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HomeMy WebLinkAbout10.15.20 FW_ AR 6061 Paradise Community Drinking Water System Options Study - Prop 1 Monthly Stakeholders Meeting From:Gosselin, Paul To:Alpert, Bruce;Bennett, Robin;Clerk of the Board;Connelly, Bill;Cook, Holly;Lambert, Steve;Lucero, Debra; McCracken, Shari;Paulsen, Shaina;Pickett, Andy;Ring, Brian;Ritter, Tami;Rodas, Amalia;Sweeney, Kathleen; Teeter, Doug Cc:Pickett, Andy Subject:FW: AR 6061 Paradise Community Drinking Water System Options Study - Prop 1 Monthly Stakeholders Meeting Date:Thursday, October 15, 2020 1:27:32 PM Attachments:image001.png image002.png Stakeholders Group Meeting_ 9.25.20_ Summary.pdf Paradise Communications Plan.pdf PID - Factsheet 1 Communication Plan.pdf Board Members I am forwarding the materials from the September 25, 2020 Paradise Community Drinking Water Systems Options Study. They are having the October meeting today. Regards Paul Paul Gosselin, Director Department of Water and Resource Conservation 308 Nelson Ave Oroville, CA 95965 530-552-3590 office From: Marx, Randall E <randy.marx@owp.csus.edu> Sent: Wednesday, October 14, 2020 4:38 PM To: Cross, Nadine M <crossn@csus.edu>; Cross, Nadine M <crossn@csus.edu>; Marx, Randall E <randy.marx@owp.csus.edu>; Ceppos, David M <dceppos@csus.edu>; Kalman, Orit <orit.kalman@csus.edu>; Beck, James S <james.beck@owp.csus.edu>; kphillips@paradiseirrigation.com; dcooper@minasianlaw.com; Gosselin, Paul <PGosselin@buttecounty.net>; Buck, Christina <CBuck@buttecounty.net>; Lucero, Debra <DLucero@buttecounty.net>; Teeter, Doug <DTeeter@buttecounty.net>; Lucas, Steve <SLucas@buttecounty.net>; lgill@townofparadise.com; greg@calltrilogy.com; scrowder@townofparadise.com; harrimanlaw1@sbcglobal.net; mark.orme@chicoca.gov; Grima, Curtis <Curtis.Grima@asm.ca.gov>; Colleen Cecil <colleen@buttefarmbureau.com>; gbarber@calwater.com; corp.ceo@corporatecenter.us; bryan@corporatecenter.us; Mark Mulliner <mark@lu228.org>; ed.carpetclearance@gmail.com; gtaylorxfg@sbcglobal.net; jbmerz@sbcglobal.net; Chavez, Ariel@Waterboards <Ariel.Chavez@Waterboards.ca.gov>; Kidwell, Brian@Waterboards <Brian.Kidwell@waterboards.ca.gov>; Michelle Frederick <michelle.frederick@waterboards.ca.gov>; Newton, Daniel@Waterboards <Daniel.Newton@waterboards.ca.gov>; Bean, Jessica@Waterboards <Jessica.Bean@Waterboards.ca.gov>; Nabiul Afrooz <nabiul.afrooz@waterboards.ca.gov>; Kim Dinh <kim.dinh@waterboards.ca.gov>; Kim Hanagan <kim.hanagan@waterboards.ca.gov>; Bennett, Robin <RBennett@buttecounty.net>; janice@corporatecenter.us; smcgovern@calwater.com; tlando@paradiseirrigation.com; mrich@paradiseirrigation.com Cc: Phillips, Kevin <KPhillips@townofparadise.com>; Currier, Brian <brian.currier@owp.csus.edu>; Costa, Shannon <SCosta@buttecounty.net> Subject: RE: AR 6061 Paradise Community Drinking Water System Options Study - Prop 1 Monthly Stakeholders Meeting ATTENTION: This message originated from outside Butte County. Please exercise judgment before opening .. attachments, clicking on links, or replying. Hi Paradise Stakeholders, This is a reminder of our monthly status call tomorrow at 1:30. I’ve copied below my notes from our last monthly status call on 9/10/20. Also, I’ve attached the following: 1. Orit Kalman’s notes from our focused Stakeholder call on 9/25/20 2. Orit’s revised Communication Plan, 10/14/20, based on input from the 9/25/20 call 3. A proposed draft Fact Sheet, 10/14/20, for this project Our agenda will be to provide a status of our two Work Plan tasks: 1) Communication Plan, and 2) Request for Proposals. We will also be interesting in obtaining any feedback, comments and questions from Stakeholders. Thanks! Randy Randy Marx, P.E. Research Engineer OWP at Sacramento State Direct: 916-278-5295 | Cell: randy.marx@owp.csus.edu Notes from our last monthly call 9/10/20: Call Purpose: Second monthly status call with project stakeholders to provide the status of our Team’s execution of the tasks assigned to us under the project Work Plan (attached), as well as to receive stakeholder feedback and answer any questions. Attendees: Those highlighted in yellow on the attached Contact List. Work Plan: Briefly reviewed the attached Work Plan, the purpose of which is to develop an Options Study to identify and evaluate options to provide for the long-term sustainability of water supply for the community of Paradise. Options Study: Brian Currier, OWP, reviewed the attached “Request for Proposal (RFP) Overview” document, which provides an overview of the consultant selection process, including scope, consultant evaluation criteria, selection process and timeline. The selection process with be held in two stages: 1) Written proposals, followed by, 2) An interview of a short list of consultants. Stakeholders will be able to review and provide input on the draft RFP, which is scheduled to be provided by 11/1/20. A final RFP would be issued in late Dec/early Jan, and a consultant hired around March 2021. (Note: after the call, Orit sent out a meeting notice to all stakeholders for a 9/25/20, 1 – 2:30 call, which will include a more detailed discussion of the RFP, including receiving input from stakeholders on the desired consultant evaluation criteria.) Community Outreach: Orit reviewed the attached Draft Communications Plan Outline (attached), which outlines the structure and content of the Communications Plan. Stakeholders will be able to review and provide input on the draft Communications Plan, which is scheduled to be provided by 10/9/20. (Note: after the call, Orit sent out a meeting notice to all stakeholders for a 9/25/20, 1 – 2:30 call, which will include a more detailed discussion of the Draft Communications Plan Outline). Comments/Questions From Stakeholders: CommentResponse Regarding the Communication Plan Outline,Agreed. The attached Work Plan (pg. 2) for pg. 2, Dustin Cooper