HomeMy WebLinkAbout2016.03.16 CEAP Agenda Packet � 11
City of Ashland Climate and Energy Plan
City of Ashland Climate and Energy Plan
Kickoff Meeting
March 161 2016 1 4:00 to 6:30 1 Ashland Public Library,Gresham Room
Meeting Objectives
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
• Discuss project expectations and desired outcomes
• Review scope of work,work plan, and timeline, including roles, points of contact, and process flow
• Begin brainstorming overarching goals,targets,and sectors of focus
• Review and solicit input on public engagement approach, including lessons learned, best practices,
and key stakeholders and considerations
Meetil"Ag "I..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
acket
• Meeting agenda Roles and responsibilities handout
• Project scope of work Draft public involvement plan
• Draft work plan PowerPoint presentation
Agenda
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
5 min Introductions Rich
10 min Project Overview—City,Committee, and Consultant Perspectives Rich, Marc
• What does success look like?-Overarching goals, objectives, and
priorities
• What is your vision for the plan?-How it looks, is organized,will be
used now and in the future
15 min Scope of Work,Work Plan, and Roles and Responsibilities Andrea
30 min Plan Process and Content Discussion Andrea, Marc
• Baseline—what is Ashland already doing or plans to do?
• Initial thoughts around goals and targets
• Anticipated challenges, needs,and priorities
• Sectors of focus,scope/sphere of control
• Relevant resources or data sources
10 min BREAK
45 min Public Engagement Planning Marc
• What does a plan for which the public has been engaged look like?
• Discuss proposed plan
• Brainstorm lessons learned, key stakeholders and considerations
5 min Next Steps and Closing Remarks Andrea/Adam
30 min Informal Q&A
' CASCADIA FINAL—3/11/2016
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City of Ashland Climate and Energy Plan
Project Roles and Responsibilities
Feb— - Organize and conduct - Attend kickoff - Attend kickoff
March kickoff meeting - Provide input - Provide input
- Develop final work plan - Approve work plan& - Review work plan
&schedule engagement plan and engagement
- Develop public plan
engagement plan
April—Nov - Implement public - Attend relevant - Participate in events
engagement plan— events
events,social media, - Assist with
presentations,etc. implementation per
- Facilitate stakeholder plan
meetings
April—Oct - Develop draft targets, - Provide relevant - Provide input via
strategies and actions information(6H6 participation at
- Develop/applyinventory) events and meetings
methodology to inform - Provide input - Review final targets,
decision making - Participate in strategies,actions to
- Facilitate decision meetings be included in plan
making
April—Oct - Conduct Science - Provide relevant - Provide input via
assessment information events and meetings
- Develop draft strategies - Provide input - Review final
&actions - Participate in strategies/actions to
- Facilitate decision meetings be included in plan
making
Oct—Jan - Develop draft report, - Provide input - Provide comments
indicators,&reporting - Provide comments on on documents
process documents - Approve final report
- Approve final report &plan
&plan
Marc—Jan - Manage team,schedule, - Provide oversight
budget,&task - Participate in regular
- Provide monthly project check in calls
reporting&invoices - Assist with
- Participate in check-in maintaining schedule
calls - Approve invoices
- Provide troubleshooting - Provide
&problem solving troubleshooting&
problem solving
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Table of Co�nteifts
Background ...........................................................................................................................................................3
Climateand Energy Plan Timeline.....................................................................................................................4
Public Involvement Goals and Objectives..........................................................................................................6
KeyMessages....................................................................................................................................................7
Why should I participate in the Climate and Energy Plan development process?.........................................7
Why is the Climate and Energy Plan being developed now?.........................................................................7
Howwill my input be used? ..........................................................................................................................7
Stakeholders......................................................................................................................................................8
Public Involvement Approach and Detailed Timeline........................................................................................9
1. Public open houses....................................................................................................................................9
Openhouse promotion...........................................................................................................................10
2. Public forums...........................................................................................................................................10
3. In-person interviews................................................................................................................................10
4. Internet surveys.......................................................................................................................................10
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
IPi iiii IIII iii � ��� iiir������ iii Vlan-DRAFT
Public
Backgirouind
The City of Ashland is developing a Climate and Energy Plan to reduce greenhouse gas emissions and prepare
residents, businesses, and government institutions for a changing climate.The plan will consolidate and
highlight progress made by the City to date, as well as provide a roadmap for the City that includes goals,
strategies, actions, and timeframes for addressing climate mitigation and adaptation needs in the community.
