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Home My WebLink About02-08-2021 Legislative Committee Meeting Complete Agenda Packet ORANGE COUNTY SANITATION DISTRICT SPECIAL NOTICE REGARDING CORONAVIRUS (COVID-19) AND ATTENDANCE AT PUBLIC MEETINGS On March 4, 2020, Governor Newsom proclaimed a State of Emergency in California as a result of the threat of COVID-19. On March 12, 2020 and March 18, 2020, Governor Newsom issued Executive Order N-25-20 and Executive Order N-29-20, which temporarily suspend portions of the Brown Act which addresses the conduct of public meetings. The General Manager and the Chairman of the Board of Directors have determined that due to the size of the Orange County Sanitation District’s Board of Directors (25), and the health and safety of the members, the Board of Directors will be participating in meetings of the Board telephonically and via Internet accessibility. PUBLIC PARTICIPATION Your participation is always welcome. The Legislative and Public Affairs Committee meeting will be available to the public online at: https://ocsd.legistar.com/Calendar.aspx You may submit your comments and questions in writing for the Committee’s consideration in advance of the meeting by using the eComment feature available via the webpage above or sending them to OCSanClerk@ocsd.com with the subject line “PUBLIC COMMENT ITEM # (insert the item number relevant to your comment)” or “PUBLIC COMMENT NON-AGENDA ITEM”. Submit your written comments by 9:00 a.m. on Monday, February 8, 2021. You may also submit comments and questions for the Committee’s consideration during the meeting by using the eComment feature that will be available via the webpage above for the duration of the meeting. All public comments will be provided to the Committee and may be read into the record or compiled as part of the record. Thank you. February 1, 2021 NOTICE OF SPECIAL MEETING LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE ORANGE COUNTY SANITATION DISTRICT Monday, February 8, 2021 – 4:00 p.m. ACCESSIBILITY FOR THE GENERAL PUBLIC Due to the spread of COVID-19, the Orange County Sanitation District will be holding all upcoming Board and Committee meetings by teleconferencing and Internet accessibility. This meeting will be available to the public online at: https://ocsd.legistar.com/Calendar.aspx A special meeting of the Legislative and Public Affairs Committee of the Orange County Sanitation District will be held in the manner indicated herein on Monday, February 8, 2021 at 4:00 p.m. LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE MEETING DATES BOARD MEETING DATES Monday 02/08/21 4:00 p.m. 02/24/21 Monday 03/08/21 12:00 p.m. 03/24/21 Monday 04/12/21 3:30 p.m. 04/28/21 Monday 05/10/21 12:00 p.m. 05/26/21 JUNE – DARK 06/23/21 Monday 07/12/21 3:30 p.m. 07/28/21 AUGUST – DARK 08/25/21 Monday 09/13/21 12:00 p.m. 09/22/21 OCTOBER – DARK 10/27/21 Monday 11/08/21 12:00 p.m. 11/17/21 * DECEMBER – DARK 12/15/21 * JANUARY – DARK 01/26/22 * Meeting will be held on the third Wednesday of the month ROLL CALL LEGISLATIVE & PUBLIC AFFAIRS COMMITTEE Meeting Date: February 8, 2021 Time: 4:00 p.m. Adjourn: COMMITTEE MEMBERS (7) Jesus S. Silva, Chair Marshall Goodman, Vice-Chair Kim Carr, Member-At-Large Anthony Kuo, Member-At-Large Andrew Nguyen, Member-At-Large David Shawver, Board Chair John Withers, Board Vice-Chair OTHERS Brad Hogin, General Counsel STAFF Jim Herberg, General Manager Rob Thompson, Assistant General Manager Lorenzo Tyner, Assistant General Manager Celia Chandler, Director of Human Resources Kathy Millea, Director of Engineering Lan Wiborg, Director of Environmental Services Kelly Lore, Clerk of the Board ORANGE COUNTY SANITATION DISTRICT Effective 1/27/2021 BOARD OF DIRECTORS Complete Roster AGENCY/CITIES ACTIVE DIRECTOR ALTERNATE DIRECTOR Anaheim Stephen Faessel Jose Diaz Brea Glenn Parker Steven Vargas Buena Park Art Brown Connor Traut Cypress Stacy Berry Anne Hertz Fountain Valley Patrick Harper Glenn Grandis Fullerton Jesus J. Silva Nick Dunlap Garden Grove Steve Jones John O’Neill Huntington Beach Kim Carr Dan Kalmick Irvine Anthony Kuo Farrah N. Khan La Habra Rose Espinoza Jose Medrano La Palma Marshall Goodman Nitesh Patel Los Alamitos Mark A. Chirco Ron Bates Newport Beach Brad Avery Joy Brenner Orange Mark Murphy Kim Nichols Placentia Chad Wanke Ward Smith Santa Ana Johnathan Ryan Hernandez Nelida Mendoza Seal Beach Sandra Massa-Lavitt Schelly Sustarsic Stanton David Shawver Carol Warren Tustin Ryan Gallagher Austin Lumbard Villa Park Chad Zimmerman Robert Collacott Sanitary/Water Districts Costa Mesa Sanitary District Bob Ooten Art Perry Midway City Sanitary District Andrew Nguyen Sergio Contreras Irvine Ranch Water District John Withers Douglas Reinhart Yorba Linda Water District Brooke Jones Phil Hawkins County Areas Board of Supervisors Doug Chaffee Donald P. Wagner LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Special Meeting Agenda Monday, February 8, 2021 - 4:00 PM Board Room Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 AGENDA POSTING: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted outside the main gate of the Sanitation District’s Administration Building located at 10844 Ellis Avenue, Fountain Valley, California, and on the Sanitation District’s website at www.ocsd.com not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including any public records distributed less than 72 hours prior to the meeting to all, or a majority of the Board of Directors, are available for public inspection in the office of the Clerk of the Board. AGENDA DESCRIPTION: The agenda provides a brief general description of each item of business to be considered or discussed. The recommended action does not indicate what action will be taken. The Board of Directors may take any action which is deemed appropriate. MEETING AUDIO: An audio recording of this meeting is available within 24 hours after adjournment of the meeting. Please contact the Clerk of the Board's office at (714) 593-7433 to request the audio file. NOTICE TO DIRECTORS: To place items on the agenda for a Committee or Board Meeting, the item must be submitted in writing to the Clerk of the Board: Kelly A. Lore, MMC, (714) 593-7433 / klore@ocsd.com at least 14 days before the meeting. FOR ANY QUESTIONS ON THE AGENDA, BOARD MEMBERS MAY CONTACT STAFF AT: General Manager: Jim Herberg, jherberg@ocsd.com / (714) 593-7300 Asst. General Manager: Lorenzo Tyner, ltyner@ocsd.com / (714) 593-7550 Asst. General Manager: Rob Thompson, rthompson@ocsd.com / (714) 593-7310 Director of Human Resources: Celia Chandler, cchandler@ocsd.com / (714) 593-7202 Director of Engineering: Kathy Millea, kmillea@ocsd.com / (714) 593-7365 Director of Environmental Services: Lan Wiborg, lwiborg@ocsd.com / (714) 593-7450 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Special Meeting Agenda Monday, February 8, 2021 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL AND DECLARATION OF QUORUM: Clerk of the Board PUBLIC COMMENTS: Your participation is always welcome. The Legislative and Public Affairs Committee meeting will be available to the public online at: https://ocsd.legistar.com/Calendar.aspx. You may submit your comments and questions in writing for the Committee’s consideration in advance of the meeting by using the eComment feature available via the webpage above or sending them to OCSanClerk@ocsd.com with the subject line “PUBLIC COMMENT ITEM # (insert the item number relevant to your comment)” or “PUBLIC COMMENT NON-AGENDA ITEM”. Submit your written comments by 9:00 a.m. on Monday, February 8, 2021. You may also submit comments and questions for the Committee’s consideration during the meeting by using the eComment feature that will be available via the webpage above for the duration of the meeting. All public comments will be provided to the Committee and may be read into the record or compiled as part of the record. REPORTS: The Committee Chairperson and the General Manager may present verbal reports on miscellaneous matters of general interest to the Directors. These reports are for information only and require no action by the Directors. CONSENT CALENDAR: Consent Calendar Items are considered to be routine and will be enacted, by the Committee, after one motion, without discussion. Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 1.2020-1392APPROVAL OF MINUTES RECOMMENDATION: Approve Minutes of the Regular Meeting of the Legislative and Public Affairs Committee held November 9, 2020. Originator:Kelly Lore Agenda Report 11-09-2020 LaPA Committee Minutes Attachments: NON-CONSENT: 2.2021-1450PUBLIC AFFAIRS STRATEGIC PLAN FOR FISCAL YEARS 2020-2022 MIDYEAR UPDATE Page 1 of 3 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Special Meeting Agenda Monday, February 8, 2021 RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Public Affairs Strategic Plan for Fiscal Years 2020 - 2022 Midyear Update. Originator:Jim Herberg Agenda Report Public Affairs Strategic Plan FY2020-2022 Communications Audit Report Executive Summary February 2020 Attachments: 3.2021-1415PUBLIC AFFAIRS UPDATE FOR THE MONTHS OF NOVEMBER 2020 THROUGH JANUARY 2021 RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Public Affairs Update for the months of November 2020 through January 2021. Originator:Jim Herberg Agenda Report Outreach and Media Summary Report November 2020-January 2021 Attachments: 4.2021-1412LEGISLATIVE AFFAIRS UPDATE FOR THE MONTHS OF NOVEMBER 2020 THROUGH JANUARY 2021 RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Legislative Affairs Update for the months of November 2020 through January 2021. Originator:Jim Herberg Agenda Report ENS Legislative Update TPA Legislative Update Grant Tracker 2021-2022 Attachments: 5.2021-1458LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE MEETING DATES FOR CALENDAR YEAR 2021 RECOMMENDATION: Review and provide staff direction on the upcoming calendar of meeting dates for the Legislative and Public Affairs Committee. Page 2 of 3 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Special Meeting Agenda Monday, February 8, 2021 Originator:Kelly Lore Agenda Report Condensed Calendar 2021 Attachments: INFORMATION ITEMS: None. DEPARTMENT HEAD REPORTS: CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING: At this time Directors may request staff to place an item on a future agenda. ADJOURNMENT: The next Legislative and Public Affairs Committee meeting is scheduled for Monday, March 8, 2021 at 12:00 p.m. Page 3 of 3 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2020-1392 Agenda Date:2/8/2021 Agenda Item No:1. FROM:James D. Herberg, General Manager Originator: Kelly A. Lore, Clerk of the Board SUBJECT: APPROVAL OF MINUTES GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Approve Minutes of the Regular Meeting of the Legislative and Public Affairs Committee held November 9, 2020. BACKGROUND In accordance with the Board of Directors Rules of Procedure,an accurate record of each meeting will be provided to the Directors for subsequent approval at the following meeting. RELEVANT STANDARDS ·Resolution No. OC SAN 21-01 ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Minutes of the Legislative and Public Affairs Committee meeting held November 9, 2020 Orange County Sanitation District Printed on 2/1/2021Page 1 of 1 powered by Legistar™ Orange County Sanitation District Minutes for the LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Monday, November 9, 2020 12:00 PM Board Room Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 CALL TO ORDER A regular meeting of the Legislative and Public Affairs Committee was called to order by Committee Chair Peter Kim on Monday, November 9, 2020 at 12:00 p.m. in the Administration Building of the Orange County Sanitation District. Chair Kim stated that the meeting was being held telephonically and via audio/video teleconferencing in accordance with the Governor's Executive Order No. N-29-20, due to the Coronavirus Pandemic (COVID-19). Chair Kim led the Flag Salute. ROLL CALL AND DECLARATION OF QUORUM: Roll call was taken and a quorum was declared present, as follows: PRESENT:Peter Kim, Allan Bernstein, Lucille Kring, Christina Shea, David Shawver and John Withers ABSENT:Erik Peterson STAFF PRESENT: Jim Herberg, General Manager; Kelly Lore, Clerk of the Board; and Brian Engeln were present in the Board Room. Rob Thompson, Assistant General Manager; Lorenzo Tyner, Assistant General Manager; Celia Chandler, Director of Human Resources; Kathy Millea, Director of Engineering; Lan Wiborg, Director of Environmental Services; Jennifer Cabral; Belen Carrillo; Tanya Chong; Daisy Covarrubias; Lisa Frigo; Tina Knapp; Rebecca Long; Joshua Martinez; Tom Meregillano; Kelly Newell; and Thomas Vu were in attendance telephonically. OTHERS PRESENT: Brad Hogin, General Counsel; Eric Sapirstein, ENS Resources; Eric O’Donnell, Townsend Public Affairs (TPA); and Cori Takkinen, Townsend Public Affairs (TPA) were in attendance telephonically. PUBLIC COMMENTS: Clerk of the Board Kelly Lore read an eComment of support for the Committee provided by Greg Sebourn, PLS. David This, CCL commented in regard to Item No. 3 requesting Orange County Sanitation District's support of House of Representatives Bill (H.R.) 763. REPORTS: Chair Kim congratulated the staff and Board Chairman on a very successful State of the District. He further stated that this will be his last meeting as his term will be coming to end in December and thanked the committee for their service. Page 1 of 5 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Minutes November 9, 2020 General Manager Jim Herberg announced that the Sanitation District would be closed on November 11th in observance of Veteran's Day. He also provided a brief update regarding OCSD's Headquarters Complex project. CONSENT CALENDAR: 1. APPROVAL OF MINUTES 2020-1287 Originator: Kelly Lore MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the Regular Meeting of the Legislative and Public Affairs Committee held September 14, 2020. AYES:Peter Kim, Allan Bernstein, Lucille Kring, Christina Shea and David Shawver NOES:None ABSENT:Erik Peterson and John Withers ABSTENTIONS: None NON-CONSENT: Chair Kim stated that Late Communication had been received for Item No . 