Drought Contingency Task Force

Drought Contingency Task Force Agenda Monday, June 19, 2023 at 5:30 p.m. Roswell Convention & Civic Center 912 N Main Roswell, New Mexico 88201 Judy Stubbs and Tom Jennings – Residential Customers Rose Duran & Cameron Grimm – Commercial Customer Aron Balok – Pecos Valley Artesian Conservancy District Sean Benedict – Roswell Independent School District Cristina Arnold - City Councilor Jonathan McGary – Supervising Ranger, Bottomless Lakes State Park- Ex Officio Member Staff Liaison: Chantel Longway - Water Conservation Specialist CALL TO ORDER ROLL CALL APPROVAL OF AGENDA NON-ACTION ITEMS 1. Project Overview 2. Drought Contingency Plan Planning Requirements a. Drought Monitoring b. Vulnerability Assessment c. Mitigating Action d. Response Actions e. Operational and Administration Framework f. Plan Update Process 3. Communications and Outreach Plan 4. Drought Contingency Plan Ground Rules 5. Work and Communication Plan ACTION ITEMS 6. Consider approval of Work Plan and Communications and Outreach Plan 7. Assignments for the Drought Monitoring Team  8. Assignments for the Vulnerability Assessment Team 9. Assignments for the Mitigation Actions Team 10. Discuss and appoint Chair & Vice Chair PUBLIC PARTICIPATION ADJOURN Next meeting will be held August 16, 2023 at 5:30 p.m., at the Roswell Convention & Civic Center. Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-01. NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary of other type of accessible format is needed. Printed and posted: Friday, June 16, 2023.  City of Roswell Communication and Outreach Plan 2023 Purpose and Summary The Drought Awareness Communication and Outreach Plan is a drought management effort. Given persistent drought conditions in the New Mexico, the City of Roswell has developed this comprehensive drought communication and public outreach strategy to provide timely information, to raise awareness by explaining the changing drought conditions and to solicit cooperation from the public and business community to support appropriate conservation measures. A strong communication and outreach are the foundation to a successful implementation of the Drought Contingency Plan (DCP). This communication and outreach plan will be updated and adopted annually, targeting the April/May timeframe. The goal is to promote the importance of conserving water and achieving water savings in both normal and drought years. A water conservation plan was developed in 2021 to address each unique water shortage. This document serves as a guide and provides items to take into consideration when executing the outreach. That being said, a widely adopted plan will capitalize on synergistic opportunities to convey, where appropriate, a consistent drought message. During less severe drought years, the plan will simply provide a general overview of the drought conditions, updated conservation recommendations, and the importance of continued drought preparedness. During changing and possibly more severe drought, the drought messaging will increase in frequency and intensity and will be expanded to include information on the DCP and the necessity to conserve water supplies. Residential, agriculture, and businesses are all critical to the city; will each have appropriate drought guidelines established. While this strategy includes examples of messages and tactics for the City of Roswell Drought Contingency Task Force (DTF) to adopt (such as press releases, informational brochures, community presentations, example verbiage for communications regarding drought stages, social media posts, and more), these toolkits may need to be amended to reflect the severity of each water shortage. As the fields of media, communication, and education are ever-changing, the current best practices for message development and delivery will be utilized and may result in different messages that are contained in this appendix. Communication and Messaging Objectives The objectives of the City of Roswell Drought Contingency Communication and Outreach Plan are: • Educate the City of Roswell community on the persistent drought conditions; with drought severity varying based on measured environmental factors. • Increase general knowledge of water demand and supply throughout the community • Water Bill Inserts  • Promotion of Landscape Efficiency • Education and enforcement of conservation measures • Inform the City of Roswell community there will be periodic changes in the drought status and they will be informed in a timely manner • Educate the City of Roswell community about their voluntary roles and responsibilities during the current and changing drought status • Promote year-round water use efficiencies and water-saving behaviors as applicable during all periods of drought; create a new norm or movement • Coordinate public information campaign efforts with all DTF to optimize communications to the public • Provide informational resources to track drought updates, convey other drought status behavioral guidelines, and provide additional drought information. • In-School Educational Programs Communication Materials In 2021, the City of Roswell created a water conservation program logo. This will help the Communication and Outreach Plan to meet the goals and objectives. Strategies and Tactics for Messaging Message Maps Message mapping is one of the most important risk communication tools that we can employ. The goal of the message map is to convey important information in a concise and easy-to understand fashion. Below are key messages, both primary and secondary, to help the community understand our general water supply situation and the potential subsequent restrictions. Key Messages Supporting Information Message 1 Supporting Info 1 Monitor drought conditions in your area. Drought is naturally occurring in semi- arid climates like New Mexico. Drought happens when there is not enough water in our groundwater and reservoirs due to low precipitation, snowpack, and other climate factors. Supporting Info 2 Drought can be long-lasting or short- term. It is important to be prepared for a drought of any duration. Supporting Info 3 3  Heed drought warnings in your area and stay up to date on conditions with the U.S. Drought Monitor (www.droughtmonitor.unl.edu). Message 2 Supporting Info 1 Conserve your water supply during a Be conscious of your water use. Limit drought. the amount of water you use both inside and outside. Supporting Info 2 Recycle/reuse water when you can. For example, use leftover drinking water to water plants. Supporting Info 3 Everyone in our community can help conserve water at home and at work Message 3 Supporting Info 1 Every drop counts. Water is life. Water is essential for agricultural production and food security. Growing water scarcity is now one of the leading challenges for sustainable development. This challenge will become more pressing as the world's population continues to grow, their living standards increase, diets change and the effects of climate change intensify. Supporting Info 2 Water is food. The 'water we eat' daily through the food we consume is much more than what we drink. Depending on the diet, we need 2000 to 5000 liters of water to produce the food consumed daily by one person. Evidence suggests that two-thirds of the world population could be living in water-stressed countries by 2025 if current consumption patterns continue. Supporting Info 3 Water is your responsibility. Reducing a person’s individual water footprint, combating collective and individual water misuse, overuse, and waste is essential, if we want to ensure a 4  sustainable future. This approach emphasizes that water sustainability begins with prevention (reducing water misuse and waste) and requires adaptation. Recommended Messages for Drought Stages It is important, regardless of Drought Stage, to encourage individuals to review the City of Roswell’s Drought Contingency Plan. The Communication and Outreach Plan shall generate public messages that promote the conservation of water that are easy to understand and are concise. The Freshwater Alliance in British Columbia has developed a “Drought Message Guide” which helped inform our recommended messages. Additionally, according to researchers from UC Santa Barbara messaging should be based on the information-motivation-behavioral skills model (IMB) to effectively reduce residential water use. See figure below Routine Water Conservation: Soundbites • City of Roswell residents are the community, and a driving force of the water conservation solution by ensuring ongoing water use is sustainable and efficient. • For complete details, tips, and to learn more about what your specific drought guidelines and restrictions will be for residential, businesses, events, public parks, public spaces, and other types of usage, get the complete City of Roswell Drought Contingency Plan at Utilities Department | Roswell, NM (roswell-nm.gov). • For complete details on the City of Roswell’s water conservation efforts view the Water Conservation Plan at Water-Conservation-Plan---Dec-2021 (roswell-nm.gov). 