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HomeMy WebLinkAbout2013.06.26 Conservation Commission Agenda Packet ASHLAND CONSERVATION COMMISSION A G E N D A 6:00=8:00pm — June 26, 2013 Community Development Building, Siskiyou Room 51 Winburn Way I. CALL TO ORDER II. APPROVAL OF MINUTES April, 2013 Regular meeting May, 2013 Regular meeting Sub-committee Meetings Fourth of July sub-committee—May 7,2013,June 4,2013 III. ANNOUNCEMENTS Next Regular Meeting: July 24, 2013 Upcoming Sub-committee meetings for July/August Sustainability sub-committee Other announcements from Commissioners IV. PUBLIC FORUM V. UNFINISHED BUSINESS A. Nomination and election of new Chair and Vice Chair VI. COUNCIL LIAISON REPORT VII. QUARTERLY LIAISON REPORTS A. SOU, Commissioner Beigel-Coryell VIII. NEW BUSINESS A. Fourth of July Planning—Commissioner Buck B. Sustainability Sub-committee report—Commissioner McGinnis C. Car Wash Kit Purchase—Commissioner Beam D. Storm Drain Pilot Project Memo to PW—Commissioner Beam E. Review of Goals and Assignments F. Future Agenda Item Requests XI. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Community Development office at 541-488-5305(TTY phone number is 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting(28 CFR 35.102-35.104 ADA Title1). CITY OF 0'A"'3"1 LiftA N 'D raa- CONSERVATION COMMISSION MINUTES 6:00pm-8:00pm—April 24,2013 Community Development Building 51 Winburn Way,Ashland,OR 97520 --- To be approved at the June 26, 2013 Commission. Meeting CALL TO ORDER Chairperson Beam called the meeting to order at 6:00pm. Attendees: Thomas Beam,Risa Buck,Stuart Corns,Marni Koopman,Jim McGinnis,Shel Silverberg and Mark Weir, Not present:Roxane Beigel-Coryell(Stuart Corns representing SOU).Jim Hartman,Cat Gould City Council Liaison:Rich Rosenthal Staff Representative:Adam Hanks APPROVAL OF MINUTES Chairperson Beam asked for approval of the minutes for March 20,2013. Commissioner Weir moved to approve the amended minutes for March 20,seconded by Commissioner Buck. Voice Vote:All Ayes. The motion passed with a unanimous vote. ANNOUNCEMENTS Commissioner Beam welcomed new Commissioner Shel Silverberg,who was appointed to fill the seat of David Runkle who completed his term and did not apply for re-appointment. Commissioner Silverberg gave the Commission a brief personal and career background. Commissioner Beam also welcomed the Commission's new Council Liaison,Rich Rosenthal. Councilor Rosenthal gave a brief background and stated his excitement for the topic and for future participation with the Commission The next Conservation Commission meeting would be held May 22,2013,Wednesday beginning at 6pm. PUBLIC FORUM Malena Marvin informed the Commission of her work with greywater systems and offered her assistance to be involved in the promotion and outreach of greywater systems for both water and energy conservation. Shawn Franks,representing SOU Students,described several SOU programs he felt the Commission might be interested in,including the plans for the Sustainability House and the project of installing a large scale sustainable garden/agriculture center on SOU lands on Walker Avenue near the Scienceworks campus. Franks also mentioned the water restoration project that would restore 80 million gallons of water per year to the Klamath Basin and offset much of the water consumption of the University. UNFINISHED BUSINESS A.Energy Summit Commissioner Koopman discussed that she wasn't sure how best the Commission could be involved but felt that the event fits with the Commission goals and would like to pursue involvement as the event details become more clear and defined. Commissioner McGinnis agreed and the Commission as a whole was in favor of Commissioner Koopman reporting back to the Commission as more details became available. B.2013 Goals Prioritization Commission Chair Beam described that he felt that each of the goal categories are priorities and that he wanted to be sure that each Commissioner felt that their issues were adequately represented and that there was a"champion"for each category and that strict prioritization wasn't necessary. NEW BUSINESS A.Earth Day Recap Commissioners discussed the Earth Day event and the success of their booth and the Conservationist of the Year awards ceremony and were generally pleased with the overall event. Former Commissioner Runkle was congratulated for his multi-year efforts in establishing and promoting the Conservationist of the Year program as well as for his time and efforts on the Commission over his term. B.Compost Class Assignment June 8—Tom Beam July 13—Mark Weir, Shel Silverberg August 17—Adam Hanks September 