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HomeMy WebLinkAboutWest Yost Associates 2024-07-08Jul 19, 2024 Kristine Lawler (Jul 19, 2024 15:00 PDT) Kristine Lawler Jul 19, 2024 APPENDIX A: 2024-2025 RRWA Work Plan - Master Budget - Adopted February 22, 2024 RRWA Staff Subs and ODCs Total Budget Cloverdale Cotati Healdsburg Santa Rosa Sebastopol Ukiah Mendocino County Sonoma County Sonoma Water Windsor Total Allocation A- Executive Director Services A.1 Board of Directors $30,842 $0 $30,842 $1,841 $1,783 $2,066 $4,625 $1,844 $2,280 $2,195 $8,677 $3,246 $2,285 $30,842 A.2 Member Agency Staff $39,811 $0 $39,811 $2,376 $2,302 $2,667 $5,970 $2,380 $2,943 $2,833 $11,200 $4,190 $2,950 $39,811 A.3 General Administration $84,328 $19,800 $104,128 $6,216 $6,020 $6,975 $15,614 $6,226 $7,698 $7,409 $29,295 $10,959 $7,715 $104,128 154,981 $19,800 $ 174,781 $10,433 $10,104 $11,708 $26,208 $10,451 $12,922 $12,437 $49,172 $18,396 $12,950 $174,781 B- General Benefit Projects B.1 Outreach Strategies $151,143 $11,220 $162,363 $9,692 $9,386 $10,876 $24,346 $9,708 $12,004 $11,553 $45,679 $17,089 $12,030 $162,363 B.2 Russian River Friendly Landscaping Workshop $24,320 $2,200 $26,520 $1,583 $1,533 $1,776 $3,977 $1,586 $1,961 $1,887 $7,461 $2,791 $1,965 $26,520 B.3 Regulatory Forum and Advocacy $27,305 $0 $27,305 $1,630 $1,579 $1,829 $4,094 $1,633 $2,019 $1,943 $7,682 $2,874 $2,023 $27,305 B.4 Regional Stormwater Program Support $20,093 $23,441 $43,534 $2,599 $2,517 $2,916 $6,528 $2,603 $3,219 $3,098 $12,248 $4,582 $3,226 $43,534 222,861 $36,861 $ 259,722 $15,504 $15,015 $17,398 $38,945 $15,529 $19,202 $18,481 $73,069 $27,336 $19,244 $259,722 C- Special Benefit Projects C.1 Stormwater Phase 1 Support $10,117 $0 $10,117 $1,124 $1,124 $1,124 $1,124 $1,124 $1,124 $0 $ 1,124 $1,124 $1,124 $10,117 C.2 Phase I Child Outreach Plan $2,233 $22,000 $24,233 $0 $ 0 $ 0 $ 0 $ 0 $12,117 $0 $12,117 $0 $ 0 $24,233 C.3 Regional Our Water Our World Contract $6,072 $19,088 $25,160 $3,594 $0 $ 3,594 $0 $ 0 $ 3,594 $3,594 $3,594 $3,594 $3,594 $25,160 C.4 Sonoma State WATERS Project $8,136 $19,250 $27,386 $1,792 $1,740 $1,996 $4,313 $0 $ 2,190 $2,112 $7,983 $3,065 $2,194 $27,386 C.5 Streets to Creeks Administration $941 $16,500 $17,441 $1,744 $1,744 $1,744 $1,744 $1,744 $1,744 $1,744 $1,744 $1,744 $1,744 $17,441 C.6 Streets to Creeks Campaign $971 $6,160 $7,131 $0 $ 2,744 $0 $ 0 $ 0 $ 0 $4,387 $0 $0 $ 0 $7,131 C.7 Streets to Creeks Campaign and Pilot $14,000 $68,640 $82,640 $6,015 $0 $ 6,655 $13,933 $6,024 $7,264 $0 $25,458 $10,012 $7,278 $82,640 C.8 Streets to Creeks Promotional Items $1,882 $9,610 $11,492 $755 $ 732 $ 842 $1,838 $756 $ 926 $0 $ 3,414 $1,301 $ 928 $11,492 C.9 Grant Support $16,866 $0 $16,866 $0 $ 0 $ 0 $ 5,622 $0 $ 0 $ 0 $ 0 $ 5,622 $5,622 $16,866 C.10 Operators Forum $29,646 $0 $29,646 $5,929 $0 $ 0 $ 5,929 $0 $ 5,929 $0 $ 0 $ 5,929 $5,929 $29,646 90,864 $ 161,248 $252,112 $20,954 $8,084 $15,956 $34,503 $9,648 $34,888 $11,838 $55,435 $32,392 $28,414 $252,112 RRWA Total for FY 2024-2025 $468,706 $217,909 $686,615 $46,891 $33,203 $45,062 $99,656 $35,628 $67,012 $42,755 $ 177,677 $78,123 $60,608 $686,615 Allocation Notes: C.1: Divided evenly between all member agencies except Mendocino County C.2: Divided evenly between Ukiah and Sonoma County C.3: Divided evenly between Cloverdale, Healdsburg, Ukiah, Mendocino County, Sonoma County, Sonoma Water, and Windsor C.4: 50% of the total budget divided evenly between all member agencies except Sebastopol plus 50% of the total budget times the total operating budget percentages assigned to each agency excluding Sebastopol C.5: Divided evenly between all member agencies C.6: 50% of the total budget divided evenly between Cotati and Mendocino County plus 50% of the total budget times the total operating budget percentages assigned to Cotati and Mendocino County C.7: 50% of the total budget