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Agenda - 2015-11-16Mary Ratcliff, Co-Chair  Gary Hanifan, Co-Chair  Lisa Adatto  Richard Canaday  Priya Judge, Youth  Eliot Metzger  Sebastian Marin-Quiroz, Youth  Paul Soper  Sasha Wallinger  Jon Gustafson, Council Liaison 503.635.0215 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.ci.oswego.or.us AGENDA SUSTAINABILITY ADVISORY BOARD Monday, November 16, 2015 6:30 p.m. – 8:30 p.m. Main Fire Station Conference Room, 300 B Avenue Contact: Jenny Slepian, Sustainability and Management Fellow, jslepian@ci.oswego.or.us, 503-635-0291 Also published on the internet at: www.ci.oswego.or.us/boc_sab The meeting location is accessible to persons with disabilities. To request accommodations please contact the City Manager’s Office 48 hours before the meeting. I. AGENDA 6:30 Call to Order and Roll Call Introductions of Staff and Board Members Announcements from Board and Staff Approval of October 19, 2015 meeting minutes Public Comment (comment on agenda items may be deferred to discussion of that item) 6:45 Regular Business (I-Information, C-Conversation/Discussion, D-Decision, R-Recommend to Council) II. ADJOURNMENT ATTACHMENTS Please note that all materials are sent electronically. Please review before meeting. • Draft minutes – 10/19/2015 NEXT MEETING: December 21, 2015. Main Fire Station Conference Room, 300 B Ave., 6:30 to 8:30pm A. Review Agenda Hanifan/Ratcliff 1 min. I B. City Council Update Councilor Gustafson 5 min. I C. ‘Oakscaping’ Public Outreach Ted Labbe 20 min I, C D. Solar Policy Program Jamie Lorenzini 20 min. I, C E. Solar Letter Review All 10 min. C, D F. 2016 Goal Setting All 40 min. I ,C SUSTAINABILITY ADVISORY BOARD Vision of a Sustainable Lake Oswego A sustainable Lake Oswego is a community that meets the vital human needs of the present without compromising our ability to meet future needs. This requires consideration of both long-term and short- term effects on ecological, economic, and community systems. Operating sustainably means that we are leaving a legacy for the community of Lake Oswego and the planet. A sustainable Lake Oswego is a place recognized nationally as a model of livability—a unified city with a vital downtown, a strong sense of neighborhoods, and a harmonious relationship with the natural environment. The lives of everyone who lives, works, and conducts business in Lake Oswego are enriched by a wide range of choices in transportation, housing, recreation, and culture. Our infrastructure is sound, our finances stable, and our citizens and employees healthy and engaged. SAB Mission & Duties The mission of the Sustainability Advisory Board is to promote the economic, ecological, and quality-of- life sustainability of our community. The Sustainability Advisory Board shall: a. Advise and assist the City Council in efforts to make City operations more sustainable. The Sustainability Advisory Board is guided by the Sustainable City Principles embodied in the City’s Sustainability Plan. b. Assist in the development of plans and policies to enhance the sustainability of the City as a whole. c. Educate and engage the public in efforts to make the community of Lake Oswego, including residents, businesses, and institutions, more sustainable. SAB Meeting Ground Rules We have agreed to abide by these ground rules to increase our meeting effectiveness. 1. Participate – everyone share “airtime” 2. Speak for yourself – use “I” language 3. Seek clarity: – ask clarifying questions – paraphrase what you hear others say – check out your hunches 4. Be respectful: – be on time – come prepared – turn off phones, pagers, and other devices – avoid interrupting others – don’t use inflammatory labels & judgments 5. Have fun CITY OF LAKE OSWEGO Sustainability Advisory Board Minutes October 19, 2015 Call to Order / Roll Call Co-chair Mary Ratcliff called the October 19, 2015 meeting of the Sustainability Advisory Board (SAB) to order at 6:30 p.m. in the Conference Room of the Main Fire Station, 300 B Avenue, Lake Oswego, Oregon. Members Present: Co-Chair Mary Ratcliff, Richard Canaday, Paul Soper, Karl Friesen, Sebastian Marin-Quiroz, Priya Judge, Eliot Metzger, Councilor Jon Gustafson Members Excused/Absent Gary Hanifan, Gabriel Key, Sasha Wallinger Staff: Jenny Slepian, Sustainability and Management Fellow; Anthony Hooper, Support Services Supervisor Guest: Duke Castle, LOSN; Jan Castle, LOSN; Charlie Fisher, Environment Oregon; Bobbie Wilson, LOSN; Eric Eckfield, Day CPM; Paul Boundy, LRS Architects; Adam Gorske, Republic Services Announcements from Board and Staff The City is hosting a Stormwater Open House in Council Chambers on October, 22. Approval of Minutes The Board unanimously approved the September 21, 2015 meeting minutes with an edit to include the charrette vote. Public Comment None. Regular Business A. Review Agenda Co-Chair Ratcliff reviewed the meeting agenda. B. City Council Update/City Council Goals Update Councilor Gustafson updated the Board on the 10/6 meeting