HomeMy WebLinkAbout2016.03.02 CEAP Agenda Packet AD-HOC CLIMATE ACTION
AND ENERGY PLAN COMMITTEE
Meeting Agenda
March 2, 2016 —3:30 PM
Community Development Building, Siskiyou Room
51 Winburn Way
1. Call to Order
2. Approval of Minutes
• January 20, 2016
• February 17, 2016
3. Public Forum
4. Committee Discussion/Preparation for Cascadia Consulting Kick-off meeting
• Review approved scope of work—Focus on:
o Work Plan
o Public Engagement Plan
o Key project milestones/committee review points
5. Schedule for Upcoming Meetings
• Regular Schedule— lst and 3rd Wednesdays
o lst Wednesdays @ 3:30
0 3rd Wednesday @ 5:30
CITY O F
SHL A N
D
Ad Hoc Committee on Climate Change and Energy Action Plan
Scope of Work, August 19, 2015
The ad hoc Climate Change and Energy Action Plan Committee is charged with making
recommendations to the City Council regarding a climate change and energy action plan intended to
identify existing and potential vulnerabilities and develop an organized and prioritized set of actions to
protect people and resources from the ongoing impacts of climate change. The plan shall include
targets and strategies for reduction of greenhouse gas emissions in Ashland. These targets and
strategies may be short- mid-or long-term, and shall consider cost,feasibility, community acceptance
and likelihood of success,with an emphasis on voluntary measures that can be undertaken by different
sectors of the community. The plan shall include specific, measurable actions that citizens and local
institutions can undertake immediately upon adoption of the plan.
The Committee shall review similar plans in comparable communities,consult as necessary with local
subject matter experts in the areas of transportation, energy, land use and infrastructure (and other
areas as the Committee deems advisable), and identify implementation steps as appropriate.
The Committee shall, in consultation with City staff and consultants, determine its own work plan and
project timeline, however while the Committee may consult with and advise on its needs for consultant
services, City staff shall be the sole point of contact for consultants hired to work on the plan or
technical reports associated with the plan. Unless otherwise directed by the City Council,the Climate
Change and Energy Action Plan shall be delivered to the City Council by January 31, 2017.
The Committee shall, in the course of its work:
• Provide ample opportunity for public input and feedback; and
• Present its recommendations in writing so they can be easily shared with the public.
Minutes for the Climate and Energy Action Plan ad hoc Committee
January 20,2016
Page 1 of 2
MINUTES FOR THE CLIMATE & ENERGY ACTION PLAN ad hoc COMMITTEE
Wednesday, January 20, 2016
Siskiyou Room, 51 Winburn Way
1. Call to Order
Councilor Rich Rosenthal called the meeting to order at 2:02 p.m.
Committee members Louise Shawkat, Greg Jones, Stuart Green, James McGinnis, Roxanne
Beigel-Coryell, and Claudia Alick were present. Staff member Adam Hanks was present.
Committee member Jim Hartman arrived late. Committee member Bryan Sohl was absent.
2. Approval of Minutes
McGinnis/Jones m/s to approve the minutes of December 16, 2015, as presented. Voice
Vote: All Ayes. Motion Passes.
3. Public Forum
Huelz Gutchen— stated that carbons now are in the air. In order to keep those from not blowing
up, we need to have a 6% reduction each year. If we wait until 2020 we would need to have a
15%per year reduction. He stated that each gas tank has the equivalent of V2 gram of human
flesh in it due to conflicts and death associated with gas production. If we were to pay equivalent
insurance, it would equal $1000 per tank of gas. He stated he is running to be the Community
Development Director and that we need additional staff to handle all the work.
4. Greenhouse Gas Inventory Reporting 101
Aaron Toneys from Good Company gave a presentation via phone and webpage on how
greenhouse gas inventories are prepared, and specifically the work Good Company is doing for
Ashland's inventories. He stated that over the last five months Good Company and Adam Hanks
have worked on three inventories; one for the overall community, one for City of Ashland
operations, and one for City of Ashland municipal electric utility. The only hold up in finishing
the inventories right now is data from ODOT regarding transportation modeling. The final
results should be finished on February 17, 2016.
Committee member Jim Hartman arrived 2:1 S p.m.
Mr. Toneys gave information regarding how greenhouse gases are measured, and what ones they
are focusing on in Ashland. He gave information about the differences in the three inventories,
and where emissions data comes from in each inventory.
