HomeMy WebLinkAbout06-01-2020 Public Safety Task Force Agenda PacketSaratoga Public Safety Task Force Agenda - Page 1 of 3
SARATOGA
PUBLIC SAFETY TASK FORCE
REGULAR MEETING
JUNE 1, 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 observe and participate in the meeting by:
1. Using the Zoom website at https://us02web.zoom.us/j/81649913559 or App
(Webinar ID: 816 4991 3559) and using the tool to raise their hand in the Zoom
platform when directed by the Chair to speak on an agenda item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID 816 4991 3559,
and pressing *9 to raise their hand to speak on an agenda item when directed by
the Chair.
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
Saratoga Public Safety Task Force Agenda - Page 2 of 3
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.
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 4, 2020 meeting.
2. Firewise Communities (Work Plan Item)
Recommended Action:
Discuss and consider how the City of Saratoga can encourage participation in Firewise
Communities through publicity and outreach, targeting certain communities to
participate in the program, and collaborating with Neighborhood Watch.
3. Wildland Urban Interface Ingress/Egress
Recommended Action:
Consider City of Saratoga Wildland Urban Interface Area ingress and egress points.
4. City Council Final Report
Recommended Action:
Begin development of a final report out to the City Council to be presented to the City
Council before the Task Force sunset in November 2020.
5. Review Work Plan
Recommended Action:
Review the adopted Task Force Work Plan.
6. Future Agenda Items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular Task Force meeting is
scheduled for August 3, 2020.
Saratoga Public Safety Task Force Agenda - Page 3 of 3
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 May 28, 2020 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at
www.saratoga.ca.us.
Signed this 28th day of May 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 provid ed
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 review
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 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 Minutes - Page 1 of 3
MINUTES
MAY 4, 2020
WILDFIRE PUBLIC SAFETY TASK FORCE SPECIAL MEETING Chair Chuck Page called the virtual Wildfire Public Safety Task Force meeting to order at 6:10 p.m. and explained how the virtual meeting would be conducted. ROLL CALL
PRESENT: Chair Chuck Page, Vice Chair Paul Hansen, Members Bill Cooper
ABSENT: Members May Lu, Arun Venkatachar ALSO PRESENT: Crystal Bothelio, Assistant City Manager Chief Jason Falarski, Santa Clara County Fire Gretchen Hayes, Santa Clara County FireSafe Council 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 April 6, 2020 meeting.
Daryl Miller addressed the Task Force.
HANSEN/COOPER MOVED TO APPROVE THE DRAFT MINUTES FROM THE APRIL 6, 2020 MEETING. MOTION PASSED. AYES: COOPER, HANSEN, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: LU, VENKATACHAR. 2. Wildfire Risk Mitigation Fund (Work Plan Item) Recommended Action: Receive input from the Saratoga Council Finance Committee on the Task Force’s recommendation to create a $50,000 Wildfire Risk Mitigation Reserve Fund in the Fiscal Year 2020/21 budget and consider any changes to the recommendation prior to the City Council
Budget Study Session on May 11.
Crystal Bothelio, Assistant City Manager, provided a staff report.
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Saratoga Public Safety Task Force Minutes - Page 2 of 3
The Task Force discussed the Finance Committee’s input and alternative recommendations to
the City Council.
HANSEN/COOPER MOVED TO AMEND THE TASK FORCE’S RECOMMENDATION TO THE CITY COUNCIL TO CREATE A $50,000 WILDFIRE RISK MITIGATION RESERVE FUND IN THE FISCAL YEAR 2020/21 BUDGET BY RECOMMENDING THAT THE CITY COUNCIL CREATE A $50,000 CAPITAL PROJECT FOR FUEL REDUCTION PROJECTS, SUCH AS ROADSIDE BRUSH CLEARING, FUEL BREAKS, AND CHIPPING. MOTION PASSED. AYES: COOPER, HANSEN, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: LU, VENKATACHAR. 3. Mobile LRAD & Visual Messaging 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 and/or visual messaging equipment to be used for
emergency communications to the City Council.
Crystal Bothelio, Assistant City Manager, provided a staff report.
Captain Rich Urena discussed evacuation procedures.