requested that thethis project states that the Community of Paradise Irrigation District (PID) be added toParadise is the recipient of this project the Work Plan Project Team.assistance, and lists the General Manager of PID as the contact person representing the Community, so certainly, PID is a member of the Project Team. Dustin Cooper asked whether the scheduleWe will make every effort to expedite the for the project could be expedited, so that aproject schedule. One suggestion is to have Options Study can be produced by July 2021.the stakeholders review the “guts” of the RFP, while the legal language is being worked on. Additionally, a call has been scheduled 9/25/20, 1 – 2:30 to discuss the RFP in more detail. -----Original Appointment----- From: Cross, Nadine M Sent: Thursday, August 13, 2020 1:26 PM To: Cross, Nadine M; Randy Marx; Ceppos, David M; Kalman, Orit; Beck, James S; kphillips@paradiseirrigation.com; dcooper@minasianlaw.com; pgosselin@buttecounty.net; cbuck@buttecounty.net; dlucero@buttecounty.net; Teeter, Doug; slucas@buttecounty.net; lgill@townofparadise.com; greg@calltrilogy.com; scrowder@townofparadise.com; harrimanlaw1@sbcglobal.net; mark.orme@chicoca.gov; Grima, Curtis; Colleen Cecil; gbarber@calwater.com; corp.ceo@corporatecenter.us; bryan@corporatecenter.us; Mark Mulliner; ed.carpetclearance@gmail.com; gtaylorxfg@sbcglobal.net; jbmerz@sbcglobal.net; Chavez, Ariel@Waterboards; Kidwell, Brian@Waterboards; Michelle Frederick; Newton, Daniel@Waterboards; Bean, Jessica@Waterboards; Nabiul Afrooz; Kim Dinh; Kim Hanagan; rbennett@buttecounty.net; janice@corporatecenter.us; smcgovern@calwater.com; tlando@paradiseirrigation.com; mrich@paradiseirrigation.com Cc: Phillips, Kevin; Currier, Brian; Costa, Shannon Subject: AR 6061 Paradise Community Drinking Water System Options Study - Prop 1 Monthly Stakeholders Meeting When: Thursday, October 15, 2020 1:30 PM-2:30 PM (UTC-08:00) Pacific Time (US & Canada). Where: Zoom conference call Hello All, On behalf of Randy Marx, you are invited to attend a series of scheduled Zoom meetings. Topic: AR 6061 Paradise Community Drinking Water System Options Study - Prop 1 Monthly Stakeholders Meeting Time: Oct 15, 2020 01:30 PM Pacific Time (US and Canada) Please download and import the following iCalendar (.ics) files to your calendar system. Monthly: https://csus.zoom.us/meeting/tJctdOmvrDwsGNzey4KqehxLaaQqAdICkCAB/ics? icsToken=98tyKuCrrjgqHdaSthuPRowqAojCc-3zpmZdjY1HmQaxKDFWahvaN-NzI5N7Ofvb Join Zoom Meeting https://csus.zoom.us/j/93030727628 Meeting ID: 930 3072 7628 Dial any of the following numbers: +1 669 900 6833 US (San Jose) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) Meeting ID: 930 3072 7628 Thank you for your participation! Nadine Cross Administrative Services Manager OWP at Sacramento State Modoc Hall Suite 1001, 6000 J Street, Sacram nadine.cross@owp.csus.edu Prepared by California State University, Sacramento Consensus and Collaboration Program October 2020 CONTENTS I. Introduction and Project Background and Purpose .............................................................. 2 II. Communication Plan Purpose and Guiding Principles........................................................... 2 Guiding Principles of Engagement ............................................................................................... 3 III. Levels of Engagement and Participation ................................................................................ 3 Project Convener ......................................................................................................................... 4 Project Team ................................................................................................................................ 4 Stakeholders Group ..................................................................................................................... 5 Community Members .................................................................................................................. 6 IV. Overview of Communication Tools and Public Participation Opportunities ........................ 7 V. Outreach and Engagement Workplan (ongoing update) ........................................................ 9 Press releases and media ............................................................................................................ 9 Factsheets .................................................................................................................................... 9 Stakeholders Assessment interviews .......................................................................................... 9 Survey .......................................................................................................................................... 9 Listserv and Social Media .......................................................................................................... 10 Project Website ......................................................................................................................... 10 Community Events: informational and workshops ................................................................... 11 Project WorkPlan ....................................................................................................................... 