HomeMy WebLinkAbout2018.09.20 CEAP Implementation Agenda Packet CITY Of
ASHLAIVD
ad hoc CLIMATE AND ENERGY ACTION PLAN IMPLEMENTATION COMMITTEE
Thursday, Sept 20, 2018 15:00 PM—7:00 PM
Siskiyou Room, 51 Winburn Way
Meeting Goal
❑ Review and Give Input on long term structure and format for citizen advisory role in CEAP implementation
Meeting Agenda
I. CALL TO ORDER: 5:00 pm, Siskiyou Room, 51 Winburn Way
II. ANNOUNCEMENTS (5:00-5:05)
a. ASSIGN roles for timekeeper and action item keeper
III. CONSENT AGENDA(5:05-5:10)
a. APPROVE meeting minutes from Aug 16, 2018
IV. PUBLIC FORUM (5:10-5:20)
a. RECEIVE Public Forum input
V. NEW BUSINESS (5:20-6:30)
a. REVIEW comments and questions from CEAP 1 commission recommendations
b. REVIEW and GIVE INPUT on potential configurations for future CEAP commission
Goal: Identify key functions of future advisory CEAP group. Based on committee input, Staff will
develop revised recommended ordinances for the CEAP committee to review at a future meeting.
Possible formats (Staff will prepare slides to aid discussion of possibilities)
• CEAP 1 ad hoc recommendations as written
• Upstream/Downstream actions
• Mitigation/Adaptation actions
• Other considerations
VI. OLD BUSINESS (6:30-6:40)
a. Form for Social Media suggestions
b. Form for Community Story nominations
c. Committee homework
'CITY Of
ASHLAIVD
VII. INFORMATIONAL ITEMS (if time allows)
a. RECEIVE Updates relevant to CEAP implementation (Stu)
b. Update from stakeholder representatives (Forest Lands, Conservation, School District, others)
VIII. OPEN DISCUSSION (if time allows)
IX. FUTURE MEETINGS
a. ANNOUNCE next regular meeting is scheduled: Thursday, October 18, 2018
b. REVIEW schedule look ahead
Sept—Discussion of final Commission structure
Oct— Final recommendation of Commission structure
Nov—CEAP 2 Final report
X. 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 Energ Ay ction
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
August 17, 2018
Page 1 of 4
MINUTES FOR THE ad hoc CLIMATE & ENERGY ACTION PLAN
IMPLEMENTATION COMMITTEE
Thursday, August 17, 2018
Siskiyou Room, 51 Winburn Way
1. Call to Order
The ad hoc Climate & Energy Action Plan Implementation Committee meeting was called to order
at 5:09 p.m. by James McGinnis, who volunteered to serve as Chair in place of Chair and Vice Chair
being absent.
Committee members Rick Barth, Cindy Bernard, James McGinnis, Ben Scott, and Les Stone were
present. Staff members Stu Green and Adam Hanks were present. Committee members Pat Acklin,
Chris Brown, Shannon Downey, Jordan Ely, and Councilor Stef Seffinger was absent. McGinnis
called for volunteers for the timekeeper and action item keeper roles. Green volunteered as time
keeper and Bernard offered to be the action item keeper.
2. Approval of Minutes
Barth moved to approve the July 19, 2018 meeting minutes as written. Scott seconded the motion. A
vote was taken with all present members voting in favor of approving the previous meetings
minutes.
3. Public Forum Input
Louise Shawkat/870 Cambridge— spoke about water footprint calculators and encouraged the
committee to calculate their own water footprint. She gave materials outlining what online tool to
use for calculating water footprints. Shawkat also praised the City for hiring Julie Smitherman and
her work with water conservation. Shawkat stated that Ashland is currently six inches below the
normal precipitation at this time of year and this lack of water is being overshadowed by the smoke
situation. She let the committee know that once they calculate their water footprint to send the
results to her and she can compare these results to the average citizen of Ashland. Shawkat will
continue to educate the public about water footprints and conservation.
Huelz Gutcheon/2253 Highway 99—discussed his attending recent Council and other commission
meetings and still not seeing communication amongst the commissions and committees. He was
particularly concerned that the Planning Commission is not requiring EV charger wiring for new
constructions. Gutcheon was hoping that the CEAP 2 committee could communicate with the
Planning Commission and decide to assign the responsibility of who will monitor/enforce the wiring
on new constructions. Gutcheon mentioned the 10 x 20 ordinance and that citizens who supported
the ordinance that with signatures make up the majority of Ashland. Most of these citizens are
looking towards solar to meet the 10 by 20 goal. Gutcheon also stated that the CEAP website
updates looks great and suggested a website separate from the City website dedicated only to CEAP.
