NORTH FLORIDA REGIONAL WATER SUPPLY PARTNERSHIP STAKEHOLDER ADVISORY COMMITTEE

NORTH FLORIDA REGIONAL WATER SUPPLY PARTNERSHIP STAKEHOLDER ADVISORY COMMITTEE St. Johns River Water Management District Headquarters, Governing Board Room 4049 Reid Street/Highway 100; West, Palatka, FL 32177 MEETING I MONDAY, JUNE 25, 2012 6:00-9:00 P.M. 6:00 PM WELCOME MEETING AGENDA MONDAY, JUNE 25, 2012 All Agenda Times Including Adjournment Are Approximate and Subject to Change 6:20 PM INTRODUCTIONS Introduction of the FCRC Consensus Center FSU Facilitation Team, Bob Jones & Jeff Blair Introductions and Member Opening Statements: What Would Success Look Like for the Committee from Your Perspective? 6:50 PM COMMITTEE OPERATING PROCEDURES Review and discussion of Committee operating procedures and guidelines Review and discussion of Committee mission statement and guiding principles Procedures for disseminating information to other members Florida Sunshine Law requirements for all Committee members 7:30 PM THE BASICS OF CHAPTER 373, FLORIDA STATUTES Background on water law and regulations Member Q & A 8:00 PM REVIEW OF PARTNERSHIP ACTIVITIES AND SCHEDULE Partnership s organizational chart Partnership s integrated schedule Member Q & A 8:10 PM REVIEW OF INFORMATION & BRIEFINGS NEEDED FOR THE COMMITTEE GOING FORWARD Concise summary of minimum flows and levels (MFLs) and the rule requirements (SR/SJR WMDs) Status of regional MFLs (adopted and in development) (SR/SJR WMDs) Northeast Florida Southeast Georgia Regional Groundwater Model Development Document peer-review by the Water Science and Technology Board MFL Prevention/Recovery status Joint Regional Water Supply Planning 8:25 PM PUBLIC COMMENT 8:55 PM NEXT MEETING DATE AND TOPICS Proposed agenda for the July/August meeting Proposed Member Online Survey on Policy Issues and Draft Workplan Feedback, next meeting date, timeframe, and general meeting schedule: Tuesday, July 31, 2012 or Wednesday, August 8, 2012 9:00 PM ADJOURN 1

SRWMD Vanessa Fultz VJF@srwmd.org or (386) 362-1001 Carlos Herd CDH@srwmd.org or (386) 647-3113 CONTACT INFORMATION SJRWMD Teresa Monson TMonson@sjrwmd.com or (904) 730-6258 Al Canepa ACanepa@sjrwmd.com or (386) 329-4382 MEMBER COMMITTEE MEMBERSHIP REPRESENTATION PUBLIC WATER SUPPLIER Ray O. Avery Clay County Utility Authority David Clanton Lake City Utilities COMMERCIAL/POWER GENERATION Athena Mann JEA James Cornett Cornett s Spirit of the Suwannee Inc. INDUSTRIAL/MINING J. Michael O Berry Vulcan Materials Company Stan Posey PCS Phosphate AGRICULTURE Kerry Kates Florida Fruit and Vegetable Association Thomas Harper Harper Farms ENVIRONMENTAL Dr. Patrick T. Welsh University of North Florida and Save Our Lakes Jacqui Sulek Audubon Florida LOCAL GOVERNMENT Mary Lou Hildreth Mayor, City of Keystone Heights Gene Higginbotham Commissioner, Dixie County WATER MANAGEMENT DISTRICTS STAFF Al Canepa Saint Johns River Water Management District (SJRWMD) Teresa Monson Saint Johns River Water Management District (SJRWMD) Vanessa Fultz Suwannee River Water Management District (SRWMD) Carlos Herd Suwannee River Water Management District (SRWMD) STATE AGENCIES Florida Department of Environmental Protections (DEP) FACILITATION TEAM Bob Jones & Jeff Blair FCRC Consensus Center, FSU 2