11 Page 1 of 13 I. INTRODUCTION AND PROJECT BACKGROUND AND PURPOSE As a result of the Camp Fire in November 2018, Paradise Irrigation District (PID) lost approximately 90% of its connections, making continued water supply operations unsustainable until recovery and rebuilding is completed. Therefore, the community needs to perform an Options Study (Study) to identify and evaluate long-term options for improvements to its water system infrastructure and finances to ensure the long-term sustainability and resiliency of the as well as support redevelopment of the community. This Study is also a mandated requirement to ensure that PID can obtain funding for its drinking water system improvements from the California State Legislature. The Study will include a significant outreach and stakeholder component and consider the community as a whole as well as the overarching potential for future sustainability. To ensure that all relevant interests and affected communities are involved in the selection of the Study consultant, and subsequent completion of the Study in a transparent manner, community outreach and engagement will be conducted using the tools described in this Communications Plan (Plan). The Study will: Identify a range of options to ensure the long-term sustainability and resiliency of water supply for Paradise. Evaluate the feasibility of each option evaluation criteria include cost, community acceptance, environmental permitting, environmental impacts, administrative hurdles, etc. Costs include upfront capital costs as well as the present worth of long-term (40-50 years) operation and maintenance costs. Rank options and provide recommendations for consideration by decision makers. The Study will be prepared by a private consultant, selected through a public competitive process administered by the Sacramento State, Office of Water Programs (OWP) through a Technical Assistance Work Plan from the State Water Resources Control Board. The Study consultant will be selected through the use of a Request for Proposal (RFP) and associated selection steps administered by OWP as informed through public input. II. COMMUNICATION PLAN PURPOSE AND GUIDING PRINCIPLES This Plan serves as the roadmap for successful communications throughout the project. The activities outlined in the Plan are meant to support RFP development, Study consultant selection and Study implementation by ensuring an open flow of information and opportunities for input throughout the process. The Plan will be updated regularly to meet the needs of the Study. Page 2 of 13 GUIDING PRINCIPLES OF ENGAGEMENT Successful engagement requires adherence to a set of guiding principles. The items listed below are intended as core components. All outreach and engagement activities and communications materials will be: Additive: Recognizing that there are several ongoing engagement efforts as part of the Town of Paradise rebuilding efforts, outreach and engagement should leverage these other efforts, build off of previous efforts, and efficiently utilize stakeholders and community members time and expertise. Intentional: All engagement opportunities need to be explicit in their purpose and differentiate between outreach and community engagement to ensure that expectations for the process are understood. o Outreach: Provide opportunities to inform the community about the process and educate on technical issues. Outreach activities promote trust, transparency, and accountability. o Engagement: Provide opportunities for stakeholders to learn from each other, envision together, own the process, give feedback and weigh in on decisions. Accessible: Ensure that those who wish to engage are part of this effort. Utilize a diverse suite of outreach tools to engage a broad audience. Consider all variables that can impact a , including but not limited to event location, time, language, information format, and economic and physical impediments. Open and transparent: Provide necessary information about process, timeline, and content. Be transparent and open about how decisions are made. COVID-19 Health and Safety Compliant: The process will be consistent with current COVID health and safety requirements prescribed by State and local governments. Any conflicts between such requirements will be reconciled by the SWRCB as the funding organization of this effort. III. LEVELS OF ENGAGEMENT AND PARTICIPATION Defining anticipated levels of engagement for all stakeholders involved in the Study is an essential first step in the outreach and engagement process. This section defines each anticipated major group involved in the Study development, as well as their expected level of input in the process. Figure 1 represents the desired nesting of the different levels of engagement, where information is shared throughout, and decisions are informed by all levels of engagement. Page 3 of 13 Figure 1. Levels of Engagement PROJECT CONVENER ROLES AND RESPONSIBILITIES The project convener, with the support of the project team, is responsible for the administration of the Study and any related decision making. MEMBERSHIP CSUS-OWP is the project convener during the Study development phase and will provide technical information that others can use to make future decisions related to the water supply system. The Study will be a public document that will be available to all stakeholders and the public upon its completion. While it is anticipated that PID will assume the project convener sustainable post-fire operations, it is the express purpose of the Study that other parties may also use the results to help further regional water resiliency and partnerships. PROJECT TEAM ROLES AND RESPONSIBILITIES The Project Team is responsible for ongoing management of the study. The Project Team is expected to develop all communications materials and conduct outreach and engagement activities. Page 4 of 13 MEMBERSHIP Sacramento State, Office of Water Programs (OWP), is under contract with the State Water Resources Control Board, Division of Financial Assistance (DFA) to provide technical assistance to disadvantaged communities for planning and design services related to water system improvements. OWP will manage the Study project to evaluate water system alternatives for the community of Paradise. Sacramento State, Consensus and Collaboration Programs (CCP), is responsible for the development and execution of this Plan in consultation