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HomeMy WebLinkAbout2012 Sustainability Commission Minutes & Agendas SUSTAINABILITY COMMISSION Agenda Tuesday,January 10, 2012 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items Commission operations 1. Project Selection Criteria 2. Ad Campaign to reinvigorate working groups 3. Proposed Website Design 4. Children/U46 participation in sustainability efforts Commission Initiatives 5. Facilitating food co-ops (Commissioner Platt) E. Working Group Reports F. Old Business G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Minutes Tuesday,January 10, 2012 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order (chairperson) Chairman Masterson, Commissioners Anderson, Frazier,Jacox, Knoerr and Segel present. Commissioner Martin arrived at approximately 7 PM. B. Roll Call (staff liaison) C. Approval of previous meeting's minutes Minutes approved with no revisions. D. Discussion Items Commission operations 1. Project Selection Criteria Staff Liaison Aaron Cosentino presented an overview of the two funding sources the commission has available. The commission has its "sustainability initiative" funding ($30,000) and the Neighborhood Improvement Grant Program (NIGP) ($50,000)that the commission now administers. Aaron Cosentino provided an overview of the NIGP. The NIGP was started in 1996 and provides financial assistance for neighborhood groups and other organizations to make physical improvements to their neighborhood. In 2010, the program was revised to reflect sustainability goals. Neighborhood groups may submit projects under two categories, the Small Green Project (up to $1,000) or the Sustainable Neighborhood Project (up to $15,000). The NIGP is open to neighborhood groups, community based organization or groups residents sponsored by community group. The program requires a 50% match in the form of cash, professional services or volunteer labor. Submitted projects must be compatible with the city's sustainability plan, benefit and be open to the general public. NIGP projects cannot be for on-going city maintenance, projects on other taxing bodies' property(unless projects or programs have tangible benefit to the sustainability efforts of the overall neighborhood), have received NIGP funding in the last 5 years or be for on-going operating expenses. Aaron Cosentino then review the scoring criteria used by staff when reviewing NIGP applications. Projects are evaluated using a point system. Evaluation categories include municipal compatibility, community benefit, participation and project feasibility. Staff Liaison Cosentino then noted past NIGP projects including the installation of community gardens and tree plantings. Staff Liaison Cosentino then differentiated the NIGP funding with the Commission's funding of $30,000. The commission's or "Sustainability Initiatives" funding should be thought of as funds for other initiatives within the plan that may not be appropriate for the NIGP, city affiliated projects that apply to internal city ribh operations or items that have no sponsor or neighborhood group. Staff Liaison Cosentino then spoke generally about the commission's intent on creating evaluation criteria noting that the commission may want to use the same or similar criteria as the NIGP. He also said the commission should be careful not to adopt overly rigid criteria, especially since the commission has not received any project requests yet. Aaron Cosentino also noted that the working groups may be waiting for the commission to establish their priorities for the year and that perhaps the commission should consider focusing on one area such as recycling or water conservation.This would help target specific areas within the plan and help in outreach efforts. NIGP applications could then be awarded based on the "theme" of the year. The commission then discussed the proposed criteria submitted by Commissioner Martin. Chairman Masterson noted that the proposal contained many details and is fairly rigid based on points. Given the types of projects the commission seeks to fund, Chairman Masterson had concerns that the criteria was overly rigid. Commissioner Segel agreed. Chairman Masterson then briefly discussed a proposal whereby projects are evaluated based on their merits in a less quantifiable manner. Commissioner Jacox suggested the commission adopt a hybrid approach, with both quantitative and qualitative criteria. Commissioner Segel would like to see each project have an educational component and that additional credit be given to projects that form partnerships. The commission agreed that the criteria should be revised. Commissioner Anderson volunteered to revise the criteria based on the discussion then collect input prior to the next meeting. Commissioner Knoerr requested the revised criteria be posted online so the public could comment on it. Commissioner Martin then spoke. Not being present for the meeting up until this point, he briefly described elk his proposal.This description rekindled discussion on the criteria. Aaron Cosentino re-capped of the meeting so far noting that in general the commission and audience felt the proposed criteria was too rigid. Commissioner Martin agreed that devising a point system to compare vastly different variables was difficult. The discussion then shifted away from the proposed criteria and moved towards the commission's priorities for the year. Commissioner Knoerr asked how the commission plans to allocate its funds, through many small projects or a few large projects. Commissioner Jacox indicated that whichever route is chosen the commission should focus on building momentum and exposure for the sustainability efforts. Commissioner Segal agreed noting that this is the commission's first year and thus an important one. He urged that outreach and education should be connected to each of the projects, regardless of what working group it comes from. Members of the audience then spoke including Lucy Elliot and Betty Skyles. Their comments were that the NIGP already provides evaluation criteria. She asked Aaron Cosentino if the criteria has worked well for the city. He answered that it has, and the biggest issue with the NIGP is the lack of applicants. The commission agreed that the criteria for the NIGP are appropriate for the NIGP, but should be revised for the commission's "sustainability initiative"funding. Betty Skyles suggested that perhaps the criteria should be broad and include criteria such as, "Is the project feasible?" It was also noted that working groups would just like to see something get done, and have it be successful. The notion of an annual theme was then brought up by the audience. Commissioner Anderson and Frazier l indicated hesitance towards adopting a single theme of the year as it could exclude other working groups. Commissioner Frazier feels that her job is to advocate for the economic development working group and bring jobs to the city. She noted that a theme might be useful as long as the theme is not a working group. Commissioner Frazier would like to see each group be able to accomplish something this year. More audience members spoke. David Jurina urged the commission to set priorities. Dustin Good, student trustee at Elgin Community College suggested the commission use the point system developed by Commissioner Martin as a tool to evaluate their projects, not as the final determination. He also felt the funding should be used for education, as many ECC students are unaware of sustainability and the related concepts. Malcolm Jones said that to make the most powerful impact the commission should educate the community. He urged creativity in spending the city's limited funds and suggested the commission look at Terracycle.net,which provides free waste collection for hard to recycle items. Commissioner Martin then noted that his point system is clearly not well liked and offered to retract it from consideration. The commission and audience asked him not to do this as his criteria provide valuable objective measure that can be used as a guide. The discussion ended with the commission agreeing that the criteria would have to be finalized at the next meeting. In the interim, all commissioners agreed that they would provide comments on how to change the NIGP criteria to better fit the commission's purposes within two weeks. Aaron Cosentino would then combine these comments into a new proposal and post that item online for the public. The commission would then formally decide on the criteria at the February commission meeting. The commission also requested that staff incorporate an educational criterion. Ritu Khare from the audience then asked whom the commission would accept project request from the public or just working groups. Chairman Masterson said that the commission would accept project proposals from both. 2. Ad Campaign to reinvigorate working groups This item will be discussed once evaluation criteria have been established. 3. Proposed Website Design Aaron Cosentino noted that the commission's webpage had been updated. 4. Children/U46 participation in sustainability efforts This item was not discussed. Commission Initiatives 5. Facilitating food co-ops (Commissioner Platt) This item was tabled. E. Working Group Reports Bob Belick of the Alternative Energy working group urged the commission to pressure the city to buy wind farm energy for 20 years. His proposal from the Surity Wind Energy program provides a locked in rate escalating by 2.5% per year. He noted that this could supply the city with clean energy for the foreseeable future. He also noted that the purchaser of the energy receives all of the renewable energy credits (REC's) which the city could then sell. Commissioner Anderson asked if the prices he was quoting include delivery charges. Mr. Belick responded noting they do not. Betty Skyles of the Transportation and Mobility working group said she would like to see outreach to new people. She suggested that the working groups the same approach Elgin Leadership Academy uses to find new people whereby existing members find others to get involved. Tom Armstrong of the Urban Design working group noted that many of their group's projects may need the assistance of a consultant. He also announced the showing of a PBS documentary featuring Elgin High School on January 17 at the Gail Borden Library. The commission then asked that a number of policies be discussed at next month's meeting including urban agriculture, wind and solar energy for residential properties, the possibility of backyard chickens, greywater recycling and complete streets. Commissioner Anderson would also like to review the city's landscaping policies. F. Old Business G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. C SUSTAINABILITY COMMISSION Minutes Tuesday, February 21,2.921 070/01 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order (chairperson) B. Roll Call (staff liaison) Chairman Masterson, Commissioners Anderson,Jacox, Jacobs, Martin, Frazier, Knoerr, Segel, Platt present. C. Approval of previous meeting's minutes January minutes approved. D. Discussion Items 1. Project Selection Criteria Approval Chairman Masterson described the project selection form in detail. The form requires written responses summarizing the project; how it promotes sustainability; educational and partnership opportunities; project milestones; and project budget. The proposals are scored on compatibility with the Sustainability Action Plan (20 points); community benefit (40 points); participation opportunities (10 points); feasibility (20 points); and cost effectiveness (10 points). Commissioner Martin asked that more weight be given to "return on investment." Commissioner Knoerr moved that the commission accept the form as it is presented. Motion seconded.The project selection form was approved unanimously. 2. EECBG Funds 1. Resource Conservation Kits Staff Liaison Cosentino described an initiative to distribute energy efficiency kits to the community at the Elgin Green Expo, May 4 and 5. This program would give Elgin residents ways to save energy, water and money. Green building technology working group members will work with local hardware stores (Ziegler's Ace, Home Depot and Menards) to create "Resource Conservation Kits." These kits would include items such as LED light bulbs, furnace whistles, faucet aerators, toilet tummys and Kill-a-Watt monitors. Once the products are chosen the kits would be purchased from the local vendors and distributed at the Green Expo. If local vendors are not interested, pre-made or custom kits can be purchased from online vendors such as AM Conservation or Niagara Conservation. r Providing residents these kits instantly helps them become more sustainable and tangibly moves Elgin's environmental efforts forward. Other communities offer these types of kits, usually utility companies. Participation in the program will require residents to provide their name, address and other pertinent data. Follow up "report cards" will then be sent to the resident after a sufficient time to determine which items they installed. Using established metrics, energy savings can be calculated by knowing which items were installed (in addition to monitoring water use). This provides measurable results. Members of the audience and commissioners stressed the importance of establishing a baseline to measure energy reductions. Commissioner Martin suggested the past three energy bills be collected from participants to determine baseline energy use. Green Building Technology Working Group member Rob Anderson noted that because of the limited number of items within the kits, demonstrable energy savings may not be realized. Questions were also raised about collecting post-participation energy use data. Initially a follow-up survey was proposed. Education working group member Catherine Blair said that without an incentive to complete the follow up survey there would be low participation. She also suggested the program materials be translated into Spanish. Commissioner Anderson was troubled that the kits would be given away free. Chairman eillik Masterson suggested charging $10. He also expressed a concern that Items in the kit may involve self-installation, removing electrical panels, or installing items on one's furnace or water heater and other items that if misused could be harmful. It was suggested the city develop a liability waiver, so that any harm, misuse or complications from the items within the kit will not open the city to litigation. It was also suggested that a workshop be held for participants to learn about each item. Commissioner Martin then noted that because this proposal did not involve spending the commission's budget, it should be seen as a courtesy request. He motioned to approve the proposal. Approved unanimously. 