wria 1 program coordinationwria1project.whatcomcounty.org/uploads/pdf/meeting materials... · brief...

WRIA 1 Program Coordination

WRIA 1 Management Team Meeting

Date: October 12, 2016

Time: 10:00am-12:00pm

Location: Garden Room, Civic Center Annex, 322 N. Commercial, Bellingham, WA 98225

ADMINISTRATIVE ITEMS (10:00-10:10)

#1 Call to Order

Review Agenda for Additions or Changes

#2 Approval of Meeting Summary (Sept. 7, 2016 draft summary will be sent separately)

#3 Public Comment

MANAGEMENT TEAM DISCUSSION/UPDATES (10:10-10:45)

#4 Program Updates (est. 30 min)

Special October 19th

Management Team Meeting to host presentations on groundwater efforts (flyer sent with agenda)

Status LIO Priority Habitat NTA for Direct Funding

Status of Interlocal Agreement Approvals Combining WRIA 1 Boards

Watershed Staff Team Update on Developing 2017 WRIA 1 Boards’ Budget Items

#5 Update - LIO Coordination Grant Federal Fiscal Year (FFY) 2016 (est. 20 min)

Information:

The WRIA 1 Joint Board and WRIA 1 Salmon Recovery Board approved submitting the LIO Coordination Grant for the FFY

2016 with Whatcom County serving as the grant fiscal agent for the WRIA 1 Boards. The budget has been transferred to

the format required for the grant and updated.

If there are questions or edits to the updated budget only, Management Team members should plan to come to the

meeting with their specific changes so they can be discussed and resolved at the meeting.

Outcomes:

a) Contract Status; Budget Submittal

Supporting Material:

Agenda Brief Sheet #5

LIO Scope of Work Approved by WRIA 1 Boards’ September 15

Updated LIO Task Budget for Consistency with PSP Format

#6 LIO Ecosystem Recovery Plan- Update (est. 45 min)

Information:

Review status of draft working document submitted September 30

Review timeline for approved draft plan by December 30th

Initiate discussion of key elements for focus through July 2017

Outcomes:

Information and Discussion

OTHER BUSINESS (11:45-12:00)

#7 Other Business

ADJOURN

Brief Sheet #5- October 12, 2016 Page 1 of 1

BRIEF SHEET AGENDA ITEM #5

MEETING: WRIA 1 Management Team

PREPARED BY: Becky Peterson

MEETING DATE: October 12, 2016

AGENDA ITEM: Agenda Item #5 LIO Coordination Grant Federal Fiscal Year (FFY) 2016 Budget

OUTCOMES: Status; Submit Final Budget

The purpose of this agenda brief sheet is to provide background information about the topic,

recommendations, if applicable, and desired outcome.

Background Information:

The WRIA 1 Joint Board and WRIA 1 Salmon Recovery Board approved the FFY 2016 LIO Coordination Grant

scope of work at their September 15th meeting and approved Whatcom County as fiscal agent for

administering the grant on behalf of the two WRIA 1 Boards.

The estimated budget that accompanied the scope of work when has been transferred into the required

Puget Sound Partnership budget format that does not allow for placeholders; each subtask must be

assigned a budget line item.

The current LIO Coordination Grant was extended from September 30, 2016 to October 31, 2016. There

will likely be a gap between the existing coordination grant and the next fiscal year grant.

The next steps for the FFY 2016 Coordination grant include obtaining Puget Sound Partnership approval for

the final LIO Coordination Grant Scope of Work and the steps associated with the County’s purchasing

requirements and grant acceptance policies.

Discussion Points:

Outline next steps and anticipated timeline for final Puget Sound Partnership approval of scope of work and

budget and fiscal agent timeline for processing in accordance with Whatcom County policies and

purchasing requirements.

Discuss any specific changes that Management Team members have brought to the October 12 meeting for

consideration relative to the budget.

Outcome Requested:

Consider and discuss specific budget changes that Management Team members bring to the meeting, if

any.

