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HomeMy WebLinkAbout7.1 Environmental SubComm RptG~~~ O~ DU~~~ /0 ~j~j-~ ~~1 1~`~,~lz `O~LIFOR~~ / STAFF REPORT CITY CLERK DUBLIN CITY COUNCIL File # ^^5 ®©-[~]© DATE: December 1, 2009 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJEC Environmental Subcommittee Report Prepared By: Roger Bradley, Administrative Analyst EXECUTIVE SUMMARY: The City Council will receive a report on and consider approving the Environmental Subcommittee's recommendations for completing the Fiscal Year 2009-2010 Goal & Objectives to create a Green Initiatives Task Force. The City Council will also consider directing Staff to solicit applications from the community for the Task Force. FINANCIAL IMPACT: None RECOMMENDATION: Staff recommends that the City Council receive the report, approve the recommendations from the Environmental Subcommittee, and direct Staff to solicit applications for the Green Initiatives Task Force. 3 Su mitt By Administrative Analyst (~ Reviewe Assistant City Manager Page 1 of 4 ITEM NO. ~• r~ DESCRIPTION: On November 2, 2009, the City Council's Environmental Subcommittee, consisting up of Mayor Sbranti and Vice Mayor Hildenbrand, met to discuss the proceedings of the Fiscal Year 2009- 2010 Goal & Objective to create a Green Initiatives Task Force. At the meeting, Staff presented a proposed work plan for recruiting and managing the task force activities. Stall began the discussion with a definition of green initiative, in order to ensure that the task force has overarching guidance on what it should be considering. The Subcommittee recommended that green initiatives should be defined as those that provide positive environmental benefits to the community by reducing waste, decreasing emissions, or conserving resources and are feasible, effective and affordable. In addition, initiatives should be centered on the following sectors within the City: governmental, commercial (retail and industrial sectors) as well as single- and multi-family residential. The task force should be engaged in establishing initiatives or actions that the City Council can consider in energy conservation, materials management, water conservation, transportation and land use, incentives for jurisdictional partners, and community outreach and engagement. Staff would provide an overview of the topic area, propose and facilitate discussion on relevant issues, highlight best practices, and facilitate the discussion on developing goals, indicators, targets, and relevant initiatives within each area. The proposed work plan for each of these categories will be center on developing the following information: a. Goal: A concise description of the objective for a particular area of the work plan. b. Indicator: A measure of progress toward the identified objective. c. Target: A measurable quantity to define success for a specific indicator. d. Initiative: The initiative needed to meet the indicator target. e. Responsible Party: Listing of the key parties that will be responsible for implementing the identified actions. f. Funding Source: Probable source of funding to accomplish the initiative. Staff proposed, and the Subcommittee concurred, to complete this project with a series of no less than four meetings (more meetings will be held if necessary to ensure the project is not rushed). Each meeting would be approximately two hours in length, with meetings occurring on a bi-weekly basis at 6:00 p.m. At the initial task force meeting, Staff will provide task force members with comprehensive overview of the many policies, practices, and programs the City has enacted or follows. This will ensure that the task force is aware of current City practices and policies and establish a baseline, from which the discussion will continue. In addition, the task force will receive information on relevant environmental legislation to ensure the task force is aware of constraints as well as opportunities that this creates. The proposed meeting outline is listed below. Page 2 of 4 Green Initiatives Taskforce Meetings Activities/ Ke A ends Items _ Key Deliverables Due 1 Introduction, Review Objections, Establish Information Sharing Meeting 1 Work Plan, GHG Inventory, Legislation, City Policies Review. 2 Energy Efficiency/Conservation Recommendations for energy initiatives. Meeting 2 3 Materials Management Recommendations for materials Meeting 2 management initiatives. 4 Water Quality/Conservation Recommendations for water initiatives. Meeting 3 5 Transportation & Land Use Recommendations for transportation & Meeting 3 land use. 6 Outreach & Jurisdictional Partners Recommendations for outreach and Meeting 3 engagement of jurisdictional partners. 