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Home My WebLink About2016.04.06 CEAP Agenda Packet Climate and Eriergy.Action Plan City of Ashland Climate and Energy Plan Committee Meeting Apri1. 6, 201 6 3:30..........5:00 Community Development Building 51 Winlum\l'v Af;eClda ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. n,iii Call to order Rich Approval of Minutes — March 2, and March I(,, 2016 20 min Review Updated Public Involvement Plan (PIP) 1Aaiii Rich • Discuss timeline • Identify Questions/Concerns IS min Update on Polling Partnership with GE OS M;.irni.-liL+in ................................................................................. 45 min _. Climate Wale Play Goals .inJ i�. etti Discussion _ 111...... .... • Scope/Boundaries: cite, community; geographic, consumption • future contest: population and econoniic growth, energy mix, gul.ilicim • regulations Icvcl of political support, funding, other i n itintiveti'i ntere.sts Purpose: visionary,, stretch v . "sure thing", science based (below 2/1-50C) • 'i'imefrnmes: baseline year, eoal timefrzime, interim checl:-ins • Comparison/alignment: how stacks up or align; with other ialiirn',ovemmcni ,_o.il • Yo[entinl impacts: economic, comfort 5 min _ Next........................................................................................................................................................................Meeting Ap��l ?0'i'. ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... � CASCAD... ,IA FINAL-3/11/2016 Minutes for the Climate and Energy Action Plan ad hoc Committee March 2,2016 Page 1 of 3 MINUTES FOR THE CLIMATE & ENERGY ACTION PLAN ad hoc COMMITTEE Wednesday, March 2, 2016 Siskiyou Room, 51 Winburn Way 1. Call to Order Councilor Rich Rosenthal called the meeting to order at 3:30 p.m. Committee members Claudia Alick, Roxanne Biegel-Coryell, Louise Shawkat, Greg Jones, Jim Hartman, James McGinnis, and Stuart Green were present. Committee members Bryan Sohl and Marni Koopman arrived late. Staff member Adam Hanks was present. 2. Approval of Minutes By group consensus, the minutes of January 20 and February 17, 2016 were approved as presented. 3. Public Forum Huelz Gutchen: stated that he wrote up a concept for an Ashland Renewable Energy Department. He liked most of the Greenhouse Gas Inventory numbers but didn't agree with them all. He thinks that not including forest-related data was incorrect. He stated the inventory showed that Ashland is reducing carbons but we're still adding more. Ken Crocker: stated that this is an important time to work together before the consultant starts. He thought that it might be good for the group to do an teambuilding meeting to understand where each person stands and what their understanding of the expectations of the outcome of this group might be. He also suggested that the group might want to reach out now for experts in various sectors to get them on board. Group briefly discussed whether committee members needed to explain their expectations. Determined that they would include those where necessary in the process but not have a unique process/topic for that purpose. Committee member Sohl arrived 3:3 7 p.m. 4. Discussion and Preparation for Working with Cascadia Consulting Rosenthal reviewed the process through which Cascadia was selected as the contractor for developing the action plan. Hanks stated the contract is in the final approval stages and that today he needs the group to focus on making sure they are comfortable with the work plan, public process, and important milestones. Group requested that Cascadia clarify what sectors they are planning on focusing on and how they plan to connect with the appropriate stakeholders in those sectors. Committee member Koopman arrived 3:48 p.m. Minutes for the Climate and Energy Action Plan ad hoc Committee March 2,2016 Page 2 of 3 Rosenthal paused the discussion to introduce committee member Koopman, who was appointed on March 1 st Group discussed targets and how those will be determined by Cascadia. What role will the committee have in guiding those targets? Hanks stated that part of what we hired Cascadia for is their expertize in determining base targets but that the committee can and should review those ensure that they are comfortable with Cascadia's work. Group discussed the possibility of having separate subcommittees to work on specific target sectors. Determined that these might not be the best use of committee time, and may be part of Cascadia's work plan. The important part is that the committee work to make sure Cascadia has a full understanding of our community and our values so the plan is more likely to be successful. Some questions the group would like Cascadia to consider: • What digital spaces will Cascadia employ? Will they push or pull information (i.e. is this for community knowledge or for gaining input from the community?) • Where does the committee's own knowledge/input come into play, process-wise? • How will Cascadia engage all group—including those not normally included in processes? • How will Cascadia address social equity in the plan? • What is Jeff Golden's role in the process (the limited number of hours listed in the proposal seem to indicate he's not going to be involved in any committee meetings). Group discussed whether or not there were specific sectors/groups who are not represented on the committee. Wondered if they should request the Mayor appoint some one who is an economist? A youth (high school or college)? A latino? Have we emphasized diversity enough? Group did not come to a decision on these questions. 