Attachment 1 Page 1 of 3 Attachment 1 Page 2 of 3 Attachment 1 Page 3 of 3 Challenges, Concerns and IMC General Recommendations Fiscal Year 2016-2017 Challenges and concerns regarding Permitting, Partnerships and Climatic Extremes will likely continue throughout the life of the Safe, Clean Water and Natural Flood Protection Program (SCW) and will continue to be included in this section. This year (2016-2017) the IMC recommends adding “New Statutes and Regulations” to the General Recommendations. Permitting • The majority of capital projects in the Annual Report require permits from other agencies and obtaining these permits in a timely manner can be a challenge. Permit delays can delay projects, increase construction costs and erode the public’s trust. Capital Funding Partnerships • Large capital projects cannot be funded solely by the District and can rely heavily on funds from outside agencies. There are two areas which can prove challenging to the successful completion of these types of projects. Funding from outside agencies is not always guaranteed nor is it always delivered at the projected time. Climatic Extremes – Drought and Flood • A prolonged drought can have continued impacts over a long period of time. Impacts from a flood are immediate and require an immediate response. Climatic extremes of drought and flood will impact staffing and budgets. New Statutes and Regulations • The IMC recommends the SCW report acknowledge that new statutes and regulations may change the scope and cost of a project in the 15-year program, affecting large and small projects alike. Examples are Anderson Dam (spillway evaluation requirements) and the pharmaceutical grant project. Financial Information per Project • If not already included, the IMC recommends providing explanation for any project budget that is either over or under by more than 5% of the annual budgeted amount to ensure transparency. Challenges, Concerns, and IMC General Recommendations FY 17 Page 1 of 3 Attachment 2 Page 1 of 3 IMC Recommendations - Annual Report Format Fiscal Year 2016-2017 Status • For projects with a current or previous status of “Adjusted,” the IMC recommends adding a footnote in the Status History table to state the type of adjustment made (i.e. schedule, budget, etc.). Confidence Levels – Jurisdictional Complexity • Add “See Appendix D.” Appendix A – Annual Financial Summary • Page A-1, Project A-1 Main Avenue and Madrone Pipelines Restoration: The IMC recommends adding a footnote to clarify that any amount over $6.3 Million will be funded through the Water Utility Enterprise fund. Glossary • Include a copy of the glossary from Appendix A of the 5 Year Implementation Plan with a tab within Appendices. Regional Water Quality Control Board (RWQCB) • For projects under the jurisdiction of either the San Francisco Bay or Central Coast RWQCB, identify the responsible RWQCB for clarity and to provide better information about the project partner. Priority E: Provide Flood Protection to Homes, Businesses, Schools and Highways • The IMC recommends including language in the Priority E description that addresses the multi-benefit approach to flood protection projects, which includes incorporating water quality, water supply, environmental stewardship, and recreational enhancement benefits into capital flood protection projects, when possible. Board resolution and Safe, Clean Water ballot language • The IMC recommends a link to the Board resolution and SCW ballot language be added to the SCW webpage and as a link in the Annual Report. Challenges, Concerns, and IMC General Recommendations FY 17 Page 2 of 3 Attachment 2 Page 2 of 3 Additional IMC Support Fiscal Year 2016-2017 The IMC requests that the District: • Continue to provide opportunities for IMC members to visit projects to obtain a clearer understanding of SCW Projects. • Provide presentations at the December 2018 IMC meeting regarding: o The Good Neighbor Encampment Cleanup (Project B4) funding plan to address the funding shortfall. o The new grants management system and process. o The 5-Year Implementation Plan for Fiscal Years 2019-2023. • Develop and provide an orientation plan for new IMC members. This year we welcomed three new IMC members who would likely have benefitted from an opportunity to meet with the IMC District staff and committee members outside of the official IMC meetings. Staff and committee members could provide information about their role to help new members better understand the best way to make meaningful contributions. Challenges, Concerns, and IMC General Recommendations FY 17 Page 3 of 3 Attachment 2 Page 3 of 3 Independent Monitoring Committee Fiscal Year 2016-2017 Annual Report Priority A Ensure a Safe, Reliable Water Supply Project: Status: Comment: IMC agrees with project