The Task Force discussed use the mobile LRAD and visual message boards/indicators and local
evacuation route planning efforts, including a grant that the Santa Clara County Fire
Department received to plan evacuation routes in Saratoga. 4. Santa Clara County FireSafe Council Funding, Incentive Program, Fuel Break Projects, and Increased 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 incentive program for dead tree removal, defensible space, or other wildfire risk mitigation efforts, fuel break projects, and/or increased chipping services. Gretchen Hayes with the Santa Clara County FireSafe Council shared information about recent fuel break and fuel reduction projects in the Saratoga area, incentive programs operated by the FireSafe Council, and the FireSafe Council’s chipping programs. The Task Force discussed the City’s current agreement with the FireSafe Council and
opportunity to enhance services from the FireSafe Council.
COOPER/HANSEN MOVED TO RECOMMEND THAT THE CITY COUNCIL ALLOCATE AN ADDITIONAL $25,000 IN FISCAL YEAR 2020/21 TO THE SANTA CLARA COUNTY
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Saratoga Public Safety Task Force Minutes - Page 3 of 3
FIRESAFE COUNCIL FOR DEVELOPMENT OF A PILOT DEAD TREE REMOVAL INCENTIVE
PROGRAM FUNDED AT $10,000 THAT WOULD OFFER A REFUND OF $1,000 PER
HOUSEHOLD IN THE CITY OF SARATOGA WILDLAND URBAN INTERFACE AREA AND $15,000 TO SUPPORT FUEL REDUCTION EFFORTS. MOTION PASSED. AYES: COOPER, HANSEN, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: LU, VENKATACHAR. 5. Review Work Plan Recommended Action: Review the adopted Task Force Work Plan. The Task Force discussed the Work Plan, including progress on the work plan items.
6. Future Agenda Items
Recommended Action: Consider agenda items for upcoming meetings. The next regular Task Force meeting is scheduled for June 1, 2020.
The Task Force agreed to begin working on a final report on the efforts of the Task Force at
the June meeting.
ADJOURNMENT
HANSEN/COOPER MOVED TO ADJOURN THE MEETING AT 7:36 P.M. MOTION PASSED. AYES:
COOPER, HANSEN, PAGE. NOES: NONE. ABSTAIN: NONE. ABSENT: LU, VENKATACHAR.
Minutes respectfully submitted:
Crystal Bothelio, Assistant City Manager City of Saratoga
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CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Assistant City Manager
Date: June 1, 2020
Subject: Firewise Communities (Work Plan Item)
One of the tactics to achieve the Task Force’s goal to increase public awareness of wildfire risk is to publicize and promote Firewise Communities, including outreach to target communities
on the program and collaborating with Neighborhood Watch groups to add Firewise Communities to existing efforts.
Public Information Officer Lauren Pettipiece prepared an outreach plan on Firewise
Communities for the Task Force to consider that is intended to encourage neighborhoods in the Wildland Urban Interface Area to become Firewise Communities. The original outreach
schedule for wildfire safety and preparedness topics has been adjusted due to the impacts of COVID-19. The City is now resuming more of its regularly scheduled outreach, particularly
related to wildfire as the warmer season has arrived. The schedule on the following page outlines how outreach can occur through Spring 2021.
During summer 2020, outreach on wildfire preparedness will begin. Outreach will initially be
more general and introduce multiple aspects of safety and preparedness. The City will then move on to more targeted outreach on individual topics, including Firewise Communities.
This outreach will continue on an ongoing basis through the fall across multiple City
communications channels. While multiple outreach methods will be used throughout each season, not all listed methods will be used at once. They will be used at different times to
ensure readers maintain interest in the topic and the information does not become white noise.
In 2021, outreach on Firewise Communities will begin earlier in the spring. Outreach will begin
when Weed and Brush Abatement Program notices are sent out. It will then ramp up at the end of spring/beginning of summer and continue through the fall.
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While it is important to prepare ahead of the hotter, dryer months, it is difficult for many people to think about preparedness when a topic is not an immediate concern. Because of
that, outreach will be lighter during the cooler seasons.
