Upper white river water shed/ ENG/10000/alliance fees Upper White River Watershed Alliance
PO Box 2065
Upper White River Watershed Alliance Indianapolis, IN 46206-2065
www.uwrwa.org
Professional Services Letter Agreement
April 2, 2014
John Thomas
City of Carmel
One Civic Square
Carmel, IN 46032
RE: Regional MS4 Public Education and Public Involvement Program �gC(,yrROr.rE)
Dear Mr.Thomas, OCA.
This Professional Services Letter will serve as a written understanding of the services to be
provided by the Upper White River Watershed Alliance (herein referred to as the UWRWA) to the City of
Carmel in support of the City of Carmel's MS4 permit requirements for Minimum Control Measures
(MCMs) 1 and 2, Public Education and Public Involvement (in accordance with 327 IAC 15-13 (Rule 13)).
Services provided by the UWRWA are not intended to and do not substitute for the City of
Carmel's responsibility to meet its applicable permit requirements for these MCMs. However, the
UWRWA services are intended to greatly benefit the City of Carmel in meeting these requirements.
Services will supplement your local program and help leverage other participating MS4 resources for
implementation of a complementary regional program.
Services will be performed by UWRWA's contracted professionals. Most, if not all services
should be performed by UWRWA contracted professionals under this agreement unless otherwise
specifically committed to within subsequent committee meetings. Products produced as part of the
Regional MS4 Education and Involvement Program funded by this Letter Agreement will be the property
of the UWRWA, and therefore its members including the City of Carmel.
This Agreement will terminate on December 31, 2014. If available funds within each category
have not been fully utilized by this date, the funds will be forwarded to the next year and a subsequent
agreement will be negotiated among the participating MS4s as to how the money should be allocated.
If the participating MS4 opts out of the program for any reason, funds will be forfeited to the UWRWA.
Fees will not be prorated within the calendar year or refundable. Participating MS4s have a right to
products for as long as they have an active agreement with the UWRWA or the funds from a previous
agreement are spent.
At the time of this letter, the regional program is expected to garner financial commitments
totaling $86,500. This amount includes program fees from participating MS4s, existing grants, and
sponsorship contributions. A few other key sponsorship requests are pending that if secured would add
additional deliverables to the annual program. As other MS4s join this regional effort over the course of
the year, their funds will also be used to help increase services and/or products or expand the reach of
program delivery into other MS4 jurisdictions. Decisions and recommendations regarding the
' e
development of materials, messaging, and overall program direction will be led by a committee of
participating MS4 representatives (including the City of Carmel) and other at-large UWRWA members as
appropriate. This committee will meet as needed throughout 2014, but no less than quarterly.
The 2014 Program may evolve based on the advancement of partnerships and complementary
programs, such as the Alliance's 319 grant or the Clear Choices Clean Water Sponsorship program. As
the UWRWA's MS4 Public Education and Public Involvement Program evolves throughout the year,
adjustments to the exact allocation of funds spent on individual tasks may need to shift. Any
adjustments will require future discussion with committee members. Decisions about adjustments
(shifts of funds between outlined tasks) will be made by a simple majority of members present at the
appropriate Education Committee meeting. At least 30 days' notice will be provided to members of any
meetings that involve budget adjustment discussions.
At a minimum,the UWRWA's 2014 program will provide the following within the designated timeframe:
DEVELOPMENT OF OUTREACH STRATEGIES FOR FORMAL AND INFORMAL EDUCATION SETTINGS
Budget for Item 1: $17,500
Items include coordination with local schools and parks to identify presentation opportunities, creation
of activity scripts and stations, and development of training for MS4s on how to use activity materials.
Delivery:April 2014 for use in spring semester and fall programming.
DEVELOPMENT OF'TRAINED INDIVIDUAL'CERTIFICATION PROGRAM •
Budget for Item 2: $21,950
Activities include the final preparations for the 2014 pilot workshop (Phase 1) as well as oversight of
Phase 2,to include the development of a certification process, exam, database, etc.
Delivery: Phase 1 February 13, 2014; Phase 2 ongoing through December 2014.
SOCIAL MEDIA
Budget for Item 3: $5,550
This item includes regular posting to various social media outlets, authorship of 'canned' social media
posts and newsletter articles, creation and maintenance of a new Instagram account, and assistance to
individual MS4s as needed to make the most effective use of the products listed above.
Delivery: Articles - quarterly, with final article November 2014. 'Canned' social media posts — biweekly
or more frequently. Regular posting to social media sites—weekly.