14—Jim McGinnis,Marni Koopman The Commission also discussed somehow including the AAUW Garden group in the compost events. Commissioner Buck agreed to follow up. C. Fourth of July Planning Commissioner Buck noted that the sub-committee is comprised of Commissioners Beam,Gould and Buck and welcomed Commissioner Silverberg to the group. Buck announced the next Fourth of July sub-committee meeting would be May 7 at Recology at 4:30. D. Solid Waste Working Group Update Commissioner Beam gave a brief update on the status of the work on developing a new solid waste franchise agreement and noted that a draft ordinance and resolution was being developed by staff for distribution to the group this week and that the working group and Recology would both be reviewing that draft then meeting together to work out final details. STAFF REPORTS/UPDATES Hanks suggested that the Commission goals be prioritized or matched up to leverage existing and proposed programs of the Conservation Division to further both the Commission and the Division's objectives and find the right role for each group in each of the Commission's goal categories. The Commission agreed and requested that Staff provide them with presentations/updates on the City's existing programs and plans for future changes/new program ideas so they can assist with promotion and outreach as well as work on some of their goals directly. Hanks updated the Commission on the Operational Sustainability Plan progress and noted that an SOU class was assisting with preparing an employee survey to get feedback on existing perceptions and implementation of sustainability practices as well as attitudes regarding sustainability and potential barriers to increased sustainable practices. The group would like to present their findings to the Sustainability sub-committee as part of the final for the class and would like to present on June 10 at 1:30 in the Siskiyou Room. The SOU class is also working on recycling benchmarking and green fleet evaluation and recommendation that will also be a part of the report and presentation. QUARTERLY LIAISON REPORTS Deferred to June Meeting COUNCIL LIAISON REPORTS Deferred OTHER BUSINESS FROM COMMISSIONERS NOT ON AGENDA Commissioner Weir asked that Staff provide a report on the Conservation Division budget for the FYI 3-15 biennium that was in the process of approval. ADJOURNMENT The meeting was adjourned at 8:00. Respectfully submitted by: Adam Hanks,Administration In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Community Development office at 541-488-5305(TTY phone number is 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting(28 CFR 35.102-35.104 ADA Title1). CITY OF A LiftA N 0 PrAli CONSERVATION COMMISSION MINUTES 6:00pm-8:00pm—May 22,2013 Community Development Building 51 Winburn Way,Ashland,OR 97520 --- To be approved at the June 26, 2013 Commission Meeting CALL TO ORDER Chairperson Beam called the meeting to order at 6:00pm. Attendees: Thomas Beam,Risa Buck,Stuart Corns,Jim McGinnis,Jim Hartman,Cat Gould,Shel Silverberg and Mark Weir, Not present:Marni Koopman,Roxane Beigel-Coryell(Stuart Corns representing SOU). City Council Liaison:Not present Staff Representative:Adam Hanks APPROVAL OF MINUTES Chairperson Beam announced that the April 24,2013 minutes will be presented for approval at the June meeting as well as the Fourth of July sub-committee minutes for May 7,2013. ANNOUNCEMENTS Commissioner McGinnis stated that he would send out an email to the Sustainability sub-committee to set a new regular time and schedule for the sub-committee meetings and report back with the results. The next Conservation Commission meeting would be held June26,2013,Wednesday beginning at 6pm. Commissioner Buck announced that the Fourth of July sub-committee meeting will be held on June 11 at 4:00 at Recology. Hanks announced that the Commission will need to nominate and elect new officers for 2013. The Commission discussed possible nominations and agreed to have the item placed on the next meeting agenda. PUBLIC FORUM UNFINISHED BUSINESS 2013 Goals Prioritization Commission Chair Beam described that he felt that each of the goal categories are priorities and that he wanted to be sure that each Commissioner felt that their issues were adequately represented and that there was a"champion"for each category and that strict prioritization wasn't necessary. The Commission also discussed the future of the Water sub-committee with Commissioner Weir informing the group that he would be unable to give it the time and attention he felt it needed due to his non-Commission related time commitments and hoped that another Commissioner would be