5 The details: The City of Roswell Utilities Department provides potable water to the City of Roswell and surrounding areas. The City of Roswell Utilities Department serves an area of approximately 29.9 square miles. The system serves at total of 20,347 accounts, of which 18,049 are residential connections and 2,298 are commercial connections. The majority of the City of Roswell distribution system consists of 6, 8 and 12-inch diameter pipe with some segments of 4 and up to 60-inch pipe. The water system is supplied by 24 wells used for domestic demands and 11 wells available for providing irrigation water to the golf course, farmland and some park lands. The domestic wells can provide between 800 and 2650 gpm (Gallons Per Minute) according current well statistics. With climate unpredictability becoming the new norm, an increase in drought periods is predicted by climatologists to be more frequent. We need to do the work now to protect and sustain our county from a water crisis. How to deliver this message well: • Emphasize local, tangible, and current impacts of water scarcity on residences and businesses • Put current conditions into historical context. Remind people that drought isn’t a new phenomenon, but that low water flow has the potential to intensify to extremes that we are currently unprepared for. • Keep it simple and straightforward; avoid leading with complex concepts or excessively technical language Drought Watch: Sound Bites We understand water use is individual, and limiting your use can be a short-term inconvenience, but the long-term outcome is dependent on your conservation. It is up to all of us to stay aware of conditions, be aware of your water use and continue to use water efficiently in order to reduce the risk of progression to further restrictions. For example, identify and repair plumbing leaks, use handheld watering or drip irrigation on municipal streetscapes and on private flower and vegetable gardens. The U.S. Drought Monitor has The City of Roswell in severe drought (D2) conditions. The Details: From individual behavior change to business and community action, everyone in Roswell plays an important role to keep drought in check. In a Drought Watch we need to be prepared for the possibility of watering restrictions because indicators point to conditions that are severe. The purpose of drought mitigation and preparedness planning is to preserve 6 essential public services and minimize the adverse effects of drought on public health and safety, economic activity, environmental resources, and individual lifestyles during this drought event. Water restrictions are short-term measures to protect our community from crisis. How to deliver this message well: • Emphasize local, tangible, and current impacts of water scarcity. • Increase communication and outreach to residents and stakeholders to explain that Roswell is in a drought. • Keep it simple and straightforward; avoid leading with complex concepts or excessively technical language. Make it fun for the younger population. Public Outreach and Engagement A well-planned public education and engagement program is critical to success in achieving water savings goals established by each action level. Each are extremely important steps, as they develop community understanding and engages the community to be a part of the solution during a water shortage, which can minimize enforcement efforts. A wide range of engagement strategies should be pursued to inform internal and external stakeholders, and all customer types. Internal and External Organization Engagement The DTF has many roles in the case of a drought. The manner in which DTF representatives respond to drought sets an example for the community. All members must be kept informed so that appropriate decisions on drought response can be made. Engaging this group and having meetings internally will likely increase depending on the severity of a drought stage. Presentations: Creating a slide deck of talking points with messages to fit each individual DTF Committee member’s audience is key. Slide decks can be tailored for a specific audience. Once the slide deck has been created, the Water Conservation Specialist will accommodate requests for presentations and will proactively offer presentations to known groups and organizations. Education and Training: Education and training presentations are a good way to build awareness of drought conditions and describe recommended actions. Topics can include current conditions, the restrictions themselves, programming irrigation controllers, tree watering, repairing irrigation deficiencies, indoor leak detection and fixing leaks, availability of water saving appliances and fixtures as well as their installation. Locations for presentations can include the community rooms at public libraries, town, and county building community rooms, Recreation Centers or throughout the County, schools, or Water Districts. Generally, any location that can facilitate training or presentations can be used for these efforts. Audiences can be the general public, businesses, students, elected officials, employees of organizations promoting water conservation messaging, or whoever else requests training. The first priority should always be employees of organizations promoting DTF messages. 7 As the drought begins to ebb, training on landscape revival, including xeriscape and alternative turfs may be appropriate. Sources for the training may be internal staff, master gardeners, and local gardening centers. Resource Central (https://resourcecentral.org/) should be utilized as a training resource. Open Houses: Providing opportunities for both internal and external organizations to learn more about the DCP, and to learn more about different drought stages we are in is an important consideration. These open houses can combine presentation formats and education and training programs that have been developed. Other Public Engagement Opportunities Internal External Develop a list of Frequently Asked Questions Public and National Events such as Earth Day. (FAQ) and provide it on the City of Roswell website Have internal presentation training meetings. Booths at local events to include the Farmers Market, County Fair, other planned city events Do presentations at local schools Business Outreach It is likely that the business community of Roswell would be heavily impacted during a water shortage. While these businesses may be limited in what they can restrict, they should be considered a partner to provide consistent messages to the general public. Information and presentations should be provided for facilities staff and disseminated throughout their businesses. The following list of businesses should be considered for targeted engagement: • Breweries and Wineries • Retail, grocery stores, and coffee shops: o Store visits/meetings o In-store flyers and posters • Car Washes o Direct mail • Landscapers/Nurseries/Garden Centers • Popular Recreational Locations and their respective businesses o Bottomless Lake o Roswell Recreation and Aquatic Center  In-store/location flyers and posters  Group meetings and workshops 8  • Certified Landscape Professionals o Group meeting o Direct mailing • Homeowner Associations (HOA) o Set up meeting/workshop o Information with HOA audits/Landscape Water Budgets o Direct mailing/water fountain