Group asked if he included tracking or information on wood burning as part of the community
inventory. Mr. Toneys stated that as there are no good data sources for tracking estimates of
usage in the community, that is not part of the inventory.
Mr. Toneys gave an overview of how ODOT typically comes by their transportation modeling,
and how that will be used in the community inventory. The modeling used currently is the same
Minutes for the Climate and Energy Action Plan ad hoc Committee
January 20,2016
Page 2 of 2
that was used for Eugene and Corvallis when they did their climate action plans. Group asked if
the modeling reflected that Ashland is a tourist destination, which makes transportation here
different than many communities of similar size. Mr. Toneys stated that there isn't any great
source of data to reflect those differences,but is willing to adjust the data, should data sources be
made available.
Group asked why forestry and agricultural emissions were not included in the community
inventory. Mr. Toreys stated that as the report is focused only on those things within the city
limits and there isn't a significant enough amount of either activity within the City limits
boundary to be statistically valid.
Group thanked Mr. Toreys for his presentation.
5. Update on Climate and Energy Action Plan RFP Process
Group welcomed Jim Hartman as the newest member. Hanks gave a recap of the RFP process.
The notice of intent to award is currently being processed by our purchasing agent. Once it is
posted there is a seven-day review period before any contract can be negotiated. The contract
then needs to be approved by Council. He hopes approval can happen on February 2na
6. Review of Preliminary Climate Kick-off Report
Marni Koopman from Geos was available to answer questions regarding the report submitted.
McGinnis asked when the spreadsheet of conversation results would be made available.
Koopman stated that it is available now, if the group wants to review the direct results. Geos
didn't submit the spreadsheet as part of the report, as there were over 400 entries and they
determined summaries of the conversations would be easier to use. She stated what she found
most interesting was the frequent expressions of a desire for a greater sense of community and
collaboration.
Group thanked her for her time and thanked Geos Institute for their efforts.
7. Schedule and Agenda for Upcoming Meetings
Group discussed the desire to hold evening meetings and requested that Hanks send a doodle poll
for future evening meeting possibilities.
The next meeting will be on February 3, 2016, time TBD, the main topic will be getting
organized for the contractor to being their work. The February 17, 2016, meeting will focus on
review of the greenhouse gas inventory report.
8. Adjournment
Meeting adjourned at 3:31 p.m.
Respectfully submitted,
Diana Shiplet
Executive Assistant
Minutes for the Climate and Energy Action Plan ad hoc Committee
February 17,2016
Page 1 of 2
MINUTES FOR THE CLIMATE & ENERGY ACTION PLAN ad hoc COMMITTEE
Wednesday, February 17, 2016
Siskiyou Room, 51 Winburn Way
1. Call to Order
Councilor Rich Rosenthal called the meeting to order at 2:02 p.m.
Committee members Louise Shawkat, Stuart Green, James McGinnis, Bryan Sohl were present.
Committee member Roxanne Beigel-Coryell and Greg Jones arrived late. Staff member Adam
Hanks was present. Committee members Claudia Alick and Jim Hartman were absent.
2. Public Forum
Alan Greene—Is a member of SOCAN and wanted to congratulate the group on being leaders in
Southern Oregon in addressing climate change. SOCAN has been working with councilors from
other cities to move their cities in the same direction. He worked previously with Good Company
and believes this Greenhouse Gas Inventory will be well done.
Committee member Beigel-Coryell arrived 2:05 p.m.
3. Ashland's Greenhouse Gas Inventory
Hanks stated that the document included in the packet is the final draft, the final document has a
few minor changes and will be posted on-line soon. He introduced Aaron Toneys from Good
Company.
Mr. Toneys reviewed why he is here today, what his presentation will cover and what areas the
inventory will cover. They did three inventories: overall community, Ashland city government,
and Ashland city-owned utility(see attached slide show). Overall, there has been a decrease in
greenhouse gases in the community, this is likely due to the warmer winters we've had, leading
to a decrease in energy used to heat homes. He reminded the group that the per-family
consumption graph is only an average, and that different families/homes have differing usage
numbers.
Mr Toneys stated that compared to other cities in Southern Oregon, Ashland's government
emmissions are very similar. The largest emissions source is always related to construction and
that this is also the most variable, as it is budget-funding based.
