Pajaro River Watershed Flood Prevention Authority Board of Directors Agenda

Transcription

1 Pajaro River Watershed Flood Prevention Authority Board of Directors Agenda c/o RAPS, Inc. P.O. Box 2453 Seaside, CA (831) PRWFPA Chair Greg Caput PRWFPA Vice Chair Anthony Botelho Monterey County Government Center Monterey Room (2 nd Floor) 168 W. Alisal Street April 6, :00 a.m. Salinas, CA CALL TO ORDER RECOMMENDED ACTION 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. ORAL COMMUNICATIONS FROM THE PUBLIC ON ITEMS NOT ON THE AGENDA (A maximum of three minutes on any subject not on the agenda) 5. ORAL COMMUNICATIONS FROM THE BOARD ON ITEMS NOT ON THE AGENDA 6. CONSENT AGENDA APPROVE A. Minutes of the February 2, 2018 Board of Directors Meeting -Ana Flores, RAPS, Inc. Approve the minutes of the February 2, 2018 Board of Directors meeting. (Page 5) Page 1 of 36

2 B. Approval of Payment to Gutierrez Consultants -Lidia Gutierrez, Gutierrez Consultants Approve the January February 2018 invoice for services rendered by Gutierrez Consultants. (Page 11) C. Approval of Payment to RAPS, Inc. -Maura Twomey, RAPS, Inc. Approve the January 2018 and February 2018 invoices for services rendered by RAPS, Inc. (Page 13) D. ABC Law Firm Invoices -Maura Twomey, RAPS, Inc. Approve the invoices for services rendered by ABC Law Firm. (Page 19) E. Financial Update Report -Arleicka Conley, RAPS, Inc. Accept the financial update report which provides an update on PRWFPA's current financial position and accompanying financial statements. (Page 25) 7. ITEMS REMOVED FROM CONSENT CALENDAR FOR DISCUSSION AND POSSIBLE ACTION 8. PLANNING A. Update on Funding Opportunities INFORMATION -Mark Strudley, County of Santa Cruz Receive an update from Mark Strudley, County of Santa Cruz on the Statewide Flood Emergency Response Grant. B. Pajaro River Flood Risk Reduction Project Update INFORMATION -Mark Strudley, County of Santa Cruz 9. OTHER BUSINESS 1. Receive an update on Pajaro River Flood Risk Reduction Project. 2. Receive an update on the Pajaro River Integrated General Reevaluation Report/Environmental Assessment. Page 2 of 36

3 10. ADJOURN REFERENCE ITEMS: A PRWFPA Meeting Schedule (Page 33) B. Acronym Guide (Page 35) NEXT BOARD OF DIRECTORS MEETING: Date: June 1, 2018 Location: Gilroy City Hall Council Chambers 7351 Rosanna Street, Gilroy, CA Time: 9:00 AM Note: Action listed for each Agenda item represents the staff recommendation. The Board of Directors may, at its discretion, take any action on the items listed in the Agenda. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 USC Sec ), and the federal rules and regulations adopted in implementation thereof. If you have a request for disability-related modification or accommodation, including auxiliary aids or services, contact Ana Flores at , or by aflores@ambag.org, at least 48 hours prior to the meeting date. Mission: The purpose of the Authority is to identify, evaluate, fund and implement environmentally sound flood prevention and control strategies in the Pajaro River Watershed, on an intergovernmental, cooperative basis as required by the Pajaro River Watershed Flood Prevention Authority Act. Page 3 of 36