information o Information at Neighborhood Service’s HOA meetings o Property management companies - send information/fountain information • Health Clubs and Fitness Centers o Meeting o Signage for showers, faucets • Hotels/Motels/Short Term Rentals o Distribute linen and towel reuse cards • Restaurants o Meeting/workshop o Information with pre-rinse program Tracking Public Outreach and Engagement Goals for public engagement should be established and progress toward completion should be monitored, with tracking measures to evolve with process maturity. This allows activities and efforts to be reported on during a water shortage, supports successful water savings and allows the DTF to evaluate whether gaps exist in engagement efforts or sectors. The following are metrics that can be used to track progress toward the goal(s): • Number of presentations. • Number of people present during presentations. • Diversity of audience • Evaluation of effectiveness with a survey or live polling during a presentation to possibly assess familiarity with the water shortage and understanding of associated restrictions. • Stakeholder engagement success and feedback. • Survey that are periodically done (See Attachment 1 and 2) Budgeting for Public Outreach, Engagement, and Marketing The City of Roswell has applied for funding for these efforts through the WaterSmart Drought Contingency Grant. The Water Conservation Specialist should look for other grant opportunities and apply for funds. A canopy and banner were purchased for this project. 9 Communication Channels Print Collateral Current Materials • Don’t Waste a Drop • A Waterwise Guide to Ultra-Low-Flow Toilets • A Waterwise Guide to Evaporative Coolers • Agua Action • A Waterwise to Rainwater Harvesting • Water Conservation/Life of Water Poster • Water Loss Chart • Kids Material o Discover the Water of New Mexico o Discovering Drought o Conserve Water o Water Every Drop Counts o Discover Rio Grande/Rio Bravo o Pecos and the Missing Pond Other Ideas: • Water restrictions brochure • Poster campaign • Tabletop cards for “Water Served Only Upon Request” for restaurants • Hotel/lodging cards with current water conservation logo, restrictions, and encouragement to reuse linens and towels • Utility Bill Inserts • Printed coasters with water conservation messages • Direct mail campaigns to all customers • Door hangers to be used on multi-family projects and to be distributed door to door on each resident’s door. Internal Communication Platforms • City of Roswell e-mail Website • Create and update a webpage on the city website for water conservation • Create a Utilities Department Facebook page 10  • Update conservation tips for each stage of drought: watering, landscape/tree care, lawn dormancy, etc. Radio Networks • Roswell Live 106.5 FM • KBIM 94.9 FM • KMOU 104.7 FM • Pecos Valley Amateur Radio Club Media Articles • News/Press releases • Media outreach • Advertorials Other Source Advertising • Guest Guide Newsletters (Visitor Center) Outdoor Advertising • Bus stops benches • Town and County parks, recreation, and other public facilities • Signs with DTF logo placed at locations around town (Fire Stations) Digital Marketing • Email blasts to all accounts within the DTF Stakeholder Group • Digital ads • Social media (Facebook, Twitter, Instagram, Nextdoor) organic advertising • Sign up to receive water efficiency tips and updates and corresponding email campaigns • Messages in bills, usage reports • Presentation materials Displays • At events and public locations, such as District Court House lawn, libraries and other venues. Messages should include information about restrictions and efficient water use. Other • Graph(s) that illustrate water supplies relative to water demands to be updated regularly prior to and during a water shortage (consider using during non-water shortage times as well, to develop customer awareness) 11  • Door panel magnets for utility and city vehicles with conservation message • Distribute water conservation kits – hose nozzles, showerheads and aerators Frequently Asked Questions • Frequently Asked Questions (FAQs) should be developed to help clarify and consistently answer questions about the restrictions. General FAQs should be on the Website. Attachments Attachment 1 Survey 1 &2 Attachment The City of Roswell is a community of 48,422 people with its source of water being groundwater from the Roswell aquifer system. This area has been experiencing a multi-year drought from 2018 to the present. As the population continues to grow, the need to change water-use practices has become more urgent. The results of this survey will be used to help increase Roswell’s water reliability and improve water management through conservation and expanded technologies with improved modeling capabilities. This is a random sample survey of Roswell citizens evaluating citizen awareness, attitudes and willingness to adopt water conservation practices. The survey will compile information about changes in public attitudes by evaluating public perception of water availability, assessing citizens’ attitudes and perceptions regarding drought conditions, and examining the number of citizens adopting practices to conserve water, considering we are currently in a D2 drought and the likelihood of overcoming this drought short term is unlikely. The data gathered from the survey will allow the city’s Utility Department to consider different education opportunities, water-conservation rebates, and enforcement options for the City of Roswell and its water supply. Survey 1 1. Do you use City of Roswell water? a. Yes 12  b. No c. I Don’t Know 2. Do you use City of Roswell water for? a. Industrial/Agriculture b. Commercial c. Residential d. Other/I Don’t Know 3. Are we currently in drought conditions? a. Yes b. No c. I Don’t Know 4. How bad is the drought? a. Not at All b. Slightly c. Moderate d. Severe e. Extreme f. Exceptional 5. Does climate effect drought conditions? a. Yes b. No c. I Don’t Know 6. Do you try and minimize your water usage to mitigate your contribution to the drought conditions? a. Little or None (25% or less) b. Less than Half (25%-49%) c. Half (50%) d. Most (51%-99%) e. All (100%) 7. How do you try and minimize your water usage? a. Indoors b. Outdoors c. Both d. I Don’t 8. What are your thoughts on the amount of water that the City of Roswell has? a. Unlimited b. Has enough for current usage and a reserve c. Has enough for current usage, but if continued growth happens there will be a limited supply d. Limited supply, where the aquifer is not recharging at an acceptable rate 9. Does the City of Roswell have transparent communication about the water conditions and tis availability? a. Yes b. No c. I Don’t Know 13  10. Are you a “Little Green Man”? a. Yes b. No c. Maybe d. I Don’t See the Relevance Attachment 2 Survey 2 1. Do you know if the city of Roswell is considered to be in a drought? a. Yes b. Maybe c. No d. I Don’t Know 2. Roswell has more than enough water to meet current demand? a. Strongly Disagree b. Somewhat Disagree c. Have No Opinion d. Somewhat Agree e. Strongly Agree 3. The likelihood of your area having enough water resources to meet all of its needs 10 years from now is: a. High (likely enough) b. Medium c. Low (likely not enough water) d. I Don’t Know 4. Have you or someone in your household done any of the following as part of an individual or community effort to conserve water or preserve water quality? (Mark all that apply) a. Changed the way your yard was landscaped b. Changed how often you water your yard c. Changed use of pesticides, fertilizers, other chemicals d. Pumped your septic system (if you have one) e. Adopted new technologies (low flow showerheads, high-efficiency washing machines and dishwashers, etc.) 5. Climate change is already impacting our water supply? a. Strongly Disagree b. Somewhat Disagree c. Have No Opinion d. Somewhat Agree e. Strongly Agree 6. How many gallons of water do you think you personally use each day? a. 0-25 gallons a day b. 25-50 gallons a day c. 50-75 gallons a day d. 75-100 gallons a day 14  e. 100-150 gallons a day f. 150-200 gallons a day 7. Do you have aerators on your faucets? (An aerator is a spout on the faucet, a circular