HomeMy WebLinkAbout2020.08.13 Climate Policy Minutes Minutes for the Climate Policy Commission
August 18, 2020
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MINUTES FOR THE CLIMATE POLICY COMMISSION
Thursday, August 13, 2020
Held Electronically
1. Call to Order (0:00)
Vice Chair Rick Barth called the meeting to order at 4:05 p.m. Commissioners Julian Bell,
Zander Huston, Bob Kaplan, Ray Mallette, Gary Shaff, Les Stone, and Jeff Wyatt were present.
Staff liaison Stu Green was also present. Commissioner Chris Brown and Council liaison Tonya
Graham were absent.
2. Consent Agenda (0:14)
Barth asked for comments on or approval of the consent agenda. Shaff suggested that the Letter
to Downtown Revitalization Citizens' Advisory Committee (CAC)not be approved since that
committee is not currently meeting. Since more discussion was wanted, Barth moved this item
off the consent agenda.
2.1. February 13, 2020 Minutes
2.2. Process for Requesting Agenda Items for Other Advisory Bodies
2.3. Letter to Downtown Revitalization CAC
Bell/Stone moved/seconded to approve the consent agenda with the removal of the letter to the
Revitalization Committee. Further discussion: none. All ayes. Motion passed unanimouslX.
3. Announcements (6:27)
3.1. Next Meeting: September 10, 2020
3.2. Commission Membership Changes & Open Student Position (6:33)
Barth welcomed both Kaplan and Wyatt to the Commission. He also announced that there is still
a vacant position for a University student. Green stated that Caden Gallagher who was viewing
the meeting was interested in the open student position.
3.3. Chair and Vice-Chair Election Next Meeting (7:40)
Barth announced that this would be on the next meeting's agenda and asked the Commissioner's
to consider it for next time.
3.4. Staff Update (8:34)
3.4.1. Subcommittee Requirements (9:00)
Green announced that because of Public Meeting Law and staff capacity the Subcommittees are
no longer able to meet. He suggested that individual assignments be made and brought back to
the regular Commission meetings for review and approval Kaplan asked if an online document
could be utilized to amongst the current Subcommittees to continue collaboration between the
Subcommittee members. Barth stated that he had mentioned this idea to Administration and
Legal, but has not received a response. Staff stated that they would follow up with both
departments on this. Barth stated that projects the Subcommittees were working on will stay to
help outline individual projects and it would be helpful to have a tracking sheet for each.
3.4.2. USDA Energy Retrofit Loan (17:40)
Green announced that the City was awarded(pending Council acceptance) a$50,000 grant from
the Bonneville Environmental Foundation(BEF)to increase access to electric vehicles (EV)
including e-bikes. Green also sent a letter of interest to the United States Department of
Agriculture (USDA) regarding the Rural Energy Savings Program (RESP). The letter outlines a
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August 18, 2020
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comprehensive building energy retrofit program for Ashland where residents could borrow
money for retrofit projects that meet an approved set of measures and pay back the balance on
their utility bill. The loan amount requested was $10 million and staff will design the program if
the loan is granted.
3.5. Other Announcements from Commissioners (19:12)
3.5.1. City Status (20:45)
Tonya Graham arrived at 4:26 p.m.
Barth allowed Graham to take over as Chair of the meeting. Graham spoke to Council actions,
such as, the COVID-19 Emergency Declaration, the upcoming election, and possible strategic
planning for the Fall which would look into detailing the value services in preparation for next
year's budget process.
3.5.2. Water Master Plan Progress (23:30)
Graham stated that Council did pass the Water Master Plan on August 4. Graham gave thanks to
Mallette and the Utility Subcommittee as their comments, approved by the Commission, were
incorporated in the document. Mallette gave a brief overview the plan and stated he would like to
see more details on how the Water Treatment Plant would minimize GHG emissions. Graham
said Council did direct staff to work on this project with the Institute for Sustainable
Infrastructures program with specific guidance to reduce emissions.
3.5.3. California All Electric Building Regulations (26:56)
Barth stated the article included in the packet was an interesting model for the Commission to
consider.
