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Agendas and Minutes

Wildfire Safety Commission (View All)

Regular Meeting Minutes

Wednesday, April 20, 2016



Wednesday, April 20, 2016 11:00AM to 1:00PM

Training Room, Ashland Fire Station #1
455 Siskiyou Blvd


In attendance: Stephen Gagne, Bruce Moats, Doug Kay, Tim Bewley, Vicky Sturtevant, Alison Lerch, Chris Chambers

Not in attendance: Ron Parker

  1. APPROVAL OF MINUTES: March 16, 2016
Bruce Moves to approve, Stephen 2nd, All in favor.
  1. Action Items
    1. Commission Vacancy: Tracy Peddicord is willing to join the Wildfire Mitigation Commission (WMC) and will be putting in an application.
ACTION ITEM: Alison will add Tracy to the WMC email list and invite her to the May meeting.
  1. Evacuation Update- Chief Karns
    1. April 2014 an evacuation plan was conceived. The effort is broken down into 4 areas. 1) Public Outreach- Ready, Set, Go! (RSG). Making sure citizens are not expecting a personal invitation with a knock on the door. 2) How does the fire service make that decision process?  Do we evacuation? Do we shelter in place? A policy is in place on how the Incident Commander moves down the system, creating a Unified Command. 3) Staying ahead of the media. Social media and freelance style reporters can put out invalid information, so working with local media entities ahead of the game to provide up to date information, and 4) Implementation evacuation and when can you return.  This is the job of Law, not Fire. The funding of the staffing of keeping a city safe in a large evacuation situation is yet to be determined.  Returning home is all based off communication.
    2. Where do people go?  AF&R has an agreement with schools depending on the time of the day. City Parks is in charge of cared facilities.
    3. Public Outreach for evacuation? RSG was a huge push on Channels 12 & 5 with three commercials.  Citizen Alert works. There is no perfect way to get information out to everyone.  A mass notification system (reverse 911) is the best way to get information out.  If you do not have a landline, you need to sign up for Citizen Alert on your cell phone.
    4. Is there anything that the Commission can do to help with evacuation? How is this going to be put into the CWPP? It will be mentioned in the County Fire Plan.  Citing the importance of RSG, Mass Notification System of the County, and the preparedness level. Put a media blitz into the CWPP for June or spring for evacuation outreach. Add a reference to the Rogue Valley State Mobilization Plan citing the Evacuation Policy that Chief Karns handed out at this meeting.
    5. WMC needs to alter our talking points about evacuation and focus on citizens being prepared.  What about the media? The media will be informed through Citizen Alert in an incident.
    6. Can we create “safe houses” for evacuation?  This is probably out of the scope of the WMC, but it could be a need for the community.
ACTION ITEM: Add the Evacuation Map to the Ready, Set, Go! website (
ACTION ITEM: Put an educational piece in the June City Source about Ready, Set, Go!
ACTION ITEM: Future To Do- recreate the R,S,G! pamphlet to be more Ashland specific.
  1. One Year Marketing Plan for distributing the Firewise Landscaping Brochure
    1. Doug went to the Farmers Market on Tuesday 4/12 & 4/19.  The information booth had the Firewise Landscaping pamphlet in a plastic holder. Doug would like to visit Plant Oregon and Shooting Star in Central Point.
ACTION ITEM: Print out Evacuation Map and bring the R,S,G! magnet for Farmers Market table.
  1. Wildfire Hazard Zone (WHZ) Cover Letter
    1. The WHZ process is on hold and we are waiting for the Mayor to give us a new schedule and meeting date with the Tree, Planning and Wildfire Mitigation Commissions. The WMC will wait until we hear from the Mayor.
    2. Could we invite the Mayor to a WMC meeting?
  2. Chamber Email and Follow Up
    1. May 3rd is the next Task Force meeting and we will talk about the “Chamber Wildfire Summit”
    2. Tim will be talking with the Asante Director about the Cascadia Rising and he can talk about the CWPP/wildfire issues when he is there.
      • Can Asante help us come up with a best practices for smoke inhalation?
    3. Vicky is willing to talk to the manager of OSF about smoke.  Maybe it is best to have a general peer discussion at the “Chamber Wildfire Summit”
  3. Meeting Reminders
    1. Vicky will check on the next Mayor’s Brown Bag Lunch in April
    1. Ongoing Business
      1. Vulnerable Populations (follow up with Kevin/Connie)
        1. Rogue Valley Council of Governments (RVCOG) has a disaster registry list and it is hit or miss.  Ashland has been the most proactive in getting people to sign up. They don’t go into senior centers.  They are willing to share their database for outreach or just knowing who was on it. They get a lot of information out through the Food & Friends. AF&R needs to follow up this to make sure we have HIPPA compliance.
        2. Let’s add this to our ongoing education and outreach talking points (including RSG and Firewise)
ACTION ITEM: Follow Up with Terri about if she asks people if they are signed up with Disaster Registry after they complete the Map Your Neighborhood process.
  1. New Business
    1. Commission Renaming
Tim made a motion to change the Commission name from Wildfire Mitigation Commission to Wildfire Commission. Stephen 2nd, all in favor.
ACTION ITEM: Alison will send an email to Barbara Christensen about the next step in this process.
  1. Timeline For Electing a New Chair
Tim made a motion to hold Vicky as Chair of the Wildfire Mitigation Commission until April 30th, 2017.  Stephen 2nd, all in favor.
  1. Firewise Clean Up Day- April 30th
    1. Alison still needs more volunteers. Doug, Vicky and Ron are available.
  2. Ashland Food Project/Firewise Website
    1. Send an email to Alison and Doug if you approve the Firewise Landscaping PDF on the web.
  3. CWPP Outline Approval
Stephen moves to approve the CWPP outline as presented at the Advance. Doug 2nd, all in favor.
  1. Mayor’s Brown Bag Lunch: April 22, 2016: 12PM-1PM (COMDEV, 51 Winburn Way)
  2. Firewise Clean Up Day: April 30, 2016: 9AM-3PM Valley View Transfer Station
  3. Next meeting May 18, 2016, 11AM-1PM at Station 2 (1860 Ashland Street)
  1. ADJOURN: 12:40PM
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public Works Office at 488-5587 (TTY phone number 1 800 735 2900). Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).

Submitted by: Alison Lerch

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