notice of the proposed change and the change is approved by a super majority vote (75%) of the Policy Committee members present. 3. The Policy Committee s official records and the requirements of the BWSR grant agreement shall be maintained by the Day-to-Day Contact Dakota County Soil and Water Conservation District (as agreed upon in the Memorandum of Agreement.) The maintenance and disposition of these records shall be in accordance with applicable laws. 4. The Policy Committee s fiscal agent for the purposes and requirements of the BWSR grant agreement shall be maintained by the Rice Soil and Water Conservation District (as agreed upon in the Memorandum of Agreement.) The maintenance and disposition of these records shall be in accordance with applicable laws. 5. All expenses incurred by the Cannon River Watershed 1W1P must have prior approval of the Policy Committee and have an invoice submitted itemizing expenses for Policy Committee approval at their next meeting. All claims must be submitted within thirty (30) days after the month in which they were incurred. 6. These bylaws are intended to be consistent with applicable provisions of Minnesota Statutes Chapters 103B, 103C, and 103D. In all cases of omission or error, those statutes will govern. 5

28 ARTICLE X CERTIFICATION 1. These By-laws were adopted by a vote of ayes and nays by the members of the Policy Committee on, 20. (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) 6

29 (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) (Member signature & organization) 7

30 Cannon River Comprehensive Watershed Management Plan Request for Proposals for Writing of a Watershed Plan and Facilitation of Input Issued by: Cannon River One Watershed, One Plan (1W1P) Policy Committee Dated: March 3, 2017 A qualified respondent should review the attached specifications and submit seven (7) hard copies proposals and one (1) electronic version on or before March 31, 2017 by 4:00 PM to the attention of: Ashley Gallagher Dakota County SWCD th St W, Suite ashley.gallagher@co.dakota.mn.us Questions regarding this proposal must be in electronic format ( ), received on or before March 10, 2017 and sent to: Ashley Gallagher ashley.gallagher@co.dakota.mn.us Questions will be collected and responses to questions will be posted as an addendum on the Cannon River 1W1P website ( within seven (7) days of the question deadline. 1

31 Table of Contents I. Project Purpose and Background Information.. 3 II. General Description of Scope of Services. 4 III. Timeline 8 IV. Instructions for Proposers 9 V. Evaluation of Proposals. 10 VI. Attachments. 12 a. Map of Planning Area b. Anticipated Schedule for Requested Services c. BWSR Grant Work Plan 2

32 I. Project Purpose and Background Information The Cannon River watershed has been awarded a planning grant by the MN Board of Water and Soil Resources (BWSR) for the One Watershed, One Plan (1W1P) program. This program allows counties to transition from county-based water management planning to watershed-based planning. The planning area for the Cannon River 1W1P also includes a portion of the Upper Mississippi River/Lake Pepin Watershed located in Goodhue County, and excludes small portions in Freeborn, Blue Earth and Scott counties (see attachment A) for a total drainage area of 952,933 acres. The County Boards and SWCD Boards in each of the six counties in the watershed, along with Belle Creek Watershed District and North Cannon River Watershed Management Organization, have entered into a Memorandum of Agreement for the sole purpose of undertaking the planning process. A Policy Committee composed of one County Commissioner and one SWCD Supervisor appointed from each of the counties in the watershed plus a manager from the Belle Creek Watershed District and a manager from the North Cannon River Watershed Management Organization will be the decision-making authority for the planning process. An Advisory Committee composed of local, state and federal agency staff, representatives from agricultural and conservation groups, municipalities, and other stakeholder groups will serve to make recommendations to the Policy Committee regarding plan content. A Planning Work Group made up of local governmental staff from the counties and SWCDS in the watershed will guide the logistics of the planning process. Rice SWCD will serve as the fiscal agent for the project. Dakota SWCD staff will serve as the day-to-day contacts for the project. Because of the workload associated with this new effort, a Request for Proposals is being issued to consultants in order to select one consultant to fill these areas of need in cooperation with the committees listed above: 1. Aggregating, analyzing, and mapping watershed data, including the results from watershed models that have been completed. 2. Writing the plan: The plan will be developed within the parameters outlined in Board of Water and Soil Resources (BWSR) One Watershed, One Plan: Plan Content Requirements document. 3. Facilitating meetings: The estimated number of meetings which the consultant will need to attend is estimated to be The meeting number may be higher once you evaluate the tasks. Please use your best estimate of the number of meetings to include in your cost. Facilitation may be needed for: a. Policy Committee meetings b. Advisory Committee meetings c. Planning Work Group meetings d. Public meetings 3

