Approve Meeting Schedule FOR Board Workshops on Governance Structure for Regional Urban Water Supply Project; Aquifer Storage and Recovery; Water Needs Analysis – Existing Setting and Demand; Water Needs Analysis – Future Demand at Buildout; Water Augmentation Alternatives; Water Project Cost and Timeline Analysis


Meeting Date:

November 21, 2005





David A. Berger,

General Manager


Line Item No.: 



Prepared By:

Arlene Tavani and

Henrietta Stern

Cost Estimate:  $6,000 



General Counsel Approval:  N/A

Committee Recommendation:  N/A

CEQA Compliance:  N/A


SUMMARY:  Attached as Exhibit 17-A for Board consideration is a calendar of potential dates for Board workshops included as part of the MPWMD 2005-2006 Strategic Plan adopted by the Board at its October 18, 2005 meeting.  The meeting dates were identified based on a review of calendars submitted by the Directors for the months of November 2005 through June 2006.  The adopted Strategic Plan calls for the first two workshops to be held in November 2005 and late December 2005/early January 2006, respectively.  January 25, 2006 is the first date that all directors are available to participate in a workshop.  The Board previously directed that workshops should be held in the evening to maximize public attendance. It is noted that the bottom of Exhibit 17-A includes a master schedule of Board meetings for reference.  Note that this schedule does not include a date for a possible special meeting/public hearing to receive comments on the Environmental Impact Report (EIR) for the MPWMD aquifer storage and recovery project (see Agenda Item #19).


Staff proposes that the workshops be held in the following order (dates in italics):


1.     Regional Urban Water Supply (RUWS) Board Governance – 1/25/06

2.     Aquifer Storage and Recovery (ASR) Overview and Future Possibilities – 2/22/06

3.     Water Needs Analysis, Part A -- Existing Setting and Demand – 3/23/06

4.     Water Needs Analysis, Part B -- Future Demand at Buildout – 5/18/06

5.     Water Supply Augmentation Alternatives – 5/25/06

6.     Water Projects Costs and Timeline Analysis – 6/29/06


As noted in the October 17, 2005 staff report regarding the adoption of the Strategic Plan, Workshop #6 above would entail retaining one or more consulting firms whose expertise includes large desalination and similar projects.  The consultants would assist the District Engineer to independently assess the cost and timeline information provided by the project proponents featured in the September 8, 2005 Comparative Matrix of Water Supply Alternatives.


RECOMMENDATION:   Staff recommends that the Board take the following actions:


1.     Amend the Strategic Plan adopted on October 17, 2005 to revise the workshop schedule to be consistent with the schedule shown on page 1 of this report and presented in Exhibit 17-A.


Alternative Action:  If the Board wishes to remain closer to the original schedule adopted in October 2005, an alternative means is to schedule the Workshop #1 (Regional Urban Water Supply (RUWS) governance) topic as an agendized presentation or action item at the December 12, 2005 regular meeting.  The Workshop #2 (ASR) topic could be addressed on Wednesday, January 25, 2006 as a special workshop.  The Workshop #3 (existing water needs) topic could be placed on the agenda (presentation or action item) for the regular meeting scheduled for January 26, 2006.   Workshops #4, #5 and #6 would occur on March 23, May 25 and June 29 2006, respectively.  Staff does not recommend this alternative as it is counter to the Board’s original intent to set aside time to address each topic individually, allow more time for the Board to question staff, and to enable more extensive, less formal public input than at regular Board meetings. 


2.     If the Board deems it appropriate, direct staff to advertise one or more of the workshops in local newspapers, prepare handouts, or create posters similar to those prepared for the August 25, 2005 Town Hall meeting.  The cost for these activities would be approximately $1,000.


3.     Direct that all workshops be conducted in the District’s conference room or the Boardroom of the Monterey Regional Water Pollution Control Agency, except for Workshop #6 on water augmentation alternatives, which may require a larger venue.


4.     Schedule for consideration at the February 23, 2006 regular Board meeting an item regarding retention of one or more consultants to prepare a detailed review and comparison of desalination and wastewater reclamation project costs and timelines in preparation for Workshop #6.  At this same meeting, consider a mid-year budget adjustment, estimated to be $30,000-$50,000 if consultants are to be retained to provide third-party information for Workshop #6.


BACKGROUND:  Under the “Water Supply” discussion at the September 8, 2005 Strategic Planning Workshop, the Board indicated its intent to hold a series of workshops on the following topics of Board and community interest, listed in order of priority:

·       Aquifer storage and recovery (ASR) overview and future possibilities

·       Regional Urban Water Supply Board governance

·       Water needs analysis (existing and future demand)

·       Water supply augmentation alternatives

·       Water projects cost and timeline analysis



At its October 17, 2005 meeting, the Board adopted the 2005-2006 MPWMD Strategic Plan, which included a revised list and order of workshop topics, to be conducted in November 2005 through June 2006.  These are shown as the six workshops described above in the “Summary” section.  Due to conflicting Board member schedules, the first available date for a workshop is late January 2006.  Attached as Exhibit 17-A is a schedule of dates all Directors are available to meet, and a suggested meeting schedule. 


IMPACTS TO STAFF/RESOURCES:  There will be a charge of approximately $3,000 ($500 per meeting) to record and televise each workshop.  An additional cost of approximately $2,000 will be incurred if meeting room space must be rented and a public address system obtained for Workshop #6.  Another $1,000 was added if the Board wishes to advertise the workshops, provide handouts or create posters similar to those prepared for the August 25, 2005 Town Hall meeting.  The cost to conduct the series of workshops was not anticipated in the Fiscal Year 2005-2006 MPWMD Budget. Funds are available in the District budget contingency, which currently contains about $75,000.  The workshop costs can be paid from that account. 


Workshop #6 entails retention of specialized consultants for an estimated amount of $30,000 to $50,000 if the Board requires a detailed review and comparison of desalination and wastewater reclamation project costs and timelines. The Board will need to consider funding the consultant no later than the February 2006 meeting.   This cost was not anticipated in the Fiscal Year 2005-2006 budget, and must be addressed in the mid-year budget adjustment to be considered by the Board in February 2006.



17-A  List of Dates Directors are Available for Board Workshops