5. Schedule for Upcoming Meetings Koopman stated that Geos Institute received a small grant to do outreach on climate change in Southern Oregon. This would take the form of polling/information gathering but does not have to occur in Ashland. The polling would be done in conjuction with SOU, and would be similar in format to the Road Diet polling which occurred recently. Additionally, the Ashland Climate Challenge organizers continue to meet and are willing to do small group meetings to enhance this process. If the group wishes to use either of these forms of outreach, Geos is happy to coordinate with Cascadia. She stated that Geos has already been in contact with Cascadia regarding this topic. Group generally agreed that if Cascadia can find a use for either form of outreach they are okay with using Geos as a resource. The one concern mentioned was ensuring the messaging is consistent throughout the process. Group discussed adding to each agenda a teambuilding time to answer one brief get-to-know-you question, generally to be provided by committee member Alick. Agreed to add this agenda item. The next meeting will be held on March 16th at 5:30 pm, location TBD. Minutes for the Climate and Energy Action Plan ad hoc Committee March 2,2016 Page 3 of 3 6. Adjournment Meeting adjourned at 4:55 p.m. Respectfully submitted, Diana Shiplet, Executive Assistant Minutes for the Climate and Energy Action Plan ad hoc Committee March 16,2016 Page 1 of 5 MINUTES FOR THE CLIMATE & ENERGY ACTION PLAN ad hoc COMMITTEE Wednesday, March 16, 2016 Gresham Room, Ashland Public Library, 410 Siskiyou Blvd. 1. Call to Order Councilor Rich Rosenthal called the meeting to order at 4:00 p.m. Committee members Claudia Alick, Roxanne Biegel-Coryell, Louise Shawkat, Greg Jones, Jim Hartman, Marni Koopman, and James McGinnis were present. Committee member Bryan Sohl arrived late. Committee member Stuart Green was absent. Staff member Adam Hanks was present. Andrea Martin and Marc Daudon from Cascadia Consulting were in attendance. 2. Introductions Rosenthal welcomed the group and the members of the public in attendence. He stated that, unlike a normal committee meeting, public comments will be taken at the end of the meeting. He introduced Andrea Martin and Marc Daudon from Cascadia Consulting. The members of the committee introduced themselves. 3. Project Overview Rosenthal read aloud the scope of work for the committee. Daudon reviewed the agenda and informed the group that the goal of today's meeting is for Cascadia to get to know the group and get a better understanding regarding the group's intent and goals for the plan. He asked the group to answer three questions; what are the group's goals (aspirational), what milestones and actions does the group want in order to creation a good plan, and what does leadership mean to the group? Overall, the Group's responses included: • Glad to see Cascadia addressing adaptation and mitigation together • We tend to be biased towards actions—want to look on a broader scale • Want to make sure social equity isn't forgotten—how does what we propose effect community members of all ages, incomes, abilities, etc? • Want to coordinate efforts going on at other entities (SOU, AHS, OSF, etc.) with this plan Daudon asked the group, what does success look like to you? How do you see this plan being used? What is one top priority to be addressed? Group responses included: • Focus of the plan should not be solely on changing City of Ashland practices, but should be community inclusive • Ways to monitor and evaluate changes (how do we track successes/failures/needed changes to the plan/etc.) • Ensure accountability is built into the plan (budget solutions built into plan) • Understand co-benefits (how can we solve other community problems and challenges in tandem with this plan?) and avoid shifting impacts to other groups • Clear short-, mid-, and long-term actions with solid priorities • Want to end with a better aware community(more engaged & knowledgable) Minutes for the Climate and Energy Action Plan ad hoc Committee March 16,2016 Page 2 of 5 • A plan with an accessable/understandable narrative for use by public at large • Engage members of the public who aren't the ones typically