33 4. The use of modeling is required to assist in determining implementation strategies. Modeling tools include but are not limited to Hydrologic Simulation Program Fortran-Scenario Application Manager (HSPF-SAM), Prioritize Target and Measure Application (PTMApp), Zonation, N&P BMP Calculators, and Agriculture Conservation Planning Framework (ACPF). II. General Description of Scope of Services The consultant will be required to furnish all labor, materials, transportation, tools, supplies, equipment, insurance and any other items necessary for completing the work. All costs expected for the tasks below, including those of any sub-consultants, shall be included with the overall costs proposed by the consultant. The scope of the proposed project includes the following tasks: Part 1: Preparation for Plan Writing Task 1: Aggregate Existing Watershed Physical/Spatial Data Anticipated Start Date: May 4, 2017 Anticipated End Date: September 30, 2017 Task 1A: Create usable, presentation quality project maps Watershed Scale: Landuse, Drainage, Relief, Public Waters, Sub-watersheds, Pollutant Loading (from models), Impaired Waters, wetlands, etc. Resource Concerns: Impaired Waters, Floodplains, High-valued Resources (named creeks, recreational lakes, critical habitats, etc.), Areas of Special Concern/Natural Resource Value (Biodiversity, etc.) Special Interest: Census/demographics, Recreation, Natural Areas, Regulated Land uses, Public Water Suppliers, MDNR Permitted Water Appropriators, etc. Task 1B: Facilitation of meetings with committees, workgroups and the public that are needed to accomplish Task 1A Meetings with the planning workgroup to determine purpose, presentation and use of data Public Kick-off meeting Meeting with Advisory Committee to review/discuss data following notifications and the Kick-off meeting Task 2: Prioritization, Modeling and Targeted Mapping Anticipated Start Date: July 1, 2017 Anticipated End Date: November 30, 2017 Task 2A: Aggregate priority concerns and input from 60-Day Planning Notice Begin to synthesize and group priority concerns 4

34 Task 2B: Bring together all new and existing plan data and information to create a cohesive watershed priority scheme, including but not limited to: Analysis of existing priorities in current plans (County Water Plans, SWCD Plans, etc.) Stressors identified in WRAPS document Use of additional mapping, GIS, and other physical/spatial data and methods Gap ID State strategies Task 2C: Use the outputs from modeling tools and/or programs that have been completed for the watershed, such as those listed below, to map and target areas identified through prioritization process Hydro-tools (SWAT, ACPF, etc.) HSPF Zonation Task 2D: Facilitation of meetings with committees & workgroups to accomplish Tasks 2A, 2B and 2C Meeting with Planning Work Group to review information prior to presentation to Policy and Advisory Committees Joint meeting with the Policy Committee and Advisory Committee to facilitate exercises for Task 2B Meeting with the Advisory Committee to refine the priorities/categories Discuss watershed-wide vs. sub-watershed specific priorities Consider splitting the watershed into logical management areas Meeting with Policy Committee to review and accept the refined priorities and management areas Part 2: Development of Draft Plan Task 3: Set Initial Measurable Goals Anticipated Start Date: November 1, 2017 Anticipated End Date: January 31, 2018 Task 3A: Organize goals into categories based on priorities identified in Task 2, present and gain group consensus Task 3B: Facilitation of meetings with committees & work group needed to accomplish Task 3A Meeting with Planning Work Group to review information prior to presentation to Policy and Advisory Committees 5

