HomeMy WebLinkAbout2018.08.16 CEAP Implementation Agenda Packet CITY Of
ASHLAND
ad hoc CLIMATE AND ENERGY ACTION PLAN IMPLEMENTATION COMMITTEE
Thursday,Aug 16,2018 15:00 PM—7:00 PM
Siskiyou Room, 51 Winburn Way
Meeting Goals
i Review CEAP Planning Committee recommendations
Li Review and Give Input on Draft Community Outreach and Education Campaign
Meeting Agenda
I. CALL TO ORDER: 5:00 pm, Siskiyou Room, 51 Winburn Way
II. ANNOUNCEMENTS (5-5:05)
a. ASSIGN roles for timekeeper and action item keeper
III. CONSENT AGENDA(5:05-5:10)
a. APPROVE meeting minutes from 7119/18
IV. PUBLIC FORUM (5:10-5:20)
a. RECEIVE Public Forum input
V. NEW BUSINESS
a. REVIEW commission recommendations from CEAP Planning Committee (aka CEAP 1). (Adam,
5:20-5:45)
VI. OLD BUSINESS
a. APPROVE Sneak Preview Article (James, 5:45-6:00)
b. RECEIVE staff update on Empower Ashland campaign and GIVE INPUT as appropriate. (Stu,
6:00-620)
VII. TASK LIST(6:20-6:30)
a. DISCUSS current action items (see last minutes)
VIII. INFORMATIONAL ITEMS (if time allows)
a. RECEIVE Updates relevant to CEAP implementation (Stu)
'CITY Of
ASHLAIVD
i. Web content updates: www.ashland.or.us/climateplan
.........................................................................................................................................................................................................................................................
b. Update from stakeholder representatives (Forest Lands, Conservation, School District, others)
IX. OPEN DISCUSSION (if time allows)
X. FUTURE MEETINGS (6:55-7:00)
a. ANNOUNCE next regular meeting is scheduled: Thursday September 20, 2018
b. REVIEW schedule look ahead
Sept—Discussion of final Commission structure, Empower follow-up as needed
Oct— Final recommendation of Commission structure
Nov—TBD, as needed
XI. ADJOURN: 7:OOpm
Ad hoc Climate and Energy Action Plan Implementation Committee
Charge and Scope of Work:
The Ad-Hoc Climate and Energy Action Plan Implementation Committee shall be charged with the following scope
of work:
- Review, provide input and make recommendations as appropriate on the following:
• Development of benchmarks and indicators for identified actions within the Climate and Energy Action
Plan.
• Phase I implementation plans presented to the committee by staff.
• Co-benefits and equity considerations for all phase I action implementation.
• Development of measurement and reporting protocols and systems.
• Development of a public outreach and education plan for the Climate and Energy Action Plan and its
implementation progress
• Coordination and communication structure between Climate and Energy Action Plan ad-hoc and other
existing City Advisory Commissions in Climate and Energy Action Plan implementation
• Long term structure and format for citizen advisory role in Climate and Energy Action Plan implementation
- Review, analyze and address public input received by the committee.
Minutes for the ad hoc Climate and Energy Action Plan Implementation Committee
July 19, 2018
Page 1 of 3
DRAFT MINUTES FOR THE ad hoc CLIMATE & ENERGY ACTION PLAN
IMPLEMENTATION COMMITTEE
Thursday, July 19, 2018
Siskiyou Room, 51 Winburn Way
1. Call to Order
Councilor Stef Seffinger called the meeting to order at 5:02 p.m.
Committee members Ben Scott, Chris Brown, James McGinnis, Jordan Ely, Les Stone, Pat Acklin,
Rick Barth, and Shannon Downey were present. Staff member Stu Green was also present.
Committee member Cindy Bernard was absent. Seffinger asked for two committee members to serve
as timekeeper and action item keeper. McGinnis offered to be the timekeeper and Acklin
volunteered to be the action item keeper.
2. Check In
Each committee member responded with their thoughts on the five articles presented in the agenda.
There were two points made by the committee members:
• the articles that provided a positive narrative were appealing and could also be beneficial as a
way to communicate to the community.
• technical articles served as a call to action directed at the community.
McGinnis and Seffinger noted that the discussion is important for how the committee will decide to
promote the Climate and Energy Action Plan to the public; whether to go for a more technical
approach or a positive reinforcement one.
3. Public Forum Input
Huelz Gutchen/2253 Highway 99—emphasized the need for City to staff a department devoted to
CEAP. He also suggested that there needs to be more communication between departments and
committees within the City to help address climate change and carbon reduction.
Ray Mallette/314 Luna Vista Street—discussed the Empower Ashland plan draft that was listed on
the agenda. He inquired if there was an action plan in place to be implemented. If so, he wondered
when this implementation would take place. Ray pointed that the previous ad hoc Climate and
Energy Action Plan Implementation Committee had public input, but no action on implementation.
He recommended making a plan or list widely available to the public.
4. Consent Agenda Approval and Next Meeting
Acklin made a motion to approve the consent agenda. McGinnis seconded the motion. A vote to
approve the consent agenda was called by Seffinger and passed unanimously. Minutes for the
previous meeting held on June 21, 2018 were approved after Seffinger asked for objections against
approving them and there were none. Seffinger announced that next meeting would take place on
Thursday, August 16th, 2018.
Minutes for the ad hoc Climate and Energy Action Plan Implementation Committee
July 19, 2018
Page 2 of 3
5. Council Liaison Updates
Seffinger gave an overview of changes to the Administration department and City Council and the
affect it might have on the budget planning process.
McGinnis brought up that Diana Shiplet, former Executive Assistant for the Administration, had
previously presented on the structures of commissions within the City. McGinnis wanted to have
that reviewed as a way forward to collaborate with the commissions for better communication.
Acklin also highlighted the importance of CEAP's role in the committee's future and offered to do
some of this background work for the committee. Green offered to send out Shiplet's presentation to
the committee for reference on better communications between committees.
Downey presented that the Forest Lands Commission finalized and adopted a community outreach
plan that helped them recognize certain achievable tasks and encouraged that the CEAP
Implementation Committee do the same.
McGinnis discussed the Conservation Commission's previous meeting which included a composting
demonstration, standard updates for Recology, and the monthly Sneak Preview article series that
CEAP Committee will have an article run in. McGinnis also stated that the Conservation Committee
is interested on how it can interact with CEAP Committee in helping it achieve its goal and play a
role.
Acklin gave an update on the water group. Currently the group isn't meeting, but the City is using
water from Talent and subtle messages have been put out into the community about saving water.
This led to the discussion of the CEAP Committee's role in water conservation issues.
Green asked if these updates should be outlined in the CEAP committee packet to save time during
the meeting. Consensus was that it would be difficult to prepare this information beforehand as many
committees meet closely together. Green might ask various committee members for updates for the
meeting packet, but no motion was created.
6. Agenda Discussion
a. GIVE INPUT and APPROVE on current Empower Ashland plan
Green discussed the current Empower Ashland plan draft. The goals of meeting were to:
• Confirm target groups and outreach actions
• Decide on Request for Proposal for help marketing the Empower Ashland plan
• Decide on which committee members have time or interest in the continued development of
the plan
The committee discussed outreach actions outlined by Green which included:
• A separate CEAP website to be more oriented to public action
• Social Media accounts assisting the website in plan implementation
• Measurement goals of both to determine progress of campaign
• Use of physical mailings and highlighted stories
Minutes for the ad hoc Climate and Energy Action Plan Implementation Committee
July 19, 2018
Page 3 of 3
• CEAP presentations to the public and interested groups
McGinnis offered to research interested groups and volunteers who could help spread the word about
CEAP. Stone would like to be a part of presenting to different groups and the public on what CEAP
is. Stone and Scott also offered to team with Green to help with editing the Empower Ashland plan
and getting content out to the public.
McGinnis moved to approve plan with an amendment to Strategy 3 to include an Action 3.3. Engage
existing groups and organizations to outreach to community. Downey seconded this motion. Barth
stated that he would like to see a revision stating he likes the direction the plan is in, but would like
to see more before formalizing it. McGinnis rescinded his motion.
Green wants to continue forward with the RFP process. Brown moves to proceed with the RFP
process with a second from Stone. Barth suggests that a revision of the plan should be completed
first before the RFP process. Ely proposes that Green can draft the RFP and have the committee vote
on it during the next meeting. After a vote, the motion on the table does not pass. Instead the
committee agrees that Green should draft a preliminary RFP for review and approval by next
meeting.
b. GIVE INPUT and APPROVE draft CEAP newspaper article
McGinnis wrote an article draft for the Sneak Preview to go along with the Conservation
Commissions series of articles. Suggested updates for the articles included:
• Focus more on CEAP Committee's goals and progress
• Remove first two paragraphs and focus on factual body of article
Green will be the main person revising the article with Ely and Brown assisting him. Ely also
suggested about focusing on a call to action and what tone the committee wants to convey in future
messages to the community. Seffinger asked if this can be on to the next meeting's agenda.
7. Adjournment
Meeting adjourned by Seffinger at 7:08 p.m.
Action Items
• Green will send out the presentation on commission structures to committee members.
• McGinnis will research interested groups and volunteers in community who might want to
help spread the word about the current Climate and Energy Action Plan.
• Acklin will help with background work on the committee structure and organization
• Stone would like to present CEAP to different allied groups and the public.
• Stone and Scott will assist Green in revising the Empower Ashland Plan draft.
Respectfully submitted,
Elizabeth Taylor, Executive Assistant
CITY OF
e III C) i(XSHL.AND
TO: CEAP Ad-Hoc Committee
FROM: Adam Hanks, Administration
DATE: August 10, 2018
RE: Long Term Structure for CEAP Citizen Advisory Committee
In anticipation of future detailed discussion on the topic, attached are background documents detailing
the originally recommended purpose, membership and powers/duties of a permanent Climate and
Energy Action Commission as developed by staff in consultation with the original LEAP Ad-hoc
committee.
Summary
June 19, 2017 Council Study Session—A formal recommendation from the CEAP 1.0 was presented to
Council for the adoption of an ordinance to create a Climate and Energy Action Commission. The draft
ordinance included a specific membership composition and powers and duties. As noted in the Council
Communication, this draft ordinance would have triggered the need to review and adjust the powers and
duties of the existing Conservation Commission to ensure a clear delineation between the two
Commissions. In anticipation of that need, the Conservation Commission developed a formal
recommendation advocating for the retention of the Conservation Commission, which is included in this
meeting packet as well.
July 18, 2017 Council Business Meeting - Based on Council direction from the June 19 meeting, staff
presented Council with an option to create a second ad-hoc CEAP committee or to move forward with
the ordinance for a formal permanent Commission. At the July 18, 2017 Council meeting, Council
approved the creation of an ad-hoc committee and directed the City Administrator to develop
membership and powers and duties using the draft ordinance for guidance.
December 5, 2017—Mayor Stromberg presented appointments to the CEAP ad-hoc Committee for
Council confirmation.
January 18, 2018— CEAP Ad-Hoc Committee meetings began. Meetings have been held monthly with
the eighth meeting being this upcoming August meeting.
ADMINISTRATION Tel:541-488-6002
20 East Main Street Fax:541-488-5311 4
Ashland,Oregon 97520 TTY: 800-735-2900Vr
www.ashland.orms
Next Steps
An upcoming task of this committee is to review, provide input and make recommendations on the long
term structure and format for citizen advisory role in Climate and Energy Action Plan implementation.