2. Traveling Sustainability Displays Staff Liaison Aaron Cosentino described a second use of EECBG funds, to develop nine "trade show" exhibits (one for each working group) to have on display at the Expo. The displays would be the self-supporting, retractable trade show banners. They are transportable and interchangeable should the content of the display ever change. Once the displays are created, they can be used at other community events and put on display at environmental hubs throughout the city such as Hawthorne Hill Nature Center or the Lords Park Zoo. r The commission expressed concerns about who would develop the content for the displays as participation has been dwindling. 3. Complete Streets Policy Urban Design working group member Tom Armstrong submitted a project request for the commission to develop a complete streets policy for the city. According to Completestreets.org, complete streets, "are designed and operated to enable safe access for all users. Pedestrians, bicyclists, motorists and transit riders of all ages and abilities must be able to safely move along and across a complete street. Complete Streets make it easy to cross the street, walk to shops, and bicycle to work. They allow buses to run on time and make it safe for people to walk to and from train stations." Tom Armstrong noted that the State of Illinois has adopted a complete streets policy and that soon the city will be "behind the curve." Other Illinois communities such as Oak Park have also adopted a policy. Chairman Masterson asked if this policy would require zoning changes. Tom Armstrong noted that the policy involves suggested alterations to the way streets are designed, not necessarily mandatory changes to existing streets. It was motioned that Commissioner Jacox, Martin and Tom Armstrong develop a draft policy. However, it became apparent that not all commissioners had scored the proposal using the newly adopted form. The commission did not want to vote flik on moving forward with the project without actually using the scoring tool they just adopted. The item was tabled. 4. Electric Aggregation Outreach Methods Staff Liaison Aaron Cosentino noted that the city was moving forward with electrical aggregation. This initiative requires the passage of a referendum, which will be placed on the March 20 ballot. He also noted that the city needs assistance outreach opportunities. The commission suggested utilizing social media, senior services, the Del Webb community and local politicians with access to free postage. Commission Initiatives 5. Current and future sustainable landscaping on city properties (Commissioner Anderson) Staff Liaison Aaron Cosentino described how the city has incorporated more sustainable landscaping into city property. The city has actively converted two of its detention basins from mowed turf grass with concrete channels to wet bottom, naturalized basins. These basins are located in Lords Park and at the corner of Holmes Road and McLean Blvd. As a continuation of this practice,the idea of implementing additional "no mow" zones in city parks was presented to the commission. These no mow areas allow for the natural grasses and plants to grow in passive areas and sloped areas of city parks. This practice will not be applied to active, highly used areas in the parks. Benefits of this practice include erosion control, natural plant growth, introduces a new, less manicured aesthetic to city parks, lower maintenance costs, removes barriers for native plantings, and habitat creation. Approximately 9 acres of city owned land has been identified for "no mow zones." These areas will simply not be mowed this season. These areas can become candidates for native prairie plantings should the commission choose to allocate funding. To introduce the concept further the commission watched a video from Pinellas County, Florida outlining their "no mow" program. It was stressed that residents will need to be patient as native plants re-establish themselves. Other successful "no mow" policies use signage to alert residents as to what is occurring. To ensure that invasive and weed species to not grow, herbicides will still be applied to the "no mow" areas. However as the native grasses proliferate, herbicide use should decline over time. Land Management Superintendent Jim Bell was present to answer commission questions. Commissioner Jacobs asked if the city has identified candidate locations. Jim Bell responded noting that there are areas of the city that have not been mowed for two years and this would simply expand on that. Jim Bell noted other locations within existing parks that will no longer be mowed. Locations include lesser used portions of Lords Park, Wing Park, Central Park, Eagle Heights Park and Century Oaks Park. Related to the Eagle Heights Park, Chairman Masterson asked that the city look into establishing a trail through the area. Jim Bell indicated this was possible and would be a good fit as there is an existing trail in the area. Commissioner Martin asked what residents need to do if they would like to request an area become "no mow." Residents interested in having portions of parks naturalized should contact the city's land management division. The commission and Jim Bell suggested the concept of"no mow" be introduced to neighborhood groups and homeowners associations. This concept may cause concerns among residents. Commissioner Jacox noted that his neighborhood in the west part of Elgin has prairie grasses. Residents were wary at first, but have since warmed up to the idea of longer grasses in parks. It was also noted that a trend in playgrounds and parks is to encourage creative play as opposed to structured playground equipment and organized sports. The concept of"no mow" areas of the parks fits into that theme. There were also questions as to if these areas will be accessible and their level of maintenance. Jim Bell noted that the areas will be accessible. He also noted that the city would not be completely abandoning these areas. Instead, these areas will be managed differently, but still maintained for weed and invasive species. Commissioner Martin noted that he would speak with his neighborhood association (NENA) about this initiative. r6. Preliminary discussion on backyard chickens (Commissioner Martin) Commissioner Martin introduced the proposal to draft a backyard chicken ordinance, allowing hens in the city of Elgin. Currently chickens are not permitted in the city of Elgin. However several communities including West Dundee, Batavia, Naperville, Downers Grove and Crystal Lake permit chickens as pets. Commissioner Martin asked a draft ordinance be created modeled after West Dundee. Commissioner Martin stressed that simply allowing chickens does not force anyone to have chickens. He sees chicken ownership in a similar light as dog ownership,the only difference being that chickens produce food on a daily basis and fertilizer. The commission had concerns related to the regulation of chickens and chicken coops. Other communities with chickens have different regulations, but by-in-large they all regulate how coops must be built, number of chickens, coop design, coop distances from neighbors, cleanliness and ban roosters. It was asked how long chickens live. According to Commissioner Martin, chickens can live up to seven years with the first two being prime egg years. It was asked what would be done with the chickens after they die. Most communities do not allow for the slaughtering of chickens, it was recommended Elgin do the same. Dead chickens can be brought to the butcher or destroyed like any other household pet. Commissioner Martin discussed licensing chicken owners. Consistent with other communities, he recommends the city pursue licensing requirement to cover administration and inspection costs. The commission did not go into further detail on this topic, other than the license should be annual as should coop inspection. Commissioner Platt expressed concerns that chickens would place a burden on code inspectors. Commissioner Martin responded noting that West Dundee, population of 8,000 has only three people that keep chickens. Applying that rate to Elgin, the city is looking at 40 properties with chickens. It was motioned to approve the creation of a backyard chicken ordinance. This was seconded and unanimously approved. E. Working Group Reports F. Old Business G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. C C SUSTAINABILITY COMMISSION Special Meeting Agenda Thursday, February 23, 2012 7 PM, Hawthorne Hill Nature Center, 28 Brookside Drive A. Participation in discussions with other Elgin environmental groups The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r r SUSTAINABILITY COMMISSION Agenda Tuesday, March 13, 2-021© O/). 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Complete Streets Policy 2. Sustainability Display Discussion 3. Southwest and Near West Neighborhood Green Infrastructure Kick-off meeting E. Working Group Reports F. Old Business 1. Resource Conservation Kits 2. Backyard Chicken Ordinance G. Commissioner comments/announcements 1.. Elgin Green Coalition meeting re-cap H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r . . rSUSTAINABILITY COMMISSION Agenda Tuesday, March 13,28T1p1O0—' 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Knoerr, Martin, Platt, Segel and Jacox present. C. Approval of previous meeting's minutes Minutes approved. D. Discussion Items 1. Complete Streets Policy The commission reviewed the "Complete Streets Policy" project form submitted by Tom Armstrong of the Urban Design working group. Staff Liaison Aaron Cosentino led the commission through each scoring category. r Municipal Compatibility(20 of 20) Commissioner Martin indicated that the project fit into the Sustainability Action Plan perfectly and the project should be awarded the full 20 points.The adoption of the ordinance is straightforward.The commission agreed. Community Benefit(40 of 40) The commission awarded the application the full 20 points under the "addresses a community need" section of Community Benefit. The commission had several questions related to the educational aspects of the project. Specifically the commission asked about what the$1000 noted in the application would be used for.Tom Armstrong noted that the funds would go towards printing flyers, outreach materials and a holding a complete streets workshop. Mr. Armstrong also noted that that there is a PowerPoint presentation that is free for public use. An educational item could also be placed on the city's sustainability webpage. Audience member Dave Jurina asked how a complete streets policy would be applied to a suburb. For instance, does this sort of policy dictate developing at a certain density? Mr. Armstrong said that this policy does not require certain densities but is more of an opportunity to develop new guidelines. He also noted that it is already Elgin's comprehensive plan to adopt a complete streets policy. . , r The full 40 points was awarded in this category. Participation (10 of 10) The project proposal lists many partnering organizations including Cyclists, Walkers, Neighborhood Reps, Elgin Area Organizations, Elgin Area Educators, Elgin Area Businesses, city staff and other government agencies. Commissioner Martin asked if any organizations have committed to partnering on this initiative.Tom Armstrong indicated that no formal partnerships have been formed. Other commissioners felt that the scoring criteria is based on the projects "opportunity" to promote partnerships, not on having partnerships finalized. The commission agreed that as the language in the scoring criteria only refers to partnership opportunities,the full 10 points should be awarded. Project Feasibility(10 of 15) Commissioner Martin noted that the project is feasible. However, there is some question as to how the funds listed in the proposal are going to be used. Commissioner Anderson agreed, and asked about the policy's "teeth," more specifically she asked how the city can implement the policy.Tom Armstrong responded noting that,the city's focus now should be on adopting a complete streets policy. He admitted that it is more difficult to retrofit existing developments. Mr.Armstrong feels