The Santa Clara County FireSafe Council helps guide neighborhoods through the process of becoming Firewise Communities as part of the existing agreement between the City and
FireSafe Council. To become a Firewise community, a neighborhood must include at least 8
homes and may not contain more than 2,500 homes. Firewise communities must receive a
written wildfire risk assessment from the local fire department that is updated every 5 years and create an action plan for reducing wildfire risk. Additionally, Firewise communities must
host outreach events and efforts to address action items on the assessment. Each community must contribute one volunteer hour per home in wildfire risk reduction activities every year.
To remain registered as a Firewise community, neighborhoods must participate in an annual renewal process.
Outreach Schedule
Season Topic Methods
Summer 2020 General wildfire preparedness
information with brief introduction
to Firewise Communities
- Citywide postcard (either City
News or Public Safety)
- Social media
- Website
- Banners
- City Council meeting
announcements
Firewise Communities Information - Newsletters (Saratoga Source and
Neighborhood Watch)
- Social media - Website - City Council meeting announcements
Targeted outreach to residents/property owners in the WUI
- Contact Neighborhood Watch groups in the WUI - Post to Nextdoor neighborhoods in the WUI
Fall 2020 Firewise Communities Information - Social media - Website - City Council meeting announcements
Spring 2021 Targeted outreach to residents/property owners in the WUI
- Potentially collaborate with Santa Clara County Fire Department to promote Firewise Communities in their Brush Abatement letters
mailed to property owners in the
WUI
- Contact Neighborhood Watch groups in the WUI 7
- Post to Nextdoor neighborhoods
in the WUI
Firewise Communities Information - Citywide postcard (either City
News or Public Safety)
- Saratoga Source/Neighborhood
Watch Newsletter
- Social media - Website - City Council meeting announcements
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CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Assistant City Manager
Date: June 1, 2020
Subject: Wildland Urban Interface Ingress/Egress
At the May meeting, there was some discussion on ingress and egress points to the City of Saratoga Wildland Urban Interface (WUI) area. The WUI map is attached and an interactive
map is also available on the City website. Primary access and exit points include Prospect Road, Pierce Road, Mt. Eden Road, Sarahills Drive/Verde Vista Lane, Big Basin Way/Congress
Springs Way, Bohlman Road, and Saratoga-Sunnyvale Road/Sartoga-Los Gatos Road.
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Saratoga Sunnyvale Rd.Pierce Rd.
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SAFETY ELEMENT
Fire Hazard Zones
Exhibit 7
0 1,500 3,000750 Feet
Prepared by RBF Consulting: 12/04/2012
Sources: City of Saratoga - Zoning Map (2010) Wildland-Urban Interface Fire Area Map (2009) : ESRI Terrain Basemap
County of Santa Clara - CityLimits (2010) StreetEdge (2009) : CA Dept of Forestry and Fire Protection (2007)
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SAFETY ELEMENT
Evacuation Routes
Exhibit 8
0 1,500 3,000750 Feet
Prepared by RBF Consulting: 02/11/2013
Sources: City of Saratoga - Zoning Map (2010) : County of Santa Clara - CityLimits (2010) StreetEdge (2009)
ESRI Terrain Basemap
Legend
Evacuation Routes
Saratoga City Limits
Saratoga Sphere of Influence
Surrounding City Boundaries
Bridge
Dead End
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CITY OF SARATOGA
Memorandum
To: Public Safety Task Force
From: Crystal Bothelio, Assistant City Manager
Date: June 1, 2020
Subject: City Council Final Report
The Task Force will sunset in November 2020. In advance of November, the Task Force can provide the City Council with a final report that captures the Task Force’s progress on the work
plan as well as recommendations for the City Council to consider implementing following the sunset of the Task Force.
To assist with development of the final report, staff has provided some guiding questions that
the Task Force may consider. After discussion at the June meeting, staff can begin drafting a final report for the Task Force to consider and finalize at future meetings.
1) What are the Task Force’s final recommendations to the City Council to reduce wildfire risk and
prepare for an emergency in the City of Saratoga?
2) Where should the City Council focus its efforts to continue reducing wildfire risk and preparing
for emergencies?
3) What are the key takeaways and lessons learned from the Task Force?
4) What has been the effectiveness of the Task Force’s efforts? Should any of these efforts be
continued on an ongoing basis after the sunset of the Task Force?
5) Are there any new efforts that the City Council should consider initiating?
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