Minutes for the ad hoc Climate and Energy Action Plan Implementation Committee
August 17, 2018
Page 2 of 4
4. New Business
a. REVIEW commission recommendations from LEAP Planning Committee (aka CEAP 1)
Staff member Hanks presented CEAP Planning Committee's recommendations to Council and how
CEAP Implementation Committee (CEAP 2) can utilize them for the CEAP 2 council
recommendation. Items presented included:
• Scope and charge of commissions including possible long-term restructure of commissions
which could increase community involvement and decrease overlap between commissions
• Previous commission restructure discussions and presentations
• CEAP 1 ordinance and recommendation as a starting point for LEAP 2's recommendation
• CEAP 2 tasks of finalizing tasks and making final recommendation to Council
Hanks will send Municipal Code Chapter 2 outlining why ad hoc committees are not allowed to have
sub-committees. It was decided to keep the CEAP 2 final recommendation to Council discussion on
future meeting agendas to help with forming CEAP 2's final recommendation and possible
ordinance to Council. Green will start the draft ordinance for CEAP 2 and send to committee
members for general comments to be discussed at the next meeting.
5. Old Business
a. APPROVE Sneak Preview Article
McGinnis rewrote the Sneak Preview article based on the discussion from the previous meeting.
Green on behalf of absent member Ely recommended changing the phrase global heating to climate
change. Stone moved to approve the article with the minor recommended change of replacing global
heating to climate change. The motion received a second from Bernard. The motion passed with all
in favor. McGinnis will send out the final draft of article to the committee.
b. RECEIVE staff update on Empower Ashland campaign and GIVE INPUT as appropriate
Green updated the Empower Ashland campaign draft from the discussion from the previous meeting.
The main change was an addition of Action 3.3 outlining outreach to other community groups to
help promote the Climate Energy and Action Plan. Green would like to move forward with the plan,
so staff can start implementing parts that require external work. Barth moved to go forward with the
plan with Stone seconding the motion. Green asked for clarification if the motion moves to approve
as written or if it needs to come back to the committee for approval. Barth clarified that the motion is
to approve the plan as a framework for the committee and staff moving forward. The motion passed
unanimously.
6. Task List
a. DISCUSS current action items (see last minutes)
The committee reviewed the previous meetings action items. Those action items were:
• Green will send out the presentation on commission structures to committee members.
Completed.
Minutes for the ad hoc Climate and Energy Action Plan Implementation Committee
August 17, 2018
Page 3 of 4
• 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.
McGinnis looked over Green's list in the Empower plan and was satisfied with the various
groups and volunteers listed.
• Acklin will help with background work on the committee structure and organization
Acklin was absent from this meeting and could not present her background work.
• Stone would like to present CEAP to different allied groups and the public.
Stone and Green attended the Drawdown Solutions hosted by Southern Oregon Pachamama
Alliance Community and presented CEAP 2 goals and outreach plans. Many attendees of the
event were aware and in support of CEAP 2's mission. Green made a presentation to the group
and will include the presentation in next meetings packet for the group to review and finalize.
This discussion led to the way the committee can showcase these partner groups in terms of
success stories. Green will build a form for social media suggestions and candidates for success
stories for the committee to add to and discuss at next meeting.
• Stone and Scott will assist Green in revising the Empower Ashland Plan draft.
Stone and Scott approved of Green's revises to the Empower Ashland Plan draft.
7. Informational Items
a. RECEIVE Updates relevant to CEAP implementation
Green discussed the Greenhouse Gas inventory update and the deadline to publish in March meaning
a draft would need to be prepared by the end of this year. Hanks stated that setting up audit trails
from the previous Greenhouse Gas inventory update will help with CEAP 2 to make this end of the
year deadline.
Green is compiling an activity summary for CEAP 2 to work on that will accompany the
committee's final recommendation for Council.
Green had a meeting with the City's Fleet Manager and stated that the Fleet Manager has been
productive in making electrification of the City fleet a priority. Hanks stated that the issue they are
currently having is the logistics of charging stations at City service centers. Currently, the City has a
small, but growing number of electric and hybrid vehicles, but plans on converting more when
vehicles need to be replaced.
Green presented the website dashboards and will send a link out for the committee. He is also
working on exploring software tools Empower. This could possibly be tools the City already uses
that can be expanded upon.
Scott brought up the discussion on community solar in relation to 10 by 20 and solar projects within
the City limits. Green stated that currently there are only two community solar projects, Pioneer I
and II, and there are no commercial projects. Barth commented that there has been a debate
concerning virtual net metering and its potential effects on the Imperatrice solar proposal that is at
the forefront of 10 by 20's mission.
McGinnis stated that the Ashland Climate Team has been getting together to discuss community
solar as well as Ashland Electric Vehicles. The Team is hoping to work with City staff on how to
incorporate the recent Hardesty property purchase in to this goal.
