HomeMy WebLinkAbout2016.07.26 Conservation Commission Agenda Packet ASHLAND CONSERVATION COMMISSION
Meeting Agenda
July 27, 2016 — 6:00 PM
Community Development Building, Siskiyou Room
51 Winburn Way
1. Call to Order
2. Consent Agenda
2.1. Minutes May 25, 2016 Commission meeting
2.2. June 22, 2016 Meeting - Cancelled
3. Announcements (10 min)
3.1. Next Regular Meeting: August 24, 2016
3.2. Upcoming Sub-committee meetings
3.3. Other Announcements from Commissioners
4. Public Forum (10 min to be evenly divided by public wishing to speak)
5. Reports / Presentations/Updates (10 min)
5.1. Council - Councilor Rosenthal (5 min)
5.2. City Conservation Programs and Operations—Hanks(5 min)
6. Old Business (30 min)
6.1 Commission Monthly Column in Sneak Preview (io min)
a. September—Living with Wildlife—Cruikshank
d. October-Meet your Commissioners-??
e.November-??
6.2 Climate & Energy Action Plan—Project Update (20 min)
7. New Business (20 min)
7.1 Discussion of Commission Charter—Chruickshank(20 min)
7.2 Commission Annual Report to Council (August 16) (15 min)
8. Wrap Up (5 min)
8.1 Items to be added to next agenda
July—Open Burning update—Fire Marshal Hickman
(Moved to September by Commissioner request)
8.2 Adj ournment
CITY 0, F
Minutes for the Conservation Commission
May 25,2016
Page 1 of 3
MINUTES FOR THE ASHLAND CONSERVATION COMMISSION
Wednesday, May 25, 2016
Siskiyou Room, 51 Winburn Way
1. Call to Order
Chair Bryan Sohl called the meeting to order at 6:00 p.m. in the Siskiyou Room.
Commissioners Mark Weir, Risa Buck, Roxane Beigel-Coryell, Cara Cruickshank, and James
McGinnis were present. Councilor Stef Seffinger was present. Staff member Adam Hanks was
present. Commissioner Marni Koopman was absent.
2. Consent Agenda
Buck/Beigel-Coryell m/s to approve the minutes of March 23, 2016 and April 27, 2016, as
presented. Voice Vote: All Ayes. Motion Passes.
3. Announcements
The next commission meeting will be June 22, 2016.
Buck informed the group that this will be her final meeting as the Recology Ashland
representative. She is leaving her position with Recology Ashland at the beginning of June. She
introduced Jamie Rosenthal who will be the representative starting at the June meeting. Buck
stated that she has applied to be appointed to the vacant citizen member seat.
Beigel-Coryell informed the group that SOU is soon breaking ground on the McNeal Hall
renovation project as well as the Theater/JPR studios renovation and expansion project. SOU is
once again holding their Move Out program, so that anything left behind by students can be
diverted to Goodwill rather than trash. Almost 9,000 pounds of waste was diverted in last year's
program. The Hannon Library just completed an installation of new LED lightbulbs throughout.
SOU graduation will be Saturday, June 11 th. Lastly, the three finalists for President of SOU will
be visiting campus over the next week or so.
4. Public Forum
None.
5. Reports/Presentations/Updates
City Council Update—Councilor Seffinger gave updates on some of the recently approved topics
at Council including the approval of the Forest Lands management plan, which was created by
the Forest Lands Commission, and the ordinances relating to downtown behavior issues. In the
near future Council will likely also be asked to consider the proposed Nevada Street bridge,
which is still currently going through the public input and approval process with the
Transportation Commission.
Water Conservation Program and Water Supply Update— Staff member Julie Smitherman gave
a presentation regarding Ashland's water supply and current conservation efforts. She reviewed
some of the Use Water Wisely programs implemented in the past two drought years. She gave
information on rebates and giveaways the City of Ashland offers residents (lawn replacement
program, low-flow shower heads, soil monitors, etc.)
Minutes for the Conservation Commission
May 25,2016
Page 2 of 3
Smitherman gave an overview of the in-process Water Master Plan update. On focus in the
update is conservation. The group encouraged her and those involved with the update to look
into using grey-water re-use as a part of the plan.
Group asked if there are any programs or plans specifically targeted at landlords for water use
reduction. Smitherman stated that yes, there are many programs and her department works
closely with landlords to update their units for efficiency. Additionally, conservation efforts
lately have focused on hotels/motels to update things like low-flow shower heads.
Group thanked Smitherman for her time.
City Conservation Programs and Operations—Hanks gave updates regarding BPA program
changes which will soon be implemented. Commercial conservation is BPA's current focus as it
has been under served in the past. He stated that Conservation Analyst, Larry Giardina, recently
attended a solar conference and came back with good information for the department. Lastly, the
Electric Department is doing a cost of service study. Designing rate structures to both encourage
lower use and maintain money to cover operating costs is challenging and hopefully the study
will assist the department.
Low Impact Living Workshops—Beigel-Coryell handed out flyers created for the workshops. She
stated that she and Buck are working on the Sneak Preview article to be approved next meeting
and have already submitted information to Parks and Recreation for inclusion in their Fall
recreation guide.
7. Old Business
Sneak Preview Column—The group discussed the order in which the next several topics will be
written. The next topic is regarding the Climate & Energy Action Plan, which is technically the
purview of that committee. Group discussed ways in which that committee could use the space.
McGinnis/Cruickshank m/s that the July Climate & Energy Action Plan ad hoc Committee
(LEAP) update Sneak Preview article that Adam has begun drafting be approved by the
Commission, with the understanding that Koopman, Sohl, Beigell-Coryell, and McGinnis
will further refine the article as representatives of both the Commission and the LEAP,
with the understanding that future articles about the LEAP process will be authored by the
CEAP. Voice Vote: All Ayes. Motion Passes.
Climate &Energy Action Plan—Beigel-Coryell stated that the first open house was held last
night. There were five stations to learn about the plan and give input. Lots of input was received
from the community. Today the committee met with city staff and the consultant to talk about
the plan and get input on what types of goals and actions should be considered. They also talked
briefly about the sorts of sectors the plan should be divided into (building, natural resources, etc.)
McGinnis stated it was helpful to hear from staff and it felt as if staff interest and involvement
will be high. Sohl stated that the committee had a discussion at the last meeting regarding having
a legally binding ordinance as part of the final plan. Sohl, Hanks, McGinnis, and Beigel-Coryell
Minutes for the Conservation Commission
May 25,2016
Page 3 of 3
gave information on the possible timeline of an ordinance. There will be an update to Council
regarding the CEAP process at the second meeting in July.
7. New Business
Discussion of open commission positions—Buck stated that she has applied for the citizen
position, which alleviates some of the pressure to appoint that position. Cruickshank stated that
she has talked to teachers to encourage them to apply for the School District Representative
position. Group discussed whether a teacher or an administrator/board member is more effective
as a representative. Buck would like the group to consider proposing to the Mayor a change in
the Commission Charter so that another entity, like OSF, the hospital, or the Chamber of
Commerce are represented. The group also discussed the probability that the entire commission
will alter based on the outcome of the CEAP process.
Project Concept—Buck stated she would like to propose a collaboration between the Tree,
Transportation and Conservation commissions to consider planting trees along the I-5 corridor.
She wondered if there would be value in cooling, sequestration, and sound prevention? Group
agreed to discuss this issue at a later date.
8. Wrap Up
Items to be added to the next agenda:
• Buck's tree collaboration proposal
• Review of the Commission's charter
Group discussed meeting dates for the rest of the year and agreed to combine the November and
December meetings into one meeting, held on December 14th.