Submit budget to Puget Sound Partnership in required format.

Revised draft 2 LIO Scope of Work - 090716

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Task 1: Maintain, Organize, Facilitate and Administer a Local Integrating Organization The local integrating organization is responsible for organizing and supporting a committee of representative Action Agenda implementation interests. The LIO shall maintain sufficient administration, facilitation, and coordination capacity to support the on-going goals and objectives of a LIO. Estimated Budget - $28,388.00

Required for FFY 2016 funding:

Subtask 1.01 Maintain a local point of contact for the local integrating organization. Subtask 1.02 Serve as an agent for local engagement and coordination in the LIO.

Subtask 1.03 Administer the Whatcom LIO including arranging LIO meetings, preparing

agendas, summaries, and other supporting materials, facilitating meetings and other tasks identified by the Board or Management Team needed to support the LIO functions. LIO meetings include WRIA 1 Boards, WRIA 1 Management Team, LIO Steering Committee, LIO Staff Team, and Watershed Work Group. These meetings are the framework for developing, vetting, and/or approving outcomes of subtasks outlined in each of the tasks in this scope of work. This is also the framework for discussing and coordinating LIO positions/responses/feedback to the regional Puget Sound committees.

Subtask 1.04 Submit updated name, organizational affiliation, contact information (email),

and role (which committee(s)) of each LIO member to the Partnership. Subtask 1.05 Maintain publicly-available information on the LIO, including notice of meetings

and/or opportunities for content review. Maintain LIO information on a public website.

Subtask 1.06 Whatcom LIO participation in regional meetings and trainings, may include:

EPA convened meetings with LIO Coordinators and LIO policy bodies. Up to two 3 hour in-person (Seattle) or web meetings

quarterly LIO Coordinator meetings

coordination meetings or conference calls convened by PSP, EPA, Strategic Initiative Leads, and/or other coordinating bodies related to LIO function

minimum of two trainings or workshops organized or supported by the Partnership (workshops likely to be on climate change adaptation and 2018 regional priorities)

Attendance at regional meetings such as Ecosystem Coordination Board, Salmon Recovery Council, and/or Leadership Council as relevant to coordination of the LIO. Briefing papers may be prepared by the LIO to facilitate an LIO positions when participating at regional meetings.


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Task 2: Action Agenda Coordination – Near Term Action Funding, Implementation, and Development Local integrating organizations serve an important role in coordinating local implementation of priorities identified in the Action Agenda and are an essential element in the National Estuary Program (NEP) funding model. Work under this task will be based upon local near-term actions in the 2016 and 2018 Action Agendas and approaches identified in the LIO’s Ecosystem Recovery Plan. These items will be negotiated with the Partnership. Because the details for some of these subtasks are not determined, we have provided suggested hours for LIOs to consider when developing their budget. The Partnership will commit to work with the regional partners (e.g. SI Leads, Management Conference) to ensure that LIOs are not “overasked” on these subtasks. Estimated Budget - $11,370.00 Required for FFY 2016 funding:

Subtask 2.01 Coordinate and facilitate implementation of near-term actions identified in the 2016 Action Agenda.

Updates to Management Team on implementation of 2016 NTAs following owner NTA reporting. Update is to provide information on implementation barriers that may be identified in the reports.

Identify and discuss barriers and opportunities associated with implementation of Whatcom LIO ERP actions and strategies.

Assist near-term action owners in identifying funding opportunities, as directed, through such means as :

Distributing funding opportunities to NTA owners.

For active salmon recovery projects approved by the Salmon Recovery Funding Board in December 2016, the LIO (with project sponsor agreement) may choose to have projects submitted as NTAs and considered for EPA NEP funding in the future. If so, the LIO and sponsor will need to communicate with and follow process outlined by the Partnership and SI Leads to submit eligible salmon recovery projects as NTA(s).

Subtask 2.02 LIO participation in process to develop the 2018 Action Agenda. Recommend

allocating up to 40 hours.