(from committee scope of work). Staff has explored a variety of potential long term committee
structures and will be prepared to present different options at the Committee's September meeting.
Until then, staff encourages the Committee to review the attached materials, ask questions of staff and
familiarize yourselves with the overall Commission structure and regulations of the City of Ashland (see
link below), which will assist in review of different opportunities in the development of the Committee's
formal recommendation on this component of the Committee's scope of work.
Attachments
June 19, 2017 Study Session
July 18, 2017 Business Meeting
December 5, 2017 Business Meeting
Ashland Municipal Code— Chapter 2.10—
Uniform Polices and Operating Procedures for Advisory Commissions and Boards
ADMINISTRATION Tel:541-488-6002
20 East Main Street Fax:541-488-5311 4
Ashland,Oregon 97520 TTY: 800-735-2900Vr
www.ashland.or.us
Council Stud Session
Title: Creation of Climate and Energy Action Commission
Item Type: Concept Introduction & Request for Direction
Requested by Council? Yes — Follow up to CEAP Approval
From: Adam Hanks Interim Assistant to the City
Administrator
adam.hanks@ashland.or.us
Discussion Questions:
1) Does the scope and impact of the recently approved Climate and Energy Action Plan
(CEAP) warrant the creation of a dedicated, ongoing City Advisory Commission?
2) If yes, is Council supportive of the draft ordinance that establishes the Commission, its
membership and powers and duties?
3) If yes, should the LEAP Commission be created independent from the existing
Conservation Commission?
4) If yes, how should the Conservation Commission be amended/modified to avoid
overlapping scope and responsibilities?
5) If no, should the Conservation Commission membership, scope, powers and duties be
amended to incorporate the oversight and guidance of the LEAP as envisioned and stated
in the approved CEAP document (pgs. 105-108)?
6) If no, should some other form or structure of citizen involvement for plan guidance and
future plan update recommendations be developed and proposed? i.e. advisory board, ad-
hoc committee, distribution of responsibilities to existing Commissions, etc.
Resource Requirements:
No specific, identified hard costs have been determined for the creation of a new advisory
Commission. However, soft costs associated with the creation and ongoing support and
guidance of the Commission are not insignificant. Staff time is required for the creation and
posting of agendas, meeting packets, minutes, ongoing dialogue for education/direction, reports
from Commission to Council, etc.
Primary staff liaison assignments typically require a minimum of 10% of the staff time of a full
time employee, plus 5-10% support staff time for meeting minutes (at meeting, final drafting,
posting, etc.)
Susmested Next Steps:
With direction from Council, staff can develop the necessary ordinance language to accomplish
Council objectives and schedule the ordinance for first reading at an upcoming Council business
meeting. If Council is interested in pursuing other options, staff can provide an initial
assessment and update at a future study session or business meeting for further discussion and
direction.
Page lof3 CITY OF
AS"" LAND
Note: The approved CEAP implementation schedule includes the creation of a Citizen Advisory Commission as one
of the eight"Year One"implementation items and was tentatively anticipated to be addressed in the first quarter of
FY 17(July-Sept 2017)
Policies, Plans and Goals Supported:
22. Prepare for the impact of climate change on the community
22.1 Develop and implement a community climate change and energy plan
Background and Additional Information:
The Climate and Energy Action Plan was presented and approved by Council on March 7, 2017.
Included in the overall plan document was an implementation plan that provided a year one
implementation summary along with a phased plan for initiating and completing the 65
individual actions listed and described in the plan.
The key initial, year one implementation steps recommended by the CEAP ad-hoc committee
and embedded in the approved plan are as follows:
Tatale L,Sche,dit II i'L a ;w
Year 1. CEAP
Citizen Adviso
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While it was understood that Council could construct a Citizen Advisory Commission in a
variety of way, the ad-hoc CEAP Committee reviewed, suggested revisions and ultimately voted
unanimously to recommend the creation of a new CEAP Commission utilizing draft ordinance
language provided as an attachment to Council. A key element of the draft ordinance include
specific elements for the membership of the Commission to include representation of a wide
range of community interests and perspectives, along with a somewhat unique age requirement
for two of the nine members of the Commission to ensure age diversity within the group.
The draft ordinance also includes specific scope and responsibilities that link the Commission
with the oversight section of the CEAP document providing consistency between the
Commission and the approved plan.
Conservation Commission
Because the draft ordinance language creates some degree of overlapping scope and
responsibilities between the proposed new Commission and the existing Conservation
Page 2 of 3 CITY OF
Commission, the Conservation Commission devoted significant portions of several of their
meetings in April and May to review their scope and powers and duties set forth in AMC
2.18.040.
This assisted in giving the Commission some context and foundation to evaluate the current and
potential future role of the Conservation Commission. The result was the development of a
formal recommendation document from the Commission to Council which requests that Council
maintain the existing Conservation Commission and create the new CEAP Commission.
Additionally, the recommendation document contains a very useful appendix that indexes how
other City Commissions may interact and have a role with implementation actions within the
CEAP.
Attachments:
CEAP Implementation Plan Summary
Draft LEAP Commission Ordinance
Conservation Commission Recommendation
Page 3 of 3 CITY OF
AS"" LAND
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The focus in 2DI7vviU be on es�bUshing the institutional
This implementation plan sets forth a proposed foundation for plan implementation and taking initial
structure and schedule for implementation of the steps on key priority actions. Table I provides a
Climate and Energy Action Plan (CEAP). U contains the schedule and key milestones for Year I. Key activities to
following sections: undertake are:
^ Year l Implementation Summary: A summary " Formalize the c|ty's commitment to CEAP actions
of key tasks to be accomplished in Year I of CEAP and goals (e.g, ordinance).
impiementation, described in more detail in the
following sections. ^ Create and hire o full-time , permanent City
CEAP staff position that also includes clear high
" Oversight:An ongoing structure for ongoing citizen level management oversight and direction.
oversight and involvement in CEAP implementation
and long-term plan updates. ^ Form and convene a permanent City Advisory
Commission to provide guidance and oversight of
" Accountability and Enforcement: Potential plan implementation and future plan updates as
policy mechanisms for ensuring that the CEAP is described in the plan.
implemented to its full potential.
" Create an internal City Climate Action Team for
" City Staffing and Leadership: A structure for City operations actions and to assist in coordinating
ongoing City staff resources and leadership for the implementation of community actions that
ensuring implementation of the CEAP and its span multiple City departments.
ongoingsuccess.
" Design ate potent|mifund|ng sou rcesforindividuai
^ Funding: Potential funding mechanisms and actions and identify additional funding needs and
opportunities for financing specific CEAP actions. opportunities for ongoing plan implementation.
^ Monitoring and Evaluation: A mechanism and " Establish CEAP progress indicators and
set of metrics for monitoring and evaluating CEAP corresponding baseUnes and targets (including
progress and updating the plan as necessary. equity indicators)
^ Equity: Guidance for ensuring that equity is ^ Determine and formalize Ashland's approach to
considered in CEAP implementation. incorporating equity considerations into plan
" Near-term Actions: CEAP actions to be implementation.
implemented by 2020. ^ Commence priority near-term CEAP actions.
" Implementation Schedule: Implementation
detail for each priority CEAP action' including
relative measures of action cost and effectiveness;
accompanying co-benefits; timefnames for
implementation; and responsible departments.
106
Oversight Accountability aU� Enforcement�
Adoption of this Climate and Energy Action Plan will
A Citizen Advisory Commission is recommended to
demonstrate the City of Ashland's to
oversee implementation of the [EA� The Commission
addressing the challenge of climate change in the
will be composed o� stakeholders who represent
Ashland community. Establishing � more formal
Ashland residents, have' City commitment �o [EAP �o�is' such as through an
onciimate'reievant topics or related poUcyvvork and/'or represent key ordinance' would be seen by many as reinforcing
community or organizations
may play a role in importance�he importance of this plan and could help ensure
implementation. implementation of [E4P actions and measurable
progress toward meeting[EAP goals overtime.Aformai
Roles of the advisory committee could include: commitment can also be a considerable asset in the
pursuit of grant funds and other funding sources to
assist in the implementation of the plan.
^ Monitoring and tracking progress towards meeting
[EAPgoais.
^ Providing recommendations to the Climate and
Energy Coordinator regarding CEAP progress and
implementation.
^ Ensuring that the [EAP stays up-to-date over time,
with a focus on the three-year plan update cycle
^ Reviewing and making recommendations as part
of the three-year greenhouse gas (GHG) inventory
update process
It is expected that the Commission will meet at [east
quarterly, and likely more often in the early stages of
implementation.
Tabiel. Schedule and key milestone for
Year l CEAP implementation.
Citizen Advisory Commission
Ordinance
City Staffing and Leadership
Internal City Climate Action Team
Identification of Specific Funding Sources
Progress Indicators
Equity Considerations
Priority Near-Term Actions
107
MEN
—'to StafRUg and Leadership The Climate and Energy staff position will have the
following qualifications:
The plan calls for the creation and hiring of a new,
^ Familiarity and working experience with both
fuU~bme City Oimateand Ene� staff
dimate mitigation and adaptation, including
to and charged with coordinating both internal and
greenhouse gas accounting methodologies and
external implementation of the CEAP.
climate change projections and anticipated
impacts.
Job responsibilities of the position indudethefoUovving:
^ Experience managing cUmate'reiated programs
�h��invo�ebc�hin�ern�i�ndex��rn�i��kehoiders
^ Provide lead staff support to the CEAP Advisory '
Commission. ^ Experience with public outreach and citizen
^ Work with City departments to facilitate, design' ' 'prefenab�atthe local municipal level.
and track strategy and action implementation. ^ Experience managing cUmate'reiated programs
thatinvo|ve both internal and external stakeholders.
^ Develop and lead outreach efforts with external
stakeholders, including public, to encourage taking |tis anticipated that an internal OimateAction Team will
actions identified in the [EAP. be formed within the City to coordinate and implement
CEAP actions The following departments should be
^ Provide leadership and direction �o the �ity� '
internaiadvisoryteam on implementation activities' represented as part of the Climate Action Team''
tracking, progress updates and developing advisory
team recommendations to relevant internal and ^ Community Development (including Building
external implementing parties. Division and HanningDivision)
^ Ashland Municipal Utility (Electric)
^ Lead development and presentation of annual ^ Administration
[EAp progress reports' as well as plan updates. ^ parks and Recreation
^ Develop and implement a system to systematically
^ Conservation review, acUusL, and update plan strategies and ^ Public Works
actions as needed. ^ Fire
^ Develop and lead the planned three year update
cycle for the community and city greenhouse gas
inventory
^ Implement and maintain a dashboard or other
interactive and publicly accessible platform for
tracking and communicating progress to internal
and external stakeholders.
108
1 1
Funding As the implementation commences in earnest,City staff
and the proposed CEAP advisory committee should
Fundingfor near-term actions of the CEAP will come from pay particular attention to additional funding sources.
a variety of sources within the City budget depending This examination should include exploration of specific
on the type of action, the responsible department, and grant opportunities targeted at individual plan actions,
the legal and operational limitations of the particular potential new local revenue streams such as from a
funding source. Additionally, some of the actions carbon/fuel tax, and multi-jurisdiction or public/private
recommended in the plan are expansion of existing City partnerships to provide the resources needed for City
programs or efforts and therefore already have funding and community goal achievement.
sources. However, incremental funding increases may
be needed to meet the higher level of action called for
in the plan.
