Drought Contingency Task Force

Regular Meeting of the Drought Contingency Task Force Roswell City Hall 415 N. Richardson Tuesday, May 14, 2024 Notice of this meeting was given to the public in compliance with Section 10-15-1 through 10-15-4 NMSA 1978 and Resolution 24-02. CALL TO ORDER Meeting was called to order at 4:05 P.M. by Judy Stubbs ROLL CALL Members present: Tom Jennings (Residential Consumer), Judy Stubbs (Residential Consumer), Aron Balok (Pecos Valley Conservancy District), Todd DeKay (ENMU-R) Darrell Johnson (City Councilor), and Water Conservation Specialist Chantel Longway Members absent: Jonathon McGary (Supervising Ranger, Bottomless Lakes State Park- Ex Officio Member), Nathan Cobb (Commercial Consumer), and Sean Bendict (Roswell Independent Schools). Guest Present: USBR WaterSmart Grant, Officers Technical Representative Rick Young APPROVAL OF AGENDA Aron Balok made a motion to approve the agenda, with a second from Todd DeKay. The motion passed with a voice vote of 5-0, with Jonathon McGary, Nathan Cobb, and Sean Benedict being absent. APPROVAL OF MINUTES FROM APRIL 24, 2024 Aron Balok made a motion to approve the minutes from April 24, 2024. Todd DeKay was the second, and the approval of the minutes passed with a voice vote of 5-0, with Jonathon McGary, Nathan Cobb, and Sean Benedict being absent. NON-ACTION ITEMS 1. Operational and Administration Framework by Judy Stubbs and Tom Jennings. No items were presented regarding this topic. For the record: Nathan Cobb arrived at 4:11 P.M. 2. Residential Water Audit by Judy Stubbs and Tom Jennings No items were presented regarding this topic, and there was just discussion on wanting further information. The Drought Contingency Task Force requested a high and low average of water usage during July and December, AWWA reports, List of main break areas, and a presentation from Superintendent Robert Glenn covering major leak areas, meters, ITRON system, issues regarding ITRON, age of the lines, 1 Regular Meeting of the Drought Contingency Task Force Roswell City Hall 415 N. Richardson Tuesday, May 14, 2024 and a possible map of the infrastructure to help determine residential watering concerns. 3. Commercial Water Audit by Sean Benedict and Todd DeKay No items were presented regarding this topic, and there was just discussion on wanting further information. The Drought Contingency Task Force requested a high and low average of water usage during July and December, AWWA reports, List of main break areas, and a presentation from Superintendent Robert Glenn covering major leak areas, meters, ITRON system, issues regarding ITRON, age of the lines, and a possible map of the infrastructure to help determine commercial watering concerns. ACTION ITEMS 4. Appoint a vice chair A motion was made by Darrell to appoint Aron as vice chair. A second was made by Nathan. The motion passed with a voice vote of 6-0, with Jonathon and Sean being absent. PUBLIC PARTICIPATION Roles and Responsibilities of the WaterSmart Grant presented by USBR WaterSmart Grant, Officers Technical Representative Rick Young Rick read the roles and responsibilities of the grant (Attachment 1) and explained the next steps of the process. A progress report is due at the end of June. ADJOURN Meeting was adjourned at 5:14 p.m. with the next meeting to be held on Tuesday, June 11, 2024, at 4:00 P.M. at City Hall. 2 Regular Meeting of the Drought Contingency Task Force Roswell City Hall 415 N. Richardson Tuesday, May 14, 2024 Attachment 1 5. RESPONSIBILITY OF THE PARTIES 5.1 Recipient Responsibilities 5.1.1 The Recipient shall carry out the Scope of Work (SOW) in accordance with the terms and conditions stated herein. The Recipient shall adhere to Federal, state, and local laws, regulations, and codes, as applicable, and shall obtain all required approvals and permits. If the SOW contains construction activities, the Recipient is responsible for construction inspection, oversight, and acceptance. If applicable, the Recipient shall also coordinate and obtain approvals from site owners and operators. 6.1.2 Task Force. Prior to February 28, 2023, Recipient will identify the Task Force members and notify Reclamation of the date of the initial Task Force meeting. If additional time is needed to complete this task, Recipient shall notify Reclamation in writing, together with the anticipated date of completion. 