BOARD OF COMMISSIONERS STATE OF OREGON, COUNTY OF JACKSON WORK SESSION MEETING HELD ON JULY 1, 2014 The Board of Commissioners’ Work Session was opened by Commissioner Skundrick on Tuesday, July 1, at 9:00 a.m. in the Jackson Room. Those present were: Don Skundrick, Chair Doug Breidenthal, Commissioner John Rachor, Commissioner Danny Jordan, County Administrator Joel Benton, County Counsel Sara Rubrecht, Emergency Manager Jenny Hall, Sheriff Support Services Lynell Dewey, Recording Secretary Members of the Public and Press GUESTS: Mr. John Karns, Fire Chief, Ashland Fire and Rescue Mr. Lang Johnson, Grants Pass Fire Rescue Mr. Dan Thorpe, District Forester, Oregon Department of Forestry Mr. Greg Alexander, Unit Forester, Oregon Department of Forestry Mr. Lee Winslow, Stewardship Forester, Oregon Department of Forestry Mr. Jim Walker, Chief Deputy State Fire Marshal Ms. Mariana Temple-Ruiz, Emergency Response Manager, Office of State Fire Marshal Mr. Justin Bates, Deputy Chief of Administration, Medford Fire Department Mr. Dennis Hoke, Chief, Illinois Valley Fire District 1. State Conflagration and Fire Defense Board Chief (FDBC) Program – John Karns, Fire Chief, Ashland Fire and Rescue The guests from Ashland Fire and Rescue, Grants Pass Fire and Rescue, Oregon Department of Forestry (ODF), and the State Fire Marshal Office introduced themselves. Mr. Johnson distributed a handout (Submission No. 1) including sample forms and checklists used during fire incidents. A map was reviewed which showed the various fire districts within Jackson County, and the land classified as unprotected. Unprotected lands do not have a public-based tax-supported fire district providing protection to the structures, but most are protected by either the Oregon Department of Forestry (ODF) or the Forest Service. Because fire doesn’t recognize these boundaries, the various groups work cooperatively to suppress fires and reduce the risk to communities. To aid in these efforts, each of the fire agencies belongs to the Rogue Valley Fire Chiefs Association (RVFCA), made up of fire chiefs from all the fire districts and departments in both Josephine and Jackson County, ODF, the Forest Service, the State Fire Marshal Office (SFMO), and emergency managers from both counties. When a fire occurs, the local fire district or ODF, or both, will respond. If necessary, additional resources are provided from the RVFCA, and mutual aid agreements provide additional resources from neighboring agencies. If the fire continues to grow, the RVFCA can enact a Two-County Task Force System to add a task force of resources or additional engines from Minutes for July 1, 2014 Page 2 of 4 the neighboring county. It is not unusual to see engines from Jackson County in Josephine County, or vice versa. If the fires continue to grow, and requires more than the resources of the two counties, a phone call to the SFMO and the mobilization plan (Submission No. 2) provides resources from across the State. These are hazard-type resources which can be brought in for fires or other large natural disasters. The Conflagration Act allows the County, through the SFMO, to make a request to the Governor’s Office which funds these resources. The resources can be requested at any time for any type of event, but if it is not done under either the Conflagration Act or a Declaration of Emergency, then the local area is responsible for the cost. Each of the agencies has a specific role, and the Mr. Thorpe explained that ODF has responsibility for wild land fire protection. ODF is not trained, funded, equipped, or authorized to deal with structure fires, but are effective and efficient with perimeter control. There is often a dual assessment and dual responsibility with a structural fire district. The process of communicating with the other agencies and emergency managers to allocate strategic resources continues to be fine-tuned, but Mr. Thorpe believes it has been proven quite effective over the years. The County is responsible for the areas classified as unprotected. Chief Walker stated that Oregon is proud to haves one of the nation’s best integrated and coordinated firefighting systems and relationships with the Forest Service, Bureau of Land Management (BLM), ODF, and the structural resources (fire districts). ODF and SFMO have spent the last 14 years training annually on a unified approach to incident management, and it works very well. When fires move onto the unprotected lands, the County’s Board of Commissioners becomes responsible, and usually a Delegation of Authority is signed giving the SFMO authority, and is required for liability reasons. The Board can decide how much involvement is desired, and each Delegation of Authority is different. On the unprotected lands, the State is fairly reluctant to send resources, and the Board of Commissioners’ role is to communicate with SFMO, the Fire Defense Board Chief (FDBC), or the Governor, and convince them of the need to mobilize resources. Any mobilization request must be approved by the Board of Commissioners. The SFMO’s role is to support the local Fire Districts as much as possible with State resources. A discussion was held about the unprotected and private lands, mutual aid agreements, and the process of adding task forces. By definition, unprotected is a structural fire service term to represent whether those properties, specifically the improvements, are protected with a tax-supported system such as