Current and potential funding sources include:
City general fund
• Electric Utility revenues
• Stormwater Utility revenues
• Water Utility revenues
• Bonneville Power Administration
• Federal and state grants
• Revolving loan funds
• Newly identified funding sources
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Monitoring �n� Evaluation
—
Progress toward meeting[EAPtargets and goaisvviU be evaluated and tracked on an action-by-action basis with an overall
progress report for aU actions and activities provided on at [east an annual basis. U possible, qualitative updates will be
available on a quarterly basis.
The plan will be evaluated and updated on a three-year cycle to ensure that plan strategies and actions reflect the latest
knowledge and best practices around climate mitigation and adaptation. The plan will also be reevaluated to assess
whether actions are sufficient to meet emission reduction goals and, if not, to add new or expanded actions to the plan.
To facilitate the three-year update' the Ashland community and City greenhouse gas inventories will also be updated
on recurring cycle, one year in advance of the plan update process. This cycle will provide City staff and the proposed
commission with concrete measurement results to inform plan evaluation and updates.
At a minimum, the following indicators will be tracked and reported on at [east an annual basis. Due to data availability
[imitations, some of these indicators will require establishment of baseline and target values for meeting [EAP goals—
to be developed in Year I of implementation. Additionally, it is expected that some methodologies for measuring some
indicators' such as consumption-based greenhouse gas emissions'will evolve and improve overtime.
Further development and build-out of the monitoring and evaluation indicators likely form a significant opportunity for
the proposed new commission to work on as an early oversight activity.
Equity indicators will also be monitored' as available (see "Equity"section on page 113.
ORDINANCE NO.
AN ORDINANCE CREATING THE CLIMATE AND ENERGY ACTION COMMISSION
2.27—Climate and Energy Action Plan Advisory Commission
2.27.005—Purpose
Upon adoption of this ordinance,the Mayor shall establish a permanent Citizen Commission to provide
oversight and recommendations regarding the implementation of the Climate and Energy Action Plan, as
well as recommending updates and modifications to the Climate and Energy Action Plan(LEAP)
document.
2.27.010—Establishment—Membership
The Commission shall reflect and represent a wide range of community interests and perspectives,
including environmental, energy efficiency,renewable energy, academic and business, low income,
equity, and health, communities of color and elderly. The Commission shall consist of nine(9)voting
members, including at least one (1) of whom shall be 3 5-years-old or younger at the time of appointment
and one(1) of whom shall be 25-years-old or younger at the time of appointment. Eight(8) of the
members shall reside within the City, and one (1)may be an at large member living within the Ashland
urban growth boundary. One (1)Mayor or City Councilor and one(1) City staff person shall serve on the
Commission as non-voting, ex-officio members. The primary staff liaison shall be appointed by the City
Administrator and shall serve as Secretary of the Commission. Voting members shall be appointed by the
Mayor with confirmation by the City Council
2.27.020-Powers and Duties
A. Monitor and advise on the Implementation of the Climate and Energy Action Plan for
the Community and City Operations
B. Recommend modifications to benchmarks,targets or implementing actions contained in
the CEAP as needed to incorporate the best available science and practices to achieve
CEAP related goals and targets.
C. Monitor progress toward achieving the reductions of GHG emissions prescribed by this
ordinance
D. Work to ensure that the CEAP considers public input and long-term social, economic and
environmental impacts
E. Recommend changes in city ordinances,rules and processes that facilitate and/or
incentivize residents and businesses to reduce their GHG emissions
F. Work to ensure the plans are socially equitable for all community members including
low-income, young people,persons of color, elderly and those living with disabilities.
G. Work to ensure the CEAP protects Ashland's quality of life by identifying,benefiting,
and preserving long-term natural resources, services, amenities, institutions, industries,
and community characteristics valued by Ashland residents.
CONSERVATION COMMISSION RECOMMENDATION TO
CITY COUNCIL ON CEAP COORDINATION
24 May 2017
CONSERVATION COMMISSION POWERS AND DUTIES — The Mission of the
Conservation Commission is to educate and advocate for the wise use of
resources by the city government and the people of Ashland.
The Conservation Commission was established in 1996. The Commission recommends to the
City Council the adoption of policies, implementation strategies, and funding related to
recycling, electricity conservation, water conservation, resource conservation, new power
source decisions, air quality, and education of citizens around energy efficiency issues. Yet even
more than its advisory role, and unlike many of the other City Commissions, the Conservation
Commission conducts independent and collaborative projects and educational outreach based
on the expertise brought by the Commissioners. Some examples of activities initiated and/or
worked on by the Conservation Commission in recent years include:
• Storm Drain Marking 9 Low Impact Living Classes at North
• Car Wash Kits Mountain Park
• Plastic Bag Ordinance 0 Graywater Conference
• Downtown Recycling Baskets 0 Green Business Program Research, Pilot,
• Downtown Cigarette Butt Research and Launch
and Collection Pilot 0 Fourth of July Parade Participation
• Climate and Energy Action Planning 9 Leaf Bag Program to Divert Leaves from
Subcommittee Storm Drains
• Sustainability Planning (ICLEI) 0 Water Conservation Education and
• Recycle Center Ad-hoc Committee Promotion (with the Garden Club)
• Master Water Plan Participation 0Sustainability Awards
• Rainwater Catchment Education 0 Earth Bowl Student Competition
• Monthly Sneak Preview Column 9 Earth Day Event
• Compost Classes at Recycling Center Anti-idling Campaign at Schools and City
Operations
RECOMMENDATION — In light of the potential new Climate and Energy Action Plan
(CEAP) Commission, the Conservation Commission recommends that the two
commissions remain separate entities. The Conservation Commission will continue
to serve the City with research, advocacy, and education on issues pertaining to
conservation. The Conservation Commission will support CEAP actions, through
research and advisory activities, where they fit within the commission charter.
1
ff%
Keasoning—(1) Merging the Conservation Commission and the CEAP Commission ignores the
fact that the CEAP is wide-reaching across the city. The Conservation Commission is just one of
ma Commissions expected to receive additional direction and guidance by the CEAP
Commission (Appendix 1), via City Council, in order to ensure that activities and research align
with the mandates of the CEAP. The CEAP, by design, affects all departments, many
Commissionsl local businesses, and residents in Ashland. Thusl the CEAP Commission will need
to represent a diverse and wide-reaching subset of Ashland's residents and businesses,
including schools, young people, retirees, local businesses, communities of color, and others.
The majority of the city's commissions, including Parks, Planning, Airport., Forest Lands,. and
Housing and Human Services, as well as city staff and departments, will be affected by the CEAP
(see details in Appendix 1).
(2) Many, if not most, of the activities that the Conservation Commission works on are likely
outside the scope of a new CEAP Commission. The activities listed above are vital for continued
progress on sustainability and conservation in Ashland. The Conservation Commission offers
educational opportunities on waste prevention, water conservation, and sustainability. The
Conservation Commission also offers expertise and specific focus on issues of sustainability and
conservation, far beyond the specific targets and actions identified within the CEAP. We believe
the outreach and educational programs are important to continue. And yet, these activities are
unlikely to be carried out by the CEAP Commission, both because of more diverse membership
and expertise, as well as a different mandate.
(3) The Conservation Commission will become even more important as the new CEAP
Commission and the City identify options for meeting our aggressive emissions targets and for
adapting to climate change. The Conservation Commission provides a body of experts able and
willing to do research and make recommendations on the most effective and/or feasible
approaches. The Conservation Commission will also continue to provide an outreach and
advocacy body that participates in community events, offers classes, and builds buy-in.
The Conservation Commission anticipates and welcomes direction and prioritization from the
CEAP Commission via City Council direction on specific research needs and topics. Conservation
Commissioners represent a depth of expertise on issues pertaining to water,, natural systems.,
energy, recycling,, waste prevention, and other topics that are unlikely to be matched by the
CEAP Commission's more diverse membership and mission.
Appendix 1. A list of select City of Ashland Commissions, their powers and duties, and their
potential overlap with the actions specified in the CEAP. (Note: not comprehensive list)
The CEAP affects numerous commissions and departments, not just the Conservation
Commission. This list shows how different commissions may have a role in implementing
actions specified in the CEAP. Many commissions, such as Planning, Housing and Human
Services, and Transportation, have equal overlap with the CEAP as the Conservation
Commission.
CEAP Commission Powers and Duties(from proposed ordinance)
• Monitor and advise on the Implementation of the CEAP for the Community and City Operations
• Recommend modifications to benchmarks,targets or implementing actions contained in the CEAP as
needed to incorporate the best available science and practices to achieve CEAP related goals and targets
• Monitor progress toward achieving the reductions of GHG emissions prescribed by this ordinance
• Work to ensure that the CEAP considers public input and long-term social,economic and environmental
impacts
• Recommend changes in city ordinances, rules and processes that facilitate and/or incentivize residents
and businesses to reduce their GHG emissions
• Work to ensure the plans are socially equitable for all community members including low-income,young
people, persons of color,elderly and those living with disabilities
• Work to ensure the CEAP protects Ashland's quality of life by identifying, benefiting, and preserving long-
term natural resources,services,amenities, institutions, industries,and community characteristics valued
by Ashland residents
Airport Commission Powers and Duties
• To advise the Mayor and City Council on all matters relating to the management,operation, and further
development of the Ashland Airport
• To investigate Federal,State, County and private funding for airport improvements
• To review and recommend project applications for funding to the City Council
CEAP Actions Relevant to Airport Commission
• BE-1-3. Facilitate and encourage solar energy production.
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Conservation Commission Powers and Duties
• Recycling,source reduction and solid waste/landfill issues
• Recycling,source reduction and solid waste/landfill issues
• Electric conservation issues
• Air Quality Issues
• Water conservation issues
• Resource conservation issues
• New power resource decisions, but not decisions involving wholesale power contracts
• Renewable Resource decisions
• Education of citizens about resource efficiency issues
CEAP Actions Relevant to Conservation Commission
• BE-1-2. Promote switching to low and non-carbon fuels.
• BE-2-1. Expand participation in energy efficiency programs& promote climate-friendly
building/construction
• BE-2-3. Identify and adopt strategies to reduce energy efficiency barriers in rent/lease properties
• CM-2-2. Expand community gardening and urban agriculture
3
• CM-3-1. Improve recycling programs, implement new education and outreach, and expand public space
recycling
• CM-4-1.Support edible food donation
• CM-4-2. Provide a best practices guide to help households and businesses reduce food waste and
consumption
• CM-4-3. Evaluate opportunities for recycling of commercial food waste
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement, other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads
• NS-1-3. Undertake restoration efforts to retain and restore native fish and riparian species
• NS-2-1. Evaluate incentives for practices that reduce use of potable water for nonpotable purposes and
recharge ground water
• NS-2-3. Expand water conservation outreach and incentive programs for residents and businesses
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air conditioning
• PHSW-2-1. Engage leading employers in a dialogue on climate action
• PHSW-3-2. Identify and minimize potential urban heat impacts
• CC-1-1. Create a formal public outreach and education plan to inform the community about climate
actions
• CC-1-3.Assess the feasibility of a City-sponsored carbon offset program
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Forest Lands Powers and Duties
• To develop forest management plans for the City of Ashland's municipal forests
• To provide direction and oversight to planning teams concerning wildland urban interface (wildfire lands)
and Ashland Creek Watershed
• To develop community volunteer programs to assist in implementation of the Ashland Forest Plan and
other project plans
• To submit recommendations to the City Council regarding forest management practices
• To ensure that plans integrate diverse opinions of citizens and private land owners
• To promote public knowledge and acceptance of the Ashland Forest Plan programs
CEAP Actions Relevant to Forest Lands Commission
• NS-1.1. Manage forests to retain biodiversity, resilience,and ecosystem function and services in the face
of climate change. Use best available science to inform fire management and planning.