able to step in to fill his leadership role. The Commission agreed to discuss this further at a future date. The Commission discussed their interest in additional water sub-committee related work,specifically the car wash storm drain issue that had already been in the works. The Commission discussed various options for improving the water quality aspect of public fundraising type car washes,including coupons,regulatory requirements(banning/enforcement). Commissioner Weir then made a motion to approve the use of up to$850 to purchase a car wash storm drain kit similar to the one currently being borrowed from Rogue Valley Council of Governments that the Public Works Department provides to people doing car washes in Ashland as well as a sign that the group can use at the car wash describing the car wash as"green"or something similar to recognize the efforts being made. The motion was seconded by Gould and approved unanimously. NEW BUSINESS A. Fourth of July Planning Commissioner Buck described the plans for the event beginning with the tractor/trailer containing recycle bins as a float that then turns into a collection station on the plaza. Buck mentioned that the Chamber is providing banners for the trailer float and Commissioners will have similar t-shirts as last year. Buck made a motion for approval to spend up to$100 from the Commission budget for t-shirt related expenses. Motion seconded by Gould, and approved unanimously. Buck announced the next Fourth of July sub-committee meeting would be May 7 at Recology at 4:30. B.Grey water follow-up discussion The Commission is interested in pursuing the establishment of an incentive from the City for the installation of greywater systems and discussed the potential for offering an incentive equivalent to the$95 permit fee. Hanks noted that greywater is listed in the 2012 Water Master Plan,but incentive payments were not suggested. Hanks explained some of the decision making and evaluation of the City's water conservation incentive programs including balancing incentives across the various program areas within budget constraints,which incentives provide the best"bang for the buck"in water savings,etc. Hanks suggested that Staff present an overview of the Water Conservation programs prior to the Commission making a formal recommendation and tentatively scheduled that presentation for the July meeting. C. Car Wash Kit Purchase The Commission discussed the future of the Water sub-committee with Commissioner Weir informing the group that he would be unable to give it the time and attention he felt it needed due to his non-Commission related time commitments and hoped that another Commissioner would be able to step in to fill his leadership role. The Commission agreed to discuss this further at a future date. The Commission discussed their interest in additional water sub-committee related work,specifically the car wash storm drain issue that had already been in the works. The Commission discussed various options for improving the water quality aspect of public fundraising type car washes,including coupons,regulatory requirements(banning/enforcement). Commissioner Weir then made a motion to approve the use of up to$850 to purchase a car wash storm drain kit similar to the one currently being borrowed from Rogue Valley Council of Governments that the Public Works Department provides to people doing car washes in Ashland as well as a sign that the group can use at the car wash describing the car wash as"green"or something similar to recognize the efforts being made. The motion was seconded by Gould and approved unanimously. D.Normal Master Plan Update Hanks mentioned that this was a request of Commissioner Koopman who wasn't able to attend this meeting so it may be worth discussing at a future meeting. Hanks mentioned that the Commission does not have a direct role in the land use development process of the City,but that policy level involvement and recommendation,such as with the Unified Land Use Code Update,project can be effective in setting the standards and requirements for future development. STAFF REPORT/UPDATE Hanks presented a powerpoint overview of the Conservation Division budget for the FY 13-15 biennium. Hanks described the general funding sources for each area,energy and solar programs funding comes from the Electric Fund and water conservation funding is from the Water Fund,managed by Public Works and noting that the Division has moved into the Administration Department. Hanks provided some statistics regarding water conservation over the past year and program plans for the upcoming year,including assistance to large irrigation customer