35 Meetings with the Advisory Committee and/or planning workgroup to discuss and refine goals Meeting with the Policy Committee to review and accept initial goals and to introduce concepts for the implementation plan Task 4: Develop Targeted and Measurable Implementation Plan and Schedule Anticipated Start Date: December 1, 2017 Anticipated End Date: March 31, 2018 Task 4A: Create a 10-year implementation plan that contains the following elements: 1. Prioritized Resource Concerns include results from Task 1, Task 2, and Task 3 2. Targeted Implementation Schedule a brief description of what each action is targeting where the action will occur identification of roles and who is responsible for the action an estimate of cost and potential sources of funding for implementing the action an estimate of when the implementation will occur within the 10-year timeframe how the action will be measured 3. Implementation Programs Plan Administration and Coordination o Decision-making and Staffing; Collaboration with other Units of Government; Funding; Work Plan; Assessment and Evaluation; Plan Amendments; Formal Agreements Plan Implementation Programs o Incentive Programs; Capital Improvements; Operation and Maintenance; Regulation and Enforcement; Data Collection and Monitoring; Information, Outreach and Education Programs Task 4B: Facilitation of meetings with committees, workgroups and the public that are needed to accomplish Task 4A Meeting with Planning Work Group to review information prior to presentation to Policy and Advisory Committees Joint meeting with the Policy Committee and Advisory Committee to review and finalize draft plan for Task 4A May include focus groups 6

36 Part 3: Completed Draft Plan Document Task 5: Complete the Draft Cannon River Comprehensive Watershed Management Plan and Submit for Local and Public Review Anticipated Start Date: February 1, 2018 Anticipated End Date: August 31, 2018 Task 5A: The plan document will contain the following required elements, (refer to BWSR s online document titled One Watershed, One Plan: Plan Content Requirements dated March 23, 2016). 1. Executive Summary: a condensed and concise summary of the contents of the overall plan. 2. Identification and Prioritization of Resources and Issues: summary of the process planning partners used to reach understanding of, and agreement of the watershed issues and priorities that will be addressed in the plan. 3. Establishment of Measurable goals: each priority issue must have associated measurable goals for addressing the issue. 4. Targeted Implementation Schedule: the plan will have a targeted implementation schedule for achieving the goals that: describes each action, the location, roles and responsibilities, estimated costs and potential funding sources, timelines and how the actions will be measured. 5. Implementation Programs: a detailed description of the programs that will be used to implement actions identified in the schedule and how these programs will be coordinated between the local water management responsibilities. 6. Plan Appendix- Land and Water Resources Inventory: an account of the water resources and physical factors affecting the water resources within the watershed. Task 5B: Complete the internal and formal review process and revise plan accordingly Internal review among all committees, counties, SWCDs and the Watershed District Formal review process with stakeholders Public meeting(s) and hearing(s) Task 5C: Facilitation of meetings with committees, workgroups and the public that are needed to accomplish Task 5B Meeting with Planning Work Group to review information prior to presentation to Policy and Advisory Committees Meetings with Policy Committee and Planning Work Group to review summary of comments, prepare a formal response and to plan and prepare for public hearings May include focus groups Public meeting(s) and hearing(s) 7

37 Task 6: Complete the Final Cannon River Comprehensive One Watershed, One Plan Management Plan Anticipated Start Date: May 1, 2018 Anticipated End Date: October 31, 2018 Task 6A: Summarize and incorporate all comments from Public Hearing(s) into final plan Meeting with Planning Work Group to develop responses to comments from Public Hearing(s) III. Timeline for Review and Selection Friday, March 10, 2017 Friday, March 17, 2017 Friday, March 31, 2017 Friday, April 7, 2017 Wednesday, April 19, 2017 Tuesday, April 25, 2017 Wednesday, May 3, 2017 Deadline for electronic question submittal Response to all questions posted on website ( Submission deadline for proposals Selection of top proposals by Cannon River 1W1P Planning Work Group Presentation by top proposers to Cannon River 1W1P Planning Work Group; selection of project consultant Consultant contract due for legal review Cannon River 1W1P Policy Committee meeting to approve and sign contract with consultant 8