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement,other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads.
• NS-1-3. Undertake restoration efforts to retain and restore native fish and riparian species.
• NS-1.4. Map and protect areas that provide ecosystem services
• Manage Ecosystems and Landscapes to minimize climate related health impacts
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Housing and Human Services Powers and Duties
• To monitor and assess the continuum of housing and human services needs of the community, and utilize
this information to advise the City Council regarding policy and funding strategies relating to housing and
human services
• To consider the feasibility of and advise the City Council on programs that assist in addressing the unmet
utility, medical,transportation,and food needs of seniors,children and families in Ashland,and other
related human services programs
• To review and make recommendations to the City Council on Community Development Block Grant
(CDBG) related allocations
4
• To monitor projects funded with the Community Development Block Grant(CDBG),City of Ashland Social
Service Grants,and the Housing Trust Funds
• To investigate federal,state,county and private funding for implementation of housing and human
services programs
• To foster public knowledge and support of official city housing and human services programs
• To enhance cooperation between the public and private sectors by promoting integrated approaches that
provide decent housing,a suitable living environment,and expanded opportunities for low-and
moderate-income persons
• To evaluate, review,and recommend to the Planning Commission and City Council innovative land use
strategies targeted at promoting a broad variety of housing types
• To monitor housing discrimination complaints and corrective actions within the City, and to report to the
City Council measures taken to further equal opportunity to all persons to live in decent housing facilities
regardless of race,color, religion,sex,sexual orientation,gender identity, national origin,source of
income,or familial status
CEAP Actions Relevant to Housing and Human Services Commission
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air conditioning
• PHSW-3-1.Work with vulnerable populations to create specific adaptation strategies that address public
health
• PHSW-4-2. Identify and address populations and essential City services within the 100-year flood zone
• BE-1-2. Promote switching to low and non-carbon fuels
• BE-2-1. Expand participation in energy efficiency programs& promote climate-friendly
building/construction
• BE-2-2. Require building energy scores to identify and incentivize cost-effective energy efficiency
improvements
• BE-2-3. Identify and adopt strategies to reduce energy efficiency barriers in rent/lease properties
• BE-2-4. Establish minimum energy efficiency standards for the affordable housing program
• BE-5-1. Encourage heat-tolerant building approaches such as cool roofs and passive cooling
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Parks and Recreation Powers and Duties
• Adopt by-laws, rules and regulations for the proper conduct of public recreation in the City
• Coordinate recreational facilities now within the City, or hereafter to be constructed or created
• Conduct any form of recreation or cultural activity that will employ the leisure time of the people of
Ashland and vicinity in a constructive and wholesome manner
CEAP Actions Relevant to Parks and Recreation Commission
• NS-1.1. Manage forests to retain biodiversity, resilience,and ecosystem function and services in the face
of climate change. Use best available science to inform fire management and planning.
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement, other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads.
• NS-1-3. Undertake restoration efforts to retain and restore native fish and riparian species.
• NS-1.4. Map and protect areas that provide ecosystem services
• BE-1-3. Facilitate and encourage solar energy production.
• BE-5-1. Encourage heat-tolerant building approaches such as cool roofs and passive cooling.
• CM-1-1. Implement an education campaign for waste and consumption reduction strategies
• CM-2-2. Expand community gardening and urban agriculture.
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air
conditioning.
• Manage Ecosystems and Landscapes to minimize climate related health impacts
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
5
Planning Commission Powers and Duties
• Responsible for the city's comprehensive plan and development standards that implement that plan
CEAP Actions Relevant to Planning Commission
• BE-1-2. Promote switching to low and non-carbon fuels.
• BE-2-1. Expand participation in energy efficiency programs& promote climate-friendly
building/construction
• BE-5-1. Encourage heat-tolerant building approaches such as cool roofs and passive cooling.
• BE-2-3. Identify and adopt strategies to reduce energy efficiency barriers in rent/lease properties
• ULT-1-1. Coordinate with neighboring local governments to promote use of transit, carpooling,and car-
sharing
• ULT-1-3. Establish policies to support development near transit hubs without displacing disadvantaged
populations
• ULT-2-2. Explore opportunities to convert to shared streets where appropriate to provide multimodal
connectivity
• ULT-4-1. Regulate new development in the Wildfire Lands Overlay part of the urban growth boundary
• ULT-4-2. Revise community development plans to favor walkable neighborhoods and infill density
• CM-2-2. Expand community gardening and urban agriculture
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement,other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads
• NS-2-2. Explore water-efficient technologies on irrigation systems and consider requiring them during
permitting.
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air conditioning
• PHSW-3-2. Identify and minimize potential urban heat impacts
• PHSW-4-2. Identify and address populations and essential City services within the 100-year flood zone.
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Transportation Commission Powers and Duties
• Proactively plan for a transportation system that is integrated into the community and enhances
Ashland's livability, character and natural environment
• Focus must be on people being able to move easily through the city in all modes of travel
• Modal equity then is more than just a phase. It is a planning concept that does not necessarily imply equal
financial commitment or equal percentage use of each mode, but rather ensures that we will have the
opportunity to conveniently and safely use the transportation mode of our choice, and allow us to move
toward a less auto-dependent community.
CEAP Actions Relevant to Transportation Commission
• BE-1-2. Promote switching to low and non-carbon fuels.
• ULT-1-1. Coordinate with neighboring local governments to promote use of transit, carpooling,and car-
sharing
• ULT-1-2.Work with RVTD to implement climate-friendly transit.
• ULT-1-3. Establish policies to support development near transit hubs without displacing disadvantaged
populations
• ULT-1-4. Evaluate feasibility of expanded local transit options
• ULT-2-1. Implement bicycle-and pedestrian-friendly actions in the Transportation System Plan and
Downtown Parking Management Plan
• ULT-2-2. Explore opportunities to convert to shared streets where appropriate to provide multimodal
connectivity
• ULT-3-1. Implement a local fuel-related tax.
• ULT-3-3. Develop and provide information about electric and hybrid vehicles on the City website
• ULT-5-1. Provide carpool and vanpool parking,charging stations,and parking for EVs for City employees
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
6
Council Business Meet'ing
July 18, 2017
Title: Creation of Climate and Energy Commission
From: Adam Hanks Interim Assistant to the City
Administrator
Adam.Hanks@ashland.or.us
Summary•
As a follow-up to the Council study session of June 19, 2017, staff has developed two primary
options to address the recently adopted Climate and Energy Action Plan (CEAP)year one action
recommendation to create a permanent Citizen Advisory Committee to provide advisory
oversight, input and recommendations on the implementation of the CEAP.
Rather than immediately create a standing Commission via ordinance, Council indicated a desire
to consider the creation of an ad-hoc committee to be charged with assisting in guiding the initial
stages of the implementation of the LEAP.
Actions, Options, or Potential Motions:
1) I move to authorize the Mayor to create a CEAP Implementation ad-hoc committee
consistent with Ashland Municipal Code 2.04.090 B. and further recommend that the
membership and powers and duties descriptions in the draft ordinance be used by the
Mayor and City Administrator when selecting committee members and the committee
scope of work.
OR
2) I move to direct staff to prepare an ordinance for first reading to create a new standing
CEAP Commission utilizing the draft ordinance presented, along with the noted
suggested amendments (Optional)
Staff Recommendation:
Due to the specific nature of the initial implementation of the CEAP, staff recommends the
creation of an ad-hoc committee (CEAP 2.0)which provides the flexibility to create a specific
scope of work that can be modified over time as the advisory role and tasks of the committee
evolve with the implementation of the CEAP.
Staff further recommends that CEAP 2.0 be given a two year time frame and both the
membership and powers and duties sections of the draft ordinance be utilized to assist in the
development of the scope of work and the membership selection process.
At the conclusion of the recommended two year time frame, Council can re-evaluate the
need/benefit for the creation of a permanent Commission or develop a CEAP 3.0 scope of work
and potentially a new set of members to align with the revised scope of work.
Page 1 of 4 C I 7 Y OF
AsH LA
ND
Resource Requirements:
Costs associated specifically with Citizen advisory bodies primarily are incurred via staff time
(soft costs) rather than formal expenses (hard costs). The CEAP document contains strategies
and actions that impact and relate to several different City Departments so the soft costs will
include staff time from a number of different Departments from time to time, with the primary
staffing coming from Administration Dept staff, including the recently funded but not yet hired
Climate Analyst.
CEAP implementation costs will occur regardless of the decision of whether or not to form a
committee or what type of committee is preferred and will be tracked and accounted for through
project accounting systems.
Policies, Plans and Goals Supported:
22. Prepare for the impact of climate change on the community
22.1 Develop and implement a community climate change and energy plan
Backiround and Additional Information:
The Climate and Energy Action Plan was presented and approved by Council on March 7, 2017.
Included in the overall plan document was an implementation plan that provided a year one
implementation summary along with a phased plan for initiating and completing the 65
individual actions listed and described in the plan.
The key initial, year one implementation steps recommended by the CEAP ad-hoc committee
and embedded in the approved plan are as follows:
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While it was understood that Council could construct a Citizen Advisory Commission in a
variety of way, the ad-hoc CEAP Committee reviewed, suggested revisions and ultimately voted
unanimously to recommend the creation of a new CEAP Commission utilizing draft ordinance
language provided as an attachment to Council. A key element of the draft ordinance include
specific elements for the membership of the Commission to include representation of a wide
range of community interests and perspectives, along with a somewhat unique age requirement
for two of the nine members of the Commission to ensure age diversity within the group.
Page 2 of 4 CITY' OF
The draft ordinance also includes specific scope and responsibilities that link the Commission
with the oversight section of the CEAP document providing consistency between the
Commission and the approved plan.
Council Study Session - June 19, 2017
A concept introduction and request for direction was presented to Council at its June 19, 2017
study session, which included a series of discussion questions to assist Council in evaluating the
recommendation to create a new CEAP Commission.
Council was in general agreement that the implementation of the CEAP would benefit from a
citizen advisory committee, but was not certain that a formal, permanent Commission was
required from the onset of the implementation phase of the project. A committee format that
could be devised to allow future flexibility as the implementation gets underway and begins to
mature was cited as a potentially advantageous way to move forward.
As noted by Mayor Stromberg, a potential structure could be a second phase of the ad hoc LEAP
Committee. This second phase would be a new ad-hoc, with a new proposed scope of work and
a new membership assignment since the work of the initial ad-hoc was to develop the plan and
the proposed second phase ad-hoc is to assist and provide oversight in the implementation of the
LEAP.
Another potential structure that could achieve the desired objectives could be an Advisory Board,
which differs from standing commissions in that the meeting schedule could vary from the
standard monthly cadence of standing commissions and commonly are more specific in scope
and charge than standing commissions.
Conservation Commission
Because the draft ordinance language creates some degree of overlapping scope and
responsibilities between the proposed new Commission and the existing Conservation
Commission, the Conservation Commission devoted significant portions of several of their
meetings in April and May to review their scope and powers and duties set forth in AMC
2.18.040.
