A2330.SR.JD
C
ITY OF SIMI VALLEY
MEMORANDUM
A
pril 3, 2023
TO
: City Council
F
ROM: Department of Public Works
S
UBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A MEMORANDUM OF
UNDERSTANDING (MOU) WITH OTHER VENTURA COUNTY
AGENCIES TO IMPLEMENT A REGIONAL SB 1383 FOOD RECOVERY
PLAN
STAFF RECOMMENDATION
I
t is recommended the City Council authorize the City Manager to execute a Memorandum of Understanding (MOU) with other Ventura County agencies to implement a Regional SB 1383 Food Recovery Plan, and to execute future amendments to the MOU.
BACKGROUND AND OVERVIEW
I
n 2017, the California State Legislature adopted SB 1383, establishing target reductions i n organic disposal of 50% by 2020 and 75% by 2025. Additionally, SB 1383 requires a minimum of 20% of edible food products be recovered from specific generators as food for humans. Jurisdictions are required to educate, monitor, enforce, and report on the identified edible food generators within their boundaries. To facilitate, do cument, and comply with County and C ity responsibilities, the County of Ventura has developed a draft Memorandum of Understanding (MOU) to develop a Ventura County Regional SB 1383 Food Recovery Plan (Attachment A , page 4), utilizing existing Countywide Integrated Waste Management Plan (CIWMP) fees. The County has begun the Request for Proposal (RFP) process to determine the cost and service level of the proposed program.
FINDINGS AND ALTERNATIVES
W
ith the adoption of SB 1383, the State Legislature created the goal of decreasing greenhouse gas emissions from landfilled organic waste, as well as reducing food scarcity and hunger. All cities are required to develop an edible food recovery program to provide food for vulnerable populations as well as reduce landfilled food waste. In May 2022, the Ventura County Integrated Waste Management Division (IWMD) proposed creating a regional Ventura County Edible Food Recovery Program (VCEFRP) to standardize recovery efforts amongst food generators across the County. Nine of the 10 Cities have AGENDA ITEM NO.
Consent (2)
A2330.SR.JD
expressed support for the program, with the City of Thousand Oaks opting out since their program was already in development.
The County has led the program development, with collaboration from staff of the nine Cities. The County hired a consultant, Abound Food Care, and completed an Edible Food Recovery Capacity Study, meeting a state mandate. In conformance with the study findings, and in further collaboration with City staffs, the County of Ventura developed a draft Memorandum of Understanding (MOU) to create a Ventura County Regional SB 1383 Food Recovery Plan (Attachment A).
By joining th e regional collaborative and entering into the MOU, the City would join the regional network providing a cohesive recovery program throughout Ventura County. The VCEFRP would assist non -profit and local government partners, identify cooperative efforts, create information sharing tools, and develop consistent messaging and outreach.
The Cities of Camarillo and Fillmore have already signed the MOU, and all other Cities are also considering joining, except for Thousand Oaks as previously indicated. SB 1383 mandated edible food recovery com pliance is dependent on expanding current recovery efforts, and the VCEFRP aims to ease and ex pedite the efforts of local non-p rofit organizations that support feeding those in need.
The program will be funded by existing Countywide Integrated Waste Management Plan (CIWMP) fees. The CIWMP fees are collected by the County at a rate of $0.05 per ton of waste landfilled within Ventura County . If necessary in the future , the County could consider increasing the CIWMP fees, or work cooperatively with the other parties of the MOU to identify funding sources to continue the program.
The following alternatives are available to the City Council:
1. Authorize the City Manager to execute a Memorandum of Understanding (MOU) with other Ventura County agencies to implement a Regional SB 1383 Food Recovery Plan, and to execute future amendments to the MOU;
2. P
rovide other direction to staff.
S
taff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I
t is recommended the City Council authorize the City Manager to execute a Memorandum of Understanding (MOU) with other Ventura County agencies to implement a Regional SB 1383 Food Recovery Plan, and to execute future amendments to the MOU. 2 A2330.SR.JD
SUMMARY
California law SB 1383 requires that 20% of edible food generated that would otherwise be discarded, be recov ered and donated to a food r ecovery organization. The proposed Ventura County Edible Food Recovery P rogram (VCEFRP) will share resources, information, outreach, and maintain consistent m essaging at no cost to the City for the first year. The VCEFRP will aid in m aintaining the City’s complianc e with SB 1383, as well as increase access to our local community edible food that would have otherwise been discarded.