Meeting adjourned at 8:04 p.m.
Respectfully submitted,
Diana Shiplet
Executive Assistant
CITY OF
AS H L.AN D
Council Communication
July 19, 2016, Business Meeting
Climate and Energy Action Plan — Project Update
FROM:
Adam Hanks, Management Analyst, adam@ashland.or.us
SUMMARY
The ad-hoc Climate and Energy Action Plan Committee (CEAP) has been working on the development
of a draft plan to bring to Council in January of 2017, per Council request. A process progress check-in
was included in the plan to provide the Mayor and Council with an update on the work of the
committee and the project consultant team. This update will summarize the work to date and focus
primarily on the CEAP's first milestone recommendation of overall plan goals and targets that form
the foundation for the remainder of the plan development.
BACKGROUND AND POLICY IMPLICATIONS:
At the instigation of the Conservation Commission and with the support of Council, Mayor Stromberg
created the CEAP in June of 2015 with a core group of members. Additional members have been
added since that time, with a final member total of 13 (11 voting members).
The CEAP began meeting in September of 2015, assisting staff in the development and issuance of a
request for proposals for consultant services for the project. With considerable involvement of the
committee in the review and selection process, Cascadia Consulting Group was selected in February of
2016 to assist the committee and City staff in the development of the plan document as well as
facilitate the public involvement process throughout the project.
The first major milestone recommendation request posed to the committee was for the overall plan
goals and targets. Knowing that the goals and targets set the foundation for how the implementing
actions are developed, reviewed,prioritized and selected. As the goals and targets lay the foundation
for the rest of the plan, the goals/targets milestone was selected as a Council check-in time in the plan
development timeline.
To assist the LEAP in developing this first milestone recommendation, apublic open house was held
on May 24, 2016, to introduce the project to the community, to update them on the existing science-
based data guiding the project and to solicit their input and feedback on the importance of the topic and
the aggressiveness with which to build the plan. An online survey also was made available on the
City's website to gather the same input/feedback for those that were unable to attend the open house.
The open house had an attendance of approximately 175-200 and 40 online survey responses were
submitted.
At both its June 15 and July 6, 2016, meetings, the Committee went through a series of structured
questions to build an overall draft plan vision with accompanying goals and targets to meet that vision.
Page 1 of 2
CITY OF
AS H L.AN D
Below are the preliminary goal/target recommendation:
1) A goal of carbon-neutral by 2047, using asector-based methodology(i.e. this goal doesn't
include consumption)
2) Five-year benchmark/milestone intermediate targets (2022, 2027, 2032, 2037, 2042, 2047)
3) All calculations and benchmarking based on 2015 as the base year
4) Final recommended goal/targets will include specific fossil fuel and GHG based targets for
City operations (specifics TBD by committee)
5) Committee will be discussing further how consumption issues factor into the plan and whether
a separate goal should be established for consumption-reduction recommendation along with
the sector-based plan
6) Committee is still discussing the merits of adopting goals/targets by ordinance and the optimal
timing for proposing an ordinance to Council.
COUNCIL 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
FISCAL IMPLICATIONS:
The recommendations being presented to Council are preliminary. The final plan will include short-,
mid-, and long-term prioritized implementing actions for accomplishing the recommended goals and
targets. The implementation plan will include cost estimates for all actions, as well as cost/benefit
calculations. No financial commitments are being requested at this time.
STAFF RECOMMENDATION AND REQUESTED ACTION:
The preliminary recommendations of the LEAP will be used to develop the implementation
component of the plan. While no specific, formal action is requested at this time, Council feedback on
the recommended goals and targets would be valuable for any modifications necessary before CEAP
begins the actions and implementation phase of the project.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
• June 15, 2016—CEAP Ad-Hoc Committee Meeting Packet
ADDITIONAL LINKS
• www.ashland.or.us/climateplan
• CEAP Public Input Summary—June 2016
http://www.ashland.onus/Files/AshlandCEAP_BaselinePubliclnputSummary_pdf
Page 2 of 2
1r ,
Climate and Eriergy.Action Plan
Climate and Energy Plan Committee
Meeting Agenda
Junc 151 2016- 5:30..........7:30 Community I)cvclopmcnt F3uilding
A...9'.-)e-ri..da
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
5 min Call to Order Roxane
• Approval of Minutes—May 18, 2016
• Icebreaker Question
15 min public Forum
20 min Review/Discussion of Open House #1 All
Committee Survey in Packet
to min Committee Decision Making Process R°xa�e
6o min Vision,Goals & Targets - Committee Recommendations All
• Draft Vision statement in packet
• Goals/Targets question breakdown in packet
• Goals/Targets discussion guide in packet
10 min Upcoming Meetings (Committee meeting July 6 and Council meeting July ivy Adam
,-� cIrr or
CASCADIA ,NSHLAND
Minutes for the Climate and Energy Action Plan ad hoc Committee
May 18,2016
Page 1 of 4
MINUTES FOR THE CLIMATE & ENERGY ACTION PLAN ad hoc COMMITTEE
Wednesday, May 18, 2016
Siskiyou Room, 51 Winburn Way
1. Call to Order
Councilor Rich Rosenthal called the meeting to order at 5:30 p.m.
Committee members James McGinnis, Cindy Bernard, Greg Jones, Isaac Bevers, Jim Hartman,
Bryan Sohl, Marni Koopman, Louise Shawkat, Roxane Beigel-Coryell, and Claudia Alick were
present. Staff member Adam Hanks was present. Consultant Andrea Martin and Eugene City
Councilor Alan Zelenka participated in the meeting by phone.
2. Approval of minutes
Bevers clarified names of public speakers from previous minutes.
Minutes were approved with amendments made by Bevers.
3. Around the Room
Group did around the room team building regarding their favorite part of their morning routine.
4. Public Input
Huelz Gutchen: Stated he has been talking at City Council meetings for a while and recently has
been putting those discussions on YouTube. He stated that Commissioner Hartman recently
called him a bulldog—he doesn't believe he is, but that he is just a community development
director"wanna be."He wants this position because climate issues are so important. He stated
that in China there are over 1 billion people, all on one grid. There is one set of rules for all
aspects of electricity use, solar panel installation, etc. We can regulate similarly here. He stated
that Exxon recently got into trouble for hiding climate issues for years.
Robert Block-Brown: He is here representing Rogue Climate and is in support of all the youth
presentations and participation in this process. He offered appreciation for the group's work. He
encouraged the group to have the plan be science-based, socially equitable, and something that
protects Ashland's quality of life. He also encouraged the group to have an ordinance in order to
make sure there is plan accountability. He and Rogue Climate are looking forward to the open
house and they, along with the Interfaith Social Justice Coalition, have been putting out
information about the open house to encourage participation.
Ken Crocker: Stated that he has been sitting with two things since the last meeting: 1) that it
seems like we're on a path to set targets of where we want to be in 2050 but we should avoid
focusing on targets which may change. He instead encouraged the group to focus on how to
change Ashland culturally to meet the challenge of climate change. In other words, be focused
on what we can do to be more adaptable. 2) The plan relies on the City of Ashland to help
implement and this might be scary for city staff. The group needs to build into the plan sufficient
resources for city staff to implement effectively. He encouraged Hanks in his role as the liaison
to city staff.
Minutes for the Climate and Energy Action Plan ad hoc Committee
May 18,2016
Page 2 of 4
5. Review of Climate Assessment Document
Hanks stated the document is currently still in draft form. Some of the document will be adjusted
for the sake of public understanding and inclusion in the upcoming open house. Consultant
Martin reviewed some of the plan and requested the group give input on what might be missing.