to replace domestic water irrigation with TID. The presentation will be continued to the June meeting,due to adjournment. QUARTERLY LIAISON REPORTS Deferred to June Meeting COUNCIL LIAISON REPORTS Deferred OTHER BUSINESS FROM COMMISSIONERS NOT ON AGENDA ADJOURNMENT The meeting was adjourned at 8:00. Respectfully submitted by: Adam Hanks,Administration In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Community Development office at 541-488-5305(TTY phone number is 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting(28 CFR 35.102-35.104 ADA Title1). CITY Off" ' I PA LiftA N 0 raa- Conservation Commission 4t" of Jul subcommittee meeting May 7, 2013 Y g Y 170 Upper Oak 4:30pm Shel, Cat, Roxane, Tom and Risa were in attendance The group confirmed its participation in the 2013 4t" of July parade float before the Samba band. We will collect "recyclables" and have not determined whether we would also collect trash. We are not promoting trash collection. We see ourselves with an important and impossible task. As long as the parade stays pretty much the same---- most materials generated on the 4t" disposable drinking & eating utensils other single use "to go items", handouts during parade papers, books, candy, popsicles and much more will ALL become trash except for the papers, plastic water bottles and aluminum cans. Part of the problem stems from a lack of motivation by organizers because the costs for disposing of the trash generated that day has fallen on the local trash company. It has become a tradition for the last 37 plus years that Ashland Sanitary and now Recology pays the trash bill for this day. C.C. 4t" of July sub committee members expressed interest in exploring this with the Chamber and strategize how to shift the "garbage aspect" of the event. Risa said she would discuss this with Chamber 4t" of July planning committee. This year's event will be similar to last year with the tractor borrowed from Standing Stone, recycle carts pulled on low boy collecting "recyclables" with Conservation Commissioners walking and riding. Risa will ask Julie S. to borrow bullhorns. Cat G. will collect 10 xtra large t-shirts from freebox and we will re-printed "Ashland Where Green Becomes Mainstream" on them. Tom said we have enough smaller shirts from last year. We discussed buying or making a costume mascot to jazz up our float Oscar the Grouch or ? We decided to keep it simple. We hope to add at least 4 more people to participate on our float. Will ask for participation from other Conservation Commission, Conservation Division and ????? We see our main goal as EDUCATING the parade goers about waste prevention. The most powerful message would come in what we DON'T trash that day which is out of our hands. Handouts, To Go Cups, Food Vendor disposables We will set up next subcommittee planning mtg at the Conservation Commission mtg May 22nd. Respectfully submitted by R.Buck 5/8/13 Conservation Commission Fourth of July Subcommittee Planning Mtg 170 Upper Oak Street 4pm June 4, 2013 Shel, Roxane, and Tom were in attendance This year's float/collection station will be similar to last year including • Tractor (Standing Stone) and Low Boy (Ian Wessler) secured • The Conservation Commission float will be the 2nd to last spot in parade. Conservation Commissioners, family and friends will be on float and pushing commingle carts to collect recyclables • Participants will wear the "Ashland : Where Green Becomes Mainstream" t-shirts • The Chamber of Commerce will fabricate (2) banners to hang on either side of the low boy. They will be 10 feet long by 2-3 feet wide. (1) will say: " Don't Toss It — Re-Think It" I will see if there is room for a graphic after don't toss it (disposable cup) --- Re-Think It (durable mug) Banner (2) will say: "Use it up, wear it out, pass it on or do without" • We will borrow 2 bull horns from Julie Smitherman to shout positive participation to parade watchers • Afternoon volunteers will be Master Recyclers and additional volunteers from 4tn of July committee as needed (probably 4) • SOU collects the nickel deposits again this year (thanks Roxane) • There will be ( 2 ) WOW'S and water buffalo (Kelsey H. and T. Beam) • Participants will be on float or pushing carts — Marni, Roxane, Tom, Jim M., Shel, Cat are confirmed. Risa will invite Olivia Beam. Shel will invite his wife. Roxane is waiting to hear from ECOS students. Jim M. will dress up as "plastic bag man" and hang a sign that encourages recycling of plastic bags but NOT in commingle. Jim will be with another float and join us a.s.a.p. • Need confirmation from Mark, Julie S., Jim H., Rich R., Carol V. who may join