HomeMy WebLinkAbout2015.06.24 Conservation Commission Agenda Packet ASHLAND CONSERVATION COMMISSION
Meeting Agenda
June 24, 2015
Community Development Building, Siskiyou Room
51 Winburn Way
1. Call to Order
2. Consent Agenda/Reports
2.1. Minutes May 27, 2015 Commission meeting
3. Announcements (10 min)
3.1. Welcome New Commissioner Cara Cruickshank
3.2. Next Regular Meeting: July 22, 2015
3.3. Upcoming Sub-committee meetings
• Climate/Energy—July 1 st, July 15th
3.4. Other Announcements from Commissioners
4. Public Forum(10 min to be evenly divided by public wishing to speak)
5. Reports / Presentations/Updates (20 min)
5.1. Council - Councilor Rosenthal (5 min)
5.2. City Conservation & Operations—Hanks (5 min)
5.3. Fourth of July Update (5 min)
5.4. SOU— Quarterly Update(5 min)
6. Old Business (30 min)
6.1 Commission Monthly Column in Sneak Preview (5 min)
a. July— SOU Sustainability/Conservation on campus—Biegel-Coryell
b. August— School District Conservation—Hartman
c. September—Leaf Removal/Storm drains—Bucl�Hanks
d. October—Climate/Energy Plan- Koopman
e. November—Energy Efficiency/Weatherization- Hanks
6.2 Climate/Energy Presentation/Council—Re-cap &Next Steps (15 min)
6.3 Carbon Pricing— Council Request Recap (10 min)
7. New Business (10 min)
7.1 Leaf Blowers /Air Quality—Citizen request - (10 min)
8. Wrap Up
8.1 Calendar/Budget Review - Items to be added to next agenda
8.2 Adj ournment(8 PM)
C I T
Minutes for the Conservation Commission
May 27,2015
Page 1 of 4
MINUTES FOR THE ASHLAND CONSERVATION COMMISSION
Wednesday, May 27, 2015
Siskiyou Room, 51 Winburn Way
1. Call to Order
Roxanne Beigel-Coryell called the meeting to order at 6:00 p.m. in the Siskiyou Room.
Commissioners Bryan Sohl, Jim Hartman, Risa Buck, Marni Koopman, Mark Weir, and
Councilor Rich Rosenthal were present. Staff members Adam Hanks and Julie Smitherman were
in attendance. Commissioners Jim McGinnis and Shel Silverberg were absent.
2. Consent Agenda
Weir/Koopman m/s to approve the minutes of April 29, 2015, as presented. Voice vote: All
ayes. Motion passes.
3. Announcements
The next commission meeting will be held on June 24, 2015. The climate and energy
subcommittee will meet on June 3 and 17, 2015.
4. Public Forum
Huelz— Stated he gives a class every Friday evening at the Library, starting at 7:00 p.m. There
he explains the three components of energy significance: Housing, Car, and Things We Buy.
Energy is now very complicated to understand as there are so many parts including; generation
(how the energy is made), efficiency(how housing or other technology help), conservation
(learning to be efficient), and ecology(bio-cycle maintenance). The goal is to make all those
parts the most efficient they can be. Solar is the most likely efficient source in our area and the
closest access points for good solar are rooftops. We should encourage more solar use.
Francis Oyung—Works for the Rogue Basin Partnership (RBP). She was formerly of Bear Creek
Watershed Council but the four councils in the greater area combined into one. She is working
on public education and outreach regarding water quality. She works with local cities and
communities, including the City of Ashland. The RBP is working on a shared message for
residents regarding being stream smart(she handed out stickers with their www.stream-
smart.com website). She's glad that the City of Ashland has a car wash kit available in Public
Works for borrowing. This kit helps keep car wash residue from entering the storm drain system
as that system connects directly to our creeks. She encouraged the commission to continue to
promote these types of educational tools regarding storm drains as well as look into funding
sources to continue to grow the RBP projects.
Group discussed ways in which the RBP and the City of Ashland can connect on other projects.