2 with an amended recommendation. 2. 2021 LEGISLATIVE AND REGULATORY PLAN 2020-1262 Originator: Jim Herberg Senior Public Affairs Specialist Rebecca Long provided a brief PowerPoint presentation. The recommendation was amended as described in late communication. MOVED, SECONDED, AND DULY TO: Review the Draft Orange County Sanitation District 2021 Legislative and Regulatory Plan; authorize staff to make changes to the Orange County Sanitation District 2021 Legislative and Regulatory Plan and recommend to the Board of Directors meeting of December 16, 2020 for approval. AYES:Peter Kim, Allan Bernstein, Lucille Kring, Christina Shea, David Shawver and John Withers NOES:None ABSENT:Erik Peterson ABSTENTIONS:None Page 2 of 5 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Minutes November 9, 2020 3. CONSIDERATION OF HOUSE OF REPRESENTATIVES BILL (H.R.) 763 2020-1263 Originator: Jim Herberg Eric Sapirstein, ENS Resources, provided information and a brief overview of the Bill. MOVED, SECONDED, AND DULY CARRIED TO: Continue to monitor and watch House of Representatives Bill (H.R.) 763 - Energy Innovation and Carbon Dividend Act (Deutch); and provide update to future meeting. AYES:Peter Kim, Allan Bernstein, Lucille Kring, Christina Shea, David Shawver and John Withers NOES:None ABSENT:Erik Peterson 4. ABSTENTIONS: None LEGISLATIVE AFFAIRS UPDATE FOR THE MONTHS OF 2020-1261 SEPTEMBER AND OCTOBER 2020 Originator: Jim Herberg Mr. Sapirstein provided a PowerPoint presentation that addressed key legislative activities including election results and impacts, infrastructure policymaking, and fiscal year 2022 appropriations. Eric O’Donnell, TPA, provided a PowerPoint presentation that included a legislative end of session update, election results, and possible implications of the election results. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Legislative Affairs Update for the months of September and October 2020. AYES:Peter Kim, Allan Bernstein, Lucille Kring, Christina Shea, David Shawver and John Withers NOES:None ABSENT:Erik Peterson ABSTENTIONS:None 5. PUBLIC AFFAIRS UPDATE FOR THE MONTHS OF SEPTEMBER AND OCTOBER 2020 2020-1265 Originator: Jim Herberg Daisy Covarrubias, Principal Public Affairs Specialist, provided a PowerPoint Page 3 of 5 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Minutes November 9, 2020 presentation that provided an overview of public affairs activities in September and October, an overview of upcoming activities, and a recap of awards recently received by the Sanitation District. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file the Public Affairs Update for the months of September and October 2020. AYES:Peter Kim, Allan Bernstein, Lucille Kring, Christina Shea, David Shawver and John Withers NOES:None ABSENT:Erik Peterson ABSTENTIONS:None INFORMATION ITEMS: None. DEPARTMENT HEAD REPORTS: None. CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: Board Chairman Shawver thanked each of the four outgoing members for their service and wished them luck in the future. Chair Kim and Vice-Chair Bernstein also stated their appreciation of staff and partners ENS & TPA for their hard work. BOARD OF DIRECTORS INITIATED ITEMS FOR A FUTURE MEETING: None. ADJOURNMENT: Committee Chair Kim declared the meeting adjourned at 1:05 p.m. to the next Legislative and Public Affairs Committee meeting, Monday, February 8, 2021 at 12:00 p.m. Page 4 of 5 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Minutes November 9, 2020 Submitted by: __________________ Kelly A. Lore, MMC Clerk of the Board Page 5 of 5 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2021-1450 Agenda Date:2/8/2021 Agenda Item No:2. FROM:James D. Herberg, General Manager SUBJECT: PUBLIC AFFAIRS STRATEGIC PLAN FOR FISCAL YEARS 2020-2022 MIDYEAR UPDATE GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Public Affairs Strategic Plan for Fiscal Years 2020 - 2022 Midyear Update. BACKGROUND The Orange County Sanitation District’s (Sanitation District)Public Affairs Office is responsible for creating,organizing,and disseminating all internal and external communication.The primary objective of the Public Affairs team is to deliver messages that are accurate,transparent,and designed to foster trust and confidence.Results from the Communications Audit presented in March 2020 were used in the development of the Strategic Plan.The Communications Audit helped clarify the path moving forward and identify opportunities for the Public Affairs Office to explore.An integrated Public Affairs Strategic Plan is essential to effectively manage the variety of audiences we serve. RELEVANT STANDARDS ·Build brand, trust, and support with policy makers and community leaders ·Maintain collaborative and cooperative relationships with regulators,stakeholders,and neighboring communities ·Make it easy for people to understand OC San’s roles and value to the community ·Maintain influential legislative advocacy and a public outreach program PROBLEM There are various initiatives and messages that the Public Affairs Office must share with our internal and external stakeholders for continued operation and efficiency of the Sanitation District.The messaging must be consistent, concise, and thoroughly planned to be efficient and effective. PROPOSED SOLUTION The current Public Affairs Strategic Plan includes goals,objectives,strategies,and tactics to execute the various messages and efforts set forth by the Sanitation District.The plan will be in place for two Orange County Sanitation District Printed on 2/1/2021Page 1 of 2 powered by Legistar™ File #:2021-1450 Agenda Date:2/8/2021 Agenda Item No:2. years, with annual updates provided to the Legislative and Public Affairs Committee. PRIOR COMMITTEE/BOARD ACTIONS July 2020 - Approved the Public Affairs Strategic Plan for Fiscal Years 2020-2022. ADDITIONAL INFORMATION Six-Month Public Affairs Highlights: ·Created and launched new logo and name for the Sanitation District. ·Secured an outside consultant to conduct a third-party audit of the Sanitation District’s Construction Outreach Program. ·Launched a virtual tour program, successfully hosted 17 tours reaching over 1,000 people. ·Obtained a .gov domain website increasing the security of the site. ·Received nine awards. ·Had over 100 posts on each social media platform. ·Distributed Outreach Toolkits to our Member Agencies to help with the Sanitation District’s messaging. ·Held virtual State of the District event with over 200 attendees. ·Participated in 19 speaking engagements. ·Distributed 20 construction notifications reaching over 20,000 people. FINANCIAL CONSIDERATIONS All items included in the Public Affairs Strategic Plan FY 2020-2022 are budgeted in the FY 2020- 2022 Budget. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Public Affairs Strategic Plan FY 2020-2022 ·Communications Audit Report Executive Summary, February 2020 Orange County Sanitation District Printed on 2/1/2021Page 2 of 2 powered by Legistar™ Fiscal Years 2020-21 and 2021-2022 STRATEGICPLAN PUBLIC AFFAIRS 1 Introduction The Orange County Sanitation District’s (OCSD) Public Affairs Office (PAO) is responsible for creating, organizing, and disseminating all internal and external communication. The primary objective of our Public Affairs team is to deliver messages that are accurate, transparent, and designed to foster public trust and confidence. An integrated Public Affairs Strategic Plan is essential to deal effectively with the variety of audiences we serve. The Public Affairs staff provides services and tools and implements programs to meet the communication needs of several audiences for OCSD. This includes planning and implementing media relations; website and intranet site content; construction outreach; elected officials, and government relations; internal communications, education, and outreach; and graphic development. The Public Affairs Office has created a Strategic Plan for Fiscal Years 2020 - 2022. This Plan is developed based upon the principles of OCSD’s Mission of protecting public health and the environment and will support the implementation of OCSD’s Strategic Plan. This Plan offers a vision to unify our communication efforts and focus resources to achieve the greatest impact and greatest results. This plan was created amidst the COVID-19 pandemic thus resulting in modifications to the goals and objectives. Much of what is planned and created by this group is based on external factors and therefore outside of our control. The Public Affairs Office will follow the guidance set forth by Management and the Board of Directors to carry out OCSD’s messaging and support our member agencies. Background Information The Orange County Sanitation District represents 20 cities, 4 special districts and a portion of the unincorporated County of Orange. This area represents a community of 2.6 million people with approximately 550,000 customer accounts. Unlike most public agencies where there is direct contact with customers, at the Orange County Sanitation District, billing occurs through the County of Orange property tax bills. Therefore, the Sanitation District, must work through other means to communicate with the public and the rate payers. We have a 25-member Board of Directors, and over 600 employees within six departments with various goals and objectives. While these groups work independently on a variety of projects, the goal of the Public Affairs Office is to provide support and messaging that is consistent throughout the agency so that we are one voice, representing the same overall goals, and portraying the same brand. 2 While there are many challenges with serving such a large and diverse customer base, there are also great opportunities working through the strategies laid out in this Plan. Public Affairs Team The division is staffed with six full-time employees and overseen by the Manager. Jennifer Cabral, Administration Manager Daisy Covarrubias, Principal Public Affairs Specialist Rebecca Long, Senior Public Affairs Specialist Kelly Newell, Public Affairs Specialist Belen Carrillo, Public Affairs Specialist Gregg Deterding, Graphics Designer Cheryl Scott, Administrative Assistant Each of these staff members carry out specific functions to meet the communication goals and objectives laid out in this Plan. Situation Analysis • There is a global pandemic occurring which has shifted the way we operate and perform our mission of protecting public health and the environment. As we learn to navigate the recovery phase and move into new social distancing norms, our communication efforts will be modified accordingly to meet the needs of the agency, community, and workforce. • Due to COVID-19, close to 50 percent of staff is working remotely. The uncertainty of the pandemic creates unknown future work conditions for staff. These circumstances impact the ability and method of communicating and reaching employees, thus alternative communication techniques must be explored and implemented. • OCSD is in the third year of a five-year rate program, with a scheduled 1.2 percent increase in fees to take effect July 1. Due to the economic impacts of COVID-19 the rate increase for Fiscal Year 2020-2021 will be delayed with no significant financial impacts to OCSD operations. • There could potentially be a significant turnover of board members in 2020. Succession management and onboarding for the board members is critical for the success of this agency. 