___
________________________________
Ronald K. Fuchiwaki
Public Works Director
P
repared by: Wes Yates, Environmental Compliance Program Coordinator INDEX Page
A
ttachment A - Memorandum of Understanding: Ventura County Regional SB 1383 Food Recovery Plan .................................................................. 4 3
Memorandum of Understanding
Ventura County Regional SB 1383 Food Recovery Plan
Thi
s Memorandum of Understanding (“MOU”) is entered into by and between Ventura County (“County”) and the cities of Ventura, Oxnard, Moorpark, Simi Valley, Camarillo, Santa Paula, Fillmore, Ojai, Thousand Oaks, and Port Hueneme (hereinafter collectively referred to as “Cooperating Cities”) for the development and implementation of the Ventura County Regional SB 1383 Food Recovery Plan (FRP).
REC
ITALS
WHEREAS, in May of 2022, the Integrated Waste Management Division (IWMD) of the County of Ventura Public Works proposed to create a county-wide steering committee to oversee the development of a regional edible food recovery network to meet the compliance mandates of California Senate Bill 1383 (SB 1383); and
WHEREAS, following the completion of the Ventura County Edible Food Recovery Capacity Study, a state-mandated study prepared by Abound Food Care, which included collaboration with all ten (10) cities, special districts and non-profits within Ventura County to refine the needs of our region to maximize edible food recovery, the needs assessment survey was distributed to all cities; and WHEREAS, the survey included questions relating to edible food recovery needs of the jurisdiction, interest in a regional food program, preferred method of funding a regional program, and interest in participating on an action-oriented steering committee; and WHEREAS, the survey results indicated that there was strong interest in forming a regional steering committee and in participating in a regional food recovery program; and WHEREAS, the first steering committee meeting for the Ventura County Edible Food Recovery Program (VCEFRP) was held in June 2022. Jurisdictions participating in this first steering committee included representatives from the cities of Ventura, Oxnard, Moorpark, Simi Valley, Camarillo, Santa Paula, Fillmore, Ojai, and the County; and
WHEREAS, moving forward, VCEFRP efforts will be coordinated and directed by a Steering Committee comprised of members from the County and the Cooperating Cities, which will also oversee a contracted Food Recovery Program Administrator. Collectively, the steering committee, participating jurisdictions, and the Food Recovery Program Administrator will be referred to as VCEFRP; NOW, THEREFORE, in consideration of the mutual desire for the development of a regional FRP as set forth in the above recitals, the County and the Cooperating Cities do hereby mutually agree to cooperate in the development of a regional FRP known as VCEFRP, as defined above, pursuant to the following terms and conditions:
ATTACHMENT A
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TERMS AND CONDITIONS
1. Purpose
The purpose of this MOU is to delineate the parties’ cooperative efforts in respect to the VCEFRP. The goal of the VCEFRP is to cooperate in maintaining a network, assist with tasks related to food recovery organizations and services, and provide tools to jurisdictions to have a cohesive food recovery program throughout Ventura County as a whole.
Food recovery programs include participants from the non-profit, commercial, and local government sectors. VCEFRP is focused on assisting non-profit and local government partners.
The goal of VCEFRP is to identify cooperative efforts, create tools, and resources for a cohesive network that supports current operations at local non-profits and facilitate their growth. Food recovery compliance is dependent on current food recovery initiatives, and VCEFRP aims to ease and expedite the work of non-profits in our network.
Additionally, through this network, VCEFRP can create and distribute uniform outreach and recordkeeping tools that streamline reporting and data collection needed for SB 1383 compliance. Standardized documents also help others recognize our network and build familiarity. Consistency can help commercial businesses and non-profits operating beyond jurisdictional boundaries.
2. County’s Responsibilities
A. The County intends to retain the services of a Food Recovery Administrator (“Administrator”) by issuing a Request for Proposals (RFP). The scope of work for the Administrator is set forth in Attachment A. This scope of work may be altered by the County at any time.