Group thanked Ms. Oyung for her attendance and her educational outreach.
5. Reports/Presentations/Updates
Water Conservation Q&A — Smitherman gave a presentation on where the City currently is
regarding the drought. She included an overview of current programs in place to aid in water
conservation, including how much water those programs have saved year to year.
Minutes for the Conservation Commission
May 27,2015
Page 2 of 4
She discussed with the group the current artificial turf test project going on in front of Omar's
restaurant. This test project came about after researching this product in other communities and
finding lots of success. Many city halls are replacing lawns and medians with this product. What
makes it different from the products used on sports fields is that no rubber as in-fill is required,
making the product durable but less environmentally harmful.
Hanks stated that it's not just the water savings the City is hoping to gain with this product, but
also labor savings, petroleum/fuel savings, and carbon emissions reduction from eliminating the
need to mow.
Smitherman stated that so far the test product is doing well and that because it is permeable it
handled the recent heavy rainfall very well. Staff is currently still looking for a local source for
recycling the product.
Group discussed the water conservation division's budget, as recently approved by the budget
committee, including the addition of a water conservation technician position. Group also
discussed with Smitherman the work she has been doing with local school districts to increase
their conservation efforts.
Group thanked her for attending.
Council Update— Councilor Rosenthal gave information regarding the budget committee
meetings and the proposal brought there regarding funding a solar farm on the Imperatice
property. He explained that he voted against it not because he doesn't support solar production
but because he felt this particular project hadn't yet been fully vetted and the funding source was
incorrect. He also gave information on the recent approval of a utility bill increase to pay for the
AFR project. He feels it is important for the city to have, "skin in the game" and not depend
entirely on other funding sources. Additionally, each dollar the City has helps us to leverage
more money from outside sources.
City Conservation chi Operations—Hanks informed the group that the Climate and Energy
Action Plan funding was approved by the budget committee. The new facilities management
position was also approved, which should help city projects move forward faster. He let the
group know that a new electric vehicle is coming to the Conservation Department in July.
Earth Bowl— Group thought it was a successful event. Beigel-Coryell offered congratulations
and thanks to all who worked on the event. There were six teams of 4 students and they were all
well prepared for the competition. The group was appreciative of the good community
engagement and felt this event will have a lasting impact on the students. They hope to include
all Ashland schools in next year's event and to focus on only one specific topic for more in-depth
learning.
Fourth of July—It was determined that the Commission will not be in the parade this year. They
are hoping to have enough participants to enter next year's parade.
Minutes for the Conservation Commission
May 27,2015
Page 3 of 4
Recology Quarterly Report—The FireWise clean-up day had 152 vehicles for a total of five 40-
yard boxes of material. It was challenging this year as it was scheduled on the same day as the
Earth Day events. The May 5 and 6 Hazardous Waste event wasn't as successful as Buck would
have liked but they did have 478 cars. Buck will be attending the upcoming Association of
Recyclers Conference. Recology has noticed an increase in calls from the community regarding
recycling. Multi-family building recycling continues to be complicated. Hanks stated that the
City is working on increasing opportunities to aid multi-family buildings recycle.
6. Old Business
Sneak Preview Column—The following upcoming topics and writers were agreed to by the
group:
July— SOU Sustainability/Conservation on Campus written by Beigel-Coryell
August—Ashland School District Conservation written by Hartman
September— Storm Drain/Leaf Removal written by Hanks, Will Bridges (Public Works
Department, and Buck
October—Climate and Energy Workshops written by Koopman and or McGinnis
November—Winter Heating and Weatherization author to be determined.
Compost Classes—Buck requested volunteers to attend each of the classes. The following agreed
to attend:
June 20 Basic Class—Weir
July 15 Basic Class—Koopman
August 15 Advanced Class—Beigell-Coryell (maybe)
September 12 Worm/Bokashi Method—Buck
Climate Action Plan Presentation—Koopman stated that the subcommittee had added more
details in the timeline based on suggestions at the last meeting. They are concerned about timing
all the pieces as every group's work will affect all the other groups.