3 • During the COVID-19 pandemic, OCSD has sustained its operational, planning, and preparation efforts to ensure there is no lapse in service today or in the future. As an essential service, OCSD has continued to execute the Capital Improvement Program (CIP) to keep the regional projects on schedule that are enhancing our entire service area. In Fiscal Year 2020-2021 OCSD is on track to bid and issue $500 million of construction contracts for over 35 projects. Mission The Public Affairs Office is committed to communicating information about OCSD in a timely, accurate and accessible way to the employees, the Board of Directors, our member agencies, the public, and the news media. • We are committed to open, honest, clear, and respectful two-way communication with our audiences. • We are dedicated to informing others about how OCSD serves the public and protects the environment. • We are committed to outstanding customer service by responding to requests quickly and efficiently. • We are dedicated to teamwork and collaboration as well as being creative and taking the initiative to be out in front of issues. Audiences This Public Affairs Plan focuses largely on four primary audiences. • Internal o Board of Directors o Executive Management Team o Employees o Retirees • The Public o Ratepayers o Member Agencies o Residents, Businesses, Commuters Impacted by OCSD Construction o OCSD Neighbors in Fountain Valley and Huntington Beach o Schools and Students o Tour Groups 4 • Industry o Water/Wastewater Agencies o Trade Organizations o Trade Media • Influential Public o Local, State, and Federal Elected Officials o Environmental Groups o Local Media Agency Key Messages • OCSD is committed to protecting public health and the environment by providing effective wastewater collection, treatment, and recycling. • OCSD is more than a wastewater treatment facility, we are a resource recovery facility making use of all our byproducts. • OCSD is dedicated to exceeding wastewater quality standards used for resource recovery. • OCSD is committed to proper planning to ensure that the public’s money is wisely spent. • OCSD’s assets are monitored and evaluated regularly to ensure top performance and timely replacement. • OCSD values communicating our mission and strategies with those we serve and all other stakeholders. • OCSD will provide reliable, responsive, and affordable services in line with our customer needs and expectations is a top priority for OCSD. • OCSD focuses on creating the best possible workforce where safety, productivity, customer service, and training are a top priority. • OCSD has worked very hard to create an integrated planning environment which begins with the expectations of its Board of Directors and flows down to the work product of each employee. We have worked hard to assure our staff members are communicating and providing transparent services to each other in support of the plan. 5 • OCSD has developed an integrated Planning/Asset Management system that allows for intentional, thoughtful decision making to maintain current operations while adding resilience and meeting new challenges. • OCSD has an organizational structure with informal relationships between employees that allow for collaboration toward common goals. Public Affairs’ Goals for Fiscal Year 2020/21 and 2021/22 1. Optimize communication with our internal audience including those operating in the field with limited time to access online communication. 2. Continue to build OCSD’s reputation as infrastructure leaders in the wastewater and resource recovery industry. 3. Cultivate relationships with traditional and social media journalists and influencers to promote OCSD’s programs and initiatives. 4. Enhance OCSD’s image and branding by utilizing proper messaging in external communication pieces such as OCSD’s website, presentation, digital media, and advertising. Maintain a positive experience and image for our visitors. 5. Identify and implement avenues for education and outreach within OCSD’s service area to further promote OCSD as a resource recovery agency, promote OCSD’s mission and promote career opportunities within the wastewater industry. 6. Develop and implement outreach programs that will engage the communities affected by OCSD construction projects. 7. Participate in proactive engagement in legislative advocacy efforts that could impact OCSD and the wastewater industry. 8. Monitor, track, and apply for grants available and that make business sense to OCSD. 9. Ensure that local elected officials, member agencies, stakeholders, and OCSD Board Members are actively engaged in the work of OCSD. 10. Ensure the Public Affairs Office serves as the primary spokesperson for OCSD during normal business and crisis scenarios and facilitates the dissemination of information. 11. Ensure the General Manager and Assistant General Managers are supported with information necessary to communicate to the varied OCSD audiences. To achieve these goals, the Public Affairs Office presents the following strategies and tactics, along with the primary staff assigned to that area. While individual staff members are the key contacts for each of the goals, the team works collectively and collaboratively, reflecting our core values. Our staff recognizes the key role we play at OCSD, not only communicating 6 information, but also teaching and consulting others and serving as a resource to our Board of Directors, employees, the wastewater industry, and our member agencies. As we navigate through the pandemic recovery efforts, the team will follow this plan, and make necessary modifications to effectively communicate OCSD’s strategic direction. Flexibility is implemented into this plan to deal with the dynamic situation we are all in. Public Affairs Strategies and Tactics 1. Category: Employee Communications Program Manager: Rebecca Long, Program Coordinator/Support: Kelly Newell, Belen Carrillo, Gregg Deterding, and Cheryl Scott Goal (what): Optimize communication with our internal audience including those operating in the field with limited time to access online communication. Objective (measure): Create employee engagement by utilizing the identified communication methods to share agency wide messages. Increase the availability of employee communications by five percent based on previous plan’s goals. Strategy (why): We value open and honest communication with our employees. PAO is committed to various efforts aimed at keeping OCSD employees informed about important topics, increasing the overall quality of communications to our employees while tying the business aspects of the agency with the human-interest side. Tactics (how): • Keep information on MyOCSD homepage current, relevant, and useful for OCSD employees by working with the various Departments to gather information that should be shared. • On a regular basis, staff will continue to support various departments with their communication and outreach needs. • PAO will produce six Pipeline newsletters per year with a goal of circulation by the third week of the publication month. • PAO will track Volunteer Incentive Program (VIP) points for all participating employees and coordinate the VIP appreciation celebration. • Create employee recognition and celebratory events throughout the year that comply with new social distancing guidelines, may include small in-person gatherings and virtual events. To include but not limited to the Annual Holiday Lunch, the Harvest Festival, and VIP Celebration, etc. 7 • Continue with the Honor Walk program which acknowledges retired staff and past Board Members for their contribution to OCSD. The recognition event will be hosted every other year starting in 2021. • Write and coordinate the 3 Things to Know email blast to be distributed to all staff each Monday. • Produce monthly Digester bulletin. • Coordinate and produce two Town Hall meetings (live and/or pre-recorded) to keep employees informed and engaged. • Host organizational awareness lunch-n-learns monthly to keep staff informed about agency programs and initiatives. • Research and identify an agency-wide digital message system to provide messages in staff areas across both plants and the Mt. Langley office space. Implementation to occur in Fiscal Year 2021-2022. 2. Category: Industry Experts Program Manager: Daisy Covarrubias Program Coordinator/Support: Kelly Newell, Gregg Deterding, and Cheryl Scott Goal (what): Establish and solidify OCSD’s reputation as infrastructure leaders in the wastewater and resource recovery industry. Objective (measurable): Increase participation in strategic organizations through conferences, networking activities and awards by five percent. Strategy (why): To build positive public perception and confidence among our various audiences. Tactics (how): • Encourage participation and presentation in conferences. • Encourage and support award application submittals. • Publicize and coordinate award acceptance logistics. • Track all awards won by OCSD by keeping a master list. • Track and promote staff abstract’s and publications. 3. Category: Media Relations Program Managers: Daisy Covarrubias and Rebecca Long Program Coordinators: Kelly Newell, Belen Carrillo, Gregg Deterding, and Cheryl Scott 8 Goal (what): Cultivate relationships with traditional and social media journalists and influencers. Objective (measurement): Increase media coverage with positive stories about OCSD. Strategy (why): While a presence in the community is important to putting a face on our agency, media (traditional and social) is equally important with a broader reach and a more direct line of communication. Tactics (how): • Annually update media list to stay current and fresh. • Develop a press kit to be online and interactive. • Build a calendar of news release topics of interest to the public and stakeholders. • Invite media for a facility tour (virtual or small group). • Develop media strategies for important events, decisions, or actions. e.g. CIP Campaign (see details in Category 6: Capital and Maintenance Outreach) • Conduct media training for Board leadership, EMT and key staff members. • Generate weekly (3-5 times) social media posts about the good things happening at OCSD with focus on OCSD’s accomplishments and mission. • Continue with social media campaigns #OCSDatWork, #What2Flush, and those currently supporting ongoing efforts. 4. Category: Agency Branding and Messaging Program Manager: Daisy Covarrubias Program Coordinators/Support: Gregg Deterding, Kelly Newell, and Cheryl Scott Goal (what): Enhance OCSD’s image and branding by utilizing proper messaging in external communication pieces such as OCSD’s website, presentations, digital media and advertising, which includes maintaining a positive experience for OCSD visitors. Objective (measure): Launch a rebranding campaign for a new logo and a modified name over the next two fiscal years. Update collateral material, signage, website, social media accounts, and promotional material as appropriate and as it is used. Include in messaging that OCSD’s official name remains Orange County Sanitation District. Maintain the lobby(s) current and informative with relevant information, i.e. displays, awards case, etc. Strategy (why): A cohesive voice, message, look, and feel are critical to the public perception that an organization holds with its community. A positive and pleasant in-person experience reinforces OCSD’s culture and Core Values as well as showcasing OCSD as industry leaders, and a well-run organization, leaving behind the stigma of typical government agencies. 9 Tactics (how): • Update and maintain the corporate identity manual to provide guidance on use of the logo, name, use of fonts, and graphics. • Keep website current with informative news stories posted weekly. • Provide presentations, consultation, and advice on the branding and image of OCSD. • Develop new key messages focused on new branding logo and name. • Develop new collateral materials around the key messages. • Incorporate OCSD’s messaging and branding into all external presentations. • Explore advertising options to inform public of agency efforts and role in economic development. • Fulfill all requests for graphics, photos, and logos. • Conduct second phase of community poll to determine name recognition and reach. • Develop an online community newsletter for digital distribution within our service area to increase awareness of OCSD, our programs, and initiatives. • Develop a branding plan for the new Headquarters Building. • Maintain the lobby wall in the Administration Building at Plant No. 1 and the Operations Center at Plant No. 2 with OCSD’s current branding and messaging. • Rotate flags on light poles along Street Parkway on a biennial basis. • Keep the award display cabinet up to date by rotating awards. • Keep the retiree display in the Administration Building hallway up to date. On an annual basis collect the names of the retirees and update the display board. • Maintain and coordinate the installation of Honor Walk bricks on a biennial basis. • Display collateral material in a neatly and organized manner displayed with current and relevant information. 5. Category: Educational Outreach Program Manager: Rebecca Long Program Coordinators/Support: Kelly Newell, Belen Carrillo, Gregg Deterding, and Cheryl Scott Goal (what): Identify and implement avenues for education and outreach within OCSD’s service area to promote OCSD’s mission and vision. Objective (measurement): Create and identify new educational opportunities including virtual events and webinars to promote and educate the community on OCSD’s work and the essential service provided. Strategies (why): To further promote OCSD as a resource recovery agency, promote OCSD’s mission and promote career opportunities within the wastewater industry. 