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Agendas and Minutes

Climate Policy Committee (View All)

Climate Policy Commission Meeting

Agenda
Thursday, July 08, 2021

Meeting Video

MINUTES FOR THE CLIMATE POLICY COMMISSION

Thursday, July 8, 2021; Held Electronically

1. Call to Order (item starts at approximately 00:06 on the meeting video)

Chair Rick Barth called the meeting to order at 4:00 p.m. Commissioners Bob Kaplan, Ray Mallette, and Jeff Wyatt were present. Council liaison Tonya Graham and staff members Stu Green and Bridgette Bottinelli were also present. Commissioner Gary Shaff arrived later in the meeting. Commissioner Chris Brown was absent.

2. Consent Agenda (00:28)

2.1. June 10, 2021 Minutes

Kaplan/Wyatt moved/seconded approval of the minutes. Further discussion: none. Ayes: Barth, Graham, Kaplan, Mallette, and Wyatt. Nays: none. Motion passed unanimously.

3. Announcements

3.1. Next Meeting: August 12, 2021 (1:08)

The City Council extended a partial emergency declaration allowing Commission meetings to continue to meet virtually until August 17. The City Council is interested in changing the code permanently to allow Commissions to meet virtually as needed. Green stated that subcommittees are allowed to meet with noticing and note taking rules still applying. A staff person and City meeting room might not always be available for the subcommittee meetings. Mallette asked if a less than quorum meeting for working would need to be noticed or take notes. Barth said if the group is not an official subcommittee then no.

Gary Shaff arrived at 4:05 p.m.

Barth wanted to meet virtually in August, and everyone agreed.

3.2. Council Update (8:39)

Graham said that the Council did approve the on-bill financing resolution needed to apply for the United States Department of Agriculture (USDA) zero interest loan.

3.3. Staff Update (9:34)

Green echoed Graham’s statement regarding the on-bill financing. Green was able to get an extension on the deadline and is planning on submitting the paperwork next week. There are opportunities for strategic outreach to help make the program successful.

Green mentioned that the e-bike, electric vehicle (EV), and induction cooking incentives are available. Bottinelli stated she will be doing more in person outreach including going to local restaurants to discuss the induction cooking incentive before she leaves at the end of July. Mallette asked if the induction cooktops are available to be borrowed from Jackson County Library’s Library of Things. Bottinelli answered that the cooktops will be available at the end of summer.

Barth asked if there was anything the Commission can do to help with the USDA application. Green said that if the application is approved, he will want to discuss with the Commission about outreach efforts before going back to Council. Mallette asked the timeline for approval. Green does not know but because a letter of intent and draft outline has already been submitted the wait would probably be two to four weeks.

3.4. Other Announcements from Commissioners (14:09)

Barth included in the packet a copy of the memo sent to the Chairs of the Transportation and Conservation and Climate Outreach Commissions (CCOC). Mallette asked if Barth has been meeting with the Ashland Climate Coalition or other Commission Chairs regarding the Ashland Climate Action Project. Barth stated that the meetings have not been happening, but there is discussion on starting them again. So far, the Coalition will include the Transportation Commission Chair and Bruce Borgerson with Southern Oregon Hybrid and Electric Vehicle Association (SOHEVA).

3.5. Reports from Representatives of Other Commissions

None

4. Public Forum

None

5. Old Business

5.1. Action Items Volunteer (17:46)

Wyatt volunteered to take action items for this meeting and Mallette volunteered for the next.

5.2. Commissioner Recruitment (18:02)

Barth announced that there are two vacancies on the Commission and those interested in applying can reach out to him or the City Recorder.

5.3. Formal Planning (18:54)

Mallette announced that:

The Talent Ashland Phoenix (TAP) Intertie and the Stormwater and Drainage master plans adoption by Council have been delayed. Public Works Director Scott Fleury did agree to reference the water management plan into the TAP master plan. The water management plan will include a climate study update for Ashland’s water supply sources.
The Transportation System Plan is proposed to start on August 21 depending on funding and the scope of work.
The Electric Ten Year Planning Study will start up again with the group meeting with Tom McBartlett, Electric Utility Director.