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5 MINUTES OF THE PROCEEDINGS OF THE BOARD OF DIRECTORS OF THE Pajaro River Watershed Flood Prevention Authority PRWFPA February 2, CALL TO ORDER The Board of Directors of the Pajaro River Watershed Flood Prevention Authority, Chair Phillips presiding, convened at the San Benito County Board of Supervisors Chambers, 481 Fourth Street, Hollister, CA at 9:00 a.m. on Friday, February 2, PLEDGE OF ALLEGIANCE Director Varela led the Pledge of Allegiance. 3. ROLL CALL Members Board of Directors Representative Present Absent County of San Benito Supervisor Anthony Botelho X County of Santa Cruz Supervisor Greg Caput X County of Monterey Supervisor John Phillips X County of Santa Clara Supervisor Mike Wasserman X Monterey County Water Resources Agency Director Abby Taylor-Silva X San Benito County Water District Director Frank Bettencourt X Santa Clara County Water District Director John Varela X Zone 7 Flood Control District Director Felipe Hernandez X City of Gilroy (Associate Member) Vacant X City of Hollister (Associate Member) Vacant X City of Morgan Hill (Associate Member) Vacant X Others Present: Mary Bannister; Karen Miller, Clint Miller; Lidia Gutierrez, Gutierrez Consultants; Tony Gregorio, Jackie McCloud, City of Watsonville; Antonella Gentile and Mark Strudley, County of Santa Cruz; Arleicka Conley, and Ana Flores, Regional Analysis and Planning Services, Inc. (RAPS, Inc.). 4. ORAL COMMUNICATIONS FROM THE PUBLIC ON ITEMS NOT ON THE AGENDA None. 5. ORAL COMMUNICATIONS FROM THE BOARD ON ITEMS NOT ON THE AGENDA None. Page 5 of 36

6 6. ELECTION OF OFFICERS FOR 2018 Director Caput was nominated as Chair of the Authority. Director Botelho was nominated as Vice Chair of the Authority. Motion made by Director Varela, seconded by Director Bettencourt to elect Director Caput as Chair and Director Botelho as the Vice Chair of the Authority. Motion passed unanimously. Director Phillips passed the gavel to incoming Chair Caput. 7. PRESENTATIONS A. Draft Audited Financial Statements for FY Adam Guise, CPA Moss, Levy & Hartzheim, LLP, presented the draft audited financial statements for FY Mr. Guise reported that the Authority received an unmodified clean opinion and there were no findings. B. Pacheco Reservoir Expansion Project Update Garth Hall, Deputy Operating Officer of Water Supply, SCVWD gave an update on the Pacheco Reservoir Expansion Project. The project will address five big challenges 1) restore federally threatened fish; 2) improve the delta; 3) improve resiliency and emergency water supply; 4) eliminate water quality issues in the San Luis Reservoir; and 5) reduce flooding to disadvantaged communities. Mr. Hall added that the project will provide a dedicated emergency water supply. It is projected that the emergency water supply would increase by 82,000 and 87,000 acre-feet in 2030 and The project would also increase local surface storage capacity by 90%, and mitigate risk of Delta export outages and imported water conveyance outages. The project will also enhance water supply for agriculture and M&I by reducing drought risks to water users. Water supply would increase by up to 20,000 acre-feet in dry years, improve groundwater conditions to agricultural customers, and would contribute to sustainable groundwater management goals in four basins. The project will protect disadvantaged and vulnerable communities against flooding by 1) decreasing flood flows from North Fork Pacheco Creek by up to 61%; and 2) reducing downstream 100-year flood flows by up to 4,700 cfs. Mr. Hall reported that the Water Commission is currently evaluating and reviewing applications. SCVWD staff is working closely with the Water Commission to fill in the gaps of the application and provide additional information requested. Director Varela suggested reaching out to Congressman Panetta in regards to the Pacheco Reservoir Expansion Project and the positive impact it can have to the region. Mr. Hall stated that SCVWD staff has met with Congressman Panetta and he indicated that he was interested in learning more about the project. By consensus, the PRWFPA Board requested that Congressman Panetta be invited to a presentation of the Pacheco Reservoir Expansion Project and how this project impacts the region. Mr. Hall will assist in drafting the letter. Page 6 of 36