B. The County will ask the VCREFP Steering Committee to review and provide comment on the RFP for the Administrator. The RFP is expected to go to bid in early 2023 and awarded by the summer of 2023.
C. The County will strive to identify additional opportunities to combine resources to reach food recovery goals.
3. Cooperating Cities’ Responsibilities
A. Cooperating Cities will cooperate in VCEFRP and agree to complete the tasks in Attachment B to contribute to the inter-jurisdictional network.
B. The Cooperating Cities will strive to identify additional opportunities to combine resources to reach food recovery goals.
4. Joint County and Cooperating Cities’ Responsibilities 5
The Cooperating Cities and the County, acting through the VCEFRP Steering Committee, will meet with the Food Recovery Program Administrator monthly to monitor progress and SB 1383 compliance.
5. Financial Considerations and Payment Terms
Subject to funding availability, the County intends to retain the Administrator for at least the first year of the VCEFRP. The County intends to fund this contract position from CIWMP fees, SB 1383 Local Assistance grants (as available), and any individual jurisdiction contributions. Some outreach deliverables identified in Attachment “A” may be available to jurisdictions at an additional cost, if total program costs are not covered under the first two funding options. The parties to this MOU will work cooperatively to identify funding sources to continue to fund the Administrator position beyond the first year.
6. Limitations
This MOU does not include generator outreach, enforcement, or reporting for individual jurisdictions. The VCEFRP will not complete further data collection outside of what is provided by the recordkeeping tools. However, the VCEFRP does include tools to assist in these areas.
It is each jurisdiction’s responsibility to contact generators, food recovery organizations, and/or services if further data collection is needed to complete their respective reporting requirements.
VCEFRP will not attempt to gather an individual jurisdiction’s data if the jurisdiction does not utilize the tools provided by VCEFRP.
The VCEFRP also recognizes there are current reporting partnerships with the County of Ventura’s IWMD and some cities. VCEFRP will not attempt to collect food recovery data for these cities. Cooperating Cities will be required to send any data to VCEFRP for reporting that is not readily available from the food recovery tools.
This MOU is limited to the tasks in Attachment A. Any other food recovery tasks must be completed by individual jurisdictions.
7. Records
All parties to this MOU agree to retain any documents generated pursuant to the terms of this MOU for at least the minimum statutory period and to make the records available to the other parties to this MOU upon request within 30 days of the request.
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8. Indemnity, Duty to Defend, and Hold Harmless
Each party to this MOU and its agents, employees, and contractors shall act in an independent capacity and not as officers, employees, or agents of any other party. As between parties to this MOU, the parties agree to hold each other harmless for activities arising from this MOU, including the acts of the Administrator. As to third-party liability, no party assumes any liability for the activities of another in the performance of this MOU, and each party (i) is responsible in proportion to its respective fault for all liability, including but not limited to personal injury or property damage that may arise out of this MOU and, (ii) specifically repudiates the division of liability otherwise provided for in Chapter 21 of Part 2 of Division 3.6 of Title 1 of the Government Code, entitled “Tort Liability under Agreements between Public Entitles," section 895 et seq., to the extent applicable. To the fullest extent allowed by law, each party expressly agrees to defend, indemnify, and hold harmless the other parties and their directors, supervisors, council members, officers, consultants, contractors, agents and employees from and against any and all third-party loss, liability, expense, claims, suits, and damages, to the extent arising out of or resulting from the negligent acts, errors or omissions, or the intentional or willful misconduct of the indemnifying party, its associates, employees, consultants, contractors, sub-consultants, or other agents, including the Administrator, in the operation of and/or performance of this MOU.
This provision will survive the expiration or termination of this MOU.
9. Term
The effective date of this MOU shall be the date that it is executed by the County and at least one Cooperating City. The MOU shall begin on the effective date and continue for two years unless terminated earlier as set forth herein. The VCEFRP will be reassessed after one and a half years.
10. Counterparts
This MOU may be executed in any number of counterparts, each of which shall for all purposes be deemed to be an original and all of which shall together constitute one instrument.
11. Notices
All notices, requests, demands, or other communications under this MOU shall be in writing.
Notices shall be given for all purposes by one of the following methods:
Personal Delivery: When personally delivered to the recipient, notices are effective on delivery.