3.5.4. Conservation and Climate Outreach Commission Joint Meeting (27:35)
Graham reminded the Commission that last Spring they were planning on meeting with the
Conservation and Climate Outreach Commission (CCOC) about the Climate and Energy Action
Plan(CEAP) update. Due to the COVID-19 pandemic restrictions and shutdowns, this was
unable to happen. Now the Chairs and Vice Chairs of each Commission will meet and both
Commissions will participate in an informal meet and greet in September.
3.6. Reports from Representatives of Other Commissions
No members from other Commissions were present.
4. Public Forum (29:08)
No written testimony from the public was submitted for this meeting.
5. Old Business (29:30)
Barth informed Graham that he had moved the agenda item 2.3 Letter to Downtown
Revitalization CAC to the beginning of Old Business.
The Commission returned to agenda item 2.3 Letter to Downtown Revitalization CAC. Kaplan's
view was to approve the letter and only send it when the Committee starts meeting again. Shaff s
initial concern was if the Committee's funding and subsequent project had been cancelled. Shaff
also wanted to ensure that the letter did not seem outdated since it was based on the approach of
the Committee from early Spring or that the Commission would not continually monitor the
project. Mallette stated that if the letter is sent now the Downtown Revitalize Committee could
respond with a request for more feedback. Shaff was open to approving the letter as long as it
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August 18, 2020
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was continually monitored. Kaplan/Shaff moved/seconded to approve the item and send it to the
Downtown Revitalization Committee with a cc to the Transportation Commission and continue
to monitor the item as a Commission to update the view as things change. Further discussion:
none. All ayes. Motion passed unanimously.
5.1. Decision: Recommendations to Council (3 6:3 5)
Graham stated that the recommendations to Council were included in the Meeting Preparation
Memo. The question to answer is what items should be brought forward at this time to Council
given the COVID-19 emergency declaration and staff and financial restraints. Four
recommendations were listed in the memo:
• Direct staff to collaborate with CPC to develop a comprehensive electric and gas utility
plan with planning starting November 1.
Mallette asked if this plan would be incorporated into the Comprehensive Plan. Graham stated
that after meeting previously with the Electric Utility Director the document would be separate
and designed to help the Electric Utility with long term planning linked to LEAP goals. The gas
portion of the plan would outline goals, such as reducing gas use in the community, the
Commission wants to meet. Bell asked about incorporating CEAP and the electric and gas utility
plan into the Comprehensive Plan in general. Graham asked Green to consult with the Planning
Division for the schedule of revising the elements of the Comprehensive Plan. Barth stated that
this was not meant to be exclusive; CPC would be a part of the Comprehensive Plan updates as
well as help the Electric Utility develop a master plan.
Shaff clarified that the two distinct things they are asking Council for are extending the update of
CEAP and for that to be included in the Comprehensive Plan and a separate Electric and Gas
Utility Master Plan. Graham asked if the current recommendation list was fine or did it need to
incorporate the Comprehensive Plan updates too. Shaff stated that they should incorporate in the
extension of the CEAP update request that the update should be a part of the Comprehensive
Plan.
• Direct staff in collaboration with the Climate Policy and Conservation and Climate
Outreach Commissions to develop an outreach and engagement campaign for CEAP.
Green announced that he was able to hire an Americorp intern to start in early September to help
with outreach for CEAP. Graham stated that this point previously was to create a comprehensive
website for CEAP. Due to financial resources not readily available for a website update, the
Commission decided to leave this item off the recommendation list.
• Direct staff to build on existing internal climate education efforts for an annual staff
training by June 30, 2021.
Specific details on who would lead and how the training would be implemented were questioned.
Graham stated that those details would be determined later by staff. With concern about how the
training would be implemented, Mallette asked that the term "science based"be added before
climate education in the bullet point.
• Prioritize CEAP and Climate knowledge in hiring management positions.
Shaff questioned if they should leave "prioritize". Mallette suggested using "incorporate" instead
and asked if this was already being incorporated. Graham said yes but wanted to make this a
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August 18, 2020
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standard practice moving forward. Bell and Stone wanted"prioritize" left in. Graham suggested
leaving "prioritize" in and have this item as a desired qualification.
Graham asked if anyone wanted to make a motion keeping in mind that her and Barth would
have some wordsmithing to do before presenting it to Council. Bell/Kaplan moved/seconded to
gpprove the recommendations to Council as written by Councilor Graham including edits and
amendments based on the current CPC meeting. Further discussion: none. All ayes. Motion
passed unanimously.