with the Project Team and the Stakeholders Group. State Water Resources Control Board (SWRCB) administers Proposition 1 funds made available to support drinking water-related efforts, including this study as administered by OWP. Divisions of SWRCB involved in the Study include the: o Division of Drinking Water (DDW) o Division of Financial Assistance (DFA) o Other Divisions may be included as needed Paradise Irrigation District (PID) and Town of Paradise is the Technical Assistance (TA) recipient. Study consultant (TBD) is responsible for preparing the Study and for providing information to support the outreach and engagement throughout the Study development. STAKEHOLDERS GROUP ROLES AND RESPONSIBILITIES The Stakeholders Group works with the Project Team and provides input to define critical components of the Study. The Stakeholders Group serves as a proxy for public input, representing a range of key perspectives. Members will be asked to share information and solicit input from their own networks to inform the Study. The Stakeholders Group will meet monthly to receive general information about the status of the Study (goals, activities, timelines, etc.). In addition, special topic sessions will be scheduled to allow sufficient time for dialogue and solicitation of input. Meeting minutes will be prepared for all monthly meetings. When possible, the special topic sessions will be scheduled and coordinated with the monthly status report meetings. At a minimum, the Stakeholders Group will be asked to weigh in, review, and provide input on the following: 1. RFP development process: a. Review and provide input on the consultant evaluation criteria b. Review and provide input on the draft RFP 2. Consultant selection: OWP, with the support of the Project Team, will review proposals, interview a short list of consultants, and select a project consultant. Stakeholders Group will be informed throughout the selection process. 3. Study development: Page 5 of 13 a. Review and provide input on the List of options for consideration b. Review and provide input on evaluation parameters c. Review and provide input on draft Study and recommendations MEMBERSHIP The stakeholders group includes representation of the following interests: Technical Assistance (TA) recipient: PID and the Community of Paradise Local Government representatives: County of Butte, Butte County Local Agency Formation Commission (LAFCo), Town of Paradise, City of Chico, California State Assembly Local Non-Governmental Organizations (NGOs) representatives Local water representatives Local Union 228 Yuba City State Water Resource Control Board TA provider: OWP Environmental justice groups COMMUNITY MEMBERS In addition to the Stakeholders Group, the Project Team will solicit input from and inform the public in the Town of Paradise and throughout Butte County. Table 1 below provides a summary of the types of engagement efforts that will be offered throughout the project and their intended outcome. Specifically, each engagement effort will include suggested guidelines to inform and involve the public in RFP development and the Study. Page 6 of 13 Table 1. Outreach and Engagement Tools Task/Event Inform Gather Discuss/ Provide Deliberate Decision Input Connect Choices Making Press release and media Factsheets Stakeholder Assessment Interviews Survey Project website Social media Community informational event (remote participation as per COVID-19 requirements) Community workshop (remote participation as per COVID-19 requirements) Stakeholders Group Meetings Project Team Project Convener IV. OVERVIEW OF COMMUNICATION TOOLS AND PUBLIC PARTICIPATION OPPORTUNITIES Consistent with terms introduced in Table 1, this section describes specific engagement tools and methods to be used throughout the project. Digital Engagement: Digital engagement is an approach that involves online exchange of information. Information provided through online media can be provided as hardcopies as well to ensure that information is accessible to all interested stakeholders. As shown in Table 1, digital engagement may include: Press Releases and Media: All efforts associated with Paradise rebuilding efforts are anticipated to attract significant attention from interested stakeholders. Consistent messaging using press releases and local media to inform all interested stakeholders of key Study outcomes and events will reach a large audience that may not be directly involved in specific outreach efforts. Page 7 of 13 Factsheets: Fact sheets help provide useful overviews of critical Study information and can be posted to a variety of digital platforms including local media, social media, and the project website. Factsheets are used to inform interested stakeholders. Surveys: Surveys are a useful tool for gathering initial feedback on Study components and concepts. Because they can be easily distributed to a large and diverse audience, surveys can solicit input from a wide range of sources. However, they do not readily offer the opportunity for two-way communication and follow up should the need arise. Project Website: Information about the Study will be available on the PID website. The project webpage will be regularly updated to ensure that stakeholders are informed about Study activities. The project webpage will serve as the primary clearinghouse for all publicly available Study information. Links can be easily shared with any interested parties. Social Media: Social media is a useful tool for informing, soliciting feedback from, and connecting diverse groups of stakeholders with other interested members of the community. It can be used simultaneously to update stakeholders of important Study milestones and events and provide a portal for information sharing and surveys. In-Person Engagement: As noted, all initial outreach and engagement will be conducted virtually (using