Group asked if the timeline will work with City policies and procedures (i.e. is it too ambitious).
Hanks stated that he already recognizes small changes which will be necessary but the general,
overall timeline is good.
Weir/Hartman m/s to approve the recommendation of the sub-committee for the Council
packet. Voice Vote: All Ayes. Motion passes.
Bag Ban Survey—Hanks asked the group to submit to him any suggestions regarding feedback
they feel is important to have on the bag ban survey in order to make future recommendations
about any policy changes or improvements.
Group believe big grocery stores can give the best data due mostly to the volume at which they
operate. They would like to know information on the number of paper bags used before and after
the ban was implemented.
Group wanted to know what strategy will be implemented to bring non-compliant retailers into
Minutes for the Conservation Commission
May 27,2015
Page 4 of 4
compliance.
7. New Business
Carbon Fee and Dividend—Hanks stated that there happened to be an un-planned for opening in
the schedule for next week's Council Study Session and so he reserved space for the commission
to ask Council to support this legislation. If the commission doesn't feel up to it in this short of a
timeframe, that's fine, we don't have to be on the agenda. Koopman stated that she also was
approached by Oregon Climate to put forth a request to Council for support.
Group discussed some of the various bills the State legislation is considering. The group
preferred presenting resolutions which were supportive, but not specific in which option the
Council should support.
Group discussed whether this was a symbolic gesture and whether a resolution from the City
Council would make any real difference. They also discussed whether this request should come
out of the Climate and Energy Action Plan. They determined that it's better to be an example and
be concerned with doing our bit to move forward rather than get overwhelmed with the bigger
picture. They felt there was no harm in asking for support.
Weir/Hartman m/s to have Weir go to Council and see if they [Council] are interested in
supporting reducing greenhouse gases by putting a price on carbon. Voice Vote: All Ayes.
Motion passes.
8. Wrap Up
Beigel-Coryell requested that the group e-mail to her any updates or items they want on the next
agenda.
Meeting adjourned at 8:01 p.m.
Respectfully submitted,
Diana Shiplet
Executive Secretary
CITY OF
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Council Communication
June 2, 2015, Business Meeting
Community Climate and Energy Action Plan
Ad-Hoc Committee Formation Request
FROM:
Adam Hanks, Management Analyst, Administration—adam@ashland.or.us
SUMMARY
At the March 16, 2015 Council study session, the Conservation Commission, through its
Climate/Energy sub-committee, presented a plan framework for a community climate action and
energy plan. As a stated follow-up task, the Commission is requesting that Council approve the
formation of an ad-hoc committee.
Approving the creation of this ad-hoc committee is a key initial step in moving the project from
concept framework to active plan development and begins the process of seeking interested
community members to contact the Mayor for his appointments tentatively scheduled to be announced
and confirmed at a future Council meeting in late July or early August.
BACKGROUND AND POLICY IMPLICATIONS:
The Conservation Commission has for some time been interested in the City increasing its in the area
of sustainability and has spent many years working on both individual sustainability related projects as
well as the development and approval of broad policy level sustainability principles for City and
community decision making.
Climate Action and Energy Plan(CAEP)—Current Status
The Commission's most recent work culminated in a presentation to the Council on March 16, 2015,
outlining a process and content framework for a community climate action and energy plan. Along
with and central to the Commission's request to move forward with such a community plan was a
funding request to move the plan from concept to reality.
The funding request of$120,000 over the 2015-17 biennium was approved by the Citizen's Budget
Committee on May 21, 2015. As this funding request moved through its review process, the climate
energy sub-committee worked with two local environmental non-profits to submit a grant application
for a City Economic, Cultural, Tourism and Sustainability grant. The grant review committee awarded
the groups $10,000 of the $28,540 that was requested.
