HomeMy WebLinkAbout07-08-2019 Public Safety Task Force Agenda PacketSaratoga Public Safety Task Force Agenda - Page 1 of 2
SARATOGA
PUBLIC SAFETY TASK FORCE
REGULAR MEETING
July 8, 2019
6:00 P.M. SPECIAL MEETING
City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Public Safety Task Force for up to three (3)
minutes on matters not on the Agenda. The law generally prohibits the Public Safety Task
Force from discussing or taking action on such items. However, the Public Safety Task
Force schedule the item for discussion at a future meeting.
AGENDA ITEMS:
1. Public Safety Task Force Minutes
Recommended Action:
Review and approve the draft minutes from the May 6, 2019 and June 3, 2019
meetings.
2. Long Range Acoustic Devices
Recommended Action:
Receive and discuss information on Long Range Acoustic Devices (LRAD).
3. Wildland Urban Interface Information
Recommended Action:
Receive and discuss information on the Wildland Urban Interface (WUI)
requested at the May 6, 2019 meeting.
4. Firewise Communities Wildfire Risk Assessment
Recommended Action:
Receive and discuss Firewise Communities risk assessment form.
Saratoga Public Safety Task Force Agenda - Page 2 of 2
5. Process for Creating Wildfire Foundation
Recommended Action:
Receive presentation on the process to form a wildfire foundation.
6. Development of a Proposed Work Plan
Recommended Action:
Continue developing a proposed work plan for the Public Safety Task Force
based on Council priorities and timeline of the Public Safety Task Force.
7. Future Agenda Items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular Task Force
meeting is scheduled for August 5, 2019.
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET,
& COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Crystal Bothelio, Deputy City Manager for the City of Saratoga, declare that the
foregoing agenda for the meeting of the Public Safety Task Force was posted and
available for review on July 3, 2019 at the City of Saratoga, 13777 Fruitvale Avenue,
Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us.
Signed this July 3, 2019 at Saratoga, California.
Crystal Bothelio, Deputy City Manager
In accordance with the Ralph M. Brown Act, copies of the staff reports and other
materials provided to the Public Safety Task Force by City staff in connection with this
agenda are available at the office of the City Clerk at 13777 Fruitvale Avenue,
Saratoga, CA 95070.
In Compliance with the Americans with Disabilities Act, if you need assistance to
participate in this meeting, please contact the City Clerk at 408.868.1294. Notification
24 hours prior to the meeting will enable the City to make reasonable arrangements
to ensure accessibility to this meeting. [28 CFR 5.102-35.104 ADA title II]
Wildfire Public Safety
Task Force
MEMBERSHIP
NAME NOMINATED BY EMAIL PHONE
Bill Cooper Mayor Cappello bill@cgv.com
Paul Hansen Council Member Bernald paul.hansen@gmail.com 408.621.9405
May Lu Mayor Cappello mayweilu@gmail.com 408.828.1068
Chuck Page Vice Mayor Miller chuck@chuckpage.org 408.839.9555
Arun Venkatachar Council Member Kumar aruntv@gmail.com
Michael Zhang Council Member Zhao mtzhangusa@gmail.com
Staff Liaison:
Crystal Bothelio | 408.868.1269 | cbothelio@saratoga.ca.us
ROLE & RESPONSIBILITIES – RESOLUTION 19-007
The Wildfire Public Safety Task Force serves in an advisory capacity to the City Council on
matters related to wildfire and emergency preparedness. The Task Force is charged with
providing recommendations on improvements and additions to the City of Saratoga
Community Wildfire Protection Plan, strategies to strengthen wildfire hazard mitigation and
emergency preparedness efforts in Saratoga, and serving as community ambassadors on
the topics of wildfire and emergency preparedness for a limited term, ending November
30, 2020.
AGENDA PLANNER
The Wildfire Public Safety Task Force holds regular meetings on the 1st Monday of even-
numbered months at 6:00 p.m. in the City Hall, Linda Callon Conference Room and may
schedule special meetings as needed.
MEETING DATE AGENDA ITEMS
May 6, 2019 • Presentation on State/City Laws & Policies
• Presentation on Wildfire Prevention/Preparedness & Emergency
Preparedness
• Nomination of Chair & Vice Chair
• Review of Task Force Objectives & Proposed Task Force Work Plan
• Task Force Regular Meeting Schedule
May 29, 2019
6:00 p.m.
Commission Recognition Dinner
Saratoga Senior Center, 19655 Allendale Ave. Saratoga, CA 95070
June 3, 2019 • Review/Approval of Draft Minutes
• Review of Community Wildfire Protection Plan
• Firewise Communities
• FireSafe Council Past & Future Fuel Reduction/Fuel Break Projects
• Proposed Task Force Work Plan
July 8, 2019
Special Meeting
• Review/Approval of Draft Minutes
• Long Range Acoustic Devices
• WUI Information
• Firewise Communities Wildfire Risk Assessment
• Process for Creating Wildfire Foundation
• Proposed Task Force Work Plan
August 5, 2019 • Review/Approval of Draft Minutes
• Building Code for Wildland Urban Interface
• Santa Clara County Fire Department – Fire Prevention
October 7, 2019 • Review/Approval of Draft Minutes
December 2, 2019 • Review/Approval of Draft Minutes
February 3, 2020 • Review/Approval of Draft Minutes
April 6, 2020 • Review/Approval of Draft Minutes
June 1, 2020 • Review/Approval of Draft Minutes
August 3, 2020 • Review/Approval of Draft Minutes
October 5, 2020 • Review/Approval of Draft Minutes
Saratoga Public Safety Task Force Minutes - Page 1 of 3
MINUTES
MAY 6, 2019
WILDFIRE PUBLIC SAFETY TASK FORCE
REGULAR MEETING
The Wildfire Public Safety Task Force Meeting was called to order at 6:03 p.m. in the Linda
Callon Conference Room at Saratoga City Hall at 13777 Fruitvale Avenue.
