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HomeMy WebLinkAbout04-06-2020 Public Safety Task Force Agenda PacketSaratoga Public Safety Task Force Agenda - Page 1 of 3 SARATOGA PUBLIC SAFETY TASK FORCE REGULAR MEETING APRIL 6, 2020 6:00 P.M. REGULAR MEETING Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19 This meeting will be entirely by teleconference. All Council/Commission members, staff, and public will only participate via the Zoom platform using the process described below. The meeting is being conducted in compliance with the Governor’s Executive Ord er N‐29‐20 suspending certain teleconference rules required by the Ralph M. Brown Act. The purpose of this order was to provide the safest environment for the public, elected officials, and staff while allowing for continued operation of the government and public participation during the COVID‐19 pandemic. Members of the public view and participate in the meeting by using the Zoom website https://us04web.zoom.us/j/150102464 or App (Webinar ID: 150 102 464) and using the tool to raise their hand in the Zoom platform when directed by the Chair to speak on an agenda item. The public will not be able to participate in the meeting in person. As always, members of the public can send written comments to the Task Force prior to the meeting by commenting online at www.saratoga.ca.us/taskforce prior to the start of the meeting. These emails will be provided to the members of the Task Force and will become part of the official record of the meeting. During the meeting the Chair will explain the process for members of the public to be recognized to offer public comment. In accordance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting due to a disability, please contact the City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. Saratoga Public Safety Task Force Agenda - Page 2 of 3 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 February 3, 2020 meeting. 2. Mobile LRAD for Emergency Communications (Work Plan Item) Recommended Action: Consider whether to recommend that the City Council allocate funds in the Fiscal Year 2020/21 budget to purchase a mobile LRAD to be used for emergency communications to the City Council. 3. Santa Clara County FireSafe Council Funding, Dead Tree Removal Program, and Expanded Chipping (Work Plan Item) Recommended Action: Consider whether to recommend that the City Council increase funding in the Fiscal Year 2020/21 budget for the Santa Clara County FireSafe Council from $25,000 per year to expand services, offer a dead tree removal incentive program or other defensible space and/or home hardening incentive program, and increase chipping services. 4. West Valley Cities Fuel Reduction Crew (Work Plan Item) Recommended Action: Consider whether to recommend that the City Council allocate funding in the Fiscal Year 2020/21 budget to share the costs of a Santa Clara County Fire Department fuel reduction crew with other West Valley cities and the Fire Department, including startup cost and ongoing annual costs. 5. Wildfire Risk Mitigation Fund (Work Plan Item) Recommended Action: Consider whether to recommend that the City Council create a fund in the Fiscal Year 2020/21 budget to be used for wildfire risk mitigation efforts. Saratoga Public Safety Task Force Agenda - Page 3 of 3 6. Status Update on Wildfire Risk Reduction in the City Code (Work Plan Item) Recommended Action: At the February meeting, the Task Force finalized recommended City Code changes for the Planning Commission and City Council to mitigate wildfire risk in the City of Saratoga. Planning Commission review of the recommended changes was scheduled to occur on April 8, 2020. However, this meeting has been canceled due to the shelter at home orders issued by the County and State of California. 7. Review Work Plan Recommended Action: Review the adopted Task Force Work Plan. 8. Future Agenda Items Recommended Action: Consider agenda items for upcoming meetings. The next regular Task Force meeting is scheduled for June 1, 2020. 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 City Council was posted and available for review on April 2, 2020 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 2nd day of April 2020 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 City Council by City staff in connection with this agenda, copies of materials distributed to the City Council concurrently with the posting of the agenda, and materials distributed to the City Council by staff after the posting of the agenda are available on the City Website at www.saratoga.ca.us. Following removal of State and local shelter in place orders these materials will be available for revie w in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at debbieb@saratoga.ca.us or c alling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. Saratoga Public Safety Task Force Minutes - Page 1 of 3 MINUTES FEBRUARY 3, 2020 WILDFIRE PUBLIC SAFETY TASK FORCE REGULAR MEETING Chair Chuck Page called the Wildfire Public Safety Task Force Meeting to order at 6:04 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, May Lu, Michael Zhang ABSENT: Members Arun Venkatachar (excused) ALSO PRESENT: Crystal Bothelio, Assistant City Manager Chief Jason Falarski, Santa Clara County Fire Lauren Pettipiece, Public Information Officer 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 December 2, 2019 meeting. HANSEN/ZHANG MOVED TO APPROVE THE DRAFT MINUTES FROM THE DECEMBER 2, 2019 MEETING. MOTION PASSED. AYES: HANSEN, PAGE, COOPER LU, ZHANG. NOES: NONE. ABSTAIN: NONE. ABSENT: VENKATACHAR. 