7 Synthesize & Evaluate Recommendations Compile, review, and evaluate all Meeting 4 recommendations for referral to City Council for consideration. The Subcommittee recommends that all initiatives be evaluated by the task force, with guidance from Staff, to identify a core set of objectives that City Council could implement immediately as well as other initiatives that the City may look at as the City moves forward over time. The Subcommittee proposes that four categories be used in evaluation: cost, feasibility, benefit, and implementation timeframe. Cost considerations. include equipment, resources, staff time, operations, capital expenditures and other tangible items. Feasibility or ease of implementation considerations includes public acceptance, conflicting environmental concerns, infrastructure, practicality and intangible concepts. Benefits are simply a measure of the expected impact the proposed activity would have on the community. Implementation timeframe refers to how long it will take to complete the project; i.e., whether the item for consideration is something that can be done on an ongoing basis, enacted immediately or if it will take a number of years to complete. These are, of course, subjective evaluations, but they provide a means of sorting the recommendations for further evaluation and consideration. Actual cost projections will be worked out as the City Council decides which program(s) and practice(s) to pursue. Page 3 of 4 Cast Ratin Feasibi.lit Rahn Benefit Rating Time Frame 1 Little to No Cost 1 Very Easy to Implement 1 Very Beneficial 1 Ongoing 2 Low Cost 2 Somewhat Easy 2 Beneficial 2 Immediate to Implement (0 -1 years) 3 Moderate Cost 3 Challenging to 3 Moderate Benefit 3 Short-term Implement (2 - 4 years) 4 Costly 4 Difficult to 4 Low Benefit 4 Mid-term Implement (5 -10 years) 5 Very Costly 5 Extremely Difficult to 5 Little to No 5 Long-term Implement Benefit (11 - 20 years) The Subcommittee recommends that the Green Initiatives Task Force be open to single- and multi-family dwelling residents, jurisdictional partners (Dublin San Ramon Services District & Dublin Unified School District), the members of the Environmental Subcommittee, and local business owners. It is further recommended the task force be limited to a total of 15 members with two or three members from each of the categories listed above. This will ensure a large enough group to provide innovative ideas while keeping the group size manageable. The minutes from the November 3, 2009 meeting are included as Attachment 1. In an effort to seek balanced representation from the community, it is proposed that that interested community members apply for the task force using the attached application (Attachment 2). In order to reach single-family and multi-family residents, it was recommended that Staff place an ad in the local newspaper and advertise on the City's website. For local businesses, advertising via the Dublin Chamber of Commerce was recommended. In addition, Staff would use the list of all past Dublin 101 participants as a recruitment tool. Taskforce meetings will be held on bi-weekly on Mondays at 6:00 p.m. with a light meal served to task force members. The proposed timeline for the selection and duration of the task force is as follows: December 1, 2009 -City Council Approval of Taskforce January 4, 2010 -Newspaper Display Advertisement Posting on City Website January 20, 2010 -Application Deadline February 2, 2010 -City Council Appointments to Taskforce February 15, 2010 -Taskforce Convenes April 2010 -Taskforce Completion NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: 1. Subcommittee Minutes 2. Task Force Application Page 4 of 4 ~~~~~ ~~' ',~\~ DRAFT Minutes of the City of Dublin Environmental Ad-hoc Committee November 3, 2009 3:00 p.m. held in the City Manager's Conference Room i~~ Present: Mayor Sbranti; Vice Mayor Hildenbrand; Joni Pattillo, City Manager; Chris Foss, Assistant City Manager; Roger Bradley, Administrative Analyst II; Martha Aja, Environmental Specialist; Jordan Figueiredo, Environmental Technician Administrative Analyst II, Roger Bradley opened the meeting and explained that the purpose of this meeting was to discuss the outcome and objectives for the Green Initiatives Taskforce and discuss the proposals recommended by Staff. I. Define Green Initiatives Proposed: Staff is recommending that "green" initiatives be defined as those that provide positive environmental benefits to community by reducing waste, decreasing emissions, or conserving resources and are feasible, effective and affordable. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand. Vice Mayor Hildenbrand explained that she would like the committee to look outside the box and not follow what other cities are doing. She does want to look at all ideas. Mayor Sbranti asked what would be an example of something that is abstract that might be proposed as a green initiative. Vice Mayor Hildenbrand explained that plastic bags could be an example because of the cost barriers. City Manager Pattillo explained that chickens in residential neighborhoods could be considered abstract. II. Define Taskforce Working Parameters Proposed: The taskforce should be engaged in establishing initiatives or actions that the City should consider, which initiatives are focused on areas listed within the work plan. The proposed initiatives should identify the following information: Page 1 of 6 Attachment 1 a~~ a. Goal: A concise description of the objective for a particular area of the work plan. b. Indicator: A measure of progress toward the identified objective. c. Target: A Measurable quantity to define success for a specific indicator. d. Action: The action or initiative needed to meet the indicator target. e. Responsibility Party: Listing of the key parties that will be responsible for implementing the identified actions. f. Funding Source: Probable source of funding to accomplish the initiative. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand. III. Community Sector Focus Proposed: Staff would recommend that initiative efforts be focused upon municipal, commercial as well as the single- and multi-family residential sectors. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand. Mayor Sbranti would also like the City of Dublin focus on governmental agencies and the City of Dublin. Municipal was changed to governmental. IV. Review Proposed Taskforce Activities Overflew of Current City Policies Proposed: Provide task force members with comprehensive overview of the many policies, practices, and programs the City has enacted or follows. Mayor Sbranti recommended that this also be presented at a future City Council meeting as a mechanism to inform the community of what the City has accomplished. City Manager Pattillo recommended that this should be brought to Council in January or February, this would give the Environmental Department at least 6 months under its belt. Mayor Sbranti would like to give a higher view of what the Environmental Department has accomplished and to educate the entire Council and the public. ii. Review Relevant Legislation Proposed: Discuss relevant environmental legislation with the taskforce. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand. iii. Greenhouse Gas (GHG) Inventory Proposed: Using. the GHG inventory, provide the taskforce with a comprehensive review of its findings. Discuss the various sectors of the community highlighted within the report and begin a discussion on focus areas. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand. Page 2 of 6 3~~ iv. Energy Efficiency/Conservation Proposed: Staff would provide an overview of the topic area, propose and facilitate discussion on relevant issues, highlight best practices, and facilitate the discussion on developing goals, indicators, target, and relevant initiatives with this work plan area. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand v. Materials Management Proposed: Staff would provide an overview of the topic area, purpose and facilitate discussion on relevant issues, highlight best practices and facilitate the discussion on developing goals, indicators, targets, and relevant initiatives within this work plan area. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand vi. Water Quality/Conservation Proposed: Staff would provide an overview of the topic area, purpose and facilitate discussion on relevant issues, highlight best practices and facilitate the discussion on developing goals, indicators, targets, and relevant initiatives within this work plan area. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand vii. Transportation & Land Use Proposed: Staff would provide an overview of the topic area, purpose and facilitate discussion on relevant issues, highlight best practices and facilitate the discussion on developing goals, indicators, targets, and relevant initiatives within this work plan area. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand. viii. Jurisdictional Partners Proposed: Staff would provide an overview of the topic area, purpose and facilitate discussion on relevant issues, highlight best practices and facilitate the discussion on developing goals, indicators, targets, and relevant initiatives within this work plan area. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand viii. Jurisdictional Partners Proposed: Staff would provide an overview of the topic area, purpose and facilitate discussion on relevant issues, highlight best practices and facilitate the discussion on developing goals, indicators, targets, and relevant initiatives within this work plan area. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand Page 3 of 6 40( ~ ix. Outreach/Community Engagement Proposed: Staff would provide an overview of the topic area, purpose and facilitate discussion on relevant issues, highlight best practices and facilitate the discussion on developing goals, indicators, targets, and relevant initiatives within this work plan area. Mayor Sbranti explained that some companies and residents associate going green with additional expenses. Mayor Sbranti suggested the taskforce explore the best outreach method whether it be the website, or direct mailing, or any other mechanism. x. Synthesize and Evaluate Recommendations Proposed: Staff would recommend that all initiatives be evaluated by the taskforce, with guidance from Staff, to identify a core set of objectives that City Council could implement immediately as well as other initiatives that the City may look at as the City moves forward over time. Staff