This document is related to the "primary" climate impacts, but doesn't take the next step to say
how these impacts might affect specific sectors in the community.
Martin reiterated that there will be visuals (charts, graphs, etc.) added to make the document
more readable before it is finalized.
Group discussed the possibility of including low and high climate predictions. Some thought that
Cascadia's choice of moderate and extreme predictions were well chosen. Most of the group
agreed that using standard scenarios is important for consistency between the plans of various
communities in the northwest. There was some concern that much of the information is very
global—which is important for framing—but not much is reflective of our specific area.
Group discussed the desire to have the specific data sources referenced better in the document.
Group requested inclusion of both night-time temperature and freezing temperature predictions.
Martin agreed to see if those could be included.
Group discussed possible inclusion of analysis of demographic shifts due to climate change
(climate refugees). Martin stated that there likely isn't data available for this.
Group discussed why the climate science primer is on page 28, rather than at the beginning of the
document. Martin stated this was done because most of the people who will be looking at this
document are looking for the hard science, and won't need the primer. Group determined that
including a brief primer in the executive summary might help.
6. Open House #1
Martin thanked the group for the input they gave at the last committee meeting. She stated they
are working on getting a videographer to record the event and participate in one of the stations.
She gave details of when the committee needs to arrive and how they will be used at the open
house. Group gave their general preferences regarding which station they would like to be
assigned. Group thanked Martin for her work. Martin's conference call ended.
7. Goals and Targets in Ordinance Form
Group discussed whether it would be appropriate to let the Council know at the scheduled July
update that there is a strong possibility of an ordinance proposed as part of this plan. Group
discussed what timeline would be most appropriate.
Minutes for the Climate and Energy Action Plan ad hoc Committee
May 18,2016
Page 3 of 4
Eugene City Council member, Alan Zelenka,joined the group via conference call to discuss how
the ordinance in Eugene came to be, what has been positive from the ordinance and what
challenges they have faced due to the ordinance. Some of what he encourage the group to
consider when drafting/proposing an ordinance:
• Having an ordinance has the force of law and public hearings are required for changes to
the ordinance.
• Use the ordinance (or discussions of the ordinance) to engage the community to
participate in the plan.
• Be specific on timelines for every piece of the plan.
• Have scientifically-based actions. "Having an unrealistic goal is worse than having no
goal."
• Short-term goals need to be consistent with long-term goals. Having an ordinance helps
keep that consistency.
• Think about the overall costs—focus on the lowest cost options for achieving goals. In
other words, having either social or economic costs too high will cause the plan to fail.
• Make sure that the reporting requirements are realistic.
Group discussed with Zelenka if there has been any negativity from the plan or the ordinance. He
stated there hasn't been much, other than people frustrated by the perception that nothing is
being done. He stated that Cities aren't good at letting people know what they have achieved,
and encouraged the group and the city to be transparent about every achievement and to
frequently report what they are doing well.
Group asked if Eugene included consumption in their plan. He stated the next update to the plan
will include some of that, it's just harder to track accurately.
Group asked if the ordinance helped to make funds available for city projects (or staffing).
Zelenka stated that there was no real additional funding but that it has helped create a "core staff'
team who help focus and implement projects in each department. It also helps with selecting
what projects will get funded in the CIP.
Group asked if the Eugene plan considered including carbon offsets to achieve goals. Zelenka
stated they are now considering using offset to achieve the 2020 goals (up to 40% of the goal).
They are looking into focusing on local offsets to also use it as a "mini economic development
tool."
Group thanked Zelenka for his information and his phone call ended.
Group discussed whether it was appropriate to move forward with an ordinance at this time.
Most agreed it was too early in the process to create a specific ordinance but it shouldn't be left
out of the process. Most felt it was important to get more community input and to let the Council
know that this concept will likely be coming to them as part of the action plan. Group expressed
concerns with rushing to an ordinance without getting the details correct.
Minutes for the Climate and Energy Action Plan ad hoc Committee
May 18,2016
Page 4 of 4
8. Geos Project Update
Koopman stated that Geos is moving forward with their polling project. They have incorporated
the comments from the committee and will be doing a test run of the poll next week. Geos is also
doing five vulnerability meetings with local community leaders. They are hoping to schedule
most of these meetings in early June.
Rosenthal departed the meeting at 7:21 p.m.
Koopman stated that the vulnerability assessment information will be used in the group's
process, mostly during the development of adaptation strategies. Hopefully the information
gathered will make the adaptation strategies more robust.
9. Next Meeting
Hanks stated that there have been some adjustments to the meeting schedule (shown in packet) to
reflect a better connection between the projects such as the open houses and other group
activities. The next full-committee meeting is June 15, 2016 at 5:30 p.m., though members are
encouraged to attend the city staff and committee member workshop on May 251h at 2:00 p.m.
10. Adjournment
Meeting adjourned at 7:28 p.m.
Respectfully submitted,
Diana Shiplet, Executive Assistant
AC',O%EA1"` � ����� ��� ������ After
A����~���i I�ev,iewl � ��-�- �=��° � � � � � 0 ������ =�0��� N (AA1�� � �� N�
I� ��N ~ Meet'i" I"IIII,ig ���� � N�� ������ results)� ��N ~� ��_
~� � \� ~= ��
��I 'li
["i
�� J9),, ~���� ��N �� �� � u ri���� � ���� � �� �������
What went well in the meeting and why?
w There was a great turnout as far as the number of people and how engaged they were in the
issue. The meeting went smoothly and was well staffed and the booths were easy to
navigate and there were lots of people to answer questions and got information. The city
staff and council attendance was impressive and reflected the importance of the issue.
Specifically, Adam Hanks and Diana Ship|et should be commended for their organization
and logistical preparation - it was due to o lot of work on their end that things went so
smoothly.
6/6/2O161O:27AM View respondent's answers
w Nice turn out.
6/a/2O1812:23PM View respondent's answers
w The event was well-promoted and generated an excellent turnout. The robust attendance
appeared to produce the intended outcome: lots of citizen feedback.
s/5/2O168:28AM View respondent's answers
w There was good turn out from the public and the stations provided e convenient vvey to
supply information and receive feedback/input from the public without causing too much of e
cluster.
8/1/2O1611:m7AM View respondent's answers
w Introductions and talks by the Mayor. Rich Roaentha|, Adam Hanks.
8/1/2010 10:47AM view respondent's answers
w Sorry, but could not attend. Hovvavar, from my read of the local press and comments from
otheno, it eppaona to have been e successful event.
0V1/2016 7:41 AM View respondent's answers
w The layout with the placement of the vvG|Co0e table-was inviting the p|@Oe[DeDt of the tables:
seemed crowded togothor, space for folks to gather would have been better to have more
space from one table and easel to another. Demonstrated waste reduction with reusable
p|ohoo/oupa. The main speaker from the consultant company was not dynamic-no
enthusiasm, too long and technical. The room temperature was about right--usually too cold.
Asking for help putting evvey chairs was good. Introduction of the ceep committee good.
appreciated the oitv'a outreach-in news services etc...
8/1/oO167:3QAM View respondent's answers
w /\ lot of people enthusiastically showed up. They were interested in learning about the
science of climate change, the projected effects on Ashland and the surrounding area, and in
visioning on Ashland's future.