5.2. Decision: Defer updating CEAP for one year (1:03:45)
Graham stated that CEAP will be incorporated in the Comprehensive Plan as earlier suggested.
Mallette asked what major changes to CEAP needs to occur. Green stated that the Commission is
charged with making that decision, but he would like to see a simplified strategy, resources
allocated, and including adaptation and resiliency in the plan. Green also mentioned that an up to
one-year update would be preferred if CEAP is intended to be incorporated into the
Comprehensive Plan as those updates plan include public engagement that typically takes 12 to
18 months to complete.
Bell suggested a shorter version of creating a two-page amendment to the plan with reference to
Portland's Climate Energy Plan and other specific updates wanted to go in the plan that could be
done. Mallette wanted more discussion on what the Commission wanted to do for the update
versus deciding on an amendment at this meeting. Shaff suggested focus on initiating the process
and involving the Planning Division and avoiding creating a specific plan in the next six months.
Graham stated the need for a formal extension since the Ordinance states an update is required in
September 2020. Bell suggested a three-month extension instead of a year. Green stated that
three months would not be enough time to plan and make updates as needed. Bell moved to
formally request an extension for the deadline to complete a rewrite of the Climate Energy
Action Plan for nine months. Due to a lack of second the motion died.
Shaff/Bell moved/seconded to request the Council to allow the Commission to endeavor to
update the Climate and Energy Action Plan over the course of the next year working with the
Planning Department. Further discussion: none. All ayes. Motion passed unanimously. Graham
asked that the next meeting agenda include a schedule of the Comprehensive Plan elements
update.
6. New Business (1:14:44)
6.1. Commission Structure and Operation
Graham reiterated the Subcommittees will not able to meet due to staff and technology capacity.
Instead projects will be identified for individuals to work on and bring back to the full
Commission for review and approval.
6.2. Decision regarding focus of Commission's work going forward (1:18:15)
Graham explained the focus areas for the next 12 to 16 months were planning processes and
electrification. Green spoke to the programmatic element of electrification including EVs and
building retrofits. The new focus areas include: the planning process for the Administration
members, plan input by the Utility members, and electrification by the Built Environment
members. Shaff wanted to emphasize emission reductions in addition to electrification as the
Built Environment members had made progress on increasing biking and walking as modes of
transportation. Graham stated that the goal was to put a heavier focus on electrification programs
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August 18, 2020
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while still being able to work on projects like the bicycle network as needed. Shaff and Bell had
concern that the work done on the bicycle network expansion would not be prioritized. Graham
stated that this could also fall under the planning processes section as that would also cover
updates to transportation.
Mallette/Wyatt moved/seconded the CPC accepts the recommendations, the three bullets, as
noted in the meeting agenda item for the work to cover the next 12 to 16 months. Further
discussion: Mallette asked when the Commission would be able to discuss this in further detail
and it was decided to have it on next month. All ayes. Motion passed unanimously. Graham
asked for volunteers to work with Stu on a listing of electrification elements. Kaplan, Wyatt, and
Stone volunteered and since Kaplan was first he was selected. Mallette also volunteered to work
on the Comprehensive Plan with Green and look into funding for a future climate study.
6.3. Subcommittee Business (1:43:13)
6.3.1. Utilities
6.3.1.1. Appointment of Jeff Wyatt to the Utility Subcommittee (11:43:30)
Kaplan/Mallette moved/seconded to appoint Jeff Wyatt to the Utility Subcommittee. Further
discussion: Mallette welcomed Wyatt and Wyatt said he is looking forward to working with the
Commission. All ayes. Motion passed unanimously.
6.3.1.2. Approval of Electric and Gas Utility Representatives Invite and Outline
(1:44:25)
Barth stated that this item was scheduled for the March meeting that was cancelled. The item
would invite representatives from the Electric Utility and the Natural Gas Utility to future
Commission meetings and create an outline for discussion. Kaplan/Stone moved/seconded to
approve to send out that invitation and move that outline forward. Further discussion: none. All
ayes. Motion passed unanimously. Green asked for clarification of when would be preferred
meetings for the representatives to come. The Commission expressed that the September and
October meetings would work.