Mr. Toneys stated that in regard to the City Utility emmissions, the fact that we use BPA
electricity means that our overall impact is less than communities who use other sources. He
stated that the environmental benefit of using BPA, however, isn't owned by the community,
rather that it is spread throughout the entire electric grid and does not account for the
concequences/benefits of lowering electricity use (the less we use, the more "clean"power
available to other communities). As it would be difficult to find a better option, the committee
would be better off focusing on efficiency and reduction in use, rather than in changing the
source.
Minutes for the Climate and Energy Action Plan ad hoc Committee
February 17,2016
Page 2 of 2
Group discussed concerns with the traffic/travel emmissions numbers, in that they have to be
modeled by ODOT, rather based on real data. Group discussed ways to better obtain data
including permanently installed traffic counters or a small local gas tax to capture gallons of gas
purchased locally. Mr. Toneys stated that, even though the data is based on modeling, ODOT is
well ahead of the curve for accuracy in the country.
Committee member Jones arrived 2:50 p.m.
Group discussed concerns with how large commercial marijuana grows may effect the amount of
emissions in future years. Mr. Toneys stated that large producers would be good targets for
efficiency improvements —it's a new businesssector and each community in Oregon needs to
address the issue based on need, volume, and preferred method of reducing energy consumption.
Group thanked Mr. Toneys for his presentation and time creating the inventory.
4. Update on Climate and Energy Action Plan RFP Process
Rosenthal stated that the City Council approved the award of contract with Cascadia Consulting
Group at last night's meeting. He thanked the members of the evaluation panel for their time and
effort in choosing Cascadia as the consultant.
Hanks stated that he is currently getting all necessary background information to Cascadia so
they can propose a timeline and work plan at an upcoming committee meeting. He reminded the
group that a large portion of Cascadia's work will involve the public engagement process and the
committee needs to be very clear on what they need and expect of that process.
Group discussed how the contract will be managed. Hanks stated that contract management is his
role as staff, and the group needs to focus on creating a good plan and engaging the public. He
stated he can give budget updates if the group feels this is necessary. Beigel-Coryell stated that
worrying about budget issues is not how she wants to spend her or the group's time.
5. Schedule and Agenda for Upcoming Meetings
Group discussed potential future meeting dates. They agreed to hold their March 2nd meeting, at
3:30 p.m. in order to prepare for the first meeting with Cascadia Consulting Group. Hanks will
work with Cascadia to determine if March 16 or 17, preferably in the evening, works for the next
meeting. Hanks reminded the group that it would be preferable if the group held their work
meetings at consistent times. The public input portion of the process will likely have meeting
scattered throughout days of the week and times of day, to reach the widest portion of the
community possible.
6. Adjournment
Meeting adjourned at 3:27 p.m.
Respectfully submitted,
Diana Shiplet, Executive Assistant
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The consultant team of Cascadia Consulting Group and its partners Oregon Climate Change Research Institute
(OCCRI) at Oregon State University,Jeff Golden of Golden Communications,Jill Simmons,and David Van't Hof
will undertake the following activities to create an actionable Climate and Energy Action Plan for the City of
Ashland.
This scope of work consists of the following tasks, detailed below:
1. Scoping and Public Engagement Plan
2. Public Engagement
3. Mitigation Analysis and Prioritization
4. Adaptation Analysis and Prioritization
5. Report and Monitoring and Evaluation(M&E) Plan
6. Project Management
T Scoping and Public Engagement Plan February—March
This task consists of two subtasks: 1) Project Scoping and Kick-off and 2) Public Engagement Plan Development.
Subtask 1: Project Scoping and Kick-off
The consultant team will begin by engaging in one to two planning/scoping calls with City of Ashland staff to
solidify a common understanding of the following:
■ Project and City goals and expectations, including any overarching climate mitigation goals
■ Final report formats and contents, including desired sectors to be covered
■ Key stakeholders and their interests
■ Overall breadth and depth of the planning effort, including public engagement components
Following the discussion,we will prepare a revised project work plan and task-level timeline.The consultant
team will present the revised work plan to the ad-hoc committee members at a kick-off meeting.The meeting
will allow committee members to review and provide feedback on the project work plan, arrive at a common
understanding of expectations, and share lessons learned from previous engagement efforts in order to inform
the Public Engagement Plan.
Subtask 2: Public Engagement Plan Development
Based on these inputs and a review of relevant existing information and initiatives, the consultant team will
complete a draft Public Engagement Plan that builds from existing knowledge to map out a plan for optimal
engagement.The plan will establish outreach and communications goals and define strategies, key messages,
types of stakeholders to be engaged, and anticipated outreach activities tailored for the City of Ashland. The
plan will define the consultant team's level of effort as well as contributions from city of Ashland staff and the
ad-hoc committee under two scenarios: 1)within budgeted resources and 2)with an expanded consultant level
of effort thereby reducing the need for City in-kind support.