10 Tactics (how): • Execute the Inside the Outdoors contract for Fiscal Year 2020-2021 to continue OCSD’s educational program including the Sewer Science program to 500 students within Orange County and introduce them to OCSD’s pilot virtual tour program. • Implement virtual tour program in lieu of physical tours of the plant which are temporarily suspended due to COVID-19. An estimated 1,000 participants will take part in the virtual tour program per year. • Evaluate the participation of community events due to COVID-19 restrictions. Once events are rescheduled within OCSD’s service area, participation will be evaluated to determine safety for staff, and overall impact and reach. • Continue to encourage and promote the Volunteer Incentive Program to have a pool of staff that volunteer for events and speaking engagements that OCSD participates in. • Expand OCSD’s speaker’s bureau to provide a wider set of speakers available. • Create a Public Service Announcement (PSA) Contest – work with local colleges and high schools in our service area to create a promotional PSA for OCSD on a biennial basis. Obtain a minimum of 20 individual and/or group entries. • Implement a Wastewater 101 Academy for our ratepayers, fellow agencies, and influential public to showcase OCSD operations and initiatives. Host a minimum of four (4) sessions per cycle. • Research and obtain a Mobile Educational Unit utilize at public events that helps generate greater understanding of the wastewater process and OCSD’s messaging. 6. Category: Capital and Maintenance Outreach Program Managers: Daisy Covarrubias and Tanya Chong from Engineering, Program Coordinators/Support: Belen Carrillo, Kelly Newell, Gregg Deterding, and Cheryl Scott Goal (what): Develop and implement outreach programs that will engage the communities affected by OCSD construction projects. Objective (measurement): Develop, implement, and provide outreach support for over 20 capital projects scheduled to break ground in fiscal years 2020/2021 and 2021/2022 within 12 cities. Strategy (why): Form a positive presence in the community prior to the start of construction projects or maintenance activities that is personal and proactive. Provide impacted community with information ahead of construction activities. Inform them of the benefits and need for the project to gain support and understanding of the necessary construction. 11 Tactics (how): • Proactively offer briefings and community meetings to impacted neighborhoods, civic groups, businesses, schools, churches, and other institutions within the project area on an as needed basis. • Launch CIP Campaign to highlight the efforts of the program and the financial contributions to the local economy. • Explore the option of placing advertising pieces in communities/areas impacted by construction. • Respond to inquiries within a 24-hour period. • Provide project description and notifications to impacted residents at least two weeks before construction begins. • Update collateral materials, fact sheets and website with current construction information on an as needed basis. • Maintain ongoing communications with city staff and Board Members on current and upcoming construction outreach projects in affected cities. • Maintain ongoing communications with impacted residents within the project area through collateral material (e.g., flyers, door hangers, emails, text alerts, social media posts, etc.). • Measure customer satisfaction through a construction outreach survey to be distributed at the close of construction programs. 7. Category: Legislative Affairs Program Manager: Rebecca Long Program Coordinator/Support: Kelly Newell, Gregg Deterding, and Cheryl Scott Goal (what): Proactive engagement in legislative advocacy efforts that could impact OCSD and the wastewater industry. Objective (measure): Continue positive relationships with local, state, and federal officials through facility tours, meetings, and bill tracking as stated in the Legislative Plan. Strategy (why): Legislative advocacy is an important aspect of our business. Having relationships and being actively involved, providing input and OCSD’s perspective on potential legislature can and does directly affect OCSD and our business. The Public Affairs Office is responsible for executing the Board approved Legislative Plan, which is updated on an annual basis. In addition, staff is responsible for tracking state and federal legislation, managing the Sanitation District’s legislative advocates, and seeking appropriations and grants. 12 Tactics (how): • Develop and implement Annual Legislative Plan in the second quarter of each fiscal year. • Track bills and maintain a priority list of key legislation. • Provide regular updates to the Legislative and Public Affairs Committee on state and federal matters. • Host legislative tours. • Engage in Advocacy Days in Sacramento and Washington DC twice a year. • Take positions on bills that could affect OCSD or the industry. • Work with industry organizations on state and federal issues to ensure OCSD’s positions are communicated. • Partner with industry organizations to co-host virtual events and activities. • Manage the legislative advocates’ contracts and facilitate regular communication between lobbyists, staff, and the Board of Directors. 8. Category: Grants Coordination Program Manager: Rebecca Long Program Coordinator/Support: Kelly Newell, Gregg Deterding, and Cheryl Scott Goal (what): Monitor, track, and apply for grants available to OCSD. Objective (measure): Apply and obtain grants for qualified OCSD projects and programs. Strategy (why): Outside funding is important in moving OCSD projects and programs forward. With ongoing attention to government spending, it is vital for OCSD to apply for and secure grants to offset costs when available. Tactics (how): • Apply for two grants a year based on availability. • Develop Grant Policy during fiscal year 2020-2021. • Research grant opportunities and report out to the Legislative and Public Affairs Committee. • Seek appropriations and grants and provide support to other divisions seeking grant funding. • Secure letters of support. • Publicize grant awards received. • Create and measure outcomes. 13 9. Category: Local Government Affairs Program Manager: Daisy Covarrubias Program Coordinators/Support: All PAO staff Goal (what): Ensure that local elected officials, member agencies, stakeholders, and OCSD Board Members are actively engaged in the work of OCSD. Objective (measure): Provide at least two communication tools per month. Strategy (why): Keeping OCSD’s influential public engaged in OCSD’s projects and accomplishments are critical to the support and success of our agency. Tactics (how): • Provide Board of Director’s with speaking points following every OCSD board meeting that can be used when reporting back to their respective councils and community groups. • Facilitate an orientation for new Board members. • Develop and keep a current list of monthly informational presentations. • Maintain an informational presentation video library for the Board of Directors on key agency topics. • Provide regular reports to the Legislative and Public Affairs Committee. • Develop OCSD’s Annual Report. • Publish a Five Minutes Per Month, each month. • Coordinate presentations to each member agency. • Participate in government affairs committees. • Invite new council members within OCSD’s service area to take a tour of OCSD. • Create and distribute quarterly outreach tool kits for member agency PIOs to help them easily share and disseminate information about OCSD. • Host a “State of the District” event for influential leaders throughout the infrastructure and water/wastewater industry, including virtual option. 10. Category: Crisis Management Program Manager: Rebecca Long Program Coordinators/Support: All PAO Staff Goal: Ensure the Public Affairs Office serves as the primary spokesperson for OCSD during normal business and crisis scenarios and facilitates the dissemination of information. 14 Objective: Ensure that the PIOs in the PAO can respond in a crisis. Provide a crisis communication training course every two years by an outside consultant and an annual refresher course by staff. Strategy: It is imperative during a crisis that OCSD be proactive and provide clear and effective messaging to employees, public, and the media. Tactics (how): • Maintain an updated crisis communication plan including regular briefings with staff to identify possible issues and responses. • Maintain and update PAO’s Continuity of Operations Plan (COOP). • Work with Risk and Safety Management on Public Affair’s role in an emergency, including our role via the Integrated Emergency Response Plan. • Ensure proper procedures are in place for Board, employees, and public notification. • Maintain updated contact lists for resource, member, and partnering agencies to coordinate and assist during crisis. • Develop protocols on everyday PAO tasks to facilitate the operations of the group in a time of crisis. 11. Category: General Manager Support Program Manager: Daisy Covarrubias Program Coordinators/Support: All PAO Staff Goal: Ensure the General Manager and Assistant General Managers are supported with information necessary to communicate to the varied OCSD audiences. Objective: Develop monthly communication pieces on behalf of the General Manager. Ensure General Manager (or designee) is participating and involved in promoting OCSD’s initiatives. Strategy: Collaborate with the General Manager to prepare communication and messaging that reflects the mission and vision of OCSD. Tactics (how): • Assist the General Manager and the Assistant General Managers with keeping the Board Members informed and up to date with OCSD activities. • Assist in the development of the General Manager’s Monthly Report. • Develop talking points for Board and Committee meetings. • Develop material and speaking points for presentations and speaking engagements. • Support the development of the OCSD Strategic Plan. • Assist in the development of the General Managers Annual Work Plan. 15 •Manage Ask the GM questions submitted. •Coordinate and support VIP tours guided by General Manager and Assistant General Managers. Closing Comments This plan is a broad outline of the Public Affairs Office program. As new issues arise, new functions and duties will evolve as well. The role of the Public Affairs Office is to stay ahead of issues, be responsive and flexible to meet the needs of the agency. We will adjust our program accordingly. Appendix A. Highlights of Performance Results from Fiscal Years 2018/2019 -2019/2020 B. Public Affairs Portfolio Fiscal Year 2019/2020 16 Appendix A: Highlights of Performance Results from FY 2018/2019 and 2019/2020 • Over 75 construction outreach pieces distributed regarding specific CIP projects reaching over 155,0000 people • 800 internal communications publications: 3 Things to know email, Digester, Pipeline and MyOCSD • 11 internal events • 18 published news releases • Over 30 articles mentioning and/or focusing on OCSD • 1,350 Social Media posts reaching over 400,000 people • 85 Website posts • 17 Community Events reaching nearly 12,000 people • 54 Speaking Engagements (8 career days) • 283 Tours reaching approximately 4,534 guests • 1,700 students reached via Sewer Science Program • 22 Agency Awards Received • 2 State of the District events reaching 215 guests • 2 grants were successfully applied for and received totaling $42,000 for Headquarters Project and Tour Signage • 40 legislative bills monitored and tracked • 4 Federal Position letters and 12 State Position letters issued • Governor agreed with 2 of our bills/positions: o SB 212: Jackson. Solid waste: pharmaceutical and sharps waste stewardship. o SB 1440: Hueso. Energy: biomethane: biomethane procurement New Tactics Introduced • Member Agency Outreach Toolkit • Board Member Speaking Points • Virtual Town Hall • Orange County Polling • Communications Audit • Paid Advertisement – OC Register Water Insert • Regional Outreach Program (CIP) • Tour signage Public Affairs Division10844 Ellis AvenueFountain Valley, CA 92708 Communications Audit Report Executive Summary February 2020 Submitted by Ryder Todd Smith Jon Barilone Bria Balliet Karen Villaseñor 2 ORANGE COUNTY SANITATION DISTRICT – COMMUNICATIONS AUDIT REPORT Executive Summary The Orange County Sanitation District engaged Tripepi Smith to objectively review OCSD’s internal and external Communications tactics prior to forming the Public Affairs Strategic Plan for FY 2020-2022. Tripepi Smith made these determinations through a combination of methods, such as: interviewing key stakeholders, weighing OCSD’s practices against local government communication best practices, and quantitative data analysis of message Reach and Engagement. Compared to other California public agencies Tripepi Smith has assessed, the Orange County Sanitation District has one of the most centralized and organized Communications processes. A single team, with defined roles, produces and/or approves all internal and external