Graham stated that McBartlett offered to have a representative dealing with the Bonneville Power Administration (BPA) contract speak with the Commission.

5.4. DLCD Climate Friendly and Equitable Communications Rule (23:37)

Shaff provided a motion in the packet materials and asked the Commission to formally request this be sent to Council for consideration. Discussion included:

The normal procedure for forwarding recommendations to Council

Kaplan asked and Graham stated that this could go to Council on the consent agenda with sufficient details to help Council’s consideration. Green will do the Council Communication and attach the items from the Commission.

To clarify why this is climate related and not coming from the Transportation Commission

Kaplan asked and Shaff responded that the multiple City Commissions could have commented on this rule; however, the time frame for submitting the comments to the Department of Land Conservation and Development (DLCD) would have passed. Green did suggest coordinating with other Commissions if there is time.

Conflicts with EV adoption and alternative modes of transportation

Wyatt commented that the Commission could send a list of Ashland’s priorities for the Council approval to emphasize the need for electrification without conflicting with mode switching efforts that minimize automobile parking. Shaff did not plan on making changes to the recommendations based on the review from last month since there are time constraints.

Mallette was also concerned with limiting off-street parking mandates and having more EV chargers available. Shaff stated that limiting parking is to reduce reliance on the automobile, but first the City needs to adapt the transportation system so people can bike safely which will decrease the demand for automobile parking. The EV charging spaces is part of a community adoption and can be facilitated. The real issue is to create alternatives so people do not have to buy a second car and can rely on walking or biking.

Outreach and Community Support

Mallette was concerned since the on-bill financing resolution did not pass unanimously because of financial concerns. Graham suggested the Commission reach out to Council to help answer any questions before the meeting.

Kaplan/Wyatt moved/seconded that the CPC forward to the City Council the following recommended amendments to Oregon Administrative Rules 660-12 and 660-8 and request that the City Council forward them to the Department of Land Conservation and Development with any changes that were discussed at this meeting today. Further discussion: Kaplan stated that last meeting the Commission reviewed the recommendations and is ready to forward them to the Council. The concerns raised during discussion can be included at Shaff’s discretion. Mallette reminded the group that one suggestion was shortening the document. Kaplan stated that the shortening was regarding the memo that will be worked on later. Barth thought the recommendations would go forward as presented and the points raised would be addressed in the memo. Kaplan explained that his motion only applied to the recommendations to the City Council including the Commissioners comments and Shaff has discretion to address those or not. Ayes: Barth, Kaplan, Graham, Mallette, Shaff, and Wyatt. Nays: none. Motion passed unanimously.

Graham stated that this should go forward on July 20 to Council as the City Manager Pro Tem and Finance Director will be leaving on August 6. Graham emphasized that in order to make the July 20 meeting everything will need to be turned in the next day. Shaff will send the draft memo to Green by tomorrow morning.

5.5. Adaptation (53:33)

Graham said the plan is to review the climate vulnerability assessment alongside the Climate and Energy Action Plan (CEAP) to decide what needs to be addressed by Council, staff, and the Commission regarding adaptation. Instead of an outreach and engagement plan, a condensed report will be presented. Discussion included:

Whether or not to focus on the Commission’s five initiatives or include the adaptation elements into CEAP.

Barth wanted to focus solely on the five current initiatives. Mallette and Graham saw this as part of the CEAP update the Commission was obligated to do. Kaplan was concerned about the Commissions ability to do this. Kaplan would be supportive if Graham would lead the process including a possible community workshop as recommended by Wyatt. Graham stated that this was a high level assessment that would not identify strategies as would be needed through a workshop. Graham suggested her and Kaplan work together on a matrix proposed by Shaff to see what areas are not currently addressed.

Timing

Kaplan was concerned about the timing since the annual report to Council is in September and would need to be approved by the Commission in August. Graham wanted this to go forward to Council with the annual report stating the adaptation report would be more effective in that format. Barth would prefer this be sent to Council separately. Mallette agreed with Barth and suggested adding this as a future work item to the annual report. Barth stated presenting the adaptation report would be inconsistent with the format of the annual report.