6.1.3 Work Plan. Recipient shall submit the proposed Work Plan to Reclamation no later than June 30, 2023. Reclamation will review the draft work plan to ensure compliance with Drought Response Program requirements and either accept the plan as submitted or provide comments for the Recipient to address. A copy of the accepted Work Plan, which addresses any GOTR comments, will be included with Recipient’s interim performance report for the reporting period ending June 30, 2023. If additional time is needed to complete this task, Recipient shall notify Reclamation in writing, together with the anticipated date of completion. 6.1.4 Drought Contingency Plan. Recipient shall submit the final draft Drought Contingency Plan and/or plan updates to Reclamation no later than June 30, 2023. Reclamation will review the Drought Contingency Plan to determine that the plan meets Drought Response Program requirements. Reclamation will either accept the plan as submitted or provide comments for the Recipient to address within a given time frame. If additional time is needed to complete this task, Recipient shall notify Reclamation in writing by July 30, 2023, together with the anticipated date of completion. 6.1.5 Interim Performance Reports. The Recipient shall prepare and submit to Reclamation interim Project performance reports (Interim Performance Reports) as required by Section I.10 of this Agreement. Each Interim Performance Report will include (but is not limited to) the information identified in paragraph I.10.3 and will discuss the following: • A comparison of actual accomplishments to the milestones established by the financial assistance agreement for the reporting period 3 Regular Meeting of the Drought Contingency Task Force Roswell City Hall 415 N. Richardson Tuesday, May 14, 2024 • The reasons why established milestones were not met, if applicable • The status of milestones from the previous reporting period that were not met, if applicable • Whether the Project is on schedule and within the original cost estimate • Any additional pertinent information or issues related to the status of the 6.1.6 Final Project Report. The Recipient shall prepare and submit to Reclamation a final Project performance report (Final Project Report) as required by Section I.10 of this Agreement. The Final Project Report will include (but is not limited to) the information identified in paragraph I.10.3 and will discuss the following: • Whether the Project objectives and goals were met • The benefits achieved by the Drought Contingency Plan, including how the plan improves long-term resiliency to drought • How the plan demonstrates collaboration Photographs documenting the Project are also appreciated, as well as final GIS shapefiles representing the boundary/outline of the planning area. A copy of the Reclamation reviewed and accepted Drought Contingency Plan shall be provided with the Final Project Report. Recipient is aware that the Final Project Report is a public document and will be made available on Reclamation’s website, www.usbr.gov/drought/. 6.2 Reclamation Responsibilities 6.2.1 Reclamation will monitor and provide Federal oversight of activities performed under this Agreement. Monitoring and oversight includes review and approval of financial status and performance reports, payment requests, and any other deliverables identified as part of the SOW. Additional monitoring activities may include site visits, conference calls, and other on-site and off-site monitoring activities. At the Recipient’s request, Reclamation may also provide technical assistance to the Recipient in support of the SOW and objectives of this Agreement. 6.2.2 Substantial involvement by Reclamation is anticipated during the performance of activities funded under this cooperative agreement. In support of this Agreement, Reclamation will be responsible for the actions identified in paragraphs 6.2.3 through 6.2.5. 6.2.1 Reclamation shall collaborate and participate as warranted with the Recipient, the Task Force (including individual Task Force members), and other stakeholders in the drought contingency planning process. 6.2.4 Reclamation shall work in collaboration with Recipient and provide input on the 4 Regular Meeting of the Drought Contingency Task Force Roswell City Hall 415 N. Richardson Tuesday, May 14, 2024 components of the Work Plan. Reclamation will review the proposed Work Plan for conformance to program requirements. Reclamation will notify Recipient of acceptance of the Work Plan or provide substantive comments. 6.2.5 Reclamation shall review the final draft Drought Contingency Plan for conformance to Drought Response Program requirements. Reclamation will notify Recipient of acceptance of the Drought Contingency Plan or provide substantive comments. 5