PROPOSED STAKEHOLDER COMMITTEE PROCEDURAL POLICES AND GUIDELINES CONSENSUS The North Florida Regional Water Supply Partnership Stakeholder Advisory Committee seeks to develop consensus on its advisory recommendations. The Committee provides a forum for stakeholders representing different interests to participate in a consensus-building process to seek common ground in developing joint water resource protection strategies for the region s water supply issues. Definitions Consensus is a process, an attitude and an outcome. Consensus processes have the potential of producing better quality, more informed and better-supported outcomes. As a process, consensus is a problem solving approach in which all members: o Jointly share, clarify and distinguish their concerns; o Educate each other on substantive issues; o Jointly develop alternatives to address concerns; and then o Seek to adopt recommendations everyone can embrace or at least live with. In a consensus process, members should be able to honestly say: o I believe that other members understand my point of view; o I believe I understand other members points of view; and o Whether or not I prefer this decision, I support it because it was arrived at openly and fairly and because it is the best solution we can achieve at this time. Consensus as an attitude means that each member commits to work toward agreements that meet their own and other member needs and interests so that all can support the outcome. Consensus as an outcome means that agreement on decisions is reached by all members or by a significant majority of members after a process of active problem solving. In a consensus outcome, the level of enthusiasm for the agreement may not be the same among all members on any issue, but on balance all should be able to live with the overall package. Levels of consensus on a committee outcome can include a mix of: o Participants who strongly support the solution; o Participants who can live with the solution; and o Some participants who do not support the solution but agree not to veto it. 3

CONSENSUS-BUILDING AND DECISION-MAKING PROCEDURES North Florida Regional Water Supply Partnership Stakeholder Advisory Committee (Committee) will seek consensus on guidance and recommendations to the Suwannee River Water Management District (SRWMD), St. Johns River Water Management District (SJRWMD), and the Florida Department of Environmental Protection (Department). The Committee s consensus building and decision making process is participatory, on matters of substance, the members will jointly strive for agreements which all of the members can accept, support or at least agree not to oppose. In instances where, after vigorously exploring possible ways to enhance the members' support for the final decision on an issue or package of advisory recommendations, and where 100% acceptance or support is not achievable, final recommendations of the Committee will require at least a 75% favorable vote of all members present and voting. This super majority decision rule underscores the Committee s view of the importance of seeking consensus. In the event the Committee can not reach consensus (75% in favor) on a decision, a minority report may be requested immediately following the vote, describing the rationales and preferences of those dissenting, to be included in the meeting summary report. The Committee will make advisory recommendations only when a quorum is present. A quorum shall be constituted by at least 51% of the appointed members being present (simple majority). The Committee will utilize Robert s Rules of Order, as modified by the Committee s adopted consensus guidelines and procedures, to make and approve motions; however, the 75% supermajority voting requirement will supercede the normal voting requirements used in Robert s Rules of Order for decision making on substantive motions and amendments to motions. In addition, the Committee will utilize their adopted meeting guidelines for conduct during meetings. The Committee will make substantive advisory recommendations using their adopted facilitated consensus-building procedures, and will use Robert s Rules of Order only for formal motions once a facilitated discussion is completed. The Committee s facilitation team, in general, should use parliamentary procedures set forth in Robert s Rules of Order, as modified by Committee s adopted procedural guidelines. Any voting member may make a motion when a quorum is present, and after a thorough discussion. A second is required to discuss the motion. If a motion is seconded, the Facilitator will open the floor for discussion. The Facilitator will recognize members wishing to speak on the motion. The Facilitator will, if time permits, recognize other participants wishing to speak on the motion. The Facilitator may elect or be requested by the member making the motion to take a straw poll on the motion. Based on the result, the Facilitator may table the motion with the agreement of the member moving it, pending further discussion. The member making the motion may accept friendly amendments to the motion. After completing discussion, the Facilitator will call the discussion to a close and restate the motion, with any friendly amendments, and call for a vote. If the motion receives a 75% or more favorable vote of the members present and voting it will be approved. 4