2. Public Outreach & Increasing Wildfire Public Awareness (Work Plan Item) Recommended Action: Discuss the Wildfire Task Force’s public outreach goals and objectives with the City of Saratoga Public Information Officer, so that the City can support the Wildfire Public Safety Task Force’s work plan goal to increase public awareness of wildfire. Lauren Pettipiece, Public Information Officer, discussed City communications and opportunities for increasing wildfire public awareness. Chair Page noted a need for communications directed to property owners and residents in the Wildland Urban Interface (WUI). Vice Chair Hansen agreed. Saratoga Public Safety Task Force Minutes - Page 2 of 3 Vice Chair Hansen suggested that the Mayor promote and share more about the efforts of the Task Force. Task Force Member Zhang recommended that the City create an actionable communication piece, such as a checklist. Chair Page added that an actionable piece could be a magnet with wildfire prevention tips and regulations. Task Force Member Cooper noted that sharing real life stories may help influence behavior and motivate people to take action. The Task Force collectively supported an outreach piece featuring actionable items, such as a checklist, and sharing real life stories about wildfire preparedness and prevention. 3. Wildfire Risk Reduction in the City Code (Work Plan Item) Recommended Action: Finalize recommended City Code changes for the Planning Commission and City Council to consider that will help reduce wildfire risk in the City of Saratoga. Crystal Bothelio, Assistant City Manager, introduced the item. The Task Force discussed recommended changes. Daryl Miller commented on the agenda item. COOPER/HANSEN MOVED TO RECOMMEND THE CITY COUNCIL: 1) ADOPT AN ORDINANCE THAT WOULD ADD AN 11TH CRITERIA FOR REMOVAL OF A TREE IN CITY CODE SECTION 15-50.080 THAT READS: THE NECESSITY TO REMOVE A TREE FOLLOWING THE CREATION OF DEFENSIBLE SPACE WITHIN 100 FEET OF STRUCTURES ON THE PROPERTY, BECAUSE THE TREE IS LOCATED IN THE WILDLAND URBAN INTERFACE, IS WITHIN 100 FEET OF A STRUCTURE, AND CREATES AN INCREASED WILDFIRE RISK ACCORDING TO THE DEFENSIBLE SPACE STANDARDS ESTABLISHED BY CAL FIRE, OR AS DETERMINED BY SANTA CLARA COUNTY FIRE, AND THAT RISK CANNOT REASONABLY BE ADDRESSED THROUGH MAINTENANCE; 2) IF THE 11 TH CRITERIA IS ADOPTED, DIRECT STAFF TO PLACE A MORATORIUM ON ANY TREE REPLACEMENT REQUIREMENTS, INCLUDING PAYMENT INTO THE TREE FUND, FOR TREES REMOVED UNDER THIS NEW CRITERIA THROUGH THE END OF 2020; AND, 3) ALLOW THE CITY’S TREE FUND TO BE USED FOR FUEL REDUCTION PURPOSES. MOTION PASSED. AYES: HANSEN, PAGE, COOPER LU, ZHANG. NOES: NONE. ABSTAIN: NONE. ABSENT: VENKATACHAR. Saratoga Public Safety Task Force Minutes - Page 3 of 3 4. Review Work Plan Recommended Action: Review the adopted Task Force work plan. Chair Page summarized progress on the Task Force’s work plan and commented on prioritizing future work efforts. 5. Future Agenda Items Recommended Action: Consider agenda items for upcoming meetings. The next regular Task Force meeting is scheduled for April 6, 2020. The Task Force requested that the following agenda items for the April meeting: - Status update on recommended change to the tree removal criteria in the City Code - Discussion of a wildfire reduction fund and other budget-related work plan items, including: o Mobile LRAD for emergency communications o Exploring and possibly expanding Saratoga Fire Protection District Dead Tree Program o Expanding opportunities to work with FireSafe Council and expand the chipping program, including curbside chipping/cleanup days o Increasing funding for Santa Clara County FireSafe Council o Partnering with West Valley cities to fund a fuel reduction crew ADJOURNMENT COOPER/ZHANG MOVED TO ADJOURN THE MEETING AT 7:18 P.M. MOTION PASSED. AYES: HANSEN, PAGE, COOPER LU, ZHANG. NOES: NONE. ABSTAIN: NONE. ABSENT: VENKATACHAR. 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: April 6, 2020 Subject: Mobile Long Range Acoustic Devices (LRAD) for Emergency Communications One of the tactics in the Wildfire Task Force’s work plan is to consider whether to recommend the City Council allocate funds and purchase a mobile LRAD, which 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 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. Devices can typically play a verbal message or sound an alarm. Some communities have recently purchased LRADs to supplement other emergency notifications, including mass notification system that can send automated emergency notifications via phone call, email, and text. These communities include the City of San Jose, City of Mill Valley, the City of Berkeley, and the Menlo Park Fire District (serving Atherton, Menlo Park, East Palo Alto, and parts of unincorporated San Mateo County). Prices range widely based on broadcast distance, varying from roughly $10,000 to $125,000 or more per unit. In 2018, the Menlo Park Fire District paid approximately $125,000 for a mobile trailer mounted LRAD with a 30-foot telescoping mast that can broadcast a message to a radius of almost 2,800 feet (850 meters). The District also purchased smaller handheld and vehicle mounted LRADs with a more limited broadcast range for $6,000 per unit. The Task Force may recommend that the City Council consider the purchase of mobile LRAD(s) as part of the Fiscal Year 2020/21 budget. Any recommendations from the Task Force will be presented to the City Council during their budget study session, tentatively scheduled for May 11, 2020 at 6:00 p.m. CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Assistant City Manager Date: April 6, 2020 Subject: Santa Clara County FireSafe Council Funding, Dead Tree Removal Program, and Expanded Chipping The Wildfire Task Force’s work plan includes review of curbside chipping services, funding for the Santa Clara County FireSafe Council, and dead tree removal incentive program, similar to the program operated by the Saratoga Fire Protection District. Currently, the City pays the FireSafe Council $25,000 per year to increase community awareness of wildfire risks, empower residents to prepare for and protect their property from wildfire, and mitigate wildfire risk through fuel reduction projects. This includes free chipping services for residents. The Santa Clara County FireSafe Council is a non-profit that works to protect neighborhoods in Santa Clara County that are at risk for wildfire. The FireSafe Council provides a variety of services from fuel reduction projects to educational workshops and home inspections. In 2013, the City of Saratoga entered into an agreement with the FireSafe Council to operate a free chipping program for Saratoga residents, home wildfire prevention and preparedness inspections, fuel reduction projects, and more. In 2019, the City Council approved a new 5- year agreement ending June 30, 2023. While chipping services are currently available at no cost to property owners in the Wildland Urban Interface (WUI) through the City’s agreement with the FireSafe Council, the program has not received a lot of interested applicants. However, an increase in collaborative outreach between the City, FireSafe Council, and County Fire may help to increase interest in this available resource. The FireSafe Council prioritizes chipping services for neighborhoods that have qualified or are in the process of becoming a Firewise Community. Several years ago, the Saratoga Fire Protection District launched a program to encourage property owners in the WUI area of the District to remove dead trees. After receiving a permit to remove a dead tree from the City, property owners can submit an application to the District to receive a rebate of 50% of the cost of removal up to $500. The rebate is limited to 1 per household. The FireSafe Council operates a similar incentive program for the Los Altos Hills Fire District . Notable differences include a requirement to obtain a Home Ignition Zone Inspection to qualify for the rebate to remove a dead tree located in an ignition zone. This ensures property owners receive some education about how to establish defensible space on their property and that the rebate is used for trees that represent a potential fire hazard. This could be broadened beyond defensible space to allow a rebate for defensible space work identified through a Home Ignition Zone Inspection. The FireSafe Council could potentially manage a rebate program on behalf of the City through an amendment to the existing agreement and additional allocation of funds or change in agreement scope. The City issues approximately 350 to 450 tree removal permits per year. Of these, roughly 30% or 105 to 135 are for dead trees throughout the City (not limited to the WUI). An additional incentive program that the City could explore in collaboration with the FireSafe Council for property owners that have met defensible space requirements is a home hardening rebate program that helps reduce overall costs for property owners to implement improvements that help protect their home from flying embers. For example, improvements might include replacing wood or shingle roofs, covering vent openings with 1/16 inch to 1/8 inch metal mesh, or installing dual-paned windows. If the Task Force is interested in recommending the dead tree/defensible space rebate program or a dead tree/defensible space rebate and home hardening rebate program in partnership with the FireSafe Council, the Task Force could recommend that the City Council