Participate in regional review post-process of 2016 Action Agenda

Participate in regional priority setting workshop for 2018 Action Agenda

Engage in regional meetings with members of the Management Conference to develop process and approach for 2018 Action Agenda including process for soliciting regional NTAs.

Develop and coordinate a local process for soliciting local NTAs for the 2018 Action Agenda

Subtask 2.03 Coordinate a local process to identify LIO Near Term Actions (NTAs) for direct

funding from the Strategic Initiative Leads. Communicate LIO priority NTAs to Strategic Initiative Leads and the Partnership.


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Task 3: Performance Management

The LIO shall report on progress toward subtasks and deliverables through a quarterly progress report provided to the Partnership approximately two weeks after the end of each quarter (January 13, April 14, July 14, and October 13). These reports will be used for the Financial Ecosystem Assessment Tracking system (FEATs), NEPORT, and other reporting needs. Near-term action status reports and annual financial reports in this task are closely linked with Task 2 regarding identifying and addressing barriers to Action Agenda implementation. Estimated Budget - $6,720.00 Required for FFY 2016 funding:

Subtask 3.01 Send LIO progress reports, billing summary by task, and proof of expenditure for grant activities to the Partnership on a quarterly basis using the Partnership – provided reporting formats (i.e. the “Paypack” document and progress report template).

Subtask 3.02 Ensure information on NTA progress is available.

Track implementation status of 2014 NTAs not closed in 2016.

Using owner completed NTA report forms, update LIO Management Team on implementation status.

Using owner completed NTA annual financial data, update LIO Management Team on implementation costs of local NTAs.

Support owners of NTAs reporting every 6 months on any remaining 2014 NTAs in the Partnership reporting format as needed and directed by Management Team. Monitor/track reporting on 2016 NTAs and annual financial reporting as necessary to confirm reporting is occurring.

Subtask 3.03 Distribute quarterly Progress Report to Whatcom LIO Board and LIO

Management Team or its designated members.

Task 4: Support revisions, updates, and adaptive management of the LIO’s Ecosystem Recovery

Plan

The LIO shall communicate and manage revisions to the Ecosystem Recovery in collaboration with the local partners. Specific needs within or in addition to these sub-tasks should be tailored to the LIO in consideration of available resources. Estimated Budget - $28,522.00 Required for FFY 2016 funding:

Subtask 4.01 Provide one summary presentation (estimated at 1 hour) on the LIO’s Ecosystem Recovery Plan to regional Puget Sound partners (which may include representatives from the Partnership’s Management Conference, the Strategic Initiative Leads, Strategic Initiative Advisory Teams, etc.) Assume that the meeting location is in Tacoma.

Subtask 4.02 Continue developing and vetting of Whatcom LIO Ecosystem Recovery Plan

(ERP)

Continue development of the Whatcom ERP as outlined in the draft Adaptive Management, gaps, and barriers section of the September 30 working draft


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ERP including: o Identify priority or key elements of the Whatcom LIO ERP to further

develop with prioritized objectives defined within the Strategic Initiatives Implementation Strategies

o Develop a strategy of prioritized and sequenced actions and milestones to measure progress of implementation

o Complete a final Adaptive Management plan that includes monitoring mechanism to evaluate implementation and progress toward goals and mechanisms for addressing barriers and opportunities identified in subtask 2.01.

Update Whatcom ERP Miradi files as needed. Subtask 4.03 Identify barriers and opportunities to implementation of approaches and actions

identified in the LIO Ecosystem Recovery Plan and 2-year Implementation Plan.

Share relevant information with the Partnership and regional partners as appropriate, which may include engaging in Implementation Strategy development or providing feedback and local perspective to Implementation Strategy development teams.

Subtask 4.04 Develop and support outreach strategies and activities related to the Whatcom LIO

ERP development and implementation.