As proposed, the grant recipients intend to utilize the $10,000 grant award to organize and manage a
significant kick-off event and other supporting efforts to garner support for the plan development
process. Additionally, the kick-off is intended to provide a forum to collect names of community
members that maybe interested and qualified to be among the pool of people for the Mayor's
consideration for appointment to the ad-hoc committee.
Page 1 of 3
CITY OF
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CAEP Project Schedule
To provide context for the creation of the ad-hoc committee and the proposed kick-off events, the
Commission created a draft CAEP planning schedule. The schedule is intentionally aggressive in
order to meet the self imposed one year plan development target.
Staff is in general agreement with the plan schedule with a few exceptions and will work with the
Commission and its sub-committee to address several of the identified modifications, such as:
• Role of the grant recipients in the plan development;
• Timing and use of data collected by grant recipients as part of the initial kick off steps;
• Responsible party for the charge and role of the ad-hoc committee (City Administrator is
designated by Ashland Municipal Code); and
• Role of the Conservation Commission and sub-committee in plan development (possibly
resolved by inclusion on the ad-hoc committee).
Coordination of roles and tasks associated with the proposed kick-off events will be critical as this will
set the tone for much of the plan development. The grant award contract and the RFP for consultant
services will need to be aligned and carefully delineated to ensure maximum value of the kick-off
event and a smooth transition between the two separate entities.
Ad-Hoc Committee Timeline and Responsibilities
The Ad-Hoc Committee will act as the central hub for the plan development and will be made up of
community members who have the time, ability and interest in serving the community over a 9 to 12
month period in developing recommendations from a variety of community sources. The oversight
committee will be the official sounding board for staff and consultant plan development efforts and
will function as the final recommendation body prior to the final draft plan presentation to Council for
adoption. Key committee dates include:
• Approval of Ad-Hoc Committee formation—June 2, 2015
• Establishment of committee scope of work—July 2015
• Committee member appointments—August 4, 2015
• First Committee meeting— September 2015
• Meeting Schedule—One to two meetings per month
• Draft plan presentation to Council—July 2016
Ad-hoc Committee Municipal Code Reference
AMC 2.04.090 B.
The Mayor shall have the authority, with the consent of the Council, to form ad-hoc committees or task
forces to deal with specific tasks within specific time frames. Such ad hoc committees shall abide by
uniform rules and procedures set forth in AMC 2.10 and such other rules as prescribed by the order
establishing such ad hoc entities. Committees shall make recommendations by way of a formal report
to the City Council. The Mayor or City Administrator may refer matters to the appropriate ad hoc
committee. The Mayor with the consent of the Council shall appoint the membership of such
committees. Members of Regular Boards and Commissions may be appointed to ad hoc committees.
The City Administrator shall by order establish the ad hoc body's scope of the work and rules of
Page 2 of 3
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procedure, if necessary. The Council has the authority to follow the recommendations, change the
recommendations, take no action, remand the matter back to the ad hoc body or take any other action it
sees fit. The Council by majority vote may remove a member of an ad hoc committee at any time,
with or without cause. The City Council by majority vote may amend or dissolve an ad hoc
committee.
COUNCIL GOALS SUPPORTED:
Energy and Infrastructure
22. Prepare for the impact of climate change on the community
22.1 —Develop and implement a community climate change and energy plan
FISCAL IMPLICATIONS:
The approved BN 2015-17 budget includes $120,000 for the use of contract employment, consultant or
staff work depending on need as the plan development moves forward.
Additionally, the Budget Committee recommended a grant award to the GEOS Institute of$10,000 for
a proposed community kick-off event for the plan. Plan development will also require varying levels
of staff time commitment from multiple City departments including Administration, Public Works,
Electric and Community Development.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends the formation of a Climate Action& Energy Plan Oversight Committee to allow
adequate time to generate community interest in serving on the committee for appointment by the
Mayor in August. Having a committee in place and ready to act by early September is critical in
maintaining the schedule and meeting the final plan presentation date of July 2016.
SUGGESTED MOTION:
I move to authorize Mayor Stromberg to form an ad hoc Climate Action& Energy Plan Oversight
Committee.