MEETING PROCESS FORMAT PROCEDURES Facilitator introduces each agenda item. Proponent/Presenter provides overview, rationale for proposal, and any requested action. Clarifying questions from members (something you don t understand). Names stacked (raise hands). Committee begins discussion only after all questions are answered. General discussion by Committee members. When appropriate: Facilitator asks if any members of the public wishes to address the Committee on the current issue under Committee consideration. Facilitator asks for those who wish to speak in favor of the proposal or topic under discussion to offer brief comments, others who wish to speak in favor will be asked to offer new points or simply state agreement with previous speakers. The same opportunity and requirements will be offered for those who wish to speak in opposition to the proposal or topic under discussion. Facilitator ensures that all views are expressed and similar views are not repeated. Facilitator may instruct public to avoid repeating points, and to summarize key points and to submit lengthy prepared statements into the record (instead of reading them). When appropriate: Members of the public will be provided one opportunity to comment and may be limited to three (3) minutes. Members may, through the chair, ask clarifying questions to members of the public offering comments. After public comment, facilitator calls for members discussion and stacks names of members wishing to speak. Members explore all options (pros and cons) prior to making a formal motion. Any voting member may make a motion when a quorum is present. Requires a second. If a motion is seconded, the facilitator opens the floor for discussion. The Facilitator will recognize members wishing to speak on the motion. Committee votes on the motion. Once a motion is on the floor discussion is restricted to Committee members except as allowed by the facilitator for purposes of clarification. Committee member offers a second (may be seconded for purposes of discussion, and not necessarily due to agreement with the motion). Committee members may offer friendly amendments and if accepted by maker of the motion, friendly amendment becomes a part of the motion currently under discussion. In order to get a read on a motion, the Facilitator may elect or be requested by the member making the motion to take a straw poll on the motion. Based on the result, the Facilitator may withdraw or table the motion with the agreement of the member moving it, pending further discussion. Committee members may offer an amendment to the motion: second required, discussion, vote on the amendment only. The motion on the table is now the motion as amended (if amendment was approved). After completing discussion, the Facilitator will call the discussion to a close and restate the motion, with any friendly amendments or approved amendments, and the Facilitator will call for a vote. If the motion receives a 75% or greater favorable vote of the Committee members it will be deemed approved. 5

COMMITTEE PROCEDURAL GUIDELINES MEMBER S ROLE Prepare for meetings. Review documents and background material prior to meetings. Keep to the agenda and meeting procedural polices and guidelines. The Committee process is an opportunity to explore possibilities. Offering or exploring an idea does not necessarily imply support for it. Listen to understand. Seek a shared understanding even if you don t agree. Be focused and concise balance participation & minimize repetition. Share the airtime. Look to the facilitator(s) to be recognized. Please raise your hand (or tent card) to speak. Speak one person at a time. Please don t interrupt each other. Focus on issues, not personalities. Avoid stereotyping or personal attacks. To the extent possible, offer options to address other s concerns, as well as your own. Participate fully in discussions, and complete meeting assignments as requested. Serve as an accessible liaison, and represent and communicate with member s appointed stakeholder group(s). FACILITATOR S ROLE (FCRC Consensus Center @ FSU) Design and facilitate a participatory committee process. Ensure a fair process during which all perspectives are considered. Enhance the opportunity for consensus building encouraging constructive discussions among the members. Assist the Committee to build consensus on advisory recommendations. Assist participants to stay focused and on task. Assure that participants follow ground rules. Prepare agenda packets and provide meeting summary reports. MEMBERS OF THE PUBLIC ROLE Respect meeting process and guidelines. Provide input during provided comment opportunities. Consult and provide input to their representative stakeholder members to enhance the efficacy of the process. GUIDELINES FOR BRAINSTORMING Speak when recognized by the Facilitator(s). Offer one idea per person without explanation. No comments, criticism, or discussion of other's ideas. Listen respectively to other's ideas and opinions. Seek understanding and not agreement at this point in the discussion. 6

THE NAME STACKING PROCESS Determines the speaking order. Participant raises hand to speak. Facilitator(s) will call on participants in turn. Facilitator(s) may interrupt the stack (change the speaking order) in order to promote discussion on a specific issue or, to balance participation and allow those who have not spoken on an issue an opportunity to do so before others on the list who have already spoken on the issue. GUIDELINES FOR REPORTS AND PRESENTATIONS Chair/Facilitator introduces presenter. Hold all questions until report or presentation is complete, unless invited by the speaker. Facilitator stacks names. Chair/Facilitator calls on speakers. Clarifying questions only. (For discussions, see guidelines below.) GUIDELINES FOR DISCUSSIONS AND PROPOSALS Facilitator guides process. Meeting guidelines remain in effect. Facilitator stacks names. Proposal is presented (no comments or discussion). Clarifying questions are taken (no comments or discussion). Discussion of proposal (focus on issues, refine proposal, and consensus building). Consensus/Acceptability ranking as needed. Facilitator tests for consensus with a motion to approve and a vote. ACCEPTABILITY RANKING SCALE During the meetings, members will be asked to develop and rank options, and following discussion and refinement, may be asked to do additional rankings of the options if requested by members and staff. Please be prepared to offer specific refinements or changes to address your reservations. The following scale will be utilized for the ranking exercises: ACCEPTABILITY RANKING SCALE 4= acceptable, I agree 3= acceptable, I agree with minor reservations 2= not acceptable, I don t agree unless major 1= not acceptable PRIORITIZATION RANKING SCALE 5 Highest Level of Priority; Urgent 4 High Priority 3 Moderate Level of Priority 2 Low Level of Priority 1 Lowest Possible Priority; Council Should not Pursue Topic Rank 5 4 3 2 1 Raw Score Avg. 7