that Elgin is falling behind other communities in this area. He estimated that 15 other Illinois communities have adopted a complete streets policy. Mr. Armstrong also noted that he thinks most of Elgin's streets are already bike-able. He noted that the first step in implementing a complete streets policy is to review Elgin's street design standards so that when improvements are made,the city takes all modes of travel into account. Bicycle and Pedestrian Advisory committee member Chris Manheim noted that his committee is moving forward with a sidewalk gap analysis study.The results of this study will also help implement a complete streets policy.Tom Armstrong concurred noting that such a study could help identify a network of complete streets within Elgin. Commissioner Knoerr asked if a complete streets policy would also address parking requirements. Staff member Aaron Cosentino noted that the city regularly adds bike lanes to streets when they are resurfaced, rehabilitated or reconstructed, if no on-street parking exists. When adding a bike lane would require the removal of on-street parking, outreach is performed to determine neighborhood preferences. Commissioner Anderson then asked Tom Armstrong to provide the names of communities that adopted the policy, then successfully implemented its recommendations.Tom Armstrong noted that the policy serves as a formal commitment that essentially says, when the city considers altering a street, all modes of travel are considered. The commission also questioned the project's budget. Commissioner Martin advocated for awarding zero points for the budget.The commission agreed that the budget was vague, but felt that this project is something important enough to dedicate funds to. Commissioner Anderson voiced a dissenting opinion, noting that she did not feel this was a wise use of ribs commission funds at this stage of the project. She advocated for getting the policy adopted first, then considering using funds to conduct outreach. Commissioner Segel felt that funds should be spent on engaging the community as the policy is developed, not after. He noted that developing the policy is an opportunity to reach out to the various stakeholders and connect the public to local government activities. Councilwoman Tish Powell spoke at this time, noting that the city is considering sending out hard copy newsletters again to reach a wider audience. She indicated that this item could be something worth noting in a newsletter. Tom Armstrong then suggested that his proposal be revised and eliminate the $1000. He noted that the amount is a rough estimate.The commission however did not agree that should be done and that awarding funds shows a "stamp of approval" for the project.The commission agreed to award 5 of 10 points to the budget. Cost Effectiveness(5 of 10) Decision Based on the scoring criteria, the commission voted to move forward with the complete street policy project. 2. Sustainability Display Discussion Staff member Aaron Cosentino reviewed drafts of possible sustainability displays for the Green Expo. He asked the commission for their assistance in developing the displays.The commission felt that more focus should be on large images and less focus on text. Text and educational elements can be used as handouts accompanying the displays. The commission felt that rather than trying for nine displays, perhaps only three or four displays should be created. Commissioner Martin volunteered to create a display related to backyard chickens. Instead of trying to decided which banners to create, Commissioner Platt suggested waiting until the next meeting, and seeing what progress has been made.The commission agreed. In general,there was consensus on creating a sustainable landscaping banner, complete streets, backyard chickens, energy efficiency and "being a green kid". 3. Southwest and Near West Neighborhood Green Infrastructure Kick-off meeting Aaron Cosentino announced that a kick off meeting for the city's green infrastructure grant program would occur March 19, at 7 PM a the Zion Lutheran Church, 330 Griswold Street.This meeting would introduce the city's parkway rain garden program and solicit volunteer property owners to have these landscape features installed on their parkway. E. Working Group Reports r F. Old Business 1. Resource Conservation Kits Aaron Cosentino updated the commission noting that Home Depot and Ace Hardware agreed to work with the city on providing the items for the kits, Menards had declined. Aaron Cosentino also noted that he is working with ComEd to obtain a waiver so that participant's energy use can be tracked efficiently. 2. Backyard Chicken Ordinance Commissioner Martin noted that he would provide a draft ordinance to Aaron Cosentino in the next few weeks. G. Commissioner comments/announcements 1. Elgin Green Coalition meeting re-cap H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities elk who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION rikAgenda Tuesday, April 10, 2012 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Neighborhood Improvement Grant Application Review 1. Bicycle and Pedestrian Advisory Committee Bike Map 2. Country Brook Entrance Monument Sign 3. Elgin Area Historical Society Windmill 4. Fountain Square Planters 5. NENA Butterfly Garden Expansion 6. NENA and Judson Pedestrian Bridge E. Working Group Reports F. Old Business 1. Resource Conservation Kits 2. Backyard Chicken Ordinance 3. No Mow Policy Signage/Educational Component G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Agenda Tuesday, April 10, 2012 6 PM, Centre of Elgin, 100 Symphony Way,West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Jacobs,Jacox, Knoerr, Martin, Masterson and Segel present. C. Approval of previous meeting's minutes Minutes approved. D. Discussion Items The commission reviewed each Neighborhood Improvement Grant application in light of the program's scoring criteria.Tom Armstrong Elgin Community Network Board president served as the ECN scoring representative. Cl. Neighborhood Improvement Grant Application Review 1. Bicycle and Pedestrian Advisory Committee Bike Map Tom Armstrong of the Bicycle and Pedestrian Advisory Committee described the project. He noted that the project would create an ease of use bike map that would allow the majority of recreational cyclists, learn to get from point A to point B.The map would provide a network of streets using, points of interest, schools and identify busy roads. Roughly 20,000 to 30,000 maps would be printed and distributed throughout the community • Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 8 points • Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals(0 to 15 points) 15 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 10 points;fewer points were awarded as not all people within the community bike. r • Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 10 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 10 points • Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity(0 to 10 points) 10 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points Total: 91/100 points Funding amount: $7,000 Match: $6,000 in cash and in-kind contributions to hold public meetings and develop map Decision:Approved elk 2. Country Brook Entrance Monument Sign Sarah DeLoncker of the Country Brook HOA described the project. The intent of the project is to purchase and install a monument entrance sign into the neighborhood. The sign could either be stone or a material known as Signfoam. • Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 5 points;fewer points were awarded as the commission did not see a connection to the sustainability plan's goals. Commissioner Knoerr noted that an entrance sign could fit into economic development goals as well as Urban Design goals focused on making Elgin a more livable community. As Ms. Deloncker described,the sign is something the community greatly desires. b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points • Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals (0 to 15 points) 5 points;fewer points were awarded as the commission did not see how installing a monument sign contributed to achieving sustainability goals.The commission provided advice on how to make the project fit better into grant guidelines. It was noted that native plantings could be incorporated into the grant,or directional signage to the native/wetland areas the HOA maintains. b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 10 points;fewer points were given as the sign only benefits Country Brook residents.Although the commission recognized that the entryway signage is a desired for that specific neighborhood. • Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 10 points; as the proposal included utilizing volunteer labor to install the landscaping. b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 10 points;the proposal indicated that partnerships with the Elgin Garden Club would be used in the landscape design and planting. C • Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity(0 to 10 points) 10 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points Total: 70/100 Funding amount: $12,800 Match: $7,400 in volunteer labor for purchase of plants, landscaping and planting Decision:Tabled. The Commission tabled this item to permit the applicant time to refine the proposal to better meet the program's intent. 3. Elgin Area Historical Society Windmill Elizabeth Marston described the project. The project consists of installing a restored windmill in Foundry Park, on the site of its original manufacture by the Elgin Windmill Company. The project would include interpretive signage highlighting the history of the site, the Elgin Wind Mill company and how the wind energy industry has grown in Elgin.The project has received support from other city commissions including the parks and recreation board and Elgin Heritage Commission. Staff in the planning and legal department are addressing technical details of the site, installation and other requirements. Staff liaison Aaron Cosentino asked Ms. Marston what indication she received from staff that the city would donate concrete, electrical and landscaping services. She responded, noting that staff from public works indicated that their services would be needed to install the monument, and that this could be done on "city" time. • Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points • Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals(0 to 15 points) 15 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 15 points • Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 10 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 10 points • Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity(0 to 10 points) 10 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points Total: 100/100 Funding amount: $2,880 Match: In-kind services to design and install signage. Decision:Approved. 4. Fountain Square Planters Shari Vass and Katie Lange of Fountain Square described the project. The Fountain Square (11111. condominium development has a public parking lot that currently has space for plants, but no rplants.The HOA has applied for funds to install plants in these planters. It was noted that these planters would improve the aesthetics of downtown and work to reduce heat island effect of the parking lot. • Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points • Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals(0 to 15 points) 15 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 15 points • Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 5 points;fewer points were awarded as the rik project would only involve the residents of Fountain Square. b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 3 points;fewer points were awarded as no partnerships were identified in the application. However, Commissioner Anderson volunteered to assist in plant selection. She identified several plants that are not native to Illinois, and would like to help Fountain Square revise their planting plan. • Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity (0 to 10 points) 5 points;fewer points were awarded as the plants identified in the quotes were not all native. The commission committed to working with Fountain Square to revise their plant list. b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points Total: 88/100 Funding amount: $2,378 r Match: In-kind services to maintain the plants indefinitely and work with volunteer April Anderson to create a new plant list. Decision:Approved. 5. NENA Butterfly Garden Expansion Kerri Kelly described the project as an extension of the existing butterfly garden, adding an educational component. This project adds several plants that promote butterfly breeding as well as educational signage that identifies plants and butterfly development stages.The project includes partnerships with McKinley Elementary school and NENA neighborhood. • Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points • Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals(0 to 15 points) 15 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 15 points • Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 10 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 10 points • Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity(0 to 10 points) 10 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points Total: 100/100 Funding amount: $6,000 Match: In-kind services to develop signage,gardens and install plants Decision: Approved. 