EXHIBIT 4-A

936 Old Orchard RdCampbell, CA 95008

PH        408-374-0977

FX        408-374-2197

e-mail proposal

DATE:         November 22, 2004                                                                             NO OF PAGES: 4

TO:             Darby Fuerst, Senior Hydrologist

RE:             Seaside Basin Public Involvement Plan Proposal

 

This is in response to the District’s request for a proposal to develop a plan that conforms to the state requirements for public involvement in the District’s ongoing Seaside Basin Groundwater Management Planning process. Specifically, for AB 3030[1] compliant plans, the State Water Code mandates that

the local agency shall prepare a plan to involve other agencies that enables the local agency to work cooperatively with other public entities whose service area or boundary overlies the groundwater basin (section 10753.7a2)

Preparing and implementing an Involvement Plan is one of the requirements that must be accomplished for an agency to be considered for state funding for groundwater projects (section 10753.7a of the State Water Code). Of course, an Involvement Plan will also contribute to the development of an effective groundwater management plan that can be supported and implemented by the various Basin stakeholders.

In sum, this proposal provides a plan to facilitate communication and cooperation with other stakeholders in the development of the Seaside Basin Groundwater Management Plan and for assistance in developing and documenting the Involvement Plan for inclusion in the Groundwater Management Plan.

 

Our Firm: Experience

Most reputable public relations organizations are able to produce typical outreach products, including brochures, websites, newsletters, and so forth. We believe more is needed to make the Seaside Basin outreach program a success. Rauch Communication Consultants has for three decades offered several complementary capabilities to its outreach work: an understanding of special districts, in-depth knowledge of water issues, meditation of disputes, full service public outreach capabilities, and strategic planning.

In the course of over 30 years, we have served 165 special district clients, the vast majority of which are water and wastewater agencies. We have helped them achieve real successes in communicating public issues by combining these capabilities with the ability to implement them effectively.

Basin Background and Issues

Water levels in some areas of the Seaside Basin have been falling and groundwater levels in some wells at the coast are now below sea level year-around. Many wells in the Basin show a consistent downward trend. While seawater intrusion has not been detected to date, eventually it will occur unless changes are made in groundwater management and use patterns.

The Basin has multiple subareas, each with unique hydrological characteristics and pumping patterns. Use by subarea and aquifer varies dramatically, yet safe yield is not identified by each subarea and aquifer unit. Moreover, a variety of pumpers depend on the basin for a long-term supply, yet pumping at current levels is not sustainable over the long-term.

The Basin situation is made more complex by the current adjudication process now underway and the fact that several stakeholders have questioned the District’s authority to regulate groundwater. Nonetheless, the District position is that a Groundwater Management Plan is clearly needed in the near-term to help achieve long-term Basin certainty, sustainability and protection, and to better position the District and the community to qualify for the substantial pool of state funding available for groundwater projects.

 

Goals of the Outreach Program

The overall goal of the public outreach program is to prepare an Involvement Plan that includes techniques for increasing stakeholder involvement, cooperation, understanding and acceptance, in the Groundwater Management planning process.

 

What We Propose to Do

The consultant suggests that this project be approached in two phases with each phase having two or more steps.

PHASE I – Current Fiscal Year

Step 1: Research. The research phase would include a literature review of outreach plans for similar programs, development of a draft plan, and a series of one-on-one interviews with key stakeholders. The interviews would be designed to solicit the views of stakeholders in a confidential setting where they would feel comfortable being fully open. The interviewees would be asked to comment on various aspects of the Groundwater Management Plan, including their response to a preliminary draft Involvement Plan, and their view of the proper role of the District in groundwater management. The report on the interviews would be designed to maintain the anonymity of the comments made by specific parties.

Step 2: Facilitation. The primary tool for involving other agencies and enabling the District to work cooperatively with them is through the Advisory Committee process. This gives stakeholders an opportunity to become directly and closely involved in the groundwater management planning process. The Advisory Committee process is expected to have two levels: a Policy Committee that might meet approximately quarterly and provide a level of interaction preferred by senior managers and policy makers; also a Technical or Working Committee that is expected to be attended by technical experts. Both Committees would be open to any stakeholder. The Technical Committee might meet every month or two and report to the Policy Committee. The consultant would provide support as needed to design and facilitate meetings and develop communication materials for the Committees.