communication content. OCSD also has clear policies that outline expectations for staff when it comes to producing communication content and interacting with both internal and external audiences. The OCSD Brand/Style Guide is a particularly advanced best practice. Tripepi Smith’s recommendations generally center on: • Technical optimizations for the District’s website and social media sites; • Expanding the reach of external communications and targeting public agency audience; • Producing more engaging content for external audiences; • Consistently measuring content reach and engagement to inform future strategy. Overall, OCSD’s internal communication efforts are solid in terms of quantity, quality and readership. A key question for OCSD’s leadership to consider now is: how much do you want to ‘publicize’ the District’s services and programs through external communication efforts? There appears to be tension between wanting to remain ‘out of sight, out of mind’ and producing more modern, innovative content that will engage various stakeholders in OCSD’s service area. 3 ORANGE COUNTY SANITATION DISTRICT – COMMUNICATIONS AUDIT REPORT Communications Observations General • OCSD splits its communications efforts between its internal audiences (employees, Board of Directors, executive management team) and external audiences (ratepayers, elected officials, community leaders, etc.). • Several Public Affairs Office (PAO) staff centrally control execution of all internal and external communications. Anecdotally speaking, staff feels they allocate equal time to internal and external communications. • Staff does not archive all external or internal communications in a single, central location, though the MyOCSD SharePoint intranet houses many internal pieces. • Tripepi Smith perceived a gap in effective communications from Plant No. 1 to Plant No. 2. Some Plant No. 2 employees expressed they do not feel they receive the same communication level as employees at Plant No. 1. Part of the difference is due to Plant 2 employees’ ability to check their work computers as often as office-based employees at Plant 1. o OCSD is constructing a new headquarters across the street from the current Administration Building. This could exacerbate the perceived issue of lack of communication between operations and management staff. • In the world of social media, public agencies have to compete for attention with the world’s largest brands. The PAO would like to focus on producing more content (especially video) that is fun and inventive to capture external audiences better. Strategy & Policy • OCSD had an established Public Affairs Strategic Plan from July 2016 to June 2018 but did not produce a plan for 2018-2020. Staff intends to develop the next Strategic Plan for July 2020 to June 2022. • OCSD directs the majority of external communications toward elected officials and specific neighborhood groups that are close to CIP projects. As of this writing, there is no emphasis or strategy on how to consistently reach all 2.6 million residents in OCSD’s service area. o As a result, OCSD does not advertise on any social media platforms, regularly write Press Releases, or pitch stories to local media. • OCSD has three communications-related policies: the OCSD Policies and Procedures Unified Communications Policy, the OCSD Social Media Policy, and the OCSD Personnel Policies Wireless/Electronic Communications (WEC) Policy. • OCSD has a Brand/Style Guide, which is a best practice for public agencies. The PAO ensures all branding is consistent on all OCSD collateral. Website (ocsd.com) • OCSD has an external-facing website at ocsd.com. Granicus hosts the website, which operates on the Vision Content Management System. 4 ORANGE COUNTY SANITATION DISTRICT – COMMUNICATIONS AUDIT REPORT • OCSD does not have an established Website Governance Policy that dictates who is responsible for what content and technical features of the site. However, all staff who have Editing privileges understand that the PAO must approve all content. • The website has an SSL certificate, which is a best practice. It does not have an American with Disabilities Act (ADA) Notice. • The IT Department has installed Google Analytics on the site, but staff does not regularly view these analytics for reporting or strategic planning purposes. Social Media • Public Affairs Specialist Kelly Newell is OCSD’s primary social media manager. • Graphics Designer Gregg Deterding and OCSD interns assist with developing photo and video content for social media. • OCSD’s LinkedIn Page has the largest audience of all OCSD social media platforms (2,578 Followers), but the Page is not active. • Staff provides a brief social media report to the Legislative & Public Affairs Committee every month. Data includes number of posts, reach and impressions for each platform. • Anecdotally speaking, few OCSD employees like/follow or engage with OCSD on social media. There is an untapped opportunity for staff to share content with their friends and family that highlights OCSD’s mission, vision and values. Media/Press • OCSD’s Unified Communications Policy spells out that all media inquiries should flow to/through the Public Affairs Office; employees know and follow this directive. • OCSD does not regularly write Press Releases or pitch stories to local media. • OCSD has a media list with contact information for several media outlets including radio, television, print and Vietnamese/Spanish outlets. Interns maintain and update this list, though the frequency is unclear. • OCSD uses Meltwater to monitor media mentions. Administration Manager Jennifer Cabral receives all reports. Direct Communications • OCSD uses Constant Contact for email marketing (Five Minutes Per Month, and a Biosolids Newsletter). As of this writing, there are 2,139 subscribers for Five Minutes Per Month while the Biosolids Newsletter purposely has under 500 subscribers. • OCSD does not email all internal publications directly to employees. 3 Things to Know is currently the only publication PAO delivers to all employee inboxes. Others may route through supervisors/managers or be on display at OCSD facilities. • OCSD prints many internal communication pieces onsite, such as Digester, SafetyGrams, Safe Bulletins, and Pipeline. • Employees receive emergency notifications via email, office phones and OCSD-issued mobile phones through the Send Word Now system. 5 ORANGE COUNTY SANITATION DISTRICT – COMMUNICATIONS AUDIT REPORT Summarized Recommendations NOTE: Tripepi Smith offers specific Action Items for each of these Recommendations in the full version of the Communications Audit Report. 1 – Establish Relationships with Public Information Officers in Orange County City and county public information officers (PIOs) are responsible for providing information to a city’s and/or county’s constituents. PIOs typically have established processes for effectively communicating with their constituents. Considering OCSD’s external audience includes approximately 2.6 million Orange County residents, OCSD would benefit substantially from forming relationships with PIOs in Orange County who could assist in disseminating OCSD information to their shared audience. 2 - Leverage Additional Communications Platforms OCSD’s LinkedIn Page has the largest audience (2,578 Followers) of all OCSD-managed social media accounts, but the Page is not currently active. Additionally, 659 LinkedIn Users list OCSD as their employer. OCSD should consider leveraging LinkedIn in their social media strategy. Additionally, OCSD should take advantage of digital screens/signage throughout the OCSD facilities to reach staff and visitors to campus. 3 – Consistently Analyze Available Metrics OCSD should consider regularly analyzing and reporting on available website and social media data. Staff currently provides a social media metrics report to the Legislative & Public Affairs Committee but could expand this report. By consistently analyzing OCSD’s website and social media data, OCSD staff can gather insights to use in improving its communications efforts. 4 – Increase Video Content Across all digital platforms, video tends to be the most engaging content. OCSD should consider increasing production of video content that resonates with its audiences and helps disseminate information in an eye-catching way. 5 – Improve the ocsd.com Website Search engine optimization on ocsd.com can help OCSD better reach its audience through the ocsd.com website. There are also multiple Vision Content Management System features to enable to improve website administration and user experience. OCSD should consider completing the steps below to improve the website. 6 ORANGE COUNTY SANITATION DISTRICT – COMMUNICATIONS AUDIT REPORT 6 – Optimize Internal Communications The Public Affairs Office creates several internal communications pieces to keep employees updated. OCSD should consider combining, rescheduling and updating content on certain communications to ensure they reach employees effectively and efficiently. 7 – Improve Communications with Field Level Employees The Public Affairs Office’s internal communications pieces may not always reach field level employees as consistently as they reach office staff. 8 – Optimize External Communications The Public Affairs Office has several opportunities to enhance its external communications strategy. However, these recommendations operate under the assumption that OCSD is comfortable with drawing more attention to itself, its services, its infrastructure, and its staff. 9 – Take Inventory of Communications Collateral Old communications collateral may spread outdated information about OCSD. The Public Affairs Office should consider taking inventory of all internal and external collateral to ensure all communications are up to date. Conclusion Compared to other California public agencies Tripepi Smith has assessed, the Orange County Sanitation District has one of the most centralized and organized Communications processes. A single team, with defined roles, produces and/or approves all internal and external communication content. OCSD also has clear policies that outline expectations for staff when it comes to producing communication content and interacting with both internal and external audiences. The OCSD Brand/Style Guide is a particularly advanced best practice. Overall, OCSD’s internal communication efforts are solid in terms of quantity, quality and readership. A key question for OCSD’s leadership to consider now is: how much do you want to ‘publicize’ the District’s services and programs through external communication efforts? There appears to be tension between wanting to remain ‘out of sight, out of mind’ and producing more modern, innovative content that will engage various stakeholders in OCSD’s service area. Thank you again for this opportunity to provide the Orange County Sanitation District with an objective third-party assessment of its communication efforts. Should you wish to further engage Tripepi Smith to execute on recommendations in this report, we are ready to assist. LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2021-1415 Agenda Date:2/8/2021 Agenda Item No:3. FROM:James D. Herberg, General Manager SUBJECT: PUBLIC AFFAIRS UPDATE FOR THE MONTHS OF NOVEMBER 2020 THROUGH JANUARY 2021 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Public Affairs Update for the months of November 2020 through January 2021. BACKGROUND Staff will provide an update on recent public affairs activities. RELEVANT STANDARDS ·Maintain influential legislative advocacy and a public outreach program ·Build brand, trust, and support with policy makers and community leaders ·Maintain collaborative and cooperative relationships with regulators,stakeholders,and neighboring communities ·Listen to and seriously consider community input on environmental concerns PROBLEM The Orange County Sanitation District (Sanitation District)is well-recognized within the water/wastewater industry;however,as a regional provider without direct access to our customers there is opportunity to always expand knowledge or awareness within our service area of the important work we do to protect public health and the environment and the part they can have to protect our sewer lines,our treatment plants,and the quality of water we supply for the Groundwater Replenishment System. PROPOSED SOLUTION By providing tours,community outreach,education,and general communication via the Sanitation District’s website,social media outlets,and direct mailings,we have the ability to educate the community,local agencies,and businesses on our messaging such as the What2Flush program, energy production,water recycling,biosolids,and our source control program.This,in turn,helps improve the quality of wastewater that is recycled or released to the ocean. Orange County Sanitation District Printed on 2/1/2021Page 1 of 3 powered by Legistar™ File #:2021-1415 Agenda Date:2/8/2021 Agenda Item No:3. TIMING CONCERNS N/A RAMIFICATIONS OF NOT TAKING ACTION If we do not educate the community,local agencies,and area businesses about the Sanitation District, we may not have the