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As part of this process,the consultant team will work closely with City staff to design a series of workshops,
including proposed invitees, agendas,exercises,and preparatory materials.The team will also seek to align the
approach with existing City frameworks and planning processes.
Based on input from the City project team,the consultant team will refine and finalize the Public Engagement
Plan before the end of March.
In-person, 2 to 4-hour ad-hoc committee kickoff meeting attended by Marc and Andrea;other planning
meetings will be done by phone or videomnference.
Kick-off meeting with relevant City staff and committee members (agenda and summary notes)
Final project work plan and timeline
Draft and final Public Engagement Plan
Task 2 Public Engagement April—November
As informed by the Public Engagement Plan,the consultant team will employ public engagement methods to
ensure widespread, diverse stakeholder participation within the allocated Budget. Options could include open
houses,workshops,surveys, social media,and community ambassadors. For example,within the allocated
budget,the consultant team could plan and lead the following public engagement activities:
Two public forums to introduce the project, clarify our approach and opportunities for public input, and
discuss findings from the mitigation and adaptation analyses
Four workshops with City staff and ad-hoc committee members to review analysis findings; brainstorm and
screen mitigation/adaptation strategies; review shortlisted strategies and set priorities; and present and
solicit feedback on the draft final plan
One open house with stations to solicit public feedback on identified actions and strategies
Attendance at relevant ad-hoc committee meetings,to ensure that we remain informed of local
developments and to answer questions about plan progress as needed
Jeff Golden will serve as the consultant team's on-the-ground, local resource for public engagement and
communications in Ashland, under the guidance of Gretchen Muller,Cascadia's public involvement specialist.
Jeff Golden will help share information and will serve as a consistent presence to ensure that we understand
local dynamics as they evolve.
If desired by the City,the consultant team could plan and engage in additional public engagement activities for
an additional fee. See the Budget section for more information.
Joint determination of specific public engagement methods and schedules to be specified in the Public
Engagement Plan
Planning assistance and attendance of at least one City staff person at every public engagement event
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Planning, preparation,and implementation of public engagement events, as defined by the Public
Engagement Plan
Collection, compilation,and summary of all feedback/input received from community participants
T as k 3 Mi t igation Analysis and Prioritization April—October
The consultant team will review the City's GHG inventory,anticipated to be completed in February, and position
it to serve as the baseline for the mitigation component of this climate action planning effort.The consultant
team will then work with the City and stakeholders during the initial planning and kickoff meetings to clarify the
overarching mitigation goal,which will inform GHG reduction targets,as well as to identify Ashland's unique
challenges and opportunities.
The consultant team will develop a list of targets and potential implementation actions,drawing on best
practices from other relevant communities.This list will focus on the sectors identified as of particular interest in
the initial planning and kick-off meetings(in Task 1), as well as on the particular opportunities identified in
Ashland. The consultant team will facilitate a workshop with the City and ad-hoc committee members (among
the workshops listed in Task 2)to conduct an initial screening of these options to identify a shortlist of potential
measures that can be analyzed in more detail and could contribute to meeting specified targets.
Using a customized methodology to evaluate costs and benefits—not just financial, but also social and
environmental—the consultant team will estimate the cost as well as the feasibility of shortlisted actions, as well
as review other applicable City plans and polices to identify areas of alignment or potential conflict.
The results of this analysis will be presented to the City project team and the public for review and discussion in
the fall (among the workshops listed in Task 2).That discussion will inform the team's consolidation of final
actions and targets for inclusion in the Climate and Energy Action Plan.
Planning assistance of at least one City staff person for the public forum, open house,and City workshops
Attendance of ad-hoc committee members and relevant City staff at workshops
Assistance from City staff in compiling relevant documentation, reviewing identified actions, and addressing
questions as needed regarding cost, feasibility, and alignment with City goals and priorities
Summary of baseline conditions and projections, presented in graphical, narrative, and tabular format
PowerPoint presentation or Word document summarizing most important challenges and opportunities to
achieve Ashland's goals and targets
Brief PowerPoint presentation or Word document of selected implementation actions and their evaluation
against agreed-upon criteria, in tabular and graphical format,with short explanatory narratives providing
additional detail
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Task 4 1 Adaptation Analysis and Prioritization April-0cto ber
The adaptation planning process will be conducted in parallel with the mitigation planning process,taking
advantage of opportunities to identify measures that have both resilience-building and emissions-reduction
benefits.