piece where the water comes out that has a screen in it. It allows more air than water through, so you have the same pressure with less water) a. No b. Yes, Some of Them c. Yes, All of Them d. I Don't Know 8. Was you house built before 1980? a. Yes b. No c. I Don’t Know 9. How often is your clothes washer run completely full? a. Never (0 times a week) b. Rarely (1%-25% times a week) c. Sometimes (26%-49% times a week) d. Often (50%-99%) e. Always (100%) 10. While brushing your teeth, do you turn the water off? a. Never (0 times a week) b. Rarely (1%-25% times a week) c. Sometimes (26%-49% times a week) d. Often (50%-99%) e. Always (100%) 11. I take showers rather than baths to conserve water? a. Never (0 times a week) b. Rarely (1%-25% times a week) c. Sometimes (26%-49% times a week) d. Often (50%-99%) e. Always (100%) 12. When you do dishes, do you fill the sink of let water run? a. Never (0 times a week) b. Rarely (1%-25% times a week) c. Sometimes (26%-49% times a week) d. Often (50%-99%) e. Always (100%) 13. What is the likelihood of replacing an older toilet with a dual-flush model in the next year? a. Definitely Won’t b. Probably Won’t c. Probably Will d. Definitely Will 14. Which dollar incentive listed below would increase the likelihood of replacing older toilets? a. $40 b. $60 15  c. $80 d. None at All 15. What would prevent you from replacing an older toilet, even with an $80 rebate? a. Cost of toilet b. Difficulty/Inconvenience of installation c. Not concerned about replacing it/Current toilet works fine d. Concerns about efficiency of/Don't like low-flow toilets e. Selling home/Not owner of home f. Hiring a Plumber g. I would h. I Don't Know i. Other 16. In the past two years, have you noticed your toilet running when it shouldn't have been? (By running, we mean making the noise of water moving from the tank to the bowl, as it does after it's flushed.) a. No b. Yes c. I Don't Know 17. How much of your outdoor area is covered in lawn? a. Little or None (25% or less) b. Less than Half (25%-49%) c. Half (50%) d. Most (51%-99%) e. All (100%) 18. How much of your outdoor area do you water during low temperature hours (7 pm – 8 am) a. Little or None (25% or less) b. Less than Half (25%-49%) c. Half (50%) d. Most (51%-99%) e. All (100%) 19. Did you know watering in high temperature or windy times, decreases the effectiveness of watering your lawn to 40% or less actually hitting the ground? a. No b. Yes c. I Don’t Know 20. Last summer, how often did you water your lawn? a. Daily b. 3 times a week c. Weekly d. Every Two Weeks e. Once a Month 21. Method used for watering lawn? a. Sprinkler attached to a hose that is moved around b. A sprinkler system that is turned on and off manually c. Sprinkler system that is on an automatic timer 16  d. Hand watering e. Soaker hoses 22. How much do you consider the current rain fall rate when watering your lawn? a. Little or None (25% or less) b. Less than Half (25%-49%) c. Half (50%) d. Most (51%-99%) e. All (100%) 23. How interested would you be in a free workshop about reducing the size of your lawn or replacing plants that need lots of water with ones that don't need much water? a. Not at All Interested b. Somewhat c. Very d. Not Applicable 24. Is water conservation of any interest to you? a. Yes b. Maybe c. No d. I Don’t Know 25. Do you own or rent your home? a. Own b. Rent 26. Current Age: a. 18-34 years old b. 35-49 years old c. 50-65 years old d. Older than 65 27. Gender: a. Male b. Female c. Rather not say 28. Your education level: a. Did not graduate high school b. GED/Diploma c. Some College d. Associate Degree e. Bachelor’s Degree f. Master’s Degree 29. Demographics: a. Hispanic b. White c. Black or African American d. American Indian or Alaskan Native e. Asian f. Native Hawaiian or other Pacific Islander 17  g. Caucasian h. From Multiple Races i. The “Little Green Man” from another Galaxy j. Other race not specified 30. In what category is your current employment? a. Government b. Manufacturing c. Retail Trade d. Professional & Business Services e. Leisure and Hospitality f. Construction g. Wholesale Trade h. Education & Health Services i. Financial Activities j. Information k. Oil Field l. Unemployed/Underemployed m. Other Services Resources https://d3n8a8pro7vhmx.cloudfront.net/freshwateralliance/pages/1991/attachments/original/ 1532372269/Drought_Message_Guide_-_Summer_2018.pdf?1532372269 Hodges, Heather & Kuehl, Colin & Anderson, Sarah & Ehret, Phillip & Brick, Cameron. (2020). How Managers Can Reduce Household Water Use Through Communication: A Field Experiment. Journal of Policy Analysis and Management. 39. 10.1002/pam.22246. 18 City of Roswell, NM Drought Contingency Plan Work Plan – City of Roswell, NM Drought Contingency Plan A. Introduction A.1 Scope and Purpose of Drought Contingency Plan The City of Roswell Drought Contingency Plan (RDP) is a collaborative project among two residential consumers, two commercial consumers, the Pecos Valley Artesian Conservancy District, the Roswell Independent School District, and the Bureau of Reclamation. Current drought conditions in Roswell have revealed substantial risks to the public water supply system, and the need to prepare an RDP to increase the resiliency of the region’s water resources in the face of future climate and drought conditions. A.2 Planning Area The planning area includes the City of Roswell. The entire area subject to the RDP is shown in Figure 1 and includes some 30 square miles, serving a population of more than 48,440 people. Figure 1. City of Roswell Drought Contingency Plan Area 1 City of Roswell, NM Drought Contingency Plan A.3 Background For years, the region has been working on coordinated planning to improve water supply reliability. This is partially funded by Reclamation. Each of the Partners do have stakeholder investment in the City or Roswell water supply. The RDP will build on these existing efforts. B. Planning Approach B.1 Detailed Budget and Schedule The detailed budget for developing the RDP is presented in Table 1 and Table 2. The detailed schedule is presented in Figure 2 and Table 3. Table 1. City of Roswell, NM Drought Contingency Plan Budget Budget Item Description Total Cost Salaries, Wages, Fringe Benefits $223,183 Travel $0 Equipment $0 Supplies and Materials $15,000 Contractual/Construction $118,908 Other $357,090 Indirect Costs $62,148 Total Estimated Project Costs $419,238 2 City of Roswell, NM Drought Contingency Plan Table 2. City of Roswell, NM Drought Contingency Plan Budget in Form of Tasks Phase 1 City Federal Related Personnel Expense $/Unit Quantity Type responsibility Match Total Task Water Conservation Specialist $22.62 2080 hrs. $23,524.80 $23,524.80 $47,049.60 Task 1- Fringe Benefit 47.70% $11,221.33 $11,221.33 $22,442.66 Task Deputy Superintendent - 1.a & WM&T $37.11 200 hrs. $3,711.00 $3,711.00 $7,422.00 11 Fringe Benefit 47.70% $1,770.15 $1,770.15 $3,540.30 Task 1.a Utility Director $52.00 30 hrs. $3,120.00 $3,120.00 $6,240.00 &11 Fringe Benefit 47.70% $1,488.24 $1,488.24 $2,976.48 Public Information Task Officer $34.28 40 hrs. $2,742.40 $2,742.40 $5,484.80 1.c Fringe Benefit 47.70% $1,308.12 $1,308.12 $2,616.24 Task Graphics Designer $22.62 100 hrs. $1,131.00 $1,131.00 $2,262.00 1.c Fringe Benefit 47.70% $539.49 $539.49 $1,078.98 Task Videographer $26.51 100 hrs. $1,325.50 $1,325.50 $2,651.00 1.c Fringe Benefit 47.70% $632.26 $632.26 $1,264.52 3 City of Roswell, NM Drought Contingency Plan Task Communication Manager $29.85 20 $298.50 $298.50 $597.00 1.c Fringe Benefit 47.70% $142.38 $142.38 $284.76 Total Personnel Expense $52,955.17 $52,955.17 $105,910.34 Contractual/Construction GIS Implementation Project $5,000.00 $5,000.00 $10,000.00 Task 3 Advertising-Roswell Daily Task Record $781.25 10 per $3,906.25 $3,906.25 $7,812.50 1.c Task Advertising-Billboards $10,800.00 52 weeks $5,400.00 $5,400.00 $10,800.00 1.c PVACD Aquifer Monitoring COOP $7,000.00 $7,000.00 $14,000.00 Task 4 Engineering Services- Task 2, modeling $15,000.00 $15,000.00 $30,000.00 5 Materials & Supplies Task Public Outreach Supplies $3,750.00 $3,750.00 $7,500.00 1.c 4 City of Roswell, NM Drought Contingency Plan Indirect Costs Personnel Expense - HR/Payroll $4.80 2570 hr. $6,168.00 $6,168.00 $12,336.00 Total Non-Personnel Expense $46,224.25 $46,224.25 $92,448.50 Phase 1 Total $198,358.84 Phase 2 City Federal Related Personnel Expense $/Unit Quantity Type responsibility Match Total Task Water Conservation Specialist $25.04 2080 hrs. $26,041.60 $26,041.60 $52,083.20 Task 1- Fringe Benefit 47.70% $12,421.80 $12,421.80 $24,843.60 Task Deputy Superintendent - 1.a & WM&T $41.08 200 hrs. $4,108.00 $4,108.00 $8,216.00 11 Fringe Benefit 47.70% $1,959.51 $1,959.51 $3,919.02 Task 1.a Utility Director $57.56 30 hrs. $8,634.00 $8,634.00 $17,268.00 &11 Fringe Benefit 47.70% $4,118.42 $4,118.42 $8,236.84 5 City of Roswell, NM Drought Contingency Plan Public Information Task Officer $37.95 100 hrs. $1,897.50 $1,897.50 $3,795.00 1.c Fringe Benefit 47.70% $905.10 $905.10 $1,810.20 Task Graphics Designer $25.04 100 hrs. $1,252.00 $1,252.00 $2,504.00 1.c Fringe Benefit 47.70% $597.20 $597.20 $1,194.40 Task Videographer $29.35 200 hrs. $2,935.00 $2,935.00 $5,870.00 1.c Fringe Benefit 47.70% $1,400.00 $1,400.00 $2,800.00 Task Communication Manager $33.04 40 $660.80 $660.80 $1,321.60 1.c Fringe Benefit 47.70% $315.06 $315.06 $630.12 Total Personnel Expense $67,245.99 $67,245.99 $134,491.98 Contractual/Construction GIS Implementation Project $5,000.00 $5,000.00 $10,000.00 Task 3 Advertising-Roswell Daily Task Record $792.50 14 per $5,547.50 $5,547.50 $11,095.00 1.c Task Advertising-Billboards $11,200.00 52 weeks $5,600.00 $5,600.00 $11,200.00 1.c 6 City of Roswell, NM Drought Contingency Plan PVACD Aquifer Monitoring COOP $7,000.00 $7,000.00 $14,000.00 Task 4 Materials & Supplies Task Public Outreach Supplies $4,372.98 $3,127.02 $7,500.00 1.c Indirect Costs Personnel Expense - HR/Payroll $5.31 2750 hr. $7,301.25 $7,301.25 $14,602.50 Total Non-Personnel Expense $34,821.73 $33,575.77 Phase 2 Total $202,889.48 Total Grant Expenditure $401,248.32 7  City of Roswell, NM Drought Contingency Plan Figure 2. City of Roswell, NM Drought Contingency Plan Detail Schedule 2023 2024 May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Task 1 -Establish Drought Task Force Task 2 – Develop Work Plan Task 3 – Develop Comm. & Outreach Plan Task 4 – Develop Draft Drought Contingency Plan 4.1 Drought Monitoring 4.2 Vulnerability Assessment 4.3 Mitigation Action 4.4 Response Actions 4.5 Op. & Admin Frame work 4.6 Update Process Task 5 – Final Drought Contingency Plan 5.1 Prepare Draft 5.2 Prepare Final Task 6 – Reclamation Agreement Monthly Reimbursements DTF Meetings Outreach Activities Deliverables DTF Meeting 8 City of Roswell, NM Drought Contingency Plan Table 3. City of Roswell, NM Drought Contingency Plan Schedule Milestone/Task/Activity Planned Start Planned Date Completion Date Establish Task Force and schedule Task Force kickoff November June 2023 meeting 2022 Submit Work Plan for Reclamation review and March 2023 June 2023 acceptance Implement Work Plan and develop Drought June 2023 December 2023 Contingency Plan Submit final draft Drought Contingency Plan to December December 2024 Reclamation for review and determination that 2023 program requirements are met B.2 Narrative Description of Plan to Complete Six Required Elements This section contains the scope of work to complete each of the six required elements of the RDP Task 1 – Establish Drought Task Force Purpose: This task will establish a Drought Task Force (DTF) and conduct a kick-off meeting. The City of Roswell and the Water Conservation Specialist will act as the Planning Leads. A minimum of 6 stakeholders in the project area will be engaged as potential active participants. These stakeholders represent the City of Roswell in the RDP area. Reclamation will be engaged as a key interest within the RDP area and beyond. Meeting content is assumed to come from the work plan (Task 2) and Communications and Outreach plan (C&O plan) (Task 3). Description: • Develop kick-off meeting facilitation plan, agenda, and other materials. There are several objectives for this meeting – refine the purpose, goals, and objectives for the RDP; confirm roles and responsibilities; discuss potential constraints for planning purposes; agree on protocols for communications and interactions with elected officials and other organizations/agencies that may be become involved in this process; and agree on the RDP schedule and milestones. As this group will likely be making decisions related to the RDP, this group will be chartered. • Schedule and conduct kick-off meeting with DTF. • Note: Task 1 only includes establishing the DTF. Tasks 4 and 5 include convening the DTF for development of the draft and final RDPs. Deliverables: 9 City of Roswell, NM Drought Contingency Plan • Kick-off meeting materials, including draft DTF charter (based on RDP work plan) - 10 hard copies • Kick-off meeting summary – electronic copy Task 2 – Develop Detailed Work Plan Purpose This task will develop a detailed work plan prior to commencing substantive work on the RDP. This work plan will include the tasks, schedule, and budget required to complete the RDP. Description: • Develop draft work plan for preparation of the RDP including detailed task descriptions, project schedule (with task timelines, meetings, deliverables and other plan development milestones, and review periods), budget, and a RACI chart for involved parties (Planning Leads, consultant, Reclamation, DTF, stakeholders and other interested parties). Note that this RACI chart will be developed through the C&O plan (Task 3). • Provide draft work plan to Reclamation for review. • Address Reclamation comments and develop revised work plan. Deliverables: • Draft work plan – electronic copy • Revised work plan – electronic copy Task 3 – Develop Communications & Outreach Plan Purpose: The task will develop a C&O plan to ensure active stakeholder and public engagement in preparation of the RDP. Work with current stakeholders, including Reclamation, to identify if there are any additional stakeholders that should be involved in the process. The C&O plan will identify how to reach out to those stakeholders and how to keep them engaged or informed of the RDP development process. This task will capitalize on the strengths, skills, and existing processes that have been employed by the City of Roswell (ROC) as well as the ongoing stakeholder relationships ROC has developed over the course of many years and projects. The C&O plan will be prepared as a “living document,” adjustable as circumstances and information change. Utilizing existing information and processes, the C&O plan will provide overall direction and coordination with other planning functions. It will include: • Goals by activity and audience (internal and external). 10 City of Roswell, NM Drought Contingency Plan • Roles and Responsibilities: A RACI responsibility matrix (RACI chart) will be developed for the involved parties (Planning Leads, consultant, Reclamation, DTF, stakeholders and other interested parties), defining the participation by those groups in developing the RDP. This RACI chart will help to track accountability, to improve the value of meetings, and to see the bigger picture. • Relevant Key Messages: Key messages will be developed for the RDP and for each audience identified in the RACI responsibility matrix. • Activities and Tools: A range of outreach activities and tools will be identified for each audience and targeted according to their unique needs and communication preferences, and consistent with the RACI responsibility matrix. • Measures of Success: Specific measurable outcomes will be identified. • Timeline: A timeline for completing tasks and evaluating results will be developed so the Planning Leads and DTF remain on target for completion of the RDP. Description: • Develop the draft C&O plan. Provide to Reclamation for review. • Address Reclamation comments and developed revised C&O plan. • Note: Task 3 only includes developing the C&O plan. Tasks 4 and 5 include implementing the C&O plan for development of the draft and final RDPs. Deliverables: • Draft C&O plan (up to 10 pages) – electronic copy • Revised C&O plan (up to 10 pages) – electronic copy Task 4 – Develop Draft Roswell Drought Contingency Plan Subtask 4.1 – Drought Monitoring Purpose: This task will create a framework for predicting and confirming future droughts by establishing data metrics used to indicate drought conditions in the RDP area. Description: This task includes the following activities: 1) Summarize Water Availability Data – The region currently has significant ongoing monitoring efforts. Sources of data include State, federal, and local data. The available data for near- and long-term water availability in the RDP area will be reviewed, consolidated, and summarized. 