Minutes for the ad hoc Climate and Energy Action Plan Implementation Committee
August 17, 2018
Page 4 of 4
8. Future Meeting
McGinnis announced the next regular scheduled meeting will be Thursday, September 20, 2018.
McGinnis also read the future meeting look ahead:
• Sept—Discussion of final Commission structure, Empower follow-up as needed
• Oct—Final recommendation of Commission structure
• Nov—TBD, as needed
Some discussion was made as to the end date of the CEAP committee. Hanks stated that the Council
did not give a set time for CEAP 2 to end, but once the final recommendation is made to Council
CEAP 2 will be disbanded.
9. Adjournment
McGinnis officially adjourned the meeting at 7 p.m.
Action Items
• Hanks will send Municipal Code Chapter 2 preventing from ad hoc committees having sub-
committees to committee.
• Green will build a form for the committee to submit comments on the CEAP 1 commission
recommendations.
• McGinnis will send out the final draft of Sneak Preview article to the committee.
• Green will include CEAP presentation designed to present to outreach groups in next
meetings packet.
• Green will build a form for social media suggestions and candidates for success stories for
the committee to add to and discuss at next meeting.
• Green will send a link to the website dashboards to the committee.
Respectfully submitted,
Elizabeth Taylor, Executive Assistant
................��� � C
������~��~��� I ����������������~���� - Q est~aris and Cori-ir-nen-ts -f'011"TTI
far-" CEAP 2
On June 19., 2017 the ad hoc CEAP Planning committee (CEAP 1)forwarded recommendations to City
Council for the formation of a permanent Climate and Energy Action Commission. City Council opted to
form a second ad hoc committee, CEAP Implementation Committe, partly because of unresolved scope
overlap with the Conservation Commission. (Scope of commissions may not overlap.)
Link to June l9, 2Ol7packet:
Part of the CEAP2 charge isto "revievv provide input, and make recommendations on... Long term
structure and format for citizen advisory role in Climate and Energy Action Plan implementation".At the
CEAP 2 meeting on August 16, 2018,the committee agreed that picking up where CEAP 1 left off would
bean adequate place to start the conversation.
Below is CEAP 1's proposed ordinance creating the Climate and Energy Action Commission. Please read
each section and write your questions and comments in the space below. We will got through this
proposed ordinance at the September meeting, along with your questions and comments.
2.2-�.����� __ �U��������
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,
asvve|| as recommending updates and modifications to the Climate and Energy Action Man (CEAP)
document.
I jr��pose _ (."I(jest~ons / Camrnen�s
sounds good as is
| think this ongoing oversight and involvement is critical
�~�-�~��� 0 -- E�'S`t,���U'�������� -- ����rn�����s h
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The Commission shall reflect and represent a wide range of community interests and perspectives,
including environmental, energy efficiency, renewable energy, academic and business, |ovv income,
equity, and health, communities of color and elderly.The Commission shall consist of nine (9)voting
members, including at least one (l) of whom shall be 35'years'o|d or younger at the time of
appointment and one (1) of whom shall be 25'years'o|d or younger at the time of appointment. Eight(8)
of the members shall reside within the City, and one (l) may be an at large member living within the
Ashland urban growth boundary. One (l) Mayor orCity Councilor and one (l) 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.
M e m[') r-s h i
ID Q U e st i�o n s / C o rn rn e�n",t s
sounds good as is
The mix looks good to me.
2.27.020 ...... I)owers ar i d 1'.) j t-.,i e s
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.
-ties ..... Cluestions / C
I lowers arid Dur ,,o rn m e n t s
A-E sound good as is; F seems a restatement of both D and the obvious so not sure why it is needed; G
is so expansive not sure what it means; what does G require commission to do that isn't implied by A-E?
There needs to be explicit emphasis on working with other standing commissions.
I" lease I
~st a����~t~���a U Q� mE S t~���� � �~�����0����� ����U��Vy
one way to resolve the overlap between the conservation and CEAP commissions is to primarily charge
the CEAP commission with measurement and mitigation and the conservation commission with
adaptation; referencing conservation commission powers and duties: water conservation, recycling, solid
waste issues and other resource conservation ioouao remain ��h conservation oommiooion'. electric
conservation and new power resource decisions move toCEAP commission; not sure what renewable
resource decisions means; citizen education would be split between GHG reduction and resource
conservation
This looks wonderful, Stu. | don't know if it would be appropriate, but | would love to oaa something
related to budget appropriations involved in this. CEAP1 did not have the information necessary to co||
out the budgetary naed, but we all know it is there. The City will make limited progress on this plan
without 1) incurring additional debt, or2) reducing |ova|o of service elsewhere to offset now expenditures
on this effort. | would hate to see o permanent commission start with its hands tied behind its back.
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