involved(create new "champions") • Capitalize on our tourism sector—become a showcase for the state • Have greater participation of the business community • Understand/focus on fire-risks and forest management practices • Continue/strengthen/capitalize on the partnership with the Forest Service • Acknowledge our limitations—this plan is just the start and we may not be able to cover everything or please everyone (some will think we've gone to far while others will think we haven't gone far enough) Daudon asked the group if there were plans (or parts of plans) from other communities which they admired? • Eugene—particularly they way it was organized with internal and external plans • Cleveland—had good immediate and long-term actions, good at getting other groups involved, and had a podcast to inform community • Corvallis sustainability plan—good community engagement • Portland—good use of media such as video Group members acknowledged that it is difficult to match Ashland with other towns of similar size, as they rarely have as much "going on" as Ashland. They also mentioned a desire to include lots of on-line public engagement. 4. Work Plan Martin reviewed an outline of the plan process and timeline. Goals and timeline will likely need to be adjusted as actions are developed. Group discussed where the data will be sourced and whether the data will be usable for other communities (or will it be too Ashland specific?). Martin stated that, in general, the data will be Ashland focused, but in order to gain context, some will naturally need to be on a broader scale. It is important that the plan be clear with what assumptions are used as the basis of the plan so that data can be replicated or tracked successfully in the future. Martin gave an overview of what Cascadia Consulting staff will be working on the plan and what their specialties and roles will be throughout the process. 5. Public Engagement Plan Martin stated they want to figure out how best to use our limited resources to get the most people and sectors involved in this process. Cascadia sees three main goals of the public input process; 1) promote an understanding of purpose for the project and process (educate) 2) otain support from a wide cross-section of the community and elected officials (include), and 3) ensure that the plan has clear direction, accountability and identifies commonalities (keep citizens involved). Cascadia recognizes there needs to be a sort of climate change 101 for most people in order to Minutes for the Climate and Energy Action Plan ad hoc Committee March 16,2016 Page 3 of 5 start with a common background. The next focus is to move into the more personal changes and impacts here in Ashland. Commissioner Sohl arrived S:32 p.m. Group discussed ways to reach and excite people who are only focused on co-benefits of actions, not on climate change. Group discussed how to use the input from the November kick-off. Group discussed what they would like to see in the first public engagement open-house—an education process, deepening of the questions asked at the kick-off meeting, a focus on"next steps", and a presentation of the Greenhouse Gas Inventory. Group discussed ways to engage groups or stakeholders who are not normally engaged. Ideas included; effective social media, leveraging other active groups (churches, non-profits, social groups, etc.), holding events in an appropriate location (venue matters), talking with your neighbors/ engaging your neighborhood on a door-to-door level, and using stakeholder's already established networks. Daudon asked the group to list some of the organizations, institutions, and businesses that should be targeted for engagement in this process: • Oregon Shakespeare Festival • Southern Oregon University • Ashland Chamber of Commerce • Ashland School District • Rogue Climate • GEO S Institute • SOREDI • Ashland Hospital (Asante) • ScienceWorks Hands-on Museum • City commissions, boards and committees • Local farmers (Rogue Valley Farm-to-School) • Lomakatsi • KS Wild • Recology Ashland • Rogue Climate • Ashland Daily Tidings/Jefferson Public Radio (Media) • Homeowners Associations • Property management companies • Faith community • Mountain Meadows SOCAN group • CORP (railroad) • RVTD • Service Clubs (Elk's, Kiwani's, Rotary, Amigo Club, etc.) • Homeless Resource Center Minutes for the Climate and Energy Action Plan ad hoc Committee March 16,2016 Page 4 of 5 6. Next Steps Martin stated that Cascadia will now take all the input from the meeting and update the plan process and timeline accordingly. They will continue working on planning an open-house, hopefully to be held in late April. The next committee meeting will be on April 6 at 3:30 p.m. in the Siskiyou Room, 51 Winburn Way. 7. Public Forum Sara Lashaff—is a student at Ashland High School. She is part of a group there called Rogue Climate Youth Action and they are looking into creating a climate