NORTH FLORIDA REGIONAL WATER SUPPLY PARTNERSHIP STAKEHOLDER ADVISORY COMMITTEE COMMITTEE MISSION STATEMENT WORKSHEET Instructions: Members will individually review and rank the draft Mission Statement and then the Committee will review the results and discuss and refine the Statement. The Committee will be asked to adopt a Mission statement at the second meeting. OVERVIEW OF COMMITTEE CHARGE The purpose of the Committee shall be to provide guidance and advisory recommendations to the Suwannee River Water Management District (SRWMD), St. Johns River Water Management District (SJRWMD), and the Florida Department of Environmental Protection (Department) on development of the regional groundwater model, data needs, minimum flows and levels (MFLs), and MFL prevention and recovery strategies and implementations. Committee members are appointed by the Districts to represent the concerns of specific affected groups as well as to communicate information about the North Florida water supply process to other members of their represented group. An effective mission statement should address the following: Establish the identity of the Committee State the Committee s purpose Be consistent with its statutory mandates and resources Motivate action and inspires support Be clear and concise DRAFT MISSION STATEMENT The Committee advises the Suwannee River Water Management District, the St. Johns River Water Management District, and the Department of Environmental Protection on effective water management in North Florida to ensure resource protection and equitable treatment of water users in the two districts. The Committee represents and communicates with key stakeholders to secure local input and consensus on regional water supply planning, data needs and analyses, minimum flows and levels (MFLs), and MFL prevention and recovery strategies and implementations. Please rank the Mission Statement and be prepared to offer specific refinements or changes to address your minor or major reservations. The following scale will be utilized for the ranking exercises: ACCEPTABILITY 4= acceptable, I 3= acceptable, I agree 2= not acceptable, I don t 1= not RANKING agree with minor reservations agree unless major acceptable Comments: 8

PROPOSED GUIDING PRINCIPLES PRINCIPLE 1: The overall purpose of the North Florida Regional Water Supply Partnership Stakeholder Advisory Committee (Committee) is to serve as an accessible advisory body to the Suwannee River Water Management District (SRWMD), St. Johns River Water Management District (SJRWMD), and the Florida Department of Environmental Protection (DEP). ACCEPTABILITY RANKING 4= acceptable, I agree 3= acceptable, I agree with minor reservations 2= not acceptable, I don t agree unless major 1= not acceptable Comments: PRINCIPLE 2: The Committee will adhere to their scope and charge. ACCEPTABILITY 4= acceptable, RANKING I agree 3= acceptable, I agree with minor reservations 2= not acceptable, I don t agree unless major 1= not acceptable Comments: PRINCIPLE 3: The Committee will strive to achieve consensus on substantive advisory recommendations made to the SRWMD, SJRWMD and DEP. ACCEPTABILITY 4= acceptable, RANKING I agree 3= acceptable, I agree with minor reservations 2= not acceptable, I don t agree unless major 1= not acceptable Comments: PRINCIPLE 4: The Committee will operate under clear, concise, consistent, and fair policies and procedures. ACCEPTABILITY 4= acceptable, 1= not RANKING I agree acceptable 3= acceptable, I agree with minor reservations 2= not acceptable, I don t agree unless major Comments: PRINCIPLE 5: The Committee members will serve as accessible liaisons between their constituent representative stakeholder groups and the SRWMD, SJRWMD and DEP. ACCEPTABILITY 4= acceptable, 1= not RANKING I agree acceptable 3= acceptable, I agree with minor reservations 2= not acceptable, I don t agree unless major 9