status. Recommendation is: A1 Main Avenue and Madrone Pipelines Restoration On Target • In the FY17 Annual Report, in Appendix A-2, correct footnote #2 to reflect the amount of $11.4 million. IMC agrees with project status. Recommendations are: Water Conservation Grant Program • In the FY17 Annual Report, in Table A2.1, correct the project description for Ecology Action’s Every Drop Counts project. • In the FY18 Annual Report, highlight the long-term benefits of the pilot programs to the District’s programs (e.g. Advanced Metering Infrastructure). Water to Go (Hydration Station) Grant Program • Inquire with the schools about the long-term maintenance costs of the Water to Go stations. • In the FY18 Annual Report, A2 Safe, Clean Water Partnerships and Grants On Target Include a summary of the survey results from the Water o to Go grants and highlight the benefits of the program. Clarify that in the original Safe, Clean Water program o text, the program is called the hydration station grant program, but now it is called the Water to Go grant program. • The program appears to be successful. Depending on the survey results, the Board should consider allocating additional funds to this project. Nitrate Treatment System Rebate Program • Despite substantial outreach, the demand for this rebate program remains very low. Suggest considering re-allocating the Attachment 3 funds to other projects, such as the Water to Go grant program. Page 1 of 10 Project: Status: Comment: Scheduled IMC agrees with project status. to Start in No recommendations. A3 Pipeline Reliability Project FY 2019 Attachment 3 Page 2 of 10 Independent Monitoring Committee Fiscal Year 2016-2017 Annual Report Priority B Reduce Toxins, Hazards and Contaminants in our Waterways Project: Status: Comment: IMC agrees with status. Recommendations are: • In the FY18 Annual Report, Further explain why the 10 creeks referenced in the o KPI have not been identified in the Pollution Prevention Prioritization Plan. Change the name of Pollution Prevention Activity #1 o from “Trash Accumulation Point Mapping” to “Trash Accumulation Point Mapping and Removal.” B1 Impaired Water Bodies Improvement On Target Explain the maintenance and troubleshooting issues o with the different systems. General Statement: • The IMC appreciates the acknowledgement of the positive recognition that the District is receiving from the San Francisco Regional Water Quality Control Board for the operation and maintenance of oxygenation treatment systems in 4 reservoirs and would like to see that continue to be highlighted in future annual reports. IMC agrees with status. Recommendations are: • In the FY18 Annual Report, Explain in greater detail how the Safe, Clean Water o funds are used in conjunction with other funds for the SCVURPPP local share for the Proposition 1 grant. B2 Interagency Urban Runoff Program On Target Mention the B1 Pollution Prevention Prioritization Plan o for KPI #3 under B2 and explain how they are linked. In the Highlights Box, include “all cities and the o County” in the second bullet point to clarify that the District maintains multiple partnerships with all Attachment 3 jurisdictions in Santa Clara County. Page 3 of 10 Project: Status: Comment: IMC agrees with status. Recommendations are: • In the FY17 Annual Report, in Appendix C-3, add “County” to the project description for the Silicon Valley Senior Services grant. B3 Pollution Prevention Partnerships and Grants On Target • In the FY18 Annual Report, for the Secure Pharmaceutical Collection Bin Expansion Project, add clarifying language that pharmaceutical companies chose not to work with the grantee, but instead to pursue their own compliance program. IMC agrees with status. Recommendation is: Good Neighbor Program: Encampment B4 On Target • In the FY18 Annual Report, change the footnote on Graph B Cleanup 4.2 to reference “combined cleanups” on Coyote Creek, instead of “large scale clean up.” IMC agrees with status. Hazardous Materials Management and B5 On Target No recommendations. Response IMC agrees with status. Good Neighbor Program: Remove Graffiti and On Target B6 No recommendations. Litter IMC agrees with status. Recommendations are: • In the FY18 Annual Report, Include the dates of the volunteer creek cleanup events o in the text. Include the link to the virtual map of volunteer cleanup Support Volunteer Cleanup Efforts and o B7 On Target sites in the text and Project Highlights Box. Education General Statement: • The IMC recognizes that because of higher than anticipated grant allocations in the early years of the Safe, Clean Water Program, Project B7 spent 34% of its funds within the first four years of the Program. Despite this, the IMC expects the project will meet its15-year Key Performance Indicators. Attachment 3 Page 4 of 10