This assisted in giving the Commission some context and foundation to evaluate the current and
potential future role of the Conservation Commission. The result was the development of a
formal recommendation document from the Commission to Council that requests that Council
maintain the existing Conservation Commission and create the new CEAP Commission.
Additionally, the recommendation document contains a very useful appendix that indexes how
other City Commissions may interact and have a role with implementation actions within the
LEAP.
Page 3 of 4 CITY' OF
Utilizing the second phase ad-hoc committee structure, the potential overlaps with the
Conservation Commission could more easily be monitored, reviewed and adjusted after the
process gets going and the potential overlaps become more clear and distinct.
Attachments:
June 19, 2017, Council Study Session
CEAP Implementation Plan Summary
Draft CEAP Commission Ordinance
Conservation Commission Recommendation
Page 4 of 4 CITY' OF
Council Stud Session
Title: Creation of Climate and Energy Action Commission
Item Type: Concept Introduction & Request for Direction
Requested by Council? Yes — Follow up to CEAP Approval
From: Adam Hanks Interim Assistant to the City
Administrator
adam.hanks@ashland.or.us
Discussion Questions:
1) Does the scope and impact of the recently approved Climate and Energy Action Plan
(CEAP) warrant the creation of a dedicated, ongoing City Advisory Commission?
2) If yes, is Council supportive of the draft ordinance that establishes the Commission, its
membership and powers and duties?
3) If yes, should the LEAP Commission be created independent from the existing
Conservation Commission?
4) If yes, how should the Conservation Commission be amended/modified to avoid
overlapping scope and responsibilities?
5) If no, should the Conservation Commission membership, scope, powers and duties be
amended to incorporate the oversight and guidance of the LEAP as envisioned and stated
in the approved CEAP document (pgs. 105-108)?
6) If no, should some other form or structure of citizen involvement for plan guidance and
future plan update recommendations be developed and proposed? i.e. advisory board, ad-
hoc committee, distribution of responsibilities to existing Commissions, etc.
Resource Requirements:
No specific, identified hard costs have been determined for the creation of a new advisory
Commission. However, soft costs associated with the creation and ongoing support and
guidance of the Commission are not insignificant. Staff time is required for the creation and
posting of agendas, meeting packets, minutes, ongoing dialogue for education/direction, reports
from Commission to Council, etc.
Primary staff liaison assignments typically require a minimum of 10% of the staff time of a full
time employee, plus 5-10% support staff time for meeting minutes (at meeting, final drafting,
posting, etc.)
Susmested Next Steps:
With direction from Council, staff can develop the necessary ordinance language to accomplish
Council objectives and schedule the ordinance for first reading at an upcoming Council business
meeting. If Council is interested in pursuing other options, staff can provide an initial
assessment and update at a future study session or business meeting for further discussion and
direction.
Page lof3 CITY OF
AS"" LAND
Note: The approved CEAP implementation schedule includes the creation of a Citizen Advisory Commission as one
of the eight"Year One"implementation items and was tentatively anticipated to be addressed in the first quarter of
FY 17(July-Sept 2017)
Policies, Plans and Goals Supported:
22. Prepare for the impact of climate change on the community
22.1 Develop and implement a community climate change and energy plan
Background and Additional Information:
The Climate and Energy Action Plan was presented and approved by Council on March 7, 2017.
Included in the overall plan document was an implementation plan that provided a year one
implementation summary along with a phased plan for initiating and completing the 65
individual actions listed and described in the plan.
The key initial, year one implementation steps recommended by the CEAP ad-hoc committee
and embedded in the approved plan are as follows:
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While it was understood that Council could construct a Citizen Advisory Commission in a
variety of way, the ad-hoc CEAP Committee reviewed, suggested revisions and ultimately voted
unanimously to recommend the creation of a new CEAP Commission utilizing draft ordinance
language provided as an attachment to Council. A key element of the draft ordinance include
specific elements for the membership of the Commission to include representation of a wide
range of community interests and perspectives, along with a somewhat unique age requirement
for two of the nine members of the Commission to ensure age diversity within the group.
The draft ordinance also includes specific scope and responsibilities that link the Commission
with the oversight section of the CEAP document providing consistency between the
Commission and the approved plan.
Conservation Commission
Because the draft ordinance language creates some degree of overlapping scope and
responsibilities between the proposed new Commission and the existing Conservation
Page 2 of 3 CITY OF
Commission, the Conservation Commission devoted significant portions of several of their
meetings in April and May to review their scope and powers and duties set forth in AMC
2.18.040.
This assisted in giving the Commission some context and foundation to evaluate the current and
potential future role of the Conservation Commission. The result was the development of a
formal recommendation document from the Commission to Council which requests that Council
maintain the existing Conservation Commission and create the new CEAP Commission.
Additionally, the recommendation document contains a very useful appendix that indexes how
other City Commissions may interact and have a role with implementation actions within the
CEAP.
Attachments:
CEAP Implementation Plan Summary
Draft LEAP Commission Ordinance
Conservation Commission Recommendation
Page 3 of 3 CITY OF
AS"" LAND
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This implementation plan sets forth a proposed foundation for plan implementation and taking initial
structure and schedule for implementation of the steps on key priority actions. Table I provides a
Climate and Energy Action Plan (CEAP). U contains the schedule and key milestones for Year I. Key activities to
following sections: undertake are:
^ Year l Implementation Summary: A summary " Formalize the c|ty's commitment to CEAP actions
of key tasks to be accomplished in Year I of CEAP and goals (e.g, ordinance).
impiementation, described in more detail in the
following sections. ^ Create and hire o full-time , permanent City
CEAP staff position that also includes clear high
" Oversight:An ongoing structure for ongoing citizen level management oversight and direction.
oversight and involvement in CEAP implementation
and long-term plan updates. ^ Form and convene a permanent City Advisory
Commission to provide guidance and oversight of
" Accountability and Enforcement: Potential plan implementation and future plan updates as
policy mechanisms for ensuring that the CEAP is described in the plan.
implemented to its full potential.
" Create an internal City Climate Action Team for
" City Staffing and Leadership: A structure for City operations actions and to assist in coordinating
ongoing City staff resources and leadership for the implementation of community actions that
ensuring implementation of the CEAP and its span multiple City departments.
ongoingsuccess.
" Design ate potent|mifund|ng sou rcesforindividuai
^ Funding: Potential funding mechanisms and actions and identify additional funding needs and
opportunities for financing specific CEAP actions. opportunities for ongoing plan implementation.
^ Monitoring and Evaluation: A mechanism and " Establish CEAP progress indicators and
set of metrics for monitoring and evaluating CEAP corresponding baseUnes and targets (including
progress and updating the plan as necessary. equity indicators)
^ Equity: Guidance for ensuring that equity is ^ Determine and formalize Ashland's approach to
considered in CEAP implementation. incorporating equity considerations into plan
" Near-term Actions: CEAP actions to be implementation.
implemented by 2020. ^ Commence priority near-term CEAP actions.
" Implementation Schedule: Implementation
detail for each priority CEAP action' including
relative measures of action cost and effectiveness;
accompanying co-benefits; timefnames for
implementation; and responsible departments.
106
Oversight Accountability aU� Enforcement�
Adoption of this Climate and Energy Action Plan will
A Citizen Advisory Commission is recommended to
demonstrate the City of Ashland's to
oversee implementation of the [EA� The Commission
addressing the challenge of climate change in the
will be composed o� stakeholders who represent
Ashland community. Establishing � more formal
Ashland residents, have' City commitment �o [EAP �o�is' such as through an
onciimate'reievant topics or related poUcyvvork and/'or represent key ordinance' would be seen by many as reinforcing
community or organizations
may play a role in importance�he importance of this plan and could help ensure
implementation. implementation of [E4P actions and measurable
progress toward meeting[EAP goals overtime.Aformai
Roles of the advisory committee could include: commitment can also be a considerable asset in the
pursuit of grant funds and other funding sources to
assist in the implementation of the plan.
^ Monitoring and tracking progress towards meeting
[EAPgoais.
^ Providing recommendations to the Climate and
Energy Coordinator regarding CEAP progress and
implementation.
^ Ensuring that the [EAP stays up-to-date over time,
with a focus on the three-year plan update cycle
^ Reviewing and making recommendations as part
of the three-year greenhouse gas (GHG) inventory
update process
It is expected that the Commission will meet at [east
quarterly, and likely more often in the early stages of
implementation.
Tabiel. Schedule and key milestone for
Year l CEAP implementation.
Citizen Advisory Commission
Ordinance
City Staffing and Leadership
Internal City Climate Action Team
Identification of Specific Funding Sources
Progress Indicators
Equity Considerations
Priority Near-Term Actions
107
MEN
—'to StafRUg and Leadership The Climate and Energy staff position will have the
following qualifications:
The plan calls for the creation and hiring of a new,
^ Familiarity and working experience with both
fuU~bme City Oimateand Ene� staff
dimate mitigation and adaptation, including
to and charged with coordinating both internal and
greenhouse gas accounting methodologies and
external implementation of the CEAP.
climate change projections and anticipated
impacts.
Job responsibilities of the position indudethefoUovving:
^ Experience managing cUmate'reiated programs
�h��invo�ebc�hin�ern�i�ndex��rn�i��kehoiders
^ Provide lead staff support to the CEAP Advisory '
Commission. ^ Experience with public outreach and citizen
^ Work with City departments to facilitate, design' ' 'prefenab�atthe local municipal level.
and track strategy and action implementation. ^ Experience managing cUmate'reiated programs
thatinvo|ve both internal and external stakeholders.
^ Develop and lead outreach efforts with external
stakeholders, including public, to encourage taking |tis anticipated that an internal OimateAction Team will
actions identified in the [EAP. be formed within the City to coordinate and implement
CEAP actions The following departments should be
^ Provide leadership and direction �o the �ity� '
internaiadvisoryteam on implementation activities' represented as part of the Climate Action Team''
tracking, progress updates and developing advisory
team recommendations to relevant internal and ^ Community Development (including Building
external implementing parties. Division and HanningDivision)
^ Ashland Municipal Utility (Electric)
^ Lead development and presentation of annual ^ Administration
[EAp progress reports' as well as plan updates. ^ parks and Recreation
^ Develop and implement a system to systematically
^ Conservation review, acUusL, and update plan strategies and ^ Public Works
actions as needed. ^ Fire
^ Develop and lead the planned three year update
cycle for the community and city greenhouse gas
inventory
^ Implement and maintain a dashboard or other
interactive and publicly accessible platform for
tracking and communicating progress to internal
and external stakeholders.
108
1 1
Funding As the implementation commences in earnest,City staff
and the proposed CEAP advisory committee should
Fundingfor near-term actions of the CEAP will come from pay particular attention to additional funding sources.
a variety of sources within the City budget depending This examination should include exploration of specific
on the type of action, the responsible department, and grant opportunities targeted at individual plan actions,
the legal and operational limitations of the particular potential new local revenue streams such as from a
funding source. Additionally, some of the actions carbon/fuel tax, and multi-jurisdiction or public/private
recommended in the plan are expansion of existing City partnerships to provide the resources needed for City
programs or efforts and therefore already have funding and community goal achievement.
sources. However, incremental funding increases may
be needed to meet the higher level of action called for
in the plan.