ordinance for the City Council to approve. She appreciates the work that this committee is doing and wants to make sure the ordinance they create is connected with this plan and is something with accountability for both the City and the community. They want the ordinance grounded in science. The goal of the ordinance is to connect policy and priorities in the same way that Eugene's Our Children's Trust ordinance did. They know this is feasible, even if it is challenging. Isaac Beavers—is also a student at Ashland High School and is on the same committee as Sara. He is also on another committee that is creating a climate action plan for the high school. That plan will focus on ways to reduce greenhouse gas emissions while saving the school money. They hope to implement the plan in conjuction with the next school bond cycle. Currently they are collecting information and recently did a survey of students with similar results to national results regarding the importance of climate change issues. He wonders how the students and this group can integrate their plans and how students can get more involved with this process. Also wanted to know if information could be shared between the groups. Huelz Gutchen—believes that we are in the right place and the right time to work on this process. The knowledge we have is getting better and better and Cascadia will be a good communication between government and the committee. We have lots of things we need to do to acclaimate to new changes in the climate. We need to have a good website to bring all the public engagement and information together. Public engagement is like herding cats. Solutions to climate change are done through policy and technology. It takes governments being willing to make difficult change a requirement to get those big changes to happen. This is often just a matter of money. He is very glad for this process. Ann Barton— she has experience in organizing neighborhoods and is willing to support GEOS Institute in that if they are taking on that role as part of this process. There is a group starting at the Unity Church which is looking into doing an inter-faith taskforce. She suggests motivating the community to make change by having the City (and city staff) lead by example. Also wants to make sure that this process is connected with the Climate Challenge from the kick-off event. She stated that we need a PR person to build excitement and to form a leadership program in order to use leaders already in the community to spread the word. We are talking about behavior Minutes for the Climate and Energy Action Plan ad hoc Committee March 16,2016 Page 5 of 5 change and how to motivate people to get out of their comfort zones. She thanked the group for their work. Morgan Lindsey—is with Rogue Climate and wanted to offer a big thank you to the group for their long hours and hard work. Stated that Rogue Climate is available to offer support and help throughout this effort. 8. Adjournment Meeting adjourned at 6:25 p.m. Respectfully submitted, Diana Shiplet, Executive Assistant 11AIIIIIIIIII I� IIIIIIIIIIu :) i c i�ivo ve im e nit a n II �IIIIII .......... 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Table of Cointeints 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...........................................................................................................................11 2. Public forums.................................................................................................Error! Bookmark not defined. 3. In-person interviews................................................................................................................................12 4. Internet surveys.......................................................................................................................................12 ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... IP�i iiii V14n-DRAFT ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Pd�blic Involvement Plan Background 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 around development of the City's Climate and Energy Plan.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 I d'r. I l i'f i I 1 e �I� iiii III iiii DRAFT ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. C�ilimate and Ewrgy Plan Thm6�i ili'1e 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 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Draft and finalize Public Involvement Plan 3/16-3/31 Public Involvement Plan ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. City reviews draft ..312.9 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. d hoc:committee reviews droft 4/ ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 41.1.1 Task 2.Public Engagement April-Dec Ad-hoc meeting—City facilitates brainstorming of goals and targets April 6 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Survey—Ad-hoc committee administers