Step 3: Development of an Updated Draft Involvement Plan. Prepare an updated draft of the Involvement Plan. This step also provides for review and feedback by the District and the Advisory Committee.

PHASE II – Next Fiscal Year

Step 4. Documentation. Develop evaluation criteria and techniques. Produce a final draft of the public involvement plan and amend the plan as appropriate after review by the District and the Advisory Committee. Format the plan so it can be incorporated into the larger Groundwater Management Plan.

Step 5. Facilitate and Assist with Meetings of the Advisory Committee. Assist with planning and facilitation as necessary.

 

Other Involvement Issues

There are two additional areas of public involvement that are not incorporated in this proposal, but should be noted for completeness.

  • Ongoing Communication with Stakeholders and the Public. The consultant recommends that there be an additional level of more general outreach that would include development of appropriate methods to communicate with and involve stakeholders’ policy boards and councils, and the general public as the Groundwater Management planning process progresses. Examples might include preparation of periodic, reader-friendly written summaries and a reader friendly summary of the final report, distribution of the final report, preparation of press releases, web updates and presentations. Most such materials would also be useful for the Advisory Committee, but would be primarily developed for communicating with the press, Boards, Councils and the interested public. This type of general outreach is outside the scope of this proposal. It is assumed that similar activities might be undertaken as part of the District’s general outreach efforts.
  • Meet Noticing Requirements. It is presumed that the District will prepare and publish all required notices and keep them on file. These include: notice of intent to adopt a resolution to prepare a Groundwater Management Plan with an invitation to the public to attend the hearing; a notice inviting the public to participate in developing the Groundwater Management Plan; legal notices for the comment period on the draft plan and any other required items. The Involvement Plan timeline would incorporate reminders about needed notices.

 

Schedule

The involvement program will be scheduled to interface with the progress of the development of the Groundwater Management Plan that is required to be complete by March 2006. This proposal provides a cost estimate for the part of the work that would occur this fiscal year ending on June 30, 2005.


Cost Estimate

An estimate for the portion of the program that is expected to be implemented during fiscal year 2004-05 (ending June 30, 2005) follows:

Phase

Action

Cost

1

PHASE I – Current Fiscal Year

Step 1: Research.

  • Literature review of outreach plans for similar programs.
  • Development of a first draft involvement plan.
  • Series of one on-one interviews with key stakeholders over two days.
  • Report to the District and the Advisory Committee on the interviews and outreach plan at one of the Advisory Committee meetings.

$7,350

 

Step 2: Facilitation.

  • Assist with planning and facilitation of two Advisory Committee Meetings, including development of memos, agendas, summaries, etc. Support the Groundwater Management Plan Committee Process in general.

$8,500

 

Step 3. Development of the Draft Involvement Plan

  • Develop a complete draft plan. Review the plan with the District and the Advisory Committee. Finalize the plan.

$2,250

 

Material Costs

$600

 

TOTAL

$18,700

 

 

 

 

 

2

PHASE II – Next Fiscal Year

Step 4. Finalize and Document the Involvement Plan

  • Develop evaluation criteria and techniques. Produce a final draft of the public involvement plan and review by the District and the Advisory Committee. Format the plan appropriately so it can be incorporated into the larger Groundwater Management Plan.

Step 5.  Facilitate and Assist in meetings of the Advisory Committee 

 

Estimate to be developed before start of Fiscal Year 2005-2006.

 

This is a time and materials proposal. Because an outreach program needs to respond to changing circumstances, changes to the plan may occur as well as changes to the cost of individual activities to meet public and District needs. Based on experience with this type of program, we believe that a program of approximately this scale would meet the needs of Monterey Peninsula Water Management District.

Rauch Communication Consultants rate for the senior consultants is $135 per hour, associate consultants $75 per hour, graphic designers $75 per hour, media and writing specialist $75 per hour, and administrative assistance $45 per hour. For meetings involving travel, the minimum charge is four hours. Mileage is charged at the current IRS standard deduction. Material expenses above $15 are charged at cost. A flat $50 per invoice is charged to cover all other expenses.  Sales tax, where appropriate is additional.

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[1] AB 3030 refers to Assembly Bill 3030 or the Groundwater Management Act, which when adopted by the State Legislature in September 1992, provided local public agencies with increased management authority over groundwater resources.