05052025 EMC Meeting

Version 1.0 Organization: Shady Cove Emergency Management Commission (SC-EMC) Meeting Purpose: Regular Monthly Meeting (May) Meeting Location: Shady Cove City Hall Scheduled Meeting Date & Time: Monday 5/5/25 at 5:30 – 7:30 pm Natalie Swendener is inviting you to a scheduled Zoom meeting. Join Zoom Meeting https://us06web.zoom.us/j/81208056523?pwd=zoYa0PfPOXjw1ZyOZ7LYJeavqcbqGR.1 Meeting ID: 812 0805 6523 Passcode: 457047 --- One tap mobile +16699006833,,85047757358#,,,,*397227# US (San Jose) +17193594580,,85047757358#,,,,*397227# US --- Dial by your location • +1 669 900 6833 US (San Jose) • +1 253 215 8782 US (Tacoma) Find your local number: https://us06web.zoom.us/u/kcJKWfaf2A 1. General 1.1. Call to Order _____5:34__________ (time) 1.2. Roll Call: Name Seat Position Status Jay Taylor 1 SC-EMC Chair Present Nancy Martin 2 SC-EMC Vice-Chair Present Natalie Swendener 3 SC-EMC Secretary Present Mike Martin 4 SC-EMC Member Present Open seat 5 SC-EMC Member Paige Winfrey Council Liaison Present Guest -Pastor Gary n/a Present Clark Guest n/a 1.1. Pledge of Allegiance 1.2. Announcements 1.2.1. Statement for meeting being digitally recorded, start of recording. 1  1.3. Review and acceptance of previous minutes Approve minutes of 4/7/25 regular meeting. Motion to approve: N. Martin, second M. Martin. All in Favor. 2. OLD BUSINESS 2.1. Discussion & follow-up from 3/27/2025 SC-EMC & City Council workshop. Discussion of verbal feedback provided by City Council during their 4/17/2025 regular meeting. All attendees have listened (separately) to the recording, as none of us were able to be at the meeting. The relevant discussion is at about the 1:11:45 mark, for about 10-15 minutes. The link to the recording is below. https://shadycove.org/wp-content/uploads/2025/04/04172025-Regular-CC-Meeting.mp3 We discussed the City Council comments, and noted that we requested feedback from the Council in writing. We talked also about having a follow-up meeting after the JCEM workshop to determine next steps. Tentatively, we thought about doing this on May 13th at 7pm. Action item for Natalie to notice this meeting (as a regular meeting, not a workshop). Paige Winfrey noted that at the recent LOC conference, there was a presentation from the Oregon State extension service on the classes that they teach. 2.2. SC-EMC budget request to City Council. Update on budget meeting held on April 15th. The proposed budget for the EMC this year is $500, although this isn’t yet guaranteed. 2.3. Upcoming Grant Request deadlines No new information this meeting. 2.4. Update on SC-EMC Digital Compliance Policy & Concerns raised by City Council regarding digital collaboration. Natalie explained that she is in the process of reviewing new information, which is an advisory opinion that the Oregon Government Ethics Commission issues in November of 2024. The advisory opinion covers topics that are specifically related to digital collaboration. As a result of the language, this may slightly change the way the EMC can review documents created by its members outside of a public meeting. Natalie believes that the ruling prevents making comments within a document outside of a meeting, so the proposed solution would be to send documents individually to each member, and merge comments in a public meeting. This doesn’t eliminate digital processes and use of Office 365, but it will change the review process. Further work is necessary, and she will provide an update in a future meeting. 2.5. Partner Agency Updates 2  2.5.1. Jackson County Emergency Management Next meeting is May 6th at 1:45 pm 2.5.2. Fire District 4 2.5.3. Other agencies No new developments or info, however we received a phone call from OREM. 3. NEW BUSINESS 3.1. Introduction of Pastor Gary Clark, applicant for Joining SC-EMC Brief question & answer session with Gary Clark. We discussed waiting until the meeting on 5/13, so that we can make sure all of us are fully updated on City Council direction. 3.2. Upcoming BLM Fuels Reduction Project. https://bit.ly/LongFerry The following information is quoted from the above website. Project implementation would begin in 2026 and would take up to ten years to complete the project. The BLM estimates that annual small diameter thinning and prescribed fire treatments (i.e. fuels treatments) would be implemented at approximately 500 acres per year. Field Trip & Public Meeting at Shady Cove Library, May 8th. The plan is to leave from the library at 3:00 pm and caravan to one of the planned treatment units. The fuels reduction unit selected for the field trip is close to town and on a paved road, making any vehicle you drive able to easily and safely reach the site. If you would like to attend the field trip, please arrive 15 minutes prior to departure. Wear appropriate shoes to allow for hiking a short distance on uneven terrain to view the treatment area. Bring enough water to enjoy a 30-minute conversation at the site. If you are unable to attend the field trip, please join us for the public meeting at the library. Drop-in any time between 5:00 and 7:00 pm. The public meeting is intended to share the current plans for the project and answer any questions people may have. The Field Manager and Project Lead will be in attendance and are looking forward to speaking with you, discussing ideas, and receiving your feedback. If you have questions regarding the field trip or public meeting, please reach out to Stephanie Duwe at sduwe@blm.gov or Kyle Sullivan at ksullivan@blm.gov or by phone/text at 541-613-1418. 3 4. Standing Agenda Topics 4.1. Review of any upcoming community training and education opportunities Paige Winfrey talked earlier in the meeting about Oregon State Extension service training. She’ll bring the handout tomorrow during the workshop. Nancy Martin noted that OEM (Oregon’s Office of Emergency Management) also has training, and traditionally conducts a state-level exercise in October. 4.2. SC-EMC Commissioner & Council Liaison Updates (roundtable) 4.2.1. Chair Jay Taylor Jay noted that he listened to last week’s council meeting where Nancy Martin spoke about EMC to the City Council. He appreciated the background on Oregon State laws and responsibilities. 4.2.2. Vice-Chair Nancy Martin Looking forward to tomorrow’s meeting with Jackson County. She is concerned about the proposal to focus on education. Many times participation rates are low, and we may not get the attendance to make this worthwhile. 4.2.3. Commissioner Mike Martin Looking forward to tomorrow’s meeting with Jackson County. 4.2.4. Commissioner Natalie Swendener Natalie noted that we have not yet received feedback on the legal review document we provided to the City Council, per their request from the March workshop. She has sent a follow-up letter to the City Administrator, asking to confirm if the information had been received by Council. Please see the Appendix for a copy of the letter. 4.2.5. Council Liaison Paige Winfrey Paige Winfrey noted that there are targeted items within the ICS system that we may be able to do that assists the County and other agencies. We need to explore what that looks like. 5. ADJOURNMENT 5.1.1. Recap of any new action items generated during this meeting. Natalie will notice the next meeting on 5/13. 5.1.2. Review any motions made during the meeting. Motion Raised By Second By In Favor/ Opposed Approve minutes of 4/7/2025 EMC N. Martin M. Martin All in favor. regular meeting. 5.1.3. Review schedule of upcoming meetings for participants awareness. 4  Meeting Date/Time Location Meeting w/Jackson County 5/6 @1:45 pm Shady Cove Library EM SC-EMC Monthly Meeting 6/2/2025 @5:30 PM At City Hall (June) SC-EMC Monthly Meeting 7/14/2025 @5:30 PM At City Hall (July) Aug 4th Sept 8th 5.1.4. Meeting adjourned at: ________7:25 pm____________________________. Appendix 1 – Email communications with City for follow up on Legal Review document. 5 6