public survey—goals,targets, TBD priorities ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Public open house#1—introduce project; ID goals and opps May 24 ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Committee/City workshop#1—present findings; determine goals; ID May 25 strategies ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Council meeting—City presents baseline; draft goals July 5 ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Interviews—City/Jeff discusses goals and options with indiv. Mid-June Event planning, preparation, and stakeholders ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... implementation Committee/City workshop#2—initial options screening June 29 ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Public open house#2—options review Sep 20 Collection, compilation,and summary of ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Committee/City workshop#3—implementation planning Sep 21 engagement input and findings .................................................................................................................................................................................................. Committee/City workshop#4—review draft plan Nov 16 ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Public open house#3—review draft plan Dec 8 .................................................................................................................................................................................................. Council meeting—City presents draft plan mid-Dec ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Other meeting attendance,as needed April-Dec Task'3.Mitigation Analysis and Prioritization April-Oct Goals and target setting"cheat sheet" March 30 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Identify targets and potential implementation actions April-June Target/opportunity summary doc ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Screen and evalu.........................................ate 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 summarydoc Screen and evaluate adaptation actions June-Oct / Task 5.Report and Monitoring&Evaluation(M&E)Plan Oct-Jan Draft Climate and Energy Action Plan Oct-Jan Climate and Energy Action Plan ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Case dio complete draft ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. City reviews draft- �...� ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Coscadio revises draft ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. ` „sc°odio..finli es 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 ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. r Ln ('Y IJI �e CL a a Q r. 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CL i m 0 CS5 a it ur,ui a ir,,u,,nr 4-J m > cn »»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»»rJ „,,,,NOW MWNO,r e, -C IN IA ISM iw. > twCg j ► CL C u „r jil CO 4A CL G� c CL 01 > CL C 1 1.--,r1/1 ,/l,W//l,1„%/l 11--,I,2(.%If ,U...G G I G G 11 CL c 431 4-0 1 o 1 41' : E 10 ° N N N W p d i ii c IIII iiin� �� iiir�� iiin Vl&n-DRAFT ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... iiiiii 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. Note that the primary goal of this effort is to inform the planning process.The project team will strive to also address the broader issues around climate science and action through this process; however, outreach and engagement around these issues could also be included in the future as part of plan implementation. ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Promote an i inders!":wding of the purIposeand motivati&n for the p,-oj.. t aiid the Ilprocess ' J � r r'-e Deliver honest and consistent messaging to the public. is ;e 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. ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Obtain u n il'Yfeedback on Lhe I in that is representative guide . i i n s*"n k i n icia K i �j e cl e� Recruit diverse and representative participation across demographic indicators such as gender, age, ethnicity, income, and political affiliation. L�i e Solicit input from key stakeholders including relevant institutions, community organizations, and businesses. iiinni tre that the ��i��rnate&nd Energy Rl&�n Ilf iii.ovides de&r&recti&n for i iii p l. rgym&n. .1 ii n, builds I iin accountability, . ii id& t� iii s iii -n iiin lallgUage &nd key in s . �1 e0,',', Provide ample opportunities for the public to voice their priorities and expectations throughout the process 0 ( c' e Solicit public input in a manner that is meaningful and provides clear direction. ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 6 m 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 A iI IIIIIIII uu i u olio V� i u IIIIIIIIII,, I IIIII IIIII This is your opportunity to tell us your priorities and concerns when it comes to sustainable City and community 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,your 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 individual and community 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 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. IIIIII IIIIIIIII IIIIIIIIIIIIIII II� Wow �u w'm� IIIIIIIIIII �owum �� Ii Greenhouse gas emissions from transportation, energy use, land use change, and other sources are changing our climate in ways that could put Ashland community at risk. Projected changes in temperature, snowpack, severe storms, and wildfire risk could threaten Ashland infrastructure, natural resources, and public health. By taking action to reduce the city's emissions and prepare for climate risks,the City will position itself to be ahead of the curve and 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 reducing emissions. The plan will build on past efforts to establish a clear road map of priority actions and projects to be completed overtime, and will help direct on-the-ground project implementation funding. °°IIIIIIIIIIIII°°IIIIIIIIIII """' III�IIIIIIIIIIIIII III III !!!�III�IIIIIIIIIII III�IIIIII III "' � "°1°'i'I'I'llll II III(IIIIIIIIIII IIIIIIIIIIIII IIIIIIIIIIIII IIII III IIII (IIIIIIIIIII uiu uii 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 overarching goals,vision, and targets; sectors of focus; and Implementation strategies and actions of the plan. This plan marks the beginning of an ongoing process that will evolve and grow over time. Actions or issues that cannot be addressed through this plan could be considered in future related implementation or planning efforts. ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 7 d IEPi ii Rl&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�llllluulllulFemale 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: City staff Ad-hoc committee Full-time and part-time residents Local organizations, institutions, and businesses (see detailed list below) Those who work with visitors in the City's tourist industry Organizations, institutions, and businesses that will be targeted for engagement in the planning process include those listed in the table below.Tier I stakeholders are identified as critical to plan success, and thus will be a focus for participation at workshops and interviews in addition to open houses.Tier II stakeholders will be a focus for participation at open houses. ��I�IIIIIIIIII IIIIIII IIII • (IIIIIIIII IIIII IIIIIIIII IIIII IIIIIIIII IIIII IIIIII IIIIII IIIIIII III IIIIIIIIII III (IIIIIII III III IIIIIII IIIII IIIII IIIIII(IIIIIIIIII IIII(IIIIIIIIII IIIII IIII IIIIIII Oregon Shakespeare Festival 0 Southern Oregon Regional Economic • South Oregon University Development, Inc. (SOREDI) • Ashland Chamber of Commerce 0 Rogue Valley Farm to School • Ashland School District 0 Southern Oregon Land Conservancy • Rogue Valley Transportation District (RVTD) 0 KS Wild • Ashland Community Hospital 0 Service clubs (e.g., Rotary) • Recology 0 Faith communities • Geos Institute 0 Lomakatsi Restoration Project • South Oregon Climate Action Now (SOCAN) • City commissions 1 Source: http://www.census.gov/quickfacts/table/PST045215/4103050 ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 8 d I Pi iic Vl&n-DRAFT ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Milli l p p � °i aIIIid1"i I e d T'IIInn e I 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 workshops for City staff and ad-hoc committee members to solicit input and vet key decisions. 2. Host three public open houses to solicit input on plan priorities, goals, and strategies. With additional City and ad-hoc committee resources, we can also conduct the following:2 3. Interviews and meetings with key stakeholders. 4. An online public survey. These activities and approaches for promoting them are described in more detail below. "'IIIIIIIIIIIIIIII IIIIIIIIII General roles and responsibilities for implementation of this public involvement plan are as follows, and detailed in the sections that follow: • Plan and facilitate Manage project website Promote through workshops and open Support preparation and listserves, websites, houses day-of event logistics, person-to-person • Draft promotional including refreshments outreach, community content, interview guide, and materials meetings, and social and survey questions Manage project social media • Promote through media promotion (e.g., Distribute survey newspaper Twitter, Facebook) Attend all public events • Engage in additional Conduct stakeholder meetings (up to 16 hrs) interviews Brief Council IIIIIIII �� ° "'IIIIIIIIII(IIIIIII"'UIIIIIIIIIII IIIIIIIIIIIII II�III (IIII IIIIIII II�III I�"" IIII iii !!!i III�IIIIIIIIIII IIIIIIII.