proposes that four categories be used in evaluation: cost, feasibility, benefit, and implementation timeframe. Cost considerations include equipment, resources, staff time, operations, capital expenditures and other tangible items. Feasibility or ease of implementation considerations include public acceptance, conflicting environmental concerns, infrastructure, practicality and intangible concepts. Benefits are simply a measure of the expected impact the proposed activity would have on the community. Actual cost projections will be worked out as the City Council decides which programs and practices to pursue. Cost. Rating ~ Feasibility Rating Benefit Ratin Time Fram. a~ 1 Little to No 1 Very Easy to 1 Very 1 Ongoing Cost Implement Beneficial 2 Somewhat 2 Immediate 2 Low Cost Easy to 2 Beneficial (0 - 1 years) Implement 3 Moderate 3 Challenging 3 Moderate 3 Short-term Cost to Implement Benefit (2 - 4 years) 4 Costly 4 Difficult to 4 Low Benefit 4 Mid-term Implement (5 - 10 years) 5 Very Costly 5 Extremely Difficult to 5 Little to No 5 Long-term Implement Benefit (11 - 20 years) Mayor Sbranti recommends the rating system be a point of reference that would allow flexibility. Vice Mayor Hildenbrand also agreed to have flexibility in the rating system. Page 4 of 6 5 °f ~ Mayor Sbranti would also like to promote the Healthy Cities Initiative. Promote exercise such as walking or biking. City Manager Pattillo agreed that the Healthy Cities Initiative was a great capture point and this would be brought to Council because Parks and Community Development was working on this. City Manager Pattillo proposed that "Cost Rating" also include "No Identified Funding Source". She explained that if there is no funding source, it should be noted. Recommendation approved by Mayor Sbranti and Vice Mayor Hildenbrand V. Taskforce Composition/Membership Proposed: Staff would recommend that the following segments be included as possible members of the task force: a. Single- and Multi-family Home Residents b. Jurisdictional Partners (DUSD, DSRSD) c. Council Members d. Local Business Owners Vice Mayor Hildenbrand recommended that the task force use Stopwaste as a resource. Administrative Analyst Bradley recommended the task force be limited to a total of 15 members with two or three members from each category. Outreach should include a newsletter, press release, letter to organizations. In order to reach single family and multi-family residents, it was recommended that Staff place an ad in the newspaper and advertise on the City's website. For local businesses, advertising via the Chamber of Commerce was recommended. Use list serve of all Dublin 101 participants as a recruitment tool. Applications would be submitted, and reviewed and approved by the Mayor and would be presented to the Council for final confirmation. Mayor Sbranti requested that the application process be consistent with the City's past practice. VI. Taskforce Timeline Proposed: Staff proposes to hold a series of four meetings to accomplish the recommended tasks. Each meeting would be approximately two hours in length. Each meeting's proposed activity is listed below: Page 5 of 6 la o~ 1 Green Initiatives Taskforce Meetings Activities! Ke A enda Items Ke ©eliverables Due 1 Introduction, Review Objections, Information Sharing Meeting 1 Establish Work Plan, GHG Inventory, Legislation, City Policies Review. 2 Energy Efficiency/Conservation Recommendations for energy Meeting 2 initiatives. 3 Materials Management Recommendations for materials Meeting 2 management initiatives. 4 Water Quality/Conservation Recommendations for water Meeting 3 initiatives. 5 Transportation & Land Use Recommendations for Meeting 3 transportation & land use. 6 Outreach & Jurisdictional Partners Recommendations for outreach Meeting 3 and engagement of jurisdictional artners. 7 Synthesize & Evaluate Compile, review, and evaluate all Meeting 4 Recommendations recommendations for referral to Cit Council for consideration. Vice Mayor Hildenbrand recommended that Stopwaste.org sit in on the Materials Management meetings for their expertise and guidance, this would eliminate the need for any additional meetings. Taskforce meetings are to begin at 6 p.m. and provide a light meal. Meetings are to be held every two weeks. VII. Other Items for Study or Inclusion Next ad-hoc meeting not necessary. Meeting adjourned at 4:05 p.m. Minutes taken by Gloria McCafferty, Recording Secretary Page6of6 ~°~~ ~ti _ ~1 ~ ~ ~1~ 'r,\V GREEN INITIATIVES TASKFORCE APPLICATION NAME: ADDRESS: TELEPHONE (Daytime): (Evening): EXPLAIN WHY YOU WOULD LIKE TO SERVE ON THIS TASK FORCE: PLEASE LIST PRIOR ENVIRONMENTAL EXPERIENCE: PRIOR PUBLIC SERVICE OR CHIC ACTIVITY: ARE YOU ABLE TO ATTEND BIWEEKLY MEETINGS: YES NO ARE YOU ABLE TO ATTEND MEETINGS AT 6:00 PM: YES NO SIGNATURE: DATE: Please return by Friday, January 29, 2010 to: City of Dublin, 100 Civic Plaza, Dublin, CA 94568, Attn: Roger Bradley, Administrative Analyst Note: Please attach additional information or further explanation to the above questions on a separate sheet of paper ATTACHMENT 2