GRASSROOTS ENGAGEMENT
Budget for Item 4: $15,300
Activities include inventorying outreach opportunities and approaches that are available to MS4s at the
local level, assembling 'kits'to be used at outreach events, and initial steps in the creation of a volunteer
program that could in future years serve as a means of staffing MS4 outreach events. The scope for
these initial steps includes creating infrastructure (application materials, waiver, etc.), developing a
volunteer network,and if funding allows, a service pledge for the CCCW website will be created.
Delivery: Inventory—May 2014. Volunteer program infrastructure—December 2014
ADVANCEMENT OF CLEAR CHOICES CLEAN WATER
Budget for Item 5: $14,000
In conjunction with anticipated local and national expansions taking place with Clear Choices Clean
Water, activities will include coordinating with new sponsors to maximize and leverage advertising
opportunities, as well as assisting in the development of a new pledge campaign (topic to be
determined). This task is dependent on supplemental funding from corporate sponsors and therefore
will be phased in its development.
Delivery:Coordination with new sponsors—ongoing as needed. New pledge campaign: December 2014
MS4 STAKEHOLDER SURVEY
Budget for Item 6: $4,000
This includes researching and drafting survey questions for the 2015 stakeholder survey.
Delivery: Draft questions—December 2014
ADMINSTRATIVE SERVICES
Budget for Item 7: $8,200
Activities include coordinating monthly committee meetings, year-end planning, providing an annual
report of activities, and staffing the Clear Choices Clean Water booth at the annual MS4 conference.
Delivery: Meetings—ongoing. Annual conference—May. Year-end planning and annual report—October
through December.
ADDITIONAL SERVICES INCLUDED AS PART OF UWRWA MEMBERSHIP
Budget for Items 8-12: No fee since items funded via dues
Item 8: Promotion of local events to larger audiences via the UWRWA's various communication
mechanisms.
Items 9: Grant writing and sponsorship/partnership development; including use of not-for-profit status
for grants.
Item 10: Materials, tools, studies, and resources developed as part of grants, committee work, and
activities or research with partners.
Item 11: MS4s will be provided notice and opportunities to coordinate their local efforts with the White
River Festival.
Item 12: MS4s will have the opportunity to request assistance from coordination staff in the purchase of
additional products and services a la carte (via separate agreement),to include area-specific walkable
maps, table top storm drain model, and radio buys.
The City of Carmel, having paid the fees outlined below in Table 1 of this letter to compensate
for time and material resources associated with the above listed Items, therefore maintains active
membership in the Upper White River Watershed Alliance through payment of Alliance dues.
•
Table 1: Coordinated M54 Program Fees -Year 6(2014)
MCM 1& 2 Program Cost of UWRWA Total Financial
Fee(pop. based) Membership Commitment
Population < 5000 1000 $500 $1,500
I Population 5,000'- 15,000' 3000 $1,000 $4,000
Population 15,001 - 50,000 6000 $1,000 $7,000
Population 50,001 - 100,000 9,000 $1,000 $10,000
Population 100001 .230 000 15,000 $2,000 $17,000
Population 250,001 - 500,000 40,000 $5,000 $45,000
Population >500,000 55,000 $5,000 $60,000
The Upper White River Watershed Alliance continues to strive to deliver a comprehensive,
nationally recognized public education program. To do so, we must expand upon our existing
accomplishments: avail ourselves of promising but underutilized local outreach opportunities, continue
to develop and build support for the 'Trained Individual' program, and begin the important work of
developing quality new pledge campaigns to usher in Clear Choices Clean Water '1.0 and 2.0'. As we do
so, we will look to our local partners such as the City of Carmel to help us understand the needs of their
specific local audiences. Thank you for your vision and collaboration as we work to make notable strides
in water quality in central Indiana through planning, education and awareness!
We look forward to delivering a great program and growing our partnership with the City of
Carmel and other key Upper White River Watershed Stakeholders.
Sincerely,
Alex Umlauf, Treasurer
Upper White River Watershed Alliance
(2277iiitd
MM
Signature of Participating MS4 Title
Printed Name Date
Board of Public Works and Safety
City of Carmel
pame Brainard Date
Lit .-121V
Mary s . n Burke, Member Date
Lori Watson, Member Date
ATTEST:
Sandra Ild.701d1S(s,
ikA
(1k-/ fY
liana L. Cordray, I lerk Treasurer Date