Certified Mail: When mailed certified mail, return receipt requested, notice is effective on the date the receipt is signed by the recipient, if delivery is confirmed by a return receipt.
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Overnight Delivery: When delivered by overnight delivery, with charges prepaid or charged to a sender’s account, notice is effective on delivery, if delivery is confirmed by the delivery service.
Email or Facsimile Transmission: When sent by email or facsimile to the recipient's last email or facsimile number known to the party giving notice, notice is effective on receipt, provided that: a) a duplicate copy of the notice is promptly given by certified mail or by overnight delivery, or b) the receiving party delivers a written confirmation of receipt.
Any notice given by email or facsimile shall be deemed received on the next business day if it is received after 5:00 PM (recipient’s time) or on a non-business day.
All communications and notices required by or given pursuant to this MOU shall be provided as follows:
To the County:
Joseph Pope, Director
Water & Sanitation
Public Works Agency
6767 Spring Road/P.O. Box 250
Moorpark, CA 93020
[email protected]
With Copy to:
County Counsel
Attention: Assistant County Counsel Brick
800 South Victoria Avenue, L#1830
Ventura, California 93009
Notices to the Cooperating Cities shall be sufficient if delivered to the Clerk of the Cooperating City, or other person specifically noted in the Cooperating City’s signature block, as may be updated with written notice to all parties.
Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities, messenger, or overnight delivery service.
Any party may change its address or email or facsimile number by giving the other parties notice of the change in any manner permitted by this MOU.
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12. Termination
Any party to this MOU, upon 30 days written notice to all other parties, may terminate its participation in this MOU. Upon a party’s termination, all obligations and benefits under this agreement cease as to the terminating party except for the duty to defend, hold harmless, and indemnify as set forth herein.
13. Severability
If a court of competent jurisdiction holds any provision of this MOU to be illegal, unenforceable, or invalid in whole or in part for any reason, the validity and enforceability of the remaining provisions, or portions of them, will not be affected, unless an essential purpose of this MOU would be defeated by the loss of the illegal, unenforceable, or invalid provision.
14. Entire Agreement and Amendments
This MOU, including any and all attachments, exhibits, and any other documents specifically incorporated into this MOU, shall constitute the entire agreement between the parties hereto relating to the subject matter of this MOU. As used herein, the MOU refers to and includes any documents incorporated herein by reference and any exhibits or attachments. The MOU may not be modified except by a written amendment signed by all parties.
15. No Third-Party Rights
The parties do not intend to create rights in, or to grant remedies to, any third party as a beneficiary of this MOU. Nor do the parties intend to create any duty, covenant, obligation, or undertaking in any third party by entering into this MOU.
16. No Employment Relationship
The parties agree that their respective employees performing any services in connection with the VCEFRP and/or this MOU are not acting within the scope of any employment relationship with any other party to this MOU, will not receive any form of compensation or benefits from any other party, and will not be covered by any other party’s workers compensation program if injured. Each party will defend, indemnity and hold harmless the other party from any claims made by that party’s own employees arising out of services performed in connection with VCEFRP and/or this MOU.
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IN WITNESS WHEREOF, the parties hereto have executed this MOU on the date signed.
County of Ventura
By: _____________________________________ Date ______________________
City of ________________________________
By: _____________________________________ Date ______________________
Attachment A: VCEFR Tasks
1. Non-Profit Outreach to Priority Agencies – The Food Recovery Administrator will complete outreach to the food bank in Ventura County, Food Share, and the 62 pantries identified in the Ventura County Edible Food Capacity Study, which currently collect food*. The list is provided in Attachment C.
a. Details:
i. Contact each organization and provide outreach materials ii. Record meeting information
iii. Assist with written agreement questions
iv. Provide training on record keeping software and answer software related questions
v. Provide jurisdictional contact information
b. Deliverables:
i. Creation of a database of non-profit information
ii. Onboarding of non-profits and sharing of tools
c. Resources Needed
i. Food Recovery Administrator staff time
ii. Printing costs
* If new food recovery agencies are added to the list of potential recipients, the Food Recovery Administrator will send a notification to the jurisdictions and they will be added to our shared recipient database. VCEFRP Food Recovery Administrator will not assist with recordkeeping training until they have a written agreement with one of our identified Tier 1 or Tier 2 generators. Jurisdiction shall 10
notify the Food Recovery Administrator if one of their generators has a written agreement with one of the non-profits not identified in Attachment C.