support necessary to deliver our mission. PRIOR COMMITTEE/BOARD ACTIONS N/A ADDITIONAL INFORMATION Current activities for the months of November 2020 through January 2021: Virtual Tours Due to the COVID-19 pandemic,our in-person Plant tours are temporarily suspended.To continue engaging with the community and our stakeholders,staff conducts virtual tours of the Plant which has allowed participants an opportunity to remotely visit the Sanitation District and learn how we protect public health and the environment.For this reporting period,we held five virtual tours reaching over 200 people. Plant No. 2 Neighborhood Newsletter Distributed As part of the ongoing outreach efforts to keep our Plant No.2 neighbors informed and engaged,the Fall issue of the Neighborhood Connection Newsletter was distributed in November.Over 1,400 residents in Huntington Beach,Costa Mesa,and Newport Beach receive this publication.The newsletter includes updates on the ongoing construction of the low flow pump station,the final expansion of the Groundwater Replenishment System,and the future construction of the new temperature-phased anaerobic digester facility.The current and previous issues are available on our website at www.ocsd.com/plant2. Transition from OCSD to OC San The rollout of the new logo and new name has begun.We anticipate the entire transition to be a two- year process.This will allow time to utilize the existing inventory of OCSD material that is in stock and only replacing items as the inventory is depleted or scheduled for replacement.The following are updates that have occurred: ·Updated signature block ·Electronic letterhead ·Updated templates ·New PowerPoint template ·Social media campaign ·Ocsan.gov website secured ·Updates to website Orange County Sanitation District Printed on 2/1/2021Page 2 of 3 powered by Legistar™ File #:2021-1415 Agenda Date:2/8/2021 Agenda Item No:3. ·Ocean Monitoring Vessel, Nerissa, branded ·Streetlight poles at Plant Nos.1 and 2 Awards: ·The Headquarters Complex received an award in the Unbuilt Green Category for the Architects Newspaper Awards. This is the first time we’ve received this award. ·For the 13th consecutive year,the Sanitation District has been awarded the Municipal Information Systems Association of California (MISAC)award.This award signifies that the Sanitation District met or exceeded MISAC standards. Media Coverage: Director of Engineering Kathy Millea and Dan Bunce with Brown and Caldwell were interviewed on the Sanitation District’s Temperature Phased Anaerobic Digestion (TPAD)facility.A link to the article is in the Outreach Summary Report. ATTACHMENTS The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Outreach and Media Summary Report November 2020 through January 2021 Orange County Sanitation District Printed on 2/1/2021Page 3 of 3 powered by Legistar™ Outreach and Media Summary November 2020 - January 2021 O C San P u b l i c A f f a i r s O f f i c e Table of Contents OUTREACH REPORT…………………………………………………………PAGE 1 FACEBOOK POSTINGS ……………………………………………...............PAGE 3 TWITTER POSTINGS …………………………………………………………PAGE 11 INSTAGRAM POSTINGS………………………………………………………PAGE 14 ARTICLE SUMMARY………………………………………………………….PAGE 16 Outreach Report November 2020 - January 2021 Date Tours Attendees Tour Guide 11/12/2020 OC San Virtual Tour 38 Cortney Light 12/4/2020 CSUF Engineering Virtual Tour 10 Sam Choi 12/15/2020 OC San/ OCWD Joint Virtual Tour 90 Jim Herberg/Mike Markus 01/12/2021 Godinez High School 40 Deirdre Bingman 01/20/2021 New Employee Tour 20* Pegah Behraven Date Speaking Engagements Attendees Presenter 11/162020 UCI AAEES Networking 20 Eros Yong 11/16/2020 Los Alamitos City Council Presentation 15 Kathy Millea 12/14/2020 Seal Beach City Council Presentation 15 Kathy Millea 12/152020 UCR World Water Day Presentation 50 Jim Herberg 1/14/2021 ACC-OC Presentation 15 Jim Herberg 01/21/2021 Construction Network CIP 50* Brian Bingman/ Raul Cuellar *These events have not occurred at time of this report, therefore # of attendees is estimated. Project Area Construction Outreach Notifications # of People Reached Website Posts and Text Alerts Anaheim 6 notifications 7,800 5 website posts / 4 text alerts Fullerton 2 notifications 2600 1 website post Huntington Beach 1 newsletter 1400 Westminster 2 notifications 13,065 4 website posts / 4 text alerts External Communications Distribution # of People Reached 5 Minutes Per Month Two 600 Board Member 75 Outreach Toolkit One 25 Website Posts 7 posts 61 views Talking Points Three Member Page 1 Facebook 54 posts 9.5k people Twitter 59 tweets 16.5k people Instagram 43 posts 1.6k people Page 2 Facebook Posts Nov 2020- Jan 2021 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Graphs of Page Likes, Post Reach and Total Views for November 2020- January 2021 Page 9 Page 10 Twitter Posts Nov 2020- Jan 2021 Page 11 Page 12 Page 13 Instagram Posts Nov 2020- Jan 2021 Page 14 Page 15 OC San News Articles November 2020 - January 2021 Article Date Resource OneWater: Closing the Loop 30‐Nov‐20 Energy and Environmental Policy Analysis 2020 Link https://eepolicy2020.wordpress.com/2020/11/30/ onewater‐closing‐the‐loop/ https://event‐newsenterprise.com/oc‐sanitation‐ announces‐sewer‐rehabilitation‐for‐2021/10‐Dec‐20 News Enterprise 16‐Dec‐20 ASCE https://source.asce.org/california‐county‐to‐benefit‐ from‐temperature‐phased‐anaerobic‐digestion‐facility/ https://event‐newsenterprise.com/la‐palma‐swears‐in‐new‐ https://www.archpaper.com/2020/12/here‐are‐the‐2020‐an‐ best‐of‐design‐awards‐winners‐part‐7/ https://event‐newsenterprise.com/after‐two‐terms‐mayor‐ murphy‐steps‐away‐from‐the‐public‐stage/ OC Sanitation announces sewer rehabilitation for 2021 California county to benefit from temperature‐phased anaerobic digestion facility La Palma swears in new members Here are the 2020 AN Best of Design After two terms, Mayor Murphy steps away from the public stage Chirco elected Mayor, Hasselbrink Mayor Pro‐tem https://event‐newsenterprise.com/18072‐2/ 17-Dec-20 News Enterprise 23-Dec-20 Architect Newspaper 5- Jan- 21 5-Jan- 21 News Enterprise News Enterprise Page 16 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2021-1412 Agenda Date:2/8/2021 Agenda Item No:4. FROM:James D. Herberg, General Manager SUBJECT: LEGISLATIVE AFFAIRS UPDATE FOR THE MONTHS OF NOVEMBER 2020 THROUGH JANUARY 2021 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Legislative Affairs Update for the months of November 2020 through January 2021. BACKGROUND The Orange County Sanitation District’s (Sanitation District)legislative affairs program includes advocating the Sanitation District’s legislative interests;sponsoring legislation (where appropriate); and seeking Local,State,and Federal funding for projects and programs.Staff will provide an update on recent legislative and grant activities. RELEVANT STANDARDS ·Maintain influential legislative advocacy and a public outreach program ·Build brand, trust, and support with policy makers and community leaders ·Maintain collaborative and cooperative relationships with regulators,stakeholders,and neighboring communities PROBLEM Without a strong advocacy program,elected officials may not be aware of the Sanitation District’s mission, programs, and projects and how they could be impacted by proposed legislation. PROPOSED SOLUTION Continue to work with Local,State,and Federal officials to advocate the Sanitation District’s legislative interests.Help to create/monitor legislation and grants that would benefit the Sanitation District,the wastewater industry,and the community as a whole.To assist in our relationship building activities,we will continue to reach out to our elected officials providing facility tours,one-on-one meetings, and trips to D.C. and Sacramento. Orange County Sanitation District Printed on 2/1/2021Page 1 of 2 powered by Legistar™ File #:2021-1412 Agenda Date:2/8/2021 Agenda Item No:4. TIMING CONCERNS N/A RAMIFICATIONS OF NOT TAKING ACTION If we do not work with Local,State,and Federal elected officials,legislation could be passed that negatively affects the Sanitation District and the wastewater industry as a whole.Additionally,a lack of engagement may result in missed funding opportunities. ADDITIONAL INFORMATION State: The Legislature returned to Sacramento on January 11,2021 to start the first year of the current two- year legislative session.The Legislature will be focused on introducing bills prior to the February 19 bill introduction deadline.Topics that are expected to dominate the Legislature’s time in Sacramento this year include COVID-19 relief and response,climate resiliency,housing,homelessness,social equity, and police reform. Federal: At the end of 2020,congressional leaders reached agreement on a massive omnibus spending bill, COVID-19 relief package,renewal of the Water Resources Development Act,and authorization of renewable energy mandates.It is expected that the next relief package will focus on core infrastructure needs and climate/environmental issues. FINANCIAL CONSIDERATIONS N/A ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·Federal Update - ENS Resources ·State Update - Townsend Public Affairs ·Grant Tracker 2021-2022 Orange County Sanitation District Printed on 2/1/2021Page 2 of 2 powered by Legistar™ ENS Resources, Inc. 1901 Pennsylvania Avenue, N.W./Suite 1005 Washington, D.C. 20006 / Telephone (202) 466-3755 Telefax: (202) 466-3787 www.ensresources.com TO: Rebecca Long FROM: Eric Sapirstein DATE: January 18, 2021 SUBJECT: Washington Update The past month has been one of historical transition as Congress completed action on an omnibus spending bill and a fourth COVID-19 relief bill that the president signed into law. The 117th Congress convened on January 3 when new members, including OC San’s Representative Young Kim and Michelle Steel, were sworn into office. At the time of this writing, committee assignments had not been officially announced. Also, when Congress convened earlier in the month, it adopted rules governing the House that included extension of the Climate Crisis Committee, signaling a commitment to address climate policy in the coming year. In the Senate, Vice President-elect Kamala Harris officially resigned her Senate seat, making California Secretary of State Alex Padilla the new California Senator. Padilla is filling his office with seasoned congressional staff. This action suggests he will start his Senate career with all speed. With the Georgia Senators expected to be sworn into office, along with Padilla, the Senate will be in Democrat control with a 50/50 split broken by Harris’ vote as the Senate President. However, given the potential for division in both parties, it is unclear how often a Harris tie breaking vote would be necessary. With the approaching Inauguration, the Biden Transition Team announced the selection of US Environmental Protection Agency’s (USEPA’s) senior leaders. North Carolina’s Department of Environment leader, Michael Regan will become the Administrator. Janet McCabe, previously the Office of Air Assistant Administrator under President Obama, will serve as the Deputy Administrator; a position generally considered the day-to-day manager of the agency. The appointments signal a priority for enforcement of environmental mandates and the reinstatement of climate policy as a priority for the agency. ENS Resources, Inc. 1901 Pennsylvania Avenue, N.W./Suite 1005 Washington, D.C. 20006 / Telephone (202) 466-3755 Telefax: (202) 466-3787 www.ensresources.com Omnibus and COVID-19 Relief At the end of 2020, congressional leaders reached agreement on a massive omnibus spending bill, COVID-19 relief package, renewal of the Water Resources Development Act, and authorization of renewable energy mandates. The action means that the remainder fiscal year 2020 was funded at essentially current spending levels eliminating the potential for further program disruptions. Also, Congress and the White House reached an agreement to fund extensions of pandemic relief programs and in a new effort included a limited $638 million to provide grants nationwide for the loss of ratepayers’ payments to water and wastewater agencies because of economic and health impact of COVID-19. President-Elect Releases Next Pandemic Response Package President-elect issued the American Rescue Plan that he intends to work with Congress to pass expeditiously to reverse the pandemic’s health and economic impacts. The plan builds upon the fourth package enacted into law in December that provided assistance to support arrearages related to utility services. Under the plan, a series of provisions could benefit OC SAN’S. • Emergency Rental Assistance Program Provides $30 billion for direct emergency rental assistance payments to states and local governments with 200,000 residents or more. The plan envisions cities and states making payments directly to landlords or wastewater agencies on behalf of renters. If a landlord refuses to accept the rental assistance, cities and states can give assistance directly to the renter, who could then make payments to an agency. • Low-Income Household Drinking Water and Wastewater Emergency Assistance Program Provides