This process will begin with an analysis of climate trend data specific to Ashland and the surrounding region.This
work will be conducted by scientists at Oregon State University's Oregon Climate Change Research Institute
(OCCRI). Using best available science,OCCRI will provide local information about climate trends and projections
for the Rogue Valley,for readily available climate metrics such as extreme heat or daily precipitation. Sources of
such information will include observed climate records from the US Historical Climate Network,Version 2;
downscaled data from the CMIPS archive, developed by OCCRI and its partners using the Multivariate Adaptive
Constructed Analogs data for RCP8.5 and RCP4.5 (ht[p;//naca,.no.r$hwestl<now.ledge.:net). OCCRI will provide
graphs and narratives covering local, historical, current, and projected climate data in sufficient detail for setting
short-, mid-,and long-range targets and to support action planning to achieve these targets. OCCRI will also
contribute as appropriate to the development of science-based climate adaptation strategies.
The consultant team will then develop a list of potential implementation actions, referring to best practices from
other communities in the Pacific Northwest and across the country that face similar challenges. In addition to
considering particular opportunities in Ashland,the consultant team will identify assets,systems, resources, and
neighborhoods that are projected to be particularly vulnerable to climate change impacts.
The consultant team will facilitate a workshop with the City and ad-hoc committee members(among the
workshops listed in Task 2)to conduct an initial screening of these options to select a shortlist of potential
measures that can be analyzed in more detail.Typical criteria used for screening at this stage include
affordability,technical feasibility,flexibility, effectiveness in addressing the climate impacts of concern,and
mitigation co-benefits.The consultant team will review the proposed screening criteria with the City before
conducting the analysis.
Based on feedback,the consultant team will further investigate costs and feasibility of the shortlisted actions,
and will present the findings to the City project team and the public for review and discussion in the fall (among
the workshops and forums listed in Task 2).That work will include a workshop for City staff to select among
possible actions, as well as an open house with stations to collect public feedback on proposed mitigation and
adaptation actions.
Input from City staff regarding desired climate metrics,such as average versus extreme temperature and
precipitation projections
Planning assistance of at least one City staff person for the public forum, open house,and City workshops
Attendance of ad-hoc committee members and relevant City staff at workshops
Assistance from City staff in compiling relevant documentation, reviewing identified actions, and addressing
questions as needed regarding cost, feasibility, and alignment with City goals and priorities
Summary of climate trend data analysis
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Brief PowerPoint presentation or Word document of selected adaptation actions and their evaluation
against agreed-upon criteria, in tabular and graphical format,with short explanatory narratives providing
additional detail
Task 5 � Report and Mo nito ng ri and Evalu at ion (M&E) Plan October 2016—January 2017
The consultant team will prepare the following reporting and final deliverables:
A draft and final Climate and Energy Action Plan, which summarizes climate trend data and vulnerabilities,
current emissions,target reductions, and prioritized adaptation and mitigation actions.This Plan will also
refer to the goals and targets of other community partners, in the main body or in an appendix,for a
comprehensive view of relevant efforts underway in Ashland.
A graphics-rich implementation plan to clarify the schedule and responsible parties.
A monitoring, evaluation, and reporting plan for use by City staff, which includes metrics, methods,and
tools for tracking progress against the actions in the Climate and Energy Action Plan.
A four-page,visually appealing flyer, to clearly communicate Ashland's goals and planned actions to the
public.
At the planning and kick-off meetings in Task 1,the consultant team will work with the client and ad-hoc
committee members to envision what the final Climate and Energy Action Plan document will look like and
consist of. We will discuss such questions as:who are key audiences and what are their critical needs, how long
the report should be, how it should be formatted,and what deliverables to include in the main report versus
incorporated as attachments.The consultant team will establish expectations at this point but review and
discuss these and make adjustments as appropriate before preparing the draft and final report.
The consultant will provide Word and/or Adobe-based document design and production services for the Climate
and Energy Action Plan and four-page flyer.These services could include development of infographics and
compelling data displays,as determined through the initial report drafting process.All written work products
and deliverables will undergo a rigorous quality control processes that involve editorial board review and senior-
level oversight.