7 8. CONSENT A. Minutes of the November 21, 2017 Board of Directors Meeting The minutes of the November 21, 2017 Board of Directors meeting was approved. B. Approval of Payment to Gutierrez Consultants The invoices for services rendered by Gutierrez Consultants from November 2017 December 2017 were approved. C. Approval of Payment to RAPS, Inc. The invoices for services rendered by RAPS, Inc. from November 2017 December 2017 were approved. D. ABC Law Firm Invoices The invoices for services rendered by ABC Law Firm was approved. E. Financial Update Report The financial update report was accepted. Motion made by Director Phillips, seconded by Director Hernandez to approve the consent agenda. Motion passed with Director Taylor-Silva and Director Botelho abstaining from item 8.A. Minutes of the November 21, 2017 Board of Directors Meeting. 9. ITEMS REMOVED FROM CONSENT CALENDAR FOR DISCUSSION AND POSSIBLE ACTION None. 10. PLANNING A. Update on Potential Grant Opportunities Mark Strudley, County of Santa Cruz gave a presentation on the application to CA-DWR Statewide Flood Emergency Response Grant for Enhanced Rainfall Monitoring Equipment. Mr. Strudley reported that existing monitoring systems in the watershed such as the county s ALERT rain and stream gages, USGS stream gages and the Doppler radar atop Mount Umunhum are unable to adequately monitor heavy rainfall across the County. The inability of existing resources to monitor rainfall in many areas of the County can be address with the purchase and installation of an X-band radar facility. The X-band radar is 1) the newest technology available; 2) has shorter range; 3) more precise detection; 4) 360` viewshed at all elevations; 5) has higher scan rate; 6) size like older home satellite dish; 7) can be placed on building, even portable; and 8) unites are much less expensive. The Santa Cruz County Flood Control and Water Conservation District applied for funding to purchase and install a Page 7 of 36

8 X-band radar. All project costs are reimbursable through the grant. DWR will announce the draft grant awards in May If the Santa Cruz County Flood Control and Water Conservation District are awarded the grant, the project would begin in the summer of Mr. Strudley reported that the PRWFPA Executive Coordinator submitted a Letter of Commitment for the project on behalf of the Authority. The commitment was for participation of staff in meetings and workshops to support implementation and operation of the project only. There is no cost to the Authority. Brief discussion followed. B. Pajaro River Flood Risk Reduction Project Update Mark Strudley, County of Santa Cruz reported that the Corps approved for the Tentatively Selected Plan (TSP) to move forward to the beginning of the design phase ahead of the release of the Director s Report. The Director s Report will be released for review in July Staff is currently looking for sources of funding to support the project through its engineering and construction phases. The project s benefit cost ratio (BCR) has decreased below a 2.0 and no longer qualifies for federal funding. Staff is currently looking into funding opportunities through the State. Mr. Strudley added that they have ongoing weekly calls with the Corps on emergency repairs to the levee. The repairs will start in February Chair Caput recommended sending a letter to Congresswoman Eshoo updating her on the progress of the Pajaro River Flood Risk Reduction Project. Brief discussion followed. Director Phillips stated that he will be meeting with Assemblymember Anna Caballero and stated that Mr. Strudley is welcomed at this meeting to discuss the project. By consensus, the Board requested that Mr. Strudley notify the Authority via if there are any urgent updates with the project. Kenn Reiller, Sierra Club referred to Phase 2 of the Pajaro River Watershed Study conducted by RMC for the Authority. Mr. Reiller stated that Chapter 5 of Phase 2 discusses the design flow rates and how it interacts with Soap Lake. It could challenge the Corps decision on the BCR for the project. Mr. Reiller stated that the SWG should look into this and how it can affect the BCR. Brief discussion followed. Mr. Strudley reported that the Authority provided a comment letter for the draft GRR/EA in November 2017 and it was accepted by the Corps. The Corps is currently responding to the comment letters and they will be included in the final report. 11. Other Business None. 12. ADJOURNMENT The meeting adjourned at 10:17 a.m. Page 8 of 36

9 PRWFPA BOARD OF DIRECTORS MEETING ATTENDANCE & VOTING RECORD BOARD MEETING DATE: February 2, 2018 Attendance (X= Present; AB= Absent) Voting (Y= Yes; N=No; A=Abstain) MEMBER PRWFPA REP Attendance Item# Election of Officers Item# 8 Consent County of Monterey John Phillips X Y Y - - County of San Benito Anthony Botelho X Y Y - - County of Santa Clara Mike Wasserman AB County of Santa Cruz Greg Caput X Y Y - - Monterey County Water Resources Agency San Benito County Water District Santa Clara Valley Water District Abby Taylor-Silva X Y Y - - Frank Bettencourt X Y Y - - John Varela X Y Y - - Zone 7 Flood Control Felipe Hernandez X Y Y - - Associate Members (Non-Voting Members) City of Gilroy (Associate Member) City of Hollister (Associate Member) Vacant Vacant AB AB City of Morgan Hill Vacant (Associate Member) AB (* = Board Members that arrived late, therefore, did not vote on the item. Please refer the minutes) Page 9 of 36