Current and potential funding sources include:
City general fund
• Electric Utility revenues
• Stormwater Utility revenues
• Water Utility revenues
• Bonneville Power Administration
• Federal and state grants
• Revolving loan funds
• Newly identified funding sources
MAJ
imp
�il� IVY` r ✓, i/��; �J�',
r
i
V W r r
iir i r
r r r r r i
a�
,1
w /,r • r r r, � i
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INS I
Monitoring �n� Evaluation
—
Progress toward meeting[EAPtargets and goaisvviU be evaluated and tracked on an action-by-action basis with an overall
progress report for aU actions and activities provided on at [east an annual basis. U possible, qualitative updates will be
available on a quarterly basis.
The plan will be evaluated and updated on a three-year cycle to ensure that plan strategies and actions reflect the latest
knowledge and best practices around climate mitigation and adaptation. The plan will also be reevaluated to assess
whether actions are sufficient to meet emission reduction goals and, if not, to add new or expanded actions to the plan.
To facilitate the three-year update' the Ashland community and City greenhouse gas inventories will also be updated
on recurring cycle, one year in advance of the plan update process. This cycle will provide City staff and the proposed
commission with concrete measurement results to inform plan evaluation and updates.
At a minimum, the following indicators will be tracked and reported on at [east an annual basis. Due to data availability
[imitations, some of these indicators will require establishment of baseline and target values for meeting [EAP goals—
to be developed in Year I of implementation. Additionally, it is expected that some methodologies for measuring some
indicators' such as consumption-based greenhouse gas emissions'will evolve and improve overtime.
Further development and build-out of the monitoring and evaluation indicators likely form a significant opportunity for
the proposed new commission to work on as an early oversight activity.
Equity indicators will also be monitored' as available (see "Equity"section on page 113.
ORDINANCE NO.
AN ORDINANCE CREATING THE CLIMATE AND ENERGY ACTION COMMISSION
2.27—Climate and Energy Action Plan Advisory Commission
2.27.005—Purpose
Upon adoption of this ordinance,the Mayor shall establish a permanent Citizen Commission to provide
oversight and recommendations regarding the implementation of the Climate and Energy Action Plan, as
well as recommending updates and modifications to the Climate and Energy Action Plan(LEAP)
document.
2.27.010—Establishment—Membership
The Commission shall reflect and represent a wide range of community interests and perspectives,
including environmental, energy efficiency,renewable energy, academic and business, low income,
equity, and health, communities of color and elderly. The Commission shall consist of nine(9)voting
members, including at least one (1) of whom shall be 3 5-years-old or younger at the time of appointment
and one(1) of whom shall be 25-years-old or younger at the time of appointment. Eight(8) of the
members shall reside within the City, and one (1)may be an at large member living within the Ashland
urban growth boundary. One (1)Mayor or City Councilor and one(1) City staff person shall serve on the
Commission as non-voting, ex-officio members. The primary staff liaison shall be appointed by the City
Administrator and shall serve as Secretary of the Commission. Voting members shall be appointed by the
Mayor with confirmation by the City Council
2.27.020-Powers and Duties
A. Monitor and advise on the Implementation of the Climate and Energy Action Plan for
the Community and City Operations
B. Recommend modifications to benchmarks,targets or implementing actions contained in
the CEAP as needed to incorporate the best available science and practices to achieve
CEAP related goals and targets.
C. Monitor progress toward achieving the reductions of GHG emissions prescribed by this
ordinance
D. Work to ensure that the CEAP considers public input and long-term social, economic and
environmental impacts
E. Recommend changes in city ordinances,rules and processes that facilitate and/or
incentivize residents and businesses to reduce their GHG emissions
F. Work to ensure the plans are socially equitable for all community members including
low-income, young people,persons of color, elderly and those living with disabilities.
G. Work to ensure the CEAP protects Ashland's quality of life by identifying,benefiting,
and preserving long-term natural resources, services, amenities, institutions, industries,
and community characteristics valued by Ashland residents.
CONSERVATION COMMISSION RECOMMENDATION TO
CITY COUNCIL ON CEAP COORDINATION
24 May 2017
CONSERVATION COMMISSION POWERS AND DUTIES — The Mission of the
Conservation Commission is to educate and advocate for the wise use of
resources by the city government and the people of Ashland.
The Conservation Commission was established in 1996. The Commission recommends to the
City Council the adoption of policies, implementation strategies, and funding related to
recycling, electricity conservation, water conservation, resource conservation, new power
source decisions, air quality, and education of citizens around energy efficiency issues. Yet even
more than its advisory role, and unlike many of the other City Commissions, the Conservation
Commission conducts independent and collaborative projects and educational outreach based
on the expertise brought by the Commissioners. Some examples of activities initiated and/or
worked on by the Conservation Commission in recent years include:
• Storm Drain Marking 9 Low Impact Living Classes at North
• Car Wash Kits Mountain Park
• Plastic Bag Ordinance 0 Graywater Conference
• Downtown Recycling Baskets 0 Green Business Program Research, Pilot,
• Downtown Cigarette Butt Research and Launch
and Collection Pilot 0 Fourth of July Parade Participation
• Climate and Energy Action Planning 9 Leaf Bag Program to Divert Leaves from
Subcommittee Storm Drains
• Sustainability Planning (ICLEI) 0 Water Conservation Education and
• Recycle Center Ad-hoc Committee Promotion (with the Garden Club)
• Master Water Plan Participation 0Sustainability Awards
• Rainwater Catchment Education 0 Earth Bowl Student Competition
• Monthly Sneak Preview Column 9 Earth Day Event
• Compost Classes at Recycling Center Anti-idling Campaign at Schools and City
Operations
RECOMMENDATION — In light of the potential new Climate and Energy Action Plan
(CEAP) Commission, the Conservation Commission recommends that the two
commissions remain separate entities. The Conservation Commission will continue
to serve the City with research, advocacy, and education on issues pertaining to
conservation. The Conservation Commission will support CEAP actions, through
research and advisory activities, where they fit within the commission charter.
1
ff%
Keasoning—(1) Merging the Conservation Commission and the CEAP Commission ignores the
fact that the CEAP is wide-reaching across the city. The Conservation Commission is just one of
ma Commissions expected to receive additional direction and guidance by the CEAP
Commission (Appendix 1), via City Council, in order to ensure that activities and research align
with the mandates of the CEAP. The CEAP, by design, affects all departments, many
Commissionsl local businesses, and residents in Ashland. Thusl the CEAP Commission will need
to represent a diverse and wide-reaching subset of Ashland's residents and businesses,
including schools, young people, retirees, local businesses, communities of color, and others.
The majority of the city's commissions, including Parks, Planning, Airport., Forest Lands,. and
Housing and Human Services, as well as city staff and departments, will be affected by the CEAP
(see details in Appendix 1).
(2) Many, if not most, of the activities that the Conservation Commission works on are likely
outside the scope of a new CEAP Commission. The activities listed above are vital for continued
progress on sustainability and conservation in Ashland. The Conservation Commission offers
educational opportunities on waste prevention, water conservation, and sustainability. The
Conservation Commission also offers expertise and specific focus on issues of sustainability and
conservation, far beyond the specific targets and actions identified within the CEAP. We believe
the outreach and educational programs are important to continue. And yet, these activities are
unlikely to be carried out by the CEAP Commission, both because of more diverse membership
and expertise, as well as a different mandate.
(3) The Conservation Commission will become even more important as the new CEAP
Commission and the City identify options for meeting our aggressive emissions targets and for
adapting to climate change. The Conservation Commission provides a body of experts able and
willing to do research and make recommendations on the most effective and/or feasible
approaches. The Conservation Commission will also continue to provide an outreach and
advocacy body that participates in community events, offers classes, and builds buy-in.
The Conservation Commission anticipates and welcomes direction and prioritization from the
CEAP Commission via City Council direction on specific research needs and topics. Conservation
Commissioners represent a depth of expertise on issues pertaining to water,, natural systems.,
energy, recycling,, waste prevention, and other topics that are unlikely to be matched by the
CEAP Commission's more diverse membership and mission.
Appendix 1. A list of select City of Ashland Commissions, their powers and duties, and their
potential overlap with the actions specified in the CEAP. (Note: not comprehensive list)
The CEAP affects numerous commissions and departments, not just the Conservation
Commission. This list shows how different commissions may have a role in implementing
actions specified in the CEAP. Many commissions, such as Planning, Housing and Human
Services, and Transportation, have equal overlap with the CEAP as the Conservation
Commission.
CEAP Commission Powers and Duties(from proposed ordinance)
• Monitor and advise on the Implementation of the CEAP for the Community and City Operations
• Recommend modifications to benchmarks,targets or implementing actions contained in the CEAP as
needed to incorporate the best available science and practices to achieve CEAP related goals and targets
• Monitor progress toward achieving the reductions of GHG emissions prescribed by this ordinance
• Work to ensure that the CEAP considers public input and long-term social,economic and environmental
impacts
• Recommend changes in city ordinances, rules and processes that facilitate and/or incentivize residents
and businesses to reduce their GHG emissions
• Work to ensure the plans are socially equitable for all community members including low-income,young
people, persons of color,elderly and those living with disabilities
• Work to ensure the CEAP protects Ashland's quality of life by identifying, benefiting, and preserving long-
term natural resources,services,amenities, institutions, industries,and community characteristics valued
by Ashland residents
Airport Commission Powers and Duties
• To advise the Mayor and City Council on all matters relating to the management,operation, and further
development of the Ashland Airport
• To investigate Federal,State, County and private funding for airport improvements
• To review and recommend project applications for funding to the City Council
CEAP Actions Relevant to Airport Commission
• BE-1-3. Facilitate and encourage solar energy production.
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Conservation Commission Powers and Duties
• Recycling,source reduction and solid waste/landfill issues
• Recycling,source reduction and solid waste/landfill issues
• Electric conservation issues
• Air Quality Issues
• Water conservation issues
• Resource conservation issues
• New power resource decisions, but not decisions involving wholesale power contracts
• Renewable Resource decisions
• Education of citizens about resource efficiency issues
CEAP Actions Relevant to Conservation Commission
• BE-1-2. Promote switching to low and non-carbon fuels.
• BE-2-1. Expand participation in energy efficiency programs& promote climate-friendly
building/construction
• BE-2-3. Identify and adopt strategies to reduce energy efficiency barriers in rent/lease properties
• CM-2-2. Expand community gardening and urban agriculture
3
• CM-3-1. Improve recycling programs, implement new education and outreach, and expand public space
recycling
• CM-4-1.Support edible food donation
• CM-4-2. Provide a best practices guide to help households and businesses reduce food waste and
consumption
• CM-4-3. Evaluate opportunities for recycling of commercial food waste
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement, other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads
• NS-1-3. Undertake restoration efforts to retain and restore native fish and riparian species
• NS-2-1. Evaluate incentives for practices that reduce use of potable water for nonpotable purposes and
recharge ground water
• NS-2-3. Expand water conservation outreach and incentive programs for residents and businesses
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air conditioning
• PHSW-2-1. Engage leading employers in a dialogue on climate action
• PHSW-3-2. Identify and minimize potential urban heat impacts
• CC-1-1. Create a formal public outreach and education plan to inform the community about climate
actions
• CC-1-3.Assess the feasibility of a City-sponsored carbon offset program
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Forest Lands Powers and Duties
• To develop forest management plans for the City of Ashland's municipal forests
• To provide direction and oversight to planning teams concerning wildland urban interface (wildfire lands)
and Ashland Creek Watershed
• To develop community volunteer programs to assist in implementation of the Ashland Forest Plan and
other project plans
• To submit recommendations to the City Council regarding forest management practices
• To ensure that plans integrate diverse opinions of citizens and private land owners
• To promote public knowledge and acceptance of the Ashland Forest Plan programs
CEAP Actions Relevant to Forest Lands Commission
• NS-1.1. Manage forests to retain biodiversity, resilience,and ecosystem function and services in the face
of climate change. Use best available science to inform fire management and planning.