5/31/2O1G11:OuPM View respondent's answers
What would VOU suggest for areas Of improvement in future public meetings, and why?
w The feedback that | have heard from folks that came included: 1) It was really exciting to see
so many people there engaged in the plan and they felt like the event had great energy. 2\
People liked the booths, and liked that way of ongaging, others also felt like a more
traditional public forum would have been good vvhena people could have heard each others
nornrnenbs, and brought up ideas publicly. It would be good to have more opportunity for
people to speak and be heard. 3) Some people were hoping for more details regarding what
options the city is considering for the plan so that they could respond directly to actual
programs/policies/and plans as opposed to just general ideas. 4) The science presentation
was hard to follow and hard to understand how the findings actually related to our
community. The style of presentation was extremely dry. More of a story telling style with
important take home messages would be more effective, especially if given by a dynamic
speaker who is trusted by the community. 5) It seemed like a lot of the usual suspects in
attendance. - it would be great to see more effort in getting other community members to
engage in different ways.
6/6/2016 10:27 AM View respondent's answers
• We needed to give the public 3 choices of goals, and let them vote on them. Also, the issue
was not properly framed globally in terms of what is needed to avoid a 2 degree C increase,
why that 2 degree limit is chosen by all countries in Paris, and why they are even hoping to
strive for 1.5 degrees.
6/5/2016 12:23 PM View respondent's answers
• The PA system at the Armory was inadequate for the crowd assembled; there needed to be
a dynamic MC to introduce speakers and to convey process context.
6/5/2016 9:28 AM View respondent's answers
• The presentation was very boring and dry. I would suggest having different presenters and
maybe being more mindful about what information is important to present and what can be
discussed on a smaller scale with expert groups. I would also suggest having an opportunity
for an open forum Q&A. People didn't really have an opportunity to ask questions, other than
at the stations, but it probably would have been beneficial to have open Q&A.
• 6/1/2016 11:57 AM View respondent's answers
• Have some time, 30-45 minutes for open forum with perhaps a panel of Ad-Hoc members
and the audience having a discussion.
6/1/2016 10:47 AM View respondent's answers
• Try to reach out to other constituents. Events and topics such as this have a tendency to
bring out the same people. Need to figure out a way to engage others.
6/1/2016 7:41 AM View respondent's answers
• some education on how to access city website and how to navigate-this is not easy put
address on big screens while folks are milling around. a new flyer will have to be developed
eliminating the first date with reason for having the Sept meeting clear. There were few
Council members present-they need to show up.. Representatives from commissions should
be evident.
6/1/2016 7:39 AM View respondent's answers
• The stations were good. It would be better to have station facilitators in front of the tables
interacting with the public. This way they"feel" our commitment. The speakers for the
presentations were not inspiring. Lots of data was presented but in a dry and unappealing
manner. Passionate speakers make for engaged audiences. We definitely need to change
how speakers engage with the public at future events. Design future meetings that engage
the audience in active Q&A during or after each speaker. People feel heard this way.
5/31/2016 11:02 PM View respondent's answers
General Comments
• There seems to be a lack of understanding about how the science feeds into the planning
process in general, and the public outreach more specifically. Presenting the science in a
really engaging and educational manner is a fantastic tool for community engagement. Yet
communication of the science needs to come from trusted and dynamic experts, it needs to
come in forms that are easy to understand and that tell a story (such as online short
illustrated videos or a short handout with take home messages), and it needs to be clear how
the science leads the decision making process (a science-based plan). Also, some of the
science was presented in a misleading manner(specifically wildfire)that could affect
decision making regarding that topic. The science presentation at the public workshop
caused me to tune out and disengage rather than want to learn more. At the workshop with
the city, the science was again cast aside, rather than explored and discussed so that
everyone is on the same page as to what the science is telling us and what it is not telling us.
This can create confusion later, as different people will be recommending different strategies
based on their very different understanding of what climate change really means for Ashland.
Having Mark Yaconelli, Jeff Golden, or another beloved Ashland leader address the topic
and act as the MC can really change the dynamics of the meeting. Plus, it is worth including
art, music, and/or something out of the ordinary to keep peoples' attention and make it more
fun.
6/6/2016 10:27 AM View respondent's answers
• The committee needs to have a speaker at the next meeting with key talking points agreed to
by the group.
6/5/2016 12:23 PM View respondent's answers
• Open House No. 2 should be held at a different venue with more comfortable seating and a
more audible PA system, such as the Rogue River Room at SOU. The most dynamic
speakers on the committee should be utilized to explain key information to attendees.
6/5/2016 9:28 AM View respondent's answers
• Many people at the event mentioned how boring and dry the presentation was.
6/1/2016 11:57 AM View respondent's answers
1 have spoken with many people who simply could not make it to the 1st public forum. They
are very interested in having an opportunity to review material and give their input,just as
those who were at the event had an opportunity to do so. After each open house we should
post a replica of what went on at each open house for a period of time after the public event
(including video and ppts of speakers). A website should contain all of the material and a link
to a survey for each of the questions brought before the public during the open house and
allow others who were unable to attend the meeting to give their input as well. 2) Speakers at
the public meetings should have a more dynamic interaction with the audience. Some
speakers at the first public meeting presented data in a very dry and possibly overwhelming
way. We need lively, engaging speakers when presenting material and data.
6/1/2016 10:50 AM View respondent's answers
• Need to have some time to discuss "The Vision". Not just go over projected temps and data.
Get people involved with sharing specific ideas, or present specific ideas and see how the
community reacts.
6/1/2016 10:47 AM View respondent's answers
• Potential strategies: this is going to be a selling event to get folks on board...really important
to point out the benefits of potential strategies...what is in it for'me'
6/1/2016 7:39 AM View respondent's answers
1 appreciate the intent of the contractor and the city staff in making this a great event. Kudos
to both. And, we have an opportunity to improve public engagement and passionate
involvement in our next two public meetings. Additionally, We should take advantage of an
electronic media opportunity for further and new public involvement. A poll like this one with
the same questions posed as at the event would expand our reach to the public for critical
input. Creating a new poll and sending out an invite to all of the mailing lists, and referenced
in other ways, is warranted.
5/31/2016 11:02 PM View respondent's answers
c
~��� Vi�sibir'i� �� Goall Settiiing����������� ���
Arne 15, 2016
����
The vision and goals are preliminary and will be communicated to City Council and the public as
the plan development process moves forward. The vision and goals will be the basis by which
the plan elements are constructed. Through the plan development process, the goals and
targets are subject to revision by the committee as the CEAP is further defined
��CE)d i i ire
The committee will attempt to reach consensus on all decisions and recommendations. If
consensus cannot be reeohod, decision-making will occur using the motion/second and
committee member voting on each component.
Caiimirriittee [""Roles aind
1. Members accept the responsibility to oorno to meetings prepared for the discussion.
Members will work between meetings to educate themselves on issues.
2. Members will recognize the legitimacy of the concerns and interests of others, whether
or not they are in agreement with them. yWeDlbenQ will participate in the spirit of giving the
same priority to solving the problems of others as they do to solving their own problems.
3. Members will share discussion time and encourage everyone to participate fully.
yW8DlbBnS will attempt to present their views in 8 succinct 08DDer and will cooperate with
the facilitator to ensure that everyone is given equitable time to state their views.
4. Members will never interrupt another and will listen respectfully to others, even VVhi|B
disagreeing. Only One person will speak at 8 time. Members will not participate in Side
conversations.
5. Members will look for common ground and 8R38s of agreement 88 the foundation for
building consensus recommendations. Members will communicate their concarno,
needs, and diverse opinions but will not give ultimatums.
6. After the meeting, be respectful of the deCiSiOD~n0@kiDg pnOC8SS and other COn00Oitt8G
members even if you may not completely agree with the outcome(s)
l
1 IIIIs IIIbIIII'
Discuss and approve the following vision statement:
Ashland leads on climate action to foster a resource-efficient, diverse, and prosperous
community with secure and sustainable access to clean air, water, food, and green spaces for
future generations.
p Iir IIII IIIrri IIII IIrii a.r" a
Using the breakdown of questions provided below, discuss and vote on your preference for
Ashland's long-term community emissions reduction goal.