divided evenly between all member agencies except Cotati and Mendocino County plus 50% of the total budget times the total operating budget percentages assigned to each agency excluding Cotati and Mendocino County C.8: 50% of the total budget divided evenly between all member agencies except Mendocino County plus 50% of the total budget times the total operating budget percentages assigned to each agency excluding Mendocino County C.9: Divided evenly between Santa Rosa, Sonoma Water, and Windsor C.10: Divided evenly between Cloverdale, Santa Rosa, Ukiah, Sonoma Water, and Windsor C A S H R E Q U I R E M E N T C A S H A L L O C A T I O N APPENDIX A: 2024-2025 RRWA Work Plan Executive Director Services - Adopted February 22, 2024 Executive Director Project Manager Technical Support Program Specialist Intern Total Hours Total Labor Costs Sub/ODC Markup Other Direct Costs (ODCs)Cash Totals 351 $ 302 $ 243 $213 $ 106 10.0% A.1 Board of Directors 34 34 4 36 0 108 $30,842 $0 $0 $ 30,842 A Board of Directors Coordination & Meeting Participation 28 28 0 28 0 84 $24,248 $0 $0 $24,248 Preparation of Board of Directors (BOD) planning, presentations, agendas, guest speakers, handouts, and minutes. Assumes four, 2-hour BOD meetings per year or the equivalent. Participation by Executive Director (ED) and one staff member at all meetings. B BOD Field Trip 6 6 4 8 0 24 $6,594 $0 $0 $ 6,594 Planning, presentations, guest speakers, handouts, and logistics for a field trip event. Assumes one half-day event during the work plan year as directed by the BOD. Participation by ED and two staff members. A.2 Member Agency Staff 36 50 12 43 0 141 $39,811 $0 $0 $ 39,811 A Executive Programs & Initiatives Committee Coordination & Meeting Participation 12 20 0 15 0 47 $13,447 $0 $0 $13,447 Preparation and planning of Executive Committee meetings. Up to four, one-hour meetings per year. Meeting preparation and deliverables include agendas, handouts, and summary of action and discussion items. Deliverables will also be provided to Technical Working Group TWG). Participation by two staff members at all meetings. B Technical Working Group Coordination & Meeting Participation 24 30 12 28 0 94 $26,364 $0 $0 $26,364 Preparation and planning of TWG presentations, agendas, handouts, and summary notes. Up to four, 2-hour TWG meetings per year. Restructure meetings to discuss the workplan project tasks in more detail with focus on task scoping, progress reporting (metrics, dates, % complete, etc.), completed milestones, and cost reporting. Participation by up to two staff member at all meetings. A.3 General Administration 33 79 96 119 2 329 $84,328 $1,800 $18,000 $104,128 A General Association Communications 15 25 10 80 0 130 $32,285 $0 $0 $32,285 General communication (e-mails, phone calls etc.), mailing and distribution lists, and miscellaneous coordination activities. Coordination with partner agencies such as Resource Conservation Districts, Land Paths, Laguna Foundation, Resources Legacy Fund, Occidental Arts and Ecology Center, Russian Riverkeeper, Tribes, Russian River Watershed Coalition, Sonoma County Regional Climate Protection Authority, Respect Russian River, Russian River Confluence, SMART, and The Great Redwood Trail Agency. Promote fundraising events and resources for entities that implement programs supporting member agency objectives. Respond to inquiries from potential new members. B Project Management and Controls 6 20 22 30 0 78 $19,882 $ 400 $4,000 $24,282 Budget tracking, internal process meetings and invoicing. $4,000 ODC to Administrative Agency (City of Ukiah) for their time administering the contract and processing invoices. C Legal Services 1 2 0 1 0 4 $1,168 $ 400 $4,000 $5,568 At the direction of the BOD, and if an independent third-party review is needed. Obtain as- needed contracted legal services review of Agreement with