us Respectfully submitted by Risa Buck Conservation Commission FY 2012-13 Working Cal e nnid e r 1/23 Regular Commisson Meeting Commissioner Attendance Review Staff Introduction/Discussion w/Dave Kanner-City Administrator Earth Day Planning Conservation Awards Planning Commission FY 13-14 Budget Request Discussion SOU Quarterly Report Beigel-Coryell Water Related Education/Outreach Community Event Planning 2/27 Regular Commisson Meeting Recology Quarterly Report Buck 3/27 Regular Commisson Meeting Conservation Awards Announcements Ashland School District Quarterly Report Hartman Compost Class Planning Buck 4/20 Earth Day 2013 Conservation Awards Presentation 4/24 Regular Commisson Meeting Eart Day Recap All SOU Quarterly Report Beigel-Coryell 5/18 Water Related Education/Outreach Community Event Weir (Actual Date T13D) 5/22 Regular Commisson Meeting Ashland School District Quarterly Report Hartman Conservation Division Energy Programs Update Staff Commission&Division Budget Update Staff 6/26 Regular Commisson Meeting Operational Sustainability Plan Update Staff SOU Quarterly Report Buck 7/24 Regular Commisson Meeting Plastic Round up-Prep/Planning Fourth of July Recap Solid Waste Franchise Agreement Update Beam Green Business Challenge Staff Commission&Division Budget Update Staff Conservation Division-Water Conservation Programs Staff Commission Budget Requests-Annual/Reoccuring Staff 8/28 Regular Commisson Meeting Community Outreach-Energy Conservation Silverberg School District Quarterly Report Hartman Ashland Green&Solar Tour Update Staff Unified Land Use Code Project Update Staff 9/25 Regular Commisson Meeting Compost Class Recap 10/23 Regular Commisson Meeting 11/20 Regular Commisson Meeting 12/18 Regular Commisson Meeting Page 1 of 2 6/21/2013 0 O O O � � LO LO Ltd Lid LO LO LO LO LO LO Ln 0' V O LO Ln LO O CC) C4 CD (D � C4 � � � � C4 � 0 1` O M M 00 N 1` 4') CD CD CO CY) CM M M M 00 L m � 47 M 00 O O O 4) O 0) ;1- d) 0) t O Co 00 E 00 1` O Lid LO � N O O 00 00 1` ti O LO LO O CO M m C`M M M M M CIO C'7 N � � � � � � � � 64)} # . 1` O O O a) O (D CD CD °p CD CD O p p O p 0 M CD 00 0 = p V 0 0-) Lo M O O p � 0 0 p p 0 Lo 0 r p 0 0 ° m � O O � O O CD CD LO � O Ln 00 � °O LO a co O 0. O += O (n (n N V N p cn � O W L Ca ca Ca Ca O 0= > m ° ° U Q Q Q Q U) a o L cn Q -- o 0 0 0 `n v a) a) ca ' cn o o W o >E � o r M cn O N O O O O O ca > W 4.a U p ca cn cn cn cn z Cn tC U -E CM O O O O O y ' E � z ono O z 1 0 0 0 U as O U O O O (n � '— U- 13 U U O v .� E o � ° U r GO E . 00 o w a v H m H Cl co O �, ° a }, O — o E ca E � O L co �, L >' M O N c p o o O i 0 O_ O_ � — O_ 0 O W 0� Co CID � U � � L � � W co Q � o U) () > m U -005 o om CD N N N N NCY) (N N M M M M M co M M M 4'a O CV LO N Nt O \ N � ti 00 LO 0)N N N N N N CITY F L-1 'N' D ,AS " LA erno DATE: June 26, 2013 TO: Mike Faught, Public Works Director FROM: Conservation Commission Tom Beam, Chair RE: Pilot Storm Drain Filter Project As you are aware, the Conservation Commission has been involved in the storm drain inlet marking program and continue to be interested in assisting the City and the community in storm drain water quality programs and projects. The Commission's water sub-committee, with the support of the full Commission, would like to propose a pilot project to further promote and bring awareness to the importance of keeping storm water run-off and storm drains safe from all foreign material. The initial concept is to select three to six storm drain inlets/boxes that would be "adopted", preferably by a nearby downtown business, to be outfitted with a filter kit and monitored at regular intervals. Monitoring would include data collection, photographing and possibly collecting of materials for future educational display that is captured by the filter and prevented from travelling further into the storm drain system. At the completion of the prescribed monitoring period, the businesses and the Commission would work with City staff to display the information and a sampling of materials gathered at Earth Day and possibly other community locations to educate the community on the impact the storm drain system can have on the community's natural waterways and how we can all collectively work to mitigate the negative impacts. The Commission is interested in partnering with the appropriate staff from the Public Works Department to develop the pilot program details, costs and timeline and would also be willing to take on the task of identifying potential businesses to adopt the drains. Please advise the Commission of the best way to proceed in creating what is intended to be a great way to educate the community in a very hands on way.