a fire district or a municipality. The type of land depends on where it falls within those boundaries, and whether there are improvements on the property which would warrant protection through a structural agency. Ms. Rubrecht noted that Emergency Management’s staff will respond to the site of any three-alarm or greater fire, whether it is an ODF or structural fire department response. An assessment will be performed to determine whether or not the Emergency Operations Center is needed. Most of the functions can be performed by staff from the field, including contacting the Board and Mr. Jordan, and providing any necessary community resources. She stated that Emergency Management has been working hard to prepare for this fire season and is as ready as possible. The State has recently approved state-wide standardized language for evacuations, based on lessons learned on Douglas Complex fire last year. One member of staff is available at all times, including evenings and weekends. Commissioner Skundrick noted that the County Administrator, by Ordinance, is designated as the Emergency Manager, and should be the primary contact for the Board of Commissioners. Mr. Jordan stated that the Ordinance also delegates authority to him to enter into delegation agreements and contracts for use of services for the County in the case of an emergency, to activate the Minutes for July 1, 2014 Page 3 of 4 Emergency Operations Center (EOC), and serve as the incident commander for the County. Other than information updates, the only items that would go to the Board would be a request for action under the Conflagration Act, or the Declaration of Emergency. The County Charter requires a majority of the Board of Commissioners to take this action. Commissioner Rachor asked about animal evacuation plans. Ms. Rubrecht noted that Jackson Soil and Water is no longer willing to manage the large animal evacuation, and she is working with Search and Rescue to possibly be that resource. There is an agreement with the Expo to house both large animals and companion animals, as well as the Red Cross shelter for people. The transportation requirements for large animal evacuation are challenging, as well as continued care while the animals are at the Expo. The guests left the meeting at this time. A short discussion was held about the steps the County might need to take in the event of a large fire or other emergency, and staff was asked to put this topic on a future agenda. 2. Order Authorizing an Increase of Three Full-Time Equivalent Positions In the Health and Human Services Department and One Full-Time Equivalent Position in the Community Justice Department For Fiscal Year 2014-2015. Order No. 131-14 Mr. Jordan explained that Health and Human Services and Community Justice received authorization for these 4.00 positions in the 2013-2014 fiscal year after their budget submittals for the new fiscal year. Consequently, these positions were not included in the adopted budget for fiscal year 2014-2015. Both departments have determined that funding is available to continue with the positions. Commissioner Rachor made a motion to approve Order No. 131-14 and Commissioner Breidenthal seconded the motion. Those who voted aye: Commissioner Rachor, Commissioner Breidenthal, and Commissioner Skundrick. Motion passed. 3. Creating a Program for Wolf Depredation Compensation and Financial Assistance from the Oregon Department of Agriculture Commissioner Rachor, Mr. Jordan, and Mr. Benton reviewed this program because there are now two wolves and wolf pups in the County, and a citizen inquired about the program. Mr. Benton explained that there is a State program which reimburses people who lose livestock or working dogs to wolf attacks, and provides funding for assistance for non-lethal wolf mitigation. The program was created due to concerns when the wolves were reintroduced that ranchers would self-help by eliminating the wolves, and this program would offset any losses. If the County wishes to participate in the program, it is required to create a committee and pay ten percent of any reimbursements, with the State paying ninety percent. The committee must have a Commissioner, and appoint two ranchers, and two wolf advocates. The committee itself appoints two additional members. The County is not required to create the committee, or participate in the program. There was discussion about livestock lost to other known predators, such as dogs, mountain lions, and bears. It was decided that the County would not participate in the program at this time. If the impact of the wolves on livestock becomes significant, the Board will reconsider. 4. Update on Governor’s Executive Order 12-07 – Commissioner Rachor There was nothing new to report on this project. Minutes for July 1, 2014 Page 4 of 4 5. Executive Session The Executive Session began at 9:53 a.m. under ORS 192.660(2)(h), Litigation and potential litigation, and ORS 192.660(2)(d), Labor Negotiations-Press Excluded ORS 192.660(4). The Board returned to open session at 10:15 a.m., and there being no further business, the Work Session adjourned at 10:15 a.m. JACKSON COUNTY BOARD OF COMMISSIONERS /s/ Don Skundrick Don Skundrick, Chair /s/ Doug Breidenthal Doug Breidenthal, Commissioner /s/ John Rachor John Rachor, Commissioner /s/ Lynell Dewey Lynell Dewey, Recorder Approved on: 07/17/2014 I:\Boc\Boc Agendas And Minutes\2014 Boc Work Session\Minutes\2014_07_01_Work_Session_Minutes.Docx