City will provide feedback on draft Plan within two weeks
Climate and Energy Action Plan will be 40-50 pages long
Draft and final Climate and Energy Action Plan and accompanying implementation plan
Draft and final monitoring, evaluation, and reporting plan
Four-page public-facing flyer
Task 6 Project Management Ongoing
The consultant team project manager will use the DeltekT'" project management system to monitor and assess
current budget and cast status for each phase and task of the project.The project manager will communicate
regularly with the City project manager to ensure that work progresses according to the agreed-upon timeline
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and quality standards.The project manager will be available for bi-monthly check-in calls to ensure clear and
consistent communication on progress.
City staff will be available for check-ins as needed
Bi-monthly check-in calls
Monthly invoices and activity reports
ESTIMATED TIMELINE AND SCHEDULE IO R COMPLETION
The schedules on the following two pages summarize the consultant teams estimated timeline for completing
major tasks and deliverables on this project.They are consistent with the City's target completion date of
January 2017.The schedules also lists team members that are responsible for each of the tasks. Dates could be
adjusted based on discussions with the City project team during the initial planning meetings.
The consultant team will aim to complete the plan within 11 months of the contract start date (January 2017 if
contract start date is beginning of February 2016).The schedule and work plan accounts for anticipated levels of
public involvement, availability of City staff, ad-hoc committee members,and the public over the spring,
summer and fall,and the consultant team members'other commitments. Once the work plan is agreed and
committed to at the conclusion of sniping, it will be the project manager's responsibility to manage to that
schedule. City staff and members of the ad-hoc committee will have dearly established expectations for
participation, including a schedule of meetings and decision-making.The consultant team's project manager will
monitor and report on progress relative to the initial plan.Any schedule or other work plan adjustments will be
made inclose coordination and with the approval of the client.
Task-level responsibilities for the consultant team, City staff, and ad-hoc committee members are summarized in
the table below.
Feb— - Organize and conduct - Attend planning calls and - Committee members to
March kick-off meeting kick-off meeting attend kick-off meeting
- Develop final work plan& Provide input Provide input
schedule - Approve work plan &
- Develop public engagement plan
engagement plan
April— - Implement public - Attend relevant events - Attend events
Nov engagement plan— Assist with Provide leadership at
events,social media, implementation per plan public processes per plan
presentations,etc.
- Facilitate stakeholder
meetings
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methodology for decision - Decide on goals&
making targets
- Facilitate decision making - Provide input
- Participate in meetings
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i Oct assessment information - Provide input on possible
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&actions,and conduct - Participate in meetings
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actions
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methodologies,& report report
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plan plan
lan— - Manage team,schedule, - Provide oversight - Provide oversight of
Jan budget, &tasks Participate in regular content and serve as
- Provide monthly project check in calls sounding board
reporting&invoices - Assist with maintaining - Provide leadership to
- Participate in check-in schedule attain goals and maintain
calls - Approve invoices schedule
- Provide troubleshooting - Provide troubleshooting
&problem solving &problem solving
- Coordinate with ad-hoc
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B U D GET
Budget Option A:
The base budget for this project is$129,900(summarized in the "Option A"table on the following page).The
key variable in this budget is the extent and cost of the public engagement process,which will not be fully
determined until after Task 1 planning is complete.The budget allotted for the public engagement process is
$47,070,for a base level of effort to support two public forums,one open house,and a workshop to present the
plan.This budget also supports the in-person kick-off meeting and an additional mid-project workshop with the
City.The budget assumes in-kind involvement by the City helping with logistics and dissemination of
information.
Budget Option B:
The$129,900 budget could be reduced to$120,000 by making the following changes to the scope of work
(summarized in "Option B"table, changes highlighted in yellow):
■ Allowing City staff to review shortlisted actions and analysis remotely, as opposed to in-person during a
third workshop
■ Reducing participation in the kick-off meeting to only two traveling consultants
■ Eliminating consultant attendance at ad-hoc committee meetings
■ Reducing on-site facilitation of the open house and third workshop to only two traveling consultants
Optional Amendment:
Upon written approval of the City,the consultant team could provide additional public involvement services
beyond the agreed-upon fee of$47,070 to more fully satisfy public and stakeholder interests and achieve City
goals. Potential additions include hiring an Ashland-based intern to provide additional local outreach and
coordination, providing additional consultants at public workshops, regular attendance at ad-hoc committee
meetings, and expanded community engagement.The scope of work and budget associated with this additional
engagement will be mutually agreed upon in writing by the City and consultant.
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