Zoom) due to COVID. As conditions improve and change, the tools listed below can be easily modified from virtual/online events to in person events. Stakeholder Assessment Interviews: Stakeholder assessments give the Project Team the opportunity to engage with a representative cross section of interested stakeholders. They provide an opportunity to tailor early Study concepts and components to the specific stakeholder needs and concerns based on a targeted set of questions and give Project Team staff the opportunity to ask follow-up questions. Community Informational Events: Informational events can take many forms from o standalone open houses. The purpose of informational events is primarily to inform interested stakeholders of Study concepts and components, but they also provide an opportunity to connect Project Team staff directly with community members. Community Workshops: Community workshops are structured events to showcase Study components to interested stakeholders. They are useful in connecting stakeholders to Project Team staff and creating dialogue between decision makers and the community. Stakeholders Group Meetings: Stakeholder group meetings provide targeted discourse between Project team staff and key stakeholders in the community. These events occur regularly and offer the highest level of engagement for a pre-determined set of stakeholders (as defined above) to carefully review Study components and provide targeted feedback on Study options through deliberative dialogue. Page 8 of 13 V. OUTREACH AND ENGAGEMENT WORKPLAN (ONGOING UPDATE) The Outreach and Engagement Workplan is meant to be a working document that will be regularly updated per input from the Stakeholders Group to meet project needs and to ensure a transparent process and ongoing PRESS RELEASES AND MEDIA CCP, in coordination with the Project Team, will develop and distribute press releases and media advisories that correspond with Project milestones. An initial list of media outlets is provided below. The Paradise Post: https://www.paradisepost.com/ Town News and Events: https://www.townofparadise.com/ Chico Enterprise Record: https://www.chicoer.com/ Town of Paradise - Butte County: https://buttecountyrecovers.org/ FACTSHEETS CCP, in coordination with the Project Team, will prepare topical factsheets to be shared with the Stakeholders Group and the public. STAKEHOLDERS ASSESSMENT INTERVIEWS The CSUS team has conducted interviews to gather information and input to inform the Plan development and subsequent outreach and engagement related to Study preparation. Interviewees were asked to respond to questions in three key areas: (1) the role and perspectives of the interviewee regarding the Study and subsequent related activities, (2) PID water system characteristics prior to the fire and the interviewee vision for PID moving forward, and (3) public engagement and outreach opportunities and considerations. The interviewees are a subset of the Stakeholders Group and included representatives of: State Water Resource Control Board Community Miocene Canal Coalition PID Butte LAFCo Butte County Farm Bureau Cal Water Butte County Department of Water & Resource Conservation Butte County Board of Supervisors SURVEY CCP may develop and administer surveys to solicit input from the public. Survey links will be Page 9 of 13 provided through the project webpage on the PID website. LISTSERV AND SOCIAL MEDIA CCP will coordinate with PID to share information using PID Facebook page (https://www.facebook.com/PIDWater/) PID twitter (https://twitter.com/pidwater?lang=en) PID Nextdoor (https://nextdoor.com/agency-detail/ca/butte-county/paradise-irrigation- district/) PID Listserv Social media and listserv announcements will provide general information about the process (goals, activities, timelines, etc.) and the status of the Study, current opportunities for participation, and other timely and important information. Members of the Stakeholders Group are encouraged to serve as communication partners and help distribute announcements using their social media and listservs to their members. PROJECT WEBSITE CCP will coordinate with PID to post project information on the PID website. The primary purpose of the project website page is to inform interested stakeholders and provide a centralized location for information about the Study, related material, progress updates, and opportunities to engage and provide input. The website page will make information easily accessible and allow interested parties to track the status and development of the Study. The website page is not intended to serve as a discussion forum. Information to be provided on the website includes: 1. General project information a. Project purpose and scope b. Timeline and milestones c. Project convener contact information 2. RFP process b. RFP with information on how to respond to the RFP c. Announcement on consultant selection 3. Public Engagement a. Communication plan and timeline \[to be updated as needed\] b. Stakeholders Group monthly meeting agendas and summaries c. Scheduled public engagement opportunities 4. Options study information a. Relevant information and related reports b. List of options to be evaluated as part of the Study c. List of evaluation criteria d. Study report Page 10 of 13 COMMUNITY EVENTS: INFORMATIONAL AND WORKSHOPS CCP, in coordination with the Stakeholders Group, will facilitate community events designed for informing and engaging non-technical audiences. The open house meetings/webinars will provide general information about the Study (background information, goals, activities, timelines, etc.) and its status. In general, the open houses will solicit public input on the same topics that will be discussed with the Stakeholders Group. However, materials will be tailored to be accessible to general audiences. PROJECT WORKPLAN As shown in