1. Which type of inventory would you like to include in Ashland's emission reduction goal?
a. Sector-based emissions
b. Consumption-based emissions
2. Do you think Ashland should include purchasing of offsets as an option to reach its
emission reduction goal?
a. Yes
b. No
3. Do you think Ashland should have a specific goal for reducing emissions from City
operations?
a. Yes
b. No
4. If yes to #3, should the targets be fossil fuel reductions or GHG?
a. Fossil Fuel
b. GHG
c. Both
5. Which year do you think Ashland should use as a base year for its greenhouse gas
reduction goal?
a. 2011
b. 2015
6. What do you think Ashland's reduction goal for 2050 should be?
a. <80% reduction by 2050
b. 80% reduction by 2050
c. 90% reduction by 2050
d. 100% reduction by 2050 (i.e., carbon neutral)
e. >100% reduction by 2050
7. Which years should be used for intermediate targets?
a. 2018, 2025, 2040
b. 20201 2030, 2030
c. 20221 2028, 2034, 2040
d. 2025, 2035
e. Other combo
2
3 nno� pnnou IIII
Illu � ��m� III °,n ° ��°��� m b III Ii lily arl
1. Should plan include recommendation for goals/targets to be adopted by Ordinance?
f. Yes
g. No
2. If yes, should ordinance match the plan goals/targets or be something different (i.e.
absolute vs aspirational)
a. Match
b. Different
3. If Different, how should the goals/targets in ordinance be structured?
nnnnnn°nni ii
"l
ii
nnnnnnnnno � o rn W Goall Set Guide
Sector Based vs. Consumption Based Emission Targets
(Excerpt from City of Ashland GHG Inventory—February 2016)
Ashland's community greenhouse gas (GHG) inventory includes both "sector-based" and
"consumption-based" emissions. Sector-based emissions include local emissions from building
energy use in residential, commercial and industrial sectors, transportation energy use,
methane emissions from solid waste disposal, wastewater treatment, and fugitive leakage of
refrigerants from cooling systems. Consumption-based emissions are generated outside the
community in order to produce the goods and food consumed by Ashland residents. Together,
they make up a community's total emissions.
The community has greater control over the sector-based emissions sources, as well as better
data, which is why these emissions are typically the primary accounting methodology used to
set emissions mitigation goals. While the community does not control the means of production
for the majority of goods and food it consumes, there is local control and choice in the quantity
of demand; the types of products; and vendors who supply the products.
Ashland GHG Emissions, Past and Future
• Trends: Total emissions decreased 6% between 2011 and 2015, and sector-based
emissions decreased 10%. These decreases are largely attributable to increased
renewable electricity on the regional grid, decreased residential electricity use, and
decreased natural gas use due to warmer winters. Reductions are greater on a per-
capita basis (12% and 8% for sector- and consumption-based, respectively).
• Composition: Buildings and transportation are the largest contributors to sector-based
emissions (contributed 27% and 23% to overall emissions in 2015, respectively), while
household goods and food contributed 48% to the overall emissions. City government
operations, refrigerant leakage, and solid waste and wastewater contributed a relatively
small amount to overall emissions (2% each).
• Public perception: Initial public response to the GHG inventory reveal a desire to be
bold, ambitious, and show leadership in setting goals and actions and motivating the
community. There is also an emphasis on changing personal habits and behaviors, as
well as instituting a legally-binding emissions reduction goal. The highest-priority
emissions sources are buildings and energy and transportation and land use.
3
• Projections: As shown in Figure 1, preliminary modeling shows that, assuming
expected increases in CAFE standards and state renewable portfolio standards, Ashland
can expect a 28% reduction in GHG emissions from 2015 to 2050 under a business as
usual scenario. Meeting an 80% reduction by 2050 goal would require an additional 40%
reduction in vehicle miles travelled, 40% reduction in building energy use, and 55%
reduction in refrigerant leakage and waste emissions, as shown in Figure 2.
Figure . Preliminary emissions forecasting for Ashland
0 :1, 75 by203O
•m I^N5Jil11Il➢llW UINl161(WtlIuiVIVNI�w nNWf 44N11'Sdiil�m9Nlll UNI@I(f 1py.GWI UIVIVNifi6pip 3
�,� A ��. 5��11�rNVI�YIu 141�",4lf PupAN�f N9lVififllw!yp�liGfiwII1UI1.VfW@;��IfIw19WIiWUIW.piNNN114u4dVW w�i)gIVNiGwglllUNifiIIiIVNNJU N91VIflliip�9llNlil9ilpWWlilfiu.p��rypflfililVlNIViIWiw�iP,y�1�11�41ll1NNBIlii
"q 150
� ., i�m���4ti�1S1 rm reduction
WI+^^ ��p�` ry�^^hq^1II
n,d' ��p�0 ���4�nNnwril7p��. �u�ouaoiuuu,�wowmNnin�uwNur�airvioiim�imuo�o�aa�i.rwirum�mmrai- ooioioioioioioioioioioioioioioioioioioioioioioioioioioioioioioioioioui��m�o q�imummoioi "e '°`"`''"` n'""�"
^m10�M
•M« on�iwwmu�wmuwwu�muwuawwu�manuuwwwu�muwum ,�� u�"iwwitmuunmonuu�aomi mnmoirt�uoumw�ijIIIIIIINNp.�m
nnaoowum��y�mR
1AulYINMl�tlflll�'
q� F by 20SO
immmmmmmmmui�iwmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmu �IIIIIIIIIIIIIIIVIVIVUIOIOII
q Y 154
... 1,0 0 126
LLJ
/
i
f
f
/ r �
r
/
r r
i
i r.l /i
r
0
CAFE,
Figure m Preliminary wedge analysisfor Ashland
0
180
H�ufdrrrrrJt,uriurU�r ,1J9Aireugy7 rj ,r Reniewable Portfolio 5tandlard
1,60
., riifli�r�r
140 r i/f y
r / r r i
A„A ,rrrrrr/ Standard
p,��ryI (� rrrriiii /////// CIS'
4FE
rlr
V 0.�N /rrrr///// rrrrrrrrrr yI'�y
J;�iiriiiirriiiiiiiiriiiirirri/ ///////%//)lfT r 7 0%Renewable F u 1..:,III s,
ii
r,
;rrrrrrrrrrrrrrrrrrrr,,rrrrrrrrrr,,rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr 40�.���'IM T F�ed u t i�rl n
�n.0 r� r rrrrrrr, /rrrrrrrrrrrrrrr/�/��y;;rrrrrr,
jp rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr rrrrrrr
r���„rrirrriirriiirrr%////////////////////� irrrrrrrrrrrrrrrrrrrrrr
rrrrrrr;,;;,/rrrrr� ,,rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr
401%Redaction in,
//rrrrrrr/
,,rrrrrrr Building Energy U s e
r
rrvi
55�,�Reduction in
,n 80%reductii,un bar� � Refrigerant Leakage
LU
cc () &Waste E rn i s s i o n
Q9
��ppqq IIdIgq�pp IIII IIdIgp�pq IIygp IIdIgp�pq Ap y�I��q(IIygp Ap y�I"mII^� yq Ap y�I q/ryy q�^y�I ryy�q�qp Iry{^� ryy�q�qp
21,WX��A 1,5 I WX A M���I..'0 u�WX A M I..�� '�'Y':.✓3'0 �'0 x�.A'5 1"Y:.✓""'R�0 iG��4���W'4 5 iG����4���W'50
Other Jurisdictions
ICLEI and WWF's 2015 Measuring Up 2015 report summarizes greenhouse gas reduction
targets set by 132 local governments for their communities. The report revealed the following
trends:
• 25% of examined communities set 80% or greater by 2050 or earlier (largely from IPCC
recommendation).
