Depoe Bay committee seeks clarity on who will review university evacuation report

Members of the Depoe Bay Emergency Preparedness Committee raised concerns Tuesday about who has authority to review and act on an evacuation report prepared for the city by a university.The committee received the report in January but members said they were expecting to workshop the document together; instead staff told them the City Council may take the lead and county agencies could also be involved.

The issue matters because the document contains specific recommendations for city procedures, including evacuation routes and roles, and committee members said local businesses and residents expect guidance soon.

Committee members described multiple, sometimes conflicting, understandings of who is responsible for the next steps. Gina (committee member) said she was told by staff that the council will “be more or less in charge of that at this time.” A separate city staff member told the group that the council must adopt any replacement plan before it can be posted and that committees “cannot act independently” to set policy.

Committee members said the university report calls out the City of Depoe Bay specifically and includes scenario maps and suggested evacuation routes; one participant said the document is roughly 40 pages and includes three suggested scenarios for evacuation logistics. Members said the report was circulated in January after a public process that began the prior year and that earlier public meetings were posted online in an "emergency preparedness" section.

City staff proposed steps to resolve the uncertainty: a staff review of committee meeting notes and a request to place the matter on a City Council agenda after budget season. A staff member suggested submitting the item to the first council meeting in July so council can decide whether to hold a joint workshop with the committee or assign responsibility to a department.

Committee members said they still want to participate: several urged that the Emergency Preparedness Committee be formally treated as an advisory body that reviews the document and forwards recommendations to council and public works. The group also asked staff to clarify whether county emergency planners will be engaged on the city’s particular recommendations.

The committee did not take a formal vote. Staff said they would pass the committee’s request to city leadership and that staff member Kim would review notes and follow up with council. The group agreed to prepare suggested topics and possible membership for a task force should council choose to form one.

The committee plans to ask staff to place the issue on the council agenda and to prepare a short memo summarizing the committee’s recommended next steps.