2. Aggregating and Updating Non-Profit Data - Food Recovery Administrator will maintain a list of non-profits that the jurisdictions can use to help their generators find food recovery recipients, and help those groups interested in receiving more food. * Food Recovery Administrator will not be responsible for collecting data that was not uploaded into the recordkeeping system. Any missing data must be obtained by the respective jurisdiction. a. Details:
i. VCEFRP Food Recovery Administrator will upload and maintain data from Ventura County Edible Food Recovery Capacity Study in FileMaker. ii. Data will be stored in FileMaker and in a shared database. Jurisdictions will also post this list on their websites as required by SB 1383 iii. Database will be updated at least annually
b. Deliverables:
i. Public list of food recovery organizations and services potentially interested in collecting recovered food
c. Resources Needed:
i. Staff time
ii. FileMaker software
iii. Food Recovery Administrator staff time
3. Recordkeeping Software Adoption - FileMaker, or similar cloud-based platform which is accessible by all participating jurisdictions, will be used to collect data from jurisdictions, Tier 1 and Tier 2 commercial edible food generators, and recipients. a. Details:
i. Recordkeeping software will be used for the following purposes:
1. For Generators:
a. Uploading contact information
b. Uploading written agreements
c. Uploading donation amounts
d. Uploading other required recordkeeping documents outlined in SB 1383
e. Viewing pounds donated
f. Viewing agencies donated to
2. For Recipients:
a. Uploading contact information
b. Uploading written agreement
c. Uploading donation amount
d. Uploading other required recordkeeping documents outlined in e. SB 1383
f. Viewing pounds received
g. Viewing donors
3. For Jurisdictions:
a. Uploading outreach interactions
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b. Uploading documents
c. Viewing donation information from generators and recipients d. Viewing recordkeeping information from generators and recipients b. Deliverables:
i. Completion of recordkeeping and implementation database c. Resources Needed:
1. Staff time
2. Recordkeeping software licenses
3. Food Recovery Administrator staff time
4. Creating Outreach Materials – Food Recovery Administrator in coordination with the VCEFRP Steering Committee will create and update outreach materials for generators and non-profits. a. Details:
i. Food Recovery Administrator in coordination with the VCEFRP Steering Committee will create the following outreach materials:
1. Generator flyer
2. Recipient flyer
3. Local Education Agency materials
4. Website content
5. Tier 1 and Tier 2 notification letter template
ii. Under the direction of the VCEFRP Steering Committee, the Food Recovery Administrator will create and share any secondary outreach tools. b. Deliverables:
i. Standardized outreach tools
c. Resources Needed
i. VCEFRP Steering Committee staff time
5. Food Recovery Administrator time Creating Written Agreement Template - Food Recovery Administrator will create a written agreement template to be used countywide except in cases where a corporate agreement is used.
a. Details:
i. Written agreement template will be created and distributed to jurisdictions and non-profits
ii. Jurisdictions will be responsible for their respective legal review of the template prior to use
b. Deliverables:
i. Written agreement template that can be used for SB 1383 compliance c. Resources Needed:
i. Food Recovery Program Administrator staff time
6. General Network Upkeep - Coordination of unforeseen general tasks, including interactions with corporate leaders, communication between jurisdictions, scheduling site visits, etc. This task does not include extra generator outreach.
a. Details:
i. Food Recovery Administrator will continue to look for ways the network can grow
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ii. Food Recovery Administrator will also share relevant updates with jurisdictions from corporate partners
iii. Food Recovery Administrator will schedule meetings and tours with jurisdictions and local non-profits
iv. Food Recovery Administrator will provide monthly updates to Steering Committee
b. Deliverables:
i. Network maintenance
c. Resources Needed:
i. Food Recovery Administrator staff time
7. Food Recovery Administrator will develop a checklist to guide site visits for Tier 1 and Tier 2 Generators, including specific items depending on the generator type. The cost of the Food Recovery Administrator site visits to Generators should be listed into two cost proposals:
Either as 1) part of the total group cost or 2) as an individual, add-on cost to each jurisdiction.