38 IV. Instructions for Proposers A. Proposal Format Proposals shall be prepared two-sided on 8 1/2 x 11 papers. Index the proposal and sequentially number all pages throughout. Proposals shall not exceed 30 pages. Resumes and examples of the proposers work do not count towards the 30 page limit. Examples of the proposers work need not conform to the 8 ½ x 11 paper requirement. B. Components of the Proposal 1. Cover Letter: Include identification of the offering firm(s), contact person during period of proposal evaluation, statement to the effect that proposal shall remain valid for a period of not less than 120 days from the date of submittal, and signature of a person authorized to bind the offering firm to the terms of the proposal. 2. Approach/Methodology: Describe how service will be provided for the tasks outlined in the Scope of Services. Please add tasks that may be necessary based on your experience with other similar planning processes. 3. Role of Staff: a. Identify the assigned staff, their background and experience, and their roles and responsibilities for the project. b. Indicate measures to be taken to guarantee staff assigned in proposal will see the project through completion, and will not be substituted with other staff. 4. Experience and Capacity: a. Demonstrate your firm s ability to provide the required services. b. Show experience in MN watersheds and local water plan development. c. Submit a sample of a similar planning process and completed document. This document may be electronic or be a link to a website where the document can be viewed. 5. Cost: a. Indicate the proposed cost of services tabulated by Scope of Services Task. Please include how the cost is determined, hourly rates and total per employee. b. The Cannon River 1W1P Policy Committee, through its grant agreement with the Board of Water and Soil Resources, will cover the costs of renting meeting facilities and stakeholder notifications. c. Consultant will provide all large format maps and documents that are not easily reproducible to be used for meetings and public display. d. Consultant will provide up to 25 draft plans and up to 50 final plans, all color copies printed and bound. Consultant will also provide an electronic copy of the draft and final plans. 6. Quality: a. Provide information on your firm s approach to quality control b. Provide examples of client satisfaction and testimonials on quality 9

39 V. Evaluation of Proposals Each proposal will be scored and ranked by the Cannon River 1W1P Planning Work Group. Proposals will be scored and ranked based on the criteria developed by the Planning Work Group. The Planning Work Group will then invite the top proposers for interviews. Interviews will consist of a 40 minute presentation by the proposer followed by 20 minutes of questions from the Planning Work Group. The Planning Work Group will make a recommendation to the Policy Committee for their final approval in the selection process. Evaluation criteria include: Clarity of Proposal Addresses all required components of the RFP Well organized, uses graphics and photos to enhance proposal Project Understanding Understands watershed planning in MN and how existing plans tie into 1W1P Demonstrates importance of public involvement Articulates concepts of Prioritize, Target and Measure Understands 1W1P content requirements Project Approach Describes role of Consultant and Partnership Identifies components of the Partnerships implementation programs and demonstrates that it is focused on prioritized resources Identifies projects and programs, with estimated cost, that are needed to achieve measurable goals Addresses restoration, protection and improvement of surface water and groundwater resources Cost and Evaluation of Value of Services Hours and rates for Staff are identified, and are reasonable in comparison with all RFPs received Project Manager and Key Staff Provides org. chart that shows project responsibility and delivery Project manager and staff are committed for the entire project Includes detailed resumes for key staff with relevant experience Project Experience Demonstrates experience in MN watershed and local water plan development Demonstrates experience in the interpretation of hydrologic and hydraulic modeling Demonstrate experience in GIS mapping systems, BMP selection and application, and development of watershed implementation programs Demonstrates experience in meeting planning and facilitation 10

40 Program for Quality Demonstrates that programs for quality assurance and control are in place Provides information on corporate approach to quality and the role of quality in the organization and in service to clients Provides examples of client satisfaction and testimonials on the quality along with references and contact information Responsiveness and Schedule Provides deadlines and deliverables that align with the grant work plan Addresses time commitments for meetings and travel, and process for adding commitments 11

41 Cannon River Watershed One Watershed One Plan Planning Area Cannon River Watershed = 929,475 planning acres County Percentages: Rice 28.6%, Steele 24.6%, Goodhue 20.2%, Dakota 10.1%, Le Sueur 9.9%, Waseca 5.4% *Freeborn, Blue Earth and Scott combined are approximately 1.2% and not part of the planning process* Upper Mississippi River-Lake Pepin = 23,458 acres County Percentages: Goodhue County 100%