2) Summarize Water Supply Condition Indices 3) Explore Developing a Water Supply Index 11 City of Roswell, NM Drought Contingency Plan Deliverables: • Draft Drought Monitoring TM – electronic copy • Final Drought Monitoring TM – electronic copy Subtask 4.2 – Vulnerability Assessment Purpose: This task will evaluate the risks and impact of current and future drought in the RDP area. Assessment of the region’s vulnerabilities in terms of its water supply reliability will be conducted. Due to the limited timeframe for completion of the RDP, collecting the information and data needed to develop the Vulnerability Assessment and the RDP must be done efficiently and make effective use of existing and readily available sources. It is anticipated that sources will include regional, State, and federal studies and datasets; local agency information; existing modeling datasets. A survey/questionnaire template will be developed. Existing and available information will be reviewed and summarized before finalizing the survey questions. This will allow for most efficient use of the resources and staff time. Summarized information will be distributed. Information and data will be included in the RDP. Description: Vulnerability assessment is the process of identifying, quantifying, and prioritizing the key factors that can negatively affect water supply reliability. The vulnerability assessment process involves the following activities: • Develop Agency Water Supply Portfolio – Develop summary of water rights and contract entitlements, groundwater production capacity, and recycled water. Assess the priority and place of use restrictions for surface water rights, and reliability of contract entitlements. Using historical water use information and other available information, develop an estimate of total water demands under existing and projected future demands at build-out. Estimate total source capacity and storage capacity (i.e., groundwater pumping capacity, available storage, and interconnections). Compare total source capacity with estimated water demands for existing and future demand conditions, and under dry and average hydrologic conditions. This comparison will be to highlight the demand variability throughout the course of year, and variability of supplies across multiple years of different hydrological conditions. 12 City of Roswell, NM Drought Contingency Plan • Inventory Major Water Infrastructure & Interties – Develop an inventory of key water infrastructure assets (diversions, interties, water treatment, groundwater wells, etc.). A geographical information system (GIS) based map of major water infrastructure will be developed to identify the current ability to move water around. Data in the map will include information on major pipelines and system operating pressures. Status of system Chlorination will also be identified, as it is a key barrier. This information will be used to characterize the adequacy of conveyance capacities and interconnections. • Establish Preference for Level of Service and Type of Mitigation – Establish the desired level of service (or water supply reliability threshold) under drought conditions. This threshold will be used to measure the degree of vulnerability facing from the various threats. As part of the survey, gauge preference for the various types of mitigation actions, and establish any policy limitations on its participation in certain actions (e.g., Chlorination supplies). • Identify Potential Vulnerabilities – Assess vulnerabilities of water supply reliability under conditions of: o Hydrologic and regulatory droughts (low reservoir storage, low precipitation and snow pack, water rights curtailments, water contract entitlement reductions, state-mandated conservation targets) o Future climate change using the existing climate impacts assessment. Additionally, information from an ongoing Reclamation study will be used to inform vulnerabilities under future climate conditions. Summarize other identified water treatment and delivery challenges, and highlight specific needs. Identify the key vulnerabilities and organize them into logical categories that facilitate identification and evaluation of potential mitigation and response actions. Examples of potential categories include: treatment facility conditions, treated water conveyance and interconnections, untreated water conveyance, operational efficiency and utilization, and institutional/regulatory. Development of Data/Information Needs and Conduct of Water Interviews: • Develop a consolidated list of information and data needed and sources (from Tasks 4.1 – 4.5) • Develop survey/questionnaire template • Pre-populate survey/questionnaire with existing and readily available • Conduct follow-up (as needed) 13 City of Roswell, NM Drought Contingency Plan Deliverables: • List of information and data needed and sources – electronic copy • Draft survey/questionnaire template – electronic copy • Revised agency survey/questionnaire template – electronic copy • Pre-populated surveys/questionnaires – electronic copy for email • Draft Vulnerability Assessment TM – electronic copy • Final Vulnerability Assessment TM – electronic copy Subtask 4.3 – Mitigation Actions Purpose: This task will identify, evaluate, and prioritize actions and activities to improve the resiliency in the face of drought conditions. In particular, the vulnerabilities identified in Subtask 4.2 will be used to develop mitigation actions. Description: This task includes the following activities: 1) Identify Mitigations Actions – Identification of mitigation actions will be through facilitated workgroup meetings among the participating parties to discuss their vulnerabilities (identified above) and then begin identifying potential actions. Prior to workgroup meetings, a potential range of mitigation actions will be identified from existing plans and studies. This range of actions will be summarized and used a starting point for workgroup discussions. It is anticipated that there will be workgroup meetings that will be conducted for the participating parties. In addition, Reclamation input will be used to identify what range of actions are appropriate to explore with respect to coordinated local and Federal actions. The range of mitigation actions will include: - Structural improvements - Operational improvements - Institutional/Administrative improvements 2) Develop Evaluation Criteria and Metrics – To evaluate the identified mitigation actions, evaluation criteria and metrics will be developed. The evaluation criteria will be covering the following considerations: - Achieving and maintaining the reliability in water supply threshold (desired level of service) under various hydrologic conditions. 14 City of Roswell, NM Drought Contingency Plan - Meeting both short-term and long-term growth needs, and providing flexibility to address uncertainty from the dynamic urban growth. - Protecting the groundwater by pumping within the long-term average annual sustainable yield. - Maintaining compatibility with existing and planned water supply infrastructure. - Leveraging solutions to achieve resiliency goals for the City of Roswell in a cost- efficient matter. - Implementation complexity and practicability. The evaluation criteria will be vetted and refined by the participating agencies during the workgroup meetings planned for developing the mitigation actions. 3) Preliminary Screening of Mitigation Actions – The developed evaluation criteria will be used to evaluate the mitigation actions. The evaluation will be conducted using available information and done at conceptual levels. The purpose of this high-level evaluation is to identify major flaws or undesirable attributes of the compiled mitigation actions, which will be eliminated from further considerations. 