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25 ` P.O. Box 2453, Seaside, CA Phone: FAX: Member Agencies: County of Monterey County of San Benito County of Santa Clara County of Santa Cruz TO: FROM: RECOMMENDED BY: SUBJECT: MEMORANDUM PRWFPA Board of Directors Maura F. Twomey, Executive Coordinator Arleicka Conley, Director of Finance and Administrative Services Financial Update Report Monterey County Water Resources Agency San Benito County Water District Santa Clara Valley Water District Santa Cruz County Zone 7 Flood Control District MEETING DATE: April 6, 2018 RECOMMENDATION: It is recommended that the Board of Directors accept the financial update report. BACKGROUND/DISCUSSION: Regional Analysis & Planning Services, Inc. (RAPS) provides contract staffing services to the Pajaro River Watershed Flood Prevention Authority (PRWFPA). The contract includes administrative and financial services for the Board as well as the Staff Working Group (SWG). The monthly financial reporting, budget preparation and audit assistance fall within RAPS, Inc. duties. The Board packet includes the year-to-date financial reports through February 28, 2018 as well as a budget-to-actual comparison for fiscal year (FY) Amounts in the financial update report are unaudited. The Balance Sheet reflects a cash balance of $686, The current liabilities balance is $12, PRWFPA has sufficient current assets on hand to pay all known current obligations. During the period of July 2017 through February 2018, PRWFPA incurred routine operational expenditures for contractual services. The services provided are summarized as follows: Page 25 of 36

26 RAPS, Inc.: Staff Working Group (SWG) agenda preparation and meeting attendance; accounting and audit related work; Geographic Information System (GIS) data services related to the floodplain model. Gutierrez Consultants: Work associated with the High Speed Rail Project and SWG meeting preparation and attendance. Participated in and attended the lobbying trip in Washington, D.C. Atchison, Barisone & Condotti: Ongoing legal services consisting of contract reviews and High Speed Rail Project consultation. Expenses for the July 2017 through February 2018 period totaled $49,597.53, which included professional services and other expenses. PRWFPA s Profit and Loss Statement reflects an excess of revenue over expense of $15, for the period July 2017 through February The following table highlights key Budget to Actual financial data: Expense Budget to Actual Financial Highlights For Period July 1, 2017 Through February 28, 2018 Budget Through Fe bruary Actual Through Fe bruary Difference Professional Services $ 82, $ 45, $ 36, Insurance $ 1, $ 1, $ (310.00) Supplies $ 2, $ $ 2, Travel $ 5, $ 1, $ 3, Total $ 91, $ 49, $ 41, Revenue State/Local Revenue * $ 42, $ 65, $ 22, * State/Local Revenue does not include $72, which will be used from reserves Professional Services are under budget primarily due to work provided by contractual obligations were less than anticipated. The budget reflects a linear programming of funds while actual work is contingent on various factors. Therefore, during the fiscal year there will be fluctuations from budget-to-actual. Page 26 of 36

27 ATTACHMENTS: 1. Balance Sheet as of February 28, Profit and Loss Statement: July 2017 through February 28, Accounts Payable Aging Detail as of February 28, Check Register: January 1, 2018 through February 28, 2018 APPROVED BY: Maura F. Twomey, Executive Coordinator Page 27 of 36

28 Attachment 1 Pajaro River Watershed Flood Prevention Authority Unaudited Balance Sheet As of February 28, 2018 February 28, 2018 ASSETS Current Assets Cash and Cash Equivalents Cash in Bank Checking 555, LAIF Account 130, Total Cash and Cash Equivalents $ 686, Total Current Assets $ 686, $ 686, TOTAL ASSETS LIABILITIES & FUND BALANCE Liabilities Current Liabilities Accounts Payable Total Current Liabilities Total Liabilities 12, $ 12, $ 12, Fund Balance - Unrestricted Fund Balance - Beginning of Fiscal Year 659, Net Income/(Loss) Total Fund Balance - Unrestricted TOTAL LIABILITIES & FUND BALANCE 15, $ 674, $ 686, Page 28 of 36