6.3.1.3. Governor's Executive Order 20-04 Analysis (1:47:07)
Wyatt gave an overview of Executive Order 20-04 which directs certain State agencies to reduce
emissions and mitigate the effects of climate change. He also looked into the responses from the
agencies and stated the Building Codes Division and the Public Utilities Commission both gave
updates on their current progress and stated they could meet these goals without specifics on how
to do so. Barth wanted to continue tracking this progress at the State level and nominated Wyatt
to do so. Wyatt agreed to track this progress and bring back regular updates to the Commission.
Green stated he would also connect Wyatt with Zero Energy Ready Oregon a group currently
lobbying the Building Code Division.
6.3.1.4. Master Planning
Since this item was discussed in 6.2. Decision regarding focus of Commission's work going
forward the Commission did not discuss it here.
6.3.1.5. On Bill Energy Financing (1:55:02)
Graham asked to move this item to the next meeting, but due to time at the end of the meeting it
was discussed after agenda item 6.3.3.2. Commission - Council Interaction Process.
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63.2. Built Environment (1:55:25)
6.3.2.1. Appointment of Bob Kaplan to the Built Environment Subcommittee
Shaff/Bell moved seconded to anoint Kaplan to the Built Environment Subcommittee. Further
discussion: none. All ayes. Motion passed unanimously.
6.3.2.2. Building Decarbonization(1:56:25)
Barth mentioned the article from the Rocky Mountain Institute (RMI) attached to the agenda
which would need to be tracked at the State level with some items done on the local level.
Graham stated that Kaplan's assignment to bring back a list of electrification elements aligns
with this item.
6.3.2.3. PV Ready Requirements (1:57:38)
Barth stated that local developer, Mark Knox, came to the February meeting and asked the
Commission to push for mandating solar ready roofs. This would include requiring new
construction roofs to be south facing and have sections of the roof without any obstructions that
would prevent solar panels installed. Bell volunteered for this assignment.
6.3.3. Administrative/Planning (1:59:16)
6.3.3.1. Annual Report to Council
• CPC work to date
• Proposed CPC one-year work plan
• Request for quarterly CPC Council meeting
• Request for one-year delay of CEAP update
• Recommendations to Council
Graham announced the items listed above would be presented as the annual report to Council on
September 1. Barth would present, but others are welcomed to join. Stone and Bell volunteered
to help present. Barth suggested that Bell be chosen since he is on the Built Environment
Subcommittee which Barth is not on.
6.3.3.2. Commission- Council Interaction Process (2:03:45)
Graham followed up on March Study Session on how Council wants CPC to interact with them.
Barth stated that he received some changes from Bell on the PowerPoint for this discussion and
will work with Bell on incorporating those changes into the presentation. Some discussion
surrounded if this would be presented along with the annual report on September 1. Barth stated
that there was not enough time to finish it by then although they would still request to meet with
Council quarterly. This would be brought back to the full Commission when ready for approval
in September or October.
Bell left at 6:14 p.m.
(2:09:25) With extra time agenda item 6.3.1.5. On Bill Energy Financing was revisited. Green
stated that owning an Electric Utility allows the City to loan out money and recollect it on utility
bills. Currently, there are zero interest loans available in small amounts for residents. He is
hoping to get funding from the USDA to help expand this program or design a new one. Kaplan
suggested Green work with the Finance Department on utilizing on bill financing for climate
home improvement projects contingent on receiving USDA funding.
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August 18, 2020
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7. Wrap Up (2:15:05)
Huston stated he will be taking a gap year to work then attend Willamette University in Fall
2021. He also stated that there is another high school student interested in the role on the
Commission, so he will be stepping down.
Mallette asked about the Chair and Vice Chair continuing their roles for another year. Graham
stated that her appointment was specific to one year and she will go back to her liaison role after.
Stone announced that Southern Oregon Climate Action Now (SOCAN) conducted a survey in
June and July asking residents about their experiences with the pandemic, climate change and
their local economy. She stated that one third of the respondents were not aware of Ashland's
Climate and Energy Action Plan. Stone asked if the Commissioners were interested in receiving
the survey report which will be available next week or to arrange a meeting in the future.
Graham stated that Stone should send the report to the whole Commission when available.
Graham asked for a review of the tasks assigned at the meeting. Staff will send out the list from
the meeting notes the next day. Chair Tonya Graham adjourned the meeting at 6:27 p.m.
Respectfully Submitted,
Elizabeth Taylor