Comments: SUNSHINE LAW GUIDELINES (SECTION 286.011, FLORIDA STATUTES) APPLICABILITY OF SUNSHINE LAW 1. Meetings of public groups (committees) or commissions must be open to the public; 2. Reasonable notice of such meetings must be given (by publication in FAW at least 7 days in advance of a meeting); and 3. Minutes of the meetings must be taken. Equally applicable to elected and appointed members and applies to any gathering of two or more members of the same group (Committee) to discuss some matter which will foreseeably come before that group (Committee) for action. Applies to advisory groups. Written correspondence (reports) circulated among group members for comments. Telephone conversations and computer communications including e-mails and attachments. Delegation of authority to a single individual. Use of nonmembers as liaisons between group (Committee) members. ISSUES NOT SUBJECT TO SUNSHINE LAW REQUIREMENTS Use of a written report by one member to inform other members of a subject which will be discussed at a public meeting, if prior to the meeting, there is no interaction related to the report among the members. Members (Committee) or designee may be authorized to gather information as a fact-finder only. Members may meet together socially, provided they refrain from discussing matters on which foreseeable action before the (Committee) are discussed. Committee members are subject to the requirements of Florida's Government in the Sunshine Law, commonly referred to as the Sunshine Law (Section 286.011 F.S.). There are four basic requirements of section 286.011, Florida Statutes: (1) Meetings of public boards or commissions (committees) must be open to the public; (2) Reasonable notice of such meetings must be given; (3) Any voting of members must be done in public (including discussions between two or more members regarding a matter on which the Committee might foreseeably take action); and (4) Minutes of the meetings must be taken. 10

REVIEW OF INFORMATION & BRIEFINGS NEEDED FOR THE COMMITTEE GOING FORWARD Instructions: Review the proposed information items below. Consider what information you believe the Committee needs going forward. Add any additional information or possible briefings. The Committee will discuss this information and it will inform the development of future Committee agendas. Information and Briefings Concise summary of minimum flows and levels (MFLs) and the rule requirements (SR/SJR WMDs) Status of regional MFLs (adopted and in development) (SR/SJR WMDs) Northeast Florida Southeast Georgia Regional Groundwater Model Development Document peer-review by the Water Science and Technology Board MFL Prevention/Recovery status Joint Regional Water Supply Planning List Other? 11

DRAFT COMMITTEE ORGANIZATIONAL ONLINE SURVEY OUTLINE An online Committee Member survey will be designed and conducted between the 1 st and 2 nd meetings of the Committee. The collected, unattributed responses would be reviewed at the 2 nd meeting and be the basis for developing the Committee s work plan and issues agenda. Below is a draft outline of some of the questions the survey would ask members to respond to. The North Florida Regional Water Supply Partnership (Partnership) has established the following components in addition to creating the North Florida Water Supply Stakeholder Advisory Committee: 1. Developing a shared tool to predict and assess water resource impacts. 2. Studying the regional groundwater decline in north Florida. 3. Creating consistency and coordination in setting minimum flows and levels. 4. Collecting and sharing science-based data. 5. Developing a regional water supply plan The Partnership has identified the following three key questions related to diagnostic modeling: 1. Do groundwater withdrawals in the St. Johns and Suwannee districts and southeast Georgia influence each other? 2. Are there impacts to the flows and levels in the Suwannee and Santa Fe rivers, and other area lakes and springs as a result of groundwater use in both districts and in Georgia? 3. How do we distinguish the impacts from drought versus those from groundwater withdrawals? 1. Are there additional key questions that you think the Committee and Partnership need to address? If so, please provide your key questions below: E.g., Do regional groundwater withdrawal allocations exceed the aquifer s capacity to provide sufficient water for healthy natural systems during drought? 2. The NFRWSP has identified the following 3 key policy areas. What are the issues or questions the Committee should consider in each of these areas: A. Water Conservation (Permits require water conservation measures; Landscape irrigation restrictions; Florida Water StarSM; Agricultural Best Management Practices, Suwannee River Partnership) Issues/Questions/Information: B. Alternative Water Supplies: (Reclaimed water; Brackish groundwater; Surface water; Seawater) Issues/Questions/Information: C. Aquifer Replenishment: (Recharge is a key strategy; Pilot test to enhance ability to predict how the system will respond) Issues/Questions/Information: Are there additional key policy issues that you think the Committee and the Partnership need to address? If so, please provide your key policy issues here: 12

PUBLIC COMMENT FORM The North Florida Regional Water Supply Partnership Stakeholder Advisory Committee encourages written comments All written comments will be included in the meeting summary report. NAME: ORGANIZATION: MEETING DATE: Please make your comment(s) as specific as possible, and offer suggestions to address your concerns. Please limit comment(s) to topics within the scope of the Committee, and refrain from any personal attacks or derogatory language. The facilitators may, at their discretion, limit public comment to a maximum of threeminutes (3) per person, depending on the number of individuals wishing to speak. COMMENT: Please give completed form(s) to the Facilitator for inclusion in the meeting summary report. 13