29 Attachment 2 Pajaro River Watershed Flood Prevention Authority Unaudited Profit & Loss July 1, February 28, 2018 July 1, February 28, 2018 Income Interest 1, Member Dues 64, Total Income $ 65, Expense Audit Expense 5, Gutierrez Consultants 21, Regional Analysis & Planning Services, Inc. (RAPS) 17, Insurance 1, Legal Services 1, Other Expense Web Hosting/Domain Name Costs Travel 1, Meetings/Supplies Total Other Expense 2, Total Expense Net Income/(Loss) Page 29 of 36 $ 49, $ 15,528.97

30 Attachment 3 Pajaro River Watershed Flood Prevention Authority Unaudited A/P Aging Detail As of February 28, 2018 Date Num Name Due Date Open Balance 01/31/ Atchison Barisone & Condotti 02/28/ /28/ Atchison Barisone & Condotti 03/28/ /31/ Regional Analysis & Planning Services 04/01/2018 3, /28/ Regional Analysis & Planning Services 04/29/2018 1, /28/ Gutierrez Consultants 05/29/2018 5, /02/ AMBAG 02/02/ /08/ AMBAG 02/08/ TOTAL $ Page 30 of 36 12,125.44

31 TOTAL 01/30/ /30/ /30/ /30/ /30/2018 Date Unaudited Num AMBAG Atchison Barisone & Condotti Gutierrez Consultants Moss, Levy & Hartzheim Regional Analysis & Planning Services Name Reimburse AMBAG for PRWFPA Webhosting/Travel/Board Meeting Expenses Legal Services Provided for the Months of November & December 2017 Lake Floodplain Preservation Project Services and Meetings for the Months of November & December 2017 Audit services to date for the FY Audit - Total Contract Amount Agency Administration for the Months of November & December 2017 Memo January 1, 2018 through February 28, 2018 Check Register Pajaro River Watershed Flood Prevention Authority $ 13, , , , Amount Attachment 4 Page 31 of 36

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33 P.O. Box 2453, Seaside, CA Phone: FAX: Member Agencies: 2018 PRWFPA Schedule of Meetings County of Monterey County of San Benito County of Santa Clara County of Santa Cruz Monterey County Water Resources Agency San Benito County Water District June 1, 2018: September 7, 2018: Gilroy City Hall 7351 Rosanna Street, Gilroy, CA Meeting Time: 9 am Watsonville Council Chambers 275 Main Street, 4 th Floor, (6 th Flr. Parking), Watsonville, CA Meeting Time: 9 am Santa Clara Valley Water District Santa Cruz County Zone 7 Flood Control District November 2, 2018: Marina Library Community Room 190 Seaside Circle, Marina, CA Meeting Time: 9 am Page 33 of 36

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35 P.O. Box 2453, Seaside, CA Phone: FAX: PRWFPA Acronym Guide ABC Law AEP AFB ASA-CW cfs CEQA DWR EIR EIS EPA ESA FCSA FEIS FRM FRRP FY FFY GRR LPP LRP MCWRA NED NFS NEPA OMB OSA PED PDT Atchison Barisone & Condotti Annual Exceedance Probability Alternate Formulation Briefing Assistant Secretary of the Army, Civil Works Cubic feet per second California Environmental Quality Act Department of Water Resources Environmental Impact Report Environmental Impact Statement Environmental Protection Agency Environmental Science Associates Federal Cost Sharing Agreement Final Environmental Impact Statement Flood Risk Management Flood Risk Reduction Project Fiscal Year Federal Fiscal Year General Reevaluation Report Locally Preferred Plan Locally Requested Plan Monterey County Water Resources Agency National Economic Development Non-Federal Sponsors National Environmental Policy Act Office of Management & Budget Santa Clara County Open Space Authority Preconstruction Engineering and Design Project Delivery Team Page 35 of 36

36 PRWFPA RAPS, Inc. RWQCB SBCWD SCVWD SF SMART Planning SWG SWRCB TNC TSP USACE WRDA Pajaro River Watershed Flood Prevention Authority Regional Analysis Planning Services, Inc. Regional Water Quality Control Board San Benito County Water District Santa Clara Valley Water District San Francisco Specific, Measurable, Attainable, Risk Informed, Timely Planning Staff Working Group State Water Resources Control Board The Nature Conservancy Tentatively Selected Plan U.S. Army Corps of Engineers Water Resources Development Act Page 36 of 36