Table 2 below, the Plan is designed to support and link with key milestones of the RFP development and the Study. Outreach and engagement activities identified in Table 2 will be updated regularly to ensure ongoing and transparent communication about Study activities. Table 2. Outreach and Engagement Activities to Support Project Milestones Anticipated Options Study Stakeholders Group Community Outreach Completion Milestone Input Date Ongoing Pre-Engagement Identify local Media Outlets: Activities Initial identification of local, regional, and state media outlets likely interested in Town of Paradise water supply issues. Connect with other engagement efforts in the Town of Paradise and surrounding areas as appropriate. Identify opportunities for outreach presentations with special interests groups (such as the County Water Commission; League of Women Voters) to provide short updates on the study and encourage participation. Page 11 of 13 Anticipated Options Study Stakeholders Group Community Outreach Completion Milestone Input Date Sept 2020 RFP Development Meeting (09/25/20) Website Development in Meeting Purpose: collaboration with PID. Clarify and solicit input on engagement roles, draft Communication Plan, and draft RFP consultant evaluation criteria. TBD Finalize and Factsheet: inform community Advertise RFP members on the RFP scope, evaluation criteria, and schedule Social media/Press release/website: inform community members on RFP process and schedule TBD RFP Response Meeting: Update on Period responses to the RFP TBD Consultant Meeting: update on Selection consultant selection process TBD Contract Social media/Press development and release/website: inform execution community members of selected consultant, qualifications, and Options study process (options list development and Options evaluation) 2 months Draft Options List Meeting: Provide Public Forum: (1) Provide post input on public foundational information on the contract engagement related PID system (where water comes execution to options list. from, water rights, operations, Page 12 of 13 Anticipated Options Study Stakeholders Group Community Outreach Completion Milestone Input Date capacity, etc.); (2) solicit input on options for consideration. Press Release 3 months Finalize Options Meeting: Provide Ongoing communication through post List and input on list of options Social media/Press contract Description for consideration; release/website execution options evaluation Factsheet: Options list and process descriptions Public meeting to provide an update on options to be considered 10 months Options Multiple Meetings: Public meeting Open post Evaluation Progress and input on house/Gallery of options contract options evaluation Ongoing communication execution process; initial findings through Social media/Press release/website 12 months Finalize study Meeting: Update on Social media/Press post Results and study results and release/website contract Recommendations recommendations execution Page 13 of 13 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting Friday, September 25, 2020 1:00PM 2:30PM Meeting Summary Welcome and Introductions Orit Kalman, facilitator, Sacramento State Consensus and Collaboration Program (CCP), welcomed participants to the meeting and reviewed principles of engagement with the Stakeholders Group. Randy Marx, project convener, Sacramento State Office of Water Programs (OWP), welcomed the stakeholders and reminded participants that in addition to more in- depth input gathering meetings such as this one, he also holds brief monthly meetings Ms. Kalman reviewed the meeting purpose: to clarify roles and responsibilities at different engagement levels and solicit input on the Communication Plan and RFP to prepare it for release. Participants were asked to respond to a poll about the perspectives represented by the participating stakeholders. The categories included in the poll were those identified previously as important to include in the Stakeholders Group. The poll showed that tribal and environmental perspectives were not represented at this meeting. For a list of participants, see the Appendix. Ms. Kalman reviewed the purpose of the options study and presented perspectives on key considerations for the study, as shared through assessment interviews. 1. Explore multiple options (not limited to the previously studied intertie). Page 1 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting 2. Consider wide range of options that look for ways to consolidate/reorganize regional resources to achieve goals and support economic development and growth. 3. Utilize a long range and holistic approach. Consider long term governance for sustainability and stability. 4. Define and balance economic sustainability and environmental enhancement. 5. Provide clarity on water rights in the region. 6. Keep water localized as much as possible while recognizing opportunities that water affords. 7. Consider conservation and recycling as they relate to growth and water use. 8. Recognize the impact of this study on other planning efforts (SGMA, power plant- dam safety, wastewater). 