42 Start Date Duration End Date Task Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Pre-Planning 11/1/ /31/2016 Establish Memorandum of Agreement 11/1/ /30/2017 Develop Grant Work Plan, Budget, and Timeline 12/1/ /31/ Process Request(s) for qualifications for plan development consultants* 12/1/2016 7/1/ Establish and Maintain Committees, Team & Workgroups* 1/1/ /1/2017 Sign Grant Agreement 2/1/ /1/ Notify Plan Review Authorities & Stakeholders (includes 60-day comment period) 4/1/ /30/ Aggregate Watershed Information & Review for Commonalities, Conflicts and Gaps* 4/1/ /31/2017 Plan and Notice Public Information/Kickoff Meeting 4/1/ /31/ Hold Public Information/Kickoff Meeting Planning 7/1/ /30/ Continue to Aggregate Watershed Information 8/1/ /30/ Analyze and Prioritize Issues 11/1/ /31/ Establish Measurable Goals 12/1/ /31/ Develop a Targeted & Measurable Implementation Schedule and Programs 1/1/ /1/ Determine Organizational Arrangement for Plan Implementation 2/1/ /1/ Write Plan Final Review Draft Plan review 5/1/ /31/ Formal Review 8/31/ /31/ Public Hearing 9/1/ /31/ Write Final Plan 11/1/ /31/ Plan Approval by BWSR 1/31/ /28/ Local Adoption 7.1 Annual Grant Reporting (deadline = February 1) 2/1/ /28/ Final Grant Reporting *work that occurs before the 1W1P grant agreement is signed is not reimbursable with grant dollars. dark boxes indicate the start and end of the main planning process. Cannon River One Watershed, One Plan Partnership Plan Development Timeline

43 Cannon River Watershed Plan Development: Work Plan This Work Plan outlines tasks and a budget for the development of a watershed-based plan consistent with the One Watershed, One Plan vision and program grant requirements adopted by the Board of Water and Soil Resources (BWSR). This Work Plan cannot be finalized until the participating local water management entities have adopted the Memorandum of Agreement. The tasks are listed in sequential order according to Completion Dates. Suggested Start Dates may not be in sequential order, due to the overlapping nature of the tasks. A budget and timeline must be attached with the completed work plan document. The BWSR Board Conservationist can provide resources for Partnership members to use in developing the work plan: Sample agendas for initial Planning Work Group meetings Timeline template Budget template An elink work plan, which is consistent with but condensed from this document, is required in order to process the grant agreement and begin grant payments. Grant Title: Cannon River One Watershed, One Plan Development Grant Grant ID: [will be provided by BWSR] Fiscal Agent Organization: Rice SWCD Contact: Steve Pahs Grant Agreement Day-to-day contact: Dakota SWCD Contact: Brian Watson

44 One Watershed One Plan - Plan Development Work Plan January Selection of Plan Consultant(s) (if applicable) Task No. 1.1: Process request for proposals (RFP) for plan development consultant(s) Manage the RFP process for selection of consultants/professionals to complete various products/services required throughout plan development. The plan development process has many elements, some of which are best provided by professional planning or other types of consultants. In addition to plan development consultants, a watershed partnership may contract for the services of a professional facilitator, public involvement consultant and/or other professionals to assist in developing a plan. Lead: Administrator/Sub-Work Group Support: Planning Work Group Suggested Start After work plan approved (and execution of grant agreement) Date: Completion Date: Subtasks:.1 Planning Work Group and/or Policy Committee determines what planning tasks will be completed in-house by the partners and what tasks will be contracted to entities outside of the partners,.2 Planning Work Group write RFP content for professional consultant tasks.3 RFP sent to consultants.4 Develop Qualification Rating method and process.5 Manage the process of reviewing and ranking consultant responses according to method. If needed, interview consultants based on ranking..6 Policy Committee selects and negotiates contract with selected consultant(s) Outcomes: Consultant(s) selected to develop the comprehensive watershed management plan, and assist in the facilitation of the planning process. 2. Committees, Notifications, and Initial Planning Meeting Task No. 2.1: Establish and maintain committees, teams and workgroups Establish, make meeting arrangements, prepare/send meeting notices and agendas, support the Policy and Advisory Committees, Planning Work Group and any teams/subcommittees, for successful development of the plan. 2