• 46% set target equal or greater than US target of 26-28% below 2005 levels by 2025.
4
• 3% of examined communities (n=4) set a 100% or net zero emissions target.
• Those communities with 5-year targets range from 4-25% reductions.
• Those communities with 2030 targets range from 35% to 50% reductions.
• Those communities with 2050 targets range from 50% to 100% reductions (80% is by far
most common)
Emissions targets for other Oregon jurisdictions are summarized below:
City of Eugene
• Reduce community-wide greenhouse gas emissions 10% below 1990 levels by
2020 and 75% by 2050
• Reduce community-wide fossil fuel use 50% below 2005 levels by 2030
City of Corvallis
• Reduce overall community fossil fuel use 30% below 2012 levels by 2020
• Reduce overall community fossil fuel use 55% below 2012 levels by 2030
• Reduce overall community fossil fuel use 85% below 2012 levels by 2050
State of Oregon (House Bill 3543)
• Reduce greenhouse gas emissions 10% below 1990 levels by 2020
• Reduce greenhouse gas emissions 75% below 1990 levels by 2050
• Targets derived from IPCC recommendations at the time
City of Portland/Multnomah County
• Reduce local carbon emissions 40% from 1990 levels by 2030
• Reduce local carbon emissions 80% from 1990 levels by 2050
5
(3) 0 O O
4-0
O N U � -C O p
° 4-0
to N .° a)p cn 0- m
0 -t %-...Io 0E N > U
O O Nch
U O p •— O +
U
4-0
'— _ N O N >� cn4-a
O cn O � a U
E � MCM 0 m � L o o � � � .( � 0 � 0 0 m a)
cn U
O U }' O O ff" -0 0)Z, = N p N O U
>1
O N O O OD a) O> U) a) }, — � � O 0 O0 E a)> -_0 4-1
N cn
N > p CD L N0)4-,
-0 a) 'F >,a) -iF.2: 0) a) G N U � O N > C� 'a) N =
L L 4-0a) N L " 4-0
U �, Q V N p L CL� 0 0
=3 "
pocn op o a) o � ° DLm0 W .- — -0 u) 0 M o 0 W " 0
a) 0 ° mo o ° m ° op -
0 0 0 0 O :•� O m O Co O •— O o N o o m 0 O U N
alp ZJU m � C) -0Z (n U UU Z � U2 � �� � U ca � �
�plllollllllllllulp
qq uuuu
L) L) a)
}' •(n a) O
° m L a) a) N cn
j . >' p > O E4-0
O '� p L m w
a) m — .�4-0 O
N — cn0 m p L }, 0 > L — cn
ALE � 00CM 0 � o o � c�
0 0 0
0 Cl O N +- —0
O O ._ O w cn � cn � Q N �— '� � � �
� > v cn a� c� a� j j U ° L �m o •— (m U N to
-Ne
O (n O p M p .p U N
I
IIIIIIII
�pl In
CD 0
O O
m CIO c
•U)
"III IIIIIIII U) �
IIIIIIIII �'� c� �
N �
Alp IIII ' � a)
_0 p IIII UIII IIIII
. p0�1lll O IIII I p
I ' � U U
m Q Q�
i�lllll III � � � � �
IIIIIIIII IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII � � ._ ._
���I IIIIIIII��� � 4-0N 4-0 a) �-j
° cn
cn 4) -0 O 0 _0 O
Illllllp pll^IIII` }, � A :3 C: `
All' O E � V O o O
�``�pllllll
IIIIIIII �uuSU� (f� U a) O 0 Q
I
�--+ +-+
to 0 to 0
4-0O o oC: U O U
V V co Q O m m
'E to O 0 � c E 0 — O E
O OtnO � � • o 'FJ %
O � a) c
� •V
� o U oCU Z3 � > a) U) cu
O � oa) 0 �� ' E o}' } o�'
O >,> N cuQ Ca coCa 0 > — � O �O O OO � N
�cu
O � �
cnC:
>% 4-j 0O U O O 0 N 0
+ 4-j
-0CU -0 _0
Q N U _0 4-0N4-1
a) -C
0 cu CU cu
CU
O O -Fu 0L O cu a) •- > Q to
N N O N 'U) m 0 U >1 !E U
'U N O �N N N '� a) N
}, >, O >, 0 L L }, cn },
Q cu cn co U cu U Q O 0 Q Q cu '� 0
Z � U) M Cl) 2t. 2! Z a) —i ZD
N N
N N O to
cn
O C:: co: � tin --� � O tci �
� o -� o 0 0 � a� O o '� O 0
4-j -0 -0 -0 -0
cu -r— ca a�
U N � O _ UN 0 N � cu _0
}' , Q — o
0) CU
E 00 0
.� U) U > O to _0 cu C: 00 0
O Ocm
c6 c6 }, a) ^}, to N }, - O cn 0 -0 }V—, 4-j
N >, O too U 0 r L cn � >, O � � }, •(n }, •cn
N N O O (� O •O Ca N N N N Ca — � cu CU
N to �� +� U U >> L 0 0 U a) F +� c� O N m O N
to l .L 1 '(ncu CD ^ S U N '� o N 0E 0) O +� +—�
Ec
cu E O O O > cu N 0 X (UO 'i M 0 U M O O U O � o r- "
a) N � 2ca w -0U -00 a) U � -0 ()� E "o25o 2 =3o
c�
0-1
o.
o.
muuoouuui
1u^lumio1,
{u V♦(a L r 0 � O
uuIlk O O o
11111101111LO IC)m N N N � coo coo � n
IIIIIIIIIIIIIIIII�I�� .... .... .... .... .... .... .... .... .... .... .... .... .... ........
ul
0 73
m„1-j Kai
gi 0
.
CCL
IIIIIIIIIIVIn" cc:Ip�o��oip ���� I'
IIIIIIIIIIIIIIV" ai n "%m� au
&dam m
m ,,,,,,,,
cm va co
Woo lu 3ra
0
moon
0 Gi
�Illllllll p
...
w„ III......
cc 0 a)
Wo v c: EE
m
w,,,,,� CCU
,,, ,,,3m
CZ
m„ :1 LJ
..I w
................... ......
„ ..............
�IIIIIIIIIIII
mm
ii
0— Mmfl- fl- fl- ,,,,,. m ,,,,,, Cam
u
CL
LID
I�
oi�ulluil
Gi
00 14 C�,4 ou E:
Im ZFM MII. kc) EE
C�
,,,
2 2
y
`i,...,uuul
11 TA
n
I luuull�
m louuu
Il10�n"lip°
u�lnnni�uuu
u�
lUuuuuoo
,mioouuu
n
II
Uuuul
Vol
0110 EE
II 2.L= III III
p��I
2
nnlll
I���nlllllnn
� flu ��s �„�»
oIDmml W e 3: �,,,rere
iluwll s
x mEl- U a-
II,,,N,,j II..i I LLJ W LLJ LLJ ll
s®
..., .........;
I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I
IIIIIIIIII�I��I��� �
� v v
V) •-
U
4�
p
O
O
4� Q�
rrur,r�,
wt
t rw wry i •-
� U
O �
�r r �flllllll
O � —
Q
O 4� —o
4� 4�
4�
Q
U
� U
O
U
4� O
o �
a�
Q U
pOil
0
O U
� UOil V)
V) C:
0 U
O
IIIIIIIIIIIIIII �
U
— � O
O
O cn �O
0
O
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII,�IIIIIIIIIIIIIIIIIIIIIIIIIII�,�
U �
O
O �
O U O O� >
0
U
4� p
U
� N �
cn� O
O o
O
>
O � U
o L.. o
0 0 w _
o
}
W
N
Q
<n_c:
U Z5
� N
MOM
...........