9. This may serve as a springboard to subsequent studies. Mr. Marx noted that, per the contract with the State Water Resources Control Board (SWRCB), the project must focus on long-term sustainability and resiliency of drinking water for the community. He said that many of the considerations shared above will affect drinking water sustainability and will be kept in mind throughout the study. Engagement and Decision Making Ms. Kalman reviewed the roles and levels of engagement for the options study process: o Project Convener: The convener is the ultimate decision-maker throughout the study process The convener will change once the study moves into implementation. During Options Study development: Sac State OWP Options study implementation: Paradise Irrigation District (PID) o Project team: Provides support and development, and includes: Sacramento State OWP Sacramento State CCP PID (authorized representative) Town of Paradise (recipient) SWRCB Consultant (to be determined) o Stakeholders Group: Advise and provide input on all project milestones and decisions and serve as ambassadors to other interests; includes representatives of the following perspectives: Local Regional State Tribal Environmental Page 2 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting o Public: The public will be kept informed throughout the Options Study process. Participants were asked to identify any missing perspectives or details that need to be clarified. Mr. Marx said that the role of OWP is to provide technical information that others can use to make decisions and that OWP may not remain part of the project team during the second part of the project, when PID becomes the convener. platform if the levels of engagement format is appropriate for the process. Participants affirmed that it is. Ms. Kalman said that the intent is to share information consistently across the engagement levels. Ms. Kalman asked what tools the Stakeholders Group members need in order to engage as ambassadors to their communities. Dustin Cooper, District Counsel, PID, said that PID Board-approved feedback will take time due to Brown Act and other legal limitations it is important to account for organizational structures in determining the timing of requested feedback. Two members requested fact sheets to provide succinct, easily shareable information. Ms. Kalman presented key decision points throughout the options study process and noted who would be the decision-maker at each of those decision points. 1. Consultant evaluation criteria (OWP as convener and decision-maker) 2. Consultant selection (OWP) 3. List of options for consideration (OWP) 4. Evaluation parameters (OWP) 5. Draft Options study (OWP) \[added based on stakeholders input\] 6. Next steps and implementation (PID) A participant asked where the RFP fits within these decision points. Mr. Marx said that the RFP is related to hiring the consultant, which falls under OWP as the decision-maker. The participant asked whether the Stakeholders Group would be given an opportunity to review the RFP, as it plays a significant role in defining who the consultant will be. Mr. Marx confirmed that the Stakeholders Group will be provided an opportunity to review the RFP. Ms. Kalman said that the evaluation criteria, which the Stakeholders Group provided feedback on later in the meeting, will inform the RFP language. A participant asked whether OWP will decide on the list of options for consideration. Mr. Marx said that OWP, as the convener at this stage in the process, is ultimately the decision-maker, but will make that decision based on input from stakeholders. The participant suggested getting input from PID on the list of options for consideration. Mr. Marx said that the stakeholders will also review the full draft study, and OWP will receive and respond directly to comments before finalizing the report. Ms. Kalman affirmed this and said that an additional decision-point will be added to solicit stakeholders input during the evaluation of options as the draft Options study is developed. Page 3 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting Ms. Kalman said that each of the decision points will be informed by input from the Stakeholders Group and in some cases also from the general public, per the Communications Plan. Ms. Kalman reviewed the communications tools included in the Communications Plan, noting that it specifies what is shared and how and highlights when communications focus on sharing out information versus gathering input. She asked participants if there was anything missing from the list of communications tools; participants did not identify additions for the list. RFP Development Brian Currier Brian Currier, Sac State - OWP, presented the RFP scope and deliverables, the proposal review process and evaluation criteria, and the interview process and final selection. The scope of work for Task 1 of the work plan includes identifying, evaluating, and raking options. For each option, evaluation criteria includes feasibility, cost, community acceptance, environmental permitting, environmental impacts, administrative hurdles, and potentially other criteria. Mr. Currier reviewed the study schedule, which covers 12 months in total. As reflected in the timeline, the Stakeholders Group will review drafts of both reports before they are finalized. Deliverable Due date after contract execution Draft Options Identification Report 2 months Final Options Identification Report 3 months Draft Options Study Report 10 months Final Options Study Report 12 months Mr. Currier reviewed the proposal review process and asked participants to discuss the evaluation criteria that will inform selection of the consultant. He noted that the criteria will eventually be weighted and said that it is important to ensure that nothing is missing while also keeping the list of criteria short enough so that each criterion remains meaningful in the final review. He presented nine initial criteria for consideration and discussion. Participants shared feedback about the criteria and suggested additions, summarized by criterion below. 