potential grantor, new members or other need. Placeholder to be used as needed. ODC includes contract cost. D Strategic Plan 3 12 24 0 2 41 $ 10,721 $1,000 $10,000 $21,721 Prepare and administer an RFP to facilitate developing a three-year RRWA strategic plan to establish overall long-term goals and priorities. ODC includes contract cost. Efforts include meeting to identify the scope, creating a draft RFP, receiving and addressing Co-Permittee comments, identifying consultants and clearinghouses for the solicitation, issuing the RFP, fielding questions, issuing addendums, receiving the proposals and transmitting them to the Co- Permittees, follow-up communications and scheduling, preparing contract documents, and administering the contract. E Coordinate and Develop the 2025-26 Work Plan 8 20 40 8 0 76 $ 20,272 $0 $0 $20,272 Coordinate and develop 2025-2026 Work Plan and budget. Executive Director Services Totals 103 163 112 198 2 578 $ 154,981 $1,800 $18,000 $ 174,781 RRWA STAFF/ CONSULTANT SERVICES Assumptions/Comments APPENDIX B: 2024-2025 RRWA Work Plan General Benefit Projects - Adopted February 22, 2024 Executive Director Project Manager Technical Support Program Specialist Intern Total Hours Total Labor Costs Sub/ODC Markup Other Direct Costs (ODCs)Cash Totals 351 $302 $243 $213 $ 106 10.0% B.1 Outreach Strategies 49 89 233 203 68 642 $ 151,143 $1,020 $10,200 $162,363 A Outreach Communications, Development, and Implementation 7 50 30 44 0 131 $34,219 $0 $0 $34,219 Respond to BOD & TWG requests to support watershed-wide initiatives as identified during the work plan year. Support previous outreach campaign efforts and respond to inquiries and requests for information; presentations to outside organizations; assistance to Sonoma Water on student video contest, including ADA services for online posted materials as needed. B Sponsorships and Events 8 17 44 22 0 91 $ 23,320 $755 $7,550 $31,625 Sponsor clean-up events including $1,500 for Russian Riverkeeper cleanup, $500 for coastal cleanup, and $250 for Mendocino County cleanup; provide $1,000 for Daily Acts cobranding support; sponsor Steelhead Festival at $1,000 level; sponsor Fiesta de Independencia at 1,000 level; provide $500 for Mendocino County Earth Day; provide $300 for Cloverdale's La Familia Sana and/or Resilient Cloverdale; provide $1,000 for California Product Stewardship Council; and provide $500 for California Landscape Contractors Association. Support and coordinate regional outreach efforts including the facilitation of public event attendance and other local events that provide opportunities to engage with the public, including ideal opportunities for engaging with the Spanish speaking community; coordinate with Member Agencies on event attendance. Includes staffing at two tabling events. C Regional RRWA Program Outreach Coordination and Participation 20 4 10 71 18 123 $27,689 $0 $0 $27,689 Preparation, planning, and participation in RRWA program Subcommittee meetings. Meeting frequency as directed by Subcommittees. Meeting preparation and deliverables include agendas and handouts. Participation by two staff members at all meetings. Respond to inquiries and requests for use of Russian River Friendly Landscaping (RRFL) Guidelines. Continue enhancing/maintaining website library of RRFL materials. Maintain RRFL signage program in conjunction with RRFL subcommittee. Coordinate and facilitate residential and commercial outreach strategies for the program as directed by the RRFL subcommittee. Regional coordination between member agencies and with program partners regarding efforts to oversee Stewardship Programs implemented by PhRMA in conjunction with Safe Medicine Disposal Subcommittee. Provide support services and outreach for events and campaign. D Website Maintenance 2 2 20 28 10 62 $ 13,190 $90 $900 $14,180 Reorganize website and maintain