4) Prioritization of Mitigations Actions – The screened mitigation actions will be further evaluated to assess implementation requirements, costs, and how whether these actions can be implemented by individual agencies or are part of a broader regional actions (e.g., federally recognized groundwater bank). Additional synergy and discord among different alternatives will be also reviewed and reported. Evaluation of screened mitigation actions will not involve detailed hydraulic analysis for facility planning, or detailed operation modeling of the integrated groundwater resources. Spreadsheet tools will be used to post process information from existing studies and available historical data. The mitigation actions will be classified into short-, mid-, and long-term actions. The result of the evaluation and classification of mitigation actions will be used to prioritize the mitigation actions for implementation. Deliverables: • Draft Mitigation Actions TM – electronic copy • Final Mitigation Actions TM – electronic copy Subtask 4.4 – Response Actions Purpose: 15 City of Roswell, NM Drought Contingency Plan This task will identify, evaluate, and prioritize response actions and activities that can expeditiously mitigate impacts during an ongoing drought. Description: The task will include the following activities: 1) Summarize Water Shortage Contingency Plans – This task involves collecting existing water shortage municipal ordinance in the RDP area. These water shortage plans identify specific trigger and water cutback requirements based on water supply stages. These response actions will be organized into logical categories to facilitate comparison. 2) Develop Regional Response Actions - Based on a review and summary of existing water shortage stage actions, recommended response actions related to the drought monitoring framework (Subtask 4.1) will be developed. Deliverables: • Draft Response Actions TM – electronic copy • Final Response Actions TM – electronic copy Subtask 4.5 – Operational and Administrative Framework Purpose: This task will develop and describe the roles, responsibilities, and procedures for conducting drought monitoring, initiating mitigation and response actions, and updating the RDP. Funding mechanisms for these activities will also be addressed. Anticipated frequencies will be discussed. (NOTE that some activities may be initiated based on a trigger or other event, as opposed to a pre-selected date or timeframe.) Description: • Develop framework meeting facilitation plan, agenda, and other materials. The purpose of this meeting will be to get input on proposed roles, responsibilities, procedures, funding mechanisms, and activity frequencies. • Schedule and conduct framework meeting. • Develop draft Operational and Administrative Framework (based on input received at meeting). Deliverables: • Meeting materials – 10 hard copies • Draft Operational and Administrative Framework TM – electronic copy 16 City of Roswell, NM Drought Contingency Plan Subtask 4.6 – Update Process Purpose: This task will develop and describe a process and schedule for monitoring, evaluating, and updating the RDP. Coordination with other ongoing efforts and updates will be addressed (NOTE that some activities may be initiated based on a trigger or other event, as opposed to a pre-selected date or timeframe.) Description: • Develop proposed RDP update process materials for use in Task 4.5 meeting (unless Planning Leads determine a need for a separate meeting on the update process. • Develop draft RDP Update Process (based on input received at Task 4.5 meeting). Deliverables: • Proposed RDP update process materials (for Task 4.5 meeting) • Draft RDCP Update Process TM – electronic copy Task 5 – Prepare Final Regional Drought Contingency Plan Subtask 5.1 – Prepare Draft Roswell Drought Contingency Plan Purpose: This task will prepare the draft RDP for review. The six required DCP elements include: • Drought Monitoring (Subtask 4.1) – Section 2 • Vulnerability Assessment (Subtask 4.2) – Section 3 • Mitigation Actions (Subtask 4.3) – Section 4 • Response Actions (Subtask 4.4) – Section 5 • Operational and Administrative Framework (Subtask 4.5) – Section 6 • Plan Update Process (Subtask 4.6) – Section 7 The draft TMs developed in each subtask listed above will be included in the draft RDP as chapters. An Introduction section (Section 1) will be added to provide background information; describe pre-RDP development activities (DTF, overall work plan, C&O plan); summarize efforts of the planning leads and DTF as well as stakeholder and public outreach; and describe document organization. Description: • Develop annotated outline for RDP (note that this outline will be developed for use in the kick-off meeting; it will likely be revised during conduct of Subtasks 4.1 – 4.6, depending on the outcomes of those subtasks) 17 City of Roswell, NM Drought Contingency Plan • Develop draft Section 1 (Introduction) • Prepare draft RDP using draft Section 1 and the draft TMs from Subtasks 4.1 – 4.6. Appendices to the draft RDP will include any appendices to the draft TMs, the revised C&O plan, and other summaries/materials (as appropriate). Deliverables: • RDP Annotated Outline – electronic copy Subtask 5.2 – Prepare Final Roswell Drought Contingency Plan Purpose: This task will produce the Final RDP for public release. Following completion of the draft RDP, a review copy will be submitted to Reclamation to ensure the plan meets program requirements. Additionally, a draft of the RDP will be provided to the DTF participants and other interested stakeholders for a 30-day review period. This task will address comments and prepare a final version of the RDP. Description: • Provide draft RDP to Reclamation, DTF participants, and other interested stakeholders. • Compile comments. Planning Leads will review comments and determine how the address them. • Produce final RDP. Deliverables: • Final RDCP – electronic copy; 10 hard copies • Draft RDCP – electronic copy; 10 hard copies Task 6 – Reclamation Agreement Management Purpose: This task will ensure that all project activities are in compliance with the Reclamation funding agreement. This task will be consistent with the work plan schedule (developed in Task 2). Description: • Procure contractor to support Planning Leads in development of RDP. • Prepare semi-annual reports for submission to Reclamation. • Prepare reimbursement requests for submission to Reclamation. • Prepare final project report for submission to Reclamation. Deliverables: • Contractor RFP, selection, and contract/agreement execution. 18 City of Roswell, NM Drought Contingency Plan • Semi-annual reports (assume 3 reports – September 2023, March 2024, August 2024). • Final project report (assume 1 report – December 2023). • Monthly reimbursement requests (assume 18 requests – May 2023 – December 2024). B.3 Planning Oversight Structure As detailed in Table 4 (Section B.5) and described in Section D, DTF members will be given the opportunity to review RDP deliverables and provide comments. The Planning Leads will address review comments, make decisions related to the RDP, provide direction to the Contractor, and act on any next steps/recommendations. B.4 Decision Making Process As detailed in Table 4 (Section B.5) and described in Section D, the Planning Leads will make decisions related to the RDP in consultation Reclamation. B.5 Roles and Responsibilities of Recipient, Task Force, and Individual Task Force Members See Table 4 for the roles and responsibilities of the Recipient and Task Force, including individual Task Force members. The full RACI responsibility matrix is presented in Section D. 19  City of Roswell, NM Drought Contingency Plan Table 4. Recipient and Task Force Roles and Responsibilities [1] Group Responsible Accountable Consulted Informed Activities City of X • Review RDCP progress (technical, schedule, budget, etc.) Roswell • Prepare for upcoming meetings • Submit deliverables to and fulfill reporting requirements of Reclamation DTF X X • Conduct kick-off meeting to: refine RDP purpose, goals, and objectives; confirm roles & responsibilities; discuss potential constraints for planning purposes; agree