A robust public engagement process that identifies the needs and wants of City residents, businesses, and
other institutions will help ensure that the Climate and Energy Plan is widely supported and reflects the
broader community's goals and vision.This Public Involvement Plan (PIP) has been developed to provide a
strategic framework for communications and public engagement as the City's Ashland Climate and Energy Plan
is developed.The PIP outlines public involvement communications goals, key messages, milestones, and
stakeholders. It also identifies strategies and tactics to engage the public and solicit feedback.
A consultant team led by Cascadia Consulting Group will work with the City of Ashland over the next year to
implement the PIP, assessing community needs and engaging the public in order to craft a comprehensive and
actionable Climate and Energy Plan.
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
��I fll� iiii IIII iii iiir� iii ����� I1�� iiii DRAFT
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
C�ilimate and Eiiergy Plan Thm6�i ili'1
Task 1.Scoping and Engagement Plan March
Conduct initial internal planning calls Early March Kickoff meeting agenda
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Lead committee kickoff meeting 3/16 Summary notes
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Draft and finalize work plan 3/7-3/18 Work plan
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
o sc:: dis completes draft 314
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
City re vie ✓ draft- 317
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
d hoc committee reviews dro t 3/.1..
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
S c�(.:l'c�din 1ize /...
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Draft and finalize Public Involvement Plan 3/16-3/31 Public Involvement Plan
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Coscadia completes draft- .,3 .1
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
`sty reviews deft..
3123
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
d......hoc comrnittee r view,s draft 312
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Cosc° dr firs fi es 31.31
Task 2.Public Engagement April-Dec
Public open house#1—project introduction and visioning April
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
City working meetings—data collection April
..................................................................................................................................................................................................
Committee/City workshop—present findings; ID strategies May
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Event re preparation, and
planning, p p ,
Public forum—present findings May implementation
Committee/City workshop—initial options screening June
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Committee/City workshop—Review/prioritize strategies October Collection, compilation,and summary of
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... st and findings input n
Public open house#2—input on shortlisted strategies October engagement p g
..................................................................................................................................................................................................
Committee/City workshop—final presentation December
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Ad-hoc committee meeting attendance, as needed April-Dec
Task 3.Mitigation Analysis and Prioritization April-Oct
Identify targets and potential implementation actions April-June Target/opportunity summary doc
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Screen and evaluate measures June-Oct Action/evaluation summary doc
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Task 4.Adaptation Analysis and Prioritization April-Oct
Analyze climate trends April Climate trend summary doc
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Identify potential adaptation actions May-June
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Action evaluation summary doc
Screen and evaluate adaptation actions
June-Oct / y
Task 5.Report and Monitoring&Evaluation'(M&E) Plan Oct-Jan
Draft Climate and Energy Action Plan Oct-Jan Climate and Energy Action Plan
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Coscodio completes draft
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
City reviews draft 111
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Cascodio revises draft
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Ad hoc committee reviews ws droft 11/
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
:asc di finny cis draft
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Draft implementation plan Implementation Matrix
.....................................................
Develop M&E plan Nov-Jan Monitoring and Evaluation Plan
Develop public summary flyer Four-page public summary flyer
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Task 6.Project Management March-Dec
Conduct bi-monthly calls March-Dec Call agendas and summaries
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Coordinate project team and invoice monthly Monthly invoices&activity reports
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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I Pi iic Vl&n-DRAFT
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
iiiii Objectives
The City is committed to providing an open and inclusive public involvement process with ample opportunities
to inform and involve the public throughout the Climate and Energy Plan development process. Local residents
and relevant organizations will have opportunities to share their priorities and expectations with the project
team throughout the course of the update, whether it is through an online survey, participation in an open
house, or an in-person interview.
The following goals will help guide the public involvement and communications strategy.