where the Council approved youth members to advisory boards, approved a contract amendment to water treatment plant, made code changes relating to multiunit developments to no longer allow 2 duplexes on a single lot, just a fourplex. There was also a Council study session on bridge capital improvement needs- priority ranking to work into CIP. Report is on the website. The Council also held a study session on broadband. The City is looking at providing fiber ourselves as a municipal utility. Had an RFP go out to run fiber. Tomorrow night’s Council meeting will look at fiber to decide whether to move forward. Projections are that it would cost less than Google. The Council will also be looking at quite a few annexations tomorrow night. They will also be voting on extending Tigard’s enterprise zone into the City of Lake Oswego Sustainability Advisory Board Minutes October 19, 2015 Page 2 of 5 SW Employment Corridor to help with employment. There will also be a discussion about council goals and an update on the fleet purchase decision. Mary Ratcliff asked for an update on the North Anchor project. Jon responded that there has been one response to RFP for a hotel, retail, and apartments. He added that additional project the Council will be reviewing is the Waluga reservoir, the top of which is sagging and needs to be replaced. Eliot Metzger asked if Google had offered any additional services as Google Fiber is in the same corporate team as their energy division. Duke Castle, who is on the broadband advisory committee, explained how the process is going and that Comcast and CenturyLink are not bidding on the project. The City and its partners would put in the fiber and other services can use the infrastructure. Sebastian asked if there is a different in quality between fibers, Jon and Duke did not think there was. Anthony gave an update on the fleet purchasing program. Operations is going to go with a C-Max hybrid instead of Escapes. Ultimately it’s up to the managers to make a decision for their departments. C. Operations Center Design Update- Anthony Hooper, Eric Eckfield, Paul Boundy Anthony Hooper explained that the construction and design team have been working together from the beginning. There is now a contractor is on board doing the budgeting and working with design team and owners team to work within the budget. The project has a budget of $13 million, and Anthony will put together a menu of sustainable options to take to the Council see what $13 million will buy us. Paul Boundy gave some background information about the project to the Board, including: - Eco-Charrette: They have applied to Energy Trust of Oregon to hold an eco-charette in early November. - Big picture: currently working on the project requirements to see what the team can achieve within the $13 million budget. The design team has gone through site plans and settled on an approach. Starting to get into the floor plans and buy in from the users. Currently collecting narratives from engineers for mechanical systems. - Paul gave a tour of the existing site plan to the Board and explained use of the site. - Went through new site plan- 3 main buildings- ops building, shop buildings, vehicle storage building. The construction challenge is building new facilities while continuing to use the site. - Shop building and vehicle storage buildings to be pre-engineered metal structures - High Performance features: o Stormwater: All stormwater is moved above ground and treated and detained on site. Oil-water separators will help to keep oil out of the stormwater system. The board discussed how to handle waste from the motor pool. o Daylighting: The design team is looking at configurations help to maximize daylighting. o Solar: The chosen shed type design gives a lot of roof for future PVs. All 3 buildings are being analyzed for the SolarReady ETO program. Some south facing windows on ops building will have overhangs to minimize heat gains. o Energy: All lighting will be LED both interior and exterior. Mechanical systems will be the biggest wildcards. Not looking at anything too fancy. Investigating putting in a VRF System- highest efficiency system, but has some complexities and control issues. High efficiency boilers, and heated slabs in the motor pool. City of Lake Oswego Sustainability Advisory Board Minutes October 19, 2015 Page 3 of 5 Mary asked about how much roof top will be available for solar. Paul responded that anything that will be covered will have opportunities for solar. Mary also asked about EV charging, which Paul explained will be available on the property by laying conduit for charging stations. Mary asked about having permeable paving, Paul explained that it doesn’t pencil out well for this site as the permeable asphalt doesn’t hold up well to heavy trucks, and need to first look at soils test and infiltration rates. Could possibly do it at employee spaces. Jan Castle asked whether the boilers will be natural gas or electricity, Paul answered that they will be natural