Schedule and Deliverables

The following table translates the tasks identified previously into the deliverables and timeline for which the Fiscal Agent will be responsible for from October 2016 – November 2017. Summaries of progress towards tasks are to be included in quarterly progress reports, and deliverables are to be provided to the Partnership within two weeks of the end of each reporting period in which they were completed, as noted in the table, but no later than January 13, April 14, July 14, and October 13, 2017. Table 1: Summary of LIO Coordination Grant Scope of Work Deliverables and Budget for October 2016 – November 2017.

DRAFT Deliverables

Reporting Period FFY 2016 Funding

Oct – Dec

2016

Jan – Mar 2017

Apr – Jun

2017

Jul – Sep

2017

Oct-Nov 2017

DRAFT Task 1: Maintain, Organize, Facilitate and Administer a Local Integrating Organization - $28,388.00

Subtasks 1.03 Submit LIO committee meeting materials including agendas, summary minutes and other meeting materials.

X X X X X

Subtask 1.04 Submit LIO Committee rosters including names and organizational affiliations.

X


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Subtask 1.05 Provide LIO web link to PSP, and describe updates to the website in quarterly progress reports.

X X X X

Subtask 1.06 Document LIO participation/attendance in regional meetings and trainings in progress reports including any briefing papers or other LIO material prepared for LIO Committees relative to participation.

x x x x

DRAFT Task 2: Action Agenda Coordination – Near Term Action Funding, Implementation, and Development $11,370.00

Subtask 2.01 Document NTA coordination in quarterly progress reports submitted to PSP.

X X X X

Subtask 2.02 NTA solicitation process submitted to PSP

X X

Subtask 2.03 Document process to identify LIO priority NTAs for direct funding. Provide PSP list of selected priority NTA(s) for direct funding.

X X X

DRAFT Task 3: Performance Management - $6,720.00

Subtask 3.01 Send LIO Progress Reports and Billing Summaries by task and proof of expenditure for these activities to the PSP in the PSP reporting format. Progress reports are submitted quarterly using the template provided by PSP. The template will be provided to the LIO for review and comment at least one month prior to the first quarterly report being due.

X X X X

Subtask 3.02 As needed, support NTA owner in reporting on and closing out 2014 NTAs quarterly. Track implementation and status of 2016 NTAs from NTA owners every 6 months and provide updates to LIO on performance (i.e., lack of funding, implementation barriers, etc.). As needed, support PSP in contacting 2016 NTA owners with reminders for annual financial reporting.

X X X X

Task 4: Adaptive Management of Ecosystem Recovery Plan - $28,522.00

Subtask 4.01 Provide to PSP a copy of presentation(s) to regional partners

X TBD

Subtask 4.02 Submit to PSP final LIO Ecosystem Recovery Plan.

X

Subtask 4.03 Notify PSP of any changes to Miradi files, keeping them up to date.

X X X X X

Subtask 4.04 Outreach strategy for LIO plan development and implementation

X X X X X

Total Budget $75,000

10/05/16

No. Hours ttl Rate total Est

TASK 1.0 MAINTAIN AND ADMINISTER WHATCOM LIO

LIO Committee Structure Meeting Support

Watershed Work Group

attendance/facilitation assume 6 mtgs/year @2 hrs (includes

setup/cleanup)

6 12 70 $840

logistics, agenda, summaries assume 3hr/mtg 6 18 70 $1,260

LIO Staff Team

attendance/facilitation assume 6 mtg/year @2.5 hrs (includes

setup/cleanup)

6 15 70 $1,050


Steering Committee

attendance/facilitation assume 6 mtg/year @1.5hrs (web based) 6 9 70 $630


Management Team

attendance/facilitation assume 6 mtg/year @3hrs (setup/cleanup

included)

6 18 70 $1,260


WRIA 1 Board(s)

attendance assume 4 mtg/year @3hrs (setup/cleanup included) 4 12 70 $840


Meeting Document Preparations (varies by meeting type and agenda topics)

Assume supporting document preparation per month at 10 hrs/month.

Examples of supporting documents include agenda brief sheets, briefing

papers, draft letters on behalf of MT or Boards, etc.