6. NENA and Judson Pedestrian Bridge Todd Martin identified this project as a collaborative effort between the city, NENA, Judson and the Kane County Forest Preserve.The proposal requested $15,000 towards Phase I engineering,the total of which costs approximately$300,000.Judson, NENA, Kane County and the federal government through the Illinois Transportation Enhancement Program (ITEP), will provide additional funds. Currently,the city is working with Transystems to submit an application for the ITEP, which would provide$250,000 for phase one engineering work.The commission had concerns that this is the second NENA application for the Neighborhood Improvement Grant. However, they recognized the special character of this application, and saw it as a collaborative application between all aforementioned parties. • Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points • Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals(0 to 15 points) 15 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 15 points • Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 10 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 10 points • Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity (0 to 10 points) 10 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points r Total: 100/100 Funding amount: $15,000 Match: Cash match provided by several organizations Decision:Approved. E. Working Group Reports F. Old Business 1. Resource Conservation Kits Staff Liaison Aaron Cosentino indicated that both the resource kits and backyard chicken ordinance updates can be sent via email. 2. Backyard Chicken Ordinance 3. No Mow Policy Signage/Educational Component Aaron Cosentino noted that per the last meeting, the city is moving forward with "no mow" zones.The commissions input on the signage resulted on a final design.The design is minimalist and only identifies that an area is a "no mow" and conservation zone. This simple sign design was decided upon because it can be created in-house as opposed to a sub-contractor.This saves the city money. In leiu of a more detailed sign Aaron Cosentino suggested the commission use some funds to purchase brochure boxes to install under the signs.These boxes could contain more detailed information about no mow zones and their benefits. The commission unanimously agreed to fund the brochure boxes. G. Commissioner comments/announcements Commissioner Knoerr announced that her bank is sponsoring an electronic recycling event.The information is presented below: Bring a recyclable item into the bank from April 16th through April 21st to help us celebrate Earth Day and be entered in a drawing to win a $50, $100 or $200 gift card!2 No purchase or bank transaction necessary to win r THE FOLLOWING ITEMS WILL BE COLLECTED AT OUR LOCATIONS: SUMMIT&MCLEAN: RANDALL LOCATION ONLY: • Personal computers • Personal computers • Keyboards/mice • Keyboards/mice • Laptops • Laptops • Personal electronics(cell phones/PDAs) • Printers • Cameras • Stereo equipment • Power cords/chargers • Answering machines • Batteries • Personal electronics • Routers • Fax machines • Hard drives • Gaming systems • Small networking gear • Cameras • DVD players/VCRs • Power cords/chargers • Batteries • Routers • Hard drives • Small Networking gear r Elgin State Bank 1001 S.Randall Road Elgin,IL 60123 847-888-7950 445 Summit Street Elgin,IL 60120 847-888-7950 590 N.McLean Boulevard Elgin,IL 60123 847-888-7950 H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Agenda Tuesday, May 8, 2012 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Presentation from Robert Morris University Students on Sustainable Opportunities for Elgin 2. Elgin Harvest Market Small Green Project Review E. Working Group Reports F. Old Business 1. Resource Conservation Kits 2. Complete Streets Policy 3. Solar and Wind Energy ordinance creation G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r rik SUSTAINABILITY COMMISSION Agenda Tuesday, May 8, 2012 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier,Jacobs,Jacox, Knoerr, Masterson, Martin, Platt and Segel present. C. Approval of previous meeting's minutes Minutes were approved D. Discussion Items 1. Presentation from Robert Morris University Students on Sustainable Opportunities for Elgin Dr. Shashank Atre from Robert Morris University and his student, Robert Dubal presented fibk information on solar and wind power opportunities in the city of Elgin. Dr. Atre noted that at present, the solar and wind industry is not really taking "foot." He attributed this to a lack of sharing of information about the technology that each firm has created, "nobody wants to share their trade secrets." Dr. Atre's student,John Dubal then presented about solar and wind energy. Mr. Dubal noted that his class visited Suzlon Wind Energy, a local Elgin wind turbine manufacturer. From this visit, Mr. Dubal and his class found that wind energy is not feasible for single-family homes, due to the high cost and long term payback. For this reason his class mostly focused on solar power. Mr. Dubal mentioned the advantages and disadvantages to solar power. Noting that solar energy is abundant. However solar panels have a high capital cost.The return on investment, according to Mr. Dubal is 10 to 20 years. Mr. Dubai then recommended the city of Elgin pursue solar thermal water heating for the Centre of Elgin.This would not only save the city operating costs, but also serve as a tangible example of Elgin's commitment to sustainability. Mr. Dubal noted that entities could also lease solar panels. His class also looked into solar powered streetlights.The class found a community in Colorado that is currently implementing solar powered streetlights. It was recommended by Dr. Atre that Elgin contact the city manager of Wary, Colorado to learn more about the costs and benefits of solar powered streetlights. Commissioner Masterson asked if the panels collect sunlight during the day, then use it at night. Dr. Atre responded that yes, during the day the panel collects light and stores it as electricity.Then, at night the light turns on and provides light for 5—6 hours.The cost of a solar powered streetlight is about $3,000. Mr. Dubai then spoke to wind energy. Once again he noted its large initial cost and that small residential wind installations are not cost-effective at this time. Mr. Dubai then suggested a number of ways Elgin could reduce its environmental impact. It was suggested that in conjunction with sending leaf bags to each household, include a coupon for a free reusable shopping bag. Commissioner Martin noted that he feels a solar thermal water heating system should be reviewed by the city.The installation of such a system would reduce the tax payer subsidy to the Centre,which commissioner Martin feels, would garner support for the initiative. A copy of the presentation is attached. 2. Elgin Harvest Market Small Green Project Review The commission reviewed the small neighborhood improvement grant program application submitted by the Downtown Neighborhood Association Harvest Market.The project requests $1,000 to develop educational signage for use during the Elgin Harvest Market.The applicant applied for several signs outlining where Harvest Market food comes from, a seasonal guide to local food, a visual explanation of how to use the market's LINK card and the benefits of shopping locally. • Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points • Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals(0 to 15 points) 15 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 10 points • Participation r ra. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 10 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 10 points • Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity(0 to 10 points) 5 points;fewer points were awarded as the volunteer match was not explicitly spelled out.The commission committed to asking applicants to be more explicit about matching funds in the future.The commission also recognized the amount of volunteer labor that goes into the Harvest Market in general and saw this signage as part of the overall effort. b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 5 points Total: 85/100 points Funding amount: $1,000 Match: In-kind contributions to develop signage and hold Harvest Market weekly during the summer Decision: Approved E. Working Group Reports Staff liaison Aaron Cosentino reported that working group member Janet Poyner has passed away.The commission asked staff to send the family a condolence card. F. Old Business 1. Resource Conservation Kits Staff liaison Aaron Cosentino reported that 65 resource conservation kits were distributed at the Green Expo. He reported that ComEd was in attendance to look up each recipient's account number, which will allow the city to track energy reductions. Staff will also monitor natural gas and water use. The commission suggested that the kits also be distributed at the Public Works Open House, May 12. Commissioner Martin also volunteered to distribute kits at his upcoming Northeast Neighborhood Association meeting, May 10. Aaron Cosentino said those are appropriate C locations, and will need to follow-up with each recipient to obtain their electricity and natural gas account number. 2. Complete Streets Policy Commissioner Jacox mentioned that he intends to work on this policy over the summer. His time up until now has been spent on developing an ITEP grant application for the pedestrian bridge across the Fox River. 3. Solar and Wind Energy ordinance creation Commissioner Martin briefly spoke about the creation of a solar and wind ordinance. City of Elgin does not currently have an ordinance that permits solar and wind power installations on residential properties. Instead residents must go through a conditional use process, which can be cumbersome. Commissioner Martin spoke with staff and found that the wind power ordinance was largely complete and therefore focused his efforts the solar ordinance. Commissioner Martin contacted individuals in the solar panel industry and found that the city of Naperville has solar panel regulations worth emulating. He presented a draft ordinance for the commission's review. His draft was based on Naperville's ordinance and contemplated items such as set back requirements and permitted height above the roof. Commissioner Martin then noted that he feels additional language should be included to account for Elgin's historic districts. He suggested giving the Heritage commission full authority to hold to their guidelines. He suggested that in the historic districts, solar panels could be limited to the back of the home, invisible from the street. Pat Segel from the Heritage commission was in attendance and offered her input. She does not believe that the Heritage commission's design guidelines contemplate roofing materials and therefore any improvements to the roof may not be under the purview of the Heritage Commission. She advised that the commissioners check with city staff to determine to what level solar panels conflict with the Historic Preservation design guidelines. Once determined, she noted that the Heritage Commission would most likely not need to review solar panel requests. Staff typically issues certificates of appropriateness; only if a project requires a departure from the guidelines would the Heritage Commission review it. Commissioner Martin then committed to having a formal draft ordinance written for the commission's review for the June meeting. G. Commissioner comments/announcements H. Adjourn r The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r r SUSTAINABILITY COMMISSION Agenda Tuesday,June 12, 2012 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Country Brook Revised Neighborhood Improvement Grant 2. Conservation Foundation Services E. Working Group Reports F. Old Business 1. Complete Streets Policy 2. Solar and Wind Energy ordinance creation 3. ITEP Grant Application G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Agenda Tuesday, June 12, 2012 6 PM, Centre of Elgin, 100 Symphony Way, West Conference Room A. Call to order (chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Jacobs, Jacox, Knoerr, Martin and Segel present. C. Approval of previous meeting's minutes Minutes unanimously approved. D. Discussion Items 1. Country Brook Revised Neighborhood Improvement Grant Commissioner Martin motioned that the grant application be reviewed at the end of the meeting to allow for a representative from the Country Brook HOA to arrive. No member of the HOA arrived during the course of the meeting. The application was to install native planting at the two entrances of the subdivision at Bode and Longford and Bode and Suman Road. The total project cost is $6,600, the grant application was $3,300. The application was reviewed: 1. Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points 2. Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals (0 to 15 points) 6 points; fewer points than usual were given as the commission questioned the overall community benefit of providing native plantings to just one subdivision entrance. b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 7 points 3. Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points) 10 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 5 points; the application noted that the Elgin Garden Club has been and will continue to help the HOA establish and plant the landscaping. 4. Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity (0 to 10 points) 8 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 8 points Total: 74/100 points Funding amount: $3,300 Match: $3,300 in cash and in-kind contributions to install and maintain landscaping indefinitely Decision: Approved Comments: The commission agreed that the revised application was more reasonable in both cost and content than the first, which only asked for a monument sign. 2. Conservation Foundation Services Staff Liaison Cosentino noted that he met with representative from the Conservation Foundation (CF). They expressed interest in helping the commission implement elements of its plan. The CF developed a list of objectives within the city's sustainability plan they would be interested in implementing. The CF asked the commission to review this list and arrive at focus areas to which a more detailed scope of work could be developed. Commissioner Jacobs noted that he was not familiar with the Conservation Foundation. Commissioner Segel responded, noting his familiarity with the CF, said they work mostly in DuPage County but are expanding to Kane and Kendall County. The CF works to educate, preserve open space, protect watersheds and conduct planning activities. Staff Liason Cosentino noted that the CF created the city's Ferson Creek Watershed Plan and at one time supplied the city with rain barrels and educational seminars on rain barrel use. Commissioner Anderson noted that the CF has placed some of their materials at Hawthorne Hill Nature Center and are well though of in the environmental community. The commission then spoke about the Fox River Country Day School (FRCDS) site. Commissioner Anderson noted that there are discussions among the environmental community about the former FRCDS site once again becoming a hub for environmental education for Fox River communities. However currently, the fate of the FRCDS site remains unknown as the school has closed and its owners are seeking buyers for the land. In the interim, commissioners suggested utilizing Hawthorne Hill Nature Center to provide education and environmental programming. The commission agreed that the Conservation Foundation should provide their opinion on how the city could best utilize the Nature Center. Commissioner Anderson, who also serves as the coordinator of the nature center noted that there is a desire to provide many programs to elementary, middle, high-school as well as those in college. The commission also showed interest in learning more about the operations of the Nature Center, including budget and current programming. The commission motioned to have the Conservation Foundation provide their opinions on how to best to utilize our existing the Nature Center and its resources. The commission would also like to focus on outreach to the schools and learn more about how the CF could help the commission receive grant funds and collaborate with other groups in the area. The commission asked the CF to weigh in on the FRCDS site. The commission invited the CF representative to attend its July meeting to present these items in more detail. E. Working Group Reports None. F. Old Business 1. Complete Streets Policy Commissioner Jacox presented the current draft of the Complete Streets policy. The policy draft is modeled on examples from the National Complete Streets Coalition website. The policy lists ten elements that are integral to complete streets. In general Commissioner Jacox recommends the policy be short, spanning six or seven pages. He noted that a final draft would be complete by the commission's July meeting. Once presented to the commission, the policy would need to be reviewed by the Bicycle and Pedestrian Advisory Committee, city staff and the public. Commissioner Jacox noted that a challenge in creating this policy is making is broad enough to be understood by the general public, and yet specific enough to provide value for planners and engineers. He recommended the policy be financially responsible, providing for exceptions, but not so many exceptions that the policy is easily sidestepped. 2. Solar and Wind Energy ordinance creation Commissioner Martin presented the commission a complete draft of solar panel ordinance that would allow residents to install solar panels on their roofs. The ordinance is still in draft form. The commission voted to have staff review and refine the ordinance and when complete, submit it to city council for approval. 3. ITEP Grant Application Commissioner Martin and Jacox presented the final Illinois Transportation Enhancement Program (ITEP) application. This program is Federally funded but administered by IDOT. The application seeks to obtain funding for phase I engineering. Based on additional calculations during the application development process, it was found that phase I engineering would be $170,000, not $200,000 as it was originally thought. Commissioner Martin also shared the letters of support he gathered for the project including letters from Representative Keith Farnham, State Senator Michael Noland, the Kane County Forest Preservce, The Northeast Neighborhood Association and Judson University. The ITEP was submitted May 31. G. Commissioner comments/announcements Commissioner Jacox asked how the commission spreads awareness about its activities. Staff Liaison Cosentino noted that the city's website/Facebook page, its sustainability newsletter, newspaper coverage and commission meetings are the primary ways. The commission suggested using its recently created banners as outreach mechanisms. It was suggested to ask local high-traffic areas such as the library, banks, schools, churches and the Centre of Elgin to display the banners for a given period of time. The commissioners agreed they would develop a list of locations. H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. SUSTAINABILITY COMMISSION Agenda Tuesday, August 14, 2012 6 PM, Hawthorne Hill Nature Center, 28 Brookside Drive, Elgin Illinois A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Hawthorne Hill Utilization Tour/Discussion 2. Presentation from Conservation Services Foundation 3. "No Mow" Conversion Project Proposal 4. Cool Cities Resolution Renewal 5. Senate Bill 3442 "Plastic Bag and Film Recycling Act" E. Working Group Reports F. Old Business 1. Complete Streets Policy 2. Solar and Wind Energy ordinance creation 3. ITEP Grant Application G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Agenda Tuesday, August 14, 2012 6 PM, Hawthorne Hill Nature Center, 28 Brookside Drive, Elgin Illinois A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier, Jacox, Knoerr, Masterson, Martin and Segel present. C. Approval of previous meeting's minutes Minutes were approved. D. Discussion Items 1. Hawthorne Hill Utilization Tour/Discussion The commission reviewed a memorandum from Greg Bruggeman, manager of Hawthorne Hill Nature Center. Commissioner Anderson, who also serves as the city's naturalist and part-time administrator of the nature center provided a tour of the facility. Commissioner Martin asked about the use of the facility as a research lab for secondary education institutions. Based on the conversation Commissioner Martin developed a set of advisory recommendations for the nature center listed below: • Make exhibits portable to allow flexibility between programming and rentals in meeting spaces. • Create and distribute a 2-page document describing Hawthorne to local colleges & universities, scientists, post-grads, and professors. The document would be an invitation to conduct research, field investigations, and laboratory teaching. • Complete the wildlife viewing center in front of the main building with feeders, water feature and bird houses. Add 2 viewing couches inside the facility and a webcam. Live- stream the wildlife and put the feed on the City of Elgin's website. • Identify and use off-site storage for educational exhibits. Rotate exhibits quarterly with exchanges between the Elgin Public Museum, Gail Borden, ECC, Judson and other institutions. • Revise Elgin's master plan to include pedestrian & bicycle access to Hawthorne (talk to BPAC). • Increase the size of the signage directing visitors to Hawthorne. • Collect wildflower seeds from Hawthorne for distribution or sale. • Offer a summer internship to an Environmental Studies major funded by a Grant from the Elgin Sustainability Commission. • Introduce new native plant and animal species. Diversity will improve the habitat and provide educational & recreational opportunities (turkeys, quail, turtles, bobcat, fox, etc). • Encourage & educate amateurs to record and publish wildlife sightings & counts at Hawthorne. 2. Presentation from Conservation Foundation Dan Lobbes of the Conservation Foundation presented to the commission outlining the organization's history and its services. The city of Elgin began working with the Conservation Foundation through the sale of rain barrels and watershed planning. The Conservation Foundation recently completed a Ferson/Otter Creek Watershed plan for the city. Mr. Lobbes noted that education and hands-on learning is important to the Conservation Foundation, and after reading Elgin's Sustainability Action Plan, found many partnership opportunities. Mr. Lobbes spoke about the Foundation's Mighty Acorns program. The program allows students to learn about nature in a "hands-on" way as well as complete actual restoration work. The Mighty Acorns curriculum satisfies states requirements for science and spans three- seasons. r The commission asked about the cost for implementing the program at the nature center. Mr. Lobbes indicated that the Foundation could provide a proposal for commission consideration. The commission voted unanimously to have the Conservation Foundation provide a proposal as well as obtain quotes from School District U-46 about busing costs. 3. "No Mow" Conversion Project Proposal Staff Liaison Cosentino described a project proposal converting the city's "no-mow" zones to native prairie plantings. A proposal was obtained from Hampton, Lenzini and Renwick (HLR) to convert six of the zones as well as maintain the sites through 2015. HLR has successfully naturalized one of the city's detention basins and was approached to provide a proposal for this similar project. Staff Liaison Cosentino proposed the commission fund the capital cost as well as the first year's maintenance costs for$22,330. The commission had several concerns with the proposal. The commission felt that another proposal should be obtained for these services. The commission also was uncomfortable with spending such a large percentage of their remaining funding on one project. Commissioner Anderson questioned the necessity of"roto-tilling"the soil as she, and other commissioners felt that roto-tilling the soil would promote weed growth. Also the commission had concerns about the long-term maintenance of the sites once turned over to the city in 2016. The commission asked that more information be provided about the level of training city land management employees receive related to the care of native prairie species. Staff Liaison Cosentino noted that the sites would be planted to phase out broad leaf . . r native plantings over time, so that once turned over to the city, a single broad leaf herbicide could be applied, limiting the intensity of maintenance. The commission voted unanimously to revise the proposal to fit within a budget of$15,000 as well as obtain a second proposal from an ecological services firm. 4. Cool Cities Resolution Renewal The commission voted unanimously to renew Elgin's Cool Cities membership/designation. The commission noted that almost all of the items listed under the "implementation" section of the Cool Cities have been completed by Elgin. 5. Senate Bill 3442 "Plastic Bag and Film Recycling Act" Staff Liaison Cosentino described Senate Bill 3442, which as several communities have found, enacts arguably weak plastic recycling requirements and seeks to limit home rule powers by completely limiting the ability for communities to enact regulations banning the use of plastic bags or imposing a fee on their use. Other organizations including Champaign, Oak Park,the Illinois Municipal League, South Suburban Mayors and Managers Association, West Central Municipal Conference, Alliance for the Great Lakes and Illinois Environmental Council have expressed their opposition to this bill in writing to Governor Quinn. The commission voted runanimously to ask Mayor Kaptain to author a letter in opposition to this bill. E. Working Group Reports Megan Butler, field organizer from Energy Efficiency Illinois introduced herself, noting that she would be making a more formal presentation to the commission at their next meeting. She briefly reviewed some of the incentives available to Illinois residents for energy efficiency and weatherization upgrades. Megan Butler Field Organizer Energy Efficiency Illinois 630-750-7726 Meg@energyimpactillinois.org F. Old Business 1. Complete Streets Policy Commissioner Jacox provided a nearly complete draft of a "complete streets" policy. Commissioner Jacox noted that he is seeking input on the policy. The commission r recommended presenting the policy to the Bicycle and Pedestrian Advisory Committee and engineering staff. , . r 2. Solar and Wind Energy ordinance creation Commissioner Martin updated the commission on the solar and wind energy ordinances. The wind ordinance is complete. Staff is reviewing the solar ordinance. Commissioner Martin also spoke to the possibility solar hot water for the Centre. Several weeks ago, Commissioner Martin, Wayne Carlstedt and Aaron Cosentino met with a solar energy firm. The firm looked at the building and has since declined to bid on the project citing three reasons, (1) the price of natural gas is falling rapidly, (2) the grant that could fund a portion this project a grant requires at least a 30 year payback, which this project would not have and (3) the roof is not well suited for solar collectors. The firm did indicate that the roof might be a good candidate for solar photo-voltaic. However the commission seemed to prefer supporting the existing initiative of the hydropower dam, which would completely power the Centre, over placing solar electric panels on the roof. Commissioner Masterson also asked if geothermal is an option for the Centre in lieu of solar hot water heating. 