..........
..........
..........
..........................................................11111111"?
1
1
}
� c �
L
0
l.J
(D
0
� � O
cn� 0 -0
OV)
0
� O
U C)
(1) -u E
0
0
(D 0- (0000)
Ln o
c' E
a) 0
U)
LU
0
00
0
LO CD
CD
CD 0 �
N
CD CD � o
>1
LL.
N CN CN
U
N
O
C45
� � N
N
0
o c U
0 4- u
� O
LL
� o � cn O 0
0
� 3 �
O Q �
C U �
Ua� (Y) o
70 D D D 0
� U) V) V)
U O O O �
2 2 2
o � N
� O � Q � O Q Q N
� � u 0 0 0
�
� � N
C:)
N N �00
0
00
�C)
CD
� 0LO
O� �
00 CN co (D
L
o 'L o a� 3
LO LoCD 0 4%
Q o
C\
*0
co
1 0
N �
� v
c�
I
�pa��lllllll L
CD
(Y)
�UUIIIIIIIIIIII
Loom=
C) r**� �a
U 'N 0
CD
go go
i � 14�A;�p� �"u IIIIII IIIIIIIIII IIIIIIIIIII �II�
llu�.
�IIII
UUIIIIIIII
P�ull�ld�)
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII
IlluPu�luPp�lililll��9l Illuuuuiiiiuuuuuuuuuuuuuuuuuuuuuuuuuipyp��
�Irrr uI��I,�IIIIIWr,,+,+
• O
U
O n` Ln
O L
W
V)
V)
0 ul
E 0 0
LU � O
� Q
4-
0
Q m �
EE
0 m 0 a)
• a N = 0 V) C:
a) O
U Q U • �
(Z
L I u
0 E
D 0
V) 4-
0
MIME
u
w3c�
vs U
V
c�
L�
�IIIIIIIIIIII
IIII
II IljjjVVVV
UUI�UUU IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII
� IIIII�tr
Y
I
Cn
v �
I,
U�IIIIIIIIIIII
t
1i1111� g, e�
UUI�IIIIII
III'
0
0
0 IY
LO 0
O D
> u
� 3 �
uI cn -I--
1 C�m m: Ln
0 0
tn
0 c
� N }
N
N O
00 0 E 0
0
0 0
} � U
L
V Q � CL
Q N �
0
-
0
•-
•-
O
E77
0 U
X 0
0 ?:
!l!1111MMp �� N,
4-
0
0
C�
C�
.
F!77
E I
O (D
0 E
>**o E
4— 0
U
Lu 0
� O
0
}E LOW= 0
U O �
N
jlll�
jj�
07
(D 0
(D
2 mm
Lam= V)
0)
LOMM %mom= V)
LOMM LOMM
0 0 07 0 0
0
H �
N � H
N � �
� N
Q)
0
�LOW=
O0 100 0
0
�
2 mm
� O
2 mm
MONSOON
oo�o
0
C)
v �
0
Sam==
0 c
IN
0
WIN=
Loom=
V,
0 0
0
0
r<r<r<r<r<
Lm
41,,,,�\ ply r°y'Y rrrrrrrr
W
0 0 0 0
•
18 Conservation Commission
■
2.18.010 Established-Membership
The Conservation Commission is established and shall consist of nine (9) voting members
including one representative of the solid waste franchisee for the city; and one
representative from Southern Oregon University; and one representative from the Ashland
School District and six (6) other voting members. At least five (5) of the other members
shall reside within the city. The commission shall also consist of certain non-voting ex
officio members, including the mayor or one council member serving as council liaison, the
Department of Community Development Director and the Electric Utility Director, the
Director of Public Works, the Building Official and City Administrator. 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.
(Ord 3003, amended, 02/18/2010; Ord 2981, added, 04/06/2009; Ord 3100, 2014)
2.18.040 Powers and Duties-Generally
The powers, duties and responsibilities of the commission shall be to educate and advocate for the
wise and efficient use of resources by the City of Ashland and all Ashland citizens. In doing so the
commission shall recommend to the council the adoption of policies, implementation strategies and
funding related to:
A. Recycling, source reduction and solid waste/landfill issues;
B. Electric conservation issues;
C. Water conservation issues;
D. Resource conservation issues;
E. New power resource decisions, but not including decisions involving wholesale power
contracts;
F. Renewable resource decisions;
G. Air quality issues;
H. Education of citizens about efficiency issues; and
(Ord 2981; 2009; Ord 3003, 2010)
PRINT SLOSEJ
10 Uniform Policies and Operating Procedures for Advisory
■
Commissions and Boards
2.10.005 Purpose
Advisory commissions and boards (advisory bodies) require uniform rules, policies and
operating procedures to assure maximum productivity and fairness for members and the
public. Except where otherwise provided in this Code, the following policies and
procedures govern all the City's commissions and boards, as well as ad hoc entities.
Nothing herein removes the requirement for compliance with more specific regulations and
guidelines set forth by state statute, administrative rule, ordinance, or resolution specific to
the advisory body. These rules do not apply to the elected Parks and Recreation
Commission.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.010
See individual Commission or Board Code Chapters codified between AMC 2.11 and AMC 2.25.
(Ord 3003;2010)
2.10.015
See AMC 2.04.090.C.
(Ord 3003;2010)
2.10.020 Terms,
Term Limits and Vacancies
All successors to original members of an advisory commission or board, shall have a three
(3) year term, except as otherwise provided in the appointment order and except for certain
members of the Municipal Audit Commission, as provided in AMC 2.11.015.
Notwithstanding the three year limitation, Planning Commissioners shall serve for terms of
four (4) years with terms expiring on April 30 of the fourth year, and Budget Committee
members not on City Council shall serve for terms of four (4) years, with terms expiring on
June 30 the fourth year. All other regular terms shall commence with appointment and
shall expire on April 30 of the third year, unless otherwise provided in the appointment
order. The appointing authority may stagger terms in the original appointment order as
necessary. Members may serve two (2) terms on any single commission or board, after
which time the Mayor and Council will give due consideration to other qualified candidates
before making a reappointment. Any vacancy shall be filled by appointment by the Mayor,
with confirmation by the City Council, for any unexpired portion of the term as provided in
AMC 2.04.090C.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.025 Meetings and Attendance
A. Unless otherwise provided by law, the number of meetings related to business needs of
an advisory commission, or boards may be set by the advisory body.
B. The Planning Commission and Budget Committee shall set their own meeting
attendance requirements. All members of other Regular or ad hoc advisory bodies must
attend at least seventy-five percent (75%) of the full advisory body's noticed meetings,
study sessions and special meetings in each full year of their tenure. A person removed
from the advisory body for non-compliance with attendance requirements subsequently
may be appointed to fill the vacancy on the advisory body by means of the normal
appointment process of that advisory body.
C. A member should provide at least 48-hour notice to both the chair of the advisory body
and the staff liaison regarding any planned absence from a scheduled meeting of the
advisory body. In the event an unexpected emergency will cause a member to be absent
from the meeting, the member must, if possible, notify the chair or the staff liaison within a
reasonable time in advance of the meeting.