Graham and Kaplan will write the summary and plan for comparing the adaptation elements into CEAP for the CPC update for approval at next meeting.

5.6. CPC Update 2021 (1:14:29)

Barth reminded the Commission of the CPC update schedule: first draft report and presentation reviewed at this meeting, second draft report and presentation with comments reviewed and approved in August, and Chair sends in content for the Council packet and presents to Council on September 7. The September CPC meeting will include discussing feedback from Council. Wyatt stated the draft report is around 70 percent complete and wanted to discuss the intent and format at this meeting. Wyatt reviewed the document and questions from Barth:

1) Is the CPC Chair or delegate responsible for drafting the CPC annual update?

This is the current process and Barth wanted to set the precedent. Shaff agreed, but wanted the members involved in the projects to have input on the content for the update. Wyatt suggested that reviewing and commenting would happen along the way instead of at the final approval.

2) Should lead Commissioners be identified for each initiative in the CPC update?

Barth hopes that the document will have identified lead Commissioner for each initiative. Kaplan agreed lead Commissioners should be chosen but not listed on the document. Instead, an internal tracking document like the CPC look ahead will be used to keep track of the leads and progress.

3) Should small engines be adopted as an initiative?

Shaff would like to have a webinar hosted by staff and electric powered equipment manufacturers for commercial landscapers to learn about the equipment. This would be a smaller project and not need to be a new initiative. Mallette stated that the Ashland Climate Project was working on a similar project. Shaff was aware, but would like this webinar to be from the City as a reminder of the fire restrictions on gas powered equipment. Kaplan reminded that the previous progress was to work with Ashland Parks and Recreation Commission (APRC) on phasing out their equipment. Wyatt will include this in the update as a project not as an initiative.

4) Should adaptation be adopted as an initiative?

Graham will present an approach for next year at the next meeting. This will not be an initiative, but another project. Shaff added that the Commission should have flexibility to take on opportunities as they arise. Mallette agreed and Barth said the CPC look ahead would help them stay organized.

5) Are there any changes the Commission wishes to make to the overall form and content of the draft CPC 2021 update?

Kaplan suggested adding in the pandemic’s impact on the Commission’s work and ability to meet. He also suggested to ask the Mayor and Council for help in recruiting and appointing diverse members to the two vacant voting positions and the two student positions. Shaff proposed also adding in that more staff resources are needed to move forward the Commission’s initiatives. Kaplan did not want to emphasize the lack of staff resources as Green provides a lot of support to the Commission. He reminded that this Commission has the same resources as the other Commissions and is here to support the City’s work. Mallette suggested saying that they need continued staff support. Graham said acknowledging budget and staff time issues would be okay and that more resources would be needed to implement CEAP.

6) Does the commission wish to assign a review team for the next draft of this document?

Shaff asked that the Commission should forecast each initiative’s progress to know the next steps and when each will be presented to Council. Wyatt suggested discussing one or two initiatives at each meeting. Barth suggested every quarter and wanted to address how to coordinate with other Commissions. For example, the Transportation Commission felt as if CPC was directing their work by asking for feedback. Barth suggested that he and Shaff attend a Transportation Commission meeting to help create a dialogue.

Wyatt reviewed the leads for each initiative: 1) Adaptation – Graham and Kaplan; 2) Formal Planning – Mallette; 3) Clean Buildings – Kaplan; 4) Path Off Natural Gas – Wyatt asked Mallette to take the lead; 5) Efficient Transportation – Shaff; and 6) Sustainable Electricity – Barth. Kaplan was open to working with Brown on the Cleaning Buildings. Shaff wanted to integrate the differences in policy for the presentation. Kaplan stated that those could be questions presented at the beginning. Kaplan also suggested giving style or drafting suggestions. Graham asked if the Climate Resilient Ashland campaign and Climate Coalition should be listed as a secondary project. Barth said this would be added to the coordination section and Kaplan suggested adding this project in the 2021-2022 year instead of the previous one.

6. New Business

None

7. Wrap Up (2:03:48)

Chair Barth adjourned the meeting at 6:07 p.m.

Respectfully submitted,

Elizabeth Taylor