ATTACHMENTS:
1) Conservation Commission Proposed CAEP Planning Schedule
2) Community Climate and Energy Action Plan Study Session Packet —March 16, 2015
3) GEOS Institute City of Ashland 2015 Grant Application
4) March 16, 2015 Council Study Session Minutes
Page 3 of 3
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Draft detailed steps in the proposed Climate and Energy Action Planning (CEAP)
process. These steps align with CEAP timeline and Gantt chart.
Preliminary
a. Bring next steps to Conservation Commission for vote
b. City Council agrees on steps
c. Develop consultant RFP for planning process - Consultant will gather data from
public input, local experts and emissions reductions targets. RFP should contain:
skills in running interactive workshops/meetings with diverse backgrounds that
encourages ownership and transfer of knowledge to all involved. Knowledge of
climate change/energy planning. Depending on timing of the hiring of the
consultant,the consultant agrees to enter into the process during or after the
grantees efforts. The consultant agrees to consult the topic groups that were formed
at the kickoff event
d. Release RFP
e. Contract awarded - Consultant to start work in August
1. Greenhouse Gas Inventory(GHGI) - The City conducts or contracts a greenhouse gas
inventory that includes a subset for city operations (transportation is included); this
inventory will also benefit the city operational sustainability plan that has already been
adopted by City Council. The purpose of the GHGI is to identify local sources of GHG
emissions so we can direct resources in the most efficient and cost-effective manner
possible.
a. GHGI RFP - Specific reporting requirements should be identified in RFP (e.g.
seasonal variations,transportation, electricity, scope 3 emissions).
b. GHGI Report- The City conducts or contracts a greenhouse gas inventory
(GHGI) following GHGI standards. The Oversight group enters into the scene
after they are up and running. The GHGI that includes a subset for city
operations (transportation is included); this inventory will also benefit the
city operational sustainability plan that has already been adopted by City
Council. The purpose of the GHGI is to identify local sources of GHG
emissions so we can direct resources in the most efficient and cost effective
manner possible.
c. GHGI Draft- Release draft
d. GHGI Review- Small team review
e. GHGI Final Report Release
2. Leadership-Appoint a City/Citizen Oversight Group,which will create a Technical
Advisory Committee to set scientifically valid GHG emission goals, engage community
members, interface with other groups, conduct outreach, guide strategy development,
and prioritize actions. City Staff will support the Oversight Group as needed. See
Appendix III for more information.
a. Identify Ashland CEAP Champions - Seek City Council member(s) and others
who agree to be active champions of the Ashland CEAP process.
b. Build a list of potential leadership participants for GIRC process - Based on
the list of categories in the original CEAP process, we will develop a list of
potential kickoff(GIRC) leadership members to ask to serve. This group's
role will be to provide recommendations for the Oversight Group
membership, get citizen input on GHG emissions targets, and provide
guidance and leadership for a successful Kick-off Event. This initial GIRC
leadership group will convene through the end of the kick-off event,but the
Oversight Group will guide the process during later stages. There may be
overlap in membership.
c. Create charter, roles, responsibilities for Oversight Committee - Review by
SC
d. Outreach and collect potential Oversight Committee names - Outreach
includes names and interest. GIRC leadership group reviews list
e. Appoint Oversight Committee -Appointing may help to keep people involved
and on task. There is a risk that it may become bureaucratic.
3. Set Emissions Reduction Targets - Many communities use targets set by state
government,while others decide on more stringent targets for their community. The
Technical Advisory Committee will investigate and recommend appropriate targets for
Ashland.
a. Set emissions reductions targets - a team of experts will set emissions
reduction targets based on input from the OC and the public from the Kick-off
event.We will collect public input through outreach, polling, and kickoff
participants.