10 100 70 $7,000

Subtotal $19,600

Outside Meeting Participation

EPA convened meetings - WebEx assume 2- 3hr mtg 2 6 70 $420

Quarterly LIO Coordinator Meetings (includes travel to Edmonds) 4 32 70 $2,240

Two workshops - assume Edmonds location 2 16 70 $1,120

Other meetings as directed 2 16 70 $1,120

Subtotal $4,900

Maintain Web Page with LIO information

Assume 3 hours/month 12 36 70 $2,520

Expenses

Travel (assume 200 miles RT per regional meeting $0.54) 6 1200 0.54 $648

Web meeting service (60/month) 12 12 60 $720

Subtotal $1,368

Page 1 of 3

10/05/16


Grant and Contract Management

Fiscal agent administration tasks for grant agreement, grant

amendments, and sub-recipient agreements

60 60 67 $4,020

Task 1.0 Total Estimated Budget $32,408

TASK 2.0 ACTION AGENDA COORDINATION

Intent is to implement subtasks within the framework of scheduled LIO Committee meetings.

Coordination and Implementation of NTAs

Consolidate and prepare NTA report updates for MT 2/year; identify

barriers to implementation for MT discussion (assume 14hrs/MT

reporting)

2 28 70 $1,960

Assistance with identifying funding opportunties (assume 1.5hr/month) 12 18 70 $1,260

Subtask $3,220

LIO Participate in 2018 Action Agenda Process

post review process (assumes discussion with MT occurs under Task 1.0;

this line item puts placeholder hours in the budget to cover the interaction

with the PSP since it is undefined here).

10 10 70 $700

regional priority setting workshop for 2018 AA (the PSP approach to this

may include MT level participation)

25 25 70 $1,750

Engage in regional meetings with members of the Management

Conference to develop process and approach for 2018 Action Agenda

including process for soliciting regional NTAs. ( the PSP approach to this

may includea MT level participation)

30 30 70 $2,100

develop and coordinate local process for soliciting local NTAs for 2018 AA

(assumes fits within meeting structure in Task 1.0; placeholder budget is

for the work related to the subtask and any additional meetings not

covered in Task 1.0).

15 15 70 $1,050

Coordinate Local Process for Direct SI Funding

coordinate local process for NTA selection (assumes process will fit in

meeting schedule and structure of Task 1.0; estimated hours is for task

specific work)

20 20 70 $1,400

Subtask $7,000

Task 2.0 Total Estimated Budget $10,220

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10/05/16


TASK 3.0 PERFORMANCE MANAGEMENT

Support fiscal agent with preparing quarterly progress reports 4 32 70 $2,240

Tracking of NTAs, sharing/consolidating information for MT, arranging

updates from owners, etc. (assume 8 hrs 2/year)

2 12 70 $840

Support fiscal agent with other contract tasks as needed (assume

1hrs/month)

12 12 70 $840

Fiscal agent administration including reporting, grant amendments,

subcontracts, etc.

39 39 67 $2,613

Task 3.0 Performance Management $6,533

TASK 4.0 Whatcom LIO Ecosystem Recovery Plan Development

Summary presentation of LIO plan to regional team (assumes preparation

of presentation and meeting attendance in tacoma)

1 24 70 $1,680

Further develop LIO key elements of ERP plan

assumes a series of worksessions (assume 6 ttl- 2 sessions/element) to

further develop key LIO priority elements and develop a strategic plan

with sequenced and prioritized actions and milestones for

implementation.

6 192 70 $13,440

complete final AM plan 12 12 70 $840

Update Miradi files 20 20 70 $1,400

Other tasks related to Task 4.0 60 60 70 $4,200

subtotal $19,880

Develop and Support Outreach Strategies for Whatcom LIO ERP

develop outreach materials and events 50 50 70 $3,500

supplies 775 $775

subtotal $4,275

Task 4.0 Whatcom LIO Ecosystem Recovery Plan Development $25,835

Total Budget Estimate $74,996

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