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Pramote aiii IIII IIII IIII IIII° p..I III"`i'D 0s e Ilf,.i Ilf''r i III I'''m III i) pf o fe ` If iu e pI'"o ` m
a&i g.to U[ie. l�i e i lii ilia .
Deliver honest and consistent messaging to the public.
C C t Clearly describe the focus and boundaries of the plan, how the plan is to be used, and
the role that public input plays in the final plan.
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Recruit diverse and representative participation across demographic indicators such as
gender, age, ethnicity, income, and political affiliation.
�I c t Solicit input from key stakeholders including relevant institutions, community
organizations, and businesses.
IeIiisure that the Climateand Energy Illy i p i e m. �III I r-..m . I Ilia r I Ilia l ..M� Ili t a t
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Jec", e Provide ample opportunities for the public to voice their priorities and expectations
throughout the process
Solicit public input in a manner that is meaningful and provides clear direction.
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
6
IPP i ic III IIII e In IIII Vlan-DRAFT
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Key Messages
These answers to important questions will be used to encourage broad participation by City residents,
businesses, and organizations in the Climate and Energy Plan development process.
IF
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This is your opportunity to tell us your priorities and concerns when it comes to sustainable City
practices and policies related to climate change.
This is also an opportunity to highlight and bring together, in one place, a compendium of actions and
progress that you,the City, and your community have made related to efficiency and sustainability.
The City has limited resources and many competing demands. In guiding future City funding priorities,
we want to be as responsive as possible to residents' shared priorities and needs.
This plan will lead directly to projects and money spent on the ground. It is not just a guidance
document. By participating,you therefore have an influence on public spending and project
implementation.
The plan helps build a more resilient and sustainable Ashland for its residents, businesses, and visitors.
Purpose of Climate and Energy Plan: Identify priorities for the reducing greenhouse gas emissions and
preparing for climate change impacts in the city of Ashland.
1111h"'UIIIIIII IIIII uuiiiiiii(IIIIII IIIII a I
ip I ( 9 Iiui I u
With the conclusion of the Paris climate change talks, governments, institutions, businesses, and
people throughout the world are called upon to take urgent action to reduce greenhouse gas
emissions. At this same time, significant impacts from climate change are inevitable; indeed some are
already being felt, requiring governments to also prepare to protect the health and well-being of their
citizens and economies.
The City and community have been taking action toward reducing emissions for many years—to
optimize the use of resources and funds moving forward, we need a comprehensive and coordinated
strategy.
The City recently completed a comprehensive greenhouse gas inventory of its community and city
operations, which provides a clear baseline for identifying priorities and tracking progress toward
emissions reductions.
The plan will establish a clear road map of priority actions and projects to be completed over time,
and will help direct on-the-ground project implementation funding.
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Community input will be considered along with input from City staff and the ad-hoc committee, and
together with careful evaluation of potential actions against agreed-upon metrics such as cost,
effectiveness, and feasibility,to help identify recommendations for priority actions.
Specifically,your input will be analyzed and considered in devising the following components of the
plan:
Overarching goals,vision, and target
Sectors of focus
Implementation strategies and actions
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
7
IEPi ii Vl&n-DRAFT
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
The City seeks to engage a representative cross-section of Ashland residents throughout the public
involvement process.
According to the US Census Bureau,Ashland had a 2014 population of approximately 20,500 persons that
grew by 3%from 2010. Other recent demographics are summarized as follows:'
"03
IIIII Illl��iiiiuuiiiu�Female 53.9% Under 5 years 3.5% White alone
Male 46.1% Under 18 years 15.9% Hispanic or Latino 5.1%
18-64 years 63% Black or African 1.1%
......................................................................................................................................................................................................................................
65 and over 17.6% American alone
Asian alone 2.1%
...........................................................................................................................................................................................................................................................................................................