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement,other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads.
• NS-1-3. Undertake restoration efforts to retain and restore native fish and riparian species.
• NS-1.4. Map and protect areas that provide ecosystem services
• Manage Ecosystems and Landscapes to minimize climate related health impacts
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Housing and Human Services Powers and Duties
• To monitor and assess the continuum of housing and human services needs of the community, and utilize
this information to advise the City Council regarding policy and funding strategies relating to housing and
human services
• To consider the feasibility of and advise the City Council on programs that assist in addressing the unmet
utility, medical,transportation,and food needs of seniors,children and families in Ashland,and other
related human services programs
• To review and make recommendations to the City Council on Community Development Block Grant
(CDBG) related allocations
4
• To monitor projects funded with the Community Development Block Grant(CDBG),City of Ashland Social
Service Grants,and the Housing Trust Funds
• To investigate federal,state,county and private funding for implementation of housing and human
services programs
• To foster public knowledge and support of official city housing and human services programs
• To enhance cooperation between the public and private sectors by promoting integrated approaches that
provide decent housing,a suitable living environment,and expanded opportunities for low-and
moderate-income persons
• To evaluate, review,and recommend to the Planning Commission and City Council innovative land use
strategies targeted at promoting a broad variety of housing types
• To monitor housing discrimination complaints and corrective actions within the City, and to report to the
City Council measures taken to further equal opportunity to all persons to live in decent housing facilities
regardless of race,color, religion,sex,sexual orientation,gender identity, national origin,source of
income,or familial status
CEAP Actions Relevant to Housing and Human Services Commission
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air conditioning
• PHSW-3-1.Work with vulnerable populations to create specific adaptation strategies that address public
health
• PHSW-4-2. Identify and address populations and essential City services within the 100-year flood zone
• BE-1-2. Promote switching to low and non-carbon fuels
• BE-2-1. Expand participation in energy efficiency programs& promote climate-friendly
building/construction
• BE-2-2. Require building energy scores to identify and incentivize cost-effective energy efficiency
improvements
• BE-2-3. Identify and adopt strategies to reduce energy efficiency barriers in rent/lease properties
• BE-2-4. Establish minimum energy efficiency standards for the affordable housing program
• BE-5-1. Encourage heat-tolerant building approaches such as cool roofs and passive cooling
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Parks and Recreation Powers and Duties
• Adopt by-laws, rules and regulations for the proper conduct of public recreation in the City
• Coordinate recreational facilities now within the City, or hereafter to be constructed or created
• Conduct any form of recreation or cultural activity that will employ the leisure time of the people of
Ashland and vicinity in a constructive and wholesome manner
CEAP Actions Relevant to Parks and Recreation Commission
• NS-1.1. Manage forests to retain biodiversity, resilience,and ecosystem function and services in the face
of climate change. Use best available science to inform fire management and planning.
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement, other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads.
• NS-1-3. Undertake restoration efforts to retain and restore native fish and riparian species.
• NS-1.4. Map and protect areas that provide ecosystem services
• BE-1-3. Facilitate and encourage solar energy production.
• BE-5-1. Encourage heat-tolerant building approaches such as cool roofs and passive cooling.
• CM-1-1. Implement an education campaign for waste and consumption reduction strategies
• CM-2-2. Expand community gardening and urban agriculture.
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air
conditioning.
• Manage Ecosystems and Landscapes to minimize climate related health impacts
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
5
Planning Commission Powers and Duties
• Responsible for the city's comprehensive plan and development standards that implement that plan
CEAP Actions Relevant to Planning Commission
• BE-1-2. Promote switching to low and non-carbon fuels.
• BE-2-1. Expand participation in energy efficiency programs& promote climate-friendly
building/construction
• BE-5-1. Encourage heat-tolerant building approaches such as cool roofs and passive cooling.
• BE-2-3. Identify and adopt strategies to reduce energy efficiency barriers in rent/lease properties
• ULT-1-1. Coordinate with neighboring local governments to promote use of transit, carpooling,and car-
sharing
• ULT-1-3. Establish policies to support development near transit hubs without displacing disadvantaged
populations
• ULT-2-2. Explore opportunities to convert to shared streets where appropriate to provide multimodal
connectivity
• ULT-4-1. Regulate new development in the Wildfire Lands Overlay part of the urban growth boundary
• ULT-4-2. Revise community development plans to favor walkable neighborhoods and infill density
• CM-2-2. Expand community gardening and urban agriculture
• NS-1-2. Use green infrastructure such as bioswales, permeable pavement,other pervious surfaces to
reduce flood risk and minimize sediment entry into creeks from trails and roads
• NS-2-2. Explore water-efficient technologies on irrigation systems and consider requiring them during
permitting.
• PHSW-1-1. Promote the expansion of tree canopy in urban heat islands or areas that need air conditioning
• PHSW-3-2. Identify and minimize potential urban heat impacts
• PHSW-4-2. Identify and address populations and essential City services within the 100-year flood zone.
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
Transportation Commission Powers and Duties
• Proactively plan for a transportation system that is integrated into the community and enhances
Ashland's livability, character and natural environment
• Focus must be on people being able to move easily through the city in all modes of travel
• Modal equity then is more than just a phase. It is a planning concept that does not necessarily imply equal
financial commitment or equal percentage use of each mode, but rather ensures that we will have the
opportunity to conveniently and safely use the transportation mode of our choice, and allow us to move
toward a less auto-dependent community.
CEAP Actions Relevant to Transportation Commission
• BE-1-2. Promote switching to low and non-carbon fuels.
• ULT-1-1. Coordinate with neighboring local governments to promote use of transit, carpooling,and car-
sharing
• ULT-1-2.Work with RVTD to implement climate-friendly transit.
• ULT-1-3. Establish policies to support development near transit hubs without displacing disadvantaged
populations
• ULT-1-4. Evaluate feasibility of expanded local transit options
• ULT-2-1. Implement bicycle-and pedestrian-friendly actions in the Transportation System Plan and
Downtown Parking Management Plan
• ULT-2-2. Explore opportunities to convert to shared streets where appropriate to provide multimodal
connectivity
• ULT-3-1. Implement a local fuel-related tax.
• ULT-3-3. Develop and provide information about electric and hybrid vehicles on the City website
• ULT-5-1. Provide carpool and vanpool parking,charging stations,and parking for EVs for City employees
• Mainstream and integrate climate considerations(include consideration of CEAP goals within the scope of
every appropriate City Advisory Commission)
6
Council Business Meet'ing
December 5, 2017
Title: Appointments to ad hoc Climate and Energy Committee
From: John Stromberg Mayor
john@council.ashland.or.us
Summary•
This item is to approve the Mayor's appointments to the ad hoc Climate and Energy Committee,
the creation of which was approved at the July 18, 2017 Council meeting. This ad hoc committee
has been charged with assisting in guiding the initial stages of the implementation of the CEAP.
There are seven members currently proposed for appointment. Ultimately, anine-member
committee is desired, and the Mayor will continue to seek the final two members, to be
appointed at a later date.
Actions, Options, or Potential Motions:
I move to approve the Mayor's appointments to the ad hoc Climate and Energy Committee, as
proposed.
Staff Recommendation:
Staff recommends approval of the Mayor's appointments to the ad hoc Climate and Energy
Committee.
Resource Requirements:
Costs associated specifically with Citizen advisory bodies primarily are incurred via staff time
(soft costs) rather than formal expenses (hard costs). The CEAP document contains strategies
and actions that impact and relate to several different City Departments so the soft costs will
include staff time from a number of different Departments from time to time, with the primary
staffing coming from the newly hired Climate Analyst.
Policies, Plans and Goals Supported:
22. Prepare for the impact of climate change on the community
22.1 Develop and implement a community climate change and energy plan
Background and Additional Information:
The Climate and Energy Action Plan was presented and approved by Council on March 7, 2017.
Included in the overall plan document was an implementation plan that provided a year one
implementation summary along with a phased plan for initiating and completing the 65
individual actions listed and described in the plan.
The key initial, year one implementation steps included appointment of a Citizen Advisory
Committee. At the July 18, 2017 meeting, Council determined that an ad hoc committee would
Page 1 of 2 C I 7 Y OF
AsH LA
ND
suit this role best and at the September 5, 2019 meeting, Council approved the ad hoc
committee's scope of work.
Mayor Stromberg proposes the following members for the ad hoc Climate and Energy
Committee:
Council Representative: Stef Seffinger(also acting as non-voting Chair of the committee)
Forest Lands Com. Rep.: Shannon Downey
Conservation Com. Rep.: James McGinnis
Planning Com. Rep.*: TBD
Ashland School Dist. Rep.: Jordan Ely
Chamber of Com. Rep.: Cindy Bernard
Citizen Member Chris Brown
Citizen Member Ben Scott
Citizen Member Pat Acklin
Citizen Member TBD
*It is possible that a Planning Commission representative may not be found, in which case
Mayor Stromberg proposes adding an additional citizen member or seeking a representative from
another City advisory committee.
Attachments:
None
Page 2 of 2 C I 7 Y OF
AS'r-il L A` N D
Challenges and Empower Ashland mmm It I's Up to Us
In March 2017 the ad-hoc Climate and Energy Action Plan Committee (CEAP 1) presented a final draft of
the plan to the Ashland City Council for approval. The Council became climate heroes by unanimously
approving the Plan.This is a big deal if we choose to follow through on our commitment to take action
within our little plot of Ashland existence.
The CEAP contains a strategy for reaching defined goals and targets to reduce carbon emissions and to
prepare the community to adapt to predicted local climate changes. We are committing to meet the
challenge of a climate science-based requirement to reduce greenhouse gas emissions an average of 8%
per year until 2050. This is a tall, but essential, order that will allow all of us citizens of our planet to
avoid the very worst of global heating that will be upon us if we do not act in a big way today.
In January 2018 the second iteration of the CEAP ad-hoc Committee (CEAP 11) began our work of
ensuring that we meet the plan's first year implementation actions, and we are now nearly complete in
meeting those targets. We have:
✓ Funded and hired a permanent Climate and Energy Analyst, Stu Green. We are grateful to have
Stu on board; he brings a wealth of knowledge and talent.
✓ City Council passed an ordinance codifying the CEAP goals. Ashland's young citizens were
fundamental in the passage of the ordinance.
✓ Established high level CEAP progress indicators, baselines, and targets.
✓ Reviewed and formalized Ashland's approach to incorporating equity considerations into CEAP
reporting.
For the upcoming meetings the CEAP Implementation Committee will be:
➢ Making recommendations for the formation and convening of a permanent City Advisory
Commission to provide guidance and oversight of plan implementation and future plan updates.
➢ Developing strategy and content for `Empower Ashland-,the public outreach campaign for the
CEAP.
We look forward to launching the Empower Ashland campaign in the coming months. Your significant
and sustained involvement is needed to achieve the climate goals our community has chosen, and we
need your help to get there. We will focus on ways to empower our community to learn more about the
goals and actions in the plan and to find ways to commit to action. A few features of the upcoming
outreach plan include:
• Creating an online presence for Empower Ashland, including a webpage and social media
campaign.
• Informational mailers for citizens to help citizens understand our climate plan and goals,
including locally appropriate pathways for household action. Major strategies (conservation, and
the electrification of home heating, cooling and transportation).