an additional $5 billion in grants to assist low-income households pay their water utility bills by providing grants to public water and wastewater agencies to reduce arrearages and to support needs to pay for water services. The funds will be made available to agencies through a new Low-Income Household Drinking Water and Wastewater Emergency Assistance Program that states can distribute via existing networks such as Low-Income Home Energy Assistance Program (LIHEAP). • Paid Mandatory Sick and Family Leave The Plan would provide for reimbursement of mandatory paid sick and family leave through September 30, 2021. This would enhance earlier efforts to simply provide tax credits to public agencies for the provision of leave. A maximum federal benefit of $1,400 per month would be available. ENS Resources, Inc. 1901 Pennsylvania Avenue, N.W./Suite 1005 Washington, D.C. 20006 / Telephone (202) 466-3755 Telefax: (202) 466-3787 www.ensresources.com • Occupational Safety and Health Administration (OSHA) Assistance The plan envisions the implementation of a COVID-19 OSHA protection standard to cover frontline essential works to protect workers from unsafe conditions and retaliation. • Support of State and Local Governments The plan envisions $350 billion in emergency funding for state, local, and territorial governments to ensure that they are in a position to keep front line public workers on the job and paid. Infrastructure Once Congress completes action on the fifth COVID-19 relief package, it is expected to turn attention of a national infrastructure imitative that would likely merge core infrastructure needs with climate policy priorities. The positive outlook for infrastructure is grounded in a sense that a national infrastructure funding program could reverse the COVID-19 created economic challenges and create employment. The starting point of any package appears to be the Moving Forward Act that the House passed last year. This almost $2 trillion bill placed a priority on funding the State Revolving Fund program as well as new programs to provide grants to help wastewater agencies adopt technologies that could modernize the treatment process. The outlines of any infrastructure policy remains to be developed in the coming months. However congressional staff indicate that the latter part of spring could see Congress moving aggressively to pass a bill. Southern California Office ▪ 1401 Dove Street • Suite 330 • Newport Beach, CA 92660 • Phone (949) 399-9050 • Fax (949) 476-8215 State Capitol Office ▪ 925 L Street • Suite 1404 • Sacramento, CA 95814 • Phone (916) 447-4086 • Fax (916) 444-0383 Federal Office ▪ 600 Pennsylvania SE • Suite 207 • Washington, DC 20003 • Phone (202) 546-8696 • Fax (202) 546-4555 Northern California Office ▪ 300 Frank Ogawa Plaza • Suite 204 • Oakland, CA 94612 • Phone (510) 835-9050 • Fax (510) 835-9030 To: Orange County Sanitation District From: Townsend Public Affairs, Inc. Date: January 18, 2021 Subject: Legislative and Public Affairs Agenda Report State Legislative Update The Legislature returned to Sacramento on January 11, 2021 to start the first year of the current two-year legislative session. For the next month, the Legislature will be focused on introducing bills prior to the February 19 bill introduction deadline. Once bills are introduced in their respective houses, they must sit for 30 days before they can be acted on. The Legislature is expected to introduce upwards of 2,7000 bills before the deadline. A significant portion of these bills will be spot bills, which are bills with little or no substantive language. These bills will be amended as the legislative session continues to address various policy topics. Topics that are expected to dominate the Legislature’s time in Sacramento this year include COVID-19 relief and response, climate resiliency, housing, homelessness, social equity, and police reform. Below are the upcoming relevant dates for the Legislature: January 22 – Last day to submit bill requests to Legislative Counsel February 19 – Bill introduction deadline Governor’s January Budget Proposal On January 8, Governor Newsom released his January Budget proposal. The proposed budget is a $227.2 billion fiscal blueprint that focuses on COVID-19 relief funding, economic strengthening and recovery, vaccine distribution, small business support, housing, homelessness, and education. The Governor’s January Budget proposal kick-starts the process of budget hearings, subcommittee hearings, and other discussions leading up to the May Revise and then final Budget adoption by the Legislature prior to June 15. As part of the January Budget proposal, the Governor and Department of Finance are projecting the State will have a current-year budget surplus of $15 billion. This surplus is a result of higher than expected revenues in the budget year, as well as fewer people accessing state services than was anticipated. January 2021 Report 2 The Governor is proposing to utilize most of those dollars to invest in the economic recovery of the State, as well as to combat the harmful effects of the COVID-19 pandemic. Since the budget surplus is anticipated to be one-time in nature, the Governor proposes to utilize the funds largely for one-time expenditures as opposed to ongoing spending that would need to be cut in a future budget. Below are a few highlights of priority areas of the Budget proposal: • COVID-19 Relief: o $4.4B proposed in emergency response ▪ $2B for coronavirus testing ▪ $473M for contact tracing ▪ $372M for vaccine administration • Economic Recovery Package: o $4.5B proposed in economy recovery ▪ $1.1B immediate relief for small businesses ▪ $777M for California Jobs Initiative ▪ $353M for Workforce Development ▪ $300M for Deferred Maintenance ▪ $500M for Housing Development ▪ $1.5B for Zero-Emissions Vehicles • Golden State Stimulus o $2.4B total ▪ $600 direct payments to an estimated 4 million Californians ▪ Extension of eviction moratorium enacted via AB 3088 • Housing: o The Budget includes $500M for the Infill Infrastructure Grant Program to accelerate economic recovery through the creation of jobs and long-term housing development o $500M for a third round of low income housing tax credits • Homelessness: o $1.75B in one time new investments ▪ $750M for competitive local government grants to purchase motels/hotels (Project Homekey Acquisitions) ▪ $750M in behavioral health continuum infrastructure available over 3 years for developing community mental health housing ▪ $250M for dedicated housing for vulnerable seniors • Climate Change: o $1B to support the Forest Management’s Task Force’s Wildlife and Forest Resilience Action Plan o $248.6M for restoration of natural areas and ecosystems o $183M for flood management o $6.5M for coastal protection January 2021 Report 3 Beginning this week, the Legislature will start to conduct Budget Committee hearings to receive a broad overview of the Governor’s proposals. Additionally, the Administration will continue to develop trailer bill language, which will detail how various budget proposals would be implemented. TPA will continue to keep the Orange County Sanitation District updated on the budget process, the status of those items identified as potential priority for the District, as well as the Legislature’s response to the Governor’s Budget proposal. Priority Legislation Although the legislative session just began, there are a few bills already introduced that TPA has preliminarily identified as priority bills for the District: AB 59 (Gabriel) - Mitigation Fee Act: fees: notice and timelines AB 59 would repeal Section 66022 of the Government Code, which establishes the 120-day statute of limitations for legal challenges to new or increased connection fees or capacity charges. Under current law, any legal challenges for water and sewer connection fee or capacity charge must be commenced within 120 days after a water or sewer agencies adopts or amends a fee. This bill would change the statute of limitations to begin once the agency actually charges the fee to the ratepayer. AB 59 would also require local agencies that collect fees in excess of the amount needed to provide their specific services to reimburse the ratepayer for that amount as opposed to re- investing that excess into reducing rates. AB 59 has been double referred to the Assembly Local Government Committee and the Assembly Housing and Community Development Committee. SB 45 (Portantino) – Wildfire Prevention, Safe Drinking Water, Drought Preparation, and Flood Protection Bond Act of 2022 SB 45 would establish a $5.5 billion general obligation bond that would appear on the November 2022 ballot. SB 45 would provide funding for a wide variety of natural resources and climate resilient projects including: wildfire prevention, safe drinking water and water quality, protecting fish, wildlife, and agriculture from Climate risks, and protecting coastal resources. SB 45 is a re-introduction of SB 45 (Allen, 2018). This proposal and conversations around a climate focused bond were put on hold largely due to the COVID-19 pandemic. It is important to note that Governor Newsom’s January budget request did not include a climate/natural resources bond. OC San's Grant and Loan Funding Tracker 2021-2022 Name of Grant/Loan Synopsis of Grant/Loan Amount of Grant/Loan Amount Applying for Applying Y/N Project/Program Reason Match Deadline Category Rcvd Grant/ Financing Y/N Organics Grant Program The Organics Grant Program is part of California Climate Investments, a statewide program that puts billions of cap-and-trade dollars to work reducing greenhouse gas emissions, strengthening the economy, and improving public health and the environment - particularly in disadvantaged and/or low-income communities. The Cap- and-Trade program also creates a financial incentive for industries to invest in clean technologies and develop innovative ways to reduce pollution. California Climate Investments projects include affordable housing, renewable energy, public transportation, zero-emission vehicles, environmental restoration, more sustainable agriculture, recycling, and much more. At least 35 percent of these investments are made in disadvantaged and low-income communities. Application materials for FY 2020–21 will tentatively be available summer 2020.TBD Yes Food-Waste Co-Digestion facility at Plant No.2 in Huntington Beach to accept up to 150 wet tons per day (wtpd) of pre- processed source separated organics. We will review the possible funding opportunity to determine if it is a fit for the Sanitation District. TBD TBD Energy/Recycling No CalOES Grant- Community Power Resiliency Allocation to Special Districts Program The purpose of the Community Power Resiliency Allocation to Special Districts Program is to support California special districts with additional preparedness measures in response to power outage events. Of the $50 million overall appropriation for Community Power Resiliency funding, $20 million has been reserved for special district needs. $300,000 $300,000 No Portable Generators We did not meet the requirements of the grant.NA 10/30/2020 Renewable energy No Integrated Regional Water Management (IRWM) Grant Program The Proposition 1 IRWM Grant Program, administered by DWR, provides funding for projects that help meet the long term water needs of the state, including: Assisting water infrastructure systems adapt to climate change; Providing incentives throughout each watershed to collaborate in managing the region's water resources and setting regional priorities for water infrastructure TBD NA No NA TPA and OCSD are monitoring the grant program development from the Santa Ana Watershed Project Authority (SAWPA). Currently, Round 2 has yet to be announced. TPA and OCSD will continue to watch this and other matches. 