gas. Jan also asked what they are planning to do to make sure the buildings can survive a 9.0. Paul said that they are looking at Category 4 Essential Services in the building code. The other buildings will be Category 3, meaning you may not be able to use it, but the building would be standing. The shop and vehicle storage buildings aren’t essential services, but they are support. Need foundations and anchoring the equipment, doors can still operate. Jan asked if there will be storage facilities for people working there during an earthquake, and Paul stated that there will be emergency provisions- cots, food, etc. on site. Jan also asked about water and if there could there be a water catchment system on a roof and filters to provide water onsite in case of emergency. Paul said they could look into it. Jan then asked about the fueling station and if it is in a bed of gravel. Anthony answered that they will have them look during the geotechnical assessment. Anthony explained that we have enough fuel stored here to keep us going for about a month after an earthquake. Eliot asked Paul if they could put the charrette on the calendar so people can make it. Also consider having it in another high performance building. He also asked if there are any metrics to measure the “softer” stuff- showers, etc. Jan then asked if there would be enough solar capacity to use that to operate the facility instead of natural gas and if Tesla battery packs could be used instead. Paul did not think there would be enough installed solar for that to operate the entire operations center. Karl suggested going net zero for at least part of the building to get more incentive from ETO- first best step is to minimize the amount of energy use. Paul agrees that best approach is to drive down energy use. Jon asked how the team approach can help to implement sustainability goals. How are these options being designed into the project and is the team being as creative with green features as they are with the bottom line? Paul answered that the goal is to recycle and reuse as much material as possible during deconstruction. On the mechanical and energy side they are using a team of engineers who have an approach that is sustainable innovation. The CM side can also bring in industry contractors who will have experience and ideas that can help. Jon asked if the features will be designed in, or tacked on. Eric said they are at the next step to get the narratives and pricing in and everything will need to be integrated in at the same time. The timeline is to make decisions during November and December and pull all the documents together January-March. Anthony thinks the menu of options will be put together over the winter months. The big cost items will be the systems. Jon also asked if we are tracking LEED points, despite not trying to get certified. Paul answered that they are not currently doing that. City of Lake Oswego Sustainability Advisory Board Minutes October 19, 2015 Page 4 of 5 Richard asked why the buildings are so spread out. Paul explained that trucks have about a 75ft turning radius and the majority of the site gets planned around the turning radius of the biggest truck. Mary asked if there are any features from Beaverton Toyota that can be used here and suggested that they look at the Wilsonville SMART facility. D. Solar Policy Program- Charlie Fisher Charlie Fisher presented a slideshow on permitting and the costs and schedule of a Solarize program (see attached). Happy Valley is doing a solarize program with no preferred contractor, Eugene is splitting work between four contractors. Paul asked what the incentive is to the homeowner to participate in a Solarize program. Charlie stated that the main benefits are the discounts on installation and a reduction in complexity. Jon asked if cost would be the same on every house. Charlie answered that the ideal solarize program would offer the same cost per watt regardless of location. Upgrades would add additional costs. Richard asked if you have five different companies, is the cost roughly the same or is there value in competition. Charlie explained that when the City solicit bids in the contract selection process, a negotiated price is agreed upon at that time. Richard expressed concern that there be a guarantee of quality from the vendors. Mary suggested that we go back and look at previous Solarize program and see what the lessons learned were. Charlie suggested working with NW SEED as a resource. Paul asked if the program scales to multifamily or HOAs, which Charlie stated it does. The Board set an action to review the past Solarize program. Richard volunteered to be a guinea pig and see what the details are and how it would work. Jon suggested talking to Happy Valley about how it would work. Mary asked if this continues on for 5 years or do we just have the one year of involvement? Charlie said the 5 year plan is at the state level and the City could look at a follow up solarize program in another 3 years. Jon suggested