Other 1.4%
Key stakeholders for the City of Ashland Climate and Energy Plan include:
Full-time and part-time residents
Residents ages 18 and up
Families
Retired residents
Local organizations, institutions, and businesses (see detailed list below)
Those who work with visitors in the City Is tourist industry
Organizations, institutions, and businesses that will be targeted for engagement in the planning process
include:
• Oregon Shakespeare Festival 0 Rogue Climate
• South Oregon University(including the 0 Geos Institute
Small Business Development Center) 0 Southern Oregon Regional Economic
• Ashland Chamber of Commerce Development, Inc. (SOREDI)
• Ashland High School
1 Source: http://www.census.gov/quickfacts/table/PST045215/4103050
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C�tY 0r rj�',C;liiria1c
Public Involvement Plan-DRAFT
Public Involvement Approach and Detailed Timeline
The following section outlines public involvement methods for the Ashland Climate and Energy Plan and
upcoming public involvement milestones.
In order to ensure a robust public involvement process that reaches a broad section of full-time residents and
stakeholders, our approach includes the following activities:
1. Host two public open houses to solicit input on plan priorities and shortlisted strategies.
2. Host one public forum to present baseline findings and identify priorities.
As resources allow,we will also conduct the following:2
3. Interviews with key stakeholders.
4. An online public survey.
These activities are described in more detail below.
The consultant team will organize two public open houses to solicit in-person input at two key points of the
planning process (1) baseline assessment and goal setting, and (2) review and prioritization of shortlisted
implementation strategies.The open houses will be designed to be highly informative and interactive and will
be led by Cascadia's seasoned facilitators with support from local liaison Jeff Golden. Potential formats include
use of interactive stations, each staffed by a project team member to answer questions and facilitate input.
Postcards with a link to an online survey will also be available at the open houses.
Objectives for each public open house are summarized below:
Timeframe: Late April Timeframe: Mid-October
Output information: Priorities, goals, and initial Output information:Assessed and prioritized
actions options
Objectives: Provide public the opportunity to: Objectives: Provide public the opportunity to:
• Learn about the project purpose and benefits • Understand planning progress to-date,
• Understand points for public input through including baseline findings, climate trends,
the process and how it will be used and option assessment
• Provide input on: • Provide input on:
- Sectors or strategies of highest priority - Which options are highest priority
- What Ashland is already doing well, and - What's missing
what could be improved - Concerns, including option implementation
- Ideas for actions to address energy and and effectiveness
climate issues
Z These activities are not currently included in the consultant team budget. However, in-kind support from the City
and ad-hoc committee could support implementation of these activities.
9
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Advertise through list serves (e.g.,the Sustainability Center at SOU), on-line calendars, community
websites, public bulletin boards, and local community groups and organizations, such as
neighborhood associations.
Use local liaisons to facilitate word-of-mouth communication with local contacts and get a buzz going
about the open houses by making announcements at community meetings such as Chamber of
Commerce and Rotary Club meetings.
Host a webpage through the City website that provides an overview of the project and its status, open
house information, a link to the public survey, and links to draft documents for public comment.
As resources allow, advertise through newspapers (e.g.,Ashland Daily Tidings) and radio (Jefferson
Public Radio,Jefferson Exchange).
Schedule for a time when City staff can attend, so the public can pose questions directly to City staff
members.
Use messaging that clearly describes the role of community input in the plan and how this input will
inform decisions.
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The City will host one public forum once the baseline assessment is complete, during the opportunity
identification stage of the planning process.This will likely be around the end of May.The forum will serve as a
venue for facilitated discussion among select community stakeholders representing local community
organizations, institutions, and businesses to discuss baseline findings, begin solidifying goals and targets, and
identify potential opportunities (see list of potential stakeholders on page 9).The forum will be held at a
community venue, and will be led by Cascadia's facilitators with support from local liaison Jeff Golden.
Potential formats for the forum include an introductory presentation followed by facilitated discussion,
perhaps through breakout group brainstorming exercises.
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If resources allow, members of key organizations and community groups representing a wide variety of
organizations and interests throughout the city will be selected for in-person interviews. Focus will be on those
stakeholder groups that could not attend the public forum.These interviews will be conducted by City staff.
Questions will be determined ahead of time and will be consistent across interviews.
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If resources allow, the project team will develop an internet survey that will introduce the project and gauge
public climate and energy priorities. Survey invitations and link information will be provided at open houses,
other related public events, and advertising venues such as social media and the newspaper.
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