50%NA. Will return in 2021 for Round 2 Water No The Water Infrastructure Improvements Act (WIIN) The Title XVI Water Reclamation and Reuse Projects funding opportunity allows for sponsors of water reclamation and reuse projects that are congressionally authorized or are eligible under section 4009(c) of the WIIN Act to request cost-shared funding for planning, design and/or construction of those Projects. Water reclamation and reuse projects provide improved efficiency, flexibility during water shortages and diversifies the water supply. Reclamation is making up to $20 million available for those projects authorized under the WIIN Act. $20 million Pending Funding Opportunity Announcement (FOA) Final Expansion of GWRS Headworks (P2-122) The Sanitation District developed a proposal for last year that could be used as a basis for a new submittal. $20mm or 25% of project costs whichever is less. 6/28/2019 Water/ Infrastructure Pending FOA Stormwater and CSO Grant Program USEPA is authorized to provide grants assistance of public agencies to control stormwater flows and CSO's. Funding through state awards. Total funding available is $60 million nationwide but increased funding expected in next budget cycle or under infrastructure bill. Funding cost-share is not identified in the law TBD TBD. We will monitor for possible funding opportunities/A TBD FY 2020 - $28 million Yes Anticipate by July 2020 Water/ Infrastructure USEPA published allocation formula with deadline for public comments 9/3/2020. Expect formal allocation to State within next two months. STATE FEDERAL Updated 1/19/2021 OC San's Grant and Loan Funding Tracker 2021-2022 Name of Grant/Loan Synopsis of Grant/Loan Amount of Grant/Loan Amount Applying for Applying Y/N Project/Program Reason Match Deadline Category Rcvd Grant/ Financing Y/N The Department of Energy (DOE), USBR and USEPA The DOE’s Office of Energy Efficiency is likely to continue to be funded by Congress to support such efforts as biogas, biosolids and green energy. Through the WaterSmart program, USBR will issue solicitations for innovative approaches to managing water and water treatment through technology and processes for FY 2020 - $60 million TBD TBD. We will monitor for possible funding opportunities Project Funding Opportunity: Energy production to reduce costs of recycled water through innovative technologies. Innovative water monitoring technology that can produce efficient real time monitoring and data analysis, Biogas Management and Use Improvements. We will review the possible funding opportunity to determine if it is a fit for the Sanitation District. N/A TBD Energy/Water/Infrastructure TBD USEPA Climate Resiliency TBD TBD TBD Anticipate that USEPA will issue FOA's to promote studies and plans to address resiliency needs and strategies We will review the possible funding opportunity to determine if it is a fit for the Sanitation District. Unclear TBD Climate TBD Match ongoing Education Yes No 03/18/19 Environment Yes Other Updated 1/19/2021 LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE Agenda Report Administration Building 10844 Ellis Avenue Fountain Valley, CA 92708 (714) 593-7433 File #:2021-1458 Agenda Date:2/8/2021 Agenda Item No:5. FROM:James D. Herberg, General Manager Originator: Kelly A. Lore, Clerk of the Board SUBJECT: LEGISLATIVE AND PUBLIC AFFAIRS COMMITTEE MEETING DATES FOR CALENDAR YEAR 2021 GENERAL MANAGER'S RECOMMENDATION RECOMMENDATION: Review and provide staff direction on the upcoming calendar of meeting dates for the Legislative and Public Affairs Committee. BACKGROUND According to Resolution No.OC SAN 21-01,Rules of Procedure for the Conduct of Business of the District,the Legislative and Public Affairs Committee meets regularly on the second Monday of various months at 12:00 p.m. or as noted below. The Board of Directors approved the following dates for the 2021 calendar year in November 2020. The need arose to possibly change the date or time of this Committee’s meetings to accommodate new Committee members’ schedules. The approved dates for the 2021 calendar year are: JANUARY - DARK February 8, 2021 - 12:00 p.m. March 8, 2021 - 12:00 p.m. April 12, 2021 - 3:30 p.m. May 10, 2021 - 12:00 p.m. JUNE - DARK July 12, 2021 - 3:30 p.m. AUGUST - DARK September 13, 2021 - 12:00 p.m. OCTOBER - DARK November 8, 2021 - 12:00 p.m. DECEMBER - DARK Orange County Sanitation District Printed on 2/1/2021Page 1 of 2 powered by Legistar™ File #:2021-1458 Agenda Date:2/8/2021 Agenda Item No:5. ATTACHMENT The following attachment(s)may be viewed on-line at the OC San website (www.ocsan.gov)with the complete agenda package: ·2021 Condensed Meeting Calendar Orange County Sanitation District Printed on 2/1/2021Page 2 of 2 powered by Legistar™ ORANGE COUNTY SANITATION DISTRICT 2021 COMMITTEE/BOARD CALENDAR JANUARY ‘21 FEBRUARY ‘21 MARCH ‘21 S M T W T F S S M T W T F S S M T W T F S 1 2 1 2 3 4 5 6 1 2 3 4 5 6 3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 24 25 26 27 28 29 30 28 28 29 30 31 31 APRIL ‘21 MAY ‘21 JUNE ‘21 S M T W T F S S M T W T F S S M T W T F S 1 2 3 1 1 2 3 4 5 4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12 11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 30 31 JULY ‘21 AUGUST ‘21 SEPTEMBER ‘21 S M T W T F S S M T W T F S S M T W T F S 1 2 3 1 2 3 4 5 6 7 1 2 3 4 4 5 6 7 8 9 10 8 9 10 11 12 13 14 5 6 7 8 9 10 11 11 12 13 14 15 16 17 15 16 17 18 19 20 21 12 13 14 15 16 17 18 18 19 20 21 22 23 24 22 23 24 25 26 27 28 19 20 21 22 23 24 25 25 26 27 28 29 30 31 29 30 31 26 27 28 29 30 OCTOBER ‘21 NOVEMBER ‘21 DECEMBER ‘21 S M T W T F S S M T W T F S S M T W T F S 1 2 1 2 3 4 5 6 1 2 3 4 3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 31 Steering/Board (Blue) Operations (Red) Administration (Green) OCSD Holidays (Yellow) H:\dept\gmo\120\BS\Calendars\2020 Condensed Calendar.docx Legislative & Public Affairs (Lt. Bl) ORANGE COUNTY SANITATION DISTRICT COMMON ACRONYMS ACWA Association of California Water Agencies LOS Level Of Service RFP Request For Proposal APWA American Public Works Association MGD Million Gallons Per Day RWQCB Regional Water Quality Control Board AQMD Air Quality Management District MOU Memorandum of Understanding SARFPA Santa Ana River Flood Protection Agency ASCE American Society of Civil Engineers NACWA National Association of Clean Water Agencies SARI Santa Ana River Interceptor BOD Biochemical Oxygen Demand NEPA National Environmental Policy Act SARWQCB Santa Ana Regional Water Quality Control Board CARB California Air Resources Board NGOs Non-Governmental Organizations SAWPA Santa Ana Watershed Project Authority CASA California Association of Sanitation Agencies NPDES National Pollutant Discharge Elimination System SCADA Supervisory Control And Data Acquisition CCTV Closed Circuit Television NWRI National Water Research Institute SCAP Southern California Alliance of Publicly Owned Treatment Works CEQA California Environmental Quality Act O & M Operations & Maintenance SCAQMD South Coast Air Quality Management District CIP Capital Improvement Program OCCOG Orange County Council of Governments SOCWA South Orange County Wastewater Authority CRWQCB California Regional Water Quality Control Board OCHCA Orange County Health Care Agency SRF Clean Water State Revolving Fund CWA Clean Water Act OCSD Orange County Sanitation District SSMP Sewer System Management Plan CWEA California Water Environment Association OCWD Orange County Water District SSO Sanitary Sewer Overflow EIR Environmental Impact Report OOBS Ocean Outfall Booster Station SWRCB State Water Resources Control Board EMT Executive Management Team OSHA Occupational Safety and Health Administration TDS Total Dissolved Solids EPA US Environmental Protection Agency PCSA Professional Consultant/Construction Services Agreement TMDL Total Maximum Daily Load FOG Fats, Oils, and Grease PDSA Professional Design Services Agreement TSS Total Suspended Solids gpd gallons per day PFAS Per- and Polyfluoroalkyl Substances WDR Waste Discharge Requirements GWRS Groundwater Replenishment System PFOA Perfluorooctanoic Acid WEF Water Environment Federation ICS Incident Command System PFOS Perfluorooctanesulfonic Acid WERF Water Environment & Reuse Foundation IERP Integrated Emergency Response Plan POTW Publicly Owned Treatment Works WIFIA Water Infrastructure Finance and Innovation Act JPA Joint Powers Authority ppm parts per million WIIN Water Infrastructure Improvements for the Nation Act LAFCO Local Agency Formation Commission PSA Professional Services Agreement WRDA Water Resources Development Act ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS ACTIVATED SLUDGE PROCESS – A secondary biological wastewater treatment process where bacteria reproduce at a high rate with the introduction of excess air or oxygen and consume dissolved nutrients in the wastewater. BENTHOS – The community of organisms, such as sea stars, worms, and shrimp, which live on, in, or near the seabed, also known as the benthic zone. BIOCHEMICAL OXYGEN DEMAND (BOD) – The amount of oxygen used when organic matter undergoes decomposition by microorganisms. Testing for BOD is done to assess the amount of organic matter in water. BIOGAS – A gas that is produced by the action of anaerobic bacteria on organic waste matter in a digester tank that can be used as a fuel. BIOSOLIDS – Biosolids are nutrient rich organic and highly treated solid materials produced by the wastewater treatment process. This high-quality product can be recycled as a soil amendment on farmland or further processed as an earth-like product for commercial and home gardens to improve and maintain fertile soil and stimulate plant growth. CAPITAL IMPROVEMENT PROGRAM (CIP) – Projects for repair, rehabilitation, and replacement of assets. Also includes treatment improvements, additional capacity, and projects for the support facilities. COLIFORM BACTERIA – A group of bacteria found in the intestines of humans and other animals, but also occasionally found elsewhere, used as indicators of sewage pollution. E. coli are the most common bacteria in wastewater. COLLECTIONS SYSTEM – In wastewater, it is the system of typically underground pipes that receive and convey sanitary wastewater or storm water. CERTIFICATE OF PARTICIPATION (COP) – A type of financing where an investor purchases a share of the lease revenues of a program rather than the bond being secured by those revenues. CONTAMINANTS OF POTENTIAL CONCERN (CPC) – Pharmaceuticals, hormones, and other organic wastewater contaminants. DILUTION TO THRESHOLD (D/T) – The dilution at which the majority of people detect the odor becomes the D/T for that air sample. GREENHOUSE GASES (GHG) – In the order of relative abundance water vapor, carbon dioxide, methane, nitrous oxide, and ozone gases that are considered the cause of global warming (“greenhouse effect”). GROUNDWATER REPLENISHMENT SYSTEM (GWRS) – A joint water reclamation project that proactively responds to Southern California’s current and future water needs. This joint project between the Orange County Water District and OCSD provides 70 million gallons per day of drinking quality water to replenish the local groundwater supply. LEVEL OF SERVICE (LOS) – Goals to support environmental and public expectations for performance. N-NITROSODIMETHYLAMINE (NDMA) – A N-nitrosamine suspected cancer-causing agent. It has been found in the GWRS process and is eliminated using hydrogen peroxide with extra ultra-violet treatment. NATIONAL BIOSOLIDS PARTNERSHIP (NBP) – An alliance of the NACWA and WEF, with advisory support from the EPA. NBP is committed to developing and advancing environmentally sound and sustainable biosolids management practices that go beyond regulatory compliance and promote public participation to enhance the credibility of local agency biosolids programs and improved communications that lead to public acceptance. PER- AND POLYFLUOROALKYL SUBSTANCES (PFAS) – A large group (over 6,000) of human-made compounds that are resistant to heat, water, and oil and used for a variety of applications including firefighting foam, stain and water-resistant clothing, cosmetics, and food packaging. Two PFAS compounds, perfluorooctanesulfonic acid (PFOS) and perfluorooctanoic acid (PFOA) have been the focus of increasing regulatory scrutiny in drinking water and may result in adverse health effects including developmental effects to fetuses during pregnancy, cancer, liver damage, immunosuppression, thyroid effects, and other effects. PERFLUOROOCTANOIC ACID (PFOA) – An ingredient for several industrial applications including carpeting, upholstery, apparel, floor wax, textiles, sealants, food packaging, and cookware (Teflon). PERFLUOROOCTANESULFONIC ACID (PFOS) – A key ingredient in Scotchgard, a fabric protector made by 3M, and used in numerous stain repellents. PLUME – A visible or measurable concentration of discharge from a stationary source or fixed facility. PUBLICLY OWNED TREATMENT WORKS (POTW) – A municipal wastewater treatment plant. SANTA ANA RIVER INTERCEPTOR (SARI) LINE – A regional brine line designed to convey 30 million gallons per day of non-reclaimable wastewater from the upper Santa Ana River basin to the ocean for disposal, after treatment. SANITARY SEWER – Separate sewer systems specifically for the carrying of domestic and industrial wastewater. SOUTH COAST AIR QUALITY MANAGEMENT DISTRICT (SCAQMD) – Regional regulatory agency that develops plans and regulations designed to achieve public health standards by reducing emissions from business and industry. SECONDARY TREATMENT – Biological wastewater treatment, particularly the activated sludge process, where bacteria and other microorganisms consume dissolved nutrients in wastewater. SLUDGE – Untreated solid material created by the treatment of wastewater. TOTAL SUSPENDED SOLIDS (TSS) – The amount of solids floating and in suspension in wastewater. ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS TRICKLING FILTER – A biological secondary treatment process in which bacteria and other microorganisms, growing as slime on the surface of rocks or plastic media, consume nutrients in wastewater as it trickles over them. URBAN RUNOFF – Water from city streets and domestic properties that carry pollutants into the storm drains, rivers, lakes, and oceans. WASTEWATER – Any water that enters the sanitary sewer. WATERSHED – A land area from which water drains to a particular water body. OCSD’s service area is in the Santa Ana River Watershed.