on protocols for communications & interactions with elected officials & other organizations/agencies that may be involved; agree on RDP schedule & milestones • Review RDCP progress Planning X X • Provide input (review comments, RDP direction, larger policy Leads issues, etc.) • Provide information required for RDP task completion • Address review comments • Make decisions related to RDP and resolve issues • Provide direction to Contractor • Act on next steps/recommendations (as appropriate) Reclamation X X • Become informed on RDP progress • Provide input (review comments, RCP direction, etc.) • Receive deliverables and other reporting requirements RDP Support - X • Conduct RDP scope of work based on direction provided by Contractors Planning Leads • Develop meeting materials and facilitate meetings • Present issues to be resolved and other items requiring input/direction to Planning Leads • Adhere to schedule and budget Responsibility describes where the work is done, who is responsible for carrying out a task Accountability describes where the buck stops, who is held accountable. Consulted are the critical people who need to contribute prior to completing the activity Informed indicates that it is less critical for this person to be involved but they need to be updated and informed about the outcome of the activity B.6 Coordination between Recipient, Task Force, and Interested Stakeholders As described in Section B.2 and Section D, implementation of the C&O plan is intended to ensure active stakeholder and public engagement in preparation of the RDP. Through the DTF, the Planning Leads will work with current stakeholders, including Reclamation, to identify if there are any additional stakeholders that should be involved in the process. The C&O plan will identify how to reach out to those stakeholders and how to keep them engaged or informed of the RDP development process. The C&O plan will capitalize on the strengths, skills, and existing processes that have been employed by the City of Roswell as well as the ongoing stakeholder relationships Roswell has developed over the course of many years and projects. The C&O plan will be prepared as a “living document,” adjustable as 20 City of Roswell, NM Drought Contingency Plan circumstances and information change. Utilizing existing information and processes, the C&O plan will provide overall direction and coordination with other planning functions. C. DOCUMENTATION AND REPORTING C.1 Deliverables and Documentation Requirements Table 5 contains the list of deliverables by task/subtask and the anticipated dates. 21 City of Roswell, NM Drought Contingency Plan Table 5. Schedule of Deliverables Description Anticipated Date Task 1 – Establish Drought Planning Task Force • Kick-off Meeting materials May 2023 • Kick-off meeting summary May 2023 Task 2 – Develop Detailed Work Plan • Draft Work Plan May 2023 • Revised Work Plan May 2023 Task 3 – Develop Communication & Outreach Plan • Draft C&O Plan May 2023 • Revised C&O Plan June 2023 Task 4 – Develop Draft Roswell Drought Contingency Plan Subtask 4.1 – Drought Monitoring • Draft Drought Monitoring TM June 2023 • Final Draft Monitoring TM August 2023 Subtask 4.2 – Vulnerability Assessment • List of information and data needed and sources June 2023 • Draft survey template June 2023 • Revised survey template June 2023 • Pre-populated survey July 2023 • Draft Vulnerability Assessment TM July 2023 • Final Vulnerability Assessment TM Aug 2023 Subtask 4.3 Mitigation Actions • Draft Mitigation Actions TM June 2023 • Final Mitigation Actions TM August 2023 Subtask 4.4 – Response Action • Draft Response Action TM June 2023 • Final Response Action TM Aug 2023 Subtask 4.5 – Operational and Administration Framework • Meeting Materials Aug 2023 • Draft Operational and Administration Framework TM Nov 2023 Subtask 4.6 – Update Process • Proposed RDP update process materials (for Task 4.5 meeting) Aug 2023 • Draft RCP Update Process TM Nov 2023 Task 5 – Prepare Final Roswell Drought Contingency Plan Subtask 5.1 – Prepare Draft Roswell Drought Contingency Plan • RDP Annotated Outline May 2023 • Draft RPD Aug 2024 Subtask 5.2 – Prepare Final Roswell Drought Contingency Plan • Final RDP Nov 2024 Task 6 – Reclamation Agreement Management • Contractor RFP, selection, and contract/agreement execution Jul 2024 • Semi-annual reports Sept 2023, Mar, 2024, Sept 2024 • Final project report Dec 2024 • Monthly Reimbursement requests May 2023 – Dec 2024 22 City of Roswell, NM Drought Contingency Plan C.2 Reporting Requirements and Individuals Responsible for Reporting Roswell’s Water Conservation Specialist, Chantel Longway, will be responsible for submitting all deliverables listed in Section C.1 (including semi-annual reports, the final project report, and monthly reimbursement requests). C.3 Review Process As described in Section B.2 (Subtask 5.2), the draft RDP will be submitted to Reclamation to ensure the plan meets program requirements. Additionally, a draft of the RDP will be provided to the DTF participants and other interested stakeholders for a 30-day review period. D. COMMUNICATION AND OUTREACH PLAN D.1 Stakeholder and Public Involvement As described in section A.1, collaborative planning activities will include It will involve the Roswell Utilities Department and Reclamation. The primary venue for collaborative planning will be the regularly scheduled meetings of the DTF. All meetings of the DPTF will be open for stakeholder and public involvement, including time reserved for public comments. As described in the project schedule, this August 2024 meeting will kick off a 30-day public comment period. Invitations to participate in person or online will include additional stakeholders identified for invitation by the DTF and Reclamation, as well as interested members of the general public. All participants will be encouraged to review and provide comments as necessary on the public draft RDP. Outreach activities beyond the DTF will include: • As needed email communication to the stakeholder database, to keep interested stakeholders informed on the process, timing of deliverables, and opportunities for collaboration • Regular website updates, including posted materials from the DTF • As requested, presentations and meetings with interested stakeholders, Board members, elected officials & staff. A full RACI table showing identified stakeholders and their anticipated roles in the project has been provided as Table 6. Representative contacts of all listed organizations will be included in a stakeholder database to be developed as part of the Communications & Outreach plan. Entitles listed as Responsible, Accountable, and Consulted will be chartered members of the DTF, while all others will be invited to participate, as well as informed via email of key deliverables and milestones listed in the schedule. 23 City of Roswell, NM Drought Contingency Plan Table 6. RDP RACI Table Organization R A C I Management Agency Department of Interior, Bureau of Reclamation X X City of Roswell X X Special Interests Business Interests X Environmental Interests X Agricultural and Self Supplied X Key: R = Responsible, A = Accountable, C = Consulted, I = Informed D.2 Stakeholder and Public Involvement Schedule Stakeholders and members of the public will be encouraged to provide input on the development of draft TMs, draft documents, and DTF meetings. Key milestones for engagement are provided in the table below. In addition to the three highlighted DTF meetings, all DPTF meeting materials will be sent in advance to the stakeholder distribution list so that ‘informed’ stakeholders as identified in Table 6 can participate in the sessions most relevant to their interest. Table 7. Stakeholder and Public Involvement Schedule Description Anticipated Date DTF Meeting #1 Aug 2023 • Project Public Launch • Email invitation to full stakeholder list, along with descriptive material described in the RDP plan development process and opportunity to participate via the DTF DTF Meeting #2 Nov 2023 • Presentation and summary of the Draft RDP • Invitation of Public Comment DTF Meeting #6 Nov 2024 • Presentation of Final RDP • Summary of Public Comment and resolution for comments received 24