„III IIIIIIIIIIII IIIIIIIIIIIII IIIIII IIIIIIIIIII�III IIIIIIIIII IIII(IIIIIIIIIIIII IIIIIIIIIIIIIIII IIIIIIIIIIIII III IIII liiliuuuiil The consultant team will prepare for and facilitate a series of workshops to solicit input from City staff and ad- hoc committee members and vet key findings and decisions.The workshops will be parallel in format for City staff and ad-hoc committee members, likely including a combination of presentation, breakout group 2 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. ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... d IkP: iic Vl&n-DRAFT ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... activities, and larger group discussion. Inputs and decisions made during these workshops will be inform plan development.The workshops will occur at key points in the planning process: • Workshop#1: Present Findings,Clarify Goals, Identify Strategies. Prior to the first workshop,the City and consultant team will compile and summarize findings from the GHG inventory, survey, public open house, initial goal setting discussion with the ad-hoc committee, and climate trends analysis.The first workshop will allow City staff and committee members to 1) understand baseline conditions (including GHG inventory, climate trends analysis, and initial public input from open house); 2) determine mitigation and adaptation goals; 3) begin brainstorming a list of potential actions; and 4) define a list of criteria for evaluating actions. Outcomes from this workshop will inform a summary of goals and targets that for presentation to Council. • Workshop#2: Initial Options Screening.With an initial list of options compiled, City staff and committee members will conduct an initial screening of options to shortlist and prioritize potential strategies.The screening will include an action prioritization dot exercise and qualitative ranking through multi-criteria analysis. Outcomes from this workshop will inform the final list of evaluated actions. • Workshop#3: Refine Options. City staff and ad-hoc committee members will draw from the list of prioritized and evaluated strategies to begin developing an implementation plan.The goal will be to define overarching strategies, timelines, roles and responsibilities, and funding sources for each action. Outcomes from this workshop will inform the draft plan. • Workshop#4: Review Draft Plan. City staff and ad-hoc committee members will review the draft plan, public flyer, and Monitoring and Evaluation (M&E) plan. Outcomes from this workshop will inform the final plan, public flyer, and Monitoring and Evaluation (M&E) plan. The consultant team will also coordinate with the City around strategic engagement at specific meetings (up to 16 hours of consultant time, as determined during the planning process).These meetings could include a combination of the following: • Ad-hoc committee meetings • Conservation commission meetings • Council briefings • One-on-one meetings with key stakeholders • Attendance at existing community meetings "911111R1 ��Illilllllll°�!u� lu��i�� II II IIII�IIIIIIIII IIIIII��IIII�� I��I III��IIIIII IIII��IIIII��I Ili��i��II��IIII III�� The consultant team will organize three public open houses to solicit in-person input at two key points of the planning process (1) goal setting and options development, (2) review and prioritization of shortlisted implementation strategies and (3) review of draft plan.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. Sub-group discussions may follow the broader open house format to solicit input from specific, hard-to-reach stakeholders such as the business community. Postcards with a link to the plan's website and social media pages will also be available at the open houses. ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 10 It) CAI` 'lii;�.. 71 3l('dll � � I}( r`y I'1 11 Public Involvement Plan-DRAFT The consultant team will coordinate with the City to develop promotional content for the open houses,which will be distributed at a set schedule prior to the event (see "Open house promotion"section below). Objectives and outcomes for each public open house are summarized below: Timeframe: Early June Timeframe: Early October Outcomes: Initial priorities,goals, and actions Outcomes:Assessed and prioritized options Objectives: Provide public the opportunity to: Objectives: Provide public the opportunity to: • Learn about the outcomes from the Understand planning progress to-date, GHG inventory including baseline findings, climate • Learn about the project purpose and trends, and option assessment benefits, how it builds on past efforts Provide input on: • Understand points for public input - Which options are highest priority through the process and how it will be - What's missing used - Concerns, including option implementation • Provide input on: and effectiveness - What was surprising from the inventory, Understand what is next for the process and what was not plan - Sectors or strategies of highest priority - What Ashland is already doing well, and •.