3. ITEP Grant Application Staff Liaison Cosentino noted that the city's lobbyist has been informed of the grant application. G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Agenda Tuesday,September 11, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Review of Proposal from Conservation Foundation for Educational Services at Hawthorne Hill Nature Center 2. Review of WaterSense Toilet Rebate Program Proposal E. Working Group Reports F. Old Business 1. Complete Streets Policy (1111.4 2. Solar and Wind Energy ordinance creation 3. ITEP Grant Application 4. No Mow Conversion Proposal Status G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r . . r SUSTAINABILITY COMMISSION Agenda Tuesday, September 11, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson, Frazier,Jacobs,Jacox, Martin, Masterson and Segel present. C. Approval of previous meeting's minutes Minutes were approved. D. Discussion Items 1. Energy Impact Illinois Presentation Megan Butler, Field Organizer from Energy Impact Illinois presented to the commission regarding a recent federal stimulus funded program, Energy Impact Illinois. Energy Impact C Illinois is an alliance between the United States Department of Energy, local utility companies and non-for-profits (such as CNT-Energy). It is a stimulus project designed to create jobs and promote environmental and economic sustainability in local communities. Through this program, homeowners receive financial assistance to increase the energy efficiency of their households by at least 15%with simple repairs related to air sealing and insulation. To date the average household that goes through this program saves about $500 per year in energy costs. Working with Utility Companies, Energy Impact Illinois offers reduced cost energy audits, but audits will be offered for free if homeowners are willing to host an energy impact "house party" where they allow a group of 5-10 friends, family and neighbors to meet with an auditor while he demonstrates, using high tech technology, where the household is losing energy. If a homeowner is interested in going through with the changes suggested by the auditor, Energy Impact Illinois is offering an instant rebate of 70% up to 1,750 per household. We are also offering 0% interest loans up to a year to homeowners who are making bigger changes costing 2,500 or more. The idea behind this program is that it helps homeowners make their homes more sustainable and comfortable, save money, and increase the value of their households. Megan asked the commission to assist her in spreading program awareness. Megan also explained that property owners that lower their energy consumption by 15% rreceive an Illinois Home Performance Certification. This designation is applied to real estate listings, documenting that homes are energy efficient. The commission wondered if past Home rEnergy Savings program participants could get this certificate as well. Chairman Masterson also asked if contractors and assessors working for the program are Resnet certified in addition to Building Performance Institute certified. Ms. Butler indicated she would follow up on that request. 2. Review of Proposal from Conservation Foundation for Educational Services at Hawthorne Hill Nature Center The commission reviewed the proposal from the Conservation Foundation. Chairman Masterson noted that this program would allow for expanded use of Hawthorne Hill Nature Center. Commissioner Segel noted that he was glad to see the commission begin educational efforts and that its efforts should focus on all ages, not just elementary school children. Commissioner Anderson, who worked on the proposal, noted that she felt the Conservation Foundation staff did a thorough job putting the proposal together. The commission scored the proposal: • Municipal Compatibility o Project integrates with the goals and objectives of Elgin's Sustainability Action rPlan (0 to 20 points). 20 points. • Community Benefit o Project results in outcomes that address a community need (0 to 20 points) 20 points. o Project includes a communication element that either educates the community or raises public awareness of Elgin's Sustainability Action Plan or sustainability in general (0 to 20 points) 20 points. • Participation o Project promotes opportunities to include and form partnerships with other groups or organizations (0 to 10 points) 10 points. • Project Feasibility o The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity (0 to 10 points) 10 points. o Budget reliably represents the projects expenses and revenue (0 to 10 points) 10 points. • Cost Effectiveness o Project funding is spent efficiently and leverages volunteer labor or outside funding(0 to 10 points) 10 points. 3. Review of WaterSense Toilet Rebate Program Proposal C Commissioner Todd Martin presented his proposal for a high efficiency toilet rebate program for restaurants and rental properties. His proposal focused on this demographic for the following reasons: The program is narrowly tailored to rental properties with old (1994 or earlier) toilets for the The program can accommodate around 100 toilets. Expanding the program to the entire community would exceed the requested $10,000 in funding. • Effectiveness. Rental properties are less likely to upgrade to a WaterSense toilet on their own since the owner of the property does not generally pay the water bill. • ❑Marketing. The city has a listing of rental properties in Elgin from our Rental licenses & Business licenses. • Compliance. We already inspect rental property and businesses in Elgin. We can easily verify installation with regularly scheduled inspections that take place anyway. • II Trips to the bathroom. I Bars and restaurants have toilets with higher usage rates than a typical home. Targeting rental properties cover many bars and restaurants in Elgin. • Replacing only older toilets maximizes the water savings from the rebate. Rebates would be limited to rental properties and restaurants; up to two rebates per residential address and 5 per apartment building or non- residential address. The program was loosely modeled after Batavia, Illinois' toilet rebate program. According to Chairman Masterson suggested the program also include rebates for urinals. He also asked that a buy-local provision be inserted, modeled after Batavia, Illinois' program. The commission raised several concerns with the proposal. • Administration —The current program would have credits be issued on participants water bills. Commissioner Frazier raised concerns with this approach, noting the staffing levels in the utility billing department. Water Resources working group chairperson and city water director Kyla Jacobsen spoke, noting that her working group, which developed the recommendation for such a program in the Sustainability Action Plan envisioned that local hardware retailers would simply provide a $100 rebate to Elgin residents (verified by presenting a water bill). This approach relieves city staff from administering the program. • Disposal —The commission asked how old toilets would be disposed. According to Commissioner Martin, toilets are made of porcelain, a type of clay, which can be thrown away in the trash. A disposal sticker would be required. • Verification —The commission also questioned how the toilet installation would be verified. Commissioner Martin responded noting that regularly occurring business and rental inspections could verify toilet installations. Staff members present at the meeting indicated that these inspections do not occur on a frequent enough basis to ensure verification. The commission conceived that participants could simply purchase the toilet, receive the rebate, then install it at their private residence. Participants could also purchase the toilet, receive the rebate, then return the toilet. The commission requested additional information be gathered from other communities with similar programs to determine how verification occurs. Based on the need for more information, the commission motioned that the item be tabled. The motion passed six to one, with Commissioner Martin voting against. E. Working Group Reports F. Old Business 1. Complete Streets Policy The commission decided to present the current draft to the Bicycle and Pedestrian Advisory Committee at its October meeting. 2. Solar and Wind Energy ordinance creation Staff Liaison Aaron Cosentino noted that this item is currently awaiting a staff review, after which point it will be submitted to the city council for consideration. 3. ITEP Grant Application Application is under review by IDOT. 4. No Mow Conversion Proposal Status Staff Liaison Aaron Cosentino noted that he and Commissioner Anderson have requested proposals from other landscaping firms, and the item would be discussed at the next commission meeting. G. Commissioner comments/announcements Commissioner Martin raised a question about the upcoming stormwater utility proposed in the city's 2012 budget. He asked that a staff member present to the Northeast Neighborhood Association about the utility. He has found that the item has caused apprehension among neighbors. Commissioner Segel noted that a group with the Gifford Park Association would like to pursue a community garden at the old YMCA site. Aaron Cosentino noted that the city now has a land- lease program that allows neighborhood groups to rent vacant city property and create a community garden. Aaron noted that he would follow up with staff member Cherie Murphy to get more information. Commissioner Jacobs complimented Parks Superintendent Jim Bell. Commissioner Jacobs was impressed at Mr. Bell's responsiveness in providing him wood chips. Commissioner Jacobs asked for wood chips on two occasions and had a response from Mr. Bell within one day for each request. Aaron Cosentino announced a volunteer planting day occurring Saturday, September 15 at 34 Perry Street,from 8 am— 12 pm. The planting day is to install native plants at the city's first parkway rain garden. The garden was constructed in front of Ms. Stacey Reynolds' home, who passed away before the garden could be built. H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r C SUSTAINABILITY COMMISSION Agenda Tuesday, October 16, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Northwest Earth Institute Program Proposal 2. BPAC Banner Request 3. Revised Conservation Kit Program E. Working Group Reports F. Old Business 1. Complete Streets Policy 2. Solar and Wind Energy ordinance creation 3. ITEP Grant Application 4. No Mow Conversion Proposal Status 5. Conservation Foundation for Educational Services at Hawthorne Hill Nature Center 6. Review of WaterSense Toilet Rebate Program Proposal G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Agenda Tuesday, October 16, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson,Jacobs and Knoerr not present. C. Approval of previous meeting's minutes D. Discussion Items 1. Northwest Earth Institute (NWEI) Program Proposal Commissoiner Segel presented.He noted that he would like to to explore the education and outreach components of the sustainability plan,as there many materials in existence for every age level and every issue.Commissioner Segel felt that this process of education should be an on-going. Commissioner Segel noted that the Unitarian Universalist Church of Elgin has put on an NWEI training,which the membership found quite beneficial.Commissioner Segel felt that NWEI trainings could be used to bring any group that meets regularly together to discuss important environmental issues. He recommended that participants have a dollar commitment for the courses (i.e.pay for course books).Commissioner Segel pointed out that thirty-nine community colleges are currently using NWEI courses in their curriculum. The commission agreed that Commissioner Segel's ideas were worth pursuing and committed to brainstorming groups that could benefit from such a program.Commissioner Martin suggested incorporating an NWEI course into the Elgin Civic Leadership Academy's training program. Commissioner Segel committed to developing an action plan for further implementation of the NWEI proposal. 2. BPAC Banner Request Staff Liaison Aaron Cosentino presented a proposal from the Bicycle and Pedestrian Advisory Committee for a table sized banner for use at conferences and public events.The banner would measure approximately 2' x 8' and read: BIKE.WALK.MOVE.ELGIN Bicycle and Pedestrian Advisory Committee City Logo Related Graphic BPAC Web-link& Facebook-link The cost of the banner is approximately$130.The commission voted unanimously to fund the banner. 