allocate additional funds in the Fiscal Year 2020/21 budget for a rebate program(s) and to direct staff to begin working with the FireSafe Council to determine necessary agreement amendments and costs. Any recommendations from the Task Force will be presented to the City Council during their budget study session, tentatively scheduled for May 11, 2020 at 6:00 p.m. CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Assistant City Manager Date: April 6, 2020 Subject: West Valley Fuel Reduction Crew The Wildfire Task Force’s work plan includes consideration of a Santa Clara County Fire Department fuel reduction crew funded in partnership by the West Valley jurisdictions with Wildland Urban Interface (WUI) areas and the Fire Department. This would include initial start up costs and ongoing annual costs. County Fire will share more information about the approximate costs at the April 6, 2020 meeting. The West Valley jurisdictions with WUIs that are served by County Fire include: Saratoga, Cupertino, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, and unincorporated Santa Clara County. One cost sharing option could include splitting costs based on number of properties within the WUI of each of the jurisdictions. However, the exact nature of cost sharing will likely have to be discussed among all the partnering agencies. If the Task Force is interested in recommending development and funding of a West Valley fuels reduction crew to the City Council, the Task Force could recommend that the City Council allocate placeholder funds in the Fiscal Year 2020/21 budget for a fuel reduction crew and begin discussing development of a fuel reduction crew with the other West Valley jurisdictions. Any recommendations from the Task Force will be presented to the City Council during their budget study session, tentatively scheduled for May 11, 2020 at 6:00 p.m. CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Assistant City Manager Date: April 6, 2020 Subject: Wildfire Risk Mitigation Fund One of the strategies in the Wildfire Task Force’s work plan includes making funding available for fuel reduction. One method of implementing that strategy could include developing a wildfire risk mitigation fund in the City budget. The fund could be incorporated into the City’s capital budget for fuel break projects or other wildfire risk mitigation efforts, such as a dead tree/defensible space rebate program. For example, the City has a Risk Management Project in the Capital Budget that receives $50,000 each year to address various risk management issues. The project has been used to fund accessibility improvements, removal of tripping hazards, and other projects that help reduce the City’s overall liability. Any unspent funds are carried forward into the next Fiscal Year. Alternatively, the fund could be incorporated into the City’s operating budget to pay for programs. Any unspent funds would not be carried into the next Fiscal Year. If interested, the Task Force could recommend development of a Wildfire Risk Mitigation Fund in either the Capital or Operating Budget for Fiscal year 2020/21 to the City Council. Any recommendations from the Task Force will be presented to the City Council during their budget study session, tentatively scheduled for May 11, 2020 at 6:00 p.m. CITY OF SARATOGA Memorandum To: Public Safety Task Force From: Crystal Bothelio, Assistant City Manager Date: April 6, 2020 Subject: Status Update on Wildfire Risk Reduction in the City Code At the February 2020 meeting, the Task Force finalized a recommendation to the City Council to help reduce the risk of wildfire in the City of Saratoga through City Code an d policy changes. Specifically, the Task Force recommended that the City Council: 1) Adopt an ordinance that would add an 11th criteria for removal of a tree in City Code Section 15-50.080 that reads: The necessity to remove a tree following the creation of defensible space within 100 feet of structures on the property, because the tree is located in the wildland urban interface, is within 100 feet of a structure, and creates an increased wildfire risk according to the defensible space standards established by CAL FIRE, or as determined by Santa Clara County Fire, and that risk cannot reasonably be addressed through maintenance; 2) If the 11th criteria is adopted, direct staff to place a moratorium on any tree replacement requirements, including payment into the tree fund, for trees removed under this new criteria through the end of 2020; and, 3) Allow the City’s Tree Fund to be used for fuel reduction purposes. The Planning Commission was expected to review the recommendations from the Task Force at the April 8, 2020 meeting. However, the meeting was canceled due to the shelter at home orders issued by the County and State. A new date for Planning Commission consideration of the Task Force’s recommendation has not been selected. After the Planning Commission finalizes its review, the Task Force’s recommendations will be considered by the City Council.