ROLL CALL
PRESENT: Members Bill Cooper, Paul Hansen, May Lu, Chuck Page, Arun
Venkatachar, Michael Zhang
ABSENT: None
ALSO PRESENT: Crystal Bothelio, Deputy City Manager
Chief Jason Falarski, Santa Clara County Fire
Patty Ciesla, Santa Clara County FireSafe Council
Michal Taylor, Recreation & Facilities Director
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
PRESENTATIONS:
1. Overview of State and City Laws and Policies
Recommended Action:
Receive brief presentation on the State and City laws and policies that apply to the
Public Safety Task Force.
Deputy City Manager Crystal Bothelio provided a presentation on laws and policies that
the Public Safety Task Force is subject to.
2. Wildfire Prevention/Preparedness and Emergency Preparedness
Recommended Action:
Receive presentations on wildfire prevention/preparedness and emergency
preparedness efforts in the City of Saratoga.
Chief Jason Falarski with Santa Clara County Fire presented on preparing for wildfire
and prevention efforts that are in place.
Patty Ciesla, Executive Director of the Santa Clara County FireSafe Council, presented on
the services and programs offered by the FireSafe Council to the Saratoga community.
Saratoga Public Safety Task Force Minutes - Page 2 of 3
Michael Taylor, Recreation and Facilities Director, presented on the City of Saratoga’s
emergency preparedness efforts, including the Community Emergency Response Team.
AGENDA ITEMS:
1. Nomination of Chair and Vice Chair
Recommended Action:
Nominate a member of the Task Force to the position of Chair and Vice Chair.
LU/ VENKATACHAR MOVED TO NOMINATE CHUCK PAGE AS TASK FORCE CHAIR.
MOTION PASSED. AYES: COOPER, HANSEN, LU, PAGE, VENKATACHAR, ZHANG. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
ZHANG/ VENKATACHAR MOVED TO NOMINATE PAUL HANSEN AS TASK FORCE VICE
CHAIR. MOTION PASSED. AYES: COOPER, HANSEN, LU, PAGE, VENKATACHAR, ZHANG.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2. Review of Public Safety Task Force Objectives & Development of a Proposed Work Plan
Recommended Action:
Review Council priorities and timeline for the Public Safety Task Force. Begin developing
a proposed work plan for the Public Safety Task Force based on Council priorities and
timeline of the Public Safety Task Force.
Chair Chuck Page requested a detailed review of the Community Wildfire Protection
Plan (CWPP) at the next Task Force meeting and asked staff to schedule development of
the work plan for future meetings, as needed.
3. Task Force Meeting Schedule
Recommended Action:
Decide on a regular meeting schedule for the Public Safety Task Force.
The Task Force agreed to hold regular meetings on the first Monday of even-numbered
months at 6:00 p.m.
4. Future Agenda Items
Recommended Action:
Consider agenda items for upcoming meetings.
Chair Chuck Page requested a future agenda item on the process for forming a
foundation that could accept donations and facilitate grants for various fuel
reduction/break projects.
Saratoga Public Safety Task Force Minutes - Page 3 of 3
Chair Chuck Page requested a future agenda item on Firewise Communities, including
the formation process.
Chair Chuck Page requested a detailed review of the CWPP at a future meeting.
Chair Chuck Page asked staff to include Development of the Proposed Work Plan on
future agendas, as needed.
The Task Force requested a future agenda item on the FireSafe Council fuel
reduction/break projects that are planned and have been completed, including the
project at the Mountain Winery.
Task Force Member Bill Cooper requested additional information about the City of
Saratoga and Wildland Urban Interface Area (WUI) at a future meeting, including:
- Number of residents in the WUI
- Number of houses in the WUI
- Number of miles of public roads in the WUI
- Number of homeowner association type groups in the WUI
- Number of houses in the City of Saratoga with shake roofs
ADJOURNMENT
COOPER/HANSEN MOVED TO ADJOURN THE REGULAR MEETING AT 9:06 P.M. MOTION
PASSED. AYES: COOPER, HANSEN, LU, PAGE, ZHANG. NOES: NONE. ABSTAIN: NONE.
ABSENT: VENKATACHAR.
Minutes respectfully submitted:
Crystal Bothelio, Deputy City Manager
City of Saratoga
Saratoga Public Safety Task Force Minutes - Page 1 of 5
MINUTES
JUNE 3, 2019
WILDFIRE PUBLIC SAFETY TASK FORCE
REGULAR MEETING
Chair Chuck Page called the Wildfire Public Safety Task Force Meeting to order at 6:07 p.m.
in the Linda Callon Conference Room at Saratoga City Hall at 13777 Fruitvale Avenue.
ROLL CALL
PRESENT: Chair Chuck Page, Vice Chair Paul Hansen, Members Bill Cooper,
Arun Venkatachar, Michael Zhang
ABSENT: Member May Lu
ALSO PRESENT: Crystal Bothelio, Deputy City Manager
Chief Jason Falarski, Santa Clara County Fire
JR Call, Santa Clara County FireSafe Council
Eugenia Rendler, Santa Clara County FireSafe Council
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA ITEMS:
1. Community Wildfire Protection Plan
Recommended Action:
Receive presentation on the City of Saratoga Community Wildfire Protection Plan (CWPP).
Discuss the CWPP.
Chief Jason Falarski with the Santa Clara County Fire Department provided a status
update on the strategies and action items identified in the City of Saratoga CWPP.
Council Member Page commented on the effectiveness of the recent Santa Clara County
Fire community wildfire workshops.
The Task Force discussed the common ages of attendees at the workshops.
Member Venkatachar suggested targeted outreach on wildfire prevention and
preparedness to local schools, including both students and parents. He proposed carving
out 20 to 30 minutes of presentation time on wildfire during a school event or activity
when parents are a captive audience. Children could also be taught similar wildfire
preparedness and prevention information.
Saratoga Public Safety Task Force Minutes - Page 2 of 5
Vice Chair Hansen suggested teaching students skills, such as how to use a fire
extinguisher.
The Task Force discussed shake roofs and incentives for reducing the number of shake
roofs.
Chair Page shared that many insurance companies may increase rates or decline to offer
a policy for homes with shake roofs. As a result, fewer people are installing these types
of roofs. Many insurance agents are proactively seeking to educate their clients about
the risks associated with shake roofs.
Vice Chair Hansen raised questions about the level of involvement of Midpenins ula
Reginal Open Space in fire prevention efforts.
Chief Falarski noted that County Fire is creating wildfire preplans that include
Midpensinsula Regional Open Space parks and has offered to share resources to avoid
duplication of effort.
Chief Falarski noted that there are services and resources available to older adults,
individuals with disabilities, and those with low income through organizations like the
FireSafe Council. However, education and awareness of these resources is a problem.
Chief Falarski shared limitations with the Brush Abatement Program, which included the
inability to enter private property to perform inspections. As a result, inspections are
done from the street.
Member Cooper suggested that those who have homes that are poorly maintained may
not have the resources or ability to take care of their homes and meet Brush Abatement
requirements.
Member Venkatachar suggested more public education on available resources.
Member Page added that he has seen many instances where new homeowners do not
address issues like shake roofs or landscaping, because they have prioritized other
property improvements first.
Chief Falarski emphasized the importance of fuel reduction and some of the challenges
associated with performing this work, including a reduction in hand crews and changes
in funding.
Member Zhang raised questions regarding risks for mudslides.
Saratoga Public Safety Task Force Minutes - Page 3 of 5
Chief Falarksi noted that the evacuation plan identified in the CWPP will be an all hazards
plan to address other types of risks, such as mudslides. He then shared the efforts of
other communities in the County Fire District.
2. Firewise Communities
Recommended Action:
Receive presentation on the Firewise Communities program and efforts of the Santa
Clara County FireSafe to encourage neighborhoods to become Firewise Communities.
Eugenia Rendler with the Santa Clara County FireSafe Council provided a presentation on
Firewise Communities.
3. Santa Clara County FireSafe Council Fuel Reduction/Break Projects
Recommended Action:
Receive presentation from the Santa Clara County FireSafe Council on past and future
fuel reduction and fuel break projects in the Saratoga area.
JR Call with the Santa Clara County FireSafe Council provided a presentation on past and
planned fuel reduction and fuel break projects in the Saratoga area. He noted that these
projects are cyclical in nature and need to be revisited every few years to be maintained.
He noted that the FireSafe Council agreement with the City of Palo Alto simply calls for
fuel management to be done on the same 3 roads year after year.
Task Force Member Cooper noted that there are limited fuel reduction efforts in the
southern part of the City and above Monte Sereno and Montalvo. He also raised
questions regarding availability of water.
Vice Chair Hansen raised questions about collaboration with regional partners, such as
Midpeninsula Regional Open Space.
4. Development of a Proposed Work Plan
Recommended Action:
Begin developing a proposed work plan for the Public Safety Task Force based on Council
priorities and timeline of the Public Safety Task Force.
Chair Page facilitated discussion on the Task Force’s proposed work plan, starting with a
review of all the ideas and topics generated during the presentations on the CWPP,
FireWise Communities, and past and planned fuel reduction/break projects. The Task
Force then identified further ideas and work plan elements.
The ideas and work plan elements identified by the Task Force included:
Saratoga Public Safety Task Force Minutes - Page 4 of 5
- Outreach and education to older adults, individuals with disabilities, or people with
limited resources on resources that are available, the importance of defensible space,
and home improvements to improve fire resiliency (such as replacing wood shake
roofs)
- Outreach at schools to educate both parents and students about wildfire risk and
prevention; and, to teach students important skills, like how to use a fire extinguisher
- Public education on shake roofs
- Increase engagement and coordination with local partners, such as FireSafe Council,
Midpeninsula Reginal Open Space, law enforcement, CERT, and neighboring
communities on fuel reduction and wildfire prevention
- Promote Firewise Communities program, set target number of neighborhoods to
become certified as Firewise Communities by November 2020
- Understand dangers of other types of risk, such as mudslides or landslides
- Conduct a survey on resident desires and priorities related to wildfire and emergency
preparedness
- Test the City’s ability to respond to a wildfire or disaster, including evacuation of
people and large animals
- Develop a method to measure progress towards improvement
Vice Chair Hansen suggested that the ideas generated thus far could be broadly grouped
into the following categories:
- Education
- Fuel Reduction
- Enablement
- Resources (for the City, for the Fire Department, for the community)
- Alliances
- Testing
- Measurement
Chair Page noted that the Task Force may choose to schedule future informational
agenda items, such as a presentation from the Sheriff’s Office on their role during a
disaster, if desired.
Chair Page then described the next steps in the work plan development, sharing that
Deputy City Manager Crystal Bothelio will use the initial set of ideas and categories to
start a draft work plan to be shared at the next meeting.
5. Future Agenda Items
Recommended Action:
Consider agenda items for upcoming meetings and decide whether to schedule a special
meeting in July 2019.
Saratoga Public Safety Task Force Minutes - Page 5 of 5
The Task Force agreed to hold a special meeting on July 8, 2019 at 6:00 p.m. Agenda items
for the meeting will include:
- Minutes
- Firewise Communities assessment template
- Process for creating wildfire foundation
- WUI information
- Proposed Task Force work plan
The Task Force also requested presentation from the City’s Building Official and County
Fire prevention staff at the August meeting.
ADJOURNMENT
Chair Page adjourned the meeting at 8:20 p.m.
Minutes respectfully submitted:
Crystal Bothelio, Deputy City Manager
City of Saratoga
CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Deputy City Manager
Date: July 8, 2019
Subject: Long Range Acoustic Devices
On June 10, 2019, the Task Force received written communication encouraging the City
of Saratoga to consider including Long Range Acoustic Devices (LRAD) as part of the City’s
emergency notification system. LRAD is an acoustic device that can transmit warning
tones or a voice broadcast with important disaster instructions for the public.
LRAD systems range from handheld portable devices to larger systems that can be
temporarily or permanently mounted to a vehicle, helicopter, pole, building, or trailer.
The audible range of transmissions vary based on device. Small portable devices can
project over several hundred feet, while more powerful devices can transmit over 3
square miles. Prices also range widely based on broadcast distance, varying from roughly
$10,000 to $125,000.
Some communities have recently purchased LRADs as part of their mass notification
system to supplement automated calls, emails, and text emergency notifications. These
communities include the City of San Jose, City of Mill Valley, and the Menlo Park Fire
District (serving Atherton, Menlo Park, East Palo Alto, and parts of unincorporated San
Mateo County).
During a disaster, the City of Saratoga has access to several communication tools. These
include AlertSCC, Integrated Public Alert and Warning System (IPAWS), the City of
Saratoga traveler information system (1610 AM), and deployment of personnel (either
employed or voluntary) depending on the disaster situation. Additionally, the City may
request additional resources through its partnership with the Santa Clara County
Sheriff’s Office or through the emergency mutual aid system, depending on the scale and
nature of the disaster.
AlertSCC allows residents to receive emergency notification via their cell phone, mobile
device, email, or landline. To receive notifications via cell phone, mobile device, or email,
residents must register with AlertSCC. Landlines will receive notifications even if
unregistered in the AlertSCC system. Using IPAWS, the City can send a 90-character text
message to all cell phones within a specified geographical area.
Attachments:
- Written Communications
1
Crystal Bothelio
From:Crystal Bothelio
Sent:Monday, June 10, 2019 8:55 AM
Subject:Wildfire Task Force Written Communications
Hello Task Force Member,
I was asked by Mary Nordmeyer to share the following message with the Task Force as written communications from
the public. As a reminder, the Brown Act prohibits the Task Force as a body from discussing Mary’s comments unless at a
meeting where the topic of her comments have been agendized. Items may be added to a future agenda by submitting a
request to the Chair. Alternatively, you may propose agenda items under Future Agenda Items. If another member of
the Task Force supports the proposal, the topic will be scheduled for a future meeting.
‐‐‐‐‐‐‐‐‐‐‐
Message from Mary Nordmeyer
I would like to offer a suggestion that will set you apart from others: The city of Menlo Park has an early warning
system of sirens, loudspeakers, and shake alerts to notify residents of imminent disasters ‐ fires, quakes, etc. Saratoga is
small enough, perhaps combining with Los Gatos so that we should have sirens, loud speakers, etc. placed at strategic
locations throughout the city/town. Think of the lives that would be saved if we could avoid the Camp Fire type of
disaster. There are sections of Saratoga that have very limited access and such early warnings could really save lives and
improve evacuation efforts. I hope you will consider introducing this sort of legislation as nobody else seems to have it
on their radar, but they should. My address on Sobey Road is not far from a designated wildfire risk area. Let me know
your thoughts.
‐‐‐‐‐‐‐‐‐‐‐
Crystal Bothelio
Deputy City Manager
City of Saratoga | City Manager’s Office
13777 Fruitvale Avenue │ Saratoga, CA 95070
408.868.1269 │ cbothelio@saratoga.ca.us
CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Deputy City Manager
Date: July 8, 2019
Subject: Wildland Urban Interface Information
At the May Task Force meeting, staff was asked to provide the information on the City of
Saratoga Wildland Urban Interface (WUI). Unfortunately, the City does not have access
to all the requested data. The available data is noted below.
Requested WUI Information:
• Number of houses in the WUI
o Approximately 2,829 (based on number of lots with a residential structure,
does not account for accessory dwelling units)
• Number of residents in the WUI
o Approximately 8,000 (based on estimated number of houses and Census
average number of people per household)
• Number of miles of public roads in the WUI
o Total Linear Miles – Public Roads: 48 miles
o Total Linear Miles – Private Roads: 12 miles
o Total Linear Miles – All Roads: 60 miles
• Number of homeowner association type groups in the WUI
o Information not available
• Number of houses in the City of Saratoga with shake roofs
o Information not available
CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Deputy City Manager
Date: July 8, 2019
Subject: Firewise Communities Wildfire Risk Assessment
At the June meeting, the Task Force received a presentation on Firewise Communities
from the Santa Clara County FireSafe Council. Following the presentation, the Task Force
requested a copy of the Firewise Communities Wildfire Risk Assessment Form. This form
is completed by the local neighborhood and a representative of the local fire department.
Attachments:
- Firewise Communities Wildfire Risk Assessment Form
FIREWISE USA® RECOGNITION PROGRAM
COMMUNITY WILDFIRE RISK ASSESSMENT
INTRODUCTION
NFPA’s Firewise USA® program teaches people how to live with wildfire and increase their home’s chance
of survival through proactive actions, while encouraging neighbors to work together to reduce losses and
damage. The community wildfire risk assessment is an important step in the Firewise USA® recognition
process. It’s a tool to help residents and their community members understand their wildfire risk and engage
them in risk reduction efforts.
Research has shown embers (burning pieces of airborne wood and/or vegetation that can be carried more
than a mile through the wind) and small surface fires to be the primary source of home ignitions during
wildfires.
Residents must prepare their home to withstand embers and minimize the likelihood of flames or surface
fire touching the home or any attachments. This can be accomplished by limiting the amount of flammable
vegetation, choosing ignition-resistant building materials and construction techniques, along with periodic
exterior maintenance within the three home ignition zones (HIZ). These zones include the Immediate Zone:
0 to 5 feet around the house including the deck and attachments; Intermediate Zone: 5 to 30 feet; and the
Extended Zone: 30 to 100 feet.
This information is intended to help guide you and your community through the risk assessment process.
Each state has the ability to designate their own template and special requirements for Firewise
USA® participants. Before starting this assessment, please contact your state liaison to
determine their process. Completing the assessment should be done, and is more robust, when it
is a collaboration between residents and their state forestry agency, local fire department, or other
designated partner.
These resources will additionally provide assistance in understanding the interaction between wildfire behavior
and the Home Ignition Zone:
■■E-learning: Understanding the Wildfire Threat to Homes
https://www.nfpa.org/Public-Education/By-topic/Wildfire/Firewise-USA/Online-learning-opportunities/
Online-courses
■■Actions that reduce risk – tips and resources
https://www.nfpa.org/preparinghomesforwildfire
1
OVERVIEW
The assessment:
■■Can be completed in a variety of ways, including a walkthrough or a drive-by and does not
require each individual dwelling unit to have a home risk assessment completed prior to
the community assessment
■■Should focus on the condition of vegetation within the participating site’s boundary;
It is not uncommon for home ignition zones to overlap onto adjacent properties. This makes
the conditions of neighboring homes and vegetation a part of the wildfire threat. To maximize
benefits, it’s extremely important that neighbors work collaboratively with each other, and talk
with each other, to reduce their shared risk.
The community wildfire risk assessment speaks to the general conditions of the overall
Firewise USA® site and does not provide details on each individual dwelling.
The assessment should focus on:
■■Vulnerability of homes to embers, surface fire, and crown fire
■■Condition of the structures themselves
■■Immediate hazards within the HIZ on individual properties
■■Concerns presented by common/open space areas or adjacent public lands
Also consider factors that impact risk and influence fire behavior or structure ignitability:
■■Structural characteristics (such as roofing, siding, and decks)
■■Vegetation types
■■Slope and aspect (direction a community faces - north, south, east, or west)
■■Housing density
The recommendations provided by the completed assessment will be the board/committee’s
primary tool in determining action priorities within the site’s boundaries, documented in their
action plan. The Firewise USA® program requires assessments be updated at a minimum of
every five years.
Red Dot = Immediate Zone
Orange Dot = Intermediate Zone
Green Dot = Extended Zone
The community
risk assessment
should focus on
the vulnerability
of homes and
surrounding
home ignition
zones to embers.
Red Boundary = Immediate Zone
Orange Boundry = Intermediate Zone
Green Boundry = Extended Zone
2
general landscaping characteristics; and home construction (materials used for roofs,
siding, decks, etc.)
■■Needs a logical recognized site boundary (HOA, defined neighborhood, street, etc.)
Assessment Participants
List the principal participants who assisted in data gathering and development of this
document (include name, role/organization, phone and email). This can be your district
forester, fire department, Firewise Board members, etc.
DEFINING YOUR FIREWISE USA® SITE
For this section, there may be an existing community wildfire protection plan that includes your
site and can provide this information. Ask your State Forestry representative if one exists.
General Site Description
Site name:
City:
County:
State:
Latitude:
Longitude:
Boundary Description (Provide a description of your site’s recognized site boundary, this could
be defined by your HOA, subdivision, defined neighborhood, street(s), etc.):
Area (provide number of acres or square miles) (OPTIONAL):
General Site Information
Number of dwelling units – Firewise USA® participation requires a minimum of 8 individual
dwelling units and not to exceed 2,500 (for new sites in 2018 or later), within the site’s
identified boundary.
For definition purposes, a dwelling unit is a:
■■Household/residence built for occupancy by one person, a family, or roommates,
including mobile homes and cabins; and for multi-family residential occupancies (i.e.
duplexes, and other types of attached housing)
■■An apartment building with 10 units would be considered ten dwelling units
■■Multiple sites can be located within a single large master-planned community/HOA
Name Role/Organization Phone Email
3
■■The Firewise USA® program is designed for residential occupancies where residents
actively participate in reducing the wildfire risk where they live; it is not a program for every
occupancy type, or an entire town, city or county
Contact NFPA’s Firewise USA® program, https://www.nfpa.org/Public-Education/By-topic/
Wildfire/Contact-us, with any questions about your area’s eligibility.
Number of dwelling units: Number of residents:
Description of Properties within the Boundary
Residential types in your site (check all that apply):
o Single family o Duplex o Townhomes
o Apartment o Mobile/Manufactured o Other:
Types of ownership (check all that apply):
o Private o Common o Public (county, state, federal, etc.)
Lot sizes (check all that apply):
o Less than .10 acres or 4,356 square feet
o .10 to .50 acres or 4,356 to 21,780 square feet
o .51 to 1 acres or 22,215 to 43,560 square feet
o Greater than 1 acre or 43,560 square feet
Other site information that you would like to provide (OPTIONAL):
Description of Local Wildland Fire Characteristics
Fire intensity and rate of spread depend on the vegetation type and condition (live/dead),
topography, and typical weather patterns. This information can be obtained from your state
forestry agency or local fire department.
Describe the common vegetation type(s) in your site (i.e., grasses, shrubs, and trees):
Describe the topography within your site (geographical features such as canyons, chimneys,
steep slopes, or is the area primarily flat, and what direction slopes face):
Wind exposure:
o Not in an area with regular exposure to winds
o Regularly exposed to winds o Frequent severe winds
History of Wildfire:
o Area with history of fire occurrence
o Area with no history of fire occurrence o Unknown
4
FIREWISE USA® SITE OBSERVATIONS AND RECOMMENDATIONS
Use this section to record observations from within your site and recommendations for action
that can be included in the site’s Action Plan. Consider taking photos to keep in your site’s files
that illustrate successful risk reduction efforts and areas that need improvement.
Remember, this is a community-wide view and should report on the overall conditions of the
entire site. Individual home risk assessments are not required to fill out this section, however
they may end up being a recommendation for the action plan.
Observations
The observation section is broken down by the characteristics of homes and the vegetation
management within the home ignition zones and common areas. Mark the appropriate box for
each category that best represents the conditions within your site.
Home ignition zones
Home: General building construction (are the homes made from ignition resistant building
materials?)
Roofing Materials: composite shingles, metal, cement tile and clay
o Greater than 75% of homes have metal, tile or Class A asphalt or fiberglass shingles
o 50 to 75% of homes have metal, tile or Class A asphalt or fiberglass shingles
o 25 to 50% of homes have metal, tile or Class A asphalt or fiberglass shingles
o Less than 25% of homes have metal, tile or Class A asphalt or fiberglass shingles
Soffit vent: a screened vent in a house soft that allows air to flow to the attic or the space below
roof sheathing.
o Greater than 75% of homes have non-combustible soffit vents with mesh or screening
o 50 to 74% of homes have non-combustible soffit vents with mesh or screening
o 25 to 50% of homes have non-combustible soffit vents with mesh or screening
o Less than 25% of homes have non-combustible soffit vents with mesh or screening
o Unknown
Siding: stucco, masonry products, plaster and cement
o Greater than 75% of homes have non-combustible siding
o 50 to 74% of homes have non-combustible siding
o 25 to 50% of homes have non-combustible siding
o Less than 25% of homes have non-combustible siding
Skirting: material used around the bottom of homes and sometimes decks to protect the
underside from exposure.
o Greater than 75% of homes have skirting underneath raised floors/decks
o 50 to 74% of homes have skirting underneath
o 25 to 50% of homes have skirting underneath
o Less than 25% of homes have skirting underneath
Attachments: wood vs. non-combustible materials. Examples of non-combustible materials
include decks made with wood-plastic composites, higher density tropical hardwood, or fire-
retardant treated decking materials; fences that use metal or masonry when attaching fences
directly to the siding of a home.
o Greater than 75% of homes have NO wooden attachments
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o 50 to 74% of homes have NO wooden attachments
o 25 to 50% of homes have NO wooden attachments
o Less than 25% of homes have NO wooden attachments
Windows
o Greater than 75% of homes have multi-paned windows
o 50 to 74% of homes have multi-paned windows
o 25 to 50% of homes have multi-paned windows
o Less than 25% of homes have multi-paned windows
o Unknown what type of windows exist (single-pane vs. multi-pane)
Leaf litter, pine needles, or debris on roof or in gutters
o Greater than 75% of homes have cleaned and maintain their roof and gutters
o 50 to 74% of homes have cleaned and maintain their roof and gutters
o 25 to 50% of homes have cleaned and maintain their roof and gutters
o Less than 25% of homes have cleaned and maintain their roof and gutters
Gutter type
o Greater than 75% of homes have metal gutters
o 50 to 74% of homes have metal gutters
o 25 to 50% of homes have metal gutters
o Less than 25% of homes have metal gutters
Immediate Zone: 0 to 5 feet from the furthest attached point of homes, this area addresses the
immediate vegetation and materials, creating a combustible free area. Items to consider:
■■Is there dead vegetation, dried leaves, pine needles and ground debris near foundations?
■■Has hardscaping been used around perimeters to keep them free of litter/debris.
Concrete, stone, or gravel walkways?
■■Have wood mulch products been replaced with non-combustible such as crushed stone/
gravel options?
■■Are there trees/shrubs next to the home? Are there branches overhanging the roof or
within 10 feet of chimneys?
o Greater than 75% of homes have treated vegetation and created a combustible free area
o 50 to 74% of homes have treated vegetation and created a combustible free area
o 25 to 50% of homes have treated vegetation and created a combustible free area
o Less than 25% of homes have treated vegetation and created a combustible free area
Intermediate Zone: 5 to 30 feet from the furthest exterior point of the home. This area uses
landscaping and breaks (areas of non-combustible materials such as dirt, cement, or rock) to
help influence and decrease fire behavior.
■■Are there fuel breaks such as driveways, walkways/paths, patios, and decks?
■■Are lawns and native grasses maintained (general recommendation is a height of 4 inches)?
■■Is vegetation in this area spread out? It is recommended that trees and shrubs should be
limited to small clusters of a few each to break up continuity; trees should be spaced to a
minimum of 18 feet between crowns.
■■Have ladder fuels (vegetation under trees) been removed so a surface fire cannot reach the
crowns? Have trees been pruned? General recommendations are up to six to ten feet from
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the ground; for shorter trees do not exceed 1/3 of the overall tree height.
■■Are plants, trees, and lawns watered to keep them from becoming dry?
o Greater than 75% of homes have treated vegetation
o 50 to 74% of homes have treated vegetation
o 25 to 50% of homes have treated vegetation
o Less than 25% of homes have treated vegetation
Extended Zone: 30 to 100 feet, out to 200 feet (where applicable). Generally, this area focuses
on landscaping - managing the vegetation to influence fire behavior and spread. The goal here
is not to eliminate fire, but to interrupt fire’s path and keep flames smaller and on the ground.
At these distances property lines may overlap, presenting the opportunity and need to work
collaboratively with neighbors. Items to consider:
■■Are there heavy accumulations of ground litter/debris?
■■Is there dead plant and tree material that should be removed?
■■Are storage sheds and/or other outbuildings in this zone clear of vegetation? Do mature
trees have small conifers and brush growing between them or is the space maintained?
■■Do trees 30 to 60 feet from the home have at least 12 feet between canopy tops? Is there at
least 6 feet between canopy tops of trees located 60 to 100 feet from the home?
o Greater than 75% of homes have treated vegetation
o 50 to 74% of homes have treated vegetation
o 25 to 50% of homes have treated vegetation
o Less than 25% of homes have treated vegetation
Common/open space areas or adjacent public lands:
o Not adjacent to wildlands with accumulated fuels
o Adjacent to wildlands with accumulated fuels
■■Is there a management plan for these fuels? If so, please describe:
Additional comments or observations regarding site conditions:
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Summary
Use this section to summarize observations. The percentages captured will help you briefly
explain a snap-shot of your community’s current status and areas for successful focus. List
areas where there is significant success and also list areas where improvements could be made,
especially at low cost with sweat equity/volunteer labor. Emphasis should be on the immediate
Home Ignition Zone.
Example: Greater than 75% of homes observed have non-combustible roofs; however there
were several noted with wood shake shingles.
Recommendations
Using the findings from the observation phase, identify actions and steps the site can take to
reduce their risk from wildfire. Prioritize recommendations based on the potential fire threat
to homes. It’s recommended that residents address hazards at the home first and work their
way out into the three home ignition zones. Remember, small things can have a huge impact on
home survivability. Use these recommendations to create your site’s action plan.
Examples:
■■Less than 75% of homes observed had a roof free of leaf litter, pine needles, and other
debris. Encourage residents to remove the debris and keep those areas clean, work
towards greater than 75% compliance.
■■Bark mulch is widely used within the immediate area, recommend removing bark mulch
and replacing with an ignition resistant material (i.e. crushed stone/gravel).
■■Work with residents to improve the number of homes that have removed flammable
materials 0 to 5 feet from the home.
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NEXT STEPS
The information you have collected during the assessment process will help you develop
recommendations that can be applied to your site’s action plan. Action plans are a prioritized
list of risk reduction projects and the related investments needed to achieve them for the
site. Action plans also highlight suggested homeowner actions and education activities that
participants will strive to complete annually, or over a period of multiple years. Action plans
should be updated at a minimum of at least every three years.
Visit
https://www.nfpa.org/Public-Education/By-topic/Wildfire/Firewise-USA/Become-a-
Firewise-USA-site to view the full list of required criteria needed to complete the Firewise USA®
recognition program’s application process.
Visit https://portal.firewise.org to start your application.
These are not required, but you may also consider adding addendums that cover other
community/fire safety issues such as:
■■Hydrant locations
■■Ingress/egress routes
■■Location of fire district and capabilities
■■Street signs and address numbers
■■Water supply for fire response
We recommend reaching out to your local fire department for assistance in determining what
other safety issues should be addressed.
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CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Deputy City Manager
Date: July 8, 2019
Subject: Wildfire Foundation
At the May meeting, the Task Force requested information about the steps needed to
form a nonprofit wildfire preparedness and prevention foundation. Community
foundations typically serve as grantmaking organizations that serve a defined
geographical area and/or provide support for a specific purpose or cause to address
community problems. These foundations are commonly funded by individuals,
businesses, and other organizations.
The Santa Clara County FireSafe Council, a local nonprofit that serves Saratoga and
neighboring communities, is already working to mitigate fire risk and prepare for a
disaster. Additionally, the FireSafe Council can accept tax deductible donations like a
community foundation. Donations or grants issued to the FireSafe Council may be
directed to be used in a particular manner, such as fuel reduction projects in particular
locations or defensible space work for elderly or disabled residents. The FireSafe Council
has a professional grant manager that tracks various funds and provides reports on their
use. Donations made to the FireSafe Council can also be leveraged with other fund
sources, such as state or federal grants or local government contracts.
In addition to the FireSafe Council, there are also community foundations in the area.
This includes the Saratoga-Monte Sereno Community Foundation.
To become a nonprofit foundation, new organizations must:
1) File a corporation name with the Secretary of State
2) File articles of incorporation with the Secretary of State
3) Appoint a board of directors
4) Establish bylaws and a conflict of interest policy
5) Take initial board action that includes, adoption of bylaws and conflict of interest
policy, election of officers, adoption of fiscal year, approval of federal and state
tax-exempt status application, approval of reimbursement startup expenses (if
applicable), and approval of executive director or treasurer compensating (if
applicable).
6) Obtain employer identification number
7) File initial registration form with the California Attorney General’s Registry of
Charitable Trusts
8) File statement of information form with Secretary of State
9) Apply for federal tax exemption with Internal Revenue Service
10) Apply for California tax exemption with California Franchise Tax Board
Once established, the foundation would have ongoing responsibilities and obligations,
such as marketing and outreach, grant monitoring and outreach, and board
management.
CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Deputy City Manager
Date: July 8, 2019
Subject: Development of Proposed Work Plan
The City Council created the Wildfire Task Force to serve in an advisory capacity on
matters related to wildfire and emergency preparedness. Specifically, the Council has
tasked the Task Force with providing recommendations on improvements and additions
to the City of Saratoga Community Wildfire Protection Plan, strategies to strength wildfire
mitigation and preparedness, bolster emergency preparedness efforts, and serve as
community ambassadors on wildfire and emergency preparedness.
At the June Meeting, the Task Force started identifying potential action items for the
proposed work plan and 7 broad categories that these actions could be grouped under.
These are shown on the following page.
Once the work plan is finalized, it will be placed on a future City Council agenda for review
and approval. The next City Council Meeting is August 21, 2019.
Category Action Items
Education 1) Conduct outreach at schools to educate parents about
wildfire risk and prevention during school events and
activities
2) Conduct outreach to students about wildfire risk and
prevention and to teach students important skills, like how to
use a fire extinguisher
3) Conduct outreach on shake roofs
4) Increase understanding of various types of hazards that
Saratoga is susceptible to, such as mudslides or landslides
Fuel Reduction 1) Conduct outreach on the importance of defensible space
2) Conduct outreach on home improvements to improve fire
resiliency (such as replacing wood shake roofs)
Enablement 1) Promote Firewise Communities program, set target number
of neighborhoods to become certified as Firewise
Communities by November 2020
Resources 1) Conduct outreach and education to older adults, individuals
with disabilities, or people with limited resources on
resources that are available to them to reduce wildfire risk
Alliances 1) Increase engagement and coordination with local partners,
such as FireSafe Council, Midpeninsula Reginal Open Space,
law enforcement, CERT, and neighboring communities on
fuel reduction and wildfire prevention
Testing 1) Test the City’s ability to respond to a wildfire or disaster,
including evacuation of people and large animals
Measurement 1) Conduct a survey on resident desires and priorities related to
wildfire and emergency preparedness
2) Develop a method to measure progress towards
improvement