website content such as posting of meeting dates, agendas and summaries, and updating content blog(s). ODC for 12-month website maintenance and technical support plan. E Watershed Map 0 2 55 8 8 73 $16,521 $75 $750 $17,346 Migrate existing map to new platform. Maintain online interactive map of the Russian River watershed. Execute updates, such as improve existing layers or adding layer sources on map updates. ODC includes web map hosting. F Social Media 2 4 60 12 20 98 $ 21,166 $100 $1,000 $22,266 Maintain existing social media account(s) to engage online community and to promote events, programs, projects, and member agency content. Utilize existing stormwater outreach library to create "edu-memes" (picture posts with succinct messaging) for Facebook and for member usage. Assumes approximately 1 hour per week for posting content and 1 hour per week for response to inquiries as needed. $1,000 ODC includes ad placement costs. Provide two outreach performance metric updates. Participate in and facilitate Social Media Subcommittee meetings. G Outreach Initiatives As-Needed 10 10 14 18 12 64 $ 15,038 $0 $0 $15,038 Outreach task for specific as-needed requests during the fiscal year such as focus campaigns, supplemental funding, and support for member benefit outreach strategies. Participation in member agency initiatives as directed. RRWA STAFF/ CONSULTANT SERVICES Assumptions/Comments Executive Director Project Manager Technical Support Program Specialist Intern Total Hours Total Labor Costs Sub/ODC Markup Other Direct Costs (ODCs)Cash Totals 351 $302 $243 $213 $ 106 10.0% RRWA STAFF/ CONSULTANT SERVICES Assumptions/Comments B.2 Russian River Friendly Landscaping Workshop 24 4 0 60 18 106 $24,320 $200 $2,000 $26,520 A Event or workshop series for Landscape Professionals 24 4 0 60 18 106 $24,320 $200 $2,000 $26,520 Coordinate and facilitate either the RRFL Biennial Event or a series of commercial contractor workshops as directed by and in conjunction with the RRFL subcommittee. Create RRFLG materials supporting Biennial Event. ODC for speaker and facility fees and incidental event purchases. B.3 Regulatory Forum and Advocacy 29 13 0 56 12 110 $ 27,305 $0 $0 $27,305 A Research, read, review & author response letters. Verbal comments as appropriate. Prioritization of issues and topics 16 4 0 44 12 76 $ 17,468 $0 $0 $17,468 Research, view-point/opinion compilation, writing, review, prepare drafts, coordinate signatures and distribution of up to 12 comment letters. Monitor member agency permitting and policy issues and Coordinate responses of member agencies. Provide forum for discussions with RWQCB and affected member agencies as Russian River TMDL is developed and provide review and comment. Support agencies in the review of state and federal initiatives that may affect member agencies. B Presentation at Regional Board Meeting 4 0 0 6 0 10 $2,682 $0 $0 $ 2,682 Annual presentation to RWQCB by Board of Directors Chair and Executive Director. The once- per-year presentation to RWQCB provides an overview of RRWA, information about the Russian River watershed, the regional collaboration achieved by RRWA members, and highlights the many successful RRWA programs. C Bi-annual Meeting with Regional Board Executive Officer 9 9 0 6 0 24 $7,155 $0 $0 $ 7,155 Two annual and up to one contingency meetings per year between RRWA BOD Chair and Co- Chair, RWQCB Executive Officer and staff, and RRWA Executive Director including meeting preparation, participation, and travel time. B.4 Regional Stormwater Program Support 1 16 0 70 0 87 $20,093 $2,131 $ 21,310 $43,534 A Stormwater Activities Memorandum 1 10 0 6 0 17 $4,649 $0 $0 $ 4,649 Develop Technical Memo describing all Stormwater related activities undertaken on behalf of member agencies during 2023-2024. Report delivered by the end of August 2024 for incorporation into Annual Reports. B