3. Revised Conservation Kit Program Staff Liaison Cosentino presented a proposal to revise the Conservation Kit program to encourage greater participation. Currently the program, funded by EECBG funds allows homeowners to receive energy efficiency items free of charge if they agree to allow their utility bills (electricity and gas)to be tracked.This requirement of the program has greatly limited the number of participants. Staff has found that individuals are weary of taking even free items. Therefore staff recommends that the program be revised to allow residents to receive the kits with only their name and address. Residents will still receive educational materials as well as instructions for each item within the kit. The commission voted unanimously to approve the program revisions. E. Working Group Reports F. Old Business 1. Complete Streets Policy It was decided to inform the Bicycle and Pedestrian Advisory Committee that a draft complete streets policy has been developed. Over the month of November, BPAC members will review the draft. Commissioner Jacox will then present the draft to the BPAC members at their December meeting. 2. Solar and Wind Energy ordinance creation No update. 3. ITEP Grant Application Aaron Cosentino reported that a decision is forthcoming from the Illinois Department of Transportation. 4. No Mow Conversion Proposal Status Aaron Cosentino reported that an additional quote was being developed by Pizzo and Associates. The item should be ready for the commission's November meeting. 5. Conservation Foundation for Educational Services at Hawthorne Hill Nature Center This item was passed by city council at its Oct. 10 meeting. Although, council did raise concerns about the city paying for transportation costs. Council would rather see School District U46 pay for transportation of their students. Also council would like to encourage participation from home schooled children. 6. Review of WaterSense Toilet Rebate Program Proposal Commissioner Martin acknowledged the commission's comments on his first proposal. Commissioner Martin presented two versions of the program.The first was similar to his original proposal (geared towards businesses and apartment buildings) with the addition of a local sourcing requirement.The second choice was an instant rebate administered by the Elgin retailers themselves, open to all Elgin residents that can show proof of residency. Based on the previous meeting, Commissioner Martin reviewed the commission's concerns over staff burden and program oversight. Commissioner Martin felt that the commission's concerns were irreconcilable.The commission 1) wanted sufficient checks on program abuse (i.e.verify the toilet was purchased and installed and 2) wanted to place as little administrative burden on city staff. To ensure no program abuse however, Commissioner Martin felt that the program would have to be administered by city staff. Whereas limiting administrative burden would mean that retailers would be processing the rebates and therefore the city would have little control over program abuse. Based on research conducted by city staff on the Batavia, Illinois program,there is no check on where the toilets are installed. After discussion, the commission agreed to adopt the second version of the program whereby retailers administer the rebates at the point of sale. City staff will work to get the program adopted by the city council. Aaron Cosentino suggested a Facebook poll be conducted to determine resident interest.This would help substantiate demand. G. Commissioner comments/announcements None. H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. SUSTAINABILITY COMMISSION Agenda Tuesday, November 13, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Elgin Green Expo Participation Discussion, Sigi Psimenos, Elgin Climate Change Organization 2. Illinois Student Environmental Coalition Presentation—Kimberly Ann Rowan, Chicago Region Director 3. No Mow Proposal No. 2 - Pizzo and Associates 4. Sustainability 2012 Budget Review and Proposed 2013 Budget Review E. Working Group Reports F. Old Business 1. Complete Streets Policy 2. Solar and Wind Energy ordinance creation 3. ITEP Grant Application 4. No Mow Conversion Proposal Status 5. Conservation Foundation for Educational Services at Hawthorne Hill Nature Center 6. WaterSense Toilet Rebate Program Proposal G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION MINUTES Tuesday, November 13, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commission Jacobs was not in attendance. C. Approval of previous meeting's minutes Minutes approved. D. Discussion Items 1. Elgin Green Expo Participation Discussion, Sigi Psimenos, Elgin Climate Change Organization Sigi Psimenos, Elgin Green Expo coordinator was present. She noted the Green Expo was to occur May 10 and 11, 2013. Unlike last year, there would be no municipal conference component to the Expo. She asked the commission for financial support.The commission voted unanimously to award the Green Expo$2,500 to cover the rental of the Centre of Elgin's field house. With this level of sponsorship the commission would be able to exhibit in both racquetball courts at the Centre. 2. Illinois Student Environmental Coalition Presentation— Kimberly Ann Rowan, Chicago Region Director Ms. Rowan was ill and was not present to make this presentation. 3. No Mow Proposal No. 2 - Pizzo and Associates Aaron Cosentino reviewed a "no mow" site conversion proposal from Pizzo and Associates.The proposal was for the conversion of the current no mow sites in Wing Park and the Eagle Heights neighborhood to native plantings. Seth Crackel,the representative from Pizzo and Associates did not submit a price for any of the Lords Park sites as he indicated the slopes of the sites there would present significant erosion control challenges. Unlike the previous proposal from Hampton, Lenzini and Renwick,the Pizzo and Associates proposal included services beginning in 2013 and did not include Lords Park sites. The commission decided to solicit a revised proposal from HLR as well as get another firm to submit a proposal before making a decision.The item was tabled until revised proposals from HLR and another firm -to be determined - are received. 4. Sustainability 2012 Budget Review and Proposed 2013 Budget Review Aaron Cosentino reviewed the commission's budget: Funding Riverboat Fund Allocation $25,700 Expenditures Complete Streets Policy Development $1,000 Bicycle and Pedestrian Advisory Committee Banner $130 Mighty Acorns programming at Hawthorne Hill Nature Center $9,530 Northwest Earth Institute Books $419 Business Cards $58 Brochure Boxes for No Mow Zones $117 Balance $14,446 Potential Projects Toilet Rebate $10,000 No Mow Conversions $10,000- 25,000 Neighborhood Improvement Grant Funding Bike Ease of Use Map $7,000 Country Brook Native Landscaping $3,300 Elgin Area Historical Society Windmill Signage $2,880 Fountain Square Parking Lot Plantings $2,378 Fox River Pedestrian Bridge $15,000 Harvest Market Educational Signage $1,000 NENA Butterfly Garden Expansion $6,000 TOTAL REMAINING $12,442 2013 Outlook Sustainable Community Initiatives(RB, $50,970: 2013; $30,000: 2014-2017)—Funding is provided to fund program and project implementation of the sustainability action plan working groups and to provide funding for educational materials (e.g., printing, postage, and advertising). $20,970 is encumbered from programs and projects initiated in 2012. Neighborhood Improvement Grant Program (RB, $129,280: 2013; $70,000: 2014-17)—This program provides a funding mechanism to the city's various neighborhood groups to provide financial assistance or neighborhood groups and organizations in the development and implementation of sustainable projects benefiting their respective neighborhoods.The funding is distributed between two grants:the Sustainable Neighborhoods Project Fund (up to $15,000 grant) and the Small Green Project Fund (grants up to $1,000). In 2013, $59,280 is encumbered in approved agreements and will continue as such until the projects are completed or the agreements are terminated. Urban Design Chicago Street Metra Station TOD Plan (RB, $20,000: 2013, $0: 2014-17)—The Regional Transportation Authority(RTA) awarded the city an $80,000 Regional Technical Assistance Program (RTAP) grant for the Chicago Street Station Area Plan Project. RTAP funds are provided for comprehensive transit planning and market research studies and for the development of innovative approaches to improving access to local transit facilities. Elgin's planning project will result in a transit-oriented redevelopment plan (TOD) for areas adjacent to the Chicago Street Metra station.The plan will accommodate land uses and densities that support transportation options. Funding is provided for the city's 20 percent match of the overall project. Sidewalk Gap Study& Implementation (RB,$50,000: 2013; $50,000: 2014-17)—The obtained $100,000 in reimbursable grant funding through the Chicago Metropolitan Agency for Planning's (CMAP) Community Planning Program to assist with a city sidewalk gap and transit stop study.The city hired a consultant in 2012 to perform the study and the consultant will be continuing its work on the study in 2013. Neighborhood Sidewalk Program (RB, $100,000: 2013-17)—The Neighborhood Sidewalk Program was started in 1993 to replace sidewalks with major tripping hazards in older neighborhoods that had not been included in a Neighborhood Street Rehabilitation Program project and were not scheduled within the next five years. Funding was eliminated in 2012 to reimburse the General Fund for the neighborhood street resurfacing program but has been restored in the annual amount of$100,000 for 2013-17. Transportation and Mobility Bikeway Implementation Program (RB, $1,344,000: 2013; $2,100,000: 2014; $0: 2015-17)— The city's Bikeway Master Plan identifies priority segments for bike routes within each quadrant of the city. In the northeast quadrant, Route 1 is proposed to connect the downtown bicycle network at Douglas Avenue and Kimball Street on the west to the existing trail on Congdon Avenue in Cook County on the east.The bikeway will operate via Douglas Avenue, Slade Avenue, Prospect Boulevard and Congdon Avenue. At the city limits, the multi-use trail continues eastward providing access to the Shoe Factory Road Woods and the Poplar Creek Preserve in the Village of Hoffman Estates. Route 4 spans from the west bank of the Fox River paralleling Route 20 to the Sports Complex, crossing McLean Boulevard through the Elgin Community College Campus to Randall Road and then west to its terminus on Bowes Road at Bowes Creek Road. Both Routes 1 and 4 are receiving 80 percent in federal funding for the total project costs, the grant being administered by the Chicago Metropolitan Agency for Planning (CMAP) as part of the Congestion Mitigation and Air Quality Program (CMAQ). Green Infrastructure Illinois Green Initiative (RB, $627,900: 2013)–The city received more than $630,000 to install stormwater best management practices in Elgin's SWAN neighborhood, served by combined sewers. Funds were awarded through the Illinois Green Infrastructure Grant (IGIG) program administered by the Illinois Environmental Protection Agency (TEPA).The funded project entails the installation of approximately 24 rain gardens located on public right-of-way and two permeable paver alleyways.The total project cost is $751,900 and divided as follows: $117,900 (city share) and $634,000 (state share). Tree Replacement(Bluff City Cemetery) (RB, $66,850: 2013; $0: 2014-17)—The city allocates funding to replace trees in the right-of-way and other city-owned properties.The emerald ash borer has destroyed a substantial number of trees in the Bluff City Cemetery necessitating that the funds be used for tree removal, rather than replacement, to avoid potential damage to headstones and cemetery visitors. Tree Replacement(RB, $250,000: 2013; $250,000: 2014-15,$350,000: 2016-2017)—The emerald ash borer has destroyed a substantial number of trees in the city. Funding in this project will be used for tree removal and replacement during the four-year period. E. Working Group Reports None. F. Old Business 1. Complete Streets Policy Commissioner Ryan Jacox will be presenting the draft policy to the Bicycle and Pedestrian Advisory Commission at its December meeting. 2. Solar and Wind Energy ordinance creation No update. 3. ITEP Grant Application Aaron Cosentino reported that the city of Elgin was unsuccessful in its application to construct a pedestrian bridge across the Fox River. Per a phone call with IDOT, it was the project's lack of completed phase I engineering that eliminated it from funding. 4. No Mow Conversion Proposal Status See above. 5. Conservation Foundation for Educational Services at Hawthorne Hill Nature Center Aaron Cosentino reported that the item would be brought to city council for final consideration at its next meeting. 6. WaterSense Toilet Rebate Program Proposal No update. G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. SUSTAINABILITY COMMISSION Agenda Tuesday, December 18, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) C. Approval of previous meeting's minutes D. Discussion Items 1. Proposed 2013 Meeting Schedule 2. Purchase of Service Agreement with ReStore for Rain Barrel and Compost Bin Services 3. Tree Conservation Ordinance Review 4. Neighborhood Improvement Grant Application for educational video production—Judson University 5. Neighborhood Improvement Grant Application for Lords Park Farm Animal/Sustainability Garden Pilot Project 6. Housing Authority of Elgin "Pick it up" Anti-litter campaign Neighborhood Improvement Grant Application E. Working Group Reports F. Old Business 1. Solar and Wind Energy ordinance creation 2. No Mow Conversion Proposal Status 3. WaterSense Toilet Rebate Program Proposal G. Commissioner comments/announcements H. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r SUSTAINABILITY COMMISSION Minutes Tuesday, December 18, 2012 6 PM, Centre of Elgin, West Conference Room, 100 Symphony Way A. Call to order(chairperson) B. Roll Call (staff liaison) Commissioners Anderson,Jacobs,Jacox, Knoerr, Martin, Masterson and Segel present. C. Approval of previous meeting's minutes Minutes were approved. D. Discussion Items 1. Proposed 2013 Meeting Schedule The commission agreed on the following meeting schedule for 2013. All meetings held at 6 PM,at the Centre of Elgin's West Conference Room • January 8 • February 12 • March 12 • April9 • May 14 • June 11 • July 9 • August 13 • September 10 • October 8 • November 12 • December 10 2. Purchase of Service Agreement with ReStore for Rain Barrel and Compost Bin Services The commission reviewed a memorandum from Solid Waste Coordinator Dan Ault dated Dec. 10, 2012. The memo outlined the city's existing relationship with Habitat for Humanity Restore. The memo recommended, "continuing the partnership with Habitat ReStore as is and add CFL distribution. Staff recommends continuing to sell composters and rain barrels at cost. For CFL bulbs staff recommends that each Elgin patron of Habitat ReStore receive a free bulb. Staff recommends that attached to each bulb is a flyer that contains information about homeowner environmental best practices." The Sustainability Commission agreed with this approach and recommended entering into a purchase of service agreement with Habitat for Humanity ReStore. 3. Tree Conservation Ordinance Review The Sustainability Commission reviewed the proposed Tree Conservation Ordinance. The commission generally supported the ordinance but reserved endorsement until after reviewing responses to the following. Their comments are summarized below. 1. 19.16.080 of the ordinance provides for removal of certain dangerous trees without a permit and provides that the city may give verbal authorization to remove a tree which poses a threat to health, safety or property and which requires immediate removal. Examples include a tree which has been blown over or has been struck by lightning. The Commission asked if the ordinance contemplates any documentation of the verbal authorization.The commission cited an example where an employee gives verbal authorization, but once the tree was removed another employee cites the property owner for removal without a permit. Without documentation of the verbal authorization, this scenario could turn into a property owner's word against a city employee(s). 2. The commission recommended a mechanism be placed within the ordinance that allows for the removal of invasive species of trees without a replacement requirement.The commission cited a scenario where a homeowners' association removes an invasive species such as a Buckthorn from an area such as a native prairie (according to the commission,the Reserve Townhome development on the west side of Elgin has such an area). A requirement for replacing trees in this area would retard efforts to restore the prairie. 3. The commission recommended a mechanism be placed in the ordinance that allows property owners to suggest trees not on the replacement list, assuming city approval of the suggested tree.The commission cited a Pecan Tree, which is native to this region, but did not appear on the replacement tree list. 4. The commission recommended the tree list be amended to include columns indicating (1) if the tree is native to the region and (2)the species' suitable hardiness zone.The addition of this information provides property owners additional information to assist in making tree replacement choices. 4. Neighborhood Improvement Grant Application for educational video production—Judson University Architecture Professor Robin Randall applied for funds to produce an educational documentary about designing sustainable buildings and teaching sustainability to school age children. The proposed project is to create a short (8 — 15 minute) documentary educational video capturing the multiple layers of teaching sustainability as explored through design, planning and execution. This is accomplished by highlighting the design process as students develop a school sited on the parcel of land just north of the Gail Borden Library. Students were tasked with design the "ultimate" learning environment for 500 students in a pre-kindergarten through eighth grade school and community outreach facilities. The project must meet or exceed the Living Building Challenge and provide community education for sustainable practices. Living Building Challenge (www.livingbuildingchallenge.org) is akin to LEED certification but more rigorous. To achieve full certification projects must meet a series of ambitious performance requirements, including net zero energy, waste and water. Professor Randall's studio is the only studio in the nation designing to this standard. The grant application was originally$24,600.This sum included funds for traveling to a conference to present the documentary,video equipment, editing software, student stipends and a project manager. The Sustainability Commission raised several questions related to the proposal. Concerns about the proposed cost were raised as well as the fact that the proposal included several line items related to travel expenses and capital equipment. Professor Randall acknowledged these concerns and amended her proposal to only include the line items associated with the four student stipends at$2,000 each and one project manager at$8,000. Commissioner Martin asked how much time had already been expended on this project. Professor Randall responded that about 70%of the filming was complete, which equated to about 50 hours of footage. Commissioner Laura Knoerr expressed concerns that this video is meant for multiple audiences and creating only one version might limit its effectiveness at reaching a particular audience. It was also noted that organizations and educators have limited time, so producing 3 to 5 shorter videos, each with different subject matter, as opposed to one 15-minute video was recommended. Commissioner Anderson asked if Judson University was supporting this project. Professor Randall indicated that like many other organizations,Judson University was under going financial hardships and is not funding this project. It was noted that the project is not a "class project" but rather an endeavor by a student group and professor. Commissioner Jacobs raised a number of concerns and felt that public funds should not be used to fund a private institution's projects or pay its faculty stipends. Commissioner Jacobs inquired if the program would even permit Judson University to apply. Staff Liaison Aaron Cosentino indicated that Judson's not-for-profit status made Judson eligible. Commissioner Jacox asked about the useful life of the video once created. Professor Randall noted that once complete, the video will be shared with local and professional organizations the video will have many educational venues including the 2013 Architectural Research Conference at the University of North Carolina, March 27-30, 2013. It will also be shared with the city, local neighborhood groups and most importantly local school districts. In addition the Living Building Challenge organization has agreed to place the video on their website. Staff Liaison Aaron Cosentino asked for clarification on project's proposed budget. It requests four$2,000 stipends for students calculated at $10/hour, equating to an additional 200 hours per student left to work on the film. Staff Liaison Cosentino noted this seemed high considering 70%of the filming was already complete. Staff Liaison Cosentino suggested using a professional editor as doing so provides a cost- effective and professional product. One quote had already been sought, yielding a price of $4,000. Professor Randall was supporting of this idea.Judson University would provide matching funds in the form of volunteer time, both filming the documentary and conducting pre-editing prior to submitting the film to the professional editor. The commission scored the grant application. 1. Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points) 15 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points 2. Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals (0 to 15 points)8 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points)8 points 3. Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points)5 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points) 7 points 4. Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity(0 to 10 points) 7 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 7 points The commission voted to approve the grant application in the amount of$4,000 pending city council approval. Commissioner Jacobs voted against funding this project. 5. Neighborhood Improvement Grant Application for Lords Park Farm Animal/Sustainability Garden Pilot Project This item was discussed generally but tabled until the January meeting. 6. Housing Authority of Elgin "Pick it up"Anti-litter campaign Neighborhood Improvement Grant Application HAE Executive Director Damon E. Duncan and Deputy Director Monica Smith applied for funds to help prevent litter through education, outreach and hands-on beautification activities. The proposed litter prevention program is part of the Housing Authority of Elgin's ECO initiative and focuses on the collaboration between the community and HAE's residents to create a cleaner, safer environment for the Clifford Court/Owasco Court community. The project proposes to partner with Century Oaks Elementary School to develop and facilitate educational opportunities. The grant application was originally for$7,500. This included funds for developing educational presentations for children, developing outreach materials, supplies for cleanup activities and purchasing a recycling container mascot. Serendipitously the city of Elgin had previously purchased two refuse can recycling costumes for outreach during the conversion to a modified- volume based solid waste program. The city on occasion lends these costumes to community groups. Lending the costume to the HAE allows for$4,000 to be removed from the project budget, leaving$3,500 in program expenses.The HAE is providing matching funds in the amount of$13,100, primarily consisting of staff time and administration costs. Commissioner Anderson asked if the recycling coordinator of Kane County had been contacted. Deputy Director Smith noted that she had not contacted the recycling coordinator but was not opposed to doing so. Commissioner Anderson also felt that it was contradictory to the program's "anti-litter" intent to produce paper brochures distributed to children, as in her experience those sort of publications become littler themselves.The commission agreed and asked that the Housing Authority of Elgin create displays of a permanent nature to be placed in prominent locations in the project area. Commissioner Segel noted that he sees litter as the end of the cycle of education. It is important and it is a piece of it but education should begin with waste reduction, reuse, recycling, composting and then discuss littering.The commission too agreed with this comment and recommended that the Housing Authority seek to address the problem more holistically by not just focusing on the enforcement of litter(i.e. tickets issued by police) and focus more on the larger educational topics of reduce, reuse, recycle. Commissioner Knoerr agreed and felt that the proposal did not feel engaging as it was presented. The commission scored the grant application. 1. Municipal Compatibility a. Project integrates with the City's Sustainable Master Plan and is consistent with City policy and ordinances (0 to 20 points)20 points b. Project or activities require minimal maintenance and staff time (0 to 10 points) 10 points 2. Community Benefit a. Project proposes a creative approach to a neighborhood need or enhancement that helps meet the SMP goals (0 to 15 points) 10 points b. Project activities address a highly recognized need within the neighborhood (0 to 15 points) 15 points 3. Participation a. Project includes opportunities to involve neighbors in shaping and carrying out the project (0 to 10 points)5 points b. The project promotes opportunities to form partnerships with other groups or organizations to complete joint projects or activities (0 to 10 points)8 points 4. Project Feasibility a. The proposal demonstrates excellence in design, planning, and execution of the proposed project or activity (0 to 10 points) 7 points b. Budget reliably represents the projects expenses and revenue (0 to 10 points) 8 points The commission voted unanimously to approve the grant application in the amount of$3,500 pending city council approval. Working Group Reports None. E. Old Business 1. Solar and Wind Energy ordinance creation—No Update 2. No Mow Conversion Proposal Status—No Update 3. WaterSense Toilet Rebate Program Proposal—No Update F. Commissioner comments/announcements None. G. Adjourn The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990.Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities,are requested to contact ADA coordinator,at(847)931-6076,or TTY/TDD(847)931-5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons.