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Home My WebLink About08-05-2019 Public Safety Task Force Agenda PacketSaratoga Public Safety Task Force Agenda - Page 1 of 2 SARATOGA PUBLIC SAFETY TASK FORCE REGULAR MEETING August 5, 2019 6:00 P.M. REGULAR 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 July 8, 2019 meeting. 2. Wildland Urban Interface Building Code Recommended Action: Receive presentation on Building Code requirements for structures in the Wildland Urban Interface. 3. Santa Clara County Fire Department Fire Prevention Recommended Action: Receive presentation from Santa Clara County Fire Department staff on the Fire Prevention Program. Saratoga Public Safety Task Force Agenda - Page 2 of 2 4. 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. Task Force Members should come prepared to add to, refine, and prioritize the work plan at the meeting. 5. Future Agenda Items & Task Force Special Meeting Recommended Action: Consider agenda items for upcoming meetings and whether to schedule a special Task Force meeting in September. The next Task Force meeting is scheduled for October 7, 2019, unless a special meeting is scheduled before then. ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, & COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Crystal Bothelio, Assistant 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 August 2, 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 August 2, 2019 at Saratoga, California. Crystal Bothelio, Assistant 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 • Proposed Task Force Work Plan 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 5 MINUTES JULY 8, 2019 WILDFIRE PUBLIC SAFETY TASK FORCE REGULAR MEETING Vice Chair Paul Hansen 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: Vice Chair Paul Hansen, Members Bill Cooper, Arun Venkatachar, Michael Zhang ABSENT: Chair Chuck Page (excused), Member May Lu ALSO PRESENT: Crystal Bothelio, Deputy City Manager Chief Jason Falarski, Santa Clara County Fire ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None 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. COOPER/VENKATACHAR MOVED TO APPROVE MINUTES FROM THE MAY 6, 2019 AND JUNE 3, 2019 MEETINGS. MOTION PASSED. AYES: COOPER, HANSEN, VENKATACHAR, ZHANG. NOES: NONE. ABSTAIN: NONE. ABSENT: LU, PAGE. 2. Long Range Acoustic Devices Recommended Action: Receive and discuss information on Long Range Acoustic Devices (LRAD). Deputy City Manager Crystal Bothelio shared information about LRAD technology and the resident request to supplement City communications during an emergency. Chief Jason Falarski shared information about the County Fire Department’s plans to install LRAD on new fire stations planned for Quito and Redwood Estates. The Department is considering available options, testing protocols, and best practices for use of the devices. Saratoga Public Safety Task Force Minutes - Page 2 of 5 The Task Force considered potential uses of LRAD in the City of Saratoga and there was consensus to study it further as part of the work plan. 3. Wildland Urban Interface Information Recommended Action: Receive and discuss information on the Wildland Urban Interface (WUI) requested at the May 6, 2019 meeting. Deputy City Manager Crystal Bothelio shared information about the WUI requested at the Task Force’s May meeting. Chief Jason Falarski shared information about how the WUI and fire risk areas are established by the State, State responsibility areas, and response in areas with dual jurisdiction between County Fire and Cal Fire. Task Force Member Zhang suggested that with the majority of households in Saratoga outside the WUI, the City may need to bring greater awareness to the risk of wildfire to people who live outside the WUI. Vice Chair Hansen agreed that that it will be important to communicate strategically so that residents outside the WUI understand the impact of wildfire on them. He also commented on the need to communicate effectively with people from different cultures and languages. 4. Firewise Communities Wildfire Risk Assessment Recommended Action: Receive and discuss Firewise Communities risk assessment form. Vice Chair Hansen shared that the Arrowhead community has started the process of becoming a Firewise Community. The Task Force discussed the wildfire risk assessment process. Task Force Member Cooper commented on the potential impacts of a neighborhood- based program, like Firewise Communities. If individual property owners or neighborhoods take responsibility for their fire risks, then eventually fire risks in the City will be greatly reduced. Vice Chair Hansen added that the process could take as little as 6 to 8 months to launch, compared to the 18 months suggested by the FireSafe Council. Saratoga Public Safety Task Force Minutes - Page 3 of 5 5. Process for Creating Wildfire Foundation Recommended Action: Receive presentation on the process to form a wildfire foundation. Deputy City Manager Crystal Bothelio shared information about the process to form a wildfire foundation and the Santa Clara County FireSafe Council. The Task Force agreed that forming a foundation may not be necessary and discussed opportunities to increase funding through grants and donations for wildfire non-profits like the Santa Clara County FireSafe Council. Task Force Member Cooper suggested that additional funding may not be important if programs like Firewise Communities become popular in the WUI, since these types of grassroots programs focus on individual or neighborhood responsibility and action. Task Force Members Zhang and Venkatachar noted that not all residents may be able or inclined to participate in programs like Firewise Communities and alternative options may be needed to reduce dry vegetation that becomes fuel during a wildfire. They also noted that there may be issues beyond the ability of individuals or neighborhoods to address. Task Force Member Cooper acknowledged that some issues cannot be resolved by individuals or neighbors, but emphasized the impact reducing dry grass and fuel ladders will have on individual properties. Task Force Member Venkatachar agreed and suggested that the Task Force look at a multipronged approach that accounts for people who are unable or unwilling to reduce dry fuels and other fire risks. 