CASQA Group Membership 0 2 0 12 0 14 $3,160 $2,011 $20,110 $25,281 Coordinate CASQA group membership, including invoicing and managing the membership, subscription to the Industrial/Commercial and Construction Best Management Practice (BMP) Manuals, includes four membership slots for RRWA staff. Task also includes area-wide funding for centralized Our Water Our World (OWOW) program coordination and administration. ODCs are $11,200 for group membership and $8,010 for OWOW program administration, and $900 for BMP Manuals. C Restaurant Placemats 0 2 0 36 0 38 $8,272 $120 $1,200 $9,592 Continue to provide partners with placemats, including bilingual placemats, update placemat as directed by the TWG, continue to seek out new partners throughout the watershed. D Creek Week 0 2 0 16 0 18 $4,012 $0 $0 $ 4,012 Support Member Agencies in outreach efforts to engage the community to participate in creek week events; develop a landing page of Creek Week events happening through the watershed; link cleanup events on the interactive watershed atlas; adopt a Creek Week proclamation, provide a post-event metric report. TOTAL General Benefit Projects 103 122 233 389 98 945 $ 222,861 $3,351 $33,510 $ 259,722 APPENDIX C: 2024-2025 RRWA Work Plan Special Benefit Projects - Adopted February 22, 2024 Executive Director Project Manager Technical Support Project Specialist Intern Total Hours Total Labor Costs Sub/ODC Markup Other Direct Costs (ODCs)Cash Totals 351 $ 302 $243 $213 $106 10.0% C.1 Stormwater Phase 1 Support All Co-Permittees 3 10 24 0 2 39 $ 10,117 $0 $0 $10,117 A LID Manual and/or Calculator Update 3 10 24 0 2 39 $10,117 $0 $0 $10,117 Support Co-Permittees with preparing and administering an RFP to update to the Stormwater Low Impact Development (LID) Manual and calculator as directed by the TWG. Placeholder to be used as needed. Efforts include meeting to identify the scope, creating a draft RFP, receiving and addressing Co-Permittee comments, identifying consultants and clearinghouses for the solicitation, issuing the RFP, fielding questions, issuing addendums, receiving the proposals and transmitting them to the Co-Permittees, follow- up communications and scheduling, preparing contract documents, and administering the contract. C.2 Phase I Child Outreach Plan Ukiah and Sonoma County 1 2 0 6 0 9 $2,233 $2,000 $20,000 $24,233 A Water Education Program Coordination 1 2 0 6 0 9 $2,233 $2,000 $20,000 $24,233 Coordinate Ukiah, and County of Sonoma’s participation in Sonoma Water’s Water Education Program; includes contract administration, coordinating with Sonoma Water to set up the program, and assistance with soliciting participation to local schools. ODC includes contract cost at $10,000 (not to exceed) per participating agency. Labor hours are based off prior year's efforts. C.3 Regional Our Water Our World Contract Cloverdale, Healdsburg, Ukiah, Mendocino County, Sonoma County, Sonoma Water, and Windsor 0 6 0 20 0 26 $6,072 $1,735 $17,353 $25,160 A Regional Our Water Our World Program 0 6 0 20 0 26 $6,072 $1,735 $17,353 $25,160 Coordinate agency participation in the regional OWOW program which implements pesticide, herbicide, and fertilizer-related education and outreach at nurseries and hardware stores. The OWOW program provides outreach to the public and training for retail staff to educate on less toxic products and practices. There are currently nine locations participating in the program through RRWA within the participating agencies' geographical boundaries. ODC includes contract cost. Labor hours include contract administration, program oversight, event promotion, material ordering, and optimizing unified messaging with other RRWA programs. Printing costs and purchase of other promotional supplies are not included, but may be purchased if budget is available. C.4 Sonoma State WATERS Project Cloverdale, Healdsburg, Santa