1. Qualifications to perform the Scope of Work Objectivity consider requesting a comprehensive list of projects the firm has worked on to ensure no conflict of interest 2. Familiarity with regional and local water supply infrastructure and governance Ensure that this criterion is not written in an overly-limiting way it is important that the consultant demonstrate they have developed familiarity with the local context but do not need to know it first-hand Require understanding of California water law 3. Technical approach and project understanding Page 4 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting Methodology for identifying options Cost estimation approach Contribution to public outreach and engagement 4. Public sector references that corroborate the quality of performance on example projects Public sector to include water districts not limited to municipalities 5. Organizational capacity and responsiveness Focus on experience and capacity of project lead and staff working directly on the project Key indicators include providing multiple contacts for key personnel Consider what resources will be devoted to this project (what else the firm is working on simultaneously vis-à-vis the size of the firm overall) Project management style and how the project team and stakeholders group will be kept appraised of progress Contribution to public outreach and engagement 6. Applicability of example projects (firm experience) emonstrated ability to work well with outside consultants, such as the outreach consultants on this project ensure no conflict of interest 7. Experience of key staff and project manager dedicated to the project and identification of interviewees partners, are qualified Representatives taking part in the interview should be the staff that will be working directly on the project Demonstrate effective communication Ensure no conflict of interest 8. Cost based on technical approach and number of options Cost per option OWP to consider the need to specify a number of options in the RFP Demonstrate how the cost could be scaled up or down if additional options need to be considered 9. Local presence Does the firm have or are they willing to establish a local office? Participants were asked to weigh in on the relative importance (high, medium, and low) of the criteria discussed by responding to poll questions. See images below for poll results; the first question represents those considered high importance, the second question represents medium, and the third represents low. The criteria order, from high to low, as suggested by poll results is: 1. Qualifications to perform the Scope of Work \[high\] 2. Organizational capacity and responsiveness \[high\] Page 5 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting 3. Experience of key staff and project manager dedicated to the project and identification of interviewees \[high\] 4. Technical approach and project understanding \[high\] 5. Applicability of example projects (firm experience) \[medium\] 6. Familiarity with regional and local water supply infrastructure and governance \[medium\] 7. Public sector references that corroborate the quality of performance on example projects \[medium/low\] 8. Cost based on technical approach and number of options \[medium/low\] 9. Local presence \[low\] Page 6 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting Page 7 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting Mr. Currier reviewed the process for consultant interviews and final selection. Based on the proposals received, a short list of applicants will be identified to participate in interviews. An interview panel will be convened, consisting of project team members. The key staff identified in the RFP as those who will be working on the project will be interviewed. The interview will include a 20-minute presentation by the consultant and a question-and-answer session. The interview questions are to be determined and will be confidential. The written proposals and interview performance will each account for Wrap Up and Next Steps Mr. Currier reviewed the contracting timeline: Proposal submissions will be due 30 days after issuance of the RFP The short list for interviews will decided by 14 days after proposal submission deadline Interviews will be conducted within 7 days after the short list has been determined The contract will be developed and executed within 30 days after the contractor has been selected Page 8 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting Mr. Currier said that the RFP is in development and can be forwarded once sent out. Ms. Kalman reviewed near-term engagement activities: Finalize the communication plan by October 9, 2020 Develop a website page to be updated with information about the project Develop a fact sheet about the project Develop a press release to go out with the release of the RFP Page 9 of 10 PARADISE IRRIGATION DISTRICT OPTIONS STUDY Stakeholders Group Meeting Appendix: Participants Brian Currier, Sacramento State - Office of Water Programs (OWP) Brian Kidwell, SWRCB, Division of Drinking Water (DDW) Christina Buck, Assistant Director Department of Water & Resource Conservation, County of Butte Daniel Newton, SWRCB, DDW Debra Lucero, District 2 Supervisor, County of Butte Dustin Cooper, District Counsel, Paradise Irrigation District George Barber, District Manager, California Water Service, Chico Shannon McGovern, California Water Service, Chico James Beck, Sacramento State - OWP Julia Van Horn, Associate Facilitator/Mediator, Sacramento State - Consensus & Collaboration Program (CCP) Kevin Phillips, Town Manager, Town of Paradise Kim Dinh, Senior Engineer, SWRCB, Division of Financial Assistance (DFA) Michelle Frederick, SWRCB, DDW Mickey Rich, Paradise Irrigation District Nabiul Afrooz, Prop 1 Grant Manager, SWRCB, Division of Financial Assistance (DFA) Nadine Cross, Administrative Services Manager, Sacramento State - OWP Orit Kalman, Senior Facilitator/mediator, Sacramento State - CCP Paul Gosselin, Director Department of Water & Resource Conservation, County of Butte Randy Marx, Project Manager, Sacramento State - OWP Richard Harriman, Local NGO Representative Steve Lucas, Executive Officer, Butte County LAFCO Tom Lando, Interim General Manager, Paradise Irrigation District Page 10 of 10 QBSBEJTF!DPNNVOJUZ!! 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