- ii;iiiiiiiiiiiim - what could be improved Timeframe: Early December - Ideas for actions to address energy and Outcomes:Vetted draft plan climate issues Objectives: Provide public the opportunity to: • Review draft plan, ask questions, submit comments Open house promotion • Ad-hoc committee members will 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.The consultant team will assist in generating content, including a flyer summarizing the open house series. • The consultant team will work with the City and ad-hoc committee members to plan a social media campaign. City staff will coordinate with ad-hoc committee members to update social media and designate "digital ambassadors"to provide updates during public events. • Ad-hoc committee members will 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. • The City will assist in hosting and maintaining 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.The consultant team will assist in generating website content. • The consultant team will coordinate advertising through the Ashland Daily Tidings newspaper to advertise open houses and showcase key findings such as the GHG inventory. 11 m IkPi iic 1Invdlvernent Vlan-DRAFT ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... IIII lll�lll III IIIIIIII IIIII(IIII (IIIII (IIIIIIIIII i�l 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 hard-to-reach stakeholders who are essential to the planning process (see Tier I stakeholders). Interviews will follow the adoption of draft goals and initial options to ensure stakeholder buy-in and solicit input on identified options. Interviewees will be identified and interviewed by City staff, and if budget allows,with support from Jeff Golden. Questions will be determined ahead of time and will be consistent across interviews. III11°°° °°III�III IUD � IIIIIIII IIIIIIIIIIIIII III IIIIIIII IIIIIIIIIIIIIIII IIIIIIIIII IIIIIIIIIII IIIIIIIIIIIIIII IIII IIIIIII IIIIIIIIII iii IIII IIII IIII IIII The consultant team will work with the City and ad-hoc committee members to develop and administer an internet survey that introduces the project and gauges public climate and energy priorities and concerns. The survey could help set the stage for the first public open house. ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 12 Goal and Target Setting Discussion Guide 3/30/2016 Purpose:To facilitate setting of goals and targets for the City of Ashland Climate and Energy Plan. Part 1:Goal Setting Considerations When deciding on goals and targets related to climate mitigation, adaptation, and energy use, consider the following: • Scope/Boundaries: city, community; geographic, consumption • Future context: population and economic growth, energy mix, regulations • Feasibility: level of political support, funding, other initiatives/interests • Purpose:visionary, stretch vs. "sure thing", science-based (below 2/1.5°C) • Timeframes: baseline year,goal timeframe, interim check-ins • Comparison/alignment: how stacks up or aligns with other organization/government goals • Potential impacts: economic, comfort Part 2: Example Goals and Targets from other Jurisdictions • City of Corvallis (2015 Climate Action Plan) o Reduce overall community fossil fuel use 30% below 2012 levels by 2020 o Reduce overall community fossil fuel use 55% below 2012 levels by 2030 o Reduce overall community fossil fuel use 85% below 2012 levels by 2050 • City of Eugene (2010 Community Climate and Energy Action Plan) o Reduce community-wide greenhouse gas emissions 10% below 1990 levels by 2020 o Reduce community-wide fossil fuel use by 50% by 2030 o Identify strategies that will help the community adapt to a changing climate and increasing fossil fuel prices • State of Oregon (House Bill 3543): o Reduce greenhouse gas emissions 10% below 1990 levels by 2020 o Reduce greenhouse gas emissions 75% below 1990 levels by 2050 o Targets derived from IPCC recommendations at the time • City of Portland/Multnomah County(2009 Climate Action Plan (reinforced in 2015): o Reduce local carbon emissions 40%from 1990 levels by 2030 o Reduce local carbon emissions 80%from 1990 levels by 2050 J ..t ..M T, �5 M .00 20 3 a 5°ufu �N `.,ru.. uu m 4A,uulll¢iiw+rwmoYh County 1 _a 201r2 i r-flare% w A45% y d4 8% �y uWtµn r 1 lie .. uuuuuuuuuuuuuuuuuuuuuuuuuuuu �. Figury 2 C,,bOrr'r pprO,mi J,r f,a r I 'aak,�riA r y,a CQ I uar as,1 a)Iin,an, 1, r, 1, n so ftattle, (cM I� o Did not include consumption • City of Seattle(2013 Climate Action Plan) o Reach zero net greenhouse gas emissions by 2050 ■ (Package of actions had potential to reduce emissions in passenger transportation and building energy sectors by 62% by 2030) o Prepare for the likely impacts of climate change o Also have reduction targets for various sectors/indicators • City of Cleveland (2013 Climate Action Plan) o Reduce greenhouse gas emissions 16% by 2020 o Reduce greenhouse gas emissions 40% by 2030 o Reduce greenhouse gas emissions 80% by 2050 • City of Chicago(Climate Action Plan) o Reduce greenhouse gas emissions 80% below 1990 levels by 2050