• Specialized education and information for key influencer groups.
• Public presentations on the climate plan, roundtable discussions, and special events that
promote climate action.
The Empower Ashland education campaign is still in the early stages and we will announce more about it
soon. In the meantime, here are a few ways that you will make a difference:
• Use City incentives to get a super-efficient heat pump that will keep your home comfortable
year round. While you're at it, sign up for a free home energy review.
(, . shI n . r................................................................................us............. c ns....it................................................................e)
• Consider getting an electric vehicle,they are FUN to drive and cost much less to operate. In
many cases this is the single biggest change the average household can make.
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• If you rent, ask your property manager if they have looked into energy upgrades;there are
financial incentives to help make rental projects possible.
• Get familiar with the Climate Plan. The full plan, as well as summaries and resources is available
on the city webpage. (, „„P: . sh1 n . r.us&lim t. I n)
• Get connected,get support. Join one of the many citizen climate action groups (see link
immediately above).
• Let your voice be heard! Speak up in our monthly CEAP II and City Council Meetings.
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We have committed to an immense task, but we have the tools that we need to stop carbon pollution.
Talk to your kids and neighbors about global warming. Acknowledge that your actions matter.There is
opportunity now,for each of us to invest time and energy in being an example of the change we want to
see.
An Outreach Strategy and Communication Plan for CEAP
(Ashland's Climate and Energy Action Plan)
1.0 Ashland's Climate and Energy Action Plan (CEAP)
The impacts of climate change will have tangible effects on public health and quality of life for
Ashland's residents and visitors. To minimize harmful impacts and play our part in curbing
global carbon pollution, the community of Ashland created a comprehensive Climate and Energy
Action Plan. This plan lays out a foundation for the City of Ashland to reduce its emissions and
improve its resilience to future impacts of climate change on its environment, infrastructure, and
people.
The Problem
Climate change is already affecting Ashland and the surrounding region, and its impacts are
projected to become more severe in the coming decades. In addition to the direct dangers of
wildfires, flooding, and extreme weather events made worse by climate change, secondary
effects of more extreme temperatures, snowpack declines, and wildfire smoke include health and
livelihood impacts to sensitive and exposed populations, heightened threats to species and
habitats, and consequences for local natural resources and economies such as agriculture,
outdoor recreation, and tourism.
In March, 2017, the City of Ashland adopted a comprehensive Climate and Energy Action Plan
(LEAP) with ambitious goals. Ashland has awell-informed, passionate citizenry that developed
the CEAP. There are still barriers to citizen action, such as lack of awareness of the plan,
information overload, uncertainty of which action to take, and lack of financial resources.
Significant and sustained public involvement is required for the CEAP to succeed. Many
Ashland residents are not aware that the community has adopted a Climate and Energy Action
Plan(LEAP), which puts the success of the plan at risk.
The Solution
Ashland households will learn about the climate plan, gain an understanding of household
emissions, and engage in direct action to reduce their emissions.
2.0 Audiences
The general audience for this campaign includes all residents of Ashland.
The targeted audiences for this campaign were selected by the CEAP Implementation committee
in May, 2018:
1. Local HVAC, plumbing, and general contractors
2. Ashland youth
3. Local car dealers
4. Ashland building owners
5. Campaign stakeholders (partial list in section 4.0)
Roles
The City of Ashland will develop the campaign, print materials as needed, and coordinate
outreach efforts, and serve as the central hub of information. City Departments, Committees, and
Commissions will provide additional support in delivering outreach. Community partners listed
in the "stakeholders" section below may also relay messaging.
3.0 Empower Ashland Outreach Strategy
Objectives for 2018-2019
Empower Ashland aims to catalyze one primary goal: significant and sustained public
involvement in local climate action. The measurable objectives to be met in the 2018-2019
calendar years are:
1. Establish an online presence for Empower Ashland, including a webpage and social
media campaign and use it to broadly engage residents. I""',I :i IIII:. III SIP,° .IiIi,IIie w:
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Use print and online media to engage all Ashland households and target audiences.
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3. Facilitate public events that educate residents and encourage engagement.
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Strategies and Actions
The following Strategies and Actions are suggested as a foundation for Empower Ashland, they
include the development of online resources, print media, public events, and community stories.
Strategy 1: Create an online presence for Empower Ashland.
Action 1.1. Create Empower Ashland webpage or website.
Desired Outcome Ashland community has access to and makes use of a centralized
information resource to learn about the climate plan. The website is
focused on education, taking-action, and sharing community climate
stories. Messaging for target audiences is also incorporated into the
website.
Audience Ashland-wide population, incorporating primary and secondary
messaging as outlined in the "Audiences" section below.
Timeline Website online Fall, 2018
Channel New, standalone website
Lead/Group TBD, City of Ashland or sub-out
Progress City CEAP pages have been drafted. Empower specific website still
to be developed.
Metric Completion
Action ® Create and deliver an Empower Ashland Social Media Campaign.
Desired Outcome Educational social media campaign is focused on highlighting CEAP
and community goals, pathways to community action, inspiring
stories, and news. 3-4 posts per month result in consistent
engagement. Social media posts include content developed for
Empower Ashland, such as infographics and local news, as well as
relevant climate and other information related to CEAP.
Audience Ashland-wide population, incorporating primary and secondary
messaging as outlined in the "Audiences" section below.
Timeline Fall 2018-Fall 2019
Channel Preferred social media pathways. Potentially create new account for
CEAP or Conservation Division.
Lead/Group TBD, sub-out
Progress
Metric Post engagement, goal of 5,000 Oregon views in 2018-2019.
Strategy 2. Use printed and complimentary media to elevate public awareness of the CEAP.
Action ®1. Develop and distribute an informational Empower Ashland postcard or mailer.
Desired Outcome An informational postcard is developed and mailed to all Ashland
residents to educate those who may not normally be online.
Specifically, residents will be asked to:
1. Read the CEAP executive summary,
2. Evaluate their household carbon emissions
3. Identify actions that will reduce their emissions
4. Share their personal stories of Climate Action on the
Empower website (see Action 1.1 and Action 2.3).
Audience Ashland-wide population, incorporating primary and secondary
messaging as outlined in the "Audiences" section below.
Timeline Fall 2018
Channel Web, utility bill insert, events, through partner organizations, social
media
Lead/Group Develop: TBD, Distribute: City Staff Admin, Utility Billing
Progress
Metric Number of pieces mailed and distributed, goal= 5000
Action 2.2. Develop and distribute educational correspondence to target audiences.
Desired Outcome Educational correspondence is developed and delivered to targeted
audiences to help them understand their importance as key decision
points and influencers. Additional information may be included on
how to get involved and/or grow low-carbon customer base.
Audience Identified target audiences and secondary messaging, as listed below.
Timeline Winter 2018
Channel Direct engagement, LISPS
Lead/Group TBD
Progress
Metric Number of points of contact, goal= 30
Action 2.3. Identify and highlight community stories that demonstrate a range of possible
actions.
Desired Outcome Stories of community climate action are distributed through print and
online media to demonstrate a range of climate solutions and
highlight the actions of local climate champions and community
members.
Audience Ashland-wide population.
Timeline TBD
Channel Web, social media, print media, City-owned channels
Lead/Group TBD
Progress --
Metric Number of articles, goal= 6
Action 2.4 Coordinate, develop, and publish an article series that walks citizens through the
theory and practice of taking climate action in Ashland.
Desired Outcome A series of articles is published, helping residents understand the
practice and importance of taking climate action in Ashland.
Audience Ashland-wide population.
Timeline CY 2019
Channel Local newspapers
Lead/Group TBD
Progress --
Metric Number of articles completed. Goal= 1 article series (in 3-5 parts)
Strategy I Facilitate public actions that engage the community with the CEAP and encourage
community action.
Action ® .
Desired Outcomes Develop and deliver a presentation to explain the CEAP to general
audiences and aligned groups. Additional content developed to speak
to targeted audiences as needed. CEAP representatives are trained to
deliver presentation.
Audience Ashland-wide population, incorporating primary and secondary
messaging as outlined in the "Audiences" section below.
Timeline Develop
Channel Public meetings, online version after development.
Lead/Group City Staff/ CEAP committee members
Progress --
Metric Number of CEAP presentations. Goal of 12 in 2019
Action 3.2. Facilitate public events to increase engagement in community climate action.
Desired Outcome Facilitate special events, such as the NW Eco Challenge, a workshop
series, or presentation series to increase participation in community
climate action.
Audience Ashland-wide population.
Timeline Fall 2018, Fall 2019
Channel Social media, web
Lead/Group City Staff
Progress Not started
Metric Number of events/participants. Goal of 10 events in 2018-2019
Action 3.3. Facilitate meetings with local climate action groups to develop group strategy and
outreach.
Desired Outcome Local climate action groups meet to discuss group strategy for
engaging the public in climate action.
Audience Campaign stakeholder groups (partial list in section 4.0)
Timeline Fall 2018, Fall 2019
Channel Direct outreach
Lead/Group City-TBD
Progress Not started
Metric Number of events/participants. Goal of 4 meetings in 2018-2019
4.0 Communication Channels
City-Owned
• Online channels
o City website
o CEAP webpages
o Empower webpage (to be built)
o News releases
• Print channels
o City Source newsletter (Aug, Oct, Dec, Feb,April, Jun)
• Direct channels
o Targeted letter writing
o Public meetings /workshops
o Tabling events (4th of July, etc.)
• Public Meetings
Earned
• Campaign stakeholders
o Ashland Chamber of Commerce
o Ashland Climate Team
o Pachamama/Drawdown
o Southern Oregon Climate Action Now(SOCAN)
o Southern Oregon University(SOU)
o Oregon Shakespeare Festival (OSF)
o Ashland School District (ASD)
o Citizens Climate Lobby
o High School Climate Groups
• Media
o JPR
o Daily Tidings /Mail Tribune
o RVTV
o <Additional Rogue Valley Media>
Paid
• Marketing/social media consultant
• USPS direct mail
Other
• Public Meetings
• Media Interviews
5.0 Primary Messaging
The core message for this campaign is:
"Empower Ashland"
"Empower" is a suggestive action verb that conveys
1. giving (someone) the authority or power to do something.
2. making (someone) stronger and more confident, especially in controlling their life and
claiming their rights.
"Power" is embedded within the message and conveys complementary meaning:
1. the ability to do something or act in a particular way.
2. the capacity or ability to direct or influence the behavior of others or the course of events
3. physical strength and force exerted by something or someone.
4. energy that is produced by mechanical, electrical, or other means and used to operate a
device.
Secondary Messaging Concepts
Variants of the core message allow for a versatile communication campaign which can be
tailored for specific audiences. For example, outreach to key influencer groups could include the
following variants of"Empower Ashland":
1. "Empower Savings" - General contractors, HVAC, Rental property owners, Renters
2. "Empower Comfort" - Home owners, Realtors
3. "Empower Innovation" - Business owners
4. "Empower Your Future" - Local Youth
Additional message variants:
1. Empower People
2. Empower a Legacy
3. Empower Change
4. Empower Renewables
5. Empower Yourself/The facts
6. Ashland Empowers... efficient buildings/low carbon transportation/
6.0 Existing CEAP Communications:
1. GHG Inventory 2015
2. CEAP Plan, Exec Summary, and Action List 2017
3. CEAP Progress Report 2018
Appendix 1 — Sample Messages
Sample Message #1
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