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. Vice Chair Hansen facilitated a discussion on the work plan based on a strategic planning framework. The Task Force reviewed the initial list of potential action items for the proposed work plan and 7 broad categories that these actions could be grouped under that the Task Force developed at the June meeting. The Task Force then discussed how these actions and categories could be converted into a set of goals, strategies to achieve those goals, Saratoga Public Safety Task Force Minutes - Page 4 of 5 tactics to implement strategies, and measurements to determine if goals have been achieved. The Task Force agreed on the initial matrix below. Goals Strategies Tactics Measures Public Awareness & Education • Survey to understand community needs • Create educational materials • Conduct outreach sessions 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) Conduct outreach on the importance of defensible space 5) Conduct outreach on home improvements to improve fire resiliency (such as replacing wood shake roofs) 6) 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 7) 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 • Number of outreach sessions completed Homeowner Defensible Space for Fire • Promote Firewise Communities • Complete 3 certifications by Nov. 2020 Fire/Fuel Reduction • Sponsored activities – Fire Department, Midpeninsula Regional Open Space Saratoga Public Safety Task Force Minutes - Page 5 of 5 • Homeowner actions • Additional resources Funding Resources • Alliances & collaborations • Grants & other funding sources Evacuation Readiness • Emergency plan • Test & drill • Evaluate • Alert processes 1) Annual emergency test demonstration • Measure readiness • Evaluate results The Task Force agreed to continue discussing and refining the work plan at the next meeting. 7. Future Agenda Items Recommended Action: Consider agenda items for upcoming meetings. The next regular Task Force meeting is scheduled for August 5, 2019. The Task Force agreed to continue discussion of the work plan at the next meeting. Other agenda items will include a presentation on WUI building code requirements and a presentation from County Fire on fire prevention. ADJOURNMENT The Task Force meeting was adjourned at 8:10 p.m. Minutes respectfully submitted: Crystal Bothelio, Assistant City Manager City of Saratoga CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Assistant City Manager Date: August 5, 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. At the July meeting, the Task Force reviewed this initial list of categories and action items and started converting them into a set of goals, strategies to achieve those goals, tactics to implement strategies, and measurements to determine if goals have been achieved. The matrix created at the July meeting is attached. In addition to the actin items identified at the June meeting, the Task Force received information about Long Range Acoustic Devices (LRAD) at the July meeting. During the meeting, the Task Force expressed interest at the July meeting in researching and evaluating the use of LRAD as part of the emergency notification system in Saratoga. 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. Attachments: - Matrix of Goals, Strategies, Tactics, and Measures from July 2019 Meeting - Initial List of Categories/Action Items from June 2019 Meeting Matrix of Goals, Strategies, Tactics, and Measures from July 2019 Meeting Goals Strategies Tactics Measures Public Awareness & Education • Survey to understand community needs • Create educational materials • Conduct outreach sessions 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) Conduct outreach on the importance of defensible space 5) Conduct outreach on home improvements to improve fire resiliency (such as replacing wood shake roofs) 6) 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 7) 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 • Number of outreach sessions completed Homeowner Defensible Space for Fire • Promote Firewise Communities • Complete 3 certifications by Nov. 2020 Fire/Fuel Reduction • Sponsored activities – Fire Department, Midpeninsula Regional Open Space • Homeowner actions • Additional resources Funding Resources • Alliances & collaborations • Grants & other funding sources Evacuation Readiness • Emergency plan • Test & drill • Evaluate • Alert processes 1) Annual emergency test demonstration • Measure readiness • Evaluate results Initial list of Task Force Work Plan Categories & Action Items from June 2019 Meeting 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 wildfi re 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