Rosa, Ukiah, Mendocino County, Sonoma County, Sonoma Water, Cotati, and Windsor 16 2 0 8 2 28 $8,136 $1,750 $17,500 $27,386 A Sonoma State WATERS Project 16 2 0 8 2 28 $8,136 $1,750 $17,500 $27,386 In partnership with Sonoma State University (SSU), Sonoma Water, and Santa Rosa, sponsor and support the ongoing project as part of the Watershed Academics to Enhance Regional Sustainability (WATERS) program. Continue program from previous years on the nexus between water quality and homelessness including water sampling, social media campaign, mapping, and working with community leaders. ODC includes contract cost. RRWA STAFF/ CONSULTANT SERVICES Assumptions/Comments Executive Director Project Manager Technical Support Project Specialist Intern Total Hours Total Labor Costs Sub/ODC Markup Other Direct Costs (ODCs)Cash Totals 351 $ 302 $243 $213 $106 10.0% RRWA STAFF/ CONSULTANT SERVICES Assumptions/Comments C.5 Streets to Creeks Administration All RRWA Members 0 1 0 3 0 4 $941 $1,500 $15,000 $17,441 A Streets to Creeks Administration 0 1 0 3 0 4 $941 $1,500 $15,000 $17,441 Facilitate and administer Street to Creeks contract. ODC includes contract cost. C.6 Streets to Creeks Campaign Cotati, Mendocino County 0 1 1 2 0 4 $971 $560 $5,600 $7,131 A Streets to Creeks Campaign 0 1 1 2 0 4 $971 $ 560 $5,600 $7,131 Support further development of the Streets to Creeks outreach campaign and campaign material; incorporate outreach material into RRWA materials and social media. ODC includes contract cost. C.7 Streets to Creeks Campaign and Pilot Cloverdale, Healdsburg, Santa Rosa, Sebastopol, Ukiah, Sonoma County, Sonoma Water, Windsor 3 15 25 10 2 55 $ 14,000 $6,240 $62,400 $82,640 A Streets to Creeks Campaign and Trash Pilot 3 15 25 10 2 55 $14,000 $6,240 $62,400 $82,640 Support further development of the Streets to Creeks outreach campaign and campaign material; incorporate outreach material into RRWA materials and social media. Support Co-Permittees with preparing and administering an RFP to facilitate a Pilot Trash Study. Efforts include meeting to identify the scope, creating a draft RFP, receiving and addressing Co-Permittee comments, identifying consultants and clearinghouses for the solicitation, issuing the RFP, fielding questions, issuing addendums, receiving the proposals and transmitting them to the Co-Permittees, follow-up communications and scheduling, preparing contract documents, and administering the contract. ODC includes contract costs. C.8 Streets to Creeks Promotional Items Cloverdale, Cotati, Healdsburg, Santa Rosa, Sebastopol, Ukiah, Sonoma County, Sonoma Water, Windsor 0 2 0 6 0 8 $1,882 $874 $8,736 $11,492 A Streets to Creeks Promotional Items 0 2 0 6 0 8 $1,882 $874 $8,736 $11,492 Facilitate ordering promotional items for tabling events. ODC includes up to $8,740 for promotional items. C.9 Grant Support Sonoma Water, Santa Rosa, Windsor 4 18 36 6 0 64 $ 16,866 $0 $0 $16,866 A Grant Support and Advocacy 4 18 36 6 0 64 $16,866 $0 $0 $16,866 Support grant funding opportunities for member agency projects and regional projects. Research and report upcoming funding opportunities. C.10 Operators Forum Sonoma Water, Santa Rosa, Ukiah, Windsor, Cloverdale 14 36 36 24 0 110 $29,646 $0 $0 $29,646 A Operators Forum Communications, Management, and Implementation 14 36 36 24 0 110 $29,646 $0 $0 $29,646 Support and facilitate development of an Operators Forum for participating agencies. Convene a quarterly working group comprised of operation staff to identify potential cost saving measures through regional information sharing. Summary notes will be provided to participating agency staff. Staff time includes a summary report with recommendations and action items identified throughout the year. Assumes four meetings. TOTAL Special Benefit Projects 41 93 122 85 6 347 $90,864 $14,659 $ 146, 589 $ 252,112