4. Public Outreach - Hold a public kick-off event that informs community members about
the effort, engages them on the issue, collects their input on areas of highest priority,
and showcases positive stories and successes in energy savings and renewable energy.
a. Identify partner organizations for kickoff event
b. Public outreach for event-Aug. for general public. Oct. for SOU students.
c. Public Survey on Climate and Energy- SOU assist in the design components:
questions, type, etc. The survey should be conducted in a variety of means
d. Kick off event- large event as planned by GIRC, OC, and other local partners
e. Feedback based on kickoff event outcomes - Communication back to the
public on findings.
S. Engage Local Experts - Convene sector specialists to develop initial lists of strategies
and prioritize them in a collaborative manner, based on cross-sector discussions of
synergies, short-vs. long-term goals, areas with the greatest/fastest potential energy
savings, most vulnerable resources and populations, and issues of equity and local
values.
a. Convene sector specialists to develop initial lists of strategies and prioritize
them in a collaborative manner, based on cross-sector discussions of
synergies, short-vs. long-term goals, areas with the greatest/fastest potential
energy savings, most vulnerable resources and populations, andissues of
equity and local values. Categories of Expertise: human health, climate,
energy,transportation, emergency response, natural resources,water, etc.
6. Consult with City Council and City Staff- Hold a working session with City Council
and City Staff to further refine and prioritize emissions reduction strategies and climate
change preparedness strategies. City to identify a number of actions for immediate
implementation.
a. Consult with City Council and City Staff(see above)
7. Finalize the Plan- The plan should include emissions targets, a timeline, high level
goals, specific strategies, and actions that are organized by short and long term
implementation horizons. The plan should include an implementation plan that
specifies who is responsible for specific actions, a monitoring plan to assess progress,
and periodic updates to the plan.
a. Consultant to draft plan
b. Review Draft Plan -Technical Experts, Commission(s) and City Council Study
Session(s)
c. Feedback and revision - Feedback as appropriate and revisions, as needed
d. Attain Public Feedback on Plan - Obtain public feedback via public meetings
and other avenues
e. Provide feedback from public- as needed to Tech
Experts/Commissions/City Council
f. Finalize plan
8. Get Feedback/Conduct Outreach- Hold an open forum workshop(s) to share
information and collect feedback.Also use online forums, local TV and radio, printed
media, and other outreach tools. Report the results online in other venues, as
appropriate,with recap of the process, detailed strategies, and timeline.
9. Implement- Implement strategies in phases, following implementation plan.
10.Assess performance - Measure and report on results periodically (every 1-3 years)
11. Reassess - Revise based on new information, ongoing trends, new technologies, and
results from monitoring. Develop additional measures to protect the community from
climate change impacts.
12. Educate - Continue with public outreach and education for sustained efforts.
CITY OF
ASI-ILAN' D
June 2, 2015
Representative Phil Barnhart
Representative Paul PIolvey
Representative Peter Buckley
Dear Representatives,
The Ashland City Council and I are submitting this letter of support for the passage of House
Bill 3470.
We concur with both the tinting and the need to establish greenhouse gas emission limits in
Oregon. Developing firm emission limits and creating financial systems to ensure compliance in
order to achieve those target emission reductions is an important step for Oregon's future.
Information regarding this bill was first brought to our attention by citizen and local groups
advocating before the City's Conservation.Commission. The support of that Commission reflects
the Wide spread support and interest in the community of Ashland of this issue.
We believe that joining with.Washington, California, and the Province of British Colombia in.
passing legislation can have positive national and international impacts. We recognize the
importance of this issue and of implementing legislation to tape meaningful action towards the
41
common goal of reducing greenhouse gas emissions.
e recognized that,HB 3470 remains in legislative committee and would request that this letter
of support be entered into the record.
We appreciate the efforts that you, as chief sponsors of this bill, have made to move this
legislation forward. We wish you continued success and thank you for your time and energy on
this topic of vital importance.
Sincerely,
John Stromberg, Mayor
C: Senator Alan Bates, District 3
Ashland City Council
Ashland Conservation Commission
OFFICE OF THE MAYOR Tel:541488-6002
2.0 East Main Street Fax:541-488-5811 %
Ashland,Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
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