a. Details:
i. Food Recovery Administrator will develop a checklist to guide site visits for Tier 1 and Tier 2 Generators.
ii. Food Recovery Administrator will conduct one site visits per generator, and note those not in compliance
iii. Food Recovery Administrator will share information with VCEFRP Steering Committee
iv. VCEFRP Food Recovery Administrator will document in reporting software b. Deliverables:
i. Site Visit Checklist for Tier 1 and Tier 2 Generators ii. Site visits to generators
iii. Compliance checking and updates
c. Resources Needed:
i. Food Recovery Administrator time
8. Recommendations for VCEFRP Expansion – 5-year plan
a. Details:
i. Using lessons learned from this current engagement, identify specific pathways to increase participation by Tier 1 and 2 generators, broaden the coalition of stakeholders who can contribute to the regional program’s success and seek out opportunities for partnerships with neighboring counties. ii. Identify resources (i.e., technology, staffing, and materials) needed to execute the proposed 5-year plan.
b. Deliverables Needed:
i. Presentation to the VCEFRP Steering Committee
ii. Written Report -Final Report will include feedback from the VCEFRP Steering Committee
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9. Management - General management of staff time, work procedures, and SB 1383 implementation related to this scope.
a. Details:
i. Reviewing work products, attending meetings, assistance in decision making and general guidance
b. Deliverables:
i. Thoroughly reviewed food recovery program materials
ii. General guidance
c. Resources Needed:
i. VCEFRP Steering Committee staff time
ii. Food Recovery Administrator staff time
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Attachment B: Jurisdiction Tasks
Items highlighted in yellow are a requirement of SB 1383.
Task Details Recommended Next Steps
Tier 1 and Tier 2
Generator Outreach
Jurisdictions will need to train
generators on recordkeeping software.
Send letters to all generators ASAP.
Use templates and include flyers.
Each jurisdiction will need to educate their
generators about SB 1383 regulations.
Jurisdiction may already be doing outreach
for food scraps.
Add food recovery conversation to all
current outreach being done.
Jurisdictions will need to solidify their Tier
1/2 lists. Remove any generators that are not
fitting or were maybe wrongly identified.
Abound Food Care identified Tier 1 and Tier
2 generators countywide as part of the
Ventura County Edible Food Recovery
Capacity Study in May 2022.
Go through every generator and note if
they are a Tier 1 or 2, and if they are a
priority.
Jurisdictions need to exercise their
own discretion regarding these
businesses.
Capacity Planning
Complete the Ventura County Edible
Food Recovery Capacity Study.
Completed May 2022.
Completed by IWMD in July 2022.
Abound Food Care identified non-profit
capacity in May 2022. This will need to be
revisited periodically.
Individual reporting
All jurisdictions will be responsible for
their own reporting.
Reporting data should be collected by
July 1 each year.
Jurisdictions will need to collect records from
their donors.
Jurisdictions should include this in
their education for generators.
Compliance enforcement
Jurisdictions will be responsible for
compliance enforcement and making sure
all food recovery compliance measures
are met outside of this proposal.
Jurisdiction will use this information to
aid in enforcement.
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Website Updates
Under SB 1383 each jurisdiction is required to
keep an updated list of food donor recipients,
guidelines for generators, etc. This must be
posted online.
SB 1383 information has already been
posted on LessIsMore.org. Jurisdictions
can use that text.
Assistance with outreach
to Local Education
Agencies
There are various other standards that schools
must comply with, so help with SB 1383
compliance should be added to this. Again,
outreach materials for schools will be included
in outreach material created by the VCEFRP
Steering Committee.
Continue outreach that is already being
done in schools. Add outreach for SB 1383.
SB 1383 also requires yearly educational
campaigns that each jurisdiction must do.
Outreach materials will be shared between
jurisdictions.
Assistance with outreach
to Non-Local Entities Teamwork will be needed to figure out the landscape of non- local entities. Jurisdictions
may be requested to help if needed.
Mandatory participation in
Food Recovery Meetings Participate in meetings, keep communication open with VCEFR Steering Committee, be
available for meetings with food recovery
organizations, and have open communication
with non-profits.
Sharing Resources with
Food Recovery Group Resources like StoryMaps, staff time, knowledge sharing, etc. should be shared
amongst jurisdictions, as needed.
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