D. Generally, advisory bodies may not allow alternates to represent or stand in for a
member at a meeting. Notwithstanding the foregoing preclusion of alternates, on Regular
and ad hoc advisory bodies with some members who are appointed by an entity other than
the Mayor and City Council and who serve as a representative of the appointing entity, an
alternate may participate and vote for the named member by proxy at any meeting of the
advisory body. Such participation by the alternate will be deemed to be attendance by the
named member. Individuals directly appointed by the Mayor and approved by the Council
may not be represented by alternates.
E. Each advisory body should review member attendance and report to the City Recorder
approximately every six months. City Recorder will advise the Mayor on the need for
appointments or re-appointments, if necessary.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.030
See AMC 2.04.090.F.
(Ord 3002;2010)
2.10.035
All meetings of advisory commissions and boards are subject to strict compliance with public
meeting laws of the State of Oregon. Notwithstanding notice requirements under Oregon law,
advance notice of at least 36 hours shall be provided for all meetings. Notice shall be sent to a
newspaper with general local circulation and posted on the city' s website. In the case of emergency
or when a state of emergency has been declared, notice appropriate to the circumstances shall be
provided and reasons justifying the lack of 36-hour notice shall be included in the minutes of such
meeting.
(Ord 3003;2010)
2.10.040
A meeting quorum shall consist of more than one-half of the total number of authorized
members of the body, including any vacant positions. Non-voting ex officio members, staff
and liaisons do not count toward the quorum. Members need not be physically present at a
meeting if another means of attendance (e.g. telephonic, internet etc.) has been
established by the membership and public meetings law requirements are met. At least a
majority of the quorum is necessary to adopt any motion; some motions require the
affirmative vote of at least two-thirds of the members present. If the members in
attendance do not constitute a quorum, staff or invitees may make informational
presentations provided (1) Notes describing the presentations and discussions are made
and posted on the City website; (2) no motion, debate or vote or any other official business
other than adjournment takes place; and (3) all topics advertised are automatically added
to the agenda for the next regularly scheduled meeting.
(Ord 3050, amended, 11/18/2011; Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.045
See AMC 2.04.100.
(Ord 3003;2010)
2.10.050 Election of Officers,
Secretary and Subcommittees
At its first meeting following the appointment or reappointment of members each year, the
advisory commission or board shall elect a chair and a vice-chair who shall hold office at
the pleasure of the advisory body. Neither the chair nor vice-chair shall serve as an officer
for more than three consecutive annual terms. Without the need for an appointment, the
head of the City Department staffing the commission, committee or board shall be the
Secretary and shall be responsible for keeping an accurate record of all proceedings. The
Department head may delegate such tasks to a staff liaison. Subcommittees may be
formed for the purpose of gathering information and forming a recommendation to be
brought forward to the full advisory body. Only the full body can make recommendations to
the City Council. Subcommittees must comply fully with the requirements of Oregon Public
Meetings law.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.055
At least one staff person is assigned to work with each advisory commission or board. The staff
liaison provides professional guidance, continuity, and insight into City policy and attends all
regular and special meetings and workshops. The staff liaison supports the group as a whole and
shall not do work at the request of individual members. Each staff liaison has a limited amount of
time to devote to the group. If additional staff time is needed the request should be made to the City
Administrator or appropriate Department Head.
(Ord 3003;2010)
2.10.060
The chair or staff liaison will be responsible for timely preparation and posting in advance
the agendas of all meetings of advisory commissions and boards on the City's website. A
member or staff liaison will be responsible for taking minutes and getting them posted on
the City's website, generally within a few days after the minutes have been approved.
Members are encouraged to access those documents from the web site. Staff will email or
mail documents to members upon request. If the advisory body has a current Council
Liaison, the Liaison should be given the opportunity to report to the commission or board
periodically.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.065
Advisory commissions and boards are encouraged to establish annual goals and action
items that reflect the body's charge as stated in the specific commission ordinance.
Advisory bodies are expected to suggest, support and advance Council goals and are
encouraged to look for ways within their own unique responsibilities to do so.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.070
The advisory commission or board may make such rules and regulations as are necessary
for its governance, including the conduct of meetings, when not inconsistent with Ashland
City Charter, Ashland Municipal Code or Oregon law. These rules may be less formal than
the meeting procedure rules in AMC 2.04.40. In the event of conflicts that cannot be
resolved less formally, AMC 2.04.040 shall be used as the standard for meeting rules and
procedures. Failure to strictly comply with the rules on meeting procedure in AMC
2.04.040 shall not be cause to void or otherwise disturb a decision or action. The body will
strive to be clear in its proceedings.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.080
The City of Ashland is committed to the highest ethical standards for its public officials. To ensure
public confidence, all members of advisory commissions and boards must be independent, impartial,
responsible and not use their position for personal gain or to benefit or harm others. Advisory
commissions and boards shall operate in the general public interest serving the community as a
whole and shall serve no special interests. Advisory commission and board members shall not
endorse in their official capacity any commercial product or enterprise. Members should be aware
the criminal codes, ethics and conflict of interest laws set forth in state statutes and city ordinances,
including but not limited to the State of Oregon Criminal Code, ORS 244 and in AMC Chapter 3.08.
(Ord 3003;2010)
2.10.090
With the exception of certain delegated quasi-judicial actions, most advisory commissions and
boards do not make final decisions subject to appeal but rather make recommendations to, or act in
an advisory capacity to the council. The City Council is the final decision-maker on all city policies
and the use of city resources. Proposals by boards and commissions for endorsement or sponsorship
of events, activities or programs must receive approval by City Council as provided by Resolution.
(Ord 3003,2010; ORD 3057, 2012)
2.10.095
Subject to the acceptance of the City Council, an advisory body may receive gifts, bequests or
devises of property in the name of the City to carry out any of the purposes of the advisory
commission or board, which funds, if required by the terms of the gift, bequest or devise, shall be
segregated from other funds for use with the approval of the City Council.
(Ord 3003;2010)
2.10.100 Budget,
Compensation and Expenses
Money is set aside in department budgets for Commission and Board expenses. Should an advisory
body require additional funds, requests should be submitted to the department head through the staff
liaison. Regular members of the advisory commissions and boards shall receive no compensation
for services rendered. Members must receive permission and instructions from the staff liaison in
order to be reimbursed for training or conferences and associated travel expenses related to official
business. Procedures and criteria for boards and commissions to obtain approval of expenditures are
established by Resolution.
(Ord 3003,2010; Ord 3057, 2012)
2.10.105
A. Each advisory body shall submit copies of its meeting minutes to the City Recorder for
presentation to the City Council.
B. The chair of each advisory body is expected to give at least one report to the City
Council each year on the advisory body's accomplishments, work in progress, and planned
activities. In addition, the Mayor or City Council may from time to time ask chairs for
information and recommendations on matters within the scope of their advisory bodies.
Chairs' reports to the Council are to be objective and representative of the majority views
of the memberships of their advisory bodies.
C. Council Liaisons may report to the entire Council on significant and important activities
of any advisory body to which they have been assigned.
D. Staff Liaisons to the advisory bodies may assist in preparing such reports.
E. Unless otherwise expressly provided in the Ashland Municipal Code or State Law, all
reports or recommendations of City advisory bodies committee shall be considered
advisory in nature and shall not be binding on the Mayor or City Council.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
2.10.110
An individual advisory body member is free to express personal views on any issue in any
forum as long as the individual makes clear that he or she is not speaking as a member of
the advisory body and that the views expressed are personal and do not represent the
position of the City or of the City advisory body.
(Ord 3003, added, 02/18/2010; Ord 3100, 2014)
PRINT CLOSE