splitting into baby steps. The Board could make a recommendation to the CMO and Council to implement these small policy steps. The Solarize campaign should be separated out because that would have to go to the budget committee. The Board agreed to have a letter ready to vote on at the December meeting, with a goal to have solar on 200 houses in 5 years. Karl volunteered to write the letter. Mary mentioned that the sustainable home tour was successful with about 50-100 people at each home. Sebastian asked if there has been a survey of how many people would be interested in going solar. We could advertise it in LODown. Board agreed that this would be a great idea. E. 2015 Goals Update and Reports Did not get to this agenda item. F. 2015 Outreach Discussion and Review City of Lake Oswego Sustainability Advisory Board Minutes October 19, 2015 Page 5 of 5 Did not get to this agenda item. Adjournment Co-chair Ratcliff adjourned the meeting at 8:35 p.m. Respectfully submitted, Jenny Slepian Sustainability and Management Fellow Solar Policy Setting in Lake Oswego Sustainability Advisory Board meeting October 19, 2015 Solar Installation Statistics •FY 2012-13: 9 permits valued at $20,944 •FY 2013-14: 9 permits valued at $58,014 •FY 2014-15: 8 permits valued at $83, 362 •FY 2015-16: 0 permits through July 30, 2015 •Total installed: 329.06 kW (equivalent of ~66 rooftop solar systems) •Increase in value may illustrate either an increase in costs, or greater investment in larger installations Current Permitting Framework •Require Building Permit, Electrical Permit, and Mechanical inspection •Solar Installation Building Permit: $125 •Electrical Permit: $130 •If on Prescriptive path, above costs apply. If project varies, then costs are based on project valuation. •Inspectors are already trained on solar installations •Solar panels are allowed to extend 4ft higher than height limits Recommendations: Inspection Checklist •http://www.clackamas.us/building/documents/forms/permits/solar.pdf Recommendations: Target Setting •Review potential targets for solar installation in LO: •5 year target •Potential growth rates: •15% annual growth rate: 661.41 kW •132 rooftop systems equivalent •25% annual growth rate: 1,003.63 kW •200 rooftop systems equivalent •Based on installed capacity (megawatts) •Encourage installation on commercial or public works projects Recommendations: Solarize Program •Key Components •Competitive contractor selection •Community-led Outreach & Education •Limited-time offer •Overcomes three key market barriers: •High-upfront cost •Complexity •Customer Inertia research solar options find local contractorstalk to your utility receive multiple bids investigate financing finalize system design finalize financing choose contractor system install! receive one bid Solar decision-making timeline shortened to 3-5 months! Northwest SEED -2015 Attend solarize workshop Solarize Program: Basics A basic neighborhood collective purchase program is designed to lead the customer through a simple process, from awareness to installation, over the course of six months. The process includes: •Awareness: The grassroots campaign is advertised in fliers, emails, neighborhood newsletters, blogs, local events, and by word of mouth. Earned media from TV, radio, and newspapers can also boost awareness. •Education: Workshops and Q&A sessions are offered throughout the community to allow all interested neighbors a chance to ask questions in a supportive environment and to detail the steps for participation. •Enrollment: Residents are enrolled in the program through an online registration page. A short questionnaire at this time can help enrollees self-screen for solar suitability. •Site Assessment: The installation contractor provides site assessments and bids to all enrollees. •Decision: The customer decides whether to accept the contractor’s bid at the Solarize program price. If using descending price tiers, the contractor may ask the customer to accept the current price tier, with the guarantee of a discount on their final invoice if volume targets are met. The intent is to offer few variables, so the customer’s decision can be a simple “yes” or “no.” •Installation: The contractor installs the system and helps the customer through the paperwork for the cash incentives and any state and federal tax credits. Solarize Program: Timeline •Step 1a: Develop Partnerships and Initiate Planning (Months 1 –3) •Step 1b: Build Database and Customer Interface (Months 1 –3) •Step 2: Volunteer Recruitment (Months 1 –2) •Step 3: Request for Proposal Process (Months 2 –3) •Step 4: Outreach and Education (Months 4 –6) •Step 5: Customer Enrollment (Months 4 –6) •Step 6: Site Assessments (Months 4 –8) •Step 7: Installations (Months 5 –9) •Step 8: Celebrate and Reflect (Month 9) Recommendations: Run Solarize Program •Estimated Cost: $15,000-$20,000 •Outreach and Education •Website •Print materials •Blogs & Emails •Workshops •City Staff Time •Project Management •Outside Technical Assistance •Northwest SEED